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HomeMy WebLinkAbout2008-03-24 MinutesCALL TO ORDER I. ifillage President Rick Krier called fhe meeting fn order at 7:30 p.m. and led the assemblage in the Pledge of r'+.ilegiance. II. Village Clerk Carol Fritzshall called the roll. Present were: Trustees Georgianne Brunner, Shel Marcus, Rifa Minx, Dan Staackmann, and John Thill. Mayor Krier announced that he had just been given a copy of an email sent to Corporation Counsel Liston and Clerk Fritzshall from Trustee Roy Kogstad. Trustee Kogstad's email explained that he could not be physically present due io a family illness, but he wanted to cast his vote on a particular matter before the board tonight via email. Mayor Krier asked Ms. Liston if that was legal. She responded that the Open Meetings Act does allow participa- tion from a Board member via telephone, and, in fact, Trustee Marcus had recently joined a Special Board Meeting telephonically. Ms. Liston said she had spoken with Trustee Kogstad and he had said he would call her cell phone if he could attend telephonically. His email cited a relevant section of the Open Meetings Act that would seem to permit email, instant message, or telephone participation. Ms. Liston pointed out the Act does not intend for discussions of business to occur over email or instant message, because then the public is not privy to those discussions. She said that Section 7 of the Act discusses attendance, and says that, if a quorum is physically present, they may, by majority vote, allow a rnember to attend via "other means" (specifically, video or audio conference) if the member is absent due to personal illness, business, or a family emer- gency. As far as sending a particular vote in via email, Ms. Liston said she had researched the Attorney General's website and could find no cases or opinions that would support-or not support-allowing a vote to be emailed. She said the Board needed to vote on two things: (1) whether or not to allow Trustee Kogstad to attend via telephone, and (2) whether or not to allow him to cast his vote electronically. Mayor Krier said he would be in favor of allowing Trustee Kogstad to attend telephonically, and asked if anyone had any objections. No one did. As far as emailing his vote, Mayor Krier said he felt that would set a bad precedent. Trustee Brunner said it concerned her because there would then be ne r~artiripation in a discussion. Trustee Thill asked if a trustee could give his vote to a fellow ";rusiee. as a "proxy". Ms. Liston said'the Board could develop rules that would allow it, but currently, there is no case law that supports it. Mayor Krier felt to do so would be a violation of the spirit of the law, and that it would be doing a disservice to the public. He called for a motion supporting Trustee Kogstad's emailed vote. There was no motion or second, and thus no further discussion on the matter. ,,: III. APPROVAL OF MINUTES Regarding the Minutes of the March 10, 2008 Regular Meeting, Mayor Krier asked if anyone had any changes or corrections to the Minutes. Seeing none, Trustee Minx moved, seconded by Trustee Marcus, to approve the March 10, 2008 Regular Meeting Minutes as presented. Motion passed unanimously via voice vote. IV. PUBLIC HEARINGS NONE V. 8'.PECtAL REPORTS NONE VI. RESBDEf~bTS' COMMENTS (Agenda Items Only) Eric Poders. Mr. Poders commented on Resolution 08-18, which would authorize a lease agreement between the Village and Denali Spectrum Operations for an antenna on the north water tower. He said it was good to see arevenue-generator like this. He guessed that there are numerous co-located fixtures on the north tower, but asked about the south tower, and wondered if the Village could tax the ComEd tower ar the John Crane tower. Mayor Krier said he'd have Administrator Wade answer Mr. Poders' questions when the resolution was presented later in the meeting. VII. PRESIDENT'S REPORT a. Proclamation Mayor Krier