Village of Riverwoods

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Board of Trustees

The Village of Riverwoods is governed by a Mayor and a six member Board of Trustees. All are elected for four year staggered terms and the trustees serve without pay while the Mayor is salaried. The Board is the legislative body of the Village government. The administrative work is performed under the direction of the Mayor, who is elected to serve a four year term. Village Board meetings are held at 7:30pm on the first and third Tuesdays of each month. All meetings are open to the public and your are cordially invited to attend and participate.

Village Board of Trustees Meeting Notes

Summary of ordinances, resolutions, and non-routine matters considered by the Board of Trustees from the meeting minutes of February 18, March 4, 18, April 1 and 16. Read the entirety of these minutes or view the video of the actual Board of Trustee meetings on the Village of Riverwoods website at www.riverwoods-il.net/Government/Videos/.

April 16

DIRECTOR OF COMMUNITY SERVICES REPORT

Mr. Durning noted there have been a number of property nuisance violations including junk vehicles and garbage cans on streets. He also reported that there is a partially built house on Portwine Road north of Deerfield Road on which construction has resumed.

POLICE REPORT

Chief Dayno provided the Board with the Police Department activity since the April 1, 2014 Board of Trustees meeting. There was one forgery, one unlawful use of a weapon, two sex offender registrations, three DUIs, five other agency assists, 12 ambulance calls, one fire call, three fire alarms, one fingerprinting, 45 premise exams, two notifications, three vehicular lock outs, five other complaints, 28 burglar alarms, two hold up alarms, five suspicious vehicles, one identity theft, one insurance report, one other investigation, six animal problems, one roadway debris, three motorist assists, one traffic complaint, three traffic accidents, two 911 hang ups, 17 crime prevention notices and eight case reports. There were 92 traffic stops with 64 citations issued to 53 people.

There are currently 10 houses on the House Watch list that are checked regularly.

Chief Dayno stated there was an arrest for an unauthorized use of weapon that resulted from a traffic stop. The perpetrator was charged with 10 violations and is still in County jail. The two sex offenders who registered were guests at the Holiday Inn. Both offenders are now gone.

FIRE PROTECTION DISTRICT REPORT

Battalion Chief Duane Christenson from the Lincolnshire-Riverwoods Fire Department presented the call volume for the LRFPD District including mutual aid to the DBFD District for the month of March 2014. There were 33 calls including 21 EMS calls, four fire calls, four auto accidents and four other calls. There were 106 calls year to date.

VILLAGE ATTORNEY’S REPORT

Mr. Huvard indicated that the County will be negotiating for right-of-way for the bike path, but that the Village does not have anything in place for possible zoning setback issues caused by the voluntary loss of property.

Mr. Huvard noted that the representatives from Terraco have submitted material to the TIF consultant. He stated that Terraco has requested that the special use and the TIF request be parallel-tracked to expedite the process. Trustee Haber noted that the special us application and the TIF request are mutually exclusive. He questioned if the two proposals should be considered at the same time, because the zoning request should not impact the TIF request. Mr. Huvard explained that the Board does not have to consider the TIF until the Plan Commission is well underway or even done with the zoning issue.

INFORMATIONAL ITEMS & COMMENTS FROM THE PRESIDENT

Village’s Information Technology (IT) Systems, Website and Email Project – The Village is reviewing their current IT systems, website and e-mail programs. Trustee Baumann and Village Clerk Gagerman will meet with Village staff, trustees and consultants to discuss what is currently working and not working as well as identifying what additional processes can be automated as well and the associated costs.

Orphans of the Storm Dinner – Mayor Norris noted that all of the Trustees will be able to attend.

Village Hall Update – Mayor Norris indicated that after Village Forester Stewart did a tree inventory of the area affected by any Village Hall renovation. Architect Bob Hammer will submit a new drawing showing potential changes and how things can be rearranged to lessen the tree removal impact. Mr. Hammer contacted a contractor and they will do some testing to ensure there are no unforeseen problems with the foundation as well.

April 1

ENGINEER’S REPORT

Discussion of Deerfield Bike Path Landscape Screening – Village Engineer Glenn had sent a memorandum to the Board which provided a brief history of the Deerfield Road bike path project. Mr. Glenn explained that the County is moving toward negotiating with the affected property owners for additional right-of-way. He reintroduced the concept of participating in landscape screening for the property owners affected by the removal of trees. Mr. Glenn’s memorandum also had a number of additional questions for the Board to consider.

Attorney Huvard noted that the path location took into account the potential widening of Deerfield Road. The Village had worked with the County to limit the expanse of that widening.

