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09/07/2004September 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 Tuesday, September. 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 Finance Director Robert Fialkowski. PLEDGE OF ALLEGIANCE John Willman led those in attendance in reciting the Pledge of Allegiance. APPROVAL OF MINUTES Trustee Rosenthal commented that in the section regarding amusement devices for Brunswick bowling alley, the last sentence of the first paragraph should begin, "She added that since a bowling alley in Buffalo Grove added video games. Trustee Kayne noted that in the section regarding Trax, the name of one of the petitioners- was misspelled. Trustee Rosenthal made a motion to approve the minutes as amended. Trustee Wylie seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Wylie 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) PRESENTATION OF BERNARD FORREST Mayor Harris and former Mayor Bernard Forrest PUBLIC SERVICE AWARD jointly presented the 2004 Bernard Forrest Public Service Award to John Willman. Mr. Willman is resigning from the Deerfield Cemetery Association after 25 years of service. Mr. Willman, along with his wife and other family members, was in attendance to accept the award. PRESENTATION OF 25 YEAR EMPLOYEE Due to the illness of Village Manager Robert SERVICE AWARD Franz, who is the recipient of the 25 year Service award, the presentation will be rescheduled to a subsequent meeting. PUBLIC COMMENT Marc Brown, 1557 Oakwood Place, thanked the Police Department for the help they recently provided to his family with their infant seat. Regarding the proposed new library, he commented that if the plan is a good one, Village residents will support it. He suggested that private funds might be an option for paying some of 1 1 1 Board of Trustees Meeting September 7, 2004 Page 2 of 7 the cost. Lou Dauria, 845 Central, also came to comment about the proposed new library, which he opposes. He feels a larger library is not needed and would be an unnecessary expense. REPORTS= There were no reports on the Agenda for this meeting. CONSENT AGENDA ORDINANCE'0 -04 -46 APPROVING FRONT An ordinance approving a front yard variation YARD VARIATION, ROSIN, 550 for Mr. and Mrs. Robert Rosin for their BRIERHILL ROAD property at 550 Brierhill Road. The variation will allow the petitioners to build a single family residence with a front yard setback of 140' in lieu of the established front yard setback of 175'. Second Reading. ORDINANCE APPROVING A SPECIAL USE An ordinance approving a special use for Bizar IN THE I -2B OUTLYING LIMITED Entertainment. If granted, the special use INDUSTRIAL DISTRICT TO PERMIT THE will permit operation of a self improvement ESTABLISHMENT OF A SELF IMPROVEMENT facility in Unit S at 151 S. Pfingsten Road FACILITY AT 151 S. PFINGSTEN ROAD, (Deerbrook Commerce Center). First Reading. BIZAR ENTERTAINMENT ORDINANCE RE THREE WAY STOP AT HAZEL AVENUE AND WILMOT ROAD ORDINANCE AMENDING THE MUNICIPAL CODE RE EXCAVATION DEPOSITS FOR WORK IN THE RIGHT -OF -WAY Reading. An ordinance approving a three -way stop at Hazel Avenue and Wilmot Road. First Reading. An ordinance amending the Municipal Code to allow the Village to retain excavation deposits for up to six months in case settling takes place that needs to be repaired. First Trustee Rosenthal moved for acceptance of the Consent Agenda and adoption of the ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) OLD BUSINESS CONTINUED DISCUSSION RE BRUNSWICK Wildy Perryman, Manager of Regulatory Affairs REQUEST FOR COIN OPERATED AMUSEMENT for Brunswick Bowling and Billiards, along DEVICES with three other Brunswick employees, was in attendance to continue a discussion regarding Brunswick's request to have coin operated amusement devices at the Deerfield facility. Ms. Perryman had previously provided board.members with a handout showing what types of games are being requested and where the games would be placed. She emphasized that only family oriented games such as redemption games are being requested. They are requesting to be permitted to have ten games. Board of Trustees Meeting September 7, 2004 Page 3 of 7 Trustee.Rosenthal made a motion to authorize an ordinance amending the Municipal Code to allow a bowling alley to have up to ten redemption games in a no smoking, no alcohol area, with a license fee in an amount still to be determined. 'Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Swanson, Wylie (5) NAYS: Seiden (1) APPROVAL OF FINAL DRAFT OF THE Jeff Ryckaert reported that the document has COMPREHENSIVE PLAN been edited as per suggestions made by