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HomeMy WebLinkAboutCOW Agenda Packet 07/08/2003COMMITTEE OF THE WHOLE AGENDA Meeting Location: Mt. Prospect Park District Community Center 1000 West Central Road Meeting Date and Time: Tuesday, July 8, 2003 7:00 p.m. II. III. IV. CALL TO ORDER - ROLL CALL Mayor Gerald L. Farley Trustee Timothy Corcoran Trustee Michaele Skowron Trustee Paul Hoefert Trustee Irvana Wilks Trustee Richard Lohrstorfer Trustee Michael Zadel ACCEPTANCE OF MINUTES OF COMMITTEE OF THE WHOLE MEETINGS OF APRIL 22, 2003 AND MAY 13, 2003 CITIZENS TO BE HEARD 2004-2008 CAPITAL IMPROVEMENTS PLAN In 1997, the Village Board formally adopted its first comprehensive 5-year Capital Improvements Plan (CIP). In previous years, the Village used a number of separate documents in its capital projects planning. While each of these documents was Useful in its oWn right, none offered an overall picture of the Village's capital needs. The establishment of a 5-year Capital Improvements Plan (CIP) provides a comprehensive view of the Village's capital needs for consecutive rolling five-year windows. The proposed 2004-2008 CIP is generally comprised of projects which involve the purchase or construction of long-lived, tangible assets at a cost of $25,000 or more. The total cost of all requests for all years included in the plan is approximately $44.4 million. Many of the requests in the plan are simply continuations of established projectsl Others are projects not currently in progress but have been discussed by the Village Board on previous occasions. Some requests are being presented for the first time through the ClP. Given that the ClP is intended to afford a comprehensive view of the Village's capital needs, it is fitting that all of these project requests be included in the proposed plan. Of the $44.4 million of project requests included in the proposed ClP, about $33.1 million (or 74%) is for the continuation of established projects including approximately $15.1 million for street resurfacing. NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODA TION TO PARTIClPATE, SHOULD CONTACT THE VILLAGE MANAGER~S' OFFICE A T lO0 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 6 0056, 8 47/392,6000, EXTENSION 5 327, T DD #847/392-6064. Mo A project's inclusion in the ClP does not guarantee its funding and accomplishment. The ClP is a planning document. As such, it is subject to change. The CIP is reviewed and updated on an annual basis. The next CIP will cover the years 2005 through 2009. Special attention should be given to the projects requested for 2004. Those are the projects, which would potentially be included in the Village's next annual operating budget. Although the Village Board may decide not to fund a 2004 project request included in the final 2004-2008 CiP, the CIP should serve as a"pre-budget" for capital items. The 2004 project requests included in the proposed CIP amount to $13.2 million. Of this amount, $11.4 million (or 86%) is for the continuation of established projects including $3.2 million for the Street Program and $5.2 million for completion of the new Village Hall/Community Center and municipal parking deck. It should be noted that over $1.6 million in capital projects originally scheduled for 2004 has been deferred to out years while the Village Board and Administration work to develop a long-range financial plan that will, among other things, identify a permanent funding source for such projects. The proposed 2004-2008 CIP was distributed on June 6, 2003 to the Finance Commission and the Village Board. The Finance Commission held a meeting on June 19, 2003 to review the proposed document. Copies of the draft minutes from the Commission's meetings will be provided separately. Once the Committee of the Whole completes its review of the proposed 2004-2008 CIP, it will be presented to the Village Board for formal acceptance on July 15, 2003. COMMUTER PARKING FEE INCREASE During this year's long-range financial planning process, staff looked at various fees and fines currently being charged by the Village. A number of recommendations will be forthcoming suggesting modest increases in certain fees and fines to bring them into line with the going rate in other communities. Included on the July 8, 2003 Committee of the Whole Agenda is a proposal to increase parking fees for the Village's downtown commuter lots. The current fee of $1.00 per day has been in place for over 15 years. A survey of what other communities are charging along various commuter rail lines indicates that $1.00 per day is below the average. Staff would propose, at a minimum, that the fee be raised to $1.25 per day and that serious consideration be given to increasing the fee to $1.50 per day. The attached memorandum and supporting documentation from Public Works Administrative Analyst Jason Leib details the levels of new revenue that would be generated by an increase. As you will note, we are obligated to share a portion of this revenue with the Union Pacific Railroad as part of our lease agreement covering the Northwest Highway commuter lots and train station. The additional revenues are necessary to ensure proper long-term maintenance of our downtown parking facilities. The daily rate also serves as a benchmark for anticipated parking lease arrangements for the existing Wille Street lot and the new Parking Deck. Revenues generated from Village-owned lots and structures will be used to create a sinking fund to cover long-term maintenance items for these parking assets. This discussion will also provide staff with an opportunity to preview the automated fee collection system that is currently being installed in the existing commuter lots. This automated system will make collection and accounting of revenues easier and more accurate. The system also allows for the issuance of debit cards which customers can utilize instead of cash. The Finance Department would handle the sale of debit cards. Appropriate staff will be on hand to answer questions and facilitate discussion. VI. MAYOR PROTEM PROTOCOL The Village Code currently provides for the selection of a Mayor Pro Tem to serve in the official capacity of the Mayor in times of his/her absence or disability. The current protocol requires official action by the Village Board at one of its regular business meetings. Historically, the Mayor Pro Tern position has been established in the narrow circumstance of presiding over official meetings of the Village Board. Once the meeting has concluded, the status of Mayor Pro Tem is extinguished. In this day and age of extended travel capabilities, homeland securing issues and the potential suddenness with which the need for a Mayor Pro Tem may arise, staff would propose that the Village Board review the current protocol and consider an expanded and more definitive protocol to cover not only official Village meetings but also those periods where the current Mayor may be out of town and unavailable for extended periods of time. Attached is a recent survey of Northwest Municipal Conference communities and how they handle Mayor Pro Tem protocol. It appears that the protocol is somewhat unique to the culture of each community's philosophical viewpoint. In some cases, the Mayor has the ability to appoint a stand-in. In other cases, the Village Board must act on a case-by-case basis (as does Mount Prospect). In the case of Hoffman Estates, a semi-permanent Mayor Pro Tem is established from among Village Board members and serves a set term. The purpose of Tuesday evening's discussion is to engage in an initial philosophical discussion that will, hopefully, provide some direction to staff as how to proceed or not to proceed, as the case may be with drafting a new protocol. Appropriate staff will be on hand to answer questions and facilitate discussion. VII. VILLAGE MANAGER'S REPORT VIII. ANY OTHER BUSINESS IX. ADJOURNMENT REVISED 5/~4/03 II. III. IV. MINUTES COMMITTEE OF THE WHOLE APRIL 22, 2003 CALL TO ORDER The meeting was called to order at 7:03 p.m. by Mayor Gerald Farley, in the Mt. Prospect Park District Community Center, 1000 West Central Road, 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, Finance Director Doug EIIsworth, Deputy Finance Director Carol Widmer, Fire Chief Michael Figolah, Public Works Director Glen Andler, Deputy Public Works Director Sean Dorsey, Community Development William Cooney, Human Services Director Nancy Morgan, Deputy Human Services Director Jan Abernethy, Police Chief Richard Eddington, Deputy Police Chiefs Ronald Richardson and John Dahlberg. APPROVAL OF MINUTES Approval of minutes from April 9, 2003. Motion was made by Trustee Zadel and Seconded by Trustee Lohrstorfer. Minutes were approved. CITIZENS TO BE HEARD None. LONG-RANGE FINANCIAL PLAN DISCUSSION Mayor Farley introduced the topic by stating the Board has had several Workshops and a preliminary meeting of April 9 to initially discuss the Plan as proposed. He stated the ultimate decision on what mix of revenues and possible expenditure cuts will be difficult for all members involved. He said there are many interests that have to be considered and the Village has benefited greatly from a conservative fiscal management philosophy in the past and the solution to this issue will, no doubt, follow that philosophy. He also wanted to point out that Property Tax Assessments