Village of Glencoe Board of Trustees met March 15.
Here is the minutes provided by the Board:
1. Call To Order And Roll Call
The Regular 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 7:00 p.m. on the 15th day of March, 2018, in the Village Hall Council Chambers. The following were in attendance:
Attendee Name; Title; Status:
Lawrence Levin Village President Present
Trent Cornell Trustee Present
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 Public Works Director Present
Cary Lewandowski Public Safety Director Present
Stella Nanos Glencoe Golf Club General Manager Present
Denise Joseph Interim Finance Director Present
Rich Weiner Deputy Public Safety Chief Present
Megan Hoffman Assistant to the Village Manager Present
Nathan Parch Community Development Administrator Present
Adam Hall Management Analyst Present
Jordan Lester Management Analyst/Deputy Village Clerk Present
2. Consideration Of Minutes
a. Board of Trustees - Committee of the Whole - Jan 18, 2018
b. Board of Trustees - Regular Meeting - Jan 18, 2018
c. Board of Trustees - Strategic Visioning Workshop - Feb 1, 2018
Trustee Thomas moved, seconded by Trustee Miller to accept the minutes. Said motion passed with the following vote:
Result: Accepted [Unanimous]
Ayes: Cornell, Lissner, Miller, Mulvaney, Thomas, Vree
3. Public Comment
There were no public comments on non-agenda items.
4. Regular Business
Trustee Thomas, seconded by Trustee Miller, motioned to advance agenda item Regular Business: Discussion of Green Bay Trail Restoration Project – South of South Avenue up for discussion. The motion passed with the following vote:
Result: Accepted [Unanimous]
Ayes: Cornell, Lissner, Miller, Mulvaney, Thomas, Vree
a.Discussion of Green Bay Trail Restoration Project - South of South Avenue
President Lawrence Levin began by informing the audience members of the Village’s public comment and discussion procedures, which were adopted by Resolution in 2011, and invited all who wanted to speak to fill out a comment slip. He stated that Village staff and representatives for both the Friends of the Green Bay Trail and residents living in the segment of the community referred to as South of South Avenue (“SOSA”) will present to the Board that evening. He invited Public Works Director David Mau forward to provide background and context on this issue. Director Mau provided a brief background on the history of the Village’s involvement with Green Bay Trail improvements. As the majority of the Trail is located on public property, the Village is responsible for its maintenance. He reported that in 2011, a small group of residents met with Village staff to discuss restoration options for a segment of the Trail. The group of residents grew into the non-profit, Friends of the Green Bay Trail (FGBT) organization supported by community donations. The Village currently has a license agreement with the FGBT that allows the Friends to engage in routine maintenance and planting of natural plant materials along the Trail. Much of the work involves the removal of invasive plant species. The agreement requires the FGBT to submit plans to the Village before restoration work begins.
Director Mau explained that in 2016, the Village and Glencoe Park District requested that the FGBT create a comprehensive plan for restoration, which the Friends developed in conjunction with a professional landscaper. In January 2017, the Village notified residents living in the SOSA segment of the community via mail of plans to remove dead trees in the area. During the summer, the FGBT met with the Union Pacific Railroad representatives to review dead tree removal efforts in Railroad- owned land, with plans finalized in the fall of 2017. Resident donations for SOSA Trail restoration reached $100,000. He stated that the FGBT presented plans for SOSA restoration to the Glencoe Park District Board of Commissioners and Village Boards in November and December of 2017, with both Boards publicly expressing support for the restoration project. On December 13, a community meeting was held at the Takiff Center, with advance public notice given to residents through both written and electronic notice. Following the meeting, the Village shared Trail information through its bi-weekly e-newsletter and social media accounts.
In January 2018, Director Mau noted that the Village was contacted by a resident on Ida Place with concerns about the FGBT restoration project, and staff met with the resident in early February. Staff agreed to look at possible alternative options. On March 1, the Village received a written petition from a number of residents requesting that the Village stop all proposed restoration work on the Trail until concerns could be addressed. Concerns listed include property value loss, safety and security, increased visibility and exposure and loss of train sound buffering.
Director Mau concluded by stating that both Village and Park District staff have suspended plant removal to allow for the evening’s discussion.
President Levin thanked Director Mau and invited Ida Place resident and representative for the SOSA residents, Carl Leonard, to present. Mr. Leonard thanked President Levin and the Board and stated that he was there as a concerned resident desiring to discuss alternative Trail restoration options and find a resolution. He shared that SOSA residents are concerned about the impact of restoration on their homes. A petition requesting that the Village cease restoration work was circulated to SOSA homes and submitted to the Village. Mr. Leonard expressed that SOSA residents felt that not enough information was given to impacted residents and that those aware of previous FGBT Trail restoration efforts in other parts of the community disapproved of the way the project was conducted. He highlighted that residents feel that the removal of trees will result in decreased property values, increased safety and security risks through greater property visibility and decreased sound buffering. Mr. Leonard shared that the residents were not asking for the Village or the FGBT to permanently stop restoration efforts, but rather to rethink plan options based on input from SOSA residents. President Levin thanked him for his comments.
