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06/07/1999June 7, 1999 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, June 7, 19,99, at 8:00 P.M. The Clerk called the roll and announced that the following were: Present: Bernard Forrest, Mayor Steve Harris John Heuberger Derek Ragona Harriet Rosenthal William Seiden Vernon Swanson and that a quorum was present and in attendance. Also present were Attorney James Stucko and Village Manager Robert Franz. APPROVAL OF MINUTES Ragona seconded the motion. Trustee Seiden made a motion to approve the minutes of the previous meeting. Trustee The motion passed unanimously. Trustee Rosenthal made a motion to approve the minutes of the May 25t' Committee of the Whole meeting. Trustee Heuberger seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF THE PLAN COMMISSION, REPORT AND RECOMMENDATION OF THE VCDC, AND REPORT AND RECOMMENDATION OF THE ARC RE FINAL DEVELOPMENT PLAN, DEERFIELD VILLAGE CENTRE, MESIROW STEIN /NORTHERN REALTY REPORTS The Plan Commission held a workshop meeting on May 27. It is their recommendation that the Mesirow Stein /Northern Realty Final Development Plan is in substantial conform- ance with the previously approved Preliminary Development Plan, and that approval of the Final Development Plan be granted. The motion passed 9 -0. The Village Center Development Commission held a workshop meeting on May 19. It is their recommendation that the petitioners' request for approval of the Final Development Plan for the Deerfield Village Center be approved. The motion passed 8 to 1, with one abstention. The Appearance Review Commission has reviewed the Deerfield Village Center proposal. It is their recommendation that final approval be given, provided that certain outstanding issues regarding signage, landscaping and site treatment are addressed. VISION 2000 UPDATE Mayor Forrest the redevelopment presented a progress report on of the Southwest Quadrant, the Southeast Quadrant, and South Commons. CERTIFICATE FOR EXCELLENCE IN Mayor Forrest presented George Valentine with FINANCIAL REPORTING a Certificate for Excellence in Financial Reporting for the fiscal year ending April 30, 1999. This is the 15'h year in a row that the Village has received this honor from the Government Finance Officers Association. REPORT AND RECOMMENDATION OF THE PLAN COMMISSION, REPORT AND RECOMMENDATION OF THE VCDC, AND REPORT AND RECOMMENDATION OF THE ARC RE FINAL DEVELOPMENT PLAN, DEERFIELD VILLAGE CENTRE, MESIROW STEIN /NORTHERN REALTY REPORTS The Plan Commission held a workshop meeting on May 27. It is their recommendation that the Mesirow Stein /Northern Realty Final Development Plan is in substantial conform- ance with the previously approved Preliminary Development Plan, and that approval of the Final Development Plan be granted. The motion passed 9 -0. The Village Center Development Commission held a workshop meeting on May 19. It is their recommendation that the petitioners' request for approval of the Final Development Plan for the Deerfield Village Center be approved. The motion passed 8 to 1, with one abstention. The Appearance Review Commission has reviewed the Deerfield Village Center proposal. It is their recommendation that final approval be given, provided that certain outstanding issues regarding signage, landscaping and site treatment are addressed. A member of each commission was in attendance to respond to questions from the Board. Northern Realty's Michael Tobin presented an overview of modifications that have been made to the proposal since the Preliminary Development Plan was approved last fall. The site plan and parking plan have been revised to accommodate the needs of First Midwest Bank for right turn in and right turn out access at Waukegan Road. Also, 611 Deerfield Road is being acquired to facilitate improvements to the Deerfield Road /Rosemary Terrace intersection and to provide space for additional parking. The site plan for the three buildings is unchanged. There have been some modifications to the windows of the residential units, and the number of units has been reduced to 56. Signage being requested includes primary tenant signage over each shop window, signage on the leading edge of the awnings, blade signs, and signage for a second floor tenant in the corner building. Bernard Jacobs of Jacobs /Ryan Landscape Architects commented that there have been no major changes in the landscape concept, but there have been refinements, many of them necessitated by changes in the parking areas and the