VILLAGE OF GLENVIEW BOARD OF TRUSTEES MEETING June 19, 2012 M I N U T E S

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1 The Village Board of Trustees regular meeting June 19, Page 1 of 9 VILLAGE OF GLENVIEW BOARD OF TRUSTEES MEETING June 19, 2012 M I N U T E S Village President Kerry Cummings called the meeting of the Board of Trustees to order at 7:30 PM 1. ROLL CALL Present: President Cummings, Trustee Britton, Trustee Cuisinier (arrived 7:38 PM), Trustee Detlefs, Trustee Jenny, Trustee Karton, Trustee White Absent: None Also Present: Village Manager Hileman, Deputy Village Manager Owen, Village Attorney Patt, Director of Development Bak, Economic Development Manager Dean, Village Financial Consultant Maggie Bosley, Director of Capital Projects/Inspectional Services Joe Kenney, Village Engineer Russ Jensen, Police Sergeant Schuster, Management Analyst Peter D Agostino, Recorder Joanne McDonagh 2. FLAG CEREMONY President Cummings led those present in the Pledge of Allegiance. 3. APPROVAL OF MINUTES: a. May 15, 2012 Board of Trustees workshop Trustee Britton made a motion to approve as presented seconded by Trustee Karton Trustee Jenny abstained as he did not attend the May 15, 2012 Workshop meeting. b. May 22, 2012 Board of Trustees meeting Page 3, 3 rd par. 3 rd line from bottom, change sight to site. Page 5, f, 4 th line from bot. reword as secondary streets and on floors above ground level on any streets. Page 6, last par., 2 nd line., delete Koenig and Strey and Harlem ; 6 th par., reword as applicant could come ; 7 th par, last line, change to read Board may occasionally Trustee Jenny made a motion to approve as amended seconded by Trustee Britton [NOTE: Trustee Cuisinier arrived at this point in the meeting] c. June 5, 2012 Board of Trustees workshop Under Presentation, reword as no longer exclusively generates or supplies electricity to its distribution system Trustee Britton made a motion to approve as amended seconded by Trustee Karton. Trustee Cuisinier abstained as he did not attend the June 5, 2012 workshop meeting. d. June 5, 2012 Board of Trustees meeting Page 2, 3 rd par., 3 rd line down, change street lights to traffic signals Trustee Britton made a motion to approve as amended seconded by Trustee Jenny. Trustee Cuisinier abstained as he did not attend the June 5, 2012 regular Board meeting. 4. REPORT OF THE VILLAGE PRESIDENT: None

2 The Village Board of Trustees regular meeting June 19, Page 2 of 9 5. REPORT OF THE VILLAGE MANAGER a. Presentation of the 2011 Comprehensive Annual Financial Report Manager Hileman commended Ms. Bosley for her outstanding work over the last few years to ensure that the Village s policies are up-to-date and practices have been implemented. Ms. Bosley presented a summary of the 2011 audit and financial results for the year ended December 31, An independent auditing firm, Miller Cooper, conducted the audit which is contained in the 245-page Comprehensive Annual Financial Report (CAFR). Two financial statements representing the Village s financial results as a whole were reviewed: (1) Statement of Net Assets (2) Change in Net Assets. The Statement of Net Assets shows a total of $255, The Change in Net Assets consists of revenues minus expenditures. The increase in net assets for FY 2011 totaled $11,627,591 related to Governmental Activities and Business Type Activities. Expenditures were almost $103,000,000 and revenues totaled $114,000,000 with 66% of revenues coming from property taxes (corporate levy, debt service obligations, and TIF incremental property taxes) and charges for services (primarily water and sewer charges, fire protection services, building permits, etc.). Other revenue sources were described. Ms. Bosley was pleased to report that the Village received a clean audit opinion. The CAFR is available on the Village website. Previous CAFR documents received an award by the GFOA (Government Finance Officers of America) for 29 consecutive years. She was optimistic that the current CAFR would receive the award as well. Mr. Andrew Mace, Partner at Miller Cooper, said the audit confirms that the Village s financial statements are free of material misstatements according to Generally Accepted Audited Standards and Government audited Standards. A clean audit opinion has been issued. The financial statements have been represented fairly and conform to GAAP. The required letter of communication indicates how the audit was conducted, the scope, significant estimates made by