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04/18/1983190 April 18, 1983 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by the Mayor in the Council Chamber of the Village Hall on Monday, April 18, 1983 at 8:02 P.M. The Clerk called the roll and announced that the following were Present: Bernard Forrest, Mayor Jerold L. Heisler Cynthia J. Marty Vernon E. Swanson J. Robert York Absent: Edwin B. Seidman and that a quorum was present and in attendance. Also present were Village Manager Robert D. Franz and Village Attorney Allan I. Nathan. Trustee Marty moved, seconded by Trustee Heisler, that,the minutes of April 4, 1983 be approved as presented. Motion carried unanimously. APPROVE WARRANT Trustee Heisler moved, seconded by Trustee NO.W- 83 -04. York, that the bills and payroll, including transfers and reimbursements be approved. Motion carried on following vote: AYES: Heisler, Marty, Swanson, York (4) NAYS: None (0) TREASURER'S REPORT Finance Director Geo. Valentine reported that the sales tax receipts have not been received for January sales. Responding to a question by Mayor Forrest, Mr. Valentine stated that when the State "gets in a financial bind" they slow up their remittances.of monies they have collected. He further stated that the General Fund revenues are over budget projections with other revenues close to or consistent with patterns of the last sever- al months. He added that expenditures remain at or close to projections with the exception of the Sewer and Water Departments. The July and Decem- ber flooding coupled with increased costs for the Digestor Cover at the sewer treatment plant pushed the Sewer Department fund over projections. Higher than anticipated costs of the telemetering system and the 5MGD pump resulted in Water fund expenditures exceeding projections. He com- mented that 1982 property tax remittances from Cook County are starting to come in, and the Village should start receiving (about July) Lake Coun- ty's portion of 1982 property taxes. Mayor Forrest thanked Mr. Valentine for his report. PRESENTATION Mayor Forrest announced that a!few years ago 1983 BEAUTIFICATION AWARD the Board had establish d a beautification DEERFIELD BAKERY award to give public re2ognif1` 6n­.to local businesses for their contribution to the Village. He went on to say, "Tonight it's my privilege to.present - the award for 1983 to the'Schmidt family who own and.operate the Deerfield Bakery. The remodelling and renovation of the bakery has greatly enhanced' the appear- ance of the Village.. I'm told, there's more to be done,...landscaping which will add to the improvements." ..._: At Mayor Forrest's request, Mr. Henry Schmidt introduced members of his family. The Mayor commended Mr. Schmidt-stating, "You have done a very beautiful job. On behalf of the Board of Trustees, the Village Staff, and all the residents of the community, I'd like to present this award to you which I hope you'll display in a prominent place." Mr. Schmidt accepted the plaque while those present warmly applauded the presentation. Ma�or Forrest welcomed members of.Den 3, Scout Pack 450, and thanked them. for attending the Board meeting. 8:10 P.M. Trustee Heisler moved; seconded by Trustee Marty, to recess the meeting.for a swearing -in ceremony of the new Trustees. ABSTRACT OF RETURNS of an election held April 12, 1983 in and for the Village of Deerfield, Illinois The undersigned canvassing board of the Village of Deerfield has met and canvassed the precinct returns of the aforesaid election. Upon completion thereof we hereby set down the following abstract of votes received by the candidates for the office listed: OFFICE CANDIDATE Village Trustee Cynthia Marty Robert York Edwin Seidman Gerald Bard Library Trustee Rosemary Sazonoff Charlene Reich All of which is hereby certified. April 18, 1983 Signed Date Signed Signed VOTES RECEIVED 1081 1014 878 765 1149 1082 1 !. 9 l Mayor Forrest announced that prior to the Board meeting, �he Ca nv ass Board had met:officially and recognized the candidates who had won the election, all sit- ting 'at the bench except for Trustee Seidman who was out of town. He then read a humorous poem written_by Assistant Village Manager for the Trustees - elect. Thereafter, the Clerk swore -in Trustees Cynthia J. Marty and J. Robert York. The Board reconvened at 8:30 with all members present and in attendance. Mayor Forrest announced that on May 9, the Board will interview any candidate who wishes to come forward seeking appointment to the Village.Board for the unexpired term.of Marvin Ehlers (extending to April, 1985). He stated that he was hopeful that the response would be as' _wide as possible. He'added that the interviews will be public. Candidates will be asked to make a two or three minute statement.as to why they seek appointment and asked to answer questions'by the Board. They may make a speech if they so desire. He stated that all candidates should get a copy of the Annual-Budget-passed that evening and