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05/01/1995May 1, 1995 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, May 1, 1995, 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 Michael Swartz Absent: Vernon E. Swanson and that a quorum was present and in attendance. Also present were Village Manager Robert Franz and Attorney Sheila Beary. Mr. Franz administered the Oath of Office to newly re- elected Trustee Michael Swartz. Trustee Seidman made a motion, seconded by Trustee Swartz, to approve the minutes of the previous meeting. The motion passed unanimously. REPORT ON DEPARTMENTAL Finance Director George Valentine OBJECTIVES - FINANCE presented highlights from his Report on DEPARTMENT Departmental Objectives. These include: (1) being awarded the G.F.O.A. Certificate of Achievement for Excellence in Financial Reporting for the eleventh consecutive year and the Distinguished Budget Presentation Award for the fourth consecutive year; (2) the completion of the annual budget which was presented at the last Board meeting; (3) investing 97.50 of available funds at a rate equal to the 90 -day Treasury Note; (4) passage of the Tax Levy Ordinance in December; (5) changing the Village's primary depository to Deerfield Federal Savings and Loan; and (6) installation of a new computer system. Upcoming projects include vehicle stickers, the annual audit, and negotiation of a new refuse contract. REPORTS REPORT AND RECOMMENDATION The Village Center Development OF VCDC RE REVISING FIRST Commission believes that the existing FLOOR RETAIL ORDINANCE first floor retail ordinance should be revised. They believe the Village Center should become more of a convenience center for Village residents. Under proposed. changes to the ordinance, both retail and service uses which generate significant customer foot traffic would be permitted uses. The proposed changes would greatly expand the list of permitted uses in the C -1 Village Center District, which the VCDC believes would be beneficial to the Village Center. Mr. Franz read the list of Permitted Uses, Special Uses - Class A, and Special Uses - Class B which the VCDC is recommending for reclassification, expansion and /or modification. Village Planner Jeff Ryckaert and VCDC member John Schneider were in attendance and presented the recommendation to the Board. Mayor Forrest commented that the recommendation being made by the VCDC goes too far and is an overreaction to present vacancies. Trustee Rosenthal agreed, saying that if too many service uses come in, they will take over, and retail will be lost. Currently, certain service providers are permitted to come into the Village Center if they are willing to go through the special use process. 1 1 1 1 1 1 While this.process may be lengthy, it allows the Village to limit the number.of any one type of service in town. Trustee Swartz commented-that viewing the downtown as a convenience center for residents is too narrow a view. He suggested that the VCDC take back the recommendation and hone in on some specific uses which. would bring people into the downtown area. The effect of these uses on parking also needs to be studied. After further discussion, Trustee Swartz made a recommendation to refer the matter back to the VCDC for further study. Trustee Heuberger'seconded the motion. The motion carried, with only Trustee Rosenthal voting against it. REPORT AND. RECOMMENDATION OF PLAN COMMISSION AND REPORT AND RECOMMENDATION OF VCDC RE REQUEST FOR CLASS A SPECIAL USE FOR LILI'S FASHIONS Lili's Fashions has petitioned to open a dressmaker /tailor shop at the Deerfield Commons Shopping Center. This would be a Class A Special Use. Both the Plan Commission and the VCDC voted unanimously to approve the request. Trustee Seidman made a motion to approve the reports and to direct the Village attorney to prepare an ordinance. Trustee Swartz seconded the.motion. The motion, passed.unanimously. REPORT AND RECOMMENDATION The Hyatt Deerfield is requesting an OF PLAN COMMISSION RE amendment to their previously approved REQUEST TO AMEND signage plan to permit one of their PREVIOUSLY APPROVED PUD tenants (Friedman Associates) to place a SIGNAGE PLAN, HYATT corporate logo at the entrance to the building they occupy at 104 Wilmot Road. The Plan Commission believes the request is appropriate because Friedman Associates is the largest tenant in the building and because the sign is attractive, tastefully done, is small in size and is not highly visible. They therefore voted unanimously to approve the request. Trustee Seidman.made a motion to approve the report and to direct the Village attorney to prepare an ordinance. .Trustee Heuberger seconded the motion. The motion passed unanimously. REPORT OF STAFF RE Mr. Franz explained that currently the PROPOSED'CHANGE IN Village's letter of credit is for 1100 of REQUIREMENTS FOR the total cost of improvements. Other LETTERS OF CREDIT municipalities charge up to 1500. Staff is requesting that the Board consider an increase in the amount the Village requires. Mrs. Houpt added that the current system, which has been in effect for at least thirty years,* permits the Village to seek an increase in the guarantee only after-the third, sixth, and ninth years. Board members agreed that an increase is warranted. A discussion followed on how much of an increase would be appropriate and how frequently each letter of credit should be reviewed. Trustee