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09/15/2014September 15, 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 September 15, 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 William Seiden Barbara Struthers Absent: 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 Members of Cub Scout Pack 450 led those in attendance in reciting the Pledge of Allegiance. The scouts introduced themselves and told the Trustees what they like about scouting. Pack Leader Lydia St. John invited residents to the 3rd Annual Rocket Launch at Shepherd Middle School at 10:30 AM next Saturday. DEERFIELD PUBLIC ARTS PROGRAM Fine Arts Commission Chairman Jeff Marks reported the Commission sent out submission requests for artwork to be displayed in public areas in the Village. They selected 24 submissions that will be displayed for one year. The artwork will be displayed at Village Hall, Public Works, the Deerfield Library as well as other public facilities within the Village. There will be an open house at the Library on Thursday from 6 p.m. to 8 p.m. featuring participating artists. BERNARD FORREST PUBLIC Mayor Rosenthal honored Barbara Reich with the SERVICE AWARD Bernard Forrest Public Service Award. She reported Ms. Reich has done so much for the Village and is a Village -wide volunteer. Public service is a way of life for Ms. Reich. She has committed herself for making the Village of Deerfield a better place to live. She has played a pivotal role in starting the parent university at Deerfield High School. In 2008, Ms. Reich became Co -Chair of the Family Days Commission and has bettered this outstanding event. She frequently volunteers to assist numerous charitable organizations including the American Cancer Society, Optimist Club and Friends of the Library. Ms. Reich thanked the Village for the wonderful honor. It is her pleasure to serve the community. She has met a number of nice people and had a lot of fun. REPORTS Board of Trustees Meeting September 15, 2014 Page 2 of 7 REPORT AND RECOMMENDATION Family Days Co -Chair Barbara Reich OF THE FAMILY DAYS COMMISSION reported 2014 was one of the best attended Family RE: 2014 FAMILY DAYS REPORT Days celebrations to date. The local sponsors AND 2015 FAMILY DAYS BUDGET have been very helpful in supporting the event. Management Analyst David Fitzgerald reported Family Days spent less than they had requested and raised more than they anticipated. The event cost $59,289 and the Family Days Commission and their sponsors raised $48,500 to help offset the expenses. The Village's cost was pretty much the cost of the fireworks. The Commission is looking at a few changes to reduce expenses for next year. Ms. Reich suggested having a thermometer with the goal of $15,000 to add visibility to the fundraising. They will increase the cost to be in the parade as well as the cost of the wristbands. Trustee Benton moved to accept the report and recommendation. Trustee Jester seconded the motion. The motion passed unanimously on a voice vote. A brief reception was held in honor of Ms. Reich. MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes from the September 2, 2014, Board of Trustees meeting. Trustee Benton seconded the motion. The motion passed unanimously on a voice vote. BILLS AND PAYROLL Trustee Jester moved to approve the bills and payroll dated September 15, 2014. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) PUBLIC COMMENT There was no public comment on non -agenda items REPORTS REPORT AND RECOMMENDATION Mr. Street and Mayor Rosenthal spoke with RE: INDEMNIFICATION Attorney Coblentz about adding indemnification REQUIREMENTS FOR SPECIAL USE requirements to the Special Use and variation AND VARIATION RECIPIENTS recipients. Mr. Coblentz stated this came about because of the Fresh Thyme lawsuit. Fresh Thyme is the beneficiary of the zoning entitlement and it is incumbent on the property owner to defend any litigation brought on by any property owner. This Ordinance would indemnify the Village for any defense cost incurred by the Village in similar situations going forward. Trustee Jester asked if the property owners and Fresh Thyme would undertake the major portion of the Board of Trustees Meeting September 15, 2014 Page 3 of 7 expenses in the future. Mr. Coblentz noted that going forward the owners of the property and Fresh Thyme will undertake the major portion of the expense. Trustee Jester moved to accept the report and recommendation. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) REPORT AND REOCMMENDATION Mr. Street reported the Plan Commission held a OF THE PLAN COMMISSION RE: Public Hearing on September 4, 2014, to consider REQUEST FOR A TEXT AMENDMENT the request for a Text Amendment and Special Use AND A SPECIAL USE TO PERMIT THE to permit the establishment of Venue One Meeting ESTABLISHMENT OF VENUE ONE and Event Center at the former Berto Center, 550 MEETING AND EVENT CENTER AT Lake Cook Road. The Plan Commission voted 6-0 550 LAKE COOK ROAD (BERTO) in favor of the Text Amendment, Special Use and sign modifications. Sean Cannon, CEO of Venue One, provided a brief presentation of their proposal. Venue One has been located in the West Loop since 2011. The venue is more than 25,000 square feet and has more than 40 employees. The venue has most items built in, which cuts on the number of deliveries and provides more control over the event. The parent company has more than 70 full- time employees. Every event is a private event, such as a wedding, corporate event or Bar and Bat Mitzvah. There are no adult entertainment events or concerts or events that are open to the general public. They have held fashion shows and business summits. The company has the ability to design, fabricate and execute any size event. The proposed Venue One North Shore would house events similar to ones held at the Botanical Gardens and Ravinia, Lake Forest College and country clubs. They would host small trade shows and expos as well as chanty galas, fundraisers, weddings, fashion shows and private social events. The maximum number of guests would be based on the number of parking spots available for use at or around the location. They have secured more than 1,000 parking spaces. Mr. Cannon indicated they are not looking to change the outdoor building structure. They will add a second exit to the building as well as additional landscaping and a path to Whitehall. They would like a sign on Kates Road. The proposed sign will be used for guests to find the event rather than for advertising. The signs will only be illuminated on event days and will be turned off after the event. They propose adding a crosswalk to Corporate 500. They would do all the food, beverage and catering in-house. The second floor will act as offices for employees. Mr. Cannon discussed agreements for access to approximately 1,048 parking spaces within half a mile of the venue. They will utilize a professional valet company that specializes in corporate and social events. Board of Trustees Meeting September 15, 2014 Page 4 of 7 Mr. Cannon presented the traffic study. The report evaluated a maximum 500 -guest event and includes a traffic control officer. They spoke with the Corporate 500 to change the traffic pattern if approved by the Village. Mayor Rosenthal believes it is a great use for a building that will be vacant. She appreciates the thorough traffic and parking study. Trustee Farkas suggested working with local authorities when hosting a larger event. They would work with local authorities to set a threshold when to get local authorities involved. Trustee Benton moved to accept the report and 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) CONSENT AGENDA There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE ADOPTING THE 2012 An Ordinance adopting the 2012 edition of the EDITION OF THE INTERNATIONAL International Building Codes. First Reading. BUILDING CODES — 1R Mayor Rosenthal indicated this would stand as a First Reading. The Fire Department will make a presentation at the next meeting. NEW BUSINESS AUTHORIZATION TO AWARD THE Assistant to the Director of Public Works and NORTH TRAILS SUBDIVISION Engineering Eric Oscarson noted the Trustees DESIGN CONTRACT discussed the North Trails Subdivision flooding issues at the Committee of the Whole meeting earlier in the evening. The Village consultant, Daniel Creaney Company, has completed the storm water study and has provided the Village with recommendations for reducing the potential for flooding within the subdivision. The scope of work would include the installation of a relief sewer, installation of high capacity drainage systems and re -grading. Trustee Farkas indicated this would be the necessary engineering to implement the recommendations in the drainage study. Trustee Struthers questioned whether the Village could apply for grants to cover some of the costs. Mr. Oscarson would research grant opportunities. Mr. Street indicated grants are not likely as this is not the typical type of project for grants. If Board of Trustees Meeting September 15, 2014 Page 5 of 7 swales, rain gardens, and other green options can be implemented, those items may be able to receive grants. Mr. Oscarson indicated this would be a combined project with the roadway reconstruction project as well. Trustee Jester expressed concern with having two contractors. Director of Public Works and Engineering, Barbara Little, stated the department could handle the in-house design and determine the quantities for the roadwork so it is combined into one contract. Trustee Farkas moved to award the contract for the North Trails Subdivision design contract to Daniel Creaney Company in an amount not to exceed $82,100. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION FOR PHASE I AND Assistant Director of Public Works and Engineering PHASE II ENGINEERING SERVICES Bob Phillips reported the jurisdiction for the project FOR THE NORTH AVENUE is split between Deerfield and Bannockburn with INFRASTRUCTURE IMPROVEMENT Deerfield owning all of the water and sanitary main. PROJECT The water main has been on the list for replacement. The opportunity arose to partner with Bannockburn and share the cost of engineering after officials met with the Lake County planning liaison who authorized a 70/30 split, with the Villages dividing their portion of the grant. The Phase I and Phase II design for water main and sanitary main is Deerfield's responsibility and the roadway is split between Deerfield and Bannockburn. Trustee Seiden moved to authorize the Phase I and Phase II engineering services in an amount not to exceed $80,872.45. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) ORDINANCE CONSENTING TO THE An Ordinance consenting to the Villages of Volo VILLAGE OF VOLO AND THE and Bannockburn as additional members of the VILLAGE OF BANNOCKBURN AS Solid Waste Agency of Lake County with no late ADDITIONAL MEMBERS OF THE fee. First Reading. SOLID WASTE AGENCY OF LAKE COUNTY WITH NO LATE FEE —1R Mayor Rosenthal indicated this would stand as a First Reading RESOLUTION R-14-09 Assistant to the Village Manager Andrew AUTHORIZING A COLLECTIVE Lichterman reported the agreement is for the term BARGAINING CONTRACT of 3-3/4 years. It would go from May 2014 through BETWEEN THE VILLAGE OF December 2017. The Union membership has voted Board of Trustees Meeting September 15, 2014 Page 6 of 7 DEERFIELD AND THE ILLINOIS to ratify the contract as presented. COUNCIL OF POLICE UNION Trustee Seiden moved to adopt the Resolution. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION FOR THE MAYOR Public Works and Engineering Director Barbara TO SIGN STATE OF ILLINOIS Little report the project would improve the DEPARTMENT OF TRANSPORTATION pedestrian rail crossing near the high school. AGREEMENT FOR LOCAL AGENCY Currently there are no warning gates or flashing RAILWAY -PEDESTRIAN GRADE light signals. The Village is working with the State CROSSING IMPROVEMENTS and Metra to improve to the crossing, including TELEGRAPH ROAD PEDESTRIAN an exit gate, a ramp, warning lights and flashing CROSSING light signals. She requested passage before October to meet Federal timing. Trustee Benton noted there are two tracks and it would be nice to have an additional signal notifying of an additional train. Ms. Little noted Metra has not yet supplied detailed designs, but she would put in the request. Trustee Benton moved to authorize the Mayor to sign the agreement. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Seiden, Struthers (5) NAYS: None (0) RESOLUTION R-14-10 REGARDING Trustee Benton noted the requirements for training NOTICE OF PROPOSED RULE are excellent. He believes it is a good thing for the MAKINGPROCEEDINGS Village. "HAZARDOUS MATERIALS: ENHANCED TANK CAR STANDARDS AND OPERATIONAL CONTROLS FOR HIGH -HAZARD FLAMMABLE TRAINS" BEFORE THE PIPELINES AND HAZARDOUS MATERIALS SAFETY ADMINISTRATION IN DOCKET NO. PHMSA-2012-0082 (HM -251) Trustee Jester indicated he owns a stock in Canadian National and would be abstaining. Trustee Farkas moved to adopt the Resolution. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Seiden, Struthers (4) NAYS: None (0) ABSTAIN: Jester (1) DISCUSSION I I Board of Trustees Meeting September 15, 2014 Page 7 of 7 DEERFIELD ROAD Mayor Rosenthal indicated she has received a number of questions on when Deerfield Road will be fixed. Mr. Phillips noted the contractor for North Shore gas will get a proper patch on Deerfield Road in the beginning of October, which should get the Village through the winter. RIBBON CUTTIN They are located in Deer Park Plaza. ART EXHIBIT September 18, 2014, from 6 p.m. to 8 p.m. exhibits at once. HEALTHY LIFESTYLE EXPO Mayor Rosenthal attended a ribbon cutting for Kung Fu Power and welcomed them to the Village. Mayor Rosenthal invited residents to attend the Public Art Open House at Deerfield Library on This is an opportunity for residents to see all 24 The Healthy Lifestyle Expo will take place on Saturday from at the Patty Turner Center. ADJOURNMENT There being no further business or discussion, Trustee Benton moved to adjourn the meeting. Trustee Struthers seconded the motion. The motion passed unanimously. The meeting was adjourned at 9:25 p.m. APPROVED: bl Mayor ATTEST: i;�� �At Village Clerk