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1974-12-23 - Village Board Regular Meeting - Minutes 4095 12/23/74 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, DECEMBER 23, 1974, AT THE MUNICIPAL BUILDING, 50 RAUPP BOULEVARD, BUFFALO GROVE , ILLINOIS. President Armstrong called the meeting to order at approximately 8: 10 P.M. Those present stood and recited the Pledge of Allegiance to the Flag. In the absence of the Village Clerk, Trustee Osmon made a motion to appoint Carol Hennenfent Clerk Pro Tem. Trustee Rech seconded the motion and upon a voice vote the motion passed unanimously. The Clerk called the roll and found the following: PRESENT: President Armstrong; Trustees Shirley, Osmon, Mahoney, Rech, Driscoll ABSENT: Trustee Rathjen Also present were Daniel Larson , Village Manager; Richard Glueckert , Finance Director; Charles McCoy, Director of Public Works ; and Robert Collins , Village Treasurer. Trustee Rathjeii arrived at 8: 15 P.M. 1 . Minutes of December 16, 1974 Trustee Mahoney moved to approve the minutes of December 16, 1974. Trustee Driscoll seconded the motion. Trustee Mahoney requested the following corrections to the minutes : on page 4089, paragraph 4, the second sentence to read "Trustee Mahoney recommended that because of Christmas week, if it were not inconvenient to the other Board members , the meeting might be deferred until the following Monday night." Also on page 4090 under Housing Code, second paragraph, second to the last line, first word should be "aesthetics" instead of environment. Trustee Rech requested the following correction on page 4094, second paragraph, second line, under Scholz Property, instead of "She also felt that it would not comply with the NIPC open space plan", it should read "She stated that it was pointed out in the NIPC review that it did not comply with the NIPC open space plan." 7 Mr. Phil Ralston,Plan Cet +ss-i-ene-, requested a clarification on the minutes referring to page 4092 stating that it is not clear from the minutes what fees are being referred to, as it states at the bottom of the page that it is for appeals for zoning variations. After discussion , Trustee Shirley moved that the question of the fees as discussed in the meeting this past Monday where applicable be referred to the ZBA for their consideration as well . Trustee Rech seconded the motion. Upon a voice vote the motion passed unanimously. In reply to a question from Mr. Ralston, reference the Gerschefske property, questioning if this issue of rezoning would not be referred to the Zoning Board of Appeals , Mr. Larson stated no it would not. B-3 zoning would have gone to the Plan Commission; they would have had the zoning from B-3 to B-2 and B-3 to B-1 . The Clerk called the roll and found the following: 4096 12/23/74 AYES: Trustees Shirley, Osmon , Rathjen , Mahoney, Rech, Driscoll NAPES: None The motion carried with changes noted. 2. President's Report President Armstrong stated that on behalf of the Village Board he extends to the residents a very happy and healthy holiday season and a healthy prosperous New Year. 3. Committee Reports - None 4. COMMITTEE OF THE WHOLE 1973-74 Audit Report Mr. Tony Mandolini and Cam Clark of Peat, Marwick, Mitchell & Co. were present and reviewed the 1973-74 Audit Report. Mr. Mandolini stated the Village does not maintain detailed fixed asset records at this time and recommends that this be developed in accordance with general accepted accounting principals. He stated the Village Finance Director has been informed of this and is working toward this objective. Mr. Cam Clark stated, reference the Water and Sewer report , that the Village has been short in the restricted funds, and that the operating funds have not been sufficient to put enough money into the restricted funds this past year. This shortness is approximately $130,000 in the bond reserve account. He li also noted that the Village is still in accordance with the bond ordinance because enough money has been in this account in the past years. He further noted that since the usage rates have been increased, it appears that there will be sufficient funds to be placed in this account in the future. Mr. Clark also stated that the accounting system does not reflect at this point an estimated value of things owned by the Village and feels this should be done. Trustee Shirley stated that he had recommended to Mr. Glueckert and the finance committee members that they discuss a fixed asset depreciating accounting system with the possibility of tieing it in with the computer system. In reply to a question from Trustee Rech, reference miscellaneous liability accounts , Mr. Clark stated these are mainly some miscellaneous payroll withholding accounts that are not out of balance in any significant amount ; but resulted from mistakes made in the past involving some oversights and some posting between wrong accounts. As a result, the accounts are out of balance. The records should be reconciled and a new balance prepared. These accounts should then be reconciled monthly to the new balance. He also recommended that the IMRF and the Police Pension Fund be separated and records kept by the Finance Department instead of the Pension Board. In reply to a question from Trustee Rech, Mr. Clark stated one of the most significant improvements implemented now in regards to the water and sewerage fund was the rate increase. He also stated another significant improvement is now the Village has a Finance Director. 4097 12/23/74 Trustee Osmon suggested that perhaps the Village should go into a detailed cost analysis of the different departments as to the relevancy of expenditures. Mr. Mandolini stated this type of audit is for efficiency and economy, a management audit , and is not required under the law with a financial audit. A management audit could be conducted if the Village is willing to pay the fee. Lengthy discussion followed. In reply to a question from Mr. Robert Collins, Village Treasurer, reference whether the audit when prepared made certain the various items were charged to the proper fund, the proper account , and the proper department, Mr. Clark stated this was correct. In reply to a question from Trustee Rathjen, Mr. Clark stated that allocation of expenses are reviewed and tested annually by the auditors. They found that the allocation of expenses was reasonable and proper. Trustee Mahoney moved to accept the audit report as presented. Seconded by Trustee