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HomeMy WebLinkAbout2.2 Approval of Joint Village Board and Finance Commission Workshop Minutes of October 9, 2018BoardDocs® Pro Page I of I Agenda Item Details Meeting Oct 23, 2018 - COMMITTEE OF THE WHOLE AGENDA - 6:00prn Category 2. APPROVAL OF COMMITTEE OF THE WHOLE MINUTES Subject 2.2 APPROVAL OF JOINT VILLAGE BOARD AND FINANCE COMMISSION WORKSHOP MINUTES OF OCTOBER 9. 2018. Access Public Type Action Public Content -i t VB 1: --W&rks[,iqp Mi�nutes.pff (35 KB) 1.0-09-.201.8 Joi�r ....... ....... ....... Administrative Content Executive Content https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 11/13/2018 11An:,ruota i?trrtuyx+ct. JOINT VILLAGE BOARD AND FINANCE COMMISSION IN WORKSHOP MINUTES - October 9, 2018 - 3rd Floor, Village Board Room Village Hall, 50 S. Emerson Street ROLL CALL— CALL TO ORDER The meeting was called to order at 6:00 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. Finance Commission members present included Chair John Kellerhals, Vince Grochocinski, Thomas Pekras and Mary Rath. Staff present included Village Manager Michael Cassady, Assistant Village Manager Nellie Beckner, Village Clerk Karen Agoranos, Director of Communications Howard Kleinstein, Director of Community Development William Cooney, Deputy Director of Community Development Consuelo Arguilles, Director of Building & Inspection Services William Schroeder, Deputy Director of Building & Inspection Services Mark Rysavy, Director of Human Services Julie Kane, Fire Chief Brian Lambel, Deputy Fire Chief John Dolan, Police Chief John Koziol, Director of Public Works Sean Dorsey, Deputy Director of Public Works Jason Leib, Director of Finance David Erb, Chief Technology and Innovation Officer Andrew Schaeffer, Executive Assistant to the Village Manager and Management Analyst Alexander Bertolucci. 2. CITIZENS TO BE HEARD None. 3. DISCUSSION ITEMS 3.1 2019 Budget Discussion, 2019-2023 Community Investment Program Director of Finance David Erb provided an overview of the 2019-2023 Community Investment Program (CIP). Projects total $160.4 million over the five-year period and first- year projects total $51.4 million. Significant projects include Police/Fire HQ's, street resurfacing, water main replacement and flood control improvements. Director of Public Works Sean Dorsey stated Public Works CIP projects total $24,924,550 in 2019 and provided an overview of several 2019 projects. The department requests to purchase a salt brine maker which will allow the Village to produce the snow/ice control pre -wet agent at a lower cost and enable the Village to adjust the mixture as needed for specific weather conditions to make the salt work more effectively. The salt brine maker ($225,000) would pay for itself in a few years. He reviewed the Engineering Division's projects that include the Street Improvement (resurfacing) Program. Additionally, $400,000 is requested in 2019 for Rand/Central/Mt. Prospect Rd Intersection Phase II (design) to improve traffic movement through the intersection. Staff is working to be in a position to receive federal funding that would pay for the improvements at a rate of 80%. Flood control 2019 projects total $3,580,000. The Levee 37 Companion Storm Sewer Projects incorporates several different projects including upgrades to existing storm water Committee of the Whole Page 1 of 6 10/09/18 pumps built into the levee wall, working with U.S. Army Corps of Engineers (USACE) to upgrade existing storm pumps or build another pump station. USACE will use funds from Illinois Department of National Resources (IDNR) that are remaining from the Levee 37 project to pay for the upgrades. There are also some local storm water projects that include the construction of a detention basis and piping improvements around the Burning Bush Trails Park and a similar project around the Aspen Park area. Northwest Suburban Municipal Joint Action Water Agency (JAWA) has agreed to provide $2 million to support these projects. He also presented the Maple Street Parking Garage project which is an idea under consideration and would be to accommodate commuter parking in coordination with the redevelopment of Parenti & Raffaelli property. The Public Works Department is also looking to continue its Residential Streetlight Installation (Phase 11) and its water and sewer main replacement per the Water Rate Study completed last year. Other water and sewer improvements include Water Tank Reservoir Rehabilitation and Fairview Lift Station Rehabilitation. The following responses from staff were provided to questions from the Village Board and Finance Commission: Modifications to the through lane for Mount Prospect Rd. are incorporated into the Central Rd resurfacing project. Upgrades to Levee 37 pumps would increase pumping capacity from 60 gallons/minute to 240 gallons/minute. 