the Board at the two workshop meetings. With the exception of those edits, the plan is as recommended by the Plan Commission. Marvin Ehlers, a member of the Comprehensive Plan Steering Committee, reported that much of the commentary in the Comprehensive Plan has been simplified and generalized. Mr. Ehlers feels that, for the northwest quadrant, the information is perhaps too general. He is especially. concerned about traffic and parking in the quadrant and would like to see more planning among the institutions that are located in it. He suggested that, if the Plan is accepted as now written, there should be some sort of trigger.mechanism put in place such that, when a major change is proposed by any institution in the quadrant, an overall planning activity focusing on traffic and parking will be set into motion. Otherwise, the problems that already exist in the quadrant will be perpetuated. Trustee Seiden made a motion to accept the report 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) AUTHORIZATION TO PURCHASE .011 As part of the Deerfield Road rehabilitation ACRES OF PROPERTY AT 755 CHESTNUT project, the Board authorized staff to pursue (ECK) FOR STREET RIGHT -OF -WAY the acquisition of right -of -way needed at 755 Chestnut Street to improve the alignment of the Deerfield- Chestnut intersection. Because of the federal funding involved in the Deerfield Road project, the acquisition process had to adhere to IDOT guidelines. . That process was completed at a negotiated price of $14,500 for 0.011 acres of land. Trustee Seiden moved.to authorize the purchase at the negotiated price of $14,500. Trustee Benton seconded the motion. Trustee Kayne thanked the Ecks for helping the Village in this matter. After discussion, the motion passed by the following vote: Trustees spent several minutes discussing the petitioner's request. Among topics discussed were: placement of the games (separated by a half wall from the billiard area), the types of games being requested (redemption games and interactive family games), limiting the ordinance to bowling alleys only, and smoking /drinking policies. Trustee.Rosenthal made a motion to authorize an ordinance amending the Municipal Code to allow a bowling alley to have up to ten redemption games in a no smoking, no alcohol area, with a license fee in an amount still to be determined. 'Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Swanson, Wylie (5) NAYS: Seiden (1) APPROVAL OF FINAL DRAFT OF THE Jeff Ryckaert reported that the document has COMPREHENSIVE PLAN been edited as per suggestions made by the Board at the two workshop meetings. With the exception of those edits, the plan is as recommended by the Plan Commission. Marvin Ehlers, a member of the Comprehensive Plan Steering Committee, reported that much of the commentary in the Comprehensive Plan has been simplified and generalized. Mr. Ehlers feels that, for the northwest quadrant, the information is perhaps too general. He is especially. concerned about traffic and parking in the quadrant and would like to see more planning among the institutions that are located in it. He suggested that, if the Plan is accepted as now written, there should be some sort of trigger.mechanism put in place such that, when a major change is proposed by any institution in the quadrant, an overall planning activity focusing on traffic and parking will be set into motion. Otherwise, the problems that already exist in the quadrant will be perpetuated. Trustee Seiden made a motion to accept the report 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) AUTHORIZATION TO PURCHASE .011 As part of the Deerfield Road rehabilitation ACRES OF PROPERTY AT 755 CHESTNUT project, the Board authorized staff to pursue (ECK) FOR STREET RIGHT -OF -WAY the acquisition of right -of -way needed at 755 Chestnut Street to improve the alignment of the Deerfield- Chestnut intersection. Because of the federal funding involved in the Deerfield Road project, the acquisition process had to adhere to IDOT guidelines. . That process was completed at a negotiated price of $14,500 for 0.011 acres of land. Trustee Seiden moved.to authorize the purchase at the negotiated price of $14,500. Trustee Benton seconded the motion. Trustee Kayne thanked the Ecks for helping the Village in this matter. After discussion, the motion passed by the following vote: 1 1 Board of Trustees Meeting September 7, 2004 Page 4 of 7 AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) ORDINANCES ADOPTING THE: 2000 EDITION OF THE INTERNATIONAL BUILDING CODE, 2002 EDITION OF THE NATIONAL ELECTRICAL CODE, 2000 EDITION OF THE INTERNATIONAL RESIDENTIAL