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08/18/2008August 18, 2008 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Steven Harris in the Council Chamber of the Village Hall on Monday August 18, 2008 at 7:32 p.m. The Clerk called the roll and announced that the following were: Present: Steven 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 was Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Mayor Harris led those in attendance in reciting the Pledge of Allegiance. MINUTES OF PREVIOUS MEETINGS Trustee Rosenthal made a motion to approve the minutes from the August 4, 2008 Board of Trustees meeting. Trustee Benton seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Benton made a motion to approve the Bills and Payroll dated August 18, 2008. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the Treasurer's Report dated July 31, 2008 representing one quarter of the fiscal year. He mentioned that sales tax has slowed and was down one percent (1 %) from the same period last year. Building permits and hotel tax receipts were up. Due to the wet, cool summer, water sales were lower than normal. Mr. Fialkowski noted that payroll seemed higher because three payrolls were posted during the month. Trustee Benton asked if the Village would feel any negative effect because of some restaurant closings. Mr. Fialkowski explained that there are a number of restaurants in the Village, which represent approximately ten percent (10 %) of the sales tax. Fortunately, individual closings do not have much impact on the Village. REPORT ON DEPARTMENTAL Chief Sliozis presented highlights from the six OBJECTIVES - POLICE DEPARTMENT month report for the Police Department. He explained that they have started the rollout of the strategic plan, which was completed in conjunction with the University of Illinois Students. The Board of Trustees Meeting August 18, 2008 Page 2 of 7 strategic plan is primarily long range and is designed to change as the community changes. The department is looking forward to implementing the recommendations. Chief Sliozis commented that the department successfully completed their first CALEA re- accreditation. He noted it was more difficult than the initial accreditation because they made sure the department is living up to policies and practices set in place during the initial accreditation. The department also implemented a new web -based notification system for emergencies. He noted that every household in Deerfield could be contacted by telephone in 20 minutes. Chief Sliozis explained that statistically the department responded to a similar number of crimes this reporting period. He noted there were 49 more traffic accidents reported and 163 more traffic citations. Trustee Rosenthal asked whether the web -based notification system was used to notify residents about the Asian Longhorned Beetles. Chief Sliozis explained that residents within a one -mile radius were contacted through the web -based system to be sure they were aware of the situation. Trustee Rosenthal asked if any of the nine burglaries from 2008 had been solved. Chief Sliozis noted that one burglary has been solved, and the department is continuing to work on any unsolved incidents from this year and previous years. He noted the numbers are low. Trustee Rosenthal noted that vandalism went up slightly and asked whether it was gang related. Chief Sliozis does not believe the vandalism was gang related. He commented that on occasion the department receives a series of reports in a short period of time. He believes the amount of vandalism is consistent with previous years. Trustee Struthers questioned how much police activity was related to the Red Roof Inn. Chief Sliozis commented there was an armed robbery there a week ago but noted it could have happened anywhere. Their management has been more responsive than in the past.. Trustee Feldman asked about the increase in traffic collisions. Chief Sliozis commented that some of the increase could be attributed to road construction. He noted that at 50% to 55% of the accidents were rear end collisions. He suggested that if people paid more attention, the number would drop dramatically. Trustee Feldman asked whether cell phone use or texting was prevalent in accident cases. Chief Sliozis explained they do not specifically ask, but if a witness says something, they investigate it. He commented that it would be very difficult to prove. Trustee Struthers asked whether the department could pull the records to determine if a cell phone was in use. Chief Sliozis explained the process would require a subpoena and would only be done in a serious accident. Trustee Rosenthal asked about the high school construction. Chief Sliozis commented that the main driveway should be completed within a few days of school opening. They will have officers assisting with traffic control, and they will monitor traffic in surrounding subdivisions. Board of Trustees Meeting August 18, 2008 Page 3 of 7 There was no Public Comment. PUBLIC COMMENT REPORTS ASIAN LONGHORNED BEETLE Assistant Village Manager Phil Kiraly explained that an Asian Longhorned Beetle was discovered on August Is' at Lake Cook Plaza. After the insect was collected, it was examined by the U. S. Department of Agriculture