02/16/2016February 16, 2016
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 February 16,
2016, 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 Kent Street, Village
Manager and Village Attorney Peter Coblentz.
PLEDGE OF ALLEGIANCE Mayor Rosenthal lead those in attendance in
reciting the Pledge of Allegiance.
MINUTES OF PREVIOUS MEETING Trustee Farkas moved to approve the minutes
from the February 1, 2016, Board of Trustees
meeting. Trustee Seiden seconded the motion. The motion passed unanimously on a voice vote.
BILLS AND PAYROLL Trustee Struthers moved to approve the Bills and
Payroll. Trustee Farkas seconded the motion. The
motion passed by the following vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
PUBLIC COMMENT There were no Public Comments on non -agenda
items.
REPORTS
REPORT AND RECOMMENDATION
Management Analyst David Fitzgerald reported
OF STAFF RE: AMENDING CHAPTER
Venue One was approved in 2014. At that
3 OF THE MUNICIPAL CODE TO
time, they indicated they would like to serve
CREATE A CLASS N LIQUOR LICENSE liquor at their facility. Mr. Fitzgerald noted they
CLASSIFICATION AND AUTHORIZE
passed the background check by the police
ISSUANCE OF ONE CLASS N
department. Sean Cannon from Venue One
LICENSE FOR VENUE ONE LLC
stated the facility is a private event space,
similar to a banquet facility. He noted alcohol
would only be served with food, as part of a package.
Board of Trustees Meeting
February 16, 2016
Page 2 of 8
Trustee Nadler moved to accept the report and recommendation of staff. Trustee Farkas
seconded the motion. The motion passed by the following vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
REPORT AND RECOMMENDATION Assistant Village Manager Andrew Lichterman
OF STAFF RE: LINDEN AVENUE reported several residents from Linden Avenue
TRAFFIC STUDY appeared at the last meeting. The Village Board
asked staff to develop a plan to address their
concerns regarding traffic volume. Mr. Lichterman noted staff's recommendation is consistent
with the Gewalt Hamilton report. Staff plans to perform an educational campaign with mailed
brochures, e-mail blasts and coordinated updates on the Village website. They also recommend
enforcement. Lastly, they recommend engineering improvements, including installing more
warning signage illuminated with amber lights. Mr. Lichterman indicated staff does not
recommend sidewalks at this time. Trustee Nadler suggested distributing the brochure to
neighboring communities, through their Village managers.
Deputy Chief Keene met with Linden Avenue residents about the recommendation. Trustee
Struthers requested school bus safety be added to the educational information.
Trustee Nadler moved to accept the report and recommendation of staff. Trustee Struthers
seconded the motion. The motion passed by the following vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
REPORT AND RECOMMENDATION Mr. Street reported that in 2013, the Trustees
OF THE PLAN COMMISSION RE: appointed the Northwest Quadrant Unified Task
REQUEST FOR AN AMENDMENT TO Force. The Task Force consisted of all of the major
THE DEERFIELD COMPREHENSIVE stakeholders in the northwest quadrant as well as
PLAN TO ADOPT A MASTER PLAN representatives from the Board of Trustees and
FOR THE NORTHWEST several Village Commissions. The Task Force
QUADRANT OF THE VILLAGE recommendation went before the Plan Commission,
CENTER who recommended an amendment to the
Comprehensive Plan with the understanding there
are concerns about the traffic movement and parking, which would be stipulated in a future plan.
Mr. Coblentz stated that a Comprehensive Plan establishes recommended guidelines for the
future development or redevelopment of an area. It is a guideline used by a Plan Commission.
A Comprehensive Plan is not an implementing device and requires further action by the Village
Board.
Board of Trustees Meeting
February 16, 2016
Page 3 of 8
Jodi Mariano, principal with Teska Associates, and Dan Brinkman, senior traffic engineer with
Gewalt Hamilton, were consultants to the Task Force. Ms. Mariano discussed the proposed
master plan, including the interconnected parking lots and a proposed promenade. They looked
at plans to maintain drop off functions on both the east and west sides of the Jewett Park
Community Center, with the intention of moving toward only continuing drop off on the west
side. They would incorporate curbs, landscape bump -outs and bollards to assist in slowing
traffic and making pedestrian traffic safer.
