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08/06/2001August 6, 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, August 6, 2001, at 8:04 P.M. The Clerk called the roll and announced that that the following were: Present: Steven Harris, Mayor Jerry Kayne Derek Ragona Harriet Rosenthal William Seiden Vernon Swanson Matthew Wylie and that a quorum was present and in attendance. Also present were Attorney Judy Kolman and Village Manager Robert Franz. APPROVAL OF BOARD MINUTES Trustee Ragona made a motion to approve the minutes of the previous meeting. Trustee Kayne seconded the motion. The motion passed unanimously. PROMOTION TO COMMANDER - GEORGE Chief Sliozis announced the promotion of "SKIP" HOFFMAN Sergeant George `Skip" Hoffman to Commander. Commander Hoffman has been with the Deerfield Police-Department since 1969. The Oath of Office was administered by Mr. Franz. APPROVAL OF COMMITTEE OF THE Trustee Ragona made a motion to approve the WHOLE MEETING MINUTES minutes of the July 30th Committee of the Whole meeting. Trustee Rosenthal seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF PLAN Mayor Harris asked for Public Comment on COMMISSION AND REPORT AND the Deerbrook Mall. RECOMMENDATION OF ARC RE PROPOSED REDEVELOPMENT OF DEERBROOK MALL - Melissa Bigg stated her opinion that 90° LEND LEASE REAL ESTATE INVESTMENTS parking spaces don't work well. If they are AND GATEWAY- FAIRVIEW, INC. to be used at Deerbrook, wider lanes should be required to make parking easier. Mrs. Bigg also suggested withholding approval on the two outbuildings until it can be demonstrated that the mall has adequate parking. She asked that Deerbrook's current small businesses be given the opportunity to be a part of the redeveloped mall. Lastly, Mrs. Bigg suggested that politicians at the State level be asked . to help solve the traffic problems at Lake Cook and Waukegan Roads. Louise Ristow, a resident of the Glenbrook Countryside subdivision just east of Deerbrook Mall, asked the Board to give consideration to a southbound left hand turn.lane into Walnut Circle. She also expressed concerns about security, traffic, parking, and the fact that Sears, owner of The Great Indoors, has a poor track record. Reading from a prepared statement Mayor Harris commented that the Board is not yet comfortable with the overall plan for Deerbrook Mall. He proposed the following: • No increase in the square footage of the center from its current size of 624,000 square, feet. This would not necessarily eliminate the outlots. • A commitment from the developer to dedicate for road improvement purposes the right -of -way needed to widen the Lake Cook Road /Waukegan Road intersection. • All driveway access improvements to be completed as recommended by the consultant. • Interconnections with adjoining commercial properties to be made if permission can be obtained from.the owners of those properties. • More creative landscaping options must be sought. • Accommodation must be reached with as many current Deerbrook Mall tenants as possible to locate them in the. redeveloped mall. Regarding the Sales Tax Sharing Agreement, Mayor Harris reported that he feels the Board commitment at this time is at $5,500,000 over fifteen years, with the rebate to the developer to commence at the completion of the entire project. Mike McCall of Lend Lease reminded the Board, that their redevelopment proposal has the approval of the Plan Commission and the Appearance Review Commission. He feels the project is also supported by village staff and by current Deerbrook Mall tenants -both the national retailers and the local tenants. He commented on the dire need of Jewel to be improved. He commented that the developers are making a $40,000,000 investment, which would not be undertaken if they weren't convinced the mall would be a top notch, successful center. Mr. McCall then requested that Board members individually raise any concerns they have, so that these can be addressed and a consensus hopefully reached. Trustee Seiden commented that Lend Lease has not provided him with certain financial information that he requested. He noted that most of the property tax from Deerbrook .Mall goes to Northbrook rather than to Deerfield, making sales tax revenues Deerfield's main revenue source from the mall. Trustee Seiden expressed concerns about density, parking, and traffic. He would like to see either no outlots or a reduced main mall, and he agreed with Mayor Harris that the developers need to dedicate land for the needed roadway improvements. He would also like to have a revised parking study which takes into consideration that the typical TGI customer stays in the store for two hours. Trustee Swanson's comments centered on traffic concerns. He noted that, at the earliest, any road improvements will not be completed until 2004, while The Great Indoors and most of the rest of the mall will be in operation before that. Trustee Swanson also noted that any intersection improvements will require the developers to relinquish right -of -way. Mr. McCall commented that the parking ratios for the development were based on gross building area. It has been brought to Mr. McCall's attention that a previous agreement for Deerbrook used gross leaseable area only. The developers plan to revise their calculations based on gross leaseable area. This will improve parking ratios and may