05/21/2001May 21, 2001
The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Harris
in the Council Chamber of the Village Hall on Monday, May 21, 2001, at 8:00 P.M. The Clerk called the roll and
announced that the following were:
Present: Steve Harris, Mayor
Jerry Kayne
Derek Ragona
Harriet Rosenthal
William Seiden, was present at 8:08. p.m.
Vern Swanson
and that a quorum was present and in attendance. Also present were Attorney Peter Coblentz and Village Manager
Robert Franz.
MOMENT OF SILENCE - Mayor Harris announced the sudden death of one of Deerfield's
MICHAEL KIM employees. Michael Kim worked in the Wastewater Reclamation
Facility for 22 years. He was a very dedicated employee who always
had a smile on his face and was loved by his fellow workers. He will be missed.
APPROVAL OF MINUTES Trustee Ragona suggested adding language to page 3 of the May 7,
2001, minutes regarding Telecommunication Facilities. He feels Ms.
Houpt's suggested changes defining what the public sites were as well as what the site ring was should be added to
the minutes. Trustee Swanson referenced page 5 with regards to the vacuum leaf loader. He recommended
eliminating the wording "the board awarded..." due to the confusion it.causes because the Board purchased more than
one piece of equipment in the original bid.
Trustee Ragona moved to approve the minutes from the previous
meeting as amended. Trustee Kayne seconded the motion. The motion passed unanimously.
COMMITTEE OF THE WHOLE Trustee Ragona suggested making changes to page 2, 1" paragraph
MINUTES FROM 5/14/01 by adding "a portion" before...`paid from the real estate tax...' in
order to clarify that the entire scavenger service is not paid by
real estate taxes. Mrs. Rosenthal referred to the Police Renovation discussion, 2nd paragraph, 3rd line and
recommended removing the word "not" because it is a double negative.
Trustee Seiden moved to approve the minutes from the Committee
of the Whole meeting on May 14`h as amended. Trustee Ragona 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: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAY: None (0)
PRESENTATION OF 25 YEAR In recognition of 25 years of employment with the Village of
EMPLOYEE SERVICE AWARD Deerfield, Mayor Harris presented Police Chief John Sliozis with
a gold watch.
POLICE SERGEANT PROMOTION Mayor Harris announced the promotion of Tom Keane to
TOM KEANE Sergeant. Village Clerk Robert Franz swore in Sergeant Keane
PROCLAMATION — MEMORIAL DAY Trustee Swanson read a proclamation recognizing May 28, 2001
as MEMORIAL DAY in Deerfield to recognize and remember those
who have died while courageously serving their country during war.
Tom Berry, a American Legion Member, accepted the proclamation.
He introduced past Deerfield post commander Frank McGovern. Mr. McGovern questioned whether a picnic
celebration as planned at Jewett Park on Memorial Day was appropriate on a day of remembrance for those who died
in war.
PUBLIC COMMENT
There was no public comment.
REPORTS
REPORT AND RECOMMENDATION OF The Plan Commission has reviewed the issue of posting signage
PLAN COMMISSION RE PROVISIONS on the property which is the subject of a public hearing. The sign
FOR TEMPORARY SIGNAGE FOR shall be disposable, weather resistant, two- sided, high visibility
PROPERTY WHICH IS THE SUBJECT bright yellow face, with a minimum sign face of 14 inches by 22
OF A PUBLIC HEARING inches. The Village shall supply the sign. The sign shall be
displayed concurrently with the publication of the notice in the
paper, i.e., displayed not more than thirty nor less than fifteen days before the public hearing. After the public
hearing, the signs are to be removed. The proposed text reads:
Public Hearing For This Property
Deerfield Village Hall
945 -5000
Those properties having frontages greater than 150 feet shall display
one additional sign for each additional 200 feet•of frontage. The plan commission passed the recommendation 4 -0.
Ms. Houpt indicated that there was staff discussion about adding the public hearing date to the sign. A few trustees
commented that adding the date would be valuable.
