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07/15/2002July 15, 2002 Before starting the meeting, Mayor Harris asked for a moment of silence in memory of Commander George "Skip" Hoffman. Commander Hoffman, a Deerfield Police officer from 1969 until his retirement earlier this year,.died on July 11th The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Harris in the Council Chamber of the Village Hall on Monday, July 15, 2002, at 7:33 P.M. The Clerk called the roll and announced that the following were: Present: Steve Harris, Mayor Jerry Kayne Derek Ragona Harriet Rosenthal William Seiden Vernon Swanson Matthew Wylie and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Village Manager Robert Franz. PLEDGE OF ALLEGIANCE Ed Seidman, chairman of this year's Deerfield Family Days, led those in attendance in reciting the Pledge of Allegiance. Afterward, he gave a brief report on this year's July 3rd and 4th events. APPROVAL OF MINUTES Trustee Ragona asked that it be added to the section on the AT &T /Comcast merger that Mr. Rotman expects negotiations to be complete by the third week of August. Mr. Kayne noted that the name of AYSO Coach Ed Bohrer was spelled incorrectly in the minutes. Trustee Ragona made a motion to approve the minutes as amended. Trustee Wylie seconded the motion. The motion passed unanimously.. BILLS AND PAYROLL Trustee Ragona made a motion to approve the Bills and Payroll. Trustee*Rosenthal seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the June Treasurer's Report. General Fund revenues are at 16.7% of the total budgeted for the 2002 -03 fiscal year and are at projection. Sales tax received in June (March 2002 sales) was $229,458, which is .9% above last June (March 2001 sales). Hotel tax is still down but continues to recover. As of June 30, 2002, 100% of available cash was invested at an average interest rate of 3.83 %, compared to an average rate of 1.71% for the 90 -day Treasury Bill. REPORT ON DEPARTMENTAL OBJECTIVES, Barbara Little presented highlights from the PUBLIC WORKS AND ENGINEERING Report on Departmental Objectives for Public Works and Engineering. Highlights included: 1 1 I- Board of Trustees Meeting July 11%, 2002 Page 2 of 9 The Streetscape project was largely complete for the July 4th activities. • The Greenwood Avenue storm sewer lining project is expected to be implemented by the end of July or the beginning of August, with roadway surfacing to follow. • In addition to their regular activities, Street Department personnel have been busy supporting such Village activities as the Farmers Market and Family Days. • Garage personnel have supervised the bidding and purchase of four vehicles and other equipment already this year. PUBLIC COMMENT Abe Schneider of The Blossom Shop, reported that when southbound traffic is stopped at the light at Deerfield and Waukegan, cars block the alley north of his shop, making it difficult for patrons coming from the south to turn into the alley. He wondered if it would be possible to have signage which would encourage motorists not to block the alley while waiting at the stop light. Mr. Franz responded that IDOT has jurisdiction over Waukegan Road, but staff will talk with them to see if some sort of relief can be provided. PUBLIC HEARING RE REQUEST FOR Mayor Harris opened the Public Hearing on a AMENDMENT TO ANNEXATION AGREEMENT, request for an amendment to the Annexation SUMMIT DRIVE Agreement for Summit Drive. Trustee Ragona moved to adjourn the Public Hearing until August 5th. Trustee Swanson seconded the motion. The motion passed unanimously. OLD BUSINESS n REQUEST FOR A DRIVEWAY WIDTH Steven Fisher of 168 Estate Drive was in VARIATION, 168 ESTATE DRIVE, attendance to request a variation which he TABLED 6/17/02 feels would make it easier and safer to enter the easternmost section of his 3 -car garage. He is proposing to (1) remove a 1' x 15' strip of grass (which is on his property) and fill the area with concrete and (2) widen the driveway entrance (which is in the Village right -of -way) by approximately 51. The driveway entrance is already at the maximum width of 181. Trustees expressed concerns about being able to get to buried utilities, the amount of impervious surface, and setting a precedent. Trustee Wylie suggested that instead of just adding concrete on the east side of the circular drive, Mr. Fisher consider increasing the size of the island in the center of the driveway, taking away as much concrete from one side of the drive as he is adding to the other. This would provide the straight approach Mr. Fisher desires while still adhering to Village code: involved or costly such a project contractor look into the matter. meeting. UPDATE ON TELECOMMUNICATIONS ISSUES finalizing the side letter. Also, Mr. Fisher responded that he doesn't know how would be; however, he is willing to have a He will report his findings at the next Board Diane Mikula reported that she, Jesse Rotman, and Paul Diambri will be meeting with AT &T representatives on Wednesday to discuss there is a meeting of the CTC on Wednesday Board of Trustees Meeting July ],'', 2002 Page 3 of 9 evening. By the end of the week she expects to provide the Board with a report of progress being made. REPORTS REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION RE REQUEST OF NORCOR June 13th. It is their recommendation that CADWELL ASSOCIATES LLC AND Cadwells Corners' request for an amendment to NEWCASTLE PARTNERS TO PERMIT THE a commercial planned unit development, RECONFIGUATION OF THE SOUTH PARKING including the necessary variations to permit LOT AT CADWELLS CORNERS SHOPPING the reconfiguration of the south parking area, CENTER be approved. The motion passed 6 -0 with one member recusing himself. Attorney Larry Freedman and civil engineer Jeff Miller of Compass Group were in attendance representing Cadwells Corners. Mr. Miller explained that the Dominick's portion of the petition has been dropped, and the only request is now the configuration of the south parking lot (the area south of the two tall trees) from perpendicular parking to angled parking. The goal of the reconfiguration is to provide more parking near the shops, which would make the shops more leaseable. The variation is needed because the petitioners are requesting 18' long stalls instead of the required 211. The proposed stall width is 9' and the aisle width is 18', both of which do meet Village requirements. In addition to the parking lot changes, the petitioners would provide steppingstones across the landscaped area, as requested by the Plan Commission. Trustee Rosenthal commented that it seems premature to change a PUD before there is a tenant, since perhaps the new tenant would not require the changes. She would prefer to hold the request until a tenant is found. Mr. Freeman responded that without making the changes, they may not be able to find a tenant. After further discussion Trustee Ragona made a motion to accept the Report and Recommendation of the Plan Commission and to direct the Village Attorney to prepare an ordinance. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Seiden, Swanson, Wylie (5) NAYS: Rosenthal (1) REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a workshop meeting on COMMISSION RE REQUEST FOR FINDING June 13th. It is their recommendation that OF SUBSTANTIAL CONFORMANCE TO Deerbrook Mall's request for a finding of REPOSITION THE OUTLOT BUILDINGS, substantial conformance to allow the DEERBROOK MALL repositioning of the buildings be approved. The location of the restaurant pad would be moved 150' south of the spot that was originally approved. The motion passed 6 -0 with one member recusing himself. Trustee Rosenthal made a motion to accept the Plan Commission Report and Recommendation. Trustee Swanson seconded the motion. Trustee Wylie commented that the requested change would possibly have an impact on traffic flow and parking. He thinks the Board should see a revised site plan before making a decision in this matter. Board of Trustees Meeting July I_ C, 2002 Page 4 of 9 I As the petitioner was not in attendance to respond, Trustee Ragona made a motion to table the matter. Trustee Wylie seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION RE REQUEST FOR AMENDMENT June 27th. It is their recommendation that the TO A PLANNED UNIT DEVELOPMENT RE Coromandel Umbrella Association's request for PERMANENT CLOSURE OF NORTHERN approval of an amendment to their residential ACCESS ROAD TO COROMANDEL Planned Unit Development to permit permanent physical closure of the northern connection road be approved. It is Coromandel's plan to retain the road and install three 15' x 15' brick planters (a planter at each end of the road and a planter midway between them). Each planter would have a seating area and would be landscaped with a 4" caliper shade tree, shrubs, and flowers. The motion passed 4 -0, with one member recusing herself. Trustee Wylie commented that he is not in favor of this method of road closure. Although attractive, it looks like a temporary rather than a permanent closure, and it does not exhibit the same high quality as the development itself. Mark Lieberman, President of the Coromandel Umbrella Association, was in attendance. He commented that the principal criteria for selecting the style of road closure were cost, aesthetics and drainage. Their plan for this pedestrian plaza will meet all of these criteria. The plan has been well received by all who have seen it, with no negative comments received. After further discussion Trustee Ragona made a motion to accept the Plan Commission Report and Recommendation and to direct preparation of an ordinance. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: Wylie (1) REPORT AND RECOMMENDATION OF PLAN COMMISSION RE REQUEST FOR APPROVAL OF FINAL PLAT OF SUBDIVISION FOR 1128 AND 1150 OAKLEY resubdivision. The motion passed The Plan Commission held a workshop meeting on June 27th. It is their recommendation that the final plat of resubdivision for the properties at 1128 and 1150 Oakley is in substantial conformance to the preliminary plat of 5 -0. Trustee Rosenthal made a motion to approve the Plan Commission Report and Recommendation. Trustee Seiden seconded the motion. Paul Lopata and Steve Brown, developers of the properties, were in attendance. Trustee Swanson commented that he thought that as part of the agreement, the redevelopers were going to install sidewalks. 