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01/22/2002,2 .4 January 22, 2002 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 Tuesday, January 22, 2002, at 7:30 P.M. The Clerk called the roll and announced that the following were: Present: Steve 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 Village Attorney Peter Coblentz and Village Manager Robert Franz. PLEDGE OF ALLEGIANCE Bruce Wiesley of the Deerfield Optimists Club led those in attendance in reciting the Pledge of Allegiance. He then briefly discussed the mission of the organization, which is to serve.area youth through such activities as Mudfest, Halloween Hoopla, an Easter Egg Hunt and others. APPROVAL OF MINUTES Trustee Ragona made a motion to approve the minutes of the previous meeting. Trustee Rosenthal seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Ragona made a motion to approve the Bills and Payroll. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden,.Swanson, Wylie (6) NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the December Treasurer's Report. Sales tax received in December (September 2001 sales) is 1.4% above last December (September 2000 sales). Sales tax collected so far this fiscal year is $2,013,884. Hotel /motel tax continues to be down, but December's receipts are only 1.2% below December 2000. As of December 31, 2001, 100% of available cash was invested at an average interest rate of 4.39 %, compared to an average rate of 1.71% for the 90 -day Treasury Bill. REPORT ON DEPARTMENTAL OBJECTIVES, Barbara Little presented highlights from the PUBLIC WORKS AND ENGINEERING Report on Departmental Objectives for Public Works and Engineering. Highlights from her report included: • The annual Snow Meeting was held in November. Along with public works personnel, attendees included personnel from the park district, School Districts 109 and 113, and the police and fire departments. • The leaf removal program operated with all vacuum equipment this year, picking up leaves from the parkway. 2 5 Board of Trustees Meeting January 22, 2002 Page 2 of 6 • So far this fiscal year the Sewer Department has responded to more than 430 calls for assistance on private sewer and drainage problems. • The Wastewater Reclamation Facility provided complete treatment for 1,343,000,000 gallons of raw sewage. • The number of water main breaks for the year is down from 92 to 76. • The Sidewalk and Curb Replacement program focused on the southwest quadrant. 77,600 square feet of sidewalk and 840 lineal feet of curb were replaced. 29,732 square feet of uneven sidewalk was restored using a slab jacking process. • At the Waukegan Road /North Avenue intersection, the widening of Waukegan Road and the pedestrian sidewalk and striping have been completed. Installation of the permanent signals is expected to be completed in February 2002. • 2600 linear feet of defective sewer was lined. • The Mitchell Park pumping station building is completed. Automatic controls continue to be'adjusted. PUBLIC COMMENT There was no public comment at this time. the Senior Center as the next item. Mayor Harris reordered the Agenda, putting OLD BUSINESS ORDINANCE RE AMENDMENT TO A SPECIAL Architect Neil Pollack showed revised" USE FOR BRICKYARDS PARK AND drawings of the proposed senior center, APPROVAL OF A SPECIAL USE FOR A incorporating suggestions made by Board SENIOR CENTER FACILITY, FIRST members at the previous meeting. READING Mr. Pollack.first showed two possible plans for connecting the pedestrian access at the north end of the site with the senior center and the rest of the park. These plans also showed the preferred southern site for the landbanked parking. The second of the plans (Plan B) is the preferred plan of the architects, but it does result in a decrease of eight parking spaces. The next two exhibits showed revised elevations._ In the revised plan, the height of the north section of the senior center would be decreased by 1' 8 "; the central section would decrease in height by 31, and the southern section would decrease in height by 41. The architects prefer the original plan, as natural light in the building will be decreased if the building height is lowered, and the central spaces will be more compressed. The exhibits showing elevation also show the mechanicals for the building. Mr. Pollack explained that the principal mechanical equipment for the building will be within the service area of the building and on the flat portion of the roof. The rooftop mechanicals will be screened. Trustee Ragona inquired if lowering the roof would make a substantial difference in what the nearby residents would see. Mr. Pollack commented that the height difference would not be easy to discern. 