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03/07/2016March 7, 2016 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 March 7, 2016, 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 Barbara Struthers Absent was: Alan Farkas Dan Shapiro and that a quorum was present and in attendance. Also present were Kent Street, Village Manager and Village Attorney Peter Coblentz. PLEDGE OF ALLEGIANCE Mary Anne Glowacz, Deerfield Police Communications Director, led those in attendance in reciting the Pledge of Allegiance. MOMENT OF SILENCE Those in attendance observed a moment of silence in memory of Marilyn Scholl. Ms. Scholl was formerly on the Plan Commission and was on the Deerfield Caucus. She was a dear friend to the Village. REPORT ON DEPARTMENTAL Chief Sliozis presented highlights from the annual OBJECTIVES — POLICE DEPARTMENT report for the Police Department, representing activities from 2015. He highlighted the fundraising efforts of the department, which resulted in substantial contributions to charitable organizations, including the Special Olympics. The department participates in the prescription drug turn -in program, annual law enforcement expo, Deerfield High School resource officer program, DARE officer program, car seat inspection and installation program, and new citizen police liaison program, among others. Statistically, the department responded to nearly 14,000 calls, which is a slight increase over 2014. Officers wrote more than 1,100 parking citations with a collection rate of 86 percent. Officers stopped 1,000 more vehicles this year and issued more than 1,000 citations for cell phone usage. There were 558 roadway crashes in 2015, which is fairly consistent with previous years. The crime index decreased by 3. The department has a 40 percent clearance rate for burglaries, which is much better than the national average. Chief Sliozis indicated the State has mandated the consolidation of police dispatch systems. Mayor Rosenthal questioned how the premise exams are handled. Chief Sliozis noted the premise exams are primarily officer initiated, but could be in response to area break-ins or a physical inspection of a facility. Board of Trustees Meeting March 7, 2016 Page 2 of 7 MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes from the February 16, 2016, Board of Trustees meeting. Trustee Nadler seconded the motion. The motion passed unanimously on a voice vote. TREASURER'S REPORT Village Treasurer Eric Burk presented highlights from the Treasurer's Report for January 2016, representing one month into the fiscal year. Home Rule sales tax net of the rebate did not do well this month. There was a large adjustment from the December tax that came out of the January disbursement. Water and sewer revenue is in line with the previous year. Hotel tax increased slightly from the same period in the last two years. State income tax shows two payments. The Village did not receive 911 money in January, but it has come in late. The Village received the first upfront payment of the Deerfield Road grant. BILLS AND PAYROLL motion passed by the following vote: AYES: Jester, Nadler, Seiden, Struthers (4) NAYS: None (0) PUBLIC COMMENT Trustee Seiden moved to approve the Bills and Payroll. Trustee Nadler seconded the motion. The There were no Public Comments on non -agenda items. WATER SAFETY Mayor Rosenthal reported the Village follows water testing measures to ensure the Village's water is safe for residents. The Village has three types of water mains. The Village takes five samples per week, which are analyzed and the results are received within 18 hours. The Village's water is clean. REPORT AND RECOMMENDATION OF THE PLAN COMMISSION RE: APPROVAL OF THE 2016 ZONING ORDINANCE MAP REPORTS The Plan Commission voted 6-0 in favor of the 2016 Zoning Ordinance map. The map shows the rezoning on Chestnut Street and Elysian Way. Trustee Struthers moved to accept the report and recommendation of the Plan Commission. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Struthers (4) NAYS: None (0) REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing to OF THE PLAN COMMISSION RE: consider the request of Roti Modern Mediterranean Board of Trustees Meeting March 7, 2016 Page 3 of 7 APPROVAL OF A CLASS B SPECIAL USE FOR ROTI MODERN MEDITERRANEAN RESTAURANT LOCATED AT 720 WAUKEGAN ROAD, UNIT C, AT THE SHOPS AT DEERFIELD SQUARE; AND AN APPEAL OF THE APPEARANCE REVIEW COMMISSION'S FAILURE TO RECOMMEND APPROVAL OF Restaurant located at 720 Waukegan Road, Unit C on February 25, 2016. The Plan Commission voted 6-0 in favor of the Class B Special Use. The Appearance Review Commission held a workshop meeting on March 1, 2016, and voted 2-2, which was not enough to make a favorable recommendation on the exterior changes to the building. EXTERIOR CHANGES Chris Siavelis from CRM Properties, representing Deerfield Square ownership, stated the apparel retailers are struggling especially in suburban locations. With Internet sales and the change in consumer buying habits, it has become more challenging to keep retail in the 720 Waukegan Road location. Roti Modern Mediterranean would like to locate in the former Mephisto location at 720 Waukegan Road. Mr. Siavelis indicated they performed a traffic study and determined there is enough parking in the center. The black backer sign panels, which are part of the lease agreement, were not approved by the Appearance Review Commission. Without approval, the tenant would not sign a lease, Mr. Saivelis reported. Trustee Struthers asked about the outdoor seating area. There is a tree grate and a planter, which makes the sidewalk narrow in front of the proposed location. She believes adding a fence will make the sidewalk even narrower. Mr. Siavelis noted the railing would be removed during the off season. The Trustees discussed the sidewalk width. Trustee Nadler suggested a minimum of 5 -foot sidewalk width must be maintained. Trustee Jester asked about the change in the color scheme. Mr. Siavelis stated that having unique and attractive marketing signs are needed. They feel the proposed sign would have good contrast against the black background compared to having white letters against the sandstone background. Mr. Siavelis indicated they would take these on a case-by-case basis to determine what looks best for the Village. Trustee Nadler moved to accept the report and recommendation of the Plan Commission with the conditions that a five-foot walkway clearance is maintained; that the fence rails, tables and chairs be removed during the winter; and to grant the petitioners appeal of the ARC'S decision. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Struthers (4) NAYS: None (0) CONSENT AGENDA ORDINANCE AUTHORIZING AN An Ordinance amending a Special Use for Board of Trustees Meeting March 7, 2016 Page 4 of 7 AMENDMENT TO A SPECIAL USE FOR Briarwood Country Club to permit changes to BRIARWOOD COUNTRY CLUB TO the previously approved paddle tennis facility. PERMIT CHANGES TO THE Second Reading. PREVIOUSLY APPROVED PADDLE TENNIS FACILITY — 2R ORDINANCE 0-16-04 AUTHORIZING An Ordinance authorizing approval of a final plat APPROVAL OF A FINAL PLAT OF of subdivision for the properties located at 225 and SUBDIVISION FOR 225 AND 243 243 Wilmot Road. Second Reading. WILMOT ROAD — 2R ORDINANCE AMENDING CHAPTER 3 OF THE MUNICIPA CODE TO CREATE A CLASS N LIQUOR LICENSE CLASSIFICATION AND AUTHORIZE THE ISSUANCE OF ONE CLASS N LIQUOR LICENSE FOR VENUE ONE An Ordinance amending Chapter 3 of the Municipal Code of the Village of Deerfield to create a Class N liquor license classification and authorize the issuance of one class N liquor license for Venue One LLC. First Reading LLC — 1R Trustee Seiden moved to accept the Consent Agenda and adopt two Ordinances. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Struthers (4) NAYS: None (0) OLD BUSINESS ORDINANCE 0-16-05 CREATING A An Ordinance creating a new Class C liquor license NEW CLASS C LIQUOR LICENSE for beer and wine only, for Starbucks, located at BEER AND WINE ONLY) FOR 675 Deerfield Road. Second Reading. STARBUCK LOCATED AT 675 DEERFIELD ROAD — 2R Mayor Rosenthal noted the Trustees have seen pictures of the fencing and expressed concern about the gap space in the fencing. Gretchen Chesley, representing Starbucks, noted the space in question is 10 inches high. Lori Edler, Starbucks District Manager, explained the railing is used in other locations. The fence without the railing is 42 inches in height. There is a 10 inch gap. They will hang planters on the fence. Trustee Struthers asked about the gap in the corner. Ms. Edler noted this appears to be less than 4". Mayor Rosenthal noted that the corner gap needs to be less than 4" as that has been determined to be a safe measurement to prevent children from accidently getting stuck in the fence. Trustee Struthes moved to adopt the Ordinance. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Struthers (4) Board of Trustees Meeting March 7, 2016 Page 5 of 7 NAYS: None (0) NEW BUSINESS AUTHORIZATION TO AWARD TWO- Director of Public Works and Engineering Barbara YEAR CONTRACT FOR EPA Little reported the Village monitors ground water REQUIRED GROUNDWATER at 29A, located at Lake Cook and Pfingsten Roads. SAMPLING SERVICES FOR The wells are monitored twice per year. AECOM RESERVOIR 29A has extensive experience. She recommends Awarding the two-year contract to AECOM in an amount not to exceed $25,740, which is a $1,500 reduction from the prior contract. Ms. Little indicated this is within the budgeted amount. Trustee Jester moved to award the contract to AECOM in an amount not to exceed $25,740. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Struthers (4) NAYS: None (0) ORDINANCE 0-16-06 AMENDING THE An Ordinance amending the Municipal Code MUNICIPAL CODE REGARDING regarding water conservation. Ms. Little WATER CONSERVATION reported the Village gets water from Lake Michigan and is subject to rules and regulations from the Illinois Department of Natural Resources. The rules have been updated to include new conservation practices, including sprinkling on odd and even days, which the Village has had in place for many years. A new requirement is that any new or replacement plumbing fixtures and irrigation controllers must bear a WaterSense label, which indicates the fixture is at least 20 percent more efficient than a traditional fixture. Trustee Nadler moved to waive the First Reading of the Ordinance. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote. Trustee Nadler moved to adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Struthers (4) NAYS: None (0) AUTHORIZATION TO APPROVE THE Deputy Director of Public Works and Engineering REPAIR OF FLEET #702 AQUATECH Bob Phillips reported the Aquatech Waterjet WATERJET TRUCK truck is 10 years old, which is the life expectancy of the truck. It is in good condition and the Village believes repairs will extend the life for an additional four or five years. The Village received two bids. The low bid was from Standard Equipment in the amount of $22,318. Board of Trustees Meeting March 7, 2016 Page 6 of 7 Trustee Struthers moved to authorize the repair of Fleet 702 Aquatech Water et truck in an amount not to exceed $22,318. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Struthers (4) NAYS: None (0) AUTHORIZATION TO PURCHASE A Chief Sliozis reported the voice logging recorder VOICE LOGGING RECORDER would record phone and radio traffic in the Police Communication Center. The current voice logger is no longer supported by its manufacturer. The Village upgraded the phone and radio system and this voice logging recorder is compatible with the new equipment. The Village received bids from three vendors ranging from $23,427 to $37,400. The bid from Radicom, in the amount of $25,986, includes preferred features the other bidders did not include. This is a budgeted item on the replacement schedule through the vehicle equipment replacement fund at $30,000. The initial cost would be $30,798.20. Trustee Struthers moved to waive the competitive bidding process. Trustee Nadler seconded the motion. The motion passed unanimously on a voice vote. Trustee Jester asked whether this would be needed if the Village's 911 services were moved. Chief Sliozis stated the earliest the move would take place would be next July. He noted the Village needs this equipment now to be in compliance. Trustee Nadler moved to authorize the purchase of a voice logging recorder from Radicom in an amount not to exceed $30,798.20. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Struthers (4) NAYS: None (0) DISCUSSION NORTHWEST QUADRANT Mayor Rosenthal and Mr. Street met with the major stakeholders from the Northwest Quadrant. They will continue to meet. RIBBON CUTTING Mayor Rosenthal attended the ribbon cutting at Menchie's Frozen Yogurt on Saturday. It was very nice. DANCE MARATHON The Warrior Dance Team from Deerfield High School held a dance marathon to raise money for the Jordan Fuller Foundation. They raised more than $18,000 for the Foundation. Board of Trustees Meeting March 7, 2016 Page 7 of 7 ADJOURNMENT There being no further business or discussion, Trustee Nadler made a motion to adjourn the meeting. Trustee Struthers seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:40 p.m. The next regular Board of Trustees meeting will take place on March 21, 2016, at 7:30 p.m. A7,j T: -4, � Vill ge Clerk L APP7 Mayor