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06/02/2014June 2, 2014 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Rosenthal in the Council Chambers of the Village Hall on June 2, 2014 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Alan Farkas Thomas Jester Robert Nadler William Seiden Barbara Struthers and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Robert Guzek, winner of the Farmers Market poster contest, led those in attendance in reciting the Pledge of Allegiance. Joan Reed congratulated Mr. Guzek for winning the 5b annual poster contest. Mr. Guzek presented a framed poster to Mayor Rosenthal. Ms. Reed noted this is the 20ffi year of the Farmers Market. June 14, 2014 is the first market this year. There will be 28 vendors and lots of entertainment and events this year. MANPOWER APPOINTMENT Mayor Rosenthal indicated the Manpower Commission recommended appointing Daniel Dorfinan to the Sustainability Commission. Trustee Seiden moved to accept the appointment. Trustee Farkas seconded the motion. The motion passed unanimously on a voice vote DEPARTMENTAL OBJECTIVES Senior Planner Jeff Ryckaert presented highlights REPORT — COMMUNITY from the Planning Division report. The planning DEVELOPMENT. PLANNING DIVISION division was very active over the past six months. They discussed text amendments for medical cannabis dispensaries, participated in the Lake County cannabis task force and discussed Deerfield High School additions and major renovations to the Charles Ifergan property. The Plan Commission will continue to review and look at revisions and text amendments to the Zoning Code. They will consider what uses should be added and removed in the various zoning districts. Some of the Text Amendments implemented in the past have streamlined the process. They have also streamlined the Special Use process. Board of Trustees Meeting June 2, 2014 Page 2 of 6 He reported the Village Center Commission is the Village's newest commission. The new Commission is very excited about their new role of promoting and enhancing the Village Center. They will also work with Vicki Street from the Chamber of Commerce. The Village Center Commission will have seven members including Ms. Street and a Village Center business or property owner. The Appearance Review Commission has reviewed a variety of projects and applications. They have looked into gas station LED signs as well as 25 petitions. There will be a Public Hearing on July 10, 2014, to discuss the possible Text Amendments regarding gas station signage. The Cemetery Commission has met and discussed plantings. They have also worked on replacing damaged plaques. The longstanding businesses in the C-2 district have received plaques. The Village website is continually updated with new information. They have added past Planning Division reports to the website so people can see what happened within a certain time frame. Mayor Rosenthal noted the cemetery plaque was a gift from the Chairman of the Cemetery Commission. It looks beautiful and honors Village's war casualties. MINUTES OF PREVIOUS MEETING Trustee Benton moved to approve the minutes from the May 19, 2014, Board of Trustees meeting. Trustee Struthers seconded the motion. The motion passed unanimously with a voice vote. TREASURER'S REPORT Village Finance Director Eric Burk presented highlights from the Treasurer's Report. Non -home rule sales tax net of the rebate decreased from last month and the same period last year. Water sales will pick up based on seasonality. The weather-related billing and collection delays in the water department have caught up. Mr. Burk reported the Village received two electric utility tax payments in April. Monthly street function costs have significantly decreased due to the seasonality of snow and ice removal. There are some large payments coming up for the Village. Capital project expenditures will come shortly as well. BILLS & PAYROLL Trustee Benton moved to approve the Bills & Payroll dated June 2, 2014. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) PUBLIC COMMENT REPORT AND RECOMMENDATION OF THE PLAN COMMISSION RE: There was no Public Comment on non -agenda items. REPORTS The Plan Commission held a Public Hearing on May 8, 2014, consider the request by Dunkin Board of Trustees Meeting June 2, 2014 Page 3 of 6 REQUEST FOR A TEXT AMENDMENT TO THE ZONING ORDINANCE TO CREATE SIGN REGULATIONS FOR A RESTAURANT DRIVE-THRU MENU BOARD SIGN — DUNKIN DONUTS AND BASKIN ROBBINS AT 499 LAKE Donuts and Baskin Robbins located at 499 Lake Cook Road for a Text Amendment to the Zoning Ordinance to create sign regulations for a restaurant drive-thru menu board sign. The Plan Commission voted 5-0 in favor of the request. COOK ROAD Trustee Struthers reported that when the petitioner came in for their new fagade, one of the requirements was that they not have text on their umbrellas. Trustee Struthers would like them to come into compliance with that requirement. Trustee Jester moved to accept the report and recommendation of the Plan Commission. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) CONSENT AGENDA RESOLUTION R-14-05 APPROVING AN A Resolution approving an agreement for access to AGREEMENT FOR ACCESS TO Geographical Information Systems (GIS). GEOGRAPHICAL INFORMATION SYSTEMS RESOLUTION R-14-06 RE: CLOSURE A Resolution authorizing the closure of a portion OF A PORTION OF ILLINOIS STATE of Illinois State Route 43 (Waukegan Road) for RT. 43 FOR THE 4TH OF JULY PARADE the Fourth of July parade. Trustee Farkas moved to accept the Consent Agenda. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) OLD BUSINESS ORDINANCE 0-14-10 FOR A TEXT An Ordinance for a Text Amendment and a AMENDMENT AND A SPECIAL USE Special Use for a proposed nail salon to be FOR A PROPOSED NAIL SALON TO BE located at 810 Waukegan Road. Second Reading. LOCATED AT 810 WAUKEGAN ROAD Mr. Street reported a letter from Anna Pamula of Renu Day Spa was distributed to the Trustees. Wendy Seldin, owner and operator of All Polished Up, 825 Waukegan Road, believes incoming businesses should have the same requirements as existing businesses. This is a non -retail Board of Trustees Meeting June 2, 2014 Page 4 of 6 business that expects 50 clients a day. The business does not have enough parking, and will not provide retail revenue to the Village. Mayor Rosenthal noted some of the comments made have resonated with the Board and they are looking into assessing a fee to the businesses that use the Village parking lot. She also indicated first floor retail is good; however, that is why the Village has a process for Special Uses. The Ordinance was not meant to specify we can only have retail uses on the fust floor. Mr. Street stated the Plan Commission did not require the petitioner to do a parking study. Trustee Jester added that there were a number of parking studies that have recently been done. Trustee Struthers noted the traffic studies do not consider this use. Trustee Benton stated he reviewed Ms. Pamula's letter very carefully and believes she is a star in the Village with a very substantial and successful business. He noted that Ms. Pamula stated she was not concerned about competition. He stated that having multiple choices is good for the residents. The Village is not large and does not have acres of parking. The parking must be shared. One nail salon will not have a large impact on the parking study that was recently completed. There are a number of vacant stores in Deerfield. The Trustees want to fill them with successful businesses and want to offer residents the services that they need. Trustee Struthers noted the Village will be subsidizing the parking for this business while other businesses have private parking. That is a competitive advantage that this business will have. Trustee Nadler questioned how much volume would come out of the space if it were retail. If the nail salon is successful, the difference could be made up through increased traffic to downtown Deerfield the salon would create. The space has been empty for six or seven years and does not have a lot of visibility and inconvenient parking. Trustee Farkas noted the Village recently negotiated the zip car spaces and determined the market value of parking spaces in the Village as $430 per space per year. Mayor Rosenthal stated she has never been a believer in short term gain for long term pain. She would not vote on something just to fill a spot. She believes it is important that this is the right use. Trustee Nadler believes it is a difficult decision because the Trustees want to be fair to all petitioners. Trustee Seiden expressed concerned that there will be a number of vehicles for this salon, if they are successful. If they are taking the spaces, other businesses such as Kevin's Place would not have enough parking and it would put them at a disadvantage. He would like to see the fence removed so people can have equal advantage of entering any business. Trustee Nadler does not believe a nail salon is an intense parking use. The parking situation puts the tenant at a competitive disadvantage. He is not thrilled with the use, but does not see a reason to vote against it. Trustee Struthers believe the parking situation is bad. Trustee Struthers moved to adopt the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler (4) NAYS: Seiden, Struthers (2) Board of Trustees Meeting June 2, 2014 Page 5 of 6 NEW BUSINESS AUTHORIZATION TO AWARD Assistant Director of Public Works and Engineering CONTRACT FOR 2014 STREET Bob Phillips, stated the project went out to bid in REHABILITATION PROJECT TO A- early May. There were three bidders. The low LAMP CONCRETE CONTRACTORS bidder was A -Lamp Concrete Contractors. The (NTE $1,451.684.90) estimate of $1,200,000 was based on last year's bid tabulation numbers. Prices are higher this year. Mr. Phillips noted the Village will be rehabilitating nine streets this year, with the typical scope of work. A -Lamp has performed many projects in the Village and residents and staff have been happy with them. Trustee Jester moved to award the contract for the 2014 street rehabilitation project to A -Lamp Concrete Contractors in an amount not to exceed $ 1,451,684.90. Trustee Benton seconded the motion. Trustee Seiden asked if the Village had an issue with them meeting last year's budget. Mr. Phillips stated they went $7,000 over budget last year, which was less than 1 percent of the contract total. Trustee Farkas requested staff notify them that they do not want any overages this year. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Phillips stated the Public Works storage facility CONTRACT FOR PAVEMENT located east of the Wastewater Treatment Plant REPAIRS AT THE PUBLIC WORKS is in need of pavement repair. Trucks and STORAGE FACILITY TO A -LAMP equipment go through the facility all year and CONCRETE CONTRACTORS the pavement has taken a beating. A -Lamp Concrete Contractors will honor the pricing from this year's street rehabilitation contract. Mr. Phillips recommended waiving the competitive bidding process and awarding the contract to A -Lamp Contractors. Trustee Struthers moved to waive the competitive bidding process and awarding the contract for pavement repairs to A -Lamp Concrete Contractors. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) DISCUSSION Board of Trustees Meeting June 2, 2014 Page 6 of 6 FINE ARTS FESTIVAL Mayor Rosenthal thanked the Fine Arts Commission for a wonderful weekend of art. She also thanked staff for assisting in the coordination of the great event. RIBBON CUTTING Mayor Rosenthal reported Pure Barre in Deerfield Square had a ribbon cutting. They reported this location has had the best opening of any of their Illinois locations. SPEEDY RECOVERY Mayor Rosenthal wished Code Enforcement Supervisor Clint Case a speedy recovery after back surgery. RELAY FOR LIFE Mayor Rosenthal reminded residents to attend Relay for Life this weekend. It is a joint effort between the Villages of Deerfield and Highland Park in support of the American Cancer Society. The opening ceremony will take place at 6:00 p.m. on Saturday, June 7, 2014 at Highland Park Country Club. The luminaria ceremony will take place at 10:00 p.m. CROSSWALK SIGNAGE Trustee Seiden asked Mr. Street to look into the possibility of getting signage to identify drivers must stop when pedestrians are in crosswalks. He noted many adjoining Villages have this type of signage. NEXT BOARD MEETING Mr. Street reported the next Board of Trustees meeting would take place on June 16, 2014, at 7:30 p.m. ADJOURNMENT There being no further business or discussion, Trustee Farkas moved to adjourn the meeting. Trustee Benton seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:30 p.m. APPROVED - Mayor ATTEST: . Village Clerk