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HomeMy WebLinkAboutCOW Agenda Packet 05/09/2000 COMMITTEE OF THE WHOLE AGENDA Meeting Location: Meeting Date and Time: Mount Prospect Senior Center Tuesday, May 9, 2000 50 South Emerson Street 7:30 p.m. I. CALL TO ORDER - ROLL CALL Mayor Gerald L. Farley Trustee Timothy Corcoran Trustee Dennis Prikkel Trustee Paul Hoefert Trustee Michaele Skowron Trustee Richard Lohrstorfer Trustee Irvana Wilks I1. ACCEPTANCE OF MINUTES OF APRIL 11, 2000 AND APRIL 25, 2000 II1. CITIZENS TO BE HEARD IV. REQUEST FOR AN INCREASE FOR THE JULY PARADE FUNDING For well over a decade, the Village of Mount Prospect has provided funding for the annual 4th of July Parade. Since 1996, the funding level has been $15,000. One of the most frequent comments we receive regarding the Parade is a desire for more "live" marching bands and musical groups. For the last four years, the organization of the Parade has fallen to the Special Events Commission with Jill Friedrichs serving as the Chair of the Parade Sub-Committee. Attached is a copy of a letter from Ms. Friedrichs requesting the Village Board consider funding an additional $5,000 for this year's Parade. The additional monies would provide for the addition of up to five new marching bands or musical groups. Since time is of the essence, a quick decision by the Village Board is necessary. If the Village Board is amenable to the request, an appropriate Budget amendment would be presented for approval later in the year. NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 100 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327, TDD #847/392-6064. IV. REQUEST FOR STAFFING CHANGES Police Department The Police Department has recently forwarded a request to consolidate two part-time Records Clerk positions into one full-time Records Clerk position. The request is occasioned by an increase in workload in the Police Department-Records Section due in large part to additional demand for document copies, statistical information and management reports. Additionally, the Department has recently begun gathering traffic stop data, which will need to be entered into a data base on a daily basis. Not only is the workload increasing but also the good economy has made it very difficult to attract qualified individuals for part-time employment. Due to training requirements, it is extremely advantageous to have a stable workforce in the Records Section. Attached is a memorandum from Chief of Police Ronald PavIock outlining the request. Since this would be a change in authorized staffing levels, approval by the Village Board is required. Community Development De_~artment The Director of Community Development is asking that the Village Board consider certain adjustments in the current staffing configuration of the Department of Community Development. As you know, Community Development is made up of three Divisions; Planning, Building and Environmental Health. In the past, Community Development has made extensive use of summer interns to supplement permanent staff. While the arrangement generally benefits the Village, there are some inherent limitations to what interns can accomplish. Additionally, as workload increases in the area of property maintenance in Environmental Health, the need for "year-round" help is becoming more evident. The attached memorandum from Mr. Cooney outlines a proposal to convert a number of the summer intern positions into two part-time Inspector positions. Additionally, Community Development is requesting the reclassification of a Planning position from "Current" Planner to "Senior" Planner. The responsibilities of the position are key to the smooth operation of the entire Department. It is critical that the Village attracts the most qualified person for this position. Unfortunately, we are losing a very qualified individual in Jeff Perkins. It is the feeling of the Community Development Director that a title change and increased compensation is necessary to property fill this position. Again, Mr. Cooney's memorandum outlines the request in more detail. Appropriate staff will be in attendance to answer questions and facilitate discussion. VI. UPDATE ON PUBLIC INFORMATION OFFICER The Public Information Officer (PLO) has been in place for approximately one year. At this time, it is apprepriate to review the accomplishments of the position and to verify that our effort to more effectively reach out to residents and the business community are in line with the wishes of the Village Board. Attached is a memorendum from Public Information Officer Maure Jandris outlining her duties and accomplishments over the past year. It is apparent that great strides have been made in getting much more current and substantive information out into the community. The corneretones of this effort are the redesigned Newsletter and the Village's Web Page. Feedback has been overwhelmingly positive for both information mediums. In fact, the Web Page, Newsletter and our special Y2K Newsletter have all been submitted for national recognition by the City-County Communications and Marketing Association (3CMA). A problem that has arisen from the success of the Newsletter is that, given its current size; i.e., number of pages, we are in jeopardy of going substantially over this year's Budget. We could either substantially cut back on the number of pages per issue for the remaining three issues or increase the funding level for the Newsletter as it currently stands. This is a decision that the Village Board will need to make at this point in the year. Again, Ms. Jandris' memorendum lays out cost consideretions for this issue. Ms. Jandris will be in attendance to answer questions and help facilitate discussion. VI. VILLAGE MANAGER'S REPORT VII. ANY OTHER BUSINESS VII. ADJOURNMENT CLOSED SESSION LAND ACQUISITION: 5 ILCS 120/2 (c) (5) -"The purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired." PERSONNEL: 