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HomeMy WebLinkAbout10/24/2017 COW Minutes COMMITTEE OF THE WHOLE MINUTES October 24, 2017 1. ROLL CALL— 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. Trustees present included William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli and Michael Zadel. Staff present included Assistant to the Village Manager Nellie Beckner, Chief Technology and Innovation Officer Andrew Schaeffer, Communications Director Howard Kleinstein, Executive Assistant to the Village Manager Doreen Jarosz, Building & Inspection Services Director William Schroeder, Community Development Director William Cooney, Community Development Deputy Director Consuelo Arguilles, Finance Director David Erb, Finance Deputy Director Lynn Jarog, Fire Chief Brian Lambel, Fire Deputy Chief John Dolan, Fire Assistant Chief Bryan Loomis, Human Services Director Julie Kane, Human Services Deputy Director Victoria Bran, Acting Police Chief Michael Eterno, Police Deputy Chief Timothy Griffin, Police Commander Mark McGuffin, Public Works Director Sean Dorsey, Public Works Deputy Director Jason Leib and Administrative Analyst Alexander Bertolucci. 2. APPROVAL OF MINUTES Approval of Minutes for October 10, 2017 Joint Village Board and Finance Commission Workshop. Motion made by Trustee Grossi seconded by Trustee Rogers. Minutes were approved. Trustee Saccotelli abstained. 3. CITIZENS TO BE HEARD Citizens arrived at 7:00 p.m. Mayor Juracek acknowledged request to comment on an item not on the agenda during the 2018 Proposed Budget Discussion presentations. Jim Ruddy Resident on Busse Rd. Mr. Ruddy expressed concerns with the Busse Road Improvement Study by Cook County and added on issues covered in an impromptu meeting following the County meeting. He noted several points regarding the expansion of Busse Road would be unnecessary and not beneficial to Mount Prospect residents. Mayor Juracek acknowledged that his comments are representative of other audience members tonight and participants in the prior County workshop. Mayor Juracek also stated there will be a Committee of the Whole discussion once the County provides its findings and plans. 4. DISCUSSION ITEMS 4.1 2018 Proposed Budget Discussion — Departmental Operating and Non- Departmental Budgets i) Proposed 2018 Budget Overview Finance Director David Erb provided an overview of the proposed 2018 Budget, proposed 2017 Property Tax Levy, Forecast Budget for 2019 and a General Fund balance update. Committee of the Whole Page 1 of 7 10/24/17 He stated 2018 total budgeted revenues ($129.1 million) increased 9.1% from 2017 amended budget; however, General Fund revenue growth is 0.2% due to impacts from State claw-backs on revenues. He stated property taxes revenues collectively decrease 5.9%with elimination of special service area levy (water system). Also, Intergovernmental revenues decrease 2.1% with SAFER Grant funding completed and State income tax distribution reduction and claw-backs. He provided an overview of the combined water/sewer rate increase of 8.2%which is the first year of an eight year period to achieve a 130 year water/sewer main renewal and replacement cycle. There is no change in the direct charge for refuse that had a $15 increase programed. He stated total proposed expenditures ($126.3 million) is an 8.8% increase from 2017 amended budget. This includes operating budget expenditure increase of 8.8% for a total of$77.5 million and an increase of 6.9% in the 2018 Community Investment Program ($18.6 million) that now includes vehicle replacement. He stated the budget incorporates a 1.92% property tax increase for a total levy of $19,087,265. This is the second year of abating the pension levy with General Fund reserves ($630,000)to buy down the levy to assist property owners. The property tax levy is 245 basis points lower than what staff projected last year. Mr. Erb presented some highlights from 2019 Forecast Budget. Overall growth in revenues are projected with return to 100% of Local Government Distributive Fund distribution. There are no significant changes to programs or services from 2018. The 2019 General Fund budget as presented reflects a deficit of$681,698, includes a property tax subsidy and capital transfers totaling $1,170,000. He reviewed reserves levels in the General Fund. The following responses from staff were provided to questions from the Village Board: • The Vehicle Replacement Fund has always been in the budget: expenses included in the community investment program with payments from respective funds and charge backs through the General Fund. • State's Budget claw backs include changes to Local Government Distributive Fund which the state reduced the Village's share by 10% for 2017 and 2018 as well as a 2% service fee added for sale tax disbursements. • The State increased income tax; however the formula changed so the Village will not receive any new revenue from the increase. • There is no impact to the Motor Fuel Tax, but there is an impact to Personal Property Replacement