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07/20/2015July 20, 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 July 20, 2015, at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Thomas Jester Robert Nadler William Seiden Dan Shapiro Barbara Struthers Absent was: Alan Farkas and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Duje Ducan led those in attendance in reciting the Pledge of Allegiance. Mayor Rosenthal indicated Mr. Ducan is a Deerfield High School graduate that has signed a contract to play pro -basketball in Sacramento. He recently played for the University of Wisconsin Badgers, who played for the NCAA title this year. Mayor Rosenthal presented a certificate to Mr. Ducan. Mr. Ducan thanked the Village for the recognition. He noted Deerfield will always be home. REPORT ON DEPARTMENTAL Director of Public Works and Engineering Barbara OBJECTIVES — PUBLIC WORKS AND Little presented highlights from the Public Works ENGINEERING and Engineering departmental objectives report. Ms. Little introduced Justin Keenan, the new Public Works Analyst. She stated the department consists of five divisions. The engineering department continues to review residential and commercial development plans. The approximate turnaround time for the initial review is about three weeks. The department continues to pursue outside funding for their projects and have been successful obtaining funding for a number of projects. The backflow tracking program is very important to the department. They will perform smoke testing in the northeast quadrant. The street rehabilitation project will focus on Central Avenue this year. The contractor will begin work next week. A public informational meeting will be held at the Deerfield Library at 7 p.m. on Thursday. The Deerfield Road reconstruction project will go out to bid in September. The right-of-way for sidewalk has been attained. The Briarwood Vista project began in February. The North Trails subdivision drainage project is underway. The Village will complete the water meter replacement program this week, which will save the Village money. The street department has been keeping the streets in good condition and has repaired potholes throughout the Village. The water department has responded to and repaired 40 water main breaks since January. There were 27 water main breaks over the same period last year. The water department has been involved with the Briarwood Vista water main, which is being replaced. The sewer division is working with RJN to replace and repair cross connections and other defects in the publicly owned portion of the system. They assisted Board of Trustees Meeting July 20, 2015 Page 2 of 8 with the design of the street rehabilitation projects. The garage division provides overall maintenance on all Village vehicles and bid six pieces of equipment this year. The public works and engineering departments have upgraded all the traffic signals to LED as part of their green initiative. Mayor Rosenthal thanked Ms. Little for the department's hard work and obtaining grants. She complimented the water department for changing the testing locations. The new site is more accurate and has a quicker response time. Mayor Rosenthal noted all of the hydrants were flushed in April, for the residents' safety. MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes from the July 6, 2015, Board of Trustees meeting. Trustee Shapiro seconded the motion. The motion passed unanimously on a voice vote with Trustee Nadler abstaining. Trustee Seiden moved to approve the minutes from the July 6, 2015, Committee of the Whole meeting. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote with Trustee Nadler abstaining. BILLS AND PAYROLL Trustee Shapiro moved to approve the bills and payroll dated July 20, 2015. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) PUBLIC COMMENT Ruth Parciak, 737 Central Avenue, stated she understands that Central Avenue is a public street, but the parking on the street is making day-to-day activities difficult for residents of the Row Homes of South Commons. Sheldon Gelber, 731 Central Avenue, indicated his four-year-old son's bedroom is on Central Avenue. The Rosebud restaurant employees park on Central Avenue and the noise makes sleeping very difficult. The children have to walk through parked cars when they get off the bus. There has been an increased amount of litter. The reduced amount of parking has created a number of issues for residents. Christine Cohen, 673 Central Avenue, stated South Commons has been a wonderful place to live. She is looking to sell her unit to be closer to family. Ms. Cohen believes people are not looking at her home because there is no place to park. It has become an undesirable place to live because of the lack of street parking. Board of Trustees Meeting July 20, 2015 Page 3 of 8 Paul Slavenas, 675 Central Avenue, noted there are 22 units with about 30 parking spaces. Rosebud Restaurant has more employees than there are residents in South Commons. He asked that the Village consider permit parking to protect the residents. Diane Haus, 711 Central, enjoys living in the Village. She believes the restaurant should have some other accommodation for employee parking. They are unable to entertain or have their driveway seal coated due to the lack of street parking on Central Avenue. Ann Panek, 671 Central Avenue, noted that the same two cars are parked in front of her house starting at 7:30 a.m. for 12 hours. The entire street is filled with vehicles from Rosebud employees. Some of the vehicles have loud mufflers and play loud music, which is very disturbing. Ms. Panek thought the commercial properties