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Home My WebLink About2. COW Minutes 11/10/2015 Committee the Whole Minutes November 10, 2015 CALL TO ORDER-ROLL CALL I. Mayor Arlene Juracek called the meeting to order at 7:03p.m.in the Village Board Room, Village Hall, MountProspect, Illinois. Trustees present included Paul Hoefert, John Matuszak, Steven Polit, Richard Rogers, Colleen SaccotelliandMichael Zadel. Staff present included Village Manager Michael Cassady, Assistant Village Manager David Strahl, Finance DirectorDavid Erb, Interim Fire Chief Brian Lambel, Human Services Director Julie Kane, Public WorksDirector Sean Dorsey, Community Development Director WilliamCooney, Police Chief Timothy Janowick, Deputy Finance Director Lynn Jarog, Deputy Public Works Director Jason Leib, Deputy Police Chief Michael Eterno, Deputy Police Chief Timothy Griffin, Police Commander Joseph Garris, Police Commander Mark McGuffin, Police Commander Robert Smith, Administrative Analyst Alexander Bertolucci. APPROVAL OF MINUTES FROM OCTOBER 27, 2015 II.: Motion made by Trustee Hoefert seconded by Trustee Matuszak. Minutes were approved. CITIZENS TO BE HEARD III.: None. 2016 BUDGET DISCUSSION IV.: Mayor Juracek provided welcoming remarks and outlined how the public can communicate live to theVillage Board during this meeting to offer any questions or comments. She stated this is the secondof two Committee the Whole meetingsto discuss the 2016 budget. Final action on the budget is scheduled for the last two Village Board meetings in December. Police Department Budget: Police Chief Timothy Janowick spoke. The Police Department 2016 budget increased 5.6% from the prior year. The budget includes personnel requestsfor two full and two part time Community Service Officers(CSO). The two full time CSO positions would be assigned to the front desk allowing a sworn officer to return topatroland the two part time CSOswould conduct downtown parking enforcement.He stated the2016 budget reflects a realignment of programs and reallocation of funds toward Administration and Records Divisions. He summarized trending costs for workers’ compensation, vehicle lease payments, other professional services, and protective clothing. He discussed organizationaldevelopment initiatives and how the State of Illinois budget impasse has impacted training opportunities. The2016 objectives include electronic reporting and parking ticketing projects. There was alsodiscussion regarding the Police Department space needs and physical limitations ofthe public safety building. Page 1 of 3 Committee of the Whole 11-10-2015 H:\\VILM\\Cow\\2015\\MINUTES\\11-10-2015_COW_Minutes.docx General discussionfrom Village Board members regarding the budget included the CSO personnelrequestsand thepositions value to the department.There was also general discussion regardingthe department’straining initiatives and how state’s budget impasse is impacting state training classes. Louis Goodman, 310 N. School spoke. He asked if the Village would be purchasing body camerasfor Police Officers. There was a general consensus forthe Village Board and Finance Commission to have a walkthrough of the public safety building to see how the Police Departments operates within their existing space. Public Works Budget: Public Works Director Sean Dorsey spoke.This yearhas been one of Public Works busiest years and he summarized 2015 projects. He stated that the2016operational budget increased about 1%. The administrative programbudgetincreased 8.62% with the majority of the increase related to staffing changesandreallocating funds from a Forestry Tech position to the Administration Divisionfor an Administrative Analyst. He stated the Capital Improvement budget decreased $12.3 million due tothe timingand costof projects. He stated the automated water meter installation will be finished this year and the road resurfacing program will return to its standard 6.8 miles annual objective.An overview of 2016 projects was also provided. General discussion from the Village Board members regarding the budget included the Automated Meter Read (AMR) system software fees, indirect savings, and reallocation of staff hours. There was discussion regarding vehicle maintenance and replacement funds, street resurfacing program, and the planned replacement of traffic preemption devices for emergency vehicles. There was also general discussion regarding the Village’s solid waste contract. Village Administration Budget: Assistant Village ManagerDavid Strahl spoke.In 2016 the department plans to further implement the strategic plan, conduct a communitysurvey, expand digital archiving of Village records, complete a redesign of the Village website, andtransition to electronic distribution of agendas.The Public Representationcontractual services account increased by $10,000 related to the Summer Block Party and the commodities & supplies account increased to $25,000 from $10,000 for planning the Village’s centennialcelebrationevents. He stated Village Administration contractual services accountincreased 10% due to allocationsfor strategic planninganddocument imaging. He stated thatthe legal services accountwas increased $100,000to bring the account more in line with actual expenses. He stated wages from anopenIT position were transferred to contractual services account for specialized training for IT staff. General questions from the Village Board regarding the budget included Television Servicesand cable verseinternet programming. There was also discussion regarding the Village’s communication strategies. Page 2 of 3 Committee of the Whole 11-10-2015 H:\\VILM\\Cow\\2015\\MINUTES\\11-10-2015_COW_Minutes.docx Finance & Non-Departmental Budget: Finance Director David Erb spoke. In 2015 theFinance Department developed a departmentalstrategic work plan and nine goals that alignwith the Village’s strategic plan. He stated the department’sbudget increased 4.0% ($78,000) from last year with increases to contractual services, salaries &benefits, and training. General questions from the Village Board regarding the budget includede-billing, automatic payments, andefficiencies the department has realized with the implementation of the AMR system. Finance Director David Erb spoke. The Village manages two separate funds for public parking and both have funding shortfalls.Acontributing factor to the funding shortfall is insufficient parking rates to support operations and the Village has madeefforts to reduce expenses. He statedproject costs allocated to the capital improvement fund exceed annual revenueand alternative revenue options are set to be discussed in 2016. He stated the total debt service budget for 2016 is $4,978,187. If the Village maintains the current repayment schedule and no additional debt is incurred than the Village would be debt free in 17 years. He provided a summary of the Village’s Police and Fire pension budgets which has experienced a 6.34% increase from the prior year. There was general consensus by the Village Board for staff to requestafiftycent increase in the daily parking rate from Metra for a total of $2/day. Finance Commission Comments: Finance Commission Chair Vince Grochocinski spoke. On behalf of the Commission, he thanked the Finance Department and Village staff for their continued efforts to manage limited resources while providing high quality services. He stated the Commission’s concerns and questions were mostlyaddressedduring departmental budget presentationsto the Village Board and the subsequent discussions. The Commission supports that the real estate tax increase was limited to prefunding the Staffing for Adequate Fire & Emergency Response(SAFER)Grant hires after the grant expires plus the debt service amount and actuarially calculated pension contributions. VILLAGE MANAGER'S REPORT V.: None. ANY OTHER BUSINESS VI.: Mayor Juracek stated Coffee with Council is this Saturday, November 14 from 9:00 a.m. to 11:00 a.m. at the Village Hall. Also, Veteran’s Day is November 11 and the Veteran’s Day Ceremony organized by the VFW andAmerican Legionis atLions Park. ADJOURNMENT VII.: Motion made by Trustee Hoefert seconded by Trustee Zadelto adjournthe meeting at 11:17p.m.Motion was approved. ALEXANDER BERTOLUCCI Administrative Analyst Page 3 of 3 Committee of the Whole 11-10-2015 H:\\VILM\\Cow\\2015\\MINUTES\\11-10-2015_COW_Minutes.docx