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06/19/2000June 19, 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, June 19, 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 Absent: 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 Trustee Ragona commented that the section regarding traffic and fire lane enforcement at the Deerbrook Mall should be amended to indicate that the agreements are a renewal of existing agreements. Trustee Heuberger made a motion to approve the minutes as amended. Trustee Ragona seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Rosenthal 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 (5) NAYS: None (0) Trustee Heuberger noted that there were a number of checks going out this month to businesses that came to the Village's aid in the aftermath of the May 18th storm. He suggested that letters of commendation go out to any businesses and individuals which were especially helpful to the Village during a difficult time. DOWNTOWN REDEVELOPMENT UPDATE Mayor Forrest presented a progress report on the redevelopment of the Southeast Quadrant, the Southwest Quadrant, and South Commons. JAMES SOYKA TO RETIRE Mayor Forrest announced that Jim Soyka, employed by the Village since 1973 and Director of Public Works and Engineering since 1988,'will be retiring on June 30th. During that time he has been instrumental in planning and supervising the• construction of millions of dollars worth of public works improvements. In addition, Mr. Soyka has held offices in several professional organizations and has received many honors and awards. In recognition of Mr. Soyka's years of service to the Village, Mayor Forrest presented him with an engraved clock. Mr. Franz announced that Deerfield's new Director of Public Works and Engineering will be Barbara Little. A graduate of Northwestern University, Mrs. Little currently holds the position of Assistant Village Engineer. PUBLIC COMMENT There was no public comment. (1) CONTINUED PUBLIC HEARING, Mayor Forrest reported that Walgreens was not WALGREENS ANNEXATION, REZONING, able to float the balloon as scheduled. SPECIAL USE AND (2) REPORT AND Weather permitting, the balloon float will be RECOMMENDATION OF THE PLAN done Tuesday morning.. Lakota Group met with COMMISSION RE REQUEST FOR Clavinia residents on Saturday regarding the ANNEXATION, REZONING, SPECIAL USE berm and will be making a recommendation to FOR AN I -1 PUB FOR THE DEVELOPMENT the Village. Walgreens has not yet gotten OF AN OFFICE BUILDING, WALGREENS, back to staff with their written comments on WILMOT ROAD, HELD OVER FROM 6/5/00 the annexation agreement drafted by the Village Attorney. Trustee Rosenthal made a motion to continue the public hearing until the July 5th meeting. Trustee Ragona seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF PLAN COMMISSION RE REQUEST FOR APPROVAL OF FINAL PLAT OF RESUBDIVISION FOR THE SOUTH COMMONS RESIDENTIAL DEVELOPMENT, JAMES COMPANY that the final plat of resubdivisi REPORTS The Plan Commission has reviewed the final plat of resubdivision for the South Commons Residential Development and finds it to be in substantial conformance to the preliminary plat of resubdivision. Accordingly, it is the recommendation of the Plan Commission )n be approved. The motion passed 5 -0. Trustee Ragona made a motion to approve the final plat of resubdivision for South Commons. Trustee Heuberger seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF PLAN COMMISSION RE REQUEST FOR APPROVAL OF RESUBDIVISION OF THE PROPERTIES AT 532, 540, AND 550 BRIERHILL RD AND APPROVAL OF THE .PRELIMINARY AND FINAL PLAT OF RESUBDIVISION' approved. The motion passed 5 -0. The Plan Commission held a public hearing on June 8th. It is their recommendation that the the petitioners' plans for a preliminary and final plat of resubdivision tb permit 'a two lot resubdivision of the properties at 532, 540, and-550 Brierhill Road, including the waiver of the sidewalk improvements, be Trustee Rosenthal made a motion to accept the Report and Recommendation of the Plan Commission to permit the resubdivision of the properties at 532, 540, and 550 Brierhill Road. Trustee Heuberger seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF Trustee Rosenthal, Streetscape Commission STREETSCAPE TASK FORCE RE VILLAGE Chairperson, introduced other members of CENTER STREETSCAPE the commission. She explained.that the Commission's purpose was to review the existing Streetscape elements in relation to the new developments, to visually link the four downtown quadrants with pedestrian friendly improvements, and to develop a plan for the future streetscape. She reported that Douglas Hills Associates, Inc. was hired.by the Village to provide assessment of the existing F streetscape and to "assist in the development of the new streetscape. Mr. Hills is also landscape architect for CRM Properties, Inc., developers of Deerfield Square. Barbara Little summarized the Report and Recommendation of the Streetscape Committee. The Committee selected Alternate C, which contains the following key elements: • Streetscape trees spaced 25' apart. Where sidewalk is adjacent to a building, the tree would be placed in an oversize tree well behind the curb, with a 36" square tree grate at sidewalk level. In sidewalk areas away from a building, the trees would be placed in a landscape bed behind the sidewalk. Irrigation and drainage are needed at all tree locations. Tree types would vary with the location. • The recommended pole fixture for the ornamental lighting is the Sternberg Prairie style with a flared base. The light source would be metal halide, which produces a white light rather than the existing high pressure sodium which casts an orange glow. • Bollards are necessary in the downtown to give pedestrians a sense of protection. The preferred bollard types are brick piers with limestone or renaissance stone caps at the intersection of Waukegan and Deerfield Roads, and the same piers with saucer planters containing annual plantings at the secondary intersections. • The recommended sidewalk material is continuous brick pavers in a herringbone pattern edged with two soldier courses on the back of the walk and three soldier courses behind the curb. The Committee recommends that brick paver crosswalks be installed in the future. • The Committee recommends implementing Plan C on Deerfield Road between Park Avenue and Rosemary Terrace and on Waukegan Road from Longfellow /Osterman to the Deerfield Library /Orchard Street. Landscape architect Douglas Hills elaborated on the Streetscape Committee's recommendations and responded to many questions from the Board. Among the topics discussed were: • spacing of the trees and bollards; • features of the proposed ornamental lighting and bollards; • the possibility of finding a place within the Village to "recycle" the current light fixtures and bollards; • varieties of trees selected and their weather and salt resistance; • drainage and irrigation for the trees; • amount of usable sidewalk in areas where the trees are planted; • use of benches, bicycle racks and water fountains; • use of annual flowers.in flowerpots; • various concerns regarding pavers, such as durability, slickness when wet, and possible settling problems; • doing the work all at once vs doing one area at a time; • maintaining pedestrian access to businesses while the work is being done; • possibility of adding brick crosswalks at the intersections; and • amount of maintenance required for the various Streetscape features. Trustee Ragona made a motion accept the Report and Recommendation of the Streetscape Task Force. Trustee Heuberger 3 seconded the motion. The motion passed unanimously. The Committee will continue meeting to refine the plan. CONSENT AGENDA ORDINANCE 0 -00 -19 APPROVING SIGNAGE An ordinance approving signage for Whole FOR WHOLE FOODS, SHOPS OF DEERFIELD Foods. Second Reading. SQUARE, CRM PROPERTIES Trustee Ragona made a motion to adopt the ordinance. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden (5) NAYS: None ( 0 ) OLD BUSINESS ORDINANCE APPROVING FRONT YARD Robert Speckmann reported that building the VARIATION, ROSIN, 550 BRIERHILL house either further forward or further back on the lot will probably result in the death of some of the existing trees. The BZA recommends permitting the 140' setback requested by the Rosins in lieu of the 175' established front yard setback. This will stand as a.First Reading. DISCUSSION RE SCAVENGER SERVICE Mayor Forrest reported that he has had many PROPOSAL FROM ONYX WASTE SERVICES, calls urging that the current two day service NORTHBROOK, ILLINOIS, HELD OVER be retained. He stated that the proposed FROM 6/5/00 4 day per week contract is unacceptable, and he will not vote to approve it. The current contract runs until the end of the year. Trustee Harris reported that most of the comments he has received concern the need for yard waste to be picked up on Monday or Tuesday, which Onyx has agreed to do. He recommended that staff provide Onyx with a list of other specific suggestions which would make their contract acceptable to the Village. Trustee Seiden discussed his idea to have a five year contract with an out clause after one year. Jeff Hayes of Onyx responded that this would not be acceptable, except for the reason of failure to perform, and performance standards are built into the contract. Some other trustees agreed with Mr. Hayes that this would not be a reasonable requirement. Mr. Hayes reported that he spoke with the Village of Northbrook regarding changing from a four day service to a two day service, with the second two days to be used by Deerfield. Northbrook likes the four day service and is unwilling to make the change. Trustee Ragona queried if possibly trucks could be brought in from Waukegan to provide a two day service. Mr. Hayes agreed to look into it. Trustees agreed to provide Onyx with a list of Deerfield's requirements and priorities. Onyx will have the opportunity to consider those requirements and will return to the next meeting with a proposal. 