VILLAGE OF GLENVIEW BOARD OF TRUSTEES MEETING October 18, 2011 M I N U T E S

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1 The Village Board of Trustees regular meeting October 18, Page 1 of 7 VILLAGE OF GLENVIEW BOARD OF TRUSTEES MEETING October 18, 2011 M I N U T E S Village President Kerry Cummings called the meeting of the Board of Trustees to order at 7:45 PM 1. ROLL CALL Present: President Kerry Cummings, Trustee Scott Britton, Trustee Patrick Cuisinier, Trustee Paul Detlefs, Trustee Michael Jenny, Trustee Deborah Karton, Trustee Philip White Absent: None Also Present: Village Manager Todd Hileman, Deputy Village Manager Don Owen, Village Attorney Eric Patt, Director of Capital Projects Joe Kenney, Director of Administrative Services Amy Ahner, Assistant to the Director of Public Works Brett Barganz, Director of Development Mary Bak, Recorder Joanne McDonagh A quorum was reached. 2. FLAG CEREMONY President Cummings led those present in the Pledge of Allegiance. 3. APPROVAL OF MINUTES: October 4, 2011 Board of Trustees Regular Meeting Page 3, 2 nd full par., 1 st line, delete the word vast Trustee Jenny made a motion to approve as amended seconded by Trustee Britton. On voice vote: AYES: 5 ABSTAINED: 1 Trustee Cuisinier abstained as he did not attend the October 4, 2011 meeting. 4. REPORT OF THE VILLAGE PRESIDENT a. Character Counts 2011 Poster Contest Award Presentations President Cummings was proud to have the poster contest winners at tonight s meeting during National Character Counts Week (October ). The Village strongly supports Character Counts. The six pillars of character are promoted throughout the community: trustworthiness, respect, responsibility, fairness, caring and citizenship. Over 1,900 children representing 14 schools participated in this year s poster contest. Glenview State Bank was thanked for generously providing college money market awards for each poster contest winner. Mark Walthers, Principal of Hoffman School in Glenview School District 34, and Barbara Littlefield from the Glenview Public Library and contest coordinator, presented the awards. Mr. Walthers complimented the participants for their efforts and congratulated each winner and their families. President Cummings thanked Mr. Walther as well as Jim Bream, President of the Board of Education for Glenview/Northbrook School District 30 (he was not able to attend) for their longstanding support of Character Counts in the Glenview community. 5. REPORT OF THE VILLAGE MANAGER: NONE 6. REPORT OF THE VILLAGE ATTORNEY Village Attorney Eric Patt requested a brief executive session at the conclusion of this meeting to discuss probable or imminent litigation as well as the compensation, appointment, employment, discipline, performance or dismissal of specific employees of the Village. Trustee Detlefs made a motion to approve seconded by Trustee Jenny. AYES: 6 Trustees Cuisinier, Detlefs, Jenny, Karton, White, Britton 7. MATTERS PRESENTED BY THE PUBLIC: NONE 8. PUBLIC HEARING: NONE

2 The Village Board of Trustees regular meeting October 18, Page 2 of 7 9. CONSENT AGENDA Deputy Village Manager Don Owen read the Consent Agenda: a. Old Business b. New Business i. Consideration of a Resolution authorizing a license agreement with Pace for bus shelters within the Village s limits. Approved Resolution No ii. Consideration of a Resolution authorizing the execution of contracts for the annual computer replacement program in the total amount of $74, Approved Resolution No iii. Consideration of a Resolution authorizing the execution of a contract with MNJ Technologies of Buffalo Grove, IL for the purchase of computer and networking equipment associated with the annual server replacement program in the amount of $25, Approved Resolution No iv. Consideration and a recommendation authorizing a Resolution amending the Village budget to accommodate project-length budgeting. Approved Resolution No v. Consideration of the approval of the voucher list for October 18, Approved Trustee Britton made a motion to approve seconded by Trustee Karton. AYES: 6 Trustees Detlefs, Jenny, Karton, White, Britton, Cuisinier 10. OLD BUSINESS 11. NEW BUSINESS a. First consideration of an Ordinance amending the Vehicle and Traffic Municipal Code in conjunction with the new Compass Road Metra Parking Lot. Approved Director of Capital Projects Joe Kenney said that construction was almost complete on the new parking lot at the North Glen Metra Station. Minor lighting work, some landscaping and signage to label the parking spots are needed before the lot is opened to commuters. A 2010 IGA (Intergovernmental Agreement) between the Village and the Park District designated ten parking spots at the northeast corner for the Tyner center. The ordinance under consideration relates to a two-hour parking restriction for the ten designated spots. Director Kenney reported that the porous surface used for the parking lot has received a lot of coverage. The lot is upstream of an area that has drainage issues. The Village worked with IDOT to construct the lot with a porous pavement material. The permeable concrete and the subsurface will absorb the first inch of rain and any overflow water will move west to a bio-swale that was constructed by the