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.
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