09/06/2016September 6, 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 September 6,
2016, at 7:30 p.m. The clerk called the roll and announced that the following were:
Present: Harriet Rosenthal, Mayor
Alan Farkas
Thomas Jester
Robert Nadler
William Seiden
Dan Shapiro
Barbara Struthers
and that a quorum was present and in attendance. Also present were Kent Street, Village
Manager and Village Attorney Peter Coblentz.
PLEDGE OF ALLEGIANCE Police Officer Marci Landy led those in
attendance in reciting the Pledge of Allegiance.
PROMOTION OF MARCI LANDY TO Chief Sliozis reported Marci Landy began with
THE POSITION OF POLICE SERGEANT the department in 1997. During her career with
Deerfield, she has held a number of positions. She
currently serves on the Homeland Security Task Force. During her career, she worked with the
school districts and has become proficient in computer science and forensics.
Mr. Street swore Landy in to her new position of Sergeant. Sergeant Landy thanked everyone
for their support.
DEERFIELD ROAD UPDATE Engineering Technician Tyler Dickinson and
Director of Public Works and Engineering Barbara
Little provided an update on the Deerfield Road construction. Mr. Dickinson reported the bridge
work was completed so the eastbound roadway has been opened between Wilmot and Chestnut.
There was a gas conflict causing a delay in the downtown area, but the curbs and gutters have
been installed. From east of Waukegan Road to Highland Park, the contractor has one lane of
pavement installed. Crews will work from Rosemary to Kipling next week and from Kipling to
Highland Park the following week. Kipling was open for the start of school. The excavation and
pavement removal has begun in Highland Park. Mr. Dickinson reported they will begin working
on the north side of the road before the end of the month and anticipate completion in 2016.
Mayor Rosenthal asked about the underpass, which was supposed to be completed before Labor
Day. Mr. Dickinson noted gas main conflicts held up the construction. Between the State
funding delay and gas main conflicts, the project is behind 21 working days. Mayor Rosenthal
asked about the Village's recourse. Ms. Little noted North Shore Gas did not take into account
the depth of the excavation. Mayor Rosenthal believes they need to take responsibility as they
have cost the Village businesses a lot of money. Mr. Coblentz will need to investigate the facts
Board of Trustees Meeting
September 6, 2016
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of the matter before he can comment on potential paths of recourse. Ms. Little noted the Village
worked with them extensively two years ago to try to anticipate gas main conflicts. Trustee
Farkas requested a report showing the issues and delays, in comparison to the original bid
documents to determine whether this was an honest oversight or if the other parties should have
known about the issues. Trustee Struthers noted the gas company frequently works with
contractors and pavers and should have known before the work was held up. Trustee Shapiro
believes the Trustees should be educated on the situation so they can evaluate the problem and
determine the next course of action. Trustee Seiden questioned the length of time the project
was stalled due to the State. Ms. Little stated the State shutdown affected the contractor's
activities as they had to prepare for the shut down and demobilize. Mayor Rosenthal expressed
frustration for the residents and businesses that are affected by the construction. Trustee Jester
emphasized the importance of moving forward as swiftly as possible rather than trying to find an
entity to blame for the delays. Mr. Dickinson noted the contractor will do some underground
work in the north lanes of traffic overnight in the coming weeks.
MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes
from the August 15, 2016, Board of Trustees
meeting. Trustee Nadler seconded the motion. The motion passed unanimously on a voice vote.
TREASURER'S REPORT Finance Director Eric Burk presented highlights
from the July Treasurer's Report representing 58
percent of the year. The non -Home Rule sales tax has increased over the past two months. Last
year was higher due to unusual activity. The Village will see another increase in August, which
will bring the numbers closer to 2015. Water and sewer fees have increased. Hotel tax has
increased over last month and the same period last year. State income tax is ahead right now.
Building permit revenue exceeds projection. Large recent expenditures include engineering and
construction costs and equipment purchases.
BILLS AND PAYROLL Trustee Seiden moved to approve the Bills and
Payroll dated September 6, 2016. Trustee Shapiro
seconded the motion. The motion passed by the following vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
PUBLIC COMMENT There was no Public Comment on non -agenda
items.
REPORTS
REPORT AND RECOMMENDATION Mr. Street reported the major stakeholders in the
RE: NORTHWEST QUADRANT Northwest Quadrant met several times and a report
MASTER PLAN AS AN AMENDMENT was prepared and distributed to each participant's
TO THE COMPREHENSIVE PLAN OF leadership. Following the Board's approval of a
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September 6, 2016
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THE VILLAGE OF DEERFIELD right -in, right -out on Deerfield Road, the striping
plan was also endorsed.
