VILLAGE OF GLENVIEW BOARD OF TRUSTEES MEETING August 2, 2011 M I N U T E S

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1 The Village Board of Trustees regular meeting August 2, Page 1 of 7 VILLAGE OF GLENVIEW BOARD OF TRUSTEES MEETING August 2, 2011 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 Kerry Cummings, Trustee Patrick Cuisinier, Trustee Paul Detlefs, Trustee Michael Jenny (arrived after roll call), Trustee Deborah Karton, Trustee Philip White Absent: Trustee Scott Britton Also Present: Village Manager Todd Hileman, Deputy Village Manager Don Owen, Village Attorney Eric Patt, Director of Capital Projects Joe Kenney, Director of Public Works Jerry Burke, Assistant Director to the Director of Public Works Brett Barganz, Director of Development Mary Bak, Assistant to the Administrative Services Director Sarah Schillerstrom, Recorder Joanne McDonagh A quorum was reached. 2. FLAG CEREMONY President Cummings led those present in the Pledge of Allegiance. 3. APPROVAL OF MINUTES June 14, 2011 Board of Trustees Workshop Meeting Page 4, 2 nd full par., reword to read in terms of understanding rents then strike the rest of the sentence. In 4 th full par, last sentence, reword to read for matching grants due to the formal plans that have been completed then strike the rest of the sentence. Page 5, 3 rd par., reword to read have different rights so their and 3 rd par. from bottom reword as Village owned catalyst-type On Page 6, par. 6 reword to read downtown may look Page 7, 7 th full par (mid page), change pursed to pursued Trustee Detlefs made a motion to approve as amended seconded by Trustee Jenny On voice vote: AYES: 5 ABSENT: 1 July 19, 2011 Board of Trustees Regular Meeting Page 3, 3 rd full par. last line, reword to read residents more efficiently and using taxpayer dollars more Page 4, renumber consent agenda so numbers are in consecutive order. Page 9, 5 th full par., end last sentence with each other and strike the word sideways. Trustee White made a motion to approve as amended seconded by Trustee Detlefs. On voice vote: AYES: 4 ABSENT: 1 ABSTAINED: 1 Trustee Cuisinier abstained as he did not attend the July 19, 2011 meeting. 4. REPORT OF THE VILLAGE PRESIDENT a. Presentation of the GFOA Distinguished Budget Presentation Award for the FY2011 Budget and the GFOA Certificate of Achievement for Excellence in Financial Reporting for FY2009 CAFR Senior Manager at GFOA, John Fishbein, presented two awards to the Village. He was pleased to present this year s GFOA Distinguished Budget Presentation Award program to President Cummings, Village Financial Consultant Darrell Barber and Assistant to the Director of Administrative Services Sarah Schillerstrom. The Village has received this award for the last four years. The Village also won the Comprehensive Annual Financial Report (CAFR) for FY 2009, and has won this annual award for the last 26 consecutive years. It was presented to President Cummings, CFO Ron Amen and Financial Consultant Maggie Bosely. President Cummings thanked staff and the financial team for their hard work and dedication to the Village budgets. The financial information has been outstanding and presented in a very professional manner. The information helps the Board make well-informed decisions on behalf of the residents.

