October 20, 2020 7:30 pm


 

Status Scheduled

Group Board of Trustees

Location Join Zoom Meeting https://us02web.zoom.us/j/84511430403 Meeting ID: 845 1143 0403 Dial in +1 312 626 6799 Telephone 1-312-626-6799 (Chicago) Public comment may be submitted by email: info@villageofriverwoods.com Trouble log 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

Join Zoom Meeting
https://us02web.zoom.us/j/84511430403
Meeting ID: 845 1143 0403
Dial in +1 312 626 6799
Telephone 1-312-626-6799 (Chicago)

Public comment may be submitted by email: info@villageofriverwoods.com
Trouble log on contact email: info@villageofriverwoods.com

PUBLIC HEARING
TO CONSIDER AMENDING THE ORDINANCE
ESTABLISHING SPECIAL SERVICE AREA NO. 26
TO INCREASE THE MAXIMUM ANNUAL MAINTENANCE LEVY
300 PORTWINE RD., RIVERWOODS, IL
OCTOBER 20, 2020

BOARD OF TRUSTEES
FINAL AGENDA
300 PORTWINE RD., RIVERWOODS, IL
OCTOBER 20, 2020 – 7:30 P.M.

I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. APPROVAL OF MINUTES
• BOT – October 6, 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. Discussion of Village Code 4-2-1 (Certain Nuisances Defined: especially uncut turf grass or weeds)
2. Discussion of proposed water projects and scope of work
XIV. VISITORS WISHING TO ADDRESS THE BOARD
XV. APPROVAL OF BILLS
XVI. ACTION ITEMS
New Business
A. CONSIDERATION OF WAIVING SHOPPES PAYMENTS AND REQUEST FOR ASSISTANCE ON CERTAIN PROJECTS
B. CONSIDERATION OF WAIVING HOLIDAY INN EXPRESS HOTEL SPECIAL USE PAYMENT FOR SET PERIOD
C. POLICE PURCHASE OF NEW TASERS
D. BOARD ESTIMATE OF AMOUNT TO BE RAISED BY VILLAGE PROPERTY TAX IN 2020 TAX LEVY

Old Business

E. CONSIDERATION OF AND POSSIBLE APPROVAL OF ENGINEER’S RECOMMENDATION FOR AUTOMATIC METER READING (AMR) SYSTEM UPGRADE

XVIII. EXECUTIVE SESSION –
• Litigation, Acquisition, Property, and Personnel
XIX. ESTABLISH TIME AND DATE FOR NEXT MEETING
• Board of Trustees – November 3, 2020 – 7:30 PM

Minutes

Village of Riverwoods
Public Hearing to consider amending the Ordinance establishing
SSA 26 to increase the maximum annual maintenance levy
October 20, 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
Hal Roseth, Village Treasurer

Call to Order: 7:30 pm

Mr. Huvard reported SSA 26 was organized in 2013 and involves 67 tax paying parcels. The SSA originally authorized the issuance of bonds and a maintenance levy. The maintenance levy had a maximum annual amount of $200 per home. The Village asked the road SSAs to notify the Village what they would like their maintenance levy to be for 2021. The Village puts the amount of the levy in an annual Ordinance and the collected with the property taxes. The road maintenance levy is a flexible tool. Some SSAs continue to have private assessments in tandem with SSA levies.

The current officers of SSA 26 contacted the Village and asked if they could do away with their private annual assessment of about $350 per year and increase their maintenance levy. They propose increasing the maximum annual levy to $1200 per home. They would continue their present level but would have room to increase the tax levy if they wanted additional road maintenance. The Village did not propose the increase and does not have a real view on it. If the members of the SSA believe it is in their best interest, this would be the mechanism to increase their tax levy. After the Hearing, residents in favor of the proposal have to come forward with the petition. At least 51% of the residents need to be in favor of the petition for the levy to be increased.

After 60 days, the Village could amend the Ordinance. The SSA is not obligated to levy the maximum amount; rather, they could decide to increase the levy to include their annual assessment and do away with the private assessment. The Village does not set an amount for the SSA. After the hearing, the Village will have petition forms for residents in favor of the proposed amendment to send to the Village Clerk. If a resident does not pick up a petition form, it will be considered a no vote.

