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June 16, 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
Zoom Meeting https://us02web.zoom.us/j/81636746202
Meeting ID: 816 3674 6202
Telephone 8163-674-6202# US (Chicago)

VILLAGE OF RIVERWOODS
PUBLIC HEARING ON PROPOSED FORMATION OF
SPECIAL SERVICE AREA NO. 34
300 PORTWINE RD., RIVERWOODS, IL
June 16, 2020 – 7:30 P.M.

 

VILLAGE OF RIVERWOODS
BOARD OF TRUSTEES
FINAL AGENDA
300 PORTWINE RD., RIVERWOODS, IL
June 16, 2020 – 7:30 P.M.

I. CALL TO ORDER
II. ROLL CALL
III. APPROVAL OF MINUTES
• BOT – May 5, 2020
• BOT – June 2, 2020
IV. VILLAGE ECOLOGIST
V. TREASURER’S REPORT – Cash Report
VI. ENGINEER’S REPORT
VII. DIRECTOR OF COMMUNITY SERVICES REPORT
VIII. ZONING BOARD OF APPEALS REPORT
IX. PLAN COMMISSION REPORT
X. POLICE REPORT
XI. VILLAGE ATTORNEY’S REPORT
XII. INFORMATION ITEMS & COMMENTS FROM THE PRESIDENT
1. SB 2135 Amending OMA Electronic Attendance Signed Into Law
2. COVID -19. Still in Phase III. Hope to Enter Phase IV at the end of the month
3. Work on FHC-Campus Plan Started
XIII. VISITORS WISHING TO ADDRESS THE BOARD
XIV. APPROVAL OF BILLS
XV. ACTION ITEMS
New Business

A. AWARDING WATER SERVICE CONTRACT
B. REQUEST FOR REDUCTION OF WATER TAP ON FEE FOR CAR WASH AT 777 SAUNDERS
C. AN ORDINANCE PROPOSING TO AMEND ORDINANCE NO. 11-10-21, WHICH ESTABLISHED VILLAGE OF RIVERWOODS SPECIAL SERVICE AREA NO. 22, AND PROVIDING FOR A PUBLIC HEARING AND OTHER PROCEDURES
D. APPROVAL OF TEMPORARY CONSTRUCTION LICENSE AGREEMENT BETWEEN CLUBCORP NV IX, LLC; CLUBCORP, LLC; AND THE VILLAGE OF RIVERWOODS (WATER TOWER PAINTING)
E. RESOLUTION AFFIRMING FAIR HOUSING LAWS IN THE VILLAGE OF RIVERWOODS AND DIRECTING RESOURCES TO COMBAT DISCRIMINATION
F. PROGRAM TO HELP LOCAL BUSINESSES BASED ON SALES TAX
G. BRUSHWOOD-RIVERWOODS PARTNERSHIP PROGRAM
H. AN ORDINANCE AMENDING THE RIVERWOODS VILLAGE CODE BY THE ADDITION OF SECTION 3-1-12 IMPOSING A MUNICIPAL RETAIL MOTOR FUEL TAX
Old Business

I. NONE.

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

Public Attendance is Permitted but Limited to 10 Persons

Minutes

Village of Riverwoods
Public Hearing on Proposed Formation of
Special Service Area 34
300 Portwine Road. Riverwoods. Illinois
June 16, 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

Mr. Huvard reported the purpose of this Public Hearing is to consider the formation of an SSA in the Village of Riverwoods. Notice was sent out to the residents of the proposed area as well as posted in the Deerfield Review. There is an Ordinance that set out the terms of what the SSA is supposed to accomplish. This is the Hearing that allows residents to ask questions or express their concerns.

This SSA would have 9 properties on Kingswood Court, 11 PIN numbers. The SSA would provide ongoing maintenance with a maintenance levy as well as provide for initial rehabilitation for the project. They want to complete the initial rehabilitation this year. The maximum amount of bonds for the rehabilitation is $200,000 at 5.5% with a 12-year maturity. The maximum annual levy is $9,000 per year ($1000 per house). There is an escalation clause and the taxes would be spread out equally among the tax payers. Tonight is just a hearing to answer questions about the proposed Ordinance.

