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1975-10-27 - Village Board Regular Meeting - Minutes 4376 10/2 7/75 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, OCTOBER 27, 1975, AT THE MUNICIPAL BUILDING, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS. President Fabish called the meeting to order at approximately 8:00 P.M. Those present stood and recited the Pledge of Allegiance to the Flag. In the absence of the Village Clerk, President Fabish asked for a motion to appoint Carol Hennenfent Clerk Pro Tem. The motion was made by Trustee Rech , seconded by Trustee Marienthal , and upon a voice vote the motion passed unanimously. The Clerk called the roll and found the following: PRESENT: President Fabish; Trustees Mahoney, Rech, Driscoll , Bogart , Marienthal Trustee Carroll arrived at 8:05 P.M. Also present were Daniel Larson , Village Manager; Richard Raysa, Village Attorney; Arnold Seaberg, Village Engineer; Charles McCoy, Director of Public Works ; and Harry Walsh, Chief of Police. 1 . Minutes of October 20, 1975 Trustee Rech moved to approve the minutes of October 20, 1975. Trustee Bogart seconded the motion. Trustee Marienthal requested that the minutes under Ordinance No. 75-27, page 4372, the paragraph before the direction to the Village Attorney,show that residents who purchased their dog license after July 1 , 1975, would be charged the half year price of $2.00 for the 1976 dog license. A roll call vote found the following: AYES: Trustees Mahoney, Rech, Driscoll , Bogart , Marienthal NAYES: None ABSENT: Trustee Carroll The motion carried with change noted. 2. Pres i dent: 's Report There was none. 3. Questions from the audience There were no questions from the audience. 4. COMMITTEE OF THE WHOLE Plan Commission Appointment Upon the recommendation of the Plan Commission, President Fabish appointed Mel Kandel to the Plan Commission and asked for concurrence of the Board. Trustee Mahoney moved to concur with the President 's appointment. Trustee Bogart seconded the motion and a roll call vote found the following: AYES: Trustees Mahoney, Rech, Driscoll , Bogart, Marienthal NAPES: None ABSENT: Trustee Carroll The motion carried. 4377 10/27/75 The Crossings President Fabish briefly reviewed the request from The Richards Group for permission to proceed with the foundation for two buildings located in Phase IV of the development. Trustee Carroll arrived at this time. Clifford Brouk, Director of Operations for the Richards Group of Illinois , Inc. , was introduced. He requested Village Board permission for foundation permits for two townhouse buildings in this phase. He noted that preliminary site plans were approved by the Plan Commission on October 22 , 1975, and should be reviewed by the Village Board in November. Final plans would then be submitted for Village approvals immediately after receiving all preliminary approvals. He further noted that these foundations would be removed at their expense if it is found they would be conflicting with the detail plans of Phase IV. He further stated that the reason for this request is because of the winter weather approach- ing, that they would like to get the foundations in the ground prior to next spring, their sales have increased, and they have a small inventory of townhouses left to sell . Mr. Brouk stated these two buildings have been chosen, after discussion with Mr. Seaberg and Mr. Dettmer, because most of the engineering improvements to serve these buildings were installed in Phase I . In response to a question from Trustee Rech, Mr. Raysa stated that as long as there is a commitment for removal of the foundations, the BOCA code authorizes a partial permit for foundations. Carl Genrich, Plan Commissioner, stated that it is his understanding that they plan to remove these foundations if engineering problems arise. He felt this would not cause a problem with the Plan Commission as he felt this is a Board decision. In response to a question from President Fabish reference whether this particular phase is a deviation from the preliminary plan approved by the Plan Commission on October 22 , 1975, Mr. Brouk stated it was not. Trustee Rech stated her main concern was that if the plan does not obtain final plat approval , there would be two basements to contend with. In response to a question from Mr. Larson reference the alignment of the road at this intersection , Mr. Brouk stated they would prefer the streets not be in alignment with each other as he feared the street would turn into a main thoroughfare through the project and the offsetting of the street would slow �-/ down the traffic. He further stated that prior to starting these foundations they will submit engineering plans to Arnold Seaberg for approval , noting the plan for alignment of the streets. In response to a question from Trustee Bogart, Mr. Seaberg stated he could not see any problems engineeringwise as long as the foundations are located properly. Lengthy discussion followed. 