07/18/2011July 18, 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 July 18, 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 Michael Swartz, Chairman of the Plan
Commission, led those in attendance in reciting the
Pledge of Allegiance.
MINUTES FROM PREVIOUS MEETING Trustee Benton made a motion to approve
the minutes from the July 5, 2011 Board of Trustees
meeting. Trustee Struthers seconded the motion. The motion passed unanimously with Trustee
Farkas abstaining.
BILLS AND PAYROLL Trustee Farkas made a motion to approve
the Bills and Payroll dated July 18, 2011. Trustee
Struthers seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim Seiden, Struthers (6)
NAYS: None (0)
TREASURER'S REPORT
Bob Fialkowski presented highlights from
the Treasurer's Report for the second month of the
fiscal year. There was not a lot of unusual activity and sales tax, building permits and hotel tax
revenues showed good growth. Mr. Fialkowski stated there was some overtime pay for Public
Works due to the June 21, 2011 weather event. He noted the first payments of the Lake County
property tax receipts were received in this month.
Trustee Seiden stated it is good to see the combination of February -March sales tax being greater
than the same period during the past two years. He noted the trend appears to be going,in the
right direction.
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July 18, 2011
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Trustee Farkas questioned if there was any indication of how the Lake Cook Road closure is
affecting sales. Mr. Fialkowski explained due to the lag time between sales and Village receipt
of tax payments, the effect has not yet been present. He did agree that likely the Village would
see the effects shortly. He hopes the building permit revenues will help offset some of the
impact. Mr. Fialkowski urged residents to patronize Deerfield businesses, especially those in the
construction zones.
MANPOWER APPOINTMENTS Mayor Rosenthal thanked Nort Wasserman
for his work on the Plan Commission and
contributions to the Village. With his resignation from the Plan Commission, Mayor Rosenthal
nominated Jim Moyer, presently on the Board of Zoning Appeals, to fill the open seat. Trustee
Seiden made a motion to approve the appointment of Jim Moyer to the Plan Commission.
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,
OBJECTIVES — PUBLIC WORKS AND Barbara Little, presented highlights from the
ENGINEERING departmental objective report over the past six
months, including the capital improvement
program. The engineering department continues to review commercial and residential
development plans. The department personnel also process all tree removal applications. The
department also tries to obtain funding from outside sources for projects including the pedestrian
underpass, sidewalks and road rehabilitation. The Carlisle - Carriage Way improvement project
and the Deerfield Road underpass project are nearing completion and several projects are soon to
get underway.
Ms. Little stated the street department plowed 56 inches of snow. The Village has also taken
measures to become a Tree City USA. In March, the first presence of Emerald Ash Borer
arrived in Deerfield. The department presented an action plan to the Board and is surveying
trees in the community.
The water department completed flushing the fire hydrants and is in the process of completing
the water leak survey. The water meter upgrade program continues and Ms. Little noted in the
last month the need to respond to storms has reduced the meter replacement effort, but been
important for public safety.
Wastewater Reclamation Facility construction has been underway since January and is 18
percent completed. The June 21, 2011 storm severely impacted the Wastewater Reclamation
Facility. The plant was without power and was being operated by a generator and Staff is
completing additional repairs that were caused, by the storm.
The sewer department completed more than 1,200 feet of sewer lining on Pine Street and
repaired and replaced many sewer structures that have been damaged due to age and salt.
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The garage division continues to keep the Village fleet on the streets. They maintain all Village
vehicles, public works equipment, the public works building and the HVAC systems.
Mayor Rosenthal expressed great appreciation for all the work of the Public Works and
Engineering Department, taking complaints because of the Lake Cook Road construction and
getting the Village through the storm difficulties. She asked Ms. Little to thank her staff and tell
them that the residents have been delighted with their response.
Trustee Benton noted the SWALCO recycling event was held at the high school. Public Works
was very much in the public eye by keeping traffic flowing and orderly.
Mayor Rosenthal asked if it would be feasible for residents to order trees for private property at a
reduced cost through the parkway tree program, due to the number of trees lost during the recent
storms. Ms. Little will also look into this option through the consortium. Trustee Oppenheim
asked if there is a limit to the number of trees the Village could get through the consortium.
PUBLIC COMMENT
REPORT AND RECOMMENDATION
There was no Public Comment.
REPORTS
Mr. Street stated the Plan Commission held a
OF PLAN COMMISSION RE Public Hearing on April 28, 2011 that was
CONSIDERATION TO PLACE A SIZE continued to June 9, 2011 to consider placing
LIMITATION ON THE MAXIMUM SIZE a cap on the maximum size of a wall size allowed
OF A WALL SIGN ALLOWED IN in commercial districts.
