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07/07/2008July 7, 2008 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Village Manager Kent Street in the Council Chamber of the Village Hall on Monday July 7, 2008 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Robert Benton Michelle Feldman Thomas Jester Harriet Rosenthal William Seiden Barbara Struthers Absent: Steven Harris, Mayor and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Village Manager Kent Street. MAYOR PRO TEM In the absence of Mayor Harris, Trustee Seiden nominated Trustee Struthers as Mayor Pro Tem. Trustee Benton seconded the motion. The motion passed unanimously. PLEDGE OF ALLEGIANCE Judy Nelson, Chairperson of the Family Days Committee, led those in attendance in reciting the Pledge of Allegiance. Mayor Pro Tem Struthers thanked Ms. Nelson, as well as the Lions, the Optimists, Rotary, the Seniors, the Park District, the Fire Department, the Police Department and the Public Works Department for their stellar job in supporting the event. Trustee Feldman commented that she spoke with many residents who said the event had a wonderful sense of community and that Brickyards Park was a great location. People also commended Public Works and the Police Department for their exceptional performance. Mr. Street commented that the Village would be performing a post -event assessment and encouraged residents to provide their feedback. MINUTES OF PREVIOUS MEETING Trustee Rosenthal made a motion to approve the minutes from the June 16, 2008 Board of Trustees meeting and the March 17, 2008, March 24, 2008 and March 31, 2008 Committee of the Whole meetings. Trustee Benton seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Seiden made a'motion to accept the Bills and Payroll dated July 7, 2008. 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 July 7, 2008 Page 2 of 7 PUBLIC COMMENT There was no Public Comment. REPORT AND RECOMMENDATION OF PLAN COMMISSION RE: REQUEST FOR A SPECIAL USE TO PERMIT THE ESTABLISHMENT OF A MONOPOLE, INCLUDING HEIGHT VARIATION, AT DEERFIELD VILLAGE HALL, 850 WAUKEGAN ROAD REPORTS The Plan Commission held a Public Hearing on March 22, 2008 to consider the request from the Village of Deerfield and Verizon Wireless for a Special Use to permit the installation of a proposed 120 foot high monopole and equipment shelter, including height variation, at Deerfield Village Hall, 850 Waukegan Road. The Plan Commission voted 6 -1 in favor of the recommendation. REPORT AND RECOMMENDATION The Village Center Development Commission held OF VILLAGE CENTER DEVELOPMENT a workshop meeting on April 11, 2008 to consider COMMISSION RE: REQUEST FOR A the request from the Village of Deerfield and SPECIAL USE TO PERMIT THE Verizon Wireless for a Special Use to permit the ESTABLISHMENT OF A MONOPOLE, installation of a proposed 120 -foot high monopole INCLUDING HEIGHT VARIATION, AT and equipment shelter, including height variation, at DEERFIELD VILLAGE HALL, 850 Deerfield Village Hall, 850 Waukegan Road. The WAUKEGAN ROAD VCDC voted 8 -0 in favor of the recommendation. Assistant Village Manager Phil Kiraly reported that the need for expanded cell phone service had been apparent for several years. The proposal seeks to install a 120 -foot high stealth monopole just north of the Police Department. There would be four cellular carriers on the monopole and a 911 telecommunications antenna. Mr. Kiraly noted that many residents have contacted staff with complaints about cellular signals in the Village. Mr. Kiraly discussed the specifications of the addition. He noted there would be a new gable at the north end of the facility, with two outdoor ground enclosures that would be screened by a brick and limestone wall. Mr. Kiraly explained that all building materials would match existing materials. He noted that cellular service in the Village would be improved, and the proposed monopole would provide a revenue stream to the Village. Trustee Seiden questioned whether all the equipment would be internal, with the exception of the 911 antennas. Mr. Kiraly explained that the 911 antennas would be whip antennas that would need to be located on the exterior of the pole at a height of 70 to 75 feet. He noted that the top of the pole would have a flat disk that would serve as a lightening rod. The four cellular carriers would be at varying heights above the Village antenna. Mayor Pro Tern Struthers asked whether the monopole would also serve as a flagpole. Mr. Kiraly responded that a flag would draw visual attention to the pole and has not been proposed. Board of Trustees meeting July 7, 2008 Page 3 of 7 Trustee Feldman asked when the construction would be complete. Mr. Kiraly noted construction would start in August and would hopefully be completed by mid - October. Trustee Feldman asked whether it could be completed more quickly. Mr. Kiraly explained they still need to complete the final design work. The engineers are working to ensure that antennas and cable for each carrier fit. Mayor Pro Tern Struthers asked how the wireless companies would access their equipment. Mr. Kiraly reported that the tower would have access panels built into the sides so the wireless companies could access their equipment. Trustee Rosenthal asked about annual income to the Village. Mr. Kiraly estimated gross annual rents to be approximately $100,000. Trustee Rosenthal commented that the Plan Commission did a great job vetting this proposal. Although she would prefer a shorter pole, she is convinced this is needed to make service better and provide