03/16/2020March 16, 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 March 16,
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 Kent Street, Village
Manager and Steven Elrod, Village Attorney.
PLEDGE OF ALLEGIANCE
DOCUMENT APPROVAL
Trustee Benton seconded the motion
BILLS AND PAYROLL
Mayor Rosenthal lead those in attendance in
reciting the Pledge of Allegiance.
Trustee Oppenheim moved to accept the minutes
from the March 2, 2020, Board of Trustees meeting.
The motion passed unanimously on a voice vote.
Trustee Struthers moved to approve the Bills and
Payroll dated March 2, 2020. Trustee Oppenheim
seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
PUBLIC COMMENT
Assistant Village Manager Andrew Lichterman
reported on the COVID-19 virus. The virus is a
new strain of the coronavirus and can result in serious illness and death. There have been dozens
of cases reported in the State and one reported case in the Village. On Tuesday, March 10, 2020,
the Village met with community stakeholders including the school districts, Lake County Health
Department, North Shore Hospital System and the Cities of Highland Park and Highwood. On
Wednesday, March 11, 2020, the Village executive staff met with the Deerfield Park District,
Deerfield -Bannockburn Fire Protection District and the Deerfield Library to review impacts to
each entity, possible closing protocols and continuity of operation plans. On Friday, March 13,
2020, the Village issued a new administrative workplace policy in response to Covid-19 allowing
a large amount of the Village workforce to work remotely beginning today while continuing to
provide public services. These policies are in place through at least April 1, 2020. Village
meetings have been cancelled with the exception of the Board of Trustees and other emergency
meetings. On Saturday, March 14, 2020, the Village's executive staff team held a conference
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March 16, 2020
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call to review each department's continuity of operations plans. Staff worked closely with the
Lake County Department of Public Health and the Illinois Department of Public Health to obtain
information and protocols related to an individual with a confirmed case of Covid-19 and a
relative of a Deerfield High School student. Yesterday, Governor Pritzker mandated all bars and
restaurants close for onsite consumption by 5:00 p.m. today through Monday, March 30, 2020.
Home food delivery, drive-thru and curbside delivery will be allowed. The Village website has a
link to take out and delivery options and is working with the DBR Chamber of Commerce to
assist the business community.
Today, the Governor issued Executive Order #5 mandating that all public and private gatherings
of 50 or more are prohibited in the State. This does not include essential services such as grocery
stores, gas stations or hardware stores. Section 6 allows a quorum of a public body, such as the
Village Board, to be allowed to meet telephonically.
Mr. Lichterman reported the various public entity closings including the school districts, library,
park district and Patty Turner Center. The food pantry and Township have limited capabilities.
The Village buildings, except the police station, are closed for at least two weeks. Plans are in
place for all essential Village services to continue and staff is available primarily via phone or
email. Waste collection will continue as scheduled.
The Village's top priority is to promote the health and safety of the residents and staff. They will
continue to evaluate and refine these plans.
Staff is requesting residents to continue hand washing, routine cleaning of frequently touched
surfaces and practice social distancing. Look for reliable sources for more information. Mr.
Lichterman thanked everyone for their support. Mayor Rosenthal thanked the staff for keeping
the Village running. She reminded people that Village business can be conducted by calling the
Village Hall number or Public Works number. She urged residents to not overload the police
dispatchers.
REPORTS
CONSIDERATION AND ACTION OF It is recommended that this agenda item be tabled to
THE PLAN COMMISSION the April 20, 2020 Board of Trustees.
RECOMMENDATION ON THE
REQUEST FOR APPROVAL OF AN
AMENDMENT TO A SPECIAL USE TO
ADD FOUR (4) PICKLEBALL COURTS
TO DEERSPRING PARK (DEERFIELD
PARK DISTRICT)
CONSIDERATION AND ACTION ON
THE REPORT AND
RECOMMENDATION OF THE PLAN
Trustee Shapiro moved to table this agenda item to
the April 20, 2020 Board of Trustees meeting.
Trustee Oppenheim seconded the motion. The
motion passed unanimously on a voice vote.
Trustee Oppenheim noted the only change is the
properties that were acquired by the Park District
by Jewett Park. They were rezoned from residential
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COMMISSION ON THE REQUEST FOR to public land.
