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09/08/2020September 8, 2020 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Harriet Rosenthal remotely on September 8, 2020, 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 virtual quorum was present and in attendance. Also present via teleconference were Kent Street, Village Manager, at Village Hall and Ben Schuster, Village Attorney. PLEDGE OF ALLEGIANCE Assistant Village Manager Andrew Lichterman lead those in attendance in reciting the Pledge of Allegiance. PRESENTATION Mayor Rosenthal reported the 2020 Deerfield High School Class 2A Competitive Dance Team are the State Champions. She reported signs honoring the team have been placed at the entrances to the Village. Mayor Rosenthal played a video showing their award -winning dance. Dance Team Coach Mollie Kaplan thanked the Village for recognizing the team. The team's work ethic and talent were truly remarkable. DOCUMENT APPROVAL Trustee Struthers moved to accept the minutes from the August 17, 2020, Board of Trustees meeting. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) TREASURER'S REPORT Village Treasurer Eric Burk presented highlights from the July 2020 Treasurer's Report. Sales tax net of rebate decreased from the same period of the prior two years due primarily to economic incentive activity and reduced sales related to the COVID pandemic. Water and sewer tax increased, which was expected. Hotel tax reflects 3 current payments and one back payment. Electric utility tax continues to lag from the prior year, but increased this month and will increase again in August. Year to date property tax and state income tax decreased from the prior year as the due dates were extended. Motor fuel tax revenue includes the second of six payments of $206,268 related to Rebuild IL Bonds. Notable expenditures for July include infrastructure projects, three payrolls, the final economic incentive payment to Portillo's and EPA permits fees for the Water Reclamation Facility. Board of Trustees Meeting September 8, 2020 Page 2 of 8 BILLS AND PAYROLL Trustee Oppenheim moved to approve the Bills and Payroll dated September 8, 2020. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) PUBLIC COMMENT Mayor Rosenthal noted the emails received before the meeting would be read during the first Public Comment. If any emails are received during the meeting, they would be read during the second Public Comment. If someone wants to make a comment via Zoom, they need to raise their hand or press *9. Mr. Street reported there were no Public Comment emails received prior to the meeting on non - agenda items and there was no one present at Village Hall for Public Comment. Mr. Fitzgerald confirmed there was no one present on Zoom. REPORTS CONSIDERATION AND ACTION ON A Mr. Street reported the Plan Commission held a REPORT AND RECOMMENDATION Public Hearing on July 23, 2020, to consider the OF THE PLAN COMMISSION ON THE request from Carson's Restaurant to permit REQUEST FOR AN AMENDMENT TO A renovations to their site and building. The Plan SPECIAL USE FOR CARSON' S Commission voted 6-0 in favor of the request. The RESTAURANT AT 200 WAUKEGAN Appearance Review Commission held a workshop ROAD meeting on August 24, 2020, for a final design review. The ARC was in favor of the building materials, directional signs, landscape plans and mechanical screening. The applicant will appear before the ARC with proposed wall sconce and patio lights. Dean Carson, owner of Carson's Ribs, Steve Kolber and Cullen DeCuna from Kolbrook Designs were present. Mr. Kolber noted they had an original proposal that was scaled back to meet all the parameters. Trustee Oppenheim asked about how long the renovation would take. Mr. Kolber stated they would do it in phases, but the entire project will take about six months. They are trying to minimize the amount of down time. Mr. Kolber indicated they are very proud of what they are doing. Mr. Carson noted they started planning the renovation before the pandemic started. The Village and neighboring communities have supported their business and they have managed to keep their entire staff through the pandemic. Trustee Struthers asked about the convenience window. Mr. Kolber stated the convenience window will not be a traditional drive thru; rather, an attendant will bring customers' orders to their vehicles. Mr. Carson added the convenience window is a guide of where customers should line up in their vehicles to get their food. Board of Trustees Meeting September 8, 2020 Page 3 of 8 Trustee Jester moved to accept the report and recommendation of the Plan Commission regarding a request for an Amendment to a Special Use for Carson's Restaurant. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) CONSIDERATION AND ACTION ON A The Plan Commission held a Public Hearing on July REPORT AND RECOMMENDATION OF THE PLAN COMMISSION ON THE REQUEST FOR A CLASS A SPECIAL USE TO PERMIT THE ESTABLISHMENT OF A MEDICAL OFFICE FOR NORTHSHORE CENTER FOR ORAL AND FACIAL SURGERY AT 23, 2020, to consider the request for a Class A Special Use to permit the establishment of a medical office for NorthShore Center for Oral and Facial Surgery to be located at 700 Osterman Avenue in the C-1 Village Center District. The Plan Commission voted 6-0 in favor of the request. 