Trustee Rosenthal made a motion to accept the Report and
Recommendation of the Plan Commission as amended to include the date and to direct the Village Attorney to
prepare an ordinance. Mr. Swanson seconded the motion. The motion passed.
REPORT AND RECOMMENDATION OF The Plan Commission held a public hearing on November 91h,
PLAN COMMISSION RE APPROVAL OF 2000 to consider the final plat of subdivision and the plat of
FINAL PLAT OF SUBDIVISION AND vacation for Deerfield Square. On December 4`h, 2000 the
PLAT OF VACATION — CRM PROPERTIES, Board of Trustees tabled the Final Plat of Subdivision and the
DEERFIELD SQUARE Plat of Vacation for Deerfield Square because some adjustments
to the easements and the easement language were necessary. Mr.
Franz indicated that an ordinance is needed for vacating the old York Avenue Road and this plat will incorporate the
new Robert York Avenue right -of -way.
Mrs. Rosenthal asked if there were any Plan Commission minutes.
Mr. Franz indicated that this did not need to go back before the Plan Commission because they had approved the plat
before and staff was merely working on finalizing language with respect to easements.
Trustee Ragona made a motion to accept the Report and
Recommendation of the Plan Commission and to direct the Village Attorney to prepare an ordinance. Mr. Swanson
seconded the motion. The motion passed.
No Items
CONSENT AGENDA
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OLD BUSINESS
ORDINANCE AMENDING ZONING An Ordinance amending portions of Article 2A of the Zoning
ORDINANCE RE TELECOMMUNICATION Ordinance with respect to Telecommunication Facilities on Public
FACILITIES ON PUBLIC PROPERTY Property. Second reading.
Trustee Rosenthal made a motion to adopt the ordinance. Mr. Seiden
seconded the motion. The motion passed by the following vote:
AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAY: None (0)
ANALYSIS AND AWARD OF BID FOR Over the past year, the Village has been working with the
POLICE DEPARTMENT BUILDING Hezner Corporation, an architectural firm retained to design
RENOVATION plans for renovating the police department facility. The project
is to include remodeling the interior first floor and lower level,
handicap access combination switchback ramp and entrance stairs to the main entrance to the police department, and
combination stair and elevator circulation core addition to the Village Hall and police department.
Kurt Hezner, President of the Hezner Corporation and architect for this project, summarized the bids that were
opened. Five bids were opened on March 16'h which ranged from $2,262,227 to $3 million plus. The top fours bids
were within 15% of each other. Two low bid general contractors were selected for interviews: Boller Construction
Company and Charter Construction Company. Having conducted the interviews and background checks Mr. Hezner
recommends the contract be awarded to Boller Construction Company.
Trustee Seiden asked what the difference was between the
$2,259,000 bid amount for Boller listed in the materials and the $2,262,227 quoted by Mr. Hezner. Mr. Hezner
indicated that there was an addendum that was issued in the last three days of the competitive bid that is included in
the numbers. The actual construction cost is $2,262,227.
After further discussion, Trustee Seiden made a motion to award the
contract to Boller Construction in an amount not to exceed $2,262,227. Trustee Ragona seconded the motion. The
motion passed by the following vote:
AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAY: None (0)
NEW BUSINESS
AUTHORIZATION TO PURCHASE SPEED The Police Department has budgeted for the purchase of one
BOARD TRAILER FOR POLICE Speed Monitoring Awareness Trailer to utilize in neighborhoods
DEPARTMENT to monitor speed. The trailer will also serve as a traffic counter
that can supply 24 -hour traffic counts.
After further discussion, Trustee Rosenthal made a motion to accept
the proposal of Kustom Signals, Inc. in the amount not to exceed $15,389.50. Trustee Kayne seconded the motion.
The motion passed by the following vote:
AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAY: None (0)
REQUEST FROM THE JAMES COMPANY The South Commons Residential Development was originally
TO AMEND THE DRAINAGE PLAN FOR approved with utility services to each dwelling unit or building.
SOUTH COMMONS The Village utilities include domestic water, sanitary sewer and
storm Sewer. The Village requires that all downspouts be
connected to the storm sewer. The Edward R. James Company has requested that the connection requirement be
waived for landscaped areas.
