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07/17/2000July 17, 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, July 17, 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 James Stucko 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 Rosenthal made a motion to approve the Bills and Payroll. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) TREASURER'S REPORT George Valentine presented highlights from the June Treasurer's Report. Sales tax receipts for June (March sales) are 12% above last year (March 1999 sales). The twelve month total is 16% above last year. As of June 30, 2000, 101.6% of cash was invested at an average interest rate of 6.44 %, which compares with an average rate of 5.84% for the 90 day Treasury Bill. Mr. Valentine commented that the Village has already spent about $400,000 for costs relating to the May 18th storm. He anticipates spending another $200,000. So far the State has reimbursed the Village $100,000 and an additional $150,000 - $200,000 is expected.. REPORT ON DEPARTMENTAL OBJECTIVES, Barbara Little presented highlights.from her PUBLIC WORKS AND ENGINEERING Report on Departmental Objectives for Public Works and Engineering. Mrs. Little reported that: • The Street, Sewer, Water, and Garage Departments all spent a great deal of time and effort assisting in the cleanup of the Village after the May 18th storm. Approximately 250 parkway trees had to be removed due to storm damage. • The Sewer Department has cleaned 94,720 feet of sewer and has responded to 172 calls for assistance with private sewer and drainage problems. • The Waste Water Reclamation Facility continues to meet or exceed all E.P.A. parameters and recently received its new IEPA permit for sludge disposal, which is effective until April 30, 2005. • Construction has begun on the Hazel Avenue Reservoir. The tennis court has been removed, and the contractor has begun excavation. • Water sampling results have been below action levels since September 1997. The Village is now on a three -year reduced monitoring program. • The Engineering Department has instituted the Trip Stopper Program. 50,000 square feet of sidewalk and 1,100 lineal feet of curb have been replaced. • Rehabilitation of the Deerfield Road bridge over the Middle Fork is 50% complete. • The Deerfield Road bridge over the tollway is essentially complete, and all lanes are open. Construction of the Edens Spur ramps will begin later this month. • Temporary traffic signals are now being installed at Waukegan /Deerfield Road and at Waukegan /Deerfield Boulevard. Permanent signals will go in by the end of the year. • The stormwater retention basin in the southeast quadrant is completed and is functioning. In response to questions from the Board, Mrs. Little reported that: • About 40% of the Village's street name signs have been replaced. • Residents who have had parkway trees removed will receive notification from the Village on.how to care for reseeded areas. They will also be reminded, that the Village has a 50/50 parkway tree replacement program. • The North Avenue stoplight will go to bid soon, with bid opening anticipated for August, and implementation anticipated before the end of the year. • Notices regarding the Assistant Engineer's position have been sent to approximately 150 communities, and ads have been placed in trade publications and on the internet. So far, response has been poor. • Design alternatives for the Osterman /Longfellow intersection are being studied. DOWNTOWN REDEVELOPMENT UPDATE Mayor Forrest presented a progress report on the redevelopment of the Southeast Quadrant, the Southwest Quadrant, and South Commons. In response to a resident's comments at the last meeting regarding some problems in the Deerfield Square development, Mrs. Little reported that some areas have been damaged by construction traffic. These will be replaced by the developer. PUBLIC COMMENT There was no public comment. (1) CONTINUED PUBLIC HEARING, WALGREENS ANNEXATION, REZONING, SPECIAL USE AND (2) REPORT AND RECOMMENDATION OF PLAN COMMISSION RE REQUEST FOR ANNEXATION, REZONING, SPECIAL USE FOR AN I -1 PUD FOR THE DEVELOPMENT OF AN' OFFICE BUILDING, WALGREENS, WILMOT ROAD, HELD OVER FROM 7/5/00 Walgreens property line. In a letter dated July 10, 2000 and an amended letter dated July 14, David Erck, Senior Manager of Architecture for Walgreens, responded to Village concerns regarding their expansion project. At the meeting Mr. Erck summarized the letters, reporting that: 1. The balloon launch was done. Results indicate that the new building will be only minimally viewable from the northern F 1 2. An independent landscape architect has staked out locations for an additional forty trees. Walgreens agrees to fund the project for $37,000 instead of the $25,000 previously committed. Walgreens would like to hold off on this project until after their underground irrigation system is completed. 