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08/06/20121 1 August 6, 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 August 6, 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 Judy Kolman, Village Attorney with Rosenthal, Murphey, Coblentz and Donahue and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE reciting the Pledge of Allegiance. EMPLOYEE RECOGNITION Public Works employees Robert Anderson, William Ernst and Derrick Gehrke led those in attendance in Mayor Rosenthal recognized three employees in honor of their 25 year anniversaries and the Village Board presented them with a gift. Mr. Anderson has worked in the Wastewater Reclamation Facility Division for 25 years. He thanked the Village for the opportunity. Mr. Ernst has worked in the Street Division for 25 years. He thanked the Village and noted it has been a privilege and honor. Mr. Gehrke has worked in the Water Division for 25 years. He enjoys working for the Village and is fortunate to be in a field he enjoys. MINUTES OF PREVIOUS MEETING Trustee Faraks made a motion to approve the minutes from the July 17, 2012 Board of Trustees meeting. Trustee Benton seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Seiden made a motion to approve the Bills and Payroll dated July 16, 2012. Trustee Oppenheim 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 August 6, 2012 Page 2 of 7 REPORT ON DEPARTMENTAL Director of Public Works and Engineering, Barbara OBJECTIVES — PUBLIC WORKS AND Little, provided highlights from the departmental ENGINEERING objectives report. Ms. Little stated staff has assisted in a number of projects over the past six months. She noted the capital improvement and street rehabilitation programs have gone smoothly. In about two weeks, the Village will begin construction on the Linden Avenue reconstruction project. There are several capital projects in the design phase, including the Deerfield Road project. The wastewater treatment plant construction is well underway and approximately 80% of the project is complete at this time. More than 88% of the construction waste from this project has been diverted from landfills and has been recycled. The substantial completion date for this project is December. Ms. Little reported that public works personnel started a pilot study that investigates the condition of the underground sanitary sewers. Approximately 14,000 feet of sewer was visually inspected with a camera in one week. Defects will be evaluated to create a rating of the pipeline. The Water Division continues to upgrade meters into the Orion system. More than 4,000 water meters have been replaced. She noted all of the Village's hydrants have been flushed. The odd /even sprinkling restrictions remain in effect until September 15. The mild winter allowed the Village to reduce the salt use. The Village has removed a number of ash trees. Letters were sent out last week to remove an additional 35 trees in the southwest quadrant. The next round of ash tree removals will begin on August 13, 2012. The Street Division has been busy with concrete and asphalt seasonal repairs. The Garage Division has kept equipment in good working order. They have assisted in evaluating the stump grinders for safety and reliability. Mayor Rosenthal asked about inspection of fire suppression systems in buildings. Ms. Little stated the Deerfield- Bannockburn Fire Protection District conducts regular inspections and noted alarm companies and sprinkling companies also do inspections to ensure the systems are in good working order. PUBLIC COMMENT There was no Public Comment on non - agenda items. There were no Reports. REPORTS CONSENT AGENDA Board of Trustees Meeting August 6, 2012 Page 3 of 7 There were no items on the Consent Agenda. OLD BUSINESS PUBLIC HEARING RE: 303 TAXI A Public Hearing to consider the request of 303 REQUEST TO INCREASE THE Taxi to increase the number of licensed cabs in NUMBER OF LICENSED CABS IN Deerfield from 39 to 45. DEERFIELD FROM 39 TO 45 PUBLIC HEARING RE: AMERICAN TAXI REQUEST TO INCREASE THE NUMBER OF LICENSED CABS IN DEERFIELD FROM 33 TO 40 Public Hearing. Trustee Farkas seconde A Public Hearing to consider the request of American Taxi to increase the number of licensed cabs in Deerfield from 33 to 40. Trustee Oppenheim made a motion to open the J the motion. The motion passed unanimously. Jim Antoneule from 303 Taxi stated they are growing and have taken on new business. He noted the company has been in