10/27/2003MINUTES
COMMITTEE OF THE WHOLE
October 27, 2003
The village board met as a committee of the whole in the board room of the village hall at 6:30 p.m. on
Monday, October 27, 2003. In attendance were:
Village Board Staff
Steven Harris, Mayor Robert D. Franz, Village Manager
Robert Benton, Trustee John Sliozis, Chief of Police
Jerry Kayne, Trustee Robert Fialkowski, Director of Finance
Harriet Rosenthal, Trustee Barbara Little, Director of Public Works/Engineering
William Seiden, Trustee Diane Mikula, Assistant to the Village Manager
Vernon Swanson, Trustee
Matthew Wylie, Trustee
Cellular Monopole
Paul Diambri, Chairman of the Cable & Telecommunications Commission, was present to discuss a
proposal from US Cellular to install a monopole on the north side of the police department. The
current police antenna would be replaced with a new tower either 100 ft. in height carrying three
additional carriers or 120 ft. in height able to hold four carriers. The existing police antenna is
approximately 65 to 70 ft. Mr. Diambri reported that the CTC has reviewed other sites and believes
this to be favorable because it is on village property and is somewhat screened from the downtown.
The commission was informed that the proposed comprehensive plan may include a recommendation
for extending Orchard Street west between the library and police station. As a result, the commission
would like direction from the board before they continue discussions with the telecom provider.
Mr. Diambri indicated that the height of the tower is large but it will be stealth in design with the
newer technology of close mounted antennas which are flush alongside the pole. There will be no
array antennas. He believes the benefits include: a technological benefit because it will provide much
needed cellular service; a public safety benefit with new equipment; a financial benefit able to generate
an average of $80,000 to $100,000; and the ability to have control of future providers. It also meets
the zoning guidelines of encouraging co -location to avoid multiple single antennas and meets the
guidelines of locating on public lands.
Ms. Mikula presented an overview of the site plan. The monopole at the base would be approximately
five to six feet and would protrude into current roadway. Two equipment shelters would be built on
the west side of the police department in the current landscaped area. All cables would be housed
inside the monopole. All future carriers would need to comply with the stealth close mounted antenna
design.
Other sites looked at were the east and south sides of the village hall. The location on the south side
would necessitate relocating the HVAC unit and possible removal of one or two trees. In addition, it
would face the Presbyterian Church, Ms. Mikula noted that providers contacting the village have
indicated they need to target the intersections of Deerfield and Waukegan for service.
Board members expressed their concern that the comprehensive plan has yet to be accepted and it
would be premature to erect a tower given possible redevelopment of the site. Some members had
concern about the overall height of the tower. The board directed the cable commission to explore
other sites including Jewett Park as possible tower location.
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October 27, 2003
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Red Seal Residential Plan
At the October 7, 2003 board meeting, the village board voted to reconsider the Red Seal Development
Corporation proposal for multi -family development on the former State Farm property on Lake Cook
Road. That petition had been denied at the September 15, 2003 board meeting. Subsequently, Red
Seal offered amendments to its plan relating to covenants for senior and affordable housing, marketing
preference for Deerfield residents, and title disclosures for potential antenna towers and Pine Street
traffic.
Trustee Kayne reiterated his reasons for asking for reconsideration of the petition. Todd Fishbein,
Vice President of Red Seal, described in more detail the stipulations which the developer would
commit to in responding to his objections to the original proposal. Discussion followed on whether
proposed restrictions were enforceable and whether the units would be inviting to older residents.
The meeting was opened to public comment. Several residents spoke both in support and opposition
of the proposal. There was clear consensus that Red Seal builds a good product. The primary issue
remains whether or not the State Farm site is a good location for residential.
The petition will be on the November 3, 2003 village board agenda. If the preliminary plan is
approved, the developer will then complete engineering plans and return for final plan approval.
