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12/05/2016December 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 December 5, 2016, at 7:30 p.m. The clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Thomas Jester William Seiden Dan Shapiro Barbara Struthers Absent were: Alan Farkas Rob 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 Tyler Jensen, Co -Chair of DHS School Chest, led those in attendance in reciting the Pledge of Allegiance. Mr. Jensen reported this year's beneficiary organization is the Propionic Acidemia Foundation. A DHS student passed away recently from Propionic Acidemia and his family founded the foundation. Jill Cherto, founder of the Propionic Acidemia Foundation, is the parent of the student that passed away from the rare disorder. Mr. Jensen stated the School Chest activities started on the previous week. There was a spelling bee competition, a 5k run and walk for change and an event geared toward younger children in the past week. They will have a Voice -style competition this week, a letter writing campaign to gain awareness of the disease and organization, a "Hoops for Hope" event, a Skate for School Chest event with the Buddies program and the annual benefit dinner this week. Next week they will have a "Taste of Deerfield". For more information, go to schoolchestl6.com. PROMOTION Chief Sliozis reported Sergeant Chuck Horstein began his employment with the Deerfield Police Department in 1998. During his tenure, Horstein achieved the highest level of advancement within the department. He was a field training officer, was part of a State-wide task force, was promoted to sergeant in 2012, and is now being promoted to the rank of Police Commander. Mr. Street swore in Commander Horstein. Commander Horstein introduced his family. He comes from a long line of law enforcement officers. Commander Horstein thanked the Village and the officers for their support. DEERFIELD ROAD UPDATE Engineering Technician Tyler Dickenson reported the pavement work and permanent striping has been completed west of Waukegan Road. The temporary striping was completed east of Waukegan Board of Trustees Meeting December 5, 2016 Page 2 of 9 Road. The contractor will have the sidewalk completed this week. The contractor will backfill the south side of the sidewalk. Moving forward, the contractor will continue with the traffic signal installation. There will be intermittent lane closings, as needed. In the spring, the contractors will perform bump grinding and other punch list items. MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes from the November 21, 2016, Board of Trustees meeting. Trustee Jester seconded the motion. The motion passed unanimously on a voice vote with Trustee Shapiro abstaining. TREASURER'S REPORT Finance Director Burk presented highlights from the October 2016 report. Sales tax net of the rebate increased. Water and sewer billing increased. Electric utility tax increased. Building permit revenue exceeds projection as well as the prior year amount. Large expenditures are engineering and construction costs for infrastructure. There were also some IT expenditures. BILLS AND PAYROLL Trustee Shapiro moved to approve the Bills and Payroll dated November 21, 2016. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Seiden, Shapiro, Struthers (4) NAYS: None (0) PUBLIC COMMENT There were no Public Comments on non -agenda items. REPORTS REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing and OF THE PLAN COMMISSION RE: Workshop Meeting on November 10, 2016, to AMENDING THE LAKE COOK DEPOT consider the request. The Plan Commission voted SIGN PLAN TO ALLOW RTA 4-0 in favor of the request, with one abstention. INTERAGENCY DIRECTIONAL AND INFORMATIONAL SIGNS AT LAKE Trustee Shapiro moved to accept the Report and COOK ROAD STATION Recommendation of the Plan Commission. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Seiden, Shapiro, Struthers (4) NAYS: None (0) REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on OF THE PLAN COMMISSION RE: November 10, 2016, to consider the request of the REQUEST FOR TEXT AMENDMENT Hellenic American Academy to allow a dual Board of Trustees Meeting December 5, 2016 Page 3 of 9 AND A SPECIAL USE FOR AN language elementary school with an emphasis on ELEMENTARY AND MIDDLE SCHOOL Greek language instruction. They are requesting AT 445 PINE STREET FOR THE a Text Amendment to run a summer camp program, HELLENIC AMERICAN ACADEMY evening school and Saturday school. They are also seeking to amend the existing Starland Special Use to restrict this Special Use to the summer camps. Because the proposed location of the school is in a residential area on Pine Street, the Plan Commission reviewed the Labor Day Greek Fest as part of the school's Special Use request, to determine if the temporary event is appropriate for a residential neighborhood. The Plan Commission voted 5-0 in favor of the request with the following limitations: • Stopping the music earlier in the evening at 10 p.m. on Friday, Saturday, and Sunday and 9 p.m. on Monday • No carnival rides during the event • Parking for patrons of the event will be restricted to off-site parking only and a shuttle service will be provided to and from the property • Staging of the delivery trucks in the south parking lot. Trustee Seiden moved to accept the report and recommendation of the Plan Commission. Trustee Jester seconded the motion. Attorney Larry Freedman stated this location is not like the other. He noted they voluntarily tried to downscale the event proactively, as it is not fully compatible with the location. They are also willing to work with the neighborhood. Mayor Rosenthal confirmed participants would be bussed to the event and not parking in the neighborhood. Mr. Freedman stated they would be willing to have temporary no parking signs during the Labor Day weekend activities. Mayor Rosenthal is delighted the Hellenic American Academy is staying in Deerfield but is concerned about the target number of students. She noted that when the location was Cadwell School, it was a community school where children walked instead of being driven. She asked if there were concerns about parking. Mr. Freedman reported they have 110 students. They may get 200 students on Saturdays. Mayor Rosenthal expressed concern about the Labor Day Greekfest event. Although it is a great festival, she is concerned that there were few conversations with the neighborhood. She recommended the Board allow Greek Fest to go forward as planned this year. After this year, the Board would review the festival to ensure everything worked well. Mr. Freedman noted they want to be a good neighbor and would be agreeable to this suggestion. Trustee Shapiro suggested also reviewing how the drop-off and parking are working. Trustee Jester is thrilled with the use and believes things will work out well. Trustee Struthers would like to ensure the vehicles line up in the parking lot rather than on Pine Street during inclement weather. Mayor Rosenthal noted she would like to revisit the traffic and turns at Lake Cook Road to ensure there is no confusion. Board of Trustees Meeting December 5, 2016 Page 4 of 9 The motion passed by the following vote: AYES: Jester, Seiden, Shapiro, Struthers (4) NAYS: None (0) REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing to OF THE PLAN COMMISSION RE: consider a Class A Special Use for a medical office REQUEST FOR SPECIAL USE FOR A located at 800 Deerfield Road. There is no on -sight MEDICAL OFFICE AT 800 DEERFIELD parking, so staff is recommending offering ROAD (ALIGNED MODERN HEALTH employee parking passes for $250 per year. The AND TAXMAN COMPANY) Plan Commission voted 5-0 in favor of the request. Mr. Street noted the Appearance Review Commission held a workshop meeting and were in favor of the sign and the awning. Trustee Struthers moved to accept the report and recommendation of the Plan Commission subject to the Village issuing parking permits to employees. Trustee Jester seconded the motion. Trustee Jester believes the use is consistent with Fleet Feet. He expressed concern about awarding parking for employees. He would not be in favor of the concept of putting into the Ordinance that the building owner has been awarded parking spaces. Mayor Rosenthal's intention is that there will be a fee to the stores that do not have parking. They will be required to pay for parking spaces. Customers will park for free, but the uses will pay for parking. The Village requires other uses to provide parking for their customers. She suggested the property owner be required to pay for the number of parking spots needed based