and confirmed to be an Asian Longhorned Beetle. The Illinois Department of Agriculture took the lead on the situation and performed a one -half mile radius search for signs of infestation. The initial phase was completed today, and no signs of the Asian Longhorned Beetle were found. Underway is a one -mile search surrounding Lake Cook Plaza, which will take 3 — 4 weeks. The Village is asking residents to visit the Village website and view the material provided, so they can understand what inspection teams are looking for. There is a hotline number (847 -699- 2424), so if anyone spots a possible Asian Longhorned Beetle, the Illinois Department of Agriculture can investigate. The Village asks residents to continue to help the investigation teams by providing access to yards. Trustee Jester commented that the park district has also been proactive in looking at park district areas. Mr. Kiraly noted that Village staff has received training, although there is no reason to believe there is an infestation in Deerfield as only one insect was found, which was in a very open area within the Village. CONSENT AGENDA ORDINANCE 0 -08 -31 AMENDING An Ordinance amending and restating the AND RESTATING THE VILLAGE OF Village of Deerfield Stormwater Management DEERFIELD STORMWATER Code. Second Reading. MANAGEMENT CODE — 2R ORDINANCE AMENDING CHAPTER 3 An Ordinance amending Chapter 3 of the Municipal OF THE MUNICIPAL CODE OF THE Code of the Village of Deerfield to increase the VILLAGE OF DEERFIELD TO number of Class J liquor licenses from Zero (0) to INCREASE THE NUMBER OF CLASS J One (1) for Renu Day Spa. First Reading. LIQUOR LICENSES FROM ZERO (0) TO ONE (1) (REND DAY SPA) — 1 R RESOLUTION R -08 -09 APPROVING AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE VILLAGE OF DEERFIELD AND COOK COUNTY FOR ACCESS TO GEOGRAPHICAL INFORMATION SYSTEM GIS) A Resolution approving an intergovernmental agreement between the Village of Deerfield and Cook County for access to geographical information system (GIS). Trustee Rosenthal made a motion to accept the Consent Agenda and adopt the Ordinance and Board of Trustees Meeting August 18, 2008 Page 4 of 7 Resolution. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) OLD BUSINESS ORDINANCE 0 -08 -32 AMENDING An Ordinance amending the Municipal Code of the THE MUNICIPAL CODE TO Village of Deerfield to authorize an increase in the AUTHORIZE AN INCREASE IN THE senior citizen and handicapped citizen taxi rates. SENIOR CITIZEN AND HANDICAPPED Mayor Harris commented that staff would like to CITIZEN TAXI RATES waive the first reading of the Ordinance. Trustee Rosenthal 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 Rosenthal made a motion to adopt the Ordinance amending the Municipal Code to authorize an increase in the senior citizen and handicapped citizen taxi rates. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) NEW BUSINESS ORDINANCE DISSOLVING THE SPECIAL TAX ALLOCATION DISTRICT FOR THE VILLAGE OF DEERFIELD — VILLAGE CENTER REDEVELOPMENT PROJECT AREA NO. 2 —IR Mr. Fialkowski noted that the Trustees discussed this during the budget process. He explained that the Village Center TIF district would expire in October 2009, and the redevelopment plan objectives had largely been accomplished. As a result, staff recommends terminating the TIF district on December 31, 2008. Mr. Fialkowski reported that the Village has sufficient funds to repay remaining debt service obligations, and it would give the taxing districts the ability to capture the EAV one year earlier and receive the new revenues. The district was a sales tax district and funds were matched by the State. The statute was set up in such a way that if there was a surplus the sales tax money would go back first to the State and then to the municipality. The property tax surplus would be calculated last. Mayor Harris commented this would stand as a first reading of the Ordinance. AUTHORIZATION TO AWARD Assistant Village Engineer Jim Bernahl reported CONTRACT FOR EAST SIDE that the budged included replacement of the East SANITARY LIFT STATION PROJECT Side Lift Station at 297 River Road. Two bids were Board of Trustees Meeting August 18, 2008 Page 5 of 7 received, and the low bid was from Keno and Sons Construction Company with a bid price of $2,563,077. After careful review, staff and consulting engineer Earthtech recommend awarding the contract for the East Side Lift Station to Keno and Sons Construction Company. Trustee Struthers asked why the lowest bid was $300,000 more than the budgeted amount. Mr. Bernahl responded that site plan and design changes resulting from the special use review process, as well as construction cost increases for steel and fuel, had caused the increased costs. Trustee Struthers commented that the location was in a quiet, residential area and asked how the company worked within residential areas. Mr. Bernahl explained the company was aware of the quietness of the neighborhood and construction hour limitations. Trustee Struthers commented that the residents should be notified because of the trucks entering and exiting the neighborhood. Trustee Feldman asked whether Keno and Sons used sub - contractors and, if so, what could be done to ensure there was no problem with the