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03-20-2017March 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 March 20, 2017 at 7:30 p.m. The clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Thomas Jester Rob Nadler William Seiden Dan Shapiro Barbara Struthers Absent: Alan Farkas and that a quorum was present and in attendance. Also present was Village Manager Kent Street and Village Attorney Peter Coblentz. PLEDGE OF ALLEGIANCE Jerry Witkovsky led those in attendance in reciting the Pledge of Allegiance. PROCLAMATION Mayor Rosenthal proclaimed March 20, 2017, as Jerry Witkovsky Day in the Village of Deerfield. Mr. Witkovsky has served the Village on the Human Relations Commission, the Sustainability Commission and as Chairman of the Community Relations Commission and has had an impact on the Village through fostering relationships between grandparents and their grandchildren. Trustee Jester moved to accept the Proclamation. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote. Mr. Witkovsky introduced his family and friends. Mr. Dan Chamberlin has worked with Mr. Witkovsky for three years at Deerfield High School. He noted Mr. Witkovky has an exceptional gift that is endearing and special. His positive spirit is contagious. MINUTES OF PREVIOUS MEETING Trustee Jester moved to approve the minutes from the March 6, 2017, Board of Trustees meeting. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote with Trustee Seiden abstaining. BILLS AND PAYROLL Trustee Nadler moved to approve the bills and payroll dated March 20, 2017. Trustee Struthers seconded the motion. The motion passed by the following vote: Board of Trustees Meeting March 20, 2017 Page 2 of 6 AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) PUBLIC COMMENT Linda Lopata, 901 Kenton Road, expressed concern about what is happening with the current Federal administration regarding deportation. Mayor Rosenthal noted the Deerfield Police Department does not ask questions regarding citizenship except in limited circumstances as required by law. She stated that Lake County has signed the Welcoming and Inclusive Community Pledge. Mayor Rosenthal asked the Board to look at the pledge before the next Board of Trustees meeting. REPORT AND RECOMMENDATION OF THE PLAN COMMISSION RE: REQUEST FOR A SPECIAL USE FOR AN AUTISM THERAPY CENTER FOR THE PROPERTY AT 1161 LAKE COOK REPORTS The Plan Commission held a Public Hearing on February 23, 2017, to consider the request for a Special Use for an autism therapy center for the property located at 1161 Lake Cook Road. The Plan Commission voted 4-0 in favor of the ROAD (KGH CONSULTATION AND request. TREATMENT, INC. AND DEERFIELD BUSINESS CENTER LLC) Kim Garvey Hoehne, owner of KGH Consultation and Treatment, stated they are an innovative therapy center providing comprehensive services to individuals with Autism Spectrum Disorders (ASD) and related learning, behavior and/or social difficulties from infancy through young adulthood. KGH uses evidence -based treatment in order to ensure the best results. They are currently located in Northbrook and in Madison, Wisconsin, and are excited to move into Deerfield. Trustee Struthers inquired if the Village's first responders would receive special training. Ms. Hoehne noted they have protocols in place and that her staff could perform training, if requested. They are certified in crisis prevention and would like to train the community and first responders. They would like to get involved within the community and work collaboratively with the Village. Mayor Rosenthal asked whether there are group sessions or just individual. Ms. Hoehne stated their groups are smaller and they hold many services in homes. Trustee Struthers asked the Ms. Hoehne and her staff ensure that first responders can access the facility in case of an emergency, as the center will have strong security protocols. Trustee Struthers believes this facility is needed. Mayor Rosenthal believes this will be an asset to the community. Trustee Jester noted that the Village needs to address the cross traffic at Lake Cook road and Pine. Trustee Seiden moved to approve the report and recommendation. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) Board of Trustees Meeting March 20, 2017 Page 3 of 6 REPORT OF STAFF RE: MEDICAL Administrative Intern Sam Barghi reported that the CANNABIS compassionate use of medical cannabis was signed into law in 2013. The idea of a dispensary brought some uncertainty to the community. Greenhouse Medical Cannabis Dispensary serves more than 500 people with various diseases included under the act. They also provide holistic and wellness classes free of charge to their patients. The dispensary has made a concerted effort with the Chamber of Commerce and senior centers. There have only been 32 police calls generated with more than half being false alarms and most being premise exams. Mr. Barghi noted that like most pilot programs, there is a learning curve. All of the data shows the dispensary is operating as it should and has not been involved in any crimes. CONSENT AGENDA ORDINANCE VACATING A PORTION An Ordinance vacating a portion of the west half OF THE WEST HALF OF A NORTH- of a north -south alley lying between Hazel Avenue SOUTH ALLEY LYING BETWEEN and Fair Oaks Avenue. Mayor Rosenthal indicated HAZEL AVENUE AND FAIR OAKS this would stand as a First Reading of the AVENUE — 1 R Ordinance. OLD BUSINESS ORDINANCE 0-17-10 AMENDING An Ordinance Amending Chapter 3 of the CHAPTER 3 OF THE MUNICIPAL Municipal Code of the Village of Deerfield to CODE TO INCREASE THE NUMBER increase the number of Class E liquor licenses by OF CLASS E LIQUOR LICENSES BY 1 to 12 for The Warehouse and reducing the ONE (1) TO TWELVE (12) FOR THE number of Class C liquor licenses by 1 to 7 to WAREHOUSE AND REDUCING THE reflect the current totals. NUMBER OF CLASS C LIQUOR LICENSES BY ONE (1) TO SEVEN (7) Trustee Seiden moved to waive the First Reading of TO REFLECT CURRENT TOTALS the Ordinance. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) Trustee Shapiro moved to adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) NEW BUSINESS Board of Trustees Meeting March 20, 2017 Page 4 of 6 AUTHORIZATION TO AWARD Public Works Analyst Justin Keenan reported CRACK SEALING CONTRACT TO the department is seeking authorization for the 2017 PATRIOT MAINTENANCE crack sealing contract in an amount not to exceed $50,000. The streets scheduled for maintenance include Wilmot Road, Castlewood, Dartmouth and Susan Lane. Trustee Nadler moved to award the 2017 crack sealing contract to Patriot Maintenance in an amount not to exceed $50,000. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) AUTHORIZATION TO PURCHASE Mr. Keenan reported Public Works is looking to SEVEN (7) NEW PUBLIC WORKS replace seven vehicles that have reached the end of VEHICLES their budget cycle. The seven vehicles include four three -quarter -ton pickup trucks, one three -ton 4x4 pickup truck (to be replaced with a one -ton diesel truck), one front-end loader and one five -ton dump truck. The replacements for the four, three -quarter -ton trucks and the three -ton truck replaced by a one - ton diesel truck went to bid in February were opened on Friday, March 10. Bill Stasek Chevrolet had the lowest bid for both projects. Both bids were under budget by a combined $32,267.60 after trade-in. The John Deere front end loader was quoted through the National Joint Powers Alliance at a net cost of $145,159.57 which is $14,840.63 under budget. Mr. Keenan noted Public Works opted to select the State bid with Lindco Equipment for the five -ton dump truck. Although Lindco costs about $600 more, Public Works indicated they have received better service from Lindco and they carry the same plow used on the other dump trucks. Although the amount to purchase and outfit the five -ton dump truck came in over budget, the overall purchase of the seven vehicles came in $12,784.45 under the budgeted amount in the Vehicle Equipment Replacement Fund (VERF). Trustee Shapiro moved to waive the competitive bidding process for the front-end loader. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) Trustee Seiden moved to waive the competitive bidding process to outfit the five -ton dump truck. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) Board of Trustees Meeting March 20, 2017 Page 5 of 6 Trustee Jester moved to purchase seven vehicles using the VERF fund, in an amount not to exceed $403,198.77. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) ANALYSIS OF BIDS AND Deputy Director of Public Works and Engineering AUTHORIZATION TO AWARD THE Bob Phillips reported that this project is covered 80 KATES ROAD BRIDGE AND percent by Federal funding. With the award ROADWAY REHABILITATION of the project, the contractor could not begin PROJECT working until at least July 5, 2017, which is after the State budget and appropriation authority deadlines. He noted that the lack of a State budget could delay the project, as the Federal funds pass through the State to the Village. Mr. Phillips stated that upon award of the project, the contractor will start to order materials, including special beams, for the project. Mayor Rosenthal stated she spent Tuesday and Wednesday of last week in Springfield. She does not feel optimistic after her meetings regarding a budget being passed before July 1. Mayor Rosenthal would not want to give up funding, but would not want to start the project without a State budget. The total budget for the project was approximately $2.37 million, with the Village covering 20 percent of that cost, or approximately $550,000. The low bid for the project was from Lorig Construction at approximately $2.01 million, or approximately $131,000 under budget. This would lower the Village's portion of the project to approximately $419,000. Trustee Nadler questioned whether the Village would still qualify for Federal funds if we put the project off for a year due to the lack of a State budget or appropriation authority. Mr. Phillips stated it could be possible, but the bridge is in poor condition and may need to be closed during that delay. He indicated the Village is having the bridge inspected every six months. Mr. Coblentz stated he would review the contract to protect the Village. Mayor Rosenthal noted the Village does not have a way to get the money directly from the Federal government. Mayor Rosenthal expressed concern because the President is pushing for increased infrastructure spending. She questioned whether the Village would lose the money if the State does not pass a budget. Mayor Rosenthal questioned how much money the Village would be responsible for if the State does not provide the money. Mr. Street stated staff is trying to put the Village in the best position considering the circumstances beyond its control. Mr. Coblentz would look at the contract but believes the Village would be responsible for 20 percent plus any extra mobilization costs. Mayor Rosenthal would not want to complete interim repairs when the Village has a grant. Mayor Rosenthal asked if the Village could wait a few weeks to award the bid. Mr. Phillips stated the State needs to award the contract within 45 days of the bid opening. Mayor Rosenthal noted that we should call Representative Brad Schneider to see how he could assist on the Federal level if there is no State budget. Board of Trustees Meeting March 20, 2017 Page 6 of 6 Trustee Jester moved to award the contract to Lorig Construction so the Village does not lose the favorable bids, subject to attorney approval. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Jester, Nadler, Seiden, Shapiro, Struthers (5) NAYS: None (0) RIBBON CUTTING DISCUSSION Mayor Rosenthal attended a ribbon cutting for Painting Time Now which opened on March 9, 2017. The opening was well attended and it looks like a fun place. 1 DEERFIELD PLACE Mayor Rosenthal spoke with residents of One Deerfield Place. They are happy with the Village. CANDIDATE FORUM Mayor Rosenthal moderated a candidate forum for District 112 in Highland Park. ADJOURNMENT There being no further business or discussion, Trustee Jester moved to adjourn the meeting. Trustee Shapiro seconded the motion. The meeting was adjourned at 8:45 p.m. The next regular Board of Trustees meeting will take place on Monday, April 3, 2017. APPROVED: t Mayor ATTEST: Village Clerk