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01/20/2009January 20, 2009 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 Chambers of the Village Hall on Tuesday, January 20, 2009 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Robert Benton Thomas Jester Harriet Rosenthal Barbara Struthers Norton Wasserman Absent: Steven Harris, Mayor William Seiden and that a quorum was present and in attendance. Also present was Village Attorney Peter Coblentz. MAYOR PRO TEM In the absence of Mayor Harris, Trustee Benton made a motion to appoint Trustee Rosenthal as Mayor Pro Tem. Trustee Struthers seconded the motion. The motion passed unanimously. PLEDGE OF ALLEGIANCE Coach Geoff Gluck and the Deerfield High School 2008 IHSA girls tennis doubles state champions, Misia Krasowski and Julia Fellerhoff led those in attendance in reciting the Pledge of Allegiance. Coach Gluck commented on achievements through the season, noting he was proud of the entire team and coaching staff. The tennis team went 14 -2 this year, including winning the conference and sectionals, and coming in second in state. Ms. Krasowski and Ms. Fellerhoff played both singles and doubles this year and were undefeated. As a doubles team, they were 28 -0, which is a program first. Mayor Pro Tem Rosenthal congratulated Coach Gluck, Ms. Krasowski and Ms. Fellerhoff and showed them the sign that will be displayed in Village entryways. MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the January 5, 2009 Board of Trustees meeting. Trustee Struthers seconded the motion. Trustee Wasserman noted that Trustee Rosenthal was shown to have made and seconded the motion to approve the Bills and Payroll. Mr. Street stated he would check the record and correct the minutes accordingly. The motion passed unanimously. BILLS AND PAYROLL Trustee Struthers made a motion to approve the Bills and Payroll dated January 20, 2009. Trustee Wasserman seconded the motion. The motion passed by the following vote: Board of Trustees Meeting January 20, 2009 Page 2 of 6 AYES: Benton, Jester, Rosenthal, Struthers, Wasserman (5) NAYS: None (0) TREASURER'S REPORT Finance Director Bob Fialkowski presented highlights from the Treasurer's Report representing 2/3 of the fiscal year. He mentioned there was a slight increase in sales tax and hotel tax was slightly down, which he believes is probably the result of catching up with the nationwide economy. He noted that expenses were okay, except for snow and ice expenses due to the severe winter to date. The revenues and general funds are ahead of expenditures, but they will be catching up. Mayor Pro Tern Rosenthal questioned the sales tax projection, and Mr. Fialkowski responded that it would probably hit $3.8 million, net of the Walgreens rebate. REPORT ON DEPARTMENTAL Director of Public Works and Engineering, Barb OBJECTIVES, PUBLIC WORKS Little, shared highlights from the six month AND ENGINEERING objectives report from the Public Works and Engineering departments. She reviewed design and construction projects accomplished to date for Village bridges, roadways and traffic signals. The Street Department is concentrating on snow and ice control, the Village joined the Suburban Tree Consortium, the Gypsy Moth spraying program which started last spring will continue this year, and the leaf removal program collected more leaves than in any of the past six years. The Water Department continues to provide water meter reading, meter replacement and water main break response services. The department also instituted a J.U.L.I.E. locate door hanger program. Wastewater Reclamation Facility personnel have provided 7/24 operating services, including our stormwater management facilities during several storms. In addition, they have worked on several major projects, including the North Avenue Lift Station, the East Side Lift Station and the WRF Design Report. The Sewer Department has focused on reducing the inflow and infiltration of the sewer program. Garage personnel continue to do a great job keeping the Village's fleet up and running. They also designed and installed anti -icing equipment, and results, thus far, have been good. Trustee Struthers questioned who would be supervising the contractors of the Lake Cook Road project, once it gets started. Ms. Little responded that it would be the Cook County Highway Department, but the Village would be involved in regular project update meetings. Trustee Jester asked about the inventory of street signs. Ms. Little reported that sign data is being collected. Trustee Jester questioned who is responsible for painting the Metra station. Ms. Little responded that Village contractors are responsible for painting the station, and it is presently under review. Board of Trustees Meeting January 20, 2009 Page 3 of 6 Trustee Struthers asked if the beet juice chemicals are hard on striping and crosswalks. Ms. Little responded that the chemicals are not, but the sand mix is, since it applies grit to the roadway surface. Mayor Pro Tem Rosenthal mentioned she had forwarded information to staff concerning the upcoming federal stimulus package. She hopes that the Village looks at the email carefully for the sewage treatment plant and Waukegan Road projects. She hopes that staff will do what they can to work with State Senators and Representatives to get funding for the programs. Ms. Little explained they are working with IDOT and the IEPA to help staff understand what is necessary to receive those funds. Mayor Pro Tem Rosenthal thanked Ms. Little for the report and the department for their hard work. PUBLIC COMMENT There was no Public Comment. REPORTS REPORT AND RECOMMENDATION Ms. Little reported that the Village has had a OF STAFF REGARDING EMERGENCY busy year for snow and ice control. She had EXPENDITURE FOR SALT previously spoken to the Board about receiving salt from Central Management Services (State contract) as well as independent contractors. She mentioned they have seen significant returns with the anti -icing techniques. At this time, they have observed a 34% reduction in the amount of bulk rock salt usage. The Central Management Services contractor brought their last barge of bulk rock salt to this area two weeks ago. Due to the low quantity on hand, staff would like to request authorization for the Village Manager to authorize further expenditures of up to $200,000. Trustee Benton made a motion to authorize the Village Manager to authorize further expenditures of up to $200,000. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Struthers, Wasserman (5) NAYS: None (0) CONSENT AGENDA ORDINANCE 0 -09 -01 REDUCING An Ordinance reducing the number of Class C NUMBER OF CLASS C LIQUOR liquor licenses from 4 to 3 (Woodfire Chicken). LICENSES FROM 4 TO 3 —1R First Reading. Mr. Street commented that Woodfire Chicken was not going to renew their liquor license. Trustee Benton made a motion to waive the first reading of the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: Board of Trustees Meeting January 20, 2009 Page 4 of 6 AYES: Benton, Jester, Rosenthal, Struthers, Wasserman (5) NAYS: None (0) Trustee Wasserman made a motion to adopt the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Struthers, Wasserman (5) NAYS: None (0) There was no Old Business. OLD BUSINESS NEW BUSINESS AUTHORIZATION TO CONTINUE Mr. Fialkowski explained that the Village entered PARTICIPATION IN THE NORTHERN into the Northern Illinois Municipal Electric ILLINOIS MUNICIPAL ELECTRIC Cooperative two years ago. The Village saved COOPERATIVE ( NIMEC) AND TO more than $51,000 two years ago and renewed last EXECUTE AN ELECTRICITY year. It is now time to look at the rates. The one - PURCHASE CONTRACT year contract has a potential savings of 10% over the current rates. Mr. Fialkowski requested authorization to continue participation in NIMEC and to execute an electricity purchase contract. Trustee Benton made a motion to authorize continued participation in the Northern Illinois Municipal Electric Cooperative and to execute an electricity purchase contract. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Struthers, Wasserman (5) NAYS: None (0) RESOLUTION R -09 -01 AUTHORIZING A Resolution authorizing the engagement of Sikich THE ENGAGEMENT OF SIKICH LLP LLP to provide professional auditing services for TO PROVIDE PROFESSIONAL fiscal years 2009 through 2011. AUDITING SERVICES FOR THE FISCAL YEARS 2009 THROUGH 2011 Mr. Fialkowski explained that Sikich LLP has provided professional auditing services for the past several years, in accordance with State statutes. They have provided the Village with the highest level of service. Mr. Fialkowski noted that the audit is getting more complicated due to increasing requirements. He recommended retaining Sikich LLP for three years. Trustee Struthers made a motion to authorize the engagement of Sikich LLP to provide professional auditing services for fiscal years 2009 through 2011. Trustee Benton seconded the motion. The motion passed by the following vote: Board of Trustees Meeting January 20, 2009 Page 5 of 6 AYES: Benton, Jester, Rosenthal, Struthers, Wasserman (5) NAYS: None (0) AUTHORIZATION TO AWARD ENGINEERING DESIGN CONTRACT FOR WILMOT ROAD PUMP IMPROVEMENTS TO EARTH TECH AECOM in a portable pump and bypass the station Ms. Little explained that the Village budgeted $20,000 for the design of improvements to the Wilmot Road sanitary lift station (Wilmot at Greenwood), which services the properties west of Wilmot and north of Deerfield Road. Ms. Little reported that the project would allow staff to bring if it failed. Trustee Struthers made a motion to award the engineering design contract for the Wilmot Road pump improvements to Earth Tech AECOM in an amount not to exceed $21,852. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Struthers, Wasserman (5) NAYS: None (0) Trustee Benton questioned the duration of the project, and if there would be any problems in the station during construction. Ms. Little explained that the project construction should last six to eight weeks. The interruption to the station should not impact any properties being served. She noted that the pipe cut -ins would be timed properly so as to not impact service to homes. AUTHORIZATION TO AWARD Ms. Little reported that during periods of heavy CONTRACT FOR WASTEWATER rain or snow melt, water can get into the sanitary RECLAMATION FACILITY EXCESS sewer system. These periods require the use of FLOW IMPROVEMENTS additional pumps to process that water at the WRF. Ms. Little requested proposals from several pump - servicing contractors. She requested waiving the formal bidding process and awarding the contract for the Wastewater Reclamation Facility excess flow improvements to the lowest priced firm, Illinois Pump, in an amount not to exceed $25,986. Trustee Benton made a motion to waive the formal bidding process and award the contract for the Wastewater Reclamation Facility excess flow improvements to Illinois Pump in an amount not to exceed $25,986. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Struthers, Wasserman (5) NAYS: None (0) REPORT ON OCCUPANCY PERMITS Village Enforcement Officer Clint Case briefly AND FORECLOSURES discussed the report he had provided on occupancy permits and foreclosures. He informed the Board that there were 29 foreclosures listed within Deerfield's corporate limits and 52 within the 60015 zip code. He noted that the list of foreclosures he provided did not include condominiums, 1 1 Board of Trustees Meeting January 20, 2009 Page 6 of 6 multi - family homes or vacant lots. Mayor Pro Tem Rosenthal commented that the Village is working with the assessor to accelerate the process to get those homes back on the tax rolls. DISCUSSION COMMITTEE OF THE WHOLE Mr. Street reported there would be a Committee of the Whole meeting on Wednesday, February 4 I starting at 5:00 or 5:30 p.m. SECOND MEETING IN FEBURARY Trustee Benton reminded residents that the second meeting in February would be held on Tuesday, February 19`h in observance of President's Day. ADJOURNMENT There being no further business to discuss, the ATTEST: - -Z�50r Vi lage Clerk meeting was adjourned at 8:30 p.m. APPRLD: ayor rk o- —,.,`