vary between residential and commercial properties substantially. Village Manager Janonis provided a summary of the presentation from the previous Committee of the Whole meeting of April 9. He stated that the economic downturn has caused the loss of revenue and while it is easy to point to opportunities for possible service cuts, the service demand does not necessarily decrease as revenues decrease. He stated many times the requests for services increase due to needs of residents during times like these. He stated 80% of the Budget is related to employee costs and while fund balance has been used in the past, it is impossible to utilize fund balance indefinitely to resolve the issue of revenue shortfalls. The Village Board did review the various services provided by the Village and some non-essential services were recommended for elimination. The Village Board also tentatively directed staff to cut $500,000 from the 2004 Budget as part of a Financing Plan. Finance Director EIIsworth provided a review of the tentative consensus Financial Plan that had been formulated by the Village Board. He stated the Plan includes retaining existing revenues and eliminating previous sunset provisions. There were several tax increases and decreases. Among those changes is a Property Tax increase reduction, an increase in Home Rule Sales Tax and a shift of the refuse collection costs from property tax to direct pay. Another item was to eliminate the vehicle sticker. He stated the possible impact of the tentative Financing Plan as a general net cost estimate would be an increase of $129 per year for the average resident. Finance Commission Chairman John Korn spoke. He provided an overview of the Finance Commission duties in terms of its recommendation responsibilities to the Village Board, He stated the Finance Commission plan eliminates revenue sunsets and increases the Telecommunication Tax along with direct billing for refuse collection. The Commission recommends elimination of the vehicle sticker and transferring money to the CIP with reduction in the Corridor Improvement Plans. They also recommended expenditure reductions in Forestry, overtime and community and civic events expenses by 10%, thereby, a projected surplus of approximately $59,000 could be realized. Chamber of Commerce Executive Director Jim Uszler spoke. He stated the majority of the members of the Chamber are small business owners in the community and are concerned about a Sales Tax increase. He stated Illinois has an excessive tax structure, as it is that burdens business with State and local taxes. He stated generally business taxes have increased while business revenues have gone down. He feels a Sales Tax increase would adversely impact businesses and supports the Finance Commission proposal. He stated a growing economy is more likely to increase revenues than a projected Plan for increased revenues. Don Maxwell, 632 South Edward, spoke. He stated that he is concerned about being taxed out of Mount Prospect and it is not just the Village component that concerns him. It is the overall tax impact on the average resident. He stated Property Tax increases have a cumulative impact that must be addressed. He stated there are three ways to balance the Budget; spend less, take in more money or a combination of both. He suggested a citizen survey on the water bills to ask residents what they would like to have cut from the service mix provided by the Village. He suggested the Village raise fines and permit fees and retain the vehicle sticker. He is concerned about the change in the garbage collection system. He also asked where the Village might be in the Park Ridge Survey if these increases as recommended were put into place. Charlie McNulty, Eight North Waverly, spoke. He suggested the Board retain the vehicle stickers due to the break seniors receive for the stickers. He feels the garbage should remain on the Property Tax and felt the Sales Tax increase should be similar to what other surrounding towns charge so that Mount Prospect is not higher than surrounding communities. Frank Vlasny, 2103 Jody Court, spoke. He felt that the Village should undertake discussions with other communities to consolidate services that are being provided similarly in other towns. He is concerned about the garbage collection cost not being able to be deductible any longer and would suggest it remain on the Property Tax. Doug Lattner, 631 South Albert, spoke. He opposes the direct bill for garbage and is concerned about the possible impact on the recycling program and leaf program. He also felt that the elimination of the vehicle sticker seems inconsistent since the Village needs the revenue. Wes Pinchot, 474 Whitegate, spoke. He also questioned why eliminate the vehicle sticker since it is a use tax. He also questioned what refuse rates multi-family residents pay. He also would like to keep the garbage on the Property Tax and feels that Sales Tax increase is a general pass through to the consumer and does not necessarily impact businesses. Rodger Kruse, 515 South Louis, spoke. He stated that he has been a resident since 1933 and would suggest the Village retain the vehicle sticker and he would be willing to pay the previously anticipated 4.8% increase in the Property Tax if it meant retaining the current service package. Eric Krieg, 319 North Russel, spoke. He stated that where he works, 10% of the workforce has been laid off and he has gone two years without a wage increase and sees no reason why the same circumstances cannot be considered by the Village. If 80% of the cost is personnel related, there is a need to look at the productivity of the employees. He thought the garbage cost should remain on the Property Tax and the Village should be more aggressive in getting development into the community. He also thought that building inspectors are too tough and some savings could be realized by cutting back the number of inspectors. Linda Mosca, 102 North Wille, spoke. She felt that the best way to increase revenue was to grow through economic development. She is concerned about the general impact of the Property Tax abatement through the Class 6. She felt that garbage should be based on the actual usage and make sure the system is equitable. She also felt that the vehicle sticker should be retained as a revenue source. Larry Mueller, 22 HiLusi, spoke. He felt that the refuse should remain on the Property Tax because it can be claimed on Federal taxes as deductible. He also suggested retaining the vehicle sticker and stated the Village needs a better mix of businesses in order for increased revenues. George Clowes, 604 South Elm, spoke. He stated he recalls his previous recommendations in December of 1988 and, again, when he was a member of the Board regarding reduction in expenditure growth should be looked at otherwise the Village will always be looking for additional revenue. He felt that since the Board had previously committed to sunsetting certain revenue sources, they should follow through. He felt that the Village should retain the vehicle sticker. He stated it is critical to reduce expenditures and make sure the percentage increase in expenditures do not exceed the revenue increases annually. He stated that based on his projections and analysis, the Village has grown an average of 2.5 people per year and has gotten away from the controls built in to control expenditures in the 1990s. He stated based on his analysis, $24 million is spent for personnel, he equates this amount to an average salary of $54,000 per employee. With benefits added, that brings it up to $74,000 per employee. He feels the Village employees should suffer like the rest of the population regarding salaries and benefit reductions. Erin Brodzik, 105 Horner, spoke. She stated if the Village changed the current garbage system, it would force people to manage their garbage in order to reduce costs. Don Harmon, 16 North William, spoke. He felt the garbage should be retained on the Property Tax bill. He also felt that it should be the Park District to provide youth services and funding to the YMCA and not the Village. Bill Lynch, 207 South Louis, spoke. He stated he is against the change in the garbage being removed from the Property Tax. He also stated that based on his analysis, the assessed land value differs between Elk Grove Township and Wheeling Township is very significant in the community. Carol Tortorello, 223 South Elmhurst Avenue, spoke. She would like the Village Board to retain the vehicle sticker and leave the garbage alone assuming some equity in usage can be maintained. General comments of the Village Board members included the following items: Mount Prospect is a diverse community in terms of how the property tax deduction applies. The Federal Tax deduction only applies to approximately 30% of the population, therefore, the so-called deduction is less critical. It is estimated that there is a $36.00 net loss per resident if the garbage is not written off the Property Tax bill. The refuse bill is significantly underwritten by businesses due to the difference in assessments between businesses and residents. The tax structure is based on single- family residences but there 30% of the housing units in the community are multi-family units. The Village has been very aggressive in contracting out for services and increasing fines does