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12-18-2017December 18, 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 December 18, 2017, at 7:30 p.m. The clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Tom Jester Mary Oppenheim William Seiden Dan Shapiro Barbara Struthers and that a quorum was present and in attendance. Also present was Village Manager Kent Street and Village Attorney Matthew Rose. PLEDGE OF ALLEGIANCE Mayor Rosenthal lead those in attendance in reciting the Pledge of Allegiance. MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes from the December 4, 2017, Board of Trustees meeting. Trustee Seiden seconded the motion. The motion passed unanimously on a voice vote with Trustee Benton abstaining. BILLS AND PAYROLL Trustee Oppenheim moved to approve the Bills and Payroll dated December 18, 2017. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) PUBLIC COMMENT There was no public comment on non -agenda items. There were no Reports. REPORTS CONSENT AGENDA ORDINANCE 0-17-35 AUTHORIZING A SPECIAL USE TO PERMIT THE ESTABLISHMENT OF A CITY BARBEQUE RESTAURANT AT DEERBROOK SHOPPING CENTER IN OUTLOT BUILDING E AT 365 LAKE COOK ROAD — 2R An Ordinance authorizing a Special Use to permit the establishment of a City Barbeque Restaurant at Deerbrook Shopping Center in outlot building E at 365 Lake Cook Road. Second Reading. ORDINANCE 0-17-36 AUTHORIZING A An Ordinance authorizing a Special Use to SPECIAL USE FOR AN ANIMAL CARE permit an Animal Care Center located at 150 CENTER AT 150 WAUKEGAN ROAD, Waukegan Road in the former Deerfield Animal FORMER DEERFIELD ANIMAL Hospital. Second Reading. HOSPITAL — 2R Trustee Jester moved to approve the Consent Agenda and adopt the Ordinances. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) RESOLUTION R-17-14 AUTHORIZING A Resolution authorizing a collective bargaining A COLLECTIVE BARGAINING agreement between the Village of Deerfield and the AGREEMENT BETWEEN THE Illinois Council of Police Unions. (Police patrol VILLAGE OF DEERFIELD AND officers) ILLINOIS COUNCIL OF POLICE UNION (POLICE PATROL OFFICERS) Mr. Street reported staff is recommending approval of the four-year agreement. The agreement was ratified by the police union. Mr. Street noted the contract negotiations were very straightforward and respectful. Trustee Seiden moved to adopt the Resolution. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) There was no Old Business. OLD BUSINESS NEW BUSINESS AUTHORIZATION TO AWARD THE Deputy Director of Public Works and Engineering 2018 MANHOLE REHABILITATION Bob Phillips reported that leaky manholes are a PROGRAM CONTRACT contributing factor to I & I issues. The Village started manhole repairs in 2017 to reduce inflow and infiltration. Since then, 147 of the 300 manholes identified as leaky have been repaired. Mr. Phillips stated they are trying to repair or replace the remaining manholes. Last year, Strand Associates helped with the construction and construction inspection. The Village budgeted $100,000 and is requesting to move forward with Strand Associates in the amount of $61,000. The repairs should last 20 years and are warrantied for 7 years. Trustee Oppenheim moved to award the 2018 manhole rehabilitation program contract to Strand Associates in an amount not to exceed $61,000. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Phillips reported that the development CONTRACT FOR CONSTRUCTION agreement for the JUF independent living facility ENGINEERING SERVICES FOR THE at 1627 Lake Cook Road states the Village will JUF INDEPENDENT LIVING FACILITY hire a construction engineering firm to oversee construction on the exterior portion of the project. The Village will pay the engineer and request reimbursement from the developer. Manhart Construction is the selected contractor. positive reviews. Mr. Street stated that staff will Trustee Shapiro moved to award the contract for construction engineering services for the JUF independent living facility to Manhart Construction in an amount not to exceed $87,000. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Public Works Analyst Justin Keenan reported the LANDSCAPE PLANNING AND Village hires a contractor for landscape planning MAINTENANCE CONTRACT TO and maintenance. Two bids were opened on GREEN ACRES LANDSCAPING November 9, 2017. The low bid was from Green Acres Landscaping in the amount of $57,735. Although the Village has not worked with Green Acres in the past, the company has worked with the Village of Lincolnshire and received positive reviews. Mr. Street stated that staff will monitor the quality of their work. Trustee Oppenheim moved to award the landscape planning and maintenance contract to Green Acres Landscaping in an amount not to exceed $57,735. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD TURF Mr. Keenan reported six bids were publicly opened MAINTENANCE CONTRACT TO on November 9, 2017. The lowest bid was from GREEN ACRES LANDSCAPING Green Acres Landscaping in the amount of $33,290. Trustee Shapiro moved to award the Turf Maintenance Contract to Green Acres Landscaping in an amount not to exceed $33,290. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD TREE Mr. Keenan reported that the Village has removed AND STUMP REMOVAL CONTRACT all of the public trees infected by the Emerald Ash TO ADVANCED TREE CARE Borer, however some other parkway trees and streetscape trees have died. The Trustees discussed the Village -owned stump grinder. Mr. Keenan noted the stump grinder is used on smaller jobs. Trustee Struthers moved to award the tree and stump removal contract to Advanced Tree Care in an amount not to exceed $58,492. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD Four bids were received and publicly opened. The PARKWAY TREE TRIMMING low bid came from Advanced Tree Care in the CONTRACT TO ADVANCED TREE amount of $70,900 for a one-year contract with CARE an option for two one-year extensions at the same per unit rate. This year, the work will be on the northeast quadrant. Mayor Rosenthal requested the contractor and Village be diligent in letting residents know about tree trimming in their area. She also would like a mechanism put in place for letting residents that are out of town know about tree trimming. The Village will put it on social media and in D -Tales. Trustee Jester moved to award the parkway tree trimming contract to Advanced Tree Care in an amount not to exceed $70,900. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) AUTHORIZATION TO RENEW GIS Mr. Keenan reported the Village has worked with SERVICE PROVIDER CONTRACT Municipal GIS Partners for GIS services since WITH MUNICIPAL GIS PARTNERS 2002. The contractor is onsite two days per week. The contract cost went up 2.1 percent this year. Staff finds Municipal GIS Partners have been helpful with software upgrades. In addition, the GIS map has been used more than 20,000 times. Trustee Oppenheim moved to renew the GIS server provider contract with Municipal GIS Services. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) DISCUSSION DBR CHAMBER LUNCHEON Mayor Rosenthal reported the DBR Chamber of Commerce presented their business of the year award to Fresh Thyme Farmers Market. Trustee Benton noted Mayor Rosenthal received special recognition for all her efforts on behalf of the business community. TOYS FOR TOTS Mayor Rosenthal thanked the community for their generosity. The Village had a very successful Toys for Tots and food drive. SCHOOL CHEST The DHS School Chest benefit was held at VenueOne. They raised $218,000 in three weeks, which was $45,000 more than last year. OUTDOOR MENORAH LIGHTING The outdoor menorah lighting was very nice and attended by 50 people. COMMUNITY THE ANTI-DRUG The annual meeting of Community the Anti Drug was held. Mr. Street was elected treasurer. The group has done amazing things to prevent local youth from using drugs or alcohol. HAPPY HOLIDAYS On behalf of the Mayor, Trustees and Village staff, Mr. Street wished everyone happy holidays. He reminded everyone that the next two meetings would be held on Tuesdays due to holidays. ADJOURNMENT There being no further business or discussion, Trustee Oppenheim moved to adjourn the meeting. Trustee Struthers seconded the motion. The meeting was adjourned at 8:09 p.m. The next regular Board of Trustees meeting will take place on Tuesday January 2, 2017 at 7:30 p.m. APPROVED: r Mayor ATTEST: �-(! Village Clerk