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May 7, 2012
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 May 7, 2012 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
Allegiance.
PROCLAMATION
Gwen Rich of the Association of Image Consultants
International Civility Awareness Project led those in
attendance in reciting the Pledge of
Mayor Rosenthal proclaimed the month of May
2012 as Civility Awareness Month in Deerfield.
Trustee Seiden made a motion to accept the Proclamation. Trustee Struthers seconded the
motion. The motion passed unanimously.
Ms. Rich thanked the Board for their support of the Civility Awareness Project. She looks
forward to giving back to the community for many more years.
MINUTES OF PREVIOUS MEETINGS Trustee Seiden made a motion to approve the
minutes from the April 16, 2012 Board of Trustees
meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously.
Trustee Farkas made a motion to approve April 23, 2012 Committee of the Whole meeting.
Trustee Struthers seconded the motion. The motion passed unanimously.
BILLS AND PAYROLL Trustee Struthers made a motion to accept the Bills
and Payroll dated May 7, 2012. Trustee Jester
seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
MANPOWER APPOINTMENTS Mayor Rosenthal stated the Manpower Commission
recommended appointing Peter Whitaker to the
Appearance Review Commission.
Board of Trustees Meeting
May 7, 2012
Page 2 of 7
Trustee Oppenheim made a motion to accept the recommendation of the Manpower
Commission. Trustee Struthers seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
PUBLIC COMMENT There were no Public Comments on non - agenda
items.
REPORTS
REPORT AND RECOMMENDATION
The Plan Commission held a Public Hearing on
OF THE PLAN COMMISSION RE:
April 12, 2012 to consider the request for an
REQUEST FOR AN AMENDMENT TO
amendment to a commercial planned unit
A COMMERCIAL PLANNED UNIT
development to permit the redevelopment of the
DEVELOPMENT TO PERMIT THE
former George's What's Cooking property into a
REDEVELOPMENT OF THE FORMER
medical office building for Northwestern Medicine
GEORGE'S WHAT'S COOKING
at 350 South Waukegan Road. The Plan
PROPERTY INTO A MEDICAL OFFICE
Commission voted 5 -0 in favor of recommending
BUILDING FOR NORTHWESTERN
approval of the petition. Plan Commission member
MEDICINE (350 S. WAUKEGAN ROAD)
Al Bromberg was present.
Trustee Seiden made a motion to accept the
report and recommendation of the Plan Commission.
Trustee Oppenheim seconded the motion. Trustee Struthers noted that she would be in favor of
connecting the parking lot to Deerbrook Mall.
The petitioner's Realtor, Mr. Blum stated that his
client would be receptive to a parking lot connection
if Deerbrook Mall also approved.
Mayor Rosenthal expressed concern about the loss of sales tax revenue for the Village when
retail businesses become service businesses. Mayor Rosenthal encouraged that a medical supply
facility be incorporated into the medical office to help generate sales tax revenue.
REPORT RE: RECOGNITION OF LONG Alan Garfield, Chairman of the Village Center
STANDING BUSINESSES IN THE Development Commission and Associate Village
VILLAGE CENTER Planner Kathy LeVeque stated Mayor Rosenthal
asked the Commission to consider a recognition
program for long- standing businesses in the downtown. Ms. LeVeque stated the Commission
decided that businesses which have been operating in the Village Center for at least 20 years
under the same name would be recognized as long- standing businesses. 28 businesses within the
Village Center meet the criteria. Ms. LeVeque noted honorary plaques have been ordered and
suggested recognizing the businesses at a Board meeting and acknowledging the businesses in
D -Tails and on the Village website.
Mayor Rosenthal asked about medical offices. Chairman Garfield reported the Commission felt
doctor's offices were different from retail or traditional customer service businesses. The
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Board of Trustees Meeting
May 7, 2012
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Commission wanted to recognize retail and service businesses with a store front, and noted that
further recognition of other businesses throughout the Village was also worthwhile.