4378 10/2 7/75 Trustee Marienthal stated that he felt approving the foundation would set a precedent by allowing the construction of these two foundations, that more input by the Board should be discussed, and that staff reports should be provided. Trustee Mahoney stated he felt that as long as the petitioner is willing to tear out the foundations, he can see no problems in approving them. Trustee Carroll questioned that if the Board gives approval for one developer to partially construct buildings , will the Board be obligated to allow other developers to do the same. Mr. Raysa stated that he felt it would not set a precedent and no obligation would occur. Trustee Mahoney moved that the Board give to the petitioner approval to lay the foundations for the two buildings subject with the understanding that , if they do not receive final plat approval , they will tear them out and subject to engineering approval in all respects. Trustee Bogart seconded the motion. Discussion followed with Mr. Brouk discussing the economics of the project, the risk being strictly The Richards Group, and that it would be advantageous. to the Village to have the project completed as soon as possible. He stated they will make sure they have approval from Mr. Seaberg, that the foundations are located in the proper place, and that the engineering for that portion is done properly before starting construction. The Clerk called the roll and found the following: AYES: Trustees Mahoney, Driscoll , Bogart , President Fabish NAPES: Trustees Rech, Carroll , Marienthal The motion carried. Commendation/Officer Del Re President Fabish read a Certificate of Commendation for Officer Del Re for his efforts in apprehending a person on September 18, 1975, who has been involved in criminal activity in the community in the past. He presented the certificate to Officer Del Re. Public Service Center/Bank Loan Mr. Larson stated this loan was discussed at the Finance Committee meeting and no clear directional was reached at that time, but since that meeting two things have been prepared: 1) the ordinance authorizing the borrowing of the money from the Bank of Buffalo Grove at their revised rate of 5% in the amount of $330,000; and 2) a bid proposal form for securing bids for the construction loan. If bids are let , they would have to be opened by November 10, 1975, in order that funds were available to meet the next payment due to the general contractor. He further stated that he and Mr. Glueckert have reviewed the existing cash balances and have recommended that the Village accounts be divided between the Bank of Buffalo Grove and the Buffalo Grove National Bank. This way both banks should have equal amounts of Village cash at any given time. He further noted that in their proposals, both banks had insisted that all Village accounts be placed into that particular bank. 4379 10/2 7/75 Trustee Mahoney stated that if bids are let, the Village may end up with identical bids or even higher bids. He favored dividing the accounts between the two banks, but would prefer the board making a decision on dividing the accounts before deciding on the loan. President Fabish stated he agreed with Jim Shirley, Village Treasurer, to attempt to give each bank some of the Village's business and that any future borrowing of money be done by bids. Trustee Mahoney felt the National Bank of Buffalo Grove did the Village a service by offering interest at a lower rate which lowered the rate of the Bank of Buffalo Grove and feels it is reasonable to accept the bid of the Bank of Buffalo Grove if that bid holds even though the Village would divide the business between the two banks. Trustee Driscoll stated he favored the competition that has arisen with regards to this action. David Potter, Bank of Buffalo Grove, was present and stated the bank would like to have the opportunity to bid on the Village's deposits as they come due, noting that most of the monies are in the form of Certificatesof Deposit or repurchase agreements. He stated that when the monies come due the Village should take a survey of various financial institutions to find out what the market is at that time, and they would encourage this with the Village's investments. He felt they have been bidding competitively in the past and intend to do so in the future. He would prefer the money not being divided, but if the Board decides to do so, the bank would accept this. Lengthy discussion followed with reference to dividing the accounts between the two banks, certificates of deposit, repurchase agreements, and being competitive. President Fabish stated that the idea is competition , but should be done in a businesslike way. Trustee Marienthal stated his feelings are that the matter should go to bids. In response to a question from Trustee Carroll , Mr. Larson stated the difference between a 5% loan and a 6% loan would be about $8,500 , since early payments would be made from revenue sharing funds if they come in greater than anticipated. Trustee Carroll asked if at this point the Village accepts either one of these proposals, the Village is assured that they will save the taxpayers approximately six to eight thousand dollars. Mr. Larson stated it would be in that range. Trustee Carroll moved to accept the Bank of Buffalo Grove's proposal of 5% for �./ this loan. Seconded by Trustee Rech. In response to a question by Mr. Larson, Mr. Potter stated that the 5% proposal was good even if all accounts were not left in the Bank of Buffalo Grove. In response to a question from Trustee Bogart, Mr. Larson stated the recommendation on dividing the funds is outlined in the report compiled by Mr. Glueckert which he reviewed. 