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03/04/20021 1 1 March 4, 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 Monday, March 4, 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 Wilmot Elementary School art teacher Ann Miller and several of her students led those in attendance in reciting the Pledge of Allegiance. PROCLAMATION, YOUTH ART MONTH Mayor Harris read a proclamation designating March 2002 as Youth Art Month in Deerfield. He urged all citizens to become interested in and give full support to quality school art programs for children and youth. Trustee Rosenthal made a motion to accept the proclamation. Trustee Swanson seconded the motion. The motion passed unanimously. MINUTES Trustee Ragona made a motion to approve the minutes of the previous meeting. Trustee Wylie seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Ragona made a motion to approve the motion. Bills and Payroll. Trustee Wylie seconded the The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) PUBLIC COMMENT There was no public comment on non - agenda items. REPORTS REPORTS OF THE PLAN COMMISSION AND This agenda item was tabled at the previous VCDC RE SIGN MODIFICATION FOR ANN meeting due to confusion about what sign TAYLOR LOFT, DEERFIELD SQUARE modifications the petitioner wanted. Planner Jeff Ryckaert has since spoken with Ann Taylor Loft's senior store design manager, who indicated that the request is to increase both lines of the sign proportionately, which is the same request that was made to the Plan Commission and the VCDC, and is now before the Board of Trustees. 4', 8 l i Board of Trustees Meeting March 4, 2002 Page 2 of 6 attendance, as was Lou Dauria of the increase both lines proportionately, petitioner any concept acceptable to Ann Taylor's sign contractor Rick Stats was in VCDC. Mr. Stats agreed that the plan is to but he is willing to take back to the the Board. Mayor Harris commented that the Board had been left with the impression that the increase in size would be for the top line of the sign only. The second line is already large enough to be easily read. Board members pointed out that the size of sign as requested by the petitioner is larger than is permitted for the development. After discussion, Trustee Wylie made a motion to accept the Report and Recommendation of the VCDC, thus turning down the sign proposal. Trustee Swanson seconded the motion. After additional discussion, Mr. Stats asked that the matter be tabled. He will go back to the Ann Taylor representatives with the Board's comments. Trustee Swanson so moved. Trustee Ragona seconded the motion. The motion passed unanimously. CONSENT AGENDA ORDINANCE 0 -02 -13 AMENDING An ordinance amending the Municipal Code to MUNICIPAL CODE RE STOP SIGN AT add a stop sign on northbound Heather Road at HEATHER ROAD /MANOR LANE Manor Lane. Second Reading. ORDINANCE 0 -02 -14 AMENDING An ordinance amending the Subdivision Code SUBDIVISION CODE RE BIKE PATHS with respect to Bike Paths. Second Reading. ORDINANCE 0 -02 -15 INCREASING An ordinance increasing the number of Class E NUMBER OF CLASS E LIQUOR LICENSES Liquor Licenses from seventeen to eighteen for FROM 17 TO 18, RED STAR TAVERN Red Star Tavern. Second Reading. ORDINANCE 0 -02 -16 AUTHORIZING An ordinance authorizing a traffic enforcement TRAFFIC ENFORCEMENT AGREEMENT FOR agreement with the Corporate 500 Centre. CORPORATE 500 CENTRE Second Reading. Trustee Seiden made a motion for passage of the Consent Agenda and adoption of the ordinances. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) ORDINANCE APPROVING AMENDMENT TO THE SIGNAGE PLAN AS AN AMENDENT TO A SPECIAL USE PUD - SAGE HEN CAF2, HI RICKY'S, TRAX TAVERN & GRILL - DEERFIELD SQUARE output fluorescent lighting being OLD BUSINESS Trustee Rosenthal agreed with the petitioners that the restaurants need additional signage, but expressed concern about the lighting being proposed for the signs. Sign contractor Ben DeHayes spent several minutes discussing ways that signs can be lit and why the high proposed is best for this site. It was also Board of Trustees Meeting March 4, 2002 Page 3 of 6 discussed that this amendment to the Signage Plan will ride with the building, not just with these particular tenants. This will stand as a First Reading. AUTHORIZATION TO EXTEND AGREEMENT The next Streetscape project to be implemented WITH HOME TOWNE ELECTRIC RE is Phase II, which is the area along the north PHASE II STREETSCAPE IMPROVEMENTS. side of Deerfield Road from the viaduct.to NORTH OF DEERFIELD ROAD Rosemary Terrace and along Waukegan Road from Deerfield Road north to the library on the west and Orchard Lane on the east. Mrs. Little estimates that Phase II work could be done in 150 days or less, and the goal would be to have safe surfaces for the 4"' of July parade. Home Towne Electric estimates that the targeted budget for Phase II Streetscape should be $1,100,000. Mrs. Little recommends that the Mayor and Board authorize extension of the agreement with Home Towne Electric as construction manager /general contractor for Phase II Streetscape improvements. Trustee Rosenthal noted that, wherever possible, as protection from winter salting, trees will be placed in planting beds, rather than along the street. A variety of trees will be used so that if one species does not do well, others may still remain healthy. After discussion of various other aspects of the project, Trustee Ragona made a motion to extend the contract with Home Towne Electric as construction manager /general contractor for Streetscape Phase II. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) AUTHORIZATION TO ACCEPT PROPOSALS Douglas Hills Associates and Ciorba Group have FOR DEERFIELD STREETSCAPE PHASE II assisted the Village with their design and ENGINEERING SERVICES DURING and construction services for Phase I Street - CONSTRUCTION scape and the design of Phase II Streetscape. Ciorba Group has been involved in the civil engineering aspects of the design and construction, while Douglas Hills Associates has been involved with landscape planning. The two firms have been requested by staff to prepare written proposals to complete Phase II services during construction. Mrs. Little recommends the Board accept the proposal of Douglas Hills Associates.in an amount not to exceed $14,000 and the proposal of Ciorba Group in an amount not to exceed $131,000. Trustee Ragona 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) DISCUSSION RE GRANTING A SIX Will Freve of Duke Realty Corporation MONTH EXTENSION OF PRELIMINARY PLAN explained that Duke Realty is requesting an FOR A 3 -STORY OFFICE BUILDING AT extension of their Preliminary Development 1095 LAKE COOK ROAD, DUKE REALTY Plan for a three -story office building at 1095 Lake Cook Road. The Preliminary Development Plan was approved, but the Final Development Plan for the speculative project was not completed due to the economic slowdown. The Preliminary Development Plan is due to expire on March 19, 2002. Mr. Freve added that Duke .�4�15 VEO Board of Trustees Meeting March 4, 2002 Page 4 of 6 Realty is still uncertain when they will begin construction on the project, but hopefully it will be this year. Trustee Rosenthal made a motion to have the Village Attorney draft a resolution granting the requested six -month extension. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) NEW BUSINESS ORDINANCE 0 -02 -17 PROVIDING FOR An ordinance.providing for the filing of the FILING OF TENTATIVE ANNUAL BUDGET 2002 -03 tentative annual budget. First Reading. Trustee Ragona moved for a waiver of the rules to permit the ordinance to be passed on First Reading. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) 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) RESOLUTION R -02 -04 AUTHORIZING A request for proposals to provide banking MAYOR TO SIGN BANKING SERVICES services for the Village was issued to the AGREEMENT four banks located in downtown Deerfield. Three proposals were received. After review and follow -up investigation, Mr. Fialkowski recommends that the Village enter into an agreement with Firstar to provide banking services for a four -year period beginning April 1. The annual cost for the service is $4,750.2,4, which does not include a lockbox agreement, which may be entered into in the future with Firstar or one of the other banks. After discussion, Trustee Rosenthal moved to adopt a resolution authorizing Mayor Harris to enter into a banking services agreement with Firstar. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) AUTHORIZATION FOR MAYOR TO SIGN The Police Department is seeking authorization INTERGOVERNMENTAL AGREEMENT WITH to enter into an intergovernmental agreement BANNOCKBURN RE JOINT 9 -1 -1 with the Village of Bannockburn to establish a EMERGENCY TELEPHONE SYSTEM BOARD joint 9 -1 -1 Emergency Telephone System Board to fulfill the responsibilities now being served by two boards. On the joint Board, Deerfield would have the majority of Board of Trustees Meeting March 4, 2002 Page 5 of 6 Board members. Deerfield currently serves as the Public Safety Answering Point for Bannockburn, and the agreement would have no impact on the services to the residents of either Deerfield or Bannockburn. Chief Sliozis reported that pursuant to the Agreement and Statute, all surcharge monies collected would be deposited into a_joint Emergency Telephone System Fund and disbursed accordingly. He added that combining the Boards would result in additional funds for the operation of the joint ETSB. After discussion Trustee Rosenthal made a motion to authorize Mayor Harris to enter into the intergovernmental agreement with Bannockburn. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) nTgrr1gGTnN OPEN MEETINGS ACT Trustee Ragona reported that he has learned from the attorney for SWALCO that there is new legislation regarding the Open Meetings Act. He asked that the Village Attorney look into it. BILLS AND PAYROLL Trustee Ragona commented that it would stream- line the Board meetings if the Bills and Payroll were added to the Consent Agenda. Mr. Coblentz responded that this is commonly done. NEW PROJECTS In response to questions that Trustee Swanson has received regarding proposed new projects for Deerfield, particularly the development of the Lindemann property by Wintrust, he explained the commissions that a petitioner must go to before a project reaches the Board of Trustees. Mr. Franz noted that Wintrust is planning to withdraw their current petition and come back with a new proposal. Trustee Ragona wondered if it is really necessary for the Plan Commission, the VCDC and the ARC to all review proposed signs. Lou Dauria of the VCDC offered his opinion that the VCDC should continue to review signs. COMPREHENSIVE PLAN Mayor Harris asked Trustees Swanson and Wylie to assist staff in interviewing candidates who have submitted proposals to update the Comprehensive Plan. UPCOMING EVENTS Mr. Franz reported that: • The VCDC will meet on Wednesday March 6th at 7:30 P.M. regarding development of the Lindemann property by Wintrust. • The Plan Commission will meet on March 14th for the continued public hearing regarding a proposed Dominick's at Cadwell Corners. 1 Board of Trustees Meeting March 4, 2002 Page 6 of 6 • Following tonight "s meeting, there will be a budget overview meeting. This meeting is also open to the public. • Tomorrow night Deerfield resident and photographer Lou Zale will be the featured speaker in the Deerfield Fine Arts Commission Artist Showcase Series. ADJOURNMENT There being no further business to discuss, Trustee Ra na m e a motion to adjourn the meeting. Trustee Wylie seconded the motio mot' n passed unanimously. The meeting was adjourned at 8:50 P. ATTEST: t N� I � MI, r ws�, APPROVED 1 1