There were no questions received via email or Zoom.

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: None (0)

The Public Hearing was adjourned at 7:45 pm.

 

Village of Riverwoods
Board of Trustees Meeting
October 20, 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
Hal Roseth, Village Treasurer

Call to Order: 7:46 pm

Document Approval:

Trustee Chamberlain moved to approve the minutes of the October 6, 2020 Board of Trustees meeting. Trustee Clayton seconded the motion. There were minor changes to the minutes. The motion passed by the following vote:

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

Treasurer’s Report

Mr. Roseth presented highlights from the investments. The current yields are eroding with the current benchmark rates for 1 year at 0.9 percent and 5 year at 0.33 percent. The Village is staying short on their investments. The overall yield on the portfolio is 1.8 percent. The cash yield is about $186,000 per year. The JP Morgan group does not expect much change in the interest rates. They have done a good job with the Village investments.

Trustee Haber indicated the Village recently sold bonds for 2.4 percent and asked if there anyway the Village could benefit from holding SSA bonds. Mr. Huvard noted the Village has an investment policy and will look into whether the Village could take this on. The current SSA bonds have a fixed 10-year return. There may be an exception because the Village makes loans between funds. It would need to be viewed as part of the overall investment structure. Mr. Roseth will look into the investment policy.

Trustee Goldstein looked at some of the Village investments and noted there were two bonds that were below the top two ratings. Mr. Roseth noted those are CDs and were fully insured. He will check into the Goldman Sachs and American Express investments, as well as what the ratings were when the Village invested. The Trustees asked about the policy of selling downgraded investments. Mayor Norris believes the criteria used to dispose or hold a downgraded investment should be set out as part of the policy.

Engineer’s Report

Mr. Glenn reported the preconstruction meeting for road project was this morning. Weather permitting, the Kingswood Court project will start Wednesday of next week. The bike path paving repairs which will be scheduled in the next few weeks.

Director of Community Services Report

Mr. Kraly finished the permits received within the past month are up to date. The Wigham Road landscaping is now cleaned up. Mr. Kraly asked the Board to let him know if they knew of any areas where there were excessive leaves in the ditch to trees that needed trimming.

Plan Commission Report

Mr. Huvard reported the Plan Commission will meet on November 4, 2020

Police Report

Chief Dayno indicated the Police Report was attached to the end of the minutes.

Village Attorney’s Report

Mr. Huvard reported there have been more discussion about potential uses for the landfill site. The Plan Commission will examine potential uses on the north side of Deerfield Road. He asked what type of uses the Village would want on the landfill site. The general land use question for the landfill site has not gone away. There was discussion about a possible multi-family use. Mr. Huvard will be in touch once there is more information.

The site plan that the developer for Thornton’s put together would tie in the new gas station to the CubeSmart entrance. CubeSmart thought that could be problematic as there are just two lanes and asked the developer to possibly expand the access to three lanes. Thornton’s is working through the engineering and attaining CubeSmart’s consent. Trustee Haber noted the right-of-way would be on the north side of CubeSmart and asked why the Thornton’s would not use the existing south access which has an easement. Mr. Huvard indicated Thornton’s believes it offers better visibility.

Information Items from the President

1. Mayor Norris indicated the Village Engineer is still looking at the water situation with the high bills from September.

2. Discussion of Village Code 4-2-1 Certain Nuisances, especially uncut Turf grass/weeds
Mayor Norris noted there was a situation of a vacant house that had unsightly growth around it. The Trustees noted the problem has mostly been mitigated after a call from Mr. Kraly. The Trustees discussed:
• Some of the property has protected woodlands and asked if it needs to be maintained.
• Can the vacant property Ordinance be enforced and does it need to be adjusted?
• There is a map for every property in the Village and the quality of the woodlands varies
• When expanding woodlands on property, the property owner would need to contact the Village; a nuisance would need to continue for some time if turf grass was converted into woodland. There is currently no mechanism for new woodland.
• The village ecologist could easily tell the difference between a woodland and overgrown turf grass.
• The Village limits a single dump to 10 yards, but does not limit the number of times a resident could dump.

