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2009-04-06 - Village Board Regular Meeting - Minutes 12115 04/06/2009 MINUTES OF THE REGULAR MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS,50 RAUPP BOULEVARD,BUFFALO GROVE,ILLINOIS ON MONDAY,APRIL 6,2009 CALL TO ORDER President Hartstein called the meeting to order at 7:32 P.M. Those present stood and pledged allegiance to the Flag. ROLL CALL Roll call indicated the following present: President Hartstein;Trustees Braiman,Glover,Berman,Kahn,Trilling and Rubin. Also present were: William Brimm,Village Manager;William Raysa,Village Attorney;Andy Hubbartt, Assistant Village Attorney;Ghida Neukirch,Deputy Village Manager;Scott Anderson,Director of Finance; Brett Kryska,Administrative Intern;Gregory Boysen,Director of Public Works;Brian Sheehan,Village Health Officer;Robert Pfeil,Village Planner;Rick Kuhl, Superintendent of Public Works-Operations;Mike Skibbe, Civil Engineer;and Joseph Tenerelli,Village Treasurer. APPROVAL OF MINUTES Moved by Kahn,seconded by Berman,to approve the minutes of the March 23,2009 Rescheduled Regular Meeting.Upon roll,Trustees voted as follows: Nel AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. WARRANT#1118 Mr.Tenerelli read Warrant#1118. Moved by Glover,seconded by Braiman,to approve Warrant#1118 in the amount of$1,194,794.81, authorizing payment of bills listed. Upon roll call,Trustees voted as follows: AYES: 6—Braiman,Glover,Berman,Kahn*,Trilling,Rubin NAYS: 0—None *Trustee Kahn noted that there is a purchase from his company on page 37,and he will recuse himself from participation on that one item. Motion declared carried. VILLAGE PRESIDENT'S REPORT President Hartstein noted a tribute and deep appreciation to Trustees Bruce Kahn and Brian Rubin for their many years of service in various capacities to the Village of Buffalo Grove. Both of these Trustees were given a standing ovation by the audience and the Board. President Hartstein thanked the staff and students of both Stevenson and Buffalo Grove High Schools,as well as the Buffalo Grove Chamber of Commerce for hosting the two Candidate Forums to educate voters about the candidates in tomorrow's election. He also thanked those who worked so diligently over the weekend to be sure that the last forum would be available for broadcast on Channel 6 over the weekend. �J 12116 04/06/2009 President Hartstein read from a Proclamation designating the week of May 17-23,2009 at National Public Works Week,and encouraged all residents to acquaint themselves with the issues involved in providing our public works services and to recognize the contributions that public works personnel make every day to insure our health,safety,comfort and quality of life. President Hartstein read from a Proclamation declaring April 24,2009 as Arbor Day in the Village of Buffalo Grove,and called upon all citizens and civic organizations to support efforts to protect our trees and woodlands and to support our Village Urban Forestry Program. �••/ President Hartstein read and presented a Special Commendation to Rohan Dasika for his First Place finish in the Suburban Lake County Spelling Bee,earning the right to compete in the Scripps National Spelling Bee in Washington,D.C. Mr.Dasika was then congratulated by the audience and the Board. President Hartstein read and presented Special Commendations to the Buffalo Grove High School Expressions for their First Place finish in the Show Choir Nationals held in Nashville,Tennessee. Each of the members of the Expressions was presented with a Special Commendation and a small token as they were congratulated by the audience and the Board. The following Expression members received individual awards: • Colleen Sinclair—First Place Soloist—Show Choir Nationals • Julie Baird-First Place Soloist—Mt.Zion Invitational • Joe Lah—First Place Male Soloist—Chicagoland Showcase President Hartstein noted how proud the Board and the community are of the distinguished accomplishments of these students. President Hartstein next read Special Commendations for the Stevenson High School Patriettes 2009 Team Dance Illinois Class AAA Lyrical State Champions. The students had a scholastic conflict and were not able to be present tonight,but they were also congratulated by the audience and the Board for their accomplishments. TRUSTEE REPORTS Trustee Braiman noted that there will be a Health and Wellness Fair to be held between 9:00 A.M.-12:00 P.M. on Saturday,April 25,2009 at Village Hall. This event is free and all residents are urged to take advantage of this service. Trustee Braiman stated that the Buffalo Grove Environmental Action Team will sponsor an electronics recycling event to be held from 9:00 A.M.-12:00 P.M. on April 25,2009 in the Public Works parking lot. Trustee Braiman reported that there will be a Document Destruction Event for Village residents at the Public Works parking lot on June 13,2009. This is an excellent opportunity for residents to see that personal documents are shredded so as to reduce the risk of identity theft. Trustee Berman urged those present to vote on Illinois Route 53 referendum on tomorrow's ballot. �•/ Trustee Berman noted that this year's American Cancer Society Relay for Life will be held at 7:00 P.M.on Friday,June 12,2009 at Buffalo Grove High School,and urged all residents to participate in this worthwhile event that is run by our high school students. President Hartstein noted that this is just another way that our youth distinguish themselves,with students from both Buffalo Grove and Stevenson High Schools working together,and we owe them a debt of gratitude. 