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03/16/2009March 16, 2009 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Steven Harris in the Council Chambers of the Village Hall on Monday, March 16, 2009 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Steven Harris, Mayor Robert Benton Thomas Jester Harriet Rosenthal William Seiden Barbara Struthers Absent: Norton Wasserman and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Anne Miller, creative arts teacher, and students from Wilmot Elementary School led those in attendance in reciting the Pledge of Allegiance. Ms. Miller introduced five students who briefly mentioned their favorite projects, which included clay owls and Indian pots. Ms. Miller believes art is a very important part of student education and thanked the Board for their continuing support. PROCLAMATION Mayor Harris proclaimed March as Youth Art Month in Deerfield and urged citizens to support quality art programs in schools. Trustee Rosenthal made a motion to accept the proclamation. Trustee Struthers seconded the motion. The motion passed unanimously. Trustee Rosenthal commented that students in communities that place importance in the arts test higher and do better in school. UPDATE ON ARREST IN MURDER Chief Sliozis updated the community about last INVESTIGATION week's arrest of an individual in the murder of Rhoni Reuter and her unborn child in October of 2007. He extended his condolences to the Reuter family for their loss. He thanked members of the Lake County Major Crimes Task Force, Lake County State's Attorney Mike Waller and his staff and the men and women of the Deerfield Police Department for their tireless efforts and persistence that brought this matter to resolution. PRESENTATION OF 25 YEAR Mayor Harris reported that Deerfield Police SERVICE AWARD Officer Lou Cacciatore started with the department on March 19, 1984. He trained virtually every member of the department in crime scene processing. He was appointed to the Lake County Major Crimes Task Force. Officer Cacciatore was presented with a 25 year service award. He thanked the Mayor and Board of Trustees, the Village, Chief Sliozis and the Deerfield Police Department for their continued support. Board of Trustees meeting March 16, 2009 Page 2 of 9 SWEARING IN CEREMONY, Chief Sliozis reported that Officer Bill Annen POLICE SERGEANT AND started with the Department in April 1997 and COMMANDER has served as a patrol officer, youth officer, investigator, master officer and bicycle officer. He also served as the primary liaison to Deerfield High School. Mr. Street swore in Officer Annen to the position of Sergeant. The Mayor and Board joined the audience in congratulating Sgt. Annen. Chief Sliozis reported that Sergeant Brian Budny started with the Department in July 1988 and has served as a field training officer, truck enforcement officer, on the Northern Illinois mobile field force and on an undercover drug enforcement team, where he became the officer of the year. He was promoted to the position of sergeant in 2002. Mr. Street swore in Sergeant Budny to the position of Commander. The Mayor and Board joined the audience in congratulating Commander Budny. MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the March 3, 2009 Board of Trustees meeting. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Benton, Rosenthal, Harris (3) NAYS: None (0) ABSTENTIONS: Jester, Seiden, Struthers (3) BILLS AND PAYROLL Trustee Rosenthal made a motion to accept the Bills and Payroll dated March 16, 2009. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the Treasurer's Report dated February 28, 2009, which represents 83% of the fiscal year. He noted that this month was not good for sales tax receipts, but the preliminary figure for next month is considerably better. Overall, the Village had heavy expenditures for snow removal. There was also a lull in major revenues including property tax, but the budget is still in fairly good condition heading towards the end of the year. Mr. Fialkowski noted that the hotel tax chart was off slightly but is looking a little better. REPORT ON DEPARTMENTAL Principal Planner Jeff Ryckaert presented highlights OBJECTIVES — PLANNING DIVISION from the planning division. He explained that the Plan Commission has been kept busy with two major petitions (the Takeda expansion and the Weinberg Community expansion). He mentioned the two development teams are outstanding and have been professional to work with. The next major Board of Trustees meeting March 16, 2009 Page 3 of 9 project will be workforce housing. They will look at tools and strategies and will come to the Board with a written recommendation on that and an affordable