May 18, 2021 7:30 pm


 

Status Scheduled

Group Board of Trustees

Location Join Zoom Meeting https://us02web.zoom.us/j/3258494599 Meeting ID: 325 849 4599 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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Meeting ID: 325 849 4599
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BOARD OF TRUSTEES
PRELIMINARY AGENDA
300 PORTWINE RD., RIVERWOODS, IL
May 18, 2021- 7:30 P.M.

I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. APPROVAL OF MINUTES
• BOT – May 4, 2021
V. VILLAGE ECOLOGIST
VI. TREASURER’S REPORT – Cash Report
1.APPOINTMENT OF HAL ROSETH AS TREASURER
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.Update on Deerfield Road Corridor Project
XIV. VISITORS WISHING TO ADDRESS THE BOARD
XV. APPROVAL OF BILLS
XVI. ACTION ITEMS

New Business

A. AN ORDINANCE PROPOSING THE ESTABLISHMENT OF VILLAGE OF RIVERWOODS SPECIAL SERVICE AREA NO. 35 FOR ROAD IMPROVEMENTS BENEFITTING CERTAIN
PROPERTIES ON CLENDENIN LANE AND PROVIDING FOR A PUBLIC HEARING AND OTHER PROCEDURES WAIVE 1ST READING, 2ND READING AND
ADOPTION

B. AN ORDINANCE PROPOSING A SECOND AMENDMENT TO ORDINANCE NO. 11-10-21 WHICH ESTABLISHED VILLAGE OF RIVERWOODS SPECIAL SERVICE AREA NO.
22, AND PROVIDING FOR A PUBLIC HEARING AND OTHER PROCEDURES WAIVE 1ST READING, 2ND READING AND ADOPTION

C. A RESOLUTION APPOINTING A DIRECTOR AND ALTERNATE DIRECTOR TO SWALCO FOR TERMS ENDING APRIL 30, 2023

D. CULVERT REPLACEMENT RECOMMENDATION FOR 1423 SHAWNEE TRAIL

OLD BUSINESS
A. NONE

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

XIX. ESTABLISH TIME AND DATE FOR NEXT MEETING
• Board of Trustees – June 1, 2021 – 7:30 PM

Minutes

Village of Riverwoods
Board of Trustees Meeting
May 18, 2021
APPROVED

Electronic Attendance:
Michael Clayton
Liliya Dikin
Andrew Eastmond
Michael Haber
Henry Hollander
Rick Jamerson
Kris Ford, Mayor (Present at Village Hall)

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

Call to Order: 7:32 pm

Document Approval:

Trustee Jamerson moved to approve the minutes of the May 4, 2021 Board of Trustees meeting. Trustee Clayton seconded the motion. The motion passed by the following vote:

AYES: Clayton, Dikin, Eastmond, Haber, Hollander (5)
NAYS: None (0)
ABSTAIN: Jamerson (1)

Treasurer’s Report

Trustee Clayton noted the General Fund is showing the benefit of a grant, so it is $130,000 favorable to the budget. Year to date shows a deficit of $248,000, with a budgeted deficit of $250,000. Trustee Hollander referred to the cost for snow removal, which is in the tens of thousands. He is not able to verify if snow was removed, if salt was put down, what streets were plowed or how many times the streets were done during one snow event. Trustee Hollander is not comfortable approving bills at that level of expense without being able to verify the services were actually performed. Mayor Ford suggested the Trustees would come back to this discussion.

Mayor Ford wanted to refresh the reappointment of Hal Roseth as Treasurer. She has worked with Mr. Roseth for a number of years and is confident of his knowledge and ability. Trustee Hollander moved to approve the reappointment of Hal Roseth as Treasurer. Trustee Jamerson seconded the motion. The motion passed by the following vote:

AYES: Clayton, Dikin, Eastmond, Haber, Hollander, Jamerson (6)
NAYS: None (0)

Engineer’s Report

Mr. Glenn showed the annual NPDES (National Pollution Discharge Elimination System) presentation, which is the annual update on the MS4 (Municipal Separate Storm Sewer) program. The Village submitted a notice of intent to the IEPA on February 26, 2021. The NPDES regulations require a permit for the discharge of stormwater from an MS4. The permit requirements include developing, implementing and enforcing a stormwater management program plan, implementing SMPP and tracking progress and reporting annual on progress.

There are six minimum control measures in the plan including public education and outreach on stormwater impact, public participation and involvement, illicit discharge detection and elimination, construction site storm water runoff control, post-construction storm water management for new development and redevelopment and pollution prevention / good housekeeping for municipal operations.

Trustee Jamerson asked if Lake County would put in culverts, curbs, etc. when they work on Deerfield Road. He also asked if it would fall under the Village’s purview. Mr. Glenn explained it would fall under the Village’s purview. During construction, the County is responsible. Once construction is done, there is not a high likelihood there would be illicit discharge. There will not be a lot of inspections, but Gewalt Hamilton would follow up with them. Trustee Jamerson noted there will be more salt, which the Village will have to watch.

