10/04/2004October 4, 2004
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, October 4, 2004, at 7:30 P.M. The Clerk called the roll and announced
that the following were:
Present: Steve \Harris, Mayor
Robert Benton
Jerry Kayne
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 Keith Patterson, Public Information Officer
for the Deerfield, Bannockburn, Riverwoods
Fire Protection District led those in attendance in reciting the Pledge of
Allegiance. Mr. Patterson then announced that this is Fire Prevention Week, and
honor guard Jeff Hackman presented Mayor Harris with the flag that was flying at
Village Hall on September 11, 2001.
APPROVAL OF MINUTES Trustee Rosenthal commented that in the
section regarding Brunswick, the minutes of
the previous meeting should indicate that the license fee per game is $100.
Trustee Swanson commented that in the section regarding funding for repairs to the
underpass, the minutes should reflect that the work includes both concrete work to
the ceiling and painting of the vertical services. Trustee Rosenthal moved to
approve the minutes as amended. Trustee Wylie seconded the motion. The motion
passed unanimously.
BILLS AND PAYROLL Trustee Rosenthal moved to approve the Bills
motion.
and Payroll. Trustee Wylie seconded the
The motion passed by the following vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
REPORT ON DEPARTMENTAL OBJECTIVES Clint Case presented highlights from the
COMMUNITY DEVELOPMENT Report on Departmental Objectives for the
Building Division, and Jeff Ryckaert presented
highlights for the Planning Division.
Mr. Case reported that:
• The number of permits issued was slightly down from last year,
• Permit fees show a marked increase.
• The number of inspections has increased, thanks in part to a summer intern and
the services of a plumbing inspector.
• Various new codes were passed.
Mr. Ryckaert discussed the matters undertaken
in the past six months by the Plan Commission, the ARC, the VCDC and the
Residential Redevelopment Review task force. He also reported that:
• He will be hiring a planning intern soon.
• The Zoning Ordinance is now on line, as is the Comprehensive Plan.
PUBLIC COMMENT Earl Stone, 531 Hermitage, reported that the
contractor who is doing the Longfellow/
Osterman intersection is doing a poor job and cited examples. He hopes this will
be taken into consideration the next time the contractor wants to work on one of
Deerfield's projects.
Margie Stone commented that recently the water
was shut off in Poets Corner for part of a day. She thinks this would have been a
good opportunity to use the police department's Communicator system. She also
commented that she would have appreciated some advance notification from the
Village before they came to change her water meter.
Mayor Harris suggested reordering the agenda
by making the DBR Chamber of Commerce request the first item of business. There
were no objections by the Board.
AUTHORIZATION TO PAY DBR CHAMBER
OF COMMERCE $25,000 TO PROMOTE
TOURISM
This is the same amount the Village
various print media campaigns and in
would be used in a similar fashion.
Vicki Case of the DBR Chamber of Commerce and
Paul Daly, Manager of the Hyatt Hotel, were in
attendance to request a contribution of
$25,000 from the Village to promote tourism.
contributed last year. The funds were used in
cable advertising. This year's contribution
Mayor Harris reminded the Board that this
contribution was discussed during budget meetings and is a line item on this
year's budget.
Trustee Wylie made a motion to authorize
payment of $25,000 to the DBR Chamber of Commerce to promote tourism. Trustee
Seiden seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
REPORTS
There were no reports on this Agenda.
Board of Trustees Meeting
October 4,
2004
Page 2 of
6
In response
to a question from Trustee Kayne
regarding
the heavy workload in
the department,
Mr. Case responded that the intern
he had over
the summer will be
finishing up his
degree in construction management
soon, and
Mr. Case would be interested
in hiring
him as an inspector and plan
reviewer.
Until then, he would
like to outsource
some of the work.
Mr. Ryckaert discussed the matters undertaken
in the past six months by the Plan Commission, the ARC, the VCDC and the
Residential Redevelopment Review task force. He also reported that:
• He will be hiring a planning intern soon.
• The Zoning Ordinance is now on line, as is the Comprehensive Plan.
PUBLIC COMMENT Earl Stone, 531 Hermitage, reported that the
contractor who is doing the Longfellow/
Osterman intersection is doing a poor job and cited examples. He hopes this will
be taken into consideration the next time the contractor wants to work on one of
Deerfield's projects.
Margie Stone commented that recently the water
was shut off in Poets Corner for part of a day. She thinks this would have been a
good opportunity to use the police department's Communicator system. She also
commented that she would have appreciated some advance notification from the
Village before they came to change her water meter.
