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08/07/2006August 7, 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, August 7, 2006 at 7:30 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 acting Village Attorney Peter Rosenthal and Bob Franz, Village Manager. PLEDGE OF ALLEGIANCE Bruce Heitzinger, member of the Plari Commission, led those in attendance in reciting the Pledge of Allegiance. Mr. Heitzinger is stepping down from the Plan Commission after 15 years of volunteer service. He was presented a crystal pen set for his dedicated service to the community. APPROVAL OF MINUTES Trustee Benton made a motion to approve the minutes of the July 17, 2006 board of trustees meeting and the July 19, 2006 committee of the whole meeting. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) BILLS & PAYROLL Trustee Wylie made a motion to approve the Bills and Payroll dated August 7, 2006. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) REPORT ON'DEPARTMENTAL Chief Sliozis presented highlights from the police OBJECTIVES, POLICE DEPARTMENT department report on departmental objectives. He discussed changes in the number of crimes since last year, noting index crimes have dropped by one and burglaries have dropped by three. Traffic ticketing is up slightly and there have been no traffic fatalities. Chief Sliozis explained that the department is currently working with vendors and the University of Chicago to explore the possibility of changing job descriptions and looking at establishing a 5 -year plan to address program needs. Board of Trustees Meeting August 7, 2005 Page 2 of 8 PUBLIC COMMENT Bobbie Abramson, village resident, and Vicki Lieberman, volunteer from the American Cancer Society, spoke about Relay for Life, which will be held from 6:00 P.M. August 26`h until 6:00 A.M. August 27`h at Sunset Park in Highland Park. Ms. Abramson explained that the relay brings people together to raise money and awareness for cancer. She explained that the American Cancer Society is dedicated to eliminating cancer as a major health problem by promoting research, education, awareness and advocacy. REPORT AND RECOMMENDATION OF PLAN COMMISSION AND REPORT AND RECOMMENDATION OF VCDC RE AMENDMENT TO A. SPECIAL USE FOR FIRST PRESBY- TERIAN CHURCH, 824 WAUKEGAN REPORTS The Plan Commission held a public hearing on June 8, 2006 to consider an amendment to a special use for the First Presbyterian Church, 824 Waukegan Road. The VCDC considered the request on June 7, 2006 and the petition was tabled to July 12`h. The request was held over at the July 17, 2006 board. of trustees meeting. Trustee Struthers questioned whether the petitioner had addressed the pedestrian safety issue for the nursery school children. Jeff Hutsel, First Presbyterian Church, believes the safety issues have been addressed. He emphasized that the church didn't believe they could or should propose changes for the area beyond what is needed for their expansion plan. He also explained that church patrons would use the entrance that is most convenient for them when attending church functions. He explained that the children's safety is most important and that adjustments would be made as necessary. Trustee Rosenthal made a motion to accept the report and recommendation of the Plan Commission and to direct preparation of the ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) Trustee Rosenthal made a motion to accept the report and recommendation of the VCDC to deny the petition. Trustee Benton seconded the motion. The motion failed to pass by the following vote: AYES: None (0) NAYS: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) REPORT AND RECOMMENDATION The Plan Commission held a public hearing on July OF PLAN COMMISSION RE REQUEST 27, 2006 to consider the request for an amendment FOR AMENDMENT TO A SIGN PLAN to a sign plan to allow directional signs for the TO ALLOW DIRECTIONAL SIGNS AT Takeda campus. Board of Trustees Meeting August 7, 2005 Page 3 of 8 TAKEDA PHARMACEUTICALS, ONE TAKEDA PARKWAY Joshua Hanna, attorney with Mayer, Brown, Rowe and Maw, and Jonathan Brazier, Project Manager, Hines, explained that Takeda is one month from opening and believes the signage needs to be finalized before they can occupy the building. The trustees commented that the proposed directional signage is necessary. Trustee Rosenthal made a motion to accept the . report and recommendation of the Plan Commission and to direct preparation of the ordinance. Trustee Wylie seconded the motion. The motion included authorization to install the signage at Takeda's risk before the ordinance granting it was passed. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) REPORT AND RECOMMENDATION OF PLAN COMMISSION RE REQUEST FOR AMENDMENT TO A SIGN PLAN FOR OFF -SITE GROUND SIGN, PUBLIC STORAGE, 125 S. PFINGSTEN that the business is open until 9:00 P.M., at the facility. The Plan Commission discussed Public Storage's off -site ground sign at their July 27, 2006 meeting. Trustee Rosenthal expressed concern with the sign's lighting. She believes the illumination should be turned off at 6:00 P.M. Trustee Benton explained id he believes the sign is necessary to direct patrons to Trustee Struthers made a motion to accept the report and recommendation of the Plan Commission and to direct preparation of the ordinance. Trustee Benton seconded the motion. -The motion passed by the following vote: AYES: Benton, Feldman, Seiden, Struthers, Wylie (5) NAYS: Rosenthal (1) BAKER FURNITURE'S APPEAL OF Steve Stavrou, Showroom and Store Design THE APPEARANCE REVIEW Manager for Baker, explained that their proposal COMMISSION'S DECISION RE: consists of two parts: the parking lot fagade and SIGNAGE AND AWNINGS the corner of Deerfield and Waukegan Roads. He discussed their proposal for both facades. The ARC voted to deny their proposal for black awnings on the building. The trustees expressed preference for one color for all awnings throughout the center. They do not believe having two awning colors would be appropriate. Mr. Stavrou explained that blue awnings would not fit with their corporate message. The trustees indicated they would support replacing all the awnings in the center with black awnings. Board of Trustees Meeting August 7, 2005 Page 4 of 8 Trustee Rosenthal expressed concern with the Baker Furniture logo on the awning. She believes the logo should be on the sign band, like the other businesses in the center. If approved, Trustee Rosenthal believes other businesses will also request their logos be placed on the awning. Mr. Stavrou explained that they propose removing four awnings -,two flanking the center turret, the second floor awning near PrimeSource and one on the parking lot fagade. Darcie Tapper, property manager, questioned if the recommendation is contingent on RREEF financing the awning replacement. Mayor Harris summarized the board's position, indicating that it prefers black awnings. The trustees did not come to a consensus with the placement of the sign. Baker Furniture was directed to meet again with the ARC. CONSENT AGENDA ORDINANCE 0 -06 -34 APPROVING A An ordinance approving a special use to permit the SPECIAL USE TO PERMIT THE establishment of a preschool at St. Gregory's ESTABLISHMENT OF A PRESCHOOL Episcopal Church, 815 Wilmot Road. Second AT ST. GREGORY'S EPISCOPAL Reading. CHURCH AT 815 WILMOT ROAD - 2R ORDINANCE 0 -06 -35 AMENDING THE ZONING ORDINANCE TO AUTHORIZE RENTAL CENTER IDENTIFICATION WALL SIGNS IN PLANNED UNIT DEVELOPMENTS IN THE I -2 LIMITED INDUSTRIAL DISTRICT — 2R ORDINANCE 0 -06 -36 APPROVING AN AMENDMENT TO A PUD TO PERMIT NEW SIGNAGE AND EXTERIOR CHANGES TO THE PUBLIC STORAGE BUILDING AT 125 S. PFINGSTEN — 2R ORDINANCE 0 -06 -37 INCREASING NUMBER OF CLASS I LIQUOR LICENSES FROM 0 TO 1 (SODEXHO AMERICA — STARLITE CAFE, 520 LAKE COOK ROAD)— 2R An ordinance amending the zoning ordinance to authorize rental center identification wall signs in planned unit developments in the I -2 Limited Industrial District. Second Reading. An ordinance approving an amendment to a planned unit development to permit new signage and exterior changes to the Public Storage building at 125 S. Pfingsten. Second Reading. An ordinance increasing the number of class I liquor licenses from 0 to 1.. Second Reading. AUTHORIZATION TO AWARD BID Authorization to award contract for a new 2006 or FOR NEW 2006 OR 2007 ALL -WHEEL 2007 all -wheel loader for the treatment facility to LOADER FOR TREATMENT PLANT Atlas Bobcat, Inc. in an amount not to exceed $29,295. 1 1 11 Board of Trustees Meeting August 7, 2005 Page 5 of 8 Trustee Rosenthal made a motion to approve the Consent Agenda and adopt the ordinances. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) ORDINANCE 0 -06 -38 APPROVING VARIATION FOR PRINCIPAL AND DETACHED STRUCTURE, 689 DEERPATH (MEINTZER) 689 Deerpath. OLD BUSINESS An ordinance approving a variation to reduce the minimum required separation between a principal structure and a detached accessory structure to permit the construction of a one -story sun room addition to the existing single family structure at At the request of the petitioner, Trustee Rosenthal made a motion to waive the first reading of the ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) Trustee Rosenthal made a motion to adopt the ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) RESOLUTION R -06 -07 DESCRIBING Mr. Franz explained that efforts have failed to TERMS AND CONDITIONS FOR convince the Metropolitan Water Reclamation ACCEPTING AN EASEMENT FOR AND District to release a sewer permit for the Chicago - OWNERSHIP OF A SANITARY SEWER land Jewish High School project. They were EXTENDING SOUTH OF LAKE COOK refused a permit based on a change in policy stating ROAD AT PINE STREET that connections cannot be made to private sewer lines. Richard Schoenstadt, partner in Siegel, Moses and Schoenstadt PC, explained that they have worked with the village attorney to indemnify the village from a financial standpoint. The resolution approves an Indemnification Agreement stating that the Deerfield Business District will, through bill of sale, give the village the sewer line and an easement to access it. All costs for maintenance and replacement will be at the expense of the properties which are serviced by it. Board of Trustees Meeting August 7, 2005 Page 6 of 8 Trustee Rosenthal expressed concern that the village would not be protected against having to accept five other sewer lines south of Lake Cook Road. Trustee Wylie explained that the policy has changed and other builders on the south side of