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03/19/2012March 19, 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 March 19, 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 Jenny Maltas, Assistant to the Village Manager. PLEDGE OF ALLEGIANCE Mary Lou Heinrichs, President of the Deerfield Optimist Club led those in attendance in reciting the Pledge of Allegiance. PROCLAMATION Mayor Rosenthal proclaimed the week of March 19 — March 25, 2012 as Youth Appreciation Week in the Village of Deerfield. She urged residents to provide support to middle and high school students in Deerfield. Ms. Heinrichs thanked the members of the Optimist Club that were in attendance. She stated that the Club encourages community involvement for children and gives them recognition. Doug Heinrichs, Past President of the Deerfield Optimist Club, reported that Optimist International was incorporated in 1919 and they currently have more than 3,800 clubs throughout the country. They have more than 119,000 members. The Optimist Club in Deerfield has a membership of about 35 members and they are always looking for new members. They have served more than 1,200 young people through their activities. Mr. Heinrichs stated they had six major community service projects last year. One of the organizations they support is Cancer Kids, which is a two -week camp for kids that have cancer and the Optimist Club runs a mini - Olympics at the camp. Mr. Heinrichs reported that over the last five years, they have given more than $35,000 in scholarships to Deerfield High School seniors for their community service efforts. Trustee Benton made a motion to accept the Proclamation. Trustee Struthers seconded the motion. The motion passed unanimously. PROCLAMATION Mayor Rosenthal proclaimed the week of April 8 — April 15, 2012 as National Telecommunications Week in the Village of Deerfield. Trustee Seiden made a motion to accept the Proclamation. Trustee Oppenheim seconded the motion. The motion passed unanimously. Communications Director Mary Ann Glowacz thanked the Trustees for their support and respect. Board of Trustees Meeting March 19, 2012 Page 2 of 7 MINUTES OF PREVIOUS MEETING Trustee Benton made a motion to approve the minutes from the March 5, 2012 Board of Trustees meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously. Trustee Oppenheim made a motion to approve the minutes from the February 27, 2012 Committee of the Whole meeting. Trustee Benton seconded the motion. The motion passed unanimously. Trustee Struthers made a motion to approve the minutes from the March 5, 2012 Committee of the Whole meeting. Trustee Farkas seconded the motion. The motion passed unanimously, BILLS & PAYROLL Trustee Seiden made a motion to approve the Bills and Payroll dated March 19, 2012. Trustee Farkas 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 Fialkowski presented the Treasurer's Report for the fiscal year through the end of February representing 80% of the fiscal year. He reported the sales tax for November was up 10% from the prior month. The hotel taxes as well as building permits were slightly up from this time last year, while expenditures are on budget. Overall, the General Fund is doing well but water and sewer revenue continue to have a shortfall. Trustee Seiden stated the sales tax revenue is very volatile from month to month. Mr. Fialkowski noted this is likely due to the natural fluctuation of sales. He stated there are some non - retail sales tax generators, aside from Walgreens, and some of those numbers are more cyclical. MANPOWER APPOINTMENTS Mayor Rosenthal stated the Manpower Commission recommended the following appointments to Boards and Commissions: Appearance Review Commission — Sherry Flores and Jim Hollis Board of Zoning Appeals — Karen Bezman Fine Arts Commission — Allyson Harris Manpower Commission — Susie Kessler Sustainability Commission — Brian Wolkenberg Trustee Oppenheim made a motion to accept the Board and Commission appointments. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) 1 1 Board of Trustees Meeting March 19, 2012 Page 3 of 7 PUBLIC COMMENT Barbara Solheim, 654 Warwick Road, requested the Board consider her request to keep a limited number of chickens in her backyard. She has done extensive research and she would like to have a small flock of chickens in an enclosed coup in her backyard. She noted chicken keeping is becoming more common in urban settings. Ms. Solheim noted that in 2010, Evanston enacted an ordinance to allow chickens with a permit. To her knowledge, in the year since the ordinance passed, there have not been any issues and Evanston now has six families with permitted chickens. Mayor Rosenthal thanked Ms. Solheim and requested staff to do some research on the