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05/07/2001May 7, 2001 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Harris in the Council Chamber of the Village Hall on Monday, May 7, 2001, at 8:00 P.M. The Clerk called the roll and announced that the following were: Present: Steven Harris, Mayor Jerry Kayne Derek Ragona Harriet Rosenthal William Seiden Vernon Swanson and that a quorum was present and in attendance. Also present were Attorney Peter Coblentz and Village Manager Robert Franz. APPROVAL OF MINUTES Trustee Rosenthal made a motion to approve the minutes of the April 16th Board meeting. Trustee Ragona seconded the motion. The motion passed unanimously. Trustee Ragona made a motion to approve the minutes of the April 25th continued Board meeting. Trustee Kayne seconded the motion. The motion passed unanimously. Trustee Ragona: made a motion to approve the minutes of the April 30th Committee of the Whole meeting. Trustee Swanson commented that Trustee Seiden was not in attendance at that meeting, although the minutes state that he was there. Trustee.Ragona made a motion to approve the minutes as amended. Trustee Kayne seconded the motion. The motion.passed unanimously. PROCLAMATIONS Mayor Harris acknowledged the following four proclamations: • Youth Appreciation Day on May 8th. Trustee Rosenthal made a motion to accept the proclamation. Trustee Ragona seconded the motion. The motion passed unanimously. Trustee Seiden accepted the proclamation on behalf of the Optimists Club. • National Senior Center Week, May 13 -19. Trustee Rosenthal made a motion to accept the proclamation. Trustee Ragona seconded the motion. The motion_ passed unanimously. • Crop Walk Day on May 20th. Trustee Rosenthal made a motion to accept the proclamation. Trustee Ragona seconded the motion. The motion passed unanimously. • Peace Week, May 13 -19, and Peace Officers' Memorial Day on May 15. Trustee Rosenthal made a motion to accept the proclamation. Trustee Ragona seconded the motion. The motion passed unanimously. REPORT ON DEPARTMENTAL OBJECTIVES, George Valentine presented the Report on FINANCE DEPARTMENT Departmental Objectives for the Finance Department. Highlights included: • The Village received the GFOA Certificate of Achievement for Excellence in Financial Reporting and the GFOA Distinguished Budget Presentation Award. • The Tax Levy Ordinance was passed on December 18, 2000 and the Annual Budget was adopted April 16, 2001. • The Finance Department exceeded its objective of investing 97.5% of available funds at a rate equal to the 90 -day Treasury Bill. • REACT is in the process of installing Microsoft Outlook Express to Village computers, which will allow intranet access between departments. • Upcoming projects include the annual audit and the mailing of vehicle stickers. PUBLIC COMMENT Chip Pew, 829 Hazel Avenue, who is employed by the Illinois Commerce Commission Rail Division, was in attendance to discuss proposed legislation 49CFR, parts 222 and 229, regarding use of locomotive horns at grade crossings and to offer his assistance in taking steps to ensure that Deerfield will be able to maintain its "quiet zone" status. Mr. Pew and trustees discussed the issue for several minutes. Mayor Harris commented that he would like for the Safety Council to become involved in this matter. Susan Ragona reported that on May 24th at 7:00 p.m. the School District 109.middle school bands will present a combined performance at the Deerfield Square plaza. Future evening entertainment events are also being planned. REPORTS REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION AND REPORT AND RECOM- April 26, 2001 to consider the request of MENDATION OF VCDC RE REQUEST TO Deerfield Centre and Orvis for a second floor AMEND SIGN PLAN AND SIGN CRITERIA wall sign. It is their recommendation that TO ALLOW A SECOND FLOOR SIGN FOR the petitioners' request for approval of an ORVIS AT 775 WAUKEGAN ROAD, amendment to the Deerfield Centre sign DEERIELD CENTRE criteria and a sign modification for an off premises wall sign for Orvis be denied. On a motion to approve, there was one "yes" vote and three "no" votes. The Village Center Development Commission also considered the request. It is their recommendation that the petitioners' request be approved, with the condition that the