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12/03/2018December 3, 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 December 3, 2018 at 7:30 p.m. The clerk called the roll and announced that the following were: Present: Robert Benton Tom Jester Mary Oppenheim Harriet Rosenthal, Mayor William Seiden Barbara Struthers Absent was: Dan Shapiro and that a quorum was present and attendance. Also present were Village Manager Kent Street and Steven Elrod, Village Attorney. PLEDGE OF ALLEGIANCE Public mural artists Annika Sornson and Bradley Epstein led those in attendance in reciting the Pledge of Allegiance. Mayor Rosenthal explained these two students won the mural contest that are displayed on the side of the AT&T building. Ms. Sornson explained the story behind her mural. Mr. Epstein noted his main goal was to make his mural interactive and tried to use actual pictures facing the parking lot. Deerfield High School art teacher Mike Moran thanked the Fine Arts Commission for giving the students this opportunity. DOCUMENT APPROVAL Trustee Oppenheim moved to approve the minutes from the November 19, 2018 Board of Trustees meeting. Trustee Benton seconded the motion. The motion passed unanimously on a voice vote. TREASURER'S REPORT Village Treasurer Eric Burk presented highlights from the Treasurer's Report for the month of October representing 83 percent of the fiscal year. The Village should see a sizable increase in the sales tax next month. Hotel tax is slightly lower than the prior year but exceeds the budget for this year. BILLS AND PAYROLL Trustee Oppenheim moved to approve the Bills and Payroll dated December 3, 2018. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) PUBLIC COMMENT Kevin Huffman, 37 year resident, expressed concern about the lack of cooperation from residents regarding trash cans. He understands the Municipal Code requires trash cans to be Board of Trustees Meeting December 3, 2018 Page 2 of 8 stored in a garage or out of site. People are leaving trash cans outside their homes. Assistant Code Enforcement Supervisor Jeff Hansen has sent out letters but the residents are not cooperating. Mr. Huffman suggested sending out a notice informing residents about the regulations. Mayor Rosenthal requested that additional publicity be used to educate residents about the regulations including an article in D -Tales. STORM UPDATES Director of Public Works and Engineering, Bob Phillips, provided an update on recent snow storm activities. The Village was prepared with four salt trucks, which salted all the main arteries in the Village. 20 Public Works employees assisted in cleaning up the roads. At the end of the snow event, the sidewalk plow went out. The Village owned parking lots were cleaned Tuesday around 4:00 am. Overall, 160 tons of rock salt, 400 staff hours and liquid chloride were used in this snow event. Assistant Village Manager Andrew Lichterman discussed the power outages in the Village. There were 1400 residents without power. The Village was in constant communication with ComEd. 113 customers were without power after 24 hours. 21 individual customers had their power restored after 72 hours. The Village communicated the outages and warming shelter information through social media and emails. Mayor Rosenthal invited the ComEd representative to a Board of Trustees meeting. ASSAULT WEAPON BAN Mr. Elrod reported the US District Court for the District of Maryland upheld the Maryland law in the interest of public safety. Village counsel used this case as part of the brief sent into the court. The matter is up on January 18, 2019 as scheduled. There were no Reports. REPORTS CONSENT AGENDA ORDINANCE AUTHORIZING AN AMENDMENT TO THE IFERGAN SHOPPING CENTER PLANNED UNIT DEVELOPMENT FOR REVISIONS TO THE SIGN CRITERIA FOR THE IFERGAN BUILDING AND A NEW WALL SIGN FOR PRECOR HOME FITNESS AT 3 60-3 80 LAKE COOK— IR An Ordinance authorizing an amendment to the Ifergan Shopping Center Planned Unit Development for revisions to the Sign Criteria for the new Ifergan building and a new wall sign for Precor Home Fitness located at 360-380 Lake Cook Road. First Reading. ORDINANCE AMENDING SECTIONS An Ordinance amending Sections 6.01-C and 14.02 6.01-C AND 14.02 OF THE DEERFIELD of the Deerfield Zoning Ordinance 1978 as Board of Trustees Meeting December 3, 2018 Page 3 of 8 ZONING ORDINANCE 1978 AS AMENDED, TO MAKE CONSTRUCTION AND ENGINEERING INNOVATION LAB A SPECIAL USE IN THE I-1 DISTRICT -1R ORDINANCE APPROVING A SPECIAL USE PERMIT FOR THE ESTABLISHMENT OF A