04/05/2010April 5, 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, April 5, 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
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 Carolyn Bunnell and Desirae Kuceba of the Deerfield
Police Department Communications Department led
those in attendance in reciting the Pledge of Allegiance.
PROCLAMATION Mayor Rosenthal proclaimed the week of April 11 - 17
as National Telecommunications Week in Deerfield in
honor of the men and women who help to keep the Village safe.
Trustee Benton made a motion to accept the Proclamation. Trustee Struthers seconded the motion.
The motion passed unanimously.
PROCLAMATION Mayor Rosenthal proclaimed the month of April as
Fair Housing Month in the Village of Deerfield.
Trustee Oppenheim made a motion to accept the Proclamation. Trustee Struthers seconded the
motion. The motion passed unanimously.
DOCUMENT APPROVAL Trustee Benton made a motion to approve the minutes
of the March 15, 2010 Board of Trustees meeting.
Trustee Struthers seconded the motion. Trustee Farkas made a correction to the summary of agenda
item 10 -21 re Waukegan Road. The motion passed unanimously, as corrected.
BILLS AND PAYROLL Trustee Struthers made a motion to accept the Bills
and Payroll dated April 5, 2010. Trustee Farkas
seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
DEPARTMENTAL OBJECTIVES Bob Fialkowski presented highlights from the
REPORT — FINANCE DEPARTMENT Finance Department over the past six months.
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Negotiations with Public Works Local 150 were completed, and there is a four -year contract.
Negotiations for a new police patrol contract are about to begin. The Finance Department
completed closing out the second and final TIF District in the Village and distributed the surplus
funds for that district. Mr. Fialkowski stated they worked on a proposed budget, along with
alternative revenue ideas for Board consideration, and they also hired a new IT staff person. The
Department worked on the reconciliation and upgrades to the interface for the new Comcast digital
studio, which is now located in Highland Park.
Mr. Fialkowski stated the Department met extensively to discuss the Wastewater Treatment Facility
redesign so that the IT functionality within the plant will interface with the Village. A Nextel
service review and subsequent new program will save the Village about $12,000 per year. Mr.
Fialkowski noted the Department assisted with GIS technical assistance. They also worked on the
new Village server and storage systems in the new, supported system.
Mayor Rosenthal expressed appreciation to the Finance staff for their efforts on behalf of the
Village.
PUBLIC COMMENT Oscar Adler, 59 Eastwood Drive, was happy to
report that the new studio is fully operational. The
topic on Adler's Alley this month will be "Healthy Eyes ". The program will air on Tuesday
evenings at 8:00 on channel 10 and Thursday evenings -at 6:30 on channel 18. He invited any
resident interested in learning about television to send him an email at oscar.adler@comcast.net.
Mr. Adler noted the television station would also be available to residents in cases of emergency.
Mr. Adler invited residents to attend a Job Seeker's Workshop on April 10`" from 10:00 a.m. until
noon at the Deerfield Library.
PUBLIC HEARING ON THE 2010 -2011
ANNUAL BUDGET
passed unanimously.
Trustee Oppenheim made a motion to open the
Public Hearing on the 2010 — 2011 Annual Budget:
Trustee Benton seconded the motion. The motion
Mr. Fialkowski presented a PowerPoint which highlighted the proposed 2010 -2011 budget. He
explained that the budget maintains the current level of services while expanding the capital project
program. There are recommended tax increases, including an approximate 1.4% increase in
property taxes and a 2.5% increase in water and sewer rates. The telecommunications tax would
increase to 6 %, and a new electric utility tax of $0.0061 per kwh would be added.
Mr. Fialkowski explained that the Village would issue new debt of $5 million for general capital
and $7.5 million for the treatment plant. Grants would be used for Wilmot Road, Deerfield Road
sidewalk, the Central and Juniper bridges, and the Deerfield Road pedestrian underpass. The
remaining capital projects are to be funded by the IRF fund balance, the share of home rule sales
tax, the anticipated rental income from 29A billboards and new debt proceeds.
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April 5, 2010
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Trustee Struthers asked if some of the information from the presentation could be added to the
Village website. Mr. Fialkowski could put the entire PowerPoint presentation on the website.