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John Lifka of Edward R. James and Maureen Mulligan of Cowhey,
Gudmundson, Leder, LTD. were present to request relieffrom connecting front and sideyard downspouts into existing
storm sewers. Mr. Lifka indicated that all downspouts discharging onto a paved surface will be tied directly into the
storm sewer system.
Trustee Swanson commented that he does not feel that every
downspout has to go directly into a storm sewer and then into the detention basin. It has been the Village's policy to
run over pervious surfaces first and then take the water into the storm sewer and detention ponds. Mr. Lifkta
indicated that there was some misunderstanding between Edward R. James and Cowhey in the initial planning stages
where it was noted that all downspouts were to be connected and those were in the engineering plans that were
approved.
After further discussion, Trustee Ragona made a motion to accept
the request of The James Company to amend the drainage plan for South Commons to allow downspouts to discharge
into landscaped areas. Trustee Swanson seconded the motion. The motion passed by the following vote:
AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAY: None (0)
AUTHORIZATION TO AWARD CONTRACT The Village's 2001 Street Rehabilitation Program will include
TO CIORBA FOR DESIGN OF 2001 STREET the design of improvements to 1.13 miles of residential streets.
REHABILITATION PROGRAM Ms. Little reported that Ciorba Group submitted a proposal to
complete design and construction engineering services for the 2001
Street Rehabilitation Program in an amount not to exceed $79,900. This includes $3,500 for material testing and
inspection.
Mayor Harris indicated he was contacted by residents about the
bike traffic on Deerfield Road along Briarwood Country Club. One resident indicated that Briarwood would be
willing to give a strip of private property it owns in an effort to widen the sidewalk. Ms. Little indicated that she has
had preliminary discussions with the Country Club about improving the site line at the intersection of Brierhill Road
and Deerfield Road. As part of those discussions, the Club was asked to consider relocating their fence and
landscaping to allow for a wider sidewalk along the south side of Deerfield Road. They seemed to be receptive to
working with the Village on the matter.
Mr. Franz reported that Village representatives met with the club
manager and grounds supervisor last week. Their initial concern is that the proposed widening is in the location of the
driving range.
Trustee Kayne commented that it should be a matter of policy that
any time there is a chance to redo a sidewalk, it should be widened to encourage pedestrian traffic.
After further discussion, Trustee Kayne made a motion to accept the
proposal of Ciorba Group in an amount not to exceed $79,900. Trustee Ragona seconded the motion. The motion
passed by the following vote:
AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAY: None (0)
AUTHORIZATION TO APPROVE In August 2000, the Illinois Environmental Protection Agency
ENGINEERING SERVICES AGREEMENT completed an engineering evaluation of the Deerfield community
WITH BAXTER & WOODMAN FOR water supply. Their inspection pointed out that the Hazel Avenue
DESIGN MODIFICATIONS TO THE HAZEL Reservoir 3.0 -mg storage tank may not comply with current
AVENUE RESERVOIR regulatory requirements or standards. They recommended that
modifications be made.
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Mrs. Little reported that engineering services are needed to
investigate the existing north reservoir and design improvements to meet the EPA regulations. Baxter and Woodman
propose to complete the investigation and design services for an amount not to exceed $17,300.
Trustee Ragona made a motion to accept the proposal of Baxter
and Woodman in an amount not to exceed $17,300. Trustee Swanson seconded the motion. The motion passed by
the following vote:
AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAY: None (0)
ACCEPTANCE OF PROPOSAL FOR As part of the scheduled maintenance at the Wastewater
REPLACEMENT OF SEWAGE LIFT PUMPS Treatment Plant, the replacement of two sewage lift pumps has
#1 AND #2 AT THE WASTEWATER been budgeted. JD Wilson Associates submitted a proposal for
TREATMENT PLANT two pumps in the amount of $29,985. They are the only sales
representative for this type of pump. This pump will match the
existing pump in the sub - basement and it has a higher capacity for processing.