5 ILCS 120/2 (c) (2) - "Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes or employees." H:\G EN\Cow~Agenda\050900 COW Agenda.doc MINUTES COMMITTEE OF THE WHOLE APRIL 11, 2000 I. CALL TO ORDER The meeting was called to order at 7:35 p.m. by Mayor Gerald Farley. Present at the meeting were: Trustees Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Michaele Skowron and Irvana Wilks. Absent from the meeting was Trustee Dennis Prikkel. Staff members present included Village Manager Michael E. Janonis, Assistant Village Manager David Strahl and Community Development Director William Cooney. II. APPROVAL OF MINUTES Approval of Minutes from March 28, 2000. Motion made by Trustee Hoefert and Seconded by Trustee Lohrstorfer to approve the Minutes. Minutes were approved unanimously. Trustee Corcoran abstained. III. CITIZENS TO BE HEARD None. IV, REVIEW STATUS OF BOARDS AND COMMISSIONS Mayor Farley stated that the Board periodically reviews the existing Boards and Commissions and also looks at the various missions of the groups to determine if there needs to be any alterations or reconfigurations. The recommendations for consolidation or revision is included with a memorandum submitted to the Village Board for consideration. Mayor's Recommendation #1 The first recommendation is the dissolution of the Business District Development and Redevelopment Commission (BDRRC). He is also recommending the increase in membership from seven to nine for the Economic Development Commission (EDC). General comments from Village Board members included the following items: There was some discussion regarding the completion of the duties of BDDRC. There was also some discussion regarding the additional members to the EDC in an attempt to broaden the membership base. Adelaide Thulin, Four South Owen, spoke. She is the current Chair of the Sign 1 Review Board. She stated she would support disbanding the Sign Review Board as recommended by the Mayor and would consider accepting a transfer of membership to the EDC. Norm Kurtz, Acting Chair of the EDC, spoke. He stated the EDC currently meets five to six times per year and would welcome additional members to enhance the cross-section of interest on the Commission. Consensus of the Village Board was to disband the Business District Development and Redevelopment Commission and increase the number of members assigned to the Economic Development Commission from seven to nine. It was also recommended that any members from BDRRC would be considered for membership of the EDC along with a transfer of the previous duties assigned to the BDRRC will now fall under the responsibility of the EDC. Mayor's Recommendation #2 The recommendation is to reduce the membership on the Plan Commission from nine to seven members. The primary purpose for this recommendation is to make it easier for a quorum to be convened. Carol Tortorello, Plan Commission member, spoke. She supports the reduction in the number of membership to make it easier to obtain a quorum for meeting purposes. Consensus of the Village Board was to reduce the number of Plan Commission members from nine to seven members. Mayor's Recommendation #3 Delete the Sign Review Board because much of the function has been absorbed by existing staff and the duties for the Sign Review Board could easily be transferred to the ZBA. Arlene Juracek, Chairperson of the ZBA, spoke. She would welcome incorporating the sign review process into the ZBA umbrella and would also welcome any members from the Sign Review Board to the ZBA. Village Manager Janonis stated that he would work with the Village Attorney to incorporate relevant duties of the Sign Review Board into the ZBA functions as spelled out by Village Code. Consensus of the Village Board was to disband the Sign Review Board and 2 transfer the functions to the ZBA. Mayor's Recommendation #4 This recommendation is to reduce the size of the Solid Waste Commission from nine to seven members and modify the meeting schedule. Again, this recommendation is intended to improve the opportunity for a quorum to be present and to relax the meeting schedule so that the Commission can meet when relevant topics are necessary. Ken Westlake, Chairman of the Solid Waste Commission, spoke. He stated that he would support the proposed changes since the Commission is already down one member and they expect to lose another member due to a relocation. He also is supportive of the change in meeting schedule because of the limited amount of business when the Commission is not considering the Solid Waste Contract. He would also recommend the Village Board consider reconstituting the Commission in the future to an advisory group that would deal with broader issues related to the environment. General comments from the Village Board members included the following items: A number of Board members stated they were supportive of the change in the Commission to address broad environmental issues. Ken Westlake stated that he could draft some possible environmental activities for the Village Board to consider if in fact they want to reconstitute the Solid Waste Commission. Consensus of the Village Board was to alter the Solid Waste Commission by reducing the number of members from nine to seven and modify the meeting schedule. John Kom, Chairman of the Finance Commission, spoke. He suggested that the Village Board also look at cleaning up some of the language in the Finance Commission charter at the same time as these other alterations regarding the Commissions are undertaken. Alicen Prikkel, Chairperson for the Youth Commission, spoke. She requested some language clarification and pointed out possible errors in consistency regarding the Ordinance establishing the Youth Commission. She would also suggest options be considered to remove members for non-attendance. General comments from Village Board members included the following items: There were several comments regarding