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08/02/2010August 2, 2010 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Rosenthal in the Council Chambers of the Village Hall on Monday August 2, 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 Members of the Deerfield Library Board led those in attendance in reciting the Pledge of Allegiance. MINUTES OF PREVIOUS MEETING Trustee Seiden made a motion to approve the minutes from the July 19, 2010 Board of Trustees meeting. Trustee Benton seconded the motion. The motion passed unanimously, with Trustee Struthers abstaining. BILLS AND PAYROLL Trustee Benton made a motion to approve the Bills and Payroll dated August 2, 2010. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) REPORT ON DEPARTMENTAL Chief Sliozis presented highlights from the OBJECTIVES — POLICE DEPARTMENT Report on Departmental Objectives for the Police Department. He noted that crimes are primarily flat, DUI arrests have doubled, and burglaries have been cut in half. The department is working on CALEA re- accreditation. It has been three years since their last accreditation. They are currently conducting an online survey of Deerfield citizens to get an assessment of their services and the satisfaction level within the community. They will also implement a monthly survey of random citizens who have been in contact with the department. Chief Sliozis stated the department has reevaluated and revised the fine structure for parking tickets within the Village. He will make a presentation to the Trustees about this shortly. 1 Board of Trustees Meeting August 2, 2010 Page 2 of 5 Trustee Struthers asked about the number of new officers being hired due to retirements. Chief Sliozis explained the department ran the test six weeks ago and would start interviewing candidates in the next two weeks to fill the current openings. Mayor Rosenthal asked about gang activity. Chief Sliozis explained there has been significant gang activity county -wide, but it seems to have slowed down. In response to a question from Trustee Jester, Chief Sliozis added that they do operate on drug money. Trustee Oppenheim asked if the Village has seen an increase in the use of social services, given the current state of the economy. Chief Sliozis responded that they have seen some increase. Trustee Struthers asked about suburban heroin addicts. Chief Sliozis explained they have seen more shoplifting activities to subsidize that type of activity. PUBLIC COMMENT Marvin Kayne, 1219 Walden Lane, does not believe the library needs all the construction proposed; rather, they need some updates. He suggested that some Deerfield residents have multiple residences for which they are paying taxes. Some Deerfield residents do not use the library. Mr. Kayne believes residents are paying for schools that have libraries and should not duplicate spending on the public library. Oscar Adler, 59 Eastman, discussed Adler's Alley. The topic is healthy hints for teeth. His guest is an oral surgeon that recently moved into Deerfield. Adler's Alley appears on Thursday evenings at 6:30 on channel 19 at 6:30 and Tuesday evenings at 8:00 on channel 10. REPORTS FALL 2010 REFERENDUM SEEKING Ken Abosch, 1485 Gordon Terrace, is the current FINANCIAL SUPPORT FOR LIBRARY president of the Deerfield Library. He noted the FACILITY library opened in 1971 and has many of the original systems, including heating and cooling, plumbing and electrical. These systems, as well as the building, are no longer up to Village code. The library board has completed a space study, has held multiple open houses and has done surveys to determine the best possibly solution. Mr. Abosch explained that Deerfield residents want more materials in library, as well as more space for programming. At their July 21st board meeting, they voted on seeking a referendum so voters can weigh -in on the proposed project. The library referendum will be on the November ballot. Mr. Abosch explained the total project cost is estimated at $13.8 million. The library will spend $2 million from reserves and is looking for funding of $11.8 million through the referendum. The 2004 library referendum request asked for a new, $24 million, 80,000 square foot building, instead of the currently proposed 40,000 square foot renovation and expansion. The library board has listened to tax payers, studied the question carefully and believes this is the right decision for the Village and the library. The library will hold public information sessions on September 30 and October 2 at which they can show residents the proposed concept and architecture. Mr. Abosch encouraged the entire community to participate in these sessions and throughout the process. 1 Board of Trustees Meeting August 2, 2010 Page 3 of 5 Trustee Struthers asked about the possibility of adding additional space in the future. Mr. Abosch stated that their architects believe 40,000 square feet will meet the needs of the community for the next 30 to 60 years. Trustee Farkas complimented Mr. Abosch and the library board on the work they have completed, their analysis and how they are keeping the public informed. He is looking forward to seeing the referendum results. He believes the library is important to the Village and is an essential service. Trustee Oppenheim believes updating the library is vital to the community. Trustee Farkas mentioned that the library staff, despite the facility and limited resources, does a fabulous job. Trustee Struthers added that the website enhancements have made it easier for residents to use. Mayor Rosenthal thanked the library board their extra efforts. Mr. Kayne asked if the library referendum is binding. Mr. Coblentz explained it is an advisory referendum. Trustee Jester stated it is not binding. Mr. Adler asked about an increase in staffing after the proposed library expansion. Mr. Abosch explained that they are committed to not exceeding the number of existing full time employees. They believe staff will be utilized in better capacities. CONSENT AGENDA