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02/19/2008February 19, 2008 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Steve Harris in the Council Chambers of the Village Hall on Tuesday, February 19, 2008 at 7:36 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 Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Rick Patinkin, Deerfield Park District Board member, led those in attendance in reciting the Pledge of Allegiance. ROAD CLOSURE UPDATE Chief Sliozis reported that there was a natural gas leak at the corner of Waukegan Road and High School Drive around 3:30 that afternoon. People exited the area without incident. Waukegan Road was closed but has been reopened on a limited basis. There are approximately 38 residents without gas service, but the Village has taken precautionary steps to ensure no one is in danger. Trustee Benton expressed concern about the residents of Chapel Court. Chief Sliozis explained that the residents have been notified, and warming centers have been offered. Mayor Harris encouraged residents to contact the Village for assistance if needed. MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the February 4, 2008 Board of Trustees meeting. Trustee Feldman seconded the motion. The motion passed unanimously. Due to their absence at the previous meeting, Trustees Rosenthal and Struthers abstained. BILLS AND PAYROLL Trustee Rosenthal made a motion to approve the Bills and Payroll dated February 19, 2008. Trustee Struthers seconded the motion. The motion passed by the following vote: TREASURER'S REPORT Bob Fialkowski presented highlights from the Treasurer's Report dated January 31, 2008, representing % of the fiscal year. He explained there was a small upswing in sales tax, which will hopefully continue, since holiday sales will show up in March. He explained that hotel and building permits are typically slow in January. Mr. Fialkowski was not surprised that Board of Trustees meeting February 19, 2008 Page 2 of 7 expenditures were up in the General Fund, due to material costs and overtime in the Street Department. PUBLIC COMMENT There was no Public Comment. REPORTS REPORT ON SNOW OPERATIONS, Mayor Harris noted that the Director of Public DEPARTMENT OF PUBLIC WORKS Works and Engineering presented a report to the Trustees in writing. Trustee Benton asked whether the salt that was ordered has been received. Ms. Little explained that it has been arriving in small quantities. Mayor Harris extended the Board's appreciation to the Public Works Department for their efforts during this unusually snowy winter. CONSENT AGENDA ORDINANCE AMENDING A SPECIAL An Ordinance amending a Special Use to allow the USE TO ALLOW CONSTRUCTION construction of a paddle but for Tennaqua Club. OF A PADDLE HUT FOR TENNAQUA First Reading. CLUB, 1 TENNAQUA LANE — 1R ORDINANCE APPROVING A SPECIAL An Ordinance amending a Special Use for a USE FOR A RECREATION CENTER AT recreation center at 491 Lake Cook Road in Lake 491 LAKE COOK ROAD IN LAKE Cook Plaza. First Reading. COOK PLAZA — 1 R ORDINANCE APPROVING AN An Ordinance approving an amendment to a Class AMENDMENT TO A CLASS B SPECIAL B Special Use for the expansion of Trax Tavern & USE FOR AN EXPANSION OF TRAX Grill and an amendment to a Commercial PUD to TAVERN & GRILL AND AN permit renovations to the parking lot and the AMENDMENT TO A COMMERCIAL exterior of the building at 833 Deerfield Road in PUD TO PERMIT RENOVATIONS TO Deerfield Square. First Reading. THE PARKING LOT AND THE EXTERIOR OF THE BUILDING AT Mayor Harris explained that all three petitioners 833 DEERFIELD ROAD IN DEERFIELD had requested a waiver of the rules. As the SQUARE —1R projects are significant, he would like everyone to have adequate opportunity to weigh in. The ordnances will therefore stand as First Readings. Trustee Seiden was satisfied with the ordinance for Trax Tavern & Grill but believes the proposed snow removal language in the letter from CRM Properties Group to the Village Manager dated February 18, 2008 should be incorporated into the ordinance. Chris Siavelis from CRM Properties requested the parking lot modification, including the reduction of two parking spaces, be included in the ordinance. Board of Trustees meeting February 19, 2008 Page 3 of 7 Trustee Seiden made a motion to amend the ordinance to include the proposed snow removal language and the reduction of two parking spaces. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) There was no Old Business. OLD BUSINESS NEW BUSINESS AUTHORIZATION TO AWARD Mr. Street reported that the Deerbrook Mall CONTRACT FOR CONSULTING sanitary lift station has deteriorated and is in ENGINEERING SERVICES FOR THE need of replacement. Staff is working with mall DEERBROOK MALL LIFT STATION management to redirect the sewer discharge to the RELOCATION east side of Waukegan Road into the Metropolitan Water and Reclamation Facility of Greater Chicago (MWRD) collection main. Ms. Little explained that the Village had retained V3 Companies of Illinois, Ltd. to perform the preliminary analysis, and they found it was feasible to redirect the sewer flow, and the MWRD has agreed to accept it. Ms. Little recommends the