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05/21/2012May 21, 2012 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Rosenthal in the Council Chambers of the Village Hall on May 21, 2012 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 William Seiden Barbara Struthers and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE John Reid, Senior Vice Commander with American Legion Post 738, led those in attendance in reciting the Pledge of Allegiance. Mr. Reid stated that on Memorial Day at 10:00 a.m., the American Legion would host a brief ceremony at the Veteran's Memorial near Jewett Park. It will be followed by a parade to the Deerfield Cemetery. PROCLAMATION Mayor Rosenthal proclaimed May 29 — June 3, 2012 as Hunger Awareness Week in Deerfield. Mayor Rosenthal encouraged residents and businesses in Deerfield to attend the Three Guys and a Truck event on June 3, 2012 at Deerfield High School and help support the West Deerfield Township Food Pantry. Paul Zavagno from Three Guys and a Truck noted the West Deerfield Township Food Pantry is in need of donations this time of year and for that reason the Three Guys and a Truck event was started ten years ago. Julie Morrison thanked the Village of Deerfield for their support and noted the West Deerfield Township Food Pantry serves 150 people each week. Trustee Oppenheim made a motion to accept the Proclamation. Trustee Benton seconded the motion. The motion passed unanimously. DONATION REQUEST Jordan Cloch, Mario Guagliardo and Jack Carney spoke about the charity basketball tournament that was created three years ago to help raise funds for the Cancer Wellness Center and the Deerfield Park Foundation. Last year they had 64 teams participate and raised over $8,000. This year they already have over 110 teams signed up. Mr. Guagliardo noted the tournament will be held June 8, 9, 15 and 16 at Mitchell Park. Mr. Cloch stated they are asking the Village of Deerfield for a $250 donation and noted they are now a 501(c)3 organization. Board of Trustees Meeting May 21, 2012 Page 2 of 8 MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the May 7, 2012 Board of Trustees meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Oppenheim made a motion to approve the Bills and Payroll dated May 21, 2012. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) TREASURER'S REPORT Finance Director, Bob Fialkowski presented highlights from the Treasurer's Report of April 30, 2012, which is the end of the fiscal year. Mr. Fialkowski stated this was another positive month for sales tax. Overall, the 12 month total was up 6.5% from the previous year net of Walgreens. All of the major revenues were up for the year, except the State Income Tax. Mr. Fialkowski noted the structural deficits in the water and sewer funds from last year have been addressed in the current year's budget. He noted the hotel tax, utility taxes and building permit fees were also up from last year and the General Fund ended the year in good shape. REPORT ON DEPARTMENTAL Assistant to the Village Manager, Jenny Maltas OBJECTIVES — ADMINISTRATION reported on the departmental objectives for Administration. She stated Administration consists of the Village Manager, Management Analyst, the Information Technology Department and herself. Ms. Maltas noted this is the first year without an Executive Secretary or an Intern. The department worked on a number of major projects including the comprehensive fee schedule and the municipal electricity aggregation agreement. She stated the Village anticipates executing the switch over from ComEd to MC2 at the end of June. She noted that approximately 2.8 percent of Village residents opted out. Ms. Maltas noted the Sustainability Commission is currently reviewing composting regulations. The current Village Code does not specifically address composting. The Commission is also starting to review a commercial waste and recycling franchise and a report will be presented to the Board in the upcoming months. The Village received free energy audits of the Village Hall, the Police Department and the Public Works Facility. A comprehensive list of the Village's sustainability efforts will be created to help plan for sustainability initiatives going forward. Ms. Maltas stated the Department has focused on economic development and worked with Kraft and Deerbrook Mall on their redevelopment plans. The Village has participated in business retention visits with Victoria Street, Executive Director of the Deerfield-Bannockbum- Riverwoods Chamber of Commerce and has visited a number of businesses. The businesses have been receptive and the Village's goal is to visit 12 businesses over the next year. Board of Trustees Meeting May 21, 2012 Page 3 of 8 The Village Manager's office started a non - emergency e- newsletter to notify residents of special events and important information in the Village. Currently just under 1000 residents and /or businesses have signed up at this time. Mayor Rosenthal encouraged residents to provide their email addresses. Ms. Maltas noted the Cable and Telecommunications Commission is working on two projects. The first is the renewal of Comcast franchise. The Commission will meet on June 6, 2012 and to further review the contract and will present their recommendation to the Board this summer. The Commission is also working on an extension of the lease agreement with Crown Castle at Reservoir 29A for cellular towers. Crown Castle has asked for a 10 year extension. Administration is also updating the purchasing manual with the Finance Department and Ms. Maltas noted the manual was last updated over 20 years ago. Ms. Maltas stated this year's Fine Arts Festival will have a Dine Out in Deerfield section. Thanks to the hardwork of the Fine Arts Commission and the DBR Chamber several Deerfield . restaurants will participate and sell food at