2 The Village Board of Trustees regular meeting August 2, Page 2 of 7 Trustees Detlefs and White shared their appreciation for the efforts of the financial team and communications staff in preparing the financial information for Board review. General announcements Thursday, August 4, 2011 at the Police Department in the Community Room (Lake and Shermer) (1) A community blood drive will be held from 9 AM to 4 PM. Contact Lifesource at to schedule an appointment or register online at with sponsor code 340A. Walk ins are also welcome. (2) The 2012 Village budget process kicks off at 7 PM. A broad brush overview of the current budget will be presented indicating the status of projects at the end of 2011 and how this information will impact the 2012 budget. Residents were encouraged to attend. Tuesday, September 6, 2011 Village Board meeting Commonwealth Edison is scheduled to present its annual report and review of all Glenview circuits, which has been provided for about the last six years. The Board has an opportunity to ask questions and request service improvements throughout all Glenview circuits. Residents were invited to share the experiences of their own neighborhoods by calling or ing the Village prior to the September 6 th meeting or attending in person. 5. REPORT OF THE VILLAGE MANAGER a. Presentation of the 2010 Comprehensive Annual Financial Report Village Financial Consultant Maggie Bosley presented the Comprehensive Annual Financial Report (CAFR) for FY2010 for the Village of Glenview. The CAFR is the final report of the annual audit that was performed this year by the independent auditing firm Miller Cooper. At the end of 2010, the Village had total net assets of $244,169,358 which is comprised of capital assets, restricted assets and unrestricted assets. There was a decline of $5,982,776 in total net assets at the end of 2010 compared to 2009 due to the planned use of those net assets in governmental activities and the delay in receiving a primary revenue source from Cook County at the end of 2010, that is, the TIF Incremental Property Tax. Since these funds were not received in 2010 they were excluded from 2010 total revenues resulting in a fund deficit. Total revenues and expenditures for 2010 were reported in detail by the types of revenues and types of expenditures. Ms. Bosley addressed some of the major funds and their associated revenues, expenditures and the positive/negative change to fund balances as outlined in the CAFR. Major funds include the Special Tax Allocation Fund, Permanent Fund, Internal Service Funds combined, Fire and Police Pension Funds and the General Fund. Trustee White found it difficult to follow the governmental accounting procedures. He asked that future financial information be presented in a manner that makes it easier to track differences in fund balances. After addressing Trustee White s questions, Ms. Bosley agreed that the differences are hard to follow from the fund level rolling up to the Village wide level. Next year she will break out the data further so the numbers are easily traced and more transparent. Trustee Detlefs found some of the accounting rules to be confusing. Because Cook County was late in sending tax dollars owed to the Village in 2010 for the 2009 Tax Levy, the Village s revenues and expenses were out of balance by $5-$6 million. He asked if Glenview was mandated by the government accounting standards to account for the dollars on a cash basis, and if money owed could be accrued. Ms. Bosley said a 60-day accrual is used for property tax that is levied by the Village. Glenview does not levy for the Special tax Allocation Fund (TIF) so those property tax dollars are computed based on incremental value. Since they are not levied according to governmental standards, those collections cannot be accrued. Trustee Detlefs asked if this rule would be revised since the Village can make a reasonable estimate of how much the County owes. CFO Ron Amen indicated that he is unaware of any forthcoming changes to that particular rule. Ms. Bosley concluded her presentation by indicating that the entire CAFR is located on the Village s website under the Administrative Services Department s audit section. Audit Partner Andrew Mace of Miller Cooper presented the Independent Auditors Report. An unqualified (clean) audit opinion has been issued. The financial statements were presented fairly and in conformance with the Generally Accepted Accounting Principals (GAAP). He acknowledged Glenview s additional efforts which earned the Village an award for its CAFR for 26 consecutive years. This accomplishment represents the

3 The Village Board of Trustees regular meeting August 2, Page 3 of 7 highest level of public reporting of financial information by a Village. It also reflects true transparency of financial information to the public. Those wishing to read a summary of the 258-page CAFR can do so by reading the Management s Discussion and Analysis section beginning on page 3. Miller Cooper provided two communication letters. The first confirms that no adjustments were made, there were no disagreements with management or difficulties encountered when the audit was conducted and no communication with other auditors. The audit went very well and the Village s accounting staff was fully prepared for the audit. Last year some comments were made related to the systems of internal controls. This year only one comment was made. The new system in place has greatly improved internal controls. The Village has an excellent organizational attitude regarding controls over the financial assets of the Village. Trustee White referred to the statement at the bottom of both communication letters indicating that the audit information is solely intended for use by the Village President, Board of Trustees and Management and not meant for anyone other than those specified. Mr. Mace said the statements mean the audit report should be considered as a whole and not out of context. Trustee White suggested rewording the existing statements to reflect Mr. Mace s explanation. Manager Hileman added