Mr. Street summarized the general provisions include in the Northwest Quadrant master plan.
The general provisions include:
• Support and enhance existing uses
• Conveniently walkable
• Attractive
• Reliably safe
• Environmentally friendly
• Fiscally responsible
• Respectful and neighborly
• Reasonably maintained
The specific provisions include:
A) Prepare a Joint Use Agreement executed by all stakeholders stating each's contributions,
commitments and responsibilities and support for implementation, operation and maintenance;
the Northwest Quadrant Guiding Concepts - Northwest Quadrant Stakeholder Working Group
July 26, 2016, agreement should acknowledge the value of various types of contributions,
including property, construction costs, maintenance costs and the value of supporting services.
The agreement should also endeavor to identify stakeholder contributions, list expected
stakeholder costs and benefits and include a projected timeline for the implementation of
improvements.
B) Encourage and facilitate on-going communication between and among the Northwest
Quadrant stakeholders concerning site planning and operations, respecting the interconnection of
parcels and the shared use of access, parking and other resources. An annual meeting and regular
meetings as design development proceeds should be held to facilitate on-going communication.
C) Improve safety, accessibility and lighting for pedestrians along and across Jewett Park Drive
between Robert York Avenue and the Village Hall and Church sidewalks, in the Church lot, and
in the Village lot. Provide safe pedestrian access between the Community Center and the
Library.
D) Improve safety for vehicles and pedestrians at all intersections.
E) Provide an interior two-way drive aisle on Jewett Park Drive.
F) Provide safe and usable vehicle access to/from Deerfield Road, that does not encourage cut -
through traffic looking to avoid Waukegan and Deerfield Roads.
G) Provide parking space layout that is efficient, orderly and conveniently usable, providing: up
to three-hour customer/visitor spaces; longer term employee spaces, drop-off service on the
south and west sides of the Church; continues existing shared use arrangements; meets the
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September 6, 2016
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routine parking needs of the stakeholders; and provides overflow spaces for stakeholder special
events.
H) Provide visual "lead into" Jewett Park and consider raised (tree top) walk system and
overlook above preschool playground.
I) Provide a pre-school drop-off on east side of Community Center with unimpaired sight lines
from drop-off vehicles to pre-school entrance door and retain the drop off on the west side.
J) Allow for the eventual transformation of the private parking lot and private driveway west of
the commercial properties to be repurposed by the owner to offer a more pedestrian friendly
space with potential access offered to the commercial properties that do not currently have access
to this space.
K) Develop a written/formal agreement between the Village and the Church for the redesign,
exchange and use of Church owned property, existing easement and adjoining Village property
L) Provide F and M Property Holdings controlled parking spaces in the Village lot for any lost
elsewhere
M) Provide to be determined number of parking space passes for Park District employees for use
in Village lot
N) Provide to be determined number of parking space passes for Church/Christian Beginnings
employees for use in Village lot;
O) Provide to be determined number of parking space passes for Library employees for use in
Village lot.
P) Provide to be determined number of parking space passes for F and M Property Holdings shop
space employee use in Village lot.
Q) Provide to be determined number of parking space passes for Taxman shop space employee
use in Village lot.
R) Provide access for mid-range length delivery trucks and emergency vehicles.
S) Relocate overhead utilities underground.
T) Provide for refuse/recycling corrals for the Church, F and M Property Holdings and Taxman
property in Village lot.
U) Apply and demonstrate sustainable and environmentally friendly techniques and systems
where appropriate, incorporating recognition of cost-effectiveness and relative ease of
maintenance.
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September 6, 2016
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V) Develop written/formal use agreement between the Village and Park District for a redesign of
Park Avenue.
W) Develop written/formal use agreement between the Village and Park District, working in
conjunction with the Deerfield American Legion or other appropriate military veterans'
organization, if a relocation or redesign of the Veterans' Memorial is pursued.
Mayor Rosenthal indicated there was a nice spirit of cooperation between the stakeholders. The
major stakeholders met numerous times and each group worked through the concerns. The
proposed report has been unanimously approved by the stakeholders with everyone's interest
taken into account. She noted one of the goals after the parking lot is restriped, is to do a traffic
count. Mr. Street noted it was do a modest restriping while providing parking on the eastend.
Trustee Seiden expressed concern that the parking plan is actually the same as the D and D1
plans which were previously presented. Mr. Street if this recommendation is accepted, its
provisions would prevail over those depicted in concept plans.
Trustee Seiden moved to accept the report and recommendation. Trustee Struthers seconded the
motion. The motion passed by the following vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
Mayor Rosenthal thanked the stakeholders, many of whom were present, for their participation
and support of this effort.