the need to consider minimal attendance 3 standards for all Boards and Commissions. There was also a comment stating that it is important to review attendance over the course of a year or a period consistent with the meetings of the group to determine whether there are attendance issues. Village Manager Janonis stated the Youth Commission could establish a smaller quorum if necessary in order to conduct business due to the large number of members. Trustee Lohrstorfer spoke. He stated that recent discussions with the Chair and Village staff have led to a strategic planning session in the next couple of weeks and this process should lay the groundwork for future discussion among the Youth Commission. David Schein, 700 Ivanhoe, spoke. He is a member of TAP-Mount Prospect and he related his experience at attempting to get people to show up for the meetings and the need to obtain additional teen members. Village Manager Janonis stated that another issue which should be addressed at the same time as changes to the Boards and Commissions is a change in the resolution providing for a free vehicle stickers for members of the various Boards and Commissions. He also stated that there is a need to clarify language within the Resolution as to how Youth Commission members benefit from a free vehicle sticker when some members may not have access to a vehicle. He suggests that a car be in the Youth Commission membeCs name in order to trigger the opportunity for a free vehicle sticker. General consensus of the Village Board would be to consider a free vehicle sticker per household for a member of the Youth Commission. V. CONSENT AGENDA DISCUSSION Village Manager Janonis stated that the discussion regarding the Consent Agenda has come up in the past (1978) and most recently in 1998. He stated the use of a Consent Agenda is quite common in other communities as evidenced by the survey material that is submitted with the Agenda. He stated the use of a Consent Agenda would require a change in the Code regarding the Order of Business and the consideration to eliminate the concurrence vote for ZBA cases require only two readings. General comments from Village Board members included the following items: Some Board members felt that it is not necessary that every item be available for 4 full discussion when it is a routine matter. However, several members felt that they would like the option for a citizen to request the removal of an item from the Consent Agenda for discussion purposes. There was also a concern that an alteration to the Consent Agenda format would not allow an open forum for discussion and would allow Trustees to hide behind the Consent Agenda and not be forced to give an opinion on various items. There was also a concern regarding what items would be considered for the Consent Agenda purposes. There was a suggestion that housekeeping items be included as a Consent Agenda item. There was a comment regarding the need to make the meeting value added from a citizen perspective to conduct business in a prudent manner. There was also a suggestion that a citizen be defined for purposes of requesting removal of an item from a Consent Agenda. John Kom, Chair of the Finance Commission, spoke. He felt that the option of a Consent Agenda has merit and would recommend the Board consider controls so that every item is not pulled from Consent and no benefit is derived from Consent Agenda vote. It was also suggested that the Village undertake an extensive public relations campaign to notify the public of the change in business so that they are familiar with the process. Consensus of the Village Board was to consider a Consent Agenda Ordinance and allow a citizen, Trustee or staff member to request an item to be removed from the Consent Agenda for discussion purposes. It was also recommended that the concurrence vote be removed from the ZBA vote process. It was also recommended that the Invocation be moved to a position on the Order of Business ahead of the Pledge of Allegiance. Items which the Village Board would consider for Consent Agenda purposes include the following items: Minutes Bills Resolutions Approval of Public Improvements CDBG Approval Second Reading on Non-Controversial Issue Bid Results The Village Board would not like to see the following items on Consent: Levy Ordinance Budget Approval Any ZBA Appeals VI. ELECTED OFFICIAL REIMBURSEMENT POLICY 5 Mayor Farley stated that this item is only presented for clarification purposes for the Village Board to consider a policy that has been unwritten and enforced by the Village Manager in the past. Village Manager Janonis stated that there quite a few official functions that Board members are invited to and the majority of these functions have costs associated with them. He would suggest the establishment of a stipend for the use by individual members for this purpose if, in fact, the general parameters as outlined are acceptable. General comments from Village Board members included the following items: There was a concern that it would be necessary to define a charitable event. There also was a comment regarding the need to encourage participation in events as a representative of the Village. Several members felt that the Celestial Celebration expense should not be considered a reimbursable expense. It was also suggested that the spouse of the Mayor be included as an expense to the Village for these functions due to the unique status of the Mayor as a representative of the entire Village. Hank Friedrichs, 320 West Central, spoke. He stated that he feels it is necessary for the Trustees to make an appearance at employee retirement dinners so the inclusion of these expenses should be considered. General comments from Village Board members included the following items: Some members felt it would be helpful to have a written policy while others felt that elected officials must be responsible to achieve their status as