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11/03/1980W • �e The regular meeting of the to order by the President ember 3, 1980 at 8:03 P.M. were November 3, 1980 Bcard of Trustees'of the Village of Deerfield was called in the Council Chamber of the Village Hall on Monday, Nov - The Clerk called the roll and reported that the following Present: Bernard Forrest, President Jerold L. Heisler Cynthia J. Marty Edwin B. Seidman J. Robert York Absent: Norma Gavin Vernon E. Swanson and that a quorum was present and in attendance at the meeting. Also present were Village Attorney James Stucko and Village Manager Robert Franz. Trustee Heisler moved, seconded by Trustee Marty, that the minutes of October 20, 1980 be approved. Motion carried unanimously. PROCLAMATION DEERFIELD /LINCOLNSHIRE ROTARY CLUB ANNIVERSARY adopt the proclamation. PROCLAMATION PIONEER WOMEN MONTH Mayor Forrest read a proclamation extending con- gratulations to the Deerfield /Lincolnshire . Rotary Club on its fiftieth anniversary. Trus- tee Heisler moved, seconded by Trustee Marty, to Motion carried unanimously. Mayor Forrest read a proclamation designating the month of November, 1980, as Pioneer Women Month in Deerfield. Trustee Seidman moved, seconded by Trustee Marty to adopt the proclamation. Motion carried unanimously. PROCLAMATION Mayor Forrest read a proclamation designating NAT'L. BIBLE WEEK November 23 -30 as Bible Week in Deerfield. Trustee York moved, seconded by Trustee Marty, to adopt the proclamation. Motion carried unanimously. PROCLAMATION Mayor Forrest read a proclamation designating OPTIMIST CLUB the week of November 9 as Youth Appreciation YOUTH APPRECIATION WEEK Week. Trustee Marty moved, seconded by Trustee Heisler, that the proclamation be adopted. Motion carried unanimously. STAFF REPORT & RECOMMENDATION Mgr. Robert Franz summarized the Staff report KIPLING /LONGFELLOW TRAFFIC and recommendation submitted to the Board. He stated that a survey had been conducted and that Staff had concluded that, in its opinion, 1) there is definitely a traffic problem at Longfellow and Kipling with traffic using that route as a by -pass of the main-intersection at Deerfield /Waukegan Roads, 2) the majority of that traffic is from outside Deerfield, in some cases 70 %, 3) the major problem is during even- ing hours, 4 -6 p.m., north and eastbound traffic, with twice as many cars as any other times. Therefore, the Staff recommended: 1) the erection of a no -left turn sign prohibiting traffic from turning from Longfellow onto Kipling from 4 -6 p.m. on weekdays. 2) the sign should be considered a temporary solution to the problem inasmuch as there is hope that education of the public and enforcement of the re- striction as well as new signals at Waukegan /Deerfield Roads will result in better traffic flow. Discussion ensued regarding the possibility and effect of turning restrictions posted at Waukegan /Longfellow and Deerfield / Kipling, the degree of improvement that might be expected in traffic flow with the installation of new .traffic signals at.the Waukegan /Deerfield intersection, etc. Village Engineer James Soyka expressed con- fidence that considerable improvement could be expected. Trustee York commended the Staff for-the thoroughness of its survey,accomplished by stopping and questioning motorists. He expressed the opinion that the same procedure of stopping motorists, instructing them of the forthcoming no -turn sign, and enforcement of the restriction will have an immediate and beneficial effect. :.He- stated he felt that the recommenda- tion of the Staff merited a trial. Trustee Marty moved, seconded by Trustee York, to accept the Staff's report and recommendation, and that the village attorney be. directed to prepare an ordinance.' Motion carried unanimously. 