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2018-09-17 - Village Board Regular Meeting - Minutes 13218 09/17/2018 �../ MINUTES OF THE REGULAR MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS,50 RAUPP BOULEVARD, BUFFALO GROVE,ILLINOIS ON MONDAY,SEPTEMBER 17,2018 CALL TO ORDER President Sussman called the meeting to order at 7:30 P.M. Those present stood and pledged allegiance to the Flag. ROLL CALL Roll call indicated the following present: President Sussman;Trustees Berman,Stein,Ottenheimer,Weidenfeld, Johnson and Smith. Also present were: Dane Bragg,Village Manager;William Raysa,Village Attorney;Jennifer Maltas,Deputy Village Manager;Art Malinowski,Director of Human Resources;Katie Golbach,Human Resources Management Analyst;Brett Robinson,Director of Purchasing;Evan Michel,Management Analyst;Christopher Stilling,Director of Community Development;Julie Dziewior,Deputy Clerk;Mike Reynolds,Director of Public Works;Mike Skibbe,Deputy Director of Public Works;Darren Monico,Village Engineer;Geoff Tollefson,Director of Golf Operations;Fire Chief Baker;Deputy Fire Chief Wagner;and Deputy Police Chief Eisenmenger. APPROVAL OF MINUTES Moved by Berman,seconded by Ottenheimer,to approve the minutes of the August 20,2018 Regular Meeting. Upon roll call,Trustees voted as follows: AYES: 6—Berman,Stein,Ottenheimer,Weidenfeld,Johnson,Smith NAYS: 0—None Motion declared carried. WARRANT#1293 Mr.Robinson read Warrant#1293. Moved by Johnson,seconded by Smith,to approve Warrant#1293 in the amount of$3,991,138.33 authorizing payment of bills listed. Upon roll call,Trustees voted as follows: AYES: 6—Berman, Stein,Ottenheimer,Weidenfeld,Johnson,Smith NAYS: 0—None Motion declared carried. VILLAGE PRESIDENT'S REPORT President Sussman thanked everyone involved in creating our 47th successful Buffalo Grove Days festival.This event involves many volunteers and staff members and many,many hours of work and is appreciated by all Buffalo Grove residents. President Sussman reported on a meeting that she attended sponsored by the Lake County Opioid Initiative and the Lake County Underage Drinking and Drug Prevention Task Force. Buffalo Grove Police Sergeant Anthony Goldstein received the Save a Life Award. VILLAGE MANAGER'S REPORT Chief Baker reviewed the credentials of Firefighter/Paramedic James Vena. 13219 09/17/2018 Board of Fire&Police Commissioners Chairman Brian Rubin administered the oath for promotion to Fire Lieutenant to Lieutenant James Vena,after which Lieutenant Vena's wife pinned his badge on his uniform as he was congratulated by the audience and the Board. Lieutenant Vena thanked everyone for their support and for this opportunity,and looks forward to his new role in the Buffalo Grove Fire Department. Mr.Bragg noted that a full financial report for Buffalo Grove Days 2018 will be available at the Board Meeting on October 15,2018. REPORTS FROM TRUSTEES The Village Clerk noted registration dates for the upcoming November 6,2018 General Election,and alerted residents who previously voted at Aptakisic Jr.High School that their voting place will be relocated in November, and also noted that candidate petitions for the April 2,2019 Consolidated Election may be circulated beginning Tuesday,September 18,2018. CONSENT AGENDA President Sussman explained the Consent Agenda,stating that any member of the audience or the Board could request that an item be removed for full discussion. The Village Clerk read a brief synopsis of each of the items on the Consent Agenda. Proclamation—National Preparedness Month Motion to approve Proclamation recognizing September as National Preparedness Month. Proclamation—National Rail Safety Week Motion to approve Proclamation recognizing September 23-29,2018 as National Rail Safety Week. Proclamation—Constitution Week Motion to approve recognizing September 17-23,2018 as Constitution Week. Clarke Mosquito Control Motion to approve Clarke Environmental Mosquito Management,Inc.Change Order for$16,470.00 in order to provide a contingency for up to three(3)additional adult control treatments,pending the Village Manager's determination that the change is in the best interest of the Village of Buffalo Grove. Ordinance No.2018-40-355 Hastings Drive Motion to pass Ordinance No.2018-40,approving a Special Use for outdoor storage at 355 Hastings Drive. Ordinance No.2018-41—Courtyards at the Woodlands Motion to pass Ordinance No.2018-41,approving a variation to the Sign Code for 3 Replacement Signs at the Courtyards at the Woodlands. Ordinance No.2018-44-Liquor Controls Motion to pass Ordinance No.2018-44,amending Chapter 5.20—Liquor Controls. A Class A liquor license is reserved for Themi's Pizza,LLC d/b/a Giordano's of Buffalo Grove at 270 McHenry Road. The Class E liquor license for Best in Town,Inc.d/b/a Giordano's of Buffalo Grove at 270 McHenry Road is hereby rescinded effective October 15,2018. 