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03-06-2017March 6, 2017 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Assistant Village Manager Andrew Lichterman in the Council Chambers of the Village Hall on March 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 Dan Shapiro Barbara Struthers Absent: William Seiden and that a quorum was present and in attendance. Also present was Village Attorney Peter Coblentz. PLEDGE OF ALLEGIANCE Mayor Rosenthal led those in attendance in reciting the Pledge of Allegiance. POLICE DEPT. ANNUAL REPORT Chief Sliozis presented highlights from the Police Department's annual report. He noted that 2016 figures were consistent with past years' data. There were 13,000 calls for service. There were just over 10,000 traffic citations and warnings in 2016. Index crimes dropped slightly to 128 in 2016 with a 17 percent clearance rate in burglaries. Chief Sliozis highlighted the work of his staff in fundraising for local causes. Working with Special Olympics of Illinois, the department raised more than $17,500. This includes participation in the Polar Plunge, Cop on Top, the Torch Run and the Plane Pull event. The department took first place of all law enforcement in the Plane Pull. The department also participated in several events to support military personnel. The department conducted a citizen survey. Of those surveyed, 97 percent said they feel safe in the community and 81 percent stated the officers were courteous. The department received numerous positive comments. In April, Deerfield will go through onsite inspections from outside agencies for the re- accreditation. The department is working with the County on e -ticketing. The Village received a one-year exemption from the dispatch consolidation mandate. The Trustees briefly discussed the Welcome Community pledge, which will be discussed during the next Community Relations Commission meeting. Board of Trustees Meeting March 6, 2017 Page 2 of 7 Mayor Rosenthal inquired about gang activity in the Village. Chief Sliozis noted that there is not a gang presence in the Village. MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes from the February 21, 2017, Board of Trustees meeting. Trustee Farkas seconded the motion. The motion passed unanimously on a voice vote with Trustee Shapiro abstaining. TREASURER'S REPORT Finance Director Eric Burk presented highlights from the Treasurer's Report representing January 2017. The non -home rule sales tax increased from both last month and the same period last year. Water and sewer billings reflect lower usage months, but are consistent with the same period last year. Hotel tax increased over the same period last year. Building permit revenue increased over the same period last year. BILLS AND PAYROLL Trustee Farkas moved to approve the bills and payroll dated March 6, 2017. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) PUBLIC COMMENT There were no Public Comments on non -agenda items. REPORT AND RECOMMENDATION OF THE PLAN COMMISSION RE: REQUEST FOR A RESUBDIVISION REPORTS The Plan Commission held a Public Hearing on February 9, 2017, to consider the request for a resubdivision of the property at 1530 Woodland OF THE PROPERTY AT 1530 Drive and 1509 Wilmot Road. The Plan WOODLAND DRIVE AND 1509 Commission voted 5-0 in favor of the request. WILMOT ROAD (RED ROCK Trustee Farkas indicated two very large lots would DEVELOPMENT) be subdivided into three lots that are in compliance. Assistant Lichterman noted that the petitioner is seeking a waiver from the subdivision code requirement to install sidewalks, as currently none exist on Woodland Drive. It was also noted that the petitioner has agreed to a public-private partnership with the Village to complete storm sewer improvements, which the Village was planning to address this year. Trustee Farkas moved to approve the report and recommendation. Trustee Jester seconded the motion. The motion passed by the following vote: Board of Trustees Meeting March 6, 2017 Page 3 of 7 AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) Mr. Lichterman noted the petitioner will go back to the Plan Commission and subsequently the Village Board for approval of a final plat of resubdivision REPORT AND RECOMMENDATION OF Staff is recommending amending Chapter 3 of the STAFF RE: ORDINANCE AMENDING Municipal Code to increase the number of Class E CHAPTER 3 OF THE MUNICIPAL liquor licenses by 1 for The Warehouse. Mr. CODE TO INCREASE THE NUMBER OF Lichterman indicated staff is also recommending CLASS E LIQUOR LICENSES BY ONE a reduction of 1 for Starbucks as they chose to (1) TO TWELVE (12) FOR THE stop offering beer and wine service. WAREHOUSE Robby Cohn, owner of The Warehouse, thanked the Village for all their assistance. He is new to the process and excited to open the restaurant. Mr. Cohn announced they hope to open in late March. He has received a lot of feedback on the menu, the wood, repurposed bricks, and other improvements. Mr. Cohn indicated this is his dream and he is very excited to be in Deerfield. Trustee Farkas inquired if Starbucks will remove their fence now that they stopped serving liquor. Mr. Lichterman advised that staff will pass the request on to Starbucks' management. Trustee Nadler moved to accept the report and recommendation of staff. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) REPORT AND RECOMMENDATION Mr. Lichterman reported the property owner OF STAFF RE: ALLEY VACATION AT requested to purchase an 8'x 50' right-of-way. 1067 FOREST AVENUE They have agreed to all the Village's terms. Trustee Struthers noted there are a number of garages that open to the alley. Mr. Lichterman noted this would not impact access to neighbors' garages. Trustee Farkas would like staff to encourage neighboring homeowners to purchase the unimproved alleys abutting their properties, as well. Mr. Lichterman noted that staff has been unsuccessful with this approach in the past but it can be revisited. Trustee Jester moved to accept the report and recommendation. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) REPORT AND RECOMMENDATION The Plan Commission held a workshop meeting Board of Trustees Meeting March 6, 2017 Page 4 of 7 OF THE PLAN COMMISSION RE: on February 23, 2017, to consider the 2017 Zoning APPROVAL OF 2017 ZONING Map. There were four changes made, including a ORDINANCE MAP boundary changes for the disconnection of 780 Saunders and the annexation of a portion of Deerfield Road north of Parkway North, the addition of Samanthas Way and the change of Dipietro Drive to Integrity Way. The Plan Commission voted 4-0 in favor of the changes. Trustee Nadler moved to accept the report and recommendation. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) CONSENT AGENDA ORDINANCE 0-17-09 AUTHORIZING An Ordinance authorizing a Special Use for an A SPECIAL USE FOR ACCOUNTING accounting office to be located at 711 Orchard. OFFICE TO BE LOCATED AT 711 Second Reading. ORCHARD — ROBERT GASSMAN — 2R Trustee Struthers moved to adopt the Ordinance. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) There was no Old Business. OLD BUSINESS NEW BUSINESS RESOLUTION R-17-05 AUTHORIZING Deputy Director of Public Works and Engineering ACCELERATION OF WORK FOR THE Bob Phillips reported the Deerfield Road project DEERFIELD ROAD will restart the week of March 20. They are RECONSTRUCTION PROJECT getting ready to turn on the traffic signals within the Village. The majority of the work will take place in Highland Park this year as well as the landscaping and fencing near Briarwood Country Club, pavement smoothing testing, final pavement markings and final signage. The cost to accelerate the project was $550,000. Staff weighed options to push the work into a second season but decided to accelerate the work and pushed the contractor to work overtime. The County will pay $300,000. The Village's responsibility is $250,000 less a small portion, which may be eligible as a participating item with the State. The final cost for the Deerfield Road project was Board of Trustees Meeting March 6, 2017 Page 5 of 7 $2,168,000. The cost is now approximately $2,392,000 with the remaining work being all participating costs. Trustee Shapiro moved to adopt the Resolution. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) RESOLUTION R-17-06 AUTHORIZING Mr. Phillips reported this is the engineering CONSTRUCTION ENGINEERING portion to go with the above contractor portion. SERVICES FOR FEDERAL Per the original agreement with Thomas PARTICIPATION SUPPLEMENT #1 FOR Engineering Group, the Village must pay the THE DEERFIELD ROAD amount but will receive full reimbursement from the RECONSTRUCTION PROJECT Illinois Department of Transportation and Lake County. Trustee Jester moved to approve the Resolution authorizing construction engineering services from Thomas Engineering Group for Federal participation supplement #1 in the amount of $724,518. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD BID Eight bids were publicly opened on February 17, FOR THE BRIERHILL ROAD 2017. The lowest qualified bidder, Copenhaver INFRASTRUCTURE IMPROVEMENT Construction, came in about $1 million lower than PROJECT the engineer's estimate. The Village has planned to reconstruct Brierhill Road for some time and this was a very favorable bidding climate. Copenhaver Construction has not worked for the Village but has worked in neighboring communities. They have favorable references. Trustee Nadler moved to award the contract for the Brierhill Road infrastructure improvement project to Copenhaver Construction in the amount of $1,545,283. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Phillips reported the Brierhill Road CONTRACT FOR CONSTRUCTION infrastructure improvement project is a very ENGINEERING SERVICES FOR THE complicated and compact site, especially because BRIERHILL ROAD INFRASTRUCTURE it has only one access point. With a new IMPROVEMENT PROJECT contractor, there is a lot of uncertainty. The Village Board of Trustees Meeting March 6, 2017 Page 6 of 7 expects a high level of service. Staff interviewed consultants and selected Civiltech Engineering for construction engineering services. Trustee Nadler moved to award the contract for construction engineering services for the Brierhill Road infrastructure improvement project to Civiltech Engineering in the amount of $140,000 to oversee the project. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) AUTORIZATION TO AWARD PHASE I Mr. Phillips reported that Woodvale Avenue is in ENGINEERING SERVICES CONTRACT the northeast quadrant of the Village and much of FOR THE WOODVALE AVENUE the roadway is in a floodplain. The roadway was INFRASTRUCTURE IMPROVEMENT originally designed with no flood protection. Staff PROJECT is unaware how often homes in the area flood, but feel it is important to get the drainage issues resolved. Mr. Phillips indicated the roadway is in poor condition. The Village budgeted $100,000 for this project in both 2017 and 2018. Staff interviewed several consultants and selected Christopher Burke Engineering Group Ltd. Trustee Struthers moved to award the Phase I engineering services contract for the Woodvale Avenue infrastructure improvement project to Christopher Burke Engineering Group Ltd. in the amount of $159,300. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO SUBMIT JOINT Mr. Phillips reported this is for rock salt for the PURCHASING REQUISITION TO 2017/2018 season. The amount of salt that will be PURCHASE SALT UNDER THE STATE purchased will be less than what was purchased for OF ILLINOIS JOINT PURCHASING this season. Staff is recommending purchasing CONTRACT AND THE LAKE COUNTY 1,000 tons of salt through the Lake County Division JOINT AGENCY BULK ROCK SALT of Transportation and 500 tons of salt from the State PURCHASE AGREEMENT of Illinois joint purchasing contract. Mr. Phillips noted the Village will be saving about $90,000 by reducing the amount of salt purchased due to the reserves on hand from the current snow season. Trustee Jester moved to authorize the purchase of salt under the State of Illinois joint purchasing contract and the Lake County joint agency bulk rock salt purchasing agreement. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) Board of Trustees Meeting March 6, 2017 Page 7 of 7 RESOLUTION R-17-07 Management Analyst David Fitzgerald reported REALLOCATING THE 2017 this is the annual request from Lake County VOLUME CAP TO THE VILLAGE OF Partners for the Village to transfer its private BUFFALO GROVE activity bond allocation to the Lake County Partnership for Economic Development via the Village of Buffalo Grove. The pool is used for projects in Lake County. Trustee Farkas moved to adopt the Resolution. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Nadler, Shapiro, Struthers (5) NAYS: None (0) DISCUSSION RIBBON CUTTING Mayor Rosenthal noted Painting Time Now will have a ribbon cutting on March 9, 2016 at 5:00 p.m. SPRINGFIELD Mayor Rosenthal will be traveling to Springfield on March 14 and 15 as part of the Northwest Municipal Conference's lobby day to press State leaders to pass the budget. She met with Representative Drury last week and is lobbying the best she can. ADJOURNMENT There being no further business or discussion, Trustee Struthers moved to adjourn the meeting. Trustee Farkas seconded the motion. The meeting was adjourned at 8:38 p.m. The next regular Board of Trustees meeting will take place on Monday, March 20, 2017. APPROVED: / 'Mayor ATTEST: �v (Village Clerk