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1976-05-24 - Village Board Regular Meeting - Minutes 4583 5/24/76 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 24, 1976, AT THE MUNICIPAL BUILDING, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS. President Fabish called the meeting to order at 8: 15 P.M. Those present stood and pledged allegiance to the Flag. Moved by Rech, seconded by Carroll 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 Mahoney, Rech, Driscoll , Bogart, Carroll , Marienthal Also present were Daniel Larson, Village Manager; Richard Raysa and William Raysa, Village Attorneys; James Shirley, Village Treasurer; Charles McCoy, Director of Public Works; Harry Walsh, Chief of Police; and William Whited, Administrative Assistant. 1 . Minutes of May 17, 1976 Moved by Carroll , seconded by Rech to approve the minutes of the regular meeting held May 17, 1976, as published. Trustee Mahoney requested the Clerk reference page 4581 , 2nd paragraph, to check the tape of the previous meeting as he could not remember making this motion. The following corrections were made to the minutes: Page 4578 - under Opticom Units - 6th paragraph - sentence to read "Trustee Mahoney asked that the Fire Protection District be asked whether it is willing and able to pay half the cost of the units." Page 4579 - under Countryside Boys Club - 6th paragraph - item 4 to read "Because of the size and limitations on the property she felt she would prefer the location be elsewhere." Page 4578 - under Share + 3 - to include following paragraph "Jim Shirley questioned what the liability of the Village would be after the Village dropped out of the program, if they so desired, and Trustee Carroll stated her no vote was based on her evaluation of the incomplete information avail- able at this time in reply to this question." Page 4579 - under Countryside Boys Club - 1st Paragraph changed to read: "The Board reviewed Mr. Raysa 's legal opinion, dated May 11 , 1976, regarding lease of Municipal property to the Countryside Boys Club. It was Mr. Raysa 's legal opinion, in order to have the Countryside Boys Club lease this property, that the Board should make a policy decision." Page 4579 - 3rd paragraph - 4th line to read instead of "in the amount of" should read "in excess of". The last two sentences of this paragraph to read as follows: "Mr. Soucy has started condemnation proceedings on the heliport , but the proceedings can be withdrawn within 30 days if the heliport is to remain. If the heliport is closed, Mr. Soucy has asked that he and his staff have exclusive rights as to choice of another site." 4584 5/24/76 Page 4580 - add to 1st paragraph - "After receiving confirmation from the Village Attorney that the Village had the legal ability to do so, Trustee Carroll asked the staff to inform the developer of Cambridge-on-the-Lake (the owner of the building to be donated to the Boys Club) that the sales office building could be left on its present site until after the board has made a final decision on the Boys Club request." Page 4581 - under Evert Farm - 1st paragraph - add at end of paragraph - "Discussion followed in which Trustee Carroll asked the Board to request more information from the developer regarding his plans for the land before sending the request to the Plan and Appearance Control Commission. Upon roll call , the vote was: AYES: 5 - Mahoney, Rech, Driscoll , Bogart , Carroll NAYES: 0 - None ABSTAIN: 1 - Marienthal Motion declared carried with corrections noted. Trustee Bogart requested a copy of the corrections reference the Boys Club be furnished to him as soon as the minutes are transcribed. 2. Warrant #336 Jim Shirley presented Warrant #336, in the amount of $101 ,544.51 . Moved by Carroll , seconded by Rech to approve Warrant #336. In response to a question by Trustee Marienthal reference Wilson Sporting Goods and Paddock Publications being on the same Warrant , Mr. Shirley stated that he felt far more is being made of this issue than it is really worth, a lot of extra paper work is being made for the staff, and if there is a slip up on a Wilson Sporting Goods bill where there is a discount involved, it could become costly to the Village. After further discussion , it was the concensus of the Board to include all bills on the Warrant and if a problem arose for a majority vote on the Warrant at a future time, then either Wilson or Paddock would be removed from the Warrant and a vote taken. Various items were questioned, but no changes made. Upon roll call, the vote was: AYES: 4 - Rech, Driscoll , Bogart, Carroll NAYES: 1 - Mahoney ABSTAIN: 1 - Marienthal Motion declared carried. Trustee Bogart stated that he has requested Mr. Glueckert to investigate the excessive amount of the telephone bills for the Village and that a report will be forthcoming. He also requested that Mr. Larson provide a total on the merchandise purchased for the Club House operations for this year starting January 1st. 1 { 4585 5/24/76 3. President 's Report Resignation/Nick Tufano/Police and Fire Commission President Fabish stated that he has received the resignation of Nick A. Tufano of the Police and Fire Commission. He accepted this resignation with regrets and requested a plaque for Mr. Tufano be prepared. Police Car/Purchase Chief Walsh stated that the dealer from whom the car was ordered has informed him that the order was received too late to obtain a 1976 car; therefore, he requested authorization to further shop and perhaps find a car in inventory at a local dealer, not to exceed the price agreed upon, and make that purchase. Mr. McCoy was requested to assist the police department with this purchase. Bogart moved to approve Chief Walsh 's request with a waiver of bids. Seconded by Mahoney. Upon roll call , the vote was: AYES: 6 - Mahoney, Rech, Driscoll , Bogart , Carroll , Marienthal NAPES: 0 - None Motion declared carried. 