Mr. Brinkman discussed the traffic circulation. Trustee Farkas asked if additional foot bridges
were considered. Ms. Mariano noted that they want to be respectful of the skate park, as the
boardwalk is the same elevation.
Pastor Suzan Hawkinson, First Presbyterian Church, presented a report regarding safety and
cooperation. She noted the Plan Commission report summarized their concerns regarding traffic
movement and parking; however, their concerns are far greater regarding safety. At the core of
the Northwest Quadrant is a small strip of land providing passage for personal, business, official
vehicles, preschoolers and their parents, churchgoers, library users, retail customers, patrons of
the Park District and the Village Hall. She noted neither plan allows drop off for the church
programs. Currently, they use drop offs on both sides of their building. Pastor Hawkinson stated
they are in favor of many aspects of the plan, but the plan was designed with no dedicated
roadway. The plans have an unsafe core, as a portion of the property is sometimes used for
church activity. The design currently has vehicles pulling in and out of two-way traffic.
Pastor Hawkinson proposes safety first in the northwest quadrant. The Plan Commission passed
a plan that was "not conceptually preferred." She questioned how the recommendation came
before the Board. Pastor Hawkinson recommends creating a better alternative that included
continuing conversations with the stake holders that honors valid concerns and property owner
rights, considers cost analysis and keeps safety as a priority. She would like to continue the
conversation with the northwest quadrant stakeholders and Village staff on Monday, February
22, 2016, at noon.
Mary Boote questioned using tax dollars to create a plan that is not in the best interest of the
Village or stakeholders. She does not believe the Village should pass a plan that goes against the
stakeholders' desires. Ms. Boote does not believe the Village should push for a plan that does
not work.
Judy Rundell, director of Christian Beginnings Preschool, stated the preschool will be impacted
by the development of the northwest quadrant. She implored the Village to find a way to make
the northwest quadrant work in a safe manner for the residents.
Thom Cunningham, Director of Faith Formation and Mission at the Deerfield Presbyterian
Church, stated they have numerous events that take place in the parking lot. He questioned
where those activities will be placed if the proposed plan is passed. Mr. Cunningham noted there
are numerous other community programs that use the church facility. He noted the PADS
program also takes place at the church and questioned what would happen to these programs if
Board of Trustees Meeting
February 16, 2016
Page 4 of 8
the proposed plan is passed. Mr. Cunningham believes the Village and stakeholders need to
work together to create a plan that is appropriate for all.
Marie Kirby, 920 Kenton Road, believes it is imprudent to push through plans without achieving
support of all the key stakeholders.
Steve Fialkowski is an elder of the Church. He does not believe the Plan Commission
understood the Church's concerns. He thinks the complex was designed with the idea to make it
difficult to navigate. Looking at the plan, there is no quick or easy access for emergency
vehicles to get to the side of the building. Mr. Fialkowski believes that needs to be corrected.
The church is not objecting to an improvement in the area, but disapproves to the execution of
the idea in plans D and D1. They would like to work with the Village on a safer and more
palatable solution.
Ben White, elder of the Church, stated they are more than happy to work with the Village. He
indicated there is a north -south extension of Jewett Park Drive that is part of the church property.
They are concerned that a sketch he created is a document included in the submittal. The plans
were created to begin a conversation, and should not be recognized as official church drawings.
Britt Olander, elder of the Church, emphasized the Plan Commission report states the plans are
not preferred for the southwest portion of the quadrant.
Joy Fiorini thought the Plan Commission meeting was unusual because the members of the Plan
Commission were struggling. She thinks it was difficult to make a "normal" motion because the
proposed plan is unfinished. Property lines and costs were ignored. Ms. Fiorini believes the
Village should look at the property lines. The stakeholders are willing to work with the Village.
