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12/03/2001December 3, 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, December 3, 2001, at 7:33 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 Vernon Swanson Matthew Wylie and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Village Manager Robert Franz. PLEDGE OF ALLEGIANCE Girl Scouts from Troop 3264 from Walden School and Troop 3054 from Wilmot School led those in attendance in reciting the Pledge of Allegiance, then sang a song naming all fifty of the states. MINUTES Trustee.Ragona made a motion to approve the minutes of the previous meeting. Trustee Kayne seconded the motion. The motion passed unanimously. BILLS AND PAYROLL. Trustee Ragona made a motion to approve the Bills and Payroll. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) REPORT ON DEPARTMENTAL OBJECTIVES, Robert Fialkowski presented highlights from FINANCE DEPARTMENT the Report on Departmental Objectives for the Finance Department. Among these were:- • Completed the annual budget, submitted it to the GFOA, and received the Distinguished Budget Presentation Award; • Completed the Comprehensive Annual Financial Report, submitted it to the GFOA, and are waiting to learn if the Village will be awarded a Certificate for Excellence in Financial Reporting; • Implemented a second monthly Prelist of Bills; • Developed a revised job description format; • Began interviewing for two jobs that will become available when two current Finance Department employees retire shortly; • In the Police Pension area, implemented procedures for providing creditable service transfers; • Are reviewing the investment policy for the Police Pension Fund; • Prepared the Tax Levy -and Abatement Ordinances, and had the Cook County Truth in Taxation notice published. 7 BOARDS AND COMMISSIONS Mayor Harris announced the appointment of Lou Dauria to the Village Center Development Commission. Trustee Ragona made a motion to approve the appointment. Trustee Kayne seconded the motion. The motion passed unanimously. PUBLIC HEARING RE REAL ESTATE TAX Mayor Harris opened the Public Hearing on the LEVY FOR 2001 Real Estate Tax Levy for 2001. Mr. Franz reported that proof of publication was received, and the date of publication was November 22. Mr. Fialkowski reported that the property tax levied by the Village is approximately 6% of the total property tax bill that a resident receives, and it represents about 11% of the total revenue that Village receives. The gross levy, including the library, is $7,712,935. The total amount of Debt Service abatements is $3,620,935, which reduces the Debt Service levy to $319,000. The Police Pension Fund levy is reduced from the budget level to $256,250, based on the results of an actuarial analysis for the Fund. The total net levy, after abatements, is $3,973,250. The Village portion of the levy is down 7.5 %, and the Library levy is up 2.8 %, for a net reduction from last year of 4.06% or $168,245. Trustee Rosenthal noted that the Village portion of the levy has decreased each of the past ten years. There being no other comments, Trustee Rosenthal moved to close the public hearing. Trustee Swanson seconded the motion. The motion passed unanimously. CONSENT AGENDA ORDINANCE 0 -01 -41 AMENDING SIGNAGE PLAN TO ALLOW TWO WALL SIGNS, INCLUDING A SIGN MODIFICATION TO ALLOW THE SIGNS TO EXTEND ABOVE THE ROOF DECK OF THE BUILDING, 111 PFINGSTEN An ordinance approving an amendment to the 111 Pfingsten Road office building's sign plan to allow the proposed wall signs for Frost, Rottenberg and Rothblatt, including a sign modification to allow the signs to extend above the roof deck of the building. Second Reading. Trustee Ragona moved for passage of the Consent Agenda and adoption of the ordinance. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) Board of Trustees Meeting December 3, 2001 Page 2 of 6 PUBLIC COMMENT At the request of Mayor Harris, Jesse Rotman, Chairperson of Deerfield's Cable and Telecommunications Commission, discussed the loss of internet service on Saturday by about 1500 Village residents subscribing to AT &T's At Home. Mr. Rotman expects internet service to be restored within 36 hours. AT &T World Net will be the new provider. The front portion of an individual's e -mail address will stay the same, but the portion after the @ sign will change. BOARDS AND COMMISSIONS Mayor Harris announced the appointment of Lou Dauria to the Village Center Development Commission. Trustee Ragona made a motion to approve the appointment. Trustee Kayne seconded the motion. The motion passed unanimously. PUBLIC HEARING RE REAL ESTATE TAX Mayor Harris opened the Public Hearing on the LEVY FOR 2001 Real Estate Tax Levy for 2001. Mr. Franz reported that proof of publication was received, and the date of publication was November 22. Mr. Fialkowski