13220 09/17/2018 Ordinance No.2018-45—Municipal Code Motion to pass Ordinance No.2018-45,amending Section 6.04.020.G,Hearing Board. This ordinance replaces a reference of the Board of Health and replaces it with the Health Commission. Ordinance No.2018-46—Municipal Code Motion to pass Ordinance No.2018-46 revising Section 2.34 of the Municipal Code. This revision to the ordinance further defines the membership with the Joint Emergency Management System(JEMS)and the duties of the Joint Emergency Management Coordinator. Carpet Purchase Motion to authorize purchase of carpet and installation services. Ordinance No.2018-47—Coin-Operated Amusement Devices Motion to pass Ordinance No.2018-47 amending Chapter 5.12,Coin-Operated Amusement Devices. This ordinance allows a total of six(6)coin-operated amusement devices at an establishment that holds a Class C liquor license. BG Days Sanitation Contract Motion to approve BG Days Sanitation Contract Change Order. Trustee Stein requested that Item 9.K.,Ordinance 2018-47 be removed from the Consent Agenda. Moved by Berman,seconded by Ottenheimer,to approve the Consent Agenda minus Item 9.K. Upon roll call,Trustees voted as follows on the Consent Agenda: AYES: 6—Berman,Stein,Ottenheimer,Weidenfeld,Johnson,Smith NAYS: 0—None Motion declared carried. RESOLUTION NO.2018-21—SUBURBAN LIABILITY INSURANCE POOL Moved by Berman,seconded by Johnson,to pass Resolution No.2018-21,approving the establishment of and membership of the Village of Buffalo Grove in the Suburban Liability Insurance Pool,in accordance with materials contained in Board packets. Mr.Bragg reviewed the proposed resolution,details of which are contained in Mr.Anderson's memo to him of September 13,2018. Trustee Berman offered commendation and thanks to our staff and Village Manager for the tremendous amount of work and effort that has gone into this project. Trustee Johnson added that,in addition to cost savings,this proposal offers more flexibility,and she commended Village staff for being the lead community in setting this up,and the Village is saving a considerable amount of money for the taxpayers. Upon roll call,Trustees voted as follows: L 13221 09/17/2018 AYES: 6—Berman,Stein,Ottenheimer,Weidenfeld,Johnson,Smith NAYS: 0—None Motion declared carried. ORDINANCE NO.2018-43—185 N.MILWAUKEE AVENUE Moved by Ottenheimer,seconded by Berman,to pass Ordinance No.2018-43,amendment to Ordinance 2006-7 and a Plat of Subdivision with variations to the Zoning Ordinance and Sign Code for a new Gas Station at 185 N. Milwaukee Avenue,in accordance with materials contained in Board packets. Trustee Johnson recused herself from this agenda item,as well as the next item on the agenda. Mr. Stilling reviewed the proposed ordinance,details of which are contained in his memo to the Board of September 13,2018,after which he answered questions from the Board. Trustee Berman noted appreciation for the comprehensive information provided that answered all the questions that were initially raised by the Board. Upon roll call,Trustees voted as follows: AYES: 5—Berman,Stein,Ottenheimer,Weidenfeld,Smith NAYS: 0—None RECUSED: 1—Johnson Motion declared carried. ORDINANCE NO.2018-42—ST.JAMES CIRCLE Moved by Ottenheimer,seconded by Smith,to pass Ordinance No.2018-42,vacating certain parts of the unimproved St.James Circle,in accordance with materials contained in Board packets. Mr. Stilling reviewed the proposed ordinance,details of which are contained in his memo to the Board of September 13,2018. Upon roll call,Trustees voted as follows: AYES: 5—Berman,Stein,Ottenheimer,Weidenfeld,Smith NAYS: 0—None RECUSED: 1 —Johnson Motion declared carried. FIRE APPARATUS Moved by Ottenheimer,seconded by Weidenfeld,to authorize purchase of a 2019 E-One Cyclone HP 100 Platform Quint to replace the Unit 237. The replacement fire apparatus will be acquired through the Houston Galveston Area Cooperative Purchasing Program from Emergency One in accordance with the Illinois Governmental Joint Purchasing Ace in a total not to exceed amount of$1,236,593.00. In addition,,authority to purchase the additional necessary small equipment to outfit the new apparatus in a total not to exceed amount of$98,683.86 from various suppliers,all in accordance with materials contained in Board packets. Mr.Robinson reviewed the proposed purchase,details of which are contained in his memo to Chief Baker of August 29,2019. Mr.Bragg and Chief Baker also reviewed the proposed purchase,after which they answered questions from the Board. It was noted that this purchase is fully funded out of reserves,and that pre-payment also saves thousands of dollars. 