12117 04/06/2009 Trustee Rubin presented a statement recapping his years of service to the Village of Buffalo Grove for the past 26 years,noting how proud he is to have served and how proud he is of the Village of Buffalo Grove,and thanked the staff,elected officials,his family and the residents for the honor of serving them. VILLAGE MANAGER'S REPORT Mr.Brimm briefly summarized the progress report for review and discussion with regard to the proposed Public Works Center renovation. Mrs.Neukirch made a presentation on the Proposed Public Service Center Building Addition and Renovation, Design Development Phase Completion,details of which are contained in the Village Board Meeting Agenda Item Overview,referring to a PowerPoint display during her presentation. Jamie Zara,SRBL Architects,made a presentation detailing some of the site planning issues. Brian Wright,SRBL Architects,made a presentation detailing the sustainable highlights on the building. In answer to a question from Trustee Berman,Mrs.Neukirch explained that staff is asking for consideration to prepare construction documents,which will make the project almost shovel-ready. Preparation of construction documents is estimated to cost approximately 40%of the total cost or$129,000. The time line for construction documents would be approximately three months. Trustee Kahn believes that stimulus dollars have already been allocated. Mr.Brimm stated that he believes that this is a good opportunity to attract favorable bids and also to attract favorable interest in the debt market. Staff would request moving on to the next phase and getting the project mod ready to put on the street. Trustee Berman stated that something equivalent to this project will need to be done at some point. It is also clear that the architectural team has done a good job. The difficulty is the timing,and he does not believe that we will have a realistic opportunity to obtain grant funding. Trustee Berman does not believe that more dollars should be put into the process if there is not a reasonable likelihood that the project will proceed,and we should wait until we are reasonably sure that we are going to go forward. Trustee Trilling agrees with everything that has been mentioned,and he also has apprehension in moving forward,however,he also knows that potential savings are currently available. Also,by moving forward now, construction would be ahead of the winter weather conditions. Trustee Trilling also is hesitant to confirm that this is the right time to spend that$129,000. Trustee Braiman stated that there is no question that there is a need for this project,however,it is clear that if we do no proceed tonight,there will be no opportunity to receive stimulus funds. This is a tough choice,but he believes that it is worth going forward at this time. President Hartstein echoed the thoughts of Trustees Braiman and Trilling,noting that if we do not act,we definitely will not have an opportunity to receive funds. By acting tonight,we would be prepared to go ahead if the conditions were such that we believed it was appropriate to move forward,and he asked the Board to consider that having the flexibility to move forward gives us the possibility for stimulus funds and the possibility of taking advantage of economic conditions. Trustee Kahn suggested waiting 30 days to enable a new board to consider the options,as well as monitoring the status of the stimulus funds,and he asked that the Board take that into consideration. 12118 04/06/2009 In answer to a question from Trustee Glover,Mr.Wright stated that the best way to get a fair assessment of where the project is would be to actually bid the project,which would add an additional$17,400 to the architectural team. Trustee Glover stated that she does not believe that we can afford this right now,even though the bidding conditions might be right,and we do not have any guarantee that we will receive stimulus dollars. Trustee Glover thinks more information is needed,and she also believes that this is an issue that should be dealt with by the new board. In answer to a question from Trustee Berman,Mr.Wright stated that delay would not affect their fee,but the �•/ bigger risk would be relative to the bidding climate,summer construction time would be missed,and there could be missed opportunities with regard to grants and stimulus money. The work that has been generated to date will still be useful at a later date. Trustee Trilling does not feel comfortable moving forward today,and three points come to mind,those being the reality of the stimulus money,our own financial condition,and he believes there could be further negotiations with regard to SRBL fee structure. Moved by Braiman,seconded by Berman,to defer action on this issue until May 18,2009. Upon voice vote,the motion was unanimously declared carried. PUBLIC HEARING—TELECOMMUNICATIONS