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1975-03-31 - Village Board Special Meeting - Minutes 4172 3/31/75 MINUTES OF SPECIAL MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, HELD MONDAY, MARCH 31 , 1975, AT THE MUNICIPAL BUILDING, 50 RAUPP BOULEVARD, BUFFALO GROVE , ILLINOIS. President Armstrong called the meeting to order at approximately 7:40 P.M. Those present stood and recited the Pledge of Allegiance to the Flag. The Clerk called the roll and found the following: PRESENT: President Armstrong; Trustees Shirley, Osmon , Rathjen, Mahoney, Rech, Driscoll ABSENT: None Also present were William Balling, Acting Village Manager; Richard Raysa, Village Attorney; Arnold Seaberg, Village Engineer; and Charles McCoy, Director of Public Works. 1 . Minutes of March 20, 1975 Trustee Rathjen moved to approve the minutes of March 20, 1975, as submitted. Trustee Shirley seconded the motion , and a roll call vote found the following: AYES: Trustees Shirley, Osmon, Rathjen , Mahoney, Rech, Driscoll NAYES: Nonce The motion carried. Minutes of March 24, 1975 Trustee Shirley moved to approve the minutes of March 24, 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. COMMITTEE OF THE WHOLE 1975-76 Budget Trustee Rech stated that Paul Soucy, Civil Defense Director, is present to discuss the Civil Defense budget. Civil Defense - Mr. Soucy compared the budget submitted by Civil Defense to Mr. Larson and the one that is proposed to the Board. He stated that funds for the warning system were modified from $22,000 to $21 ,000, $2,000 for vehicle maintenance and rehabilitation was deleted, $2,000 for equipment maintenance was deleted, $200 for heliport maintenance remained unchanged, $500 for emergency shelter supplies was deleted, $1 ,000 for communication was deleted, $400 for operating supplies was deleted, and $1 ,500 for public I�i 4173 3/31/75 information was deleted. He reminded the Board that Civil Defense is more than the emergency warning system, and that they are in the process of establishing an emergency operating center and a Village disaster plan. Trustee Rech stated that it is hoped that most Civil Defense projects are to be accomplished with the assistance of rebate funding. She noted that 50% federal funding can be received only if the Village complies with various directives , two of which are an emergency disaster plan and an emergency control center. Discussion took place regarding specific use of requested funds. President Armstrong requested that Mr. Balling distribute to the Board the original budget request of Civil Defense for consideration at next week's meeting. Trustee Shirley requested Mr. Balling to distribute to the Board copies of a report indicating surplus Civil Defense funds levied from past years. Waterworks and Sewerage Fund Revenues - Trustee Rech requested that the rate structure for construction water be investigated to determine if suffi- cient amounts are being charged. Trustee Osmon suggested that it be metered. Trustee Rech requested that amounts in "Miscellaneous" be broken down further. Trustee Rech questioned the amount in "Recoupment Fees". She noted that if the property on the north side of Dundee, between Golfview and Crofton,does not annex and develop in the Village, recoupment of funds for the water and sewer main could not be achieved. Mr. Seaberg stated that the entire project will cost between $64,000 and $67,000 and that Village expense will be approximately $30,000 because Kingswood Church , the Fire Station, and the First National Bank must agree to pay their share before the main is con- structed. Trustee Rathjen questioned the amount in"System Improvement Fee" because construction may not be as great as projected. Trustee Shirley suggested that the Water Fund be divided into recurring and nonrecurring income as was done with the General Fund. Trustee Osmon suggested that there be a utility tax instead of an increase in water rates in order that citizens may deduct the tax from their income tax. Trustee Shirley stated that this would not be allowed by the water bond holders. Mr. Raysa stated that a revenue bond issue must be repaid from services rendered. He also stated that a utility tax may not be placed on a municipal water system. After lengthy discussion, it was determined that there is no legal way of repaying the bonds with a utility tax. Waterworks and Sewerage Fund Expenses , Water Operation - Trustee Rech questioned if "Legal Fees" was adequate. It was determined that it was not and that Mr. Raysa would submit invoices. Mr. Balling stated that the following changes have been made: Projected Purpose Annual