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04/18/1988r- 1 April 18, 1988 The regular meeting of the °Board of Trustees of the'Village of was called to order by the Clerk in the Council Chamber of the Hall on Monday, April 18, 1988 at 8:00 P.M. The Clerk called and announced that the following were Present: Bernard Forrest, Mayor James L. Marovitz Cynthia J. Marty Harriet E. Rosenthal Edwin B. Seidman Vernon E. Swanson J. Robert York Deerf ield Village the roll and.that a quorum was present and in attendance. Also present was Village Manager Robert Franz and Village Attorney James Stucko. Trustee Marovitz noted that the minutes of the previous meeting regarding the Boardwalk Development should be amended by removing the word "no" on line 2, paragraph 3 and substituting the word "with ". Trustee Seidman moved, seconded by Trustee Marty, that the minutes of the previous meeting as amended be approved. Motion carried unanimously. BILLS AND PAYROLL Trustee Rosenthal raised a question on a $3300 amount listed in the Bills and Payroll for a copier maintenance agreement. Finance Director George Valen-a.ne discussed the problems connected with the copier. Performance of the machine has improved since the maintenance provider has been changed. Staff recommended the use of the machine for at least another year. Trustee Seidman moved, seconded by Trustee Marovitz, that the Bills and Payroll be accepted. Motion carried by the following vote: AYES: Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6)• NAYS: None (0) TREASURER'S REPORT George Valentine reported that sales in January were up about 2% from the prior year. There is a 9.7% increase annually. Hotel.taxes continued to increase in March. Expenditures are within budget except those in the Garage and Water Departments. As of March 31, 1988, 101.6% of cash.was invested at an average interest rate of 7.146 %, which compares with the 90 day Treasury Bill rate of 5.9 %. FINANCE DEPARTMENT Mr. Valentine reported that one of the major OBJECTIVES objectives of the Finance Department is investment of Village funds. Since tl-,e last status report,.'-investments have averaged 101% of assets. The final draft of the Annual Budget is scheduled for passage at this Board meeting. Upcoming projects are the annual audit of the fiscal year ending April 30, 1988, mailing of --vehicle sticker applications by May 16,.preparation of the Property Tax Levy for presentation irr September and a $4,500,000 Bond Issue scheduled for the summer. 0 -88 -20 ORDINANCE A Public Hearing on the Annual Budget was 1988 -89 ANNUAL BUDGET opened. Finance Director George Valentine noted that the Annual Budget is reviewed throughout the fiscal year. There is constant monitoring of the needs and desires of the Village. The total annual budget for 1988 -89 is approximately $12 million. Mayor Forrest read the Budget Message which is attached hereto and made a part of the minutes. Trustee Marovitz moved, seconded by Trustee Marty, that the Public Hearing be closed. Motion carried unanimously. Trustee Martv moved, seconded by to permit passge of the Ordinance 1988 -89.on first reading. Motion Trustee Seidman, that rules be waived approving the Annual Budget for carried unanimously. 1�3 Trustee Marovitz moved, seconded by Trustee Seidman, that the.Ordinance approving Annual Budget for 1988 -89 be adopted. Motion carried by the following vote: AYES: Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6) NAYS: None (0) wish to build a WORKS, PARK DISTRICT new Public 0 -88 -21 ORDINANCE Trustee Seidman moved, seconded by Trustee WAGE AND SALARY PLAN Marty, that the rules be waived to permit AMENDMENT passage of the Ordinance amending the wage and salary plan on first reading. Motion carried unanimously. Mayor Forrest requested the Ordinance be amended to increase the salary of Village Manager Robert Franz to $77,500 per year. Motion carried unanimously. Trustee Seidman moved, seconded by Trustee Marty, that the Ordinance amending wage and salary plan of the Village of Deerfield, as further amended, be adopted. Motion carried by the following vote: AYES: Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6) NAYS: None (0) AGREEMENT - DEERFIELD Trustee Marovitz moved, seconded by Trustee PATROLMAN'S ASSOCIATION Seidman, that the Mavor be authorized to sign a two year agreement between the Village of Deerfield and the Deerfield Patrolman's Association. Motion carried by the following vote: AYES: Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6) NAYS: None (0) SPECIAL USE - OUTDOOR Trustee Rosenthal