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04/17/2000April 17, 2000 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Forrest in the Council Chamber of the Village Hall on Monday, April 17, 2000 at 8:00 P.M. The Clerk called the roll and announced that the following were: Present: Bernard Forrest, Mayor Steve Harris Derek Ragona Harriet Rosenthal William Seiden Vernon Swanson Absent: John Heuberger and that a quorum was present and in attendance. Also present were Village Attorney James Stucko and Village Manager Robert Franz. APPROVAL OF MINUTES Trustee Ragona made a motion to approve the minutes of the previous meeting. Trustee Rosenthal seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Ragona made a motion to approve the Bills and Payroll. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) TREASURER'S REPORT George Valentine presented highlights from the March Treasurer's Report. Sales tax receipts for March (December .1999 sales) are 24% above last year (December 1998 sales). The twelve month total is 12% above last year. As of March 31, 2000, 100.8% of cash was invested at an average interest rate of 5.92 %, which compares with an average rate of 5.84% for the 90 -day Treasury Bill. REPORT ON DEPARTMENTAL OBJECTIVES, George Valentine presented the Report on FINANCE DEPARTMENT Departmental Objectives for the Finance Department. He reported that: • For the 16th consecutive year, the Village received the Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting. • The Village also received the Distinguished Budget Presentation Award. This was the ninth consecutive year to win the award. • The Annual Budget is being presented later in tonight's Board meeting. • The Department has met its objective of investing 97.5% of available funds at a rate equal to the 90 -day Treasury Bill. • The Tax Levy was passed December 20, 1999. • Continuing projects include financial planning for the redevelopment of the central business district, financial planning for infrastructure improvements, and implementation of the financial plan for water department improvements. • Upcoming projects include vehicle stickers and the annual audit and comprehensive annual report. GLENKIRK AWARD Mayor Forrest announced that due to the fine work done by the police department for the Glenkirk Association, the Village has recently been presented with that organization's annual Community Development Award. VISION 2000 UPDATE Mayor Forrest presented a progress report on the redevelopment of the Southeast Quadrant, the Southwest Quadrant, and South Commons. PUBLIC COMMENT John Lyons of 310 Forsythia, Alan Rohrbach of 1675 We -Go Trail, Ira Rosenblatt of 320 Forsythia, and Ed Ram of 1739 We -Go Trail, were in attendance to enlist the Village's support in their efforts to force the Toll Highway Authority to take additional steps to mitigate traffic noise problems in their neighborhood, specifically by building additional sound walls. They asked for the Village's help in organizing legal, technical and political support. They also asked that the Village use its influence to help persuade Walgreens to cooperate with them in their noise abatement efforts. After a twenty minute discussion of the various issues involved, Mayor Forrest commented that the Village should consider hiring a consultant and should -also work with Bannockburn, Northbrook, the park district and other governmental entities to increase their political clout. He asked that staff put together some ideas for discussion at the next Board meeting. PUBLIC HEARING ON 2000 -2001 Mayor Forrest called to order the public ANNUAL BUDGET hearing for the 2000 -2001 annual budget. He read his Budget Message, which is attached and made a part of these minutes. This year's total combined 'budget is $22,600,000, an 8.6% increase over last year. Using a pie chart, Mr. Valentine explained that the Village of Deerfield received 6.4% of the dollars from the 1998 property tax levy collected in 1999. Another pie chart showed the other sources of the Village's budget dollars, and a third pie chart showed how the budget dollars are spent. A graph was used to illustrate that the Equalized Assessed Valuation in Deerfield has risen sharply over the past ten years, while the tax rates have declined. There being no questions or comments, Trustee Rosenthal made a motion to close the public hearing. Trustee Swanson seconded the motion. The motion passed unanimously. ORDINANCE 0 -00 -12 APPROVING ANNUAL Trustee Ragona made a motion for a waiver of BUDGET FOR 2000 -2001, FIRST READING the rules to permit the ordinance approving the 2000 -2001 Annual Budget to be voted on at First Reading. Trustee Swanson seconded the motion. The motion passed unanimously. Trustee Ragona made a motion to approve the 2000 -2001 Annual Budget. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) VA ORDINANCE 0 -00 -13 AMENDING WAGE Trustee Ragona made a motion for a waiver of AND SALARY PLAN, FIRST READING the rules to permit the Wage'and Salary Plan ordinance to be voted on at First Reading. Trustee Swanson seconded the motion. The motion passed unanimously. Trustee Ragona made a motion to adopt the ordinance approving the Wage and Salary Plan. Trustee Seiden seconded the motion. The motion.passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) CONSENT AGENDA ORDINANCE 0 -00 -14 APPROVING An ordinance approving an amendment to the AMENDMENT TO THE PARKWAY NORTH Parkway North sign plan to allow the proposed CENTER PUD SIGNAGE PLAN, CARR wall sign for the Markel Corporation on the AMERICA, 10 PARKWAY NORTH BUILDING 10 Parkway North Building. Second Reading. ORDINANCE 0 -00 -15 AMENDING THE An ordinance amending the Municipal Code MUNICIPAL CODE RE GOVERNING to provide for regulations governing CONSTRUCTION WORK WITHIN VILLAGE construction work within the rights -of -way RIGHTS -OF -WAY by utility providers. Second Reading. Trustee Rosenthal made a motion for passage of the Consent Agenda and adoption of the ordinances: Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) OLD BUSINESS AUTHORIZATION TO AWARD CONTRACT The Engineering Department recommends that FOR STREETSCAPE DESIGN SERVICES a landscape architect be retained to conduct FOR THE SOUTHEAST AND SOUTHWEST a site inventory, review plans for the QUADRANTS OF THE VILLAGE CENTER, Deerfield Square and Deerfield Village Centre HELD OVER FROM 4/3/00 developments, and develop design concepts for Streetscape improvements. Proposals were requested from two firms. Ms. Little recommends that the Board accept the proposal from Douglas Hills Associates, Inc. to design and coordinate the downtown Streetscape adjacent to the redevelopment projects for an amount not to exceed $15,000. Mayor Forrest commented that the original Streetscape Committee should be brought back to help with this endeavor. Ms. Little agreed that this would be helpful. After discussion, Trustee Ragona made a motion to accept the proposal of Douglas Hills Associates, Inc. in an amount not to exceed $15,000. Trustee Rosenthal seconded the motion. The motion passed.by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) 3 RESOLUTION R -00 -06 ESTABLISHING A The proposal for a retiree health savings RETIREE HEALTH SAVINGS PLAN THROUGH plan through the ICMA Retirement Corporation THE ICMA RETIREMENT CORPORATION, was introduced at the April 3rd Board meeting. HELD OVER FROM 4/3/00 The matter was held over pending additional information about the plan from the Finance Director. Trustee Seiden commented that, having studied the information provided, he now is in favor of the plan, feeling that it is flexible enough and beneficial enough to satisfy most retiring employees. Other trustees agreed. Trustee Rosenthal made a motion to adopt a resolution establishing the retiree health savings plan through the ICMA Retirement Corporation. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0)' ORDINANCE 0 -00 -16 AUTHORIZING THE CONVEYANCE OF REAL ESTATE, PARCEL B OF THE SOUTH COMMONS DEVELOPMENT, FIRST READING $3,750,000. An ordinance authorizing the conveyance of the second portion of land for the South Commons Development to James Corporation. Payment for the parcel, which is west of York Avenue and north of Central Avenue, will be Mayor Forrest reported that since the closing on the property is to take place before the end of the month, a waiver of the rules is needed so that the ordinance can be passed on First Reading. Trustee Ragona moved for a waiver of the rules. Trustee Seiden seconded the motion. The motion passed unanimously. Trustee Ragona made a motion to adopt the ordinance. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) AUTHORIZATION TO APPOINT CHIZEK AS AUDITOR FOR FI 1999 -2000 a cost of $16,025. Last audit. NEW BUSINESS CROWE The Finance Director recommends the SCAL YEAR appointment of Crowe Chizek and Company LLP to audit the Village's financial statements for the fiscal year ending April 30, 2000 at year Crowe Chizek charged the Village $15,300 to do the Trustee Seiden made a motion to appoint Crowe Chizek as auditor for fiscal year 1999 -2000. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) AUTHORIZATION TO PURCHASE Three quotes were obtained for fan and REPLACEMENT FAN FOR TRICKLING related duct work replacement for the FILTER VENTILATION SYSTEM trickling filter ventilation system at the 4 Wastewater Treatment Plant. Staff recommends acceptance of the Midwest Furnace Company quote in the amount of $12,595. Although their quote is not the lowest, they propose to use a fan rated at 17,000 cfm, which.Mr. Soyka feels would be superior to the smaller fan proposed by the other two companies. After discussion, Trustee Rosenthal made a motion to authorize acceptance of the quote of Midwest Furnace Company in an amount not to exceed $12,595. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) AUTHORIZATION TO REPLACE EXCESS Two quotes were obtained for replacement of FLOW CHLORINATORS AT DEERFIELD AND two excess flow chlorinators at the Deerfield WARWICK PUMP STATIONS Road and Warwick Road pump stations. Staff recommends acceptance of the low quote of JM Process Systems in the amount of $13,300. The budgeted amount was $15,000. . Trustee Ragona made a motion to authorize acceptance of the quote of JM Process Systems in an amount not to exceed $13,300. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) DISCUSSION TRUSTEE IN THE TOWN Trustee Seiden reported that the next Trustee In the Town will be held on Saturday, April 22nd from 9:00 A.M. until noon at Firstar Bank. Trustees Ragona and Rosenthal will be in attendance. OUTDOOR LIQUOR SALES In March the Board passed Ordinance 0 -00 -06 regarding outdoor liquor sales. A blank was left in the ordinance regarding square footage. It is recommended that rather than try to come up with a specific seating area size, the ordinance will say that the square footage will be determined at the time a petitioner goes through the special use process with the Plan Commission and the Board of Trustees. The inclusion of this wording would.require ratification by the Board. Trustee Swanson made a motion to ratify the amendment to Ordinance 0- 00 -06. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) EXECUTIVE SESSION Mayor Forrest asked for a motion to go into Executive Session to discuss land acquisition. Trustee Ragona so moved. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden,'Swanson (5) NAYS: None (0) 5 ADJOURNMENT There being no further business to discuss, Trustee Ragona made a motion to adjourn the meeting. Trustee Swanson seconded the motion. The motion passed unanimously. The meeting was adjourned at 9:20 P.M. ATTEST: Village Clerk APPROVED: Mayor 6 1 1 :� tb�.�.. wua �..c.l .:.. >.aa..a.uJ�+4....r.� -'��� T' � ...�. ..___. _......... t..t..... _.C.._...�.. ..... .��....�.�.... ... .. .. a. ... _.. ..,. ._. �+.. c...._..: a�Y. w�.+.t la��� .u1:u�.i,�.{...i•�U�',.�i.'`� 1 VILLAGE OF DEERFIELD Mayor BERNARD FORREST BUDGET MESSAGE In presenting the 2000 -01 annual budget, I am very pleased to report that Deerfield is in excellent financial condition, a tradition in our community validated by the many awards received from financial institutions and the highest bond rating awarded municipal governments. Our primary objective, however, is not outside recognition but achieving the confidence of our taxpayers that their investment in the community is paying dividends in quality services and increased property values: The Village's combined total budget is $22,555,715 an 8.6% increase over last year's budget that is due almost exclusively to debt service bonds sold for redevelopment of the Village Center. Without this cost, which will be paid totally from Tax Increment Financing Funds, the increase in the overall budget would be 1.9 %. There will be no increase in personnel, or any major changes in basic operations or levels of service. For the ninth consecutive year, the Village wilf reduce the amount it receives from the property tax bill. Although we now receive less than 7% of the real estate taxes paid, this reduction reflects the Board's awareness of the public's concern with higher property taxes.. Developing alternative revenue sources and decreasing our dependence on property tax dollars has been, and will continue to remain, a high priority. And, for the tenth consecutive year, the Village has released surplus funds from the very successful Lake Cook Tax Increment Financing District. The amount distributed to local government agencies this past year was $6,790;000, bringing to $65,950,000 the total reallocated since 1990. Another very successful revenue sharing program initiated by the Village has proven most beneficial to the community. The Impact Fee Ordinance, passed in 1993, has generated over $2.2 million from three residential developments, all of which has been shared with the school districts, park district, library and fire district. The Village remains committed to assisting the Park District in financing a new Senior Center. However, this intergovernmental project must await a decision on the best location for that