not necessarily impact revenue. There is not always a direct correlation. The enforcement of vehicle stickers is expensive, therefore, the cost of collection is an issue. He stated the garbage cost is based on the value of the home and not on the volume. Even though this is a tentative consensus plan, there are dissenters to the plan. There was also a comment made regarding the timing of the change in the refuse contract to coincide with the next negotiation session or contract renewal period. It was also mentioned there is a need to address the equitability of taxes and revenues and be aware of the business impact. Sales Tax may be an incentive or disincentive depending on the individual community. It was also stated that the head count within the Village has a direct correlation on the level of services that are provided. It was suggested that staff review the comments from the audience in terms of possible impact on revenues and cost out those options as an opportunity to determine impact of these suggestions. VILLAGE MANAGER'S REPORT Village Manager Janonis stated that April 26 is Welcome New Resident from 9:00 a.m. until 10:30 a.m, at Central Community Center. He also stated that the Relay for Life at Arlington Park is April 25. I. VII. ANY OTHER BUSINESS Several Trustees mentioned their appreciation for the service that Finance Director EIIsworth has provided to the Village over the past five years and all wished him well in this new position in Schaumburg. ADJOURNMENT Thero being no further business, the meeting adjourned at 10:05 p.m. Respectfully submitted, DS/rcc DAVID STRAHL Assistant Village Manager II. III. IV. MINUTES COMMITTEE OF THE WHOLE MAY 13, 2003 CALL TO ORDER The meeting was called to order at 7:03 p.m. by Mayor Gerald Farley, in the Mt. Prospect Park District Community Center, 1000 West Central Road. 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, Community Development Director William Cooney, Community Development Deputy Director Michael Jacobs, Building Coordinator William George, Environmental Health Coordinator Robert Roels, Fire Chief Michael Figolah, Fire MarShal Paul Valentine and Fire Protection Engineer Michael Heimbecker. APPROVAL OF MINUTES Approval of minutes from April 22, 2003. Trustee Hoefert requested the Minutes be deferred until he could verify further details regarding the Minutes. Approval of the Minutes was deferred. CITIZENS TO BE HEARD None. Mayor Farley stated that Item VI. on the Agenda, Long-Range Financial Plan-Information Follow-Up Discussion will be deferred. This information is not yet completed. DOWNTOWN REDEVELOPMENT - STATUS REPORT Norm Kurtz, Chairman of the Economic Development Commission, spoke. He stated the EDC has been involved in the redevelopment of downtown since the early 1980s and is very excited about the steady progress which has occurred. However, at this point, the EDC is inquiring as to what other steps are necessary to be considered for continued progress. Community Development Director Bill Cooney provided a presentation showing the change in the downtown during the redevelopment period. He stated the TIF District was created in 1985 and expires in 2008. He stated the Ad Hoc Committee in 1997 was formed for the central business area which includes a five-block, 15-acre site, bounded by Wille, Central, Emerson and Northwest Highway. The Ad Hoc Committee generated several strategic plan ideas which have been followed as the redevelopment process has progressed. He stated one of the challenges and opportunities that still await discussion is the small triangle area bounded by Busse, Northwest Highway and Route 83. He also highlighted the issues of the development of the Village Hall/Library block along with possible redevelopment of the Bank One remote parking lot. Due to the expiration of the TIF and the limited capacity remaining, there are not a lot of opportunities available to address these areas before expiration. He also stated there are other opportunities that exist outside the TIF area including Central Plaza and redevelopment in the areas of South Prospect Avenue. He stated that it would be recommended that some discussion take place regarding these remaining areas and opportunities to consoJidate sites for redevelopment purposes. Village Manager Michael Janonis stated the TIF fund is currently running a deficit but is expected to generate a small surplus in the final year and it must at least break even by the final year. The pace of development has been slower but the price of the units has been higher than originally estimated which has helped the TIF Fund. He stated the Village owns some critical property pieces in the small triangle and there are several options that the Village could consider shod of extending the TIF to address possible redevelopment scenarios. Norm Kurtz requested the Village Board reconvene the downtown redevelopment group a final time to put together recommendations for consideration for the remaining areas of downtown for redevelopment. General comments from Village Board members included the following items: It was commented that a good cross section of representation should be included in the Committee if it is to be formed. It was also noted that there are opportunities for private interest in selected areas which may be less than what would be necessary for a large mass project. It was also suggested that the Village encourage development by tearing down dilapidated buildings currently on Village property. Consensus of the Village Board was to reconvene the Downtown Advisory Committee with representatives of a diverse cross section with the EDC as the lead agency which will include staff recommendations and suggested structure and timing for completion of necessary tasks. Village Manager Janonis stated there is a limited opportunity for using TIF money due to the short expiration schedule and there is a concern about using the currently owned properties for parking due to concern about re-educating parking lot users. ADOPTION OF THE 2000 INTERNATIONAL BUILDING CODE Village Manager Janonis stated that this is recommended to consolidate the various Code groups into one universal Code. This still allows for local options to address unique issues within the Village. Building Coordinator Bill George spoke. He stated the Code changes address several issues that the Code has been silent on and provides direction on several issues that have come up over time. Environmental Health Coordinator Bob Roels stated the Property Maintenance Code is inclusive of all existing local amendments and the foreclosure options have been improved as included in the proposal. 2 II. VIII. IX. Fire Chief Figolah stated the changes in the Fire Codes include four areas - (1) Iow suction alarm on fire pumps to avoid cross contamination issues, (2) cooking stove fire suppression in businesses, churches and apartment clubhouses, (3) elevator nuisance alarms as part of false alarm proceduress and (4) residential sprinklers in new homes. Fire Marshal Paul Valentine spoke. He stated the residential sprinklers are necessary to include the survivability of a fire within a home and homeowners' insurance offers a reduction for such installation. He stated the sprinkler heads themselves are heat activated only and would be a single-head activation in the area where the fire is. He also stated it would be tied to the local alarm for immediate dispatch. Chief Figolah stated the price for such a system is between $1.00 and $2.00 per square foot and this would only apply to new residences. He stated that several new townhome developments have recently voluntarily installed the sprinkler systems as part of the construction. Consensus of the Village Board was to approve the Code revisions and to ensure there is a determination of the percentage of homes necessary to be considered new construction. VILLAGE MANAGER'S REPORT Village Manager Janonis stated the Public Works Open House is May 17, from 9:00 a.m. until 1:00 p.m. ANY OTHER BUSINESS None. ADJOURNMENT There being no further business, the meeting adjourned at 9:07 p.m. Respectfully submitted, DS/rcc DAVID STRAHL Assistant Village Manager 3 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE BOARD AND FINANCE COMMISSION ACTING DIRECTOR OF FINANCE JUNE 2, 2003 PROPOSED CIP: 2004-2008 Attached hereto is the proPosed 2004-2008 Capital Improvements Plan (CIP). The projects being considered for the year 2004 total $13,204,899. The five-year total for all projects is $44,433,126. We encourage you to read the Manager's transmittal letter beginning on page ii. This correspondence describes the purpose of the CIP, highlights some of the more significant projects, and reviews project funding. To help you evaluate our ability to fund the requested projects we have again provided five-year financial forecasts for the major operating and capital projects funds that provide funding for the CIP. These forecasts can be found in Section G of the document. In general, the projects being presented directly relate to the monies expected to be available. However, from reviewing the CIP requests in conjunction with the five-year financial forecasts you will find six areas of potential concern. General Fund Projects The CIP is showing projects totaling an average of $277,000 as being paid from General Fund revenues. This in itself appears