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09/08/2015September 8, 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 September 8, 2015, at 7:30 p.m. The clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Alan Farkas Thomas Jester Robert Nadler Dan Shapiro Barbara Struthers Absent was: William Seiden and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Barry Gray, past president of Rotary led those in attendance in reciting the Pledge of Allegiance. RECOGNITION Deerfield Rotary Club — Rotary Youth Exchange Leo Putera, an Indonesian Exchange Student, has been living in Deerfield for the past two weeks. He is a senior at Deerfield High School. Mr. Putera spoke about Indonesia. He is currently living with Trustee Struthers and is sponsored by the Deerfield Rotary Club. MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes from the August 17, 2015, Board of Trustees meeting. Trustee Jester seconded the motion. The motion passed unanimously on a voice vote. TREASURER'S REPORT Finance Director Eric Burk presented highlights from the July treasurer's report representing 58 percent of the year. The sales tax net of the Walgreens rebate is similar to the past two years. Water and sewer billing has increased this month, but lags from the same period last year due to the cooler, wet weather. Building permit revenue increased from last month and the same period last year. He noted the motor fuel tax was delayed from the State. Overall, the operating expenses are under what was projected. There are some upcoming large expenditures, including the police pension fund. Mayor Rosenthal noted the Village needs to look very carefully at the revenues received from the State. She indicated the distributive fund is currently safe, but the Village needs to be cognizant of what is happening in Springfield. BILLS AND PAYROLL Trustee Farkas moved to approve the bills and payroll dated September 8, 2015. Trustee Nadler seconded the motion. The motion passed by the following vote: Board of Trustees Meeting September 8, 2015 Page 2 of 8 AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) PUBLIC COMMENT Donna Oberg, 1000 Central Avenue, is concerned with the CILA home in her neighborhood on Osterman. The residents had a meeting with Clearbrook. Ms. Oberg asked what the Village is doing to protect her community and children from the individual. She asked how the Village can trust Clearbrook to do what is right, when the individual is out of control. Village Attorney Coblentz noted the Village is aware of the facts and is in contact with the State and Clearbrook to explore the possible resolutions. The Village recognizes the neighborhood's legitimate concerns. Ms. Oberg believes the Village is more concerned about a possible lawsuit rather than the safety of the community. Mayor Rosenthal stated the Village needs to follow the law. Everyone understands the concerns and safety issues, but the Village needs to follow the required process. Amy Plocker, 1266 Linden, noted her neighborhood does not have sidewalks. She noted there are a number of drivers speeding down the street while looking at their phones. Mayor Rosenthal stated the police department is monitoring the situation. The Village does include information about texting and driving in D -Tales. Ms. Plocker asked what can be done. Mayor Rosenthal suggested the school put something in their bulletin. Deputy Police Chief Keane stated they will partner with the schools to publicize enforcement of driving while using a cell phone and how it is dangerous. Mayor Rosenthal noted the Village wanted to put sidewalks in that area several years ago, but the residents were against it. Anna Pamula, owner of Renu Day Spa, believes the CILA on Osterman is a blessing for people with disabilities, but the current resident of the house, however, does not belong in the Village. She believes it is unfair that the State is spending so much money on one individual. This is insensitive to the residents and children in the Village. This person's actions have scared other children in Deerfield. Tony Kavadas, 930 Central, thanked the Mayor for encouraging the meeting between the residents and Clearbrook. He noted about 40 residents showed up for the meeting. Clearbrook noted they are trying to work with the community and control the situation. Clearbrook stated this is an extreme situation. They recognized this individual is more violent than any they have every dealt with. They typically have not needed to reinforce a home. The neighborhood had time to explain their concerns. John Evarts, 911 Central Avenue, is also concerned with the CILA at 943 Osterman and noted he has two children and is concerned for their safety. He discussed events that have occurred in the neighborhood. The residents are uncomfortable in the subdivision because the residents do not know how the individual will act. He can be violent and have an outburst at any time. His children have been requested to stop their normal activities because the caregivers do not know how it will affect this individual. The individual may be better helped in a different type of Board of Trustees Meeting September 8, 2015 Page 3 of 8 facility. Mr. Evarts knows the Village has constraints in addressing this, but asked that they help the residents. Paul Moyano, 925 Osterman Avenue, attended the meeting with