Budgeted Salaries , Regular $74,836 4174 3/31/75 Projected Purpose Annual Bud eted Auditing $4,500 Utilities $44,430 48,000 Equipment Maintenance 4,100 5,500 Gas & Oil 6,172 7,500 Department Equipment 7,000 Trustee Rathjen questioned the rationale of charging $15,000 for space rental when the building that will house functions of this fund will be paid with Federal Revenue Sharing Funds. Trustee Shirley questioned if a 50% increase is necessary. President Armstrong requested a report explain- ing the reasons for the increase. Trustee Rathjen questioned how much could be recouped on the Dundee Road sewer and water main. After discussion, it was decided that the "Recoup- ment Fee" should be itemized. Trustee Rech asked the total cost of Well #6. Mr. McCoy stated that Well #6 may not have to be constructed. Because of the future possibility of obtaining Lake Michigan water, he stated that Winston Square may be connected temporarily to the existing system with construction of a million gallon reservoir for storage and distribution. Mr. Seaberg stated that the matter will be brought before the Board for consideration this summer. Trustee Rech stated that during the Hawthorn annexation hearing, it was represented that Well #6 would cost $350,000, and now the estimate is $750,000. She requested an explanation. In response to a question from Trustee Rathjen , Mr. Seaberg stated that the Village will receive over $200,000 from Centex in system improvement fees. Trustee Rathjen noted that Well #6 was to be a "wash" item; therefore, he requested an explanation. President Armstrong requested that the entire Well #6 project be investigated and reported to the Board. Trustee Rech questioned the reason for extending a water main to service the old sewage treatment plant. Mr. McCoy explained that it would be for washing trucks and for use at the tree farm. President Armstrong stated that he understood that the treatment plant was to be dismantled. He requested a report on the use of the area including estimated cost for leveling the plant, and if determined it should remain, the cost of painting it. After discussion , it was decided an updated cost of water service to the area should be determined. Trustee Rech requested that in the future there be a separate accounting of expenses and revenues of the reserve accounts. She felt expenditures from the reserve account should not be made unless absolutely necessary. Dorothy Berth, 304 Indian Hill , questioned the status of emergency power for the wells in case of power outage. Mr. McCoy stated that, at the present time, Well #4 is the only well with independent power, and if the additional generator for Well #2 is approved, water supply will be more than adequate in case of a power outage. 4175 3/31/75 Sewerage Operation - In response to a question from Trustee Rathjen , Mr. McCoy stated that the two additional employees will be used for sewer flushing and maintenance. The sanitary sewer televising camera and grouting equipment was discussed. Mr. McCoy stated that the totel cost is estimated at $32,000. The possibility of sharing it with Wheeling was discussed. Trustee Rech questioned the Chevy Chase sewer main. Mr. Seaberg stated that the sewer main would be constructed only if that area is developed in Buffalo Grove. A poll of the Board found that the item should be deleted from the budget. Bond Principal and Interest - No questions were asked on this function. Reserve Accounts - No questions were asked on this function. 9:35 P.M. - The President declared a recess. 9:50 P.M. - The meeting resumed. Garbage Fund Revenue and Expenses - Trustee Rech felt that the Board should address itself to the fact that the Garbage Fund is running in a deficit. She felt Mr. Raupp's expenses will have to be increased to cover this. Trustee Shirley noted that Mr. Raupp's contract will have its annual review in May. President Armstrong suggested that a thorough review of the entire operation be made at that time. Capital Budget Summary - Trustee Rathjen stated that because the Arlington Heights sidewalk, between Twisted Oak and Route 83, will be constructed with FAUS funds , Levitt will save approximately $11 ,000. He suggested that those funds be expended on reconstruction of Arlington Heights Road. Trustee Shirley noted that the FAUS funds may not be approved this year. Mr. McCoy stated that he was not aware that FAUS funds could be used for the sidewalk. President Armstrong requested Mr. Balling to request a report from Mr. Larson on the subject. President Armstrong stated that all changes and corrections that have been requested during the last three meetings