proclaimed the month of April 2008 as "Sexual Assault Awareness Month" in the Village, and urged all citizens to commit to taking action against rape and sexual assault. He said that, witli leadership, dedication, and encouragement, and through increased awareness, there is compelling evidence that there can be a successful reduction in crime. b. Appointments Mayor Krier sought the Board's concurrence in appointing William Zimmer to the Appearance Commission for athree-year term. This had been tabled at the March 10'h meeting. Trustee Minx moved to concur with the Mayor's appointment, seconded by Trustee Brunner. Motion passed: 4 ayes, 1 nay, 1 absent. Tr. Brunner ~ Tr. Kagstad at+sent Tr. Marcus ave Tr. Minx ~ Tr. Staackmann nay Tr. Thill ,,: Vlll, CLERK'S REPORT Clerk Fritzshall had no formal report. She announced that the Cook County Board had author- ized the re-opening the appeal process for property assessments, from now until March 31, 2008. She encouraged everyone who still wanted to appeal their assessments to stop by Niles Township and speak to the Niles Township Assessor, Scott Bagnall, or call the township administrative offices at (847) 673-930p. IX. S1"A€~F ~2EPOiRI"S A. Village Administrator Mr. Wade announced that there would be a Board Workshop at 6:30 p.m. on Monday, March 31, 2008, in the Trustees' Conference Room to discuss and review a water rate analysis. This is an analysis of fhe Village's water rates and future infrastructure needs and will feature a presentation by Municipal Financial Services, a consulting firm. This workshop will be videotaped and telecast. Mr. Wade asked Public Works Director Andv DeMonte to update the Board about this past winter and its effect on the Village. Mr. DeMonte said that the total snowfall this winter was double last year's-thus the hours worked and the cost were also over budget. He said that the Village's salt purchase had been made in the summer, and the Village paid $40 or $50 per ton for it. With the current salt shortage, prices are now in the range of $150 to $160 per ton. This is something that's out of the Village's control. He said it's difficult to budget this kind of thing. If you always budget the "worst case scenario," it "inflates" the budget because most years aren't "worse case". He said the Village tries to come up with "average" and budget accordingly. Mr. DeMonte said, at this point, he will now be looking at the Public Works' budget to see if there's anything that could be postponed until the next budget year. He said the Village views snowplowing and salting as "essential services" so they didn't stop purchasing salt, in spite of the high prices. Mr. DeMonte then provided several statistics indicating the differences between this winter and last year's winter, including the total cost-last year's winter cost the Village $361 ,583, and this year's (to date) has cost the Village $771,085. Trustee Thill asked Mr. DeMonte how many vehicles the Village runs when doing the snow- plowing and salting. Ne.responded, "about 20, with three or four more concentrating on alleys." B. Corporation Counsel; Ms. Liston had no report. , i'j` tl , s,p ~.i I, .. 4 f{~. fy t eC t . Sa !: ~ .,. 4 ,r~~, i iy.:n fla$:, u. sa ~~ i , i` ;, ,7;~'.~111f1t1t85 X1}~110rAh $4.`i+~d7}BOdBt McBYlii~.. X. A. Trustee Brunner: TRUSTEES'REPORTS Trustee Brunner had no formal report. She reminded the assemblage about "Earth Hour" this coming Saturday, March 29, and encouraged everyone to turn off all non-essential lights during the hours of 8:00 fo 9:00 p.m. to support Yhis initiative. 