2001-10-01 - Village Board Regular Meeting - Minutes 11149
10/01/2001
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,OCTOBER 1,2001
CALL TO ORDER
President Hartstein called the meeting to order at 7:31 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 and Kahn.
Also present were:William Balling,Village Manager;William Raysa,Village Attorney;William Brimm,Assistant
Village Manager/Finance Director;Ghida Neukirch,Assistant Village Manager;Gregory Boysen,Director of Public
Works;Richard Kuenkler,Village Engineer;Police Chief McCann;Deputy Police Chief Lippert;and Joseph
Tenerelli,Village Treasurer.
APPROVAL OF MINUTES
Moved by Glover,seconded by Berman,to approve the minutes of the September 24,2001 Special Meeting. Upon
roll call,Trustees voted as follows:
AYES: 6—Marienthal,Braiman,Glover,Berman,Johnson,Kahn
NAYS: 0—None
Motion declared carried.
WARRANT#943
Mr.Tenerelli read Warrant#943. Moved by Marienthal,seconded by Johnson,to approve Warrant#943 in the
amount of $852,259.84,authorizing payment of bills listed. Upon roll call,Trustees voted as follows:
AYES: 6—Marienthal,Braiman,Glover,Berman,Johnson,Kahn
NAYS: 0—None
Motion declared carried.
FIRE DEPARTMENT OPEN HOUSE
President Hartstein thanked the Buffalo Grove Fire Department for the successful Open house they sponsored this
weekend. It was enjoyed by the entire community. On behalf of the Board and the community he thanked the
Department
COMMUNITY WALKS
President Hartstein commended School District 96 for their walk to promote reading. The walk was sponsored by
their School District 96 Foundation.
He also noted that the Highland Park Health and Fitness Club sponsored a walk with proceeds going to the Walter
Payton Foundation.
FIRE PREVENTION WEEK PROCLAMATION
President Hartstein read a Proclamation declaring the week of October 7— 13 as Fire Prevention Week in the Village
of Buffalo Grove and asked for concurrence from the Board.
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TRANSPORTATION ISSUES
Trustee Berman thanked the Chamber of Commerce for their efforts in getting their membership involved with the
Route 53 public hearings that are coming up. He also thanked Lou Eisenberg for gathering the support for the Route
53 extension from the residents in the Crossings and those of Concord Place. Lake County Transportation
Improvement project will be holding their public hearings on the environmental impact statement for the extension
and the alternative which is being studied,on October 23 and 25. The public is urged to attend.
Trustee Berman thanked Lake County Board member David Stolman for his efforts in securing funds for
improvements at Prairie and Port Clinton Roads.
ICMA CONFERENCE
Mr.Balling gave a brief report on the ICMA Conference that he and Bill Brimm attended in Salt Lake City,Utah
last week. It was an opportunity for professional development for each of them.
QUESTIONS FROM THE AUDIENCE
Alicia Webber, 320 Foxford Drive and Rick Joseph 2870 Daulton Drive,Canterbury Fields subdivision,addressed
the Board regarding traffic control between the hours of 7:30 a.m.to 8:00 a.m. with students cutting through their
subdivision going to Stevenson high school. Mr.Balling noted that the Police Department will be notified and be
requested to assess the situation.
Karen Golan,2067 Sheridan Road,Rolling Hills subdivision,reviewed outstanding issues that remain to be
completed by the developer,Scarsdale Homes. She reviewed the village's memo in response to her request and
requested that the Letter of Credit not be extended. Mr.Balling reviewed the village's work plan to address the
issues.
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. The Deputy Village Clerk then read a brief synopsis of each of
the items on the Consent Agenda.
President Hartstein stated that an ordinance amending Chapter 13.12 regarding stormwater management has been
removed from tonight's agenda awaiting further information from staff.
Moved by Glover,seconded by Kahn to approve the Consent Agenda.
RESOLUTION NO.2001-36,Grant Funding for Port Clinton&Prairie Road Intersection
Motion to approve Resolution No.2001-36,approving an Intergovernmental Agreement providing CMAQ grant
funding for the Right-Of-Way acquisition for the Port Clinton Road and Prairie Road intersection improvement.
RESOLUTION NO.2001-37,Port Clinton&Prairie Road Intersection Appraisal services
Motion to approve Resolution No.2001-37,approving an agreement for appraisal services for the Port Clinton Road
and Prairie Road intersection improvement.
RESOLUTION NO.2001-38-Port Clinton Road and Prairie Road Intersection-Appraisal Review Services
Motion to approve Resolution No.,2001-38—approving an agreement for appraisal review services for the Port
Clinton Road and Prairie Road intersection improvement.
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RESOLUTION NO.2001-39-Port Clinton Road and Prairie Road Intersection-Negotiation Services
Motion to approve Resolution No.,2001-38—approving an agreement for negotiation services for the Port Clinton
Road and Prairie Road intersection improvement.
