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11/17/2008November 17, 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, November 17, 2008 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Steven Harris, Mayor Robert Benton Thomas Jester Harriet Rosenthal William Seiden Barbara Struthers Absent: Michelle Feldman and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Members of the 2008 winning Destination Imagination team from Caruso Middle School led those in attendance in reciting the Pledge of Allegiance. Team members explained that Destination Imagination is a creative group problem solving competition that includes improvisation. The Caruso Destination Imagination team won first place out of 81 teams in the global competition in Nashville, Tennessee this spring. The Mayor and Board joined the audience in congratulating the team. MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the November 3, 2008 Board of Trustees Meeting. Trustee Jester seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Seiden made a motion to approve the Bills and Payroll dated November 17, 2008. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) TREASURER'S REPORT Finance Director Bob Fialkowski presented highlights from the October 2008 Treasurer's Report representing six months of the fiscal year. Sales tax is up slightly from the same month last year, but the 12 -month trend is still below the previous period. Water sales are slightly higher, hotel tax is on budget, building permits are higher, and there have been no unusual activities in the expenditures. Board of Trustees November 17, 2008 Page 2 of 6 REPORT ON DEPARTMENTAL Mr. Fialkowski presented the six month report from OBJECTIVES — FINANCE the Finance Department. The issuance of the 5 million dollar bond for capital projects was completed. The utility bills will be able to be paid on the website, to include a convenience fee. The Village's previous payroll clerk retired, and there is a new payroll clerk. The transition was very smooth. The 2008 — 2009 budget received the GFOA award for the 18tH consecutive year. The vehicle license cycle was completed, and the Village is at the same level as last year. The health insurance has been renewed. Dental and life insurance rates did not increase, and health insurance went up 6 percent. Water bill late notices have increased, but the number of shut off notices has not increased. A change in the operating system for the finance software was completed and is working well. Trustee Seiden asked about the number of water shut off notices. Mr. Fialkowski explained that there were about 268 late notices sent out per month and about 2200 total monthly bills. Typically, less than ten shut offs actually take place before payment is received. Trustee Rosenthal noted that the Village has a great finance officer, whose expertise we all respect, but our community and the whole country must be prepared for the effects of the current economic downturn. The village manager, finance officer, mayor and trustees must network with greater minds on a likely scenario on what our exposure might be to loss of sales tax base, hotel tax base, and real estate tax base. Trustee Rosenthal asked the Board to consider an ad hoc advisory board of residents most expert in these matters to work with our village manager, finance officer, mayor and trustees. The way she envisioned it, this board would network with appropriate federal and state think tanks and other municipalities and municipal associations to best keep the Village on track in terms of our operational and infrastructure budgets for 2010 and beyond and would react accordingly. She concluded that she was not asking for a vote tonight but was seeking direction for staff to discuss this and come back with recommendations so that residents can be recruited. Trustee Seiden suggested looking at different alternatives to determine what would be the best way for the village to proceed. Village Manager Street confirmed that he will develop alternatives for the Board to consider. PUBLIC COMMENT Glenn Koets, 1103 Williams Avenue, lives at the corner of Chestnut and Williams. He reported problems with aggressive driving and litter from high school students parking on Chestnut north of Greenwood. Mr. Koets also mentioned that during heavy rains, water fills the Williams and Chestnut intersection to high levels. The water collects at Chestnut from several streets, an issue that has been going on since the 1960s. Mr. Coates hopes something can be done to correct the situation because houses are flooding as well. Board of Trustees November 17, 2008 Page 3 of 6 Mr. Koets also reported that when it snows, the driveways on the west side of Chestnut are always plowed in, instead of having the snow piled toward the railroad tracks. There are 13 driveways from North Avenue to Greenwood on the west and 14 on west side from Greenwood to Hazel. Mr. Coates noted there were no driveways on the east side. Mayor Harris noted that two public works issues will be responded to by Barbara Little. Chief Sliozis will look into the parking issue. Eric Hogberg, 1428 Crow, mentioned he is member of advisory council for the Deerfield Village Caucus. The 2009 Caucus Town Meeting has been scheduled for January 12 at Caruso Middle School at 7:30. There will be a slating vote that will confirm the slate that will be on the ballot in the spring. For further information, residents may look online at DeerfieldCaucus.org. or call Eric. He encouraged all residents to attend and learn what they can about the candidates. Mayor Harris reported that the Board of Trustees had an open seat until next April due to the resignation of Trustee Michelle Feldman. He recommended that Nort Wasserman fill the open seat. Nort Wasserman has been a Deerfield resident for many years and has committed many hours of hard work to the community, including service to the Plan Commission. Mayor Harris nominated Nort Wasserman to serve the unexpired term of Trustee Feldman. Trustee Seiden made a motion to accept the nomination of Nort Wasserman to fill the unexpired term of former Trustee Michelle Feldman. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) Mayor Harris advised that Assistant Village Manager Phil Kiraly has resigned to serve as the Assistant Village Manager in Northbrook. Mayor Harris thanked him for his excellent service to Deerfield, noting that Mr. Kiraly started in 2004, was promoted to the position of Assistant Village Manager in 2006 and served as Acting Village Manager in the summer of 2007. Mayor Harris presented a service award to Mr. Kiraly, and the Board and audience expressed their appreciation for his service to the Village. Mr. Kiraly mentioned that working in Deerfield was both interesting and rewarding. He was honored to work with the Mayor, Board of Trustees, two excellent village managers and an excellent, dedicated staff. REPORTS REPORT AND RECOMMENDATION Report and Recommendation of the Plan OF PLAN COMMISSION RE: REQUEST Commission regarding the request for approval FOR APPROVAL FOR A SPECIAL USE for a special use for a Children's Educational FOR A CHILDREN'S EDUCATIONAL Facility in Building #9 in Deerfield Square at 710 FACILITY IN BUILDING #9 IN Robert York Avenue for Starland Dance. Board of Trustees November 17, 2008 Page 4 of 6 DEERFIELD SQUARE AT 710 ROBERT Bob Phillips reported that last year the Village YORK AVENUE awarded the contract to reconstruct the Hazel and AVENUE BRIDGE REHABILITATION REPORT AND RECOMMENDATION Report and Recommendation of the Village OF VILLAGE CENTER DEVELOPMENT Center Development Commission regarding the COMMISSION RE: REQUEST FOR request for approval for a special use for a APPROVAL FOR A SPECIAL USE FOR Children's Educational Facility in Building #9 A CHILDREN'S EDUCATIONAL in Deerfield Square at 710 Robert York Avenue FACILITY IN BUILDING 49 IN for Starland Dance. DEERFIELD SQUARE AT 710 ROBERT YORK AVENUE Mr. Street reported that the Plan Commission held a public hearing on October 16, 2008 to consider evidence regarding a request for approval of a special use for Starland Dance at 710 Robert York Avenue in Deerfield Square. They voted 4 -0 to recommend approval of the special use. The Village Center Development Commission held a workshop meeting on October 15, 2008 to consider the special use for Starland Dance. They voted 7 -0 to recommend approval of the special use. Trustee Seiden made a motion to accept the reports and recommendations of the Plan Commission and the Village Center Development Commission regarding a special use for Starland Dance at 710 Robert York Avenue in Deerfield Square. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) There was no Consent Agenda. There was no Old Business. CONSENT AGENDA OLD BUSINESS NEW BUSINESS AUTHORIZATION TO AWARD Bob Phillips reported that last year the Village WILMOT ROAD AND HAZEL awarded the contract to reconstruct the Hazel and AVENUE BRIDGE REHABILITATION Wilmot bridges. The plans have been approved by ENGINEERING SERVICES CONTRACT IDOT and will be ready to go to January letting. AND FOR THE MAYOR TO EXECUTE Two documents still need approval. The Village has THE LOCAL AGENCY AGREEMENT requested federal funding for the construction of the two bridges. The village will be responsible for 20 %. To move forward, the Village needs to approve engineering and the local agency agreement for federal participation. 1 1 1 Board of Trustees November 17, 2008 Page 5 of 6 Trustee Jester asked what the construction duration for the bridges would be. Mr. Phillips responded that one bridge would be done at a time, and each would take five weeks to complete. The Hazel bridge construction should begin the last week of June and be completed by July 31, 2009. The Wilmot bridge construction would then begin early in August and end in September. Trustee Jester made a motion to award the contract for the Wilmot Road and Hazel Avenue bridge rehabilitation engineering services contract to URS Corporation, who will oversee the construction from start to finish, in an amount not to exceed $66,202 and execute the Loyal Agency Agreement. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) RESOLUTION R -08 -11 APPROVING AN Mr. Street reported that the state and municipal EMERGENCY OPERATIONS PLAN code requires the preparation of an emergency OF THE VILLAGE OF DEERFIELD operations plan. He noted the plan was presented earlier this year. Commander Weil, the designated emergency operations director was present, along with Chief Sliozis, to respond to questions. Trustee Rosenthal made a motion to accept the resolution approving an emergency operations Plan for the Village of Deerfield. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Rosenthal, Seiden, Struthers (5) NAYS: None (0) IRAQ SOLDIER UPDATE DISCUSSION Trustee Rosenthal mentioned about a month ago that a Deerfield resident had been injured while serving in Iraq. She received a letter today from Nathan Stopps, stating that is doing well and appreciates the interest from his hometown LEAF PICK UP Mr. Street reminded residents this is the last week for leaf pick up. HOLIDAY CELEBRATION Mr. Street mentioned the village holiday celebrations will take place in the Village Center on December 5 and 6, 2008. Residents will receive brochures about the celebration in their mailboxes this weekend. Mr. Street thanked the local businesses for their participation and support. Board of Trustees November 17, 2008 Page 6 of 6 ECUMENICAL SERVICE Mr. Street i ormed reside is that the Ecumenical Service wi a place on ednesday, November 26, 2008 at the Presbyterian Church next door to V' a e Hal ADJOURNMENT ATTEST: llage Clerk further usiness to discuss, the jourWd at 8:30 pm. Mayor 1 11