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02/18/2014February 18, 2014 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 February 18, 2014 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 Robert Nadler 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 Members of Deerfield Community Nursery School led those in attendance in reciting the Pledge of Allegiance. PROCLAMATION Mayor Rosenthal read a proclamation honoring Deerfield Community Nursery School on their 50d' year of service to the community. She proclaimed February 18, 2014 as Deerfield Community Nursery School Day in the Village of Deerfield. Mindi Schryer, director of the Deerfield Community Nursery School, thanked the Village for the honor. They are proud to be part of the Deerfield community. She indicated some of their teachers are parents of graduates. Trustee Farkas moved to accept the Proclamation. Trustee Benton seconded the motion. The motion passed unanimously on a voice vote. 25 YEARS OF SERVICE Mayor Rosenthal reported Gerald Zachar began his service in Deerfield in 1989. He has received several recognitions for his outstanding work in the community from residents and organizations. She presented Dr. Zachar with a 25 years of service award. Gerald Zachar thanked his wife for all of her support. He is grateful to work for the Village of Deerfield. The Village is generous and compassionate. Mr. Zachar commended the police department for their dedication and service. He feels fortunate and proud to be associated with Deerfield. GOVERNMENT SERVICE INTERNS Community Relations Commission Chairman Chris Foltz introduced Kate Baddeley and Hannah Board of Trustees Meeting February 18, 2014 Page 2 of 9 Firestone. Ms. Baddeley and Ms. Firestone attend Deerfield High School and have been appointed to serve as student government interns on the Community Relations Commission. Chairman Foltz noted the interns are the youngest voting members of government. The Commission was fortunate to work with area high schools to determine criteria to use for the internship and received numerous, qualified applicants. The Commission is extremely proud of Ms. Baddeley and Ms. Firestone and look forward to see what they will accomplish. LAKE COOK ROAD Mayor Rosenthal stated that the Lake Cook Road RECONSTRUCTION RECOGNITIONS project, which began three years ago, was difficult but is now complete. The job was completed very well, and details about the project were well communicated. Mayor Rosenthal presented certificates of appreciation to Mark McMillian and Aaron Lebowitz from the Cook County Department of Transportation and Highways, Joe Lampignano, Don DiSilvio and Vic Ribando from A -Lamp Construction, Vicki Street, Janice Becker and Jeanie Silver from the DBR Chamber of Commerce, and Village engineering project manager John Guccione. DEPARTMENTAL OBJECTIVES Chief Sliozis presented highlights from the police REPORT — POLICE DEPARTMENT departmental objectives report. He noted the Village answered more than 11,000 calls for service, which is consistent with the past four years. The crime index for 2013 is 184, which is down from 2012. The number of reported thefts has decreased. The number of reported burglaries was reduced by one; however, burglaries are typically cyclical. The police department conducted more than 8,000 traffic stops with more than 3,000 citations issued. In 2013, there were more than 900 cell phone stops. In January 2014, the Village wrote approximately 200 tickets or warnings for cell phone violations. The public should be aware of the cell phone laws and the department will take appropriate actions. Chief Sliozis noted more than 50 percent of collisions were rear end accidents. Chief Sliozis noted the Village will be visited by the CALEA accreditation team in April. Currently, only 46 agencies are accredited in Illinois and 624 agencies are accredited nationwide. The department conducted a survey in May 2013 in which 90 of the respondents rated overall service as excellent. The numbers have been consistent with the past three surveys. In October 2013, the Village began dispatch service for the Village of Riverwoods. The Village received great feedback from Riverwoods and it has not impacted service to Deerfield. Pursuant to State law, residents can now get licenses to carry concealed firearms. He requested residents reach out to the law enforcement community before taking action into their own hands. The law requires signage to be posted in gun -free zones. Chief Sliozis reported the police department now has a uniformed police officer in attendance at Deerfield High School. Officer Anthony Kropp was selected as the first school resource officer. Chief Sliozis indicated the program has been an overwhelming success with students and staff. The Department conducted 40 liquor license compliance checks to 21 businesses in town. Every local business was in compliance. In 24 months, there has only been one violation. Board of Trustees Meeting February 18, 2014 Page 3 of 9 Chief Sliozis