management, etc. He considered the Village s financial processes to be excellent and the systems in place are working well. A Management Letter was not issued because the audit had no adjustments, deficiencies or comments. The audit was conducted efficiently and in a timely fashion. General Board questions were addressed. Testing is designed to identify inappropriate expenditures, although it does not review each and every transaction. Because a Management Letter will not be issued as indicated earlier, in response to Trustee Detlefs request Mr. Mace will have a letter sent to the Village to reflect that no issues were found during the audit. He also clarified that the last paragraph in the Communication Letter is meant to indicate that the audit is a public document and should be considered as a whole and not taken out of context. 6. REPORT OF THE VILLAGE ATTORNEY Village Attorney Eric Patt requested a brief executive session at the conclusion of this meeting to discuss (1) possible sale or purchase of real estate (2) probable or imminent litigation (3) possible issuance of debt (4) collective bargaining matters between the Village and its employees or their representatives Trustee Detlefs made a motion to approve seconded by Trustee Jenny. 7. MATTERS PRESENTED BY THE PUBLIC: None 8. PUBLIC HEARING: None 9. CONSENT AGENDA Deputy Village Manager Don Owen read the Consent Agenda: a. Old Business i. Second consideration of a Conditional Use Ordinance for Glenview Park District National 9 Clubhouse & Sports Courts at 2800 West Lake Avenue. Approved Ordinance No. 5565

3 The Village Board of Trustees regular meeting June 19, Page 3 of 9 ii. Second consideration of temporary traffic Ordinances Amending Chapter 90, Article X, Section , of the Glenview Municipal Code for Independence Day activities to be held on Wednesday, July 4, (1) Parade; Approved Ordinance No (2) fireworks Approved Ordinance No iii. Second consideration of an Ordinance amending Chapter 2 of the Municipal Code regarding powers and duties of the Village Manager. Approved Ordinance No b. New Business i. Consideration of a Resolution amending the alternate delegate Village representative to the Intergovernmental Personnel Benefit Cooperative (IPBC). Approved Resolution No ii. Consideration of a Resolution amending the alternate delegate Village representative to the High-Level Excess Liability Pool (HELP). Approved Resolution No iii. Consideration of a Resolution initiating the submission of a public question to authorize the Village to adopt an opt-out program for the supply of electricity to residential and small commercial retail customers. Removed for further review iv. Consideration of a Resolution approving a permit application for a fireworks display at the North Shore Country Club. Approved Resolution No v. Consideration of Vehicle Purchase of One (1) Heavy Duty Aerial Ladder Truck from Pierce Manufacturing, Appleton, WI not to exceed $996, and a total project cost of $1,060,000. Removed for further review. vi. Consideration of the approval of the voucher list for June 19, Approved A request was made to remove consent agenda items 9b-iii and 9b-v for additional review. Trustee Britton made a motion to approve as amended seconded by Trustee Jenny 10. OLD BUSINESS 9b-iii. Consideration of a Resolution initiating the submission of a public question to authorize the Village to adopt an opt-out program for the supply of electricity to residential and small commercial retail customers. Approved Resolution No Trustee Detlefs encouraged the public to review the information about electric aggregation, including the video from the June 5, 2012 Village workshop when the matter was fully discussed. As noted earlier, when the program is up and running next year the savings may not be large, but the Board felt it was still worthwhile. Deputy Village Manager Owen said the July newsletter will have more information about electric aggregation. Trustee Detlefs made a motion to approve seconded by Trustee Britton. 9b-v. Consideration of Vehicle Purchase of One (1) Heavy Duty Aerial Ladder Truck from Pierce Manufacturing, Appleton, WI not to exceed $996, and a total project cost of $1,060,000. Approved Resolution No Trustee Detlefs acknowledged that the proposed expenditure for a ladder truck is significant, but he felt confident that was necessary. The Village has been discussing a shared use of the ladder truck with the Village of Northfield, which is an example of municipal partnering efforts.

