Lake County Gazette

Village of Deerfield Board of Trustees met Dec. 2

Here are the minutes provided by the board:

The regular meeting of the Board of Trustees of the Village of Deerfield was called to order on December 2, 2024, at 7:30 p.m. at Deerfield Village Hall. The clerk called the roll and announced that the following were

Present: Dan Shapiro, Mayor

Robert Benton

Larry Berg (remote)

Jennifer Goldstone

Elaine Jacoby

Mary Oppenheim

Absent: Rebekah Metts-Childers

and that a quorum was present and in attendance. Also present were Village Manager Kent Street and Ben Schuster, Village Attorney.

PLEDGE OF ALLEGIANCE Mayor Shapiro led those in attendance in reciting the Pledge of Allegiance.

DOCUMENT APPROVAL Trustee Oppenheim moved to approve the minutes from the November 18, 2024, Board of Trustees meeting. Trustee Benton seconded the motion. The motion passed by unanimously on a voice vote.

TREASURER’S REPORT Director of Finance Eric Burk presented highlights from the October 2024 Treasurer’s Report representing 83% of the fiscal year. He reported net sales tax increased from last month and the same period of last year due largely to new remittances that appear to be related to leveling the playing field collections for online retail sales. Mr. Burk stated water and sewer billings increased which is typical this time of year; amounts will start to decrease next month. He reported property taxes and TIF increment were collected during the month and State income tax increased from the prior month, likely due to estimated payments made in September. Mr. Burk noted the Village received quarterly payments for dispatch services. Notable expenditures in October include construction and engineering costs, DBR Chamber contribution, IT firewall and data storage projects and Police vehicle and squad cameras.

BILLS AND PAYROLL Trustee Oppenheim moved to approve the bills and payroll dated December 2, 2024. Trustee Benton seconded the motion. The motion passed by the following vote:

AYES: Benton, Berg, Goldstone, Jacoby, Oppenheim (5)

NAYS: None (0)

PUBLIC COMMENT There were no public comments on non-agenda items.

REPORTS

CONSIDERATION AND ACTION ON THE REPORT AND 2024 RECOMMENDATION OF THE FAMILY DAYS COMMISSION RE: 2025 BUDGET

The Family Days Commission met on November 4, to review revenues, expenses and the proposed budget for Family Days 2025. The Family Days Commission voted unanimously to recommend approval of the proposed 2025 budget.

Family Days Commission Co-Chairs Angie Butera and Judy Geuder reported that the costs for

the event have increased. In 2024, the expenses were $98,516 with revenues of $32,384 making the net cost $66,132. For 2025, the projected expenses are $116,750 with revenues projected at $35,050 making the net cost $81,700. This year, the Commission has begun seeking out sponsorships earlier and are looking to increase parade participation. Assistant Village Manager Justin Keenan noted they looked at changing the start time of the parade, but would end up losing a number of vendors as other municipalities are keeping their existing times. Trustee Oppenheim added Deerfield’s parade start time of noon has been a tradition. Ms. Geuder noted parade entries go to the parade in Lake Bluff, then Deerfield, then Northbrook.

Trustee Oppenheim moved to accept the report and recommendation of the Family Days Commission regarding the proposed net 2025 budget in the amount of $81,700. Trustee Jacoby seconded the motion. The motion passed by the following vote:

AYES: Benton, Berg, Goldstone, Jacoby, Oppenheim (5)

NAYS: None (0)

CONSENT AGENDA

There were no items on the Consent Agenda.

OLD BUSINESS

ORDINANCE O-24-40 AUTHORIZING THE LEVYING OF TAXES FOR THE FISCAL YEAR COMMENCING ON JANUARY 1, 2025 AND ENDING ON DECEMBER 31, 2025

An Ordinance authorizing the levying of taxes for the fiscal year beginning January 1, 2025, and ending on December 31, 2025. The total levy, as indicated in the budget, required by bond Ordinances and requested and approved by the Library is $14,481,651. This is a pre-abatement number with the debt service abatements totaling $359,239 bringing the net levy to $14,122,411.

Trustee Oppenheim moved to adopt an Ordinance authorizing the levying of taxes for the fiscal year commencing on January 1, 2025, and ending on December 31, 2025. Trustee Jacoby seconded the motion. The motion passed by the following vote:

AYES: Benton, Berg, Goldstone, Jacoby, Oppenheim (5)

NAYS: None (0)

ORDINANCE O-24-41 ABATING A PORTION OF THE 2024 TAX LEVY REQUIREMENTS FOR SERIES 2011B GENERAL OBLIGATION BONDS

An Ordinance abating a portion of the 2024 tax levy requirements for the Series 2011B General Obligation Bonds.

