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01/06/2020January 6, 2020 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 January 6, 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 Barbara Struthers Absent: Dan Shapiro and that a quorum was present and in attendance. Also present were Village Manager Kent Street and Steven Elrod, Village Attorney. PLEDGE OF ALLEGIANCE Scouts from Troop 4150 led those in attendance in reciting the Pledge of Allegiance. The scouts introduced themselves and their scout leader Carrie Schmidt. Ms. Schmidt reported that as of February 2, 2019, girls have been allowed to become part of BSA. This is one of the first female scout groups and several of the scouts are working toward becoming Eagle Scouts. On February 21, 2020, they will have a fundraiser, DEERFIELD ROTARY Representatives from Deerfield Rotary discussed the charities they support. For the past 45 years, both Deerfield and Northbrook Rotary have helped the homeless with their annual Coat Off Your Back drive. Deerfield Rotary President Pete Wirtz reported they collected more than 2,600 coats to be donated to the homeless. The drive recently ended. The average age of a homeless person in Lake County is 11. A homeless person is anyone without a permanent residence. Rotary is based out of Evanston and 100 percent of the money raised goes to charity. Their main emphasis for 40 years has been to end polio. They try to bring clean water to underprivileged countries. They have a game night coming up to support scouts. Rotarian Barry Gray reported there will be a Rotary trip to Guatemala in March where they build classrooms, tables, beds, etc. CANNABIS Mr. Elrod indicated in the Village's Ordinance, the implementation of the regulations were delayed until after various State agencies adopted additional standards and regulations. Once the regulations are adopted by the State, the Village has 30 days to review. If no regulations are adopted by July 1, 2020, the Village Ordinance will be effective on August 1, 2020. The Illinois Department of Agriculture adopted some regulations, but they did not include regulations on THC levels and it appears the State may not place any. He will look further into the matter and report back to the Mayor and Village Board. Mr. Elrod has worked with the Village Manager and Police Chief about enforcement of the law that became effective January 1, 2020. Board of Trustees Meeting January 6, 2020 Page 2 of 7 DEPARTMENTAL OBJECTIVES Management Analyst David Fitzgerald -Sullivan REPORT —ADMINISTRATION _,presented highlights from the six-month report for the Administration department. In the past year, the Village Manager's office renewed all liquor licenses in the Village. All businesses that sell liquor are in compliance. They recently launched the Adopt -a -Hydrant program. Staff has worked with the Village Attorney on an RFP for janitorial services to provide a greener approach. They also completed a test of robotic automation for invoice entry. They will roll this out to other departments this year. They have hosted a number of programs and special events including Harvest Fest and Winter Celebration. DOCUMENT APPROVAL Trustee Oppenheim moved to accept the minutes from the December 16, 2019, Board of Trustees meeting. Trustee Benton seconded the motion. The motion passed unanimously on a voice vote. TREASURER'S REPORT Finance Director Eric Burk presented highlights from the Treasurer's Report for November 2019 representing 92 percent of the fiscal year. Sales tax net of the rebate decreased. Water and sewer billings also decreased as expected. Hotel income and food and beverage tax increased over prior year and exceeded projection. Mayor Rosenthal asked about the State's surcharge on remitting the home rule sales tax. Mr. Burk noted the fee has gone down since it was first introduced. BILLS AND PAYROLL Trustee Struthers moved to approve the Bills and Payroll dated January 6, 2020. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) PUBLIC COMMENT Alyssa Klein lives at 231 Ramsay, which backs up to Deerspring Park, where the Park District is proposing four pickleball courts. This will remove the open green space, which is used for recreation. If the proposal is approved, there will be no space in the neighborhood for recreation. The construction of more than 400 linear feet of 10 foot high fence will affect the aesthetics of the neighborhood. The proposed fencing would be 10 feet from the current pool fencing. She requested a three dimensional drawings for what the park would look like with the courts. Ms. Klein is also concerned about the noise generated from pickle ball. Deerfield has many large parks that would better serve pickle ball. Mayor Rosenthal suggested Ms. Klein approach the Park Board. Bruce Klein, 231 Ramsay, is most concerned about the noise. He asked the Trustees to Google pickleball noise complaints. It is a national issue. Studies show pickleball courts should be located 500-600 feet away from residential. His property is 200 feet from the proposed location. Michael Fine believes the Park District Board is not listening to residents. They have a better locations to put the pickleball courts. His neighbors have signed petitions objecting to removing Board of Trustees Meeting January 6, 2020 Page 3 of 7 all the green space in Deerspring Park. They are coming to the Board as the Village has the ultimate approval of the Zoning. Mr. Fine is also concerned about the flooding when the green space is removed. There were no Reports. REPORTS CONSENT AGENDA ORDINANCE CREATING ZONING An Ordinance authorizing Text Amendments to REGULATIONS FOR TREEHOUSES, Article 2.03-D to adopt regulations for treehouses, PLAYHOUSES, PLAYSETS AND playhouses, playsets and other playground OTHER PLAYGROUND EQUIPMENT equipment. First Reading. ORDINANCE AMENDING SECTIONS An Ordinance amending the Municipal Code to 17-4, 17-6 AND 17-9 OF THE provide the Village of Deerfield the ability to more MUNICIPAL CODE RE: ILLICIT stringently regulate illicit discharges to the Middle DISCHARGES INTO THE STORM and West Forks of the Chicago River. First SEWER — 1R Reading. RESOLUTION R-20-01 AMENDING A Resolution amending the annual fee resolution THE ANNUAL FEE RESOLUTION regarding plan review fees, fire hydrant fees and REGARDING PLAN REVIEW FEES, costs for the purchase of lined -main -tap saddle FIRE HYDRANT FEES AND COSTS FOR systems for sanitary sewers. THE PURCHASE OF LINED -MAIN -TAP SADDLE SYSTEMS ORDINANCE AUTHORIZING A SIGN An Ordinance granting a modification from the MODIFICATION AT 1460 WAUKEGAN Zoning Ordinance to allow a single sign face area of ROAD (DEERFIELD BP) — 1R 41.02 square feet in lieu of the allowed 32 square feet, an aggregate sign face area of 82.05 square feet in lieu of the allowed 64 square feet, a sign height of 16 feet in lieu of the allowed 6 feet and a back-to-back sign face separation of 13 inches in lieu of the allowed maximum of 12 inches. First Reading. Trustee Seiden moved to accept the Consent Agenda and pass the Resolution. Trustee Oppenheim seconded the motion. The motion passed by the following vote AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) OLD BUSINESS Board of Trustees Meeting January 6, 2020 Page 4 of 7 ORDINANCE 0-20-01 PLACING A ONE- An Ordinance placing a one-year moratorium on YEAR MORATORIUM ON CHAUFFEUR chauffeur/taxi license requirements. Second / TAXI LICENSE REQUIREMENTS — 2R Reading. Trustee Seiden moved to adopt the Ordinance. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) NEW BUSINESS AUTHORIZATION TO AWARD The Engineering Department has targeted CONTRACT FOR GREENWOOD Greenwood Avenue east of Waukegan Road for AVENUE EAST DESIGN SERVICES rehabilitation services in 2021. The roadway is in poor condition and the existing storm sewers require replacement. Flooding has occurred during heavy rain events, necessitating drainage improvements. Director of Public Works and Engineering Bob Phillips reported the department has budgeted for design work within the 2020 budget. He explained they recently met with residents and they will work with the residents about sprucing up the area. Staff recommends awarding the contract for Greenwood Avenue East design services to Gewalt Hamilton Associates in an amount not to exceed $70,150. Mr. Street noted the Village needs to work on the easements for the water main as well as fix the dead end water main. Trustee Oppenheim moved to award the contract for the Greenwood Avenue East design services to Gewalt Hamilton Associates in an amount not to exceed $70,150. 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 THE The Village initiates a non-destructive pavement CONTRACT FOR PAVEMENT condition survey every three years. IMS has CONDITION SURVEY performed this service for the Village three times in the past 10 years. Mr. Phillips explained the goal is to have every Village street at level 70 or above. Trustee Struthers asked that information about how Village roads are selected for reconstruction be shared with residents. The Department has budgeted $40,000 in the 2020 budget. Staff is requesting authorization to complete the 2020 Pavement Condition Survey with IMS, LLC in the amount of $39,025. Board of Trustees Meeting January 6, 2020 Page 5 of 7 Trustee Struthers moved to award the contract for the 2020 pavement condition survey to IMS, LLC in the amount of $39,025. 