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11/17/2014November 17, 2014 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Rosenthal in the Council Chambers of the Village Hall on November 17, 2014 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Alan Farkas Thomas Jester Robert Nadler William Seiden Barbara Struthers and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Village Manager Kent Street. PLEDGE OF ALLEGIANCE Victoria Street, Executive Director of the DBR Chamber of Commerce, led those in attendance in reciting the Pledge of Allegiance. DBR CHAMBER OF COMMERCE Ms. Street informed residents about Small Business Saturday, which will take place on Saturday, November 29, 2014. She encouraged residents and shoppers to support small businesses in Deerfield. Participating merchants will have a shopping passport with special offers. GFOA AWARD Mayor Rosenthal presented the GFOA Certificate of Achievement for Excellence in Financial Reporting to Finance Director Eric Burk. This is the 32 -consecutive time the Village has received this recognition. DEPARTMENTAL OBJECTIVES Mr. Burk indicated the majority of the past six FINANCE DEPARTMENT months was spent performing audits and regulatory reporting. The 2013 comprehensive annual financial report was completed and received an unmodified opinion. During the past six months, the Finance Department presented the 2014 budget. They negotiated a 3 -year contract renewal with the auditors, developed the proposed budget and tax levy for 2015 as well as a capital improvement plan. The Village made all the required payments and paperwork for the bonds. The department participated with the police department in its union negotiations. They developed a health insurance opt -out program for employees that can be covered elsewhere. The department held a health fair for staff. They processed an average of 135 cash receipts daily. Board of Trustees Meeting November 17, 2014 Page 2 of 10 Mayor Rosenthal thanked Mr. Burk and his staff for their professional efforts on behalf of the Village. MINUTES OF PREVIOUS MEETINGS Trustee Seiden moved to accept the minutes from the November 3, 2014, Board of Trustees meeting. Trustee Farkas seconded the motion. The motion passed unanimously on a voice vote. BILLS AND PAYROLL Trustee Farkas moved to accept the Bills and Payroll dated November 17, 2014. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) PUBLIC COMMENT There were no public comments on non -agenda items. REPORTS REPORT AND REOCMMENDATION Mr. Street reported the Board of Zoning Appeals OF THE BZA RE: REQUEST OF held a Public Hearing to consider the request of MICHAEL AND KELLY JAKYMIW, Michael and Kelly Jakymiw for relief from Article 1111 SPRINGFIELD AVENUE, FOR 2.02-D, Paragraph 1 of the Zoning Ordinance to RELIEF FROM ARTICLE 2.02-D, permit the construction of a new home with a 40' PARAGRAPH 1, OF THE ZONING front yard setback in lieu of the required 45' front ORDINANCE TO PERMIT THE yard setback. The Board of Zoning Appeals CONSTRUCTION OF A NEW HOME concluded the requested variation met the minimum WITH A 40 FOOT FRONT YARD requirements and voted 6-0 in favor of the variation. SETBACK IN LIEU OF THE 45 FOOT FRONT YARD REQUIREMENT Trustee Struthers indicated the variation would bring this home in line with the rest of the homes on the street. Trustee Seiden moved to accept the report and recommendation of the Board of Zoning Appeals. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) REPORT AND RECOMMENDATION Mr. Street reported the Plan Commission held a OF THE PLAN COMMISSION RE: Public Hearing on October 9, 2014, to consider REQUEST FOR APPROVAL OF TEXT the request for approval of Text Amendments to AMENDMENTS TO THE ZONING the Zoning Ordinance to allow gas stations to have ORDINANCE TO ALLOW GAS LED fuel price signs and Text Amendments for Board of Trustees Meeting November 17, 2014 Page 3 of 10 STATIONS TO HAVE LED FUEL non -LED fuel price signs. The Plan Commission PRICE SIGNS AND TEXT voted 6-0 in favor of the recommendation with the AMENDMENTS FOR NON -LED FUEL addition of sight line guidelines and not restricting PRICE SIGNS the LED color. Earlier this year, the Appearance Review Commission considered exposed LED lights and presented their findings to the Board. Trustee Seiden questioned whether the gas station owners had any reaction about having to construct new monument signs to be able to use LED lights. Ms. Spagnoli reported notice was given to each station and indicated this is an effort to lower the existing signs. Trustee Farkas believed it may be cost prohibitive to retrofit the existing signs. The ARC and Plan Commission want to encourage new signs that are lower in height. Should the gas station owner want to make an appeal, they can go through the appeal process. Mayor Rosenthal noted a hardship or sight line issue could go before the Board of Zoning Appeals. Trustee Benton moved to accept the report and recommendation of the Plan Commission. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) MS. LEVEOUE RESIGNATION Mayor Rosenthal reported Associate Planner Kathy LeVeque has resigned her position. She will be moving to California. The Village has enjoyed working with her for ten years. Mayor Rosenthal thanked Ms. LeVeque for her good work. CONSENT AGENDA ORDINANCE AUTHORIZING A An Ordinance authorizing the rezoning and REZONING AND RESUBDIVISION resubdivision of the property located at 1038 OF THE PROPERTY AT 1038 Deerfield Road and Maplewood Park. First DEERFIELD ROAD AND Reading. This will stand as the First Reading MAPLEWOOD PARK — 1 R of the Ordinance. ORDINANCE AUTHORIZING An Ordinance authorizing amendments to a AMENDMENT TO A SPECIAL USE TO Special Use to allow renovations to Mitchell ALLOW RENOVATIONS TO Park Pool. First Reading. This will stand as MITCHELL PARK POOL — 1 R a First Reading of the Ordinance. RESOLUTION APPROVING A Resolution authorizing the release of certain THE RELEASE OF CLOSED MEETING closed meeting minutes that no longer require MINUTES THAT NO LONGER confidential treatment. REQUIRE CONFIDENTIAL TREATMENT Trustee Benton moved to approve the Consent Board of Trustees Meeting November 17, 2014 Page 4 of 10 Agenda. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) OLD BUSINESS ORDINANCE REZONING PROPERTY An Ordinance rezoning the property at 45 AT 45 DEERFIELD ROAD FROM R-1 Deerfield Road from R-1 single family SINGLE FAMILY RESIDENTIAL TO residential to R-2 single family residential for a R-2 SINGLE FAMILY RESIDENTIAL seven lot subdivision known as Elysian Way. FOR A SEVEN LOT SUBDIVISION First Reading. KNOWN AS ELYSIAN WAY — 1R Mayor Rosenthal indicated this would stand as a First Reading of the Ordinance. ORDINANCE 0-14-24 ADOPTING THE Mayor Rosenthal stated tonight we are completing BUDGET OF THE VILLAGE OF the final phase 2015 budget process. The DEERFIELD FOR THE FISCAL YEAR preparation of the budget and tax levy is one of the BEGINNING JANUARY 1, 2015 AND largest undertakings of the Board and staff. Staff ENDING DECEMBER 31, 2015 — 2R begins meeting in July and goes through many drafts and iterations before the Board has its first look in the beginning of September. This gives us enough time to study it, ask questions of staff, and prepare for the budget workshop meetings. We held two meetings, one at the end of September and the other at the beginning of October, each lasting over three hours, where we went through the budget line by line. We don't take this job lightly. The 2015 budget provides for the level of safety and services our residents and businesses expect. Our total operating budget shows a 3.4 percent increase translating to $950.000.00, much of which is an accelerated water meter replacement project, which will pay for itself in a few short years. Infrastructure has become the most pressing demand in the Village. We must undertake some large projects over the next three years. With that in mind, the Board made the decision to borrow $10 million to fund these major projects, the philosophy being to incur debt for projects that will last the lifetime of the bonds. We don't borrow for general operating expenses. The Village has a five-year Capital Improvement Plan, which each year reevaluates infrastructure improvements. Those that cannot be deferred to later years are ranked accordingly. Board of Trustees Meeting November 17, 2014 Page 5 of 10 In 2015, Briarwood Vista streets, curbs, sidewalks and water mains will be completely rebuilt. This will also include all new lighting. This is a $7 million project. 2015 will also see flood control measures for North Trail subdivision at a cost of $2 million. In 2016, Deerfield Road will be completely rebuilt from the Train Station to the eastern limits. There will also be new sidewalks on the south side of Deerfield Road, which will give pedestrians and children riding bikes a grass buffer between the sidewalk and the road, making it much safer. This is over a $10 million project. Lake County and Federal grants will pay for over half of the cost of the project. In 2017, the Kates Road Bridge will be rebuilt. This is a $1.5 million project, federally funded at 70 percent. Also, road and sewer work will take place on Brierhill Road and the Woodvale Avenue area at a cost of $2.5 million. The $10 million of debt only covers about half of the costs of these projects. The rest of the money will come from capital reserves already in place. In keeping with one of our fiscal responsibilities to maintain our AAA bond rating, our operating fund balance will remain at 40 percent of operating costs. The budget also provides for a 2.5 percent rate increase for water, sewer, and refuse costs. This keeps us in line with the additional costs charged to the Village by third party providers. This