Board of Trustees Meeting 01.19.21
January 19, 2021 7:30 pm
Group Board of Trustees
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Agenda
Electronic Attendance Authorized
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BOARD OF TRUSTEES
FINAL AGENDA
300 PORTWINE RD., RIVERWOODS, IL
January 19, 2021 – 7:30 P.M.
I. CALL TO ORDER
II. ROLL CALL
III. APPROVAL OF MINUTES
• BOT – December 15, 2020
• BOT – January 5, 2021
IV. VILLAGE ECOLOGIST
V. TREASURER’S REPORT – Cash Report
VI. ENGINEER’S REPORT
VII. DIRECTOR OF COMMUNITY SERVICES REPORT
VIII. ZONING BOARD OF APPEALS REPORT
IX. PLAN COMMISSION REPORT
X. POLICE REPORT
XI. VILLAGE ATTORNEY’S REPORT
XII. INFORMATION ITEMS & COMMENTS FROM THE PRESIDENT
1. Temporary signage for dance studio
2. Re-visit rental registration
XIII. VISITORS WISHING TO ADDRESS THE BOARD
XIV. APPROVAL OF BILLS
XV. ACTION ITEMS
New Business
A. FEE ADJUSTMENT WITH MELISSA WACH, VILLAGE PROSECUTOR
B. APPROVAL OF RENEWAL OF VILLAGE SNOW PLOWING CONTRACT
C. APPROVAL OF AES CONTRACTING’S PROPOSAL — ADDENDUM “B” RIVERWOODS 2021 – WOODLAND STEWARDSHIP AES # 18-0271 – YEAR 3 (2021) OF THE 10-YEAR WOODLAND STEWARDSHIP PLAN APPROVED BY THE VILLAGE BOARD IN 2018
Old Business
D. ORDINANCE CLASSIFYING 20326 N. SAUNDERS ROAD TO THE O & R 1 OFFICE AND RESEARCH DISTRICT AND AMENDING ORDINANCE NO. 01-8-24, CONCERNING A LARGE OFFICE CAMPUS SPECIAL USE (DISCOVER PROPERTIES, LLC) (2nd Reading and Adoption)
XVIII. EXECUTIVE SESSION –
• Litigation, Acquisition, Property, and Personnel
XIX. ESTABLISH TIME AND DATE FOR NEXT MEETING
• Board of Trustees –February 2, 2021 – 7:30 PM
Minutes
Village of Riverwoods
Board of Trustees Meeting
January 19, 2021
APPROVED
Electronic Attendance:
Cheryl Chamberlain
Michael Clayton
Eric Goldstein
Michael Haber
Henry Hollander
Rick Jamerson
John Norris, Mayor
Also Present Electronically:
Bruce Dayno, Police Chief
Patrick Glenn, Village Engineer
Bruce Huvard, Village Attorney
Daphne Paras, Village Clerk
Russ Kraly, Acting Director of Community Services
Steve Zimmerman, Village Ecologist
Hal Roseth, Village Treasurer
Call to Order: 7:30 pm
Document Approval:
Trustee Jamerson moved to approve the minutes of the December 15, 2020 Board of Trustees special meeting. Trustee Clayton seconded the motion. The motion passed by the following vote:
AYES: Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: None (0)
Trustee Jamerson moved to approve the minutes of the January 5, 2021 Board of Trustees special meeting. Trustee Chamberlain seconded the motion. The motion passed by the following vote:
AYES: Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: None (0)
Village Treasurer Report
Mr. Roseth noted the December cash and investments were down $300,000 since November. The Village funds are just shy of $13 million. The average yield on the Village portfolio is 1.65 percent. The current five-year rate in most secured investments is about 0.4 percent. The Village has three isolated holdings coming up in the next few months. Mr. Roseth will try to renew at the highest possible rate, but indicated it would bring down the average yield of the portfolio.
