04/04/2011April 4, 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 April 4, 2011 at 7:35 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 Community Services Officer Candice Hill led those in
attendance in reciting the Pledge of Allegiance.
PROCLAMATION Mayor Rosenthal proclaimed April 10 — 16 as
National Telecommunications Week in Deerfield.
Trustee Benton made a motion to accept the proclamation. Trustee Oppenheim seconded the motion.
The motion passed unanimously. Telecommunicators Carolyn Bunnell and Joe Heitz accepted the
proclamation and the appreciation of those in attendance.
PROCLAMATION Mayor Rosenthal proclaimed April as Autism Awareness
Month in Deerfield. Trustee Benton made a motion to
accept the proclamation. Trustee Oppenheim seconded the motion. The motion passed unanimously.
Chris Locket accepted the proclamation and thanked the Village for their commitment in raising
awareness of autism in the community. Chief Sliozis stated the Police Department is working on a
program to assist residents that have a tendency to wander. The program is just rolling out and staff is
being trained.
PRESENTATION Chief Sliozis presented the Donald E. Gehrig Award to
Community Service Officer Candice Hill for her
outstanding performance, hard work and dedication. She is also the D.A.R.E. officer, car seat
technician and one of the Department's strongest community advocates. Ms. Hill accepted the award.
MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes
from the March 21, 2011 Board of Trustees
meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously, including a
minor change to page 4 noted by Mayor Rosenthal. Trustee Struthers abstained.
Board of Trustees Meeting
April 4, 2011
Page 2 of 9
BILLS AND PAYROLL Trustee Seiden made a motion to accept the Bills and
Payroll dated April 4, 2011. Trustee Farkas seconded the
motion. The motion passed with the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
REPORT ON DEPARTMENTAL Bob Fialkowski presented highlights from the
OBJECTIVES — FINANCE Finance Departmental Objectives Report. Much of the
work over the past six months has been on the annual
budget which will be discussed at this meeting. Mr. Fialkowski stated the Department has assisted
with the waste hauler selection and implementation planning.
There will be changes to the employee health insurance plan this year. The IT staff has worked with
administration on coordinating the live streaming of the village board meetings. The email system has
been upgraded, along with the network system and staff computers. The computer servers have also
been upgraded. Staff worked on five police patrol computer upgrades instead of replacing the
computers. They also coordinated a new audio visual system maintenance contract for the village hall.
Mayor Rosenthal asked if the work the Village does for the library is reimbursed. Mr. Fialkowski
noted the Village has not charged them for the work done at the Village. It is something that has
historically been done. The library pays for their annual comprehensive financial review (audit) and
their supplies. They are a separate module within the Village payroll system, and their personnel input
information concerning their employees.
Mayor Rosenthal expressed her disappointment that the Police Department personnel do not have a
contract yet.
PUBLIC COMMENT
will be open from 6:00 a.m. until 7:00 pm.
REPORT AND RECOMMENDATION
OF PLAN COMMISSION RE: REQUEST
FOR AN AMENDMENT TO A SIGN
PLAN FOR THE PARKWAY NORTH
CENTER DEVELOPMENT AT
Eric Hogberg, 1428 Crowe, on behalf of the Deerfield
Caucus, reminded everyone that the polls
He urged residents to vote in the local election.
REPORTS
The Plan Commission held a public hearing on
March 10 to consider a request for an
amendment to a sign plan for the Parkway North
Center Development at Deerfield Road and
Saunders Road. The Plan Commission voted 5 -0
DEERFIELD ROAD AND SAUNDERS in favor of internal building identification signs
ROAD (THE JOHN BUCK COMPANY with two tenant panels on each face. The Plan
Commission voted 4 -1 in favor of the proposed Deerfield
and Saunders Road signs, including three tenant panels with identical panels on each face. The Plan
Commission voted 3 -2 against the proposed toll way sign, including modification for six tenant panels
on each face, with identical panels.
Board of Trustees Meeting
April 4, 2011
Page 3 of 9
Bill Rollander from the John Buck Company presented an overview of the current situation, along with
the proposed solution. Parkway North Center is currently 91% leased. The property is an eight
building commercial and hotel business park with 1,087,000 square feet constructed of a potential
1,570,000. Astellas will be relocating to Glenview in March 2012, and occupancy will drop to 64 %.
Property taxes will be reduced by $520,000 annually, and the school districts will lose significant
property tax revenue.
Mr. Rollander believes an improved signage package would assist with the marketing of the building
by adding key tenants to the signage. The investment will be approximately $250,000 and it would not
have an adverse affect on Village residents. The signage solution would encourage businesses to
locate to Deerfield. It would assist in leasing the Astellas space, as well as assist in leasing
unconstructed space. It would be a tool that would help achieve higher occupancy in the business
park.