traffic. Also, the fence abutting the Poet's Corner residential area has been changed to a 7' board on board fence. Robert Hamilton of Gewalt Hamilton Associates summarized his report on shared use parking. The report concludes that with a tenant mix that has diverse peak parking times, there should be sufficient parking spaces on almost all occasions. Gewalt Hamilton Associates also studied the geometrics of the Deerfield Road /Rosemary Terrace intersection. They propose that thru traffic northbound onto Rosemary Terrace be prohibited. This would be accomplished by providing a right turn lane and a left turn lane, but no provision for thru movement. The actual design of the intersection will be done by Ciorba Group. Michael Lukich of Gewalt Hamilton reported on storm water detention. Their proposal calls for construction of a 115' x 115' x 71-1' box culvert which would be adequate to handle all required storm water detention. Water stored in the box culvert would eventually be discharged into the Deerfield Road sewer line. The drainage pattern along the east and south property lines will be improved to provide better off site drainage. The proposal also calls for water storage on the eastern extremity of the parking lot, but Mr. Lukich indicated that a rain of sufficient magnitude to cause this would take place only a few times a year. Attorney David Norton'briefly went through the ARC report, pointing out which of their recommendations have been agreed to by the petitioners and which are still unresolved. Trustees asked questions about numerous aspects of the plan including: ground floor and second floor signage, traffic into and out of the project, preventing left turns onto Deerfield Road, keeping traffic off Rosemary Terrace, pedestrian traffic, parking, building materials, lighting, snow removal, stormwater detention, placing a limitation on the number of medical offices in the project, and a variety of other topics. Michael Cramer of 724 Hermitage asked the Board to study the fence proposal for the south end of the project facing Poet's Corner. He would like to see something more attractive than a board fence, such as a berm, brick wall, and /or landscaping. After discussion, Mayor Forrest suggested that Mr. Cramer and his neighbors talk with the developer directly. 2 Vic Carapello, President of First Midwest Bank, commented that the bank is essentially in agreement with the proposed plan. He emphasized that the right turn in and right turn out onto Waukegan Road are essential to bank approval of the project. Trustee Rosenthal made a motion to accept the reports and recommendations of the Plan Commission, the Village Center Development Commission and the Appearance Review Commission and to direct the Village Attorney to prepare an ordinance. Issues requiring additional study before final approval will be granted are: • Water detention • Second floor signs and awning signs ` • Medical offices as a special use • Rosemary Terrace intersection • Hermitage landscaping issue Trustee Seiden seconded the motion. The motion passed, with all trustees voting for it except Trustee Heuberger who was recused. Mayor Forrest called for a recess at 9:45. The meeting was recalled to order at 9:55. John Talbot of Dux Development explained that he is requesting both preliminary and final approval of the plat of resubdivision. All minimum requirements for the three lot subdivision will be met or exceeded, and no variances are required. The developer has worked with the Village engineering staff to develop the engineering plans that will be used for the subdivision. There was discussion that the swales should be shown on the plat so that homeowners know they cannot landscape them or in any other way impede their ability to contain sto.rmwater. Trustee Rosenthal made a motion to accept the Report and Recommendation of the Plan Commission and to direct the Village Attorney to prepare a special use ordinance. Trustee Swanson seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION RE REQUEST FOR APPROVAL May 13. It is their recommendation that the OF AN OFFICE BUILDING, 730 LAKE petitioner's request for approval of a Final COOK ROAD, KIFERBAUM Development Plan for the property at 730 Lake Cook Road be approved with the following variations: a building height of 58' in lieu of the required 45';-a building setback of 96' 9" in -lieu of the required 100' front setback, parking to be located in the required 100' front yard; a parking stall length of 18' 6" in lieu of the required 