The County does not provide for any type of landscaping in a bike path project and would like the Village to help the residents most affected by the bike path by paying for the landscape screening. Trustee Jamerson recalled that the Village considered helping because the County picked up the portion of the cost that the Village would normally have paid. Mr. Glenn stated those costs would have been approximately $300,000. The consensus of the Board was to provide screening for the residents affected by the bike path. Mr. Glenn will work with Mr. Stewart on a proposal which he agreed would not exceed $5,000.

Strenger/Farner culvert replacement – Village Engineer Glenn explained that Farner Court is a village street. There is a storm sewer on Farner just west of Strenger. Storm sewers usually discharge into a ditch or creek or other natural feature, but this particular storm sewer terminates into a private driveway culvert. Mr. Glenn does not want to set a precedent, but feels that this is a unique situation because the culvert damage was caused by the Village’s storm sewer. Mr. Glenn believes that the culvert repair is the Village’s responsibility, but that the property owner is responsible for and has agreed to pay for the driveway repair.

Mr. Glenn recommends approving a $5,750 expense to replace the culvert and repair the driveway with the homeowner reimbursing the Village for the driveway repair. The Board agreed.

POLICE REPORT

Chief Dayno provided the Board with the Police Department activity since the March 18, 2014 Board of Trustees meeting. There were five other agency assists, seven ambulance calls, one fire call, two fire alarms, two fingerprintings, 23 premise exams, three well-being checks, one vehicle lock out, six other complaints, 18 burglar alarms, one hold up alarm, three suspicious vehicles, one identity theft, one insurance report, two other investigations, seven complaints about animals, two motorist assists, one traffic complaint, nine traffic accidents, one 911 hang up, two crime prevention notices and four case reports. There were 88 traffic stops with 66 citations issued to 53 people.

There are currently 25 houses on the House Watch list that are checked regularly.

Chief Dayno stated earlier this year, that the department met with a loss control specialist from the Illinois Municipal League about the department’s accidents and injuries. They did not find anything out of the ordinary. Chief Dayno indicated that the Illinois Municipal League will do some training for the department.

CHARITABLE DONATIONS

Family Days – Mayor Norris recommended a $1,000 donation, which is consistent with what the Village previously contributed. The Board voted in favor to make a charitable donation of $1,000 to Deerfield Family Days.

Theater in the Woods – Mayor Norris noted that they are not asking for new money this year. Last year, the Village requested that Theatre in the Woods try to raise money and that the Village would match that amount. They were able to raise $1,670 last year. The Board voted to donate matching funds.

STANDING COMMITTEE REPORTS

Police/Building/Zoning – Trustee Jamerson commented that both construction value and permit fees are considerably higher this year.

In March 2014, there were seven permits issued with a total construction value of $536,558 generating fees of $4,630. In March 2013, there were four permits issued with a total construction value of $86,000 generating fees of $1,528.

Year to date 2014, there were 22 permits issued with a total construction value of $1,298,593 generating fees of $11,116. Year to date 2013, there were 20 permits issued with a total construction value of $408,213, generating fees of $5,708.

Trustee Jamerson reported that Village residents and businesses have saved approximately $750,000 due to the aggregation contract with MC2. He noted that the Village had negotiated a three-year fixed rate agreement, unlike most of the neighboring communities whose rates, while still below ComEd’s, did go up. The Village’s contract will expire in July 2015.

Information Services/Parks/NSSRA – Trustee Ford noted that the NSSRA is moving forward with their capital acquisition and improvement plan. The Village is paying $2,100 per year for the next 10 years to contribute to this plan.

Drainage/Stormwater/Environment – Trustee Baumann noted that the culvert cleaning program is up and running. He is receiving positive feedback. The deadline is April 15th.

March 18

POLICE REPORT

Chief Dayno provided the Board with the Police Department activity since the March 4, 2014 Board of Trustees meeting. There were two DUIs, seven other agency assists, 10 ambulance calls, two fire calls, one fire alarm, two public service calls, 34 premise examinations, one child seat inspection/install, three vehicle lock outs, three solicitor complaints, six other complaints, nine burglar alarms, three suspicious vehicles, one identity theft, one insurance report, one other investigation, seven complaints about animals, one roadway debris, five motorist assists, one traffic complaint, 10 traffic accidents, one 911 hang up, five crime prevention notices and 10 case reports. There were 70 traffic stops with 71 citations issued to 48 people.

There are currently 16 houses on the House Watch list that are checked regularly.

Chief Dayno stated that the department continues to do premise exams when residents are out of town. They check all the doors, mail the residents a security awareness form and try to contact the resident as well.

CHARITABLE DONATIONS

Orphans of the Storm – Orphans of the Storm is a long-time, not-for-profit animal shelter in Riverwoods. The Board has approved a $5,000 donation for the last several years. The Board approved a $5,000 donation for Orphans of the Storm again this year.

