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03/18/2013March 18, 2013 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 18, 2013 at 7:32 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 John Murphey and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Management Analyst David Fitzgerald led those in attendance in reciting the Pledge of Allegiance. PROCLAMATION Mayor Rosenthal proclaimed March 18 — March 24, 2013 as Youth Appreciation Week in the Village of Deerfield. She thanked the Optimist Club of Deerfield for sponsoring youth activities in the Village. Trustee Seiden made a motion to accept the Proclamation. Trustee Benton seconded the motion. The motion passed unanimously. Mary Lou Heinrichs, president of the Optimist Club of Deerfield, thanked the Village for the Proclamation. She reported the Optimist Club gives out scholarships at Deerfield and Highland Park High Schools, based on the amount of service completed outside of school. Trustee Seiden reported the award ceremony would be held next Thursday at 7:30 p.m. at Deerfield High School. He noted the community is invited. MINUTES OF PREVIOUS MEETING Trustee Oppenheim made a motion to approve the minutes from the March 4, 2013 Board of Trustees meeting. Trustee Farkas seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Seiden made a motion to approve the Bills and Payroll dated March 18, 2013. 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 March 18, 2013 Page 2 of 6 TREASURER'S REPORT Village Treasurer Eric Burk presented highlights from the Treasurer's Report representing ten months of the fiscal year. Mr. Burk stated home rule sales tax net of the Walgreens rebate declined substantially over last month and last year. Hotel tax rebounded to the same as last year. Water and sewer revenues are consistent with last year. State income tax is down from the previous month; however, last month was unusually high. Building permits decreased to the same as last year. Operating fund expenditures are up due to the annual police pension contribution of almost $1 million. PUBLIC COMMENT There was no Public Comment on non - agenda items. REPORTS REPORT AND RECOMMENDATION The Board of Zoning Appeals held a Public Hearing FROM THE BOARD OF ZONING on February 19, 2013 to consider the request for a APPEALS FOR A VARIATION variation at 301 Pine Street. The variation would REQUEST AT 301 PINE STREET allow construction of a 2 -car garage. The total variation would be 2 feet. Trustee Oppenheim made a motion to accept the report and recommendation of the BZA. 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 There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE 0 -13 -12 DECREASING THE NUMBER OF CLASS BB LIQUOR LICENSES FROM 1 TO 0 AND INCREASING THE NUMBER OF CLASS A LIQUOR LICENSES FROM 2TO3 -2R Ordinance. Trustee Benton seconded the r An Ordinance decreasing the number of Class BB liquor licenses from 1 to 0 and increasing the number of Class A liquor licenses from 2 to 3. Second Reading. Mr. Street reported this would be for Whole Foods. Trustee Seiden made a motion to adopt the lotion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Board of Trustees Meeting March 18, 2013 Page 3 of 6 ORDINANCE APPROVING A SPECIAL Ordinance approving a Special Use to permit the USE TO PERMIT THE establishment of an office on the first floor in the ESTABLISHMENT OF AN OFFICE ON C -1 Village Center District at 700 Osterman THE FIRST FLOOR IN THE C -1 Avenue. First Reading. VILLAGE CENTER DISTRICT AT 700 OSTERMAN AVENUE — I R NEW BUSINESS AUTHORIZATION TO APPROVE Chief Sliozis stated he received a settlement offer SETTLEMENT OFFER WITH AT &T from AT &T about billing mistakes for the 911 phone center. He believes the settlement is fair. The Village will get $1,175 over the next six months. Chief Sliozis reported AT &T caught the mistake. Trustee Oppenheim made a motion to accept the settlement offer from AT &T. Trustee Seiden 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 Director of Public Works and Engineering, Barbara. PURCHASING REQUISTION TO Little, indicated this is the is the authorization to PURCHASE SALT UNDER STATE OF participate in the State of Illinois joint purchase ILLINOIS JOINT PURCHASE contract for salt. She recommended purchasing CONTRACT 3000 tons of salt for the 2013/2014 season. The Village will need to budget $70,000 in fiscal year 2013A and $140,000 in fiscal year 2014, but it would be one authorization for the season. Trustee Seiden made a motion to authorize the purchase for salt under the State joint purchasing contract up to the proposed budgeted amount. 