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03/20/1995March 20, 1995 The regular meeting of the Board of Trusteeslof the Village of Deerfield was called to order by Mr. Franz in the Council Chamber of the Village Hall on Monday, March 20, 1995, at 8:00 P.M. The Clerk called the roll and announced that the following were: Present: Marvin W. Ehlers John H. Heuberger Harriet E. Rosenthal Edwin B. Seidman Vernon E. Swanson Michael Swartz Absent: Bernard Forrest, Mayor and that a quorum was present and in attendance. Also present were Village Manager Robert Franz and Attorney James Stucko. Given the absence of Mayor Forrest, Trustee Swartz made a motion, seconded by Trustee Heuberger, that Trustee Rosenthal serve as Mayor pro tem. The motion passed unanimously. Trustee Seidman made a motion, seconded by Trustee Swartz, to approve the minutes of the previous meeting. Trustee Ehlers recommended that in the section regarding engineering services for the Lake Cook Road pedestrian improvement project, the last sentence of the first paragraph should read, ". . . he further suggested that acceptance of the Barton - Aschman proposal be held in abeyance until all formal agreements between IDOT and the Village are signed." The motion to approve the minutes as amended passed unanimously. BILLS AND PAYROLL Trustee Seidman made a motion, seconded by Trustee Swartz, to approve the Bills and Payroll. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) TREASURER'S REPORT Finance Director George Valentine summarized the February Treasurer's Report. Sales tax receipts for February are up 4% for the month and 30 over the previous twelve month period. Most major revenue items are in excess of budget. Water sales are significantly above the budget. Water purchases, however, are down, perhaps due to the smaller than normal number of water main breaks during the winter. As of February 28, 1995, 100.60 of cash was invested at an average interest rate of 5.940. REPORT ON DEPARTMENTAL Barbara Houpt summarized the OBJECTIVES, COMMUNITY Departmental Report of the Community DEVELOPMENT DEPARTMENT Development Department. Highlights included: (1) Review of the three final sections of the Comprehensive Plan by the Plan Commission will begin soon. Mrs. Houpt anticipates having the Plan Commission's complete recommendation to the Mayor and Board by June 1. (2) The Community Rating System application has been turned in. Mrs. Houpt does not expect to know until the end of the year if the Village's flood insurance rating will improve. Hopefully the Village can move from 9 to 8. (3) The Building Division has been quite busy, with 381 building permits issued and 892 inspections performed during the past six months. (4) Seventeen permits have been issued for Coromandel, representing 1.37 dwelling units. Fifteen permits have been issued for Bristol Estates. At the end of Mrs. Houpt.'s presentation, Board members questioned her on a number of topics including putting building plans onto computer disk, progress of the Village Center Merchants' Committee, and zoning violations. REPORTS REPORT AND RECOMMENDATION Optima, Inc. is proposing to construct OF PLAN COMMISSION RE a wall entry feature at both the Kates OPTIMA /COROMANDEL Road and the Central Avenue entrances of Coromandel. The walls would have signage indicating the name of the development. A.text amendment to the Zoning Ordinance is required to include this type of signage for an R -5 Residential PUD. Also, an amendment to their PUD is required to incorporate the entry feature signage into their approved plan and to permit changes they are requesting to the grading and landscaping plan. Due to an error in the original topographic work, Optima has found that the north end of the site is much lower than the properties to the north. A retaining wall.would be constructed along the northern..boundary and, at the suggestion of the Plan Commission, the petitioner has agreed to erect a 4' chain link fence and provide landscaping in the area. At its meeting of February 23, 1995, the Plan Commission recommended.that the petitioner's request for an amendment to a previously approved final development plan to permit the construction of a retaining wall be approved: At the same meeting, the Plan Commission recommended adding a new Article 9.02 -A (R -5 Residential Planned Unit Developments) to the Zoning Ordinance. Thaddeus Lenick, Project. Manager for the Coromandel development, was in attendance to represent Optima, Inc. He passed out photos showing a wall entry feature and a retaining wall at Meadowlake, another Optima development. Regarding the wall entry feature, Board members indicated they do not object to having the development's name on it, but they do not approve of it saying, "by