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04/20/2011April 20, 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 Wednesday April 20, 2011 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 Matt Wylie led those in attendance in reciting the Pledge of Allegiance. PROCLAMATION Mayor Rosenthal proclaimed April 22, 2011 as Earth Day in Deerfield, representing the 41" anniversary of Earth Day celebrations. Trustee Oppenheim made a motion to accept the proclamation. Trustee Benton seconded the motion. The motion passed unanimously. Mayor Rosenthal presented the proclamation to Sustainability Commission Chairman Matt Wylie. He stated the Sustainability Commission has spent time reviewing the new waste hauling conversion. Recently, they have worked on the Village's website to provide resources to the residents. PROCLAMATION Mayor Rosenthal proclaimed April 29, 2011 as Arbor Day in Deerfield. Trustee Struthers made a motion to accept the proclamation. Trustee Oppenheim seconded the motion. The motion passed unanimously. MINUTES OF PREVIOUS MEETING Trustee Struthers made a motion to approve the minutes of the April 4, 2011 Board of Trustees meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Benton made a motion to approve the Bills and Payroll dated April 20, 2011. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) TREASURER'S REPORT Mr. Fialkowski presented highlights from the Treasurers Report representing 11 months or 91% of the fiscal year. Mr. Fialkowski was encouraged by both micro and macroeconomic activities. Overall operating revenues are exceeding operating expenditures. Sales tax revenue was up 20% over the same month (December) in 2009. Board of Trustees Meeting April 20, 2011 Page 2 of 7 Mr. Fialkowski stated he met with the Library Board about their bond issue, and they are scheduled for a Committee of the Whole meeting in May. PUBLIC COMMENT There was no Public Comment. REPORTS REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on OF PLAN COMMISSION RE REQUEST February 24, 2011 to consider the request for an FOR AN AMENDMENT TO A SPECIAL amendment for an addition and parking variation USE FOR DEERFIELD PUBLIC for 137 spaces in lieu of 150 spaces. The Plan SCHOOLS DISTRICT 109 Commission voted 5 -0 in favor of the recommendation. ADMINISTRATION CENTER AT 517 DEERFIELD ROAD Dr. Renee Goier, Superintendent of District 109 explained the project was the result of a collaboration of many, including the Village and the neighbors. The project would maintain the greenery which makes the corner visually appealing. The facility is the support center for the school district, providing the services which support more than 400 employees. The facility has not been renovated in years and is not currently ADA compliant. This project will build an additional room for adult training. Greg Monberg, architect with Fanning Howey Associates presented changes to the original plan, including the relocation of six trees, removal of concrete, removal of three trees and addition of sidewalk along the berm. He showed the fence which will be located along the berm, as recommended by the Plan Commission. The fence would be 7'4" above the grade. The fence openings will be 3 -1/4 inches for stability and opacity. Trustee Oppenheim noted there is a low berm on the north side of the parking lot between the parking area and the residences that was planned for bushes and other plantings. Because the Park District maintains the property, there were difficulties maintaining the area as native planting. Trustee Oppenheim would like the plantings to be properly maintained and not just mowed like turf grass. Mayor Rosenthal mentioned the Village is looking to relocate the sidewalk along Deerfield Road in a couple of years. Dr. Goier acknowledged the District was aware of this project and will cooperate with the Village. Trustee Jester made a motion to accept the report and recommendation of 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) CONSENT AGENDA ORDINANCE 0 -11 -12 APPROVING A An ordinance approving a six -month extension of SIX MONTH EXTENSION TO temporary zoning relief for Honquest Furniture. SEPTEMBER 1, 2011 OF TEMPORARY The extension would be until September 1, 2011. ZONING RELIEF FOR HONQUEST Second reading. FURNITURE — 2R Board of Trustees Meeting April 20, 2011 Page 3 of 7 ORDINANCE APPROVING AN AMENDMENT TO THE SIGNAGE PLAN FOR PARKWAY