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10/07/2003o d A October 7, 2003 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, October 7, 2003, at 7:30 P.M. The Clerk called the roll and announced that the following were: Present: Steve Harris, Mayor Robert Benton Jerry Kayne William Seiden Vernon Swanson Matthew Wylie Absent: Harriet Rosenthal and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Village Manager Robert Franz. PLEDGE OF ALLEGIANCE Joan Reed led those in attendance in reciting the Pledge of Allegiance. CENTENNIAL CELEBRATION Mayor Harris thanked all those who participated this weekend in the Village's Centennial celebration and the dedication of the Patty Turner Senior Center. UPDATE ON REFUSE HAULERS STRIKE Mr. Franz reported that the garbage strike continues. Negotiations are ongoing, and a federal mediator is now involved. Temporary measures have been put in motion by' SWALCO to help restaurant owners, and additional measures will be taken to aid residents if the strike does not end soon. Mr. Franz asked residents to secure their garbage and keep it on site. Updates on the situation will be posted on Channel 10 as they become available. APPROVAL OF MINUTES Trustee Kayne made a motion to approve the minutes of the previous meeting. Trustee Benton seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Kayne made a motion to approve the Bills and Payroll. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Seiden, Swanson, Wylie (5) NAYS: None (0) PRESENTATION TO PLAZA Joan Reed reported that the Farmers Market, ENTERTAINMENT SPONSORS now it its ninth year, is coming to a close next weekend for the season but will resume next June. The Plaza Pleasures program has been taking place for about thirteen years, and a number of merchants have been its long term financial sponsors. In recognition of their sponsorship, Mrs. Reed and Mayor Harris presented plaques to each of these sponsors. 2,9'0 Board of Trustees Meeting October 7, 2003 Page 2 of 6 PUBLIC COMMENT Jim Karon, 1259 Linden, and Bruce Brockstein, 1242 Linden, were in attendance to express their concern about motorists speeding on their street. They have had to call the police on numerous occasions. Their suggestion of speed bumps has been turned down, and they are looking for any other solutions the Village can offer. Mayor Harris responded that the Police Department is aware of the situation and will see what can be done to mitigate the problem. REPORTS There are no'Reports on this Agenda. CONSENT AGENDA There is no Consent Agenda for this meeting. OLD BUSINESS RECONSIDERATION OF RED SEAL Trustee Kayne reported that subsequent to the DEVELOPMENT CORPORATION'S PETITION September 15th Board meeting, at which the FOR REZONING AND PRELIMINARY PLAT proposal of Red Seal Development for a 98 unit APPROVAL FOR 98 UNIT MULTI FAMILY multi - family development at 1085 and 1095 Lake DEVELOPMENT AT 1085 AND 1095 LAKE Cook Road was denied, he talked with the COOK ROAD petitioners to see if they would be willing to develop the parcel as empty nester housing, an issue that is a high priority for him. Having been satisfied by the developers that they are agreeable to the concept, Trustee Kayne would like to reopen discussion to see if consensus can be reached as well on other issues of concern to trustees. He suggested that the trustees meet with the petitioners in a Committee of the Whole for this purpose. Trustee Kayne then made a motion to reconsider the Red Seal Development petition. Trustee Benton seconded the motion. Trustee Swanson commented that the matter was correctly denied at the last meeting and should not be reconsidered. The . modifications to the plan offered by the developer do not address the primary planning issues. The development would be socially and geographically isolated. It would provide no economic return, and it is not compatible with the Deerfield's future planning goals. Trustee Wylie made a motion to table the reconsideration until a period thirty days after the Board has had the opportunity to take final action on the Comprehensive Plan update. Trustee Swanson seconded the motion. A roll call was taken. The vote was as follows: AYES: Swanson, Wylie (2) NAYS: Benton, Kayne, Seiden (3) The motion to table the reconsideration was therefore denied. 1 2,,9 1 Board of Trustees Meeting October 7, 2003 Page 3 of 6 Trustee Wylie commented that a project of this magnitude should be voted on by the full Board. Mayor Harris reassured him that there will be ample time for all trustees to, study and comment on the proposal before a final vote is taken. The matter before the Board at this time is simply whether or not to reconsider it. The vote to reconsider the Red Seal Development proposal passed by the following vote: AYES: Benton, Kayne, Seiden (3) NAYS: Swanson, Wylie (2) Trustee Seiden made a motion to table the matter until the first Board meeting in November, with a Committee of the Whole meeting to be held in the interim for further.study and discussion of the Red Seal proposal. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Seiden, Wylie (4) NAYS: Swanson (1) Marvin Ehlers asked to receive information on the revised proposal so that he can study it prior to the-Committee of the Whole meeting. Staff will see that Mr. Ehlers is provided with the information. (Mayor Harris then called on Mike Gordon, 463 Elm Street, thinking Mr. Gordon wished to comment on the Red Seal matter. He was in attendance, however, regarding proposed parking restrictions on Elm Street. Although his comments were made at this point in the meeting, they will be summarized in that section.) RESOLUTION R -03 -15 AUTHORIZING As no sealed bids were received for the DISPOSAL OF SUPLUS PROPERTY, disposal of ten surplus squad cars, Chief 10 SQUAD CARS Sliozis is seeking authorization for them to be sold at an auction on October 11"' which will be conducted by the Northwest Municipal Conference. A minimum price that will be accepted for each vehicle has been established at $3,000 (minus the auctioneer's commission), but auctioneers have told Chief Sliozis that the cars probably will sell for substantially more than that. Trustee Benton moved to authorize disposal of the surplus police vehicles. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Seiden, Swanson, Wylie (5) NAYS: None (0) NEW BUSINESS AUTHORIZATION TO REPLACE FOUR CHECK As part of the continued preventative VALVES FOR SETTLED SEWAGE PUMPS AT maintenance program at the wastewater WASTEWATER RECLAMATION FACILITY reclamation facility, $12,500 was budgeted to replace four check valves for the settled sewage pumps. Four quotes were obtained. Mrs. Little recommends acceptance of 292 Board of Trustees Meeting October 7, 2003 Page 4 of 6 the low quote of F. J. Kerrigan Plumbing Co. to provide the four check valves for an amount not to exceed $12,056. Trustee Benton so moved. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Seiden, Swanson, Wylie (5) NAYS: None ( 0 ) ANALYSIS AND AWARD OF.CONTRACT Three proposals were received for the FOR 2003 SEWER LINING PROGRAM Village's 2003 sewer lining program. Sewer lining would be completed at five separate locations for a total of 1762 lineal feet and 38 service reinstatements. The proposals do not include protruding tap removal, heavy cleaning, and /or root removal. Additional costs for these items may be incurred as work proceeds. Mrs. Little recommends awarding the contract to Insituform in.the amount of $80,000 (their proposal amount of $74,528 plus $5,472 contingency for unforeseen costs). Trustee Wylie moved to award the project to Insituform for a total amount not to exceed $80,000. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Seiden, Swanson, Wylie (5) NAYS: None (0) ANALYSIS AND AWARD OF BID FOR Five bids were received for construction of CONSTRUCTION OF PEDESTRIAN BRIDGE the Deerfield Road Pedestrian Bridge. Illinois Constructors Corporation presented the lowest proposal in the amount of $1,264,000. Since this is over the budgeted amount of $1,130,000, the proposal was reviewed and several items in the originally proposed scope of work were eliminated, reducing the cost by $86,600, for a new contract value of $1,178,182. Mrs. Little recommends adding a 10% contingency to bring the proposed construction cost to $1,296,000. This amount will be offset by a State grant of $950,000, leaving the Village with the remaining cost of $346,000, which could be paid using TIF funds. Mrs. Little recommends awarding the contract for construction of the Deerfield Road Pedestrian Bridge to Illinois Constructors Corporation in an amount not to exceed $1,296,000. Fritz Hengge, architect with McDonough Associates, reported that construction would begin in April and would be completed in July or August. Deerfield Road would be closed for one to two weeks during demolition. Appropriate detours are being planned. During sidewalk construction, only one lane would be closed at a time. After further discussion, Trustee Seiden made a motion to award the contract for construction of the Deerfield Road Pedestrian Bridge to Illinois Constructors Corporation in an amount not to exceed $1,296,000. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Seiden, Swanson, Wylie-(5) NAYS: None (0) AUTHORIZATION TO AMEND ENGINEERING During the design of the Deerfield Road CONTRACT RE DESIGN AND CONSTRUCTION Pedestrian Bridge, McDonough Associates SERVICES, PEDESTRIAN BRIDGE expended a total of 568 extra hours not 2 ;' 1 i,9 . Board of Trustees Meeting October 7, 2003 Page 5 of 6 anticipated at the time the contract was written. The dollar value of those man hours is $44;305. Mrs. Little recommends that the McDonough Associates, Inc. contract be amended to provide for the additional design services. The State grant will cover $12,263 of the additional costs, and the remaining $33,042, could be paid by the Village using TIF funds. Mrs. Little also recommends that the McDonough Associates contract be amended to include construction engineering services in an amount not to exceed $132,565. The State grant will cover $50,000 of the costs, and the remaining could be paid by the Village using TIF funds. The total cost for additional design services plus construction engineering totals $176,870. Trustees expressed concern about the 568 extra man hours. They questioned Mrs. Little and Mr. Hengee for several minutes regarding the additional scope of work and why the extra hours were needed. They said that that the Board should have been made aware of the situation before so many extra hours had been accrued. After discussion it was decided that the vote will be deferred until the next meeting. In the meantime Mrs. Little will provide the Board with additional back up documentation. ORDINANCE AMENDING MUNICIPAL CODE On- street parking near the two intersections RE PARKING RESTRICTIONS ON ELM of E1m.Street and Poplar Lane creates a STREET, FIRST READING safety hazard to motorists, especially to Poplar Lane. Cars parked on the e, serious hazard. More importantly, Middle School buses and by parents Street and Poplar Lane are part of Center. It is therefore important proposed parking restrictions are: vehicles turning north onto Elm Street from sst side of Elm at this intersection create a this section is heavily traveled by Shepard taking their children to school. Also, Elm the main route to the new Patty Turner Senior to make the area as safe as possible. The • On Elm Street - on both the east and west sides, from its intersection with Poplar Lane to a point 150' north. • On Poplar Lane - on both the north and south sides, from its intersection with Elm Street on the north to its intersection with Elm Street on the south. The Director of Public Works and Engineering recommends adoption of an ordinance establishing these parking restrictions. Mike Gordon, Pre. Crossings Condominium Association, reported that his aware of the parking restrictions that were proposed concerned about the restrictions because the 63 unit parking spaces available for its residents and their Village's concerns over safety issues and is willing equitable solution. sident of the Deerfield association had not been for Elm Street. He is development has limited guests. He appreciates the to work with staff to find an This will stand as a First Reading. Staff will work with Mr. Gordon to see what can be done to alleviate parking problems at Deerfield Crossings. �2 9'.4 Board of Trustees Meeting ...O.ctober 7,12003 Page 6 of 6 ADJOURNMENT Ther and members, Trustee Benton moved to adj our motion. The motion passed unanimously. APP ATTEST: Village Clerk eing no further business to discuss, o 'scussion items by staff or Board the eeting. Trustee Kayne seconded the The eeting was adjourned at 8:42 P.M. Makror 1 1 1