04/07/2004April 7, 2004
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
Wednesday, April 7, 2004, at 7:35 P.M. The Clerk called the roll and announced
that the following were:
Present: Steve Harris, Mayor
Robert Benton
Jerry Kayne
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 Assistant to the Village Manager Diane Mikula.
PLEDGE OF ALLEGIANCE
Mayor Harris led those in attendance in
reciting the Pledge of Allegiance.
APPROVAL OF MINUTES
Trustee Rosenthal made a motion to approve the
minutes of the Board of Trustees meeting and
the minutes of the Committee of the
Whole meeting, both held on March 15`h.
Trustee Benton seconded the motion.
The motion passed unanimously.
ADDITIONAL AGENDA ITEMS
Mayor Harris asked for a motion to add two
items to the New Business section of tonight's
agenda. These are: (1) discussion
and direction of staff regarding the Deerfield
Road improvements between the viaduct
and Castlewood Lane and (2) acceptance of an
agreement regarding voluntary disclosure
of tax liability concerning Ameritech.
Trustee Wylie so moved. Trustee Seiden
seconded the motion. The motion passed
unanimously.
PROCLAMATION - YOUTH APPRECIATION
Mayor Harris read a proclamation designating
WEEK
April 12 -18 as Youth Appreciation Week in
Deerfield, and he thanked the Optimist Club of
Deerfield for sponsoring it.
Trustee Rosenthal moved to accept the
proclamation. Trustee Benton seconded the motion. The motion passed unanimously.
Trustee Seiden accepted the proclamation on behalf of the Optimist Club.
BILLS AND PAYROLL Trustee Wylie moved to approve the-Bills and
Payroll. Trustee Rosenthal seconded the
motion. The motion passed by the following vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
PUBLIC COMMENT Larry Dondanville reported that there will be
a special recognition ceremony for Deerfield's
World War II Veterans on Memorial Day at the Patty Turner Senior Center. The
Board of Trustees Meeting
April 7, 2004
.Page 2 of 7
ceremony, which will begin at 12:30 P.M., is part of the national celebration to
dedicate a World War II memorial in Washington D.C. Mr. Dondanville urged any
residents who served during World War II to register and be recognized.
REPORTS
REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on
COMMISSION RE REQUEST FOR AMENDMENT March 11, 2004, to consider a request for an
TO SIGN PLAN, 570 LAKE COOK ROAD, amendment to the signage plan to allow two
DEERBROOK CORPORATE CENTER wall signs at the 570 Lake Cook Road building.
It is the recommendation of the Plan
Commission that the petitioner's request for approval of an amendment to a sign
plan to permit the proposed address wall signs be approved, subject to the left
edge of the "5" on the south facing sign, and the right edge of the "0" on the
west facing sign, being located the same distance to the corner of the building as
the "T" in the existing The Meridian Group wall sign. The motion passed by a vote
of 5 -0.
Trustee Swanson made a motion to accept the
report and recommendation of the Plan Commission, including their recommendations
regarding placement of the signs, and to direct preparation of an ordinance.
Trustee Wylie seconded the motion. The motion passed by the following vote:-
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
CONSENT AGENDA
There was no Consent Agenda for this meeting.
OLD BUSINESS
ORDINANCE AUTHORIZING APPROVAL OF Chris Siavelis, representing Deerfield Square,
SPECIAL USES FOR CURVES AT 710 and trustees continued the discussion begun at
ROBERT YORK AVENUE (BUILDING 9), the previous meeting regarding parking issues.
DEERFIELD SQUARE, AND ORDINANCE Some trustees felt that all of the underground
AUTHORIZING APPROVAL OF SPECIAL parking spaces should be made available for
USES FOR REMAX, ALSO AT 710 parking by the general public, while CRM wants
ROBERT YORK AVENE, BOTH FIRST to initially make 30 of them available. Other
READINGS spaces would be made available as leases
expire, but CRM would like to retain the right
to lease some of the spaces. CRM would also like to continue using several of the
spaces for storage of covered cars and for storage of building materials. After
several minutes, Mayor Harris brought the discussion to a close and suggested to
Mr. Siavelis that it would be in his best interests if, prior to the final vote at
the next meeting, he would have further discussion with trustees and come to a
consensus with them regarding the use of the underground parking spaces.
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Board of Trustees Meeting
April 7, 2004
Page 3 of 7
NEW BUSINESS
ANALYSIS AND AWARD OF BID FOR Nine bids were received for construction of
CENTRAL AVENUE WATER MAIN the Central Avenue water main. Mrs. Little
CONSTRUCTION recommends that the contract be awarded to
low bidder A Lamp Concrete Contractors, in an
amount not to exceed $569,414.48. A Lamp Contractors, Inc. also completed the
Village's 2003 street rehabilitation project. Mrs. Little noted that the date for
substantial completion of the project is July .16, 2004, with the final surface
course scheduled for May 15, 2005.
