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04/07/2008April 7, 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 Monday April 7, 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 Deerfield Police Department Telecommunications Officer, Carolyn Bunnell, led those in attendance in reciting the Pledge of Allegiance. PROCLAMATION Mayor Harris proclaimed the week of April 13 —19 as National Telecommunications Week in Deerfield. Mayor Harris extended a heartfelt thanks to Deerfield's telecommunications officers for their dedicated efforts on the Village's behalf. MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the March 17, 2008 Board of Trustees meeting. Trustee Feldman seconded the motion. Trustee Struthers noted a minor correction on Page 1, and Trustee Feldman offered a correction to Page 6 concerning a year to year cost analysis of the aerial photography and mapping. BILLS AND PAYROLL Trustee Rosenthal made a motion to accept the Bills and Payroll dated April 7, 2008. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) REPORT ON DEPARTMENTAL Mr. Fialkowski presented highlights from his report OBJECTIVES - FINANCE DEPARTMENT on Finance Department objectives. He mentioned that the department has received notice that they have received' the GFOA award for the 24th straight year. He explained they have implemented a number of changes to the payroll system to accommodate the Library reorganization of their personnel system. They also assisted the Community Development Department in implementing the Permits and Code Enforcement module in the MUNIS system. 1 L 1 Board of Trustees Meeting April 7, 2008 Page 2 of 9 The department completed a study of post employment benefit obligations and implemented new internal controls for accounting. The department. worked with the Police Department on a pension plan. Mayor Harris thanked the Finance Director for his report. PUBLIC COMMENT Oscar Adler, 59 Eastwood, informed residents that Adler's Alley will feature the Fine Arts Commission in an interesting conversation about their accomplishments and the upcoming Art Fair. The program will air at 6:00 on channel 19. Barry Burton, Lake County Administrator, will be the guest at 6:30. The programs will also run on Tuesday evenings at 8:00 on channel 10. PUBLIC HEARING ON 2008 -2069 Trustee Rosenthal made a motion to open the Public ANNUAL BUDGET Hearing. Trustee Benton seconded the motion. The motion passed unanimously. Mr. Fialkowski presented an overview that showed a total proposed annual budget of $45,159,691, which represented a decrease of 8.3% from the 2007 -2008 annual budget. He explained that there was a decrease in capital project activity and elimination of some transfers. Mr. Fialkowski reported that revenues would increase by 8.3% because of the issuance of $5 million in debt. He mentioned that a 4.6% increase in the property tax levy for operational funds is recommended and noted that the Village received only 3.2% of the 2006 property tax bill. Trustee Benton commented that the budget, as proposed, is balanced, using reserves and revenues. It would be a smaller budget than last year's, but services would be maintained. Mr. Adler commented that the Village budget was reduced and questioned how that would affect other entities such as the schools and park district. Mayor Harris responded that they are different governing boards with different budgets and representatives. There being no further public comment, Trustee Benton made a motion to close the Public Hearing. Trustee Struthers seconded the motion. The motion passed unanimously. ORDINANCE ADOPTING THE An Ordinance adopting the annual budget of the BUDGET OF THE VILLAGE OF Village of Deerfield for the fiscal year beginning DEERFIELD FOR THE FISCAL YEAR May 1, 2008 and ending April 30, 2009. First BEGINNING MAY 1, 2008 AND Reading. ENDING APRIL 30.2009 —1R ORDINANCE AMENDING THE WAGE An Ordinance amending the wage and salary AND SALARY PLAN — 1R plan. First Reading. ORDINANCE AUTHORIZING A ONE An Ordinance authorizing a one percent Home Rule PERCENT HOME RULE MUNICIPAL municipal retailers occupation tax and a Home Rule Board of Trustees Meeting April 7, 2008 Page 3 of 9 RETAILERS OCCUPATION TAX AND municipal service occupation tax. First Reading. HOME RULE MUNICIPAL SERVICE OCCUPATION TAX — 1 R The above ordinances all stand as first reading. REPORTS REPORT AND RECOMMENDATION OF BOARD OF ZONING APPEALS RE: FRONT YARD VARIATION FOR 645 DIMMEYDALE and that the requested variation would mai The Board of Zoning Appeals held a Public Hearing on March 4, 2008 to consider a request for a one story addition in the front of the existing structure