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04/03/2006April 3, 2006 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, April 3, 2006 at 7.:32 P.M. The Clerk called the roll and announced that the following were: Present: Steve Harris, Mayor Robert Benton Michelle Feldman Harriet Rosenthal William Seiden Barbara Struthers Matthew Wylie and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz. and Bob Franz, Village Manager. PLEDGE OF ALLEGIANCE Joe Pugliese led those in attendance in reciting the Pledge of Allegiance. Mr. Pugliese has been a member of the Plan Commission for 18 years. PRESENTATION TO JOE PUGLIESE Mayor Harris thanked Mr. Pugliese for his dedication to the village and the work he has performed. He presented Mr. Pugliese with a plaque and pen set. Mr. Pugliese thanked all the commission members for the wonderful experience he has had serving on the Plan Commission. APPROVAL OF MINUTES Trustee Rosenthal made a motion to approve the minutes from the March 20, 2006 Board of Trustees and Committee of the Whole meetings. Trustee Benton seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Wylie made a motion to approve the bills and payroll dated April 3, 2006. Trustee Seiden seconded the motion. Trustee Rosenthal noted the low number of senior vouchers for taxi service from American Taxi. Mr. Kiraly indicated that, in fact, American Taxi is listed as "American Charge Service" and that this list shows that they have been providing services. Trustee Benton added that there has been a complaint about 303 Taxi Service, but that staff has rectified the problem. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) REPORT 'ON DEPARTMENTAL Director of Finance Bob Fialkowski discussed OBJECTIVES, FINANCE highlights from the finance department report. He DEPARTMENT noted that -the department has implemented an auto Board of Trustees Meeting April 3, 2006 Page 2 of 8 payment system for utility bills and more than 400 customers have opted for this arrangement. They have implemented an online service order system for the finance department, which keeps track of work orders and communication. The distribution of the new recycling carts, including requests for 1550 smaller carts, has been implemented. The information technology staff have replaced and installed 15 new computers. Trustee Benton congratulated the finance department for, receiving the Certificate of Achievement for Excellence in Finance Reporting for the 22 "d. straight year. PUBLIC COMMENT Dr. Sue Hebson from Deerfield High School spoke in support of.Team Pappas. She explained that Steve Pappas is an English teacher at Deerfield High School who has non - Hodgkin's. . Lymphoma. She explained that a suitable stem cell or bone marrow donor is being sought. She encouraged everyone in the community to attend a blood drive on April 17`h at Deerfield High School or April 18d' at Highland Park High School. She believes this would be a great opportunity for the community to give something back to Mr. Pappas. Oscar Adler explained that the next Job Seekers Workshop will be held on April 8, 2006 at the Deerfield Public Library. He explained there will be three segments of the workshop: Internet for Job Seekers 9:00 — 10:00, Resume Preparation 10:15 — 11:15 and Job Interviewing Skills 11:30 — 12:30. The event is free and everyone is welcome. PUBLIC HEARING ON 2006 -07 Mayor Harris opened the public hearing on the ANNUAL BUDGET; ORDINANCE 2006 -07 annual budget. Mr. Franz noted that ADOPTING ANNUAL BUDGET FOR proper notification of the public hearing was given. 2006 -07, 1 R, AND ORDINANCE AMENDING THE WAGE AND SALARY Using a series of charts, Mr. Fialkowski presented PLAN, 1 R highlights from the proposed budget, which represents a 14.5% decrease over last years original budget. The proposed budget shows the largest revenue as sales tax. At the direction of the board, the proposed property tax is unchanged from last year. No new debt is anticipated in the next fiscal year. The proposed general fund expenditure shows a 7% increase, primarily due to personnel costs. Mayor,Harris called for public comment on the proposed annual budget, but there was none. Mayor Harris therefore closed the public hearing. This will stand as the first reading of the annual budget ordinance and first reading on the ordinance amending the wage and salary plan. REPORTS There were no reports. Board of Trustees Meeting April 3, 2006 Page 3 of 8 CONSENT AGENDA ORDINANCE 0 -06 -11 APPROVING AN An ordinance approving an amendment to the AMENDMENT TO THE SIGNAGE PLAN signage plan for One Parkway North to allow FOR ONE.PARKWAY NORTH TO two internally illuminated wall signs for United ALLOW WALL SIGNS FOR UNITED Stationers. Second reading. STATIONERS (CARR AMERICA) — 2R ORDINANCE 0 -06 -12 AMENDING An ordinance amending Article 17 of Chapter 22 of ARTICLE 17 (VEHICLE LICENSES) OF the Municipal Code of the Village of Deerfield. CHAPTER 22 (VEHICLES AND I Second reading. TRAFFIC) OF THE MUNICIPAL CODE OF THE VILLAGE OF DEERFIELD - 2R ORDINANCE APPROVING FINAL An ordinance approving the final plat of subdivision PLAT OF SUBDIVISION FOR 119 for the properties at 119 Fairview and 118 Willow. FAIRVIEW AND 118 WILLOW - 1R (Horwitch). First reading. ORDINANCE AMENDING THE MUNICIPAL CODE TO PROVIDE FOR CERTAIN WATER RATE INCREASES - 1R Agenda and adopt ordinances 0 -06 -11 and The motion passed by the following vote: An ordinance amending