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03/07/2011March 7, 2011 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 March 7, 2011 at 7:40 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 Julie Morrison, formerly of the Manpower Commission led those in attendance in reciting the Pledge of Allegiance. Mayor Rosenthal thanked Ms. Morrison for serving for nearly 25 years on the Manpower Commission and presented her with a small token of appreciation. Ms. Morrison thanked the Village for the opportunity to serve and encouraged all residents to get involved. PRESENTATION Chief Sliozis and Commander Weil presented weather warning radios to several partners within the Village. The program was funded by a grant, and the radios were presented to numerous partners including schools, Takeda, Chicagoland Jewish High School and Walgreens. MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the February 22, 2011 Board of Trustees and Committee of the Whole meetings. Trustee Oppenheim seconded the motion. The motion passed unanimously, with Trustee Farkas abstaining. BILLS AND PAYROLL Trustee Seiden made a motion to approve the Bills and Payroll dated March 7, 2011. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) PUBLIC COMMENT Sue Hebson, assistant superintendent of School District 113, encouraged all community members to become educated about the referendum details. The District held seven informational sessions and encourages residents with and without students to call with questions. Mary Ehlers, 1650 Tall Tree, discussed the issue of D -Tales distribution. Over the past year, he has only received two issues of D- Tales. D -Tales has critical information which he has not received, and several of his neighbors have not received their copies as well. Mayor Rosenthal suggested giving Mr. Street fl 1 1 Board of Trustees Meeting March 7, 2011 Page 2 of 5 the names and addresses of those residents that are not receiving D- Tales. Mr. Street noted that staff calls the post office prior to mailings to ensure they are being delivered. A representative from Takeda stated their company was honored to receive the radios. He believes the weather radios are great and noted that five companies within Deerfield and Riverwoods have formed a safety consortium and support the new siren that is later on the agenda. There were no Reports. REPORTS CONSENT AGENDA ORDINANCE TO LICENSE NON- An Ordinance to license raffles held by not - for - profit PROFIT RAFFLES —1R organizations. First Reading. ORDINANCE 0 -11 -09 APPROVING An Ordinance approving a ground sign for Deerfield A GROUND SIGN FOR DEERFIELD Nursery School located at 801 Rosemary Terrace. NURSERY SCHOOL AT 801 Second Reading. ROSEMARY TERRACE — 2R ORDINANCE GRANTING DRIVEWAY An Ordinance granting a driveway width variation WIDTH VARIATION FOR 1085 for the property located at 1085 Meadowlake Lane. MEADOWLAKE LANE — 1R First Reading. 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) There was no Old Business. OLD BUSINESS NEW BUSINESS REQUEST FOR EXTENSION OF TIME Mr. Street reported the Village received a request from ALLOWED FOR TEMPORARY the owner of Cadwell's Corners asking for a six STOREFRONT SIGNAGE month extension of the temporary signs installed as part of the zoning relief approved for Honquest Furniture. Lori Steinbren, 1455 South Barrington Road, Barrington, stated Honquest Furniture has been embraced by the community but their test marketing shows they need to see higher sales. Mayor Rosenthal noted the Village is not thrilled to have temporary signage up for one year, and believes the test marketing should be completed by the end of one year. Trustee Struthers would also prefer not to have the temporary sign up for more than 12 months. She hopes the petitioner comes in with a request for permanent signage. Board of Trustees Meeting March 7, 2011 Page 3 of 5 Jim Divine, Principal with Newcastle Properties LLC, noted there is one sign and a banner. Honquest will remove the banner and install a second temporary sign. Mr. Street explained the second sign is outside the zoning relief that has been granted. Mr. Street stated the Board could only extend what has been previously approved; therefore, they would not address the second part of Mr. Divine's request. Trustee Farkas made a motion to authorize a temporary sign on the south side of the Honquest Furniture building for an additional six months. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION FOR VILLAGE Jenny Maltas, Assistant to the Village Manager, MANAGER TO SIGN CONTRACT reported this is the staff annual request to sign a WITH AYERS ASSOCIATES FOR GIS contract with Ayers Associates for GIS mapping and BASE MAPPING aerial photography. The aim for 2011 is to participate in the annual flight for aerial photography and contour mapping. This information would focus on the area in the Southwest Quadrant (near Takeda) that has experienced significant changes and development. She noted this is the last portion of town that does not have good contour mapping. As things move forward, staff will request aerial photography every other year. She noted the Village has budgeted up to $20,000 for this work. Trustee Struthers made a motion to authorize the Village Manager to sign a contract with Ayers Associates for GIS base mapping in an amount not to exceed $15,913. 