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05/21/2018May 21, 2018 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 21, 2018, at 7:30 p.m. The clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Tom Jester Mary Oppenheim William Seiden Dan Shapiro Barbara Struthers and that a quorum was present and attendance. Also present were Village Manager Kent Street and Benjamin Schuster, Village Attorney. PLEDGE OF ALLEGIANCE Director of Public Works and Engineering Barbara Little led those in attendance in reciting the Pledge of Allegiance. PROCLAMATION Mayor Rosenthal read a Proclamation honoring the memory of Jack Gagne. Mr. Gagne joined Deerfield Bannockburn Fire Protection District in 1960 and was appointed fire chief in 1972. He retired from the department in 1990. Chief Gagne was actively involved in the Deerfield community. Mayor Rosenthal proclaimed May 21, 2018, as Jack Gagne Day in the Village of Deerfield. Trustee Seiden moved to accept the Proclamation. Trustee Struthers seconded the motion. The motion passed unanimously on a voice vote. Mayor Rosenthal presented the Proclamation to Michael Gagne, grandson of Jack Gagne. Mr. Gagne thanked the Village for honoring his grandfather. Trustee Struthers invited residents to a memorial honoring Jack Gagne on May 27. MINUTES OF PREVIOUS MEETING Trustee Oppenheim moved to approve the minutes from the May 7, 2018, Board of Trustee meeting. Trustee Benton seconded the motion. Trustee Struthers presented a small change. The motion passed unanimously on a voice vote. BILLS AND PAYROLL Trustee Seiden moved to approve the Bills and Payroll dated May 7, 2018. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) Board of Trustees Meeting May 21, 2018 Page 2 of 8 PUBLIC COMMENT Barbara Paget is the founding chairman of Cancer Survivor Beauty and Support Day. The first Tuesday in June is Cancer Survivor Beauty and Support Day. All cancer survivors have the ability to receive free services that day. She thanked the Village for their support. REPORTS REPORT AND RECOMMENDATION Mr. Street reported the Plan Commission held a OF THE PLAN COMMISSION RE: Public Hearing on April 26, 2018, to consider a REQUEST FOR AN AMENDMENT TO request for an amendment to a sign plan for two A SIGN PLAN FOR TWO NEW WALL new wall signs for Oracle at 1405 Lake Cook Road. SIGNS FOR ORACLE AT 1405 LAKE The Plan Commission voted 4-0 to recommend COOK ROAD approval with the stipulation that the lights on the PUD BOUNDARIES, APPROVAL OF A North sign be turned off at 10:00 p.m. Trustee Struthers moved to accept the report and recommendation of the Plan Commission. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) CONSENT AGENDA ORDINANCE 0-18-10 AUTHORIZING An Ordinance authorizing an Amendment to a AN AMENDMENT TO A SPECIAL USE Special Use to allow renovations to the Tennaqua TO ALLOW RENOVATIONS TO Swim and Racquet Club. Second Reading. TENNAQUA SWIN AND RACQUET CLUB - 2R ORDINANCE 0-18-11 AUTHORIZING An Ordinance authorizing an Amendment to the AN AMENDMENT TO THE Walgreens PUD to allow changes to the parking lot, WALGREENS PLANNED UNIT a new skywalk and signage amendments, changes to DEVELOPMENT TO ALLOW the PUD boundaries, approval of a preliminary and CHANGES TO THE PARKING LOT, A final development plan and an Amendment to the NEW SKYWALK AND SIGNAGE existing Annexation Agreement. Second Reading. AMENDMENTS, CHANGES TO THE PUD BOUNDARIES, APPROVAL OF A PRELIMINARY AND FINAL DEVELOPMENT PLAN AND AN AMENDMENT TO THE EXISTING ANNEXATION AGREEMENT — 2R ORDINANCE 0-18-12 AUTHORIZING On Ordinance authorizing the established front yard Board of Trustees Meeting May 21, 2018 Page 3 of 8 THE ESTABLISHED FRONT YARD setback variation at the property located at 695 SETBACK VARIATION AT 695 Brierhill Road. Second Reading. BRIERHILL ROAD — 2R ORDINANCE 0-18-13 AUTHORIZING An Ordinance authorizing the established front yard THE ESTABLISHED FRONT YARD setback variation for the property located at 636 SETBACK VARIATION AT 636 Brierhill Road. Second Reading. BRIERHILL ROAD — 2R ORDINANCE 0-18-14 AUTHORIZING An Ordinance authorizing an Amendment to a AN AMENDMENT TO A MULTI- Multi -County Municipality Intergovernmental COUNTY MUNICIPALITY Agreement under the Watershed Management INTERGOVERNMENTAL Ordinance. Second Reading. AGREEMENT UNDER THE WATERSHED MANAGEMENT ORDINANCE — 2R RESOLUTION R-18-08 AMENDING A Resolution amending the Village of Deerfield THE VILLAGE OF DEERFIELD Personnel Manual. PERSONNEL MANUAL Trustee Shapiro moved to accept the Consent Agenda and adopt the Ordinances. