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
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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.
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February 7, 2011
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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.
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February 7, 2011
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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
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Board of Trustees Meeting
February 7, 2011
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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.
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Board of Trustees Meeting
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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