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01/21/1997f: January 21, 1997 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 Tuesday, January 21, 1997, 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 and that a quorum was present and in attendance. Also present were Village Manager Robert Franz and Attorney James Stucko. 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 Seidman made a motion, seconded by Trustee Swartz, to approve the minutes of the previous meeting. The motion 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 presented highlights from the December Treasurer's Report. Sales Tax receipts are down by 11 %, mostly due to the closing of several businesses, especially Marshalls and Mikasa. The average sales tax receipts for the twelve month period are up 3.85 %. Departments are operating within budget except for Vehicle and Equipment Replacement. As of December 31, 1996, 100.6% of cash was invested at an average interest rate of 5.64% which compares with an average rate of 5.11% for the 90 -day Treasury Bill. REPORT ON DEPARTMENTAL OBJECTIVES, James Soyka presented the Report on PUBLIC WORKS AND ENGINEERING Department Objectives for Public Works and Engineering. The Public Works Department consists of 32 full time employees and 1 permanent part time employee, and has a budget of approximately $5,400,000. Mr. Soyka reported that half of the public, works employees were tested for drugs and alcohol this year as part of the government mandated drug and alcohol policy, and all of those tested were shown to be drug and alcohol free. 1 The Village has successfully completed round three of the testing of water samples for lead and copper. If round four is also successful, the testing schedule can be reduced. Mr. Soyka showed samples of deteriorated water pipe and spent some time talking about the Village's water main break history. Mr. Soyka noted that the Village has about 70 miles of pipe. One break per three miles per year is about the national average, but Deerfield is way above average with about 80 breaks per year. It is time to consider water main replacement in certain parts of the Village. Within the next two years, the Village will be embarking on an extensive water main and reservoir improvement program. Mr. Soyka is now preparing an RFP for the engineers, and he wants to include a plan for replacing the water mains over the next ten to fifteen years. Mr. Soyka responded to, several questions from Board members on water main breaks, the upcoming reservoir project, the leaf pick -up program, drainage problems on We -Go Trail and possible solutions to them, and reasons for the increase in the number of sewer calls. REPORTS REPORT AND RECOMMENDATION OF PLAN Trustee Swartz made a motion to remove the COMMISSION RE REQUEST FOR AMENDMENT matter from the table. Trustee Heuberger TO SPECIAL USE AND APPROVAL OF seconded the motion. The motion passed COMMERCIAL PUD, 190 WAUKEGAN ROAD, unanimously. HERITAGE PROPERTY GROUP (TABLED 1/8/97) Wendall Hollan and Tony Stevens, principals in Heritage Property Group, David Miller of Metro Transportation Group, and attorney Ed Josephson were in attendance to discuss proposed plans for 190 Waukegan Road. Mr. Josephson reviewed the history of the proposal to date. He stated that the developers have modified their plans to reduce the size and footprint of the building in an attempt to solve the perceived ingress and egress problems, and they have gotten a 30 day extension on the contract for the purchase of the property. Mr. Hollan summarized alternatives that have been reviewed thus far to provide appropriate ingress and egress for the site, which has been named The Shoppes of Deerfield. The newest proposal decreases the size of the building from two stories with 20,300 square feet of gross leasable space to one story with 13,140 square feet of gross leasable space. Of this, 9,620 square feet would be for permitted retail, with the balance being office uses. Both wall and monument signage would be undersized. Delivery doors and employee parking are to be in the rear of the building. 87 parking stalls (31% more than is required by Code) will be provided. Four new landscaped islands and an additional dumpster site have been added to the plan. Provision is made for an outbound lane for traffic leaving the site and heading northbound. This lane would be modified to prohibit left hand turns out of the property if the Village is successful in obtaining a connection with the Carson's Ribs property. 2 Mr. Miller reported that he has calculated the reduction in trip generations under the revised plan. On Saturdays the reduction would be 5 %, in the evening peak hour it would be an 11% reduction, and in the morning it would be at least a 33% reduction. He added that though this is not an ideal solution, it is a reasonable one. Mayor pro tem Rosenthal reminded the petitioners that approval tonight would be for the preliminary plan only. Signage, landscaping, and other submittals would need approval also. After extensive discussion, Trustee Seidman made a motion to approve the Plan Commission recommendation with the modifications to the preliminary plan presented in tonight's meeting. Trustee Heuberger seconded the motion.. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) REPORT AND RECOMMENDATION OF PLAN At a workshop meeting held on January 9, the COMMISSION RE REQUEST FOR Plan Commission voted unanimously to approve MODIFICATION OF PUD, DEERBROOK a request by T.J. Maxx at Deerbrook Mall for SHOPPING CENTER, T.J. MAXX modification to the PUD to allow changes to the loading area. Mike Lisula, Property Manager of Deerbrook Mall, was in attendance to respond to questions from the Board. He stated that the modification (extension) to the loading dock of the former Marshalls store would force trucks to park somewhat parallel to the building rather than perpendicular as they are now, which would provide improved traffic movement and safety. Trustee Seidman made a motion, seconded by Trustee Swartz, to approve the Plan Commission report. The motion passed unanimously. REPORT AND RECOMMENDATION OF Mr. Valentine reported that for the past two FINANCE DEPARTMENT RE ANIMAL years, the Village has been selling its dog LICENSES licenses in conjunction with Lake County. Under this arrangement, the animal has two tags - -one issued by the veterinarian and one by Deerfield /Lake County. As of January 1, 1997, the county has changed the procedure so that the county tag is to be issued by the veterinarian. By ordinance, the Village must issue dog tags, but there does not seem to be any advantage to requiring a third tag, as county information will be available to the Village and since revenue from registration is small. Mr. Valentine is therefore recommending that the Village discontinue registration and licensing of dogs. Trustee Seidman made a motion to repeal the Ordinance requiring that the Village register and license dogs. Trustee Swanson seconded the motion. The motion passed unanimously. 3 1 1 1 1 ORDINANCE 0 -97 -02 APPROVING REAR YARD VARIATION FOR AN ADDITION TO A PRINCIPAL STRUCTURE, SALTZMAN, 1260 CAROL LANE Reading. CONSENT AGENDA An ordinance approving a rear yard variation for an addition to a principal structure located at 1260 Carol Lane, resulting in a rear yard of 40' in lieu of the required minimum 501, Steven Saltzman. Second ORDINANCE 0 -97 -03 RE TOBACCO An ordinance prohibiting possession of REGULATIONS FOR MINORS tobacco or smokeless tobacco by minors. Second Reading. AN ORDINANCE AMENDING MUNICIPAL An ordinance approving an increase in the CODE BY INCREASING VARIOUS FINES administrative fee for a compliance ticket from $25 to $50, with the late fee increasing from $50 to $100, and increasing the minimum parking ticket fine to $10, with various exceptions. First Reading. Trustee Seidman made a motion for passage of the Consent Agenda and adoption of the ordinances. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) AUTHORIZATION TO RETAIN MESIROW STEIN REAL ESTATE, INC. FOR DEVELOPMENT ADVISOR SERVICES IN THE SOUTHWEST QUADRANT OF THE VILLAGE CENTER Center. Over a ten week period, development feasibility analysis recommends that the proposal be to sign the agreement. NEW BUSINESS Mesirow Stein Real Estate, Inc. is proposing to provide development advisor services in the southwest quadrant of the Village Center. Before merging with Mesirow, Stein and Company provided development advisor services in the southeast quadrant of the Village Mesirow Stein proposes to provide a market and The cost of their services is $44,000. Staff accepted and that the Mayor pro tem be authorized Trustee Swartz so moved. Trustee Seidman seconded the motion. Trustee Heuberger recused himself from the matter. The motion passed by the following vote: AYES: Ehlers, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) RESOLUTION R -97 -01 AUTHORIZING Authorization is sought for the Mayor to THE MAYOR TO SIGN A LAND PURCHASE a land purchase contract for the property CONTRACT FOR THE PROPERTY AT 625 Deerfield Road. Authorization for 625 DEERFIELD ROAD special counsel to negotiate the purchase 4 sign at of the property (North Shore Realty building at the far east end of the southeast quadrant) was granted by ordinance on November 4, 1997. The cost of the property is $338,000. Trustee Seidman made a motion to pass a resolution authorizing the Mayor to sign the contract. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) AUTHORIZATION TO PURCHASE Authorization is sought to purchase a new REPLACEMENT VEHICLE FOR THE VILLAGE vehicle under the State Purchasing Contract. MANAGER UNDER STATE PURCHASING The vehicle is a..1997 Ford'Taurus 4 -door CONTRACT sedan and costs $14,082. The 1996 -97 budget authorized $15,000 for the purchase. The State Contract is with Lyons -Ryan Ford in Antioch. Mr. Franz noted that although the car was intended for him, due to the small size of the car, it will be used by the Director of Public Works, and Mr. Franz will use Mr. Soyka's two year old car. Mr. Franz' current vehicle, a 1991 Chevrolet Caprice, will replace a 1988 Chevrolet Celebrity assigned to the Building and Code Enforcement Supervisor. Trustee Swanson made a motion to authorize the purchase of a 1997 Ford Taurus under the State Purchasing Contract for an amount not to exceed $14,082. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) DISCUSSION RELEASE OF EXECUTIVE SESSION Under the Illinois Open Meetings Act, the MINUTES Village is required to review Executive Session minutes for the preceding year and, if the need to keep them confidential no longer exists, they must be released for public review. Mr. Franz reported that in 1996 the Board met in Executive Session 15 times. He recommended that the minutes of the meetings of January 2, April 1, May 6, and June 3 be released. All other meetings concerned matters which are still pending. Trustee Seidman made a motion to release the minutes of the four 1996 Executive Session meetings. Trustee Ehlers seconded the motion. The motion passed unanimously. ADJOURNMENT There being no further business to discuss, Trustee Seidman made a motion to adjourn the meeting. Trustee Heuberger seconded the motion. The motion passed unanimously. The meeting was adjourned at 9:30 P.M. 5 1, ATTEST: " ; 7-i7pm., wz'", NN'T'' E�-W,71! TWA Lo Village Clerk 1 1 APPROVED: May 6r 146. -I-EM LP_ ' •f