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09/16/1996September 16, 1996 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mr. Franz in the Council Chamber of the Village Hall on Monday, September 16, 1996, 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 Vernon E. Swanson Michael Swartz Absent: Bernard Forrest, Mayor Edwin B. Seidman and that a quorum was present and in attendance. Also present were Village Manager Robert Franz and Attorney Sheila Beary. Given the absence of the Mayor, Trustee Swartz made a motion that Trustee Rosenthal serve as Mayor pro tem. Trustee Heuberger seconded the motion. The motion passed unanimously. Trustee Swartz made a motion, seconded by Trustee Heuberger, to approve the minutes of the previous meeting. The motion passed unanimously. Youth Director Tom Creighton and Social Worker Gerald Zachar were in attendance to thank Board members, Village employees and sponsors for their participation in the eighth annual Mudfest, and they presented participating Board members with Mudfest t- shirts and - towels. BILLS AND PAYROLL Noting a payment to King's Kennels, Trustee Swanson asked Mr. Valentine to explain the procedure the Village uses when picking up stray and /or wild animals. Trustee Swartz made a motion, seconded by Trustee Swanson to approve the Bills and Payroll. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Swanson, Swartz (5) NAYS: None (0) TREASURER'S REPORT Finance Director George Valentine presented highlights from the August Treasurer's Report. This month's report has a new format showing thirteen months of sales tax receipts instead of twelve, as well as other information not previously given. Sales tax receipts are down by 10% for the month but are 6.24% over the previous twelve month period. This decrease is due 1 in part to the closing of the Marshalls and Mikasa stores. With the exception of the Street Department, operating departments are within projection. The discrepancy with the Street Department appears to be simply one of timing. As of August 31, 1996, 100.8% of cash was invested at an average interest rate of 5.56% which compares with an average rate of 5.19% for the 90 -day Treasury Bill. PROCLAMATION - KIWANIS PEANUT DAYS Mayor pro tem Rosenthal read a proclamation designating September 27 and 28 as Kiwanis Peanut Days in Deerfield, and urging all citizens to support the effort. Trustee Swanson made a motion to accept the proclamation. Trustee Heuberger seconded the motion. The motion passed unanimously. Robert Speckmann was in attendance to accept the proclamation on behalf of the Kiwanis Club. REPORT ON DEPARTMENTAL OBJECTIVES, Barbara Houpt presented highlights of the COMMUNITY DEVELOPMENT Report on Departmental Objectives for the Community Development Department. Mrs. Houpt reported that: 1) The Comprehensive Plan has been completed. It is available at the library and is also for sale. 2) The Farmer's Market and Plaza Pleasures have been successful this year. 3) The number of building permits is up, as are fees and construction values. Although the number of inspections was about the same as the same six month period last year, this year no outside inspector was needed. 4) Permits have been issued for about 2/3 of the Optima project. The department recently received from Optima a packet of variations from the Coromandel PUD, and these have to be reviewed. The berm seems to be in compliance, but this will be checked as well. 5) The Community Rating System reapplication may Deerfield earlier this year, which may cause an repetitive loss properties. REPORTS be complicated by the flooding in increase in the number of REPORT AND RECOMMENDATION OF BZA A public hearing was held on August 20, 1996, RE REQUEST FOR SIDEYARD VARIATION to consider the request of Howard and Nettie AND PRINCIPAL /ACCESSORY STRUCTURE Parks, 625 Byron Court, for a variation to SEPARATION. PARKS, 625 BYRON COURT allow a minimum sideyard of 5.50' in lieu of the required 8' and an 8' setback of a detached garage from the home in lieu of the minimum 10' required by ordinance. Approval of the request would allow construction of the addition of a family room to the home. The Board of Zoning Appeals unanimously recommended that the variations be granted as requested, with the understanding that the interior of the south wall of the existing garage be covered with at least 1/2" of drywall, taped and sealed, and that the 2' chimney encroachment on the south side of the proposed addition be reduced to not more than 18 ". 