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2011-07-11 - Village Board Regular Meeting - Minutes 12534 07/11/2011 MINUTES OF THE RESCHEDULED MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS,50 RAUPP BOULEVARD, BUFFALO GROVE,ILLINOIS ON MONDAY,JULY 11,2011 CALL TO ORDER President Braiman 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 Braiman;Trustees Berman,Trilling,Sussman,Terson,Stein and Ottenheimer. Also present were: Dane Bragg,Village Manager;William Raysa,Village Attorney;Ghida Neukirch,Deputy Village Manager;Scott Anderson,Director of Finance;Art Malinowski,Director of Human Resources;Brian Sheehan,Deputy Building Commissioner-Operations;Robert Pfeil,Village Planner;Carman Molinaro,Director of Golf Operations;Greg Boysen,Director of Public Works;Richard Kuhl,Superintendent of Public Works;Robert Giddens,Director of IT; Geoff Tomlinson Golf Pro;Joe Bridges Assistant Golf Pro; Brett Robinson,Technical Service Manager;and Fire Chief Vavra. APPROVAL OF MINUTES Moved by Stein,seconded by Terson,to approve the minutes of the June 20,2011 Regular Meeting.Upon roll, Trustees voted as follows: AYES: 6—Berman,Trilling,Sussman,Terson,Stein,Ottenheimer NAYS: 0—None l Motion declared carried. �•/ WARRANT#1169 Mr.Anderson read Warrant#1169. Moved by Berman,seconded by Sussman,to approve Warrant#1169 in the amount of$1,450,704.90,authorizing payment of bills listed. Upon roll call,Trustees voted as follows: AYES: 6—Berman,Trilling,Sussman,Terson,Stein,Ottenheimer NAYS: 0—None Motion declared carried. CLEAN AIR COUNTS Mr.Boysen announced that the Village was recently awarded the Clean Air Counts Platinum Award. He presented it to Mr.Bragg GOLF COURSE OPERATIONS UPDATE Director Molinaro updated the Board on the Operations and development of the two village owned golf courses which offer services found in high class private facilities. He outlined the amenities at the Arboretum Golf Course which include the restaurant and banquet facilities which seats over 300 people,reasonable resident and non- ' resident rates,and facilities for corporate and high school golf teams.Each location offers a pro shop offering golf related items. Promotion of the course is done through various electronic media.The Arboretum Golf Course tries to be competitive with courses in the area. Recently a Gold card began being sold;it offers reduced green fees during the week among other amenities. The Arboretum can stay open in inclimate weather because of the fifteen lakes which provide drainage. Clubs amenities also include carts with GPS units.The department employs nine professional staff members. Recent course reconstruction makes it a softer course. They continue to look for more ways to send out messages for advertising. m/ 12535 07/11/2011 Mr.Molinaro gave the history of the Buffalo Grove Golf Course and the layout of the course.The course challenges the average golfer.Lessons and golf camps are available for children and are very popular. In this way they promote junior golf and the future of golf.The food service is leased from the Village of Buffalo Grove and open all year round. The entire golf facility is family friendly. The two facilities provide recreational opportunities for over 90,000 golfers per year.The two courses cover 240 acres of open space and flood relief that benefits all of Buffalo Grove. President Braiman inquired if there was a written policy advertising golf carts for the course.He asked that if one is not available one be put in place for review of the Board. In response to Trustee Berman,Mr.Molinaro reported that fmancially the Arboretum is up in revenue year to date. Buffalo Grove golf course is down in revenue,but up in rounds. POWER OUTAGES Deputy Manager Village Neukirch gave an update on the current electrical outages due to the recent storms and the effect on Buffalo Grove. The Alcoa Center,Fitness Center and the Village Hall as well as the local libraries are designated as cooling centers and are open until 7:00 pm.Messages were sent out through the website and e-news. Mr.Bragg gave special thanks to the First Responders.He reviewed the situation on Village owned facilities as well as nursing homes use of electricity for the home bound. Trustee Trilling verified that if trees are down on personal property,branches can be brought to the curb and Public Works will remove them. EMERGENCY PREPAREDNESS ACTIVITIES Director Giddens reported on the September and October 2011 Emergency Preparedness activities. The current l Mobil Com unit is 15 years old and is being replaced by a new and high tech Mobil Com