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04/16/2012April 16, 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 April 16, 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 Destination Imagination Team Manager Suzzette Jaskowiak and students from Caruso Middle School led those in attendance in reciting the Pledge of Allegiance. BEST BUY Mayor Rosenthal reported that with the announcement that Best Buy will be closing their Deerfield location, she and staff have been working on a long -term effort with the management of Deerbrook Mall to reinvigorate the property that will be announced shortly. DESTINATION IMAGINATION Team Manager Suzzette Jaskowiak noted that students from Caruso Middle School started Destination Imagination in Deerfield several years ago. Destination Imagination is an international program which allows students to learn teamwork and problem solving skills. Destination Imagination is working to help children with cancer in the United States, including the community of Deerfield. They have three goals, including raising money, awareness and hope. They created banners signed by all the Caruso Middle School students to hang in hospitals. They are hosting a Gold Ribbon Day on April 28, 2012 from 10 a.m. to 4 p.m. in downtown Deerfield. PROCLAMATION Mayor Rosenthal proclaimed April 27, 2012 as Arbor Day in Deerfield. She urged all citizens to celebrate Arbor Day and support efforts to protect the trees and woodlands. Trustee Benton made a motion to accept the Proclamation. Trustee Oppenheim seconded the motion. The motion passed unanimously. , Director of Public Works and Engineering Ms. Little presented the Village with the Tree City USA plaque. The Village will be planting a tree at Shepherd Middle School on April 27 in Board of Trustees Meeting April 16, 2012 Page 2 of 8 honor of Arbor Day and the school's 50th anniversary. PROCLAMATION Mayor Rosenthal proclaimed April 22, 2012 as Earth Day in Deerfield. Trustee Oppenheim made a motion to accept the Proclamation. Trustee Benton seconded the motion. The motion passed unanimously. Sustainability Commission Chairman, Matt Wylie, stated that they are excited to work on a program with the students, to help educate them as well as other residents about the negative effects of vehicular idling. PROCLAMATION Mayor Rosenthal proclaimed May 6, 2012 as Breathe Deep Deerfield Day. Event Coordinators Susan Bersh and Jill Feldman spoke about the Lungevity Foundation and the events that will take place on May 6, 2012. They will hold a five mile fun run, 1 -mile walk and balloon launch to bring the community together to raise funds and awareness for lung cancer. Trustee Seiden made a motion to adopt the Proclamation. Trustee Struthers seconded the motion. The motion passed unanimously. RECOGNITION Mayor Rosenthal thanked Michael Swartz for 30 years of outstanding service to the Village of Deerfield, including chairing the Plan Commission twice, serving on the Village Board and working on numerous special projects. The Mayor and Board of Trustees presented Mr. Swartz with a gift as a token of their appreciation. MINUTES OF PREVIOUS MEETING Trustee Struthers made a motion to approve the minutes from the April 2, 2012 Board of Trustees meeting with minor corrections. Trustee Oppenheim seconded the motion. The motion passed unanimously with Trustee Farkas abstaining. BILLS AND PAYROLL Trustee Seiden made a motion to accept the Bills and Payroll dated April 16, 2012. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) MANPOWER APPOINTMENTS Mayor Rosenthal supported the Manpower Commission's recommendation and appointed Dave Bennett as Ex- Officio member of the Board of Police Commissioners. Trustee Oppenheim made a motion to accept the Manpower Commission appointment. Trustee Benton seconded the motion. The motion passed by the following vote 1 1 1 Board of Trustees Meeting April 16, 2012 Page 3 of 8 AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) TREASURER'S REPORT Finance Director Fialkowsi presented the Treasurer's Report for the fiscal year through the end of March, representing 11 months or 92 percent of the fiscal year. The sales tax report for March, representing December sales, showed a substantial increase from the previous month as well as for the same month over the past two years. There was a 27 percent increase over December, 2011. Mr. Fialkowski noted building permits have slowed down but are still over budget. Overall expenditures are primarily below budget and operating revenues are above projections. REPORT OF DEPARTMENTAL Finance Director Fialkowski presented highlights OBJECTIVES — FINANCE from the report of departmental objectives for the Finance Department. He noted the Village successfully closed another bond issuance, developed a Fund Balance Policy and securely destroyed a number of old financial records. Mr. Fialkowski reported the Village received the Government Finance Officers Association's Award for the Village's most recent Comprehensive Annual Financial