Heuberger recommended that the Village change the required amount of the letter of credit to 1250, with a review every two years. Ms. Beary commented that a public hearing will be.required, since this is an amendment to the Zoning Ordinance. Trustee Seidman made-a motion to change the letter of credit to. 125% with a review every two years, to refer the matter back to the Plan Commission for a public hearing, and to authorize the Village attorney to prepare an ordinance. Trustee Heuberger seconded the motion. The motion passed unanimously. Outstanding letters of credit will be grandfathered. OLD BUSINESS ORDINANCE 0 -95 -17 An ordinance approving a Text Amendment to APPROVING A TEXT the Zoning Ordinance re signage on wall 2 AMENDMENT TO THE ZONING entry features for Optima /Coromandel. ORDINANCE RE WALL ENTRY Second Reading. FEATURES, OPTIMA Trustee Seidman made a motion to adopt the ordinance. Trustee Ehlers seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swartz (5) NAYS: None (0) ORDINANCE 0 -95 -18 An ordinance approving an amendment to APPROVING AN AMENDMENT signage on wall entry features for Optima/ TO SIGNAGE ON WALL Coromandel. Second Reading. ENTRY FEATURES, OPTIMA Trustee - Seidman made a motion to adopt the ordinance. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swartz (5) NAYS: None (0) NEW BUSINESS DISCUSSION RE 16" WATER The Village of Riverwoods is proposing to TRANSMISSION LINE TO connect a 16" water main from Wilmot Road RIVERWOODS west under Montgomery Road, around the north side of Caruso Junior High School, under the tollway, and eventually to a 300,000 gallon reservoir and pumping station on the Lexington property west of Sanders Road. This is to be a dedicated transmission line for Riverwoods' purposes only. Riverwoods President Roy Stanger and engineering consultant Gordon White were in attendance to outline the proposed water main plan. Mr. White explained that the project is needed in order for Riverwoods to be able to supply the additional quantities of water which will be required by residents of the new Thorngate subdivision. He added that since Deerfield has property west of the tollway, the project will benefit Deerfield as well as Riverwoods. He believes the new line will be sufficient to handle water needs well into the 21st century. Mr. White outlined the proposed route for the water transmission line. Mayor Forrest asked Mr. Soyka if the proposed project will negatively impact Village residents. Mr. Soyka replied that providing water to Thorngate should have a minimal impact on our water system, especially now that the Park District will be taking water from their own wells. Mr. Soyka anticipates that Thorngate residents will require about 100,000 gallons of water per day. The Village has been advised not to provide them with more than 300,000 gallons per day. Mr. Gordon commented that Riverwoods will agree to a fill rate and to a sprinkling ban during dry weather to ensure that not too much water is used during peak times. Mr. Soyka referred to a May 1, 1995, report from Deerfield's water consultant, Greeley and Hansen, which states that the Thorngate subdivision, by itself, would not be considered to have significant adverse impact on our water system. This report offered specific comments on the proposed connection. Mr. Soyka commented that within the next five years, reservoirs and improvements near Deerfield High School will be constructed. These improvements are contingent upon decisions made by Highland Park regarding their water system. Mr. Soyka anticipates no decrease in water pressure for Village residents; however, there are provisions for handling the problem, should it occur. Trustee Heuberger inquired how much our improvements will benefit Riverwoods, and whether Riverwoods will participate in the cost of Deerfield improvements to the extent that Riverwoods is benefitted. 3 1 1 Mr. Soyka replied that there have been no conversations on this topic. Mayor Forrest indicated that several conditions would need to be understood before Deerfield would agree to the transmission line. First, the Village would maintain, at Riverwoods' expense, the lines that are in corporate Deerfield. Another is that all of Montgomery Road would be resurfaced when the work there has been completed. Finally, the work to be done in the area of Caruso Junior High School must be completed between the end of the regular school year and the commencement of summer school. Mr. White agreed to all of these conditions. Mr. Franz commented that if the Board approves the concept an amendment to the contract will be worked out and returned to the Board for approval. Resident Bert Johanson, 1135 Wilmot Road, inquired how the 8" water main in Deerfield can be connected to a 16" pipe in Riverwoods without Deerfield losing water pressure. Mr. White explained that the 16" water main will not be used to its full capacity. Mayor Forrest commented that when the water main is turned on, he would like the Village to monitor it to be certain that water pressure does not decrease. Mr. Stanger thanked the Village for taking the time to consider the project. He reiterated that with the addition of a deep well by the Park District and another being planned by Dean Whitter, the amount of water needed west of the tollway during the summer should decrease substantially. PRESENTATION RE PRAIRIE Carol Spielman and David Ramsey were in WOLF SLOUGH WETLANDS attendance to give an overview of the DEMONSTRATION PROJECT Prairie Wolf Slough Wetlands Demonstration Project which is being proposed for a 25- acre site south of Illinois Route 22 in Lake County. Ms. Spielman showed a map of the proposed project and discussed the educational and aesthetic benefits that area residents will derive from it. Mr. Ramsey, of Friends of the Chicago River, explained that this project was selected from among twelve candidates. Since part of the site is near Deerfield High School, science teachers can use it to bring wetlands back into student awareness. The wetlands will be accomplished by taking the natural drainage at Bannockburn Green Shopping Center and redirecting it to an already wet area. A small water control structure will be constructed. Wetland vegetation will follow, which will attract waterfowl and other wildlife species, providing an excellent opportunity for ecological study. In addition, it will be a model of how to clean the river system, purifying the water coming from the shopping mall. There will also be some storm water retention benefit. Construction will occur in July with some planting to begin in the fall. Recreational benefits to the community include construction of a trail from Highland Park, through Deerfield High School property, and on to the wetlands and woodlands via a bridge. Municipalities are being asked to participate through in kind contributions or cash. The wetlands itself is fully paid for, but there is not enough money to complete the trail and the bridge. There was discussion regarding how people will gain access to the trail. Mayor Forrest stated that he would not be in favor of publicizing access through the North Trail subdivision. In response-to questioning from Trustee Seidman regarding monitoring of the site, Mr. Ramsey commented that Chief Anderson has suggested that police officers from all three communities be deputized so they can patrol the area. 4 ANALYSIS AND AWARD OF Mr. Soyka reported that three bids were BID FOR 50/50 PARKWAY received for the 1995 Parkway Tree TREE PROGRAM Program. Arthur Weiler, Inc. of Zion, Illinois, submitted the lowest unit price on eleven of fourteen species of tree. It is Mr. Soyka's recommendation that the bid of Arthur Weiler, Inc. be accepted. After discussion, Trustee Rosenthal made a motion to accept the bid of Arthur Weiler, Inc. for the 50/50 Tree Program at the unit prices bid for each species. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swartz (5) NAYS: None (0) ANALYSIS AND AWARD OF Mr. Soyka reported that on April 25, 1995 BIDS FOR MFT CONTRACTS bids were opened for the 1995 MFT contracts. It is Mr. Soyka's recommendation that the contract for concrete street patching be awarded to the low bidder, Schroeder and Schroeder, at a cost of $26.45 /square yard. The total amount to be spent on concrete patching is $75,000. Trustee Seidman made a motion to accept the bid of Schroeder and Schroeder at a cost not to exceed $26.45 /square yard. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swartz (5) NAYS: None (0) For inlet reconstruction, Mr. Soyka recommended that the low bid of DNB Construction in the amount of $26,499 be accepted. Trustee Swartz made a motion to accept the bid of DNB Construction in an amount not to exceed $26,499. Trustee Ehlers seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swartz (5) NAYS: None (0) For thermoplastic pavement marking, Mr. Soyka recommended that the low bid of Mark -It Corporation be accepted. Since the bid is for only $8,630 and the budget allows $13,000 to be spent, Mr. Soyka intends to increase the amount of work that will be done. Trustee Rosenthal made a motion to award the bid to Mark -It Corporation for a total amount not to exceed $13,000. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swartz (5) NAYS: None (0) For bituminous patching mixture, Mr. Soyka recommended that the low bid of Peter Baker and Son Company in the amount of $19.05 /ton be accepted. Trustee Seidman made a motion to award the bid to Peter Baker and Son Company in an amount not to exceed $19.05 /ton. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swartz (5) NAYS: None (0) DISCUSSION MAYOR'S LETTER RE TOLLWAY Mayor Forrest explained that he and the Board of Trustees have determined that 5 1 1 1 1 1 none of the tollway's plans for expanding the plaza in'Deerfield are in Deerfield's best interest. A strong effort will be made to convince IDOT to return to their original plan to split the plaza. The Mayor has written a letter to Governor Edgar, and he intends to ask for the support of surrounding communities.,in urging the tollway to reconsider its expansion plan. OPTIMA MARKETING SIGN Trustee Seidman inquired about a request from Optima to make changes in their marketing sign. Mr. Franz said that staff will handle the matter administratively. PROMOTED OFFICERS Trustee Seidman extended the Board's congratulations to the Village's newly promoted police officers. LEFT TURNS AT KATES/ Trustee Heuberger suggested that staff WAUKEGAN accelerate its observation of the Kates/ Waukegan intersection. Left -turns have become increasingly difficult. ADJOURNMENT There being no further business to discuss, Trustee Rosenthal made a motion to adjourn the meeting. Trustee Seidman seconded the motion. The meeting was adjourned at 9:35 P.M. ATTEST: Village Clerk APPROVED: Mayor 0