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1980-03-10 - Village Board Committee of the Whole - Minutes `./ \./ SUMMARY OF COMMITTEE OF THE WHOLE OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, ILLINOIS, HELD MONDAY, MARCH 10, 1980, AT THE MUNICIPAL BUILDING, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS . President Clayton called tie meeting to order at 7:35 P.M. Roll call indicated the following present: President Clayton; Trustees Marienthal , Stone, O'Reilly, Hartstein, Kavitt, Gerschefske. Also present were William ailing, Village Manager; William Raysa, Village Attorney; William Sommer, ssistant Village Manager; Paul Kochendorfer, Village Treasurer; William Brian, inance Director; Chief Walsh, Police Department; Commander Voigt, Police De artment; Gregory Boysen, Director of Public Works; Richard Kuenkler, Village ngineer; Frank Hruby, Director of Building and Zoning; Carl Neumayer, Civil Engineer; David Harrington, Administrative Assistant; Raymond Rigsby, Superintendent of Public Works Operations. Mr. Balling noted the filing of the Monthly Activities Report for January. Mr. Raysa referred to his March 7, 1980 letter directed to the President and Board of Trustees. According to Mr. Raysa 's legal opinion, he believes the action that the Board took in the ZBA variation at 971 Indian Spring is null and void. He stated that there is a time limitation of 35 days under the Administrative Review Act when someone can file under that Act. Mr. Raysa suggests that letters should go out under Mr. Balling's signature stating Mr. Raysa 's opinion so that the Board will not be critized as far as letting a time limitation period run out. Mr. Balling stated that the letter will go out to all affected parties, which they acknowledge to be the property owner at 971 Indian Spring, and 111 neighbors and people who gave testimony. REVENUE SHARING PUBLIC HEARING President Clayton called the Public Hearing to order at 7:40 P.M. She then requested that this hearing be deferred until March 17, 1980. Notice of this hearing was published in the Buffalo Grove Herald on March 3, 1980. Moved by Kavitt, seconded by Stone, to defer the Revenue Sharing Public Hearing until March 17, 1980. Upon voice vote, the motion was unanimously declared carried. PROGRAM BUDGET Mr. Balling stated that the staff was submitting to the Board the proposed operating budget for the fiscal period 5/1/80 through 4/30/81 . The procedure will be to present the budget department by department for the Board 's review and consideration, with the target tonight being to identify any problems or questions which the Board members or members of the audience might have. The staff anticipates that any questions should be able to be answered within this week, for formal response to the Board on March 17, 1980. Mr. Balling stated that the budget proposed is a maintenance budget. There are no proposals for additional taxation. The Water System Capital Improvement is recommended for an increase. This is a one-time capital charge that is paid by all subdividers when they issue building permits, and is intended to offset the cost of well and production facilities in Buffalo Grove. COMMITTEE OF THE ',;HOLE MARCH 10, 1980 PAGE TWO Mr . Balling went over the highlights of the budget, which are outlined in his letter of March 6, 1980 to the President and Board of Trustees , and is on file in the Clerk's office. Mr. Brimm stated that no new property taxes are proposed, and there are no increases in any rates. All rates in the corporate fund were established using the non-home rule maximums. Increases in assessed valuation are based strictly on growth. The Village does not anticipate generating additional revenue from any changes in assessment practices. In income tax calculation, staff has used the state per capita formula. Mr. Brimm answered questions from the Board. Mr. Sommer explained the programs for Legislative and Office of the Village Manager, and answered questions on same. Mr. Brimm explained the programs of Finance & General Services, and went into some detail on the data processing consultant study. Discussion on this subject ensued.,, and it was stated that the expertise of the Village Treasurer in this area should be considered before any decisions are made. Mr. Sommer explained the Legal Services program, and the changes made in same. President Clayton noted the large number of favorable comments received on Mr. Raysa's attenJance at the last ZBA meeting. Mr. Balling noted two typographical errors under the Police Programs (Page 19 - Patrolman - 17; Page 21 - Patrolman - 24) . Chief Walsh explained the programs under his department. In answer to a question from the Board, Chief Walsh stated that it costs approximately $20,000 the first year to put a man on the street. A great deal of discussion followed on the possibilities of securing money for one or two more officers for the department. There was a typographical error noted on page 22 in the amount of vehicles. It was noted that extreme care should be used before authorizing a recurring expense with non-recurring income. Chief Walsh answered questions from the Board regarding the line items in the Police budget. There was discussion on the manner in handling the donation to Omni-House. It was decided that this item would be handled in the same manner as was done in the past, that being the ability to pay resting in the last quarter; also, it was decided that an upset number to be used at this time should be $30,000. Trustee Marienthal asked the representative from Omni-House to file a report with the Board on the situation with Arlington Heights . In response to a question from Trustee Stone, it was stated that the staff will investigate the amount of line item 418 on page 24. President Clayton declared a recess from 9:55 until 10:05 P.M. Mr. John Panella, Co-chairman of Buffalo Grove Days, itemized the Buffalo Grove Days Budget for the Board. This budget is on file in the Clerk's office. There was discussion on the sum budgeted for advertising, and it was stated that there should be a better advertising campaign than has been used in the past. COMMITTEE