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06/16/19801 i 4: June 16, 1980 The regular meeting of the President and Bbard -of Trustees of the .Village of Deerfield was called to order by the President in the Council Chamber of the Village.Hall on Monday, June 16, 1980, at 8:00 P.M. Deputy Clerk Marjorie Emery called the roll and reported that the following were Present: Bernard Forrest,'President Jerold L. Heisler Cynthia J. Marty Edwin B. Seidman J. Robert York Absent: Norma Gavin Vernon E. Swanson and that a quorum was.present and in attendance at the meeting. Also present were Mrs. Naomi Clampitt, Acting Village Clerk; James Stucko, Village Attorney; and Robert.D. Franz, Village Manager. Trustee Seidman moved, seconded by Trustees.Heisler, that the minutes of the meeting of June 2, 1980, be approved. Motion carried unanimously. APPROVE WARRANT Trustee Heisler moved, seconded by Trustee NO. W -80 -6 Marty, that Warrant No. W -80 -6, payment of bills, including fund transfers and reim- bursements, be approved for payment. Adopted by the following vote: AYES: Heiler, Marty, Seidman, York (4) NAYS: None (0) Trustee Seidman inquired of Finance Director George Valentine for details of the $1,200 payment to Eurus, as shown on the Treasurer's Report. Mr. Valentine explained that this was for reconstruction of parts of the computer system due to problems caused by failure of the air conditioning and also because of grit on the disks following the move of the equipment to the new Police addition. Trustee York asked about the $700 payment to Western Union and•it was explained that this was for the LEADS terminal and hardware. Trustee Marty moved, seconded by Trustee Heisler, that the Treasurer's Report be accepted. Motion carried by the following vote: AYES: Heisler, Marty, Seidman, York (4) NAYS: None (0) PUBLIC HEARING President Forrest explained that the Board of Trustees, RFP FOR CATV at an earlier meeting, had reviewed the Request For Proposal developed by the CATV Committee and had asked for comments. This Public Hearing was being held to permit anyone with comments to speak. Mr. Marvin Ehlers addressed the Board, referring to a written commentary which he had presented to President Forrest the week previously. He stated that one of his major concerns was in regard to the scope of the_activity, stating that in his view CATV would be putting a large electrical pipe into each home, capable of..many things. He discussed new techniques and capabilities of such a system. Further, he felt the agreement should contain constraints requiring each new kind of service to be very carefully controlled. He discussed tariff procedures for each new service. Mr. Ehlers told the Board that they were, in effect, sitting as the ICC or FCC, since no regulatory agency now exists for cable television. In discussing the revenue, Mr. Ehlers said he would encourage broadening the RFP in regard to what actually con- stitutes revenue, mentioning catalogue sales specifically. He then discussed security and - privacy aspects; service to nearby communities; and what could happen during the next fifteen years. He advised the Board to proceed slowly and carefully. Trustee Marty asked Mr. Ehlers whether he thought these matters he had discussed should be spelled out in the RFP or in the contract itself. Mr. Ehlers felt they should be in both, since the bidders should be aware of the constraints under which they would be bidding. A lengthy discussion followed'regarding the rapidly changing aspects of CATV. 1 Mr. D. Jeffrey Blumenthal, Chairman of the CATV Committee which developed the RFP, ,. told the Board that the Committee had developed a document which deals with philo- sophy: since there are many companies interested in bidding,:the Committee reasoned I 1.48 that the RFP should have flexibility and be tailored to the Village. , He stated, that the technology has changed just.in the past two weeks and we.can not wait for the ultimate system. Further, he was not certain that these points should be included in the RFP, stating that the competitive nature of the business saves' the Village from the nitty- gritty details. The FCC has chosen not to regulate CATV'now but they could take over; however, right now, the Village is in a position. to regulate the basic monthly charge. The franchise fee is fixed at.3% of gross revenue, according to the FCC. Projected revenue is roughly $1,000.per month at 3 %. Trustee Seidman asked whether, once the cable is in, the Village could control what was done. Mr. Blumenthal replied that we can ask for guaranteed service and comparable rates but perhaps we could not control new services. Mr. Ehlers said he was not arguing for inclusion of all new services but only wished to protect the Village and was warning about future controls. Mr. Blumenthal said that one of the key ares of concern is the fact that this will require major con- struction for installation and he wanted to be certain that the streets and other torn up areas were restored properly. Regarding security, Mr. Blumenthal said that only one company which has responded thus far can offer two -way service, and that the Committee is concerned