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1977-05-23 - Village Board Regular Meeting - Minutes 4950 5/23/77 MINUTES OF THE REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, HELD MONDAY, MAY 23, 1977, AT THE MUNICIPAL BUILDING, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS. President Fabish called the meeting to order at 8:00 P.M. Those present stood and pledged allegiance to the flag. In the absence of the Village Clerk, it was moved by Rech, seconded by Mendenhall to appoint Carol Hennenfent Clerk Pro Tem. Upon voice vote, the motion passed unanimously. The Clerk called the roll and found the following: PRESENT: President Fabish; Trustees Rech, Marienthal , Keister, Stone, Mendenhall ABSENT: Trustee Bogart Also present were William Balling, Village Manager; William Raysa, Village Attorney; Richard Glueckert, Finance Director; Charles McCoy, Director of Public Works; Thomas Fennell , Chief Inspector; Harry Walsh, Police Chief; and William Sommer, Administrative Assistant. 1 . Minutes of May 2, 1977 Moved by Marienthal , seconded by Stone to approve the minutes of the regular meeting held May 2, 1977, as published. Upon roll call , the vote was: AYES: 4 - Marienthal , Keister, Stone, President Fabish NAYES: 0 - None ABSENT: 1 - Bogart ABSTAIN: 2 - Rech, Mendenhall Motion declared carried. 2. Minutes of May 16, 1977 Moved by Rech, seconded by Mendenhall to approve the minutes of the regular meeting held May 16, 1977, as published. Trustee Mendenhall requested that on page 4942 the following be added to the last sentence of the first paragraph "by possibly borrowing money from a local bank instead of accepting terms offered by Motorola Company." Upon roll call , the vote was: ' AYES: 4 - Rech, Keister, Stone, Mendenhall NAPES: 0 - None ABSENT: 1 - Bogart ABSTAIN : 1 - Marienthal Motion declared carried with correction noted. 3. President's Report Resolution #77-33 President Fabish read Resolution #77-33, a resolution supporting the Buffalo Grove Park District 's efforts to become the acquisition agent in order to 4951 1 5/23/77 preserve as open space for recreation and flood control purposes the 130 plus acres known as the "Popp Farm". Moved by Rech, seconded by Marienthal to approve Resolution #77-33. Upon roll call , the vote was: AYES: 5 - Rech, Marienthal , Keister, Stone, Mendenhall NAYES: 0 - None ABSENT: 1 - Bogart Motion declared carried. Trustee Rech stated she wanted to update the Board on the meeting of the Lake County Board meeting held on Friday. She stated it was not on the agenda of the Lake County Board to act on the acquisition of an additional 200 acres; however, they did add it to the agenda by voice vote, acted upon it, and approved by a vote of 16 to 4 to proceed with the acquiring of this additional 200 acres. 4. Questions from the Audience There were no questions from the audience. 5. COMMITTEE OF THE WHOLE Certificate of Appreciation President Fabish presented Ron Helms a Certificate of Appreciation for his service on the Appearance Control Commission from November of 1972 to May of 1977. Devonshire/Unit I Mr. Balling stated that an engineering audit was ordered by the Village to review the Devonshire Unit I plan which was the subject of federal charges on May 16, 1977, against Mr. Carl W. Rapp. The Village retained Mr. Arnold Seaberg, who is the prior Village Engineer, to run this audit on the Phase I improvements to determine if there has been any irregularities or problems with the plat which the Board should be made aware of so that the proper changes can be made. Mr. Seaberg submitted his report verbally as a written report has not been compiled as yet. He stated that he was requested to review the design plans and documents reference Devonshire/Unit I ; that he found some design details that he did not agree with and some he felt should be revised, but did not find any site improvement deficiency which, in his opinion, were intentional violations. He felt it is a good design plan, but possibly would have done a few things differently. He suggested the correction of various items as follows: 1 . One additional fire hydrant is needed for conformance of the Village Code. 2. Plat of Subdivision should be corrected to show all necessary easements. 