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04/04/2007April 4, 2007 The regular meeting of the board of trustees of the Village of Deerfield was called to order by Village Manager Robert Franz in the council chamber of the village hall on Wednesday April 4, 2007 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Robert Benton Michelle Feldman Harriet Rosenthal William Seiden Barbara Struthers . Absent: Steve Harris, Mayor Matthew Wylie and that a quorum was present and in attendance.. Also present were Village Attorney Peter Coblentz and Bob Franz, Village Manager. MAYOR PRO TEM In the absence of Mayor Harris, Trustee Rosenthal nominated Trustee Seiden to serve as Mayor Pro Tem. Trustee Benton seconded the motion. The motion passed unanimously. PLEDGE OF ALLEGIANCE Members of the Holy Cross 4 1 grade Weblo Scout Troop #153 led those in attendance in reciting the Pledge of Allegiance. The scouts briefly discussed the program and badges they have received. PROCLAMATION Mayor Pro Tem Seiden proclaimed the month of April 2007 as Deerfield Public Library Month. Trustee Rosenthal made a motion to accept the proclamation. Trustee Benton seconded the motion. The motion passed unanimously, and the proclamation was presented to Ron Simon, President of the Deerfield Library Board. PROCLAMATION Mayor Pro Tem Seiden proclaimed April 8 — 14, 2007 as National Telecommunications Week in Deerfield. Trustee Rosenthal made a motion to accept the proclamation. Trustee Benton seconded the motion. The motion passed unanimously, and the proclamation was presented to Carolyn Lorenz from the Deerfield Police Department. PROCLAMATION Mayor Pro Tem Seiden proclaimed the month of April 2007 as Fair Housing Month in Deerfield. Trustee Rosenthal made a motion to accept the proclamation. Trustee Seiden seconded the motion. The motion passed unanimously. APPROVAL OF MINUTES Trustee Benton made a motion to approve the minutes of the March 19, 2007 board of trustees and Board of Trustees Meeting April 4, 2007 Page 2 of 6 March 22, 2007 committee. of the whole meetings. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers (5) NAYS: None (0) BILLS & PAYROLL Trustee Benton made .a motion to approve the Bills and Payroll dated April 4., 2007. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers (5) NAYS: None (0) REPORT ON DEPARTMENTAL Bob Fialkowski presented highlights from the OBJECTIVES- FINANCE DEPARTMENT report on departmental'objectives for the finance department. He explained that the department is completing recommendations that were presented to the department during the last audit. Mr. Fialkowski explained that the department had worked on the budget during the past six months. They hope to implement a wellness program for employees this summer. PUBLIC COMMENT Oscar Adler, 59 Eastwood Drive, announced that members of the community development department will appear on Adler's Alley this month. It will appear at 6:30 on Thursday nights on Channel 19 and 8:00 on Tuesday nights on Channel 10. Mr. Adler also informed residents that the Job Seeker's Workshop will take place at the village hall on Saturday, April 14th. At 9:00 a.m. the focus will be on resumes; at 10:15 the emphasis will be on using selling skills in the job interview process. Jack Frigo, 1559 Wincanton, explained that on March 19th he had submitted a petition on behalf of Shopper's Court to approve a special use to allow a bank in Shopper's Court. He is asking the board to reconsider their vote to deny the petition. Mr. Frigo believes there is a lot of support for the bank from residents and neighboring properties. Mr. Coblentz explained that the ownership of Shopper's Court has offered to purchase a parcel of village -owned property on the east end of the site. He emphasized that the possible property purchase is not related to the special use application. Trustee Rosenthal explained that she would only vote to reconsider the special use if there were a substantial change made to the plan. Mr. Frigo explained that they are currently working with a retailer that is interested in 3,000 feet in the center. If the bank would consider relocating within the center, he believes that would be a Board of Trustees Meeting April 4, 2007 Page 3 of 6 substantial change. Mr. Frigo explained he would speak with the bank and see if they would consider occupying space further east than originally proposed. It was noted that, because there were only five trustees present, any motion to reconsider should be immediately tabled before an actual vote is taken. Trustee Rosenthal made a motion to reconsider the special use to allow a bank in Shoppers Court. The motion was seconded by Trustee Benton. After brief discussion, Trustee . Rosenthal made a motion to table the motion to reconsider. Trustee Benton seconded the motion . to table. The motion passed by the .following vote: AYES: Benton, Rosenthal, Seiden, Struthers (4) NAYS: Feldman (1) It was agreed that since the petitioner's representative will be out of town at the next meeting, the matter will be held over until the May 7` meeting. - 2007%08 ANNUAL BUDGET Mayor Pro Tem Seiden opened the public hearing on the proposed annual budget. Mr. Fialkowski reviewed increases of approximately 9% for capital improvements and personnel costs. He explained that the budget maintains the same level of services, with no new taxes. There is a 4.6% increase in the tax levy for operational funds. He explained that property taxes would increase less than 1 %, and projected property tax rates will be less than they were in 2005 and before. The projected hotel /motel tax and local share of the state income tax would increase slightly. The operational fund expenditures would increase by 9.1 %. The increase is due to the economic incentive agreement (Walgreens), health and pension cost increases, cost of living expenses and furnishings for the new village hall. He explained that capital projects include the annual street rehabilitation project, three lift station replacements, the Castlewood/Clavinia water main project, the North and South Wilmot Road