that a detailed transparency page of financial information (i.e. budget documents, employment contracts etc.) is currently being developed which will help residents easily find information. Trustee White complimented staff for doing an excellent job of managing and communicating financial information to the Board and the public. The new level of reporting is done in a rational and transparent way. b. July 23, 2011 Storm Summary (50 year event) Manager Hileman remarked that many calls were received over the last few weeks about ComEd s performance during recent storms and the Village efforts related to storm water management. The following presentation is meant to apprise the public of the Village s progress to date. Director Kenney said 6 inches of rain fell over Glenview July 22 and 23 with four of those inches falling on July 23 between midnight and 3 AM. This significant rainfall in three hours equated to a 50 year storm based on historic almanac data. A number of calls to the Village and many work orders were initiated. The calls related to sewer back up and street flooding, but he noted that not all residents who experience flooding report the incidences to the Village. Flooded basements and back up issues were not surprising since a 50 year storm event exceeds the capacity of Glenview s local conveyance system. Some street flooding is expected especially in areas lacking well defined overland flow routes or storm water detention. Basement back up and street flooding are serious issues. After the August 2007 and September 2008 storms, President Cummings and the Board established a Storm Water Task Force (SWTF) and a Flood Risk Reduction Program which is a storm water master plan. This plan recognizes storm related issues Village wide. An action plan was Board approved on August 3, Its key components are operations and maintenance, local capital projects, regional projects, regulatory modifications, cost sharing programs, implementation or review of possible funding mechanisms and the commitment of a group to monitor the process in an ongoing manner. Goal 1 Eliminate sanitary sewer backup into basements for residents on the Village s public system. Goal 2 Reduce the risks and impacts of over foundation flooding when cost effective and practical. Goal 3 Improve the local drainage system over the long term to current standards throughout the community. Actions taken since the plan was adopted were described. 60 percent of the Village was developed without storm water detention. During 2010 and 2011, the Village implemented inline detention using oversized pipes on roadways being reconstructed (Pfingsten, Beverly and Indian including south of Glenview Road). This helped to reduce drainage issues from the July 23 storm. 17 areas Village wide have had improvements made to existing infrastructure. Although the benefits will be realized more in smaller storms, water issues are expected to be less in larger storms based on studies. The East of Harms Sanitary Sewer Improvement Project is progressing well and moving into phase II. The budgeted Navy by-pass sewer project is the last major component of The Glen drainage plan. A 48- inch pipeline will be used in the development of the Navy disposition parcel. Shermer, Patriot and Compass roads were flooded on July 23 as well as other places in The Glen. Glenview is working with the Village of Niles on water issues at the joint border for Ronald and Harrison streets. A consultant and Glenview s Director of Public Works will share a concept plan with Niles in the next few weeks. The project will address long term flooding issues in both communities.

4 The Village Board of Trustees regular meeting August 2, Page 4 of 7 Downtown, the Dewes, Henley and Harlem project rated high for FEMA pre-disaster mitigation grants. The Village has an active application for $1.2 million in grant dollars for storm water improvements. Many areas in the Village are being monitored and will be addressed as part of a long term plan for storm water management. Regulatory modifications: A few months ago the Board approved staff recommended changes to the neighbor notification process and the as built requirements for medium type projects (big additions etc.). The Village previously required single lot storm water detention but ultimately it was determined that the way the policy was administered Village wide was unfair. The policy was rescinded in the mid-2000s. Clyde Hill, Washington has a model that is cost effective and can be done when a new home is being excavated. Staff is 90 percent complete with the development of that same model. The project will soon be reviewed by the Plan Commission. Regional Projects: Neighborhoods along the north branch of the Chicago River are greatly impacted or indirectly impacted by regional flooding. The Village s storm sewer system can be under water when the river is up. Staff is promoting two major projects which have been supported by MWRD. A 50/50 cost-sharing program (up to $7,500 of a $15,000 project) will benefit residents with gravity systems and sanitary sewer systems that are susceptible to back up, especially in older parts of Glenview. It is believed that residents would likely reduce flooding on their own properties if they knew what to do, so the Village initiated a 50/50 cost sharing program to help. Residents hire a professional engineer to provide a property inspection and recommended solutions. Due to negotiations with Baxter Woodman, the $1,000 cost of these services has been reduced to $800, of which the Village would pay up to half. Applications for both cost sharing programs can be found on the Village website. Glenview is located at the south end of the north branch of the Chicago River water shed. There are numerous communities that discharge to the west fork which flows through the center of the Village and the middle stem which flows along the eastern boundary along the forest preserve. Director Kenney said WF06 and MS14 are areas that MWRD approved this past January for regional storm water projects. WF06 in Northbrook will be expanded