Village of Northbrook Board of Trustees met March 26.
Here is the minutes provided by the board:
1. ROLL CALL
| Attendee Name | Title | Status | Arrived |
| Sandra Frum | Village President | Present | |
| Kathryn Ciesla | Trustee | Present | |
| Bob Israel | Trustee | Present | |
| Muriel Collison | Trustee | Present | |
| Heather Ross | Trustee | Present | |
| Johannah Hebl | Trustee | Present | |
| Dan Pepoon | Trustee | Present |
Village Attorney Steve Elrod opened the Conversation. The Northbrook Municipal Code has a provision contemplating electronic attendance meetings. For virtual meetings, a quorum of four must be present for the proceedings of the meeting to be valid. Special provisions have been made for public comment, issued by the Governor March 16, 2020, COVID-19 EXECUTIVE ORDER NO. 5:
During the duration of the Gubernatorial Disaster Proclamation, the provisions of the Open Meetings Act, 5 ILCS 120, requiring or relating to in-person attendance by members of a public body are suspended. Specifically, (1) the requirement in 5 ILCS 120/2.01 that “members of a public body must be physically present” is suspended; and (2) the conditions in 5 ILCS 120/7 limiting when remote participation is permitted are suspended. Public bodies are encouraged to postpone consideration of public business where possible. When a meeting is necessary, public bodies are encouraged to provide video, audio, and/or telephonic access to meetings to ensure members of the public may monitor the meeting, and to update their websites and social media feeds to keep the public fully apprised of any modifications to their meeting schedules or the format of their meetings due to COVID-19, as well their activities relating to COVID-19.
3. STATEMENT REGARDING PUBLIC COMMENT TIME
President Frum noted the public can make comments by emailing publiccomments@northbrook.il.us and email responses must be under 200 words. She noted Public Comment will be held at the end of the meeting to give people time to send in their comments to the provided email address. She noted the agenda was publically posted over 48 hours ago with a solicitation for people to provide comments to that email address starting at that time.
4. MINUTES APPROVAL
Board of Trustees - Regular Meeting - Mar 10, 2020 7:30 PM
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Dan Pepoon, Trustee
SECONDER: Kathryn Ciesla, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
5. WARRANT LIST
A. Review and Approval of Payments to be Made
Trustee Ciesla Moved for the approval of class A & Z Warrants.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Kathryn Ciesla, Trustee
SECONDER: Johannah Hebl, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
B. Review of Frontage Deposit List Dated March 14, 2020
Trustee Ciesla Moved for the approval of Frontage Deposit refunds.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Kathryn Ciesla, Trustee
SECONDER: Johannah Hebl, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
6. PRESIDENT'S REPORT
A. A Consideration of The Execution By The Village President of a Declaration of Disaster
Village Attorney Steve Elrod noted on March 10, 2020, the Village of Northbrook adopted the amendment to the Municipal Code governing emergency services. The Municipal Code contains several executive orders that President Frum can initiate. President Frum declared an emergency with three executive orders; discussed the subsequent steps available. The Declaration of Disaster is only valid for seven days. However, the Village Board can extend the time period.
Trustee Hebl moved to extend Emergency Order until the end of the next meeting, which is April 2, 2020, at 10:30am.
Trustee Ciesla asked what other communities are doing at this time. Mr. Elrod responded most communities are extending until the adjournment of their next meeting.
President Frum made a motion to schedule the meeting on April 2, 2020 at a time to be determined. On voice vote, all were in favor.
Mr. Elrod discussed the three areas the order covers: emergency purchasing, emergency staffing and cooperation with other government agencies.
A Consideration of The Extension of a Declaration of Disaster Should One Be Executed By The Village President
RESULT: NO VOTE
7. MANAGER'S REPORT
A. COVID-19 UPDATE
Village Manager Nahrstadt thanked the Board and staff for all their hard work during the COVID-19 crisis. He discussed the efforts the Village has made to stop the outbreak of the virus. The Village is practicing social distancing within the workplace by requiring staff, where possible, to work remotely from home.
Due to the Coronavirus outbreak, they anticipate school closures will be extended. The community needs to continue practicing social distancing to help prevent the spread of the virus. The hospitals are exploring the creation of temporary lodging for first responders, quarantining and seniors. Currently working with hotels to discuss possibilities. Furthermore, many people who test positive for the virus have been discharged to their home.
Trustee Ciesla expressed her dissatisfaction with the amount of communication the Village Board has received from staff in the past two weeks.
