North Cook News

Village of Glencoe Board of Trustees met October 19.

Here is the minutes provided by the Board:

1. Call To Order And Roll Call

The Regular Board Meeting of the Board of Trustees of the Village of Glencoe was called to order by the President of the Village of Glencoe, Cook County, Illinois, at 7:04 p.m. on Thursday the 19th day of October, 2017, in the Village Hall Council Chambers. The following were in attendance:

Attendee Name Title Status

Village Board

Lawrence Levin Village President Present

Trent Cornell Trustee Absent

Gail Lissner Trustee Present

Barbara Miller Trustee Present

Peter Mulvaney Trustee Present

Dale Thomas Trustee Present

Jonathan Vree Trustee Present

Village Staff

Philip Kiraly Village Manager Present

Steven Elrod Village Attorney Present

Sharon Tanner Assistant Village Manager Present

David Mau Director of Public Works Present

David Clark Director of Finance Present

Cary Lewandowski Director of Public Safety Present

Stella Nanos Glencoe Golf Club General Manager Present

Denise Joseph Assistant to the Finance Director Present

Adam Hall Management Analyst Present

Megan Hoffman Management Analyst Present

Jordan Lester Management Analyst/Deputy Village Clerk Present

2. Consideration Of Minutes

a. Board of Trustees- Committee of the Whole – Sept 19, 2017 5:30 pm

b. Board of Trustees - Regular Meeting - Sept 19, 2017 7:00 pm

Trustee Thomas moved, seconded by Trustee Miller to accept the minutes with the correction of a scrivener’s error in the Village Board meeting minutes. Said motion passed with the following vote:

Result: Accepted

Ayes: Lissner, Miller, Mulvaney, Thomas, Vree

Nays: None

Absent: Cornell

3. Public Comment

There were no comments from the public.

4. Reports Of Committees

a. Committee of the Whole

President Levin stated as the October Committee of the Whole meeting did not take place, there was nothing to report at this time.

b. Finance Committee

Trustee Vree reported that at its October 19 meeting, the Finance Committee discussed the Village’s monthly financial reports. He explained that Village revenues are slightly ahead of predictions for the year and that in terms of expenses, the Village was below predicted expenditure amounts. He reported that overall, the Village’s financial condition is strong. Trustee Vree stated that the Committee reviewed the Village’s Community Improvement Plan schedule for Fiscal Year 2018. He shared that the Village has been very productive during Fiscal Year 2018, and capital expenditures are below budgeted amounts. The Committee also reviewed the Village’s audit services agreement with Lauterbach & Amen, LLP for Fiscal Years 2018-2022.

Next, Trustee Vree reported that the Committee discussed the Village’s long-range financial forecast through Fiscal Year 2023, along with the Village’s financial policies. He said that the Village has a number of upcoming projects that could significantly impact the budget and the importance of financial planning during the next five years. He stated that expenses are projected to rise faster than revenues during the next five years and that the Committee began discussion on how the Village can financially prepare for fiscal years in which revenues are less than expenditures. Finally, Trustee Vree noted that the Committee also discussed the police pension fund and how the Village handles fees in general.

The next Finance Committee meeting will take place on Tuesday, November 14 at 6 p.m. in the Village Hall Conference Room.

c. Plan Commission

Trustee Miller reported that at its September 27 meeting, the Plan Commission continued developing design guidelines for the Downton District. She shared that the Commission will be hosting a Downtown Walkabout on Saturday, October 21 at 11:30 a.m., beginning in the Village Hall Conference Room. With the assistance of experts from Teska Associates, the Walkabout will provide visualization for some of the possible downtown design concepts. She noted the complexity of visualizing concepts and finding standards of quality without interfering with the rights of property owners. Trustee Miller stated that she will keep the Board updated as the Commission develops more detailed information. Trustee Mulvaney asked who was invited to the Downtown Walkabout. Trustee Miller responded that all members of the public are cordially invited to take part in the event.

