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12/05/1994December 5, 1994 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by the Mayor in the Council Chamber of the Village Hall on Monday, December 5, 1994, at 8:00 P.M. The Clerk called the roll and announced that the.following were: Present: Bernard Forrest, Mayor Marvin W. Ehlers John H. Heuberger Harriet E. Rosenthal Edwin B. Seidman Vernon E. Swanson Michael Swartz and that a quorum was present.and in attendance. Also present were Village Manager Robert Franz and Attorney James Stucko. Trustee Seidman made a motion, seconded by Trustee Heuberger, to approve the minutes of the previous meeting. Trustee Heuberger commented that the minutes should note that the purpose of Ordinance 0 -94 -41 limiting trucks on the Kates Road bridge is to avoid excessive wear and tear on the bridge. He further commented that the summary of Ordinance 0 -94 -42 should be reworded to say, "The Village Treasurer has requested authorization to use Deerfield Federal Savings & Loan as an additional depositary of Village funds." The motion to approve the minutes as amended passed unanimously. DEPARTMENTAL OBJECTIVES- Finance Director George Valentine FINANCE DEPARTMENT summarized his Report on Departmental Objectives. Investment yields have exceeded the rate of the 90 -day Treasury Bill five of the past six months. The Comprehensive Annual Financial Report has been completed and will be presented at tonight's meeting for acceptance. About 200 more vehicle stickers were sold this year than last year. The Finance Department's computer project is under way. Upcoming projects in the Finance Department include the levy ordinance which, along with the tax levy abatements, will be presented for first reading at tonight's meeting, and the annual budget, on which work will commence next month. COMPREHENSIVE ANNUAL Finance Director George Valentine FINANCIAL REPORT reported that the Comprehensive Annual Financial Report for the year ended April 30, 1994, has been completed and has been reviewed by the Board of Trustees. It shows that the Village continues to be in good financial condition. The CAFR has received the Government Finance Officers' Association Certificate of Achievement for Excellence in Financial Reporting for ten consecutive years, and has been submitted to GFOA to determine its eligibility for another certificate. Mr. Valentine feels that this year's report continues to meet the criteria for the award. An auditor from Crowe Chizek was in attendance to answer questions, but there were none. Trustee Seidman moved for acceptance of the report. Trustee Heuberger seconded the motion. The motion passed unanimously. LEAF PICK UP Mayor Forrest commended the Public Works Department on a successful leaf pick up effort. REPORTS REPORT AND RECOMMENDATION The Plan Commission held a public OF PLAN COMMISSION RE hearing to consider the request of the DEVELOPMENT OF RESIDENTIAL Jewish Federation of Metropolitan ASSISTED FACILITIES FOR Chicago (JFMC) to develop residential THE ELDERLY - JEWISH facilities for the elderly at the Arbor FEDERATION OF METROPOLITAN Lake Centre. The Plan Commission CHICAGO recommends amending the text of the Zoning Ordinance to: (1) add a Residential Assisted Living Facility as a Special Use in the I -1 Office, Research, and Restricted Industrial District, (2) add a parking provision for a Residential Assisted Living Facility, and (3) add bulk and.signage provisions for Residential Assisted Living Facilities. The Plan Commission also recommends that the petitioner's Special Use /Preliminary Development Plan for Residential Assisted Living Facilities be approved, and that the existing Special Use for the Arbor Lake Centre PUD be amended in order to allow the development of the proposed Residential Assisted Living Facilities for the elderly. Trustee Heuberger recused himself from the discussion. David Marks, Chairman of the Plan Commission was in attendance. Also present were Theodore Novak and David Norton, Attorneys for Rudnick & Wolfe, representing the Jewish Federation of Metropolitan Chicago; Mary Ellen Silversteen, Associate Executive Director, Council for Jewish Elderly; Steven Sussholz, Senior Vice President, Shayman, Salk, Arenson, Sussholz & Company; and Nicholas Patera, landscape architect, Teska Associates, Inc. Ms Silversteen presented an overview of Council for Jewish Elderly programs in the area. She described the facilities, programs and services being planned at Arbor Lake, and she presented a profile of a typical resident of Housing +1 and Housing +2. Using artist renderings, Mr. Sussholz described the outside and inside of the proposed buildings and the parking areas. The facility will be located on a ten acre parcel between the Nutra Sweet building and Embassy Suites. There is to be one six -story building containing 125 apartments (Housing +1), and one one -story building (Housing +2). Planned for the future are an additional six -story +1 building and an 8,000 square foot Alzheimers day care unit. The entire project has been moved east-51 feet at the request of Nutra Sweet. Mr. Patera displayed additional artist renderings and gave an overview of the landscaping proposal for the site. The intent is for the new landscaping to fit into the design already in place at Arbor Lakes. The 300 trees will have a minimum trunk caliper of 3 -1/2" and a minimum height of 8' -10'. Board members questioned the petitioners on a variety of topics including