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HomeMy WebLinkAbout2a. Manager's Memorandum 12/15/2015Next Ordinance No. 6226 Next Resolution No. 42-15 VBA 57-15' tR,ls. f 3it:t jJ...y.d 4 1 ,vt ,7 as4 Meeting Location: Mount Prospect Village Hall 50 S. Emerson Street Mount Prospect, Illinois 60056 MANAGER'S MEMORANDUM ORDER OF BUSINESS REGULAR MEETING Meeting Date and Time: Tuesday December 15, 2015 7:00 P.M. I. CALL TO ORDER 1111. ROLL CALL Mayor Arlene A. Juracek Trustee Paul Hoefert Trustee Richard Rogers Trustee John Matuszak Trustee Colleen Saccotelli Trustee Steven Polit Trustee Michael Zadel III. PLEDGE OF ALLEGIANCE: Trustee Zadel IV. INVOCATION: Trustee Polit FINAL ACTION MAY BE TAKEN BY THE VILLAGE BOARD ON ANY ITEM LISTED ON THIS AGENDA V. APPROVE MINUTES OF REGULAR MEETING OF November 17, 2015 APPROVE MINUTES OF REGULAR MEETING OF December 1, 2015 VI. *MONTHLY FINANCIAL REPORT AND APPROVE BILLS (To be considered under CONSENT AGENDA) VII. MAYOR'S REPORT A. ACCOLADES HOLIDAY DECORATIONS AWARDS A representative from the Special Events Commission will present the awards. B. APPOINTMENTS ANY INDIVIDUAL WITH A DISABILITY WHO WOULD LIKE TO ATTEND THIS MEETING SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 50 SOUTH EMERSON STREET, 847/392-6000 or djarosz@mountprospect.org VIII. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD IX. CONSENT AGENDA All items listed with an asterisk are considered routine by the Village Board and will be enacted by one motion. There will be no separate discussion of those items unless a Board member, or resident from the audience, so requests, in which event the item will be removed from the Consent Agenda and considered in its normal sequence on the agenda. X. OLD BUSINESS PUBLIC HEARING This public hearing, called pursuant to proper legal notice having been published in the Daily Herald on December 4, 2015, for the purpose of presenting the proposed 2016 Budget for the fiscal year beginning January 1, 2016 and ending December 31, 2016. The purpose of this public hearing is to provide residents and other interested parties with an opportunity to comment on the proposed 2015 property tax levy for the Village of Mount Prospect, including the Mount Prospect Public Library. The Mayor will open the public hearing for any public comment and a short presentation will be provided by Finance Director Dave Erb. This is the second reading with the first reading occurring on December 1, 2015 regarding the property tax levy. This is the final opportunity to offer additional comment to the Village Board regarding the 2015 Property Tax Levy. A. 2"d reading of AN ORDINANCE AUTHORIZING THE LEVY AND COLLECTION OF TAXES FOR THE CORPORATE AND MUNICIPAL PURPOSES OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2015 AND ENDING DECEMBER 31, 2015. (Exhibit A) This requested action relates to the first in a series of ordinances that are part of the budget approval process the next two ordinances are also related to this process. Approval of these ordinances will constitute the final approval of the Village's 2016 budget. Prior to December 22, 2015 the Village must have on file with the County Clerk its 2015 tax levy ordinances. The Village will receive proceeds from the 2015 tax levy in 2016. The Village Board discussed the proposed 2015 tax levy multiple times during 2015, most recently at its October 27th Committee of the Whole meeting. Staff recommends a net Village tax levy of $18,312,756, an increase of 3.28% from the prior year. The Mount Prospect Library Board approved their tax levy request at its meeting on October 15, 2015. They are asking for a total levy, inclusive of a 2.0% provision for loss and cost, of $10,850,675. This represents an increase of 3.0% over the 2014 levy. The Village's 2014 equalized assessed valuation (EAV) is $1,390,377,678. Our 2015 EAV is estimated to decrease approximately 1.6% from the prior year based on historical trends. The final 2015 EAV will not be available until summer 2016. The Village's 2015 tax rate is estimated at $1.339, compared to the 2014 rate of $1.276. The Library's 2015 tax rate is estimated at $0.793, compared to the 2014 rate of $0.758. For illustration purposes only, a home with an EAV of $95,386 (a market value of approximately $350,000) in 2014 will pay taxes of $1,141 to the Village of Mount Prospect and $678 to the Library for the levy extended in 2015. Assuming valuations do not change, the Village portion of the levy for a typical home will increase $37 while the increase in the Library levy is $20 from the levy extended in 2014. These amounts will vary based on eligible tax reductions for homeowner or senior exemptions or senior assessment freezes. Finance Director Dave Erb will be available to answer any questions. B. 2 I reading of AN ORDINANCE AUTHORIZING THE LEVY AND COLLECTION OF TAXES FOR THE MUNICIPAL PURPOSES OF SPECIAL SERVICE AREA NUMBER FIVE OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2015 AND ENDING DECEMBER 31, 2015. (Exhibit B) Special Service Area No. 5 was created in the mid -eighties to help fund the delivery of Lake Michigan water to the Village's water system. It is recommended the 