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11/17/1997November 17, 1997 Prior to the Board meeting, a mock Board meeting was conducted by Student Government Day officials. At the end of that meeting, participating students were introduced and presented with a "Home of the Bulls Training Facility" tile. The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Forrest in the Council Chamber of the Village Hall on Monday, November 17, 1997, at 8:10 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 Vernon E. Swanson Absent: Michael Swartz and 'that a quorum was present and in attendance. Also present were Attorney Sheila Quinn and Administrative Assistant to the Village Manager Diane Mikula. Mayor Forrest introduced Administrative Assistant Diane Mikula to the audience. APPROVAL OF MINUTES Trustee Seidman made a motion, seconded by Trustee Heuberger, to approve the minutes of the previous meeting. Trustee Rosenthal commented that in the section concerning the Deer Park Business Center, Trustee Swartz had voted "Nay" and the vote count should have been 5 -1. A motion to approve the minutes as amended passed unanimously. BILLS AND PAYROLL Trustee Seidman made a motion, seconded by Trustee Heuberger, to approve the Bills and Payroll. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson (5) NAYS: None (0) REPORT-ON DEPARTMENTAL OBJECTIVES, George Valentine presented the Report on FINANCE DEPARTMENT Departmental Objectives for the Finance Department. Highlights from the report included: (1) 97 +% of Village funds were invested at a rate exceeding the 90 -day Treasury Bill. (2) The Village has issued its Comprehensive Annual Financial Report for the year ending April 30, 1997 and has submitted it to the GFOA to determine its eligibility for a 14th consecutive Certificate of Achievement. (3) 12,081 Vehicle Stickers have been sold for 1997 -98. (4) Continuing projects include financial planning for the redevelopment of the central business district, for water department improvements and for infrastructure improvements. (5) The property tax levy and abatements will be presented next month, and work on the annual budget will begin in January. TREASURER'S REPORT George Valentine presented highlights from the October Treasurer's Report. October sales tax receipts are up by 5% from October of 1996. For the year, sales tax receipts are down by 6 %. Other revenues are as projected. As of October 31, 1997, 101% of cash was invested at an average interest rate of 5.77% which compares with an average rate of 5.02% for the 90 -day Treasury Bill. PROCLAMATION- ILLINOIS TEACHER OF Mayor Forrest read a proclamation declaring THE YEAR, STEVE ISOYE November 18, 1997 to be Steven Isoye Day in Deerfield. Mr. Isoye, a physical science and chemistry teacher at Deerfield High School for twelve years, and recently named head of the Science Department at Highland Park High School, has been named 1998 Illinois Teacher of the Year. Trustee Swanson made a motion to accept the proclamation. Trustee Rosenthal seconded the motion. The motion passed unanimously. Mr. Isoye was in attendance to accept the proclamation, and he talked about his upcoming activities in connection with being named Illinois Teacher of the Year. Mayor Forrest then read a congratulatory letter from Trustee Swartz, whose daughter was a chemistry student of,Mr. Isoye. REPORTS REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION RE REQUEST FOR AMENDMENT October 23 to consider the request of Holy TO PREVIOUSLY APPROVED SPECIAL USE Cross Church for an amendment to a special TO PERMIT REDESIGN /RECONSTRUCTION use to permit the redesign /reconstruction of OF A PORTION OF THE PARKING LOT, a portion of their parking lot. There HOLY CROSS CHURCH would be an increase of 6,496 square feet of paved area as a result of the reconstruction. By a vote of 4 ayes and 0 nays (1 recuse) the Plan Commission voted to approve the petitioner's request. Trustee Rosenthal made a motion to accept the report and recommendation of the Plan Commission and to direct the Village Attorney to prepare an ordinance. Trustee Swanson seconded the motion. Upon questioning from Trustee Heuberger, Mr. Soyka reported that the project engineers have submitted a storm water management plan, but it will require some refinements, and it has therefore not been finalized. Approval by the Board will be subject to final approval of the storm water retention plan. After discussion, the motion passed unanimously. CONSENT AGENDA ORDINANCE 0 -97 -49 APPROVING An ordinance approving an amendment to a SPECIAL USE IN P -1 PUBLIC LANDS special use in a P -1 Public Lands District DISTRICT, SKATE PLAZA IN JEWETT to permit construction of a skateboard/ PARK rollerblade plaza in Jewett Park by the Deerfield Park District. Second Reading. Trustee Seidman made a motion to pass the Consent Agenda and adopt the ordinance. Trustee Heuberger seconded the motion. Trustee Rosenthal commented that while she is in favor of the project, she will be voting against it because she has concerns regarding lack of supervision at the skate plaza. The motion passed by the following vote: AYES: Ehlers, Heuberger, Seidman, Swanson (4) NAYS: Rosenthal (1) 2 ra . OLD BUSINESS ORDINANCE AMENDING THE ZONING Trustee Rosenthal made a motion to remove ORDINANCE TO PERMIT BUILDING SUPPLY the agenda items from the table. Trustee STORES IN C -2, OUTLYING COMMERCIAL Ehlers seconded the motion. The motion DISTRICT AND ORDINANCE AUTHORIZING passed unanimously. SPECIAL USE FOR BUILDING SUPPLY STORE, METRA /HOME DEPOT, 2nd READING Mrs. Houpt reported that issues still to be resolved include the size and location of signs, minor changes in building design, landscaping, and right -of -way issues. Also t. -; ti_ :.'atermined is whether or not it will be permissible for the Village to use TIF funds for the project. Trustee Heuberger recused himself from the discussion. Attorney David Norton and architect Robert Parisi where in attendance to explain