02/03/2020February 3, 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 February 3,
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
Dan Shapiro
Barbara Struthers
Absent: William Seiden
and that a quorum was present and in attendance. Also present were Village Manager Kent
Street and Steven Elrod, Village Attorney.
PLEDGE OF ALLEGIANCE Mary Gramins lead those in attendance in reciting
the Pledge of Allegiance.
PROCLAMATION — 100.. Mayor Rosenthal proclaimed February 14, 2020
ANNIVERSARY OF THE LEAGUE as the date to celebrate the League of Women
OF WOMEN VOTERS Voters of Deerfield and its vision of a democracy
where every person has the desire, the right, the
knowledge and the confidence to participate.
Trustee Struthers moved to accept the Proclamation. Trustee Benton seconded the motion. The
motion passed unanimously on a voice vote.
Ms. Gramins thanked the Village for recognizing the League of Women Voters. In 1919, the
government passed the 19a' Amendment allowing women to vote and the League was formed to
help inform the new voters. The League is a non -partisan group. In Deerfield, they registered
129 high school students and hosted candidate forums in the last year.
DOCUMENT APPROVAL Trustee Oppenheim moved to accept the minutes
from the January 21, 2020, Board of Trustees
meeting and the January 27, 2020, Committee of the Whole meeting. Trustee Shapiro seconded
the motion. The motion passed unanimously on a voice vote.
TREASURER'S REPORT Finance Director Eric Burk presented highlights
from the December 2019 treasurer's report
representing the unadjusted and unaudited report for fiscal year 2019. Sales tax net of the rebate
decreased. Water and sewer billing increased from the prior year. Hotel tax increased from prior
year. Building permit revenue exceeds the budget. The Village has recovered 56 percent of funds
from fN4ET.
Board of Trustees Meeting
February 3, 2020
Page 2 of 9
BILLS AND PAYROLL
Oppenheim seconded the motion
Trustee Struthers moved to approve the Bills and
Payroll dated February 3, 2020. Trustee
The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
PUBLIC COMMENT There were no Public Comments on non -agenda
items.
FORWARDING OF THE PLAN Mayor Rosenthal indicated the Park District has
COMMISSION RECOMMENDATION requested this item be continued to a later date.
ON THE REQUEST FOR APPROVAL OF Mr. Street noted the Park District is meeting on
AN AMENDMENT TO A SPECIAL USE February 6, 2020.
TO ADD FOUR (4) PICKLEBALL
COURTS TO DEERSPRING PARK
Trustee Oppenheim moved to continue discussion
to March 16, 2020. Trustee Benton seconded the
motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
CONSIDERATION AND ACTION OF The Plan Commission held a Public Hearing on
THE PLAN COMMISSION
January 9, 2020, to consider a request for a Special
RECOMMENDATION ON THE
Use to permit a Brunch Cafe at the south end of the
REQUEST FOR A SPECIAL USE TO
Cadwell's Corners Shopping Center and an
PERMIT THE ESTABLISHMENT OF A
amendment to the Commercial PUD for exterior
RESTAURANT FOR BRUNCH CAFE AT changes to the Center. The Plan Commission voted
THE SOUTH END OF THE CADWELL'S 6-0 in favor of the requests with the condition that
CORNERS SHOPPING CENTER, AND
there will be no breakfast lunch tagline on the
AN AMENDMENT TO THE
signage, garbage pickup will be no earlier than 7:00
COMMERCIAL PLANNED UNIT
a.m., a "No Thru Traffic" sign will be posted along
DEVELOPMENT (PUD) FOR EXTERIOR the back of the Center and the Appearance Review
CHANGES TO THE CADWELL'S
Commission approve the updated lighting plan for
CORNERS SHOPPING CENTER
the property. The Appearance Review Commission
(PROPERTY OWNER NORCOR
met on January 27, 2020 to consider the updated
CADWELL'S ASSOCIATES AND
lighting plan for the center. The ARC voted 4-0
BUSINESS BRUNCH CAFE)
in favor of the request.
Shawn Devine from Norcor Cadwell Associates, the property owner of Cadwell's Corners,
highlighted some of the key points of their request. They are requesting a Special Use for Brunch
Board of Trustees Meeting
February 3, 2020
Page 3 of 9
Cafe, a color change and facade change. The Brunch Cafe request meets Village requirements
and they have agreed to comply with the loading requirements of the center. In addition,
ownership will construct a brick garbage structure as well as additional landscape screening.