The next Plan Commission meeting will take place on Wednesday, October 25 at 7:30 p.m. in the Village Hall Council Chambers.

d. Golf Advisory Committee

Trustee Thomas reported that the Golf Advisory Committee met on Monday, October 16. The Committee discussed how above-average temperatures in September resulted in a higher number of rounds played than predicted. He shared that the Golf Club hosted the Central Suburban League High School Championships during the month, with students from New Trier, Evanston Township and Niles West High Schools playing the golf course. Finally, Trustee Thomas reported that the Golf Club’s permanent tee time program for Saturday and Sunday mornings has been very successful this year, with the program having the highest participation rate in 11 years. He shared that overall, the Golf Club has had a strong year financially.

The next Golf Advisory Committee meeting will take place on Monday, November 20 at 7 p.m. in the Village Hall Conference Room.

e. Sustainability Task Force

Trustee Mulvaney reported that the Task Force met on Tuesday, September 26. The Task Force discussed the Village’s community-wide Active Transportation Plan. The multimodal plan will focus on several components, including biking, walking and vehicular components. He shared that the Task Force invited a group of community members to participate in the plan’s steering committee. The steering committee with host its first meeting in late October to discuss the plan’s vision, goals and outreach strategies. Trustee Mulvaney also reported that the Task Force continued discussion on its seven ongoing initiatives, ranging from topics such as composting to ravine management programs. He praised Task Force Member Lisa Fremont, of Go Green Glencoe, for her excellent job engaging the community in ravine management awareness. Trustee Mulvaney shared that a ravine management meeting will be held in the near future to discuss the importance of protecting Glencoe’s habitat and the specific types of care the community’s environment requires.

Next, Trustee Mulvaney detailed the Task Force’s goal of increasing sustainability awareness in the community, beginning with the Task Force’s downtown business green certification program. He shared that the Task Force will be sending surveys to Glencoe businesses with questions regarding sustainable practices. Businesses can complete the survey and receive decals certifying they are green businesses in the community if they meet certain sustainability requirements. Trustee Miller asked when the survey will be sent out and if questions can still be added. Trustee Mulvaney responded that the survey is currently being finalized but that questions still can be modified.

The next Task Force meeting is on Tuesday, October 24 at 7 p.m. in the Village Hall Conference Room.

f. Sesquicentennial Planning Group

Trustee Lissner reported that the Planning Group continued developing the Village’s 2019 sesquicentennial celebratory event during its most recent meeting on October 10. She explained that the celebration will be three-pronged, with celebration, legacy and historical components. The Group looked at a variety of potential activities aimed at engaging the community in anticipation of 2019, such as hosting monthly community events. Trustee Lissner added that the Group will soon reach out to various major community organizations to solicit their participation and co-sponsorship for some of the events. She shared that although a significant amount of work still needs to be accomplished, many aspects of the celebration are coming together.

The next Sesquicentennial Planning Group meeting will take place on Tuesday, October 24 at 4 p.m. in the Village Hall Conference Room.

5. Reports Of Officers

a. Reports of the Village Manager

Village Manager Kiraly invited Management Analyst Adam Hall to provide updated information regarding the Village’s garbage collection service transition to Lakeshore Recycling Systems (LRS), set to take place on Wednesday, November 1. Management Analyst Hall reported that residents who have not yet made a garbage service level selection must contact LRS as soon as possible by calling (773) 685-8811. He encouraged residents to share the information with their neighbors and to sign up for service if they have not done so already. He reported that beginning on Monday, October 23, LRS will begin delivering standardized carts to residents that have elected to receive them. Residents wanting to dispose of old garbage containers should bring their old containers to the curb with their weekly garbage and place sign on the sides of the carts indicating that they are to be disposed.

Management Analyst Hall also shared that new yard waste stickers are available for purchase at either Village Hall or the Grand Food Center. Old yard waste stickers can be used until December 15, or brought into Village Hall and exchanged for new stickers. At the end of October, utility bills will feature new information about billing procedures, including direct ACH transfers and online portal options. Management Analyst Hall encouraged residents to follow the Village’s social media accounts and eNewsletter for additional information or contact him at (847)461-1105.