representatives from Clearbrook. Mr. Moyano noted Clearbrook stated they are essentially building a prison to contain a violent individual near our schools and in our neighborhood. There are two guards and they feel they need a third. Clearbrook is dealing with things as they arise, and are putting neighbors at risk. They do not have an exit strategy and cannot define if the resident is fit to be in this environment. This type of residence can be a good thing, but not with this particular individual. Kim Vandegrift, 627 Grove Avenue, feels vulnerable because the individual has approached and hit her home. She has an autistic child who is terrified this may happen to him. She requested the Village to do something quickly to make the neighborhood safe. Ms. Oberg asked what the residents can do with Halloween. She asked what can be done to prevent a trigger. Mayor Rosenthal noted the Village will take appropriate actions regarding trick or treaters on Halloween. REPORTS REPORT AND RECOMMENDATION Deputy Chief Keene reported the Village received OF THE SAFETY COUNCIL RE: several complaints about parking on Ambleside. PARKING RESTRICTIONS ON The Safety Council met on May 26, 2015, and AMBLESIDE DRIVE recommended changing the no parking signs to no standing or parking signs. He noted the Board took similar action on Apple Tree Lane to ensure the area around the cross walk is clear. Trustee Jester asked if the signs on Apple Tree Lane are working. Deputy Chief Keene stated it is working with a little education. Tom Krol, 645 Dimmeydale, stated the intersection at Ambleside has a 90 -degree turn with double yellow lines that restrict passing. Cars in the crosswalk have created blind spots, which ultimately cause a dangerous situation. Trustee Farkas moved to accept the report and recommendation of the Safety Council. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote. Mayor Rosenthal indicated this would stand as a First Reading of the Ordinance. CONSENT AGENDA There were no items on the Consent Agenda. OLD BUSINESS Board of Trustees Meeting September 8, 2015 Page 4 of 8 ORDINANCE 0-15-25 AMENDING An Ordinance amending the Municipal Code to THE MUNICIPAL CODE TO INCLUDE include Appendix J of the 2012 International APPENDIX J OF THE 2012 Residence Code. Second Reading. INTERNATIONAL RESIDENCE CODE — 2R Trustee Jester moved to adopt the Ordinance. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) NEW BUSINESS RESOLUTION R-15- 16 AUTHORIZING A resolution authorizing the Village Manager to THE VILLAGE MANAGER TO negotiate and enter into a real estate purchase NEGOTIATE AND ENTER INTO A agreement for the property located at 630 Central REAL ESTATE PURCHASE Avenue. AGREEMENT FOR 630 CENTRAL AVENUE Mr. Street reported the property was identified in the Comprehensive Plan for future development purposes. He indicated the property could be configured to create 32 parking spaces. The property owner is actively advertising for the sale of the property. Trustee Nadler stated he is struggling with this because it is a small piece of the property identified in the Comprehensive Plan. The Village does not know if this parcel will be instrumental to any future development. Trustee Nadler questioned whether we should spend money on this as it may be years before it is developed. Mayor Rosenthal indicated the future of the Post Office building is unknown. The amount of property owned by the post office is more than they need This is the second opportunity the Village has had to purchase the property and can sell the property if we do not feel it can be of use or sell to a future developer for use in a larger project. Ms. Pamula, owner of Renu Day Spa, believes it would be very helpful if the Village made that area a parking lot. She would be happy to have her employees park there. Trustee Farkas moved to adopt the Resolution. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Shapiro, Struthers (4) NAYS: Nadler (1) ORDINANCE 0-15-26 AUTHORIZING An Ordinance authorizing the disposition of Board of Trustees Meeting September 8, 2015 Page 5 of 8 THE DISPOSITION OF CERTAIN certain surplus property owned by the Village SURPLUS PROPERTY OWNED BY THE of Deerfield. VILLAGE OF DEERFIELD Justin Keenan, Public Works Analyst, reported there are three pieces of equipment that are no longer used by the Village. The equipment would be declared surplus and the trade in value of $9,800 would be used to purchase a new RD 12A roller. Trustee Jester moved to waive the First Reading of the Ordinance. Trustee Farkas seconded the motion. The motion passed unanimously on a voice vote. Trustee Farkas moved for Second Reading and Adoption of the Ordinance. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO EXECUTE AN Assistant Director of Public Works and INTERGOVERNMENTAL Engineering Bob Phillips reported there are very AGREEMENT BETWEEN THE specific steps to get through a federally funded VILLAGE OF DEERFIELD AND LAKE project. The Village has worked diligently to get COUNTY the Deerfield Road construction project off the ground. The scope of work significantly increased to a project that spans through the Deerfield Metra Station into Highland Park. The intergovernmental agreement is necessary so the County can take control of the Village's portion of Deerfield Road east of the Metra overpass. The Village will continue to maintain Deerfield Road within the Village limits and will retain permit authority. Any large reconstruction projects will be the responsibility of Lake County. Mayor Rosenthal thanked Mr. Phillips for his hard work. She met with County Chairman Aaron Lawler, who noted the Village does not get a lot of services from the County. She noted the Village does a better job with maintenance and requested the Village receive reimbursement for roadway maintenance. Mayor Rosenthal noted the long range planning process for Deerfield Road does not foresee widening on Deerfield Road east of the tollway. Mayor Rosenthal inquired if the language is the agreement is strong enough to prevent any future widening. Mr. Coblentz stated the Village must concur with any improvement the County wants to impose on Deerfield Road. Trustee Struthers and Trustee Shapiro expressed concern that the language should discreetly state the widening prohibition. Mayor Rosenthal noted the omission of a few words could change the intent and execution of the agreement. Trustee Jester questioned whether the County could make changes without the Village's consent. Mr. Coblentz stated that the legal status west of the Metra tracks is different and the Village must concur with any changes. He noted east of the tracks, the Village has control over maintenance. Mr. Coblentz does not believe the County would agree to any further language changes. Board of Trustees Meeting September 8, 2015 Page 6of8 Trustee Jester moved to authorize the agreement. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) RESOLUTION R-15-16 AND Mr. Phillips noted the Local Agency Agreement AUTHORIZATION TO EXECUTE A focuses on the Federal funds for the project. LOCAL AGENCY AGREEMENT FOR FEDERAL PARTICIPATION FOR THE Trustee Jester moved to adopt the Resolution and DEERFIELD ROAD CONSTRUCTION authorize execution of the Local Agency PROJECT agreement. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Phillips reported the Village received proposals CONTRACT FOR CONSTRUCTION from five construction engineering firms and ENGINEERING SERVICES FOR THE determined Thomas Engineering to be the best DEERFIELD ROAD suited to assist with the project. Mr. Phillips noted RECONSTRUCTION PROJECT the money from this project would be reimbursed (NTE $2,297,816) by FWHA and the Lake County Department of Transportation. Trustee Struthers moved to award the contract for Phase 3 construction engineering services to Thomas Engineering in an amount not to exceed $2,297,816. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO PURCHASE Assistant Code Enforcement Supervisor Jeff BUILDING INSPECTION VEHICLE — Hansen reported the 2003 Chevrolet Blazer used 2016 FORD ESCAPE (NTE $22,445) by the Community Development Department has become a maintenance issue. This vehicle is used daily by building inspectors. The new vehicle, a 2016 Ford Escape, would be purchased through the Suburban Purchasing Cooperative, meeting bidding requirements. Trustee Nadler moved to authorize the purchase of a new building inspection vehicle in an amount not to exceed $22,445. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) Board of Trustees Meeting September 8, 2015 Page 7 of 8 RESOLUTION R-15-17 AUTHORIZING Computer Systems Coordinator Matt Weiss A FIVE YEAR INTERNET SERVICE reported the Village currently has one Internet CONTRACT connection, which is becoming inadequate. The Village should have two connections. Mr. Weiss recommends contracting with Comcast to provide Internet connections. The cost would be $1115.10 per month for each connection, billed monthly for five years. The total for the five years would be $133,812 for both connections. Trustee Farkas asked if the Village has considered using two separate providers. Mr. Weiss noted that one benefit of just using one provider is the ease of integration. He noted the two internet connects would be serviced by two different Comcast locations (head ends) and therefore reduces risk associated with a single outage impacting both connections concurrently. Trustee Struthers moved to adopt the Resolution. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO PURCHASE Mr. Weiss reported this is the project that will use NETWORKING EQUIPMENT AND the new Internet connections. The project was CONSULTING budgeted and came in under budget. Mr. Weiss stated the preferred vendor is a Deerfield company, Meridian IT, and came in below the State bid. Trustee Nadler moved to waive the formal bid process. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote. Trustee Nadler moved to authorize the purchase of network equipment and consulting in an amount not to exceed $34,465.96. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) DISCUSSION HARVEST FEST Mayor Rosenthal invited residents to attend Harvest Fest on September 26, 2015. She noted the festivities would begin at the Farmer's Market and continue at 5:30 p.m. on Park Avenue. This event is sponsored by the DBR Chamber of Commerce and the Village. There will be music and food, which has been donated by Whole Foods Market and Fresh Thyme. Board of Trustees Meeting September 8, 2015 Page 8 of 8 ADJOURNMENT There being no further business or discussion, Trustee Farkas moved to adjourn the meeting. Trustee Jester seconded the motion. The meeting was adjourned at 9:16 p.m. APPRO ED: Mayor ATTEST: illage Clerk