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01/17/2012January 17, 2012 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 January 17, 2012 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 Mayor Rosenthal led those in attendance in reciting the Pledge of Allegiance. MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the January 3, 2012 Board of Trustees meeting. Trustee Struthers seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Seiden made a motion to approve the Bills and Payroll dated January 17, 2012. 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 Finance Director, Bob Fialkowski presented highlights from the Treasurer's Report through the end of December representing 2/3 of the fiscal year. September was another good sales tax month and building permit revenues were above projections. The Village is at full employment and following an earlier discussion with Moody's rating service, Mr. Fialkowski anticipates the Village keeping the AAA bond rating status. REPORT ON DEPARTMENTAL Ms. Little highlighted some of the accomplishments OBJECTIVES — PUBLIC WORKS AND of the Public Works and Engineering Departments. ENGINEERING Some of the street programs over the past six months included Hazel Avenue and Village -wide street work, Carlisle and Carriageway, Central Avenue and Juniper Court bridges, the Lake Cook Road and Deerfield Road reconstruction projects and the pedestrian underpass project. Ms. Little noted that a number of these programs were substantially funded by outside sources. Board of Trustees Meeting January 17, 2012 Page 2 of 7 Ms. Little stated the street department has not been as busy with snow removal as in the past; however, there were two significant wind storms last summer and the department's efforts were substantial. The street sign maintenance program is underway. Tree maintenance included more than 200 parkway trees. The water department experienced a few more water main breaks this year than in prior years. The Orion meter replacement program is ongoing. The department completes about 50 — 60 meter changes per month. The Wastewater Reclamation Facility personnel have been busy working on the satellite facilities as well as the main facility. The Deerbrook Mall lift station is well underway. The Village continues to make progress on the Wastewater Reclamation Facility project. The Village is on target to reach the first milestone at the WRF in March, 2012. The sewer department will oversee sewer lining on Hazel and Woodvale. The Public Works department has replaced more than 80 frames and covers. The Village's consultant is preparing to conduct smoke testing in the northwest quadrant. The garage division takes care of the public works, police and administration vehicles. Garage personnel put together specifications and bid out five equipment vehicles, all of which have been received. The Village continues with green programs, including a rain garden later this year. The Village applied for Tree City USA. Public Works personnel oversee a number of recycling events and recycle the leaves collected in the fall as well as the WRF sludge. Mayor Rosenthal noted that Lake County expressed interest in funding construction on Deerfield Road. She asked what that would mean to the Village. Ms. Little believes a discussion would be beneficial in a Committee of the Whole meeting, but she has not yet received materials from the Lake County Department of Transportation. Mayor Rosenthal noted that some communities are passing ordinances to prohibit ash trees from being planted in their Villages. She asked if certain species should not be allowed in the Village. Ms. Little is not aware of anyone who is looking to plant ash trees at this time. Trustee Oppenheim noted that ash trees are very difficult to find right now. Mayor Rosenthal believes that would be another good topic for a future meeting. Trustee Oppenheim asked about the increase in water main breaks. She asked if a specific area is driving the increase. Ms. Little noted the water main breaks are spread throughout the Village. PUBLIC COMMENT There was no Public Comment. REPORTS 1 1 1 Board of Trustees Meeting January 17, 2012 Page 3 of 7 There were no Reports. There was no Consent Agenda. CONSENT AGENDA OLD BUSINESS REPORT RE: TEXT AMENDMENT TO Kathy LeVeque noted this discussion would be a THE ZONING ORDINANCE FOR continuation from the December 19, 2011 Board of ALTERNATIVE ENERGY, INCLUDING Trustees meeting. The Board asked for a few WIND, SOLAR AND GEOTHERMAL changes