improvements, the Crabtree project, the village hall completion, the Deerfield sidewalk replacement, the Hazel and Wilmot Roads bridge replacement and the intersection improvements at Waukegan Road and High School Drive. There being no public comment, Mayor Pro Tern Seiden closed the public hearing. ORDINANCE ADOPTING THE An ordinance adopting the annual budget for the 2007/08 ANNUAL BUDGET— 1R fiscal year beginning May 1, 2007 and ending April 30, 2008. First Reading. ORDINANCE AMENDING THE An ordinance amending the wage and salary plan WAGE AND SALARY PLAN — 1 R and establishing the compensation of officers and employees for the fiscal year 2007 -08 for the Village of Deerfield. First Reading. REPORTS REPORT AND RECOMMENDATION The Plan Commission held a public hearing on OF PLAN COMMISSION RE: March 8, 2007 to consider the request for a special Board of Trustees Meeting April 4, 2007 Page 4 of 6 REQUEST FOR A SPECIAL USE FOR use for X Sport Fitness to be located in a portion X SPORT FITNESS TO BE of the former Great Indoors space at Deerbrook ESTABLISHED AT 250 S. WAUKEGAN Mall. Mr. Franz explained that Larry Freedman, ROAD IN A PORTION OF THE Attorney with Ash, Anos, Freedman & Logan, FORMER GREAT INDOORS STORE IN LLC, requested on behalf of_the petitioner that . DEERBROOK MALL (SEARS, the trustees refer the matter back to the Plan ROEBUCK AND COMPANY) Commission so they can address their concerns. Trustee Rosenthal made a motion to refer the. request for a special use for X.Sport Fitness back to the Plan Commission for. further review. Trustee Benton seconded the motion. The motion passed unanimously. CONSENT AGENDA ORDINANCE GRANTING A An ordinance granting a variation to allow VARIATION FOR CERTAIN construction of a one -story garage addition to the PROPERTY COMMONLY KNOWN southwest.corner of the existing single family AS 1203 BLACKTHORN LANE - 1R residence at 1203 Blackthorn Lane. First Reading. ORDINANCE AUTHORIZING A An ordinance authorizing a special use to permit SPECIAL USE TO PERMIT A a wireless telecommunications facility to be WIRELESS TELECOMMUNICATIONS located on the Kates Road.Water Tower. First FACILITY TO BE LOCATED ON THE Reading. KATES ROAD WATER TOWER— 1R There was no old business. AUTHORIZATION TO APPROVE EXPENDITURES FOR LAPTOP COMPUTERS AND ASSOCIATED EQUIPMENT FOR ELECTRONIC BOARD PACKETS via the state purchasing contract. The OLD BUSINESS NEW BUSINESS Mr. Kiraly explained that there are future plans to use electronic board packets in lieu of the paper packets now distributed each week to the mayor and board. These will also be made available to the general public. Mr. Kiraly explained that staff proposes purchasing 10 MPC 15" laptop computers budgeted amount for the purchase is $30,000. Trustee Rosenthal explained that the trustees have never received perks for their service. She asked if there would be something on the computers to limit their usage to village business only. Mr. Kiraly explained that they would ask the trustees to sign an ethics agreement, agreeing that the laptops are to be used for board research and village packet review only. He believes the laptops will prove useful, because the trustees could make notes and have research information present at the board meetings. 1 1 1 Board of Trustees Meeting April 4, 2007 Page 5 of 6 . Trustee Benton made a motion to authorize the purchase of 10 MPC laptop computers and associated equipment in an amount not to exceed $22,135. Trustee Feldman seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers.(5) NAYS: None (0) ORDINANCE AMENDING THE .MUNICIPAL CODE OF THE VILLAGE OF.DEERFIELD TO PROVIDE FOR CERTAIN WATER RATE INCREASES Reading. An ordinance amending the municipal code of the . Village of Deerfield to increase the water rate from $3.20 to $3.28 per 100 cubic feet, effective May 1, 2007. This increase reflects the increase passed on via contract with the City of Highland. Park. First AUTHORIZATION TO AWARD Ms. Little explained that requests for proposals CONTRACT FOR CONTRACTUAL. were sent to five qualified firms for the annual LANDSCAPING MAINTENANCE landscape maintenance services and streetscape urn SERVICES AND STREETSCAPE planting. Four proposals were received to provide URN PLANTING regular maintenance of village -owned properties and planting of the streetscape urns. The Director of Public Works and Engineering requests that the board waive the formal bidding process and award the contract to James Martin Associates in an amount not to exceed $81.360 per year for up to a five -year period. Trustee Struthers made a motion to waive the formal bidding process and award the contract for contractual landscaping maintenance services and streetscape urn planting to James Martin Associates in an amount not to exceed $81,360 per year for up to a five -year period. Trustee Benton seconded the motion. The motion passed by the following vote: , AYES: Benton, Feldman, Rosenthal, Seiden, Struthers (5) NAYS: None (0) DISCUSSION SELF - IMPOSED BLACKOUT Trustee Rosenthal explained that her grandson, a 3`d grade student at Kipling School, sent her a letter because his class was made aware of the fact that residents in Sydney, Australia went through a self - imposed blackout to make people aware of the effects of global warming. They had no lighting or electrical appliances for a one -hour period. Trustee Rosenthal explained that her grandson's class would like Deerfield residents to conduct a blackout for one hour on April 22, 2007, which is Earth Day. Mr. Franz will pass along the suggestion to the Energy Commission. Board of Trustees Meeting April 4, 2007 Page 6 of 6 EXECUTIVE SESSION Mr. Franz reported that there will be an Executive Session in the conference room immediately following this meeting to discuss land acquisition and personnel. Trustee Benton made a motion to go into Executive Session, seconded by Trustee Seiden. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden, Struthers (5) NAYS: None (0) ADJOURNMENT There being no further business to discuss, the meeting was adjourned at 9:02 P.M. ATTEST: Village Clerk I 1