05/17/2004May 17, 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
Monday, May 17, 2004, at 7:30 P.M. The Clerk called the roll and announced that
the following were:
Present: Steve Harris, Mayor
Robert Benton
Jerry Kayne
William Seiden
Vernon Swanson
Matthew Wylie
Absent: Harriet Rosenthal
and that a quorum was present and in attendance. Also present were Village
Attorney Peter Coblentz and Village Manager Robert Franz.
PLEDGE OF ALLEGIANCE Lynn Tramutola and Faith Keiden of the
National Family Partnership and Parent
Networking led those in attendance in reciting the Pledge of Allegiance.
APPROVAL OF MINUTES Trustee Wylie made a motion to approve the
minutes of the previous meeting. .Trustee
Benton seconded the motion. The motion passed unanimously.
PROCLAMATION - LYNN TRAMUTOLA AND As a means of acknowledging their work for the
FAITH KEIDAN DAY youth of Deerfield as participants in the
National Family Partnership and organizers of
Parent Networking, Mayor Harris read a proclamation declaring May 18, 2004, to be
Lynn Tramutola and Faith Keiden Day.
Trustee Swanson made a motion to accept the
proclamation. Trustee Kayne seconded the motion. The motion passed unanimously.
Mrs. Tramutola and Mrs. Keiden were in
attendance to accept the proclamation.
PROCLAMATION -RELAY FOR LIFE MONTH Mayor Harris read,a proclamation designating
the month of June 2004 as Relay for Life Month
in Deerfield and urged citizens to recognize and participate in the relay events
that will be held in Deerfield on June 12 and 13.
Trustee Benton moved to accept the
proclamation. Trustee Kayne seconded the motion. The motion passed unanimously.
Marilyn Newlander accepted the proclamation on
behalf of the American Cancer Society.
PROMOTION - POLICE COMMANDERS Mayor Harris announced the promotions of
Sergeants Thomas Keane and Walter Trillhaase
to Police Commander. Commander Keane has been with the Deerfield Police
Department since 1990 and has been a sergeant since 2001. Commander Trillhaase
Board of Trustees Meeting
May 17, 2004
Page 2 of 7
has been with the Deerfield Police Department since 1989 and has been a sergeant
since 2000. Commanders Keane and Trillhaase were .sworn in by Mr. Franz.
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, Seiden, Swanson, Wylie (5)
NAYS: None (0)
TREASURER'S REPORT Bob Fialkowski presented highlights from the
April Treasurer's Report, which is the
preliminary fiscal year end report. Sales Tax received in April (for January
sales) is a 7.8% increase over the same period last year, and a 3.1% increase over
the last twelve -month period versus the year before. Interest income, hotel /motel
tax and state income tax continued to be weak. As of April 30, 2004, 100% of
available cash was invested at an average interest rate of 3.01% compared to an
average rate of 0.94% for the 90 -day Treasury Bill.
REPORT ON DEPARTMENTAL OBJECTIVES, Bob Fialkowski presented the Report on
FINANCE DEPARTMENT Departmental Objectives for the Finance
Department. Among the highlights were:
• Staff was heavily involved in the implementation of Munis, the new finance
system software. Payroll went "live" on December 1st; General Ledger went
"live" on March 1st, and Utility Billing went "live" on May 1st
• Two new department employees, Valerie Moll and Angela Rodriguez, were hired.
• The annual TIF reports were completed, as well as the TIF early termination
study.
• The fiscal year 2004 -2005 budget was completed and received Board approval.
• In the technology area, numerous initiatives were implemented.
PUBLIC COMMENT Larry Dondanville reminded viewers of the
upcoming Memorial Day activities, including
the recognition of World War II veterans from the Deerfield area. He thanked Rich
Kramer and other Village staff for their help with this undertaking.
RFPnRTR
REPORT AND RECOMMENDATION OF THE Trustee Seiden summarized the report and
RESIDENTIAL REDEVELOPMENT REVIEW recommendation of the Residential Redevelop -
TASK FORCE RE HISTORIC PRESERVATION ment Task Force regarding historic
preservation. This is the third phase of a
project that has already addressed zoning and safety issues and will next study
the issue of tree preservation.
The task force investigated the possibility of
the Village becoming a "Certified Local Government" and came to the conclusion
that the limited benefits are not commensurate with the cost and effort that would
be involved. The task force also concluded that participation in any historic
preservation program pursued by the Village should be solely discretionary and
voluntary on the part of the property owner. The task force is proposing an
ordinance (which must be approved by the State Historic Preservation Office) that
it believes will provide the minimum restrictions and procedures necessary to
Board of Trustees Meeting
May 17, 2004
Page 3 of 7
enable a property owner to participate in the State's real estate tax freeze
program. A Historic Preservation Commission would be set up by the Mayor and
Board and would meet as needed to determine if a property merited inclusion in the
program. It would deal only with residences. Businesses would not be considered.
