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06/16/20031 1 June 16, 2003 The regular meeting of the Board of Trustees of the called to order by Mayor Harris in the Council Chamber of Monday, June 16, 2003, at 7:30 P.M. The Clerk called the the following were: Present: Steve Harris, Mayor Robert Benton Jerry Kayne Harriet Rosenthal William Seiden Matthew Wylie Absent: Vernon Swanson Village of Deerfield the Village Hall on roll and announced and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Village Manager Robert Franz. was that PLEDGE OF ALLEGIANCE Jan Zobus and Julie Morrison of the West Deerfield - Township office led those in attendance in reciting the Pledge of Allegiance. Mayor Harris thanked them for opening the township office on several Saturdays prior to this year's election so that more individuals would have the opportunity to register to vote. APPROVAL OF MINUTES Trustee Rosenthal made a motion to approve the minutes of the June 2nd Board of Trustees meeting and the June 2nd Committee of the Whole meeting. Trustee Kayne seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Wylie made a motion.to approve the Bills and Payroll. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) TREASURER'S REPORT May (for February sales) is 4.3% increase for the last 31, 2003, 100% of available compared to an average rate Bob Fialkowski presented highlights from the May Treasurer's Report. Sales tax received in a 7% increase over the same period last year and a twelve month period versus the year before. As of May cash was invested at an average interest rate of 2.78% of 1.07% for the 90 -day Treasury Bill. PUBLIC COMMENT (1) Karl Schmitt, 1029 Rosemary Terrace, was in attendance to thank the mayor for his letter to residents of the Poets Corner and Rosemary Terrace /Elder Lane neighborhoods regarding the taking of homes to accomplish the goals of the Comprehensive Plan. He also asked that Board members make a commitment not to take commercial properties from unwilling sellers in order to accomplish those goals. (2) Steve Brown and Daryl Penn, both of Woodruff Avenue, expressed their opposition to the Residential Review Task Force � ' s Board of Trustees Meeting Seiden (4) June 16, 2003 Page 2 of 7 REPORT AND RECOMMENDATION OF Mayor Harris asked for a nomination for proposal and asked that Trustee Seiden and Trustee Benton, both members of the task force, recuse themselves from voting on this issue. Mayor Harris responded that there is no policy on this type of situation. Each trustee must decide for him(her) /self if there is a conflict of interest and act accordingly. Both Trustee Seiden and Trustee Benton responded that they do plan to vote on the Residential Review Task Force proposal and gave their reasons why. (3) Barbara Struthers reported that the area of Deerfield west of Wilmot Road is not part of the Southeast Lake County Mosquito Abatement District. Though efforts are underway for the area to become part of the mosquito abatement district, she feels it will not take place this year. Citing the West Nile virus, she asked for Village assistance. Mayor Harris responded that Mrs. Struthers should continue to work with staff and counsel to try to expedite the process. REPORTS REPORT OF YOUTH COUNCIL RE YOUTH Barbara Reich, accompanied by several teens CENTER from the Deerfield area, reported that the Youth Council is requesting to use the field house at Jewett Park as a teen center for activities to be held on Friday nights beginning in November. In response to a question from Trustee Wylie, Mrs. Reich stated that, although the field house is slated to be demolished at a future date, they have been assured by the park district that, if the teen center activities are well attended, another location to hold them will be found. After further discussion, Trustee Rosenthal made a motion to accept the report of the Youth Council. Trustee Seiden seconded the motion. The motion passed unanimously. REPORT AND RECOMMENDATION OF BZA The Board of Zoning Appeals held a public RE REQUEST FOR REAR YARD VARIATION, hearing on May 20th to consider the request of JOSEPH VYSKOCIL, 1508 HACKBERRY Mr. and Mrs. Joseph Vyskocil, 1508 Hackberry Road, to allow construction of a second attached garage stall, mud room, and office space, extending the home eastward 13.75' into the existing 26.75' rear yard, creating a rear yard of approximately 13' in lieu of the minimum 24' as specified in the zoning ordinance. By.a vote.of 5 -1 the BZA.voted in favor of the petitioners' request. Trustee Wylie recused himself from voting on this matter as he is a friend of the petitioners. After a brief discussion, Trustee Rosenthal made a motion to accept the report and recommendation of the BZA and to direct preparation of an ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden (4) NAYS: None (0) RECUSED: Wylie (1) REPORT AND RECOMMENDATION OF Mayor Harris asked for a nomination for MANPOWER COMMISSION Michael Swartz to Chairperson of the Plan Commission. Trustee Benton so moved. Trustee Wylie seconded the motion. The motion passed by the following vote: 1 Wd'alo"I Board of Trustees Meeting June 16, 2003 Page 3 of 7 AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) Mayor Harris asked for a nomination for Nort Wasserman to the Plan Commission. Trustee Kayne so moved. Trustee Wylie seconded the motion. Trustee Rosenthal reported that she will be voting against the