08/19/2013August 19, 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 August 19, 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
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 Deerfield High School graduate Scott Plonsker, led
those in attendance in reciting the Pledge of
Allegiance. Mr. Plonsker won the gold medal in
karate in the recent Maccabiah Games, which were held in Israel. He competed in the adult
division, which is for athletes from 18 — 34 years of age. Mayor Rosenthal indicated Marissa
Levy, Adam Rabushka and Michael Goldberg, all of Deerfield, also won medals in the
Maccabiah Games.
DEPARTMENTAL OBJECTIVES — Chief Sliozis presented highlights from the 2013
POLICE DEPARTMENT semi-annual report. Statistically, calls for service
are up slightly from 2012 but are consistent with
prior years. Index crimes are lower this year. Chief Sliozis believes it is due to the recent
closures of a health club and a large retail establishment. He indicated that thefts may increase in
the coming year because the new School Resource Officer will now become involved in cases at
the high school that previously were handled by school staff and not reported to police.
Chief Sliozis reported the number of traffic accidents has increased. He believes it is largely due
to the Lake Cook Road construction project. The number of cell phone tickets issued has
doubled, which Chief Sliozis noted is in part due to participation in regional enforcement
measures.
The department completed the replacement of the inkless fingerprinting program that allows
fingerprints to be transmitted electronically to the State. The department placed a School
Resource Officer at Deerfield High School that started last week. The department is currently in
the process of replacing six vehicles. Police Department staff have been utilizing Facebook and
Twitter accounts to increase communication with the community.
MINUTES OF PREVIOUS MEETING Trustee Benton moved approval of the minutes
Board of Trustees Meeting
August 19, 2013
Page 2 of 14
from the August 5, 2013, Board of Trustees
meeting. Trustee Struthers seconded the motion. The motion passed unanimously.
BILLS AND PAYROLL Trustee Seiden moved approval of the bills and
Payroll dated August 19, 2013. 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 Mark Brown, 1557 Oakwood Place, noted that
starting October 1, 2013, West Deerfield Township
will begin a monthly senior event. The October event will focus on helping senior residents stay
in their homes. The event will be held in the West Deerfield Township building at 1:30 pm.
REPORTS
REPORT ON BOIL ORDER Following an introduction from Mayor Rosenthal,
Manager Street read a memorandum regarding the boil water order that was issued on Monday
August 12, 2013.
"introduction
The safety of our residents and water customers is our primary responsibility and the security
and integrity of the Village's potable water supply is paramount to that. This report outlines a
chronology of the events surrounding the August 12, 2013, boil water order, the communication
tools utilized by the Village to disseminate information, recommendations for corrective actions,
and a list of questions and answers to frequently asked questions.
Chronology
The following is a factual review of the sequence of events surrounding the boil water order
issued on Monday, August 12, 2013, and lifted on Wednesday, August 14, 2013.
Tuesday July 30, 2013:
Water samples are taken at 5 of 20 registered sampling locations. These 20 locations are
registered with the IEPA as our regular sampling locations and 5 are selected each week pursuant
to IEPA requirements. The samples are then taken to the IEPA certified testing laboratory
operated by the City of Highland Park.
Wednesday July 31, 2013:
The City of Highland Park certified testing laboratory (CHP) reports that the tests on the samples
taken July 30 are clear with no sign of contamination.
Thursday August 8, 2013:
Board of Trustees Meeting
August 19, 2013
Page 3 of 14
Water samples are taken at 5 registered locations, including the Hawthorne Lane site (west of the
Tollway) and the Pine Street site.
Friday August 9, 2013:
The CPH contacted the Deerfield Water Operator reporting that the Thursday, August 8, sample
from the Hawthorne Lane site was showing signs of a presumptive positive. The presumptive
positive means that there were bacterial colonies present, but the type of contamination could not
be determined. The CHP certified testing laboratory also reported that the test on the sample
taken August 8, at the Pine Street site was also showing signs of growth, but the growth was
atypical and showed no signs for concern. Due to the presumptive positive test at the Hawthorne
Lane site, the Deerfield Water Operator was required to take additional samples: one at the
Hawthorne Lane site, one "upstream" of the Hawthorne Lane site, and one "downstream" of the
Hawthorne Lane site.
Saturday August 10, 2013:
The CHP certified testing laboratory notified the Deerfield Water Operator of a presumptive
positive test for total coliform, not fecal coliform, from the resample taken on Friday, August 9,
at the Hawthorne Lane site, and the tests on the samples from sites upstream and downstream of
the Hawthorne Lane site. The CHP certified testing laboratory directed the Deerfield Water
Operator to take three additional samples: one at the Hawthorne Lane site, one upstream of the
Hawthorne Lane site, and one downstream of the Hawthorne Lane site. The CHP certified
testing laboratory also reported to the Deerfield Water Operator that the test on the August 8
sample from the Hawthorne Lane site and the Pine Street site were positive but did not identify
the contaminate specifically as fecal coliform. However, the fecal coliform test results were
available at this time and had the CHP certified laboratory clearly reported these results or the
Village Water Operator asked further about the results, the Village of Deerfield would have
known to issue a boil order. (The Village would not know definitively until Monday, August 12,
that the Hawthorne Lane site sample from August 8 tested positive for fecal coliform and the
August 8 sample from Pine Street was also positive for fecal coliform.)
