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HomeMy WebLinkAbout07/10/2012 COW MinutesCOMMITTEE OF THE WHOLE MINUTES July 10, 2012 CALL TO ORDER — ROLL CALL The meeting was called to order at 7:05 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Irvana Wilks. Trustees present included John Korn, Arlene Juracek, Steven Polit and Michael Zadel. Staff present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Fire Chief John Malcolm, Deputy Fire Chief Chris Truty, Police Chief Michael Semkiu, Deputy Police Chief John Wagner, IT Director Joan Middleton, Public Works Director Sean Dorsey, Deputy Public Works Director Jason Leib, Finance Director David Erb, Deputy Finance Director Lynn Jarog and Community Development Director William Cooney. APPROVAL OF COMMITTEE OF THE WHOLE MINUTES FOR MAY 8, 2012 Motion made by Trustee Korn seconded by Trustee Juracek. Minutes were approved. APPROVAL OF COMMITTEE OF THE WHOLE MINUTES FOR MAY 22, 2012 Minutes were deferred due to absences at the meeting this evening. III. CITIZENS TO BE HEARD None IV. 2013 -2017 CAPITAL IMPROVEMENTS PLAN Finance Director David Erb provided an introduction into the Capital Improvement Program (CIP) process. He stated this meeting marks the official kickoff for the 2013 Budget season. He stated the CIP is intended to provide general information as to capital projects in the pipeline in the next five years and are prioritized based on need and funding requirements. He also stated that just because a project is included in the CIP does not guarantee funding or approval as part of the Budget process. CIP projects are reviewed as part of the annual budget and if expenditure is to be undertaken regarding a recommendation it will be reviewed prior to approval. He stated that the projects presented in the plan were reviewed among the departments on an individual basis prior to being transferred into this master document. He stated if the Village Board concurs with the plan as presented this evening it would be again presented to the Village Board at the July 17 Village Board meeting for approval. Community Development Department: Community Development Director Bill Cooney provided an overview of the two CIP projects that his department is responsible for. He stated one program is the Fagade Improvement Program funded through TIF funds which allows for up to $60,000 in matching contributions for business fagade improvements. He also stated the other project that his department monitors is the Corridor or Improvement Program and funding for this program would come from CDBG if such improvement were in a CDBG area. Committee of the Whole Page 1 of 4 5/22/12 Information Technoloav Division: IT Director Joan Middleton provided a summary of the Information Technology Division document that has been created through collaboration among the various departments. She stated the main items that are pending for next year are a software upgrade for the phone system replacement of three network switches which are no longer supported under warranty or maintenance. Police Department: Deputy Police Chief John Wagner provided an overview of the Police Department projects that are wrapping up for this year and the projects recommended for consideration for next year. One item that is being requested is the refurbishment of the women's locker room at a cost of $50,000. Another project is to replace the Mobile Video Recorder (MVR) system for each squad car has a total cost $172,000. The CIP also contains a request for administrative furniture replacement for 2014 at a cost of $83,000. He stated that the replacement of the radio system through NWCDS should be completed in November or December and the Department is in the process of completing the upgrade to a new traffic stop data collection server. Fire Department: Fire Chief John Malcolm provided an overview of the CIP items for the Fire Department. He stated the main project for 2013 is to finish the replacement of the furniture that was started this year and was originally installed when the station was built. He stated one project the Department has requested for 2014 is the replacement of the heavy equipment rescue items or known as the "Jaws of Life ". He also stated that an item for 2013 is a web -based schedule tracking system which interfaces with the Village payroll software and will replace a homegrown software program that was developed by Deputy Chief Truty. Public Works Department: Public Works Director Sean Dorsey provided an overview of the various projects that Public Works is recommending. He stated there is approximately $2.3 million for Street resurfacing in the 2013 CIP budget which should cover 4.4 miles of streets. He stated based on budget restrictions the Department is approximately 10.7 miles behind in the Street resurfacing schedule or the equivalent of 1.5 program years. He stated the Department continues with its Combined Sewer Improvement Program and has taken care of 100% of the Category Five, classified as the worst condition, and has completed 95% of the Category Four, 17% of Category Three and 5% of Category Two. This equates to a total of 62,028 linear