May 19, 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
Meeting can be viewed at:
https://us02web.zoom.us/j/86870505945?pwd=SzdrQ3lLdS81cTJ4Z0p2dDBmVW43QT09
Meeting ID: 868 7050 5945 Password: 160245
Public comment is limited to email: info@villageofriverwoods.com

BOARD OF TRUSTEES
FINAL AGENDA
300 PORTWINE RD., RIVERWOODS, IL
May 19, 2020 – 7:30 P.M.

I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. APPROVAL OF MINUTES
• BOT – March 3, 2020
• BOT – May 5, 2020
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
1. Lakeshore will be resuming bulk item pick up
2. General Assembly is scheduled to meet on Wednesday, May 20, through Friday, May 22
3. Money received from the Local Government Distributive Fund (LGDF) will decrease.
4. Discussions with Administrative Consulting Specialists, LLC for assistance on grant application
5. The Lake County state-operated Community Based Testing Site is available to all government employees.
XIV. VISITORS WISHING TO ADDRESS THE BOARD
XV. APPROVAL OF BILLS
XVI. ACTION ITEMS
New Business
A. AUTHORIZATION FOR EMERGENCY WATER CONNECTION FOR PROPERTY LOCATED AT 2375 RIVERWOODS RD. BETWEEN THE VILLAGE OF RIVERWOODS AND OWNER OF SAID PROPERTY
B. REQUEST FOR FINANCIAL ASSISTANCE FROM HOLIDAY INN EXPRESS DUE TO COVID-19 LOCKDOWN
C. RESOLUTION AUTHORIZING TRANSFER OF FUNDS FROM GENERAL FUND TO CAPITAL PROJECT FUND
D. RESOLUTION APPROVING REVISIONS TO PERSONNEL MANUAL
E. ORDINANCE AUTHORIZING DISPOSAL AND SALE OF VILLAGE OWNED PERSONAL PROPERTY
F. COMMITTEE RECOMMENDATION ON AND APPROVAL OF BID PROPOSAL FOR FLATWOODS HERITAGE CENTER (CAMPUS PLAN)

Old Business

G. NONE.

XVIII. EXECUTIVE SESSION –
• Litigation, Acquisition, Property, and Personnel
XIX. ESTABLISH TIME AND DATE FOR NEXT MEETING
• Board of Trustees –June 2, 2020 7:30 PM

 

 

Minutes

Village of Riverwoods
Board of Trustees Meeting
May 19, 2020
APPROVED

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

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: 7:30 pm

Document Approval

Trustee Jamerson moved to approve the minutes from the March 3, 2020 Board of Trustees meeting. Trustee Chamberlain seconded the motion. The motion unanimously on a voice vote.

Treasurer’s Report

Trustee Clayton noted the financials are running as expected; however, the road and bridge expenditures have exceeded the budget year to date. Mr. Glenn noted there were a few drainage items addressed. Mayor Norris will check those expenses. The revenue is not what was projected.

Engineer’s Report

Mr. Glenn reported the Village water gauge at the Thorngate Reservoir registered 5.1 inches in 5 days. He explained this is reflected as a 4-year event.

Director of Community Services Report

Mr. Durning reported a number of tickets have been issued, and there will be a backlog once the courts reopen.

An independent inspection team is looking at the duct system at Sweet Basil. Letters went out to the 16 properties on septic for the annual evaluation. The letter allowed extra time for Covid-19. Cody Goodman, who was given a Proclamation for wrestling, and has another achievement in wrestling which will be recognized by the Village at a later date.

Police Report

Chief Dayno noted the police activity report is attached to the end of the minutes. He reported Officer Al Macciarello received the Lake County Major Crash Assistance Team Investigator of the Year award. There were 60 members on the team, so this is quite an achievement. Since the Stay at Home Order went in event the Fire Department and Police Department did 31 parades for children. Family and friends are discouraged, as that is not what the Stay at Home Order states. The feedback has been very positive. A few residents called for sandbags during the rain. Chief Dayno noted they completed the switchover for the phone system from AT&T to Comcast. They are still working on some offsite areas. This should save $1230 per month resulting in $44,280 over the 4-year contract.