Sunday August 11, 2013:
The CHP certified testing laboratory reported to the Deerfield Water Operator that the sample
taken at the Hawthorne Lane site August 9 was positive as were the samples taken up and down
stream, but did not identify the contaminate as total coliform. The CHP certified testing
laboratory reported to the Deerfield Water Operator that the tests on all the resamples taken on
Saturday, August 10 at the Hawthorne Lane site, and upstream and downstream of the
Hawthorne Lane site were clear. However, the total coliform test results of the August 9 samples
were available at this time and had the CHP certified laboratory clearly reported these results or
the Village Water Operator asked further about the results, the Village of Deerfield would have
known to issue a boil order. (The Village would not know definitively until Monday, August 12
that the Hawthorne Lane site sample from August 9 and the up and downstream samples tested
positive for total coliform.)
Monday August 12, 2013:
Board of Trustees Meeting
August 19, 2013
Page 4 of 14
The CHP certified testing laboratory reported that the test on the sample taken August 8 from the
Hawthorne Lane site and the test on the sample taken August 8 from the Pine Street site were
positive for fecal coliform. The CHP certified testing laboratory also reported that the tests on
the resample taken August 9 at the Hawthorne Lane site and up and downstream of the
Hawthorne Lane site all were positive for total coliform. The CHP certified testing laboratory
further reported that the test on the sample taken August 10 at the Hawthorne Lane site and the
tests on the samples upstream and downstream of the Hawthorne Lane site were clear. The CHP
certified testing laboratory reported these results to the Village of Deerfield Water Operator and
the IEPA at 8:15 AM. The CHP certified testing laboratory further directed the Deerfield Water
Operator take water samples at the Pine Street site, and upstream and downstream of the Pine
Street site.
At approximately 10:30AM, the IEPA notified the Village of Deerfield to implement a Tier II
notification, which is a report informing water customers of the incident and the corrective
actions taken by the Village, but no boil order. At 10:45AM, the IEPA notified the Village of
Deerfield to implement a Tier I notification, which is a report informing water customers of fecal
coliform bacteria in the water, and a "Boil Water Order" Village -wide in accordance with IEPA
requirements. A "Boil Water Order" was then prepared according to IEPA content requirements
and implemented.
Tuesday August 13, 2013:
The CHP certified testing laboratory reported that the tests on the sample taken Monday, August
12, at the Pine Street site was clear and the tests on the samples taken August 12, upstream and
downstream of the Pine Street site were clear. Pursuant to IEPA requirements, Deerfield Water
Operators took an additional 10 samples throughout the Village to evaluate the conditions in the
entire water system.
Wednesday August 14, 2013:
At 10:45 AM, the CHP certified testing laboratory notifies the Village of Deerfield that the tests
on the 10 samples taken on Tuesday, August 13, were clear, with no sign of contamination. At
this time the Village received the confirmation from the IEPA office in Elgin that the "Boil
Water Order" could be lifted. At 11:20 AM the Village implemented the reversal of the "Boil
Water Order."
Thursday August 15, 2013:
Water samples are taken at 5 registered locations.
Friday, August 16, 2013:
The CHP certified testing laboratory reports to the Village of Deerfield that the preliminary test
results for samples taken on Thursday, August 15, are clear.
Communication with Water Customers
Beginning with the issuance of the Village's initial press release the afternoon of Monday,
August 12, staff received inquiries via telephone and email from residents, businesses and the
Board of Trustees Meeting
August 19, 2013
Page 5 of 14
press regarding the boil water order. Staff utilized all communication methods available to
disseminate information to the public.
From Monday through Wednesday staff prepared and utilized the following communication
tools:
• 3 press releases
0 5 email notifications
• 2 reverse dial outs that included text alerts
• 2 hand delivered notifications to restaurants, hotels, and businesses
• 2 cable channel updates
• Message board at the intersection of Waukegan and Deerfield Roads, as well as four
signs posted at the main entrances to the Village
• 3 recorded messages on the Village's phone system for after -hour phone calls
Additionally, staff responded to all press questions and inquires. Some of the media outlets that
the Village communicated with included, WBBM News Radio, CBS, NBC, WGN, Univision,
Patch.com, Pioneer Press, and Chicago Tribune.
From the time of the first notification to the last notification indicating the boil water order had
been lifted, 1105 new phones numbers and 1152 new emails were registered in the Village's
notification system, many of which were entered directly by Village staff. Several hundred
phone calls were responded to by staff.
Recommendations
Standard Operating Procedures
Staff recommends implementing new policies including enhancement of standard operating
procedures that will mandate water operators notify two upper management supervisors when the
laboratory orders resampling to take place due to a presumptive positive test result. Staff will be
required to explicitly ask for results after 48 hours have passed and the samples are mature.
Standard operating procedures will also stipulate that weekly water samples be completed and
turned into an IEPA certified laboratory by Wednesday of any given week to avoid potential
weekend delays.
Testing Procedures
Staff recommends investigating increasing the frequency of water testing. Staff also recommends
exploring the feasibility of adding a second IEPA certified laboratory to review the water
samples in order to independently verify laboratory results. Furthermore, staff also intends to
require that the certified laboratory operators report all test results to the Deerfield Water
Operators at the 24 hour mark and, if a presumptive positive is found, an additional report at the
48 hour mark.
Public Notice
Staff recommends issuing a public report to all Deerfield water customers within 30 days via
direct mail, e-mail and by posting in a conspicuous location, in accordance with IEPA protocol.
Board of Trustees Meeting
August 19, 2013
Page 6 of 14
This report will include a description of the violation and a description of the Village's corrective
actions.
