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