The Village has noticed groups of people congregating together at parks and will be addressing this issue with the Park District. Furthermore, the idea of posting signs to remind people to practice social distancing was discussed.
Trustee Israel stated he agrees with posting signage regarding social distancing to help remedy the issue. He expressed the need for the public to continue following the Governor’s order.
Trustee Collison asked why the Park District did not close the playing fields. Manager Nahrstadt responded the order addressed only playgrounds, but not playing fields. However, this will be discussed further with the Park District.
President Frum asked Mr. Elrod if they have authority to close the playing fields. Mr. Elrod responded the Village of Northbrook and Park District are two separate entities. Due to the emergency order declared by the President, the Village of Northbrook has the ability to limit the number of people congregating to the parks or specific activities. The Village does not have the authority to close the parks according to Attorney Elrod.
Trustee Israel asked if a citizen could call the Police Department to report large groups of people congregating together. Village Manager Nahrstadt stated they could call the Northbrook Police non-emergency number.
President Frum stated she would work on drafting the language for this order.
Trustee Collison expressed her disappointment in the Park District’s current signage and requested different signage moving forward.
Trustee Ross expressed concern with including the language "you can only be outside with relatives" in the order.
Trustee Hebl asked how business tax returns are being communicated to the public. Also, the process for business loans. Mr. Nahrstadt responded they are working with the Chamber to communicate the business loan process and resources.
Board Questions and Staff Answers:
Is the Village receiving calls from businesses asking if they are essential?
The Board has not yet received calls from businesses. The Governor is requesting voluntary compliance from businesses. The Board has received many questions regarding if landscapers are essential. Under the Governor’s order, they are essential.
Is the Village aware of any businesses not following State emergency orders? The Village is not aware of any businesses not following the order.
Are local restaurants and grocery stores being monitored for sanitation compliance and insuring no one is sick at work?
The Village Health Inspectors are putting together questionnaires for public use. Inspectors will be randomly inspecting businesses to insure safe food handling.
Is the Village communicating with business owners regarding if they should be operating?
The executive order details which businesses are essential; subject to change.
What will happen if Crestwood residents are unable to pay their rent?
Residents who are unable to pay their rent will be handled on a case-by-case basis.
Is the Village in contact with senior housing and nursing homes to insure their needs are being met? What is the plan regarding the COVID-19 outbreak?
The Fire Department has maintained regular contact with the senior housing and nursing homes to insure their needs are being met. The facilities do not have any infections that they are aware of. They don't have a plan for seniors to receive food or medical supplies during the outbreak. Currently, residents are abiding by the rules and sheltering in place. The nursing homes have increased sanitation mainly in the common areas.
Who is the backup for the Police Department, Fire Department and Public Works?
The Village has arrangements for essential services. The departments are practicing safety precautions to prevent the spread of the virus.
Who is the Village Coordinator of the EMA?
The contact is Fire Chief Carlson.
Has the Village considered a mobile support team for the EMA?
The Board has not yet considered a mobile support team.
How are they supporting domestic violence services?
It will be assessed on a case-by-case basis via telephone. However, counseling services will be available to the public.
Can domestic violence services collaborate with Legal Aid and Highland Park to distribute information to communities regarding assistance?
The resources will be available on the volunteer assistance web page. They are utilizing social media to get information out to the communities.
What is the impact on the IT Department of the Village?
The IT Department is obtaining needed equipment to work remotely. They are practicing social distancing and managing employee’s work schedules. There has been an increase in cyber- attacks using the language "COVID-19".
What are the water usage and sewer concerns?
They are not having any sewer backups, but it can change in the future. The water services will not be turned off and no penalties will be issued.
How is E-Learning at the schools and do they need supplies?
The E-Learning is going great; no supplies needed.
Will package deliveries continue?
Package deliveries will continue.
Status report:
Fire Chief Carlson discussed the downturn in call volume due to the Governor’s Stay At Home Executive Order. At this time, they have not transported any positive COVID-19 cases and are unaware of any positive cases in Northbrook. The Fire Department has a stockpile of personal protective equipment to transport COVID-19 cases. For sanitation, they are using Caliside, which is the industry’s most recognized EPA disinfectant. The Fire Department will continue to provide updates to senior communities and nursing homes. The Administration is providing the latest updates from FEMA, CDC and many other sources to the public.