Trustee Jamerson moved to close the Public Hearing. Trustee Chamberlain seconded the motion. The motion passed by the following vote:

AYES: Chamberlain, Clayton, Goldstein, Haber, Hollander, Jamerson (6)
NAYS: (0)

The Public Hearing was adjourned at 7:37 pm.

 

Village of Riverwoods
Board of Trustees Meeting
June 16, 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
Hal Roseth, Village Treasurer
Rob Durning, Director of Community Services

Call to Order: 7:37 pm

Document Approval

Trustee Jamerson moved to approve the minutes from the May 5, 2020 Board of Trustees meeting. Trustee Clayton seconded the motion. The Trustees were concerned about how the minutes were summarized. Mr. Huvard suggested the Village Clerk add a comment at the end of the minutes stating there was inadvertently no recording of the meeting. The motion passed by the following vote:

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

Trustee Chamberlain moved to approve the minutes from the June 2, 2020 Board of Trustees meeting. Trustee Jamerson seconded the motion. Trustee Haber made a clarification. The motion passed by the following vote:

AYES: Chamberlain, Clayton, Haber, Hollander, Jamerson (5)
NAYS: None (0)
ABSTAIN: Goldstein (1)

Treasurer’s Report

Trustee Clayton presented highlights from the Cash Report. The Cash Report is attached to the end of the minutes. The Cash Summary Report does not reflect the transfer from the General Fund to the Capital Improvement Fund. Trustee Clayton noted in the Summary of Revenue and Expenses, the right column has data that does not make much sense. The sales tax has declined in May and June. The decline will continue for the foreseeable future, but is not as much as originally forecasted.

Trustee Chamberlain asked whether the SSA funds are as expected. She noticed the revenue for water and some sewer are not as high as expected. Trustee Chamberlain wondered if everyone received their bill last month, as she did not receive it. Mayor Norris believes the water fund is lower because of the lack of sprinkling. He will track whether everyone received their bills. Trustee Clayton noted the municipal sales tax is about $26,000 below budget. Trustee Jamerson asked about snow removal. Mayor Norris noted it was for the December snow. Trustee Jamerson asked if MFT funds could be used for snow removal. Mr. Glenn noted MFT funds can be used for snow and ice removal.

Engineer’s Report

Mr. Glenn reported there was a water main break on Palmer Court around 6:30 Monday morning. It damaged a 2-inch gas main. North Shore Gas and Lake County Public Works were out and the utilities were back in service by 1:30 pm. The Village issued a boil order, but everything appears to be in good shape. Mr. Glenn does not believe a water main replacement will be required.

Mr. Glenn noted the bike path on Deerfield and Riverwoods Roads has significantly deteriorated. The last patching project was in 2016. The space between the back of the curb and the path is in very poor condition and the vegetation has grown substantially. Mr. Glenn recommends clearing the vegetation more vigorously than in the past as well as limited patching and shoulder work. He agreed with Trustee Haber that the pavement on the path is deplorable. Mr. Glenn suggested contacting the County to remove the bike path signs. He suggested contracting for the non-vegetation work. Trustee Chamberlain asked if Lake County put in the yellow bike path detectable warnings. Mr. Glenn explained Lake County replaced what the Village installed and added one at Hiawatha, where the path is completely overgrown. Trustee Chamberlain noted those paths were not intended for bicycle; rather, they were safety paths. The detectable warnings are confusing, especially at Hiawatha. Trustee Jamerson noted the detectable warnings are actually for pedestrians, not bicycles. Mr. Glenn explained there is no path beyond the detectable warning. Trustee Haber believes if the path cannot be used, it should be closed.

Director of Community Services Report

Mr. Durning reported the County does not mow Riverwoods Road, but they agreed to clear the sight lines. Turning is easier now. Sweet Basil has received all of their approvals and hope to get occupancy soon. Mr. Durning contacted property management at the Shops of Riverwoods. They have been mowing the grass; however, it is prairie grass. He asked them to restore the prairie grass. Mayor Norris noted they have also received complaints from Meadowlake regarding the pond.

