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HomeMy WebLinkAbout11/25/2003 COW minutesII. CALL TO ORDER MINUTES COMMITTEE OF THE WHOLE NOVEMBER 25, 2003 The meeting was called to order at 7:05 p.m., in the Mt. Prospect Park District Community Center, 1000 West Central Road, by Mayor Gerald Farley. Present at the meeting were: Trustees Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Michaele Skowron and Michael Zadel. Absent from the meeting was Trustee Irvana Wilks. Staff members present included: Village Manager Michael Janonis, Assistant Village Manager David Strahl, Community Development Director William Cooney, Deputy Community Development Director Michael Jacobs, Finance Director Dave Erb, Fire Chief Michael Figolah, Deputy Fire Chief John Malcolm, Human Resources Director Patrick Seger, Human Services Director Nancy Morgan, Deputy Human Services Director Jan Abernethy, Police Chief Richard Eddington, Deputy Police Chief Ron Richardson, Public Works Director Glen Andler, Deputy Public Works Director Sean Dorsey, Village Engineer Jeff Wulbecker, Vehicle Maintenance Superintendent Jim Guenther, Forestry Superintendent Sandy Clark and Streets and Buildings Superintendent Paul Bures. APPROVAL OF MINUTES Approval of revised Minutes from October 25, 2003. Motion made by Trustee Zadel and Seconded by Trustee Lohrstorfer. Minutes were approved. Approval of Minutes from November 11, 2003. Motion made by Trustee Zadel and Seconded by Trustee Skowron. Minutes were approved. III. CITIZENS TO BE HEARD IV, None. 2004 BUDGET DISCUSSION Mayor Farley provided general opening remarks and highlighted that this will be the last Committee of the Whole discussion regarding the 2004 Budget. He stated the Public Works Department along with non-Departmental expenditures will be discussed this evening. Public Works Department Public Works Director Glen Andler provided a summary of the activities and functions provided by the Public Works Department. He also introduced his staff. He stated that several positions within Public Works have been held vacant through 2003 to relieve pressure on the 2003 Budget heading into 2004. He also anticipates filling several of these positions in 2004. He stated that the Department has resurfaced eight miles of streets totaling $3.1 million which increases the total number of streets resurfaced through the accelerated program to 42 miles. He also stated the total miles of streets that have been reconstructed to date through the accelerated program is 16 miles. He stated one of the major objectives for 2003 was the replacement of the water control system which was originally installed in 1985. He stated the Department is taking advantage of radio frequency technology for water control system management. He stated the combined sewer study is underway with approximately 60,000 lineal feet already televised with 240,000 lineal feet yet to be completed. He stated the Department completed the William Street bridge rehabilitation and has put additional monies in for 2004 for additional bridge rehabilitations based on the experience at the William Street bridge. He stated the Wille streetscape has been completed along with Central Road streetlights. He stated the Public Works Department budget represents a decrease of 5.82% for 2004. He stated the leaf program has been transferred to the Refuse Fund as an expenditure, therefore, reducing the impact on the General Fund. He stated the Department is also recommending the elimination of the Tree Replacement Program for 2004 whereby the 50/50 parkway tree program will be eliminated and the focus of the Department will be maintenance of the existing tree inventory. He stated the Solid Waste Contract expires on December 31, 2004 and the renewal process is currently underway with the drafting of RFP documents and initial discussions are being coordinated with the appropriate Commissions. He stated the Solid Waste Program also includes a commercial pick-up component and that is currently under review. He stated the Prospect Manor storm sewer project has been postponed for 2004. General comments from Village Board members included the following items: A comment was made regarding the efficient use of vehicles prior to replacement whereby the number of hours of usage along with miles are calculated as part of the determination of replacement timing. There was also a discussion regarding the existing life of the leaf pick- up equipment currently used by the Department and possible impact upon leaf pick-up once the equipment is no longer available, A comment was made regardin'g the deferment of resurfacing of streets and the deterioration at the curb line when streets are ground and overlaid. Non-Departmental Discussion Community/Civic Services Budget Finance Director Dave Erb provided information on the community/civic services budget. He stated the budget has been reduced by 5.9% and the areas that have been reduced include Historical Society funding, white lights and the 2004 Winter Festival Parade. Debt Service He stated the Budget of $9.5 million in debt service has been increased by 1.9%. The shortfall in Sales Tax receipts has impacted the Flood and Streets Programs, therefore, the difference has been