1 • STAFF REPORT Mgr.'Robert Franz stated that the Staff had pre - DIAL -A -RIDE pared,in' addition to a written report,a number ,.BUS SERVICE of statistics discussing that first eight months of operation of Dial -a -Bus, attempting to give the Board some idea of what the experience had been and what new costs would have to be considered in extending the service beyond January 1981 when the current agree- ment expires. He stated that the major difference in the second year program is that RTA will change the present funding ratio of.' a 90% as their share with 10% Deerfield's share ($9,000) to a different formula--75% paid by Nortran.,/25% paid by Deerfield, a maximum of $200,000, or $2.50 per 1 -way passenger, whichever is lowest. Mr. Robert Benton, representative to Nortran, and Ass't. Mgr. Tim Doron were present. Mr. Benton stated that a decision as to what Deerfield wishes to do next year must be furnished RTA and Nortran for .their budget considerations. A lengthy discussion was had regarding 1) Monday through Friday rather than Tuesday through Saturday service, 2) poor mechanical performance of the busses, 3) maintenance of busses by Deerfield Public Works Dept., 3) increase in fares, 4) likely cost to Deerfield of $30,000 to $40,000 if present arrangements are maintained, 7) whether taxi -cabs operating in Deerfield could be brought into the program, etc. Mayor Forrest asked Mr. Benton to further investigate possible alternatives for operating the service at the lowest cost to Deerfield. Mr. Benton will submit his report at the December 1 Board meeting. ARCHITECTURAL /ENGINEERING-COMM. Village Engineer James Soyka summarized the REPORT AND RECOMMENDATION report submitted to the Board stating that the RE: CONSULTANT Architectural /Engineering Committee was charged WILMOT ROAD IMPROVEMENT to find an Engineer for the Wilmot Road improve- ments. He stated that the firm selected will consider three major problems: traffic congestion during peak morning and evening hours, a 1 -mile deteriorated physical condition, and provision of a roadway design environmentally compatible and safe for the adjacent residential community (recon- struction of the road to a 3 or 4 -lane width would be only in proximity of the office complex). Mr. Soyka reported that five firms were interviewed and that the committee had selected for recommendation Donahue & Associates of Hoffman Estates, Illinois, t based on their presentation, experience and fee structure, a cost -plus fee basis, not to exceed $124,000. He stated that the proposed improvement will cost an estimated $1,000,000 (construction and engineering together). Deerfield expects to get 70% of the cost through Federal funding. The State of Illinois has indicated some interest in the Wilmot /Deerfield intersection and have suggested willingness to participate in the Village's 30% cost. He reported that by December_.10, Deerfield would know whether or not it would have the Federal funding. Trustee Seidman. moved, seconded by Trustee Heisler, that the report be accepted and that a contract .be.,prepared to be reviewed and signed only if Federal funds are made available to Deerfield. Motion carried unanimously. MAYOR'S REPORT & Mayor Forrest read the attach-,d report and RECOMMENDATION recommendation and made part of the minutes DEERFIELD ENERGY COMMISSION regarding his views on the advisability of establishing a Deerfield Energy Commission. Trustee Seidman stated that Deerfield has a number of citizens who are in environ- mental companies and are experts in the field and well qualified to serve on such a commission. Trustee York moved, seconded by Trustee Seidman, that an ordinance be prepared to establish a Deerfield Energy Commission. Motion carried unanimously. APPROVE FINAL PLAT Trustee Marty moved, seconded by Trustee 1635 & 1650 TALL TREE LANE Seidman, that the final plat of the subdivi- sion for 1635 and 1650 Tall Tree Lane be approved. Motion carried unanimously. BZA REPORT /RECOMMENDATION TEMPORARY USE'AT OKLAHOMA SERVICE STATION 'After a brief discussion of the Trustee Seidman moved, seconded and'.deny -the petition. Motion Mgr. Robert Franz read the Board of Zoning Appeals' report and recommendation on the petition by Citizen's for Reagan use of the Oklahoma Service Station on a temporary basis. BZA recommendation_ that the petition be denied, by Trustee Marty', to accept the recommendation - arried unanimously. RESOLUTION TrusteerSeidman moved, seconded by Trustee MFT FUNDS York, to adopt the resolution appropriating WAUKEGAN /OSTERMAN MFT funds for Waukegan /Osterman widening RESOLUTION NO. 0 -80 -17 improvement. Motion carried by the following vote: AYES: Heisler, Marty, NAYS: None (0) ABSENT: Gavin, Swanson Seidman, York (4) (2) PROPOSED ANNEXATION AGREEMENT VECCHIONE 6.8 ACRES Mayor Forrest pointed out that since a hearing on the petition to annex.had previously been held, the Board's consideration of the proposed annex- ation was