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02-21-2017February 21, 2017 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 February 21, 2017, at 7:31 p.m. The clerk called the roll and announced that the following were: Present: Alan Farkas Rob Nadler Thomas Jester William Seiden Barbara Struthers Absent: Harriet Rosenthal, Mayor Dan Shapiro and that a quorum was present and in attendance. Also present was Village Attorney Peter Coblentz. MAYOR PRO TEM In the absence of Mayor Rosenthal, Trustee Nadler moved for Trustee Struthers to act as Mayor Pro Tem. Trustee Farkas seconded the motion. The motion passed unanimously on a voice vote. PLEDGE OF ALLEGIANCE Pastor Susan Smith led those in attendance in reciting the Pledge of Allegiance. PROCLAMATION Mayor Pro Temp Struthers read a Proclamation honoring Pastor Smith for 25 years as Pastor at Trinity United Church of Christ. Pastor Smith has held numerous positions of honor within the Village and County as well as multiple organizations. Mayor Pro Tem declared February 21, 2017, as Pastor Susan Smith day in the Village of Deerfield. Trustee Seiden moved to accept the Proclamation. Trustee Farkas seconded the motion. The motion passed unanimously on a voice vote. Pastor Smith thanked the Village for this honor. She will be moving to Durham, North Carolina. MINUTES OF PREVIOUS MEETING Trustee Farkas moved to approve the minutes from the February 6, 2017, Board of Trustees meeting. Trustee Nadler seconded the motion. The motion passed unanimously on a voice vote. BILLS AND PAYROLL Trustee Seiden moved to approve the bills and payroll dated February 21, 2017. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) Board of Trustees February 21, 2017 Page 2 of 6 PUBLIC COMMENT There were no Public Comments on non -agenda items. REPORTS REPORT AND RECOMMENDATION Mr. Street reported the Plan Commission held a OF THE PLAN COMMISSION RE: Workshop Meeting on January 26, 2017, to REQUEST FOR FINDING OF consider the request for finding of substantial SUBSTANTIAL CONFORMANCE TO conformance to amend the final development plan AMEND THE FINAL DEVELOPMENT for the Amli west access drive at 1525 Lake Cook PLAN FOR THE AMLI WEST ACCESS Road. The Plan Commission voted 5-0 in favor of DRIVE AT 1525 LAKE COOK ROAD the request. Mr. Street indicated the interim access drive would be in place until a certificate of occupancy was issued on the west parcel or the actual occupancy of the west parcel. The final access will be rerouted to the north end of the Planned Unit Development. Reis Kaiser, Executive Director of JFMC Facilities Corporation, stated the original access drive would go through the middle of the site. The interim access drive will be moved to the north to allow additional area for vehicle stacking, site logistics and construction. Once the new building is occupied, the new access will be built. Trustee Farkas moved to accept the report and recommendation. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) CONSENT AGENDA ORDINANCE 0-17-07 AMENDING An Ordinance amending Chapter 3 of the Municipal CHAPTER 3 OF THE MUNICIPAL Code of the Village of Deerfield to increase the CODE TO INCREASE THE NUMBER number of Class K liquor licenses from 1 to 2 for OF CLASS K LIQUOR LICENSES Painting Time Now and reducing the number of FROM ONE (1) TO TWO (2) FOR Class E liquor licenses by 3 to reflect current PAINTING TIME NOW AND totals. Second Reading. REDUCING THE NUMBER OF CLASS E LIQUOR LICENSES BY THREE (3) They expect to have a grand opening on March 9, TO REFLECT CURRENT TOTALS — 2R 2017. ORDINANCE AUTHORIZING A An Ordinance authorizing a Special Use for an SPECIAL USE FOR AN ACCOUNTING accounting office to be located at 711 Orchard Board of Trustees February 21, 2017 Page 3 of 6 OFFICE TO BE LOCATED AT 711 Street. First Reading. ORCHARD STREET — ROBERT GASSMAN— 1R Trustee Farkas moved to adopt the Ordinance. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) OLD BUSINESS ORDINANCE 0-17-08 ABATING A Finance Director Eric Burk stated this is the PORTION OF THE 2016 TAX LEVY last piece to keep the tax levy at the same level as REQUIREMENTS FOR THE SERIES the previous year. 2017 G.0 BONDS — 2R Trustee Farkas moved to adopt the Ordinance. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) NEW BUSINESS AUTHORIZATION TO AWARD Public Works Analyst Justin Keenan reported CONTRACT FOR THE 2017 SEWER the Village went out to bid in January. Five bids LINING PROGRAM were opened on February 7, 2017. The Village requested a base bid, which included 9,466 linear feet of sanitary sewer lining. They also requested an alternate bid of 15 sewer t -liners, intended to be part of the 50150 program where residents would be offered up to $2,000 to line their sanitary sewers. The alternate bid came in higher than expected and would cost a minimum of $6000 for each liner. The budgeted amount for the alternate bid was $30,000. Staff is requesting the Trustees reject the alternate bid and delay the 50150 