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01/05/2015January 5, 2015 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Harriet Rosenthal in the Council Chambers of the Village Hall on January 5, 2015 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 Andrew Lichterman, Assistant to the Village Manager. MOMENT OF SILENCE Those in attendance observed a moment of silence in memory of Hannah Moss, a longtime Deerfield resident and former firefighter, who recently passed away. PLEDGE OF ALLEGIANCE Deputy Chief Tom Keane led those in attendance in reciting the Pledge of Allegiance. Deputy Chief Keane reported all of the Lake County officers received opium antidote training. In November, all the patrol cars were supplied with the antidote. On December 25, 2014, officers responded to a reported heroin overdose of a Deerfield resident. The responding officers administered the antidote and CPR. The antidote saved the resident's life. Deerfield was the first department in Lake County to use the antidote. DEPARTMENTAL OBJECTIVES Mr. Lichterman presented highlights from the report REPORT — ADMINISTRATION of departmental objectives for the Administration Department. The electricity aggregation program, which started in June 2012, has saved residents more than $3 million. This is the final year of the contract and staff is working with the consortium to determine whether or not to continue the program. The commercial solid waste franchise will begin on May 1, 2015. Staff is working with SWALCO and the DBR Chamber of Commerce on enrolling businesses. They are also working with the Villages of Highland Park and Highwood to receive concurrent pricing for residential waste collection. Residents can now pay for daily parking at the Deerfield Metra Station via telephone at the daily fee parking rate was increased from $1.50 to $2.00 effective January 1, 2015. Board of Trustees Meeting January 5, 2015 Page 2 of 7 The department has worked to fill open positions within the Village. They also worked with the Village's labor attorney on the Police union contract and are beginning negotiations with the Public Works' union. The department worked on the candidate nomination process for the April 7, 2015, consolidated election for Village and Library trustees. The department has worked on several charitable events and successful downtown events. The Cable and Telecommunications Commission has been busy and will provide a recommendation on consolidating the public access channel at an upcoming meeting. The Fine Arts Commission launched a public art program with 24 pieces of art on display in public buildings. The IT Department is continuing to serve all departments. They have completed 900 service orders over the past six months. Mayor Rosenthal noted the department also worked to secure a $300,000 grant for the North Trails subdivision drainage project. MINUTES APPROVAL Trustee Benton moved to approve the minutes from the December 15, 2014, Board of Trustees meeting. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote. TREASURER'S REPORT Finance Director Eric Burk presented highlights from the Treasurer's Report representing 11 months, or 92 percent of the year. The non -home rule sales tax increased this month. Water and sewer billings decreased. The hotel tax and electric utility tax are consistent with the same period last year. Building permit revenue continues to exceed the budget. November includes some large commercial renovations. There was a general fund transfer to the debt service fund. There were some street rehabilitation costs that came from the MFT fund. Next month, the police pension contribution will be about $1 million. BILLS AND PAYROLL Trustee Farkas moved to approve the bills and payroll dated January 5, 2015. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) PUBLIC COMMENT There were no public comments on non -agenda items. REPORTS Board of Trustees Meeting January 5, 2015 Page 3 of 7 REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on OF THE PLAN COMMISSION RE: December 11, 2014, to consider the request for a REQUEST FOR A NEW PATIO AND new patio and building elevation changes for the BUILDING ELEVATION CHANGES outlot. The Plan Commission voted 4-0 in favor FOR THE RESTAURANT OUTLOT of amending the Deerbrook Mall PUD. BUILDING IN DEERBROOK MALL (TENANT SPACE SOUTH OF Trustee Struthers moved to accept the report and SUBWAY — MOD PIZZA) recommendation of the Plan Commission. Trustee Seiden 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 Plan Commission held a Public Hearing on OF THE PLAN COMMISSION RE: December 11, 2014, to consider the request for a REQUEST FOR A TEXT AMENDMENT Text Amendment and Special Use for a nail salon AND SPECIAL USE TO PERMIT THE in Cadwell's Corners. The Plan Commission voted ESTABLISHMENT OF QUEENS NAIL 4-0 in favor of the request. BOUTIQUE AT 45 N. WAUKEGAN ROAD IN CADWELL'S CORNERS Michelle Garzorig, 45 Waukegan Road No. 56, stated the operators will be licensed. She is currently managing a nail salon and has not yet hired anyone. Trustee Struthers questioned whether the ventilation is appropriate for the odor caused by some chemicals used. Ms. Garzorig will review ventilation with the contractor. Ilija Pod with Horizon Management stated they would oversee the build -out. Trustee Nadler recommended limiting the size of all nail salons in the C-1 and C-2 District to no greater than 2,100 square feet. He indicated nail salons are a non -sales tax producing use and there is a trend to sublet the space. Mayor Rosenthal noted the size limitation for the C-2 district can be included in the ordinance approving the use and the Plan Commission can review the limitation for the C-1 district at a later date. Trustee Benton moved to accept the Report and Recommendation of the Plan Commission with the size limitation as outlined by Trustee Nadler. 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 Plan Commission held a Public Hearing on OF THE PLAN COMMISSION RE: December 11, 2014 to consider the request for a REQUEST FOR A TEXT AMENDMENT Text Amendment and Special Use for a nail salon AND A SPECIAL USE FOR PRETTY in Deerfield Park Plaza. The Plan Commission NAILS TO BE LOCATED AT 405 LAKE voted 4-0 in favor of the request. Board of Trustees Meeting January 5, 2015 Page 4 of 7 COOK ROAD, UNIT 3, IN DEERFIELD PARK PLAZA Trustee Struthers noted the she would like to see additional handicapped parking spaces near the north end of the parking lot. There are currently three handicapped parking spaces and one is frequently occupied by someone who works in the facility. Sherwood Blitstein, owner of Deerfield Park Plaza, noted they would like to handle the request the next time the parking lot is restriped. Trustee Struthers moved to accept the report and recommendation of the Plan Commission contingent on having the parking lot restriped in the spring to allow two additional handicapped spaces in the north parking lot. 