1986 and 1987 flood data was used to initially design the levee. However, weather patterns in the past decade have produced more frequent and greater intensity rain events. The levee stops river flooding but also blocks the gravity outflow into the river. An additional pumping station would help improve gravity outflow into the river. The levee pump modifications would increase the discharge rate to the revised IDNR discharge rate for Levee 37. The proposed Burning Bush Park storm water facility is designed to store water between 12 to 18 hours. It would also increase playability of the park since it will drain more thoroughly than the existing park. Reviewed Parenti and Raffaelli relocation to the Kensington Business Center and redevelopment concepts of the downtown property which the business vacated and the Maple Street Commuter Lot. The demand for commuter parking is good. Maple Street Lot is 87% utilized. If the Village Hall parking deck was made available for commuter parking it would be for Mount Prospect residents only. Director of Community Development William Cooney stated 2019 CIP projects total $810,000. Many of the projects are similar to previous years' projects. The biggest add is the Pedestrian Improvements at Central, NW Hwy and Prospect Ave. $200,000 is budgeted for review and engineering in 2019 and another $200,000 would be needed for construction in 2020. The improvements are a continuation of the pedestrian improvements Public Works is planning to implement along Central Rd. Also the Downtown Implementation Plan recommended to improve pedestrian flow in the downtown. For the next several years, $100,000 is budgeted annually for Prospect Avenue Streetscape improvements which are intended to improve accessibility for pedestrians, bicycles and vehicles and install decorative lighting to enhance the corridor. The other larger programs are the Corridor Improvement Program with $300,000 budget Committee of the Whole Page 2 of 6 10/09/18 and the Fagade and Interior Buildout Program. The corridor improvement program includes new southern gateway signs and $100,000 to support fagade upgrades for commercial properties that fall outside the Tax Increment Financing (TIF) district. The Fagade and Interior Buildout Program are for commercial properties within the TIF district. Additionally, he summarized significant 2020-2023 projects. The following responses from staff were provided to questions from the Village Board and Finance Commission: • Majority of the downtown wayfinding signage infrastructure is in place and the $100,000 figure is budgeted to update signage and maintain sign infrastructure going forward. • Placement of bike lanes along Prospect Ave would be part of the Prospect Ave Streetscape Improvements design discussion. Chief Technology and Innovation Officer Andrew Schaeffer stated a few Information Technology items were added to the CIP which were previously included in the operating budget. He stated the total cost for 2019 is $412,900 and a large portion of that is related to connecting the new Police and Fire HQ facilities to Village Hall. Staff has reviewed options like leasing fiber and the Village laying its own fiber. $250,000 is for 12,000 linear feet of fiber and includes all work to install in buildings. Also, various device and infrastructure replacements are schedule next year per the Village computer replacement schedule that include $120,980 for desktops, laptops, tablets & Phones and $41,920 for network replacements with a focus on Village Hall. The following responses from staff were provided to questions from the Village Board and Finance Commission: • If the Village were to lease fiber, additional security requirements would need to be implemented to comply with Criminal Justice Information Services standards which would increase lease costs. • Currently, there is a private fiber that runs from Village Hall to the Public Safety Building. • Connection to Northwest Central Dispatch (NWCD) is through a fiber network which NWCD maintains and owns. • Old end user devices hard drives are wiped completely before equipment is recycled or donated. Donating laptops and PCs are more challenging because cost of software to make them functional may be cost prohibited. • Cell phones are turned back in to Verizon for credits on the bill. • Village coordinates software updates through online services. Hardware must meet standard specifications at the time of purchase and staff does not install hardware updates. • Staff also wipes copiers before replacement or the vendor wipes them and provides certificate of destruction. Fire Chief Brian Lambel presented the Fire Department's 2019 CIP that consists of three purchases: four thermal imaging cameras - $54,000, replacement of the Village Notification System - $55,000 and replacement of the Fire Safety Trailer - $82,000. The Village Notification system is in year two of upgrading radios and related equipment at each fire station. He also explained how the Fire Safety Trailer use has changed as the Fire Education program has evolved. The current trailer was delivered in 2001 and is used for second through fifth graders, goes to the elementary schools and approximately 2,500 Committee of the Whole Page 3 of 6 10/09/18 students receive the training annually. Trailer received some updates in 2012; however, it is showing some significant signs of degradation. The department is also going to collaborate with neighboring communities if they are interested in joining in on the ownership of it. He also provided an overview of 2020-2023 significant projects. The following responses from staff were provided to questions from the Village Board and Finance Commission: • The Fire Safety Trailer is the one which is filled with smoke for simulation. • It's about finding the right partner to share in ownership of the Fire Safety Trailer because it used year-round. Mayor Juracek called for a short recess. Deputy Director of Building & Inspection Services Mark Rysavy provided an overview of the Police and Fire Headquarters projects with a focus on project budgets and timelines. The Police HQ is within 1 % of budget and the Fire HQ is on budget for base design. The information shared was also presented at the October 2 Village Board meeting as part of a more complete project update. The following responses from staff were provided to questions from the Village Board and Finance Commission: • Majority of the Police HQ costs will be mechanical, electrical and plumbing. • Building codes dictate how hard a building should be based on importance factors. 