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2001-01-22 - Village Board Special Meeting - Minutes 11054 1/22/01 MINUTES OF THE SPECIAL MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE,HELD IN THE COUNCIL CHAMBERS,50 RAUPP BOULEVARD, BUFFALO GROVE,ILLINOIS ON MONDAY,JANUARY 22,2001 CALL TO ORDER President Hartstein called the meeting to order at 7:35 P.M. Those present stood and pledged allegiance to the Flag. ROLL CALL Roll call indicated the following present: President Hartstein;Trustees Marienthal,Braiman,Glover,Berman, Johnson. Trustee Hendricks was absent. Also present were: William Balling,Village Manager;William Raysa,Village Attorney;William Brimm,Assistant Village Manager/Finance Director;Ghida Sahyouni,Assistant Village Manager; Scott Anderson,Assistant Finance Director;Art Malinowski,Human Resources Director;Robert Giddens,MIS Director;Philip Versten, Administrative Assistant;Gregory Boysen,Director of Public Works;Robert Pfeil,Village Planner;Richard Kuenkler,Village Engineer;Carmen Molinaro,Director of Golf Operations;Rick Reed, Golf Course Superintendent;and Joseph Tenerelli,Village Treasurer. APPROVAL OF MINUTES Moved by Berman,seconded by Glover,to approve the minutes of the January 8,2001 Special Meeting. Upon roll call,Trustees voted as follows: AYES: 5—Marienthal,Braiman,Glover,Berman,Johnson NAYS: 0—None ABSENT: 1 —Hendricks Motion declared carried. WARRANT#926 Mr.Tenerelli read Warrant#926. Moved by Glover,seconded by Marienthal,to approve Warrant#926 in the amount of $1,987,504.96,authorizing payment of bills listed. Upon roll call,Trustees voted as follows: AYES: 5—Marienthal,Braiman,Glover,Berman,Johnson NAYS: 0—None ABSENT: 1 —Hendricks Motion declared carried. SECRETARY OF STATE FACILITY President Hartstein noted that the mobile unit from the office of the Secretary of State will be at the Village Hall on January 24,2001,and will offer all services except for road testing. VILLAGE GOALS FOR 2001 President Hartstein reviewed his Village Goals for 2001,as outlined in his memo to the Board of January 28,2001. LEGISLATORS President Hartstein noted that he recently had the opportunity to speak with many of our local legislators on issues relating to the Village of Buffalo Grove. 11055 1/22/2001 TRAFFIC ISSUES In response to a question from Trustee Glover,Mr. Balling stated that there will be a report on the installation of the Pauline/Weiland signal;he also reported on Thompson/Buffalo Grove signal,as well as the timing of signals at Buffalo Grove/Route 83. With regard to signal timing, staff is proposing that Civiltech Engineering do consultant work on the Lake Cook Road signals,studying the timing sequences and bringing back recommendations to the Board,for a consulting amount of$5,477.00,details of which are contained in Mr. Boysen's memo to Mr.Balling of January 11,2001. Moved by Marienthal,seconded by Johnson to approve staff recommendation for Civiltech Engineering to do consulting work with regard to signalization timing along Lake Cook Road in an amount not to exceed$5,477.00. Upon roll call,Trustees voted as follows: AYES: 5—Marienthal,Braiman,Glover,Berman,Johnson NAYS: 0—None ABSENT: 1 —Hendricks Motion declared carried. SUPER BOWL PARTY Trustee Johnson noted that there will be a Super Bowl Party at the Vernon Township Center,with all proceeds going to the Township food pantry. MANAGEMENT REPORT Mr.Balling noted the submission of the Management Report for December,2000;there were no questions on same. AT&T CABLE Mr.Versten presented an overview of the current problem with AT&T Broadband Programming and Cable TV customer service issues and an overview of the current status,details of which are contained in the Village Board Meeting Agenda Item Overview that he prepared and is dated January 22,2001. Carlo Cavallaro,representing AT&T,reviewed the problems that have been occurring and what they are doing to rectify the situation. Several residents voiced their dissatisfaction with the situation and related the problems that they have been experiencing. Some of the problems include: • 6-week delay for installation • Refunds for lost channels • Wires hanging from holes in the ceilings and walls • Service more expensive than surrounding area • Slow or no response when calling the company Mr.Cavallaro responded to the questions and concerns voiced by the residents,and President Hartstein suggested