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02/16/20101 1 February 16, 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 Tuesday February 16, 2010 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Thomas Jester Mary Oppenheim William Seiden Barbara Struthers Absent: Robert Benton Alan Farkas and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Pledge of Allegiance. DOCUMENT APPROVAL Chris Foltz, Chairman of the Community Relations Commission led those in attendance in reciting the Trustee Oppenheim made a motion to approve the minutes from the February 1, 2010 Board of Trustees meeting. Trustee Seiden seconded the motion. The motion passed unanimously, with Trustee Struthers abstaining. BILLS AND PAYROLL Trustee Struthers made a motion to approve the Bills and Payroll dated February 16, 2010. Trustee Seiden seconded the motion. The motion passed motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Struthers (4) NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the Treasurer's Report through January 31, 2010 representing 75 percent of the fiscal year. Mr. Fialkowski explained there was a glimmer of hope with the sales tax because there was growth in the October 2009 sales tax when compared to the same month last year. He stated this was the first time in more than one year where there was a positive number in sales tax revenues. Mr. Fialkowski noted February would- have a number of payouts including the Police Pension and TIF payments. As winter calms down, the Village will not be spending a lot on salt or overtime expenses. Mr. Fialkowski stated there was nothing else unusual in this month's report. REPORT ON DEPARTMENTAL Chief Sliozis presented highlights from his annual OBJECTIVES — POLICE DEPARTMENT report including traffic enforcement. He explained that vehicular accidents in the most common locations Board of Trustees Meeting February 16, 2010 Page 2 of 6 have been reduced by 17 percent since 2008. Injury accidents were reduced by 15 percent and overall crashes decreased by 14 percent. Chief Sliozis noted there was a downward trend in accidents over the past few years. He noted that rear end collisions represented nearly half of the collisions and were primarily due to driver distraction. He reported that criminal statistics remain fairly consistent. Index (serious) crimes were down from 243 to 194 due to a reduction in the number of thefts. He noted this was cyclical and last year's number was up. Chief Sliozis noted other accomplishments, such as the simulated shooting training at Shepard Middle School. The police and fire departments worked together and gained a lot of training and education. Chief Sliozis stated the department is working on developing a format for a citizen's satisfaction survey. They currently perform the survey every three years but are looking to step that up by doing random monthly surveys. They are also in the midst of revising parking fines and working with Village Attorney Peter Coblentz in adjusting the Ordinance. Chief Sliozis noted that parking fines have not been evaluated since 1979. Chief Sliozis stated the department recently received recognition from the Special Olympics of Illinois as one of the top 31 fundraising departments in the State. The department raised over $10,000 this past year. The department also received the Michael Shanahan award in 2009. The department also made an arrest in March, with the Special Crimes Unit, for a 2007 homicide. Trustee Struthers referred to the hang up and non - emergency 911 calls and noticed some of the calls were from consistent addresses. Chief Sliozis explained he was working with those businesses to change the number for getting an outside line from nine to eight. He noted that some communities handle false 911 calls similar to alarms, where there are charges for multiple calls. Trustee Oppenheim noted that this type of call is a significant drain on Village resources. Trustee Struthers noted some domestic abuse calls come from the same address as hang -up 911 calls. Chief Sliozis explained the department has the benefit of an active and excellent social services department and the division is available to those families and family members involved in a crime. The division reaches out to all victims of domestic violence. Mayor Rosenthal expressed concern about the effect the economy can have on domestic situations. Mayor Rosenthal explained the department has a three minute average response time to emergencies, which is key to keeping Deerfield a safe community. Mayor Rosenthal noted that residents have expressed concern about the well -being of homeless people in Deerfield. Chief Sliozis explained the Village has offered to help those people, but help is not always accepted. Mayor Rosenthal stated there was a television expose on some of the parties going on in Deerfield and other suburbs where kids are abusing prescription drugs. Chief Sliozis explained it is happening in Deerfield, but no more or less than surrounding communities. The school took a proactive approach by educating parents on the problem. Highland Park has also started a program