08/06/19731 9 9
August 6, 1973
,The regular meeting of the President and Board of Trustees of the Village of
Deerfield was called to order by the President in the Council Chambers of the Village
Hall on Monday, August 6, 1973 at 8:17 p.m. The clerk called the roll and reported
that the following were
Present: Bernard Forrest, President
Albert E. Brust
Norma Gavin
George Kelm
Walter H. Moses, Jr.
Werner E. Neuman
Daniel H. Stiehr
Absent: None
and that a quorum was present and in attendance at the meeting. Also present were
Messrs. Richard Houpt, Village attorney, and Norris Stilphen, manager.
Trustee Stiehr moved, seconded by Trustee Moses, that the minutes of the regular
meeting held July 16, 1973 be approved as submitted. Motion carried unanimously.
Approve Consent Agenda The Consent Agenda was presented for consideration
with one additional item, as follows:
CONSENT AGENDA
Authorization for President to sign Contract with Paul C. Box and Associates for
engineering on Wilmot - Deerfield traffic lights and pavement revisions.
Authorization to release $3,340 escrow funds for Earl's Court paving improvements,
Laurel HillSubdivision, Unit #5.
Authorization to release $31,631.80 escrow funds for underground improvements, Laurel
Hill Subdivision, Unit #6.
Approval of addition of $12,505.80 to contract with Eric Bolander Construction Co. for
temporary widening at Lake- Cook /Waukegan Road intersection - 32 -CS M.F.T.
Authorization for President to .sign Specifications and Contract Proposal for street con -
btkuction �between._P.ark, Avenue'and,.,Petersen Lame. -.250 ft. north of Deerfield Road
35 CS M.F.T.
Acceptance of Veto Enterprises, Inc. bid of $1,997.90 for two Aerotron portable radios
for Police Department.
Trustee Kelm moved, seconded by Trustee Brust, that the Consent Agenda be
approved. Adopted by the following vote:
Ayes: Brust, Gavin, Keim, Moses, Neuman, Stiehr (6)
Nays: None (0)
Accept Bids Podium Extension
Hanson Const. $360
Fragassi $89 -:Gen. Fund Sur•
Fragassi TV & Appliances for
General Fund surplus. Adopt
Bids having been received for extension of the podium,
Trustee Gavin moved, seconded by Trustee Brust, that
plus the bid of $360 submitted by Hanson Construction for
the extension and the bid of $89 submitted by
electrical work be accepted, payment to be made from
ad by the following vote:
Ayes: Brust, Gavin, Kelm, Moses, Neuman, Stiehr (6)
N ays: None (0)
Discussion - Engineer's Staff The manager recommended the hiring of two people for
the engineering department, a draftsman and an
engineering inspector, each to be paid $9,000 per year. Salaries for the remainder of
the year would be approximately $6,000 each and would be ,paid from General Fund surplus.
He did not recommend an additional inspector for the building department. He stated
a secretary is shared with.the engineer, and all plumbing inspections are on a con-
tractual basis.
Discussion was had on staff requirements for the engineering and building and
zoning departments. Trustee Brust, who has been out of town, said he would like to
discuss staff requirements with the Village engineer after reading the several reports
and recommendations. Trustee Stiehr stated it was his opinion an additional employee
is needed in the building department which is understdffed at present. Trustee
Neuman declared he felt strongly an "in- house" engineering department should be estab-
lished which would result in substantial savings in fees now paid to consultants.He
i
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stated the work to be performed by the engineering department should be clearly
defined in order that the department know exactly what the-Board expects then
to do; if there is no clear understanding on this basic matter it may be better
to give up the idea of an "in- house" engineering department.
President Forrest stated this matter would be on the agenda for the
next meeting.
1973 -74 Salary.Ordinance(0- 73 -42) The revised ordinance to establish the com-
pension of officers and employees for the fiscal
year 1973 -74 was presented.
Trustee Kelm,..moved, seconded by Trustee Brust, that the ordinance be
passed as presented.
A lengthy discussion was had on the proposed ordinance. Trustee Neuman
stated he did not feel competent to set salaries for individual Village employees;
the Board should set guidelines and give responsibility to department heads to
set salaries limited by the total amount budgeted for salaries for the department.