reasonable given the fact we have funded in excess of $300,000 of capital expenditures out of the General Fund for the past several years. However, the five-year financial forecast for the General Fund is showing significant operating deficits beginning in 2004 and continuing through 2008 (see page G-2). This problem is currently being addressed and action will be taken this year to resolve this issue. Downtown Redevelopment Fund Projects As has been disclosed for the past few years, it is expected that the Downtown Redevelopment Fund will experience a negative fund balance in 2003 of almost $373,000 (see G-9). The negative balances are projected to continue throughout 2008. It has been suggested that the General Fund temporarily loan the Downtown Redevelopment Fund the money it needs to stay in a positive balance. raft CIP June 2, 2003 Page 2 Street Improvement Construction Fund The forecast for the Street Improvement Fund (G~10) is showing significant operating deficits and negative fund balance figures. In 2006 the negative fund balance reaches a high of $1,290,500. This deficit is the result of declining tax revenues from the home rule sales tax, food and beverage tax, telecommunications tax and the utility tax. The upcoming pavement evaluation study may allow the annual expenditures to be reduced, thereby eliminating the deficits. This fund will need to be monitored closely in the coming months and years. ,.P,..arkinq Fund The Parki~ng Fund revenues are showing a decrease due to declining investment income while expenses are showing modest increases. The Police and Fire parking deck and ramp are scheduled for repairs out of this fund in 2004 and 2008 respectively (F-16). The fund balance will continue to decrease from a projected $436,000 in 2003 to $150,000 in 2008. A recommendation to increase parking fees is being prepared for Village Board consideration. Water and Sewer Fund The proposed CiP for 2004-2008 includes the start of a combined sewer system improvement program at an approximate cost of $500,000 per year beginning in 2004. This new program results in significant operating deficits in the Water and Sewer Fund as can be seen in the five- year financial forecast (pages G-12 through G-14). These operating deficits average $344,000 per year. Based on the projections fund balance will decrease over the next five years from $3,233,00 in 2003 to $1,515,000 in 2008. The actual costs associated with the combined sewer improvement program will become clearer with the upcoming completion of the system evaluation study. Bond Proceeds The draft CIP is showing two new projects to be funded by bond proceeds. They are the construction of a new Fire Station 14 ($1.8 million) and the expansion of the Public Works vehicle maintenance building ($947,520). The CIP does not identify the funding source for the(se) Bond issue(s). Staff looks forward to discussing the draft CIP with you in the very near future. Carol L. Widmer Acting Director of Finance MAYOR Ger~.ld L Farley Timothy J. Corcorar~ Paul Win, Hoefert Richard M Lohrstoder Michaele W Skowron Irvana K, Wi~ks Michael A, Zade[ VILLAGE MANAGER Michael E. Janonis VILLAGE CLERK Veir'na W. Lowe Village of Mount Prospect 100 South Emerson Street Mount Prospect, IllinOis 60056 Fax: TDD: (847) 392-6000 (847) 392-6022 (847) 392-6064 June 5,2003 The Honorable Gerald L. Farley, Village President, Board of Trustees, Finance Commission Members, and Residents of the Village of Mount Prospect I am very pleased to forward to you a copy of the Proposed 2004-2008 Capital Improvements Plan (CIP) of the Village of Mount Prospect. This is the Village's seventh CIP. The CIP gives us a clear, c0mprehenSive view of our tong-term capital needs and a firm basis from which to begin the preparation of the next year's operating budget. The total cost for all proposed projects in the 2004-2008 CIP is $44,433,126. The Concept of a CIP The CIP is our plan for capital expenditures/projects over the upcoming five years. We have defined capital expenditures/projects, in general, as the purchase or construction of long-lived, high-cost, tangible assets. For our purposes, "long-lived" implies a useful life in excess of one year. "High-cost" means that the project amounts to at least $25,000. "Tangible" assets exclude contractual services except those that are necessary for putting a tangible asset into service. In two respects, the guidelines for a capital expenditure/project have been reIaxed so as to include certain items in the CIP that otherwise would not meet our basic definition of a capital item. In the first instance, departments were asked to state any need for an addition to the Village's vehicle fleet as a CIP project request even if the cost of the vehicle concerned would be less than $25,000. We have used this convention because the purchase of a vehicle representS a substantial commitment on the part of the Village. Once a vehicle is recognized as an operational need, lease payments to the Vehicle Replacement Fund (internal service fund charges) become necessary in the budget programs of the operating departments so as to provide for the replacement of the vehicle. In other words, we start programming the financial means to replace a vehicle in the year following its purchase. Given the continuing financial implications of adding a vehicle to the Village fleet, proposals for additions to the fleet should be closely scrutinized. This CIP includes the addition of two police traffic enforcement vehicles (E-11) and a prisoner transport van (E-10) over the next five years. The second relaxation of the capital project guidelines relates to Certain high-cost projects that do not necessarily give rise to a tangible asset but are related to maintaining capital assets. This has been done simply to document the other large capital-related expenses that confront us. The best example of such a project included in this CIP is Water Tank Rehabilitation (page F-24). A project's inclusion in the CIP does not, in and of itself, commit the Village to funding and accomplishing it. As stated above, the CIP identifies our capital needs. Available funds, taxing capacity, and debt capacity may require that some projects ultimately be deferred beyond the years in which they are initially programmed for accomplishment in the CIP. Even so, the CIP will have served its purpose as a planning tool. However, projects programmed for the first year of the CIP (the year 2004 in the case of this 2004-2008 document) take on special importance because they must be addressed in the next year's Village operating budget. To help understand the impact the proposed project/expenditures would have on the Village's finances detailed five-year financial forecasts for all major operating and capital funds have been included in this document and can be found in Section G. The Review Process The process that we have put in place to yield the CIP closely parallels what has been the Village's traditional budget process. For the 2004-2008 CIP, the operating departments submitted their project requests to the Finance Department. The Finance Department compiled the project requests. A staff review team consisting of the Village Manager, Assistant Village Manager, and Director of Finance met with each of the departments to discuss the requests. This proposed CIP was submitted to the Finance Commission and Village Board for consideration (without a commitment to funding all included projects). The Project Requests You will note that most of the project requests included in the 2003-2007 CIP reappear in the 2004-2008 document. In some cases, a project scheduled for a particular year has been accelerated or deferred based upon the staffs reassessment of Village needs. In other cases, the cost of a project may have changed due to our obtaining more complete information about it. Refinements such as these are an appropriate part of the capital projects planning process. The CIP is a working document. Our intent is to update it annually to reflect the current needs of the Village and the best information available. There are a few aspects of the 2004-2008 CIP that I would like to highlight. 