4380 10/27/75 Trustee Mahoney requested a decision on some reasonable division of funds equally between the two banks before the Board votes on accepting the loan and ordinance. Trustee Carroll stated the main interest is to save the most money possible for the Village and feels the accounts should be left where they are and work on a bid basis as the money need arises. Lengthy discussion followed. Trustee Rech stated that the Bank of Buffalo Grove made this particular bid three years ago at a point in time when thought fairly good; there was no competition then; the bank has consistently retained the 6% despite the ups and downs of the prime rates ; she feels the Village should divide assets to a certain degree, but because of the service the Bank of Buffalo Grove has given the Village that if the funds are divided as recommended by Mr. Glueckert, that the Bank of Buffalo Grove should have their choice of which half of the reserves would be deposited in their bank. After further discussion President Fabish polled the Board, a "yes" vote favoring a reasonable division of accounts between the two banks and a "no" vote favoring leaving the funds where they are. The Clerk called the roll and found the following: YES : Trustees Mahoney, Rech, Driscoll , Bogart , Carroll , Marienthal NO: None The concensus of the Board is to divide the accounts between the two banks in Buffalo Grove. On the previous motion , the Clerk called the roll and found the following: AYES: Trustees Mahoney, Rech, Driscoll , Bogart, Carroll , Marienthal NAYES: None The motion carried. Ordinance No. 75-28 President Fabish read Ordinance No. 75-28, an ordinance authorizing the borrowing of money from the Bank of Buffalo Grove. Trustee Mahoney moved to approve Ordinance No. 75-28 as read. Trustee Driscoll seconded the motion. In response to a question from President Fabish, Mr. Raysa stated that with reference to Section Four that this is a statutory requirement to make provision for repayment out of taxes , but if not needed, do not levy the tax. �-/ The Clerk called the roll and found the following: AYES: Trustees Mahoney, Rech, Driscoll , Bogart , Marienthal NAYES: Trustee Carroll The motion carried. In response to questions by Trustee Rech, Mr. Larson, Mr. Seaberg, and Mr. McCoy briefly reviewed the expenses to date for the Public Service Center, stating that the money to pay for these expenses will come from the loan approved this evening or from the operating budget for next year. 4381 10/27/75 Parkway Tree Replacement Mr. Ron Helms, Appearance Control Commissioner, stated that he would like to see the street trees end up being an asset to the Village instead of a liability. His concern is that monies will be expended for trees and there is no plan to follow, and has suggested a master tree planting plan. He would like to see an inventory of what trees are now in the Village, a master planting program, a better variety of trees in the Village, and would prefer to wait until spring to plant any new trees. In response to a question from Trustee Rech, Mr. Helms stated he would be willing to work to set up a master plan for planting in the Village, but that it would involve a great deal of time. Discussion followed reference the following: planting time - whether in spring or fall , cost of trees, a comprehensive study for tree replacement program, varieties to be planted, and areas to be planted. Mr. McCoy stated that he is in agreement with Mr. Helms in concept except for the waiting until spring to plant as many residents have been waiting two years to get a parkway tree. In response to a question from President Fabish, Mr. Helms stated that he and Mr. McCoy could survey the Village as to what kind of trees are planted where. Mr. McCoy suggested the Village start their own tree farm at the sewage treatment plant, a long range project which would require an initial invest- ment for the trees. After lengthy discussion Trustee Marienthal moved to table this item until next week's Board meeting. Seconded by Trustee Carroll . The Clerk called the roll and found the following: AYES: Trustees Mahoney, Rech , Driscoll , Bogart , Carroll , Marienthal NAYES: None The motion carried. This item is tabled. Trustee Driscoll stated that he favored taking the list of residents requesting a parkway tree and writing a letter to them explaining what the opinion of the Board is. Trustee Carroll favored waiting until a final decision has been made. Mr. McCoy stated he would compile a list of the residents who have waited the longest for replacement trees. Comments Mr. Larson stated that The Crossings has received approval of the change in preliminary plans and a date needs to be set for a public hearing before the President and the Board. He suggested the November 17, 1975, meeting. 4382 10/2 7/75 Trustee Marienthal moved that the public hearing be placed on the agenda November 17, 1975. Trustee Bogart seconded the motion. The Clerk called the roll and found the following: AYES: Trustees Mahoney, Rech, Driscoll , Bogart, Carroll , Marienthal NAYES: None The motion carried. Workshop Session President Fabish asked that the Board dispense with the idea of a workshop so some decisions can be made on these items tonight . Discussion followed as to the feasibility of doing this. Mr. Raysa stated that these items could be discussed and voted upon tonight. Trustee Marienthal moved that the items on the Workshop Agenda be removed and placed on the regular meeting agenda for October 27, 1975. Trustee Bogart seconded the motion. Trustee Rech stated the only reason she would agree to this is that there is no item that required citizen participation on the workshop agenda. The Clerk called the roll and found the following: AYES : Trustees Mahoney, Rech, Driscoll , Bogart, Carroll , Marienthal NAYES: None The motion carried. 