11/20/2013November 18, 2013
The regular meeting of the Board of Trustees of the Village of Deerfield was called to
order by Mayor Harriet Rosenthal in the Council Chambers of the Village Hall on November 18,
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
Tom Jester
William Seiden
Barbara Struthers
Absent was: Robert Nadler
and that a quorum was present and in attendance. Also present were Village Attorney Peter
Coblentz and Kent Street, Village Manager.
PLEDGE OF ALLEGIANCE
MINUTES OF PREVIOUS MEETINGS
Management Analyst David Fitzgerald led those in
attendance in reciting the Pledge of Allegiance.
Trustee Benton moved to approve the minutes
from the November 4, 2013, Board of Trustees
meeting. Trustee Struthers seconded the motion. The motion passed unanimously.
Trustee Farkas moved to approve the minutes from the October 28, 2013, Committee of the
Whole meeting. Trustee Benton seconded the motion. The motion passed unanimously
BILLS AND PAYROLL Trustee Seiden moved approval of the bills and
payroll dated November 18, 2013. Trustee
Struthers seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
DEPARTMENTAL OBJECTIVES Finance Director Eric Burk presented highlights
REPORT — FINANCE DEPARTMENT from the Finance Department objectives.
He noted that a large amount of time during past six months has been spent completing the 2013
audit, transitioning through the shortened fiscal year and working on the 2014 budget.
The department completed the 2013 comprehensive financial report for the Village as well as
police pension report. Both reports passed their respective audits. The department completed the
2013A budget and submitted it to GFOA for their review and received the GFOA budget award
for the 23rd time. They also developed a plan to transition the financial software into a calendar
year, which is working well. The department's main challenge was to find a way to make it
Board of Trustees Meeting
November 18, 2013
Page 2 of 9
work without compromising internal controls. The department completed a financial software
upgrade, including implementation of electronic approval for invoices. They also completed the
actuarial valuation to determine the contribution to the police pension fund. Mr. Burk noted the
police pension fund is 80% funded on market value basis and 75% funded on an actuarial basis.
The department made all the required debt service payments and filled out paperwork to ensure
the Village gets their payments from the Federal bond assistance programs. Mr. Burk reported a
new human resource employee was hired. They implemented an employee wellness committee
and attended trainings on healthcare reform and municipal fraud. The department's ongoing
tasks include registration of more than 12,000 vehicles, generating 2,200 monthly utility bills, bi-
weekly payroll and processing 120 cash receipts per day.
Mayor Rosenthal thanked Mr. Burk for a seamless transition to the calendar year budget. It is a
much more transparent way to receive money in the budget process.
PUBLIC COMMENT There were no public comments on non -agenda
items.
REPORTS
REPORT AND RECOMMENDATION Mr. Street reported the Board of Zoning Appeals
OF THE BZA RE: REQUEST FOR A continued their Public Hearing from August 20,
REAR YARD SETBACK AT 136 E. 2013, to October 15, 2013, to reconsider the request
ST. ANDREWS of David and Hollis Wein for a one story screened
porch addition. The Board of Zoning Appeals
voted 5-0 in favor of recommending approval.
Trustee Jester moved to accept the report and recommendation. Trustee Farkas seconded the
motion.
Trustee Struthers asked Chairman Bob Speckmann why the vote changed. Chairman
Speckmann indicated the Board of Zoning Appeals reheard the petitioners' presentation and felt
they adequately addressed the seven standards and highlighted the uniqueness of the acute angle
of the property. In addition, the neighbors did not complain. The motion passed by the
following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on
OF THE PLAN COMMISSION RE: October 24, 2013, to consider the request including
REQUEST FOR AN AMENDMENT TO parking lot and site improvements. The Plan
A SPECIAL USE FOR SITE Commission voted 7-0 in favor of sending a
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November 18, 2013
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IMPROVEMENTS FOR THE NORTH favorable recommendation including the addition of
SUBURBAN EVANGELICAL FREE appropriate signage and pavement markers. In
CHURCH AT 200 LAKE COOK ROAD addition, the west side will be one way only.
Trustee Benton moved to accept the report and recommendation of the Plan Commission.
