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2003-12-01 - Village Board Regular Meeting - Minutes 11433 12/1/03 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,DECEMBER 1,2003 CALL TO ORDER President Hartstein called the meeting to order at 7:30 P.M. Those present stood and pledged allegiance to the Flag. ROLL CALL Roll call indicated the following present: President Hartstein;Trustees Braiman,Berman,Johnson,Kahn and Trilling. Trustee Glover was absent. Also present were: William Balling,Village Manager;William Raysa,Village Attorney;Dan Blondin,Raysa& Zimmermann;William Brimm,Assistant Village Manager/Finance Director;Ghida Neukirch,Assistant Village Manager;Scott Anderson,Assistant Finance Director;Art Malinowski,Human Resources Director;Gregory Boysen,Director of Public Works;Carmen Molinaro,Director of Golf Operations;and Joseph Tenerelli,Village Treasurer. APPROVAL OF MINUTES Moved by Johnson,seconded by Berman,to approve the minutes of the November 17,2003 Regular Meeting. Upon roll call,Trustees voted as follows: AYES: 5—Braiman,Berman,Johnson,Kahn,Trilling NAYS: 0—None ABSENT: 1 —Glover Motion declared carried. WARRANT#994 Mr.Tenerelli read Warrant#994. Moved by Braiman, seconded by Kahn,to approve Warrant#994 in the amount of$1,451,528.09,authorizing payment of bills listed. Upon roll call,Trustees voted as follows: AYES: 5—Braiman,Berman,Johnson,Kahn,Trilling NAYS: 0—None ABSENT: 1 —Glover Motion declared carried. BLOOD DRIVE Trustee Kahn noted that the next Blood Drive will be held on Saturday,December 13,2003 at Alcott School. GUN BUY BACK PROGRAM Trustee Johnson noted that the Gun Buy Back Program will be held on December 13,2003,and any unwanted guns may be brought to the Buffalo Grove Police Department in return for a$50 gift certificate and a teddy bear. SYMPHONIC BAND Trustee Trilling reported that the Village received a grant from the Illinois Arts Council in the amount of$500 to provide operating support for the Buffalo Grove Symphonic Band. 11434 12/1/03 2004 FINE ARTS FESTIVAL Trustee Trilling announced that applications for the 2004 Buffalo Grove Invitational Fine Arts Festival are due by January 10,2004,and may be picked up at Village Hall or online at www.amdurproductions.com. The Festival will be held July 17-18,2004 at the Buffalo Grove Town Center,and the Village is once again working with Amdur Productions in the coordination of the event. PUBLIC HEARING—TRUTH IN TAXATION President Hartstein called the Public Hearing to order at 7:35 P.M. Mr.Brimm made a presentation to the Board,details of which are contained in his memo to Mr.Balling of November 18,2003;he then answered questions from the Board. Mr.Brimm emphasized that the pension increases are mandated by the State,and the Village has no control over the actual tax dollars collected for these items. President Hartstein asked if there were further questions from other public bodies,members of the audience or the Board;there were none. President Hartstein closed the Public Hearing at 7:44 P.M. QUESTIONS FROM THE AUDIENCE President Hartstein asked if there were any questions from members of the audience;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. For purpose of clarification with regard to Resolution#2003-47,Trustee Johnson noted that he is the attorney for the city of Park City. Moved by Berman,seconded by Braiman,to approve the Consent Agenda as modified. RESOLUTION No.2003-46—Corporate Personal Property Replacement Tax Motion to approve Resolution No.2003-46,regarding Corporate Personal Property Replacement Tax Distribution. RESOLUTION No.2003-47—Reallocating 2003 Volume Cap Motion to approve Resolution No.2003-47,reallocating 2003 Volume Cap to the Village of Libertyville,Illinois. TIF Accounting Motion to approve the Town Center Tax Increment Allocation District Annual Accounting-Bond Year December 30,2003-December 30,2004. Upon roll call,Trustees voted as follows: AYES: 5—Braiman,Berman,Johnson,Kahn,Trilling NAYS: 0—None ABSENT: 1—Glover Motion declared carried. 