March 2, 2021 7:30 pm


 

Status Scheduled

Group Board of Trustees

Location Join Zoom Meeting https://us02web.zoom.us/j/5725769383 Meeting ID: 572 576 9383 Dial in +1 312 626 6799 Public comment may be submitted by email: info@villageofriverwoods.com Trouble logging on contact email: info@villageofriverwoods.com

Agenda

Electronic Attendance Authorized
Pursuant Illinois Open Meetings Act. (5 ILCS 120/7)
As Amended by Public Act 101-0640

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https://us02web.zoom.us/j/5725769383
Meeting ID: 572 576 9383
Dial in +1 312 626 6799
Public comment may be submitted by email: info@villageofriverwoods.com
Trouble logging on contact email: info@villageofriverwoods.com

BOARD OF TRUSTEES
FINAL AGENDA
March 2, 2021 – 7:30 P.M.

I. CALL TO ORDER
II. ROLL CALL
III. APPROVAL OF MINUTES
• BOT February 16, 2021
IV. DIRECTOR OF COMMUNITY SERVICES
V. PLAN COMMISSION REPORT
VI. TREASURER REPORT
VII. CONSULTANTS
• Gewalt Hamilton
• Village Attorney
• Village Ecologist
VIII. POLICE REPORT
IX. INFORMATION ITEMS & COMMENTS FROM THE PRESIDENT
1. Appropriation Ordinance
2. Statement of Economic Interest
3. Water leak in roof over lunchroom
X. VISITORS WISHING TO ADDRESS THE BOARD
XI. APPROVAL OF BILLS
XII. ACTION ITEMS

NEW BUSINESS
A. AN ORDINANCE AUTHORIZING THE SALE OF SURPLUS PERSONAL PROPERTY OWNED BY THE VILLAGE OF RIVERWOODS
Waive 1st Reading; Second Reading and Adoption
B. AN ORDINANCE ON REPRESENTATION OF THE VILLAGE ON CERTAIN INTERGOVERNMENTAL BODIES 1st Reading
C. APPROVAL OF RELEASE AND SETTLEMENT WITH NORTH SHORE GAS COMPANY (RE BILLING AUDIT)

OLD BUSINESS
D. CONSIDERATION AND POSSIBLE APPROVAL OF ENGINEER’S RECOMMENDATION FOR UPGRADE OF AUTOMATIC METER READING (AMR) SYSTEM

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

XIV. EXECUTIVE SESSION
• Litigation, Acquisition of Property, and Personnel

XV. NEXT REGULAR MEETING:
• March 16, 2021 – 7:30 PM

Minutes

Village of Riverwoods
Board of Trustees Meeting
March 2, 2021
APPROVED

Electronic Attendance:
Cheryl Chamberlain
Michael Clayton
Michael Haber
Henry Hollander
Rick Jamerson
John Norris, Mayor

Absent was:
Eric Goldstein

Also Present Electronically:
Bruce Dayno, Police Chief
Patrick Glenn, Village Engineer
Bruce Huvard, Village Attorney
Daphne Paras, Village Clerk
Russ Kraly, Director of Community Services

Call to Order: 7:30 pm

Document Approval:

Trustee Chamberlain moved to approve the minutes of the February 16, 2020 Board of Trustees meeting. Trustee Haber seconded the motion. There were minor changes to the minutes. The motion passed, as amended, by the following vote:

AYES: Chamberlain, Clayton, Haber, Hollander (4)
NAYS: None (0)
Abstain: Jamerson (1)

Director of Community Services Report

Mr. Kraly met with Trustee Jamerson to discuss the fee schedule. He sent information on the sewer and water connection fees and water meter charges for Mr. Glenn to review. Mr. Kraly will bring this before the Board at a future meeting.

Mr. Kraly tagged a couple illegal businesses, including a possible auto repair shop and a possible painting business.

Plan Commission Report

Plan Commission Chairperson Laurie Breitkopf reported the Plan Commission will hold a Public Hearing on Thursday, March 4, 2021 to consider a Test Amendment to define and add certain terms to the Zoning Ordinance.

Treasurer’s Report

Trustee Clayton noted there were some double entries in the water and sewer funds. The $1 million target balance in the sewer fund is okay through 2024. The water fund has $2.5 million in 2021 and will start to decline next year. Trustee Clayton noted the Village needs to look at how to handle the water fund. Trustee Jamerson asked about the Village’s loan to the water fund. Mayor Norris explained the Village loaned money to the water fund more than 12 years ago to pay for a major water project. Trustee Hollander suggested resolving the $600,000 loan before raising the water rates. Mayor Norris agrees the loan should either be forgiven or paid back. The water fund is for people to get water rather that being a source from the general fund. Mayor Norris believes it should be cleared up because half of the Village is not on municipal water. Trustee Hollander noted the Village raised the water rates within the past couple years.