on the amount of floor space. Trustee Jester would prefer to address this issue with all of the property owners at one time. Trustee Seiden believes if the Village gives parking spaces to one use, they are giving that owner the right to have parking. Mr. Coblentz reported the Ordinance can be written so parking is not an entitlement, as this is a municipal parking lot subject to rules and regulations. Mayor Rosenthal noted there is a difference between employee parking and customer parking. Employee parking can be regulated by permits. Mr. Coblentz noted it could be a license that could be revoked. Trustee Jester does not believe the spaces should be marked and does not believe the Village should be obligated in perpetuity. Trustee Struthers suggested revisiting the parking situation this after six months. The motion passed by the following vote: AYES: Jester, Seiden, Shapiro, Struthers (4) NAYS: None (0) CONSENT AGENDA Board of Trustees Meeting December 5, 2016 Page 5 of 9 There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE AMENDING CHAPTER Mayor Rosenthal indicated this item was pulled 9 (FINANCE AND TAXATION) from the agenda and deferred to the January 3, OF THE MUNICIPAL CODE BY 2017, Board of Trustees meeting. ADDING ARTICLE 12 ENTITLED "PREPARED FOOD AND BEVERAGE TAX — 2R ORDINANCE 0-16-31 LEVYING TAXES An Ordinance levying taxes for corporate purposes FOR CORPORATE PURPOSES FOR THE for the Fiscal Year commencing on January 1, 2017, FISCAL YEAR COMMENCING ON and ending on December 31, 2017, for the Village JANUARY 1, 2017, AND ENDING ON of Deerfield. Second Reading. DECEMBER 31, 2017, FOR THE VILLAGE OF DEERFIELD — 2R Trustee Jester moved approve the ordinance, Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Seiden, Shapiro, Struthers (4) NAYS: None (0) ORDINANCE 0-16-32 ABATING A An Ordinance abating a portion of the 2016 tax PORTION OF THE 2016 TAX LEVY levy requirements for the Series 2010 General REQUIREMENTS FOR THE SERIES Obligation bonds. Second Reading. 2010 G.O. BONDS — 2R Trustee Shapiro moved to adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Seiden, Shapiro, Struthers (4) NAYS: None (0) ORDINANCE 0-16-33 ABATING A An Ordinance abating a portion of the 2016 tax PORTION OF THE 2016 TAX LEVY levy requirements for the Series 2011 B General REQUIREMENTS FOR THE SERIES Obligation bonds. Second Reading. 2011B G.O. BONDS — 2R Trustee Seiden moved to adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Seiden, Shapiro, Struthers (4) NAYS: None (0) ORDINANCE INCREASING THE An Ordinance increasing the minimum legal age Board of Trustees Meeting December 5, 2016 Page 6 of 9 MINIMUM LEGAL AGE TO 21 FOR for the sale of tobacco products and e -cigarettes to THE PURCHASE AND SALE OF 21. First Reading. TOBACCO PRODUCTS AND E - CIGARETTES — 1R Margie Stone, 531 Hermitage, urged the Trustees to pass the Ordinance. She noted raising the age to 21 has been proven to reduce the use of tobacco products. If people do not start at a young age, they do not start at all. Doug Graham, representative for Respiratory Health Association, complimented the Village for their support. He urged trustees to support the Ordinance. Trustee Jester believes this is a State issue. Trustee Seiden agreed it is the State's responsibility, but noted Deerfield was in the forefront with the indoor smoking ban. This will stand as a First Reading of the Ordinance. NEW BUSINESS AUTHORIZATION TO EXTEND Analyst Justin Keenan reported the Public Works LANDSCAPE PLANTING AND department is seeking authorization to extend the MAINTENANCE CONTRACT WITH landscape planting and maintenance contract with MOORE LANDSCAPING Moore Landscaping in an amount not to exceed $85,900. He noted this is the second one-year extension and the Village will need to go out to bid next year. He indicated there are 27 locations that require landscaping and maintenance within the Village. Trustee Jester moved to extend the contract in an amount not to exceed $85,900. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Seiden, Struthers, Rosenthal (4) NAYS: None (0) AUTHORIZATION TO EXTEND TURF Mr. Keenan reported this is a request to authorize MAINTENANCE CONTRACT WITH an extension of the turf maintenance contract with MOORE LANDSCAPING Moore Landscaping. Trustee Jester moved to extend the turf maintenance contract with Moore Landscaping in an amount not to exceed $40,544. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Seiden, Struthers, Rosenthal (4) NAYS: None (0) AUTHORIZATION TO EXTEND TREE Mr. Keenan reported this is the third one-year AND STUMP REMOVAL CONTRACT extension. Advanced Tree Care is willing to keep Board of Trustees Meeting December 5, 2016 Page 7 of 9 WITH ADVANCED TREE CARE the prices the same. Trustee Struthers moved to extend the tree and stump removal contract with Advanced Tree Care in an amount not to exceed $50,000. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Seiden, Shapiro, Struthers (4) NAYS: None (0) AUTHORIZATION TO EXTEND Mr. Keenan reported this contract is the second PARKWAY TREE TRIMMING one-year extension. This is for the parkway tree CONTRACT FOR 630 CENTRAL trimming, which is done on a 4 -year cycle. This PARKING LOT DESIGN year, the trimming would take place in the northwest quadrant. Trustee Struthers moved to extend the parkway tree trimming contract with Advanced Tree Care in an amount not to exceed $50,000. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Seiden, Shapiro, Struthers (4) NAYS: None (0) AUTHORIZATION TO REJECT ALL Brandon Janes, Superintendent of Wastewater BIDS FOR THE WILMOT ROAD LIFT Operations, reported the project is to replace dry STATION CONTRACT 3-2016 weather pumps with chopper pumps, including the necessary electrical upgrades. The Village received one bid on November 18, 2016 and the bid was more than $200,000. The budgeted amount was $155,000. Strand Associates believes this bid is high, based on the information received during the design engineering. Mr. Janes is looking into splitting the bid into two bids, to get more competitive pricing. He recommended rejecting the bid. Trustee Shapiro moved to reject the bids for the Wilmot Road lift station contract. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Seiden, Shapiro, Struthers (4) NAYS: None (0) AUTHORIZATION TO AWARD THE Mr. Janes reported the Deerpath Drive and CONSTRUCTION CONTRACT FOR THE Cranshire Court storm water pumping stations STORM STATION CONTROL PANEL were installed in the late 80s and early 90s. He recommends the Village replace the storm station control panel. Two bids were public read on November 18, 2016. The low bidder was Integrated Project Solutions in the amount of $97,000, Board of Trustees Meeting December 5, 2016 Page 8 of 9 Trustee Struthers moved to award the construction contract for the storm station control panel to Integrated Project Solutions in an amount of $97,000. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Seiden, Shapiro, Struthers (4) NAYS: None (0) ORDINANCE AMENDING SECTION An Ordinance amending Section 9-24 of the 9-24 OF THE MUNICIPAL CODE TO Municipal Code of the Village of Deerfield to PROVIDE THE VILLAGE MANAGER provide the Village Manager with litigation WITH LITIGATION SETTLEMENT settlement authority. First Reading. AUTHORITY — 1 R THSCT JS STON HOLIDAY LIGHTING CEREMONY Mayor Rosenthal thanked residents that came to the Holiday Lighting Ceremony the day before Thanksgiving. She also thanked staff and the DBR Chamber of Commerce for their support. CHAMBER OF COMMERCE LUNCH Commerce holiday luncheon this week. Mayor Rosenthal was joined by a number of Trustees and Village staff at the DBR Chamber of WINTER CELEBRATION Friday night started the Winter Celebration in Deerfield. Mayor Rosenthal thanked Deerfield Auto and Tire, Whole Foods Market, Deerfield BP, the Patty Turner Center and Upper Crust Bagels for their donations. Everyone enjoyed the activities and there was great musical entertainment on Saturday. She expressed appreciation to Administrative Intern Sam Barghi, who coordinated the event. TOYS FOR TOTS DRIVE-THRU The Toys for Tots drive thru will take place on December 17, 2016, at 636 Deerfield Road. Please bring unwrapped gifts as well as food for the Township Food Pantry. ADJOURNMENT There being no further business or discussion, Trustee Shapiro moved to adjourn The meeting. Trustee Jester seconded the motion. The motion passed unanimously. The meeting was adjourned at 9:04 p.m. The next regular Board of Trustees meeting will take place on December 19, 2016, at 7:30 pm. Board of Trustees Meeting December 5, 2016 Page 9of9 APPROVED: Mayor ATTEST: Vw -157L Village Cle