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11/20/2013November 18, 2013 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 November 18, 2013 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Alan Farkas Tom Jester William Seiden Barbara Struthers Absent was: Robert Nadler and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE MINUTES OF PREVIOUS MEETINGS Management Analyst David Fitzgerald led those in attendance in reciting the Pledge of Allegiance. Trustee Benton moved to approve the minutes from the November 4, 2013, Board of Trustees meeting. Trustee Struthers seconded the motion. The motion passed unanimously. Trustee Farkas moved to approve the minutes from the October 28, 2013, Committee of the Whole meeting. Trustee Benton seconded the motion. The motion passed unanimously BILLS AND PAYROLL Trustee Seiden moved approval of the bills and payroll dated November 18, 2013. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) DEPARTMENTAL OBJECTIVES Finance Director Eric Burk presented highlights REPORT — FINANCE DEPARTMENT from the Finance Department objectives. He noted that a large amount of time during past six months has been spent completing the 2013 audit, transitioning through the shortened fiscal year and working on the 2014 budget. The department completed the 2013 comprehensive financial report for the Village as well as police pension report. Both reports passed their respective audits. The department completed the 2013A budget and submitted it to GFOA for their review and received the GFOA budget award for the 23rd time. They also developed a plan to transition the financial software into a calendar year, which is working well. The department's main challenge was to find a way to make it Board of Trustees Meeting November 18, 2013 Page 2 of 9 work without compromising internal controls. The department completed a financial software upgrade, including implementation of electronic approval for invoices. They also completed the actuarial valuation to determine the contribution to the police pension fund. Mr. Burk noted the police pension fund is 80% funded on market value basis and 75% funded on an actuarial basis. The department made all the required debt service payments and filled out paperwork to ensure the Village gets their payments from the Federal bond assistance programs. Mr. Burk reported a new human resource employee was hired. They implemented an employee wellness committee and attended trainings on healthcare reform and municipal fraud. The department's ongoing tasks include registration of more than 12,000 vehicles, generating 2,200 monthly utility bills, bi- weekly payroll and processing 120 cash receipts per day. Mayor Rosenthal thanked Mr. Burk for a seamless transition to the calendar year budget. It is a much more transparent way to receive money in the budget process. PUBLIC COMMENT There were no public comments on non -agenda items. REPORTS REPORT AND RECOMMENDATION Mr. Street reported the Board of Zoning Appeals OF THE BZA RE: REQUEST FOR A continued their Public Hearing from August 20, REAR YARD SETBACK AT 136 E. 2013, to October 15, 2013, to reconsider the request ST. ANDREWS of David and Hollis Wein for a one story screened porch addition. The Board of Zoning Appeals voted 5-0 in favor of recommending approval. Trustee Jester moved to accept the report and recommendation. Trustee Farkas seconded the motion. Trustee Struthers asked Chairman Bob Speckmann why the vote changed. Chairman Speckmann indicated the Board of Zoning Appeals reheard the petitioners' presentation and felt they adequately addressed the seven standards and highlighted the uniqueness of the acute angle of the property. In addition, the neighbors did not complain. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on OF THE PLAN COMMISSION RE: October 24, 2013, to consider the request including REQUEST FOR AN AMENDMENT TO parking lot and site improvements. The Plan A SPECIAL USE FOR SITE Commission voted 7-0 in favor of sending a Board of Trustees Meeting November 18, 2013 Page 3 of 9 IMPROVEMENTS FOR THE NORTH favorable recommendation including the addition of SUBURBAN EVANGELICAL FREE appropriate signage and pavement markers. In CHURCH AT 200 LAKE COOK ROAD addition, the west side will be one way only. Trustee Benton moved to accept the report and recommendation of the Plan Commission. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) REPORT AND RECOMMENDATION Mr. Street indicated the Plan Commission held a OF THE PLAN COMMISSION RE: Public Hearing on October 24, 2013, to consider the REQUEST FOR A TEXT AMENDMENT request for a Special Use. The Plan Commission AND A SPECIAL USE FOR HADASSAH voted 7-0 in favor of sending a favorable HOUSE RESALE SHOP AT 405 LAKE recommendation to the Board. COOK ROAD, UNIT 14, AND AN AMENDMENT TO THE DEERFIELD Trustee Farkas moved to accept the report and PARK PLAZA PUD recommendation of the Plan Commission. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on OF THE PLAN COMMISSION RE: October 24, 2013, to consider the request for a Text REQUEST FOR A TEXT AMENDMENT Amendment and Special Use. The Plan AND SPECIAL USE FOR BEAUTY Commission voted 7-0 in favor of sending a SYSTEMS GROUP IN DEERFIELD favorable recommendation to the Board. PARK PLAZA, 405 LAKE COOK, UNIT 4 Trustee Struthers questioned why such a large sign was needed. Sherwood Blitstein, representing the ownership of Deerfield Park Plaza, noted that the proposed sign is only 1' larger than what is allowed in the shopping center criteria. Trustee Struthers suggested the petitioner refer non-professionals to any of the shops that sell their product in Deerfield. Marcy Wood, broker with CBRE, stated the petitioner has a direct sales force and canvasses all the salons in the area. Their goal is to expand their sales within Deerfield. Trustee Jester moved to accept the report and recommendation of the Plan Commission. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Board of Trustees Meeting November 18, 2013 Page 4 of 9 CONSENT AGENDA ORDINANCE 0-13-52 AMENDING THE An Ordinance amending the Municipal Code of the MUNICIPAL CODE OF THE VILLAGE Village of Deerfield to authorize government OF DEERFIELD TO AUTHORIZE service interns to participate as ex -officio members GOVERNMENT SERVICE INTERNS of the Community Relations Commission. TO PARTICIPATE AS EX -OFFICIO Second Reading. MEMBERS OF THE COMMUNITY RELATIONS COMMISSION — 2R Trustee Farkas moved approval of the Consent Agenda and adoption of the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) OLD BUSINESS ORDINANCE 0-13-53 ADOPTING THE An Ordinance adopting the budget of the Village of BUDGET OF THE VILLAGE OF Deerfield for the fiscal year beginning January 1, DEERFIELD FOR THE FISCAL YEAR 2014, and ending December 31, 2014. Second BEGINNING JANUARY 1, 2014 AND Reading. ENDING DECEMBER 31, 2014 — 2R Mayor Rosenthal detailed the budget process and noted that the property tax levy and budget are major tasks of the Board. There are many hours of meetings and research that go into the process before getting to the stage we are at tonight. She commended staff on the wonderful job they have done managing costs. Mayor Rosenthal indicated the tax levy would be increased by 3%, which amounts to $20 on a $500,000 home. The Village must keep up with the core priorities of infrastructure, public safety and long term fiscal responsibility. Mayor Rosenthal noted the Village's portion of a resident's total property tax bill is about 4 percent. Trustee Struthers moved for adoption of the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) RESOLUTION R-13-08 ADOPTING A Mr. Street reported the proposed increases were CONSOLIDATED FEE SCHEDULE part of the budget discussions. The increases are FOR FSCAL YEAR 2014 for scavenger, water and sewer user rates. Trustee Farkas moved to adopt the Resolution. Trustee Struthers seconded the motion. The motion passed by the following vote: Board of Trustees Meeting November 18, 2013 Page 5 of 9 AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) NEW BUSINESS PUBLIC HEARING ON THE PROPOSED 2013 TAX LEVY Trustee Benton moved to open the Public Hearing. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Mayor Rosenthal asked if anyone from the public would like to comment on the proposed 2013 tax levy. There was no comment from the public. Trustee Benton moved to close the Public Hearing. