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05/20/2013May 20, 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 May 20, 2013 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 William Seiden' Barbara Struthers Absent was: Robert Nadler and that a quorum was present and in attendance. Also present were Village Attorney John Donahue and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Representatives from the American Legion led those in attendance in reciting the Pledge of Allegiance. John Reed reminded residents that they will hold a Memorial Day service at 10:00 a.m. on Monday at the Jewett Park memorial. Joanne Harrison, on behalf of the Women's Auxiliary of the American Legion, thanked Mayor Rosenthal and the Board for their support. Frank Haney stated they will have the flag retirement ceremony on Wednesday June 12, 2013, from 6:30 — 8:30 p.m. along with the Deerfield- Bannockburn Fire Protection District. It will be a fun and respectful event held at the Jewett Park shelter. FARMERS MARKET POSTER Isaac Spiegel, junior at Deerfield High School, is CONTEST WINNER this year's winner of the annual Farmers Market poster contest. Trustee Jester stated Mr. Spiegel would sign copies of the poster at the Farmers Market. This is the fourth annual poster contest. PROCLAMATION Mayor Rosenthal read a proclamation declaring the month of May, 2013, as Building Safety Month in the Village of Deerfield. Trustee Struthers moved to accept the Proclamation. Trustee Seiden seconded the motion. The motion passed unanimously. Code Enforcement Officer Clint Case accepted the Proclamation on behalf of the building department. He thanked the Trustees for the recognition. PROCLAMATION Mayor Rosenthal read a proclamation declaring the week of May 20, 2013, as National Public Works Week in the Village of Deerfield. She urged residents to recognize the contributions public works officials make every day. Trustee Farkas moved to accept the proclamation. Trustee Struthers seconded the motion. The motion passed unanimously. Board of Trustees Meeting May 20, 2013 Page 2 of 8 Director of Public Works and Engineering Barbara Little accepted the proclamation on behalf of the Public Works Department. She thanked the Trustees for their ongoing support. DONALD E. GEHRIG MEMORIAL Chief Sliozis presented the Donald E. Gehrig AWARD PRESENTATION TO SHERRY Memorial Award to Sherry Wood for outstanding WOOD police service. She has provided continuous, outstanding service to the community for the past 40 years. Chief Sliozis indicated Ms. Wood started her career with the Deerfield Police Department in 1972 after working for the FBI. Chief Sliozis noted that she has superior work ethic and commitment to the Village and the Police Department. Ms. Wood thanked everyone for the award. MANPOWER APPOINTMENTS Mayor Rosenthal read the new appointments and reappointments for Boards and Commissions within the Village. Appearance Review Commission — Lisa Dunn, Sean Ehlke Board of Police Commissioners — Rick Hilton Cable & Telecommunications Commission — Paul Diambri, Chair Community Relations Commission — Bill Lundquist, Salome Berhanu, Christopher Foltz, Chair Family Days Commission — Ed Seidman Fine Arts Commission — Jeffrey Marks, Chair, Dorothy Fiedler Manpower Commission — Nick Alex Plan Commission — Mary Oppenheim, Dan Shapiro, Chair Safety Council — Marc Brown Sustainability Commission — Michael Shalen Trustee Farkas moved to accept the Manpower appointments and reappointments. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) MINUTES OF PREVIOUS MEETING Trustee Seiden moved to approve the minutes from the May 6, 2012 Board of Trustees meeting. Trustee Struthers seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Farkas moved to approve the bills and payroll dated May 20, 2013. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) 1 1 1 Board of Trustees Meeting May 20, 2013 Page 3 of 8 Trustee Farkas noticed there was a charge for Just Tires in Mt. Prospect. He questioned why a Deerfield business was not utilized. Mr. Street indicated the local Just Tires does not carry the size tire that was needed. TREASURER'S REPORT Village Treasurer Eric Burk presented highlights from the treasurer's report, the final for fiscal year 2013. He noted he will be back with fully adjusted and audited reports later in the year. Mr. Burk indicated the non -home rule sales tax is down slightly due to a loss of business in town. The Village has partially been able to offset the decrease through Walgreens. The hotel tax is up, water and sewer revenues are up. Electric utility tax is down slightly, but consistent with last year. The state income tax shown on the report represents two months' worth of payments. REPORT ON DEPARTMENTAL Assistant to the Village Manager Andrew OBJECTIVES — ADMINISTRATION Lichterman presented the administrative departmental objectives report. He highlighted significant changes over the past six months. There have been some personnel changes and the Village is currently recruiting for a Human Resources Coordinator. They will begin negotiations with the Public Works union; Local 150, on a new contract. The first year of municipal aggregation was a great success with Village residents saving approximately $2.3 million. The year 2 rate is 0.0499 per kWh. MC Squared added a new feature so customers can now opt in online. The department has made a strong effort to work with all businesses in town and is focusing on business retention with the DBR Chamber of Commerce. The Village has also trained all departments on electronic invoicing. They are also working on the new document management system for the Village. The new system will help with FOIA requests. Mr. Lichterman indicated commercial refuse and recycling franchising is a big initiative this year. They have held two meetings with the business subcommittee and a public hearing is scheduled for June 17, 2013. The Village is in contact with Bannockburn to possibly pursue a joint RFP for commercial franchising. Staff is working closely with CCHD and the DBR Chamber of Commerce to promote businesses during the Lake Cook Road construction. Staff has issued an RFP for janitorial and maintenance services for all four Village facilities. The RFPs are due on May 31, 2013 and a contract is expected to go to the Board of Trustees on June 17, 2013. The North Shore Electrical Aggregation Consortium is working on their second initiative, electric vehicle charging stations. Proposals for this project are due on June 7, 2013. Staff has negotiated a lease with U.S. Bank for the northeast corner park parcel. The 15 -year lease began April 1, 2013. The Public Works department and a local contractor have made substantial safety improvements to the park. The next step is preparing design plans for consideration by the Village Board. The Fine Arts Commission has been working on planning the Fine Arts Festival. The Preview Party will take place on May 31, 2013, and it the Fest will open to the public on June 1, 2013 and June 2, 2013. Mr. Lichterman reported the event has expanded with an evening concert and Board of Trustees Meeting May 20, 2013 Page 4 of 8 local restaurants will serve food and beverages at the event. There will also be live entertainment until 9 p.m., on June 1. Mr. Lichterman noted the DBR Chamber of Commerce has been very supportive and has done a great job in recruiting local restaurants and coordinating the evening concert. The Family Days Commission is working on the 50th year of Family Days. Fireworks will take place on July 3 at Brickyards Park. The Family Days brochure will be mailed in June and will describe all of the festivities on July 4th. The 19th season of the Farmers Market begins on June 8, 2013 and runs through October 12, 2013. The Sustainability Commission appointed a new chairman. They are reviewing their mission and goals for the future. They will set two 12 -month goals and two 24 -month goals. The IT department has replaced and updated a lot of equipment throughout the Village. They also updated the Village information channel on cable to a more modern design with emergency notice capabilities. The Wastewater Reclamation Facility project has been demanding and is substantially complete. Equipment was transferred from the previous administration building to the new building along with fiber optics, firewalls and new printers. Trustee Seiden noted the electrical aggregation increase was not substantial. He thinks it is wonderful and'residents are getting a break on their electric bills. Mayor Rosenthal asked how new residents opt -in. Mr. Lichterman noted the new resident can call MC Squared or visit northshoreelectricityaggregation .com. PUBLIC