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12/21/2020December 21, 2020 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Harriet Rosenthal remotely on December 21, 2020, at 7:30 pm. 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 Steven Elrod, Village Attorney. PLEDGE OF ALLEGIANCE Pledge of Allegiance. DOCUMENT APPROVAL Director of Public Works and Engineering, Bob Phillips, led those in attendance in reciting the Trustee Struthers moved to accept the minutes from the December 7, 2020, Board of Trustees meeting. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) BILLS AND PAYROLL Trustee Oppenheim moved to approve the Bills and Payroll dated December 21, 2020. Trustee Shapiro 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 explained 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 on non -agenda items. Management Analyst David Fitzgerald -Sullivan confirmed there was no one present on Zoom for comment on non -agenda items. Board of Trustees Meeting December 21, 2020 Page 2 of 9 CONSIDERATION AND ACTION ON THE REPORT AND RECOMMENDATION OF THE PLAN COMMISSION ON THE REQUEST FOR APPROVAL OF A CLASS A SPECIAL USE FOR A MEDICAL OFFICE LOCATED IN 730 WAUKEGAN ROAD (FORMER DAO SUSHI SPACE) IN THE SHOPS AT DEERFIELD SQUARE (KIRBY LIMITED PARTNERSHIP AND ONE MEDICAL) REPORTS Mr. Street reported the Plan Commission held a Public Hearing on November 12, 2020, to consider a request to establish a 5000 square foot, membership -based, primary care medical office offering same -day appointments, in -person or remote visits and 24/7 video chats with medical team members. The Plan Commission voted 7-0 in favor of the request. Chris Siavelis with Deerfield Square, Gabe Harris and Jamie Goldberg with One Medical, and Luay Aboona Traffic Engineer with KLOA were present. Mr. Siavelis reported the Appearance Review Commission approved the tenant's signage. Mr. Aboona stated they performed a traffic study that accounted for the reduction in demand due to Covid as well as the vacancies in the Center. He believes the distribution of the parking demand during the week supports that the parking is more than sufficient for this use. Mr. Siavelis noted the request meets the Village's Special Use criteria and will be an asset to the community and the Center. Trustee Struthers asked if the staff would have parking under the office building. Mr. Siavelis stated the staff would be required to park in the designated employee surface parking area. Trustee Seiden asked what provisions have been made to bring more retail into the center. Mr. Siavelis reported that a New York University professor stated 10 years of retail change has been seen due to the 10 months of Covid, which will not change under any expert's opinion. Trustee Shapiro asked if there are other nearby One Medical locations. Mr. Goldberg stated the nearest location is in Wicker Park. There will be another location opening in Skokie in the future. The recently -opened Wicker Park and Oakbrook locations are ramping up per expectations. Mr. Siavelis expressed concern about the consumer shopping habit changes due to Covid. Trustee Jester was at Deerfield Square between I 1 a.m. and Ip.m. today. He found the closest spaces to the medical facility were virtually full. Trustee Benton is enthusiastic about the use. He asked if they are able to find doctors to staff One Medical in Deerfield. Mr. Goldberg stated their medical recruiting team is looking for doctors local to the community. Mayor Rosenthal believes this is a perfect spot for a restaurant, as it looks down to the plaza. She is sad to let the space go. Mr. Siavelis stated the benefit of One Medical is that it is a destination. Mr. Goldberg discussed the parking transition of medical facilities. Their doctors see one patient at a time rather than having providers with several offices. The appointments start and end on time. Mr. Goldberg indicated their use will not cause parking issues. Board of Trustees Meeting December 21, 2020 Page 3 of 9 Trustee Oppenheim moved to accept the report and recommendation of the Plan Commission for approval of a Class A Special Use for a medical office to be located at 730 Waukegan Road. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) CONSENT AGENDA ORDINANCE 0-20-29 GRANTING An Ordinance granting a modification to allow an RELIEF FROM ARTICLE 2.04-H,3,B OF 88 foot section of the fence along the north side THE ZONING ORDINANCE AT 165 E. property line to be eight feet in height in lieu of the SAINT ANDREWS LANE TO PERMIT permitted maximum height of seven feet. Second THE INSTALLATION OF AN 88-FOOT Reading. SECTION OF FENCE ALONG THE NORTH SIDE PROPERTY LINE 8 FEET IN HEIGHT IN LIEU OF THE PERMITTED MAXIMUM HEIGHT OF 7 FEET — 2R Trustee Jester moved to accept the Consent Agenda and adopt the Ordinance permitting the installation of an 88-foot section of fence along the north side property line eight feet in height in lieu of the permitted maximum height of seven feet. 