Tax. ii) Departmental Presentation Public Works Public Works Director Dorsey provided an overview of the organizational chart and noted there have been no significant changes since 2009. He stated Contractual Services are the majority of Public Works Budget and reviewed the department's source of funds. He provide a summary of the 2018 proposed budget and changes from prior year. Overall Public Works budget decreased 2.11%. He then presented department 2018 goals by division. The Streets/Building Division sidewalk replacement and grind/ramp mis-matched squares programs have accelerated. Forestry/Grounds Division plans to plant approximately 600 trees of varying species to maintain a diversified urban forest. The Engineering Division will complete a feasibility study and design engineering for improvements to the Rand/Central/Mount Prospect Rd Intersection in addition conducting Committee of the Whole Page 2 of 7 10/24/17 the Village's Street Resurfacing Program (6.8 miles of streets annually). The Refuse program (single family, multi-family, commercial) will continue striving to reduce waste volumes. Water/Sewer Division will complete replacement of 30+ year old Huntington lift station. The Vehicle Maintenance Division will install dump bodies and auxiliary equipment, place into service three (3) new dump trucks with snow and ice control equipment in addition to completing approximately 390 preventive maintenance services. The following responses from staff were provided to questions from the Village Board: • Regarding new textile recycling program, clothing will be resold and Village receives a stipend per ton of textile recycled. • Per the renegotiated refuse contract it would cost 25 cents per household a year to host one household hazardous waste. Staff investigated curbside household hazardous waste and the waste hauler advised that infrastructure for curbside pick of hazardous waste is not presently in the area. Fire Fire Chief Brian Lambel presented the Fire Department's 2018 Proposed Budget. He stated increases to Wages and Benefits are a reflection the department's younger force and employees moving through the pay scale. He stated the 2018 budget has a $17,200 increase for Lieutenant Promotional Exam because the Department is anticipating exhausting the promotional list in November 2017. Also funds are requested for a breathing apparatus mask fit testing machine ($14,000) and necessary bathroom repairs in Station 13 ($5,000). Mr. Lambel also reviewed 2018 Department Goals that include fulfilling an Illinois Heart Rescue Grant requirement of providing Hands Only CPR to 1,500 residents.Also complete a Community Risk Assessment to identify areas of improvement, which will assist in working towards department accreditation and review all Standard Operating Guidelines, Directives, Procedures and Policies in coordination with the Fire Department Community Investment Program purchase of Lexipol Policy Management Software. The following responses from staff were provided to questions from the Village Board: • The department works with each company at the tank farm individually regarding donations. They donations are for the tank farm's special response needs. • The main four bathrooms on the operation side in Station 13 need cosmetic repairs. • Working on hosting training at the Emergency Operation Center (E.O.C.) and developing Continuance of Operations plans. There is more training planned with an update to the E.O.C. plan. Police Acting Police Chief Michael Eterno stated the department's budget overall is increasing 2%. This includes an 11% increase in Contractual Services (176,445), Commodities and Supplies increasing 22.26% ($35,584), and Other Equipment increasing $51,410 to account for the transfer of radio program. He stated the Department plans to switch to Northeastern Illinois Regional Crime Lab ($80,000 per year) for processing evidence. The Village previously used this firm prior to the budget short fall in 2003 when the Village switched to Illinois State Crime Lab with a free evidence processing service. However, long term around times at the State Crime Lab delays investigations and at times creates missed opportunities to file charges as evidence processing times extend past statute of limitations. He stated another new initiative is a K9 Program. A K9 unit is helpful in Committee of the Whole Page 3 of 7 10/24/17 detecting narcotics, missing people, searching vehicles and open warehouses, and an opportunity for public relations. He stated the purchase will be through asset seizure funds. He also state the department is requesting to purchase Power DMS Software (police management software), additional Taser weapons and allocate funds to further community engagement initiatives. The following responses from staff were provided to questions from the Village Board: • The Village has access to bomb detection K9 units through Cook County. • Certified crime lab is required for court purposes. • The department continues to further reduce the number of vehicle crashes through