about protecting security and privacy. Mrs. Donald Bauer, 420 Cumnor Court, suggested that more than three free channels be specified, projecting for future need. Mr. Blumenthal replied that three channels have a lot of capacity, pointing out the existing channels in our area and the programming which they presently carry. Trustee York asked whether Deerfield should consider extending this proposal to the neighboring communities which, he felt, are probably too small to interest CATV marketing people. Mr. Blumenthal said that this had been considered in depth. Highland Park has approached Deerfield to join with them; however, in order to keep control, we chose to operate unilaterally. Any other community wishing to be in- cluded would have to deal with the company eventually selected by Deerfield but, that we are not in the business of providing this service for other communities. Mr. George Schleicher, 1535 Dartmouth Lane, stated that he wants CATV in his home and complimented the CATV Committee on the excellent job they have done. He pointe out an ambiguity in the section requiring "...production equipment, facilities and personnel be made available at no charge for governmental, educational and public access use." He stated that this could be very expensive.if it required a pro- duction crew, lighting, and so forth, and that this cost would be passed on to the subscriber. He was concerned that without a more complete definition of what the company must provide, the cost could be, double or triple that of other communities. He stated that Rockford's monthly charge to the subscribers is $7.50. Rockford residents can see their City Council in action, but Mr. Schleicher did not know how that was paid for. His concern was that, if the Village asked for too much, the cost to the subscriber could be unnecessarily and prematurely raised. After further discussion, Mr. Blumenthal said that because this is a very competitive field, Deerfield could expect a full spectrum of responses from the RFP. Trustee Seidman, agreeing with - Trustee York, said he felt it would be a good idea to include some of the concerns mentioned at the Public Hearing as an addition to the end of the draft RFP. NOTE: After all agenda items were considered, Mr. Blumenthal and the members of the CATV Committee were recognized by President Forrest. The changes suggested had been incorporated in the RFP, and were reviewed by the President and Board at this time. The changes were approved and the Committee directed to prepare a final version of the RFP for distribution by the Village Manager. During the hearing, Mr. Paul Hertzberg, 1155" :Stratford Road, stated that he had been looking into CATV for the past two years for his advertising agency, and would be willing to offer any assistance the Village desired. President Forrest expresses his appreciation for the offer. LEAGUE STUDY RE::- President Forrest stated.,that Mrs. Naomi Clampitt, Acting VILLAGE CLERK Village Clerk, had read the report prepared by the League of Women Voters and had submitted a short report which he asked be made part of the League's report. Mrs. Marilyn Scholl, who Chaired the Study Committee, was present as were Mrs. Dee Dee Faulkner and Mrs. Edna Schade, members of the Committee. Discussion followed regarding the report of-the League. The recommendation stated that.the League advised that a referendum be held to change the Village Clerk position from elected to appointed, without regard to who . would hold,that position. Trustee Seidman asked whether the LWV felt it should be a separate position or part of another administrative position. Mrs.. Scholl said the Committee did not.address that question, feeling that it was very much the province of the President and Board of Trustees.. Highland Park is the only com- I 149 parable community which has an electedIClerk. The League's position is that in a Village of some complexity, with a paid. staff,a full time Clerk is not. necessary. WMr':-Stucko pointed out that'a Clerk is required by Statute. 'Mr's. Scholl stated that neither she nor any member of the Study Committee was °an,a'ttorney and that the wording suggested by them for the referendum question was --not necessarily the legal wording for the proposition. She also stated that she "spoke for the League in offering the full support of the members as-'far as edu- cational support for the referendum. Mr. Stucko stated that the form of the pro- position as submitted by the League was very good. After discussion regarding the Clerk's salary and when t'. he position would be changed from elected to appointed, the Village Attorney was directed to prepare the necessary Resolution for- consideration at the July 7th meeting. WATER The Architectural and Engineering Selection Committee SYSTEM has interviewed three firms regarding a water system STUDY analysis for the Deerfield distribution system. 