It was pointed out that'-theaordinance did provide for incentive compensation
to be determined by the department head subject to the approval of the manager.
Trustee Neuman moved, seconded by Trustee Kelm that Section One and the
attached salary schedule be deleted. The motion and second were withdrawn when
it was pointed out the entire ordinance would require re- wording since Section
Three refers to the schedule.
Trustee Neuman moved, seconded by Trustee Moses, that the Village attorney
re -draft the ordinance eliminating Section One, listing positions shown in the
Budget, and giving authority to department heads and the manager to set salaries
and incentive compensation. Trustee Moses pointed out no positions were listed
in the Budget,,and the motion failed by the following vote:
Ayes: Neuman. (1)
Nays: Brust, Gavin, Kelm, Moses, Stiehr (5)
Trustee Stiehr urged passage of the ordinance as presented since three
employees are being paid more than the five per cent increase authorized by
the Board.
Trustee Moses moved, seconded by Trustee Neuman, that names in the attached
schedule be deleted, and positions be-listed in lieu thereof.
Motion carried unanimously.
The ordinance, with the revised schedule, was adopted by the following
vote:
Ayes: Brust, Gavin, Kelm, Moses, Stiehr (5)
N ays: Neuman (1)
Approve Revised Order The Village attorney stated he had revised
Kottrasch Development the Order regarding the development of the
former Kottrasch property on Elm Street,
in accordance with the Board's directive. The Order now sets forth the number
of one and two bedroom apartments to be constructed and clarifies the extension
of Elm Street location as shown on Exhibit B, the Site Plan.
Trustee Gavin proposed a revised Site Plan which showed the recreation
area in the center of the development, and an apartment building where the
recreation is shown at present. Mr. Vincent Vecchione, president of the Landis
Corporation, stated the recreation area will 'B a screened by any existing row of
40 ft. arbor vitaes and no lighting is planned. Trustee Moses stated it was
his opinion that the single - family residences on the west side of Elm Street
should be constructed before the apartment complex is completed. Trustee Kelm
stated that the Covenant which is required will give the Village more protection
for single - family homes than is provided for any other property in the Village.
Trustee Neuman moved, seconded by Trustee Brust, that the Order, as re-
vised, be approved and the Village attorney be authorized to file the Order with
the Court, with the consent of the owners.
Trustee Brust moved, seconded by Trusteee Flows, that the motion be amended
by requiring development of the single - family lots before Certificates of Occupancy
are given for the apartments. The motion failed by the following vote:
Ayes: Brust, Moses (2)
Nays: Gavin, Kelm, Neuman, (3),, ' "
Pass: Stiehr (1)
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The motion approving the Order was adopted by the following vote:
Ayes: Gavin, Kelm, Moses, Neuman (4)
Nays: Brust, MG sas-- 4) *Stiehr (2) *Corrected August 20, 1973
The meeting was recessed at 9:20 p.m. and reconvened at 9:35 p.m., all members
present.
Re: Sav -a -Pet, Inc. Miss Virginia Piggott, executive vice - president of
Sav -a -Pet, Inc., described the work of the organiza-
tion and its finances. Income is derived from voluntary contributions and donations
from people who adopt animals from their shelters. Sav -a -Pet takes stray and homeless
animals from 14 North Shore communities, places them in private kennels, and puts them
up for adoption. She stated some kennels have not properly cared for the animals,
have submitted bills which include charges for animals not placed there by Sav -a -Pet,
and in some cases, she believes the kenrel operator has sold dogs belonging to.the
organization. An investigative reporter-is looking into these matters.
Miss Piggott stated she had read the Statutes pertaining to animals and had
found that the County Veterinarian shall give rabies shots at a reasonable fee, and
this is not being done. She stated the law provides that dog license fees collected
by Townships and one -half the fees collected by municipalities shall be turned over
to the County Treasurer. Only a few townships make these payments to the County and
none are received from municipalities. West Deerfield Township has made no payments.
She stated that she believed these funds collected by the County should be used for
the welfare of the animals. She asked that the Village pay a fee for each dog taken
to Sav -a -Pet.
