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April 7, 2020 7:30 pm


 

Status Scheduled

Group Board of Trustees

Location 300 Portwine Road Riverwoods, IL 60015

Agenda

Electronic Attendance Authorized Pursuant to Executive Order 2020-07
The meeting can be viewed at:
https://us04web.zoom.us/j/401464574?pwd=TE5OSVJ6TS9abWRYRmpVNElrR0Radz09
Meeting ID: 401 464 574 Password: 012120
Public comment is limited to email: info@villageofriverwoods.com

BOARD OF TRUSTEES
Final AGENDA
April 7, 2020 – 7:30 P.M.

I. CALL TO ORDER
II. ROLL CALL
III. APPROVAL OF MINUTES
• Public Hearing on Appropriations Ord March 17, 2020
• BOT March 17, 2020
• BOT Special Meeting March 27, 2020
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. Governor Extended Emergency Declaration – Extends Village Declaration
2. Sales Tax Revenue for March 20% below budget
3. Request to Waive Special Use Fee for Shoppes/Colonial Court
4. Discussing Sharing of Resources with Brushwood
5. Possible Ban on Burning Landscape Waste and Prescribed Burns
X. VISITORS WISHING TO ADDRESS THE BOARD
XI. ACTION ITEMS
NEW BUSINESS
A. APPROVAL OF RAVINIA GREEN WATER TOWER PAINTING BID RECOMMENDATION
B. AN ORDINANCE PROPOSING THE ESTABLISHMENT OF VILLAGE OF RIVERWOODS SPECIAL SERVICE AREA NO. 34 FOR ROAD IMPROVEMENTS BENEFITTING CERTAIN PROPERTIES ON KINGSWOOD COURT, AND PROVIDING FOR A PUBLIC HEARING AND OTHER PROCEDURES
C. CONSIDERATION OF WHETHER PROPOSED SITE PLAN CHANGE IS A MINOR AMENDMENT OR MAJOR AMENDMENT ON THE DISCOVER FINANCIAL CAMPUS
OLD BUSINESS
D. NONE

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

XV. NEXT REGULAR MEETING:
• April 21, 2020 – 7:30 PM

Minutes

Village of Riverwoods
Board of Trustees Meeting
April 7, 2020
APPROVED

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

Absent was:
Michael Haber

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

Call to Order: 7:35 pm

Document Approval

Trustee Chamberlain moved to approve the minutes from the March 17, 2020 Public Hearing on the Appropriations Ordinance. Trustee Jamerson seconded the motion. The motion unanimously on a voice vote.

Trustee Chamberlain moved to approve the minutes from the March 17, 2020 Board of Trustees meeting. Trustee Jamerson seconded the motion. The motion unanimously on a voice vote.

Trustee Chamberlain moved to approve the minutes from the March 27, 2020 Special Board of Trustees meeting. Trustee Jamerson seconded the motion. The motion unanimously on a voice vote.

Plan Commission Report

Mr. Huvard reported the Plan Commission did not meet in April.

Treasurer’s Report

Mayor Norris indicated the Village finances are 20% below projections due to Covid-19.

Police Report

Chief Dayno noted the police activity report is attached to the end of the minutes. He reported between 2019 and 2020, calls for service decreased from 734 to 661. They currently have less contact with people. The police department and fire protection district have attended six birthday parades for children and have ten more scheduled. The department is in good shape with PPE. They have received donations in addition to what they had in house. They have put preventative measures in place and are doing their best to keep community informed through Blackboard Connect communication system. The department has received positive feedback from residents.

Trustee Clayton noted some communities have experienced an increase in domestic violence. Chief Dayno reported the Village has not seen an increase in domestic violence, but the longer this goes on, the greater chance an increase will occur.

Information Items and Comments from the President

1. Governor extended the Emergency Declaration
Mayor Norris explained by the terms of the Resolution, the Village’s emergency Declaration is also extended for the same period. The Trustees discussed social distancing and the possibility of implementing a small fine for people not wearing masks when in groups or practicing social distancing. They believe the Mayor could issue an order requiring people to wear masks, but did not believe he could issue a fine. The Trustees believe social distancing is imperative. Mayor Norris is reluctant to go further than the Governor, but would send out a letter to residents. The purpose of wearing masks is to protect others. Chief Dayno explained the police officers are asking groups of people to disburse, but he has not seen a lot of people congregating. He noted there are a lot of people walking in Thorngate, but most are crossing streets to avoid others. Chief Dayno has received some complaints about people on the golf course, but believes verbal warnings would suffice. Mayor Norris suggested contacting the non-emergency number for the police department if they observe people not following social distancing guidelines.

2. Sales Tax Revenue for March is 20 percent below budget

3. Request to waive the Special Use fee for Shoppes / Colonial Court
The Village received a request from the owners of Shoppes of Riverwoods and Colonial Court as tenants are having difficulties. Mayor Norris wants to ensure any relief would benefit the tenants/businesses under stress. He believes waiving the fees is appropriate and will keep Board advised.

The Trustees discussed the number of temporary ground signs, specifically for Sarpino’s. Although these signs are not allowed, the Trustees suggested temporarily allowing a small number of signs to assist the businesses. The Trustees suggested limiting the number of signs as well as the length of time they would be permitted.

4. Discussing sharing of resources with Brushwood
Trustee Chamberlain, Clayton and Mayor Norris have been in discussion with Brushwood to share services and skills of some workers and facilities. Trustee Clayton is working with their president and will bring it to the Board.

5. Possible ban on burning landscape waste and prescribed burns
Mayor Norris reported a couple residents have raised questions about burning yard waste during the pandemic. The Trustees and Village Ecologist believes prescribed burns could wait. There are a few scheduled landscape waste burns, but the properties are currently too wet.