111 · Street Improvement Program (page F'2). ~His Submittal is part of the continuation of the street revitalization program approved by the Board in early 1997. Approximately $3.2 million of resurfacing is scheduled for 2004, increasing to $3.5 million in 2006. The amount programmed for resurfacing in 2008 drops to $2.1 million as the backlog of streets in need of resurfaCing begins to decrease. The 2004 - 2008 ClP is showing a total of $15.1 being spent on resurfacing over the five-year period. Funding is being provided through the state motor fuel tax and various Village taxes and fees. · Flood Control Program (page F-3). Over the past several years, the Village has spent a significant amount on various flood control projects. Over the next five years, two large-scale flood control improvement projects are anticipated. The Prospect Meadows storm sewer and ditch improvements are scheduled for the years 2004 and 2005 at an estimated cost of $450,000 and the McDonald Creek Bank Stabilization is scheduled for 2008 at an estimated cost of $1.5 million dollars. · Downtown Redevelopment (pages C3 and C-4). Included in this CIP is approximately $1.8 million for streetscape improvements over the next four years. Also included is $380,000 for facade improvements and interior build-out assistance for properties within the Downtown Redevelopment Tax Increment Financing District. With regard to the source of funds for this project, you will note that the Downtown Redevelopment Construction Fund is indicated. The Village will pay all indicated project costs from incremental property taxes generated by redevelopment and from land sale proceeds. · Village Hall/C°mmunity Center (page C-2). The ClP is ShOwing the continuing construction of a new Village Hall/COmmunity Center that is eXpected to begin in the summer of 2003. The Village Hall/Community Center construction will cost $8.9 million. A total of $3.5 million is expected to be incurred in 2003, leaving a balance of $5.4 million for 2004. Architectural fees of $350,000 and furnishings estimated at $350,000 are included in the 2004 CiP. Sources of Funds The 2004-2008 CIP again includes a summary of "Projects by Sources of Funds" (pages A-9 through A-12). I believe that this is an extremely useful part of the ClP. It provides an overview of the potential demands upon the Village's financial resources. A few comments are warranted with regard to the "Projects by Sources of Funds" summary. To further assist the reader in understanding the affordability of the proposed projects, five-year financial forecasts are included in this document in Section G. · General Fund. The Ger~eral Fund is the Village's primary operating fund. The only capital projects charged to the General Fund are those to be undertaken each and every year, although the level of funding from one year to the next may vary. Some of the projects charged directly to the General Fund include sidewalk improvements (F-6, and F-8)) and tree planting (F-10). There is an average of $277,000 worth of projects charged to the General Fund each year. The General Fund five-year forecast (G-l) is currently showing a deficit of $2.4 million for 2004 with the deficit growing to $5.1 million by 2008. · Capital Improvement Fund. The Capital Improvement Fund is the Village's fund for "intermediate sized" capital expenditures that are either nonrecurring or expected to end at a determinable point in the future. It is not a fund through which bond proceeds are expended. Large capital purchases would generally be made through a bond proceeds fund. During the robust economic period of the late nineties and the first few years of this decade, the Village was able to transfer excess General Fund revenues to the Capital Improvements Fund. However, stalled revenues resulted in our having to discontinue the transfer as of the 2002 fiscal year. As can be seen on Page G-8 we estimate that the Capital Improvement Fund will end 2003 with a fund balance of $1.7 million. After fac!oring in the capital requests for the next five years, we expect the Fund will have a negative fund balance of approximately $4.7 million at the end of 2008 unless a new funding source is identified. · Downtown Redevelopment Tax Increment Financing Fund. The Village has seen significant progress in the area of downtown redevelopment. Construction is well underway on the final building of the "Residences" complex, and the mixed-use Lofts and Shops development is substantially occupied. A significant increase in property values and incremental property taxes are expected over the next five years. As can be seen in the five-year forecast (G-9) the Downtown Redevelopment Fund is expected to face a negative fund balance of $373,000 in 2004, the deficits declining each year ending in 2008 with a negative fund balance of $40,000. The Village's General Fund will temporarily loan money to the Downtown Redevelopment Fund to cover the deficits. · Water and Sewer Fund. There are numerous projects listed in the CIP as being funded out of the Water and Sewer Fund since tt~ey directly relate to our providing water and sanitary sewer service to customers. By continuing the policy of moderate annual rate hikes of 4%, the Water and Sewer Fund operating expenses will exceed revenues. The Proposed 2004-2008 CtP is showing projects valued at an average of $831,000 per year over the next five years. These projects will result in operating deficits and declining retained earnings/reserves. he Water and Sewer Fund had a cash and investment balance of $4.7 million at the end of 2002. Our five-year financial forecast (G-12 thru G-14) shows that cash and investments would drop to $1.5 million at the end of 2008 if all proposed CIP projects are in fact funded. This represents a two-month reserve, which is below the four-month reserve benchmark established by the Board. This assumes water and sewer rates increase by 4% per year and there is no increase in the SSA No. 5 tax levy. This Fund will need to be closely monitored, with projects being selectively deferred based on available funds. · Parking Fund. The Parking Fund continues to show operating deficits throughout the next five years. The fund balance at the end of 2003 is projected to be $436,000 but bY 2008 the fund balance is projected to be only $150,444 (G-15). The revenues are actually projected to decrease slightly due to a decrease in investment income and the expenditures will be increasing slightly each year. Two parking lot improvements are proposed (F-16) in the CIP to be paid out of the parking fund. Staff is currently preparing a proposal to increase parking lot fees. A great deal of staff time and effort has been invested in the development of the 2004-2008 CIP. Certainly, the investment has been a prudent one. The CIP gives us a clear picture of the Village's capital needs for the next several years. Respectfully submitted, Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: DAVID STRAHL, ASSISTANT VILLAGE MANAGER ADM1NISTRATWE ANALYST JUNE 13, 2003 COMMUTER-PARKING LOT RATE INCREASES The following memo highlights a proposal to increase commuter-parking rates from $1.00 to $1.50. The proposed rate increase would affect the Maple St., Emerson/Northwest Hwy and Main St./Northwest Hwy commuter parking lots. The fee structure has not been addressed in more than fifteen years and with the impending installation of the Automated Parking Attendant, there is an impetus to address the current fee structure. The installation of the automated parking attendant at the Maple St., Emerson St. and Main St. commuter lots is being coordinated with the current improvements to the commuter lots. The automated parking attendants should be installed in the near future at a cost of $15,000 - $18,000. A portion of the cost attributed to the installation of the automated parking attendants is being covered by the Surface Transportation Program (STP) grant administered by the Illinois Department of Transportation (IDOT). The remaining portion of the cost will be paid for through the Village's Parking Fund. The cost of the automated parking attendant along with the remaining improvements to the commuter parking lots has caused the Village to reassess the current commuter parking fee structure. The proposal is to increase the fee by $.50 bringing the daily commuter-parking fee to $1.50. If the fee were increased the Village would recognize an increase in revenue of $74,620 a year. The Maple St., Emerson/Northwest Hwy and Main St./Northwest Hwy lots would experience an increase in revenues of $37,440, $18,720 and $18,460 respectively. Currently the Village has an agreement with Union Pacific to share parking revenue of the Emerson St./Northwest Hwy and Main St./Northwest Hwy lots. The Village receives two-thirds of the revenues while Union Pacific receives the remaining one-third. The Village's share of the increase for the Emerson St./Northwest Hwy and Main St./Northwest Hwy commuter lots would be $12,480 and $12,307 respectively. Note: Village keeps ali of Maple Street Revenue. There has been a minor discussion eonceming raising the parking fee $.25 bringing the fee to $1.25. If the fee were raised to a $1.25 the Village would recognize an increase in revenue totaling more than $37,180 a year. The Maple St., Emerson St./Northwest Hwy and Main St./Northwest Hwy lots would experience an increase in revenues orS18,720 $9,360 and $9,100 respectively. n looking at the five year financial forecast for the Parking Fund, the total cost of operating the commuter parking lots will increase from $178,780 in 2002 to $204,289 in 2006 an increase of 12.5%. Over the same five year period revenue earned fi'om rental income, parking fees and investment income will only grow 1.5%. The 1.5% growth is directly attributable to growth in investment income; the revenue from rent and parking fees is not projected to grow. The timing of the rate increase coincides the improvement and automated collection system installation. Based on revenue projections the parking fund will not cover its operating costs within the next five years as shown in the attached spreadsheet. Increasing the rate now will allow for revenues to be built up to the point where the parking fund should be able to sustain itself. With the increased revenue available before the projected deficit becomes a reality, the need to consider a more substantial rate increase should not be necessary. However, there will likely need to be close monitoring of the fund projections to determine if another increase is necessary. A