3. Walgreens agrees to dedicate approximately 50,550 square feet of property along Wilmot Road for future road widening, with an approximate value of $341,200. They will also pay 50% of the cost of the road widening, up to an amount not to exceed $50,000. 4. Walgreens does not agree to participate in the funding of a traffic light at their southernmost entrance onto Wilmot Road, but they will consider an additional traffic control police officer at peak times if required. Trustee Heuberger commented that more fir trees need to be planted in the berm to provide winter screening for neighboring residences. Mr.,Erck responded that he would want to look at any revisions to the landscape architect's plan before agreeing to changes. Walgreens real estate attorney pointed out that the landscape plan was done by a firm selected by the Village. If the Village wants to change the plan to include fir trees, they can do that, but the cost to Walgreens should not go beyond $37,000. Trustee Heuberger commented that if a traffic signal becomes warranted in the future, it would be there to service Walgreens and to protect residents from traffic conditions caused by Walgreens. It should therefore be paid for by Walgreens, and this should be stated in the annexation agreement. Mr. Erck, Mr. Silverman, and.Board.members discussed.this issue at some length but did not reach consensus. Trustee Ragona commented that he thought Walgreens' letter on the outstanding issues was adversarial, and that he is opposed to the annexation unless provisions are included for traffic signals on Wilmot Road. He.insists that if they are ever needed, they should be installed at Walgreens' expense Trustee Harris commented that at a prior meeting the issue of lighting within Walgreens, specifically in the proposed walkway, was raised, but the issue has not been addressed by the petitioners. Mr.' Erck responded that he doesn't recall this issue coming up before. He will provide information to the Village. Clavinia resident Alan Rohrbach commented. that the proposed building will be much more visually prominent than the building it will be replacing and therefore more landscaping is needed. Ira Rosenblatt commented that Clavinia residences already have a lot of light from Walgreens interior lighting shining into their windows at night. This issue needs to be addressed prior to allowing to the proposed building and walkway. No one having any further comments, Trustee Heuberger made a motion to adjourn the public hearing. Trustee Ragona seconded the motion. The motion passed. unanimously. . Mr. Franz read the Report and Recommendation of the Plan Commission. The Plan Commission recommends that: • The annexation of the 200 Wilmot Road property into the Village of Deerfield be approved; ' . 3 . • 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 North /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 be built; and • Village staff mediate the north berm landscape issue between the neighbors and Walgreens. All motions passed 7 -0. The Village attorney commented that, with the exception of the interior lighting issue, the draft annexation agreement contains the items required by the Village and discussed at this meeting. Both sides need to consider their positions on these issues, and the matter should be placed on the next Board agenda as Old Business. REPORTS REPORTS AND RECOMMENDATIONS OF PLAN The Plan Commission held a public hearing on COMMISSION AND VCDC RE REQUEST FOR June 8th. It is their recommendation that APPROVAL OF A.SPECIAL USE TO ALLOW Cellular One's request for a special use to A ROOFTOP TELECOMMUNICATIONS permit the installation of a rooftop tele- FACILITY AT 740 WAUKEGAN ROAD, communications facility at 740 Waukegan Road CELLULAR ONE AND CRM PROPERTIES in the Deerfield Square development be approved. The motion passed 5 -0. The VCDC also recommends that the petitioner' request be approved. The motion passed 7 -0. Trustee Harris questioned if alternate sites were studied, specifically on Village property, so that the Village or other governmental entity would receive the revenue from the facility. Trustee Swanson responded that the Cable and Telecommunications Commission did. a study on locations in -the Village that would be the best sites for these facilities. Mr. Franz added that the advantage of this location is its height. Larry Dobkin, representing Cellular One, reported that the Deerfield Road /Waukegan Road intersection is a particularly busy site, and this location perfectly suits their need for a site in this area. After discussion, Trustee Ragona made a motion to accept the Report and Recommendation of the Plan Commission and the Report and Recommendation of the VCDC and to direct the Village attorney to prepare an ordinance. In the meantime, alternate sites will be studied by both the Village and Cellular One. 4 Reading. Trustee Rosenthal moved for passage of the Consent Agenda and adoption of the ordinance. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) OLD BUSINESS ORDINANCE APPROVING TEXT AMENDMENT An ordinance approving a text amendment to TO ZONING ORDINANCE TO ADD MAIL, the Zoning Ordinance to add mail, parcel, PARCEL, SHIPPING AND BUSINESS shipping, and business service as a.Class B SERVICE AS A CLASS B SPECIAL USE special use in the C -1 District. First IN THE C -1 DISTRICT Reading. ORDINANCE APPROVING SPECIAL USES Ordinance approving special uses for Pearle FOR PEARLE VISION AND MAIL BOXES, Vision and Mail Boxes, Etc., at Deerfield ETC., DEERFIELD CENTRE Centre. First Reading. Trustee Ragona suggested that Pearle Vision and Mailboxes, Etc. each have its own ordinance and be voted on separately. The Village attorney agreed to prepare separate ordinances. Bruce Kaplan was in attendance. He suggested, and Trustee Swanson agreed, that they will meet to discuss the issues that Mr. Kaplan and the Board discussed at the previous meeting. There was further discussion about Mail Boxes, Etc. Trustee Seiden expressed his continuing concerns about traffic. Mr. Kaplan reported that the national average for box use is two visits per customer per week. The largest user of Mail Boxes, Etc. is the home based business operator. Resident Kelly Milani expressed her appreciation to Trustee Seiden for trying to do what is best for the residents of Deerfield. Resident Peter Borzak expressed his support for Mail Boxes, Etc. .A small business owner, he uses Mail Boxes, Etc. extensively and thinks it provides many helpful services. ORDINANCE RE DIRECTIONAL SIGNAGE An ordinance approving Enter and Exit signs FOR WALGREENS, DEERFIELD SQUARE for the drive thru pharmacy at.Walgreens. First Reading. ORDINANCE RE NEW SIGN CRITERIA FOR CONSENT AGENDA ordinance ORDINANCE 0 -00 -21 INCREASING NUMBER An ordinance increasing the number of Class B LAKE COOK OF CLASS B LIQUOR LICENSES FROM 0 Liquor Licenses from none to one and the Plaza. TO 1, THE NUMBER OF CLASS C LIQUOR number of Class C Liquor Licenses from three LICENSES FROM 3 TO 4, AND to four (both for Sopraffina Marketcaffe) and DECREASING THE NUMBER OF CLASS A decreasing the number of Class A Licenses LICENSES FROM 4 TO 3 from four to three (Walgreens). Second Reading. Trustee Rosenthal moved for passage of the Consent Agenda and adoption of the ordinance. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) OLD BUSINESS ORDINANCE APPROVING TEXT AMENDMENT An ordinance approving a text amendment to TO ZONING ORDINANCE TO ADD MAIL, the Zoning Ordinance to add mail, parcel, PARCEL, SHIPPING AND BUSINESS shipping, and business service as a.Class B SERVICE AS A CLASS B SPECIAL USE special use in the C -1 District. First IN THE C -1 DISTRICT Reading. ORDINANCE APPROVING SPECIAL USES Ordinance approving special uses for Pearle FOR PEARLE VISION AND MAIL BOXES, Vision and Mail Boxes, Etc., at Deerfield ETC., DEERFIELD CENTRE Centre. First Reading. Trustee Ragona suggested that Pearle Vision and Mailboxes, Etc. each have its own ordinance and be voted on separately. The Village attorney agreed to prepare separate ordinances. Bruce Kaplan was in attendance. He suggested, and Trustee Swanson agreed, that they will meet to discuss the issues that Mr. Kaplan and the Board discussed at the previous meeting. There was further discussion about Mail Boxes, Etc. Trustee Seiden expressed his continuing concerns about traffic. Mr. Kaplan reported that the national average for box use is two visits per customer per week. The largest user of Mail Boxes, Etc. is the home based business operator. Resident Kelly Milani expressed her appreciation to Trustee Seiden for trying to do what is best for the residents of Deerfield. Resident Peter Borzak expressed his support for Mail Boxes, Etc. .A small business owner, he uses Mail Boxes, Etc. extensively and thinks it provides many helpful services. ORDINANCE RE DIRECTIONAL SIGNAGE An ordinance approving Enter and Exit signs FOR WALGREENS, DEERFIELD SQUARE for the drive thru pharmacy at.Walgreens. First Reading. ORDINANCE RE NEW SIGN CRITERIA FOR An ordinance approving ten new sign criteria LAKE COOK PLAZA for Lake Cook Plaza. The petitioner wrote 5 to the Village on July 6"' requesting a waiver of the rules to permit the ordinance to be approved on First Reading. The Board declined the request. This will stand as a First Reading. ANALYSIS AND AWARD OF BID FOR THE CONSTRUCTION OF WATER SYSTEM IMPROVEMENTS, TRANSMISSION MAIN; and AUTHORIZATION TO ACCEPT PROPOSAL OF BAXTER & WOODMAN FOR CONSTRUCTION ENGINEERING SERVICES, WATER SYSTEM