that residents with specific questions meet with Mr.Cavallaro after the meeting to make him aware of their situations. Trustee Berman stated that it is absolutely astounding that AT&T could have bungled this operation as it has;they need to address the concerns of the residents and make a firm commitment as to when the concerns will be rectified; staff needs to follow up with regard to the price discrepancies;the service level is unacceptable;credits need to be provided to people who have had service taken away;there is no excuse for people being placed on hold for an hour. Trustee Johnson stated that the Village's franchise agreement is a non-exclusive franchise,which means that any other company can come into the Village and petition for a franchise;it seems that AT&T tried to do too much too fast;changes need to be made to rectify this situation as quickly as possible. 11056 1/22/2001 Trustee Glover stated that the AT&T customer service number is in the 630 area code,which is not a local number for most residents. Trustee Braiman asked staff to review the provisions of the agreement,and provide the Board with a list of specific violations and what kind of actions can be taken. Trustee Marienthal stated that this was put into place during holiday season, which was inappropriate QUESTIONS FROM THE AUDIENCE George Krug stated that he believes the"Coffee Talks"being hosted by President Hartstein are a good idea. Robert Daniel,75 Park Avenue, expressed a concern about the annexation and re-zoning of the Prairie View property located at Main Street and Park Avenue;he referred to a letter that he had submitted, and asked that the Board work with the residents,the developer,and the ZBA. Trustee Berman stated that Plan Commission Chairman Ottenheimer asked that the Board clarify its position with regard to the historic Prairie View concept;Board meeting minutes will be distributed to the Plan Commission for review. It was suggested that Mr. Daniel attend the Plan Commission meetings to keep track of the progress of this project. 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. President Hartstein then read a brief synopsis of each of the items on the Consent Agenda. Moved by Glover,seconded by Berman to approve the consent Agenda. ORDINANCE NO.2001-3—Golf Appropriation Motion to approve Ordinance No.2001-3,FY2001 Golf Appropriation Ordinance. MILLBROOK IV DIA and Plat of Easement Motion to approve the Millbrook IV Development Improvement Agreement and Plat of Easement. Upon roll call,Trustees voted as follows: AYES: 5—Marienthal,Braiman,Glover,Berman,Johnson NAYS: 0—None ABSENT: 1 —Hendricks Motion declared carried. ORDINANCE#2001-4—VILLAGE MANAGER Moved by Braiman,seconded by Glover,to pass Ordinance#2001-4,establishing the annual salary for the Village Manager. Upon roll call,Trustees voted as follows on the motion: AYES: 5—Marienthal,Braiman,Glover,Berman,Johnson NAYS: 0—None ABSENT: 1 —Hendricks Motion declared carried. Mr.Balling thanked the Board for their consideration and stated that he looks forward to working on the goals set forth,and President Hartstein thanked Mr.Balling for the outstanding work that he does for the Village of Buffalo Grove. 11057 1/22/2001 ORDINANCE#2001-5—WHITE HEN PANTRY Moved by Johnson, seconded by Glover,to pass Ordinance#2001-5,amending 5.20 Liquor Controls by reserving a liquor license for Ben&Conner,Inc. d/b/a White Hen Pantry, 1153 Arlington Heights Road. Upon roll call, Trustees voted as follows: AYES: 5—Marienthal,Braiman,Glover,Berman,Johnson NAYS: 0—None ABSENT: 1 —Hendricks Motion declared carried. AGENDA Moved by Berman,seconded by Johnson,to amend the agenda to move Item XIII. B. to this point. Upon voice vote,the motion was unanimously declared carried. PLAZA VERDE Lawrence Freedman,attorney for the petitioner,reviewed what has transpired since they were last here,details of which are contained in John Green's letter to Mr.Balling of January 15,2001. With regard to the main sign,they have received a commitment to replace the yellow background portion of the sign with a white background,and they will commit that all future backgrounds on the sign will be white/consistent;they will reduce the number of flag poles requested from ten to eight. Mr.Balling related conversations that he has had with Mr.Hanus. Trustee Braiman asked that the developer attempt to help out the tenants in the east