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 December 7, 21, January 4 and 18. Read the entirety of these minutes on the Village of Riverwoods website at www.villageofriverwoods.com

May 17

TREASURER'S REPORT
Mr. Roseth reported total funds at the end of April amounted to $14.450 million. Of that, approximately $453,000 is allocated to the Special Service Areas, leaving approximately $13.997 million in the unrestricted category. This shows an increase in net capital. The average yield of the IPTIP Funds currently is .045%. Wells Fargo investments currently yield 2.5%, which is better than the market rate of return. The Ameriprise investment is up $5,000 since its inception. The CDs are yielding slightly over 1%.

POLICE REPORT
Chief Dayno provided the Board with the Police Department activity since the May 3, 2011 Board of Trustees meeting. There were three 911 hang ups, 12 accidents, 15 alarms, seven complaints about animals, 11 fire department assists, four other agency assists, one dispute, one domestic, one driving complaints, one DUI arrest, two finger printings, one harassment, one ILEAS call-out, two vehicular or residential lock outs, nine motorist assists, five suspicious circumstances, one theft, four crime prevention notices, and five case reports. There were 91 traffic stops with 65 citations issued to 53 people.

Chief Dayno explained the ILEAS call-out is the Illinois Law Enforcement Alarm System, which requests assistance from other agencies. In this instance there was an armed robbery in Vernon Hills and six suspects were eventually arrested.

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

REQUEST FOR DONATION TO WILLOW HOUSE
Mayor Kaplan noted that Willow House was asking for a $7,500 donation, which is what the Village donated last year. Trustee Jamerson asked if there were any Riverwoods residents that take advantage of the service.

Stephanie Garity, Director of Development at Willow House, appeared before the Board. Ms. Garity stated that Willow House supplies grief support services to those that have lost a parent or sibling. She explained they do a lot of community outreach to schools, as they have found that school work is negatively affected by the loss of a parent or sibling.

Ms. Garity explained that Riverwoods does not currently have a Riverwoods family on their active roster; however they had an active family as recently as last year. Ms. Garity explained they have a number of volunteers from Riverwoods. She said that Willow House is unique because of its crisis intervention and ability to react quickly. Ms. Garity also noted that Willow House has received its certification from the State of Illinois.

Trustee Chamberlain asked where Willow House gets their funding. Ms. Garity explained they get funding from private organizations and foundations.

Trustee Haber moved to make a donation to Willow House in the amount of $7,500. Trustee Svatik seconded the motion. The motion passed.

PROPOSED RESOLUTION TO APPROPRIATE $300,000 IN 2011 MOTOR FUEL TAX REVENUES.
Mr. Glenn, the Village Engineer, explained that the Resolution follows the standard MFT form. This appropriation is largely for ditch and culvert work on Village streets. There are about 30 deficient culverts that will result in about $300,000 in construction costs. He therefore recommended that the Trustees allocate $300,000 from the MFT revenues for culvert and ditch repair in 2011.

The Board voted to approve the resolution to appropriate the funds.

Trustee Haber suggested sending out a letter to residents letting them know about the restoration work. He would like to forewarn residents not to do a lot of specialized work on their property near the ditch line.

TO APPROVE THE APPOINTMENT OF TRUSTEE JOHN W. NORRIS AS NEW DIRECTOR OF SWALCO TO REPRESENT THE VILLAGE, WITH TRUSTEE RICHARD KOOMJIAN AS THE ALTERNATE.
Trustee Haber moved to adopt the Resolution to appoint Trustee Norris as the new director of Swalco to represent the Village

PRESIDENT'S REMARKS
Mayor Kaplan stated that Ken Ashman resigned from the Zoning Board (ZBA.) Trustee Haber moved to approve the appointment of Sherry Graditor to the ZBA. Trustee Jamerson seconded the motion. The motion passed.

May 3

DIRECTOR OF COMMUNITY SERVICES
Mr. Kraly reported that the roof of the new Police Department building has been installed and the building has been framed. Electric and HVAC will be installed later this week and things are moving along at a rapid pace. Mr. Kraly hopes there will be rough grading done early next week. The anticipated delivery date is July 11, 2011.

Mr. Kraly also reported that a letter was received from the ISO regarding flood insurance ratings. The Village's rating remains eight out of 10, and if the building codes are updated, the rating could be lowered to a six out of 10. Mr. Glenn stated that the Lake County Ordinances go beyond the FEMA minimums. He explained everyone starts out at a 10, and for every lower level, residents get a 5% reduction in their flood insurance.

