Loading...
HomeMy WebLinkAboutCOW Agenda Packet 10/26/2004 COMMITTEE OF THE WHOLE AGENDA Meeting Location: Village Board Room, Mount Prospect Village Hall 50 South Emerson Street Meeting Date and Time: Tuesday, October 26, 2004 7:00 p.m. I. CALL TO ORDER - ROLL CALL Mayor Gerald L. Farley Trustee Timothy Corcoran Trustee Paul Hoefert Trustee Richard Lohrstorfer Trustee Michaele Skowron Trustee Irvana Wilks Trustee Michael Zadel II. ACCEPTANCE OF MINUTES OF MEETING OF SEPTEMBER 28,2004 III. CITIZENS TO BE HEARD IV. 2005 BUDGET DISCUSSION Opening Remarks - Gerald L. Farley, Mayor Budget Overview - Michael Janonis, Village Manager Budget Revenues/Expenditures - David Erb, Finance Director Community Development Department - William Cooney Human Services Department - Nancy Morgan, Human Services Director Police Department - Richard Eddington, Police Chief Fire Department - Michael Figolah, Fire Chief Finance Commission Comments V. ANY OTHER BUSINESS VI. ADJOURNMENT ***For those wishing to call in with questions or comments during the Budget Hearing, please dial 1/847/870-5689.*** NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETlNGBUTBECAUSEOFA DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPA TE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE A T50S0íJtH Ef ¡fEf:tSÖfíI,MÖíJfílTPRÖSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327, TDO #847/392-6064. MINUTES COMMITTEE OF THE WHOLE SEPTEMBER 28, 2004 I. CALL TO ORDER The meeting was called to order at 7:02 p.m., in the Village Board Room of Village Hall, 50 South Emerson Street, by Mayor Gerald Farley. Present at the meeting were: Trustees Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Michaele Skowron, Irvana Wilks and Michael Zadel. Staff members present included: Village Manager Michael Janonis, Assistant Village Manager David Strahl, Public Works Director Glen Andler, Deputy Public Works Director Sean Dorsey, Project Engineer Matt Lawrie and Village Engineer Jeff Wulbecker. II. APPROVL OF MINUTES Approval of Minutes of August 10, 2004. Motion made by Trustee Lohrstorfer and Seconded by Trustee Zadel. Minutes were approved. Approval of Minutes of September 14, 2004. Motion made by Trustee Zadel and Seconded by Trustee Skowron. Minutes were approved. Trustees Corcoran and Lohrstorfer abstained. III. CITIZENS TO BE HEARD None. COMBINED SEWER EVALUATION STUDY AND MAPPING PROJECT-FINAL REPORT IV. Village Manager Michael Janonis provided general introductory information regarding this topic and stated that over the past two years staff and selected consultants have been cleaning, televising and evaluating approximately 260,000 linear feet of Village- owned combination sewers ranging in size from eight inches to 72 inches in diameter. Deputy Public Works Director Sean Dorsey highlighted a map showing the study area in question and stated this sewer system is the oldest in town. He stated all sewers were televised which amounted to approximately 4500 hours of video tape with locations documented for GPS locations. He stated the GPS information enabled a computer database to be compatible with the existing GIS mapping system that the Village currently has. He stated that the evaluation categorized all sewers in five categories so that a priority discussion could take place. He stated the report also included an estimated cost of $14.1 million in today's dollars. He stated that of the 260,000 linear feet of sewers, there are also 3,177 structures. He stated that of the five categories created for the rating system, 8% are considered as category five, 10% category four, 21 % as category three, 36% as category two and 25% as category one. Therefore, 18% which are category four and five are considered in poor condition and are recommended for repair within three years. 1 He stated much of the repair could be accomplished through cured in place pipe sleeves such as Instituform and spot repairs. He stated the defects are wide spread throughout the study area. There is no pattern relating to why some sewers are in poorer shape than others. However, he did state that the use of clay pipe in the past has caused many areas to become dislodged or cracked due to the brittleness of the material. He also stated there are some areas where the sewer pipes are reinforced concrete and the sewer gases have eaten away at the concrete leaving the steel or metal frame of the concrete. He stated that based on the current condition of the Water Fund, it would be impossible to cover this capital cost from that fund as it exists today. He stated there are several options available including the increase of rates for capital expenses, possible diversion of Sales Tax revenue or create a Special Service Area. He stated that it appears as if there is limited capacity in Sales Tax before 2009 due to previous commitments of the revenue. After 2009, there would be approximately $600,000 available annually. He stated that the Village has had good results with replacing the brittle and concrete