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03/03/2008March 3, 2008 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Village Manager Kent Street in the Council Chamber of the Village Hall on Monday, March 3, 2008 at 7:31 p.m. The Clerk called the roll and announced that the following were: Present: Robert Benton Michelle Feldman Thomas Jester Harriet Rosenthal William Seiden Barbara Struthers Absent: Steve Harris, Mayor and that a quorum was present and in attendance. Also present was Village Attorney Peter Coblentz. MAYOR PRO TEM In the absence of Mayor Harris, Trustee Seiden nominated Trustee Rosenthal to serve as Mayor Pro Tem. Trustee Benton seconded the motion. The motion passed unanimously. PLEDGE OF ALLEGIANCE Art teacher Katherine Hillyer and five students from the Kipling Elementary School Art Fair Committee led those in attendance in reciting the Pledge of Allegiance. The students explained that they help set up the art fair and come up with ideas for the Make and Take portion of the fair. The art fair will be held on March 15`h at Kipling. The students spoke about their favorite projects this year. Trustee Feldman noted that art classes teach thinking skills not taught in other classes. MINUTES OF PREVIOUS MEETING Trustee Struthers made a motion to approve the minutes from the February 18`h Board of Trustees meeting. Trustee Benton seconded the motion. Trustee Feldman requested that the minutes reflect that Mayor Harris mentioned that resident input should be given during the beta stage of the website development. The motion to approve the minutes as amended passed unanimously. PROCLAMATION Mayor Pro Tem Rosenthal proclaimed March 2008 as Youth Art Month in Deerfield. She urged all residents to support art in education. Trustee Benton made a motion to accept the Proclamation. Trustee Struthers seconded the motion. The motion passed unanimously. PROCLAMATION Mayor Pro Tem Rosenthal proclaimed March 9 — 15 as Youth Appreciation Week in Deerfield. This has traditionally been sponsored by the Deerfield Optimist Club. Trustee Seiden moved to accept the proclamation. Trustee Benton seconded the motion. The motion passed unanimously. Trustee Seiden accepted the Proclamation on behalf of the Optimist's Club. He explained that Board of Trustees Meeting March 3, 2008 Page 2 of 7 the Optimist Club also helps the community's youth by sponsoring Mudfest and an essay contest. Their only source of revenue is from the sale of Christmas trees. BILLS AND PAYROLL Trustee Struthers made a motion to approve the Bills and Payroll dated March 3, 2008. Trustee Jester seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) REPORT ON DEPARTMENTAL Chief Sliozis read a statement noting challenging OBJECTIVES — POLICE DEPARTMENT events that occurred during the past year in Deerfield, including some still being investigated, and thanking members of the Department for their outstanding efforts. Chief Sliozis discussed crime trends and reported that major crime statistics were down during the year. He noted that many crimes are cyclical. The department continued to concentrate on alcohol related offenses but he does not believe the problem has dramatically increased. Last year, the Department partnered with UIC Masters students on updating job descriptions. That project was a win -win situation, giving students hand -on experience while providing Deerfield with the service at no cost. This year, they are working on a strategic plan with UIC Masters students. Deerfield is facing the first re- accreditation process from CALEA and believes it will be tougher than the first accreditation. It is a challenging task that can be time consuming, but the department is looking forward to it. Chief Sliozis explained that they recently completed a citizen survey within the community. Results appear similar to what the department received three years ago, indicating that citizens are satisfied with the Police Department and are primarily concerned about traffic and parking. Trustee Feldman asked about the digital video surveillance program. Chief Sliozis reported that out of date security cameras are located within the Police Department. With remodeling of the village hall complete, the Department hopes to add monitoring of the village hall entrances to an updated system for all. Trustee Feldman asked if the schools have video surveillance. Chief Sliozis explained that Deerfield High School has video monitoring but he is unsure about the other schools. Mayor Pro Tern. Rosenthal commented that she does not believe it is up to the Village to decide whether to have surveillance in the schools. Trustee Struthers noted that VoIP and cell phone use are common in the Village and asked whether the Village was able to pinpoint calls from these locations. Chief Sliozis explained that the Department has the most current technology. He noted that not all cellular telephones have the ability to be exactly located by latitude and longitude. He explained that within