Optima." There was some discussion regarding the length and height of the walls, landscaping, topography, etc., after which Board members indicated they need additional information from Optima before making a decision. Trustee Seidman made a motion to table discussion of the wall entry feature. Trustee Swartz seconded the motion. The motion passed unanimously. The proposed retaining wall along the north property line would be about 230' long and would be made of limestone. As suggested by the Plan Commission, a chain link fence would be added along the property line. The sidewalk has been reconfigured and relocated to accommodate the new grading. Under the revised plan, some sidewalk maintenance would become the responsibility of the fire department. The fire department has not yet been informed of this. After discussion, Trustee Ehlers made a motion to accept the Plan Commission report relative to the change in the site plan on the topographical issue, subject to the Fire Department's approval of the sidewalk reconfiguration and their agreement to accept maintenance responsibilities for the sidewalk crossing their land. There will be no preparation of an ordinance at this time. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) Mr. Lenick was informed that these issues will be before the Board again at its April 3, 1995, meeting. REPORT AND RECOMMENDATION The Tennaqua Club is requesting an OF PLAN COMMISSION RE amendment to a previously approved 0 TENNAOUA CLUB Special Use to permit removal of an existing storage shed, construction of a new storage shed, and addition of a new tennis shop and deck. It is the recommendation of the Plan Commission that the petitioner's plans be approved. Mr. John Schmidt, member and past president of Tennaqua Club, was in attendance to represent Tennaqua Club. Trustee Swanson made a motion to accept the recommendation of the Plan Commission and to direct the Village attorney to prepare an ordinance. Trustee Seidman seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) REPORT AND RECOMMENDATION Deerbrook Mall /Best Buy is requesting OF PLAN COMMISSION RE an amendment to a previously approved DEERBROOK MALL /BEST BUY Planned Unit Development Signage Plan and overall plan in order to permit a major renovation to the facade for the Best Buy store, including a sign at the nearby mall entrance. On the rear wall, the petitioners are proposing to erect an internally illuminated Best Buy sign. At its March 9, 1995, public hearing, the Plan Commission recommended that the petitioner's request for (1) changes to the front facade for the Best Buy store with either of the alternative colors presented to the Plan Commission and (2) the sign modification be approved. The Plan Commission also recommended that the petitioner's request for (3) the proposed expanded mall entrance with the proposed signage and (4) changes to the rear elevation of the building, including the signage, be approved. Michael Lisula, manager of Deerbrook Mall, was in attendance, as was Jeff Brownell, project architect. Deerbrook Mall owner, Joseph Valenti, sent a letter to the Village regarding sign color. Best Buy representatives missed their flight and were not in attendance. Mr. Brownell displayed several artist renderings and gave an overview of the proposed Best Buy store. It is to be a 58,000 square foot flagship store, taking the space currently used by Homemakers, Guido's Restaurant, and Connie Pagano's, as well as a currently vacant store. Store entrances would be located both at the front of the store and inside the mall. Changes would be made at the back of the mall to provide space for recessed truck docks and an automobile stereo installation area. Signage would be added at the rear. The store opening is scheduled for September 1. Board members noted that with no pass through between Best Buy and Sportmart, just as there is now none between Service Merchandise and Sportmart, the south end of Deerbrook would no longer be a true mall but a series of side by side stores sharing a common parking lot. There was discussion regarding the color of the front mall sign. Three shades of blue were suggested by Best Buy. Of these, one was rejected by mall management. Some Board members selected color "B" as the better of the two remaining shades, while others said they would prefer to omit the blue entirely. Regarding the size of the sign, Mrs. Houpt commented that it could arguably be defined as the entire blue area or as just the trademark yellow ticket. Board members indicated that there is to be no loading of merchandise at the store's front entrance, which is a fire lane. Best Buy will need to provide a pick up area in the back of the 3 mall for items which are too large to be carried out by