HomeMy WebLinkAbout03/08/1990 FC minutesFINANCE COMMISSION
Minutes of the Meeting
March 8, 1990
I Call to Order
The meeting was called to order at 7:30 p.m. Commission members in
attendance were Richard Bachhuber, Paul Davies, John Engel, Vince
Grochocinski, Newt Hallman, James Morrison, John Mussar, Thomas Pekras,
and Ann Smilanic. Also present were Village Manager John Dixon, Finance
Director David Jepson, Assistant Finance Director Carol Widmer, , Planning
and Zoning Director David Clements, and Planner Mike Sims. Public Works
Director Herb Weeks and Deputy Public Works Director Glen Andler arrived
at 8:20 p.m., Village Trustee George Van Geem arrived at 8:30 and Fire
Chief Ed Cavello along with Deputy Chiefs Del Ulreich and Lonnie Jackson
arrived at 9:40 p.m.
II Approval of Minutes
The amended minutes of February 1 and the minutes of February 22, 1990 were
accepted as presented.
III Village Manager John Dixon gave a brief introduction to the three budget
presentations on the agenda. He stated that Planning and Zoning represents
1.8% of the total Village budget. Public Works which consists of Streets,
Water and Sewer, Parking, and Refuse Collection is 35.1% of the budget and
the Fire Department accounts for 11.4% of the Village budget.
IV Planning and Zoning
Planning and Zoning Director David Clements presented the budget for
Planning and Zoning and the Community Development Block Grant Program. Mr.
Clements began his presentation with a summary of the activities of the
Planning and Zoning Department. These activities are: day-to-day planning
which includes permit review, zoning administration, and public information;
long-range planning which is in effect a monitoring of the effectiveness of
the Comprehensive Plan managing the Economic Development Program which is
designed to improve the economic health and business climate of the Village;
administration of the Community Development Block Grant Programs whose
activities include assistance to low and moderate income persons, programs
for the Handicapped and the Elderly, and funding for commercial storefront
rehabilitation. The Planning and Zoning Department is also responsible for
coordinating the Downtown Redevelopment Project.
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Mr. Clements explained that Mount Prospect is beginning to undergo a
transition from a developing community to a community that is predominantly
redevelopment in nature. Because of this transition, the level of
department activity should remain stable as the Village moves into Mount
Prospect's redevelopment future.
The proposed budget for 1990/91 consists of $301,425 from the General Fund
and $570,000 from CDBG funds. One of the significant items in the General
Fund portion of the proposed budget is$40,000 for an outside consultant to
prepare a comprehensive revision to the Zoning Ordinance. The Zoning
Ordinance has been growing and has not been thoroughly reviewed in over 20
years. In the areas of Economic Development and CDBG there are plans to
continue on-going programs such as the facade work outside the Central
Business District, the Boxwood Summer Day Care Program and Boxwood Street
Improvements. Also, continuation of the very successful single family
rehabilitation and weatherization projects under CDBG is proposed.
The discussion that followed the formal presentation included a review of
the history of the Boxwood area and how it became a part of Mount Prospect.
In response to a question from Commissioner Bachhuber, Mr. Clements stated
that Boxwood is a neighborhood of condominiums and apartments east of
Randhurst. It qualifies as a low -to -moderate income neighborhood under the
Block Grant guidelines. It is a multi -family area with a public street
running through it which makes it a distinct area. Unlike other multi-
family areas in the Village, Block Grant Funds can be used to make street
improvements in this area.
Planner Mike Sims, who administers the CDBG program for the Village,
reviewed the criteria necessary for an individual to qualify for funds under
the Single Family Rehabilitation Program. This program provides zero -
interest loans and is set up as a revolving loan fund. David Jepson
explained that we have approximately $710,000 in loans outstanding and we
have received over $50,000 in loan repayments thus far this year. These
amounts will be used to continue the program.
Commissioner Hallman asked for some additional information on the proposed
asbestos removal in the Senior Center. Mike explained that when elements
are loose and airborne they can cause a health hazard. There are two areas
in the Senior Center which may be a hazard, and a consultant has been
retained to advise the Village and supervise this project.
The use of block grant funds to fund an engineering study to examine flood
conditions at Wheeling Road and Euclid Road was discussed. Commissioner
Smilanic asked if this was a duplication of other Village flood studies.
