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02/07/2011February 7, 2011 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 7, 2011 at 7:33 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Alan Farkas (arrived 7:42 pm) 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 Norm Goldring from College Bound Opportunities led those in attendance in reciting the Pledge of Allegiance. Mr. Goldring is on the Board of Directors of College Bound Opportunities. There are more than 300 students in District 113 from financially strapped families. Few of these students can get into college. College Bound Opportunities provides coaching for students from low income families to graduate college. Their pledge to all scholars is to not allow them to fail. They provide support through college and beyond. Each College Bound Opportunities coach signs on for a six -year commitment. They help students navigate the college entrance process and continue through graduation. Over the past six years, they have accepted 92 students, with 89 on track to graduate college. Mr. Goldring noted that College Bound Opportunities could not exist without support. He asked people to contact the organization and provide support if possible. Mayor Rosenthal stated she is impressed with the organization and asked the Community Relations Commission to consider supporting its work. AWARD PRESENTATION Mayor Rosenthal presented a 25 year service award to Russ Olmstead, who began his employment in the Water Department in 1986. Mr. Olmstead progressed to the Water Department Supervisor position. He is very dedicated and works to maintain the department's fine reputation. Mr. Olmstead thanked his wife for her support. He thanked the members of the Water Department and the Village of Deerfield for providing him with such a great privilege. The audience joined the Mayor and Board in expressing appreciation to Mr. Olmstead. MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the January 18, 2011 Board of Trustees meeting. Trustee Struthers seconded the motion. The motion passed unanimously. Board of Trustees Meeting February 7, 2011 Page 2 of 9 BILLS AND PAYROLL Trustee Struthers made a motion to accept the Bills and Payroll dated February 7, 2011. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) REPORT ON DEPARTMENTAL Director of Public Works and Engineering, Barbara OBJECTIVES, PUBLIC WORKS Little, stated the Engineering Department is AND ENGINEERING responsible for most of the capital improvement projects in the Village. They continue to pursue outside funding programs for projects in the Village. The Street Rehabilitation Project has been completed for the year. The successful program rehabilitated five streets in the Village. The Carlisle Avenue and Carriageway infrastructure project will be resumed in early spring and will be completed in the fall. The bridge replacement projects are continuing. Construction is expected to start in the summer. The Deerfield Road Reconstruction Project will tentatively start in 2013. The sidewalk improvements will be proposed during the same time. The Deerfield Road Underpass Project is underway. The Public Works Department includes the street, water and garage divisions. This year, the Village has used 3,100 tons of bulk rock salt. The Village participated in a local salt purchasing consortium. There are new federal regulations in effect for street signs. This program will be completed by 2015. Tree maintenance continues to be a big item for the street division. The department handles tree removal and trimming. They have removed more than 100 trees this year due to disease and safety concerns. The Water Division has been busy repairing water main breaks. The cold temperatures have created intake pipe ice, and the Village is working with Highland Park to manage flow restrictions. The Wastewater Reclamation Facility project is underway. Other projects that have been completed include the satellite facility door and roof replacements. The Garage Division has been proactive in repairing equipment before it is required to be used. They also prepare all of the specifications for new vehicle purchases. There are numerous green initiatives within the departments including recycling, LEEDs certification and leaf collection. Mayor Rosenthal asked what will happen when the snow melts. Ms. Little stated it is a concern, but they are continuing to plow and unblock storm sewer inlets. They are cognizant of the upcoming melt and encourage residents to take precautions. Trustee Jester asked how many signs need to be replaced. Ms. Little stated that about 25 - 40% of the signs will need to be replaced due to reflectivity issues. He asked about the meter replacement program. Ms. Little stated the Village is more than 50% through the program, and it should be wrapped up within two years. Trustee Jester asked about water main breaks. Ms. Little stated that some of the hot areas have reopened, but no clean pattern has emerged. Mayor Rosenthal and the Board thanked the Public Works and Police Departments for their response to the snow storm the previous week. Board of Trustees Meeting February 7, 2011 Page 3 of 9 PUBLIC COMMENT There was no Public Comment. REPORTS REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on OF PLAN COMMISSION RE: REQUEST January 13, 2011 to consider the request for a text FOR TEXT AMENDMENT AND amendment and proposed ground sign for Deerfield PROPOSED GROUND SIGN FOR Community Nursery School at 801 Rosemary DEERFIELD COMMUNITY NURSERY Terrace. The Plan Commission voted 6 -0 in favor SCHOOL AT 801 ROSEMARY of sending a favorable recommendation to the Board. TERRACE Trustee Jester made a motion to accept the report and recommendation of the Plan Commission regarding the request for a text amendment and proposed ground sign for Deerfield Community Nursery School at 801 Rosemary Terrace. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) REPORT AND RECOMMENDATION OF PLAN COMMISSION RE: REQUEST FOR A FINDING OF SUBSTANTIAL CONFORMANCE TO PERMIT AN EXTERIOR MATERIAL CHANGE FOR THE TOWNHOUSE ROOFS — MILFORD AND KELBURN ROADS The Plan Commission held a workshop meeting on January 27, 2011 to consider a request from Coromandel regarding a request for a finding of substantial conformance to permit an exterior material change for the townhouse roofs. The Plan Commission voted 4 -0 in favor of replacing the cedar shake roofs with asphalt roofing. Alan Polakoff, president of the Coromandel Townhome Association was present. Trustee Oppenheim asked about recycling the cedar shake roofing material. Mr. Polakoff stated he had not considered that option but would speak with his contractor. Trustee Farkas made a motion to accept the report and recommendation of the Plan Commission regarding a request for a finding of substantial conformance to permit an exterior material change for the townhouse roofs. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) REPORT AND RECOMMENDATION Mr. Street explained that the Village solicited RE RESIDENTIAL WASTE SERVICE proposals for once -a -week, back door refuse service CONTRACT after the January 24, 2011 Committee of the Whole discussion. The lowest proposal was from Waste Management at a price of $15.95 per month for curbside service and an additional $6 for back door service. He noted the Village has an as -is option with Veolia for one year, and the Waste Management proposal would be for up to five years. Mr. Street explained that staff recommends working with the Sustainability Commission and Waste Management on implementing the service. Board of Trustees Meeting February 7, 2011 Page 4 of 9 Trustee Struthers asked what the rate for backdoor service would be if it was spread over the entire Village. Mr. Street explained it would depend on how many residents choose backdoor service. He noted the Waste Management proposal has an annual rate increase between two and four percent. Trustee Benton asked if there would be more waste'being picked up if the Village went to once a week service. He also asked if there would be a charge for the wheeled containers and if the containers would be supplied in different sizes. Mr. Street explained the standard service would include a 90 gallon rolling container for refuse and a 65 gallon container for recycling. The Village would roll out the standard service and have residents request smaller containers if desired. Trustee Struthers would not want hardship cases to be charged the additional six dollar fee for backdoor pick up if they could prove hardship. Trustee Oppenheim stated the Village would need to identify a way to verify true hardship. She stated that if one opted for backdoor pickup, they would still be required to put the garbage in bins, not other receptacles. Mayor Rosenthal noted the Village would need to come up with something so residents could learn about the standard and about opting out of the standard. Trustee Struthers believes the Village would need a 30 gallon option as well. Trustee Oppenheim stated that changing to once -a -week service would be more sustainable for the Village. Walter Willis, SWALCO Executive Director, explained they have worked with Waste Management and other recycling firms to develop a one -page guideline. Mike Brink from Waste Management will provide the Village with information on all aspects of recycling. Trustee Seiden discussed the possible five -year contract. His experience is that a new, five -year contract would try to make it as fair as possible for both parties. He does not see the difference between negotiating a five -year contract now or next year. Trustee Seiden noted that Veolia was proposing a 3.5% increase which would amount to $18.97 including back door service. Waste Management would be $21.95 including back door service. Trustee Seiden does not see what good it would do for the Village to sign the contract. He noted the Village was behind $120,000 last year and it would increase by $80,000 with the current system. Trustee Seiden explained the Village prides itself on good service. The Village is known for back door pickup. The cost, spread across the entire Village, is small. He would like to continue the way it is currently, with back door service available for those who want it. The additional $6 would be billed by Waste Management. There is a cost of billing. The Village is billing it now, with 1 and 2x week service. Why wouldn't the Village bill the additional charge? Mr. Street explained Waste Management wanted to bill the additional service separately, so they could track who subscribes to the service. Mayor Rosenthal asked why the Village should sign the contract now and not go out to bid next year. Mr. Willis explained that other carriers have higher back door service fees. Mr. Fialkowski explained that the price for curbside pick up is lower. He noted that a lot of residents bring their refuse to the curb. The Village is currently running at a deficit. The Village is trying to consolidate and get a basic service level which provides proper service to the residents. Trustee Seiden explained that Veolia would not take away twice per week service. 