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07/19/2004July 19, 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, July 19, 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 Assistant to the Village Manager Diane Mikula led those in attendance in reciting the Pledge of Allegiance. Diane is leaving her position with Deerfield later in the month to work for the Village of Arlington Heights. APPROVAL OF MINUTES Wylie seconded the mo AYES: Benton, Kayne, NAYS: None (0) ABSTENTIONS: Swanson Trustee Benton make a motion to approve the minutes of the previous meeting. Trustee Lion. The motion passed by the following vote:, Rosenthal, Seiden, Wylie (5) (1) (Due to his absence at the previous meeting) BILLS AND PAYROLL Trustee Rosenthal made a motion to approve the Bills and Payroll. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the June Treasurer's Report. Sales tax received in June (for March sales) is a 9.6% increase over the same period last year. This is the third month in a row that there has been a significant increase over the same period the prior year. Hotel tax and the state income tax are showing some improvement. Expenditures are within budget. As of June 30, 2004, 100% of available cash was invested at an estimated average interest rate of 2.94% compared to an average rate of 1.26% for the 90 -day Treasury Bill. REPORT ON DEPARTMENTAL OBJECTIVES, Barbara Little presented highlights from the PUBLIC WORKS AND ENGINEERING Report on Departmental Objectives for Public Works and Engineering. Among them were: ENGINEERING • The Deerfield Road Rehabilitation Project plan has been submitted to IDOT and is scheduled for a September letting. Storm and sanitary sewer work may begin Board of Trustees Meeting July 19, 2004 Page 2 of 6 this fall, along with necessary relocation of overhead utilities. Full construction is expected to begin in spring 2005 and to be completed in the fall. • The Central Avenue Water Main Replacement Project is near completion. • Residential development and improvement plans continue to be reviewed to ensure compliance with the Village's Grading and Drainage Ordinance. The Department is current with all plan reviews. PUBLIC WORKS • 1981 miles of streets were swept and 660 cubic yards of debris removed. • 2905 tons of salt were used and 1891.75 total man hours expended for snow and ice removal. • 488 street name signs and 212 roadway signs have been replaced. • 200 inlets and catch basins have been cleaned and 3 broken grates replaced. • All 1199 fire hydrants were tested in the spring. 400 hydrants in the northwest quadrant were sandblasted and painted by an outside contractor. • 13,566 water meters have been read. • The Sewage Treatment Plant Engineering Study has begun. • In May, which was one of the wettest months on record with seven inches of rain, there were no reported sewer stoppages and only 15 sewer calls. The majority of street flooding reported was caused by debris on the storm grates. • The Sewer Department cleaned over 61,000 feet of sanitary and storm sewers in addition to televising 17,500 feet of sewer. They have also replaced and installed 21 inlets and over 488 feet of storm and sanitary pipe and 37 frames and covers. • Garage personnel have supervised the bidding and purchase of several new vehicles. They continue to maintain all Village equipment and vehicles in excellent operating condition. When Mrs. Little had completed her presentation, she spent several minutes responding to Trustees' questions regarding the status of various Village projects. PUBLIC COMMENT There was no public comment on non - agenda items. REPORTS REPORT AND RECOMMENDATION OF PLAN Mayor Harris introduced Michael Swartz and COMMISSION AND REPORT AND RECOM- David Marks, both of the Plan Commission, and MENDATION OF THE VCDC RE PROPOSED Alan Garfield of the VCDC and thanked them, CHANGES TO THE COMPREHENSIVE PLAN as well as Comprehensive Plan Committee Chairperson Matt Wylie, for all their hard work on the Comprehensive Plan project. Trustee Wylie thanked the Board, the Plan Commission, the VCDC and all others involved in the process. He noted that, while there was not unanimity on some issues, he considers this a good thing, as it demonstrates that many different opinions went into the making of the document, and the