reported that the property tax levied by the Village is approximately 6% of the total property tax bill that a resident receives, and it represents about 11% of the total revenue that Village receives. The gross levy, including the library, is $7,712,935. The total amount of Debt Service abatements is $3,620,935, which reduces the Debt Service levy to $319,000. The Police Pension Fund levy is reduced from the budget level to $256,250, based on the results of an actuarial analysis for the Fund. The total net levy, after abatements, is $3,973,250. The Village portion of the levy is down 7.5 %, and the Library levy is up 2.8 %, for a net reduction from last year of 4.06% or $168,245. Trustee Rosenthal noted that the Village portion of the levy has decreased each of the past ten years. There being no other comments, Trustee Rosenthal moved to close the public hearing. Trustee Swanson seconded the motion. The motion passed unanimously. CONSENT AGENDA ORDINANCE 0 -01 -41 AMENDING SIGNAGE PLAN TO ALLOW TWO WALL SIGNS, INCLUDING A SIGN MODIFICATION TO ALLOW THE SIGNS TO EXTEND ABOVE THE ROOF DECK OF THE BUILDING, 111 PFINGSTEN An ordinance approving an amendment to the 111 Pfingsten Road office building's sign plan to allow the proposed wall signs for Frost, Rottenberg and Rothblatt, including a sign modification to allow the signs to extend above the roof deck of the building. Second Reading. Trustee Ragona moved for passage of the Consent Agenda and adoption of the ordinance. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) 8 Board of Trustees Meeting December 3, 2001 Page 3 of 6 OLD BUSINESS ORDINANCE 0 -01 -42 INCREASING An ordinance increasing the number of Class E NUMBER OF CLASS E LIQUOR LICENSES liquor licenses from eighteen to nineteen at FROM 18 TO 19, TRAX RESTAURANT the request of Trax Restaurant. Second Reading. Owner Jeff Aronson reported that Trax will have a friendly atmosphere and will serve American "comfort food." The restaurant will have a number of big screen TV's. They will open mid January. Trustee Ragona made a motion to adopt the ordinance. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) ORDINANCE RE REAL ESTATE PROPERTY TAX LEVY FOR 2001 ORDINANCES RE 2001 TAX LEVY LEVY ABATEMENTS This will stand as a First Reading. An ordinance levying Real Estate Property Taxes for 2001. The total levy, including Library, is $7,712,935. First Reading. The three 2001 Tax Levy Abatements are: (1) 1993 G.O. Bonds Issue - $1,064,910 (2) 1997 G.O. Bonds Issue - $ 485,650 (3) 1998 G.O. Bonds Issue - $2,070,375 NEW BUSINESS ORDINANCE AUTHORIZING CONVEYANCE It has been determined that a portion of a OF SURPLUS WAUKEGAN ROAD RIGHT- parcel of property previously deeded to the OF -WAY TO FIRST MIDWEST BANK Village by First Midwest Bank for the purpose of realigning, widening and improving Waukegan Road and the southerly access drive into the Deerfield Village Center development is no longer needed. The property, comprising approximately 700 square feet, is a small corner located near the Bank's exit to the traffic signal. The bank would like to put a sign on the parcel. As the property is not needed by the Village, and as the Village does not want private signage on public property, Mrs. Little recommends passage of an ordinance authorizing conveyance to that parcel back to First Midwest Bank. Trustee Ragona suggested that instead of returning the property to the bank, all or part of it might be used to provide needed signage for the development. The pros and cons of the idea were discussed for several minutes. Staff will look further into the matter, and Mr. Coblentz will discuss it with the bank. This will stand as a First Reading. ANALYSIS AND AWARD OF BID FOR ONE Two bids were received for a new 2001 -2002 2001 -2002 FOUR WHEEL DRIVE SKID four wheel drive skid steer loader, also STEER LOADER called a "bobcat." Mrs. Little recommends 1 1 1 1 Board of Trustees Meeting December 3, 2001 Page 4 of 6 awarding the bid to Atlas Bobcat, Inc. at the bid price of $12,910.33. In response to a question from Trustee Ragona, Mrs. Little commented that the park district has a number of attachments for the bobcat that the Village can borrow. Additional attachments may be acquired later. Trustee Rosenthal made a motion to award the bid to Atlas Bobcat, Inc. at a cost not to exceed $12,910.33. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) AUTHORIZATION TO REPLACE BEARING ASSEMBLIES FOR SCREW PUMPS AT THE WASTEWATER TREATMENT FACILITY the screw.pumps. Lakeside Equipment a cost not to exceed $14,000. They Little recommends acceptance of the As part of the continued preventative maintenance program at.the Wastewater Treatment Facility, $18,000 has been budgeted for the replacement of bearing assemblies for submitted a proposal to complete the work at are the only source for these parts. Mrs. Lakeside Equipment proposal. Trustee Ragona moved to authorize the purchase from Lakeside Equipment at a cost not to exceed $14,000. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) AUTHORIZATION TO REPLACE TRANSFER As part of the continued preventative SWITCH ON THE WASTEWATER TREATMENT maintenance program at the Wastewater FACILITY EMERGENCY GENERATOR Treatment Facility, $15,000 has been budgeted for the replacement of the transfer switch on the emergency generator. The project also includes replacement of the 800 amp circuit breaker. Two bids were received. Mrs. Little recommends acceptance of the low bid of Jamerson & Bauwens Electrical Contractors in an amount not to exceed $7,671. Trustee Seiden so moved.. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) AUTHORIZATION TO REBUILD ONE As part of the continued preventative GRINDER AT THE WASTEWATER maintenance program at the Wastewater TREATMENT FACILITY Treatment Facility, $18,000 was budgeted to rebuild two grinders. Peterson and Matz, Inc. submitted a quote to rebuild.the grinders at a cost of $12,006 for Grinder CMD 2400 and $13,425 for Grinder CMD 3200. Since the total cost of $25,431 is over budget, Mrs. Little recommends acceptance of the Peterson and Matz, Inc. quote for Grinder CMD 2400 only in the amount of $12,006. Trustee Rosenthal wondered if the money saved on the transfer switch could be put toward the purchase of the second grinder. 1 ' Board of Trustees Meeting December 3, 2001 Page 5 of 6 After questioning Mrs. Little on the importance of replacing the second grinder at this time, Trustee Seiden recommended going over budget and replacing the second grinder as well. Other trustees agreed. Trustee Seiden made a motion to accept the quote of Peterson and Matz, Inc. to replace both grinders at a total cost not to exceed $25,431. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) AUTHORIZATION TO REPLACE SLUDGE As part of the continued preventative BED VALVES AT THE WASTEWATER maintenance program at the Wastewater TREATMENT FACILITY Treatment Facility, $15,000 was budgeted to installed in 1975. acceptance of the replace 34 sludge bed valves originally Three quotes were obtained. Mrs. Little recommends low bid of Littman Industries, Inc. in the amount of $13,376. Trustee Ragona moved to accept the bid of Littman Industries, Inc. in an amount not to exceed $13,376. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Kayne, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) nTgrrTGGTnM PARKING DISCUSSION Trustee Seiden commented that the parking shortage at the two new downtown developments is caused in part by the fact that both developers have set aside parking spaces for use by certain tenants only. He would like to avoid this situation in any future developments. Trustees spent several minutes discussing parking problems at the two developments and some possible ways to improve the situation. Staff will study the situation and see what can be done. MORE NOTICE NEEDED Trustee Ragona commented that the notice for tonight's Committee of the Whole meeting was not sent out until Friday. For planning purposes, he would like to have more notice in the future. TRUSTEE IN THE TOWN, ETC. Trustee Kayne reported that he and Trustee Rosenthal participated in a Trustee In The Town last Saturday. On Saturday night he participated in a ceremony for the Deerfield High School hockey team. SEASONAL EVENTS Mr. Franz announced that this year's Holiday In The Plaza will take place Friday, December 14th at Deerfield Square from 4:00 P.M. until 8:00 P.M. On December 15th, from 9:00 A.M. until noon, activities for youth will be held at Deerfield Centre, in the former Sopraffina's Restaurant. The Jolly Holly Trolley will be operating in the village center for the next three Saturdays from 10:00 A.M. until 3:00 P.M. 1 1 1 1 1 1 Board of Trustees Meeting December 3, 2001 Page 6 of 6 YARD WASTE PICKUP COMMITTEE OF THE WHOLE Committee of the Whole meeting. It is open to the public. ' Mr. Franz reported that the last yard waste pick ups for the year will be December 10 -11. Mr. Franz reported that after tonight's Board of Trustees meeting, there will be a Legal notice has been provided for that meeting. PUBLIC COMMENT Resident John Canchester commented that it does not seem fair to him that the Veteran's Exemption on the real estate tax bill does not take place until a person has been a resident for a full year. In his case, because of the particular time of year he moved into the Village, the wait was almost two years. Staff agreed to pass Mr. Canchester's comments along to West Deerfield Township. D n.Tr)TTAUMrTTT meeting. Trustee Kayne se meeting was adjourned at E ATTEST: There being no further business to discuss, Trustee Ragona made a motion to adjourn the _. The En "r. I q- Nto-44 I