customers. After discussion of these and other issues, Board members indicated to Mr. Brownell that Best Buy will need to provide responses to Village concerns before approval can be granted. They suggested th4t Best Buy representatives be present at the next meeting. Trustee Swanson made a motion to accept the recommendation of the Plan Commission and to direct the Village attorney to prepare an ordinance. Trustee Ehlers seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) REPORT AND RECOMMENDATION Briarwood Country Club is requesting OF PLAN COMMISSION RE to amend a previously granted special BRIARWOOD COUNTRY CLUB use to permit the redevelopment of its outdoor swimming pool area including the construction of an outdoor eating facility, locker room, swimming pool, and other accessory uses. The redeveloped facility will remain within the hedged area. The proposed changes will bring the facility into compliance with State Health Department requirements as well as with Village of Deerfield codes and ordinances, and will be ADA compatible. At a public hearing held on March 9, 1995, the Plan Commission recommended that the petitioner's plans be approved. Trustee Seidman made a motion to accept the recommendation of the Plan Commission and to direct the.Village attorney to prepare the ordinance. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) REPORT AND RECOMMENDATION Nine revisions have been made to the -OF PLAN COMMISSION RE Zoning Map. The Plan Commission 1995 ZONING MAP recommends that the 1995 Zoning Map be published reflecting those changes. Trustee Seidman made a motion to accept the recommendation of the Plan Commission to approve the 1995 Zoning Map. Trustee Heuberger seconded the motion. The motion passed unanimously. CONSENT AGENDA ORDINANCE 0 -95 -9 An ordinance changing the name of the CHANGING THE NAME OF THE Cable Advisory Board to the Cable and CABLE ADVISORY BOARD Telecommunications Commission. Second Reading. Trustee Swanson made a motion to approve the Consent Agenda and adopt the ordinance. Trustee Ehlers seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) OLD BUSINESS SUPPLEMENTAL RESOLUTION A resolution authorizing the use of R -95 -04 AUTHORIZING USE OF $24,000 in additional Motor Fuel Tax ADDITIONAL MOTOR FUEL TAX funds for the Deerfield Road resurfacing project. Mr. Swanson made a motion to remove the issue from the table. Trustee Ehlers seconded the motion. The motion passed unanimously. 4 Mr. Soyka explained that the project'cost is'$538,000. $520,000 has been earmarked, leaving a deficit of $18,000, to which Mr. Soyka has added a contingency of $6,000. Trustee Heuberger made a motion to approve the resolution. Trustee Ehlers seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) NEW BUSINESS REMOVAL OF PARKWAY TREE Mr. William Birmingham, 233 Pine Street, appeared before the Board to request that he be permitted to remove a mature sycamore tree from the parkway area of his yard. The tree is located over a sewer line, which occasionally gets plugged up with roots, leading to raw sewage entering his basement. In addition, the sycamore is a "dirty" tree which drops leaves all summer. Mr. Birmingham is willing to go through the 50/50 tree program and replace the sycamore tree with a less objectionable tree. Mr. Franz explained that staff does not have authority to grant approval of the Birmingham's request. After discussion of the issue, Mr. Ehlers made a motion to grant Mr. Birmingham's request to be permitted to remove the tree at his own expense, with the stipulation that he replace the tree within one year. Mr. Swartz seconded the motion. The motion passed unanimously. ACCESS TO EDENS SPUR Mr. Arnold Sandler, 650 Constance, appeared before the Board to express his concern about Clavinia residents losing their easy access to the Edens Spur via the Deerfield Road entrance to the tollway. Mr. Franz responded that the Board shares Mr. Sandler's concerns, but there are problems with every option and no one solution which will make everyone happy. Mr. Sandler is correct that after the plaza improvements are completed there will be no access to the spur from Deerfield Road, nor will those driving on the spur be able to exit onto Deerfield Road. The tollway has funded a traffic study which identifies three alternatives. Staff will study the report and make a recommendation to the Board. Another meeting will be scheduled by the Lake Cook TMA and the various local agencies to reach a consensus on the matter. ADJOURNMENT There being no further business to discuss, Trustee Seidman made a motion to adjourn the meeting. Trustee Swanson seconded the motion. The motion passed unanimously, and the meeting was adjourned at 10:05 P.M. APPROVED: Mayor (,040 77F/n ATTEST: 5 1 1 1