CONSTRUCTION AND ENGINEERING INNOVATION LAB, AN AMENDMENT TO AN INDUSTRIAL PLANNED UNIT DEVELOPMENT PLAN AND CERTAIN EXCEPTIONS WITHIN THE PLANNED UNIT DEVELOPMENT These will stand as First Readings. amended, to make Construction and Engineering Innovation Lab a Special Use in the I-1 District. First Reading. An Ordinance approving a Special Use Permit for the establishment of a Construction and Engineering Innovation Lab, an amendment to an Industrial Planned Unit Development Plan and certain exceptions within the Planned Unit Development. First Reading. OLD BUSINESS ORDINANCE 0-18- LEVYING TAXES An Ordinance levying taxes for corporate purposes FOR CORPORATE PURPOSES FOR THE for the fiscal year commencing on January 1, 2019 FISCAL YEAR COMMENCING ON and ending on December 31, 2019 for the Village of JANUARY 1, 2019 AND ENDING ON Deerfield. Second Reading. DECEMBER 31, 2019 FOR THE VILLAGE OF DEERFIELD — 2R ORDINANCE 0-18- ABATING A PORTION OF THE 2018 TAX LEVY REQUIREMENTS FOR THE SERIES 2010 G.O. BONDS — 2R ORDINANCE 0-18- ABATING A PORTION OF THE 2018 TAX LEVY REQUIREMENTS FOR THE SERIES 2011 B G.O. BONDS — 2R ORDINANCE 0-18- ABATING A PORTION OF THE 2018 TAX LEVY REQUIREMENTS FOR THE SERIES 2017 G.O. BONDS — 2R An Ordinance abating a portion of the 2018 tax levy requirements for the Series 2010 G.O. Bonds. Second Reading. An Ordinance abating a portion of the 2018 tax levy requirements for the Series 2011 B G.O. Bonds. Second Reading, An Ordinance abating a portion of the 2018 tax levy requirements for the Series 2017 G.O. Bonds. Second Reading. ORDINANCE 0-18- ABATING A An Ordinance abating a portion of the 2018 tax levy PORTION OF THE 2018 TAX LEVY requirements for the Series 2018 G.0 Bonds. Board of Trustees Meeting December 3, 2018 Page 4 of 8 REQUIREMENTS FOR THE SERIES Second Reading. 2018 G.O. BONDS — 2R ORDINANCE 0-18- AMENDING THE An Ordinance amending the Village of Deerfield VILLAGE OF DEERFIELD WAGE AND wage and salary plan. Second Reading. SALARY PLAN — 2R Trustee Seiden moved to adopt the Ordinances in an Omnibus vote. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) NEW BUSINESS ORDINANCE 0-18- AMENDING AND An Ordinance amending and revising the annual REVISING THE ANNUAL BUDGET budget of the Village of Deerfield for the fiscal OF THE VILLAGE OF DEERFIELD year beginning January 1, 2018 and ending FOR THE FISCAL YEAR BEGINNING December 31, 2018 JANUARY 1, 2018 AND ENDING DECEMBER 31 2018 This is a budget amendment to provide for the increased economic incentive as well as the Purchase of the property at 645 Osterman. Trustee Oppenheim moved to waive the First Reading of the Ordinance. Trustee Benton seconded the motion. The motion passed unanimously on a voice vote. Trustee Oppenheim moved to adopt the Ordinance. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO REVIEW TURF Assistant to the Director of Public Works and MAINTENANCE CONTRACT Engineering, Justin Keenan, explained the Village owns and maintains more than 40 locations that require turf maintenance. The Village does not have a dedicated landscape division and contracted the bid in 2018 with two 1 -year extensions. Staff recommends authorizing the first 1 - year extension of the Turf Maintenance Contract with Green Acres Landscaping Inc. for the contract amount of $33,290. Trustee Jester moved to authorize a 1 -year extension of the Turf Maintenance Contract at the same rate. Trustee Oppenheim seconded the motion. The motion passed by the following vote: Board of Trustees Meeting December 3, 2018 Page 5 of 8 AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Keenan explained the Village has 27 landscape LANDSCAPE PLANTING AND areas that require maintenance. The project went MAINTENANCE CONTRACT out to bid and three bids were opened and publicly read on November 26, 2018. Green Acres Landscaping was the low bidder but there have been a number of issues so staff is recommending rejecting the lowest bid and awarding the contract to Moore Landscaping Inc., the previous contract holder, in the contract amount of $79,800. Trustee Oppenheim moved to waive the competitive bidding process including rejection of the lowest bid. Trustee Benton seconded the motion. The motion passed unanimously on a voice vote. Trustee Oppenheim moved to award the Landscaping Maintenance Contract to Moore Landscaping, Inc. in an amount not to exceed $79,800. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD Mr. Keenan explained Advanced Tree Care was PARKWAY TREE TRIMMING the lowest bidder in 2018 and offered the Village CONTRACT two 1 -year extensions. Staff recommends per unit rate as the 2018 contract. authorizing the first 1 -year extension at the same Trustee Struthers moved to authorize a 1 -year extension of the parkway tree trimming contract to Advanced Tree Care up to the budgeted amount of $61,000. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD TREE Mr. Keenan explained Advanced Tree Care was the AND STUMP REMOVAL CONTRACT lowest bidder in 2018 and offered the Village two 1 -year extensions at the same unit price rate. Staff recommends authorizing the first 1 -year extension. Trustee Oppenheim moved to authorize a 1 -year extension of the stump removal contract to Advanced Tree Care in an amount not to exceed $58,492.50. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) Board of Trustees Meeting December 3, 2018 Page 6 of 8 NAYS: None (0) AUTHORIZATION TO AWARD GIS Mr. Keenan explained the Village has an agreement CONTRACT with MGP to participate in the GIS Consortium. The agreement has been in effect since 2002. This would authorize a 1 year extension to the contract. Mr. Keenan noted the website receives about 23,000 hits. Trustee Struthers moved to authorize a 1 year extension of the GIS contract with MGP in an amount not to exceed $81,488.10. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO PURCHASE Mr. Keenan explained the current meter reading NEW METER READING SOFTWARE software will no longer be supported and the handheld device is no longer being used. The new software upgrade would cost $24,760 including software, licenses, transceivers and training. The Village will also be charged an annual software cost of $3,500. Mr. Keenan noted this equipment is sole sourced through Midwest Meters, Inc. therefore no bids were solicited. Trustee Jester moved to waive competitive bidding and authorize the purchase of new meter reading software and equipment from Midwest Meters, Inc. at a cost not to exceed $24,760. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) RESOLUTION R-18- AUTHORIZING Staff Engineer Tyler Dickenson explained Phase II LOCAL AGENCY AGREEMENT FOR is nearing completion. This is a Federal project and FEDERAL PARTICIPATION FOR Deerfield is the lead agency. The scope of the GREENWOOD AVENUE project includes resurfacing Greenwood from RECONSTRUCTION PROJECT Wilmot to the railroad tracks and full reconstruction from the railroad tracks to Waukegan. The Village is responsible for $1,029,752, which is budgeted for in 2019. Trustee Jester moved to authorize the Resolution and execute the Local Agency Agreement. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) RESOLUTION R-18- AUTHORIZING Mr. Dickenson explained IDOT requires a Phase AWARD OF CONTRACT FOR III agreement to be executed. The Village selected Board of Trustees Meeting December 3, 2018 Page 7 of 8 CONSTRUCTION ENGINEERING Gewalt Hamilton for construction engineering in the SERVICES FOR THE GREENWOOD amount of $232,814. AVENUE RECONSTRUCTION PROJECT Trustee Benton moved to adopt the Resolution awarding the construction engineering services contract to Gewalt Hamilton in the contract amount of $232,814. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) DISCUSSION MEETING WITH BOB MORGAN Mayor Rosenthal and Mr. Street met with new State Representative Elect, Bob Morgan. Executives from the Northwest Municipal Conference as well as other municipalities were present. Mayor Rosenthal noted they hope to meet on a quarterly basis. HOLIDAY LIGHTS Mayor Rosenthal reported 100 people came to the Holiday Lighting event. It was very enjoyable. CONGRATULATIONS Mayor Rosenthal congratulated Trustee Jester, of the Caucus slate. Trustee Seiden and Trustee Shapiro for being part WINTER CELEBRATION Mayor Rosenthal invited residents to attend the Winter Celebration that will be held Friday night at Village Hall and Saturday throughout downtown. HAPPY HANUKAH On behalf of the Village, Mayor Rosenthal wished a Happy Hanukah to those who celebrate. CONGRATULATIONS ADJOURNMENT Trustee Oppenheim seconded the motion. meeting was adjourned at 8:31 pm. Mr. Street congratulated Bob Phillips on becoming Director of Public Works and Engineering. There being no further business or discussion, Trustee Struthers moved to adjourn the meeting. The motion passed unanimously on a voice vote. The The next regular Board of Trustees meeting will take place on Monday, December 17, 2018 at 7:30 pm. Board of Trustees Meeting December 3, 2018 Page 8 of 8 APPROVED: -- I EO,� ,Mayor ATTEST: z-^ Village Clerk