this year's event. The Family Days Commission is also working hard and seeking different sponsorships. The Commission has worked with many Vilalge service clubs to streamline the process and form partnerships around the event. The Information Technology Department completed a major upgrade to the dispatch and records software package. Computer Systems Coordinator, Matt Weiss is working with the Police Department on a draft RFP for a new phone system. The IT Department also provided a lot of support for the new Wastewater Treatment Facility and conducted a lot of training. The Department also worked with Public Works on installing a high speed,data link. That connection will allow the Village to backup systems at other Village facilities. Mayor Rosenthal expressed appreciation for the report, noting it was new for Administration to do. PUBLIC COMMENT There was no Public Comment on non - agenda items. REPORT AND RECOMMENDATION OF THE BOARD OF ZONING APPEALS RE: PARKING VARIATIONS AND SIGN MODIFICATIONS FOR 50 WAUKEGAN ROAD (MCDONALDS) REPORTS The Board of Zoning Appeals held a Public Hearing on April 17, 2012 to consider a variation to reduce the number of parking spaces from 97 to 80. They also considered adding a drive -thru order station and site changes to allow a site connection to the south. The Board of Zoning Appeals also Board of Trustees Meeting May 21, 2012 Page 4 of 8 considered sign modifications. They voted 5 -0 in favor of recommending the approvals with the caveat that the curved yellow feature above the roof line would be defined in the Zoning Ordinance as an architectural element and would never be illuminated. REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on OF THE PLAN COMMISSION RE: May 10, 2012 to consider a request for an REQUEST FOR AN AMENDMENT TO amendment to a Special Use for McDonald's A SPECIAL USE FOR McDONALD'S Restaurant and a request for an amendment to a RESTAURANT AND A REQUEST FOR planned unit development for the property to the AN AMENDMENT TO A PLANNED south of McDonalds. The Plan Commission voted UNIT DEVELOPMENT FOR THE 5 -0 to send a favorable recommendation to the PROPERTY TO THE SOUTH OF Board. McDONALD'S (ATRIUM PUD Hal Francke, Attorney with DLA Piper, Jeff Miller, President of Watermark Engineering, Fred Mathias, President of Linco Design Group and Sabina Shriner, Director of Operations at McDonald's Corporation were present. Mr. Francke reported McDonald's has been at this location for more than three decades and has received two amendments since they first opened. They are proposing a major remodel which will bring this location in line with what is being done to McDonald's locations throughout the country. They propose a double drive -thru with double menu boards, which will benefit the traffic. They will also create a curb cut to the Golden Bear PUD to the south, so vehicular traffic can enter the site from Lake Cook Road. The proposed curb cut will keep traffic off the intersection of Lake Cook and Waukegan Roads. It will also be valuable to other users, especially with the upcoming road improvements. Mr. Francke noted they propose major improvements to the signage and landscaping. He thinks it will be a very positive change. Mayor Rosenthal ensured that the Appearance Review Commission's recommendations were included in the final draft. Trustee Benton congratulated McDonald's on the interconnection. Mr. Francke reported they have a fully executed cross access agreement with the Golden Bear PUD. They also have consent and cooperation from the other property owners. Trustee Oppenheim noted the cross access will now allow customers form the bank to go through the McDonald's site and exit at the stop light on Waukegan Road. She expressed concern about pedestrian traffic crossing through vehicular traffic to enter the building. Trustee Oppenheim expressed concern about the additional loop around the building. Mr. Francke understands this will need to be monitored. Trustee Jester made a motion to accept the reports and recommendations of the Board of Zoning Appeals and the Plan Commission. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Board of Trustees Meeting May 21, 2012 Page 5 of 8 REPORT AND RECOMMENDATION OF THE PLAN COMMISSION RE: REQUEST FOR A CLASS B SPECIAL USE TO PERMIT THE ESTABLISHMENT OF A PILATES STUDIO FOR ESSENCE PILATES AT The Plan Commission held a Public Hearing on May 10, 2012 to consider a request for a Class B Special Use to permit the establishment of a pilates studio for Essence Pilates in the American Legion building at 849 Waukegan Road. The Plan Commission voted 5 -0 in favor sending a positive 849 WAUKEGAN ROAD recommendation to the Board. REPORT AND RECOMMENDATION OF THE VILLAGE CENTER DEVELOPMENT COMMISSION RE REQUST FOR A CLASS B SPECIAL USE TO PERMIT THE ESTABLISHMENT OF A PILATES STUDIO FOR ESSENCE PILATES AT The Village Center Development Commission held a workshop meeting to consider the request for a Class B Special Use to permit the establishment of a pilates studio for Essence Pilates in the American Legion building at 849 Waukegan Road. The Village Center Development Commission voted 7 -0 in favor of sending a positive recommendation 849 WAUKEGAN ROAD to the Board. Marilee Papale, owner of Essence Pilates, reported she has been in business approximately ten years. She noted she will maintain her Highland Park studio but the Deerfield location will be a larger facility. Ms. Papale stated they would be open by appointment only, between 5:00 am and 9:00 pm Monday through Saturday. Mayor Rosenthal noted this would be a Special Use because of the first floor retail ordinance requirement in the Village Center. Ms. Papale noted she will be selling clothing and pilates accessories as well. Mayor Rosenthal noted the Village Center Development Commission raised a concern about congestion during lunchtime, when Dear Franks is busiest. Ms. Papale noted she would stagger her classes to avoid congestion at the noon lunch rush. Trustee Farkas asked about the proposed long -term expansion and training boot camps. Ms. Papale stated she runs boot camps at her other locations. This location would offer a larger forum for triathlon training. She would offer workshops with speakers as well. Trustee Oppenheim thinks it is great that a Village resident wants to open a business in Deerfield. Trustee Benton added it would be a great advantage for the American Legion as well. Trustee Farkas made a motion to accept the reports and recommendations of the Plan Commission and Village Center Development Commission. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Board of Trustees Meeting May 21, 2012 Page 6 of 8 CONSENT AGENDA There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE 0 -12 -21 CREATING A An Ordinance creating a new liquor license NEW LIQUOR LICENSE classification, Class "K ". Second Reading. CLASSIFICATION CLASS "K" — 2R Trustee Struthers made a motion to adopt the Ordinance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) NEW BUSINESS ORDINANCE 0 -12 -22 AUTHORIZING AN AMENDMENT TO COMMERCIAL PLANNED UNIT DEVELOPMENT TO PERMIT THE REDEVELOPMENT OF 350 WAUKEGAN ROAD Reading of the Ordinance. Trustee Oppen following vote: An Ordinance authorizing an amendment to a commercial planned unit development to permit the redevelopment of the former George's What's Cooking property located at 350 Waukegan Road. Trustee Benton made a motion to waive the First heim seconded the motion. The motion passed by the AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0). Trustee Seiden made a motion to adopt the Ordinance. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO CONTRACT WITH MOORE LANDSCAPING FOR LANDSCAPE MAINTENANCE SERVICES services contract since 2009. They are r Assistant Director of Public Works, Mr. Fink noted the Village uses the services of a landscape maintenance contractor for Village owned properties, streetscape and entry features. Moore Landscaping has held the landscape maintenance equesting a new contract with annual renewals through Board of Trustees Meeting May 21, 2012 Page 7 of 8 2014 at no additional cost for the existing services. Staff is requesting additional services, which would increase the base contract value by approximately $20,000. Most of the additional cost is based on staff's recommendation for Moore to provide all the plant materials instead of purchasing the plant materials directly from a vendor. Moore can purchase the same materials at a discounted price and the Village will realize a fairly significant saving. Moore Landscaping has done an excellent job with the landscaping and flower bed maintenance. They offer an open line of communication and have been very responsive to Village staff and business owners. Mr. Fink requested the formal bidding process be waived and the landscape maintenance services contract for 2012 be awarded to Moore Landscaping. Trustee Seiden made a motion to waive the formal bidding process and award the contract for 2012 landscape maintenance services to Moore Landscaping in an amount not to exceed $99,045. Trustee Benton seconded the motion. Trustee Farkas noticed staff is recommending adding maintenance along Waukegan Road across from Deerfield High School. He would like to see additional planting in that area as well. Trustee Farkas suggested doing something in conjunction with Arbor Day or Earth Day next year. Trustee Jester asked if the Village is considering using the same native plantings as Bannockburn. Mr. Fink reported they planted the area with native plantings, but they did not take very well as yet. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) DISCUSSION IN MEMORIAM Mayor Rosenthal was sad to report that Lois Shane passed away this week. She served on the Community Relations Commission for many years and was very active in the Community. Mayor Rosenthal wished her family well. HIGH SCHOOL PRESENTATIONS Mayor Rosenthal was privileged to attend the Deerfield High School Senior English Presentations. She was very impressed on how well the topics were researched and presented. Mayor Rosenthal noted the Human Rights Club also had a program on human trafficking and modern slavery. She felt the students did a wonderful job and is proud of what is happening in the Village. SECOND GRADE LETTERS Mayor Rosenthal reported she received persuasive essays from Wilmot School second grade students advocating for and against allowing chickens in the Village. Mayor Rosenthal invited the Board of Trustees Meeting May 21, 2012 Page 8 of.8 students to attend the Board meeting when the Board considers the chicken keeping ordinance for the Village. FINE ARTS FESTIVAL Mayor Rosenthal reminded residents that the Fine Arts Festival would take place on June 2nd and June 3�d. This year they will have new artists and food vendors. Mayor Rosenthal noted the 3 Men and a Truck event will take place the same weekend. MEMORIAL DAY Mayor Rosenthal reminded residents that the American Legion will hold their Memorial Day service on Monday, May 28, 2012 at 10:00 am at Jewett Park. The Village values the veterans and the American Legion. WASTEWATER RECLAMATION Trustee Oppenheim noted that she and Trusee FACILITY TOUR Benton took a tour of the new Wastewater Reclamation Facility. She reported the Facility is THANK YOU amazing and was impressed with the progress. Mayor Rosenthal thanked Chief Sliozis for Attending NATO security meetings over the weekend to ensure there were no threats to the Village. ADJOURNMENT There being no further business or discussion, Trustee Jester made a motion to adjourn the meeting. Trustee Seiden seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:45 pm. APPROVED: Mayor ATTEST: Village aerk 1 1