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1975-02-18 - Village Board Regular Meeting - Minutes 4136 2/18/75 MINUTES OF THE REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, HELD TUESDAY, FEBRUARY 18, 1975, AT THE MUNICIPAL BUILDING, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS. President Armstrong called the meeting to order at approximately 8:15 P.M. Those present stood and recited the Pledge of Allegiance to the Flag. The Clerk called the roll and found the following present: PRESENT: President Armstrong; Trustees Shirley, Osmon, Rathjen , Mahoney, Rech, Driscoll Also present were Daniel Larson , Village Manager; Richard Raysa, Village Attorney; Arnold Seaberg, Village Engineer; Charles McCoy, Director of Public Works; William Dettmer, Chief Inspector; Richard Glueckert, Finance Director; William Balling, Administrative Assistant; and Al Griffith, Director of Golf Operations. 1 . Minutes of February 10, 1975 Trustee Osmon moved to approve the minutes of February 10, 1975, as submitted. Trustee Rech seconded the motion, and a roll call vote found the following: AYES: Trustees Shirley, Osmon , Rathjen, Mahoney, Rech , Driscoll NAYES: None The motion carried. 2. Warrant #306 Trustee Shirley presented Warrant #306, in the amount of $109,716.48, and moved for its approval . Trustee Mahoney seconded the motion. Trustee Rech noted a discrepancy in the actual amount of the backhoe repair and that which was reported in the Projected Annual Report. Mr. Larson stated that he would check into the matter. 1 Trustee Osmon questioned why two sergeants were sent to school at the same time, and why one of them required lodging. Mr. Larson stated that he would obtain a report from Chief Walsh on the matter. Other items were discussed, but no changes were made in the warrant. A roll call vote found the following: AYES: Trustees Shirley, Rathjen , Mahoney, Rech, Driscoll NAYES: Trustee Osmon The motion carried. 3. Village Manager's Report The Summary of Administrative Activities for the month of January, 1975, was acknowledged. 4137 2/18/75 Trustee Rathjen noted that Mr. Larson 's letter to Wheeling, requesting intermunicipal cooperation, referred to planning only, and he felt that other areas of cooperation should have been mentioned. Mr. Larson stated that the second section of the report will refer to existing intermunicipal cooperation and expansion of same. 4. Questions from the Audience Water Rates `./ David Fleischhauer, 233 Downing Road, and Gerald J. Shea, 223 Downing Road, were present to question the recent water rate increase. Mr. Fleischhauer was particularly concerned with the increased minimum useage amount when water should be conserved. President Armstrong explained that the rate increase was recommended by the Village auditors, Peat, Marwick, and Mitchell , in order to replenish the depleted reserve accounts , as required by the water bond ordinance, and to cover increased operating expenses of the system. He stated that no Board member favored the rate increase, but that it was a mathematical calculation to achieve solvency. Mr. Larson noted that expenses of the water fund were 20% greater than revenues. Trustee Shirley noted that water rates have not been adju .t d since 1967, and pointed out the 171 .8% increase in the wholesale pricee 1967. He also noted that in the years of the bond ordinance, the Village has been falling behind in accumulating those funds required to be set aside for specific purposes. Dorothy Berth, 304 Indian Hill , felt that there were at least $6,000 of expenditures from the water fund that were not justifiable. President Armstrong stated that the Village's allocation of expenses is reviewed by the auditors , and no complaints have been registered by them. Trustee Rech stated that part of the problem with the water fund is that in accordance with growth projections , improvements were made to the system prior to anticipated growth. Once the users that were projected to be using the water takes place, additional revenues will be generated. 5. COMMITTEE OF THE WHOLE Civil Defense Warning System President Armstrong noted that bids were opened on January 28, 1975, for the Civil Defense early warning system, and bids were as follows : G & I Electric Company equipment and installation $24,887.40 1350 Oakwood Avenue Des Plaines , Illinois Municipal Equipment Company equipment and installation $22,592.49 4940 West 163rd Street Oak Forest , Illinois 4138 2/18/75 J. V. Electric Company equipment and installation $26,302. 