study it thoroughly. He.recommended they also read an article available in the Village Hall on infrastructural conditions. PUBLIC HEARING Federal Revenue Sharing Budget Finance Director George Valentine explained that if a'municipality is to re- ceive revenue sharing funds,.there.are certain steps that must be taken: 1) a Proposed Use Hearing for Revenue Sharing (held February 21, 1983 in the Village Hall), and 2) a Revenue Sharing Budget Hearing must be held before the passage of 'a Village budget which includes the use of revenue sharing funds. The Revenue Sharing Budget included in the Village-Budget for 1983 -84 antici- pates the extension of-the current Revenue Sharing Act, but notes that the sharing could end September 30, 1983. If .revenue sharing continues as antici- pated, there will be,roughtly $243,.000 available. In which case, the Finance Committee recommends that, as in.the past, some of these funds be used to abate Debt Service levies whereby to maintain a level Debt Service'levy over the years. Such abatement is basically the only expenditure shown for revenue sharing this year. Mr. Valentine invited questions or comments from the Board.and residents present. There being no one wishing to be heard, Trustee Marty.moved, seconded by Trus- tee Heisler, to adj.ourn the hearing. Motion carried unanimously. PUBLIC HEARING 1983 -84 ANNUAL BUDGET .Mayor Forrest read his Budget Message, a,copy of which.is attached and made part of these minutes. He- announced that the budget had been posted:on: the bulletin board in the Village Hall and the Village Library since March 21, 1983. He asked if there were any questions on the budget in its final draft form. None were forthcoming. He then stated that Mr. Thomas Parfitt, Chairman of the Library Board, was present to answer questions from'the public. -No one wished to be heard. ,1 Thereafter, upon motion by Trustee Marty, second by Trustee Swansoni, and unani- mous Board approval, the hearing was adjourned. C.C.P.A. AGREEMENT Trustee Heisler moved,/ seconded by Trustee- AUTHORIZE MAYOR'S SIGNATURE Swanson, that Mayor Forrest be authorized to Deerfield and the Motion carried on sign the agreement between.the Village of. Combined Counties Police Association -- Deerfield Chapter. following-vote: AYES: Heisler, Marty, Swanson, York (4) NAYS: None (0) Officer John Elofson, President of the Deerfield Chapter of the.C.C.P.A., also signed the agreement. APPROVE 1983 -84 ANNUAL BUDGET ORDINANCE NO. 0 -83 -09 ' mously. 1 Trustee Heisler moved, seconded by Trustee Marty, to waive the rules.to permit passage upon first reading of the ordinance. Motion carried unani- 1.92 Trustee Marty moved, seconded by Trustee Swanson, that the Ordinance approving the 1983 -84 Annual Budget be passed. Motion carried on following vote: AYES: Heisler, Marty, Swanson, York (4) NAYS: None (0) AMEND WAGE & SALARY PLAN Amendment of the Wage & Salaryichanges discus - ORDINANCE NO. 0 -83 -10 sed in the Mayor's Budge/t MessAe (attached). Trustee Swanson moved, seconded by Trustee Marty,. that the rules be waived to permit passage.of the /ordinance upon first reading. Motion carried unanimously. Trustee Swanson moved, seconded by Trustee Marty, to pass the-ordinance amending the Wage and Salary Plan. Motion carried on following vote:. AYES: Heisler, Marty, Swanson, York (4) NAYS: None (0) CONSENT AGENDA FOURTH OF JULY STREET CLOSING RESOLUTION NO. R -83 -03 ZONING ORDINANCE AMENDMENT First reading DEr\INITION OF RESTAURANTS Trustee Marty moved, seconded by Trustee Heisler, to adopt the.Consent Agenda. Motion carried unanimously. SURPLUS PROPERTY DISPOSAL 2 SQUAD CARS ORDINANCE NO. 0 -83 -11 Village Manager Franz explained that the two new squad cars recently approved by the Board are.being delivered shortly and the two older cars they are replacing are•to be sold. In order to invite public bids on the older cars, the ordinance must be passed. Trustee Swanson moved, seconded by Trustee Marty, to waive the rules to. permit passage of the ordinance on first reading. Motion carried unanimously. Trustee Swanson moved, seconded by Trustee Heisler, to pass the ordinance authorizing the sale of two squad cars (1979 Ford LTD 4-dr.-sedan and 1978 Chevrolet 4 -dr. sedan). Motion carried on the following vote: AYES: Heisler, Marty, Swanson, York (4) NAYS: None (0) REAL ESTATE SIGNS First reading. ZONING ORDINANCE AMENDMENT Mayor.Forrest stated that he had observed four real estate signs (from four different realtors) on one corner on April 10, and added "I think that's abominable." He strongly urged realtors to police themselves and recommended that the ordinance.be changed to permit only one.