vehicle. It will be on v display at Buffalo Grove Days. Public Works has assisted in the creation of this vehicle. Currently it is used in setting up cooling centers. It is also a regional resource to other communities in the area. There will be an exercise checking the auto dialer system at the end of September. Residents should use the website or call the Village Manager's Office to sign up for the communications and to see if they have duplicate numbers in the system.Mr. Giddens explained the warning system signals residents to go inside and find weather related details from other communications. He suggested residents join CERT,a committee which is offered by Buffalo Grove Fire Department.It teaches residents how to be self-sufficient and how to respond to situations at home. Questions and answers on Emergency Management and to sign up for CERT can be done at BG Days or the Fire Open House on September 24. • Trustee Trilling asked why he got two alerts at same phone number. Mr.Giddens explained possible reasons for two alerts being sent to the same phone number. In response to a statement from Trustee Sussman,Mr.Giddens verified that there is no way to know about bad weather coming if you are inside the house. GEO-MELT ASSESSMENT Mr.Boysen gave a report assessing the use of Geo-Melt,a pre-wetting agent which can replace sodium chloride or Geo-Melt in combination with sodium chloride. It can be purchased through the State of IL Joint Purchasing program which is a cost efficient method.Four routes will be used in the 2012 assessment using different application combinations and spreading devices. Final results on Geo Melt will be available in June,2012. In answer to Trustee Ottenheimer,he explained that Geo-Melt has been around for about ten years. It is less corrosive than sodium chloride. 12536 07/11/11 Trustee Berman verified that in no way will public safety be compromised and that Public Works should be cautious in the use. He asked to be kept informed of its performance QUESTIONS FROM THE AUDIENCE President Braiman asked if there were any questions from the audience on items not on tonight's agenda;there were none. MDA PRESENTATION • Fire Chief Vavra described the participation of Buffalo Grove in the MDA Boot Drive. Gina O'Brien announced that the Village has collected$22,522 for MDA and thanked the Village and the Fire Department for all the support given during the year. August 26 and September 2 will be the next collection dates. She thanked Chief Vavra for past participation in raising donations TRUSTEE REPORTS Trustee Trilling urged everyone to attend the 10th annual Buffalo Grove Fine Art Festival to be held on Saturday and Sunday,July 16 and 17,2011,at the Buffalo Grove Town Center.Trustee Sussman announced that the BG Days Committee is offering businesses the opportunity to advertise by purchasing banners starting at$100 for main stage.Trustee Stein announced that the Farmers Market passed out reusable tote bags. Twelve businesses paid to advertise on the bags. The market has been well received.On July 24 Pack 36 will hold a food drive at a booth at Farmer's Market for the Vernon Township food pantry.The Environmental Action Team will be holding a bicycle drive for the needy.Residents are encouraged to bring unused bikes to the Farmers Market. The Police Department will be conducting bicycle helmet safety checks. CONSENT AGENDA President Braiman explained the Consent Agenda,stating that any member of the audience or the Board could request that an item be removed for full discussion. There were no such requests. The Village Clerk read a brief synopsis of each of the items on the Consent Agenda. Moved by Ottenheimer seconded by Stein to approve the Consent Agenda. ORDINANCE No.2011-32-Liquor Controls,Class E Motion to approve an Ordinance Amending Chapter 5.20,Liquor Controls,Class E,Dvash Inc. ORDINANCE No.2011-33-Liquor Controls,Class A Motion to approve an Ordinance Amending Chapter 5.20,Liquor Controls,Class A,Dvash Inc. RESOLUTION No.2011-26-Surplus Property Motion to approve a Resolution for Participation in State of Illinois Surplus Property. ORDINANCE No.2011-34-Zoning Ordinance Variation Motion to approve an Ordinance Granting a Variation to the Buffalo Grove Zoning Ordinance, 1023 Providence Lane. ORDINANCE No.2011-35-Zoning Ordinance Variation Motion to approve an Ordinance Granting a Variation to the Buffalo Grove Zoning Ordinance,for Walgreens, 15 N. Buffalo Grove Road. 1 12537 07/11/2011 AYES: 6—Berman,Trilling,Sussman,Terson,Stein,Ottenheimer • NAYS: 0-None Motion declared carried. ORDINANCE No.2011-36,Letter