education, enforcement and coordinating with engineering as needed. • Part 1 crimes are extremely violent crimes and Part 2 crimes are simple assault, drug crimes and property crimes. • Tasers are to temporary incapacitate an individual and get them under custody. The department only had 3 deployments in 5 years. Officers are trained to deescalate situations verbally. • Recruitment Update: 1 officer in academy, 1 officer in field training and 4 hires planed for January. All new hires are to fill employees that retired or are eligible to retire next year. Community Development Community Development Director William Cooney presented the Economic Development and Planning & Zoning Division budget. He stated the Community Development (CD) department was reorganized in July 2017 into CD—Economic Development and Planning & Zoning and CD — Building and Inspection Services. He stated the Economic Development and Planning & Zoning 2018 budget increased 1.69% from the prior year. Wages and benefits decreased since a full time Administrative Assistant position changed to a to Part-time Marketing/Business Development position. Additionally, a portion of the Neighborhood Planner position was moved to supplement the Building and Inspection Services position reorganization. He stated Contractual Services increased for remainder of 1St year costs of a new Community Development software (CitizenServe) with reoccurring cloud-base service charges thereafter. Plus, the budget includes Tax Increment Financing expenditures for property acquisition, relocation and demolition. Mr. Cooney stated 2018 Goals includes implement CD Software (CitizenServe), seek development proposals for key opportunity sites, considering the annexation of remaining unincorporated areas and focusing the Business Visitation Program on recently annexed areas. Building & Inspection Services Building& Inspection Services Director William Schroeder stated the Building & Inspection Services 2018 budget increased 19% overall with increases related to personnel and department reorganization. The department has switched from utilizing contractual services for inspections and plan review to an all internal staff to create the best building climate. He reviewed position changes and the community feedback that prompted the changes. He stated in 2018 the division plans to evaluate opportunities to improve aging housing stock and improve equalized assessed value while also evaluating all development codes top to bottom in order to update code to make a more level and competitive environment. Committee of the Whole Page 4 of 7 10/24/17 The following responses from staff were provided to questions from the Village Board: • The objective is to complete digital plan reviews with the transition to Citizenserve Community Development Software. • Currently evaluating codes to reverse a declining trend in building permits. • Mount Prospect follows international building standards while Development Codes contains local standards; however, they are not out of line with neighboring communities. Human Services Human Services Director Julie Kane stated Human Services budget is 1.2 million. She explained the department re-organization started in 2017 and includes a 2018 budget request for an additional social worker position. Over the last 3 years staff evaluated service statistics and 30—35% of the department's service requests are generated by the Community Connections Center. She stated the department moved Village Hall hours to Community Connections Center; however, this results in shortage of personnel at Village Hall. A new social worker position would primarily be assigned to the Community Connections Center and would use savings from the re-organization to offset costs. Ms. Kane stated in 2018 the department will continue to increase community awareness of available services through the Human Service Department, work with Police and Community Development on development of Diverse Community Outreach Strategy and evaluate current mental health services. The following responses from staff were provided to questions from the Village Board: • Community Engagement Survey started with a stakeholder's survey to identify gaps in service. Community Engagement Survey will be available in several languages and the department will use different stakeholders to receive a good response from the community. • Department works as a team, many people are referred then we get involved. • Fire Department's food drive is this weekend, schools and businesses also organize their own donations. Village Administration Assistant to the Village Manager Nellie Beckner provided an overview of Public Representation, Village Manager's Office, Village Clerk's Office, Human Resources and Communications Divisions budgets which accounts for $3.8 million in total for 2018. She noted Public Representation is a unique division as it not only includes the Village Board but also civic events and community-wide programing. The budget decreased by 2.90% ($23,009) since line items were reduced