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01/16/2024January 16, 2024 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order on January 16, 2024, 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 (remote) Rebekah Metts-Childers Mary Oppenheim Absent: William Seiden and that a quorum was present and in attendance. Also present were Village Manager Kent Street aid Ben Schuster, Village Attorney. PLEDGE OF ALLEGIANCE Pastor Tim Higgins from Project Share at North Suburban Church led those in attendance in reciting the Pledge of Allegiance. Mayor Shapiro has participated in Project Share at North Suburban Church, which has been spearheaded by Pastor Higgins, for the past three years. He was inspired by the hundreds of volunteers and thousands of laundry baskets packed for people in need. Pastor Higgins noted this was his church's 20th year hosting Project Share and they have helped 23,500 families. He reported that they provided for more than 1,200 families this past Thanksgiving. He thanked Mayor Shapiro for his assistance and support, it is greatly appreciated. PRESENTATION Becky Erdman and Jessica Berger from Deerfield Parents Network stated DPN is a parent organization that serves Deerfield, Bannockburn, Highland Park and Riverwoods. They noted DPN provides a lot of information and programming, including the Deerfield prom after -party, which started because of a student tragedy after a school dance. Ms. Erdman and Ms. Berger stated parents rallied after that incident and started the after -party, which is funded through corporate and parent donations. They reported this is the 18`h year for after -party, and while DPN puts forth a lot of programming, the after -party is funded separately and costs about $28,000 per year. Ms. Erdman pointed out the Village helps promote 8-10 programs each year that pertain to the community. She noted that in the past, Deerfield has been very generous with their donations to both DPN and the after -party. Board of Trustees meeting January 16, 2024 Page 2 of 9 DOCUMENT APPROVAL Trustee Oppenheim moved to approve the minutes from the December 18, 2023, Committee of the Whole and the January 2, 2024, Board of Trustees meetings. Trustee Benton seconded the motion. There were minor corrections. The motion passed unanimously on a voice vote as corrected. TREASURER'S REPORT Finance Director Eric Burk presented highlights from the November 2023 Treasurer's Report representing 92 percent of the fiscal year. He noted net sales tax increased from last month due in large part to a one-time receipt likely related to internet sales. Mr. Burk reported gross sales tax also increased significantly due to economic incentive activity, which resulted in a large expenditure in the Finance Department. He also noted water and sewer billings decreased, which is typical this time of year, and that hotel tax includes payments from all six hotels and back payment from one hotel. Mr. Burk reported notable expenditures include construction and engineering costs, a budgeted transfer to the refuse fund, debt service payments, purchase of water meters and final payout of 2021 bond proceeds. He noted large expenditures to come include Police Pension contribution and an allocation of personnel costs to the refuse fund for leaf collection. BILLS AND PAYROLL Trustee Oppenheim moved to approve the bills and payroll dated January 16, 2024. Trustee Metts- Childers seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim (5) NAYS: None (0) PUBLIC COMMENT There was no Public Comment. There were no Reports. REPORTS CONSENT AGENDA RESOLUTION R-24-01 APPROVING A A Resolution approving a paid family parental leave PAID FAMILY PARENTAL LEAVE pilot program for certain Village employees. An PILOT PROGRAM FOR CERTAIN employee would be eligible after the birth of a new VILLAGE EMPLOYEES baby or adoption of a child, paid leave must be used within six months of the event, eligible employees include full-time, non -union staff, and the paid parental leave benefit is a pilot program set to be evaluated no later than December 2025. RESOLUTION R-24-02 SELECTING A Resolution selecting and designating the delegate AND DESIGNATING THE DELEGATE and alternate delegates to the NIPSTA Board of Board of Trustees meeting January 16, 2024 Page 3 of 9 AND ALTERNATE DELEGATE TO THE Directors. This Resolution designates Robert NORTHEASTERN ILLINOIS PUBLIC Phillips, Director of Public Works and Engineering, SAFETY TRAINING ACADEMY as the Village's delegate and Andrew Lichterman, (NIPSTA) BOARD OF DIRECTORS Deputy Village Manager/Director of Community Development, and Tyler Dickinson, Assistant Director of Public Works and Engineering as the alternate delegates. NIPSTA is an intergovernmental agency comprised of municipalities, fire protection districts, and other organizations located in the Chicago metropolitan area that have combined energies and resources to create a regional, state-of-the-art public safety training facility. The Village has been a member of NIPSTA since 2008. Trustee Benton moved to accept the Consent Agenda and adopt the Resolutions. Trustee Berg seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim (5) NAYS: None (0) There was no Old Business. OLD BUSINESS NEW BUSINESS ORDINANCE 0-24-01 AMENDING An Ordinance amending the Municipal Code of the CHAPTER 22 OF "THE