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HomeMy WebLinkAbout10/10/2017 Joint Village Board and Finance Commission Workshop Special Meeting of the Committee of the Whole Joint Village Board and Finance Commission Workshop October 10, 2017 1. ROLL CALL— CALL TO ORDER The meeting was called to order at 6:30 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Arlene Juracek. Trustees present included William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers and Michael Zadel. Finance Commission members present included Chair John Kellerhals, Pam Bazan, Trisha Chokshi, Vince Grochocinski, Thomas Pekras and Mary Rath. Staff present included Village Manager Michael Cassady,Assistant to the Village Manager Nellie Beckner, Chief Technology and Innovation Officer Andrew Schaeffer, Communications Director Howard Kleinstein, Executive Assistant to the Village Manager Doreen Jarosz, Building & Inspection Services Director William Schroeder, Building & Inspection Services Deputy Director Mark Rysavy, Community Development Director William Cooney, Community Development Deputy Director Consuelo Arguilles, Finance Director David Erb, Fire Chief Brian Lambel, Fire Deputy Chief John Dolan, Fire Assistant Chief Bryan Loomis, Human Services Director Julie Kane, Human Services Deputy Director Victoria Bran, Acting Police Chief Michael Eterno, Police Deputy Chief Timothy Griffin, Public Works Director Sean Dorsey, Public Works Deputy Director Jason Leib and Administrative Analyst Alexander Bertolucci. 2. APPROVAL OF MINUTES Approval of Committee of the Whole Meeting Minutes of September 12, 2017. Motion made by Trustee Hoefert seconded by Trustee Rogers. Minutes were approved. 3. CITIZENS TO BE HEARD None. 4. DISCUSSION ITEMS 4.1: 2018— 2022 Community Investment Program. Finance Director Erb provided introductory remarks for the 2018 — 2022 Community Investment Program (CIP)and how developing the document has changed to a concurrent cycle with the Village Budget process ultimately incorporating it into the annual budget document. He also highlighted changes to the proposed budget document in order to create a link between the strategic plan, CIP and operating budget. He noted that the Police and Human Services departments would not be presenting tonight as these departments do not have CIP projects in 2018. The CIP totals$116.8 million over the five-year period with first year projects totaling $18.6 million. Last year the CIP was $75 million. The increase over last year is attributed to strategic plan projects being incorporated into the CI P.The largest component is the street resurfacing category. It also now includes the Vehicle Replacement program ($8.8 million) that was previously shown in the operating budget. Joint Workshop-Committee of the Whole Page 1 of 4 10/10/17 The following responses from staff were provided to questions from the Village Board and Finance Commission: • Year 1 projects are more certain as these are projects that are rolled into the operating budget. 2019 projects are not certain and either are projects in out years of the plan. • We have ongoing programs like street resurfacing and water & sewer infrastructure maintenance in the CIP. • Police Station (Administration, Roll Call Area, Lobby) renovations were deferred a year because the Public Safety Space Needs Study is still under review and these projects may be reevaluated after we receive the space needs results. • The Public Safety Space Needs Study should be ready to present at a Committee of the Whole meeting in November. • Explained the accounting methods applied to the general fund and enterprise funds as well as program budgeting. Transfers that go from the general fund to the capital fund are not part of a program budget. Capital projects were deferred prior to these transfers. If general fund reserve levels fall below 30% or there are other demands on reserves, we can stop these one-time transfers and not affect operations Public Works Director Sean Dorsey stated Public Works CIP projects in 2018 total $17,649,500. He stated the biggest projects are in engineering, flood control and water and sewer funds. $4.2 million is allotted for the Street Improvement Program to replace 6.8 miles of road annually to keep pace on a 20 year road life cycle. $2.7 million is in the Water/Sewer Division CIP to increase linear feet of water main and sewer main replaced to achieve a 130 year life cycle. Also included are projects for expanding water system service to Birch Manor ($500,000) and Huntington Lift Station Rehabilitation ($650,000). The Forestry Division includes a downtown park design and construction project ($750,000). Another downtown project is to change Busse Ave west of Main St into a two way street. He also stated that the Public Safety Building has $1.4 million in the CIP beyond 2018 for needed repairs to the parking deck, garage sprinklers, tuck-pointing and drainage improvements. The following responses from staff were provided to questions from the Village Board and Finance Commission: • The Village has submitted grant applications for the Melas/Meadows Bridge project. Comments returned are positive; however, grants have not been awarded because phase 1 engineering is not complete. • Levee 37 companion storm sewer projects design engineering involves meeting with school and park districts plus standard engineering designs. School and park districts are aware of this project since staff met to propose these improvements in 2016. • Water system expansion would not use general funds, payback period of possible expansion will be reviewed in 2018. • Per the Water and Sewer Rate Study, at the end of 10 years the Village will be on a 130 year replacement cycle. We are currently on a 600 year replacement cycle. • Public improvements within recently annexed areas were built into existing replacement schedules. The only immediate work completed was Addison Ct. improvements. • Year 1 projects are more certain since they are rolled into the operating budget. 