COMMENT Gil Antokal, 1137 Country Lane, reminded everyone about the Deerfield Community Blood Drive on Sunday June 2, 2013 at the Jewett Park Community Center from 8 a.m. to Ip.m. He thanked all of the ongoing, current blood donors, those thinking about donating blood and future blood donors. REPORTS REPORT AND RECOMMENDATION Mr. Street reported the Plan Commission held a OF THE PLAN COMMISSION RE: TEXT Public Hearing on February 28, 2013, to consider AMENDMENT TO THE TEMPORARY the request of the Village Center Development BUSINESS SIGN REGULATIONS IN Commission for a Text Amendment to the THE COMMERCIAL ZONING temporary business sign regulations in the DISTRICTS TO LIMIT THE MAXIMUM commercial zoning districts to limit the maximum SIZE OF A TEMPORARY GROUND size of temporary ground signs. The Plan SIGN Commission voted 5 -0 in favor of the regulation, which would allow a maximum of two faces with a gross surface area not greater than 20 square feet per face, with no length or width dimension greater than five linear feet. Trustee Jester moved approval of the report and recommendation. Trustee Struthers seconded the motion. The motion passed by the following vote: 1 1 1 Board of Trustees Meeting May 20, 2013 Page 5 of 8 AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) CONSENT AGENDA There were no items on the Consent Agenda. There was no Old Business OLD BUSINESS NEW BUSINESS ORDINANCE AUTHORIZING AGREEMENTS WITH DEERFIELD SCHOOL DISTRICT 109 FOR THE REGULATION OF MOTOR VEHICLE TRAFFIC AND PARKING ON SCHOOL PROPERTY — I R Chief Sliozis explained that over the past several months, police department and school district staff made numerous site visits and recommendations. The School Board agreed to allow the police department to develop a site plan and regulate traffic and parking on the six District #109 school properties. This will stand as a First Reading of the Ordinance. AUTHORIZATION TO PURCHASE Chief Sliozis noted the Board authorized the MOBILE DATA COMPUTERS FOR purchase of new police vehicles at the April 15, POLICE VEHICLES 2013, Board of Trustees meeting. As part of the replacement, the department updates computers on the same schedule of three — four years. The current computers are four years old and are budgeted with funds from 911 revenues. The State bid is held by CDS Office Technologies. Chief Sliozis indicated they are seeking to purchase 14 computers with five being utilized by Bannockburn, as both communities pay into the same 911 fund. The cost of the docking stations and antennas will be covered by each department. Chief Sliozis noted the State bid was the lowest pricing. Trustee Struthers noted the bulletproof and waterproof computers are very expensive. Chief Sliozis explained they explored a less expensive version but wanted to stick with a known entity. They hope the docking stations and antennas will be able to be reused with the new computers. Trustee Struthers moved to authorize the purchase of mobile data computers for police vehicles from CDS Office Technologies in an amount not to exceed $62,468. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Board of Trustees Meeting May 20, 2013 Page 6 of 8 Chief Sliozis noted prom night was uneventful from a law enforcement perspective. Most of the attendees attended the after prom event at the Sachs Center. He believes providing safety information to parents was helpful. AUTHORIZATION TO AWARD BIDS Ms. Little explained the bids for the ten vehicles FOR MULTIPLE PUBLIC WORKS and equipment were opened on the dame day. In VEHICLES AND EQUIPMENT NOT response to a question from Trustee Seiden, TO EXCEED $317,610.75 Director Little added that each piece of equipment is a replacement. Trustee Farkas moved to authorize the purchase of a 2014 GVRW dump truck with plow and spreader from Chicago International Trucks in a net amount not to exceed $110,000. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Trustee Seiden moved to authorize the purchase of a 2013 self - propelled walk behind concrete saw from O'Leary's Equipment in a net amount not to exceed $6,230. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Trustee Farkas moved to authorize the purchase of a 2013 zero -turn riding mower from Grower Equipment in a net amount not to exceed $3,949. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Trustee Seiden moved to authorize the purchase of a 2013 18,000 lb. tandem axel trailer from Atlas Bobcat, Inc. in a net amount not to exceed $7,173. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Trustee Farkas moved to authorize the purchase of a 2013 skid steer loader with a 40" planer and 80" grapple bucket from Atlas Bobcat, Inc. in a net amount not to exceed $35,729. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Board of Trustees Meeting May 20, 2013 Page 7 of 8 Trustee Benton moved to authorize the purchase of a 2013 four -ton diesel fuel fired tandem axel asphalt recycler /heater and storage unit trailer from Galva Road Equipment LLC in a net amount not to exceed $23,468.75. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Trustee Struthers moved to authorize the purchase of a 2014 4 -wheel drive pick -up truck from Raymond Auto Group in a net amount not to exceed $20,793. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Trustee Struthers moved to authorize the purchase of a 2014 4 -wheel drive pick -up truck from Raymond Auto Group in 'a net amount not to exceed $13,830. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Trustee Jester moved to authorize the purchase of a 2013 backhoe /loader from West Side Tractor Sales in a net amount not to exceed $66,600. Trustee Struthers seconded the motion. Ms. Little noted this was not the lowest bidder, but it was the best bid. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) Trustee Benton moved to authorize the purchase of a 2014 4 -wheel drive pick -up truck with 8' plow from Raymond Auto Group in a net amount not to exceed $18,409. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton; Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO EXTEND Ms. Little indicated this was competitively bid in CONTRACT FOR FISCAL YEAR 2013A 2012. This is an extension through the calendar PARKWAY TREE AND STUMP year. Ms. Little noted the department is planning REMOVAL TO ADVANCED TREE to update the bidding documents in the fall and bid CARE, INC. NOT TO EXCEED $65,000 the contract for calendar year 2014. Ms. Little explained the Village had good success with this contractor and would like to continue through the extension at the same unit prices as last year. Trustee Struthers questioned whether the ash wood chips could somehow be utilized. Ms. Little explained the ash wood is being disposed through department regulations. Board of Trustees Meeting May 20, 2013 Page 8 of 8 Trustee Seiden moved to authorize a contract extension for fiscal year 2013A for parkway tree and stump removal to Advanced Tree Care, Inc. in an amount not to exceed $65,000. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO EXTEND Ms. Little indicated this was competitively bid in CONTRACT FOR 2013 A PARKWAY 2012. They want to extend the contract up to the TREE TRIMMING AND DISPOSAL OF budgeted amount. WOOD, BRUSH AND DEBRIS TO SAWVELL TREE SERVICE INC. NOT Trustee Struthers moved approval of extending the TO EXCEED $50,000 contract for 2013A parkway tree trimming and disposal of wood, brush and debris to Sawvell Tree Service, Inc. in an amount not to exceed $50,000. Trustee Seiden indicated that he would abstain from the vote because he is currently doing business with Sawvell. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Struthers (4) ABSTAIN: Seiden (l) NAYS: None (0) DISCI JISSION LAKE COUNTY MUNICIPAL LEAGUE Trustee Seiden indicated four Trustees attended the League's May meeting held in the Village. He noted that he found the meeting informative, especially the speaker from the State on emerald ash borer. DEERFIELD HIGH SCHOOL EVENTS Mayor Rosenthal was privileged to attend two events sponsored by Deerfield High School. Both events were very well done and she is proud of the students. RELAY FOR LIFE Mayor Rosenthal noted the fundraiser for the American Cancer Society will be held June 7 - 8. FINE ARTS FESTIVAL The Fine Arts Festival will take place on June 1 - 2, 2013. Mayor Rosenthal thanked the Fine Arts Commission and Chamber of Commerce for their efforts. ADJOURNMENT There being no further business or discussion, Trustee Farkas made a motion to adjourn the meeting. Trustee Struthers seconded the motion. The motion passed unanimously. The meeting was adjourned at 9:00 pm. 1� 1 1 Board of Trustees Meeting May 20, 2013 Page 9of8 APPROVED: * rj ,Mayor ATTEST: illage Cler 1 1