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07/05/2016July 5, 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 July 5, 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 Mayor Rosenthal lead those in attendance in reciting the Pledge of Allegiance. REPORT OF DEPARTMENTAL Assistant Village Manager Andrew Lichterman OBJECTIVES — ADMNISTRATION presented highlights from the Administration Department's six-month report. Mr. Lichterman reported there have been a number of economic development initiatives including the Deerfield Road reconstruction project. The Village was recently recognized as one of the best suburbs to raise a family in the Chicago area and one of the cleanest in the nation. In the first year of the commercial waste franchise, the Village has a commercial recycling rate of 14 percent and a participation rate of 54 percent, which is up since the last report. The department is also in charge of the website redevelopment, which will be user friendly and will have enhanced communication tools. They look forward to launching the new website this summer. In the last six months, staff has issued 18 e -blasts, 16 press releases and 24 Board distributions. The IT Division has processed nearly 1160 work orders, which represents a 45% increase from the last reporting period. They also completed the Internet redundancy project. Computer Systems Coordinator Matt Weiss is now an accredited certified information system security professional. Mayor Rosenthal noted the Village is still part of the electric aggregation consortium and has determined ComEd's rate is competitive. She urged residents to read the fine print before changing electricity providers. Board of Trustees Meeting July 5, 2016 Page 2 of 6 Mayor Rosenthal indicated she has received a number of comments from residents thanking the Village for their communication on the Deerfield Road construction. Mr. Lichterman indicated there are a lot of activities around the Monarch Butterfly Pledge, including a milkweed seed giveaway and information at the Farmer's Market as well as working with the schools. Trustee Shapiro thanked staff for the availability of information at the Farmer's Market over the weekend. MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes From the June 20, 2016 Board of Trustees meeting. Trustee seconded the motion. The motion passed unanimously on a voice vote. TREASURER'S REPORT Finance Director Eric Burk presented highlights from the May Treasurer's Report representing of 42 percent the year. The non -Home Rule sales tax decreased over last month due to being a shorter month. It is up from the same period over the previous two years. Water and sewer billing are consistent with last year. Hotel taxes remained flat. Building permit revenue did well in May. The operating expenditures exceeded the operating revenues, primarily due to the annual liability insurance payment. BILLS AND PAYROLL Trustee Seiden moved to approve the Bills and Payroll dated July 5, 2016. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) DEERFIELD ROAD STATEMENT Mayor Rosenthal reported the Deerfield Road Reconstruction Project will continue due to the State legislature passing the Stop Gap budget. She commended the State legislature, especially State Senator Julie Morrison, who sponsored the budget legislation that restored funding for State road construction projects including Deerfield Road. Senator Morrison received hundreds of calls from residents. The additional costs due to the work stoppage will not be the Village's responsibility. PUBLIC COMMENT Andrew Marwick noted the Village of Buffalo Grove will be the new home to a Woodman's Grocery store. Mr. Marwick is concerned that the Jewel Food Store in Deerbrook will not be a viable source of revenue to the Village. Mr. Marwick expressed concern about the viability of Deerbrook, because the Sports Authority and former Great Indoors locations are vacant. He suggested the Village try to be more Board of Trustees Meeting July 5, 2016 Page 3 of 6 proactive with the development. Mayor Rosenthal stated the Village does not own the property and cannot dictate terms of lease negotiations between the landlord and tenants. Anil Abbott, 780 Saunders, asked about the timing of the possible de -annexation. Mr. Coblentz is working on an agreement with the Village of Riverwoods. REPORT AND RECOMMENDATION OF THE PLAN COMMISSION RE: REQUEST FOR A RESUBDIVISION OF 1144, 1122 AND 1110 OAKLEY AVENUE PROPERTIES (JAIMIE WEISS REPORTS Mr. Street reported the Plan Commission held a Public Hearing on June 9, 2016, to consider the request of Jaimie Weiss for final approval of the properties at 1144, 1122 and 1110 Oakley Avenue The Plan Commission voted 4-0 in favor of the Request. Trustee Nadler moved to accept the Report. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) CONSENT AGENDA There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE AMENDING CHAPTER An Ordinance amending Chapter 3, Alcoholic 3, ALCOHOLIC BEVERAGES, OF THE Beverages, of the Municipal Code to create a Class MUNICIPAL CODE TO CREATE A O liquor license classification to allow beer and CLASS O LIQUOR LICENSE wine in its original packaging at automobile CLASSIFICATION TO ALLOW BEER convenience food stores and the issuance of one AND WINE IN ITS ORIGINAL Class O license. First Reading. PACKAGE AT AUTOMOBILE CONVENIENCE FOOD STORE AND Mr. Street noted that the current Municipal Code ISSUANCE OF ONE CLASS O limits signage. The Ordinance was also crafted to LICENSE — 1R limit the beer and wine sales to the rear half of the store and in sight of the cashier. Mayor Rosenthal indicated this would stand as a First Reading. NEW BUSINESS Board of Trustees Meeting July 5, 2016 Page 4 of 6 APPROVAL OF Deputy Director of Public Works and Engineering INTERGOVERNMENT AGREEMENT Bob Phillips reported the Village was approached (IGA) BETWEEN THE VILLAGE OF by representatives of Metra regarding a grant DEERFIELD AND METRA: DEERFIELD opportunity for train station improvements. There TRAIN STATION IMPROVEMENTS would be no monetary cost to the Village; however, the Village will be responsible for bidding out the project, awarding the contract and invoicing Metra for the work. The Village received preliminary proposals for the work and expect the cost to be about $131,000. Trustee Struthers questioned whether the bids came in higher than expected. Mr. Phillips noted the Village has received two preliminary proposals but the work will be competitively bid. Trustee Seiden moved to approve the Intergovernmental Agreement with Metra. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) Mayor Rosenthal reported that at the request of staff, the next two agenda items will be held to the next Board of Trustees meeting. AUTHORIZATION TO AWARD CONTRACT FOR ROOF ROOF REPLACEMENT AT METRA TRAIN STATION This item was tabled. AWARD OF CONTRACT FOR INTERIOR FLOORING REPLACEMENT AT METRA TRAIN STATION This item was tabled. APPROVAL OF In March of 2016, the police department issued a INTERGOVERNMENTAL AGREEMENT request to the Lake County Department of (IGA) BETWEEN THE VILLAGE OF Transportation to install fold up stop signs on traffic DEERFIELD AND LAKE COUNTY: signals owned by Lake County when there is a FOLDING STOP SIGNS power outage. The police department and/or Public Works will be required to open and close the stop signs when there is an event. The County issues an Intergovernmental Agreement and outlines all the traffic signals from Wilmot Road to the east, until the Deerfield Road construction is complete. Trustee Jester moved to approve the Intergovernmental Agreement. 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 July 5, 2016 Page 5 of 6 AUTHORIZATION TO EXECUTE Mr. Phillips reported that as part of the sidewalk CONTRACT FOR SIDEWALK program, one step is to replace sections of the REPLACEMENT sidewalk that cannot be ground down. The plan is to repair and replace the sidewalk in about 64 locations in the southwest quadrant. The Village received proposals from two contractors. The Village budgeted $40,000 and requested that money be utilized to replace the sidewalks. Trustee Struthers moved to authorize the contract for sidewalk replacement to Schroeder and Schroeder, Inc., in an amount not to exceed $40,000. 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 Management Analyst Justin Keenan stated the CRACK SEALING CONTRACT crack sealing contract was implemented in 2015 and as part of the contract, the Village can extend the contract for two one-year extensions. This would be the first extension in the amount of $19,460. The Village budgeted $20,000 for this work. Trustee Shapiro moved to extend the crack sealing contract to Patriot Pavement Maintenance in the amount of $19,460. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) DISCUSSION SPRINKLING RESTRICTIONS Mr. Street reminded residents that the sprinkling restrictions are in effect. You can water your lawn before noon and after 6 pm on even or odd days based on your street address. You can hand water anytime, but sprinkler systems are restricted. NORTHWEST MUNICIPAL Mayor Rosenthal thanked Trustee Jester, Trustee CONFERENCE BANQUET Shapiro and Trustee Struthers for accompanying her at their annual fundraiser. Each municipality is asked to bring something for the silent auction. The Chamber of Commerce created a banquet that represented Deerfield and included a Chicago Bulls folding chair. TRUSTEE IN THE TOWN Mayor Rosenthal and Trustee Shapiro were at the Farmer's Market last Saturday. They received a number of questions about Deerfield Road and Portillo's. Board of Trustees Meeting July 5, 2016 Page 6of6 NEURO INTENSIVE TRAINING nice addition to the Village. NORTHWEST QUADRANT progress. FAMILY DAYS successful event. Mayor Rosenthal attended the Neuro Intensive Training Center inside Joy of the Game. This is a Mayor Rosenthal and Mr. Street met with the Northwest Quadrant stakeholders. They are making Mayor Rosenthal thanked staff and the Family Days Commission for all their hard work on their very ADJOURNMENT There being no further business or discussion, Trustee Nadler made a motion to adjourn the meeting. Trustee Shapiro seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:10 pm. The next regular Board of Trustees meeting will take place on July 18, 2016, at 7:30 pm. APPRO D: i Mayor ATTEST: Village Jerk