Conclusion
It is important to note that the samples that tested positive for fecal coliform were localized and
only taken from two sites (the Hawthorne Lane and Pine Street sites) on one day. The three tests
that were taken on Friday at and near the Hawthorne Lane site tested positive for total coliform,
but not fecal coliform. All water samples taken on Saturday, August 10, and thereafter have
been clear of any bacteria. These results further indicate that the contamination was isolated and
not present in the water system as a whole. Nevertheless, the Village implemented a boil water
order in accordance with IEPA protocol and guidelines on Monday, August 12, once clearly
notified of the contaminants found in the August 8 and 9 water samples.
The Village and surrounding water suppliers have learned much over the last week and will
continue to improve. Ways to overcome the challenges presented by the delay in reporting
results due to the 48 hour testing period will continue to be actively pursued.
Finally, Village employee and certified laboratory performance is being reviewed and
investigated, pursuant to collective bargaining protocol and contractual requirements. Staff will
be available to answer questions at the August 19, 2013, Board meeting."
Mayor Rosenthal commented that the Village takes this issue very seriously. It was very
disturbing to her due to the number of problems. It took the Village a long time to get
information. Some of the reverse 911 calls did not get to residents. Mayor Rosenthal indicated
staff has taken time looking into what they can do better and will continue to investigate the
issues. The IEPA has agreed to work with the Village and review the Village's policies and
procedures to ensure they are correct. The Village will do everything possible to see that this
does not happen again. The Village needs better ways to communicate to residents. She urged
all residents to register multiple numbers and emails on the Village's notification system. Mayor
Rosenthal noted the safety and welfare of the residents is the Village's primary responsibility.
They will continue to investigate where, why and how they failed. They will speak with
neighboring communities to see if they have better policies, as well.
Trustee Benton commented that he attended a senior men's meeting at the Patty Turner Center,
where about half of the residents in attendance did not get the first phone notifications. He urged
residents to call the Village with their contact information. He recommended all residents verify
the Village has the correct contact information. Chief Sliozis indicated the Village website has a
link to Connect CTY where residents can register themselves directly. Multiple phone numbers
and email addresses can be registered. Trustee Nadler suggested using this experience as a
kickoff to a campaign to encourage residents to register and keep their information current.
Mayor Rosenthal indicated the Village will send a separate mailing to residents on this incident.
The mailing will include how to register contact information with the Village.
Mayor Rosenthal thanked the residents for having reacted the way they did and their patience in
this matter.
Board of Trustees Meeting
August 19, 2013
- Page 7 of 14
Cindy Aronson, 311 Earls Court, Deerfield, did not receive any calls or emails. She indicated
there was a restaurant that stayed open while others were closed. She thought that seemed
unsavory. Mr. Street indicated it was the restaurant's choice to comply with the Lake County
Health Department's requirements. Mayor Rosenthal noted some restaurants closed while some
complied with the requirements needed to stay open. Trustee Benton noted that the TEPA
supervised one restaurant that stayed open to ensure customer safety.
Ms. Aronson questioned how the weekend poses issues. Mr. Street noted the test takes 48 hours
to mature. Another challenge is the staffing that takes place at the laboratory on weekends. The
Village needs a testing lab that will give the Village results any day of the week.
REPORT AND RECOMMENDATION Mr. Street reported the Plan Commission
OF THE PLAN COMMISSION RE: considered a request for approval of a final
REQUEST FOR APPROVAL OF A development plan for the Woodview Development
FINAL DEVELOPMENT PLAN FOR located southwest of Deerfield Road and the Tri -
THE WOODVIEW DEVELOPMENT State Tollway at their meeting on July 25, 2013.
LOCATED SOUTHWEST OF The changes, which were approved by the Village
DEERFIELD ROAD AND THE TRI- Board on July 15, 2013, were considered and the
STATE TOLLWAY Plan Commission voted 5-0 in favor of the request.
Thomas Pope, Hartshorne Plunkard Architecture, provided a summary of the revisions. He
indicated the plan includes 406 parking spaces with a provisional requirement up to 431 if
needed. The provisional requirements are based on a future parking analysis which will take
place upon 90% tenant occupancy. The number of units has been reduced from 260 to 248.
There will be 130 one -bedroom or studio units, 115 two-bedroom units and three three-bedroom
units.
Mr. Pope indicated they removed one ground sign. The remaining ground sign will be double
sided and located south of the main entry driveway. They will also have two building -mounted
signs.
Andrew Marwick, 442 Kelburn, is not opposed to the apartment dwelling. He thinks there is a
need for this type of development. Mr. Marwick thinks the long-term issue is soundproofing.
Mr. Marwick believes the Village should ask for more soundproofing for a building with this
density and believes the standards should be raised
Mr. Marwick does not believe the fitness center will be adequate at 400 square feet. He
expressed concern about the concessions made by the Village on the setbacks around the Village.
The neighboring properties on the north and east will not have any privacy and will be difficult
to sell in the future.
Trustee Nadler is excited for this project. He asked if there is a requirement in the development
agreement regarding the time frame. Mr. Coblentz indicated construction would begin within
one year or else the developer would have to come back to the board for an extension.
Board of Trustees Meeting
August 19, 2013
Page 8 of 14
Trustee Farkas moved acceptance of the report and recommendation. Trustee Benton seconded
the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
REPORT AND RECOMMENDATION Mr. Street reported the Plan Commission
OF THE PLAN COMMISSION RE: considered the request for a finding of substantial
REQUEST FOR A FINDING OF conformance to allow the construction of a second
SUBSTANTIAL CONFORMANCE TO floor storage area for Tria Boutique in Deerfield
ALLOW THE CONSTRUCTION OF A Square at their August 8, 2013, meeting. The Plan
SECOND FLOOR STORAGE AREA FOR Commission voted 7-0 in favor of the request. The
TRIA BOUTIQUE IN DEERFIELD business will be located at 720 Waukegan Road,
SQUARE Unit L.