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 THE The Village proposes to line 8,910 linear feet of CONTRACT FOR SANITARY SEWER sanitary sewer in 2020. Four bids were received, LINING with the lowest bid coming in higher than the $400,000 budgeted for the project. Assistant to the Director of Public Works and Engineering Justin Keenan recommended awarding the contract for the bid price of $410,642.45, as every segment scheduled for lining this year is in poor condition. The Public Works and Engineering Department requests the Village Trustees award the 2020 contract for sanitary sewer lining to Visu-Sewer in an amount not to exceed $410,642.45. Trustee Oppenheim moved to award the 2020 contract for sanitary sewer lining to Visu-Sewer in an amount not to exceed $410,642.45. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD THE With the upcoming storm water management plan, CONTRACT FOR STORM SEWER the Department is beginning to transition their focus TELEVISING AND LINING on storm sewer needs throughout the Village. The goal is to prevent costly sewer repairs on recently paved streets and to ensure storm sewers function at full capacity. Mr. Street noted that the Village is on the forefront of this process. The Public Works and Engineering Department requests a waiver of the competitive bidding process to award the 2020 contract for storm sewer televising and lining to Visu-Sewer in an amount not to exceed $100,000. Trustee Oppenheim moved to award the contract for storm sewer televising and lining to Visu- Sewer in an amount not to exceed $100,000. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD THE There are 20 homes partially or wholly within the CONTRACT FOR PHASE III FEMA designated 100-year flood plain along ENGINEERING SERVICES TO CBBEL Woodvale Avenue. The Village and design FOR WOODVALE PROJECT engineer Christopher B. Burke Engineering, Ltd., Board of Trustees Meeting January 6, 2020 Page 6 of 7 worked to outline and develop drainage improvements along Woodvale Avenue. The residents selected a choice with modest flood improvements because the residents did not want to give up parkway. Mr. Elrod noted notifying the residents was an accommodation and not legally required. Assistant Village Engineer Tyler Dickinson noted the project will include roadway reconstruction and patching, storm sewer installation and adjustments and sidewalk replacement and widening. Construction projects within FEMA flood plains require extra coordination with governing bodies as well as additional documentation. The Village believes Christopher B. Burke Engineering is best qualified to assist with the construction engineering for this project. Trustee Oppenheim wants to give a written explanation to homeowners about what this improvement will and will not accomplish in terms of drainage and capacity. Mr. Street noted once the final design is completed, the Village can notify residents. Trustee Struthers noted a consensus of homeowners did not know two-thirds of their front yard is Village property. Mr. Dickinson noted neither option provided a solution for a 25-year flooding event. He reported the Department has budgeted $250,000 in the 2020 budget and is requesting authorization to award the contract for Phase III engineering services for the Woodvale Project to Christopher B. Burk Engineering in an amount not to exceed $186,555. Trustee Oppenheim moved to award the contract for Phase III engineering services for the Woodvale Project to Christopher B. Burk Engineering in an amount not to exceed $186,555. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) DISCUSSION GIVE WHERE YOU LIVE DEERFIELD Mayor Rosenthal reported the Village will host Give Where You Live Deerfield on Martin Luther King Day, January 20, 2020, from noon to 2 p.m. at Village Hall. COMMITTEE OF THE WHOLE p.m. ADJOURNMENT Trustee Benton seconded the motion. meeting was adjourned at 8:38 p.m. Mr. Street reported there will be a Committee of the Whole meeting on January 27, 2020, from 5 to 7 There being no further business or discussion, Trustee Oppenheim 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 Tuesday, January 21, 2020 at 7:30 p.m. Board of Trustees Meeting January 6, 2020 Page 7 of 7 C Mayor ATTEST: Village Clerk