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10/20/2008October 20, 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 Chambers of the Village Hall on Monday, October 20, 2008 at 7:33 p.m. The Clerk called the roll and announced that the following were: Present: Steven Harris, Mayor Michelle Feldman Thomas Jester Harriet Rosenthal William Seiden Barbara Struthers Absent: Robert Benton and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Scouts from Boy Scout Troup #50 led those in attendance in reciting the Pledge of Allegiance. CONDOLENCES Mayor Harris expressed deep sympathy over the loss of Stan Rundell, a long time friend of the Village. He and the trustees honored Mr. Rundell's memory with a moment of silence. PROCLAMATION — UNITED WAY Mayor Harris proclaimed October 22, 2008 as United Way Kick -Off Day in Deerfield. Mayor Harris encouraged all citizens to support the program. Trustee Rosenthal made a motion to accept the proclamation. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Feldman, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) Bernard Forrest, Bob Franz and Laureli Beaucaire spoke in support of United Way. Ms. Beaucaire commented that United Way helps children stay in school and graduate, assists disabled residents and senior citizens and helps people deal with substance abuse, childcare and other worthy causes. Mr. Forrest added that the United Way determines who to support based on interviews and helps many people in the area. PROCLAMATION — BOY SCOUTS Mayor Harris proclaimed October 25 — 26 as Boy Scout Troop #50 Haunted House Days in Deerfield. Trustee Seiden made a motion to accept the proclamation. Trustee Jester seconded the motion. The motion passed by the following vote: Board of Trustees Meeting October 20, 2008 Page 2 of 5 AYES: Feldman, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) Stuart Babcock, Senior Patrol Leader, spoke about the activities of the troop. He explained that Boy Scouts is a leadership training organization, with the goal of making boys more successful later in life. Mr. Babcock introduced assistant patrol leaders Logan Bloom and Mark Stern, along with the other troop members and leaders, including former Scoutmaster Howard Hirsch. He mentioned that admission for the open house was a donation to the food pantry. DEERFIELD FAMILY THEATER Julie Schneider spoke about Deerfield Family Theater, which is celebrating its 91h year. All productions are appropriate for family entertainment, including its next show, Bye Bye Birdie. Ms. Schneider invited residents to a preview at the Deerfield Library on November 2nd at 4:00. Joanne Gottfried noted that Theater D presents adult audience shows at the Patty Turner Senior Center. Their production, Rumors, will be presented in February, with auditions held on December 13th and 14th. She invited all adult residents to attend. CALEA RE- ACCREDITATION George Carpenter, Chief of Police in Wilmette, and a Deerfield resident, presented a Certificate of Law Enforcement re- accreditation to Commander Walter Trillhaase and Chief John Sliozis. Chief Carpenter explained it was more difficult to earn re- accreditation because the police department had to demonstrate documented proof that what they said they would do was done during the past three years. This included compliance with new standards. Deerfield police welcomed a team of independent, outside assessors who verified compliance with 459 CALEA standards.. CALEA commissioners also reviewed the agency and agreed that the Deerfield Police Department was deserving of the recognition. Chief Sliozis commented that the initiative started six years ago and it has been very worthwhile. The re- accreditation was more difficult, but the department came through very well. He mentioned that the staff was fully supportive of the initiative. Chief Sliozis presented a certificate of appreciation to Commander Trillhaase for his work as the re- accreditation manager over the past three years. MINUTES OF PREVIOUS MEETING Trustee Struthers made a motion to approve the minutes from the October 6, 2008 Board of Trustees meeting. Trustee Feldman seconded the motion. Trustee Rosenthal made a correction that the American Association of University Women was acknowledging the League of Women Voters, which is also celebrating its 50`h anniversary. The minutes were corrected as noted, and the motion passed unanimously. BILLS AND PAYROLL Trustee Rosenthal made a motion to approve the Bills and Payroll dated October 20, 2008. Trustee Feldman seconded the motion. The motion passed by the following vote: Board of Trustees Meeting October 20, 2008 Page 3 of 5 AYES: Feldman, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the Treasurer's Report representing five months or 42% of the fiscal year, through September 30, 2008. Sales tax was down, hotel tax was stable and building permits were up, as is typical for this time of year. Mr. Fialkowski distributed the Village's Investment Policy and the Public Funds Investment Act. He reported that Village operating funds are invested more conservatively than required by state statute and the Village is not in danger of losing any money. The police pension fund, which is controlled by the police pension board, has