She believes it would be difficult to pass an amendment with pictures. She would rather use
words to define what may take shape over the next few years.
Jan Caron, Deerfield Park District Board Member, stated the Task Force members were never
made aware of a budget. They were never in agreement or disagreement. Prior to their final
meeting, they were not aware it was the final meeting and did not vote on the proposed plan.
The Park District is strongly in favor of a plan, the Park District has concerns about some aspects
of the plan and cannot support the plan as it is proposed. They are most concerned about safety.
The Park District has held several meetings with other stakeholders working together. This plan
does not have the support of the major stakeholders.
Jack Miller questioned why the plan justifies the taking of private property. He does not see
beautification as a critical need. Mr. Miller does not believe Deerfield is an urban community
and the residents do not use walkways.
Mary McIntyre, 1750 Overland Trail, noted the Park District has camps in the summer and the
area is swarming with children. She noted there are a number of birthday parties on weekends
with children crossing in the parking lot. She does not believe the parking lot should be made
wider, because it would be a safety issue.
Board of Trustees Meeting
February 16, 2016
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Donna Osborn, 1010 Springfield, lives near the park playground. Her children use the park
nearly every day. They cross Hazel to get to the park. She expressed concern because a portion
of Park Avenue would be closed and questioned where the bus traffic would go. Ms. Osborne
questioned how emergency vehicles will get to the east side of the tracks. She asked the Trustees
to send the proposed plan back to the Task Force.
Trustee Farkas asked what the practical difference is between accepting the report and just
keeping this as a historical document without adoption. Mr. Coblentz stated if the amendment is
not adopted, it would not have the planning effect. The Village could meet with stakeholders.
Trustee Seiden noted the Village has a Comprehensive Plan without D and D-1. Since 1999,
there were four iterations of the Comprehensive Plan. There have been several consultants and
residents on task forces giving their best.
Trustee Nadler indicated the Comprehensive Plan would like this area to be a center focus for the
Village. The Village has focused energy for the past three years on this area. Mayor Rosenthal
noted this area is considered a sub -area to meet the needs of the stakeholders.
Mayor Rosenthal noted there have been comments made about taking of property. She clarified
there are no plans or interest by the Village to take any property. If a stakeholder is looking to
redevelop their property they will go through the Village's land -use process, just like everyone
else.
Pastor Hawkinson was reassured that the taking of property is not the Village's interest. She
noted that the detailed plans, if added to the Comprehensive Plan, would serve as a guideline.
Mr. Coblentz noted the Comprehensive Plan provides guidance to the Plan Commission. It is
not mandatory those elements end up in a final plan.
Trustee Shapiro noted a Comprehensive Plan is a guide that has no force of law. It is a guide for
future planning principals. Many Comprehensive Plans have detailed plans to them. Pastor
Hawkinson noted the detail removes a dedicated roadway. Mayor Rosenthal noted that prior to
the downtown redevelopment, the Comprehensive Plan looked a lot different than what was
developed.
Mayor Rosenthal suggested the Trustees look to next steps including the Village staff and
stakeholders to come together and see if they can agree to some changes.
Trustee Nadler believes the plan is similar to what was reviewed in 2013. There has been no
progress forming a consensus and he does not believe this should be appearing before the Board
at this time. Trustee Nadler believes more events in the area would build community. He would
not want to see the Village wasting time and resources on a plan he does not think will be
approved.
Board of Trustees Meeting
February 16, 2016
Page 6 of 8
Trustee Seiden believes a road going through the parking lot would calm traffic. He understands
the Comprehensive Plan can be changed, but if there is a plan with drawings, future Plan
Commissions will look at it. Trustee Seiden does not believe there will be a major change in this
area.
Trustee Farkas does not believe it will change. He questioned whether there is a need to drive
compromise. There is no motivation for the stakeholders to negotiate or compromise with each
other at this point in time. Once a proposal comes forward that affects the quadrant, the Village
will look at the design.
Mayor Rosenthal believes the Village needs a blueprint.
Trustee Struthers believes there are some pieces of the proposal that are positive and that are
agreeable to all stakeholders.