make additional landscaping possible. Trustee Ragona commented that, like the other trustees, he thinks the development is too dense. He also shares their parking concerns and concerns about the Lake Cook /Waukegan intersection. Trustee Ragona would like for staff to look into possible tollway improvements off the Edens ' 2 Spur that would improve mall ingress and egress. He would also like another opinion on whether the southbound left turn lane onto Walnut Circle is feasible. Trustee Kayne expressed his concern about Sears and about the fact the TGI is an unproven store. He has concerns about parking and security. He commented that he doesn't agree with the sales tax sharing concept. Mostly, though, Trustee Kayne is disappointed that Lend Lease is more interested in justifying their choices than they are in negotiating the Village's suggestions. Mr. McCall responded that they-are quite willing to negotiate, which is why he asked tonight for each trustee to share his or her concerns. These will be addressed in writing in time for the trustees to study the responses before the next meeting. He also pointed out that any dollars received from tax sharing will not go into the developers' pockets but will go into mall improvements. Trustee Wylie commented that the landscaping plan needs improvement, especially along the perimeter of the mall. He has concerns about the density of the project and thinks the outlots should be eliminated, at least temporarily. Trustee Wylie expressed concern about the accessibility of the parking spaces at the rear of the mall and stated that, for maneuverability reasons, he favors a 62' parking module. Lastly, Trustee Wylie suggested having two left hand turn lanes northbound out of the mall onto Waukegan Road. Trustee Rosenthal shared her concerns about the mall as it currently exists. Her main objection to the redevelopment plan is that it is too dense. Less density would alleviate problems associated with parking and landscaping. Trustee Rosenthal.also would like to see an easement dedication document and an agreement that the developer is willing to interconnect Deerbrook Mall with the malls to its west and south. Mr. Marks remarked that the total square footage of the mall is not increasing as much as it would appear when viewed in terms of gross leaseable square footage vs. gross building square footage. Regarding traffic, he commented that improvements to Route 22 will reduce the number of cars on Lake Cook Road. Regarding parking, he reported that the parking is not so much reduced as reorganized. He noted that the portion of the mall which will be used for warehousing doesn't need to be considered in the parking calculations. In response to a question from Trustee Seiden, Bill Horvet, Investment Manager for the project, explained that the mall has deteriorated due to its lack of cross shopping. Without a strong anchor at each end of the mall, the smaller shops in the center of the mall suffer. The Great'Indoors will provide the missing southern anchor. Another problem has been that a number of the current stores are in long term leases and can't be required to make improvements. Mayor Harris reminded Mr. McCall that written responses to the issues raised at this meeting should be made as quickly as possible, preferably early enough to allow for another workshop meeting, if needed, before the August 20th Board meeting. REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a workshop meeting 3 [1 COMMISSION RE REQUEST FOR FINDING on July 12th. It is their recommendation that OF SUBSTANTIAL CONFORMANCE, HYATT the request of the Hyatt Deerfield campus for DEERFIELD CAMPUS a finding of substantial conformance to allow a parking lot at the west side of the development be approved. The motion passed 6 -0. Marek Klonowski of STS Consultants reported that the petitioners are proposing to construct a parking lot on the west side of their property on Wilmot Road. At the present time a road with a circular landscaped island exists in this area. A sidewalk will be provided along a portion of the east side of the new parking lot. At the south end of the property ten parking spaces will be eliminated to provide for better traffic flow and a landscaped island. Seven handicapped spaces will be added to the property so that each of the four office buildings will have five handicapped parking spaces, as required. Trustee Rosenthal moved for acceptance of the Plan Commission Report and Recommendation. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) OLD BUSINESS DISCUSSION RE SENIOR CENTER Randi Mayer, who resides at 167 Bristol Ct. which abuts Brickyards Park, was in attendance to express her concerns about the proposed senior center, which has grown in scope from the originally proposed 10,000 square feet to the currently proposed 16,000 square feet, with possible future expansions already being discussed. According to Mrs. Mayer, only about 100 senior citizens use the current center on a somewhat regular basis, and she feels that building a center that will cost over $4,000,000 and accommodate 331 people is not justified. She feels that a discussion of how much the Village will contribute to this project is premature, since residents of the surrounding area have not yet had a change to voice their concerns about the project. She asked that the matter be tabled until this has taken