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) OLD BUSINESS MOTION TO RECONSIDER THE A motion to reconsider the recommendation of RECOMMENDATION OF THE PLAN the Plan Commission to approve an amendment COMMISSION TO APPROVE AN to a Planned Unit Development to permit a new AMENDMENT TO A PLANNED UNIT parking structure at 1717 Deerfield Road. If DEVELOPMENT (PUD) TO PERMIT the motion to reconsider is passed, the A NEW PARKING STRUCTURE AT underlying matter will be considered at the June 1717 DEERFIELD ROAD (IF PASSED, 4, 2018, Village Board meeting. THE UNDERLYING MATTER WILL BE CONSIDERED AT THE JUNE 4, 2018, Trustee Benton moved to remove the motion to VILLAGE BOARD MEETING) reconsider from the table. Trustee Oppenheim seconded the motion. The motion to remove the motion to reconsider from the table passed by the following vote: AYES: Benton, Jester, Oppenheim, Shapiro, Struthers, Seiden (6) NAYS: None (0) Board of Trustees Meeting May 21, 2018 Page 4 of 8 The motion to reconsider was passed by the following vote: AYES: Benton, Jester, Oppenheim, Shapiro (4) NAYS: Seiden, Struthers (2) Trustee Oppenheim moved to schedule the discussion on the Application at the June 4, 2018, Board of Trustees meeting. Trustee Benton seconded the motion. Greg Grager, 660 Constance, noted the neighbors are against this project. They feel property values will decrease and traffic issues will increase. Mr. Grager asked if the Village would consider asking for a traffic impact study at Tennaqua Lane or for an air quality study. Mr. Street stated there is an analysis of the proposed parking structure on traffic. Mr. Grager believes the parking structure could be used to hide criminal activity. He also questioned how late the office lights could stay on. Arnold Sandler, 650 Constance Lane, lives directly across from proposed parking garage. His major concern is drainage and the failure of the property owner to follow the landscape plan. He stated that backyard is unusable due to the water and believes his property value has decreased at least $50,000. Mr. Sandler noted there are gaps in the berm that cause major concerns. Additionally, there is no one in the building to contact. Mayor Rosenthal stated that if the Village is made aware of the berm being neglected, it will hold the building owner/management responsible. The Village needs to be informed. Judy Sandler, 650 Constance Lane, does not believe there is a need for additional parking, as so many people are now able to work from home. Ms. Sandler does not believe this will solve a problem. She questioned the number of hours the building would be in use. She is also concerned about displacing wildlife. Dori Brownstein, 640 Constance Lane, is concerned about safety of the neighborhood, specifically the nearby intersection. She believes this will result in more traffic at the intersection. There is greater potential for increased traffic in their neighborhoods as their streets will be used as shortcuts. She also expressed concerns about pedestrian safety. Mariah Digrino, attorney with DLA Piper, noted they looked at a two-story structure, but found it does not meet their parking needs. The building's largest tenant will be terminating their lease in August, and the property will be 80 percent vacant Trustee Struthers noted the berm by the parking lot is very low and does not have vegetation. The water goes into neighboring properties. She believes the management needs to be more communicative with the nearby residents. Ms. Digrino stated they heard the residents' concerns at a community meeting and ownership has established a hotline. Residents should receive a response within 24 hours. Michael O'Malley with Hudson Advisors stated calls will go through a service and local management will be notified. Board of Trustees Meeting May 21, 2018 Page 5 of 8 Trustee Seiden noted residents have tried to contact management over last 30 years. It bothers him that the two-story garage option will not be considered. Trustee Shapiro questioned whether the structure, regardless of size, would create more impervious surface. Ms. Digrino will take a look at that. The motion to schedule the discussion on the Application at the June 4, 2018, Board of Trustees meeting passed unanimously by voice vote. ORDINANCE 0-18-15 AMENDING An Ordinance amending Chapter 3 of the Municipal CHAPTER 3 OF THE MUNICIPAL Code of the Village of Deerfield increasing the CODE OF THE VILLAGE OF number of Class E liquor licenses by one to 13 for DEERFIELD INCREASING THE Taco Vida located at 469 Lake Cook Road. NUMBER OF CLASS E LIQUOR LICENSES BY ONE TO 13 FOR TACO Trustee Seiden moved to waive the First Reading of VIDA AT 469 LAKE COOK ROAD the Ordinance. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) Trustee Oppenheim moved to adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) ORDINANCE 0-18-16 AUTHORIZING An Ordinance authorizing the issuance of General ISSUANCE OF GENERAL Obligation Bonds, Series 2018, of the Village of OBLIGATION BONDS, SERIES 2018, OF Deerfield. THE VILLAGE OF DEERFIELD Finance Director Eric Burk presented a brief overview. During the 2018 budget preparation, the Village planned to use $6 million of recurring revenue as well as $6 million in bonds for capital improvement projects. They will request waiver of first reading. Anthony Micelli with Speer Financial held a competitive sale for the Village's General Obligation Bonds for $6,010,000. They received 49 bids from 10 bidders. The winner was FTN Financial with a true interest cost of 3.23 percent. He indicated the Moody's rating report provided the Village with a Aaa rating. Trustee Jester moved to waive the First Reading of the Ordinance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) Board of Trustees Meeting May 21, 2018 Page 6 of 8 Trustee Struthers moved to adopt the Ordinance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5) NAYS: None (0) ABSTAIN: Seiden (1) NEW BUSINESS AUTHORIZATION TO PURCHASE IT Systems Coordinator Matt Weiss stated this SERVER HARDWARE is a scheduled and budgeted purchase. He requested a waiver of the competitive bidding process because the lowest proposal beat the State contract pricing. Trustee Oppenheim moved to waive the competitive bidding process and award the contract to purchase server hardware to ConRes IT Solutions in an amount not to exceed $39,725. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) AUTHORIZATION TO EXTEND THE Staff Engineer Tyler Dickinson reported the ENGINEERING SERVICES CONTRACT area near the intersection of Margate Terrace and FOR THE MARGATE TERRACE Westcliff Lane is a low area and during heavy DRAINAGE STUDY rain events, the neighboring properties are flooded. Mr. Dickinson believes the issue is partly due to undersized storm sewers. In the summer of 2017, the Village contracted with Gewalt Hamilton for an initial drainage study. The proposed engineering services are for modeling the existing system to ensure there is sufficient capacity. The proposed supplement would cost $17,500 making the total contract value $25,000. Trustee Struthers moved to extend the engineering services contract for the Margate Terrace Drainage Study in an amount not to exceed $17,500. 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 PHASE Mr. Dickinson reported the Woodland Subdivision II ENGINEERING SERVICES was built in the 1930s and many of the water mains CONTRACT FOR THE WOODLAND are original. Replacing the water mains will help SUBDIVISION INFRASTRUCTURE with residential water pressure and improve fire IMPROVEMENT PROJECT hydrants. Staff interviewed several design Board of Trustees Meeting May 21, 2018 Page 7 of 8 consultants and determined Gewalt Hamilton was the best qualified. The department budgeted $150,000 in the current fiscal year. Trustee Benton moved to award the Phase II Engineering Services Contract for the Woodland Subdivision Infrastructure Improvement Project to Gewalt Hamilton in an amount not to exceed $148,346. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) DISCUSSION JAM FOR JUSTICE Last Friday, Mayor Rosenthal attended the DHS annual Jam for Justice. The money raised at the event went to the Refugee One group that helps refugees. HISTORICAL SOCIETY JUBILEE Due to the weather, the Historical Society Jubilee was cancelled. They are working on an alternate date. Mayor Rosenthal suggested visiting their website to make a donation. RIB BONE CUTTING City Barbecue held their "rib bone" cutting this morning. MEMORIAL DAY The American Legion will held their annual Memorial Day ceremony at 10 a.m. at Jewett Park. GOODBYE AND THANK YOU Barbara Little, Jean Spagnoli and Gerald Zachar will all be retiring this month. They are all long- term employees that have helped shape the Village into what it is. They will all be missed. ADJOURNMENT There being no further business or discussion, Trustee Oppenheim moved to adjourn the meeting. Trustee Shapiro seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:37 p.m. The next regular Board of Trustees meeting will take place on Monday June 4, 2018, at 7:30 p.m. APPROVED: Mayor ATTEST: Board of Trustees Meeting May 21, 2018 Page 8 of 8 k, � �W- �; �' Village Clerk