04/20/2015April 20, 2015
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 April 20, 2015, 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 Andrew Lichterman, Assistant to the Village Manager.
PLEDGE OF ALLEGIANCE Kyla Guru and Alec Lopata led those in attendance
in reciting the Pledge of Allegiance. Mayor
Rosenthal reported Ms. Guru and Mr. Lopata were named as top volunteer finalists in the State
of Illinois. Mayor Rosenthal noted more than 30,000 students applied for the honor. The
Village is proud to have two award recipients.
Ms. Guru volunteers at Feed My Starving Children every weekend to help people in other
countries. She is on the Student Council Board at Caruso Middle School and they raised more
than $14,000 for Leukemia and the Ronald McDonald House.
Mr. Lopata is a senior at Deerfield High School. He has run a youth battle of the bands program,
Bands Battling Cancer, for the past seven years and raised $37,000 for the American Cancer
Society. He is also on the Relay for Life Committee. Mr. Lopata thanked the community for
everything. Mayor Rosenthal thanked Mr. Lopata for everything he has done for the Village.
Mayor Rosenthal presented Mr. Lopata and Mr. Guru with a certificate from the Village.
PROCLAMATION — BOY SCOUT Mayor Rosenthal proclaimed May 1, 2015, as Boy
TROOP 50 SPAGHETTI DINNER Scout Troop 50 Day in Deerfield. They will be
Hosting their 40'h annual spaghetti dinner fundraiser
from 6 to 8 p.m. at Caruso Middle School.
Trustee Jester moved to accept the Proclamation. Trustee Struthers seconded the motion. The
motion passed unanimously on a voice vote.
Jay Conway, Senior Patrol Leader, Aaron Cohen, Den Chief, accepted the Proclamation.
PROCLAMATION — ARBOR DAY Mayor Rosenthal proclaimed April 24, 2015, as
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April 20, 2015
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Arbor Day in the Village of Deerfield. She urged
all citizens to support efforts to protect the trees and plant trees for future generations.
Trustee Benton moved to accept the Proclamation. Trustee Jester seconded the motion. The
motion passed unanimously on a voice vote.
Mayor Rosenthal presented the Proclamation to Barbara Little, Director of Public Works and
Engineering. Ms. Little invited residents to come to Deerfield High School on Friday at 3:15
p.m. to plant a tree as part of the Village's commitment to be a Tree City USA.
PROCLAMATION — EARTH DAY Mayor Rosenthal proclaimed April 22, 2015, as
Earth Day in the Village of Deerfield. She urged
the citizens of the Village to support being a sustainable community on the 45th anniversary of
the first earth day.
Trustee Farkas moved to accept the Proclamation. Trustee Benton seconded the motion. The
motion passed unanimously on a voice vote.
Don Anderson, Chairman of Sustainability Commission, thanked the Village for their support.
The Sustainability Commission is currently engaged in two major initiatives. The first is to
reduce water usage through a cooperative plan to help people audit their homes for water waste.
The second initiative focuses on energy conservation. They are partnering with a not-for-profit
organization that performs a complete energy audit of a home for $99 that shows where
homeowners can reduce energy use. The Commission is starting that initiative with a pilot
program through Kipling School.
MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes
from the April 6, 2015, Board of Trustees meeting.
Trustee Benton seconded the motion. The motion passed unanimously on a voice vote.
BILLS AND PAYROLL Trustee Farkas moved to approve the bills and
payroll dated April 20, 2015. Trustee Struthers
seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
PUBLIC COMMENT There was no Public Comment on non -agenda
items.
REPORTS
There were no Reports.
Board of Trustees Meeting
April 20, 2015
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CONSENT AGENDA
There were no items on the Consent Agenda.
OLD BUSINESS
ORDINANCE AUTHORIZING A An Ordinance authorizing a variation from the
VARIATION FROM THE ZONING Zoning Ordinance for the property located at 1152
ORDINANCE AT 1152 CHESTNUT Chestnut Avenue for relief from the rear yard
AVENUE FOR RELIEF FROM REAR coverage maximum and side yard. First Reading.