11435 12/1/03 ORDINANCE#2003-77—OSCO DRUG Moved by Johnson,seconded by Berman,to pass Ordinance#2003-77,an ordinance amending Chapter 5.20 Liquor Controls,Class C,Osco Drug Store, 1202 Dundee Road. The Osco Drug at the Dundee Road location has closed and this ordinance will revoke that liquor license. Upon roll call,Trustees voted as follows: AYES: 5—Braiman,Berman,Johnson,Kahn,Trilling NAYS: 0—None ABSENT: 1 —Glover Motion declared carried. RESOLUTION#2003-48—COOK COUNTY TAXES Moved by Johnson,seconded by Braiman,to pass Resolution#2003-48,a resolution requesting the County of Cook not to collect the Loss in Collection on Taxable Property in the Village of Buffalo Grove. Upon roll call,Trustees voted as follows: AYES: 5—Braiman,Berman,Johnson,Kahn,Trilling NAYS: 0—None ABSENT: 1 —Glover Motion declared carried. RESOLUTION#2003-49—LAKE COUNTY TAXES Moved by Johnson,seconded by Berman,to pass Resolution#2003-49,a resolution requesting the County of Lake not to collect the Loss in Collection on Taxable Property in the Village of Buffalo Grove. Upon roll call,Trustees voted as follows: AYES: 5—Braiman,Berman,Johnson,Kahn,Trilling NAYS: 0—None ABSENT: 1—Glover Motion declared carried. DEERFIELD PARKWAY Moved by Berman,seconded by Kahn,to pass Resolution#2003-50,approving the Design Engineering Services Agreement for the Deerfield Parkway(Illinois Route 83 to Weiland Road)Street Improvement. Mr.Balling reviewed the proposed resolution,details of which are contained in the Village Board Meeting Agenda Item Overview prepared by Mr.Boysen. Trustee Johnson stated that,although he believes both firms are excellent engineering firms and he has no doubt that either one is capable of doing the job,in the current fiscal climate,he believes that the Village must do everything possible to get the best price for the project.The road definitely needs to be improved,but the Board needs to be good fiscal managers for the Village,and he believes it would be unwise to approve this bid without some further examination of the possibility of reducing the cost. Trustee Berman agrees with Trustee Johnson,and he is also uncomfortable proceeding with this matter tonight with only one other bid with which to compare;he believes it is essential that the Board have absolute confidence that we are getting the best possible number out of these engineering firms for this project. President Hartstein noted that this is an important project for the Village and needs to move forward as expeditiously as possible,and he recommended that the Board defer this issue until the next Board meeting in order to give staff 11436 12/1/03 sufficient time to come back with some other information for an alternative solution or to validate the numbers in the bids that were received. Moved by Braiman,seconded by Berman,to defer action on the Design Engineering Services Agreement for the Deerfield Parkway(Illinois Route 83 to Weiland Road)Street Improvement until the next Regular Board Meeting. Trustee Braiman stated that,when staff brings a recommendation to the Board to waive bids,they need to go the extra step to prove that there is a reason for it and do the best internally to make sure that the price quoted is the best possible value for the dollars spent. Trustee Kahn stated that his main concern is timing,and asked at what point a final decision must be made. Mr. Balling stated that Civiltech has been told that the project needs to be ready for bid by November,2004,and Civiltech has stated that they would then need the contract to begin in December. Trustee Trilling asked several questions which were answered by Mr.Balling. Trustee Trilling also suggested a firm that he thought might be qualified to do the job. Upon roll call,Trustees voted as follows: AYES: 5—Braiman,Berman,Johnson,Kahn,Trilling NAYS: 0—None ABSENT: 1 —Glover Motion declared carried. ORDINANCE#2003-78—PROPERTY TAX LEVY Mr.Brimm made a presentation to the Board,details of which are contained in his memo to Mr.Balling of November 20,2003,after which staff answered questions from the Board. The abatement ordinances will be presented to the Board at the next Regular Board Meeting. Moved by Johnson,seconded by Kahn,to pass Ordinance#2003-78,an ordinance for the levy and collection of taxes for the fiscal year commencing on the 15`day of May,2003 and ending on the 30th day of April,2004. Upon roll