14 (2% 2020 East Camp McDonald Road discount if paid Mt. Prospect , Illinois within 21 days) Arlington Electrical Construction installation only $ 6,280.00 104 West LaSalle Street Arlington Heights , Illinois Southside Communications equipment only $15,767.00 2407 York Street Blue Island, Illinois Great Lakes Fire & Safety Equipment equipment only $14,595.00 860 South Northwest Highway Barrington , Illinois Thorne Electric Company installation only $ 5,947.00 Wheaton , Illinois Paul Soucy, Director of Civil Defense, recommended that contracts be awarded to Great Lakes Fire and Safety Equipment for equipment and to Thorne Electric Company for installation with the total sum being $20,542.00 plus shipping charges. He stated if authorization is given this evening, the equipment will be purchased March 1 , 1975, delivered June 1 , 1975, installed in July, 1975, and paid for in August , 1975. He stated location of the sirens will be at the Raupp Memorial , White Pine Ditch , and Cambridge. Trustee Osmon moved to accept Mr. Soucy's recommendation. Trustee Rech seconded the motion, and a roll call vote found the following: AYES: Trustees Shirley, Osmon , Rathjen, Mahoney, Rech, Driscoll NAYES: None The motion carried. Public Services Center Ray Knoeppel of Knoeppel Associates Ltd. , architect for the Public Services Center, noted that drawings and specifications for the building had been distributed to the Board for their review. He requested authorization to advertise for bids on the project. He estimated the cost to be $571 ,962.00. He noted that the proposal form includes three deductive alternates, being to delete the meter storage room, to delete the rear brick fence, and to delete the basement. Mr. Knoeppel stressed the importance of advertising for bids now, by pointing out the fact that the lag in the construction industry has produced a buyer's market. In response to a question from Trustee Rech, Mr. Knoeppel stated that there will be one general contractor. Discussion followed. Mr. Larson stated that paving, excavating, and the gasoline islands will be handled as a separate contract, with an estimated cost of $40,000.00. Trustee Rech stated that the Board had agreed to a $500,000 building and estimates are exceeding that figure. Mr. Larson stated that the $500,000 was agreed to for the building only, and with the deductives, the cost would be that. 4139 2/18/75 In response to a question from Trustee Rathjen , Mr. Larson stated that the Revenue Sharing account contains $181 ,000.00; however, there will be three more $25,000.00 entitlements before the project is finished. The remaining costs will be financed by a 6% loan with the Bank of Buffalo Grove. Trustee Osmon expressed concern that specifications on some items were written in such way as to prohibit other bidders. Mr. Knoeppel felt the specifications are ones that can be performed by anyone. Trustee Osmon disagreed with a lump sum bid, and felt separate bids would produce better prices. Mr. Knoeppel stated if there is not a general contractor, a staff person would have to devote full time to overseeing the construction. Trustee Shirley moved to direct the staff and Mr. Knoeppel to proceed to let bids for the Public Services Center in accordance with the specifications and plans submitted. Trustee Mahoney seconded the motion. In response to a question from Trustee Rech, Mr. Knoeppel stated that the doors are adequate for all the equipment. Trustee Shirley emphasized that the motion did not include the additional $40,000 for paving, excavating, and the gasoline islands. A roll call vote found the following : AYES: Trustees Shirley, Rathjen , Mahoney, Rech, Driscoll NAYES: Trustee Osmon The motion carried. Mr. Larson suggested that Mr. Knoeppel design the gasoline island at a 52% fee and supervise construction of same. Trustee Shirley felt that more information is needed on the subject before the Board should consider it. President Armstrong requested a report. Resolution #75-7 President Armstrong read Resolution #75-7, a resolution appointing election judges for the April 15, 1975, municipal election. Trustee Mahoney moved Resolution #75-7 be approved as read. Trustee Osmon seconded the motion, and a voice vote found the following: AYES: Trustees Shirley, Osmon , Rathjen , Mahoney, Rech, Driscoll NAYES: None The motion carried. Buffalo Grove Golf Course Food and Bar Area President Armstrong stated that the staff has been investigating the feasibility of leasing the food and bar area of the Clubhouse. He noted that Mr. Larson and Mr. Griffith, Director of Golf Operations, recommend that the Village continue to operate the area as in the past. President Armstrong noted a proposal from Mr. A. E. Welsh, President of Maral Management Company, offering to sub-lease the area, with the rent being 10% of gross receipts. 