Chris Siavelis from CRM Properties noted the second floor will not have a sales area; rather, it
would only be for storage.
Trustee Seiden moved acceptance of the report and recommendation. Trustee Farkas seconded
the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
REPORT AND RECOMMENDATION The Board of Zoning Appeals held a Public Hearing
OF THE BZA RE: REQUEST FOR on July 16, 2013, to consider the request for a 140 -
ESTABLISHED FRONT YARD foot front yard setback in lieu of the required 175 -
SETBACK — 430 BRIAR HILL foot front yard setback for the property located at
430 Briar Hill, owned by John and Susie Ballis.
The Board of Zoning Appeals voted 5-0 in favor of the request.
Trustee Jester moved acceptance of the report and recommendation. Trustee Struthers seconded
the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
REPORT AND RECOMMENDATION The Board of Zoning Appeals held a Public Hearing
OF THE BZA RE: REQUEST FOR on July 16, 2013, to consider a request from Zippy
ESTABLISHED FRONT YARD LLC to allow construction of a new home with a
SETBACK — 1509 WILMOT front yard setback of 80 feet in lieu of the required
140 -foot setback for the property located at 1509
Wilmot. The Board of Zoning Appeals voted 4-1 in favor of the request.
August 19, 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 August 19, 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
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 Deerfield High School graduate Scott Plonsker, led
those in attendance in reciting the Pledge of
Allegiance. Mr. Plonsker won the gold medal in
karate in the recent Maccabiah Games, which were held in Israel. He competed in the adult
division, which is for athletes from 18 — 34 years of age. Mayor Rosenthal indicated Marissa
Levy, Adam Rabushka and Michael Goldberg, all of Deerfield, also won medals in the
Maccabiah Games.
DEPARTMENTAL OBJECTIVES — Chief Sliozis presented highlights from the 2013
POLICE DEPARTMENT semi-annual report. Statistically, calls for service
are up slightly from 2012 but are consistent with
prior years. Index crimes are lower this year. Chief Sliozis believes it is due to the recent
closures of a health club and a large retail establishment. He indicated that thefts may increase in
the coming year because the new School Resource Officer will now become involved in cases at
the high school that previously were handled by school staff and not reported to police.
Chief Sliozis reported the number of traffic accidents has increased. He believes it is largely due
to the Lake Cook Road construction project. The number of cell phone tickets issued has
doubled, which Chief Sliozis noted is in part due to participation in regional enforcement
measures.
The department completed the replacement of the inkless fingerprinting program that allows
fingerprints to be transmitted electronically to the State. The department placed a School
Resource Officer at Deerfield High School that started last week. The department is currently in
the process of replacing six vehicles. Police Department staff have been utilizing Facebook and
Twitter accounts to increase communication with the community.
MINUTES OF PREVIOUS MEETING Trustee Benton moved approval of the minutes
Board of Trustees Meeting
August 19, 2013
Page 2 of 14
from the August 5, 2013, Board of Trustees
meeting. Trustee Struthers seconded the motion. The motion passed unanimously.
BILLS AND PAYROLL Trustee Seiden moved approval of the bills and
Payroll dated August 19, 2013. 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 Mark Brown, 1557 Oakwood Place, noted that
starting October 1, 2013, West Deerfield Township
will begin a monthly senior event. The October event will focus on helping senior residents stay
in their homes. The event will be held in the West Deerfield Township building at 1:30 pm.
REPORTS
REPORT ON BOIL ORDER Following an introduction from Mayor Rosenthal,
Manager Street read a memorandum regarding the boil water order that was issued on Monday
August 12, 2013.
"Introduction
The safety of our residents and water customers is our primary responsibility and the security
and integrity of the Village's potable water supply is paramount to that. This report outlines a
chronology of the events surrounding the August 12, 2013, boil water order, the communication
tools utilized by the Village to disseminate information, recommendations for corrective actions,
and a list of questions and answers to frequently asked questions.
Chronology
The following is a factual review of the sequence of events surrounding the boil water order
issued on Monday, August 12, 2013, and lifted on Wednesday, August 14, 2013.
Tuesday July 30, 2013:
Water samples are taken at 5 of 20 registered sampling locations. These 20 locations are
registered with the IEPA as our regular sampling locations and 5 are selected each week pursuant
to IEPA requirements. The samples are then taken to the IEPA certified testing laboratory
operated by the City of Highland Park.
Wednesday July 31, 2013:
The City of Highland Park certified testing laboratory (CHP) reports that the tests on the samples
taken July 30 are clear with no sign of contamination.
Thursday August 8, 2013:
Board of Trustees Meeting
August 19, 2013
Page 3 of 14
Water samples are taken at 5 registered locations, including the Hawthorne Lane site (west of the
Tollway) and the Pine Street site.
Friday August 9, 2013:
The CPH contacted the Deerfield Water Operator reporting that the Thursday, August 8, sample
from the Hawthorne Lane site was showing signs of a presumptive positive. The presumptive
positive means that there were bacterial colonies present, but the type of contamination could not
be determined. The CHP certified testing laboratory also reported that the test on the sample
taken August 8, at the Pine Street site was also showing signs of growth, but the growth was
atypical and showed no signs for concern. Due to the presumptive positive test at the Hawthorne
Lane site, the Deerfield Water Operator was required to take additional samples: one at the
Hawthorne Lane site, one "upstream" of the Hawthorne Lane site, and one "downstream" of the
Hawthorne Lane site.