Village Attorney’s Report

Mr. Huvard has received notices about filing an update to the Affordable Housing Plan that was filed in 2005, before the Village became a Home Rule community. A number of Home Rule communities believe they did not need to file a report. Subsequently, there was not a lot of news to report. The State sent him a letter stating the Village should comply. There needs to be at least 4 sections in order to comply. The State report showed 5.7% of the units in the Village met the requirements to be considered affordable. The goal is to have a higher percentage than that. The Village can choose between three goals including having 15% of newly developed housing units be affordable. The act does not have any funding mechanism or way to assist municipalities. The Village report stated they do not have a lot of land and most of the land is built up or contains wetlands, woods and single-family houses. The report identified potential expansion areas. Mr. Huvard has a chart showing approximately 15 undeveloped lots in the Village that could be developed. The report showed an increase of affordable housing in the Village went up from 1.9% to 5.7% between 2005 and 2018. Mr. Huvard believes the plan from 2005 can be updated. The old plan identified the police station site and wetlands, but none of those sites could be developed. The 37 acres were set as commercial at the time of the report, but is now potentially mixed use or multi-family. If the Village updates the affordable housing plan, it could be more accurate. Mr. Huvard suggested looking at the updated Comprehensive Plan. Trustee Hollander noted the Comprehensive Plan states developments should include affordable housing units. Mayor Norris explained developers that have talked about going into Village have talked about affordable housing. Mr. Huvard will work on a report.

Plan Commission Report

Mr. Huvard reported the Plan Commission did not meet.

Police Report

Chief Dayno noted the police activity report is attached to the end of the minutes. The Lake Count ETSD has ordered six Star Com radios for the Village. The Village originally had those items in the budget, but will not have to spend $37,000 for those. Chief Dayno is researching body cameras.

Information Items and Comments from the President

1. SB 2135 Amending OMA Electronic Attendance Signed into Law
Monday, June 15, 2020, Governor Pritzker signed SB2135 (Public Act 101-0640), which amended certain provisions of the Open Meetings Act. The amendments allow, among
other things, for members to participate electronically while traveling on private business.
The amendments also allow for remote meetings when a disaster declaration has been issued by the Governor or the Director of the Illinois Department of Public Health and the head of the public body has determined that an in-person meeting is not practical or prudent. Please note that all votes conducted during a remote meeting must be roll call votes.

2. Covid-19. Phase III is still in place. Mayor Norris hopes to enter Phase IV at the end of the month.

3. Work on FHC-Campus Plan has started. Some of the landscaping by Village Hall has been replanted. Mayor Norris hopes to use the facilities by Halloween. Trustee Jamerson had a preconstruction meeting last week and things are moving ahead. Work that is more visible should be happening shortly.

Mayor Norris noted there are two new employees. Megan and the utility clerk are no longer with the Village. Joanne DeLoss is moving to South Carolina. Mayor Norris hired a new building coordinator and a new executive assistant. The new hires are both part time, for a probationary period.

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. Mayor Norris noted they are looking at getting the bills to the Trustees electronically. The motion passed by the following vote:

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

New Business

1. Awarding Water Service Contract
The Village of Riverwoods supplies water to approximately half of the Village residents. As the Village does not have a public works or water department, outside contractors have been retained to perform the operational duties for the Village’s water system. The system is regulated by the Illinois Environmental Protection Agency (IEPA), with specific sampling and reporting requirements. Historically, that work has been done for the Village by Swanson Water Treatment. Over the last few years, however, elements of the testing and reporting requirements have become more complicated, and have necessitated Gewalt Hamilton Associates (GHA) assuming some of that work.

Trustee Clayton noted Swanson is $2000 less expensive than Gewalt Hamilton. He tried to compare apples to apples, but Swanson bills on an hourly rate. Mayor Norris noted either company would do a good job, but believes Gewalt Hamilton is the better choice. Trustee Clayton noted Swanson is undergoing a management change, and some of the services may be discontinued. Trustee Hollander indicated some of the services were either not done or were not part of the contract. Mayor Norris added some of the reports were not done properly by Swanson. Trustee Chamberlain noted there are some items, such as hydrant flushing, that have not been done in the past, but are recommended by Gewalt Hamilton. Mayor Norris explained the Village did not have a maintenance program with Swanson. Trustee Goldstein asked if there would be any negative impact from not diversifying, as Gewalt Hamilton is the Village’s engineer as well. Mayor Norris explained Gewalt Hamilton was also involved with Swanson, but it is a different division. The Trustees believe the Village would be better served with Gewalt Hamilton.

