AGENDA FOR THE BOARD OF TRUSTEES Tuesday, January 21, 2014, 7:30 P.M. Call to Order Roll Call Pledge of Allegiance Presentation of C-2 Long-Standing Business Plaques ( Brief Reception to Follow) Minutes of Previous Meeting Bills and Payroll Departmental Objectives Report – Public Works and Engineering Public Comment REPORTS None CONSENT AGENDA None OLD BUSINESS 13-151-2 Ordinance Approving Name Change of Huehl Road to Embassy Way – 2R 14-3-1 Ordinance Approving a Rear Yard Setback for 170 Sequoia Lane – 1R 14-4-1 Ordinance Authorizing a Text Amendment and a Special Use for a Dry Cleaner to be Established at 190 N. Waukegan Road (CD One Price Cleaners and Heritage Properties) – 1R 14-2 -1 Resolution Approving a Commercial Solid Waste Hauling Agreement Between the Village of Deerfield and Lakeshore Recycling Systems, LLC NEW BUSINESS 14-5 Resolution Approving an Amendment to the Personnel Policies and Procedures of the Village of Deerfield 14-6 Authorization to Award the North Trail Subdivision Drainage Study Contract to Daniel Creaney Company (NTE $78,300) Items for discussion by Mayor and Board of Trustees Reports of the Village Manager Adjournment MEMORANDUM TO: Kent Street, Village Manager FROM: Kathleen LéVeque, Associate Planner DATE: January 15, 2014 RE: C-2 Long-standing Business Recognition At the January 21, 2014 Village Board meeting, Mayor Rosenthal and the Board of Trustees are recognizing retail and service businesses that have been operating in Deerfield’s C-2 Outlying Commercial District for at least 20 years under the same business name. In 2012, the Village recognized long-standing businesses that were operating in the Village Center. Now the Village is recognizing the long-standing businesses in the C-2 Outlying Commercial District. Twenty-nine (29) businesses meet the criteria for recognition. The business owners have been invited to attend the January 21 Board meeting to receive their plaque and enjoy a small reception. The 29 long-standing businesses being recognized are (in alphabetical order): Atta Orthodontics DDS Deerfield Animal Hospital Bed, Bath & Beyond Deerfield Tire Company Boston Blackie’s Restaurant Dr. Howard Baim BP Gas Station Doyle Optical Brunswick Zone Deerfield Tony’s Subs Burns Family Dentistry Lapp Chiropractic Calico Corners McDonald’s California Tan and Massage My Own Meals Carson’s Deerfield Office Max Charles Ifergan Salon & Day Spa Rainbow Cleaners Cooker’s Red Hots Ristorante Abruzzo Courtyard by Marriott Chicago Robert Marc Cosmetics Deerfield Shell Gas Station Deerbrook Jewel-Osco Whitehall of Deerfield Deerbrook Subway Zengeler Cleaners January 6, 2014 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 January 6, 2014, 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 Robert Nadler 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 Walter Willis, Executive Director of SWALCO, led those in attendance in reciting the Pledge of Allegiance. MINUTES OF PREVIOUS MEETING Trustee Benton moved to approve the minutes from the December 16, 2013, Board of Trustees meeting. Trustee Farkas seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Farkas moved to approve the bills and payroll dated January 6, 2014. Trustee Nadler seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) TREASURER’S REPORT Village Treasurer Eric Burk presented highlights from the Treasurer’s Report representing seven months of the fiscal year. He noted there was nothing unexpected in the report. Sales tax is up and consistent with the same period last year. Water and sewer revenues decreased, as expected. Electric, utility and state income taxes were consistent. Building permits exceeded the budget. The Village made the debt service payment on December 1, 2013, made the contribution to the Police Pension Fund and the majority of the leaf collection fund was spent in November. PUBLIC COMMENT At the request of Mayor Rosenthal, Director of Public Works and Engineering Barbara Little indicated the latest winter storm resulted in 21 inches of snow. The department utilized numerous resources and man hours to ensure the roads were properly salted and plowed. She noted all of the available equipment was utilized. The Village will work to better clear the Board of Trustees Meeting January 6, 2014 Page 2 of 5 sidewalks when the weather warms slightly. Mayor Rosenthal thanked the Public Works department for their great work. Trustee Farkas noted a lot of the storm happened on the holiday and the staff went above and beyond in their response. REPORTS REPORT AND RECOMMENDATION The Board of Zoning Appeals held a Public OF THE BOARD OF ZONING Hearing on