Dave Clements said this area is eligible for block grant funds and was
identified as a problem area by the Public Works Director. By using block
grant funds, the Village can reduce the amount needed from the General Fund.
David Clements explained the amounts budgeted for training and meetings for
the Planning and Zoning Department. In the Village Manager's budget, $1,800
is budgeted for the Director to use for attendance at one national
conference. Under. Administration and Planning there is also $1,800 budgeted
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and this will be used for four local seminars or conferences. Also, there
is $1,000 budgeted under CDBG for attendance at a block grant conference.
IV Public Works
Public Works Director Herb Weeks presented the 1990/91 proposed budget for
the four Divisions that make up the Public Works Department. The Street
Division of Public Works has 14 separate service-oriented programs
including the maintaining of all public buildings, public grounds, the pool
fleet, forestry and beautification projects, and road resurfacing projects.
The Street Division's proposed budget totals $4,835,670 compared to the
1989/90 total budget of $4,761,900 which represents a 1.5% increase. Most
of the increase is due to an accelerated street repair program funded at
$1,500,000 in 1990/91, an increase in the level of spending for contractual
services and the Village's share of the cost of street lights along Wolf
Road ($100,000). Construction of a traffic signal at Briarwood Drive
($40,000), the Village's share for Opticom installation ($41,000) and a new
appropriation for catch basin cleaning ($50,000) are also proposed
expenditures. Capital equipment expenditures in the Street Division include
replacement of a 1973 street sweeper for $80,000, replacing a 1977 tow truck
for $97,500, replacement of a mower/tractor for $24,000 and a pickup truck
for $22,000.
The Refuse Disposal Section of the proposed budget includes expenditures for
refuse bags ($87,500), curbside recycling ($161,000), collection of brush
($58,000), and $125,920 as the Village's contribution to the Solid Waste
Agency of Northern Cook County (SWANCC).
The Water/Sewer Division's proposed budget for 1990/91 totals $6,668,970
which is a $153,640 decrease compared to last year. The budget as presented
places a continued emphasis on water main repair and replacement. $435,000
has been budgeted for various projects including the water main on Route 83
between Lonnquist and Golf ($320,000). Other significant projects proposed
for 1990/91 include the third and final phase of the booster pump
replacement program ($85,000), continuation of the automated meter reading
system ($25,000), and flow monitoring equipment ($50,000) as part of the
Village's continuing obligation to meet regulations of the Metropolitan
Water Reclamation District.
The 1990/91 proposed budget for the Parking Division totals $339,045
compared to the 1989/90 total of $161,460. The increase can be attributed
to $210,000 for repairs to the West commuter lot retaining wall and $50,000
for continued parking lot rehabilitation. Alternative construction methods
are being considered for the retaining wall which could reduce costs to
$70,000. A new collection system is being proposed at $10,000 which will
accept $1.00 bills which will afford better accountability.
The 1990/91 Community Services proposed budget at $75,900 is $14,400 higher
than the 1989/90 budget of $61,500. The increase can be attributed to
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relocating the electric service at Melas Park, new banners for light poles
in the downtown area and costs for renovating the Civic Events sign.
Commissioner Bachhuber questioned the status of the Melas Park Development.
Manager Dixon responded that the development of the recreational portion of
the Park is the responsibility of the Mount Prospect and Arlington Heights
Park Districts. Mr. Weeks stated that bids are due next Tuesday for
relocating the storm sewer on the West side of the property. He added that
two of the three mounds had been lowered about three feet and had received
six inches of sludge for topsoil. The third mound cannot be lowered until
after the 4th of July Festival. Herb estimated that $100,000 of
improvements had been completed and at least another $100,000 needed to be
completed.
Commissioner Hallman asked what the Public Works' role is in vehicle
maintenance. Mr. Weeks said Public Works maintains all Village vehicles
except those in the Fire Department, although Public Works does provide
the Fire Department assistance for towing or special repairs.
In response to a question from Commissioner Bachhuber regarding the Public
Works open house, Mr. Weeks said the Lion's Club contributes from $500-$600
each year which offsets the cost of refreshments for the open house. There
are Village expenditures for various items which are given away and which
are used all year long. There were over 3,000 visitors at the last open
house.