simply a continuation and that the Board at its discretion could grant the requested zoning change, could accept or alter the proposed annexation agreement, or deny the petition entirely. The Board recessed at 9:10 P.M. and reconvened at 9:20 P.M., all members being present Mr. Vecchione reported that he had revised his original site plan to enhance the amenities of the area.' He stated that the revised site plan calls for a wooded strip 48 feet wide (east & west) and 730 feet long the entire length of the property (north & south) ,acting as a buffer strip for the seven homes along Meadow Lane. The plan places the rear of the building to within 35 feet of the Toll Road thereby providing a 24 -foot drive, a 24 -foot entrance to the structure and a 40 feet of sunken plaza and landscaping between the west edge of the wooded strip and the face of the build- ing. This plan places the face of the building 156 feet from the fences of the Clavinia subdivision. He stated that he was requesting future use of the front yard for paking in'order to accommodate 350 cars rather than 250 cars originally planned. He proposed increasing the gross footage of the building from 100,000 to 114,000 square feet (100,000 sq. feet rentable space) to provide for an atrium and aesthetically pleasing common. areas in the building. Trustee Seidrdan stated that all traffic statistics submitted in the past had been based on a 100,000 sq. ft. building and that an increase of 14% in the building size naturally altered the traffic data: Residents from Clavinia were again present vcici.ng their concern about traffic. Mr. R. Colter, 1729 Christopher, staked that since the State will not permit a traffic light at Castlewood and Deerfield Road, a traffic signal at the Tollway off -ramp is an absolute must. Mayor Forrest agreed and asked Village Engineer Sovka about the Tollway's original indication that they would be willing to pay for one -third of the cost of such a traffic light. Mr. Soyha reported that he had recently been in contact with..the Tollway and they are now stating they will cooperate if traffic backs up onto the Tollway. The Board was in agreement that annexation must . be contingent on a traffic light at the - Tollway off -ramp. A resident of Clavinia submitted that since the Plan Commission had originally recommended denial of the petition, perhaps a smaller building was in. order. Mayor Forrest stated that there was no question that the property would be developed and that it was most important that it be under Deerfield control. He stated that Deerfield must absolutely require a traffic light and the whole development is con- tingent upon that fact. He said that he shares residents' concern regarding traffic and safety. He said he would urge the Board to vote down the proposed annexation agreement before them and ask Mr. Vecchione to come forth with the smallest possible building he can put on the property and still come up.with the improvements required and put a new proposal up for approval. Mr. Vecchione stated that he would take Mayor Forrest's comments under advisement. AYES: Heisler, Marty, Seidman, .York (4) NAYS: None (0) ABSENT: Gavin, Swanson (2) Trustee York asked the Staff to study the possibility of illumination on Osterman Ave. approximately in the middle of the post office site. Mayor Forrest called for a motion. After discussion of the merits of voting on the petition at this time, Trustee Heisler moved, seconded by Trustee Marty, to table the matter. Motion carried unanimously. AWARD BIDS Trustee Marty moved, seconded by Trustee Seid- TRAFFIC SIGNALS LAKE -COOK PLAZA man, that tric, Inc. the bid be awarded of Libertyville, Illinois, to Aldridge in Elec- the amount of $62,154.99. Motion carried by the following vote: AYES: Heisler, Marty, Seidman, .York (4) NAYS: None (0) ABSENT: Gavin, Swanson (2) Trustee York asked the Staff to study the possibility of illumination on Osterman Ave. approximately in the middle of the post office site. (39 Trustee York moved, seconded by Tr.ustee_Sei.dma,n,• t-hat_an ordinance be prepared pro - hibiting parking on both sides of Osterman Ave. from Waukdgan Rd. to the railroad tracks: Motion carried unanimously. There being no further business to come before the Board, upon motion by Trustee Heisler, •the meeting was adjourned at 10:45 P.M. APPROVED: Village Presi t ATTEST: Village derk o.