01/21/2020January 21, 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 21,
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
Absent:
and that a quorum was present and in attendance. Also present were Assistant Village Manager
Andrew Lichterman and Ben Schuster, Village Attorney.
PLEDGE OF ALLEGIANCE Students from Deerfield High School lead those in
attendance in reciting the Pledge of Allegiance.
The students are present for their Issues in America class to learn about what is happening in
Deerfield.
GIVE WHERE YOU LIVE DEERFIELD Mayor Rosenthal reported the Give Where You
Live Deerfield event was very successful. This year,
Mary Ann Glowacz came up with the idea of decorating socks. Volunteers packed hygiene kits
which included socks, cards, soap and toiletries. There were also no -sew blankets with cards.
Food was collected for the West Deerfield Township Food Pantry. Everything will be distributed
for people in need. Mayor Rosenthal thanked the community for its generosity.
DEPARTMENTAL OBJECTIVES Director of Public Works and Engineering Bob
REPORT — PUBLIC WORKS AND Phillips presented highlights from the six month
ENGINEERING report for the Public Works and Engineering
Department. Engineering completed more than $7.5
million in infrastructure improvements. More than 9,000 linear feet of sanitary sewers were lined
and an additional 100,000 linear feet of storm sewers were cleaned and televised. There were 42
water main breaks in 2019, which is one of the lowest in many years. They had 200 visitors for
the Public Works Open House. All of the construction projects now have open houses, which
benefits Village residents. The water department has kept water loss down to less than 10
percent.
Mayor Rosenthal asked about what is causing the fire hydrant leaks. Mr. Phillips reported the
hydrants are getting old and sometimes opened by non -Village staff. Some of the hydrants need
to be replaced, as well.
Board of Trustees Meeting
January 21, 2020
Page 2 of 6
Trustee Shapiro asked what was done to reduce the water main leaks. Mr. Phillips stated the
Village has completed a lot of maintenance and made improvement to the water pumps.
DOCUMENT APPROVAL Trustee Struthers moved to accept the minutes
from the January 6, 2020, Board of Trustees
meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously on a voice
vote with Trustee Shapiro abstaining.
BILLS AND PAYROLL
Trustee Oppenheim moved to approve the Bills and
Payroll dated January 21, 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 There were no Public Comments on non -agenda
items.
REPORTS
CONSIDERATION AND ACTION OF
Mr. Lichterman reported the Plan Commission held
THE PLAN COMMISSION
a Public Hearing on December 12, 2019, to consider
RECOMMENDATION ON THE
the request for a Text Amendment, Special Use and
REQUEST FOR APPROVAL OF A
an Amendment to a Planned Unit Development to
TEXT AMENDMENT TO THE I-1
establish a 20,465 square foot Guidepost
OFFICE RESEARCH AND RESTRICTED
Montessori school. The proposed school would be
INDUSTRIAL DISTRICT TO ALLOW A
developed in two phases and the building footprint
PRIVATE PRESCHOOL AS A SPECIAL
from the former Hellenic American Academy
USE IN THIS DISTRICT; APPROVAL OF would not change. Phase one would include 11,416
A SPECIAL USE FOR PHASE I AND II
square feet on the south side of the building. Phase
FOR GUIDEPOST MONTESSORI
two would occupy the entire building and the school
SCHOOL AT 1085 LAKE COOK ROAD;
would occupy the space as enrollment dictates.
A TEXT AMENDMENT FOR SIGNAGE
This is estimated to be three to four years after
FOR A PRIVATE PRESCHOOL; AND
completion of phase one. The Plan Commission
AN AMENDMENT TO A PLANNED
voted 5-0 in favor of the request.
UNIT DEVELOPMENT (DEERFIELD
1085 LLC. AND HIGHER GROUND
Trustee Jester believes this is a good use for the
EDUCATION
property. Mayor Rosenthal appreciates the
cooperation with the Rochelle Zell school.
Trustee Jester moved to accept the report and recommendation of the Plan Commission. Trustee
Struthers seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
Board of Trustees Meeting
January 21, 2020
Page 3 of 6
NAYS: None (0)
CONSENT AGENDA
ORDINANCE 0-20-02 CREATING An Ordinance authorizing Text Amendments to
ZONING REGULATIONS FOR Article 2.03-D to adopt regulations for treehouses,
TREEHOUSES, PLAYHOUSES, playhouses, playsets and other playground
PLAYSETS AND OTHER equipment. Second Reading.
PLAYGROUND EOUIPMENT — 2R
ORDINANCE 0-20-03 AMENDING An Ordinance amending the Municipal Code to
SECTIONS 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. Second
SEWER — 2R Reading.
ORDINANCE 0-20-04 MODIFYING A
An Ordinance granting a modification from the
SIGN AT 1460 WAUKEGAN ROAD
Zoning Ordinance to allow a single sign face area of
(DEERFIELD BP) — 2R
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.
Second Reading.
RESOLUTION R-20-02 APPROVING A
RESTATED VILLAGE MANAGER
EMPLOYMENT AGREEMENT
A Resolution approving an employment agreement
for the Village Manager that restates and updates
relevant terms and conditions from the original
2007 agreement.
Trustee Struthers moved to accept the Consent Agenda and adopt the Ordinances and Resolution.
Trustee Oppenheim seconded the motion. The motion passed by the following vote
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
There was no Old Business.
OLD BUSINESS
NEW BUSINESS
Board of Trustees Meeting
January 21, 2020
Page 4 of 6
RESOLUTION R-20-03 APPROVING
AN AMENDMENT TO THE
PERSONNEL POLICIES AND
Administrative Service Coordinator Desiree van
Thorre presented the changes to the personnel
manual. She outlined there were three changes.