Commissioner Smilanic asked what the duties of the two requested part-time
positions would be. Herb responded that he has basically lost the services
of one part-time person due to the demands of the recycling program. He
stated that he needed one part-time person to answer the telephone and
another person to read commercial water meters. The person performing that
function now combines the readings with other duties so there is not always
consistency in the timing of the readings.
Mr. Hallman then asked if we are using automated meters. Herb said we have
a pilot program of about 20 meters, and in the spring we will begin to
install remote meters in the commercial accounts. It will take
approximately four to five years until the whole commercial area is
completely automated. Also, the proposed part-time person will free up a
full-time employee to repair meters, check unusual readings, and check for
leaks. This type of activity needs more attention that it has been getting.
Herb said we also have additional water sample requirements which take up
more time. David Jepson remarked that we utilize a reading system
whereby the residents read their own meters. Participation has been very
good at about 75%. Although our auditors feel we should read residential
meters at least once a year, we only read them once every third year. Glen
Andler, Deputy Public Works Director, then explained that the automated
system works through the telephone lines at no cost to the resident.
Commissioner Engel asked how Public Works measures the efficiency of the
work crews. Mr. Weeks explained that Public Works employees are cross -
trained and that the Superintendents make monthly work plans in advance so
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people can be utilized efficiently. Additionally, all the foremen are
working foremen so they know what level of work can be expected of the
employees. Also, there are yearly formal evaluations on each employee.
In response to an inquiry from Commissioner Pekras regarding the proposed
increase in overtime, Herb explained that we have planned overtime and
unplanned overtime. Public Works is short of help and accordingly, the
employees have to put in overtime when needed.
Mr. Bachhuber asked Herb about the Village's infrastructure. Herb responded
that there is much work to be done. Herb stated that many of the water
mains installed in the 20's are holding up better than those constructed in
later years. The well houses are in good shape; however, the heating,
ventilation, and air conditioning in the Village Hall and the Senior Center
need work. Herb mentioned that he expects to see an increase in
expenditures for sewer projects because the Federal Government and the
Metropolitan Water Reclamation District are going to force communities to
tighten standards on the combined water and sewer systems. The costs for
recycling will also continue to rise.
V Fire Department
Fire Chief Ed Cavello presented the Fire Department's proposed 1990/91
budget. The Mount Prospect Fire Department portion of the budget is 11.4%
of the overall Village budget. The Fire Department is divided into six
budget sections: Administration and Support, Fire Operations, Fire
Prevention, Communications, Equipment Maintenance and Emergency
Preparedness. The Total proposed budget if $4,576,915, an increase of
14.34% over last year's budget. A large portion of this increase can be
attributed to the added responsibility of the Elk Grove Rural Township Fire
Protection District (EGRFPD).
The Village will begin servicing EGRFPD on May 1, 1990. In preparation for
this agreement, six new firefighters and one fire inspector were hired in
1989/90 and are completing their training. If we remove the cost of those
seven men from the 89/90 budget and remove the associated costs for Elk
Grove Township in 1990/91 budget and compare the two budgets, the increase
for this fiscal year is 5.4%.
Firefighter safety is a priority with the Department and this year's budget
proposes the purchase of 10 additional personal alarm safety system (PASS)
devices. Purchase of all PASS devices should be completed by 1991/92 when
35 PASS devices will have been purchased.
Two of the major cost items recommended in this budget address ongoing
replacement programs in the areas of self-contained breathing apparatus and
large diameter hose. The Fire Department is proposing the purchase of five
self-contained breathing units ($16,500), which will equip one fire engine
and 5" large diameter hose, which, unlike conventional hose, can be repacked
immediately after use. This limits the amount of hose necessary and the
expense associated with keeping adequate spare hose.
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The Fire Department has a commitment to on-going training, and the training
is not limited to firefighting and EMS. The Fire Department must also
address the training concerns of haz/mat, tech rescue, water rescue and
recovery, equipment and vehicle maintenance, as well as developing
management skills. Currently four firefighters are in paramedic training
and three firefighters are working toward EMT status.
The Fire Prevention Bureau and Public Education portion of the Fire
Department budget is $274,840 compared to $241,635 in 1989/90. Part of the
increase is due to the addition of a Fire Inspector to conduct inspections
on properties in the Elk Grove Township District and bilinqual public
education assignments.