final result will be a plan formed from consensus. He hopes that the document will be more clear and user friendly than the present one. 1 David Wolff, President of the Library Board, commented that Deerfield needs a newer, larger library. He recommended that, as they become available, the properties on the west side of Waukegan Road, between the current library and Hazel Avenue, be purchased by the Village and designated for governmental use. Margie Stone urged the Board to accept the Comprehensive Plan as revised by the Plan Commission, especially with respect to the Village Center sub -area and Briarwood Country Club. Mrs. Stone also urged the Board to be pro active in considering pedestrian issues. Trustee Seiden agreed with Mr. Wolff that all the properties in the northwest quadrant of the Village Center should be designated for governmental use, and he applauded the library for their plans for future development of the library. CONSENT AGENDA The Consent Agenda consists of the following items: ORDINANCE 0 -04 -38 APPROVING AN AMENDMENT TO A SPECIAL USE TO PERMIT AN ENVIRONMENTAL FACILITY, BRIARWOOD COUNTRY CLUB containment pad of approximately 144 ORDINANCE 0 -04 -39 APPROVING AN AMENDMENT TO A SPECIAL USE TO PERMIT TOOL RENTAL /STORAGE ADDITIONS AT HOME DEPOT ORDINANCE 0 -04 -40 APPROVING REAR YARD VARIATION, KAMEN, 825 DEERE PARK COURT An ordinance approving an amendment to the Briarwood Country Club special use to permit construction of an environmental building/ facility of approximately 1,800 square feet and approval of an open air wash area square feet. Second Reading. An ordinance approving an amendment to a special use to permit tool rental /storage additions at Home Depot. Second Reading. An ordinance approving a rear yard variation for the property at 825 Deere Park Court, David and Lisa Kamen. First Reading. Mayor Harris reported that David and Lisa Kamen have asked for a waiver of the rules for the ordinance approving a rear yard variation for their property at 825 Deere Park Court. Trustee Rosenthal moved for a waiver of the rules. Trustee Swanson 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 July 19, 2004 Page 3 of 6 Trustee Wylie suggested that the Board hold one or more workshops to go through the document. He suggested that Mr. Swartz and Mr. Garfield attend, along with Marvin Ehlers as a representative of the steering committee. It was decided that the first workshop will be held on Monday, July 26th at 7:00 P.M. Other governmental units will be notified of the meeting, which will also be open to the public. 1 David Wolff, President of the Library Board, commented that Deerfield needs a newer, larger library. He recommended that, as they become available, the properties on the west side of Waukegan Road, between the current library and Hazel Avenue, be purchased by the Village and designated for governmental use. Margie Stone urged the Board to accept the Comprehensive Plan as revised by the Plan Commission, especially with respect to the Village Center sub -area and Briarwood Country Club. Mrs. Stone also urged the Board to be pro active in considering pedestrian issues. Trustee Seiden agreed with Mr. Wolff that all the properties in the northwest quadrant of the Village Center should be designated for governmental use, and he applauded the library for their plans for future development of the library. CONSENT AGENDA The Consent Agenda consists of the following items: ORDINANCE 0 -04 -38 APPROVING AN AMENDMENT TO A SPECIAL USE TO PERMIT AN ENVIRONMENTAL FACILITY, BRIARWOOD COUNTRY CLUB containment pad of approximately 144 ORDINANCE 0 -04 -39 APPROVING AN AMENDMENT TO A SPECIAL USE TO PERMIT TOOL RENTAL /STORAGE ADDITIONS AT HOME DEPOT ORDINANCE 0 -04 -40 APPROVING REAR YARD VARIATION, KAMEN, 825 DEERE PARK COURT An ordinance approving an amendment to the Briarwood Country Club special use to permit construction of an environmental building/ facility of approximately 1,800 square feet and approval of an open air wash area square feet. Second Reading. An ordinance approving an amendment to a special use to permit tool rental /storage additions at Home Depot. Second Reading. An ordinance approving a rear yard variation for the property at 825 Deere Park Court, David and Lisa Kamen. First Reading. Mayor Harris reported that David and Lisa Kamen have asked for a waiver of the rules for the ordinance approving a rear yard variation for their property at 825 Deere Park Court. Trustee Rosenthal moved for a waiver of the rules. Trustee Swanson 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 July 19, 2004 Page 4 of 6 Trustee Seiden moved for passage of the Consent Agenda and adoption of the ordinances. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden,•Swanson, Wylie (6) NAYS: None (0) NEW BUSINESS AUTHORIZATION FOR MAYOR TO SIGN Chief Sliozis is requesting authorization for INTERGOVERNMENTAL AGREEMENT RE the Mayor to sign an intergovernmental MAJOR CRASH ASSISTANCE TEAM agreement for Deerfield to become a member of the Major Crash Assistance Team (MCAT). MCAT will consist of member agencies throughout Lake County that will supply officers and resources, as available, to assist with the investigation of serious traffic crashes within the jurisdiction of any member agencies. By becoming a member, departments are better prepared to investigate serious crashes by pooling manpower and resources of other agencies. The Department will reserve the right to not supply manpower if none is available. The only costs associated with the agreement will be manpower and a $100 annual membership fee. Trustee Rosenthal moved to authorize Mayor Harris to sign the authorization. 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 BIDS FOR On July 7th, sealed bids were opened and read 2004 MFT CONTRACTS for the 2004 MFT contracts. Mrs. Little recommends the following: • That the contract for concrete patching be awarded to low bidder A -Lamp Concrete Contractors at a unit price of $31.80 /square yard, up to the budgeted amount of $270,000. 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) • That the contract for thermoplastic pavement marking be awarded to low bidder Superior Road Striping at the unit price of $0.60 per foot for 6" lines, $0.40 per foot for 4" lines, and $2.50 per square foot for letters and symbols, up to the budgeted amount of $24,000. Trustee Benton so moved. Trustee Rosenthal 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 July 19, 2004 Page 5 of 6 • That, because both bids for inlet reconstruction were in excess of an amount staff considered reasonable when compared to last year's prices, the Village reject all bids and rebid the project. Trustee Rosenthal moved to reject the bids for inlet reconstruction and to authorize staff to rebid the project. Trustee Wylie 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 BIDS FOR CONVENTIONAL TRUCK WITH UTILITY BODY AND CRANE $13,998 for a 1997 Chevrolet 11,000 net amount of $43,947.91. Six bids were received for a conventional truck with utility body and crane. The low bid was submitted by Lake County Truck Sales for a base price of $57,945.91, less trade in of GVW truck with utility body and crane, for a Trustee Wylie moved to award the bid to Lake County Truck Sales for a net amount not to exceed $43,947.91. Trustee Seiden 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 Five bids were received for 2004 parkway tree PARKWAY TREE TRIMMING trimming. Mrs. Little recommends awarding the bid to Sawvell Tree Service which submitted the low total bid of $34,150 for the approximated quantity of trees in each of three specified tree trunk diameters. Work will be performed on an as needed basis up to the budgeted amount of $40,000. Trustee Rosenthal moved to award the bid to Sawvell Tree service at their bid prices, up to a maximum of $40,000. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) COIN OPERATED GAMES games, which are currently not research the matter, Mr. Franz might be inclined to reconside it would be worthwhile to look Z\ n.T(1T1AT%1MVhTT nTCrTlceTnT1 Brunswick Bowling Alley is requesting that the Board reconsider its position on coin operated allowed in the Village. Before taking the time to asked for direction from the Board on whether they r the policy. After discussion it was decided that into it. Trustee Seiden seconded the motion was adjourned at 8:25 p.m. There being no further business to discuss, Trustee Wylie moved to adjourn the meeting. The motion passed unanimously. The meeting Board of Trustees Meeting July 19, 2004 Page 6 of 6 ATTEST: t xzi. ` ��I i Villa.- - rl 1 r- 1