Village Center Commission (No longer holds meetings)

APPROVED Village Center Commission Meeting Minutes March 4, 2015 A meeting of the Village Center Commission was held on Monday, March 4, 2015 at 7:30 p.m. at the Village Hall Conference Room, 850 Waukegan Road, Deerfield, Illinois. Chairperson Jannes Zobus called the meeting to order at 7:30 p.m. Present were: Jannes Zobus, Chairperson Joan Reed Janice Shaw Vicki Street Absent was: Garo Emerzian Also present: Clint Case, Code Enforcement Officer Dan Nakahara, Associate Planner Public Comment: There was no public comment on non-agenda items. Document Approval: Ms. Reed moved to approve the minutes from the February 4, 2015 VCC meeting. Ms. Shaw seconded the motion. The minutes were approved unanimously with minor corrections. Business: 1. Discussion with Clint Case, Supervisor, Building & Code Enforcement, on Building Permit and Code Enforcement Process Mr. Case provided the Commission with the building department annual report from 2014. The report illustrated the department’s goals, procedures and updates. Mr. Case noted the current staff of three has performed more than 3,200 inspections in 2014. He commented they do have 2 part-time consultants that perform plumbing and elevator inspections. He also noted that tree preservation and tree mitigation is handled by the Village Engineering Department. Mr. Case discussed the process and Village requirements a resident would go through to get a building permit. He discussed the thorough plan review process of architectural and engineering drawings. He commented that engineering plans are approved by the Village’s engineering Village Center Commission March 4, 2015 Page 2 of 4 department. He noted that once the plans are released to the contractor, the Village is reasonably confident that the plans comply with all the rules and regulations of the Village. He commented that during the course of the construction phase, the Village performs approximately 30 – 40 inspections on the house. Mr. Case discussed mandatory codes that must be enforced and briefly talked about energy conservation code requirements. Building code enforcement has become more sophisticated and complicated and requires the Building staff to maintain certifications through annual continuing education classes The review period can run from four to six weeks and up to ten weeks during their busiest periods. Ms. Reed questioned the difference between a residential review and a commercial review. Mr. Case explained that a commercial review is substantially more intense, because of all of the different components and systems that have to be reviewed. Ms. Street explained the contractors and developers frequently complain that the Village will not give them permits. Mr. Case explained the contractors are given an option to take the plans to an outside reviewer that the Village utilizes. The outside reviewer guarantees the initial review with comments within 2 weeks. The outside reviewer can save a contractor time if they are willing to pay for the service. Ms. Shaw questioned what would happen if a homeowner has building issues after the house is complete. Mr. Case explained the builder would be responsible for any building issues but noted that the Village holds a performance guarantee deposit of $5000 for one year after the certificate of occupancy is issued. The Commissioners discussed the various issues that could arise during and after the construction. Ms. Reed questioned the length of time before construction permits expire. Mr. Case explained that some properties run into issues during construction. Typically, residential building permits are good for one year. The permit may be extended for an additional cost in four month increments. If the code enforcement official feels the project is not being diligently pursued, they can also deny permit extensions. Ch. Zobus asked how the various commissions work with the permit process. Mr. Case explained the Plan Commission process including the pre-filing conference and public hearing. The Plan Commission makes a recommendation to the Mayor and Board of Trustees and if they accept the recommendation an ordinance is created. Once the Ordinance is passed, a building permit can be issued. Ch. Zobus explained that is part of the hold up. Mr. Case explained that projects dealing with land use, zoning issues and or variations come before the Plan Commission. Mr. Nakahara explained that before the zoning approval process, the developer meets with staff to discuss the steps involved in the approval. Mr. Case discussed Property Maintenance Code explaining that they have to be able to refer to these requirements in order to enforce the Code. Mr. Case also explained that Village Center Commission March 4, 2015 Page 3 of 4 he can enforce safety issues. Mr. Nakahara noted they also send out code violation letters well. Mr. Case explained they initially try to enforce compliance with a face-to- face conversation before sending out violation letters. The Commission thanked Mr. Case and his department for all that they do. 2. Earth Day Discussion Mr. Nakahara spoke with Assistant to the Village Manager Andrew Lichterman about partnering with the Sustainability Commission regarding Earth Day. Mr. Lichterman explained they are concentrating on their objectives and have scheduled programs with District 109. Mr. Nakahara explained the Village last instituted a cleanup day in May, 2001 and if the Commission wanted to do a clean-up day it doesn’t need to be in conjunction with Earth Day. Ms. Reed suggested that the VCC partner with the Sustainability Commission and have the Village sponsor the event. She noted that the Commissioner’s do not need to be an active part of the Clean Up Day but have primary participation in the event by residents. Ms. Street indicated two quadrants have Village- owned sidewalks and two quadrants are mall-owned. Ms. Reed noted there are areas around the perimeter of the malls that need cleaning. Ch. Zobus suggested the Commission could work on planning a program for next year as it can be difficult to organize the volunteers in time for Earth Day in April. Ch. Zobus asked Mr. Nakahara to look into the feasibility of organizing a program for next year. She asked Ms. Street if she could gently remind Chamber members to make sure their properties kept up. Ms. Street noted they did something last year and asked Mr. Nakahara to write something for the Chamber newsletter. Ch. Zobus suggested adding something to D-Tales as well. Ms. Shaw noted it would be a great tie in Earth Day with the recycling container program. Ms. Street suggested adding a publicity campaign to cleaning up with the recycling cans. Ch. Zobus suggested discussing an Earth Day cleanup event for next year in a meeting toward the end of this year. 3. Village Center Update  Mr. Nakahara indicated the revised planter program letter will be mailed out the next week.  The second phase of the Deerfield Road construction will begin in April and last through November.  The Orange Leaf yogurt business has closed. Marathon Gas Station at 700 Waukegan Road will change to Gulf Gas Station but the operator will remain the same.  Back to Bed is merging with Bedding Experts. Bedding Experts in the former Blockbuster location will change to Mattress Firm. American Mattress is closed in the Deerbrook outlot and Mattress Firm will take over the entire outlot building.  Ms. Street discussed the free economic restaurant conference workshop at the former Berto Center. The program is aimed at anyone food industry, including nursing homes, restaurants, schools, etc. They will discuss sustainable Village Center Commission March 4, 2015 Page 4 of 4 programs and there will be workshops on composting, recycling and utility rebates.  Mr. Nakahara noted that a violation letter was sent out to Dear Franks and MG Nails.  Mr. Nakahara discussed the proposed trough boxes on Deerfield Road for 2017. Ms. Reed asked who decides which bollards will have planters and which will have caps. Mr. Nakahara explained some bollards get hit more frequently. Those have caps. In the courtyard area, the bollards have caps to keep an open field. Adjournment There being no further business or discussion, Ms. Reed moved to adjourn the meeting. Ms. Shaw seconded the motion. The motion passed unanimously on a voice vote. The next meeting of the Village Center Commission will take place on May 6, 2015. Respectfully submitted, Jeri Cotton Secretary