Trustees and there has not been a problem in the past. A comment was made that the burden of enforcement through the policy has fallen to the Village Manager and Mayor and it would be good to have some guidelines for new Trustees. Village Manager Janonis suggested that a single page outline be provided as a guideline for consideration of expenses related to Village Trustee functions. Consensus of the Village Board was to consider a general outline but not institute a formal policy at this time. VII. MANAGER'S REPORT Village Manager Janonis stated the Welcome New Resident event is scheduled from 9:00 a.m. until 11:00 a.m. on April 22 at the Senior Center. VIII. ANY OTHER BUSINESS 6 None. CLOSED SESSION Motion mede by Trustee Hoefert end Seconded by Trustee Skowron to move into Closed Session to discuss Personnel end Litigetion. Motion wes epproved. Meeting moved into Closed Session et `10:`15 p.m. Meeting reconvened into Open Session et `1 `1 :'14 p.m. A discussion took piece regerding upcoming meeting schedules. IX. ADJOURNMENT No other business wes trensected end the meeting wes edjourned et 1 '1:15 p.m. Respectfully submitted, DAVID STRAHL Assistant Village Manager DS/rcc H:\GEN\Cow~inutes\031400 COW Minutes.doc 7 MINUTES COMMITTEE OF THE WHOLE APRIL 25, 2000 I. .CALL TO ORDER The meeting was called to order at 7:30 p.m. by Mayor Gerald Farley. Present at the meeting were: Trustees Paul Hoefert, Dennis Prikkel and Michaele Skowron. Absent from the meeting were Trustees: Timothy Corcoran, Richard Lohrstorfer and Irvana Wilks. Staff members present included Village Manager Michael E. Janonis, Assistant Village Manager David Strahl, Deputy Public Works Director Sean Dorsey and Village Engineer Jeff Wulbecker. I1. APPROVAL OF MINUTES Approval of Minutes from April 11,2000. Minutes were deferred due to the limited number of Board members present. Ill. CITIZENS TO BE HEARD None. IV. FLOOD CONTROL/STORMWATER MANAGEMENT PROJECT UPDATF Deputy Public Works Director Sean Dorsey stated that 13-14 of the proposed projects have been completed and the Village has expended some $15.9 million on the projects that have been slated for completion. He provided a summary of the projects underway for 2000 and beyond. Ramona Meyer, 203 East Berkshire, spoke. She stated that she is not supportive of the proposal for erosion control along Weller Creek. She stated that she chose her home due to the location of animals and trees and especially likes the muskrats and opossums that live in the areas of her yard abutting the Creek. She stated that she has had only one contact from any member of the Ad Hoc Committee and feels that other options should be considered besides creating a sterile environment as is proposed. Weller Creek Update Sean Dorsey provided an overview of the erosion problems that exist in the remaining areas that have not been improved along the Creek. He stated part of the problem that exists along the Creek is due to the poor soils and the fluctuating flows of water. The tree canopy has not allowed appropriate plantings to take hold and stabilize at the bank. He stated the Ad Hoc Committee has reviewed various techniques to stabilize the bank along with the Earth Tech representatives and a concept report was drafted in 1998 and presented to the Village Board. The Village has been the beneficiary of State funds for the assistance of completing this project in the last year and would anticipate applying for these funds in the future. Melcy Pond, Consultant for Earth Tech, spoke. She provided a summary and presentation of the existing conditions and proposed improvements along the areas of the Creek that are problematic. She stated that it is critical to look at the project globally through the entire reach of the Creek and not on an individual residential basis. She stated that there are landscaping allowances provided to homeowners to allow for private vegetation as long as it does not conflict with the improvements that are contemplated. She also stated that the plan includes replacement of existing fences and there is some need to acquire some right-of-way. She anticipates the west reach to be completed during the year 2000 and the east reach to be completed during 2001. Sean Dorsey stated the estimated cost is about $2.2 million and there are no property issues on the west reach. However, there is a need to establish a new right-of-way line on the east reach to set up the proper right-of-way easement and the need to acquire some property. General comments from Village Board members included the following items: There were some questions regarding monoslabs and a-jacks installations. There was also a question regarding the height of the retaining walls along the banks and the impact of the walls on adjoining properties. Ann Hudson, 111 West Berkshire, spoke. She has lost some of her property and is very happy that the Village is stepping forward and there is obviously a need to get something accomplished before additional property disappears. Ms. Moriarty, 14 West Hiawatha Trail, spoke. She was originally unhappy with the original proposals but has become satisfied with the overall project and how it is turning out in the long run. She is suggesting the Village Board consider changing Building Codes so that structures cannot be built so close to the Creek and clear limits be established for trees on private property so they do not conflict with the investment made on the Creek-bed. Sean Dorsey stated that it is cdtical that the tree canopy not be replicated after the improvements, therefore, there is a need for restrictions on structures and tree types. 