The manager submitted a report showing revenues of $4,225.50 from dog licenses,
and expenditures of $3,358.82 for pound operation and animal warden expense. Public
Works Director Ed Klasinski stated 30 to 40 dogs have been taken to Sav -A -Pet during
the past year, and no fees have been paid. Trustee Neuman stated that revenues should
include not only dog license fees but also impoundment fees and fines.
Trustee Neuman moved, seconded by Trustee Moses, that consideration of this
matter be postponed until a report is received from the Village attorney on the question
of payment to the County Treasurer and a report from the manager on total. revenues,
including dog license fees, impoundments fees and fines.
Motion carried unanimously.
Discussion - Scavenger Service President Forrest stated the matter of spring clean-
up and expanded scavenger service to include the
pickup of brush and leaves in the spring had been discussed at a workshop meeting.
As a result of this discussion it is recommended that: 1) a garbage and refuse tax be
levied and only that portion of the cost of service not covered by the tax levy be
billed to homeowners, and 2) the $10,000 profit now made on billing be eliminated,
and billing be done on a break -even basis.
Trustee Neuman questioned the need for the proposed tax levy, and pointed out
the spring cleanup was a service already provided by the Village without charge to
residents. He stated the proposal submitted by Van Der Molen for expanded service,
dated June 21, 1973, was too complicated, specifying the size of tied bundles of
brush and size of boxes, for the average citizen to understand. Trustee Brust stated
he agreed with Trustee Neuman, and felt the entire contract should be looked into
with the idea of simplification. Trustee Kelm stated it was concluded at the workshop
meeting that the present service should be expanded to end disputes on what constitutes
garbage and refuse.
Discussion was had on costs, the amount which would be received from a tax levy,
possible revision of the contract and amendments to present ordinances relating to
scavenger service. Trustee Neuman stated the Village had three years of experience
with &he - present exclusive contractor, and (e -felt personally the present service was
not satisfactory. He felt the entire matter should be reviewed before any steps are
taken to correct deficiencies.
Trustee Moses moved, seconded by Trustee Brust, that the Municipal Facilities and
CapifalEquipment Committee (Trustees Gavin and Brust) be authorized to enter into
negotiations with the scavenger service to see if they can come up with recommendations
for a new contract or other solutions.
Motion carried unanimously.
Appointments -Youth Council President Forrest proposed the following appointments
& Manpower Commission to Boards and Commissions:
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Youth Council: Mrs. Irene Marince for a 3 year term expiring in 1967
Manpower Commission: Donald W. Hoover, Jr. for a 3 year term to fill the
:vacancy created by expiration of Mrs. George Wiley's term
Trustee Kelm moved, seconded by Trustee Moses, that the above appointments be
approved.
Motion carried unanimously.
Discussion - Policy on The manager reported a policy decision was
Trees and Shrubs in Parkways required to determine What should be done about
Re: Sewer Construction trees and shrubs in parkways which will be
removed when new storm sewers are installed.
While there are several alternatives, he recommended that the Village pay the
homeowner 50 per cent of the replacement cost. The Village attorney stated pay-
ments could be made from either General Corporate or bond funds, but pointed out
there was no way to compel owners to replace trees and shrubs which were removed.
Trustee Moses suggested that homeowners be hotified that if they want to replace
trees and shrubs which were removed for sewer installation, the Village will pay
half the cost. Trustee Stiehr stated that in some cases carriage walks will be
taken up, and these should be replaced with sidewalks from the standpoint of
safety. The manager could give no estimate of the costs involved if the Village
pays 50 per cent of the replacement cost.
Trustee Neuman moved, seconded by Trustee Moses, that the matter be referred
to the Village engineer for a report on costs and conditions on the Oxford Road
sewer construction with regard to tree and shrub replacement.
Motion carried unanimously.
The manager pointed out that trees amd shrubs on private property must be
replaced by the Village. Trustee Neuman stated the letter from Baxter'& Woodman
indicated the Orchard Street sewer was overloaded. Public Works ^D1-rector
Klasinski stated he had noticed this statement and he will call the engineers
and ask for an explanation.
