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06/03/20021 June 3, 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, June 3, 2002, at 7:32 P.M. The Clerk called the roll and announced that the following were: Present: Steve Harris, Mayor Jerry Kayne Derek Ragona Harriet Rosenthal Vernon Swanson Matthew Wylie Absent: William Seiden and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Village Manager Robert Franz. PLEDGE OF ALLEGIANCE Two winners of this year's Jeffrey Werner Outstanding Youth Award, Ed Davis and John Mospan, led those in attendance in reciting the Pledge of Allegiance. The two recent Deerfield High School graduates then briefly discussed their past activities and future plans. MINUTES Trustee Ragona made a motion to approve the minutes of the previous meeting. Trustee Kayne seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Ragona made a motion to approve the Bills and Payroll. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Swanson, Wylie (5) NAYS: None (0) PROCLAMATION Mr. Franz read a proclamation designating the week of June 9 -15, 2002, as U.S. Army Week in Deerfield. Trustee Rosenthal made a motion to accept the proclamation. Trustee Swanson seconded the motion. The motion passed unanimously. Sergeant First Class Rory Burns accepted the proclamation on behalf of the U.S. Army. PUBLIC COMMENT Mayor Harris, on behalf of Gil Antokol, thanked those who participated in the recent Blood Drive. The next Deerfield Blood Drive will be on September 8`h Mayor Harris announced the formation of the Comprehensive Plan Steering Committee. The Committee will be chaired by Trustee Wylie. Other members include Trustee Swanson, former trustee Marvin Ehlers, and Marty Becker of the Plan Commission, as well as Dan Shapiro, Paul Blakey and Randy Joseph. Other members may be appointed as needed. 14 Board of Trustees Meeting June 3, 2002 Page 2 of 6 Trustee Ragona made a motion to accept the commission. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Swanson, Wylie (5) NAYS: None (0) REPORT AND RECOMMENDATION OF PLAN COMMISSION AND REPORT AND RECOM- MENDATION OF VCDC RE REQUEST FOR AMENDMENT TO SPECIAL USE, DEAR FRANKS RFPnRTS The Plan Commission held a public hearing on May 9th. It is their recommendation that the request of Dear Franks Restaurant for an amendment to a Class B Special Use for an expansion of the restaurant's seating area.be approved. The motion passed 4 -0. The VCDC discussed the Dear Franks petition at their meeting on May 1st. It is their recommendation that Dear Franks' request for an amendment to their Special Use to allow an interior opening between the restaurant and the ice cream store be approved, conditioned on submission of an application and plans for a fagade improvement to the Marshall Mall building before the second reading of the ordinance approving the amendment to the Special Use. The motion passed 7 -0 with one recused. Trustee Kayne asked that the two reports and recommendations be separated for voting. He is concerned about the VCDC conditioning its approval of the interior opening on the submission of an application and plans for fagade improvement. Mr. Coblentz agreed that participation in the fagade improvement program should not be part of the Special Use recommendation, as there is no relationship between the zoning relief being requested and potential improvements to the fagade. It was agreed that this condition will be excluded from the recommendation. Chuck Rayyan, owner of Marshall Mall, commented that the door would provide safety and convenience. He hopes to begin improvements to the fagade by this summer. Trustee Ragona made a motion to accept the two Reports and Recommendations, without the fagade improvement stipulation, and to direct preparation of an ordinance. Trustee Kayne seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION RE APPROVAL OF PRELIM- May 9th. It is their recommendation that the INARY PLAT OF SUBDIVISION FOR 1128 petitioner's request for approval of a AND 1150 OAKLEY Preliminary Plat of Subdivision for the properties at 1128 and 1150 Oakley Avenue be approved. The motion passed 4 -0. It is also the recommendation of the Plan Commission that the developer be required to establish funds for a future sidewalk in a form acceptable to the Village for a period of three years. That motion also passed 4 -0. Ellen London and Karen Parker, both of Robbie Court, commented that they are in favor of having homes built on the property, but water runoff is a concern for them. They are also in favor of putting in curbs and sidewalks on Oakley. Jerry Ehlers of 1110 Oakley commented that he also is in 1 1 11 1 Board of Trustees Meeting June 3, 2002 Page 3 of & favor of having sidewalks. He also expressed concern about substandard lots in this development and elsewhere in the Village that are caused by resubdivisions. Petitioner Paul Lopata and civil engineer Mark Lukich were in attendance. They reported that concerns expressed by the neighbors have been addressed, and