Trustee Mulvaney asked if residents can select service at Village Hall. Management Analyst Hall responded that staff can answer questions at Village Hall but that residents should contact LRS directly to sign up for service. Village Manager Kiraly noted that the Village website has a frequently asked questions list that may answer residents’ questions regarding service selection. He shared that the Village is trying to be as comprehensive as possible in sending community messages to make sure that every resident is informed without being a nuisance to those who have been proactive in contacting LRS. He thanked residents who have already selected service levels and emphasized the importance of encouraging friends and neighbors to do the same. Trustee Mulvaney asked will happen if residents would like to change their service level. Village Manager Kiraly responded that the level of service residents elect is not permanent; however, the Village wants to ensure that the service transition is as smooth as possible and that residents receive their preferred level of service. He shared that the Village will continue to work with LRS and assist residents if they have any questions.

Village Manager Kiraly noted that due to the late summer-like weather, trees have not been dropping their leaves quite as early as normal which has delayed the start of the Village’s annual curbside leaf collection program. He noted the program will commence Monday, October 23 and will conclude at the end of November.

Village Manager Kiraly also reported that work on the replacement of the flooring in the Metra station was delayed the work will take place beginning Monday, October 23.

Village Manager Kiraly invited Management Analyst Megan Hoffman to provide an update on the Village’s newsletter, the Glencoe Quarterly. Management Analyst Hoffman shared that the Glencoe Public Library will be adding content to the Village newsletter moving forward, and praised the collaborative efforts of all the organizations that contribute to the newsletter. She reported that representatives from each organization met during October to discuss changes to the publication, as well as the need to expand the number of pages. Currently, each issue of the Quarterly contains 16 pages. She noted that future editions will contain 20 to 24 pages and feature a community calendar. The Quarterly will also have an extra page that will be offered to community organizations, such as the Glencoe Historical Society or the Glencoe Community Holiday Drive. The page will be offered on a first-come, first-served basis but scheduled to accommodate interested organizations. She added that the Village is evaluating options for sustainable printing materials, such as recycled paper and soy ink.

Last, Management Analyst Hoffman reported that the publication is going through a rebranding process. The newsletter will no longer be published on a quarterly basis due to the expanded amount of content that will be included. The newsletter will have three editions published in the fall, winter and spring. She shared that the newsletter does not have a new name as of yet but that suggestions are welcomed.

Finally, Village Manager Kiraly invited the Director of Public Safety Cary Lewandowski to share Halloween safety reminders for the community. Director Lewandowski reported that Public Safety Officers will be active in the community during the evening and asked that everyone act safely and responsibly and he encouraged parents and motorists to be mindful of surroundings. Finally, he noted that additional safety tips are available on the Village’s website, as are hours for trick-or- treating.

b. Reports of the Village President

President Levin presented a Proclamation declaring October as OAKtober. Trustee Thomas moved, seconded by Trustee Miller, to approve the Proclamation. Said motion passed with a unanimous vote.

President Levin provided an update on the State General Assembly. He reported that the State legislature’s veto session will begin on Tuesday, October 24 and continue through Thursday, October 26. The House is set to review Senate Bill 1451, the Small Wireless Facilities Deployment Act, which would severely reduce municipal authority over the installation, placement and location of small wireless facilities. He emphasized that bill could permit wireless companies to place telephone poles in Village right-of-ways and downtown areas, as well as in locations that could potentially interfere with Public Safety operations. President Levin reported that the Village is working to see if changes can be made to the legislation to preserve municipal rights. President Levin continued his update on State legislation, reporting that the General Assembly is scheduled to evaluate its budget for the upcoming fiscal year. The State is considering taking away over $100,000 of revenues from State income tax distribution and personal property replacement taxes (PPRT). He shared that the Village is encouraging legislators to support legislation that preserves tax distribution to municipalities. President Levin added that as of the week of October 15, 26 State legislators have either resigned or decided not to run for reelection.

