Village of Northbrook Board of Trustees met June 9.
Here is the minutes provided by the board:
VIRTUAL PUBLIC MEETING INITIATED FROM THE NORTHBROOK VILLAGE HALL
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 - May 26, 2020 6:00 PM
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Dan Pepoon, Trustee
SECONDER: Johannah Hebl, 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. The Board received four emails from the public. The first email is from Susan Elfant, expressed concern regarding the Police Department’s training information not being available to the public. She requested the Village make operational police procedures accessible to the public on the website. President Frum responded that she will be further discussing this matter with Village Manager Rich Nahrstadt.
The second email is from Bushra Klein, he inquired on what decisions have been made regarding increasing affordable housing in the community. President Frum responded the Board is discussing ways to increase affordable housing in the community and the next meeting for affordable housing is on July 14, 2020, with the Plan Commission. The Third email is from Catherine Caparasso, thanked the Board for taking initiative on plastic bag recycling in the community and they look forward to participating in community outreach activities. The fourth email requested the Board discuss how to make the intersection at Dundee & Sanders safer for the public. President Frum responded this matter is actively being discussed with IDOT and an update will be provided.
5. MANAGER'S REPORT
Village Manager Rich Nahrstadt noted they have a meeting with the engineering team tomorrow to discuss the Dundee & Sanders intersection and he will provide an update at the next meeting. The plastic bag & plastic film recycling (taking place at Village Hall) and curbside recycling for single-family homes has resumed services. The Annual Spring-Cleaning event, hosted by Advance Disposal, is taking place on June 13, 2020, from 7 a.m. to 1 p.m., at three sites (Advance Transfer Station, Village Public Works Center and Grainger building. School District 225 will be hosting an outdoor graduation ceremony for the GBN senior’s class on June 13, 2020.
Chief Adkins discussed the peaceful protest at the Village Hall and there was only one service call placed for a person who fainted. The Police Department worked with the protest organizers to help insure the public will be safe. He thanked the Village staff, Fire department, Police Department and Public Works for their collaborative efforts.
Manager Nahrstadt thanked the Village staff for their hard work in working with the organizers to ensure a peaceful protest in the Village. The Northbrook Strong Safe Reopening Grant Program is live today and the application is online for the public. Furthermore, many restaurants are now offering outdoor dining during phase-three of the Governor’s Order. They are working with several businesses that want to use the parking lots or sidewalks for outdoor dining. The Village has not had to close any roads for outdoor dining and has not received a road closure request. Tom Poupard, Director of Development & Planning Services has been helping businesses with outdoor seating designs and creating an operations plan.
President Frum commented that several businesses in the community have been very creative with the outdoor dining and thanked the Village staff for their hard work.
Trustee Collison asked how they are reaching out to businesses regarding the Northbrook Strong Safe Reopening Grant Program. Furthermore, she thanked the Village staff and Police Department for their hard work during the protest. Director Poupard responded they are working with the Chamber, Commissions, LinkedIn and social media platforms to notify businesses of available grants through the Northbrook Strong Safe Reopening Grant Program. They are working on a video message and will notify all license holders of the available grants.
Trustee Hebl asked if the Cook Count Grant Program is being shared with the business community. President Frum responded she sent this information to the Chamber to share with businesses.
Mr. Poupard noted he will update the website with grant program resources for the business community.
6. WARRANT LIST
A. Review and Approval of Payments to be Made
Trustee Ciesla Moved for the approval of class A & B Warrants dated May 16, 2020 - May 30, 2020 in the amount of $1,349,044.54.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Kathryn Ciesla, Trustee
SECONDER: Muriel Collison, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
B. Review of Frontage Deposit List Dated May 30, 2020
Trustee Ciesla Moved for the approval of Frontage Deposit refunds totaling $1,500.00 dated May 30, 2020.
Trustee Hebl asked if the $6,387.00 postage fee for vehicle stickers will amount to the same cost for mailing out the stickers. President Frum responded the cost will remain the same for mailing out the stickers.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Kathryn Ciesla, Trustee
SECONDER: Muriel Collison, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
7. PRESIDENT'S REPORT
A. Commission Appointments
President Frum noted the two new Commission appointments for Laura Collins to the Plan Commission and Wei Lei to the Architectural Control Commission.