PROCEDURES MANUAL OF THE All employees must now participate in annual
VILLAGE OF DEERFIELD RE: harassment training. There is now wording that
HARASSMENT notifies employees that harassment can be reported
to other avenues other than staff. And anti -
harassment training is required for elected officials.
Trustee Oppenheim moved to adopt the Resolution. 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 THE Mr. Phillips reported the last water system models
WATER SYSTEM MODELING were performed in 1998 and 2014. The department
CONTRACT is looking to evaluate the water quality, source of
supply, storage and distribution. They are also
looking for a demand analysis, an improvement plan and a water and sewer rate study. As part of
the five-year Capital Improvement Program, the department has plans to engineer and construct
infrastructure improvements throughout the Village. Many of the improvements include water
main construction and maintenance of portions of the distribution system. The new model will
provide information for project planning and system maintenance for many years.
The department has interviewed several qualified design firm consultants in an effort to select
the firm that may provide the best service for water service modeling. Baxter and Woodman
seemed to be most qualified for this project. The department budgeted $200,000 for this project.
Trustee Oppenheim moved to award the water system modeling contract to Baxter and
Woodman in an amount not to exceed $146,600. Trustee Benton seconded the motion. The
motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
RESOLUTION R-20-04 FOR THE MFT The MFT Resolution appropriates and authorizes
DEERFIELD ROAD RESURFACING maintenance expenditures for the 2020 Deerfield
PROJECT Road resurfacing project. The project will include
resurfacing Deerfield Road from the Metra viaduct
to Wilmot Road and will be completed in conjunction with the Lake County resurfacing project
of Deerfield Road west of Wilmot Road. Assistant Village Engineer Tyler Dickinson reported
the budgeted amount of the project is $1,000,000, which includes $750,000 in MFT funds.
Board of Trustees Meeting
January 21, 2020
Page 5 of 6
Trustee Struthers moved to adopt the MFT Resolution for the 2020 Deerfield Road resurfacing
project. Trustee Shapiro seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
PUBLIC HEARING RE: THE Mr. Dickinson indicated that as part of the Village's
VILLAGE'S STORM WATER Storm Water Management Plan, the Village needs
MANAGEMENT PLAN AS REQUIRED to hold a public meeting where public comments
BY THE NATIONAL POLLUTANT can be heard.
DISCHARGE ELIMINATION SYSTEM
Trustee Shapiro moved to open the Public Hearing.
Trustee Oppenheim seconded the motion. The motion passed unanimously on a voice vote.
Trustee Oppenheim did not realize there were regulations for construction site cleaning and
hosing down concrete and cement mixers. Some of the construction materials can be hazardous.
She would like staff to inform residents what is not allowed so it can be stopped. Trustee Jester
noted there is a tremendous amount of documentation and reporting. Mr. Lichterman noted the
Village can put information in D=Tales and on the Village website.
Resident Arnold Footle noted he sees contractors flushing water into the street and sewer. He
questioned who to call at night. Staff directed him to the non -emergency Police Department line.
Trustee Oppenheim move to close the Public Hearing. Trustee Benton seconded the motion.
The motion passed unanimously on a voice vote.
AUTHORIZATION OF COST As part of the Fountains Subdivision HOA, Trustee
PARTICIPATION IN THE FOUNTAINS Benton recused himself. Mr. Phillips reported the
SUBDIVISION POND DREDGING Fountains of Deerfield subdivision has a centrally
PROJECT located detention that was designed with a specific
storage volume. Once the maximum storage volume
is achieved, the basin flows through an outflow pipe and eventually reaches the Village's storm
sewer collection system. The Village has met with members of the BOA several times, and
learned that 38 percent of the tributary storm water comes from the Village -owned storm sewer
system. Since the Village storm sewer system contributes to the sediment that is deposited within
the basin, the HOA is requesting that the Village participate financially with respect to the
dredging project.
The Mayor and Village Board approved the Village's financial participation in May of 2019. The
final cost of the project was $85,000, increasing the Village obligation from $26,600 to $32,300.
The Village agreed that our financial participation would come in the way of a waiver of
permitting fees for several infrastructure projects that were completed in 2019. The Village
collected $14,925 in permitting fees. Therefore, the new recommendation is to refund the
permitting fees and pay the remaining $17,374, for a total of $32,300 to the BOA as our
contribution to the dredging project.
Board of Trustees Meeting
January 21, 2020
Page 6 of 6
Trustee Shapiro moved to authorize the cost of participation in the Fountains Subdivision
dredging project. Trustee Oppenheim seconded the motion. The motion passed by the following
vote:
AYES: Jester, Oppenheim, Seiden, Shapiro, Struthers (5)
NAYS: None (0)
RECUSE: Benton (1)
DISCUSSION
NW MUNICIPAL CONFERENCE Mayor Rosenthal and Mr. Street, along with
representatives from Bannockburn, Highland Park,
Lake Forest and Lake Bluff met with State Senator Julie Morrison and State Representative Bob
Morgan to discuss issues for the Northwest Municipal Conference legislative agenda. The issues
included a service tax, sales tax receipt reductions and ]DOT problems and delays. Senator
Morrison will be at the Northwest Municipal Conference brunch.
COMMITTEE OF THE WHOLE Mr. Lichterman reported there will be a Committee
of the Whole meeting on January 27, 2020, from 5
to 7 pm.
ADJOURNMENT There being no further business or discussion,
Trustee Benton moved to adjourn the meeting.
Trustee Shapiro seconded the motion. The motion passed unanimously on a voice vote. The
meeting was adjourned at 8:26 p.m.
The next regular Board of Trustees meeting will take place on Monday February 3, 2020, at 7:30
p.m.
APPROVED: ._ f
Mayor
ATTEST:
2�54
Village Clerk