MUNICIPAL Village of Deerfield regulating unscheduled bus CODE OF THE VILLAGE OF stops, unannounced, one-way routing and drop-off DEERFIELD, ILLINOIS, 1975," AS of passengers arriving in the Village from outside AMENDED, REGULATING the Village corporate boundaries, without pre - UNSCHEDULED BUS STOPS arranged provisions by a bus or other transportation providers. These types of unscheduled arrivals jeopardize the health and safety of the passengers disembarking, constitutes inhumane conditions, creates dangerous conditions for the individuals being dropped off in the Village, and otherwise creates a nuisance and a public safety concern. The Ordinance requires intercity bus operators to submit an application to the Village Manager, or their designee, with five business days advance notice, and establishes permitted times and locations for passengers to disembark. Mayor Shapiro posted a statement regarding asylum seekers on the Village website. He also read the following statement: Board of Trustees meeting January 16, 2024 Page 4 of 9 "Several residents have contacted me about how we can address the recent influx of migrants and asylum seekers to the Chicagoland area. I appreciate everyone in the community who has reached out with care and concern. Since August 2022, Chicago has welcomed approximately 30,000 new arrivals from the southern border, and in recent weeks, the region has seen an increase of drop offs of new arrivals to the surrounding suburbs. The Illinois Emergency Management Agency (IEMA) has determined that the role of local governments such as Deerfield is to assist migrants safely to the City of Chicago Intake Center. In this regard, our primary responsibility is to connect individuals who may need assistance with resources that can help them at their designated location in Chicago. The City of Chicago has adopted regulations for the buses transporting migrants that include prior notification of time and place of arrival. When a driver does not comply with these rules, to avoid the associated fines and punishments, they drop off their passengers at a suburban location, often without notice to that community. We have seen this happen in suburbs throughout the Chicagoland region, including some in Lake County. On most occasions, buses have been redirected to the designated location in Chicago. On others, migrants are provided a Metra ticket as another means of transportation to Chicago. In some cases, those on the bus have been dropped off at random locations without notice, winter clothes and a means of immediately making it to the Intake Center in Chicago. In such cases, local organizations and communities have provided shelter and food on a temporary basis until a better solution is found and until folks are redirected to the intake center downtown. The Ordinance the Board will consider tonight is intended to address reasonable regulations to ensure that buses do not leave people unannounced, overnight or abandoned in the cold and that their safety as well as the safety of our residents is assured. We are in regular contact with the Metropolitan Mayor's Caucus, Lake County Office of Emergency Management, Cook County Office of Emergency Management, City of Chicago, PADS of Lake County, transportation companies our neighboring communities to assess and respond as humanely and as safely as possible. We will continue to closely monitor where and when buses are dropping off migrants and asylum seekers. To be clear, we are keenly aware of this ever -evolving situation to be able to respond to the needs of those who could soon be arriving while also maintaining the safety and security of our residents." Deputy Village Manager Andrew Lichterman reported this Ordinance applies to any unscheduled drop-offs; not only those with migrants. He noted the permitted drop-off location is the Lake Cook Road Metra station, and that the ordinance requires notice five business days before arrival. Mr. Lichterman stated a designated staff member and/or police officer will meet the bus. Board of Trustees meeting January 16, 2024 Page 5 of 9 Trustee Benton noted the previous order was to direct busses to the intake center, and if the bus arrives outside of the allowed timeframe, the community has to provide overnight accommodations. Mr. Lichterman reported the City of Chicago has accepted buses outside the timeframe as long as they are escorted by a police officer. Trustee Oppenheim questioned how to get the word out to transit companies. Mr. Street noted other communities notified the Texas Division of Emergency Management, as well as the bus companies of their Ordinance. Mr. Schuster stated this is not just targeted to buses with migrants, but rather it applies to any unscheduled drop-off from outside the community. Trustee Oppenheim does not want drop-offs in unsafe conditions because someone did not know. Mayor Shapiro stated the Village wants to be as consistent as possible with other communities. Trustee Metts-Childers believes this Ordinance tries to ensure safety and compassion, rather than just dropping off passengers with no plan. Dr. Danielle Maldonado gave public comment on the proposed ordinance. She applauds the Village for being proactive and taking care of the community and people looking for safety. Chris Ripkey also applauded the Village's efforts with the bussing