Trustee Chamberlain moved to approve the bid from Gewalt Hamilton for the base bid of $84,000 in an amount not to exceed $104,000. Trustee Clayton seconded the motion. The motion passed by the following vote:

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

2. Request for Reduction of Water Tap On Fee for Car Wash at 777 Saunders
The owner of the property at 777 Saunders Rd. is seeking a reduction in the tap on fee for Village water.

Mr. Glenn explained by Village Code, the water connection fee for commercial properties is $7000 per residential equivalent. This property was never connected to Riverwoods water so there was no preexisting connection. Per Village Code, because all Riverwoods customers pay sewer connection fees to county, the Village relies of Lake County Public Works to determine the number of residential equivalents. The County calculated the fee at nearly $83,000. Mr. Glenn explained the petitioner asked the County to recalculate the fee and they came back with a fee of $48,000.

Anil Abbott requested some relief from the Village.

Mr. Abbott showed the County how much water they would use, but the County came up with the current calculation. Mr. Abbott explained hand car washes use less water as it can be turned off. Hand car wash uses about 10 gallons per car with an average of 100 cars per day.

Mr. Huvard noted only a hand carwash could go in with the current zoning. Mr. Glenn explained 1000 gallons would be four homes.

Trustee Jamerson moved to make the residential equivalent for the hand car wash at 777 Saunders equal to the residential equivalent of four homes. The water usage will be monitored for the second year. Trustee Chamberlain seconded the motion. Trustee Hollander does not believe the fee should be reduced lower than $28,000. Mr. Glenn suggested the motion should direct Mr. Huvard to draft an agreement with those terms. Trustee Jamerson amended the motion to make the tap on fee equivalent to four residential units which could be adjusted upwards based on actual usage after two years. Trustee Chamberlain accepted the amendment. The motion passed by the following vote:

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

Mr. Abbott and Mr. Durning will talk about the progress and when construction can begin.

3. Ordinance 20-06-11 Amending Ordinance No. 11-10-21, Which Established Village of Riverwoods Special Service Area 22, and Providing for a Public Hearing and Other Procedures
Mr. Huvard explained SSA 22 is a road SSA that takes care of three streets (Timberwood Lane, Timberleaf Lane and Timberline Lane) and was established in 2011. At that time, the establishing Ordinance imposed a maximum annual levy which is now too low. There was no escalator in this Ordinance (as it was not desired by the residents at that time) and no provision for authorizing bonds for a major rehabilitation project. This Ordinance would set a date for a Public Hearing on August 18, 2020. Mr. Huvard has been in touch with Mike and Kris Ford, who have distributed information to the other residents. The Ordinance is consistent with their intent. It increases the maximum levy to $1000 per home and includes an escalator. The Ordinance also includes authority to issue up to $170,000 in SSA bonds to pay for a major capital project.

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

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

Trustee Chamberlain moved for Second Reading and Adoption of an Ordinance amending Ordinance 11-10-21, which established Village of Riverwoods SSA 22, and providing for a Public Hearing and other procedures. Trustee Jamerson seconded the motion. The motion passed by the following vote:

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

4. Approval of Temporary Construction License Agreement Between ClubCorp NV IX, LLC., ClubCorp, LLC; and the Village of Riverwoods (Water Tower Painting)
The Village has requested the temporary use of a portion of the property owned by ClubCorp and leased to RGCC, which property is not subject to the easements created under the Lease Agreement in favor of the Village, for the purpose of staging a temporary steel monopole to hold the equipment of AT&T Wireless and T-Mobile, while the Tower is repainted.

Mr. Huvard explained the companies have been contacted about the staging. The best location for the staging is outside the current easements.

Trustee Jamerson moved to approve the temporary construction license agreement between ClubCorp NV IX, LLC., ClubCorp, LLC. And the Village of Riverwoods. Trustee Clayton seconded the motion. The motion passed by the following vote:

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

5. Resolution 20-06-06 Affirming Fair Housing Laws in the Village of Riverwoods and Directing Resources to Combat Discrimination
The Village has taken a number of steps to affirm its commitment to equal housing opportunity,
including the adoption of a Proclamation in April 2016. Other communities have extended their
commitment to combatting discrimination by identifying concrete steps to assist in fulfilling this
commitment. The re-design and enhancements to the Village’s website provide one such
opportunity to disseminate relevant information to those seeking housing in the Village and to
those involved in the real estate industry. Similarly, our outreach to realtors and brokers through
the Branding Committee affords similar opportunities to address this subject.