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 AN ORDINANCE APPROVING AN An Ordinance approving an Amendment to the AMENDMENT TO THE FUTURE LAND future land use plan of the Comprehensive Plan of USE PLAN OF THE COMPREHENSIVE Deerfield for the property located at 10 Deerfield PLAN OF THE VILLAGE OF Road from an Institutional Land Use to Multi- DEERFIELD — 1R Family Residential. First Reading. ORDINANCE REZONING THE LOT AT An Ordinance rezoning the lot at 10 Deerfield Road 10 DEERFIELD ROAD TO THE R-5 from R-1 Single Family to the R-5 General GENERAL RESIDENCE DISTRICT — 1R Residence District. First Reading. ORDINANCE APPROVING A SPECIAL An Ordinance approving a Special Use for a USE FOR A PLANNED RESIDENTIAL Planned Residential Development Plan at 10 Board of Trustees Meeting December 21, 2020 Page 4 of 9 DEVELOPMENT PLAN AT 10 Deerfield Road. A Restrictive Covenant is included DEERFIELD ROAD — 1R as part of the Development Agreement. A Resolution will be presented to the Trustees for consideration at the December 21, 2020 Board of Trustees meeting. First Reading. Trustee Shapiro moved to table the above three items to the January 19, 2021 Board of Trustees meeting. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) ORDINANCE 0-20-31 AUTHORIZING An Ordinance authorizing an Amendment to a sign AN AMENDMENT TO A SIGN PLAN plan including necessary exceptions, for Horizon INCLUDING NECESSARY Therapeutics. EXCEPTIONS — HORIZON THERAPEUTICS Mayor Rosenthal indicated the petitioner is requesting a waiver of the First Reading of the Ordinance. Trustee Oppenheim moved to waive the First Reading of the Ordinance. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) Trustee Jester moved for Second Reading and adoption of the Ordinance authorizing an Amendment to a sign plan including necessary exceptions for Horizon Therapeutics. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) NEW BUSINESS ORDINANCE 0-20-30 AMENDING AND An Ordinance amending and revising the Annual REVISING THE ANNUAL BUDGET OF Budget of the Village of Deerfield for the Fiscal THE VILLAGE OF DEERFIELD FOR Year beginning January 1, 2020 and ending THE FISCAL YEAR BEGINNING December 31, 2020. Second Reading. JANUARY 1, 2020 AND ENDING DECEMBER 31, 2020 - 2R Trustee Jester moved to adopt the Ordinance amending and revising the annual budget of the Village of Deerfield for the fiscal year beginning January 1, 2020, and ending December 31, 2020. Trustee Oppenheim seconded the motion. Second Reading. Board of Trustees Meeting December 21, 2020 Page 5 of 9 AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) RESOLUTION R-20-30 APPROVING The Illinois Open Meetings Act requires local THE REGULAR MEETING SCHEDULE governments to approve their annual meeting OF THE BOARD OF TRUSTEES FOR schedule via a Resolution and make it available to CALENDAR YEAR 2021 the public. Trustee Jester moved to adopt the Resolution approving the 2021 regular meeting schedule for Board of Trustees. 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 2021 Assistant to the Director of Public Works and SANITARY SEWER LINING Engineering Justin Keenan noted the Village CONTRACT has been lining the sanitary sewers for 20 years. The contract was competitively bid in fiscal year 2020 and Visu-Sewer was awarded the contract which allows for two one-year extensions. Trustee Oppenheim asked whether the additional $10,000 from the bid would be subtracted in the scope. Mr. Keenan noted the per unit rate would be used. Trustee Oppenheim moved to award the 2021 sanitary sewer lining contract to Visu-Sewer in an amount not to exceed the budgeted amount of $400,000. Trustee Shapiro seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) AUTHORIZATION TO AWARD 2021 Mr. Keenan stated that due to the upcoming STORM SEWER TELEVISING AND storm water management plan, the Department has LINING CONTRACT begun to transition its focus on storm water needs throughout the Village. The goal is to prevent future costly sewer repairs on recently paved streets and to ensure that the sewers function at full capacity during rain events. In addition, finding deficiencies in advance helps the department more accurately budget for future infrastructure repairs. Visu-Sewer was the low bidder for the sanitary sewer lining program and there are efficiencies using the same contractor for this work. Trustee Oppenheim asked about not going out to bid on this. Mr. Keenan noted this is something that is for immediate fixes. Board of Trustees Meeting December 21, 2020 Page 6 of 9 Trustee Oppenheim moved to award the 2021 storm sewer televising and lining contract to Visu- Sewer in an amount not to exceed $100,000. 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 AWARD WATER METER HEAD REPLACEMENT CONTRACT Lake Bluff. Mr. Keenan stated the Village received three bids for the northwest quadrant water meter head replacements. United Meters, Inc. was the low bidder and recently completed a similar project in Trustee Seiden explained the Village received a number of resident complaints the last time water meters were replaced due to cost increases after the replacement. Mr. Keenan noted the older meters sometimes read slower. The residents paid reduced fees for years instead of paying more. Trustee Jester moved to award the water meter head replacement contract to United Meters, Inc. in an amount not to exceed the budgeted amount of $258,880. 