Report. Mr. Fialkowksi thanked Assistant Finance Director Erik Burk and Village Accountant Rich Jett for their assistance on this comprehensive report. PUBLIC COMMENT There were no Reports. There was no Public Comment. REPORTS CONSENT AGENDA There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE 0 -12 -14 ADOPTING THE BUDGET OF THE VILLAGE OF DEERFIELD FOR THE FISCAL YEAR BEGINNING MAY 1, 2012 AND ENDING APRIL 30, 2013 meeting staff was instructed to reduce exI An Ordinance adopting the budget of the Village of Deerfield for the fiscal year beginning May 1, 2012 and ending April 30, 2013. Second Reading. Mr. Fialkowski stated at the last Board of Trustees )enditures so there would be no increase in the 2012 Board of Trustees Meeting April 16, 2012 Page 4 of 8 General Fund tax levy . The Police Department was able to reduce personnel expenditures without impacting operations in order to achieve this savings. Mr. Fialkowski stated the proposed property tax levy includes the debt service for 2012. In December, when the actual 2012 levy is considered, staff will further review the Village's financial position to determine if property tax levy abatements are possible. Trustee Seiden stated he will vote no on the budget because of the poor economy. Two years ago, the Village implemented an electric utility surcharge, a telecommunication surcharge and an increase in the real estate tax levy. There was also additional debt issued in the amount of $5 million. He would like the telecommunication and electric surcharges to be reduced. He is disappointed the Village has not decreased spending to help reduce the real estate taxes. Trustee Farkas noted the Village has done everything possible to keep expenditures down while maintaining a high quality of service residents expect. Trustee Struthers made a motion to adopt the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5) NAYS: Seiden (l) ORDINANCE 0 -12 -15 AMENDING THE An Ordinance amending the Municipal Code MUNCIPAL CODE OF THE VILLAGE of the Village of Deerfield and establishing user OF DEERFIELD AND ESTABLISHING fees for residential refuse and recycling collection. USER FEES FOR RESIDENTIAL Second Reading. REFUSE AND RECYCLING COLLECTION — 2R Mr. Fialkowski noted the garbage collection contract has a built in escalator based on the Consumer Price Index and there will be a 2.5 percent increase this year, which works out to be approximately $0.16 per month. Mr. Farkas made a motion to adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5) NAYS: Seiden (1) ORDINANCE 0 -12 -16 AMENDING THE An Ordinance amending the Municipal Code of the MUNICIPAL CODE OF THE VILLAGE Village of Deerfield for certain water and sewer rate OF DEERFIELD FOR CERTAIN WATER increases. Second Reading. AND SEWER RATE INCREASES — 2R Mr. Fialkowski stated there is a 2.5 percent increase in the water rate and a 10 percent increase in the sewer rate to offset the deficit in these funds. Board of Trustees Meeting April 16, 2012 Page 5 of 8 Trustee Oppenheim made a motion to adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Struthers (5) NAYS: Seiden (1) ORDINANCE 0 -12 -17 AMENDING THE An Ordinance amending the wage and salary plan. WAGE AND SALARY PLAN — 2R Second Reading. Trustee Oppenheim made a motion to 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) RESOLUTION R -12 -9 ADOPTING A A Resolution to adopt a fund balance policy. FUND BALANCE POLICY Trustee Oppenheim made a motion to adopt the Resolution. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) NEW BUSINESS ORDINANCE 0 -12 -18 AMENDING An Ordinance amending and revising the annual AND REVISING THE ANNUAL budget of the Village of Deerfield for the fiscal year BUDGET OF THE VILLAGE OF beginning May 1, 2011 and ending April 30, 2012. DEERFIELD FOR THE FISCAL YEAR BEGINNING MAY 1, 2011 AND Finance Director Fialkowski recommended ENDING APRIL 30, 2012 amending the budget because the Walgreens sales tax incentive line item within the General Fund was budgeted at $1,400,000 but will actually be $2,150,000. He does not want the Village to be over budget even though it is very positive for the Village. Trustee Benton made a motion to waive the First Reading of the Ordinance. Trustee Oppenheim seconded the motion. The motion passed unanimously. Trustee Seiden made a motion to adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Board of Trustees Meeting April 16, 2012 Page 6 of 8 ORDINANCE AUTHORIZING THE An Ordinance authorizing the sale and disposition SALE AND DISPOSITION OF CERTAIN of certain surplus personal property owned by the SURPLUS PERSONAL PROPERTY Village of Deerfield. First Reading. OWNED BY THE VILLAGE OF DEERFIELD — 1R Assistant to the Village Manager Ms. Maltas reported the Village recently replaced 14 computers that were in use by the Police Department for more than five years. The Village is looking for a not - for - profit organization that can utilize them. ORDINANCE AMENDING THE An Ordinance amending the Municipal Code of the MUNICIPAL CODE OF