Mayor Rosenthal thinks it is a great effort and highlights how the Village cares for and supports
its businesses. Chairman Garfield commended staff for doing a great job.
Mayor Rosenthal concurred the Village should also recognize businesses outside the Village
Center as well.
Trustee Struthers made a motion to accept the report. Trustee Benton seconded the motion. The
motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
CONSENT AGENDA
ORDINANCE 0 -12 -19 AUTHORIZING An Ordinance authorizing the sale and disposition
THE SALE AND DISPOSITION OF of certain surplus property owned by the Village
CERTAIN SURPLUS PERSONAL of Deerfield. Second Reading.
PROPERTY OWNED BY THE
VILLAGE OF DEERFIELD — 2R
RESOLUTION R -12 -11 AUTHORIZING A Resolution authorizing construction on a State
CONSTRUCTION ON A STATE highway.
HIGHWAY
Trustee Jester made a motion to accept the Consent
Agenda. Trustee Benton seconded the motion. The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
OLD BUSINESS
ORDINANCE 0 -12 -20 AMENDING An Ordinance amending the Municipal Code of the
THE MUNICIPAL CODE OF THE Village of Deerfield and establishing an
VILLAGE OF DEERFIELD AND infrastructure impact fee. Second Reading.
ESTABLISHING AN
INFRASTRUCTURE IMPACT FEE - 2R Management Analyst Andrew Lichterman reported
that staff is recommending an infrastructure impact
fee of 0.5 percent of the estimated cost of construction to be assessed starting June 1, 2012 and
the revenue will be used to fund the Infrastructure Replacement Fund. He noted a letter was
received from the North Shore - Barrington Association of Realtors requesting a cautious review.
Trustee Struthers cited statistics from a report of the Government Accountability Office that was
consistent with the Village's position and further justified the fee.
Board of Trustees Meeting
May 7, 2012
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Mayor Rosenthal questioned whether it would be a tax or a fee. Mr. Coblentz stated it is
immaterial what it is called. He noted this type of fee is not new. Mr. Coblentz stated the Board
has been of the opinion that construction related activities have caused damage to public
infrastructure. He noted the damage caused by heavy construction trucks is often not easily
visible. The general tax payers should not be responsible for repairing damage caused by
cumulative construction activity. A fee established at 0.5 percent of the value of construction or
demolition would go into the Infrastructure Replacement Fund and be used to repair public
infrastructure. It is within the Village's authority to impose this fee. Mayor Rosenthal noted she
would prefer calling it an infrastructure impact fee.
Trustee Jester inquired whether the intent and expectation would be that the infrastructure impact
fee would show up as a revenue line item in the infrastructure replacement fund. Mr. Fialkowski
stated it would.
Trustee Benton noted that the Residential Redevelopment Task Force received a number of
complaints because the streets were in worse shape after construction.
Howard Handler, Government Affairs Director with the North Shore - Barrington Association of
Realtors, expressed that the vast majority of those taking out building permits are not bringing in
heavy trucks. He stated there is a difference between a tax and an impact fee. Mr. Handler noted
this is not an impact fee and calling it an impact fee is confusing.
Trustee Oppenheim made a motion to adopt the Ordinance. Trustee Farkas seconded the motion.
The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
NEW BUSINESS
ORDINANCE CREATING A NEW Donna Price, owner of Cr8 Workshop, reported
LIQUOR LICENSE CLASSIFICATION — her business is a creative arts workshop.
CLASS "K" — 1R The business will have workshops and parties for
kids and adults. One of the avenues she would like
to pursue is hosting adult craft parties with limited liquor service. She is not intending to
become a bar. She is looking to provide a relaxing and fun environment for adults to have a
social drink and participate in art workshops. Ms. Price noted the wine and beer option would
not be available when children were on the premise.
Trustee Benton is in favor of the use and clarified the Ordinance would not allow for a BYOB
option. Ms. Price noted Ordinance allows for a two drink limit per person per calendar day.
