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HomeMy WebLinkAbout08/08/2000 COW minutes Revised 8/22/00 MINUTES COMMITTEE OF THE WHOLE AUGUST 8, 2000 I. CALL TO ORDER The meeting was called to order at 7:36 p.m. by Mayor Gerald Farley. Present at the meeting were: Trustees Timothy Comoran, Paul Hoefert, Richard Lohrstorfer, Dennis Prikkel, Michaele Skowmn and Irvana Wilks. Staff members present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Finance Director Doug EIIsworth, Public Works Director Glen Andler, Deputy Public Works Director Sean Dorsey, Police Chief Ronald Pavlock, Deputy Police Chief non Richardson, Human Services Director Nancy Morgan, Deputy Human Services Director Jan Abernethy, Deputy Community Development Director Michael Blue, Fire Chief Michael Figolah and Deputy Fire Chief John Malcolm. I1. APPROVAL OF MINUTES Acceptance of Minutes from July 25, 2000 and acceptance of Minutes from August 1, 2000 Special Committee of the Whole meeting were deferred because they are not available at this time. II1. CITIZENS TO BE HEARD Carla Kozak, 227 North William, spoke. She stated she is a long-term resident and had lawn decorations recently stolen from her front property. She stated she is concerned that people do not have respect for personal property and has been forced to chain lawn objects down to keep them from being stolen. IV. VILLAGE HALL/SENIOR CENTER DISCUSSION Mayor Farley stated that he wanted to correct some discussion that was undertaken last week regarding the Senior Center and senior activities. He stated there will be some tYpe of Senior Center in the Village as far as he is concerned. Frank Vlazny, 2103 Jody Court, spoke. He stated that he is currently in the Arlington Heights Park District and is taxed for the Arlington Heights Senior Center. He stated that there should be some discussion regarding multiple taxing bodies and if he is to be taxed again for the Mount Prospect Senior Center, he feels that such taxation is excessive. Village Manager Janonis suggested the discussion continue regarding the Village Hall Ad Hoc Committee recommendations. He provided a general overview of the previously discussed recommendations. The outstanding items yet to be discussed are the combination of the Village Hall/Mount Prospect Public Library, combination of Village Hall/School District 57 Administrative Offices and space for senior activities. Recommendation # 1-Discussion of Combination Village Hall/Mount ProsDect Public Library_ Frank Vlazny, 2103 Jody Court, spoke. He stated that he has concerns about supporting School District 57 Administrative building when he lives in School District 59. Trustee Prikkel clarified the point that District 57 would pay its fair share for space if, in fact, they were to utilize the space and it is required that any Administrative Offices remain within the respective School District boundaries. Hal Ettinger, 415 North Maple, spoke. He stated that he was a participant in the Village Hall Ad Hoc Committee meeting and feels that there are some efficiencies that can be built into a Library and there should be some consideration about expanding the Library to the south to include a Village Hall. Don Harmon, '16 North William, spoke. He stated the Village Hall building should be a stand-alone building and School District 57 and the Library should maintain their own facilities. He also stated that he felt the Senior Center should be a separate facility and the respective Park Districts should maintain senior activities. General comments from the Village Board members included the following items: There was some concern regarding the combination of functions of the Library and the Village Hall operating under the same roof. It was also stated there are some economies of construction and dual utilization of meeting spaces depending on architectural considerations. There was also some discussion regarding prioritization of preferred floor locations within the building acknowledging the fact that the majority of users want to use the first floor of any structure. Consensus of the Village Board was to not include the Village Hall as part of the existing Mount Prospect Public Library structure. Consensus was unanimous. Recommendation #2-Consideration of Village Hall and District 57 Administrative Space Village Manager Janonis noted that District 57 would be required to pay its fair- share if, in fact, it were to participate in the process. Mary Johnson, 215 South Emerson, spoke. She wanted to know whether District 57 even has the money currently to purchase administrative space without a Referendum. Mary Lynn Bower, One East Lonnquist, spoke. She is a member of the School District 57 Board. She stated the School Board is currently discussing whether to put a Referendum question on the Ballot for November or not. She stated there is a need to address the administration needs of the School District in the near future. She also stated there is a general assumption that paying for a part of the Village Hall would be less expensive than building their own stand- alone building and leasing would be more expensive in the long run based on their analysis. She also stated there have been provisions that have been discussed regarding the use of a loading dock at another School District facility. She also stated the School District would be interested in combining meeting space if it were available with the Village. Ann Smilanic, 409 CanDota, spoke. She voiced some concerns regarding the parking needs of School District 57 in relation to the parking needs of the Village. Village Manager Janonis stated that discussions with School District 57 could continue to clarify additional issues whereby an informed decision could be made by both the School Board and the Village Board regarding a combination facility. Consensus of the Village Board was to consider exploring a shared facility with School District 57 and the Village Hall. Consensus was unanimous. Recommendation #3-Inclusion of Recreational Drop-In Activities in a New Village Hall. Village Manager Janonis stated the Downtown Ad Hoc Committee had recommended combining the Village Hall with the Senior Center and the Village staff has followed that lead in all of its previous discussions. Ultimately, it will be a function of design whether the Senior Center is attached or included within the Village Hall space itself. Virginia Tyler, a member of the Senior Advisory Council, spoke. She stated the Senior Center is more than just recreational services. There are numerous seniors that assist as volunteers to provide services along with Human Services staff. John Korn, 301 North William, spoke. He stated that it is important to consider what functions should be considered for the first floor of a new facility and the square footage necessary per floor. While it makes sense that seniors should have first-floor access for some services, there may be a need to put additional services