sign be approved for Orvis only. If Orvis leaves the tenant space, any new tenant would have to obtain Village approval for a second story sign in this location. The motion passed 4 -1 with one abstention. Northern Realty's Michael-Tobin-and Tim Peters, Manager of Store Development for Orvis, were in attendance. Mr. Peters explained that the second story sign would face northbound traffic on Waukegan Road, providing greater visibility to motorists than the store's other signs. In his opinion the store's other signs are not very visible to motorists, and the additional sign would increase Orvis' business. In response to a question from Trustee Rosenthal, Mr. Peters pointed out on a drawing the location of the store's four permitted signs. Trustee Rosenthal commented that she agrees with the Plan Commission's recommendation, as off site signs and second story signs are both prohibited for retail by the Zoning Ordinance. She feels the reasons in favor of the signage are not compelling enough to justify amending the Zoning Ordinance, and that motorists will find the store even without the sign. Other trustees agreed. Trustee Seiden expressed concern about setting a precedent. K After discussion, Trustee Rosenthal made a motion to accept the Report and Recommendation of the Plan Commission. Trustee Swanson seconded the motion. The motion passed unanimously. Trustee Rosenthal made a motion to accept the Report and Recommendation of the VCDC. Trustee Swanson seconded the motion. The motion failed unanimously. The sign is therefore denied. REPORT AND RECOMMENDATION OF CABLE The Cable and Telecommunications Commission, AND TELECOMMUNICATIONS COMMISSION. along with the Village Attorney and staff, RE AMENDING ZONING ORDINANCE RE are proposing revised language to the TELECOMMUNICATIONS FACILITIES ON Telecommunications Ordinance to inform PUBLIC PROPERTY vendors of their obligation to review and consider public lands within any site ring they investigate for prospective new telecommunications facilities in the Village. Jesse Rotman read the following proposed changes: • 2.08 -D.1 Public property and property owned or controlled by the Village where TCSF siting is a permitted use or a special use ( "Public Sites ") are preferred as TCFS sites. • 2.08 -E.13 Public Sites. Public Sites within the Applicant's site search ring shall be considered by the Applicant for the proposed TCFS. Any application to locate proposed TCFS on a non - Public Site shall be accompanied by a written report identifying the Public Site(s) considered by the Applicant and detailing the reasons that the Public Site(s) were found to be not feasible. Mayor Harris commented that he feels the language is fair, and he is comfortable with it. It was noted that language will be added to the final draft by the attorney for definition purposes. After discussion, it was decided that this Will stand as a First Reading of the Ordinance Amending the Zoning Ordinance re Telecommunications Facilities of Public Property (tabled under "Old Business" since January 2, 2001). The amended ordinance will be on the agenda for Second Reading at the next Board meeting. CONSENT AGENDA ORDINANCE 0 -01 -21 INCREASING An ordinance increasing the number of Class E NUMBER OF CLASS E LIQUOR LICENSES liquor licenses from 15 to 16 for Chipotle FROM 15 TO 16, CHIPOTLE MEXICAN Mexican Grill. Second Reading. GRILL - Trustee Rosenthal made a motion to adopt the ordinance. Trustee Swanson seconded the motion. 9 Resident Larry Dondanville expressed his opinion that it would be helpful to have the sign so that motorists can more easily find the store and not have to drive around looking for it. Resident Amy Parker commented that the lack of signage would cause more traffic problems than the sign itself. She noted that the sign would probably be at least partially blocked when the trees are leafed out. After discussion, Trustee Rosenthal made a motion to accept the Report and Recommendation of the Plan Commission. Trustee Swanson seconded the motion. The motion passed unanimously. Trustee Rosenthal made a motion to accept the Report and Recommendation of the VCDC. Trustee Swanson seconded the motion. The motion failed unanimously. The sign is therefore denied. REPORT AND RECOMMENDATION OF CABLE The Cable and Telecommunications Commission, AND