Village of Northbrook Board of Trustees met May 12.
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 |
3. MINUTES APPROVAL
A. Board of Trustees - Regular Meeting - Apr 28, 2020 7:30 PM
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Muriel Collison, Trustee
SECONDER: Dan Pepoon, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
4. 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.
Village Clerk Debbie Ford read an email from Alan Cole requesting the Village lift the restrictions for outdoor activities for families self-isolating in the same household. President Frum responded this will be discussed during the "President's Report" on the agenda.
5. MANAGER'S REPORT
Assistant to the Village Manager, Madeline Farrell, noted the Community Relations Commission (CRC) and Arts Commission are moving forward with three initiatives: window coverings at the Lucky Fish building, photo contest and the distribution of flamingos.
Village Manager Nahrstadt discussed economic development and communication during the pandemic. We are creating a business outreach communications campaign to help businesses. They will use the social media platforms to promote different businesses in the area. The goal is to encourage the public to visit local businesses and support the small business community.
Trustee Ciesla discussed creating a way for the community to celebrate the Fourth of July from their homes during the COVID-19 pandemic. Ms. Farrell responded the CRC and Arts Commission will be creating a unique activity in which the community can participate for the Fourth of July.
6. WARRANT LIST
A. Review and Approval of Payments to be Made
Trustee Ciesla Moved for the approval of class A & B Warrants dated April 16, 2020 - April 30, 2020 in the amount of $1,842,889.97.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Kathryn Ciesla, Trustee
SECONDER: Dan Pepoon, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
B. Review of Frontage Deposit List Dated April 29, 2020
Trustee Ciesla Moved for the approval of Frontage Deposit refunds totaling $16,400.00 dated April 29, 2020.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Kathryn Ciesla, Trustee
SECONDER: Dan Pepoon, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
7. PRESIDENT'S REPORT
A. A Consideration of the Extension of the Declaration of Disaster Executed by the Village President President Frum discussed the extension of the Declaration of Disaster, which will expire at the end of the next meeting on May 26, 2020. An additional order was added to allow the opening of outdoor tennis courts under certain provisions, which will go into effect Monday morning.
Village Attorney Steve Elrod discussed several neighboring communities opening the tennis courts to the public. They must follow the guidelines established by the National Tennis Association and the guidelines apply to many other outdoor activities.
Mr. Nahrstadt noted they received several questions from the private racket clubs. He wanted to clarify that indoor tennis is still prohibited by the State and these guidelines apply to outdoor activity only. Mr. Elrod responded that is correct.
President Frum asked for a motion to extend the Declaration to the adjournment of the May 26, 2020 regular Board of Trustees meeting. Trustee Israel moved, seconded by Trustee Pepoon to extend the Declaration. On voice vote, all were in favor.
President Frum discussed the proposed request for $500.00 for graduation signage. The monies originally earmarked for Grad Night 2020 can be used for this purpose since that event had to be cancelled. Trustee Ciesla responded this is a great idea and suggested that the check be paid directly to the vendor. The Village Board concurred with the idea and the manner in which the $500 will be paid.
President Frum noted the Committee of the Whole meeting on May 26, 2020 was cancelled. The starting time for the May 26th Regular Board meeting was changed to 6 p.m. She is reviewing the Reopen Illinois Plan and comparing the different designated data regions within the State. The public can view this information online at dph.illinois.gov/restore.
RESULT: APPROVED [UNANIMOUS]
MOVER: Bob Israel, Trustee
SECONDER: Dan Pepoon, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
B. Reappointments to Commissions
President Frum noted there are several reappointment's listed on the website. She made a motion to approve the reappointment's for the Commissions.
RESULT: APPROVED [UNANIMOUS]
MOVER: Bob Israel, Trustee
SECONDER: Dan Pepoon, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
8. CONSENT AGENDA
Trustee Ciesla moved, seconded by Trustee Collison to move Agenda Item 9 (A) to the Consent Agenda. On voice vote, all were in favor.
Trustee Ciesla moved, seconded by Trustee Israel to move Agenda Items 10 (A) - 10 (F) to the Consent Agenda. On voice vote, all were in favor.