pipe with plastic pipe and the lined pipe has held up very well. Village Manager Janonis stated that the staff has not undertaken any type of discussion with the Finance Commission to date regarding possible funding for this work. He stated the typical annual budget for maintenance work is approximately $300,000 annually. Consensus of the Village Board was to refer the topic to the Finance Commission for review and recommendations for possible funding solutions. John Korn, Chairman of the Finance Commission, spoke. He stated that there have been several mandates which have impacted Village funding and wanted to confirm that it would not be required by the Federal government to separate the combined system in the future thereby incurring additional costs. V. FEDERAL RAILROAD ADMINISTRATION (FRA) WHISTLE BLOWING RULE UPDATE Village Manager Janonis stated that the final rules will soon be issued and the Village is prepared to complete its application for Quite Zone relief. Project Engineer Matt Lawrie stated that effective December 19, 2004, whistles are required at all grade crossings, according to the Federal regulations. The Northwest Municipal Conference has requested relief for the Chicago area to remain under the ICC regulations so that communities have the opportunity to apply and/or implement Quiet Zones. Communities must complete the notification forms to maintain the Quiet Zones and the Conference is working with the communities along the Northwestern line to develop a Quiet Zone Corridor since the sound impacts other communities. There are numerous liability issues and cost impact issues related to Corridor regulations which have yet to be resolved. He stated this information is for general information to the Village Board at this time. 2 Village Manager Janonis stated there is one train intersection at the border of Mount Prospect which is currently not exempt from whistle blowing and it would impact residents in Mount Prospect, therefore, there is discussion underway to address this crossing. Project Engineer Matt Lawrie also stated that the four-quadrant gate option as defined for relief is not practical in some areas of the community. He also stated that accident history is based on risk factors mandating the appropriate control devices. The Federal Railroad Administration has not recognized intersection improvements at 83 and Prospect which were implemented to improve safety. They only look at physical improvements to the crossing itself. VI. UNIFORM TRAFFIC CONTROL PROGRAM Project Engineer Matt Lawrie stated the Engineering Division is looking at new ways to address the traffic issues. He is recommending a joint traffic approach instead of the reactive approach which has been utilized in the past. He stated reactoy approach is quite labor intensive. Staff typically follows the three Es: Education, Enforcement and Engineering. He stated in 2003, the Village received approximately 85 requests for studies; 13 were acted on by the Safety Commission. He feels that a proactive approach where staff utilizes the expectation of what traffic volume could be or may be doing at a specific intersection would be beneficial. One of the items that is recommended is the consideration of a uniform speed limit on residential streets. He stated that staff has currently completed a consistent weight limit restriction, crosswalks and school crossing locations on residential streets. A new program that the Engineering Division could undertake would involve: 1) residential speed limit study and implementation; 2) residential intersection reviews; 3) review of applicable Village Code sections; 4) education of vehicle operators and 5) traffic calming. He stated that the study of the 913 intersections would involve significant time commitment by staff and suggested workshop consolidation of the areas that have been identified as problematic. He also stated that there are other issues which will need to be discussed in the workshop including what would be the process addressing warrantless traffic control signs and what should be done about such traffic control devices in the future. He stated there is a need to define what measures are usable in program development so that the criteria can be clearly understood and implemented. He stated staff has initially drafted a plan that has 18 zones throughout town whereby speed data would be collected for representative streets and a speed zone would be defined within the overall zone for the creation of a uniform speed. He stated he took a sample zone and created a uniform speed in zone 12 and illustrated the variations of speed enforcement zones in a specifically defined zone. General comments from Village Board members included the following items: 3 VII. VIII. IX. DS/rcc It was suggested that a joint Safety Commission and Village Board discussion be undertaken to define the groundwork necessary for moving forward on this project. It was also commented that the test area approach was very creative and