drainage will be improved over current conditions. Water which currently would flow onto Robbie Court will be captured by storm sewers, then directed to storm sewers on Oakley. In addition, downspouts will connect to the storm sewer system. Mr. Lukich suggested that Robbie Court residents may be able to further improve drainage by connecting to the stub sewer lines that the original developer provided. After discussion, Trustee Rosenthal made .a motion to accept the report and recommendation of the Plan Commission and direct preparation of an ordinance, with inclusion in the ordinance of a provision that sidewalks be installed across all three lots. Trustee Wylie seconded the motion. Mr. Lopata noted that he does not own the third lot, even though it is part of the resubdivision. Mr. Coblentz responded that all property owners will have to sign the Plat of Subdivision and are subject to its provisions. After further discussion the motion passed by the following vote: AYES: Kayne, Ragona,.Rosenthal, Swanson, Wylie (5) NAYS: None (0) REPORT AND RECOMMENDATION OF STAFF RE PERMANENT PARKING RESTRICTIONS ON CENTRAL AVENUE BETWEEN ROBERT YORK AVENUE AND WAUKEGAN ROAD In November 2001 an emergency parking ban was imposed on the north side of Central Avenue from Waukegan Road to Robert York Avenue. Staff feels the ban has worked well and recommends that it be made permanent. Trustee Rosenthal made a motion to direct the Village Attorney to prepare an ordinance amending the Municipal Code to designate a permanent parking restriction on the north side of Central between Waukegan Road and Robert York Avenue. Trustee Kayne seconded the motion. Karen Parker commented that some post office employees and customers of Renu, as well as construction people, park in the spaces in front of the row homes, leaving no spaces for the row home residents. Mr. Franz responded that the restrictions have helped, and staff will continue to monitor the situation to see what other improvements can be made. After further discussion, the motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Swanson, Wylie (5) NAYS: None (0) CONSENT AGENDA Trustee Swanson requested that the ordinance regarding the stop sign on Robert York Avenue be removed from the Consent Agenda and voted on separately. 5 R 7 �6 Board of Trustees Meeting June 3, 2002 Page 4 of 6 ORDINANCE 0 -02 -21 APPROVING REAR YARD VARIATION FOR 1610 TALL TREE LANE, JEFF AND KAREN KATES ORDINANCE 0 -02 -22 APPROVING VACATION OF EXISTING 50' REAR BUILDING LINE, JOHN & JUDY MANN An ordinance approving a rear yard variation for 1610 Tall Tree Lane for Jeff and Karen Kates. Second Reading. An ordinance approving the request of John and Judy.Mann for vacation of the existing 50' rear building line for their property at 825 King Richard Court. Second Reading. RESOLUTION R -02 -12 RE FOURTH OF A resolution assuming all responsibility and JULY PARADE liability involved in closing Illinois State Route 43 from the intersection of Route 43 and Osterman Avenue north to Greenwood Avenue, either partially or completely, during the annual Fourth of July parade. Trustee Rosenthal made a motion for acceptance of the Consent Agenda and adoption of the two ordinances and the resolution. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Swanson, Wylie (5) NAYS: None (0) ORDINANCE 0 -02 -23 RE STOP SIGN An ordinance approving a stop sign on south - ON SOUTHBOUND ROBERT YORK AVENUE bound Robert York Avenue at the restaurant AT THE RESTAURANT BUILDING building entrance. Second Reading. ENTRANCE Mr. Franz reported that the standard height for stop signs in the public right -of -way is 71. Any stop signs along Robert York Avenue would be of that height. The fancy poles used by the developer would be replaced by a standard 7' pole. Mr. Franz added that the standard size face for stop signs in the public right -of -way is 30" x 30 ", but a smaller size sign face is permitted on secondary streets. Trustee Swanson commented that the stop sign at the car wash, which was installed by the developer, is inappropriate and should be reevaluated by staff. After discussion Trustee Ragona made a motion that the car wash stop sign be removed from the ordinance and reviewed further. Trustee Swanson seconded the motion. The motion passed unanimously. The ordinance then passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Swanson, Wylie (5) NAYS: None (0) NEW BUSINESS AUTHORIZATION TO AWARD CONTRACT The Village's Streetscape project includes 177 FOR STREETSCAPE MAINTENANCE trees, as well as 46 planters and 10 ground level planting beds. Proposals were received from three general landscape firms to perform all aspects of the Streetscape maintenance. Mrs. Little and the Streetscape Committee recommend that the contract be awarded to The Brickman Group for an amount not to exceed $36,184. The budgeted amount for this work was $50,000. The Brickman Group has also proposed doing the Village's holiday lighting for an additional $20,600. Mrs. Little commented that 1 [1 7 7 Board of Trustees Meeting June 3, 2002 Page 5 of 6 since there doesn't need to be a spring planting this year, it may be possible to have the both the Streetscape work and the holiday lighting for the $50,000 budgeted amount. Having an outside firm do the holiday lighting would free up public works personnel for other projects and would provide an improved holiday display. Mayor Harris suggested voting only on the Streetscape maintenance at this time and studying the lighting proposals further. After further discussion, Trustee Ragona made a motion to award the contract for Streetscape maintenance to The Brickman Group for an amount not to exceed $36,184. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Swanson, Wylie (5) NAYS: None (0) AUTHORIZATION TO ACCEPT PROPOSAL Baxter and Woodman has completed an investi- FROM BAXTER & WOODMAN FOR DESIGN gation of the feasibility of modifying the SERVICES FOR MODIFICATIONS TO Wastewater Reclamation Facility to improve its WASTEWATER RECLAMATION FACILITY capabilities during wet weather operations. The improvements will allow the facility to initiate operation more quickly after the onset of high flow rate conditions, which would reduce the extent and frequency of sanitary sewer surcharging. Residences on Pine Street would be the primary beneficiaries of the improvements, but other areas would benefit as well. Baxter and Woodman has submitted an agreement for the design and construction related engineering services necessary to complete the improvements. They propose to complete the final design services, including construction contract documents and bid assistance, for an amount not to exceed $12,960. Mrs. Little recommends acceptance of the proposal. After discussion, Trustee Wylie made a motion to accept the proposal of Baxter and Woodman for design services for modifications to the Wastewater Treatment Facility in an amount not to exceed $12,960. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Swanson, Wylie (5) NAYS: None (0) RESOLUTION R -02 -13 AUTHORIZING Chief Sliozis reported that he is seeking INTERGOVERNMENTAL POLICE MENTAL authorization to execute an intergovernmental HEALTH ASSISTANCE AGREEMENT agreement allowing the Police Department to enter into a consortium with 34 other communities to pool resources and provide mental health assistance and social worker services to each other in an emergency situation. Trustee Rosenthal made a motion to authorize the agreement. Trustee Ragona seconded the motion.' The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Swanson, Wylie (5) NAYS: None (0) A Board of Trustees Meeting June 3, 2002 Page 6 of 6 DISCUSSION PHONE CALLS Trustee Ragona reported on two misdirected calls he has recently received, one from the Lincolnwood Police Department and another from the Wheeling Police Department. Chief Sliozis commented they may have been prank calls or those communities may have a database problem with Ameritech. SAFETY COUNCIL Trustee Kayne commented that there is not enough time to cross Waukegan Road between Blockbuster and Elizabeth Arden before the light changes. He suggested it might be helpful to have a No Right Turn On Red at that location for cars leaving Deerfield Square. Also, people are stopping their cars in the No Parking zone next to Blockbuster in order to drop off videos, creating a dangerous situation. Trustee Kayne would like for the Safety Council to look into these two matters. COMMISSIONS Trustee Kayne commented that several Plan Commission meetings have been cancelled due to lack of a quorum. He thinks it might be beneficial to increase the number of commissioners or to have alternate commissioners. Either of these measures would decrease the likelihood that a meeting would have to be cancelled for lack of a quorum. In addition, Trustee Kayne expressed his opinion that the VCDC is a commission that is no longer needed. Finally, Trustee Kayne commented that he feels the Safety Council's role should be upgraded. Trustee Kayne stated that he would like to schedule a Committee of the Whole meeting to discuss these matters.. After a brief discussion, it was decided that a Committee of the Whole meeting will be scheduled to discuss these and other matters relative to. Village commissions. OTHER ITEMS Mr. Franz reported the following: • There will be a 24 hour "Run for Food" to benefit the West Deerfield Township pantry. The event will take place June 14 -15 at the Deerfield High School track. • There will be a Committee of the Whole meeting on Monday, June 10"' at 8:00 P.M. with the Cook County Highway Department to discuss Lake Cook Road intersectioh improvements. • Following tonight's Board of Trustees meeting there will be a Committee of the Whole meeting to discuss the Geographic Information System. ADJOURNMENT There being no further business to discuss, Trustee MC na made a motion to adjourn the meeting. Trustee Rosenthal seconded the m The m�t�on passed unanimously. The meeting was adjourned at 8:55 ATTEST: Tllage 1 er AP