President Levin invited Betsy Leibson, President of the FGBT, to present. Ms. Leibson thanked President Levin and the Board and stated that the FGBT mission is to create and maintain a healthy habitat along the Green Bay Trail. She described that due to differences in area size, project timeline and partnerships, the FGBT’s plans for SOSA Trail restoration differed from previous restoration efforts taking place on the Trail near Harbor Street and Scott Avenue. She explained that the organization’s membership and funds have increased significantly in the past few years, which has allowed the FGBT to hire professional landscapers and consult Robert Kirschner, Director of Restoration Ecology of the Chicago Botanic Garden, when developing restoration plans. Ms. Leibson noted that the SOSA restoration plan was developed and revised in collaboration with Union Pacific Railroad, the Village and Glencoe Park District. She provided a brief recollection of the FGBT presentation to the Village Board at the December 21, 2017 Village Board meeting, which detailed the FGBT’s tree species and size selection process. Ms. Leibson shared that the Friends understand resident concerns regarding density and added extra large trees to the planting plan, but she emphasized that trees and other plants need time to reach their full sizes. She concluded by stating that the FGBT restoration plan was supported by the Park District and the Village in 2017 and that the FGBT would like Board approval to move forward with the already-approved project.
President Levin thanked Ms. Leibson for her comments and opened the meeting to public comment. The following members of the public addressed the Village Board:
• Cameron Avery: Stated that the FGBT respects the concerns of the neighbors but that the removal of buckthorn and other invasive species should not be delayed due to seasonal constraints. He added that the FBGT will lose volunteers and fundraising potential if the project does not move forward.
• Marc Cohen: Stated his support of Mr. Leonard’s comments and reiterated that consideration of the impacts of Trail restoration upon property values should be taken seriously. He suggested that the Village conduct a real estate survey to assess the potential impact of restoration work to property values.
• Kayri Havens, Director of Plant Science and Conservation, Chicago Botanic Garden: Stated the importance of buckthorn removal and that restoration efforts take time to come to fruition. She provided her own positive experience with restoration and that restoration increased her property values.
• Jennifer Edidin: Stated positive impacts of restoration on both the Trail and her home. She added that restoration has provided the community with plant education and a gift to future generations in the community.
• John Satter: Stated his support for the SOSA restoration plan and that he passed out fliers to homes along the Trail, inviting residents to the December 13 open house. He disagreed that property values would be impacted by restoration efforts.
• Holly Marihugh: Stated her support of FGBT restoration efforts. She added that property owners knew before purchasing their homes that they were located next to railroad tracks and that even if there was a loss of the sound buffer that the train noise was not a nuisance.
• Gary Edidin: Stated that Trail restoration has significantly improved the community and has made the Trail an even larger asset for the community.
• Hall Healy: Stated that restoration efforts have been rigorously reviewed by scientists, the Park District and Village. He added that since the project has already been approved by the Board that it should continue.
• Harriet Resnick: Stated that she originally signed the SOSA petition but had changed her mind after learning more about FGBT’s restoration plan. She added that changes take time and that the efforts made now will benefit future generations in the community.
• Dev Mukherjee: Stated that he has experienced economic and privacy loss due to tree removal on his property. However, he added that despite those elements, he appreciated that he had a responsibility to the broader community. He noted that the project would result in his neighbors’ enhanced enjoyment of the Trail.
• Eileen Sirkin: Stated her experience with buckthorn removal and that although new plants took time to grow, the area near her home became more beautiful over time than what it was originally.
• Paul Vabakos: Stated his support of the SOSA neighbors’ concerns and that his property values have decreased due to inadequate tree replacement along the Trail near his home. He added that he feels the Friends should finish the work near Harbor Street and Scott Avenue before working on SOSA.
Trustees asked Ms. Leibson for additional information on the difference between the FGBT’s restoration plans for the northern portion of town and SOSA. Ms. Leibson responded that restoration between Harbor Street and Scott Avenue is 75% completed, as more plants and trees will be added to the area. She explained that the SOSA plans were different than those for the northern portion of the Trail because when those plans were completed several years ago, the FBGT had no budget and only three volunteers. Ms. Leibson emphasized that the SOSA plans were reviewed by professionals and follow best planting and restoration practices.