Trustee Farkas stated the Plan Commission's recommendation stated the tollway sign may be
acceptable without the tenant names. He asked if that would be acceptable to the property owner. Mr.
Rollander stated they would like to achieve everything they can, including the names on the tollway
sign. They would be open to moving forward without the tenant names on the tollway sign; however,
they would like the tenants to gain the exposure on the tollway and feel it would give them an
advantage when attracting tenants.
Mayor Rosenthal believes it is important that the Board know that when Astellas announced they
would be moving to their own building, the Village worked hard to keep them by offering incentives.
She expressed concern that there may be too many signs along the highway, creating clutter. She does
not understand the need for corporate signage. The monument signs leading into the center are not
objectionable, if the property owner feels it would bring more businesses into the center. Mayor
Rosenthal would not want to set a precedent of listing tenants along the tollway.
Trustee Benton noted that Marriott Suites has a wonderful business because of Takeda and Baxter.
Their weekend business is less so, and one of the keys may be to have better identification for Marriott
Suites from the tollway.
Trustee Oppenheim believes the signs look nice, and having one or two tenant names on a sign would
be appropriate, but having six names on the sign looks like a theater marquee. She agrees the signs
need to be larger. Trustee Oppenheim would not want too much information on the tollway sign.
Trustee Farkas does not feel it is the Board's role to determine what may or may not be effective. If
the John Buck Company believes the signage will help them lease space, he does not see a prevailing
reason to say no.
Trustee Struthers stated many hotels that primarily cater to businesses have a difficult time on
weekends. She would like the tollway sign tenants. limited.
Trustee Jester believes six tenants would be too busy. He believes a simple sign would be more
effective.
Board of Trustees Meeting
April 4, 2011
Page 4 of 9
Trustee Seiden believes that in these difficult economic times, sign ordinances and other ordinances
should be modified to assist businesses. He questioned having six on the sign instead of just
highlighting the top four tenants.
Mr. Rollander explained that the buildings have little frontage, and they are trying to expand their
visibility., He asked for the flexibility that six tenant signs would provide.
Michael Swartz, Plan Commission Chairman, offered a compromise, but the tenant requested the six
tenant signs on the tollway sign. He noted the Commissioners felt the interior signs and the Saunders
Road sign would be appropriate. The Commission was concerned that the tollway sign would set a
precedent.
Trustee Farkas recognized the Commission's expertise. Based on conversations during the meeting, he
asked for Ch. Swartz's opinion about tollway signs. Ch. Swartz believes the Marriot Suites sign would
be appropriate, but does not know about the other signs.
Plan Commission member Nort Wasserman explained that at the prefiling conference there were four
tenant signs on the tollway sign. Some of the Commission objected to four signs. At the public
hearing, the petitioner came in with a request for six signs. During the public hearing, the petitioner
stated they would be happy to have four tenant signs, but did not change their request.
Mr. Wasserman agrees with Trustees Farkas and Seiden, stating that the Plan Commission or the
Board should not tell a real estate company how to rent real estate. They feel they need the signs and
he feels this is a situation where the Village should help the businesses in the Village. He wants the
property owner to be able to rent all of their space. Market conditions are not good now. He is not
concerned about setting a precedent, because each instance should be considered separately.
Mayor Rosenthal noted that opinions differ on the Village's interest in controlling sign pollution. It is
not to harm businesses but to encourage businesses to come to an attractive place.
Mayor Rosenthal asked Mr. Rollander if he is committed to six tenant signs on the tollway sign. Mr.
Rollander explained they went from four signs to six signs but believe it is important to have the signs
to attract new tenants. He would like to have the four signs; however, having six signs would give
them added flexibility.
Trustee Jester believes the new sign package is very classy and more noticeable. He suggested
allowing a separate sign if a tenant occupied the entire Astellas space. Trustee Farkas would prefer to
have a sign with up to four tenant signs to allow flexibility for the property owner.
Trustee Oppenheim made a motion to accept the Plan Commission's recommendation regarding the
internal building identification signs. Trustee Struthers 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
April 4, 2011
Page 5 of 9
Trustee Seiden made a motion to accept the Plan Commission's recommendation regarding the three
tenant names per face on the Deerfield and Saunders Roads. Trustee Farkas 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 accept the Plan Commission's recommendation to deny the
tollway sign with six tenant signs. Trustee Seiden seconded the motion. The motion passed by the
following vote:
AYES: Benton, Jester, Oppenheim, Struthers (4)
NAYS: Farkas, Seiden (2)
Trustee Oppenheim made a motion to approve the tollway sign as proposed and discussed at the Plan
Commission meeting, with no tenant panels. The property owner will appear before the Plan
Commission for sign modifications. Trustee Benton seconded the motion. The motion passed by the
following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
PUBLIC HEARING ON THE 2011 -2012 ANNUAL BUDGET
Trustee Benton made a motion to open the Public Hearing. Trustee Oppenheim seconded the motion.
