Loading...
05-15-2017May 15, 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 May 15, 2017 at 7:30 p.m. The clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Thomas 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 Deerfield High School teachers Mollie Kaplan, Peter Comerford, Stephanie Gordon and Michelle Klass lead those in attendance in reciting the Pledge of Allegiance. PROCLAMATION Mayor Rosenthal recognized Alan Farkas for his outstanding service to the residents and businesses of the Village. He has served as a Village Trustee for the past eight years. Mr. Farkas greatly contributed to the community and advocated to provide fair and equitable service to the community. Trustee Seiden moved to accept the Proclamation. Trustee Jester seconded the motion. The motion passed unanimously on a voice vote. Mayor Rosenthal recognized Mr. Farkas's dedication to the Village. She will miss serving with him on the Village Board. Mr. Farkas noted the amount of time and energy of the Mayor and Trustees goes unrecognized. The amount of care and attention taken by the Mayor, Trustees and staff is underappreciated. He introduced his family and thanked them for their sacrifice and support of his service. PROCLAMATION Mayor Rosenthal proclaimed June 6, 2017, as Cancer Survivor Beauty and Support Day in Deerfield and encouraged citizens to participate and support Cancer Survivor Beauty and Support Day in Deerfield. Trustee Oppenheim moved to accept the Proclamation. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote. Barbara Paget thanked the Trustees for their support. She has two goals. One is to reach the more than 350,000 licensed people in the beauty industry as well as the cancer survivors. There Appearance Review Commission May 15, 2017 Page 2 of 9 are 19 businesses in Highland Park that are participating. Ms. Padgett spoke about a new program with Deerfield and Highland Park High Schools to publicize the information. She hopes to expand the program to 36,000 high schools across the country. Mayor Rosenthal encouraged Deerfield beauty shops to participate in this giving event. PROCLAMATION Mayor Rosenthal proclaimed the week of May 21 to May 27, 2017, as National Public Works Week in the Village of Deerfield. This is the 57th annual Public Works Week. Trustee Jester moved to adopt the Proclamation. Trustee Shapiro seconded the motion. The motion passed unanimously on a voice vote. Mayor Rosenthal asked Director of Public Works and Engineering, Barbara Little, to let her staff know how much their hard work is appreciated. COMMUNITY RELATIONS Mr. Street reported four DHS teachers, Mollie COMMISSION AWARDS Kaplan, Peter Comerford, Stephanie Gordon and Michelle Klass, were nominated by Matthew Miller, a student and member of the Community Relations Commission. The CRC agreed, noting the countless hours they spend working with the students to support their initiatives. Mayor Rosenthal noted Matthew Miller is at the High School Honors Night, so he could not be here. Deerfield High School teachers Mollie Kaplan, Peter Comerford, Stephanie Gordon and Michelle Klass were presented certificates of appreciation. The honories thanked the Village and community for all their support. APPOINTMENT OF PLAN Trustee Oppenheim moved to approve the COMMISSION CHAIRMAN appointment of Larry Berg as Chairman of the Plan Commission. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) MINUTES OF PREVIOUS MEETING Trustee Struthers moved to approve the minutes from the May 1, 2017, Board of Trustees meeting. Trustee seconded the motion. The motion passed unanimously on a voice vote with Trustee Shapiro abstaining. BILLS AND PAYROLL Trustee Seiden moved to approve the Bills and Payroll dated May 15, 2017. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) Appearance Review Commission May 15, 2017 Page 3 of 9 PUBLIC COMMENT REPORT AND RECOMMENDAITON OF THE PLAN COMMISSION RE: REQUEST FOR AN AMENDMENT TO A DEERBROOK SHOPPING CENTER COMMERCIAL PLANNED UNIT DEVELOPMENT TO PERMIT RENOVATIONS TO THE AREA LOCATED BETWEEN THE HOBBY LOBBY STORE AND THE FORMER SPORTS AUTHORITY SPACE TO There were no Public Comments on non -agenda items. REPORTS The Plan Commission held a Public Hearing on April 27, 2017, to consider the request for an amendment to a Deerbrook Shopping Center Planned Unit Development to permit renovations to the area located between the Hobby Lobby store and the former Sports Authority space to allow a new retail building and a new access drive. They also