2 Grace DeVito, 701 South Main, Chairperson of the Ad Hoc Committee, spoke. She complimented the Village and the Village staff on working well together in addressing the concerns over the loss of the trees. She further stressed the need to look at the overall project and not look at a piecemeal approach for solution. Georgia Malone, 605 South Elmhurst, spoke. She was concerned about the loss of the trees and she wants to plant additional trees on the bank so it does not look quite as sterile as the anticipated appearance. She is concerned about the landscape allowance that has been established and would like the Village Board to consider compensation for loss of property due to the installation of retaining walls, etc. Sean Dorsey responded by stating that it is too early to tell exactly what will be necessary on the Malone property side depending on the slope that is installed and the retaining wall availability. He has been discussing the situation with individual property owners to minimize the impact, however, there will be the need for some compromise depending on the situation with the residents. Frankie Malone, 605 South Elmhurst, spoke. He suggested that the Board undertake additional studies and is concerned that this solution appears to be the only solution for the Creek improvements. Consensus of the Village Board was to move forward with the project as outlined and consider engineering proposal from Earth Tech at the next available meeting of the Village Board. Sean Dorsey stated that the solutions that have been engineered and installed have been supported through Illinois Department of Natural Resources as evidenced by some of the funding that has been received and further study would significantly delay the project. Revised Floodplain Maps and Levee 37 Update Village Engineer Jeff Wulbecker stated that FEMA has proposed the new flood maps. Several years ago, the Village hired a consultant to appeal the proposed maps. FEMA has concurred with the recommendations and reduced the floodway area from 84 to 6 affected properties. Staff and the consultant are still working to reduce homes in the floodway further and a number of appeals are still under review. Once the appeals are decided, the maps will be issued after six months. The Levee 37 discussion with the Army Corps of Engineers is currently underway and the project is slated to start sometime during 2002. He stated that the Value Engineering Study has been coordinated and various input has been provided to the Corps for consideration. 3 This item is for information purposes only. V. MANAGER'S REPORT Village Manager Janonis stated the Village will be providing testimony on April 27 about the train whistles at a Public Hearing in the area. Additional Public Hearing opportunities will be scheduled in the near future and the Village will provide information on those Hearings for public comment. The start of unlimited pick-up is scheduled from May 1-5. He also stated the Sister Cities Banquet is scheduled for May 17. VI. ANY OTHER BUSINESS Trustee Prikkel stated that he has noticed additional traffic on Emerson due to the construction on Route 83. Village Manager Janonis stated this is the first week of the detour. Staff is continuing to monitor the traffic restrictions and will make modifications as necessary as the project progresses. VII. ADJOURNMENT No other business was transacted and the meeting was adjourned at 9:20 p.m. Respectfully submitted, DAVID STRAHL Assistant Village Manager DS/rcc H:\GEN\Cow\Minutes\042500 COW Minutes.doc 4 Mount Prospect Special Events Commission 100 South Emerson Street Mount Prospect, Illinois 60056 (847) 255-'/985 May 5, 2000 Mr. Michael Janonis, Manager Village of Mount Prospect 100 South Emerson Mount Prospect, Illinois 60056 Dear Mr. Janonis: The Mount Prospect Special Events Commission have been the organizers of the 4th of July parade for the past four years. In that time the parade has grown to include approximately 110 units. The one aspect of the parade that has not grown is the ability to attract musical groups. Over the years, several members of the commission have spent numerous hours contacting local schools and organizations to perform in the parade, to no avail. This year I received a questionnaire from Edward Kmiec of All-American Drum and Bugle Corp. As a result of my conversation with Mr. Kmiec in April I contacted Steve DeLong who organizes the 4th of July parade in Hoffman Estates, Illinois. It was my intention to verify All-American's involvement with Hoffman Estates. As a result of our conversation, Mr. DeLong representing Hoffman Estates and myself representing Mount Prospect formed a consortium. Mr. DeLong shared with me the names, phone numbers and prices of numerous drum corps, that perform in the Hoffman Estates parade. As of this date, I have been in contact with two, out of three, of these corps. It is at this point that I must ask the village board for an adjustment to the parade budget for the year 2000. Below you will find the tentative breakdown for the expenses anticipated for this year: ~ Associated Attractions (float subsidy) $2,400. ~ Dick Carlton Assoc. 6,000. Chicago Symphonic Marching Band Mariachi Azteca ~ Jesse White Tumblers 800. ~ M.V.P.A. (milita~ vehicle) 150. ~ Prairie Brass Band 900. [~ Prospect High School Marching Knights 1,000. [2c All-American Dram and Bugle Corp. 3,500. High-Steppers Mighty Lancers 3rd unnamed band ~ Tar Heels Sun Dram Bugle Corp. 2,000. [~ Blue Saints 1,200. There is the possibility that another corp., along with their cadet program, will be in attendance. The anticipated cost of these two corps, would be $2,450. Costs to date will be approximately $20,400. This does not include any expenses that are unforeseen. It is therefore my request to increase the 2000 4th of July parade budget to include the new, and unexpected expenses. It is my hope that the Board of Trustees of the Village of Mount Prospect increases the budget to ensure the success of the 4th of July parade for the residents of the Village of Mount Prospect. Sincerely yours, Jill M. Friedrichs 4th of July Parade Chairman copy: Mr. Doug Ellsworth Mount Prospect Special Events Commission MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM ADM 00-89 CONTROL NUMBER TO: MICHAEL E. JANONIS. VILLAGE MANAGER FROM: CHIEF OF POLICE SUBJECT: REQUEST TO CONSOLIDATE TWO PART-TIME RECORDS CLERK POSITIONS INTO ONE FULL TIME RECORDS CLERK POSITION DATE: 05 APRIL 00 The Police Department Records Section has an authorized strength of one civilian supervisor, three full-time civilian records clerks and four part-time civilian records clerks. The department is recommending the consolidation of two of the part-time positions into one additional full time position. There are two main reasons for this recommendation. First, the pending litigation involving the department and the resulting demand for document copies, statistical information and management reports has increased the workload of the records clerks. This workload will increase further when the department begins gathering traffic stop statistics next month. It is estimated the data entry of traffic stop information will take 3-4 hours per ~tay. Second, the department has had little success attracting qualified applicants for the part-time records clerk position. There currently is one open position, and one of the current part-time clerks soon will be leaving to seek full-time employment. Also, due to the complexity of the department's data entry function, it takes approximately one year to fully train a new part-time records clerk. The combination of these factors will have a significant impact on the ability of the records clerks to meet their additional workload requirements efficiently and effectively. Because there has been a vacant part-time records clerk position since the beginning of the year, the 2000 police department budget could accommodate the estimated $3,200 salary differential between the two part-time positions and the one full-time position. However, the Village would have to calculate the impact of providing benefits to an additional full-time employee. Should you have any questions or require additional~inform ' arding this proposal, please feel free to contact me. C: Deputy Chief Daley Deputy Chief Richardson Village of Mount Prospect Community Development Department MEMORANDUM TO: MICHAEL JANONIS, VILLAGE MANAGER FROM: DIRECTOR OF COMMUNITY DEVELOPMENT DATE: MAY 3, 2000 SUBJECT: STAFFING ADJUSTMENTS In reviewing current staffing and work responsibilities in Community Development we have determined that our work would greatly benefit from two minor changes in staffing structure. They have minor budget implications for FY 2000, and are mainly staffing title changes. Normally we would present the reorganization described below as part of the budget review process. However, we are currently in a position to hire staff for the positions in question, and are asking that the reorganization be approved for those upcoming hires. Creating Part Time Staffing Positions For several years the Community Development Department has addressed seasonal staffing at peak times (summer months) by using interns in our Environmental Health Division (2) Building Division (1) and Planning Division (1). Health interns focussed on property maintenance violations, while building interns performed very simple structural inspections and the planning intern focused on special planning projects. The interns, who were college students, have done adequate work (in fact, some have been quite good). Nevertheless, three aspects of the intern program have been problematic: I. The interns are never available for more than 10 - 12 weeks at a time. It takes several weeks to train interns and nearly half the summer for them to be comfortable with their work. Very shortly after they become productive, they leave to return to school. This makes the training investment for these staff members very high relative to the amount of work they provide. 2. Any projects the interns initiate (such as proactive property maintenance programs for commercial corridors or tall grass) typically lose their momentum or become lost when the intern leaves. 3. The narrow time frame that interns are available (June through August) does not provide adequate staffing coverage for the late Spring and early Fall months that also have a high demand for code enforcement efforts. To address these weaknesses we would like to replace three of the interns this summer with two part-time staff members. We understand that this change is a reduction in the number of personnel and the total number of hours worked over the summer. However, it was the consensus of managers in the Department that the time saved in not having to retrain staff and having the additional staff available to address code enforcement issues year round would be an improvement. These staff members would work 20 hours per week - one in Health and one in Building. Compensation for the part-time personnel would not include benefits and we anticipate paying them an average of about $15 per hour. An intern would also be hired this summer for the Health Division, and Planning would give up their intern. Given that the part time personnel would be added mid year, giving up three interns allows the part time personnel to remain until the end of 2000 within our FY2000 seasonal staff budget of $26,350. For next year's budget we anticipate requesting that the two part-time code enforcement positions (one each in Health and Building) be maintained. We also foresee keeping one of the intern positions..The benefits of the intern slot have been that we do get affordable assistance and we are "kept in the loop" of potential new personnel when turnover occurs (one of our current Health Inspectors was an intern last summer). taffing Adjustments May 3, 2000 Page 2 Creating a Senior Planner Position When our Planning Coordinator (Dan Ungerleider) lef~ the Village approximately 18 months ago, we took the opportunity to reorganize the Planning Division to eliminate that supervisory position. Day to day management of the Planning Division