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05/15/1995May 15, 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, May 15, 1995, at 8:00 P.M. The Clerk called the roll and announced that the following were: Present: Bernard Forrest, Mayor Marvin W. Ehlers Harriet E. Rosenthal Edwin B. Seidman Vernon E. Swanson Michael Swartz Absent: John H. Heuberger and that a quorum was present and in attendance. Also present were Village Manager Robert Franz and Attorney James Stucko. Trustee Swartz made a motion, seconded by Trustee Seidman, to approve the minutes of the previous meeting. Trustee Ehlers suggested that paragraph four of the section on the Prairie Wolf Slough Wetlands Demonstration Project should be changed to read, "There was discussion regarding access to the trail. Mayor Forrest stated that he would not be in favor of publicizing access through the North Trail subdivision." Trustee Rosenthal suggested that in paragraph six of the section regarding the water transmission line to Riverwoods, the word "eventuality" should be changed to "problem." The motion to approve the minutes as amended passed unanimously. BILLS AND PAYROLL Trustee Rosenthal made a motion, seconded by Trustee Ehlers, to approve the Bills and Payroll. The motion passed by the following vote: AYES: Ehlers, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) PROCLAMATION - CLEAN UP/ Mayor Forrest read a proclamation FIX UP DAY designating May 20, 1995, Clean Up/ Fix Up Day in Deerfield. He urged all governmental agencies, businesses and residents to participate in a Village -wide effort to improve the general appearance of the community. Trustee Rosenthal made a motion to accept the proclamation. Trustee Swartz seconded the motion. The motion passed unanimously. Village Intern Kelly Cramer will be in charge of this year's program. She summarized the plans for Clean Up /Fix Up Day. Mr. Franz added that sometime this summer the Fashion Floors building will be painted to match the new colors on the Frost Building. REPORTS REPORT AND RECOMMENDATION The proposed expansion of Walden School OF PLAN COMMISSION RE requires an amendment to their Special WALDEN SCHOOL SPECIAL Use. At this time the school district USE - TWO CLASSROOM is requesting only the approval for two ADDITION additional classrooms at the west end of the building. Construction of the classrooms would be done during the summer in preparation for fall occupancy. It is the recommendation of the Plan Commission that the petitioner's request for an amendment to a Special Use to permit the construction of the two classrooms be approved, and that the remainder of the petition be continued to the June 22, 1995, continued public hearing. Mary Oppenheim, President of the School District 109 Board of Education, was in attendance to discuss the proposed construction. She reiterated that the process to obtain the required special use 1 Il i J I� permit for other proposed construction is still under way and still incomplete, and that this request is for the two rooms at the west end of Walden School only. The school district hopes to begin construction of these rooms as soon as school is out. Trustee Seidman made a motion to approve the recommendation of the Plan Commission and to direct the Village attorney to prepare the necessary ordinance. Trustee Swartz seconded the motion. The motion passed unanimously. G.F.O.A. CERTIFICATE Mayor Forrest presented Finance Director OF ACHIEVEMENT George Valentine with a plaque from the Government Finance Officers Association. This is the eleventh year that the Village has received the Certificate of Achievement for Excellence in Financial Reporting. CONSENT AGENDA ORDINANCE 0 -95 -19 RE An ordinance approving a Class A Special LILI'S FASHIONS Use in the Commons Shopping Center for Lili's Fashions (Dressmaker /Tailor). First Reading. Trustee Seidman made a motion for a waiver of the rules to permit the ordinance to be voted on at first reading. Trustee Swartz. seconded the motion. The motion passed unanimously. Trustee Seidman made a motion to adopt the ordinance. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Rosentha NAYS: None (0) ORDINANCE 0 -95 -20 RE BUSINESS SIGN AT HYATT wall at the entrance of First Reading. 