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
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May 15, 2017
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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)
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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
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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:
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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.
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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
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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)
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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
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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