March 6, 2018 7:30 pm
Group Board of Trustees
Location 300 Portwine Road Riverwoods, IL 60015
BOARD OF TRUSTEES
March 6, 2018 7:30 P.M.
I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. APPROVAL OF MINUTES
• BOT – February 6, 2018 – Executive Session
• BOT February 20, 2018
V. DIRECTOR OF COMMUNITY SERVICES
VI. PLAN COMMISSION REPORT
VII. TREASURER REPORT
• Gewalt Hamilton
• Village Attorney
• Village Ecologist
IX. POLICE REPORT
X. INFORMATION ITEMS & COMMENTS FROM THE PRESIDENT
1. Status on LDOT- Deerfield Rd. Planning – SIG
2. Investment Adviser coming to April 3 meeting.
XI. VISITORS WISHING TO ADDRESS THE BOARD
XII. ACTION ITEMS
A. VILLAGE OF RIVERWOODS ANNUAL APPROPRIATIONS
ORDINANCE FOR THE FISCAL YEAR FROM JANUARY 1, 2018 TO
DECEMBER 31, 2018 1st Reading
B. APPROVAL OF PREPARATION OF BID PLANS FOR DEMOLITION OF
BUILDING AT 320 PORTWINE AND EXPANSION OF EXISTING
PAVED PARKING AT THAT SITE.
C. AN ORDINANCE AMENDING AND RESTATING CHAPTER 6 OF
TITLE 9 OF THE RIVERWOODS VILLAGE CODE -2nd Reading
D. RESOLUTION ON BOARD ROOM USE POLICY
XIII. STANDING COMMITTEE REPORTS
– Trustee Haber ………………………………………………………………….Legal/ Public Works
– Trustee Chamberlain …………. .External Communications/Bike Path/ Environment
– Trustee Jamerson …………………………………………………………………… Police/Building
– Trustee Ford …………………………………………………………..NSSRA/Treasurer Liaison
– Trustee Goldstein ……………………………………………….. Communications/IT/ Budget
– Trustee Hollander ………………………….Roads /Zoning/Planning and Land Use
XIV. EXECUTIVE SESSION
• Litigation, Acquisition of Property, and Personnel
XV. NEXT REGULAR MEETING:
• March 20, 2018– 7:30 PM
Approval of Minutes
Trustee Jamerson moved to approve the minutes from the February 20, 2018 Board of Trustees meeting. Trustee Chamberlain seconded the motion. The motion passed unanimously on a voice vote with Trustee Haber abstaining.
Chief Dayno presented highlights from the Police Report since the last Board of Trustees meeting. The police report is attached to the end of the minutes.
Informational Items & Comments from the President
- Status on LDOT-Deerfield Road Planning – SIG
Trustee Hollander gave a brief update on the Deerfield Road project. At this point in time, it appears Deerfield Road will have one dedicated right turn from Deerfield onto Milwaukee and two left turn lanes turning southbound onto Milwaukee and three thru lanes going west to Deerfield Parkway. A sidewalk is not currently planned but there is an option to have one on the north side, from west of the bridge to the commercial area. He noted that the pavement will not be striped or marked as bike lanes. The Village is not pushing the sidewalk as the Village would have to pay for and maintain it as well as the need to remove more trees and take more land.
Currently, the multi-use path will remain on the south side with a probable crossover at Portwine or at Saunders to the north side of Deerfield Road.
Trustee Hollander believes there are a number of items yet to be determined including underground utilities, woodland renovation, a bike path, a sidewalk alternative access for commercial area and construction traffic alleviation.
A Town Hall meeting on the Deerfield Road project will be held, as of now, on Wednesday, April 18, 2018. Up until now, the residents have not have a chance to participate. Therefore, the Village does not have a clear idea as to their wishes.
- Investment Advisor coming to the April 3, 2018 Board of Trustees meeting
Mayor Norris noted that the financial advisor is currently scheduled to be at the April 3, 2018 BOT meeting.
Visitors Wishing to Address the Board
There were no visitors wishing to address the Board.
- Village of Riverwoods Annual Appropriations Ordinance for the Fiscal Year beginning January 1, 2018 and ending on December 31, 2018 – 1st Reading
Mr. Huvard reported that there will be a Public Hearing at the March 20, 2018 Board of Trustees meeting. In the past, the budget figures were not shown in the Ordinance and will be removed before sending the information to the County. As in the past, the Village increased the appropriation amount by 10% over the budgeted amount. The Village still has the flexibility to transfer money within a fund. Mr. Huvard answered a few questions posed by the Trustees.
Trustee Jamerson moved for First Reading of the Ordinance. Trustee Chamberlain seconded the motion. The motion passed unanimously on a voice vote.
