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03/01/20101 1 March 1, 2010 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Harriet Rosenthal in the Council Chambers of the Village Hall on Monday March 1, 2010 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Alan Farkas Thomas Jester Mary Oppenheim Barbara Struthers Absent: William Seiden and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Members of the Walden School Daisy troop led those in attendance in reciting the Pledge of Allegiance. Troop members introduced themselves, and each told something she likes about scouting. Laura Parise, troop leader, stated that the troop's initiative was to support Orphans of the Storm. They also donated to Toys for Tots and had an activity to donate food to the West Deerfield Township Food Pantry. Mayor Rosenthal thanked the girls for coming to the meeting and for all the good work they do. PROCLAMATION Mayor Rosenthal proclaimed March as Youth Art Month in Deerfield. She urged all citizens to support quality art programs for children. South Park School teacher, Peggy Goldman, discussed Youth Art Month. She stated that Kipling School is holding an art fair on March 13`h from 11:00 — 1:00. There will be more than 1000 pieces of art, as well as make and take projects. DOCUMENT APPROVAL Trustee Struthers made a motion to approve the minutes from the February 16, 2010 Board of Trustees meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously, with Trustees Benton and Farkas abstaining. BILLS AND PAYROLL Trustee Benton made a motion to approve the Bills and Payroll dated March 1, 2010. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5) NAYS: None (0) PUBLIC COMMENT There was no Public Comment. Board of Trustees Meeting March 1, 2010 Page 2 of 7 REPORT AND RECOMMENDATION OF THE PLAN COMMISSION RE REQUEST FOR APPROVAL OF A SPECIAL USE TO PERMIT THE ESTABLISHMENT OF A RETAIL STORE OVER 10,000 SQUARE FEET IN AREA AND AN AMENDMENT TO THE DEERBROOK MALL SPECIAL REPORTS Village Manager Kent Street reported the Plan Commission held a Public Hearing on 2/11/10 to consider a request for approval of a Special Use to permit the establishment of a retail store over 10,000 square feet in area and an amendment to the Deerbrook Mall Special Use Planned Unit Development for Wonder, LLC. The Plan Commission voted 6 -0 in favor of recommending USE PLANNED UNIT DEVELOPMENT approval. Bill Colaianni, CEO of Wonder, LLC, showed a PowerPoint presentation and explained that Wonder, LLC would serve the $250 billion children's and parents products industry that is underserved. They will provide one -stop shopping that includes everything from basics and consumables to specialty and boutique items. They will also offer innovative play and party areas, a bakery and coffee bar and restaurant. Mr. Colaianni advised they intend to open 19 locations over then next five years. The headquarters would be in Deerfield, and they hope to open this fall. Mayor Rosenthal noted that the Board also received minutes from the Appearance Review Commission. Trustee Farkas is excited about the concept and believes it will be a tremendous complement to Deerfield. He asked about the petitioner's sustainability and environmental plans. Mr. Colaianni responded they would be reusing a big box location, and within the facility, they plan to use refurbished materials wherever possible. Mr. Colaianni explained they could not go for LEED certification because it is already constructed. He assured the Board that all the decisions would be informed by the necessity of making a minimal impact to the environment. Trustee Struthers believes the play area concept is wonderful. She asked about bringing food into the play areas. Mr. Colaianni explained their intention is to not allow parent or facility supplied food in the play area. Trustee Struthers asked about clean up between parties. Mr. Colaianni explained that part of the facility, formerly the warehouse, would be used to stage food for parties. They will have a warming kitchen, and food will come from within the store or be catered in. Trustee Struthers asked about the furniture. Mr. Colaianni explained the furniture would be hard, cleanable surfaced furniture, similar to what is in a kindergarten to second grade classroom. The flooring, on the other hand, would be soft and resilient and made from recycled materials. Everything would be easily cleaned. Larry Pachter, Attorney with Pachter, Gregory and Raffaldini, submitted a sample party schedule to the Plan Commission, which showed a staggered schedule. He explained the clean up time between parties would be sufficient and would lessen the traffic impact as well. 1 1 1 Board of Trustees Meeting March 1, 2010 Page 3 of 7 Mayor Rosenthal had two concerns after reading the Plan Commission and Appearance Review Commission minutes. The first concern was about painting the brick. She wanted to ensure the building would be kept looking fresh