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02/07/2005February 7, 2005 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, February 7, 2005, at 7:30 P.M. The Clerk called the roll and announced that the following were: Present: Steve Harris, Mayor Jerry Kayne Harriet Rosenthal William Seiden Vernon Swanson Matthew Wylie Absent: Robert Benton and that a quorum was present and.in attendance. Also present were Village Attorney Peter Coblentz and Village Manager Robert Franz. PLEDGE OF ALLEGIANCE Boy Scout Troop 52 from Holy Cross School led those in attendance in reciting the Pledge of Allegiance. PROCLAMATION Week of the Boy Scouts of accept the proclamation. passed unanimously. Troo introduced the members of activities. Mayor Harris read a proclamation declaring February'7 -12, 2005 as Scouting Anniversary America in Deerfield. Trustee Swanson made a motion to Trustee Rosenthal seconded the motion. The motion o leader Pat McIntyre accepted the proclamation, then Troop 52 and talked briefly about the troop's APPROVAL OF MINUTES Trustee Rosenthal made a motion to approve the minutes of the previous meeting. Trustee Kayne seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Kayne made a motion to approve. the Bills and Payroll. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) REPORT ON DEPARTMENTAL OBJECTIVES, Barbara Little presented highlights from the PUBLIC WORKS AND ENGINEERING Report on Departmental Objectives for Public Works and Engineering. Among them were: • The Central Avenue water main replacement project is complete except for the surface layer of asphalt, which will be applied in the spring. • All street signs have been replaced with new ones containing the Deerfield logo. • Planning for the Stratford Road infrastructure project and the 2005 water main replacement project at Ambleside and Dimmeydale Drives are well under way. • There were 107 water main breaks during the year, three less than last year. Board of Trustees Meeting February 7, 2005 Page 2 of 5 a The sewage treatment plant engineering study is substantially complete. a The first of three submersible "chopper pumps" has been installed. Board members had numerous comments and questions, including discussion regarding the damage already sustained by the newly refurbished Deerfield Road overpass and possible ways to prevent further damage and /or to recoup the cost of repairing it. PUBLIC COMMENT ORDINANCE GRANTING A REAR YARD VARIATION FOR THE PROPERTY AT 1150 HEATHER (GERALD HORN), FIRST READING undertake. He has consulted with him that a minimum 20' radius of the tree is to be minimized. Mr. fence be erected at that distance plan be put into place. There was no public comment on non agenda items. CONSENT AGENDA Leonard Adams of the Board of Zoning Appeals was in attendance to express his concern for the white oak tree in Mr. Horn's back yard, which he feels may die as a result of the construction work that Mr. Horn plans to an arborist at the Morton Arboretum, who told absolute protection is necessary if the risk to Adams suggested that a chain link construction from the tree and that a construction staging Dr. Horn responded that saving the tree is very important to him also and that he and his arborist are already taking precautions to protect it. Trustee Seiden pointed out that there is an inconsistency between the setback amount shown in the minutes of the January 181h meeting and the amount shown in the ordinance. After discussion it was agreed that before the second reading the ordinance will be changed to show a 33, setback and a 7' variation. Mr. Adams suggested that a corrected set of plans also be submitted by the petitioner. This will stand as a First Reading. OLD BUSINESS Mayor Harris reported that the following two ordinances are being held over at the request of the petitioner, Takeda Pharmaceuticals: e An Ordinance Annexing Certain Territory at the Northeast Quadrant of Saunders Road and Lake -Cook Road to the Village of Deerfield, Second Reading and o' An Ordinance Amending the Zoning Ordinance of the Village of Deerfield by Zoning Certain Property at the Northeast Corner of Saunders and Lake -Cook Roads Upon Annexation to the I -1 Office, Research and Restricted Industrial District, Second Reading. Board of Trustees Meeting February 7, 2005 Page 3 of 5 NEW BUSINESS RESOLUTION R -05 -03 DECLARING A Mr. Fialkowski reported that this year the SURPLUS OF TAX INCREMENT FINANCING Village has $10,164,354 in surplus TIF funds FUNDS AND AMENDING THE FISCAL to distribute. These funds will be reallocated YEAR 2004 -05 ANNUAL BUDGET to the appropriate taxing bodies within both Cook and Lake Counties, with Lake County taxing bodies receiving approximately 56% and Cook County taxing bodies receiving about 44 %. Trustee Swanson made a motion to adopt the resolution declaring a surplus of TIF funds in the amount of $10,164,354 and amending the fiscal year 2004 -05 budget. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) DISCUSSION RE PEDESTRIAN CROSSWALK An illuminated crosswalk at Appletree Lane was IMPROVEMENTS ON DEERFIELD ROAD AT discussed last year for inclusion in the APPLETREE LANE Deerfield Road improvement project, but Board members were of differing opinions on whether or not it would be beneficial. IDOT has now approved installation of the illuminated crosswalk at Appletree, and it has also been approved for federal funding on a 70% federal /30% local basis, so a decision on whether or not to include it must now be made. Board members, as well as some members of the audience, discussed the matter at some length. Some felt that the light at Appletree would be too close to the light at Wilmot and that school children should cross only at Wilmot, where there is.a crossing guard. Others felt that, since school children and other pedestrians routinely cross at Appletree, even without a light, signalization would be improve safety. As there was not a clear consensus, Mayor Harris suggested that the matter be tabled until the next meeting when there is expected to be a full board in attendance to vote on it. Trustee Seiden so moved. Trustee Wylie seconded the motion. The motion passed unanimously. AUTHORIZATION TO AMEND ENGINEERING Mrs. Little is recommending replacement of the CONTRACT WITH CIVILTECH RE WATER water main in Deerfield Road between the creek MAIN REPLACEMENT ON DEERFIELD ROAD and Wilmot Road, a distance of 2,600' and also on Wilmot Road from Deerfield Road to Montgomery Road, a distance of 6001. Both of these water mains are in poor condition, and it would be more efficient to replace them during the Deerfield Road construction than to wait and replace them later. The estimated cost of construction for the project is $500,000. At this time Mrs. Little is requesting. authorization to enter into a contract amendment with Civiltech, design engineers for the Deerfield Road rehabilitation project, to complete the design engineering and permitting for the water main project for an amount not to exceed $9,394. After discussion, Trustee Rosenthal made a motion to authorize an amendment to the Civiltech engineering contract in an amount not to exceed $9,394. Trustee Swanson seconded the motion. The motion passed by the.following vote: Board of Trustees Meeting February 7, 2005 Page 4 of 5 AYES: Kayne, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) DISCUSSION RE SCOPE OF STRATFORD The Village has been working with V3 Infra - ROAD IMPROVEMENTS, NORTH AVENUE structure Services to provide study and TO GREENWOOD design services for the Stratford Road project between Greenwood Avenue and North Avenue. Kevin Marks, project engineer from V3 Infrastructure Services, was in attendance to discuss the project and to receive direction from the Board as to the width of the street and whether a sidewalk and /or lighting are to be included in the project. Trustees were not in agreement about what work should be done. Trustee Wylie commented that Stratford, which is curving and meandering, is virtually inaccessible to many people except by car. He would recommend widening the street and adding a sidewalk on one side. Trustee Swanson, however, felt that streetlights and sidewalks would ruin the character of the neighborhood. Mr. Marks commented that one factor that must be considered is the proximity of many large trees to the roadway. These would have to be provided for in the design process. Mr. Marks added that, if the decision is made to put in an undulating sidewalk where property acquisition is required, the project might have to be delayed until the next construction season. There was a lengthy discussion of the survey that had been sent to Stratford'Road residents, with Mayor Harris of the opinion that residents of the feeder streets should receive a survey as well, asking their opinion regarding lighting and sidewalks. Some trustees agreed, but only if the survey is done on a timely basis, so that the original time frame for the project will not be affected. It was decided to hold over this matter until the next meeting. The consultant will immediately send out additional surveys and will provide the results at the next meeting. AUTHORIZATION TO AWARD PURCHASE OF PORTABLE MAIN LINE INSPECTION SYSTEM bidder Sewer Equipment of America Two bids were received for a portable main line inspection system (sewer televising equipment). The Director of Public Works and Engineering recommends awarding the bid to low at a cost not to exceed $37,966. Trustee Rosenthal so moved. Trustee Wylie seconded the,motion. The motion passed by the following vote: AYES: Kayne, Rosenthal, Seiden, Swanson, Wylie (5) NAYS,: None ( 0 ) DISCUSSION ITEMS FROM THE VILLAGE MANAGER Mr. Franz reported that, because of Presidents Day on February 216t, the next Board of Trustees meeting will take place on Tuesday, February 22nd. Mr. Franz also suggested that a budget meeting be held Monday, February 28t" at 6:30 p.m. Board of Trustees Meeting February 7, 2005 Page 5 of 5 ADJOURNMENT Ther eing 9so urther business to discuss, T ste Swa made a mo tion to adjourn the meeting. Trustee Rosenthal seconde the m tione motion passed unanimously. The meeting was adjourned at 9:25 .m. ATTEST: llage ManaTger Ma 1 77 U