situation. Trustee Oppenheinr moved to adopt the Ordinance amending Chapter 22 of the Municipal Code of the Village of Deerfield, Illinois, 1975, as amended, regulating unscheduled bus stops. Trustee Berg seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim, Shapiro (6) NAYS: None (0) Mr. Schuster noted the Ordinance passed with the required two-thirds vote of the corporate authority, therefore it will go into effect immediately. RESOLUTION R-24-03 AUTHORIZING A Resolution authorizing document scanning DOCUMENT SCANNING SERVICES services. Assistant Village Manager Justin Keenan reported that over the past two years staff has worked to shift the building permit process online. He noted that with the submitting, reviewing and processing of permits being conducted online, paper building plans are no longer required. Mr. Keenan stated that as the Village begins to shift from paper to online submissions, a new goal is to digitize old files that are currently stored in the basement storage room. He noted the Village has worked with Microsystems Inc. for decades and has received excellent service. Mr. Keenan stated the Village budgeted $35,000 for document scanning and recommends awarding the contract to Microsystems Inc. for the full budgeted amount. Trustee Metts-Childers moved to adopt the Resolution authorizing document scanning services from Microsystems Inc. in the amount of $35,000. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim (5) NAYS: None (0) Board of Trustees meeting January 16, 2024 Page 6 of 9 ORDINANCE 0-24-02 AMENDING Mr. Keenan stated after receiving guidance CHAPTER 7 OF THE MUNICIPAL CODE from the Village Board, staffed worked with the RE: FOOD TRUCK LICENSING Village Attorney to draft a food and ice cream truck Ordinance. The major updates included in this ordinance are as follows: 1. Food trucks will be required to apply annually for a $100 Food Truck License. 2. Ice cream trucks will be required to apply annually for a $50 Ice Cream Truck License. 3. Limit the hours of operation for food trucks by only allowing food trucks to operate for a maximum of four hours in one location, or for the duration of a special event. 4. Limit food truck operations to no more than once a month at an individual property, both residential and commercial. 5. Ban food trucks from parking on private property and selling directly to the public at large. 6. Limit public right-of-way food truck operations to Village or Park District sponsored events and Village -approved special events (such as a block party). 7. Allows ice cream trucks to park on the right-of-way in residential areas for a maximum of 30 minutes to sell ice cream as part of a pre-arrang6d agreement with the property owner. 8. Require vendors to collect and remit all relevant taxes and file all sales and use tax forms. 9. Require vendors to secure all waste and to recycle. 10. Establish a non-compliance fine of $50 to $750 per offense for violating or failing to comply. 11. Bans mass food delivery. Mr. Keenan reported that by adopting this Ordinance, staff will have the ability to better regulate food truck activities in the Village and ensure that food trucks are both licensed through the Lake County Health Department and insured. He noted this will also clarify requirements for ice cream trucks operating in the Village as part of many neighborhood summer events. Trustee Berg asked if this affects ice cream trucks at little league games. Mr. Keenan reported that is not allowed unless they have an agreement with the Park District. Trustee Oppenheim moved to adopt the Ordinance amending Chapter 7 of the Municipal Code regarding food truck licensing. Trustee Berg seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim (5) NAYS: None (0) RESOLUTION R-24-04 AUTHORIZING Assistant Director of Public Works and ADDITIONAL EXPENDITURES FOR Engineering Tyler Dickinson reported the THE WAUKEGAN ROAD WATER Waukegan Road water main project was completed Board of Trustees meeting January 16, 2024 Page 7 of 9 MAIN PROJECT in October 2023. He stated the IDOT resurfacing work will begin in April 2024. Mr. Dickinson noted, as with many construction projects, items can arise during construction that are not originally included in the plans, or are unforeseen, but are germane to the scope of work. He stated such instances occurred during the Waukegan Road water main project. Mr. Dickinson reported the primary instance occurred when existing conditions required extending the water main replacement beyond the planned ending point along Warwick Road. He noted the existing water main in this area was in poor quality and required extending the construction limits to an acceptable end point, approximately 200 feet east of Waukegan Road. Mr. Dickinson reported that in addition to the Warwick Road extension related costs, other quantities for water main items went above the contract limit such as water valves, residential water services, fire hydrants as well as associated items such as pavement and sidewalk patching. Mr. Dickinson noted the Village did not award the budgeted street rehabilitation project last year due to unfavorable bids. Trustee Benton moved to adopt the Resolution approving additional expenditures of $193,479.09 for the Waukegan Road water main project, representing a 4.8% increase over the original amount. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim (5) NAYS: None (0) RESOLUTION R-24-05 AUTHORIZING Mr. Dickinson reported the Village hired an AN INCREASE TO THE PHASE III engineering firm to manage Phase III of the ENGINEERING SERVICES CONTRACT Waukegan Road water main project. He noted that FOR THE WAUKEGAN ROAD WATER as the project progressed, the contractor increased MAIN PROJECT their production in attempt to meet the contract completion dates. Mr. Dickinson stated the contractor began to use additional crews, increase daily work hours, and worked an additional eight weeks in total completing the project, which included tasks added by the Village. He reported this resulted in a large increase in the hours worked by the consultant, much of which was not anticipated at the time of the original contract agreement. Mr. Dickinson stated the consultant has exceeded their contract. He noted the Village and Civiltech Engineering have discussed a $100,000 supplement to their original contract, bringing the total up to $393,287. Mr. Dickinson reported Staff budgeted $340,000 in FY2023 for Phase III engineering. Mr. Dickinson noted there were efficiencies that were not used that will offset the overage. Trustee Oppenheim moved to adopt the Resolution authorizing an increase to the phase III engineering services contract for the Waukegan Road water main project in the amount of $100,000. Trustee Metts-Childers seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim (5) NAYS: None (0) Board of Trustees meeting January 16, 2024 Page 8 of 9 RESOLUTION R-24-06 AUTHORIZING A HAZEL AVENUE UTILITY EASEMENT AGREEMENT WITH METRA Mr. Dickinson reported a new water main within the Metra right-of-way along the north side of Hazel Avenue will be installed as part of the 2025 Hazel Avenue infrastructure project. He stated this new main will require a new pipeline easement agreement from Metra to permit this installation and future maintenance. Mr. Dickinson reported a formal easement agreement has been drafted by Metra and requires the Village to pay $2,500 to prepare and execute. Trustee Oppenheim asked if the Village would be responsible for replacing the water main if Metra made changes that would impact the easement area in the future. Mr. Schuster noted the Village would be responsible. Trustee Benton moved to adopt the Resolution authorizing a Hazel Avenue easement agreement with Metra in the amount of $2,500. Trustee Metts-Childers seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim (5) NAYS: None (0) RESOLUTION R-24-07 AWARDING Mr. Dickinson reported seven sealed bids were CONTRACT FOR 2024 STREET publicly opened and read for the 2024 street REHABILITATION PROJECT rehabilitation project. He stated the low bidder was A- Lamp Concrete Contractors in the amount of $4,047,006. Mr. Dickinson reported the 2024 Street Rehabilitation Project will be funded through $2.75 million of Motor Fuel Tax funds, $1.24 million of Rebuild Illinois Bonds funds, and $100,000 from the Village's Infrastructure Replacement Fund. Mr. Dickinson reported that in total, including the annual sidewalk replacement program, the project is budgeted at $4,099,000 in fiscal year 2024. He noted the Village did not award the contract last year and the bid this year demonstrated economies of scale. Trustee Oppenheim moved to adopt the Resolution awarding the 2024 street rehabilitation project contract to A -Lamp Concrete Contractors in an amount not to exceed $4,047,006. Trustee Metts-Childers seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim (5) NAYS: None (0) RESOLUTION R-24-08 AUTHORIZING Director of Public Works and Engineering Bob THE PURCHASE OF BULK ROCK Phillips reported the Village purchases bulk rock SALT THROUGH THE ILLINOIS salt through two joint bids. He noted the Village DEPARTMENT OF CENTRAL typically agrees to purchase the rock salt in March. MANAGEMENT SERVICES AND Mr. Phillips reported last year's mild winter resulted LAKE COUNTY in the Village retaining 800 tons of bulk rock salt. Mr. Phillips noted the Village is obligated to Board of Trustees meeting January 16, 2024 Page 9 of 9 purchase 600 tons of additional rock salt. He added the Village has storage space for 1,500 tons. Trustee Oppenheim moved to adopt the Resolution authorizing the purchase of bulk rock salt through the Illinois Department of Central Management Services and Lake County in an amount not to exceed $230,000. Trustee Metts-Childers seconded the motion. The motion passed by the following vote: AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim (5) NAYS: None (0) DISCUSSION KUDOS Mayor Shapiro thanked the Public Works Department for making the streets safe during the Recent storm and extraordinary cold weather. He noted the Village frequently receives comments about how much better the Deerfield streets are than streets in surrounding communities. Additionally, Mayor Shapiro reiterated that he is proud of what the Board accomplished this evening in regards to the unscheduled intercity bus ordinance. ADJOURNMENT Trustee Berg moved to adjourn the meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously on a voice vote. The meeting was adjourned at 8:37 p.m. The next.regular Board of Trustees meeting is scheduled to take place on Monday, February 5, 2024, at 7:30 p.m. APPROVED - Mayor ATTEST: t�t Village Clerk