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HomeMy WebLinkAbout03/23/1993 COW minutes MINUTES COMMITTEE OF THE WHOLE MARCH 23, 1993 I ROLL CALL The meeting was called to order at 7:40 P.M. by Mayor Gerald Farley. Present at the meeting were: Trustees Mark Busse, George Clowes, Leo Floros, Paul Hoefert and Irvana Wilks, Trustee Corcoran arrived at 9:15 P.M. Also, present were: Village Manager Michael Janonis, Director of Public Works Herb Weeks, Police Chief Ron Pavlock, Fire Chief Ed Cavello, Finance Director Dave Jepson, Assistant Finance Director Carol Widmer, Director of Planning Dave Clements, Human Services Director Nancy Morgan, Communication Administrator Cherly Pasalic and three members of the media. II ACCEPTANCE OF MINUTES OF MARCH 9, 1993 AND MARCH 13, 1993 Trustee Busse moved and Trustee Clowes, seconded to approve minutes of March 9, 1993 Committee of the Whole. All present voted in favor. Trustee Clowes moved and Trustee Wilks, seconded to approve minutes of March 13, 1993 Committee of the Whole. Trustee Hoefert stated that this C.O.W. Meeting was not televised so the minutes were the only official record of this meeting. He felt the minutes should be expanded to include more of the Board Members comments. It was agreed to defer approval of the minutes and to have Board Members comments added. III CITIZENS TO BE HEARD Mr. Ralph Hildenbrand, 1318 Mallard Lane stated he blew out a tire on Linneman Road and it cost $100 to repair. He asked if the Village was doing anything to repair Linneman Road. Manager Janonis reported the Board has discussed the condition of Linneman Road and that the staff is in the process of preparing plans for improvements with possible construction in 1994. We will continue patching as best we can. Sister Danelle Jacobs, Principal of St. Emily's School stated there was a unsafe traffic condition at Central Road and Hornet Street. It is not safe for school children crossing Central Road nor for the crossing guard. She requested a stop light be installed and until the light is installed she requested the crossing guard be retained and a stop sign installed. Manager Janonis stated staff has been working with various groups at St. Emily's and the city of Des Plaines, discussing possible solutions to the problem. Board members asked several questions concerning possible different types of solutions, such as, stop lights, pedestrian signals, ~ Page 2 elevated walkways and cost sharing possibilities. Manager Janonis said staff will continue looking into options and bring back recommendations to the Board in 60 days. CONSIDERATION OF AN ITEM NOT ON THE AGENDA - ADVANCED REFUNDING OF BONDS The Mayor noted a memo to the Board regarding refunding of bond issues and requested a motion for the Board to consider an item not on the agenda. Trustee Wilks made a motion to consider an item not on the agenda, Trustee Clowes, seconded the motion, all present voted in favor. Manager Janonis indicated that information on possible savings to the Village by advanced refunding of certain bond issues at a lower interest rate came to the Village On Monday March 22. He had not had time to make the information available to the candidates but he will do so. Mr. Norene of R.V.Norene & Associates explained the process of advance refunding. Mr. Norene and Mr. Jepson estimated a savings of $400,000 with a present value of $300,000 based on current interest rates. The overall savings represent 3.6% of the bonds to be refunded. Mr. Norene requested authority to proceed if savings on the date of sale were 2% or more. After some discussion among the Board members it was decided to proceed with the refunding if a savings of 1 1/2% could be achieved. Trustee Clowes made a motion and Trustee Hoefert seconded to authorize Mr. Norene to proceed with the bond sale. Manager Janonis also requested a motion to approve R.V. Norene & Associates as financial consultant and Lewis Greenbaum of Katten, Muchen & Zavis as Bond Counsel for the bond issue. Trustee Hoefert made the motion and Trustee Wilks seconded and the Committee approved unanimously COMMITTEE DIRECTION WOULD BE RATIFIED AT THE APRIL 6 VILLAGE BOARD MEETING IV 1993-1994 BUDGET DISCUSSION Mayor Farley stated this was the wrap up session for the Village Budget and any modifications suggested tonight by the Board will be incorporated into the budget. He indicated the budget as proposed represented a 2.68% increase over last years budget. Page 3 Manager Janonis indicated tonight marked the end of formal budget hearings with a review of non-departmental expenditures and the Library Budget. He gave a general overview of the budget as discussed in previous hearings. Finance Director Dave Jepson, presented budget proposals for the Non-Department expenditures which included: Contingencies, Capital Improvements, Community and Civic Services, Debt Services, Pensions and Insurance. Trustee Wilks questioned why pension cost were listed in this section and also in department budgets, i.e., Fire Administration on Page #146. Mr. Jepson explained that pension oosts for current employees are found in each operating budget and pension payments for retirees are listed in this section. Library Board President, Jackie Hinaber presented the Library Budget. Trustee Flores asked how this budget compared to previous years. President Hinaber, stated the request for the tax levy ordinance was $2,406,100. Trustee Flores asked how this amount compared to last years. President Hinaber said for comparison the operating cash plan for 92/93 was $2,411,000, and the 