3. Discussion of proposed water projects and scope of work

The Village has recently received two resident requests to make Lake Michigan water available to their properties due to issues with the existing well systems at 2375 Riverwoods (Mr. Paul Tsakiris) and 1370 Woodland Lane (Mr. Josh Balonik).

The Trustees discussed the property at 2375 Riverwoods, which the resident stated had poor water quality. The resident initially came to the Village with an emergency situation six months ago. The resident is asking what the Village can do about this.
• Mr. Glenn suggested the easiest way to proceed would be to run a line through Forest Glen. The cost would be a wash with the connection fee.
• Mr. Glenn believes the Village should revisit the water connection fees
• Mr. Tsakiris has not spoken with the homeowner about getting an easement
• Mr. Glenn suggested the Board give consideration to the overall project on Riverwoods Road
• There is a benefit to loop the water mains as well as fire protection
• The Village is concerned about “spaghetti connections”

The Trustees believe other residents should be contacted to determine if they are interested in municipal water to determine whether extending municipal water through Big Oak (and making municipal water available to 11 homes) makes sense. The project would be funded out of the water fund, which has about $2.5 million. The Trustees are concerned about setting a precedent when other groups want the same consideration. The Trustees believe the 11 property owners on Big Oak should be polled to determine their level of interest.

The Trustees discussed the property at 1370 Woodland Lane. The Village was contacted by the property owner with concerns about the condition of the well water. The resident is certain he can get an easement. Mr. Glenn recommends extending the municipal water across 1365 Woodland Lane so a precedent is not set and some fire protection is brought to Little Woodland Lane. This project does not pay for itself. Mr. Glenn suggested the Village consider informing the property owner the Village can only pay a certain amount for the project. He noted the existing connections on Clendenin are not going across private property and the road is adjacent to the homes being served.
• Two homeowners say the wells are failing and the Village is jumping through hoops assist. The Village should create a policy.
• The economics work best with a larger number of homes.
• The Village could treat this similar to an SSA and extend extension A north.
• Another option would be the homeowner pay for the extension ($340,000) for the 8 homes and be reimbursed when the other 7 houses connected.
• There are conflicting directions for these two projects regarding whether the Village or homeowner is responsible for contacting residents. Residents should initiate contact and the Village will assist.
• The current connection fee is no longer suitable and the Village needs to think about adjusting it.

Visitors wishing to address the Board

There were no visitors present at Village Hall or on Zoom wishing to address the Board on non-agenda items.

Approval of Bills

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. Consideration of waiving Shoppes payments and request for assistance on certain projects

The Shoppes of Riverwoods has not paid their Special Use fee for approximately 6 months. Two trustees talked with the managers of the property, who claimed they thought the Village had agreed to forego collection of the fee as long as the managers passed the savings through to the tenants. While the Village does not agree with their position, the Finance Committee recommends that the Village waive the past fees but begin collecting the fees again in November. The managers of Shoppes have also requested assistance with several items, including signage and the modification of the northern access point to a full access form the current right in/right out. They currently owe about $15,000 that they have not paid.

• The Trustees questioned how the savings were passed along to tenants, as there are open storefronts in the center.
• The objective is to act in the best interest of the residents and consistent with the Village’s infrastructure mission.
• The Village could do the following:
o Forgive the $15,000 Special Use fees they currently owe
o Contribute $30,000 for intersection improvement
o Try to attract retail operators into the center
o Resume collecting Special Use fees
• The Village should agree to pay for the improvements up to a certain amount, with a 50/50 split.
• The Village could invest in a façade improvement plan to attract businesses instead of the intersection improvement; however, improving the appearance of a center you can not access will not help in making it a viable center.
• The situation arose as a result a 6-inch median installed because of Woodman’s. The improvement would allow for southbound traffic on Milwaukee to enter into the north entrance of the center.
• The Village typically tries to control the circumstance. The Village could develop the improvement plan and ask them for the money; however, the Village must pay prevailing wage.

