August 21, 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
August 21, 2018 – 7:30 P.M.

I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. APPROVAL OF MINUTES
• BOT – August 7, 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
General Items
1. Presentation on Concepts for 320 Portwine and OSLAD Grant.
2. Need to either move 2nd meeting in September from September 18, 2018, to September 25, 2018, or to add Special Meeting on September 25, 2018.
XIV. VISITORS WISHING TO ADDRESS THE BOARD
XV. APPROVAL OF BILLS

XVI. ACTION ITEMS
New Business
A. DISCUSSION OF, AND POSSIBLE APPROVAL OF,
1. Increases in Riverwoods Water and/or Sewer Rates, Prompted by Latest Rate Increase for Water Purchased from Northbrook, and
2. Adjustment of Reserve Levels for Water Fund and Sewer Fund.
B. RESOLUTION APPROVING A NOTICE OF RIVERWOODS ESTATES DETERMINATION OF SUBDIVISION.
C. CONSIDERATION AND POSSIBLE APPROVAL OF CONTRACT FOR PHASE II OF VILLAGE BRANDING.
D. APPROVAL OF PROPOSAL TO MAKE REPAIRS/UPGRADES TO THE LPS SEWER SYSTEM ON JUNEBERRY, BLACKTHORN, AND THORNMEADOW.

Old Business

E. AN ORDINANCE PROHIBITING THE USE OF COAL TAR PRODUCTS IN THE VILLAGE.
F. APPROVAL OF AES CONTRACTS FOR WOODLAND MAINTENANCE AND RESTORATION WORK ON VILLAGE PROPERTY.

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

Minutes

Village of Riverwoods

Board of Trustees Meeting

August 21, 2018

APPROVED

 

In Attendance:

Cheryl Chamberlain
Eric Goldstein
Michael Haber
Henry Hollander
Rick Jamerson
John Norris, Mayor

Absent was:

Kristine Ford

Also Present:

Bruce Dayno, Police Chief
Irene Gagerman, Village Clerk
Patrick Glenn, Village Engineer
Bruce Huvard, Village Attorney
Rob Durning, Director of Community Services
Call to Order:  7:30 PM

Approval of Minutes

Trustee Chamberlain moved to approve the minutes from the August 7, 2018 Board of Trustees meeting.  Trustee Jamerson seconded the motion.  The motion passed unanimously on a voice vote.

Engineer’s Report

Mr. Glenn reported that they are moving forward with the demolition for the 320 Portwine building, which will start after Labor Day.

Director of Community Services

Mr. Durning reported that he followed up on the parking issue in Thorngate and confirmed that there is a jewelry business being run out of the home on Pebble Beach.  Chief Dayno added that he asked the neighbors to report any business-related vehicles parked on the street.

Police Report

Chief Dayno presented highlights from the Police Report since the last Board of Trustees meeting.  He noted that there was a residential burglary reported on August 19, 2018.  The police report is attached to the end of the minutes.

Village Attorney Report

Mr. Huvard reported that the Joint Review Board, chaired by Trustee Hollander, met this morning.  Mr. Huvard distributed a compilation of Trustee preferences regarding possible uses for the properties on Milwaukee and Deerfield Roads.  Trustee Hollander questioned how a liquor license changes the Village’s taxes.  Mayor Norris indicated it is not that significant.

Informational Items & Comments from the President

  • Presentation on Concepts for 320 Portwine and OSLAD Grant

Mayor Norris discussed the possible concepts for 320 Portwine Road.  This plan was generated as an effort to meet the wants and needs of Village residents while also taking guidance from the campus plan proposed by the RPC.  The plan includes many elements including 24 dedicated parking spaces and an area that could be used for additional parking as needed.  The estimated cost for the plan would be more than $1 million.  The Village is looking to reduce this amount through value engineering as well as seeking additional funding sources including the OSLAD (Open Space Land and Development) Grant for up to $400,000 in matching funds.  Mayor Norris indicated that the grant application is due October 1, 2018 and there is a lot to do prior to voting on the project, which would occur in September.  He indicated that there is no guarantee the Village would receive the Grant and that the Village could withdraw their application.

Trustee Goldstein believes this is a great opportunity for corporate sponsorships.  Trustee Haber believes the concept plan is well thought out, but is concerned about creating the facility without hiring a community outreach officer.  He believes the Village needs to make a concentrated effort to promote events to use the facility.  In addition, once built, there will be a cost to maintain the facility.  Trustee Haber indicated that the Village also has other parcels in the Village they need to discuss prior to spending this significant amount.

Mayor Norris noted that the Village could apply for the grant, and at a later time, withdraw from consideration if necessary.  Mayor Norris noted the Village still needs to consider specific elements of the plan, including age-appropriate facilities.  Trustee Jamerson indicated once the grant application is submitted, the Village could move things around in the plan, but could not eliminate them.  There are things that could be added in the future, however.  Trustee Chamberlain noted that all of the issues that have been raised have been discussed but put on hold due to the time frame for the Grant.  She added that a required part of the Grant application is community input.

  • Need to Move 2nd Meeting in September 18, 2018 to September 25, 2018 or add a Special Meeting on September 25, 2018

Mayor Norris reported that the September 18, 2018 Board of Trustees meeting needs to be moved for both the OSLAD Grant and Rosh Hashanah.  He will send out notification of the new meeting date.

Visitors Wishing to Address the Board

There were no Visitors wishing to address the Board.