a few years, all the phones will be required to pinpoint Board of Trustees Meeting March 3, 2008 Page 3 of 7 latitude and longitude. With VoIP, sometimes an incorrect address shows up but it has come a long way since the initial implementation. Mayor Pro Tern Rosenthal noted that six months ago the Trustees discussed the number of trucks getting stuck in the overpass. Chief Sliozis explained that there have been occurrences, but it has been reduced in the past six months. The signage appears to be more than adequate. Some drivers still have a difficult time realizing they should not be there. The Department issues traffic citations and, if they create damage, restitution is pursued. It is usually just an inconvenience. Mayor Pro Tern Rosenthal asked if any preventative measures that were discussed could be implemented. Chief Sliozis explained that Public Works is looking into an early warning system. Mayor Pro Tern Rosenthal asked about Internet safety for kids. Chief Sliozis explained that Officer Landy frequently visits the schools and meets with both children and parents. He cautioned that both parents and children need to be careful, and he recommends that parents keep a close eye on their children's Internet usage. Trustee Feldman commented that Facebook owns everything on their site, including pictures. Chief Sliozis explained that parents could purchase software to block certain websites. Mayor Pro Tern Rosenthal asked about gang activity. Chief Sliozis explained there were three incidents of graffiti. He noted that gang activity is up in Lake and Cook counties, but Deerfield has not had any notable gang activity. There was no Public Comment. There were no Reports. PUBLIC COMMENT REPORTS CONSENT AGENDA ORDINANCE 0 -08 -06 AMENDING A An Ordinance amending a Special Use to allow the SPECIAL USE TO ALLOW THE construction of a Paddle but for Tennaqua Club. CONSTRUCTION OF A PADDLE HUT Second Reading. FOR TENNAQUA CLUB, 1 TENNAQUA LANE — 2R ORDINANCE 0 -08 -07 APPROVING A An Ordinance amending a Special Use for a SPECIAL USE FOR A RECREATION recreation center at 491 Lake Cook Road in Lake CENTER AT 491 LAKE COOK ROAD Cook Plaza. Second Reading. IN LAKE COOK PLAZA — 2R 1 1 1 1 1 1 Board of Trustees Meeting March 3, 2008 Page 4 of 7 Trustee Struthers made a motion to approve the Consent Agenda and adopt the two ordinances. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) OLD BUSINESS ORDINANCE APPROVING AN AMENDMENT TO A CLASS B SPECIAL USE FOR AN EXPANSION OF TRAX TAVERN & GRILL AND AN AMENDMENT TO A COMMERCIAL PUD TO PERMIT RENOVATIONS TO THE PARKING LOT AND THE An Ordinance approving an Amendment to a Class B Special Use for the expansion of Trax Tavern & Grill and an Amendment to a Commercial PUD to permit renovations to the parking lot and the exterior of the Building at 833 Deerfield Road in Deerfield Square. Second Reading. EXTERIOR OF THE BUILDING AT Mayor Pro Tern Rosenthal reported that the 833 DEERFIELD ROAD IN DEERFIELD Trustees received a letter this afternoon asking that SQUARE — 2R the seating area be moved to the east so it is further from neighboring residential areas. The letter also asked for a curfew that would close the rooftop seating at 10:00 p.m. on weekdays and 11:00 p.m. on Friday and Saturday nights, and that sound deflectors be added to the rooftop. Chris Siavelis from CRM Properties explained that he received the letter just today and has not had time to properly analyze the impact of the requests cited in it. He believes moving the rooftop seating area to the east would be problematic, as the roof is divided up for the tenants below, and there is a masonry parapet wall that blocks the view of the park. Secondly, putting up a sound deflector creates aesthetic and cost concerns. The railroad tracks do provide a buffer zone between residential and commercial areas. With respect to the operating hours, this restaurant is an investment. Keeping the rooftop hours consistent with the interior hours is important to Trax. Mayor Pro Tern Rosenthal asked about the hours of operation. Mr. Siavelis explained that the hours were stipulated in the original ordinance. The restaurant closes at 10:00 p.m., and the bar closes at 1:00 a.m. except on Sunday, when it closes at 10:00 p.m. Joe Becker, 901 Sunset Court, explained that Trax is located within 200 feet of the residential area. It is separated by train tracks, which are 40' wide. There are no buildings between Trax and the condominium. There were complaints, and they no longer have karaoke on the rooftop. For the most part, the situation is not bad, but with the expansion, he believes the residential area will be adversely affected. Between 10:00 p.m. and 1:00 a.m., they are a bar and do not serve food. They overlook a family park, which has a Board of Trustees Meeting March 3, 2008 Page 5 of 7 10:00 curfew. When Trax was first built, there were trees, which have died over the years. He asked why the owners could not put plexiglass windows on the west side