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02/01/2010February 1, 2010 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 February 1, 2010 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 Absent: 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 Junior Girl Scout Troop 42318 from Wilmot Elementary School led those in attendance in reciting the Pledge of Allegiance. The troop leaders are Sandi Udoni and Michelle Applebaum. The scouts introduced themselves and named some favorite activities, which include the International Fair, working on badges, and wrapping presents and donating the proceeds to Orphans of the Storm. DOCUMENT APPROVAL Trustee Jester made a motion to approve the minutes of the January 19, 2010 Board of Trustees meeting and the November 9, 2009, January 19, 2010, and January 25, 2010 Committee of the Whole minutes as presented. Trustee Benton seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Farkas made a motion to approve the Bills and Payroll dated February 1, 2010. Trustee Seiden seconded the motion. Trustee Oppenheim asked about the signage at the reservoir. Ms. Little explained that AECOM, Inc. serves as the Consulting Engineer for the Village on two projects at Reservoir 29a. One is the ongoing ground water monitoring. The other involves reviewing signage submissions. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden (5) NAYS: None (0) REPORT ON DEPARTMENTAL Director of Public Works and Engineering OBJECTIVES — DEPARTMENT Barbara Little explained that the engineering Board of Trustees Meeting February 1, 2010 Page 2 of 5 OF PUBLIC WORKS AND department responds to several different ENGINEERING assignments. One of them is to tap outside funding sources as much as possible. The department obtained more than $3 million in federal funding this year. The department is also responsible for administration of the Tree Ordinance. There were 338 tree permit requests processed in 2009. The department also identified 128 diseased elm trees for removal. Ms. Little stated the department completed several smaller scale street rehabilitation projects throughout the Village. The department was also responsible for the replacement of sidewalks around the Marathon commuter parking lot. She noted they worked on the bridge projects by replacing bridge decks, sidewalks and parapet walls on Wilmot and Hazel. Village Engineer Bob Phillips presented the Mayor and Board with a flood insurance achievement award. As part of FEMA's National Flood Insurance Program and Community Rating System, the Village has significantly exceeded the requirements for the NFIP and Flood Plain. Management, Ms. Little explained the prominent function of the Public Works department is snow and ice removal. They utilized 3,510 tons of salt and more than 14,000 tons of anti -icing products. Salt usage was reduced by more than 30% due to the addition of anti -icing products. Last winter the Village used more than 4,500 tons of salt and 40,000 tons of anti -icing products. This year, the unit price of salt is $64 per ton. Last year the Village paid more than twice that amount. Ms. Little discussed the leaf collection program. Both last year and this fall were record years. Last year the Village collected 8,200 cubic yards of leaves. This year the Village collected 10,786 cubic yards of leaves. The Village continues to meet or exceed all Illinois EPA requirements for water distribution. The department is aggressive in repairing water main breaks. There were 53- water main breaks in 2009 and 47 water main breaks in 2008. Over the past five years, the average number of water main breaks was 87. The department also repaired seven percent (84) of the hydrants in the Village. Ms. Little explained that the Sewer department has been proactive in reducing sewer problems. The Wastewater Reclamation Facility replacement project has been a major undertaking. The Village is on track for submitting an Illinois EPA permit application in February. The East Side Sanitary Lift Station was brought online in October 2009, which services more than 1/3 of the homes in the Village. Ms. Little stated that the Garage Division is responsible for the maintenance and repairs of vehicles in the Village. They bill their services to other departments and are also responsible for the preparation of equipment specifications and bidding. Ms. Little thanked the Village for their ongoing support of the departments. Board of Trustees Meeting February 1, 2010 Page 3 of 5 Mayor Rosenthal thanked Ms. Little and the entire department for their many efforts on behalf of the Village. PUBLIC COMMENT There was no Public Comment. There were no Reports. REPORTS CONSENT AGENDA ORDINANCE 0 -10 -03 APPROVING AN An Ordinance approving an amendment to a AMENDMENT TO A SPECIAL