In Communications the proposed budget for 1990/91 is $45,825, an increase
of $4,865 over 1989/90. The major increase is due to the radio maintenance
portion of the budget. These services must be contracted for because of FCC
requirements that the devices can only be serviced by licensed technicians.
The Capital outlay plan for vehicle replacement provides for the rechassis
of an ambulance during 1990/91. However, the Fire Department is
recommending that this be postponed one year in lieu of ordering a new
ambulance this year. This additional ambulance will be necessary to provide
emergency medical protection in the Elk Grove Township area. The
anticipated cost of the new ambulance is expected to be $65,000. Also,
replacement of a staff car is being proposed. This car will replace a 1981
Ford currently being utilized by the Fire Prevention Bureau.
Manpower needs were addressed by Chief Cavello. He is requesting three
additional personnel to allow the Fire Department to deliver the agreed to
level of service of one engine and one ambulance in the Elk Grove Township
Area. After some experience has been gained in responding to the EGRFPD
calls, additional options will be presented to the Village Board.
The Northwest Central Dispatch assessment for Mount Prospect for 1990/91
shows a reduction of $37,030. This is primarily due to a new formula for
assessing costs to each municipality. The four municipalities which
currently make up Northwest Central Dispatch are Arlington Heights, Buffalo
Grove, Elk Grove and Mount Prospect. Because of the new formula and the
increase in activity for the Village of Buffalo Grove, and with the addition
of the City of Prospect Heights in 1990/91, the Village of Mount Prospect
will realize a decrease in their assessment.
In the discussion that followed, Chief Cavello explained that firefighters
work 24 hour shifts with 48 hours off. Currently there are 22 men available
per shift to maintain minimum manpower of 16. This cushion allows for
vacation days, sick days, and training days, and helps to reduce overtime.
Chief Cavello also explained that the Elk Grove Township Fire Department
facility is closer to the tank farm. This location will give faster access
to the property should the need arise. The owners of the tank farm supply
foam concentrate for use in fighting fires and have donated approximately
one acre of land for Village's use in training personnel. The Mount
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Prospect Fire Department has trained a number of its men in the methods of
fighting structural fires as well as responding to calls regarding hazardous
materials. Village personnel are now able to teach other departments in the
techniques in handling hazardous material. We now conduct classes and the
revenues we receive enable us to purchase some equipment and provide a means
to continue to teach our own personnel. Last year the revenue exceeded
expenditures by $5,750.
Dick Bachhuber requested information on the $5,965 for office equipment and
the $7,825 for furniture and equipment requested in the budget. Chief
Cavello explained that the Fire Department's goal was to have a computer at
each station for efficiency in preparing reports. Also, they are planning
to upgrade and replace various furnishings such as refrigerators and
carpeting.
Newt Hallman asked what class of fire rating the Village has achieved.
Chief Cavello said we are Class II. In order to get a Class I rating we
would probably need to build another fire station near Randhurst. A Class
I rating would possibly result in a reduction in premiums for commercial and
industrial business but would not be an advantage to residential areas.
Chief Cavello also explained the function of the volunteer firefighters in
the Village. They consist of 20 local residents who are available on a 24
hour basis. They carry pagers and get the same training as do our regular
firefighters.
The meeting adjourned at 11:00 p.m.
The next meeting will be Wednesday, March 21, at which time a formal
recommendation on the 1990/91 budget will be prepared.
Respectfully submitted,
Carol Widmer
Assistant Finance Director
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VILLAGE OF MOUNT PROSPECT
1990/91 Budget Issues
Revenues
General Fund:
1. Revise Sales Tax Revenue estimates for 89/90 and 90/91. Based upon 6
months experience, the original budget estimates for 89/90 anticipated an
average increase for the year of 90. The increase for 90/91 was then
estimated at 6"0'. Now with 10 months experience in 89/90, a more probable
increase will be in the range of 7"a. A reduction for 89/90 will also
lower the base on which 90/91 projections are made. The revised estimate
for 89/90 is $5,600,000 and 90/91 is $5,925,000. Additionally, we were
notified by the Illinois Department of Revenue on 3/14/90 that the Sales
Tax Special Payment has been eliminated. This will reduce 89/90 revenue
by $35,000 and 90/91 revenue by $30,000.