Director of Community Services Report

Mr. Kraly reported 1 Woodland has been abandoned for two years and is in very poor shape. The person who lived there passed away and the bank has the house. The pool pump and fence were installed and some dead greenery was removed today. The Village will have the lawn maintained every few weeks. Trustee Hollander asked if the Village could purchase the property very reasonably. Mr. Kraly will contact the bank. Trustee Jamerson asked why the Village would not take the property into receivership. Mr. Kraly explained the Village used to just clean up the property. Mr. Huvard explained some of these things were urgent. Now that the safety issues have been resolved, the Village can file for receivership. Mayor Ford suggested taking steps to determine the health and safety issues have been resolved then filing for receivership.

There will be a Zoning Hearing 2240 Riverwoods Road for a side yard variance on June 3, 2021. Mr. Kraly served Mr. Scora with a red tag. He needs to have his fence finished by the end of May; otherwise, he will issue a ticket to Mr. Scora.

Mr. Kraly is working with Mr. Glenn and Chief Dayno on the shabby-looking fire hydrants. Trustee Jamerson noted in the past, the Village has been diligent about removing signs from the roadways and noticed a lot of signs for real estate taxes showing up. Mayor Ford suggested also asking the SSAs to pull up the signs. Trustee Hollander suggested the police officers pull up the signs when they are driving through the Village.

Trustee Hollander noted the ZBA Chair is the Mayor’s husband. Mayor Ford noted Michael Ford has resigned from the ZBA.

Mayor Ford noted the Village previously had a clean-up day. She suggested having a community event next year. Trustee Jamerson noted the RPC was in charge of the clean-up day but stopped because there were not enough volunteers.

Board of Zoning Appeals

Mr. Huvard reported the BZA chairman and one other member resigned from the BZA.

Police Report

Chief Dayno indicated the Police Activity Report is attached to the end of the minutes. He noted the 2019 activity was included in the report, per the request of a Trustee at the last meeting. The 2021 and 2019 numbers are similar.

Prior to going to the statewide radio network, the Village was on the East Shore radio network. The Village received a check for $12,068.53 from the East Shore network.

Chief Dayno will be making new identification cards for the Trustees and staff.

Village Attorney’s Report

Mr. Huvard reminded people that there are some online courses for the Open Meetings Act training. Trustee Clayton asked about some of the developments. Mr. Huvard noted Thornton’s is moving along and he believes are starting with consultants. In addition, he had a conversation with a potential buyer for Federal Life. Mr. Huvard explained he has not had any contact with anyone from the Last Mile distribution center.

Trustee Haber asked whether the new Trustees are required to have sexual harassment training. Mr. Huvard believes it needs to be completed annually.

Information Items from the President

1. Update of Deerfield Road Corridor Project

Trustee Hollander reported there will be a Public Hearing on May 25, 2021 at 4:00 pm for the Deerfield Road Corridor Project. There were several complaints from residents about the appearance of the sound wall. He explained the criteria has been met, but the Village is limited in what they can do. The Village has some influence on the visual impact and materials. The County has spent a significant amount of time addressing the issue. Trustee Hollander noted some residents have received letters as their property may be impacted by the widening of Deerfield Road.

Trustee Clayton noted the RPC had a meeting to go through an assessment of the work that has been done. The conversation was extensive. He urged anyone that has comments to submit them as part of the Public Hearing process.

2. Village Donation to Deerfield High School After Prom

The Village received a request for a donation. In the past, the Village donated $1000, which falls under the Mayor’s spending limit. Mayor Ford asked the Trustees for their opinions.

The Trustees believe the process for donations should be followed. Mayor Ford noted the request came in late. The Village can ask them to go through the process. Mr. Huvard noted the Village has done this for several years. Mayor Ford asked for a consensus as it came in too late.

The Trustees do not have an objection to this donation, as it has been done for many years; however, they want to reiterate the process. Mr. Huvard suggested making this donation under the Mayor’s discretion, as the Trustees did not have any objections.

Visitors wishing to address the Board

There were not visitors wishing to address the Board on non-agenda items.

Approval of Bills

Trustee Hollander believes there should be a better way to approve bills with large dollar amount. He also believes there should be a way to ensure the snow removal services have been done. The Trustees believes the Village can ask the snow removal contractor to use a GPS tracker. It is fairly efficient and inexpensive, and can track the hours and date spent in the Village. There are many forms including a cell phone app or a port where the Village could watch the route. The Trustees believe it is worth a discussion with the snow removal contractor and should be included in the next snow plowing contract.

Trustee Clayton asked about the bill for signs. Mr. Kraly noted the snow removal contractor will be replacing the signs. Trustee Hollander has spoken with the snow removal contractor and noted they have done a good job for the Village. Mayor Ford believes large expenses should be thoroughly reviewed.