Trustee Benton moved to adopt an Ordinance authorizing the abatement of a portion of the 2024 tax levy requirements for the Series 2011B General Obligation Bonds. Trustee Oppenheim seconded the motion. The motion passed by the following vote:

AYES: Benton, Berg, Goldstone, Jacoby, Oppenheim (5)

NAYS: None (0)

NEW BUSINESS

ORDINANCE O-24-42 AMENDING SECTIONS 6-1, 6-2 AND 6-19.4 OF THE MUNICIPAL CODE REGARDING FINES FOR FAILING TO OBTAIN A BUILDING PERMIT AND ENFORCEMENT OF BUILDING REGULATIONS AGAINST OWNERS AND CONTRACTORS

Mr. Keenan reported this draft Ordinance includes multiple updates to streamline the enforcement and ensure clarity within the Village’s Municipal Code.

These updates are intended to simplify enforcement, provide clear guidance to residents and contractors, and support efficient administration of the Code. The updated sections codify the current practices and create a uniform fine structure.

Trustee Oppenheim moved to adopt an ordinance to amend Section 6-1, 6-2 and 6-19.4 of the Municipal Code regarding fines for failing to obtain a building permit and enforcement of building regulations against owners and contractors. Trustee Goldstone seconded the motion.

The motion passed by the following vote:

AYES: Benton, Berg, Goldstone, Jacoby, Oppenheim (5)

NAYS: None (0)

RESOLUTION R-24-82 AUTHORIZING THE PURCHASE OF A COMMUNITY DEVELOPMENT VEHICLE

The Community Development Department utilizes a 2016 Ford Escape as an inspection vehicle. This vehicle has begun to break down and needs to be replaced. As part of the Village’s sustainability efforts, staff recommend replacing this vehicle with a plug-in Ford Escape Hybrid. This purchase would bring the total number of electric/hybrid vehicles in the Village’s fleet to six and would help the Village continue to make progress towards reaching its goal of purchasing 16 electric/hybrid vehicles by 2030.

Funding for this vehicle was made available in the green infrastructure fund due to the delay of the Metra right-of-way native planting project. That project is now scheduled to begin early next year. The total cost to purchase the Ford Escape Hybrid is $40,385. The current Ford Escape would be auctioned off by Americas Auto Auction with an estimated value of $4,000.

Trustee Jacoby moved accept the Resolution approving the purchase of a community development vehicle from Highland Park Ford in an amount not to exceed $40,385. Trustee Benton seconded the motion. The motion passed by the following vote:

AYES: Benton, Berg, Goldstone, Jacoby, Oppenheim (5)

NAYS: None (0)

RESOLUTION R-24-83 TO CONCUR WITH THE IDOT AWARD OF THE HAZEL AVENUE CONTRACT 61K7

Director of Public Works and Engineering Bob Phillips provided a history of Hazel Avenue which 4 was originally constructed in the 1930s. At that time, roads were built to different standards, trees were over planted resulting in them currently being too large and too close to roads and wires.

In 2008, the Village had a very robust capital improvement program and planned to reconstruct Hazel Avenue at a cost of $4.2 million. At the time, the Village did not have the funds and instead resurfaced Hazel Avenue. In 2020, the Village started the design phase of the project and brought it to shovel-ready status in 2023. The Phase III engineering contract was awarded earlier this year with Federal agreement. In October, the Village went out to bid with A-Lamp Concrete Contractors being the successful low bidder. Mr. Phillips noted the Village is very comfortable with A-Lamp. They went through the IDOT bid opening and the bids came in 50% over the engineer’s estimate. IDOT is requesting a letter explaining why the bids came in over the engineer’s estimate. Mr. Phillips reported labor is up 4% and the cost of materials is driving the price increase. Mr. Phillips noted the Village will receive $4.7 million in Federal money and has $1.3 million in MFT funds. If the Village rejects the bid, it may result in the loss of the Federal contribution.

The scope of work includes a full watermain replacement between Wilmot Road and Waukegan Road, updated storm sewers, a full roadway replacement and installation of 6-foot-wide sidewalks. Mr. Phillips noted some of the over planted trees would be removed. He indicated the scope of work has not changed, but the cost has changed.

