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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. 1 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. 1 1 1 Board of Trustees Meeting April 7, 2004 Page 7 of 7 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: 1 1 ilia e -Clerk yor