RESULT: APPROVED [UNANIMOUS]
MOVER: Bob Israel, Trustee
SECONDER: Heather Ross, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
B. A Consideration of the Extension of the Declaration of Disaster Executed by the Village President
President Frum discussed extending the Declaration of Disaster with the Board. The Board will be extending the original declaration regarding emergency purchasing, emergency staffing, and cooperation with other government agencies.
Village Attorney Steve Elrod discussed how the Board is only extending the Declaration of Disaster executed by the Village President.
Trustee Israel made a motion to extend the Declaration of Disaster to the end of the next Board of Trustees meeting on June 23, 2020.
Mr. Elrod discussed the Open Meetings Act with the Board. A meeting in the State of Illinois must consist of the following: gathering (virtual or in-person), majority of a quorum and discuss public business. Furthermore, he recommended the Board not “reply to all” on an email because that constitutes a gathering.
Trustee Collison asked if forwarding a video to all the Board Members constitutes a gathering. Mr. Elrod responded if the discussion involves 3 to 7 Board Members it must be discussed in public.
Trustee Ciesla requested the Board create a task force to work with every public entity to combat the issue of racism in the community. She would like the Government to promote positivity in the community and the task force should consist of a Board Member from each Board in the Village. President Frum responded they will discuss this idea further.
Trustee Collison requested the Board set agenda items some of the Village Commissions regarding combating the issue of racism in the community. President Frum responded they will discuss this idea further.
President Frum acknowledged the history of Northbrook and discussed areas in Northbrook that have restricted covenants with the Board. She stated the issue of systemic racism is being addressed and sponsored by RAIN, Racism in the North Shore. The Northbrook Library, the Community Relations Commission and the Youth Commission are working on a presentation to educate the public on the issues behind the protests, and a panel discussion is scheduled via Zoom to be held on June 29, 2020. Furthermore, the Village will work with the Public Library to promote book readings and discussions. The Board is ready to pass the Affordable Housing Ordinance, which is very important to the community. In addition, she suggested creating a Northbrook Welcoming Inclusive Pledge, and approve a diversity & sensitivity training for the board members and employees.
Trustee Ciesla noted many people are tuning into tonight’s Board Meeting that is posted live on Facebook and leaving positive comments.
Trustee Hebl asked how they can promote diversity to businesses in the community. Mr. Elrod responded the Board can include specific requirement in the public bidding process. President Frum noted this will be added to the agenda for further discussion.
Trustee Ciesla stated she would like to know the language for the diversity requirement.
The other trustees agreed with Trustee Ciesla.
RESULT: APPROVED [UNANIMOUS]
MOVER: Bob Israel, Trustee
SECONDER: Dan Pepoon, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
8. CONSENT AGENDA
RESULT: ADOPTED [5 TO 0]
MOVER: Bob Israel, Trustee
SECONDER: Heather Ross, Trustee
AYES: Israel, Collison, Ross, Hebl, Pepoon
ABSTAIN: Frum
AWAY: Ciesla
A. RESOLUTION NO. 2020-69
A Resolution Authorizing Renewal of an Agreement with Steiner Power Systems of Elk Grove Village, Illinois for Emergency Generator Maintenance and Repair Services
B. RESOLUTION NO. 2020-70
A Resolution Authorizing an Agreement for Water Intake Line Inspection Services with Global Infrastructure LLC of Country Club Hills, Illinois
C. RESOLUTION NO. 2020-71
A Resolution Authorizing Renewal of an Agreement with Emerald Tree Care, LLC of Roselle, Illinois for the Treatment of 68 Parkway Elm Trees
D. RESOLUTION NO. 2020-72
A Resolution Authorizing Construction on State Highways and in State Rights-Of-Way
E. RESOLUTION NO. 2020-73
A Resolution Authorizing the Execution of an Intergovernmental Agreement Amongst the Village of Northbrook, Northbrook Park District, and Forest Preserve District of Cook County for the Mowing of Portions of the Sunset Ridge Meadow in the Chipilly Woods Forest Preserve
F. RESOLUTION NO. 2020-74
A Resolution Approving the Renewal of an Annual Maintenance Contract for Zoho Corporation Software from Optrics Inc.
G. RESOLUTION NO. 2020-75
A Resolution Approving the Purchase of Cisco Network Equipment from Sentinel Technologies Inc.