3. There may be some potential drainage problems in rear yards. Can be somewhat overcome by making sure that all of the side yards on all of these lots are drainage easements recorded on the plat. 4. As far as design, one item to be looked at is the overflow drainage to the retention basin. Feels it is necessary that a definite overflow swale be defined between one or two lots at the basin and the grade 4952 5/23/77 raised so that the overflow does pass between two lots directly in line with the basin. Should be some control . 5. Reference parkway trees - the Letter of Credit for the construction estimate did not include parkway landscaping and this should be included as it is a site improvement. Mr. Seaberg also reviewed the letter dated May 20 from design engineer, John Pezl as follows: 1 . Reference the 16" water main along Route 83 - he felt this is a decision made between the Developer and the Village. 2. Regarding the water connection on BanburyLane - he felt this was 9 9 necessary. 3. The Dayton Court cul-de-sac being backpitched - felt this was a design decision by Public Works and Engineers - would not require it but felt it was acceptable as a design alternative. 4. Looping of sanitary sewer at north end of Dayton Road - stated there are pros and cons reference this type of sanitary sewer - is basically a cross connection for emergency overflows. 5. Sees nothing wrong with using clay tile or truss pipe - either one is fine depending on which one is more economical . Discussion followed. In response to a question from President Fabish, Mr. Raysa stated that it is a matter of approving a corrected plat with the changes of record. Mr. Balling stated that the Board administratively requested that the recording of the plat be held in abeyance until this matter is resolved. Mr. Frank had voluntarily returned the plat for the amendment to this document. Mr. Frank requested formally that the 16" water main be subject to a recapture ordinance; that they would prefer to go back to their original design on the cul -de-sac without the backpitch; and that they are in agreement with all other items suggested by Mr. Seaberg. Moved by Mendenhall , seconded by Marienthal to approve the amended plat subject to Mr. Seaberg's recommendations including the landscaping of parkways. Mr. Frank stated that he would increase the Letter of Credit to include the landscaping of parkways. Upon roll call , the vote was: AYES: 4 - Rech, Marienthal , Stone, Mendenhall NAYES: 1 - Keister ABSENT: 1 - Bogart Motion declared carried. 4953 5/23/77 Discussion followed regarding the recapture agreement. Mr. Frank stated he felt the Village did not have the necessary reports or facts on hand to consider it this evening and requested it be a subject of study by the Village as to where benefits lie. President Fabish requested the staff to have a study made to see what the impact would be. The Board concurred with this request. Mr. Balling asked as a point of clarification that the Board intention is for the staff to process the plat for recording and the design on the Dayton Court cul-de-sac was to remain as originally designed and as approved at the May 16, 1977, Board meeting. This is the intention of the Board. Certificate of Commendation President Fabish read a Certificate of Commendation for firefighter Don Raef for his efforts in alerting sleeping residents of a fire that had broken out in one of the buildings of the Mill Creek apartment complex in Buffalo Grove (Mr. Raef lives in the building) and presented the Certificate of Commendation to Mr. Raef. Lake Michigan Water Allocation Moved by Marienthal , seconded by Rech to execute the Illinois Department of Transportation Permit No. 77-013 regarding the acceptance of the 1977 water allotment. Mr. Raysa stated he wanted the Board to be aware that the condition of the permit is that the Village has to do some of the work; that law suits have been filed reference the water allotment of which the Village must file an answer and make an appearance; and that he will keep the Board apprised as to the status of this matter. Mr. Balling stated, for the Board's information, that the water allocation transmission line alternatives are to be a discussion matter for the June 13th workshop session. Upon roll call , the vote was: AYES: 4 - Rech, Marienthal , Keister, Stone NAYES: 0 - None ABSENT: 1 - Bogart ABSTAIN: 1 - Mendenhall Motion declared carried. Service Bureau/Anderson