appropriate revenues to the Village. Trustee Benton believes this proposal -is a win -win -win situation. First, the old and ugly wire antenna would be replaced with a monopole that is more visually attractive and easier to maintain. Second, the Village's own communications within the Police Department would be relocated at no expense to the Village. Third, the Village would gain a revenue stream from at least four companies who would pay rent and build the tower. Last, the Village residents would get better cellular reception. Trustee Benton is strongly in favor of this proposal. Trustee Seiden made a motion to accept the Reports and Recommendations of the Plan Commission and Village Center Development Commission regarding a request for a Special Use to permit the establishment of a monopole, including height variations, at Deerfield Village Hall. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) REPORT AND RECOMMENDATION The Plan Commission held workshop meetings on OF PLAN COMMISISON RE: VILLAGE April 10, 2008 and May 22, 2008 and recommends BOARD PROMOTING THE AIRING OF that the Village Board promote the airing of OPINIONS AND OBJECTIONS ON opinions and objectives on land use proposals at the PROPOSALS AT THE PLAN Plan Commission level in order to most effectively COMMISSION LEVEL and efficiently address all concerns and serve the best interests of the community and other involved parties. The Plan Commission voted 6 -0 in favor of the recommendation. Plan Commission Chairman Michael Swartz explained that over the past 18 months, there had been a number of issues where the meetings have beer! pro forma and issues were not raised until the petition was brought up at Board meetings. That type of discussion and vetting should more properly take place at the Planning Commission level. It is more appropriate to let the Plan Commission understand both sides of an issue and make a recommendation to the Board. Mr. Board of Trustees meeting July 7, 2008 Page 4 of 7 Swartz believes that the letter to surrounding property owners should include an invitation to the Plan Commission meeting to air their thoughts. Plan Commission member Nort Wasserman commented that adopting this procedure would support the procedures that are in place, and the Plan Commission would be able to provide a better recommendation to the Board. Mayor Pro Tem Struthers added that getting a measured judgment from the Plan Commission is important to the trustees. Trustee Feldman commented that sometimes when residents come before the Board, they state they were not contacted by mail. She believes it could be because they do not live within the proximity notice area contacted. Mr. Wasserman commented that the Plan Commission would be trying to educate the community to advise them that they need to bring their concerns to the Plan Commission. He suggested the Pioneer Press could possibly do a better job of informing residents. Mr. Wasserman noted they currently have signs installed and letters distributed before a Public Hearing. Trustee Feldman asked whether residents could search the Village website to view all the Public Hearings. Mayor Pro Tem Struthers believes the Plan Commission's agendas should be posted on the Village website and at Village Hall. Mr. Kiraly noted that agendas are posted one week in advance. Mayor Pro Tem Struthers commented that agendas from other commissions, such as the VCDC and Safety Commission, are not posted on the website. Mr. Kiraly explained that all the agendas he receives are posted. Trustee Seiden believes the recommendation is a fine idea that would improve over time. He believes it would benefit the Plan Commission, the Board of Trustees and residents who go to the Plan Commission. Trustee Seiden suggested adding that the letters that are distributed should pertain to any commission when there is a Public Hearing, not just the Plan Commission. Trustee Seiden made a motion to accept the report and recommendation of the Plan Commission regarding promoting the airing of opinions and objections on proposals at the Plan Commission level. Trustee Feldman seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) Mr. Street commented that staff would implement the recommendation with a letter that goes out to residents within 250 linear feet, a procedural letter would be published in D- Tails, the website would be updated, and the sign -in sheets for Board meetings would be modified. Trustee Rosenthal requested that Trustees see the proposed letter. CONSENT AGENDA ORDINANCE GRANTING VARIATION An Ordinance granting a variation for a rear yard FOR REAR YARD VARIATION AT 810 variation for the property located at 810 Summit. SUMMIT — 1 R First Reading. Board of Trustees meeting July 7, 2008 Page 5 of 7 The petitioner asked for passage of the Ordinance on the first reading. Trustee Rosenthal suggested letting it stand as a first reading. There was no Old Business. OLD BUSINESS NEW BUSINESS AUTHORIZATION FOR Chief Sliozis commented that the agreement would INTERGOVERNMENTAL authorize the Police Department to utilize the Lake AGREEMENT FOR UTILIZATION OF County Sheriffs outdoor shooting range. He added THE LAKE COUNTY SHERIFF'S there would be no cost for the three year agreement, SHOOTING RANGE lust an hourly rate for the use of the range. Trustee Rosenthal made a motion to authorize an intergovernmental agreement for utilization of the Lake County Sheriff s shooting range. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) REQUEST FOR AN INCREASE IN Mr. Kiraly reported that staff has received requests TICKET REIMBURSEMENT FOR THE from all three taxi companies requesting additional SENIOR TAXI SUBSIDY PROGRAM money for the coupons. He explained that the Village instituted the program in the 1980s for senior and disabled citizens, and the program is currently utilized by about 60 regular users. He noted that coupons are worth $3.25, and the value of the coupon has not changed since the program's inception. Mr. Kiraly commented that the program is expensive for taxi drivers due to the increasing cost of fuel and increased drive times due to construction. As a result, drivers must sometimes take a loss on these rides. Staff conducted research and found that other communities offering a coupon have the coupon act as a voucher. Staff recommended changing the value of coupon to $5.00 and increasing the fee paid by residents to $1.00 effective August 15, 2008. If usage stays at current level, Village costs would increase by approximately $7,000. Trustee Feldman asked if residents outside 1 Deerfield Place and the Weinberg Center utilize the program. Mr. Kiraly explained that at least half of the users are from those locations. Trustee Seiden asked if the program is limited to individuals with an economic need. Mr. Kiraly explained it is only limited by age or disability. Trustee Feldman asked whether the Trustees could limit where the vouchers are used. Mr. Kiraly believes that would be difficult. He explained that staff runs articles to remind residents about the service. Staff will do a full -scale mailing to educate and remind residents about the program and will do more outreach as well. Trustee Jester made a motion to increase the ticket reimbursement for the Senior Taxi Subsidy Program as recommended. Trustee Feldman seconded the motion. Board of Trustees meeting July 7, 2008 Page 6 of 7 Trustee Seiden commented that the only negative about the program is that there are some drivers who refuse to take passengers with coupons. Mr. Kiraly explained that complaints are infrequent, and that staff quickly resolve the issues. Jim Bauer of American Taxi explained that when they hear about drivers refusing coupons, the driver is brought in for a hearing, and feedback is provided to the Village. He added that they would like to be involved in programs with the Senior Center and inform them about the subsidy. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO PURCHASE Rich Kramer, Systems Coordinator, explained that TWO COPY MACHINES two of the Village copy machines are more than five years old and each have more than 1.5 million copies. He added that they typically replace that equipment every five years. Two bids were received. The low bid was from United'Business Solutions in the amount of $32,042. Trustee Seiden made a motion to authorize the purchase of two copy machines from United Business Solutions in an amount not to exceed $32,042. 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 SIX SERVER COMPUTERS FROM MPC COMPUTERS AND SOFTWARE FROM CDW software. As the project is fairly intensive, new servers would be energy efficient. Mr. Kramer explained that the Village put in a new server infrastructure five years ago. The hardware has changed over the past five years and _replacement parts are no longer available. Mr. Kramer recommends replacing the hardware and the Village needs a good vendor. He noted that the Trustee Benton made a motion to authorize the purchase of six server computers from MPC Computers in an amount not to exceed $45,560 and software from CDW in an amount not to exceed $22,675.24. 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 ACCEPT QUOTE Assistant Director of Public Works Brad Fink FOR ADDITIONAL WAUKEGAN ROAD reported that IDOT is planning a traffic signal SIGNAL IMPROVEMENTS IN modernization project on Waukegan Road from the 1 Board of Trustees meeting July 7, 2008 Page 7 of 7 CONJUNCTION WITH ILLINOIS fire station to Half Day Road. He advised that DEPARTMENT OF TRANSPORTATION improvements include replacing controller PROJECT equipment, LED and fiber interconnect. Mayor Pro Tern Struthers asked if the proposal includes countdown crosswalks. Mr. Fink confirmed that the project will include countdown signals and an uninterruptible power supply. Trustee Jester asked if money for the project is in the budget. Mr. Fink explained that the Village budgeted about $100,000 for the project, and the costs are $130,554. Mr. Street added that prices were bid by the State. Trustee Rosenthal made a motion to waive the formal bidding process and award the contract for additional Waukegan Road signal improvements in conjunction with the IDOT project to H & H Electric in an amount not to exceed $130,554. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) DISCUSSION RESIDENTIAL REDEVELOPMENT Trustee Seiden noted that the Residential Redevelopment Review Task Force had reconvened. Their next meeting will be at 4:00 tomorrow in the Community Conference Room at Village Hall. Trustee Feldman asked how residents may direct comments to the Task Force. Trustee Seiden explained that residents are welcome to attend the meeting, contact the Village Manager or Task Force members. Mr. Street explained they would add the meeting dates to the Village website once the dates were confirmed. COMMITTEE OF THE WHOLE Mr. Street reported that there will be a Committee of the Whole meeting following the July 21" Board of Trustees meeting. The Deerfield sidewalk and pedestrian underpass will be discussed. ADJOURNMENT There being no further business to discuss, the meeting was adjourned at 8:30 pm.