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05/16/2005May 16, 2005 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 Monday, May 16, 2005 at 7:35 P.M. The Clerk called the roll and announced that the following were: Present: Steve Harris, Mayor Robert Benton Michelle Feldman William Seiden Barbara Struthers 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 Mayor Harris asked Human Relations Committee member Lois Shane to lead those in attendance in reciting the Pledge of Allegiance. APPROVAL OF MINUTES Trustee Benton made a motion to approve the minutes of the May 2, 2005 Board of Trustees meeting and Committee of the Whole meeting. Trustee Wylie seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Wylie made a motion to approve the Bills and Payroll dated May 16, 2005. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Seiden, Struthers, Wylie (5) NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the preliminary fiscal year end treasurer's report. The General fund slightly exceeded expenditures. Sales tax is up 10% net, more than 11 % gross. State income tax is up 21 %. Water and sewer expenditures exceeded revenues for the year. It was a fairly normal fiscal year. . PUBLIC COMMENT Gil Antokal, 1137 Country Lane, reminded everyone that the Deerfield Community Blood Drive is Sunday, June 5, 2005 at the Jewett Park Community Center from 8:00 A.M. to 1:00 P.M. Board of Trustees May 16, 2005 Page 2 of 9 PROCLAMATION Mayor Harris asked the Board to approve a proclamation memorializing former Village Trustee Vern Swanson's thirty years as a trustee by proclaiming that the bridge over the METRA tracks on Kates Road be named the Vernon E. Swanson Bridge. Trustee Benton moved, seconded by Trustee Wylie, to pass the proclamation. The motion passed unanimously. REPORTS REPORT ON PROJECTS AND Members of the Human Relations Commission ACTIVITIES, COMMUNITY presented the results from their forums with key RELATIONS COMMISSION community representatives. They reported that: • The issue identification process grouped issues into seven key areas around the central theme of Character Building. The seven themes include facilitating volunteer opportunities, recognition programs, diversity awareness, a gathering place for teens, domestic violence, single parent issues and financial assistance. • In 2005, the Commission wants to focus on creating positive Deerfield Community Relations through "character building and respect for others and self." They want to make Deerfield the best it can be and put respectful behavior in the spotlight. • They propose starting with two initiatives: "Wouldn't it be great if everyone would..." and recognizing random acts of kindness. • The Commission members asked for sponsorship and financial support from the Board of Trustees. The Trustees complimented the report and suggested adding a Community Relations link to the Village website. They also suggested the commission put together an initiative and budget and present it to the Board. REQUEST FOR SPECIAL USE AND OTHER ACTIONS NECESSARY TO PERMIT THE ESTABLISHMENT OF A BANK WITH A DRIVE- THROUGH AT 401 LAKE COOK ROAD (NATIONAL CITY BANK AND LAKE COOK PLAZA' The Plan Commission held a public hearing on February 10`h. It is their recommendation that National City Bank's request for the following be approved: • An amendment to a Special Use/Planned Unit Development for Lake Cook Plaza. • A Special Use for the proposed drive - through bank. • Text Amendments to allow a Drive - through ATM as a Special Use in the C -2 Outlying Commercial District and for a double face 16 sq. ft. ground sign for the bank. • A variation for the reduction of parking spaces from 781 to 778,. • A variation in aisle width for the 60 degree angle parking spaces from 18 feet to 16'4" and 15'6". • A variation to waive the requirement for a four foot high landscape screen along Lake Cook Road. Board of Trustees May 16, 2005 Page 3 of 9 The Plan Commission also recommends that the petitioners work with the Appearance Review Commission to achieve color compatibility between the bank and the shopping center. The Trustees questioned the status of the driveway connection between Lake Cook Plaza and Deerbrook Mall. Don Parker, Lake Cook Plaza owner, reported that he has agreed to the connection and would commit $5,000 to the cost.of its construction. He said that the owners of Deerbrook Mall have not made any commitment. Mayor Harris explained that the Board wants the connection to happen and offered to act as a facilitator between the owners of Lake Cook Plaza and Deerbrook Mall. Mr. Parker reinterated his position that he would sign an agreement pledging his commitment to the connection but could not force Deerbrook's participation in it. Since this issue is unresolved, Trustee Wylie moved to table the bank petition. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Seiden, Struthers, Wylie (5) NAYS: None (0) REPORT AND RECOMMENDATION BY The Village Center Development Commission has THE VCDC REGARDING TEMPORARY reviewed the issue of temporary window signage WINDOW SIGNAGE IN THE VILLAGE and believes that regulations would help improve CENTER the appearance of window signage in the Village Center. They recommend that temporary window signage regulations be adopted by the Village. Trustee Benton moved, Trustee Struthers seconded, to accept the temporary window signage report and directed the Plan Commission to conduct a public hearing on the matter. The motion passed by the following vote: AYES: Benton, Feldman, Seiden, Struthers, Wylie (5) NAYS: None (0) REPORT AND RECOMMENDATION BY The Village Center Development Commission THE VCDC REGARDING A has reviewed the issue of a community events COMMUNITY EVENTS BANNER POLE sign and believes there is a need for it in order to promote community events that occur in the Village. They believe a banner pole is the best option and the best location is U.S. Bank's corner plaza at Deerfield and Waukegan Roads. Trustee Benton moved, seconded by Trustee Struthers, to accept the report and recommendation of the Village Center Development Commission regarding a community events banner pole. The motion passed by the following vote: Board of Trustees May 16, 2005 Page 4 of 9 AYES: Benton, Feldman, Seiden, Struthers, Wylie (5) NAYS: None (0) CONSENT AGENDA ORDINANCE 0 -05 -21 APPROVING A An ordinance approving a Class B special use SPECIAL USE PERMIT (CLASS B) FOR for a Starlight Children's Entertainment center BUILDING 9, 710 ROBERT YORK in Building 9 at 710 Robert York Avenue. AVENUE ( DEERFIELD SQUARES Second reading. ORDINANCE 0 -05 -22 APPROVING AN AMENDMENT TO A SIGN PLAN FOR 1717 DEERFIELD ROAD (PRENTISS PROPERTIES) Feldman, to accept the Consent Agenda an( motion passed by the following vote: An ordinance approving an amendment to a sign plan for 1717 Deerfield Road (Prentice Properties.) Second reading. Trustee Benton moved, seconded by Trustee 1 adopt the ordinance's up for Second Reading. The AYES: Benton, Feldman, Seiden, Struthers, Wylie (5) NAYS: None (0) OLD BUSINESS AUTHORIZATION TO RETAIN Mr. Franz requested authorization of up to STANLEY CONSULTANTS, INC. $10,000 to pay Stanley Consultants, Inc. for REGARDING WASTEWATER SYSTEM consultant fees as the Village looks at the remaining STUDY options for the future of its treatment plant operations. Trustee Wylie moved to approve the hourly fees described in Stanley's letter with a maximum expenditure of $10,000. Trustee Feldman seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Seiden, Struthers, Wylie (5) NAYS: None (0) NEW BUSINESS AWARD OF CONTRACT FOR 50 -50 Requests for bids on the Village's 50 -50 Parkway TREE REPLACEMENT PROGRAM Tree Program were opened on May 6, 2005. Mrs. Little recommends awarding the contract for this year's 50 -50 Parkway Tree Program to St. Aubin Nursery for the prices quoted on each species of tree. Board of Trustees May 16, 2005 Page 5 of 9 Trustee Wylie moved, seconded by Trustee Benton to award the contract for the 50 -50 Tree Replacement program to St. Aubin Nursery for the prices quoted on each species of tree. The motion passed by the following vote: AYES: Benton, Feldman, Seiden, Struthers, Wylie (5) NAYS: None (0) ANALYSIS AND AWARD OF BID FOR STRATFORD(ROAD INFRASTRUCTURE IMPROVEMENTS Excavating is the low bidder at a cost of $1 contract to Glenbrook Excavating. Five sealed bids for construction of the Stratford Road Infrastructure Improvements were opened on May 6, 2005. Village consultant V3 has reviewed the bid packages and confirmed that Glenbrook ,678,414.48. Mrs. Little recommends awarding the In response to a question on a report from the tree consultant, the Board was advised that no trees were scheduled to be removed as part of this project. Trustee Wylie moved, seconded by Trustee Benton, to