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11/15/20101 1 1 November 15, 2010 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Rosenthal in the Council Chambers of the Village Hall on Monday November 15, 2010 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Robert Benton Alan Farkas Thomas Jester Mary Oppenheim William Seiden Barbara Struthers and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Deerfield High School teacher Ryan Rockaitis and junior Quinn Hirsch led those in attendance in reciting the Pledge of Allegiance. Mr. Rockaitis stated this was his seventh year teaching and working with the Student Council. Ms. Hirsch explained she was appointed as co- chairperson of the School Chest program, which is an annual fundraising program to benefit a local charity. This year, they considered 30 charities and decided on Bear Necessities, a local charity that is trying to eliminate pediatric cancer. Students participate in charity drives and food sales. Ms. Hirsch invited residents to the benefit dinner at the Deerfield Hyatt, which will also have a silent auction. Mr. Rockaitis noted that last year School Chest raised more than $87,000 for charity. Ms. Hirsch mentioned other events, including a Maj Jong night and Deerfield Idol. They hope to get more people involved with the program. The Mayor and Board wished the DHS School Chest great success. ILLINOIS FINE ARTS AWARD Jeff Marks, Chairman of the Fine Arts Commission, reported that the Village of Deerfield was recognized as one of 13 Illinois communities that strongly supports the arts. The Village's honorable mention as an Illinois Arts Friendly Community was highlighted at the Illinois Municipal League annual convention. Mr. Marks also reported that the Commission partnered with the DBR Chamber of Commerce, Deerfield Library and the Deerfield Park District. The Mayor and Board thanked the Fine Arts Commission for its efforts and congratulated its members for an outstanding year. DOCUMENT APPROVAL Trustee Benton made a motion to approve the minutes from the November 1, 2010 Board of Trustees meeting. Trustee Struthers seconded the motion. Trustees Benton and Oppenheim and Mayor Rosenthal made corrections. The minutes were approved unanimously, as amended. BILLS AND PAYROLL Trustee Seiden made a motion to approve the Bills and Payroll dated November 1, 2010. Trustee Oppenheim seconded the motion. The motion passed by the following vote: Board of Trustees Meeting November 15, 2010 Page 2 of 6 AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) TREASURER'S REPORT Bob Fialkowski presented highlights from the Treasurer's Report representing the first six months of the fiscal year. He reported July was a good month for sales tax, relative to the same month last year. Overall, most revenues are slightly higher than a year ago. The six month total for regular sales tax, net of Walgreens, is up about $100,000. The underlying sales in the Village are showing improvement. Water sales had another good month, reflecting the dry periods of summer. Sewer revenues are slightly above budget as well. Hotel tax is showing some signs of recovery, and the electric /utility tax is going along as expected. Mr. Fialkowski noted that building permits are up, and there is a lot of activity, including residential and commercial remodeling, and expenditures are down about $700,000. Mr. Fialkowski noted interest income is substantially down, but he hopes the other revenues will continue. Trustee Struthers asked what effect the federal interest rates have on the Village. Mr. Fialkowski explained that the Village has typically invested in shorter end investments, which have been low for awhile. They tend to lag but are catching up. REPORT ON DEPARTMENTAL Mr. Fialkowski discussed the list of activities in OBJECTIVES - FINANCE DEPARTMENT Finance and IT over the past six months. Both departments have been fairly active. The bond issue was put into place earlier this month. The Village reaffirmed its Aaa rating, which is reflective of decisions made over the years. One of the negatives the Village needed to overcome was being in the State of Illinois, which is starting to wear on some of the taxing bodies in the State. The Village is still very strong locally. Other major occurrences within the Finance Department included the preparation of the Comprehensive Annual Financial Report. Mr. Fialkowski praised Eric Burk and Rich Jett for their hard work on the CAFR. The auditors looked at the books and gave a clean opinion. The department also prepared the budget and received the GFOA Award for the 19`" consecutive year. The department also worked to get the electric utility tax up and running, and it is going smoothly. Mr. Fialkowski noted the utility bill statistics were similar to the past six months, and there has not been a major rise in late notices or shut -offs. Mr. Fialkowski mentioned that the IT Department reorganized the phone service contract, and the Village would be saving $24,000 over the next three years. They also have reconfigured the storage system, and the Village has new equipment. The financial software was upgraded, and a major upgrade is