made up by reserves at this point. He stated the outstanding Village debt of $34.6 million is well below the limit allowed by law for a Village under Home Rule status. Pensions He stated the Pension Budget is increasing 10.5% and includes increases in the Police pension contribution of $7.4% and the Fire pension contribution increase of 14%. He said the increases are due to poor performance in investments over the previous year. Risk Manaqement and Insurance He stated the Risk Management Insurance Fund is increasing approximately 20.5% totaling $5.6 million. This increase includes health insurance costs increase of 22.7% along with property and casualty expenditures increase of 11.8%. He stated Workers' Compensation insurance costs are increasing by 17% and is reflective of higher costs and claims experience over the past year. Mount Prospect Public Library Budget The Mount Prospect Public Library Budget was recently submitted and totals $22 million for 2004 which represents a 10% decrease from the previous year. He stated the $6.3 million Tax Levy includes the construction cost currently underway. Community and Civic Services Budget Mayor Farley suggested that consideration be made to reinstate the Winter Festival Parade funding if revenues increase sufficiently for next year prior to the typical Parade date; thereby, the revenues would need to increase at least $24,000 to cover the cost of the parade. Joan Schwarzbeck, Ten South Elm, Executive Director of the Historical Society, spoke. She is concerned about the significant cut in the Historical Society funding. The cut represents approximately 5% of their funding and requests that the Board reconsider funding the Historical Society at the original amount or at least $37,500 compared to the typical funding level of $40,000. Village Manager Janonis stated that the Budget recommendation for 2004 is $35,000 while the 2003 amount was $38,000. He stated staff had originally recommended a reduction to $36,000 for 2003, however, the Village Board added $2,000 back in from other sources for 2003. John Korn, Chairman of the Finance Commission, spoke. He stated the Commission supports the elimination of the 50/50 Tree Replacement Program and the focus on maintenance of the parkway tree inventory for 2004. However, if revenues do improve, the Commission would fully endorse restoration of this program. He stated the Commission has expressed some concern that once the sewer survey is completed and the cost of repair is considered, such a cost could be substantial and would impact many funding areas already stressed. He stated the Commission supports the cuts presented by the various Departments. Mayor Farley suggested that the funding for his attendance at the U. S. Conference of Mayors for 2004 be redirected to the Historical Society funding in an effort to restore a portion of their funding for 2004. The funding transfer should be approximately $1,500. General comments from Village Board members included the following items: 3 t was noted that the Historical Society has evolved over time and does have value to the community and has positively responded to the Village Board in its challenge to supplement Village funding through fund-raising efforts. It was also noted that there is a concern about the training reduction for staff and the concern that staff could lose their edge without appropriate training over time. It was noted this is the third year of the training moratorium due to budget considerations. Consensus of the Village Board was to shift the funding for the Mayor's attendance at the U.S. Conference of Mayors to the Historical Society funding. General comments from Village Board members included the following items: It was suggested that the Winter Festival Parade for 2004 be reinstated once funds become available and there be a future Committee of the Whole discussion on self-insurance savings opportunities. The Board also requested the staff consider putting together a summary of pent up expenses and acknowledging the critical items that have been deferred whereby once revenues improve, what the prioritization is on restoring projects. There was a concern that the Village would fall further behind due to the large number of deferments that have been made over the last several years. It was also noted that the Fund balance has been used extensively over the last few budget cycles and without this resource, the budget would be further stressed and the fact that the Board built the reserves up adequately to whether this revenue shortfall was noted. ANY OTHER BUSINESS Village Manager Janonis stated that Winter Festival Parade is scheduled to kick-off at 5:00 p.m., on December 6. Trustee Zadel wanted to congratulate the Prospect High Football Team on their fine season; unfortunately falling two victories short of the State title this year, but a fine season nonetheless. Village Manager Janonis responded to a question that was called from the viewing public regarding the Budget. He stated that the employee contributions for health insurance amount to $893,000 in 2003. VIII. ADJOURNMENT DS/~c There being no further business, the meeting adjourned at 9:00 p.m. Respectfully sub~~ DAVID STRAHL Assistant Village Manager