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 RETAIN DLA Mr. Street reported that the Appellate Court PIPERS AS ATTORNEYS IN COMED directed the Village's complaint against ComEd to LAWSUIT the ICC. Mayor Rosenthal added that DLA Pipers is one of the premier firms representing the customer versus the utility. They are discounting their hourly fee by 15 %, and there is no retainer. The Village will continue to closely monitor the cost of this suit. Trustee Oppenheim made a motion to retain DLA Pipers as attorneys in the ComEd lawsuit. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO SUBMIT JOINT Ms. Little reported that last year the Village PURCHASING REQUISITIONS TO participated in a consortium with other north shore PURCHASE SALT UNDER THE STATE communities to purchase snow and ice chemicals OF ILLINOIS JOINT PURCHASING including salt, salt brine and calcium chloride. By 1 1 Board of Trustees Meeting March 7, 2011 Page 4 of 5 CONTRACT AND THROUGH THE purchasing through the consortium, the Village SALT CONSORTIUM realized a savings of $1,600 this year. Both the State of Illinois and the consortium are requesting a commitment from the Village. As the coordinated bidding and procurement process went well, Ms. Little recommends participating in both, at the same commitment as last year. Trustee Seiden made a motion to purchase bulk rock salt for the 2011 -2012 snow and ice season through the State of Illinois joint purchasing contract and through the salt consortium up to the budgeted amount of $350,000. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) REQUEST TO APPROVE Ms. Little reported that every March staff requests EXPENDITURES FOR SNOW AND Board approval to purchase bulk rock salt, up to the ICE CHEMICALS UP TO THE budgeted amount, for the following season. Last BUDGETED AMOUNT OF $400,000 year the Board authorized $300,000 for the purchase of chemicals. Once the budget process was completed, that amount increased to $400,000. Given the extraordinary snowfalls to date, staff is requesting that the Board approve expenditures up to the budgeted amount of $400,000. Trustee Struthers asked if the Village is eligible for federal disaster funds. Ms. Little explained the Village has applied for disaster funds due to the February blizzard. Trustee Oppenheim asked about the availability of the salt and ice melt chemicals. Ms. Little explained it is available within 48 to 72 hours and noted the Village has a stock pile of chemicals at this time. Trustee Farkas made a motion to approve expenditures for snow and ice chemicals up to the budgeted amount of $400,000. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) REQUEST FROM JFMC FACILITIES CORPORATION AND CJE SENIORLIFE FOR A ONE YEAR EXTENSION OF ZONING RELIEF FOR KARMEL Richard Schoenstadt, attorney for the petitioner, noted that last year, due to the economy, CJE received a one year extension. Although sales have increased and there is a fair amount of optimism, the economy CONTINUING CARE RETIREMENT has been show to recover. That has impacted the COMMUNITY Karmel project. As a result, CJE is seeking another one -year extension. Trustee Seiden made a motion to approve a one year extension of zoning relief for Karmel Continuing Care Retirement Community. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Board of Trustees Meeting March 7, 2011 Page 5 of 5 AUTHORIZATION TO PURCHASE Chief Sliozis reported that the portion of the Village EMERGENCY WARNING SIREN west of the tollway does not currently benefit from coverage by an emergency warning siren. Commander Weil has worked with nearby property owners to provide more than half of the $19,000 cost for a siren to be located at the west end of Hawthorne Lane near Saunders Road. Chief Sliozis thinks it is imperative to get proper protection and requests the Board waive the competitive bidding process and authorize the purchase of a fourth emergency warning siren in an amount not to exceed $19,000. Mayor Rosenthal asked if Lake County has been contacted. Commander Weil stated the County advised that it is not in a position right now to assist with funding. Trustee Jester made a motion to waive the competitive bidding process and authorize the purchase of a fourth emergency warning siren in an amount not to exceed $19,000. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) DISCUSSION REMINDER Mayor Rosenthal reminded residents that the three sizes of waste and recycling receptacles are on display in the village hall lobby. Trustee Oppenheim asked about the pick up of existing recycling carts. Ms. Maltas explained they would be removed by Veolia during the last regular collection. She requested that residents inform Waste Management or village hall if they will be out of town. EARLY VOTING Mayor Rosenthal reminded residents that early voting will start on March 14. COMMITTEE OF THE WHOLE Mr. Street stated the next Committee of the Whole meeting will take place on Monday, March 14 at 5:30. ADJOURNMENT There being no further business or discussion, Trustee Oppenheim made a motion to adjourn the meeting. Trustee Farkas seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:30 p.m. APPRO ED: Mayor ATTEST: it age Clerk