YARD COVERAGE MAXIMUM AND
SIDE YARD — 1R
ORDINANCE AUTHORIZING A An Ordinance authorizing a variation from the
VARIATION FROM THE ZONING Zoning Ordinance for the property located at 829
ORDINANCE AT 829 CEDAR TERRACE Cedar Terrace to permit a one-story addition to an
TO PERMIT A ONE-STORY ADDITION existing detached garage in the rear yard. First
TO AN EXISTING DETACHED Reading.
GARAGE IN THE REAR YARD — 1 R
NEW BUSINESS
AUTHORIZATION TO PURCHASE 2 Assistant Director of Public Works and Engineering
NEW 2015 GMC FOUR WHEEL DRIVE Bob Phillips stated the replacement cycle for
CONVENTIONAL ONE TON TRUCKS vehicles is seven years. He received three bids for
WITH DUMP BODY AND PLOW the trucks that would be used for plowing and
(FLEET #705 AND #706) landscaping, pot hole patching and general duty.
The low bidder was Bill Stasek Chevrolet for
$103,001 less the trade in. The net bid was $63,991. The Village budgeted $90,000.
Trustee Struthers moved to authorize the purchase of two vehicles from Bill Stasek in Wheeling
for the net cost of $63,991 plus trade. Trustee Benton seconded the motion.
Mayor Rosenthal asked if the Village looks at the vehicles before making a decision to trade
them in. Mr. Phillips stated staff analyses the trade in value and maintenance costs. The Village
gets a good trade in value and found that the maintenance costs increase after seven years. The
motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
Board of Trustees Meeting
April 20, 2015
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AUTHORIZATION TO PURCHASE A Mr. Phillips stated the vehicle is seven years
NEW 2015 FOUR WHEEL DRIVE old and the Village received a good trade in value.
TRUCK WITH EIGHT FOOT SERVICE The Village budgeted $37,500 and the net cost with
BODY AND PLOW (FLEET #600) the trade in is $29,841.
Trustee Jester moved to authorize the purchase in a net amount of $29,841 plus the trade in.
Trustee Farkas seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
ANALYSIS OF BID AND AWARD OF Mr. Phillips reported the North Trail subdivision
THE NORTH TRAIL SUBDIVISION has a long history of drainage issues. With
DRAINAGE IMPROVEMENT PROJECT heavier rains, the streets and residences have
flooded. Several residents expressed concern over
drainage issues. The Village hired consultant Daniel Creaney Company, which met with
residents, did extensive studies and made design recommendations which included road
improvements. The plan is to reconstruct Portage Pass, Overland Trail and East Summit Court.
The other roads will be resurfaced. The project will partially be funded through a DECO grant in
the amount of $300,000. Chicagoland Paving was lowest bidder, but did not meet the DECO
requirements. The second lowest bidder met all of the requirements of DECO. The Village
budgeted $1.8 million but the lowest bid came in at $2,341,000. The second -lowest bid, from
Berger Excavating, was $42,000 more. Berger Excavating Contractors has received glowing
recommendations and staff is recommending awarding the contract to them.
Trustee Farkas noted the Villages cost would be $2,041,000. He asked if the Village could
waive competitive bidding and go back to Berger Excavating and ask them to match the bid.
Mr. Coblentz explained Chicagoland Paving attempted to come in post -bid opening to show how
they meet DECO requirements. If DECO is not complied with, it could put the agency at a
competitive loss. He concurs with staff's recommendation that the award goes to the lowest
responsible bidder that meets all the requirements.
Trustee Nadler asked if the project could be rebid. Staff does not believe the Village would get a
better price.
Trustee Benton noted the Village estimate was $1.8 million and the engineer's estimate was $1.9
million, but the bids came in higher. Mr. Phillips noted that bids have been coming in higher
across the region.
