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11/19/2007November 19, 2007 ' The regular meeting of the board of trustees of the Village of Deerfield was called to order by Mayor Steve Harris in the council chamber of the village hall on Monday, November 19, 2007 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Steve Harris, Mayor Robert Benton Michelle Feldman Thomas Jester Harriet Rosenthal William Seiden Barbara Struthers and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Gil Antokal led those in attendance in reciting the . Pledge of Allegiance. Mr. Antokal reminded residents that the Deerfield Blood Drive would take place on December 2, 2007 from 8:00 a.m. — 1:00 p.m. at the Jewett Park Community Center. Mr. Antokal, a member of the Community Relations Commission, explained that the CRC presents the Human Relations Award annually at the Ecumenical Service sponsored by the Village. The service will take place on Wednesday November 21, 2007 at 7:30 pm at the Christ Methodist Church at 600 Deerfield Road. As part of the proceedings, the CRC will present the 2007 Human Relations Award to Police Chief John Sliozis and Larry Smith. MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the November 5, 2007 Board of Trustees meeting. Trustee Struthers seconded the motion. The motion passed unanimously. BILLS & PAYROLL Trustee Rosenthal made a motion to approve the Bills and Payroll dated November 19, 2007. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the Treasurer's Report dated October 31, 2007 representing the first six months of the fiscal year. Mr. Fialkowski explained that the Village is doing well overall. Sales tax is a little low and purchasing has slowed a bit. Income tax and hotel tax are doing well. Building permits, as expected, are not at the same activity as past years. Expenditures and operating funds are as expected. Trustee Rosenthal asked if sales tax, even Board of Trustees meeting November 19, 2007 Page 2 of 9 though it is down, is on budget. Mr. Fialkowski explained sales taxis just on budget and should.. be okay. ' Trustee Seiden commented that looking at the same time period last year, the annualized sales tax is off by approximately $40,000 or 10 %.. He believes that, considering the economy, it is okay. REPORT ON FINANCE Mr. Fialkowksi explained that the main project DEPARTMENT OBJECTIVES over the past six months has been the Village Hall move. The Finance Department is now in the new. Village Hall. It is more efficient, and staff appreciates the positive work environment. He explained that over the past six months, the department has implemented the annual budget, the comprehensive audit was completed early, and the. department coordinated a successful health insurance renewal program for employees, maintaining cost controls. The GFOA Budget Award was received for the 171h consecutive year. . Mr. Fialkowski explained that the department has begun working with Community Development to implement a software system that includes a. code enforcement module. The IT division has installed a new Internet filtering device, which has drastically cut down on the amount of spam received. The electronic Board packet was implemented in the summer, and the Village Hall wiring is complete and working at 100 percent. The Treasurer's Report and Report on Finance Department Objectives were accepted by the Trustees. PUBLIC COMMENT There was no Public Comment. REPORTS REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on OF PLAN COMMISSION RE: REQUEST October 25, 2007 to consider a request to amend FOR AN AMENDMENT TO THE the signage plan for the Walgreens Campus at 200 - SIGNAGE PLAN FOR THE 304 Wilmot Road. The Plan Commission voted WALGREENS CAMPUS 4 -0 -1 in favor of recommending approval of signs 1, 2 and 3. The Plan Commission voted 2 -2 -1 against the request for sign #4 as proposed. The Plan Commission voted 4 -0 -1 in favor of recommending approval of sign #4 without the words "Corporate Campus ", so the sign would only contain the word " Walgreens." Trustee Benton made a motion to accept the Report and Recommendation of the Plan Commission regarding a request for an amendment to the Signage Plan for the Walgreen's Campus regarding sign #1. Trustee Rosenthal explained that the original sign was approved as part of the annexation agreement. It is common for the Village to accept what is there, but when there is a change, the original standards are required. Trustee Rosenthal does not believe a sign with exposed neon would be approved if it were presented as a new sign. Trustee Benton withdrew his motion. Board of Trustees meeting November 19, 2007 Page 3 of 9 Trustee Feldman questioned how the Takeda sign . was illuminated and