various restrictions and healthful ways to allow chicken keeping in the Village, before it is considered for an amendment to the Municipal Code. Mayor Rosenthal stated this issue was discussed at a previous Committee of the Whole meeting, but there was no urgency at that time. Ms. Solheim noted that her property backs to Walden School and she would offer school field -trips for students to come over for age- appropriate educational seminars. REPORTS RESOLUTION R -12 -06 AND Assistant to the Village Manager Ms. Maltas reported that RECOMMENDATION FROM THE in June 2012, SWALCO and the Lake County Board SUSTAINABILITY COMMISSION RE: appointed a task force to review how the County could THE SWALCO 60% RECYCLING attain a 60% recycling rate. The task force came up with a TASK FORCE REPORT report that contains a number of recommendations. Some goals of the report are specific to the County and would not apply to Deerfield and some tasks have already been completed by the Village. The Sustainability Commission reviewed the report and is recommending priorities for the Village. SWALCO asked the member communities to approve the report with a resolution. Matt Wylie, Chairman of Sustainability Commission, stated the Commission recommended approval rather than acceptance of the report. They want to take the step to approve the report, because the Village is already taking steps to achieve many of goals in the report. The Commission recommended long and short-term goals for the Village to achieve. Chairman Wylie noted there has been a significant decrease in the amount of waste and an increase in recycling by residents since the beginning of the new Waste Management contract. Chairman Wylie reported the Commission is recommending approval, which will set in motion a commitment to mandate recycling in future years. Trustee Jester asked where the Village stands on commercial franchising and reiterated that the Village Board would like to move forward with this initiative. Ms. Maltas stated that there have been changes to the State law regarding commercial franchising over the years which may have been why the Village held off on implementation but commercial franchising is recommended as part of the Sustainability Commissions report and it will be pursued. Board of Trustees Meeting March 19, 2012 Page 4 of T Trustee Benton asked which part of the Task Force report the Village is furthest from achieving. Chairman Wylie reported that commercial franchising will be the hardest task to achieve. Trustee Struthers noted that at least one business in the Village is already trying to coordinate with other commercial establishments to implement a commercial recycling franchise. Trustee Jester noted the Village has exemplary businesses, such as Whole Foods which collects and recycles seven tons of food waste per week, and Jewel which utilizes the Chicago Food Depository truck each week. Ms. Maltas noted that if the Village implemented a commercial recycling program the commercial businesses would get better rates. Ms. Maltas stated that if the Village had a program in place, the Village would have a franchise with one company. The Board encouraged staff to start of a commercial recycling franchise in the Village. Ms. Maltas summarized that approving the report is a stronger commitment and may require further action from a future Board to meet the recommended recycling goals. Accepting the report would require less commitment from the Village. Trustee Oppenheim made a motion to approve the report and pass the Resolution. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing and OF THE PLAN COMMISSION RE: workshop on March 8, 2012 and a prefiling REQUEST FOR A SPECIAL USE TO conference on February 9, 2012 to consider a PERMIT THE ESTABLISHMENT OF A request for a Special Use to permit the TEMPORARY LIBRARY AT 7 N establishment of a temporary library at 7 North WAUKEGAN ROAD IN CADWELLS Waukegan Road in Cadwells Corners Shopping CORNERS SHOPPING CENTER Center. The Plan Commission voted 7 -0 in favor of the Special Use. Trustee Benton 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 O -12 -11 AUTHORIZING An Ordinance authorizing the sale and disposition THE SALE AND DISPOSITION OF of surplus property. Second reading. 