Loading...
08/17/2009August 17, 2009 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Harriet Rosenthal in the Council Chambers of the Village Hall on Monday, August 17, 2009 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Alan Farkas Mary Oppenheim William Seiden Barbara Struthers Absent: Thomas Jester and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Oscar Adler led those in attendance in reciting the Pledge of Allegiance. CONDOLENCES Mayor Rosenthal informed residents that Sven Flodstrom, a friend to the Village, had passed. She noted that Mr. Flodstrom's firm provided construction services for many facilities in Deerfield. He was a key developer on the old brickyard construction landfill and his projects brought other developers into Deerfield. A moment of silence was observed. Trustee Benton wished condolences to the family. ' MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the August 3, 2009 Board of Trustees meeting. Trustee Struthers seconded the motion. Mr. Street noted there was a correction on page four. The motion passed unanimously. BILLS AND PAYROLL Trustee Struthers made a motion to approve the Bills and Payroll dated August 3, 2009. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Oppenheim, Seiden, Struthers (5) NAYS: None (0) ABSENT: Jester (1). TREASURER'S REPORT Mr. Fialkowski presented highlights from the Treasurer's Report representing the first quarter of the fiscal year ending July 31, 2009. He explained the sales tax from April sales was a bit weak but hopes to see some recovery. The same is true for the hotel tax, but he believes that will take longer to recover. Sewer and water sales were low, based on June readings, and it was wet until Board of Trustees Meeting August 17, 2009 Page 2 of 10 the end of June. Hopefully it will start recovering. The general operational funds are positive. The Village has closed out the 2008 bond issue. Mayor Rosenthal asked if next month's sales tax was better. Mr. Fialkowski mentioned it was still not that great. Mayor Rosenthal encouraged everyone to shop Deerfield. PUBLIC COMMENT Oscar Adler, 59 Eastman Drive, mentioned this month's topic on Adler's Alley is Perspectives of a Retired Judge. Judge Jane Waller, who retired after 28 years as a judge, is featured. Her husband is a Lake County state's attorney. REPORT OF STAFF RE: POTENTIAL DESIGN ELEMENTS FOR 1.7 ACRE VILLAGE OWNED PROPERTY ' ALONG DEERFIELD ROAD (FORMER LINDEMANN AND BANK ONE PROPERTIES) REPORTS Mr. Street reported there was a Committee of the Whole meeting on July 27, 2009 to review the Village Green proposal. There were a number of items needing more discussion. Mr. Street, enumerated the items that had the support of a majority of the Board. 1. The appearance of the site needs to be significantly improved; 2. It should be expected that in the near term (5 to 10 years), development (commercial, retail, residential or institutional) will not take place on the Village property; 3. Integration with access and parking for the commercial properties to the east, First Presbyterian Church property to the north and Deerfield Park District property to the northwest is strongly preferred; 4. Costs need to be reduced significantly for the project; 5. Truck deliveries for the commercial properties to the east need to be accommodated off of Waukegan Road and not compromise the safety of children using the First Presbyterian Church day care (Christian Beginnings) or the Community Center; 6. Trees should be added along the commercial properties to the east, the Deerfield Road frontage and the AT &T building to the west; 7. Improve access lanes and add clear traffic controls at the Jewett Park Drive intersection with the entrance to the Village property (SE corner of the Community Center); 8. Add a new 5 -foot sidewalk along Jewett Park Drive adjacent to the AT &T property; 9. A safe and well defined pedestrian access way should be provided from Deerfield Road north to the Jewett Park Community Center and extended north along the west side of the Village Hall and Library properties when feasible; 10. Cost sharing for improvements should be pursued with commercial properties to the east. 11. Relocate overhead utilities underground where feasible, within budget; 12. Sustainable elements and features (porous pavers, rain gardens, low maintenance landscaping) should be used where feasible within budget. Mayor Rosenthal and the Trustees confirmed they were on board with the aforementioned features. Trustee Oppenheim mentioned that some of the Board members felt very strongly on some of these items and are unanimous on most or all of these points. Board of Trustees Meeting August 17, 2009 Page 3 of 10 Mayor Rosenthal noted staff identified five additional points that needed further discussion. 