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04/01/2013April 1, 2013 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 April 1, 2013 at 7:30 p.m. The Clerk called the roll and announced that the following were: Present: Harriet Rosenthal, Mayor Alan Farkas Thomas Jester Mary Oppenheim William Seiden Barbara Struthers Absent: Robert Benton and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Kent Street, Village Manager. PLEDGE OF ALLEGIANCE Members of the Deerfield library board and Head Librarian Mary Pergander led those in attendance in reciting the Pledge of Allegiance. PROCLAMATION Mayor Rosenthal proclaimed the month of April 2013 as fair housing month in the Village of Deerfield. She urged all citizens to promote fair housing practices in Deerfield. Trustee Oppenheim made a motion to accept the Proclamation. Trustee Farkas seconded the motion. The motion passed unanimously. Viki Rifkin from Open Communities thanked the Board for their support and invited residents to their event on April 24, 2013. MINUTES OF PREVIOUS MEETING Trustee Farkas made a motion to approve the minutes from the March 18, 2013 Board of Trustees meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously. Trustee Oppenheim made a motion to approve the minutes from the March 7, 2013 Committee of the Whole meeting. Trustee Struthers seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Struthers made a motion to approve the Bills and Payroll dated April 1, 2013. Trustee Oppenheim seconded the motion. The motion passed by the following vote: Board of Trustees Meeting April 1, 2013 Page 2 of 8 AYES: Farkas, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) REPORT ON DEPARTMENTAL Building Division OBJECTIVES — COMMUNITY Building and Code Enforcement Supervisor Clint DEVELOPMENT Case indicated improving building trends within the Village remain stable. He noted that the number of projects have not skyrocketed over the past six months, but remain stable and staff is busy. A total of 385 building permits were issued during the six -month period ending February 28, 2013. For the comparable period in 2011 -2012, 448 permits were issued. Over the past six months, the department generated $617,000 in fees. A portion of the fees collected were from the infrastructure impact fee. He reported the building department will be utilizing handheld devices when performing inspections in the field. He reported on dangerous buildings and foreclosures in the Village. Currently, there are 171 homes in foreclosure or pre- foreclosure within the 60015 zip code. Of these homes, 39 are within Deerfield's boundaries, which represents half of 1 percent of the total households in the Village. This number is down from previous years. The department underwent the Insurance Service Office's audit and will most likely maintain the current community rating status. A large number of projects are winding down including the Deerfield Library, McDonald's, Northwestern Memorial Physicians, North Shore Community HealthCare, the Wastewater Reclamation Facility and Briarwood Country Club. The department is in the planning stages of a complete build out of the Walgreens buildings along Lake Cook Road. The Board of Zoning Appeals held one Public Hearing for 301 Pine. They will have another Public Hearing for a proposed restaurant at 780 Saunders Road. The department is moving forward with the adoption of the 2012 International Building Codes. The Fee Resolution is in place and seems to have made it much simpler for residents to understand. The Construction Demolition Debris Amendment went into effect March 1, 2013, and its effectiveness will be evaluated in the next departmental objectives report. Mr. Case noted four of the five licenses for chicken coups have received preliminary approval. Planning Division Principal Planner Jeff Ryckaert summarized the major activities from the Planning Division. The Plan Commission worked on text amendments to the C -2 District to promote strength in retail. They have updated the list of permitted uses to include pet supply stores, craft stores and home goods stores. They are now allowing retail uses up to 30,000 square feet and smaller restaurants under 3,000 square feet as permitted uses. This fall, the Plan Commission held two workshop meetings and a Public Hearing and the property owners seemed receptive to the proposed changes in the C -2 District. 1 1 1 1 Board of Trustees Meeting April 1, 2013 Page 3 of 8 The Plan Commission also considered the AMLI 4 -story apartment development to be located at 1525 Lake Cook Road as part of the amended Weinberg Community PUD. A detailed report will be presented for the April 15, 2013 Board of Trustees meeting. Mr. Ryckaert indicated representatives from Deerbrook Shopping Center are present and will present a proposal for some alterations and a Special Use consideration for Starbucks. Dunkin Donuts is looking for major renovations. The Plan Commission will hold a Public Hearing on May 9, 2013. Mr. Ryckaert stated Joy of the Game added additional programs and Special Uses were approved for Bright Horizons daycare center and the resubdivision at Meadow Lane. The Appearance Review Commission met five times and considered eight petitions over the past six months. They are looking at updating the Appearance Code by taking a comprehensive look and making in more user - friendly. The Village Center