Trustee Haber moved to waive the unpaid Special Use fees for Shoppes of Riverwoods with the understanding they need to pay the fees going forward. Trustee Jamerson seconded the motion. The motion passed by the following vote:

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

Trustee Clayton moved that the Village reimburse Shoppes of Riverwoods for half the total hard costs, up to $30,000, once they construct the intersection on the north end of the center and pay for the entire project. Trustee Jamerson seconded the motion. The motion passed by the following vote:

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

2. Consideration of waiving Holiday Inn Express Hotel Special Use payment for set period

The Village agreed to forego collection of the Special Use fee from the Holiday Inn Express for approximately six months due to COVID. While their occupancy rate has increased, it is still low. The hotel has asked that we waive the tax and fee payments for a few additional months. While average occupancy has increased from 4-6% to approximately 20%. The hotel’s main clientele has been business travelers. Business travel is still low due to the virus.

The total amount through the end of the year is about $75,000. The Trustees discussed the possibility of an abatement with an accrual.

Trustee Clayton moved to waive the Holiday Inn Express Hotel Special Use payment thru December 31, 2020. Trustee Chamberlain seconded the motion.

Trustee Haber moved to modified the motion to abate the Holiday Inn Express Hotel Special Use payments through December 31, 2020 until they return to an occupancy of 60 percent. Repayment can be made over two (2) years, interest free. Trustee Jamerson seconded the motion. The motion passed by the following vote:

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

Trustee Haber moved to abate the Holiday Inn Express Hotel Special Use payments through December 31, 2020 with up to two (2) years to repay once they come up to 60 percent occupancy, interest free. Trustee Jamerson seconded the motion. The motion passed by the following vote:

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

3. Police purchase of new tasers

Chief Dayno reported the Police Department purchased four tasers in April of 2014 which are now due to be replaced. This purchase was not originally budgeted for 2020, but budgeted Capital funds are available due to $37,000 not being expended for the purchase of six Starcom 21 Portable Radios. The radios were acquired from the Lake County ETSB.

Trustee Clayton moved to purchase four (4) taser conducted energy weapons and related equipment in the amount of $16,094.50. Trustee Jamerson seconded the motion. The motion passed by the following vote:

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

4. Board estimate of amount to be raised by Village Property Tax in 2020 tax levy

The Finance Committee presented its report to the Board earlier this year demonstrating a structural imbalance between current revenues of the Village and operating expenses. The reasons for the imbalance include the salary steps for sworn officers which have not been matched by the policy levy, a steep drop-off in sales tax from loss of some taxpayers, Internet competition with traditional brick and mortar retail shops, and COVID restrictions. The result is that non-property tax revenue sources previously relied on to close the fiscal gap are no longer as effective.

The proposed increase this year exceeds the extension in 2019 ($549,500) by more than 5% and requires a hearing under state law, which we recommend be scheduled on December 1, 2020, in advance of the consideration of the 2020 property tax levy.

Mr. Huvard explained the Truth in Taxation Law states if the amount is more than 5% of what we imposed last year there must be a Hearing. Before the Hearing, the Village needs to determine the amount of the levy. The amount of the levy is the increase above last year’s extension to restore the balance between revenues and expenses. When the Village publishes for Truth in Taxation Hearing, the notice will have the sum and explain the percentage increase over the prior year. The Hearing will take place before the regular Board of Trustees meeting on December 1, 2020

Trustee Chamberlain moved to approve the estimate of the amount of the police levy at $824,500, to be raised for the 2020 tax year, and set a date for a Public Hearing to consider the levy, pursuant to 35 ILCS 200/18-60. Trustee Jamerson seconded the motion. The motion passed by the following vote:

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

Old Business

1. Consideration and possible approval of engineer’s recommendation for upgrade of automatic meter reading (AMR) system

Mayor Norris indicated discussion on this item would be continued as information is still being collected.

Public Comment

There were no Public Comments received during the meeting.

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 9:43 pm.

The next regular meeting of the Board of Trustees will take place on November 3, 2020 at 7:30 pm.

Respectfully submitted,

Daphne Paras
Village Clerk

Transcribed by:
Jeri Cotton

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