business since 1946. Jim Buer of American Taxi, stated the company started with two cabs in Northbrook and has grown to over 800 cabs servicing 300 communities. They have cameras installed to ensure all rules are followed and the correct person is driving the vehicle. Each cab has $500,000 insurance, which is double the State requirement. They have grown 20% over the past few years. Trustee Benton stated the Village requires all cab companies operating in the Village to participate in the senior taxi program. Trustee Seiden suggested, with the increased licenses and increased profit, to have the taxi companies pay $1 for each senior voucher while the Village would pay $4. Mr. Buer stated the driver gets all the money for the voucher. American Taxi is in 300 communities with 180 senior programs. Mr. Buer noted it would be hard to justify a reduction in the voucher for seven additional licenses. Mr. Antoneule stated it is difficult because of the cost of bookkeeping, gas and other overhead. Trustee Benton noted the charge to taxi companies operating out of O'Hare have increased as well. Trustee Oppenheim appreciates that the companies that are courteous to our seniors and participate in the voucher program. Mayor Rosenthal noted she has received reports from residents about drivers smoking in the cabs. Management Analyst Lichterman reported he sent notices of violations to the taxi companies and asked for the appropriate follow -up. Heidi Bask, Sales Representative with American Taxi, reported the offending drives have been restricted from the train station for three months. Those drivers will have to pay a fine and have a hearing. Mr. Antoneule stated one of the smoking offenders is no longer with his company and the others will be called in for a hearing. Board of Trustees Meeting August 6, 2012 Page 4 of 7 Trustee Struthers made a motion to close the Public Hearing. Trustee Benton seconded the motion. The motion passed unanimously. Trustee Oppenheim made a motion to grant the additional licenses as requested. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Margie Stone, 531 Hermitage, noted she continues to see smoking violations around town. She will continue to provide the violator's information to the Village. Ms. Stone asked the Board to not grant the additional licenses until all vehicles are in compliance with the smoke -free laws in the Village and the State. She believes licenses should be revoked for vehicles not in compliance. Mayor Rosenthal thanked Ms. Stone for her efforts and encouraged her to continue to provide reports of violators to the Village. NEW BUSINESS ORDINANCE AMENDING THE Assistant to the Village Manager, Jennifer Maltas, MUNICIPAL CODE OF THE VILLAGE reported the purchasing manual was last OF DEERFIELD RE: COMPETITIVE updated in 1991. She noted staff is recommending BIDDING AND PURCHASING - 1 R revisions to the limits of the Village Manger's purchasing authority. Staff is requesting the bid limit be increased from $10,000 to $20,000 as prices have changed over time. This will allow more flexibility and reduce costs associated with going through the bid process on routine items. Staff is also recommending allowing the Village Manager to authorize the disposition of surplus personal property up to $10,000. She noted if the Board agreed with the changes to the Ordinance, staff would present a Resolution to the Board for approval of the proposed purchasing policy at the next meeting. First Reading was held. ORDINANCE AUTHORIZING THE Ms. Maltas reported the Village had to switch DISPOSITION OF CERTAIN SURPLUS phone carriers in response to Nextel removing their PERSONAL PROPERTY OWNED BY cellular tower in the Village. The Village phone THE VILLAGE OF DEERFIELD — 1 R service was switched to Verizon and the old phone equipment has become obsolete. Ms. Maltas requested the Board authorize staff to properly recycle the excess equipment. Trustee Jester noted the Chamber of Commerce has a cellular device recycling program. Ms. Maltas responded that staff will explore all the possible recycling options. First Reading was held. RESOLUTION R -12 -14 ADOPTING THE Assistant Director of Public Works, Brad Fink, LAKE COUNTY ALL NATURAL stated the Village last adopted the Lake County All HAZARDS MITIGATION PLAN Natural Hazard Mitigation Plan in July 2006. The Board of Trustees Meeting August 6, 2012 Page 5 of 7 Federal Emergency Management Agency requires this plan to be adopted for the