investments in equities. The effect of the market on the investments means that Village contributions will go up, but the amount still needs to be determined. Trustee Seiden asked if the Village would pay any short fall. Mr. Fialkowski explained that the Village funds both the IMRF and police pension at 100 percent. PUBLIC COMMENT There was no Public Comment. Trustee Rosenthal mentioned that she was notified this past week that Deerfield resident Nathan Stopps was wounded while serving in Iraq. The trustees wish him and his family well. She noted that the Township sends phone cards to our service people in Iraq. Mayor Harris suggested inviting Julie Morrison to speak about the program at an upcoming meeting. CONSENT AGENDA ORDINANCE 0 -08 -36 INCREASING An Ordinance increasing the number of Class C THE NUMBER OF CLASS C LIQUOR liquor licenses from 3 to 4 for Thai Thai Restaurant. LICENSES FROM 3 to 4 — 2R Second Reading. Trustee Seiden made a motion to accept the Consent Agenda and adopt the Ordinance. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Feldman, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) NEW BUSINESS ORDINANCE APPROVING GROUND An Ordinance approving a ground lease LEASE AGREEMENT WITH US agreement with US Cellular for co- location on CELLULAR FOR CO- LOCATION ON the monopole located at Village Hall. First MONOPOLE AT VILLAGE HALL —1R Reading. Board of Trustees Meeting October 20, 2008 Page 4 of 5 ORDINANCE APPROVING GROUND LEASE AGREEMENT WITH T- MOBILE FOR CO- LOCATION ON MONOPOLE AT VILLAGE HALL —1R An Ordinance approving a ground lease agreement with T- Mobile for co- location on the monopole located at Village Hall. First Reading. Assistant Village Manager Phil Kiraly reported that the Board previously approved the special use necessary to allow the monopole to be built at the rear of village hall. He noted that construction began last week and is moving forward. Mr. Kiraly mentioned that these two leases are in addition to the Verizon lease that was previously approved. The Village is still working on a fourth lease agreement, with AT &T. Mr. Kiraly noted that the three agreements will amount to approximately $109,000 revenue the first year. AUTHORIZATION FOR MAINTENANCE AGREEMENT WITH RADICOM COMMUNICATIONS Chief Sliozis reported that the Police Department is seeking authorization to enter into a three year maintenance agreement to maintain the phone and radio computer systems in the Department's dispatch center. He noted that their current vendor no longer maintains the equipment. Chief Sliozis believes that Radicom Communications is equipped to service both the radio and phone systems. The pricing is very similar to the amount the Village paid last year. Chief Sliozis recommended that the Board authorize the Department to enter into a three -year maintenance agreement for an amount not to exceed $68,904 over the three -year period. He noted that the first installment would be paid from this budget and the second and third installments would be paid from the fiscal year 2009 -2010 budget. Trustee Rosenthal made a motion to authorize a three -year maintenance agreement with Radicom Communications at a total cost not to exceed $68,904. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Feldman, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) AWARD OF CONTRACT FOR STREET Assistant Village Engineer Jim Bernahl reported PAVEMENT ANALYSIS AND STREET that the Engineering Department requested a SIGN AND TREE INVENTORY proposal from Infrastructure Management Systems for a village -wide street rating analysis and an update to the village's pavement management program, as well as a street sign and tree inventory. He noted that the Village first started using IMS in 2004 for the pavement analysis. He recommends acceptance of the proposal from Infrastructure Management Systems for the street pavement analysis, street sign and tree inventory for an amount not to exceed $48,156. Trustee Feldman asked whether the Department keeps track of signs when they are erected. Mr. Bernahl responded that the department had not done so in the past. Mr. Street added that the Village did not intend to redo the inventory every five years but would maintain the data base once established. In response to a question from Trustee Struthers, Mr. Bernahl responded that the specialized evaluation equipment, including lasers and other sensors, provided consistent and 1 i 1 1 1 1 Board of Trustees Meeting October 20, 2008 Page 5 of 5 objective pavement condition information. Trustee Rosenthal noted that $55,000 had been budgeted for this work. Trustee Struthers made a motion to accept the proposal of Infrastructure Management Systems for street pavement analysis and street sign and tree inventory to in an amount not to exceed $48,156. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Feldman, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) DISCUSSION HALLOWEEN Mr. Street commented that Trick or Treat hours are from 3:30 — 7:00 p.m. on Friday, October 31st. EXECUTIVE SESSION Mayor Harris would follow that a Committee of the Whole meeting would follow the ADJOURNMENT ATTEST: 5 Village Cl rk There a short executive session of Trustees meeting and ;iness to discuss, the 8:30 pm. yor