APPROVAL OF 2020 ZONING
ORDINANCE MAP Trustee Oppenheim moved to accept the report and
recommendation of the Plan Commission approving
the 2020 Zoning Ordinance map. Trustee Benton seconded the motion. The motion passed by
the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
There was no Consent Agenda.
There was no Old Business.
CONSENT AGENDA
OLD BUSINESS
NEW BUSINESS
ORDINANCE 0-20-09 AMENDING THE Mr. Elrod reported the Village Manager, Assistant
MUNICIPAL CODE OF THE VILLAGE Village Manager and Mayor determined it is
OF DEERFIELD REGARDING important to have the Village up-to-date on the
EMERGENCY MANAGEMENT AND emergency powers available. The Village has
DISASTER DECLARATIONS AND adopted an emergency management plan, but has
AUTHORITIES not considered what is available from the Illinois
Municipal Code. The powers allow the Mayor to
enact certain extraordinary powers if an emergency is declared. This is an Ordinance amending
the Village Code to include what is available in Section 11-1-6 of the Illinois Municipal Code. If
an emergency is declared, the Mayor would be able to enact the provisions set forth in the
Statute, which will now be part of Chapter 2 of the Village's Municipal Code.
Trustee Jester moved to waive the First Reading of the Ordinance and approve the Ordinance
amending the Deerfield Municipal Code. Trustee Oppenheim seconded the motion. The motion
passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
Mr. Elrod reported Mayor Rosenthal now has the power to declare a State of Emergency. Mayor
Rosenthal hereby issued a Declaration of Emergency for the Village of Deerfield on March 16,
2020 based on COVID-19 respiratory disease. In order to prevent the spread of the COVID-19
virus in the Village and to protect residents in the Village from disease and death, Mayor
Rosenthal finds it is necessary to issue the Declaration to implement Emergency regulations and
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March 16, 2020
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orders. The Village may enter into contracts for the emergency purchase of goods and services
that may be necessary for the preparation for, response to and recovery from the Covid-19
pandemic. The Mayor and Village Manager are hereby authorized to execute such contracts in
accordance with applicable law. This Declaration constitutes a declaration of civil emergency
under the Village's collective bargaining agreements. She directs the Village Manager to
implement such emergency staffing protocols and procedures as may be necessary for the
preservation of public health and safety. Mayor Rosenthal directs all Village officials and
employees to take all practical steps to best utilize the resources of all agencies for the response
to and recovery from the COVID-19 pandemic. This Declaration takes effect immediately.
Mr. Elrod explained the Mayor chose to exercise three areas; emergency purchasing, emergency
staffing and cooperation with other governmental agencies. That is the extent of the emergency
order the Mayor executed today. This order is effective for seven (7) days unless the Village
Board chooses to extend the duration.
Trustee Oppenheim moved to extend the Emergency Declaration to the next time the Village
Board adjourns the next meeting. Trustee Shapiro seconded the motion. The motion passed by
the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers, Rosenthal (6)
NAYS: None (0)
RESOLUTION R-20-09 APPROVING A Trustee Struthers noted this was considered years
POLICY CONCERNING ATTENDANCE ago, but the Trustees decided not to adopt it
AT VILLAGE MEETINGS BY VIDEO because it could be a disservice to residents not
OR AUDIO CONFERENCE being able to see the Trustees input. Trustee
Oppenheim explained that under the current
circumstances, she can see why it would be considered now as the Trustees want to make every
effort to make the Village run. She would like to tighten the Resolution so it can only be used in
emergencies. Trustee Shapiro noted the Governor made an Executive Order mandating an
amendment to the Open Meetings Act to allow attendance by video or audio conference during
the Covid-19 emergency. Mr. Elrod noted this Resolution would still require a quorum be
present. The only reason this would be allowed if the Trustee has an illness, the Trustee is away
from the Village for employment or Village purposes or if they are attending a family
emergency. These reasons can be further limited. Mr. Elrod noted if the Trustee meets these
qualifications and sends the appropriate notice to the Village Clerk, the Trustees present could
still restrict this Trustee from voting. Trustee Struthers noted in the previous discussion, they
discussed adding limitations so a Trustee would not take advantage of being out of town for
work. Trustee Oppenheim added it supports the Trustee's interaction as well. Trustee Shapiro
suggested limiting the electronic attendance to twice per year for employment. The Trustees
believe that is reasonable.
