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05/15/2000May 15, 2000 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, May 15, 2000, 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 Sheila Quinn and Village Manager Robert Franz. APPROVAL OF MINUTES Trustee Ragona made a motion to approve the minutes of the previous meeting. Trustee Heuberger seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Ragona made a motion to approve the Bills and Payroll. Trustee-Heuberger seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) PRESENTATION TO SHEILA STANGER. Mayor Forrest presented a Certificate of Appreciation to Sheila Stanger in recognition of her service to the Deerfield Safety Council from 1981 -2000. Chief Anderson presented Ms. Stanger a Police Department Commendation for meritorious service. Ms. Stanger is moving to California. VISION 2000 UPDATE Mayor Forrest presented a progress report on the redevelopment of the Southeast Quadrant, the Southwest Quadrant and South Commons. PUBLIC COMMENT There was no public comment. CONTINUED PUBLIC HEARING - WALGREENS Trustee Rosenthal made a motion to continue ANNEXATION, REZONING, SPECIAL USE, the public hearing regarding the Walgreens WILMOT ROAD AND annexation. Trustee Swanson. seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF PLAN COMMISSION RE REQUEST FOR ANNEXATION, REZONING, SPECIAL USE FOR AN I -1 PUD FOR THE DEVELOPMENT AN OFFICE BUILDING - WALGREENS, WILMOT ROAD David Erk; Senior Manager of Architecture for Walgreens, presented an overview of Walgreens, an $18,000,000,000 operation with 115,000 employees in 41 states and Puerto Rico. 1756 Walgreens employees work at the corporate headquarters, of which 64 are residents of Deerfield, Walgreens presently operates 3000 stores and anticipates opening another 3000 stores by 2010. The rate of growth that Walgreens is experiencing necessitates expansion at their corporate headquarters in Deerfield. The master plan for the Walgreens campus, which was unanimously approved by the Plan Commission on April 27th, includes a future building and infrastructure improvements such as access drives, parking lots, exterior lighting, landscaping, and dedication of right -of -way on Wilmot Road for a possible additional southbound lane. Mr. Erk reported that Walgreens will be adding landscaping to the berms that separate Walgreens from residences to the north, and the annexation agreement will contain language obligating Walgreens to retain the berms unless landbanked parking is required by the Village. Joel Stauber, Senior Planner with OWP &P Architects explained that the north and south Sections of the Walgreens property are in Deerfield, while the center section (200 Wilmot Road) is in unincorporated Lake County. If that area is annexed into the Village of Deerfield, Walgreens can begin the process of having all three parcels as part of the same Planned Unit Development. Mr. Stauber described the proposed building for 200 Wilmot Road, which will have four stories containing approximately 215,000 square feet. It will be made of glass and precast concrete. The building was designed so as to have minimal impact on the residences to its north. Mr. Stauber reported that Walgreens is requesting a parking variance, commenting that there are a number of areas in'the Walgreens complex that are not used by employees, and those areas should therefore be subtracted from the gross square footage number used to determine the amount of required parking. A parking analysis done by Walgreens shows that of the current 1795 parking spaces, approximately 485 are available at any given time. There is a parking ratio of .77 stalls per employee. It is projected that by the year 2003, taking into account.additional employees and additional proposed parking, the ratio will increase to .8 stalls per employee. By 2010, an additional building and additional parking may be needed. A parking deck at that time is a consideration. Mayor Forrest reported that he met last week with.Walgreens President David Bernauer to discuss issues relating to the Walgreens annexation and expansion, as well as additional sound mitigation. Mr. Bernauer expressed willingness to consider extending the sound wall past the day care center to the south and to further increase sound.mitigation through additional berming and landscaping. Mayor Forrest indicated that he intends to meet with the Toll Highway Authority in the near future to discuss the sound wall extension. Mayor Forrest proposed that a landscape consultant be retained to develop a plan for additional plantings which would maximum the screening between Walgreens and the residences to the north. Trustees and Walgreens representatives spent several minutes discussing various issues related to the Walgreens annexation and expansion. Topics discussed included: • the possible relocation of vehicular access to the south of the current entrance, • the possibility of an additional traffic signal, • the