Loading...
HomeMy WebLinkAbout0718_001MINUTES COMMITTEE OF THE WHOLE JANUARY 27, 1987 I* ROLL. CALL The meeting was called to order at 7:30 p.m. Present at the meeting were: Mayor Carolyn H. Krause; Trustees Ralph Arthur, Gerald Farley, Leo Floros, George van Ciee m and Theodore Wattenberg. Absent from the meeting was Trustee Norma Murauskis. Also present at the meeting were: Acting Village Manager Michael J ano nes, Public Works Director Herbert Weeks, Finance Director David Jepson, Data .Processing Supervisor Sandra, Worthington, Research Assistant .Michael Steklac, Fred Borich and Ray Adams of Donohue and Associates. Also present were two persons from the print media. II. MINUTES The Minutes of the Committee of the Whole meeting of January 13, 1987 were ,accepted and filed. III. CITIZENS TO BE HEARD Ms. Cindy osika of the Illinois Energy Audit Association gave a short presentation on their Residential Energy Audit Program. As part of the Program, the ILAA will donate $5.00 per energy audit to a local charity. Ms. Osika was seeking support from the Village to advertise the Program and also to name a local charity for the money. It was the consensus of the Committee to support the advertisement of the anergy Audit Program and to donate the contributions to the Village's emergency food pantry. I V. PUBLIC WORKS FA:ILITY Mr. Fred Borich of Donohue and Associates presented his firm's final Design Report on the proposed Public Works facility. He stte' d that there were no major changes or deviations since the last report and that so4l, borings at Mela,s Park had been successful. He also noted that the cost esti,ate of $6.2 mill ion was still the same. He presented more detailed drawings outlining space utilization within the facility. Mr. Borich passed out a sample data, sheet that was used in another community and sought direction from the Committee on how they would wish to proceed with preparing a data sheet on the proposed Public works facility for distribution to Mount Prospect residents. Trust+e+e-- Finley --_asked _,M-r:--Borircrh--whether the aluminum gutters and downspouts proposed for the building were a bonded paint type or a peel and paint type of gutter. Mr. Borich responded that the gutters were not galvanized aluminum but they were a bonded paint type. Trustee Farley stated that he was concerned that the full-color .data sheet was of higher quality than what the Village needed. M Trustee Wattenberg asked if the Public Works staff would like any changes to the facility provided that the cost would come out of their pocket., Public Works Director Herb Weeks responded that they had met their main objective of increas- 0 ing their storage and maintenance area for their equipment. He stated that he was also satisfied with the secondary objective of more efficient use of space areas. Trustee Arthur asked about the distribution of the fact sheet and inquired whether we already had a fact sheet in the Newsletter that was to be distributed to Mount Prospect residents in mid-February. Mr. Borich stated that the fact sheet is in to be used as an insert to a Newsletter. Acting Village Manager Michael Janonis responded that the Newsletter for mid-February had already gone out and the next Newsletter was scheduled to be distributed in April after the Referendum. Mayor Krause stated that the handout may be prepared to hand out to residents attending meetings on the subject. Trustee Floros, suggested that the Village consider moving up the April Newsletter date so that it may be distributed before the Referendum. Trustee Van Geem stated that he supported the distribution of the data sheet and also suggested that it would be important to show that the Village was only seeking to purchase part of Melas Park, not the entire parksiteo It was the consensus of the Committee that the staff work with Donohue and Associates to develop a fact sheet format and to look at possibly moving up the April Newsletter date to March. 10 Trustee Van Deem 'inquired about the steps leading towards the April Referendum. Acting, Village ManagerMI"'chael Janonis responded that the Report that was presented was the end of 'Don o . hue,'s obligation to the Village Mayor Krause noted that the Village will be proceeding with negotiations with the Metropolitan Sanitary District in February and March and she encouraged Dave Jepson to move forth with the organization of the $4 million General Obligation Bond issue Trustee Arthur suggested that the Trustees offer to organize Public Hearings on the issue and appear before public groups such as churches and the Senior Center groups. The Mayor responded that she had already contacted the PTA, Chamber of Commerce, senior groups and certain homeowner groups. She also stated that she would like to use cable television separate from a Tuesday'-, night to discuss