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06/01/2015June 1, 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 June 1, 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 Robert Nadler William Seiden Dan Shapiro 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 Parker James led those in attendance in reciting the Pledge of Allegiance. Joan Reed announced that Mr. James won the sixth annual Farmer's Market poster contest. Mr. James is a graduating senior at Deerfield High School and will attend DePauw University and will play soccer. Ms. Reed reminded residents that the Farmer's Market will take place on June 13, 2015. There will be a new event this year, called Zucchini Day, on July 25, 2015. It will be a fundraiser for several charities. Mr. James will be at the Farmer's Market on June 13, 2015, and will sign copies of his poster. MINUTES OF PREVIOUS MEETING Trustee Farkas moved to approve the minutes from the May 18, 2015, Board of Trustees meeting. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote. TREASURER'S REPORT Mr. Street presented the April 2015 treasurer's report highlights. Mr. Burk is at the GFOA Conference. Sales tax revenues are up. The finance payments have been made. The Village received a payment from IMET. Mr. Street hopes the Village receives 100 percent of their investment back. BILLS AND PAYROLL Trustee Struthers moved to approve the bills and payroll dated June 1, 2015. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6) NAYS: None (0) Board of Trustees Meeting June 1, 2015 Page 2 of 5 PUBLIC COMMENT Glenn Koets, 1103 Williams, asked why the Village needs to allow off -campus parking for the high school. He believes the additional school funding should have covered the cost of a new parking lot. Mr. Koets indicated the students park on the side streets near the school and are disrespectful to the residents and their property. There are some streets that restrict parking during certain hours on school days. Mr. Koets believes there is discrimination because some streets are restricted while others are not. Chief Sliozis stated the Police Department has monitored the streets and found that the parking is generally restricted to Chestnut. They are finding little parking by high school students on the east -west streets. Chief Sliozis indicated the department usually sees an increase in parking in the spring, but they are in contact with the students. Mayor Rosenthal noted that portions of school's parking are closed due to the construction. She noted if the Village puts no -parking signs, it would affect the residents as well as the students. Trustee Seiden noted that when the no parking signs were installed near Shepherd, the vehicles moved over a block. Mayor Rosenthal indicated the Board will look at it when school is back in session and address it at that point. REPORTS REPORT AND RECOMMENDATION The Board of Zoning Appeals held a Public Hearing OF THE BOARD OF ZONING APPEALS on May 5, 2015, to consider the request of Mickey RE: REAR YARD VARIATION AT 350 and Janice Kupperman for a rear -yard variation at KERRY LANE 350 Kerry Lane. They are requesting a 33.5 foot rear -yard setback in lieu of the required 50 foot setback. The Board of Zoning Appeals voted 6-0 in favor of the request. Trustee Seiden moved to accept the report and recommendation of the Board of Zoning Appeals. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6) NAYS: None (0) CONSENT AGENDA There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE AUTHORIZING AN An Ordinance authorizing an amendment to a AMENDMENT TO A SIGN PLAN FOR sign plan for the Walgreens corporate headquarters WALGREENS COMPANY on Wilmot Road. First Reading. (CORPORATE HEADQUARTERS Board of Trustees Meeting June 1, 2015 Page 3 of 5 CAMPUS ON WILMOT ROAD) — 1 R Mr. Street reported Walgreens requested a waiver of the First Reading. Trustee Farkas does not see a need to expedite the request, as some residents expressed concerns. Eric Friedman Regional Development Manager for Walgreens, stated Walgreens asked for waiver of first reading in order to move forward with permits and installation. The materials are on order and they told their leadership team they would move as quickly as possible. Trustee Farkas noted the Trustees have an obligation to the residents to follow procedure. ORDINANCE AUTHORIZING APPROVAL OF A FINAL DEVELOPMENT PLAN FOR THE TAYLOR JUNCTION TOWNHOUSE DEVELOPMENT LOCATED AT 824-836 An Ordinance authorizing approval of a final development plan for the Taylor Junction Townhouse development located at 824-836 Chestnut Street. First Reading. CHESTNUT STREET (JACOBS HOMES) Joe Maschek with BSB Design stated they 1R addressed three issues since the last meeting. They worked with the landscape architect and agreed to plant 18 arbor vitae. The plantings will be 7 to 8 feet tall upon installation. He presented a diagram of the