Approval of Bills

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

AYES:  Chamberlain, Goldstein, Haber, Hollander, Jamerson (5)

NAYS:  None (0)

New Business

Discussion and Possible Approval of:

– Increases in Riverwoods Water and/or Sewer Rates, Prompted by the Latest Rate Increase for Water Purchased from Northbrook

Mayor Norris noted that the Northbrook water rate increased by more than 70 percent.  He noted there are no additional planned increases for the next two years.  Mr. Glenn recommended increasing the water rate by $0.88 per thousand gallons which matches the increase from Northbrook.

Trustee Goldstein moved to approve an increase in the water rate by $0.88 per thousand gallons.  Trustee Chamberlain seconded the motion.  Trustee Chamberlain suggested sending out a letter explaining the increase as well as a letter in the Village Voice.  The motion passed by the following vote:

AYES:  Chamberlain, Goldstein, Haber, Hollander, Jamerson (5)

NAYS:  None (0)

  • Resolution Approving a Notice of Riverwoods Estates Determination of Subdivision

Mr. Huvard explained that this would approve amendments to the Plat of Subdivision regarding the shifting of the impervious surface of the three-lot subdivision.  The Trustees questioned whether the amount of impervious surface was greater in the Resolution.  Mr. Huvard explained that the total impervious surface in the subdivision is the same as originally set forth.  Trustee Jamerson noted that if approved, from this point forward, there would not be any further shifting of impervious surface in the future.  Trustee Haber believes the Village needs something on the record that states that the homeowners consent to the restrictions.  This will be continued to a future Board of Trustees meeting.

  • Consideration and Possible Approval of Contract for Phase II of Village Branding

Mayor Norris noted that the Village had retained Ryan Schulz and Jodi Navta for Phase I of the Village Branding Campaign.  Mr. Schulz explained that the next stage would be to create a marketing packet that addresses the needs of realtors, contractors and other partners as well as residents.  The Village has spent a number of months developing the campaign, including a new website, logo and branding.  The proposed rollout would include training, roadmaps and examples for Village staff to use when managing new projects.  Leveraging outside help would allow the Village to move forward with the same level of execution as Phase I.  Ms. Navta went over the rollout plan and additional content needs, as well as the costs.

Trustee Chamberlain noted it was originally discussed that staff or volunteers would handle the rollout themselves.  She stated that part of the branding is promoting volunteerism. Committee member Carl Blalock explained that part of the objective is to inform potential residents about Riverwoods and ecological programs before they purchase property.  Trustee Haber questioned whether a Village staff member could be trained to do some of the updates, so they do not get stale.  He pointed out that the Village does not currently have one person that would be able to do the updates.  Trustee Haber suggested investigating whether there is a need to hire another staff member.  Trustee Jamerson noted that once the new resident kit and realtor/contractor packet are developed, they will not need to be updated for several years.  Ms. Navta agreed and noted that they should be ok for 2-5 years.  Trustee Jamerson believes the current staff has some additional time they could use to accomplish these tasks.    Mayor Norris noted the tasks may be broken out to various individuals.  Trustee Goldstein believes this is a difficult task that should be owned by one person.  Mayor Norris noted that no one was hired with the necessary qualifications.  He suggested moving forward before deciding whether to increase the staff count.  Trustee Chamberlain believes it would be great to have someone in place, but does not want to lose momentum on this project.  Trustee Jamerson believes the Village should start the program and determine whether the current staff can handle the project or if additional staff is needed.

Trustee Chamberlain moved to approve the contract for Phase I and Phase II of the Village Branding.  Trustee Haber seconded the motion.  The motion passed by the following vote:

AYES:  Chamberlain, Goldstein, Haber, Hollander, Jamerson (5)

NAYS:  None (0)

  • Approval of Proposal to make Repairs/Upgrades to the LPS Sewer System on Juneberry, Blackthorn and Thornmeadow

Mr. Glenn explained that a number of valves in the low pressure sewer system have been identified in the 10 year maintenance and modernization plan.  $50,000 was budgeted for this year.  Mr. Glenn requested Board authorization to move forward. He is trying to be more proactive than reactive with the replacement.

Trustee Jamerson moved to authorize an amount not to exceed $45,000 for the Phase I LPS Valve Replacement Project.  Trustee Chamberlain seconded the motion.  The motion passed by the following vote:

AYES:  Chamberlain, Goldstein, Haber, Hollander, Jamerson (5)

NAYS:  None (0)

Old Business

  • Ordinance 18-08-16 Prohibiting the Use of Coal Tar in the Village

Trustee Jamerson moved for Second Reading and Adoption of the Ordinance.  Trustee Chamberlain seconded the motion.  Trustee Haber suggested making the Ordinance effective 60 days after passage, to be fair to the residents by getting the word out to them, informing them that this Ordinance has been passed. The motion passed by the following vote:

AYES:  Chamberlain, Goldstein, Haber, Hollander, Jamerson (5)

NAYS:  None (0)

  • Approval of AES Contracts for Woodland Maintenance and Restoration Work on Village Property

Mayor Norris noted that there is a question of whether this needs to be included in the OSLAD Grant.  Originally they thought it needed to be included. If it is included, however, the Village would have to pay prevailing wage which would increase the cost.

Adjournment:

There being no further business or discussion, Trustee Jamerson moved to adjourn the meeting.  Trustee Haber seconded the motion.  The meeting was adjourned at 9:35 PM.

The next regular meeting of the Board of Trustees is scheduled for September 4, 2018 at 7:30 PM at Village Hall.

Respectfully submitted,

Irene Gagerman, Village Clerk

Transcribed by Jeri Cotton

 

Attachments:

Police Report

Videos

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Attachments

1

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