6. Governor’s Call
Mayor Norris reported Governor Pritzker reported there are approximately 12,000 hospital beds in the State with 2700 ICU beds open and 43% regular beds open. 57% of ventilators are in use. Governor Pritzker suspects the number of Covid-19 cases will peak around mid-month.

Trustee Hollander asked if there were any updates on the financial meeting. Mayor Norris suggested meeting again to revisit what the Village is doing. Trustee Clayton explained they tested a number of alternatives and believe the gas, property and Internet taxes would be affordable alternatives. The Trustees discussed the possibility of neutralizing the police department expenses but do not believe that is plausible at this time. Mr. Huvard will put together a report for the Trustees including the possibility of converting public streets.

Visitors wishing to address the Board

There were no visitors wishing to address the Board.

New Business

1. Approval of Ravinia Green water tower painting bid recommendation

Mr. Glenn explained this was bid in 2016 but did not move forward. The low bid came in slightly above estimate. The cellular carriers made it clear that there may be some Federal declaration disallowing interruption due to painting. He noted the contract can be cancelled without penalty.

Trustee Jamerson moved to award the Ravinia Green water tower painting project to Jetco, Ltd. in the amount not to exceed $160,000. Trustee Chamberlain seconded the motion.

The Trustees discussed what is involved with painting a tower. When the Deerfield tower was painted, an adjacent, temporary tower was installed, the antennas were moved and relocated back to the newly painted tower. They questioned whether there is a benefit to delaying painting the water tower. Mr. Huvard explained there is a provision in the sale of the leases to Landmark Dividend that the tower would be painted within two years. He also suggested painting it before getting a third carrier, so that antenna would not have to be moved. Trustee Jamerson noted most contractors are currently at a diminished capacity and will be busy when things get back to normal. At that time, the prices may increase.

The Trustees discussed the possibility of Ravinia Green and ClubCor putting their name on the water tower. The Village will ask the contractor how much more it would be to paint Ravinia Green on the water tower and discuss it with Ravinia Green to see if they will pay for it. Otherwise, the Village would keep it close to what it is now.

The motion passed by the following vote:

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

2. Ordinance 20-04-09 proposing the establishment of Village of Riverwoods Special Service Area 34 for road improvements benefitting certain properties on Kingswood Court, and providing for a Public Hearing and other procedures

Mr. Huvard explained there are nine parcels with driveways on this private street. There is one parcel with a circular drive, with access onto Riverwoods Road and Kingswood. The Village allocated the road benefit to the one PIN actually located on Kingswood; the remaining two PINs are owned by this same owner, but the Village allocated zero benefit to them. Mr. Huvard ensured the annual levy was divided among the nine homes in nine shares.

The SSA has the authority to borrow up to a maximum of $200,000 for an initial road rehabilitation. The Ordinance also includes authority to levy an annual maintenance
levy of up to $1,000 per house, with an escalator clause included as we have done before
(greater of 5% or CPI). The hearing date will be scheduled in June.

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

Trustee Hollander believes all the residents on Kingswood are in favor of this. The street is in bad shape and they have already bid out the work.

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

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

3. Consideration of whether proposed site plan change is a minor Amendment or major Amendment on the Discover Financial campus

Discover Financial has asked to enlarge the North Parking Garage by extending the structure 75
feet west. This would replace existing surface parking with parking inside the added portion of
the structure.

Mr. Huvard explained in 2001, Discover originally came to the Village with the structure at this size. They asked for an amendment for the existing, smaller version of the parking structure. Some residents expressed concern about the appearance of the parking garage. There was a site line study which determined a few properties may see the structure if it is enlarged. The parameters used on whether a change can be made without a Public Hearing. In this case, the Board looked at and approved the larger structure. Discover asked the Village to approve a smaller version. The Village has a site plan and documents on how it will appear. It is a Board decision on if this is a major or minor change.

The Trustees discussed whether there should be a Public Hearing. If this is to move forward quickly, a Public Hearing cannot practically occur. They believe only one house to the west would be affected. The Trustees questioned the plan for building the addition as a temporary service road would be required for the equipment. In addition, there are a lot of mature vegetation shielding the south end of Thorngate that would need to be replaced. Mr. Huvard believes this is a minor amendment but there are questions as the Trustees would like to see the previous documents and photographs of the existing parking garage with the site lines.

Trustee Jamerson moved to continue further discussion subject to requesting additional information including the plans on how they will put in the roads and landscaping. Trustee Chamberlain seconded the motion. The motion passed unanimously on a voice vote.

Old Business

There was no Old Business.

Standing Committee Reports:

Police and Building – Trustee Jamerson does not believe there is a lot of construction right now. The Village has temporarily suspended indoor inspections but are still allowing exterior inspections. There was a webinar on how to do safe inspections but they need to lay down some rules. Sweet Basil is looking for their final inspection.

Roads and Land Use – Trustee Hollander attended the webinar that entailed doing remote inspections to allow permitting outside. There were a number of caveats that need to be discussed.

Trustee Hollander noted Lake County Storm Water Management bought a house in a flood zone.

Economic Development, Finance and Capital Planning – Trustee Clayton explained they would normally discuss the first quarter reports and questioned when they would be available. Mayor Norris explained they would have to speak with Nathan.

Adjournment

There being no further business to discuss, Trustee Chamberlain moved to adjourn the meeting. Trustee Jamerson seconded the motion. The meeting was adjourned at 8:34 pm.

The next regular meeting of the Board of Trustees will take place on April 21, 2020 at 7:30 pm.

Respectfully submitted,
Daphne Paras

Transcribed by: Jeri Cotton

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