Saturday August 10, 2013:
The CHP certified testing laboratory notified the Deerfield Water Operator of a presumptive
positive test for total coliform, not fecal coliform, from the resample taken on Friday, August 9,
at the Hawthorne Lane site, and the tests on the samples from sites upstream and downstream of
the Hawthorne Lane site. The CHP certified testing laboratory directed the Deerfield Water
Operator to take three additional samples: one at the Hawthorne Lane site, one upstream of the
Hawthorne Lane site, and one downstream of the Hawthorne Lane site. The CHP certified
testing laboratory also reported to the Deerfield Water Operator that the test on the August 8
sample from the Hawthorne Lane site and the Pine Street site were positive but did not identify
the contaminate specifically as fecal coliform. However, the fecal coliform test results were
available at this time and had the CHP certified laboratory clearly reported these results or the
Village Water Operator asked further about the results, the Village of Deerfield would have
known to issue a boil order. (The Village would not know definitively until Monday, August 12,
that the Hawthorne Lane site sample from August 8 tested positive for fecal coliform and the
August 8 sample from Pine Street was also positive for fecal coliform.)
Sunday August 11, 2013.-
The
013:The CHP certified testing laboratory reported to the Deerfield Water Operator that the sample
taken at the Hawthorne Lane site August 9 was positive as were the samples taken up and down
stream, but did not identify the contaminate as total coliform. The CHP certified testing
laboratory reported to the Deerfield Water Operator that the tests on all the resamples taken on
Saturday, August 10 at the Hawthorne Lane site, and upstream and downstream of the
Hawthorne Lane site were clear. However, the total coliform test results of the August 9 samples
were available at this time and had the CHP certified laboratory clearly reported these results or
the Village Water Operator asked further about the results, the Village of Deerfield would have
known to issue a boil order. (The Village would not know definitively until Monday, August 12
that the Hawthorne Lane site sample from August 9 and the up and downstream samples tested
positive for total coliform.)
Monday August 12, 2013:
Board of Trustees Meeting
August 19, 2013
Page 4 of 14
The CHP certified testing laboratory reported that the test on the sample taken August 8 from the
Hawthorne Lane site and the test on the sample taken August 8 from the Pine Street site were
positive for fecal coliform. The CHP certified testing laboratory also reported that the tests on
the resample taken August 9 at the Hawthorne Lane site and up and downstream of the
Hawthorne Lane site all were positive for total coliform. The CHP certified testing laboratory
further reported that the test on the sample taken August 10 at the Hawthorne Lane site and the
tests on the samples upstream and downstream of the Hawthorne Lane site were clear. The CHP
certified testing laboratory reported these results to the Village of Deerfield Water Operator and
the IEPA at 8:15 AM. The CHP certified testing laboratory further directed the Deerfield Water
Operator take water samples at the Pine Street site, and upstream and downstream of the Pine
Street site.
At approximately 10:30AM, the IEPA notified the Village of Deerfield to implement a Tier 11
notification, which is a report informing water customers of the incident and the corrective
actions taken by the Village, but no boil order. At 10:45AM, the IEPA notified the Village of
Deerfield to implement a Tier I notification, which is a report informing water customers of fecal
coliform bacteria in the water, and a "Boil Water Order" Village -wide in accordance with IEPA
requirements. A "Boil Water Order" was then prepared according to IEPA content requirements
and implemented.
Tuesday August 13, 2013:
The CHP certified testing laboratory reported that the tests on the sample taken Monday, August
12, at the Pine Street site was clear and the tests on the samples taken August 12, upstream and
downstream of the Pine Street site were clear. Pursuant to IEPA requirements, Deerfield Water
Operators took an additional 10 samples throughout the Village to evaluate the conditions in the
entire water system.
Wednesday August 14, 2013:
At 10:45 AM, the CHP certified testing laboratory notifies the Village of Deerfield that the tests
on the 10 samples taken on Tuesday, August 13, were clear, with no sign of contamination. At
this time the Village received the confirmation from the IEPA office in Elgin that the "Boil
Water Order" could be lifted. At 11:20 AM the Village implemented the reversal of the "Boil
Water Order."
Thursday August 15, 2013:
Water samples are taken at 5 registered locations.
Friday, August 16, 2013:
The CHP certified testing laboratory reports to the Village of Deerfield that the preliminary test
results for samples taken on Thursday, August 15, are clear.
Communication with Water Customers
Beginning with the issuance of the Village's initial press release the afternoon of Monday,
August 12, staff received inquiries via telephone and email from residents, businesses and the
Board of Trustees Meeting
August 19, 2013
Page 5 of 14
press regarding the boil water order. Staff utilized all communication methods available to
disseminate information to the public.
From Monday through Wednesday staff prepared and utilized the following communication
tools:
0 3 press releases
• 5 email notifications
• 2 reverse dial outs that included text alerts
• 2 hand delivered notifications to restaurants, hotels, and businesses
• 2 cable channel updates
• Message board at the intersection of Waukegan and Deerfield Roads, as well as four
signs posted at the main entrances to the Village
• 3 recorded messages on the Village's phone system for after -hour phone calls
Additionally, staff responded to all press questions and inquires. Some of the media outlets that
the Village communicated with included, WBBM News Radio, CBS, NBC, WGN, Univision,
Patch.com, Pioneer Press, and Chicago Tribune.