feet of sewer pipe. He stated the Department has requested $168,000 in 2013 for the removal of approximately 522 Ash trees and another $83,000 to plant the 522 replacement trees. To date 703 Ash trees have been removed due to EAB infestation and there are approximately 2700 Ash trees remaining. He stated there are funds requested for a multiyear implementation of the AMR (Automated Meter Reading) with the preliminary expenditure focused on the commercial meters. The AMR system would resolve many of the meter reading issues that continue to plague the existing system. Committee of the Whole Page 2 of 4 H: \VILM \Cow\2012 \Minutes \Cow Minutes 7- 10- 12.docx He stated there is $100,000 requested for 2013 for the installation of 2500 linear feet of new sidewalk. He stated there are enough locations throughout the Village that in order to complete the sidewalk system that would require 20,000 linear feet of sidewalk. He stated the Department has requested a multiyear lift /relief station rehabilitation program beginning in 2013 at the George St. South lift station for approximately $200,000. He stated one of the larger construction projects for next year will be the reconstruction of Kensington Road between Elmhurst Road and Forest Avenue. The Village's share of this project is $100,000 with the remaining funding coming from Federal and State sources. The CIP program for 2013 includes a request for $400,000 for the inspection of 65,000 linear feet of storm sewer using TV equipment. This is a multiyear program to inspect the entire sewer system on a rotating basis. He also stated this helps with maintaining permit regulations. The Department has requested funding for the replacement of four rooftop HVAC units at Public Safety in the amount of $300,000. These units are original with the building and have been plagued by operational issues for several years. Based on the age and the number of units that Public Works is charged with maintaining, this request is for multiyear funding to replace units in both Public Safety and Public Works. One very visible project for 2013 will be the repainting of the elevated water tank for approximately $775,000. The tank was last painted in 1993. The flat roofs at the Public Works facility are in need of replacement. The original useful life was expected from 7 to 10 years and they have lasted 25 years. They are now ready to be replaced based on the condition. He also anticipates a request for the replacement of the roof at the main Public Works building for 2014. The roof at the Public Safety building is slated for replacement in 2013 at an estimated cost of $310,000. CIP Budget also contains a request for $100,000 in 2013 for the installation of neighborhood drainage systems to resolve flooding. He said there is currently a list of 113 eligible properties with an average cost $25,000 per property. The 2013 CIP also contains $320,000 for streetscape along Northwest Highway between Maple and School Street. Finally the Department is requesting the purchase of two semi - ruggedized laptops for the Vehicle Maintenance Division which would enhance the ability of the mechanics to enter critical vehicle data into the Hansen system. General comments from the Village Board members included the following: There was a comment regarding the low level of citizen participation in the Ash tree insecticide cautionary program. There was also a comment regarding the need to focus on catching up with the Street Resurfacing Program before it becomes a street reconstruction program and the possibility of discussing the shift in some priorities to address that concern. V. MANAGER'S REPORT Village Manager Janonis stated that Coffee with Council is scheduled for July 14 from 9:00 to 11:00 a.m. at the Community Center of the Village Hall. Committee of the Whole Page 3 of 4 H: \VILM \Cow\2012 \Minutes \Cow Minutes 7- 10- 12.docx VI. ANY OTHER BUSINESS Trustee Korn wanted to thank everyone who braved the heat and turned out for the Lions Fourth of July Festival. Assistant Village Manager Dave Strahl provided an overview of the current status of the municipal electrical aggregation program. He stated the opt out letters should be arriving in mailboxes of residents and businesses later this week followed by a letter from ComEd confirming residents want to leave the ComEd system. He stated it is critical that the residents and businesses understand that they do not need to do anything in order to save money on their electric bill that these letters are mandated. Any resident or business that already has an alternative supplier other than ComEd should contact First Energy to coordinate the changeover to the municipal aggregation rate, but they should be aware there may be penalties or notice periods required from their existing provider prior to changing suppliers. Such penalties or notice periods are solely the responsibility of the customer and the Village has no standing to negotiate those conditions. VII. ADJOURNMENT The meeting adjourned at 8:40 p.m. DAVID STRAHL Assistant Village Manager Committee of the Whole Page 4 of 4 H: \VILM \Cow\2012 \Minutes \Cow Minutes 7- 10- 12.docx