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08/04/2014August 4, 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 July 21, 2014, at 7:34 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Alan Farkas (left at 7:50 pm) Thomas Jester Robert Nadler William Seiden Barbara Struthers and that a quorum was present and in attendance. Also present were Village Attorney Judy Kolman and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Officer Oliver Cachola led those in attendance in reciting the Pledge of Allegiance. POLICE SWEARING IN CEREMONY Chief Sliozis reported Officer Cachola started with the Deerfield Police Department in 2010. He has held numerous positions within the department. He has received numerous commendations from the department. Mr. Street swore in Sergeant Cachola to his new role. Sergeant Cachola thanked the Village and the department for their support. LAKE COUNTY FORECLOSURE Judge Mitchell Hoffinan discussed the foreclosure MEDIATION — JUDGE HOFFMAN mediation program that started last year. He noted that foreclosures in Lake County have increased tenfold and that they have a big impact on families, communities and banks. Frequently, foreclosed homes sit vacant for months or years at a time. The mediation program can put a stop to the litigation process in court by bringing the parties together to discuss options such as loan modification. Judge Hoffman asked the Board to get the word out to residents that may need assistance. Mayor Rosenthal inquired whether the Village could get notice of foreclosure at the same time as the residents to send them information regarding the mediation program. Judge Hoffinan will look into it. Trustee Farkas asked whether the program is available for people facing financial distress who are not yet in foreclosure proceedings. Judge Hof&nan stated the Affordable Housing Corporation of Lake County will assist homeowners with loan modifications whether or not they are in foreclosure. Trustee Farkas excused himself from the meeting. PRESENTATION OF GFOA Mayor Rosenthal presented the GFOA Board of Trustees Meeting August 4, 2014 Page 2 of 6 DISTINGUISHED BUDGET Distinguished Budget Presentation award to PRESENTATION AWARD Finance Director Eric Burk. This is the 19`s year the Village has received this award. MINUTES OF PREVIOUS MEETING Trustee Benton moved to approve the minutes from The July 28, 2014, Board of Trustees meeting. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote. PUBLIC WORKS & ENGINEERING Director of Public Works and Engineering Barbara DEPARTMENTAL OBJECTIVES Little presented highlights from the six month departmental objective report. The Engineering Department has reviewed 96 projects over the past six months. They issued 230 permits for removal of private property trees. The street rehabilitation program has begun. Deerfield Road reconstruction is targeted for 2016 and utility work is underway. The department has been coordinating with Commonwealth Edison and North Shore Gas. The Briarwood Vista pavement and reconstruction project is well into the design phase. The North Trail drainage study is under way. The backflow tracking program has received more than 600 properties registrants. The street department is recovering from the rough winter. They had a challenging pothole season and busy sweeping season. The department has secured multiple sources of road salt for the Village. The department and contractors have removed 350 ash trees from the public right- of-way due to the Emerald Ash Borer infestation. The water division installed more than 170 water meters and should finish installation of the new meters within the next two years. The water SCADA system has been upgraded to be transmitted through cellular service with assistance from the IT department. The Village received the American Water Works Association 100 Year Club award for its long-time service as a water provider. The water reclamation facility is operating as designed. The Village received two awards for the water reclamation facility. The sewer division is working on completing all the televising work. The garage division is keeping busy. There have been several promotions and transfers and two new employees were hired to fill vacant positions. Mayor Rosenthal thanked the Department for its efforts on behalf of the Village. TREASURER'S REPORT Mr. Burk presented highlights from the treasurer's report, representing six months of the fiscal year. He noted that expenditures are not out of the ordinary. The sales tax increased from both last month and the same period last year. The Village received the fust disbursement of the Lake County property tax. Water and sewer revenues are lagging, but he expects them to bounce back next month. The building permit revenue was more than $850,000 this month. Trustee Seiden asked about the sales tax revenue projection. Mr. Burk noted that there is too much time left in the year to speculate that the projection would be off target. Board of Trustees Meeting August 4, 2014 Page 3 of 6 BILLS AND PAYROLL Trustee Struthers moved to approve the bills and payroll dated August 4, 2014. Trustee Jester seconded the motion. Mayor Rosenthal noted the taxi reimbursements have nearly doubled and would be reviewed with the budget. Trustee Struthers noted there are two disbursements for electric. Mr. Street indicated the Village pays separate accounts for various electrical costs. The motion passed by the following vote: AYES: Benton, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) PUBLIC COMMENT There was no Public Comment. REPORTS REPORT AND RECOMMENDATION Assistant to the Public Works Director Eric FROM STAFF RE: AMENDMENT TO Oscarson noted the current Tree Ordinance needs THE TREE ORDINANCE to be amended to better protect the trees. The key revisions would be definition changes including adding a definition for topping. This would prevent the trimming of trees to the point where they cause them to die the next season to get around the provisions of the Tree Ordinance. Mayor Rosenthal asked how the Village knows whether a tree is over pruned or topped. Mr. Oscarson stated the department is frequently alerted by neighbors. The proposed amendment will prevent modifying 50 percent of the tree, including the root structure. Trustee Benton moved to accept the report and recommendation from staff regarding the proposed amendment to the Tree Ordinance. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) CONSENT AGENDA ORDINANCE AUTHORIZING A SIGN MODIFICATION TO ALLOW THE NEW WEST WALL SIGN FOR PET SUPPLIES PLUS, 9 WAUKEGAN ROAD, TO BE LOCATED ABOVE THE ROOF DECK OF THE BUILDING — I R An Ordinance authorizing a sign modification to allow the new west wall sign for Pet Supplies Plus, located at 9 Waukegan Road, to be located above the roof deck of the building. First Reading. Mayor Rosenthal indicated this would stand as a First Reading of the Ordinance. OLD BUSINESS ORDINANCE AUTHORIZING THE An Ordinance authorizing the direct sale of baked Board of Trustees Meeting August 4, 2014 Page 4 of 6 DIRECT SALE OF BAKED GOODS BY goods by home kitchen operations pursuant to HOME KITCHEN OPERATIONS Public Act 98-0643. First Reading. PURSUANT TO PUBLIC ACT 98-0643 Mayor Rosenthal stated that staff had addressed the changes the Board had suggested at the last meeting. Assistant to the Village Manager Andrew Lichterman indicated Lake County is also comfortable with the changes. This will stand as a First Reading of the Ordinance. ORDINANCE GRANTING A An Ordinance granting a variation for the property VARIATION FOR PROPERTY commonly known as 1057 Sheridan Avenue. First COMMONLY KNOWN AS 1057 Reading. SHERIDAN AVENUE —1R Mayor Rosenthal indicated the petitioner has requested waiving the First Reading of the Ordinance. She is not inclined to grant the waiver as it is a controversial issue. Trustee Struthers moved to waive the First Reading of the Ordinance. Trustee Jester seconded the motion. Mayor Rosenthal reminded the Trustees that there was both neighborhood and Board concern. She does not believe two weeks will make a difference. The motion to waive the First Reading of the Ordinance did not pass by the following vote: AYES: Struthers (1) NAYS: Benton, Jester, Nadler, Seiden (4) This will stand as a First Reading of the Ordinance. NEW BUSINESS AUTHORIZATION TO EXECUTE THE Assistant Village Engineer Bob Phillips stated CONTRACT FOR LAND ACQUISITION this is part of the Deerfield Road project. The AND NEGOTIATION SERVICES FOR Village plans to build a new sidewalk that will THE DEERFIELD ROAD include a buffer between vehicles and pedestrians. RECONSTRUCTION PROJECT There are some properties that will need to be acquired to create the buffer zone. Santacruz Land Acquisitions has provided a proposal in the amount of $34,800 to provide land acquisition and negotiation services. They are pre -qualified by the State of Illinois. Mayor Rosenthal noted the scope should be altered to clarify it does not include all of Deerfield Road. Mr. Phillips stated project includes the installation of a new sidewalk along the south side of Deerfield Road between Rosemary Terrace and the eastern Village limit. Mayor Rosenthal noted the executive summary discusses the cost of condemnation litigation, but the Village is not going that way and would not want it as part of the proposal. Board of Trustees Meeting August 4, 2014 Page 5 of 6 Trustee Benton asked why the Village does not do this in house. Mr. Phillips stated that because Federal funds are involved in the process and the project is administered through IDOT, there are strict requirements that in-house staff does not meet. Trustee Jester moved to authorize the execution of the contract in an amount not to exceed $34,800. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO EXECUTE Mr. Phillips stated that part of the project CONTRACT FOR LAND ACQUISITION includes the reconstruction of nine traffic signals. AND NEGOTIATION SERVICES FOR The new signals will be moved back slightly TRAFFIC SIGNALS FOR DEERFIELD requiring small portions of property to be ROAD RECONSTRUCTION PROJECT acquired. Santacruz will handle the land acquisition negotiations and team up with the engineering firm Christopher B. Burke Engineering, Ltd., on the project. Staff is recommending the Trustees authorize the contract to be executed in an amount not to exceed $99,225. Mr. Phillips noted this is a condition for Lake County to participate in the project funding. Trustee Nadler stated this is a lot of money. Mr. Phillips noted the company is very efficient and this is a not to exceed amount. Trustee Nadler moved to authorize the execution of the contract in an amount not to exceed $99,225. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) DISCUSSION ROUNDTABLE DISCUSSION Mayor Rosenthal attended a roundtable discussion with Representative Drury and leaders from other area municipalities, park districts and school districts. Representative Drury wanted to learn about the concerns of local governments. There was a lot of concern about protecting the local distributive fund and having no unfunded mandates. Mayor Rosenthal believes this was a worthwhile endeavor. POLICE REACCREDITATION Trustee Benton, Trustee Struthers and Mayor Rosenthal attended the police reaccreditation banquet. This is the Village's 4`s time becoming an accredited agency. BANNOCKBURN BBO CHALLENGE Mayor Rosenthal urged all residents to come out Board of Trustees Meeting August 4, 2014 Page 6 of 6 and vote at the Bannockburn BBQ Challenge on Saturday at Bannockburn Green. The Village will be defending their honor at last year's first place winner. EAGLE COURT OF HONOR Mayor Rosenthal reported the Eagle Court of Honor will be held this Saturday for the Village's seven new Eagle Scouts. She congratulated the new Eagle Scouts and stated she is very proud of the young people in the community. ADJOURNMENT There being no further business or discussion, Trustee Benton moved to adjourn the meeting. Trustee Jester seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:40 p.m. APPR VED: Mayor ATTEST: zt&- ��t Village Clerk