could address citizen input in a uniform manner. It was also suggested that staff undertake some type of test for traffic calming including speed humps. It was also noted that any physical alterations to streets requires substantial study. Village Manager Janonis stated he would try to schedule the Workshop on a weeknight in the near future. VILLAGE MANAGER'S REPORT Village Manager Janonis stated that the Village Hall Open House and Dedication is scheduled for October 2 from 10:00 a.m. until 1 :00 p.m. and the Welcome New Resident event is scheduled for October 16 from 9:00 a.m. until 10:30 a.m. at the Community Center at the Village Hall. ANY OTHER BUSINESS Trustee Wilks inquired regarding the need to address drinks and food which may be brought into the Village Board Room. CLOSED SESSION Motion made by Trustee Zadel to move into Closed Session to discuss Property Acquisition. The meeting adjourned at 9:09 p.m. to move into Closed Session. ADJOURNMENT The meeting returned to open session at 9:42 p.m. and immediately adjourned at 9:43 p.m. since there was no other business. RespeCtfU~IY submitt~d~ / Il -U~,<) ~c:;;w DAVID STRAHL Assistant Village Manager 4 MAYOR Gerald L. Farley VILLAGE MANAGER Michael E. Janonis TRUSTEES Timothy J. Corcoran Paul Wm. Hoefert Richard M. Lohrstorfer Michaele Skowron lrvana K. Wilks Michael A. Zadel Village of Mount Prospect Community Development Department 50 South Emerson Street Mount Prospect, Illinois 60056 VILLAGE CLERK Velma W. Lowe Phone: Fax: TDD: 847/818-5328 847/818-5329 847/392-6064 AGENDA MOUNT PROSPECT PLANNING & ZONING COMMISSION MEETING LOCATION: Mount Prospect Village Hall 50 S. Emerson Street Mount Prospect, IL 60056 MEETING DATE & TIME: Thursday October 28, 2004 7:30 p.m. I. CALL TO ORDER II. ROLL CALL A. APPROV AL OF MINUTES OF SEPTEMBER 23, 2004 MEETING . PZ-37-04: 624 Bunting Lane / McAllister Residence (Porch) . PZ-38-04: 1500 S. Busse Road / Lake Park Village (Final Planned Unit Development) III. OLD BUSINESS: A. PZ-26-04 / 100 S. School Street / Variations (parking and bulk regulations) / S1. Paul Lutheran Church. NOTE: This case is Village Board Final. (Continued to November 11, 2004) IV. NEW BUSINESS: A. PZ-34-04 / 300 E. Rand Road / Robert Hsu Foundation, Inc. / Conditional Use (Modify original Conditional Use for a Community Center). NOTE: This case is Village Board Final. (Continued to December 9, 2004) B. PZ-36-04 / 308 Hatlen / Thelen Residence / Conditional Use (unenclosed porch). NOTE: This case is Planning & Zoning Commission Final. e. PZ-39-04/ 1 E. Rand Road / CVS Pharmacy / Special Use - Electronic Message Board. NOTE: This case is Planning & Zoning Commission Final. D. PZ-40-04 / 102 S. William Street / Cummings Residence / Variation (Front Setback - Porch). NOTE: This case is Village Board Final. E. PZ-42-04/ 505 N. Wille / Mazur Residence / Conditional Use (unenclosed porch). NOTE: This case is Planning & Zoning Commission Final. V. QUESTIONS AND COMMENTS: . PZ-38-04: 1500 S. Busse Road - Village Board waived second reading and approved October 5th. PZ-36-02: 531 S. Douglas Avenue - Village Board approved September 21't. . VI. ADJOURNMENT Any individual who would like to attend this meeting, but because of a disability needs some accommodation to participate, should contact the Community Development Department at 50 S. Emerson, Mount Prospect, IL 60056, 847-392-6000, Ext. 5328, TDD #847-392-6064. MINUTES OF THE REGULAR MEETING OF THE PLANNING & ZONING COMMISSION CASE NO. PZ-37-04 Hearing Date: September 23, 2004 PROPERTY ADDRESS: 624 Bunting Lane PETITIONER: Pam and Ryan McAllister PUBLICATION DATE: September 8, 2004 Journal/Topics PIN#: 03-27-309-008 REQUEST: Conditional Use for a porch to encroach front yard setback MEMBERS PRESENT: Acting Chair Richard Rogers, Merrill Cotten, Joseph Donnelly; Leo Floros; Keith Youngquist MEMBERS ABSENT: Arlene Juracek, Matthew Sledz STAFF MEMBERS PRESENT: Michael Jacobs, AICP, Deputy Director of Community Development; Judy Connolly, AICP, Senior Planner INTERESTED PARTIES: Pam and Ryan McAllister Chairperson Richard Rogers called the meeting to order at 7:35 p.m. Joseph Donnelly made a motion to approve the minutes of the August 26, 2004 meeting and Keith Youngquist seconded the motion. The minutes were approved 5-0. Mr. Rogers continued the PZ-26-04 Case to the October 28 meeting. Mr. Rogers introduced Case No. PZ-37-04, a request for a Conditional Use for a porch to encroach in a :tront yard setback. He noted that the request would be Planning and Zoning Board final. Judy Connolly, Senior Planner, presented the case. The Subject Property is located on the north side of Bunting Lane, between Forest and Prospect Manor Avenues, and contains a single-family residence with related improvements. The Subject Property is zoned RI Single-Family Residence and is bordered on all sides by the RI District. The Petitioner is proposing a number of improvements to the existing home, including a 2-story addition and an unenclosed front porch. The