4. Questions from the Audience There were no questions from the audience. 5. COMMITTEE OF THE WHOLE Little John Demonstration Richard Mandel of Trailer Corporation gave a presentation regarding a water conservation device named "Little John" that can be installed in water closets to conserve water. He stated that this device would result in a 20% per year savings on water bills. Discussion followed. President Fabish stated the Board could sanction the use of this device but could take no action officially. Trustee Driscoll stated that information regarding this type of device could be included in the Village Newsletter. Trustee Bogart stated it could possibly be a fund raiser for the Bicentennial Commission. Mr. McCoy stated that the Northwest Municipal Conference is having a "water awareness" display at Randhurst Shopping Center June 5th through 12th. `Correct iai -SEE BELOW Trustee Rech stated she felt the Board and residents should be apprised of the fact that such items are on the market and available for use. 9: 10 P.M. - President Fabis h declared a recess. 9:20 P.M. - The meeting resumed. *The Board would like the staff to investigate an ordinance requiring smaller water closets. Trustee Mahoney noted that no motion was made and should be made at this meeting. Li I I - - 4586 5/24/76 Ethical Standards Trustee Marienthal stated that with reference to the Ethics Policy he would suggest the following changes : 1 . Under item 2 Gifts to read as follows: None of the above shall receive gifts in excess of $10.00 from any person or firm doing business with the Village. 2. On page two under indebtedness to read: Other than a debt to secure a mortgage upon your principal residence or business related loan, Also would like a sentence added to the effect that the loan would be at a "normal rate of interest", not obtain a favoritism loan because of the position a person holds. Trustee Carroll stated she agreed that the Village definitely needs an ethics policy and suggested that Tom Mahoney and Chuck McCoy's statements be incorporated and let these two statements be the ethics policy in the Village. She also felt that personal financial gain should not be obtained through appointment or position with the Village. Trustee Mahoney stated he was not in favor of the ethics policy as presented as it puts burdens on persons who have no relationship to serious ethical problems and feels that it is impossible to define ethical problems in detail . Lengthy discussion followed. Mr. Shirley stated he agreed with a generalized policy statement , but feels beyond that it becomes a matter of trust between the public official and the citizenry at large. He also stated that he felt adoption of this policy would discourage many people from serving on the various committees and commissions of the Village. President Fabish stated he felt that the ethics policy as presented would involve many problems. Trustee Carroll suggested that the Board adopt the paragraph submitted by Trustee Mahoney as the ethic qli� I P � President Fabish polled the Board, a "YES" vote would be in favor of adopting P 9 an ethics ordinance, a "NO" vote in opposition: YES: 1 - Marienthal NO: 5 - Mahoney, Rech, Driscoll , Bogart, Carroll , President Fabish The Board is not in favor of adopting an ethics ordinance. Trustee Mahoney read his statement which was as follows: "Ethics Policy - The Village is appreciative of the efforts made on its behalf by officials, employees and members of committees and commissions. From time to time, persons acting in such capacities may find themselves in a situation in which their personal financial interests may impede their objectivity, or at least give the appearance of so doing. If any such situation should arise, the Village expects that the individual in question should make known his or her potential conflict of interest, and refrain from taking any active role or participation in the decision or activity in question." �� I I I i i I - ___---------------__ 4587 5/24/76 He further stated that he is not urging the adoption of this statement but feels it is impossible to spell out specifics. Carroll moved that an ethics policy along the lines of Trustee Mahoney's statement be adopted upon review by the Village Attorney. Seconded by Driscoll . Upon roll call , the vote was: AYES: 6 - Mahoney, Rech, Driscoll , Bogart , Carroll , Marienthal NAYES: 0 - None Motion declared carried. Trustee Marienthal stated that he felt that this policy is so unenforceable and so vague that nothing can be derived from it. Police Cadets/Bicentennial Commission Donation Trustee Bogart presented the Police Cadets with a check for $100 from the Bicentennial Commission in appreciation for their assistance with the carnival held over the week end. Officer Kenney accepted the check on behalf of the Police Cadets. Bicycle Safety Court Chief