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HomeMy WebLinkAbout2b. 07/14/2015 Financial Planning Workshop Minutes FINANCIAL PLANNING WORKSHOP MINUTES JOINT MEETING with VILLAGE BOARD and FINANCE COMMISSION July 14, 2015 I. CALL TO ORDER The meeting was called to order at 6:30 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Arlene Juracek. II. ROLL CALL Trustees present included Paul Hoefert, John Matuszak, Steven Polit, Richard Rogers, Colleen Saccotelli, and Michael Zadel. Finance Commission members included Commission Chair Vince Grochocinski, Pam Bazan, Trisha Chokski, John Kellerhals, and Mary Rath. Staff present included Acting Village Manager David Strahl, Community Development Director Bill Cooney, Public Works Director Sean Dorsey, Finance Director David Erb, Police Chief Timothy Janowick, IT Director Joan Middleton, Community Development Deputy Director Consuelo Andrade, Police Deputy Chief Michael Eterno, Police Deputy Chief Timothy Griffin, Finance Deputy Director Lynn Jarog, Fire Deputy Chief Brian Lambel, Public Works Deputy Director Jason Leib, Vehicle Division Superintendent James Breitzman, Fire Marshal Bryan Loomis, and Administrative Analyst Alexander Bertolucci. III. CITIZENS TO BE HEARD None IV. ALTERNATIVE FUEL STUDY Public Works Director Dorsey stated the Alternative Fuel Study utilized a fficacy, and financial cost of alternative fuel technology. He introduced tant, Mercury Associates, who worked in conjunction with Public Works Department vehicle maintenance staff to produce the Alternative Fuel Study. Mercury Associates President, Paul Lauria, stated their vehicle fleet range in size and includes several municipalities with similar in size to Mount Prospect. He stated the study assessed the feasibility of adding alternative fuel vehicles (AFVs) to He stated the AFVs used in the analysis are all commercially available and would not require retrofitting existing vehicles. Mercury Associates Senior Consultant, Scott Conlon, stated the study looked at four types of alternative fuels, E85 Ethanol, Compressed Natural Gas (CNG), Liquid Petroleum Gas (LPG) Propane, and Hybrid/Plug-in Electric. He stated Ethanol has less energy content resulting in noticeable loss of fuel mileage compared to conventional fuel and the prices of ethanol are known for being highly volatile. He addressed the capital outlay costs of servicing CNG and LPG vehicles and estimated return on investment for each AFV type. He said Hybrid/Plug-in Electric vehicles do not meet the operational needs of the Police Department. He stated the Village fleet will see cost 07/14/15 Committee of the Whole Page 1 of 6 savings through the vehicle replacement program as conventional vehicles are improved to meet new national fuel economy standards. He stated currently there are no advantages from AFVs relative low volume and small fleet. He stated the Village does not consume enough fuel to realize return on investment from AFVs and forecasted low prices of conventional fuel make AFVs less cost effective. He stated each alternative fuel technology provided some environmental benefit; however, none of the available technologies are operationally viable or cost effective at this time. General comments from the Village Board and Finance Commission members included the following items: There was a question whether the same conclusions would be made for all municipalities with a smaller fleet size. There was discussion regarding government subsides, tax credits, and grants associated with the production and promotion of alternative fuels. There was question regarding if the analysis assessed transactional costs such as relocating emissions from end users to AFV manufactures. There was a question regarding the availability of LPG filling station in Illinois. There was discussion regarding lessons learned from the study and Public Works will monitor the viability of AFV. It was noted that fuel economy of conventional vehicles will increase 5% per year until 2025. There was a discussion on vehicle emissions from idling and implementing idling policies for village vehicles and possibly for the community to reduce emissions. There were questions on general market trends of AFVs and it was noted that battery manufacturing is experiencing a significate decrease in cost of production. The general consensus was not to invest in AFV at this time, instead the Village will continue to monitor alternative fuels, and capture improvements in fuel efficiency through the vehicle replacement policy and reduce idling. V. 2016-2020 CAPITAL IMPROVEMENTS PLAN(CIP) 1) Introduction Finance Director Erb summarized the CIP planning process and highlighted the new software used to enhance the CIP document. He discussed how the budget process has been advanced by 30 days to provide the Village Board with a draft budget before department cuts and to adjust for uncertainties regarding the state. He stated funds. He stated 2016 projects total $11.6 million and the five-year total for all projects is $65.2 million. General comments from the Village Board and Finance Commission members included the following items: There was a discussion regarding how municipalities are working alongside of legislators and downstate leadership concerning the proposals impact on municipal services. There was a discussion on staff conducting a service risk analysis to prepare if the state reduces municipal revenues (i.e. reducing funds allocated to municipalities from the Local Government Distributive Fund and Motor Fuel Tax) or if the state implements a property tax freeze. 