detention facility. He provided a photo of the screened fence. The proposed fence is architectural in style. The architectural fence is solid and provides a better screen. Mr. Maschek discussed the construction time table. He indicated construction would start on the north building and move to the south building. They expect construction to last 18 months. Mr. Maschek reported they moved the air conditioning units that were closer to the residential properties closer to their former locations near the center of the fagade. He indicated the detention pond maintenance would be handled by the association through a maintenance schedule. Trustee Struthers noted one of the issues is keeping the trash picked up, as they are across from the train station. Alex Epstein, 935 Walnut Street, thanked the Trustees for following up on the details. He asked if the Village arborist was consulted about the trees that were proposed to be taken down. Mr. Epstein appreciates the idea of the evergreen planting, but is disappointed with the arbor vitae because they are a slow growing planting. The trees will also be completely shaded. He does not believe his property will be properly screened from the 35 foot building with a 6 to 7 foot planting. Mayor Rosenthal noted she planted very tall evergreen trees on her property in a shaded area and they are now dying. She noted the arbor vitae planted by her neighbor are thriving. Mr. Maschek believes arbor vitae will be the best tree for the area. They looked at other plantings, but believe the dark green American Arbor Vitae will be the best solution. Mr. Maschek noted that a larger planting would not grow as quickly. Assistant Director of Public Works and Engineering Bob Phillips stated that when the engineering plans are finalized, the Village arborist will tag the trees. Board of Trustees Meeting June 1, 2015 Page 4of5 ORDINANCE AMENDING THE An Ordinance amending the Municipal Code to MUNICIPAL CODE TO ESTABLISH A establish a manual water meter reading fee. First MANUAL WATER METER READING Reading. FEE — IR NEW BUSINESS ANALYSIS AND AUTHORIZATION TO Mr. Phillips reported that the Village went to bid AWARD BID FOR 2015 STREET for the 2015 Street Rehabilitation Project. The REHABILITATION PROJECT project is partially funded through MFT and infrastructure replacement funds. The Village has $890,000 in MFT funds and $1.028 million in IRF funding for the project. The scope of work is to reconstruct and rehabilitate Central Avenue from Wilmot to Elm. In addition, Jonquil Terrace and Grove Avenue will be added. All of the curbs and carriage walks will be removed and replaced. There will be full roadway replacement and storm sewer rehabilitation. The Village received three bids. A -Lamp Concrete Contractors had the low bid at $1,926,000. Trustee Nadler asked if there were areas where the Village could make up for overages on other projects. Mr. Phillips noted there may be some efficiencies for the Village. He noted the only project that was over budget was North Trails, and the efficiencies from previous projects should handle the overage. Mayor Rosenthal asked about continuing the sidewalks on Central. Mr. Phillips will estimate the cost of the work and have further discussion. Trustee Jester moved to award the contract for the 2015 MFT street rehabilitation project to A - Lame Concrete Contractors in an amount not to exceed $1,926,000. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6) NAYS: None (0) AUTHORIZATION TO EXTEND THE Mr. Phillips explained there has not been a price SLUDGE HAULING REMOVAL increase and the Village has had good success with CONTRACT the hauler. He noted that $40,000 is budgeted for sludge hauling. Trustee Seiden moved to extend the sludge hauling removal contract in an amount not to exceed $40,000. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6) NAYS: None (0) Board of Trustees Meeting June 1, 2015 Page 5 of 5 NW MUNICIPAL CONFERENCE municipalities. RETIREMENT PARTY missed. MEMORIAL DAY EVENTS DISCUSSION Mayor Rosenthal noted letters were sent to the Governor regarding cutting funding to the Mayor Rosenthal attended the retirement party for Library Director Mary Pergander. She will be Mayor Rosenthal attended the Memorial Day events hosted by the American Legion. COP ON TOP Attorney General Lisa Madigan attended the Police Department's Cop on Top fundraiser for the Special Olympics of Illinois. The event raised more than $5,000. FINE ARTS FESTIVAL The Fine Arts Festival took place over the weekend. Unfortunately the weather was not ideal on Saturday, but Sunday was a much better day. Mayor Rosenthal thanked staff and the Fine Arts Commission for their work on the festival ADJOURNMENT There being no further business or discussion, Trustee Farkas moved to adjourn the meeting. Trustee Struthers seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:33 p.m. AP�LPR VED: (' Mayor ATTEST: