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2006-12-04 - Village Board Regular Meeting - Minutes 11805 12/04/06 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,DECEMBER 4,2006 CALL TO ORDER President Hartstein called the meeting to order at 7:32 P.M. Those present stood and pledged allegiance to the Flag. ROLL CALL Roll call indicated the following present: President Hartstein;Trustees Braiman,Glover,Berman,Kahn,Trilling and Rubin. Also present were: William Brimm,Village Manager;William Raysa,Village Attorney;Ghida Neukirch,Deputy Village Manager; Scott Anderson,Director of Finance;Anne Marrin,Administrative Intern;Gregory Boysen, Director of Public Works;Rick Kuhl,Superintendent of Public Works;Richard Kuenkler,Village Engineer; Robert Pfeil,Village Planner;Brian Sheehan,Village Health Officer;Carmen Molinaro,Director of Golf Operations;Joseph Tenerelli,Village Treasurer. APPROVAL OF MINUTES Moved by Glover, seconded by Berman,to approve the minutes of the November 20, 2006 Regular Meeting. Upon roll,Trustees voted as follows: AYES: 6-Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0-None Motion declared carried. WARRANT#1062 Mr.Tenerelli read Warrant#1062. Moved by Kahn,seconded by Glover,to approve Warrant#1062 in the amount of$1,910,646.80,authorizing payment of bills listed. Upon roll call,Trustees voted as follows: AYES: 6-Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0-None Motion declared carried. VILLAGE PRESIDENT'S REPORT President Hartstein addressed the snow storm this past weekend. Although the Public Works Department worked very hard,this was a very heavy and wet snow that came at one of the worst possible times just prior to the morning rush hour,and there were numerous complaints expressed about the length of time that it took to clear the \-1 streets,and he does not believe that snow removal was up to Buffalo Grove standards. President Hartstein stated that he asked the Public Works Department to speak tonight to explain the situation on Friday,and what we can hope to do in the future to avoid the problems and delays that occurred. President Hartstein also noted that were also concerns raised regarding sidewalks,and he stated that residents must understand that, for the most part,sidewalks are the individual responsibility of the homeowner. There are a few exceptions where there are agreements with the school districts to clear sidewalks adjacent to the schools. 11806 12/04/06 President Hartstein apologized on behalf of the Village for any delays that may have been experienced,but generally speaking,he believes that although an admirable job was done,we can do better and improve upon the situation in the future. Trustee Braiman noted that he was dismayed at President Hartstein's comments;he spent a great deal of time in the community over the weekend,and he did not hear any complaints;the crews adhered to the same snow removal plan that has always been used. Although everyone wants the snow removed quickly,in circumstances such as this,it takes a longer period of time. Trustee Braiman stated that he believes that President Hartstein's indication that the Board is apologetic goes beyond his responsibility. Trustee Braiman believes that the Public Works Department did a very good job,and he believes that the residents appreciate the work that was done. Mr.Kuhl stated that there were approximately 110 calls,the majority of which were for mailboxes that had been hit by plows. The Department stated that they helped as many people as possible who got stuck getting out of their driveways and into the roadway. The rate of snow of 3-4"per hour made it very difficult to keep up with it. The expectations outlined in the Snow&Ice Control Program were met. Once the snow had stopped,snow was removed curb to curb within eight hours. Every piece of equipment was on the streets. Two of the employees were out for 24 hours. The Department did everything it could to prepare and was on the streets as soon as the snowfall began. Trustee Glover commended Mr.Kuhl and the Department,and stated that she believed that they did the best job that could possibly be done under the circumstances. Trustee Glover asked that Mr. Kuhl relay to the Department that,as a whole,the Board believes that they did a very good job and that there are no apologies that need to be made. • Trustee Berman commented that,because of the intensity of the snowfall,residents might have perceived that there had not been any plowing efforts,and he believes that the Department did a fairly commendable job under extremely adverse circumstances. Trustee Berman did point out that,in any situation,there are lessons to be learned and opportunity for review,and he hopes that the Department will take the opportunity to review the plan, review how this event was approached,and be sure that we are better prepared to address it in the most constructive way possible in the future. Trustee Berman joins Trustees Braiman and Glover in commending the hard work and diligent effort by the Public Works Department. Trustee Kahn stated that he believes that the Department did a great job,even though his mail box no longer exists.Trustee Kahn stated that a plow had already been down his street at 5:00 A.M.,and he travels to Waukegan to his job,and our streets were in much better condition than any others that he encountered. Trustee Rubin also stated that he traveled outside of the Village that morning,and noted that our Public Works Department did a superb job,and there is no need to apologize. Mr.Brimm summarized a meeting that he had with Public Works staff this morning. The storm was intense,with a duration of approximately 13+hours,however,the majority of the 14.5"of heavy,wet snow fell within a 4 hour period. Some lessons have been learned from this incident,and will be implemented in future storms. Mr.Brimm believes that the Department did a good job,and he appreciates the comments from the Board. TRUSTEE REPORTS Trustee Berman reminded residents that there will be a series of RTA Public Hearings being held this week to address issues relating to funding the public transportation system. Trustee Kahn thanked all those who donated at the Blood Drive this past Saturday,and he asked that every able- bodied resident remember that the Blood Drives are held 4 times per year, in March,June, September(Buffalo Grove Days),and December. 