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 ORDINANCE ESTABLISHING An Ordinance establishing parking restrictions on PARKING RESTRICTIONS ON Grove Avenue. First Reading. GROVE AVENUE — 1R There was no Old Business. OLD BUSINESS NEW BUSINESS AUTHORIZATION TO PURCHASE Assistant to the Director of Public Works Eric BULK ROCK SALT FROM MORTON Oscarson reported the Village has 1,500 tons of SALT THROUGH THE ILLINOIS salt on hand. This request is part of the Village's DEPARTMENT OF CENTRAL yearly contract with the State. This requisition is MANAGEMENT SERVICES for 3,000 of salt tons for the snow season. Mr. Oscarson noted the Village is required to take possession of the full allotment of 3,000 tons. Trustee Seiden moved to authorize the purchase of bulk rock salt from Morton Salt in an amount not to exceed $159,570. Trustee Struthers 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 January 5, 2015 Page 5 of 7 AUTHORIZATION TO PURCHASE A Mr. Oscarson reported that the Village received bids NEW 2014/2015 BACKHOE/LOADER to replace a 12 -year-old backhoe. The low bidder FLEET #BH2 was Burris Equipment at $59,724 net the trade in. Mayor Rosenthal inquired about the parts of the bid specifications that Burris Equipment did not meet. Mr. Oscarson noted they dealt with minor items, such as an interior dome light, which can vary from model and make. Trustee Nadler moved to authorize the purchase of a new 2014/2015 Backhoe/Loader from Burris Equipment in an amount not to exceed $59,724. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Oscarson stated the Village has worked CONTRACT FOR THE VILLAGE OF with RJN since 2008 on UI reduction. In 2013, they DEERFIELD INFLOW & completed the inspection of the southeast quadrant INFILTRATION (UI) REDUCTION of the Village. To date, private UI remediation could PROGRAM TO RJN prevent nearly 2 million gallons of water from going to the treatment facility per major storm. This year, staff is requesting that RJN continue the removal of 1/I in the southwest quadrant and go back to residents in the other quadrants. They will perform dye -testing to identify deficiencies in sewer pipes to determine what repairs are needed on the public side. They will also handle smoke testing in the remainder of the southwest quadrant. RJN will work with red zone data and provide analysis. Trustee Struthers moved to authorize the contract in an amount not to exceed $216,795. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Assistant Director of Public Works and Engineering CONTRACT FOR CONSTRUCTION Bob Phillips stated the Village awarded the ENGINEERING SERVICES FOR THE construction contract to A Lamp Concrete BRIARWOOD VISTA Contractors on December 5, 2014. Earlier this year, INFRASTRUCTURE IMPROVEMENT they interviewed several Phase III consultants. The PROJECT Village needs to oversee the construction at all times. They selected Gewalt Hamilton to manage the project. The cost came in at $322,000 for 1.5 people in the field, which is higher than what was budgeted. In-house staff will supplement the project management to reduce this to one full- time consultant in the amount of $190,622. Board of Trustees Meeting January 5, 2015 Page 6of7 Trustee Nadler moved to award the contract for Phase III construction engineering services to Gewalt Hamilton for one person in the field in an amount not to exceed $190,622. 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 Mr. Phillips stated this would complete the WATER METERS FROM MIDWEST purchase of water meters for replacement. They METER INC. ON AN AS -NEEDED would need 1,200 meters total, and would take BASIS UP TO THE BUDGETED possession of 500 to 600 meters now. AMOUNT OF $360,000 Trustee Nadler moved to purchase water meters from Midwest Meter Inc. in an amount not to exceed $360,000. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) AUTHORIZATION FOR VILLAGE Mr. Coblentz stated this is related to the MANAGER TO EXECUTE IMET Village's investment in the Illinois Municipal TOLLING AGREEMENT Investment Fund. The tolling agreement and non- disclosure agreement are close to final form. The intent is to allow the Village and other municipalities to freeze their claim against IMET while they investigate. The tolling agreement will allow the Village to gain information about the investment and determine whether to pursue a legal claim against IMET. Mayor Rosenthal asked if other Villages have the same investment. Mr. Coblentz stated there are 300 municipalities in a similar position, but the exposure varies. Glenview has a larger exposure and is taking the lead. The municipalities are working collaboratively. Mr. Coblentz thinks this is a cost effective way to protect Village's interest. Trustee Struthers moved to authorize the agreement. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers (6) NAYS: None (0) DISCUSSION GIVE WHERE YOU LIVE Mayor Rosenthal reported the Village is encouraging resident to participate in a day of service during the Martin Luther King Jr Holiday through a Give Where You Live campaign in Deerfield. The Village will have space in Village Hall where participants can make cards and write letters for active military personnel. The Board of Trustees Meeting January 5, 2015 Page 7 of 7 Village will also collect food for the West Deerfield Township food pantry. BJBE on Lake Cook Road will be participating as well. She hopes to engage residents to do something of service. CHRISTMAS TREE PICKUP Mr. Lichterman reported Christmas tree pickup will continue this week and next week. NEXT MEETING In observance of the Martin Luther King Day Holiday, the next Board of Trustees meeting is scheduled for Tuesday, January 20, 2015. ADJOURNMENT There being no further business or discussion, Trustee Seiden moved to adjourn the meeting. Trustee Nadler seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:40 p.m. =APPVED: Mayor ATTEST: Village Clerk