will be incorporated into the budget so that it may be finalized next week. Arlington Heights Road, North of Route 83 President Armstrong read the Cooperative Agreement between Lake County and the Village for improvement of Arlington Heights Road from Route 83 to Aptakisic Road. Trustee Shirley moved to direct the President and Clerk to enter into the agreement. Trustee Driscoll seconded the motion. After discussion , Trustee Shirley amended the motion that the agreement include that the Village will have final approval of all engineering plans. Trustee Driscoll seconded, and a roll call vote found the following: AYES: Trustees Shirley, Osmon, Mahoney, Rech, Driscoll NAPES: Trustee Rathjen The motion carried. 4176 3/31/75 High Lift Truck Mr. McCoy reviewed his report, dated March 26, 1975, regarding the amount of time Buffalo Grove would be using Wheeling's street sweeper and the amount of time Wheeling would be using Buffalo Grove's high lift truck. President Armstrong felt that the two Villages should enter into a written agreement before the high lift truck is purchased. Mr. McCoy stated that the agreement should be for the interchange of equipment , but not specific equipment. Discussion took place regarding alternate methods of changing street lights and pruning trees instead of using a high lift truck. Trustee Rech felt the cost benefit was not such that the Village could justify the cost of purchasing a high lift truck. She saw a greater need for the sanitary sewer televising camera and grouting equipment and suggested that an exchange of that equipment be explored with Wheeling. Trustee Rech questioned the amount of time the street sweeper would be needed. Mr. McCoy stated that every street should be swept each month. Trustee Shirley felt that Buffalo Grove's purchase should be a piece of equipment that would be of more benefit. Trustee Osmon moved to table consideration of the high lift truck until receipt of additional information that would be substantive to making a decision. Trustee Shirley seconded the motion, and upon a voice vote, the motion passed unanimously. Fencing for Golf Course Maintenance Building and Public Services Center Mr. McCoy reviewed William Davis ' report, dated March 26, 1975, regarding costs for fencing the golf course maintenance building and the public services center. Trustee Driscoll moved to approve the expenditure of $3,993.22 for the fencing as discussed, and to waive bids. Trustee Mahoney seconded the motion. In response to a question from Trustee Rech, Mr. McCoy stated that the main reason for the fencing is for security. Trustee Rech did not feel the fence would deter vandalism to equipment. After lengthy discussion , a roll call vote found the following: YEAS: Trustees Shirley, Osmon , Rathjen, Mahoney, Driscoll NAYES: Trustee Rech The motion carried. Wheeling Township President Armstrong announced that the Board has been invited to help Wheeling Township celebrate its 125th Anniversary on Tuesday, April 8, 1975, at 8:00 P.M. 4177 3/31/75 President Armstrong read Resolution #75-9, a resolution commemorating Wheeling Township's 125th anniversary. Trustee Osmon moved to approve Resolution #75-9 as read. Trustee Rech seconded the motion, and a voice vote found the following: AYES: Trustees Shirley, Osmon , Rathjen, Mahoney, Rech, Driscoll NAPES: None The motion carried. Additional Public Works Employees Trustee Osmon referred to recent newspaper articles regarding the Village hiring two new Public Works employees to be paid with federal funds. He felt that the motion had been to secure funds and not to hire the employees. President Armstrong stated that the two temporary employees were to be hired with reimbursable funds. Grand Spaulding Trustee Rech asked if Grand Spaulding's high sign complies with the Village Ordinance. President Armstrong stated that it does comply, and that it was approved by the Appearance Control Commission and the Village Board. He also noted that the Police Department and Mr. Dettmer are investigating the problem of the lights at Grand Spaulding. In response to a question from Dorothy Berth, 304 Indian Hill , President Armstrong stated that the lights at Grand Spaulding will be remedied so that they do not shine in citizens' windows and do not create a traffic problem. There being no questions from the audience, Trustee Driscoll moved to adjourn. Trustee Shirley seconded the motion , and upon a voice vote, the motion passed unanimously. Time: 11 :00 P.M. Respectfully submitted, 77,1: -.."'" :" /' Village Clerk PASSED � ' I 'PP'! ! b this day of C-/� , 1975. Ail �/ 401/ elf e/h .i„i * 1111111 e Pr= ident