4 ANALYSIS AND AWARD OF BIDS FOR 2000 MFT CONTRACTS NEW BUSINESS On June 13th, sealed bids were opened and publicly read for.the 2000 MFT contracts. The results were as follows: 1. Concrete Patching - Six bids were received for concrete patching (4687 square yards). Mrs. Little recommends that the contract be awarded to low bidder Schroeder & Schroeder at the unit price of $31.95 /square, for total amount of $1.49,749.65. Trustee Rosenthal so moved. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden (5) NAYS: None (0) 2. Inlet Reconstruction —Three bids were received for inlet reconstruction (30 inlets). Mrs. Little recommends that the contract be awarded to low bidder Meridian Construction at the bid price of $29,46.0. Trustee Ragona so'moved. Trustee Rosenthal seconded the motion. The motion passed.by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden (5) NAYS: None (0) 3. Thermoplastic Pavement Marking. Three bids were received for thermoplastic pavement marking (for various locations). Mrs. Little recommends that the contract be awarded to low bidder Mark It Corporation in the amount of $19,940. Trustee Ragona so moved. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden (5) NAYS: None (0) 4. Bituminous Patching Material. Two bids were received for bituminous patching material (2085 tons). Mrs. Little recommends that the contract be awarded to low bidder Peter Baker and.Son Company at the unit price of $21 per ton, for a total amount of $43,785. Trustee Rosenthal so moved. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden (5) NAYS: None ( 0 ) DISCUSSION STORM DAMAGE CLEAN UP Trustee Rosenthal congratulated the Public Works Department for their fine job with storm damage clean up. She also passed along her condolences to the Stryker family on the passing of Bud Stryker. 5 FARMERS MARKET /TRUSTEE IN THE TOWN Trustee Seiden reminded residents that next Saturday will be the first farmers market for this year. Trustee in the Town will take place at the farmers market from 9:00 - noon. ART FAIR Trustee Ragona commented on the success of this year's art fair. CHANGE IN STREET REHAB PROGRAM Mr. Franz reported.that the resurfacing of Brierhill Road will be withdrawn from this year's schedule and added for next year. This is due to: (1) the large amount of home construction on Brierhill this year, (2) unresolved differences with Brierhill residents regarding the type of resurfacing to be done, and (3) unresolved concerns about site obstruction at the entrance of Brierhill from Deerfield Road. Ms. Little recommends that sections of Kenmore and Elm be substituted for Brierhill. Trustee Rosenthal so moved. Trustee Ragona seconded the motion. The motion passed unanimously. NEXT BOARD MEETING RESCHEDULED Mr. Franz reported that due to the Family Days activities on July 3rd. and 4th, the next Board of Trustees meeting will take place on Wednesday, July 5th. EXECUTIVE SESSION Mayor Forrest asked for a motion to go into Executive Session to discuss litigation. Trustee Ragona so moved. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden (5) 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 9:20 P.M. ATTEST: X11_ -0� I- APP OVER: Mayor 2 1 1 1 1 VILLAGE CENTER REDEVELOPMENT Pro erg ss Report June 19, 2000 Southwest Quadrant (Deerfield Square): ➢ Walgreens opened its new store on June 13th. The old Walgreens building will be demolished over the next ten days. ➢ Whole Foods is on, schedule to open their new store in late August. ➢ The Waukegan Road entrance has been closed so that work can proceed on Phase H. Two access points are open off of Deerfield Road. Southeast Quadrant (Deerfield Centre): ➢ Work is scheduled to begin this week on the right -turn lane from Waukegan Road to eastbound Deerfield Road. This project, which includes the new intersection and traffic signals south of First Midwest Bank, will not be completed until fall. ➢ The report and recommendations of the Plan Commission and Village Center Development Commission on Pearle Vision, Mail Boxes, Etc. and Great Clips will be on the July 5th Village Board agenda. South Commons: ➢ Construction work continues on the rowhomes and villas. ➢ The James Company reports that they have signed contracts on ten of the forty units in the north condominium building along Osterman Avenue. They plan to have the ground breaking for the condos on July 6th.