1978-04-24 - Village Board Committee of the Whole - Minutes .t
SUMMARY OF COMMITTEE OF THE WHOLE OF THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF BUFFALO GROVE HELD MONDAY, APRIL 24, 1978, AT THE MUNICIPAL
BUILDING, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS.
President Fabish called the meeting to order at 8: 15 P.M. Those present
were William Balling, Village Manager; William Raysa, Village Attorney;
Gregory Boysen, Village Enginner; Richard Kuenkler, Civil Engineer; William
Brimm, Finance Director; and William Sommer, Administrative Assistant.
Policy/Drainage Improvements
The Board reviewed a proposed Village of Buffalo Grove Policy Concerning
/Municipal Participation in Drainage Improvements which was submitted by
Mr. Boysen on April 20, 1978. The proposed policy outlined three types of
drainage improvements and what Village participation should be in each. It
proposed that improvements which primarily would benefit local property owners
would be initiated by the Village Board of Local Improvements, and the Village
would pay for the "public benefit portion" and the property owners would pay
for the "private benefit portion". The proposal is in accordance with state
statutes. After discussion, it was determined that a resolution outlining the
proposed policy should be drafted and placed on the consent agenda of May 1 .
205 University Drive/Drainage Problem
Mr. T. J. Kilgallon, 205 University Drive, along with three of his neighbors,
described their severe rear yard drainage problems and requested assistance
from the Village.
Mr. Boysen stated that since the original drainage design plan for that area
is not available, it is impossible to determine definitely if this problem has
always been. But, he had no reason to believe otherwise. He then reviewed a
plan that would resolve the problem and estimated cost of same ($3,041 .55) . It
was his opinion that no "public benefit" would be derived. Lengthy discussion
followed with the following points made: 1) other rear yard drainage improve-
ments have been undertaken at Village expense, 2) there would be a large number
of requests for this type of improvement if this one is undertaken, 3) possibility
of Village putting in the system and the homeowners pay cost of restoration, and
4) problem is not regional .
President Fabish polled the Board, "yes" indicating favor of Village committing
to resolve the rear yard drainage problem at 205 University Drive, and "no"
indicating opposition. The poll found the following:
YES: 1 - Bogart
NO: 3 - Rech, Marienthal , Stone
Since two Trustees were absent, President Fabish advised the homeowners that
this matter would be placed as the first item on the May 1 agenda.
Buffalo Grove Youth Commission
Present for the discussion were Youth Commissioners Frank Mayfield (Chairman) ,
Cindy Miraflor, Jim Lippert, John Ayres, Leon Gopon, and Mark Friedman and Harry
Wells of Omni-House, Denny Delance of the Park District, and Jim Siko.
. I
COMMITTEE OF THE WHOLE
APRIL 24, 1978
PAGE TWO
Mr. Mayfield stated that the Youth Commission recommends that membership be
expanded from eleven to thirteen Commissioners in order to provide the
opportunity of involvement to more people and to provide more workers. The
Board had no objection to this. Mr. Balling stated that an ordinance amending
the ordinance creating the Youth Commission would be prepared for consideration
at the May 1 meeting. The Youth Commission was asked to recommend candidates
for these additional positions.
Mr. Mayfield reviewed the Youth Commission annual report which outlined
1 ) effort expended, 2) goals, 3) objectives, and 4) program guidelines.
President Fabish polled the Board, "Yes" indicating acceptance of all portions
of the Youth Commission annual report except the portion regarding the recommended
Youth Center structure, and "No" indicating opposition. The poll found the
following:
YES: 4 - Bogart, Marienthal , Stone, Fabish
NO: 1 - Rech
Trustee Rech stated she had no objection to the program, but she did feel there
should be some type of membership card and some type of sign in function. Mr.
Mayfield stated that the Commission has discussed this but has not finalized
it yet. He felt the Commission favors this idea.
Mr. Mayfield stated that after much consideration, the Structure Committee of
the Commission recommends construction of a 51 ' x 34' rectangular frame building
with a brick veneer and a pitched asphalt shingle roof similar to the one
originally drawn by Tom Fennell of the Village staff. The Commission recommends
certain changes to Mr. Fennell 's plan aimed at cost savings as follows:
1) roof changed from flat to pitched and 2) depending on site, a trench footing
foundation could be used. He said design is compatible with the Village Hall
and Public Service Center.
Mr. Mayfield requested approval of the building concept. With the money available
and the money and goods they anticipate will be donated, he felt they could
construct a better building. Mr. Balling stated that one of the original
objectives the Board wanted in the building was flexibility for an alternate
use. He asked if the committee had contacted Mr. Fennell with regard to
overall clearance and flooring with loading capacity for vehicles. Mr. Lippert
said the proposed floating slab construction lends itself to that type of load.