Trustee Oppenheim moved to accept the Resolution with the amendment in Section 3-2 that
limits the number of times a Trustee can be present electronically because of employment to two
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times within a one-year (12-month) period. 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 PHASE Authorization to award Phase I engineering services
I ENGINEERING SERVICES FOR THE for the Hazel Avenue infrastructure project to BLA,
HAZEL AVENUE INFRASTRUCTURE Inc. in an amount not to exceed $179,756.
PROJECT
AUTHORIZATION TO AWARD Authorization to award contract for the 2020 street
CONTRACT FOR 2020 STREET rehabilitation project to A -Lamp Concrete
REHABILITATION PROJECT Contractors in an amount not to exceed $2,779,405.
AUTHORIZATION TO AWARD PHASE Authorization to award Phase III engineering
III ENGINEERING SERVICES FOR THE services for the Deerfield Road project to Civiltech
DEERFIELD ROAD PROJECT Engineering, Inc. in an amount not to exceed
$107,131.
AUTHORIZATION TO PURCHASE Authorization to purchase a 2020 Ford Explorer
POLICE ADMINISTRATIVE VEHICLE Interceptor Hybrid for use as an administrative
vehicle from Currie Motors Chevrolet of Forest
Park in an amount not to exceed $36,081.
RESOLUTION R-20-10 APPROVING A A Resolution approving a settlement agreement
SETTLEMENT AGREEMENT in the amount of $15,000 for an easement for the
property located at 1549 Stratford Road. Trustee
Struthers questioned why the Village should assume financial responsibility for this situation.
Director of Public Works and Engineering Bob Phillips stated there is a low spot in a
neighborhood causing water to be trapped in that area. The owner of one of the properties made
improvements to an area in between two homes to allow water to pass through. The Village
agreed to work with the homeowner. Purchasing the easement allows the Village to ensure that
area is properly maintained.
RESOLUTION R-20-11 AUTHORIZING A Resolution authorizing an agreement with
AGREEMENT WITH LEXISNEXIS FOR LexisNexis for accident reporting.
ACCIDENT REPORTING
Trustee Oppenheim moved approval on an Omnibus vote. Trustee Shapiro seconded the motion.
Trustee Struthers had a question on the Resolution to adopt a First Amendment to a non-
exclusive easement agreement. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
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RESOLUTION R-20-12 TO ADOPT A A Resolution to adopt a First Amendment to a
FIRST AMENDMENT TO A NON- non-exclusive easement agreement. Trustee
EXCLUSIVE EASEMENT AGREEMENT Struthers questioned the `Assignment of Rights'
section of the Resolution. Mr. Elrod explained this
would allow the Village to hire a contractor to construct and maintain the water main.
Trustee Struthers moved to adopt the Resolution. Trustee Oppenheim seconded the motion. The
motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Shapiro, Struthers (5)
NAYS: None (0)
DISCUSSION
CONGRATULATIONS Trustee Oppenheim thanked the Police Department
for their first hybrid vehicle purchase.
Trustee Benton congratulated the DBR Chamber of
Commerce for quickly creating a roster of restaurants in Deerfield that are offering carry out and
delivery so residents can keep those businesses open.
THANK YOU Trustee Shapiro thanked the Mayor and Village
staff for all of their assistance during these
extraordinary times. Mayor Rosenthal indicated the Village website is being updated frequently,
and suggested directing people to the Department of Health or the Village website. Trustee
Struthers noted the Board received an email from residents willing to help. Mayor Rosenthal will
reach out to people if volunteer assistance is needed.
VOTE TOMORROW Trustee Oppenheim reminded everyone to vote in
the primary election tomorrow. She noted all but
one polling location in Deerfield will be open,
ADJOURNMENT There being no further business or discussion,
Trustee Benton moved to adjourn the meeting.
Trustee Benton seconded the motion. The motion passed unanimously on a voice vote. The
meeting was adjourned at 8:20 p.m.
The next regular Board of Trustees meeting is scheduled to take place on Monday, April 6, 2020,
at 7:30 p.m.
APPROVED:
Mayor
Board of Trustees Meeting
March 16, 2020
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ATTEST:
Village Clerk