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06/07/2004June 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 Monday, June 7, 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 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 Brittany Behrens led those in attendance in reciting the Pledge of Allegiance. Brittany, a 16 year old graduating senior from Deerfield High School, was recently named to the Chicago Tribune's 2004 Illinois High School All State Academic Team. As well as being class valedictorian, Brittany also plays trumpet and classical piano. She will attend Harvard University in the fall, where she plans to study electrical engineering and computer science. THANKS TO PUBLIC WORKS EMPLOYEES Mayor Harris thanked the Village public works employees for the extra efforts they made during the recent flooding, and he thanked past Boards and staff for their forward thinking, which enabled the Village to be in such good condition now. Trustee Benton also commended the public works employees for their many extra efforts during the Memorial Day weekend. APPROVAL OF MINUTES Benton seconded the motion. Trustee Wylie made a motion to approve the minutes of the previous meeting. Trustee The motion passed unanimously. BILLS AND PAYROLL Trustee Rosenthal made a motion to approve the Bills and Payroll. Trustee Kayne seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) PUBLIC COMMENT Barbara Struthers commented that the Village's ordinance against placing advertising signs in residential yards is not being well enforced and asked that staff make greater efforts to notify offenders that the signs not legal and must be removed. Larry Dondanville thanked the Board and staff for their assistance in organizing this year's Memorial Day activities. Mayor Harris in turn thanked Mr. Dondanville for the efforts he made, which led to a moving and effective ceremony at the Patty Turner Senior Center (and later at the Weinberg Center) recognizing this area's World War II veterans. LJ 1 Board of Trustees Meeting June 7, 2004 Page 2 of 6 REPORTS There were no reports on the agenda for this meeting. CONSENT AGENDA Trustee Kayne asked that agenda item 01 -08 -12 regarding a liquor license for Baja Fresh be removed from the Consent Agenda and considered separately. Mayor Harris and the Board agreed. Other items on the Consent Agenda are: ORDINANCE 0 -04 -31 AMENDING ZONING ORDINANCE RE DIRECTIONAL SIGNS IN C -2 OUTLYING COMMERICIAL DISTRICT An ordinance amending the Zoning Ordinance re directional ground signs in the C -2 outlying commercial district. Second Reading. ORDINANCE 0 -04 -32 APPROVING An ordinance approving an amendment to a sign AMENDMENT TO SIGN PLAN TO PERMIT A plan to permit•a directional ground sign for DIRECTIONAL GROUND SIGN, LAKE COOK Lake Cook Plaza. Second Reading. PLAZA ORDINANCE 0 -04 -33 APPROVING An ordinance approving an amendment to a AMENDMENT TO A SPECIAL USE, RENU special use for Renu Body Spa, 617 Central BODY SPA, 617 CENTRAL AVENUE Avenue. Second Reading. ORDINANCE 0 -04 -34 AMENDING THE MUNICIPAL CODE RE COMMUTER PARKING FEES increase to $150 for residents and take effect July l'`. Second Readi An ordinance amending the Municipal Code re commuter parking fees. Daily rates will be increased to $1.50 at the Deerfield Road station. Fees for a six month permit will to $215 for non - residents. The increases will ng. Trustee Rosenthal moved for adoption of the four ordinances. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) ORDINANCE 0 -04 -35 INCREASING NUMBER An ordinance increasing the number of Class C OF CLASS C LIQUOR LICENSES FROM liquor licenses from three to four for Baja 3 TO 4, BAJA FRESH GRILL Fresh Grill. Second Reading. Trustee Kayne stated his opposition to granting a liquor license to a fast food restaurant. Trustee Swanson concurred. Trustee Benton moved for adoption of the ordinance. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Benton, Rosenthal, Seiden, Wylie (4) NAYS: Kayne, Swanson (2) Board of Trustees Meeting June 7, 2004 Page 3 of 6 OLD BUSINESS ORDINANCE RE HISTORIC PRESERVATION After noting a minor change in Article 3, Section 24.3 -12 of the ordinance (page 11), Trustee Seiden commented that after tonight's First Reading, the ordinance will be sent to the State Preservation Department for review. Only if it is approved by that body will it have a Second Reading before the Village Board. Trustees briefly discussed the tax consequences of the ordinance on both the homeowner and the various taxing bodies. This will stand as a First Reading. NEW BUSINESS AUTHORIZATION TO PURCHASE ONE Chief Sliozis is requesting authorization to MARKED SQUAD CAR AND ONE purchase one marked police squad car. The ADMINISTRATIVE VEHICLE vehicle to be purchased is a replacement for a 2003 Ford Crown Victoria that was "totaled" as a result of a traffic accident, and for which the Village has received payment from the insurance company in the amount of $16,200. The replacement vehicle is a 2004 Ford Crown Victoria. It would be purchased from the holder of the state bid contract, Landmark Ford in Springfield, at a total cost of $20,050. The second car to be replaced is the Village Manager's vehicle, a 1998 Ford Taurus. The 2004 -05 budget provides for the replacement of this car from the Vehicle and Equipment Replacement Fund. Staff recommends purchase of a 2005 Ford Taurus SE from state bid contract holder Landmark Ford, for a total cost of $14,131. Trustee Seiden made a motion to authorize the purchase of a 2004 Ford Crown Victoria at a total cost not to exceed $20,050 and a 2005 Ford Taurus SE at a total cost not to exceed $14,131, both from Landmark Ford. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) ANALYSIS AND AWARD OF BID FOR Three bids were received for the purchase of 36,220 G.V.W.R. DUMP TRUCK a new 2005 36,220 G.V.W.R. dump truck. Mrs. Little recommends awarding the bid to low bidder Lake County Truck Sales. They made a base bid of $64,876, with a trade in of $16,998 (for a GMC Topkick truck with a 10 -foot Baker snowplow) for a net amount of $47,878. Mrs. Little noted that a new 10 foot snowplow has been budgeted for this vehicle, but it will be purchased separately and is not a part of this bid. Trustee Benton moved to award the bid to Lake County Truck Sales for a net amount not to exceed $47,878. Trustee Kayne 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 June 7, 2004 Page 4 of 6 AUTHORIZATION TO DISPOSE OF The Public Works Department wishes to remove MATERIAL FROM THE PUBLIC WORKS accumulated materials from their storage yard STORAGE YARD on Hackberry Road. It is estimated that there are 8,000 cubic yards of material to be removed. Three proposals were received from companies to load their trucks and remove the material. Mrs. Little recommends awarding the contract to Lenzini Excavating who provided the lowest unit cost of $200 per load, including the loader operator. The budgeted amount for the work is $50,000. This will allow approximately 2,500 cubic yards of material to be removed from the site. Trustee Rosenthal moved to award the contract to Lenzini Excavating for $200 /load, including the load operator, up to the maximum budgeted amount of $50,000. Trustee Kayne 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 Staff is seeking the services of a consulting FOR ENGINEERING SERVICES FOR firm to complete a study of the condition of WASTEWATER TREATMENT PLANT the Village's wastewater treatment infra - INFRASTRUCTURE STUDY structure and to investigate the feasibility of connecting with a larger, regional .wastewater service provider. Requests for proposals were sent to nine engineering firms, and six proposals were received. Staff recommends awarding the study to the joint team of Stanley Consultants /Applied Technologies in an amount not to exceed $57,950. After discussion, Trustee Wylie made a motion to authorize awarding the contract to Stanley Consultants /Applied Technologies in an amount not to exceed $57,950. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) AUTHORIZATION TO ACQUIRE RIGHT -OF It is necessary to acquire approximately 80 WAY FROM EQUILON (SHELL OIL) RE square feet of right -of way from the Eqilon WAUKEGAN /OSTERMAN /LONGFELLOW Corporation in order to construct intersection IMPROVEMENTS improvements at the northeast corner of Waukegan Road and Osterman Avenue. The area needed for construction is at the southwest corner of the property at 655 Waukegan Road. Components of the real estate transaction include an acquisition area, two temporary construction easement areas, relocation of Equilon (Shell Oil) improvements and Impact on Value. On January 8, 2003, the Village provided an independent appraisal and an offer in the amount of $36,800 to Equilon for their consideration. Equilon has accepted the $36,800 as a fair and equitable value. The Director of Public Works and Engineering therefore requests authorization to pay $36,800 to Equilon for compensation related to the Waukegan /Osterman/ Longfellow intersection