After discussing the recommendations in
further detail, Trustee Swanson made a motion to accept the report and
recommendation of the Residential Review Task Force and to direct the Village
Attorney to review and revise as necessary the draft ordinance prepared by the
Task Force. Trustee Benton seconded the motion. The motion passed by the
following vote:
AYES: Benton, Kayne, Seiden, Swanson, Wylie (5)
NAYS: None (0)
REPORTS
ORDINANCE 0 -04 -26 AMENDING ZONING An ordinance amending the zoning ordinance
ORDINANCE RE GROUND SIGNS IN THE to authorize certain ground signs in the I -1
I -1 OFFICE, RESEARCH AND RESTRICTED Office, Research and Restricted Industrial
INDUSTRIAL DISTRICT District. Second Reading.
ORDINANCE 0 -04 -27 AUTHORIZING A An ordinance authorizing a ground sign for
GROUND SIGN FOR SMITH BARNEY AS AN Smith Barney as an amendment to the approved
AMENDMENT TO THE APPROVED SIGN PLAN sign plan for 111 Pfingsten. Second Reading.
FOR 111 PFINGSTEN
ORDINANCE AMENDING ZONING ORDINANCE An ordinance amending the zoning ordinance re
RE DIRECTIONAL GROUND SIGNS IN C -2 directional ground signs in the C -2 outlying
OUTLYING COMMERCIAL DISTRICT commercial district. First Reading.
ORDINANCE APPROVING AMENDMENT TO An ordinance approving an amendment to a sign
SIGN PLAN TO PERMIT A DIRECTIONAL plan to permit a directional ground sign for
GROUND SIGN, LAKE COOK PLAZA Lake Cook Plaza. First Reading.
ORDINANCE APPROVING AMENDMENT TO An ordinance approving an amendment to a
SPECIAL USE - RENU BODY SPA, 617 special use for Renu Body Spa, 617 Central
CENTRAL AVENUE Avenue. The petitioner is proposing to
convert existing attic space into usable space
for the business and also to make a number of exterior improvements. First
Reading.
ORDINANCE AMENDING THE MUNICIPAL
CODE RE COMMUTER PARKING FEES
permit will be increased to $150 for
First Reading.
An ordinance amending the Municipal Code re
commuter parking fees. Daily rates will be
increased to $1.50. Fees for a six month
residents and to $215 for non - residents.
ORDINANCE 0 -04 -28 IMPLEMENTING THE An ordinance adopting (1) gift ban provisions
PROVISIONS OF THE STATE OFFICIALS and (2) restrictions on certain political
AND EMPLOYEES ETHICS ACT activities by governmental officers and
employees. Second Reading.
Board of Trustees Meeting
May 17, 2004
Page 4 of 7
ORDINANCE 0 -04 -29 AMENDING THE
MUNICIPAL CODE RE PERMIT FEES AND
CONSTRUCTION CHARGES
An ordinance increasing various fees and
construction charges and consolidating them
into a new article in Chapter 6 of the
Municipal Code. Second Reading.
RESOLUTION R -04 -03 RE CLOSURE A resolution authorizing the closure, either
OF A PORTION OF WAUKEGAN ROAD FOR partially or completely, of Route 43 (Waukegan
THE FOURTH OF JULY PARADE Road) from Osterman Avenue north to Greenwood
Avenue.
Trustee Swanson moved for acceptance of the
Consent Agenda and adoption of the ordinances and the resolution. Trustee Seiden
seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Seiden, Swanson, Wylie (5)
NAYS: None (0)
OLD BUSINESS
There was no Old Business on this Agenda.
NEW BUSINESS
ANALYSIS AND AWARD OF BID FOR 2004 Eleven sealed bids were received for the 2004
SIDEWALK /CURB REPLACEMENT PROGRAM sidewalk /curb replacement program. Mrs.
Little recommends awarding the contract to low
bidder Schroeder & Schroeder at the unit price of $2.80 /square foot for sidewalk
and $10.00 /lineal foot for curb, up to the budgeted amount of $400,000. Schroeder
and Schroeder completed the 2001, 2002 and 2003 sidewalk /curb replacement programs
in a satisfactory manner and within budgeted amounts.