2. Trustee Brunner announced tt7at the Gomitrunity Relations Commission will be holding a recognition ceremony for residents who've lived in the Village an aggregate of 65 years or longer. Anyone who meets that criteria should call the Senior Hotline at (847) 470-5223 and leave their name, address, phone number, and how many years they've lived in the Village. The recognition ceremony will be tied to the grand opening of the Historical Society's new Education Center 8. Trustee Koqstad: Trustee Koqstad was abser>t-nc report. C. Trustee Marcus: Trustee Marcus presented Resolution 68-76, Authorization for the Purchase of Police Pursuit Vehicles Through the hBorthvrrest Municipal Conference Suburban Purchasing Cooperative. He explained that these will replace high mileage vehicles currently being used by the Police Department. Four cars were approved in the '2008 Budget to be purchased at a cost of $88,000. The actual purchase price through the Northwest Municipal Conference suburban purchasing cooperative is X85,759. Trustee Marcus moved to approve Resolution 08-16, seconded by Trustee Brunner. Motion passed: 5 ayes, d nays. Tr. Brunner a~ Tr. Koqstad al~serat Tr. Marcus aye Tr. Minx ~ Tr. Staackma,nn afire Tr. Thill aye 2• Trustee Marcus commented regarding the Village vehicle stickers. He said that a resident had suggested to him that perhaps next year there could be a contest in the elementary schools to design the 2009 vehicle sticker. Mayor I<rier said it could be looked into. 3. Trustee Marcus also had a couple of suggestions about appointments. He felt that all the vacancies in the various commissions should be listed on the Village's vvebsite as well as on s !,!sted posted in \/illage Hall. He thought that this would be a good way of getting the word out so that anyone interested in a particular commission couid apply. Mayor Krier responded that there is a downloadable application form on the website for anyone interested in being on a commission, although the vacancies themselves are not listed. They mayor said he does keel a file of names of people who've indicated an interest in serving on a commission. ,,: X. TRLESTEES' REPORTS (continued) D. Trustee Minx: 1. Trustee Minx presented Resolution 08-17, Authorization to Execute a Contract with Johler, Inc., for the Demolition and Removal of the Structure at 872'l Narragansett Avenue ViFithin the Dehigh/Ferris Redevelopment District. She said the Village had been acquiring properties in an effort to assemble sites suitable for redevelopment. This particnlare property had been purchased in December of 2000. The structure is vacant and poses a safety threat due to its disrepair. In the future, an outside firm will be sought to develop the site in a manner that will satisfy the objectives of the Redevel- opment Plan and be compatible with the surrounding residential properties. The estimated value of this demolition contract is $17,600. Trustee Minx moved to approve Pesolution 08-17, seconded by Trustee Thill. Motion passed: 5 ayes, 0 nays. Tr. (Brunner a~+e Tr. Kogstad alby~nt Tr. Marcus Tr. Minx ~? Tr. Staackmann ~ Tr. Thill 2• Next, Trustee Minx presented for a first reading Ordinance 08-08, Adopting Updates to Ambulance Service Fees. This ordinance vdill restructure the ambulance service fees referred to in Title 9, Chapter 7, of the Village's Municipal Code. The restructure because, in 2006, Medicare and private medical insurance companies began to disallow the payment of itemized ambulance service fees in favor of a "bundled fee" concept. Bundling of fees simplifies the billing process and eliminates the itemization of services. A. flat rate based upon level of service will be assessed. By moving to the bundled fee concept, the Village will receive the following benefits: (1) Enhanced efficiences for the receipt of payments for services; (2) Alignment of the Village's fee structure to that established by Medicare and major private insurance carriers, which will decrease the number of denied claims; (3) A reduction in the ambulance billing vendor's service charge from 9% of gross charges to 6% of gross charges. The overall result is that the Village will receive payment faster and at an increased level. It is anticipated that these modifications will represent an estimated revenue enhancement of approximately $44,000 annually. There was no further discussion regarding Ordinance 08-08. 