Lake Cook Road should be advised of this change.. The trustees believe the terms of the agreement should be changed to 99 years; the petitioner agreed to the terms. Trustee Wylie made a motion to adopt the resolution with the suggested changes. Trustee Benton seconded the motion. The motion .passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) NEW BUSINESS AUTHORIZATION TO AWARD BID Richard Kramer, Computer Systems Coordinator, FOR THE PURCHASE OF TELECOM- explained that the village entered into an agreement MUNICATION INFRASTRUCTURE to develop a network design and equipment list for EEQUIPMENT telecommunication infrastructure equipment on June 19, 2006. Only one bid was received, which represents a 40 percent discount on the equipment. Trustee Rosenthal made a motion to award the contract for the telecommunication infrastructure equipment to Network Data Systems, Inc. in an amount not to exceed $217,500. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) AUTHORIZATION TO EXTEND Chief Sliozis explained that the department had an EQUIPMENT LEASE AGREEMENT agreement with Fleetwood Financial for the lease of WITH FLEETWOOD FINANCIAL department phone and radio voice recording (POLICE DEPARTMENT RADIO/ equipment from the Dictaphone Freedom Company. PHONE RECORDING EQUIPMENT) There are two years remaining on the agreement, with an annual payment of $7,535.49. The company has gone out of business and their customer service has been absorbed by Word Systems Corporation. The equipment is somewhat obsolete and difficult to service. Word Systems has agreed to buy out the existing agreement from Fleetwood Financial, which would waive the two remaining payments. He would like to extend the equipment lease agreement with Word Systems for a five year term at an annual cost of $7,800. Board of Trustees Meeting August 7, 2005 Page 7 of 8 Trustee Wylie made a motion to extend the lease agreement with Fleetwood Financial. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) AUTHORIZATION .FOR MAYOR TO Bob Fialkowski explained that the village was.. SIGN FOUR -YEAR COLLECTIVE notified two years ago by Local 150 that public BARGAINING AGREEMENT WITH works wished to be organized under their PUBLIC WORKS UNION (IUOE LOCAL bargaining unit. Negotiations have been long and 150) difficult for both sides, as is usually the case for a first contract. The contract has been approved by the union and covers all members of public works below the supervisor level. The four year agreement will end on 4/30/2009. The wage increases are: May 1, 2005 — 3.25 %; May 1, 2006 — 3.76 %; May 1, 2007.— 3.25 %; May 1, 2008— 3.5 %. Trustee Seiden made a motion to authorize the mayor to sign a four -year collective bargaining agreement with public works union local 150. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) APPROVAL OF REQUEST FOR PRO- Mayor Harris directed that this item be held over to POSAL (RFP) RE NORTHWEST QUAD- the August 21" meeting. RANT OF THE VILLAGE CENTER ANALYSIS AND AWARD OF BID FOR The Director of Public Works and Engineering DEERFIELD ROAD AND CHESTNUT explained that a retaining wall was installed at STREET ENTRANCE WALL the intersection of Deerfield Road and Chestnut Street as part of the Deerfield Road project. Concerns were expressed about the appearance, size and scale of the retaining wall, so staff was directed to rebid the project on a new design approved at a committee of the whole meeting. Four sealed bids were opened and publicly read. The lowest bid amount was $46,016. Ms. Little believes it may be possible to reduce the cost of the wall construction with timing changes, landscaping plantings, wall details or radial cuts. She recommends the bids be rejected because the low bid exceeded the engineer's estimate. Mr. Franz asked if the trustees have a maximum budget. After some discussion, most of the trustees believe the construction should be completed for under $35,000. Trustee Benton made a motion to reject the bids. Trustee Struthers seconded the motion. The motion passed by the following vote: Board of Trustees Meeting August 7, 2005 Page 8 of 8 AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) AUTHORIZATION FOR PURCHASE OF Ms. Little explained that the variable frequency 5 MGD VARIABLE FREQUENCY drive at'the Richfield Pumping.Station failed DRIVE (VFD) FOR .5 MGD PUMP AT unexpectedly and must be replaced. It is not RICHFIELD RESERVOIR budgeted. Staff contacted three pump companies and received two bids. The Director of Public Works and Engineering requests the board waive the competitive bidding process because of urgency and authorize the purchase of a new VFD from Metropolitan Equipment Company at a cost of $27,436.50 plus $1,000 for freight. Trustee Seiden made a motion to waive the competitive bidding process and authorize the purchase of a new VFD from Metropolitan Equipment Company in the amount of $28,436.50 including freight. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) DISCUSSION TRUSTEE IN THE TOWN Trustee Seiden reported that Trustee in the Town will be held�ofi A.M. — Noon at the farmers market. Trustees Benton afid F ADJOURNMENT There ei no me �gfiog w s adj ATTEST: Village Clerk ty, August 19th from 9:00 will be in attendance. business to discuss, the at 9:45 P.M. Mayor 1 1 1