proposed porch would consist of a concrete base, wood rails and wood columns. The proposed porch will extend slightly less than 6' :trom the house, resulting in a 25' :tront yard setback. Therefore the proposed porch requires Conditional Use approval. The existing home complies with the Village's zoning regulations, but the detached garage encroaches into the required side yard setback. The garage is allowed to remain in its current location because it is a legal non-conformity. The standards for Conditional Uses are listed in the Zoning Ordinance. They include seven specific findings that must be made in order to approve a Conditional Use. The standards relate to the porch: not having a detrimental impact on the public health, safety, morals, comfort or general welfare; that the porch will not be injurious to the use, enjoyment, or value of other properties in the vicinity or impede the orderly development of those properties; that there is adequate provision for utilities, drainage, and that the design of access and egress is done so as to minimize congestion on Village streets; and that the porch complies with the provisions of the Comprehensive Plan, Zoning Code, and other Village Ordinances. The proposal would not adversely affect the character of the surrounding neighborhood, utility provision or public streets and the proposed Conditional Use will be in compliance with the Village's Comprehensive Plan and Zoning Ordinance. Based on these findings, Staff recommends that the Planning & Zoning Commission approve a Conditional Use for an unenclosed porch to encroach into the required front yard, creating a front setback of no less than 25' for the residence at 624 Bunting Lane, Case No. PZ-37-04. The Planning & Zoning Commission's decision is final for this case. Planning & Zoning Commission Arlene Juracek, Chairperson PZ-37-04 Page 2 Ryan and Pam McAllister were sworn in and testified that they wanted to add a cement floor porch the full length of the house not more than 6' wide and a second floor to the entire house. They did understand they could never enclose the porch. There were to be no questions from the floor so Mr. Rogers closed the hearing. Merrill Cotten made a motion to approve the request for a Conditional Use Approval for the property located at 624 Bunting Lane, Case No. PZ-37-04. Joseph Donnelly seconded the motion. UPON ROLL CALL: AYES: Cotten, Donnelly, Floros, Youngquist and Rogers NAYS: None Motion was approved 5-0. At 8:00 p.m., Keith Youngquist made motion to adjourn, seconded by Merrill Cotten. The motion was approved by a voice vote and the meeting was adjourned. Judy Connolly, AICP, Senior Planner ('IDocuments and SettingslkdewislLocal SettingslTemporary Internet FilesIOLK2IPZ-37-04 624 Bunting Lane.doc MINUTES OF THE REGULAR MEETING OF THE PLANNING & ZONING COMMISSION CASE NO. PZ-38-04 Hearing Date: September 23,2004 PROPERTY ADDRESS: Lake Park Village 1500 S. Busse Road PETITIONER: Michael A. Tobin PUBLICATION DATE: September 8, 2004 Journal/Topics PIN#: 08-15-400-024-0000 REQUEST: Conditional Use - Final Planned Unit Development Approval MEMBERS PRESENT: Acting Chair Richard Rogers, Merrill Cotten, Joseph Donnelly; Leo Floros; Keith Youngquist MEMBERS ABSENT: Arlene Juracek, Matthew Sledz STAFF MEMBERS PRESENT: Michael Jacobs, AICP, Deputy Director of Community Development; Judy Connolly, AICP, Senior Planner INTERESTED PARTIES: Michael A. Tobin; Michael Lukich Chairperson Richard Rogers called the meeting to order at 7:35 p.m. Joseph Donnelly made a motion to approve the minutes of the August 26, 2004 meeting and Keith Youngquist seconded the motion. The minutes were approved 5-0. Mr. Rogers continued the PZ-26-04 Case to the October 28 meeting. After hearing another case, Mr. Rogers introduced Case No. PZ-38-04, a request for Conditional Use - Final Planned Unit Development Approval. He noted that the request would be Village Board final. Judy Connolly, Senior Planner, presented the case. She said that i June, the Village Board granted Preliminary Planned Unit Development (PUD) approval and relief from certain Village Codes as part of the Petitioner's proposal to convert the existing apartment units into condominiums. However, the Petitioner was required to finalize the design of the parking lot, which included detennining the final parking count and the maximum amount of lot coverage. Also, the Preliminary PUD ordinance required a final landscape plan. The final design includes 37 new parking spaces and creates 64% lot coverage, which is 2% more than the existing amount of lot coverage. The landscape plan, however, tries to offset the increased lot coverage by providing entry focal points and landscape areas where possible. As part of the Preliminary PUD request, the Petitioner proposes to make several site improvements, which include, but are not limited to, remodeling the clubhouse, installing gazebos by the play lots, providing stonnwater detention, installing more landscaping where