USE TO Special Use to allow renovations to the ALLOW RENOVATIONS TO THE Village's Wastewater Reclamation Facility VILLAGE'S WASTEWATER and Shepard Park. Second Reading. RECLAMATION FACILITY AND SHEPARD PARK — 2R Trustee Seiden made a motion to adopt the Ordinance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden (5) NAYS: None (0) Mr. Street thanked the Board for their interest in this significant project. There was no Old Business. OLD BUSINESS NEW BUSINESS RESOLUTION R -10 -02 DECLARING Bill Fialkowski explained that TIF 2 was A SURPLUS OF TAX INCREMENT terminated on 12/31/2008. Subsequent to FINANCING FUNDS AND AMENDING the termination, the Village collected the THE FISCAL YEAR 2009 -2010 2008 property tax payment in 2009. There ANNUAL BUDGET has been no other activity until now. As a result, the Village has a final accounting of the amount left in the fund. State statute requires that since this was a Sales Tax TIF district for some time, sales tax amounts must re repaid to the State and Village before the amount is sent to the Lake County Treasurer for distribution to the taxing districts. This resoluttion declares the surplus, provides for the distribution and amends the budget to expend this amount of money. Mr. Street noted this was a very successful TIF story with substantial growth, now well serving the Village and its taxing bodies. 1 1 1 Board of Trustees Meeting February 1, 2010 Page 4 of 5 Trustee Benton made a motion to approve the Resolution. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden (5) NAYS: None (0) AUTHORIZATION FOR PURCHASE OF NARROWBAND RADIO EQUIPMENT Trustee Farkas recused himself because of past, present or future business dealings with Motorola. Chief Sliozis reported the FCC has mandated that public entities broadcasting on wideband frequencies must switch to narrowband frequencies by January 1, 2013. In order to complete the project, the Village needs to purchase three Motorola receivers at a cost of $6,934.50 on state bid and a power supply at a cost of $4,174. .Mayor Rosenthal asked why the expenditure would be made now for 2013. Chief Sliozis explained it was budgeted so that when the mandate is finalized, the Village would not have to be concerned about the availability of the equipment. Trustee Seiden made a motion to authorize the purchase of narrowband radio equipment as recommended in an amount not to exceed $17,736.50. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden (4) NAYS: None (0) RECUSE: Farkas (1) AUTHORIZATION TO PURCHASE Ms. Little reported that the Village has two DIGESTER CIRCULATION PUMPS FOR anaerobic digester pumps at the Wastewater WATER RECLAMATION FACILITY Reclamation Facility that operate continuously and are critical to operation. There has been significant wear to the interior of the pumps. The Village budgeted money in the Infrastructure Replacement Fund, and the pumps would be installed by WRF personnel. The delivery time for the pumps is four to six months. Ms. Little requested the formal bidding procedure be waived and that the Trustees authorize the purchase of two anaerobic digester pumps at a cost not to exceed $15,248. Trustee Oppenheim asked if the new pumps could be installed while the plant operates. Ms. Little explained they would take the pumps out of service one at a time. The pumps have high wear, and when the new Wastewater Reclamation Facility is completed, the new pumps will have served a useful life. Trustee Farkas made a motion to waive the competitive biding process and authorize the purchase of two anaerobic digester pumps for the Wastewater Reclamation Facility at a Board of Trustees Meeting February 1, 2010 Page 5 of 5 cost not to exceed $15,248. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden (5) NAYS: None (0) Trustee Oppenheim commended WRF Supervisor Frank Cisek and the staff of the plant for how well they are keeping it functioning during the renovation. DISCUSSION TELECONFERENCING Trustee Farkas asked if it would be possible for Trustees to participate in Board meetings by phone or teleconference when out of town. He requested that an Ordinance be prepared. Mr. Coblentz explained that the State allows municipalities to permit remote participation for specific reasons, but there still must be a physical quorum present. Mayor Rosenthal asked that the Village speak with other communities that are currently allowing teleconferencing. ELECTIONS Mayor Rosenthal urged all residents to vote in tomorrow's election. NEXT MEETING Mr. Street reported that the next Board of Trustees meeting will take place on Tuesday February 16`h following the observance of the President's Day holiday. ADJOURNMENT There being no further business to discuss, the meeting was adjourned at 8:17 pm. APPROVED: Mayor ATTEST: Village Clerk 1