Village. The performance of this parking lot with no net impact on drainage is being evaluated by Village engineers, IDOT and the Federal government. IDOT is using the lot as a demonstration project for specification use within the State of Illinois. Trustee Britton noticed that the newer Village parking lots have signage indicating that cars are prohibited from backing into the spaces. He asked if an ordinance was in place to regulate this. If so, he wanted to remind the public of this regulation since he personally was almost hit when a car backed into a parking space. Director of Administrative Services Amy Ahner confirmed that there is a Village ordinance prohibiting cars from backing into spaces on all Village lots. A fine is charged and tickets have been issued for violations. In response to Trustee Detlefs, she said it is her understanding that the purpose of the ordinance is to monitor the parking hang tags (placards). She will research the history and provide the Board with details. Trustee Karton made a motion to approve seconded by Trustee Jenny On voice vote: AYES: 6 Due to the unanimous vote to approve, this item will be placed on the consent agenda at the next meeting. b. Consideration of revised Ordinances establishing Special Service Area Numbers 40, 41, 43, 44, 45, 46, 49, 50, 51, 52 and 61. i. Revised Ordinance establishing SSA Number 40. Approved on First Reading Ordinance No ii. Revised Ordinance establishing SSA Number 41. Approved on First Reading Ordinance No. 5485

3 The Village Board of Trustees regular meeting October 18, Page 3 of 7 iii. Revised Ordinance establishing SSA Number 43. Approved on First Reading Ordinance No iv. Revised Ordinance establishing SSA Number 44. Approved on First Reading Ordinance No v. Revised Ordinance establishing SSA Number 45. Approved on First Reading Ordinance No vi. Revised Ordinance establishing SSA Number 46. Approved on First Reading Ordinance No vii. Revised Ordinance establishing SSA Number 49. Approved on First Reading Ordinance No viii. Revised Ordinance establishing SSA Number 50. Approved on First Reading Ordinance No ix. Revised Ordinance establishing SSA Number 51. Approved on First Reading Ordinance No x. Revised Ordinance establishing SSA Number 52. Approved on First Reading Ordinance No xi. Revised Ordinance establishing SSA Number 61. Approved on First Reading Ordinance No Director Kenny reported on 11 revised Special Service Area ordinances to disconnect parcels when homeowners have met their obligations and paid in full their cost of the completed improvements. He asked for approval of the 11 ordinances on first reading so the data could be incorporated into the forthcoming budget and levy presentations and the proper Village funds could be reimbursed. Trustee Karton motioned to waive administrative rules and adopt on first reading, seconded by Trustee Britton. AYES: 6 Trustees Jenny, Karton, White, Britton, Cuisinier, Detlefs Trustee Karton made a motion to approve seconded by Trustee Britton AYES: 6 Trustees Karton, White, Britton, Cuisinier, Detlefs, Jenny c. Discussion regarding the Glenview Public Library FY 2012 Draft Budget, Levy and 2013 Projection. Glenview Public Library Board President M. David Johnson is pleased with the new state-of-the-art Library. Attendance and the circulation of Library materials have increased considerably compared to the old Library. He described the many amenities that contributed to the overall utilization of Library services. President Johnson said the Library anticipates a modest 1.61 percent growth in total revenue this year. Total expenditures in 2012 are projected to increase 6.3 percent ($402,996). The Library maintains a 40 to 50 percent fund balance. For 2012, a percent fund balance will allow the Library to retain its flat operating tax levy of $5,650,000 except for a 0.78 percent increase to capture new growth in assessed valuation. The resulting $5,694,070 operating tax levy does not require a property tax increase other than for the newly annexed properties or those with substantial improvements over the past year. Increased budget expenditures related to the 2012 budget: New 3.43 FTEs in 2012 to meet the need of increased service levels. Cost = $136,605 New service contracts for mechanicals and other components of the Library. Cost = $296,000 Replacement of 25 percent of the Library s computers. Cost = $91,000 for PCs; $6,000 for laptops. Outsourced information technology consultant. Cost = $60,000 Consultant s fees for the development of a new strategic plan for the Library. Cost = $12,000. **These expenditures total $401,605. The remaining $1,391 of the $402,996 total increase indicated in the 2012 budget is comprised of small increases. President Johnson described new operating efficiencies introduced in 2011 which will help mitigate the increased costs. These efficiencies will continue into 2012 and beyond. Key efficiencies were highlighted, such as volunteer services and an IGA with the Park District. The Library Board is working to establish an appropriate Capital Reserve Fund and Repair and Replacement Policy so funds are available when needed. The fund policy has been implemented in a preliminary form. No transfers are anticipated from the operating fund to the capital reserve fund prior to The Library building fund will be closed out since the Library construction is complete with the exception of minor punch list items. The overall 2011 property tax levy to be collected in 2012 combines the operating tax levy and the levy required

