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11/16/2015November 16, 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 November 16, 2015 at 7:47 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 Kent Street Village Manager and Village Attorney Peter Coblentz. PLEDGE OF ALLEGIANCE South Park Elementary School Girl Scout Troop 40315 led those in attendance in reciting the Pledge of Allegiance. The scouts introduced themselves and spoke about their favorite part of Girl Scouts. SMART METER PRESENTATION Darren Boundy and David Doherty from ComEd addressed the Board regarding smart meters and utility pole relocations on Deerfield Road. Mr. Boundy reported on the Deerfield Road improvements, noting that they are nearly complete. Mr. Doherty discussed the roll out of the smart meter installations in Deerfield. Smart meters reduce costs by reducing manual meter reading costs and usage information. This implementation will save more than $100 million. He noted that installers will all carry photo identification and will never ask to enter a home or ask for money. Mr. Doherty noted the new meters are certified by Underwriters Laboratories and are safe. He noted that majority of meter installations in Deerfield will take place in 2016. Mayor Rosenthal inquired about any complications with installation that residents should be aware of. Mr. Doherty stated the meter is located outside a home and residents would not typically see any problems. Mayor Rosenthal asked how a resident could opt out. Mr. Doherty stated residents can call into a call center to opt out of smart meters. He noted there is a $21 per month charge for a manual meter read. Trustee Struthers asked about emails from ComEd regarding electricity usage. Mr. Doherty stated customers can control how they are contacted by ComEd. Mr. Street asked how long it takes to replace a meter. Mr. Doherty stated most of the work will take place in a few minutes. Mr. Street noted ComEd will know about power outages without residents calling. Mr. Doherty stated ComEd still would encourage people to call them if there is a power outage because additional information can be obtained about the outage. Ms. Bridget Venema, 1169 Waukegan Road, expressed concern about smart meters. She spoke with numerous government agencies to obtain information and wants to opt out of the program. Board of Trustees Meeting November 16, 2015 Page 2 of 8 She requested a fee -free opt out program. Ms. Venema does not want the technology and does not believe she should pay a fee if she is not using the new technology. Ms. Venema lives in a multi -unit building and the ComEd contractor was unable to install meters in her building as the building's meters were outdated. She also noted that she was not notified of the installation. She questioned what guarantees residents have that the smart meters will save them money. Ms. Venema noted the smart meter will have too much information about personal habits of residents. Ms. Venema questioned whether there is a free opt -out process for residents that have illnesses that could worsen with the radio frequencies. Mr. Doherty is aware that there were some installations where the residents were not properly noticed, but ComEd has addressed this with the contractor. He noted that the technology was selected with security being the most important criteria. Mr. Doherty stated that ComEd worked with the Illinois Commerce Commission regarding smart meters and currently do not have a free opt -out solution. RESPIRATORY HEALTH Doug Graham, representing the Respiratory Health ASSOCIATION LUNG HEALTH Association, presented Mayor Rosenthal and the CHAMPION PRESENTATION Trustees with a plaque for adding e -cigarettes to the smoke-free Ordnance in Deerfield. GFOA CERTIFICATE OF Mayor Rosenthal presented the Government ACHIEVEMENT FOR EXCELLENCE IN Finance Officers Award for Excellence in Financial FINANCIAL REPORTING Reporting to Finance Director Eric Burk. This is the 37"' time the Village has received the award. SCHOOL RESOURCE OFFICER High School Resource Officer Anthony Kropp updated the Board regarding the school resource officer program. He noted the program has assisted in building a tremendous bond with both the teachers and the students as well as strengthened the security of the building. Officer Kropp noted several students have assisted with a number of charity programs. They will also add first aid training for staff and students to the program. The response has been very positive. Mayor Rosenthal believes the program has proven to be beneficial to the community. MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes from the November 2, 2015, Board of Trustees meeting. Trustee Nadler seconded the motion. The motion passed unanimously on a voice vote. BILLS AND PAYROLL Trustee Nadler moved to approve the Bills and Payroll dated November 16, 2015. 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 November 16, 2015 Page 3 of 8 PUBLIC COMMENT There were no public comments on non -agenda items. There were no Reports. REPORTS CONSENT AGENDA ORDINANCE 0-15-30 INCREASING An Ordinance increasing the number of Class E THE NUMBER OF AUTHORIZED liquor licenses from 16 to 17 for Josh's Hot Dogs. CLASS E LIQUOR LICENSES FROM 16 Second Reading. TO 17 FOR JOSH'S HOT DOGS — 2R Trustee Nadler moved to adopt the Ordinance. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) ORDINANCE AUTHORIZING A An Ordinance authorizing a Special Use to allow a SPECIAL USE TO ALLOW A NEW new roof for the Deerfield Fire Station located at ROOF FOR THE DEERFIELD FIRE 500 Waukegan Road. First Reading. STATION AT 500 WAUKEGAN ROAD - IR Mayor Rosenthal indicated this would stand as a First Reading of the Ordinance. OLD BUSINESS ORDINANCE 0-15-31 ADOPTING THE An Ordinance adopting the budget of the Village of BUDGET OF THE VILLAGE OF Deerfield for the fiscal year beginning Januaryl, DEERFIELD FOR THE FISCAL YEAR 2016, and ending December 31, 2016. Second BEGINNING JANUARY 1, 2016 AND Reading. ENDING DECEMBER 31, 2016 — 2R Trustee Seiden 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 0-15-32 AMENDING THE An Ordinance amending the wage and salary plan VILLAGE OF DEERFIELD WAGE AND for the Village of Deerfield. Second Reading. SALARY PLAN — 2R Board of Trustees Meeting November 16, 2015 Page 4 of 8 Trustee Shapiro moved to adopt the Ordinance. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) RESOLUTION R-15-22 ADOPTING A A Resolution adopting a consolidated fee CONSOLIDATED FEE SCHEDULE FOR schedule for fiscal year 2016. FISCAL YEAR 2016 Trustee Seiden moved to adopt the Resolution. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) ORDINANCE AUTHORIZING AN AMENDMENT TO A COMMERCIAL PLANNED UNIT DEVELOPMENT TO PERMIT RENOVATIONS TO DEERBROOK SHOPPING CENTER, ALLOWING A SPECIAL USE An Ordinance authorizing an amendment to a commercial planned unit development to permit renovations to Deerbrook Shopping Center, allowing a Special Use Amendment for a Jewel Osco grocery store, and a Text Amendment to permit a pharmacy drive-thru. First Reading. AMENDMENT FOR A JEWEL OSCO GROCERY STORE, AND A TEXT Michelle Panovich, Vice President of Mid - AMENDMENT TO PERMIT A America, representing Deerbrook management PHARMACY DRIVE THRU — 1R stated that after the last Board of Trustees meeting, they met with the adjacent property owners of Deerfield Park Plaza and have reached an agreement that leaves both parties happy. Ms. Panovich reported the agreement calls for the configuration of the north easement to be westbound only and for the reconfiguration of the signalized intersection at Deerfield Park Plaza and Lake Cook Road, which will accommodate double turn lanes out of the center. They agreed that once Jewel is open, they will meet and come up with a plan to have a traffic control officer on premise during peak hours. Ms. Panovich will have a memorandum of understanding drafted prior to the next Village Board meeting. Trustee Struthers is opposed to cutting off the eastbound traffic at the northern cross -access point. She requested the right to review the plans in six months to determine whether the plans need to be revised. Mayor Rosenthal noted the County has agreed to allow the Village to install a sign stating U -Turns are permitted on Lake Cook Road that could help reduce cross -traffic in the center. Ms. Panovich stated they will also ask Jewel to distribute a flyer showing the new traffic flow configuration. Mayor Rosenthal requested the educational flyer be distributed by all businesses in both centers. Trustee Nadler asked if the amended easement and obligations would be bundled as part of the Ordinance. He would like the easement modifications contingent upon completion of the project. Mr. Street stated that could be accomplished in the legal language drafted by Attorney Coblentz. If the development is not completed, the easement would not be amended. Board of Trustees Meeting November 16, 2015 Page 5 of 8 Mayor Rosenthal thanked all parties for coming to an amicable agreement. NEW BUSINESS ORDINANCE LEVYING TAXES FOR An Ordinance levying taxes for corporate purposes CORPORATE PURPOSES FOR THE for the fiscal year commencing on January 1, 2016, FISCAL YEAR COMMENCING ON and ending on December 31, 2016, for the Village JANUARY 1, 2016 AND ENDING ON of Deerfield. DECEMBER 31, 2016 FOR THE VILLAGE OF DEERFIELD Trustee Nadler moved to open the Public Hearing. Trustee Jester seconded the motion. The motion passed unanimously on a voice vote. Village Treasurer Eric Burk reported the tax levy was developed as part of the 2016 budget. It was published in the Deerfield Review. He noted the library levy is $4,626,446 and the total levy is $11,702,434. There was no comment from the public. Trustee Shapiro moved to close the Public Hearing. Trustee Shapiro seconded the motion. The motion passed unanimously on a voice vote. ORDINANCE ABATING A PORTION An Ordinance abating a portion of the 2015 tax levy OF THE 2015 TAX LEVY requirements for the Series 2010 G.O Bonds. First REQUIREMENTS FOR THE SERIES Reading. 2010 G.O. BONDS — 1 R Mr. Burk reported this is the abatement for the build America bonds. ORDINANCE ABATING A PORTION An Ordinance abating a portion of the 2015 tax levy OF THE 2015 TAX LEVY requirements for the Series 2011B G.O. Bonds. REQUIREMENTS FOR THE SERIES First Reading. 