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12/04/2023December 4, 2023 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order on December 4, 2023, at 7:30 p.m. at Deerfield Village Hall. The clerk called the roll and announced that the following were Present: Dan Shapiro, Mayor Robert Benton Larry Berg Elaine Jacoby Mary Oppenheim William Seiden Dan Shapiro, Mayor Absent: Rebekah Metts-Childers and that a quorum was present and in attendance. Also present were Village Manager Kent Street and Ben Schuster, Village Attorney. PLEDGE OF ALLEGIANCE Mayor Shapiro led those in attendance in reciting the Pledge of Allegiance. MOMENT OF SILENCE Those in attendance observed a moment of silence in memory of Hal Winer, longtime Village Prosecutor, who passed away this weekend at the age of 97. Mr. Winer was an amazing man and will be missed. DOCUMENT APPROVAL Trustee Oppenheim moved to approve the minutes from the November 20, 2023, Board of Trustees meeting. Trustee Seiden seconded the motion. The motion passed unanimously on a voice vote. TREASURER’S REPORT Director of Finance Eric Burk presented highlights from the October 2023 treasurer’s report representing 83% of the fiscal year. Mr. Burk reported sales tax increased from the same period of last year and continues to exceed prior years’ amount. He noted water and sewer billings increased, which is typical this time of year. Mr. Burk reported amounts will start to decrease next month. He noted hotel tax includes payments from five hotels, and that the sixth hotel paid shortly after month end. Mr. Burk stated the Village received quarterly payments for dispatch services. He reported notable expenditures in October include construction and engineering costs, Jewel-Osco economic incentive payment, generator/pump repair for the treatment plant and purchase of two Ford F-150 electric trucks using Green Initiative funds from the Capital Improvement Plan. Mr. Burk noted large expenditures to come include Police Pension contribution, debt service payments and transfer to the refuse fund. BILLS AND PAYROLL Trustee Oppenheim moved to approve the bills and Board of Trustees meeting December 4, 2023 Page 2 of 10 payroll dated December 4, 2023. Trustee Berg seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) PUBLIC COMMENT Brad Domash expressed support for the Lake Cook Road redevelopment and rezoning. He suggested adding a sidewalk or bike lane over the Eden’s Spur. He believes a sidewalk or bike lane would be incredibly popular. Mayor Shapiro noted the Village will be continuing the process of the Lake Cook TIF into the first quarter next year. He stated the Village does not have jurisdiction in areas outside the Village. Mr. Street noted the Deerfield Road expansion in Riverwoods does include a bicycle trail. Paul Stepankovskiy is a 12-year resident. He stated one member of the Public Works department removed a “Stand with Israel” yard sign from the right-of-way in front of his house. Mr. Stepankovskiy did not receive any notification about the proximity of the sign to the sidewalk. He believes this represents the rise of Anti-Semitism and is improper. He noted other events in North Shore communities included distribution of Anti-Semitic literature and limiting pro-Israel support. Mayor Shapiro stated that he had spoken with Mr. Stepankovskiy on the phone after the removal of the sign. Mayor Shapiro noted the Public Works Department picks up signs in rights- of-way as they are not permitted, regardless of the language on the sign. He further noted that within an hour of the call, the sign was placed back on Mr. Stepankovskiy’s property. Mayor Shapiro reported 37 other signs were picked up that day, and that there was no selective process on which signs were picked up. Mayor Shapiro thanked Mr. Stepankovskiy for coming to the meeting. Mr. Stepankovskiy hopes the department heads speak to their departments about sensitivity. REPORTS REPORT AND RECOMMENDATION OF Public Works Analyst Ryan Oates reported the THE FAMILY DAYS COMMISSION Family Days Commission reviewed the 2023 REGARDING THE 2024 FAMILY DAYS revenues and expenses at their November 20, 2023, BUDGET meeting and unanimously recommended a budget for Family Days 2024. Mr. Oates noted the event was high-quality and family friendly. He stated there was a large turnout with more than 2,000 people in attendance on July 3rd. Mr. Oates noted that due to the lower