Mayor Harris suggested reordering the agenda
by making the DBR Chamber of Commerce request the first item of business. There
were no objections by the Board.
AUTHORIZATION TO PAY DBR CHAMBER
OF COMMERCE $25,000 TO PROMOTE
TOURISM
This is the same amount the Village
various print media campaigns and in
would be used in a similar fashion.
Vicki Case of the DBR Chamber of Commerce and
Paul Daly, Manager of the Hyatt Hotel, were in
attendance to request a contribution of
$25,000 from the Village to promote tourism.
contributed last year. The funds were used in
cable advertising. This year's contribution
Mayor Harris reminded the Board that this
contribution was discussed during budget meetings and is a line item on this
year's budget.
Trustee Wylie made a motion to authorize
payment of $25,000 to the DBR Chamber of Commerce to promote tourism. Trustee
Seiden seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
REPORTS
There were no reports on this Agenda.
Board of Trustees Meeting
October 4, 2004
Page 3 of 6
CONSENT AGENDA
Trustee Seiden asked that the items in the Consent Agenda be voted on
separately. Mayor Harris agreed.
ORDINANCE 0 -04 -58 APPROVING FINAL An ordinance approving the final draft of the
DRAFT OF THE COMPREHENSIVE PLAN Comprehensive Plan. Second Reading.
Trustee Wylie moved for adoption of the
ordinance. Trustee Benton seconded the motion. The motion passed by the
following vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
ORDINANCE 0 -04 -59 RE COIN OPERATED An ordinance permitting up to ten coin
AMUSEMENT DEVICES, BRUNSWICK operated amusement devices for Brunswick
Zone. Second Reading.
Trustee Wylie moved for adoption of the
ordinance. Trustee Benton seconded the motion. The motion passed by the
following vote:
AYES: Benton, Kayne, Rosenthal, Swanson, Wylie (5)
NAYS: ,Seiden (1)
OLD BUSINESS
ORDINANCE 0 -04 -60 AMENDING THE
MUNICIPAL CODE RE TREE PROTECTION
REQUIREMENTS, FIRST READING
measures will be moved into a tree
amendment will make needed changes
administered.
An ordinance addressing tree protection
issues that have become apparent since the
Construction Management Ordinance was adopted
last year. Ultimately tree protection
preservation ordinance. In the meantime, the
in the way current regulations are being
Trustee Seiden explained the provisions of the
amendment and asked that it be approved on First Reading and take effect
immediately.
Trustee Wylie suggested that when the new tree
protection ordinance is put into its final form, it should provide for better tree
protection than the plastic mesh fencing stipulated in the ordinance being voted
on now. Trustee Seiden indicated that this would be the case.
After further discussion Trustee Rosenthal
moved for a waiver of the rules to permit the ordinance to be voted on at First
Reading. Trustee Benton seconded the motion. The motion passed by the following
vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
Board of Trustees Meeting
October 4, 2004
Page 4 of 6
Trustee Rosenthal moved for adoption of the
ordinance. Trustee Wylie seconded the motion. The motion passed by the following
vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
NEW BUSINESS
APPROVAL OF ASSIGNMENT OF LEASE Bob Fialkowski reported that the current train
FOR TRAIN STATION VENDOR station vendor is unable to continue running
the concession for health reasons. Charlie
Bliss, who currently operates the stand at the Northbrook station would like to
take over operation of the Deerfield concession (and continue at Northbrook as
well). He has received a favorable reference from Northbrook, and his background
check came back without any problems. Mr. Fialkowski recommends assigning the
lease and new three year agreement with Mr. Bliss.
After a brief discussion, Trustee Wylie so
moved. Trustee Rosenthal seconded the motion. The motion passed unanimously.
DISCUSSION RE FISCAL YEAR 2003/04 The Village Board approved two expenditures
BUDGET AMENDMENT last fiscal year that were not part of the
originally approved budget. These were the
$15,000 expenditure for the 'Gooder barn relocation and $25,000 for the Chamber of
Commerce program to promote tourism. The Village's auditors have indicated that a
formal action of the Board is required that specifically amends the budget, rather
than the motion approval that was previously granted. Mr. Fialkowski is therefore
recommending adoption of an ordinance amending the fiscal year 2003 -2004 annual
budget to recognize these expenditures.
This will stand as a First Reading.