REPORT AND RECOMMENDATION OF Management Analyst David Fitzgerald reported
STAFF RE: INCREASING THE Roti Mediterranean Grill requested a Class C liquor
NUMBER OF CLASS C LIQUOR license to serve beer and wine. They passed their
LICENSES FROM SIX (6) TO SEVEN (7) required background checks. Mr. Fitzgerald
FOR ROTI MEDITERRANEAN GRILL reported the Police Department and Administration
are in favor of the recommendation.
Carl Segal, Roti CEO, stated they hope to open toward the end of September. They have 22
restaurants total. Mayor Rosenthal noted because there is not a gate, beer and wine cannot be
served outdoors. Mr. Segal stated their policy is to card everyone and most of the time
management rings up and serves beer and wine.
Trustee Shapiro moved to accept the report and recommendation. Trustee Nadler seconded the
motion. The motion passed by the following vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
Board of Trustees Meeting
September 6, 2016
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REPORT AND RECOMMENDATION Mr. Street reported the Plan Commission held a
OF THE PLAN COMMISSION RE: Public Hearing to consider the proposal to expand
REQUEST FOR FINDING OF the existing three-level parking lot to the north.
SUBSTANTIAL CONFORMANCE FOR They would not be making changes to the building.
APPROVAL OF CHANGES TO THE Mr. Street noted they also want to use a part of the
PREVIOUSLY APPROVED PLANS FOR Village -owned right-of-way of Hawthorne Lane for
3 PARKWAY NORTH PARKING additional surface parking. The Plan Commission
STRUCTURE EXPANSION (FULCRUM voted 4-0 in favor of the request. If approved, the
ASSET ADVISORS, LLC.) portion of the project related to additional surface
parking on Hawthorne Lane would be contingent
upon approval of an Ordinance vacating a certain portion of the right-of-way.
Peter Broccolo, Principal with Fulcrum Asset Advisors, stated they acquired Parkway North 3, 7
and 9 from the John Buck Company. The number one issue is the parking at Parkway North 3.
It is a challenge to lease space with the parking ratio. Trustee Struthers noted all the
handicapped spaces appear to be outdoors. She asked if some could be moved. Steve Wright,
Principal with Wright Heerema Architects, stated some of the handicapped spaces are covered.
Trustee Seiden moved to accept the report and recommendation. Trustee Shapiro seconded the
motion. The motion passed by the following vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
CONSENT AGENDA
ORDINANCE 0-16-17 ANNEXING
An Ordinance annexing certain territory excluded
CERTAIN TERRITORY EXCLUDED
from the Village of Riverwoods. Second Reading.
FROM THE VILLAGE OF
RIVERWOODS — 2R
ORDINANCE 0-16-18 EXCLUDING
An Ordinance excluding certain territory commonly
CERTAIN TERRITORY COMMONLY
known as 780 Saunders Road from the Village of
KNOWN AS 780 SAUNDERS ROAD
Deerfield. Second Reading.
FROM THE VILLAGE OF DEERFIELD
ORDINANCE 0-16-19 AMENDING THE
An Ordinance amending the wage and salary plan.
WAGE AND SALARY PLAN — 2R
Second Reading.
Trustee Jester moved to accept the Consent Agenda and adopt the Ordinances. Trustee Struthers
seconded the motion. The motion passed by the following vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
Board of Trustees Meeting
September 6, 2016
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There were no items for Old Business.
OLD BUSINESS
NEW BUSINESS
AUTHORIZATION TO EXECUTE
DESIGN ENGINEERING SUPPLEMENT
FOR PHASE II ENGINEERING
CONSULTING SERVICES FOR THE
KATES ROAD BRIDGE AND
ROAD REHABILITATION PROJECT
Mr. Dickinson reported that the roadway work for
the bridge project has become eligible for partial
reimbursement. For the Village to take advantage
of the 80 percent Federal participation, the Phase I
and additional Phase II design engineering and
consulting need to be completed according to
Federal Requirements.
Mayor Rosenthal expressed concern about funding appropriations that go through the State. She
does not want the State budget to impact pass through Federal funds. Ms. Little stated the
Federal Funds are appropriated to the State. Mayor Rosenthal asked how the Village can be
protected from a State budget impasse. She suggested adding something to the contract that
protects the Village if the State is having budget issues, the money can be sent directly to the
Village. Mr. Coblentz stated that would require reworking the way the State and Federal
governments have worked together. Trustee Nadler believes if the Village wants Federal or
State funds, we have to play by their rules. Trustee Seiden suggested taking out insurance to
keep the project funded if the State fails to make payments. Trustee Farkas believes the Village
is in a situation where it either can take the funding with a risk or pass on it. Trustee Nadler
asked about the timing of the project. Ms. Little noted the project would not begin until after
July 4. The State fiscal year begins July 1. The project would not be affected by a budget
impasse, as it would start after a budget is approved.
