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November 20, 2018 7:30 pm


 

Status Scheduled

Group Board of Trustees

Location 300 Portwine Road Riverwoods, IL

Agenda

BOARD OF TRUSTEES
FINAL AGENDA
300 PORTWINE RD., RIVERWOODS, IL
November 20, 2018- 7:30 P.M.

I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. APPROVAL OF MINUTES
• BOT – November 6, 2018
V. VILLAGE ECOLOGIST
VI. TREASURER’S REPORT – Cash Report
VII. ENGINEER’S REPORT
VIII. DIRECTOR OF COMMUNITY SERVICES REPORT
IX. ZONING BOARD OF APPEALS REPORT
X. PLAN COMMISSION REPORT
XI. POLICE REPORT
XII. VILLAGE ATTORNEY’S REPORT
XIII. INFORMATION ITEMS & COMMENTS FROM THE PRESIDENT
1. Flatwood Project update
2. Wine and Cheese Reception – Trustee Chamberlain
3. Discussion of Verizon lease proposal for Water Tower.
4. Purchase of new police car will be on agenda on December 4, 2018.
5. A reminder that we will have a financial workshop at 6:00 pm before December 4, 2018 Board Meeting

XIV. VISITORS WISHING TO ADDRESS THE BOARD
XV. APPROVAL OF BILLS
XVI. ACTION ITEMS
New Business
A. A RESOLUTION RATIFYING THE VILLAGE OF RIVERWOODS FINAL APPLICATION FOR THE OSLAD GRANT PROGRAM.
B. AN ORDINANCE AMENDING THE VILLAGE CODE TO REQUIRE REGISTRATION OF RESIDENTIAL RENTAL PROPERTIES.
C. AN ORDINANCE AMENDING THE VILLAGE FEE SCHEDULE TO ESTABLISH FEES FOR ROAD SPECIAL SERVICE AREAS.
D. APPROVAL OF INSURANCE PROPOSAL FOR 2019.
E. APPROVAL OF LANDSCAPE ARCHITECTURAL/ PROFESSIONAL DESIGN SERVICES CONTRACT WITH STUDIO PARK AVE. FOR DESIGN AND PUBLIC COMMENT PHASE.
F. APPROVAL OF MINDMIXER PROPOSAL.
G. CONSIDERATION OF THE ATTACHED PROPOSAL FOR STRUCTURAL REVIEW OF THE RAVINIA WATER TOWER.
Old Business
H. NONE.

XVIII. EXECUTIVE SESSION –
• Litigation, Acquisition, Property, and Personnel
XIX. ESTABLISH TIME AND DATE FOR NEXT MEETING
• Board of Trustees financial workshop- December 4, 2018, 6:00PM
• Board of Trustees –December 4, 2018, 7:30 PM

Minutes

Village of Riverwoods
Board of Trustees Meeting
November 20, 2018
APPROVED

In Attendance:
Cheryl Chamberlain
Kristine Ford
Michael Haber
Henry Hollander
John Norris, Mayor

Absent were:
Eric Goldstein
Rick Jamerson

Also Present:
Bruce Dayno, Police Chief
Daphne Paras, Village Clerk
Patrick Glenn, Village Engineer
Bruce Huvard, Village Attorney
Hal Roseth, Village Treasurer
Rob Durning, Director of Community Services

Call to Order: 7:50 PM

Approval of Minutes

Trustee Chamberlain moved to approve the minutes from the November 6, 2018 Board of Trustees meeting. Trustee Hollander seconded the motion. The motion passed unanimously on a voice vote with Trustee Chamberlain abstaining.

Treasurer’s Report

Mr. Roseth reported there has been little change in the net asset value since October. The SSA funds also have little change. Funds were moved to the investment account. The Village purchased some 18 month CDs at a rate of 2.8%. $500,000 was invested for 24 months at 3%. JP Morgan holds about $8 million, which will generate $168,000 in cash flow.

Engineer’s Report

Mr. Glenn reported construction is complete on this year’s road program. The program came in at budget, with the exception of $4,000 additional culvert replacement. There are a few punch list items remaining at the 320 Portwine building.

Director of Community Services

Mr. Durning issued eight tickets to the owners of a house on Riverwoods Road for non-compliance. Three of four items have been addressed. Mayor Norris noted the Village could try to get stronger remedies through the Circuit Court.

Plan Commission Report

Mr. Huvard reported the Plan Commission met and edited the draft Comprehensive Plan. They will meet in January to put the finishing touches on the report before sending it to the Board. The Plan Commission will not meet in December.

Police Report

Chief Dayno presented highlights from the Police Report since the last Board of Trustees meeting. Chief Dayno noted he went through 40 hours of crisis intervention training. All of the officers will go through this training. The police report is attached to the end of the minutes.