700 OSTERMAN AVENUE IN THE C-1 The applicant will need approval from the VILLAGE CENTER DISTRICT Appearance Review Commission for their wall Signage. i Dr. Walter Tatch indicated this would be their third office. He is happy to be opening in Deerfield. Trustee Seiden moved to accept the report and recommendation of the Plan Commission regarding a request for a Class A Special Use to permit the establishment of a medical office for NorthShore Center for Oral and Facial Surgery at 700 Osterman Avenue. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) CONSIDERATION AND ACTION ON A REPORT AND RECOMMENDATION OF THE PLAN COMMISSION ON THE REQUEST FOR A TEXT AMENDMENT FOR AN ANIMAL HOSPITAL AS A SPECIAL USE IN THE C-1 VILLAGE CENTER ZONING DISTRICT AND A SPECIAL USE FOR A PROPOSED ANIMAL HOSPITAL TO BE LOCATED AT 711 WAUKEGAN ROAD The Plan Commission held a Public Hearing on July 23, 2020, to consider the request for a Text Amendment for an animal hospital as a Special Use in the C-1 Village Center Zoning District and a Special Use for a proposed animal hospital to be located at 711 Waukegan Road. The Plan Commission voted 6-0 in favor of the request. The Appearance Review Commission reviewed the request to install a double layer of film on the insides of the windows to provide privacy in some of the exam rooms and restrooms at their July 27, 2020 workshop meeting. The ARC voted 4-2 in favor of the request. Trustee Struthers noted the handicapped parking space is downhill from the door. She believes this will be a challenge and requested automatic doors. Trustee Oppenheim noted it is the closest Board of Trustees Meeting September 8, 2020 Page 4 of 8 parking space to the door. Ken Just, project manager, indicated he would look into an automatic door. He acknowledged the elevation change. Jay Nordstrom, owner, noted their staff will assist in opening the doors when needed. Trustee Struthers is concerned about jumping dogs. Mr. Just noted they are very customer focused. They will have a reminder call, where assistance can be requested in advance. Trustee Benton moved to accept the report and recommendation of the Plan Commission regarding a request for a Text Amendment for an animal hospital as a Special Use in the C-1 Village Center Zoning District and a Special Use for an animal hospital to be located at 711 Waukegan Road. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) CONSIDERATION AND ACTION ON A The Plan Commission held a Public Hearing on July REPORT AND RECOMMENDATION 23, 2020 to consider the request for a Text OF THE PLAN COMMISSION ON THE Amendment for aesthetician services and massage REQUEST FOR A TEXT AMENDMENT services as a Special Use in the I-2 Limited FOR AESTHETICIAN SERVICES AND Industrial District and a Special Use for these MASSAGE SERVICES AS A SPECIAL services to be located at 151 S. Pfingsten Road, USE IN THE I-2 LIMITED INDUSTRIAL Suite 5. The Plan Commission voted 6-0 in favor DISTRICT AND A SPECIAL USE of the request. FOR THESE SERVICES IN SUITE S AT 151 S. PFINGSTEN ROAD Trustee Struthers asked how many people would be working in the shop. Jeff Bizar, with Bizar Entertainment, stated he has been in the space 17 years. There would be one aesthetician with one client at a time. Trustee Oppenheim noted there could also be one massage therapist with one massage client at a time. Mr. Bizar stated they anticipate having either the aesthetician or the massage therapist present due to both space and the COVID pandemic. Jodi Glick, spa owner, noted they want a private boutique experience. Trustee Oppenheim moved to accept the report and recommendation of the Plan Commission regarding the request for a Text Amendment and Special Use for aesthetician services and massage services in the I-2 Limited Industrial District. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) CONSIDERATION AND ACTION ON A The Plan Commission held a Workshop Meeting on REPORT AND RECOMMENDATION August 13, 2020, to consider a request for a Finding OF THE PLAN COMMISSION ON THE of Substantial Conformance to allow a dog run in REQUEST FOR A FINDING OF the green area at the south boundary near the south SUBSTANTIAL CONFORMANCE TO west drive of the AMLI residential development. Board of Trustees Meeting September 8, 2020 Page 5 of 8 ALLOW A DOG RUN FOR AMLI The dog run would be enclosed with a 4 foot high DEERFIELD AT 1525 LAKE COOK black aluminum fence with a double gate entry. ROAD The Plan Commission voted 6-0 in favor of the request. Doric Roth, Senior Account Manager, was present. Trustee Oppenheim asked if anyone from Weinberg has made any comment. Ms. Roth noted they have tried to contact representatives from Weinberg, but have not heard back from them. Trustee Oppenheim moved to accept the report and recommendation of the Plan Commission regarding the request for a finding of Substantial Conformance to allow a dog run for AMLI Deerfield. 