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February 4, 2020 7:30 pm


 

Status Scheduled

Group Board of Trustees

Location 300 Portwine Road Riverwoods, IL 60015

Agenda

BOARD OF TRUSTEES
FINAL AGENDA
300 PORTWINE RD., RIVERWOODS, IL
February 4, 2020 – 7:30 P.M.

I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. APPROVAL OF MINUTES
• BOT – January 21, 2020
V. ENGINEER’S REPORT
VI. DIRECTOR OF COMMUNITY SERVICES REPORT
VII. ZONING BOARD OF APPEALS REPORT
VIII. PLAN COMMISSION REPORT
IX. POLICE REPORT
X. VILLAGE ATTORNEY’S REPORT
XI. INFORMATION ITEMS & COMMENTS FROM THE PRESIDENT
XII. VISITORS WISHING TO ADDRESS THE BOARD
XIII. ACTION ITEMS
New Business
A. ACCEPTANCE OF PROPOSAL BY LAUTERBACH AND AMEN, LLP, TO PROVIDE PROFESSIONAL FINANCIAL SERVICES AND SERVE AS FINANCE DIRECTOR OF THE VILLAGE
B. AN ORDINANCE ADOPTING PROVISIONS IN THE VILLAGE CODE REGARDING REIMBURSEMENT TO THE VILLAGE OF CONSULTANT FEES
1ST READING

Old Business

A. AN ORDINANCE ADOPTING THE FEE SCHEDULE FOR FISCAL YEAR 2020 2ND READING

XIV. STANDING COMMITTEE REPORTS
– Trustee Haber……………………………….…………………………Legal & Utilities
– Trustee Chamberlain ….………………………Budget & Woodland Management
– Trustee Jamerson……………………………………………… Police & Building
– Trustee Goldstein……Storm Water; Communications & Information Technology
– Trustee Hollander……………………..……………………………..Roads & Land Use
– Trustee Clayton……………Economic Development, Finance & Capital Planning

XV. EXECUTIVE SESSION –
• Litigation, Acquisition, Property, and Personnel

XVI. ESTABLISH TIME AND DATE FOR NEXT MEETING
• Board of Trustees –February 18, 2020 – 7:30 PM

Minutes

Village of Riverwoods

Board of Trustees Meeting

February 4, 2020

APPROVED

In Attendance:

Cheryl Chamberlain

Michael Clayton

Eric Goldstein

Michael Haber, Mayor Pro Tem

Henry Hollander

Rick Jamerson

Also Present:

Bruce Dayno, Police Chief

Bruce Huvard, Village Attorney

Daphne Paras, Village Clerk

Patrick Glenn, Village Engineer

Rob Durning, Director of Community Development

Absent was:

John Norris, Mayor

Call to Order:  7:30 pm

Approval of Minutes

Trustee Clayton moved to approve the minutes from the January 21, 2020 Board of Trustees meeting.  Trustee Goldstein seconded the motion. There were minor updates to the minutes.  The motion passed unanimously on a voice vote with Trustee Jamerson and Trustee Chamberlain abstaining.

 

Director of Community Services Report

Mr. Durning indicated the Village has received permit plans for the hand carwash on Saunders.  The final inspections have been completed for 2825 Arrowwood.

 

Plan Commission Report

Chairman David Niedelman reported the Plan Commission will work on defining a family unit.  Mr. Huvard indicated one possibility is to define a family unit with more people than are currently allowed.

 

Police Report

Chief Dayno noted the police activity report is attached to the end of the minutes.

 

Visitors wishing to address the Board

There were no visitors wishing to address the Board.