ANALYSIS AND AWARD OF STREET The Village currently uses a ten point street
PAVEMENT ANALYSIS PROGRAM rating program. Roadway evaluations are done
by a public works employee utilizing a visual
method without scientific measurements. Rating the Village's streets and
developing the most cost effective maintenance programs is an ongoing challenge
due to the lack of consistent empirical data and staff availability.
The Engineering Department requested a
proposal from Infrastructure Management Systems (IMS) for a comprehensive street
rating and development of a pavement management program. Their program would
accurately reflect current conditions and enable development of rehabilitation
programs for future years. It is used by Lake County and by many communities in
the area. IMS proposes to complete the program for $29,640. Mrs. Little
recommends acceptance of the proposal.
Assistant Village Engineer James Bernahl,-who
has had favorable experience with the IMS program as an employee of Glenview,
explained how the IMS program works and answered numerous questions from the Board
about it.
Board of Trustees Meeting
October 4, 2004
Page 5 of 6
Trustee Rosenthal moved to accept the proposal
of Infrastructure Management Systems in an amount not to exceed $29,640. Trustee
Swanson seconded the motion. After further discussion, the motion passed by the
following vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
REQUEST FOR FUNDING UNDER THE Anna Pamula, the business and property owner
FACADE REBATE PROGRAM, RENU DAY of Renu Day Spa, 617 Central Avenue, is
SPA, 617 CENTRAL AVENUE requesting to take part in the Village's
Revitalization Rebate Program. After several
meetings with the Appearance Review Commission and several alterations to the
original plan proposed by Ms. Pamula and her architects, the plan has been
approved by the Appearance Review Commission, and the funding is ready for
consideration by the Mayor and Board. The total cost of the building improvements
is $144,617.92 and the total cost of the site improvements is $112,001.97. The
petitioner is seeking full utilization of the fagade rebate program, which is a
payment by the Village of $50,000 for building improvements and $50,000 for site
improvements.
Ms. Pamula, architect Yves Jeanty, and staff
liaison to the ARC Jean Spagnoli were in attendance. Mr. Jeanty presented an
overview of the proposed plan.
There followed a discussion of the request.
Trustee Wylie questioned whether it is appropriate for the Village to contribute
to the proposed $110,000 slate roof, since this is more a functional than an
aesthetic improvement. Some other trustees agreed that this expenditure is not in
the spirit of the program and would not be a good use of Village resources. Other
trustees disagreed, commenting that if the petitioner is willing to match the
Village's funding, plus pay the total amount for all improvements over the maximum
Village contribution allowed by the program, then the Village should support the
petitioner in her request.
Mrs. Pamula noted that she did not go in
search of Village money. She was approached by the Village and only then did she
consider making the upgrades to her business. She has presented a proposal which
is a total package. As far as she is concerned, it is an all or nothing proposal.
If the Village isn't willing to approve it in its entirety and pay the full
$100,000, she will withdraw the petition and leave her property the way it is',
which she considers already-quite acceptable.
After lengthy additional discussion, Trustee
Kayne made a motion to approve the request for funding for Renu Day Spa in an
amount not to exceed $50,000 for building improvements and $50,000 for site
improvements. Trustee Rosenthal seconded the motion. The vote was as follows:
AYES: Kayne, Rosenthal, Seiden (3)
NAYS: Benton, Swanson, Wylie (3)
The vote being tied, Mayor Harris broke the
tie by voting "Aye ". The request for the fagade rebate is therefore approved.
i
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Board of Trustees Meeting
October 4, 2004
Page 6 of 6
'L J
nTq TTCCTnM
TRUSTEE IN THE TOWN Trustee Seiden reported that Trustee in the
Town will take place Saturday, October 9th from
9:00 a.m. until noon at the Farmers Market. Trustees Kayne and Benton will be in
attendance.
STUDENT GOVERNMENT DAY Trustee Kayne expressed his disappointment
that School District 109 has decided to
discontinue Student Government Day. He asked that staff express to the school
district their disappointment with the decision.
INTRODUCTIONS Mr. Franz introduced Philip Kiraly, the new
Assistant to the Village Manager and Gregory
Rackow, the new Administrative Intern.
EXECUTIVE SESSION There being no further business to discuss,
Trustee Benton moved, seconded by Trustee
Rosenthal, to adjourn the regular meeting and go into Executive Session to discuss
personnel. The motion passed by the following vote:
AYES: Benton, Kayne, Rosenthal, Sei'
NAYS: None (0)
1
ATTEST:
-1
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