about the disposal of medications. Mayor Rosenthal discussed last week's bomb threat at Deerfield High School. She said it was nice to see the students understand what they needed to do. She felt the police presence was very 1 1 Board of Trustees Meeting February 16, 2010 Page 3 of 6 important and thanked the force for their professionalism and for making the students feel comfortable. Trustee Oppenheim believes it is important to let students know about the punishment for this type of offense. PUBLIC COMMENT There was no Public Comment. REPORTS REPORT AND RECOMMENDATION Village Manager Kent Street explained that when REGARDING COMMUNITY Chris Foltz was appointed to the Community RELATIONS COMMISSION MISSION Relations Commission as Chairman last year, the STATEMENT revision. Commission conducted a review of their mission and objectives and have put together a suggested Mr. Foltz explained the Commission is comprised of a great team of people with different backgrounds and views. The Commission has the same goal for itself as the Board has; they want to serve as a conduit to the Community. The Municipal Code, however, needs to be revised. The Commission believes they need to focus on a broader scope, rather than focusing on just one faction of Deerfield. One of their first initiatives will be to work with the Township on a marketing brochure for senior citizens. Trustee Oppenheim noted that the existing Ordinance has eight points. She agrees with the new, concise format that gives the Commission more flexibility but believes there are two points in the existing Ordinance that are not explained in the new proposal. The first is educational and informational programs. Ch. Foltz explained the Commission will serve as a conduit to support the organizations that run programs, and that education will remain an important responsibility for the Commission. The second point was awarding village assistance to seniors. Mr. Street explained the Commission backed away from evaluating particular senior citizen requests for assistance. There is a criterion, but the Commission did not believe it should be a public discussion. Trustee Oppenheim wanted to inform residents that the services are still available. Trustee Jester made a motion to accept the report and recommendation of the Community Relations Commission and direct preparation of the Ordinance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Struthers (4) NAYS: None (0) REPORT OF VILLAGE ATTORNEY Mr. Coblentz explained that all Village and public RE ELECTRONIC PARTICIPATION IN bodies have the ability to allow some absent Board VILLAGE BOARD MEETINGS members to participate in open, public meetings by audio or video conferencing. He will draft an Ordinance showing the rules. Remote participation is only permissible if there is a quorum at the physical meeting and if their absence meets certain criteria. If a Board member is absent due to employment purposes, family or other emergency, illness, etc., they can participate in the meeting if Board of Trustees Meeting February 16, 2010 Page 4 of 6 the Village Manager is advised in advance. The Mayor cannot participate remotely, but if the Trustees want that permitted, it can be changed. If the Mayor is not present, there would still be a Chairman Pro -Tem appointed to run the meeting, but the Mayor would not have voting rights. Mr. Street encouraged the Trustees to think about the implications. It would affect how the Board does business. Trustee Oppenheim believes the entire Board should be present when setting up a structure or process because the Board needs to investigate potential issues. Trustee Struthers explained that even with video conferencing, you do not get the entire feeling of what is happening in the room. She suggested scheduling a Committee of the Whole meeting on this topic. Mayor Rosenthal explained that if an important issue comes up and the entire Board is not present, they usually table the issue to accommodate the absent trustees. Trustee Seiden made a motion to table further discussion on this matter until all Trustees are present. Trustee Oppenheim seconded the motion. The motion passed unanimously. CONSENT AGENDA There was no Consent Agenda. OLD BUSINESS There was no Old Business. NEW BUSINESS ° AUTHORIZATION TO INCLUDE Village Engineer Bob Phillips reported the Cook LANDSCAPING OF MEDIANS AND County Highway Department is in the final stages PARKWAYS IN THE LAKE COOK of the Lake Cook Road design project. They are ROAD RECONSTRUCTION PROJECT looking for the project to go out to bid in March with the bid opening in April. Construction should start in June or July, which means the construction schedule will be slightly changed. The construction limits are between Wilmot and Ellendale, and all lanes will remain open through the winter. The major construction will begin in spring 2011. The Village has the opportunity to install and construct landscaping medians and decorative landscaping parkways. Staff has had conversations with the County and the idea was well received by them. The Public Works department worked with a landscape contractor