4 The Village Board of Trustees regular meeting June 19, Page 4 of 9 Manager Hileman reported he has worked over the last few months with Fire Chief Wayne Globerger, Deputy Fire Chief Ralph Ensign, Northfield s Village Manager Stacy Sigman and her staff to consider operating the proposed ladder truck out of Glenview s fire station on The Glen. With roughly 10% of the call volume, Glenview has asked Northfield to contribute 10% of the purchase price and jointly share the maintenance costs. Northfield has been receptive to the partnership. The governmental agreement involving the Northfield and Glenview Village Boards will be presented at the July 17 Village Board meeting to facilitate the partnership. Deputy Chief Ensign explained the mutual aid process for ladder truck use between Glenview and Northfield. Trustee Detlefs made a motion to approve seconded by Trustee White. 11. NEW BUSINESS a. First consideration of an Ordinance approving a zoning variation at 1601 Overlook Drive Glen Gate Shopping Center & McGrath Audi. Continued until July 17, 2012 c. Consideration of a Resolution authorizing inclusion of the property located at 1727 Waukegan Road in the Chestnut/Waukegan Business Improvement District and authorizing adoption of an amended Redevelopment Agreement with the owners of , , and 1727 Waukegan Road. Approved Resolution No Ms. Dean reported that agenda item 11c is a continuation of a past Board discussion held in January. The Chestnut and Waukegan intersection has been functioning at a substandard level. The east leg of the intersection is in front of the dry cleaning factory building, so this shortened length of the leg doesn t allow adequate queuing for vehicles to enter the intersection. When this problem was discussed during the Waukegan Road corridor planning process, the owner of the dry cleaning factory building, Mr. E. J. Stern, worked with Village staff to identify potential solutions (1) close off the east leg of the intersection and construct a three-legged design (2) demolish the dry cleaning factory building in order to build a fully functional four-legged intersection. Due to the cost of relocating the tenant, demolishing the building and the lost rental income made solution (2) impractical for Mr. Stern without Village assistance. The Village Board and Mr. Stern reached a redevelopment agreement in January to demolish the building and establish a Business Improvement District (BID), the first in the Village. The BID will levy an additional 1% sales tax on all retail sales generated in the BID for a 23-year term. The boundaries extend from Pleasant Road on the north through the Taco Bell property, which Mr. Stern will purchase later this year. He is requesting that his recent purchase of the former Matty s Restaurant property, 1727 Waukegan, be included in the BID properties. This action would provide a safer intersection with additional cross access among more properties, additional driveways can be eliminated and the expectation is that retail will be attracted to the BID properties because of the stop light. If that occurs, the extra tax revenue will benefit both Mr. Stern and the Village. A public hearing is scheduled for the July 17 Village Board meeting to consider the adoption of the BID. Ms. Dean asked the Board to consider including the Matty s property within the BID boundaries and to amend the existing redevelopment agreement with Mr. Stern. Following the July 17 public hearing, if the BID is approved including the Matty s property within the boundaries, Mr. Stern will demolish the dry cleaners factory building by September 1, 2012 and will provide cross access to all properties; construction would begin next spring. Ms. Dean confirmed that the northern Taco Bell driveway will be removed and the southern driveway will remain a full access intersection. Mr. Stern s attorney, John Winand, was present. Trustee Karton made a motion to approve the resolution to expand the boundaries seconded by Trustee Jenny.