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 WAIVE THE Ms. Little stated the Village has utilized the services COMPETITIVE BIDDING of a professional landscape maintenance contractor PROCEDURE AND AUTHORIZE for many years. The last contract included CONTRACT EXTENSION WITH maintenance in prominent areas of the Village, MOORE LANDSCAPING IN AN including the entrance features, Village Hall, AMOUNT NTE $99,045.00 cemetery and streetscape. In 2012, the Village agreed to extend the contract with Moore Landscaping, including they opportunity for renewal. Moore Landscaping requested the Village Board of Trustees Meeting March 18, 2013 Page 4 of 6 renew the contract with no increase in the base amount of the contract. She recommended the Board waive the competitive bidding process and authorize the contract extension in an amount not to exceed $99,045 including streetscape urn planting. Trustee Oppenheim made a motion to waive the formal bidding process and authorize the contract extension with Moore Landscaping in an amount not to exceed $99,045. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) REQUEST FOR AUTHORIZATION TO Chief Sliozis reported this vehicle would be a PURCHASE AN ADMINISTRATIVE replacement of the 2004 Chevrolet Impala. The VEHICLE Impala would be transferred to the Building Department. Chief Sliozis is looking to purchase a 2013 Ford Explorer from Brederman Ford, through the suburban purchasing contract. The vehicle will have to be ordered and is budgeted at $25,000. Chief Sliozis noted the contract price is $28,348. It will be an unmarked vehicle and most of the equipment will be transferred from the Impala. Trustee Oppenheim made a motion to authorize the purchase. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) ORDINANCE 0- 13- 13AMENDING Mr. Burk indicated this is a budget amendment for AND REVISING THE ANNUAL two line items. The line items are the economic BUDGET OF THE VILLAGE OF incentive payments in the general fund and the DEERFIELD FOR THE FISCAL YEAR wholesale water purchase in the water fund. Mr. BEGINNING MAY 1, 2012 AND Burk explained the funds are available due to ENDING APRIL 30, 2013 increased activity resulting from higher than expected gross sales taxes and water sales. Trustee Oppenheim made a motion to waive the First Reading of 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) Trustee Seiden made a motion to adopt the Ordinance. Trustee Farkas 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 March 18, 2013 Page 5 of 6 AUTHORIZATION TO AWARD Assistant to the Village Manager Andrew CONTRACT FOR DIGITAL Lichterman explained the Village met with six DOCUMENT ARCHIVE document management vendors. After MANAGEMENT TO TKB ASSOCIATES interviewing them and researching the products, he recommended laserfiche software through TKB Associates, Inc. The software is part of the 5 -year IT Plan and will allow for standardization. The laserfiche product will integrate with Village applications and meets the Village's key requirements including a public portal and the ability to annotate and edit documents for FOIA requests. Mr. Lichterman indicated TKB Associates, Inc. was the vendor that best met the Village's demands at the most cost effective price. He stated they are a very reputable vendor. Staff contacted some of their clients and they were reviewed favorably. Trustee Struthers asked about digital document archiving of previous years' information. Mr. Lichterman noted it would be done in phases. Trustee Oppenheim asked if the Village has control over what is open to the public. Mr. Lichterman explained an administrator would have different security settings. The administrator can also see who uploaded and /or made changes to documents. Trustee Jester made a motion to waive the formal bidding process and award the contract for digital document archive management to TKB Associates, Inc. in an amount not to exceed $40,430. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) DISCUSSION NORTHWEST QUADRANT Mr. Street reminded residents that the Northwest Quadrant Task Force open house would be held tomorrow in the Village Hall Council Chambers starting at 7:00 pm. COMMITTEE OF THE WHOLE The next Committee of the Whole meeting will be held on Saturday, March 30, 2013 at 1:00 p.m. to discuss the budget. ADJOURNMENT There being no further business or discussion, Trustee Oppenheim made a motion to adjourn the meeting. Trustee Struthers seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:10 pm. APPROVED: Board of Trustees Meeting March 18, 2013 Page 6 of 6 Mayor ATTEST: 4�- illage Clerk 1 �I 1