comprehensive review of the rates with projected revenues and expenditures should take place every five years and revise the rates accordingly. The automated collection system will allow for additional revenue capture compared to the current collection devises. If revenue earned from investments is ignored the parking fund will begin to experience a deficit starting in 2002 continuing through 2006 if parking rates remain $1.00. To avoid a deficit an increase in parking rates to $1.50 will generate revenues of $223,340 between the Maple St., Emerson St. and Main St lots. Adding the $223,340 to the $29,000 earned from Prospect Ave. and the Wille St. lot the total projected revenues earned from parking fees will be $252,340. The increase in revenue from parking fees will offset the increasing cost of operating the commuter lots, thus preventing future deficits. In addition to avoiding deficits, the increase in parking rates will enable the healthy growth of the parking fund. Recent capital improvements necessitated that the Village use Parking Fund reserves to pay for several projects. The increase in the parking fees enables the Village to build up the fund to previous levels. In summary, the Village is proposing: · A $.50 increase in parking fees for the Maple St., Emerson St. and Main St. commuter lots, bringing the daily charge to a $1.50. · The increase will bring the Village in line with other municipal parking fees, which average $1.15 along the Northwest Line and $1.50 along the North Central line. · Increased parking rates would generate an increase in revenue of approximately $74,100 annually. Reasons for: · To help pay for the installation of automated parking attendants, which cost between $15,000-18,000. · The cost of operating the commuter lots is increasing 12.5% annually, however revenues are only increasing 1.5% annually. · The Village faces deficits in the Parking Fund beginning in 2002 of $1,330, $7,366, $13,623, $20,111 and $26,839. · The increase in revenue will enable the Village to build up the Parking Fund, which has experienced a loss in reserves due to recent capital improvements. If any further information is needed or if you should have any other questions please do not hesitate to contact me. Jason H. Leib c: Village Manager Michael Janonis Parking Fees for the Emerson St., Main St. & Maple St. Commuter LOtS Main St./Northwest Highway Lot (141 Parking Spots) Revenues $1.00 a day Villa(~e's Share $1.25 a da}/ Village's Share $1.50 a da}/ Village's Share Aday $ 141 $ 94 $ 176 $ 118 $ 212 $ 141 A week $ 705 $ 470 $ 881 $ 588 $ 1,058 $ 705 A year $ 36,660 $ 24,440 $ 45,825 $ 30,550 $ 54,990 $ 36,660 Increase over a $1.00 for a year $ 9,165 $ 6,110 $ 18,330 $ 12,220 Emerson St./Northwest Highway Lot (143 Parking Spots) Revenues $1.00 a day Village's Share $1.25 a day Villacje's Share $1.50 a day Villacje's Share Aday $ 143 $ 95 $ 179 $ 119 $ 215 $ 143 Aweek $ 715 $ 477 $ 894 $ 596 $ 1,073 $ 715 Ayear $ 37,180 $ 24,787 $ 46,475 $ 30,983 $ 55,770 $ 37,180 increase overa $1.00 $ 9,295 $ 6,197 $ 18,590 $ 12,393 Maple St. Lot (286 Parking Spots) Revenues A day A week A year Increase over a $1.00for a year $1.00 a da}/ $1.25 a da}/ $1.50 a da}/ $ 286 $ 358 $ 429 $ 1,430 $ 11,788 $ 2,145 $ 74,360 $ 92,950 $ 111,540 $ 18,590 $ 37,180 Commuter parking fee increase 0 ~ 0 000 00 CD 0 0 .103 From-VILLAGE OF MT PROSPECT 2. The [~[te "Mayor" as used in the minutes of the meetings of the corpo- rate authorities or any other official document shall De construecl as meaning "Village Premc~ent". The village presiclent shall function as chairman of the board of lOCal im- provements, wi[t] tt~e board of trustees serving as members of the I~oarcl of · local improvements. {1957 Code, q.002; amd. Ord. 2327, 12-7-q971; Ord. 4739, 7.5-19@5) $47~928022 T-ZgO P.OZ/OZ F-656 1,104: PRESIDENT PRO TEM: During the teml20rary absence or dis- ability of [he village president, the 12oard of trustees shall elect one of its numl~er to act as president pro tern, wl~o during tl~e ab- sence or cliSability of the presicient shall perform the clu~ies perIaming [o the office. ('1957 Code, 1.005) November 2001 Village of Mount £vospecr "Senior Trustee" Survey June 2003 Antioch Arlington Heights Buffalo Grove Des Plaines Yes. Yes. Yes. Yes, we have a mayor pro-tern ordinance. Traditionally, the senior alderman (the one with the most years) is elected mayor )ro-tem, but that is not designated in our )rdinance. The trustee with the most years of service is unofficially designated senior and sometimes gets preferential treatment to head up a committee or other task as designated by the Village President. There is nothing in writing. Appoint trustee with longest tenure by vote of the village board for each instance needed. (i.e.. per meeting or serious of meetings.) Mayor appoints mayor pro- tern subject to village board confirmation. See attached chapter 2.02 section 015. Most service overall (even if interrupted) Common Practice. By ordinance. In villages municipal code; also ordinance #2002-37 Common Practice. See ordinance attached. Lake in the Hills Longest tenure - then highest votes Lake Zurich received. Common Practice. Lincolnshire Mount Prospect The board member who is "senior" is the person that has served on the board the longest, We have appointed board member with most continuous service, however we have never been confronted with someone with most "overall" service. Covers presiding, over official meetings only. Mayor pro-tem selected by trustees without regard to seniority, rotation, etc. The member of the board with the longest time in office (or highest number of votes in the initial election when two have equal service time) is seated according to seniority, has preference in selecting committee assignments and is designated 2resident pro-rem whenever the president s absent. Northbrook This is "unwritten law". See Attached. We arc looking at changing our code. All our trustees have had uninterrupted service. Common Practice. "Senior Trustee" Survey June 2003 Northfield Palatine Park Ridge Rolling Meadows Informal rotating basis used. Each member of board stands in for president in his absence, We try to go in order by district number. We do not. Senior member is the longest serving - mayor pro-tern was started by ward - serving for 6 months - next 6 months 60 to the next ward an alderman may decline which would move to next ward. Mayor rotates the assignment when it is known in advance (to those available) and if gets full village board consent; when an absence isn't known in advance, members decide among themselves. Only formal use of senior member. By year + elected is for after an election for canvassing vote committee. The council makes a motion to elect a mayor pro-tern for the evening. We rotate it. The mayor decides and picks someone ahead of time. None. See attached - section 2-95 Common Practice. See Attached, The president pro-tem is appointed by the village president from among the senior trustees. The village board is required to follow Roberts Rules of Order; in the absence of the chair/president/mayor, nominations may be made under Roberts without seconds and then a vote is required. Most municipalities incorporate Robert's by reference. Winnetka Witmette Roselle 0nofficial. Skokie does not have a formal policy. Mayor pro-tern is rotated from trustee to trustee in the rare instances when mayor Skokie not at a board meeting. Ordinance provides trustee who chairs finance committee will serve as president Streamwood )ro-tem. Same See Attached. 2.02.010 Chapter 2.02 BOARD OF TRUSTEES Sections: 2.02.010 2.02.015 2.02.020 2.02.030 2.02.040 2.02.050 2.02.060 2.02.070 2.02.080 2.02.090 2.02,100 2.02.110 Village President serves as presiding officer. President Pro Tern. Meetings--Regular--Time-- Place. Meetings--Special--Notice-- Content. M eetln gs--SpeciaI--N oticc~-- Form of issuance. M eetings--SpeeiaI--Notice--- Responsibility for preparation and service. Meetings--Special--Notice---- Waiver. Meetings--Open to the public. Meetings Quorum, Meetings--Disturbing, Meetings--Application of Robert's Rules. Committees and commissions, 2.02.010 Village President serves as presiding officer. Ti~e Village President shall be thc presiding officer at ail regular and special meetings of the Board of Trustees, and at all times when the Board meets as a committee of the whole. (Ord. 58-1 § 2, 1958). ~ 2.02.015 President Pro Tern. A. There is hereby created thc office of President Pro Tern for the Village. B. The Village President, by and with the advice and consent of the Board of Trustees, shall appoint the senior Trustee as President Pro Tern. Seniority shall be based on the most continuous time served as a Trustee. In the event that more than one Trustee has equal seniority, the Trus- tees having equal seniority shall draw lots to determine who shall hold the position of President Pro Tern. C. The President Pro Tern shall perform the duties pertaining to the office of the Village President during an absence or d i sability of the V il lage Pres ident, The Village President shall be deemed absent when he/she is outside of the state or otherwise unavailable, within one hour's noti- fication of the need to exercise the powers of his/her office by the Village Manager or designee. D. If the absence or disability of the Village Presi- dent lasts longer than thirty days, the Board of Trustees shall then elect one of its members to act as President Pro Tern at tile first Board meeting occurring at least thirty days after said notice. E. The President Pro Tern shall serve until any of the tbllowir~g occurs: I. Such person resigns as President Pro 'l'em, or 2. Such person is no longer a Village Trustee, or 3. A successor is chosen, pursuant to subsection B hereof, following the next general municipal eiection, or 4. An affirmative vote of the majority of the Trustees then holding office to remove the President Pro Tern, or 5. A successor is chosen pursnant to subsection D hereof. F. In the event the Village President ~hils to attend a meeting of the Village Board, the President Pro Tern shall act as a temporary chairman for the meeting of the Village Board, and while so serving as temporary chairman, shall have only the power ora presiding officer and a right to vote in the capacity as Trustee on any ordinance, resolu- tion, or motion. In the absence of the Village President and President Pro Tern ti-om a meeting, the Board of Trustees may elect one of their inembers to act as a temporary chairman. (Ord. 2002-37 § 1, 2002). 