07/14/15 Committee of the Whole Page 2 of 6 2) Community Development Community Development Director Cooney stated that Community Development proposed two projects for 2016. He provided an overview of the Downtown Façade and Interior Buildout Program and Pedestrian Improvements at Busse Ave/Main St. He stated that the design study for Busse Ave/Main Street Pedestrian Improvement is funded this year. He also summarized Community Development CIP projects in the out years of the plan. General comments from the Village Board and Finance Commission members included the following items: There was a question regarding Tax Increment Financing District funds and how funds are limited to uses within the Tax Increment Financing District. There were questions on the demolition of Central Plaza. There was a discussion regarding the perception of pedestrian safety at the intersection of Busse Avenue and Main Street. There were questions about traffic movement and signal timing at downtown intersections. 3) Fire Department Deputy Fire Chief Lambel provided an update on 2015 projects. He presented the 2016 CIP project requests which included active shooter equipment and an inflatable rescue boat with trailer. He stated response processes have changed to permit paramedics to enter active shooter incidents and provide treatment in warm zones. He stated active shooter equipment would be assigned to ambulances and the commander car. He stated the current inflatable rescue boat has been in service for 25 years and recently has undergone repairs to keep it operational. He provided an overview of the remaining 2016 capital purchases that include replacing large diameter fire hoses and appliances to comply with new National Fire Protection Association (NFPA) 1962 standards and replacement of physical fitness equipment. He then presented the Fire Department CIP projects in the out years of the plan. General comments from the Village Board and Finance Commission members included the following items: There were general questions regarding active shooter equipment that included discussion on proactive response procedures, shooters targeting paramedics, paramedic identification on active shooter response equipment, and the use of bulletproof vests. There was a general discussion regarding how the inflatable rescue boat is utilized within the department and advancing the purchase of the boat to this year. There was discussion regarding the proposed 2018 purchase of power stretchers and researching potentially limit exposure to injuries related to moving patients. There was general consensus to advance the purchase of the inflatable rescue boat to this year. 07/14/15 Committee of the Whole Page 3 of 6 4) Information Technology Department Information Technology Director Middleton presented three projects that met the CIP criteria. She stated the IT Department requests the replacement of the telephone call account system purchased in 2008, since the vendor has dropped support of the system. She also stated Microsoft support for Office Suite 2010 ends October 2015 and the CIP proposes updating to Microsoft Office Suite 2016 that will be released later this year. She also presented a project to increase bandwidth to outlying fire stations that would be completed in 2 phases. In 2016, the link between the water tower and station 13 would be improved and in 2017 the link between the water tower and stations 12 and 14 would be improved. General comments from the Village Board and Finance Commission members included the following items: There was a question regarding transitioning to paperless Village Board packets. There was a discussion regarding the Village Board using tablets to receive agenda packets, potential costs and savings from switching to tablets, training and applications for note taking. Acting Village Manager Strahl stated staff has proposed paperless agenda packets previously. He stated the 2015 budget has funds reserved to purchase tablets for the Village Board. He stated saving in reduced paper costs would recover the expense of purchasing the tablets. . There was general consensus to have staff present a proposal to purchase tablets for the Village Board. 5) Police Department Police Chief Janowick discussed organizational redesign and how this was the first year commanders worked on the CIP. He summarized the range firing rd control system project scheduled for 3 quarter 2015. current spray-on-wall bullet absorption material requires special removal and will be replaced with a replaceable block design product. He presented several deferred projects that included furniture purchases totaling $117,000 and renovations of the investigation and administrative sections restrooms, administrative section, and roll call & kitchenette area. He also presented proposed 2019 projects to renovate the first floorrestrooms and the evidence lab. He provided an overview of the reviewed a 2005 space needs analysis that also identified the public safety buildings space limitations. Acting Village Manager Strahl stated the 2005 space study reported that even if the police department was to expand into the fire administration section there would still not be adequate space for the department. He stated Police Chief Janowick has obtained a quote for a phase 2 space study; however, there is a four year wait until the Village would have sufficient debt capacity for a project like building a new municipal building. He stated a new roof, gutters and HVAC units were recently installed at the public safety building. General comments from the Village Board and Finance Commission members included the following items: It was suggested that Village Board and Finance Commission members may want to walk through the police department to see how the space is currently utilized. 