09/07/2005MINUTES
COMMITTEE OF THE WHOLE
NOVEMBER 7, 2005
The village board met at 8:09 p.m. following the regularly scheduled board
meeting in the board room of the village hall on Monday, November 7, 2005. In
attendance were:
Village Board
Steven Harris, Mayor
Robert Benton, Trustee
Michelle Feldman, Trustee
Harriet Rosenthal, Trustee
William Seiden, Trustee
Barbara Struthers, Trustee
Matthew Wylie, Trustee
SMOKING BAN
Staff
Robert D. Franz, Village Manager
Robert Fialkowski, Finance Director
Barbara Little, Director of Public Works
and Engineering
John Sliozis, Chief of Police
Philip Kiraly, Asst. to the Village Manager
John Welch, Asst. Village Engineer
The board discussed the report prepared in response to the smoking ban petition
submitted last August asking that smoking be prohibited within all public places,
including restaurants and places of employment. They were advised that few
neighboring municipalities are planning at this point to adopt regulations, which they will
be allowed to do under a new state law effective January 1, 2006. Although village
restaurants were surveyed and the DBR Chamber of Commerce asked for their input,
there has been little feedback on the matter. On the other hand, 166 postcards supporting
a ban have been received.
Mayor Harris and most board members expressed support for the strictest
smoking ban possible, including restrictions on smoking immediately outside buildings.
Staff was directed to prepare an ordinance for publication on the village's website and for
further discussion at the November 21 St board meeting. The ordinance would then be on
the board agenda for first and second readings at the December meetings.
VILLAGE HALL EXPANSION/RENOVATION
It was reported that the ARC, VCDC and Plan Commission have completed their
reviews of the village hall expansion and renovation plan. Their reports and
recommendations will be on the November 21 st agenda. Although they had a few
suggested changes, all approved the plan. Phil Kiraly briefly described the project and
commented that it should serve the community for at least the next 25 years. The
estimated cost is $5.7 million, but that amount does not include landscaping or
furnishings. There is sufficient funding projected in Tax Increment Financing District II
to pay for the expansion and renovations.
Trustee Seiden questioned the need for such a large expansion, believing that it
could lead to adding manpower in the future simply because there is space available.
Staff responded that there will be additional space to grow into should the need arise;
however, most of the new square footage will be dedicated to additional public space in
the form of a larger board room, conference rooms and a joint lobby for Community
Development and Administration. The board emphasized that the new facility should be
as energy efficient as possible and should provide state-of-the-art electronics facilities in
the village board room and other public meeting spaces.
Trustee Wylie asked that further study be given to the main entrance, which he is
concerned loses its exposure due to the extension of the new wing north and east.
Adjustments to that feature and landscaping should be used to highlight it.
BULK REGULATIONS IN THE ZONING ORDINANCE
The manager asked the board how it wished to proceed with suggested changes to
the "tear down" ordinance as they relate to bulk regulations. Trustee Seiden offered
background on the work of the task force and concluded that he felt it was too early to
amend the ordinance. Trustee Wylie disagreed, believing that the time is right to
reexamine certain parts of it. There was a brief discussion of the issues identified in Jeff
Ryckaert's memo, which staff is researching further as to how other municipalities deal
with bulk requirements.
The consensus of the board was that specific regulations should be revisited by
the former task force and that they should be instructed to complete their review by the
end of March, 2006. The task force will be reinstated at the next board meeting.
WINDOW SIGNAGE REGULATIONS
The board reviewed the report of the Appearance Review Commission with their
recommendations on developing window signage regulations. Their approach contrasts
with the Village Center Development Commission, which earlier recommended a more
basic undertaking to restrict signs in storefront windows. After discussing the matter
briefly, Mayor Harris asked Trustee Rosenthal to chair a select group from each
commission to meet and confer on what regulations are needed and how best to
implement them.
DEERFIELD ROAD WATER MAIN COST ADJUSTMENTS
The board was provided with a report that will be on the November 2 1 " agenda
regarding final costs for the water main improvement as part of the Deerfield Road
project. All costs are now final, so the contractor's final bill and adjusted engineering
consultant fees are ready for board approval. There were no questions on the report.
ANNUAL SERVICE AGREEMENT — SEWER LINING
Public Works is recommending an annual service agreement with Insituform
Technologies for sewer lining. With the exception of last year, Insituform has done work
for the village for the past nine years. Last year's low bidder did not perform to the level
expected. An annual contract would allow for an on -going relationship with a contractor
and continuity as it relates to planning and costs. An annual supply contract procures
services at a predetermined price for work done on a regular but often unpredictable
basis. An annual service agreement with Insituform will be on the November 21 sc
agenda.
SCAVENGER CONTRACT
The board was informed that staff is working with Onyx to begin the new
recycling program with the new carts on April Is' rather than in January as originally
planned. This will offer more time to determine, through water bill mailings, what size
carts residents want. To do this, Onyx is asking for a $.030 per unit adjustment on the
monthly bill, which would total approximately $4,959.90 over the first quarter of 2006.
The new contract would then take effect on April 1st and run through March 30, 2011.
This item will be on the November 2Is' agenda.
The meeting was adjourned at 9:50 p.m.
Minutes prepared by:
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