Village Attorney’s Report

Mr. Huvard reported there was a discussion about vacating streets. He indicated the voting threshold under the Municipal Code is ¾ of the Trustees holding office. If one Trustee has a conflict, there will not be enough votes to pass. The Village is home rule and the threshold is for non-home rule communities. Mr. Huvard cannot find anything that states the Village is preemptive, so the Village can change the voting threshold for vacating streets, if desired. There are 25 or 30 instances that require a super majority in the Municipal Code. Trustee Hollander suggested cleaning up the Village policies to standardize the voting requirements when not required by State statute. Mr. Huvard will provide a list of voting requirements. Mayor Norris believes it should be consistent. Mr. Huvard would not want to lock in a future board. Mayor Norris suggested allowing each future board to vote on this. Trustee Jamerson expressed concern about new Trustees being able to make this decision. Trustee Haber believes residents should be able to weigh in on this and be given appropriate notice. Mayor Norris noted this has not come up very often in the past but has come up twice in a couple months. He suggested getting a list and then determining what, if any, action to take.

The Village received a request from King Shabu Shabu to consider changing their liquor license if the State would allow them to sell closed, mixed drinks for takeout. He explained they want to create their own mixed beverage and package it. He will explore it and come back to the Board.

Trustee Hollander noted one thing that may come up with relaxed social distancing is outdoor dining. The Village may want to relax the requirements.

Information Items and Comments from the President

1. Lakeshore will be resuming bulk item pick up on June 1, 2020
This reinstatement will be with the provision that the virus
A) has not shown an aggressive spike in cases
B) shows a plateau or signs of abatement
C) is not antithetical to recommendations by State and health officials.

2. General Assembly is scheduled to meet on Wednesday, May 20, through Friday, May 22

3. Money received from the Local Government Distributive Fund (LGDF) will decrease
There will almost certainly be a decrease in State income tax revenue due to COVID-19 issues; the percentage of State income tax municipalities may receive under LGDF might also be subject to a decreased share due to the increased size of the overall State deficit due to in decrease in revenue received by State government.

4. Discussions with Administrative Consulting Specialists, LLC for assistance on grant application
There is a plethora of grants currently available. Several of these grants recommend hiring professional Grant Administrators to aid in the application for, and administration of, the specific
grants. Mayor Norris and Mr. Glenn had a video conference with a representative of Administrative Consulting Specialists and requested a proposal.

5. The Lake County State-operated Community Based Testing Site is available to all government employees.
The site is open 7 days a week from 8 am until 4 pm or until 750 tests are completed each day. The testing site is located at 2161 Northwestern Avenue. Testing is free and is available to government employees even if you are asymptomatic.

Visitors wishing to address the Board

There were no visitors wishing to address the Board.

Approval of Bills

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

AYES: Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: None (0)

New Business

Authorization for emergency water connection for property located at 2375 Riverwoods Road between the Village of Riverwoods and owner of said property

Mayor Norris explained a resident’s well failed. The Village’s water line does not run in front of his property. Mr. Glenn explained the homeowner’s point is that the well water treatment system has proven ineffective and it is not possible for him to upgrade or modify the well or treatment system. The homeowner asked if he could run a service line to the Village. Mr. Glenn explained the property owner could pay the connection fee, costs of running the service to the existing water main and enter into an agreement with the Village to switch to a future water main if the Village installs a new water main in the future. Mr. Huvard suggested the possibility of adding an SSA. A ballpark estimate is about $550,000 to put that main in that segment with 12 homes. The Village would recover approximately 60 percent of the cost.

The Trustees discussed many options to help solve the resident’s problem, including digging a deeper well, extending the connection line from Forest Glenn Trail, and extending the current water main. Mr. Glenn weighed in with permitting options and restrictions.