ORDINANCE 0 -10 -23 PERMITTING A SPECIAL USE TO ALLOW 10,400 SQUARE FEET OF ADDITIONAL GENERAL MEDICAL/DENTAL OFFICE SPACE IN THE 707 LAKE COOK ROAD OFFICE BUILDING — 2R ORDINANCE 0 -10 -24 APPROVING A SPECIAL USE TO PERMIT THE ESTABLISHMENT OF A RETAIL STORE OVER 10,000 SQUARE FEET IN AREA IN CADWELLS CORNERS SHOPPING CENTER AT 7 An Ordinance permitting a Special Use to allow 10,400 square feet of additional general medical dental office space in the 707 Lake Cook Road Office Building. Second Reading. An Ordinance approving a Special Use to permit the establishment of a retail store over 10,000 square feet in area in Cadwells Corners Shopping Center at 7 Waukegan Road for Honquest Furniture Outlet Plus. WAUKEGAN ROAD — 1R Trustee Oppenheim made a motion to waive the First Reading of the ordinance. Trustee Struthers seconded the motion. Trustee Farkas confirmed Honquest Furniture Outlet Plus would be their name and on their temporary sign. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) ORDINANCE GRANTING A FRONT An Ordinance granting a front yard variation for YARD VARIATION FOR 160 160 Millstone. First Reading. MILLSTONE— I Board of Trustees Meeting August 2, 2010 Page 4 of 5 Trustee Seiden made a motion to accept the Consent Agenda and adopt the two ordinances. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) There was no Old Business. OLD BUSINESS NEW BUSINESS AUTHORIZATION TO AWARD BID Assistant Director of Public Works Brad Fink stated FOR ONE NEW 2011 4 -WHEEL DRIVE that, as part of the vehicle replacement schedule, PICK UP TRUCK WITH 8' PLOW staff is requesting approval to replace a 2004 pickup truck. Four bids were received and opened on July 7. The lowest net bid was from Raymond Auto Group in the amount of $18,602. Trustee Jester made a motion to award the bid for one new 2011 4 -wheel drive pick up truck with an 8' plow to Raymond Auto Group in the net amount of $18,602 including trade in. Trustee Seiden seconded the motion. Trustee Benton asked if the existing plow would transfer to the new truck. Mr. Fink explained it would not transfer; rather, the Village would trade in the existing truck and plow for a new truck and plow. Trustee Oppenheim noted the bid came in at half the budgeted amount. Mr. Fink explained that the Village was able to maximize the trade in value. Director of Public Works, Barbara Little, noted that during the budgeting process, staff cannot anticipate the trade in value, so they budget for the full price of the vehicle. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD WRF Mr. Fink explained that the Wastewater Reclamation SLUDGE REMOVAL CONTRACT Facility has accumulated approximately 2000 cubic yards of dried sludge which must be disposed of in accordance with the Illinois Environmental Protection Agency requirements. $40,000 has been budgeted for removal of the sludge. Staff requested proposals from a number of companies. Dahm Enterprises provided the lowest price at $18.65 per cubic yard. Last year, Dahm was awarded the sludge removal contract, and the Village was contacted by the IEPA due to their incomplete reporting. As a result, significant effort was required to obtain the data. Therefore, staff is recommending waiving the formal bidding process and awarding the 2010 WRF Sludge Removal Contract to Stewart Spreading, Inc. at the price of $18.75 per cubic yard. Mayor Rosenthal asked if there were changes in last year's reporting requirements. Mr. Fink confirmed there were no changes. Trustee Struthers asked if Stewart Spreading, Inc. allows their trucks to line up before 7:00 a.m. Mr. Fink explained that historically that had been an issue, but the Village has been sensitive to it in recent years. Mayor Rosenthal asked if sludge removal is weather dependent. Mr. Fink stated it was. Trustee Oppenheim asked about the window of opportunity. 1 Board of Trustees Meeting August 2, 2010 Page 5 of 5 Wastewater Reclamation Facility Superintendent, Frank Cisek, explained that sludge removal is both weather and scheduling dependent. The Village will notify residents one week prior to the removal, but stated it is not an exact science. Trustee Struthers made a motion to award the WW Sludge Removal contract to Stewart Spreading, Inc. in an amount not to exceed the unit price of $18.75 per cubic yard or a total of $40,000. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) DISCUSSION SPEAKING AT BOARD MEETINGS Mayor Rosenthal stated that she welcomes residents to speak at Board meetings but asked that they hold their comments to five minutes. She welcomed Marvin Kayne to continue speaking but asked him not to repeat the same information from meeting to meeting. She ensured him that Trustees have heard him and have taken his comments into consideration. Mr. Kayne stated that Assessor Tom Healey said this is a triennial for re- evaluating real estate in Deerfield. He wants to give everyone a fair evaluation according to the current market value. Mr. Kayne believes the proposed library referendum would require residents to pay $150 more each year. Trustee Seiden asked how Mr. Kayne arrived at those numbers since the library's estimate was $85- $89 per year for the $11.75 million being sought. Mr. Kayne based his number on the additional 10,000 square feet at $200 per square foot. Mr. Kayne asked Mr. Coblentz if the park district getting recreation center income is constitutional. Mayor Rosenthal explained that the Village would not pay attorney fees to study what the park district can or cannot do'. The park district has their own elected board, and she urged Mr. Kayne to speak with them. Their business is not the business of the Village Board. Mr. Kayne explained he went to a library board meeting filled with library patrons that would not allow him to talk. He suggested library patrons make donations for the library instead of distributing the expense throughout the Village. ADJOURNMENT There being no further business or discussion, the meeting was adjourned at 8:20 p.m. APPROVE May r ATTEST: illage Cler