COMMERCIAL ZONING DISTRICTS
Trustee Farkas made a motion to accept the report
and recommendation of the Plan Commission. Trustee Benton seconded the motion. Trustee
Jester was unsure if there is a problem. Trustee Jester noted that the Wonder! sign is good and
believes the size of the facility requires a larger sign. He does not see intrusive signs in the
Village and is not convinced additional regulation is necessary.
Trustee Oppenheim believes aesthetics control signage and questioned the need for the _
recommended regulation as well. The Village adopted an Ordinance stating that wall signage
could cover no more than eight percent of a wall. The Village only has a few entities with large
walls and the Village has not granted many variations,for larger wall signs.
Plan Commission Chairman Michael Swartz stated his view of the issue is that if there is no
Special Use involved, the petitioner could have a sign up to eight percent of the wall. The Plan
Commission believes having a 250 square foot limit, with the ability to ask for a waiver, seems
to be a fair solution. Mayor Rosenthal noted the limitation gives petitioners guidance and should
be helpful.
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July 18, 2011
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Trustee Struthers noted that there is a need for more visibility in some centers, such as Cadwell's
Corner. Ch. Swartz stated that some businesses do not require Special Uses or reuse the existing
buildings. Trustee Struthers questioned what buildings would fall into the eight percent rule.
Mr. Swartz explained that it would depend on the configuration, but Home Depot would be one
building.
Trustee Struthers would not want to keep people from doing the best business they can do in
Deerfield. Trustee Benton stated that Deerfield is very user friendly for companies. The Village
is very flexible and has processes in place to allow for variances.
Trustee Oppenheim believes the current process provides good results. She believes the
Wonder! sign is proportionate and accomplishes what the company wants. She is a little
uncomfortable setting a standard that she disagrees with in certain cases. Mayor Rosenthal noted
the Village has debated signage and sign sizes for years. She restated that the proposed
recommendation is being proactive, not reactive to Wonder!.
The motion passed by the following vote:
AYES: Benton, Farkas, Seiden, Rosenthal (4)
NAYS: Jester, Oppenheim, Struthers (3)
Trustee Benton made a motion to request the Plan Commission hold a Public Hearing to consider
text amendments to the Zoning Ordinance to prohibit commercial tenant trucks from parking
near the street and functioning as advertising signs and billboards. Trustee Oppenheim 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 -27 APPROVING A An Ordinance approving a Text Amendment to
TEXT AMENDMENT TO MUNICIPAL Municipal Code section 12 — 18 and 12 - 19
CODE SECTION 12 -18 AND 12 -19 RE regarding residential waste collection. Second
RESIDENTIAL WASTE COLLECTION Reading.
Trustee Farkas made a motion to accept the Consent Agenda and 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)
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OLD BUSINESS
There was no Old Business.
NEW BUSINESS
RESOLUTION R -11 -10 OF THE Mr. Fialkowski noted the matter was anticipated
VILLAGE OF DEERFIELD DECLARING during the budget deliberations. As costs for the
ITS OFFICIAL INTENT TO REIMBURSE Wastewater Reclamation Facility and other projects
CERTAIN CAPITAL EXPENDITURES are being incurred prior to bond issuance, this
FROM THE PROCEEDS OF FUTURE resolution is required.
DEBT ISSUE (WRF)
Mr. Fialkowski provided a status report on the qualified energy bonds noting the Village will
most likely have the allocation seeded to it by the Illinois Finance Authority. The bonds are
under special provisions in the IRS code and have a maximum maturity of 16 years. The Village
will issue the bonds for 16 years. Bond Counsel advises that some project costs do not qualify
for the bonds due to direct energy savings requirements and other definitions, but the Village is
working to maximize the amount eligible.
Mayor Rosenthal asked if the rest of the money needed would also have a 16 -year issuance. Mr.
Fialkowski explained the financial advisors are looking at timing, bank qualification and other
issues and are trying to structure it so it is most favorable for the Village.
Trustee Seiden asked if the Village could ask the IRS for a determination letter in advance of the
issue. Mr. Fialkowski responded the IRS does not do that, but Bond Counsel would provide a
letter with their opinion endorsing qualification.
Trustee Jester 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)
RESOLUTION R -I I -I 1 TO Ms. Little explained that FEMA requires
PARTICIPATE IN THE LAKE COUNTY, communities to adopt a plan to prepare for
ILLINOIS ALL NATURAL HAZARDS natural hazards in order to be eligible for certain
MITIGATION PLANNING EFFORTS grants. Rather than tackle the planning with outside
consultants, the Village elected to participate with
Lake County and other Lake County municipalities in developing a plan. The County and each
municipality can adopt it if they choose. Grants can be project- or planning- related grants. Ms.
Little noted that the Village participated in 2005 and is required to update the plan because it is
more than five years old. The planning process includes ongoing interaction with public,
assessing hazards, profiling hazards, evaluating problems, collecting data from resident
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July 18, 2011
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population and preparing mitigation strategies including prevention and property protection.