Request for financial assistance from Holiday Inn Express due to Covid-19 lockdown
Mayor Norris explained the Holiday Inn Express normally has a 60% occupancy rate. Now, the occupancy rate is about 5 or 6%. They asked the Village for relief and met with the Finance Committee. Trustee Clayton noted the Holiday Inn Express is paying $2600 a month in special use fees and small hotel taxes for a typical annual income stream of $150,000. He believes relief of $15,000 would be appropriate and suggested forgiving the special use fee and hotel tax for 90 days and look at it again in 90 days (for both the Village financial position and international travel). The Finance Committee is also looking at a possible retail grant program. Trustee Chamberlain asked the Holiday Inn Express what adjustments they could make for new revenue streams and gave them some suggestions.

Trustee Haber questioned how the forgiveness of the hotel tax would benefit them. He is in favor of not charging the special use fee, but believes not remitting the hotel tax is right. Trustee Jamerson suggested collecting the hotel tax and granting a fixed amount back to them. Trustee Haber would rather give them another month rebate, as it is cleaner. He noted their occupancy may go up substantially. Trustee Hollander asked whether $2700 per month would make a difference to the hotel. Trustee Clayton explained their attitude is that anything can help.

Trustee Clayton moved to forgive the Special Use fee for 3 months for the Holiday Inn Express and give them a 1-time grant of $2000 as an emergency. This will be reviewed in 90 days. Trustee Chamberlain seconded the motion. Trustee Haber believes other businesses will also request emergency grands and would like to hold off on the grant until they determine a possible Village-wide program. Trustee Clayton withdrew his motion. Trustee Chamberlain agreed.

Trustee Clayton moved to forgive the Special Use fee for Holiday Inn Express for 4 months provided the occupancy level stays below 50 percent and reevaluate the situation at the end of the 4 months in the context of an overall retail support program that the Village may or may not have. Trustee Chamberlain seconded the motion. The motion passed by the following vote:

AYES: Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: None (0)

Resolution 20-05-03 authorizing transfer of funds from General Fund to Capital Project Fund

Trustee Clayton believes this is good financial practice and provides financial clarity to separate the Capital Project expenses from the General Fund expenses. Given the forecast of operating surplus, police and gas tax, in 2024, there would be $392,000 deficit this year. This would provide a lot more clarity of operating expenses going forward. The General Fund would end up with $6 million in 2024. Water and Sewer fund projections will be close to the target balances without additional General Fund infusions. This seems to be an appropriate way to measure and analyze the financial situation and provide more clarity. Mayor Norris noted this would not approve any spending.

Mr. Huvard noted the surplus in the General Fund is the result of a one-time sale of telecommunication leases. The transfer will promote more effective financial planning for the Village.

Trustee Clayton moved to adopt a Resolution to transfer $1,151,336 from the General Fund to the Capital Project Fund. Trustee Chamberlain seconded the motion. The motion passed unanimously on a voice vote.

Resolution 20-05-04 approving revisions to personnel manual

Mr. Huvard explained a number of changes were due to regulations related to the legalization of cannibals, travel expenses and harassment changes.

Trustee Chamberlain spoke with Mr. Huvard about having separate manuals for Village Hall employees and police employees in the future. Currently, employees are being asked to ignore portions that do not apply to them. Mayor Norris noted Chris Ford has agreed to be the Ethics Officer.

Trustee Jamerson moved to approve the Resolution approving revisions to the personnel manual. Trustee Chamberlain seconded the motion. The motion passed unanimously on a voice vote.

Ordinance 20-05-10 authorizing disposal and sale of Village owned personal property

Chief Dayno noted this is for the old desktop phone system and system equipment. Trustee Chamberlain moved to waive the First Reading of the Ordinance. Trustee Jamerson seconded the motion. The motion passed unanimously on a voice vote.

Trustee Chamberlain moved for Second Reading and Adoption. Trustee Jamerson seconded the motion.

Trustee Hollander asked if there is a way to make items valued at $1500 or less available to Village residents or the general public, by putting it on the Village website. Mr. Huvard believes there is a way to add items to the Village website if the Village President believes it is appropriate.

