Loading...
08/06/20071 i 1 August 6, 2007 The regular meeting of the board of trustees of the Village of Deerfield was called to order by Mayor Steve Harris in the Robert D. Franz Council Chambers of the village hall on Monday August 6, 2007 at 7:31 p.m. The Clerk called the roll and announced that the following were: Present: Steve Harris, Mayor Robert Benton Michelle. Feldman Thomas Jester Harriet Rosenthal William Seiden Barbara Struthers' and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Philip Kiraly, Interim Village Manager. PLEDGE OF ALLEGIANCE Jamie Zucker, a Deerfield High School student, led those in attendance in reciting the Pledge of Allegiance. Ms. Zucker founded the charity Movies 4 Troops, which collects DVDs and VHS tapes to send to our troops in Iraq. MOMENT OF SILENCE trustees observed a moment of silence. Mayor Harris expressed his condolences to the Bronge family for the loss of Gina Bronge. The STUDENT PRESENTATION Foreign exchange student Ryo Hirose from Osaka, Japan has been living with the Singleton family in Deerfield. The 17- year -old was appointed a friendship ambassador. He read a letter and presented Mayor Harris with a gift from the Mayor of Suita City. Mayor Harris presented Mr. Hirose with a gift of Deerfield memorabilia. MINUTES OF PREVIOUS MEETINGS Trustee Seiden made a motion to approve the minutes from the July 16, 2007 Board of Trustees meeting and the July 30, 2007 Committee of the Whole. Trustee Benton seconded the motion. Trustee Jester asked that the Committee of the Whole minutes reflect his comments about ensuring that any landscaping improvements made with respect to the billboard petition be compatible with Cook County's ultimate plan for a full widening of Lake Cook Road to six lanes. Trustee Rosenthal requested that Mr. Coblentz's comments regarding members of the board being contacted by State legislators to support by billboard petition be included in the Committee of the Whole minutes. The minutes were passed, as amended, by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) Board of Trustees meeting August 6, 2007 Page 2 of 7 BILLS AND PAYROLL Trustee Seiden made a motion to approve the Bills and Payroll dated August 6, 2007. Trustee Benton . seconded the motion.. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0). REPORT ON DEPARTMENTAL- The Director of Public Works and Engineering OBJECTIVES, PUBLIC WORKS AND presented highlights of their current projects. Ms. ENGINEERING Little explained that there are a number of major construction projects underway. Two of the projects are being inspected full time by the engineering department. The engineering department also reviews a number of resident and commercial redevelopment plans regarding' drainage and grading. Ms. Little commented they have a number of tree applications to review and need to inspect the properties in conjunction with Urban Forest Management. Ms. Little explained that the MFT roadway and sidewalk improvements are substantially complete. She commented that four bridges in the village are in serviceable condition but are programmed for. work in the village's capital improvement projects budget. The department is looking into getting funding from the State for repairs. Ms. Little explained that the street. department has been very busy maintaining traffic signals and street lights, as well as with. village festivities. There has been an upswing in water main breaks, and the water department has done a great job. Trustee Rosenthal asked if anything has been done regarding traffic signal modernization. Ms. Little explained that they are considering countdown traffic signals in the downtown and are incorporating it as part of the bidding process. She noted there are currently two countdown lights in Deerfield. PUBLIC COMMENT Carol Ruderman and Shannon Wheeler from the American Cancer Society spoke about the Relay for Life. Ms. Wheeler invited residents to participate on August 25 — August 26, 2007 from 6:00 p.m. to 6:00 a.m. in Sunset Park in Highland Park. She explained that aside from the relay, there will be opening ceremonies and many events to participate in. Ms. Wheeler explained they would have food, music and a silent auction with more than 100 items. There were no reports. REPORTS CONSENT AGENDA ORDINANCE 0 -07 -29 GRANTING A An ordinance granting a variation from the VARIATION FOR CERTAIN PROPERTY minimum street side, sideyard setback to allow the Board of Trustees meeting August 6, 2007 Page 3 of 7 'COMMONLY KNOWN AS 1455 construction of a master bedroom addition for the GREENWOOD AVENUE =1R property at 455 Greenwood Avenue: First Reading. At the request of the petitioner, Trustee Rosenthal made a motion to waive the first reading of the ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES,, Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) Trustee