TOWER President Hartstein called the Public Hearing for the petition of Village of Buffalo Grove for amendment of a special use in the R-4 District,Zoning Ordinance—Section 17.32.030.B,to allow a non-commercial telecommunications tower in excess of 60' above grade,to order at 9:08 P.M. This Public Hearing was published in the Daily Herald on March 19,2009. Mr.Brimm reviewed the request of the petitioner,details of which are contained in the Village Board Meeting Agenda item Overview prepared by Mr.Pfeil. Mr.Brimm stated notice has been re-published for April 20,2009,with updated information,and staff requests that the Public Hearing be continued until April 20,2009. Moved by Berman,seconded by Braiman,to continue this Public Hearing until April 20,2009. Upon voice vote,the motion was unanimously declared carried. The Public Hearing was continued at 9:10 P.M. QUESTIONS FROM THE AUDIENCE President Hartstein asked if there were any questions from the audience on items not listed on the agenda;there were none. CONSENT AGENDA President Hartstein explained the Consent Agenda,stating that any member of the audience or the Board could request that an item be removed for full discussion;there were no such requests. The Village Clerk read a brief synopsis of each of the items on the Consent Agenda. Moved by Glover,seconded by Trilling,to approve the Consent Agenda. Mr.Raysa asked that the motion allow the Village Attorney to correct typographical errors on Item XI.D. V 12119 04/06/2009 RESOLUTION#2009-15—NORTHWEST CENTRAL DISPATCH Motion to pass Resolution#2009-15,authorizing entry into an amended agreement for the Northwest Central Dispatch System. RESOLUTION#2009-16—NORTHWEST CENTRAL 9-1-1 SYSTEM Motion to pass Resolution#2009-16,approving an addendum of new membership in the Northwest Central 9-1-1 System. ORDINANCE#2009-17—NINO'S PIZZERIA,INC. Motion to pass Ordinance#2009-17,amending Chapter 5.20,Class B,Nino's Pizzeria,Inc. ORDINANCE#2009-18—NINO'S PIZZERIA,INC. Motion to pass Ordinance#2009-18,amending Chapter 5.20,Class D,Nino's Pizzeria,Inc. GOLF COUSE EQUIPMENT Motion to authorize bid for golf course equipment. Upon voice vote,the motion was unanimously declared carried: AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. ORDINANCE#2009-19-DRIVEWAYS/OFF-STREET PARKING Moved by Trilling,seconded by Glover,to pass Ordinance#2009-19,amending Chapter 17.36,Driveways and Off-Street Parking and Loading Facilities,and Chapter 16.50,General Development and Design Standard Specifications of the Village of Buffalo Grove Municipal Code. Mrs.Neukirch made a presentation with regard to the proposed ordinance,details of which are contained in the Village Board Meeting Agenda Item Overview that she prepared. Upon roll call,Trustees voted as follows on the motion AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. ORDINANCE#2009-20-388 LAUREN LANE Moved by Berman,seconded by Kahn,to pass Ordinance#2009-20,granting a variation to Section 17.32.020 of the Buffalo Grove Zoning Ordinance for 388 Lauren Lane. Mr.Brimm reviewed the proposed ordinance,details of which are contained in the Village Board Meeting Agenda Item Overview prepared by Mr. Sheehan. V 12120 04/06/2009 Upon roll call,Trustees voted as follows on the motion AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. ORDINANCE#2009-21 -FENCE CODE Moved by Glover,seconded by Berman,to pass Ordinance#2009-21,approving a text amendment to Section 15.20.110 of the Buffalo Grove Fence Code,pertaining to Variance—Authority to Grant. Mr.Brimm reviewed the proposed ordinance,details of which are contained in the Village Board Meeting Agenda Item Overview prepared by Mr. Sheehan. Upon roll call,Trustees voted as follows on the motion AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. SIDEWALK PROJECT Moved by Braiman,seconded by Glover,to award bid for the 2009 Sidewalk Project to Strada Construction Company in an amount not to exceed$116,922.50. Upon roll call,Trustees voted as follows on the motion AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. BIKE PATH PROJECT Moved by Braiman,seconded by Glover,to award bid for the 2009 Bike Path and parking Lot Improvement Project to Performance Paving Ltd. in an amount not to exceed$166,958.56. Mr.Brimm confirmed to Trustee Braiman that this and the previous project are items that are necessary and should not be deferred. Upon roll call,Trustees voted as follows on the motion AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. EXECUTIVE SESSION Moved by Berman, seconded by Braiman,to move to Executive Session for the purpose of discussing Pending Litigation, Section 2. C. 11. and Approval of Closed Meeting Minutes, Section 2. C.21. of the Illinois Open Meetings Act. Upon roll call,Trustees voted as follows: 12121 04/06/2009 `./ Upon roll call,Trustees voted as follows on the motion AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. The Board moved to Executive Session from 9:26 P.M.until 9:47 P.M. Li ADJOURNMENT Moved by Kahn,seconded by Berman,to adjourn the meeting. Upon voice vote,the motion was unanimously declared carried,and the meeting was adjourned at 9:47 P.M. anet M.Sirabian,Village Clerk APPROVED BY ME THIS 20th DAY OF April ,2009 Village President V V