ENGINEER'S REPORT
Mr. Glenn presented the Engineer's Report. He reported that the 2011 street maintenance program will include ditching and culvert replacement on Hoffman Lane and Forest Glen Trail. Based on surveys, he believes approximately 70% of the ditches need four inches or more of excavation. The culverts need to be replaced if they do not meet the criteria in the Village Code (replacement where 20% rusted out or 25% crimped or at the wrong elevations). All new culverts will be concrete. Mr. Glenn noted that Army Corps of Engineer permits are generally not required for roadside ditches.

The program will also include asphalt patching on Hoffman, Forest Glen, Calvin, Farner, Strenger, and the Village Hall parking lot.

All construction will be paid for from Motor Fuel Tax funds (MFT). The cost will be $300,000 and the current MFT account has about $500,000. In order to use MFT funds, the Board will need to pass an Appropriation Resolution at the next Board of Trustees meeting.

URBAN FOREST MANAGEMENT REPORT
Kirsten Stewart, a forestry consultant for Urban Forest Management, summarized the gypsy moth egg mass survey. Ms. Stewart explained there is a downward trend in most of the Village. The Greenbrier/Blackthorn area, however, had elevated numbers of egg masses. She recommends that the Village not spray for gypsy moth this year. Ms. Stewart stated that Urban Forest Management would contact residents in the area that had elevated egg masses.

An Emerald Ash Borer sighting has been confirmed in the Village. Ms. Stewart noted that in following up on a tree removal application, an inspection revealed seven or eight more affected trees. The resident will remove the trees. If the Board wants Urban Forest Management to contact adjacent homeowners, they will. Mayor Kaplan suggested discussing the issue with adjacent homeowners.

Attorney Huvard noted the tree removal company must be certified and follow proper procedures for removal of the affected trees. Ms. Stewart stated Urban Forest Management would help enforce proper tree removal. Mr. Stewart noted licensed contractors must show their certification for this type of tree removal.

Ms. Stewart stated that if an Ash tree is infested with Emerald Ash Borer insects, it must be removed. Mayor Kaplan asked if the Village needs to tighten their Ordinance against utilizing chemical treatments to manage the issue. Ms. Stewart stated that the size and health of a tree will affect the effectiveness of preventative chemical treatments, but if the tree is infested, it must be removed.

POLICE REPORT
Chief Dayno provided the Board with the Police Department activity since the April 20, 2011 Board of Trustees meeting. There were three 911 hang ups, three accidents, 15 alarms, five complaints about animals, six fire department assists, four other agency assists, one well-being check, three disputes, two domestics, four driving complaints, two DUI arrests, five finger printings, two fraudulent activities, five residential/vehicular lock outs, three motorist assists, one missing person, one parking complaint, six suspicious circumstances, one theft, four crime prevention notices, and six case reports. There were 80 traffic stops with 51 citations issued to 35 people.

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

On April 22, the Police Department conducted tobacco compliance checks. Neither of the retailers that were checked sold tobacco products to the teen agents. Further reporting, Chief Dayno noted that he has a meeting set up with FEMA regarding reimbursement for emergency snow removal costs.

FIRE DEPARTMENT REPORT
Lt. Duane Christenson presented the call volume for the Lincolnshire-Riverwoods FPD District including mutual aid to the Deerfield-Bannockburn FPD District for the moths of March and April. In March there were 35 calls including 17 EMS calls, six fire calls, two auto accidents, and 10 other calls. In April there were 28 calls including 20 EMS calls, five fire calls, one auto accident, and two other calls. There were 121 calls year to date.

SWALCO, 60% RECYCLING TASK FORCE
Trustee Koomjian briefly reviewed some issues that will come before the Board in the upcoming months. The objective of the 60% Task Force is to reduce the amount of recycling going into the land fill and to develop a strategy. The process will be to make recommendations for residential recycling, commercial recycling and construction waste. The Task Force has nearly completed its recommendations and will present them to the member boards. SWALCO is identifying success by the pounds per resident per day. They have generated a sequence of recommendations, including mandatory action items.

Trustee Koomjian noted the significant items: Recommendation A-1 requires all families to use 35, 60 or 90 gallon recycling carts. Municipalities would impose the use of carts. Trustee Koomjian noted Riverwoods does not regulate trash or recycling. He stated that there may be some issues with Waste Management, because the carts require a vehicle that may have difficulty maneuvering in narrow lanes.