93/94 amount was $2,450,000 for an increase of 1.62% Trustee Wilks requested more detailed information to explain the budget summary submitted. She would like information to show which items were increased or decreased. President Hinaber said she would supply that information. Trustee Clowes questioned whether the final tax rate for operating cost was the same as last year. President Hinaber indicated that last year the Village Board approved a rate of 24 cents and .2302 is being proposed this year. The rate approved previously by residents was .23 cents. Trustee Busse stated he felt the Library provides a valuable service and is doing a great job. He supports their request. Trustee Floros asked about the space utilization in the library and about the parking situation. President Hinaber stated the building is being used to full capacity. There is no empty space. Parking seems to be O.K. especially with the agreement with the bank to allow use of bank parking lot in evenings. Mayor Farley stated he will ask staff to incorporate the library budget request into the Village Budget and thanked President Hinaber for her presentation. Page 4 Finance Director Dave Jepson read the Finance Commission 1993/94 Budget Recommendations to the Committee of the Whole. The Finance Committee unanimously approved the Proposed Budget subject to seven recommendations: 1. The Finance Commission recommends that the Planning Department establish strict guidelines for the Multi- Family Rehab Grant Program. Concerns were expressed that the property owners who do not maintain their properties would realize an unfair advantage over property owners who maintain their properties. 2. The Village should evaluate permit fees and be sure that the fee charged for properties located in a flood plain reflect the additional costs for flood plain studies. 3. The Finance Commission is concerned that the level of funding for street resurfacing and reconstruction is not adequate to maintain and improve the condition of Village streets. No specific recommendations were presented for additional funding sources. 4. The Finance Commission concurred with the recommendation to continue funding the Historical Society Restoration O Project at a of $15,000 on a matching along maximum basis with an operating grant of $11,500. The recommendation passed by a 5 to 4 vote. 5. The Finance Commission recommends that "live" programming of Cable TV events be eliminated. The vote was 8 to 1. 6. The Finance Commission concurred with the recommendation of the Village Manager that three police officers be added to the 1993/94 budget. However, the Commissioners recommend strongly that the funding source for future years be established. The vote was 8 to 1. 7. The Finance Commission is concerned that the use of fund balances to balance the 1993/94 Budget is not good fiscal policy and is not in the best long term interests of the Village. Mayor Farley stated this was the second year in a row the Finance Committee recommended live broadcasting on cable T.V. be eliminated. He asked why this recommendation is being made. Finance Director Jepson said, there was considerable discussions on the subject. Most members of the Commission do not feel this is the best use of cable funds. The Trustee's expressed their support for continuing live broadcasting. Trustee Corcoran arrived at 9:15 P.M. Page 5 Trustee Clowes asked if oosts to do live broadcasts could be determined and Trustee Busse asked if a survey of viewers could be done to determine how many view the broadcast. Communication Administrator Pasalic said this information would be supplied to the Board. Trustee Wilks stated the Finance Commission spent a lot of time discussing deteriorating streets and are concerned that the level of funding for resurfacing is not adequate and wanted Trustees to know they are concerned. Also they supported hiring 3 police officers but cautioned Board to figure out over long term how to pay for the officers. Trustee Flores said he would like to resolve item #4 of the Finance Committee Report - Funding for the Historical Society. Finance Director Jepson indicated the Village has a $15,000 matching grant amount so it shows as $30,000 budget expenditure. There is also a $11,500 operating grant. Some members of the Finance Commission felt the Village should no longer fund the Historical Society. Trustees Floros, clowes, Busse and Corcoran felt this item was discussed during last years budget and that the decision at that time was to not continue funding the Historical Society. Mayor Farley, Trustee Hoefert and Trustee Wilks voiced their support for continued funding of the Historical Society. Trustee Clowes made a motion to fund the Historical Society in the amount of $15,000 in 1993/94; $7,500 in 1994/95 and no funding in future years. Trustee Busse seconded the motion. The motion applies to the matching grant funds only, and not to the operating fund amount. Voting in favor - Trustees Floros, Clowes, Busse, Corcoran and Hoefert. Voting against - Trustee Wilks and Mayor Farley. Trustee Hoefert stated he only voted in favor of the motion because it did not cut off funding immediately and did not affect the operating grant. Trustee Floros referred to Finance Commission item #1 and asked if the Village had strong guidelines for the Multi- Family Rehab Grant Program. Manager Janonis explained the grant procedure relates to the income of the residents not the financial condition of the landlord. He also stated we have not had many requests for this program mainly because the landlords must