Mayor Norris explained this would update a Proclamation from 2016. This is for the OSLED Grant as well as a good thing to do in general.

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

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

6. Program to Help Local Businesses Based on Sales Tax
Mayor explained there are a few questions, so this will be held for the next meeting.

7. Brushwood-Riverwoods Partnership Program
For some time, the Village has shared goals with, and occasionally given monetary support to, the Brushwood Center. During the Finance Committee’s review of the Village donation policy, the suggestion was made that we consider a more formal relationship with Brushwood, with an eye towards developing a way to achieve our shared goals in a more systematic way and, hopefully, at lower cost by sharing resources.

Mayor Norris explained when going through donation program, the Village discussed the possibility of working with the Brushwood Center on a collaborative basis. Trustee Clayton explained this proposal is about leveraging existing resources to supply cost effective services to the residents. The Village can get programming and leverage connections and contacts that we do not currently have.

Trustee Clayton looked at three levels of cooperation. He believes it would be best to start with the initial steps and build. The cost for level 1 would be $20,000, which would include programs for the next year.

Catherine Game from the Brushwood Center is excited about the potential of this partnership. She hopes the partnership will make programming accessible to Village residents and help fill in some demographic gaps as well as fulfill the needs determined by Branding and Education Committee and build community. Most of the programs will be in person, later in the year. Ms. Game explained Brushwood Center’s mission is to promote the importance of nature through the arts and the health benefits of nature.

Ms. Game explained Level 1 is for one year of programming. They are seeking a 1-year commitment to ensure the partnership works for both entities.

The trustees discussed:
-programming
-use by residents
-interest of residents
-hiring of a dedicated event planner in the village
-the possibility of trying the partnership for one year as a test run
-whether this is better suited as a corporate sponsorship opportunity

Mr. Huvard would like to have something that indicates what we are doing, the length of tine and what we are getting into. Mr. Huvard suggested he work with someone from Brushwood Center to flesh out the typical concerns.

Trustee Clayton moved to approve the relationship with Brushwood Center and will put forth $20,000, subject to an agreement between the Village of Riverwoods and Brushwood Center. Trustee Hollander seconded the motion,

Trustee Haber does not think the Trustees have been able to quantify the incremental benefit the Village will receive as a result of this program. He recognizes Brushwood Center is highly available to Riverwoods residents as well as other residents. Many of the activities indicated will be available regardless if there is a partnership. The Village is looking to cut costs.

The motion passed by the following vote:

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

8. Ordinance Amending the Riverwoods Village Code by the Addition of Section 3-1-12 Imposing a Municipal Retail Motor Fuel Tax
As a home rule community, the Village has authority to adopt a retail motor fuel tax, which is tax
on the upon the privilege of purchasing motor fuel at retail in the Village. The incidence of the tax is to fall on the purchaser, but the dealer is required to collect and remit the tax to the Village.

Mayor Norris explained this is similar to the hotel tax. The Village may want to give notice to the Mobil station. Mayor Norris noted the other Villages have set up procedures for reporting. The Village needs to set up reporting procedures in order to collect the tax.

Trustee Chamberlain moved for First Reading of the Ordinance. Trustee Jamerson seconded the motion.

Trustee Chamberlain noted when this was first brought up, the Trustees suggested discussing it with Thornton’s. Mr. Huvard explained they asked if the Village had a tax and we said not at this time. Trustee Chamberlain would not want to put them in a position where they would not earn their anticipated sales. Mayor Norris will communicate with them. Trustee Hollander asked how much the $0.02 tax would generate for the Village. Mayor Norris explained it would generate between $225,000 and $325,000 based on Thornton’s projections.

The motion passed by the following vote:

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

Old Business

There was no Old Business.

Good of the Order

Trustee Clayton thanked the RPC for the masks they donated.

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

The meeting was adjourned at 9:58 pm.

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

Respectfully submitted,

Daphne Paras
Village Clerk

Transcribed by, Jeri Cotton

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