11807 12/04/2006 Trustee Rubin reported that the Buffalo Grove Fire Department has made a special plea to ask that residents use extreme care when burning holiday candles. Each year hundreds of fires occur nationally from holiday candles igniting decorations,curtains,and other combustibles. The Fire Department also asks that residents are diligent in keeping fire hydrants visible and cleared of snow. President Hartstein reminded residents that the Police Department is collecting Toys for Tots in conjunction with the United States Marine Corps and he asked that residents donate generously to this worthy cause. The Village Clerk noted that candidates are now circulating petitions to secure a place on the ballot for the April 17,2007 Municipal Election. The positions that are open are Village President,Village Clerk,and three Trustee seats. The Village Clerk noted that the next meetingfor the 50th AnniversaryCommittee will be held on February1, g 2007. The Committee is asking residents for pictures of the Village throughout the years,as well as histories of the inceptions of religious institutions,schools,and civic organizations. VILLAGE MANAGER'S REPORT Anne Marrin reviewed the changes that were made to the Home Care Operations policy,details of which are contained in the Village Board Meeting Agenda Item Overview that she prepared. Trustee Berman noted that staff did a nice job of integrating the comments made by the Board into the process;he confirmed that the Fire Department will be a part of the Administrative Review process. Trustee Braiman also thanked staff for the recommendations;he clarified some items in the recommendations;he also confirmed that there is a system in place so that these special uses definitely are to be renewed every two years. Moved by Braiman,seconded by Berman,to direct staff to continue ahead with the recommendations,and schedule presentation before the Plan Commission. Upon roll call,Trustees voted as follows: AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. QUESTIONS FROM THE AUDIENCE President Hartstein asked if there were any questions from the audience on items not on the agenda. Rob Sherman,resident,noted that he believes the job that the Public Works Department performed in last week's storm was the best he's ever seen in the 22 years that he has lived in the Village. Mr. Sherman suggested that the plow switch the angle of the blade at driveways on the final curb pass to avoid the mounds of snow at the end of driveways. CONSENT AGENDA President Hartstein explained the Consent Agenda,stating that any member of the audience or the Board could request that an item be removed for full discussion;it was requested that Item XI.,C.be removed from the Consent Agenda. The Village Clerk read a brief synopsis of each of the items on the Consent Agenda. Moved by Braiman,seconded by Kahn,to approve the Consent Agenda minus Item C. y,... -r - i-�. ,.._ -_. ...i......_�..�_r-�i'.+grv•n+.'•.�^r.- _- ..,-..T..-...,._.. --�r-�[T'�i� .,w-n...---r . .--+�-�.�.-�. .. .t. 11808 12/04/2006 ORDINANCE#2006-54—HIDDEN LAKE PARKING Motion to amend Title 10 of the Village of Buffalo Grove Municipal Code(Parking restriction,east of Buffalo Grove Road,south side of Hidden Lake Drive). RESOLUTION#2006-37—CORPORATE PERSONAL PROPERTY Motion to approve the resolution regarding Corporate Personal Property Replacement Tax. PROCLAMATION—AUTISM AWARENESS MONTH Motion to approve a Proclamation declaring the month of December as Autism Awareness Month in the Village of Buffalo Grove. Upon roll call,Trustees voted as follows on the Consent Agenda: AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. ORDINANCE#2006-55—ARTS COMMISSION Mrs.Neukirch reviewed the request of the Arts Commission regarding the proposed ordinance. Trustee Kahn stated that this proposal makes sense,but believes that there should be a requirement for a certain minimum of Buffalo Grove residents on the Commission. Trustee Braiman stated that he has no objection,but he does not believe it is necessary because members are ultimately appointed by the Board. Trustee Glover agrees with Trustee Kahn that the requirement for resident minimum should be set as a rule up front. Trustee Berman stated that he originally had reservations about changing the structure of the committee appointment process,however,he believes that it does make sense since the nature and mission of this commission does extend beyond Village boundaries and draws attention to the community from areas beyond our borders, so he does support the proposal to allow non-residents. Trustee Berman does believe that the critical factor in his mind is that the Board must receive advance notification of potential appointees. Trustee Trilling suggested that the following verbiage be inserted as the second sentence into the ordinance: The majority of the membership must be Buffalo Grove residents. Trustee Rubin believes that it should be a standard up front so that there is never an impression that an applicant is being rejected. Moved by Kahn,seconded by Berman,to pass Ordinance#2006-55,with the inclusion of the verbiage made by Trustee Trilling noted above. Upon roll call,Trustees voted as follows: AYES: 6—Braiman, Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. 