Mayor Rosenthal deferred further action. She directed Village staff to work with the major
stakeholders and bring a report back to the Board in the next few months.
SIDEWALK SNOW CLEARING Trustee Farkas stated that at the last Board of
PROGRAM REVIEW Trustees meeting, staff outlined a plan that
would adopt a new policy that continues sidewalk
snow clearing in areas that do not confirm with the policy by grandfathering them. Trustee
Farkas' intent was to strictly enforce the policy and eliminate grandfathered locations. The
Village should adhere to the policy and only clear snow for areas that fit within the new
guidelines.
Trustee Farkas moved to accept the policy and eliminate grandfathered locations. Trustee
Struthers noted that would save the Village $1,400 per year. Trustee Farkas noted this would
allow for consistency. Trustee Seiden seconded the motion. Mayor Rosenthal confirmed that if
approve, the new policy would go into effect for the next snow season. Trustee Jester noted
virtually all of the sidewalks being plowed are sidewalks rather than carriage walks and
encouraged staff to use judgement. Trustee Farkas is open to having further discussion. He
noted the vast majority of residents are responsible for clearing their own sidewalks. If we do
something special, there should be a reason. The motion passed by the following vote:
AYES: Farkas, Jester, Seiden, Shapiro (4)
NAYS: Nadler, Struthers (2)
CONSENT AGENDA
ORDINANCE AUTHORIZING AN An Ordinance amending a Special Use for
AMENDMENT TO A SPECIAL USE FOR Briarwood Country Club to permit changes to
BRIARWOOD COUNTRY CLUB TO the previously approved paddle tennis
PERMIT CHANGES TO THE facility. First Reading.
Board of Trustees Meeting
February 16, 2016
Page 7 of 8
PREVIOUSLY APPROVED PADDLE
TENNIS FACILITY — 1 R
ORDINANCE AUTHORIZING An Ordinance authorizing approval of a final plat
APPROVAL OF A FINAL PLAT OF of subdivision for 223 and 243 Wilmot Road.
SUBDIVISION FOR 225 AND 243 First Reading. Trustee Struthers noted part of the
WILMOT ROAD — 1R the provisions in the documentation prohibit signs
in front of people's property. She suggested they
review the wording to ensure it is not inhibiting freedom of speech.
Mayor Rosenthal noted these would stand as First Readings.
There was no Old Business.
OLD BUSINESS
NEW BUSINESS
AUTHORIZATION TO ADD WORK Bob Phillips, Deputy Director of Public Works
UNDER THE CENTRAL AVENUE and Engineering, reported the Board awarded the
REHABILITATION CONTRACT Central Avenue Rehabilitation Contract to A -Lamp
Concrete Contractors. The Board requested they
add a sidewalk along the north side of Central Avenue. A -Lamp followed up on the request, met
with residents and installed the sidewalk at an additional cost of $74,741. This would close out
the original contract.
Trustee Seiden moved to authorize the additional work under the Central Avenue Rehabilitation
Contract. 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 PURCHASE Mr. Phillips stated some of the large,
WATER METERS FROM MIDWEST commercial meters are due for replacement.
METER, INC. This expense was included in this year's budget.
Staff is recommending the purchase of several meters that would cost $32,000. The budgeted
amount is $40,000. Mr. Phillips noted there is only one local vendor for Badger meters.
Trustee Nadler moved to authorize the purchase of water meters from Midwest Meter, Inc. in an
amount not to exceed $32,000. Trustee Farkas seconded the motion. The motion passed by the
following vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
Board of Trustees Meeting
February 16, 2016
Page 8 of 8
NAYS: None (0)
DISCUSSION
NEXT MEETING Mayor Rosenthal noted the next meeting will be in
three weeks.
ADJOURNMENT There being no further business or discussion,
Trustee Farkas made a motion to adjourn the
meeting. Trustee Shapiro seconded the motion. The motion passed unanimously. The meeting
was adjourned at 9:55 p.m.
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ATTEST:
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