and in good repair. She explained that if the petitioner vacated the property, there needed to be a way to ensure the building would be kept in good repair. Mayor Rosenthal's second concern was the sign. The signage started out large but within regulation because the Village does not stipulate a maximum size for a sign. She appreciates that the size of the sign was reduced, but she hopes to direct the Plan Commission to look at adding a maximum size for signage in the future. Trustee Oppenheim was impressed with the fagade improvements. She believes the sign size is appropriate for the building. She asked about the plumbing capacity for Wonder since it was raised for another proposed tenant. Mr. Street responded that no capacity increase is needed for Wonder and that the former concern for Export Fitness was due to the proposed locker room shower facilities. Trustee Oppenheim discussed the two access and traffic flow plans, noting one was preferred. Tim Doran, traffic consultant with Gewalt Hamilton, believes both options would make circulation safer than the current configuration. The alternate option cannot be done immediately because of tenant leases. Trustee Oppenheim asked about parking capacity. Mr. Doran explained the center is unique because there are two main anchors. He believes parking will be sufficient. Trustee Benton stated that if the Village is patient, the other minor lot reconfiguration alternative may come. He supported the need for a high quality store of this type. Trustee Oppenheim made a motion to accept the report of the Plan Commission. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5) NAYS: None (0) CONSENT AGENDA ORDINANCE REVISING THE MISSION An Ordinance revising the Mission Statement of the STATEMENT OF THE COMMUNITY Community Relations Commission. First Reading. RELATIONS COMMISSION— 1R ORDINANCE 0 -10 -04 PROVIDING Ordinance 0 -10 -04 providing for the filing of a FOR THE FILING OF A TENTATIVE tentative annual budget for the Village of Deerfield ANNUAL BUDGET FOR THE and for public inspection and hearing thereon. VILLAGE OF DEERFIELD AND FOR Second Reading. PUBLIC INSPECTION AND HEARING THEREON — 2R Trustee Oppenheim made a motion to accept the Consent Agenda and adopt the Ordinance providing for the filing of a tentative annual budget for the Village of Deerfield and for public inspection and hearing thereon. Trustee Struthers seconded the motion. The motion passed by the following vote: Board of Trustees Meeting March 1, 2010 Page 4 of 7 AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5) NAYS: None (0) There was no Old Business. OLD BUSINESS NEW BUSINESS AUTHORIZATION TO AWARD The Director of Public Works and Engineering, TWO YEAR CONTRACT FOR EPA Barbara Little, explained that 14 years ago, the REQUIRED GROUNDWORK IEPA mandated groundwater monitoring at Lake SAMPLING SERVICES AT Cook and Pfingsten. Since 2004, the Village has RESERVOIR 29A utilized the services of STS Consultants (now AECOM) which included ground water monitoring, sampling, testing and analysis and reporting twice annually. AECOM produces an excellent product and they are professional. She recommends the Board award a two -year contract for EPA required groundwater sampling services at Reservoir 29A to AECOM in an amount not to exceed $27,828 in total for both years of 2010 and 2011. Trustee Jester made a motion to award the contract for EPA required groundwork sampling services at Reservoir 29A to AECOM in an amount not to exceed $27,828 for the years of 2010 and 2011. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5) NAYS: None (0) RESOLUTION R -10 -6 APPROVING AN AGREEMENT FOR ACCESS TO GEOGRAPHIC INFORMATION SYSTEMS Computer Systems Coordinator, Matt Weiss, reported that each year Cook County requires the renewal of a data sharing agreement between the Village and the Cook County Assessor's Office. Trustee Farkas made a motion to adopt the Resolution. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5) NAYS: None (0) AUTHORIZATION TO APPROVE Mr. Weiss reported that Deerfield, as a member of CONTRACT WITH AYRES the GIS Consortium, has contracted with Ayres ASSOCIATES TO PROVIDE MAPPING Associates to provide mapping and aerial AND PHOTOGRAPHIC PRODUCTS photography products and services. The goal for AND SERVICES 2010 is to participate in the annual flight for aerial photography and to update the Village's orthophotography. He added that aerial photography is important to the Village as it is used for planning repairs, improvements, and often updates to address drainage issues. Orthophotography is the process of combining aerial images that can be used as a map in GIS systems. Mr. Weiss 1 1 Board of Trustees Meeting March 1, 2010 Page 5 of 7 explained that the current orthophotographic map is six years old, and the consortium recommends updating the map every five years. Trustee Struthers asked if the Village has a map that is six years old. Mr. Weiss explained the Village has newer aerial photography, but the map is old. Trustee Oppenheim asked if Ayres Associates is the best company for this type of project. Mr. Weiss explained that the Village gets a better price with this company, because of the consortium. Trustee Oppenheim made a motion to authorize the contract with Ayres Associates to provide mapping and photographic products and services in an amount not to exceed $11,945. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5) NAYS: None (0) RATIFICATION OF COLLECTIVE Mr. Street noted there were a few language BARGAINING AGREEMENT WITH clarifications made today and they were distributed PUBLIC WORKS UNION 150 to the Board. Mr. Fialkowski stated that Local 150 is a bargaining group for Public Works maintenance operators and mechanics. He highlighted the changes to their agreement, which include a four - year term, wage increases, foreman provisions, clarification of the winter rest period, switching holidays, pager duty pay and longevity. Mr. Fialkowski explained that negotiations started last summer and were generally very congenial. Mayor Rosenthal stated that the Village is pleased with Public Works department personnel and respects their work. Trustee Farkas questioned the salary chart, noting three workers were off the grid. Mr. Fialkowski explained that occurred during the transition from a merit based (non- union) pay schedule to the union schedule. Trustee Struthers asked if there is a provision for merit increases. Mr. Fialkowski explained there is no merit pay with this contract. Trustee Struthers made a motion to approve ratification of the collective bargaining agreement with Public Works Union 150. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5) NAYS: None (0) Mayor Rosenthal thanked Mr. Fialkowski and the other members of the management team for their efforts to reach a positive agreement. DISCUSSION NW MUNICIPAL CONFERENCE Trustee Oppenheim reported on the recent North - LEGISLATIVE BRUNCH west Municipal Conference legislative brunch. Board of Trustees Meeting March 1, 2010 Page 6 of 7 Legislators from the entire area were present. She reported that two main areas of concern were retaining existing revenue sharing and pension reform. She also noted that some FOIA changes have been problematic to small communities. FORECLOSURE ASSISTANCE Trustee Struthers reported that the Lake County Bar Association has put together a group of volunteers to help people facing foreclosure. They will meet on March 6th. Additional information is available on the Village website. EMERGENCY RESPONSE FEES Trustee Farkas referenced a story in the Chicago Tribune about the Village of Flossmoor, which enacted an ordinance to collect fees for emergency response. Mr. Street noted that sometimes it is difficult to distinguish between normal police responsibilities and extraordinary circumstances where the Village could collect fees. Mr. Coblentz will review the matter with Chief Sliozis and provide a follow up report to the Board. WONDER! PROPOSAL Trustee Farkas suggested a corporate purchase sales tax rebate for Wonder similar to that with Walgreens. Mr. Street explained there have been some changes to what municipalities can do, but staff will look into it. FORECLOSURES Mayor Rosenthal explained that there was an article in this week's Deerfield Review about foreclosures in the area. She was very frustrated because the Village is lumped in with unincorporated Deerfield. The numbers shown are not truly Deerfield. Mayor Rosenthal requested real numbers for the next Board of Trustees meeting as part of the Community Development Department report. SIGNAGE Mayor Rosenthal, as noted during the Wonder discussion, would like the Plan Commission to look at an overall maximum sign size to see if the Village should consider it. She stated that Wonder's original signage met the requirements but was aesthetically too large. She stated they reduced the size of the sign because of discussions with the Village. Trustee Struthers made a motion to request the Plan Commission review establishing maximum sign sizes. Trustee Benton seconded the motion. The motion passed unanimously. UNDERAGE DRINKING Mayor Rosenthal reported that there have been recent underage drinking and drug arrests in the Village. She stated that some parents and children are still not getting the message on prevention and consequences. Mayor Rosenthal discussed possible consequences with Chief Sliozis, and Parents, The Anti -Drug group is continuing its educational efforts. Mayor Rosenthal noted that additional public information and communication on the topic will be provided. 1 1 Board of Trustees Meeting March 1, 2010 Page 7 of 7 COMMITTEE OF THE WHOLE Mr. Street reported the next Committee of the Whole meeting will be on Monday, March 8`" at 6:00 p.m. ADJOURNMENT ATTEST: . 4 , ':��t Village Clerk There being no further business to discuss, the meeting was adjourned at 8:50 p.m. APPROVED: Mayor