IMPROVEMENTS, TRANSMISSION LINE NEW BUSINESS These two agenda items will be held over until the next meeting. ORDINANCE INCREASING NUMBER OF An ordinance increasing the number of Class CLASS E LIQUOR LICENSES FROM 12 TO E Liquor Licenses from twelve to thirteen 13 AND NUMBER OF CLASS B LICENSES (for Bennigan's at the Metra /Home Depot site) FROM 1 TO 2 and the number of Class B Licenses from one to two (for Whole Foods). First Reading. In a letter dated July 13, 2000, Bennigan's requested a waiver of the rules to permit the ordinance to be approved on First Reading, but the Board declined the request. AUTHORIZATION FOR MAYOR TO SIGN Trustee Swanson commented that the AIA form CONTRACT FOR ARCHITECTURAL SERVICES distributed to the Board provides no useful WITH THE HEWER CORPORATION FOR information, not even the cost of the REMODELING THE POLICE DEPARTMENT project or Mr. Hezner's fee other than as a FACILITY percentage of the cost of the project. Mr. Hezner agreed to put that information into the contract. Mayor Forrest commented that the contract precludes the Village from using a construction manager. Mr. Hezner responded that the contract is for the design of the improvements only. Bidding of the construction can be on any basis the Village chooses. Trustee Heuberger commented that a transfer of the plans and specifications to the Village is needed, or at least a license to use them. Mr. Hezner said he would be willing to grant a license to use the plans and specifications. He would also agree to a 10% retention. After further discussion Trustee Ragona made a motion to approve. the contract for an amount not to exceed $172,500, subject to the conditions discussed at this meeting. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) REQUEST TO ANNEX PROPERTY TO THE Gregg'and Randi Szilagyi, are requesting VILLAGE, 1660 BERKLEY, SZILAGYI to annex their property at 1660 Berkley into the Village. Their property, which is in unincorporated Lake County, is contiguous to the Village's boundary. At their expense, they agree to connect to the Village's water and sanitary sewer system. Zoning for the property would be R -1. Trustee Seiden made a motion to direct the Village Attorney to prepare an ordinance annexing 1660 Berkley into the Village. Trustee Ragona seconded the motion. The motion passed unanimously. 0 1 1 AUTHORIZATION TO REPLACE POLICE The mobile data terminal system is thirteen DEPARTMENT'S MOBILE DATA years old, with upgrades last done five years TERMINAL SYSTEM ago. Upgrades needed at this time include: 11 laptop computers available from CDS Computers at the State-Bid price of $52,664; • 11 computer docking stations, consoles (if required) and retrofitting the existing equipment, to be provided by Lund Industries for $14,850; • base station equipment and-11 mobile data radios and installation, to be provided by Electrocom for $35,830; • activation of the system and a monthly fee for twelve months to be provided by TWIN for $3,014. The total amount being requested is $106,358. Chief Anderson reported that the life expectancy of the laptops is about four years. He anticipates a move from radio transmission to wireless in the not too distant future. These laptops will be able to make the transition with no additional expense. Trustee Rosenthal made .a motion to approve the requested contracts at a cost not to exceed $106,358. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None.(0) DISCUSSION NEXT MEETING IN.THREE WEEKS Mr. Franz reported that because there are five Mondays in July, the next Board meeting will be in three weeks, on August 7th EXECUTIVE SESSION Mayor Forrest asked for a motion to go into Executive Session to discuss litigation.and personnel. Trustee Rosenthal so moved. Trustee Ragona 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 9:45 P.M. D: Mayor ATTEST: _J Village Clerk 7 VILLAGE CENTER REDEVELOPMENT Progress Report July 17 2000 Southwest Quadrant (Deerfield Square): ➢ Work continues on the main parking lot. Several undetected underground oil tanks were found during excavation. They are being dealt with through the Illinois State Fire Marshal's office. It is not expected that this will delay the additional paving scheduled for this week. ➢ Staff is working with the developer on a pedestrian access to the new Walgreens store from Osterman Avenue during the balance of construction. Southeast Quadrant (Deerfield Centre): ➢ Sopraffina's Restaurant is constructing the interior of their building and plans to open by Labor Day. ➢ Starbucks and Superstand will begin their interior buildouts on August I". ➢ Over one fourth of the apartments have signed leases. South Commons: ➢ Construction continues on all three building types: villas, rowhomes and condos. The developer hopes to begin occupying some of the units by late Fall. i 1