4. VILLAGE MANAGER'S REPORT 4.1 Proposed Extension of Apparatus Bay in New Fire Headquarters Design. Fire Chief Brian Lambel presented a proposed Fire HQ design with an extended apparatus bay. He reviewed current placement of frontline and reserve vehicles at the three fire stations and highlighted the existing operational inefficiency with reserve vehicles stored at outlying fire stations. An apparatus is taken out of service for maintenance twice a week. Switching out a vehicle for maintenance requires crews to move tools and equipment over to the reserve apparatus and then move the frontline apparatus over to Public Works, which often takes vehicles out of their response district for extended periods of time. He stated that by placing a reserve engine and ambulance at Station 13 the logistics of changing out vehicles would be less disruptive to emergency response, training and overall operations. The cost of the proposed addition is estimated to be $300,000 and due to favorable land acquisition pricing the project is $300,000 under budget. The following responses from staff were provided to questions from the Village Board and Finance Commission: • Extension of the apparatus bay could be included within the existing budget. • Current Station 13 has eight bays and new Station 13 would have six bays. • Space between vehicles is sufficient. The space behind vehicles would be lost without the extension. • The tower ladder would be able to enter the north bay with the extension. • Eight bays across would be very costly, the current proposal is the most value for the incurred cost. • There are two department pool vehicles, fire education van and fire inspection car. Committee of the Whole Page 4 of 6 10/09/18 The extension would allow the reserve ambulance and engine to be stored at Station 13 which would free up space at Stations 12 and 14. There is available space for the southern drive isle. There was general consensus from the Village Board to move forward with extending the apparatus bay as proposed. 4.2 Village Board Discussion on Community Engagement Village Manager Michael Cassady introduced the discussion topic which is to allow for an expanded discussion related to some ideas that were discussed back on June 12 related to advancing neighborhood meetings as a Village Board throughout the community as a means to engage customers and provide enhanced customer service by going to the neighborhoods. After the June 12 meeting, staff started on a weekly basis providing the Board with the numerous and diverse community engagement opportunities to meet residents and business owners throughout Mount Prospect. Staff recommends moving forward on a June 12 idea of getting back into the neighborhoods as needed. The meetings would be in lieu of a Committee of the Whole meeting, start with specific informational presentation and then have open public discussion. One example is to host a meeting within the River Trails Park District, have a presentation on the planned flood control improvements and then also open up the meeting for any questions residents attending might have. General comments from the Village Board include the following: • Supports the idea of hosting the `neighborhood' meeting in lieu of a Committee of the Whole meeting. • Televise the meeting if feasible, otherwise record the meeting for later playback and to be viewed on demand. • Not looking to add any more activities. September and October had 16 different events which Board members had the opportunity to attend. • Host the meeting in the neighborhoods instead of having people come to Village Hall. • These meetings should be hosted regularly but only scheduled as focus areas come up. • The Board receives a lot of information, more or the same which the public receives; it takes time for staff to prepare materials and organize for additional meetings. • If this does not produce intended results the meeting concept can be discontinued. • Communication tools like the website and social media did not exist back when the Village previously tried a roaming Coffee with Council meetings previously. • Final agenda item should be open discussion or citizen round table. People could then plan to come after the discussion topic if they are only interested in the open discussion. • Talked earlier about minor changes to Coffee with Council format to make it less formal like a meet and greet. This would allow participants to come in and out and not have to stay the full meeting time to ask their questions or share concerns. There was general consensus to utilize regularly scheduled Committee of the Whole meeting dates to host public meetings at different venues around town (i.e. northside, southside) as specific discussion topics arise. The meeting would be structured to have an informational presentation to start followed by open public comment. Committee of the Whole Page 5 of 6 10/09/18 There was also general consensus to try an alternative Coffee with Council format that is less formal like a meet and greet. It would be hosted indoors during the upcoming winter months. Depending on results, evaluate hosting a meet and greet style Coffee with Council on a quarterly basis. 5. ANY OTHER BUSINESS M -M 6. ADJOURNMENT The meeting adjourned at 8:58 p.m. Alexander Bertolucci Management Analyst Committee of the Whole Page 6 of 6 10/09/18