Trustee Jester seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
REPORT AND RECOMMENDATION Mr. Street indicated the Plan Commission held a
OF THE PLAN COMMISSION RE: Public Hearing on October 24, 2013, to consider the
REQUEST FOR A TEXT AMENDMENT request for a Special Use. The Plan Commission
AND A SPECIAL USE FOR HADASSAH voted 7-0 in favor of sending a favorable
HOUSE RESALE SHOP AT 405 LAKE recommendation to the Board.
COOK ROAD, UNIT 14, AND AN
AMENDMENT TO THE DEERFIELD Trustee Farkas moved to accept the report and
PARK PLAZA PUD recommendation of the Plan Commission. Trustee
Struthers seconded the motion. The motion passed
by the following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on
OF THE PLAN COMMISSION RE: October 24, 2013, to consider the request for a Text
REQUEST FOR A TEXT AMENDMENT Amendment and Special Use. The Plan
AND SPECIAL USE FOR BEAUTY Commission voted 7-0 in favor of sending a
SYSTEMS GROUP IN DEERFIELD favorable recommendation to the Board.
PARK PLAZA, 405 LAKE COOK, UNIT 4
Trustee Struthers questioned why such a large sign
was needed. Sherwood Blitstein, representing the ownership of Deerfield Park Plaza, noted that
the proposed sign is only 1' larger than what is allowed in the shopping center criteria.
Trustee Struthers suggested the petitioner refer non-professionals to any of the shops that sell
their product in Deerfield. Marcy Wood, broker with CBRE, stated the petitioner has a direct
sales force and canvasses all the salons in the area. Their goal is to expand their sales within
Deerfield.
Trustee Jester moved to accept the report and recommendation of the Plan Commission. Trustee
Benton seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
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November 18, 2013
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CONSENT AGENDA
ORDINANCE 0-13-52 AMENDING THE
An Ordinance amending the Municipal Code of the
MUNICIPAL CODE OF THE VILLAGE
Village of Deerfield to authorize government
OF DEERFIELD TO AUTHORIZE
service interns to participate as ex -officio members
GOVERNMENT SERVICE INTERNS
of the Community Relations Commission.
TO PARTICIPATE AS EX -OFFICIO
Second Reading.
MEMBERS OF THE COMMUNITY
RELATIONS COMMISSION — 2R
Trustee Farkas moved approval of the Consent
Agenda and adoption of the Ordinance. Trustee
Benton seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
OLD BUSINESS
ORDINANCE 0-13-53 ADOPTING THE An Ordinance adopting the budget of the Village of
BUDGET OF THE VILLAGE OF Deerfield for the fiscal year beginning January 1,
DEERFIELD FOR THE FISCAL YEAR 2014, and ending December 31, 2014. Second
BEGINNING JANUARY 1, 2014 AND Reading.
ENDING DECEMBER 31, 2014 — 2R
Mayor Rosenthal detailed the budget process and
noted that the property tax levy and budget are major tasks of the Board. There are many hours
of meetings and research that go into the process before getting to the stage we are at tonight.
She commended staff on the wonderful job they have done managing costs. Mayor Rosenthal
indicated the tax levy would be increased by 3%, which amounts to $20 on a $500,000 home.
The Village must keep up with the core priorities of infrastructure, public safety and long term
fiscal responsibility. Mayor Rosenthal noted the Village's portion of a resident's total property
tax bill is about 4 percent.
Trustee Struthers moved for adoption of the Ordinance. Trustee Benton seconded the motion.
The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
RESOLUTION R-13-08 ADOPTING A Mr. Street reported the proposed increases were
CONSOLIDATED FEE SCHEDULE part of the budget discussions. The increases are
FOR FSCAL YEAR 2014 for scavenger, water and sewer user rates.
Trustee Farkas moved to adopt the Resolution. Trustee Struthers seconded the motion. The
motion passed by the following vote:
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November 18, 2013
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AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
NEW BUSINESS
PUBLIC HEARING ON THE PROPOSED 2013 TAX LEVY
Trustee Benton moved to open the Public Hearing. Trustee Struthers seconded the motion. The
motion passed by the following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
Mayor Rosenthal asked if anyone from the public would like to comment on the proposed 2013
tax levy. There was no comment from the public.