2.02.020 Meet ings--Regula r--Time~-Place. Commencing September 12, 1977, the Corporate Au- thorities ofthe Village shall hold their regular meetings at the hour of seven-thirty p.m. on the f'trst and third Monday of each month, at the Village Halt, 50 Raupp Boulevard. (Ord. 77-43~ I, 1977: Ord. 72-31 § i, 1972: Ord. 59-14 § 1, 1959). 2.02.030 M eetings~Special--Notice Content. Special meetings may be called by the President or any three Trustees by the giving of writ'ten notice thereof to each member of the Board of Trustees, the President and the Village Clerk, which notice shall state the time and place of the special meeting, thc purposes fbr which it is called, and the persons calling it. (Ord. 59-14 § 2, 1959). 2.02,040 Meetin gs--Specia I--Notice---Fo r m of issuance. The notice designated in Section 2.02.030 may be given to the persons designated in Section 2.02.030 in any of the fbllowing ways and al the following times: A. By delivering said notice to any said person per- sonally, or by leaving same at the residence of said person in the Village, with some person of the family of the age 1-5-1 CHAPTER5 MAYOR~ ' ~ ~ "~ 1-5-2 SECTION: 1-5-1: 1-5-2: 1-5-3: Qualifications Powers And Duties Mayor Pro Tern 1-5-1; QUALIFICATIONS: The mayor shall be the chief executive officer of the city; he shall be a citizen of the United States, a qualified elector, reside within the city limits, and shall hold office for four (4) years and until his successor is elected and qualified unless hereafter otherwise provided by law. (Ch. 1, 1956 Code) 1-5-2: A, POWERS AND DUTIES: General Powers: The mayor shall devote so much of his time to the duties of his office as a faithful and efficient discharge thereof may require. Furthermore, he shall take care that all the provisions of this code and other laws of the city are properly enforced and observed; he shall preside at all meetings of the city council, but shall not vote on any ordinance, resolution or motion, except: 1. Where the vote of the aldermen has resulted in a tie; or 2. Where one-half (t/z) of the aldermen elected have voted in favor of an ordinance, resolution or motion, even though there is no tie vote; or 3. Where a vote greater than the majority of the corporate authorities is required by statute to adopt an ordinance, resolution or motion. (Ord. M-47-81, 8-17-1981 ) 1. See section 1-7-5 of this title for mayor's compensation. City of Des Plainez ?~9 PD5 0~ 00 ~00 00:00 1-5-2 1-5~3 Mayora~ Appointments: The mayor shall submit all aldermanic and commission appointments to the city council at the regular city council meeting prior to the regular city council meeting at which ratification is to be considered. (Ord. M-27-80, 7-7-1980) Signatures; Contracts Of City: Except as otherwise expressly provided, the mayor shall sign all commissions, licenses, permits and warrants issued or drawn by order of the city council, or authorized by the provisions of this code; in all contracts where the city is a party, he shall sign the same on behalf of the city; and in all suits where the city is a party, it shall be his duty to advise with and assist the city attorney in the prosecution or defense of same, as the case may be. (Ch. 1, 1956 Code; amd. 2002 Code) Conservator Of The Peace; Release Prisoners: The mayor may exercise, within the city timits, the power conferred upon him by law to suppress disorder and keep the peace; and he may release any person imprisoned for violation of any provision of this code, and shall report such release with the cause thereof to the city council at its first session thereafter. Additional Powers: In addition to the foregoing, the mayor shall perform all such other duties and have all additional powers that are or may be prescribed by the laws of the state, or the provisions of this code. (Ch. 1, 1956 Code) MAYOR PRO TEM: If a temporary absence or disability of the mayor incapacitates him from the performance of his duties but does not create a vacancy in the office, the city council shall elect one of its members to act as mayor pro tem~ During this absence or disability, the mayor pro tern shall perform the duties and possess ail the rights and powers of the mayor. Nothing in this section shall deprive the mayor pro tern from voting in his capacity as alderman, but he shall not be entitled to another vote in his capacity as mayor pro tern. (Ch. 1, 1956 Code} City of ]Des Plctines ~,o,,. ~-u,' z. uu..= u'~; ~,~ u~4¢Jou~u~q ",/±LLAGE OF PALATINE PAGE PALATI~CODE OFO~IN~CES C~APT~R2 - Sec. 2-93. Designation of duties. [In~ntio,ally Deiced] 02/82 Sec. 2-94. Bond; oathl salary. Before entering upon the duties of his office, the Mayor shall give a bond with sureties to be approved by the Village Council and at the expense of the Village, conditioned upon the faithful performance of the Mayor's duties, in the sum of at least three thousand dollars ($3,000.00), or such higher sum as may be directed by the Village Council. The Mayor shall take the following oath of office: . "I, ..... having been elected to the office of Mayor of the Village of Palatine in the Village of Palatine, County of Cook aforesaid, do solemnly swear that I will support the Constitutio~ of the United States and the Constitution of the State of Illinois, and that I will faithfully discharge the duties of the office of Mayor according to the best of my ability." and shall receive such compensation as may be s~t from time to time bythe Village Council. (Code 1961, § 1.004) See. 2-95. Mayor pro-tern. ~ During a temporary absence from the village, or disability of the Mayor, the Village Council shall at the next meeting of the Village Council after the temporaw absence or disability is known, elect one of its members to act as Mayor pm-tern, who in the event of a temporary absence shall perform the duties and possess the rights and powers pertaining to the office for the length of that meeting, mad in the event ora longer term disability or absence shall perform the duties and.possess the rights and powers pertainh~g to the office for the term specified by the Village Council, but for no longer than the length of the Mayors disability or absence.. (Code 1961, § 1.005) Sec. 2-96. Mayor to preside; deciding vote. The Mayor shall preside at all meetings of the Village Council. The Mayor shall not vote on any ordinance, resolution or motion except: (1) Where the vote of the Council Members has resulted in a tie; or (2) Where one-half of the Council Members then holding office have voted in favor of an ordinance, resolutio~ or motion' even though there is no tie vote; or (3) Where a vote greater than a majority of the Corporate Authorities is required by this Code to adopt au ordinance, resolution or motion. In each instance specified, the Mayor shall vote. Nothing in this section shall deprive a mayor pro-tom from voting in the capacity as a Council Member, but the Council Member shall not be entitled to another vote in the capacity as mayor pro-tern. (Code 1961, § 2A 10; Ord.. No. O-42-81, § 1, 4-27-81) Sees. 2-97--2-105. Reserved. ARTICL; I~. OFt~C~ Di~ISION 1. GENEi~AT.TY . Sees. 2:16I--2-185. Reserved. DMSION' 2. MAYOR Sec, 2-I86. Salary. (a) The salary of the mayor is $7,000.00 per year, payahi~ in equal monthly i~stallments. Ef- fective May 1, 2008, the s_~l_~ry of the mayor shall be $8,750.00 per year, payable in (Code 1967, § 1-~$; Ord. Ho. gs-~, § 4, §-12-1998; See. 2-15~. Term. The m~yor shall be elect~l fo~ a and shall serre tmtil his successor is elected and qunlffied as Ls provided br statute.. F~Brecti~e with tile ma~s ele~lion in lg9~, the n~mber of con- eeoutlve four-year terms that one person rn~y serve as ma.~r is limited to Lwo. (Code ~967, § Sec. 2.188. Chief executive officer, ' The mayor shall be the chief executive officer of the city. (Code 1967, § 2-85) .Sec. 2-189: Maya~r pro tem~ temporary chair- (a) If. the m~yor is temporarily absent because of an incapacity to perf0.rm official duties; but the incapacity does not create a vacancy ir/the office; the sldermsn of ward one and. thereafter the alderm~n fo~' each consecutively n,,mbered ward' (one through Seven) shall ~erve~az mayor pro tem~ when authorixod as. provided in th;n subse~ti, en, for a period of ~ consecutive months.. , If the alderm~nlc office is vacant, if the alderm~ re2 .' . fu~e~ to serve ~r if the alderm.