'It was then discussed that, although sidewalks do not show on this document, they are required by the subdivision code and will show on the engineering plans. It was further discussed whether or not it is the responsibility of the developers to put sidewalk on the portion of property they do not own. It was decided that it is not the developers' responsibility to put sidewalk across the 50' lot that is not Board of Trustees Meeting July 1,3,', 2002 Page 5 of 9 owned by them and is not part of their redevelopment. Mr. Lopata noted that the owner of that lot has indicated an interest in having the sidewalk and wants to participate when the time comes. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) REPORT OF STAFF RE INTERGOVERN- In February the Board authorized the Mayor to MENTAL AGREEMENT WITH BANNOCKBURN execute an intergovernmental agreement with FOR RESURFACING OF NORTH AVENUE Bannockburn to reimburse them for one half the total project cost for resurfacing North Avenue from Wilmot to Chestnut, at a total cost to Deerfield not to exceed $164,406.25 for engineering and construction. Three bids for construction were received by the Village of Bannockburn. The low bid was from J. A. Johnson Paving Company in'the amount of $229,992.50. Bannockburn's Village Engineer recommends awarding the contract to J. A. Johnson Paving Company in an amount not to exceed $229, 0192.50. Mrs. Little concurs with this recommendation. Trustee Ragona moved to authorize the Village's share of the project cost, not to exceed half of the total cost of $229,992.50. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) REPORT AND RECOMMENDATION OF The Streetscape Design Task Force met several STREETSCAPE DESIGN TASK FORCE RE times with McDonough Associates, architects PEDESTRIAN BRIDGE & HANDICAPPED and engineers for the Village, to review ACCESSIBLE RAMP designs for a replacement pedestrian bridge over Deerfield Road and a handicapped accessible ramp. The task force has selected a design inspired by the historic train station. They request the Board accept their chosen design. Using a series of drawings, Mrs. Little and architect Fred Hengge presented an overview of the proposed bridge and handicapped accessible ramp. Mrs. Little explained that acceptance of this design does not preclude other elements and enhancements that have been discussed and may be added later, such as a pedestrian underpass. Trustee Seiden wondered if the ARC and VCDC should review the plans. Trustee Rosenthal responded that the ARC and VCDC have representatives on the Streetscape Design Task Force, and they have had input in the design being presented. Mrs. Little added that timing is an issue is well. Trustee Ragona made a motion to accept the Report and Recommendation of The Streetscape Design Task Force for the pedestrian bridge design and handicapped accessible ramp. Trustee Swanson seconded the motion. Trustee Wylie had questions and comments on several aspects of the plan, including rail design, guard rail infill, and moving out the retention wall to "open up" the experience for pedestrians. Trustee Kayne Board of Trustees Meeting July 1�5, 2002 Page 6 of 9 expressed concern about lack of handicapped access across the pedestrian bridge to the south side of Deerfield Road. When discussion was completed, the motion passed by the following vote: AYES: Ragona, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: Kayne (1) ORDINANCE 0 -02 -25 GRANTING FRONT YARD VARIATION, MR. AND MRS. GOSTOMELSKY, 1152 DEERFIELD ROAD that would encroach approximately Reading. ORDINANCE AMENDING ZONING ORDINANCE TO PROVIDE FOR DEVELOPMENT IDENTIFICATION SIGNS IN C -1 VILLAGE CENTER COMMERCIAL DISTRICT ORDINANCE AMENDING SIGNAGE PLAN TO ALLOW TWO GROUND DEVELOPMENT IDENTIFICATION SIGNS, DEERFIELD SQUARE CONSENT AGENDA An ordinance granting a front yard variation to Mr. and Mrs. Gostomelsky, 1152 Deerfield Road. The variation would permit construction of a front porch roof structure with columns 4' into the 40' required front yard. Second An ordinance amending the Zoning Ordinance to provide for development identification signs in the C -1 Village Center Commercial District. First Reading. An ordinance amending the Signage Plan to allow two ground development identification signs for Deerfield Square. First Reading. ORDINANCE AMENDING THE MUNICIPAL An ordinance amending the Municipal Code re CODE RE CHANGE OF NAME FROM ENERGY change of name from Energy Advisory & Resource ADVISORY & RESOURCE RECOVERY Recovery Commission to Energy & Recycling COMMISSION TO ENERGY & RECYCLING Commission. First Reading. COMMISSION Trustee Wylie commented that as Agenda Item 86 -82 -111 is written, it leaves the Village open to being asked for numerous signs by large developments with multiple street frontages. He proposed amending the ordinance to allow a sign at each frontage, but with a maximum of two signs per development. Developers would have the option of petitioning for additional signs if they feel they are needed. Other trustees agreed that this was a good idea. The ordinance will be amended prior to Second Reading. Trustee Ragona made a motion for acceptance of the Consent Agenda, as amended, and adoption of the ordinance. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) NEW BUSINESS ANALYSIS AND AWARD OF BID FOR 2002 On July 2 bids were opened for the 2002 MFT MFT CONTRACTS contracts. The results were as follows: Board of Trustees Meeting July 1-,Ir, 2002 Page 7 of 9 • Concrete Patching (5898 square yards) - Mrs. Little recommended awarding the bid for concrete patching to low bidder Triggi Construction at a unit price of $35.48 per square yard. The amount of work will be increased to use the entire budgeted amount of $230,000. Trustee Rosenthal moved to award the contract to Triggi Construction in the amount of $35.48 /square yard for a total amount not to exceed $230,000. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) • Inlet Reconstruction (20 outlets) - Mrs. Little recommended awarding the bid for inlet reconstruction to low bidder Alliance Contractors for an amount not to exceed $23,100. Trustee Ragona so moved. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) • Thermoplastic Pavement Marking (various locations) - Mrs. Little recommended awarding the bid for thermoplastic pavement marking to low bidder Mark -It Striping. The bids were all higher than anticipated, so the amount of work will be adjusted to stay within the budgeted amount of $24,000. Trustee Rosenthal moved to award the bid to Mark -It Striping in an amount not to exceed $24,000. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) • MFT Materials - Bituminous Patching Material (2500 tons) - Mrs. Little recommended awarding the bid for bituminous patching material to the only bidder, Peter Baker and Son, in the amount of $23 /ton. The amount of material will be increased to use the entire budgeted amount of $60,000. Trustee Wylie so moved. Trustee Rosenthal seconded the motion. The motion passed by the following voter AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) • MFT Materials - Asphalt Vulcanized Rubber Crack Sealant (25,800 pounds) - Mrs. Little recommended awarding the bid for asphalt vulcanized rubber crack sealant to the only bidder, Sherwin Industries of Milwaukee, Wisconsin at the unit price of $0.34 /pound. The amount of material purchased will be increased to use the entire budgeted amount of $9,030. Board of Trustees Meeting July ].'., 2002 Page 8 of 9 Trustee Swanson so moved. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) ANALYSIS AND AWARD OF BID FOR 2002 Two bids were received for the 2002 Street STREET REHABILITATION PROGRAM Rehabilitation Program. The street segments to be rehabilitated under this year's contract include: • Robert York Avenue from Deerfield Road to Jewett Park • Park Avenue from Hazel Avenue to Deerfield Road • Jewett Park Drive from Park Avenue to Waukegan Road • The Deerfield Library /Village Hall parking lots and • Crestview Avenue east of Ferndale. Mrs. Little noted that North Avenue between Wilmot and Chestnut will also be resurfaced as part of this year's rehabilitation program, but this work will be administered by the Village of Bannockburn under a separate contract. Mrs. Little also noted that while the plans and specifications included the construction of median planters and new lighting in the Village Hall entrance drive, neither of ,the bidders entered a bid for this work. Low bidder for the project was J.A. Johnson Paving in the amount of $457,821.55. Ciorba Group, the Village's consultant, recommends awarding the bid to J.A. Johnson Paving. Mrs. Little concurs with their recommendation. Trustee Ragona moved to award the bid for the 2002 Street Rehabilitation Program to J.A. Johnson Paving in an amount not to exceed $457,821.55. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) nT afni CC TnXT COMPREHENSIVE PLAN MEETING Trustee Wylie announced that the Comprehensive Plan Steering Committee will meet at 7:30 P.M. on Monday, July 22nd. The meeting is open to all interested parties. TEAR DOWN TASK FORCE Trustee Seiden announced that the Residential and Redevelopment Review Task Force will meet on Tuesday, July 16th at 7:30 P.M. All are welcome. DEERFIELD SQUARE EVENTS Trustee Seiden reported that on July 18 -20 Deerfield Square will be hosting a sidewalk sale and the Taste of Deerfield Square. A calendar of events will be mailed to residents by Deerfield Square. J, •41) Board of Trustees Meeting July 1!�, 2002 Page 9 of 9 TRUSTEE IN THE TOWN 27th at the Farmers Market Trustee Seiden reported that the next Trustee in the Town will take place on Saturday, July Trustees Kayne and Swanson will represent the Board. ADJOURNMENT There being no further business to discuss, Trustee Kayne made a motion to adjourn the meeting. Trustee Wylie seconded the motion. The motion passed unanimously. The meeting was adjourned at 9:25 P.M. ATTEST: Village Clerk J �I 1