Trustee Benton moved to close the Public Hearing. Trustee Struthers seconded the motion. The
motion passed by the following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
ORDINANCE LEVYING TAXES FOR Mr. Burk reported the proposed 2013 tax levy was
CORPORATE PURPOSES FOR THE developed in the 2014 budget process. The Public
FISCAL YEAR COMMENCING ON Hearing was published in the November 7, 2013,
JANUARY 1, 2014 AND ENDING ON Deerfield Review. He noted the he total levy, as
DECEMBER 31, 2014 FOR THE indicated in the budget, required by bond
VILLAGE OF DEERFIELD — IR ordinances, and requested and approved by the
library, is $10,901,200. This is the pre -abatement
number. The breakdown of the levy is Abatements for nontreatment plant related debt service
total $1,372,157 and bring the net levy to $9,529,043. The library's portion of the proposed levy
is $4,274,572.
ORDINANCE ABATING ALL OF THE An Ordinance abating all of the 2013 tax levy
2013 TAX LEVY REQUIREMENTS FOR requirements for the Series 2008 G.O. Bonds. First
THE SERIES 2008 G.O. BONDS — IR Reading.
ORDINANCE ABATING A PORTION An Ordinance abating a portion of the 2013 tax levy
OF THE 2013 TAX LEVY requirements for the Series 2010 G.O. Bonds. First
REQUIREMENTS FOR THE SERIES Reading.
2010 G.O. BONDS — 1 R
ORDINANCE ABATING A PORTION An Ordinance abating a portion of the 2013 tax levy
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November 18, 2013
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OF THE 2013 TAX LEVY requirements for the series 2011B G.O. Bonds.
REQUIREMENTS FOR THE SERIES First Reading.
2011B G.O BONDS — IR
ORDINANCE ABATING ALL OF THE An Ordinance abating all of the 2013 tax levy
2013 TAX LEVY REQUIREMENTS FOR requirements for the Series 2011A G.O. Bonds.
THE SERIES 2011A G.O. BONDS —1 R First Reading.
Mayor Rosenthal indicated these would all stand as Fust Readings. All of the Village bonds
except the wastewater reclamation facility debt will be abated.
AUTHORIZATION TO AWARD Assistant to the Director of Public Works and
CONTRACT FOR PARKWAY TREE Engineering Eric Oscarson reported the Village
AND STUMP REMOVAL TO received four bids. The lowest bid was from
ADVANCED TREE CARE Advanced Tree Care in an amount of $59,020. He
noted staff looked into alternative methods of cost -
savings including partnering with the Park District, but felt this was the most cost-effective way.
All of the bids came in under budget, but he is requesting authorization up to the budgeted
amount of $100,000.
Trustee Struthers moved to award the contract for parkway tree and stump removal to Advanced
Tree Care in an amount not to exceed the budgeted amount of $100,000. Trustee Benton
seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
AUTHORIZATION TO AWARD Mr. Oscarson indicated the Village received three
CONTRACT FOR PARKWAY TREE bids for parkway tree trimming. The low bid came
TRIMMING TO SAWVELL TREE from Sawvell Tree Service in the amount of
SERVICE $37,550. He requested the contract be awarded up
To the budgeted amount of $50,000.
Trustee Benton moved to award the contract for parkway tree trimming to Sawvell Tree Service
in an amount not to exceed the budgeted amount of $50,000. Trustee Farkas seconded the
motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
AUTHORIZATION TO AWARD Mr. Oscarson reported the Village received two
CONTRACT FOR LANDSCAPE bids. The lower bid was from Guy Scopelliti in the
MAINTENANCE TO GUY SCOPELLITI, amount of $36,900. Trustee Farkas questioned
INC. whether the planting was regimented. Mr. Oscarson
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November 18, 2013
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stated that it is regimented but the Village has asked
them to go above and beyond in the past. Mr. Street added this would include the Lake Cook
Road landscaping, the increased landscaping on the northeast corner of Deerfield and Waukegan
Roads, the four seasonal plantings, the cemetery and major public display areas.
Trustee Seiden questioned why staff is requesting the Board approve up to the budgeted amount
of $60,000 instead of the bid amount of $36,900. Mayor Rosenthal suggested the Board approve
the bid amount and staff could come back if more money is needed.