NORTH An ordinance approving an amendment to the signage plan for Parkway North Center. First Reading. Mayor Mayor Rosenthal noted this was for the inner directional CENTER— 1R signs and monument signs along Deerfield and Saunders Roads. Trustee Oppenheim made a motion to adopt the ordinance for a six -month extension of temporary zoning relief for Honquest Furniture. Trustee Struthers 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 -11 -13 ADOPTING THE Ordinance adopting the budget for the Village of BUDGET OF THE VILLAGE OF Deerfield for the fiscal year beginning May 1, 2011 DEERFIELD FOR THE FISCAL YEAR and ending April 30, 2012. Second Reading. BEGINNING MAY 1, 2011 AND ENDING APRIL 30, 2012 — 2R Mayor Rosenthal stated that during the budget meetings, the Trustees thoroughly discussed the capital improvement plan. She advocated to the Board that the Village not borrow money for capital improvements, but go ahead with prior obligations, including the treatment plant. Trustee Seiden agreed with Mayor Rosenthal regarding additional bonds for the Wastewater Treatment Plant, which will add to the levy for 20 years. However, this year's budget expenditures for infrastructure and lack of decrease of other expenses results in a sizeable increase over last year. The Village will add a $4 million bond which residents will have to pay for over the next 20 years. Trustee Seiden hopes this would not continue and is opposed to spending the money this year. Therefore, he will vote against the budget. Trustee Jester disagreed with the extrapolation of bond payments for the next 20 years. There are a number of projects, aside from the Treatment Plant, that need to be funded. He has his own issues with the budget, including salary increases for non -union employees being extended at the same rate as union employees. Therefore, Trustee Jester will stand on non - prevailing side of that issue. Trustee Farkas made a motion to adopt the ordinance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Oppenheim, Struthers (4) NAYS: Jester, Seiden (2) ORDINANCE 0 -11 -14 AMENDING Ordinance amending the Wage and Salary Plan. THE WAGE AND SALARY PLAN — 2R Second Reading. Trustee Benton made a motion to adopt the ordinance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: Board of Trustees Meeting April 20, 2011 Page 4 of 7 AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) ORDINANCE 0 -11 -15 AMENDING Ordinance amending the Municipal Code of the THE MUNICIPAL CODE OF THE Village of Deerfield to provide for certain water and VILLAGE OF DEERFIELD TO sewer increases. Second Reading. PROVIDE FOR CERTAIN WATER AND SEWER INCREASES — 2R Trustee Farkas made a motion to 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) NEW BUSINESS AUTHORIZATION TO EXECUTE Mr. Street reported the Village has reached agreement EASEMENT AGREEMENT WITH with Gateway Fairview, Inc. for an easement at the GATEWAY FAIRVIEW, INC. FOR sanitary sewage lift station at Deerbrook Mall. He noted SANITARY SEWAGE LIFT STATION terms and agreement are similar to the existing terms and AT DEERBROOK MALL agreement. Trustee Jester made a motion to authorize execution of the easement agreement with Gateway Fairview, Inc. for the sanitary sewage lift station at Deerbrook Mall. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO EXECUTE AN Mr. Street reported that this would authorize the INTERGOVERNMENTAL AGREEMENT execution of an agreement for the Village to receive WITH SWALCO RE: RECYCLING payment for recycled materials. He noted there are more REVENUE SHARING than 500 tons of recycled materials per quarter. Trustee Farkas made a motion to authorize the execution of the agreement. 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 Ms. Little stated the emerald ash borer has been CONTRACT FOR 2011 ASH TREE identified'within Village borders. The Village has INVENTORY developed a response plan. The Village proposes to conduct an ash tree inventory and will rate ash trees by the following criteria: confirmed infestation, suspected infection, and those not showing symptoms. Ms. Little noted the emerald ash borer treatments are not proven to be effective in the long term; therefore, she does not recommend Fi Board of Trustees Meeting April 20, 2011 Page 5 of 7 entering into any treatment for public trees. She noted that residents can choose to treat their own trees should they desire. Ms. Little stated