noted the Department takes great pride in assisting many charitable organizations including Toys for Tots, Special Olympics, Deerfield Food Pantry, and Relay For Life. The Department donated more than $17,000 to Special Olympics, which brings Deerfield into the top 25 departments. Mayor Rosenthal asked about ricket quotas. Chief Sliozis noted the Department does not have quotas or mandate the number of tickets written by officers. He noted fines go to the Village, but court costs do not go to the Village. Mayor Rosenthal asked about senior outreach. She expressed concern about the number of senior residents that do not use computers. Mayor Rosenthal was concerned during the inclement weather that senior residents did not know where to get assistance. Chief Sliozis will work with West Deerfield Township. He also asked neighbors to assist. Mayor Rosenthal also asked for information to be put in D -Tales. MINUTES OF PREVIOUS MEETING Trustee Benton moved approval of the minutes from the February 3, 2014, Board of Trustees meeting. Trustee Nadler seconded the motion. The motion passed unanimously with Trustee Struthers abstaining. BILLS AND PAYROLL Trustee Farkas moved approval of the bills and payroll dated February 18, 2014. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) PUBLIC COMMENT Sheila Banes, owner of Right Bank Salon, expressed concern about not having her business name on the new wall signage proposal that had been withdrawn from consideration. Trustee Struthers believes it is necessary for her business to have a sign. Ms. Spagnoli noted Mike Rizzo stated there would only be one sign on the elevation for the second floor tenant. Mr. Street suggested researching the requirements. He noted staff would work with them. REPORTS REPORT AND RECOMMENDATION Mayor Rosenthal noted this agenda item was pulled OF THE BOARD OF ZONING APPEALS from this meeting's agenda at the petitioner's RE: SIGN MODIFICATION FOR 825 request. WAUKEGAN ROAD, SECOND FLOOR TENANT WALL SIGN REPORT AND RECOMMENDATION Mr. Street reported the Appearance Review OF THE APPEARANCE REVIEW Commission considered allowing automobile COMMISSION RE: PROPOSED service stations to advertise the price of fuel Board of Trustees Meeting February 18, 2014 Page 4 of 9 CHANGES TO THE DEERFIELD ZONING ORDINANCE SIGN PROVISIONS REGARDING using exposed LED lights. On February 2, 2014, The Appearance Review Commission voted 5-2 on their recommendation for proposed AUTOMOTIVE SERVICE STATION changes to the Zoning Ordinance sign provisions GROUND SIGNS that would allow service stations to use current LED technology to change prices remotely on ground signs in the C-1 District and pole signs in the C-2 District. They also propose changing the existing provisions for non -LED pricing signs to reduce the quantity and area. This recommendation passed 5-0. Lisa Dunn and Beth Chaitman from the Appearance Review Commission were present. Mayor Rosenthal asked if existing pole signs can be converted to LED signs. Ms. Dunn believes it is completely different technology and existing signs cannot be retrofitted. Trustee Struthers asked if there is room for a monument sign without blocking the traffic view. Ms. Dunn indicated the Commission also looked into traffic views. She noted the service stations would appear before the Commission and the signs would be considered on a case-by-case basis. Trustee Struthers would hesitate to require a specific color for a sign. Ms. Dunn stated the Commission felt red -colored signs would have emergency connotations. Trustee Benton believes electronic signs would be safer and more expedient. Ms. Spagnoli noted she sent the proposed criteria to two service stations for their review. Trustee Farkas asked if the service station owners were aware they would have to remove their pole sign to get the LED reader sign. Ms. Spagnoli stated they would still be allowed to have a double -sided, 32 square foot sign, but it would encompass both the reader sign and their identification sign. Mayor Rosenthal requested additional information regarding converting a pole sign to LED. Trustee Farkas questioned where the monument sign would be located at the Marathon station. Ms. Spagnoli noted it is possible to locate a monument sign on the south side of the station. Trustee Struthers would like the stations to have the option of retrofitting their existing pole sign to accommodate LED. Trustee Nadler believes monument signs with LED appear more upscale. Ms. Dunn noted the Commission also requested the LED signs be static. Ms. Chaitman noted gas stations have been afforded more signage than any other business in the Village. Mayor Rosenthal believes it would be beneficial to the companies to upgrade to LED. She would like more information on costs of retrofitting an existing pole sign and installation of a new monument sign before voting. Trustee Struthers moved to table further discussion. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Struthers (4) NAYS: Benton, Nadler (2) Trustee Jester moved for reconsideration. Trustee Benton seconded the motion. The motion did not pass by the following vote: Board of Trustees Meeting February 18, 2014 Page 5 of 9 AYES: Jester, Nadler (2) Mr. Street stated this Ordinance would amend NAYS: Benton, Farkas, Seiden, Struthers (4) REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on OF THE PLAN COMMISSION RE: January 23, 2014 to consider the request for a REQUEST FOR A SPECIAL USE TO Special Use to permit the establishment of PERMIT THE ESTABLISHMENT OF religious counseling, instruction and education RELIGIOUS COUNSELING, offices for L'Chaim Center of Inspired Living INSTRUCTION AND EDUCATION located at 747 Lake Cook Road. The Plan OFFICES FOR L'CHAIM CENTER FOR Commission voted 5-0 to recommend approval of INSPIRED LIVING — 747 LAKE COOK the Special Use. Trustee Farkas moved to accept the report. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) CONSENT AGENDA There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE AMENDING THE MUNICIPAL CODE TO LICENCE THE KEEPING OF FOWL WITHIN THE VILLAGE— IR Assistant to the Village Manager Andrew Lichterman noted staff worked to amend the Ordinance making the recommended changes from —the last Board of Trustees meeting. This will stand as a First Reading of the Ordinance, NEW BUSINESS ORDINANCE AMENDING THE Mr. Street stated this Ordinance would amend MUNICIPAL CODE TO INCREASE the Municipal Code to allow Fresh Thyme to sell THE NUMBER OF CLASS B LIQUOR beer and wine. This will stand as a First Reading of LICENSES FROM 1 TO 2 —1R the Ordinance. AUTHORIZATION TO AWARD WATER Director of Public Works and Engineering Barbara SYSTEM MODELING CONTRACT TO Little stated water system modeling should be BAXTER AND WOODMAN performed every few years. The existing model Board of Trustees Meeting February 18, 2014 Page 6 of 9 was updated in 1998 and she recommends bringing the model up to date. The modeling would include an evaluation of water quality, a demand analysis, a computer analysis of the distribution system and an improvement plan including recommended improvements, opinion of probable cost, and implementation schedules. Staff interviewed several qualified design firms and determined Baxter and Woodman was the most qualified. They provided a proposal in the amount of $75,000 to provide the service. Trustee Jester moved to award the water system modeling contract to Baxter and Woodman in an amount not to exceed $75,000. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) ORDINANCE 0-14-04 AMENDING Village Finance Director Eric Burk said the budget AND REVISING THE ANNUAL amendments include budget rollovers due to delays BUDGET OF THE VILLAGE OF in delivery, replacement of the 911 switch and the DEERFIELD FOR THE FISCAL YEAR purchase of a trackless vehicle. Mayor Rosenthal BEGINNING JANUARY 1, 2014 AND noted the Dodge Caravan purchase was authorized ENDING DECEMBER 31.2014 on December 7, 2013. Mr. Burk stated the Village thought the Caravan delivery would be in December; however it was delayed into the new fiscal year. Mayor Rosenthal asked where the funds would come from for the trackless vehicle, if it is approved. Mr. Burk stated the money would come from the vehicle equipment replacement fund and would be made up over the life of the vehicle. The Village needs a budget amendment to take the funds from the vehicle equipment replacement fund and would need to increase the contribution in that fund to make up for the purchase. Trustee Farkas moved to waive the First Reading of the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) Trustee Farkas moved to approve the budget revision. Trustee Benton seconded the motion. Trustee Nadler questioned the necessity of the purchase. Assistant Director of Public Works Bob Phillips stated the current piece of equipment does not perform as needed. The Village has added a lot of sidewalk to the list that it plows and maintains, including Lake Cook Road. This equipment would be a high-performance piece of equipment that would be more useful. This piece of equipment would be used in the downtown and on sidewalks as part of the snow removal system. This machine moves slower than current machine, but works much better. It would be used for the high -traffic areas first. The existing equipment would also be utilized. Trustee Nadler asked if this is the right time to spend the money. Mr. Burk believes the Village Board of Trustees Meeting February 18, 2014 Page 7 of 9 can do it. Trustee Nadler does not believe it is a necessity and would prefer to see revenues kick in fust. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: Nadler (1) AUTHORIZATION TO PURCHASE Trustee Farkas moved to authorize the purchase of ONE MT -6 TRACKLESS VEHICLE one MT -6 trackless vehicle in an amount not to exceed $114,535.50. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: Nadler (1) AUTHORIZATION TO AWARD Mr. Phillips stated that every year the Village uses ANNUAL MATERIAL TESTING material consultants to perform material testing and SERVICES CONTRACT TO RUBINO assist with EPA reporting. They also help with ENGINEERING (NTE $30,000) construction testing and make recommendations on material changes in the field. Staff interviewed three consultants and found Rubino Engineering to be the most qualified Trustee Seiden moved to award the annual material testing services contract to Rubino Engineering in an amount not to exceed the budgeted amount of $30,000. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) RESOLUTION R-14-04 ADOPTING THE Mr. Phillips stated the Village selected several MFT STREET REHABILITATION smaller streets for rehabilitation for 2014. He PROJECT does not know the exact scope of work yet, but it will include grinding and resurfacing, drainage, water main work, pavement patching, curb replacement, etc. This year there is a local agency agreement for State participation in the amount of $1,250,000. He is requesting a Resolution to approve the local agency agreement and use of the money. Trustee Benton moved to accept the Resolution. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) ORDINANCE AMENDING THE Mr. Lichterman noted the Village Board approved MUNICIPAL CODE TO LICENSE Lakeshore Recycling Systems as the commercial COMMERCIAL SCAVENGERS — 1R scavenger in the Village, effective May 1, 2015. Board of Trustees Meeting February 18, 2014 Page 8 of 9 He noted this ordinance wll license commercial scavengers and allow the Village Manager to exempt commercial properties based on the following criteria: • The requester's business is subject to a corporate contract for multi -unit scavenger services, the provisions of which are outside the requestor's control; • The requestor is subject to a written and binding contract with a scavenger previously licensed by the Village, which contract was effective prior to January 1, 2014. If the exemption is granted in connection with this section, the exemption shall terminate upon the expiration of the requestor's contract. • The requestor's business requires a specialized solid waste or recycling service that the commercial franchisee is unable to provide; or • An exceptional hardship is demonstrated, which may also include comprehensive recycling service being provided through their current scavenger contract. Trustee Seiden asked if the Village Manager would also require recycling be provided prior to granting an exemption. Mr. Street agreed he would, given the franchise objective to improve recycling from commercial businesses. The Village received a letter from CRM Properties expressing concern over prices and terms after the initial contract. This will stand as a First Reading. AUTHORIZATION FOR POLICE Chief Sliozis noted that due to the cost of this DEPARTMENT TO PURCHASE A request for equipment, staff researched extensively COMPUTERIZED RADIOPHONE for a long period of time and this has been budgeted DISPATCH SYSTEM AND for three years. Chief Sliozis wanted to ensure the MAINTENANCE AGREEMENT Village is getting the best technology at a good price. He noted the current system was updated in 1996 and is obsolete and no longer supported. The proposed system would accept text messages and video. Research indicated Zetron as the best choice for both the phone and radio system. The system will be installed and maintained by the Village's current vendor and a five-year maintenance agreement will be added. Trustee Farkas moved to authorize the purchase of the Zetron Max 9-1-1 phone and radio dispatch system including a five-year maintenance agreement in an amount not to exceed $409,797.03. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO PURCHASE 3 Chief Sliozis reported the department is looking to POLICE VEHICLES replace three vehicles. He noted the specialized vehicles are no longer inventoried at this time. The department is looking to replace a 2006 Dodge Charger with a 2014 Ford Taurus and a 2010 Ford Expedition with a 2014 Ford Expedition both from Landmark Ford, which holds the State bid. The department is also looking to replace a 2011 Crown Victoria with a 2014 Ford Explorer r L Board of Trustees Meeting February 18, 2014 Page 9 of 9 from Curry Motors, which holds the Suburban Purchasing Cooperative contract. The total for the three vehicles, equipped, would be $85,000. Trustee Struthers moved to authorize the purchase of three police vehicles in a combined amount not to exceed $85,000. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) SETTLEMENT AGREEMENT RE: Mr. Street reported a settlement has been reached. PARISI V. DEERFIELD He noted the lawsuit was resolved amicably. Trustee Benton moved to accept the settlement agreement. Trustee Struthers seconded the motion. The motion passed with the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) ABSTAIN: Nadler (1) DISCUSSION ADJOURNMENT There being no further business or discussion, Trustee Struthers moved to adjourn the meeting. Trustee Farkas seconded the motion. The motion passed unanimously. The meeting was adjourned at 9:40 p.m. APPROVED: C" Mayor ATTEST: z Village Clerk