noted that it is very bright. Village Planner Jeff Ryckaert explained that the Takeda sign and the proposed sign for Walgreens are internally illuminated and do not have exposed neon. The proposed sign would replace the original sign which has the exposed neon. Trustee Rosenthal withdrew her objection. Mayor Harris rioted that votes would be taken on the signs as done by the Plan Commission: Trustee Benton made a motion to accept the Report and Recommendation of the Plan Commission regarding a request for an amendment to the Signage Plan for the Walgreens Campus regarding sign #1. Trustee Struthers seconded the motion. The motion passed by the'following vote:. AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) Trustee Seiden made a motion to accept the Report and Recommendation of the Plan Commission regarding a request for an amendment to the Signage Plan for the Walgreens Campus regarding signs #2 and #3. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) Trustee Seiden made a motion to accept the Report and Recommendation of the Plan Commission regarding a request for an amendment to the Signage Plan for the Walgreens Campus regarding sign #4. Trustee Struthers seconded the motion. Ms. Jessica Heath- Bolden from Icon Identity Solutions, 5320 N. Sheridan Road, Chicago, explained that their initial proposal to the Plan Commission included several additional signs on the various Wilmot Road entrances because they have assumed a number of additional buildings at the location. The Plan Commission thought there were too many signs, so the petitioner proposed adding the words "Corporate Campus" as an identifier of Walgreens main headquarters. Trustee Struthers questioned how many buildings Walgreens occupies. Ms. Heath - Bolden explained they have seven buildings. Trustee Rosenthal questioned what would happen to the brick. Ms. Heath - Bolden explained the brick would be cleaned and refurbished before the sign would be put back. She explained the letters would be illuminated with flood lighting, which would be turned off when the building closed. Trustee Seiden expressed support for including "Corporate Campus" as he does not think the proposal is objectionable. Trustee Benton noted r� 1 1 1 Board of Trustees meeting November 19, 2007 Page 4 of.9 that the Village has a number of corporate headquarters and is concerned about setting a precedent. Trustee Benton noted that Takeda and Baxter also occupy multiple buildings and believes the Plan Commission was correct in its recommendation. Trustee Rosenthal also agrees with the Plan Commission recommendation and does not believe adding the words "Corporate Campus" would help. Trustee Feldman stated that she is proud that Walgreens.has their corporate campus in Deerfield and does not object to that wording on the sign.. Trustee Struthers believes that because of the multitude of employees, the words "Corporate Campus" are appropriate. The motion did not pass by the following vote: AYES: Benton, Rosenthal (2) NAYS:' Feldman, Jester, Seiden, Struthers (4). Trustee Seiden made a motion to approve an amendment to the Signage Plan for Walgreens sign #4 with the inclusion of the words "Corporate Campus" as a second line under the word Walgreens. Trustee Feldman seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Seiden, Struthers (5) NAYS: Rosenthal (1) Trustee Struthers commented that the Walgreen's store in Deerfield has a violation of the signage ordinance. Ms. Heath - Bolden said she would let them know. CONSENT AGENDA ORDINANCE AUTHORIZING AN An Ordinance authorizing an amendment to a AMENDMENT TO A'SPECIAL USE Special Use Planned Unit Development for PLANNED UNIT DEVELOPMENT FOR exterior changes to the building and other EXTERIOR CHANGES TO THE renovations for Textura at 1405 Lake Cook Road. BUILDING AND OTHER First Reading. . RENOVATIONS AT 1405 LAKE COOK ROAD (TEXTURA) —1 R ORDINANCE AUTHORIZING AN An Ordinance authorizing an amendment to a AMENDMENT TO A SPECIAL USE Special Use for additional parking at Shepard FOR ADDITIONAL PARKING FOR Middle School at 440 Grove Place. First Reading. SHEPARD MIDDLE SCHOOL AT 440 GROVE PLACE —1 R ORDINANCE AUTHORIZING AN An Ordinance authorizing an amendment to a AMENDMENT TO A SPECIAL USE TO Special Use to allow a building addition and site ALLOW AN ADDITION TO THE improvements to the North Shore Chinese Christian Board of Trustees meeting November 19, 2007 Page 5 of 9 BUILDING AND SITE RENOVATIONS Church at 150 Waukegan Road. First Reading.. FOR THE NORTH SHORE CHINESE CHRISTIAN CHURCH, 150 WAUKEGAN OLD BUSINESS There was.no Old Business. NEW BUSINESS AUTHORIZATION TO PROCEED Staff engineer Bob Phillips explained that the WITH CONSTRUCTION OF WATER widening and reconstruction