facility. Also in this budget is funding to meet the request of the Deerfield .Cemetery Association. for a wrought iron fence along Central Avenue on the south side of the cemetery. The Village will continue to maintain the cemetery as an important part of Deerfield's heritage. There will be no increase in either the water or sewer rates. However, the Village is in the final year of a five year contract with Allied Waste Systems. A decision will be made in the next few months on whether to extend the contract for scavenger services or rebid it. Further consideration may be given in the next fiscal year to implementing a Telecommunications Tax which would apply to all telephone customers in the Village. Money derived from this tax, already imposed by several neighboring communities, would be used for infrastructure improvements and, primarily, for street and sidewalk repairs. Although we have funded a $500,000 Street Rehabilitation Program annually, we are in danger of falling behind, running the risk that complete reconstruction will become necessary rather than basic resurfacing. If this tax is considered, the Board is committed to a corresponding tax decrease for homeowners so that there will be no increased burden on them. ocn %riai IVCrAKI Dnnr) rnCCDFIFI r1 111 INIl1K A(V)1S TP FPkr1AIF A47 94S CMO Consistent with this budget, the Village will begin paying the full costs for sidewalk repairs within the public right -of -way in.residential areas. Each year, the Village will inspect sidewalks and make repairs in one of the four quadrants. Rather than split the costs with residents on a 50150 basis, it was felt this change in policy was essential to preserving this critical part of our infrastructure. A project not specifically budgeted but under consideration is expanding the annex building located just north of the Village Hall. West Deerfield Township needs to address American Disability Act (ADA) issues and the need for more space to conduct business. Since the Village shares that building with the Township, this would be a joint undertaking. A committee is, currently exploring options on how best to coordinate an expansion with remodeling the lower level of the police department scheduled for this next fiscal year. Major capital projects scheduled in this budget are: a new two million gallon underground water reservoir at Mitchell Park and new transmission line from Highland Park to that facility; intersection and traffic signal improvements within the Village Center as part of the downtown redevelopment; continuation of the Street Rehabilitation Program; the installation of permanent traffic signals and a redesigned intersection at North Avenue and Waukegan Road; and reconstruction of the Deerfield Road bridge deck and sidewalks over the Middle Fork. Preparing the annual budget is a very thorough and time- consuming process and one which the Village Board takes very seriously. As taxpayers ourselves, we do all we can to hold the line on taxes without sacrificing the quality of services rendered. In-performing our job, we are grateful for the support of the many volunteers who serve on the various boards and commissions, and whose input is extremely valuable to our decision - making. Through this concerted effort, we will maintain our tradition as a community that is cost conscious in its spending but responsive to the needs of its citizens. BERNARD FORREST Mayor April 17,..2000 1 1 1 1 VISION 2000 DEERFIELD VILLAGE CENTER REVITALIZATION Progress Report April 17 2000 Southwest Quadrant (Deerfield Square): ➢ Doctors from the medical buildings at 831 Deerfield Road and 760 Osterman Avenue have occupied space in the new office building. Their buildings and the Frost building on Waukegan Road are scheduled for demolition this week. Work continues on the parking area in front of the new Walgreens which must be completed before Walgreens relocates to their new facility. That move is expected before the end of April. The old Bank One building will be vacated by the end of the month and, along with the Walgreens portion of the Commons, will be demolished in May. Southeast Quadrant (Deerfield Centre): ➢ The structural steel work is substantially completed. Brickwork is proceeding on the corner building. ➢ Blockbuster has taken possession of their store for interior buildout. ➢ The contractor will begin installing storefronts this week. They have framed out the first floor of the apartments and will begin the second floor this week. Three apartment leases have been signed. South Commons: ➢ The ordinance authorizing the transfer of property (Parcel B in South Commons) to the James Company is on tonight's agenda. The closing is scheduled for late April.