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05/02/2016May 2, 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 May 2, 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: 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 Students from Kipling Elementary School's Leader in Me program led those in attendance in reciting the Pledge of Allegiance. Anthony McConnell, principal of Kipling Elementary School introduced the students. The Leader in Me program organizes your life by teaching seven habits. The seven habits are: be proactive, begin with the end in mind, put first things first, think win-win, seek first to understand then to be understood, synergize, and sharpen the saw. Mayor Rosenthal attended a program at Kipling where every classroom studied these habits, which has made an impact on the school. She thanked Mr. McConnell for his support of this program. Mr. McConnell thanked the families that support the students and the program. HUMAN POWER RE -APPOINTMENTS The Human Power Commission recommends the following Board and Commission re -appointments: Sherry Flores — Appearance Review Commission Herb Kessell — Zoning Board of Appeals Susie Kessler — Human Power Commission Dorothy Collins — Safety Commission Brian Wolkenberg — Sustainability Commission Trustee Jester requested the Human Power Commission consider an alternative name. Trustee Shapiro moved to accept the re -appointments. 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 May 2, 2016 Page 2 of 8 PROCLAMATION Mayor Rosenthal read a Proclamation declaring May 2, 2016, as Mayor's Monarch Day in the Village of Deerfield and encouraged residents and Village staff to take steps to increase the planting of milkweed and nectar plants to preserve and strengthen the monarch butterfly population. Trustee Struthers moved to accept the Proclamation. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) The Stagelman family discussed class projects to save monarch butterflies. They thanked Mayor Rosenthal for signing the monarch pledge. Trustee Jester indicated the monarch population is now growing, but has a long way to go to reach its past population size. PROCLAMATION Trustee Struthers read a Proclamation declaring May 15, 2016, as Preeclampsia Awareness Day in the Village of Deerfield and applauds the Preeclampsia Foundation's mission to reduce maternal and infant illness and death due to preeclampsia and other hypertensive disorders of pregnancy. 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) Nikki Mather thanked the Village for their support. There will be a large walk in Chicago, which has raised $70,000 each year. PROMOTION Chief Sliozis announced the promotions of two Sergeants to Commander. He introduced the members of the Police Commission, who were present. Chief Sliozis noted within the past six days, two officers have used AED devices to save lives. Chris Fry began with Deerfield in July 1997. He served in numerous positions within the department and the Lake County Major Crimes Task Force. He did an outstanding job with the Task Force. He was promoted to Sergeant in 2007 and serves as the accreditation manager. Mr. Street swore Sergeant Fry to the position of Commander. Commander Fry thanked the Board for supporting the police department. He thanked his family for their support and Chief Sliozis and Deputy Chief Keane for their guidance. Board of Trustees Meeting May 2, 2016 Page 3 of 8 Juan Mazariegos began with Deerfield in June 1999. He served in numerous positions within the department and has been very active in the various charities. Mr. Street swore Sergeant Mazariegos to the position of Commander. Commander Mazariegos thanked the Board for their support. He thanked his family and friends for their support and Chief Sliozis and Deputy Chief Keane for their guidance. MINUTES OF PREVIOUS MEETING Trustee Jester moved to approve the minutes from the April 18, 2016, Board of Trustees meeting. Trustee Nadler seconded the motion. The motion passed unanimously on a voice. TREASURER'S REPORT Finance Director Eric Burk presented highlights from the March 2016 Treasurer's Report representing the first quarter of the year. The non -home rule sales tax decreased from the same period last year. The Village does not have TJ Maxx. Hotel tax is consistent with the prior year. The electric utility tax is consistent with last year, but down for the year to date. Building permit revenues decreased from last month, but are up year to date. The Village received the upfront portion of the Deerfield Road project. The Village will have some seasonal expenditures including engineering and construction costs. BILLS AND PAYROLL Trustee Struthers moved to approve the Bills and Payroll. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) PUBLIC COMMENT Andrew Marwick, 442 Kelburn, noted Deerbrook Mall is not performing well. He does not believe the proposed Jewel store will be a big draw because it will be smaller than the Highland Park store. Mr. Marwick indicated Fresh Thyme seems to be doing well. He expressed concern about having a warehouse club where Wonder used to be, because they will remove the parking garage. He suggested finding another use for that location. REPORTS REPORT AND RECOMMENDATION OF THE BOARD OF ZONING APPEALS RE: REQUEST FOR A FENCE HEIGHT MODIFICATION AT 705 INDIAN HILL ROAD FOR A FENCE 10 FEET IN HEIGHT INSTEAD OF THE PERMITTED MAXIMUM HEIGHT OF The Board of Zoning Appeals held a Public Hearing on April 5, 2016, to consider a request for a fence height modification at 705 Indian Hill Road, to allow a 10 -foot fence instead of the maximum permitted height of 7 feet. The Board of Zoning Appeals voted 4-0 in favor of the modification. Board of Trustees Meeting May 2, 2016 Page 4 of 8 7 FEET Trustee Struthers noted the fence was installed prior the approval. She believes the fence is 3 feet taller than it should be and will trap birds. Trustee Struthers does not believe a 10 -foot fence is needed and would not want to set a precedent for sport netting. Trustee Struthers is not in favor of this modification. BZA Chairman Bob Speckmann felt the increased height was inconsequential. The netting is see-through and very thin. It does not block any view and seemed to be in the best interest to keep balls on that property. Trustee Struthers would not want to see a 10 -foot precedent. Ch. Speckmann noted this is something the Zoning Ordinance does not address, because it is sports court netting and not a fence. Brooke Jacobs, 705 Indian Hill, noted the netting behind the basketball hoop is 10 feet high. By putting up the netting, it is keeping her children and the neighbors safe. Trustee Seiden noted he would not want this in his yard, but does not find it objectionable. Trustee Jester moved to accept the report and recommendation of the Board of Zoning Appeals. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Seiden, Nadler (3) NAYS: Shapiro, Struthers (2) Mr. Coblentz noted the three affirmative votes are enough to prepare an Ordinance, but four affirmative votes are needed to pass the Ordinance. REPORT AND RECOMMENDATION Mr. Street reported the Plan Commission held a OF THE PLAN COMMISSION RE: Public Hearing to consider the request for approval REQUEST FOR APPROVAL OF A of a final development plan for the property at 7 FINAL DEVELOPMENT PLAN FOR Parkway North Center and to amend the sign plan 7 PARKWAY NORTH CENTER AND TO to allow a wall sign on April 14, 2016. They voted AMEND THE PARKWAY NORTH 5-0 in favor of the request. CENTER SIGN PLAN TO ALLOW A WALL SIGN AT 7 PARKWAY NORTH Donna Pugh, attorney with Foley & Lardner, noted this is one of two vacant sites in Parkway North. They have done some easement work on three easements. The wall signage is a modification for the Parkway North sign plan. The proposed sign will be less than 1 percent of the wall. Robin Callen, Chief Financial Officer with the American Board of Psychiatry and Neurology (APBN), reported they have been in business since 1923. They have volunteers from all over the country develop testing at their office. They develop and administer exams for psychiatrists and neurology certification. Board of Trustees Meeting May 2, 2016 Page 5 of 8 Jerry Wallach, Perkins Eastman Architects, showed the site plan. He indicated the Village Code requires more parking than is actually needed for this use. They have land banked some parking and created a front yard. They propose an underground parking area for employees. The proposed building is smaller than the other buildings in Parkway North. The materials are complimentary to the other buildings. Trustee Struthers noted there is one wall without windows. Mr. Wallach stated that is the area leading into the underground parking. Landscape Architect Ted Wolf, Principal with Wolf Architecture, stated they would replicate the landscaping in Parkway North. The back courtyard will be richly landscaped and oriented toward the pond. They will have seating areas and interesting horticultural elements. Steve Corcoran, Traffic Engineer with Eriksson Engineering Associates, Ltd. stated they did the traffic study after the Deerfield Road traffic light was installed, so the study is more accurate. They are generating less traffic than the normal use in a building this size. They are providing three access points including two visitor entrances. They will have two cross easements and will relocate an easement further south between Walgreens University and ABPN. Mike Renner, VP Eriksson Engineering, stated the water main will be relocated to avoid the foundation wall of the building. When relocated, this will benefit other buildings in Parkway North. They will provide records to the Village to prove there is sufficient volume in the retention pond. The storm sewer will remain. The sanitary sewer is existing. It is tributary to the pump station and part of the Lake County Special Service Area. They will provide calculations to prove there is sufficient pump pressure. Trustee Jester 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, Shapiro, Struthers (5) NAYS: None (0) REPORT AND RECOMMENDATION OF THE PLAN COMMISSION RE: REQUEST FOR APPROVAL TO AMEND THE SHOPPERS COURT COMMERCIAL PLANNED UNIT DEVELOPMENT TO PERMIT MAJOR RENOVATIONS TO THE 636 DEERFIELD ROAD BUILDING TO CONVERT THE BUILDING INTO A MULTI -TENANT BUILDING, AND CHANGES TO THE WEST END OF THE VILLAGE OWNED MUNICIPAL The Plan Commission held a Public Hearing on April 14, 2016, to consider the request to amend the Shoppers Court Commercial Planned Unit Development to permit major renovations to the 636 Deerfield Road building to convert the building into a multi -tenant building and changes to the west end of the Village -owned municipal parking lot. The Plan Commission voted 5-0 in favor of the request. The Appearance Review Commission was also in favor of the building changes but did not want the sign letters to extend past the building. Larry Freedman, attorney