Mayor Shapiro stated the Village knew this was coming in 2008 and is fortunate to have money from the Federal government to complete the project. He noted Hazel Avenue passes the pool and he would like to ensure residents become aware of any potential impacts from the project. Mr. Phillips reported the contractor is aware of the challenges with the pool and special events and will make it as palatable as possible. He noted they would begin working on the west end of the project in order to minimize the impact to residents, but there are no guarantees. Trustee Oppenheim noted A-Lamp has always been a good partner with the Village.

Mayor Shapiro asked how the $1.6 million shortfall would be handled. Mr. Burk pointed out the budget may be amended and some projects may roll into the bond reserves. Mr. Phillips noted when estimating projects, they will look at the bid tabs. He believes this is a trend that will continue in the future.

Trustee Oppenheim moved to accept the Resolution to concur with the IDOT award of the Hazel Avenue Contract 61K74. Trustee Benton seconded the motion. The motion passed by the following vote:

AYES: Benton, Berg, Goldstone, Jacoby, Oppenheim (5)

NAYS: None (0)

RESOLUTION R-24-84 TO APPROVE THE AGREEMENT FOR PHASE III ENGINEERING SERVICES FOR THE 300 WILMOT ROAD LECLAIR ESTATES DEVELOPMENT

Assistant Director of Public Works and Engineering Tyler Dickinson reported the residential planned unit development at 200, 300, 302 and 304 Wilmot Road requires the developer demolish the existing office buildings and daycare facility. Mr. Dickinson noted the developer is also required to reimburse the Village for all construction and engineering related costs including: inspections, demolition, documentation, utility construction, coordination with local area stakeholders and various oversight responsibilities.

Staff conducted interviews with various engineering consultants in early 2024 as part of the qualifications-based selection process. Staff selected Ciorba Group, Inc., to provide Phase III engineering services. Mr. Dickinson noted Ciorba Group, Inc., is currently providing engineering services on the Zion Woods project. Their familiarity with site development and understanding of local, county and state requirements associated with this project makes Ciorba Group, Inc., an ideal candidate for this project.

Trustee Benton moved to accept the Resolution approving the agreement for Phase III Engineering Services for the 300 Wilmot Road LeClair Estates Development to Ciorba Group, Inc., in an amount not to exceed $284,964. Trustee Oppenheim seconded the motion. The motion passed by the following vote:

AYES: Benton, Berg, Goldstone, Jacoby, Oppenheim (5)

NAYS: None (0)

DISCUSSION

AMERICAN LEGION RECAP Mayor Shapiro met with Veterans the Tuesday before Thanksgiving. It was a wonderful experience.

TREE LIGHTING RECAP Mayor Shapiro reported the tree lighting took place on Wednesday and it was well attended and attendees enjoyed the new location at Village Hall.

WINTER CELEBRATION Winter Celebration will take place from 5-8 p.m. on December 6, 2024, at Village Hall.

WINTER MARKET Winter Market will take place at the Patty Turner Center on December 7, 2024, from 9 a.m.-2 p.m.

There will be crafts and fun activities for both kids and adults.

BOARD & COMMISSIONS RECEPTION The Boards and Commission reception will take place on Sunday, December 8, 2024, from 3-6 p.m.

The event will be held in the solarium at 570 Lake Cook Road.

CRAM THE CRUISER On November 23, 2024, the Police Department, in conjunction with the Deerfield Jewel, held their annual “Cram-the-Cruiser” food drive, collecting almost 2,000 pounds of food with a value of approximately $1,000. The proceeds were delivered to the Midwest Veteran’s Closet to assist veterans battling food insecurity and homelessness. Mayor Shapiro thanked the community for their generosity, as well as Retail Operations Project Manager Tammy Stock and her staff from Jewel for their support and contributions to this very worthwhile cause.

VILLAGE BOARD MEETING START Mayor Shapiro proposed starting the Board of Trustees meetings at 7:00 p.m. Trustee Goldstone believes it may be difficult in the spring and summer months. Trustee Jacoby suggested starting at 7:00 p.m. in the winter and 7:30 p.m. in the spring and summer. Mayor Shapiro suggested discussing this matter further at a later date.

ADJOURNMENT There being no further business or discussion, Trustee Oppenheim moved to adjourn the meeting.

Trustee Goldstone seconded the motion. The motion passed unanimously on a voice vote.

The meeting was adjourned at 8:31 p.m. The next regular Board of Trustees meeting is scheduled to take place on Monday, December 16, 2024, at 7:30 p.m.

https://www.deerfield.il.us/AgendaCenter/ViewFile/Minutes/_12022024-1160