Ms. Price stated she is looking to open in June and would be hiring additional staff. Ms. Price
would complete BASSET training and she would do what is necessary to train her staff. First
Reading was held.
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AUTHORIZATION TO AWARD Assistant Village Engineer, Bob Phillips, reported
CONTRACT FOR LIGHTING SYSTEM the Village owns and maintains 20 residential
UPGRADES lighting systems. Most are old and in poor
condition. The Village plans to upgrade the lighting
systems within the Village over the next five years, with $50,000 per year from the Capital
Improvement Program. The Village received two quotes. The low bidder is H &H Electric in the
amount of $48,551. Mr. Phillips noted H &H Electric was prequalified by IDOT and has worked
in the Village before.
Trustee Jester made a motion to award the contract for lighting system upgrades to H &H Electric
in an amount not to exceed $48,551. Trustee Farkas seconded the motion. The motion passed
by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
AUTHORIZATION TO INCLUDE Mr. Phillips reported the Cook County Highway
LANDSCAPED MEDIANS/PARKWAYS Department is looking to do another large
IN THE LAKE COOK ROAD reconstruction project along Lake Cook Road from
CONSTRUCTION PROJECT Deer Lake to Ellendale, which would include the
installation of medians. The Village looked at
incorporating grasses, trees and shrubs into the
medians. The total.project cost will be $250,000 and the Cook County Highway Department
has offered to pay 50 percent of the cost. The net estimated cost to the Village would be
$125,000. As the Cook County Highway Department does not typically maintain landscape
medians, the maintenance would become the Village's responsibility. There would be a local
agency agreement and maintenance would cost approximately $13,000 per year.
Trustee Jester noted the landscape medians would not be irrigated. Mr. Phillips noted the
County wants to start construction later this year and he believes it would be advantageous for
the Village to go out to bid in conjunction with the County.
Mayor Rosenthal asked if the Village could choose the landscaper. Mr. Phillips reported the
Village would be dealing with a general contractor. Mr. Street stated that the future landscape
maintenance would be administered through a Village contract.
Trustee Jester made a motion to include landscaped medians /parkways in the Lake Cook Road
construction project. Trustee Benton seconded the motion. The motion passed by the following
vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
AUTHORIZATION TO AWARD A Director of Public Works and Engineering, Barb
TWO -YEAR CONTRACT FOR EPA Little, reported the Village has had beneficial use
REQUIRED GROUNDWATER of reservoir 29A at Pfingsten and Lake Cook Road.
Board of Trustees Meeting
May 7, 2012
Page 5 of 7
AUTHORIZATION TO AWARD Assistant Village Engineer, Bob Phillips, reported
CONTRACT FOR LIGHTING SYSTEM the Village owns and maintains 20 residential
UPGRADES lighting systems. Most are old and in poor
condition. The Village plans to upgrade the lighting
systems within the Village over the next five years, with $50,000 per year from the Capital
Improvement Program. The Village received two quotes. The low bidder is H &H Electric in the
amount of $48,551. Mr. Phillips noted H &H Electric was prequalified by IDOT and has worked
in the Village before.
Trustee Jester made a motion to award the contract for lighting system upgrades to H &H Electric
in an amount not to exceed $48,551. Trustee Farkas seconded the motion. The motion passed
by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
AUTHORIZATION TO INCLUDE Mr. Phillips reported the Cook County Highway
LANDSCAPED MEDIANS/PARKWAYS Department is looking to do another large
IN THE LAKE COOK ROAD reconstruction project along Lake Cook Road from
CONSTRUCTION PROJECT Deer Lake to Ellendale, which would include the
installation of medians. The Village looked at
incorporating grasses, trees and shrubs into the
medians. The total.project cost will be $250,000 and the Cook County Highway Department
has offered to pay 50 percent of the cost. The net estimated cost to the Village would be
$125,000. As the Cook County Highway Department does not typically maintain landscape
medians, the maintenance would become the Village's responsibility. There would be a local
agency agreement and maintenance would cost approximately $13,000 per year.
