November 3, 2020 7:30 pm


 

Status Scheduled

Group Board of Trustees

Location Join Zoom Meeting https://us02web.zoom.us/j/83697890743 Meeting ID: 836 9789 0743 Dial in +1 312 626 6799 Telephone 1-312-626-6799 (Chicago)

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/83697890743
Meeting ID: 836 9789 0743
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

BOARD OF TRUSTEES
Preliminary AGENDA
November 3, 2020 – 7:30 P.M.

I. CALL TO ORDER
II. ROLL CALL
III. APPROVAL OF MINUTES
• BOT Oct. 20, 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. The public hearing to approve a proposed property tax levy increase for the Village of Riverwoods for 2020 will be held on Tuesday, December 1, 2020
2. Request for scheduling information and discussion on various topics
3. Insurance Renewal Package – to be presented at 11-17-20 meeting
X. VISITORS WISHING TO ADDRESS THE BOARD
XI. APPROVAL OF BILLS
XII. ACTION ITEMS
NEW BUSINESS
A. AN ORDINANCE FIXING THE SALARY OF THE VILLAGE PRESIDENT AND VILLAGE CLERK FOR THE TERM COMMENCING MAY 2021
B. CLARIFICATION AS TO THE SPECIFIC TERMS OF THE BOARD’S DECISION ON OCTOBER 20 TO DELAY COLLECTION OF THE SPECIAL USE FEE FROM THE HOLIDAY INN
C. NOMINATION OF JAY DATT TO PLAN COMMISSION
D. DEERFIELD PARENT NETWORK REQUEST FOR DONATION
OLD BUSINESS
E. CONSIDERATION OF AND POSSIBLE APPROVAL OF ENGINEER’S RECOMMENDATION FOR UPGRADE OF AUTOMATIC METER READING (AMR) SYSTEM
– To be continued as information still being collected

XIII. STANDING COMMITTEE REPORTS
– Trustee Haber……………………………….……….…………..Legal & Utilities
– Trustee Chamberlain ….……………………………… Budget & Woodland Management
– Trustee Jamerson………………………………….………….………Police & Building
– Trustee Goldstein………….……………………………. Storm Water & Communications
– 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:
• November 17, 2020 – 7:30 PM

Minutes

Village of Riverwoods
Board of Trustees Meeting
November 3, 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 of the October 20, 2020 Board of Trustees meeting as amended. 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 Report

Mr. Kraly issued a number of permits last week. He will work with Trustee Jamerson on the fee schedule. Mr. Kraly met with restaurants in the Village and let them know the Village will work with them on outside dining.

Plan Commission Report

Mr. Huvard noted the Plan Commission is not meeting this week. The Plan Commission will meet in December to discuss Discover.

Treasurer’s Report

Engineer’s Report

Mr. Glenn reported the bike path paving is complete.

Village Attorney’s Report

Mr. Huvard sent the Truth in Taxation notice to the newspaper and it will be published on November 19, 2020. The Public Hearing will take place on December 1, 2020.

There are some residents that want to combine two associations. He is trying to work with them to create one SSA.

Village Ecologist

Mayor Norris reported a resident that went thru the cost share program for native seeding, tore up the plantings and replaced it with turf. Trustee Chamberlain noted the plantings take time to grow. Mayor Norris will try to fix the cost share wording so this does not happen in the future.

Police Report

Chief Dayno indicated the Police Report was attached to the end of the minutes. He noted the insurance company awarded them a $1000 PPE grant to reimburse the department. Chief Dayno is also working on a FEMA grant to cover the expenses for equipment sanitation, plexiglass and PPE.

Information Items from the President

1. The public hearing to approve a proposed property tax levy increase for the Village of Riverwoods for 2020 will be held on Tuesday, December 1, 2020.

2. Request for scheduling information and discussion on various topics.
Mayor Norris prepared a preliminary schedule for updates and status reports for the next three months. The schedule is intended to help the Trustees stay current on various issues and topics. The schedule is a guideline that will be adjusted as appropriate. Suggestions for topics and schedule changes are welcome as this is meant to be a planning and information tool.

3. Insurance Renewal Package
Mayor Norris indicated the insurance renewal package would be presented at the November 17, 2020 Board of Trustees meeting. He provided the Trustees with a copy of the proposal as well as an email which includes additional information on the cost of increasing the limits on the
umbrella policy. A copy of the full proposal, which is 129 pages long, is available upon request. The Trustees asked for some clarification on the ransomware as well as some of the terminology.

4. OakOat Wilt or Oak Decline?
The Village Ecologist will make a presentation at the November 17, 2020 Board of Trustees meeting. Mr. Zimmerman will address what is happening with different oak trees, what oak wilt is and how to identify it and what to do about oak wilt.

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 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

Ordinance 20-11-18 fixing the salary of the Village President and Village Clerk for the term commencing May 2021

The compensation for elected officials must be set six months before the official is sworn into office and cannot be increased or decreased during that term of office. The last date by which compensation can be set for the offices of Village Mayor and Village Clerk in Riverwoods is November 6, 2020.