TELECOMMUNICATIONS COMMISSION. along with the Village Attorney and staff, RE AMENDING ZONING ORDINANCE RE are proposing revised language to the TELECOMMUNICATIONS FACILITIES ON Telecommunications Ordinance to inform PUBLIC PROPERTY vendors of their obligation to review and consider public lands within any site ring they investigate for prospective new telecommunications facilities in the Village. Jesse Rotman read the following proposed changes: • 2.08 -D.1 Public property and property owned or controlled by the Village where TCSF siting is a permitted use or a special use ( "Public Sites ") are preferred as TCFS sites. • 2.08 -E.13 Public Sites. Public Sites within the Applicant's site search ring shall be considered by the Applicant for the proposed TCFS. Any application to locate proposed TCFS on a non - Public Site shall be accompanied by a written report identifying the Public Site(s) considered by the Applicant and detailing the reasons that the Public Site(s) were found to be not feasible. Mayor Harris commented that he feels the language is fair, and he is comfortable with it. It was noted that language will be added to the final draft by the attorney for definition purposes. After discussion, it was decided that this Will stand as a First Reading of the Ordinance Amending the Zoning Ordinance re Telecommunications Facilities of Public Property (tabled under "Old Business" since January 2, 2001). The amended ordinance will be on the agenda for Second Reading at the next Board meeting. CONSENT AGENDA ORDINANCE 0 -01 -21 INCREASING An ordinance increasing the number of Class E NUMBER OF CLASS E LIQUOR LICENSES liquor licenses from 15 to 16 for Chipotle FROM 15 TO 16, CHIPOTLE MEXICAN Mexican Grill. Second Reading. GRILL - Trustee Rosenthal made a motion to adopt the ordinance. Trustee Swanson seconded the motion. 9 Trustee Kayne questioned the wisdom of serving.alcohol at a fast food restaurant. After discussion, the motion passed by the following vote: AYES: Ragona, Rosenthal, Seiden, Swanson (4) NAYS: Kayne (1) RESOLUTION R -01 -05 RE MFT A resolution appropriating $486,000 of Motor MAINTENANCE OF STREETS AND Fuel Tax funds for the purpose of maintaining HIGHWAYS streets and highways under the applicable January 1, 2001 to work done by Public work. provisions of the Illinois Highway Code from December 31, 2001. $270,000 of the total would be used for Works employees, and the remainder would be used for contract Trustee Swanson moved for approval of the resolution. Trustee Seiden seconded the motion. The motion passed unanimously. OLD BUSINESS ORDINANCE AMENDING ZONING ORDINANCE This agenda item was discussed earlier in the RE TELECOMMUNICATIONS FACILITIES ON meeting. Second Reading will be at the next PUBLIC PROPERTY Board meeting. NEW BUSINESS ANALYSIS AND AWARD OF BID FOR Fifteen nurseries were invited to submit bids 50/50 PARKWAY TREES FOR 2001 for the 50/50 Parkway Tree contract. Only one bid was received, which was from Arthur Weiler, Inc. Although prices have increased substantially from last year's contract, due primarily to last year's wind storm, Ms. Little recommends awarding the contract to Arthur Weiler, Inc. She noted that there was no bid for two species of tree on the bid sheet. Ms. Little will solicit unit prices elsewhere for those two species. Trustee Seiden raised the possibility of rejecting all bids and rebidding, but it was decided that, due to notification requirements, this would be too lengthy a process. After further discussion Trustee Rosenthal made a motion to award the contract to Arthur Weiler, Inc. at the unit prices proposed. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) AUTHORIZATION FOR MAYOR TO SIGN Four engineering firms submitted proposals ENGINEERING SERVICES AGREEMENT FOR for the Deerfield Road pedestrian bridge DEERFIELD ROAD PEDESTRIAN BRIDGE project. Staff recommended to IDOT the firm . of McDonough Associates. IDOT concurred with that recommendation and with the cost proposal and draft agreement submitted by the Village's consultant. Mrs. Little is therefore requesting authorization for 4 1 the Mayor to execute the Preliminary Engineering Services Agreement for the Deerfield Road Pedestrian Bridge with McDonough Associates, Inc. in the amount of $97,737.17. This project will be funded 100% by the Operation Greenlight Fund, administered by the State of Illinois. Trustee Ragona made a motion to authorize Mayor Harris to execute the Preliminary Engineering Services Agreement for the Deerfield Road Pedestrian Bridge with McDonough Associates, Inc. in an amount not to exceed $97,737.17. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) AUTHORIZATION TO AWARD CONTRACT The Public Works Department has identified TO INSITUFORM FOR SANITARY SEWER the need to rehabilitate the sanitary sewer LINING on Deerfield Road between Park Avenue and Waukegan Road. Due to its location, size and depth, the preferred method of rehabilitation is in -situ pipe lining. Proposals were requested from two firms. Insituform Technologies, Inc. submitted the only proposal, which was in the amount of $57,836. Staff recommends acceptance of the Insituform proposal to line 865' of 21" and 24" diameter sewer on Deerfield Road west of Waukegan in an amount not to exceed $57,836. After discussion, Trustee Rosenthal made a motion to award the contract to Insituform Technologies, Inc. in an amount not to exceed $57,836. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) AUTHORIZATION TO PURCHASE ONE 2001 In March 2001 sealed bids were received for TRAILER MOUNTED LEAF VACUUM LOADER two 2001 trailer mounted leaf vacuum loaders with curb nozzle attachments. Standard Equipment offered to hold their unit prices until May 29, 2001 if the Village wished to purchase additional units. The Village has budgeted $35,000 for an additional 20 cubic yard trailer mounted leaf vacuum loader to be placed into service before this fall's leaf pick up. Mrs. Little recommends acceptance of the Standard Equipment proposal for the purchase of a 20 cubic yard trailer mounted leaf vacuum loader with curb nozzle in an amount not to exceed $29,299. Trustee Ragona made a motion to purchase one 20 cubic yard trailer mounted leaf vacuum loader with curb nozzle from Standard Equipment in an amount not to exceed $29,299. Trustee Swanson seconded the motion. The motion passed by the following vote: ATES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) AUTHORIZATION TO AWARD CONTRACT Three contractors were asked to submit quotes FOR SLAB- JACKING (RAISING CONCRETE for slab jacking uneven sidewalk within the SIDEWALKS) Village right -of way. Staff recommends that Concrete Raising at the unit budgeted for the project. the contract be awarded to Advantage 2 price of $1.40 /square foot. $50,000 has been 5 Trustee Kayne made a motion to award the contract to Advantage 2 Concrete Raising at the unit.price of $1.40 /square foot. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) nrcrrTCQTnM OPEN TRUSTEE POSITION Mayor Harris reminded residents that applications for the open trustee position are being accepted until May 18th. Anyone interested in applying for the position should contact Mr. Franz. SWALCO Trustee Ragona reported that SWALCO will be selling compost bins on May 19th at the METRA lot in Highland Park (Central and St. Johns). The cost of the bins is $20. DEERFIELD LOGO In response to information the trustees received in their packets regarding the possibility of seeking trademark status for the Deerfield logo, Trustee Ragona gave his reasons for feeling that this step in unnecessary. Trustee Kayne felt that the logo is "intellectual property" and that trademarking should be considered. Mayor Harris responded that discussion of this matter will continue. WINSTAR PETITION WITHDRAWN Mr..Franz reported that the petition from Winstar Communications to erect an antenna at 1419 Lake Cook Road, which had been tabled, has now been withdrawn by Winstar. COMMITTEE OF THE WHOLE Mr. Franz reported that the Committee of the Whole meeting which was scheduled for Thursday, May 10th has been rescheduled for Monday, May 14th at 8:00 P.M. POSSIBLE CHANGE OF TIME FOR Mr. Franz reported that consideration is BOARD MEETINGS being given to changing the starting time of Board meetings to 7:30 P.M. Anyone having an opinion regarding this possible change shoul ontact Mr. Franz. ADJOURNMENT There eing.:no_fu ther business to discuss, ustee Rag - na made motion, to adjourn the meeting. Trustee Kayne se.� -ori' "" ed d the moti n. Tr _ mtiti n passed unanimously. The meeting was adjourned pf 9:30 P.M. �f APPROVED: Mavdr ATTEST: Village Cler C� I.