07/14/15 Committee of the Whole Page 4 of 6 There was general discussion regarding investing in the current station for the long term, while analyzing alternative options to address the dep. It was noted that building improvements should be made otherwise more significant deficiencies may arise. There was discussion regarding the 2005 space study assessment and solutions proposed at that time. It was clarified that it is not feasible to add equipment to the evidence lab existing layout and that a renovation would be required. repairs. Police Chief Janowick provided an overview of the that included the purchase of four workstations to replace Microsoft XP computers and an to transition away from ruggedized laptops. He also stated the department plans to purchase Microsoft Share Point to improve collaboration, maintain beat logs, scheduling, and performance outcomes. He stated the online version of Microsoft Share Point does not meet Criminal Justice Information Servicessecurity requirements and the department would be required to purchase the server based version. plans to implement an online reporting system that would provide citizens the ability to self-report minor offenses. He also stated that in 2018 the department is exploring the purchase of a license plate recognition system and mobile ticket writer. General comments from the Village Board and Finance Commission members included the following items: There was a discussion regarding tablets designed for law enforcement and examples of how law enforcement has incorporated this technology. There was a discussion on how the one tablet would be used in the Investigation Division. There were questions regarding the online citizen reporting system and if the system was capable to verify if reports are valid. There was a discussion regarding body camera legislation that included available grant funding for purchasing cameras and required video storage capacity. 6) Public Works Department Public Works Director Dorsey stated the Public Works 2016 2020 CIP totals $61.2 million distributed over a number of different funds and $11.1 million in projects are planned for 2016. He stated the Street Improvement Construction Fund includes the street resurfacing program (approximately 6.8 miles of streets annually resurfaced) and the bike route sign project. He stated the largest 2016 CIP project utilizes the Water and Sewer Fund to inspect, repair and paint Water Tank Reservoir 17 for a total of $650,000. He also stated replacement of Louis St. Relief Station is slated for 2016. He presented the replacement of public works 28 year old flat roof that covers the main garage and phase 3 of the Kensington Business Center jogging path rehab. Both projects combined total is $1.7 million and are assigned to the Capital Improvement Fund. He stated the General Fund has $1.3 million in projects planned for 2016 that includes phase 1 to replace the current 20 year old emergency vehicle preemption system with an infrared system. Also, $600,000 is reserved to complete phase 1 engineering studies of critical downtown intersections. He stated in 2016 the Flood Control Construction Fund will be used for upsizing 350 feet of storm sewers at Lavergne/Catalpa and 400 feet of storm 07/14/15 Committee of the Whole Page 5 of 6 sewers at Palm/Cherrywood, since the current storm sewers create a bottle neck in the The storm water improvements would provide a 25 year storm event level of protection. He stated the Public Works Department also plans to purchase pump mounted on a trailer for $85,000 to assist in dewatering the storm sewer system in basins tributary to Levee 37. He stated the Village Hall parking deck was originally constructed in 2004 and it is recommended the deck should be painted every ten years. The objective is to paint one level of the parking deck per year for an estimated total of $100,000 per level/year starting in 2016. He provided a summary of deferments and cuts in the Public Works CIP that included cutting the Melas/Meadows Park Bridge estimated to cost $2.9 million. General comments from the Village Board and Finance Commission members included the following items: There were questions regarding the source of funding, cost of the project, and applicable grant opportunities. There was a general discussion regarding projects funded by the Street Improvement Construction Fund. There were questions regarding the Kensington Business Center Jogging Path reconstruction phases. There was a discussion regarding increases in construction costs, since there is high demand for construction resources in Chicago and the surrounding area. There was a discussion regarding emergency vehicle preemption devices. It was noted that there is no standard system; however, infrared systems are most commonly used. There was a discussion regarding traffic flow and signal timing at critical intersections. Also, staff discussed IDOT and county controlled intersections and Village efforts to make improvements at these locations. There was a discussion regarding storm water pumps installed at Levee 37. There were questions regarding the cost of painting the Village Hall Parking Deck and why the parking deck was painted. Finance Director Erb provided closing comments regarding the CIP and a brief overview of the upcoming 2016 Budget discussion at the Mid-Year Budget Review Workshop on August 11, 2015. VI. None VII. ANY OTHER BUSINESS None VIII. ADJOURNMENT The meeting adjourned at 10:37 p.m. ALEXANDER BERTOLUCCI Administrative Analyst 07/14/15 Committee of the Whole Page 6 of 6