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HomeMy WebLinkAboutII. COW Agenda Item Draft Minutes 05/26/2009 COMMITTEE OF THE WHOLE MINUTES May 26, 2009 I. CALL TO ORDER - ROLL CALL The meeting was called to order at 7:10 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Irvana Wilks. Present at the meeting were Trustees Paul Hoefert, Arlene Juracek, John Korn, John Matuszak, Steven Polit, and Michael ladel. Staff present included Village Manager Michael Janonis, Fire Chief Michael Figolah, Village Clerk Lisa Angell, Deputy Village Clerk Kimberly Dewis, Administrative Analyst Michael Dallas, and Village Attorney Everette Hill. A motion to move the original agenda item V (Forest River Fire Protection District Property) ahead of item IV (Election Discussion/Referendum) was made by Trustee Hoefert and seconded by Trustee ladel. The motion was approved. II. ACCEPTANCE OF MINUTES A motion to approve the minutes of April 14, 2009, was made by Trustee Juracek and seconded by Trustee Polit. Minutes were approved. Trustees ladel and Korn abstained. III. CITIZENS TO BE HEARD None. IV. FOREST RIVER FIRE PROTECTION DISTRICT PROPERTY Fire Chief Michael Figolah introduced Prospect Heights Fire Protection District's (PHFPD) request to transfer an unincorporated area within the Forest River Fire Protection District, that the Village of Mount Prospect currently provides fire protection services to, from the Village to the PHFPD. Chief Figolah recommended the Village Board approve the jurisdictional transfer primarily to (1) avoid any confusion regarding who services the area; and (2) address PHFPD's financial needs. As additional support, he reasoned that the transfer would not decrease the level of emergency response currently provided to the affected neighborhood. General comments, questions or concerns from the Village Board included the following: · Whether the transfer would affect the level of emergency response to the area; · How the emergency response notification process would change; · What the impact would be to the Village as a result of losing the tax money currently collected by the Forest River Fire Protection District; · Whether the Village would have any legal fees associated with the transfer. Two board members from the Forest River Fire Protection District provided their initial impressions regarding the request. In response to inquiries by the Village Board, they stated that their attorney would have to review the proposal before releasing their official position. HWILM\MDallas\Meeting Minutes\COW Minutes 5-26-09.doc Committee of the Whole Page 1 of 3 5/26/09 V. ELECTION DISCUSSION/REFERENDUM Village Manager Michael Janonis briefly summarized the difference between the Village's past and most recent local election process and some of the related issues that should be considered, including (1) whether the Village should continue to follow a non- partisan election process; and (2) what role the Village Clerk's Office should playas the local election official in assisting candidates to file their petition and supporting documentation. He stated that a referendum may have to be presented to the community if the election process were to be changed. Prior to fielding questions from the Village Board of Trustees, Village Attorney Everette Hill added that the Village has been conducting their election for several decades in a non-partisan manner. He acknowledged that the Village's election process (including the petition filing dates) had recently changed to adhere to the State of Illinois's election guidelines (primary filing deadlines and signature requirements). Additionally, he noted that a referendum would be required if (1) the Village Board wanted to adopt a partisan election process; or (2) the Village Board decided to maintain its non-partisan status, but return to the old petition filing deadlines and signature requirements. In regards to the second alternative, he stated that the Board would essentially create its own "boutique" election process, an alternative supported by an Illinois Attorney General legal opinion. General comments, questions or concerns from the Village Board regarding the election process included the following: · Does the State require a non-partisan community to use the primary filing deadline; · Does the new State signature requirements make it easier to get on the ballot; · Opinions differed regarding the impact of the new signature requirement; · Why did the State change the guidelines; · What have other communities done in response to the State's changes; · How many candidates would force a primary election; · Who pays for elections; · Want to stay a non-partisan election system; · When should a referendum be submitted to be on a ballot; · A referendum to create a "boutique" election process could be very difficult to create. In addition to the election process, the Village Board also discussed the Village Clerk's role in the process, specifically regarding the petition filing process. General comments, questions or concerns from the Village Board included the following: · Clerk's Office should continue to provide candidate's guide, petition forms, and other handouts; · Clerk's Office should not offer advice regarding how to complete a candidate's petition and supporting materials nor should it provide an opinion regarding the completeness, accuracy, or validity of the candidate's petition and supporting materials; · Opinions differed regarding whether the Clerk's Office should notarize candidate materials. Committee of the Whole Page 2 of 3 5/26/09 Ultimately, the Village Board decided that they would like more information regarding a "boutique" election process and how it would be implemented. The discussion regarding notary services was tabled for a later date. VI. EECBG PROGRAM Administrative Analyst Michael Dallas presented a summary of the United States Department of Energy's (DOE) Energy Efficiency and Block Grant Program and its requirements, the eligible activities that can be funded under the grant, and its limitations. He also described the application process to obtain the grant, the spending obligations and timelines. Finally, he presented two primary recommendations (1) apply for the grant; and (2) hire a consultant to develop an Energy Efficiency and Conservation Strategy (EECS), assist the Village to implement any immediate plan initiatives, and develop mechanisms to report progress back to the DOE. He also asked the Board to consider the project's scope and whether it should be focused on municipal facilities and property only or the entire community. General comments, questions or concerns from the Village Board included the following: · Apply for the grant and hire a consultant to assist the Village; · The scope of the project, including the formation of the Energy Efficiency and Conservation Strategy, should include the entire community; · Grant funds should be spent on practical applications that will benefit the community; · Whether the consultant will be held liable to meet the grant's deadlines; · What the "Buy American" requirement means and its impact on the project; · Consider what other communities are doing. VII. MANAGER'S REPORT None. VIII. ANY OTHER BUSINESS Mayor Irvana Wilks and Trustee John Korn noted the presence of the French delegation and their weekly activities. Trustee Steven Polit commented on the progress of the Levee 37 project. Village Manager Michael Janonis stated that progress reports and pictures would be forthcoming. IX. ADJOURNMENT The meeting was adjourned at 9:37 p.m. ~ Administrative Analyst Committee of the Whole Page 3 of 3 5/26/09