contract for the design of the Deerbrook Mall lift station relocation be awarded to V3 Companies of Illinois, Ltd. in an amount not to exceed $49,300. Trustee Rosenthal made a motion to award the contract for the design of the Deerbrook Mall lift station relocation to V3 Companies of Illinois, Ltd. in an amount not to exceed $49,300. Trustee Jester seconded the motion. Trustee Benton questioned how the Lake Cook Road construction would impact the sanitary sewer. Ms. Little explained that it would have little impact, but the Village wants the project completed before Lake Cook Road is repaved. Trustee Jester questioned whether the diverted flow would be deducted from the permitted capacity of the treatment plant. Ms. Little advised that there was no reason to reduce the capacity. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO ENTER INTO Assistant Village Manager Phil Kiraly reported AN AGREEMENT FOR WEBSITE that the current website was designed in 2001 and SERVICES FOR THE REDESIGN OF is in need of a complete overhaul. A staff THE VILLAGE'S WEBSITE committee, consisting of representatives from all Village departments, was formed to explore the best practices in municipal website development. They determined there is a need for an attractive, Board of Trustees meeting February 19, 2008 Page 4 of 7 functional website with convenient content management options. The committee reviewed ten proposals and selected three finalists. They recommend entering into an agreement with AmericanEagle.com because they have extensive municipal and private sector experience. Mr. Kiraly believes each department would be able to update information, which would be reviewed by a Content Editor before appearing on the website. In addition, the redesigned website would benefit the community because it would include enhanced search features, better graphics, logical layouts and less scrolling. There is also a need to improve ADA compliance on the Village website. Mr. Kiraly explained that the website could include electronic bill payment options and webcasts of Village meetings in the future. Another benefit of the new site would be compatibility with CTY, which is similar to Reverse 911, and email listservs. Mr. Kiraly explained that the Village budgeted $25,000 for the redesign of its website. AmericanEagle.com came in at $29,000, which would include all the training for the website and content management system. The proposal did not limit the design time for up to 200 pages. Mr. Kiraly noted that the Village would need to supply the text for the site. Trustee Struthers questioned whether the new site would make it easier to search the ordinances. Mr. Kiraly explained that ordinances are maintained by another company and are keyword searchable. He noted that the building code would be searchable, and the new site would make it easier for residents to find where they need to search. Trustee Feldman questioned who uses the website. Mr. Kiraly explained that staff has tracked several pages for the past two years. The site gets a lot of hits on the Board Agenda, Community Development and Meeting Schedule pages. Trustee Feldman questioned whether staff has received resident feedback. Mr. Kiraly explained that they have asked for feedback in the newsletter but have not received many responses. He noted that the outside vendor would bring a fresh approach and would work with staff for 90 days after the site goes live to see what areas need adjustment. Trustee Feldman believes staff should actively seek feedback from residents. Trustee Feldman believes that streaming Village meetings on the website would be something to look into since not everyone has cable television. She expressed concern about what would happen to the studio in the future. Mr. Kiraly explained that the startup costs to stream the video would be $8,000 - $12,000 plus maintenance. Mayor Harris confirmed that the existing website would not be shut down. Mr. Kiraly explained that a beta site would be created so the site would not be down at all. Mayor Harris encouraged resident participation with the beta site as well. Trustee Benton made a motion to enter into an agreement with AmericanEagle.com for services to redesign the Village website. Trustee Struthers seconded the motion. The motion passed by the following vote: Board of Trustees meeting February 19, 2008 Page 5 of 7 AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) ORDINANCE 0 -08 -05 PROVIDING FOR An ordinance providing for the filing and public THE FILING OF A TENTATIVE inspection and hearing of a tentative annual budget ANNUAL BUDGET OF THE VILLAGE of the Village of Deerfield. Mayor Harris noted OF DEERFIELD AND PUBLIC that staff has requested a waiver of the rules and INSPECTION AND HEARING passage of the ordinance on First Reading. THEREON — 1 R Trustee Struthers made a motion to waive the first reading of the ordinance. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) Trustee Jester made a motion to adopt 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) RESOLUTION R -08 -04 EXTENDING Mr. Fialkowski explained that this is a pool that the THE PERIOD OF PARTICIPATION IN Village belongs to with 45 other municipalities to THE INTERGOVERNMENTAL provide health and life insurance benefits for PERSONNEL BENEFIT COOPERATIVE employees. The Village joined this co -op in 2003 FOR APERIOD OF 3 ADDITIONAL and affirmed membership again in 2005. The YEARS Village needs to commit every three years to continue its membership. Mr. Fialkowski believes the Village has received a lot of benefit from being in the pool, such as a wellness program and mass purchasing of a prescription plan, as well as cost containment. Trustee Seiden made a motion to extend the period of participation on the Intergovernmental Personnel Benefit Cooperative for a period of three additional years. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) RESOLUTION R -08 -05 AUTHORIZING Mr. Fialkowski explained that the Board authorized CONTINUATION OF THE HIGH -LEVEL continued participation in the High -level Excess EXCESS LIABILITY POOL Liability Pool. There was a technical error in the resolution in October 2007, and a corrected version needs to be passed. The flaw stated that members could withdraw from the pool after one year Board of Trustees meeting February 19, 2008 Page 6 of 7 of participation. The renewal is actually for ten years. Mr. Fialkowski noted this would be the third ten -year commitment for the Village. As in October, Trustee Feldman questioned the value of continued membership. Mr. Fialkowski noted that, on balance, it has been a good value in view of insurance market changes over the years. Trustee Seiden made a motion to authorize continuation of the High -level Excess Liability Pool. 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 PURCHASE Assistant Director of Public Works and Engineering TRAILER MOUNTED 6" PORTABLE Brad Fink reported that the Village budgeted BYPASS PUMP FOR WASTEWATER $35,000 for the purchase of a trailer mounted, 6" RECLAMATION FACILITY portable bypass pump for the Wastewater Reclamation Facility. The purpose of the pump will be to provide emergency bypass pumping at the WRF and other stations. The pump will be used to assist in operations for maintenance purposes. Staff contacted a number of vendors to purchase a portable pump. Goodwin Pumps came in with the lowest quote. Mr. Fink requested that the formal bidding process be waived and the Board authorize the purchase of a trailer mounted 6" portable bypass pump from Goodwin Pumps in an amount not to exceed $26,282. Trustee Rosenthal questioned whether the portable pump would be useful after restoration of the plant. Mr. Fink said it would, as it also will provide support to various pumping stations. Trustee Jester questioned the capacity of the pump. Mr. Fink was unsure of the capacity but explained it was sized to meet Village needs. Trustee Struthers made a motion to waive the competitive bidding process and authorize the purchase of a trailer mounted 6" portable bypass pump for the Wastewater Reclamation Facility from Goodwin Pumps in an amount not to exceed $26,282. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO INCREASE THE Ms. Little explained the Village has had a contract CONTRACT WITH INSITUFORM FOR with Insituform for three years. Staff would like to STORM SEWER LINING expand their program to perform storm sewer lining in targeted areas to reduce the amount of inflow from the storm sewer to the sanitary sewer. Ms. Little explained that Kingston Terrace, one block north of Deerfield Road, between Warrington and Beverly; Knollwood between Kingston Terrace and Margate; and possibly Westcliff between Kingston and Margate would be 1 1 Board of Trustees meeting February 19, 2008 Page 7 of 7 targeted, as video monitoring had revealed problems in those locations. Ms. Little explained that they would like to transfer money from the Professional Engineering Services account to the Construction Fund to cover the cost of the expansion and apply the funds to the project this fiscal year. She requests authorization to increase the amount paid to Insituform by $129,000. Trustee Struthers questioned how many sewer leaks this technique would address. Ms. Little explained that they would perform before and after measurements to determine how much the storm sewer was leaking into the sanitary sewer. She noted that, when the target area was complete, they would be able to provide better information. Trustee Feldman questioned how the liner would be installed. Ms. Little explained that the lining project was a no dig method of improving the performance and life of the pipe by making it uniform, without any breaks in the seals or joints. It is a better way to proceed if the pipe is in good enough condition to receive it. Otherwise, the main would have to be replaced. Trustee Rosenthal made a motion to waive the competitive bidding process and increase the contract with Insituform for storm sewer linings in an amount not to exceed $129,000. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) THANK YOU ADJOURNMENT Attest: Villag Clerk DISCUSSION Trustee Str (hers thankAthe Public Works department for their hard ivork on snow removal. e b ng o further b iness or discussion, the meeting as djourned t 8:45 pm. Approv Mayor