2015 levy remain the same as the 2014 levy ($1,545,773). Finance Director Dave Erb will be available to answer any questions. C 2 d reading of AN ORDINANCE TO ABATE A PART OF THE TAXES LEVIED FOR CORPORATE AND MUNICIPAL PURPOSES OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2015 AND ENDING DECEMBER 31, 2015. (Exhibit C) This is an abatement ordinance that reduces a portion of the Series 2009C and Series 2013 debt service tax levies established by its bond ordinance. The abatement 2015 Property Tax Levy of the Series 2009C levy is the result of issuing these bonds as Build America Bonds (BAB). The BAB's provide a federal subsidy of 35% of the interest paid on the bonds to the issuer which lowers the overall cost of borrowing. The BAB subsidy for 2015 is projected to be $41,200. Funds to abate the Series 2013 levy will come from the home rule sales tax dedicated to support flood control projects. Finance Director Dave Erb will be available to answer any questions. D 2 I reading of AN ORDINANCE ADOPTING AN ANNUAL BUDGET FOR THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR FISCAL YEAR COMMENCING JANUARY 1, 2016 AND ENDING DECEMBER 31, 2016 IN LIEU OF PASSAGE OF AN APPROPRIATION ORDINANCE. (Exhibit D) We are pleased to submit the 2016 Annual Budget to the Board for Second Reading. This budget review process started in August with a mid -year evaluation of our financial position and spending plan in a joint meeting with the Village Board and Finance Commission. We spent the months of October and November reviewing the proposed 2016 Operating Budget and discussing key funding issues and service priorities. The major issues that surfaced were concerns related to the budget crisis at the State level as well as enhancing fire and EMS response to our community. This budget is balanced and includes a five step contingency plan if the State of Illinois continues to hold back funds due to local governments. The proposed tax levy is increasing 3.28 percent to begin to pre -fund firefighter -paramedics to re -deploy Engine 13, assuming that the State will freeze local government property tax levies for years 2017 and 2018. The approach was vetted and accepted by the Finance Commission and presented to the Board during multiple Village Board and Committee of the Whole reviews of the Budget. The 2016 Budget totals $112,542,802, a decrease of 10.7 percent over 2015. The Operating budget totals $68,199,660, an increase of 4.40 percent. This increase recognizes the expenses related to the proposed six new firefighters from the SAFER grant. The Budget does include a utility rate increase of 5.0 percent as well as an increase in the commuter parking rates from $1.50 to $2.00. Notice of the public hearing was published in the Daily Herald on December 4, 2015. This ordinance will officially adopt the budget for the Village of Mount Prospect. Once the ordinance is passed, the Finance Department will begin work on the final budget document. The approved budget document will be produced no later than January 1, 2016. Finance Director Dave Erb will be available to answer any questions. XI. NEW BUSINESS A. Motion to approve request for Fagade Improvement and Interior Buildout grant for Edible Arrangements, 110 South Emerson Street, in an amount not to exceed $10,000. Edible Arrangements requests reimbursement for eligible storefront improvement expenditures for the property located at 110 S. Emerson Street. The Fagade Rebate Program in the downtown Tax Increment Financing District offers matching grants to businesses that make improvements to storefronts in the downtown district. Edible Arrangements at 110 S. Emerson has requested a fagade reimbursement grant of $10, 000 for partial reimbursement of expenses totaling over $70, 000 that the business owner has invested into the business at this location. Among the items replaced include signage, plumbing, electrical systems, flooring, and lighting fixtures. Community Development Director Bill Cooney will be present to answer any questions. Staff recommends approval. B. A RESOLUTION IN SUPPORT OF CAPANNARI ICE CREAM, 701 WHEELING ROAD MOUNT PROSPECT, ILLINOIS, MAKING APPLICATION FOR COOK COUNTY 613 TAX ABATEMENT (Exhibit E) This Resolution grants approval of a class 66 property tax incentive for Capannari Ice Cream located at 701 Wheeling Road, Mount Prospect. Capannari's Ice Cream is in the process of moving a production facility from Des Plaines to 701 N. Wheeling Road, the former Senate Electric business facility. The building is a 6,000 square foot facility that is currently vacant. The Cook County 6b incentive will allow the property taxes will be reduced to approximately $1.40 per square foot, comparable to buildings in DuPage and Lake County in terms of property taxes. The ice cream production operation would employ 7 individuals. Staff recommends approval. Community Development Director Bill Cooney will be present to answer any questions. Staff recommends approval. C. 1s` reading of AN ORDINANCE AMENDING ORDINANCE 6159 GRANTING A CONDITIONAL USE PERMIT TO OPERATE A DRIVE-THROUGH FOR PROPERTY LOCATED AT 200 WEST NORTHWEST HIGHWAY, MOUNT PROSPECT, ILLINOIS This ordinance