by 1000 acre feet to match the existing size of the Techny Basin in Glenview. MWRD will hire a professional engineering firm in 2011 to design a way to lower the high water level throughout Glenivew up to a few feet in some critical areas. MS14 at the east edge of Glenview is a larger project involving a few thousand acre feet and river modifications to help reduce high water elevation and normal water elevation. A project to address storm sewers which are normally under water in the eastern boundary was also recommended. The overall MS14 project is challenging and is lower on the list of projects to be built, but both projects were recommended by MWRD. Staff will continue to track and promote both projects as they will benefit Glenview. As part of the Village Manager s goals and the recommended storm water master plan, the Village will develop a small scope of service to explore whether a storm water utility fee might be sensible for Glenivew. Unlike water and sanitary, storm water funds have no designated funding source. The proposed scope of service will be presented to the Board later this fall. Director Kenney suggested that a charge of $5 per household per month would generate between $1 million and $1.5 million after the fee is in place. Pictures taken after the July 23 rd storm showed roadways underwater due to the river elevation and those unrelated to the river. The recent storms have highlighted the challenges that Glenview has been facing. Trustee Detlefs pointed out there are certain things that the Village can t possibly afford to engineer in order to keep them from happening. The Glen was engineered with state-of-the-art storm water detention and conveyance, but at the height of the July 23 storm when 4 inches of rain fell over a short period of time, Independence Avenue had waist deep water. The pipes were full and there was no where for the water to go. President Cummings clarified that keeping rain on the streets temporarily helps to avoid basement flooding. In response to Trustee Cuisinier, Director Kenney said the July 23 rainfall filled 75 percent of the Techny Basin (basin 32A in Northbrook and basin 32C in Glenview). Village staff and a few SWTF members are working with MWRD to explore how 32A and 32C are functioning during major storms. On July 23 the river crested with plenty of volume still available in basin 32C. When MWRD hires the engineer to do the preliminary engineering for the Northbrook expansion, the standard operating procedures for the basin systems will be reviewed. This is important because it has not been done for several decades and there have been a significant number of major storms in recent years. The goal is to make sure all systems are full before water flows over the top of foundations. Techny Basin is working well but MWRD agreed to explore whether it could be optimized more.

5 The Village Board of Trustees regular meeting August 2, Page 5 of 7 Trustee Cuisinier asked about residential flooding caused by the flooded Glenview golf course. He recalled that a plan was developed to address drainage related to this area. Director Kenney said the project is currently being engineered. Shermer was reconstructed with detention. The size of the restrictor equalized the detention on both sides of Shermer. Resident feedback showed there was significant water on the street but it drained quicker than in the past. Staff is working with the Park District to provide two acre feet of detention on the Park District golf course property at hole 1 and hole 3 as they are upstream of the problem areas. Neighbor discussions have helped tweak the golf course project as needed. The intention is to construct the project in phases starting this fall with $150,000 of state grant money. President Cummings thanked Director Kenney for his comprehensive report. It helps the public understand the progress made on goals established by the SWTF. Residents were encouraged to contact the Village to report what has occurred in their own particular neighborhoods. 6. REPORT OF THE VILLAGE ATTORNEY Village Attorney Eric Patt requested a brief executive session at the conclusion of this meeting to discuss the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the Village and to discuss pending or imminent litigation. Trustee Detlefs made a motion to approve seconded by Trustee Jenny. AYES: 5 Trustees Detlefs, Jenny, Karton, White, Cuisinier 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 an Ordinance approving an official map amendment, comprehensive plan amendment, rezoning and final subdivision for Taco Bell at 9870 N Milwaukee Avenue. Approved Ordinance No ii. Second consideration of an Ordinance approving Rezoning at 2335 Sanders Road Utilities, Inc. Approved Ordinance No iii. Second consideration of an Ordinance to extend the termination of a site plan review for 3235 N Milwaukee Avenue Regency Townhomes. Approved Ordinance No b. New Business i. Consideration of a Resolution authorizing the purchase of 6 heavy-duty dump trucks from Prairie International Trucks, Inc., of Springfield, IL, in the amount of $651,261 plus a 3 percent contingency for a total of $670,799 as well as salt spreaders for the trucks from Flink Company of Streator, IL, in the amount of $16,815 plus a three percent contingency for a total of $17,319. Approved Resolution No ii. Consideration of a Resolution authorizing the execution of a one-year contract extension with G & L Contractors, Skokie, IL, for debris hauling and stone delivery services in the amount of $318,600.00, plus an eight percent (8%) contingency for a total contract amount of $344, Removed from Consent Agenda for Review. iii. Consideration of a Resolution and Recommendation authorizing execution of a contract with Intermedix, Inc. of Fort Lauderdale, Florida to provide ambulance billing and electronic patient care. Approved Resolution No iv. Consideration of the approval of the voucher list for August 2, Approved A request was made to remove consent agenda item 9b-ii for review. Trustee Jenny made a motion to approve as amended seconded by Trustee Detlefs.