OF THE WHOLE MARCH 10, 1980 PAGE THREE There was also discussion on the sum budgeted for the Parade. It was the consensus of the Board that a sum of approximately $6,000 should be budgeted for Buffalo Grove Days; however, this will be deferred until the Committee comes back to the Board with further information. Mr. Hruby discussed the programs of the Building and Zoning Department; the staff then answered questions from the Trustees relative to the line items of this department. Mr. Kuenkler explained the programs for Engineering Services, and identified each of the capital expenditures proposed for this department. It was stated that the staff would look into the amount paid to Novak & Dempsey, and determine the feasibility of this service being performed by the Village. Mr. Boysen explained the programs and capital improvement expenditures for the department of Building and Grounds . Mr. Balling noted the Transfer Non-Operating fund, which is the established reserve to the Street & Bridge Fund. Mr. Carl Neumayer reported on the background and the need for an additional deep well reservoir and distribution system pumping station. The study is based on the assumption that there will be no delivery of lake water until at least the summer of 1985. He stated that the average daily demand is the total amount of water sent into the system in a calendar year, divided by 365. This daily demand has shown an uptrend for the period 1971-1979. The maximum day demand in 1978 was 4.2 million gallons per day, and in 1979 was 4.0 million gallons per day. The average daily demand has been 2. 1 million gallons per day. It is anticipated that the maximum day this summer will be approximately 4.2 million gallons per day. A study done by the Public Works Department shows that we have a total source capability of 5.67 million gallons per day. The largest well in the system is #6; when it is out of service, we lose 1 .69 million gallons per day, leaving less than 4.0 million gallons maximum day capability in our source. This means that there is less source capability than there is demand capability. The conclusion drawn from these studies is that the Village must initiate another deep well reservoir and pumping station in order to meet the demands of the residents of the Village. The construction of this facility will take somewhere between 18 and 24 months, meaning that the Village must face two more summers with a limited source capability and a potential demand capability that will exceed that source. There is enough storage on the system to cover the shortfall situation during the next two summers , provided we are not faced with a severe drought. We could probably cover 2-5 successive maximum days, with close supervision of the reservoir capabilities. The cost of the new well would be approximately 1 and 1/2 million dollars. The reservoir and pump station will be an integral part of a concept plan that will carry on for a good many years into the future, even after lake water is obtained. The facility should be designed so that it can be expanded in the future. The well itself, with pump, has been estimated at $375,000. Mr. Meumayer stated `•/ that this amount of money is not a total loss , because we do not know at this point whether or not we will receive a full allocation of lake water. If the Village does receive a full allocation of lake water, then the new well , along with Wells #1 , 2, 3, 4, and 6 will probably be in a standby reserve on call in COMMITTEE OF THE WHOLE MARCH 10, 1980 e.• PAGE FOUR the event that there should be a failure in the lake water transmission system. This would be the only time we would be operating deep well facilities. If the Village gets partial allocation of lake water, which is probable in the early years , then we will have to rely on well supply to augment the maximum periods of demand, so the wells will have to be kept on ready reserve. Mr. Neumayer estimates that the Village will receive about 58% of the average daily demand as a lake water allocation. He said that, although the well is a very expensive project, it does have longevity far beyond 1985. Trustee Stone asked if this facility could not wait until decision has been made on the Fiore property. Mr. Balling stated that, while it may service a portion of the Fiore property if annexed, it is really established to identify the water needs of the Village in the next five years. Trustee Marienthal asked about the fact that the Village has a cross connection with Arlington Heights. Mr. Balling stated that this cross connection is a false security as far as fires, because it requires activation by both Public Works departments and would not be usable in an emergency situation. Also, Mr. Boysen pointed out that last summer Arlington Heights implemented emergency conservation measures when the Village of Buffalo Grove did not, so it would not be feasible for Buffalo Grove to look to Arlington Heights in these situations. It was requested that Mr. Boysen explain this cross connection in written form to be given to the Board. Trustee Marienthal asked if this well would cover development of the parcel in that area, specifically developments that are planned, but not yet being built. He asked if the well would service a complete build-out of that area. Mr. Neumayer said that it could, provided there is enought of a distribution system there to transfer the water. Trustee Marienthal asked if we have the capability today to service any new developments; should any new development be considered at this time. Mr. Neumayer said we are at capacity right now. He said some shortfall can be sustained between now and the time that a well is brought on stream. Trustee Hartstein asked what population projections were used in this study. Mr. Neumayer stated that the 1970 census showed a population of 11 ,799; 1980 projection is 22,675; 1985 projection is 27,840; 1990 projection is 33,000. The staff stated that this was a presentation, and the first study they would like to do is to get the engineering. President Clayton adjourned the meeting at 11 :30 P.M. ' Th. - ,,0,..,- - Janet M. Si bian , Villa e Clerk r 9