President Levin shared that the Northwest Municipal Conference will host its annual Legislative Breakfast on Saturday, January 28, 2018 and encouraged all interested to attend. He also reported that the Village Board will meet on Monday, October 30 at the Chicago Botanic Garden for an all-day strategic visioning session for establishing Board goals and objectives for the upcoming four years.

President Levin reported that the next Village Board meeting will be on Thursday, November 16.

6. Consent Agenda

Trustee Thomas moved, seconded by Trustee Miller, to adopt the following consent agenda items:

a. September 2017 Treasurer's Report and Glencoe Golf Club Financial Report

b. September 2017 Check Register for the Village of Glencoe & Glencoe Golf Club

c. Consideration of a Resolution Authorizing the Village Manager to Execute an Agreement with Lauterbach & Amen, LLP of Warrenville, Illinois for the Completion of Audit Services for Fiscal Years 2018-2022, in an Amount Not-To-Exceed $128,700

d. Consideration of an Ordinance Establishing a System for the Licensing of Organizations to Operate Raffles

e. Consideration of a Resolution for an Amendment to the Comprehensive Fee and Fine Schedule Related to Raffle Licenses

f. Consideration of a Resolution Authorizing the Procurement of Two 2018 Ford Police Interceptor Utility AWD Vehicles for the Public Safety Department

g. Consideration of a Resolution Approving an Intergovernmental Agreement with the Village of Northbrook to Loan/Borrow Emergency Service Vehicles and Equipment to/from the Village of Glencoe

h. Consideration of Ordinance Authorizing the Village Manager to Execute an Agreement with Standard Equipment of Chicago, Illinois for the Purchase of One (1) 2018 Elgin Pelican NP Street Sweeper for a Total Cost Not-To-Exceed $175,923 Including the Trade-In of the Existing Unit

i. Consideration of a Resolution Authorizing a Contract with Crystal Maintenance Inc. of Mount Prospect, Illinois for Janitorial Services for the Village Hall and Public Works Garage for an Annual Cost of $20,940

The motion was adopted with the following vote:

Result: Accepted

Ayes: Lissner, Miller, Mulvaney, Thomas, Vree

Nays: None

Absent: Cornell

7. Regular Business

a. Consideration of a Resolution Authorizing the Purchase of Firing Range Equipment Upgrades for the Public Safety Department in an Amount Not to Exceed $79,904.66

Director Lewandowski provided a brief overview of the Village firing range upgrade project. He reported that the proposed upgrades were approved for the Fiscal Year 2018 Budget and are intended to replace equipment originally purchased in 1989 and upgraded in 2007. The Public Safety Department’s current ballistic shooting booths do not meet standards for ballistic protection. Upgrades to the range would include a new carrier system and booths that would meet standards for the next 10 to15 years. He explained that new materials are able to withstand strikes more effectively and are predicted to reduce maintenance costs by half. Director Lewandowski reported that the cost of upgrading is higher than what was originally budgeted due to increased item costs and also as a result of deferring the project until after dispatch consolidation with the Village of Glenview was completed in the summer. He added that Glenview will be reimbursing the Village $89,000 in November, which will go towards firing range improvement costs.

Trustee Vree asked if Public Safety Officers need the firing range for training purposes. Director Lewandowski responded that officers are required to meet annual State training standards and that they use the firing range to practice. He added that certain specialized Public Safety units utilize the range as well for additional practice. Trustee Mulvaney asked if civilians can use the range. Director Lewandowski responded that civilians are not allowed to use the range but that the Department has shared the range with the Coast Guard in prior years. He added, however, that the shared service resulted in increased maintenance costs due to additional damage.