10:00 P.M. - The President declared a recess 10: 15 P.M. - The meeting resumed. Planning Policy Statement Carl Genrich, Chairman Plan Commission , reviewed for the Board the policy position of the Plan Commission concerning the planning and land development in unincorporated areas. They feel there should not be development in unincorporated areas because of the many problems that arise; that a strong stand has not been taken, and feel that a stand should be taken. Discussion followed. Trustee Marienthal stated he felt the Board should take a position on this matter as it does affect the Village at the present time because of the surrounding land. Trustee Marienthal moved to adopt this statement as policy by the Village Board. Seconded by Trustee Bogart. Trustee Rech stated she feels the Village Board should have their own policy, an additional one without taking the Plan Commission's as such. 4383 10/2 7/75 Mr. Genrich stated that no one is going to be influenced if some kind of a stand is not taken. Discussion followed with reference to the type of policy and/or position to take on this matter, land contiguous and land which is not. The general concensus was that the Village Board should issue a stronger policy statement , one that is more persuasive and logical , as the statement presented is the policy of the Plan Commission. �./ After further discussion , the Clerk called the roll and found the following: AYES : Trustees Driscoll , Marienthal NAYES: Trustees Mahoney, Rech, Bogart, Carroll The motion was defeated. Mr. Larson stated that he would draft a policy statement for the Board's review and have it for the next meeting. Dunham Lane After discussion the various aspects of making Dunham Lane a one way street and allowing parking only on one side of the street, the Board decided to table this item until a Police Department survey can be made and recommendations provided. Trustee Marienthal moved to table until the survey and recommendations are provided. Trustee Rech seconded the motion and a roll call vote found the following: AYES: Trustees Mahoney, Rech , Driscoll , Bogart, Carroll , Marienthal NAYES : None The motion carried. Police Staffing Mr. Larson stated that the Village Staff is requesting the conversion of the part time General Service Officer to full time status; that authority be granted to instruct the Police and Fire Commission to establish a new patrolmen 's list for future hiring; and also to establish a promotion list for Sergeant. Chief Walsh reviewed the duties of the General Service Officer as insuring ordinances are obeyed such as fire lanes, garbage, weeds, sprinkling and animal control . He stated the salary would be $4,752 for the 6 month period of �./ November 1 , 1975, through April 30, 1976, plus an additional cost of $21 .58 per month for insurance and $200 for uniforms. Chief Walsh further stated that the police department is now four positions short and felt the full time assignment of Bob Heer would help alleviate this problem. In response to a question from Trustee Carroll , Chief Walsh stated Mr. Heer would be unarmed but would have the authority to enforce certain types of offenses. 4384 10/27/75 Sergeant Art Voigt briefly reviewed for the Board the brochure compiled by him entitled "Method of Determining and Allocating Patrol Personnel". Discussion followed reference the shortness of the various shifts, the utilization of a power shift, and the shift polices of the police department. Trustee Carroll moved that the Board approve the conversion of the part time General Service Officer position to a full time position in the police depart- ment effective November 1 , 1975. Seconded by Trustee Bogart. The Clerk called the roll and found the following: AYES: Trustees Mahoney, Rech, Driscoll , Bogart, Carroll , Marienthal NAYES: None The motion carried. Discussion was then held reference authorization for testing for new patrolmen and the exam for sergeants. Chief Walsh stated that he would like the department to catch up on personnel , that they are down four positions but realize the financial situation in the Village, but if they wait until May 1976 for authorization for testing, the employment of two new patrol officers would not happen before July or August. Then there would have to be training of six to eight weeks which would almost run into 1977 before the effect of additional patrolmen would be felt by the Village. Trustee Bogart made a motion to approve the testing for new patrolmen and the exam for Sergeants. Seconded by Trustee Rech. Discussion followed. Nick Tufano, Police and Fire Commission , reviewed for the Board the costs involved in testing for patrolmen stating that it would roughly be $25 per individual , that they are obligated to test an individual if an application is filled out , and the list would then be narrowed down to two individuals who would then take an indepth physhological test at a cost of $75 each. Mr. Tufano stated the exam for Sergeants roughly costs $50, it is a 32 hour exam and interview, and if passed by an individual he would them be.placed on an eligibility list of which does lapse after a three year period. He stated with reference to a patrolman, the eligibility list expires after two years. In response to a question from Mr. Larson , Chief Walsh stated July of 1973 was the last time police personnel were hired. Discussion followed with Mr. Tufano reviewing the state statutes and federal �•/ law on testing individuals for the Board. The Clerk called the roll and found the following: AYES: Trustees Mahoney, Rech, Driscoll , Bogart , Carroll , Marienthal NAYES: None The motion carried. 