2 `6 Board of Trustees Meeting January 22, 2002 Page 3 of 6 Park Board member Rick Patinkin summarized a letter that the Park Board sent to the Village. In the letter the Park. Board unanimously recommends staying with the original plan for the building, with the addition of the Plan B walkway. Trustee Kayne asked if the Park Board will be open to input from the neighbors even after the project is completed. Mr. Patinkin responded that they would be. Mayor Harris asked for public comment. . Ken Warner inquired if the walkway will be enclosed, to which Mr. Pollack responded that it will not be, but it will be possible to be dropped off in an enclosed area. Mr. Warner asked about the effect of changing the roof, to which Mr. Pollack responded that there will be a reduction of natural light inside the facility if the roof is lowered. Sheldon Galens inquired if the sidewalk will be lighted. The response was that it will not be lighted. Mr. Galens expressed concerns about cooking smells, methane gas, and noise from the mechanicals and air conditioning. ` Bob Thomas expressed his concern that the berm and trees which would screen his home from the senior center may be destroyed. Mr. Thomas was assured that the berm belongs to The Fountains, not to the park district or the Village, and it will not be altered by this project. Trustee Wylie commented that he is satisfied with the representation of the mechanicals and with.the path showed on Plan B. He still has some reservations about the height of the building. Trustee Kayne commented that he is satisfied with the lowered roof and with the overall plan for the building. Trustee Swanson stated that he feels the original building height should be retained. Trustee Ragona commented that the lowered roof would have little impact on residents, but it would impact the natural light in the building. He therefore is in favor of the height as originally proposed. Trustee.Rosenthal commented that increasing the height of the new trees will provide more screening than lowering the building height. She likes the proposed pathway and feels the parking will be adequate. She asked that the Park District be responsive to any continuing concerns of nearby residents. Trustee Seiden commented that the plans are good, and he is eager to get the project started. Randi Mayer and Ann Wangers expressed their disappointment that the trustees are disregarding the desires of adjacent residents to have the senior center smaller and lower. Mayor Harris clarified that the proposal before the Board at this time is to build the senior center as originally requested by the Park District, with the addition of the walkway shown in Plan B. He asked for a roll call to see where the trustees stand on the proposal. Trustee Seiden moved to approve the First Reading of the ordinance with the addition of the pathway in Plan B. Trustee Wylie seconded the motion. After discussion the motion passed by the following vote: Board of Trustees Meeting January 22, 2002 Page 4 of 6 AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) the February 4th meeting. REPORT AND RECOMMENDATION OF BIKE PATH TASK FORCE AND REPORT AND RECOMMENDATION OF PLAN COMMISSION RE AMENDMENTS TO ZONING ORDINANCE AND COMPREHENSIVE PLAN RE BIKE PATHS Second Reading of the ordinance will be at REPORTS The Bicycle Path Task Force was formed in October 2000 in response to concerns of residents that bicycle facilities in the Village were in need of improvement. There are five categories of improvements on which the Task Force recommends the Board take action. These are: • Infrastructure Improvements; • Maps. and Signage; • Education; • Membership in the League of American Bicyclists; and • Continuing the work begun by the Task Force. Trustee Ragona commented that a remaining concern of the task force is that the map is out of date. There are also legal issues with publishing a bike path map. These issues will need to be examined by the Village Attorney. Finally, the size and format for any bike path map-that will be distributed needs to be studied and determined. Trustee Ragona recognized some task force members who were in attendance - Rick Patinkin of the Park District, former. Village Trustee