THE VILLAGE Village of Deerfield and establishing an OF DEERFIELD AND ESTABLISHING infrastructure impact fee. First Reading. AN INFRASTRUCTURE IMPACT FEE Management Analyst Andrew Lichterman reported, as discussed at the February 27, 2012 Committee of the Whole meeting, staff is recommending a one half of one percent infrastructure fee on the estimate cost of construction and demolition. He noted the revenues would be deposited into the Infrastructure Replacement Fund and help pay for street rehabilitation and construction. Mr. Lichterman noted the fee would help offset the stress and increased demand that large construction trucks have on the Village roadway. Trustee Struthers asked if there was any way to quantify the amount the Village is collecting in comparison to the amount paid due to the damage caused by the heavy trucks. Mr. Lichterman stated that the damage is incremental and not related to any one single construction project. Trustee Oppenheim asked if the fee will affect those already performing construction. Mr. Lichterman stated the recommendation is for the fee to take effect June 1, 2012. He noted if the Village receives a complete and acceptable application on or before June 1, 2012, the fee would not be assessed. He also noted public entities are exempt from building permit fees. AUTHORIZATION TO AWARD Assistant Village Engineer, Bob Phillips, reported CONTRACT FOR THE 2012 STREET the Village is planning to reconstruct ten streets. REHABILITATION PROJECT Eight bids were received. The high bid was $2,568,000 and the low bid was $1,928,000. A- Lamp Concrete Contractors, the lowest bidder, will be able to do the work in- house. Mr. Phillips requested the Board award the contract for the budgeted amount of $2,000,000 for the 2012 Street Rehabilitation. Trustee Jester made a motion to award the 2012 Street Rehabilitation Project contract to A -Lamp Concrete Contractors in an amount not to exceed $2,000,000. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) L Board of Trustees Meeting April 16, 2012 Page 7 of 8 AUTHORIZATION TO RETAIN AECOM Director of Public Works and Engineering, Barbara TO PROVIDE ENVIRONMENTAL Little, reported the Village was approached by two CONSULTING SERVICES local businesses to institute a more complex limited ground water restriction Ordinance. She stated the current Ordinance prohibits the installation of new wells within Village limits. The businesses that have approached the Village are dry cleaners. The requirements for chemical disposal have been revised and are more stringent than in the past. Ms. Little noted that in the past, there has often been contamination in the vicinity of the dry cleaners. One way they can limit exposure of contamination to the site is to institute a limited use of ground water in the area, and it is proposed that new wells be prohibited within 250 feet of these businesses. The Village would like to retain the services of AECOM to review the documents on behalf of the Village and ensure the IEPA requirements have been met. Trustee Seiden asked what would happen if AECOM said no. He questioned whether the Village would get reimbursed. Mr. Coblentz noted that AECOM would advise the Village Board about the environmental conditions of the site. This is designed to be a site specific risk assessment program. He noted the Village could add a supplemental agreement which would give additional financial indemnities and put protections in place. Trustee Farkas made a motion to enter into an environmental consulting services agreement with AECOM in an amount not to exceed $7,800. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) RESOLUTION R -12 -10 REALLOCATING Village Manager Street reported this reallocation is 2012 VOLUME CAP TO THE VILLAGE done through a partnership with Lake County. The OF BUFFALO GROVE, ILLINOIS last time the Village participated was 2008. Trustee Oppenheim made a motion to adopt the Resolution. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) DISCUSSION TEMPORARY SIGN Trustee Seiden noted the temporary sign for Rosebud has been removed. He thanked the business for listening to public opinion. Trustee Seiden noted Rosebud recognized many residents did not like the sign. Board of Trustees Meeting April 16, 2012 Page 8 of 8 ELECTRIC AGGREGATION Mayor Rosenthal reported a press conference CONSORTIUM on electric aggregation will be held tomorrow at 2:00 PMi at the Skokie Village Hall to announce the Consortium's electricity supply rate. LAKE COOK ROAD IMPROVEMENTS Mayor Rosenthal stated that the Cook County Highway Department would hold a meeting about the 2013 Lake Cook Road improvements on April 24, 2012 at 2:00 PM at the Village Hall. COMMITTEE OF THE WHOLE Village Manager Street stated there would be a Committee of the Whole meeting next Monday at 6:00 PM. ADJOURNMENT There being no further business or discussion, Trustee Struthers made a motion to adjourn the meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:58 pm. APPROVED: Mayor ATTEST: Village Clerk 1