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09/07/2010September 7, 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 Tuesday September 7, 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 Alan Garfield, Chairman of Village Center Development Commission, led those in Attendance in reciting the Pledge of Allegiance. MINUTES OF PREVIOUS MEETING Trustee Struthers made a motion to approve the minutes from the August 16, 2010 Board of Trustees meeting. Trustee Farkas seconded the motion. The motion passed unanimously with Trustee Benton abstaining. BILLS AND PAYROLL Trustee Farkas made a motion to approve the Bills and Payroll dated September 7, 2010. Trustee Seiden seconded the motion. Trustee Oppenheim asked about the Police Department payroll overtime. Mr. Street noted that August was a three- payroll month and Chief Sliozis added that some was due to patrol position vacancies. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) TREASURER'S REPORT Finance Director Fialkowski presented the Treasurer's Report for the first quarter of the fiscal year ended July 31, 2010. Mr. Fialkowski noted that sales tax was up, motel tax was slightly higher and building permits were slightly above as well. He stated that expenditures were slightly below budget. There has been a slow down for water and sewer revenues, but the Village is ahead of last year and overall, things are in good shape. Trustee Seiden asked about the July sales tax, which went from negative seven percent to plus one percent. Mr. Fialkowski explained that looking at the trends; the Village appears to be Board of Trustees Meeting September 7, 2010 Page 2 of 13 trending upward. There are no massive dislocations in the retail sector and the retailers appear to be doing a steady business. COMMISSION APPOINTMENTS Trustee Seiden made a motion to amend the agenda to include commission appointments. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) After nomination by Mayor Rosenthal, Trustee Oppenheim made a motion to appoint Barbara Reich and John Coughenour as co- chairs of the Family Days Commission and Robert Nadler to the Plan Commission. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) PUBLIC COMMENT Marvin Kayne, 1219 Walden Lane, stated the library developed a spreadsheet of information estimating the property tax impact of the proposed expansion project. He stated it was only an estimate and reiterated his opposition to the November 2nd Library referendum. Mr. Kayne stated he believes experts agree that public pensions are too high, especially since Social Security is also provided. He believes 401k type programs should be offered instead. He asked about the authority to ask advisory referenda and Village Attorney Coblentz responded that Illinois law specifically allows for advisory referendums. Mr. Kayne noted the Illinois Constitution of 1970 set limits on debts, taxation and complained that his property taxes have more than doubled over time. He encouraged the Village to appoint a committee with its home rule authority to review limiting pensions and costs of other local taxing bodies. Mayor Rosenthal noted that Mr. Kayne has spoken to the Board many times about the pensions and Mr. Street has provided a letter clarifying the Village does not set pension levels or requirements as they are state mandated. She confirmed the Village is part of a group that is supporting pension reform and the Schools and Park District must also meet state established requirements and are not subject to the Village's home rule authority. Trustee Seiden stated he also reviewed the information on the library referendum. Although the rate and term are unknown at this time, the Library has used a conservative interest rate and a term of 20 years. Based on what they have, that is what the taxpayers will pay based on the amount of borrowing. He does not believe the Village could ask for a better showing of how taxpayers will be affected. Board of Trustees Meeting September 7, 2010 Page 3 of 13 REPORTS REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on OF THE PLAN COMMISSION RE: August 12, 2010 to consider the request of Luna REQUEST FOR A SIGN Flooring for a modification to increase the MODIFICATION TO ALLOW THE maximum sign height to 19'2 ". The Plan SOUTH WALL SIGN TO BE Commission voted 5 -0 in favor of the request. The INSTALLED 15 INCHES HIGHER Appearance Review Commission also had THAN THE MAXIMUM HEIGHT unanimous support for the request. LINE ESTABLISHED BY ORDINANCE 0 -98 -36 Trustee Jester made a motion to accept the report and recommendation of the Plan Commission. Trustee Benton seconded the motion. Trustee Oppenheim believes the request is reasonable and the sign looks better as proposed. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) REPORTS AND RECOMMENDATIONS The Plan Commission, Village Center Development RE: REQUEST FOR A SPECIAL USE Commission and Appearance Review Commission TO ALLOW CHANGES TO THE all made reports and recommendations regarding a VILLAGE OWNED PUBLIC request for a Special Use to allow changes to the PARKING LOTS AT 750,758 AND Village owned public parking lots at 750, 758 and 800 DEERFIELD ROAD FOR 800 Deerfield Road for restriping and landscaping. RESTRIPING AND LANDSCAPING Mr. Street summarized the recommendations. The Plan Commission held a Public Hearing on August 12, 2010 and voted 5 -0 in favor of recommending parking plan "C" and landscaping plan "1 ". The Plan Commission also recommended that smaller trucks use the parking lot and larger trucks have designated delivery hours on Waukegan Road. The Village Center Development Commission held workshop meetings on June 2, July 7, August 4 and August 17, 2010 and voted 6 -0 in favor of parking option "e" and with truck access limited to single unit commercial vehicles during certain hours, and landscape option "3" with ground cover replacing turf adjacent the parking lot. The Appearance Review Commission reviewed the landscaping proposals during its August 23, 2010 meeting and developed option "4a ", which uses the existing landscaping and adds like plant materials. The Appearance Review Commission voted 4 -2 in favor of this option. Tim Doran, Director of Transportation Planning with Gewalt Hamilton Associates explained he was asked to evaluate the Village -owned parking lots on the northwest corner of Deerfield and Waukegan Roads. They were asked to look at geometrics as well as various options. Mr. Doran Board of Trustees Meeting September 7, 2010 Page 4 of 13 made presentations to both the Plan Commission and Village Center Development Commission. He stated the two commissions had different views on how the lot should be configured. Mr. Doran looked at the Village goals of safety and efficiency, utilizing current access drives, shifting Waukegan Road deliveries to the parking lot, creating pedestrian paths, creating a landscape buffer, installing bicycle racks, accommodating drop -off and pick up for preschool and having a similar number of parking spaces near or at peak demand (104 spaces). Mr. Doran reviewed parking lot options "C" and "E ". "E" is the VCDC recommended Plan that provided for the elimination of parallel spaces along the landscaped area that were provided in previous plan concept "D ". Trustee Struthers would like to avoid another parking lot like Deerfield Square. Mr. Doran noted both designs provided for stalls 19 feet deep, which is the Village standard. Trustee Oppenheim stated the 19 foot depth was longer than the Deerfield Square parking stalls. Trustee Rosenthal asked if the Plan Commission recommendation included removing large trucks from the parking lot. Mr. Street noted they encouraged large trucks be permitted to use Waukegan Road during certain, non -peak hours. Trustee Seiden does not believe the difference in the number of parking spaces is substantial. Mayor Rosenthal asked if Mr. Doran considered adding sidewalks for pedestrian safety. Mr. Doran noted that additional north -south walkways could be added by marking off spaces. Phil Rosborough, partner with Rosborough Partners reviewed the three proposed landscaping plans. He noted that the Plan Commission preferred option "1 ", which is a less formal design. The closest thing to this style is the area in front of First Midwest Bank, and includes multiple planting layers and subtle berming. Mr. Rosborough noted the Village Center Development Commission prefers option "3 ", which is a more linear treatment with an evergreen hedge on a berm in the center of the buffer. This option would fully screen the parking lot and low stone walls were provided to sustain the berm up to the sidewalk entrances. Mr. Rosborough noted that option "4a ", which was preferred by the Appearance Review Commission, is an extension of what is there at present. It is similar to what is across the street west of Stoney River, and use existing plant materials and types, including modest seasonal plantings at the sidewalk entrances. Trustee Struthers believes the parking lot should be improved so it can be visible to users. Mayor Rosenthal noted that fully screening the parking lot would also present a safety concern. Mayor Rosenthal asked about the estimated costs. Mr. Rosborough explained that options "1" and "3" were on the high end, and option "4a" was the most economical. Trustee Oppenheim noted that option "I", when established, would require less maintenance. Board of Trustees Meeting September 7, 2010 Page 5 of 13 Alan Garfield, Chairman of the Village Center Development Commission, complimented the professional advisors and staff because through the process, they were pulled in many directions by the various commissions. He believes any plan adopted by the Trustees would be an improvement. Trustee Farkas made a motion to accept the reports and recommendations by the Plan Commission, Village Center Development Commission and Plan Commission. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Trustee Farkas made a motion to accept option "E "for the parking lot striping plan. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Struthers (4) NAYS: Benton, Oppenheim (2) Trustee Jester made a motion to accept landscape plan "4A ". Trustee Oppenheim seconded the motion. Trustee Oppenheim noted this plan has minimal plantings and cost $50,000 less than the other plans. As this is a temporary plan intended to make the parking lot safe, usable and visually palatable, she believes "4a" is the best plan. Trustee Oppenheim believes the first plan is designed well and would be beautiful, but too expensive for a temporary plan. She noted that much of the plant material would take a few years to grow in and she is unsure what would happen to the property in a few years. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS:. None (0) Mayor Rosenthal thanked the Commissions and the professionals and staff for the time spent reviewing this project. Trustee Seiden noted the Board also spent a lot of time on this. He suggested that the Village Manager start negotiations with the adjoining commercial owners to reduce issues resulting from the alley configuration to the east. Trustee Struthers would like to see Mr. Taxman and Ms. Fiorini financially support lot and access improvements that will help everyone. Ray Craig, 1233 Stratford Road, does not have a problem with the Board's decision. He noted that he refers to the Village website to review agendas and reports. He questioned why the Village Center Development Commission recommended plan "D" was not in the report. Mr. Street responded that Plan "D" was included in the Board's materials, but Plan "E" was a graphic representation of the VCDC recommended plan that included changes to Plan "D ". CONSENT AGENDA ORDINANCE 0 -10 -26 GRANTING A An Ordinance granting a Special Use to permit the �1 1 1 Board of Trustees Meeting September 7, 2010 Page 6 of 13 SPECIAL USE TO PERMIT THE establishment of a Rosebud Market and Pizzeria at ESTABLISHMENT OF A ROSEBUD 560 Waukegan Road. MARKET & PIZZERIA AT 560 WAUKEGAN ROAD Mr. Street noted the petitioner asked for a waiver of the rules. Mark Knauer, architect for Rosebud Market and Pizzeria, explained they have started the demolition and some of the interior work. They would like to complete the building improvements so they could be open for the holiday season. Trustee Seiden made a motion to waive the First Reading of the Ordinance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Trustee Seiden made a motion to accept the Consent Agenda and adopt the Ordinance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) OLD BUSINESS ORDINANCE 0 -10 -27 REZONING An Ordinance rezoning the property at 1313 PROPERTY AT 1313 AND 1331 and 1331 Wilmot Road as P -1 Public Lands WILMOT ROAD (WOODLAND PARK) District and authorizing an amended Special Use AS P -1 PUBLIC LANDS DISTRICT AND for renovations to Woodland Park. Second AUTHORIZING AN AMENDED Reading. SPECIAL USE FOR RENOVATIONS TO WOODLAND PARK — 2R Mr. Street explained further discussion was tabled pending further consideration by the Park Board. Trustee Oppenheim made a motion to remove the petition from the table. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Linda Gryzicki reported that School Street, the road entering Woodland Park, is in terrible condition and must be redone. Since that work needed to be completed, and with acquisition of the 1331 property, the Park District intended to move School Street to the south. It was proposed to be straight in to save existing trees. When they appeared before the Plan Commission, they were asked to align School Street with Hertle Lane. The Park District responded by curving the entrance road. Since the last meeting, the Park District has confirmed with Police, Engineering and Community Development staff that School Street should be aligned with Hertel Lane. The neighbors directly to the south of School Street do not believe the streets should be aligned and Board of Trustees Meeting September 7, 2010 Page 7 of 13 the proposed landscape buffer is inadequate. Ms. Gryzicki noted the Park District does not have a preference. Chief Sliozis recommended aligning the streets to reduce the number of movements of vehicles and pedestrians. He noted that visibility and sight lines also play a part in the recommendation. Joe Morrison, an attorney representing Mr. and Mrs. Lindstrom, owners of the home just to the south of the proposed School Street entrance, confirmed that the Lindstrom's objected to the proposed School Street location to the Plan Commission. Trustee Farkas noted the Lindstroms would have the road moved closer while residents to the north would have the street moved further away. Mr. Morrison noted the proposal would move the road 15' closer to the home than originally proposed by the Park District. He disagreed that a real safety issue was present noting from his recollection that the school operated safely in this location with more children than will be present for the park use, and no safety issues have risen since it has been just a park. To require alignment is not based on any facts. Trustee Farkas asked about the distance from the client's lot to the southernmost park entrance. Mr. Morrison explained it is approximately 35 feet from the lot line and 55 feet from the home. Ms. Gryzicki noted there would also be a five -foot sidewalk along the road. Trustee Oppenheim stated that the southern edge of the roadway would be 40 feet from the Lindstrom's lot line. Trustee Farkas asked about the Lindstrom's primary concern. Mr. Morrison explained the Lindstrom's are concerned because