Trustee Jester noted the landscape medians would not be irrigated. Mr. Phillips noted the
County wants to start construction later this year and he believes it would be advantageous for
the Village to go out to bid in conjunction with the County.
Mayor Rosenthal asked if the Village could choose the landscaper. Mr. Phillips reported the
Village would be dealing with a general contractor. Mr. Street stated that the future landscape
maintenance would be administered through a Village contract.
Trustee Jester made a motion to include landscaped medians /parkways in the Lake Cook Road
construction project. Trustee Benton seconded the motion. The motion passed by the following
vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
AUTHORIZATION TO AWARD A Director of Public Works and Engineering, Barb
TWO -YEAR CONTRACT FOR EPA Little, reported the Village has had beneficial use
REQUIRED GROUNDWATER of reservoir 29A at Pfingsten and Lake Cook Road.
Board of Trustees Meeting
May 7, 2012
Page 6 of 7
SAMPLING SERVICES AND Because of lead (Pb) contamination at the site, the
PROGRAM EVALUATION FOR Village must do ground water monitoring twice per
RESERVOIR 29A year. The Village has utilized the services of
AE Com to perform semi - annual sampling. The
Village has had two -year contracts with them and feels the contracts have been beneficial. The
2012 -2013 contract rate has slightly increased to $14,488. The increase is caused from lab costs
which have increased by 12 percent. Ms. Little stated the Village has also asked about finding a
good opportunity to speak with IEPA to further reduce or totally eliminate semi - annual
sampling. The Village is proposing an additional $3,450 of work.
Trustee Benton made a motion to authorize two years of ground water monitoring plus
evaluation in an amount not to exceed $32,430. If the Illinois EPA removes the monitoring
requirement, the Village would not expend the funds. Trustee Oppenheim seconded the motion.
The motion passed by the following vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
AUTHORIZATION TO PURCHASE Matt Weiss reported the Village is seeking
DESKTOP COMPUTERS approval to purchase 14 desktop computers in an
amount not to exceed $10,584. He stated the
computers up for replacement are from 2005 — 2006. Seven computers in the Police Department
and seven computers in the Finance Department would be replaced.
Trustee Jester asked if the computers would come with software. Mr. Weiss stated the
computers would have operating systems, but the Village would need to purchase a Microsoft
Office suite. He noted the Village would upgrade on a large scale across the Village later in the
year.
Trustee Jester made a motion to authorize the purchase of desktop computers in an amount not to
exceed $10,584. Trustee Struthers seconded the motion. The motion passed by the following
vote:
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
APPROVAL OF THE PROPOSAL TO Mr. Street reported staff estimates a cost of between
RETAIN KANE, McKENNA AND
$8,500 to $12,000 and Deerbrook Mall ownership
ASSOCIATES, INC. AS FINANCIAL
will reimburse the Village's costs. Staff felt Kane,
ADVISOR FOR THE DEERBROOK
McKenna and Associates would be best suited
MALL REDEVELOPMENT PROJECT
to assist the Village. Mr. Coblentz added that
Deerbrook Mall ownership would pay up to
$15,000 in reimbursements.
Trustee Farkas made a motion to retain Kane, McKenna and Associates, Inc. as financial advisor
for the Deerbrook Mall redevelopment project. Trustee Oppenheim'seconded the motion. The
motion passed by the following vote:
Board of Trustees Meeting
May 7, 2012
Page 7 of 7
AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6)
NAYS: None (0)
DISCUSSION
BREATHE DEEP DEERFIELD Mayor Rosenthal thanked Trustee Struthers for
representing the Village at Breathe Deep Deerfield
Day. They raised $130,000 for lung cancer research.
ADJOURNMENT There being no further business or discussion,
Trustee Benton made a motion to adjourn the
meeting. Trustee Oppenheim seconded the motion. The meeting was adjourned at 8:30 pm.
APPROVED:
Mayor
ATTEST:
Village Clerk
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