From the time of the first notification to the last notification indicating the boil water order had
been lifted, 1105 new phones numbers and 1152 new emails were registered in the Village's
notification system, many of which were entered directly by Village staff. Several hundred
phone calls were responded to by staff.
Recommendations
Standard Operating Procedures
Staff recommends implementing new policies including enhancement of standard operating
procedures that will mandate water operators notify two upper management supervisors when the
laboratory orders resampling to take place due to a presumptive positive test result. Staff will be
required to explicitly ask for results after 48 hours have passed and the samples are mature.
Standard operating procedures will also stipulate that weekly water samples be completed and
turned into an IEPA certified laboratory by Wednesday of any given week to avoid potential
weekend delays.
Testing Procedures
Staff recommends investigating increasing the frequency of water testing. Staff also recommends
exploring the feasibility of adding a second IEPA certified laboratory to review the water
samples in order to independently verify laboratory results. Furthermore, staff also intends to
require that the certified laboratory operators report all test results to the Deerfield Water
Operators at the 24 hour mark and, if a presumptive positive is found, an additional report at the
48 hour mark.
Public Notice
Staff recommends issuing a public report to all Deerfield water customers within 30 days via
direct mail, e-mail and by posting in a conspicuous location, in accordance with IEPA protocol.
Board of Trustees Meeting
August 19, 2013
Page 6 of 14
This report will include a description of the violation and a description of the Village's corrective
actions.
Conclusion
It is important to note that the samples that tested positive for fecal coliform were localized and
only taken from two sites (the Hawthorne Lane and Pine Street sites) on one day. The three tests
that were taken on Friday at and near the Hawthorne Lane site tested positive for total coliform,
but not fecal coliform. All water samples taken on Saturday, August 10, and thereafter have
been clear of any bacteria. These results further indicate that the contamination was isolated and
not present in the water system as a whole. Nevertheless, the Village implemented a boil water
order in accordance with IEPA protocol and guidelines on Monday, August 12, once clearly
notified of the contaminants found in the August 8 and 9 water samples.
The Village and surrounding water suppliers have learned much over the last week and will
continue to improve. Ways to overcome the challenges presented by the delay in reporting
results due to the 48 hour testing period will continue to be actively pursued.
Finally, Village employee and certified laboratory performance is being reviewed and
investigated, pursuant to collective bargaining protocol and contractual requirements. Staff will
be available to answer questions at the August 19, 2013, Board meeting."
Mayor Rosenthal commented that the Village takes this issue very seriously. It was very
disturbing to her due to the number of problems. It took the Village a long time to get
information. Some of the reverse 911 calls did not get to residents. Mayor Rosenthal indicated
staff has taken time looking into what they can do better and will continue to investigate the
issues. The IEPA has agreed to work with the Village and review the Village's policies and
procedures to ensure they are correct. The Village will do everything possible to see that this
does not happen again. The Village needs better ways to communicate to residents. She urged
all residents to register multiple numbers and emails on the Village's notification system. Mayor
Rosenthal noted the safety and welfare of the residents is the Village's primary responsibility.
They will continue to investigate where, why and how they failed. They will speak with
neighboring communities to see if they have better policies, as well.
Trustee Benton commented that he attended a senior men's meeting at the Patty Turner Center,
where about half of the residents in attendance did not get the first phone notifications. He urged
residents to call the Village with their contact information. He recommended all residents verify
the Village has the correct contact information. Chief Sliozis indicated the Village website has a
link to Connect CTY where residents can register themselves directly. Multiple phone numbers
and email addresses can be registered. Trustee Nadler suggested using this experience as a
kickoff to a campaign to encourage residents to register and keep their information current.
Mayor Rosenthal indicated the Village will send a separate mailing to residents on this incident.
The mailing will include how to register contact information with the Village.
Mayor Rosenthal thanked the residents for having reacted the way they did and their patience in
this matter.
Board of Trustees Meeting
August 19, 2013
Page 7of14
Cindy Aronson, 311 Earls Court, Deerfield, did not receive any calls or emails. She indicated
there was a restaurant that stayed open while others were closed. She thought that seemed
unsavory. Mr. Street indicated it was the restaurant's choice to comply with the Lake County
Health Department's requirements. Mayor Rosenthal noted some restaurants closed while some
complied with the requirements needed to stay open. Trustee Benton noted that the IEPA
supervised one restaurant that stayed open to ensure customer safety.
Ms. Aronson questioned how the weekend poses issues. Mr. Street noted the test takes 48 hours
to mature. Another challenge is the staffing that takes place at the laboratory on weekends. The
Village needs a testing lab that will give the Village results any day of the week.
REPORT AND RECOMMENDATION
Mr. Street reported the Plan Commission
OF THE PLAN COMMISSION RE:
considered a request for approval of a final
REQUEST FOR APPROVAL OF A
development plan for the Woodview Development
FINAL DEVELOPMENT PLAN FOR
located southwest of Deerfield Road and the Tri -
THE WOODVIEW DEVELOPMENT
State Tollway at their meeting on July 25, 2013.
LOCATED SOUTHWEST OF
The changes, which were approved by the Village
DEERFIELD ROAD AND THE TRI-
Board on July 15, 2013, were considered and the
STATE TOLLWAY
Plan Commission voted 5-0 in favor of the request.
Thomas Pope, Hartshorne Plunkard Architecture, provided a summary of the revisions. He
indicated the plan includes 406 parking spaces with a provisional requirement up to 431 if
needed. The provisional requirements are based on a future parking analysis which will take
place upon 90% tenant occupancy. The number of units has been reduced from 260 to 248.