the Park District's goal can be achieved without the re- alignment with Hertel. The Village suggested the re- alignment and noted that if his client's property was vacant, the re- alignment would be appropriate. The property is not vacant, however and there are substantial trees that will need to come down with the re- alignment. Mr. Morrison noted the traffic, noise and lights would be moved closer to the Lindstrom residence. It will have a negative impact on the value of their property. He believes a larger buffer is necessary to minimize the negative impact. He noted there were some reasons to align the street, but there are also reasons not to align the street. The Lindstrom's concerns should be overriding because there have been no safety problems with the current configuration. He suggested the Board not realign School Street with Hertle Lane and restore the Park District's original plan. Ms. Gryzicki reported the Park District invited residents of Crabtree to its August 5`" meeting where design options for the cul -de -sac for Crabtree were reviewed,, The Crabtree neighbors came back and indicated they would not make a recommendation on a specific option; rather, they listed areas of concern. The Park Board discussed their concerns. Ms. Gryzicki reviewed some history of the site, noting the indoor recreation center was no longer considered for this property. The Park Board is recommending option "2a" in the packet for the Crabtree configuration. They feel they have worked with the neighbors and balanced their concerns with park users and operations. Judy Hovanec, 1201 Crabtree Lane, showed a photograph of the large Lindon Tree in the park. She read a statement from the Crabtree Lane residents which stated their position is unchanged. Board of Trustees Meeting September 7, 2010 Page 8 of 13 They are opposed to the proposed turnaround and drop off on Crabtree Lane. Their opposition is based on the lack of supporting evidence that it will improve the conditions on Crabtree and their concern that it would have a more negative impact on the residents of Crabtree Lane and the park users. Past ball field improvements have resulted in increased traffic volume on Crabtree. The result is improper use of a residential street. The Park District's efforts have resulted in limited improvements that have had little impact on the hazardous and dangerous conditions on Crabtree Lane. Ms. Hovanec noted that vehicular speed is also an issue. There is no concrete data or evidence that the proposed renovation will reduce traffic volume. A traffic study was never conducted to provide necessary support information. Crabtree is an excellent residential street, but it is not a street for the park entrance. The Crabtree neighbors unanimously oppose the changes and agreed that the primary hazardous and safety conditions will remain or increase due to the changes. She asked the Village Board to reject the proposed plan, and encourage further modification to the plan. Rick Patinkin, Park Board President, noted that the Park District recognizes people not wanting change when park improvements are proposed. The Board and staff of Deerfield Park District are aware and sensitive to the concerns of the residents. He asked the Board to recognize and give some deference to the Park Board officials, staff and hired professionals as various needs are balanced. If neighbors prevailed on every project and did not allow them to move forward, they would not have many park features. The Park District acquired property to improve the situation at Woodland Park. Mr. Patinkin believes they have eliminated the parking on the street by adding a parking lot as well as facilitated drop off users. Trustee Oppenheim asked if the Park District ever hears from residents that complained that the park improvements were not as bad as they feared. Mr. Patinkin explained the Park District has heard that from residents. Trustee Struthers thanked the Park District for the admirable job they have done in controlling traffic and with the parks in general. Lauri Heyl, 1223 Crabtree Lane wants the Trustees to be aware that she suggested one change. Ms. Heyl believes the ball diamond should be rotated so home plate would be in northeast corner instead of the southeast corner. They felt it would be more convenient for DYBA participants and would reduce volume of traffic on Crabtree Lane. Trustee Struthers asked if there was a reason not to relocate the fields. Ms. Gryziecki explained the fields have been in that location since the 1960s and several reasons are listed in the Park District letter included in the packet. She noted the Park District usually does not install fences in the middle of green space and the orientation being proposed is the worst possible, because the batters would be looking into the west sun. In addition, relocating the fields would cost an additional $50,000. It is also unknown whether moving the fields would change the problem, because they would still use outfields of ball diamonds for other sports. Trustee Farkas asked if the Park District could offer a commitment on what they will do to make people coming to the park aware of the west side drop off and