with the conclusion of centennial celebration events and activities. The Village Manager's Office, Legal Services, budget increased 12.54% ($169,651) in part to adjusting 2018 contractual services based on 2016 actuals and 2017 billing-to-date. The Village Clerk's Office budget decreased 28.37% ($71,764) since the full time Deputy Village Clerk position changed to a part-time Administrative Generalist position. The Communications Division budget also decreased 5.30% (28,673) due to the deletion of the Community Engagement Liaison position and utilizing those funds to contract with a marketing & media firm. She also reviewed 2018 goals for Village Administration divisions that include exploring the opportunity for an International Fest, promote reinvestment and redevelopment to increase EAV village-wide, continue review and update of Village Code, further develop the Wellness Incentive Program and complete and refine the Comprehensive Communication Plan. Committee of the Whole Page 5 of 7 10/24/17 Chief Technology and Innovation Officer Andrew Schaeffer presented the Information Technology Division Budget that decreased 1.70% ($26,437) from the prior year. He stated major budget impacts include multiple changes to Contractual Services since staff handles more tasks in house and telephone maintenance changed from a monthly fee based support contract to paying only when work is needed. He stated in 2018 the division will be developing a Formal Disaster Recovery plan, go live with e-citations and rolling out Windows 10 with staff training. Finance Finance Director David Erb presented an overview of the Finance Department 2018 Budget. He stated expenditures increase 10% of which Contractual Services increase 62.9% ($212,384). 2018 includes an addition of an Intern position to assist with budget preparation. Also, now accounting for all expenses related to Utility Billing in the Finance Department significantly attributing to the increase in contractual services. Previously the expenses were included and reported in Public Works Water & Sewer Division. Mr. Erb reviewed 2018 department goals that include conducting a review of Village fees for services and explore new revenue sources to support operations and develop eBilling and online payment options. The following responses from staff were provided to questions from the Village Board: • Employees are not required to have Village provided health insurance, they may have coverage elsewhere. Employees going on and off the Village insurance is not a concern from year to year. Non-Departmental Finance Director David Erb summarized Debt Service, Risk Management, Business District and Pension Funds. Total budget for Debt Service in 2018 is $6,218,626. This is an increase of 26.3% from prior year. It follows repayment schedules established at time of issuance and anticipates bonding for Prospect and Main Tax Increment Financing District and Water/Sewer improvements. He reviewed primary and alternative funding sources for Debt Service. He noted that over 70% principal repayment within next 10 years. Rick Management increased 10.5% from 2017 to adjust for medical and dental coverages and the Business District total budget ($1,523,000) decreased $198,000 from the prior year's budget. Mr. Erb stated total budget for pension expenses in 2018 is $11 million, an increase of 6.7% from the prior year. The Police Pension Fund is currently funded at 57.9% which is a 3.3% increase from 2017. The total budget for 2018 is $5,224,155 with the proposed 2017 levy for Police Pension projected to be $3.4 million. The Fire Pension Fund total budget for 2018 is $5,760,210 and the proposed 2017 levy for Fire Pension is projected to be $3.0 million. The Fire Pension Fund is currently funded at 59.3% which is a 1.3% increase from the prior year. The following responses from staff were provided to questions from the Village Board: • The Business District will expire 35 years after agreement started or at the payoff of original notes. Finance Director Erb concluded the Proposed 2018 Budget Overview by reviewing upcoming scheduled budget meetings and next steps. Committee of the Whole Page 6 of 7 10/24/17 5. MANAGER'S REPORT None. 6. ANY OTHER BUSINESS The following upcoming community events were announced: October 28—Annual Mount Prospect Food Drive at Randhurst Village (Parking lot in front of Costco): 10am —6pm October 15 — Construction Budgeting, Design, Drawing and Permits Workshop, 6am — 8pm, Village Hall October 27— Chamber of Commerce Halloween Trivia: 7pm, Village Hall October 29— Lions Club Farmers' Market: 8am — 1 pm, Metra East Commuter Lot October 31 — Halloween Trick or Treat Hours: 3pm — 8pm October 31 —5th Tuesday, No Village Board Meeting November 6 — School District 26 Open House: 6:30pm — 8:30pm, River Trails Middle School November 11 —No Coffee with Council due to Veterans Memorial Ceremony at Lions Park at 10:30 am. 7. ADJOURNMENT The meeting adjourned at 10:21 p.m. Alexander Bertolucci Administrative Analyst Committee of the Whole Page 7 of 7 10/24/17