O.rdinance Authorizing: The ordinance was presented to establish a
Garbage Tax Levy tax for the purpose of establishing and main -
(0- 73 -43) taining a refuse and garbage system in the
Village of Deerfield.
Trustee Neuman moved, seconded by Trustee Brust, that the ordinance be
tabled until the report of the committee is received. The motion failed with the
f ollowing vote:
Ayes: Neuman (1)
Nays: Brust, Gavin, Kelm, Moses, Stiehr (5)
The Village attorney stated the garbage tax must be included in the tax
levy ordinance which must be filed by the second Tuesday in September, but the
levy can be abated later if the Board so decides.
Trustee Moses moved, seconded by Trustee Kelm, that the rules be waived
to permit action on the ordinance at its first presentation. Adopted by the
following vote:
Ayes: Brust, Gavin, Kelm, Moses, Stiehr (5)
Nays: Neuman (1)
Trustee Neuman asked that full information be provided to the Board on
costs, services and revenues in order to determine whether a levy should be made
and in what amount.
Trustee Neuman then moved, seconded by Trustee Brust, that the ordinance
be passed. Adopted by the following vote:
Ayes: Brust, Gavin, Kelm, Moses, Neuman, Stiehr (6)
Nays: None (0)
The President signed the ordinance indicating his approval thereof.
Certified copies of the ordinance will be filed with the County Clerks of
Lake. and Cook County. The Village attorney stated the Budget must be amended in
o rder to levy the garbage tax. The matter will be on the agenda for the next
m eeting.
Resolution Supporting Regional A leter was received from the Council of Gevernments
T ransporation Authority of Cook County, asking for the passage of a resolu-
(R-73-17) tion in support of a Regional Transit Authority
and urging political leaders to work together for
enactment of legislation to establish this Authority. A sample resolution was attached.
Trustee Brust moved, seconded by Trustee Neuman, that the resolution be passed.
Adopted by the following vote:
Ayes: Brust, Gavin, Kelm, Moses, Neuman, Stiehr (6)
Nays: None (0)
Re: Parkway Trees Replacement A resident stated he had learned about the 50/50
program for replacement of parkway trees, but a
second tree would cost the full price. Trustee Kelm stated the Village did not want
to go into the tree planting business. The Village attorney suggested that if there
are leftover trees which are not disposed of, the manager might be authorized to publish
notice that there are leftover trees which will be sold to residents at whatever price
jig offered. The manager stated there were no leftover trees in previous years, but
it appeared there may be some this year.
Reports - Communications The manager reported that State Senator Karl Berning
had said he would send copies of specific bills
to the Village upon request, but it would be impossible to send copies of all bills of
interest to municipalities or those on which an alert has been received from the
Illinois Municipal League.
The reconfiguration of the Village Hall driveway will be on the agenda for the
next meeting, plans and specifications for the work being prepared by the Village
engineer.
Trustee Moses moved, seconded by Trustee Stiehr, that the President be authorized
to sign!the breakdown;of RevenueSharing Fund recepts, at his discretion. Motion
c arried unanimously.
Trustee Neuman moved, seconded by Trustee Moses, that Trustee Gavin be authorized
to discuss this program with Mr. Kaplan to see what funds can be received by the
Village for 1976. Motion carried unanimously.
Trustee Neuman reported the running time sump pump meter has been installed at
his home for one year and had pumped a'-total of 8,453 cu. ft. The cost for treatment
of this discharge would be $4.86 per quarter , or $19.44 for the year. He stated he
would be willing to pay $20.00 per year for the treatment of this discharge.
Trustee Brust suggested that the Home Rule Study Committee be dissolved since
he sees nothing that the Village would want to do that cannot be done now. President
Forrest suggested the committee issue a report to the Board.
Trustee Brust stated that he wanted to go on record as stating the $5000 to
$6000 paid to the negotiatdrr on the Police contract was a ridiculous expenditure and
the Village could handle these matters without these costs. Trustee Kelm stated it
was his opinion the Village got its money's worth and the negotiat6r did an excellent
job.