turnout on July 4th, there were lower revenues. He noted that ultimately there is a net loss of almost $65,000. Mr. Oates reported the proposed budget for 2024 will cost $105,100. Mr. Oates stated the July 3rd events will remain at Shepard Park and the Commission is looking at having a live band rather than a DJ. He reported the parade route will be the same as 2023, Board of Trustees meeting December 4, 2023 Page 3 of 10 due to IDOT construction on Waukegan Road. Mr. Street noted this will be a resurfacing project and that the Village is comfortable with the holding parade during the project. Mayor Shapiro thanked Family Days co-chairs Angie Butera and Judy Geuder as there were some challenges this year. Mr. Street added the fireworks are getting more expensive each year. Trustee Benton moved to accept the report and recommendation of the Family Days Commission regarding the 2024 Family Days Budget. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) CONSENT AGENDA ORDINANCE O-23-36 AUTHORIZING An Ordinance authorizing relief from Article 2.02- RELIEF FROM ARTICLE 2.02-D,1 OF D,1 of the Deerfield Zoning Ordinance for the THE DEERFIELD ZONING property located at 560 Brierhill Road to permit the ORDINANCE FOR THE PROPERTY construction of a new home with a front yard LOCATED AT 560 BRIERHILL ROAD setback of 140 feet in lieu of the minimum 167.5 TO PERMIT THE CONSTRUCTION OF feet established by averaging as specified in the A NEW HOME WITH A FRONT YARD Deerfield Zoning Ordinance. SETBACK OF 140 FEET IN LIEU OF THE MINIMUM 167.5 FEET ESTABLISHED BY AVERAGING AS SPECIFIED BY THE DEERFIELD ZONING ORDINANCE RESOLUTION R-23-50 APPROVING A Resolution approving amendments to the AMENDMENTS TO THE PERSONNEL personnel policies and procedures of the Village of POLICIES AND PROCEDURES OF THE Deerfield. VILLAGE OF DEERFIELD Trustee Berg moved to approve the Consent Agenda and adopt the Ordinance and Resolution. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) OLD BUSINESS ORDINANCE O-23-37 LEVYING TAXES Mr. Burk reported the amount of the 2023 Village FOR CORPORATE PURPOSES FOR THE levy was determined during the 2024 budget FISCAL YEAR COMMENCING ON process. He noted the total levy, as indicated in the JANUARY 1, 2024 AND ENDING ON budget, required by bond ordinances and requested Board of Trustees meeting December 4, 2023 Page 4 of 10 DECEMBER 31, 2024 and approved by the library is $14,079,371. Mr. Burk stated the debt service abatements total $359,239 and the net levy is $13,720,132. Trustee Oppenheim moved to adopt the Ordinance levying taxes for corporate purposes for the fiscal year commencing on January 1, 2024, and ending on December 31, 2024. Trustee Berg seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) ORDINANCE O-23-38 ABATING A Mr. Burk noted this abates a portion of the levy due PORTION OF THE 2023 TAX LEVY to receiving money from conservation bonds. REQUIREMENTS FOR SERIES 2011B $359,000 comes to Village each year from the Federal G.O. BONDS government. Trustee Oppenheim moved to adopt the Ordinance abating a portion of the 2023 tax levy requirements for Series 2011B G.O. Bonds. Trustee Jacoby seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) NEW BUSINESS RESOLUTION R-23-51 APPROVING The Illinois Open Meetings Act requires local THE REGULAR MEETING SCHEDULE governments to approve their annual meeting OF THE BOARD OF TRUSTEES FOR schedule via a Resolution and make it available to CALENDAR YEAR 2024 the public. Trustee Benton moved to approve the regular meeting schedule of the Board of Trustees for the calendar year 2024. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) RESOLUTION R-23-52 AUTHORIZING Mr. Oates reported the Village has had an THE GIS SERVICES CONTRACT agreement with Municipal GIS Partners, Inc., since 2002, to participate in a 42-member community GIS Consortium. In order to continue service, each year the Village needs to renew its contract with MGP. Mr. Oates noted that due to the success of the consortium, renewal pricing has remained relatively low over the years, with a 0% increase in 2021, 2.7% increase in 2022, 3.7% increase in 2023, and 3.4% increase in 2024. Board of Trustees meeting December 4, 2023 Page 5 of 10 Trustee Oppenheim moved to accept the Resolution authorizing the GIS Services contract renewal with MGP, Inc., in an amount not to exceed $91,990. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) RESOLUTION R-23-53 WAIVING Mr. Oates reported the Village owns and maintains COMPETITIVE BIDDING AND more than 30 locations that require weekly or bi- AWARDING THE TURF weekly turf maintenance. He noted this includes MAINTENANCE CONTRACT TO Lake Cook Road median islands and right-of-way, PATRIOT PROPERTY SERVICES, LLC. the Deerfield Road Metra train station and Metra right-of-way. Mr. Oates stated the Village does not have a dedicated Landscape Division; therefore, bids are solicited from qualified turf maintenance contractors to perform this function. He noted the contract for turf maintenance was advertised and bids were opened on November 17, 2023, where the department received six bids. Mr. Oates reported Patriot Property Services, LLC, was the lowest responsible bidder at $39,000. He noted the previous turf maintenance contractor, Green Acres, was the apparent low bidder for the project. However, staff is not recommending the Village renew a contract with Green Acres in an effort to pursue improved service with a different vendor. Trustee Seiden asked about recommendations. Mr. Oates stated no recommendations were received as this would be their first municipal work, but they have done significant corporate work. Trustee Oppenheim moved to accept the Resolution waiving the competitive bidding and awarding the turf maintenance contract to Patriot Property Services, LLC, in an amount not to exceed $39,000. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) RESOLUTION R-23-54 AWARDING Mr. Oates reported the Village owns and maintains THE LANDSCAPE MAINTENANCE more than 27 landscaped locations that require CONTRACT planting and maintenance. He noted this includes municipal buildings, Lake Cook Road median islands, entrance features, streetscape urns and planter boxes. Mr. Oates stated the Village does not have a dedicated Landscape Division; therefore, bids are solicited from qualified landscape maintenance contractors to perform this function. He reported this project was advertised and bids were opened on December 9, 2022. Mr. Oates noted the landscape maintenance bid packet requested bids for both material and maintenance costs. Staff believes that it is in the best interest of the Village to award the landscape maintenance contract to Milieu for maintenance only and purchase plant material from a third party. Mr. Oates reported the Village has worked with Board of Trustees meeting December 4, 2023 Page 6 of 10 Milieu on multiple landscaping projects and staff believes that they provide excellent quality landscaping services. He noted the current contract allows for two 1-year extensions. Milieu Design, LLC, is requesting that Village authorizes the first 1-year extension with no unit price increase. Mayor Shapiro questioned why the Village went out to bid for materials. Mr. Street reported the Village will acquire the plant materials, but Milieu will be handling the installation. Trustee Benton moved to accept the Resolution authorizing a one-year extension of the landscape maintenance contract to Milieu Design, LLC, in an amount not to exceed $40,300. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) RESOLUTION R-23-55 AUTHORIZING Mr. Oates reported the Public Works Department THE PURCHASE OF LANDSCAPE has been purchasing landscaping material such as PLANT MATERIAL FROM RED’S topsoil, dirt and other plantings from Red’s Garden GARDEN CENTER Center for approximately 19 years. He stated material provided by Red’s Garden Center will be used for landscape locations around the Village, including the streetscape urns, beds, and entrance features. Mr. Oates noted the purchase will include an assortment of plants, flowers, and associated supplies such as dirt or mulch, and are fully budgeted. Trustee Oppenheim noted this method worked well this year. She stated Red’s provides high- quality materials, is a local vendor, and that Milieu is happy to work with Red’s. Trustee Oppenheim noted the Village has more independence and control by splitting the material and installation. Trustee Oppenheim moved to waive the competitive bidding process and authorize the purchase of landscape plant material and associated supplies from Red’s Garden Center in an amount not to exceed $30,000. Trustee Berg seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) RESOLUTION R-23-56 WAIVING Mr. Oates reported Public Works is responsible for COMPETITIVE BIDDING AND the removal