possible, constructing a fence along the CornEd easement as requested by the Police Department, and making general repairs to the property as needed. In addition, the Petitioner is required to install parking lot lights and has submitted a lighting plan that specifies lighting levels only for a portion of the development. The plan indicates that the proposed light levels would slightly exceed the Village's lighting regulations. However, the plan is incomplete because it does not include light levels for the perimeter of the parking lot. The Preliminary PUD approval granted some flexibility regarding light levels to help address security concerns raised by the Village's Police Department. Staff reviewed the Petitioner's plan and found that the proposed lighting is appropriate for this site and that slightly brighter light levels would help address some security issues. However, the lighting plan needs to include light levels for the entire site so the Police Department may confinn Planning & Zoning Commission Arlene Juracek, Chairperson PZ-38-04 Page 2 that the proposed and/or existing lights would provide the appropriate lighting levels. The Petitioner is required to submit a complete photometric plan as part of their building permit application. Other departments have reviewed this case and did not object to the Petitioner's requests. However, some departments had comments on the application. Comments not included as part of the Preliminary POD are from the Environmental Health Department, which enforces the Village's property maintenance regulations. The Environmental Health Department noted that the Petitioner must address all of the Subject Property's existing property maintenance violations, including but not limited to, installing new roofs on the buildings and garages, repairing the parking lot, and tree trimming. To recap, as part of the Preliminary PUD approval the Petitioner received the following relief from Village regulations: 1) 2) 3) 4) 5) 6) A Development Code Exception to provide 0.5 to 0.7 acre feet of on-site storm water detention; A reduction in the required amount of private property landscaping; Variation for the Side and Rear Setbacks; Variation for the design of the off-street parking lot; Variation for the amount of off-street parking; and Variation for lot coverage. As part of the Final PUD process the Petitioner has submitted the following information: 1) Lighting levels that indicate an A vg/Min lighting level of 2.9 foot-candles and an A vg/Max ratio of 4.1 footcandles for portions of the parking lot; Final Lot Coverage calculation of 64%; Final on-site parking count of 291 parking spaces; and Final Landscaping improvements. 2) 3) 4) In order to approve the Final PUD, it has to meet the standards for conditional uses, which are listed in the Zoning Ordinance. Ms. Connolly reviewed the standards for a Conditional Use that are listed in the Zoning Ordinance. The proposed Final PUD specifies the amount of on-site parking that would be provided, proposed lot coverage, and depicts a portion of the parking lot lighting levels. The scope of the project has not changed significantly from the Preliminary PUD proposal. The project continues to meet the standards for a Conditional Use subject to completing the proposed improvements because the development would not have a detrimental effect on the adjacent properties, or adversely impact the enjoyment or value of properties in the vicinity. Also, the Petitioner proposes to provide stormwater detention, install fire sprinklers, and make interior, exterior, and site improvements that meet the intent of the Village Code. The proposed use complies with the Village's Comprehensive Plan and Zoning Ordinance, and improvements would be made according to Village regulations. Based on these findings, the proposed Final PUD and relief from Village Code previously granted meet the standards for a Conditional Use. Staff recommends approval of the Final PUD and related relief previously granted, subject to the following conditions: 1) Development of the site as noted in the booklet prepared by BW Phillips, titled 'Lake Park Village Apartments Budgetary Information For Condominium Conversion' date stamped May 11, 2004, but revised to include: a) Parking lot and site lighting as required by Sec. 14.2219 of the Zoning Ordinance that reflects lighting levels approved by the Police Department; Planning & Zoning Commission Arlene Juracek, Chairperson PZ-38-04 Page 3 b) Installation of perimeter curb and gutter as required by the Development Code; c) Installation of a 6' wrought iron fence in a brick base (or a similar base to ensure the integrity the fence) along the CornEd right-of-way; d) Compliance of all outstanding property maintenance issues, including, but not limited to: installing new garage roofs; parking lot surface improvements; and tree trimming. 