changes in the plan and to respond to questions from the Board. In regard to signage, Mr. Parisi reported that the architectural elements of the free standing sign on Lake Cook Road have been scaled down (approximately 50% of the field stone has been removed) . On the Home Depot frontage sign, the "Illinois Home Improvement Warehouse" box was eliminated. In regard to landscaping, three additional islands have been added, which is the maximum that can be added while still allowing for effective plowing of the parking lot. Also, additional low growth plantings have been added to the landscaping plan for the divider islands at the entry of the development. This should soften the appearance of the parking field and partially hide the parked cars. Trustee Rosenthal commented that the Lake Cook Road sign is still too big overall and should be scaled back. This could be done by eliminating the store and restaurant listings. These would have limited value due to difficult visibility from the road. Mr. Norton commented that the tenants feel they need this identification as their establishments will not be visible from Lake Cook Road. Mr. Parisi reported that a train station window has been added at the Board's request. Mrs. Houpt reported that there will have to be a separate public hearing concerning vacating the right -of -way south of Lake Cook Road. Jim Marovitz, representing METRA, indicated that METRA wants to maintain control of the right -of -way and is firm in its position not to annex it to the Village. Mr. Marovitz also indicated that METRA has not reviewed the development agreement and prefers not to be part of it. Mrs. Houpt responded that she and Mr. Stucko have discussed this, and he feels it will not be a problem as METRA's duties and responsibilities will be spelled out in the reciprocal operating agreement. Mr. Norton commented that he feels any remaining details concerning the project can be worked out quickly. He would like to be on the agenda at the next Board meeting. After further discussion, Trustee Swanson made a motion to table the matter. Trustee Rosenthal seconded the motion. The motion passed unanimously. 3 NEW BUSINESS AUTHORIZATION TO PURCHASE SIX Four quotes were obtained for telescoping VALVES FOR THE WASTEWATER TREATMENT valves for scheduled wastewater treatment 'PLANT plant maintenance. The current valves are 41 years old. Authorization is requested to purchase the equipment from Walker Process Inc. who submitted the low bid of $11,410. Trustee Seidman made a motion to accept the bid of Walker Process Inc. at a cost not to exceed $11,410. Trustee Ehlers seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson (5) NAYS: None (0) AUTHORIZATION TO AWARD ENGINEERING Approximately 2800 lineal feet of water main SERVICES FOR THE WE -GO WATER MAIN has been scheduled for replacement on We -Go REPLACEMENT Trail, We -Go Court, Forsythia Drive, and a portion of Castlewood Lane. Craig Court and Paula Court will also be included. Based on a previous engineering submittal and recommendations from other communities, Strand Associates was requested to submit a proposal for the project. Strand proposes to develop the plans and specifications through the bidding and award phase for an amount not to exceed $14,700. Construction services will be addressed at a later date. Mr. Soyka recommends the acceptance of the Strand proposal in an amount not to exceed $14,700. After discussion of why this was done as a sole source proposal instead of going out for bids, Trustee Seidman made a motion, seconded by Trustee Heuberger, to accept the proposal of Strand Associates in an amount not to exceed $14,700. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal Seidman, Swanson (5) NAYS: None (0) AUTHORIZATION FOR MAYOR TO SIGN Mayor Forrest reported that the owner of REAL ESTATE CONTRACT FOR PROPERTY 733 -737 Central Avenue has contacted the AT 733 -737 CENTRAL AVENUE, BERGMARK Village with an interest in selling the property. The.,parcel.is one of several that is to be part of a multi - family redevelopment being planned for that area. Mayor Forrest recommended that the Board approve a contract to purchase the property in the amount of $270,000. Trustee Rosenthal so moved. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) nT CrTTC C T nTT UPDATE ON LEAF PICK -UP Mr. Soyka reported that there is one week remaining in the regular program, but pick up has been suspended due to the frozen condition of the ground. Mr. Soyka hopes to resume the program, but the time frame will depend on weather conditions. If necessary and if weather permits, the program will be extended until Thanksgiving so that all leaf removal can be completed. 4 1 WAUKEGAN ROAD OPENED EARLY Trustee Heuberger commended Mr. Soyka for having four out of five lanes of Waukegan Road opened two weeks ahead of schedule. TECHNOLOGY CONFERENCE regarding technology issues. topic are invited to attend. Trustee Ehlers reported that he will be attending a School District 109 town meeting Any other Board members who are interested in this WATER IMPROVEMENT BOND ISSUE George Valentine reported that over the next three years the Village will be undertaking approximately $5,000,000 of water works improvements and will sell a water improvement bond issue to finance the improvements. R. V. Norene has advised that it would be advantageous to do this by the end of the calendar year. After discussion, the Board directed Mr. Valentine to proceed with the. bond issuance. EXECUTIVE SESSION Mayor Forrest asked for a motion to go into Executive Session to discuss land acquisition. Trustee Ehlers so moved. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson (5) NAYS: None (0) ADJOURNMENT There being no further business to discuss, Trustee Rosenthal made a motion to adjourn- the meeting. Trustee Seidman seconded the motion. The motion passed unanimously. The meeting was adjourned at 9:25 P.M. APPROVED: ATTEST: 4kM!k� AN A�J- Village Clerk -C'*� 5 Mayor