Development Commission is discussing their duties and ways to promote the Village Center. Mayor Rosenthal and Mr. Street were invited to attend their next meeting.. The Northwest Quadrant Task Force is making progress. The public open house held on March 19, 2013 was well attended. The Village website has an inventory of available commercial space, which is updated quarterly. Recent demographic data including consumer spending and market potential dated was added. The Village continues to update the website with upcoming Public Hearings and sustainable projects. Mayor Rosenthal explained they are trying to make the Village friendlier for businesses coming to town and Mr. Ryckaert is working on a document that shows how things work and the amount of time each step could take. Mayor Rosenthal thanked Mr. Ryckaert and Mr. Case for their reports and the quality services being provided by their divisions. PUBLIC COMMENT REPORT AND RECOMMENDATION OF THE PLAN COMMISSION RE: REQUEST FOR AN AMENDMENT FOR A COMMERCIAL PLANNED UNIT DEVELOPMENT TO PERMIT RENOVATIONS TO THE NORTHEAST There was no Public Comment. REPORTS The Plan Commission held a Public Hearing on February 28, 2013 that was continued to March 14, 2013 to consider a request for an amendment to a commercial PUD to permit renovations to the northeast corner of Deerbrook Shopping Center PUD and for a Special Use for a Board of Trustees Meeting April 1, 2013 Page 4 of 8 CORNER OF DEERBROOK SHOPPING Starbucks with a drive - through. The Plan CENTER PUD, AND FOR A SPECIAL Commission voted 4 -1 in favor of the amendment. USE FOR A STARBUCKS WITH A DRIVE- THROUGH Gil Magnelli with OKW Architects presented a summary of the proposed scope of work. They propose adding a 1,300 square foot addition for Starbucks to the Chase building and a new building at Devon Bank. They would also add 14 parking spaces to the site. IDOT recently approved the relocation of the existing curb cuts further east to align with the drive aisle. They also propose a reinforced guard rail around the patio at Starbucks and the new building for additional safety. The proposed new signage includes a non - illuminated, double -sided directional sign across from Jewel -Osco and a non - illuminated, single -sided directional sign near the new curb cut. Trustee Struthers expressed concern about traffic coming east from Jewel. She noted there are a number of handicapped parking spaces in that area and questioned how patrons using those spaces will get to Jewel safely. Mr. Magnelli explained the proposed vehicular traffic would follow the second drive. Trustee Farkas suggested redirecting traffic to turn at the first left, to avoid conflict with pedestrians. Dave Brickman with Gewalt Hamilton explained the Board's request can be accommodated now that IDOT agreed to the relocated curb cut. Mayor Rosenthal noted the traffic pattern could be tweaked if it does not work as expected. The petitioners agreed to revise the sign location and east -bound travel path for Starbucks customers to the first drive aisle. Trustee Struthers expressed concern about increased traffic. Trustee Seiden does not believe there will be an issue if traffic coming in from Lake Cook Road takes the first turn. Mr. Brickman indicated the drive aisle is not used frequently. Patty Mahoney from Mid - America indicated this is part of a larger renovation for the center. Trustee Jester made a motion to accept the report and recommendation of the Plan Commission. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) CONSENT AGENDA There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE 0 -13 -14 APPROVING A Ordinance approving a Special Use to permit the Board of Trustees Meeting April 1, 2013 Page 5 of 8 SPECIAL USE TO PERMIT THE establishment of an office on the first floor in the ESTABLISHMENT OF AN OFFICE ON C -1 Village Center District at 700 Osterman THE FIRST FLOOR IN THE C -1 Avenue. Second Reading. Mayor Rosenthal VILLAGE CENTER DISTRICT AT 700 noted this would be for State Senator Julie OSTERMAN AVENUE — 2R Morrison. Trustee Farkas made a motion to approve the Ordinance. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) ORDINANCE APPROVING A An Ordinance approving a variation request for the VARIATION REQUEST FOR THE property at 301 Pine Street. First Reading. This PROPERTY AT 301 PINE STREET — 1 R will stand as a First Reading of the Ordinance. NEW BUSINESS PUBLIC HEARING ON THE FISCAL YEAR 2013 -A ANNUAL BUDGET Trustee Oppenheim made a motion to open the Public Hearing. Trustee Struthers seconded the motion. The motion passed unanimously. Finance Director Erik Burk explained this is a Public Hearing for the annual budget for fiscal year 2013 -A, which goes from May 1, 2013 to December 31, 2013. He noted this is different than a typical budget as it is a transition into a calendar year budget. Mr. Burk confirmed the Public Hearing was advertised in the Deerfield Review and the proposed budget has been on file in the Village Hall since March 1, 2013. The total budget is $36,080,006, which is a 38% decrease due to the budget being eight months instead of 12 months and the completion of the water treatment facility. Mr. Burk indicated the budget was discussed in detail at Committee of the Whole meetings on March 7, 2013 and March 30, 2013. Mr. Burk presented an overview of the budget. The revenues, which are generally conservative, were based on