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 There were no items on the Consent Agenda. There was no Old Business. OLD BUSINESS NEW BUSINESS AUTHORIZATION TO INCREASE THE Assistant Village Engineer Tyler Dickinson PHASE III ENGINEERING SERVICES reported the Village selected Civiltech CONTRACT VALUE FOR THE Engineering, Inc. to assist with the construction DEERFIELD ROAD PROJECT engineering for the Deerfield Road resurfacing project. They have completed a majority of the work, but additional work was required. The original contract of $107,131 is nearly exhausted and an increase in the contract is necessary for the project to be completed. The department originally budgeted $150,000 in the 2020 fiscal budget for the construction engineering services. Mr. Dickinson requested authorization to increase the construction engineering services contract with Civiltech Engineering in the amount of $30,000, which would be within the originally budgeted amount. Trustee Jester moved to authorize the increase of $30,000 for construction engineering services to Civiltech Engineering for the Deerfield Road project. Trustee Shapiro seconded the motion. The motion passed by the following vote: Board of Trustees Meeting September 8, 2020 Page 6 of 8 AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) RESOLUTION R-20-24 FOR Mr. Phillips reported State statute requires CONSTRUCTION ON A STATE written permission from IDOT for any work, HIGHWAY including emergency work within State -maintained rights -of -way. Approval of a Resolution would expedite the issuance of permits for a two-year period. The Village would also be able to receive a verbal approval through IDOT in a case of emergency. Trustee Seiden moved to adopt the resolution for construction on a State highway. 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-20-25 APPROVING AN Mr. Burk reported the Village's labor attorney AMENDMENT TO THE PERSONNEL recommended the Village Board approve an update POLICIES AND PROCEDURES to the Village's Personnel Policies and Procedures MANUAL Manual. The update would designate the Village's HMO plan as the "basic plan" for those qualifying for PSEBA benefits. Trustee Jester moved to approve the Resolution approving an Amendment to the Personnel Policies and Procedures Manual. 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 Assistant Village Manager Andrew Lichterman JANITORIAL SERVICES CONTRACT reported the Village issued an RFP for janitorial services for the Village Hall, Police Department, Public Works, Water Reclamation Facility and the downtown Metra station. The term for the agreement would be one-year, with two additional one-year options. Staff recommends awarding the janitorial services contract to Eco Clean Maintenance, the low bidder, in the of $35,760. The current contract holder did not bid. Trustee Oppenheim moved to award the janitorial services contract to Eco Clean Maintenance in the amount of $35,760. Trustee Benton 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 September 8, 2020 Page 7 of 8 CONSIDERATION OF THE EXTENSION On March 16, 2020, Mayor Rosenthal issued a OF MAYOR ROSENTHAL'S MARCH Declaration of Emergency for the Village of 16, 2020 DECLARATION OF Deerfield related to the COVID-19 emergency. The EMERGENCY Declaration and the Mayor's Supplementary Orders will expire at the end of the September 8, 2020, Board of Trustees meeting unless the Village Board extends the duration of the Declaration. Mr. Schuster noted Lake County has been put on a warning list. Trustee Struthers moved to extend the Mayor's March 16, 2020, Declaration of Emergency until the end of the next regular, special or emergency meeting of the Village Board. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) D1gC 1 JISSION COVID NON-COMPLIANCE Trustee Oppenheim noted there was some discussion after the last Board of Trustees meeting about the possibility of tickets and fines for Covid non-compliance. She asked if the Village needs to do more outreach. Mayor Rosenthal believes it is clear. Mr. Street indicated there would be an article in the next edition of D-Tails. HORIZON THERAPEUTICS Mayor Rosenthal received a statement about Horizon Therapeutics being named as part of People Magazine's 50 Companies that Care list. Horizon Therapeutics donated more than $250,000 as part of their annual back to school drive. PUBLIC COMMENTS Mr. Street indicated there were no public comments received during the meeting. ADJOURNMENT There being no further business or discussion, Trustee Oppenheim moved to adjourn the meeting. Trustee Struthers seconded the motion. The motion passed unanimously by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) The meeting was adjourned at 8:45 pm. The next regular Board of Trustees meeting is scheduled to take place on Monday, September 21, 2020, at 7:30 pm. Board of Trustees Meeting September 8, 2020 Page 8 of 8 APPROVED: Mayor ATTEST: Village Clerk