Mr. Mayfield stated that the building is designed so that it can be expanded
at a later time and so it can be redesigned for another use. He said Board
acceptance is needed to assist them in fund raising. He understood that the
plan will have to be presented to the Plan Commission and Appearance Control
Commission for approval and to the Zoning Board of Appeals for special use
classification for the land.
In response to questions from Mr. Raysa, Trustee Bogart stated this will be a
public building owned by the Village and operated by a Village Commission.
COMMITTEE OF THE WHOLE
APRIL 24, 1978
PAGE THREE
President Fabish polled the Board, "Yes" indicating favor of the basic
presentation of the building in concept only, and "No" indicating opposition.
The poll found the following:
YES: 5 - Rech, Bogart, Marienthal , Stone, Fabish
NO: 0 — None
ABSENT: 2 - Keister, Mendenhall
Mr. Mayfield stated they do not have a Construction Manager yet, but the
Commission is trying to get someone to donate their services.
Mr. Mayfield stated that the Site Selection Committee of the Commission has
recommended the property west of the Village Hall because 1) easy to find,
2) located at crossroads of major and semi-major streets, 3) near park land,
and 4) ideal location if building has alternate use in the future.
Trustee Rech stated that Village Hall parking is inadequate at the present time;
therefore, she was concerned that location of the Youth Center would place another
burden on the parking lot. Mr. Mayfield said the programs would be aimed at 12 to
15 year old persons, and that age group does not drive. He felt the Youth Center
would add to the traffic flow but not to the parking.
Mr. Sommer stated that the Village Hall site would be more cost effective than
the W i l l ow St reaia Park site.
President Fabish polled the Board to determine which site they preferred for
the Youth Center. The poll found the following:
VILLAGE HALL SITE: 4 - Rech, Bogart, Marienthal , Fabish
SOME OTHER SITE: 1 - Stone
Trustee Stone stated he preferred some other site because the youth may be
reticent to go there because it faces the Police station.
Action will be taken at the May 1 meeting to refer the Youth Center plan to
the Plan Commission, Appearance Control Commission, and Zoning Board of Appeals.
Mr. Mayfield reviewed the Youth Center Construction Program, dated April 5,
1978, from Mr. Balling.
At this point Mr. Mayfield reviewed cost of the building. He said using Mr.
Fennell 's blueprints with certain modifications, estimated cost of the building
through a general contractor would be $35,000. But the Commission plans to
build the building as a community effort. They plan to use the money budgeted
to pay for materials not donated and to build the building with volunteer
skilled labor.
Mr. Lippert listed actual cost of materials needed as follows:
Electrical $3,400 Brick (doors, window, misc.trim) $3,000
Mechanical $2,400 Framing $5,000
Plumbing $ 500 Roof $ 637
COMMITTEE OF THE WHOLE
APRIL 24, 1978
PAGE FOUR
Slab (with footings) $4,000 Roofing materials $ 340
Miscellaneous plywood $ 460 Insulation $ 660
Drywall $ 500
Site preparation and landscaping would be additional costs.
In response to questions, Mr. Raysa stated that the Construction Manager will
be considered an employee of the Village even though he will be unpaid. He
said the Village will be the general contractor, therefore liable.
Trustee Marienthal noted that the Village's insurance premiums would increase
with the addition of this building.
Discussion took place with regard to waiving bids on construction materials.
Trustee Rech was concerned that soliciting donations from developers would
put the Village Board in an untenable position.
In response to questions, Mr. Raysa stated that the Youth Commission is an
advisory commission, and anything the Commission does, the Village is res-
ponsible for. The Commission cannot act on its own, it acts with the power
and authority given it by the Village.
After much discussion about bid waiver procedure, it was decided to follow
this procedure: Board approve $22,900, the construction manager would assemble
talents and commence construction, inspections would take place, there would be
sign off on pay out authorizations which would be placed on the warrant and
the Board would approve it.
Mr. Raysa stated that his biggest concern was liability during building process.
Mr. Mayfield said tradesmen would be doing the construction work and the teen-
agers would be doing cosmetic work. Mr. Balling stated that since the Village
would be the general contractor, the Village should post the necessary insurance.
Trustee Marienthal felt that before the Board can proceed any further with the
building, the following questions should be answered: 1) resolve liability
insurance needed in relation to construction of the building - cost of same
must come from the $22,900 the Village is giving, 2) can the Village legally
waive bids, 3) resolve political aspect with regard to getting donations
from developers.
Mr. Raysa said the Village legally can waive bids.
Mr. Mayfield stated that he plans to solicit donations very openly.
Mr. Mayfield said he will submit a list of people who will donate labor and goods.
A report regarding liability insurance and cost of same will be submitted by staff.
\", Adjournment
The meeting ended at 10:55 P.M. .fL""
Verna L. CTayton, Village lrT