Trustees asked for further clarification on the proposed plant density in the SOSA area and neighbor notification. Ms. Leibson responded that SOSA restoration will result in a greater plant density than near the northern section of the Trail and that trees with larger diameters will be planted in the SOSA area to allow for greater coverage. Regarding neighbor notification, Ms. Leibson stated that fair notice was given to SOSA residents by the FGBT, Park District and Village through the mail and electronic communication channels. Director Mau added that the Village has spent a significant amount of time working with residents in the area and that the first time the Village learned of resident dissatisfaction of restoration efforts was at the December 13, 2017 public meeting. He stated that the Village could potentially facilitate discussion between the FGBT and SOSA neighbors to look at additional planting options.
Trustee Lissner motioned to postpone discussion of the Green Bay Trail Restoration Project South of South Avenue until a later date to gather additional public engagement. The motion was not seconded, and therefore failed for lack of a second.
President Levin stated that trail restoration will resume as originally planned. However, the Board directed staff to continue to work with both the FGBT and SOSA residents as the project continues.
5. Reports Of Committees
After discussion of Green Bay Trail, the Board resumed its scheduled agenda order.
a. Committee of the Whole
President Levin reported that the Committee of the Whole discussed the adoption of a Village property maintenance code and directed staff to prepare an adoption ordinance. The Committee also discussed leaf blower regulations and modifications to the Village’s solicitation ordinance. Finally, the Committee reviewed a draft of the Village’s strategic plan.
The next Committee of the Whole meeting will take place on Thursday, April 19 at 5:30 p.m. in the Village Hall Conference Room.
b. Finance Committee
Trustee Vree reported that with the closing of the Fiscal Year 2018 on February 28, the Finance Committee reviewed revenues and expenditures for the end of the last fiscal year. He stated that annual revenues were higher than predicted, primarily due to strong building permit revenue, and that capital expenditures were lower than estimated. Trustee Vree added that the Committee also reviewed Fiscal Year 2019 Capital Improvement Program expenditures, with the enterprise resource planning software as the highest expenditure.
The next Finance Committee meeting will take place on Tuesday, April 17 at 6 p.m. in the Village Hall Conference Room.
c. Plan Commission
Trustee Miller reported that the Plan Commission has not met since the January Village Board meeting. The next Plan Commission meeting is scheduled to take place on Wednesday, March 28 at 7:30 p.m. in the Village Hall Council Chambers.
d. Golf Advisory Committee
Trustee Thomas reported that at its March 12 meeting, the Advisory Committee approved the Glencoe Golf Club’s Fiscal Year 2019 budget. He stated that the past season was highly successful, as the Club had the second-highest number of rounds played in eleven years. The upcoming year is predicted to be successful as well, with the Club preselling 15% more permanent tee times than last year. Trustee Thomas noted that the Club will be hosting a free nature event at the course on Friday, May 11 at 5:30 p.m. The event 2018 Bio-Blitz event will feature educational outdoor activities for all ages. He invited all in the community to attend.
The next Golf Advisory Committee will meet on Monday, April 16 at 7:30 p.m. in the Village Hall Conference Room.
e. Sustainability Task Force
Trustee Mulvaney stated that at its February 27 meeting, the Task Force discussed its ongoing long- term goals and projects and that he would have additional information to report at the April Village Board meeting.
The next Sustainability Task Force meeting will take place on Tuesday, March 27 at 7 p.m. in the Village Hall Conference Room.
f. Sesquicentennial Planning Committee
Trustee Lissner reported that on February 19, the Planning Committee hosted a community event at Writers Theatre. Representatives from various Glencoe organizations gathered to discuss sesquicentennial planning. She thanked all who attended.
The next Sesquicentennial Planning Committee meeting is scheduled for Wednesday, April 4 at 4 p.m. in the Village Hall Conference Room.
6. Reports Of Officers
a. Reports of the Village Manager
Village Manager Kiraly reported that the Village recently mailed its Fiscal Year 2019 Budget in Brief document to each household in early March. The brief is intended to condense the Village’s over 200- page budget document into a few easily-understood pages to explain revenues, expenditures and upcoming capital projects. He shared that the Village has received positive responses so far and that staff intends to produce the document annually.
Next, Manager Kiraly stated that information regarding the Village’s annual vehicle license renewal process will be mailed the next day. He encouraged residents to renew vehicle stickers online through the Village’s website but that renewals may also be made in-person at Village Hall or through the mail. Vehicle stickers must be renewed by May 1, or residents will be charged a $50 late penalty. Manager Kiraly shared that the Village will be using vehicle registration information from the Secretary of State for the first time this year.
