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
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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
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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:
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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.
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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
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APPROVED:
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Mayor