housing plan for Deerfield. The Village Center Development Commission has not met much over the past six months. The Appearance Review Commission has taken a number of petitions for signage. The Residential Redevelopment Review Task Force finished their report after eight meetings. The Northwest Quadrant Advisory Committee has been busy working on Village owned property on Deerfield Road, and the VCDC and Plan Commission met on a preliminary basis and saw the value of the project. Mr. Ryckaert noted that both commissions wanted more detail on the project. Mr. Ryckaert commented that the 2010 census is one year away. The Village is participating in the Local Update Census Addresses (LUCA). Letters went out to businesses that are currently not in compliance with the Window Signage Ordinance. Village Planner Jean Spagnoli has worked with businesses to gain compliance. The goal is to keep windows attractive in Deerfield. Mr. Ryckaert noted that the Planning Internship Program is working well. The Village Banner Pole program is also going well. REPORT ON DEPARTMENTAL Code Enforcement Officer Clint Case presented OBJECTIVES — BUILDING & ZONING highlights from the building and zoning division report. He reported that permit figures are close to last year for the same reporting period. The majority of permits are for home and building maintenance. They have held_ a number of preliminary meetings for the Takeda and Weinberg expansions. They are working to get a foundation permit for Takeda. Mr. Case noted there has been a slowdown in demolitions. They will work on enforcement of the Window Signage Ordinance when appropriate. The Board of Zoning Appeals has not met in the past six months. Mr. Case commented that there has been a 35% increase in the number of foreclosures or pre - foreclosures since January. 25 — 35 houses are under foreclosure throughout the Village. Trustee Jester noted that many of the foreclosed homes have already been auctioned. Mr. Case explained that if the lending institution does not agree to a short sale, the property would not change hands. Trustee Rosenthal commented that the census is important because part of the revenue received by the Village is on a per capita basis. The Village does not want to miss out because they were counted incorrectly. Mayor Harris thanked Mr. Ryckaert and Mr. Case for their reports. PUBLIC COMMENT REPORT AND RECOMMENDATION OF THE RESIDENTIAL There was no Public Comment. REPORTS Trustee Seiden reported that the Residential Redevelopment Review Task Force is suggesting 1 1 Board of Trustees meeting March 16, 2009 Page 4 of 9 REDEVELOPMENT REVIEW TASK some changes to the Village codes. He elaborated FORCE that the Task Force was reconvened in June of 2008 to review the bulk ordinances that are currently in effect and to recommend changes where needed. The Task Force, headed by Trustee Seiden, included Trustee Benton, Trustee Struthers, ARC Chairman Dick Coen, Rick Johnstone, and Janice Shaw. Mr. Ryckaert served as the Village liaison, and many other staff members assisted the Task Force. The main concern of the Task Force.was to slightly modify the existing ordinances to make them more user friendly. The Task Force is recommending that a change in the measurement of house and garage attics be brought to the Plan Commission for a Public Hearing. They are also recommending that changes in the stormwater management ordinance be included in the Municipal Code. There were ten other modifications included in the report. Trustee Struthers made a motion to accept the report and recommendation of the Residential Redevelopment Review Task Force and direct the Village Attorney to prepare the necessary ordinances. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) REPORT AND RECOMMENDATION Mr. Street reported that at the February 17, 2009 OF STAFF RE COMPLIANCE WITH Board of Trustees meeting, staff was directed to THE WINDOW SIGNAGE ORDINANCE prepare a report concerning compliance with the new Window Signage Ordinance. There are three stores out of 214 that are in violation, and 22 businesses are in process of changing their signage before the July 31St deadline. Staff recommends following the same course of action until June, as most businesses are in compliance or are working to become compliant. The Board agreed. REPORT OF STAFF RE HISTORICAL Mr. Street reported that due to the condition of SOCIETY REQUEST FOR EXTERIOR the paint and exterior elements of the Deerfield PAINTING AND HISTORICAL Train Station, staff has been working to organize PLAQUES FOR THE DEERFIELD refinishing and any necessary repair work. Also, the TRAIN STATION Deerfield Area Historical Society is requesting that plaques be added to