density, security, traffic and traffic signalization, bus service, parking, signage, recycling, and impact of the facility on the community. Mr. Novak presented his view that the proposed development will bring a substantial public benefit to the Village while having only a minimal impact on Village schools and other entities. He requested that the Village therefore consider a waiver of impact fees. Board members disagreed with Mr. Novak, citing a number of property tax funded services that would be used by residents of the proposed facility. This matter will require further discussion. Trustee Rosenthal made a motion to accept the Report and Recommendation of the Plan Commission. Trustee Seidman seconded the motion. The motion passed unanimously. The Board took a five minute recess. CONSENT AGENDA REFLECTIVE CLOTHING FOR An ordinance requiring joggers/ JOGGERS /PEDESTRIANS pedestrians to wear reflective clothing between the hours of dawn and dusk. Second Reading. ´┐Ża Mr. Franz read the ordinance which has been reworded to eliminate the need for reflective clothing on people who are merely crossing the street and on those who are forced to walk on the street because there is no sidewalk. Trustee Swanson commented that the ordinance is getting harder to understand and harder to enforce. Mayor Forrest and Trustee Heuberger applauded the intent of the ordinance but expressed concern that it might be used inappropriately, such as to show contributory negligence in the event of an accident or to claim selective enforcement. Derek and Susan Ragona, 568 Whittier, each expressed an opinion that the ordinance should not be passed. Chief Anderson commented that in meetings with school children, Officer Friendly will emphasize the need for using reflective tape and will distribute reflective tape at the schools. Education will also be attempted with adults, especially at the train station during the evening rush hour. After further discussion, Trustee Rosenthal made a motion to pass the ordinance. Trustee Swartz seconded the motion. The motion failed to pass by the following vote: AYES: Rosenthal (1) NAYS: Ehlers, Heuberger, Seidman, Swanson, Swartz (5) In six months Chief Anderson will report back to the Board on progress made in solving this problem. ORDINANCE 0 -94 -43 An ordinance providing for yield signs YIELD SIGNS AT JONQUIL at the intersection of Jonquil Terrace AND BROOKSIDE and Brookside Lane which will require east -west traffic traveling along Brookside to yield to north -south traffic along Jonquil. Second Reading. Trustee Seidman made a motion to approve the ordinance. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) ORDINANCE 0 -94 -44 SPECIAL USE AND REZONING FROM R -5 GENERAL RESIDENCE DISTRICT TO P -1 PUBLIC LANDS TO PERMIT THE ESTABLISHMENT OF A FIRE STATION OLD BUSINESS An ordinance amending the zoning map and approving a special use in P -1 Public Lands to permit the establishment of a district fire station. Second Reading. Trustee Seidman moved to approve the ordinance. Trustee Heuberger seconded the motion. Fire Chief Quinn reported that a meeting with Optima was held last Thursday, and the issues have been resolved. Optima's lighting/ landscaping concerns will be addressed by adding some taller plantings, by using lighting that has no backwash, and by lowering the proposed light poles by about five feet. The proposed wood fence may be replaced by a brick one, with Optima to help in finding an affordable source. The garage doors, which Optima did not want to be white, will probably be brown. The fire department did not agree to use the cedar roofing that Optima requested, but did promise to use high quality materials. The motion to approve the ordinance passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) REQUEST FOR EXTENSION Stevan and Milka Stosic of 2074 Deerfield OF PRELIMINARY PLAT - Road are requesting a six month extension 3 l 2074 DEERFIELD ROAD of their Preliminary Plat of Subdivision. The extension is needed because their property is located on the border to multiple jurisdictions, all of which impose separate and sometimes conflicting requirements. Attorney Allan Nathan was in attendance to represent the Stosics. Trustee Ehlers made a motion to grant the extension. Trustee Swartz seconded the motion. The motion passed unanimously. NEW BUSINESS 1994 REAL ESTATE TAX LEVY An ordinance regarding the 1994 Real AND 1994 DEBT SERVICE LEVY Estate Tax Levy, and three ordinances TAX ABATEMENTS regarding the 1994 Debt Service Levy Tax Abatements. First Reading. Mr. Valentine discussed the gross levy, the planned abatements, and the Village's net levy, which will show a slight decrease from last year. The Village rate is projected to be $.52 for each $100 of assessed valuation, which is approximately 8.1% of the total levy. The library levy is up approximately $100,000. The combined Village and library levy, as abated, will have an increase of 2.38°x. Library representatives will be present at the next Board meeting to answer questions about their levy. ORDINANCE 0 -94 -45 An ordinance authorizing the acquisition AUTHORIZING THE of 750 Waukegan Road through condemnation ACQUISITION OF 750 or otherwise. First Reading. WAUKEGAN ROAD Special Legal Counsel Jack M. Siegel would be authorized to negotiate with the owner or owners of the former Commons Service Station for the purpose of acquiring it by the Village. Trustee Seidman moved for a waiver of the rules so the ordinance could be voted on at first