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11-20-2017November 20, 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 November 20, 2017, at 7:30 p.m. The clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Thomas Jester Mary Oppenheim William Seiden Dan Shapiro Barbara Struthers Absent: Robert Benton and that a quorum was present and in attendance. Also present was Village Manager Kent Street and Village Attorney Matthew Rose. PLEDGE OF ALLEGIANCE Allegiance. PRESENTATION to the Village. Marilee Papale Shipman from Essence Pilates lead those in attendance in reciting the Pledge of Allen Leftkovitz presented a copy of the trophy his son Zac received through Destination Imagination PROCLAMATION Mayor Rosenthal reported the Village Center Commission recognized Marilee Papale Shipmen for the pride she takes in her business and what she is doing for veterans. Mayor Rosenthal proclaimed November 20, 2017, as Essence Pilates Day in Deerfield. Ms. Shipman thanked the Village and community for their support. Ken Stolman from the Village Center Commission noted the Commission does a walk through the Village every year and noticed how Essence Pilates goes above and beyond for the Village and the veterans. Trustee Seiden moved to accept the Proclamation. Trustee Oppenheim seconded the motion. The motion passed unanimously on a voice vote. RECOGNITION Mayor Rosenthal thanked Barbara Reich for her years of service to the Village. Ms. Reich is moving out of Deerfield to be with her family. Ms. Reich thanked the Village for everything they have done. VOLUNTEER ENGAGEMENT Mayor Rosenthal reported the following Board of Trustees Meeting November 20, 2017 Page 2 of 11 COMMISSION APPOINTMENTS recommendation: Michele Edelmuth and Judy Geuder as Co -Chairs of the Family Days Commission. Trustee Oppenheim moved to accept the commission appointments. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote. MINUTES OF PREVIOUS MEETING Trustee Oppenheim moved to approve the minutes from the November 6, 2017, Board of Trustees meeting. Trustee Shapiro seconded the motion. The motion passed unanimously on a voice vote with Trustee Struthers abstaining. Trustee Oppenheim moved to approve the minutes from the October 30, 2017, Committee of the Whole. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote. BILLS AND PAYROLL Trustee Seiden moved to approve the Bills and Payroll dated November 20, 2017. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) PUBLIC COMMENT Andrew Marwick, 442 Kelburn, was happy the barricades were removed at the Kates Road Bridge. Mr. Marwick indicated downtown Naperville has taken off and believes this street pattern can be successful for Deerbrook and other areas in the Village. It is a lifestyle center rather than strip malls and big box stores. Mr. Marwick reported Lake Forest is looking to add and Amtrak station. He believes Lake Cook Road would be a better location for Amtrak. REPORTS REPORT AN RECOMMENATION OF THE PLAN COMMISSION RE: REQUEST FOR APPROVAL OF CLASS B SPECIAL USES TO PERMIT THE ESTABLISHMENT OF A BARTACO RESTURANT (UNIT A) AND A CAFE ZUPAS RESTAURANT (UNIT C) RESTAURANT INCLUDING THE NECESSARY SIGN VARIATIONS FOR THE 711 DEERFIELD ROAD The Plan Commission held a Public Hearing on October 12, 2017, to consider the request to approve Class B Special Uses to permit the establishment of a Bartaco Restaurant in Unit A and a Cafe Zupas Restaurant in Unit C, including the necessary sign variations at 711 Deerfield Road in Deerfield Square. The petitioner also requested exceptions to the established sign criteria and Zoning Ordinance. The Plan Commission voted 5-0 in favor of the request. Board of Trustees Meeting November 20, 2017 Page 3 of 11 BUILDING The Appearance Review Commission reviewed the request and was not in favor of several sings requested. Chris Siavelis with CRM Properties Group reported they agree with the Plan Commission on the sign variations and believe these two restaurants would be good for the Village. The recently redefined sign criteria were not well received by these two restaurant concepts as it creates branding issues for both restaurants. Trustee Struthers