of Agreement Mr.Bragg listed those involved in the negotiations between the Village of Buffalo Grove and the Firefighters and Paramedics Association. He recommended approval of proposed side letter of agreement with the Buffalo Grove Professional Fire Fighter Paramedic Association including 2010,2011 and a formula for 2012 wages and benefits. He thanked the fire union and the Village negotiating team for their work on this substantial agreement. It aids the union and the Village. Moved by Berman seconded by Stein to approve Ordinance No.2011-36,Approving a Letter of Agreement between the Village of Buffalo Grove and the Buffalo Grove Professional Firefighter/Paramedic Association in accordance with the materials included in the packet specifically the letter dated July 11,2011. President Braiman thanked the Staff and the Fire Department for all the time spent in negotiations done in a professional manner and with the same goals resulting in the best possible agreement. Trustee Berman also thanked and commended the Staff and Union. It was an arduous task and the union gave up what they had already been given.The Union showed flexibility and was realistic in addressing their needs and the community's need to contain costs. AYES: 6—Berman,Trilling,Sussman,Terson,Stein,Ottenheimer NAYS: 0—None Motion declared carried. SUSPENSION AND REVOCATION OF LICENSES AND PERMITS Moved by Trilling and seconded by Sussman to approve 2011-37,Amending Chapter 1.12,Suspension and Revocation of Licenses and Permits of the Buffalo Grove Municipal Code. Trustee Berman moved to table this item. At the request of the petitioner from the Xtreme Trampolines,Ms.Neukirch verified the subject not be voted at this meeting. Recommendations were presented today that need to confer with the petitioner and to be ready for the next meeting. President Braiman noted that if the subject was discussed tonight,Staff would be given direction to move on. Trustee Berman expressed his thoughts that Ordinance No.2011-37 was being presented to address issues that relate to Xtreme Trampoline. He would rather wait to see if Xtreme Trampoline would go forward before getting into details of Ordinance No.2011-38. President Braiman asked the Board how they wanted to proceed. Trustee Ottenheimer did not want to discuss what is before the Board us and then hear new recommendations that would cause tonight's discussion to be irrelevant. President Braiman would prefer to defer the topic instead of tabling it. Trustee Berman amended his motion to defer the topic. Trustee Ottenheimer agreed to the change in the motion i i I 12538 07/11/2011 AYES: 6—Berman,Trilling,Sussman,Terson,Stein,Ottenheimer NAYS: 0—None Motion declared carried. XTREME TRAMPOLINES AYES: 6-Berman,Trilling,Sussman,Terson,Stein,Ottenheimer NAYS: -None Motion declared carried ACCEPTANCE OF PROPOSAL-Phone System Mr.Bragg recommended awarding the proposal to Tel-Corn Innovations Group,TIG in the amount of$130,000 to replace the current phone system with a voice over IP communications system. It is planned,budgeted and paid for 1 from the computer reserve account in accordance with the FY 2011 budget.The cost of the upgrade of servers and related hardware will be shared with the Park District. They will participate on a separate agreement in purchasing their phones. The TIG had the lowest 5 year cost and also the richest application platform. Moved by Trustee Terson,seconded by Berman,to accept the proposal for the village phone system pursuant to the information in the packet attached to the memo. Mr.Giddens answered Trustee Sussman's question that new technology will be able to be incorporated with our ` system.Also the contract specifies new upgrades will be paid for during the next two years. Mr.Bragg added that he is impressed with the abilities of this technology and the ability to upgrade. Mr.Giddens responded to President Braiman that the project will be complete within the next eight weeks. Trustee Terson questioned about getting information to the residents and the ability to call a number for information. AYES: 6—Berman,Trilling,Sussman,Terson,Stein,Ottenheimer NAYS: 0—None Motion declared carried. AWARD OF BID—2011 Parkway Tree Replacement Moved by Stein,seconded by Ottenheimer to approve the award of bid for the 2011 Parkway Tree Replacement in accordance with the letter in the packet dated June 23,2011. Mr.Bragg replied that Staff is recommending the award of bid to St.Albin Nursery in the amount of$29,963,and requesting to proceed with this bidder in addition for$20,091 in conjunction with the Emerald Ash Borer Grant for Urban Reforestation. These are budgeted items in the forestry division to the grant proceeds Trustee Trilling asked Mr.Kuhl if all trees being taken down will be replaced;to which Mr.Kuhl replied that 85% would be replaced.Replacement is determined by the order in which the diseased trees are reported. AYES: 6—Berman,Trilling,Sussman,Terson,Stein,Ottenheimer NAYS: 0—None Motion declared carried. 