municipality to be eligible for hazard mitigation funds. The plan identifies activities to help reduce safety and health hazards as well as property damage caused by natural disasters. The plan was recently updated by Lake County and many of the participating municipalities. The group met throughout the year and formulated county -wide goals. Some of the initiatives for the Village include becoming a member of the Illinois Municipal Aid Network, implementation of the Watershed Development Ordinance, and participation in Tree City USA. Staff is requesting the Board adopt the 2012 Lake County all Natural Hazards Mitigation Plan. Trustee Jester made a motion to adopt the 2012 Lake County All Natural Hazards Mitigation Plan. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Assistant Village Engineer, Bob Phillips, reported SLUDGE REMOVAL CONTRACT the Village is required to remove sludge from the Wastewater Treatment Plant two times per year, in accordance with the IEPA permit. The Village's current contractor, Stewart Spreading, extended their price in 2011 and has agreed to extend it another year. Trustee Jester made a motion to waive the competitive bidding process and award the 2012 sludge removal contract to Stewart Spreading in the amount of $18.75 per cubic yard in an amount not to exceed $40,000. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD A Mr. Phillips reported the Warwick Road pump CONTRACT FOR WARWICK ROAD station was built in 1989 and is designed to PUMP STATION IMPROVEMENTS operate in inclement weather conditions, but the pumps have not been replaced since the original construction. The Village requested four proposals. The low bidder was Illinois Pump in the amount of $71,286. The Village budgeted $65,000 this year. Mayor Rosenthal questioned whether the bid price was good. Mr. Phillips noted the bids were very tightly grouped. Trustee Benton made a motion to award the contract for the Warwick Road pump station improvements to Illinois Pump in an amount not to exceed $71,286. Trustee Oppenheim 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 August 6, 2012 Page 6 of 7 AUTHORIZATION TO ENTER INTO AN Police Chief Sliozis reported the Police Department INTERAGENCY AGREEMENT WITH is seeking authorization to enter into an interagency MULTIPLE LAW ENFORCEMENT agreement to investigate ruse burglaries. In 2011, AGENCIES TO CREATE A "RUSE more than 90 burglaries were committed in Lake BURGLARY" TASK FORCE County. Some agencies have banded together to create a Ruse Burglary Task Force. The Village would dedicate an officer to the group and the cost would be the officer's salary. Chief Sliozis stated the Village could opt -out or recall the officer at any time. Chief Sliozis noted the Village has had two ruse burglaries this year. Trustee Jester noted only three Lake County communities would be contributing a full time officer. Chief Sliozis stated that some communities are choosing not to participate for various reasons but can join at a later date. He noted the emphasis would be on the participating agencies. Trustee Jester noted three Villages would be making a one -year contribution while 50 municipalities would benefit. Chief Sliozis stated one benefit of the task force is that it will allow officers to follow offenders across jurisdictional boundaries and provide additional protection for the Village. Trustee Farkas added there is some benefit from sharing information across communities as well. Trustee Farkas made a motion to enter into an interagency agreement with multiple law enforcement agencies to create a ruse burglary task force. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) DISCUSSION REMINDER Trustee Farkas reminded staff that the Trustees are frequently contacted by residents with various concerns. He stated the residents want a timely response and asked staff to keep that in mind. ELECTRIC BILLS Mayor Rosenthal noted resident should have received their first ComEd bill reflecting the savings from the supply switch to MC Squared Energy Services. She estimated her bill was reduced by $62 due to the supplier switch. She thanked staff for their hard work on the electric aggregation program. ADJORNMENT There being no further business or discussion, Trustee Farkas made a motion to adjourn the meeting. Trustee Benton seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:41 pm. 1 Board of Trustees Meeting August 6, 2012 Page 7 of 7 ATTEST: Village Clerk 1 APPROVED: Mayor