1 1 Board of Trustees Meeting March 19, 2012 Page 5 of 7 SURPLUS PROPERTY — 2R 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) There was no Old Business. OLD BUSINESS NEW BUSINESS AUTHORIZATION TO PURCHASE Director of Public Works and Engineering, Barbara WATER METERS FROM MIDWEST Little, reported the Village has not been able to METER, INC. purchase water meters directly from Badger Meter for a number of years and the distributor in this area is Midwest Meter. She requested the Board waive the competitive bidding process and authorize the purchase of water meters from Midwest Meter, Inc. Ms. Little noted the Village budgeted $202,000 for this year and next. She requested authorization for both years. She noted more than half the Village has received new meters. She hopes to complete the replacements in the next 3 — 4 years. Ms. Little stated the Village sent 240 letters to residents over the last three weeks and has received 80 responses. Additionally, she noted the Village sent out 34 red tag letters and received 30 calls. Trustee Seiden made a motion to waive the competitive bidding process and authorize the purchase of water meters from Midwest Meter, Inc. in an amount not to exceed $202,000. 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 PURCHASE OF Communications Director Mary Ann Glowacz requested COMPUTER SOFTWARE the purchase of two modules of software that will complement the telecommunication division's current system. The first is a demographic profiling module that will allow the department to capture traffic stop data from the officers and this system helps the department manage legal requirements. The second module is for in -car mapping, which will help the department decrease response time and assist with poor addressing. She noted this is a budgeted item. Trustee Struthers made a motion to authorize the purchase of computer software from New World Systems in an amount not to exceed $20,000. Trustee Oppenheim seconded the motion. The motion passed by the following vote: Board of Trustees Meeting March 19, 2012 Page 6 of 7 AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Ms. Little reported an ATS is an automatic CONTRACT FOR THE INSTALLATION transfer switch that will turn on generators when OF ATS AT THE DEERFIELD ROAD personnel is not present. When designing the new STORM STATION TO ALDRIDGE Wastewater Reclamation Facility, the Village ELECTRIC identified that an ATS used at the WRF could be reinstalled at the Deerfield Road Storm Station; however, some electric work is necessary to move the equipment. Ms. Little noted this expenses has been budgeted for this year. The Village requested proposals from four firms. The lowest quote came from Aldridge Electric, which is a subcontractor for the Wastewater Reclamation Facility. Trustee Jester made a motion to award the contract for installation of an automatic transfer switch for the Deerfield Road pump station to Aldridge Electric in an amount not to exceed $18,700. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO SUBMIT JOINT Ms. Little reported the Village needs to put in PURCHASING REQUISITION TO a request to the State of Illinois to take part in the PURCHASE SALT UNDER THE STATE State bidding process for the joint purchase of salt. OF ILLINOIS JOINT PURCHASING She stated that several years ago, the Village CONTRACT joined a consortium with three communities and received fairly competitive prices for salt. The State process has stabilized and the consortium no longer realizes an additional savings. Two communities have already left the consortium and Village staff is recommending going with the State bid as well. Ms. Little requested authorization to purchase 2,500 tons of salt through the State bidding process with a bidder to be named after the State goes through their procurement process. Ms. Little noted the Village would store salt through the summer. Trustee Jester made a motion to submit a joint purchasing requisition to purchase salt under the State of Illinois joint purchasing contract. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) 1 I Board of Trustees Meeting March 19, 2012 Page 7 of 7 ELECTION DAY has not changed. SPRING BREAK DISCUSSION Mayor Rosenthal reminded residents that election day is tomorrow. She noted the polling place, most likely, Mayor Rosenthal noted Spring Break starts March 25, 2012. She wished those travelling safe travels. LAKE COUNTY MUNICIPAL LEAGUE Trustee Struthers noted that she and Village Manager Street recently attended the Lake County Municipal League meeting that was presented by ComEd. ComEd spoke about a proposal to set up a Joint Operations Center with a few staff members and a ComEd representative to facilitate better communications. Trustee Struthers noted ComEd wants to define an outage emergency as one that affects 300,000 customers; however, she feels 200,000 or even less, would be a more appropriate number. Trustee Struthers noted that it appears ComEd is trying hard to improve their communication with municipalities. ADJOURNMENT There being no further business or discussion, Trustee Benton made a motion to adjourn the meeting. Trustee Oppenheim seconded the motion. The meeting was adjourned at 8:50 pm. ATTEST: Village Cler APPROVED: 'IL"' e,,-,l Mayor