It is recommended that the compensation for the mayor’s office be increased to $45,000
and the compensation for the clerk’s office be increased to $15,000. These increases
represent an increase of 12.5% from the previous compensation, or approximately 3% per
annum over the four-year period.

Staffing changes are being contemplated that may affect the work load for these offices and would come at a significant increase in staff salary expenses. The operative word is “may” as it is not certain how the incoming officers will proceed. If these changes occur, the incumbent office holders can waive some or all of their compensation. It is not mandatory that they take their salaries, only that it be available to them.

The Trustees discussed various options including:

• Stepping up the salaries in the third year
• Setting a maximum salary
• These are basically volunteer positions
• The current economic state of the Village
• The cost of insurance for the Mayor
• The Finance Committee recommendation of possibly freezing employee salaries while increasing the salaries of the Mayor and Village Clerk
• The possibility of the Mayor’s salary being the impetus of running for office

Trustee Haber moved to amend the proposed Ordinance and delete all references to Mayor and only move forward with the reference to the Village Clerk. Trustee Hollander seconded the motion. The motion passed by the following vote:

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

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

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

Trustee Haber moved to fix the salary for the Village Clerk to be $15,000 beginning May, 2021. Trustee Hollander seconded the motion. The motion passed by the following vote:

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

Clarification as to the specific terms of the Board’s decision on October 20, 2020 to delay collection of the Special Use fee from the Holiday Inn

The Board authorized the special use fees for the Holiday Inn to be deferred at the last meeting. When hotel room occupancy returns to 60%, the deferred amount was to be repaid without interest over 24 months.

The special use payment due each month is $2,700. Since the payments ceased as of March 2020, the total deferred through the end of 2020 will be $27,000.

The repayment of the deferred amount would require dividing $27,000 by 24 = $1,125.
Beginning on the month the when the occupancy returns to 60% and the special use fee
payments resume, the total monthly payment would be $2,700 + $1,125, continuing for a
period 24 months.

On May 19, 2020, the Trustees forgave the Special Use fee for the Holiday Inn for four (4) months. After 4 months, it was going the be re-evaluated. The deferred payment for October through December would be $8100 or $337.,50 per month over 24 months, once the Holiday Inn reaches 60 percent occupancy. The Trustees asked when the 60 percent occupancy would be realized and determined the repayment would start once the Holiday Inn reaches an average of 60 percent occupancy for 1 month. The Holiday Inn will have to start paying their regular Special Use fee starting January 1, 2021 regardless of their occupancy. The 24-month repayment would be triggered once the average occupancy reaches 60 percent for 1 month.

Trustee Haber moved to clarify and prepare a short memorandum to share with the Holiday Inn. The 3-month Special Use fees were abated and have to be repaid over a 24-month period. After the first month they reach an average monthly occupancy of 60 percent, the Holiday Inn will have to repay the $8100 in 24 installments. Trustee Chamberlain seconded the motion. The motion passed by the following vote:

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

Nomination of Jay Datt to the Plan Commission

Trustee Haber moved to appoint Jay Datt to the Plan Commission. Trustee Clayton seconded the motion. The motion passed by the following vote:

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

Deerfield Parent Network Request for Donation

The Village of Riverwoods had a policy of making donations to certain groups under limited circumstances. In the latest review of the policy, the Finance Committee recommends that policy to be amended to say that grants or donations should not be made at times when the Village expects to be operating at a deficit. It also recommends a minor change in wording to emphasize that a donation being made by the Village one year should not to an expectation by recipients that donations may be made in the future.

The Trustees discussed whether Village programs and memberships would have these restrictions as well. They believe the Deerfield Parent Network is important for the Village and suggested the possibility of allowing donations at the Board’s discretion. The Trustees believe that an organization receiving a donation from the Village one year does not mean the recipient should expect a donation in the future.

Trustee Chamberlain moved to adopt the revisions to the policy for donations. Trustee Clayton seconded the motion. Trustee Jamerson suggested a revision to the policy statement. Trustee Chamberlain and Trustee Clayton amended the motion to adopt the change. The motion passed by the following vote:

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

Trustee Haber moved to donate $1500 or whatever they asked for, whichever is less, to the Deerfield Parent Network. Trustee Jamerson seconded the motion. The motion passed by the following vote:

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

Trustee Clayton believes the Brushwood Center membership is different than a donation. He does not believe the policy of the Village was skirted.

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.

Standing Committee Reports

Budget & Woodland Management – Trustee Chamberlain noted the cost-share report is attached to the minutes. She requested the Trustees send the input on the budget by the end of the week.

Police & Building – Trustee Jamerson reported the building report is attached to the minutes. The Village is down in building, permit and plan review fees.

Economic Development, Finance & Capital Planning – Trustee Clayton noted there have been some performance issues with the auditors. Mayor Norris and Mr. Huvard will be discussing this with the auditors.

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 8:30 pm.

The next regular meeting of the Board of Trustees will take place on November 17, 2020 at 7:30 pm.

Respectfully submitted,

Daphne Paras
Village Clerk

Transcribed by:
Jeri Cotton

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