Trustee Swanson moved to award the contract to
Schroeder & Schroeder at the cost of $2.80 /square foot for sidewalk and $10.00/
lineal foot for curb, up to the budgeted amount of $400,000. Trustee Benton
seconded the motion. The.motion passed by the following vote:
AYES: Benton, Kayne, Seiden, Swanson, Wylie (5)
NAYS: None (0)
ANALYSIS AND AWARD OF BID FOR Five sealed bids were received for the 2004
CONCRETE RAISING (SLABJACKING) concrete raising program. Mrs. Little
recommends awarding the contract to low bidder
Power Concrete Lifting in the amount of $1.20 /square foot up to the budgeted
amount of $50,000.
Trustee Swanson so moved. Trustee Wylie
seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Seiden, Swanson, Wylie (5)
NAYS: None (0)
Board of Trustees Meeting
May 17, 2004
Page 5 of 7
Trustee Benton made a motion to award the bid
to St. Aubin Nursery for the eight species on which it made the low bid and to
Arthur Weiler Nursery for the six species on which it made the low bid. Trustee
Seiden seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Seiden, Swanson, 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 which must be disposed of in
accordance with IEPA requirements. $60,000 has been budgeted for this project.
Proposals were sought from five companies for the removal of the sludge, and three
of the companies submitted proposals. The Director of Public Works and Engineering
and the foreman of the Wastewater Reclamation Facility recommend awarding the
sludge hauling contract to low bidder Synagro at the unit price of $14.88 per
cubic yard of sludge, for an amount not to exceed $60,000.
Trustee Wylie so moved. Trustee Swanson
seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Seiden, Swanson, Wylie (5)
NAYS: None (0)
AUTHORIZATION TO AWARD CONTRACT Design and construction engineering services
FOR DESIGN AND CONSTRUCTION are required for the 2004 street rehabil-
ENGINEERING SERVICES FOR 2004 itation program. Streets included in this
STREET REHABILITATION PROGRAM year's program are:
ANALYSIS AND AWARD OF BID FOR
Two sealed bids were received for the
2004
50/50 PARKWAY TREE PROGRAM
Westgate Avenue
50/50 parkway tree program. The unit
prices
•
Warwick Road from
Kenton Road to Warrington Road
submitted by Arthur Weiler Nursery are
higher
Westcliff from
than those of St. Aubin on
four trees,
and they did not bid on four other
species
from Deerfield Road to Fair Oaks Avenue
of trees. However, Arthur
Weiler
Nursery submitted lower unit prices on
six of
the fourteen different species
of
trees. Mrs. Little recommends that the
contract
•
be split between St. Aubin
Nursery
(low bidder on eight species of trees)
and
Gordon Terrace
Arthur Weiler Nursery (low
bidder
on six species of trees) for the lowest
price
from Central Avenue to Anthony Lane and
quoted for each species of
tree.
The nurseries have.been contacted and have
from Country Lane to Gordon Terrace
agreed to this arrangement.
Trustee Benton made a motion to award the bid
to St. Aubin Nursery for the eight species on which it made the low bid and to
Arthur Weiler Nursery for the six species on which it made the low bid. Trustee
Seiden seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Seiden, Swanson, 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 which must be disposed of in
accordance with IEPA requirements. $60,000 has been budgeted for this project.
Proposals were sought from five companies for the removal of the sludge, and three
of the companies submitted proposals. The Director of Public Works and Engineering
and the foreman of the Wastewater Reclamation Facility recommend awarding the
sludge hauling contract to low bidder Synagro at the unit price of $14.88 per
cubic yard of sludge, for an amount not to exceed $60,000.
Trustee Wylie so moved. Trustee Swanson
seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Seiden, Swanson, Wylie (5)
NAYS: None (0)
AUTHORIZATION TO AWARD CONTRACT Design and construction engineering services
FOR DESIGN AND CONSTRUCTION are required for the 2004 street rehabil-
ENGINEERING SERVICES FOR 2004 itation program. Streets included in this
STREET REHABILITATION PROGRAM year's program are:
•
Berkley Court
from Stratford Road to joint _
•
Westgate Avenue
from Kenton Road to Wincanton Drive
•
Warwick Road from
Kenton Road to Warrington Road
•
Westcliff from
Kingston Terrace to Margate Terrace
•
Forest Avenue
from Deerfield Road to Fair Oaks Avenue
•
Fox Hunt Trail
from Carriageway to Millstone Road
•
Augusta Drive
from St. Andrews Lane to Oakmont Drive
•
Orchard Avenue
from Rosemary to Waukegan Road
•
Gordon Terrace
from Pine Street to Willow Avenue
•
Lombardy Lane
from Central Avenue to Anthony Lane and
•
Willow Avenue
from Country Lane to Gordon Terrace
Board of Trustees Meeting
May 17, 2004
Page 6 of 7
URS Corporation, which satisfactorily
completed all engineering services for last year's street rehabilitation program,
proposes to provide design and construction engineering services for this year's
program for $49,000. The Director of Public Works and Engineering recommends
acceptance of their proposal.