H. RESOLUTION NO. 2020-76
A Resolution Approving the Purchase of Panasonic Computers from CDS Office Technologies for Use in Public Safety Vehicles
COMMITTEE REPORTS
9. FINANCE
Trustee Ciesla noted at the Committee of the Whole meeting they discussed the charitable contributions the Village makes annually to social service agencies and non-profits in the community. The Committee recommended the following charitable contributions: $20,000.00 to the Family Service Center, $25,000.00 to the Historical Society, $5,000.00 to the North Suburban Legal Aid Clinic, $10,000.00 to the Northbrook Symphony, $1,500.00 to the Women's Club, $50,000.00 to the Joslyn Center and $127,000.00 to Youth Services. The Village has $150,000.00 of additional resources, they will donate to agencies in the fall 2020 (separate application process).
10. PUBLIC WORKS
A. RESOLUTION NO. 2020-77
A Resolution Approving an Agreement for Fiscal Year 2020/21 Stormwater Project Construction Oversight Services with Atlas Engineering Group, Ltd. of Northbrook, Illinois
Director of Public Works Kelly Hamill discussed master storm water projects that are ready to be constructed this year. The 470 Voltz flooding project was not included in the master storm water projects but was identified and discussed with the Stormwater Commission. The Master Stormwater Management Plan (MSMP) identified 31 projects which will be completed within the next couple of years. Staff has also designed and awarded three local drainage programs that were identified as beneficial projects. They will continue to work on projects that benefit the public.
President Frum asked if the Storm Water Commission will be adding projects the Board has discussed. Mr. Hamill responded that Village Engineer Matt Farmer will be scheduling a meeting with the Storm Water Commission to discuss the flooding issues. The staff has been tracking projects that may be suitable to add to the Master Stormwater Plan. Furthermore, they have seen an increase in demand for the 50/50 Drainage Program. Staff believes the community communication via social media about the programs is increasing the participation.
President Frum stated the original MSMP identifiedi$20 Million dollars of work. Mr. Hamill responded the MSMP project’s value is$20 Million and he will communicate the exact amount spent to the Board.
Trustee Israel noted the Village has several programs available for the public to benefit from, such as the Cost Sharing Program.
Trustee Hebl requested information on the current budget and would like to know if the funds have been depleted. Furthermore, she would like to know if there are storm water requests waiting for funding. Mr. Hamill responded they will gather this information for the Board to review. The engineers have completed several site visits with the residents and their team will have a better projection on what the numbers will look like this year.
President Frum requested a budget update at the next Board meeting.
Trustee Ciesla requested the application be linked on the Village website for the public to access.
RESULT: ADOPTED [6 TO 0]
MOVER: Bob Israel, Trustee
SECONDER: Muriel Collison, Trustee
AYES: Ciesla, Israel, Collison, Ross, Hebl, Pepoon
ABSTAIN: Frum
B. RESOLUTION NO. 2020-78
A Resolution Authorizing an Agreement for Construction of the Fiscal Year 2020/21 Stormwater Projects with Lenny Hoffman Excavating, Inc. of Wilmette, Illinois
RESULT: ADOPTED [6 TO 0]
MOVER: Bob Israel, Trustee
SECONDER: Muriel Collison, Trustee
AYES: Ciesla, Israel, Collison, Ross, Hebl, Pepoon
ABSTAIN: Frum
11. PLANNING/ZONING
A. RESOLUTION NO. 2020-79
A Resolution Regarding the Zoning, Regulation, and Licensing of Short-Term Rental Operations
Tom Poupard, Director of Development & Planning Services discussed the Village initiated zoning and municipal code amendments concerning short-term rentals and how the resolution requires the Plan Commission to hold a public hearing within 120-days. He noted there are very few Air B&B's operating in the Village right now.
Village Attorney Steve Elrod noted this resolution is considered a "red flag resolution", which allows the Board to discuss the issues with Air B&B's and establish regulations.
The board members had no further comments.
RESULT: ADOPTED [6 TO 0]
MOVER: Muriel Collison, Trustee
SECONDER: Dan Pepoon, Trustee
AYES: Ciesla, Israel, Collison, Ross, Hebl, Pepoon
ABSTAIN: Frum
B. RESOLUTION NO. 2020-80
A Resolution Approving an Agreement with paleBLUEdot, LLC for the Preparation of a Northbrook Climate Action Plan
Tom Poupard, Director of Development & Planning Services discussed the RFP for the Northbrook Climate Action Plan. The RFP contained a suggested budget of $40,000 to complete the study and the Village received 12 proposals. Furthermore, the staff narrowed the proposals to 4 applicants and conducted remote interviews. Jeremy Reynolds, Chair of the EQC also participated in the screening and interview process. The interview team has made a unanimous recommendation to select paleBLUEdot, LLC, a Minnesota firm that specializes in climate studies.