CODE, 2000 EDITION OF THE INTERNATIONAL ENERGY CONSERVATION CODE, 2000 EDITION OF THE INTERNATIONAL FUEL GAS CODE, 2000 EDITION OF THE INTERNATIONAL MECHANICAL CODE, AND 2002 EDITION OF THE INTERNATIONAL PLUMBING CODE APPOINTMENT OF JENNIFER DAVIS AS DEPUTY VILLAGE CLERK Davis to the position. Mr: Case explained that Community Development staff has just completed a comprehensive review of all seven of the codes. It is their intention to put the Village on a regular code update program and to immediately begin review of the 2003 editions. The 2002 National Electrical Code will remain in place for the present. Mr. Case added that the 2000 editions mark the leap from the old BOCA codes to the international building codes. This will stand as a First Reading. Due to the retirement of the previous Deputy Village Clerk, staff is recommending the appointment of Executive Secretary Jennifer Trustee Seiden 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) RESOLUTION R -04 -06 ADOPTING THE On February 28, 2003, President Bush issued an INCIDENT COMMAND SYSTEM AS Executive Order that directed the Department IDENTIFIED IN THE NATIONAL INCIDENT of Homeland Security to develop a National MANAGEMENT SYSTEM Incident Management System (NIMS) that will serve as the nation's policy for how federal, state and local governments interact in the event of a national emergency. The Executive Order states that all state and local governments must pass a resolution by October 1, 2004, indicating they intend to work toward becoming NIMS compliant. The Executive Order authorizes all federal departments and agencies to make adoption of the resolution a requirement, to the extent permitted by law, for providing federal preparedness assistance. In an effort to become NIMS compliant and eligible for federal funding, if and when available, the Chief of Police recommends adopting a resolution expressing Deerfield's intent to conform with the President's Executive Order. Trustee Swanson moved for adoption of the resolution. Trustee Benton seconded the motion. The motion passed unanimously. RESOLUTION R -04 -07 AUTHORIZING AN AMENDMENT TO THE INTERGOVERNMENTAL AGREEMENT BETWEEN THE VILLAGE OF DEERFIELD AND THE VILLAGE OF BANNOCKBURN ESTABLISHING JOINT 9 -1 -1 EMERGENCY TELEPHONE BOARD The Chief of Police is requesting passage of a resolution executing an amended intergovern- mental agreement between the Village of Deerfield.and the Village of Bannockburn establishing a Joint 9 -1 -1 Emergency Telephone System Board (ETSB). The agreement has two changes from the one previously authorized Board of Trustees Meeting September 7, 2004 Page 5 of 7 C. by the Board - a change in Section 16 which specifies Deerfield's control over its employees as required for CALEA accreditation, and a change in Section 18 which authorizes Bannockburn to utilize certain equipment belonging to Deerfield. Trustee Rosenthal made a motion to adopt the resolution. Trustee Wylie seconded the motion. After discussion, the motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) AUTHORIZATION TO PURCHASE POLICE The Chief of Police is seeking authorization DEPARTMENT PORTABLE RADIOS to purchase 30 Motorola brand HT1250 portable police radios and associated accessories. The radios currently in use were purchased in 1994 and have met their anticipated life expectancy. Quotes were obtained from three vendors, all of whom had better pricing than the State bid. Chief Sliozis is asking for a waiver of the bidding process and authorization to purchase the radios from low bidder Communications Direct at a total cost not to exceed $18,386.25. After completing discussion of the portable radios, Mayor Harris questioned Chief Sliozis about the football game that took place Friday night at Deerfield High School. It was the high school's first game under the new lights. Due to high attendance at the game, overflow parking was provided on one of the practice fields. Mayor Harris commented that, if it can be arranged, he would like for people to have the option of using the Sears parking lot for overflow parking. Chief Sliozis agreed to contact Bannockburn to see if something can be arranged. AUTHORIZATION TO PURCHASE MANHOLES Due to the large quantity of manhole frames IN CONNECTION WITH THE 2004 STREET and covers to be replaced in conjunction with REHABILITATION PROGRAM the street rehabilitation project, these items were excluded from the bidding documents,,with the intent to purchase them separately from the manufacturer without any additional markup by a distributor and /or contractor. Four quotes were received. The Department of Public Works