191, parking in the required 5' setback from the lot line; and a 9 REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION RE REQUEST FOR A May 13`h. It is their recommendation that the RESUBDIVISION AND SPECIAL USE petitioner's plans for a preliminary and PLANNED UNIT DEVELOPMENT FOR THE final plat resubdivision to permit a three - PROPERTIES LOCATED AT 120 AND 130 lot subdivision at 120 and 130 Kenmore Avenue KENMORE AVENUE, SCHORVITZ be approved. The motion passed 4 -0. John Talbot of Dux Development explained that he is requesting both preliminary and final approval of the plat of resubdivision. All minimum requirements for the three lot subdivision will be met or exceeded, and no variances are required. The developer has worked with the Village engineering staff to develop the engineering plans that will be used for the subdivision. There was discussion that the swales should be shown on the plat so that homeowners know they cannot landscape them or in any other way impede their ability to contain sto.rmwater. Trustee Rosenthal made a motion to accept the Report and Recommendation of the Plan Commission and to direct the Village Attorney to prepare a special use ordinance. Trustee Swanson seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION RE REQUEST FOR APPROVAL May 13. It is their recommendation that the OF AN OFFICE BUILDING, 730 LAKE petitioner's request for approval of a Final COOK ROAD, KIFERBAUM Development Plan for the property at 730 Lake Cook Road be approved with the following variations: a building height of 58' in lieu of the required 45';-a building setback of 96' 9" in -lieu of the required 100' front setback, parking to be located in the required 100' front yard; a parking stall length of 18' 6" in lieu of the required 191, parking in the required 5' setback from the lot line; and a 9 1'i - 3' high landscape screen around the parking lot in lieu of the required 4'. The motion passed 3 - 0 with one abstention. Architect Werner Brisske described the 51,000 square ft., four story office building that his firm has designed for 730 Lake Cook Road, between the Marriott Hotel and the future On The Border Restaurant. Trustee Rosenthal commented that, by ordinance, the maximum building height for this site is three stories. Mayor Forrest stated that the proposed building is too tall, and he believes that the petition should be denied. Trustee Heuberger added that he too thinks the building is too tall and will not fit in with the other structures in the area. Jacob Kiferbaum commented that the lot has been on the market for a long time because it is a difficult one to develop. For a variety of reasons, a developer is limited in what he can do with the parcel. In his opinion, the four story building will look good on the site, and without a fourth floor, the building will not work financially. Mr. Kiferbaum discussed the efforts he has made to work in concert with Marriott and On The Border regarding stormwater retention, parking, utilities and other matters. After further discussion, including an explanation by Bob Benton regarding the P1an.Commission's reasoning for approving the project in spite of the variations required, Trustee Rosenthal made a motion to approve the Report and Recommendation of the Plan Commission and to direct the Village Attorney to prepare an ordinance. The vote was as follows: AYES: Harris, Ragona (2) NAYS: Heuberger, Rosenthal, Seiden, Swanson (4) The petitioner's request is therefore denied. REPORT FROM DIRECTOR OF PUBLIC As directed by the Board on May 3-d, public WORKS AND ENGINEERING RE WILMOT/ works staff have been investigating the sewer MONTGOMERY SANITARY SEWER PROBLEM problem reported by Jim Finkler, 1600 Montgomery Road. Mr. Soyka reported that the sewer line was TV'd and was found to have no obstructions; however, a storm came up during the televising, and the sewer line surcharged quickly, indicating that there are direct connections into the sewer line from sump pumps, downspouts, or defective parking lot storm sewers. There is evidence of at least four sump pumps being connected to the sanitary service. Dye testing, smoke testing, and door to door surveying would be necessary to find out which homes may have illegal pumps. Mr. Finkler was in attendance and wanted to know what steps the Village would take to solve his water problems, and what steps he would have to take on his own. After discussion it was decided that the public works department will first check for parking lot problems. If the parking lots are not at fault, staff will proceed with smoke and dye testing. CONSENT AGENDA ORDINANCE RE APPOINTMENTS TO THE An ordinance revising Ordinance 0 -91 -47 to EMERGENCY TELEPHONE"SYSTEM BOARD add the Deputy Chief of Administrative Services of the Police Department to the Emergency System Telephone Board. First Reading. 