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10/18/2004October 18, 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 18, 2004, at 7:30 P.M. The Clerk called the roll and announced that the following were: Present: Steve Harris, Mayor Jerry Kayne Harriet Rosenthal William Seiden Vernon Swanson Matthew Wylie Absent: . Robert Benton and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Assistant to the Village Manager Philip Kiraly. PLEDGE OF ALLEGIANCE State Representative Karen May led those in attendance in reciting the Pledge of Allegiance. She then briefly discussed her activities in Springfield, noting that gaming issues and medical malpractice are issues that will be coming up at the veto session in November. APPROVAL OF MINUTES Trustee Rosenthal made a motion to approve the minutes of the previous meeting. Trustee Wylie seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Wylie made a motion to approve the Bills and Payroll. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Kayne, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the September Treasurer's report. Sales tax received in September (for June sales) is an 8.3% increase over the same period last year. This is the sixth month in a row that the increase has been about 10% higher than the same period the prior year. Building permit revenue is strong. Hotel tax is doing somewhat better than it has been. As of September 30, 2004, 100% of available cash was invested at an estimated average interest rate of 2.9% compared to an average rate of 1.57% for the 90 -day Treasury Bill. PUBLIC COMMENT (1) Sue Szymonik, 900 Poplar Lane, appeared on behalf of the residents of her street, as well as Elm Street and Locust Street, to express concern about the continuous heavy truck traffic they have experienced in their neighborhood the past few months. These trucks, which are delivering gravel and concrete for various street projects to the storage area on Hackberry, start early in the morning, make noise and pollution, go too fast, are a safety hazard to children going to school, and are destroying the tranquility of the neighborhood. 0 Board of Trustees Meeting October 18, 2004 Page 2 of 6 The board spent several minutes discussing the situation with Mrs. Little and Mrs. Szymonik in an effort to find a way to balance savings to the Village with disruption to the neighborhood. Mayor Harris commented that there should be no tolerance for starting early or for speeding, and he urged Mrs. Little and Mrs. Szymonik to get together to discuss the matter further. (2) Marc Brown, 1557 Oakwood Place, was in attendance to encourage board members to support the non - binding library referendum that is coming up. There will be an opportunity later to vote against it if the plans are unsatisfactory. Mr. Brown commented that residents should not have to choose between the school district and the library. A way can be found to pay for the library. Perhaps private donations can be solicited. (3) Lisa Kent, 1419 Linden, was in attendance to promote building a recreation center on the site of the former Woodland School. She feels a recreation center is needed and would be a better use of the property than the middle school gymnasium being proposed by the park district. Mrs. Kent distributed a plan for the center. The plan, which was designed by a local architect who donated his services, calls for an indoor pool, a fitness center, an indoor track, multi purpose rooms and other facilities,.at a projected cost of $14,000,000. Mrs. Kent noted that the proposed recreation center would be a park district project and that her visit to the board is for informational purposes only. She encouraged people to visit the website to learn more about the plan. REPORTS REPORT AND RECOMMENDATION.OF PLAN The Plan Commission held a workshop meeting on COMMISSION RE REQUEST FOR APPROVAL September 23rd to consider the request of OF A FINAL DEVELOPMENT PLAN FOR THE Chicagoland.Jewish High School for approval of CHICAGOLAND JEWISH HIGH SCHOOL, the final development plan for their facility 1095 LAKE COOK ROAD proposed for 1095 Lake Cook Road. It is the recommendation of the Plan Commission that the petitioner's final development plan is in substantial conformance to the previously approved preliminary development plan and that the final development plan be approved. The motion to approve the plan passed 6 -0. Attorney Richard Schoenstadt and members of the development team were in attendance to respond to questions from the Board, but there were none. Mr. Schoenstadt then requested that, following a precedent made by the Village for other not - for - profit entities which have undertaken construction projects in the Village, the building permit fees be waived and the amount of the letter of credit be reduced from 110% to 20 %. This would reduce the required amount to $380,000. He also requested the Village's permission to defer the letter of credit until site work is scheduled to begin. In response to a Mrs. Little responded that this year is unique in that one contractor has the contract for both the street rehabilitation program and the concrete pavement patching program. Having both contracts gives the contractor the opportunity to recycle concrete and other materials at the storage yard, then immediately reuse it. This has saved the Village over $30,000 in the cost of aggregates