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08/07/2017August 7, 2017 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 August 7, 2017 at 7:30 p.m. The clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Thomas Jester Mary Oppenheim William Seiden Barbara Struthers Absent was: Dan Shapiro and that a quorum was present and in attendance. Also present was Village Manager Kent Street and Village Attorney Matthew Rose. PLEDGE OF ALLEGIANCE Gold Medal Worldwide Youth in Science and Engineering Jessica Chen led those in attendance in reciting the Pledge of Allegiance. Ms. Chen stated the Worldwide Youth in Science and Engineering is an event held at the University of Illinois. The program is divided into three regional contests. Deerfield High School students took a series of tests in various subjects and moved on to regionals, although the full team did not win gold, Ms. Chen did in the finals in Champaign for English. Mayor Rosenthal presented Ms. Chen with a street sign that will be displayed at the entrances to the Village. DEPARTMENTAL OBJECTIVES Public Works and Engineering Director Barbara REPORT — PUBLIC WORKS AND Little presented highlights from the departmental ENGINEERING objectives report. Ms. Little reported the engineering division reviews residential and commercial plans for grading, drainage and utilities. Director Little reviewed her Department's report focusing on highlights and year-to-year comparisons. Drainage reviews and complaints have increased 60 percent and tree removal permits are down by 50 percent from last year. She highlighted grant funding for infrastructure projects and reported on the status of capital projects. Mayor Rosenthal asked when the Deerfield Road final grinding would take place. Ms. Little noted it would be in the coming two to three months. Trustee Struthers inquired about plows damaging Lake Cook Road and phosphorous in the streams. Trustee Oppenheim inquired about lead water lines and possible testing. Ms. Little noted that no lead comes from the water coming into the Village and that the water is treated to prevent lead from leaking into the water. She noted the service lines are owned by homeowners and suggested they replace lead service lines and fixtures in the home. Trustee Oppenheim suggested alerting residents who have lead service lines. Ms. Little noted that they do provide information to residents. Mayor Rosenthal confirmed Board of Trustees Meeting August 7, 2017 Page 2 of 6 that Public Works is tracking extra spending from the recent flooding events in case it is eligible for federal reimbursement. Ms. Little noted the Village has upgraded two salt trucks with computer controls that will make them more efficient and use fewer chemicals. The Village is subject to the Illinois Department of Natural Resources regarding water loss. Trustee Jester inquired about commercial meter replacements. The Village has replaced 30 commercial meters. They have also been proactive in replacing deteriorating water mains to reduce main breaks and leakage. The sewer division has been involved with sewer lining, manhole lining and televising. The wastewater division maintains the Wastewater Reclamation Facility, seven pump stations and two storm water stations. The garage division maintains all Village vehicles. All vehicles scheduled to be replaced this year have been bid and ordered. The department continues to participate in consortiums. Mayor Rosenthal thanked Ms. Little for the hard work of all of her staff. VOLUNTEER ENGAGEMENT Mayor Rosenthal reported the Volunteer COMMISSION APPOINTMENT Engagement Commission recommended the RECOMMENDATIONS following Commission appointments: Lorie Berk to the Volunteer Engagement Commission Jennifer Goldstone to the Plan Commission Trustee Oppenheim moved to accept the appointments. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) MINUTES OF PREVIOUS MEETING Trustee Oppenheim moved to approve the minutes from the July 17, 2017, Board of Trustees meeting. Trustee Benton seconded the motion. The motion passed unanimously on a voice vote. BILLS AND PAYROLL Trustee Seiden moved to approve the Bills and Payroll dated August 7, 2017. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) PUBLIC COMMENT Andrew Marwick, 442 Kelburn, noted there are a large number of developers proposing residential projects in the Village. He indicated that some residents opposed to two multi -family Board of Trustees Meeting August 7, 2017 Page 3 of 6 developments. Mr. Marwick believes the Village should consider a big -picture approach to these kinds of proposals. Mr. Marwick commended the Village on the improvements at Deerbrook Mall, as it will no longer have an empty look and the Village will receive more sales tax. He believes it is a vast improvement over the past ten years. There were no Reports. REPORTS CONSENT AGENDA There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE AUTHORIZING LIFTING THE RESTAURANT PROHIBITION AT CADWELL'S CORNERS SHOPPING CENTER FOR THE PORTION OF THE SHOPPING CENTER SOUTH OF PET SUPPLY PLUS TO THE END UNITS FACING LAKE COOK ROAD AND AN AMENDMENT TO THE SIGN PLAN FOR THE PYLON SIGNS — 1R Special Use permit. An Ordinance authorizing lifting the restaurant prohibition at Cadwell's Corners Shopping Center for the portion of the shopping center south of Pet Supplies Plus to the units facing Lake Cook Road and an amendment to the sign plan for the pylon signs. First Reading. Mayor Rosenthal noted any restaurant would need to be a Special Use. If a restaurant leaves the Center, another restaurant would need to apply for a Mayor Rosenthal would like to keep the right -in, right -out restriction, requiring overnight deliver trucks to enter and exit from Lake Cook Road only. Trustee Oppenheim does not think the Trustees agreed that Lake Cook Road was the only way to exit. Trustee Oppenheim would not have an issue if trucks entered from Lake Cook Road and exited onto Waukegan Road. Trustee Struthers agreed. Trustee Jester indicated the issue is for deliveries made in the middle of the night. At 2:00 a.m., there would be no difficulty if a truck turns around in the empty parking lot. Sean Devine of Newcastle Properties stated that it is easiest if trucks had a straight -in and a straight-out route. He would prefer the option to come in and out of either direction so there is no turning or backing up. Trustee Benton would not want any back up alarms during the night. Trustee Jester noted if a delivery was made in the evening, they would make a U-turn. Mayor Rosenthal questioned what would happen if a truck came in at 7 p.m. Mr. Devine does not think deliveries should be restricted as the shopping center would be open and operating. Trustee Oppenheim noted that other than the separate category of the middle of the night deliveries, all Board of Trustees Meeting August 7, 2017 Page 4 of 6 deliveries were supposed to occur from 8 a.m. to 5 p.m. Mr. Devine believes the restriction from 8 a.m. to 5 p.m. was only on the north and east. Trustee Oppenheim believes that from the beginning, the delivery schedule needed to match the delivery schedule of Fresh Thyme except for front door deliveries. Trustee Struthers expressed concern about the backup alarms. Mr. Devine confirmed there will be no deliveries along the north and east sides at night. Attorney David Meeks indicated the best path is one that will create the least disruption and be as easy as possible for the drivers. He believes it would be best for delivery drivers to have the option to either enter or exit from Lake Cook or Waukegan Roads. Some trucks may not be able to turn around in the parking lot without backing up. Mayor Rosenthal asked about the 30 -minute delivery limit for front door, overnight deliveries. Mr. Devine stated Panera allocates 45 minutes for delivery. He noted that delivers typically do not take 45 minutes but he would not want to put a restriction on the time. Mayor Rosenthal noted front door delivery is only at night and the drivers must turn off their engines. The Trustees discussed the timing and found a one hour restriction to be reasonable. Trustee Struthers noted the drivers need to be cognizant they are in a residential area. Mayor Rosenthal indicated she wants both owners and tenants to be responsible to resident complaints and concerns. She reminded residents to be sure to inform the Village of problems they are having so the Village is aware of them. Marvin Kogan, 135 Doral Court, believes the house nearest to the Waukegan intersection could be impacted by additional truck noise at night if trucks are entering and exiting from Waukegan Road. He asked the Trustees to reconsider having Lake Cook Road as the only entry or exit point. Mr. Kogan would like four items added to the proposed ordinance. First, he would like it to expressly prohibit trucks from driving behind the building overnight. Second, he wants owners to be required to educate employees not to accept deliveries before or after designated hours. Third, he