Marvin Ehlers, and residents Sheldon Galens and Alan Rohrbach. Trustee Rayne expressed concern about passing a final report when there are issues still to be finalized. Mr. Rohrbach and Trustee Ragona both responded that although there are refinements to be made, there are no substantive issues to be resolved. This report provides a model from which to proceed. Mr. Coblentz commented that the biggest legal issue is to be sure that any street or sidewalk designated as a bike route is in appropriate condition for that use. Mayor Harris added that acceptance of the report does not commit the Village to implement any specific recommendation made in that report. Mr. Franz noted that it is a final report only in that it is the conclusion of the task force stage of the process. After further discussion, Trustee Ragona made a motion to accept the Report and Recommendation of the Bike Path Task Force and the Report and Recommendation of the Plan Commission regarding amendments to the Zoning Ordinance and the Comprehensive Plan regarding bike paths. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) The Village Attorney will prepare an ordinance. X2';8 Board of Trustees Meeting January 22, 2002 Page 5 of 6 CONSENT AGENDA ORDINANCE 0 -02 -04 APPROVING PLANNED An ordinance approving a final plat of RESIDENTIAL DEVELOPMENT, 149 ASPEN subdivision for the properties at 149 Aspen WAY AND 140 KENMORE AVENUE, HOWARD Way and 140 Kenmore Avenue, Howard and Laura AND LAURA LIEBERMAN Lieberman. Second Reading. ORDINANCE AMENDING MUNICIPAL CODE An ordinance amending the Municipal Code to RE STOP SIGNS AT CENTRAL /ROBERT add a stop sign on westbound Central Avenue YORK AVENUE AND HEATHER ROAD /MANOR at Robert York Avenue and a stop sign on LANE northbound Heather Road at Manor Lane. First Reading. Trustee Rosenthal moved for adoption of the Consent Agenda and passage of the ordinance. 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 RELEASE EXECUTIVE SESSION MINUTES PURSUANT TO ILLINOIS OPEN MEETINGS ACT NEW BUSINESS The Illinois Open Meetings Act requires that elected boards review all minutes from closed sessions and make available for public inspection those which no longer require confidentiality. It is recommended that the minutes of the following 2001 Executive Sessions be released: 1/2, 1/23, 1/30, 2/5, 5/21, 6/11, 7%30, 9/19, 11/5, and 11/19. All 2000 Executive Session minutes that were kept confidential last year refer to litigation that is still pending and are therefore not being recommended for release. Trustee Ragona made a motion to release the above listed minutes. Trustee Kayne seconded the motion. The motion passed unanimously. ORDINANCE 0 -02 -05 DECREASING An ordinance decreasing the number of Class E NUMBER OF CLASS E LIQUOR LICENSES Liquor Licenses from 19 to 17 due to the FROM NINETEEN TO SEVENTEEN closing of Shaw's'Restaurant and Ed Debevic's Restaurant. First Reading. Trustee Ragona moved for a waiver of the rules to permit the ordinance to be passed on First Reading. Trustee Rosenthal seconded the motion. The motion passed unanimously. Trustee Ragona moved for adoption of the ordinance. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) , 1 1 Board of Trustees Meeting January 22, 2002 Page 6 of 6 1 nrgrrtssrnU COMMITTEE OF THE WHOLE MEETINGS Trustee Ragona inquired why, since Committee of the Whole meetings are held on Board meeting nights, the items for discussion can't be made part of the regular agenda. Mr. Franz responded that the meetings are held on Board meeting nights so as not to tie up Board members for a second meeting night. Items introduced for discussion at Committee of the Whole meetings need more in depth discussion and comment than is conducive for the Board Meeting format. The public is always welcome at Committee of the Whole meetings. Trustee Ragona asked for more notice of the Committee of the Whole meetings, to which Mr. Franz responded that ten days notice was given for tonight's meeting. Mr. Franz reported that the agenda items for discussion at tonight's Committee of the Whole meeting are: (1) the Comprehensive Plan and (2) the Centennial. The Committee of the Whole meeting will be followed by an Executive Session meeting to discuss litigation. ADJOURNMENT There being no further business to discuss, Trustee Rago made a motion to adjourn the meeting. Trustee Wylie seconded the motio asked unanimously. The meeting was adjourned at 9:20 P.M. I ATTEST: 1 Village Ma ��2 �9