3. Trustee Minx then presented Resolution 08-23, Authoe•izing the Execution of a Contract with Dataprose, Inc., to Provide Utility 5a1ting Seraaices. She explained that, since 2001, the Village has used a third party vendor for the delivery of residential and commercial water billing. The contract with the current vendor has expired, so a request for bid went out. Two vendors submitted bids, with Dataprose, Inc., being the lowest qualified bidder at a cost of $6,000 per year for three years. This is a savings to the Village of aver $9;000 annually. Trustee Minx moved to approve Resolution 08-23, seconded by Trustee Thill. Motion passed: 5 ayes, 0 eaays. Tr. rBrunner ~ Tr. l4ogstad absent Tr. Marcus ave Tr. Minx ~? Tr. Staacicmann ~ Tr. Thill ave !1: X. TRUSTEES' REPORTS (continued) E. Trustee Staackmann Trustee Staackmann had no formal report, but encouraged everyone to attend an ESDA presentation regarding Severe Weather Emergency Preparedness. The presentation will take place on Thursday, April 10, at 7:00 p.m. at the Civic Center. Trustee Staackmann. also expressed his condolences to ESDA Director John Hi!! on his recent loss. Mayor Krier expressed his condolences as +nrell, and thanked John for putting this program together. Trustee Thill Tn.istee Thilf presented Reso@ution 08-18, A Resolution Approving and Authorizing a Le- ase ,agreement f3et~~reen the Village of Dorton Grove and Dena9i Spectrum Operations LLC Coneerning Real Property Owned by the Village and Located at 8820 National Street. -trustee Thill explained that the Village has for several years leased space on the north ele- vated water tank for the placement of antennas and related communications equipment. Re- cently, staff has negotiated a lease with Denali Spectrum Operations, LLC to place an addi- tional antenna on the water tower. The Village will realize revenue from this lease in the amount of $29,000 in the initial year with a 3% increase thereafter. The original term of the lease is fora 10-year period and the lessee has the right to renew the lease for four additional five-year terms. Tn€sfae l'hill moved, seconded by 1'nasf.F=e Minx, to approve Resolution 08-18. Motion passed: 5 ayes, 0 nays. Tr. Brunner a owe Tr. l4oystad absent Tr. Marcus ave Tr. ~iirx ~~ Tr. Staackmann awe Tr.'t'hilV ave 2. Next, Trustee Thill presented Resolution 08-19, Authordzation for the purchase of Two Ford Fusions and One Ford E-150 Pick-Up Truck. He explained that these vehicles will replace three existing vehicles in the Building Depart- ment as inspection vehicles. Current practice is to use older Crown Victoria squad cars. Due to fuel and pats costs; that practice: no longer makes economical sense. The new vehicles will be more fue! efficient. Funds have been approve6 in the 2008 Budget in the amount of $325,300 for replacement of vehicles and related equipment. The vehicles to be replaced un- der `;his resolution will be in the arnountnf $44,561. Trustee Thill moved to approve Resolution 08-19, seconded by Trustee Minx. Motion passed:. 5 ayes, 0 nays. Ti^. 8?runner gye Tr. kCogstad aL~sent Tr. Marcus ave Tr. Minx ~ Tr. Staackmann ~ Tr. Thiil ave 3. Tn~stee Thi{l then introduced Reso".ution 08-? 0, authorizing the Sale of Surplus Personal Property OwrnecC @r~}r 'the Vi9Bay~e rat Mor4:on Groove. X. TRUSTEES' REPORTS (continued) Trustee Thill: (continued) He explained that this is for the sale of several motor vehicles deemed surplus property via the Northwest Municipal Conference's auction. The vehicles for sale area 1989 Ambulance, a 1987 GMC 250 Utility truck, and a 1981 Salter/Plow. Trustee Marcus asked where the bid forms need to be submitted. Public Works Director Demonte said they should be submitted to the NWMC's auction house (C)benauf Auction Service, inc.). (he auction itself vein be held on May 3"~ at the Arlington Heights Public Works garage. Trustee Thill moved to approve