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) ORDINANCE LEVYING TAXES FOR Mr. Burk reported the proposed 2013 tax levy was CORPORATE PURPOSES FOR THE developed in the 2014 budget process. The Public FISCAL YEAR COMMENCING ON Hearing was published in the November 7, 2013, JANUARY 1, 2014 AND ENDING ON Deerfield Review. He noted the he total levy, as DECEMBER 31, 2014 FOR THE indicated in the budget, required by bond VILLAGE OF DEERFIELD — IR ordinances, and requested and approved by the library, is $10,901,200. This is the pre -abatement number. The breakdown of the levy is Abatements for nontreatment plant related debt service total $1,372,157 and bring the net levy to $9,529,043. The library's portion of the proposed levy is $4,274,572. ORDINANCE ABATING ALL OF THE An Ordinance abating all of the 2013 tax levy 2013 TAX LEVY REQUIREMENTS FOR requirements for the Series 2008 G.O. Bonds. First THE SERIES 2008 G.O. BONDS — IR Reading. ORDINANCE ABATING A PORTION An Ordinance abating a portion of the 2013 tax levy OF THE 2013 TAX LEVY requirements for the Series 2010 G.O. Bonds. First REQUIREMENTS FOR THE SERIES Reading. 2010 G.O. BONDS — 1 R ORDINANCE ABATING A PORTION An Ordinance abating a portion of the 2013 tax levy Board of Trustees Meeting November 18, 2013 Page 6 of 9 OF THE 2013 TAX LEVY requirements for the series 2011B G.O. Bonds. REQUIREMENTS FOR THE SERIES First Reading. 2011B G.O BONDS — IR ORDINANCE ABATING ALL OF THE An Ordinance abating all of the 2013 tax levy 2013 TAX LEVY REQUIREMENTS FOR requirements for the Series 2011A G.O. Bonds. THE SERIES 2011A G.O. BONDS —1 R First Reading. Mayor Rosenthal indicated these would all stand as Fust Readings. All of the Village bonds except the wastewater reclamation facility debt will be abated. AUTHORIZATION TO AWARD Assistant to the Director of Public Works and CONTRACT FOR PARKWAY TREE Engineering Eric Oscarson reported the Village AND STUMP REMOVAL TO received four bids. The lowest bid was from ADVANCED TREE CARE Advanced Tree Care in an amount of $59,020. He noted staff looked into alternative methods of cost - savings including partnering with the Park District, but felt this was the most cost-effective way. All of the bids came in under budget, but he is requesting authorization up to the budgeted amount of $100,000. Trustee Struthers moved to award the contract for parkway tree and stump removal to Advanced Tree Care in an amount not to exceed the budgeted amount of $100,000. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Oscarson indicated the Village received three CONTRACT FOR PARKWAY TREE bids for parkway tree trimming. The low bid came TRIMMING TO SAWVELL TREE from Sawvell Tree Service in the amount of SERVICE $37,550. He requested the contract be awarded up To the budgeted amount of $50,000. Trustee Benton moved to award the contract for parkway tree trimming to Sawvell Tree Service in an amount not to exceed the budgeted amount of $50,000. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Oscarson reported the Village received two CONTRACT FOR LANDSCAPE bids. The lower bid was from Guy Scopelliti in the MAINTENANCE TO GUY SCOPELLITI, amount of $36,900. Trustee Farkas questioned INC. whether the planting was regimented. Mr. Oscarson Board of Trustees Meeting November 18, 2013 Page 7 of 9 stated that it is regimented but the Village has asked them to go above and beyond in the past. Mr. Street added this would include the Lake Cook Road landscaping, the increased landscaping on the northeast corner of Deerfield and Waukegan Roads, the four seasonal plantings, the cemetery and major public display areas. Trustee Seiden questioned why staff is requesting the Board approve up to the budgeted amount of $60,000 instead of the bid amount of $36,900. Mayor Rosenthal suggested the Board approve the bid amount and staff could come back if more money is needed. Trustee Seiden moved to award the contract for landscape maintenance to Guy Scopelliti, Inc., in an amount not to exceed $36,900. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Oscarson indicated the Village received three CONTRACT FOR TURF bids. They separated the turf maintenance from the MAINTENANCE TO MOORE landscaping maintenance this year. LANDSCAPES Trustee Struthers moved to award the contract for turf maintenance to Moore Landscapes in an amount not to exceed $29,184. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) APPROVAL AND ADOPTION OF Director of Public Works and Engineering Barb INTERGOVERNMENTAL AGREEMENT Little reported the Village has experienced FOR NORTH BRANCH WATERSHED flooding in the past and could benefit from CONSORTIUM participation in regional planning. The Lake County Storm Water Management Commission staff suggested the Village participate in the North Branch Watershed Consortium. The Lake County Storm Water Management Commission prepared an intergovernmental agreement. Ms. Little requested the Board authorize Mayor Rosenthal to execute the agreement for participation in the North Branch Watershed Consortium. Mr. Street noted this is a direct result of the Mayor requesting regional flooding be better addressed. He indicated this would give the Village a vehicle to apply for grant programs. Mr. Coblentz noted he would prepare a Resolution for the next meeting. Trustee Farkas moved to authorize the Village Attorney to draft a resolution. Trustee Benton seconded the motion. The motion passed by the following vote: Board of Trustees Meeting November 18, 2013 Page 8 of 9 AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) APPROVAL OF WASTEWATER Ms. Little reported this is the final change order RECLAMATION FACILITY for the Wastewater Reclamation Facility. The IMPROVEMENT PROJECT CHANGE request is for a credit in the amount of $13,783.94. ORDER NO. 21 Trustee Seiden moved approval of the Wastewater Reclamation facility improvement project change order number 21. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Ms. Little invited the Board and residents to the ribbon cutting on Saturday, November 23, 2013, at the Wastewater Reclamation Facility at 1045 Hackbeny Road from 9 to noon. The ceremony would take place around 10:30. DISCUSSION LAKE COUNTY MUNICIPAL Trustee Struthers reported it was nice to participate in the LEAGUE DINNER discussions with other regional officials. STREET FLOODING Trustee Farkas urged residents to clean the leaves from the drains to assist in rectifying street flooding. Mr. Street indicated this is the last week of leaf pick up by the Village. INTERFAITH THANKSGIVING Trustee Benton invited residents to the annual interfaith SERVICE community Thanksgiving service on November 24, 2013, at 7:00 pm at the Methodist Church on Deerfield and Rosemary. The service is sponsored by the Southeast Lake County Clergy and choirs of a number of religious institutions. It also helps the West Deerfield Township food pantry and other charities. FANNY MAY Trustee Benton indicated Fanny May held a ribbon cutting last Thursday at their new location in downtown Deerfield. They have wonderful candy and ice cream and he was happy to have the opportunity to welcome the new business to town. LAKE COUNTY ECONOMIC Mayor Rosenthal and Mr. Street attended the breakfast that DEVELOPMENT BREAKFAST was sponsored by the Lake County Community Fund. They are trying to encourage economic development throughout the County by cooperating with different institutions. Board of Trustees Meeting November 18, 2013 Page 9 of 9 LAKE COOK RIBBON CUTTING Mayor Rosenthal indicated there would be a ribbon cutting for the Lake Cook Road construction completion on November 21, 2013 at 10 a.m. Cook County Board Chairman Toni Preckwinkle will be there to inaugurate Lake Cook Road. The ceremony will take place at the Evangelical Church parking lot. WOODVIEW APARTMENTS Mayor Rosenthal noted the ground breaking for the new Woodview Apartments on Deerfield Road would take place on November 21, 2013, at 11:30 a.m. ADJOURNMENT There being no further business or discussion, Trustee Jester made a motion to adjourn the meeting. Trustee Benton seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:27 p.m. APPROVED: n Mayor ATTEST: Village Clerk