Mayor Kaplan stated that the carts cost money. Trustee Jamerson suggested buying carts in bulk and offering the carts to residents. Trustee Norris suggested the Village subsidize the carts for residents.

Trustee Koomjian stated that the second recommendation is that all Lake County municipalities include a pay-as-you-go option. This would require residents to pay for their non-recyclables. Mayor Kaplan noted the Village does not have a contract with a hauler; Mr. Huvard noted that in the past it proved to be more expensive for residents.

Trustee Chamberlain asked if the Village would be required to change if the majority of communities vote for these recommendations. Trustee Koomjian stated there were two "mandatory" provisions (1) if Lake County does not achieve a disposal rate of 1.8 pounds per person per day by 2015, all residential single family units would be required to recycle all recyclable materials. And (2) if Lake County does not achieve a disposal rate of 1.4 pounds per person, Lake County would require a food scrap disposal program.

Trustee Koomjian suggested the possibility of the Village volunteering in a food scrap disposal pilot program. The food scraps would be turned into compost.

Trustee Koomjian noted that Mr. Walter Willis of SWALCO is in favor of communicating with and educating residents through a PR campaign at an estimated cost of $50,000 to $100,000. Mr. Willis has suggested levying a fee of $0.25 to $0.50 per household to pay for the campaign.

APPROVAL OF ROBERT DURNING AS NEW DIRECTOR OF COMMUNITY SERVICES
Trustee Jamerson moved to approve Robert Durning as the new Director of Community Services. The Board voted in favor of the adoption.

ADOPTING A NEW FEE SCHEDULE
Russ Kraly, Director of Community Services reported that in the new fee schedule there were no changes with respect to building permits, but there was an increase in the water connection fee to $23,500. The old fee was $20,000. Trustee Haber suggested grandfathering the old fee for 90 days from the date the residents are notified of the new schedule.

The Board voted to adopt the proposed ordinance, amended to include a provision for a 180-day grace period, through November 3, 2011, during which the water connection fee will be held at the old rate of $20,000.

TO APPROVE THE BIDS OF COMED IN THE AMOUNT OF $19,444.17 AND NUCORE ELECTRIC IN THE AMOUNT OF $10,150 TO INSTALL CONDUIT PIPES AND WIRING FOR ELECTRIC POWER TO THE NEW POLICE DEPARTMENT BUILDING.
Mr. Kraly explained that the original ComEd easement did not show up on the title search when the plans were being worked on for the new Police Department building. After negotiations with ComEd and NuCore Electric, the agreed upon amount for the above described work totals $29,590. Mr. Huvard explained that part of the proposal is to abrogate the original easement.

Mr. Glenn added that when the property was subdivided, there were not sufficient utility easements. The change/correction to the plat was then issued. Trustee Haber asked if any subdivision plat must be signed off by the Village. Mr. Glenn stated that he will look into the question, and Mayor Kaplan emphasized that this needs to be done. Although the Village has to pay the agreed-upon amount or nothing will happen, Mr. Siegel asked if there was any recourse against the title company. In that regard, Trustee Haber suggested possibly asking for a reservation of rights. Trustee Haber moved to approve the ComEd bid in the amount of $29,594.17 including the execution of the plat of easement. Trustee Svatik seconded the motion. The motion passed.

BUILDING/ZONING
Trustee Jamerson presented the building department report for April. From April 1, 2010 to April 28, 2010, there was small miscellaneous construction including one addition. The total construction value was $284,326, generating fees of $4,185. From April 1, 2011 to April 28, 2011, there was one commercial remodel, one single family remodel, and small, miscellaneous construction. The total construction value was $364,534, generating fees of $7,498.

From January 1, 2010 to April 28, 2010, there was small, miscellaneous construction, an addition and a remodel. The total construction value was $548,426, generating fees of $8,608.

From January 1, 2011 to April 28, 2011, there was a commercial remodel, single family remodel, and small, miscellaneous construction. The total construction value was $527,882, generating fees of $11,268.

Trustee Jamerson also presented the tree report. On January 7, 2011, the removal of one tree, an ash, was approved. A $128 mitigation fee was charged.

April 20

DIRECTOR OF COMMUNITY SERVICES
Mr. Kraly prepared a snow plowing information packet for bidders to pick up in his office for the 2011-2012 snow season He noted the fee schedules have not been updated since 2006 or 2007. The building permit fees will not change at this time. The standard water connection charge will be changed to $23,500; the Lake County Public Works fees are updated to represent the actual, current charges of $3,568 and the water rate of $675. The woodland section is updated as well. Mayor Kaplan noted the revised fee schedule would be on the agenda for approval at the next Board of Trustees meeting.