Trustee Struthers suggested adding the fees from other municipalities as well.
Trustee Oppenheim asked whether the electric and telecommunications taxes apply to businesses
and corporations as well as homeowners. Mr. Fialkowski explained that those taxes are for every
electric user within the Village. The taxes are billed on a sliding scale, and every land line or cell
phone billed to an address within the Village will be affected.
Mayor Rosenthal received an email from a resident that asked if the real estate taxes could be
increased instead of adding a new utility tax. Mr. Fialkowski noted that utility taxes come from
businesses as well as residences, and users can control these costs more than their property taxes.
He added that retaining the property tax capacity for funding the Wastewater Treatment Plant was
also an important consideration.
Larry Dondanville, 717 Westgate Road, questioned the need for the pedestrian underpass. He does
not agree that federal and state funds should be used in this manner either.
Alexander Basok, 909 Knollwood Road, believes the problem is the diminished income from the
lack of construction, business travel, hotel use, etc., which is apparent in the current economic state.
He believes the Village is trying to compensate for a shortage of income by further taxing residents.
In addition, the Village is planning to take out $12.5 million in loans. Mr. Basok stated that if the
Village does not have the money, they should not build it. They should slow down or postpone
some of the improvements. He questioned whether residents have been taken into consideration.
Mr. Basok stated the new downtown, Village Hall and Township building are beautiful, but the
improvements have been very expensive.
Mayor Rosenthal responded that many of the projects on the Capital Improvements list have
received outside funding. Should the Village decide not to move forward with those projects, the
outside funding would be lost. The Carlisle and Carriageway projects have already been postponed
and must be done, as they are well below Village standards. Mayor Rosenthal assured residents that
the Board looks very carefully and thoroughly at all of the projects. Trustee Benton added that the
Village Hall project was the result of a 20year old TIF District project, and no debt payments are
due.
Mr. Basok stated that there are explanations for most of the items, and some were very good. He
was trying to convey, however, that a layman sees an increase in his cost of living at the same time
that his business is suffering due to the current economic conditions. Mr. Basok believes most
residents will be angry about the increases, especially in areas that do not affect everyone.
Mayor Rosenthal closed the Public Hearing.
ORDINANCE ADOPTING THE BUDGET An Ordinance adopting the budget of the Village
OF THE VILLAGE OF DEERFIELD FOR of Deerfield for the fiscal year beginning May 1,
THE FISCAL YEAR BEGINNING MAY 2010 and ending April 30, 2011. First Reading.
1, 2010 AND ENDING APRIL 30, 2011
Board of Trustees meeting
April 5, 2010
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Trustee Seiden was troubled by the increase in the total costs residents will be paying. The net
effect is to substantially raise taxes rather than to transfer taxes to future years. He expressed that
the proposed budget does not recognize the current economy, and he would like to hold back on
unnecessary projects and ensure a balanced budget without borrowing. Trustee Seiden cited an
example of a taxpayer paying $300 in Village taxes. With the proposed increases, including
surcharges, taxes, etc, the total would increase to $420. The additional debt, amortized, would add
an additional $37. Trustee Seiden stated the debt would have to be repaid. He is not opposed to
borrowing for large, capital expenditures such as the treatment plant, but he is against borrowing to
balance a budget for routine yearly maintenance expenses. He is not opposed to the improvements
but believes the costs should come from existing funds. The bottom line is that he would prefer
putting off some of the improvements, including the pedestrian underpass.
Trustee Seiden made a motion to not issue $5 million in bonds and make room in the budget.
Trustee Struthers seconded the motion.
Trustee Struthers stated the Village does not do all streets at once, and she does not view the street
and water improvements as yearly maintenance projects. Director of Public Works and Engineering,
Barbara Little, reported that the proposed underground improvements will last 50 — 100 years, the
roadway resurfacing will last 12 —15 years and the roadway reconstruction would last 30 years.