outside estimates. He indicated the proposed budget does not include new operating programs or a change in the total personnel count. Mr. Burk explained the major capital projects included in the budget would be funded with MFT and home -rule sales tax, as there is no new debt proposed in the budget. There is a 2.5% increase in the water rate, a 5% increase in the sewer rate and a 2.5% increase in refuse. The increases will be discussed as part of the Annual Fee Resolution at the next Board of Trustees meeting. Mr. Burk explained there have been some changes since March 1, 2013 and the net effect is favorable for the Village. The Lake Eleanor project came in $600,000 lower than projected. Mayor Rosenthal thanked Mr. Burk for the seamless transition for the Board. Board of Trustees Meeting April 1, 2013 Page 6 of 8 As there were no comments from the public, Trustee Oppenheim made a motion to close the Public Hearing. Trustee Farkas seconded the motion. The motion passed unanimously. ORDINANCE ADOPTING THE An Ordinance adopting the budget of the Village of BUDGET OF THE VILLAGE OF Deerfield for the fiscal year beginning May 1, 2013 and DEERFIELD FOR THE FISCAL ending December 31, 2013. First Reading was held. YEAR BEGINNING MAY 1, 2013 AND ENDING DECEMBER 31, 2013 -1R ORDINANCE AMENDING THE WAGE An Ordinance amending the wage and salary plan. AND SALARY PLAN — I R First Reading was held. AUTHORIZATION TO RENEW GIS Computer Systems Coordinator Matt Weiss SERVICE PROVIDER CONTRACT explained the Village is a member of the GIS Consortium. They have an agreement to provide staffing for the GIS program and it is time to renew the contract. Trustee Jester made a motion to renew the GIS service provider contract in an amount not to exceed $48,600 for the 8 -month fiscal year. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) AUTHORIZATION TO AWARD A Assistant Village Engineer Bob Phillips explained CONTRACT FOR THE HEATHER the Village received 13 bids for the project. The ROAD /LAKE ELEANOR DRIVE design engineer estimated the project to cost about INFRASTRUCTURE REHABILITATION $2 million; however, the lowest bid came in PROJECT TO A -LAMP CONCRETE about $600,000 under projections. The low CONTRACTORS, INC. IN AN AMOUNT bidder was A -Lamp Concrete Contractors, Inc. NTE $1,376,622 A -Lamp is the contractor on the Lake Cook Road project and they have been awarded a large project in Northbrook. They have also successfully completed projects in the Village. Mr. Philips indicated the scope of the work is Heather Road between Deerfield and Manor and Lake Eleanor Drive between Wilmot and the cul -de -sac. Trustee Farkas made a motion to award the contract to A -Lamp Concrete Contractors, Inc. in an amount not to exceed $1,376,622. Trustee Oppenheim seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) AWARD OF CONTRACT FOR Mr. Phillips reviewed the proposal 1 1 Board of Trustees Meeting April 1, 2013 Page 7 of 8 CONSTRUCTION ENGINEERING for construction engineering services for the SERVICES FOR THE HEATHER ROAD/ Heater Road /Lake Eleanor Drive infrastructure LAKE ELEANOR DRIVE rehabilitation project to Thomas Engineering in an INFRASTRUCTURE REHABILITATION amount not to exceed $74,517. TO THOMAS ENGINEERING IN AN AMOUNT NTE $74,517 Trustee Farkas made a motion to award the contract. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) APPROVAL OF WASTEWATER RECLAMATION FACILITY IMPROVEMENT PROJECT CHANGE Public Works and Engineering Director Barbara Little, explained the work was recommended by Strand Associates. With the additional work, the ORDER NO. 19 IN THE AMOUNT OF contractor has not requested changes to the contract $88,044 completion date of May 16, 2013. Ms. Little noted change order 19C is for the demolition and replacement of two existing overhead garage doors. It includes the purchase of the doors, but she recommends doing a cost assessment as work is installed to get a more accurate cost for the feature. Ms. Little believes this will save the Villagd money. Trustee Seiden. made a motion to authorize Wastewater Reclamation Facility improvement project change order number 19 in an amount not to exceed $88,040. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) DISCUSSION ELECTIONS Mayor Rosenthal reminded residents to vote on April 9, 2013. Trustee Farkas added that early voting is going on through Saturday at West Deerfield Township or Moraine Township. DEPUTY VILLAGE CLERK Mr. Street requested a motion to approve Management Analyst David Fitzgerald as Deputy Village Clerk. Trustee Oppenheim made a motion to appoint Mr. Fitzgerald as Deputy Village Clerk. Trustee Farkas seconded the motion. The motion passed by the following vote: AYES: Farkas, Jester, Oppenheim, Seiden, Struthers (5) NAYS: None (0) Board of Trustees Meeting April 1, 2013 Page 8 of 8 COMMONWEALTH EDISON RATES Mr. Street indicated the second year electric aggregation rates will save residents between 15% and 20% on ComEd electric rates. YARD WASTE COLLECTION Mr. Street reminded residents that yard waste Collection will start this week. He noted the green stickers from last year will still be accepted and the new rate is $2.60. ADJOURNMENT There being no further business or discussion, Trustee Jester made a motion to adjourn the meeting. Trustee Oppenheim seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:45 pm. APPROV D: Mayor ATTEST: Village Clerk 1 1