07/02/2001July 2, 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, July 2, 2001, at 8:00 P.M. The Clerk called the roll and announced that
the following were:
Present: Steven Harris, Mayor
Jerry Kayne
Derek Ragona
Harriet Rosenthal
William Seiden
Vernon Swanson
and that a quorum was present and in attendance. Also present were Attorney
Peter Coblentz and Assistant to the Village Manager Diane Mikula.
APPROVAL OF MINUTES Trustee Ragona made a motion to approve the
minutes of the previous meeting. Trustee
Kayne seconded the motion. The motion passed unanimously.
PUBLIC COMMENT Gil Antokol stated that in the spirit of the
July 4th holiday, he would like compliment and
congratulate a number of individuals who have accomplished good works for the
Village. Those he named were Village Manager Robert Franz, Park District
Director Linda Gryziecki, former trustee John Heuberger, Trustee Derek Ragona,
Youth Council Director Barb Rich, Police Officer Geoff Reuther, Pete Davis of the
DYBA, Deerfield's senior citizens, Maer Davis of the Caucus Nominating Committee,
and all residents who are_blood.donors.
OLD BUSINESS
AUTHORIZATION TO APPROVE ADDENDUM This addendum to the Village's residential
TO RESIDENTIAL SCAVENGER SERVICE scavenger service contract.adds condominium
CONTRACT RE MULTI FAMILY DWELLINGS complexes as part of the regular service.
The cost to the Village for the service will
be $5.25 per unit for two weekly collections.
Trustee Ragona made a motion to,approve the
addendum. Trustee Seiden seconded the motion. The motion passed by the
following vote:
AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAYS: None (0)
ORDINANCE RE USER RATES FOR MULTI An ordinance amending the Municipal Code to
FAMILY SCAVENGER SERVICE extend residential waste collection services
to condominiums and townhomes. First
Reading. The user cost for the condominiums will be $1.95 per month per unit,
with monthly billing going to the condominium association. Townhomes will be
treated the same as single family homes.
In response to a question from Trustee
Rosenthal, Mr. Coblentz discussed that participation by a condominium association
or a townhome association is not mandatory, but that if they do opt in, they must
remain part of the program.
AUTHORIZATION TO DISPOSE OF In June the Police Department published a
SURPLUS PROPERTY legal notice seeking bids for the sale of
four surplus vehicles. Three of the cars
were subsequently sold, but no bids were received for a 1995 Chevrolet Lumina
(VIN #JG1WL52M3S9319098) which met the minimum bid requirements. All previous
bidders on the car were invited to submit a new offer. Chief Sliozis.recommends
that the vehicle be sold to Shepard Chevrolet which offered to purchase it for
the highest amount, $4,500.00.
Trustee Seiden so moved. Trustee Ragona
seconded the motion. The motion passed by'the following vote:
AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAYS: None (0)
NEW BUSINESS
AUTHORIZATION TO AWARD CONTRACT Architect Kurt Hezner explained that the
FOR EQUIPMENT /FURNITURE RE POLICE recommendations he is making, which were by
RENOVATION PROJECT competitive bid at the same time as the
bidding was done for construction of the
project, are divided into two parts:
(1) "Recommended in the budget scope of work" in the amount of $289,291.21. This
amount is 17.8% over projected budgets prepared fourteen months ago. Low bidders
in this category include:
• Casper - Mobile Storage Systems $25,999.00
• Landgraf's - Furniture Systems (Technion) $96,161.61
• Environetx - Ergonomic Seating (Steelcase) $33,762.80
• Security Link - CCTV System $32,463.00
• Security Link - Access Control System $25,400.00
• D.H. Communications - SCS $62,382.00
• Allied - Telephone System Modifications $13,122.80
(2) "Recommended not in budget scope of work" in the amount of $62,331.00. Items
and low bidders in this category include:
• Modular Storage (Bradford) $ 4,200
• Dictaphone (Dictaphone) $ 3,000
• 911 Telephone (CML) $ 495
• Radio System (CML) $ 495
• Cable TV (TCI /ATT) $ 720
• Intercom (Sound, Inc.) $33,421
• Contingency of $20,000
Mr. Hezner reported that he is seeking
another bidder for the intercom and feels that he will be able to find one. He
suggested that the Board might want to remove this item from the "Recommended Not
in Budget" package and revisit it at a later date. Board members felt this was a
good idea. Trustee Swanson also felt, and other trustees agreed, that the
contingency should not be in the package.