They also consulted with Lakeshore Recycling to minimize noise disturbance to the neighbors.
Mr. Devine noted they agreed to place prominent signage at the restaurant and garbage enclosure
to direct any residents to contact ownership if there are any issues. He believes the potential for
adverse impacts is minimal.
The facade modifications include splitting the former Fresh Thyme space into Planet Fitness and
Dollar Tree. Dollar Tree expressed concern about the lack of visibility and signage available for
their business. The new facade was enhanced to address their concern and will not have negative
impact on the area.
They are requesting permission to change the shopping center colors to remove the red and
yellow color combination. The new neutral color scheme will provide a fresh, more
contemporary look and will attract tenants to the center.
Mayor Rosenthal believes this is a great improvement. Andy Zatos, owner of Brunch Cafe,
stated they have other locations in the suburbs. They are open from 6:30 a.m. to 2:30 p.m. every
day. Mayor Rosenthal noted the arbor vitae will be located in front of the church. Village Planner
Dan Nakahara noted they have not heard back from the church. Mayor Rosenthal noted some
residents were concerned about odors. If this becomes an issue, this may be revisited.
Trustee Shapiro inquired about the wording on the new sign. Mr. Devine noted that an appeal is
not part of the request at this time. The signage, as approved, would not include the tag line. Ms.
Delevitt noted the ARC has traditionally eliminated tag lines if it is not part of their registered
name. Because the business is called Brunch Cafe, the name conveyed the message. Mayor
Rosenthal noted the sign is larger because it does not have the tag line. Mr. Street noted the
simplified proposal is a start, but the petitioner may come back for an appeal.
Trustee Oppenheim moved to accept the report and recommendation of the Plan Commission.
Trustee Benton seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
Mr. Street reported the petitioner would like to proceed with a building permit, at their own risk.
Based on the Board's decision, he will work with the Village Attorney and petitioner to provide
an agreement. Mr. Devine stated they are committed to completing the facade by April 1 for
Dollar Tree. Mr. Street noted there will be an action item at the next Board of Trustees meeting.
CONSIDERATION AND ACTION OF The Plan Commission held a Public Hearing on
THE PLAN COMMISSION January 9, 2020, to consider a request for a Special
RECOMMENDATION ON THE Use for a massage establishment in Deerfield Park
REQUEST FOR A SPECIAL USE TO Plaza Shopping Center. The Plan Commission
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February 3, 2020
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ALLOW A MASSAGE ESTABLISHMENT voted 6-0 in favor of the request.
IN UNIT A3 IN THE DEERFIELD PARK
PLAZA SHOPPING CENTER AT 405 Trustee Oppenheim moved to accept the report and
LAKE COOK ROAD (MOSAIC recommendation of the Plan Commission. Trustee
PROPERTIES AND ASIAN FOOT SPA) Benton seconded the motion. The motion passed
by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
CONSIDERATION AND ACTION OF
THE PLAN COMMISSION
RECOMMENDATION ON THE
REQUEST FOR A SPECIAL USE TO
ALLOW A MASSAGE
ESTABLISHMENT IN SUITES 119 AND
10013 IN THE 400 LAKE COOK ROAD
The Plan Commission held a Public Hearing on
January 9, 2020, to consider a request for a Special
Use to allow a massage establishment in the 400
Lake Cook Road building. The Plan Commission
voted 6-0 in favor of the request.
At their January 27, 2020 meeting, the Appearance
BUILDING (PROPERTY OWNER Review Commission was pleased with the sign
IMPERIAL REALTY AND BUSINESS A changes.
PLUS MASSAGE)
Trustee Struthers noted the parking lot is not in
great shape. Julia Klairmont, representing Imperial Realty, stated they would be fixing the
parking lot in the spring.
Trustee Oppenheim moved to accept the report and recommendation of the Plan Commission.
Trustee Shapiro seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
CONSENT AGENDA
ORDINANCE AMENDING SECTIONS An Ordinance amending Sections 6.01-C and 9.02-
6.01-C AND 9.02-C OF THE DEER -FIELD C of the Deerfield Zoning Ordinance of 1978, as
ZONING ORDINANCE OF 1978, AS amended, to permit a private preschool in the I-1
AMENDED, TO PERMIT A PRIVATE Office, Research and Restricted Industrial
PRESCHOOL AS A SPECIAL USE AND District. First Reading.