There will be 130 one -bedroom or studio units, 115 two-bedroom units and three three-bedroom
units.
Mr. Pope indicated they removed one ground sign. The remaining ground sign will be double
sided and located south of the main entry driveway. They will also have two building -mounted
signs.
Andrew Marwick, 442 Kelburn, is not opposed to the apartment dwelling. He thinks there is a
need for this type of development. Mr. Marwick thinks the long-term issue is soundproofing.
Mr. Marwick believes the Village should ask for more soundproofing for a building with this
density and believes the standards should be raised
Mr. Marwick does not believe the fitness center will be adequate at 400 square feet. He
expressed concern about the concessions made by the Village on the setbacks around the Village.
The neighboring properties on the north and east will not have any privacy and will be difficult
to sell in the future.
Trustee Nadler is excited for this project. He asked if there is a requirement in the development
agreement regarding the time frame. Mr. Coblentz indicated construction would begin within
one year or else the developer would have to come back to the board for an extension.
k__
Board of Trustees Meeting
August 19, 2013
Page 8 of 14
Trustee Farkas moved acceptance of the report and recommendation. Trustee Benton seconded
the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
REPORT AND RECOMMENDATION
OF THE PLAN COMMISSION RE:
REQUEST FOR A FINDING OF
Mr. Street reported the Plan Commission
considered the request for a finding of substantial
conformance to allow the construction of a second
SUBSTANTIAL CONFORMANCE TO floor storage area for Tria Boutique in Deerfield
ALLOW THE CONSTRUCTION OF A Square at their August 8, 2013, meeting. The Plan
SECOND FLOOR STORAGE AREA FOR Commission voted 7-0 in favor of the request. The
TRIA BOUTIQUE IN DEERFIELD business will be located at 720 Waukegan Road,
SQUARE Unit L.
Chris Siavelis from CRM Properties noted the second floor will not have a sales area; rather, it
would only be for storage.
Trustee Seiden moved acceptance of the report and recommendation. Trustee Farkas seconded
the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
REPORT AND RECOMMENDATION The Board of Zoning Appeals held a Public Hearing
OF THE BZA RE: REQUEST FOR on July 16, 2013, to consider the request for a 140 -
ESTABLISHED FRONT YARD foot front yard setback in lieu of the required 175 -
SETBACK — 430 BRIAR HILL foot front yard setback for the property located at
430 Briar Hill, owned by John and Susie Ballis.
The Board of Zoning Appeals voted 5-0 in favor of the request.
Trustee Jester moved acceptance of the report and recommendation. Trustee Struthers seconded
the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
REPORT AND RECOMMENDATION The Board of Zoning Appeals held a Public Hearing
OF THE BZA RE: REQUEST FOR on July 16, 2013, to consider a request from Zippy
ESTABLISHED FRONT YARD LLC to allow construction of a new home with a
SETBACK — 1509 WILMOT front yard setback of 80 feet in lieu of the required
140 -foot setback for the property located at 1509
Wilmot. The Board of Zoning Appeals voted 4-1 in favor of the request.
Board of Trustees Meeting
August 19, 2013
Page 9 of 14
Mayor Rosenthal asked about the hardship. Board of Zoning Appeals Chairman Bob
Speckmann noted there was a house on the property that burned about 5 years ago. The owner
divided the lot and sold one property. The lot to the north has nice, mature trees that would be in
danger. Trustee Struthers ensured the neighbors would not have a blocked view of Wilmot.
Trustee Struthers moved approval of the report and recommendation. Trustee Benton seconded
the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
REPORT AND RECOMMENDATION The Board of Zoning Appeals held a Public Hearing
OF THE BZA RE: REQUEST FOR on July 16, 2013, to consider the request of Larry
ESTABLISHED FRONT YARD and Amy Grossman to allow new home
SETBACK — 1517 WILMOT construction with an 80 -foot front yard setback in
lieu of the required 121 -foot setback for the
property located at 1517 Wilmot Road. The Board of Zoning Appeals voted 5-0 in favor of the
request.
'Trustee Seiden moved acceptance of the report and recommendation. Trustee Farkas seconded
the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
CONSENT AGENDA
ORDINANCE 0-13-34 ADOPTING BY An Ordinance adopting the Lake County Watershed
REFERENCE OF THE LAKE COUNTY Development Ordinance by reference. Second
WATERSHED DEVELOPMENT Reading.
ORDINANCE - 2R
ORDINANCE 0-13-35 AMENDING An Ordinance amending Article 9 (Signs) of the
ARTICLE 9 (SIGNS) OF THE ZONING Zoning Ordinance of the Village of Deerfield to
ORDINANCE OF THE VILLAGE OF authorize the Appearance Review Commission to
DEERFIELD TO AUTHORIZE THE grant certain wall sign variations. Second
APPEARANCE REVIEW COMMISSION Reading.
TO GRANT CERTAIN WALL SIGN
VARIATIONS -2R Trustee Benton moved acceptance of the Consent
Agenda and adoption of the Ordinances. Trustee
Farkas seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
Board of Trustees Meeting
August 19, 2013
Page 10 of 14
OLD BUSINESS
ORDINANCE 0-13-36 AMENDING Mr. Street stated that, as directed by Mayor
CHAPTER 3 (ALCOHOLIC Rosenthal, the Village sent a letter and copy of the
BEVERAGES) OF THE MUNICIPAL proposed Ordinance to all of the current restaurant
CODE OF THE VILLAGE OF liquor license holders and invited their comments.