 

New Business

  1. Acceptance of proposal by Lauterbach and Amen, LLP., to provide professional financial services and serve as Finance Director of the Village

Finance is a critical element of day-to-day operations and interacts with others in the Village.  The current Village Treasurer, Bob Fialkowski, will be leaving on February 18, 2020, so things need to be put into place quickly.   Mr. Fialkowski headed up a search to find a new Finance Director without success.  The Village put out an RFP with an intensive and broad scope which included:

  • Revising the chart of accounts
  • Moving from a ‘modified cash’ to an ‘accrual-based; accounting
  • Reviewing Village financial policies
  • Providing training for Village staff and act as a resource for the Village Board
  • Prepare and administer the annual property tax levies, including SSAs
  • Prepare annual budget and assist with revenue projections and expenditure forecasts
  • Work with Miller Cooper on annual financial report
  • Prepare monthly financial summary reports, cash/investment report and Village asset schedule
  • Review accounts payable for proper assignment of accounts
  • Review and monitor revenue activities
  • Prepare monthly journal entries, State and Federal tax filings, the schedule of cash and investments and capital asset schedule

Three firms responded to the RFP and were evaluated on the following criteria:

  • Demonstrated understanding of the requirements
  • Rates and estimated costs
  • Breadth of resources
  • Ability to provide staffing continuity
  • Municipal experience

Lauterbach and Amen (L&A) was the least expensive with a weighted average of $89 per hour.  They are less expensive than a Finance Director with benefits.  They have vast municipal experience and demonstrated knowledge of the Village’s needs.  L&A is approximately $20,000 higher than what was budgeted because they estimate a need for 470 hours.  Special projects will involve additional costs.

Trustee Clayton moved to accept the proposal from Lauterbach and Amen.  Trustee Chamberlain seconded the motion.

The proposal calls for a fixed monthly fee.  The Trustees questioned whether the hours would be tracked and billed and whether there would be a contractual agreement showing what falls under the agreement and what is outside the agreement.  There will be someone at Village Hall 1-2 days per week.

The motion passed by the following vote:

AYES:  Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)

NAYS:  None (0)

Trustee Clayton thanked Mr. Fialkowski for his contribution to the Village.

 

  1. Ordinance adopting provisions in the Village Code regarding reimbursement to the Village for consultant fees

Mr. Huvard explained the Village Code addresses consultant fees in a number of sections, but there is no general provision for estimating and replenishing the costs.  The Trustees discussed why the fee estimates are determined by the Director of Community Services rather than the Trustees.  Mr. Huvard suggested changing the Ordinance to include the Mayor or Director of Community Services.  The Trustees questioned whether simple fees need approval from the Director of Community Services.  The criteria are general and there is no statement about consistency.  In addition, some projects may not require a consultant.  Mr. Huvard noted if there are amounts provided in the fee schedule, they should be followed.

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

 

Old Business

  1. Ordinance 20-02-02 adopting the fee schedule for the fiscal year 2020

Trustee Jamerson moved for Second Reading and adoption of the Ordinance.  Trustee Chamberlain seconded the motion.

The Trustees discussed consultant fees, and whether the Village pays for a certain number of hours.  They also questioned what happens when residents and Trustees call consultants directly and how this is verified.  It was determined the Mayor is frequently copied on correspondence.  In addition, the consultants often direct residents back to staff.

The Trustees suggested combining parts 1 and 2 by putting part 2 under the Building Permit section.

The motion, as amended, passed by the following vote:

AYES:  Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)

NAYS:  None (0)

  1. Consideration and possible approval of contract messaging sign and new Village signage

This will be discussed at a later date.  Trustee Hollander asked if this could be held until after the March finance meeting.  Trustee Chamberlain noted the decision has to be made in February, but she would try to hold them off.

 

Standing Committee Reports

Police and Building – Trustee Jamerson explained the building report is in the packet.

Storm Water; Communications & Information Technology – Trustee Goldstein reported the Village website was updated to make it easier to order plants.

 

Adjournment 

There being no further business to discuss, Trustee Jamerson moved to adjourn the meeting.  Trustee Chamberlain seconded the motion.  The meeting was adjourned at 8:12 pm.

The next regular meeting of the Board of Trustees will take place on February 18, 2020 at 7:30 pm.

 

Respectfully submitted,

Daphne Paras

Transcribed by: Jeri Cotton

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