1. To better serve the adjoining uses, more parking spaces (25 — 30 %) should be provided on the Village properties adjacent Deerfield Road than the 75 included in the Village Green recommendation; 2. Additional parking, defined traffic lanes and pedestrian crosswalks, as well as traffic calming design features, should be added to Park Avenue between Jewett Park Drive and Hazel Avenue; 3. Already existing or underutilized public gathering places should be promoted and used for the proposed additional activities rather than construct a new permanent one; 4. Develop project staging plan so that elements are added over a multi -year (3 — 5) period for budgeting purposes; 5. Sustainable elements and educational components should be added as sponsorship or grant funds become available. Trustee Oppenheim does not believe it is necessary to add more parking spaces. She believes the number of spaces provided in the plan is appropriate. She noted that Park District staff could park on the north side of Jewett Park to provide a useful and not terribly inconvenient solution. She does not believe over building parking is green, and it would be a mistake. Trustee Struthers believes there should be more than 75 spaces but does not believe there should be another parking lot with 90- degree spaces. Trustee Farkas believes that the size of the developed area would reduce in size if the suggested improvements were made, creating additional parking areas. He does not believe adding parking is a priority. Trustee Benton believes the proposed changes at Park Avenue can stand alone and have merit. He believes that aspect of the plan should be separated. Trustee Oppenheim agrees that the Park Avenue improvements are necessary. Trustee Seiden believes staff did a good job outlining what was done at the Committee of the Whole meeting. He believes the first priority is the safety of children going to church and the Jewett Park Community Center. He would also like to get the trucks off Waukegan Road. He thought, however, that the proposal was too costly, especially in bad economic times. He noted the Village has a valuable asset that someday may be used for residential or retail uses. He believes the Village should think about parking but does not believe 75 spaces are enough, as there would be times when more than 75 spaces would be necessary. He suggested the possibility of land banking. He also does not believe there should be a band shell at this location. Trustee Farkas agrees with the concept of sponsorships but believes it should be worded differently. He believes the Village should pursue sponsorship opportunities before a proposal is passed to see if there is corporate interest. Trustee Oppenheim agrees that sponsorships should occur from the beginning of the project. She also believes features should be environmentally sensitive. Board of Trustees Meeting August 17, 2009 Page 4 of 10 Trustee Oppenheim believes the Park District employees should be asked to park in the parking lot north of Jewett Park. Trustee Seiden believes staff should look at parking and also see what plans the library has for possible expansion in the future. Trustee Struthers would like to start with the safety aspect. She does not believe trucks should be routed to go past the nursery school or Park District. Phil Elbling, 465 Sanders Drive, mentioned that companies and municipalities are tightening their belts and revenues are down. He questioned why the Village is considering this project right now. He suggested having a referendum and letting voters decide. Mark Seruva, 485 Standish, noted that safety and aesthetics are still issues, but the Board and residents do not know the cost of the proposal. He believes parking is important for commuters and stores. Mr. Seruva mentioned that Jewett Park has an existing large park with green space. He thinks the community should be made aware of the cost, and that safety and trucking issues should be addressed. Mr. Seruva added that residents are concerned where the Village spends their money. Mayor Rosenthal noted the Village does not have a cost estimate because they have not yet made a decision on the scope of the project. She mentioned it is important to the Board that the community is informed. The agenda is published on the website, on cable television and in Village Hall. She will try to highlight this