parking. Ms. Gryzicki noted the Board of Trustees Meeting September 7, 2010 Page 9 of 13 Park District would communicate with DYBA and AYSO. They would also put in all the brochures that Crabtree is not for parking. It creates another entrance to the park. She hopes everyone abide by not parking there. Mayor Rosenthal noted the Park District and Village are committed to work with the neighbors regarding the parking and traffic issues, including a police presence when necessary. She believes it s up to the Park District to encourage the use of the parking lot which will be more convenient. Trustee Seiden recognizes the resident's frustration. He noted that the original layout had the turnaround closer to their homes, which was worse. He thinks the Park District listened to the Crabtree residents, which is what the Board asked them to do. Mr. Seiden believes the residents will get a result that is a lot better than the first proposal. Joe Hovanic 1201 Crabtree Lane, appreciates the Park District's efforts, but the neighbors have dealt with the issue for years. It is a volume issue, not a parking issue. Mr. Hovanic is not convinced the volume will go away. There has not been a traffic study to determine the volume of traffic. His concern is that the volume will not only continue, but there will be additional back ups on Crabtree. He does not think the situation will go away with turnaround. He has no desire to prohibit access to the park. He thinks the proposed western entrance is centrally located and wants to see an effort to limit vehicular access on Crabtree. Neil Zevitz, 1202 Crabtree Lane, remembers when the school was open. At that time, there was more pedestrian traffic and the only vehicular traffic was the residential traffic and two school busses that parked. He said that southeast baseball diamond has been changed. It is no longer a dirt diamond; rather, there is a grass infield increasing its appeal and use. There has been a vast increase in the traffic volume. Mr. Zevitz noted there are rarely more than one entrance to a park. He believes the turn around will provoke additional traffic and questioned how emergency vehicles would have access if traffic was backed up. Mr. Zevitz does not believe the suggested baseball diamond reconfiguration would have any affect on batting of safety and would like an amicable solution to improve safety. He asked the Board for objectivity and wisdom. Trustee Benton believes the western parking lot should be made larger to get the traffic off of Crabtree and the proposed cul -de -sac combined with signage restricting parking is a better solution. He believes the street should be utilized to drive into the drop off. Trustee Benton stated the park benefits all residents and it is a difficult job to ensure everyone benefits. Mr. Coblentz noted this is the Second Reading of the current Ordinance. There are two proposed amendments and the Board should consider them separately. Trustee Oppenheim made a motion to approve the amendment to rezone the properties at 1313 and 1331 Wilmot Road as P -1 Public Lands District and realign School Street with Herd Avenue. The Park District will work with neighbors to provide adequate buffering. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden (4) NAYS: Farkas, Struthers (2) Board of Trustees Meeting September 7, 2010 Page 10 of 13 Trustee Benton made a motion to approve the Ordinance as amended, including the cul -de -sac option 2a for Crabtree Lane. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) RECONSIDERATION OF REQUEST Mr. Coblentz explained the Board of Zoning FOR A COMBINED SIDEYARD Appeals had sent a recommendation and the VARIATION FOR 444 - HERMITAGE Village Board made a motion to accept the BZA report and recommendation. With an absent Trustee, the vote was 3 -2. In the situation where the majority of Trustees vote in favor of a motion or resolution, the Mayor also must vote. The Mayor voted and created a 3 -3 tie. As there was no majority, the Board of Zoning Appeals recommendation was not approved. Village code allows any member to make a motion at the following meeting to reconsider the action of the Board if they were absent at that original meeting where the decision was made. Trustee Benton, the absent Trustee, stated that the rules of the Plan Commission requires any Commissioner that wants to participate in a vote, to go over all the evidence including meeting minutes. He has discussed the issue with Trustees on both sides, Mr. Coblentz, Mr. Street and Mr. Case about the various ramifications. Trustee Benton has also reviewed the video of the meeting and re -read all the committee reports to get a better understanding of the situation. Trustee Benton moved to reconsider the BZA report and recommendation for a combined side yard variation for the property located at 444 Hermitage. Trustee Oppenheim seconded the motion. Mayor Rosenthal stated that she would not want a motion to fail because of a technicality. She noted that Dr. Miller could not be at the next Board meeting and requested the matter to be brought up at the October 4, 2010 Board of Trustees meeting. Trustee Farkas stated he may not be available for that meeting. Mr. Case suggested asking Dr. Miller to send his architect. Mayor Rosenthal also suggested contacting Mrs. Larson to ensure she has representation as well. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim (4) NAYS: Seiden, Struthers (2) NEW BUSINESS AUTHORIZATION TO AWARD Director of Public Works and Engineering, Barbara CONTRACT FOR CRACK SEALING Little, stated the Village has undertaking yearly crack sealing. The Village received three bids. The low bidder was North Suburban Asphalt in the amount of $8,000 for 20,000 lineal feet. She recommended doubling the quantity to be installed because the Village budgeted up to $20,000 for crack sealing and the price was very attractive. Ms. Little checked the contractor's references Board of Trustees Meeting September 7, 2010 Page 11 of 13 and received very favorable responses. She requested the Board waive the competitive bidding process due to the increased quantity and award the contract for crack sealing to North Suburban Asphalt in an amount not to exceed $16,000. Trustee Jester made a motion to waive the competitive bidding process and award the contract for crack sealing to North Suburban Asphalt in an amount not to exceed $16,000. 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 AWARD As part of the Village's continued effort to preserve CONTRACT FOR DUTCH ELM mature elm trees, monitor ash trees and ensure the DISEASE SURVEY growth of younger sapling trees, staff proposes to continue using the services of Urban Forest Management for the 2010 Dutch Elm Disease Survey and Ash Tree Study. Trustee Jester made a motion to waive the competitive bidding process and award the contract for the Dutch Elm Disease Survey and Ash Tree Study to Urban Forest Management in an amount not to exceed $12,500. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION FOR RESIDENT The Development Agreement for the new child care ENGINEERING SERVICES FOR facility at Takeda Pharmaceuticals requires that an TAKEDA PHARMACEUTICALS OF outside professional engineering firm perform the NORTH AMERICA HEADQUARTERS project oversight, on -site inspections and CHILD CARE FACILITY construction documentation to ensure compliance. The Director of Public Works and Engineering requests that Gewalt Hamilton Associates supervise this activity, as an extension of the Village's Engineering Department. The Village is required to administer the contract and pay all the fees, but will be reimbursed by Takeda. Trustee Seiden made a motion to authorize the approval of Supplement I for Takeda Phase II construction engineering services to Gewalt Hamilton Associates in an amount not to exceed $19,580. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION FOR MAYOR TO Ms. Little stated that the Village entered into an SIGN ADDENDUM TO Intergovernmental Agreement with the Illinois INTERGOVERNMENTAL State Toll Highway Authority and the Cook County AGREEMENTFOR WILMOT ROAD Highway Department to coordinate the construction INFRASTRUCTURE REHABILITATION of the improvements at the intersection of Lake Board of Trustees Meeting September 7, 2010 Page 12 of 13 Cook Road, Wilmot Road and I -294. The Cook County Highway Department had to purchase additional roadway. Since the Village was part of the original agreement, they requested the Village also sign the addendum. There would be no further obligation by the Village and no monetary contribution required. Trustee Jester made a motion to authorize Mayor Rosenthal to execute the Intergovernmental Agreement Addendum. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) DISCUSSION GREEN DAY EXPO Mayor Rosenthal thanked the Sustainability Commission for the Green Day Expo at the Farmer's Market on Saturday. The expo was well done and many people participated. ENERGY EFFICENCY GRANT Mayor Rosenthal noted the Village was selected to be a recipient of the Energy Efficiency and Conservation Grant in the amount of $58,399. This wall save the Village, Park District and Township more than 68,000 kw annually. SILVER CERTIFICATE Mayor Rosenthal stated the Police Department received a silver certificate this week for their fundraising efforts for the American Cancer Society. They raised $5750 for the American Cancer Society and nearly $10,000 for the Special Olympics. Chief Sliozis noted only five teams did better at the events. COMMUNITY SERVICES DAY It would start at 9:00 am and end at 4:00 pm. MUDFEST HAPPY NEW YEAR Mr. Street announced that Community Services Day would be held on Saturday at Brickyards Park. Mr. Street stated Mudfest would be held on Sunday from noon to 4:00 pm at Jewett Park. Trustee Benton reminded everyone that Wednesday night starts the beginning of the Jewish New Year. He wished everyone a happy, healthy and prosperous new year. APPRECIATION Trustee Farkas stated that a tree needed to come down on his street and everything was done beautifully, professionally and efficiently by Public Works. There was good communication with the neighbors and the operation was well done, overall. Board of Trustees Meeting September 7, 2010 Page 13 of 13 ADJOURNMENT There being no further business or discussion, the meeting was adjourned at 10:25 PM. APPR VED: Mayor ATTEST: lxaj illage Clerk 1 1