4140 2/18/75 Trustee Osmon felt the Village should continue to oerate the food and bar area in order to determine the amount of profit that could be derived. Mr. Griffith stated that if that area had been leased in 1974, the Village's percentage would have been $8,300, but under Village operation the net income was approximately $25,000. Mr. Glueckert disagreed with the figures. Trustee Driscoll moved to table consideration of the matter until a report on actual expenses is submitted to the Board. Trustee Osmon seconded the motion, and upon a voice vote, the motion passed unanimously. President Armstrong stated that the subject will be considered on March 3, 1975. Projected Annual Report Edward Fabish, 470 Lauren Lane, suggested that the Finance Director review the Projected Annual Report before it is placed on an agenda for Board con- sideration because he found some discrepancies in the Golf Fund. 1975-76 Pay Plan Trustee Rech stated that she would be unable to return to the meeting after the recess ; therefore, she wished to express her opinion on the proposed pay plan. With regard to the proposed additional fringe benefits , she agreed with the floating holiday. She also agreed with the increase to 12 sick days per year; however, she disagreed with any compensation for sick days not used. She noted that the federal government suggests 5% as a guideline for cost of living increases, but she did not feel the proposed 7.2% increase was out of the realm of possibility. Mr. Larson referred to his recap sheet on the General Fund indicating $855,500 in recurring income, $240,600 in expenses , and $571 ,869 in salaries, leaving $43,031 available for salary increases. Trustee Mahoney suggested that any action on the pay plan be deferred until the entire Board is present. Grand Spaulding Dodge Sign Richard Glauner, Appearance Control Commission Chairman, stated that on February 28, 1974, the Commission approved a sign for Grand Spaulding Dodge. On February 10, 1975, the Commission considered a redesigned sign as requested by Grand Spaulding, and recommended that it be approved by the Board. Leonard Krause of Grand Spaulding Dodge displayed a rendering of the previously approved sign and one of the proposed sign. Trustee Osmon moved to approve the sign request of Grand Spaulding Dodge. Trustee Mahoney seconded the motion , and a voice vote found the following: AYES: Trustees Shirley, Osmon , Rathjen , Mahoney, itee4r, Driscoll NAYES: Non The motion carried 4141 2/18/75 10: 15 P.M. - The President declared a recess. 10:30 P.M. - The meeting resumed. 1975-76 Pay Plan President Armstrong stated that it is the desire of the Board to pay salaries, which are recurring expenses , with recurring income. Mr. Larson reviewed his salary range report , dated February 13, 1975. He noted that the anticipated recurring income is $855,500. Discussion took place regarding the various items of recurring income. It was Mr. Larson 's recommendation that the current pay plan , except for three positions , and the Golf Course personnel, be increased 7.2% to reflect the increased cost of living in this area. He noted that this can be accomplished with recurring income per the referenced report. President Armstrong asked for questions on the proposed ranges. Trustee Osmon requested an explanation of 0. I . C. in the Police Department. Mr. Larson stated that when a sergeant is not on duty, a senior patrolman is given the responsi- bility of Officerin Charge, which also gives the officer administrative training. Discussion took place regarding training, the kind, and which employees should attend. The proposed additional floating holiday was briefly discussed. Trustee Mahoney requested a clarification of the first paragraph under Holiday Schedule on page 4 of the referenced report. President Armstrong also requested a report regarding the cost of granting the floating holiday. Discussion took place regarding sick time compensation. Trustee Mahoney favored the approach of providing some financial incentive after accumulating seventy-two sick days ; however, he did not favor increasing the number of sick days per year from ten to twelve days. Mr. Larson explained that the reason for requesting the allowable accrued amount to be increased to seventy- two days is because at that point, the employee becomeseligible for IMRF disability benefits. Mr. Larson explained the recommended incentive program of compensating for unused sick pay over seventy-two days accrued. Discussion took place regarding the recommendation to increase the Police uniform allowance from $200 to $300 per year. Increased cost of clothing and dry cleaning were noted. Officer Bennett noted that Mr. Larson 's report determined a cost of living factor of 8.3%, but that the recommended salary increase is only 7.2% 6. Questions from the Audience Streetlights question from304 Indian Hill ,response to a Dorothy Berth, Mr. Larson stated that the discussion on sodium vapor streetlights is scheduled for March 10, 1975. 4142 2/18/75 There being no further business to discuss nor questions from the audience, Trustee Mahoney moved the meeting adjourn. Trustee 0smon seconded the motion, and upon a voice vote, the motion passed unanimously. Time: 11 :30 P.M. Respectfully submitted, Verna L. Clayton, Village Clerk: PAS 1 APP' ED his _3 day of , 1975. 4,112 ' 1r-.: e • esident.