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02/03/20031 February 3, 2003 Before beginning the meeting, Mayor Harris called for a moment of silence in honor of the seven member crew of the Columbia space shuttle who lost their lives over the weekend. 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, February 3, 2003, 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 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 Members of Cub Scout Den 4, Pack 150, from Kipling and South Park Elementary Schools, led those in attendance in reciting the Pledge of Allegiance. APPROVAL OF MINUTES Trustee Ragona noted that the day of the Trustee in the Town was actually Saturday, February 1, not Monday. He then made a motion to approve the minutes as amended. Trustee Kayne 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) PROCLAMATION, SCOUTING ANNIVERSARY Mayor Harris read a proclamation designating WEEK, BOY SCOUTS February 2 -8, 2003, as Scouting Anniversary Week of the Boy Scouts of America in Deerfield. Trustee'Swanson moved to accept the proclamation. Trustee Ragona seconded the motion. The motion passed unanimously. PUBLIC COMMENT There was no public comment on non - agenda items. REPORTS REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION RE,REQUEST FOR SPECIAL January 23rd. It is their recommendation that Board of Trustees Meeting February 3, 2003 Page 2 of 5 USE TO PERMIT A RESTAURANT WITHIN Jimmy John's request for a Special Use to THE LAKE COOK ROAD COMMUTER establish a restaurant in the Lake Cook Road STATION - JIMMY JOHN'S SANDWICH Metra train station be approved. The motion SHOP passed 5 -0. Trustee Ragona made a motion to accept the Report and Recommendation of the Plan Commission and to direct preparation of an ordinance. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION RE REQUEST FOR APPROVAL January 9th. It is their recommendation that OF PRELIMINARY PLAN FOR A 4 -LOT the petitioner's request for approval of a SUBDIVISION - DEEP DENE, 1247 preliminary plat of subdivision to create a DEERFIELD ROAD four -lot subdivision at 1247 Deerfield Road, including variations to allow: an 18' wide private street with a rural profile in lieu of the required 28' wide public street with curb and gutter located in a 60' right -of -way, the waiver of sidewalks throughout the subdivision, and the waiver of the street light requirement be approved. The motion passed 5 -0. Mrs. Nancy Rappaport and her son Adam Rappaport talked about their home "Deep Dene ", its grounds, and the 35 years they spent there. Mrs. Rappaport is selling the property at this time because at her age it has become too difficult and costly to maintain. After trying without success for a year to sell the house to a private owner, she agreed to sell the property to a developer. It is her hope that it will at least be possible to save the many mature pine trees that line the driveway. This could be accomplished if the Village allows there to be a private road into the new development. She would like for the road to be named "Deep Dene." Trustee Ragona made a motion to accept the Report and Recommendation of the Plan Commission. Trustee Swanson seconded the motion. Tom Roth, president of the Deerfield Area Historical Society, commented that Deep Dene is a historical landmark that could not be saved due to the economic realities of today. In order to help people who wish to preserve historic homes, he suggested that Deerfield consider becoming a Certified Local Government, which would provide financial incentives for preserving a historic property. Several north shore communities have already gone through the process and have become Certified Local Governments. Mr. Roth further suggested establishing a waiting period for landmark homes before they can be torn down. Mr. Roth commented that the issue of historic homes should have been addressed by the Tear Down Task Force. Mayor Harris commented that the issue of historic homes is being studied by the Tear Down Task Force and will be addressed in its report in March. He agreed to provide Mr. Roth with an advance copy of the report. s•o Board of Trustees Meeting February 3, 2003 Page 3 of 5 After further discussion the motion to accept the Plan Commission Report and Recommendation passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) OLD BUSINESS ORDINANCE APPROVING A SPECIAL USE This agenda item is once again being held over FOR AN AUTOMOBILE CONVENIENCE FOOD at the request of the petitioner. SHOP IN CONJUNCTION WITH THE OPERATION OF A CITGO GAS STATION AT 1460 WAUKEGAN, VITI, HELD OVER FROM 1/21/03, SECOND READING ORDINANCE 0 -03 -04 AMENDING AND Trustee Ragona read a prepared statement in REVISING ANNUAL BUDGET FOR FISCAL which he expressed his opinion that the YEAR 2002/03, SECOND READING Village's technology plan is flawed. He feels that spending $18,000 on an e -mail system is unwarranted, and that there is no reason to rush into making a decision on either the network file server system or the network e -mail system. He thinks that instead of revising the 2002/03 budget, these matters should instead be discussed and decided during the 2003/04 budgeting process. He noted that he wanted to debate these matters more thoroughly at the previous meeting, but that discussion was cut off before he was able to do so. Trustee Rosenthal commented that, while she generally supports staff recommendations, she will abstain if the vote is taken tonight, as she feels she isn't informed enough at this time to make a decision. After further discussion Trustee Wylie made a motion to adopt the ordinance amending the budget for fiscal year 2002/03 by adding the amount of $35,500 for the network file server system and.e -mail system recommended by staff. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Kayne, Seiden, Swanson, Wylie (4) NAYS: Ragona (1) ABSTENTIONS: Rosenthal (1) NEW BUSINESS AUTHORIZATION TO RETAIN GROUP 1 Mr. Fialkowski reported that purchasing a RESOURCES, INC. TO PROVIDE Financial Information System is a very costly PROFESSIONAL CONSULTING SERVICES step that is undertaken only every 20 years or FOR ACQUISITION OF A FINANCIAL so. For this reason it is important to not INFORMATION SYSTEM make an error in the selection. Staff is requesting hiring a consultant to help in selecting the best financial software system for the Village. They recommend retaining Group 1 Resources Inc. as its consultant, along with proposal Option B, at a cost of $36,400. Group 1 Resources, which deals exclusively with municipalities, has had extensive experience in assisting with the selection and implementation of these systems. In addition to helping select the financial I _8 Board of Trustees Meeting February 3, 2003 Page 4 of 5 information system, the consultant will also help negotiate a contract with the selected provider. After discussion, Trustee Wylie made a motion to authorize retention of Group 1 Resources Inc. at an amount not to exceed $36,400 plus reimbursable expenses. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) ORDINANCE 0 -03 -05 AUTHORIZING Twelve bids were received for the sale of ISSUANCE OF GENERAL OBLIGATION $3,460,000 of General Obligation Refunding REFUNDING BONDS, SERIES 2003 Bonds, Series 2003, to advance refund the Series 1997 General Obligation Bonds. After noting that Deerfield is one of only about 60 municipalities in the United States to have a Aaa rating from Moody's, Ron Norene of R.V. Norene & Associates reported that the winning bid was submitted by Zions First National Bank of Salt Lake City at a net interest rate of 2.97499 %. The cumulative savings to the Village is $94,256.14. AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) APPROVAL OF TEMPORARY EASEMENT Wintrust Bank, owner of the Lindemann AGREEMENT WITH MORELLI /FIORINI property, has closed access through their RE USE OF ALLEY property to the Village's parking lot. This has been the only access to the Village parking lot for many years. The Village attorney has been negotiating with the Morellis, who own the commercial properties to the east of the parking lot, and the Morellis have agreed to let the Village use their property to gain access to the parking lot until May 31st. During this time, Village staff will look for a permanent way to provide direct access into the lot. Under the temporary arrangement, traffic circulation will be one way, with traffic entering from Waukegan Road and exiting onto westbound Deerfield Road. Additional signage will be used to better inform motorists of the one way traffic pattern. Resident Larry Dondanville cautioned that opening the Morelli's driveway for entry into the parking lot will cause a dangerous backlog of northbound traffic waiting to turn left into the driveway. Mr. Franz responded that using the Morelli's driveway will be only a temporary solution while a permanent solution is being sought. Trustee Ragona moved for a waiver of the rules to permit the ordinance to be voted on at First Reading. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) Trustee Ragona made a motion to adopt the ordinance authorizing issuance of the General Obligation Refunding Bonds, Series 2003. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) APPROVAL OF TEMPORARY EASEMENT Wintrust Bank, owner of the Lindemann AGREEMENT WITH MORELLI /FIORINI property, has closed access through their RE USE OF ALLEY property to the Village's parking lot. This has been the only access to the Village parking lot for many years. The Village attorney has been negotiating with the Morellis, who own the commercial properties to the east of the parking lot, and the Morellis have agreed to let the Village use their property to gain access to the parking lot until May 31st. During this time, Village staff will look for a permanent way to provide direct access into the lot. Under the temporary arrangement, traffic circulation will be one way, with traffic entering from Waukegan Road and exiting onto westbound Deerfield Road. Additional signage will be used to better inform motorists of the one way traffic pattern. Resident Larry Dondanville cautioned that opening the Morelli's driveway for entry into the parking lot will cause a dangerous backlog of northbound traffic waiting to turn left into the driveway. Mr. Franz responded that using the Morelli's driveway will be only a temporary solution while a permanent solution is being sought. 1 Board of Trustees Meeting February 3, 2003 Page 5 of 5 Trustee Ragona made a motion to approve the temporary easement agreement. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) DISCUSSION RECYCLING NEWS Trustee Ragona reported that Onyx has gone to single stream recycling, with recycled items being sorted at the Waste Management facility in Grayslake. Some residents have expressed concern that Onyx is mixing recycling in with the garbage, but this is not the case. Garbage trucks may be used to collect recycling, but there is no garbage in the trucks at the time they are being used for recycling. CABLE COMMISSION APPOINTMENT Mayor Harris announced the appointment of John Chaput to the Cable and Telecommunications Commission. Trustee Kayne moved to accept the appointment. Trustee Wylie seconded the motion. The motion passed unanimously. NEWS FROM THE VILLAGE MANAGER Mr. Franz reported that: • A revised draft of the Revitalization Rebate program has been sent to trustees for review. If there are comments, please contact the Village Manager. C There will be a Committee of the Whole meeting at the conclusion of tonight's Board meeting. Proper notice has been given, and the public is invited to attend. • Due to Presidents Day, the next Board of Trustees meeting will be held on Tuesday, February 18th. ADJOURNMENT There being no further business to discuss, Trustee Rosenthal made a motion to adjourn the meeting. Trustee Ragona seconded the motion. e m ion assed unanimously. The meeting was adjourned at 8:*50 P.M. ATTEST: Village Clerk PROVED: yor