moved, seconded by Trustee GARDEN SALES /DEERFIELD Marovitz, that the recommendation of the Plan TRUE VALUE Commission re request for Special Use, outdoor garden sales, Deerfield True Value be removed from table. Motion carried unanimously. The Village Center Development Commission considered the request of the - --Deerfield Commons True Value Hardware to allow outdoor sales of garden supplies. The VCDC believes the operation needs to be evaluated and suggests a one season.trial period. Discussion centered on the number of parking spaces that would be lost in the Commons. Mr. Ken Kubis, petitioner, responded to questions from the Board. Trustee Rosenthal moved, seconded by Trustee Seidman, that the recom- mendation of the Village Center Development Commission for a one season trial period for outdoor garden sales, Deerfield True Value be accepted and the Attorney directed to prepare the necessary ordinance. Motion failed by the following vote: AYES: Seidman, York (2) NAYS: Marovitz, Marty, Rosenthal, Swanson (4) SPECIAL USE - PUBLIC The Village and Park District wish to build a WORKS, PARK DISTRICT new Public Works /Park District maintenance FACILITY REDEVELOPMENT facility on the site wh_ch is currently jointly A scale model of the architect, reviewed owned by the Park District and the Village. project was exhibited and Werner. Briske, project the proposed building and grounds. Concerns of the Board regarding separation of costs between the Village and Park District were addressed by James Soyka who advised that the contract to be drawn by the Attorney will designate separate and common areas for the two entities and spell out the costs for each. Utilities and fuel will be billed separately as they have been in -the past. Trustee Marty moved, seconded by Trustee Seidman that the recommendation of the Plan Commission regarding amendment to P -1 Special Use - Public Works /Park District maintenance facility be accepted and the Attorney directed to prepare the necessary ordinance. Mot.on carried unanimously. -2- G I I � 2t` t �ryt•� a , FINAL"PLAT - RYAN Petitioner previously requested the Village to RESUBDIVISION vacate the western 12 feet of alley which lies 905 FOREST adjacent to the eastern boundary of their property and to resubdivide the lot to create a new buildable lot. This resubdivision was previously approved. Trustee Marty moved, seconded by Trustee Rosenthal, that the recommenda- tion of the Plan Commission regarding Final Plat of Subdivision, Ryan, 905 Forest, be accepted and the Attorney directed to prepare the necessary ordinance for vacating the adjacent alley. Motion carried unanimously. VILLAGE CENTER Trustee Rosenthal reviewed the formation of the STREETSCAPE MASTER PLAN ad hoc Streetscape Design Task Force and its Associates. Mr. and Duane Kenagy the-Master Plan. work with consultants Harland Bartholomew and Dennis Reynolds, consultant, reviewed the Master Plan presented slides of various streetscape designs from Three objectives were set by the Task Force. The Streetscape Plan should create an image from Deerfield & Waukegan Roads, entries to the Village should be identified and a community focal point should be created. Recommendations by the consultants included 10 foot walkways in the Village Center, decorative pavers in sidewalks, regular planting of street trees, decorative light fixtures and bollards, a shelter for commuters on the railroad overpass, a sunken plaza on the southwest corner of Deerfield and Waukegan Roads, and an English manor image. Trustee Seidman stated he endorsed the concept of the plan but felt there was no documentation to support it and, therefore, it was unacceptable. Trustee Marty found the Streetscape Plan acceptable and complimented Trustee Rosenthal and Jean Spagnoli for a job well done. Mayor Forrest stressed the Master Plan was a goal that could be adopted and implemented over several years. Trustee Rosenthal moved, seconded by Trustee Marty that the Streetscape Plan be accepted, referred to Staff for technical considerationsland reviewed by the VCDC and Architectural Review Commission prior to further action by the Board. Motion carried by the following vote: AYES: Marovitz, Marty, Rosenthal, Swanson, York (5) NAYS: Seidman (1) Meeting recessed at 9:35 P.M. and resumed at 9:45 P.M. SIDEYARD VARIATION Petitioner GERBERDING - to permit 119 BIRCHWOOD home. Trustee Seidman moved, seconded by tion of the Board of Zoning Appeals Birchwood - Mr. Scott Gerberding be to prepare the necessary ordinance. is requesting a.sideyard variation construction of an