award the bid for Stratford Road Infrastructure Improvements to Glenbrook Excavating at a cost not to exceed $1,678,414.48. The motion passed by the following vote: AYES: Benton, Feldman, Seiden, Struthers, Wylie (5) NAYS: None (0) AUTHORIZATION TO AWARD Three firms submitted proposals for design CONSTRUCTION INSPECTION engineering services for the Stratford Road SERVICES CONTRACT FOR Infrastructure Improvement Project. V3 STRATFORD ROAD Infrastructure Services, Inc. was awarded INFRASTRUCTURE IMPROVEMENTS the contract to design the project last November. Construction engineering services are now required for the project. V3 Companies of Illinois, Ltd ... proposes to perform this work for a fee not to exceed $152,458.75, which includes $21,902.50 for material testing. Mrs. Little believes it is in the best interest of the Village to continue working with V3 and recommends V3 be retained for the project. Trustee Benton moved, seconded by Trustee Feldman, to. award construction inspection services for the Stratford Road infrastructure improvement to V3 Companies of Illinois in an amount not to exceed $152,458.75. The motion passed by the following vote: AYES: Benton, Feldman, Seiden, Struthers, Wylie (5) NAYS: None (0) Board of Trustees May 16, 2005 Page 6 of 9 ANALYSIS AND AWARD OF BID FOR Three sealed bids for construction of the AMBLESIDE - DIMMEYDALE WATER Ambleside - Dimmeydale Water Main were opened MAIN REPLACEMENT and publicly read on May 6, 2005. During the design of this project, much of the intended budget was deferred to the replacement of the water main in Deerfield Road. As such, this project was broken into three (Alternate A, B and C) separate projects to analyze bid prices vs. budget. Consultant Clark -Dietz reviewed the bid packages and confirmed that Boulder Contractors is the low bidder for the directional drilling method of construction for Alternate B (Water main replacement along Dimmeydale Drive and the north -south section of Ambleside Drive.) John Welch explained that staff recommends modifying the scope of work to no longer include the carriage walk, curb and gutter removal and replacement due to the low bid price for the directional drilling method. He suggested considering adding Alternate C (Water main replacement along Windcrest Road and the east - west section of Ambleside Drive.) He explained that the addition of Alternate C would be beneficial to the Village, but would bring the project over budget. Mr. Franz added that staff is not recommending adding the work but would look into its feasibility if the board directed. Trustee Seiden questioned why directional drilling was not more thoroughly discussed during the preliminary meetings and expressed concern over the amount of time and effort extended on the discussion of sidewalks and curb replacement. Staff responded that it was always an alternative but typically is the most expensive of the construction options. Trustee Benton moved, seconded by Trustee Wylie, to award the contract to Bolder Contractors, Inc. not to exceed $257,640.00 for Alternate B only. The motion passed by the following vote: AYES: Benton, Feldman, Struthers, Wylie (4) NAYS: None (0) ABSTAIN: Seiden (1) AUTHORIZATION TO AWARD Three firms submitted proposals for design CONSTRUCTION INSPECTION engineering services for the Ambleside - SERVICE CONTRACT FOR Dimmeydale Water Main Replacement Project in AMBLESIDE - DIMMEYDALE WATER October 2004. Clark Dietz, Inc. was awarded the MAIN REPLACEMENT contract in November. Construction engineering services are now required for the project. Clark Dietz Inc. proposes to perform this work for a fee not to exceed $22,231, which includes $2,290 for a material testing sub - consultant. The budget includes $60,000 for engineering services. Trustee Wylie moved, seconded by Trustee Benton, to award the Construction Inspection Services Contract for Ambleside - Dimmeydale Water Main Board of Trustees May 16, 2005 Page 7 of 9 Replacment to Clark Dietz, Inc. not to exceed $24,521.00. Also included in the motion was direction to staff to report back to the Board on the possibility of adding Alternate C to the contract if funding permits. The motion passed by the following vote: AYES: Benton, Feldman, Struthers, Wylie (4) NAYS: Seiden (1) AUTHORIZATION FOR MAYOR TO This is the standard agreement with ComEd which SIGN AGREEMENT WITH COMED approves the funding ($18,000) to