was taken on by the Deputy Director (Michael Blue), allowing us to replace the Coordinator with a staff member who did planning work full time (rather than devote substantial time to management activities). We also took the opportunity to compartmentalize the staff roles into Current, Long Range and Neighborhood/CDBG Planner slots. We were also able to reduce our full time earnings in the Planning Division by approximately $20,000. This reorganization has worked very well for the Department. It also has shown us that the Current Planner position plays a key role in development and zoning activity in the Village. This person is the first point of contact for many residents and businesses that are considering coming to the Village, and serves as the primary staff contact for all the residents and businesses going through the development process. By virtue of these factors, the person in this position must be a capable and experienced planner. The fact that they facilitate up to 40 Zoning and Sign Review Board eases each year requires that they be responsible for all the notice requirements and other details associated with each case. These responsibilities have shown us that the Current Planner position in Mount Prospect is more akin to a Senior Planner role in other communities. Our present Current Planner (Jeff Perkins) will be leaving the Village at the end of May for new responsibilities as a stay at home father. As we look to replace Jeff, we would like to do so with a Senior Planner (replacing the "Current Planner" role). The Senior Planner would not have staff management responsibilities, those would remain with the Deputy Director. In keeping with the level of responsibility described above, we would like to raise the pay scale of this position to $55,000 (the slot is currently at about $41,000). This amount would be more in keeping with the responsibility oftbe position and current pay scale around the region for such a job. This rate of pay would place the Senior Planner position at a slightly lower scale as the Coordinator position before it was eliminated. Please forward this memo to the Village Board for review and consideration at their May 9, 2000 Committee of the Whole meeting. I will be at the meeting to participate in the discussion and help answer any questions the Village Board has regarding the proposed changes. ~ -~ ~Vill ~ ~C o~n~y, jr. /mb H:\C DADMIN~B LUE lvl~Memos & Let~ers~stafftng.doc Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: PUBLIC INFORMATION OFFICER DATE: MAY 4, 2000 SUBJECT: UPDATE ON PUBLIC INFORMATION EFFORTS The purpose of creating a Public Information Officer (PLO) position was to improve and increase communications with the residents. Now that the position has been in place for one year, would like to provide you with an outline of accomplishments and ongoing duties. The following is a summary of activities and tasks. Two of the primary functions of the position were to redesign the Village Newsletter to make it more readable for the residents and to enhance the web site by adding more information and updating the site more often. Newsletter (Newsletter budget considerations discussed in more detail following the outline) · "New" Village Newsletter design premiered with the January/February 200 issue. A preliminary design was presented to and approved by the Village Board at the October 24, 1999 Committee of the Whole Meeting. · The "new" newsletter has received a great deal of favorable comments. It would appear from the volume of calls and "Speak-outs" we are receiving that more people are reading it and using it as a resource. · The Newsletter references readers to the web site for additional information, and alerts readers to new features on the web site. Web Site · The web site is now updated at least once a week. · The web site is a joint effort between the PlO and the MIS Coordinator. The PlO handles the content and design of the site and the MIS Coordinator manages the technical aspect. Public Information Efforts May 2, 2000 Page 2 Many enhancements have been made over the past year. The Village Code is now on-line. Agendas and minutes of Committee of the Whole and Village Board meetings can be downloaded from the web site. The Newsletter is also available for download on the site. Economic development information is available as well, including Street Talk (see Economic Development section below). A number of forms can be submitted directly from the web site such as the Garage Sale permit form, and the Block Party permit form. We hope in the next year to have even more forms available on line, saving residents a trip to Village Hall. Based on the volume of email responses we have received and the tracking reports we can now generate, we can tell that more and more people are using the web site as another resource for Village Information. It has proven to be a very useful communications tool as more and more of the population uses the internet. · Web site is coordinated to include the same information as the Village Newsletter. MPTV · Hosting Talk of the Town on MPTV. Have worked with the Cable Production Coordinator to plan the shows to complement the newsletter and web site. The show highlights village programs and special events. Village employees, representatives of other governments, community organizations and citizens are interviewed. · Topics have included: Leaf Pick-Up Program, Holiday Assistance Program, Call Check Program, Village Web Site, Celestial Celebration, Millennium Project, Census 2000, Route 83 Reconstruction, 4th of July Parade. Economic Development · Worked with Community Development Department to enhance economic development efforts. · Collaborated with Deputy Director of Community Development to develop Street Talk, web site feature updating community on downtown redevelopment, new developments in town, as well as road construction and public works projects. · Future plans