still pay a portion of the cost of the improvements and they are not willing to do so. Page 6 Trustee Corcoran commented on item #3 of the Finance Commission report and asked what funds were being used for street maintenance. Finance Director Jepson explained that virtually all road resurfacing and reconstruction monies come from Motor Fuel Tax funds and that there was the possibility of additional funds in 94/95 from an increase in vehicle license fees. Trustee Corcoran asked if we were keeping on schedule for street repairs. Director of Public Works Weeks referred to a to a 1987 memo by then Mayor Carolyn Krause indicating it would cost $22,000,000 to do all streets. We are whittling away at it. We will be doing some additional street resurfacing this year in conjunction with the flood control sewer work. Trustee Wilks stated some of the streets in the north section of town are crumbling and something needs to be done with them. She asked if we would resurface these streets. Director Weeks indicated those streets would have to be reconstructed. Mayor Farley asked for final Budget Comments from each Trustee. Trustee Floros - stated he was satisfied with the budget document as reviewed and was within the perimeters laid out during the pre-budget discussions. He supports the request for three additional police officers. Trustee Clowes - with the minor adjustment as made by the Board, for future Historical Society funding, he supports the budget as presented. He supports the request for three additional police officers but feels the Board must address the ongoing funding for the officers. Trustee Busse - supports the budget as presented with the change made by Board. Mayor Farley - accepts the budget as presented including the three additional officers. The Mayor cautioned the community that the addition of three officers may not show up in a specific reduction in statistics but will help the overall efficiency of the department. Trustee Hoefert - stated he had no major problem with the budget. He feels the budget is a planning document and may change during the year and he reserves the right to change spending during the year, if necessary. He looks forward to more strategic planning and discussion of policy issues during the year. He supports request for three additional police officers. Page 7 Trustee Corcoran - thanked Finance Commission for input on budget. He concurred with most of the other comments of the elected officials. He agrees with the changes made in budget including the addition of three officers. Complimented Manager on new budget format. Trustee Wilks - thanked Mr. Jepson, Carol Widmer , the Finance Department & Department Directors who spent time reviewing budget with her. On policy issues Trustee Wilks feels the Finance Commission wants to be involved and should be invited to work shops. The Village must pay attention to vehicle replacement and to street repairs. Trustee Wilks applauded Human Services, Nancy Morgan and Visions committee for work being done. She asked for support on one item in police budget and that was under Traffic Enforcement - DUI estimated activity was down and felt we should not de-emphasize this activity. Chief Pavlock responded that there will be no de-emphasis of DUI enforcement. Trustee Wilks stated she does support the addition of three officers but wants it on record she does not want DUI enforcement de-emphasized. All grustses and the ~ayor thanked the ~tnance Department, Department Heads and the Village Manager for the effort in the preparation of the Budget. Mayor Farley asked that the proper ordinance be prepared for submission to the Board on April 6th. Manager Janonis echoed the comments of the Board in thanking the Department Directors for work on the budget. Also thanked the Finance Department, and Mr. Dave Jepson for putting the budget together. Hopefully new concepts for budget can be built on over the years. He looks forward to Policy discussions during the year. Also thanked the Board for tremendous support of the staff. ANY OTHER BUSINESS Trustees Wilks offered to Board a proposed ordinance for Keg tagging. This ordinance would help identify kegs found at parties where under age drinkers are in attendance. She explained some of the reasons for and details of the proposed ordinance. Mayor Farley stated he was aware of these types of ordinances and that there was a committee in the Village considering some of these same issues. Trustee Clowes is Page 8 chairing this committee. Trustee Clowes stated his committee is working with the teens in the Village on a similar project which includes a parental responsibility section in the proposed ordinance. He has requested assistance from the Village attorney on the constitutionality of this type of ordinance. Trustee Clowes introduced Mr. Jim McDermott, 312 Russel, to explain what the committee is working on. Mr. McDermott read a statement on the activities of the committee - TAP Mount Prospect. After further discussion it was decided to have the committee continue working on the proposed ordinances including a Keg Tagging Provision and to have the Village attorney work with the committee and to confer with Judge Geocaris in preparation of ordinance. Mayor Farley asked for a motion to convene into Executive session. Trustee Corcoran made the motion, seconded by Trustee Hoefert. The Board convened to executive session at 11:11 P.M. The Board reconvened at 11:50 P.M. VI ADJOURNMENT The Meeting was adjourned at 11:52 P.M. Respectfully Submitted, Charles Bencic, Director of Inspection Services