60% of residents would use the backdoor service. Mayor Rosenthal noted that previous back door service options were not advertised. 1 1 Board of Trustees Meeting February 7, 2011 Page 5 of 9 Trustee Farkas noted all residents pay for schools and libraries whether or not they use those services. It adds value to the community. If a neighbor has back door service, it does not benefit everyone. People who want the back door service should pay for it themselves. Mayor Rosenthal noted that residents would still have to bring their recycling containers to the curb. Trustee Oppenheim noted that at the Committee of the Whole meeting, they discussed twice -a -week service with a backdoor option. Some people will examine whether they really need back door service. Trustee Oppenheim asked if Waste Management would change the service if a resident decided to cancel the backdoor service. Mr. Brink noted that Waste Management would prefer as little change as possible. Mr. Fialkowski noted it would be prudent to put a per -year limit on changing service. Trustee Oppenheim noted the Village would benefit by not having trucks in the community on more days. Trustee Benton asked if the containers would be hinged and latchable. Mr. Brink responded that most of the containers are secure and do not blow over. Mayor Rosenthal stated the Village has had good service from Veolia and will expect good service in the future. Trustee Oppenheim made a motion to accept the report and recommendation regarding the residential waste service contract, including the back door service option, subject to Village attorney review. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5) NAYS: Seiden (1) CONSENT AGENDA ORDINANCE 0 -11- 04 APPROVING A An Ordinance approving a Special Use/PUD to SPECIAL USE /PUD TO PERMIT AN permit an above ground pump station at Deerbrook ABOVE GROUND PUMP STATION AT Mall and changes to the rear parking lot. Second DEERBROOK MALL AND CHANGES Reading. TO THE REAR PARKING LOT — 2R ORDINANCE 0 -11 -05 AMENDING An Ordinance amending article 3 ( "Dangerous ARTICLE 3 ( "DANGEROUS Buildings ") of Chapter 6 ( "Building ") of the BUILDINGS ") OF CHAPTER 6 Municipal Code of the Village of Deerfield. (`BUILDING ") OF THE MUNICIPAL Second Reading. CODE OF THE VILLAGE OF DEERFIELD — 2R AUTHORIZATION FOR MAYOR TO Authorization for Mayor to sign an addendum to the SIGN ADDENDUM TO intergovernmental agreement for the Wilmot Road INTERGOVERNMENTAL infrastructure rehabilitation project. AGREEMENT FOR WILMOT ROAD INFRASTRUCTURE REHABILITATION Trustee Jester made a motion to accept the Consent Agenda and adopt the ordinances. Trustee Oppenheim seconded the motion. The motion passed by the following vote: Board of Trustees Meeting February 7, 2011 Page 6 of 9 AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) There was no Old Business. OLD BUSINESS NEW BUSINESS ORDINANCE INCREASING An Ordinance increasing the number of Class E THE NUMBER OF CLASS E LIQUOR liquor licenses from 12 to 13 for D.C. Sarnies. LICENSES FROM 12 TO 13 - 1R Mayor Rosenthal noted that this would stand as a First Reading. RECOMMENDATION FROM THE Assistant to the Village Manager, Jenny Maltas, SUSTAINABILITY COMMISSION FOR and Chair Matt Wylie explained the Sustainability THE VILLAGE PRESIDENT TO SIGN Commission reviewed the agreement at their THE U.S. CONFERENCE OF MAYORS January meeting and voted unanimously to send a CLIMATE PROTECTION AGREEMENT favorable recommendation to the Board. Ms. Maltas noted the agreement recommends 12 action areas, which are similar to the areas the Sustainability Commission is tasked with. She believes it would be a good way for the Sustainability Commission and staff to organize and figure out where the most help is needed. Trustee Struthers asked if the Village has considered hydrogen - powered vehicles. Ms. Little explained the Village has considered alternative fuel vehicles, but not hydrogen at this point. She noted much of the equipment is very large. Trustee Farkas believes this agreement provides a good articulation of the things typically discussed when considering sustainability. Trustee Jester noted the Village is signing on to encouragement and pursuit of the goals. The Village wants to identify and work toward the ideas set forth in the agreement and, in his view, nuclear power should be considered as part of the solution. Trustee Benton made a motion to accept the report and recommendation of the Sustainability Commission authorizing the Mayor to sign the U.S. Conference of Mayors Climate Protection Agreement. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) RESOLUTION R -11 -02 AUTHORIZING THE VILLAGE TO SIGN AN INTERGOVERNMENTAL AGREEMENT WITH SWALCO FOR ELECTRONICS RECYCLING A Resolution authorizing the Village to sign an intergovernmental agreement with SWALCO for electronics recycling. Sustainability Commission Chairman Wylie explained the Village would get an estimated $10,000 for recycling electronics. Trustee Struthers suggested publicizing it more. Ch. Wylie 1 1 1 1 Board of Trustees Meeting February 7, 2011 Page 7 of 9 explained they have not found an ideal location for non -event recycling. Trustee Farkas suggested having bins, similar to clothing donations. Trustee Struthers made a motion to adopt the resolution. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) ORDINANCE 0 -11 -06 REDUCING THE Ch. Wylie explained the Sustainability Commission NUMBER OF MEMBERS ON THE has had some difficulty reaching a quorum, and he SUSTAINABILITY COMMISSION believes the Commission could be more effective if FROM 12 TO 10 it was smaller. Ch. Wylie noted they have two members that have not attended a meeting. Trustee Oppenheim made a motion to waive the First Reading of the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Trustee Oppenheim made a motion to adopt the ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) RESOLUTION R -11 -03 AUTHORIZING THE VILLAGE TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT WITH LAKE COUNTY TO UTILIZE AN OUTDOOR SHOOTING RANGE OWNED BY THE COUNTY Chief Sliozis explained the resolution authorizes the Village to enter into an intergovernmental agreement with Lake County which allows the Police Department to utilize an outdoor shooting range owned and maintained by Lake County. He _noted there would be an hourly fee charged if the Village uses the range. Trustee Seiden made a motion to enter into an intergovernmental agreement with Lake County to utilize an outdoor shooting range owned by Lake County. 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 ADDITIONAL Assistant Village Engineer, Bob Phillips, explained WORK FOR THE CARLISLE the project is a large, capital project. The scope of AVENUE AND CARRIAGE WAY work includes roadway removal and replacement, Board of Trustees Meeting February 7, 2011 Page 8 of 9 INFRASTRUCTURE REHABILITATION water main replacement, storm and sanitary sewer PROJECT replacement, new sidewalks, etc. The Village started the first leg on Carlisle Avenue and encountered large amounts of soil unsuitable to build on. During the first season of the project, the project utilized entire quantities in the contract for abatement and excavation. As a result, the Village does not have enough remaining for the next leg of the project. Staff believes the same issue on Carriage Way will be encountered. Staff anticipates a $400,000 cost overage on the project. . Trustee Farkas asked about the provisions relating to the soil and how the risks were laid out between the Village and the contractor, under the current contract terms. Mr. Phillips explained the Village expected some unsuitable material, and the bid specifications included a unit price, extended to the estimated quantity. That quantity was expected to last the entire project; however, the soil was worse than expected, and they needed to excavate deeper and add additional stone. Trustee Farkas made a motion to authorize additional work for the Carlisle Avenue and Carriage Way infrastructure rehabilitation project in an amount not to exceed $4,162,918.98. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) RESOLUTION R -11 -04 FOR 2011 MFT Mr. Phillips explained each year the Village selects STREET REHABILITATION PROJECT several streets for surfacing, patching, curbs, etc. IDOT provides Motor Fuel Tax funding annually based on the Village's population. IDOT requires a resolution committing the Village to specific roads for rehabilitation. The recommended streets include Hazel from Wilmot to Chestnut, Chestnut from Hazel to Greenwood, Sommerset, Kenmore from Laurel to Rosewood, and the Mitchell Road parking lot (which would be paid for by the Park District). Trustee Jester suggested adding Central, from Pine to Jonquil, to the list, because it will have less traffic due to the Central Avenue Bridge construction project Trustee Seiden made a motion to adopt the Resolution. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) APPROVAL OF WASTEWATER Ms. Little reported the Wastewater Reclamation RECLAMATION FACILITY Facility has substantial electrical requirements. IMPROVEMENT PROJECT CHANGE The facilities are on the east side of the property and ORDER #1 must be relocated. Commonwealth Edison has determined their cost for installation of the facility as $49,093, which exceeds the electrical services allowance in the amount of $19,093. 1 1 1 Board of Trustees Meeting February 7, 2011 Page 9 of 9 Trustee Struthers asked if the charge was reasonable. Ms. Little explained that only Commonwealth Edison could install the facility. The general contractor's subcontractor will be installing additional items so Commonwealth Edison can come in with their contractors. Trustee Farkas made a motion to approve the Wastewater Reclamation Facility improvement project change order #I in. an amount not to exceed $49,093. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) DISCUSSION WEB STREAMING Mayor Rosenthal noted the Board Meetings are now being streamed live on the Village website. NW MUNICIPAL CONFERENCE Trustee Oppenheim and Mayor Rosenthal attended a legislative breakfast for the Northwest Municipal Conference. Trustee Oppenheim has copies of the legislative program that will be pursued with the State legislature. NEXT MEETING The next scheduled Board of Trustees meeting will be held on Tuesday, February 22, due to the Presidents' Day holiday on Monday. ADJOURNMENT There being no further business or discussion, Trustee Struthers made a motion to adjourn the meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously. The meeting was adjourned at 9:25 p.m. ATTEST: Village Clerk APPROVED: Mayor