of Wilmot Road MAIN ON WILMOT_ R_ OAD provides the Village with an opportunity to remove and replace an 800 foot section of a deteriorated water main, install 4,400 square feet of sidewalk and remove and replace three fire hydrants predominantly on the north side of Lake Cook Road. The project is coordinated between the Illinois State Toll Highway Authority (ISTHA), the Cook County Highway Department (CCHD) and the Village of Deerfield. ISTHA awarded the contract.to the low bidder, Kenny Construction, in the amount of $8,252,257..04. The Village of Deerfield water main replacement cost will be $252,654.95. The cost associated with the roadwork will be the responsibility of the CCHD. Mr. Phillips noted that the Village budgeted $780,000 in the 2007 -2008 budget for the reconstruction and rehabilitation of Wilmot Road. Trustee Rosenthal asked if the $252,654.95 is just part of the amount the Village is responsible for. Mr. Phillips explained that the budget amount was for other items beyond tonight's request. Trustee Struthers asked if anything else needed to be replaced in the area. Mr. Phillips explained that the storm sewers need to be replaced, but the cost would be split 50/50. He added that, at this point, there are no other utilities that need to be replaced. Trustee Feldman noted that there is money in both the 2007/2008 budget and the 2008/2009 budgets. She asked if this project would be piggybacked with the tollway project. Mr. Street added that staff would return with additional portions of the Wilmot Road project at a later date. Trustee Rosenthal made a motion to authorize the construction of 4,400 square feet of sidewalk, removal and replacement of three fire hydrants and the replacement of the water main on Wilmot Road in an amount not to exceed $252, 654.95. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Phillips explained that the Village has received CONTRACT FOR CONSULTING several proposals from qualified engineering SERVICES FOR THE BRIDGE consultants to complete a preliminary study, design REHABILITATION PROJECT plans, bidding documents and construction Board of Trustees Meeting November 5, 2007 Page 5 of 7 activities.. The proposed building addition and site renovations would add a central lobby and two wings. The existing building would be a third wing. The existing parking garage and parsonage would be torn down. Trustee Benton made a motion to accept the report and recommendation of the Plan Commission regarding a building addition and site renovations for the North Shore Chinese Christian Church located at 1250 Waukegan Road. Trustee Jester seconded the motion:. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal,. Seiden, Struthers (6) NAYS: None (0) CONSENT AGENDA ORDINANCE 0 -07 -34 APPROVING A An Ordinance approving a variation to allow the VARIATION TO ALLOW THE construction of a two -story bedroom addition which CONSTRUCTION OF A TWO STORY would encroach 2:33 feet into the minimum BEDROOM ADDITION TO ENCROACH required 10' sideyard for the property at 1413 INTO THE MINIMUM REQUIRED 10' Wincanton Drive. Second Reading. SIDEYARD — 2R Trustee Seiden made a motion to accept the Consent Agenda and adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: Feldman (1) There was no old business. LD BUSINESS NEW BUSINES ORDINANCE 0 -07 -35 DIRECTING THE An Ordinance directing the 1992 Cadillac Eldorado, DISPOSITION OF CERTAIN SURPLUS which has been forfeited to the Village of Deerfield MOTOR VEHICLES —1 R by court order, to be declared as surplus and disposed of via competitive bid or as scrap if no bids are received. Chief Sliozis requested a waiver of the rules and -passage of the Ordinance on the 'first reading. Trustee Seiden made a motion to waive the first reading of the Ordinance. Trustee Rosenthal seconded the motion. The motion passed by the following vote: Board of Trustees Meeting November 5, 2007 Page 6 of 7 AYES: Benton, Feldman, Jester, Rosenthal; Seiden, Struthers (6) NAYS: None (0) Trustee Seiden made a motion to adopt the ordinance: Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) RESOLUTION R -07 -20 ADOPTING A Resolution authorizing Village participation in THE ILLINOIS EMERGENCY the Illinois Emergency Management Mutual Aid MANAGEMENT MUTUAL AID System pursuant to a Mutual Aid Intergovernmental SYSTEM AGREEMENT Agreement. Chief Sliozis explained that the Illinois Emergency Management Mutual Aid System is a prearranged plan where response and assistance is provided to an affected member. He explained the host Department would make the final decision on whether personnel or equipment would be used. Trustee Rosenthal made a motion to adopt the Resolution. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) DISCUSSION NAMING THE SCULPTURE Trustee Rosenthal asked if the Fine Arts Commission has discussed naming the new sculpture. Mr. Kiraly explained they are recommending a community -wide contest that allows Deerfield residents to submit possible names. Trustee Rosenthal commented that was what she would have suggested. MANDATORY REFLECTIVE GEAR Mayor Harris explained that several years ago he discussed having legislation requiring mandatory reflective gear at night. He urged residents to wear reflective gear or carry flashlights at dusk and at night to avoid or minimize incidents. He noted that reflective gear is available at the Police Department for a minimal cost. HOLIDAY CELEBRATION Mr. Street reported that the Village is working with the Chamber of Commerce, Deerfield Village Center and Deerfield Square to promote the holidays during the first weekend in December. More details will follow. Board of Trustees meeting November 19, 2007 Page.6 of 9 engineering services for'the rehabilitation and/or .reconstruction of.the Hazel Avenue bridge and the Wilmot Road bridge. He explained that both bridges were deemed structurally deficient in a recent inspection from IDOT. Part of the consultant's contract will be to prepare a Phase I study and determine whether the bridges require reconstruction or rehabilitation. The Phase I report will be presented to IDOT and the Village for acceptance I prior to receiving notice to proceed with the design phase. The Village would apply for flexible funding through the State for reimbursement of approximately 80 percent of the cost. Mr. Phillips explained that $60,000 has been appropriated for the project and the rest of the money would come from the Infrastructure Replacement Funds from the 2007 Street. Rehabilitation Project. Mr. Phillips explained that proposals were received from five qualified engineering firms. After reviewing the proposals, staff recommends_ awarding the contract for,consulting services for the Bridge Rehabilitation Project to URS Corporation in an amount not to exceed $98,376. Trustee Rosenthal questioned why the lowest cost proposal was not accepted. Mr. Phillips explained that more than half of the engineering services were outsourced in Seaton Engineering's proposal. Trustee Rosenthal asked why the budget was so off. Mr. Phillips explained that the scope of the project was estimated for rehabilitation, not reconstruction. Trustee Feldman questioned why the Wilmot Road Bridge Rehabilitation Project is not part of the Wilmot Road Reconstruction Project. Mr. Bernahl explained that the Wilmot Road Reconstruction Project was slated for 2008, and the county piggybacked it onto the tollway project. Trustee Feldman asked if the two projects could be done together. Mr. Bernahl explained that the Village could postpone the Wilmot Road project to 2009, but the Village is trying to fast track the bridge construction. Trustee Feldman expressed concern about closing a major thoroughfare twice in two years. Trustee Struthers would prefer to have the project divided because of the necessity to have access to Deerfield Road or Central Avenue. Mr. Bernahl explained that they planned on phasing the Wilmot Road construction in two sections so cars could be routed around the construction. Trustee Rosenthal made a motion to award the contract for consulting services for the Bridge Rehabilitation Project to URS Corporation in an amount not to exceed $93,376. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD CONTRACT FOR CONSULTING SERVICES FOR THE HAZEL AVENUE AND CHESTNUT STREET INFRASTRUCTURE PROJECT AUTHORIZATION TO AWARD Jim Bernahl, Asst. Village Engineer, explained that there are two infrastructure projects that require. rehabilitation. The projects include curb and gutter replacement, sidewalk improvement, sewer structure rehabilitation, roadway replacement, storm and sanitary sewer water main replacement, water main replacement, new water services, replacement Board of Trustees meeting November 19, 2007 Page 7 of 9 CONTRACT FOR CONSULTING of sanitary service stubs to the edge of the roadway SERVICES FOR THE CARLISLE and installation of new storm sewer service stubs. AVENUE AND CARRIAGE WAY Rehabilitation of the bridge over the West Fork of INFRASTRUCTURE PROJECT the North Branch of the Chicago River on Hazel is excluded from this contract The Village received seven proposals from qualified engineers to.perform the engineering desigri for the Hazel Avenue and Chestnut Street Project and six proposals were received for the. Carlisle Avenue and Carriage Way Infrastructure Project. Gewalt Hamilton Associates was the lowest bidder for the Hazel Avenue and Chestnut Street'. Project. URS Corporation was the lowest bidder for the Carlisle Avenue and Carriage Way Infrastructure Project. When considering the cost savings for awarding both contracts to the same engineering firm, staff recommended awarding the contract for both the Hazel Avenue and Chestnut Street and the Carlisle Avenue and Carriage Way Infrastructure Projects to URS Corporation. Trustee Benton made a motion to award the contract for consulting services for the Hazel Avenue and Chestnut Street Infrastructure Project and the Carlisle Avenue and Carriage Way Infrastructure Project to URS Corporation for a combined amount not to exceed $233,497. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Brad Fink, Asst. Director of Public Works, SLUDGE REMOVAL CONTRACT reported that sludge has accumulated at the Water Reclamation Facility due to normal operations. $40,000 has been budgeted for sludge removal this year. The Village received proposals from four companies. The Director of Public Works and Engineering and the Wastewater Reclamation Facility Superintendent request the Village waive the competitive bidding process and award the 2007 sludge removal contract to Stewart Spreading, the lowest bidder at $16.75 per cubic feet, in an amount not to exceed $40,000. Trustee Seiden made a motion to waive the competitive bidding process and award the 2007 sludge removal contract to Stewart Spreading in an amount not to exceed $40,000. Trustee Benton seconded the motion. Trustee Benton asked Ms. Little to work with neighbors and the trucking company about the start time. Trustee Feldman commented that she received complaints that in the past the trucks were arriving before 7:30 am. Ms. Little explained that when they did hauling, they indicated to residents that hauling would begin at 7:30 am. The trucks arrived early because they had a long travel time. She explained that staff would work with the companies to reduce the noise and disruption. Trustee Feldman suggested having the trucks wait elsewhere until 7:30. 1 Board of Trustees meeting November 19, 2007 Page 8 of 9 The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION FOR THE Mr. Fink reported that one of the grinders at the PURCHASE OF A GRINDER AT THE Water Reclamation Facility failed. Staff contacted. WATER RECLAMATION FACILITY the manufacturer and they provided a quote to replace the grinder. He noted.that the failure of the grinder was not anticipated; thus, it was not budgeted. Mr. explained that the Village participates in an exchange program and could receive up to $3,000 back if parts can be reconditioned. He noted that the grinder is not an improvement but rather a repair necessary to maintain operation.. Trustee Jester made a motion to waive the competitive bidding process and authorize the purchase of a grinder for the Water Reclamation Facility from JWC Environmental at the quoted price of $19,052. Trustee Rosenthal seconded the motion. The motion passed by the following vote: „ AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION FOR VILLAGE MANAGER TO APPROVE CHANGE ORDERS FOR THE VILLAGE HALL EXPANSION AND RENOVATION PROJECT Mr. Kiraly explained that renovation of the old section of the Village Hall is nearing completion, and the Community Development department is scheduled to move in on January 4, 2008. He explained that in renovating a 50 year old building, there were some unforeseen changes that needed to be made. Mr. Kiraly explained that the Phase II contingency fund, which had $140,000, is not enough to cover the costs. He requested authorization for the Village Manager to approve change orders for the Village Hall Expansion and Renovation Project in the amount of $65,490.81, which represents 2.5 percent of the original budget for the entire project. Trustee Rosenthal made a motion to authorize the Village Manager to approve change orders for the Village Hall Expansion and Renovation Project in an amount of $65,490.81. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AMERICAN LEGION DISCUSSION Trustee Rosenthal thanked the American Legion for all they do for the community. She noted that they held a service at the flag pole on Veteran's Day. Board of Trustees meeting November 19, 2007 Page 9 of 9 ECUMENICAL SERVICE' Trustee Seiden encouraged all residents to attend the Ecumenical Service on Wednesday, November 21, 2007. He noted it is a wonderful service. He also wished residents a Happy Thanksgiving. LOCAL SHOPPING Trustee Feldman explained that when she visited local businesses, they commented that they were being hurt by Internet shopping. She.urged residents.to shop in Deerfield. COMMITTEE OF THE WHOLE finalized. ADJOURNMENT ATTEST: Village C rk Mr. Street reported that the date for an upcoming Committee of the Whole meeting still needs to be 1 1