Information Management Systems Mr. Balling reviewed the proposal submitted by AIMS regarding the conversion to their service bureau and recommended conversion to their system which would result in approximately $4,000 annual savings. He further stated that Financial Consultant Shirley's report of May 19, 1977, pointed out that actual monthly revenues are not shown in the package program, which can be added at a nominal sum. Richard Glueckert and William Sommer agreed that this would be advantageous. \,./ \..J 4954 5/23/77 Casey Luczak, representative of AIMS, stated that the system proposed would be a more comprehensive system; that AIMS has been in business eleven years serving over 50 municipalities and that they specialize in municipalities. Mr. Glueckert stated that the proposal does include an accounts payable warrant system, instead of one day to type checks and half a day to type the warrant twice a month, it would be done automatically on a flexible time basis. Mr. Balling stated the Village is now paying from five to six hundred dollars a month and the AIMS proposal is $260 a month. Also some special reports prepared by the processor the Village is now using, namely the Treasurer's report, is higher than the AIMS proposal . In response to a question from Trustee Marienthal , Mr. Glueckert stated the payroll and utility billing is not being changed at this time, only general ledger. Mr. Balling stated the Village has a high level of service at a competive cost with the payroll and utility billing. Mr. Glueckert stated the main concerns for considering a change is that the Village is not getting good service at all with the present service bureau and the service is deteriorating. Nick Rubino, Treasurer, arrived at this time and stated he was in agreement with Mr. Glueckert and recommended the change over to AIMS. Moved by Marienthal , seconded by Rech, to accept the proposal from AIMS and direct the staff to proceed with the necessary work that has to be done to accomplish same. After discussion , Trustee Marienthal , seconded by Rech, amended his motion to include Jim Shirley 's recommendation and to place a ceiling of $250 to implement the recommendation. In response to a question by Trustee Rech, reference the termination of the present service bureau, Mr. Glueckert stated that he has researched with the Village Clerk and can find no contract with the present service bureau. Mr. Luczak stated the time frame for implementation is normally three to four weeks. Upon roll call , the vote was: AYES: 5 - Rech, Marienthal , Keister, Stone, Mendenhall NAPES: 0 - None ABSENT: 1 - Bogart Motion declared carried. Vernon Township Planning Agreement President Fabish reviewed the planning agreement for the subregional land use inventory and plan analysis stating the Village's cost for this study would be approximately $239. 4955 5/23/77 Trustee Mendenhall stated that he disagreed with this plan because of the different operating philosophies of the Villages involved and could not see any benefits to be derived by Buffalo Grove. Moved by Keister, seconded by Marienthal to approve the Vernon Township agreement. Discussion followed. Trustee Rech stated she felt the Village would be paying for something that has already been done and is not in favor of having the CORRECTION study done as all the property in question is already a part of other municipal planning areas. Upon roll call , the vote was: AYES: 3 - Marienthal , Keister, Stone NAPES: 2 - Rech, Mendenhall ABSENT: 1 - Bogart Motion declared carried. 9:25 P. M. - The President declared a recess 9:40 P. M. - The meeting resumed. State Treasury Investment Program After discussion it was moved by Mendenhall , seconded by Marienthal , to table consideration of this investment program until a resolution has been prepared and further documentation presented. Upon roll call , the vote was : AYES: 3 - Keister, Stone, Mendenhall NAYES: 2 - Rech, Marienthal ABSENT: 1 - Bogart Motion declared carried. Group Health Insurance/Park District Employees Mr. Balling stated this is a request by our Insurance Carrier to consider adding the six members of the Park District staff to the Village's group health insurance program. Trustee Rech stated that she did not feel we could act on something that the Park District Board has not requested themselves. After discussion, Trustee Rech moved, seconded by Mendenhall , to direct Mr. Balling to send this material from the insurance agent to the Park District requesting their input. Upon roll call , the vote was: AYES: 5 - Rech, Marienthal , Keister, Stone, Mendenhall NAPES: 0 - None ABSENT: 1 - Bogart Motion declared carried. 