budget also allows us to meet our pension obligations as required by actuarial analysis. In this budget we are also assuming a 2.25 percent cost of living adjustment for all staff. This was the dollar number negotiated for police officers with the Police Union. In addition to the Ordinances to adopt the budget, amend the wage and salary plan, and adopt a consolidated fee schedule, tonight we will also hold a public hearing on the proposed 2015 Tax Levy. Our net levy for 2015 is $6,251,392. This is the amount that will be spread among residents and businesses for the Village's portion of the real estate tax bill. The bulk of the levy is more than $2 million for infrastructure and almost $3 million for debt service. We will be abating the portion of the Water Reclamation Facility bonds that are rebated from Build America Bonds and Qualified Energy Conservation Bonds. There is no general fund levy and the scavenger fund levy is up 3 percent per our contract. As you know, our fiscal year was changed to a calendar year to help residents better understand the budget and levy process. All moneys collected in 2015 are spent in 2015. In the interest of making Deerfield government as transparent as possible, I hope this introduction and change of Board of Trustees Meeting November 17, 2014 Page 6 of 10 the fiscal year has been informative and helpful. If by chance I have missed something I am sure someone on the Board will bring it to our attention. Trustee Benton moved to adopt the Ordinance. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) ORDINANCE 0-14-25 AMENDING THE An Ordinance amending the Village of Deerfield VILLAGE OF DEERFIELD WAGE wage and salary plan. Second Reading. AND SALARY PLAN — 2R Trustee Seiden moved to adopt the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) RESOLUTION R-14-12 ADOPTING A A Resolution adopting the consolidated fee CONSOLIDATED FEE SCHEDULE schedule for the fiscal year 2015. FOR THE FISCAL YEAR 2015 Trustee Struthers moved to approve the Resolution. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) NEW BUSINESS PUBLIC HEARING ON THE PROPOSED 2015 TAX LEVY Trustee Farkas moved to open the Public Hearing. Trustee Nadler seconded the motion. The motion passed unanimously on a voice vote. Mr. Burk indicated the Public Hearing was advertised in the November 6, 2014, Deerfield Review. $4,274,572 of the proposed tax levy is for the Deerfield Public Library. This will stand as a First Reading. ORDINANCE LEVYING TAXES FOR An Ordinance levying taxes for corporate purposes CORPORATE PURPOSES FOR THE for the fiscal year commencing on January 1, 2015, FISCAL YEAR COMMENCING ON and ending on December 31, 2015, for the Village JANUARY 1, 2015 AND ENDING ON of Deerfield. First Reading. DECEMBER 31, 2015 FOR THE VILLAGE OF DEERFIELD — 1R Board of Trustees Meeting November 17, 2014 Page 7 of 10 ORDINANCE ABATING A PORTION An Ordinance abating a portion of the 2014 tax levy OF THE 2014 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 2014 tax levy OF THE 2014 TAX LEVY requirements for the Series 2011 G.O. bonds. First REQUIREMENTS FOR THE SERIES Reading. 2011 G.O BONDS — 1R There was no public comment. Trustee Jester moved to close the Public Hearing. Trustee Benton seconded the motion. The motion passed unanimously on a voice vote. AUTHORIZATION TO AWARD THE Assistant to the Director of Public Works and CONTRACT FOR WRF LANDSCAPE Engineering Eric Oscarson noted the Village MAINTENANCE received one bid for the wastewater reclamation facility landscaping contract. The bid, from Moore Landscaping, was for $16,000, which is less than the budgeted amount of $25,000. Trustee Struthers moved to award the contract for wastewater landscaping maintenance to Moore Landscaping in an amount not to exceed $16,000. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD THE Mr. Oscarson reported this contract is looked at CONTRACT FOR TURF MAINTENANCE annually. There are 30 maintenance locations, including the new Lake Cook Road medians. The Village received two bids. The low bid was from Moore Landscaping in the amount of $40,544. The budgeted amount was $50,000. Trustee Struthers moved to award the contract to Moore Landscaping in an amount not to exceed $40,544. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD THE Mr. Oscarson indicated the Village's budget is CONTRACT FOR PARKWAY TREE $50,000 for parkway tree trimming. The low TRIMMING bid from Advanced Tree Care came in higher than $50,000. Board of Trustees Meeting November 17, 2014 Page 8of10 Trustee Struthers moved to award the contract for parkway tree trimming to Advanced Tree Care in an amount not to exceed $50,000. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) AUTHORIZAITON TO AWARD THE Mr. Oscarson reported the Village had a two-year CONTRACT FOR PARKWAY TREE AND extension agreement with Advanced Tree Care, if the STUMP REMOVAL Village felt they were doing an acceptable job. The price did not increase. Mr. Oscarson requested authorization to extend the contract for one year at the budget limit of $150,000. Trustee Farkas moved to authorize a one-year extension on the parkway tree and stump removal contract for Advanced Tree Care in an amount not to exceed $150,000. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD THE Mr. Oscarson reported Moore Landscaping came in CONTRACT FOR LANDSCAPE with a bid of $85,900. The budgeted amount was MAINTENANCE $90,000. Trustee Farkas moved to award the contract for landscape maintenance to Moore Landscaping in an amount not to exceed $85,900. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) Trustee Farkas noted the Trustees just awarded three contracts to Moore Landscaping. He asked that staff in the future looks into getting cost reductions from a company if it gets more than one contract. AUTHORIZATION TO PURCHASE TWO Mr. Oscarson reported the Village currently CHANGEABLE MESSAGE SIGNS FROM rents changeable message signs. Staff felt it would be SHERWIN INDUSTRIES. INC. more cost efficient to purchase two signs. With the trade in of surplus equipment, the cost would be $26,430. He noted staff will be using the signs to help provide information to residents during the numerous planned infrastructure improvements planned for the coming years. Trustee Farkas moved to authorize the purchase of two changeable message signs from Sherwin Industries, Inc. in a net amount not to exceed $26,430. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) Board of Trustees Meeting November 17, 2014 Page 9 of 10 AUTHORIZATION TO PURCHASE BULK Mr. Oscarson reported that the Village has 500 tons ROCK SALT FROM MORTON SALT of salt in reserve. They are in process of taking THROUGH THE ILLINOIS DEPARTMENT possession of an additional 1,500 tons through the OF CENTRAL MANAGEMENT SERVICES Lake County Department of Transportation. This request is for an additional 3,000 tons of salt through the State of Illinois bid process. Trustee Struthers moved to authorize the purchase of additional rock salt through Morton Salt through the Illinois Department of CMS in an amount not to exceed $159,570. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD THE Assistant Director of Public Works Bob Phillips WATER METER REPLACEMENT performed a comparison between replacing meters in - ENGINEERING CONTRACT TO house or through a contract. He determined it is more STRAND ASSOCIATES cost-effective to use an outside firm for the remaining 1200 meters. The overall replacement cost using an outside firm would be $770,000 while the cost of handling the replacements in-house would be $815,000. Trustee Farkas moved to award the water meter replacement engineering contract to Strand Associates in an amount not to exceed $51,630. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) DISCUSSION THANK YOU Mayor Rosenthal thanked Trustee Nadler for filling in as Mayor Pro Tem at the November 3, 2014, Board of Trustees meeting. L'CHAIM CENTER Mayor Rosenthal was invited to tour the new L'Chaim Center. They took over office space on Lake Cook Road. More than 200 people enjoyed the open house. VETERANS DAY Mayor Rosenthal attended a Veterans Day event at Holy Cross School. There were speakers and the gym was decorated for an event where students learned the meaning of Veterans Day. She added the American Legion did a beautiful day with their Veterans Day ceremony. Trustee Benton, Trustee Jester and Trustee Seiden also attended. Board of Trustees Meeting November 17, 2014 Page 10 of 10 NW MUNICIPAL CONFERENCE Mayor Rosenthal attended the Northwest Municipal Conference Legislative Committee meeting. They are putting together an agenda on legislative positions to pursue. LAKE COUNTY HOUSING Mayor Rosenthal attended the Lake County Housing and Community Development Commission meeting. They are working on a comprehensive plan. BLUE RIBBON SCHOOL Mayor Rosenthal reported Holy Cross School received the Blue Ribbon Award for excellence in education. APRIL ELECTION Mayor Rosenthal invited residents to attend the Deerfield Caucus town meeting to choose the slate for the April election. The meeting will take place tomorrow night at 7:00 p.m. at Caruso Middle School. ECUMENICAL SERVICE The annual Thanksgiving Ecumenical Service will take place the Sunday before Thanksgiving at the Presbyterian Church at 7:00 p.m. LIGHTING CEREMONY The Village will host a lighting ceremony Wednesday, November 26, 2014, at 4:45 p.m. The Village and DBR Chamber of Commerce will provide treats and entertainment. The festivities will take place at the plaza between Starbucks and Bobby's. ADJOURNMENT There being no further business or discussion, Trustee Farkas moved to adjourn the meeting. Trustee Benton seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:28 p.m. APPROVED: Mayor ATTEST: Village Clerk