forthcoming. Mr. Fialkowski noted the financial software server crashed, but the new server was put in place with no loss of data. Trustee Jester noted the Village would need another bond shortly and questioned whether it should be done sooner rather than later. Mr. Fialkowski will meet with the Library tomorrow. He noted there are a lot of things that go on with predicting interest rates, including the legislative issues with program expirations and borrowing money before it is needed. He believes the money should only be borrowed when it is needed. Mayor Rosenthal noted the Village is also pursuing other funding options that could be available. Trustee Oppenheim commended Mr. Fialkowski on his thoroughness and the clarity of the reports. Board of Trustees Meeting November 15, 2010 Page 3 of 6 MANPOWER REAPPOINTMENTS Mayor Rosenthal noted she spoke with the Commission Chairs before making reappointment recommendations. She also sent letters to each volunteer asking if they would be interested in being reappointed. She listed the volunteers that would be reappointed to the Commissions, as well as their term expiration. Trustee Seiden made a motion to accept the Manpower reappointments. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) PUBLIC COMMENT There was no Public Comment. REPORTS REPORT AND RECOMMENDATION The Board of Zoning Appeals held a Public OF THE BOARD OF ZONING APPEALS Hearing to consider the request of Stephen Kozer, RE: REQUEST FOR A FRONT YARD who would like to build a new home with a 30 AVERAGE VARIATION FOR 1105 foot front yard in lieu of a 37 foot front yard. The CHERRY STREET Board of Zoning Appeals voted 5 -2 in favor of sending a favorable recommendation. Trustee Jester noted the property immediately to the north is under construction and asked if it is a spec home. Mr. Case explained that home is under contract and the architect's son and daughter would occupy the home. Trustee Jester asked whether they were notified about this petition. Mr. Case stated they were notified. Trustee Struthers asked about the setback of the new construction to the north. BZA Chairman Bob Speckmann stated the setback of the home under construction is 37 feet, which is consistent with the average setback for the street. Trustee Struthers asked whether the new home would have a brick wall as their view. Ch. Speckmann was unsure which part of the floor plan would face the brick wall. He stated the future occupants of that home were notified, however. Trustee Seiden asked the reasons behind the two negative votes from BZA members. Ch. Speckmann explained that the documentation was missing some information they wanted to see. There was also some incorrect information, and they wanted the petitioner to provide accurate information. The two BZA members also felt the request was not the minimum, and the house could have been redesigned. Mayor Rosenthal asked about the five favorable votes. Ch. Speckmann explained the variation did not adversely impact natural light and ventilation. It is also an average setback, where one home skews the average setback. He noted the builder of the property to the north chose not to request a variance. Trustee Farkas noted the houses are well spaced and have a lot of vegetation. Trustee Farkas made a motion to accept the report and recommendation of the Board of Zoning Appeals regarding the request for a front yard average set back variation for the property located at 1105 Cherry Street. Trustee Oppenheim seconded the motion. The motion passed by the following vote: Board of Trustees Meeting November 15, 2010 Page 4 of 6 AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) REPORTS AND RECOMMENDATIONS RE: TOM AND EDDIE'S RESTAURANT AT DEER-FIELD SQUARE establishment of the restaurant and amendm of sending a positive recommendation. Mr. Street reported the Plan Commission held a pre - filing conference on August 12 and a public _hearing on August 26 to consider the request from CRM Properties and Tom and Eddie's Restaurant to permit the ent to the PUD. The Plan Commission voted 5 -0 in favor The Village Center Development Commission held a workshop meeting on August 4 to consider the request to permit the establishment of a restaurant at Deerfield Square. The Village Center Development Commission voted 8 -0 in favor of sending a positive recommendation. Trustee Jester made a motion to accept the recommendations. Trustee Oppenheim seconded the motion. Chris Siavelis from CRM Properties stated they are excited to have a high -end burger restaurant in the space formerly occupied by FUN Cards and Gifts and a portion of the former Moosejaw. He stated they would work with the architects and engineers to put in the proper pollution devices so there is no smell in the office building and the smell in the children's play area would be minimal. Trustee Struthers asked where the exhaust would exit the building. Mr. Siavelis explained they were using inline exhaust and pollution control modules. The exhaust fans would be located inside. Given the hood sizes, it is more appropriate to install the exhaust systems inside the space. Trustee Struthers asked if the grease aromas would be going into the