Trustee Thomas moved, seconded by Trustee Miller, to adopt the resolution. The motion was approved with the following vote:

Result: Accepted

Ayes: Lissner, Miller, Mulvaney, Thomas, Vree

Nays: None

Absent: Cornell

b. Consideration of a Resolution Authorizing the Village Manager to (1) Execute an Agreement with Mark Meade Excavators of Grayslake, Illinois for the Beach Front Water Main Replacement Project for a Not-to-Exceed Cost of $35,475; (2) Approve a Purchase Contract with Mid-American Water of Wauconda, Illinois for water main pipe materials for a cost of $21,000; and 3) Authorization for the Village Manager to Approve Change Orders Not-To-Exceed $7,000 for Unforeseen Issues that May Arise

Director of Public Works David Mau provided an overview of the project area. He explained that treated and finished water leaves the Village’s beachfront water plant through three 16-inch water mains, travel up the bluff, bringing water to the Village’s network of mains. The 16-inch main that extends from the north side of the water plant was installed during the 1950s and is located on Pearlman Boating Beach. He reported that due to a combination of high Lake Michigan water levels, erosion and loss of sand, the water main became exposed over the summer. As a result, staff worked with an engineering consultant in early September to take the water main out of service. He shared that the Village also worked closely with the Park District and thanked the Park District for its cooperation during the process.

Director Mau reported that in June, the Board approved a contract with Mark Meade Excavators for general underground construction repairs during the course of the year. Director Mau explained that the relocation project is a hybrid of efforts from both the Village and Meade Excavators, with the Village supplying materials and oversight and Meade Excavators providing labor and equipment. Director Mau said that the project will take approximately 10 days to complete. Director Mau reported that Mid-American Water proposed the lowest bid on pipe materials. He added that at the recommendation of the Village attorney, the Resolution before the Board includes a change order authorization so that if unforeseen circumstances arise, the project can continue Without the change order, the total cost of the relocation project is estimated to cost approximately $56,000, which is over the budgeted amount for emergency water main repairs in the Water Fund, but funds are available in fund balance. Director Mau shared that final engineering plans have been shared with the Illinois Environmental Protection Agency (IEPA), and staff expects expedited review by the IEPA and final completion by mid-November.

Director Mau noted that that once the new main is placed in its new location, it will be buried five or six feet under firm, compacted sand. The pipe will be moved as close to land as possible without disrupting beach operations. He added that the section of the old main that is currently exposed will be removed. Trustee Miller asked if the water service to the northern portion of the community will be disrupted. Director Mau responded that the Village water distribution system has redundancy and is looped, so water is still being supplied through the main system on Sheridan Road.

Michael Glass asked if the old main will impact the boating beach. Director Mau responded that the entirety of the old main will be removed and that the beach will be back to its normal conditions once the work is completed.

Trustee Thomas moved, seconded by Trustee Miller, to adopt the resolution. The motion was approved with the following vote:

Result: Accepted

Ayes: Lissner, Miller, Mulvaney, Thomas, Vree

Nays: None

Absent: Cornell

c. Consideration of a Resolution Authorizing the Village Manager to Execute a Contract with A-1 Contractors Inc. of Wheeling, IL for the South Avenue Overlook Improvements for a Cost Not-to- Exceed $60,180

President Levin welcomed residents Michael Glass and Elizabeth Schoenfeld of the Glencoe Community Foundation to the meeting and expressed gratitude for their assistance in making the street end improvements possible.

Director Mau provided a brief overview of the project parameters at the South Avenue street end. South Avenue is one of seven streets in the Village that ends on the east side at Lake Michigan in what is commonly referred to as the street end. The South Avenue street end has 66 feet of right-of-way that terminates east of Sheridan Road. In 2016, Village staff met with representatives from the Glencoe Community Foundation and a group of current and former residents who indicated an interest in improving public access to the South Avenue street end. Director Mau added that the Foundation and the Village worked with a landscape architect from Teska Associates to design improvements for an overlook at the street end, similar to the overlook on Hazel Avenue. Proposed improvements consist of a gravel foot path, benches, landscaping and site-appropriate signage. Potential ideas were presented to the Board, which expressed support for the project.