4385 10/2 7/75 Public Works Vehicles Trustee Marienthal moved to table consideration of this item until more information is available. There was no second to the motion. Charles McCoy, Director of Public Works, reviewed with the Board the reasons he recommends the purchase of the two Chevy Blazers , i .e. availability and interchangeability of parts with other vehicles the Village owns. He also reviewed his memo of October 23, 1975. Lengthy discussion followed reference the expenditure of $13,000 for the two vehicles, that only $7,000 has been budgeted, and that $6,000 could be expended out of the Water and Sewer Fund for the second vehicle. In response to a question from Trustee Rech, Mr. McCoy stated the size, weight and track record of the Blazer influenced his decision to recommend the purchase of it as snow plowing is hard on a vehicle. President Fabish questioned if the budget amount covers the cost of the vehicle plus the blade, and Mr. McCoy stated that it did. Trustee Mahoney stated he felt the Board should accept the recommendation of the staff, but felt the question is whether or not the Village can afford to purchase two vehicles now. Trustee Carroll stated that if it is provided for in the budget and it is needed and has been justified, then one vehicle should be purchased out of Street and Bridge budget and at a later time purchase another piece of equipment when budgeted for. Trustee Carroll moved the Board approve the proposal of the staff to authorize bids on one four wheel drive Blazer to plow cul de sacs and approve the repair of the jeep for approximately $1 ,000. Seconded by Trustee Mahoney. Trustee Marienthal stated he felt bids should be obtained on different kinds of vehicles other than just the Blazer. Trustee Driscoll stated he felt the Board should accept the staff recommendation on the purchase of the Blazer as they will be the operators of this vehicle. The Clerk called the roll and found the following: AYES: Trustees Mahoney, Driscoll , Carroll , Bogart NAYES: Trustees Rech, Marienthal The motion carried. Trustee Carroll moved that Administrative Orders #16 and 17 be removed from table. Trustee Rech seconded the motion and upon a voice vote the motion passed unanimously. 4386 10/2 7/75 Administrative Order No. 17 Discussion was held reference the cost of uniforms for the Public Works Department , Community Development, and the Police Department. The Board felt that more information was needed with reference to cost especially under Public Works reference purchasing versus renting. Trustee Carroll moved to table consideration of this Administrative Order #17 until additional staff reports are available. Trustee Rech seconded the motion. The Clerk called the roll and found the following: AYES: Trustees Mahoney, Rech, Driscoll , Bogart , Carroll , Marienthal NAPES: None The motion carried. Administrative Order No. 16 Mr. Larson presented Administrative Order No. 16 reference holiday policy. He stated the personnel manual was not clear in some respects so he felt an Administrative Order should be set down for implementation and clarification of all holidays. This order would make certain that all employees are treated equally and fairly. He also noted that this order provides for the floating holiday approved last March and allows for compensation for the golf employees who work on Memorial Day, the Fourth of July and on Labor Day. After discussion the Board requested that the words "to honor special occasions" be deleted under Holidays-Policy, last sentence, otherwise the order would remain as presented. Board Comments Trustee Rech requested Mr. Larson to place the Water Study Report on the agenda the last Monday in November. Mr. Larson asked that because it is such a comprehensive report that it be made available to the Board two weeks in advance for review and that another night rather than the regular meeting night be set up for presentation to the Board. Trustee Rech stated she would discuss this with the committee and report back. Trustee Rech also briefly reported on the program reference a special team being sent into a Village who are cancer specialists to try and reduce cancer, that this is for a 10 year period, and felt this is something perhaps the Village should consider. No action was taken in this regard. Executive Session The Board adjourned to Executive Session at 12:45 A.M. to discuss litigation. Adjournment The Board returned from Executive Session at 1 :55 A.M. President Fabish stated that there will be an Executive Session of the Board Saturday, November 1 , 1975, at 11 :30 A.M. 4387 10/27/75 There being no further business to discuss, Trustee Carroll moved to adjourn. Trustee Rech seconded the motion, and upon a voice vote, the motion passed unanimously. Time: 2 :00 A.M. Respectfully submitted, (( C;ai.c--ems, ter " Clerk Pro Tem PASSED AND APPROVED this day of 1975. LU ' . Village Presiden Li