4 The Village Board of Trustees regular meeting October 18, Page 4 of 7 to service the debt for the new Library. If the Village of Glenview assisted the Library through its Permanent Fund to help pay the debt service, taxpayers would see a $32 savings per $10,000 on their tax bills. Village Financial Consultant Maggie Bosley addressed Trustee Britton s question about lowering the Library s fund balance reserve policy, which is higher than the Village and school district policies. The policy was developed so there would be adequate cash flow to meet the Library s needs. About 85 percent of the revenue comes from the property tax levy so a 40 to 50 percent fund balance level is required to maintain cash flow. Trustee Britton suggested a different reserve policy for the Library with the understanding that the Village would provide temporary funds should a shortfall occur. The fund policy would then not need to be so large. President Cummings referred to cost containment measures and efficiencies. She noted that Library Volunteers enhance programs but they are not considered a revenue savings. She was pleased that a strategic plan would be developed. She wants the Library to consider what level of service it can deliver during this current tough economy, which is what the Village has had to do. A total of 6.43 FTEs are anticipated over the next three years, but she did not hear ideas for delivering a different level of service in order to avoid increasing personnel costs. The larger sized library was built to provide increased efficiencies, although these were not highlighted in the presentation, such as the self-check-out process to help reduce personnel costs. Other agencies and jurisdictions are evaluating their respective staffing levels, delivery service models and levels of service. President Cummings hopes these issues will be part of the Library s strategic plan. The Library needs to consider how to provide services in the most efficient way possible. President Johnson assured the Board that the 2012 budget reflects only what is needed to operate the Library. President Cummings appreciates the flat levy, but she is concerned about the added personnel projections over time and that there are no projections for retirements or turnover. Trustee Karton suggested that the Library consider how to maintain its level of service rather than increase it, which the Village does all the time. She asked to see a cost containment strategy for delivering the proposed level of service without increasing personnel. Trustee Cuisinier was pleased with the increased usage of the Library. He said a reasonable explanation for the need for new personnel was presented tonight. Trustee Detlefs was disappointed with the staffing increase for 2012 and additional staff projected in the future, especially in the next two years for administration. The Village reduced its employee count by 85 over the last five years. The new Library is 67 percent larger than the old library but it was designed to be more efficient. He can support the budget presented because of the flat levy, but remarked that the Village Board will scrutinize staff increases in the future. He doesn t expect the Library to experience as much of a dramatic increase in usage going forward such as what has occurred with the opening of the new Library. Funding for the Library from the Permanent Fund was discussed. Trustee Karton said six years ago the Village Board decided not to use Permanent Fund money to develop the Library, but then the worst economy since the Great Depression occurred. The Village worked quickly to mitigate the impact on the taxpayers. Many deserving projects compete for Permanent Fund monies. She suggested taking $250,000 of the $300,000 surplus in the Library s reserve fund balance from this year to offset money the Village would have used from the Permanent Fund. This would reduce the fund balance by about four percent and still be within the policy. Ms. Bosley indicated the fund balance would be at 39 percent. Trustee White was supportive of using the surplus in the reserve fund balance. A year or two ago the Village Board took a stand contrary to the Library s viewpoint, which was to reduce the fund balance with the understanding that if a cash flow problem occurred, the Village would fund the Library with an interest free loan. Rather than have a safety net for both the Village and the Library, he felt it was in the taxpayer s best interest to reduce the amount of money in reserve between the two entities. Ms. Bosley said in 2009 the Village initiated a loan to the Library. The loan was paid back immediately once the Library received its property tax distribution. In 2010, a loan procedure was set up in case Cook County tax dollars were received late, but it wasn t needed. Lowering the levy and fund balance would put the Library in a