improvements. Trustee Benton so moved. Trustee Rosenthal seconded the motion. The motion passed by the following vote: Board of Trustees Meeting June 7, 2004 Page 5 of 6 AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) ANALYSIS AND AWARD OF BID FOR Four sealed bids were received for INTERSECTION IMPROVEMENTS AT construction of the Waukegan and Osterman/ WAUKEGAN /OSTERMAN /LONGFELLOW Longfellow intersection improvement. Staff and its consultant, Ciorba Group, recommend that the contract be awarded to Chicagoland Paving, who provided the low bid (corrected) of $548,889.52. Mrs. Little noted that the traffic signal subcontractor for the project is Home Towne Electric, which will facilitate smooth coordination between this intersection project and the Streetscape Phase III project. Mayor Harris suggested starting this project after the 4th of July if doing so will cause only a minor delay. Trustee Kayne commented that he is not satisfied with the assessment of and solutions for pedestrian issues at this intersection, and he will therefore be voting against the project. Trustee Rosenthal moved to award the bid to Chicagoland Paving for an amount not to exceed $548,889.52. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Benton, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: Kayne (1) AUTHORIZATION TO EXTEND AGREEMENT Home Towne Electric served as construction WITH HOME TOWNE ELECTRIC RE PHASE manager /general contractor for both the III STREETSCAPE IMPROVEMENT Phase I and the Phase II Streetscape projects. The final streetscape project to be implemented is Phase III, which is the area along both sides of Waukegan Road from the commercial drive at Midwest Bank, south to Osterman /Longfellow. The project will be funded by the Village Center TIF. Home Towne Electric has submitted a proposal to complete the work for Phase III Streetscape for $306,000. The Village's consultant, Ciorba Group, reviewed the proposal and finds it acceptable. Mrs. Little recommends extending the agreement with Home Towne Electric for Phase III Streetscape in an amount not to exceed $306,000. Trustee Wylie so moved. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: Kayne (1) AUTHORIZATION TO ACCEPT PROPOSAL Ciorba Group has assisted the Village with FOR STREETSCAPE PHASE III design and construction engineering services ENGINEERING SERVICES DURING for Streetscape Phase I and Phase II and with CONSTRUCTION ( WAUKEGAN ROAD FROM the design of Phase III. Staff requested that ELIZABETH ARDEN /BLOCKBUSTER TO Ciorba Group prepare a written proposal to OSTERMAN /LONGFELLOW) IS I complete Phase III engineering services during ` \ construction, and Ciorba Group submitted a proposal in an amount not to exceed $28,684. Mrs. Little recommends acceptance of the proposal. Board of Trustees Meeting June 7, 2004 Page 6 of 6 Trustee Rosenthal so moved. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Benton, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: Kayne (1) nTCrrlQQTnU MARVIN EHLERS SELECTED Trustee Benton recognized former trustee Marvin Ehlers for being named president elect of the Illinois State Historical Society. RELAY FOR LIFE Trustee Rosenthal reported that Relay for Life, a fund raiser for the American Cancer Society, will be held this Saturday at the high school. THANKS TO PARK DISTRICT Trustee Kayne commended the Deerfield Park District for keeping the baseball fields in such good condition in spite of all the rain. COMMUTER PARKING FEES Mr. Franz reminded residents that the commuter parking fee increase passed at tonight's meeting does not go into effect until July 1st. FARMERS MARKET Mr. Franz reported that the farmers market starts up for the season on June 19tH POLICE DEPARTMENT FUNDRAISER Commander Walt Trillhaase reported on the fundraiser held by the police department for the American Cancer Society. In conjunction with 11 Forno Pizza, on two dates department personnel delivered pizzas and donated the $1,920 in tips received. EXECUTIVE SESSION Mr. Franz reported that proper notice was given for an executive session after tonight's meeting. Topics on the agenda are personnel and land acquisition. Trustee Benton made a motion to go into Executive Session. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, S anson, W ie (6) NAYS: None (0) ADJOURNMENT Therl beipelno Trus ee Benton Trustee Rosenthal seconded t e motion. he motion meeting was adjourned at 8: P.M. I APPROVED: ATTEST: Village C erk Yarth e b iness to discuss, de o on to adjourn. ss n nimously. The