- Approval of Preparation of Bid Plans for Demolition of the Building Located at 320 Portwine Road and Expansion of Existing Paved Parking at that Site
Mayor Norris believes there is a consensus to expand paved parking at the 320 Portwine Road building. Mr. Glenn put together two options. Option 1 is the simplest; remove the building, add a few spaces, some simple lighting as well as some screening north of the parking lot. His best estimate for this option is around $75,000. Option 2 is to expand the parking lot over the existing building footprint area in keeping with a long term landscape plan. Mr. Glenn’s thought is to prepare the plans for that expansion as an alternate, put it out for bids and bring it back to the Board with actual costs.
Trustee Chamberlain moved to approve the preparation of bid plans for demolition and parking expansion for the 320 Portwine Road property. Trustee Jamerson seconded the motion.
Trustee Haber believes that the Village needs a long term objective for the property and is not sure a parking lot in the center of the lot is the best use of the property.
Trustee Hollander believes that option 1 was optimized to have minimal impact to the trees. Trustee Haber believes saving trees is important; however, the Trustees need to determine the best location for a parking lot over the long term. Trustee Chamberlain is in favor of having a long-term view, but questioned what the Village should do in the meantime. She would not be in favor of cutting down several trees for a parking lot. Trustee Jamerson indicated they have been discussing removing the building and adding a parking lot in the same location. He urged the Trustees to only approve the preparation of bid plans if they want to go through with the construction. Trustee Goldstein does not believe the Trustees should vote on a plan that is premature. He suggested taking down the building and adding gravel until a plan is determined. He suggested using the property across the street for parking while determining what to do with this property. Mayor Norris believes the Village needs to do something with the property, to keep the project moving. Trustee Ford wondered if the parking lot should be located closer to the new Village hall.
Marissa Jimenez has a petition signed by 28 residents, asking for a play area, basketball court and shelter with picnic tables. She finds it disconcerting that a Village of this size does not have these amenities for residents. Ms. Jimenez suggested having the space available for residents to rent for birthday parties.
Mike Clayton noted that two experts weighed in about taking a long term view of the area stating that the Village does not need to cut down trees to create a parking lot. He believes it is time to put some stakes in the ground rather than go around in circles with regard to the use of the Village-owned properties. The community is asking the Board for a focal point, a wellness point, a demonstration area, a play area, a community garden; all of which have come together to create a need. At some point, the Board needs to make a decision.
Anthony Wedyck is adamantly opposed to cutting down any trees.
Sherry Graditor is disappointed because the Village’s push should be the preservation of the trees and woodlands instead of destroying the trees to add a parking lot.
The motion passed by the following vote:
AYES: Chamberlain, Ford, Hollander, Jamerson (4)
NAYS: Goldstein, Haber (2)
- Ordinance 18-03-05 Amending and Restating Chapter 6 of Title 9 of the Riverwoods Village Code – 2nd Reading
Trustee Jamerson moved for Second Reading and Adoption of the Ordinance. Trustee Chamberlain seconded the motion.
Mr. Zimmerman summarized the Tree and Woodland Protection Ordinance updates. The existing Woodland Ordinance is 13 years old; more information about trees and woodlands is now available; there are difficulties implementing the current Ordinances; the Ordinances do not improve the health of the woodlands. In addition, there are some inconsistencies in the current Ordinances.
The new Ordinance combines both the Tree Ordinance and Woodland Protection Ordinance. The definitions are consistent. A regulated tree is at least 1.5” in diameter and at least 6 feet tall and multi-stem. The Ordinance includes an ISA Tree Condition Rating table. All trees are regulated but only desired native trees and 80% of the root zone is protected. Removal of desirable native trees requires mitigation. The Ordinance limits the removal of protected woodland to no more than 20% based on the 2017 Woodland Delineation Parcel Maps. The combined Ordinance works together. Mr. Zimmerman provided a flow chart of the possible options. A copy of the flow chart is included at the end of the minutes.
Trustee Ford questioned how this information could be publicized. Trustee Chamberlain explained they have an entire plan.
The motion passed by the following vote:
AYES: Chamberlain, Ford, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: None (0)
- Resolution 18-03-01 on Board Room Use Policy
Trustee Ford noted the Trustees comments have been incorporated into the policy that envisions expanded civic use, but not private resident use at this time. Trustee Jamerson moved to adopt the Resolution. Trustee Chamberlain seconded the motion.
Trustee Haber does not believe the use policy is broad enough because they do not allow private resident use at this point. Trustee Chamberlain believes this will allow the Trustees to better anticipate the needs of residents. The motion passed by the following vote:
AYES: Chamberlain, Ford, Goldstein, Hollander, Jamerson (5)
NAYS: Haber (1)
Standing Committee Reports
Police/Building – Trustee Jamerson reported the February building report was sent to the Trustees.
Communications/IT/Budget – Trustee Goldstein noted the website should be live, via a soft rollout, next week.
There being no further business or discussion, Trustee Chamberlain moved to adjourn the meeting. Trustee Jamerson seconded the motion. The meeting was adjourned at 9:55 PM.
The next regular meeting of the Board of Trustees is scheduled for March 20, 2018 at 7:30 PM at Village Hall.
Irene Gagerman, Village Clerk
Transcribed by Jeri Cotton
Tree and Woodland Protection Flow Chart