of trees and stumps from parkways, AWARDING THE TREE AND STUMP Village properties, unimproved rights-of-way, and REMOVAL CONTRACT TO alleys. He noted the removals are necessary due to ADVANCED TREE CARE, INC. tree death, hazardous conditions and infectious diseases. Board of Trustees meeting December 4, 2023 Page 7 of 10 Mr. Oates reported that for fiscal year 2021, the tree removal contract was competitively bid and Advanced Tree Care, Inc., was the lowest bidder. He stated that for fiscal year 2022, the first 1-year extension was authorized with no unit price increase and for fiscal year 2023, the second 1-year extension had a 7.1%unit price increase. Mr. Oates reported the current contract allows for two 1-year extensions. He noted Advanced Tree Care, Inc., is requesting the Village authorize a third 1-year extension with no unit price increase. Staff recommends that the Village waive the competitive bidding process for a third 1-year extension due to increasing costs around the country. Staff feels the cost is competitive and has received many compliments on their work. Trustee Seiden noted the Village has their own equipment and questioned when it is used. Mr. Oates reported the Village uses their own equipment on occasion, for smaller stump removals and in case of an emergency. Director of Public Works Bob Phillips stated it is more cost effective to utilize a contractor. Trustee Benton moved to waive the competitive bidding and award the tree and stump removal contract to Advanced Tree Care, Inc., in an amount not to exceed $75,000. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) RESOLUTION R-23-57 WAIVING Mr. Oates noted Advanced Tree Care, Inc., has been COMPETITIVE BIDDING AND the Village’s tree trimming contractor for more than AWARDING THE TREE TRIMMING nine years and has provided excellent quality work. CONTRACT TO ADVANCED TREE He reported that similar to the tree and stump CARE, INC. removal contract, the contractor would provide a third one-year extension with no cost increase. Trustee Seiden moved to waive the competitive bidding and award the tree trimming contract to Advanced Tree Care in an amount not to exceed $75,000. Trustee Berg seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) RESOLUTION R-23-58 AWARDING Mr. Oates reported the Village of Deerfield has THE SEWER LINING CONTRACT been lining sewers for more than 20 years. He noted this process utilizes cured-in-place pipe, essentially creating a new sanitary sewer, without the mess and expense of conventional replacement methods. Mr. Oates reported that in total, over 6,500 linear feet of sewer is proposed to be lined as part of this year’s project. He stated the project was publicly advertised and four bids were opened on November 17, 2023. Board of Trustees meeting December 4, 2023 Page 8 of 10 Mr. Oates reported the quotes received by all bidders met specifications, with the low bidder being Visu-Sewer of Illinois. He noted the lowest bid came in slightly higher than the $425,000 budgeted for this project, but this bid included storm sewer lining as well, which has $80,000 budgeted. Staff recommends using funds from two budget line items to award the contract for the budgeted amount. Mr. Oates reported every segment scheduled for lining in 2024 is in poor condition and in need of lining for the reduction of I/I, or for structural rehabilitation. Trustee Seiden moved to award the sewer lining contract to Visu-Sewer in an amount not to exceed the budgeted amount of $505,000. Trustee Jacoby seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) ORDINANCE O-23-39 AMENDING AND Mr. Burk reported four accounts need to be REVISING THE ANNUAL BUDGET OF adjusted from the 2023 budget to reflect the actual THE VILLAGE OF DEERFIELD FOR approved expenditures including the purchase of THE FISCAL YEAR COMMENCING ON 839 Todd Court, budget amendments to increase JANUARY 1, 2023 AND ENDING ON Advisory Boards expense ($348,000 increase) and DECEMBER 31, 2023 to increase the Professional Services – Other expenses by $50,000. He reported the funds are available in reserves. Mr. Burk noted delays and changes in scope caused construction costs of the Dispatch Remodel Project to be above the amount that was originally budgeted. Mr. Burk noted an amendment to increase the Building Repairs & Maintenance expense ($150,000 increase) will cover the 2023 costs associated with the remodel project. He stated