The motion passed unanimously.
ORDINANCE ADOPTING THE
BUDGET OF THE VILLAGE OF
DEERFIELD FOR THE FISCAL YEAR
BEGINNING MAY 1, 2011 AND
An Ordinance adopting the budget of the Village of
Deerfield for the fiscal year beginning May 1, 2011
and ending April 30, 2012. First Reading
ENDING APRIL 30, 2012 —1R Mr. Fialkowski presented the proposed 2011 -2012
budget. The total expenditures for all funds is
$56,510,417 which represents a 14% increase over 2010. He stressed that the new budget would
maintain the current level of services with no increase in property tax for operations and a 2.5%
increase in water and sewer rates. He stated there would be a 55% increase in property tax for capital
project programs, including the treatment plant construction. Mr. Fialkowski explained that a property
paying $400 in taxes to the Village would not see an increase due to the operations part of the tax.
There could be a total increase of $208 before any abatement of increased debt service costs.
Mr. Fialkowski discussed proposed revenues. He projects the State sales and income tax to stabilize.
Building permit revenues are budgeted to increase by $100,000. The electric utility tax and increased
telecommunications tax will add $2.7 million to the General Fund. There will be additional debt of $4
million for non -VW capital programs and $20 million for the treatment plant.
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Board of Trustees Meeting
April 4, 2011
Page 6 of 9
Mr. Fialkowski noted the proposed property tax for a $500,000 residence would be $590.01 for the
Village portion of the tax. The portion due to capital projects would be $262.41.
Trustee Jester noted that a significant water bond issue would be paid off in a couple of years and
asked if that debt service levy was shown. Mr. Fialkowski explained it was not shown because the
Village plans to continue to abate it. Trustee Jester noted the amount abated could be applied
elsewhere in the future.
Mr. Fialkowski stated the hotel /motel tax and local share of the State income tax increased due to a
better economic outlook. The 2.5% increase in water and sewer use rates will be used to offset the
increased operational costs and decreased billings due to lower usage.
Mr. Fialkowski explained that 45% of the expenditures are infrastructure /capital projects. The General
Fund expenditures are up 0.4% without reserve transfer or economic incentives and are up 0.6% due to
increased pension costs, workers compensation insurance and union driven wage increases.
Capital projects would be funded with new debt issuance of $4 million for the village wide capital plan
and $20 million for the treatment plant. Major grants will be used for the Central and Juniper Bridges
and the Deerfield Road pedestrian underpass. The funding for the balance will be from the IRF fund.
Mr. Fialkowski stated that major capital projects include the annual street rehab project, the
Carlisle /Carriageway reconstruction, the Deerbrook lift station replacement, the Central and Juniper
bridge replacements, the treatment plant construction, the Deerfield Road underpass and the Lake
Cook Road water, sewer and sidewalk work.
ORDINANCE AMENDING THE WAGE An Ordinance amending the wage and salary plan.
AND SALARY PLAN — 1 R First Reading.
ORDINANCE AMENDING THE An Ordinance amending the Municipal Code of the
MUNICIPAL CODE OF THE VILLAGE Village of Deerfield to provide for certain water and
OF DEERFIELD TO PROVIDE FOR sewer rate increases. First Reading.
CERTAIN WATER AND SEWER RATE
INCREASES — 1 R Trustee Oppenheim made a motion to close the
Public Hearing. Trustee Seiden seconded the motion.
The motion passed unanimously.
CC
ORDINANCE APPROVING A SIX
MONTH EXTENSION TO SEPTEMBER
1, 2011 OF TEMPORARY ZONING
RELIEF FOR HONQUEST FURNITURE
AT CADWELL' S CORNERS — 1 R
)NSENT AGENDA
An Ordinance approving a six -month extension to
September 1, 2011 of the temporary zoning relief
for Honquest Furniture at Cadwell's Corners. First
Reading.
Board of Trustees Meeting
April 4, 2011
Page 7 of 9
AUTHORIZATION FOR POLICE
DEPARTMENT TO ENTER INTO A
SOFTWARE MAINTENANCE
AGREEMENT WITH NEW WORLD
SYSTEMS
AUTHORIZATION FOR POLICE
DEPARTMENT TO ENTER INTO AN
AGREEMENT WITH BLACKBOARD
Authorization for the Police Department to enter
into a software maintenance- agreement with New
World Systems.
Authorization for the Police Department to enter
into an agreement with Blackboard Connect,'-Inc.