Trustee Hollander noted a few months ago the Trustees discussed the possibility of having the Village act as the guarantor for the SSA borrowing for road projects as a means of having an investment greater than what the Village is getting in the market. Mr. Huvard noted the Village could do it for new financing projects. Mr. Roseth suggested communicating about future SSA financing. Mr. Huvard will bring it back to the Trustees when there is a new opportunity.
Reporting on the end of 2020 financials, Trustee Clayton noted there are some adjustments and entries that still need to be completed. The General Fund had a deficit of $582,000. The budgeted deficit was $252,000. The August forecast for the General Fund deficit was $885,000. Trustee Clayton believes the Village came in better than expected because of the sales tax receipts and cost management. The cash decreased by approximately $872,000, but the signs and campus plan were funded from that money.
Engineer’s Report
Mr. Glenn explained is hopeful to have a quote from Census for the next Board of Trustees meeting.
Director of Community Services Report
Mr. Kraly reported there is a new dance studio in Riverwoods. They asked for a temporary sign for 90 days rather than 30 days. Mayor Norris explained the Trustees previously gave him authority to make some exceptions for signage during Covid. The proposed sign would be located above their store. Trustee Jamerson expressed concern about the State Farm trailer that serves as a billboard. He suggested the Village find a way to do something to regulate trailers and vehicles advertising businesses. Mayor Norris will take a look at what can be done. Trustee Haber noted the Village Sign Ordinance prohibits wheeled signs.
Trustee Chamberlain noted the Village has been lax on a few things because of Covid-19. She would like a list of what the Village has allowed and make clear to the business and the management know it is temporary (90 days) due to Covid.
Mr. Kraly reported the fire department will be putting a new, metal roof on the fire station. Mayor Norris received an email stating the fire station in Riverwoods will be temporary closed while they are resurfacing the floors. It will be closed through January 29, 2021. They have made arrangements to cover their calls.
Mr. Kraly has red tagged some items on the Skora property in Meadowlake.
Plan Commission Report
Plan Commission Chairperson Laurie Breitkopf reported the Plan Commission met on January 7, 2021. They discussed a possible residential facility on the Federal Life property. Most of the discussion focused on the desire for a comprehensive redevelopment of the Federal Life and adjacent commercial properties. The Commission also discussed an access road from CubeSmart to Federal Life to Colonial Court with a stop light on Deerfield Road. The Plan Commission heard from a Meadowlake resident that there is interest in access to a Federal Life access road and the stop light.
The Commission discussed the proposed last mile distribution center on the 37 acres and carving off a portion for Thorntons to have three diesel pumps. Some commissioners and audience members were not in favor of what they perceived to be a truck stop on the property. They expressed concern about traffic, noise and light pollution as well as keeping truck traffic off Deerfield Road.
The Plan Commission briefly discussed creating a Village TIF policy.
Police Report
Chief Dayno indicated the Police Report was attached to the end of the minutes. He sent out Village-wide email regarding an increase in carjacking activity. Chief Dayno indicated traditional car thefts have decreased. The email has tips on how to try to avoid carjacking and what to do if you are approached.
Trustee Hollander asked how many residents are reached in these emails. Chief Dayno noted residents can opt into the emails and can opt out if they do not want to receive these emails. The Village sends emails to approximately 1200 residents. Trustee Hollander does not believe the Village makes good use of the email list. Mayor Norris noted there are other email lists that are used for Village purposes. Trustee Chamberlain noted residents are told emails would only be sent for major announcements and items of great importance. The Village needs to let people know if the policy is being changed. Trustee Chamberlain explained there comes a point of diminishing returns if people are emailed too much.
Village Attorney Report
Mr. Huvard has not heard back from the people that were interested in the distribution center. They will first meet with the owner of the landfill property and then get back to him. Mr. Huvard has spoken with Mike Kurczuki and Andy Goodman from Thorntons. The feasibility period expired on January 11, 2021, so they can either move forward or walk away. If they move forward, they would have 30 days to submit for zoning. Mr. Huvard noted they do not believe they could submit for zoning within 30 days, because they spent so much time working with CubeSmart and have not develop the preliminary plans needed for zoning. He suggested Thorntons be prepared to waive the feasibility period and waive the requirement for CubeSmart to grant the additional access. Mr. Huvard noted the possible diesel pumps on the 37 acres would be in a second phase.