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Trustee Seiden expressed concern that the
project is so far over budget. Mr. Hezner responded that they are over budget,
but the scope of work did grow. He also noted that a contingency of $20,000 is
included, and that he expects to find a better price for the intercom.
After further discussion; Trustee Rosenthal
made a motion to award the "Recommended in Budget" package to the low bidders
outlined by Mr. Hezner for a total amount not to exceed $289,291.21. Trustee
Ragona seconded the motion. The motion passed by the following vote:
AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAYS: None (0)
Trustee Rosenthal made 'a motion to accept the
"Recommended Not in Budget" Scope of Work in the amount of $8,910 (requested
amount of $62,331, less intercom of $33,421, less contingency of $20,000).
Trustee Ragona seconded the motion. The motion passed by the following vote:
AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAYS: None (0)
ANALYSIS AND AWARD OF BID FOR 2001
STREET REHABILITATION PROGRAM
. • Forestway Drive (Laurel Avenue
• Gordon Terrace (Pine Street to
• Peachtree Lane (Pine Street to
• Laurel Avenue (Pine Street to
• Hillside Avenue (Hazel Avenue
• Broadmoor Place (Hazel Avenue
• Oakley Avenue (Hazel Avenue to
• Brierhill Road (Deerfield Road
Three bids were received for the 2001 Street
Rehabilitation Program. Streets in this
year's program include:
to south limit at Lake Cook Road)
east end)
Forestway Drive)
Forestway Drive)
to Somerset Avenue)
to Greenwood Avenue)
Greenwood Avenue) and
to the end)
Mrs. Little and the Village's consultants,
Ciorba Group, recommend that the bid be awarded to low bidder Chicagoland Paving
in the amount of $482,272.75. Chicagoland Paving has not previously been used by
the Village.
Mrs. Little also proposed that the Village
approve relocation of the westernmost column of the entrance feature into
Brierhill Road, which is close to the roadway. Moving the column would provide a
better line of sight for eastbound traffic. Residents have suggested also moving
the easternmost column to create a more symmetrical entrance feature. Moving
each column would cost about $5,000.
Trustee Seiden expressed concern that Ciorba
Group didn't do a better job at estimating the cost of the job. Mrs. Little and
Trustee Swanson spent several minutes examining possible reasons why this might
have happened.
After further discussion Trustee Ragona made
a motion to award the bid to Chicagoland Paving in an amount not to exceed
$482,272.75. Trustee Kayne seconded the motion. The motion passed by the
following vote:
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AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson (5)
NAYS: None (0)
There was also discussion regarding whether
or not the Village should move the Brierhill columns. Several Board members
commented that, in their opinion, the work should be done.
DISCUSSION
RAGONA'S COMMENTS TO KAYNE Trustee Ragona commented to Trustee Kayne
that if the latter has comments to make about
him, they should be made at the Board meetings or to him in person or by phone,
but not behind his back. Trustee Ragona also commented that it has been policy
in the past that issues discussed in Executive Session should remain
confidential. This Board needs to discuss whether or not this will continue to
be the case. If not, there is no point to having Executive Sessions.
CONSTRUCTION UPDATE Mayor Harris asked Mrs. Little to update
the Board and residents regarding the status
of the various construction projects which are ongoing in the Village, in
particular when residents might expect these projects to be completed.
Mrs. Little spent several minutes reviewing
the status of the downtown redevelopment, Streetscape, the North Avenue traffic
signal, the new distribution and transmission mains, construction along Greenwood
Avenue, Chestnut Street, and Wilmot Road, and other projects.
EXECUTIVE SESSION Mayor Harris asked for a motion to go into
Executive Session to discuss personnel
issues, including the open trustee position. Trustee Seiden so moved. Trustee
Kayne seconded the motion. The motion passed by t f- llowing vote:
AYES: Kayne, Ragona, Rosenthal, Seiden,
NAYS: None (0)
ADJOURNMENT There 15eing noo,,fTrthher business to discuss,
Mayor ar. -"-"adjourned he meeting to
Executive Session. The meeting was ad'o 1�ed at 8:55P.MJ
ATTEST:
Village Cle
APPROVED:
4
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