subcontractors. Mr. Bernahl explained that staff would have weekly meetings. If there was a problem, there are penalties and clauses for delays. Trustee Feldman noted there have been quality issues with some sub - contractors in the past and asked if additional inspections could be put in place. Gary Greenway from Earthtech explained that bidding documents allow the Village to ask for information on subcontractors. He explained they could perform reference checks on the subcontractors. Trustee Feldman would like reference checks to be done on all subcontractors that perform work for the Village. She would also recommend having additional inspections. Trustee Rosenthal made a motion to award the contract for the East Side Sanitary Lift Station Project to Keno and Sons Construction Company in an amount not to exceed $2,563,077. 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 AWARD Mr. Bernahl reported that the Village would need CONSTRUCTION ENGINEERING assistance from a construction engineering firm to SERVICES CONTRACT FOR EAST supervise specialized work to the East Side Lift SIDE SANITARY LIFT STATION Station. EarthTech submitted a proposal. Mr. IMPROVEMENT Bernahl believes that, with their knowledge of the project and expertise, they would do an excellent job for the Village. He recommended awarding the contract for construction engineering services for the East Side Sanitary Lift Station improvement to EarthTech in an amount not to exceed $295,953. Trustee Feldman asked whether EarthTech would be performing the inspections. Trustee Jester noted that 2/3 of the project schedule was covered. The primary issue with part time inspections is that things get buried, poured or hidden behind walls. He questioned who would determine whether a resident engineer would need to be on site. Board of Trustees Meeting August 18, 2008 Page 6 of 7 Gary Greenway from EarthTech explained that the contract is for 300 days. Approximately 75 percent of the total time is available for resident project inspection. The rationale is that during the beginning of the project, the contractor would be mobilizing and getting materials to the site. There would not be a lot of inspections required during this time. There will not be a big need for inspection during the end of the period either. He noted there would be pre - construction meetings. It is their intent that inspectors would be onsite full time when concealed work is being performed. There are some periods, however, when full time inspectors are not warranted. Trustee Jester asked whether EarthTech would accept the responsibility to be present when necessary. Gary said confirmed that he would accept the responsibility. Trustee Rosenthal made a motion to award the construction engineering contract for the East Side Sanitary Lift Station improvements to EarthTech in an amount not to exceed $295,953. 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 AWARD The Assistant Director of Public Works and CONTRACT FOR VILLAGE OF Engineering, Brad Fink, explained that based on DEERFIELD INFLOW AND the recently completed flow monitoring report, INFILTRATION REDUCTION approximately 25 million gallons enter the system PROGRAM per day during heavy rains. Staff worked to develop a reduction plan, concentrating on the northeast corner of town. At this time, staff is requesting the contract for the Village of Deerfield Inflow and Infiltration Reduction Program be awarded to RJN Group in an amount not to exceed $184,330. Trustee Jester commented that the payment of services provision is very aggressive and suggested looking at that in the future. Trustee Jester then made a motion to award the contract for the Village of Deerfield Inflow and Infiltration Reduction Program to RJN Group in an amount not to exceed $184,330. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION FOR MAYOR TO SIGN AGREEMENTS WITH METRA RE: ROAD WIDENING PROJECT, WAUKEGAN ROAD AT DEERFIELD HIGH SCHOOL one challenge faced by the Village is cool Department of Transportation and Metra. Mr. Street explained that the High School Drive project includes widening Waukegan Road 3 - 5 feet to the west onto property which is owned by Metra. The Village needs the easement for construction as well as for a permanent easement for the traffic signal poles. Mr. Street noted that - dinating communication between the Illinois 1 1 1 Board of Trustees Meeting August 18, 2008 Page 7 of 7 Mr. Coblentz noted they are still discussing paragraph 20, but he believes it will be resolved in a fashion he could approve. Trustee Feldman made a motion to authorize the Mayor to sign agreements with Metra regarding the road widening project for Waukegan Road at Deerfield High School, subject to review and approval by the Village Attorney. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) DISCUSSION TRUSTEE IN THE TOWN Trustee Seiden invited residents to speak with Trustee Jester or Trustee Seiden at the Farmers Market on August 23rd from 9:00 am until noon. NEXT MEETING Trustee B nton re inded residents that the next Board of rustees eeting will take place on Tuesday, September 2nd due the observance of Labor t ii St. ADJOURNMENT ATTEST: 6z" h'' <�4d- Village 64rk no fq ther b�siness to discuss, the a J urned 8:30 pm.