Manager Kiraly reported that as part of the Village’s garbage collection program with Lakeshore Recycling Systems (LRS), residents will now have the ability to participate in the Village’s new combined food scrap and yard waste collection program. The combined service allows residents to dispose of compostable materials along with yard waste at the curb each week on Wednesdays from mid-April through mid-December. He stated that residents will need to subscribe to the program or purchase stickers to utilize the new service. Manager Kiraly shared that additional information will be shared with the community in the upcoming weeks. In addition, he noted that the Village’s 2018 Clean-Up Day program has changed from prior years. There will only be two Clean-Up Days during 2018 on Wednesdays, May 2 and October 3. Residents should put all bulk items out for collection on May 2 or wait until October.
Last, Manager Kiraly stated that the Village’s new water rates went into effect with the beginning of the 2019 Fiscal Year on March 1. Included with the March billing cycle will be comprehensive information explaining the rate increase. He added that the Village will also post the information on the Village’s website and social media accounts.
b. Reports of the Village President
Trustee Thomas moved, seconded by Trustee Miller, to approve the appointment of Karen Ettelson as the Chair of the Sesquicentennial Planning Committee. The motion was approved unanimously by voice vote.
President Levin stated that the next Village Board meeting will take place on April 19 at 7 p.m. in the Village Hall Council Chambers.
7. Consent Agenda
Trustee Thomas moved, seconded by Trustee Miller, to adopt the following consent agenda items:
a. January and February 2018 Treasurer's Reports and Glencoe Golf Club Financial Reports
b. January and February 2018 Check Register for the Village of Glencoe & Glencoe Golf Club
c. Consideration of a Resolution Confirming and Ratifying Engagement with Holland & Knight, LLP and a Approving Retainer Agreement for Legal Services in Fiscal Year 2019
d. Consideration of a Resolution Authorizing the Appointment of an Illinois Municipal Retirement Fund Authorized Agent
e. Consideration of a Resolution Authorizing the Appointment of a Principal Authority to Illinois Fund
f. Consideration of a Resolution Authorizing the Village Manager to Execute a Voluntary Separation Agreement
g. Consideration of Resolution Authorizing the Village Manager to Execute an Amendment to the Agreement with Teska Associates for Additional Design Services for the Tudor Court Design Project in an Amount Not to Exceed $10,750
h. Consideration of a Resolution for the Maintenance of Village Streets in Fiscal Year 2019 Using Motor Fuel Tax Funds
i. Consideration of a Resolution Authorizing the Village Manager to Execute a Contract with A-1 Contractors Inc. of Wheeling, Illinois for Downtown Sidewalk Paver Restoration Improvements for a Cost Not-to-Exceed $65,000
j. Consideration of a Resolution Authorizing the Village Manager to Execute a Contract with RJN Group Inc. of Wheaton, Illinois for Professional Engineering and Field Services for Year 2 of the MWRD IICP Short-Term Program for a Fee Not-to-Exceed $75,000
k. Construction Inc. of Northbrook, Illinois for a Total Cost Not-to-Exceed $50,000 for Underground Utility Services; and Mark Meade Excavators Inc. of Grayslake, Illinois for Underground Utility Services for a Total Cost Not-to-Exceed $30,000
l. Consideration of Resolution Authorizing the Village Manager to Execute an Engineering Services Agreement with Baxter & Woodman Inc. of Chicago, Illinois for the 2018 Storm Sewer Outfall Improvements for a Not-to-Exceed Cost of $64,500
The motion was adopted with the following vote:
Result: Accepted [Unanimous]
Ayes: Cornell, Lissner, Miller, Mulvaney, Thomas, Vree
8. Regular Business
b. Consideration of a Resolution Approving and Authorizing FY19 Expenditures for Multi-Year Contracts
Interim Finance Director Denise Joseph informed the Board that as part of the Village’s new purchasing policy, the Village Board is required to approve contracts over $25,000. The Village currently has contracts for services that span across multiple fiscal years that collectively amount to over the $25,000 threshold. She explained that as part of the Village’s effort to improve transparency, staff developed a consolidated list of previously-approved contracts for Board review. New contracts or amendments will continue to require Board authorization.
Following brief discussion, Trustee Thomas moved, seconded by Trustee Miller, to adopt the resolution. The motion was approved with the following vote:
Result: Accepted [Unanimous]
Ayes: Cornell, Lissner, Miller, Mulvaney, Thomas, Vree
9. Other Business
There were no other items for discussion.
10. Adjourn
Trustee Thomas moved, seconded by Trustee Miller, to adjourn the meeting 9:16 p.m. The motion was approved with the following vote:
Result: Accepted [Unanimous]
Ayes: Cornell, Lissner, Miller, Mulvaney, Thomas, Vree
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