RESULT: ADOPTED [6 TO 0]
MOVER: Bob Israel, Trustee
SECONDER: Dan Pepoon, Trustee
AYES: Ciesla, Israel, Collison, Ross, Hebl, Pepoon
ABSTAIN: Frum
A. RESOLUTION NO. 2020-42
A Resolution Authorizing an Agreement with Soil and Material Consultants Inc. of Arlington Heights, Illinois for Fiscal Year 2020/21 Material Testing Services
B. RESOLUTION NO. 2020-43
A Resolution Authorizing the Renewal of an Agreement for Bicycle and Pedestrian Design, Planning, and Engineering Services with A. Epstein and Sons International Inc. of Chicago, Illinois
C. RESOLUTION NO. 2020-44
A Resolution Approving Renewal of an Agreement with Kordick Electric Company of Northbrook, Illinois for Electrician Services
D. RESOLUTION NO. 2020-45
A Resolution Authorizing the Renewal of an Agreement for the Purchase of Uniforms for the Northbrook Public Works Department from SDS Holdings Inc. D/B/A Cutler Workwear of Mundelein, Illinois
E. RESOLUTION NO. 2020-46
A Resolution Authorizing the Procurement of Native Landscape Management Services at Six Detention Basins and the North Branch of the West Fork of the Chicago River with Foot Stone Inc. of Glenview, Illinois
F. RESOLUTION NO. 2020-47
A Resolution Authorizing the Purchase of Liquid Aluminum Sulfate for the Water Treatment Plant from USALCO, LLC of Baltimore, Maryland
G. RESOLUTION NO. 2020-48
A Resolution Authorizing An Agreement with Cintas Corporation of Mason, Ohio for the Rental of Uniforms for the Northbrook Public Works Department
H. RESOLUTION NO. 2020-49
A Resolution Approving the Purchase of Fluoride and Liquid Chlorine for the Water Treatment Plant from Alexander Chemical Corporation of Springfield, Illinois
I. RESOLUTION NO. 2020-50
A Resolution Authorizing the Purchase of Asphalt Materials from Peter Baker & Son of Lake Bluff, Illinois
J. RESOLUTION NO. 2020-51
A Resolution Authorizing the Purchase of Concrete Materials from Menoni & Mocogni Inc. of Highland Park, Illinois
K. RESOLUTION NO. 2020-52
A Resolution Approving A Master Services Agreement With BDO Digital for Technology Services and Task Order No. 1 for Database Management Services
L. RESOLUTION NO. 2020-53
A Resolution Authorizing the Execution of a Contract with Schroeder Asphalt Services Inc. of Huntley, Illinois for the 2020 Asphalt Street Rehabilitation Program
M. RESOLUTION NO. 2020-54
A Resolution Authorizing a Contract with Triggi Construction Inc. of West Chicago, Illinois for the 2020 Concrete Street Patching and Improvement Program
N. RESOLUTION NO. 2020-55
A Resolution Authorizing the Purchase of Water Meters and Associated Parts from Water Resources Inc. of Elgin, Illinois
O. RESOLUTION NO. 2020-56
A Resolution Approving Renewal of an Agreement with Weidner Farms Material Inc. of Cary, Illinois for Material Hauling Services
P. RESOLUTION NO. 2020-57
A Resolution Authorizing the Purchase of 218 Parkway Trees for the 2020 Spring Planting Program through the Suburban Tree Consortium
Q. RESOLUTION NO. 2020-58
A Resolution Authorizing a Contract for Construction of the Fiscal Year 2020/21 Local Drainage Improvement Program with Mauro Sewer Construction Inc. of Des Plaines, Illinois
COMMITTEE REPORTS
9. FINANCE
President Frum discussed a purchase policy that established a local preference. She would like to know if the Board would like to implement this with the economic recovery. The policy allows Northbrook to choose a local business bidder instead of a business that is not local in the community.
Trustee Israel clarified that the policy will give a local bidder a 5% advantage. President Frum responded that is correct.
Trustee Hebl asked why the policy was removed. President Frum responded it was based on choosing the lowest bidder or supporting a local business.
10. PUBLIC WORKS
11. PLANNING/ZONING
A. RESOLUTION NO.
A Resolution Approving a Business Reopening Grant Program in Response to Economic Disruption Caused by COVID-19 Pandemic
Tom Poupard, Director of Development & Planning Services, discussed approving the Business Reopening Grant program in response to economic disruption caused by the COVID-19 pandemic.
