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09/05/19951 1 L September 5, 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 Tuesday, September 5, 1995, at 8:00 P.M. The Clerk called the roll and announced that the following were: Present: Bernard Forrest, Mayor John H. Heuberger Harriet E. Rosenthal Edwin B. Seidman Vernon E. Swanson Michael Swartz Absent: Marvin W. Ehlers and that a quorum was present and in attendance. Also present were Village Manager Robert Franz and Attorney Sheila Beary. Trustee Seidman made a motion, seconded by Trustee Heuberger, to approve the minutes of the previous meeting. The motion passed unanimously. PROCLAMATION - DEERFIELD Mayor Forrest read a proclamation AREA UNITED WAY DAY designating September 16, 1995 as Deerfield Area United Way Day. This year's national theme is "United Way's Celebration of Caring ", and the local theme is. "Shape Up With United Way ". Trustee Rosenthal made a motion to accept the proclamation. Trustee Swartz seconded the motion. The motion passed unanimously. Mrs. Corky Schwartz accepted the proclamation and talked about various kick -off activities which will take place at the Deerfield Plaza on September 16. REPORTS REPORT AND RECOMMENDATION Optima, Inc. is requesting a OF PLAN COMMISSION RE modification to a previously approved REQUEST FOR MODIFICATION landscaping plan for the Coromandel TO PREVIOUSLY APPROVED Development. Some owners with units LANDSCAPING PLAN - OPTIMA that back up to Kates Road have encountered privacy problems. Optima is proposing to add two 4' berms in the area between those units and Kates Road. The berms would be planted with a total of twelve 8' Austrian pine evergreens. In order to make room for the berms, a total of five previously shown trees would have to be removed. The Plan Commission recommends that the petitioner's request be approved. They believe that the request for additional buffering is reasonable and that the changes requested are insubstantial and do not necessitate having a public hearing. In conjunction with the Plan Commission's review of the proposed changes to the approved landscaping plan, questions were raised about the sidewalk in that area which runs from Kates Road to Waukegan Road. A field inspection showed that the sidewalk was not installed as shown on the plans. The sidewalk was constructed to swing southward instead of westward, apparently to route it around a storm water swale. Mrs. Houpt explained that her memo regarding the sidewalk was written to keep the Board informed, but this issue is not part of the request for a modification. Trustee Swanson stated that the address numbering system used on the various plans is confusing and sometimes contradictory. He would like to see better record keeping on Optima's part. Trustee Seidman expressed concern about the Board not voting on the sidewalk, since it is a deviation from the approved plan. Other 1 Board members noted that numerous field changes are made during any construction project. Mr. Franz asked Mrs. Houpt if the Village will receive "as built" drawings. Mrs. Houpt responded that at some point a list will be developed which will itemize what actually has been constructed. Neil Krupp, one of the Coromandel residents who requested the additional screening, stated that Optima was very cooperative in coming up with a plan to provide more privacy. He is satisfied with the recommended solution. Trustee Rosenthal made a motion to approve the Plan Commission recommendation. Trustee Heuberger seconded the motion. The motion passed unanimously. T.J. Lenick, Coromandel Project Manager, reported on the progress made in settling the cornice issue. A resolution is expected soon which incorporates the ideas of the Village hired architect. Optima will return to discuss the final plan with staff. Trustee Heuberger inquired if Optima has been providing the Village with an ongoing list of deviations as instructed to do at a previous meeting. Mrs. Houpt said that she has received no list of deviations. Mr. Lenick agreed to talk with Mrs. Houpt on Wednesday about providing the list. CONSENT AGENDA ORDINANCE 0 -95 -28 RE STOP SIGN ON ESTATE DRIVE AT PFINGSTEN ROAD for Pfingsten Road traffic. An ordinance amending the Municipal Code to include the intersection of Pfingsten Road and Estate Drive for stop signs. Estate Drive would stop Second Reading. ORDINANCE 0 -95 -29 An ordinance approving an amendment to APPROVING AMENDMENT TO a special use to allow expansion of SPECIAL USE TO ALLOW Walden School. The proposed additions EXPANSION OF WALDEN SCHOOL would add approximately 16,000 feet to the area of the school. Second Reading. ORDINANCE APPROVING SIDE An ordinance approv AND REAR YARD VARIATIONS, yard variations for ALLEN, 850 ROSEMARY TERR. Allen, 850 Rosemary variance will allow a detached two car garage to within two feet of property lines. First Reading. ing side and rear Stuart and Maria Terrace. The the construction of the side and rear Trustee Rosenthal moved for adoption of the Consent Agenda and passage of the ordinances. Trustee Seidman seconded the motion. The motion passed by the following vote: AYES: Heuberger, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) OLD BUSINESS DISCUSSION RE VCDC The VCDC is recommending that in light RECOMMENDATION ON REVISING of the Board's reluctance to add FIRST FLOOR RETAIL to the current list of permitted uses, ORDINANCE no public hearing should be held and no further action taken at this time. Mayor Forrest commented that the special use process is too long and onerous and suggested that steps be taken to shorten and simplify it. Mr. Franz responded that the 2 1/2 month time frame cannot be improved upon, given the notification requirements and commissions' meeting dates. Board members and Mrs. Houpt discussed the current special use process and possible ways to improve upon it. Mrs. Houpt commented that one problem is the reluctance of landlords to hold a space while a potential tenant goes through the 2 1 1 1 process. Mrs. Rosenthal commented that the Merchants Committee could be approached and asked to address this problem. At the close of