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07/31/2000MINUTES COMMITTEE OF THE WHOLE July 31, 2400 The Village Board met as a Committee of the Whole at 7:30 P. M., Monday, July 31 st in the Board Room of the Village Hall. In attendance were: Bernard Forrest, Mayor Steven Harris, Trustee John Heuberger, Trustee Derek Ragona, Trustee Harriet Rosenthal, Trustee WMr Transmission Line Project Robert Franz, Manager Barbara Little, Director of Public Works/ Engineering Barbara Houpt, Director of Community Development Diane Mikula, Assistant to the Manager Barbara Little reviewed with the Board the proposed route for the new water transmission line from Highland Park. It will enter into Deerfield on high school property and be installed along the eastbound traffic lane of High School Drive to Waukegan Road. It will run south along the east side of Waukegan Road and, at approximately North Avenue, cross to the west and under the Metra tracks to Chestnut Street. It will then run south to Greenwood, west to Wilmot and south to Hazel where it will connect to the two million gallon reservoir now under construction in Mitchell Park. Trustee Vern Swanson arrived at the meeting. The pros and cons of directional drilling as opposed to open cutting were discussed. Both staff and the Village's consulting engineer Baxter Woodman are recommending directional drilling at certain locations. Trustee Bill Seiden arrived at the meeting. Several street and utility improvements will be made in connection with this project. Work will be staged over a two year period. However, the main should be ready for use by the end of 2001 assuming Highland Park completes its water system improvements on schedule. The recommendation to award the contract will be on the August 7th Village Board agenda. Telecommunication Facilities Information had been distributed earlier to the Village Board relating to the preferred location of telecommunication facilities within the community. Discussion ensued regarding how aggressive the Village should be in attempting to benefit economically by locating these facilities on public property. There was strong support for any economic gain when feasible, but mixed feelings on how to balance that objective with the potential negative impact such facilities have on adjacent residential properties. Staff was directed to work with the Cable & Telecommunications Commission on the best approach to deal with future communication firms who are interested in placing their facilities in Deerfield. Committee of the Whole Meeting July 31, 2000 Page 2 "Teardowns" Staff reviewed with the Board their research to date on the teardown issue. A list of arguments for and against further regulation was provided along with the history of homes demolished in Deerfield over the past five years. After some discussion, it was agreed not to pursue the matter further at this time. Staff was directed to closely monitor what other communities are doing so that we can learn from their experience when we reevaluate our position in the future. Walgreens' Annexation Petition The Manager reported on his meeting that morning with Walgreens officials on the remaining issues on the table. Walgreens raised the amount for additional landscaping on the berm to $40,000. They are also willing to pay for traffic signals on Wilmot Road in the future provided the new expansion is completed and a third party verifies that traffic signal warrants are met. The Board did not have problems with either of these proposals. The remaining issue on interior lighting was difficult to negotiate given the lack of specific criteria on how to measure its impact on adjacent residents. The primary concern of the Board is the level of lighting planned for the walkway (building connection) on the new addition. Even though the building runs north and south and is some distance from the closest home, a previous exhibit shown by Walgreens suggested a rather brightly lit attraction that could be a nuisance to its neighbors. Staff was directed to continue working with Walgreens in developing language in the annexation agreement to address this issue. Because of travel plans and in order to work out the remaining issues, this item will not be ready for action on August 7th. A revised draft of the annexation agreement should be ready for Board consideration on August 21 st. Streetscape Prpiect Barbara Little updated the Board on the streetscape project since their initial approval of design plans on June 19th. To implement those plans, the Ciorba Group was requested to submit a proposal to furnish design and construction services. Ciorba has been involved in most of the downtown public improvements, some of which included the streetscape area. Because Waukegan Road is a state route, IDOT has much to say about the project. Ciroba has an excellent relationship with IDOT. Their proposal to perform on -going design and construction services is $94,200. With the new designs and elements recommended by the Streetscape Task Force and the amount of work to be undertaken, staff recommends a construction manager or general contractor be hired. In reviewing options, Home Towne Electric is recommended based on Committee of the Whole Meeting July 31, 2000 Page 3 their performance to date on the various traffic and intersection improvements in the downtown. The estimated cost for Phase I of the streetscape project (two quadrants south of Deerfield Road) is approximately $800,000. Home Towne Electric would deal with subcontractors and perform overall supervision of the work. They propose to assign a construction manager to the project at the rate of $75 per hour, charge a 5 % handling fee on all subcontractor charges, and a 15 % markup on any streetscape elements purchased through their offices on behalf of the Village. The Board agreed to proceed as planned. Contracts for the above described services will be on the August 7th agenda. Executive Session Trustee Heuberger made a motion, seconded by Trustee Ragona to go into executive session to discuss land acquisition and personnel. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) Minutes prepared by: r • �� .4� 1 � ► vet .1 i O• R ,.