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05/18/2009May 18, 2009 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Harriet Rosenthal in the Council Chambers of the Village Hall on Monday, May 18, 2009 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Alan Farkas Thomas Jester Mary Oppenheim 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 Carol Ruderman from the American Cancer Society, Amanda Bidlenick, volunteer chairperson for Relay for Life, and Barb Reich led those in attendance in reciting the Pledge of Allegiance. PROCLAMATION -RELAY FOR LIFE Ms. Ruderman reported that the Relay for Life would take place on May 30 and May 31, 2009 from 6:00 p.m. to 6:00 a.m. at Deerfield High School. She invited the Mayor, Trustees and residents to join them, spread the word, and celebrate survivors. Ms Bidlenick mentioned that this is a community event and is open to families, friends and businesses. There will be two bands playing, and a silent auction as well. Mayor Rosenthal proclaimed May 30 and May 31, 2009 as Relay for Life Days in Deerfield. She urged all residents to support the event. A motion to accept the proclamation passed unanimously. DEERFIELD FESTIVAL OF FINE ARTS Fine Arts Commission Chairperson Jeff Marks invited residents to support the arts at the Village sponsored Festival of Fine Arts which will take place from May 29 to May 31, 2009. The preview party will take place on Friday, May 29 and is open to Village residents over 21 and the DBR Chamber of Commerce. The festival officially opens at 10:00 a.m. on Saturday. MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the May 4, 2009 Board of Trustee meeting. Trustee Struthers seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Seiden made a motion to approve the Bills and Payroll dated May 18, 2009. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Board of Trustees Meeting May 18, 2009 Page 2 of 8 TREASURER'S REPORT Village Treasurer Bob Fialkowski presented highlights from the Treasurer's Report for the fiscal year through April 30, 2009. He mentioned the year end report may have some minor adjustments through journal entries but should be substantially the same. Mr. Fialkowski commented that the year ended as expected. Revenues were under budget in the General Fund, with sales tax and hotel tax being the major contributors. Expenditures in the Operating Fund were under budget. With all things considered, including salt and overtime, the Village ended the year in decent shape. PUBLIC COMMENT Penni Isaacson from the Historical Society thanked the Board for their support in helping to put new roofs on two buildings. She mentioned they would not have been able to make the improvements to the Little Red Schoolhouse and the Carriage House without Village support. REPORTS REPORT AND RECOMMENDATION Mr. Street reported that the Appearance Review OF THE APPEARANCE REVIEW Commission reviewed the request to replicate the COMMISSION RE: REQUEST FOR THE exterior paint colors of the Deerfield train station. DEERFIELD AREA HISTORICAL At its March 23`d meeting, members voted SOCIETY TO RESTORE THE HISTORIC unanimously to restore the station to the 1918 DEERFIELD TRAIN STATION TO THE colors. He commented that staff continues to work 1918 COLOR SCHEME with Metra to complete other repairs to the station and platform areas. He noted that Metra is responsible through the lease for a significant portion of the costs, and repainting work would be coordinated with the repairs. Trustee Benton noted that there is a lot of damage where the wood meets the platform and questioned if some type of coating could be applied to the bottom set of wood, prior to painting, so it would not rot as easily. Village Planner Jean Spagnoli explained that the Public Works department has looked into it because it is a recurring problem. Trustee Struthers questioned whether a structural wood -like material would be suitable. Ms. Spagnoli explained they wanted to stay with historic wood because of the historical significance of the building. Trustee Jester noted that it appeared that the salt remained after the snow had melted. Mr. Street explained that Metra is responsible for maintenance of the platform, and the Village is responsible for parking lot maintenance. Trustee Oppenheim questioned whether there is any concern that the proposed colors would not be available the next time the station needs to be painted. Ms. Spagnoli explained that there is ability to make custom colors. Trustee Jester made a motion to accept the report and recommendation of the Appearance Review Commission. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Board of Trustees Meeting May 18, 2009 Page 3 of 8 REPORT AND RECOMMENDATION OF THE BOARD OF ZONING APPEALS RE: REQUEST FOR SIDEYARD VARIATION FOR 1403 GREENWOOD the request by a vote of 5 -0. Mr. Street reported that the Board of Zoning Appeals held a Public Hearing on April 7, 2009 to consider a request for a sideyard variation to allow a 1.5 car detached garage at 1403 Greenwood. The Board of Zoning Appeals recommended approval of Code Enforcement Officer Clint Case explained the subdivision was approved between 1978 and 1979. He explained that the house immediately to the south of the property was originally the detached garage for the subject property. Mr. Case noted the lot at 1403 Greenwood is substantially smaller than any other lot in the subdivision. Trustee Benton commented there was no existing garage on the property. Trustee Seiden noted that the Residential Redevelopment Task Force wanted to assist homeowners if there was no adverse affect on the neighbors. Mr. Case said there were no objections from neighbors. Trustee Oppenheim commented that the proposed structure did not extend beyond the neighboring house; therefore, other neighbors were looking at structures more forward than the proposed garage. Trustee Farkas noted the garage structure would be well built and more aesthetically appealing than having a vehicle parked in the same area. Trustee Seiden made a motion to accept the report and recommendation of the Board of Zoning Appeals and to direct preparation of an ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) There was no Consent Agenda. There was no Old Business. CONSENT AGENDA OLD BUSINESS NEW BUSINESS AUTHORIZATION TO AWARD CONTRACT FOR DESIGN ENGINEERING AND CONSTRUCTION ASSISTANCE SERVICES FOR REPLACING SANITARY SEWER LIFT STATION AT DEERBROOK MALL Brad Fink, Assistant Director of Public Works, explained that as part of the 2005 study, Stanley Consultants recommended replacing the sanitary sewer lift station at Deerbrook Mall. He explained that staff is recommending deferring the building construction to realize a ten percent cost savings. Board of Trustees Meeting May 18, 2009 Page 4 of 8 Mr. Fink added that the existing lift station has an old, can lift metal hatch that goes down 16 feet to the lift station. When it needs to be serviced, Public Works has to send an individual down. Mr. Fink explained the proposed lift station is very similar to the North Avenue lift station just completed. Everything will be accessible from above. Trustee Oppenheim asked if the control panel could be accessed and vandalized. Mr. Fink explained that the control panel would be secured in a weatherproof cabinet. Trustee Jester noted that the owners of Deerbrook Mall declined participation. He questioned whether it would benefit the Village to connect to the sanitary district. Mr. Fink noted that it would cost at least $500,000 just to reroute the pipes, so this was not considered at this time. Trustee Oppenheim made a motion to award the contract for design engineering and construction assistance services for replacing the sanitary sewer lift station at Deerbrook Mall to Stanley Consultants in an amount not to exceed $63,800. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) REQUEST FOR APPROVAL OF The Director of Public Works and Engineering, AMENDMENT #1 TO THE STRAND Barbara Little, noted that the Board awarded the AGREEMENT FOR DESIGN SERVICES contract for design engineering services for the FOR THE WASTEWATER Wastewater Reclamation Facility in December RECLAMATION FACILITY 2008. Since then, the federal economic stimulus Package has been instituted. The Village has followed program developments and has tried to position itself favorably to take advantage of every opportunity it affords Deerfield. She explained the Illinois Environmental Protection Agency will review the Wastewater Reclamation Facility project for both federal and state funding. She believes the likelihood the Village will receive stimulus funding is slim due to the number and extent of projects ahead in the cue, but we would like to be in a positive position to receive outside funding or low cost loans in the future. Ms. Little explained that there are a number of steps in order that must be taken to be considered eligible for outside funding. Of significant importance is that the Village can secure loan funding utilizing Home Rule authority. Strand has made an amendment to the original agreement to cover the costs associated with documentation and permitting in an amount not to exceed $30,000. Trustee Jester asked about the outside funding. Ms. Little explained the outside funding was money above and beyond Village corporate funding. It can include federal and state revolving fund programs. Trustee Jester commented that the revolving fund programs require charging fees and recovering