1, Seidman, Swanson, Swartz (5) An ordinance amending a previously approved PUD signage plan to permit installation of a business sign on the 104 Wilmot Road - Hyatt Deerfield Campus. Trustee Seidman made a motion for a waiver of the rules to permit the ordinance to be voted on at first reading. Trustee Ehlers seconded the motion. Trustee Swartz felt that a waiver of the rules is not warranted in this instance. Trustee Swanson agreed. A roll call was taken and the waiver of rules was granted by the following vote: AYES: Ehlers, Rosenthal, Seidman (3) NAYS: Swanson, Swartz (2) Trustee Seidman made a motion to adopt the ordinance. Trustee Swartz seconded the motion. The motion passed by the following vote. AYES: Ehlers, Rosenthal, Seidman, Swartz (4) NAYS: Swanson (1) OLD BUSINESS AN ORDINANCE RE CHANGE An ordinance amending Chapter 20 of the IN REQUIREMENTS FOR Municipal Code of the Village of LETTERS OF CREDIT Deerfield, Illinois of 1975 and Section 4 -103 of the Village of Deerfield Development Code. First Reading. Mr. Stucko explained that the changes raise the requirements for a letter of credit from 1100 of the total cost of improvements to 125% with a review every two years. Changes to the Zoning Ordinance require a public hearing before the Plan Commission. These amendments to the Municipal Code may be made without a public hearing. Pa RESOLUTION R -95 -08 A resolution accepting a grant of ACCEPTING GRANT OF easement from School District 109 for the EASEMENT FROM SCHOOL construction of a water main and water DISTRICT 109 lines. Mayor Forrest inquired if the water drainage problems being experienced by some residents along Deerfield Road have anything to do with the easement issue. Mr. Soyka responded that this is a blanket easement for the entire school district property. The water drainage problems are not related to this issue. Mr. Franz commented that the drainage problems have existed for a long time, and that District 109 is attempting to solve them. Resolution of the matter should not require Village involvement. Mayor Forrest asked Mr. Soyka why the Village ordinance grandfathers storm water requirements. He feels this issue should be examined, and he asked staff to investigate. Trustee Seidman made a motion to approve the resolution. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) NEW BUSINESS ANALYSIS AND AWARD OF Three bids were received for construction BID FOR PHASE IV of the Phase IV Streetscape project STREETSCAPE (Rosemary to Park Avenue). The low bid was made by Schaefges Brothers in the amount of $996,395. The budgeted amount is $850,000, and the revised engineer's estimate of probable cost for the project is $914,255. Lower prices on various line items were negotiated with Schaefges Brothers, who agreed to a total cost reduction of $82,431, for a revised contract amount of $913,964. Mr. Soyka commented that with tight field supervision and coordination, some additional cost reductions will be obtained. Consideration was given to rebidding, but it was decided that this would cause delay and would not result in an improved bid. It is therefore the recommendation of the Director of Public Works and Engineering that the project go forward and that the contract be awarded to Schaefges Brothers at the revised cost of $913,964. Mr. Soyka discussed how bid cost reductions were achieved, such as by changing from Class C to Class D pavement patching. Trustee Swanson led a discussion on the appropriateness of the process used in awarding the bid. Trustee Seidman expressed concern regarding the durability of a brick crosswalk. Trustee Rosenthal made a motion to accept the bid of Schaefges Brothers in an amount not to exceed $913,964. Trustee Ehlers seconded the motion. The motion passed by the following vote: AYES: Ehlers, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) AUTHORIZATION TO RETAIN Mr. Soyka explained that RJN PROFESSIONAL ENGINEER Environmental Associates, Inc. AND PROJECT MANAGER FOR successfully completed the PHASE IV STREETSCAPE professional engineering services for the Phase IV Streetscape design. Additional services, including parking lot design, plan modification, and easement descriptions in the amount of $7,800 have been requested by the Streetscape Task Force. In addition, Mr. Soyka has requested RJN to provide the Village with a proposal for general contract administration and construction services relative to the project. They will provide full time construction 3 1 1 1 observation, with all required laboratory testing and contract administration, for an amount not to exceed $91,450. It is Mr. Soyka's recommendation that the bid for required additional design and the bid for contract and construction services, in a total amount not to exceed $99,250, be accepted, and that the August 15, 1994, agreement be amended to reflect the additional costs. Trustee Swanson questioned Mr. Soyka regarding steps the Village and RJN can take to lower the cost of.this project. He also commented that more.information, such as our past experience with the recommended bidder, should be .provided in recommendations submitted to the Board. Trustee Seidman made a.motion to amend the.agreement with RJN by approving additional services in an amount not to exceed $99,250. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) ANALYSIS AND AWARD BID FOR ELEVATED W, TANK REPAINTING Director of Public awarded to the low OF Four sealed bids were received for .,TER elevated water storage tank repainting. It is the recommendation of the Village consultant (Baxter and Woodman) and the Works and Engineering that the contract be bidder, Jetco Ltd., in the amount of $88,980. Mr. Soyka commented that the color of the tank can be changed if the Board so desires, and the Deerfield logo added. Adding the logo would.increase the price. The work will take about 45 days and is scheduled for the end of August. Trustee Swartz made a motion to accept the bid of Jetco, Ltd. in an amount not to exceed $88,980. Trustee Ehlers seconded the motion. The motion passed by the following vote: AYES: Ehlers, Rosenthal, Seidman, Swanson, Swartz (.5) NAYS: None (0) AUTHORIZATION TO RETAIN ENGINEERING CONTRACT ADMINISTRATOR AND INSPECTION SERVICE FOR ELEVATED WATER STORAGE TANK REPAINTING To insure that contract specifications are followed and to prevent costly overspray problems, general contract administration.and inspection services are required for the elevated water tank repainting. It is the recommendation of the Director of Public Works and Engineering that the Board accept the proposal of Baxter and Woodman to provide these services in an amount not to exceed $7,600. After discussion, Trustee Swartz made a recommendation to accept the bid of Baxter and Woodman in an amount not to exceed $7,600. Trustee'Ehlers seconded the motion. The motion passed by the following vote: AYES: Ehlers, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0). ANALYSIS AND AWARD OF Three bids were received for the BID FOR 1995 STREET construction contract for the 1995 Street REHABILITATION PROGRAM Rehabilitation Program. The project involves eight streets totalling more than two miles. It is the recommendation of the Village consultant (Ciorba Group) and the Director of Public Works and Engineering that the contract be awarded to the low bidder, Alliance Contractors, for the price of $467,690. Trustee Seidman made a motion to accept the bid of Alliance Contractors in an amount not to exceed $467,690. Trustee Swartz seconded the motion. The motion passed by the following vote: 4 AYES: Ehlers, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) AUTHORIZATION TO EXTEND Schroeder & Schroeder has agreed to a CONTRACT WITH SCHROEDER contract extension for the 1995 Sidewalk & SCHROEDER RE 50/50 and Curb Replacement program. The SIDEWALK AND CURB contractor will perform the work for the REPLACEMENT PROGRAM same unit prices as in 1991 -1994 which are: Sidewalk - $2.65 /square foot and Curb - $11.95 /lineal foot. Mr. Soyka has been pleased with the past performance of the contractor. It is therefore the recommendation,of the Director of Public Works and Engineering that the Board extend the contract with Schroeder & Schroeder for an additional year at the 1991 unit prices. Trustee Ehlers made a motion to extend the contract of Schroeder & Schroeder at the existing rates for sidewalk and curb construction. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) DISCUSSION RE STRIPING Mr. Soyka provided Board members with PLANS FOR OSTERMAN AVE. two alternative methods of pavement striping for Osterman Avenue. Alternate A incorporates all the recommendations of the Village's traffic consultant, Paul Box and Associates, including a center turning lane. Alternate B shows individual turning lanes. Mr. Soyka recommends that Alternate A be selected. Police Chief Anderson concurs that the best choice is Alternate A. After discussion, Trustee Ehlers made a motion to select the Alternate A striping plan. Trustee Swartz seconded the motion. The motion passed unanimously. AUTHORIZATION TO APPOINT, George Valentine made a recommendation AUDITOR to appoint Crowe Chizek as auditors for fiscal year 1994 -1995. Their fee is $13,875, the same amount as last year. Trustee Seidman made a motion to accept the proposal of Crowe Chizek for an amount not to exceed $13,875. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) DISCUSSION DISCUSSION RE SANITARY Mr. Franz introduced an ordinance SEWER BILLING PROCEDURES involving sewer rates which was prepared by the Village Attorney after a discussion during the budget review process. Mr. Valentine explained that the purpose of the ordinance is to charge multi- family developments of four or more units sewer rates based on monthly water meter readings, as opposed to the current practice of determining those rates based on January water usage. After a brief discussion, it was agreed to hold the matter over to the next agenda since Trustee Heuberger (absent this evening) was the major proponent of this change. POWER OUTAGES Gerald Bowman, Public Affairs Director for Commonwealth Edison, reported on the eight recent power interruptions, six of which were caused by contractors at either Lake Cook Road or at the Optima development, and two of which were caused by failed underground cables. 5 J 1 1 WATER SAMPLES Trustee Seidman reported that 1/3 of the water samples have been tested so far, and all have been found to be below the acceptable maximum lead levels. ADJOURNMENT There being no further business to discuss, Trustee Rosenthal made a motion, seconded by Trustee Swartz to adjourn the meeting. The meeting was adjourned at 9:12 P.M. ATTEST: Village Clerk 1 1 APPROVED: L Mayor