on the medians and submitted preliminary plans. The Cook County Highway Department looked favorably on the plans and would cover,half the cost of the construction. Mr. Phillips noted the County does not have the staff to maintain parkways or median, so it would become part of the Village maintenance at an estimated cost of approximately $16,000 per year. The estimated cost for the construction and plantings is $360,000, but staff expects the price to be less. The Village would be responsible for half the actual cost. Trustee Seiden questioned whether the Village has a blank check from the County and questioned the limitations. He expressed concern about how to lock in the County's commitment. Mr. Street Board of Trustees Meeting February 16, 2010 Page 5 of 6 explained that both parties need to agree to the landscape plan and the bid price. There would need to be an intergovernmental agreement before the plan is acted upon. Trustee Struthers asked about the cost to maintain the existing medians. Mr. Street explained that is part of the streetscape improvements. That piece cannot be pulled from the contract, but the total cost is $90,000. Trustee Oppenheim explained that in order to make the project sustainable, useful and attractive, the plantings need to be selected carefully. She noted maintenance is crucial as it would be pointless to invest in plantings if they were not properly maintained. She noted the proposed plant materials are hearty and have plenty of colors and blooms. Mr. Phillips explained that if the Village does not improve the medians and parkways, the County would put in their own plantings and maintain them. Their plantings, however, may not be up to Village standards and it is likely they would only plant grass. Trustee Struthers made a motion to enter into an intergovernmental agreement to the lesser of 50 percent of the cost or $180,000, subject to final approval by the Public Works and Engineering department. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Struthers (4) NAYS: None (0) ORDINANCE PROVIDING FOR THE An Ordinance providing for the filing of a tentative FILING OF A TENTATIVE ANNUAL annual budget of the Village of Deerfield and for BUDGET OF THE VILLAGE OF public inspection and hearing thereon. First DEERFIELD AND FOR PUBLIC Reading. Mr. Fialkowski reported he would like INSPECTION AND HEARING to hold a Public Hearing at the first Board meeting THEREON — 1R in April. He advised that the budget needs to be passed by the end of April. This will stand as a First Reading of the Ordinance. RESOLUTION R -10 -03 RESERVING A Resolution reserving the Volume Cap regarding VOLUME CAP RE PRIVATE ACTIVITY private activity bonds. Mr. Fialkowski explained BONDS the Village has received a request to transfer its Private Activity Bond Allocation to the Lake County Partnership for Economic Development via the Village of Buffalo Grove. The partnership pools bond allocations from several home rule communities and provides financing for projects in Lake County. Mr. Fialkowski noted that if the funds are not allocated before May 1, 2010, they will go back to the State. Trustee Jester made a motion to reserve the Volume Cap regarding private activity bonds. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Struthers (4) NAYS: None (0) Board of Trustees Meeting February 16, 2010 Page 6 of 6 RESOLUTION 4 -10 -4 AUTHORIZING Chief Sliozis reported that the Deerfield Police AN EMERGENCY ALARM SYSTEM Department currently holds an agreement with ADT AGREEMENT WITH ADT SECURITY that grants them the exclusive right to provide and SERVICES AND THE DEERFIELD- maintain an alarm monitoring system in the Police BANNOCKBURN FIRE PROTECTION Communications Center. The revised agreement DISTRICT would allow ADT to transfer the location that receives fire alarms from the Deerfield Police Department to RED Center. He noted burglar alarm monitoring would remain unchanged. Trustee Oppenheim made a motion to authorize an exclusive five year emergency alarm system agreement with ADT Security Services and the Deerfield- Bannockburn Fire Protection District. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Struthers (4) NAYS: None (0) DISCUSSION CONGRATULATIONS Mayor Rosenthal congratulated the Deerfield Park District for receiving the Outstanding Facility Award in 2009 for the Sachs Recreation Center. WELCOME TO JENNY MALTAS Mr. Street welcomed Jenny Maltas as the new Assistant to the Village Manager. Ms. Maltas was previously employed by the Village of Schaumburg and received her Master's degree from Northern Illinois University. POTENTIAL DATES Mr. Street asked the Trustees to reserve March 8, 2010 and March 22, 2010 for potential Committee of the Whole meetings to review the budget. RAINING SEASON The Fine Arts Commission and the Patty Turner Senior Center will be co- sponsoring a program with the National Holocaust Museum next Monday. Mayor Rosenthal noted the program was appropriate for school -aged children over the age of ten. ADJOURNMENT There being no further business to discuss, the meeting was adjourned at 8:55 pm. APPROVED: Mayor ATTEST: Village Clerk