A lengthy discussion was had on Committees. Trustee Brust stated he had not been
present at the workshop meeting when the matter was discussed, and while he favored
committees to expedite the work of the Board, he f< more detailed information on
what committees are to do should be determined. He suggested an additional committee
on administrative procedures and policies to define, clarify and streamline what the
advisory committees are to do.
He questioned the amount of material sent to the Board marked "limited Distribu-
tion", on matters he felt should be public information. He would mark "limited" on
only those items which would be discussed in executive sessions. President Forrest
stated he would review the system and discuss the matter with Trustee Brust.
Trustee Moses stated he spends much time sorting out material sent to him, and
suggested that items be indexed by title as well as sumber.
A memorandum from Trustee Gavin stated she had
learned
that federal funds were
available through the Bicentennial Committee, Washington,
for
any community which forms
a committee and plans for a local celebration on July
4, 1976.__..She_-prop6sed
that
a committee 15e appointed to plan for this celebration
and she
saw no reason why
some useful and permanent installation .could not be
planned.
She has received in-
formation on this program through Mr. Allen Kaplan, a
local resident.
Trustee Neuman moved, seconded by Trustee Moses, that Trustee Gavin be authorized
to discuss this program with Mr. Kaplan to see what funds can be received by the
Village for 1976. Motion carried unanimously.
Trustee Neuman reported the running time sump pump meter has been installed at
his home for one year and had pumped a'-total of 8,453 cu. ft. The cost for treatment
of this discharge would be $4.86 per quarter , or $19.44 for the year. He stated he
would be willing to pay $20.00 per year for the treatment of this discharge.
Trustee Brust suggested that the Home Rule Study Committee be dissolved since
he sees nothing that the Village would want to do that cannot be done now. President
Forrest suggested the committee issue a report to the Board.
Trustee Brust stated that he wanted to go on record as stating the $5000 to
$6000 paid to the negotiatdrr on the Police contract was a ridiculous expenditure and
the Village could handle these matters without these costs. Trustee Kelm stated it
was his opinion the Village got its money's worth and the negotiat6r did an excellent
job.
A lengthy discussion was had on Committees. Trustee Brust stated he had not been
present at the workshop meeting when the matter was discussed, and while he favored
committees to expedite the work of the Board, he f< more detailed information on
what committees are to do should be determined. He suggested an additional committee
on administrative procedures and policies to define, clarify and streamline what the
advisory committees are to do.
He questioned the amount of material sent to the Board marked "limited Distribu-
tion", on matters he felt should be public information. He would mark "limited" on
only those items which would be discussed in executive sessions. President Forrest
stated he would review the system and discuss the matter with Trustee Brust.
Trustee Moses stated he spends much time sorting out material sent to him, and
suggested that items be indexed by title as well as sumber.
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With respect to the committee and committee assignments, Trustee
Neuman stated he had never been asked at any time whether he would be interested
in working on certain subject matters. He has long felt there should be a
bEt ter way to handle the Village's business; andrc3mmittees might serve this
purpose, he felt some assurance must be given that the work done by the com-
mittees will be supported.Unless he has missed something in the distribution,
he has seen no information that would indicate the authority or responsibilities
of the committees. President Forrest stated this information had been in the
hands of the Board for about six weeks, the original memorandum being dated
June 28. He stressed this was intended to be a trial of the committee system
which could be changed, or eliminated.
Trustee Moses stated each committee would handle matters assigned to it
aid was designed to save time . Trustee Neuman stated he had no quarrel with
the concept of committees but felt that clarification was needed on such matters
as staff support. President Forrest assured the Board that staff support would
be available to committees.
Trustee Stiehr suggested that each committee work out its own guidelines.
President Forrest stated that as the need for definition of responsibilities and
authority arise, definitions will be supplied.
Trustee Brust stated the former Finance Committee was to review.the
Ernst and Ernst report before the final audit report is issued. President
Forrest stated he would see to it that this is done. Trustee Brust asked for
clarification on what matters the Finance Committee is to handle.
There being no further business, on motion by Trustee Moses, seconded by
Trustee Stiehr, the meeting was adjourned at 11:47 p.m.
A TTEST:
Lt,
Village Clerk
APPROVED
Presi t
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