5 The Village Board of Trustees regular meeting June 19, Page 5 of 9 Attorney Patt clarified that the Board is authorizing the amended redevelopment agreement which includes 1727 property as well as authorizing a full expansion of the boundaries. The motion carried on a unanimous voice vote. d. Consideration of an Ordinance approving Final Site Plan Review for the Anixter Annex Building at 2651 Compass Road and 2301 Patriot Boulevard. Approved on First Reading Ordinance No Director Bak said this matter comes from the Plan Commission on May 29, 2012 on a 4-0 vote to recommend final site plan approval for the Anixter annex building at 2651 Compass Road. On April 17 the Village Board confirmed its support for the Cook County Class 7b tax assistance for the project. Approval by Cook County is pending. The Anixter headquarters is at the corner of Compass and Patriot. The proposed annex building is part of the Titan property that was originally intended for two one-story medical buildings. The Cambridge Homeowners Association was notified about tonight s meeting, but site plan approval does not require a public hearing process. No comments or objections were received from the HOA. The parking lots for the annex building and corporate headquarters building will be connected for use by pedestrians and vehicles. The 61,800 SF two-story annex building will be on 3.88 acres with 230 parking spaces. Landbanked spaces for the headquarters building will be constructed to make up for spaces lost due to the connection between the two buildings. A waiver of administrative rules and approval on first reading was requested due to the petitioner s tight construction schedule as the project goes through the regulatory process. Trustee Karton heard comments about lighting, which she knows will be discussed by the Appearance Commission. She asked staff to work with Anixter about keeping commuters on public roads and out of the private alleys as they walk from the train. Trustee Detlefs motioned to waive administrative rules seconded by Trustee White. Trustee Jenny made a motion to approve on first reading seconded by Trustee White. e. Consideration of a Conditional Use Ordinance for Puck Pros at 1820 Pickwick. Approved on First Reading Ordinance No Director Bak reported that this recommendation comes to the Village Board from the Plan Commission on a 5-0 vote on May 29 to permit a conditional use for Puck Pros, a hockey training specialty school that is a B- 2 use in an I-2 industrial district. Puck Pros was previously located at 3084 Northlake Terrace with a conditional use approved in The proposed new location is slightly smaller and requires fewer parking spaces. There were no objections at the public hearing on the proposed conditional use request. A request was made to waive administrative rules and adopt on first reading. Trustee Britton motioned to waive administrative rules seconded by Trustee Jenny.

6 The Village Board of Trustees regular meeting June 19, Page 6 of 9 Trustee Britton made a motion to approve on first reading seconded by Trustee Jenny. b. First consideration of temporary traffic Ordinance amending Chapter 90 of the Glenview Municipal Code for control of road closure for the Glenview Park District s Annual Sprint Triathlon, Sunday, July 29, Approved on first reading Ordinance No Sergeant Schuster said the Annual Sprint Triathlon will operate the same as it has over the past several years. Trustee Karton motioned to waive administrative rules seconded by Trustee Jenny. Trustee Karton made a motion to approve on first reading seconded by Trustee Jenny. f. Consideration of an Ordinance to amend Chapter 90, Article X, Section Through highways; Section Stop intersections; and Section Yield Intersections. Approved on First Reading Ordinance No Management Analyst Peter D Agostino reported on the clean-up matter related to the Through Highways Code. The Manual on Uniform Traffic Control Devices (MUTCD) was created by the Federal Highway Administration and adopted by the State of Illinois to specify standards by which traffic control devices are designed, installed and used. He focused on the section indicating that stop signs or yield signs should be used at the approach of Through Highways unless a traffic signal is present. The current Glenview Through Highway Code was adopted in 1959, but the Village geography changed since then. The 2004 Comprehensive Plan classified Village roadways as arterial, collector and local. The Village Traffic Committee recommends (1) the designation of arterial and collective roadways as Through Highways (2) the elimination of this designation for Colfax, Crestwood, Dewes and Mapleleaf since they are local roadways (3) the extraction of portions of arterial or collector roadways which also have sections that are local. The code amendment eliminates Through Highway designations for roadways and sections of roadways as indicated, so 12 existing stop signs and one yield sign will be added to the code section relating to stop and yield signs. The Board discussed the recommendation for using roadway designations listed in the 2004 Comprehensive Plan and necessary modifications. For example, a portion of Central Road is being reclassified because east of Harlem it is a local roadway, but beyond that point it is a collector. President Cummings served on the Comprehensive Plan Commission. Time was spent clarifying the differences in roadway classifications and the stop or yield signs that would be allowed or preferred in those areas. Changing the classifications affects what can be done in the future with signs in those areas. Director Kenney noted that the existing code created situations where stop signs should have been installed or unwarranted signs were placed on local roadways. When reviewing the code with the Village