acknowledge the station's listing on the National Register of Historical Places and that the exterior paint colors replicate those used in 1918 when the station was rebuilt into its current configuration after a fire. Don Robleski from the Deerfield Area Historical Society stated that a historic building should look like a historic building. Trustee Rosenthal believes it is an honor to have a landmark building in Deerfield. Trustee Seiden made a motion to send the request to the Appearance Review Commission and to authorize the purchase and cleaning of plaques. Trustee Rosenthal seconded the motion. The motion passed by the following vote: Board of Trustees meeting March 16, 2009 Page 5 of 9 AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) REPORT OF STAFF RE HISTORICAL Mr. Street reported that the Deerfield Area Historical SOCIETY REQUEST TO ASSIST WITH Society is requesting Village financial support to ROOF REPAIRS TO HISTORIC complete roof repairs to two buildings in the Historic VILLAGE BUILDINGS Village located at Deerfield and Kipling. They are requesting a 50% contribution for roof repairs, up to a maximum of $2,700. Trustee Rosenthal made a motion to assist the Deerfield Area Historical Society with roof repairs to the historic Village buildings in an amount not to exceed $2,700. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) Deerfield Area Historical Society Treasurer Mike Cramer thanked the Board for its support. CONSENT AGENDA ORDINANCE 0 -09 -04 APPROVING An Ordinance approving the first amendment to the THE FIRST AMENDMENT TO THE Brickyards Park Lease re the Patty Turner Senior BRICKYARDS PARK LEASE RE Center. Second Reading. PATTY TURNER SENIOR CENTER -2R Trustee Benton made a motion to approve the Consent Agenda and adopt the ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) . NAYS: None (0) OLD BUSINESS ORDINANCE 0 -09 -05 APPROVING A PRELIMINARY AND FINAL DEVELOPMENT PLAN FOR PHASE II TO CONSTRUCT A THIRD OFFICE BUILDING ON THE TAKEDA PARK CAMPUS AT THREE TAKEDA PKWY An Ordinance approving a preliminary and final development plan for Phase II to construct a third office building on the Takeda Park Campus at Three Takeda Parkway. First Reading. Mr. Street noted that at the February 17th Board meeting, the petitioner requested a waiver of the first. reading of the ordinance. Trustee Rosenthal made a motion to waive the first reading. of the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) Board of Trustees meeting March 16, 2009 Page 6 of 9 Trustee Rosenthal made a motion to adopt the ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: . AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) Attorney Ivan Kane thanked the Mayor and Board of Trustees for their assistance with the project. At the suggestion of Mayor Harris, New Business Item 09 -29 was considered before items 09 -14 -03 and 09- 14 -04. ORDINANCE 0 -09 -06 AMENDING An Ordinance amending section 6 -7 of the SECTION 6 -7 OF THE MUNICIPAL Municipal Code of the Village of Deerfield to CODE TO MODIFY BUILDING modify building permit fees for continuing care PERMIT FEES FOR CONTINUING retirement communities. First Reading. CARE RETIREMENT COMMUNITIES —1 R Mr. Street reported that the Municipal Code provides for a waiver of all building fees for government owned senior housing. He noted these facilities are frequently run by not - for - profit organizations. He recommended a 50% reduction in the building permit fees for continuing care retirement communities and noted this was essential for the Weinberg - Community project. Trustee Seiden made a motion to waive the first reading of the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) Trustee Benton commented that the Comprehensive Plan states that the Village needs more senior citizen and empty nester housing in the community. He believes this is a wonderful opportunity to have this, and he is strongly in favor of this project. Trustee Struthers made a motion to adopt the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) An Ordinance amending the Zoning Ordinance of the Village of Deerfield to authorize continuing care retirement communities as a special use in the I -1 Office, Research and Restricted Industrial District. Second Reading. Mr. Street noted that no comments or additional remarks were received. ORDINANCE 0 -09 -07 AMENDING THE ZONING ORDINANCE TO AUTHORIZE CONTINUING CARE RETIREMENT COMMUNITIES AS A SPECIAL USE IN THE I -1 OFFICE, RESEARCH AND RESTRICTED INDUSTRIAL DISTRICT -2R An Ordinance amending the Zoning Ordinance of the Village of Deerfield to authorize continuing care retirement communities as a special use in the I -1 Office, Research and Restricted Industrial District. Second