Waukegan/Osterman Intersection
As the board directed, the proposed intersection improvements at Waukegan Road and Osterman
Avenue were restudied to see if it could be made safer and more pedestrian friendly. At the safety
council's suggestion, the engineering consultant Edwards & Kelcey was retained to work with Ciorba
Engineering to specifically study the pedestrian concerns raised by the safety council
A power point presentation showed the changes since the original design, which addressed the
pedestrian issues: reducing the street width on the west approach and adding a crosswalk on the north
leg of the intersection.
It was noted that, even with these changes, the intersection, when completed, will not operate at peak
efficiency because of its unusual alignment. There was agreement that the revisions should be
incorporated into the design and resubmitted to IDOT for final approval. The objective is to have this
ready to proceed in early spring and to avoid as much as possible it conflicting with the reconstruction
of the pedestrian bridge at the viaduct.
En ineerin Costs — Pedestrian Brid e
The board reviewed the bill from McDonough Engineering for additional hours spent in designing the
pedestrian bridge at the viaduct on Deerfield Road. There was discussion on whether the additional
hours were justified and why they increased far beyond what was projected in the original contract.
It was noted that the project began as a plan to reconstruct the bridge and grew into a complete
redesign of the structure. Several meetings were held with the Streetscape Task Force and
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October 27, 2003
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considerable time was spent in meetings with both IDOT and METRA. There was nothing in written
form authorizing the additional hours that were submitted by McDonough very late in the process.
Also discussed was the engineering contract for construction services in the amount of $132,565. Staff
was questioned on the number of inspection hours planned. Barbara Little commented that she asked
for the additional time given the location of the project and the need to deal regularly with IDOT and
METRA. Staff emphasized that action on the construction services contract was needed soon if the
bridge project is to be constructed next summer.
It was agreed that McDonough would be asked to reconsider the number of hours billed for design
services. There was consensus, however, that this issue would be considered separate from the
construction contract, which will be on the agenda of the November 3, 2003 board meeting.
High School Football Lights
The board intended to discuss a possible contribution to the fundraising effort underway to install
lights at Deerfield High School's football field. However, the attorney advised against doing so at this
time since the board will have to vote on the special use amendment for those lights.
Art Festival
Ms. Mikula presented a proposal from D&W Events who would put together an art festival over
Memorial Day weekend, 2004. They have experience with chairing the Long Grove Art Fest and
Grayslake Art Festival. Also, they put on the art festival in Deerfield Square earlier this year.
Discussions with representatives from Deerfield Square indicated that they were pleased with the
outcome of the show and, even though one day was completely rained out, artists reported making
money.
Trustee Rosenthal indicated she would like to see a high quality art festival in Deerfield but was
concerned about the Memorial Day weekend because of potential bad weather. The Fine Arts
Commission explored other dates but this was the best option available.
Staff was directed to revise the agreement and present it to the board at the November P board
meeting.
Police Crime Lab
The manager briefed the board on an issue involving new police crime lab facilities as part of a new
police department building in Highland Park. Deerfield has been part of the lab since its inception in
1968. Since then, the member municipalities, now numbering 40, have enjoyed rent free use of
Highland Park space.
Over a year ago, the Northern Illinois Police Crime Laboratory (NIPCL) committed to occupying
space in the new building, which is due to begin construction early next year. The cost to NIPCL was
projected at $2.4 million. There was a high level of confidence that most, if not all, of the money
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October 27, 2003
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could be secured through a Federal grant. To date, only $500,000 has been committed, leaving a
substantial shortfall which would have to be made up by the members if the NIPCL is to continue to
exist.
Should the lab close down, the village would have to take its evidence to the state facility in the west
suburbs. After 35 years of first rate service, this would result in a substantial impact on police
operations.
Because some municipalities may opt out of the lab, the other members assessment for new space may
increase. At this time, Deerfield's estimated allotment ranges from $56,800 to $75,000 over a two year
period. Agreements pertaining to this project are being drafted for review by member communities.
The meeting adjourned at 10:05 p.m.
Minutes prepared by:
Ro rt D. Franz, Village Man er