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09/19/2016September 19, 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 19, 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 William Seiden Dan Shapiro Barbara Struthers Absent: Robert Nadler and that a quorum was present and in attendance. Also present were Kent Street, Village Manager and Village Attorney Peter Coblentz. PLEDGE OF ALLEGIANCE Susie Wexler, Chairperson of the Manpower Commission, led those in attendance in reciting the Pledge of Allegiance. DEERFIELD ROAD UPDATE Tyler Dickinson provided an update on Deerfield Road. He is confident the downtown area of Deerfield Road will be open for vehicular traffic by the weekend. Mr. Dickinson indicated there is still a good amount of work to be completed. The focus will be from Waukegan Road, moving east, to Highland Park. He indicated they will start paving in Highland Park shortly. Mr. Dickinson indicated they are working at night, to try to trim days off the schedule. The excavation for the sidewalk on the south has begun and the pavement should start to be poured next week. Mayor Rosenthal encouraged residents to continue to shop Deerfield businesses impacted by the construction. MANPOWER RECOMMENDATIONS Mayor Rosenthal reported the Manpower Commission made the following recommendations: Appearance Review Commission — Lisa Dunn as Chairperson Family Days Commission — Michele Edelmuth Sustainability Commission — Chenlin Zhao Manpower Commission - Sam Solovy Trustee Struthers moved to accept the manpower recommendations. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) MINUTES OF PREVIOUS MEETING Trustee Farkas moved to approve the minutes Board of Trustees Meeting September 19, 2016 Page 2 of 6 from the September 6, 2016, Board of Trustees meeting. Trustee Shapiro seconded the motion. The motion passed unanimously on a voice vote. BILLS AND PAYROLL Trustee Struthers moved to approve the Bills and Payroll dated September 19, 2016. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) PUBLIC COMMENT There was no Public Comment on non -agenda items. REPORTS REPORT AND RECOMMENDATION Mr. Street reported the Manpower Commission FROM THE MANPOWER COMMISSION went through a name change and became the RE: CHANGE OF NAME TO Human Power Commission, but wanted something VOLUNTEER ENGAGEMENT more accurate. Ms. Wexler stated they wanted COMMISSION their name to be more proactive and reactive and felt their name did not describe what they want to do. They looked into several names and decided on the Volunteer Engagement Commission as it defines what they are trying to do. Trustee Shapiro moved to accept the report and recommendation. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) REPORT AND RECOMMENDATION Director of Public Works and Engineering Barbara OF STAFF RE: BACKFLOW Little reported the IEPA and Illinois Plumbing PREVENTION (RPZ) PROGRAM Code require all homeowners with irrigation systems to have a reduced pressure zone device that must be inspected annually. Illinois State law requires the use of RPZ for backflow prevention. All municipal governments must comply with these laws and require testing each year by a properly licensed inspector. This prevents possible contamination of the potable water system by chemicals and organic waste. Once tested, the certification info must be entered into Village database. In June, the Village did an assessment and found 700 properties that had an irrigation system, but were not registered in the annual RPZ testing database. This means that these systems either had an RPZ device and weren't testing it, or that they did not have one at all, both putting the potable water system at risk. Board of Trustees Meeting September 19, 2016 Page 3 of 6 Staff sent letters to all 700 property owners requesting that they get in compliance. To date, all but 140 are compliant. Staff recommends hand delivering a final -notice letter to those who have not responded to two letters staff has already sent. Water service would not be completely shut off, but water pressure would be greatly reduced. Residents with reduced water supply can have water restored after contacting the Village to discuss a reasonable timrefram to reach compliance. Management Analyst Justin Keenan reported the first letter was mailed to residents on July 19, giving property owners eight weeks to comply. The hand -delivered letters would provide another two-week period for the property owners to contact the Village, providing a total of ten weeks to make a good -faith effort to reach compliance. Trustee Farkas stated that this is a blunt approach and questioned why the 140 residents have not contacted the Village. He asked if they knew the potential costs and questioned whether the Village should fine those residents and provide them with a list certified installers and inspectors. Trustee Seiden was contacted by a resident who had a system installed 25 years ago, possibly before an RPZ system was required. Mr. Keenan noted that homes built before the requirement were not tracked. He does not know how many homes fall into that category. They did a survey and found homes that were not previously tracked, but need to become compliant. The Village is asking for residents with irrigation systems to be compliant to prevent possible water contamination. Trustee Seiden believes the Village should determine it is absolutely necessary and suggested being more lenient on residents' compliance. Trustee Seiden suggested speaking to the residents when