Walsh reviewed briefly the Bicycle Safety Court program stating that General Service Officer Bob Heer has become enthused with bicycle safety; that this project has been considered for a couple of years ; that the present bicycle safety program was initiated in the spring of 1972; and that he feels that Buffalo Grove has a bicycle safety program that is comparable to none. He also stated that part of the program is having a peer court, administered and run by young people, and requested the Board to endorse the Bicycle Safety Court in concept. President Fabish stated that he liked the idea of the concept and felt most of the parents would agree with the idea that it will teach safety on bicycles. Chief Walsh stated that most people he has talked with, both adults and parents, with regard to the Bicycle Safety Court have been favorable to the idea. He felt it would require the good will , cooperation and response of the parents, not as a punitive device but as an educational device which would also serve as an introduction to one aspect of our civic life. He strongly urged the board to endorse the idea formally so that plans can be initiated and would like to have one member of the Board work with the Police Department so as to have official input from the Board. In response to a question from Trustee Marienthal as to whether or not he has had a chance to review this proposal , Mr. Raysa stated that he has not. Chief Walsh stated the amount of time involved in something of this nature would amount to a little more work out of a number of people. Cooperation with parents is needed to show how a Bicycle Safety Court could be beneficial to them. Bogart moved that the Board approve the Bicycle Safety Court in concept, subject to Mr. Raysa 's review. Seconded by Marienthal . J 4588 5/24/76 Discussion followed. Trustee Mahoney stated that he was not in favor of a Bicycle Safety Court and that he is not convinced that it is good for younger children to be subject to something that could be frightening to them. He would rather give warning tickets to first offenders, the second offense issue a real ticket, and let the parent go to court with the child. GS0 Heer stated that it would be up to the officer's discretion to issue the ticket , that he felt this court would be an educational experience for the child, and that the punishments are not difficult. Trustee Carroll stated she felt that the Bicycle Safety Court is not the only answer to bicycle safety in the Village. She felt the public has not been educated in this respect, that a court is not a deterent, and is not in favor of a Bicycle Safety Court. President Fabish stated he would like to see the program implemented. In response to a question from Trustee Rech, Chief Walsh stated that the Bicycle Rodeo to be held at Longfellow School on June 12 will be at no cost to the Village and that the Bicycle Safety Court would cost approximately $20 maximum for outside costs. Mr. Raysa would not be involved in any formal legal work. Trustee Rech did not feel an appearance in bicycle court would be a traumatic experience to a child but an educational one. Upon roll call , the vote was: AYES: 4 - Rech, Driscoll , Bogart, Marienthal NAYES: 2 - Mahoney, Carroll Motion declared carried. Accounting Controls Jim Shirley reviewed his report to the Board dated April 5, 1976, which proposed the three major projects that the auditors have recommended for improvements in the Village internal accountingsystems, procedures, and P 9 Y � controls. He stated the time estimate for completion of these projects is three months and felt an auditing firm would probably charge 60 to 100% more than the fee schedule he has proposed. Mr. Shirley announced his intention to resign as Village Treasurer if this proposal is approved. Discussion -Correction followed. *Trustee Marienthal stated that he was not opposed to the accounting controls I?ut wanted more 'than one quotation regar ing cos . is was eft""reason for l�s � dli e C. 1 31` �ht ab1 n polled the Board reference the three projects, a "YES" vote would be in favor of employing Mr. Shirley to implement the project, a "NO" vote in opposition. Each project was polled individually as follows: Project I - To establish and implement control procedures for water/sewer system billings, collections and adjustments to balance and prove totals of detail records to control accounts. YES: 5 - Mahoney, Rech, Driscoll , Bogart , Carroll NO: 1 - Marienthal 1 ��� i i ---- 4589 5/24/76 Project II - To establish detail accounting records of capital expenditures (fixed assets) purchased for use over extended life periods. YES: 4 - Mahoney, Driscoll , Carroll , President Fabish NO: 3 - Rech, Bogart , Marienthal Project III - To analyze, adjust and establish correct inter-fund accounts receivable and payable balances. YES: 5 - Mahoney, Rech, Driscoll , Bogart, Carroll NO: 1 - Marienthal The Board is in favor of employing Mr. Shirley and to proceed with the implementation of the three project proposal submitted by him. Moved by Mahoney, seconded by Bogart , to direct the Village Attorney to prepare an agreement between Mr. Shirley and the Village based on his proposal . Upon roll call , the vote was: AYES: 5 - Mahoney, Rech, Driscoll , Bogart , Carroll NAYES: 1 - Marienthal Motion declared carried. 1976-77 Operating Budget Moved by Driscoll , seconded by Carroll , to approve the 1976-77 Operating Budget. 