12540 07/11/2011 PREAPPLICATION—Arboretum Club Hotel Brian Burton,from Fairway Suites Hotel addressed the Board.He is seeking backing to locate a hotel for business travelers and for corporate events. Food and banquet facilities make a desirable location. He believes there will be enough room for parking spaces without taking out any trees. Typically they proceed with a Letter of Commitment which consists of eight items. Both parties must agree to all items. Most important is the exclusive rights to represent the Village of Buffalo Grove and the Arboretum for 90 days or until either or both parties disagree to proceed or not. Mr.Burton replied to Trustee Ottenheimer's question that they presently have one facility in Kansas City. They currently are working on six agreements with municipalities and with two private parties. Mr.Burton answered Trustee Stein that they will not offer rental cars. They will have a kitchen staff and the Arboretum kitchen staff will help with the extra needs. They anticipate 90-140 guests per night. The Buffalo Grove location is planned to have 92 rooms. Trustee Terson asked which other communities which would be comparable to Buffalo Grove. Trustee Trilling has no problem with the concept as long as it is not detrimental to the golf course. The proof is in the details. Locating 26 sufficient parking spaces will be difficult.If spaces are taken out to build the hotel there will be a loss of more parking spaces. In answer to a question from Trustee Berman,no financial subsidy is requested. The Village asks for a lease agreement. There is no risk to the Village. The project must prove there is no adverse impact to the neighbors. President Braiman noted that the residents are vocal on opposition. A resident meeting is essential. The purpose of �•/ tonight's meeting is to get the feeling of Board.The topic will then be forwarded to the Plan Commission for further review. Carmen Molinaro asked that Mr.Lundgren and Progressive Management be involved in discussions and planning. COMPREHENSIVE FISCAL REPORT Mr.Anderson gave a report on all fiscal activities in 2010. It was prepared by independent auditors,Wolf&Co. LLC. It was completed within six months of the end of the fiscal year and the report was filed with all regulatory bodies. Mr.Anderson gave brief report on the construction and layout of audit.He asked that the report be accepted. Moved by Berman,seconded by Sussman to accept the Comprehensive Annual Financial Report for the Year ending December 31,2010 as presented in the packet. Trustee Trilling asked that official's names be revised before he accepts the Report. Auditors stated that either way is acceptable and that it is a matter of preference. Mr.Raysa suggested that it show the previous Board and the current Board. Auditors will make an amended report. Trustee Berman amended his motion subject to the issuance of the correction. Trustee Sussman agreed to the motion. Mr.Anderson answered a question from President Braiman that the auditors have conducted the audit for two years and have one more year on their contract. The report will be available on the internet. 12542 7/11/2011 AYES: 6-Berman,Trilling,Sussman,Terson,Stein,Ottenheimer NAYS: 0-None Motion declared carried ENERGY EFICIENT LIGHTING UPGRADES Moved by Stein seconded by Ottenheimer.to authorize the Waiver of Bids and to Request for Proposals from Contractors for Energy Efficient Lighting Upgrades at all Village Owned Public Safety Facilities in accordance with materials in packet. Mr.Bragg noted that the total will be$34,190 in accordance with the grant from the IL Clean Energy Community Foundation. Mr.Robinson noted that there will be no cost to our budget. The total cost exceeds$15,000 but net cost is near zero. We will have to pay the contractor so a bid waiver is needed for the initial purchase. AYES: 6-Berman,Trilling,Sussman,Terson,Stein,Ottenheimer NAYS: 0-None Moved by Berman,seconded by Terson to adjourn the meeting. Upon voice vote,the motion was declared carried. The meeting was adjourned at 9:40 p.m... g#4/1A-6-' °14-14.14. 7 Jane Olson,Deputy Village Clerk APPROVED BY ME THIS DAY OF ,2011. NNitstit ;.i. , e reside t