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02/06/2006February 6, 2006 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 6, 2006 at 7:31 P.M. The Clerk called the roll and announced that the following were: Present: Steve Harris, Mayor Robert Benton Michelle Feldman Harriet Rosenthal William Seiden Barbara Struthers. Matthew Wylie . and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Bob Franz, Village Manager. PLEDGE OF ALLEGIANCE Boy Scout Troop 150 from Zion Lutheran Church led those in attendance in reciting the Pledge of Allegiance. Troop 150 is led by Scout Master Chris Fardoux and Assistant Scout Master John Newcomb. Mr. Fardoux explained there are 35 boys in the troop and discussed various service projects they have worked on over the past year. PROCLAMATION Mayor Harris proclaimed the week of February 5 — 11, 2006 as Scouting Anniversary Week of the Boy Scouts of America in Deerfield in celebration of scouting's 96`x' anniversary. APPROVAL OF MINUTES Trustee Benton made a motion to approve the minutes of the January 17, 2006 Board of Trustees meeting. Trustee Wylie seconded the motion. The motion passed 5 -0, with Trustee Feldman abstaining. BILLS AND PAYROLL Trustee Wylie made a motion to approve the Bills and Payroll dated February 6, 2006. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) 25 YEAR SERVICE AWARD Mayor Harris congratulated and recognized George Isaacs for 25 years of service to the Village of Deerfield, where he works in the wastewater reclamation facility. He presented Mr. Isaacs with a watch. Board of Trustees Meeting February 6, 2006 Page 2 of 6 PUBLIC COMMENT Marvin Kayne, 1219 Walden Lane, questioned the distribution of the money spent by the village to purchase land to the north of the village hall. Mr. Coblentz explained that the village purchased the land from West Deerfield Township, and that questions pertaining to what the township did with that money should be addressed to them. WINDOW SIGNAGE COMMITTEE Mayor Harris announced the formation of the new Window Signage Committee. The.committee, chaired by Trustee. Rosenthal, is comprised of Rick Dozier (Merchant— Service Use), Marci Holzer (Merchant — Retail Use), Darcie Tapper (Property Manager -Mixed Uses), Andy Wagner (Merchant — .Retail Use), Michael Swartz (Chairman — Plan Commission), Gail Gussis (Plan Commission member), Joan Sharp Reed (VCDC), Gary Cooper (VCDC), Howard Schachter (ARC), Patrick Carroll (ARC), and Jean Spagnoli (Planner). Trustee Seiden made a motion to approve the committee formation. Trustee Struthers seconded the motion. The motion passed unanimously. Trustee Rosenthal explained that the committee was formed because the board receives recommendations regarding regulating temporary window signage from the Appearance Review Commission and the Village Center Development Commission. The commission's goal will be to meet the needs of businesses while keeping window signage aesthetically pleasing. REPORTS REPORT AND RECOMMENDATION OF The Plan Commission reviewed the final plat of PLAN COMMISSION RE REQUEST FOR subdivision for the property at 400 Margate Terrace APPROVAL OF FINAL PLAT OF SUB- on January 12, 2006 and found the final plat to be DIVISION FOR 400 MARGATE in substantial conformance to the preliminary plat. TERRACE Trustee Struthers made a motion to approve the final plat of subdivision for the property located at 400 Margate Terrace. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) REPORT AND RECOMMENDATION OF Marshall and Joan Hechter, 1524 Central Avenue, PLAN COMMISSION RE REQUEST FOR explained that they have complied with all the APPROVAL OF FINAL PLAT OF requirements for the subdivision. Mr. Hechter SUBDIVISION FOR THE PROPERTY explained that the three -foot grant had been LOCATED AT 624 APPLETREE COURT reviewed and approved. It needs to be recorded AND 1524 CENTRAL AVENUE to go into effect. The Hechters have obtained three bids for driveway repair. In addition, they upgraded the agreement from simple resurfacing to a complete replacement, to provide an incentive to Board of Trustees Meeting . February 6, 2006 Page 3 of 6 move the process along. The Hechters have offered to meet with Geraldine Simon, but she was not able to do so before this meeting. Mayor Harris explained that the board would rather take the positive action when there is a complete agreement. The trustees believe the plat of subdivision conforms, but there needs to be some further discussion with the neighboring property owner. The trustees asked that the other party cooperate in resolving the matter before the next board meeting. on February 21 s` REPORT AND RECOMMENDATION OF The Plan Commission reviewed the final plat of PLAN COMMISSION RE REQUEST FOR subdivision for the property at 1510 Gordon Terrace APPROVAL.OF A FINAL PLAT OF on January 12, 2006 and found the final plat to be in SUBDIVISION FOR THE PROPERTY substantial conformance to the preliminary plat. LOCATED AT 1510 GORDON TERRACE Trustee Rosenthal made a motion to approve the final plat of subdivision for the property. located at 1510 Gordon Terrace. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) CONSENT AGENDA ORDINANCE 0 -06 -02 AMENDING THE An ordinance amending the Municipal Code MUNICIPAL CODE RE CONSTRUCTION regarding construction activity on days when ACTIVITY ON DAYS WHEN LEGAL legal holidays are observed. Second reading. HOLIDAYS ARE OBSERVED — 2R ORDINANCE 0 -06 -03 APPROVING A An ordinance approving a side yard variation for SIDE YARD VARIATION FOR 845 the property located at 845 Westcliff. WESTCLIFF — 1R Trustee Benton made a motion to waive the first reading of the ordinance regarding 845 Westcliff. Trustee Feldman seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) Trustee Seiden made a motion to accept the Consent Agenda and adopt the ordinances. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) i Board of Trustees Meeting February 6, 2006 Page 4 of 6 OLD BUSINESS PUBLIC HEARING RE REQUEST OF Jim Dior from American Taxi explained that they 303 TAXI SERVICE TO INCREASE requested 10 additional licenses in December 2004 NUMBER OF LICENSED CABS FROM and received 5. They are requesting an additional 5 34 TO 44 AND THE REQUEST OF licenses at this time. AMERICAN TAXI TO INCREASE NUMBER OF LICENSED. CABS FROM Trustee Benton explained that in 2004 the Board 32 TO 35 . told American Taxi they could petition the board for 5 additional licenses after reevaluating whether the additional licenses were needed. The board was concerned about having too many cabs in town. Trustee Benton proposes granting 303 Taxi 5 additional licenses now and allowing them the opportunity to reevaluate whether more licenses are needed. The Trustees expressed concern over the percentage of subsidized cab rides for senior citizens. North Suburban Yellow provided 72% and American Taxi provided 24 %, while 303 Taxi provided only 4 %. The trustees would like to see better performance from 303 Taxi in the senior citizen and handicapped subsidized cab program. Trustee Benton made a motion to allow 5 additional cab licenses per company. 303 Taxi Service will be allowed to comeback and. ask for 5 additional licenses in one year. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) APPROVAL OF THE SCOPE OF THE In October, 2004 the village retained the services ROSEMARY, ORCHARD, TODD AND of RJN Group to study infrastructure needs on CAROLINE STREET AND UTILITY Rosemary, Orchard, Todd and Caroline. Their PROJECT report was completed in January and was the subject of an open house on January 19`h to which 90 residents were invited to review preliminary findings. Kathy Morley from RJN Group described the parameters of the project, including recommendations on utility improvements and widening streets from 21' to 25' back to back of curb. As a result of these improvements, three trees would be lost, two of which are already in poor condition. Also recommended is converting the carriage walk along the north end of Rosemary to a safety sidewalk (separated from the curb by a parkway). Trustee Feldman expressed concern about other trees which may be lost because of utility plans that are not yet finalized. She emphasized the need to better communicate these impacts as the scope of the project is tied down. Board of Trustees Meeting February 6, 2006 Page 5 of 6 Several residents expressed concern over the nlunber of trees that will be lost because the root beds will be disturbed. They expressed concern about increased speed and traffic that will occur if the street is widened and cars are only allowed to park on one side. Some also do not believe that relocating sidewalks is necessary. Ms. Morley explained that infrastructure improvements could go in without widening the street, but the water main cannot be in the same evacuation as other utilities, so everything would have to move. Ms.: Little explained there would be excavations into the parkways, given the narrow ROW within which to work. The trustees expressed concern about potential tree loss. Ms. Morley explained that they had a specialist do an evaluation of every tree. Some are in good condition, while others are in poor condition and may have had to be removed anyway. Mr. Franz explained that at the Public Hearing on January 19, 2006, there were issues raised about the widening of the street. There was general support, however, for the need for improvements. There was no discussion about carriage walks, and no one said they did not want the improvements if it meant the street would be widened. Both staff and the consultants believe the street should be widened to 25'. Ms. Little explained that if the board approves the proposed or modified scope, they would move into the final design with RJN Group. In late April or early May, they would come back to award the contract to a successful bidder. Construction would then start in May and be completed in the late fall. Trustee Wylie made a motion to approve the scope of the utility project for Rosemary, Orchard, Todd and Caroline as submitted. Trustee Rosenthal seconded the motion. Trustee Seiden asked that the motion be amended not to relocate the carriage walks but to widen them to 5'. Trustee Rosenthal seconded the motion. The motion to amend the original motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers (5) NAYS: Wylie (1) The amended motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) I. 1 1 1 Board of Trustees Meeting February 6, 2006 Page 6 of 6 NEW BUSINESS AUTHORIZATION TO AWARD Four bids were received and publicly opened on STORAGE YARD SPOILS REMOVAL February 2, 2006 for the removal and disposal of CONTRACT excess spoils from the village storage.yard at 1035 Hackberry..G & M Trucking provided. the lowest unit price for loading, removing and disposing of the material. The director of public works and engineering and.the utilities foreman recommend that the storage yard. spoils removal contract be awarded to G & M Trucking. Trustee Seiden made a motion to award the storage yard spoils removal contract to G & M Trucking at the unit price of $22.00 per cubic yard in an amount not to exceed $50,000. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) DISCUSSION NEXT MEETING Mr. Franz explained that the next meeting will be held on Tuesday, February 21" because of President's Day. He added that the budget will come in 2 — 3 eks and he would like to schedule a meeting on Monday February 27`h at 7:00 P.M. to discuss it. ADJOURNMENT n •r-rr c'r. There was APPROVED: business to discuss, the at 9:40 P.M. yor