so far this year. Unfortunately, it does cause a lot of truck traffic on the few streets that lead to the Hackberry site. The board spent several minutes discussing the situation with Mrs. Little and Mrs. Szymonik in an effort to find a way to balance savings to the Village with disruption to the neighborhood. Mayor Harris commented that there should be no tolerance for starting early or for speeding, and he urged Mrs. Little and Mrs. Szymonik to get together to discuss the matter further. (2) Marc Brown, 1557 Oakwood Place, was in attendance to encourage board members to support the non - binding library referendum that is coming up. There will be an opportunity later to vote against it if the plans are unsatisfactory. Mr. Brown commented that residents should not have to choose between the school district and the library. A way can be found to pay for the library. Perhaps private donations can be solicited. (3) Lisa Kent, 1419 Linden, was in attendance to promote building a recreation center on the site of the former Woodland School. She feels a recreation center is needed and would be a better use of the property than the middle school gymnasium being proposed by the park district. Mrs. Kent distributed a plan for the center. The plan, which was designed by a local architect who donated his services, calls for an indoor pool, a fitness center, an indoor track, multi purpose rooms and other facilities,.at a projected cost of $14,000,000. Mrs. Kent noted that the proposed recreation center would be a park district project and that her visit to the board is for informational purposes only. She encouraged people to visit the website to learn more about the plan. REPORTS REPORT AND RECOMMENDATION.OF PLAN The Plan Commission held a workshop meeting on COMMISSION RE REQUEST FOR APPROVAL September 23rd to consider the request of OF A FINAL DEVELOPMENT PLAN FOR THE Chicagoland.Jewish High School for approval of CHICAGOLAND JEWISH HIGH SCHOOL, the final development plan for their facility 1095 LAKE COOK ROAD proposed for 1095 Lake Cook Road. It is the recommendation of the Plan Commission that the petitioner's final development plan is in substantial conformance to the previously approved preliminary development plan and that the final development plan be approved. The motion to approve the plan passed 6 -0. Attorney Richard Schoenstadt and members of the development team were in attendance to respond to questions from the Board, but there were none. Mr. Schoenstadt then requested that, following a precedent made by the Village for other not - for - profit entities which have undertaken construction projects in the Village, the building permit fees be waived and the amount of the letter of credit be reduced from 110% to 20 %. This would reduce the required amount to $380,000. He also requested the Village's permission to defer the letter of credit until site work is scheduled to begin. In response to a Board of Trustees Meeting October 18, 2004 Page 3 of 6 question from Trustee Swanson, Mr. Schoenstadt commented that relief from inspection fees is not being sought. Trustee Rosenthal made a motion to accept the Report and Recommendation of the Plan Commission to accept the final development plan for the Chicagoland Jewish High School and to direct the village attorney to prepare an ordinance. She further moved to waive the permit fees, to reduce the letter of credit to 20 %, and to defer the letter of credit until site improvements begin. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION RE REQUEST FOR AMENDMENT September 23rd to consider a request from TO A SIGN PLAN FOR PARKWAY NORTH Parkway North Center for an amendment to their CENTER TO ALLOW A WALL SIGN FOR signage plan and approval of a special use to BUILDING 9 AND APPROVAL OF A allow a cafeteria in Building 9. It is the SPECIAL USE FOR A CAFETERIA IN recommendation of the Plan Commission that the BUILDING 9 (CARR AMERICA) petitioner's request for an amendment to the Parkway North Center sign plan to allow the proposed wall sign for the Meridian Group in the Nine Parkway North building be approved. The motion passed 6 -0. It is also the recommendation of the Plan Commission that Parkway North Center's request for approval of a special use to permit a cafeteria to be located in Building 9 be approved. The motion passed 5 -0 with one commissioner recusing. Attorney Robert Gamrath was in attendance to respond to questions from the Board regarding the proposals, but there were none. Trustee Rosenthal made a motion to accept the Report and Recommendation of the Plan Commission and to direct preparation of the ordinances. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Kayne, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) Mr. Gamrath asked for a waiver of the second reading of the ordinance since the tenant is scheduled to move in on November 19`. The Board declined, however, stating that they have never allowed a waiver for a commercial enterprise. CONSENT AGENDA ORDINANCE 0 -04 -61 AMENDING FISCAL An ordinance amending the 2003 -04 budget to YEAR 2003 -04 BUDGET formally account for a $15,000 expenditure for the Gooder barn relocation and $25,000 for the payment made to the Chamber of Commerce to promote tourism. Second Reading. ORDINANCE AMENDING AND REVISING An ordinance transferring $30,000 from the THE ANNUAL BUDGET FOR THE INFRA- Infrastruture Replacement Fund - Street STRUCTURE REPLACEMENT FUND Rehabilitation Account to the Infrastructure Replacement Fund - Professional Services Board of Trustees Meeting October 18, 2004 Page 4 of 6 Engineering Account. The transferred funds would be used for the Street Pavement Analysis Program awarded to Infrastructure Management Systems at the previous Board meeting. First Reading. Trustee Swanson moved for passage of the Consent Agenda and adoption of the ordinance. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Kayne, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) DISCUSSION RE PEDESTRIAN IMPROVEMENTS RELATIVE TO THE DEERFIELD ROAD REHABILITATION PROJECT OLD BUSINESS In a conference call this week among the Village, Edwards & Kelsey, and Civiltech, consensus was reached on which pedestrian improvements on Deerfield Road should be submitted for IDOT approval. They are: • Chestnut Street - Pedestrian signals with crosswalks • West of Jonquil - Pedestrian refuge island • Pine Street - Crosswalk on the west side of the intersection with pedestrian activated flashing lights • Appletree Lane - Crosswalk on the east side of the intersection with pedestrian activated flashing lights and . • Wilmot Road - .Pedestrian signals with crosswalks. Mrs. Little explained that, of the improvements listed, those on Chestnut Street, to the west of Jonquil, and on Wilmot Road are in the Deerfield Road improvement plan that was submitted to and approved by the State. The Appletree crosswalk was submitted and approved by the State as just a striped crosswalk, without pedestrian flashing lights. The crosswalk at Pine Street is a totally new recommendation which would have to be submitted to the State for their acceptance. Mrs. Little commented that it is a concern of staff that designating a crossing at Appletree may result in school children crossing there instead of at the signalized crossing (with crossing guard) at Wilmot. Mrs. Little requested Board direction to authorize Civiltech Engineering to present the Pine Street improvements and the Appletree Lane enhancements to IDOT for approval and to request funding. Board members spent several minutes discussing the proposal, especially the enhancements for Appletree, which some trustees supported and others did not. It was agreed to present the entire proposal to IDOT for approval, with the understanding that the Board will have an opportunity before the project begins to reverse itself on the proposed Appletree enhancement. DISCUSSION RE STREET LIGHT STUDY In September the Board awarded a contract to IN CONNECTION WITH STRATFORD ROAD V3 Infrastructure Services (V31S) to complete IMPROVEMENT PROJECT a study of the roadway and utilities along Stratford between North Avenue and Greenwood. Board of Trustees Meeting October 18, 2004 Page 5 of 6 There is no public street lighting system on Stratford Road. V3 Infrastructure Services proposes to complete a lighting study on Stratford, if the Board is interested in investigating it, for a cost of $1;400. In addition, data collection for the roadway and utilities study includes preparation of a questionnaire to be delivered to all homeowners requesting information related to the location of their sump and gutter discharges. As many homeowners will need assistance with gathering the information, staff requested a proposal from V3IS for their staff to schedule and attend a half -hour field meeting with.each homeowner during a one -week period. The additional cost to conduct the investigation and attend the field meetings is $3,475. Trustee Wylie moved to award the contract to V3 Infrastructure Services in an aggregate amount not to exceed $4,875. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Kayne, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) NEW BUSINESS AUTHORIZATION TO RELEASE MINUTES The Illinois Open Meetings Act requires that PURSUANT TO THE ILLINOIS OPEN elected boards review all minutes from closed MEETINGS ACT sessions and make available for public inspection those which no longer require confidentiality. The village manager recommends releasing the minutes from 3/18/03, 11/3/03 and 4/12/04. Trustee Wylie so moved. Trustee Seiden seconded the motion. The motion passed unanimously. AUTHORIZATION TO AWARD CONTRACT Three bids were received for sanitary sewer FOR SEWER LINING lining rehabilitation in six sensitive areas throughout the Village. All bids exceeded the budgeted amount for the work; therefore, one or two locations will be removed. Staff is recommending that the bidding procedures be waived and that the contract be awarded to Visu -Sewer Clean & Seal, Inc. in an amount not to exceed the budgeted amount of $80,000. Trustee Swanson so moved. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Kayne, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) DISCUSSION CHANGE IN POLLING LOCATION Mr. Kiraly announced that the polling location for Precinct 429 has been changed. Voters in that precinct will cast their ballots at St. Gregory's Episcopal Church, not at the Wilmot Elementary School location printed in D- Tales. Board of Trustees Meeting October 18, 2004 Page 6 of 6 ADJOURNMENT There g n further business to discuss, Tr e R en hal moved to adjourn the meeting. Trustee Wylie seconded th motio The motion passed unanimously. The meeting was adjourned at 9:05 p.m. 1 ATTEST: Village Clerk 1 1 Ma