The motion passed by the following vote:

AYES: Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: None (0)

Committee recommendation on and approval of bid proposal for Flatwoods Heritage Center (Campus Plan)

Trustee Jamerson provided a brief history. He was not on the design committee, but was asked by Mayor Norris to run the project if it comes to fruition. There was only one bidder (Klaus Brothers) for the proposal although several companies picked up drawings. The total base budget $503,028 or $553,301 with contingency. The bid from Klaus Brothers was $534,296 including optional items not included in the Grant. Trustee Jamerson discussed the costs:

Total alternates $297,525
Total if all the work is completed $831,821
Maximum amount of the OSLED Grant is 50% of up to $300,200
Village cost for the base bid $267,148
Village cost for all work $531,621

The Trustees discussed the Campus Plan. Trustee Hollander believes one of the most controversial areas was the play area and fence. Trustee Clayton is in favor of the entire plan.

Trustee Clayton moved to approve the bid for the Flatwoods Heritage Center in an amount not to exceed $850,000 less the amount received from the State from the OSLED Grant. Trustee Jamerson seconded the motion.

Trustee Haber expressed concern about the cost. Trustee Clayton does not believe there was substantial opposition to the plan; some residents were in favor while other residents were not. It was inconclusive. Trustee Chamberlain is in favor of completing the whole plan because it has a lot of different amenities for different people. She does not like the idea of doing the entire project at this time, because community input is important and would be difficult. Expanding the project should have community support.

Trustee Goldstein was against the play area.

Trustee Hollander suggested approving the base plan as phase 1 and put phase 2 out to the public without a date, and make it dependent on Village finances. Trustee Hollander suggested voting first on the base plan then on the playground and fence.

Trustee Haber noted when the Trustees originally voted on the campus plan, they elected to scale it back to the base plan after a lot of work and discussion. He believes the Trustees need to look at the expenditures.

Trustee Clayton moved, seconded by Trustee Jamerson, to call the question. The motion to call the question passed by the following vote:

AYES: Chamberlain, Clayton, Jamerson, Norris (4)
NAYS: Goldstein, Haber, Hollander (3)

The motion to approve the bid for the Flatwoods Heritage Center in an amount not to exceed $850,000 less the amount received from the State from the OSLED Grant did not pass by the following vote:

AYES: Clayton, Jamerson (2)
NAYS: Chamberlain, Goldstein, Haber, Hollander (4)

Trustee Hollander moved to approve the base plan and for the Board to consider a phase 2 for the play area and the fence. Trustee Chamberlain seconded the motion. Trustee Clayton explained there are more alternatives than just the play area and fence. Trustee Hollander clarified the motion to include the alternatives except the fence and play area to bring the cost to the Village to approximately $300,000, which is the grant amount.

Trustee Jamerson explained that from a constructability standpoint, the drinking fountain, patio and shelter surrounds would be less expensive if done now. The base cost for the project including these alternatives would be $569,203. He believes the Village should also budget for contingencies. Trustee Chamberlain is okay with the amended motion because adding these alternatives would be less expensive to do now than in the future. Trustee Hollander amended the motion to approve the base plan including the alternatives except the fence and play area in an amount not to exceed $600,000 including contingencies. The motion passed by the following vote:

AYES: Chamberlain, Clayton, Haber, Hollander, Jamerson (5)
NAYS: Goldstein (1)

Trustee Hollander wants to ensure the Village will get the grant money from the State. Trustee Chamberlain’s vote was based on the assumption the Village will receive the grant. Mayor Norris explained everyone believes this is part of a grant matching program.

Old Business

There was no Old Business.

Adjournment

There being no further business to discuss, Trustee Chamberlain moved to adjourn the meeting. Trustee Clayton seconded the motion. The meeting was adjourned at 10:00 pm.

The next regular meeting of the Board of Trustees will take place on June 2, 2020 at 7:30 pm.

Respectfully submitted,

Daphne Paras

Transcribed by: Jeri Cotton

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