issue more in the future, so if residents are looking for updates they will be found easily. Trustee Seiden mentioned that there is currently no way to get trucks off Deerfield Road because there is no other way for them to drop merchandise. Trustee Benton noted that a recent Sysco truck found a different way drop products. The message is getting across, but unless an alternative is designed, other solutions will not work properly. He believes an engineering solution is necessary. Ken Gallant, 505 Princeton Lane, mentioned he was representing the First Presbyterian Church. He believes staff did a good job putting together information. He is pleased the Board is looking into parking, traffic and safety issues. Mayor Rosenthal noted the Board is also looking heavily into the environmental issues of the property as it is time to send a message to the community that we care about the environment. Mr. Street mentioned he would put together a list of design alternatives to present at a future Committee of the Whole meeting. Trustee Oppenheim made a motion to accept the staff report regarding the potential design elements for the 1.7 -acre village owned property along Deerfield Road. Trustee Seiden seconded the motion. 0 Board of Trustees Meeting August 17, 2009 Page 5 of 10 Trustee Seiden commented that whatever is done should be sustainable. Trustee Farkas questioned whether Park Avenue parking should be taken out of this motion. Mr. Coblentz mentioned the direction was to look at planning the traffic circulation, truck access and sidewalk issues as a priority in this proposal; then the parking issues. He believes the Park Avenue element is included in that. Trustee Farkas believes the rest of the project has complexities that are not present with the Park Avenue proposal. He would not want that portion of the project to be delayed. Trustee Struthers believes it should be handled together initially. Trustee Farkas believes there is a substantial improvement to be made at Park Avenue. Trustee Oppenheim mentioned that Park Avenue could only support a certain amount of parking. Mayor Rosenthal would like to keep it together because the residents expect it to be one issue. She does not believe it will be slowed much since this construction season has already passed. The motion passed by the following vote: AYES: Benton, Farkas, Oppenheim, Seiden, Struthers (5) NAYS: None (0) ABSENT: Jester (1) CONSENT AGENDA ORDINANCE 0 -09 -20 RE: TEXT An Ordinance regarding a text amendment to the AMENDMENTS TO THE ZONING Zoning Ordinance regarding the definition of attics ORDINANCE REGARDING THE in the Floor Area Ratio (FAR) — Second Reading. DEFINITION OF ATTICS IN THE FLOOR AREA RATIO — 2R Trustee Benton made a motion to adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Oppenheim, Seiden, Struthers (5) NAYS: None (0) ABSENT: Jester (1) There was no Old Business. OLD BUSINESS NEW BUSINESS AUTHORIZATION FOR PURCHASE OF Chief Sliozis reported that the Board authorized MOBILE DATA COMPUTERS (STATE the purchase of marked squad vehicles at their May BID) 18, 2009 Board of Trustees meeting. The anticipated delivery of the vehicles is September 2009. As part of that replacement, the department is also looking to replace the in -car mobile data computers. These computers are used to communicate with the 911 center and other state agencies. Chief Sliozis mentioned the department is on a four -year cycle for the current Board of Trustees Meeting August 17, 2009 Page 6 of 10 computers, and some repairs are not covered under warranty. He noted the computers were budgeted items and would be paid for with E911 funds. Chief Sliozis advised they would also require docking stations for the vehicles and antennas. He mentioned CDS Office Systems holds the state contract for these items. The Police Department is requesting Board authorization to purchase 14 Panasonic Toughbook CF30 laptop computers from the state bid holder at a cost not to exceed $57,498. The Department is also requesting authorization to purchase nine docking stations and antennas from the state bid holder at a cost not to exceed $8,596. Trustee Struthers made a motion to authorize the purchase of 14 computers and nine docking stations at a cost not to exceed $66,094. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Oppenheim, Seiden, Struthers (5) NAYS: None (0) ABSENT: Jester (1) AUTHORIZATION OF VENDOR FOR Chief Sliozis reported that related to the fleet SQUAD CAR EQUIPMENT TRANSFER replacement is a switch over which salvages and reinstalls usable equipment from old fleet vehicles into the new vehicles. The cost of the transfer is budgeted in the replacement cost of the vehicles. Chief Sliozis requested that Harvey Communications be authorized as the department's change over technician and safety equipment supplier at a cost not to exceed $49,526. Chief Sliozis noted this amount includes emergency lighting updates, new radios and refurbishing of reusable, existing equipment. Mayor Rosenthal questioned how the cost compares to what was paid in the past. Chief Sliozis explained that he based the amount on the historical cost of replacing the equipment. The numbers should be close, but sometimes there are additional items that need to be replaced. Trustee Benton asked if the Police Department checked references from other communities. Chief Sliozis advised they used Harvey in the past for unmarked vehicles. The service was satisfactory, and other agencies were satisfied as well. Trustee Oppenheim asked what happens to the equipment that is not used. Chief Sliozis explained that equipment is either auctioned or disposed of. Trustee Benton made a motion to waive the competitive bidding process and authorize Harvey Communications as the department's change over technician and safety equipment supplier at a cost not to exceed $49,526. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Oppenheim, Seiden, Struthers (5) NAYS: None (0) ABSENT: Jester (1) Board of Trustees Meeting August 17, 2009 Page 7 of 10 AUTHORIZATION FOR PURCHASE OF Chief Sliozis reported the Department was looking RADAR UNITS (STATE BID) to replace seven radar units that have been in use for more than ten years. The Police Department is requesting Board authorization to purchase seven Kustom Signal Golden Eagle 2 radar units at a cost not to exceed $10,710 from Kustom Radar, the current state bid holder. Trustee Struthers questioned whether the handheld radar would be replaced. Chief Sliozis responded they would be replacing both handhold and moving radar units but are looking to eliminate handheld units. Trustee Farkas made a motion to authorize the purchase of seven Kustom Signal Golden Eagle 2 radar units at a cost not to exceed $10,710 from state bid holder Kustom Radar. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Oppenheim, Seiden, Struthers (5) NAYS: None (0) ABSENT: Jester (1) Trustee Struthers asked if the vehicle color schemes will change. Chief Sliozis explained they change a bit every time they put markings on vehicles. Trustee Struthers mentioned she prefers the former color scheme. Mayor Rosenthal thanked Chief Sliozis for the extra year the Department got out of the vehicles. Chief Sliozis mentioned they were right on the cusp, especially with the cold weather coming. AUTHORIZATION FOR THE POLICE Chief Sliozis advised that the lease agreement DEPARTMENT TO LEASE TWO on the copiers in the Admissions and Records COPIERS departments expired in July. The Department would like to replace those copiers with newer models. One would also have the ability to photo copy and scan in color. They solicited bids from two companies and request that the Board authorize a three -year lease agreement with OCE North America at a cost not to exceed $10,824 plus possible additional costs of $4,375 based on the number of copies made. Trustee Farkas asked if service agreements are also included in the price. Chief Sliozis explained the cost includes maintenance contracts and toners. He noted they found that purchasing was not the best option because of technology. These copiers can also be used as fax machines and computer printers. Chief Sliozis noted the Department has been happy with the service responsiveness of OCE North America. Trustee Oppenheim made a motion to authorize a three -year lease agreement with OCE North America at a cost not to exceed $10,824 plus possible additional costs of $4,375 based on the number of copies made. Trustee Benton seconded the motion. The motion passed by the following vote: Board of Trustees Meeting August 17, 2009 Page 8 of 10 AYES: Benton, Farkas, Oppenheim, Seiden, Struthers (5) NAYS: None (0) ABSENT: Jester (1) AUTHORIZATION TO PURCHASE Assistant Director of Public Works and Engineering WATER METERS FROM MIDWEST Brad Fink reported that in 2001 staff began METER, INC. installing remote read meter reading in the Village. To date, approximately 2,500 of the 6,000 meters in the village have been changed out. During the 2008 -2009 budget considerations, staff increased the request for water meters from $90,000 to $200,000 to install approximately 80 meters a month. In 2009, the overall costs for residential meters remained the same. Commercial meters increased by approximately 8 %, but are installed less frequently. He requested the Board waive the formal bidding process and authorize the purchase of water meters and associated supplies from Midwest Meter, Inc. on an as- needed basis, up to the budgeted amount of $200,000. Trustee Struthers made a motion to waive the formal bidding process and authorize the purchase of water meters and associated supplies from Midwest Meter, Inc. on an as- needed basis, up to the budgeted amount of 200,000. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Oppenheim, Seiden, Struthers (5) NAYS: None (0) ABSENT: Jester (1) AUTHORIZATION TO AWARD Mr. Fink reported that as part of the Village's CONTRACT FOR 2009 DUTCH ELM efforts to preserve mature trees, staff proposes to DISEASE SURVEY continue using the services of Urban Forest Management for the 2009 Dutch Elm Disease survey and public Ash Tree Study. They have performed these studies for the Village in the past. No other bids were requested, based on the excellent working relationship between the Village and Urban Forest Management staff. Mr. Fink noted that last year; the Village entered into a contract that was not to exceed $15,800 (which is the same amount requested this year) but only spent $10,240. He requested the formal bidding process be waived and the contract for the 2009 Dutch Elm Disease Survey and Ash Tree Study be awarded to Urban Forest Management in an amount not to exceed $15,800: Trustee Benton made a motion to waive the formal bidding process and award the contract for the 2009 Dutch Elm Disease Study and Ash Tree Study to Urban Forest Management in an amount not to exceed $15,800. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Oppenheim, Seiden, Struthers (5) NAYS: None (0) ABSENT: Jester (1) Board of Trustees Meeting August 17, 2009 Page 9 of 10 AUTHORIZATION TO PURCHASE ONE Director of Public Works and Engineering, Barbara NEW 2010 INTERNATIONAL TRUCK Little advised that GM stopped production of all WITH DUMP BODY, PLOW AND SALT medium duty trucks; however, a suitable SPREADER WITH PRE - WETTING replacement truck was available under the State of SYSTEM UNDER STATE OF ILLINOIS Illinois Joint Purchasing Contract. The JOINT PURCHASE CONTRACT International 7400 single rear axle dump truck with plow and salt spreader with pre- wetting system would replace the 2000 GMC dump truck with plow and spreader. She requests that the Board authorize the purchase of the 2010 International Truck with dump body, plow and salt spreader with pre- wetting system under the State of Illinois Joint Purchasing Contract in an amount not to exceed $116,446 including the trade -in. Trustee Benton seconded the motion. Trustee Oppenheim asked if the Village had other International trucks. Ms. Little responded that the Village has one International truck. Trustee Benton congratulated Public Works for maintaining a ten - year -old truck. The motion passed by the following vote: AYES: Benton, Farkas, Oppenheim, Seiden, Struthers (5) NAYS: None (0) ABSENT: Jester (1) AUTHORIZATION TO PURCHASE Ms. Little reported this vehicle would replace a ONE NEW 2010 TRUCK WITH DUMP 1998 International dump truck. She requested the BODY AND PLOW UNDER STATE OF Board authorize the purchase of one 2010 ILLINOIS JOINT PURCHASE International truck with dump body and plow under CONTRACT the State of Illinois Joint Purchasing Contract in an amount not to exceed $96,691 including trade -in. Trustee Farkas made a motion to authorize the purchase of one 2010 International truck with dump body and plow under the State of Illinois Joint Purchasing Contract in an amount not to exceed $96,691 including the trade -in. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Oppenheim, Seiden, Struthers (5) NAYS: None (0) ABSENT: Jester (1) DISCUSSION TRUSTEE IN THE TOWN Trustee Seiden noted that he and Trustee Oppenheim will be at the Farmer's Market this Saturday from 9:00 to noon for Trustee in the Town. TV PILOT Mayor Rosenthal noted that Deerfield resident Frank Haney co- produced a television pilot on genealogy called Legend Seekers. It will air on August 30 at 12:30 and on August 3lat 3:30 on channel 11. Board of Trustees Meeting August 17, 2009 Page 10 of 10 NEXT MEETING to the Labor Day holiday on Monday. ADJOURNMENT ATTEST: . ---W Village lerk Mr. Street mentioned the next Board of Trustees meeting will be held on Tuesday, September 8 due There being no further business to discuss, the meeting was adjourned at 8:40 p.m. APPROVED: Mayor 1 1