2) Development of the site in accordance with the Tree Removal Plan, Pond Planting Plan, Entrance Landscape Plan, and Landscape Plan prepared by Clarence Davids & Co., dated August 23,2004, and the Plant Legend submitted by Clarence Davids & Co., dated September 10,2004. 3) Development of the site in accordance with the Preliminary Site Engineering Plans (5 sheets) prepared by Gewalt Hamilton Associates, Inc. (sheets 1,3-5 dated August 18,2004 and sheet 2 dated August 16, 2004); 4) Installation of a Fire Sprinkler system and fire alann system as approved by the Village's Fire Chief; 5) Converting all the buildings to condominiums in no more than 2-years; and 6) Completing the Condominium Conversion Plat Procedures as outlined in the Village's Subdivision Code (Section 15.307.B) , Mr. Rogers had questions regarding handicapped parking and Ms. Connolly clarified the rules for buildings of less than four stories. Michael Tobin, Northern Realty, 33 N. Dearborn, Suitel200, Chicago, was sworn in as representative of the Lake Park Village. He said Ms. Connolly had done a superb job in presenting the case and did not have much to add. He said the buildings were being completely refurbished and when completed would look as good as a forty year old complex could look. Mr. Floros asked about the parking. Mr. Tobin said their ratio, 1.8 per unit, is higher than most for complexes of their size. He said this will be a very affordable complex and most people will have just one car. The spaces will not be sold or deeded, but they will be assigned. Mike Lukich, Gewalt Hamilton, was sworn in and testified that the new sewer pipe being installed is not bypassing the detention pond but will detain more water before reaching the pond. Mr. Donnelly asked if there will be a locked gate to access the playground and was told there would be if Staff required it. Mr. Cotten asked if there would be one association for the entire complex and Mr. Tobin said yes, that the management would manage the complex until the entire complex was sold and then turn it over to one association within the two- year time limit. Keith Youngquist made a motion to recommend that the Village Board approve the request for Conditional Use - Final Planned Unit Development Approval for the property located at 1500 S. Busse Road, Lake Park Village, Case No. PZ-38-04, subject to the six conditions listed in the Staff report. Joseph Donnelly seconded the motion. UPON ROLL CALL: AYES: Cotten, Donnelly, Floros, Youngquist and Rogers NAYS: None Motion was approved 5-0. At 8:00 p.m., Keith Youngquist made motion to adjourn, seconded by Merrill Cotten. The motion was approved by a voice vote and the meeting was adjourned. Judy Connolly, AICP, Senior Planner (\Documents and SettingslkdewislLoca1 Settings\Temporary Internet Files\OLK2\PZ-38-04 1500 S Busse Lake Park ViUage.doc VILLAGE OF MOUNT PROSPECT FINANCE COMMISSION AGENDA Wednesday, October 27,2004 7 :00 p.m. Village Hall Building Third Floor Executive Conference Room 50 South Emerson I Call to Order II Approval of Minutes - October 21,2004 III Review of the Proposed 2005 Village Budget (Public Works) IV Discussion on Combined Sewer Study and Pavement Management Program V Chairman's Report VI Finance Director's Report VII Other Business VIII Next Meeting: Thursday, December 2,2004 (tentative) NOTE: Any individual who would like to attend this meeting but because of a disability needs some accommodation to participate should contact the Finance Director's Office at 50 South Emerson Street, Mount Prospect, (847) 392-6000, ext. 5277, TDD (847) 392-6064. FINANCE COMMISSION DRAFT MINUTES OF THE MEETING OCTOBER 14, 2004 VILLAGE HALL BUILDING DRAFT I. CALL TO ORDER The meeting was called to order at 7:00 p.m. Those present included Chairman John Korn and Commissioners Charles Bennett, Vince Grochocinski, Ann Hull (left at 7:20 and returned at 8:30), Brian McPartlin (amved at 7:30), and Ann Smilanic. Also present were Village Manager Michael Janonis, Assistant Village Manager Dave Strahl, Director of Community Development Bill Cooney, Deputy Director of Community Development Mike Jacobs, Director of Human Services Nancy Morgan, Director of Finance David Erb, Accounting Supervisor Jodie Andrew and Finance Administrative Assistant Lisa Burkemper. Deputy Director of Finance Carol Widmer and Commissioner Tom Pekras were absent. II. ApPROV AL OF MINUTES Commissioner Vince Grochocinski motioned to approve the minutes of August 26th. Commissioner Ann Hull seconded the motion and the minutes were accepted as presented. III. REVIEW OF THE PROPOSED 2005 VILLAGE BUDGET Overview Village Manager Michael Janonis began the discussion by stating that budget year 2004 is expected to finish better than expected and that 2005 presents several challenges that will need to be addressed. Mr. J anonis also stated that the village would need to look at possible revenue enhancements to provide for possible funding of items like the Capital Improvements Plan, a traffic unit, items in the fire department's five year plan and the work that needs to be done to fix the problems found within the Village's