to the Text Amendments, including ENERGY SYSTEMS requiring a Special Use for all wind turbines in residential districts. She noted Walgreens has indicated they may be interested in installing a wind turbine on their campus. It would be a small, free - standing unit. Trustee Oppenheim asked whether staff would measure the ambient noise level or if the petitioner would submit something to the Village. Ms. LeVeque stated they would ask the petitioner to submit information from the manufacturer. In addition, the Village would purchase a measurement device to have the ability to verify sound levels. Trustee Farkas noted there may be concerns, but this is brand new technology. He believes this is a good way to start, and there may be tweaks needed in the future, as with any innovative technology. Trustee Oppenheim made a motion to ask the Village attorney to prepare an Ordinance. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) NEW BUSINESS ORDINANCE AMENDING THE ZONING ORDINANCE OF THE VILLAGE OF DEERFIELD TO AUTHORIZE CHILD ENRICHMENT CENTERS AS A SPECIAL USE IN THE R -1 SINGLE FAMILY RESIDENTIAL DISTRICT— 1R Mayor Rosenthal reported that the Village was asked to review the traffic on Pine Street. Chief Sliozis noted that a resident spoke with Deputy Chief Keene about the traffic. Mayor Rosenthal stated this would stand as a First Reading of the Ordinance. Board of Trustees Meeting January 17, 2012 Page 4 of 7 ORDINANCE AUTHORIZING A Adam More, owner of Starland, requested a few SPECIAL USE FOR A CHILD - clarifications. He noted that for the summer ENRICHMENT CENTER AT 445 PINE camp, they requested 60 students per hour STREET ,STARLAND) — 1 R indoors and 50 students for the outdoor camp, for a total of 110 children. Mayor Rosenthal stated this would stand as a First Reading. AUTHORIZATION TO EXECUTE Village Manager, Mr. Street noted this is the most AGREEMENT WITH SAC WIRELESS cost effective proposal received. Village Attorney, FOR VILLAGE HALL MONOPOLE Mr. Coblentz added that SAC Wireless has done a MAINTENANCE lot of work in the area and are very well respected. Trustee Jester made a motion to authorize the agreement with SAC Wireless for the Village Hall monopole maintenance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) ORDINANCE AMENDING SECTION Assistant to the Village Manager, Ms. Maltas noted 12 -18 (RESIDENTIAL WASTE there was one section in the Deerfield Municipal COLLECTION) OF THE DEERFIELD Code that was mistakenly removed when the waste MUNICIPAL CODE — I R collection agreement was made. This will stand as a First Reading. AUTHORIZATION TO AWARD THE Assistant Director of Public Works, Brad Fink ENGINEERING DESIGN FOR THE reported the Pfingsten Road lift station was installed IMPROVEMENTS TO THE PFINGSTEN in 1991. It services office buildings on the ROAD LIFT STATION southeast side of Lake Cook Road and Pfingsten. In 2007, the original pumps reached the end of their life cycle and were replaced. Unfortunately a year later, the Village started experiencing excessive plugging attributed to c -fold towels, rags and wipes. The Village met with property owners and educated them about what cannot be flushed. The property owners took some. measures that helped the situation but did not alleviate it completely. In 2009, the Village decided to replace the pumps with a chopper -style pump from Illinois Pump. Unfortunately, the problem still exists. Staff believes an engineer should help design improvements and Linn Tech provided the best proposal for the project. This project is budgeted in this year's budget and staff is requesting the Board award the engineering design for the improvements to the Pfingsten Road lift station to Linn Tech Engineering in an amount not to exceed $12,000. Mayor Rosenthal stated the Village paid $4,100 in 2007 and we are still having issues. She questioned if there is any obligation on the part of the contributing properties not to abuse the system when the Village provides sewer service. Mr. Coblentz reported there are Ordinances stating what can be placed in the sewer system. One issue is determining who is responsible for the problem. Board of Trustees Meeting January 17, 2012 Page 5 of 7 Mr. Fink noted the issue is not specific to this lift station; rather, it is developing throughout the Village. Trustee Farkas asked if there is a filter that could catch the heavy debris before it gets into a pump. Mr. Fink explained they had a makeshift filter, but it did not alleviate the problem because the debris needed to be