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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 Board of Trustees Meeting February 3, 2020 Page 4 of 9 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 Board of Trustees Meeting February 3, 2020 Page 5 of 9 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. Board of Trustees Meeting February 3, 2020 Page 6 of 9 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 Board of Trustees Meeting February 3, 2020 Page 7 of 9 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 Board of Trustees Meeting February 3, 2020 Page 8 of 9 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 Page 9 of 9 APPROVED: L��r Mayor ATTEST: Village Clerk