the costs associated with the remodel project are reimbursable from the Deerfield Consolidated JETSB. Therefore, an increase in the Charges for Services Dispatch revenue is also appropriate. Mr. Burk noted together these amendments have no net effect on the Village’s financial position. Trustee Oppenheim moved to amend and revise the annual budget of the Village of Deerfield for the fiscal year commencing on January 1, 2023, and ending on December 31, 2023. Trustee Berg seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) RESOLUTION R-23-59 CONVENING Assistant Village Manager Andrew Lichterman THE JOINT REVIEW BOARD SETTING reported the Village commissioned Ryan, LLC, THE TIME AND PLACE FOR A PUBLIC to study the redevelopment are of the proposed HEARING ON THE PROPOSED LAKE Lake Cook Road TIF District. He stated that after COOK ROAD TAX INCREMENT an extensive review, Ryan concluded that the FINANCING DISTRICT redevelopment area qualifies as a conservation area under the TIF Act. Mr. Lichterman stated that in March, the Board of Trustees accepted the preliminary TIF eligibility study, which determined the study area is a conservation area with Board of Trustees meeting December 4, 2023 Page 9 of 10 four qualifying factors: Stagnant or declining EAV Deterioration Excess vacancies Inadequate utilities Mr. Lichterman reported that in order to continue its consideration of the proposed Lake Cook Road TIF District, the Village must convene a meeting of the Joint Review Board and set a time and place for a public hearing on the possible establishment of a TIF District and consideration of the Qualification Report and Redevelopment Plan and Project. Mr. Lichterman stated the Joint Review Board shall consist of the Village Manger, or their designee, one representative of the public chosen by the members of the JRB, and one representative from each of the following taxing districts that have authority to directly levy taxes on the real property located within the Redevelopment Area of 1411-1445 Lake Cook Road (Walgreens and the Embassy Suites Hotel): 1.Northbrook Rural Fire Protection District 2.Deerfield Park District 3.Oakton Community College District Skokie Des Plaines 4.Glenbrook High School District 225 5.Northbrook School District 27 6.Northfield Township 7.Cook County Mr. Lichterman reported the Village will deliver notice to all appropriate taxing districts that the JRB will meet at Deerfield Village Hall, 850 Waukegan Road on January 4, 2024 at 10:00 a.m. He stated there will be a Public Hearing on February 20, 2024 at 7:30 pm. Trustee Seiden moved to accept the Resolution convening the Joint Review Board setting the time and place for a Public Hearing on the proposed Lake Cook Road TIF District. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Oppenheim, Seiden (5) NAYS: None (0) DISCUSSION THANK YOU Mayor Shapiro thanked the residents that attended the meeting and gave public comment. COMMITTEE OF THE WHOLE Mayor Shapiro suggested an abbreviated Board of Trustees meeting December 4, 2023 Page 10 of 10 Committee of the Whole meeting on December 18, 2023, at 6:00 p.m., prior to the regular Board of Trustees meeting. CONDOLENCES Mayor Shapiro expressed his condolences on the passing of Hal Winer. He noted Mr. Winer was the Village prosecutor starting in 1963 and was an amazing man with a wonderful family. Chief Sliozis noted he was second to none and made everyone around him better people. BOARD/COMMISSION RECEPTION The Board and Commission Reception was last night. It was very well attended. Mayor Shapiro thanked all of the volunteers that give up their time. He thanked Communications Coordinator David Fitzgerald-Sullivan for coordinating the nice event. WINTER CELEBRATION Mayor Shapiro thanked everyone for a wonderful Winter Celebration. He stated that Administrative Intern Jessica Sciaretta was instrumental in the success of both the Winter Market and Winter Celebration. He noted both events were well attended, and thanked the DBR Chamber of Commerce, the Public Works Department and Police Department for actively supporting these events. ADJOURNMENT Trustee Benton moved to adjourn the meeting. Trustee Berg seconded the motion. The motion unanimously on voice vote. The meeting was adjourned at 8:45 p.m. The next regular Board of Trustees meeting is scheduled to take place on Monday, December 18, 2023, at 7:30 p.m. APPROVED: Mayor ATTEST: Village Clerk