Trustee Ragona made a motion to accept the proposal of JD
Wilson in an amount not to exceed $29,985. Trustee Seiden seconded the motion. The motion passed by the
following vote:
AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAY: None (0)
ACCEPTANCE OF PROPOSAL FOR As part of the scheduled maintenance at the Wastewater
REPLACEMENT OF SETTLED SEWAGE Treatment Plant, the replacement of four settled sewage pumps has
PUMPS #l, #2, #3, #4 AT THE been budgeted. These pumps have been in service for over twenty-
WASTEWATER TREATMENT PLANT five years and parts are no longer available. The replacement
pumps require less maintenance and have a higher capacity. Two
quotes were received for this replacement. Mrs. Little recommends that the low quote of Gasvoda & Associates in the
amount of $63,024 be accepted.
Trustee Rosenthal made a motion to accept the proposal of Gasvoda
& Associates in the amount not to exceed $63,024. Trustee Seiden seconded the motion. The motion passed by the
following vote:
AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAY: None (0)
DISCUSSION
TEMPORARY SIGNAGE Trustee Seiden commented on a recent letter from the VCDC in
which they were critical of some of the stores in the downtown that
over extended as far as signs or that did not conform to regulations. He feels the merchants should adhere to'the
regulations. He notices that there are many repeat offenders with help wanted signs and sales signs. In addition some
of the storefront windows are fully covered with signs. Mr. Franz commented that the enforcement has been relaxed
because of the new development of stores opening and the magnitude of the construction. There is a compliance letter
that will soon go out to businesses. In addition, the Plan Commission has looked at interior window signs in the past
without recommending amendments.
Trustee Ragona commented that the problem area also expands to
the Lake Cook Road corridor, especially the Home Depot complex where signs litter the right -of- way and sometimes
fall into the roadway. Trustee Rosenthal feels that the businesses should be made aware that the Village has been lax
because of the new development and that the Village does not want to hamper them in obtaining help and announcing
what is open but after a certain date the Village will resume enforcement. Trustee Swanson indicated that the
merchant's committee was very adamant that they need temporary window signs to advertise specials and discounts
and that this is a difficult issue to master. Trustee Seiden asked for past reports on these discussions.
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JAZZ BAND
Trustee Rosenthal announced that this Thursday, School District 109
middle schools will have a combined Jazz Band concert at the plaza
in Deerfield Square next to Whole Foods starting at 7 p.m.
DARE PROGRAM Police Chief Sliozis wanted to comment on a recent article in the
local newspaper concerning the ineffectiveness of the DARE
program. The Police Department sees the program as very effective for a variety of reasons. DARE is only one
component in the education of children concerning drug use and abuse. The school district, community groups, and
parents work together to reinforce the harmfulness of drug use and abuse. The Police Department feels the program
does work and they will continue to endorse it.
TRUSTEE APPLICATIONS Mayor Harris announced that 25 residents returned applications to
.fill the two year trustee vacancy. The Screening Committee will
meet after this meeting to begin the selection process.
NEW FINANCE DIRECTOR Mr. Franz announced that Robert Fialkowski was appointed
Director of Finance effective June 25th. Mr. Valentine will retire at
the end of June after 25 years of service. Mr. Fialkowski has been the Director of Finance in Wheeling since 1986
and brings 25 years of municipal experience to Deerfield.
CLEAN UP DAY Mr. Franz complemented Jeff Ryckaert, Principal Planner, for
organizing the Clean Up Day this past Saturday. Volunteers came
from Hyatt and the girl scouts. Deerfield bakery donated donuts and Home Depot donated garbage bags.
MEMORIAL DAY PARADE Mrs. Rosenthal announced that the American Legion will assemble
at 9:30 a.m. at the southwest corner of Jewett Park. The program
begins at 10 a.m. and then there is a parade to and from the cemetery.
ADJOURNMENT There being no further business to discuss, Trustee Ragona
made a motion to adjourn the meeting. Trustee Kayne seconded the
motion. The motion passed unanimously. The meeting was adjourned at 9:35 p.m.
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