The Trustees discussed why the process could not be started. The zoning application could be amended once the information can be completed. Mr. Huvard believes the process could be started. He suggested Thorntons may be concerned about the length of time it may take to get the proper documentation.
Mr. Kurczuki explained the original agreement included an access from CubeSmart. Without the access, they had to get additional internal approvals. They reapproved the agreement with access around CubeSmart. Mr. Kurczuki explained they need the additional time to get the plan ready for the Village’s zoning requirements. They are asking for an extension of the zoning application. Mr. Kurczuki explained they are committed and want to open in Riverwoods in 2022. If the 37 acres gets developed and they get a diesel canopy, it would improve access. Mr. Kurczuki would like to keep the $500,000 incentive in place. If they do not use it all, they would not take it all. Mr. Goodman noted they are looking at the diesel as a separate project. They are currently only looking at the corner.
Trustee Hollander suggested making the extra $100,000 incentive contingent upon the access road; the addition money would only come into play if there were additional cost associated with the road.
The Trustees discussed the timing, as the due diligence period is over. Mr. Huvard explained the Village could give notice terminating the agreement. Throntons is looking for an additional 4-6 months to get the zoning application information and an additional 60 days for closing as the Village needs about 45 days to process the zoning application. This agreement would indicate the earnest money is at risk. Mr. Kurczuki explained they are looking for a clause that is already in the contract, for an extension of the zoning application. Trustee Haber suggested the additional money should be released to defray the Village’s expenses.
The Trustees discussed the sales volume. Mr. Kurczuki explained they tweaked their volume estimates due to the changes in access. He believes the adjustment would be approximately 5 percent. Mayor Norris noted the Village will try to work with Thorntons on the signage.
Information Items from the President
1. Temporary Signage for Dance Studio
This agenda item was discussed during the Director of Community Service report.
2. New Keys
Mayor Norris noted new keys have been cut and replaced due to a security issue.
Visitors wishing to address the Board
There were no visitors wishing to address the Board on non-agenda items.
Approval of Bills
Trustee Jamerson moved to approve the bills. Trustee Clayton seconded the motion. There were a couple questions from the Trustees. The motion passed, subject to questions raised, by the following vote:
AYES: Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: None (0)
New Business
Fee Adjustment with Melissa Wach, Village Prosecutor
Mayor Norris noted the Village Prosecutor Melissa Wach requested an adjustment in her fee arrangement with the Village on October 20, 2020. He suggested approving this for one year and looking for other options. Mr. Huvard noted a lot of the costs are due to Covid and a heavy caseload. It will be difficult to compare things until the situation comes back to normal. The cost would include the flat fee of $500 per month and $125 per hour. The Trustees believe the hourly rate is reasonable.
Trustee Haber moved to approve the new fee structure for the Village Prosecutor. Trustee Clayton seconded the motion. The motion passed by the following vote:
AYES: Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: None (0)
Approval of Renewal of Village Snow Plowing Contract
Mayor Norris explained last meeting, the Trustees discussed plowing paths on Riverwoods Road and Deerfield Road. He asked the Trustees to determine which paths and streets should be included.
The Trustees discussed the pricing schedule from the contractor. The schedule does not match the bid request from 2019. The per snowfall rate is different than the per plow rate. There is also a discrepancy in the equipment used. Mayor Norris will clarify the terms. Mr. Kraly spoke with the plowing company. They are aware they would need to repair if there are problems. Mayor Norris noted that would need to be added to the language in the agreement.
The Riverwoods Road path used to be plowed several years ago. The Deerfield Road path was not plowed. The contractor at that time said they would need to hand shovel the path because it is so narrow. The Trustees believe the Riverwoods Road path needs to be plowed. From a branding standpoint, the Riverwoods Road path looks bad against the nicely maintained Lincolnshire path. Next year, the Village could try to get into a joint contract with Bannockburn. Other communities have their own public works departments. The Village will go out to bid for snowplow service next year, but are happy with the service provided by this company. The Trustees believe both paths should be plowed this year. They could reassess the path plowing next year.