5 The Village Board of Trustees regular meeting October 18, Page 5 of 7 negative balance situation in September 2013, at which time a temporary loan would be needed until the tax distribution of that year was received. The Board discussed lowering the fund balance policy from percent to percent with the understanding that the Village would provide a no interest loan to bridge a cash flow issue if it occurred. Ms. Bosley reminded the Board that by reducing the Library s fund balance, the Village would need to support nine or ten months of the Library s next year s budget on the previous year s levy. Monitoring is necessary. Trustee Britton noted that residents elect the Library Board, who in turn sets its reserve policy. The Village Board sets the levy. He would like the Village Board to set a number for the levy and then let the Library decide how to spend it, including how to set the reserve policy. The Village Board may need to reexamine whether the Library s reserve policy remains consistent with the best interest of the Library patrons and those who live in Glenview and use the Library. The Library should run at its peak efficiency. President Cummings summarized that tonight s discussion looked at different ways of solving this problem. As indicated by Trustee Karton, this Board considered giving assistance to the Library through the Permanent Fund, but it now appears that the Library has unexpected funds that could be used for the same purpose rather than taking the entire amount needed from the Permanent Fund. This is what she prefers over lowering the fund balance policy which may cause an impact going forward. Trustee Detlefs was unsure of how this would work procedurally. He asked if the Board would need to decide on an operating levy and debt service levy separately since these two items are not separated on the tax bill. Manager Hileman explained how this might work. President Cummings shared her concern that lowering the levy could be problematic and cause an undesired impact on the Library Board. Trustee Detlefs asked how the Village could direct the Library to spend its reserves. The only lever that the Village Board has is to determine how much money the Library is given. Manager Hileman said if the levy is reduced, the operating budget can be reduced or the fund balance used. Trustee White said the Board agreed to consider using the Permanent Fund over three years to abate the tax issue. The Board is now looking at the possibility of using taxpayer money collected by the Village to alleviate a problem with the Library s total levy. The Library has a $300,000 excess as a result of additional income and reduced expenditures from the 2011 budget. The Library should use the surplus to fund part of the cost which would save taxpayer money that was collected for purposes other than the Library. His preference is for the Library to use the unexpected fund balance surplus and the Village would provide the balance of $142,000. President Cummings clarified that Permanent Fund money was not collected from the taxpayers. Trustee White said if the Village spends down the Permanent Fund, monies are replaced by the taxpayer. The next budget meeting is 6:30 PM on November 1. The budget and levy will be adopted on November 15. President Johnson pointed out that the Library was asked to present its 2012 budget and levy one month earlier than prior years. This year the Library provided a budget that had been officially reviewed and passed by the Library Board, so any changes would need an official budget amendment. The Village has the option to decide whether or not to contribute to the Library and if so, how much. However the Library s budget and levy are within the Library Board s purview as indicated to him by the Library s attorney. President Cummings said the Village Board won t make a decision tonight. Residents may wish to weigh in on tonight s discussion. This matter needs to be considered in its totality. She asked President Johnson to take the opportunity to ask questions, talk with the Library Board and then return to the Village Board with recommendations on November 1 st or before to further discuss the situation. She thanked President Johnson for his presentation. d. First Consideration of an Ordinance authorizing an agreement with the Illinois Public Works Mutual Aid Network. Approved

6 The Village Board of Trustees regular meeting October 18, Page 6 of 7 Assistant to the Director of Public Works Brett Barganz reported on the proposed agreement with the Public Works Mutual Aid Network. This statewide program is comprised of more than 100 communities. Joining this organization allows Glenview to request aid for natural or man-made disasters that can t be entirely covered by its own resources, such as personnel, equipment, materials, etc. All mutual aid is voluntary. The $250 membership fee includes attendance at a conference with training, e.g., on FEMA s reimbursement procedures. Glenview could reach out to other communities for aid, such as when our local communities are experiencing the same disaster. The organization provides a formal mechanism to request aid through its calling center. A message is then sent to members and a response is coordinated for Glenview. Trustee White shared his concerns that many of our surrounding communities are not members and