Trustee Wylie moved to award the contract to A
Lamp Contractors, Inc. in an amount not to exceed $569,414.48. Trustee Rosenthal
seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
AUTHORIZATION TO AWARD CONTRACT The firm Graef, Anhalt, Schloemer & Associates
FOR ENGINEERING SERVICES, CENTRAL Inc. was awarded the contract for design
AVENUE WATER MAIN engineering services for the Central Avenue
water main project. That phase of the project
has been satisfactorily completed, and the project has been bid. Construction
engineering services are now required for the project. Graef, Anhalt, Schloemer &
Associates proposes to perform the work for a fee not to exceed $75,745. Mrs.
Little believes it is in the best interests to the Village to continue working
with Graef, Anhalt, Schloemer & Associates, Inc. She recommends awarding them the
construction engineering services contract in an amount not to exceed $75,745.
Trustee Swanson so moved. Trustee Benton
seconded the motion. After discussion regarding the necessity of having an
engineer on site on a full time basis, the motion passed by the following vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
AUTHORIZATION TO APPROVE EASEMENT In order to construct the Deerfield Road
GRANT TO NORTH SHORE GAS IN SUNSET pedestrian bridge, the existing gas line,
COMMUTER PARKING LOT which is in the way of the new bridge
caissons, needs to be relocated. North Shore
Gas is requesting an easement grant from the Village in order to install the new
service lines under the Sunset Commuter Parking Lot. The specific easement area
will be documented with a legal description and drawing showing a 10' easement
over the centerline of the gas main. This will reflect as- constructed conditions.
This is a standard easement grant which will be perpetual unless and until the gas
company permanently abandons or removes the facilities, or the facilities shall no
longer be used for providing gas service. Mrs. Little requests approval of the
easement.
Trustee Rosenthal moved to approve the
easement. Trustee Wylie seconded the motion. The motion passed by the following
vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
Board of Trustees Meeting
April 7, , 2004
Page 4 of 7
Trustee Kayne asked that owners of the
properties abutting the parking lot be advised of the project.
AUTHORIZATION FOR WRF DIGESTER 2 Digester Number 2 in the wastewater
TANK CONCRETE REPAIR reclamation facility is in the process of
getting a new cover. Repair to the structure
was not included in the digester cover replacement project awarded to JJ Henderson
in 2003; however, the rim of the structure is badly deteriorated due to the
caustic environment and the weather and is in need of repair. Quotes for the
repair work were requested from several different sources. Mrs. Little recommends
that JJ Henderson be authorized to proceed with the digester tank concrete repair
for an amount not to exceed $14,375.
Trustee Rosenthal moved to authorize JJ
Henderson to proceed with the repair at a cost not to exceed $14,375. Trustee
Swanson seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
AUTHORIZATION TO SUBMIT JOINT Mrs. Little is requesting authorization to
PURCHASING REQUISITION TO PURCHASE purchase bulk rock salt for ice control under
SALT UNDER STATE OF ILLINOIS JOINT the State of Illinois Joint Purchase Contract.
PURCHASE CONTRACT The Village has been purchasing salt under the
joint purchase contract for many years as it
is the most reliable and cost effective method for purchasing this material. The
unit cost is unknown at this time. Last year the cost was $31.48/ton and $82,000
was budgeted. This year's budget is $100,000. Mrs. Little requests authorization
to submit a joint purchasing requisition up to the budgeted amount of $100,000.
Trustee Seiden so moved. Trustee Wylie
seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
DISCUSSION RE AMENDMENTS TO THE Due to new financial reporting requirements
VILLAGE'S FIXED ASSETS POLICY that the Village will be required to adhere to
for this fiscal year, the finance director is
recommending to change the threshold for accounting for fixed assets from $500 to
$25,000. Raising the limit would eliminate the need to record and depreciate for
accounting purposes items that, as a whole, are not material compared to the major
assets of the Village. From an asset control standpoint, the Village would adhere
to the existing minimum of $500. These items would continue to be maintained as
part of the equipment inventory. In addition, most items with a value greater
than $5,000 would continue to be funded through the Vehicle and Equipment
Replacement Fund. The new level of fixed asset valuation for accounting purposes
is acceptable to the Village's auditors.
After discussion Trustee Benton made a motion
to approve the policy to change the threshold for accounting for fixed assets from
$500 to $25,000. Trustee Rosenthal seconded the motion. The motion passed by the
following vote:
Board of Trustees Meeting
April 7, 2004.
Page 5 of 7
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
ORDINANCE INCREASING WATER RATES The finance director is recommending an
FROM $2.96 TO $3.06 PER 100 CUBIC increase in the water rate effective May 1,
FEET, EFFECTIVE 5/1/04 2004, by 3.4 %, primarily due to the increase
in wholesale rate from Highland Park that is
going into effect at that time. The new recommended rate is $3.06 per 100 cubic
feet, up from the current $2.96. The rate increase would be tiered in with
quarterly bills beginning in June and would be fully implemented by the August
bills. For monthly customers, the increase would be fully effective on the June
bill.