Trustee Shapiro moved to authorize Mayor Rosenthal to execute the design engineering
supplement for Phase II engineering consulting services for the Kates Road bridge and road
rehabilitation project. Trustee Farkas seconded the motion. The motion passed by the following
vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
AUTHORIZATION TO AWARD
Public Works Analyst Justin Keenan reported the
CONTRACT FOR ROOF
Village was contacted by Metra stating there was
REPLACEMENT AT DOWNTOWN
funding available for train station improvements.
METRA TRAIN STATION
The improvements include a roof replacement at the
Deerfield Road Metra station. The work would be
100 percent funded by Metra, but the Village
is responsible for overseeing the bidding and the
work.
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September 6, 2016
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The Village received five bids for the project. The lowest bid was from Waukegan Roofing in
the amount of $82,500.
Trustee Farkas moved to award the contract for roof replacement at the Metra Station to
Waukegan Roofing in the amount of $82,500. Trustee Shapiro seconded the motion. The
motion passed by the following vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
AUTHORIZATION TO AWARD Mr. Keenan reported the Village received one bid
CONRACT FOR A REPLACEMENT to replace the interior floor at the Deerfield Road
FLOOR AT THE METRA STATION Metra Station. Staff checked references and are
recommending awarding the contract to Integral
Flooring Systems in an amount of $54,505.
Trustee Nadler moved to award the contract for interior floor replacement at the Deerfield Road
Metra Station to Integral Flooring Systems in an amount of $54,505. Trustee Shapiro seconded
the motion. The motion passed by the following vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
AUTHORIZATION TO EXECUTE Ms. Little reported the Village has an agreement
AMENDMENT NO. 1 TO METRA for operation and maintenance of the commuter
AGREEMENT FOR COMMUTER parking facilities adjacent to the Metra Train
PARKING OPERATION AND Station. The agreement has an annual fee of
MAINTENANCE $7,440. Metra is proposing to eliminate the fee
charged to the Village.
Trustee Struthers moved to execute amendment #1 to the Metra agreement for commuter parking
operation and maintenance. Trustee Shapiro seconded the motion. The motion passed by the
following vote:
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
RESOLUTION R-16-13 AUTHORIZING Assistant Village Manager Andrew Lichterman
THE RELEASE AND VACATION OF A reported a utility easement was found on Deerbrook
CERTAIN STORM SEWER EASEMENT Mall property. Staff has confirmed the Village does
AND THE EXECUTION OF A PLAT OF not use the storm sewer easement and recommends
EASEMENT VACATION (DEERBROOK) the Village proceed with vacating the easement.
Trustee Seiden moved to accept the Resolution. Trustee Struthers seconded the motion. The
motion passed by the following vote:
Board of Trustees Meeting
September 6, 2016
Page 9 of 9
AYES: Farkas, Jester, Nadler, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
Michelle Panovich, representing Deerbrook Mall ownership, provided an update on the Jewel
construction. She noted Jewel is excited to finish construction on their building and expect to
open by the end of July 2017.
Ms. Panovich reported they have a lot of interest in the center. They have found a replacement
tenant for Sports Authority as well as another larger tenant. They will be 65 percent leased for
the enclosed mall area.
DISCUSSION
RECOGNITION Mayor Rosenthal noted the Village was recognized
by the personal finance website WalletHub.com as
the 7`" best City in Illinois for jobs. There were 162 cities listed.
LEAD TESTING The Village will coordinate lead testing for drinking
fountains and sinks in the public sector buildings.
The Village will report shortly on the results. The school districts have already tested their water
sources.
JOY OF THE GAME Mayor Rosenthal and Mr. Street toured the Joy of
the Game facility. The facility has changed over
time and now houses a wellness facility and a school.
NW MUNICIPAL CONFERENCE Mayor Rosenthal met with officers from the
Northwest Municipal Conference to discuss plans
for the coming year.
ADJOURNMENT There being no further business or discussion,
Trustee Nadler made a motion to adjourn the
meeting. Trustee Farkas seconded the motion. The motion passed unanimously. The meeting
was adjourned at 8:55 pm.
The next regular Board of Trustees meeting will take place on September 19, 2016, at 7:30 pm.
APPR VED:
Mayor
ATTEST:
Board of Trustees Meeting
September 6, 2016
Page 10 of 9
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