4 1 1 1 ORDINANCE ESTABLISHING PREVAILING An ordinance establishing prevailing wage WAGE RATES rates. First Reading. Trustee Heuberger made a motion for passage of the Consent Agenda. Trustee Ragona seconded the motion. The motion passed unanimously. OLD BUSINESS AUTHORIZATION FOR MAYOR TO SIGN In July 1998 the Village and the Metropolitan AN AMENDMENT TO AN AGREEMENT Water Reclamation District entered into an BETWEEN THE VILLAGE AND THE agreement regarding the operation and main - METROPOLITAN WATER RECLAMATION tenance of the stormwater reservoir on Lake DISTRICT OF GREATER CHICAGO RE Cook Road. Over the years there have been OPERATION OF THE LAKE COOK ROAD difficulties with the pumps. In light of RETENTION BASIN these problems, the Metropolitan Water Reclamation District has asked that prior to taking over the operation of the reservoir and equipment, the 1988 agreement be amended to provide that future extraordinary costs relative to pump failure would be split evenly between the Village and the District. Trustee Rosenthal made a motion to authorize the Mayor to sign the agreement. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) NEW BUSINESS AUTHORIZATION FOR MAYOR TO SIGN The property at 611 Deerfield Road will be REAL ESTATE CONTRACT TO PURCHASE made a part of the Deerfield Village Centre. PROPERTY AT 611 DEERFIELD ROAD It is a negotiated sale in the amount of $270,000. Trustee Rosenthal made a motion to authorize Mayor Forrest to sign a real estate contract to purchase the property at 611 Deerfield Road for $270,000. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) RECUSE: Heuberger (1) ORDINANCE RE ILLINOIS GIFT BAN ACT The State Gift Ban Act requires that Municipalities pass an ordinance by July 1 which prohibits and enforces the solicitation and acceptance of gifts by public officials and employees. First Reading. AUTHORIZATION TO ACCEPT PROPOSAL FROM BAXTER & WOODMAN FOR DESIGN/ BUILD APPROACH RE RISK MANAGEMENT PROGRAM IMPROVEMENT AT WASTEWATER TREATMENT PLANT The Village hired Baxter and Woodman regulations. The three alternatives Under a new U.S.E.P.A. rule implementing risk management planning and public disclosure provisions of the Clean Air Act, the Village is required to comply with the Risk Management Program for its chlorine storage at the wastewater treatment plant. to study alternatives to comply with the new suggested by Baxter and Woodman were 67 discussed at part of the 1999 -2000 budget. Conversion from gaseous chlorine to liquid chlorine was determined to be the best alternative for the Village. Baxter and Woodman submitted two proposals for this improvement - one for design /bid /build and one for a design /build approach. Staff recommends that the Baxter and Woodman design /build approach be accepted for a lump sum guaranteed maximum price of $168,000. This is a savings of $51,000 over the Baxter and Woodman estimate of $219,000 for the design /bid /build approach and also results in shortened delivery time. The contractor working with Baxter and Woodman is Joseph J. Henderson & Son, who has successfully completed many projects for the Village. After discussion, Trustee Heuberger made a motion to accept the Baxter and Woodman design /build proposal for a cost not to exceed $168,000. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None ( 0 ) ANALYSIS AND AWARD OF BID FOR 1999 Two sealed bids were received for the 1999 STREET REHABILITATION PROGRAM street rehabilitation program. As both bids were significantly higher than the budgeted amount of $700,000, staff recommends a reduction in the scope of the work. The work planned for Wilmot Road between Garand and Greenwood would be delayed. It is the recommendation of the Village's consultant, Ciorba Group, and of staff that the contract be awarded to low bidder Landmark Contractors, Inc. at the reduced value of $771,438. Actual construction cost is expected to be lower since historically the construction cost has averaged 3% less than the bid price. Ms. Little noted that, based on the complexity of the work to be done and on past experience, the general notes and specifications have been enhanced to provide more direction for the contractor. . Mayor Forrest