05/04/2020May 4, 2020
The regular meeting of the Board of Trustees of the Village of Deerfield was called to
order by Mayor Harriet Rosenthal remotely on May 4, 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
and that a virtual quorum was present and in attendance via videoconference. Also present via
videoconference were Kent Street, Village Manager, and Steven Elrod, Village Attorney.
PLEDGE OF ALLEGIANCE Trustee Struthers lead those in attendance in
reciting the Pledge of Allegiance.
DOCUMENT APPROVAL Trustee Benton moved to accept the minutes from
the April 20, 2020, Board of Trustees meeting.
Trustee Shapiro seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
TREASURER'S REPORT Finance Director Eric Burk presented highlights
from the March Treasurer's Report representing 25
percent of the fiscal year. Sales tax net of rebate decreased from the same period of the prior two
years due primarily to economic incentive activity, which is offset by decreased economic
incentive payments. Hotel tax includes payments from four of the six hotels. A portion of the
Cook County property tax was received. State income tax increased from the prior year. Food &
beverage tax is consistent with the prior year. Building permit revenue includes primarily small
residential projects. Notable expenditures include purchase of a police vehicle, engineering and
construction costs for infrastructure projects and sinking fund excess transfer. He noted the large
decrease in Police Pension Fund cash and investments is due to market value change.
BILLS AND PAYROLL Trustee Seiden moved to approve the Bills and
Payroll dated April 20, 2020. Trustee Oppenheim
seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
Board of Trustees Meeting
May 4, 2020
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PUBLIC COMMENT There were no Public Comments on non -agenda
items. Mayor Rosenthal reminded residents they
could send an email to publiccomment@deerfield.il.us and it would be read at the end of the
meeting.
REPORT FROM STAFF RE: COVID-19
AND VILLAGE OPERATIONS
REPORTS
Assistant Manager Andrew Lichterman presented
highlights from the staff report dated April 20,
2020.
On April 30, Governor Pritzker extended the Stay at Home Order through the end of May. He
implemented new guidelines for face coverings to be worn throughout the State requiring anyone
over the age of two who is able to medically tolerate a face covering to wear one when in public
spaces and outdoors and unable to maintain a six-foot social distance. The new executive order
also allows non -essential businesses to open for curbside pickup or delivery as well as golf
courses to reopen under strict social distancing guidelines. The Village estimates that
approximately 80 businesses were previously categorized as an "essential businesses" and
approximately 40 retail businesses will now be able to provide curbside and delivery service.
There are a total of 61,499 confirmed cases of COVID-19 and 2,618 deaths in the state; 4,161
cases and 145 deaths are confirmed in Lake County with more than 50 cases confirmed in the
Village of Deerfield. Last week, the Lake County Health Department advised that they do not
anticipate the virus to peak for another few weeks.
The 4DoItForDeerfield campaign, launched by Mayor Rosenthal in April, in response to the
outpouring of residents and businesses asking how they can help continues to grow as residents
submit donations and pictures that showcase all the good happening in our community. The
Village and the DBR Chamber of Commerce have collaborated to provide thousands of masks
and dozens of resource kits to businesses operating in the Village. The Village is working in
consultation with School District 113 and School District 109 to help recognize our graduating
classes. Staff is also working with an art class at Deerfield High School and the Village's Fine
Arts Commission to select a mural that can be placed on public display downtown celebrating
the graduating seniors. The mural should be on display along Deerfield Road in the coming
weeks.
Consistent with the Governor's Stay at Home Order, Village buildings will remain closed to the
public through the end of May. Essential Village services will continue to be provided remotely
or by appointment, as appropriate. The Police Department is disinfecting cars between shifts,
practicing social distancing and wearing personal protective equipment, when appropriate. The
work of the department has recently changed as the number of traffic stops is significantly down
year -over -year, but the department now regularly receives calls and inquiries about observed
social distancing violations.
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May 4, 2020
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The Finance Department is reviewing the financial impact of the pandemic on the Village.
Economically sensitive revenues such as sales tax, hotel tax, motor fuel tax and the food and
beverage tax are expected to be negatively impacted by 12-30% when annualized. As a result,
Village departments have been asked to recommend significant cuts in anticipation of this
revenue decline.
The Community Development Department continues to process permits and conduct in person or
video inspections during regular business hours. All six divisions of the Public Works
Department are operational. The Administration Department is working closely with the Mayor
and Village departments to ensure essential Village services continue uninterrupted. Department
staff continues to prepare and issue regular and timely communication updates to the public
utilizing all of the Village's communication tools.