Trustee Oppenheim stated the proposed capital improvements have been put off for years. The
Deerfield Road railroad underpass is just a small portion of the proposed improvements, and the
Trustees have discussed it in several meetings. They determined it needs to be done now. The
Village needs to rebuild the sewage treatment plant, even in this time of economic challenge. The
two bridges are deteriorating to a point where they may need to be closed if they are not
rehabilitated. Staff has been aggressively pursuing outside funding sources for these projects.
Trustee Benton explained that if the projects are postponed, the Village will need to come up with
additional revenue for the projects because they will become more costly to repair.
Trustee Seiden would like to determine what can be postponed. He believes that the items that need
to be completed should be paid for, and a bond should not be issued for those projects. Trustee
Farkas questioned what specific items could be postponed, aside from the pedestrian underpass. He
believes the proposed projects could not be put off any longer, and the Village needs to soundly
maintain its investments in infrastructure.
The motion to not issue $5 million in bonds did not pass by the following vote:
AYES: Seiden (1)
NAYS: Benton, Farkas, Jester, Oppenheim, Struthers (5)
ORDINANCE AMENDING THE WAGE An Ordinance amending the wage and salary plan.
AND SALARY PLAN — 1 R First Reading.
ORDINANCE AMENDING THE An Ordinance amending the Municipal Code of the
MUNICIPAL CODE OF THE VILLAGE Village of Deerfield to provide for certain water and
OF DEERFIELD TO PROVIDE FOR - sewer rate increases. First Reading.
Board of Trustees meeting
April 5, 2010
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CERTAIN WATER AND SEWER RATE
INCREASES — 1 R
ORDINANCE ADOPTING ARTICLE 10
ENTITLED "MUNICIPAL ELECTRIC
UTILITY TAX" AS AN AMENDMENT
TO CHAPTER 9 "FINANCE AND
TAXATION" OF THE MUNICIPAL
CODE OF THE VILLAGE OF
DEERFIELD — 1 R
ORDINANCE AMENDING THE
MUNICIPAL CODE OF THE VILLAGE
OF DEERFIELD BY REPEALING THE
MUNICIPAL INFRASTRUCTURE
MAINTENANCE FEE AND IMPOSING
THE SIMPLIFIED MUNICIPAL
TELECOMMUNICATIONS TAX — 1 R
There were no Reports.
An Ordinance adopting Article 10 entitled
"Municipal Electric Utility Tax" as an amendment
to Chapter 9 "Finance and Taxation" of the
Municipal Code of the Village of Deerfield. First
Reading.
An Ordinance amending the Municipal Code of the
Village of Deerfield by repealing the Municipal
Infrastructure Maintenance Fee and imposing the
Simplified Municipal Telecommunications Tax. First
Reading.
REPORTS
CONSENT AGENDA
ORDINANCE 0 -10 -06 APPROVING A An Ordinance approving a Special Use to permit
SPECIAL USE TO PERMIT THE
the establishment of a retail store over 10,000
ESTABLISHMENT OF A RETAIL
square feet in area and an Amendment to the
STORE OVER 10,000 SQUARE FEET
Deerbrook Mall Special Planned Unit
IN AREA AND AN AMENDMENT TO
Development for Wonder. Second Reading.
THE DEERBROOK MALL SPECIAL
PLANNED UNIT DEVELOPMENT - 2R
RESOLUTION R -10 -06 AUTHORIZING A Resolution authorizing an economic incentive
AN ECONOMIC INCENTIVE agreement with Wonder LLC.
AGREEMENT WITH WONDER LLC
ORDINANCE APPROVING A SPECIAL An Ordinance approving a Special Use and a
USE AND A MINOR AMENDMENT TO minor amendment to the Takeda Master Plan to
THE TAKEDA MASTER PLAN TO permit the establishment of an employee sports
PERMIT THE ESTABLISHMENT OF field at Takeda Park. First Reading.
AN EMPLOYEE SPORTS FIELD AT
TAKEDA PARK — 1 R
Trustee Struthers made a motion to approve the Consent Agenda. Trustee Benton seconded the
motion.
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Trustee Struthers believes Wonder is a wonderful project; however, every Commission has
expressed concern about painting the brick white. She would like to see Wonder give the Village
Manager some specifications on the preparation of the bricks prior to painting, including the primer
and maintenance regime. Trustee Farkas does not understand the objection to painting the brick.