4956 5/23/77 Police Pension Fund Report After review, it was moved by Rech, seconded by Marienthal to accept the Police Pension Fund annual report for fiscal year ended April 30, 1977. Upon roll call , the vote was: AYES: 4 - Rech, Marienthal , Keister, Stone NAPES: 0 - None ABSENT: 1 - Bogart ABSTAIN: 1 - Mendenhall Motion declared carried. Appearance Control Commission Matters Sherwin Rosenfeld and Don Hardt , representatives of the Appearance Control Commission were present. Identification Sign/Indian Princesses Mr. Rosenfeld stated that reference the identification sign for the Indian Princesses, this group has decided, due to the amount of funds involved for the type of sign required, they will return at a later date with their sign request. Standard Oil Sign Reference the requested price sign at the Standard Oil Service Station at Route 83 and Buffalo Grove Road, Mr. Rosenfeld stated that the signs erected there now are non-conforming; are already beyond requirements with too tall signs and too much square footage; and the Appearance Control Commission recommendation at their January 13, 1977 meeting was to deny this request. Moved by Rech, seconded by Marienthal that the Board accept the Appearance Control Commission 's recommendation of January 13, 1977 denying the Standard Oil Sign. Upon roll call , the vote was: AYES: 5 - Rech, Marienthal , Keister, Stone, Mendenhall NAPES: 0 - None ABSENT: 1 - Bogart Motion declared carried. Mobil Station Sign Request Mr. Rosenfeld stated that discussion began on this request on March 29, 1977, but the Commission has not received any drawings or any documentation to base a decision on. Moved by Marienthal , seconded by Stone, that based on the application of March 29, 1977, without any documentation attached to same, that the Board deny the request. Upon roll call , the vote was: AYES: 5 - Rech, Marienthal , Keister, Stone, Mendenhall NAPES: 0 - None ABSENT: 1 - Bogart Motion declared carried. 4957 5/23/77 Hoffman Group Signs Due to the lengthy presentation involved with the Hoffman Group signs, it was suggested and agreed upon by the Appearance Control Commission representatives, the Hoffman Group representatives and the Board for the Hoffman Group to make their presentation to the Appearance Control Commission 's representatives in an open meeting in the small conference room and then return to the council chambers with their recommendations. The Board continued with the remaining agenda items. Zoning Changes Upon reviewing Thomas Fennell 's memo dated May 19, 1977, reference recommended changes in the Zoning Ordinance made by the ZBA, it was moved by Mendenhall , seconded by Stone to direct the Plan Commission to hold a public hearing on the recommendations. Discussion followed reference the 1/3 variance on side and rear yards. Trustee Mendenhall requested that the Plan Commission consider CORRECTION some way to eliminate potential abuse of variations. *The Public Hearing will be a joint meeting with the Zoning Board of Appeals. Upon roll call , the vote was: AYES: 5 - Rech, Marienthal , Keister, Stone, Mendenhall NAYES: 0 - None ABSENT: 1 - Bogart Motion declared carried. Professional and Executive Office Center/Building Bloc The Board reviewed a letter, dated May 19, 1977, from Burton E. Harris, President of ACONTEC, Inc. , The Building Bloc, reference the proposed con- struction of a 23,000 square foot professional and executive center on property known as the Buffalo Grove National Bank property. Moved by Marienthal , seconded by Rech to refer the proposal to the Plan Commission for their review and recommendation. Upon roll call , the vote was : AYES: 5 - Rech, Marienthal , Keister, Stone, Mendenhall NAYES: 0 - None ABSENT: 1 - Bogart Motion declared carried. ESDA Generator Moved by Rech, seconded by Mendenhall to remove from table consideration of the repair of the ESDA generator. Upon voice vote, the motion passed unanimously. President Fabish stated that there will be a 90 day warranty on the work to be done. Mr. Balling reviewed