7 The Village Board of Trustees regular meeting June 19, Page 7 of 9 Attorney, it was decided to rewrite some sections to take into account the 2004 Comprehensive Plan, which would update all the information at one time. No signage changes are necessary. Attorney Patt said eliminating certain roadways from the list will foreclose the opportunity for someone to force the placement of unwarranted stop signs or yield signs. The statutory definition that a sign must be installed even if it isn t warranted will be deleted from the code. Roads that were either not part of the Village or weren t considered major roads in 1959, but they are major roads now, should be designated as Through Highways. No existing stop signs or yield signs will be removed if a road is downgraded to a local road, or if a road is not part of the code because it was missed or it was not warranted per the prior definition of a Through Highway, but is warranted now. Adopting the recommended definition should eliminate any redundancy. Trustee Karton motioned to waive administrative rules seconded by Trustee Detlefs. Trustee Karton made a motion to approve on first reading seconded by Trustee Detlefs. g. Memorandum regarding the IMS pavement condition of the Village streets and the annual CIP investment. Director Kenney reported that IMS (Infrastructure Management Services) is an independent firm used by the Village to test its 150 miles of public roadways. The data helps budget for the Capital Improvement Program. IMS representative Dave Butler said IMS has been testing Village streets about every five years since 1989 with the last two conducted in 2007 and The testing objectively assesses road conditions and the effects of road investments, provides a detailed management report and helps develop a five-year street and rehabilitation budget. The information is collected using PavePro software. The data is then downloaded into the Village s GIS system, and dynamic and deflection road condition numbers are identified and color-coded onto street maps. Deflection compares traffic load to the maximum deflection found on pavement. Dynamic analyzes the strength of each pavement layer. Together the pavement s structural capability is evaluated. A chart indicating the typical road deterioration curve was shown. Pavements age slowly when new and more rapidly as they get older. It is best to maintain pavements on the flat upper portions of the deterioration curve in order to delay expensive road reconstruction. Pavement conditions range from 100 (high) to 10 (low). A range of 85 to 100 is excellent; below 60 is poor and below 40 is very poor. How long a pavement will last is reflected by its range of condition. Director Kenney reported that the Village adopted a plan four years ago to maintain an IMS rating of 75. In 2007, the average road condition was 78 which fell to 77 in 2011 (range of 36 to 98) with 30% of the roads in excellent condition, 18% very good and 25% good. In 2007, over 11% of the roads were poor or ver y poor. Prioritizing roads that need repair combined with investments have improved road conditions. In 2009, 2010 and 2011, staff successfully secured outside grants and federal funds for Glenview Road, Central and Overlook. Grants and one-time fund balance transfers of $800,000 on average were approved from 2008 through 2012, including $400,000 this year. At a past meeting, the Board inquired about the impact of reducing the current rating to 72 or generating funding to attain a 78. Mr. Butler aged to the current date the road ratings of IMS s municipal clients in the Chicago area in order to evaluate their overall road conditions. This analysis showed an average rate of 74

8 The Village Board of Trustees regular meeting June 19, Page 8 of 9 (range of 79 to 68). A smaller list of towns closer to Glenview was separately analyzed. That group had an average of 75 (range of 80 to 68). These analyses show how Glenview s current rating of 77 compares to other communities. Director Kenney reported that $5.2 million is projected for roadways from the Village budget cycle comprised of four consistent funding sources: state MFT at $1.1 million; local MFT at $400,000; a planned $2.8 million Corporate Fund transfer; and $900,000 from the Wholesale Water Fund. The IMS PavePro program indicates that $7.9 million is needed to maintain a rating 75. The delta between the recommended investment and consistent funding sources is $2.7 million. Board-approved CIP standards indicate quantities of roads and road infrastructures, unit costs for road rehabilitation and repair and a road s service life. There was Board discussion about the effectiveness of the roadway investment and the impact of reducing the investment. Models take into account construction costs and municipal partnerships. How much this information factors into the IMS rating needs to be considered. Models and Village standards are updated annually. CIP costs have been fairly steady even though road resurfacing standards changed from 15 years to 20. Deputy Village Manager Owen referred to the IMS recommendation to invest about $7.98 million annually in order to lower the rating from 77 to 75. Staff evaluated the roads scheduled for resurfacing or reconstruction over the next five