Seiden made a motion to approve the ordinance granting a variance for the property at 1455 Greenwood Avenue. Trustee :Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) OLD BUSINESS ORDINANCE APPROVING A SPECIAL An ordinance approving a special use for the USE FOR EXPANSION OF A expansion of Starland Kids, a children's CHILDREN'S ENTERTAINMENT entertainment facility in building 9 in Deerfield FACILITY IN BUILDING #9 IN Square at 710 Robert York Avenue. First Reading. DEERFIELD SQUARE AT 710 ROBERT YORK AVENUE —1 R Mr. Kiraly explained that at the July 16, 2007 Board of Trustees meeting, there was some discussion regarding parking and drop -off issues, and the trustees had requested a traffic /safety study be performed. Chris Siavelis from CRM Properties explained that both the ownership and the tenant are in full agreement with the recommendations made in the traffic /safety study and will abide by them. These include: 1. Starland Kids Center would provide parents with the traffic and parking policies in their registration literature and on -line. These policies could include: a. Parents must park in a parking space and walk their child to or from the facility. Children must not be dropped off in front of the facility without a parent. b. The primary parking area is in front of Building 9, with an overflow parking area across Robert York Road by the existing tot lot. c. For their safety, parents must use the marked pedestrian cross -walk to Robert York Road. 2. Create a 15- minute scheduling gap between the end of one class and the start of the next class to allow most of the children from the first class to exit the area before the next group of children arrives. 3. Create a pedestrian cross -walk with signage across, Robert York Road just south of the northern driveways serving the office building and Building 9. Board of Trustees meeting August 6, 2007 Page 4 of 7 Trustee Seiden expressed concern over employee parking, especially in the winter when the stored snow takes over approximately 100 spaces. Mr. Siavelis explained they would haul the snow, but only if it became an issue. He commented that ownership instructs the contractors to stack snow in the most appropriate places. Trustee Struthers recommended restricting Saturday classes until the parking situation is observed and any issues are resolved. Adam Moore from Stailand Kids explained that they do not have classes on Saturdays; rather, they may have parties, . Mr. Coblentz explained .that their current ordinance allows Saturday and Sunday classes.. Trustee Benton suggested monitoring the situation and acting on it if it becomes a problem. Mr. Coblentz explained he could put in the ordinance a condition stating that the issue will be revisited in a year to determine if further restriction is required. Trustee Jester made a motion to direct the village attorney to incorporate the above mentioned changes into the ordinance. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) NEW BUSINESS AUTHORIZATION TO AWARD Ms. Little explained that each year the village STORAGE YARD EXCAVATION removes more than 2,000 cubic yards of materials MATERIALS REMOVAL CONTRACT. collected through excavations and other work throughout the village. Four sealed bids were received for removing this material from the public works storage yard. The Director of Public Works and Engineering and the Superintendent of Streets and Utilities recommend the storage yard excavation materials removal contract be awarded to G &M Trucking, Inc. at the unit price of $24.50 per cubic yard for a total not to exceed the budgeted amount of $50,000. Trustee Rosenthal made a motion to award the storage yard excavation materials removal contract to G &M Trucking, Inc. at the unit price of $24.50 per cubic yard for a total not to exceed the budgeted amount of $50,000. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) RESOLUTION R -07 -13 AUTHORIZING Director of Finance Bob Fialkowski explained that THE EXECUTION OF AN AGREEMENT the village entered into an agreement with Dan TO PROVIDE CONCESSION SERVICES Lanno for concession services at the Deerfield Train AT THE DEERFIELD TRAIN STATION Station. They have not received any complaints. He recommends authorizing a new five year agreement for Mr. Lanno to provide concession services at the Deerfield Train Station. The new agreement provides for a slight increase in rent. 1 I 1 Board of Trustees meeting August 6, 2007 Page 5 of 7 Trustee Feldman questioned how the village'knows this agreement is competitive. Mr. Fialkowski explained that staff could bid this, but in the past this has not been very successful. Mr. Kiraly explained that Mr. Lanno has a good reputation and has provided good service to the commuters in Deerfield. Mr. Fialkowski believes Mr. Lanno has provided good service and is a good operator. He does not believe it is necessary to get additional bids; however, he indicated that he would analyze the rental numbers in comparison to. surrounding communities. Trustee Struthers made a motion to adopt the resolution authorizing the execution of an agreement with Dan Lanno to provide concession services at the Deerfield train station. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS:. Feldman (1) RESOLUTION R -07 -12 AUTHORIZING APPLICATION FOR A GRANT UNDER THE INFRASTRUCTURE MAINTENANCE FEE LITIGATION CY PRES COMMITTEE'S GENERAL AUTHORITY TO MAKE SUCH GRANTS Mr. Coblentz explained that last year the trustees passed a resolution to authorize a grant application from the infrastructure maintenance fund for litigation. This resolution is an update of that with minor changes. Trustee Rosenthal made a motion to accept the resolution authorizing a grant application from the infrastructure maintenance fund for litigation. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO REJECT ALL Assistant Village Engineer Jim Bernahl explained BIDS FOR VILLAGE BENCHMARK that the village received one bid for the village CIRCUIT PROGRAM benchmark circuit program. He explained that the budget for the program was $50,000 and the bid came in at $156,000. Mr. Bernahl recommended rejecting the bid and rebidding the program. Trustee Rosenthal made a motion to reject the bid for the village benchmark circuit program. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) Board of Trustees meeting .August 6, 2007 Page 6 of 7 . AUTHORIZATION TO AWARD Mr. Bemahl'explained that one bid was received for CONTRACT FOR WASTEWATER the Wastewater Reclamation Facility effluent RECLAMATION FACILITY EFFLUENT outfall rehabilitation project. He recommends OUTFALI, REHABILITATION PROJECT awarding the contract, although it is higher than the budgeted amount. Trustee Jester made a motion to award the contract. for the Wastewater Reclamation Facility effluent outfall rehabilitation,project.to Joseph J. Henderson & Sons at the bid price of $44,162. Trustee Struthers seconded the motion. The . motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) . AUTHORIZATION TO AWARD BID Ms. Little explained that it is time to replace a 2001 FOR A 4 -WHEEL DRIVE TRUCK Chevrolet Pickup with Western Plow (Fleet #600). (REPLACEMENT VALUE) IN THE Five bids were received. The low bidder was PUBLIC WORKS DEPARTMENT Pederson GMC in the net amount of $19,600. The Director of Public Works and Engineering recommends awarding the contract for a 4 -wheel drive truck to Pederson GMC in a net amount not to exceed $19,600. Trustee Rosenthal made a motion to award the contract for a 4 -wheel drive truck to Pederson GMC in a net amount not to exceed $19,600 after trade -in. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD BID FOR TWO (2) 4 -WHEEL DRIVE TRUCK AND BODY DUMPS (REPLACEMENT VEHICLES) IN THE PUBLIC WORKS DEPARTMENT to Pederson GMC in a net amount not to exi Ms. Little reported that four bids were received for replacement of two (2) 4 -wheel drive truck and body dumps. The low bidder was Pederson GMC in the net amount of $50,400. The Director of _Public Works and Engineering recommends awarding the contract for two 4 -wheel drive trucks ;eed $50,400 after trade -in. Trustee Struthers made a motion to award the contract for two 4 -wheel drive truck and body dumps to Pederson GMC in the net amount not to exceed $50,400 after trade -in. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) 1 1 Board of Trustees meeting August 6, 2007 Page 7 of 7 DISCUSSION CONGRATULATIONS Trustee Rosenthal congratulated Phil Kiraly on the success of the first board meeting in the new council chambers. Mayor Harris also thanked him for his assistance in facilitating the move into the new.building. Mr. Kiraly responded that it was a team effort. VILLAGE HALL STATUS Mr. Kiraly reported that everything is on schedule . for the community development department to occupy.the older village hall space by December 2007. He explained that the first floor interior demolition is complete and the exterior demolition will be completed shortly. NEW DROP BOX Mr. Kiraly reported that the new drop box for water bill payments is located in the median between the First Presbyterian Church and the village hall. They are working on relocating the mailbox to that location as well. PLANTER DONATION Mr. Kiraly explained that the owners of Shopper's Court have donated 13 planters to the village. The planters will be placed in the median, which will dress up the median very nicely. Ms. Little explained that the construction makes it imprudent to put the anters.'n right now. She suggested holding off until next spring. ADJOURNMENT ATTEST: Village Clerk APPRO no , l tner ou adi ourned at Mayor or discussion, the p.m.