program until next year. Staff is also requesting the Trustees award the base bid contract for the 2017 sewer lining program to Visu-Sewer in an amount not to exceed the budgeted amount of $400,000. Trustee Nadler believes the Village should just award the sewer lining program contract up to the bid price of $327,167.75 rather than the budgeted amount of $400,000. Trustee Farkas suggested awarding the base bid and authorizing Mr. Street to make a determination on whether the additional funds should be released based on how the Village is doing with the budget. Trustee Nadler would be more comfortable if the Trustees decide. Board of Trustees February 21, 2017 Page 4 of 6 Mr. Street suggested waiting a couple months for the extra authorization. Trustee Farkas moved to award the 2017 sewer lining contract to Visu-Sewer in the amount of $327,167.75. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) Trustee Nadler moved to reject the alternate bid. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) Staff will come back to discuss the remainder of the budgeted amount during a future meeting after the final cost of other upcoming projects is known. AUTHORIZATION TO PURCHASE Chief Sliozis reported the Trustees budgeted to SEVEN NEW PATROL VEHICLES replace eight marked vehicles through the VERF. The budgeted amount was $240,000. He is asking for the replacement of seven vehicles due to the price increase between the budgeted amount and the vehicle cost. Chief Sliozis noted they will be reducing the fleet by one vehicle. Curry Motors currently holds the Suburban Purchasing Contract, but Highland Park Ford will match the pricing. Trustee Farkas moved to waive the competitive bidding process and purchase seven 2017 Ford Utility Police Interceptor vehicles from Highland Park Ford at a cost not to exceed $191,870. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO PURCHASE 1 Chief Sliozis reported they are currently budgeted ADMINISTRATIVE POLICE VEHICLE to replace a 2010 Ford Fusion with more than 77,000 miles from VERF funds in 2017. Marrow Brothers Ford holds the State contract for a similar vehicle at a purchase price of $19,800. Landmark Ford has a similar vehicle at a purchase price of $17,621. In addition, the Department requests authorization to utilize Harvey Communications to transfer squad equipment at a cost not to exceed $3620.20. Trustee Farkas moved to waive the competitive bidding process and purchase one administrative police vehicle from Landmark Ford at a price not to exceed $17,621 and authorize Harvey Communications to transfer the squad equipment at a cost not to exceed $3620.20. Trustee Jester seconded the motion. The motion passed by the following vote: Board of Trustees February 21, 2017 Page 5 of 6 AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD Deputy Director of Public Works and Engineering CONTRACT TO REPLACE SALT Bob Phillips reported the overhead doors have STORAGE BAY OVERHEAD DOORS wear and tear due to the corrosive environment. In 2014, the Village replaced one of the doors and budgeted $20,000 to replace the other two overhead doors in 2017. Staff received three proposals for doors that are powder coated for corrosion resistance, which should last 20 years. Trustee Nadler moved to waive the competitive bidding process and award the contract to replace the salt storage bay overhead doors to Door Systems in an amount not to exceed $20,948. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Phillips reported the 2017 street rehabilitation CONTRACT FOR 2017 STREET project will include Pine Street between Lake Cook REHABILITATION PROJECT Road and Hackberry, Laurel between Pine Street and West Limit, Willow Avenue between Terrace Court and Pine Street, Garand Drive between Montgomery Road and Wilmot, Fair Oaks between Oakley and Chestnut Street, Wincanton between Warwick and North, and the cul-de-sacs on East Canton Court and West Canton Court. The scope of work includes pavement removal and replacement, sidewalk removal and replacement, removal and replacement of drainage structures, fire hydrant replacement and water valves replacement, adjustment of structures and parkway restoration. The engineers estimate was $2,650,000. The Village budgeted $2,500,000. The low bidder was A -Lamp Concrete Contractors at a price of $2,268,008. The project will be funded through a combination of MFT funds ($494,000) and Infrastructure Replacement funds ($1,774,008). Trustee Nadler moved to award the 2017 Street Rehabilitation contract to A -Lamp Concrete Contractors at a price not to exceed $2,268,009. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) DISCUSSION ADJOURNMENT There being no further business or discussion, Trustee Jester moved to adjourn the meeting. Board of Trustees February 21, 2017 Page 6 of 6 Trustee Nadler seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:10 p.m. The next regular Board of Trustees meeting will take place on Monday, March 6, 2017 at 7:30 pm. ATTEST: Village Clerk