expressed concern that Bartaco could look like a beach shack. She would like the gooseneck lamps changed. She asked if the tenant would consider up lighting or sconces rather than gooseneck lamps. Mr. Siavelis does not have authority to make changes. Trustee Shapiro questioned what would happen if the signs were not approved. Mr. Siavelis stated he believes the tenants would break the leases. Trustee Oppenheim asked about the black spandrel glass windows. Mr. Siavelis stated they are looking for creative solutions and would present them if there is a First Reading of the Ordinance. Trustee Jester was not in favor of the roof sign and tagline; however, he likes the concepts and thinks they will be good additions to the Village. Trustee Oppenheim is in favor of the roof sign and asked if it was requested so people would better know what the restaurant sells. Mr. Siavelis noted the intent is to showcase what it serves. Trustee Jester believes this would set a precedent, noting there are no other roof signs and there are other ways to get the verbiage onto the building. Trustee Oppenheim noted every situation is carefully considered. Trustee Struthers noted the roof behind the sign is higher than the sign itself. Lisa Dunn, Chair of Appearance Review Commission, stated the Commission's charge is to look at design. The Commission considers how signs fit into the Village as well as the continuity within the Village Center. The commissioners are bound by the Zoning Ordinance and sign criteria. The Zoning Ordinance does not allow rooftop signs. She stated that no communities in the surrounding area allow rooftop signs. They are inconsistent with the Village of Deerfield. It would be at the main intersection of the Village. In this case, not only would the Zoning Ordinance be disregarded, but also the new sign criteria CRM representatives requested for the property. Ms. Dunn stated the Bartaco sign is painted directly on the building. The sign criteria requires sign panels and backers. All signs in Deerfield Square have backer panels. Ms. Dunn questioned how that sign fits in with the continuity and consistency in Deerfield. She asked the Trustees to consider this and think how they want the downtown to appear. She asked whether these signs would add character to the Village or detract from it. Larry Berg, Chairman of the Plan Commission, stated the Plan Commission looked long and hard at this request. They are bound by guidelines, but believe these guidelines need to be looked at on a case by case basis. This is an ultra -competitive environment and the Village needs to step back and look at the totality of the project. The Plan Commission believes this would be in the best interest of the community. It is a take -it or leave -it situation and the Plan Commission Board of Trustees Meeting November 20, 2017 Page 4 of 11 unanimously felt this project is in the best interest of the community. Mr. Berg thinks it is a good thing for the Village. Mr. Marwick believes the minor differences over the signs are silly. Mr. Marwick thinks this will be a nice looking development. Times have changed and Mr. Marwick does not think the Village needs old looking style. He is also happy to see no drive-thru restaurants. Trustee Oppenheim moved to accept the report and recommendation of the Plan Commission. Trustee Shapiro seconded the motion. Trustee Seiden understands it is difficult to get tenants and the Village has put non -retail in several first floor locations. The Appearance Review Commission has rules they need to follow. He thinks the Village needs to go along with the new tenants but noted other tenants have been rejected for requesting less. The motion passed by the following vote: AYES: Oppenheim, Seiden, Shapiro, Struthers (4) NAYS: Jester (1) Trustee Jester requested an amendment to eliminate the roof signs. Trustee Struthers seconded the motion. The motion did not pass by the following vote: AYES: Jester (1) NAYS: Oppenheim, Seiden, Shapiro, Struthers (4) REPORT AND RECOMMENDATION OF The Plan Commission held a Public Hearing on THE PLAN COMMISSION RE: October 26, 2017, to consider a request for approval REQUEST FOR APPROVAL OF A