11809 12/04/2006 ORDINANCE#2006-56—TAX LEVY Mr.Anderson made a presentation to the Board,details of which are contained in the Village Board Meeting Agenda Item Overview that he prepared,and his memo to Mr.Brimm of October 2,2006. Mr.Anderson confirmed to Trustee Berman that this is the gross levy and is not the final number of the amount that is being taxed to residents and businesses;he also confirmed that over 80%of the change is for pensions,and the corporate levy over which the Village has direct control is actually down from last year.Pension mandates are statutory requirements placed by the state legislature. Moved by Trilling, seconded by Kahn,to pass Ordinance#2006-56,for the levy and collection of taxes for the fiscal year commencing on the 15t of May,2006 and ending on the 3061 day of April,2007. Upon roll call, Trustees voted as follows: AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. RESOLUTION#2006-38—COUNTY OF LAKE TAX Mr.Anderson reviewed the following two resolutions,details of which are contained in the Village Board Meeting Agenda Item Overview that he prepared. Moved by Trilling,seconded by Berman,requesting the County of Lake not to collect the Loss in Collection on Taxable.Property in the Village of Buffalo Grove. Upon roll call,Trustees voted as follows: AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. RESOLUTION#2006-39—COUNTY OF COOK TAX Moved by Trilling,seconded by Berman,requesting the County of Cook not to collect the Loss in Collection on Taxable Property in the Village of Buffalo Grove. Upon roll call,Trustees voted as follows: AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. PUBLIC SERVICE CENTER Mr.Brimm introduced this topic. John Bosman of Sente Rubel Bosman Lee Architects Ltd.made a presentation,details of which are contained in the Public Service Center Study prepared by his firm. Trustee Braiman commented that the report is extremely well done,but he was very surprised at the cost;he believes that either cost is prohibitive at this point;he believes that there must be another solution. Trustee Kahn stated that he also experienced"sticker shock"at this report;he has noticed that he believes there is a space crunch,and he does believe that this department makes the best use of and adapts their space and equipment extremely well;he is concerned about some of the infrastructure systems,and he would be willing to look at some type of middle ground. 11810 12/04/2006 Trustee Trilling commented on the architectural costs,and Mr. Bosman also expanded on those costs. Trustee Trilling noted that the proposed cost is likely to be prohibitive;he would like to see a prioritization of all items. Trustee Berman noted that Mr.Bosman's firm has done work with the Village,and he believes that they will work with staff in working out an arrangement;he agrees with Trustee Trilling's comments and his suggestions on how to proceed;he was also astonished at the number which were well beyond anything that he had envisioned,and he has a difficult time foreseeing moving forward with the full scope of work as outlined in the project. The Public Works Department is very important to the Village,and in many respects,the most customer facing service provided by the Village,and often severely affects residents;he does not want to be short-sighted or impair their ability to function on an efficient and proper basis,but he does not see any way to justify spending this amount of money on the project. Mr.Brimm reviewed the possible options available;he will meet with staff and they will bring back a revised scope of work and recommendations and options that may be followed on an amended prioritization scope of work. MOBARK MODEL 1800 CHIPPER Mr.Kuhl made a presentation regarding this proposal,details of which are contained in the Village Board Meeting Agenda Item Overview and his memo to Mr.Brimm of November 27,2006. Mr.Kuhl answered questions from Trustee Braiman,and confirmed to him that the reason for the bid waiver is because of the uniqueness of the machine. Moved by Braiman,seconded by Kahn,to authorize purchase and bid waiver for a Mobark Model 1800 Chipper through the U.S.G.S.A.Agreement Contract#GS-30E-0018N,in accordance with the documentation presented to the Board. Trustee Berman noted that this is effectively a"bid"because of the G.S.A.pricing. Upon roll call,Trustees voted as follows: AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. CIP PRESENTATION Mr.Anderson presented on the FY 2007-2008 through FY 2011-2012 Capital Improvement Plan,noting that the purpose of the plan is to provide a framework for capital facilities,street and infrastructure needs over the next five years,and serve as a decision tool to rate the relative importance of the projects against the ability of the Village to finance them. Each project will have a separate review during the budget process and also during staff request to seek bids. Mr.Anderson and Mr.Brimm then answered questions from the Board. Moved by Kahn, seconded by Berman,to put the CIP in final form and bring it back before the Board. Upon roll call,Trustees voted as follows: AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. 11811 12/04/2006 GOLF COURSES BUDGET PRESENTAITON Mr.Brimm reviewed the year experienced at both golf courses. Mr.Anderson reviewed the individual course budgets. Mr.Anderson and Mr.Molinaro then answered questions from the Board. Mr.Brimm stated that the budget will be presented at the next meeting with a resolution for adoption. UNIVERSAL HOUR OF PEACE Trustee Berman explained why he asked that this item be removed from the Consent Agenda,and noted that he does not believe that the Board should go forward with this request;there was no opposition to Trustee Berman's request. ADJOURNMENT Moved by Kahn,seconded by Berman,to adjourn the meeting. Upon voice vote,the motion was declared carried, and the meeting was adjourned at 10:12 P.M. Th _ ; N Ja 1 fM. Sirabian,Village Clerk 1 APPROVED BY ME THIS I DAY OF /G7Ce/Y1?1,e.A ,2006 Village President 1