undertake REGARDING ENGINEERING DESIGN engineering work in connection with WORK — UNDERGROUND undergrounding certain overhead electrical lines on ELECTRICAL LINES ON DEERFIELD Deerfield Road west of the viaduct as part of the ROAD street improvement project. After engineering is completed and a refined estimated cost is presented, the Village can still decline the underground relocation plan. If the Village elects to proceed, costs for the undergrounding are then allocated on all ComEd customer bills over the duration of the project. If the Board decides not to proceed with the design work, the Village would be out $18,000. Trustee Wylie moved, seconded by Trustee Seiden, to authorize the agreement with ComEd regarding engineering design work for undergrounding electrical lines on Deerfield Road. The motion passed by the following vote: AYES: Benton, Seiden, Struthers, Wylie (4) NAYS: Feldman (1) RESOLUTION R -05 -08 RE MFT STREET This resolution appropriates and authorizes REHABILITATION PROGRAM maintenance expenditures for the 2005 Street Rehabilitation Program. Improvements will include pavment patching, curb and gutter removal and replacement, sidewalk removal and replacement, removal and replacement of bituminous surfacing, adjustment of structures and parkway restoration. Trustee Wylie moved, seconded by Trustee Benton, to adopt the Motor Fuel Tax Resolution in the amount of $601,000. The motion passed by the following vote: AYES: Benton, Feldman, Seiden, Struthers, Wylie (5) NAYS: None AUTHORIZATION TO AWARD As part of the 2005 Street Rehabilitation Program, CONTRACT FOR RESIDENT engineering services from a registered professional ENGINEERING SERVICES FOR 2005 engineering firm will be required to assure STREET REHABILITATION compliance with the approved plans during DEVELOPMENT construction. Board of Trustees May 16, 2005 Page 8 of 9 Four bids were received for the Street Rehabilitation Program including concrete patching. The engineering and design work were done in house. The Village must be in compliance with the Illinois Department of Transportation documentation requirements since this project is partially funded with Motor Fuel Tax funds. Staff debated using URS Corporation, which the Village has used the last two years and which had the lowest bid, and K -Plus Engineering, which had the best overall proposal. Mr. Franz explained that the Village had some problems with URS Corporation last year at the end of the project, which involved a change order to the construction contract. The Trustees questioned why the difference between the two bids was so high, and why the Village would go back to URS if they had a bad experience last year. Assistant Engineer James Bernahl explained that last year's incident was not indicative of their overall performance. After discussing the matter, the board agreed that the savings in the URS proposal could not be ignored. Trustee Wylie moved, seconded by Trustee Benton, to award the Construction Engineering Services contract to URS Corporation not to exceed $42,840. The motion passed by the following vote: AYES: Benton, Feldman, Seiden, S NAYS: None AUTHORIZATION TO REPLACE SEWAGE LIFT PUMPS AT THE WASTEWATER RECLAMATION FACILITY truthers, Wylie (5) There are three sewage lines that come into the Wastewater Reclamation Facility (WRF) from throughout the Village. The three pumps for the deep -line from Pine Street and Lake Cook Road sewer lines are operating outside their normal running characteristics and, as a result, are failing. At least one pump needs immediate replacement to provide reliability. Mrs. Little explained that Vaughan Company has offered one new pump at a reduced price. The Village will operate the pump on a trial period for up to one year. Upon satisfactory evaluation, the other two pumps would be acquired. Mrs. Little is requesting waiving the competitive bidding process and awarding the contract for three sewage lift pumps to Vaughan Company in an amount not to exceed $27,015. The Board was also requested to waive the competitive bidding process and authorize staff to proceed with pump installation services from a responsible contractor with the lowest cost not to exceed $15,500. Trustee Seiden so moved, seconded by Trustee Benton. The motion passed by the following vote: AYES: Benton, Feldman, Seiden, Struthers, Wylie (5) NAYS: None (0) 1 1 1 Board of Trustees May 16, 2005 Page 9 of 9