the Municipal Code of the Village of Deerfield to provide for certain water rate increases. First reading. Trustee Seiden made a motion to accept the Consent 0- 06 -12. Trustee Struthers seconded the motion. AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) OLD BUSINESS ORDINANCE 0 -06 -13 APPROVING A An ordinance approving a special use to permit the SPECIAL USE TO PERMIT THE establishment of a physical therapy office at 655 ESTABLISHMENT OF A PHYSICAL Deerfield Road for Health South in Deerfield THERAPY OFFICE AT 655 DEERFIELD Centre. First reading. ROAD FOR HEALTH SOUTH IN DEERFIELD CENTRE Mr. Franz explained that some changes have been made to the draft ordinance. A payment in lieu of sales tax at $3,000 per year for five years has been negotiated. The first payment will be on the date of occupancy, with the other payments due on the next four anniversaries of that date. Trustee Struthers asked if any progress has been made regarding the movement of a handicapped parking space closer to the building. Michael Tobin explained they could move a handicapped space from the west end of the parking lot to the east end of the parking lot. L i 1 Board of Trustees Meeting April 3, 2006 Page 4 of 8 Trustee Benton made a motion to waive the first reading of the ordinance, with the changes noted above. Trustee. Feldman seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) Trustee Seiden made a motion to adopt the ordinance. Trustee Struthers seconded the motion. The motion. passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) NEW BUSINESS AUTHORIZATION TO ACCEPT Mr. Kiraly explained that since 2003, the village has CONTRACT WITH MUNICIPAL GIS been a member of GIS Consortium. The PARTNERS, INC. FOR GIS SERVICES consortium has an agreement with GIS Partners to provide services to the municipalities. He explained that the cost has increased approximately 5% since last year. Trustee Wylie made a motion to accept the contract with Municipal GIS Partners, Inc. in an amount not to exceed $64,228. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) AUTHORIZATION TO ACCEPT CONTRACT WITH OWEN AYRES & ASSOCIATES FOR PROFESSIONAL SERVICES RELATING TO PHOTOGRAMMETRIC MAPPING AND AERIAL PHOTOGRAPHY Mr. Kiraly explained that the GIS Consortium has contracted with Owen Ayres and Associates. They have provided the village with excellent mapping imagery in the past at a discounted rate through GIS Consortium. He reported that staff has been pleased with their work in the past and that an additional 25% of the village will be photographed this year. He explained the cost represents a 13% decrease from last year. Trustee Benton made a motion to accept the contract with Owen Ayres and Associates in an amount not to exceed $18,271.20. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) Board of Trustees Meeting April 3, 2006 Page 5 of 8 ORDINANCE.0 -06 -14 ADOPTING BY REFERENCE THE LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE —1 R required to adopt the revised ordinance. Mr. Franz explained that the ordinance was adopted in 2000 to ensure that new development does not increase storm water problems or create new ones. The Lake County Board recently adopted amendments, and all Lake County communities are Trustee Struthers made a motion to waive the first reading of the ordinance. Trustee Wylie seconded the motion. The motion. passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) Trustee Rosenthal made a motion to adopt the ordinance. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Franz explained that the village needs sampling CONTRACT TO PROVIDE GROUND services for the Lake Cook Road retention basin. WATER SAMPLING SERVICES FOR RESERVOIR 29A Trustee Wylie made a motion to award the contract for 2006 groundwater sampling services for Reservoir 29A to STS Consultants Inc. in an amount not to exceed $13,658. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) AUTHORIZATION TO APPROVE The Director of Public Works and Engineering CHANGE ORDERS FOR STRATFORD explained that the change orders were previously ROAD INFRASTRUCTURE reviewed at the Committee of the Whole meeting REPLACEMENT PROJECT on March 20, 2006. She explained that the extra amount requested resulted in an amount equal to 3.3% of the original contract price. She explained that there was a reconciliation of items toward the end of the project, which resulted in an increase of 4.08% of the total contract. The net change request to date is 7.34 %. She explained that an engineering error had occurred and, after settling with V3 Consultants, the value of the net change was reduced to 6.4 %. Trustee Rosenthal noted that the consultant had made an error, but all the bid materials contained the same error. Therefore, each bid received had the error. Trustee Wylie requested V3 Consultants complete the Stratford Road project engineering services at no additional charge to the village. Board of Trustees Meeting April 3; 2006 Page 6 of 8 Trustee Rosenthal made a motion to approve the net addition to the Glenbrook Excavating and Concrete, Inc. contract in the amount of $123,266.67, with the additional project engineering services to be completed by V3 Consultants at no additional charge to the village. Trustee Wylie seconded the.motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) AUTHORIZATION TO AWARD Three proposals were received for replacing the CONTRACT FOR DESIGN AND manual chlorine gas systems at the Deerfield Road CONSTRUCTION ENGINEERING and Warwick Road storm stations with automated SERVICES FOR CHLORINE dry chlorine feed systems. Staff believes Lintech CONVERSION IMPROVEMENTS AT Engineering presented the best project approach. THE DEERFIELD ROAD AND WARWICK ROAD EXCESS FLOW Trustee Benton made a motion to award the design TREATMENT FACILITIES and construction engineering services contract for the Deerfield Road and Warwick Road chlorine conversion program to Lintech Engineering LLC in an amount not to exceed $35,000. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) AUTHORIZATION TO AWARD Ms. Little explained that the Cook County Highway CONTRACT FOR DESIGN Department will be widening Lake Cook Road from ENGINEERING SERVICES FOR LAKE Ellendale Road on the east to Pfingsten Road on the COOK ROAD WATER MAIN AND west in 2007. They will require the village to SIDEWALK IMPROVEMENTS relocate its 12" water main as part of the project. The village contacted McDonough Associates, Cook County Highway Department's design consultant, which has the base information necessary to do the work. They propose completing the design work for $28,000. In addition, the Cook County Highway Department will share the cost (50 %) for new sidewalks where there are no existing sidewalks north and south of Lake Cook Road. She believes this presents the opportunity to provide for both pedestrian and bicycle traffic. services into tasks. Task '1: Task 2: Task 3: Task 4: Task 5: McDonough Associated divided their proposal for The five tasks are as follows: Water main replacement Survey, cross section and existing condition plans for Tasks 3, 4, .5 Deerbrook Mall right -turn lanes (2) and replacement traffic signal plans Plans for new sidewalk on the west side of Waukegan Road from Lake Cook Road to Edens Spur ramp Plans for new sidewalk on the east side of Waukegan, from Cadwell Corners to Edens Spur ramp. Board of Trustees Meeting April 3, 2006 Page 7 of 8 Ms. Little explained that the Cook County Highway Department said they would participate with the village on one side of Waukegan Road, not both sides. If the board is willing to proceed, staff will look for 50% funding from another source. Trustee Benton believes the sidewalk is needed for pedestrian and bicycle traffic as well as Pace bus patrons. He explained that the property south of Office Depot is not.part of the village; therefore, he would look at the west side. Trustee; Struthers questioned whether Cook County would provide funding for 5' carriage walks. Ms. Little said they have required 7', but have given in to narrower sections. She does not know if they will approve 5', however. Trustee Wylie questioned the reduction in the landscaping in front of Deerbrook Mall. Ms. Little explained that there would be certain points without greenery, unless parking spaces are removed. Trustee Wylie asked that a modest landscape plan be included in the study*. Trustee Wylie made a motion to award the contract to McDonough Associates for design drawings and specifications for the water main relocation on Lake Cook Road in an amount not to exceed $28,000, to survey and prepare existing condition plans and cross sections for Tasks 3, 4 and 5 in an amount not to exceed $20,000, to prepare drawings for Deerbrook Mall right turn lanes and replacement traffic signal for an amount not to exceed $17,500, to prepare design drawings for the new sidewalk on the west side of Waukegan Road from Lake Cook Road to the Edens Spur ramp in an amount not to exceed $6,000 and to prepare design drawings and specifications for the new sidewalk on the east side of Waukegan Road from Cadwell's Corners to the Edens Spur ramp in an amount not to exceed $16,000. The total contract will not exceed $87,500. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) AUTHORIZATION TO AWARD Four proposals were received for design CONTRACT FOR DESIGN engineering services for replacing-sanitary sewer ENGINEERING SERVICES FOR lift stations at. Deerbrook Mall and North Avenue. REPLACING SANITARY SEWER LIFT STATIONS AT DEERBROOK MALL Trustee Wylie made a motion to award the design AND NORTH AVENUE engineering services contract for replacing the. sanitary sewer lift stations at Deerbrook Mall and North Avenue to Stanley Engineering Consultants, Inc. in an amount not to exceed $47,939. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Wylie (6) NAYS: None (0) 1 1 1 Board of Trustees Meeting April 3, 2006 Page 8 of 8 DISCUSSION REDEVELOPMENT TASK FORCE Trustee Seiden explained that the Residential Redevelopment Review Task Force is coming to a conclusion. Their next meeting is April 11th at 3:30 at village hall. Trustee Seiden invited anyone with comments to attend. LAKE COUNTY TRANSPORTATION Trustee Benton noted that he visited the Lake County Transportation Center and believes it is a system with real promise to straighten out traffic problems. GARBAGE CANS Trustee Struthers encouraged residents to get refuse cans out of the sidewalk areas so they, do not roll into the street. RECYCLING CARTS Mr. Franz reported that recycling carts will be delivered to residences this week. EXECUTIVE SESSION Trustee Wylie made a motion to go into executive session following adjournment of the board of trustees meeting. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers, Pylie (6) NAYS: None (0) ADJOURNMENT APPRO A TTL' 0r. no further iness to discuss, the adjourn t 8:5A P.M.