This will stand as a First Reading.
AUTHORIZATION TO AMEND CONTRACT Commencement of work.on the pedestrian bridge
FOR CONSTRUCTION OF DEERFIELD ROAD replacement project by Illinois Constructors
PEDESTRIAN BRIDGE Corporation has been delayed due to the
necessity of having a gas line relocated.
Since they will not be starting construction until April 12`h, Illinois
Constructors Corporation has submitted a request for a time extension on their
contract. The new completion date being requested is September 7, 2004. It is
the contractor's intent, however, to open the roadway to two -way traffic as early
as August 2, 2004, only a few days after the original completion date. Items of
work to be completed after that date will be the parking lot, lighting,
landscaping, wood stairs and railing, painting and punch list. The new schedule
allows the contractor the equivalent of 89 working days, four days longer than the
original time frame. The additional duration is due to the Village's request not
to change traffic patterns during the Memorial Day weekend when the fine arts fair
will be held in the - Marathon computer parking lot. Mrs. Little recommends
acceptance of the extension date of September 7, 2004.
Trustee Rosenthal so moved. Trustee Benton
seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
DISCUSSION AND DIRECTION OF STAFF Trustee Benton summarized the meeting that
RE DEERFIELD ROAD IMPROVEMENTS took place earlier in the week with staff,
BETWEEN THE VIADUCT AND CASTLEWOOD three trustees, and IDOT representatives in
attendance. Although traffic counts justify
turning Deerfield Road into a four lane road, the Village Board felt that a four
lane road is not an acceptable choice. Board members were unable to convince IDOT
to financially support the Village's first choice of a two lane road with turn
bays at Jonquil Terrace, Pine Street and Appletree (plus existing turn bays at
Chestnut and at Wilmot). The cost of doing the project without financial
assistance would be $2.7 million. IDOT representatives were willing to support
the Village's second choice concept of a full third lane alternative and were
willing to recommend it for funding. This alternative has the possible option of
pedestrian refuges and other traffic calming measures such as stop signs. Village
staff believes this project could be completed in the desired time frame. The
Village portion of this option would be approximately $820,000.
Board of Trustees Meeting
April 7, 2004
Page 6 of 7
After discussion Trustee Benton made a motion
to proceed with the third lane alternative. Trustee Seiden seconded the motion.
The motion passed by the following vote:
AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
NAYS: None (0)
ACCEPTANCE OF VOLUNTARY DISCLOSURE The Village was one of a number of communities
OF TAX LIABILITY DUE FROM AMERITECH to receive a notification from Ameritech
ADVANCE DATA SERVICES (AADS) Advance Data Services (AADS) disclosing that
certain tax liabilities for telecommunications
taxes due to the Village had not been paid for the period March 1, 2000, to the
present. They are offering a settlement under which they will make a payment to
the Village for back taxes due plus interest (approximately $8,000). They have
also offered to make an additional payment of two months interest (approximately
$128) if the municipality executes an agreement prior to April 16. They are doing
this to forestall the initiation of an audit to independently determine the
liability. It is the judgment•of the village attorney and the finance director
that the cost of an independent audit would probably exceed any potential
additional liability and that it is in the best interest of the Village to approve
the agreement.
During discussion it was clarified that the
Village will receive the $8,000 whether or not the agreement is executed. It is
only the $128 that is in question. Mayor Harris commented that, in his opinion,
the Village should not give up the right to audit for only $128.
Trustee Rosenthal moved to accept the
voluntary disclosure of tax liability. Trustee Benton seconded the motion. The
vote was as follows:
AYES: None (0)
NAYS: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6)
The motion therefore failed.
DISCUSSION
TRUSTEE IN THE TOWN Trustee Seiden reported that Trustee in the
Town will be held on April 17`h from 9:00 a.m.
until noon at the library. Trustees Kayne and Rosenthal will represent the Board.
ELECTRONICS PICK UP Trustee Wylie reported that on May 22 °d SWALCO
will hold a residential electronics pick up in
Grayslake. Deerfield will provide residents
with a collection drop off point at the Marathon commuter lot.
EXECUTIVE SESSION Mayor Harris reported that the Executive
Session originally scheduled for tonight will
be held instead on Monday at 7:30 p.m.
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Board of Trustees Meeting
April 7, 2004
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ADJOURNMENT There bei further business to discuss,
Trustee osen qal made a motion to adjourn the
meeting. Trustee Wylie seconded the moti otion passed unanimously. The
meeting was adjourned at 9:15 p.m.
APP VED:
ATTEST:
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ilia e -Clerk
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