nomination of Mr. Wasserman because he did not go through the Manpower Commission process. She feels this is setting a bad precedent. Trustee Benton commented that he also has concerns about the appointment for the reason stated by Trustee Rosenthal and also because of Mr. Wasserman's lack of prior volunteer service with the Village. The Plan Commission position is an important one, and Trustee Benton feels that prior service to the Village is an important criterion. Mayor Harris responded that previous experience is only one factor that must be considered. He noted that Trustee Wylie, who has had a strong and positive impact on the Board of Trustees, also had no prior Village service, and Mayor Harris himself had little Village experience before being elected to the Board. In Mayor Harris' opinion, Mr. Wasserman will bring intelligence, vision, and passion to the position. The motion to appoint Mr. Wasserman to the Plan Commission passed by the following vote: AYES: Kayne, Seiden, Wylie (3) NAYS: Benton, Rosenthal (2) Mayor Harris recommended the appointment of Larry Smith to the Safety Council. Trustee Benton so moved. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) Mayor Harris recommended the appointment of Glenn Zagon to the Appearance Review Commission. Trustee Kaye so moved. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) Mayor Harris recommended the appointment of Art.Hyams to the Family Days Commission. Trustee Seiden so moved. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) CONSENT AGENDA Trustee Rosenthal asked that agenda item 03 -33 -1 regarding the variation for 1232 Elmwood be considered separately. Trustee Rosenthal was not in attendance at a prior meeting when the matter was discussed, so she does not want to vote on it. 7JA Board of Trustees Meeting June 16, 2003 Page 4 of 7 ORDINANCE 0 -03 -28 APPROVING SIDE An ordinance approving variations to permit YARD AND REAR YARD VARIATIONS, construction of an addition to the home of DAVID EDGERS, 1232 ELMWOOD Mr. and Mrs. David Egbers at 1232 Elmwood. The addition would connect the existing house to the existing garage, thereby continuing a nonconformity down the north side of the property line and creating a new nonconformity along the rear of the property. Second Reading. Trustee Benton moved for adoption of the ordinance. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Seiden, Wylie (4) NAYS: None (0) ABSTAIN: Rosenthal (1) The other two items on the Consent Agenda are: ORDINANCE 0 -03 -29 AUTHORIZING AN An ordinance approving an amendment to a AMENDMENT TO A SPECIAL USE FOR special use for Clavey Park to permit the CLAVEY PARK TO PERMIT RELOCATION relocation of the Gooder barn and construction OF THE GOODER BARN AND CONSTRUCTION of a shed on the property. Second Reading. OF A SHED ON THE PROPERTY RESOLUTION R -03 -08 RE FOURTH OF A resolution in which the Village agrees to JULY PARADE assume all responsibility and liability involved in the closing of Illinois State Route 43 from the intersection of Route 43 and Osterman Avenue north to Greenwood Avenue, either partially or completely, for the 4th of July parade. Trustee Rosenthal moved for passage of the Consent Agenda and adoption of the ordinance and resolution. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) NEW BUSINESS REQUEST FOR FUNDING UNDER THE Chuck Rayyan, the owner of Marshall Mall, FAQADE REBATE PROGRAM, MARSHALL. would like to participate in the fagade rebate MALL program for improvements to his property at 833 -845 Waukegan Road. Mr. Rayyan and his architect Robert Alfe were in attendance to present the plan and respond to questions from the Board. Improvements, which will give an entirely new look to the front on the building, include a brick and renaissance stone fagade, new windows and doors, canopies, light fixtures and signage. The north and south elevations are to be painted to match limestone on the front of the building. No improvements are planned for the rear of the building at this time. The cost of the improvements exceeds the $100,000 required for the $50,000 maximum rebate from, the Village. The petitioner hopes to begin the project this summer and expects completion within a few months. Board of Trustees Meeting June 16, 2003 Page 5 of 7 Since the Village is partnering with the petitioner in the cost of the improvements, Trustee Rosenthal wondered if it could be made part of the agreement that there will be no paper signs permitted in the windows and no storage in the windows. Mr. Coblentz indicated that since this program is intended to improve the aesthetics of the building, it would be valid to have such a provision. Mayor Harris commented that he does not think these requirements should be part of the agreement, preferring instead a Village wide ordinance regarding signage. After discussion, it was decided that the VCDC will study the signage issue and come back to the Board with a recommendation. Trustee Wylie made a motion to approve the $50,000 fagade rebate for Marshall Mall improvements. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) ANALYSIS AND AWARD OF BID 36,200 G.V.W.R DUMP TRUCK Truck Sales at a bid price dump truck with 10' Baker net cost of $39,937. FOR NEW Two bids were G.V.W.R. dump awarding the of $59,935, less trade snow plow and stainless received for a new 2004 36,200 truck. Mrs. Little recommends Did to low bidder Lake County in of $19,998 for a 1994 Ford steel V -box salt spreader, for a Trustee Rosenthal moved to award the bid to Lake County Truck Sales for a net cost not to exceed $39,937. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) ANALYSIS AND AWARD OF BID FOR NEW Two bids were received for a new 2004 -3,4 ton 4 -WHEEL DRIVE TRUCK WITH 8' PICKUP 4 -wheel drive truck with an 8' pickup body. BODY The truck will replace a 1993 Chevrolet Blazer with western plow. Two bids were received. Mrs. Little recommends accepting the low bid of Hoskins Chevrolet at a bid price of $27,990, less trade in of the Blazer in the amount.,of $1,500, for a net cost of $26,490. Trustee Rosenthal so moved. Trustee Benton seconded the motion. After discussion concerning the circumstances surrounding the purchase of this vehicle, the motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Wylie (4) NAYS: Seiden (1) ANALYSIS AND AWARD OF BID FOR NEW 2 -WHEEL DRIVE TRUCK WITH 6.5' PICKUP BODY $19,190, less trade -in of $4,500 for cost of $14,690. Two bids were received for a new 2004 1'1 ton 2 -wheel drive truck with 6.5' pickup body. Mrs. Little recommends awarding the bid to low bidder Hoskins Chevrolet for a base price of a 1996 GMC 1500 short bed truck, for a net Board of Trustees Meeting June 16, 2003 Page 6 of 7 Trustee Benton moved to award the bid to Hoskins Chevrolet for a net cost not to exceed $14,690. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) ANALYSIS AND AWARD OF BID FOR Three bids were received for a new 2003 4 -WHEEL DRIVE LOADER /BACKHOE 4 -wheel drive loader backhoe. Mrs. Little recommends awarding the bid to low bidder West Side Tractor Sales Company at a base price of $61,840, less trade -in of $15,000 for a 1991 Case Super K loader /backhoe, for a net cost of $46,840. Trustee Wylie so moved. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) AUTHORIZATION TO AWARD SLUDGE The Wastewater Reclamation Facility has REMOVAL CONTRACT accumulated approximately 4,000 cubic yards of dried sludge that must be disposed of in accordance with Illinois Environmental Protection Agency requirements. Sludge was last removed in 2001. Three proposals have been obtained to load, haul and apply the sludge to farmland. Mrs. Little recommends the contract be awarded to low bidder Synagro at a cost of $14.88 per cubic yard, for a maximum expenditure not to exceed $30,000. Trustee Rosenthal so moved. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) AUTHORIZATION TO PURCHASE COMPUTER Authorization is sought by the Police AIDED DISPATCH SYSTEM Department to purchase a computer aided dispatch system to replace a system purchased in approximately 1985 and now out of date and difficult to support. After a two year research process, Chief Sliozis recommends purchasing a new CAD system package from New World Systems at a cost not to exceed $282,595. In response to a question from Trustee Rosenthal, Chief Sliozis stated that he expects the Police Department to be use the system for 15 to 20 years. After discussion Trustee Rosenthal made a motion to award the purchase of a computer aided dispatch system to New World Systems at a cost not to exceed $282,595. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) RESOLUTION R -03 -09 AUTHORIZING Mr. Fialkowski explained that the Village is EXECUTION OF CONTRACT TO CONTINUE a member of the GIS consortium of 8 municipal - SUPPORT SERVICES FOR THE ities jointly implementing GIS in their towns. Board of'Trustees Meeting June 16, 2003 Page 7 of 7 GEOGRAPHICAL INFORMATION SYSTEM The consortium has an arrangement with (GIS) WITH MUNICIPAL GIS PARTNERS Municipal GIS Partners, Inc. (MGP) to provide staffing and consulting work to implement the GIS in each town. The arrangement provides for a discounted fee structure and allocates MGP's staff hours based on the level of service required for each town. The cost for the 2003 -2004 fiscal year is $58,600. Mr. Fialkowski recommends execution of the agreement with Municipal GIS Partners. Using Power Point, Tom Thomey of MGP demonstrated GIS technology. Among the capabilities of the technology are parcel mapping, sanitary system mapping, zoning mapping, and a street center line file. Trustee Wylie made a motion to authorize execution of a contract to continue support services for the Geographical Information System with Municipal GIS Partners, Inc. in an amount not to exceed $58,600. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Wylie (5) NAYS: None (0) TRUSTEE IN THE TOWN Trustee Seiden announced that Trustee in the Town will take place on Saturday, June 28th from 9:00 - noon at the Farmers Market. The Board will be represented by Trustees Kayne and Swanson. FARMERS MARKET Mr. Franz reported that the first Farmers Market for this year will take place on Saturday, June 21st. Entertainment starts at 10:00 a.m. NEXT BOARD MEETING will be in three weeks, on July 7th Mr. Franz reported that due to there being five Mondays in June, the next Board meeting Mr. Franz also reported that the Executive Session, held prior to tonight's Board meeting and recessed in order to hold the Board meeting, will continue following tonight's Board meeting. Proper legal- notice was made for the Executive session. _ ADJOURNMENT There being n fur her business to discuss, Trustee Ro 1 oved to adjourn the meeting. Trustee Kayne seconded the motio . Th mot on passe unanimously. The meeting was adjourned at 9:23 P.M. ( n AP ROVED: ATTEST: Village Clerk