possible future widening of Wilmot Road on its west side, and the 50' plat of dedication by Walgreens to provide for this, • having a cross easement with Hyatt to allow for flow thru traffic to Lake Cook Road, 2 • coordination among area office buildings to minimize traffic problems on Wilmot Road, • the necessity that Walgreens be part of Deerfield rather than part of unincorporated Lake County so that the Village will have some control over what is built there. John Lyons and other Clavinia residents expressed concerns regarding lack of parking, traffic problems now and as Walgreens continues to grow, addition of a traffic signal, line of sight between the second floor of Clavinia residences and the Walgreens buildings, and the effect on residences if the Walgreens atrium is lit at night. Bob Benton discussed the Plan Commission's concerns about parking and their proposal for a future parking deck if it becomes necessary. There was discussion of how the need for the parking deck would be triggered. There was also discussion of the lighting.of the atrium. Mr. Franz read the Plan Commission recommendation. The Plan Commission held a public hearing on March 23rd, continued until April 27th. It is their recommendation that: • the annexation of the 200 Wilmot Road property into the Village of Deerfield be approved; • the rezoning of the 200 Wilmot Road property from R -1 Single Family Residence to I -1 Office, Research and Restricted Industrial District be approved; • the removal of the 100 Wilmot Road property from the Tollway Borth /Hyatt Deerfield Campus PUD and the inclusion of the 100 Wilmot Road property into the Walgreens PUD be approved; • a Special Use for a PUD to include the 100, 200, 300, 302 and 304 Wilmot Road properties be approved; • a Walgreens PUD to permit the development of a four -story office building of approximately 215,286 square feet on the 100 Wilmot Road property, with variations for building height, parking spaces to be located in the side and rear perimeter setbacks, a ground sign to be located in the front perimeter setback, and an overall parking ratio for the Walgreens campus of 3.58 spaces per 1,000 square feet of gross floor area based on the exclusions in the petitioner's method of calculating the parking, with the exception of the kitchen areas, be approved; • a parking deck to the east of the 200 building be approved, and.approved in concept only, and that the petitioners be required to return to the Village with specific plans for approval of the parking deck if it becomes necessary for the structure to be built; and • Village staff mediate the north berm landscape issue between the neighbors and Walgreens. All motions passed 7 -0. Mayor Forrest explained that final action cannot be taken tonight as the annexation agreement just came in and needs to be negotiated. The public hearing will therefore be continued to the next meeting on June 5. After further discussion, Trustee Ragona made a motion to continue the public hearing until June 5. Trustee Seiden seconded the motion. The motion passed unanimously. 3 1 1 At 9:10 Mayor Forrest called for a recess. The meeting was reconvened at 9:20. REPORTS REPORT AND RECOMMENDATION OF BZA A second public hearing was held by the Board RE REQUEST FOR SIDEYARD VARIATION, of Zoning Appeals on April 18th to reconsider ANTON KATZ, 1006 JOURNAL PLACE, the request of Mr. and Mrs. Anton Katz for FIRST READING a variation for their property at 1006 Journal Place. The variation, if granted, would permit the reconstruction of a porch on the south side of their residence. The original structure was demolished and reconstruction begun without benefit of a building permit. A stop order was is §ued to the homeowners, and it was explained to them that, as the original porch encroached into the side yard to within 2" of the south property line, it could not be replaced without the approval of the Mayor and Board of Trustees. The Board of Zoning Appeals held a. public hearing on January 4th, at which they recommended, by a vote of 4 -2, that the Katz' request be granted. The Board of Trustees considered the original BZA report on February 7th, and it was on the agenda of the February 21st meeting for a First Reading. At that meeting, however, Mayor Forrest reported that new information regarding the petition had been received. The petition was removed from the Consent Agenda and referred back to the BZA for consideration of the new information. At the second public hearing, after extensive interviews and review of all information,.the BZA failed to recommend that the requested variation be granted. The vote was 7 -0. BZA member Michael Lewitz then made an alternate motion to recommend that the Mayor and Board consider allowing the petitioner to replace the trellis columns, small roof and a guardrail around the raised concrete platform in order to use it as an unenclosed exterior porch, as shown in photographs dated on or before 1975. That motion also failed, with three members voting for it, one member voting against it, and three members abstaining. BZA Chairman Robert Speckmann summarized the BZA deliberations, during which the members concluded that the structure the petitioners were requesting to rebuild was not the structure that had been there before. Mr. Speckmann,.Mrs. Katz, and the trustees discussed the matter at some length. Trustee Heuberger made a motion to accept the first report and recommendation of the BZA, thereby denying the variance requested-by the Katz'. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) Trustee Rosenthal made a motion to accept the BZA's alternate recommendation and to direct the Village Attorney to prepare an ordinance permitting a trellis, small overhang, and guardrail around the raised concrete platform. Trustee Heuberger seconded the motion. The motion passed unanimously. The Katz' will be_ required to obtain a building permit (free of charge) before proceeding with the project. Community Development staff will help with the preparation of plans for the project to be sure they meet the requirements of the ordinance. 4 { REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION AND REPORT AND April 27t''. It is their recommendation that RECOMMENDATION OF VCDC RE SIGNAGE Whole Foods' signage request be approved with REQUEST FOR WHOLE FOODS, SHOPS OF -the requested modifications. The motion DEERFIELD SQUARE, CRM PROPERTIES passed.6 -0 with one recused. The petitioner's request is for a north wall sign of 3' 6" in height, an east wall sign of 3' 10" in height, and a west wall sign of 4' 3" in height, in lieu of the permitted height of 24 ". The height for all three signs includes the extended "o" on the word "Whole." By a vote of 5 -0, with one recused, the VCDC also recommended that the proposed signage request be approved. Edward Pyter of Olympic Signs and Deerfield Square developer Chuck Malk were in attendance to respond to questions from the Board. They explained that due to the height of the new Walgreens, a sign on the north wing wall is the only place for Whole Foods to have visibility from Deerfield Road. They also explained that the stem on the "o" in the word "Whole ", which turns the "o" into an apple, is the main reason for the signs being too tall. They need to retain the apple because it is part of the Whole Foods logo.. Trustees found the east wall sign and the west wadi sign acceptable but felt 'that the signage for the north wall is too large. A discussion followed, during which Trustee Swanson suggested eliminating the word "Market" and the underscore. Trustees felt this was a good compromise. REPORT AND RECOMMENDATION OF PLAN Each year the Village is required to adopt a COMMISSION RE APPROVAL.OF THE 2.000 zoning map that reflects the changes that ZONING MAP have taken place in the past year. This year there are twelve changes -to the map, By a vote of 7 -0, the Plan Commission voted to adopt the changes to the zoning map. Trustee Heuberger made a motion -to approve the 2000 Zoning Map. Trustee Ragona seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF THE The Manpower Commission recommends the MANPOWER COMMISSION the following appointments:. Douglas Grant and Mark Brown to the Safety Council and Ken Urbaszewski to the Police Pension Board. Trustee Swanson made a motion to accept the appointments. Trustee Ragona seconded the motion. The motion passed unanimously. NEW BUSINESS ANALYSIS AND AWARD OF BID FOR 2000 Three sealed bids were.received for the 2000 STREET REHABILITATION PROGRAM Street Rehabilitation Program. This year's 5 Trustee Rosenthal made a motion to accept the reports and recommendations of the Plan Commission and the VCDC with an amendment to the north wall sign eliminating the underscore and the word "Market', and to direct preparation of an ordinance. Trustee Ragona seconded the motion. The motion passed, with all trustees voting for it with the exception of Trustee Harris, who is recused. REPORT AND RECOMMENDATION OF PLAN Each year the Village is required to adopt a COMMISSION RE APPROVAL.OF THE 2.000 zoning map that reflects the changes that ZONING MAP have taken place in the past year. This year there are twelve changes -to the map, By a vote of 7 -0, the Plan Commission voted to adopt the changes to the zoning map. Trustee Heuberger made a motion -to approve the 2000 Zoning Map. Trustee Ragona seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF THE The Manpower Commission recommends the MANPOWER COMMISSION the following appointments:. Douglas Grant and Mark Brown to the Safety Council and Ken Urbaszewski to the Police Pension Board. Trustee Swanson made a motion to accept the appointments. Trustee Ragona seconded the motion. The motion passed unanimously. NEW BUSINESS ANALYSIS AND AWARD OF BID FOR 2000 Three sealed bids were.received for the 2000 STREET REHABILITATION PROGRAM Street Rehabilitation Program. This year's 5 program includes Park Avenue between Hazel and