needed to provide parking for their employees outside of public streets. She believes the manager at Rosebud was rude when residents voiced their concerns. Renu employees and patrons also park on Central Avenue. Ms. Panek asked the Village to assist the residents, because they cannot park on their own street. Elizabeth Phillips, 745 Central Avenue, is a realtor. She expressed concern about having enough parking for her guests and workers. Ms. Phillips noted Mariano's in Northbrook has their employees park off site and buses their employees to the store. Mayor Rosenthal is aware of the situation and noted the Village is working with both Rosebud and Renu on having their employees park off site. Mayor Rosenthal suggested residents let the police department know of a special event, such as seal coating, deliveries, Shiva, etc., so they can make arrangements and assist the residents. Andrew Marwick, 442 Kelburn, suggested having the employees purchase commuter parking passes. Mr. Street noted the distance is an issue. Mayor Rosenthal added the employees leave later in the evening. Mr. Street indicated the Village will provide an update at the next Board of Trustees meeting. Alec Lopata, 902 Kenton Road, asked that Mitchell Park be renamed in light of its history of thwarting desegregation in housing in the Village. He does not believe this part or history needs to be honored. He noted African American residents were prevented from moving to Deerfield when the park was created to prevent a mixed -race subdivision from being built in its place. Mayor Rosenthal suggested Mr. Lopata bring this issue to the Park District, as the park does not belong to the Village. REPORTS REPORT AND RECOMMENDATION The Plan Commission held a workshop meeting on OF THE PLAN COMMISSION RE: June 11, 2015, to consider the request. They found Board of Trustees Meeting July 20, 2015 Page 4of8 REQUEST FOR APPROVAL OF THE the final plat of subdivision was in substantial FINAL PLAT OF SUBDIVISION FOR conformance with the preliminary plat and voted THE PROPERTY AT 1555 WILMOT 5-0 in favor of sending a positive recommendation (FRANKE & MICHAEL STONE GROUP) to the Trustees. Trustee Jester stepped out of the meeting. Trustee Shapiro moved to accept the report and recommendation of the Plan Commission. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Nadler, Seiden, Shapiro, Struthers (4) NAYS: None (0) Trustee Jester returned to the meeting. CONSENT AGENDA ORDINANCE AUTHORIZING A An Ordinance authorizing a Text Amendment for TEXT AMENDMENT FOR PUBLIC ART consideration of public art in large developments in CONSIDERATION IN LARGE the Village Center. First Reading. DEVELOPMENTS IN THE VILLAGE CENTER — 1 R ORDINANCE 0-15-19 AUTHORIZING An Ordinance authorizing an Amendment to the AN AMENDMENT TO THE SIGN PLAN sign plan for the Woodview Apartments to allow FOR THE WOODVIEW APARTMENTS changes to the monument ground sign, wall signs TO ALLOW CHANGES TO THE and various directional signage at 15 Parkway MONUMENT GROUND SIGN, WALL North. SIGNS AND VARIOUS DIRECTIONAL SIGNAGE AT 15 PARKWAY NORTH Mayor Rosenthal indicated the petitioner asked for a waiver of the First Reading of the ordianance. Trustee Struthers moved to waive the First Reading of the Ordinance. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) Trustee Seiden moved to adopt the Ordinance. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) Board of Trustees Meeting July 20, 2015 Page 5 of 8 ORDINANCE AUTHORIZING A An Ordinance authorizing a water tower lease WATER TOWER LEASE AGREEMENT agreement for Verizon Wireless. First Reading. FOR VERIZON WIRELESS — 1R Trustee Struthers asked if this was any different than other antennas. Assistant to the Village Manager Andrew Lichterman noted it is substantially similar to the other lease agreements. He noted T -Mobile is at 110' and Verizon would be at 80'. ORDINANCE 0-15-20 INCREASING THE NUMBER OF AUTHORIZED CLASS 3 LIQUOR LICENSES FROM 14 — 15 FOR MOD PIZZA — 2R wine. OLD BUSINESS An Ordinance increasing the number of authorized Class 3 liquor licenses from 14 to 15 for MOD Pizza. Second Reading. Mr. Street indicated this would be for beer and Trustee Nadler moved to adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) ORDINANCE 0-15-21 AUTHORIZING An Ordinance authorizing a Special Use for a A SPECIAL USE FOR A MEDICAL medical cannabis dispensary at 151 South CANNABIS DISPENSARY AT 151 Pfmgsten Road, Unit V. Second Reading. S. PFINGSTEN ROAD, UNIT V — 2R Matt Darin, partner with Greenhouse, was present. Mayor Rosenthal noted the State passed an act stating municipalities may enact reasonable zoning, but cannot prohibit medical cannabis dispensaries in the Village. Mr. Darin stated their next steps include securing a building permit. The buildout will take two to three months and they hope to open as soon as the cultivators are ready to provide the medicine, around November 1, 2015. Mayor Rosenthal asked Mr. Darin to keep the Village informed about the handling of money. Trustee Struthers moved to adopt the Ordinance. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) Board of Trustees Meeting July 20, 2015 Page 6of8 NAYS: None (0) NEW BUSINESS RESOLUTION R-15-15 AUTHORIZING Richard Skrodzki, Attorney for Jewel -Osco, David AN ECONOMIC INCENTIVE Hene from Jewel -Osco and Michelle Panovich AGREEMENT BETWEEN THE from Mid-America, representing Deerbrook Mall VILLAGE OF DEERFIELD AND ownership, were present. Mr. Skrodzki stated they DEERBROOK SHOPPING CENTER propose building a new, state-of-the-art, 61,000 foot AND JEWEL-OSCO Jewel -Osco store in Deerbrook. They will keep the existing store open during the construction, which adds significant expense. They are asking for an economic incentive to help with the expense of keeping the store open during construction. Trustee Nadler suggested a few edits to the proposed contract. He would like to delete the word "primarily" from section E on page 2. He would also like the November 1 date to be shortened by three or four months, as 11 months seems to be excessive. Mr. Coblentz noted the 11 month date is for the land -use approvals. Mr. Skrodzki stated they asked for the extended time because they do not control the process, the Village does. There are public hearing requirements and notices that must be met and sometimes get bogged down. Mayor Rosenthal believes the date can be made earlier, and if there is an issue, the petitioner can come to the Board for an extension. Mayor Rosenthal stated the Village would only be paying for extraordinary costs. The property owners and Jewel -Osco are making the majority of the investment. She noted the Village will receive records for what is actually spent, and will not pay more than they should. Trustee Nadler noted the incentive is for Jewel, not the property owners. Mr. Skrodzki noted keeping the existing store open will continue to generate sales tax for the Village during construction. Mr. Street added the agreement is contingent on land -use approval. Should the approval not be granted, the economic agreement would not stay in place. Trustee Nadler moved to adopt the Resolution with the removal of the word "primarily" from section E on page 2. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD THE Mr. Keenan reported the crack sealing program CONTRACT FOR THE 2015 CRACK will include recently renovated roads. The lowest SEALING PROGRAM bid came from Patriot Paving Maintenance in the Board of Trustees Meeting July 20, 2015 Page 7 of 8 amount of $19,464 with the option to renew the contract for two years. Mr. Keenan indicated the budgeted amount was $30,000. Staff recommended extending the crack sealing program to include additional streets up to the budgeted amount. Trustee Jester moved to award the 2015 crack sealing contract to Patriot Paving Maintenance in an amount not to exceed $30,000. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD THE Assistant Director of Public Works and Engineering CONTRACT FOR THE SANITARY Bob Phillips reported the Village has been placing SEWER LINING PROJECT plastic liners inside sanitary sewers to create a virtually new sanitary sewer. It is a more cost effective and less disruptive way to rehabilitate the sanitary sewers. Every year, the Village works to line sanitary sewers in the Village. Red Zone Robotics identified a number of sewers are in need of repair and replacement. Visu Sewer was the low bidder in the amount of $153,629. The budgeted amount was $200,000. Mr. Phillips suggested extending the contract to take advantage of the favorable bid prices up to budgeted amount. Mayor Rosenthal noted the Village is unsure about receiving a $300,000 grant from the State for the North Trail Drainage Project. She believes this savings would help offset the lost grant funds. Trustee Struthers asked how many extra sewers would need to be replaced if they are not lined this year. Mr. Phillips indicated the Village has a long list of sewers to line over a number of years. Trustee Shapiro moved to award the sanitary sewer lining contract to Visu Sewer in an amount not to exceed $153,629, with the option of extending the contract up to $200,000 if the Village receives the $300,000 grant from the State. Trustee Jester seconded the motion. Trustee Nadler would like the $50,000 to be used to improve the landscaping median at Lake Cook Road and the tollway. He also recommended raising additional money from the neighboring businesses. Trustee Jester noted the Village will need to complete sewer lining for many years. The motion passed by the following vote: AYES: Jester, Seiden, Shapiro, Struthers (4) NAYS: Nadler (1) AUTHORIZATION TO ACCEPT THE Mr. Phillips reported the Village contractor PROPOSAL FOR BRIDGE performs bridge inspections every other year and MAINTENANCE ENGINEERING provides the Village with a report that has specific Board of Trustees Meeting July 20, 2015 Page 8 of 8 recommendations. The engineer recommended some maintenance work on the Wilmot Road, Kates Road and Carriageway bridges. Last year, the Village interviewed consultants for bridge work and determined Ciorba Group was qualified to prepare the bid documents. Staff recommends authorizing the bid documents for bridge maintenance to be awarded to Ciorba Group in an amount not to exceed $42,259. Trustee Jester moved to accept the proposal for bridge maintenance engineering from Ciorba Group in an amount not to exceed $42,259. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) DTOsC;l JSSTON LANDSCAPING PLAN Trustee Nadler asked Director of Public Works and Engineering Little to put together a budget for a possible landscaping plan for the aforementioned median. Mr. Street noted the Cook County Highway Department will have to approve the plans as well. TRUSTEE IN THE TOWN Trustee Seiden reported Trustee Shapiro and Trustee Struthers will be available to answer questions at the Farmer's Market on Saturday July 25, 2015. RIBBON CUTTING CEREMONY Mayor Rosenthal attended a ribbon cutting ceremony for MOD Pizza. It was a very nice event. She welcomed them to the Village. ADJOURNMENT There being no further business or discussion, Trustee Nadler moved to adjourn the meeting. Trustee Jester seconded the motion. The meeting was adjourned at 9:15 PM. APPROVED: Mayor Board of Trustees Meeting July 20, 2015 Page 9of8 ATTEST: Vi lage Clerk