include an interactive economic development section of the web site. Public Information Efforts May 2, 2000 Page 3 Departmental Publications · Assist Village departments in development, design and publication of brochures/booklets. Examples include: Community Development: Guide to Roofing Projects; Clean Apartment Guide; Business Resource Guide Fire: Gas Connectors handout Human Services: Designed logo for Human Services Department; Explore More Booklet, Family Fun Nites flyer, Summer Adventure forms, Police Social Services brochure, Public Works: Water Quality Report, Solid Waste Services Guide Publicizing Events/Programs · Assist Village departments in publicizing events/programs. Human Services: Benefits Days, Padres Unidos Meetings, Toys for Tots Program (Human Services, Fire, Police), Holiday Assistance program, John Jay School Government Explorers Program, Mentor Program, P.R. for miscellaneous Senior Classes at Senior Center Fire Department: neighborhood meetings, donation to department, Bear Hugs Program Public Works: Clean-Up Week, Arbor Day, Tree City USA Award Media Relations · Issuing press releases on a regular basis. · Developing relationships with members of the press. Chamber of Commerce · Member of Chamber of Commerce Communications Committee · Work with Chamber on publicizing local businesses during Route 83 Reconstruction. · Liaison for Chamber for Village information. · Work with Chamber on coordinating and publicizing ribbon cutting/groundbreaking ceremonies. Sister Cities · Staff Liaison to Sister Cities Commission. · Recording secretary for Commission. Public Information Efforts May 2, 2000 Page 4 · Assisting in preparation and research for May visit from S~vres delegation, Youth Commission · Provide staff support to Youth Commission. · Coordinated goal setting session for youth commission. · Designed logo for Youth Commission. · Assisted members of Youth Commission in design of web page. Special Events Commission · Provide staff support to Special Events Commission. · Assist in design of publications, mailings and coordination and publicizing of events including: Veterans' Memorial Dedication, Fourth of July Events, Welcome New Residents, Holiday Decorating Contest, Sounds of the Season Celestial Celebration/Shining Star Awards. Y2K · Participated in Village's Y2K Task Force · Involved in planning and coordinating staffing of Y2K Call Center. · Completed design and publication of Y2K Citizen Bulletin. Mayor's Prayer Breakfast · Planned and coordinated first ever Mayor's Prayer Breakfast in January 2000. Route 83 Reconstruction · Participated in Village's Route 83 Task Force. Participated in development of ideas for publicizing reconstruction project to residents and businesses. Census Efforts · Assisted in Census awareness campaign. Public Information Efforts May 2, 2000 Page 5 Youth in Government Day · Coordinated Youth in Government Day (2000). Photographer · Attend various Village events to take pictures for use in newsletter, etc. NEWSLETTER BUDGET CONSIDERATIONS When the FY 2000 Budget for the Newsletter was developed, it was based on a 12-page format. With the new format which includes a more spacious layout, pictures, clip art and graphs, the page length has been more than anticipated. By having the newsletter editing capabilities in-house, the editor is also aware of more information about Village programs and events, and this contributes to more content as well. The new layout however has generated a lot of positive feedback from the community. The "new" newsletter does seem to be serving the purpose we intended - it is more readable, and more people are using it and reading it. 2000 Budget Total Annual Budget Amount Printing $ 36,000.00 Paper $ 12,600.00 Total Budget Amount $ 48,600.00 This poses a dilemma, as with the additional pages, the newsletter is approaching its budget limit. The Board will need to consider additional funding for the newsletter. YTD Budget The budget amount projected for 3 issues was $24,600. To date, the 3 issues (January/February, March/April, May/June) have cost $37,589. The main reason for the overage is the increase in page count over the budgeted amount. (see attachment Therefore, based on current projections, the July/August issue will exhaust the remaining budget for 2000. Recommendation Beginning with the July/August issue and for the remaining issues for 2000, a limit of 16 pages will be placed on the newsletter. Even with a page count limit to control costs, a budget shortfall is projected without additional funds. A budget amendment in the amount of $25,000 should be adequate to provide the remaining three issues. However, if the demand for additional pages occurs for a specific issue without offsetting revenue for the additional pages, the 2000 budget may still run a deficit. Public Information Efforts May 2, 2000 Page 6 (The $25,000 figure does include a bulk paper purchase that was made to obtain a lower price. This will leave some additional paper for next year, so we will expend slightly less money on bulk paper next year.) The Newsletter is the Village's primary vehicle for communicating with the residents. With the new format, it is attracting more attention and making residents more aware of Village programs and events. MAURA L. JANDRIS Public Information Officer c: Assistant Village Manager David Strahl H:\GEN~Public Info~oublic information efforts,doc Seen R D0rsey ~ ~ Paul C. 8ures Village E ngi neet ~~~ Fore stry/e rounds Supe ri ntendent Mount Prospect Public Works Department 1700 W. (Central Road, Mount Prospect, ]llinoia 60056-2~2S Phone 847/870-5640 Fax 847/253-9377 TDO 847/3S2-1235 N OTI 0 E THE MAY B~ 2ODD MEETING OF THE SAFETY r. nMMlSC:lnN HAS BEEN CANCELLED. THE NEXT REGULAR MEETING IS c~P-HEDIILED FrIF~ M ri N DAY~ ~1LI N E 11B~ ~00n AT ?:3ri P,M. AN AGENDA OR P. ANOELLATInN NnTII~E WILL BE SENT pRInI~ Tri THIS MEETING. Recycled Paper - Printed with Soy Ink