Mr. Lichterman stated part of the concern about rebidding was the timing on the project and
getting it completed in this construction season. Trustee Farkas feels that the residents in North
Trail are waiting to see action.
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April 20, 2015
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Mr. Phillips stated the project went out for bid in late February and the bid opening was April 10,
2015. The Village is 60 days from starting. It took 3.5 months to go out to bid and will take 3.5
months to rebid. There are no guarantees the Village will get a lower bid.
Trustee Jester noted the later in the season you go out to bid, the more committed the contractors
will be. That was one of the benefits of changing the fiscal year. There is not a big difference
between the bids. The unresponsive bid was 2 percent lower.
Trustee Jester moved to waive the competitive bidding process and award the contract to the
lowest responsible bidder, Berger Excavating Contractors in an amount not to exceed
$2,341,000. Trustee Struthers seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
RESOLUTION R-15-09 AUTHORIZING Mr. Lichterman reported the current contract will
A FIRST AMENDMENT TO expire on March 31, 2016. Staff has negotiated a
RESIDENTIAL SCAVENGER SERVICE two-year rate freeze for refuse and recycling and a
CONTRACT BETWEEN THE VILLAGE one-year rate freeze for yard waste stickers. In
OF DEERFIELD AND WASTE years three to five of the contract there will be a
MANAGEMENT OF ILLINOIS, INC. CPI rate increase. Mr. Lichterman noted the terms
and conditions would not change.
Municipal Manager Mike Brink from Waste Management is excited about serving the
community for five more years.
Trustee Farkas moved to adopt the Resolution. Trustee Benton seconded the motion. The
motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
ORDINANCE AUTHORIZING THE Mr. Burk reported the bond is for $10 million to
ISSUANCE OF GENERAL OBLIGATION pay for the infrastructure projects discussed during
BONDS, SERIES 2015, OF THE the 2015 budget planning and includes the three
VILLAGE OF DEERFIELD - 1R year capital plan. This is a draft of the Ordinance.
The Village will get the initial structure rates at the
May 4, 2015, competitive bid. Mr. Burk stated Northern Trust, the Village's financial advisor,
would help. The Village expects to retain their AAA rating.
This will stand as a First Reading of the Ordinance.
DISCUSSION
Board of Trustees Meeting
April 20, 2015
Page 6 of 6
CONGRATULATIONS Trustee Farkas indicated he would not be at the next
Board of Trustees meeting. He congratulated
Trustee Jester and Trustee Seiden for winning their elections. Trustee Farkas also thanked
Trustee Benton for all of his hard work and contributions. Mayor Rosenthal also thanked
Trustee Benton for all of his service to the Village.
COMED MEETING Mayor Rosenthal reported Mr. Street and Mr.
Lichterman joined her to meet with a representative
from ComEd as well as the Vice President of Governmental Affairs. She let them know the
reliability work they have done in the Village is appreciated.
NW MUNICIPAL CONFERENCE Mayor Rosenthal indicated the Northwest
Municipal Conference's Legislative Commission is
looking at the Governor's budget and making plans for a response. They will have legislative
days on April 28, 2015.
COMMUNITY THE ANTI-DRUG
She has been named co-chair of the group.
Mayor Rosenthal attended the strategic committee
meeting. There were more than 40 participants.
E -CIGARETTES Trustee Struthers noted e -cigarettes are being used
four times as much as regular cigarettes by middle
and high school students. She suggested working on education.
TRAIN WHISTLES Mr. Lichterman noted Metra is performing work, so
residents may notice more train whistles. The work
should be completed shortly.
ADJOURNMENT There being no further business or discussion,
Trustee Benton moved to adjourn the meeting.
Trustee Jester seconded the motion. The motion passed unanimously. The meeting was
adjourned at 8:36 PM.
APPROVED: -- A
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Mayor
ATTEST:
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Village Clerk