addition to his Trustee Marty, that the recommenda- re sideyard variation - 119 approved and the Attorney directed Motion carried unanimously. FRONTYARD VARIATION Petitioner is requesting a variation to permit SHAYMAN - the construction of an attached two car garage 840 NORTHWOODS in his frontyard. Trustee Marty moved, seconded by Trustee Rosenthal, that the recommenda- tion-of the Board of .Zoning Appeals re frontyard variation - 840 Northwoods - Mr. Stuart Shayman be approved and the Attorney directed to prepare the necessary ordinance. Motion carried unanimously. FRONTYARD VARIATION Petitioners are requesting a variation to KREITER - 426 CIRCLE permit construction of an attached garage in their frontyard. Trustee Marovitz moved, seconded by tion of the Board of Zoning Appeals Court - Mr. and Mrs. Mark Kreiter by to prepare the necessary ordinance. -3- Trustee Marty, that the recommenda- re frontyard variation - 426 Circle approved and the Attorney directed Motion carried unanimously. CONSENT AGENDA 0 -88 -22 ORDINANCE Trustee Marty moved, seconded by Trustee VanMEIGHEM RESUB- Rosenthal, that the rules be waived to permit DIVISION - 1233 GORDON passage of the Ordinance re VanMeighem Resubdivisior /Special Use PRD on first reading. Motion carried unanimously. Trustee Marty moved, seconded by Trustee Marovitz, that the Ordinance re VanMeighem Resubdivision /Special Use PRD, 1233 Gordon be adopted. Motion carried by the following vote: AYES: Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6) NAYS: None (0) SPECIAL USE - WARWICK Ordinance authorizirg Special Use for Warwick PUMPING STATION Pumping Station. First rea&,ing. 0 -88 -23 ORDINANCE Trustee Marty moved, seconded by Trustee COMMUTER PARKING PLAN Rosenthal, that the rules be waived to permit AND RATE INCREASE passage of the Ordinance re commuter parking plan and rate increase on first reading. Motion carried unanimously. Trustee Rosenthal moved, seccnded by Trustee Marty, that the Ordinance be amended to read 50 spaces instead of 25 spaces in Lot 14 be limited to Deerfield residents only. Motion carried unanimously. Village Manager Franz requested parking lot changes be effective -on "May 2 or any day thereafter" due to uncertainty of construction sbhedules. Discussio; of the towing charges resulted in the followng motion: Trustee Marovitz movr-,d, seconded b „- Trustee Marty, that the Ordinance be amended. to read "not less than $30.00 ncr more thar $60.00 based upon the contract rate for the impounding.” Motion carried unanimously. Susan Taylor and Ira Fierstein, Deerfield residents who use Lots C and D collected 250 signatures on a petition requesting the Village to recon- sider its decision not to provide alternative parking. They protested the closing of the lots which are for Deerfield residents only. Several other commuters expressed their views on this problem. Legal parking on the streets was suggested as a possible solution. They also requested that parkers be notified that the lots will be closed. Trustee Marty suggested that -Staff look into the parking problem more thoroughly and consider whether on street parking can be allowed anc which streets would be logical for this purpose. In an effort to provide closer alternative parking for daily fee Deerfield residents, the following motions were made. Trustee.Marovitz moved, seconded by trustee Seidman, that the Ordinance be amended to read. "in the northerly 50 spaces of Lots 12 and 13 parking shall be $35.00 and Lots 7 and 8 will be daily fee for Deerfield residents only." Motion carried unanimously. Trustee Marovitz moved, seconded by Trustee Rosenthal, that the Ordinance re commuter parking plan and rate increase as amended be adopted. Motion carried by the folowing vote: AYES: Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6) NAYS: None (0) Trustee Marovitz moved, seconded by Trustee Rosenthal, that if increased parking is required, recommended locations be submitted to the Plan Commission for its consideration and recommendation and the Plan Commission be authorized to engage expert advice. Motion carried unanimously. -4- 0 -88 -24 ORDINANCE Trustee Seidman moved, seconded by Trustee FALSE ALARM FEES Marovitz, that rules be waived to permit passage, of `.the. Ordinance on first reading. Motion carried unanimously. Trustee Seidman moved, seconded by Trustee Marty, that the Ordinance amending Municipal Code re false alarm fees be adopted. Motion carried by the following vote: AYES:' Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6) NAYS: None (0) AUDITORS - Trustee Marty