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
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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.
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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
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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,
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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
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APPROVED:
Mayor