to deflect the noise. Mr. Becker explained that he has lived in Deerfield for 22 years. They enjoy their house and do not want to be forced to move because of noise. Residents know they have to accept change. On Thursday nights, patrons are out there drinking until 1:00 a.m., and he cannot open the windows in his bedroom because it is too noisy. Mr. Becker wants Trax to be responsible. Mayor Pro Tern Rosenthal explained that liquor licenses are granted in establishments where food service is available. She believes the Trustees need to look at that and suggested tabling further discussion to see what can be done to accommodate both Trax and the neighbors. Trustee Feldman noted that Ravinia is required to close by 10:00 p.m., so everyone is out by 11:00 p.m. She believes that rooftop noise carries differently than noise from a patio. Bob Rayboch, owner of Trax, explained that the upstairs patio does not usually remain open until 1:00 a.m. If they received complaints, they would ask customers to keep the noise level down. He noted that, once customers leave, they send home their employees, recognizing that Deerfield is not a late community. Mayor Pro Tem Rosenthal explained that the Village Attorney would review the liquor license requirements and asked Trax to review how they propose mitigating some of the noise. Trustee Benton made a motion to table further discussion until the next Board of Trustees meeting. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) NEW BUSINESS REQUEST TO AUTHORIZE POLICE DEPARTMENT TO PURCHASE ONE NEW UNMARKED POLICE VEHICLE scheduled to be replaced this year. The e: Zoning Department for continued use. Chief Sliozis reported they are seeking authorization for one unmarked police vehicle for administrative purposes, as budgeted. The vehicle would replace an existing vehicle that is cisting vehicle would be reassigned to the Building and Trustee Jester made a motion to authorize the purchase of an unmarked police vehicle from Miles Chevrolet in an amount not to exceed $19,068. Trustee Benton seconded the motion. Trustee Struthers questioned why the department has not added 4 -wheel drive vehicles because of the weather. Chief Sliozis Board of Trustees Meeting March 3, 2008 Page 6 of 7 explained that the Chevrolet Impala has front wheel drive. They are exploring the possibility of adding four -wheel drive vehicles or SUVs in the future. Trustee Seiden asked why the fleet would increase by one vehicle. Chief Sliozis explained that the Lumina would be taken out of service this year. Mr. Kiraly explained that vehicles are recycled to other departments. This vehicle would replace an older Chevrolet Lumina with more than 90,000 miles. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) REQUEST TO AUTHORIZE POLICE Chief Sliozis explained that the Police Department DEPARTMENT TO ENTER INTO AN purchased the Reverse 911 system in 2003. That AGREEMENT WITH CONNECT -CTY data base was often not very current or complete. TO PROVIDE SERVICES FOR MASS The current system requires 18 phone lines at a cost NOTIFICATION SYSTEM of $5,400 annually. The new system would be Internet based and would not require maintenance. It would be faster, more accessible, and flexible. The cost for the new system would be $2.50 per household or business, with the annual agreement of $16,250 per year. Trustee Struthers asked whether the new system could be used to notify a specific area. Chief Sliozis responder that, yes, a geographic area could be targeted. The system offers an elder notification feature as well. He explained that everyone he has spoken with said it was one of the best systems they have seen. Mr. Kiraly added that the new system would be both telephone and email based. Staff plans to ask residents to sign up with both phone numbers and email addresses through a link on the Village website. The new system would provide the Village with the ability to offer a subscription information system, if residents were interested in finding out about specific items. Mr. Kiraly explained the system would allow the Village to communicate with residents by email or by phone. Chief Sliozis noted that residents could request to be notified in different languages as well. Trustee Benton made a motion to authorize the Police Department to enter into an agreement with Connect CTY to provide services for a mass notification system as requested. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Feldman, Jester, Rosenthal, Seiden, Struthers (6) NAYS: None (0) DISCUSSION DRAINAGE DITCH CLEANING Mr. Street reported that the Union Drainage District is having the West Fork cleared of dead trees and debris. 1 Board of Trustees Meeting March 3, 2008 Page 7 of 7 TREE TRIMMING trees in his neighborhood. ADJOURNMENT Attest: W.%. Vi age f lerk Trustee Jester reported that he received a notice that the Village contractor will be trimming parkway There being no further business or discussion, the meeting was adjourned at 8:45 p.m. Approved: Mayor 1 1 C