buildings with some sort of signage during construction. Mr.Freedman confirmed that any future signs on the main signboard will be consistent. Trustee Berman thanked Mr. Freedman for the quick response to the issues raised by the Board;he believes this is a better plan and although it is not ideal,it is workable. Mr.Freedman stated that they will commit that the flagpoles will come down if the jewelry mall leaves;he will confirm that commitment in a letter to Mr. Balling,which is satisfactory to Mr. Raysa. Moved by Berman,seconded by Johnson,to approve the Plaza Verde—East shopping center request for minor change to the Planned Unit Development(P.U.D.)concerning International Jewelers Mall,installation of flagpoles. Upon roll call,Trustees voted as follows: AYES: 5—Marienthal,Braiman,Glover,Berman,Johnson NAYS: 0—None ABSENT: 1 —Hendricks Motion declared carried. SANITARY SEWER TELEVISING Moved by Marienthal, seconded by Braiman,to authorize bid for the FY00-01 Contractual Sanitary Sewer Televising Project. Upon roll call,Trustees voted as follows: AYES: 5—Marienthal,Braiman,Glover,Berman,Johnson NAYS: 0—None ABSENT: 1 —Hendricks Motion declared carried. TRAFFIC CALMING Ms. Sahyouni reviewed the procedure for creating guidelines for evaluating traffic calming measures. Staff recommends establishing these guidelines for a one-year period,giving them an opportunity to evaluate their effectiveness. 1 11058 1/22/2001 Trustee Berman thanked Ms. Sahyouni and the members of the team for their efforts in putting this report together; he asked that she follow up with Fehr&Peers Assoc.,Inc. and get a proposal on what it would cost to have them review the standards and the program that has been put together so that we do not make any mistakes that they may have seen in their efforts in other communities. Trustee Braiman believes Trustee Berman's suggestion is a good one;he does have a concern with giving too much leeway to the neighborhood groups,and he would like to see the word"consider"removed from item#5 of the guidelines. Trustee Johnson also agrees with Trustee Berman's suggestion. Moved by Johnson, seconded by Glover,to request a proposal from the firm noted in Ms. Sahyouni's e-mail for consulting with staff as to the terms of our current proposal. Trustee Braiman is in full agreement with the motion,but he believes the Board should accept this recommendation to get started;he believes enough time has been wasted and he would like to move forward and approve as amended with regard to the neighborhood meetings in item#5. Both Trustees Johnson and Glover accepted Trustee Braiman's amendment. Upon roll call,Trustees voted as follows on the amended motion: AYES: 5—Marienthal,Braiman,Glover,Berman,Johnson NAYS: 0—None ABSENT: 1 —Hendricks Motion declared carried. President Hartstein thanked staff and the citizens who participated to move this process forward. PERSONNEL RULES Mr. Malinowski presented the changes to the Personnel Manual,with particular emphasis on significant changes or additions. In order to give the Board sufficient time to review the document,Mr. Malinowski intends to present this in the form of a resolution at the first meeting in February. ARBORETUM Mr.Brimm continued the presentation on the Arboretum Facilities Development Program that began at the January 8,2001 meeting;he referred to the preliminary first floor plan,after which he answered questions from the Board. Lengthy discussion took place with regard to the seating capacity of the facility. Moved by Johnson,seconded by Glover,to authorize design development on the building and implementing the financing plan as presented by Mr. Brimm. Upon roll call,Trustees voted as follows: AYES: 5—Marienthal,Braiman,Glover,Berman,Johnson NAYS: 0—None ABSENT: 1 —Hendricks Motion declared carried. 1 11059 1/22/2001 EXECUTIVE MEETING Moved by Berman, seconded by Johnson,to move to Executive Meeting to discuss Personnel. Upon roll call, Trustees voted as follows: AYES: 5—Marienthal,Braiman,Glover,Berman,Johnson NAYS: 0—None ABSENT: 1 —Hendricks Motion declared carried. The Board moved to Executive Meeting from 9:50 P.M.-10:10 P.M. ADJOURNMENT Moved by Glover,seconded by Johnson,to adjourn the meeting. Upon voice vote,the motion was unanimously declared carried. The meeting was adjourned at 10:11 P.M. Janet M. Sirabian,Village Clerk APPROVED BY ME THIS DAY OF ,2001 Village President