Shirley, and a voice vote found the following: AYES: Trustees Shirley, Osmon , Rathjen , Mahoney, Rech, Driscoll NAPES: None The motion carried. Ordinance No. 74-45 President Armstrong read Ordinance No. 74-45, an ordinance authorizing the Zoning Board of Appeals to review all special use requests except Planned Unit Developments. Trustee Shirley moved to approve Ordinance No. 74-45 as read. Trustee Osmon seconded the motion. Trustee Osmon referring to Section 2 requested that the sentence "Each day that a violation is permitted to exist shall constitute a separate violation." be changed to read "Each day that a violation continues to exist shall constitute a separate violation." The Board concurred. The Clerk called the roll and found the following: AYES: Trustees Shirley, Osmon, Rathjen , Mahoney, Driscoll NAPES: Trustee Rech The motion carried. Trustee Rech stated that with special use she felt it is much better handled by the Plan Commission. Mr. Pat Shields, Plan Commissioner, reviewed the Plan Commission recommendation that requested an addition to the ordinance as follows: "When the Zoning Board of Appeals has prepared a recommendation to the Village Board, it will notify the Plan Commission of their recommendation prior to the final action by the Village Board." The Board denied this request. President Armstrong stated that Ordinance No. 74-45 is approved as read with the one change. Public Works Equipment Mr. Charles McCoy, Director of Public Works , reviewed his report with reference to the purchase of a backhoe for the repair of streets, watermains , sewer mains 4098 12/23/74 and loading trucks. Discussion was held regarding the quotes received from the three manufacturers. After lengthy discussion regarding the pros and cons of repairing the machine the Village now owns or purchasing the new one recommended by Mr. McCoy from John Deere Company, Trustee Mahoney moved that the Board implement Mr. McCoy' s recommendation and purchase the John Deere vehicle. Trustee Driscoll seconded the motion. Further discussion was held regarding costs , maintenance, training of people - operators and mechanics, trade-in value, preventive maintenance, whether bids should have been gone out for instead of soliciting quotes , the advantages of keeping the existing unit instead of trading it in, and the emergency of the situation. It was noted that the reason for requesting a new machine was because this present backhoe was purchased used by the Village in 1971 , and it is difficult to determine what further repairs will be needed in the future. It was felt by Mr. McCoy that there may be further monies needed for repairs to this backhoe in the near future because of the inefficient preventive maintenance performed on the equipment when it was purchased. It was felt by the staff that the purchase of a new machine was the best solution. Mr. McCoy also stated that if an emergency would occur while equipment was being purchased, he would try to borrow one from a surrounding Village or rent a unit. Trustee Osmon requested Trustee Mahoney amend his motion to include that if the Village decides to go out for bids, at the time that the bids come in that Mr. McCoy also come before the Board with the name of one operator of the piece of equipment, not one in each department. Discussion followed with Trustee Mahoney declining to amend his motion. The Clerk called the roll and found the following: AYES: Trustees Mahoney, Driscoll NAYES: Trustees Shirley, Osmon, Rathjen , Rech The motion was defeated. Trustee Mahoney moved that the vehicle the Village now owns be repaired. Trustee Driscoll seconded the motion. The Clerk called the roll and found the following: AYES: Trustees Rathjen, Mahoney, Rech, Driscoll NAPES: Trustees Shirley, Osmon The motion carried. President Armstrong stated that the Board has directed the staff to go ahead and repair the current piece of equipment for an estimated cost of $6,000. Golf Fund - Resolution No. 74-27 - Resolution No. 74-28 President Armstrong read Resolution No. 74-27, a resolution setting up a Bank account with the Buffalo Grove National Bank for the operation of the Buffalo Grove Golf Club. A motion was made by Trustee Osmon to approve resolution No. 74-27. Trustee Driscoll seconded the motion. 4099 12/23/74 Mr. Larson stated for the record that a letter has been received from Richard C. Eyrich , Cashier, stating that the Buffalo Grove National Bank will be complying with the State Statutes governing the pledging of U. S. Government Securities or the U. S. Government Agency Securities to secure the Village of Buffalo Grove deposits in their bank. Trustee Rathjen requested that in the future that other aspects of the bank be looked into for future funds of the Village. Upon a voice vote, the motion passed unanimously. President Armstrong read resolution No. 74-28, a resolution setting up the Buffalo Grove Golf Club Petty Cash Fund. Trustee Osmon made a motion that this resolution No. 74-28 be approved. Trustee Driscoll seconded the motion. Mr. Larson stated that this account is needed for when alcoholic beverages are delivered to the golf course, they are delivered on a C.O.D. basis. Upon a voice vote the motion passed unanimously. Questions from the Board In reply to a question from Trustee Rech asking who sent the Christmas gifts to the Board, Mr. Larson stated they were sent in appreciation by the citizens of Buffalo Grove. Trustee Rech requested that her gift be donated to a charity of the Village's choice. In reply to a question from Trustee Rech questioning when did the Village decide to hire a full time planner, President Armstrong stated that no decision had been made and that the newspaper article Trustee Rech referred to, it was stated as an alternative. Trustee Rathjen stated with reference to municipal cooperation that he had spoken with a Trustee from Arlington Heights and that he was more than pleased with the idea. Trustee Driscoll stated that he too felt it was a good idea but that other municipalities would have to feel this way also. Mr. Larson stated he would check further with the Village of Wheeling and report back to the Board. There being no questions from the audience, Trustee Osmon moved to adjourn. Trustee Shirley seconded the motion, and upon a voice vote the motion passed unanimously. Time: 10:05 P.M. Respectfully submitted, L.i Clerk Pro Tem PASSED AND APPROVED this day of , 1975. Ak-k • ,d 1/1,q,e1"-J Village President / .