President Frum stated this item will be discussed under Public Works since it has to do with sustainability.
Trustee Israel stated he likes the proposal from paleBLUEdot, LLC.
Trustee Ciesla noted in the proposal timeline it states the plan will be finalized in April 2021, which does not give the Village enough time for the budget process. She asked if paleBLUEdot, LLC can accelerate their timeline. Mr. Poupard responded the Village will receive a baseline assessment in September. Although the final document will be presented in April, some initial recommendations that impact the budget can be reviewed in December for the budget.
Trustee Collison expressed concern with the budget timeline and requested paleBLUEdot, LLC provide the Village with quarterly progress reports.
Trustee Ross noted that Go Green and other community organizations would like to be involved in the Northbrook Climate Action Plan. Mr. Poupard responded they plan on providing a public outreach effort and they will establish a Steering Committee. Furthermore, within the RFP the Village suggested the advocacy groups be involved in the Northbrook Climate Action Plan.
Trustee Hebl stated she has no comments.
Trustee Pepoon stated he is excited to see the results.
RESULT: ADOPTED [5 TO 0]
MOVER: Muriel Collison, Trustee
SECONDER: Johannah Hebl, Trustee
AYES: Ciesla, Collison, Ross, Hebl, Pepoon
ABSTAIN: Frum
AWAY: Israel
C. PRELIMINARY REVIEW - ZONING & DEVELOPMENT APPLICATIONS
1. Preliminary Review - Special Permit for Wall Signs at Renaissance Hotel - 933 Skokie Boulevard Michaela Kohlstedt, Deputy Director of Development and Planning Services discussed the Renaissance Hotel renovations. The applicant submitted a proposal to change the entryway sign on the exterior of the building and modify the ground sign on the property. In 2002, the Village previously granted permit approval when the applicant modified the signs and in 2013, when the applicant was re-branding their business the wall signs proposal was compliant with the previously approved special permit. The applicant is requesting to amend the current ordinance to allow a new sign on the side of the building (sign will be facing Skokie Boulevard), which is 378 square feet in area (only 100 square feet is permitted) and 163.41 feet from grade (only 20 feet is permitted).
Trustee Collison is in favor of the proposed sign and does not foresee any community issues with the proposed signs.
Trustee Ciesla concurs with Trustee Collison.
Trustee Israel is in favor of the proposed sign. He expressed concern with the LED sign lighting and questioned if the lighting is variable lighting.
Trustee Ross is in favor of the proposed sign.
Trustee Hebl is in favor of the proposed sign and would like this approved as soon as possible due to the COVID-19 impact on hotel businesses.
Trustee Pepoon agrees with his fellow Trustees.
President Frum commented this proposal will be sent to the Plan Commission for review.
12. COMMUNITY
13. PUBLIC SAFETY
14. LEGISLATION AND COMMUNICATION
15. REMARKS FOR THE GOOD OF THE ORDER
Trustee Ciesla congratulated the Glenbrook North graduation class of 2020.
Trustee Collison noted President Frum’s birthday is June 12, 2020.
Trustee Hebl noted she attended the March in Evanston and protest in Northbrook. She will continue combating racism in the community and creating a strong task force for the public. Furthermore, she will continue educating herself on racial injustice and encourages community involvement.
Trustee Collison requested an update regarding the Fourth of July. Assistant to the Village Manager Madeline Farrell responded they will be having a decoration of the porch/yard competition for the community to participate in. The participants must send the Village their address by July 1, 2020, to be listed on an interactive map for the community to use as a parade route. The map will also include businesses that will be open on the Fourth of July. They are further discussing other contest categories for the community to participate in. The Village staff plans on promoting the contest next week.
Trustee Collison encouraged her fellow Trustees to participate in the contest with the community.
16. CLOSED SESSION
17. ADJOURN
Trustee Collison moved, second by Trustee Ciesla to adjourn the meeting at 9:04 p.m. On voice vote, all were in favor.
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