on different floors. Ann Smilanic, 409 CanDota, spoke. She provided a definition of recreational drop-in activities as space for individuals to undertake recreational activity in space that is reserved solely for recreational purposes. She stated the Village Hall Ad Hoc Committee did acknowledge there are other services provided by Human Services beyond just senior recreational services. She stated the Village Hall provides services for all residents and recreational services are provided by another entity. General comments from Village Board members included the following items: There was a brief discussion regarding possible compromise in terms of definitions regarding a community-wide activity center versus a senior center. There was also some discussion by Trustees that felt a senior center would evolve into a community center regardless of the title that was put on the structure. It was also acknowledged that the charge of the various Park Districts in the community is recreational activities not the Village's responsibility, however, due to the many different Districts in the community, there has been an understanding that a central consolidation be considered. It was also stated the building must be functional and the consideration for recreational services should not diminish the functionality of the structure that is necessary to provide services to the overall Village. Consensus of the Village Board was to continue to pursue the opportunity to include a community center with senior activities as a first priority as part of a new Village Hall and discuss further how the incorporation of such a facility would be handled with administrative offices and needs of a Village Hall. Preference for a community center not limited to only seniors was preferred. Hal Ettinger, 415 North Maple, spoke. He stated that he has concerns that if a 50-year building is to be constructed, he questions why it is necessary to duplicate some services that are provided elsewhere; i.e., recreational services. He stated that he is concerned that such an undertaking will be extremely expensive and the parking and the senior activities will drive the site not the primary objective of administration. He also felt the dynamics of senior activities will change over time and constructing a facility to incorporate existing recreational services will limit the future flexibility of the structure. Recommendation #4-Undertake a discussion with the Village Board and Mount Prospect Public Library_ Board to determine whether the Public Library_ expansion can be concluded at approximately the same time as the Village Hall. Village Manager Janonis stated the Library Board will have to decide on progress of their facility on their own. In terms of the Referendum question issue, Mr. Janonis suggested that it will be 18 months minimum before ground is even broken for a new facility. Therefore, it may not be necessary to consider a Referendum question for November 2000. Until more design and review work is undertaken, it will be very difficult to discuss a Referendum issue without knowing the parameters of the expense. Consensus of the Village Board was to defer the Referendum question at this time. However, the Board did direct the Village Manager to undertake the necessary steps to conduct a space plan and possible architectural renderings as part of the 2001 Budget year. V. 2000 MID-YEAR BUDGET REVIEW Finance Director Doug Eilsworth provided an overview of Revenues and Expenditures through June 30 and stated the Village is in a good financial position because predictions are approximately on target. Revenues are expected to come in slightly above projections primarily due to Sales Tax revenues being much stronger than anticipated, however, by the end of the year, he feels the Sales Tax revenues will likely flatten out to incorporate a 7% Sales Tax increase for the year. He also mentioned pending litigation regarding the Infrastructure Maintenance Fee with some wireless providers, the City of Chicago and the Village of Skokie. If such a revenue source were to be removed from the Village, the Village would lose approximately $130,000. He also highlighted several areas which will likely come in over Budget including the additional $25,000 the Village Board has previously authorized for the increased cost of the Village Newsletter for the rest of the fiscal year. He also stated the Public Works Department Budget is over budget by some $200,000 primarily because of the storm clean up from the May windstorm. He also stated the Sister Cities' expenses were $8,500 higher than the approved budget, however, approximately $7,600 of unbudgeted revenue will help offset this expenditure. VI. 2001 BUDGET FORECAST Finance Director Doug EIIsworth stated that he expects revenues to come in slightly ahead with minor increases in expenditures very close to previous predictions. He is anticipating a Police Pension cost increase as mandated through legislation which will amount to an additional $100,000 in cost to the Village. He stated the original 2001 Forecast did not include new personnel but as of this point, there are likely requests for additional personnel for the Village Board to consider. He also highlighted the worksheet where Village Board members could request items to be considered for the upcoming Budget year. Village Manager Janonis stated that the new personnel that are anticipated to be brought before the Board are a Human Resources Director and additional Fire Department personnel as outlined in the Five-Year Plan of the Fire Department. He also stated there is a pending policy question about the frequency that the State and County mow area rights-of-way throughout the community. The frequency of the mowing is such that the grass gets excessively long; therefore, the Public Works Department surveyed the various rights-of-way and found that 31 locations should be considered for mowing at an additional cost of $10,000 which would be covered under a contractual basis. He suggested this item be considered by the Village Board as part of the 2001 Budget. VII. VILLAGE MANAGER'S REPORT Village Manager Janonis reminded the television audience and Village Board that an upcoming Coffee with Council is scheduled for August 12 from 9:00 a.m. to 11:00 a.m. at the Village Hall. VIII. ANY OTHER BUSINESS Trustee Hoefert asked whether there are regulations regarding fences that face major streets primarily Central Road since some fences show the smooth side and some show the post side. Village Manager Janonis stated he would follow-up on that item. CLOSED SESSION Motion made by Trustee Wilks and Seconded by Trustee Prikkel to move into Closed Session. Meeting adjourned into Closed Session at 10:03 p.m. Meeting reconvened at 11:58 p.m. IX. ADJOURNMENT No other business was transacted and the meeting was adjourned at 11:59 p.m. DAVID STRAHL DS/roc Assistant Village Manager H:\GEN\Cow\Minutes\080800 COW Minutes.doc