Trustee Seiden moved to award the contract for landscape maintenance to Guy Scopelliti, Inc., in
an amount not to exceed $36,900. Trustee Farkas seconded the motion. The motion passed by
the following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
AUTHORIZATION TO AWARD Mr. Oscarson indicated the Village received three
CONTRACT FOR TURF bids. They separated the turf maintenance from the
MAINTENANCE TO MOORE landscaping maintenance this year.
LANDSCAPES
Trustee Struthers moved to award the contract for
turf maintenance to Moore Landscapes in an amount not to exceed $29,184. Trustee Farkas
seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
APPROVAL AND ADOPTION OF Director of Public Works and Engineering Barb
INTERGOVERNMENTAL AGREEMENT Little reported the Village has experienced
FOR NORTH BRANCH WATERSHED flooding in the past and could benefit from
CONSORTIUM participation in regional planning.
The Lake County Storm Water Management Commission staff suggested the Village participate
in the North Branch Watershed Consortium. The Lake County Storm Water Management
Commission prepared an intergovernmental agreement. Ms. Little requested the Board authorize
Mayor Rosenthal to execute the agreement for participation in the North Branch Watershed
Consortium.
Mr. Street noted this is a direct result of the Mayor requesting regional flooding be better
addressed. He indicated this would give the Village a vehicle to apply for grant programs. Mr.
Coblentz noted he would prepare a Resolution for the next meeting.
Trustee Farkas moved to authorize the Village Attorney to draft a resolution. Trustee Benton
seconded the motion. The motion passed by the following vote:
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November 18, 2013
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AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
APPROVAL OF WASTEWATER Ms. Little reported this is the final change order
RECLAMATION FACILITY for the Wastewater Reclamation Facility. The
IMPROVEMENT PROJECT CHANGE request is for a credit in the amount of $13,783.94.
ORDER NO. 21
Trustee Seiden moved approval of the Wastewater Reclamation facility improvement project
change order number 21. Trustee Struthers seconded the motion. The motion passed by the
following vote:
AYES: Benton, Farkas, Jester, Seiden, Struthers (5)
NAYS: None (0)
Ms. Little invited the Board and residents to the ribbon cutting on Saturday, November 23, 2013,
at the Wastewater Reclamation Facility at 1045 Hackbeny Road from 9 to noon. The ceremony
would take place around 10:30.
DISCUSSION
LAKE COUNTY MUNICIPAL Trustee Struthers reported it was nice to participate in the
LEAGUE DINNER discussions with other regional officials.
STREET FLOODING Trustee Farkas urged residents to clean the leaves from
the drains to assist in rectifying street flooding. Mr. Street
indicated this is the last week of leaf pick up by the Village.
INTERFAITH THANKSGIVING Trustee Benton invited residents to the annual interfaith
SERVICE community Thanksgiving service on November 24, 2013,
at 7:00 pm at the Methodist Church on Deerfield and
Rosemary. The service is sponsored by the Southeast Lake County Clergy and choirs of a
number of religious institutions. It also helps the West Deerfield Township food pantry and
other charities.
FANNY MAY Trustee Benton indicated Fanny May held a ribbon cutting
last Thursday at their new location in downtown Deerfield.
They have wonderful candy and ice cream and he was happy to have the opportunity to welcome
the new business to town.
LAKE COUNTY ECONOMIC Mayor Rosenthal and Mr. Street attended the breakfast that
DEVELOPMENT BREAKFAST was sponsored by the Lake County Community Fund.
They are trying to encourage economic development
throughout the County by cooperating with different institutions.
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November 18, 2013
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LAKE COOK RIBBON CUTTING Mayor Rosenthal indicated there would be a ribbon cutting
for the Lake Cook Road construction completion on
November 21, 2013 at 10 a.m. Cook County Board Chairman Toni Preckwinkle will be there to
inaugurate Lake Cook Road. The ceremony will take place at the Evangelical Church parking
lot.
WOODVIEW APARTMENTS Mayor Rosenthal noted the ground breaking for the new
Woodview Apartments on Deerfield Road would take place
on November 21, 2013, at 11:30 a.m.
ADJOURNMENT There being no further business or discussion,
Trustee Jester made a motion to adjourn the
meeting. Trustee Benton seconded the motion. The motion passed unanimously. The meeting
was adjourned at 8:27 p.m.
APPROVED: n
Mayor
ATTEST:
Village Clerk