02/04/2013COMMITTEE OF THE WHOLE – Minutes of Meeting
February 4, 2013
The Village Board met as a Committee of the Whole in the Council Chambers of the
Village Hall at 6:00 p.m. on Monday, February 4, 2013. In attendance were:
PRESENT:
Village Board Staff
Harriet Rosenthal, Mayor Kent Street, Village Manager
Robert Benton, Trustee Andrew Lichterman, Asst. to the Village Manager
Alan Farkas, Trustee Barbara Little, Director of PW and Engineering
Thomas Jester, Trustee Robert Phillips, Assistant Village Engineer
Mary Oppenheim, Trustee Eric Burk, Finance Director
William Seiden, Trustee John Sliozis, Police Chief
Barbara Struthers, Trustee
Public Comment
There was no one present for public comment.
2013 Capital Improvement Plan
Village Manager Street requested that Finance Director Burk review the status of the
Village’s finances. Mr. Burk reported the Infrastructure Replacement Fund is
approximately $2.5 million short of the proposed Capital Improvement Plan. He noted
the Village can either reduce the scope of work, issue debt to cover the shortfall or make
a General Fund transfer to the IRF to have sufficient funds to cover the proposed projects.
Mr. Burk stated issuing debt is an option, but staff did previously indicate to the rating
agencies that the Village did not intend to issue debt in the near future. He noted based
on budget projections, $2 million can be transferred out of the General Fund to cover
capital projects without jeopardizing the Village’s standing with the rating agencies or
materially affect operations. Trustee Farkas noted that the Village Board intends to
transfer $800,000 to cover tax abatements and wanted to ensure this was not included in
the $2 million. Mr. Burk confirmed that the $2 million transfer would be in addition to
the $800,000 to cover the abatement. Mayor Rosenthal noted the assumption is to reduce
the scope of work and cut approximately $500,000 from the proposed capital projects so
that a transfer from the General Fund would cover the expenses and no debt would need
to be issued.
Mayor Rosenthal requested Director of Public Works Little to review the Capital
Improvement Plan. Ms. Little reported that 35% of the Village’s streets are below
standard. Mayor Rosenthal asked Ms. Little to elaborate on how that is determined. Ms.
Little noted this is based on a survey of the full road condition conducted by a reputable
contractor. She noted streets are rated 0-100 and roads rated below a 70 are below the
accepted standard. She noted if roads drop too far below the rating of 70 then rather than
grinding and resurfacing roads will require full reconstruction. Ms. Little indicated this
rating system is used by Lake County and many neighboring municipalities. Mayor
Rosenthal asked how Deerfield compares to other municipalities. Ms. Little stated
municipalities greatly vary in the condition of their roads.
C.O.W; February 4, 2013
Trustee Farkas asked if there are any areas of the proposed plan that can be reviewed and
recalculated to find reductions in cost. Assistant Village Engineer Phillips reported the
Street Rehabilitation Program is an itemized cost and specific roads can be removed. He
also noted that if it is an aggressive market then contractors’ prices will be lower than
projected.
Ms. Little briefly listed each project comprising of the Capital Improvement Plan. The
following projects warranted discussion:
Street Rehabilitation Project – Ms. Little reported a $2 million project is proposed
this year and will be followed by two smaller years of $1.5 million. Additional
Motor Fuel Tax funds are available and reflected in the proposed plan.
Deerfield Road Reconstruction – Consists of Phase III engineering in preparation
for construction in 2014.
Lake Cook Road – Village’s portion of construction consisting of water main,
sanitary sewer and sidewalk work.
Roadway Condition Evaluation – Consists of the Infrastructure Management
Services (IMS) street condition survey and sign condition inventory to comply
with federal reflectivity standards.
Pfingsten/Kates Road Rehabilitation – Pfingsten/Kates Road is proposed for
rehabilitation in 2014. Trustee Benton noted that due to the reconstruction of
Lake Cook Road by Cook County this year, Pfingsten/Kates Road will receive a
high level of detour traffic.
Lake Eleanor/Heather Road Reconstruction – Ms. Little noted it is important to
complete Heather Road prior to Deerfield Road construction because it will likely
receive a lot of diverted traffic. She noted both Heather Road and Lake Eleanor
have very poor water main conditions.
Lighting System Improvements – Consists of wiring and lighting pole upgrades
on Hazel Avenue. Trustee Oppenheim asked if this could be postponed. Ms.