- directional sign on a corner rather than two. Mr. Wm. Poole of Quinlan & Tyson Realtors was present and participated in a short discussion wherein the possibility of realtors setting up their own machinery to police themselves was suggested by Trustee Heisler. Trustee York was not in favor of the proposed 36" height limitation on signs on the right -of -ways as he felt this was "over regulation." However, Trustee Swan - sons and Marty pointed out that the restriction was the „same as for shrubs; trees, etc. since it was necessary to maintain an unobstructed sight -line at corners. Mr. Poole will report Board views to the realtor's association._ COMMONWEALTH EDISON PROPOSAL Mayor Forrest state&-that he wished to commend RELOCATION OF TRANSFORMERS Commonwealth Edison for their proposal to cor- KINGS COVE /COLONY POINT. rect power outages during overbank flooding in.the Kings Cove /Colony Point areas. He stated that they had responded with considerable responsibility-to A firm Village position and have agreed to ,raise (at their expense) eleven transformers along the Middle Fork creek. Trustee Marty moved, seconded by Trustee York, to approve the concept of the solution with Commonwealth Edison. Motion carried unanimously. l Mew Lam' J DRAINAGE DIST. CONSOLIDATION Mgr. .Franz stated that the legal opinion DISCUSS LEGAL OPINIONS regarding drainage districts consolidation which the Board had requested and received from the Village attorney, had been - forwarded to both the West Skokie Drainage District and the Union Drainage District No. 1. He.noted'that the -legal opinion suggested the easiest - approaches to consolidation of the two districts. He stated that Mr. Herbert Landon of the West Skokie District was present but that Mr. Berle Schwartz, attorney for the Union District,�was. not..He.,reported that Mr. Schwartz had'been attempting.to reactivate-the Union Drainage District's"Board of'Commis- sioners. Mgr. Franz-expressed disappointment that Mr. Schwartz was not present to explain the status of his efforts and why he favors-. reactivation rather than consolidation of ;the two districts.. He stated that the West Skokie District Commissioners were meeting the following evening and would appreciate.the Board's views as to how they should proceed. Trustee Swanson stated that he had some strong feelings in the matter and went on to say that: 1) he did not see that Mr. Schwartz was the.one to' make decisions for the Union.District, 2) Mr.':Schwartz has no legal'status'in tle matter other than representing,for . a fee, the Union District as their attorney, 3) the method of consolidation seems simple, and 4) he could probably find the missing Com- missioner who Mr. Schwartz has ._evidently not yet found. He added that the. Board had actually been dealing with an intermediary and suggested contacting the one Commissioner, Mr.. Philip Brill, known to live in Highland Park. Mgr. Franz stated that as far as he was.able to determine,the problem was lack of interest and cooperation among the district's commissioners'. Mayor Forrest stated that every day of delay increases the risk of flooding. He felt the matter had to be brought to a successful conclusion in order,.to get the Middle Fork cleaned out. Mr. Landon, Commissioner of the West Skokie Drainage District, stated that his district was stymied until the Union District was cleaned out.: He had taken it upon himself to search for court files in Cook County and was told they could not be found. He examined, however, files on-a lawsuit between the district and Horn rt Corp. which revealed that as of March 24,'1975':the'Commissioners for the Union District were: Ralph Brill, Denise Kodner, and Ludoslow Tybur.'.'._ After a short discussion the Board directed Staff to: 1) try to contact Mrs. Kodner and Mr. Brill, 2) check Lake County Court files regarding °the Union Dis- trict, and 3) ascertain whether Deerfield can petition Lake County to appoint a Board of Commissioners for Union Drainage District No. 1 under the circumstances. SPECIAL USE GRANTED Trustee Marty moved, seconded by Trustee Swanson, DRAPER & KRAMER SUBDIV. to waive the rules to permit passage of the ordi- LAKE-COOK RD. /W. OF GUN CLUB nance on first reading. Motion carried unani- ORDINANCE NO. 0 -83 -12 .� :'mously. Trustee Marty-.moved, seconded by Trustee York, that the Ordinance granting a Special Use to Draper & Kramer be passed. Mgr. Franz pointed oui�Gito.'the Board.that.a correction was needed in the legaiL.de scription, line 1,.-and would be.- made to read "Lot I of Deerfield Business Center ". Trustee Swanson noted that Staff had expressed concern regarding the possibility that emergency services responding to calls might confuse the Deerfield Business Center's name with 'businesses with similar names in.the downtown area. Draper & Kramer representatives did not share that concern, and it was determined that the Village would not be liable if such confusion should occur. The motion carried on following vote: AYES:* Heisler, Marty, Swanson, York (4) NAYS: None (0) Mgr. Franz drew the Board's attention to a letter from the Illinois Department of Transportation (IDOT) regarding a Greenwood Ct. and Waukegan Rd. traffic signal. He stated that originally the.State was unwilling to spend any money for signalization of a fourth leg of the