to establish a City Barbeque Restaurant in SPECIAL USE TO PERMIT THE Deerbrook Shopping Center located at 365 Lake ESTABLISHMENT OF A CITY Cook Road in Outlot Building E. The Plan BARBEQUE RESTAURANT AT Commission voted 6-0 in favor of the request. The DEERBROOK SHOPPING CENTER IN Appearance Review Commission reviewed the OUTLOT BUILDING E AT 365 LAKE building exterior and signage on August 28, 2017. COOK ROAD Trustee Struthers questioned the north facing windows. Gil Magnelli with OKW Architects noted there is glass under the awnings. The south side of the building has smokers and landscaping as well as a grade change. Trustee Struthers questioned why the guard rail and location of the handicapped accessible spaces. Mr. Magnelli showed the traffic pattern and indicated the guard rails were located around the detention pond and grade change. Trustee Oppenheim moved to accept the Report and Recommendation of the Plan Commission. Trustee Struthers seconded the motion. The motion passed by the following vote: Board of Trustees Meeting November 20, 2017 Page 5 of 11 AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on OF THE PLAN COMMISSION RE: October 26, 2017, to consider a request for a REQUEST FOR A SPECIAL USE FOR Special Use for an animal care center located at 150 AN ANIMAL CARE CENTER AT 150 Waukegan Road in the former Deerfield Animal WAUKEGAN ROAD, FORMER Hospital location. The Plan Commission voted 6-0 DEERFIELD ANIMAL HOSPITAL in favor of the request. Village Planner Dan Nakahara explained they are requesting one variation. The building would not have a loading birth. Trustee Struthers questioned whether large and small dogs would be exercised together, as there is only one exercise space. Dr. Todd Krintz explained 1 or 2 dogs go out at a time. The kennel attendants have the dogs on leashes. Trustee Seiden moved to accept the report and recommendation of the Plan Commission. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) REPORT AND RECOMMENDATION OF Public Works Analyst, Justin Keenan, reported the THE FAMILY DAYS COMMISSION RE: net cost to the Village for Family Days 2017 was 2017 FAMILY DAYS REPORT AND $7,634. The Family Days Commission is 2018 FAMILY DAYS BUDGET recommending a $63,225 budget for next year. The Commission plans to collect $49,200 in donations and revenues to offset the cost. Trustee Seiden moved to accept the report and recommendation from the Family Days Commission as well as the 2018 budget. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) CONSENT AGENDA There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE AUTHORIZING AN An Ordinance authorizing an amendment to the AMENDMENT TO THE SIGNAGE signage plan for Parkway North Center to allow a Board of Trustees Meeting November 20, 2017 Page 6 of 11 PLAN FOR PARKWAY NORTH CENTER TO ALLOW A WALL SIGN ON THE PARKING GARAGE AT 3 PARKWAY NORTH BOULEVARD INCLUDING THE NECESSARY VARIATIONS (FULCRUM ASSET ADVISORS) — 1R wall sign on the parking garage at 3 Parkway North Boulevard including the necessary variations. First Reading. This will stand as the First Reading of the Ordinance. ORDINANCE 0-17-26 ADOPTING THE An Ordinance adopting the budget of the Village of BUDGET OF THE VILLAGE OF Deerfield for the fiscal year beginning January 1, DEERFIELD FOR THE FISCAL YEAR 2018 and ending December 31, 2018. Second BEGINNING JANUARY 1, 2018 AND Reading. ENDING DECEMBER 31, 2018 — 2R _ T__ 1 1_ 1. 0 1• iiuNLcc �chter iiiuveu to auupt the vruinance. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) ORDINANCE 0-17-27 AMENDING THE An Ordinance amending the Village of Deerfield VILLAGE OF DEERFIELD WAGE AND Wage and Salary Plan. Second Reading. SALARY PLAN — 2R Trustee Shapiro moved to adopt the Ordinance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) RESOLUTION R-17-11 ADOPTING A Trustee Jester questioned the cost for a second CONSOIDATED FEE SCHEDULE FOR re -inspection. Mr. Street stated a call for a FISCAL YEAR 2018 re -inspection is like a double service visit. Therefore, it is double the regular inspection fee. Trustee Jester moved to accept the Resolution. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) NEW BUSINESS PUBLIC HEARING ON THE FISCAL YEAR 2018 ANNUAL BUDGET Board of Trustees Meeting November 20, 2017 Page 7 of 11 Trustee Struthers moved to open the Public Hearing. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) ORDINANCE LEVYING TAXES FOR Finance Director Eric Burk stated the CORPORATE PURPOSES FOR THE property tax levy is considered in conjunction FISCAL YEAR COMMENCING ON with the 2018 budget. He reported the Public JANUARY 1, 2018 AND ENDING ON Hearing was published in the Deerfield Review DECEMBER 31, 2018 FOR THE and on the Village website. The proposed tax VILLAGE OF DEERFIELD - 1R levy is $7,257,357, including abatements. The owner of a $500,000 home will pay $843 in property taxes to the Village. Trustee Seiden noted that is less than it was two years ago. Mr. Burk reported the net library tax levy was $12,264,279. Christine Seltz, 334 Ramsey Road, stated that the members of her homeowners association are concerned about the proposed Federal tax overhaul eliminating a deduction for state and local income taxes. She asked if the Trustees have a contingency or emergency plan if the Federal tax proposal goes through. Mayor Rosenthal suggested the best thing to do is contact Federal representative to let them know the impact it has on you. She stated the Village is focused on safety and infrastructure, while trying to be as conservative as possible. Mr. Burk explained the Village monitors the taxes. He agreed that the best advice is to contact the representatives. Trustee Struthers believes federal tax proposal is an attack on seniors. She would like the property tax bill to be deducted rather than mortgage interest, if it has to be a choice. Mr. Marwick explained the Deerfield Police Department has an excellent response time. Residents get what they pay for. We get a lot of service for the taxes we pay. ORDINANCE ABATING A PORTION An Ordinance abating a portion of the 2017 tax OF THE 2017 TAX LEVY levy requirements for the Series 2010 G.O. Bonds. REQUIREMENTS FOR THE SERIES First Reading. 2010 G.O. BONDS — 1R Mr. Burk stated this would abate the Build America bonds. ORDINANCE ABATING A PORTION An Ordinance abating a portion of the 2017 tax OF THE 2017 TAX LEVY levy requirements for the Series 2011 G.O. Bonds. REQUIREMENTS FOR THE SERIES First Reading. 2011 G.O. BONDS — 1R Board of Trustees Meeting November 20, 2017 Page 8 of 11 Mr. Burk stated this would abate the Qualified Energy Conservation Bonds. As there were no further comments from the public, Trustee Oppenheim moved to close the Public Hearing. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD PHASE Mr. Keenan reported the Public Works department III ENGINEERING SERVICES is requesting authorization to award the Phase III CONTRACT FOR WATER TOWER engineering services contract for water tower PAINTING painting to Christopher Burke Engineering in an amount not to exceed $46,500. Trustee Jester moved to award the Phase III Engineering Service Contract for water tower painting to Christopher Burke Engineering in an amount not to exceed $46,500. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD A Trustee Jester moved to award the contract for the CONTRACT FOR THE KATES ROADS Kates Road Water Tower Painting Project to Jetco, WATER TOWER PAINTING PROJECT LTD in an amount not to exceed $872,515. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD PHASE Deputy Director of Public Works and Engineering I1 ENGINEERING SERVICES Bob Phillips reported there was a drainage study CONTRACT FOR THE WARRINGTON performed this year as well as testimony from ROAD AND ESSEX DRIVE DRAINAGE residents at the last meeting regarding flooding at IMPROVEMENT PROJECT Warrington Road and Essex Drive. The cost for the proposed improvements is between $500,000 and $700,000. The engineering cost of $40,000 from Gewalt Hamilton Associates was budgeted in the 2018 fiscal budget. Mr. Phillips recommends the Phase II engineering services contract for the Warrington Road and Essex Drive drainage improvement project be awarded to Gewalt Hamilton Associates in an amount not to exceed $40,000. Board of Trustees Meeting November 20, 2017 Page 9 of 11 Trustee Shapiro asked if there have been conversations with the School District about cost sharing. Mr. Phillips stated the Village spoke with the Park District, which owns much of the Walden School property. Trustee Struthers moved to award the contract for Phase II engineering services for the Warrington Road and Essex Drive drainage improvement project to Gewalt Hamilton Associates in an amount not to exceed $40,000. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) Trustee Oppenheim asked the impact of the project, based on the eight homes that would see direct impact. Mr. Phillips reported everyone upstream of the sewer would benefit. Trustee Shapiro questioned whether the Village could do anything for the residents in the short term. Mr. Phillips suggested providing sandbags. Mr. Street stated the Village will make sure the sewers are as clean as possible, as well. RESOLUTION R-17-12 AUTHORIZING Mr. Phillips reported that part of the past Lake Cook A SUBMITTAL OF APPLICATIONS Road improvements included installing landscape FOR FEDERAL FUNDING THROUGH medians from Pine Street to the eastern limits of THE ILLINOIS TRANSPORTATION the Village. The Village recently learned that IDOT ENHANCEMENT PROGRAM (ITEP) is seeking applications under the Illinois Transportation Enhancement Program. The Village needs to pass a Resolution when applying for Federal funds. The scope of work would include installing landscape medians on Lake Cook Road. The approximate cost would be $1 million for construction of the landscape medians and $500,000 for engineering. The total cost to the Village, after the 80 percent Federal reimbursement, would be $300,000 for construction and engineering and $50,000 for ongoing annual maintenance. Trustee Shapiro moved to adopt the Resolution. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO PURCHASE Chief Sliozis is seeking authorization to purchase a SECURITY CAMERA SYSTEM new security camera system to update the security cameras throughout the police department and Village Hall. There are currently 21 cameras through two independent systems that are 20 years old. Chief Sliozis is looking to replace the system, update the cameras and consolidate into one system. He received competitive quotes and there is $75,000 budgeted in the VERF account. Board of Trustees Meeting November 20, 2017 Page 10 of 11 Trustee Shapiro moved to waive the competitive bidding process and approve the proposal from Keyth Technology in an amount not to exceed $32,855. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) DISCUSSION GIVE WHERE YOU LIVE DEERFIELD Mayor Rosenthal reported there were 150 participants making no sew blankets, writing cards and donating food and clothing for veterans. VETERAN'S DAY Mayor Rosenthal reported the Legion's Veteran's Day service was lovely and very moving and thanked the Deerfield American Legion Post. HISTORICAL SOCIETY MEETINGS Mayor Rosenthal reported that staff and representatives from the Deerfield Library, Park District and School District 109 have met with the Historical Society. They are trying to coordinate an event for their 50th anniversary. INTERFAITH SERVICE very well done. KATES ROAD BRIDGE Mayor Rosenthal attended the Religious Leaders United service. It was a moving ceremony that was Mayor Rosenthal reported Kates Bridge opened today. DOWNTOWN LIGHTING CEREMONY Mayor Rosenthal reported the lighting ceremony will take place on Wednesday from 4 to 5 p.m. WINTER CELEBRATION Winter Celebration will take place starting Friday, December 1, with carriage rides and roasted chestnuts at Village Hall. The fun continues on Saturday, December 2, at other downtown locations. EXECUTIVE SESSION Mr. Street reported there will be an Executive Session immediately following this meeting to discuss personnel. ADJOURNMENT There being no further business or discussion, Trustee Struthers motioned to go into executive Board of Trustees Meeting November 20, 2017 Page 11 of 11 session to discuss personnel pursuant to 2(c)(1) of the Open Meetings Act. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5) NAYS: None (0) The meeting adjourned to executive session at 9:16 p.m. APPROVED: � n � I C� Mayor ATTEST: Village Clerk