that if an emerald ash borer is found on private property, the Village requires it be promptly removed, but without tree mitigation fees. She also recommends not charging mitigation fees if a resident removes ash trees preemptively. Trustee Struthers asked if there were any procedures for disposing of infected tree wood. Ms. Little explained the people removing the ash trees must be comply with State regulations. Trustee Farkas suggested putting in place a program to share the cost of mitigation, if the problem is widespread. Ms. Little explained that if an infected tree is a parkway tree, the 50 -50 parkway tree program is in place. Trustee Oppenheim suggested adding information to the Village website about what residents should look for. She believes the Board should work on a program if there are a number of properties losing trees. Ms. Little noted there is a lot of available information to determine if a tree is diseased. Trustee Oppenheim made a motion to award the contract for the 2011 ash tree inventory to Urban Forest Management in an amount not to exceed $14,550. 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 WATER Ms. Little explained that Badger Meter works with METER PURCHASE regional distributor Midwest Meter, Inc., and the Village has approximately 3,000 more meters to replace. To keep a sufficient supply on hand, staff is requesting authorization to purchase meters for the next three years. Trustee Farkas made a motion to waive bids and authorize the water meter purchase from Midwest Meter, Inc. for the next three years. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) ORDINANCE 0 -11 -16 EXTENDING An Ordinance extending the Special Use that was THE SPECIAL USE AUTHORIZED BY authorized by Ordinance 0 -10 -06 for a children's ORDINANCE 0 -10 -06 FOR retail store. CHILDREN'S RETAIL STORE— 1R AMENDMENT TO WONDER! An amendment to the Wonder! Economic Incentive ECONOMIC INCENTIVE AGREEMENT Agreement extending the opening date from June 1, EXTENDING THE OPENING DATE 2011 to December 1, 2011. FROM JUNE 1, 2011 TO DECEMBER 1, 2011 Bill Coliani from Wonder! explained they are asking for an extension because of the funding activities they have gone through. They hoped to have the store open by June 1, 2011 but believe it will be open for October 1, Board of Trustees Meeting + April 20, 2011 Page 6 of 7 2011. Mr. Coliani noted the interior of the space has been cleared and painted and the offices have been installed. He explained they will not be completing all the work approved in their initial permit and would come back with a modified plan. Trustee Seiden made a motion to waive the First Reading of the Ordinance. Trustee Oppenheim seconded the motion. The motion passed unanimously. Trustee Oppenheim made a motion to adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas,.Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) DISCUSSION BUDGET Trustee Oppenheim urged residents to go onto the Village website and read the budget. The Trustees have spoken a lot about capital improvements and the work which needs to be done. She thinks it would be helpful if residents see where the Village has received outside funding on the projects. CONSTRUCTION Mayor Rosenthal noted the rain has made a mess of the Carriageway construction. She noted the contractors have been helpful but asked staff to work to reduce problems for the residents MARNI YANG CASE Mayor Rosenthal stated the Marni Yang case was featured on both 20/20 and Dateline the previous Friday. Several officers from the Police Department as well as Chief Sliozis and Deputy Chief Wilk were interviewed. She was very impressed with the department's professionalism. CONGRATULATIONS Mayor Rosenthal offered congratulations to re- elected Trustees Seiden, Benton and Jester. They will be installed at the next Board of Trustees meeting. CONSTRUCTION SEASON Mr. Street explained construction season has begun. The Lake Cook Road construction project started last week. He noted this is a Cook County Highway project that will end in October. Mr. Street understands the challenges but encourages residents to continue to shop at those businesses. Mr. Street noted the underpass project will be completed in June. He asked residents to be patient. 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 8:46 p.m. Board of Trustees Meeting April 20, 2011 Page 7 of 7 APPROVED: Mayor ATTEST: Village Clerk L 1