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05/18/2015May 18, 2015 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Harriet Rosenthal in the Council Chambers of the Village Hall on May 18, 2015, at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Alan Farkas Thomas Jester William Seiden Dan Shapiro Barbara Struthers Absent was: Robert Nadler and that a quorum was present and in attendance. Also present were Village Attorney John Murphey and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Students from the Chicagoland Jewish High School led those in attendance in reciting the Pledge of Allegiance. Chicagoland Jewish High School won first place in the International Model United Nations competition. Mayor Rosenthal asked the team captains to talk about what they did. Co - captain Joe Cohen stated the model UN competition is a simulation of real topics. They worked with students from other schools and countries to come up with solutions to current issues. This program helps with public speaking, government and history. The students work on leadership and solving global issues. They met 3,000 delegates in New York, and work in UN committees. The students are given topics to solve in this four-day event. Mayor Rosenthal presented a street sign to the staff and students, honoring their accomplishment. MEMORIAL DAY ACTIVITIES John Reid from the American Legion discussed the planned programs for Memorial Day. Mr. Reid stated there will be a Freedom Run next Monday starting at 8:00 a.m. At the conclusion, there will be a memorial service at Jewett Park followed by a parade to the cemetery. He encouraged all residents to honor those that made the ultimate sacrifice. MANPOWER APPOINTMENTS Mayor Rosenthal asked the Board to approve the following Manpower appointments: Kathleen Warren to the Fine Arts Commission Bob Benton to the Plan Commission Board of Trustees Meeting May 18, 2015 Page 2 of 8 Trustee Farkas moved to accept the Manpower Commission appointments. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Shapiro, Seiden, Struthers (5) NAYS: None (0) MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes from the May 4, 2015, Board of Trustees meeting. Trustee Jester seconded the motion. The motion passed unanimously on a voice vote. BILLS AND PAYROLL Trustee Shapiro moved to approve the Bills and Payroll dated May 18, 2015. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Shapiro, Seiden, Struthers (5) NAYS: None (0) PUBLIC COMMENT Andrew Marwick, 442 Kelburn, commented about the proposed Zion Woods apartment complex. The Village has spent more than $2.5 million on flooding in North Trail. The area for Zion Woods was originally wetlands. Mr. Marwick does not believe the area is appropriate for development. The location is not convenient to village amenities so most residents would have to drive. The area has been zoned R-1 and they propose shifting the zoning to R-5, which he believes would be a complete change to the area. He suggested a more compatible site would be the former On the Border site. Mr. Street suggested Mr. Marwick make a presentation to the Plan Commission. He also noted there is a link about information on the Village website home page. REPORTS REPORT AND RECOMMENDATION Mr. Street reported the Plan Commission held a OF THE PLAN COMMISSION RE: Public Hearing on April 23, 2015, to consider the REQUEST FOR AN AMENDMENT request to amend the sign plan for Walgreens. They TO A SIGN PLAN FOR WALGREENS want to replace the double sided sign with two COMPANY (CORPORATE CAMPUS single face signs. They also want to fly corporate ON WILMOT) flags on both sides of the United States flag. The Plan Commission voted 4-0 in favor of sending a favorable recommendation. Trustee Struthers questioned whether the lighting was on one control, noting the American flag must be illuminated. Eric Friedman from Walgreens explained they would illuminate the Board of Trustees Meeting May 18, 2015 Page 3 of 8 American flag. Trustee Farkas asked about noise issues. Mr. Friedman explained the typical flag pole has a pulley outside of the pole. They are proposing an internal system that will not flap against the outside of the pole in the wind because of the proximity to residential properties. Trustee Seiden moved to accept the report and recommendation of the Plan Commission. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Shapiro, Seiden, Struthers (5) NAYS: None (0) REPORT AND RECOMMENDATION Mr. Street reported the Plan Commission held a OF THE PLAN COMMISSION RE: workshop meeting on April 23, 2015, to consider REQUEST FOR APPROVAL OF A the request for a finding of substantial conformance FINAL DEVELOPMENT PLAN FOR for the Taylor Junction townhouse development THE TAYLOR JUNCTION located at 824-836 Chestnut Street for Jacobs TOWNHOUSE DEVELOPMENT Homes. The Plan Commission voted 4-0 in favor of LOCATED AT 824-836 CHESTNUT the recommendation. STREET (JACOBS HOMES) Cal Bernstein, attorney for Jacobs Homes, discussed the impact fees. They are requesting to pay the fees pro rata, as building permits are issued. Mr. Street stated this assists the Village because they know how many bedrooms each unit would have with which to base the impact fees. Trustee Struthers inquired about drainage in the front and whether it would be a rain garden and maintained by the HOA. Joe Maschek, architect, stated their intention is to create the design to look like a rain garden. However, a rain garden does not have an outflow as required for the storm water at this location. Native plantings will be maintained. Mr. Street requested the plantings to be pictorially represented. Mr. Maschek said they will provide a planting plan. Trustee Farkas asked about the air conditioning units. Mr. Maschek detailed the movement of the air conditioning units. They looked at the building layouts and moved them between 12 and 24 feet. The air conditioners were also separated to reduce noise. Trustee Seiden reported he spoke to a homeowner on the northern end that objected to the development because of the zoning. He noted two homeowners may be interested in selling the two homes on the north, stating it may make for a better project. Mr. Bernstein noted the homeowners did not contact Jacobs Homes about the possibility of selling. Alex Epstein, 935 Walnut Street, reminded the Trustees of his opposition to the development and the united opposition of the neighbors to the change in zoning and relaxation of the setbacks. He requested screening of the air conditioning units due to noise. One of the units will be moved closer to his property line. Mr. Epstein believes the proposed plantings would not screen the Board of Trustees Meeting May 18, 2015 Page 4of8 buildings from his view. He asked that the Village mandate some screening including mature evergreen trees. Mr. Epstein does not see any timetable on when the project would be built. He questioned what percentage of the units will need to be sold to move forward with the project. Mr. Epstein is worried that units will not be sold and the project will not be completed. Mr. Marshek stated they propose a 4 foot cedar fencing in front of the air conditioners. It matches the privacy fence on their development. Mr. Marshek explained they want to preserve as many existing trees along the property line. They are proposing Viburnum bushes, which will grow up to 10 feet. Mr. Marshek will look into other plantings. Mr. Marshek stated the air conditioner is about 60 feet from the property line. They will look at the possibility of shifting the air conditioner back, if required. Mr. Bernstein submitted a time table with the submittals. If the neighbors want some of the landscaping to be installed earlier, they will work with the landscape architect to ensure they are installed as early as possible without endangering the plantings. Mr. Jacobs stated they have received several deposits for units already. All the foundations will be poured at the same time. Then, they will start the four -unit building and anticipate this being a 12 -month project. Mr. Epstein asked about the water flow from the development as he wants to ensure there will be no backflow into his yard. Mayor Rosenthal noted the Director of Public Works and Engineering will review all site engineering plans and verify they meet water management code requirements. Trustee Jester moved to accept the recommendation of the Plan Commission. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Shapiro, Struthers (4) NAYS: Seiden (1) REPORT AND RECOMMENDATION Assistant Director of Public Works and OF STAFF RE: WATER METER Engineering Bob Phillips stated this project REPLACEMENT PROJECT commenced today. Out of more than 1,000 notices, the contractor has 311 confirmed appointments during the next week and a half. 29 meters were replaced today. There are 1,100 meters remaining to be replaced. Earlier this year, the contract to replace the meters was issued to Professional Meters Incorporated. The Village asked residents to make reasonable accommodations to enter their homes. Staff recommends that water service could be terminated if residents do not comply. In addition, staff proposes adding a $25 surcharge to those that do not comply, for a manual reading fee. Board of Trustees Meeting May 18, 2015 Page 5 of 8 Trustee Farkas asked about health concerns. Mr. Phillips stated that research shows the radio frequencies are safe. Trustee Struthers noted there is a lot of misinformation on the Internet. She has not seen anything showing adverse health effects. Mayor Rosenthal that residents receive a telephone call before their water is disconnected. Mr. Phillips would prefer the Village perform this call. Trustee Jester moved to accept the report and recommendation. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Shapiro, Seiden, Struthers (5) NAYS: None (0) CONSENT AGENDA There were no items on the Consent Agenda. There was no Old Business. OLD BUSINESS NEW BUSINESS AUTHORIZATION TO AWARD THE Mr. Phillips reported the underground storage DEERFIELD ROAD PUMP STATION tank for the generator at the pump station needs to UST REPLACEMENT DESIGN be replaced. Staff recommends removing the tank CONTRACT and converting the generator to natural gas. The Village budgeted $20,000 for the replacement. Staff interviewed companies and found Huff and Huff to be qualified. They recommend awarding the contract for the Deerfield Road Pump Station UST replacement design to Huff and Huff in an amount not to exceed $28,680. Trustee Farkas moved to award the Deerfield Road Pump station UST replacement design to Huff and Huff in an amount not to exceed $28,680. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Shapiro, Seiden, Struthers (5) NAYS: None (0) Board of Trustees Meeting May 18, 2015 Page 6of8 AUTHORIZATION TO AWARD THE Mr. Phillips reported the Village has two storm STORM STATION CONTROL PANEL stations. One is on Deerpath Drive and one is on REPLACEMENT CONTRACT Cranshire Court. They are designed to supplement the storm system and keep homes and streets from flooding. The control panels have reached end of life and the cabinets need to be replaced. The Village selected Strand Associates to complete the design work. The Village has $50,000 budgeted for this project. Trustee Farkas moved to award the storm station control panel replacement contract to Strand Associates in an amount not to exceed $37,300. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Shapiro, Seiden, Struthers (5) NAYS: None (0) RESOLUTION R-15-10 RE: CLOSURE Mr. Street noted this is an annual request. OF A PORTION OF WAUKEGAN ROAD FOR THE 4TH OF JULY PARADE Trustee Struthers moved to adopt the Resolution. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Shapiro, Seiden, Struthers (5) NAYS: None (0) RESOLUTION R-15-11 AUTHORIZING Mr. Murphey provides counsel for bargaining with A COLLECTIVE BARGAINING the Unions. He and staff recommend approval of an AGREEMENT BETWEEN THE agreement with the Public Works unionized VILLAGE OF DEERFIELD AND THE employees. Mr. Murphey noted the terms INTERNATIONAL UNION OF are similar to the patrol officer's contract. The OPERATING ENGINEERS, LOCAL 150 contract was ratified by the union membership. Trustee Farkas believes the contract is fair. Trustee Struthers moved to adopt the Resolution. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Shapiro, Seiden, Struthers (5) NAYS: None (0) RESOLUTION R-15-12 URGING Mr. Street stated that the Northwest Municipal PROTECTION OF LOCAL Conference suggested the Village adopt a GOVERNMENT REVENUES Resolution to convey to the State legislature Board of Trustees Meeting May 18, 2015 Page 7 of 8 and Gov. Rauner that the proposed cutbacks will have a significant impact on Village operations. Trustee Farkas moved to adopt the Resolution. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Shapiro, Seiden, Struthers (5) NAYS: None (0) DISCUSSION VILLAGE COMMUNICATIONS Trustee Farkas noted he would like to see improved Village communications. Assistant to the Village Manager Andrew Lichterman stated the Village is continually looking to improve communications. They have new websites for large scale projects as well as an a -news blast system. The Village reformatted the emergency notification system and have nearly 3,000 email subscribers. The need for residents to customize/filter messaging is a next step. Staff has researched different tools to enhance the email newsletter system. They are also considering a website redesign. Different options will be presented to the Board for consideration during the budget process. Trustee Struthers asked if staff is doing something to educate new residents about registering their e-mail addresses with the Village. Mr. Lichterman explained there is something in the Village's new resident packets. Trustee Struthers suggested adding something to the water bills, as they go out to everyone. ILLINOIS HOLOCAUST MUSEUM regarding Victory Day in Russia. RAHADMATH SWAMI School to bring Rahadmath Swami to speak. done some incredible things in India. Mayor Rosenthal was invited to represent the Village at the Illinois Holocaust Museum's event Mayor Rosenthal attended a joint program between Deerfield High School and Highland Park High He is a Deerfield High School graduate that has COMED ANNUAL REPORT Mr. Street, Mr. Lichterman and Management Analyst David Fitzgerald attended the ComEd Annual Report meeting with Mayor Rosenthal. ComEd has invested money in the Village and plans to continue to do so to provide more reliable service. DEERFIELD ROAD MEETINGS The Deerfield Road meetings were held with the Board of Trustees Meeting May 18, 2015 Page 8 of 8 businesses and residents. Mayor Rosenthal thinks it went well and numerous questions were answered. Mr. Street noted the recording of the meeting is posted on the Village website. ADJOURNMENT There being no further business or discussion, Trustee Farkas moved to adjourn the meeting. Trustee Jester seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:57 PM. APPR Mayor ATTEST: Vi lage Clerk ,