intersection, necessary to permit' traffic from Greenwood Ct. the opportunity of ingress and egress which is blocked when Northbound_ Waukegan Rd. traffic is stopped at the Greenwood signal.' IDOT now states it will pay half of an estimated $11,000 cost for installation of another light, if Deerfield will pay the other half. Village. Engineer Jas. Soyka is of the opinion that the installation might be made for less money thereby reducing Deerfield's cost. Trustee Marty moved, seconded by Trustee York, that the Village participate in this endeavor at a cost to the Village not to exceed $5,500 from Ithe i 194 c 1982 -83 Budget. Motion carried °on following vote AYES: Heisler,-Marty, Swanson, York (4) NAYS: None (0) There being no further business to come before the Board, upon motion by Trus- tee Swanson, second by Trustee Marty, the Board meeting was adjourned at 9:25 P.M. APPROVED: Mayor TTEST: Village C erk 1 1 i 1 I BUDGET MESSAGE The annual budget review process provides the Village Board with the-oppor- tunity to evaluate both the quantity and the quality of services offered to Deerfield residents and businesses. There are very few private firms that are engaged in enterprises which vary as widely in nature and scope as those of municipal government. The demand.for increased services continues while, at the same time, there are growing constraints on.the revenue sources needed to provide them. As your elected representatives, we_._,must closely scrutinize all expenditure - proposals to assure that the services requested and approved are provided within acceptable levels of cost. The combined total budget for 1983 -84 is $8,006,233. Revenues projected for the next year must keep pace with increasing expenditures; resulting in an increase in real estate taxes of approximately 5.2 %. Deerfield, which is a. home rule municipality, currently receives 8.8% of the total.property tax bill. With the exception of the Library tax rate (which, by law, must levy through the Village), all rates of the Village are below the rate limits established by the State of Illinois - even for' non -home rule communities. Sales tax re- ceipts are estimated to be $11420,000. This sizeable and very important re- venue source reflects our continued efforts over the years to broaden the tax base while still maintaining the residential character of the community. Again this year, there will be no.increase in the number of full time personnel. However, in order to remain competitive in the municipal market, there will be a 5.5% increase in base wages for all.employees. During the flooding.disasters of 1982, we observed (under the worst of circumstances) just how dedicated and hard- working are our employees: They are the Village's greatest resource and must be compensated fairly for their efforts. This year, the 50/50 sidewalk and curb program will be expanded to encourage more participation by residents. This is a unique opportunity both to.share and to reduce costs of-improvements that benefit both the Village,and the in- dividual property owner. The Village will continue the Senior Subsidy Program with a $15,000 allocation for that purpose. Even though senior housing is'now a.reality in Deerfield, there are a number of elderly who still need financial assistance. This program provides a means of retaining as, residents those who ` have made significant contributions to Deerfield in the. past and now need our help to remain residents of the.community. Due to a reduction in funding from West Deerfield Township, the Village must allocate an additional $15,000 to .retain the Youth Social Worker employed in the Police Department. We are very proud in Deerfield of our Youth Services and wi 11. conti nue. to give a high priority to youth related programs. It should be noted, however, that considerable help is provided by volunteers such as the Drug Awareness Group that has not only helped Deerfield in youth related activi- ties but has also given our programs national attention. As provided by contract with the City of Highland Park, the Village will receive an automatic increase in water rates this year, which must be passed along to the residents. The average quarterly water bill should increase by approximately 12% as a result of this rate change - the first rate increase in three years. -1 I.. Also budgeted in the Water Fund is a study to determine possible alternative sources of water supply. Scavenger rates must also be increased during the* next fiscal year. The contract with Theta Systems,. Inc., calls for an annual rate increase based on a percentage of the Consumer Price Index. We continue to experience severe funding problems in our Motor Fuel Tax budget. The 1983 -84 budget projects monthly State allotments of approximately $19,000. Unfortunately, we are moving toward significant future deficits in this fund. Smaller cars and other fuel conservation measures, along with the decrease in our population, have resulted in declining MFT revenues in