2019 projects are not certain and neither are projects in out years of the plan. • The main street bridge is to provide a safer means of getting people from the parking deck with unused capacity to businesses/future development on the west side of Main Joint Workshop-Committee of the Whole Page 2 of 4 10/10/17 Street that have limited parking. At grade crossings were reviewed, however, it would create additional vehicle traffic and limit turn movements. Fire Chief Brian Lambel stated the Fire Department has three items in the 2018 CIP, power stretchers and stair chairs, fire station notification system and a policy management software. The power stretchers and stair chairs ($40,000) purchase is the final phase and all ambulances would be equipped once completed. The 2018 CIP is for the final two power stretcher and stair chairs that will be fitted to new ambulances next year. The new fire station notification system ($55,000)will help us reduce response times and move the department a step further in the accreditation process. The notification system purchase is spilt between 2018 and 2019. The new all-digital system is more customizable and can set channels to each station. The Lexipol Policy Management Software ($35,000) incorporates department policies into one platform. The software is customizable per state, includes training, policy acknowledgement and a legal service that notifies when policies need to be updated. The following responses from staff were provided to questions from the Village Board and Finance Commission: • There is no need to move the purchase of power stretchers and stair chairs forward. If the purchase was immediate, then the Village would have to pay to retrofit an ambulance one year before it is scheduled to be replaced. • The current fire station notification system has the fire station radios tied together. The new system would enable Station 12 to monitor Elk Grove and Arlington Heights while Station 14 can monitor Prospect Heights and Wheeling. • The policy management software will monitor state legislation and review policies for consistency. • Nationwide 340 fire departments use the Lexipol Policy Management Software. Some local communities that use the software are Streamwood, Lake Zurich, Lincolnshire, Hillside, Northbrook, Northfield, and Roselle. • Re-chassis is not an option for new ambulances. Expected life of new ambulances are 10 to 12 years while previous model had 7 to 8 year expected life cycles. • Lexipol has a one-time cost of$35,000 and then an annual fee of$7,000. Community Development Director William Cooney presented one new program in the CIP and three programs that are continuations. The new project is Prospect Avenue Streetscape Improvements to enhance accessibility for pedestrians, bicycles and vehicles and includes ornamental improvements. He stated the Downtown Wayfinding Sign Program final year is 2018 and $65,000 is requested to finish installations with $10,000 in 2019 to update displays as needed. Corridor Improvements are funds for seven areas of focus all around town. This program is to improve the visual appearance of commercial corridors and support fagade upgrade program for commercial properties outside of the Tax Increment Financing (TIF) area. He stated the Fagade and Interior Buildout Program within the TIF area is also being continued. The following responses from staff were provided to questions from the Village Board and Finance Commission: • Staff is working to resolve litigation with District 214 regarding the TIF District. • Corridor Improvements would be projects like improved signage and branding south of Golf Road. Joint Workshop-Committee of the Whole Page 3 of 4 10/10/17 Chief Technology and Innovation Officer Andrew Schaeffer presented Information Technology's CIP projects. He stated expenditures include disaster recovery and self- service kiosks. Cloud-based disaster recovery would permit the Village to store critical servers offsite in redundant datacenters that we could utilized if Village servers are not available. He stated that self-service kiosks would be made available in various departments for customers to access Village services like CRM, Online Bill Payment, Village's website, etc. Also, the kiosks would be used to increase awareness of online resources in general. Mr. Schaeffer also summarized end user and infrastructure replacements. Finance Director Erb concluded the CIP discussion by reviewing budget meeting schedule and next steps. Public Comment Louis Goodman 310 N School St The following responses from the Village Board and staff were provided to questions from the public. • Public Works bathroom renovations are for publicly accessible bathrooms which are original to the building built in 1988. • The Village has four ambulances: one is being replaced in November, and another was replaced three to four years ago. 5. MANAGER'S REPORT None. 6. ANY OTHER BUSINESS The following upcoming community events were announced: October 14— Coffee with Council: 9am — 11 am, Village Hall October 14— Centennial Time Capsule Burial, 11 am on Centennial Green October 13, 14—Oktoberfest: 4pm — 11 pm, Downtown Mount Prospect October 14— Fall Fest: 1 pm —4pm, Downtown Mount Prospect October 15— Lions Club Farmers' Market: 8am — 1 pm, Metra West Commuter Lot 7. ADJOURNMENT The meeting adjourned at 8:27 p.m. Alexander Bertolucci Administrative Analyst Joint Workshop-Committee of the Whole Page 4 of 4 10/10/17