'They will have a report and recommendation for the Board at the July 7th meeting. - ENFORCEMENT The report of Charles Smalley, Director of Building and PROCEDURES Zoning, regarding code enforcement procedures was dis- cussed. Trustee Marty moved, seconded by Trustee Heisler, that the report be accepted. Motion carried unanimously. The question as to whether the short or long form procedure should be used will be left to the discretion of the enforcement officers. INCREASE A N Chief of Police Richard Brandt's report regarding a CHARGE - SPECIAL recommended increase from $15 per hour to $18 for POLICE DETAILS special Police details was discussed. Trustee Seidman moved, seconded by Trustee Heisler, that the recommenda- tion be accepted and the charge-raised to $18.00 per hour. Motion carried unani- mously. DESIGN WORK - Village Engineer James Soyka's recommendation regarding OSTERMAN AND authorization to execute an Agreement for Engineer Ser- WAUKEGAN ROAD vice was discussed. Trustee Seidman moved, seconded by Trustee Marty, that Richard A. Miller and Associates, Inc. be.designated to do the design work for the throat widening on Osterman Avenue at Waukegan Road.fo1r.-.the:propo5ed,9% of-.project. Motion carried unanimously after clarification of'the question raised by Trustee Seidman regarding bidding procedures. Village Manager Franz explained that consulting and engineering services do not re- quire bids but rather quotes. Motion carried by the following vote: AYES: Heisler, Marty, Seidman, York (4) NAYS:. None (0) ORDINANCE - SPECIAL First reading was had on an ordinance granting special USES -- KNAAK BUILDING uses for expansion of the existing multiple use'structure and permitting required parking off -site for the Knaak Building, 701 Deerfield Road. ORDINANCE - VARIATIONS FOR THE KNAAK BUILDING REQUEST FOR EXTENSION - SUBMISSION OF FINAL PLAT Farm) be granted. First reading was had on an ordinance granting variations for the Knaak Building, 701 Deerfield Road. Trustee Heisler moved, seconded by-Trustee York-, that the request for extension of one year for submission of the final plat for Laurel Hill Woodlands Subdivision (Busse AWARD BID'FOR-LEGAL Discussion was had regarding the various methods of ADVERTISING determining costs for advertising. Because of past problems in comparing prices from different papers, this bi•d:Was requested for specific legals. Pioneer Press did not•cFioose to bid but would be happy to'print any legal for us. After discussion, Trustee Marty moved, seconded by Trustee York, that the bid be awarded to Singer Printing (News- Advertiser). Motion carried unanimously. AWARD BID FOR Public Works.Director,•Klasinski explained that specifica- THREE TRUCKS tions for bidders were purposely very broad to enable everyone interested to bid. Trustee Marty moved, seconded by Trustee York, that the bid for-three trucks be awarded to Northwest Ford Truck Sales,-Inc.* at the following bid prices: Dump Truck - $28,884; Pick -up - $7,709; Step Van = $11,684.34. Motion carried by the following vote: AYES: Heisler, Marty, Seidman, York (4) NAYS: None AWARD CONTRACT FOR Trustee Marty moved, seconded by Trustee Seidman, that MFT RESURFACING the bid for the 1980 MFT Asphalt Resurfacing be awarded to Peter Baker and Son, in the amount of $42,642.00. Motion carried by the following vote: AYES: Heisler, Marty, Seidman, York (4) NAYS:- None (0) RESOLUTION R- 80 -13: Trustee Seidman moved, seconded by Trustee Marty, that PREVAILING WAGE RATES the Resolution Establishing Prevailing Wage Rates be adopted. Motion carried unanimously. RF,P FOR SCAVENGER President Forrest directed that a separate section of SERVICE AUTHORIZATION the proposal be made for Bid Bond requirements. After discussion, it was decided that the difference in cost for once and twice -a -week service was about $1.50 per month. Trustee Heisler stated that if the additional $1.50 proved burdensome to Senior Citizens, and upon recom- mendation of the Human Relations Commission, the Village could and would make ar- rangements to give them relief from the added cost. Following that decision, the Board agreed that once -a -week service should be eliminated and all residents would receive twice -a -week service. Bids will be requested for several kinds of service, however - i.e., curb, back door, once -a -week and twice -a -week. Trustee Marty moved, seconded by Trustee Heisler, that receipt of Standard Disposal Service of Illinois'.letter of June 2, 1980 be acknowledged (said letter agreeing to terminate the existing contract on 8/31/80 rather than 12/31/80) and that the staff be authorized to seek bids for scavenger service, including the corrections noted, as soon as possible. Motion carried unanimously. TOWNSHIP /VILLAGE YOUTH WORKER AGREEMENT seconded by Trustee Heisler. Mr. Franz reported that the new Agreement between the Township and the Village for funding of the Youth Worker had been received and requested authorization for the President to sign the agreement. Trustee Marty so move Motion carried unanimously. VILLAGE CLERK REPORT Mrs: Clampitt. reported that she and Township Clerk Marilyn Craig would attend a workshop meeting on the 19th of June regarding new election procedures. President Forrest asked that she keep the Board informed. There being no further business to come before the Board, the meeting was adjourned at 9 :35 P.M. on motion of Trustee Seidman. ATTEST: t VILLAGE RK APPROVED: VILLA E PRESIDENT U 1