delivering the letters. Mayor Rosenthal noted the residents will have been notified twice. The Village is trying to follow the rules from the TEPA by bringing residents into compliance to protect the potable water system from contamination. If someone has an issue, they can contact the Village to discuss it. Trustee Seiden would like residents to have additional time before the Village reduces water pressure. He questioned what other Villages are doing. Mr. Keenan reported the second letter notified residents that failure to contact the Village could lead to a reduction reduced water service. He also noted that this time frame was specifically chosen as many residents with an irrigation system hire someone to come in early fall to winterize the system. RPZ inspections require the system to be on to be tested, so residents would have to pay extra if they delayed coming into compliance due to the extra cost of bringing their irrigation systems back on-line. Trustee Shapiro stated this is a public safety issue. He does not believe safety should be sacrificed as this is time -sensitive. Trustee Jester moved to accept the report and recommendation. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: AYES: Jester, Shapiro, Struthers (3) NAYS: Farkas, Seiden (2) CONSENT AGENDA Board of Trustees Meeting September 19, 2016 Page 4 of 6 There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE 0-16-19 INCREASING An Ordinance increasing the number of Class C THE NUMBER OF CLASS C LIQUOR liquor licenses from six (6) to seven (7) for Roti LICENSES FROM SIX (6) TO SEVEN (7) Modern Mediterranean. Mayor Rosenthal indicated FOR ROTI MEDITERRANEAN GRILL they asked for a waiver of the First Reading as they expect to open soon. Trustee Farkas moved to waive the First Reading of the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) Trustee Farkas moved for approval of the Ordinance. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) ORDINANCE ADOPTING THE 2016 An Ordinance adopting the 2016 Village of VILLAGE OF DEERFIELD Deerfield Appearance Code. First Reading. APPEARANCE CODE — 1R Mayor Rosenthal commended the Commission on their hard work and especially liked the graphics. She would recommend adding a table of contents or tabs to make it even more user friendly. NEW BUSINESS AUTHORIZATION TO EXCUTE Ms. Little reported the Richfield Pump Station is DESIGN ENGINEERING CONTRACT the is the main water supply from Highland Park FOR RICHFIELD PUMP STATION into Deerfield The station receives water via a IMPROVEMENTS 24 -inch influent pipe that comes in from the southwest wall of the pump station. Currently, the pipe is leaking and causing a damp environment. It is necessary to replace the influent line and add a dehumidifier. Electrical service provides power to pumps and instrumentation, but the station is not backed -up by generator. During a power outage, staff is unable to access instrumentation remotely and it must be manually operated. Staff proposes adding a battery backup unit to provide better monitoring. Staff interviewed several engineering firms and selected Clark Dietz Engineers for a proposal. The Village received a proposal for preparation of engineering documents including design for replacement, a dehumidifier and battery backup in the amount of $37,865. Construction would Board of Trustees Meeting September 19, 2016 Page 5 of 6 begin in 2017. There is sufficient funding in 2016 budget to cover engineering expense. Staff is requesting authorization to execute the contract in an amount not to exceed $37,865. Trustee Struthers moved to authorize the execution of the design engineering contract for the Richfield Pump Station improvements in an amount not to exceed $37,865. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) DISCUSSION TRUSTEE IN THE TOWN Trustee Seiden reported Trustee Shapiro and Trustee Nadler would be available to answer questions at the Farmers Market on Saturday from 9 a.m. to noon. GRANT RECEIVED Mayor Rosenthal reported Community - The Anti - Drug received a matching grant of $625,000, which is payable over five years. PLANE PULL Mayor Rosenthal complimented and congratulated the Deerfield Police Department for winning their division in the Special Olympics of Illinois Plane Pull fundraiser. PUBLIC ART OPEN HOUSE The Fine Arts Commission is hosting a public art open house on September 20 at the Deerfield Library from 6 p.m. to 8 p.m. There will be 16 pieces of art on display as part of the third year of the Deerfield Public Art Program. HARVEST FEST This Saturday, September 24, is Deerfield Harvest There will be special events at the Farmers Market, including kid's games, face painting, a balloon twister and a touch -a -truck. Starting at 5:30 p.m., two bands will be playing and there will be free hot dogs and corn from Fresh Thyme and dessert and coffee from Nothing Bundt Cakes. LAKE COUNTY VISITORS BUREAU Visitors Bureau. LAKE COUNTY OPIATE INITIATIVE Library. ADJOURNMENT Mayor Rosenthal attended a luncheon at the Marriott Suites sponsored by the Lake County Chief Sliozis and Mayor Rosenthal attended the Lake County Opiate Initiative event at the Deerfield There being no further business or discussion, Trustee Farkas made a motion to adjourn the Board of Trustees Meeting September 19, 2016 Page 6 of 6 meeting. Trustee Shapiro seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:19 p.m. The next regular Board of Trustees meeting will take place on Tuesday, October 4, 2016 at 7:30 p.m. APPROVED: Mayor ATTEST: Village Cl rk