call,Trustees voted as follows: AYES: 5—Braiman,Berman,Johnson,Kahn,Trilling NAYS: 0—None ABSENT: 1 —Glover Motion declared carried. SANITARY STORM SEWER REPAIR Moved by Johnson,seconded by Braiman,to award bid for the 2003 Sanitary and Storm Sewer Contractual Repair Project to Dominic Fiordirosa Construction Company,pursuant to the bid analysis presented to the Board tonight. Mr.Boysen reviewed the scope of the project;he then answered questions from the Board. Discussion followed with regard to the need to get better estimates on these types of projects so that there is not such a large discrepancy in those numbers and the actual numbers. Upon roll fall,Trustees voted as follows: AYES: 5—Braiman,Berman,Johnson,Kahn,Trilling NAYS: 0—None ABSENT: 1—Glover Motion declared carried. 11437 12/1/03 FISCAL YEAR 2004 GOLF BUDGET Mr.Balling introduced the presentation of the budgets for the Buffalo Grove Golf Club and Arboretum Golf Course. Mr. Anderson reviewed the revenue and expenses for the Buffalo Grove Golf Club and for the Arboretum Golf Course. After each presentation,he and Mr.Molinaro answered questions from the Board. The budget will be brought back before the Board on December 15,2003 for acceptance. President Hartstein thanked staff for their presentation and commended them for a job well done. CAPITAL IMPROVEMENT PLAN Mr.Balling introduced the FY 2004-2005 through FY 2008-2009 Capital Improvement Plan. Mr.Anderson reviewed the Capital Improvement Plan,which contains all projects identified as part of the update of the Village's Capital Improvement Plan for the five-year period beginning May 1,2004 and ending April 30,2009. Pending Village Board approval,those projects identified for FY 2004-2005 will be incorporated into the upcoming annual operating budget. The CIP is intended to be a decision-making tool for both staff and the Board to weigh the operational need for capital requests against the ability of the Village to finance those projects. Discussion followed,with the consensus of the Board being that staff should look carefully and see what projects are absolutely necessary and what projects could be deferred for a year or two. Trustee Johnson emphasized that approval of this document tonight does not constitute specific approval of each of the projects contained within the CIP. Each project will be brought back in future budgets so that they may be individually reviewed in the context of whatever economic conditions will allow. Trustee Braiman also emphasized that he wants to be sure that each project is thoroughly reviewed on an individual basis;he also wants to be sure that funding for a project is identified before any initial investment on consulting is expended. Staff responded to Board comments and will integrate those comments into the CIP planning. PARKING LOT STANDARDS Mrs.Neukirch made a presentation reviewing the report and recommendation on Village requirements regarding permitting for parking lot reconstruction,repair and maintenance;complete details of the presentation may be found in the Parking Lot Construction, Reconstruction, Repairs &Maintenance 1 December 2003 Village Board Report. Lengthy discussion ensued with regard to determining exactly what is to be considered reconstruction,and what is minor repair. The Board directed staff to proceed with modifications to the Village's requirements regarding permitting for parking lot reconstruction,repairs and maintenance. It was requested that specific language be included in the proposed ordinance identifying the variance process and fee structure. EXECUTIVE MEETING Moved by Trilling,seconded by Johnson,to move to Executive Meeting to discuss Litigation. Upon roll call, Trustees voted as follows: 11438 12/1/03 AYES: 5—Braiman,Berman,Johnson,Kahn,Trilling NAYS: 0—None ABSENT: 1 —Glover Motion declared carried. The Board moved to Executive Meeting from 9:40- 10:15 P.M. ADJOURNMENT Moved by Berman,seconded by Johnson,to adjourn the meeting. Upon voice vote,the motion was unanimously declared carried. The meeting was adjourned at 10:15 P.M. i �/ 'Laic 1 1 n I . /)-4X'3'L Ja .Sirabian,Village Clerk APPROVED BY ME THIS DAY OF)0(1//M,f^1i‘—!2003 /4043 Village President