CONNECT, INC. Trustee Jester made a motion to approve the items
on the Consent Agenda. Trustee Seiden 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
AWARD OF CENTRAL AVENUE AND Award of the Central Avenue and Juniper Court
JUNIPER COURT BRIDGE Bridge rehabilitation construction engineering
REHABILITATION CONSTRUCTION services agreement and authorization for the Mayor
ENGINEERING SERVICES to execute the Local Agency Agreement for
AGREEMENT AND AUTHORIZATION Federal Participation.
FOR MAYOR TO EXECUTE THE
LOCAL AGENCY AGREEMENT FOR Assistant Village Engineer Bob Phillips explained
FEDERAL PARTICIPATION that the Village entered into a contract with URS
Corporation for the design plans in 2009. IDOT approved
both Phase I and Design Engineering, as well as a June 2011 letting. The project is eligible for FHWA
funding, which is 80% federal and 20% Village match. The Village's portion would be $262,000.
Construction would start in late August or early September and completed around Thanksgiving.
Trustee Farkas noted that Juniper Court does not have as high a traffic volume as Central. He asked if
the two streets could be done at different times to avoid so many detours. Mr. Phillips explained it
would depend whether the projects were awarded to different contractors, and the two projects should
not greatly impact each other.
Trustee Farkas made a motion to award the contracts and authorize the Mayor to execute the Local
Agency Agreement as requested. Trustee Oppenheim seconded the motion. The motion passed by the
following vote:
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Board of Trustees Meeting
April 4, 2011
Page 8. of 9
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
AWARD OF DEERFIELD ROAD Mr. Phillips reported the Village entered into an
SIDEWALK PRELIMINARY agreement to complete Phase II engineering plans
ENGINEERING SERVICES for the construction of a new sidewalk in 2008. The
AGREEMENT SUPPLEMENT #2 AND intention of the project was to construct a sidewalk
AUTHORIZATION FOR MAYOR TO four feet south of the curb, allowing for a buffer
EXECUTE THE LOCAL AGENCY zone between pedestrians and vehicular traffic.
AGREEMENT During the design process, it was noted that small
pieces of land needed to re acquired for the buffer zone.
The scope of services for the additional work includes the plat and legal description preparation. The
total amount is $105,000, with FHWA paying 80 %. Mr. Phillips stated the sidewalk should be on
track for 2013 construction. He recommended the Board approve Supplement 2 for Phase II
engineering and authorize the Mayor to execute the Local Agency Agreement for Phase II engineering.
Trustee Farkas made a motion to approve Supplement 2 for Phase II engineering and authorize the
Mayor to execute the Local Agency Agreement for Phase II engineering. 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 MAYOR TO
SIGN INTERGOVERNMENTAL
AGREEMENT FOR THE LAKE COOK
ROAD INFRASTRUCTURE
REHABILITATION PROJECT
Authorization for Mayor to sign Intergovernmental
Agreement for the Lake Cook Road infrastructure
rehabilitation project. Trustee Struthers asked how
long Lake Cook Road would be impacted. Mr.
Phillips explained the anticipated end date would be
the end of October 2011. Mayor Rosenthal stressed the
Village wants the work completed as quickly as possible.
Trustee Jester made a motion to authorize the Mayor to sign the Intergovernmental Agreement for the
Lake Cook Road infrastructure rehabilitation project. Trustee Oppenheim seconded the motion. The
motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
AUTHORIZATION FOR THE VILLAGE Assistant to the Village Manager, Jenny Maltas,
MANAGER TO SIGN A CONTRACT explained this is the annual contract with MGP
WITH MPG, INC. FOR GIS SERVICES for the GIS services they provide. The rates and
amounts were approved by the Consortium Board of
Directors and is within budget.
Board of Trustees Meeting
April 4, 2011
Page 9 of 9
Trustee Oppenheim made a motion to authorize the village manager to sign a contract with MPG, Inc.
for GIS Services in an amount.notzto exceed $70,814. Trustee Benton seconded the motion. Trustee
Struthers requested staff ask them to make the.GIS easier to print from the website. The motion passed
by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0) - a
DISCUSSION-
VOTE Mayor Rosenthal urged all residents to vote in
tomorrow's election.
WASTE MANAGEMENT Mayor Rosenthal asked residents to be patient
with the new waste removal company. She suggested
calling Ms. Maltas at village hall if there are problems. Trustee Jester stated he heard several reports
that Waste Management has been very responsive and pleasant.
NEXT MEETING Mr. Street reminded residents that the next Board
of Trustees Meeting will postponed to Wednesday, April
20 in observance of the Passover holiday.
ADJOURNMENT There being no further business or discussion,
Trustee Oppenheim made a motion to adjourn the
meeting. Trustee Struthers seconded the motion. The motion passed unanimously. The meeting was
adjourned at 9:31 p.m.
APPROVED:
Mayor
ATTEST:
W,�,7 47t
Village Clerk
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