Village Attorney Report

Mr. Huvard was told the Federal Life property is under contract. The attorney representing the developer will be contacting him. He has not heard anything from the possible developer of the 37-acre parcel but was told they are close to a contract.

Police Report

Chief Dayno indicated the Police Report was attached to the end of the minutes. Chief Dayno noted he has tried to keep residents up to date on Covid-19 vaccinations through email blasts. His officers and those that wanted to get vaccinated have received their second doses of the vaccine. Mayor Norris encouraged everyone to be diligent in looking for and getting vaccines.

Information Items from the President

1. Appropriations Ordinance

Mr. Huvard reported he will publish for a Public Hearing on the Appropriations Ordinance at the next meeting. Most of the categories are the underlying budget numbers increased by 15 percent. The only exception is the SSAs as they are more customized based on their bonds and upcoming projects. The transfers out category authorizes large transfers out for other uses allows us to spend money. This does not authorize specific spending; rather, it authorizes the money to be spent if approved by the Board.

Trustee Jamerson noted the salary for staff in the General Fund is $138,000 but the appropriated amount is $159,000. If the incoming administration wants to hire a Village Administrator, the number needs to be higher. Trustee Clayton noted nothing is appropriated for SWALCO or the DBR Chamber of Commerce. He asked how much the Village has to pay to be part of those organizations. Mayor Norris noted SWALCO is about $3000. Mr. Huvard explained just because there is not a budget item does not mean the Village cannot join. The Appropriations Ordinance is a collaborative document. Trustee Jamerson noted in the past, the Village appropriated a lot more than what was budgeted. He asked if the Village should be more relaxed in the amounts appropriated to give a cushion. Mr. Huvard explained they built in a contingency of $200,000 but will look into it further. Mayor Norris encouraged Kris Ford to review this information as well. Trustee Hollander asked if the Appropriations Ordinance precludes the Village from spending more in a particular category. Mr. Huvard explained the Village can transfer money if it is needed. The General Fund is covered if there is an adequate contingency. Mayor Norris explained if there is a major need, the Village could appropriate the money but would be going through hoops.

2. Statement of Economic Interest

Mayor Norris explained the Trustees should have received an email from Lake County about the Statement of Economic Interest.

3. Water leak in roof over lunch room

Mayor Norris noted there was water in the lunch room from an ice dam over the door. He will check to ensure the water shield was installed properly

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 Chamberlain seconded the motion. There were a couple questions from the Trustees. The motion passed by the following vote:

AYES: Chamberlain, Clayton, Haber, Hollander, Jamerson (5)
NAYS: None (0)

New Business

Ordinance 21-03-02 authorizing the sale of surplus personal property owned by the Village of Riverwoods

The surplus property includes a 2017 Chevrolet Tahoe, 10 Motorola HT 1250 VHF portable radios with batteries, chargers, and mics, 1 Vertex Standard VHF portable radios with chargers, 1 silver-colored bracelet, 1 boy’s BMX style bike, 1 46″ Panasonic Viera TV, and miscellaneous appliance installation, connection & small hand tools

Mayor Norris noted as long as it is surplus or obsolete, the Village is required to adopt an Ordinance to authorize the sale of the equipment. Trustee Jamerson suggested amending the language on the last item

Trustee Haber moved to waive the First Reading of the Ordinance. Trustee Clayton seconded the motion. The motion passed by the following vote:

AYES: Chamberlain, Clayton, Haber, Hollander, Jamerson (5)
NAYS: None (0)

Trustee Haber moved for Second Reading and adoption of the Ordinance as amended. Trustee Chamberlain seconded the motion. The motion passed by the following vote:

AYES: Chamberlain, Clayton, Haber, Hollander, Jamerson (5)
NAYS: None (0)

Ordinance 21-03-03 on representation of the Village on certain intergovernmental bodies

The Village is a member of SWALCO, NSSRA and other interagency groups. In some cases, the bylaws of the agency require that the Village representative be an elective office holder or an appointed position, such as the Village Manager or Police Chief. In other cases, the language simply requires that the Village designate its representative.

For several years, the Village had a non-elected official act as representative to NSSRA. SWALCO is exploring whether they might create a similar option. The proposed Ordinance clarifies that the representative need not be an elected position; rather, the representative would need to be designated by the Mayor with consent of the Board.