2 1 1 1 1 1 After discussion, Trustee Swartz made a motion to accept the report of the BZA and to direct the Village attorney to prepare an ordinance. Trustee Heuberger seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing COMMISSION RE REQUEST FOR AMENDMENT on August 22 to consider the request of School TO SPECIAL USE TO PERMIT District 109 for an amendment to the Special CONSTRUCTION OF ADDITIONS TO Use to permit construction of additions to the EXISTING BUILDING AND OTHER SITE. existing Caruso Junior High School building IMPROVEMENTS. SCHOOL DISTRICT 109 and other site improvements. The Plan Commission voted unanimously to approve the petitioner's request, subject to submission of a parking lot plan which meets Zoning Ordinance requirements. Mrs. Mary Oppenheim, representing School District 109, reported that Caruso Junior High School is the sixth and final school that District 109 plans to enlarge. This is being done to accommodate an increase in the number of students from the present enrollment of 380 to about 520 in the next five to six years. Using an architect's drawing of the proposal, Mrs. Oppenheim explained-that the addition will consist of new classrooms, a lunch room /gym space, and reworked offices. The parking lot, which is part school district property and part park district property, is to be enlarged and traffic patterns reworked, with bus traffic being separated from car traffic. Plans for additional required storm water detention will be submitted to Mr. Soyka and to the park district for approval. The school district plans to begin construction in March, complete the majority of work in the summer, and hopefully finish the project by the end of October. Trustee Heuberger asked that consideration be given to Deerfield Youth Baseball since they make heavy use of the lighted Caruso field. Mrs. Oppenheim agreed. Most of the discussion involved bus and automobile traffic flow, fire lanes, and parking spaces. Trustee Swartz expressed strong concern about the workability of the proposed new traffic patterns in the south lot. Mrs. Oppenheim' responded that too much parking would be lost if traffic was made one -way. Trustee Heuberger made a motion to accept the Plan Commission report and to direct the Village attorney to. prepare an ordinance. Trustee Ehlers seconded the motion. Trustee Swartz suggested giving additional consideration to the traffic flow in the south lot, even if improving the plan necessitates the loss of a few parking spaces. After discussion, Trustee Heuberger modified his motion to accept the report, reserving out the traffic flow issue. The motion passed unanimously. CONSENT AGENDA ORDINANCE 0 -96 -33 APPROVING An ordinance approving an amendment to a AMENDMENT TO SPECIAL USE TO Special Use to permit construction of an 3 PERMIT CONSTRUCTION OF AN addition and site improvements at Shepard ADDITION AND SITE IMPROVEMENTS, Junior High School. Second Reading. SHEPARD JUNIOR HIGH SCHOOL Trustee Swanson made a motion for adoption of the Consent Agenda and passage of the Ordinance. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Swanson, Swartz (5) NAYS: None (0) DISCUSSION TOBACCO SHOPS Trustee Swartz made a motion that, in light of the disapproval of many Village residents at having a tobacco shop at the Deerfield Commons, the Plan Commission look into where these establishments should and should not be permitted uses. Trustee Heuberger seconded the motion. The motion passed unanimously. STOP SIGNS AT COROMANDEL Optima and some residents of Coromandel have raised the issue of traffic signage. The signage was approved as part of the overall plan for Coromandel, but there is no ordinance allowing police officers to enforce it. Trustee Ehlers made a motion to direct the Village attorney to prepare the required ordinance. Trustee Heuberger seconded the motion. The motion passed unanimously. TRAFFIC CONCERNS, MATAS CORP. Representatives of Matas have complained that Coromandel residents are using the street through their property as a short cut to Lake Cook Road. They would like to see changes in traffic signalization to alleviate the problem. Staff has been monitoring the situation but prefers to take a wait - and -see stance until Coromandel is completed, road construction is finished, and normal traffic patterns are established. CONDEMNATION LAWSUIT Mr. Franz reported that last year the Village filed a condemnation suit for the property at 750 Waukegan Road. In Executive Session, the Board has decided to abandon the suit. In doing so, the Village must pay fees incurred by the property owner, Mr. Healy. That amount has been settled at $34,501.84. In order for the attorney to proceed in court, authorization for the expenditure is needed from the Board. Trustee Swartz so moved. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Swanson, Swartz (5) NAYS: None (0) EXECUTIVE SESSION Trustee Swartz made a motion, seconded by Trustee Ehlers, to go into Executive Session to discuss land acquisition. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Swanson, Swartz (5) NAYS: None (0) 4 ADJOURNMENT There being no further business to discuss, Trustee Heuberger made a motion to adjourn the meeting. Trustee Ehlers seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:55 P.M. ATTEST: A' &. (00, Village Cler" 1 1 APPROVED: Mayor 494o 5