Resolution 08-2C passed: 5 ayes, d nays. Tr. Brunner tie Tr. Kogstad Tr. M'snx ~ Tr. Staackmann seconded by Trustee Brunner. Motion absent Tr. Marcus ave ire v Tr. Thill aye 4. Trus{;ee Thin next presented Resolution 08-21, Authorizing the Annual Memorial Day Pa- rade and GEasure of Dempster Street. Trustee Thill explained that the Illinois Department of Transportation requires the Village to adopt an ordinance approving the closure of Dempster Street. Trustee Thill amended the resolution to reflect the true date of the Memorial Day Parade, which is Sunday, May 25. Trustee ThiN moved to adopt Resolution 08-21 Motion passed: 5 ayes, ®nays. Tr. Brunner ~ Tr. Kogstad Tr. Minx ~ Tr. Staac6<mann as amended, seconded by Trustee Minx. absent Tr. Marcus aY? Tr. Thill aye Trustee Thill bro!~ght forward Reso9utkon OB-22, Authorizing the Annual July 4 Parade and Closrare of Deeaapster Street. Again, this is required by the Illinois Department of Transportation. This resolution authorizes the closure of Dempster Street on July 4 between the hours of 2pm and 4pm for the annual parade. Trustee Thill mound to approve Resolution OS-22, seconded by Trustee Brunner. Moti®n passed: 5 ayes, 0 nays. Tr. Brunner aye Tr. Kogstad absent Tr. Marcus Tr. Minx ay_e Tr. Staackmann aye Tr. Thill XI. f~TftER BUSIhtESS Administrator Wade responded to Mc Poders' questions from earlier in the evening. As far as taxing privately-owned towers, the Village would have to research that. Those owners are already assessed real estate tax, and Mr. Wade said he was not aware of any other taxes im- posed an them. ,4s far as the IocatEon of the various antennas, he said most are on the north tower cn National Avenue because it's a better site for cellular use than the south tower's site. e r: Xi i. 1NA R i2A 6~iTS Trustee Minx presented the Warrant Register for March 24, 2008, which totaled $434,075.77. She moved to approve the Warrants as presented, seconded by Trustee Brunner. Motion passed:. 5 zyes, 0 nays. Tr. iSrunner a_y~ Tr. Kogstad absent Tr. Marcus Tr. Minx a~ s'r. Staackmann ave Tr. Thill ave Xlll. kESif~EiVTS' CCtMMEIVTS Biil Zimmer. Mc Zimmer thanked the Board for their confidence in him and said he was disappointed that Trustee Kogstad hadn't attended to cast his vote. Trustee Marcus said he forgot to mention a task force committee report. Mayor Krier said that would be discussed in Executive Session. XIV. ADJOU62PIMEtVTfEXECUTIVE SESSIOFJ There being no furtherbusiness, Trustee flinx moved io adjourn to Executive Session to discuss personnel, labor negotiations, and real estate. The motion was seconded by Trustee Marcus. Motion passed: 5 ayes, 0 nays. Tr. Erunner ~p Tr. Kogstad absent Tr. Marcus ave Tr. Minx ~ Tr. Staackmann aye Tr. Thill ave The Board adjourned to Executive Session at 8:22 p.m. Mayor Krier called the Executive Session to order at 8:35 p.m. In attendance were: Mayor XIV. Krier, Clerk Fritzshall, Trustees Brunner, Marcus, Minx, Staackmann, and Thill. Also present were P,dministrator Wade, Corporation Counsel Liston, Community & Economic Development Director Neuendorf, and Steve Friedman of SB Friedman and Company. There being no further business, Trustee Minx mo~ded to adjourn the Executive Session at 9:17 p.m. The motion was seconded by Trustee Brunner and passed unanimously via voice vote. Trustee Minx then moved to adjourn the regular meeting. The motion was seconded by Trustee Brunner and passed unanimously via voice vote. The regular meeting adjourned at 9:18 p.m. av: c PASSED this 14th day of April, 2008. Trustee Brunner ~~ .~-_ Trustee Kogsted _ _ Trustee Marcus _ Trustee Minx i Trustee Staackmann d% Trustee Thill A .PT~OVED`jby me his 1 +frh day of April, 2008. / / t`•--Rid and Krier, Village President Board of Trustees, Morton Grove, Illinois APPROVED and FILED in my office this 15th day of April, 2008. .~ Carol A. Fritzshall, Village Cler Village of Morton Grove Ccok County, Illinois Mlnures by. Teresa Cousar