October 6, 2020 7:30 pm


 

Status Scheduled

Group Board of Trustees

Location Join Zoom Meeting https://us02web.zoom.us/j/5725769383?pwd=bGFON1hIazlhdnFqbVJaQjZGcVNidz09 Meeting ID: 572 576 9383 Passcode: 809631 Telephone 1-312-626-6799 (Chicago) Public comment may be submitted by email: info@villageofriverwoods.com

Agenda

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

Join Zoom Meeting
https://us02web.zoom.us/j/5725769383?pwd=bGFON1hIazlhdnFqbVJaQjZGcVNidz09
Meeting ID: 572 576 9383
Passcode: 809631
Telephone 1-312-626-6799 (Chicago)
Public comment may be submitted by email: info@villageofriverwoods.com

BOARD OF TRUSTEES
Final AGENDA
OCTOBER 6, 2020 – 7:30 P.M.

I. CALL TO ORDER
II. ROLL CALL
III. APPROVAL OF MINUTES
• BOT September 15, 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. Nomination of Jay Datt to fill vacancy on Plan Commission
2. Manager/Administrator review
3. Discussion of Shoppes Payments and Requests
4. Holiday Inn Express Hotel Tax
X. VISITORS WISHING TO ADDRESS THE BOARD
XI. APPROVAL OF BILLS
XII. ACTION ITEMS

NEW BUSINESS
A. APPROVAL OF ENGINEER’S RECOMMENDATION FOR UPGRADE OF AUTOMATIC METER READING (AMR) SYSTEM
B. DISCUSSION OF PLAN COMMISSION REPORT WITH RECOMMENDATIONS OF POSSIBLE ZONING CHANGES AND ACTION ON PROVIDING FURTHER DIRECTION TO PLAN COMMISSION

OLD BUSINESS
C. NONE

XIII. STANDING COMMITTEE REPORTS
– Trustee Haber……………………………….……….………. Legal & Utilities
– Trustee Chamberlain ….……………………………… Budget & Woodland Management
– Trustee Jamerson………………………………….………….Police & Building
– Trustee Goldstein………….……………………………. Storm Water & 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:
• October 20, 2020 – 7:30 PM

Minutes

Village of Riverwoods
Board of Trustees Meeting
October 6, 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
Russ Kraly, Acting Director of Community Services

Call to Order: 7:30 pm

Document Approval

Trustee Chamberlain moved to approve the minutes from the September 15, 2020 Board of Trustees meeting. Trustee Jamerson seconded the motion. The motion passed by the following vote:

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

Director of Community Services

Mr. Kraly reported properties in the Village were cleaned up last weekend. The Orange Theory Fitness tent at Colonial Court was taken down. Trustee Jamerson and Mr. Kraly discussed the home remodeling property located in the floodplain. The home needs a lot of work. Mr. Kraly suggested the homeowner hire an engineer and architect.

Mr. Kraly met with Marilyn Succo, Northeast Illinois Floodplain Manager, who gave him a brochure with rules and regulations on what can be done. He will make copies to distribute to residents who live in a floodplain.

Mr. Kraly noted the new Village flags were installed and look nice.

Plan Commission Report
Plan Commission Chairperson Breitkopf reported the Plan Commission met on October 1, 2020 and reviewed the proposed Text Amendments and definitions for households and certain group homes.

Engineer’s Report

Mr. Glenn reported the water tower painting is proceeding and on schedule to finish this season. The Village received permits for path patching and is waiting for the schedule from the contractor.

Village Attorney Report

Mr. Huvard has been in touch with residents in SSA 26, which has 67 tax parcels. They are supposed to have a Public Hearing at the next Board of Trustees meeting to consider increasing the maximum annual tax levy, but may not have enough support. They are trying to shift their private assessments into the SSA because it is more efficient. Mr. Huvard noted their current maximum annual tax levy is $200 and they propose raising it to $1200 per house. He indicated they want to add snow removal and there are currently no reserves for future road work.

Police Report

Chief Dayno indicated the Police Report is in the packet. Of note, there were two burglaries. One was a forced entry where jewelry and a safe were removed from a house. The other was a ruse burglary where an elderly resident was lured out of their house and distracted while someone entered the house and took jewelry.

Information Items and Comments from the President

1. Nomination of Jay Datt to fill vacancy on Plan Commission
Mayor Norris noted there are currently two vacancies on the Plan Commission. Mr. Datt would fill one of the vacancies.

2. Manager/Administrator Review
There was a consensus of the Trustees not to do anything at this point, as the Village is currently in the nomination process. Mayor Norris is unsure if a true Manager or Administer is needed, or if an Assistant Mayor or Chief of Staff would suffice. The Village will hold off until Spring, so the incumbent Mayor can take the necessary actions.