costs. Ms. Little explained the Village can meet those requirements by committing a portion of the General Fund revenues. Trustee Oppenheim commented that the Village would invest $30,000 to be a position to receive more funds. Trustee Seiden asked what would happen if the Village waited to act on this request. Ms. Little explained there would not be enough time to get documentation approved by the Illinois Environmental Protection Agency. Trustee Jester made a motion to approve amendment #1 of the Strand Agreement for Design Services for the Wastewater Reclamation Facility to cover the costs associated with Board of Trustees Meeting May 18, 2009 Page 5 of 8 documentation and permitting in an amount not to exceed $30,000. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Ms. Little explained that in addition to the Illinois CONSTRUCTION ENGINEERING Environmental Protection Agency approving SERVICES TO RJN GROUP FOR IEPA/ wastewater projects, they are also charged with the ARRA SUBMITTALS FOR WATER same processes for drinking water. The Village has INFRASTRUCTURE PROJECTS submitted pre - applications for four water system projects. The Illinois Environmental Protection Agency continues to require project planning documentation as well as the ability to demonstrate construction readiness. Ms. Little suggests a unified submittal process for the four projects having a value of more than $3.5 million. Staff requested proposals from all consultants currently working on water projects and recommends awarding the contract to RJN Group in an amount not to exceed $17,303. Mayor Rosenthal questioned why there was such a large range in the proposal amounts. Ms. Little explained that some firms were not familiar with submitting the documents. The two lower priced proposals are from firms that have more experience. Trustee Farkas asked if RJN Group's proposal covers everything in the proposed scope of work. Ms. Little confirmed that it does. . Trustee Struthers made a motion to award the construction engineering services for IEPA/ARRA submittals for water infrastructure projects to RJN Group in an amount not to exceed $17,303. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO EXECUTE MEMORANDUM OF UNDERSTANDING BETWEEN THE VILLAGE OF DEERFIELD AND TAKEDA PHARMACEUTICALS TO PROVIDE ALTERNATE SPACE AND SUPPORT FOR EMERGENCY OPERATIONS DURING EMERGENCY EVENTS Authorization to execute a memorandum of understanding between the Village of Deerfield and Takeda Pharmaceuticals to provide alternate space and support for emergency operations during emergency events. Mr. Street requested the following agenda item be discussed simultaneously with this agenda item. AUTHORIZATION TO EXECUTE Authorization to execute a mutual assistance MUTUAL ASSISTANCE AGREEMENT agreement between the Village of Deerfield police BETWEEN THE VILLAGE OF department and Baxter Healthcare Corporation. DEERFIELD POLICE DEPARTMENT Board of Trustees Meeting May 18, 2009 Page 6 of 8 AND BAXTER HEALTHCARE CORP. Mr. Street explained these agreements would allow the Village to use the emergency operations communication center at Takeda and Baxter Healthcare. Trustee Oppenheim questioned what types of activities would take place at these centers. Police Commander Rick Weil explained that the communication centers would be used as a reciprocal place to meet, instead of a conference room, in the event of an emergency. Trustee Benton commented that this type of cooperation is invaluable. Trustee Jester made a motion to execute a memorandum of understanding between the Village of Deerfield and Takeda Pharmaceuticals to provide alternate space and support for emergency operations during emergency events and to execute a mutual assistance agreement between the Village of Deerfield Police Department and Baxter Healthcare Corporation. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO PURCHASE Chief Sliozis reported that the Police Department's POLICE VEHICLES current fleet consists of 11 marked vehicles. They propose reducing the fleet to ten vehicles. One existing vehicle would remain in the fleet. The other vehicles include seven Ford Crown Victorias, one Ford F 150 and one Ford Expedition. All of these vehicles would be purchased using the state contract and were included in the budget last year. Trustee Farkas asked Chief Sliozis to describe the use of the pick up truck. Chief Sliozis reported it would be used for training, animal control, and evidence transport. He added that the F150 would be outfitted with a cab cover. Trustee Struthers questioned the use of a Ford Expedition instead of a smaller SUV. Chief Sliozis explained the Expedition would be used as an on -scene command vehicle and would be able to carry additional equipment as well. Trustee Struthers made a motion to authorize the purchase of seven Ford Crown Victoria vehicles and one Ford Expedition using the state contract in an amount not to exceed $170,012 and one Ford F150 in an amount not to exceed $25,705. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) DISCUSSION PROM WEEKEND Mayor Rosenthal asked for a report on Prom 1 1 1 Board of Trustees Meeting May 18, 2009 Page 7 of 8 Weekend. Chief Sliozis explained there were some incidents at a Chicago hotel including five or six possessions of alcohol and one possession of cannabis. An 18 year old Deerfield High School student rented the hotel room. The school is dealing with all of these incidents. SIDEWALK NEAR BRIARWOOD CLUB Trustee Seiden explained he has heard from several residents who are questioning why this project would not be completed this year. He would like to be kept informed so he can answer appropriately. Ms. Little explained she tried to communicate through the Status Quotes in the Board packets. Mr. Street added that the Village needed to seek additional services to meet federal requirements for funding. Ms. Little noted that the process for right -of -way acquisition adds five months to the process. She believes the potential timing will be in the spring of 2010. SIDEWALK AT HIGH SCHOOL DRIVE Trustee Struthers asked when the concrete would be poured for the rest of the sidewalk between North Avenue and High School Drive. Ms. Little explained that the concrete had been poured to the southeast corner. Mr. Street observed that the signal control box work still needs to be completed. Ms. Little explained the signal would be completed in early June, and the temporary equipment, including the box sets, would be removed. WAUKEGAN AND LAKE COOK ROAD Trustee Farkas asked if any changes would be made to the intersection of Waukegan and Lake Cook Road. Ms. Little reported that the Waukegan Road resurfacing project went out to bid earlier this month, but the Lake Cook Road resurfacing is not on a schedule yet, but should be completed by the end of October. Mayor Rosenthal requested a timeline when available, but noted that the Trustees understand that things do not always go exactly as planned, and there could be changes. SIDEWALK AT HIGH SCHOOL DRIVE Trustee Seiden reiterated his concern about the sidewalk along Waukegan Road near High School Drive. He asked for an update, because he feels it is extremely narrow and dangerous. He questioned whether the Village has exhausted all possibilities of adding a barrier and questioned what else could be done to improve the situation. Ms. Little explained this is a difficult situation because the state will not allow roadside obstacles along Waukegan Road. Trustee Seiden commented that he would rather see a narrower highway and a safer area for kids. Ms. Little explained that one alternative is to obtain some additional right of way through acquisition. The Village could possibly realign the road along Metra, but that would be very difficult. The Village could possibly purchase some land from the property owners. Mr. Street questioned if that was necessary, considering the history of accidents in the intersection. He believes taking the steps to acquire private property is a significant step to take. Trustee Oppenheim noted the kids are high school students, and many of them drive. She appreciates Trustee Seiden's concern but does not see the same type of danger. Trustee Seiden noted that some of the drivers are new drivers, and that is a concern. Trustee Seiden asked if Ms. Little could look into four foot wide speed tables that would accommodate snow plows. He would like to find out more about speed tables, because they work well in Evanston and Wilmette. Board of Trustees Meeting May 18, 2009 Page 8 of 8 MEMORIAL DAY Mayor Rosenthal reminded residents that Monday is Memorial Day, and Deerfield commemorates with a band playing at the Veteran's Memorial at 9:15 followed by a service at 10:00. Then there will be a parade to the cemetery where participants may honor war casualties. She noted the American Legion does a beautiful job remembering veterans on Memorial Day SCHEDULE OF MEETINGS Mr. Street noted he would like to recommend an Executive Session at 6:00 p.m. before the next Board of Trustees meeting and a Committee of the Whole meeting on June 22nd at 6:00 p.m. GYPSY MOTH SPRAYING HAZEL AVENUE BRIDGE closed for six weeks. ADJOURNMENT ATTEST: Village Clerk Mr. Street reminded residents that gypsy moth spraying will begin at the end of May. Mr. Street reminded residents that the Hazel Avenue Bridge closed this morning and will remain There being no further business to discuss, the meeting was adjourned at 9:05 pm. APPROVED: 'ayor 1 1