amends Ordinance No. 6159 adopted by the Village Board, October 7, 2014, by granting a one (1) year extension to the Conditional Use Permit to Operate a Drive -Through for property located at 200 West Northwest Highway. (Exhibit F) The petitioner, Mount Prospect Station, (former Tri-State business location) has requested an extension of the conditional use permit that expired on October 7, 2015. The petitioner has encountered a number of site clean-up issues in addition to construction cost overruns that were impacted by the timing to obtain the No Further Action (NFR) letter for site clean up. The petitioner feels this one year extension will provide enough time to complete the project. Staff recommends approval of the extension. Community Development Director Bill Cooney will be present to answer any questions. D. A RESOLUTION AUTHORIZING AN AMENDMENT OF THE INTERGOVERNMENTAL AGREEMENT RELATING TO THE O'HARE NOISE COMPATIBILITY COMMISSION This Resolution authorizes execution of the amended Intergovernmental Agreement relating to the O'Hare Noise Compatibility Commission. (Exhibit G) The Intergovernmental Agreement (IGA) between the City of Chicago and the various members of the O'Hare Noise Compatibility Commission (ONCC) must be renewed every five years and the current agreement is set to expire at the end of December 2015. The Village has participated in the ONCC since the mid-1990s and has never been eligible for any sound proofing funds due to the location of the noise contours. The City of Chicago manages all the budgetary needs and expenses of the Commission and the Village is not required to contribute any Village funds for participation. The Village has participated in the technical and residential sound committees over the years primarily to be fully aware of all noise activities and be knowledgeable of how airport operations affect noise upon the residents of the Village. Mayor Juracek is the current chairperson of the ONCC. Staff recommends renewal of the IGA. Mayor Juracek will be present to answer any questions that may arise. E. 1" reading of AN ORDINANCE TO AMEND WATER RATES SET FORTH IN APPENDIX A, DIVISION II OF THE VILLAGE CODE This ordinance deletes the December 15, 2015 sunset on the sewer construction fee and increases the water and sewer utility rate effective for bills rendered on or after January 1, 2016. (Exhibit H) This ordinance eliminates the sunset provision previously established sewer construction fee of $5 paid per month by each customer. In addition, the ordinance establishes the water and sewer rates for fiscal year 2016. The sewer construction fee was originally established to fund the lining, repair, or replacement of sanitary sewer lines that had fallen into disrepair. Public Works undertook an extensive evaluation of all the sewer lines and rated the deterioration and the type of repair necessary. The worst pipes were repaired first and the will work continue on the pipes of lesser deterioration as funding allows. An updated evaluation study determined that previously rated pipes graded as good condition had degraded to poor condition and needed more extensive work. This monthly charge will provide the funding to bring all the sewer pipes into the good category over the next several years. The other action requested under this ordinance is the recommendation to increase water rates by 5% to reflect the increased cost of water charged the Village by the City of Chicago through the Joint Action Water Agency (JA WA) of which the Village is one of seven members. This increase also represents a policy of the Village Board to increase rates as the increases are realized and avoid significant price increases on a one time basis to catch up to the actual cost of the water. Staff is requesting approval of this ordinance. Finance Director Dave Erb will be present to answer any questions that may arise. F. *A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND NORTHWEST COMPASS, INC. (F.K.A. THE CEDA NORTHWEST SELF-HELP CENTER, INC.) (facility rehab - grant award not to exceed $10,000) (Exhibit 1) This resolution authorizes the expenditure of Community Development Block Grant (CDBG) funds to cover numerous building improvements including a new front door, interior modifications, and energy efficient improvements to the building. Staff recommends approval of this resolution. Community Development Director Bill Cooney will be present to answer any questions that may arise. G. *A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND NORTHWEST COMPASS, INC. (F.K.A. THE CEDA NORTHWEST SELF-HELP CENTER, INC.) (emergency housing — grant amount not to exceed $13,000) (Exhibit J) This resolution and the next eight resolutions (Items G -O) are required to authorize the expenditure of CDBG funds to numerous social services agencies that provide services that assist Mount Prospect residents. This authorization is required on an annual basis and complies with the federal requirements to expend these funds. Staff recommends approval of these resolutions. Community Development Director Bill Cooney will be present to answer any questions. H. *A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND LIFE SPAN (grant award not to exceed $3,000) (Exhibit K) *A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND JOURNEYS THE ROAD HOME (grant award not to exceed $13,000 ) (Exhibit L) *A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT THE VILLAGE OF MOUNT PROSPECT AND RESOURCES FOR COMMUNITY LIVING (grant award not to exceed $4,000) BETWEEN (Exhibit M) K. *A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND SUBURBAN PRIMARY HEALTH CARE COUNCIL, INC. FOR THE ACCESS TO CARE PROGRAM (grant award of to exceed $4,000) (Exhibit N) L. *A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND CHILDREN'S ADVOCACY CENTER (grant award not to exceed $2,000) (Exhibit O) M. *A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND NORTHWEST CASA (grant award not to exceed $4,000) (Exhibit P) N. *A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND WINGS PROGRAM INC. (grant award not to exceed $9,000) (Exhibit Q) O. *A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND SEARCH, INC. (grant award not to exceed $20,000) (Exhibit R) XII. VILLAGE MANAGER'S REPORT A. A RESOLUTION AUTHORIZING RENEWAL OF AN AUTOMATIC FIRE DEPARTMENT MUTUAL AID AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT, ILLINOIS AND THE CITY OF DES PLAINES, ILLINOIS (Exhibit S) This resolution renews an automatic aid agreement with the City of Des Plaines. The Village and Des Plaines have had a similar agreement in place since 1988. Automatic aid agreements typically consist of predetermined responses to another fire agencies based on the alarm code or severity of the emergency. Part of the value of these agreements is that once the aid is requested and confirmed the scene commander knows exactly what assets he/she may be receiving in order to address the emergency and such assets can be deployed accordingly. This agreement includes a few changes recognizing a broader service area to be covered by the assistance, standardize the assets that are provided, and establishing standard National Incident Management System (NIMS) training levels of responders. Staff recommends approval of this agreement. Interim Fire Chief Brain Lamel will be present to answer any questions. B. Motion to approve a proposal for the 2016 Property and Workers Compensation Insurance Program. The not to exceed amount will be provided at the December 15, 2015 Village Board meeting. Staff is requesting approval to enter into an agreement for property and excess worker's compensation insurance coverage. The property insurance rate is based on a property value of $98 million. The coverage includes a $25, 000 deductible with an annual premium in 2015 of $104, 615. Staff has requested a quote, but was not provided in time before the deadline for the completion of the Manager's Memorandum. This coverage requires an annual renewal. Staff is also requesting approval to enter into an agreement for excess worker's compensation coverage for induvial claims costing in excess of $600,000, This coverage also includes a $1 million aggregate limit for worker's compensation claims. The annual premium for 2015 was $87,508. Staff has requested a quote, but was not provided in time before the deadline for the completion of the Manager's Memorandum. This coverage requires an annual renewal. Finance Director Dave Erb will be present to answer any questions. C. Motion to approve a proposal for 2016 General and Auto Liability Third -Party Claims administration in an amount not to exceed $9,542. Staff is requesting approval to enter into an agreement for general and auto liability third party claims administration services from Gallagher Bassett. The annual contract cost is $9542 which is a slight decrease from the previous year from $9559. The annual fee represents a minimum fee of $8000 and if claims require additional time for management such time will be billed at a time and materials expense arrangement once the initial funds are exhausted. Finance Director Dave Erb will be present to answer any questions. D. A RESOLUTION AUTHORIZING AN AMENDMENT TO THE INTERGOVERNMENTAL AGREEMENT ALLOWING FOR CONTINUED PARTICIPATION IN THE MUNICIPAL CLAIMS AND SAFETY AGREEMENT (MCSA) COOPERATIVE (Exhibit T) Staff is requesting approval of a three year agreement to participate in the Municipal Claims and Safety Agreement (MCSA) cooperative. The Village is currently a member and has been since 2013. This cooperative shares expenses and expertise in managing worker's compensation claims in addition to offering safety training opportunities. The staff has found the cooperative very beneficial in controlling worker's compensation management costs. The first year cost is $73,097 and while each of the next two years are estimated to be the same the contract allows for a true up if it may be necessary depending on the number of claims managed. The estimated true up costs are likely to run approximately $30,000 which would cover the cost differential over the life of the agreement. Finance Director Dave Erb will be present to answer any questions. E. Status XIII. ANY OTHER BUSINESS XIV. ADJOURNMENT Village Board Agenda December 15, 2015 HWILM\Manager's Memorandum\2015\Manager's memorandum 12-15.doc