POLICE REPORT
Chief Dayno provided the Board with a report summarizing the activity of the Police Department since the April 5, 2011 Board of Trustees meeting. There were three 911 hang ups, eight accidents, 15 alarms, five complaints about animals, six fire department assists, four other agency assists, one well-being check, one residential burglary, three disputes, two domestics, four driving complaints, two DUI arrests, five fingerprinting, two fraudulent activity investigations, five vehicular/residential lockouts, three motorist assists, one missing person, one parking complaint, six suspicious circumstances, one theft, four crime prevention notices and six case reports. There were 80 traffic stops with 51 citations issued to 35 people.

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

The residential burglary was on Thornmeadow. Chief Dayno noted this is the time of year that burglaries can increase.

VILLAGE ATTORNEY REPORT
Attorney Huvard stated a meeting was held with representatives from The Mulch Center. The Center is close to having the unpermitted fill removed from the property and the storm water management back to what was permitted. The Village is still waiting for confirmation from the County. Once received, the Village will be able to move forward with the annexation. He noted that a few minor changes were requested, including a sign package and an extension of the sewer.

COMMENTS FROM THE PRESIDENT
- Plaque of Police Department - Mr. Kraly gave Mayor Kaplan ideas for the police department plaque, which will name all eight Trustees, because there was some crossover as a result of the election. The Trustees agreed.

-Wildlife Management Meeting Report - Trustee Koomjian addressed Mayor Kaplan regarding a meeting with respect to wildlife management, which was held recently at Trinity College. Trustee Koomjian also presented information to the Trustees, including graphs showing the density of the deer population in the Village. He mentioned a cooperative study that depicts a deer population density curve. One page concentrated on deer impact with various terrains. Riverwoods would qualify as low-forage landscape. The recommended density is 10 to 20 deer per square mile. At the wildlife meeting, the target density was pegged at 15 deer per square mile.

REQUEST FOR FUNDING FROM THEATRE IN THE WOODS
Donna Lubow, of 5 Baneberry, addressed the Board and stated that Theatre in the Woods was asking for $13,000 because they were having storage issues. Mayor Kaplan suggested getting a container that could be stored behind Village Hall. That cost might be approximately $1,800. Ms. Lubow noted they also approached Estonian House to see if they could lease or build some storage there, but there was uncertainty about the relevant flood plain. Trustee Koomjian asked when the existing police department building would be vacated. Mayor Kaplan stated that the existing police department building would not be used for storage.

Mayor Kaplan noted the request is for $13,000, but if they find a less expensive storage solution, it could be reduced. The Board agreed to donate $13,000 to Theater in the Woods.

VILLAGE OF RIVERWOODS ARBOR DAY PROCLAMATION APRIL 29, 2011
Trustee Graditor moved to proclaim April 29, 2011 as Arbor Day in Riverwoods. The Board agreed with a unanimous voice vote.

POLICY DISCUSSION OF VILLAGE SUBSIDY OF WATER SSAS
Mr. Glenn prepared a study to determine the average cost of water connections throughout the Village. The average cost would be $23,500 per home. Mr. Huvard noted that the actual connection charges for homes in South Riverwoods would actually support approximately 85% of the estimate. Trustee Haber noted the connection charge would be imposed on all homes, including those that did not connect and that, in his opinion, if the old connection charge is made available for a period of time it may stimulate some homeowners to connect. Trustee Koomjian noted that if the estimate is not correct, the Village would need to pay the difference. Mr. Huvard noted the Village would cover it until it was recovered by future connections. Mayor Kaplan stated that, because it is a flat fee, the Village would request bids for connecting to houses up to the plumbing, which would be an option for the SSA. Mr. Glenn noted the bidding environment is very good right now. Mr. Huvard believes the connection charge could be approved at the next meeting and Mayor Kaplan could start communicating with residents in south Riverwoods.

Trustee Koomjian, who stated he is satisfied with his well, stated that a burden would be imposed on residents of at least $23,000, without having received any rationale for it. He has not seen residents requesting public water, and does not know if the project, once begun, could easily be stopped. He suggested further investigation in order to gauge what measure of support exists for the project. Mayor Kaplan stated that the Board is not proposing anything; rather, the Board is just putting out information. Residents in a potential SSA need to know what the cost would be before determining if it is feasible.