the chance of Glenview requesting aid from far away communities was remote, especially since Glenview is a member of the Northwest Municipal Conference which also provides mutual aid. Trustee Britton made a motion to approve seconded by Trustee Karton. On voice vote: AYES: 5 NAYS: 1 Due to the lack of unanimous approval, this item will not be placed on the consent agenda at the next meeting. e. Consideration of an Ordinance granting a commercial variation for West Lake Avenue Illinois Tool Works. Approved on First Reading Ordinance No Director of Development Mary Bak reported that the Zoning Board of Appeals recommended on a 6-0 vote a variation for Illinois Tool Works (ITW) to install new directional signage on its 55-acre site. There were no public comments. ITW is proposing signs larger than what is allowed and more in number than what exists in order to be more visible on the large site. The site plan exhibit that was evaluated and recommended by the Zoning Board for approval was shown. ITW has a number of parking lots. From a directional point of view, the variation will be helpful. A request was made for approval on first reading. Trustee Karton motioned to waive administrative rules and adopt on first reading seconded by Trustee Britton. AYES: 6 Trustees White, Britton, Cuisinier, Detlefs, Jenny, Karton Trustee Karton made a motion to approve seconded by Trustee Britton AYES: 6 Trustees Britton, Cuisinier, Detlefs, Jenny, Karton, White f. First consideration of an Ordinance approving Preliminary Subdivision and Final Site plan at 1545 Waukegan Road Schewchuck Agency. Approved Director Bak reported that, consistent with the Waukegan Road Corridor Plan, the property owner came forward with a recommendation and request to close the driveway on Waukegan Road. The Plan Commission considered two circulation options to accommodate the constraints of the site and identified what they felt would be safe for the public while retaining the existing number of parking spaces. The owner agreed to a cross-access easement if the owner of the adjoining property to the north also agreed in the future. The Plan Commission asked for a commitment to complete the site plan within a two-year window from the date of the ordinance rather than one year because the owner wants to self-finance the improvements. In response to questions from Trustee Karton, Director Bak said the Plan Commission considered two options to allow circulation to take place on the site. The Commissioners thought the north side of the driveway was too small to encourage circulation, but two driveways would allow a driver to use either the west or east driveway. The Plan Commission wanted the driveway to line up as close as possible to the gas station on the south side of Topp so the interconnection would be available. Traffic could queue up coming off of Waukegan Road, but it was felt there would be less conflict than the previous situation where cars coming off of Waukegan Road drove

7 The Village Board of Trustees regular meeting October 18, Page 7 of 7 along the sidewalk to reach the parking spaces. Commissioner Brinkerhoff voted for the project in total but was concerned about saving a tree. It was realized that in any event a tree would be lost. Director Bak indicated that the Plan Commission and Village staff asked for the Village Attorney s interpretation of the non-conforming sections of the ordinance. Meeting the requirements of the parking lot standards, including the associated landscaping, would have resulted in reducing the existing parking below the required minimum. Parking is needed for the shopping center s multiple tenants. The interpretation was applied and the number of existing parking spaces remained the same. Staff looked for areas to insert green space. Trustee Karton made a motion to approve seconded by Trustee Detlefs. On voice vote: AYES: 6 Due to the unanimous voice vote, this item will be placed on the consent agenda at the next meeting. g. Consideration of a revision to an Ordinance approving rezoning, final site plan review, associated variations, and final subdivision of Sanders Road. Approved on First Reading Ordinance No Director Bak said the subject property is at the far northwest corner of the Village at I-294 and Sanders. A 2007 ordinance was adopted by the Village for rezoning, site plan and modifications. A Scribner s error for the two addresses was discovered in connection with the sale of one of the buildings. The ordinance before the Board is to correct this technical error. A request was made to waive administrative rules and adopt on first reading. Trustee Britton motioned to waive administrative rules and adopt on first reading seconded by Trustee Jenny. AYES: 6 Trustees Cuisinier, Detlefs, Jenny, Karton, White, Britton Trustee Britton made a motion to approve seconded by Trustee Jenny AYES: 6 Trustees Detlefs, Jenny, Karton, White, Britton, Cuisinier h. Continuation of budget workshop. Completed prior to tonight s business meeting. 12. ADJOURNMENT Trustee Britton made a motion to adjourn to executive session seconded by Trustee Jenny. On voice vote: AYES: 6 The meeting adjourned to executive session at 9:29 PM Respectfully submitted, Joanne McDonagh, Recording Secretary ATTEST