and Engineering recommends waiving the formal bidding procedures and authorizing the purchase of 80 manhole frames with covers from Neenah Foundry which provided the low quote of $160 each for a total of $12,800. After discussion, Trustee Rosenthal made a motion to waive the formal bidding process and authorize the purchase from Neenah Foundry Co. at a total cost not to exceed $12,800. Trustee Seiden seconded the motion. The motion passed by the following vote: Trustee Wylie moved to authorize the purchase of the 30 radios from Communications Direct for a total cost not to exceed $18,386.25. Trustee Benton seconded the motion. Mr. Coblentz suggested amending the motion to include a waiver of the bidding process. Trustee Wylie agreed to the amendment. The motion passed by the following vote: AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) After completing discussion of the portable radios, Mayor Harris questioned Chief Sliozis about the football game that took place Friday night at Deerfield High School. It was the high school's first game under the new lights. Due to high attendance at the game, overflow parking was provided on one of the practice fields. Mayor Harris commented that, if it can be arranged, he would like for people to have the option of using the Sears parking lot for overflow parking. Chief Sliozis agreed to contact Bannockburn to see if something can be arranged. AUTHORIZATION TO PURCHASE MANHOLES Due to the large quantity of manhole frames IN CONNECTION WITH THE 2004 STREET and covers to be replaced in conjunction with REHABILITATION PROGRAM the street rehabilitation project, these items were excluded from the bidding documents,,with the intent to purchase them separately from the manufacturer without any additional markup by a distributor and /or contractor. Four quotes were received. The Department of Public Works and Engineering recommends waiving the formal bidding procedures and authorizing the purchase of 80 manhole frames with covers from Neenah Foundry which provided the low quote of $160 each for a total of $12,800. After discussion, Trustee Rosenthal made a motion to waive the formal bidding process and authorize the purchase from Neenah Foundry Co. at a total cost not to exceed $12,800. Trustee Seiden seconded the motion. The motion passed by the following vote: Board of Trustees Meeting September 7, 2004 Page 6 of 7 AYES: Benton, Kayne, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) AUTHORIZATION TO ADD CONCRETE Repairs to the walls of the underpass are REPAIRS ON THE UNDERSIDE OF THE included in the scope of work of the Metra METRA BRIDGE TO THE SCOPE OF WORK pedestrian bridge project. Mrs. Little FOR THE PEDESTRIAN BRIDGE PROJECT proposes to add concrete patching on the underside of the bridge to the scope of work. The estimated cost of the additional work is $8,500. If the Board is inclined to permit the additional patching, Mrs. Little will return to the next meeting to formally request authorization. Trustees discussed the proposal. They decided that the additional concrete work is needed, and that the eastbound and westbound vertical approaches should then also be painted or finished in some other fashion so that they don't have a patched appearance. Mrs. Little was given informal approval and was instructed to return to the next meeting with a formal proposal. 1TCrT1QCT0M TRUSTEE IN THE TOWN Trustee Seiden reported that the next Trustee in the Town will take place on September 181h at the Farmers Market. He and Trustee Rosenthal will be in attendance. HUMAN RELATIONS COMMISSION Laura Scarry has recently resigned as Chairman of the Human Relations Commission. Mayor Harris thanked her for her years of service and reported that he has asked Jerry Witkovsky to accept chairmanship of the commission. UPCOMING EVENTS Mayor Harris reminded residents that this Sunday is Mudfest, which will be held at Jewett Park. Also on Sunday is the fall festival, which will be held at the historic village. TREE ORDINANCE Trustee Seiden reported that this Saturday at 9:00 a.m. there will be a question and comment session at Village Hall regarding the tree ordinance. OTHER COMMENTS Larry Dondanville commented that he would like the Board to consider tying the number of. video games permitted in a bowling alley to the number of bowling lanes in the alley. ADJOURNMENT There being no further business to discuss, Trustee Wylie made a motion to adjourn the meeting. Trustee Kayne seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:50 p.m. 1 Board of Trustees Meeting September 7, 2004 Page 7 of 7 ATTEST: j?;4fAyn "Ci-nn CIT vi l age Clerk 1 1