considered a Special Use for Stein Mart and pylon sign renovations and a revised sign criteria for the shopping center. The Plan Commission ALLOW A NEW RETAIL BUILDING voted 7-0 in favor of the request. AND A NEW ACCESS DRIVE; A SPECIAL USE FOR STEIN MART, The Appearance Review Commission held a AND PYLON SIGN RENOVATIONS preliminary review on April 20, 2017, and the AND REVISED SIGN CRITERIA FOR petitioner made revisions based on their review. THE SHOPPING CENTER The Appearance Review Commission will need to see the petition for a fmal review. Gil Magnelli with OKW Architects noted the proposed area is the interior area of the mall. The proposed renovation includes a new 35,000 -square -foot retail building with Ulta, Office Max and another tenant. The new building will be pushed further back to align with the fagade of the former Sports Authority building. This allows a straighter drive area, more parking and more level grading. They added sidewalks, parking and landscaping between Hobby Lobby and the new retail building. The fagade will have the look as the Jewel and outlot buildings. The brick masonry will be the same color and type, as well. They are reusing the existing planters in front of the building. They added an open air trellis canopy as an architectural element on both sides of the south elevation. The entry drive will have an interior corridor with wainscoting broken up by masonry piers. The rear of the building will be masonry and have loading areas and employee service doors. Mr. Magnelli showed the proposed landscaping, including alcoves with seating areas, bicycle racks and a trash receptacle. There will be a landscaped median along the center drive area with trees and plantings. Trustee Struthers asked about the landscape maintenance. Patty Mahoney explained they will be using water trucks for maintenance. Trustee Oppenheim explained the plant palate is tried and true for this tough planting environment. Mr. Magnelli showed the proposed pylon signs which would be located at each of the Waukegan Road entryways. One pylon sign is at the Lake Cook Road entryway. They propose keeping the existing structures but replacing the brick masonry to match the Jewel masonry and adding a Appearance Review Commission May 15, 2017 Page 4of9 non -illuminated Deerbrook panel. He believes the proposed signage provides a more cohesive look to the center. Mayor Rosenthal thanked Principal Planner Jeff Ryckaert, Trustee Benton, Trustee Oppenheim and Planner Jean Spagnoli for their thorough vetting of the new Deerbrook proposal. Trustee Jester thought the Jewel opening was contingent to the road opening. Michelle Panovich noted they have been waiting for the Cook County Department of Transportation and Highways to respond to the engineers. They requested a letter from Corporate 500 for their support and approval. Ms. Panovich is hopeful the project will go out to bid this year and it should be completed next year. Ms. Panovich noted they will provide security until the road opens. Trustee Oppenheim noted the Plan Commission thoroughly discussed the traffic and made some modifications. Mr. Magnelli discussed the appearance of the proposed Stein Mart in the existing Office Max space. The second entrance will be removed. Ms. Panovich thanked the patrons who continue to patronize Deerbrook through the improvements. She noted that Office Max will be moving before Stein Mart comes in. Trustee Oppenheim moved to accept the report and recommendation of the Plan Commission. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) CONSENT AGENDA ORDINANCE 0-17-14 AUTHORIZING A SPECIAL USE FOR A PERSONAL FITNESS TRAINING CENTER IN SUITE D AND A MEDICAL OFFICE IN SUITE A AT THE 448 LAKE COOK ROAD BUILDING (FORMERLY ADDRESSED 430 LAKE COOK ROAD), AND REVISIONS TO THE SIGN PLAN AT 448 LAKE COOK ROAD FOR An Ordinance authorizing a Special Use for a personal fitness training center in Suite D and a medical office in Suite A at the 448 Lake Cook Road building, which was formerly addressed as 430 Lake Cook Road, and revisions to the sign plan at 448 Lake Cook Road for approval of a new directory sign in the Industraplex Planned Unit Development. First Reading. APPROVAL OF A NEW DIRECTORY Mayor Rosenthal noted the business signed on SIGN AT 448 LAKE COOK ROAD IN to participate in the Cancer Survivor Beauty Day. THE INDUSTRAPLEX PLANNED UNIT DEVELOPMENT — IR Mayor Rosenthal stated the petitioner asked to waive the First Reading of the Ordinance. Trustee Oppenheim moved to waive the first reading. Trustee Struthers seconded the motion. The motion passed by the following vote: Appearance Review Commission May 15, 2017 Page 5 of 9 AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) Trustee Struthers moved for Second Reading and adoption of the Ordinance. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) OLD BUSINESS AUTHORIZATION TO AWARD Bob Phillips, Deputy Director of Public Works CONTRACT FOR TRAFFIC STUDY OF and Engineering, recalled the recent Committee of LAKE COOK ROAD AND PINE STREET the Whole meeting where the Trustees discussed INTERSECTION traffic movements at Lake Cook Road and Pine Street. As a result, the Board directed staff to pursue adding northbound and southbound left turn lanes as well as traffic signal modifications. Gewalt Hamilton will provide traffic study services including traffic counts and review of accident data, geometrics and intersection design, timing recommendations, cost estimates and bid documents. Trustee Jester noted the Village never approved the crosswalks that were installed. Mr. Phillips noted that Cook County installed the crosswalks without the Village's approval and Lake Cook Road is under the jurisdiction of Cook County. The traffic count cameras will be mounted for four days. Mayor Rosenthal asked if the Village would only like to modify the traffic signals. Mr. Phillips noted the complete traffic study will address multiple issues. Trustee Oppenheim wants to ensure the study captures the variety of traffic, including the schools. Mr. Street indicated the Village may be able to recapture some of the costs. Trustee Oppenheim moved to award the engineering contract for the Lake Cook Road and Pine Street traffic study to Gewalt Hamilton Associates in the amount of $38,600. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) KATES ROAD BRIDGE Mr. Phillips reported the engineering firm is developing custom signs with street names for the detours. The consultant will adjust traffic signal timing to better move traffic through the corridor and detour route. Appearance Review Commission May 15, 2017 Page 6 of 9 NEW BUSINESS AUTHORIZATION FOR OFF-SITE Mr. Phillips reported that there are IMPROVEMENT AGREEMENT FOR drainage issues at Woodland and Oakwood. WOODLAND AVENUE DRAINAGE During heavy rainfalls, the area homes and IMPROVEMENT PROJECT backyards flood significantly. There are also flooding issues coming from the park. Recently, the Village learned a developer is going to develop two lots on Wilmot Road and Woodland Drive, which requires the developer to increase storm sewer capacity. The Village would like to work with the developer to partner on increasing storm sewer capacity in this area. The Plan Commission was in favor of the partnership. A -Lamp Concrete Contractors agreed to extend their pricing from the 2017 Street Rehabilitation contract for the project. The cost to complete the project will be $254,000. The Village would be responsible for $212,000 and the developer would reimburse their portion of the cost. Trustee Struthers questioned the Park District's participation, as the property to the south of School Avenue floods regularly. Mr. Phillips met with property owners and the Park District, who have plans to create swale and a berm. Mr. Phillips wants to take one step at a time to determine the effects. Trustee Oppenheim believes it makes sense to take one step at a time. Trustee Struthers questioned if they could take a portion of the park and make it a detention area if necessary. Trustee Struthers moved to authorize an off-site improvement agreement for a Woodland Avenue drainage improvement. 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 Mr. Phillips stated this is the contract for WOODLAND AVENUE DRAINAGE construction. IMPROVEMENT PROJECT Trustee Shapiro moved to award the contract for the Woodland Avenue drainage improvement project to A -Lamp Concrete Contractors in the amount of $254,000 with the Village's responsibility being $212,000. 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- 09AUTHORIZING Mr. Phillips reported the Village is getting close to LOCAL AGENCY AGREEMENT #2 completion on the project. The large-scale ACCELERATION OF WORK FOR THE project cost more than $22.5 million. The Village DEERFIELD ROAD worked to finish the pavement in 20016 by working Appearance Review Commission May 15, 2017 Page 7 of 9 RECONSTRUCTION PROJECT night and out of sequence causing an additional $550,000 in extra costs. The County has agreed to pay $300,000 with the Village responsibility being $250,000. There will be no cost to the Village for Phase III engineering. The Village is responsible for between $2.4 million and $2.6 million of the project's total cost. Mr. Phillips stated there was some additional work requested by the State after the project was let, which increased the size of the project as well as the cost to Highland Park. Trustee Oppenheim moved to adopt the Resolution. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) AUTHORIZATION FOR EXTRA WORK Mr. Phillips reported that as part of the inflow and UNDER THE 2017 MANHOLE infiltration removal program, the Village will need REHABILITATION PROGRAM to replace manholes that allow water to enter CONSTRUCTION CONTRACT the sanitary system. The Village budgeted about $350,000 for the northeast quadrant, but bids came in much lower than expected. At the time, the Village Board approved the contract up to the amount of work proposed. The Board also asked to revisit the scope of work after other 2017 bids were received. Mr. Phillips noted capital improvement projects are about $675,000 under budget due to a strong bidding climate. Mayor Rosenthal noted the bidding is favorable because people are not expecting State work. There is a possibility the same thing will happen next year. There is also a possibility of a real estate tax freeze. If the Village spends money now, it will have less money next year. One reason the Village chose a smaller scope was that this is an unfamiliar contractor. Mr. Phillips noted the price is half of what they thought it would be. Trustee Oppenheim stated the Village has been talking about this for years. Trustee Jester moved to authorize extra work under the 2017 Manhole Rehabilitation Construction Contract to National Power Rodding Corp in an amount not to exceed $171,883. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) AUTHORIZATION FOR EXTRA WORK Trustee Jester moved to authorize extra work under UNDER THE 2017 SEWER LINING the 2017 sewer lining program in the amount of PROGRAM $72,832.25, making the total project $400,000 to Visu-Sewer. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) Appearance Review Commission May 15, 2017 Page 8 of 9 NAYS: None (0) AUTHORIZATION TO RENEW Computer Systems Coordinator Matt Weiss NETWORK EQUIPMENT reported on recent cyberware attacks. He stated MAINTENANCE CONTRACTS ransomware is malicious software that encrypts digital files. There are three options if files become infected: companies can restore their files to a previous version, they can give their files up or pay the ransom. Mr. Weiss indicated Microsoft issued a patch last month and that staff promptly installed the patch to prevent such attacks. He noted the Village has not been impacted and has remedies in place. Mr. Weiss asked for approval of funds to renew warranty and support contracts on network equipment and phone support systems. He indicated this is critical technology. The contracts allow software and security patches as well as equipment replacement and technical support. The Village historically renews this contract every three years. They have entered into a finance agreement in past. This year, the upfront cost is $52,546.18. The Village received three quotes and the lowest quote beats the State contract by 26 percent and is a Deerfield-based company. Trustee Benton moved to waive the competitive bidding process. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) Trustee Shapiro moved to award the contract to Meridian IT, Inc. in the amount of $52,546.18. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) DISCUSSION MYSTERY READER Mayor Rosenthal was asked to be mystery reader to sixth graders at Shepherd. JAM FOR JUSTICE Last Friday was the annual Jam for Justice at Deerfield High School. They are working on water Conservation and had a large copy of the Village's Resolution on being an inclusive community. AWARD DINNER The Optimist Club held their award dinner this week for high school seniors. MEMORIAL DAY The Village's annual Memorial Day activities start at 10 a.m. on May 29 at Jewett Park. Everyone Appearance Review Commission May 15, 2017 Page 9 of 9 is welcome. ADJOURNMENT There being no further business or discussion, Trustee Struthers moved to adjourn the meeting. Trustee Oppenheim seconded the motion. The meeting was adjourned at 9:11 p.m. The next regular Board of Trustees meeting will take place on Monday, June 5, 2017 at 7:30 pm. APPROVED: �-- Mayor ATTEST: Village Clerk