09/02/2008September 2, 2008
The regular meeting of the Board of Trustees of the Village of Deerfield was called to
order by Mayor Steven Harris in the Council Chamber of the Village Hall on Tuesday September
2, 2008 at 7:36 p.m. The Clerk called the roll and announced that the following were:
Present: Steven 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 was Village Attorney Peter
Coblentz and Kent Street, Village Manager.
PLEDGE OF ALLEGIANCE Mayor Harris led those in attendance in reciting
the Pledge of Allegiance.
CONDOLENCES Mayor Harris expressed deep sympathy for the loss
of Deerfield- Bannockburn Fire Fighter Dean
Schroeder, who was killed in a motorcycle accident on August 31. Those in attendance observed
a moment of silence.
MINUTES OF PREVIOUS MEETINGS Trustee Rosenthal made a motion to approve the
minutes from the August 18, 2008 Board of
Trustees meeting. Trustee Benton seconded the motion. The motion passed unanimously.
BILLS AND PAYROLL Trustee Feldman made a motion to approve the
Bills and Payroll dated September 2, 2008. Trustee
Struthers seconded the motion. Trustee Jester abstained because one of the payments was made
to his wife, for being a Farmers Market Manager. The motion passed by the following vote:
AYES: Benton, Feldman, Rosenthal, Seiden, Struthers (5)
NAYS: None (0)
ABSTENTIONS: Jester (1)
PUBLIC COMMENT Lois Pawlan, 152 Plum Tree, reported her next -door
neighbors at 146 Plum Tree recently remodeled their home and added a dog run parallel to her
garage. The dog run is not cleaned frequently enough causing waste build up that results in
strong odors. Mrs. Pawlan believed that the code required sanitary conditions, but it was not the
case at this location. Mayor Harris advised that code enforcement staff would follow up and
contact her.
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Board of Trustees Meeting
September 2, 2008
Page 2 of 5
1I, a].4W
STATUS REPORT RE: BUILDING Mayor Harris noted that the owner, contractor
PERMIT EXTENSION FOR 1032 and attorney were not present. He believed the
WARRINGTON instructions given to the developer at the last
meeting were clear.
Clint Case explained the property was still not in compliance and asked for further direction
from the Board. He noted that the plumbing and building inspectors went to the house and the
house was a long way from completion and receiving a Certificate of Occupancy. In addition,
the engineering department had not yet seen revised engineering plans. Mr. Case believed the
home would not be in compliance for at least 30 days. It was his understanding that there were
to be no further permit extensions.
Trustee Feldman questioned the exterior appearance. Mr. Case explained the exterior of the
structure was visually complete, however, the site grading remains unfinished. Trustee Feldman
did not believe the exterior looked complete.
Trustee Struthers asked whether something could be done about the drainage in the yard. Mr.
Case explained the yard needed to be reworked and the only way the Village could do something
about the drainage would be to take over as the construction manager pursuant to a court order.
Trustee Feldman questioned the level of completion of the developer's other properties within
the Village. Mr. Case explained that one property was complete; another property on the same
street was on the market and has been picked up by another developer for completion. The third
property, on Stratford, was empty and was currently one month past due on its building permit.
Trustee Feldman asked whether the property on Stratford should be taken to the courts. Mr.
Coblentz explained the property would be subject to daily fines. Mr. Case believed the Stratford
property was close to completion.
Trustee Seiden questioned whether the developer had given any indication that he would
continue with the property. Mr. Case commented the developer did not have a clear track record.
Trustee Feldman commented that the developer no longer had a valid permit and there should
not be any work at this point. Mr. Case noted that the developer's contractor was finishing the
sanitary disconnection started earlier in the day so that the street could be patched. Mr. Case
mentioned he would contact Village Attorney Coblentz and pursue enforcement.
Mayor Harris commented that it is the Board's objective to get these houses finished, sold and
have families living in the Village. The Village went over and above in this instance to help this
builder in this difficult economic time.
Board of Trustees Meeting
September 2, 2008
Page 3 of 5
REPORT AND RECOMMENDATION The Director of Public Works and Engineering,
OF STAFF RE: PURCHASE OF SALT Barb Little, reported that the Village historically
utilized the Illinois Joint Purchasing coordinated by Central Management Services (CMS) of the
State of Illinois to acquire winter road salt. Ms. Little noted that the Village was notified August
15, 2008 that CMS had not received competitive bids to supply salt to Lake County. After two
weeks of inquiry, the State indicated a likely price range of $145 - $165 per ton. Last year's
contracted price was $41 per ton. Ms. Little indicated that the Village could purchase salt
independently for $130 per ton delivered. She added that the State contractors had been
unreliable as far as delivery dates and quantities. Ms. Little noted there was new legislation in
consideration to partially reimburse the effected communities for the extraordinary salt prices.
Trustee Rosenthal questioned how much salt the Village utilized last winter. Ms. Little advised
that the Village used over 5,000 tons of salt; however the Village uses approximately 3,500 tons
of salt during an average year. The Village can store 1,500 tons at a time and currently had 500
tons on hand. Staff is requesting authorization to purchase outside of the state purchasing system
and stockpile salt prior to the start of winter weather.