Deputy Police Chief Strickland discussed the volume of calls they received due to the Governor’s Stay At Home Executive Order. They are highly patrolling the parks and educating the public on social distancing. The State is helping businesses determine if they can operate during the executive order. The Police Department is practicing social distancing in the workplace by letting employees work remotely. The officers are exercising discretion with potential arrests. The States Attorney’s office has made changes to their current policies due to court closures. The communications staff is screening calls for indications of COVID-19 before the officers respond to the scene. The Police Officers are working out of their squad cars and have been provided with disinfectant. The Police Department is limiting face-to-face interaction and encourages the public to call for assistance.
Director of Public Works Kelly Hamill discussed the wide-range of services they have available to the public. They have enacted safety measures to protect their employees during the COVID-19 outbreak. Some employees are working remotely. Employees are cross-trained, and maintenance and mechanic work forces have been split up to practice social distancing. The custodians have increased sanitation within the workplace and employees have received disinfectants for their work area. The department is responding to all emergency calls, regular service calls and performing routine inspections.
Tom Poupard, Director of Development & Planning Services (DPS) discussed how certain DPS functions are transitioning to work remotely. He stated that the IT Department is helping many employees work remotely from home. When the Governor issued the Executive Order, they received a high volume of calls from the public who were appreciative that the Village is not shutting down building services. All full time building inspectors are still working, and plan reviews of permit applications are still occurring. They continue to accept payments for permits and licenses. The public can drop-off applications at the designated drop-off area and staff is waiting 24 hours before touching the applications. The smaller applications are being scanned in and sent out to reviewers. The zoning reviews are being conducted remotely, while comments or approvals are being transmitted via email. He discussed several permits that have been approved and are ready for picked up. Regarding the Shermer Gateway Townhomes development, some of the buildings are completed and others are occupied; received a permit application for eight more units along Shermer Road. Discussions are ongoing with Northbrook Court and they plan to proceed with construction later this year. The landscapers can operate and staff will monitor landscape complaints. The department has several applications that need a scheduled public hearing date. The deadline has been extended for consultants to submit a proposal for the sustainability study to April 17, 2020.
Assistant to the Village Manager Madeline Farrell stated that today they are launching a COVID-19 community outreach program. This program allows the public to ask for assistance or offer volunteer services. They have compiled a list of volunteer opportunities and needed donations.
This information will be shared on social media, the website and in the e-newsletter. Ms. Farrell also provided an update on temporary refuse and recycling service changes. All recyclable items must be in the container and bulk item pickup is suspended. Ms. Farrell also stated that the a task force update is sent out on a weekly basis and the Village’s social media platforms will cover topics such as mental health assistance, self-care, COVID-19 information and many other resources.
Trustee Ciesla stated the community outreach program form is not specific to services offered and would like clarification on those services. In addition, she would like a telephone number dedicated to those requesting service. Ms. Farrell responded, stating the public can use the form to identify the service they are requesting and will add a phone number to the website.
Trustee Ciesla asked if Police Officers are on alert for suspected child abuse or domestic violence. Deputy Chief Strickland responded his team is prepared and certified in critical intervention. As mandated reporters, they submit a request for CPS follow-up. In addition, many officers have been cross-trained as counselors to help with the demand. In addition, they are creating a peer support system.
Trustee Ciesla discussed initiating community celebrations and using their social media platform to communicate important information to the public.
Trustee Israel agrees with providing support to emergency responders.
Trustee Collison agrees with Trustee Ciesla regarding community celebrations.
Trustee Ross noted that most domestic violence victims do not report the abuser while in the home with the abuser and supports sharing more information on social media for domestic violence services. She questioned and would support the need for additiona support teams as necessary.
Trustee Hebl expressed concern that online learning might impact the internet. She would like to explore opportunities to improve drop-off applications and how the public pays their bills.
Trustee Pepoon agrees with Trustee Hebl. He expressed concern regarding the closures of playing fields.
President Frum stated the departments should hire the Counseling Services and IT staff needed for support during this outbreak.
Trustee Ciesla stated the importance of the Village Manager and the Deputy Village Manager splitting their scheduled time in the Hall to maintain complete distance as a leadership precaution. Village Manager Nahrstadt agreed.
COMMITTEE REPORTS
8. FINANCE
9. PUBLIC WORKS
10. PLANNING/ZONING
A. PRELIMINARY REVIEW - ZONING & DEVELOPMENT APPLICATIONS
11. COMMUNITY
12. PUBLIC SAFETY
13. LEGISLATION AND COMMUNICATIONS
14. PUBLIC COMMENT
15. REMARKS FOR THE GOOD OF THE ORDER
16. CLOSED SESSION
17. ADJOURN
President Frum adjourned the meeting at 1:57pm.
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