moved, seconded by Trustee 198.7 -88 AUDIT Marovitz, that Karrison & Byrne be retained as auditors for the Village of Deerfield 1987 -88 Audit in an amount not to exceed $11,200. Motion carried by the following vote: AYES: Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6) NAYS: None (0) EQUIPMENT REPLACEMENT Trustee Marty moved, seconded by Trustee WASTEWATER TREATMENT Rosenthal, that replacement of excess flow and PLANT /NORTH AVENUE return sludge flow meters at the Wastewater Treatment Plant be purchased from Gassboda & Associates in an amount not to exceed $9,708.00 and a replacement pump for the North Avenue Lift Station be purchased from Gassboda & Associates in an amount not to exceed $10,820.00. Motion carried by the following vote: AYES: Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6) NAYS: None (0) BOARDWALK DEVELOPMENT Trustee York requested the Board to reconsider the Boardwalk Development project. He cautioned the petitioner to present & plan different from the one previously rejected. Trustee York moved, seconded by Trustee Marovitz, that the Boardwalk project be reconsidered. Motion carried unanimously. Trustee Marovitz moved, seconded by Trustee Rosenthal, that the Boardwalk matter be tabled for consideration at the next meeting, May 2. Motion carried unanimously. Mayor Forrest requested that the resident: in that area be notified the Boardwalk matter will be considered at the next meeting. DISCUSSION: that several community will be drawn up for a There being no further seconded by Trustee Se A7EST: Village r Trustee Rosenthal inquired if a decision on Clean Up Day has been made. Mr. Franz advised groups have been contacted and a Proclamation Clean Up Day some time late in May. business, upon motion of Trustee Swanson, idman, the meeting adjourned at 11:05 P.M. ROVED: Mayor -5- AYES: Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6) NAYS: None (0) R -88 -7 RESOLUTION Trustee Seidman moved, seconded by Trustee MAINTENANCE - STREETS Rosenthal, that the Resolution for Maintenance & HIGHWAYS (MFT) of Streets and Highways by Municipality under the Illinois Highway Code ($239,000) be passed. Motion carried by the following vote: AYES:' Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6) NAYS: None (0) AUDITORS - Trustee Marty moved, seconded by Trustee 198.7 -88 AUDIT Marovitz, that Karrison & Byrne be retained as auditors for the Village of Deerfield 1987 -88 Audit in an amount not to exceed $11,200. Motion carried by the following vote: AYES: Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6) NAYS: None (0) EQUIPMENT REPLACEMENT Trustee Marty moved, seconded by Trustee WASTEWATER TREATMENT Rosenthal, that replacement of excess flow and PLANT /NORTH AVENUE return sludge flow meters at the Wastewater Treatment Plant be purchased from Gassboda & Associates in an amount not to exceed $9,708.00 and a replacement pump for the North Avenue Lift Station be purchased from Gassboda & Associates in an amount not to exceed $10,820.00. Motion carried by the following vote: AYES: Marovitz, Marty, Rosenthal, Seidman, Swanson, York (6) NAYS: None (0) BOARDWALK DEVELOPMENT Trustee York requested the Board to reconsider the Boardwalk Development project. He cautioned the petitioner to present & plan different from the one previously rejected. Trustee York moved, seconded by Trustee Marovitz, that the Boardwalk project be reconsidered. Motion carried unanimously. Trustee Marovitz moved, seconded by Trustee Rosenthal, that the Boardwalk matter be tabled for consideration at the next meeting, May 2. Motion carried unanimously. Mayor Forrest requested that the resident: in that area be notified the Boardwalk matter will be considered at the next meeting. DISCUSSION: that several community will be drawn up for a There being no further seconded by Trustee Se A7EST: Village r Trustee Rosenthal inquired if a decision on Clean Up Day has been made. Mr. Franz advised groups have been contacted and a Proclamation Clean Up Day some time late in May. business, upon motion of Trustee Swanson, idman, the meeting adjourned at 11:05 P.M. ROVED: Mayor -5- 10, - BUDGET MESSAGE While the basic purpose of a budget is to give an account of government finances, it also serves as the blueprint for the year's activities. Both short and long range goals are established through discussions of the number and type of services and programs to be provided. Most importa;itly, the budget review process provides the Board with the opportunity to balance the needs of the community against available resources in order to gain