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03/06/1995March 6., 1995 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, March 6, 1995, at 8:00 P.M. The Clerk called the roll and announced that the following were: Present: Bernard Forrest, Mayor Marvin W. Ehlers John H. Heuberger Harriet E. Rosenthal Edwin B. Seidman Vernon E. Swanson Michael Swartz and that a quorum was present and in attendance. Also present were Village Manager Robert Franz and Attorney Sheila Beary. Trustee Seidman made a motion, seconded by Trustee Swartz, to approve the minutes of the previous meeting. The motion passed unanimously. PROCLAMATION -GIRL SCOUTS Mayor Forrest read a proclamation BE YOUR BEST DAY declaring Tuesday, March 14,•1995, Girl Scouts' Be Your Best Day in Deerfield. Trustee Rosenthal made a motion to accept the proclamation. Trustee Heuberger seconded the motion. The motion passed unanimously. Several girl scouts were in attendance to accept the proclamation. CONSENT AGENDA CABLE ADVISORY BOARD An ordinance changing the name of the NAME CHANGE Cable Advisory Board to the Cable and Telecommunications Commission. First Reading. ORDINANCE 0 -95 -8 An ordinance providing for the filing of PROVIDING FOR FILING OF the 1995 -1996 tentative annual budget. TENTATIVE ANNUAL BUDGET First Reading. Trustee Swartz made a motion for a waiver of the rules to allow the ordinance to be voted on at first reading. Trustee Rosenthal seconded the motion. The motion passed unanimously. Trustee Seidman moved for adoption of the ordinance. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) The tentative budget will be available for review in the Village Manager's office and the Deerfield Public Library as of March 16. NEW BUSINESS ANALYSIS AND AWARD OF BID Mr. Soyka reported that four bids were FOR DEERFIELD ROAD received for the Deerfield Road RESURFACING PROJECT rehabilitation project. Mr. Soyka recommends that the low bid of Peter Baker and Son, in the amount of $475,994.20 be accepted. Trustee Seidman made a motion to accept the bid of Peter Baker and Son in an amount not to exceed $475,994.20. Trustee Ehlers seconded the motion. The motion passed by'the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) SUPPLEMENTAL RESOLUTION Mr. Soyka reported that $24,000 in AUTHORIZING ADDITIONAL Motor Fuel Tax Fiinds, over and above the MOTOR FUEL TAX FUNDS $520,000 earmarked last year, is needed to cover the costs of construction and engineering for the Deerfield Road Resurfacing Project between Waukegan Road and the east Village limits. Board members felt that clarification and reconciliation are needed, and Mayor Forrest indicated he would like to see a breakdown of project costs. Trustee Swartz made a further discussion of motion carried unanimi RESOLUTION R -95 -03 RE DEERFIELD /CARLISLE TRAFFIC SIGNAL CONSTRUCTION motion, seconded by Trustee Ehlers, to table the matter until the next meeting. The :)usly. A resolution authorizing the use of $61,000 in Motor Fuel Tax funds for the Deerfield /Carlisle traffic signal construction. Trustee Seidman made a motion, seconded by Trustee Heuberger, to approve the resolution. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) AUTHORIZATION TO ACCEPT Mr. Soyka reported that Barton - Aschman PROPOSAL FOR ENGINEERING prepared the successful grant SERVICES FOR THE LAKE application to provide continuous COOK ROAD PEDESTRIAN pedestrian sidewalks and other IMPROVEMENTS PROJECT amenities to link the new Metra station with employment and other sites within a half -mile radius in the Villages of Deerfield and Northbrook. At the request of Mr. Soyka, Barton - Aschman has submitted to the Village an engineering proposal to provide the necessary engineering to complete the project. The amount of their proposal is $74,944. Mr. Soyka recommended that the bid be accepted. So as to not jeopardize funding, he further suggested that acceptance of the Barton - Aschman proposal be held in abeyance until all formal agreements between IDOT and the Village are signed. Mr. Soyka has a letter of intent from the Village of Northbrook, stating that they will pay their share of the project costs. Trustee Heuberger indicated that he would like a sign -off or an acknowledgment that their Board has approved the payments. After further discussion, Trustee Rosenthal made a motion to accept the proposal of Barton - Aschman in an amount not to exceed $74,944, subject to sign off from Northbrook and approval of the federal grant. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) AUTHORIZATION TO AWARD Chief Anderson explained that it is time CONTRACT TO PURCHASE 3 to replace three unmarked vehicles used UNMARKED SOUAD CARS by investigations, youth officers, and patrol. The State bid is for the Ford Taurus, but the Police Department would prefer to purchase Chevrolet Luminas which have a larger interior and a heavy duty police package. Chief Anderson recommends accepting the bid of Celozzi - Ettleson Chevrolet in the amount of $47,788.22, less trade - ins of $8,775, or a net amount of $39,013.22. This amount is only $13.88 over budget. After discussion, Trustee Seidman made a motion to accept the bid of Celozzi - Ettleson Chevrolet in an amount not to exceed $47,788.22, less trade -ins of not less than $8,775, for a total cost of not more than $39,013.22. Trustee Swartz seconded the motion. The motion passed by the following vote: N 1 1 AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Soyka reported that in conjunction CONTRACT TO PURCHASE with the purchase of the three REPLACEMENT VEHICLE FOR vehicles for the Police Department, he DIRECTOR OF PUBLIC WORKS is requesting to purchase a Chevrolet Lumina, less the police package, to replace the 1988 Chevrolet Celebrity with 68,000 miles that he has been driving. Celozzi - Ettleson has quoted a price of $14,374. The 1988 Chevrolet Celebrity and a 1985 Dodge 600 would be traded in, which have an aggregate value of $1,420. Mr. Soyka recommends accepting the bid of Celozzi- Ettleson at a net cost of $12,954. Trustee Heuberger made a motion to accept the bid of Celozzi- Ettleson Chevrolet in a net amount not to exceed $12,954. Trustee Seidman seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) DISCUSSION SWALCO CONTRACT UPDATE Mr. Seidman reported that the SWALCO contract has been tabled for thirty days to give the attorney time to address issues involved in the possible lawsuit by the unsuccessful bidder on the intermediate processing facility project. GUARD RAILS Trustee Swartz commented that the Village should vigorously pursue with IDOT the matter of getting guard rails on Waukegan Road at the site of last year's fatal accident. Even though there is no grade differential at that location, there is a high school nearby, and a guard rail would improve safety in that location. LAKE COOK ROAD WIDENING Trustee Rosenthal inquired about what progress the Village is making in opposing the possible widening of Lake Cook Road from the tollway to Highway 41, and she urged continued vigilance in this matter. LAKE COOK ROAD CONSTRUCTION Mr. Franz reported that -Lake Cook Road will be down to one lane in each direction from 9:00 -3:00 each day for about a week, starting as early as tomorrow, due to construction on the underpass project. EXECUTIVE SESSION Trustee Seidman made a motion, seconded by Trustee Swartz, to go into executive session to discuss land acquisition. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) ADJOURNMENT There being no further business to discuss, Trustee Rosenthal made a motion, seconded by Trustee Heuberger, to adjourn the meeting. The motion passed unanimously, and the meeting was adjourned at 8:40 P.M. ATTEST: Village Cler APPROVED: 3