Informational Items & Comments from the President

• Project Update on Flatwoods Heritage Center
Mayor Norris reported the committee met and are still looking at the playground placement. He hopes to have another committee meeting soon. Mayor Norris met with a member of the Grant Application Review Board that will be reviewing the OSLAD grant applications. There are $29 million available for grants,- and the grant applications received have requested $36 million. The representative indicated that with the ration of requests to dollars available, the Village requesthas a good chance of being approved even if the Village makes changes to the proposal dropping elements. The Village will need to determine what actions to take. She also advisedMayor Norris other programs are being funded that may make grantfunds available for trail construction, which may of use to the Village.

Trustee Chamberlain noted the committee discussed three agreed elements that may be brought to the Board to assess interest. Mayor Norris does not believe there are objections to certain elements of the plan. Trustee Chamberlain would like to ask for Board feedback on the three elements at the next Board of Trustees meeting.

• Wine and Cheese Reception
Trustee Chamberlain would like to schedule a wine and cheese reception for residents in February. Many new residents have mentioned the desire to have an adult gathering. Trustee Chamberlain suggested this may be an opportunity to get resident’s emails and find out which communication avenues are working. Trustee Ford questioned whether this would be a networking event or if there would be programming. Trustee Hollander believes there should be an agenda of items the Board would like to discuss with residents. He suggested discussing the top few services. Trustee Haber thinks it would be a good opportunity to roll out the branding.

• Discussion of Verizon Lease Proposal for Water Tower
Mr. Huvard explained Verizon presented a proposal for five 5-year terms. The proposed rent is just under $3,000 per month. The lease would be similar to other technology leases. Verizon would agree to not terminate for the first five years. Mr. Huvard explained Verizon proposed a 2% escalation, and are only interested in a fixed rate.

• Purchase of New Police Car will be on the Agenda on December 4, 2018
This would allow the Village to escalate the purchase into 2018 rather than 2019.

• Reminder of Financial Workshop at 6:00 pm Before the December 4, 2018 Board of Trustees Meeting
Mayor Norris reminded the Trustees about the Financial Workshop on December 4, 2018.

Visitors Wishing to Address the Board

There were no residents wishing to address the Board.

Approval of Bills

Trustee Chamberlain moved to approve the bills. Trustee Hollander seconded the motion. The motion passed by the following vote:

AYES: Chamberlain, Ford, Haber, Hollander (4)
NAYS: None (0)

New Business

RESOLUTION R18.11. Ratifying the Village of Riverwoods Final Application for the OSLAD Grant Program

Mr. Huvard explained the final application was attached to the Board packet. The language allowed the Village President to submit the application. The Resolution, if approved, would show the Trustees ratify the application.

Trustee Chamberlain expressed concern that the ratification implies the previous application was in error. With a grant, any changes would be highlighted. She is concerned this would make the Village’s reliability somewhat suspect. Trustee Chamberlain spoke with the architect, who did not believe a ratification was necessary. If it is not necessary, she believes it is a bad idea. Mayor Norris spoke with the DNR representative, who did not have an issue with the possible ratification. He appreciates the concern but does not believe it will be a problem.

Trustee Ford moved to approve the Resolution as presented. Trustee Hollander seconded the motion. The motion passed by the following vote:

AYES: Chamberlain, Ford, Haber, Hollander (4)
NAYS: None (0)

Ordinance Amending the Village Code to Require Registration of Residential Rental Properties

Trustee Chamberlain moved for First Reading of the Ordinance. Trustee Haber seconded the motion.

Trustee Chamberlain questioned how the owners will be made aware of the requirement. She suggested contacting realtors and HOAs as well as the person who handles changes in utility billing. Trustee Chamberlain also suggested putting something on the Village website as well as creating a form. She noted the registration fees are not specified. Mayor Norris explained the fee will be added to the Fee Schedule.

Trustee Haber questioned whether the Village is trying to fix something that is not broken, as he does not believe this will significantly impact the Village. There are currently no Riverwoods listings on Air BnB.

The motion passed unanimously on a voice vote.

Ordinance Amending the Village Fee Schedule to Establish Fees and Road Special Service Areas

Mr. Huvard noted the Board suggested adding a hybrid fee for Road SSAs. There will be a $10 fee per year for homeowners as well as a $200 fee for the SSA. The engineer and attorney fees are already being paid by the SSAs. Mayor Norris noted the SSAs should be self-supporting.

Trustee Haber questioned whether a savvy SSA would be able to get around the fees. Mayor Norris suggested assessing fees based on whether work is done during a year.

Trustee Haber moved for First Reading or the Ordinance. Trustee Chamberlain seconded the motion. The motion passed unanimously on a voice vote.

Approval of Insurance Proposal For 2019

Mayor Norris explained the Village insurance cost has been reduced. He explained the Village has two choices, but they are not exactly the same coverage.

