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01/22/2008January 22, 2008 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 Tuesday January 22, 2008 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 Steve Spinell, President of "Rebuilding Together" led those in attendance in reciting the Pledge of Allegiance. Mr. Spinell explained that Rebuilding Together is a national organization serving the needs of low income, elderly and disabled people throughout the country. His chapter, which extends from Waukegan through Fox Lake, has raised more than $100,000 to provide needed repairs of $5,000 - $25,000 per home to those who can't afford them. Informational brochures are available at Village Hall, and the website has information as well. MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the January 7, 2008 Board of Trustees meeting. Trustee Rosenthal seconded the motion. Trustee Rosenthal noted that (on page 4) Mayor Harris had recommended involving the other high schools in Deerfield in addition to Deerfield High School, and she had suggested that the Fine Arts Commission could coordinate it. The amended minutes passed unanimously. Mr. Kiraly explained that when Staff contacted AT &T in July, they were less than enthusiastic. BILLS & PAYROLL Trustee Rosenthal made a motion to approve the Bills and Payroll dated January 22, 2008. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None TREASURER'S REPORT Finance Director Bob Fialkowski presented highlights from the Treasurer's Report through December 31, 2007 representing 2/3 of the fiscal year. He explained that, overall, everything is going fairly well. Sales tax is down, reflecting the slower economy. Building permits are substantially down from last year, but because the sources are fairly diverse, overall revenues are adequate. Expenditures are below budget. Board of Trustees meeting January 22, 2008 Page 2 of 6 Trustee Seiden commented that sales tax is down more than three times what it was last year. Mr. Fialkowski explained that when there are big swings on the report, it is typically a reporting situation' where retailers miss a report. He noted that next month should be up a bit from last year. Trustee Rosenthal questioned whether the Village should be concerned about its investments in the Municipal pool, considering credit card debt and sub -prime loans. Mr. Fialkowski explained they have received communication from the State Treasurer, but the Village's investments are not at risk. The Village has investments in CDs, federal agencies and in the Municipal pool, and most of the investments are short term. REPORT ON DEPARTMENTAL The Director of Public Works and Engineering OBJECTIVES — PUBLIC WORKS AND presented highlights from the Public Works and ENGINEERING Engineering Report on Departmental Objectives, which includes the department's ongoing duties and goals, as well as the status of the goals. Ms. Little explained that the department is made up of 40 people, including 30 members of the Union of Operating Engineers. She discussed the major projects that have occurred over the past six months and the outlook for the future. Trustee Rosenthal questioned why the leaf removals were down from last year. Ms. Little explained that there were weather issues, and the holidays were early this year. She noted that the program was extended for an additional pass. Trustee Struthers questioned what happens when parkway trees are removed, asking specifically if the Village replaces the trees. Ms. Little explained they are always looking for opportunities to bring more trees into the Village, and homeowners are required to mitigate any trees they remove. The Village is proactive in planting trees, and residents are encouraged to participate in the annual parkway tree program. Trustee Seiden asked what happens if a parkway tree goes bad. Ms. Little explained that the Village removes the tree. If it was planted as part of the 50 -50 parkway tree program and is within the warrantee period, the Village replaces the tree. If the tree was removed because of decline, the Village does not currently have a replacement program but encourages residents to acquire another tree in the 50 -50 tree - planting program. Mayor Harris thanked Ms. Little for the report and the ongoing service provided by the Public Works and Engineering Department PUBLIC COMMENT There was no Public Comment. REPORTS There were no Reports. Board of Trustees meeting January 22, 2008 Page 3 of 6 There was no Consent Agenda. There was no Old Business. CONSENT AGENDA OLD BUSINESS NEW BUSINESS AUTHORIZATION TO CONTINUE Mr. Fialkowski explained that in late 2006, ComEd PARTICIPATION IN THE NORTHERN went through changes with deregulation. The ILLINOIS MUNICIPAL ELECTRIC Village joined a municipal cooperative with other COOPERATIVE ( NIMEC) AND TO municipalities to bid on electricity and purchase EXECUTE AN ELECTRICITY from suppliers at a (hopefully) lower price. At that PURCHASE CONTRACT time, the Village elected to go with Constellation New Energy for a period of 17 months, through the end of May 2008. The estimated savings was approximately $51,000 and is primarily for the Wastewater Reclamation Facility. Some minor accounts and street lights are still billed through ComEd. NIMEC is looking for continued participation and Staff believes it is in the best interest of the Village to participate. Trustee Rosenthal made a motion to authorize continued participation in the Northern Illinois Municipal Electric Cooperative and allow Staff to execute an Electricity Purchase Contract. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO APPROVE Mr. Street explained that Staff is requesting that SUPPLEMENTAL FEES FOR THE the Board approve payment to Stanley Consultants REPLACEMENT OF THE NORTH for additional services provided during the North AVENUE LIFT STATION Avenue Lift Station Rehabilitation Project. REHABILITATION PROJECT PROVIDED BY STANLEY Trustee Feldman questioned whether the CONSULTANTS supplemental fees were part of the bid by EFI. Assistant Engineer Jim Bernahl explained it was a coordinated effort. Staff thought they would provide electrical and foundation designs. It was discovered that was not the case. In the engineering proposal, they now have a quote for the services. Trustee Seiden questioned whether this was the same type of prefabricated building as the tot lot. Mr. Bernahl explained that once Stanley came on board, they discovered they would have to provide foundation and other design items, 1 1 1 Board of Trustees meeting January 22, 2008 Page 4 of 6 coordination with the SCADA monitoring system and services for changes requested by the Plan Commission Trustee Jester made a motion to approve supplemental fees for the replacement of the North Avenue Lift Station Rehabilitation Project provided by Stanley Consultants in an amount not to exceed $11,385. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) ORDINANCE AMENDING AND An Ordinance amending and revising the annual REVISING THE ANNUAL BUDGET OF budget of the Village of Deerfield for the fiscal year THE VILLAGE OF DEERFIELD FOR beginning May 1, 2007 and ending April 30, 2008. THE FISCAL YEAR BEGINNING MAY First Reading. 1, 2007 AND ENDING APRIL 30, 2008 AUTHORIZATION TO APPROVE A Mr. Street reported that at the December 17, 2007 CONTRACT WITH STRAND Committee of the Whole meeting, the Trustees ASSOCIATES, INC. FOR WRF DESIGN interviewed two finalists. Strand Associates, Inc. SERVICES was the vendor of choice because several criteria including: experience with like projects; understanding of short and long term regulations; awareness of the Village land use mix; sewer system condition and site considerations and their ability to effectively communicate to the Board, Staff and residents. The contract includes Village Board meetings and three informational presentations to residents. The last criteria was application of green technology, reducing the carbon footprint and being sensitive to environmental concerns. The time frame for the project is seven months, depending on public interaction. Trustee Seiden made a motion to approve the contract with Strand Associates, Inc. for WRF design services in an amount not to exceed $70,000. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) ANALYSIS AND AWARD OF BID FOR Assistant Director of Public Works and Engineering PARKWAY TREE TRIMMING Brad Fink explained that each year the Village hires a contractor for tree trimming. This year, efforts will be concentrated on the southwest portion of the Village. Three qualified bids were received. The lowest bid was from Sawvell Tree Service, Inc., which has provided good service since 2003. Board of Trustees meeting January 22, 2008 Page 5 of 6 Trustee Feldman requested that the residents be notified before trees are trimmed. Mr. Street explained that the Village should be able to notify residents since we direct the service. Ms. Little explained that there are several reasons for underground utility locates marked by JULIE flags. The Village has control over some projects, and often JULIE locates are requested by homeowners or their contractors. Trustee Struthers suggested sending announcements to neighbors notifying them about tree trimming. In the past, they trimmed a tree that did not need trimming. Mr. Fink explained that we now have a certified arborist to be on site at all times to help with those types of situations. Ms. Little added that the Village's trimming requirements are sometimes different than homeowner preferences due to safety concerns. Trustee Rosenthal made a motion to award the bid for parkway tree trimming to Sawvell Tree Service, Inc. in an amount not to exceed $60,000. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) ANALYSIS AND AWARD OF BID FOR Mr. Fink explained that each year the Village hires PARKWAY TREES AND STUMP a contractor to remove parkway trees and stumps REMOVAL due to tree deaths, infectious diseases and hazardous conditions. Three qualified bids were received. Staff recommends awarding the bid to Sawvell, in an amount not to exceed $42,000. Trustee Benton made a motion to award the bid for parkway trees and stump removal to Sawvell Tree Service, Inc. in an amount not to exceed $42,000. Trustee Feldman seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) SUPPLEMENTAL CHANGES FOR Mr. Street explained that proposed changes include EAST SIDE LIFT STATION coordination with the Park District's upgrades being IMPROVEMENTS planned to the Briarwood Nature Preserve. He reported that the original design contract did not include Plan Commission review and, given the Park District's efforts on the adjacent property, a coordinated design was recommended by Staff. Trustee Jester made a motion to authorize supplemental changes to the East Side Lift Station design contract with Earth Tech, Inc. not to exceed $13,957. Trustee Benton seconded the motion. The motion passed by the following vote: J 1 1 Board of Trustees meeting January 22, 2008 Page 6 of 6 AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Street explained this is part of the coordinated CONTRACT FOR LANDSCAPE effort with the Park District at Briarwood Nature ARCHITECTURAL SERVICES FOR Preserve. THE EAST SIDE LIFT STATION REPLACEMENT PROGRAM Trustee Jester made a motion to award the contract for landscape architectural services for the East Side Lift Station replacement to Thompson Dyke and Associates, not to exceed $7,205. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) DISCUSSION TRUSTEE IN THE TOWN Trustee Seiden advised that Trustee in the Town will take place on Saturday morning, January 26th at the Deerfield Public Library. Trustee Jester and Trustee Rosenthal will be in attendance. JULY 3RD FIREWORKS Mr. Street word from the July 3`d fireworks because of track and field work other agencies to identify another location. ADJOURNMENT ATTEST: Village dlerk meeting Village has received reerfield High 9 summer. Staff n th busin a - urned at 84 Mayor 1 about relocating be working with or discussion, the