place. Director of Parks .Linda .Gryziedki and several park commissioners were in attendance to discuss the proposal. Trustee Swanson commented that the Plan Commission should study the proposal before the Board makes a decision about it. Trustee Seiden read a resolution he had prepared regarding the senior center and Village participation in its funding. He made a motion to adopt the resolution. No one seconded the motion. Trustee Ragona commented that the extent of Village funding for the senior center should be the only topic under discussion at this time. Discussion of the specifics of the project are premature. Trustee Rosenthal agreed, adding that an "up to" amount can be approved at this time without making any other commitments. The Plan Commission will then have the opportunity to study the proposal and make its report to the Board. 4 After further discussion, Trustee Rosenthal made a motion to amend Resolution R -99 -15 to provide for a Village contribution of up to $1,676,409 and half of the additional study, not to exceed $3,600, after which the proposal will go to the Plan Commission for review. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) RESOLUTION R -01 -08 RE MFT FUNDS A resolution for construction engineering and FOR NORTH AVENUE TRAFFIC SIGNAL construction of the Waukegan Road /North IMPROVEMENTS Avenue permanent traffic signal is required by the Illinois Department of Transportation to expend MFT funds. The Director of Public Works and Engineering requests approval of the resolution in the amount of $235,784. Trustee Rosenthal so moved. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) NEW BUSINESS AUTHORIZATION FOR MAYOR TO SIGN The current concession agreement at the AGREEMENT RE VENDOR AT DEERFIELD Deerfield Road Train Station expires on ROAD TRAIN STATION August 31st, and the current vendor does not plan to renew. Staff recommends that Mayor. Harris be authorized to sign a three year (minimum) agreement naming Robert Reinbold as the station's dew vendor. Rent for the concession is to be $450 /month for the first year and $475 /month for the second and third years. Mr. Reinbold has worked at the Deerfield.station in the past, filling in during times when the current vendor has been absent. Trustee Rosenthal made a motion authorizing Mayor Harris to sign the agreement. Trustee Swanson seconded the.motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) AUTHORIZATION TO AWARD CONTRACT At a previous Board meeting, trustees FOR NEW INTERCOM SYSTEM RE POLICE rejected a bid of $33,421 from Sound, Inc. BUILDING RENOVATION for a new Police Department intercom system. A bid from Midco for $12,688 was also rejected as it was conditional on being awarded the intercom system, video surveillance and access control system as one contract, which was not an economical advantage to the Village. Architect Kurt Hezner has received a bid for the intercom system from Tricom Communications in the amount of $16,401. Mr. Hezner recommends the acceptance of the Tricom bid. After discussion Trustee Ragona made a motion to award the bid to Tricom Communications in an amount not to exceed $16,401. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) 5 1 1 TRUSTEE IN THE TOWN recent Trustee In The Town that over fifty people came feels these sessions are an Village matters. nTRrT1GSTnm Trustee Seiden reported that he and Trustee Ragona. represented the Board at the most held at the Farmer's Market. Trustee Seiden commented to speak to him during the three hour period. He important way of keeping the residents informed about TEAR DOWN TASK FORCE Mayor Harris announced that he is appointing Trustee Seiden to chair a Tear Down Task Force.. Plan Commission Chairperson Bob Benton, ARC Chairperson Richard Coen, and Barbara Houpt will also serve on the commission, as will as 3 -5 members of the public who have not yet been selected. LIQUOR LICENSE FOR HI RICKY'S Mr. Franz reported that an amendment to the Liquor Ordinance is needed for Hi Ricky's Restaurant, which is due to open by early September. The amendment would increase by one the number of Class E liquor licenses. This will stand as a First Reading. WATER CONSERVATION Mr. Franz requested that during the current hot dry weather the public try to limit water use and honor the Village's sprinkling restrictions. COMMITTEE OF THE WHOLE Mayor Harris commented that there will be a Committee of the Whole meeting at the end of tonight's Board meeting to discuss matters relating to the Police Department renovation. The public is invited to stay for the meeting. PLAN COMMISSION MEETINGS Trustee Ragona suggested that Plan Commission meetings be broadcast on cable as a way of keeping residents informed about the Deerbrook Mall renovation and other Village matters. Staff will look into it. COMPREHENSIVE PLAN UPDATE Trustee Ragona suggested an update of certain sections of the Comprehensive Plan. Trustees Swanson and Rosenthal responded that this has been discussed for a long time, but it is not a project that should be undertaken in a piecemeal fashion. The matter will be discussed.with Mrs. Houpt to get her views on whether and how to proceed. ADJOURNMENT the meeting. Trustee Kayne s The meeting was adjourned ATTEST: Village e There be Truste �n�d �- t :25 P.M. ROVE 9 no further business to discuss, 1 made a motion to adjourn The nTVtion passed unanimously. Mayor