2011 B G.O. BONDS — 1 R Mr. Burk stated this is the abatement for the Qualified Energy bonds. RESOLUTION R-15-23 DESIGNATING Mr. Burk reported the Village currently uses DEERFIELD BANK AND TRUST AS Illinois Funds as a depository but they are A DEPOSITORY OF PUBLIC FUNDS discontinuing their traditional banking services. The Village needs a new place to deposit funds as well as a checking account. Staff evaluated three banks within the Village and felt they were all competitive but Deerfield Bank and Trust provided the best overall solution. Board of Trustees Meeting November 16, 2015 Page 6of8 Trustee Seiden moved to adopt the Resolution. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) ORDINANCE ADOPTING BY Assistant Director of Public Works and REFERENCE THE LAKE COUNTY Engineering Bob Phillips reported that WATERSHED DEVELOPMENT the Village follows the Lake County Watershed ORDINANCE — 1R Development Ordinance. Following the Lake County WDO allows residents to receive reduced flood insurance premiums. Lake County has updated the document to make it easier to understand and now the Village is required to approve the updated WDO. It has been posted in Village Hall for public inspection. First Reading. ANALYSIS OF BID AND AWARD OF Mr. Phillips reported the Deerfield Road THE DEERFIELD ROAD Reconstruction Project went to bid and that the RECONSTRUCTION PROJECT Illinois Department of Transportation held a bid Opening on November 6, 2015. There were nine qualified bidders and the bids ranged from $18 million to $24 million. A -Lamp Concrete Contractors was the low bidder. The Village has had a good experience working with them in the past. IDOT has asked the Village to concur with its recommendation to award the project to A -Lamp. Trustee Jester moved to concur with the State recommendation on the project. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO EXTEND THE Public Works Analyst Justin Keenan reported the CONTRACT FOR TURF contract is a one-year extension from 2015 at the MAINTENANCE WITH MOORE same cost as last year. LANDSCAPING INC. Trustee Struthers moved to extend the contract. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO EXTEND Mr. Keenen reported this would extend the PARKWAY TREE TRIMMING 2015 contract for another year. The contract CONTRACT WITH ADVANCED TREE would focus on the southwest quadrant and the Board of Trustees Meeting November 16, 2015 Page 7 of 8 CARE amount would not exceed $50,000. Trustee Nadler moved to extend the contract. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO EXTEND Mr. Keenen stated this would extend the TREE AND STUMP REMOVAL 2015 tree and stump removal contract for one CONTRACT WITH ADVANCED TREE year. The amount would not exceed $100,000. CARE Trustee Struthers moved to extend the contract. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO EXTEND Mr. Keenen stated this would be a one year LANDSCAPE PLANTING AND contract extension for landscaping Village -owned MAINTENANCE CONTRACT WITH properties. The base price would not increase. Mr. MOORE LANDSCAPING INC. Keenen noted the contract would not exceed $85,900. Trustee Shapiro moved to extend the contract. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) DISCUSSION VETERANS DAY CEREMONY Mayor Rosenthal thanked the Deerfield American Legion for leading the Village in a beautiful Veterans Day ceremony. GIVE WHERE YOU LIVE - DEERFIELD Mayor Rosenthal reported the second Give Where You Live - Deerfield was designated to assist veterans. This year, residents collected and sorted food, collected clothing and small appliances for the Veterans Closet and wrote letters to veterans in the North Chicago VA Hospital. The community was very generous with their donations and gift cards were donated by numerous local establishments including Starbucks and Dunkin Donuts. Children created posters thanking the veterans for their service. Hygiene kits / toiletry kits were packed for veterans in need. Board of Trustees Meeting November 16, 2015 Page 8of8 COMMUNITY INTERFAITH SERVICE The Community Interfaith Service will be held on November 22, 2015, at 7:00 pm at BJBE on Lake Cook Road. WINTER CELEBRATION The Winter Celebration in Deerfield will be held on December 4, 2015 and December 5, 2015. There will be numerous activities throughout the Village. Trustee Struthers noted they will be ringing the bell to support the Deerfield Township Food Pantry on December 5. LIGHTING CEREMONY Mayor Rosenthal reported the downtown lighting ceremony will take place on November 25, 2015 from 4 p.m. to 5 p.m. at the Starbuck's Plaza on Deerfield Road. CURBSIDE LEAF PICK-UP NEXT MEETING three weeks from now. Mr. Street reminded residents that this is the last week for the 2015 curbside leaf pick-up program. Mr. Street reported the next Board of Trustees meeting will be held on December 7, 2015, which is ADJOURNMENT Trustee Nadler moved to adjourn the meeting. Trustee Shapiro seconded the motion. The motion passed unanimously on a voice vote. The meeting was adjourned at 9:15 p.m. Respectfully submitted, Jeri Cotton Secretary