The budget for FY 20/21 was adopted with a line item allocating $250,000.00 for this purpose. The grant will help retailers, salons and personal services. The unemployment data shows a climb in unemployment in the State of Illinois and anticipates a high number of layoffs. The proposed grant program’s eligibility qualifications were summarized: small business (maximum 50 employees) and local business (no more than four establishments). For independently owned franchises, the owner must not own more than four franchises. The business must be located in a commercial area with a store front and not home based. The program focuses on helping businesses that were forced to close due to the Governors Executive Order. Eligible businesses include restaurants (not large chain restaurants), pet groomers, garden centers and other non-essential retail businesses. A measure of "hardship" will be used for minimum 40% loss of revenue to determine the imposition before and after the Governor’s Executive Order. The grant will not be approved on a first come first serve basis. There was a desire to give preference to businesses that did not receive the Federal Pandemic Aid. Many businesses are accruing expenses to comply with the social distancing guidelines and heavy sanitization practices. They need to further discuss what maximum grant amount will be givento businesses and the time period for when to apply for a grant has not been determined. Many businesses are not going to know what types of safety measures they are going to need until after the ground rules are established by the State of Illinois. Several businesses have inquired about using the parking lot for outdoor dining. Furthermore, there have been safety concerns with outdoor dining in the parking lots. He stated that if the Board feels comfortable with the program as presented, there is a resolution for consideration. If not the matter can be continued to a future meeting.
President Frum discussed 10 items on the itemized list in the staff report.
Trustee Collison suggested granting money to businesses to be used for safety measures. She agrees with the business qualifications for storefronts and personal services. Furthermore, she would like the grant to be offered to businesses who received the Federal Pandemic Aid. They should consider saving some of the grant money to help more businesses in the next phase and the program should only reimburse for expenses once a receipt is received. If the minimum loss of revenue percentage is expanded, they will be able to help more businesses during the pandemic.
President Frum noted the Board will approve the businesses that qualify for the grant money.
Trustee Ciesla stated that she disagrees with the Village Board approving applicants for the grant money. The applicants should be evaluated as a bid with strict criteria. The program should be renamed the "Northbrook Strong Business Grant Program". The Board should modify the criteria to include businesses with licenses and no violations. In addition, the professional services businesses should be eliminated from the grant program and the Board needs to reevaluate the minimum loss of revenue percentage. The Federal Pandemic Aid should be considered a qualification factor for qualifying applicants. The Board needs to explore other opportunities to help businesses during the pandemic.
Trustee Israel agrees with his fellow Trustees. The application, rubric and criteria need to be modified. The grant money should be limited to only local businesses and businesses should present evidence of damages. The grant cap should be $2,000.00, which will serve 125 businesses. The reimbursement elements should be expanded to include table rentals. He is not opposed to including professional services in the grant program.
Trustee Ross agrees with her fellow Trustees. The grant money should be split into phases to help businesses who are not open to the public. The Board needs to create a rubric to analyze applications and she agrees with the minimum loss of revenue percentage. The grant money amount distributed should be $2,500.00 for qualified businesses. The grant program should not include professional services.
Trustee Hebl commented that $2,000.00 grants should be given to restaurants and retail businesses; $250.00 grants for professional services. The Village should distribute remaining masks and hand sanitizers to businesses. The application should not ask business owners if they received the Federal Pandemic Aid and the application should focus on how the business was impacted by COVID-19. She is in favor of allowing businesses to put tables outside that comply with social distancing standards.
Trustee Pepoon stated guidelines need to be establish by the Board. The businesses need to document their hardship on the grant application. He agrees with outdoor dining and professional services should be included in the grant program. The program should not focus on whether a business received the Federal Pandemic Aid and should focus on reopening expenses. The program should require that businesses present receipts for reimbursements. The program needs established deadlines and a $2,000.00 grant cap.
President Frum stated that a majority of the Board wants a rubric tool for application evaluations.
The majority of the Board would like to include personal services, but not professional services. The Board needs to reevaluate the minimum loss of revenue percentage. The program should not exclude businesses who received the Federal Pandemic Aid. The grant money can be used for reopening expenses and table rentals. The program should have phases with a $2,000.00 grant cap and evaluate how many businesses have licenses.
Trustee Collison suggested including a question on the application regarding any type of funding the businesses have received, such as the Federal Pandemic Aid.
Trustee Ciesla requested the application submission process be online only with a points system.
Mr. Poupard commented he will make the changes the Board has requested and will provide an update on May 26, 2020.
B. PRELIMINARY REVIEW - ZONING & DEVELOPMENT APPLICATIONS
12. COMMUNITY
13. PUBLIC SAFETY
14. LEGISLATION AND COMMUNICATION
15. REMARKS FOR THE GOOD OF THE ORDER
16. CLOSED SESSION
17. ADJOURN
Trustee Collision moved, seconded by Trustee Ciesla to adjourn the meeting at 9:08 p.m.
On voice vote, all were in favor.
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