Trustee Feldman commented that one of the issues last winter was the transportation, because the
barges got stuck on the frozen Mississippi River. Ms. Little noted that production at mines,
transportation challenges and diminished stockpiles all have contributed to the salt shortage. She
added that many communities did not have the storage capacity for much of their salt allocation.
In the future, the State may revise their bidding specifications so the quantity range to supply is
narrow and the suppliers would be required to provide salt to all counties without exclusions.
Trustee Feldman noted that the County was building an additional storage building and asked if
Deerfield could utilize some of it. Ms. Little noted the County has worked out an arrangement
for the Townships and did not have sufficient capacity to provide storage for municipalities as
well.
Trustee Rosenthal made a motion to waive the competitive bidding process and authorize the
Village Manager to purchase 1,000 tons of salt at the best available price, up to $130,000.
Trustee Benton 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 -08 -33 AMENDING
An Ordinance amending Chapter 3 of the Municipal
CHAPTER 3 OF THE MUNICIPLE
Code of the Village of Deerfield to increase the
CODE OF THE VILLAGE OF
number of Class J liquor licenses from Zero (0) to
DEERFIELD TO INCREASE THE
NUMBER OF CLASS J LIQUOR
One (1) for Renu Day Spa. Second Reading.
LICENSES FROM ZERO (0) TO ONE
Board of Trustees Meeting
September 2, 2008
Page 4 of 5
(1) (RENU DAY SPA) — 2R
ORDINANCE 0 -08 -34 DISSOLVING
THE SPECIAL TAX ALLOCATION
DISTRICT FOR THE VILLAGE OF
DEERFIELD — VILLAGE CENTER
REDEVELOPMENT PROJECT AREA
NUMBER 2 — 2R
An Ordinance dissolving the TIF District for the
Village Center Redevelopment Project Area
Number 2. Second Reading.
Mayor Harris commented that the Board did not
receive any comments on the Consent Agenda.
Trustee Seiden made a motion to approve the Consent Agenda and adopt the Ordinances.
Trustee Benton seconded the motion. The motion passed by the following vote:
AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6)
NAYS: None (0)
OLD BUSINESS
There was no Old Business.
NEW BUSINESS
AUTHORIZATION TO AWARD BID Three sealed bids were opened for a new two -
FOR TWO -WHEEL DRIVE UTILITY wheel drive utility tractor with a rotary cutter.
TRACTOR WITH ROTARY CUTTER The lowest net bidder was Buck Brothers, Inc.
with the net cost of $12,335 after trade -in.
Trustee Seiden made a motion to award the contract for a two -wheel drive utility tractor with a
rotary cutter to Buck Brothers, Inc. in an amount not to exceed $12,335 with the trade -in.
Trustee Rosenthal seconded the motion. The motion passed by the following vote:
AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6)
NAYS: None (0)
AUTHORIZATION TO IMPLEMENT Ms. Little reported that the Village budgeted to
NEW ANTI -ICING PROGRAM implement a new anti -icing program which included
the storage and distribution of liquid anti -icing
products. They will have storage tanks for calcium chloride and Geo -Melt, which is a composite
material. She explained they would like to equip the four main salt trucks with the storage tanks
and distribution bars and budgeted $25,000 for the compounds and $25,000 for the equipment.
Due to ordering lead times and the opportunity to reduce salt needs, Ms. Little requested the
Board waive the competitive bidding process and authorize the Village Manager to approve
contracts for products and equipment up to $55,000.
Board of Trustees Meeting
September 2, 2008
Page 5 of 5
Trustee Rosenthal asked if the calcium chloride caused all the potholes last year. Ms. Little
noted the sand mixture used due to the shortage of salt caused striping wear and additional sewer
cleaning work, but it was the frequent freeze -thaw cycles last year that caused the potholes.
Trustee Seiden asked what the salt usage reduction would be. Ms. Little estimated 20 % less salt
would be needed based on the experience of other communities who have used this system.
Trustee Seiden made a motion to waive the competitive bidding process and authorize the Village
Manager to approve contracts for anti -icing products and equipment up to $55,000. Trustee
Feldman seconded the motion. The motion passed by the following vote:
AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6)
NAYS: None (0)
DISCUSSION
COMMUNITY SERVICES DAY Mr. Street invited residents to Community Services
Day on
Saturday, September 6ch from Noon to 4 :00 pm in
Brickyard Park. There would also be a household electronics collection from 9:00 am -12:00
noon at Public Works. Trustee Struthers commented the Rotary and Fire Department were co-
sponsoring a dunk tank at Community Services Day with proceeds going to a burn recovery camp.
Trustee Seiden added that the Optimist Club would be distributing free ice cream bars at
Community Services Day as well. /'�
FALL FESTIVAL Mr. S reet invited lesidents to attend the Deerfield
HistqUcal Society's Fall Festival on Sunday from
no to 5:0P pm on Sunday.
ADJOURNMENT The e being her business to discuss, the
mee ing wa dj�q ned at 8:20 pm.
Mayor
ATTEST:
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�j Village Clelk