reading. Trustee Swartz seconded the motion. The motion passed unanimously. Trustee Seidman made a motion to pass the ordinance. Trustee Swartz seconded the motion. Trustee Rosenthal expressed concern that a Village purchase of the property would not satisfy the Village criteria of promoting private redevelopment, improving pedestrian access, and improving the appearance of the downtown. Trustee Swartz disagreed, stating that the purchase of this parcel is critical to improvement of the downtown area and the southwest quadrant. After further discussion a vote was taken, and the ordinance was passed. The vote was as follows: AYES: Ehlers, Heuberger, Seidman, Swartz (4) NAYS: Rosenthal, Swanson (2) ANALYSIS AND AWARD OF BID Mr. Soyka reported that six bids were FOR INSTALLATION OF received for the installation of traffic TRAFFIC SIGNALS AT signals on Deerfield Road at Carlisle DEERFIELD /CARLISLE and Heather. The low bid was submitted by Aldridge Electric, Inc. in the amount of $59,475.60. It is Mr. Soyka's recommendation that the contract be awarded to Aldridge Electric, Inc. The bids are lower than anticipated because an interconnect originally planned from Carlisle to Waukegan Road has been temporarily eliminated from the project. Also, the cost of the wiring and the mast arms was lower than anticipated. After discussion, Trustee Seidman made a motion to accept the bid of Aldridge Electric, Inc. in an amount not to exceed $59,475.60. 4 Trustee Swartz second the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) AUTHORIZATION TO RETAIN Mr. Soyka reported that a review of ENGINEERING CONSULTANT Village streets has revealed five streets FOR 1995 STREET which are in need of rehabilitation. REHABILITATION PROGRAM These are: Crabtree Lane north of Greenwood, Jonquil Terrace from Central to Osterman, Linden west of Stratford, Elmwood from Stratford to Chestnut, and Oxford Road from Deerfield to Warwick. The anticipated cost of construction is approximately $500,000. Ciorba Group was asked to submit a cost estimate to complete the design and construction engineering for the project. Their proposal is $69,900 plus the cost of material testing (approximately $3,400). It is the recommendation of Ms. Little and Mr. Soyka that Ciorba Group be retained for an amount not to exceed $69,900 plus the cost of material testing. After discussion of the scope of the work on the various streets, Trustee Swartz made a motion to award the contract for professional engineering services for the 1995 Street Rehabilitation Program to Ciorba Group in an amount not to exceed $69,900 plus the cost of material testing, approximately $3,400. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) ORDINANCE 0 -94 -46 AUTHORIZING ADMINISTRATIVE FEES FOR REVIEW OF TELE- COMMUNICATION PROPOSALS UTILIZING PUBLIC WAYS WITHIN THE VILLAGE An ordinance establishing administrative fees for the review of telecommunication proposals utilizing public property within the Village. The fee of $5,000 will go toward the cost of administrative fees. First Reading. Trustee Seidman moved for a waiver of the rules so the ordinance could be voted on at first reading. Trustee Swartz seconded the motion. The motion passed unanimously. Trustee Heuberger commented that the first sentence in Section Two should be modified to say, . . any person or entity that desires to construct, commence operation of, route through, or modify a Telecommunication System. . ." Trustee Rosenthal made a motion to pass the ordinance. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) ORDINANCE 0 -94 -47 An ordinance clarifying an amendment and CLARIFYING AN AMENDMENT restatement of the Village of Deerfield AND RESTATEMENT OF THE Stormwater Management Code. First VILLAGE OF DEERFIELD Reading. STORMWATER MANAGEMENT CODE Mayor Forrest explained that all communities participating in the Lake County Comprehensive Stormwater Management Plan are being asked to change their ordinance. Mrs. Houpt added that the only change being made is that the Lake County Stormwater Detention ordinance is now referenced in the body of the ordinance. Trustee Seidman moved for a waiver of the rules so the ordinance could be voted on at first reading. Trustee Heuberger seconded the motion. The motion passed unanimously. 5 Trustee Seidman moved for adoption of the ordinance. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) DISCUSSION SIGNAGE SEMINAR Trustee Seidman commented that he was disappointed by the low turnout for the signage seminar. Mr. Franz replied that those who most needed help were there and that the session went well. CABLE SURVEY Trustee Ehlers commented on the outstanding response to the Cable TV survey. There have been more than 2000 responses. PENNANTS AT FIRESTONE Trustee Swartz commented that Firestone is using pennants again. Mrs. Houpt replied that using pennants is permitted. Mayor Forrest requested that the Plan Commission look into the use of pennants. HOLIDAY PLANS AT PLAZA Mr. Franz reminded everyone of the holiday festivities being planned at the Plaza, and requested that the Deerfield Review provide coverage. EXECUTIVE SESSION Trustee Seidman made a motion to go into Executive Session to discuss land acquisition and personnel matters. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) BIRTHDAY CAKE ADJOURNMENT 10:10 P.M. ATTEST: Trustee Swanson was presented with a surprise birthday cake. There being no further business to discuss, the meeting was adjourned at APPROVED: Village Cler T Mayor