Little noted reliability would decrease and recommended deferring funding for a
different project. Trustee Farkas asked if efficiencies could be gained if design
and construction were completed concurrently. Mr. Phillips reported the
Village’s approach is to redo lighting systems in conjunction with major roadway
projects. Trustee Seiden noted that in general, proposed numbers in future years
of the plan tend to decrease and asked if this is accurate of if the Board should
expect these proposals to increase as those years approach. Ms. Phillips noted the
projections are as accurate as possible but the water system is a driving force
behind infrastructure projects. Ongoing improvements to the water system will
help reduce large infrastructure projects and this highlights the importance of the
street rehabilitation projects.
Improvement at Satelite Wastewater Facilities- Consists of cable replacement at
the Wilmot Road pump station, diagnostic testing on all pumps and rehabilitation
of the Pfingsten Road pump station. Trustee Struthers noted this will save the
Village money in the long run and will prevent emergency repairs.
Village Center Redevelopment – Consists of Deerfield Road pedestrian crossing
upgrades to rapid flashing beacons at Pine Street and Jonquil Terrace,
replacement of 30 LED streetscape lighting systems, and improvements to the
pedestrian rail road crossing at North Avenue.
C.O.W; February 4, 2013
Public Building Improvements- consists of rehabilitation of asphalt pads at the
storage yard and security improvements to the Public Works Facility.
Sewer Projects – Consists of inflow and infiltration consulting services and
improvements, as well as the sewer lining program.
Water System Projects – Consists of contractually obligated costs with the
Metropolitan Water Reclamation Facility for Telemetry at Reservoir 29A, as well
as funds to conduct elevated tank maintenance and continue the remote meter
reading program.
Mayor Rosenthal asked Ms. Little how she would propose to cut $500,000 from the
Capital Improvement Plan. Ms. Little noted she would suggest reducing the Street
Rehabilitation Program and postponing the Village Center lighting system improvements.
Manager Street noted staff would research the opportunity for grant funding in future
years to install the lighting system improvements. Mayor Rosenthal requested staff to
reduce the Capital Improvement Plan by approximately $500,000 so that a $2 million
General Fund transfer would cover the cost of the projects.
Village Board Packet Devices
Computer Systems Coordinator Matthew Weiss reported that the current Village Board
laptops are nearly six years old, no longer serviceable and replacement parts are
unavailable. The installed operating system will shortly be unsupported and the laptops
are not optimal candidates for upgrades.
He noted funds have been budgeted for Board devices in the current fiscal year. He noted
the Board received a memo outlining three options: (1) laptop, (2) tablet, and (3) bring
your own device. He noted each option has their own merits and detractions but he gets
the sense that the Board would like a smaller device.
Mayor Rosenthal asked Mr. Weiss what device he would recommend. Mr. Weiss noted
that based on the input he has received from the Board up to this point he would
recommend the ipad.
Trustee Oppenheim noted that she prefers to keep her Village materials separate from her
personal materials, uses the Board device for word processing and is concerned about
viewing large drawings and plans. Mr. Weiss stated that large drawings and plans can
easily be viewed on the ipad as it is very easy to zoom. Trustee Oppenheim asked if the
ipad has all functionality the Board requires including the ability to annotate. Mr. Weiss
noted the ipad will be able to fully meet the needs of the Board and requires very little
maintenance.
Trustee Seiden asked about the loss of functionality to view videos with the ipad. Mr.
Weiss noted that applications are available for download to enhance video functionality.
Trustee Seiden asked Mr. Weiss to explore Microsoft tablets as well.
Trustee Farkas stated that the need for a laptop is antiquated and he supports the
recommendation for the Board to switch to ipads. He noted that the Board will require
print outs of materials on occasion.
C.O.W; February 4, 2013
Trustee Struthers concurred with Trustee Farkas and noted that she is concerned about
printing. Mr. Street noted that print outs can be made available at Village Hall if Trustees
cannot print at home.
Trustee Seiden noted two reservations. He reported that he currently uses an ipad and the
agenda bookmarks do not function properly and printing at home can only be done
wirelessly without transferring materials to a different device. Mr. Weiss noted
applications are available to ensure the agenda packet will function as designed.
Mr. Weiss noted purchasing ipads will result in a significant savings. Manager Street
reported that staff will further research the ipad to ensure that it will meet all the Board’s
requirements and is the best option available.
Adjournment
Trustee Benton made a motion to adjourn. The motion was seconded by Trustee
Oppenheim.
The meeting adjourned at 7:25 p.m.
Respectfully Submitted,
Andrew S. Lichterman
Assistant to the Village Manager