3. Discussions of Shoppes Payments and Requests
Mayor Norris indicated the Shoppes of Riverwoods have not paid their Special Use fee for six (6) months. Two of the Trustees spoke with them and the Shoppes manager thought the fee was forgiven. Mayor Norris believes the Village should waive the back payments and insist they make the payments moving forward. In addition, the Shoppes manager is asking the Village for assistance with improvements and signage for the center. The Shoppes of Riverwoods is outside the TIF district, so any assistance would be made using money from the General Fund. Mayor Norris believes it is in the Village’s best interest to make the shopping center work by relaxing the Sign Code and helping with the intersection.

The Trustees discussed the history of working with the owners of the center as well as representatives from Avalon.
• The Village had difficulty collecting from the owners in the past.
• The Trustees questioned whether it was realistic for the property owner to make the assumption the Special Use fees were waived.
• The Village discussed the possibility of using the money owned for the sign and intersection improvements
• At an earlier meeting, the Trustees had differing opinions whether assisting the tenants monetarily would really help them. At that time, the Trustees decided to offer a reduced membership to the Chamber of Commerce.
• At the meeting with Avalon, they asked for three items. Help with capital construction costs, to assist with the northern access and to assist with signage.
The Trustees will discuss this further at the next Board of Trustees meeting.

4. Holiday Inn Express Hotel Tax
Mayor Norris explained the Holiday Inn Express is asking the Village to defer their Special Use Fee for three (3) additional months. The Trustees believe they have been a good corporate resident and are hurting. Before the pandemic, their occupancy rate was around 60 percent. When they originally asked for assistance it was at 5 – 6 percent. Their occupancy is currently at 20 percent. The Trustees will vote on this at the next Board of Trustees meeting.

Visitors Wishing to Address the Board

There were no visitors wishing to address the Board.

Approval of Bills

Mayor Norris noted the bills are now being approved at both Board of Trustees monthly meetings.

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

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

New Business

1. Approval of Engineer’s Recommendation for Upgrade of Automatic Meter Reading (AMR) System

Mr. Glenn reported the Village currently uses a meter reading system that uses end points at each customer’s meter that report to a gateway at Federal Life or the Water Tower. He met with Tim O’Connor from Midwest Meter, who indicated the gateways are becoming obsolete and are no longer being manufactured and the vendor will discontinue support. Midwest Meter provided a material quote to supply new endpoints that operate on cellular. HVK would install the meters and provide a turnkey solution including setting up appointments, performing installations, etc. There is a web page where individual customers can access their water usage in real time. Mr. Glenn suggested adding $10,000 for unforeseen issues to the $317,000 quotes. Mayor Norris noted the money would come out of the water fund.

Mr. Glenn indicated the useful life of the system is about 20 years. He noted there is a broken appointment fee of $45, but could work with HVK to educate residents.

The Trustees expressed concern about not soliciting competitive bids, especially at this price point. Mr. Glenn could look into other vendors but is unsure if it would be more than just swapping out end points if another vendor is used. Midwest Meter is familiar with the Village’s system.

Trustee Haber moved to continue discussion to the next Board of Trustees meeting. Trustee Jamerson seconded the motion. The motion passed by the following vote:

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

2. Discussion of the Plan Commission’s Report with Recommendation of Possible Zoning Changes and Action on Providing Further Direction to Plan Commission

The Village has received an inquiry from someone looking for a location for an assisted living facility for seniors. Mr. Huvard informed them the Village has the ability to consider waivers for fair housing. The Village’s current approach to defining a family is very old and inconsistent. The Plan Commission came up with a balanced, workable framework for the Village.

The Trustees discussed the definition of a household and made a few wordsmithing changes.

Trustee Jamerson moved to direct the Plan Commission to move forward with the development of the Text Amendments outlined in the report. Trustee Chamberlain seconded the motion. 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.

Standing Committee Reports

Budget & Woodland Management – Trustee Chamberlain reported the Branding and Education Committee met and provided administration with a template for how and what kinds of messages might be displayed on the digital sign. You may have seen the article about Oaks declining. Oak deaths are higher than usual likeley due to the extremely wet weather. The next time the Branding and Education Committee meets, Steve Zimmerman will educate them about oak decline and get message out to residents.

Trustee Chamberlain will be working on the budget and asked the Trustees for comments on their subject matter.

Roads & Land Use – Trustee Hollander received the tree survey from the Deerfield Road project which includes a number of trees the Village considers “good”. It may be a good idea to get Steve Zimmerman involved. The Trustees need to discuss what can be done and how to approach it from a Village perspective.

Public Comment

Village resident Mike Marshall is interested in learning about topics currently discussed by the Trustees.

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 8:35 pm.

The next regular meeting of the Board of Trustees will take place on October 20, 2020 at 7:30 pm.

Respectfully submitted,

Daphne Paras
Village Clerk

Transcribed by:
Jeri Cotton

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