1 *Correction Several items were questioned. The following corrections were made*by Trustee Rech: Page 20 - Item (c) should be removed. Page 30 - Under Revenue Sharing Fund Expenses, Construction Site Work, projected annual 1975-76 should be $584,973 instead of $593,973, Over or (Under) 1975-76 should read ($584,973) which would change the Total Expenses under Projected Annual 1975-76 of $595,334, Over or (Under) ($500,928) . Page 29 - Add (c) opposite miscellaneous in the Reference column. Trustee Marienthal requested that items under miscellaneous to be broken down into separate categories. Mr. Larson stated he would correct this. Mr. Larson further stated that the changes will be made and so reflect them on the budget report that will be submitted to the Board on a monthly basis and if the Board desires, this document can be republished. The Board felt it was not necessary to republish. Upon roll, call the vote was: AYES: 6 - Mahoney, Rech, Driscoll , Bogart, Carroll , Marienthal NAYES: 0 - None Motion declared carried. I I �I -- 4590 1/24/76 Resignation/Al Griffith Mahoney moved to express thanks and appreciation to Al Griffith, who is leaving as Director of Golf Operations at the Buffalo Grove Golf Course, for the fine work he has done and wish him well in his new position. Seconded by Driscoll . Upon a voice vote, the motion passed unanimously. President Fabish requested a plaque be prepared for presentation to Mr. Griffith. OPTICOM Mr. McCoy reviewed his memo dated May 21 , 1976, and a memo from William Davis dated May 20, 1976, reference an OPTICOM system and costs involved. Trustee Bogart stated he was opposed to the purchase of the OPTICOM system due to excessive costs. Trustee Mahoney felt it was a good idea but the cost was too great for the value of the unit. Trustee Rech stated she had spoken with Dave Grupp of the Long Grove Fire Protection District and stated he does not advocate them as a necessity and did not consider them vital , but if Buffalo Grove did install the system, they would purchase the emitters. In response to a question from Trustee Rech, Mr. Larson stated that in Mr. Dettmer 's report he stated it was his opinion that if a fire vehicle is properly driven , taking into consideration the traffic flow and condition of the pavement, there would be no need for the units at this time. Mr. McCoy stated an estimate of the cost of OPTICOM would be approximately $6,000+ which does not include the cost of the emitters at $875.00 each. Trustee Carroll moved to table consideration on this matter for at least two weeks to give the staff opportunity to obtain additional information on a total cost on the package. There was no second to the motion. President Fabish stated he felt OPTICOM at two intersections would be a luxury item no needed at this time. He then polled the Board - a "YES" vote would be in favor of pursuing the matter further and a "NO" vote would be in opposition. YES: 1 - Carroll NO: 5 - Mahoney, Rech, Driscoll , Bogart , Marienthal The Board is not in favor of pursuing the purchase of an OPTICOM system further at this time. Upon Mr. Larson 's suggestion and because the Village already has agreements with Cook County for installation of traffic signals at five different intersections on Lake-Cook Road, the Board agreed to explore with the county the possibility of including OPTICOM units at these locations in at least the bid documents to find out what the cost would be as long as there would be no commitment to do so. In answer to a question by Trustee Mahoney, Mr. Larson stated the policy of the county is that they will install the units but the Village would pay the costs. 4591 5/24/76 Lung Education Month/Proclamation President Fabish proclaimed the month of June, 1976, as Lung Education Month in the Village of Buffalo Grove. Buffalo Grove Mall /Remodeling and Expansion President Fabish reviewed a letter dated May 12, 1976, from James G. Coconas, ` J Director of Property Management, for Kenroy Inc. requesting to remodel and �•/ expand the Buffalo Grove Mall . Moved by Carroll , seconded by Mahoney, to refer this request for remodeling and expansion to the Plan Commission. Upon roll call , the vote was: AYES: 6 - Mahoney, Rech, Driscoll , Bogart, Carroll , Marienthal NAYES: 0 - None Motion declared carried. 6. Board Comments Garden Plots Trustee Marienthal stated he would like to see this project implemented, to date 57 garden plots have been sold, with $228 collected. The initial cost for the project was estimated at $500 and he would like the Village to subsidize the remaining cost. President Fabish polled the Board, a "YES" vote indicating in favor of proceeding with the project and subsidizing it and a "NO" vote in opposition. YES: 4 - Mahoney, Driscoll , Bogart, Marienthal NO: 2 - Rech, Carroll The Board is in favor of proceeding with the garden plot project and subsidizing it financially. 7. Executive Session Moved by Mahoney, seconded by Driscoll to adjourn to Executive session to discuss litigation. Time: 11 :20 P.M. 12:10 P.M. - The Board returned from Executive Session 8. Adjournment Moved by Driscoll , seconded by Mahoney, to adjourn the meeting. The motion passed unanimously. Time: 12: 12 P.M. Respectfully submitted, (?9,40e-27204. Clerk Pro Tem PASSED AND APPROVED this /2 4, day of 44.4114_, 1976. Village President \),W \ LA,