CONSIDERATION AND ACTION OF
THE PLAN COMMISSION
RECOMMENDATION ON THE
REQUEST FOR A SPECIAL USE
AMENDMENT TO PERMIT BUILDING
ADDITIONS AND RENOVATIONS FOR
The Plan Commission held a Public Hearing on
March 12, 2020, to consider the request of District
109 for a Special Use to allow building additions
and renovations at Caruso Middle School located at
1801 Montgomery Drive in the P-1 Public Lands
District. The Plan Commission voted 5-0 in favor
CARUSO MIDDLE SCHOOLS AT 1801 of the request.
MONTGOMERY DRIVE IN THE P-1
PUBLIC LANDS DISTRICT (SCHOOL John Fillipi, Business Manager of District 109,
DISTRICT 109) introduced Carole Pugh from Green Associates,
architects for the project. The proposed project,
which will be done in conjunction with the Deerfield Park District, will benefit the community.
They plan on adding 1340 square feet for storage, restrooms, an expanded music suite and
dressing rooms. The materials for the addition will match the exiting materials. The addition
will be one story.
Trustee Struthers moved to accept the recommendation from the Plan Commission regarding the
Special Use amendment to permit building additions and renovations for Caruso Middle School.
Trustee Jester seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
REPORT OF STAFF RE: CREATION OF Mr. Lichterman reported Tamarisk Northshore, the
A CLASS D-3 LIQUOR LICENSE
JUF development on Lake Cook Road, requested a
CLASSIFICATION TO ALLOW
liquor license that would allow full liquor service
SERVICE OF ALCOHOLIC BEVERAGES for their residents and invited guests in their dining
IN PRIVATE DINING FACILITIES
facility. This Ordinance would establish a Class
LOCATED WITHIN INSTITUTIONAL
D-3 liquor license classification that would allow
RESIDENTIAL FACILITIES AND
service of alcoholic beverages in private dining
AMEND FEE RESOLUTION (JUF,
facilities located within institutional residential
TAMARISK NORTHSHORE)
facilities and amend the 2020 Fee Resolution to
Board of Trustees Meeting
May 4, 2020
Page 4 of 7
create a $2500 per year fee for a Class D-3 liquor
license.
Trustee Shapiro moved to accept the report of staff regarding the creation of a Class D-3 liquor
license and amending the 2020 Fee Resolution to create a fee for a Class D-3 liquor license.
Trustee Benton seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
There was no Consent Agenda.
There was no Old Business.
CONSENT AGENDA
OLD BUSINESS
NEW BUSINESS
CONSIDERATION OF THE EXTENSION Mayor Rosenthal issued a Declaration of
OF MAYOR ROSENTHAL'S MARCH 16, Emergency on March 16, 2020, related to the
2020 DECLARATION OF EMERGENCY COVID 19 emergency. The Declaration will expire
at the end of tonight's meeting unless the Village
Board extends the duration of the Declaration.
Mr. Elrod reported the emergency declaration authority lasts seven days unless extended by the
Board. The mayor and staff recommend extending it to adjournment of May 18, 2020, Board
meeting.
Trustee Oppenheim moved to extend the Declaration of Emergency to the conclusion of the May
18, 2020, Board of Trustees meeting. Trustee Seiden seconded the motion. The motion passed
by the following vote:
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
AUTHORIZATION TO PURCHASE Director of Public Works and Engineering Bob
SALT UNDER THE LAKE COUNTY Phillips reported the Village has 1500 tons of
JOINT AGENCY BULK ROCK SALT bulk rock salt in reserve. Based on previous year's
CONTRACT salt usage, he requests authorization to purchase an
additional 1500 tons of bulk rock salt under the
Lake County Joint Agency Bulk Rock Salt contract. The Village historically purchases bulk
Board of Trustees Meeting
May 4, 2020
Page 5 of 7
rock salt through the Illinois Department of Central Management Services (CMS). Bidding
information for the CMS will be discussed at a future meeting.
The Village budgeted $165,000 for the 2020 fiscal year. The pricing for bulk rock salt through
Lake County is $67.57 per ton. Staff is requesting approval to obtain rock salt through the Lake
County Joint Agency Purchase, for the 2020-2021 winter season in the amount of $101,355.
Trustee Jester moved to authorize the purchase of bulk rock salt under the Lake County Joint
Agency Bulk Rock Salt contract in the amount of $101,355. Trustee Struthers seconded the
motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
RESOLUTION R-20-13 AUTHORIZING In 2016, the Board approved the Final Development
AN EXTENSION OF FINAL Plan along with an Annexation Agreement which
DEVELOPMENT PLAN FOR 8 allowed the Development Plan to be in effect for
PARKWAY NORTH two years. In 2018, Quadrangle Development
Company had not secured a tenant and were
approved for a two year extension which will expire on May 15, 2020. Quadrangle Development
is requesting an additional two year extension to allow ownership additional time to secure a
tenant for the property.