parking lot or pedestrian areas. Mr. Siavelis explained they were installing pollution control modules to greatly reduce the odors. He explained the exhaust would be directly above the trash corral, 15 — 20 feet from the pedestrian areas. Trustee Struthers asked about employee parking. Mr. Siavelis explained the restaurant employees would have the same regulations as other employees. Trustee Oppenheim asked if the parking counts were predicated on full occupancy of the center. Mr. Siavelis explained the 5:1 requirement of the PUD compared with the onsite observations and physical counts at peak time on Friday afternoon. Tom Dentice from Tom and Eddie's discussed the restaurant. Trustee Farkas asked how the size of this restaurant compares with the others. Mr. Dentice explained this was the largest of the three restaurants. He stated they want to open the restaurant in March or April 2011. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) CONSENT AGENDA There was no Consent Agenda. 1 Board of Trustees Meeting November 15, 2010 Page 5 of 6 There was no Old Business. AUTHORIZATION FOR POLICE DEPARTMENT TO ENTER INTO AN OPERATIONAL AGREEMENT WITH PROJECT LIFESAVER OLD BUSINESS NEW BUSINESS Chief Sliozis stated he is seeking authorization for the Police Department to enter into an operational agreement with Project Lifesaver. He explained that Project Lifesaver provides electronic equipment for geographic tracking of individuals with cognitive disorders. The Police Department received a $5,000 grant for the program. Chief Sliozis explained that members of the community wishing to participate would purchase a wrist or ankle bracelet. There would be a one -time administrative fee /training cost of $450 paid by the department. Chief Sliozis noted Deerfield would be the first community in Illinois to use this company. He stated the system has been successful where it has been implemented. Mayor Rosenthal stated participating residents are required to purchase a bracelet for $300. It is the resident's responsibility to notify the Police Department if they want to be included in the program. Trustee Farkas asked whether the resident's cost included additional funds so the department could recapture their costs. Chief Sliozis explained the $300 includes the equipment and maintenance. Staff did not figure in any additional costs. Trustee Struthers asked how far individuals could be tracked. Chief Sliozis explained the tracking equipment is portable and individuals can be tracked up to two blocks from the equipment suitcase. Trustee Oppenheim asked if the Police Department estimated usership in the Village. Chief Sliozis noted the average 12 - 20 participants. Chief Sliozis did not see a downside to participating in this program and suggested reaching out to neighboring communities as well. Trustee Oppenheim asked who in the department would handle this. Chief Sliozis explained the staff would be trained, and the department would receive marketing materials with the equipment. Mayor Rosenthal thanked Police Communications Director Mary Ann Glowacz for finding the grant. Trustee Farkas would like to see the user fee slightly increased. Mayor Rosenthal urged that the program must not be too expensive. Trustee Oppenheim agreed, stating she would hate the program not to be used because it was too expensive. Trustee Seiden believes this will be a good feature for the Village. Trustee Benton stated the Village could look at the cost over time. Trustee Oppenheim made a motion to authorize the Police Department to enter into an operational agreement with Project Lifesaver. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) DISCUSSION DEERFIELD FAMILY THEATER Trustee Benton stated the Deerfield Family Theater is putting on the musical Oliver. It is one of the best Board of Trustees Meeting November 15, 2010 Page 6 of 6 productions he has seen. He stated that tickets for the weekend of November 19 are available through the Deerfield Park District. DEERFIELD PATCH Trustee Farkas spent time on the Deerfield Patch website. He believes it is a wonderful website. Trustee Farkas noted that they put out a crime alert in Deerfield and encouraged residents to check it out. VETERANS DAY Mayor Rosenthal thanked the American Legion who sponsored the service on Veterans Day. The service is always well done, and this year was no different. NEXT BOARD MEETING Mr. Street noted the next regular Board of Trustees meeting will be in three weeks, on December 6. There will be a Committee of the Whole meeting on Monday, November 22. WINTER CELEBRATION Mayor Rosenthal encouraged residents to attend the Winter Celebration in Deerfield, which will be held on December 3 and 4. It is a fun celebration with a number of community events. She also reminded residents to shop in Deerfield. ECUMENICAL SERVICE Mayor Rosenthal invited residents to attend the Ecumenical Service on November 24 at Lakeside Congregation on Lake Cook Road in Highland Park. Trustee Benton added the service will be beautiful. It starts at 7:00 p.m. ADJOURNMENT There being no further business or discussion, the meeting was adjourned at 8:42 p.m. APPROVED: Mayor ATTEST: illage Clerk 1