He has confidence that Wonder will take care of the building. If something happens to Wonder, the
property owner will have an incentive to keep the building well maintained. Trustee Farkas
believes the Trustees should allow the project to move forward.
Trustee Benton asked if the property owners have been involved in the discussions. Mr. Street
reported the store owner (Sears) and the center's management company are aware of the concerns.
A copy of the specifications could be forwarded, once received.
Bill Colaianni, President and CEO of Wonder LLC, confirmed it is in their interest to maintain the
space in a pristine condition. If they do not, there are two fallbacks in place. One is the store's
landlord and the other is the mall owner. Mr. Colaianni stated he would be happy to submit a
schedule of their specifications.
The motion to approve the Consent Agenda passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
NEW BUSINESS
APPEAL OF ARC SIGN APPROVAL Keith Jacobs, President of Jacobs Companies, 700
CONDITION (JACOBS COMPANIES) Osterman, explained the original ordinance stated
that the back sign panel must be replaced instead of
repairing the panel. This would come at significant cost. Mr. Jacobs stated that the repaired sign is
18 feet in the air, and it would look nice.
Mayor Rosenthal asked if the sign did not look right, if Mr. Jacobs would replace it. Trustee
Oppenheim suggested allowing someone from the Village to inspect the sign. Trustee Benton asked
Village Planner Jean Spagnoli to present the view of the Appearance Review Commission.
Mrs. Spagnoli reported that Mr. Jacobs was not present at the ARC meeting, and his idea to repair
the sign was not presented to or discussed by the ARC. Mrs. Spagnoli explained that the owner of
Deerfield Square always makes new tenants put up new panels. This is different, however, because
it is the restructuring of a sign. Trustee Oppenheim explained this would be the only instance where
an existing business changed their name and needed a sign change. Trustee Struthers believes this
seems like a more economical solution. Trustee Jester asked about the difference in cost. Mr.
Jacobs explained the difference is about $5,000.
Trustee Seiden made a motion to approve the appeal request and allow the repaired sign for Jacobs
Companies, with the repaired sign to be inspected by staff. Trustee Oppenheim seconded the
motion. Trustee Farkas added that they need to ensure there is a mechanism for enforcement of this
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April 5, 2010
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agreement, if necessary. He requested the motion be modified to be subject to a Village attorney
approved letter committing to sound repairs, or replacement if determined by staff to be needed.
The amended motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
RESOLUTION R -10 -7 FOR THE 2010 Asst. Village Engineer Bob Phillips explained that
MFT STREET REHABILITATION each year IDOT requires the Village to pass a
PROGRAM resolution for use of Motor Fuel Tax funds. In the
past, the Village has used MFT funds for street
rehabilitation. This year, the Village intends to use the funds for street rehabilitation on four streets.
There is also an alternate of adding Hackberry Road, depending on the pricing. The scope of the
work includes removing and replacing the pavement, patching, sidewalk, and drainage work. There
will be no major water mains or major reconstruction.
Trustee Oppenheim made a motion to approve a resolution for the 2010 MFT street rehabilitation
program in an amount not to exceed $494,000. 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 AWARD Assistant Director of Public Works Brad Fink reported
CONTRACT TO PURCHASE that the Village formed a salt procurement consortium
ROADWAY SALT FROM NORTH as an alternative to the State joint purchasing process
AMERICAN SALT THROUGH THE for next year. Five companies submitted bids. The
CONSORTIUM lowest qualified bid was from North American Salt
Company at the rate of $63.63 per ton. Staff is
recommending the Board award the contract for 4,000 tons of roadway salt to North American Salt
Company at the bid price of $63.63 per ton and a modest purchase of roadway salt from the State of
Illinois CMS bid in an aggregate amount not to exceed the $300,000 budget.
Trustee Farkas questioned why buy from the State of Illinois CMS bid. Mr. Fink explained the
Village should maintain the relationship to keep the door open with the supplier and State system
procurement.