Trustee Haber moved to waive the First Reading of the Ordinance. Trustee Clayton seconded the motion. The motion passed by the following vote:

AYES: Chamberlain, Clayton, Haber, Hollander, Jamerson (5)
NAYS: None (0)

Trustee Haber moved for Second Reading and adoption of the Ordinance. Trustee Jamerson seconded the motion. The motion passed by the following vote:

AYES: Chamberlain, Clayton, Haber, Hollander, Jamerson (5)
NAYS: None (0)

Approval of release and settlement with North Shore Gas Company (re: billing audit)

Mr. Huvard noted the settlement agreement had two pages of confidentiality agreements. The Village needs to clean up some of the language.

Old Business

Consideration and possible approval of Engineer’s recommendation for upgrade of automatic meter reading (AMR) service

Mr. Glenn explained according to Midwest Meter, Inc., the regional authorized supplier for the current Badger meter infrastructure, this system is nearing the end of its useful life. Replacement gateways are no longer being manufactured, and we can reasonably expect support to end in the next few years. Badger meter is migrating to a cellular system. The Village solicited a quote from Census Meter, but that proposal is significantly higher because they would have to replace the existing meter bases and install their RF gateway on the Ravinia Green water tower. Mr. Glenn noted there is an opportunity to collect inventory information on the water meters including serial numbers, meter size, service line material, etc. In addition, the IEPA requires a back flow cross connection survey every three years. Sent out a survey and received a low response rate. The IEPA discovered hazards. As we will be in every house, HBK would query each individual directly to get a more robust response rate as well as identify hazards (which will lead to follow up to enforce code). The amount includes $10,000 in contingencies.

Trustee Jamerson received and completed the survey. As people move from wells to municipal water, the Village will find more situations where people have irrigation systems or boilers that were connected. Trustee Chamberlain understands the new meters utilize thru cell service. She expressed concern because cell service in Riverwoods is problematic. Mr. Glenn noted they did a propagation study and found the coverage is adequate. The upgrades would be structured so the Village is not buying all of the meters; rather, would do a pilot study throughout the Village to see the meters up and running with reporting. Trustee Jamerson noted cell phone calls take more bandwidth than a text message, so the meters would not be using as much bandwidth that would be needed for a call. Additionally, the cellular carriers are putting 5G antennas everywhere.

Trustee Chamberlain moved to authorize the contract with Midwest Meter, Inc. and HBK Water Meter Service, Inc. in an amount not to exceed $345,000 for the upgrade of the automated meter reading system and performance of the service material, inventory and cross-connection inspections. Trustee Jamerson seconded the motion. The motion passed by the following vote:

AYES: Chamberlain, Clayton, Haber, Hollander, Jamerson (5)
NAYS: None (0)

Standing Committee Reports

Police & Building – Trustee Jamerson noted the building report is in the packet. The Village is down year over year on permits.

The electric aggregation program is coming to an end in August. He has had several residents contact him about Community Solar. Trustee Jamerson did some research and the consortium with Deerfield and 9 municipalities has already begun. The limited research shows there are no large-scale programs accepting municipalities at this time. He will get a new electric aggregation quote. The Village power consumption for pumping stations and lift stations is also up in August. Trustee Jamerson will go out for quotes on that as well. Mayor Norris explained the last contracts have options for renewable sources. Trustee Hollander suggested adding a blurb in Village Voice, as well as letting the community know of a resolution. Mayor Norris suggested sending out an email blast as well.

Roads & Land Use – Trustee Hollander reported there has been recent interest in annexation to the Village. Trustee Hollander, Kris Ford and Trustee Clayton looked at three locations. The Sales Barn may annex to Riverwoods once it is sold. They asked the Flannigans about the 37 acres and the response was it would be dealt with when the property was developed, hopefully within the next 4-6 weeks. They are also waiting on more information from the Mulch Center.

Economic Development, Finance & Capital Planning – Trustee Clayton added that annexing the 37 acres is an important opportunity for the Village, as it gives access to Speedway across the street.

Adjournment

There being no further business to discuss, Trustee Chamberlain moved to adjourn the meeting. Trustee Jamerson seconded the motion. The motion passed by the following vote:

AYES: Chamberlain, Clayton, Haber, Hollander, Jamerson (5)
NAYS: None (0)

The meeting was adjourned at 8:28 pm.

The next regular meeting of the Board of Trustees will take place on March 16, 2021 at 7:30 pm.

Respectfully submitted,

Daphne Paras
Village Clerk

Transcribed by:
Jeri Cotton

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