recent years. It is possible, however, that the State will increase th4'gasoline tax within the near future, thereby increasing municipalities' monthly allotments. In addition to the regular maintenance program, two major street projects are being funded in this budget. By leveraging local MFT funds, the Village will receive 70% Federal funding for: 1.) the reconstruction of Wilmot Road between Deerfield and Lake -Cook Roads and, 2) the resurfacing of Deerfield Road between Park Avenue and Wilmot Road. More than any other item in the budget, capital improvement projects require extensive planning and discussion. This dialogue is needed in order to priori- tize our long -range plans and to determine how they might be financed. Last year, 'in a. separate budget message, I called attention to the need for the Vil lage to finance a Street Improvement Program estimated to cost over $2 million. However, even before the funding issue could be resolved, the Village experienced the July, 1982, flood that cost homeowners in excess of $6 million in private property damage. Again in December, serious flooding occurred in the Village, clearly showing the need,for extensive improvements to our local storm and sani- tary sewer systems. Since then, the Village has retained an engineering consult- ant to study the entire system and to provide pre- design engineering recommenda- tions for improvements. The overbank flooding problems -in the Village are beyond the jurisdiction and resources of Deerfield. This is a multi - jurisdictional prob- lem involving the Federal Government, State of Illinois, Lake County, three Drain- age Districts, and several municipalities. Deerfield alone is spending considerable time and money in addressing our local flooding problems while., at the same time, vigorously pursuing implementation of the North Branch Floodwater Management Plan. Earlier this year, the Village Board 'loaned $200,000 to the Union Drainage District to clean the West Fork ditch. The Board has made the resolution of the storm and sanitary sewer problems its number one priority, and intends to determine in fiscal year 1983 -84 a means of financing the projects to meet this objective. However, the flooding of 1982 in no way lessens the need for the Village to address its street problems. As in most communities the age and size of Deerfield, our public facilities (particularly streets, sidewalks and curbs) continue to deteriorate at an alarming rate. At the same time, the Village has deferred the "Access Avenue" improvement that has been studied and recommended by the Village Center Development Commission. This project is essential in resolving some of the severe traffic prob- lems and parking deficiencies in the downtown area. It is hoped that a portion of this expenditure can be funded with Federal money under the Federal Aid Urban System Program. Nevertheless, this project has had sufficient study. .It is critical that the improvement begin this fiscal year, using a combination of both public and pri- vate financing. • =2- 1 In 1983, we must decide a means of financing the street, flood control and sewer inadequacy problems. We can ill afford to defer these improvements any longer if we intend to maintain the reputation of Deerfield as a desirable place both to live and work. Because of our excellent bond rating and extremely low general obligation debt, the Village has several financing options available to it. We will also explore the possibility of making loans to residents for flood control improvements on private property. This has.been suggested by the Flood Advisory Committee and will be considered along with other projects recommended by that group and by our engineering consultant. A major bond issue could be sold and /or a utility tax imposed. The proposed improvements and the methods for financing them will be explored in various public meetings prior to our deciding on a course of action. Each .year, the Village must allocate money for the principal and interest on outstanding debts. In relation to our annual budget, and compared to other taxing bodies, the allocation for this purpose in the 1983 -84 budget, in the amount of $588,113, is a rather small percentage of our annual expenditures. Deerfield's total' General Obligation debt is 1.2% of our assessed valuation. When considering t1hat non -home rule communities are allowed.a ratio of 8.6%, the Village - as. a 'home rule community - can take pride in its very low debt service obligations. In summary, the budget is the work of many to serve you, the presidents of Deerfield. Staff for their concerted efforts to budget We -in Deerfield are indeed fortunate-to be objective will be to maintain that position high quality services our residents have co April 18,' 1.983 people, both elected and appointed I commend the Village Trustees and within our. financial resources. in a sound financial position. Our while continuing to provide the me to enjoy and expect. BERNARD FORREST Mayor