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02-06-2017February 6, 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 February 6, 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 Rob Nadler William Seiden Barbara Struthers Absent: Dan Shapiro and that a quorum was present and in attendance. Also present were Kent Street, Village Manager, and Village Attorney Peter Coblentz. PLEDGE OF ALLEGIANCE Alex Spungen led those in attendance in reciting the Pledge of Allegiance. Mr. Spungen recently saved a man's life while swimming in the ocean in Hawaii. There is a Chicago Tribune article as well as a segment on ABC news about Mr. Spungen's heroic efforts. Mayor Rosenthal presented Mr. Spungen with a certificate of honor and indicated the Village is very proud of his accomplishment. PRESENTATION Mayor Rosenthal thanked retiring Deerfield Farmers Market Manager Joan Reed for her years with the Farmers Market. Ms. Reed has enjoyed working on the Farmers Market for the past 23 years. She is thrilled how it has taken off and grown in the Village. Nancy Anderson, the new Farmers Market Manager, thanked Ms. Reed for her years of service. She indicated there is now a committee of volunteers working to do all of the many tasks Joan used to do. Mayor Rosenthal thanked Ms. Reed for her continual service to the Village, schools, PTOs, hospice and West Deerfield Township Food Pantry. She presented Ms. Reed with the Bernard Forrest Public Service Award. Ms. Reed thanked the Village for the honor. She is grateful to have had the opportunity to work with the Village. The Board took a brief recess and held a reception in honor of Ms. Reed. VOLUNTEER ENGAGEMENT The Volunteer Engagement Committee COMMISSION APPOINTMENTS recommended the following commission appointments and reappointments: Appearance Review Commission — Tony Fulmer, Lisa Dunn Board of Police Commissioners — Rick Hiton Board of Zoning Appeals — Robert Speckmann, Leonard Adams, Berton Ring Cable and Telecommunications Commission — Steve Robinson appointed as Chair Board of Trustees Meeting February 6, 2017 Page 2 of 7 Community Relations Commission — Matt Barrett Family Days Commission — Michael Butera Fine Arts Commission — Jeffrey Marks, Dottie Fiedler Police Pension Board — Mark Anfenson, Kenneth Urbaszewski Sustainability Commission — Gloria Threats Trustee Seiden moved to accept the recommendations. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) MINUTES FROM PREVIOUS MEETING Trustee Struthers moved to approve the minutes from the January 16, 2017, Board of Trustees meeting. Trustee Farkas seconded the motion. The motion passed unanimously on a voice vote with Trustee Nader abstaining. TREASURER'S REPORT Finance Director Eric Burk presented highlights from the December Treasurer's Report representing the unaudited 2016 results. Water and sewer billing decreased, as expected due to the season. Hotel Tax decreased from same period last year. Electric utility tax decreased, but exceeds last year. Building permit revenue exceeds projections from the same period during the prior year. BILLS AND PAYROLL Trustee Seiden moved to approve the Bills and Payroll dated February 6, 2017. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) PUBLIC COMMENT There were no Public Comments on non -agenda items. REPORTS REPORT AND RECOMMENDATION OF Public Works Analyst Justin Keenan explained he STAFF RE: SIDEWALK SNOW presented a number of changes to the sidewalk REMOVAL PROGRAM snow removal program last year, resulting in the program being cut in half. After three snow events this year, the Village has received several calls from concerned residents regarding the Chestnut Street sidewalks no longer being cleared. Staff is recommending adding the west side of Chestnut between Osterman and North Avenue to the sidewalk clearing program. Board of Trustees Meeting February 6, 2017 Page 3 of 7 Trustee Farkas inquired about the Village's process to prevent homeowners from blocking the sidewalk with snow after the Village has cleared the area. Manager Street noted information about this is regularly included in Village publications and staff will review further steps that can be taken to ensure residents do not block sidewalks with snow. Trustee Jester moved to accept the report and recommendation regarding the sidewalk snow removal program. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Farksas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) REPORT AND RECOMMENDATION OF The Plan Commission held a Public Hearing on THE PLAN COMMISSION RE: SPECIAL January 12, 2017 to consider a Class A Special USE FOR AN ACCOUNTING OFFICE Use for an accounting office to be located at 711 TO BE LOCATED AT 711 ORCHARD Orchard Street. The Plan Commission voted 5-0 STREET — ROBERT GASSMAN to recommend approval to the Trustees. Michael Collins explained he is looking to relocate his accounting office. Trustee Seiden moved to accept the report and recommendation of the Plan Commission. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farksas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) CONSENT AGENDA ORDINANCE AMENDING CHAPTER 3 An Ordinance amending Chapter 3 of the Municipal OF THE MUNICIPAL CODE TO Code of the Village of Deerfield to increase the INCREASE THE NUMBER OF CLASS K number of Class K liquor licenses from one to two LIQUOR LICENSES FROM ONE (1) TO for Painting Time Now and reducing the number of TWO (2) FOR PAINTING TIME NOW Class C liquor licenses by one and the number of AND REDUCING THE NUMBER OF Class E liquor licenses by three to reflect current CLASS C LIQUOR LICENSES BY ONE totals. First Reading. (1) AND CLASS E LIQUOR LICENSES BY THREE (3) TO REFLECT CURRENT TOTALS — 1R OLD BUSINESS ORDINANCE 0-17-05 AUTHORIZING An Ordinance authorizing the issuance of General THE ISSUANCE OF GENERAL Obligation Bonds, Series 2017, of the Village of Board of Trustees Meeting February 6, 2017 Page 4 of 7 OBLIGAION BONDS, SERIES 2017, OF Deerfield. THE VILLAGE OF DEERFIELD — 2R Mr. Burk explained the bond issue was first presented to the Board in November 2016. The Village originally planned to sell bonds on December 5, 2016, but chose to postpone the sale due to unfavorable market conditions. Should the Board approve the sale by passing this ordinance, staff will come back with an abatement Ordinance at the next meeting. Anthony Micelli and Dan Forbes with Speer Financial explained they took bids on the General Obligation Bonds and were pleased with the results. Mr. Micelli explained they ended up receiving 60 bids with nine bidders. The winning bidder was Piper Jaffray at 3.0673%. Mr. Micelli noted the Village's AAA Moody's rating assisted in getting the low rate. Trustee Struthers moved to adopt the Ordinance. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farksas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) ORDINANCE 0-17-06 AUTHORIZING An Ordinance authorizing an amendment to the AN AMENDMENT TO THE DEERFIELD Deerfield Square commercial planned unit SQUARE COMMERCIAL PLANNED development to redevelop the 711 Deerfield Road UNIT DEVELOPMENT TO REDEVELOP building with a new multi -tenant building THE 711 DEERFIELD ROAD BUILDING (Deerfield Square), CRM Properties, LTD. WITH A NEW MULTI -TENANT Second Reading. BUILDING (DEERFIELD SQUARE), CRM PROPERTIES, LTD. — 2R Mayor Rosenthal indicated the Village has not received any comments since the First Reading. Trustee Farkas moved to adopt the Ordinance. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Farksas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) NEW BUSINESS AUTHORIZATION TO RENEW GIS Mr. Keenan explained staff is recommending CONTRACT to renew the GIS contract, which expires annually. He noted the Village operates on a 40% allocation. This year, the total contact is $77,946.70 which is an increase of 2.8%. Last year, the increase was 0.05% Board of Trustees Meeting February 6, 2017 Page 5 of 7 Trustee Jester moved to renew the GIS contract in the amount of $77,946.70. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farksas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO PURCHASE A Mr. Keenan explained a hydrant in the Public BULK WATER STATION Works yard is used for this purpose. Staff is hoping to install a bulk water station to be better able to track the water usage for both Public Works and contractors. The Village budgeted $35,000 and received two proposals. The lowest proposal was from Midwest Water Group in the amount of $23,190. Trustee Struthers moved to authorize the purchase of a bulk water station in the amount of $23,190. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Farksas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO EXECUTE Deputy Director of Public Works and CONTRACT FOR PAVING CONDITION Engineering, Bob Phillips, explained he Village SURVEY uses a pavement condition survey to assist with capital planning. IMS has specialized equipment to determine surface conditions. IMS is the only local vendor. The Village budgeted $25,000 for the survey but the contract came in at $32,508. Mayor Rosenthal requested staff to ask IMS if they could complete the work at the budgeted amount. Trustee Farkas moved to authorize execution of the pavement condition survey contract at a price not to exceed $32,508 and empower Public Works to negotiate a better price. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Farksas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) RESOUTION R-17-04 AUTHORIZING A Resolution authorizing a Local Public Agency LOCAL PUBLIC AGENCY Agreement for Federal participation for the Kates AGREEMENT FOR FEDERAL Road bridge project. Mr. Phillips explained the PARTICIPATION FOR THE KATES project is on schedule for a March 3, 2017 letting. ROAD BRIDGE PROJECT The Federal funding will cover 80% of the Phase III engineering study as well as the construction engineering. The Village's portion of the $2.6 million project will be $536,000. Trustee Nadler moved to adopt the Resolution. Trustee Farkas seconded the motion. The motion passed by the following vote: Board of Trustees Meeting February 6, 2017 Page 6 of 7 AYES: Farksas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) RESOLUTION R-17-05 AUTHORIZING A Resolution authorizing a Local Agency LOCAL AGENCY AGREEMENT FOR Agreement for construction engineering CONSTRUCTION ENGINEERING services for the Kates Road Bridge project. Mr. SERVICES FOR THE KATES ROAD Phillips explained they organized interviews and BRIDGE PROJECT selected the Ciorba group for Phase III engineering. The Village's portion would be approximately $46,250 and the Federal share the remainder of the $231,227 total. Trustee Farkas moved to adopt the Resolution. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Farksas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Phillips explained that during budget PHASE I ENGINEERING SERVICES preparations, the Trustees discussed pursuing CONTRACT FOR THE GREENWOOD Federal funding for the project. The original AVENUE INFRASTRUCTURE reconstruction was between the railroad and IMPROVEMENT PROJECT Waukegan Road. As staff followed through with the Federal funding, the scope of work increased and requires a Phase I report at the Village's cost. The Village budgeted $100,000 for the project, but the cost will now be $139,673 due to the larger scope of work. A lot of design work will be done during Phase I and the Phase II design portion of the project should be less. They are also planning to replace the water main. Staff interviewed four consulting firms and determined Civil Tech Inc. was best suited for the project. Trustee Nadler moved to award the Phase I portion of the project to Civil Tech Inc. in an amount not to exceed $139,673. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Farksas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) DISCUSSION NW MUNICIPAL CONFERENCE Mayor Rosenthal thanked Trustee Jester, Trustee Seiden and Trustee Struthers for accompanying her to the Northwest Municipal Conference legislative brunch. They were able to ask questions. LAKE COUNTY LEADERSHIP Mayor Rosenthal and Mr. Street attended the Lake Board of Trustees Meeting February 6, 2017 Page 7 of 7 County leadership breakfast. DISTRICT 113 FUNDRAISER Mayor Rosenthal attended the District 113 Foundation fundraiser last Sunday. They received local participation from II Forno, The Italian Kitchen, Deerfield Bakery, Nothing Bundt Cakes and Dunkin Donuts. EXECUTIVE SESSION Trustee Struthers moved to go into Executive Session pursuant to Section 2(c)(6) of the Open Meetings Act. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Seiden, Struthers (5) NAYS: None (0) The meeting was adjourned at 8:40 p.m. The next regular Board of Trustees meeting will take place on Tuesday, February 21, 2017 at 7:30 pm. APPRO ED: Mayor ATTEST: C VillageClerk/