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09/15/2008September 15, 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 Monday, September 15, 2008 at 7:31 p.m. The Clerk called the roll and announced that the following were: Present: Steven Harris, Mayor Robert Benton Michelle Feldman Harriet Rosenthal William Seiden Absent: Thomas Jester 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 Dr. Karras led those in attendance in reciting the Pledge of Allegiance. He said he was honored that the Board of Trustees recognized the Socrates School. He provided a brief history of the school, which was the first Greek school established outside of Greece. This is their centennial anniversary and their third year at the Lake Cook Road location. PROCLAMATION — SOCRATES Mayor Harris proclaimed September 27, 2008 as DAY SCHOOL Socrates Day School Day in Deerfield and recognized the school for providing a century of outstanding service to the Greek- American community. Trustee Rosenthal made a motion to accept the proclamation. Trustee Benton seconded the motion. The motion passed unanimously. PROCLAMATION — KIWANIS Mayor Harris proclaimed September 26, 2008 as PEANUT DAY Kiwanis Peanut Day in Deerfield. He noted that the Deerfield Kiwanis Club has funded numerous worthwhile projects and organizations. Trustee Benton made a motion to accept the proclamation. Trustee Rosenthal seconded the motion. The motion passed unanimously. MINUTES OF PREVIOUS MEETING Trustee Rosenthal made a motion to approve the minutes from the September 2, 2008 Board of Trustees meeting. Trustee Benton seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Benton made a motion to approve the Bills and Payroll dated September 16, 2008. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden (4) Board of Trustees Meeting September 15, 2008 Page 2 of 4 NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the Treasurer's Report representing 1/3 of the fiscal year. Sales tax receipts are struggling a bit as merchandise sales are down compared to grocery and medicine sales. Hotel tax is a bright spot as corporations are still bringing people into Deerfield. A leading indicator is building permit activity, which is up this year. People are remodeling and putting value into their homes. Spending levels are not unusual. The auditors are finished with their field work, and there were no adjustments this year. The report should be out in a month or so. PUBLIC COMMENT There was no Public Comment. WEEKEND WEATHER ACTIVITIES Mr. Street thanked staff for their efforts over the weekend in response to the heavy rainfall. Barbara Little, Director of Public Works and Engineering, provided a written report and thanked the Trustees for their foresight in approving infrastructure improvements in the past. Weather reports leading to the rain event stated it was a result of two hurricanes. Our wastewater superintendent was contacted at 4:00 a.m. Saturday with alarms at the facilities. Staff has worked non -stop. The storm treatment stations operated as designed and were critical in maintaining balance in our system. The main treatment plant processed more than 7.5 million gallons both days, and there were 50 million gallons processed between treatment plants and storm stations. Troublesome issues include the eastside lift station running on generator for more than 24 hours and the transformer problems at the Bannockburn reservoir. The Bannockburn and Northbrook Court reservoirs filled. The Lake Cook Road reservoir was at 3/4 of capacity. Both rivers are now back within their banks. Staff contacted ComEd, and they replaced the large transformer at the Bannockburn basin. The environmental clean up started today and will be completed Thursday. The sanitary and storm water collection systems responded well. Several streets had to be closed temporarily due to flooding. There was also a water main break on Laurel Avenue. Crews responded and repaired that within a few hours. Ms. Little thanked Frank Cisek and Dean Busscher for their support. Trustee Rosenthal asked about maintenance of the reservoirs. Ms. Little explained that the Bannockburn basin is owned by the Lake County Forest Preserve District and maintained by the Village of Deerfield in cooperation with the Union Drainage District. The Village owns the Lake Cook Road reservoir, but the pumps are operated by the Metropolitan Water Reclamation District. Trustee Rosenthal asked who would be responsible for repairing the damaged transformer. Frank Cisek responded that the landscaper who did the damage was retained by James Anderson & Company, the engineers for the Union Drainage District. Ms. Little commented that Mr. Cisek was proactive in getting it fixed and available for our use. Board of Trustees Meeting September 15, 2008 Page 3 of 4 Trustee Seiden questioned the number of gallons of water that would be processed during a normal rainfall. Mr. Cisek explained that they processed 50 million gallons of water over two days. They normally process about six million gallons of water over two days. Trustee Rosenthal commended the Public Works department for being proactive. REPORTS There were no Reports. CONSENT AGENDA There was no Consent Agenda. OLD BUSINESS There was no Old Business NEW BUSINESS AUTHORIZATION TO APPROVE Ms. Little explained that construction on the North CONTRACT FOR MASONRY WORK Avenue Lift Station was approved in May 2008. At AT NORTH AVENUE LIFT STATION that time, staff advised they would come back for additional landscaping and brickwork. The landscaping was previously awarded, and staff is now requesting approval to lay brick and for fagade treatments. Trustee Seiden made a motion to waive the formal bidding process and award the contract for masonry work at the North Avenue Lift Station to A -Horn, Inc. in an amount not to exceed $16,250. Trustee Feldman seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden (4) NAYS: None (0) AUTHORIZATION TO PURCHASE Brad Fink, Assistant Director of Public Works and GRINDER PACK FOR DEEP SEWAGE Engineering, reported there are three raw sewage LINE AT THE WASTEWATER lines with grinders coming into the Wastewater RECLAMATION FACILITY Reclamation Facility. The purpose of the grinders is to break up rags, sticks and debris that could clog pumps. Over time, the grinder packs get worn and need to be replaced. The Village replaces grinder packs for each line on a rotating basis every three years. JWC is a proprietary manufacturer, so staff was unable to go out to bid. The Village participates in an exchange project. Once the old grinder was removed, the Village would get credit for the old grinder pack. The budget for the grinder pack was $25,000. The replacement cost is $18,188. Board of Trustees Meeting September 15, 2008 Page 4 of 4 Trustee Rosenthal made a motion to waive the competitive bidding process and authorize the purchase of a grinder pack for the deep sewage line at the Wastewater Reclamation Facility to JWC Environmental for an amount not to exceed $18,188. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Rosenthal, Seiden (4) NAYS: None (0) DISCUSSION DISTRICT 109 BLUE RIBBON AWARD Trustee Rosenthal reported that Shepard Middle School and Wilmot Elementary School recently received Blue Ribbon Awards from the U. S. Department of Education. These are awarded to exemplary public schools that are academically superior. TRUSTEE IN THE TOWN Trustee Feldman and Mayor Harris will be in attendancg4rl i -karmer's Market on Saturday, September 20, 2008 from 9:00 am —12:00 noon. EXECUTIVE SESSION following adjournment of this meeting. ADJOURNMENT ATTEST: _ e�;q� Village Cle Mr. C blentz comm nted that the trustees started Exec i essi al 6:30 pm and will return to it being no =he usiness to discuss, the idg was J at 8:15 pm. Mayor 1 I 1