combined sewer system. Director of Finance David Erb provided a brief overview ofthe 2005 Proposed Budget. Mr. Erb stated that overall the 2005 Proposed Budget totals $69,796,088, which represents a decrease of 11.6% over the 2004 Budget. Most of the decrease is due to the completion on the new Village Hall project. Mr. Erb also stated the operating budget totals $48,239,192, which reflects a 3.3% increase from the 2004 budget. Director of Finance David Erb also mentioned that for the fourth consecutive year the planned transfer of $750,000 to the Capital Improvements Fund has been deferred. Therefore, approximately $2.2 million in capital improvement projects must be deferred for the year 2005. Director of Finance David Erb also summarized where the general fund reserve balance is presently and where it is expected to be in the next few years. The summary is as follows: as of 1/1/04 the general fund balance was at 28.24%, as ofl/1/05 it is expected to be at 25.5%, as ofl/1/06 it is expected to beat 24.46% and on 1/1/07 it is projected to be at 20.77%. Commissioner Charles Bennett askedwhat the lag time was in sales tax reporting. Director of Finance David Erb stated thatthe lag time is approximately 3 months. Chairman John Korn stated that the second largest expense throughout the budget is contractual services. Chairman Kom asked how often the Village reviews these services to see ifthe service should continue to be outsourced or handled internally. Director of Finance David Erb stated that most significant services go out for bid and are awarded contracts that last 3 or 4 years. Village Manager Mike Janonis stated that the Village does not have a systematic review of these services. Mr. Janonis added that as a rule if there is the potential for labor components it is almost always cheaper to use an outside contractor. Furthermore, this is looked at as part of the bid review process. Community Develovment Director of Community Development Bill Cooney began his presentation with an overview of 2004 accomplishments. Mr. Cooney mentioned that the department made 20 different amendments to zoning codes and enhanced the department's page on the Village web site. Mr. Cooney also provided a brief update on the redevelopment at Randhurst. Director of Community Development Bill Cooney also discussed several objectives the department would like to accomplish in 2005. Mr. Cooney stated that the site ofthe old Village Hall would be torn down and development of a building with 52 condos and 14,000 feet of retail space is expected to have occupancy by 2006. Another area that will be developed is the land at Central and Emerson. Mr. Cooney stated that the project is currently out for bid and development is expected to begin in the spring of2005. Mr. Cooney also mentioned planning for the possible redevelopment ofthe small triangle area (Busse-Route 83-Northwest Highway) and Central Plaza (Route 83-Central). Commissioner Charles Bennett asked who would be affected if part ofthe TIP were extended. Village Manager Mike Janonis said that school districts 214 and 57 would be affected. There was a short discussion brought on by Commissioner Brian McPartlin regarding the finance commission's previous recommendations on revenue enhancements. The consensus was to present the commission's recommendations again to the Village Board as part of the budget process. Human Services Director of Human Services Nancy Morgan began her discussion by stating that their 2005 Proposed Budget totals $723,033, which represents a 4% ($31,000) increase over the 2004 Budget. Director of Human Services Nancy Morgan highlighted that a $3,000 CDBG Block Grant was obtained for the Mentor Program. Ms. Morgan also mentioned that the social services budget showed an increase of$30,000, due to the merging of two budget categories (youth activities and social services line items). Ms. Morgan stated that the 2004 budget would have to be amended to correct the figures for the flu shot program previously scheduled for 2004. Because the Village flu shots were not available this year the program was cancelled, therefore revenues and expenses associated with the program would not be realized. Commissioner Brian McPartlin asked how many people in Mount Prospect typically come to the Village for their flu shot. Ms. Morgan said that approximately 2,000 per year come to the Village. Villaf!e Administration Assistant Village Manager Dave Stahl began his discussion by stating that with the move in 2004, all sub departments that fall under administration are now located together on the third floor of the new Village Hall, with the exception of the IT department which is located in the lower level of the new Village Hall. 2 Assistant Village Manager Dave Stahl continued by stating that the administration budget added two positions in the Proposed 2005 Budget. The addition of a GIS coordinator under the IT department is a position currently in Public Works budget that is being transferred over to