with Ash, Aron, Board of Trustees Meeting May 2, 2016 Page 6 of 8 PARKING LOT Freedman & Logan LLC. Jonathan Berger with Berger Asset Management and Martina Stoycheva with Partners in Design Architects were present. Mr. Berger noted he is the managing partner of Bensenville Associates, who purchased Shoppers Court. Shoppers Court was built in 1951 and very little has been done on the property. Shoppers Court needs a lot of work. He wants to make the building a multi -tenant, multi -sided building. Mr. Berger stated they will need to restripe one row of the municipal parking lot. He wants to make this a gateway into Deerfield. Trustee Struthers questioned moving the handicapped spot from the side of the building to the rear of the building. Ms. Stoycheva noted the space was moved to accommodate a side entrance. She stated that handicapped parallel parking spaces do not require a loading zone and they are not changing the dimensions of the space. Mayor Rosenthal asked about the sign variations. Mr. Berger stated they want to put the address on both sides of the fin. The height of the sign requires a variance as well as having a two-sided sign. Trustee Nadler moved to accept the Report and Recommendation of the Plan Commission. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) Mr. Berger stated he also wants public art in a few spots on the building including the west facade and the Italian Kitchen wall. They will also do sculptural bike racks as well. CONSENT AGENDA ORDINANCE APPROVING A FINAL An Ordinance approving a final development plan DEVELOPMENT PLAN FOR 8 for 8 Parkway North in the Parkway North Center. PARKWAY NORTH IN THE PARKWAY First Reading. NORTH CENTER — QUADRANGLE DEVELOPMENT COMPANY — 1R Mayor Rosenthal indicated this will stand as a First Reading of the Ordinance. There was no Old Business. OLD BUSINESS NEW BUSINESS Board of Trustees Meeting May 2, 2016 Page 7 of 8 AUTHORIZATION TO AWARD Deputy Director of Public Works and Engineering CONTRACT FOR PHASE 11 Bob Phillips reported the Phase I engineering has ENGINEERING CONSULTING been completed and submitted to IDOT. The Phase SERVICES FOR THE KATES ROAD I study identified the scope of work, which included BRIDGE REHABILITATION PROJECT the replacement of the bridge deck and the patching and resurfacing of Kates Road and part of Pfingsten Road. Mr. Phillips stated that as part of the agreement IDOT will reimburse the Village for 80 percent of the bridge design work, or $140,590, leaving the Village responsible for $28,118. The remaining portion of the design contract is related to roadway rehabilitation and is not eligible for reimbursement. For that portion, the Village will be solely responsible for all design related fees, an estimated cost of $15,658. Staff suggested the Ciorba Group is best suited for the job. Trustee Jester moved to approve the Local Agency Agreement to enter into a Federal agreement for the 80/20 split. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD THE Mr. Phillips reported North Avenue straddles both CONSTRUCTION CONTRACT FOR Deerfield and Bannockburn. The Village entered THE NORTH AVENUE into an agreement with Bannockburn and IDOT. INFRASTRUCTURE IMPROVEMENT The Village of Deerfield will be the lead agency of PROJECT the agreement and will pay for the construction bills, but will get reimbursed by Bannockburn for their share of the participating costs. The Village opened six bids on April 22, 2016. The low bid was from Berger Excavating Contractors in the amount of $2,486,229. The Village is responsible for their portion of the split as well as the sanitary sewer and water work. Trustee Shapiro moved to concur to award the project to Berger Excavating Contractors in an amount not to exceed $2,486,229. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO EXECUTE Mr. Phillips reported the Village is trying to fix CONTRACT FOR SIDEWALK BUMP trip hazards rather than replace slabs of concrete. GRINDING They will shave off the bumps. The Village has budgeted $100,000 for the project, but is seeking authorization for $20,000 at this time. Trustee Nadler moved to authorize $20,000 for sidewalk bump grinding. Trustee Struthers seconded the motion. The motion passed by the following vote: Board of Trustees Meeting May 2, 2016 Page 8 of 8 AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) DOWNTOWN RECYCLING BINS Earth Day. ELECTRONICS RECYCLING DISCUSSION Mayor Rosenthal noted the Village hosted a ribbon cutting for the new downtown recycling bins on Mayor Rosenthal reported the electronics recycling at the Public Works Facility was very well received. ARBOR DAY Mayor Rosenthal indicated this is the third year the Village has participated with the Earth Works Club to plant a tree at Deerfield High School on Arbor Day. UPCOMING RIBBION CUTTINGS Mayor Rosenthal announced there will be two upcoming ribbon cuttings: A ribbon cutting for Wheel Power in Cadwell's Corners will take place on May 6, 2016, at 5 p.m. A ribbon cutting for Venue One will take place on May 12, 2016, at noon. INTERN OF THE YEAR Mayor Rosenthal congratulated Village Intern Sam Barghi who was recently was award Intern of the Year by the Illinois Association of Municipal Management Assistants. ADJOURNMENT There being no further business or discussion, Trustee Shapiro made a motion to adjourn the meeting. Trustee Nadler seconded the motion. The motion passed unanimously. The meeting was adjourned at 9:25 p.m. APPROVED: Mayor ATVE Villagq Clerk