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01/16/2007January 16, 2007 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 Tuesday January 16, 2007 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 Village Attorney Peter Coblentz and Village Manager Bob Franz. PLEDGE OF ALLEGIANCE Scout Troup 150 from Zion Lutheran Church led those in attendance in reciting the Pledge of Allegiance. Patrol Leader Chris Ryan of the Falcon Patrol spoke about their upcoming outings and events which include a food drive, a campout, and a first aid meet and competition. APPROVAL OF MINUTES Trustee Benton made a motion to approve the minutes from the January 2, 2007 board of trustees meeting. Trustee Rosenthal 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 January 16, 2007. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the Treasurer's Report dated December 31, 2006, which .represents approximately two - thirds of the fiscal year. Mr. Fialkowski commented that the sales tax, hotel tax and building permit revenues were strong in December. Vehicle license sales are ahead of last year and expenses are under budget. Trustee Seiden questioned why sales tax receipts were down in July and were up in August and September. Mr. Fialkowski responded that it may be because SteinMart opened in the summer and is doing quite well. Board of Trustees January 16, 2007 Page 2 of 5 REPORT ON DEPARTMENTAL Barbara Little presented highlights from the Report OBJECTIVES — PUBLIC WORKS on Departmental Objectives for Public Works and AND ENGINEERING Engineering. She noted that the street rehabilitation program has been both aggressive and beneficial. The public works department has entered into the first year of a union contract. The street department has done an extensive amount of tree trimming. The tree - planting program increased greatly, with 66 trees being planted for residents. The water and sewer departments operate fully within IEPA requirements. There were 62.water main breaks this year, significantly less than in past years. The wastewater department has been very busy with design plans for chlorine systems, replacement at the Warwick Road and Deerfield Road stations. The department has also been involved with plans for the replacement of the east side lift. station. The sewer department responded to 120 calls for service and cleaned more than 72,000 feet of sewer this year. The garage has completed bidding on new equipment for the year. APPOINTMENTS TO BOARDS AND Mayor Harris announced the following boards and COMMISSIONS commissions appointments: Sean Ehlke - Appearance Review Commission Larry Berg - Board of Zoning Appeals Neil Samuels - Community Relations Committee Trustee Rosenthal made a motion to approve the boards and commissions appointments. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) PUBLIC COMMENT There was no public comment. REPORT AND RECOMMENDATION OF BOARD OF ZONING APPEALS RE REQUEST FOR SIDEYARD VARIATION FOR 1157 HAZEL AVE Deerfield Zoning Ordinance. They recom REPORTS The Board of Zoning Appeals held a public hearing on December 19, 2006 to consider the request for a variation to allow a one story corner dining room expansion within 5.41 feet of the east side property line in lieu of the minimum 6 feet required by the mended approval of the petition. Trustee Wylie made a motion to accept the report and recommendation of the Board of Zoning Appeals and to direct preparation of the ordinance. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) 1 1 1 Board of Trustees January 16, 2007 Page 3 of 5 REPORT AND RECOMMENDATION OF PLAN COMMISSION RE REQUEST FOR APPROVAL OF AN AMENDMENT TO THE SIGN PLAN INCLUDING A MODIFICATION FOR THE SIZE OF THE WALL SIGNS TO EXCEED THE ALLOWABLE SQUARE FOOTAGE The Plan Commission held a public hearing on December 14, 2006 to consider a request for an amendment to a sign plan to permit new wall signs on the east and west elevations, including a modification for the size of the proposed signs to exceed the permitted square footage' for Red Roof Inn at 340 S: Waukegan Road. Trustee Rosenthal questioned. if the larger signs were allowed during the annexation. Mr. Ryckaert did not see any notification within the annexation agreement which would have grandfathered the signs. Trustee Struthers questioned why the address is Northbrook. Mr. Ryckaert explained the address 340 Waukegan Road is within Deerfield's corporate limits and is in the process of being changed with the post office.. 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 (5) NAYS: Wylie (1) REPORT FROM STAFF RE Assistant Village Manager Phil Kiraly explained AMENDMENTS TO THE VILLAGE OF that the last significant update to the personnel DEERFIELD PERSONNEL POLICY manual was in 1996. The review has resulted in a MANUAL draft which has been approved by legal counsel and the department heads. Mr. Kiraly discussed some of the significant changes, which include new administrative policies regarding cell phone and computer usage, a village ethics ordinance and a proposal to change certain holidays provided to employees. Mr. Kiraly explained that it would involve having the Friday after Thanksgiving off instead of Coluinbus Day. The number of holidays offered would not change. Mr. Kiraly explained that at the February 5, 2007 board of trustees meeting, staff will ask for passage of the manual by resolution. CONSENT AGENDA ORDINANCE 0 -07 -4 AMENDING CHAPTER 3 OF THE MUNICIPAL CODE OF THE VILLAGE OF DEERFIELD OF 1975 TO INCREASE THE NUMBER OF CLASS I LIQUOR LICENSES FROM ONE (1) TO TWO (2 An ordinance amending Chapter 3 of the Municipal Code of the Village of Deerfield of 1975 to increase the number of Class I Liquor Licenses from one (1) to two (2). Second Reading. Trustee Rosenthal made a motion to accept the Board of Trustees January 16, 2007 Page 4 of 5 Consent Agenda and adopt 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) There was no old business OLD BUSINESS NEW BUSINESS ORDINANCE AMENDING CHAPTER An ordinance amending Chapter 15, Morals and 15, MORALS AND. CONDUCT, OF THE Conduct, of the Municipal Code of the Village of MUNICIPAL CODE OF THE VILLAGE Deerfield. First Reading. OF DEERFIELD — 1R REQUEST FOR AUTHORIZATION TO Mr. Kiraly reported that the village has used Pools AWARD CONTRACT TO POOLS Press for the printing of D -Tales since May 2005. PRESS FOR PRINTING OF D -TALES Pools Press would like to raise their prices slightly. NEWSLETTER Staff gathered quotes from competitors but found Pools Press' prices to be the lowest cost to the village. Mr. Kiraly requested that the competitive bidding process be waived and the contract be awarded to Pools Press for the printing of the D -Tales newsletter. Trustee Seiden made a motion to waive the competitive bidding process and award the contract for D -Tales printing to Pools Press in an amount not to exceed $1,755 for an eight page newsletter and $2,746 for a twelve page newsletter. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) RESOLUTION R -07 -2 AUTHORIZING Mr. Coblentz explained that there was litigation APPLICATION FOR A GRANT UNDER which asserted that the Infrastructure Maintenance THE INFRASTRUCTURE Fee Act was unconstitutional. Under a court MAINTENANCE FEE SETTLEMENT approve settlement, funds have been made available FUND to eligible municipalities in the form of grants to be utilized for municipal emergency 9 -1 -1 telecom- munications programs. The police department has initiated the grant process in an effort to retrieve eligible funds. As part of the grant process, a resolution authorizing application for a grant under the Infrastructure Maintenance Fee litigation is required. 1 Board of Trustees January 16, 2007 Page 5 of 5 Trustee Rosenthal made a motion to authorize the application for a grant under the Infrastructure Maintenance Fee litigation. Trusted Struthers 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 announced that on January 27th Trustee in the Town will be held at the Deerfield Library from 9:00 a.m. until noon. Trustees Feldman and Struthers will be in attendance. ADJOURNMENT There being nlp- furthq business to discuss, the meeting wa,(adjourne at 8:15 p.m. 1 ATTEST: Village Clerk 1 yor