DEERFIELD TO AUTHORIZE None were received.
RESTAURANTS HOLDING A CLASS
C OR CLASS E LIQUOR LICENSE TO Trustee Seiden indicated he is in favor of the
OFFER BYOB SERVICES — 2R proposed Ordinance but stated that he would
also be open to allowing a BYOB license for restaurants that did not require establishments
to already possess a liquor license.
Bobby Arifi owner of Bobby's Deerfield is in favor of the ordinance. He also noted that during
the boil order his restaurant stayed open and he arranged for water and ice to be brought in from
Chicago. They only used tap water for washing dishes, as their dish washer sanitizes dishes at
230 degrees. They provided hand sanitizers for all of the staff and in the restrooms. He added
that the information provided by the Village and the Lake County Health Department was very
timely and helpful.
Trustee Struthers moved for adoption 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)
ORDINANCE 0-13-37 APPROVING AN Mr. Street indicated the Village did not receive any
AMENDMENT TO THE SPECIAL USE comments since the last meeting.
FOR DUNKIN DONUTS AT 499 LAKE
COOK ROAD AND AN AMENDMENT Trustee Farkas moved for adoption of the
TO THE DEERFIELD PARK PLAZA Ordinance. Trustee Struthers seconded the motion.
PUD — 2R The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
ORDINANCE 0-13-38 AUTHORIZING An Ordinance authorizing the execution of the
THE EXECUTION OF A SIXTH Sixth Amendment of the Annexation Agreement
AMENDMENT TO THE ANNEXATION for Parkway North. Second Reading.
AGREEMENT FOR PARKWAY NORTH
Trustee Seiden moved for adoption of the
Ordinance. Trustee Farkas seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
Board of Trustees Meeting
August 19, 2013
Page 11 of 14
NEW BUSINESS
AUTHORIZATION TO WAIVE Assistant to the Director of Public Works
COMPETITIVE BIDDING AND AWARD Eric Oscarson stated the Village
CONTRACT FOR A WIRELESS ACCESS Hall and Wastewater Reclamation Facility all
CONTROL SYSTEM TO KRATOS HBE have the Kratos HBE wireless access control
system. Mr. Oscarson indicated the low bidder,
Tycos, would be a wired system. Their bid would require an outside contractor to compete the
wiring at an additional expense. There would also be a substantial expense associated with
maintaining two separate access control systems. The Kratos system would be completely
wireless and self-sustaining. It would also have the ability to run during power outages where
the Tycos system would not.
Trustee Farkas asked about the current security system. Mr. Oscarson indicated they are
currently using keys. Trustee Farkas asked about the maintenance charges for the wireless
program. Mr. Oscarson stated it would be added to the existing fees. He noted the system is a
budgeted expense at $80,000. Mayor Rosenthal noted this would ultimately be the less
expensive option.
Trustee Farkas would like to consider this along with other capital projects. He is looking at a
laundry list of capital projects and would have a hard time approving this right now. Mr. Street
noted this was a recommendation from the auditors for security and inventory control.
Trustee Nadler concurred with Trustee Farkas.
Trustee Seiden moved to waive the competitive bidding process and award the contract for a
wireless access control system to Kratos HBE in an amount not to exceed $82,548. Trustee
Benton seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Seiden, Struthers (4)
NAYS: Farkas, Nadler (2)
AUTHORIZATION TO AMEND Director of Public Works and Engineering Barbara
ENGINEERING SERVICES CONTRACT Little stated the Village entered into a contract
FOR WASTEWATER RECLAMATION with Strand Associates for modifications to the
FACILITY Wastewater Reclamation Facility in October 2010.
There have not been any amendments to their
contract until now. Strand Associates requested a 2 -month extension so they can reasonably
wrap up their responsibilities and close out the contract in an orderly fashion. The contract
would be extended through October 31, 2013. Ms. Little noted the Village would not incur any
additional charges.
Trustee Jester moved to amend the engineering services contract for the Wastewater Reclamation
Facility. Trustee Struthers seconded the motion. The motion passed by the following vote:
Board of Trustees Meeting
August 19, 2013
Page 12 of 14
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
TRUSTEE IN THE TOWN
24, 2013 from 9 a.m. to noon.
RED ZONE ROBOTICS
DISCUSSION
Trustee Seiden reported that Trustees Benton and
Farkas would be at the Farmer's Market on August
Trustee Benton had the opportunity to watch a
demonstration of Red Zone Robotics. He was
amazed with the pace and impressed that the sewers were clean.
QUESTION ON BOIL ORDER Ms. Aronson noted that Hawthorn Lane, which is
close to the new Woodview development, was one
of the sample sites. She questioned whether there could be any correlation between the removal
of the synagogue from that site and the water quality issue. Mr. Street indicated there were other
water customers between the two locations that were clear of any contamination, so it is unlikely.
EXECUTIVE SESSION At 9:02 PM, Trustee Farkas moved to go into
Executive Session to discuss personnel:
appointment, employment, compensation, discipline, performance or dismissal of specific
employees. 5 ILCS 120/2(c)(1). Trustee Benton seconded the motion. The motion passed by
the following vote:
AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6)
NAYS: None (0)
The Board returned from Executive Session.
ADJOURNMENT There being no further business or discussion,
Trustee Benton made a motion to adjourn the
meeting. Trustee Struthers seconded the motion. The motion passed unanimously. The meeting
was adjourned at 10:05 p.m.
APPROV D: 1
Mayor
ATTEST:
Village Clerk