College Bound Opportunities – College Bound Opportunities is an intensive mentoring program located in Riverwoods. There is currently one Riverwoods resident in the program and were curious why services are not also available at Stevenson High School since part of our community is in the Stevenson district. After discussion, the Board moved to approve a $5,000 donation for College Bound Opportunities.

March 18

PUBLIC HEARING

2014 Appropriations Ordinance – Attorney Huvard explained that every year the Village passes an Appropriations Ordinance which sets the upper spending limits for the Village and helps with planning. He indicated the Ordinance appropriates larger sums than what the Board thinks they will spend to allow for contingencies. The treasurer’s estimate of revenue included in the Ordinance is a compilation of the taxes the Village expects to receive. The overall estimate of revenues is $4,833,000 including special tax levies. The Village has a variety of other revenue sources. The property tax, for police protection is approximately $460,000 annually. The Village tried to follow the planning budget which determined the expenditures for the different departments in the Village. Mr. Huvard noted they made some slight line item adjustments. There were no comments or questions from the residents.

March 4

DIRECTOR OF COMMUNITY SERVICES REPORT

Director of Community Services Rob Durning reported that he inspected the Untermeyer property which is owned by the synagogue. The Rabbi indicated his son wanted to live there temporarily for about a year. Mr. Durning indicated that his inspection found mold in the house and lead-based paint, making it a health hazard and, therefore, will not be able to be occupied.

Mr. Durning is scheduled to meet with the owner of the Mobil station about expanding into the bank property to the east of the station.

POLICE REPORT

Chief Dayno provided the Board with the Police Department activity since the February 18, 2014 Board of Trustees meeting. There was one vehicular criminal trespass, one DUI, one harassment by phone, eight other agency assists, 11 ambulance calls, two fire calls, 35 premise exams, two well-being checks, four lock outs, one solicitor complaint, three other complaints, 20 burglar alarms, one hold up alarm, two suspicious vehicles, one suspicious person, one insurance report, one other investigation, one death investigation, six complaints about animals, one roadway debris, eight motorist assists, two traffic complaints, two parking complaints, six traffic accidents, one 911 hang up, two crime prevention notices and seven case reports. There were 63 traffic stops with 43 citations issued to 35 people.

There are currently 13 houses on the House Watch list that are checked regularly.

In Chief Dayno’s absence, Mayor Norris reported that there was one suicide in the Village. There was also a stolen vehicle arrest.

FIRE PROTECTION DISTRICT REPORT

Battalion Chief Duane Christenson from the Lincolnshire-Riverwoods Fire Department presented the call volume for the LRFPD District including mutual aid to the DBFD District for the month of February. There were 34 calls including 17 EMS calls, six fire calls, one auto accident and 10 other calls. There were 73 calls year to date.

Culvert Cleaning Program for Private Roads – Trustee Baumann presented an idea for a pilot program to help residents on private roads to clean their culverts. The program would group several culverts together to take advantage of economies of scale.

Trustee Baumann was asked to provide estimated administrative costs for the program and an explanation of the process. He explained that residents that take advantage of this voluntary program would have to pay up front and would have to sign an agreement with the Village. The estimated administrative costs will be less than $5,000. If there is not sufficient interest, the money collected would be returned to the residents. The only costs incurred, if that happened, would be the Village Attorney’s fees for drafting the agreement and the mailing costs.

Trustee Chamberlain asked how many residents would be required for the program to go forward. Mr. Glenn replied that 30 culverts would make it feasible.

Trustee O’Donnell asked if the letter would Trustee Baumann will draft a letter to residents that will explain the process, the cost and the minimum number of participants needed for the program to go forward. The Village will maintain a list of responding residents in order to inform them when the work will be done. Trustee Chamberlain suggested paying attention to the amount of time staff spends on the program.

The Board authorized the pilot culvert cleaning program in an amount not to exceed $5,000 for administrative costs.

Sewer Point Repair Bid Recommendation – Engineer Glenn noted that throughout the capital budgeting process, he budgeted $75,000 for various spot repairs. When Mr. Glenn put the actual estimate together, it came to $83,000. The Village received a bid for $109,635. Mr. Glenn indicated that they received only one bid because the project falls between what a plumber would do and what an underground contractor would do. He recommends proceeding with the project and requests that the Board authorize the execution of the contract with Liftco.

The Board awarded the contract for sewer repair to Liftco in an amount not to exceed $109,635.

2014 FEE SCHEDULE

Sewer Fees – The Board discussed the sewer fees. Trustee O’Donnell moved to reduce the amount from $18 to $13. There was no second to the motion.