Ultimately the County will prepare a draft plan for presentation to other communities in hopes
they will adopt it. The public is encouraged to participate in the process through a survey which
is currently available online. A link to the survey will be added to the Village website. Aside
from staff time, there is no cost to participate. .
Trustee Struthers made a motion to adopt the Resolution. Trustee Oppenheiim seconded the
motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim Seiden, Struthers (6)
NAYS: None (0)
AWARD OF CONTRACT FOR THE Assistant Village Engineer, Bob Phillips explained
CENTRAL AVENUE AND JUNIPER that the Illinois Department of Transportation
COURT BRIDGE REHABILITATION opened bids for the Juniper Court and Central
PROJECTS Avenue bridge rehabilitation projects on June 17,
2011. The projects will be funded 80 percent
through the federal government. The Village cost for construction and engineering is
approximately $184,477. Staff is recommending the Village approve the contracts and authorize
the Mayor to sign a letter to IDOT. Mayor Rosenthal stated that the Central Avenue project
cannot start until Deerfield Road underpass is open. She asked if IDOT was aware of this. Mr.
Phillips explained the 24 hour closures should end by the end of the month while the IDOT
projects are 45 to 60 days out. Mr. Phillips noted there may be some overlap between the Hazel
Street work and Central bridge, but staff was working to minimize it.
Trustee Oppenheim asked if staff is comfortable having both projects done by the same
contractor. Mr. Phillips explained that the Village has limited experience with the contractor but
the Village's consultant, URS Corporation, endorses their work.
Trustee Jester asked how long Central Avenue would be closed to traffic. Mr. Phillips stated
Central Avenue would be closed for 30 working days.
Trustee Jester made a motion to award the contract for the Juniper Court and Central Avenue
Bridge Rehabilitation Projects to Illinois Construction Corporation in an amount not to exceed
$295,580.36 and 530,466.36 respectively. Trustee Oppenheim seconded the motion. The
motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5)
NAYS: None (0)
ABSTAIN: Seiden (1)
AUTHORIZATION FOR MAYOR TO
Trustee Farkas made a motion to authorize
SIGN LETTER OF UNDERSTANDING
Mayor Rosenthal to sign a letter of
AND HIGHWAY PERMIT FOR
understanding and highway permit for
HIGHWAY AND TRAFFIC SIGNAL
highway and traffic signal improvements on
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July 18, 2011
Page 7 of 8
IMPROVEMENTS ON WAUKEGAN Waukegan Road by Gateway Fairview Inc.,
ROAD BY GATEWAY FAIRVIEW INC. the owner of Deerbrook Mall. Trustee
THE OWNER OF DEERBROOK MALL 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 BID Ms. Little explained the Village is replacing a 2002
FOR ONE NEW, 2012 DUMP TRUCK dump truck with a salt spreader and plow for winter.
WITH PLOW AND SPREADER The budgeted amount is $108.700. Bids were
(REPLACEMENT VEHICLE) #802 FOR opened on June 15, 2011. The low bid was from
PUBLIC WORKS Chicago International Truck. Trustee Struthers
made a motion to award the bid for one new, 2012
dump truck with plow and spreader in an amount not to exceed $105,000 to Chicago
International Truck. 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 AWARD BID Ms. Little reported that in 1993, the Village made
FOR NEW 2011 TRAILER MOUNTED a joint purchase with Deerfield Park District. They
BRUSH CHIPPER plan to replace the current brush chipper with a
modern piece of equipment. The equipment
submitted by Vermier Midwest, did not meet the specifications listed. She recommends
awarding the contract for the new trailer mounted brush chipper to Alexander Equipment
Company in an amount not to exceed $43,995. Once again, this will be a joint purchase with the
Deerfield Park District. The Village will invoice the Park District for half the cost. Trustee
Oppenheim asked what is happening to the old chipper. Ms. Little explained it would be used as
a back up.
Trustee Oppenheim made a motion to award the contract for the new 2011 trailer mounted brush
chipper to Alexander Equipment Company in an amount not to exceed $43,995. Trustee Benton
seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim Seiden, Struthers (6)
NAYS: None (0)
DISCUSSION
TRUSTEE IN THE TOWN Trustee Seiden invited residents to attend
Trustee in the Town which will be held at
Board of Trustees Meeting
July 18, 2011
Page 8 of 8
the Farmer's Market on July 30, 2011. Trustees Oppenheim and Seiden will be available to
answer questions 9:00 a.m. to noon.
SWALCO COLLECTION Mr. Street stated the SWALCO Household
Chemical Waste collection event was last Saturday.
More than 700 vehicles came through. He thanked
everyone who participated and promoted the event.
ADJOURNMENT There being no further business or discussion,
Trustee Farkas made a motion to adjourn the
meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously. The
meeting was adjourned at 8:55 pm.
APPROVED: t--,j
Mayor
ATTEST:
Village Clerk
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