Trustee Seiden made a motion to award the contract for 4,000 tons of roadway salt to North
American Salt Company at the bid price of $63.63 per ton and a modest purchase of roadway salt
from the State of Illinois CMS bid in an aggregate amount not to exceed $300,000. Trustee
Struthers 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
April 5, 2010
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Mr. Street thanked the City of Highland Park for their efforts coordinating the consortium bid.
AUTHORIZATION FOR ADDITIONAL Mr. Phillips explained that as a result of the June
WORK UNDER THE WILMOT ROAD 12, 2009 bid opening, the Illinois Department of
CONSTRUCTION CONTRACT Transportation awarded the construction contract
for the Wilmot Road Infrastructure Rehabilitation
Project to A -Lamp Concrete Contractors, Inc. for $2.3 million. The contractor expected to
complete the project by mid - April. Due to the level of work required to document the federally
funded project, the Village hired Gewalt Hamilton. Due to the expedited schedule and design work
done in the field, the consultant expects overruns in engineering to be approximately $15,500, and
80% of that cost will be funded by the federal government. The Village is responsible for 20% of
the cost which is $3,100.
Trustee Struthers asked whether the extra hours were required. Mr. Phillips explained the original
letting schedule was supposed to be in April but was pushed back until June to be eligible for
AARA funds. The cost increased because of the extra hours required on Saturdays. Trustee
Struthers explained she did not see people working at 2:30 or 3:00 on weekdays. Trustee
Oppenheim explained they did not put in additional overtime until the end of the project.
Trustee Jester noted that there was considerable concern that the project would not be substantially
complete before winter. The contractor and oversight engineers and the Village worked hard and
were successful in this regard.
Trustee Farkas asked about Mr. Phillip's confidence in receiving the federal share. Mr. Phillips
explained that IDOT pays the contractor first, then invoices the Village. The Village will only be'
responsible for paying 20 %.
Trustee Jester made a motion to authorize the additional work under the Wilmot Road construction
contract in an amount not to exceed $15,500. Trustee Seiden seconded the motion. The motion
passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
AUTHORIZATION FOR POLICE Chief Sliozis explained the Police Department is
DEPARTMENT TO PURCHASE TWO scheduled to replace two administrative vehicles.
ADMINISTRATIVE VEHICLES One is a carry over from last year. Staff is
recommending purchasing one Ford Fusion and one
Ford Explorer to best suit the needs of the department. Chief Sliozis explained the Ford Crown
Victoria is going to disappear in 2011 and they are looking at the Ford Explorer to possibly replace
the Crown Victoria. The two vehicles being replaced are Chevrolet Impalas. Chief Sliozis
explained the replaced vehicles would be reassigned to other departments within the Village for
continued use.
Trustee Jester asked what administrative vehicles are used for. Chief Sliozis reported they are used
by detectives, for officer court appearances, for meetings outside of town, and any time that a non-
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April 5, 2010
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marked vehicle is required. Trustee Farkas asked why the vehicles need to be replaced if they are
still usable. Chief Sliozis responded that the Police Department needs more reliable vehicles due to
out of town travel requirements.
Trustee Oppenheim asked if the Department had considered hybrid vehicles. Chief Sliozis
explained that hybrids cost approximately $10,000 more than standard vehicles. They were also
concerned about how the batteries would react because of the extra equipment. There was some
concern about power and response as well.
Chief Sliozis commented that they are looking at the next budget year and did not want to replace
too many vehicles at the same time.
Trustee Farkas made a motion to authorize the purchase of one 2010 Ford Fusion in an amount not
to exceed $16,438, purchased under the State of Illinois contract, and a waiver of the competitive
bidding process and authorization to purchase one 2010 Ford Explorer in an amount no to exceed
$23,537 from Highland Park Ford, which beat the State bid. Trustee Struthers seconded the motion.
The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
DISCUSSION
GREEN TOWN Trustee Oppenheim provided information to the
Trustees about a seminar she attended known as Green
Town. She also sent information to Matt Wylie, Chairman of the Energy and Recycling
Commission. The information included some new green and sustainable projects and permeable
pavers.
ADJOURNMENT There being no further business to discuss, the
meeting was adjourned at 9:03 p.m.
APP OVED:
Mayor
ATTEST:
Vi lage Clerk