6 The Village Board of Trustees regular meeting August 2, Page 6 of 7 AYES: 5 Trustees Jenny, Karton, White, Cuisinier, Detlefs 10. OLD BUSINESS 9b-ii Consideration of a Resolution authorizing the execution of a one-year contract extension with G & L Contractors, Skokie, IL, for debris hauling and stone delivery services in the amount of $318,600.00, plus an eight percent (8%) contingency for a total contract amount of $344, Approved Resolution No In response to Trustee White, Director of Public Works Jerry Burke confirmed that the budgeted amount is a projection of service while the actual billing will be based on individual hauling and delivery services performed. Trustee White made a motion to approve seconded by Trustee Jenny AYES: 5 Trustees Karton, White, Cuisinier, Detlefs, Karton 10a. Reconsideration of a denial for an Ordinance approving an official map amendment, planned development with associated variations, rezoning, site plan review and preliminary subdivision for 2101 Saipan Drive Pulte Homes Regency at the Glen. CONTINUED UNTIL SEPTEMBER 6, NEW BUSINESS a. Village Chipper Assistant to the Director of Public Works Brett Barganz reported on the proposed resolution to purchase a new chipper and the ordinance to dispose of an old chipper. While responding to the June 21 storm, the Village s ten-year old chipper was damaged. Staff recommends replacing the broken chipper since the cost to repair it is more than its value. It will be replaced with the same model (BC1800) purchased from Vermeer Midwest through a not-for-profit national joint purchasing alliance contract in Minnesota. This is the only purchasing organization that has a contract with Vermeer Midwest. Vermeer will pay Glenview $5,000 for the old chipper. i. Consideration of a Resolution authorizing the purchase of one chipper from Vermeer Midwest, Inc., via a National Joint Powers Alliance contract in the amount of $51,893 plus a three percent contingency for a total of $53,450. Approved Resolution No Trustee Karton made a motion to approve seconded by Trustee White AYES: 5 Trustees White, Cuisinier, Detlefs, Jenny, Karton ii. Consideration of an Ordinance declaring the Village s old chipper as surplus property. Approved on First Reading Ordinance No Trustee Karton motioned to waive administrative rules and adopt on first reading seconded by Trustee Jenny AYES: 5 Trustees Cuisinier, Detlefs, Jenny, Karton, White Trustee Karton made a motion to approve seconded by Trustee Jenny

7 The Village Board of Trustees regular meeting August 2, Page 7 of 7 AYES: 5 Trustees Detlefs, Jenny, Karton, White, Cuisinier b. Consideration of an Ordinance to extend the expiration of a conditional use ordinance for a personal training use at 1806 Johns Drive. Approved on First Reading Ordinance No Director Bak explained that when a conditional use is reestablished, the lease term allows the conditional use to continue until it is abandoned again for a three month period. Staff s preference is to avoid the three month termination period. The business owner asked for five months to allow enough time to conclude the lease negotiations which may actually occur sooner than five months. Trustee Karton suggested that the business owner may prefer a one year extension to accommodate any postponements that might come up. Director Bak responded that the owner felt that five months was adequate. Trustee Karton motioned to waive administrative rules and adopt on first reading seconded by Trustee Jenny AYES: 5 Trustees Detlefs, Jenny, Karton, White, Cuisinier Trustee White made a motion to approve seconded by Trustee Jenny AYES: 5 Trustees Jenny, Karton, White, Cuisinier, Detlefs c. Consideration of an Ordinance amending the Vehicle and Traffic Municipal Code in conjunction with the Library Site. Approved on First Reading Ordinance No There were no questions or comments from the Board. Trustee White motioned to waive administrative rules and adopt on first reading seconded by Trustee Jenny. AYES: 5 Trustees Karton, White, Cuisinier, Detlefs, Jenny Trustee White made a motion to approve seconded by Trustee Detlefs AYES: 5 Trustees White, Cuisinier, Detlefs, Jenny, Karton 12. ADJOURNMENT Trustee White made a motion to adjourn to executive session seconded by Trustee Detlefs. On voice vote: AYES: 5 ABSENT: 1 The meeting adjourned at 8:55 PM Respectfully submitted, Joanne McDonagh, Recording Secretary ATTEST