the maximum return on each tax dollar. The combined total budget for 1988 -89 is $12,709,993. Again this year, the General Fund Property Tax will be reduced by $100,000 in line with our objective to eventually eliminate that portion of the annual tax levy. This reduction is possible due to an expanded tax base and other funding sources that will generate increased revenues in the future. Deerfield currently receives 11.5% of the total property tax bill. With the exception of the Library tax rate (which, by law, must levy through the Village), all rates of the Village are below the limits established by the State of Illinois even for non -Home Rule communities. In short, we have used our taxing privileges very selectively. Property tax increases have been necessary in recent years only because of the need to fund capital projects that no longer can be deferred. However, we still do not have, nor do we con-iemplate, E tax on utilities. In approving this budget, we will be adding three new patrol officers and an additional employee in the Street Division of the Public Works Department. These increases are necessary to maintain the quality of services our citizens have come to expect ... a three - minute emergency resaonse time and first -rate snow plowing services, among others. To remain competitive within the municipal market, there will be a 5% increase in the employee salary plan. Municipal government is extremely labor intensive. Our greatest asset is the work force that delivers services in a professional manner. In acknowledging their contr4butions, the Board and I wish to demonstrate our satisfaction by providing fair and equitable compensation. We are pleased that again in 1986-89, the Village will continue the Senior Subsidy Housing Program and the joint effort with the Deerfield Park District to provide seniors with basic services essential to their needs. Also continued are the 50/50 sidewalk, curb and tree programs which encourage a shared public - private investment that benefits both the Village and individual property owners. There will be no increase in either water or sewer rates. A decision on future scavenger service and possible recycling alternatives will be made in the next few months. The current contract with Laidlaw Waste Systems is due to expire on September 30th.of this year. I am pleased to report that our Capital Improvements Program is proceeding on schedule. Several projects begun last year will be R completed in fiscal 1988 -89. The Pfingsten Road extension, including bridge work at Lake -Cook Road and at the Milwaukee railroad tracks, will be opened to thru. traffic in the fall. Phase II of the Sanitary Sewer i L� i � ''" , j r • �-� F 2e • i1't�:, t a , , r ' Lt F . t � Rehabilitation Program will involve extensive work in the east part of the community. Phase I of the recently bid Access Avenue project will be completed this summer, and ,ground- breaking will occur for the new Public Works /Park District building at their current site. Another joint venture with the Park District that will begin construction is the Brickyards Park, a 13+ acre parcel designated for recreational use.. Many of these capital projects are possible due to the Village's efforts to leverage local funds with Federal grants, developer contributions and Tax Increment Financing... all of which reduce the burden on our taxpayers. Despite these efforts, it will be necessary in the first quarter of fiscal 1988 -89 to issue General Obligation Bonds in order to continue our Sanitary Sewer and. Street Rehabilitation Programs. This increased debt obligation was anticipated when, four years ago, the Village launched an extensive Capital Improvements Program. Deerfield's total outstanding General Obligation debt of $12,075,000, payable from property taxes, is 4.3% of its total assessed valuation of $279,386,218. When considering that non -Home Rule. communities are allowed a ratio of 8.6 %, the Village, as 'a Home Rule community, can be especially proud of its low debt service obligations. In .presenting this budget, the Board of_Trustees and I re -state our commitment to providing high quality services at reasonable costs. In performing our duties, we are most grateful for the support received from the many volunteers on Boards and Commission,• whose input is extremely valuable to our decision - making. Through this concerted effort, Deerfield will continue to maintain its tradition as a fiscally sound community, both responsible and responsive to its citizenry. /0 BERNARD FORREST Mayor April 18, 1988 �t r