FIRE SPRINKLER SYSTEM—Authorization to Bid
Motion to authorize to bid the installation of a fire sprinkler system for Fire Station 26 and Fire Administration as
per the FY2001/2002 CIP Budget Project#PBF38/39
WERCHEK PROFESSIONAL CENTER
Motion to approve the Wechek Professional Center Development Improvement Agreement,Final Plat and
Acceptance of Sanitary Sewer.
Upon roll call,Trustees voted as follows on the Consent Agenda:
AYES: 6—Marienthal,Braiman,Glover,Berman,Johnson,Kahn
NAYS: 0—None
Motion declared carried.
RESOLUTION 2001-40,commending Officer Kerry Kenny
Moved by Glover,seconded by Johnson,to approve Resolution No.2001-40,Commending Officer Kerry Kenny for
service to the Village of Buffalo Grove, 1971-2001.
AYES: 6—Marienthal,Braiman,Glover,Berman,Johnson,Kahn.
NAYS: 0—None
Motion declared carried.
POLICE DEPARTMENT LOWER LEVEL REMODELING
Mr.Balling reviewed the subject,details of which can be found in Mr.Boysen's Overview comments. The project
will include locker room and bathroom expansion and a conference room in the lower level of the Police
Department. Mr.Balling recommends that Amlex Developers with a bid of$168,589 as the low qualified submitter
be retained through bid waiver. This bid is under the CIP estimate for FY2001-02. Deputy Chief Lippert and Mr.
Boysen have worked together on the project and concur with the recommendation.
Trustee Marienthal asked if there would be available State funding,to which Mr.Boysen replied he was not aware
of any.
Trustee Braiman asked Mr.Balling if all proposals were given the same specs. He replied that the contractors were
asked to give their own functional approach and price that approach. Trustee Braiman then asked that if the other
contractors were given the Amlex concept,could the Village save even more money? Mr.Boysen replied that each
submitter was given the same base proposal and that if the reason for giving the other contractors Amlex's proposal
was to get a lower price,Amlex's offer may be lost.
Trustee Johnson believes that there is a statutory obligation to bid the project. President Hartstein asked Mr.Raysa
if this approach so far is proper. Mr.Raysa replied that every time there is a public works project,it must be bid
pursuant to State law. State law also allows a waiver of bid by 2/3 of Trustees(or four votes),doing away with the
bid requirement. Several times the Village has done that,allowing Staff to negotiate a contract. He believes that the
handling of this project so far is legal.
Trustee Kahn proposed that this needs to go to bid to a broader community. Mr.Boysen commented that our
solicitation for proposals was only provided to firms that we knew or have previously done business. Going to bid
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with negligible specifications would not produce a quality project response. If we competitively bid the project,he
would recommend getting an architect to prepare bid documents and bid it in the standard way. Mr.Balling
expressed concerns that there may be a risk that Amlex may not want to cooperate.
Trustee Glover asked if this project was put out to quote without bid specifications,how do we know what quality of
product will be used. She is concerned that the concept was not communicated well enough to all the contactors.
She would like to see the proposals of all the contractors to verify what made them so much higher than Amlex's.
Mr.Balling reviewed some of the factors that permitted Amlex to present a bid at a much lower price. The primary
difference was the space was originally perceived as a new space,which is a concept that the village did not want to
pursue. The Village would have accepted any of the designs if it were the right price. Amlex had the best design.
Staff used an unconventional approach to keep the project's cost at the same level as the CIP.
Moved by Braiman seconded by Johnson to defer the subject pending more information.
Trustee Berman believed it has become too complicated and that we do not need to go out for a formal bidding
process. It is a fairly expensive project and it would add to the comfort level if the description provided by Amlex
leaving out the pricing,was given to the other known contractors and ask for their estimate. He believes that Amlex
should be willing to have their estimate tested by other contractors.
Upon roll call,Trustees voted as follows:
AYES: 6— Marienthal,Braiman,Glover,Berman,Johnson,Kahn
NAYS: 0—None
Motion declared carried.
EXECUTIVE MEETING
The Board moved to Executive Meeting for the purpose of Real Estate Acquisition.
AYES: 6—Marienthal,Braiman,Glover,Berman,Johnson,Kahn
NAYS: 0—None
Motion declared carried.
The Board moved to Executive Meeting from 8:35 p.m.to 9:05 p.m.
ADJOURNMENT
Moved by Marienthal,seconded by Glover to adjourn the meeting. Upon voice vote,the motion was unanimously
carried. The meeting was adjourned at 9:06 p.m.
Jane L. Olson,Deputy Village Clerk
APPROVED BY ME THIS DAY OF OC/re ,2001.
Village President