Greenwood, Fair Oaks from Park Avenue to Waukegan Road, and Brierhill Road in its entirety. Ciorba Group recommends acceptance of the low bid of Alliance Contractors, Inc. in an amount not to exceed $409,791.25. Alliance has successfully completed a number of other projects for the Village. -The Village engineers concur with the consultant's recommendation. Trustee Swanson suggested that the Village engineers provide the contractor with strong guidelines and abundant supervision, as doing this last year with Landmark Contractors resulted in a well done project. Trustee Seiden suggested, and Trustee Harris agreed, that for the small difference in bids, the Village might want to stay with Landmark. Ms. Little responded that it is customary to select the lowest bidder unless there is reason not to. After further discussion of the work to be done, particularly on Brierhill Road, Trustee Rosenthal made a motion to award the bid to Alliance Contractors for an amount not to exceed $409,791.25. Trustee Swanson 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 Five sealed bids were received for the 2000 SIDEWALK AND CURB REPLACEMENT Sidewalk and Curb Replacement Program. Ms. Little recommends that the contract be awarded to low bidder W.A.S. Concrete Company at the unit price of $2.57 per square foot for sidewalk and $16.00 per linear foot for curb. After discussion, Trustee Ragona made a motion to award the bid for sidewalk and curb replacement to W.A.S. Concrete Company at the unit price not to exceed $2.57 per square foot for sidewalk and $16.00 per linear foot for curb. Trustee Harris seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) AUTHORIZATION FOR ENGINEERING The Village has been successful in obtaining SERVICES FOR DEERFIELD ROAD a 70/30 federal grant through the Lake County IMPROVEMENTS BETWEEN PARK AVENUE Council of Mayors for improvements to AND APPROXIMATELY CASTLEWOOD LANE Deerfield Road between Park Avenue and approximately Castlewood Lane. The Phase I and Phase II engineering for the project is to be funded in its entirety by the Village, and $41,000 has been budgeted this year for this purpose. Phase I is a design engineering report and Phase II is the plans and specifications. Engineering proposals for the Phase I and Phase II work were solicited and received from Raymond - Beling, Inc. and the Ciorba Group. Staff recommends accepting the Ciorba Group proposal in an amount not to exceed $40,408 (for an estimated 600 man hours). Staff consensus is that Ciorba Group has more experience working with the Lake County Council of Mayors and is extremely knowledgeable about the Village and would therefore best represent the Village's interests. After discussion of why staff is recommending acceptance of Ciorba's proposal rather than that of Raymond - Beling, Inc., Trustee Heuberger made a motion to accept the proposal of Ciorba Group in an amount not C to.exceed $40,408. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) nTgrTT.SSTnm CLARIFICATION OF DEERFIELD REVIEW Trustee Rosenthal reported that an article in ARTICLE last week's Deerfield Review was in error in stating that Deerfield's taxes are up this year. Actually, Deerfield's portion of the tax bill is down. The piece of property used in the article had an increase in taxes due to a large increase in its equalized assessed valuation. EXECUTIVE SESSION Mayor Forrest asked for a motion to go into Executive Session to discuss land acquisition. Trustee Ragona 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) 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 10:32 P.M. APPROVED: 1 Mayo r ATTEST: �; l `tA Village Clerill!ww� 1 7 1 1 1 VISION 2000 DEERFIELD VILLAGE CENTER REVITALIZATION Progress Report May 15.2000 Southwest Quadrant (Deerfield Square): ➢ The parking field in front of Walgreens is scheduled for paving this week. After occupying the new building, Walgreens will need approximately one week to remove fixtures from the old building before that structure can be demolished. ➢ Work has started on the demolition of the old savings and loan building, and work will begin this week on the retaining wall along Deerfield Road west of York Avenue. ➢ Two new leases have been signed for Building 93: Corner Boutique and White House Black Market, both women's clothing stores. Southeast Quadrant (Deerfield Centre): ➢ Construction work is proceeding on schedule, including the intersection and signal improvements at Deerfield Road and Rosemary Terrace. ➢ A Plan Commission public hearing will be held on Thursday, June a to consider Special Use petitions for: Pearle Vision, Mail Boxes, Etc. and Great Clips. ➢ The section of Deerfield Road between Rosemary and the viaduct is scheduled for grinding and patching this week with the final surface course to be applied next week. South Commons: ➢ The developer continues to work on foundations for the rowhomes and villas. ➢ Substantial stormwater retention work and landscaping improvements have been completed.