would like to require that all dumpsters be kept closed. Fourth, he would like to require that dumpsters not be allowed to overflow. Mr. Kogan indicated he is interested in preventing problems before they occur. Mayor Rosenthal indicated this would stand as First Reading of the Ordinance. ORDINANCE 0-17-19 AUTHORIZING An Ordinance authorizing a Text Amendment to the TEXT AMENDMENT TO THE ZONING Zoning Ordinance for coming soon window signage ORDINANCE FOR COMING SOON regulations for future businesses that plan to open WINDOW SIGN REGULATIONS FOR in the Commercial Districts within the Village. FUTURE BUSINESSES THAT PLAN TO First Reading. OPEN IN THE COMMERCIAL DISTRICTS OF THE VILLAGE Mayor Rosenthal noted the Trustees accepted Board of Trustees Meeting August 7, 2017 Page 5 of 6 the Report and Recommendation at the last meeting and the Village Attorney's office prepared an Ordinance allowing incoming businesses to cover up to 50 percent of their windows with coming soon signs. Trustee Jester moved to waive the First Reading of the Ordinance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) Trustee Oppenheim moved to adopt the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) Trustee Struthers would prefer to allow the signage to be up for 60 days rather than 90 days. NEW BUSINESS AUTHORIZATION TO AMEND AN Deputy Chief Keane reported this agreement is INTERGOVERNMENTAL AGREEMENT similar to the agreement with District 109. WITH TOWNSHIP HIGH SCHOOL During the reconfiguration of the parking lot, the DISTRICT 113 TO REGULATE AND schools decided to make their signage permanent. ENFORCE PARKING AT DEERFIELD This agreement would allow the department to HIGH SCHOOL enforce traffic and parking regulations. Mayor Rosenthal asked what the school is doing about parking following the closure of the Metra pedestrian crossing near the school. Deputy Chief Keane noted Deerfield High School has sold all available parking permits and the Police Department is working with school leaders at the possibility of increasing parking. Mayor Rosenthal noted the principal sent out a letter about the railroad crossing and noted there would be more of a police presence. Trustee Oppenheim moved to authorize the amendment. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD Computer Systems Coordinator Matthew Weiss CONTRACT FOR COUNCIL reported the audio and visual equipment in the CHAMBERS AUDIO -VIDEO UPGRADE Council Chambers was installed in 2006-2007 and some of the equipment has reached end of life status from the manufacturer. Some of the equipment is not up to current technological standards. The department issued an RFP in June. He reported that three bidders attended the pre -bidding Board of Trustees Meeting August 7, 2017 Page 6 of 6 meeting and the Village received one proposal. The proposal is from the company that currently maintains the existing system. Staff believes the proposal and price is reasonable for the work. Mr. Weiss noted the Village budgeted $100,000 for the upgrade. Trustee Jester asked about the screen in the podium and requested a screen that is visible to the Trustees. Mr. Weiss noted that screens are not included in the equipment upgrade, but he would look into new solutions to this issue. Trustee Struthers moved to award the contract for council chambers AV upgrade to AVI Systems in an amount not to exceed $96,796 including three years of maintenance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Oppenheim, Seiden, Struthers (4) NAYS: Jester (1) DISCUSSION NEW STORE OPENINGS Mayor Rosenthal welcomed the reopening of Jewel. She noted the store looks very nice inside and out. She is happy to have the store back. Trustee Benton noted Naf Naf Grill will open tomorrow. COMMITTEE OF THE WHOLE Mayor Rosenthal noted there was a Committee of the Whole meeting last week to help the Trustees set priorities and start the budget process. POLICE CONGRATULATIONS Mayor Rosenthal congratulated the police department on their fourth reaccreditation. It is a lengthy process and there are less than 800 accredited agencies of about 45,000 Municipal agencies across the Country. The Trustees are very proud of this accomplishment. ADJOURNMENT There being no further business or discussion, Trustee Jester moved to adjourn the meeting. Trustee Seiden seconded the motion. The meeting was adjourned at 8:47 pm. The next regular Board of Trustees meeting will take place on Monday, August 21, 2017, at 7:30 p.m. APPROVED:VI 'r Mayor ATTEST: i Village Cler