Reading. Mr. Street noted that no comments or additional remarks were received. Board of Trustees meeting March 16, 2009 Page 7 of 9 Trustee Seiden made a motion to adopt the ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) ORDINANCE 0 -09 -08 APPROVING A FINAL DEVELOPMENT PLAN AND AUTHORIZING A PLANNED UNIT DEVELOPMENT FOR PHASE I OF THE WEINBERG COMMUNITY IN THE I -1 OFFICE, RESEARCH & RESTRICTED INDUSTRIAL DISTRICT — 2R Patty Turner Senior Center. He reported th provide service to the property. An Ordinance approving a final development plan and authorizing a planned unit development for Phase I of the Weinberg Community in the I -1 Office, Research and Restricted Industrial District. Second Reading. Mr. Street explained that the impact fee replaces the 1996 agreement and provides for $150,000 for the at staff met with Pace and TMA, and they do want to Trustee Rosenthal made a motion to adopt the ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) NEW BUSINESS RESOLUTION R -09 -02 Mr. Fialkowski reported that the Village is authorized REALLOCATING 2009 PRIVATE to transfer the Village's 2009 volume cap of ACTIVITY VOLUME CAP TO $1,743,460 for use by Lake County Partners for BUFFALO GROVE Economic Development, Inc. for eligible projects within Lake County. Trustee Rosenthal made a motion to accept the resolution. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) REQUEST TO RENEW CONTRACT Richard Kramer, Computer Systems Coordinator, FOR MPG TO PROVIDE GIS SERVICES explained that GIS is a valuable service provided by MPG. Many Village departments use this service; and Deerfield residents and businesses benefit from their services. The Village belongs to a consortium of 13 communities, and MPG has provided GIS services to the consortium for the past six years. 1 1 1 1 Board of Trustees meeting March 16, 2009 Page 8 of 9 Trustee Struthers made a motion to renew the contract for MPG to provide GIS services in an amount not to exceed $70,111. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) REQUEST TO RENEW CONTRACT Mr. Kramer explained that Ayers Associates has FOR AYERS ASSOCIATES TO provided photogrammetric mapping and aerial PROVIDE AERIAL IMAGERY FOR photography services to the GIS consortium for the GIS SYSTEM past five years. The Village is getting a cost reduction because it is part of the consortium. Trustee Rosenthal questioned whether this service is needed every year. Mr. Kramer explained they do one part of the Village each year. Trustee Rosenthal questioned the 11% increase. Mr. Street reported that they will look into the increase. Trustee Struthers made a motion to renew the contract with Ayers Associates to provide aerial imagery for GIS system in an amount not to exceed $15,312. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) AWARD OF CONTRACT FOR CLEANING OF ANAEROBIC DIGESTER #2 AT THE WASTEWATER RECLAMATION FACILITY The Director of Public Works and Engineering reported that during the recent inclement weather, there was street flooding due to debris, leaves and leftovers from the winter. A lightening strike to ComEd effected 1,000 customers, traffic signals and the Wastewater Reclamation Facility. The Wastewater Reclamation Facility generator was damaged. Ms. Little thanked WRF staff who helped at the plant. She would like to work with ComEd to ascertain if there is a secondary source of power available for the future. Ms. Little requests that the Board waive the competitive bidding process and award the contract to clean the anaerobic digester #2 at the Wastewater Reclamation Facility to Stewart Spreading at their quoted amount of $5,000 for sludge press mobilization plus $0.17 cents per gallon processed in an amount not to exceed the budgeted amount of $34,000. Trustee Rosenthal made a motion to waive the competitive bidding process and award the contract to clean the anaerobic digester #2 at the Wastewater Reclamation Facility to Stewart Spreading in an amount not to exceed $34,000. Trustee Jester seconded the motion. In response to a question from Trustee Rosenthal, Ms. Little explained how various materials get into the sewer system. Board of Trustees meeting March 16, 2009 Page 9 of 9 The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) ELECTION NEXT MEETING COMMITTEE OF THE WHOLE discuss the budget. There will be necessary. ADJOURNMENT ATTEST: �45 - ;�5w Village Cler DISCUSSION Trustee Struthers reminded residents to vote in the election. She noted that early voting is underway. Mr. Street mentioned that the next Board of Trustees meeting will be held in three weeks, on April Oh Mr. Street commented there will be a Committee of the Whole meeting on March 23`d at 5:00 p.m. to if r- 1 1