Director Mau reported that since then, staff has reached out to neighbors for feedback and secured proposals for the work on South Avenue. The lowest qualified bidder was A-1 Contractors Inc. with a bid of $60,180. He noted that when staff was initially approached by the Glencoe Community Foundation, the Foundation proposed a minimum $25,000 donation to help fund the improvements. The Village has budgeted $15,000 for a portion of the project, with a resident on South Avenue committing an additional $20,000. As a result, Village contribution to the project is expected not to exceed $15,180. Despite approaching the winter season, Director Mau reported that A-1 Contractors is committed to completing the overlook improvements before the end of the fall season. Director Mau stated that staff recommends proceeding with the project, contingent upon the Village receiving the minimum of $45,000 in committed, private funds.

Trustee Miller addressed the safety component of increasing public access to the street end. She asked what will happen to the fence currently located at the South Avenue street end and why the fence was originally placed there. Director Mau responded that when the street end was originally closed in 2010, the steep slope was mostly bare, leading to the installation of the fence. However, the slope has since been covered with substantial vegetation. Landscaping plans include additional, low-profile shrubbery that will discourage access to the slope. Trustee Miller asked for clarification on the elevation of the area and the position of the new low-profile wall. Director Mau responded that the position of the wall will be based upon the location of the most stable portion of the outlook’s table land. Director Mau also noted that the Village’s improvement to the Dell Place beach access has made the South Avenue street end less attractive to those trying to get to the shoreline.

Trustee Mulvaney expressed gratitude to all those who have contributed to the project. He shared the importance of the community reconnecting with Lake Michigan and realizing how significant of an asset the Lake is for Glencoe. Trustee Mulvaney asked if there will be a gate or signage at the street end and if the redevelopment will impact storm water drainage. Director Mau responded that the concept of having a fence with a locking gate or time restrictions was considered but that the final reiteration does not include a fence. The street end will likely feature signage similar to that at Dell Place beach, which prohibits access between the hours of dusk and dawn. Regarding storm water, Director Mau explained that from an engineering and public works perspective, street ends are primarily utility convenience locations. The Village’s preliminary Fiscal Year 2019 Community Improvement Plan (CIP) includes repairs for four storm water outfalls, including South Avenue, but the repairs are not be a part of the street end improvement project. Trustee Mulvaney asked if the landscaping plans for the street end take into consideration protective elements for the native plants. Director Mau responded that staff is working with a certified arborist from Teska Associates to ensure that the vegetation protected during redevelopment and that appropriate lower-profile landscaping materials are chosen for the area.

Trustee Thomas expressed support for the safety considerations of the project and his gratitude to Mr. Glass and all involved with making the project possible. President Levin added that this project is an outgrowth of a Committee chaired by former Trustee Joel Solomon, who recommended opening up the street end to the public. He also thanked Mr. Glass and the community as well, praising their hard work and dedication. Mr. Glass thanked President Levin and the Board and shared with the community other Village street ends, such as those at Maple Hill Road and Dell Place, which have the potential for greater public access in the future. President Levin expressed gratitude for Mr. Glass’ words and his reminder that the hard work of residents makes a significant difference in our community.

Trustee Thomas moved, seconded by Trustee Miller, to adopt the resolution. The motion was approved with the following vote:

Result: Accepted

Ayes: Lissner, Miller, Mulvaney, Thomas, Vree

Nays: None

Absent: Cornell

8. Other Business

There were other no items for discussion.

9. Closed Session

Trustee Thomas moved, seconded by Trustee Miller, to enter into Closed Session at 8:02 p.m. pursuant to sections 2(c)(1) and 2(c)(11) of the Open Meetings Act, to consider probable or eminent litigation against or by the Village as well as the performance of employees. The motion was approved with the following vote:

Result: Accepted

Ayes: Lissner, Miller, Mulvaney, Thomas, Vree

Nays: None

Absent: Cornell

10. Adjourn

Trustee Thomas moved, seconded by Trustee Miller, to adjourn the meeting at 9:25 p.m. The motion was approved with the following vote:

Result: Accepted

Ayes: Lissner, Miller, Mulvaney, Thomas, Vree

Nays: None

Absent: Cornell

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