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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. Committee of the Whole October 27, 2003 Page 2 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 Committee of the Whole October 27, 2003 Page 3 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 Committee of the Whole October 27, 2003 Page 4 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