13222 09/17/2018 Upon roll call,Trustees voted as follows: AYES: 6—Berman,Stein,Ottenheimer,Weidenfeld,Johnson,Smith NAYS: 0—None Motion declared carried. MICROSOFT SOFTWARE LICENSES Moved by Smith,seconded by Johnson,to approve the purchase of Microsoft software licenses through the Illinois Central Management Services(CMS)Purchasing Program from CDW Corporation in accordance with the Illinois Governmental Joint Purchasing Act in a total not to exceed amount of$77,599.98. Mr. Skibbe reviewed the proposed purchase,details of which are contained in his memo to Mr.Robinson of September 13,2018. Upon roll call,Trustees voted as follows: AYES: 6—Berman,Stein,Ottenheimer,Weidenfeld,Johnson,Smith NAYS: 0—None Motion declared carried. 2018 STREET IMPROVEMENT CHANGE ORDER Moved by Smith,seconded by Weidenfeld,to approve a Change Order with Chicagoland Paving in an amount not to exceed$300,000.00 for additional street improvements. Mr.Monico reviewed the proposed Change Order,details of which are contained in his memo to Ms.Maltas of September 6,2018. Upon roll call,Trustees voted as follows: AYES: 6—Berman,Stein,Ottenheimer,Weidenfeld,Johnson,Smith NAYS: 0—None Motion declared carried. ADDITIONAL ROAD WORK Moved by Smith,seconded by Weidenfeld,to approve the Change Order for$52,600.00 to Gewalt Hamilton Associates for additional construction management time related to street improvement activities. Mr.Monico reviewed the proposal,details of which are contained in his September 4,2018 memo to Mr.Bragg. Upon roll call,Trustees voted as follows: AYES: 6—Berman, Stein,Ottenheimer,Weidenfeld,Johnson,Smith NAYS: 0—None Motion declared carried. MANHOLE LINING Moved by Smith,seconded by Stein,to approve the Change Order to the contract with Culy Contracting,Inc.in an amount not to exceed$45,356.30 for additional manhole repair. Mr.Monico reviewed the proposal,details of which are contained in his September 7,2018 memo to Ms.Maltas. 13223 09/17/2018 Upon roll call,Trustees voted as follows: AYES: 6—Berman,Stein,Ottenheimer,Weidenfeld,Johnson,Smith NAYS: 0—None Motion declared carried. COARSE AGGREGATE MATERIAL Moved by Johnson,seconded by Stein,to award bid for Coarse Aggregate Material to the lowest responsible and responsive bidder,G&M Trucking,at an annual amount not to exceed$109,670.00,in accordance with materials contained in Board packets. Mr.Robinson reviewed the proposed bid,details of which are contained in his memo to Mr.Bragg of September 13, 2018. Upon roll call,Trustees voted as follows: AYES: 6—Berman,Stein,Ottenheimer,Weidenfeld,Johnson,Smith NAYS: 0—None Motion declared carried. CAFT Moved by Ottenheimer,seconded by Berman,to authorize staff to waive bids and purchase the required components to make the burn tower operational from Fire Facilities,Inc. in an amount not to exceed$74,073.00,and staff recommends that the labor required to install the components be acquired in partnership with the CAFT communities in accordance with the Illinois Governmental Joint Purchasing act,awarding a contract to William Tonyan&Sons,Inc.in a total not to exceed amount$116,000.00,in accordance with materials contained Board packets. Chief Baker reviewed the proposal,details of which are contained in his September 13,2018 memo to the Board. Upon roll call,Trustees voted as follows: AYES: 6—Berman,Stein,Ottenheimer,Weidenfeld,Johnson,Smith NAYS: 0—None Motion declared carried. ORDINANCE NO.2018-47—COIN-OPERATED AMUSEMENT DEVICES Moved by Stein, seconded by Berman,to pass Ordinance No.2018-47,amending Chapter 5.12 Coin-Operated Amusement Devices. The proposed ordinance adds Subsection#to Chapter 5.12.070 to allow a total of six(6) coin-operated amusement devices at an establishment that holds a Class C liquor license. Mrs.Dziewior reviewed the proposed ordinance,details of which are contained in her memo to Mr.Bragg of September 13,2018. Trustee Stein explained the reason he asked that this item be removed from the Consent Agenda. Deputy Chief Eisenmenger noted that the Police Department is in agreement with the proposed ordinance. Upon roll call,Trustees voted as follows: 13224 09/17/2018 AYES: 6—Berman, Stein,Ottenheimer,Weidenfeld,Johnson, Smith NAYS: 0—None Motion declared carried. QUESTIONS FROM THE AUDIENCE President Sussman reviewed the parameters to be followed by speakers and asked if there were any questions from the audience on items not on tonight's agenda;there were no such requests. ADJOURNMENT Moved by Johnson,seconded by Stein,to adjourn the meeting. Upon voice vote,the motion was unanimously declared carried. The meeting was adjourned at 8:34 P.M. `Janet M. Sirabian,Village Clerk APPROVED BY ME THIS 15th DAY OF October 2018 /14111 l � illage esi ent _ __ - l L