2015-03-02 - Village Board Committee of the Whole - Minutes MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF THE VILLAGE OF
BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS,
50 RAUPP BOULEVARD,BUFFALO GROVE,ILLINOIS ON MONDAY,MARCH 2,2015
CALL TO ORDER
President Braiman called the meeting to order at 6:12 P.M. Those present stood and pledged allegiance to the Flag.
Roll call indicated the following present: President Braiman;Trustees Trilling,Sussman,Terson,Stein,
Ottenheimer. Trustee Berman arrived at 6:18 P.M.
Also present was: Dane Bragg,Village Manager;William Raysa,Village Attorney;Jeff Stein,Assistant Village
Attorney;Jennifer Maltas,Deputy Village Manager;Evan Michel,Management Analyst; Scott Anderson,Director
of Finance;Andrew Brown,Deputy Finance Director;Art Malinowski,Human Resources Director;Peter Cahill,
Human Resources Management Analyst;Kevin McMaster,Communications Manager;Chris Stilling,Economic
Development Manager;Mike Reynolds,Director of Public Works;Darren Monico,Village Engineer;Brian
Sheehan,Building Commissioner;Nicole Woods,Village Planner;Geoff Tollefson,Director of Golf Operations;
Acting Deputy Fire Chief Bill Wagner;and Police Chief Casstevens.
The Committee of the Whole Meeting consisted of staff reports and Board discussion on the following issues.
POLICE&FIREFIGHTERS'PENSION FUNDING
In response to accounting changes surrounding reporting requirements for financial statements,Mr.Anderson
presented the staff plan for pension funding policies. The policies explain the purpose and methodology behind the
annual required contribution. The major tenets of the policy address:
1.How the contribution is determined.
2.Funding discipline and the need to ensure sufficient assets are available for all current and future retirees.
3. Intergenerational equity and the desire to match current employees' costs with the generation that receives the
benefit.
4.Contribution as a stable percentage of payroll to promote consistency in funding.
5.Accountability and transparency to allow clear reporting of the status of pension funding.
The purpose of the policy is to set a course for funding that is meaningful and not subject to annual economic or
non-economic fluctuations that could place pressure on either the upward or downward revision of actuarial
assumptions.This policy will be reviewed on a five year cycle. Further information may also be found in Mr.
Anderson's memo to Mr.Bragg of February 24,2015.
COMMUNICATIONS POLICY
Ms.Maltas reviewed the proposed changes to the Communications Policy. In December of 2013,the Village Board
approved a formal communications policy. Staff has been working with the policy for the last year and has
developed recommended changes based on practical application.
STRATEGIC PLAN UPDATE
Ms.Maltas presented a summary on the update of the Strategic Plan.
The Village completed a formal strategic planning process in 2012 which resulted in the Village Board approving a
five year strategic plan.The plan began with goals in the first quarter of 2013. Staff has updated the Village Board
over the last two years on the progress of the plan against stated goals. Goals have been modified and timelines
changed based on available resources and the changing environment of municipal government.With two full years
left of the plan,it is time to update the plan based on the goals that have been accomplished and goals that have been
or should be modified to reflect actual conditions.
Ms.Maltas met with each of the departments to develop goals for 2016 and 2017 to be included in the amended
plan. Senior Staff also met as a team to review the goals and provide feedback. Staff is seeking feedback from the
Village Board on the goals identified for 2016 and 2017.
ECONOMIC DEVELOPMENT
Mr. Stilling presented the first phase of the Economic Development Plan process,facilitating a discussion about
economic development and the Village's role in economic development. Topics included:
1.A general overview of economic development
2.A preliminary market"snapshot" of Buffalo Grove
3.The Village's role in facilitating economic development
Following staffs completion of the market assessment and goals statement,staff will be facilitating a discussion
with the Village Board at a meeting in May to review the document.
PAVEMENT LIFE CYCLE
Mr.Monico provided a presentation on the ten and twenty year planning horizon for street maintenance projects,
details of which may be found in his memo to Mr.Bragg of February 23,2015.
QUESTIONS FROM THE AUDIENCE
President Braiman reviewed the parameters to be followed by speakers,and asked if there were any questions from
the audience on items not on tonight's agenda.
Adam Moodhe, 151 Mary Lu Lane,and Leon Gopon,737 Bernard Drive,spoke about the former Youth Center
which now houses the Chamber of Commerce office.
Dave Weidenfeld,commented on the Economic Development presentation by Mr. Stilling.
EXECUTIVE SESSION
Moved by Trilling,seconded by Ottenheimer,to move to Executive Session for the purpose of discussing Purchase
or Sale of Real Property,Section 2(c)(5)of the Illinois Open Meetings Act. Upon roll call,Trustees voted as
follows:
AYES: 6—Berman,Trilling,Sussman,Terson,Stein,Ottenheimer
NAYS: 0—None
Motion declared carried.
The Board moved to Executive Meeting from 8:00 P.M.to 8:33 P.M.
ADJOURNMENT
Moved by Sussman,seconded by Stein,to adjourn the meeting. Upon voice vote,the motion was unanimously
declared carried. The meeting was adjourned at 8:33 P.M.
anet M. Sirabian,Village Clerk
APPROVED BY HIS 16th DAY OF March ,2015
illage President
ent,