protested that Landmark Contractors did a poor job last year, causing a great deal of inconvenience, property damage and safety concerns for area residents. Trustee Swanson noted that Ciorba Group did a poor job of policing Landmark's work. Trustee Heuberger pointed out that Landmark's bid was $110,000 less than the only other bid received. Mr. Franz noted that the quality of the completed work was good, and that almost all of the complaints were regarding a small section of street which was difficult for a variety of reasons. After further discussion, Mayor Forrest recommended that the matter be tabled until the next meeting. In the meantime staff will meet with Landmark to see what assurances they can provide that their performance this year will be better than last year's. Trustee Rosenthal moved to table the matter until the next meeting. Trustee Ragona seconded the motion. The motion passed unanimously. n T c rrrq q T OU TRUSTEE NEWS Trustee Seiden reported that he delivered the National Senior Health and Fitness Week proclamation to Gidwitz Center. Senior Fitness took place May 24th to 28th. Trustee Seiden also reported that he attended a New Trustees Meeting put on by the Illinois Municipal League. The meeting was quite beneficial, and he recommended the meetings to other trustees. Lastly, Trustee Seiden reported that The Deerfield Review has agreed to print the Board of Trustees agenda. It will appear every two weeks, somewhere in the first eleven pages of the paper. A Trustee Ragona reported that SWALCO will be selling composting bins June °l 9`h for $20. POLICE DEPARTMENT AIR CONDITIONING Mr. Franz reported that on May 27 the Police Department air conditioning unit became inoperable. Three companies were asked to look at the system. Due to the age of the unit and the high cost to repair it, all three companies recommended that the entire unit be replaced. Under the emergency provisions of the purchasing ordinance, the Police Department proceeded to obtain quotes. Westside Mechanical quoted the best price of $16,750 for the unit and installation. A unit is available, and Westside Mechanical is able to begin installation immediately. Trustee Swanson made a motion to approve the emergency purchase and installation'of an air conditioning unit from Westside Mechanical for a cost not to exceed $16,750. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) COMMITTEE OF THE WHOLE MEETING Mr. Franz asked for a Committee of the Whole Meeting on Monday, June 14`h at 8:00 P.M. in the board room to discuss various matters. EXECUTIVE SESSION Mayor Forrest asked for a motion to go into Executive Session to discuss land acquisition. Trustee Rosenthal so moved. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) POET'S CORNER PETITION A representative of the Poet's Corner Neighborhood Association presented the Board with a petition expressing the group's concerns about the possible increase in traffic on Longfellow and Kipling when intersection improvements at Waukegan Road and Longfellow are implemented. ADJOURNMENT There being no further business to discuss, Trustee Rosenthal made a motion to adjourn the meeting. Trustee Ragona seconded the motion. The motion passed unanimously. The meeting was adjourned at 11:20 P.M. ATTEST: Village `"erk APPROVED: Mayor 7 VISION 2000 DEERFIELD VILLAGE CENTER REVITALIZATION Progress Report June 7, 1999 Southwest Quadrant (Deerfield Square): ➢ Although wet weather has caused some delays with construction, the developer intends to add manpower in order to complete Phase I as originally scheduled. ➢ Building ##10 on Osterman Avenue will be the first building completed. That opening is scheduled for October 1s'. Walgreens is to be completed shortly thereafter. Southeast Quadrant (Deerfield Centre): ➢ The recommendations of the Plan Commission, Village Center Development Commission and Appearance Review Commission on the Deerfield Center Final Plan are on tonight's agenda. ➢ The public hearing on the proposed stormwater variation is scheduled as part of the June 21" Village Board meeting. ➢ The contract to purchase 611 Deerfield Road is on tonight's agenda. A public hearing on the rezoning of this property to C -1 Village Center will be held by the Plan Commission at 8 P.M. this Thursday, June 10�' South Commons: ➢ The Village closed this week on the properties at 627, 635. and 641 Central Avenue. ➢ A Quick -take hearing on the only two remaining 9roperties to be acquired (721 and 725- 729 Central) is scheduled for Wednesday, June 9 . 1 1