Alliant Mesirow representative Cathy Juricic Easly, explained there are two options for consideration, which will save at least 14%. Traveler’s, the lower cost program, has some limitations. Both program options have enhancements. Mayor Norris recommended staying with ICRMT, the existing company. Chief Dayno indicated ICMRT offers training for officers. In addition, their attorneys have reviewed our policies and made recommendations on the Village’s risk-related policies.

Trustee Chamberlain moved to approve the ICRMT insurance proposal. Trustee Haber seconded the motion. The motion passed by the following vote:

AYES: Chamberlain, Ford, Haber, Hollander (4)
NAYS: None (0)

Approval of Landscape Architectural/Professional Design Services Contract with Studio Park Ave. for Design and Public Comment Phase

Mayor Norris is unsure whether the Village will move forward with the Heritage Flatwood Center program, but this service could be cancelled at any time. If the Village moves forward, they will need these services. Trustee Chamberlain questioned whether they would provide services prior to the decision to move forward with the plan. Mayor Norris explained they would only provide services that are requested by the Village.

Trustee Chamberlain noted the committee met with representatives of both the RPC plan and the Studio Park Design plan to try to come up with a compromise. At this point, she would prefer determining what the residents want. Trustee Haber expressed concern about authorizing up to $25,000, as the processes could be started simultaneously. He believes the Village is putting the cart before the horse. Trustee Haber believes there is neither consensus nor a reason the Village should spend money developing designs. Mayor Norris can try to limit the proposal, but the Village needs to have something to bring to the residents. He suggested waiting at least until the next meeting. Trustee Hollander believes the Village needs something to bring to the residents. He suggested approving steps rather than the entire project. Trustee Chamberlain had put together a schedule that emphasizes getting a design quickly to share with residents then making changes based on resident responses. Trustee Ford suggested spending $1,800 to formulate alternatives. Mayor Norris would rather come back after the financial workshop. Trustee Chamberlain believes the Village will present a compromise plan with three parts composed of a schedule of placemarkers, some for the Trustees, some for the architects, and some for the residents. Trustee Hollander noted many resident are questioned what will be built. Trustee Haber would be in favor of getting a concept plan with various alternatives. Mayor Norris will talk to Studio Park to renegotiate the proposal for a more tailored and narrow proposal. He suggested voting on this at the next meeting.

Trustee Ford moved to move forward with the contract with a limitation of $4,500, beginning with confirmation of the concept in section 2 of the contract. Trustee Haber seconded the motion. Trustee Chamberlain believes it is imperative to decide what the Trustees will put out to the residents as soon as possible.

The motion passed by the following vote:

AYES: Chamberlain, Ford, Haber, Hollander (4)
NAYS: None (0)

Approval of Mindmixer Proposal

Mayor Norris explained Mindmixer is a survey company that will allow the Village to reach out to residents, receive the information, tabulate the information and provide feedback to the Trustees. His concerns are the cost and how to move forward. There is a $3,500 fee for one project or $6,000 for unlimited projects throughout the year. Mayor Norris recommends the $6,000 proposal. Trustee Chamberlain came up with several alternative proposals for resident input. She believes working with Mindmixer would be a lot less work for the Village. Mindmixer would help formulate questions and tabulate the results. Trustee Haber would like to look over the Mindmixer website. He believes this would be good for the Village, but would like to hold this until the next meeting. Trustee Ford would like to get information on where they are getting their data as well as other Municipalities that utilize their services. This will be held to the next meeting.

Consideration of the Attached Proposal for Structural Review of the Ravinia Green Water Tower
Mr. Glenn explained there have been various proposals for antennas along with a structural review. Over the years, the Village has received conflicting information. He asked IMEG to review all the information and reports. Mr. Huvard believes the Village should have their own consultant. He believes this is an opportunity to fix some of the issues. If the Village will move forward with the painting, the deferred maintenance would need to be done.

Trustee Haber questioned whether the Village should go back to one of the companies that previously prepared a report.

Trustee Hollander moved to accept the proposal. Trustee Chamberlain seconded the motion. The motion passed by the following vote:

AYES: Chamberlain, Ford, Haber, Hollander (4)
NAYS: None (0)

Old Business

There was no Old Business.

Good of the Order

Happy Thanksgiving and Happy Chanukah to those that celebrate.

Adjournment:

There being no further business or discussion, Trustee Chamberlain moved to adjourn the meeting. Trustee Haber seconded the motion. The meeting was adjourned at 9:12 pm

The next regular meeting of the Board of Trustees is scheduled for December 4, 2018 at 6:00 PM at Village Hall.

Respectfully submitted,

Daphne Paras
Village Clerk

Transcribed by:
Jeri Cotton

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