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 PURCHASE Mr. Keenan reported Midwest Meter, Inc. is the WATER METERS area distributor and the only local source for Badger Meters and the Orion meter reading system used by the Village. The purchase will include brass Badger water meters, Orion fixed network meter heads, Orion cellular meter heads and associated supplies. Trustee Jester moved to waive the competitive bidding process and authorize the purchase of water meters and associated supplies to Midwest Meter, Inc. in an amount not to exceed the budgeted amount of $341,120. 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-20-31 PROVIDING VILLAGE PERSONNEL DIRECTION TO PROVIDE ADDITIONAL FLEXIBILITY TO FOOD AND BEVERAGE SERVICE ESTABLISHMENTS TO FACILITATE OUTDOOR SERVICE DURING THE Assistant Village Manager/Director of Community Development Andrew Lichterman reported the previous Resolution will expire and staff is recommending the previous directive be extended to provide restaurants the opportunity to continue outdoor services until the Governor's authorization Board of Trustees Meeting December 21, 2020 Page 7 of 9 COVID-19 EMERGENCY closing food and beverage establishments to (EXTENSION42) _ indoor, on premise service or 180 days from the effective date of this Resolution. Trustee Oppenheim asked what establishments should do if they want to make changes to their outdoor dining. Mr. Lichterman noted that staff has reach out to them, but they need to come to the Village for any changes. Trustee Benton asked if the Chamber could send something out on behalf of their members, so the residents could be informed of restaurants with outdoor dining. Trustee Seiden moved to adopt the Resolution. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) Mayor Rosenthal indicated the following three agenda items would be tabled. Mr. Elrod asked if the Kane, McKenna agreement should be reviewed. Mr. Lichterman indicated any additional funds could be covered under the Village Manager's Authority. Mr. Elrod indicated there is no action required by the Board to table the items until a date uncertain. ORDINANCE AUTHORIZING THE An Ordinance authorizing the establishment of a tax ESTABLISHMENT OF A TAX increment financing "Interested Parties Registry" INCREMENT FINANCING and adopting registration rules for the registry. "INTERESTED PARTIES REGISTRY" AND ADOPTING REGISTRATION RULES FOR THE REGISTRY — 2R RESOLUTION CONVENING THE A Resolution taking into consideration the possible THE JOINT REVIEW BOARD AND establishment of a TIF District. The Village Board SETTING THE TIME AND PLACE FOR is required to convene a meeting of the Joint A PUBLIC HEARING ON THE Review Board and set a time and place for a PROPOSED DEERBROOK COURT Public Hearing. TRIANGLE REDEVELOPMENT AREA (TIF NO. 3) AUTHORIZATION TO ENTER Staff recommends retaining Kane McKenna and PROFESSIONAL SERVICES Associates, hlc. to continue their analysis and AGREEMENT WITH KANE, MCKENNA assessment of the proposed TIF District in the rear AND ASSOCIATES, INC. RE: TIF of Deerbrook Mall. This agreement would FINANCING PROGRAMS authorize Kane McKenna to provide both Phase I (DEERBROOK COURT TRIANGLE TIF and Phase II services including updating the NO. 3) qualification factors and economic factors of the proposed TIF and complete implementation of the redevelopment plan and project. These services are reimbursed by the developer and shall not exceed $30,000. Board of Trustees Meeting December 21, 2020 Page 8 of 9 CONSIDERATION OF THE EXTENSION On March 16, 2020, Mayor Rosenthal issued a MAYOR ROSENTHAL'S MARCH Declaration of Emergency for the Village of DECLARATION OF Deerfield related to the COVID-19 emergency. The EMERGENCY Declaration and the Mayor's Supplementary Orders will expire at the end of tonight's Board of Trustees meeting unless the Village Board extends the duration of the Declaration. Trustee Oppenheim moved to extend the Mayor's March 16, 2020, Declaration of Emergency until the end of the regular meeting of the Village Board on January 19, 2021. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) DISCUSSION LUMINARIES Mayor Rosenthal acknowledged paper lanterns that were lit for the shortest day of the year today and bringing light into the community for all to enjoy. She thanked Pastor Suzan Hawkinson for spearheading and all who participated in the event. HAPPY HOLIDAYS TO ALL Mayor Rosenthal wished everyone a Merry Christmas, Happy Kwanza and Happy New Year to all on behalf of the Village staff and Trustees. PUBLIC COMMENTS Mr. Street indicated there were no public comments received during the meeting. ADJOURNMENT There being no further business or discussion, Trustee Benton moved to adjourn the meeting to go into Executive Session to discuss closed session minutes. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6) NAYS: None (0) The meeting was adjourned to Executive Session pursuant to Section 2(c)21 of the Illinois Open Meetings Act at 8:20 p.m. The next regular Board of Trustees meeting is scheduled to take place on Monday, January 4, 2 02 1, at 7:30 p.m. Board of Trustees Meeting December 21, 2020 Page 9 of 9 APPROVED: Mayor ATTEST: Village Clerk