In response to a question from Mayor Harris,
Asst. Engineer John Welch reported that Stratford Road is in need of repair but,
due to the utility work needed, it is not part of this project. As discussed in
budget-meetings, a bond sale is needed for Stratford Road and Rosemary Terrace
improvements. Stratford, between North and Greenwood Avenues, is scheduled for
next year.
Trustee Seiden moved to accept the URS
proposal in an amount not to exceed $49,000. Trustee Kayne seconded the motion.
The motion passed by the following vote:
AYES: Benton, Kayne, Seiden, Swanson, Wylie (5)
NAYS: None (0)
AUTHORIZATION FOR ADDITIONAL In June 2003 the Police Department entered
SERVICES FROM NEW WORLD SYSTEMS into an agreement with New World Systems Corp.
(COMPUTER AIDED DISPATCH) to purchase and install an Integrated Records
Management and Computer Aided Dispatch (CAD)
system. Prior to the agreement, the police department utilized the services of
SunGuard HTE, Inc. and stored data on an IBM AS400 computer system. During the
course of the installation of the New World System software and equipment it has
become apparent that the needs of the police department would be best served by
converting the data currently stored on the AS400 to a Microsoft based platform.
New World Systems Corp. has agreed to complete the file conversion at a cost not
to exceed $18,750. Chief Sliozis recommends authorization to enter an agreement
with New World Systems Corp. in an amount not to exceed $18,750. He is also
requesting a budget amendment authorizing that the expenditure to be paid for by
use of funds previously approved for the replacement of the AS400 in the Vehicle &
Equipment Replacement Fund for fiscal year 2004 -05.
Trustee Wylie moved to accept the New World
Systems Corp. proposal in an amount not to exceed $18,750. Trustee Kayne seconded
the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Seiden, Swanson, Wylie (5)
NAYS: None (0)
ORDINANCE 0 -04 -30 DECREASING NUMBER An ordinance decreasing the number of Class E
OF CLASS E LIQUOR LICENSES FROM 19 liquor licenses from 19 to 16 due to the
TO 16, FIRST READING closing of On The Border, Chili's and Macaroni
Grill. First Reading.
Trustee Swanson moved for a waiver of the
rules to permit the ordinance to be voted on at First Reading. Trustee Kayne
seconded the motion. The motion passed by the following vote:
AYES: Benton, Kayne, Seiden, Swanson, Wylie (5)
NAYS: None (0)
1
1
Board of Trustees Meeting
May 17, 2004
Page 7 of 7
Trustee Benton moved for adoption of the
ordinance. Trustee Kayne seconded the motion. The motion passed by the following
vote:
AYES: Benton, Kayne, Seiden, Swanson, Wylie (5)
NAYS: None (0)
ORDINANCE INCREASING NUMBER OF An ordinance increasing the number of Class C
CLASS C LIQUOR LICENSES FROM liquor licenses from three to four at the
3 TO 4, BAHA FRESH GRILL the request of Baha Fresh Grill. First
Reading.
DISCUSSION
ITEMS FROM THE VILLAGE MANAGER Mr. Franz reported that:
• Due to there being five Mondays in May, the next board meeting will be in three
weeks, on June 71h
• SWALCO will be sponsoring a collection of electronics items on Saturday, May
22nd Any Village resident with items to dispose of should bring them to the
farmer's market parking lot (behind the train station) between 7:30 a.m. -
10:30 a.m.
• The Deerfield Fine Arts Festival will be held May 29th and 30th from 10:00 a.m. -
5:00 p.m. at the farmer's market parking lot.
• Expanded Memorial Day ceremonies will begin at 9:45 a.m. on May 31st outside the
library, followed by a parade to the cemetery. At 12:30 at the Patty Turner
Senior Center there will be a special recognition of World War II veterans as a
way of locally acknowledging the new World War II monument in Washington D..C.
• Deerfield Road will remain open eastbound only until Memorial Day, then will
close in both directions for a period of 3 -4 weeks during construction.
• On Saturday June 5th, the Three Men and a Truck event will be held from 6:00
a.m. - 6:00 p.m. to benefit the township food pantry. Residents are encouraged
to bring food, cleaning supplies and personal care items.
• The Sunrise Senior Living petition for t e parcel has been withdrawn
by the petitioner.
T n.,rnrio Nimr mrr
Trustee Benton seconded the motio .
was adjourned at 8:35 p.m.
ATTEST:
e Clerk
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stee Wylie ved to
e motion passed Una
PROVED:
usiness to discuss,
ourn the meeting.
Asly. The meeting