the project. The Mayor said she will advise the Trustees about the dates. The Committee was continuing discussion from the Committee of the Whole meeting of January 13 regarding the replacement and upgrading of the Village's computers* -2- Trustee Farley stated that after reviewing Data Processing Supervisor Sandra Worthington's memo, he was leaning, towards preserving the existing IBM System 34 for another year. He stated that with major expenditures coming up and the lass of Revenue Sharing and Community Development Block grant funds that he would like to postpone a major expenditure for a new computer, He also stated that he was concerned with the possibility of the technology outdating the system within five years. He asked whether the Village had considered using a Servide Bureau to process the Village's payroll. Mr. Jepson responded that he had looked at using, a Service Bureau to process the Village's payroll. He was told that it would cost the Village between $1.-00 to $1.50 per check. He ,also stated that it was his experience that Service Bureaus generally require more Village time t ► correct problems and would not be cost of fec tiv e. He added that he had explored the possibility of asking the software manufacturer to alter their program to work on a System 34 and the software manufacturer refused. He ,also reminded the Committee that the present payroll software program was in poor shape and had many problems. In fact, a problem that afternoon required Ms. Worthington to spend several hours trying to trace and correct the problem before payroll checks could be run. Mr. Jepson stated that ,as technology progresses, manufacturers tend to make old systems obsolete. This is What has happened with the .System 34. It is very difficult to find software to run on a System 34. He also stated that the current printer is six years old and is literally held together with scotch tape and coat hangers.It might be more cost effective to purchase new equipment for the same pai price as t would dost to maintain the old equipment. Mr. Jepson stated that he ,and Ms. Worthington were not recommending the upgrade of the System 34 and the most practical avenue would be the purchase of a new System 36 computer. Acting Village Manager Michael Janonis stated that computers are an integral part of the Village and should be considered as part of the Capital Replacement Flan the same as fire trucks, police cars, etc., Trustee Arthur stated that he supports the consultant's study and it was his opinion that if we upgrade the ,System 34 for one more year, the problem will be worse. Trustee Van Deem stated that he met with Data Processing Supervisor ,Sandra, rthin t n and, Fi*nance Director David Jepson and was surprised at the poor shape o'the data processing in the Village4 This deficiency of computers was evidenced ,because Ms. Worthington does not have a terminal in her office and must share terminals with her office staff. He stated that it is too costly for the Village to rt its own software, and too costly to maintain. He supports a clean start with software for accounting and payroll. He stated that although he does not like spending money for a new System 3,, it is necessary. Many other munici alities operate on a System 36 and the Village, with a System 34 would have no place to go in an emergency to run its progra,m,s. Trustee Van Geem also stated that he would need more justification before purchasing micro -computers. .. 3 Trustee Wattenberg recommended adding $150,000 in the next year's budget for the purchase of computers. Trustee F to ros stated that he supported the staff and the consultant's recommenda- tion . ecommends-tion. Trustee Farley said that he was convinced that the Village needed a new computer and would now support the consultant's recommendation. It was the consensus of the Committee to support the purchase of a new System 6 and that the Village staff should compile more j �'ustificat ion for microcomputer use. VI MANAGER'S REPORT Acting Village Manager Michael Janonis distributed the budget for the 1987-1988 fiscal year. Trustee Van Ge+ern asked that the staff provide a list of a calendar of the budget dates to him and the other Trustees. VIL ANY OTHER BUSINESS Trustee Wattenberg stated that he was concerned with the continuance of lawsuits; mainly the eighth continuance of a case where police Officers were assaulted. He would like information for the next Committee of the whole meeting on court time costs for witnesses and lawyer fees, etc. There being no other business, the Committee went into Executive cession to discuss personnel matters» VULAI" JOURNMENT The Committee reconvened at 9:44 and there being no further business to be discussed, the meeting, was adjourned at 9:45 p.m. Respectfully submitted, MICHAEL J• STEKL.AC Research Assistant lV1J S/ rcw