Tim Sweeney and Chris Noon from Quadrangle were present.
Trustee Shapiro asked what has been the biggest impediment in not getting a tenant. Chris Noon
from Quadrangle Development, believes the events for the past couple months may provide more
interest in a suburban offices that can provide more space. There are local things that happened,
such as Takeda moving, which was not helpful. Vacancy rates are high in neighboring suburbs.
Tim Sweeney from Quadrangle Development added a number of downtown companies have
been asking about suburban offices. They are hopeful demand turns around. Mr. Noon explained
they can add different amenities in suburban buildings in the build -to -suit market.
Mayor Rosenthal expressed concern as many people have gotten used to working from home.
Trustee Shapiro moved to adopt a Resolution authorizing an extension of the final development
plan for 8 Parkway North. Trustee Seiden 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 Assistant Director of Public Works Justin Keenan
WATER METER HEAD REPLACEMENT reported water meter heads have a 10 year battery
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May 4, 2020
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ENGINEERING CONTRACT TO life and a large number of water meter heads need
STRAND ASSOCIATES to be replaced.
Trustee Struthers asked if the batteries are built into the water meter heads. Mr. Keenan stated
the new heads have a 20-year battery life.
Trustee Seiden asked what happens if the battery goes dead before it is changed. Mr. Keenan
noted the water meter head would be replaced before it goes dead, as they communicate a low
battery warning. Trustee Benton confirmed the new meter heads are compatible with the Badger
meters.
Trustee Shapiro moved to award the water meter head replacement engineering contract to
Strand Associations in an amount not to exceed $59,800. Trustee Struthers seconded the motion.
The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
AUTHORIZATION TO AWARD As part of the annual sidewalk improvement
CONTRACT FOR 2020 SIDEWALK program, the department has budgeted $100,000 for
PROGRAM replacing deteriorated sidewalks throughout the
Village. Staff found 90 locations in need of repair as
well as sidewalk widening on Appletree Lane near Wilmot School. Due to the large scope of
work, staff is unable to effectively perform this work in-house and requested an extension of the
2020 Street Rehabilitation Project unit pricing of $7.25 per square foot of sidewalk. A -Lamp
Concrete Contractors was the low bidder for the 2020 Street Rehabilitation Project. Staff
requests that the Board waive the competitive bidding process and award the 2020 sidewalk
program contract to A -Lamp Concrete Contractors in an amount not to exceed $100,000.
Trustee Benton moved to waive the competitive bidding process and award the 2020 sidewalk
program contract to A -Lamp Concrete Contractors in an amount not to exceed $100,000.
Trustee Jester seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
NAYS: 'None
AUTHORIZATION TO AWARD As part of the 2020 budget, the Public Works and
CONTRACT FOR 2020 PARKING LOT Engineering Department planned to rehabilitate
REHABILITATION PROGRAM some Village owned and maintained parking lots.
The parking lots scheduled for repair are the Sunset
lot, Chestnut lot and both Elm Street lots. As the scope of work is similar to the 2020 Street
Rehabilitation Project, the staff asked A -Lamp Concrete Contractors to extend their unit pricing
for this work. Staff requests that the Board waive the competitive bidding process and award the
contract for the 2020 parking lot rehabilitation project to A -Lamp Concrete Contractors in an
amount not to exceed $100,000.
Board of Trustees Meeting
May 4, 2020
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Trustee Seiden moved to waive the competitive bidding process and award the 2020 Parking Lot
Rehabilitation Project contract to A -Lamp Concrete Contractors in an amount not to exceed
$100,000. Trustee Shapiro seconded the motion. The motion passed by the following vote:
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers (6)
NAYS: None (0)
DISCUSSION
THANK YOU The Trustees thanked staff for their great work
during this difficult time. The community is in
support of what is being done. They commended staff for the outreach to people as well as the
social media efforts. Residents are comforted by receiving information.
ITALIAN KITCHEN Trustee Benton reported the Italian Kitchen closed
during the Stay at Home Order and took the time to
put in a new kitchen. They have now reopened.
EMAILS Mayor Rosenthal received an email from someone
receiving a $30 ticket for parking at the beach,
asking if she approved the ticket. She answered the email by letting the person know he was in
the wrong community as Deerfield does not have a beach. She wanted to let people know about
the type of emails she is receiving.
ADJOURNMENT There being no further business or discussion,
Trustee Struthers moved to adjourn the meeting.
Trustee Oppenheim seconded the motion. The motion passed unanimously on a voice vote. The
meeting was adjourned at 8:44 p.m.
The next regular Board of Trustees meeting is scheduled to take place on Monday, May 18,
2020, at 7:30 p.m.
APPROVED:
Mayor
ATTEST:
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Village Clerk