~ is incapad .fa. ted, the duties of mayor pro tom shall pass 'to the "' alderman of the next consecutively n~,~er.~l ward. The ~._~yor pro to_m~ duri~ this absence of the mayor because of an incapacity, . § 2-189 ~Juuz ROLLING M~At shall perform the duties and possess all of the rights and powers of the mayor but shall vote only in the capacity of alderman on any ordinance, resolutio~ or motion. Co) In the absence of the mayor, acting mayor or m-yor pro tam, the corporate authorities m~y elect one of their members to act as a temporary chairman. The temporary chairmgn shall have the powers cf a presifl;ng officer and a right to vote only '.m the capacity as alderman on any ordinance,' resolution, or motion. (Code 1967, § 2-39; Ord. i~o. 96-31, § 2, 6-11-1996) Sec. 2-190. Representation of city on formal , The'm~yor shall act for and on behalf of the city on formal occasions and receptions. In his absence or inability to attend ~ny such function, the cotmcil may select any other city officer to so ac~. (Code 1967, § 2-40) Sec. 2-191, Revocation of licenses ~nd per- . mits. 'Unless othe~wlse provided, the mayor shali have the power to revoke, on behalf of the city, any license or permit that may be revoked. (Code 1967, § 2-41) Sec. 2.192. Signature on contracts and war- The mayor shall sign, on behalf of the city, all contracts in excess of $10,000.00 value to which the city/s a party and all wsrrants, and no such ~nstr~,ments shall be valid without the mayor's signature i~ the absence of a spec~ic ordi6ence or statutory l~rovisi°n to the contrary. (Code 1967, § 2-42; Ord. Ho. 98-09, § 3, 3-24-1998) Sec; 2-193. Additional powers and duties. rn addition to the duties stated in this division, the mayor shall perform all other duties and shall hav6:an additional powers that are or nmy be prescril~d by state laws or city orcli~ances. · (Code 1967, § 2-45) Sees. 2.194~2.220. ReservecL Supp. No. 2 ' CD2:2 NORTHWEST MUNICIPAL CONFERENCE 1616 East Golf Road Des Plaines, Illinois 60016 (847) 296-9200 · Fax (847) 296-9207 www. nwrnc-cog, org Antioch Arlington Heights Barrington Bartlett Buffalo Grove CaW Deerfield Des Plaines Elk Grove Twp. Elk Grove Village Evanston Fox Lake Fox River Grove Glencoe Glenview Golf * Grayslake Hanover Park Highland Park Hoffman Estates Inverness Lake Barrington Lake Forest Lake Zurich Lake in the Hills Libertyville Lincoinshiro Lincolnwood Maine Twp. Morton Grove Mount Prospect New Trier Twp. Niles Northbrook Northfield Northfield Twp. Palatine Park Ridge Prospect Heights Roiling Meadows Roselle Schauroburg Schaumburg Twp, Skokie Streamwood Vernon Hills Wheeling Wilmette Winnetka President Arlene J. Mulder Arlington Heights Vice-President Catherine J, Melchert Bartlett Secretary Richard M. Hall Etk Grove Township Treasurer Robin A, Weaver Rosalie Executive Director Mark L, Fowler *Affiliate Member TO: FROM: DATE: SUBJECT: A Regional Association of Ilfinois Municipalities and Townships Representing a Population of Over One Million Managers and Administrators Marina A. Durso, Administrative Secretary June 9, 2003 "Senior Trustee" Survey The Village of Vemon Hills has requested a survey on the above topic. Please complete the survey and return by fax, mail or email no later than June 13, 2003. Thank you for your time and consideration. Do you have a method of designating which trustee or board member will be designated the "senior" member or mayor pro-tem (i.e. who acts in place of the mayor or village president when they are unavailable or who fills that spot on a committee when required by law)? Ordinance provides Trustee who chairs Finance Committee will serve as President pro -tem. If you have such a process what is your specific criterion? Do you appoint the trustee with the most continuous service, or the one with the most service overall (even if interrupted), or is there a vote? As above Has this procedure, if you have one, in an official ordinance or resolution, or is it just a common practice? Ordinance: 1-5-5: VACANCY IN OFFICE: President Pro Tern: During the temporary absence or disability of the Village President, the chairman of the Finance Committee of the Board of Trustees of the Village shall act as President Pro Tern during such absence or disability of the President. The President Pro Tem shall perform all duties and possess all rights and powers of the President. The President Pro Tem shall receive no additional compensation because of such temporary service. Contact Name: Gary O'Rourke Municipality:__Streamwood JUL. 2. £O0:B 7:37A["1 VILLAGE OF HOFFMAI't MC,. 164 P. 2,.2 ELECTED VILLAGE OFF~CEES (D) ,~ter the proclnr~ation of a civil emer. gency, the W~llage President of ~e V1llag~ Ho~man E~tat~% may ~so, ~ ~e ~terest of public s~ety ~ ~re, make ~y or ~ of the folto~g ~derz: (1) O~er the ~o~i~ of ~ ~quor ~torez es~b~hments, ~gtave~s ~d pri- vate ~ubz ~ po~s th~eo~vherein oons~ptio~ of ~o~ea~g liquor and beer ~ (2) Order &e ~o~a~ce et the ~e ~eohoNe Hquor by ~y wholesaler o~ ~e- (3) Order the ~oo~uance of aell~g, d~s- ~bufion, or ~g away gaso~ne or other fl~able Xq~d or ~mbus~ible products in ~y con~r other ~h~ a ga~ollne ta~ properly ~ed to a motor ve~cle. (4) Ord~ the ~ntinu~ce of se~ng, dis- ~bu~g, ~ens~ or ~ng away of any ~re~ms or ~unition of any actor whatzoev~. ($) Issue ~eh o~ orders as ~e i~inenS]y neee~ for ~he pmt~on of H{e and prope~. (E) Tbs proel~a~on her~ authoHzed be elective for a peMod of 48 ho~ unless sooner te~a~d by the ~ge President but, ~n no ~ent, shMI ~n~ue later th~ the adjo~ent of She first mee~ of ~e ~es~den~ ~d Board of ~ez ~ the stem of emergency ~z decl~ed. The Village ~zident sh~ have ~e power ~procl~ the e~$%~ee of a c~l emergency the end of each ~ h~ p~od d~ w~ch ~e dine said civil ~ge~cy (F) Upon ~s~ce of~ p~cl~ation autho- ~zed, the C~ef of PoH~ sh~l ~o~ ~he medla of the ~a~ of Ho~m~ Estate~, and ~h~ ca~e three copies of ~e procl~atlon, dzel~g ~a e~s~nce of the e~ergenc~ to be posted three prominent pieces, (G) ~y person~&a~g~he provolone of~s sec~o~ or execu~ve oral, issued pursu~ zh~l be ~fl~ of an o~e~e m~nst the Vfll~e of Ho~n~ E~ta~ez a~d s~H b~ pt~shable by a fine not to s~ezed See, 3-1.12. Additional powers. In addition to the above, the President shall perform all such other duties amd have all adclD t~onal powers that are or may be prescribed by the laws o£ the State of Illinois, or the ordinances of the V91age ~ Hoffman Estates. See, 3.1-13. Deputy Village President, (A) Crealion of office: powem ~d duties. ~ere is hereby created the o~ce of Deputy Village Prezi~n~. ~e person ~ppo~t~ ~o such office sh~l be and is hereby autho~zed to lawf~ly p~om aH ~crions and du~e~ the V~age ident is empowered ~ pe~o~, bu~ orgy when the ~age ~sident is ~able zo pe~orm s~e as a rosSI of asab~i~ of the V~Iage Pre~idem~ unavailability due ~ absence ~om the a~er a rea~onahl~ e~o~ to locate the Pre~iden* has been made. (B) Qua~fficati. or~s. No person shall be ap- pointed to the or, ce o£Deput~. President unless he or she is a duly elected or appointed trustee of~e ~Hage of Ho~ Estates~ (C) Appoin~enA ~ Depu~~ Village den~ sha~ be appointed by a majesty vote of the Pres~e~t ~d Bo~d of ~stees (D) Ter~ of office, The term of office of the Deputy ~ezident ~haH commence on the day of appo~tment and ~e~na~ Ap~l 30 of any odd- n~b~ed ye~, ~less the office is vacated by remove, which xvill be done in the s~e manner as requ~ed for appointment~ or by the holder' of ~uch a~ce na longer qu~i~ng to cont~ue to held such appo~ent. In no ~ven~ shall the ter~ office of Deputy President ex~end beyond the term of ~ffi~ of the V~age President who made appointment. (E) A~i~ Village Preztdent, vacancy, If a va~ c~cy occ~s ~n the po~idon of ~Hage ~e Dep~ Village Prezldent, sh~I, for purpo~ purzu~t ~ Ch. 24, Section ~-5-1 of ~he IH~nois Ee~ed ~tutez, se~e as Act~g Village ~esi- den~ ~fil snch time az a successor ~o fill ~he va~ has been elected ~d has quaked. ~) Bond; odin. ~e Bond and Oath zh~l be ~e ~me a~ that req~red under section 8-1-2, CD3:5 TO:MT.PROSPECT CLERK&HEALTH DEPT. FROM: P82 Mount Prospect Sister Cities Commission 100 South Emerson Street ~ Mount Prospect, Illinois 60056 (847) 392-6000 AGENDA SISTER CITIES COMMISSION July 10, 2003 Village Hall Conference Room 100 S. Emerson Street 5:30 p.m. I. CALLTO ORDER II. OLD BUSINESS Report on S6vres Trip III. NEW BUSINESS A. Visit of Orchestre et Chorus du Conservatoire de S6vres B. Sister City Policy for Visits (Please read enclosed draft policy for discussion) C. Report on 4th of July Parade Participation D. Budget Report IV. NEXT MEETING - Scheduled for September 11 V. ADJOURNMENT MAYOR Gerald L. Farley TRUSTEES Timothy J. Corcoran Paul Wm. Hoefer~ Richard M. Lohrstorfer Michaele W. Skowron Irvana K. Wilks Michael A. Zadel Village of Mount Prospect Community Development Department 100 South Emerson Street Mount Prospect, Illinois 60056 VILLAGE MANAGER Michael E. Janonis VILLAGE CLERK Velma W. Lowe Phone: 847/818-5328 Fax: 847/818-5329 TI)D: 847/392-6064 NOTICE THE THURSDAY, JULY 10, 2003 MEETING OF TIlE PLANNING & ZONING COMMISSION HAS BEEN CANCELLED. AN AGENDA WILL BE SENT PRIOR TO Tlllg NEXT MEETING. C:\Documents and S ett ingsXKDewls DO MAII'6Local Settings\Temporary Intemet Files\OLK2\C ancel.doc