the discussion; Mayor Forrest commented that he would like to see the whole special use process reviewed and the forms redrafted so that they encourage application and streamline the process., RESOLUTION APPROVING RATE Mr. Smith reported on steps taken in ORDER TO OMNICOM the past few weeks to clear up CABLEVISION confusion regarding the Post Newsweek Cable rate increase and the review of FCC form 1210 by Crowe Chisek. Crowe Chisek has now determined that Post Newsweek's requested rate increase to $10.80 is allowable under current FCC requirements and does not exceed the FCC benchmark. The Cable and Telecommunications Commission is recommending that the Board pass a resolution ratifying the increase. Trustee Heuberger recommended that any extra fees billed by Crowe Chisek as a result of the misunderstanding with Post Newsweek Cable should be passed along to the cable company. Mr. Valentine noted that at this point there have been no additional billings. After further discussion, Trustee Heuberger made a motion to adopt the resolution. Trustee Rosenthal seconded the motion. The motion failed by the following vote: AYES: Heuberger, Rosenthal (2) NAYS: Seidman, Swanson, Swartz (3) ORDINANCE 0 -95 -30 RE TEXT An ordinance amending portions of AMENDMENTS REGULATING Article 9 of the Zoning Ordinance which SIGNS AND SEASONAL regulate signs and seasonal DECORATIONS decorations. Second Reading. Since the matter had been tabled Rosenthal made a motion to remove Swartz seconded the motion. The Trustee Seidman made a motion to Swartz seconded the motion. The vote: at the previous meeting, Trustee a it from the table. Trustee motion passed unanimously. adopt the ordinance. Trustee motion passed by the following AYES: Heuberger, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) ORDINANCE RE AMENDMENT TO An ordinance authorizing an amended SPECIAL USE, KIPLING SCHOOL special use for Kipling Elementary School. The amended special use would permit District 109 to add classrooms, an office, a gym with a stage, and a variety of site improvements. First Reading. Mr. Franz commented that a revised site plan has been requested from District 109. Mrs. Little reported that plans are in place for improving the berms at Kipling, but work has not'yet begun. Trustee Swanson commented that no work should be started until preliminary work has been done by the school district's architect /engineer. NEW BUSINESS AUTHORIZATION TO AWARD Police Chief Anderson reported that CONTRACT FOR NINE-1995 Chevrolet has announced it will POLICE VEHICLES discontinue production of the Caprice for 1996. Central Management Services has therefore awarded the contract for police patrol vehicles to the Ford Motor Company. The vehicle will be the Crown Victoria. The transition from Chevrolet Caprice to Ford Crown Victoria would require retrofitting or replacement of existing security seats, mobile data consoles and electrical accessories. As an 3 alternative, Chief Anderson is requesting that the Police Department be authorized to purchase nine new,1995 Caprices that local dealers have in stock. These include six white squads with the larger V8 engine, two white squads with the smaller V8, and one black squad with the larger V8. Arrangements would be made to store the vehicles until spring 1996, and the clock on the warranty would not take effect until approximately January 1, 1996. The total cost of the purchase would be $157,100. After discussion regarding the possibility of purchasing smaller . vehicles, maintenance costs and other concerns, Trustee Swartz made a motion to approve the purchase of nine 1995 Chevrolet Caprices from Cellozi - Ettleson at a total cost not to exceed $157,100. Trustee Seidman seconded the motion. The motion passed by the following vote: AYES: Heuberger, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) AUTHORIZATION TO FUND Mr. Franz explained that in 1990 the AWNING IMPROVEMENT UNDER Board of Trustees established a Facade FACADE REBATE PROGRAM, Rebate Program for properties abutting 730 WAUKEGAN ROAD Deerfield and Waukegan Roads in the Village Center. To date, no one has taken advantage of this incentive program. This summer, the Appearance Review Commission voted to approve a proposed awning /signage plan for the Frost Building, 730 Waukegan Road. Under the Facade Rebate Program, $20,000 in Village funds would be used for the new awning, with owner Jim Healy making $45,000- $50,000 in other improvements to the exterior of the building. The Board is being asked to authorize the $20,000 expenditure, which will come from the Village Center Tax Increment Financing District. Trustee Rosenthal made a motion to award $20,000 from the Facade Rebate Program for an awning for the Frost Building. Trustee Seidman seconded the motion. The motion passed by the following vote: AYES: Heuberger, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) Marty Becker of the Appearance Review Commission expressed his group's satisfaction with the improvements made to the Frost Building. AUTHORIZATION FOR MAYOR TO Authorization is being sought for Mayor SIGN ANIMAL /RABIES CONTROL Forrest to sign an Animal /Rabies SERVICE CONTRACT WITH LAKE Control Service Contract with the Lake COUNTY HEALTH DEPARTMENT County Health Department which includes minor revisions to the existing agreement signed by the Village in 1990. The contract provides for cooperation between the two agencies with respect to pet registrations and bite investigations. Registration fees are to remain the same; however, a new late fee of $5 will be charged for registrations not completed within 30 days after the vaccination date. Trustee Seidman made a motion to authorize the mayor to sign the agreement. Trustee Swartz seconded the motion. The motion passed unanimously. DISCUSSION COMING EVENTS Trustee Rosenthal reminded viewers that this coming Sunday is Mudfest and also the Fall Festival at the Historical Village. ADJOURNMENT There being no further business to discuss, Trustee Swartz made a motion to adjourn the meeting. The meeting was adjourned by Mayor Forrest at 10:05 P.M. 4 1 1 1 ATTEST: 1 1 APPROVED: AN -^-j Village Clerk Mayor