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03/21/2016March 21, 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 21, 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 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 reciting the Pledge of Allegiance. PROCLAMATION commitment to the Village. Chris Foltz, outgoing Chairman of the Community Relations Commission, led those in attendance in Mayor Rosenthal read a Proclamation honoring Mr. Foltz and thanked him for his dedication and Trustee Nadler moved to accept the Proclamation. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) Mr. Foltz thanked the community for their acceptance of change. He was honored to be part of the Village. BREATHE DEEP NORTH SHORE Mayor Rosenthal proclaimed support Breathe Deep North Shore in the Village of Deerfield and urged residents to help raise awareness and crucial funds for the organization. Trustee Shapiro moved to accept the Proclamation. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) Board of Trustees Meeting March 21, 2016 Page 2 of 7 Sue Bersh, a founder and co -coordinator of Breathe Deep North Shore, thanked the Village Board for their support of their event for the past five years. They will host a 5k run, 2k walk and balloon launch on April 17, 2016. Ms. Bersh hopes to reach a five-year fundraising total of $1 million this year. Jill Feldman, lung cancer patient, thanked the Village for their support. She invited residents to tie white ribbons in support of the event and awareness of the fight against lung cancer. MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes Trustee Nadler seconded the motion Trustee Shapiro abstaining. BILLS AND PAYROLL motion passed by the following vote: from the March 7, 2016, Board of Trustees meeting. The motion passed unanimously on a voice vote with Trustee Seiden moved to approve the Bills and Payroll. Trustee Nadler seconded the motion. The AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) PUBLIC COMMENT There were no Public Comments on non -agenda items. REPORTS REPORT AND RECOMMENDATION Ch. Foltz reported the Community Relations OF THE COMMUNITY RELATIONS Commission had done internal research on COMMISSION RE: EVALUTATION OF special needs adults. The Commission previously SOCIALIZATION SERVICES created a guide for senior residents as they found AVAILABLE TO SPECIAL NEEDS a void in finding information in one place. ADULTS Similarly, the Commission found a void in socialization activities for special needs adults in Deerfield. The Commission found it is important to have consistency for special needs adults, which is a rising demographic. The Commission is recommending finding the best way to address activities for adults with special needs. Commissioner Veronica Boyajian explained her daughter is a special -needs adult. They moved to the Village when her daughter was 21 and found that Deerfield did not have a place for special needs adults to socialize, have fun, laugh and talk. She believes this would build a community with friends for special needs families. Ms. Boyajian requested the place be located in Deerfield, have supervision and charge a small fee or no fee for participation. Ch. Foltz noted other communities have volunteer organizations that run such programs for about $2,000 per year. He noted the Best Buddies program at Deerfield High School would be willing to volunteer. Ch. Foltz requested approval for the Commission to continue working on this initiative. Board of Trustees Meeting March 21, 2016 Page 3 of 7 Mayor Rosenthal questioned how the Village will get to know the number of Deerfield residents that would be interested in the program. Ch. Foltz stated the numbers are difficult to attain, but the Commission would like to work with nearby communities to see what they do to assist their special needs adults. Trustee Shapiro moved to accept the report and recommendation of the Community Relations Commission. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) CONSENT AGENDA ORDINANC 0-16-07 AMENDING An Ordinance amending Chapter 3 of the Municipal CHAPTER 3 OF THE MUNICIPAL Code of the Village of Deerfield to create a Class N CODE TO CREATE A CLASS N liquor license classification and authorize the LIQUOR LICENSE CLASSIFICATION issuance of one Class N liquor license for Venue AND AUTHORIZE ISSUANCE OF ONE One LLC. Second Reading. CLASS N LIQUOR LICENSE FOR VENUE ONE LLC — 2R Trustee Struthers moved to accept the Consent Agenda and 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) OLD BUSINESS ORDINANCE 0-16-08 AUTHORIZING A An Ordinance authorizing a Class B Special Use for CLASS B SPECIAL USE FOR ROTI Roti Modern Mediterranean Restaurant located at MODERN MEDITERRANEAN 720 Waukegan Road, Unit C, at the Shops of RESTAURANT LOCATED AT 720 Deerfield Square. WAUKEGAN ROAD, UNIT C, AT THE SHOPS AT DEERFIELD SQUARE Trustee Struthers asked about the location of the planter in relation to the outdoor seating chairs. Chris Siavelis from CRM Properties, representing Deerfield Square, stated the 22 inch landscape planter would remain. He engaged an architect that specializes in ADA requirements to look at the accessibility of the site. The architect prepared a revised layout that would meet the accessibility code. Mr. Siavelis stated Roti would like to serve alcohol in the outdoor seating area. He noted Roti staff would bring alcohol to the tables. Board of Trustees Meeting March 21, 2016 Page 4 of 7 Mr. Siavelis met with the Appearance Review Commission this evening. They did not take a vote on the furniture or railings, but did not appear to have issues. The Commission expressed concern about the tightness of the space. Mr. Street reported the 5 foot clearance was maintained, but the ARC was not comfortable with it. Mr. Siavelis stated the distance between the northwest railings of the west corral