the report from Paul Soucy of May 20, 1977 as follows: 1 . There will be a ninety day one hundred percent warranty on the repaired unit. 4958 5/23/77 2. The generator will be a trailer mounted mobile unit. 3. To be used by any Village agency if needed, such as Public Works for generating power at lift or well stations, generate emergency power at the Municipal Building or Public Service Building as necessary, etc. 4. A natural gas driven l0KVA generator is being used at present to power police and fire communications and a few light bulbs. Moved by Stone, seconded by Keister to authorize repair of the generator with a waiver of bids. Upon roll call , the vote was : AYES: 5 - Rech, Keister, Stone, President Fabish NAYES: 1 - Marienthal ABSENT: 1 - Bogart ABSTAIN: 1 - Mendenhall Motion declared carried. Executive Session Moved by Marienthal , seconded by Stone to adjourn to executive session to discuss personnel . Upon voice vote the motion passed unanimously. Time: 10:45 P.M. 11 : 15 P. M. - The Board returned to the council chambers and the President declared a recess. 11 :45 P. M. - The meeting resumed. The Hoffman Group/Signs Mr. Rosenfeld stated that he and Mr. Hardt of the Appearance Control Commission met with the Hoffman Group and make the following recommendations: 1 . Accept tentatively the landscaping plan on the basis that it will be resubmitted in phases that typify the plan as shown but with an explicit design, elaborating the variety of trees, basis for the planting, and the quality of the species. 2. Accept the sign package with the stipulation that on the final permanent sign the color of the letters would be such that there would not be a deleterious effect from sunlight and ozone in the color selected and that they would change it if it were other than a more permanent color. 3. Architecture - recommendation that the chimney pots be of prefabricated imitation brick to match the brick on the facade, or if they decide to use the galvanized iron chimney pots that they presently show on the drawing that they would be painted a color similar to the roof color. 4. Recommended that the cornor lots have elevations that are consistent to be the low side of the elevations and be on the corner facing the secondary street, and that the windows in all cases be dressed with shutters and muntin bars. 4959 5/23/77 5. Monotony code to be followed - within three houses the same elevation or the same color, except for white, cannot be used nor can the same elevation be used across the street - on the houses that are split levels where excessive concrete would be shown, to cover up more of the exposed concrete. In all cases roof vents would be either faced away from the street side or away from the corner side as much as possible. L Mr. Neil Peterson of the Hoffman Group stated that they agree with the recommendations on the landscaping, the sign package, the chimney pots, the monotony code, and the corner lot elevations. The shutters and muntins, they are opposed to as they feel this is a cost factor. Discussion followed reference the number of corner lots and costs involved with shutters and muntins and windows with shutters only. Moved by Rech, seconded by Mendenhall to approve the Hoffman Group landscaping plan, architectural plan, sign package, and agreement with the Appearance Control Commission 's recommendations of record except to eliminate the muntins and place shutters on only those corners that are true corners. In response to a question from Trustee Rech, Mr. Rosenfeld stated that only true corners at intersections are recommended and he marked the exhibit of the corners they are recommending for shutters. Trustee Rech amended her motion to include just the corner lots as defined by the Appearance Control Commission on the exhibit. Seconded by Mendenhall . Upon roll call , the vote was: AYES: 4 - Rech, Keister, Stone, Mendenhall NAYES: 1 - Marienthal ABSENT: 1 - Bogart Motion declared carried. Trustee Marienthal stated his nay vote was because he did not agree with some lots that are defined as corner lots. 6. Adjournment Moved by Mendenhall , seconded by Stone to adjourn the meeting. Upon voice vote, the motion passed unanimously. Time: 12:20 A.M. Respectfully submitted, Carol M. Hennenfent , Clerk Pro T PASSED AND APPROVED this ' _ day of , 1977. i ) cr "kJ Village Pre ident