Trustee Haber moved to approve the renewal of the Village Snow Plowing contract including the paths on Riverwoods Road and Deerfield Road with the clarification of per snowfall. Trustee Jamerson seconded the motion. The motion passed by the following vote:
AYES: Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: None (0)
Approval of AES Contracting’s Proposal – Addendum “B” Riverwoods 2021 – Woodland Stewardship AES # 18-0271 – 3 Year (2021) of the 10 Year Woodland Stewardship Plan Approved by the Village Board in 2018
In 2018, the Board approved a 10-year maintenance schedule for restoration and maintenance of woodlands on Village owned property. This is proposal is for the work scheduled in that plan for 2021.
Mr. Huvard noted this is approval of an expenditure of $9847. Mr. Zimmerman explained the original proposal included controlled burns, removal of invasive species and interceding. They determined the seed bank responded on Village sites and making the ground layer more diverse is no longer needed. They are now in maintenance mode so they would stay on top of the invasive species. The controlled burn is optional and would cost $20,000. Mr. Zimmerman explained the burns are an extra layer of ecological restoration. As long as the maintenance is done, the burns could be pushed off.
Trustee Chamberlain moved to approve the AES proposal for stewardship of the Village property in an amount of $9847. Trustee Jamerson seconded the motion. The motion passed by the following vote:
AYES: Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: None (0)
Old Business
Ordinance 21-01-01 Classifying 20326 N. Saunders Road to O & R 1 Office and Research District and Amending Ordinance 01-8-24, Concerning a Large Office Campus Special Use (Discover Properties, LLC) – Second Reading
Mr. Huvard explained this is a revised Ordinance to allow the King’s Kennel parcel to be included within the Special Use for Discover, to rezone the King’s Kennel parcel to O & R 1 and apply the conditions from the Plan Commission’s report regarding landscaping and the parking deck. Mr. Huvard noted there were some amendments to the original Ordinance and he tried to consolidate all the amendments in one master list. In 2005, the Village received a payment from Discover to forego the right to have a bike path on the north property line of the Discover parcel. The Board at that time determined it did not make sense to put a bike path on what is now outlot A on the Discover campus. The Village does not have right to acquire or attain that property. Mr. Huvard noted the plant list submitted to the Plan Commission was revised.
Trustee Chamberlain moved for Second Reading and adoption of the Ordinance classifying 20326 N. Saunders Road to O & R 1 Office and Research District and Amending Ordinance 01-8-24, Concerning a Large Office Campus Special Use subject to the conditions that the seed mix be complied with. Trustee Chamberlain seconded the motion.
The Trustees discussed the possibility of the Village reserving an easement on the Kings Kennel lot for a possible bike path that could be a link from Portwine to Saunders. It would provide a segment for a connection possibly through Meredith Lane or Thorngate. If an easement were reserved on the northern edge of the Kings Kennel lot, there would potentially be some access for a bike path. Mr. Huvard noted there is detention on the northern end and it would be up to Discover how to secure the campus. Mr. Glenn noted the original landscape plan for Discover had landscape screening between the access road and property line. A property manager for the corporate center asked the Village to work with Discover on adding screening. There is a significant drainageway there, so it is a congested area. It would be a huge project to add a bike path there; and, it would contrary to the idea of screening the adjacent uses.
The motion passed by the following vote:
AYES: Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: None (0)
Adjournment
There Chamberlain being no further business to discuss, Trustee moved to adjourn the meeting. Trustee Jamerson seconded the motion. The motion passed by the following vote:
AYES: Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: None (0)
The meeting was adjourned at 9:25 pm.
The next regular meeting of the Board of Trustees will take place on February, 2021 at 7:30 pm.
Respectfully submitted,
Daphne Paras
Village Clerk
Transcribed by:
Jeri Cotton