Business License Fee – Attorney Huvard noted that the Board had expressed concern that the business license fees of $25.00 may be too low. Mr. Huvard research showed that Northbrook and Deerfield are charging more. At the previous Board meeting, Trustee Jamerson stated that the Board agreed that an annual inspection would be done and that the minimum inspection fee is $75. Trustee Jamerson moved to change the cost of business licenses for all three categories from $25 to $75. The Board voted unanimously.

Tree Replacement Fee – Attorney Huvard noted that the fee amount for removing highly desirable or protected trees has been increased. The Board discussed the tree mitigation fees.

After the discussion, Trustee Jamerson moved to approve the tree replacement fees with the addition of a $200 per inch fee for trees 21” in caliper or higher and $175 per inch fee for trees from 12” to 20.9” in caliper. Trustee Chamberlain seconded the motion. Trustee Haber is not satisfied with the new fees, even though he is in favor of protecting trees. He feels the underlying ordinance is far too subjective and, until that is corrected, he cannot support the huge increase in the fees.

STANDING COMMITTEE REPORTS

Police/Building/Zoning – Trustee Jamerson presented highlights from the building report for the months of January and February.

In January 2014, there were seven permits with a construction value of $255,500 generating fees of $2,445. In January 2013, there were 12 permits with a construction value of $217,638, generating fees of $3,505.

In February 2014, there were eight permits with a construction value of $506,535 generating fees of $4,089. In February 2013, there were four permits with a total construction value of $44,575 generating fees of $775.

In 2014 year to date, there were 15 permits with a total construction value of $762,035 generating fees of $6,534. In 2013 year to date, there were 16 permits with a total construction value of $322,213 generating fees of $4,280.

February 18

MOMENT OF SILENCE

Mayor Norris expressed condolences in respect to the passing of Ilene Stanger. Ms. Stanger was a resident for more than 55 years. She held the position of Village Clerk, the mother of former Mayor Roy Stanger and wife of a former Trustee. Those in attendance observed a moment of silence.

POLICE REPORT

Chief Dayno provided the Board with the Police Department activity since the February 4, 2014 Board of Trustees meeting. There were 11 other agency assists, five ambulance calls, two fire calls, four fire alarms, 22 premise exams, two notifications, five vehicle lock outs, one construction complaint, four other complaints, 20 burglar alarms, one domestic trouble, one other complaint, one suspicious vehicle, four complaints about animals, one roadway debris, 28 motorist assists, four traffic complaints, one parking complaint, 12 traffic accidents, three 911 hang ups, two crime prevention notices and eight case reports. There were 54 traffic stops with 34 citations issued to 29 people.

There are currently 17 houses on the House Watch list that are checked regularly.

FIRE PROTECTION DISTRICT REPORT

Battalion Chief Duane Christenson from the Lincolnshire-Riverwoods Fire Department asked if the Village was preplanning for the anticipated flooding this spring. Mayor Norris indicated that the Village is better prepared this year than in the past.

SCHEDULED AND UNSCHEDULED TREE WORK CONTRACTOR BID COMPARISON

Village Forester Stewart explained that the Village has historically used Glenwood Tree, a local business, for storm damage. Glenwood Tree has been sold. The Village put out requests for RFPs. In putting together the RFP, they asked for pricing for both storm damage and normal scheduled work such as pruning and traffic and road sign clearance. Mr. Huvard explained that the Village has wanted to develop general terms and conditions for Village vendors. Mr. Huvard used this as an opportunity to create a standard list of requirements and qualifications. Mr. Stewart selected three pre-qualified companies to respond to the RFP and received time and material unit prices for various services, including personnel and equipment. Mr. Stewart noted that all three companies are relatively local and understand what Riverwoods is about. He prepared and gave the Board a spreadsheet detailing the prices for the various types of service to be performed.

Trustee Chamberlain asked where most of the money is spent currently. Mr. Stewart replied that the hazard tree removal, which is scheduled work, is where most of the money is spent. Trustee Ford expressed concern about not being quickly served in a storm damage situation if the Village does not pay premium prices. Mr. Stewart replied that the contract will stipulate the response time required. The Trustees agreed that the prices from the Care of Trees were the lowest.

Trustee Haber moved to prepare a contract to use Care of Trees.

SPECIAL SERVICE AREA NO. 27

Mr. Huvard noted that the Windlake Terrace Special Service Area #27 was formed in September. The Village has an existing contract for the work. The Village worked with the residents on the scope of work, but they are opting for less than what was recommended by the Village engineer. North Side Community Bank provided an interest rate of 4.6% with a 10 year amortization for $60,000 in special tax bonds.

PLANT COMMITTEE PROPOSAL

Village Clerk Gagerman stated that the Plant Committee has requested $5,000 to be used as per their submitted proposal. The Board has authorized $5,000 per year since 2008 for the committee to maintain the Village garden. The Board voted in favor.