at 645 Dimmeydale Drive. The Board of Zoning Appeals concluded there were unique conditions stain the character of the neighborhood. Trustee Struthers made a motion to accept the report and recommendation of the Board of Zoning Appeals regarding a front yard variation for the property at 645 Dimmeydale Drive and to prepare the necessary ordinance. Trustee Rosenthal seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION The Safety Council reviewed accident, speed OF SAFETY COUNCIL RE: STOP and traffic data for the intersection of Pine and SIGN AT PINE AND ANTHONY Anthony after receiving a request for a stop sign at the intersection in August 2007. The Safety Council unanimously agreed to recommend a three -way stop sign. Trustee Rosenthal questioned whether the Police Department is in favor of the recommendation. Chief Sliozis responded that the Police Department is neutral concerning the request. Trustee Struthers commented that it is not common to install three -way stop signs in the Village. Chief Sliozis agreed. Lori James, 689 Pine Street, explained that she approached the Safety Council in August because there are four blocks of homes with children that go to Wilmot or Caruso schools. She requested that a walkway or stop sign be erected at that location for safety. Mayor Harris noted that some families were opposed to the stop sign. Ms. James explained that both families opposing the stop sign live on the other side of the street and would not have to cross Pine. Trustee Struthers commented that one resident expressed concern about backing out of her driveway. Ms. James responded that the resident was concerned about hitting a parked car. Trustee Jester questioned the warrant report that indicated that ten percent of the children that attend Wilmot School cross at Pine and Anthony. Trustee Struthers questioned whether the installation of the three -way stop sign would deter parents from picking up their children on rainy days. Ms. James explained that if inclement weather were not present, children could walk to school safely. She also commented that because there is no stop sign present between Deerfield and Central, vehicles tend to accelerate. 1 1 1 1 1 Board of Trustees Meeting April 7, 2008 Page 4 of 9 Trustee Rosenthal questioned the Village's experience with stop signs at T- intersections. Chief Sliozis did not believe the enforcement would be different. He commented that there would be a learning curve for drivers and pedestrians, but enforcement would be consistent. Trustee Rosenthal expressed concern that the stop sign would create a false sense of security. She commented that some communities have installed flashing stop signs. Chief Sliozis explained the flashing stop signs can create a visual disturbance for neighbors, and enforcement would still be the primary issue. Trustee Rosenthal made a motion to accept the report and recommendation of the Safety Council regarding a three -way stop sign at Pine and Anthony and to prepare the necessary ordinance. Trustee Seiden seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION Chief Sliozis reported that Summit Drive is being OF STAFF RE: NORTH TRAIL used for pick -up and drop -off by high school PARKING RESTRICTIONS parents and it is creating traffic flow and safety issues. He explained that the Police Department worked with the North Trails Homeowner's Association and is recommending restrictions prohibiting drop -offs and pick ups for the high school along Summit Drive. Chief Sliozis commented that they looked at reducing the area but realized it would just move the problem. He added that the Police Department will reevaluate the matter after High School Drive improvements are completed. Trustee Feldman expressed concern for this as Summit is a public street. She would like to see the school change its pick -up practice by using the "A" deck because it would be a more effective area for pick -up and drop off. Trustee Feldman believes this would benefit the entire community as traffic would not back up on Waukegan. Trustee Seiden asked if the Police Department had looked at other alternatives. Chief Sliozis explained that they meet with the high school on an annual basis. He believes the biggest change is the driving habits of the parents. Chief Sliozis believes there would be other safety issues if the circulation were changed within the high school property. He commented they would look at the possible changes after the intersection is completed. Trustee Rosenthal made a motion to accept the report and recommendation of staff regarding North Trail parking restrictions and to prepare the necessary ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: Feldman (1) Board of Trustees Meeting April 7, 2008 Page 5 of 9 CONSENT AGENDA AUTHORIZATION TO AWARD The Assistant Village Engineer recommended CONTRACT FOR 2008 STREET awarding the contract for the 2008 Street REHABILITATION PROGRAM Rehabilitation Program to Schroeder & Schroeder, the lowest bidder; in an amount not to exceed $1,237,222.04, plus $35,000 for IDOT approved extraordinary maintenance repairs on Waukegan Road. AUTHORIZATION TO ENTER INTO Authorization to enter into a three -year agreement A THREE -YEAR AGREEMENT WITH with Cisco Systems and NDS for hardware and CISCO SYSTEMS AND NDS FOR software support. HARDWARE AND SOFTWARE SUPPORT ORDINANCE DIRECTING THE An Ordinance directing the disposition of a DISPOSITION OF A SURPLUS MOTOR surplus motor vehicle. First Reading. VEHICLE — 1 R AUTHORIZATION TO RENEW Authorization to renew an intergovernmental INTERGOVERNMENTAL agreement for maintenance of Bannockburn AGREEMENT FOR MAINTENANCE Reservoir (Structure 27) by Deerfield personnel OF BANNOCKBURN RESERVOIR BY for another five years. DEERFIELD PERSONNEL FOR ANOTHER FIVE YEARS Trustee Seiden made a motion to accept the Consent Agenda. 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 ORDINANCE AMENDING THE An Ordinance amending the Municipal Code of MUNICIPAL CODE OF THE VILLAGE the Village of Deerfield to provide for certain OF DEERFIELD TO PROVIDE FOR water rate increases. First Reading. CERTAIN WATER RATE INCREASES ORDINANCE AMENDING THE An Ordinance amending the Municipal Code MUNICIPAL CODE OF THE VILLAGE of the Village of Deerfield to provide for certain OF DEERFIELD TO PROVIDE FOR sewer rate increases. First Reading. CERTAIN SEWER RATE INCREASES 1 1 1 Board of Trustees Meeting April 7, 2008 Page 6 of 9 Mayor Harris commented that these two items were discussed within the budget and would stand as first readings. AUTHORIZATION TO AWARD CONTRACT FOR WILMOT ROAD INFRASTRUCTURE IMPROVEMENT PROJECT exceed $1,202,185. The Director of Public Works and Engineering reported that they received six bids for the Wilmot Road Infrastructure Improvement Project. They recommend awarding the contract to Bolder Contractors, the lowest bidder, in an amount not to Trustee Struthers questioned where the properties are located that do not have a storm sewer connection. Ms. Little explained that there are several properties, and the Village would provide a service line to their properties should they decide to use it. Trustee Rosenthal made a motion to award the contract for the Wilmot Road infrastructure improvement project to Bolder Contractors in an amount not to exceed $1,202,185. 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 PURCHASE A Computer Systems Coordinator Richard Kramer WIDE - FORMAT COPIER FOR reported that the Village needs to copy large scale COMMUNITY DEVELOPMENT drawings. The service is currently outsourced to Office Depot at a cost of $10 per page. A request for bids was published, and two were received. The lowest qualified bid was for a Savin 2406WD copier from Image Systems and Business Solutions LLC with an estimated cost per page of $0.67. Mr. Kramer recommended approval of the lowest qualified 'bid. Trustee Seiden made a motion to authorize the purchase of a Savin 2406WD copier from Image Systems and Business Solutions LLC. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) ORDINANCE AMENDING SECTION An Ordinance amending section 15.23.2 of the 15.23.2 OF THE MUNICIPAL CODE RE Municipal Code of the Village of Deerfield SALE OF TOBACCO TO MINORS - 1R regarding the sale of tobacco to minors. First Reading. AUTHORIZATION TO AWARD Brad Fink, Assistant Director of Public Works CONTRACT FOR CONSTRUCTION OF and Engineering, explained the original building Board of Trustees Meeting April 7, 2008 Page 7 of 9 THE PUBLIC WORKS AND was constructed in 1990 and has not been modified. ENGINEERING OFFICE RENOVATION since. They currently share the space with the Park District maintenance department. They propose making modifications to the building to better organize current staff. Mr. Fink reported that proposed improvements include construction of an office for the Superintendent of Streets and Utilities and adding additional space for supervisory personnel. They also propose converting the existing conference room into office space. Mr. Fink explained they received nine bids. Staff is recommending awarding the contract to Service Construction of Illinois, Inc. in an amount not to exceed $75,000, which includes a ten percent contingency for any unforeseen conditions during the project. He commented that additional expenditures would be requested for office furniture and low voltage wiring. Trustee Struthers questioned why staff did not recommend either of the two lower bidders. Mr. Fink reported that unfavorable references and incomplete bid documents resulted in the recommendation. Trustee Jester made a motion to waive the competitive bidding process and award the contract for construction of the Public Works and Engineering office renovation project to Service Construction of Illinois, Inc. in an amount not to exceed $75,000. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Fink explained that the Village used James CONTRACT FOR CONTRACTUAL Martin Associates for contract landscape LANDSCAPE MAINTENANCE maintenance services and streetscape urn planting SERVICES AND STREETSCAPE URN at the contracted rate of $81,360. Although they PLANTING performed the general services well, the quality of the spring and summer streetscape urn planting was not satisfactory. Prior to 2007, Moore Landscaping had provided all the specified landscaping and planting services in a satisfactory manner. Earlier this year, Moore Landscaping provided an unsolicited proposal to provide the services for 2008 for $67,400. Based on their previous service and price, staff recommends waiving the bidding process and awarding the 2008 contract for contractual landscape maintenance services and streetscape urn planting to Moore Landscaping in an amount not to exceed $67,400. Trustee Rosenthal asked whether the streetscape urns were included in Moore Landscaping's proposal. Mr. Fink said they were. Mike Patton, General Manager of Residential Services for James Martin Associates, explained that everything else at this meeting had gone to bid except this item. He said he was never given notification for poor performance. Mr. Patton explained that they submitted a lower bid this afternoon, in the amount of $66,909 for 1 1 Board of Trustees Meeting April 7, 2008 Page 8 of 9 maintenance and streetscape urns. Mr. Fink explained that staff did not solicit the bid from Moore Landscaping but decided it was important to make a decision on spring planting. Mr. Fink noted that James Martin representatives were contacted about their unsatisfactory performance. Mr. Patton added that Deerfield went through an irrigation update, which affected the performance of the urns. Trustee Rosenthal agreed that plantings in 2007 were inadequate. After further discussion, Trustee Struthers made a motion to waive the competitive bidding process and award the contract for the 2008 contractual maintenance and streetscape urn planting to Moore Landscaping in an amount not to exceed $67,400. 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 CONTRACT FOR ENVIRONMENTAL SERVICES SUPPORTING REMEDIATION AT THE PUBLIC Mr. Fink reported that staff contacted a qualified firm to excavate and remove the underground storage tank in March. The tank had been used to to collect waste oil since the 1980s. Materials WORKS UNDERGROUND STORAGE other that was oil had been dumped, creating a TANK SITE hazardous material situation. The State Fire Marshall noticed discoloration of the ground and required a response. Two proposals were received. The lowest proposal was from ECS in the amount of $13,450. Trustee Seiden asked if the Village had a history with ECS. Mr. Kiraly reported that ECS worked with staff on the Village Hall project and had been responsive. Trustee Rosenthal made a motion to waive the competitive bidding process and award the contract for environmental services supporting remediation at the Public Works underground storage tank site to ECS in an amount not to exceed $13,450. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) DISCUSSION BILLBOARD STATUS Trustee Struthers asked about the status of the billboards approved by the Village along the Edens Spur. Village Manager Street reported that Mr. Coblentz has been in touch with Zebra's Board of Trustees Meeting April 7, 2008 Page 9 of 9 attorney. He added that they have fulfilled submission requirements, which are being reviewed by IDOT and other agencies. Mr. Coblentz added that Zebra is working through the approval process but still needs IDOT and EPA approvals. TRUSTEE IN THE TOWN Trustee Seiden invited residents to attend Trustee in the Town on Saturday from 9 —12 at the Deerfield Library. Trustees Jester and Struthers will be present. PROUDD Trustee Feldman invited residents to attend a meeting of PROUDD, a parent organization continuing to work on underage drinking and drug use iss The eeting will take place on April 15, 2008 at 7:30 p.m. at the Patty Turner Senior C ter. ADJOURNMENT meeting W Attest: 41V �.- <,A / — Villa Clerk further buliness to discuss, the jourrlgd at :00 pm. 1 1