years. A higher than normal amount of reconstruction work is needed, hence the IMS funding recommendation is higher than the Village s projection of approximately $7.5 million to maintain a rating of 75. In response to a comment by Trustee Detlefs, Manager Hileman pointed out that the Board was asked to expedite projects for several road segments this year so they could be removed from the 2013 CIP program and not impact the IMS rating. He believes the Board will have some flexibility related to one-time projects and remarked that the Corporate Fund is strong. The models contemplate only the dedicated funding streams. Director Kenney said staff will present the funding data for the five year CIP to the Board and public this fall. Village Engineer Russ Jensen explained how the road testing information is collected and evaluated. Staff then physically looks at the roads and considers resident feedback received over the last year as well as projects that can be coordinated with local agencies, Cook County and surrounding communities if they relate to Village roads. The current IMS rating would be used as the starting point. A goal of the 2013 CIP is to expand its resurfacing and reconstruction programs. There is no resurfacing program for concrete but all strategies for concrete will be considered. The MARS and MARS-C programs for asphalt and concrete have significantly helped to maintain the roads. Staff also evaluates the maintenance operations to preserve roads and has been working with the Public Works department to ensure that the crack-sealing program is used effectively. The GIS-driven analysis program will be refined for CIP road planning purposes. Glenayre Park, Maple Lane, Long Valley Road and other neighborhoods want additional infrastructure (i.e. curb and gutter and storm sewers). President Cummings said the Capital Projects staff takes resident feedback about roads very seriously, and works hard to coordinate road projects with other jurisdictions. It is frustrating when multiple projects are ongoing simultaneously but once dollars are available, projects need to move forward. The Trustees were asked to consider the IMS funding recommendation and the revised Village projections from 2012 to Trustee White suggested that to consider available sources, there needs to be a way to augment what is available. Historically about $400,000 is received annually through grants. The Board also needs to consider fund balances, one time expenditures, the Permanent Fund and possibly the issuance of debt. President Cummings would like to use the numbers in the second column of the chart showing last year s proposed budget for roadways and revised numbers per the Village s projections to build the budget.

9 The Village Board of Trustees regular meeting June 19, Page 9 of 9 Trustee Detlefs agreed with Trustee White with one change. Since the rating is above the Village standard by two points or $5 million, funding could be reduced by $1 million annually while maintaining standards by seeking funds outside the Village coffers. The rating would be 75 after five years. Trustee Karton was concerned about cutting back on the standard, especially with opportunities for good pricing. She wants to use the Village standard of 75 for budget purposes and reconsider it later if costs rise. Trustee Jenny supports staff s recommendation to maintain the standard of 75. Manager Hileman stated that the Village s goal has been a rating of 75 for several years. It reached 78 with added Village investment. Consideration is needed for drawing down the current rating of 77 to 75 or maintaining the 77. Staff could try to stay above 75 knowing it would be costly to catch up if it fell below. Director Kenney said that $9 million is needed to maintain a rating of 77 as indicated in PavePro. To maintain a rating of 75 requires $7.9 million. These updated numbers tie back to Village standards. Trustee Detlefs suggested that road projects could be accelerated if staff found one-time grant dollars. Pricing has become firm. Sale opportunities aren t what they were two years ago. He favors maintaining a rating of 75. President Cummings requested information about what is needed to maintain a rating of 75 for the next few years. She referred to the chart which outlined (top portion) last year s proposed budget for roadways and (bottom portion) the revised numbers per the Village s projections. The numbers in the bottom portion may not include all of the savings available through partnering or other elements. She wants the Board to review more refined numbers prior to the forthcoming budget sessions. Manager Hileman noted that in 60 days staff can more clearly define the one-time funding sources available for The $4.5 million in planned transfers may be low, which could have a ripple effect. Staff will prepare initial data for the first budget overview meeting with a focus on the CIP at the next budget meeting. After the Board considers the information, the Board can provide direction to staff or request more information. President Cummings said this discussion will continue at a later meeting with a focus on meeting standards and opportunities for one-time funding. She wants the Board to consider road investments from various angles. President Cummings appreciated the excellent presentation and discussion related to this important matter. 12. ADJOURNMENT Trustee Karton made a motion to adjourn to executive session at 9:40 PM, seconded by Trustee Detlefs. Respectfully submitted, Joanne McDonagh, Recording Secretary