2. Hotel/Motel Tax
A Hotel/Motel Tax has been proposed as a means of financing a contribu-
tion to the Historical Society. This amount has not been included in the
budget.
3. Flood Control Service Charge
The Administration proposed this revenue source as a means of financing
the Flood Control Program. $305,000 has been included in the 90/91
budget.
4. Schoenbeck Road Reimbursement
Based upon an agreement with Cook County, the Village will pay for this
project and be reimbursed 100"b from the County ($450,000). This amount
was not previously included in the budget.
5. Elimination of the Seminole Lane Reimbursement of $18,000 and reduction
of the Recyclinq Grant from $140,000 to $2,500.
CDBG Fund:
1. Revise CDBG Grant amount to $539,725 and Project Income to $50,000, for
an overall increase of $181,500.
Water and Sewer Fund:
1. Add Sewer Rehab Grant of $392,400. (Grant award notice received 3/13/90)
Vehicle Replacement Fund:
1. Add Lease Payments from Police, Fire, Inspection Services, Human Services
and Planning & Zoning (More information to be provided).
Capital Improvement. Fund:
1. Increase Historical Society Donations from $25,000 to $30,000.
Library Fund:
1. Add total revenues of $2,546,920.
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Expenditures
Village Manager's Office:
1. Part -Time Employee Benefits of $10,000 (Included in proposed budget).
Finance Department:
1. One new Part -Time Employee - $8,000 (Included in proposed budget.).
Inspection Services Department:
1. Remove Seminole Lane Engineering included in the budget at $72,000.
2. Add lease payments for pool vehicles. (Information to be provided).
Police Department:
1. One new Patrol Officer (Included in the budget at $36,150).
2. Other Possible Reductions identified by Police Management - $10,950.
3. Add lease payments for vehicles (Information to be provided).
Fire Department:
1. Addition of three new positions in anticipation of manning Elk Grove
Rural Fire District Station. Elimination of service to the District
would result in a budget reduction of $584,370.
2. Add lease payments for vehicles (Information to be provided).
Human Services Division:
1. Consideration of changing Employment Counselor from part-time to full-
time. The expected cost of $9,300 has been included in the budget. (If
change is not made, grant revenue would be reduced from $20,000 to
$17,000).
2. One new part-time Social Worker, included at $13,850.
3. Add lease payments for vehicle. (Information to be provided).
4. Funding for Omni Youth Services.
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Planning and Zoning Department:
1. Consideration of spreading the cost of the Zoning Ordinance Revision over
two or more years.
2. Revising the Asbestos Removal costs in 89/90 from $20,000 to $3,750 and
increasing the amount in 90/91 from $20,000 to $27,500.
3. Increase the Handicapped Accessibility amount from $25,000 to $34,000 to
include work at the Library.
4. Increase Boxwood Street Improvements from $140,000 to $265,000.
5. Add $40,000 to the Multi -Family Rehab Program for anticipated improve-
ments at Prospect Commons.
6. Addition of vehicle lease payment charge (Information to be provided).
Street Division:
1. Consideration of using a portion of the State Income Tax Surcharge to
increase the Street Resurfacing and Reconstruction amounts above the
$1,500,000 included in the proposed budget.
2. Addition of Schoenbeck Road reconstruction at $450,000. The total cost
is to be reimbursed by Cook County.
3. Replacement of a tow truck included in the budget at $97,500.
Water and Sewer Division:
1. Increase JAWA Operation and Maintenance costs from $170,000 to $240,000
per report received 3/7/90.
Parking Division:
1. Reduction of Retaining Wall Repairs from $210,000 to $70,000.
Refuse Disposal:
1. Reduction of the contribution to the Solid Waste Agency from $125,920 to
$100,000.
2. Elimination of Transfer Site Development included at $130,000.
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Capital Improvements:
1. Revision of Melas Park Development in 89/90 from $115,000 to $80,000 and
the addition in 90/91 of up to $100,000 (Amount to be determined).
2. Addition of Public Works Facility/Melas Park Storm Sewer at $75,000.
3. Increase Historical Society Building Improvements from $50,000 to
$60,000.
4. Establish Vehicle Replacement Fund. (Amounts to be determined)
Community and Civic Services:
1. Add Library budget appropriation of $2,546,920.
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