Village Administration. The other position is a part-time position for a management intern. Village Administration has put this position back in their budget after a three-year hiatus. Commissioner Ann Smilanic asked how long an intern usually works for the Village. Mr. Strahl said that an intern usually works a year or more. Commissioner Charles Bennett asked if the workplace violence policy, which is planned to be implemented in 2005, is a new policy and why it is needed. Mr. Strahl stated that the Village updated and developed a policy to address issues in case it is needed. Finance Department Director of Finance David Erb began his discussion with some accomplishments completed in 2004. One item discussed was getting Request for Proposal's out for Village banking services and Village audit services. Both services should be in place by March 2005. Mr. Erb also discussed several objectives the department would like to accomplish in 2005. Among the items discussed was the combined sewer improvements proj ect which will require the department to prepare a study ofthe water and sewer fund to assist in figuring out how to fund the approximately $14,000,000 project. Other items discussed were a review of the business license fees, preparation of standard operating procedures for payroll functions and research and eventual implementation of electronic payment options. Commissioner Charles Bennett asked if the implementation of electronic payment options was a priority. Director of Finance David Erb stated that it was a priority. Director of Finance David Erb continued his discussion by stating that the total finance Proposed Budget is $1,570,000, which represents a 14.8% increase. Mr. Erb stated that the 14.8% increase is due mostly to increased insurance costs. Commissioner Brian McPartlin voiced his concerns regarding the budget increases in workman's compensation/liability insurance. Non-Departmental Civic and Community Services, Debt Service, Pensions and Insurance Director of Finance David Erb began his discussion by stating the total Proposed Budget for Civic and Community Services is $266,948, which is a 4.3% decrease from the 2004 Budget. Director of Finance David Erb advised that the total Proposed 2005 Budget for debt service is $4,541,053. This is a $1.4 million or 23.9% decrease from the 2004 Budget. The decrease is a result of the street improvement debt being paid off. Mr. Erb also stated that the total debt for the Village is $46,316,348, of which $19,010,000 is the Library's portion. Mr. Erb further stated that debt, as a percentage of Equalized Assessed Value, is 2.1 %, which is good. Commissioner Charles Bennett asked ifthe Library debt was on a 20-year payoff. Mr. Erb stated that it was on a 20-year payoff. 3 Director of Finance David Erb stated that the total 2005 Proposed Budget for pensions totals $4,750,018, which represents a 4.5% increase over the 2004 Budget. Mr. Erb noted that $54,630 is being paid out of the general fund for miscellaneous pensions provided to retired firefighters that were members of the Forest River Fire Protection District. Previously these pensions were paid out of a separate fund that was set up years ago. Director of Finance David Erb stated the total 2005 Proposed Budget for insurance is $5,669,350, which is a .7% increase over the 2004 Budget. Mr. Erb mentioned that in 2005 the Village would be self- funding their insurance program up to $2,000,000 in lieu of purchasing a commercial policy. Previously the village purchased a commercial policy for $250,000 to $2,000,000. This policy covered claims after the Village satisfied the initial $250,000 self-insurance level. Mr. Erb also stated that the money saved on premium ofthe commercial policy would go towards revenues. Commissioner Charles Bennett asked what the $9,000,000 in business interruption insurance is for. Mr. Erb stated the insurance covers Randhurst in the event that the building was destroyed; the insurance would cover lost sales tax revenues. IV. CHAIRMAN'S REpORT Chairman John Korn highlighted the topics discussed at the board meetings that have taken place recently. Chairman John Korn reminded the commissioners that at the Public Works budget meeting there would be a discussion on the Combined Sewer Project and Pavement Management Program. Chairman Korn also added that the commission should playa role in planning for the funding of the Combined Sewer Project. V. FINANCE DIRECTOR'S REpORT There was nothing to report. VI. OTHER BUSINESS Following a brief discussion and discussions earlier in the meeting the finance commission members present unanimously decided to move the Thursday, October 28, 2004 meeting to Wednesday, October 27, 2004. VII. NEXT MEETING: OCTOBER 21. 2004 Commissioner Charles Bennett motioned to adjourn which Commissioner Brian McPartlin seconded. The meeting was adjourned at 9:59 p.m. The next meeting will be October 21,2004. Respectfully submitted, Lisa Burkemper Administrative Assistant Finance Department 4