SIGNS FOR PRIVATE PRESCHOOL
USES IN THE I-1 OFFICE, RESEARCH,
AND RESTRICTED INDUSTRIAL
DISTRICT— 1R
ORDINANCE AUTHORIZING A An Ordinance authorizing a Special Use Permit
SPECIAL USE PERMIT AND and amendment to an Industrial Planned Unit
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February 3, 2020
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AMENDMENT TO AN INDUSTRIAL Development for the establishment of a private
PLANNED UNIT DEVELOPMENT FOR preschool. First Reading.
THE ESTABLISHMENT OF A PRIVATE
PRESCHOOL FACILITY (1085 LAKE
COOK ROAD] — 1R _
There was no Old Business.
OLD BUSINESS
NEW BUSINESS
AUTHORIZATION TO AWARD WRF The Village's sanitary treatment and conveyance
PROCESS INVESTIGATION PROJECT system services more than seven square miles and
provides collection, treatment and disposal of the
Village's sanitary waste. In 2019, the WRF had a significant odor event related to the disposal
and transportation of bio-solids. As a result, funds were budgeted for calendar year 2020 to
conduct a process investigation to review the treatment operations and existing odor conditions.
Water Reclamation Facility Supervisor Brandon Janes indicated the Department interviewed
several qualified environmental firms in an effort to select the firm that may provide the best
service with respect to operations and odor remediation and believe Donohue Associates, along
with Webster Environmental Associates, will meet the Village's needs. The Village budgeted
$50,000 for this project, which is less than the proposal. Staff recognized efficiencies in other
projects and is proposing to utilize those savings to cover the additional expense.
Trustee Oppenheim moved to award the contract for the WRF Process Investigation Project to
Donohue Associates in the amount of $86,000. Trustee Benton seconded the motion. The
motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
AUTHORIZATION TO APPROVE In November 2019, the Trustees authorized
BIOSOLIDS REMOVAL expenditures up to $25,000 to cover the cost of bio-
solid hauling. Due to the field conditions, the
hauling could not be completed until January 2020. By this time, the storage barn had filled to
capacity and the total volume removed increased resulting in an increased cost.
Mayor Rosenthal questioned the difference in cost. Mr. Janes explained this is a one-time
adjustment. Due to the additional distance, the cost increased by $10 per cubic yard.
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February 3, 2020
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Trustee Struthers moved to approve biosolid removal in the amount of $48,897.80. Trustee
Oppenheim seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
AUTHORIZATION TO APPROVE Assistant Village Engineer Tyler Dickenson
ADDITIONAL EXPENDITURES FOR reported the redevelopment agreement for 702
THE CONSTRUCTION ENGINEERING Elm Street states the engineering oversight costs are
SERVICES FOR THE 702 ELM STREET the developer's responsibility. Therefore, the
DEVELOPMENT Village will be paying all engineering fees and
seeking reimbursement from the owner. The
demolition was completed in 2018, but the development has progressed slower than expected
resulting in increased engineering oversight costs. Through 2019, the Village has been billed
roughly $20,000 for engineering oversight for this project. Due to a longer than anticipated
project schedule, staff is requesting that the Trustees approve additional expenditures of $20,000
to this contract for the continued construction engineering and oversight which would bring the
total contract, which is billed hourly and only as needed, up to $40,000.
Trustee Oppenheim moved to approve the additional expenditures of $20,000. Trustee Shapiro
seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
AUTHORIZATION TO AWARD Mr. Dickenson reported the Village requires
CONTRACT FOR CONSTRUCTION inspections to be performed throughout the
ENGINEERING SERVICES FOR THE construction process. Staff intends to contract with
ORACLE INNOVATIONS LAB Manhard Consulting for engineering services.
REDEVELOPMENT PROJECT Mayor Rosenthal expressed concern that the Village
may be spreading the consultant too thin. Mr.
Dickenson noted Manhard Consulting has deep capabilities and staff to perform well. Mr. Street
requested staff advise them of this concern. Mr. Dickenson indicated the cost is covered by
permit fees.