removed every six hours. Mayor Rosenthal asked if the Village could send a letter to the property owner stating that the Village is being forced to spend $200,000 because of abuse to the system and ask them for an assessment. Mr. Coblentz noted that when the issue first came up, a potential surcharge was discussed. Trustee Oppenheim stated it would be less defensible because it is happening throughout the Village. Trustee Struthers asked what other communities do when they run into similar problems. Mr. Fink reported that other communities install a chopper pump. Wastewater Reclamation Facility Supervisor, Frank Cisek believes the property owners did the best they could. Staff is requesting to upgrade the station, including replacing the controls and upgrading the power to alleviate the current situations. Mayor Rosenthal noted that the Village spent $18,000 since 2007 and is now looking to upgrade equipment at a cost of approximately $200,000. She is hoping to recoup some of the costs. Trustee Farkas would like to see staff further investigate how other communities deal with this issue and then to produce a report for the Board. Trustee Jester questioned what would be designed. Mr. Fink noted the Village sent out an RFP and the scope of the work was in the RFP. Trustee Oppenheim asked if staff foresees any issues at the other pumping stations. Mr. Cisek noted the only station left to do is Wilmot Road. Mayor Rosenthal asked the Village attorney and staff to provide a report on the matter, including a surcharge. Trustee Seiden made a motion to award the engineering design for improvements to the Pfingsten Road lift station to Linn Tech Engineering in an amount not to exceed $12,000. Trustee Benton seconded the motion. Trustee Jester would not be inclined to vote until he sees what was asked of Linn Tech. Trustee Jester asked to see the RFP. The motion passed by the following vote: AYES: Benton, Farkas, Oppenheim, Seiden, Struthers (5) NAYS: Jester (1) AUTHORIZATION FOR MAYOR TO Mr. Fink explained the Village was awarded SIGN INTERGOVERNMENTAL $10,778 of the $21,556 total project cost to AGREEMENT BETWEEN DEERFIELD install a rain garden at the Metra lot on Sunset Board of Trustees Meeting January 17, 2012 Page 6 of 7 AND THE LAKE COUNTY Court and Elm Street. The rain garden would be STORMWATER MANAGEMENT designed to filter storm water before it goes into COMMISSION FOR THE DEERFIELD the Chicago River. Upon successful completion SUSTAINABLE STORMWATER BEST of the project, the EPA would reimburse the MANAGEMENT PRACTICES Village 50% of the cost, up to $10,778. Staff is requesting the Board approve the intergovernmental agreement between the Village and the Lake County Stormwater Management Commission. Mayor Rosenthal asked about the purpose of the rain garden. Mr. Fink reported that the rain garden would help filter the water that currently drains into the storm sewer along with antifreeze and oil. The Board discussed various aspects of the project including cost - share, maintenance and environmental benefit. Trustee Oppenheim made a motion to authorize Mayor Rosenthal to sign an intergovernmental agreement between the Village and the Lake County Stormwater Management Commission for the Deerfield sustainable stormwater best management practices. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5) NAYS: Seiden (1) APPROVAL OF WASTEWATER Ms. Little summarized the change order in the RECLAMATION FACILITY amount of $10,109. She noted there were eight, IMPROVEMENT CHANGE ORDER individual items that comprised the amount. The NUMBER 8 total change orders add up to $69,373 or .2% of the original contract price. Ms. Little stated she is cautiously optimistic the project will continue as it has been going. Trustee Seiden made a motion to approve Wastewater Reclamation Facility improvement change order number eight in an amount not to exceed $10,109. Trustee Oppenheim seconded the motion. Trustee Farkas asked about the current level of completion. Ms. Little noted the facility is about just over 50 percent complete. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) DISCUSSION THANK YOU Trustee Struthers thanked the street department for their efforts during the recent snow storm. ADJOURNMENT There being no further business or discussion, 1 Board of Trustees Meeting January 17, 2012 Page 7 of 7 Trustee Oppenheim made a motion to adjourn the meeting. Trustee Struthers seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:50 pm. ATTEST: Village Cler 1 1 APPROVED: Mayor