December 3, 2013, to consider the APPEALS RE: REQUEST FOR REAR request of Steve and Gail Lewis for a rear yard YARD SETBACK FOR 170 SEQUOIA setback for the property located at 170 Sequoia LANE Lane. The Board of Zoning Appeals voted 5-0 in favor of sending a favorable recommendation to the Board. Trustee Struthers moved to accept the report and recommendation of Board of Zoning Appeals. Trustee Benton seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) REPORT AND RECOMMENDATION The Plan Commission held a Public Hearing on OF THE PLAN COMMISSION RE: December 12, 2013, to consider the request for a REQUEST FOR A TEXT AMENDMENT Text Amendment to article 5.02c2 for a 3,000 AND A SPECIAL USE FOR A DRY square foot green dry clean facility CLEANER TO BE ESTABLISHED AT and a Text Amendment to article 5.02- 190 N. WAUKEGAN ROAD (CD ONE b2, which requires all new dry cleaners in the C2 PRICE CLEANERS District to be green cleaners and Special Use for a dry cleaner to be established at 190 North Waukegan Road. The Plan Commission voted 5-0 in favor of sending a favorable recommendation to the Board. Trustee Struthers noted green solvents have lower flash points than conventional solvents. She did not see an approval from the fire department stating the handling of these solvents is reasonable. Michael Corrao, CEO of CD One Price Cleaners, stated their methods use 1/3 of the conventional solvents. He noted they would have a fire inspector look at the solvents. Trustee Nadler requested the Ordinance require the petitioner to maintain the level of insurance as described. Mr. Corrao indicated he would maintain that level of insurance. Trustee Seiden moved to accept the report and recommendation of the Plan Commission. Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Board of Trustees Meeting January 6, 2014 Page 3 of 5 CONSENT AGENDA There were no items on the Consent Agenda. OLD BUSINESS ORDINANCE APPROVING NAME An Ordinance approving the name change of Huehl CHANGE OF HUEHL ROAD TO Road to Embassy Way. First Reading. EMBASSY WAY – 1R Mayor Rosenthal indicated this would stand as a First Reading of the Ordinance. NEW BUSINESS PUBLIC HEARING SEEKING A Public Hearing seeking comment on advisability COMMENT ON ADVISABILITY OF of awarding a franchise to a private entity for the AWARDING A FRANCHISE TO A collection of waste from non-residential locations. PRIVATE ENTITY FOR THE COLLECTION OF WASTE FROM NON- Trustee Benton moved to open the Public Hearing. RESIDENTIAL LOCATIONS Trustee Struthers seconded the motion. The motion passed by the following vote: AYES: Benton, Farkas, Jester, Oppenheim, Seiden, Struthers (6) NAYS: None (0) Assistant to the Village Manager Andrew Lichterman stated that according to State statute, the Village needs to hold a Public Hearing prior to awarding a contract to a private entity for commercial waste collection. He indicated all notices were issued at least 30 days in advance of tonight’s meeting and if a contract is awarded, staff is recommending be Lake Shore Recycling Systems. Mr. Lichterman highlighted key points in the contract. The contract duration would be five years, starting May 1, 2015. There would be no franchise fee and there would be an exemption process allowed. If approved, staff would bring an exemption process to the Board for consideration. Mr. Lichterman indicated the hauler would bill businesses on a monthly basis. The customer service standards and dispute resolutions were covered in the contract. He stated businesses would not pay more than their current rate for the five years of the contract, subject to the CPI increase, which would be capped at 4 percent, and over 90% of the businesses will realize a significant cost savings. The contract stipulates the hauler will meet recycling benchmarks of 50 Board of Trustees Meeting January 6, 2014 Page 4 of 5 percent by 2016 and 70 percent by 2017. Mr. Lichterman indicated service level changes would be at no charge. He thanked SWALCO, Walter Willis, the DBR Chamber of Commerce and Lake Shore CEO Josh Connell for their hard work. Trustee Struthers inquired about how many Deerfield businesses have attended hearings. Mr. Lichterman stated the Village has done everything possible to notify business owners, including working with the DBR Chamber of Commerce, hosting business open houses, working with a business steering committee to help draft the RFP, and other methods of outreach. He noted representatives from Lake Shore would meet with all 350 business accounts during the transition period, as well. Trustee Nadler inquired if the contract could be cancelled before the expiration.