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

AYES: Clayton, Dikin, Eastmond, Haber, Hollander, Jamerson (6)
NAYS: None (0)

New Business

1. Ordinance 21-05-09 proposing the establishment of Village of Riverwoods Special Service Area 35 for road improvements benefitting certain properties on Clendenin Lane and providing for a Public Hearing and other procedures

Mr. Huvard noted there have been discussions over many years, about how to take care of these roads. The residents have come up with a solution to form an SSA and include the five (5) properties on the north end that are platted as part of Julie Lane. Julie Lane residents would not charge the Clendenin Lane residents for the maintenance of Julie Lane. There would be a total of 37 properties in the SSA and the probable cost would be manageable. The bond issue would be $440,000. Northside Community Bank came up with an interest range. The Village cannot hold a hearing earlier than 60 days from tonight, which would be July 20, 2021. The SSA could be established in August, if there are enough favorable residents in the SSA. Trustee Hollander asked if the Village should take the loan, as the interest rate is higher than what the Village could get. Mr. Huvard noted that would be relevant once the SSA is formed. It is not an issue at this point. Trustee Hollander would like the interest to come to the Village rather than a bank. He believes the Village should look at this beforehand. Mayor Ford noted the Village would be making a loan, but is unsure the Village could recollect the interest on a loan. Mr. Huvard noted the Village needs to ensure the SSA is formed.

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

AYES: Clayton, Dikin, Eastmond, Haber, Hollander, Jamerson (6)
NAYS: None (0)

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

AYES: Clayton, Dikin, Eastmond, Haber, Hollander, Jamerson (6)
NAYS: None (0)

2. Ordinance 21-05-10 proposing a Second Amendment to Ordinance 11-10- 21 which established Village of Riverwoods Special Service Area 22, and providing for a Public Hearing and other procedures

Mr. Huvard explained the SSA has already been formed, but the bond issuance was not part of the original Ordinance. The residents feel their only choice is to rehabilitate the roads. This amendment would allow issuance of bonds up to $400,000, which is what the residents proposed.

Trustee Jamerson asked about the special hazard area, as the SSA would have to provide compensatory storage. Mr. Glenn spoke with the residents and would do detailed surveys but believes it would be a combination of lowering some roads, roadside ditch work and some finesse.

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

AYES: Clayton, Dikin, Eastmond, Haber, Hollander, Jamerson (6)
NAYS: None (0)

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

AYES: Clayton, Dikin, Eastmond, Haber, Hollander, Jamerson (6)
NAYS: None (0)

3. Resolution 21-05-03 appointing a Director and Alternate Director to SWALCO for terms ending April 30, 2023

Mr. Huvard explained the Village is a member of SWALCO. The Village needs to appoint a Director and Alternate Director. The Resolution would appoint Mayor Ford as the Director and John Norris as Alternate Director for the term ending April 30, 2023.

Trustee Haber moved to adopt the Resolution. Trustee Hollander seconded the motion. The motion passed by the following vote:

AYES: Clayton, Dikin, Eastmond, Haber, Hollander, Jamerson (6)
NAYS: None (0)

4. Culvert replacement recommendation for 1423 Shawnee Trail

Mr. Glenn explained this property is in the Indian Trails subdivision and on a Village-maintained street. The Village had an enforcement action adjacent to the property and received two quotes. Mr. Glenn recommends going with $9000 quote from Canyon Contracting.

Trustee Jamerson asked if the Village would be responsible for the landscaping and planting. Mr. Glenn spoke with property owner and the Village is not responsible for the decorative stones or landscaping. Trustee Clayton noted the street is maintained by the Village and asked why the Village is responsible for the culvert. Mr. Glenn explained it has been a policy decision for several years. The Trustees believe it should be revisited. Mayor Ford noted there are a lot of policies for the Trustees to review. Mr. Huvard noted the regulations state the homeowner needs to maintain culverts. There was one case in the past, where there was water from the roadway that caused the culvert to fail. Mayor Ford noted this is a stormwater issue. Mr. Glenn noted if the Village compels people to do work at their cost, there will be a larger administrative cost.

Trustee Haber moved to spend $9000 on culvert replacement for 1423 Shawnee Trail. Trustee Jamerson seconded the motion.

Trustee Jamerson believes this case should be approved because it has been Village policy in the past, to take care of culverts. He believes this case should be approved, but would like to see a policy decision that matches the Ordinances and determine if this should use MFT funds. Trustee Cayton suggested deferring the decision on this until a policy decision has been made. Mr. Glenn noted he has spoken with the property owner since March and noted there are other enforcement issues that will come up if decision on this one is postponed. Mayor Ford suggested taking this report under advisement and coming up with policy as this is not an emergency.

Trustee Haber asked if Mr. Glenn committed the Village to replace the culvert. Mr. Glenn had conversations with the homeowner, but did not commit to the upstream homeowners. The motion passed by the following vote:

AYES: Clayton, Dikin, Eastmond, Haber, Hollander, Jamerson (6)
NAYS: None (0)

Old Business

There was no Old Business.

Good of the Order

Trustee Clayton noted the Brushwood Center and RPC have a joint program on Zoom tomorrow night.

Adjournment

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

AYES: Clayton, Dikin, Eastmond, Haber, Hollander, Jamerson (6)
NAYS: None (0)

The meeting was adjourned at 9:08 pm.

The next regular meeting of the Board of Trustees will take place on June 1, 2021 at 7:30 pm.

Respectfully submitted,

Daphne Paras
Village Clerk

Transcribed by:
Jeri Cotton

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