to the tree grate is 5 feet 9 -and -a -half inches. Mr. Siavelis noted the 36 -inch -wide gate swings toward the north railing. There is a 60 inch diameter turning radius, which meets the ADA code. Trustee Struthers believes it looks accessible. Trustee Seiden noted beer and wine are served in plastic cups at Roti's Northbrook location. Nick Welch, Director of Construction with Roti, stated Roti's policy is to check identification at the point of sale, and staff would deliver the alcohol to the table. Mayor Rosenthal expressed concern that people would walk away with plastic cups filled with beer or wine. She noted the Village restricts other restaurant patrons from leaving the premise with alcohol and suggested having table signage restricting alcoholic beverages from leaving the premise. Mr. Welch stated they would add signage to the railings. Trustee Seiden noted the aisle space from the north edge of the table is very tight. He suggested the petitioner not serve alcohol outside, as it would look much nicer without the fences. Mr. Siavelis stated the restaurant wants to offer their entire menu in any seating location. Trustee Jester 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 Struthers moved to adopt the Ordinance. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Shapiro, Struthers (4) NAYS: Seiden (1) NEW BUSINESS AUTHORIZATION TO COMPLETE Wastewater Superintendent Brandon Janes CURRENT BIO -SOLIDS REMOVAL reported this contract is for the hauling of spring CONTRACT sludge per EPA requirements. The Village has a three year contract with Synagro Central LLC, and this hauling would complete the contract. Trustee Jester moved to authorize Synagro Central to complete the bio -solids removal contract in an amount not to exceed $25,000. Trustee Struthers seconded the motion. The motion passed by the following vote: Board of Trustees Meeting March 21, 2016 Page 5 of 7 AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD THE Mr. Janes reported the Wilmot Road Lift Station WILMOT ROAD LIFT STATION was largely revamped in 1998. In 2005, the Village IMPROVEMENTS ENGINEERING had two small dry weather pumps installed. There DESIGN CONTRACT is a need to adjust the pumps to reduce overall maintenance. The Village selected Strand Associates for the design and bidding. Trustee Nadler moved to authorize the engineering design contract for the Wilmot Road Lift Station improvements to Strand Associates in an amount not to exceed $24,700. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) ANALYSIS OF BID AND AWARD OF Mr. Janes noted splitter boxes are located between THE SPLITTER BOX REPAIR PROJECT the aeration tanks and clarifiers. The structure is concrete and has four openings. The splitter box evenly distributes flow to each of the four clarifiers. It also is equipped with stop gates that allow staff to reduce or stop the flow to each clarifier. The ability to divert or moderate the flow to a clarifier is essential in the operation and maintenance of the Wastewater Reclamation Facility and needs to be repaired. Trustee Nadler moved to award the splitter box repair project to MAG Construction in an amount not to exceed $49,875. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) RESOLUTION R-16-02 FOR THE Deputy Director of Public Works and Engineering 2016 STREET REHABILITATION Bob Phillips reported this resolution would PROJECT authorize the 2016 Street Rehabilitation project, which will include rehabilitation and/or reconstruction of Willow Avenue, Constance Lane, Christopher Drive, Lisa Marie Court and Deerpath Drive. The budgeted amount for the project, including $494,000 in MFT funds, is $2 million. Trustee Shapiro moved to adopt the Resolution. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) Board of Trustees Meeting March 21, 2016 Page 6 of 7 NAYS: None (0) AUTHORIZATION TO AWARD A Mr. Phillips reported this project has three CONTRACT FOR THE 2016 SEWER components, including sewer cleaning, inflow and LINING AND CLEANING PROGRAM infiltration reduction and red zone work. The Village wants to utilize the cleaning contractor for both cleaning and televising. Combining this project will save money. The Village budgeted $600,000 for this project. The Village received bids from five qualified contractors. Visu-Sewer was the lowest bid. Trustee Struthers moved to award the contract for the 2016 sewer lining and cleaning program to Visu-Sewer in an amount not to exceed $351,473. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO PURCHASE A Public Works Analyst Justin Keenan reported the NEW SEWER CAMERA AND TRAILER Village purchased a sewer camera in 2001 and the camera has reached the end of useful life. The new camera can be coded by Village staff, which would save approximated $60,000 over 15 years. The Village received two proposals. The higher bid includes a new trailer. The Village budgeted $40,000 for the camera in the VERF and the rest of the money would come from the sewer lining and cleaning program budget. Trustee Nadler moved to waive the competitive bidding. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) Trustee Struthers moved to authorize the purchase of a new camera and trailer from Standard Equipment in an amount not to exceed $95,957. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) DISCUSSION Trustee Shapiro moved to go into Executive Session pursuant to 5 ILCS 120/2(c)(6). Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) Board of Trustees Meeting March 21, 2016 Page 7 of 7 The Trustees went into Executive Session at 8:35 pm. Trustee Shapiro moved to go into regular session. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) 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 8:50 p.m. The next regular Board of Trustees meeting will take place on April 4, 2016, at 7:30 p.m. APPRO ED: CA"P �e Mayor ATTES Vil age Cl rk