Trustee Oppenheim moved to award the contract for construction engineering services for the
Oracle Innovations Lab redevelopment project to Manhard Consulting in an amount not to
exceed $25,000. Trustee Benton seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
AUTHORIZATION TO APPROVE Mr. Dickenson explained the Department performs
ADDITIONAL EXPENDITURES FOR various utility and site inspections as part of the
GENERAL ENGINEERING permitting process. Last year, the Village
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February 3, 2020
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INSPECTIONS FOR THE 2019
CALENDAR YEAR
the approved amount by $2,083.
contracted with Manhard Consulting to perform
these inspections on an as -needed basis. The final
contract value for 2019 was $22,083, which exceeds
Trustee Oppenheim moved to approve the total expenditure for general engineering inspections
for the 2019 calendar year in the amount of $22,083. Trustee Shapiro seconded the motion. The
motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
AUTHORIZATION TO AWARD
ENGINEERING CONTRACT FOR THE
STORM WATER MASTER PLAN
Mr. Dickinson reported that during the 2019
budget meetings, the Engineering Department
expressed the desire to initiate a master plan for the
storm sewer system in 2020.
The scope of the master plan includes studying and analyzing the existing storm sewer system,
building and confirming a hydraulic model, determining flood reduction projects, preparing a
Village wide drainage study report and exploring the possible validity of a future storm water
utility fee. Due to the overall complexity and size of the project, it is anticipated that the final
report will not be completed until mid-2021.
The Village selected Christopher B. Burke Engineering Ltd. as the most qualified firm for this
project. The Department planned for $225,000 over the next two years to complete this project.
Although the proposal exceeds the budgeted amount, staff would like to utilize the savings from
other professional service contractors to help offset the overage.
Mayor Rosenthal believes this is a good example of strategic planning for one department.
Trustee Oppenheim noted the Village does a lot of work with Christopher B. Burke and
questioned if they are spread too thin. Mr. Dickenson noted they are very large and have their
own water and hydrology department. Mr. Street asked that this concern be conveyed to the
company.
Trustee Oppenheim moved to award the engineering contract for the storm water master plan to
Christopher B. Burke Engineering Ltd. in an amount not to exceed $253,799. Trustee Benton
seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
AUTHORIZATION TO AWARD THE Mr. Dickenson reported the Woodvale Avenue
CONSTRUCTION CONTRACT FOR reconstruction project includes improvements to
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February 3, 2020
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THE WOODVALE AVENUE Woodvale Avenue, Woodridge Court and North
RECONSTRUCTION PROJECT Avenue east of Wincanton Road. The scope of
work for the project includes a full roadway
reconstruction on Woodvale Avenue and Woodridge Court, roadway patching on North Avenue,
storm sewer installation and adjustments, water main replacement where needed, installation of a
new native landscaped swale, sidewalk widening / replacement and parkway restoration.
Weather depending, the project is anticipated to begin in April with a completion date of early
September. The Department has budgeted $2 million for this project as part of the 2020 Capital
Improvement Program. The low bidder, A Lamp Concrete Contractors is pre -qualified by IDOT
to perform the work.
Mr. Dickenson sat with representatives from A Lamp to discuss the Village's concerns regarding
their performance on some of last year's projects. He is confident they will do better.
Trustee Struthers moved to award the Woodvale Avenue reconstruction project to A Lamp
Concrete Contractors in the amount of $1,925,163. Trustee Shapiro seconded the motion. The
motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
DISCUSSION
KUDOS TO PUBLIC WORKS Trustee Benton thanked the Public Works
Department for fixing the pavement on Kates Road
Following the water main break.
THANK YOU Mayor Rosenthal thanked those that attended the
Northwest Municipal Conference legislative
brunch. She noted the State legislature will not look at taxes for non -retail service
establishments at this time. She believes the Village needs to keep letting the legislature know
that this is important.
CONGRATULATIONS
honored at a future meeting.
ADJOURNMENT
Trustee Shapiro seconded the motion
meeting was adjourned at 8:48 p.m.
Mayor Rosenthal reported the DHS Warrior Dance
Team took first place in State. They will be
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, February 18, 2020, at
7:30 pm.
Board of Trustees Meeting
February 3, 2020
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APPROVED: L��r
Mayor
ATTEST:
Village Clerk