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01-17-2017January 17, 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 January 17, 2017 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: 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 Scouts led those in attendance in reciting the Pledge of Allegiance. The scouts introduced themselves and let the Trustees know what they like most about scouting. This Saturday at 5:30 pm will be the annual Pinewood Derby. GIVE WHERE YOU LIVE DEERFIELD Mayor Rosenthal reported Give Where You Live - Deerfield was held yesterday to pay tribute to Dr. Martin Luther King Jr. The turnout was terrific and the Village doubled their goal. They packaged socks with toiletries and notes, which will be distributed to the homeless. There are also stuffed animals and no -sew blankets. There were more than 300 participants. Mayor Rosenthal thanked Police Communications Director Mary Ann Glowicz for helping organize the event and Village Custodian Tom Sherman for helping with set up. She also thanked the many local businesses that made donations and the Deerfield community for its outpouring of support. REPORT ON DEPARTMENTAL Director of Public Works and Engineering Barbara OBJECTIVES — PUBLIC WORKS AND Little presented highlights from the bi-annual ENGINEERING report from the department of Public Works and Engineering. Ms. Little indicated the engineering division saw an increase in plan and permit reviews. Residential plan reviews are typically done within three weeks. The department continues to research and pursue outside funding for Village projects. Ms. Little noted major construction projects in 2017 include street rehabilitation and the Kates Road bridge rehabilitation project. The street division has been busy keeping the streets clean. They also work on pruning trees and oversees fuel dispensing operations. The water division provided water testing for lead for 135 locations throughout the Village, Park District and schools. The number of water main breaks decreased by 10 from the same period Board of Trustees Meeting January 17, 2017 Page 2 of 6 last year. All 1,267 fire hydrants are flushed in April. In May, they identified 27 leaks with 13 being fire hydrants. All of the leaks have been addressed. The sewer division has cleaned more than 50,000 feet of sanitary sewer. The Water Reclamation Facility is operating as designed. In 2016, the Village developed a sewer capital improvement program. The garage division keeps vehicles in good working order. Mayor Rosenthal inquired if the Village is applying for grants for sidewalk replacement. Ms. Little stated there are few grant funds available for sidewalk replacement, as most focus on construction of new sidewalks. Trustee Struthers suggested promoting the GIS system, as she finds it extremely helpful. WATER SYSTEM UPDATE Ms. Little reported the Village of Deerfield water system provides approximately 2.6 million gallons of water per day. The Village water system has certain defects that causes water loss, as determined by the difference between the volume of water purchased and the volume of water billed to residents. Each year, the Village files a comprehensive report to determine the percentage of non -revenue water. In 2016, the Village purchased $2 million of water from Highland Park. The total non -revenue water was 16.9 percent, which represents a 6.3 percent decrease from 2015. The Village has made a number of improvements to assist with this decrease. MINUTES OF PREVIOUS MEETING Trustee Shapiro moved to approve the minutes from the January 3, 2017, Board of Trustees meeting. Trustee Farkas seconded the motion. The motion passed unanimously on a voice vote with an addition from Trustee Struthers to the second paragraph on Page 3. BILLS AND PAYROLL Trustee Struthers moved to approve the Bills and Payroll dated January 17, 2017. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) PUBLIC COMMENT REPORT AND RECOMMENDATION OF STAFF RE: INCREASING THE NUMBER OF CLASS K LIQUOR LICENSES FROM ONE (1) TO TWO (2) FOR PAINTING TIME NOW AND There were no Public Comments on non -agenda items. REPORTS Management Analyst David Fitzgerald reported Painting Time Now has requested a Class K liquor license. He noted Cre8 Workshop also has a Class K liquor license, which is for adults -only creative arts classes. Board of Trustees Meeting January 17, 2017 Page 3 of 6 REDUCING THE NUMBER OF CLASS C The other recommended changes are due to LIQUOR LICENSES BY ONE (1) AND restaurants that have closed or undergone a CLASS E LIQUOR LICENSES BY THREE transformation. (3) TO REFLECT CURRENT TOTALS Diana Oriel, owner of Painting Time Now, explained that this is a painting studio for both students and adults. She is passionate about art and wants to inspire residents to promote art in a fun way. Ms. Oriel's main business is geared toward children, but she will also have events in the evening for adults. The liquor license is for the adult events. Ms. Oriel will open her business in Cadwells Corners in March. The evening events do not have children. Trustee Shapiro moved to accept the report and recommendation of staff. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, 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 DEERFIELD Deerfield Square Commercial Planned Unit SQUARE COMMERCIAL PLANNED Development to redevelop the 711 Deerfield Road UNIT DEVELOPMENT TO REDEVELOP building into a new multi -tenant building. First THE 711 DEERFIELD ROAD BUILDING Reading. WITH A NEW MULTI -TENANT BUILDING (DEERFIELD SQUARE), Mayor Rosenthal indicated this would stand as a CRM PROPERTIES, LTD. — 1 R First Reading of the Ordinance. RECONSIDERATION OF A VARIATION Mayor Rosenthal noted the petitioner has requested AUTHORIZING ROOFTOP SIGNAGE to withdraw the petition for further review and FOR A PROPOSED MULTI -TENANT refinement. BUILDING AT 711 DEERFIELD ROAD (DEERFIELD SQUARE), CRM PROPERTIES, LTD — 1 R NEW BUSINESS Board of Trustees Meeting January 17, 2017 Page 4 of 6 RESOLUTION R-17-01 AUTHORIZING Deputy Director of Public Works and A LOCAL AGENCY AGREEMENT Engineering Bob Phillips reported they are AMENDMENT #1 FEDERAL wrapping up the project design, including bridge PARTICIPATION FOR THE KATES deck replacement, pavement patching and ROAD BRIDGE REPLACEMENT resurfacing. There are also some minor traffic signal improvements. The design work went over budget. The amendment includes another $26,000 of work, costing the Village about $5,000 due after the 80/20 federal cost sharing. Mr. Phillips noted that a bid opening is scheduled for March 3. Trustee Jester moved to adopt the Resolution. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) BULK ROCK SALT PURCHASE FROM Mr. Phillips reported that last year, he brought a MORTON SALT THROUGH THE Resolution to the Trustees to purchase salt. The ILLINOIS DEPARTMENT OF CENTRAL Village purchased some salt already and are looking MANAGEMENT SERVICES AND to purchase the rest of the salt to the budgeted LAKE COUNTY amount of $140,000. Trustee Struthers moved to purchase salt through the Illinois Department of Central Management Services and Lake County in an amount not to exceed $140,000. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) RESOLUTION R-17-02 FOR THE 2017 Mr. Phillips reported this Resolution is required MFT STREET REHABILITATION to use motor fuel tax dollars for the 2017 Street PROJECT Rehabilitation Project. Trustee Shapiro moved to adopt the Resolution. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO PURCHASE Mr. Phillips reported the Village has been WATER METERS FROM MIDWEST purchasing water meters from Midwest Meter for a METER INC.. AND METRON-FARNIER number of years. As of this summer, Metron- Farnier has provided larger, commercial meters that are more cost effective and use cellular data. The Village has replaced some of the larger Board of Trustees Meeting January 17, 2017 Page 5 of 6 commercial meters and are looking for authorization to purchase water meters up to the budgeted amount of $80,000. Trustee Farkas moved to authorize the purchase of commercial water meters from Midwest Meter and Metron-Farnier in an amount not to exceed $80,000. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO EXECUTE BIO- Mr. Phillips reported that bio -solids produced at the SOLIDS REMOVAL CONTRACT FOR Water Reclamation Facility need to be hauled away THE 2017 FISCAL YEAR two times per year. Last year, the Village went out to bid and received several proposals. Dom Enterprises won the contract last year and will extend the unit price up to the budgeted amount of $46,000. Trustee Farkas moved to execute the bio -solids removal contract with Dom Enterprises for the 2017 fiscal year up to the budgeted amount of $46,000. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO PURCHASE BIO- Mr. Phillips noted polymer is a chemical used to SOLIDS POLYMER FOR THE 2017 process sludge. It helps remove liquid so the sludge FISCAL YEAR can be stacked and hauled. The Village purchases polymer on a quarterly basis. Trustee Struthers moved to authorize the purchase of polymer from Selenis LLC up to the budgeted amount of $33,000. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) RESOLUTION R-17-03 AUTHORIZING Finance Director Eric Burk reported that the Village CONTINUED PARTICIPATION IN THE works with other communities to purchase NORTHERN ILLINOIS MUNICIPAL electricity in bulk at a reduced, fixed rate. ELECTRIC COOPERATIVE (NIMEC) AND AUTHORZATION FOR THE The added purchasing power and fixed rate prevents VILLAGE MANAGER TO APPROVE A cost spikes and helps with budget planning. CONTRACT WITH THE LOWEST -COST PROVIDER Mr. Burk noted that this is for Village operations only, and separate from the municipal electricity Board of Trustees Meeting January 17, 2017 Page 6 of 6 aggregation program. Trustee Farkas moved to adopt the Resolution. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Seiden, Shapiro, Struthers (5) NAYS: None (0) DISCUSSION GIVE WHERE YOU LIVE DEERFIELD Mayor Rosenthal thanked Trustee Jester and Trustee Struthers for helping with the Give Where You Live - Deerfield program. RIBBON CUTTING ADJOURNMENT Trustee Shapiro seconded the motion. adjourned at 8:37 p.m. Mayor Rosenthal indicated Nothing Bundt Cakes had a ribbon cutting. It was a very nice event. There being no further business or discussion, Trustee Farkas moved to adjourn the meeting. The motion passed unanimously. The meeting was The next regular Board of Trustees meeting will take place on Monday, February 6, 2017 at 7:30 pm. APPRO D: 7Z �, t Li�— -: Mayor ATTEST: illage Clerk