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HomeMy WebLinkAbout0739_001u mo MINUTES COMMITTEE OF THE WHOLE SEPTEMBER 23, 1986 10 ROLL CALL The meeting was called to order at 700 p.m. Present at the meeting were: Mayor Carolyn H. Krause; Trustees Ralph Arthur, Gerald Farley, Leo Floros, George Van Geem and Theodore Wattenberg. Absent from the meeting was Trustee Norma Murauskis. Also present at the meeting were: Village Ma,nager Terrance Burghard, Assistant to the Village Manager Michael Janonis, Director of Finance David Jepson, Deputy Director of Public Works Glen Andler and Joan Murray, Senior Auditor for Karrison and Byrne. Also present were two persons from the print media. lie MINUTES The Minutes of the Committee of the Whole meeting of September 13, 1986 were accepted and filed. I 11 III. CITIZENS TO BE HEARD There being no citizens present resent who wished to make a presentation before the Committee of the Whole, the Committee moved on to the next item of business. IV. 1985-1986 AUDIT Finance Director David Jepson reviewed with Committee members the Compre- hensive Annual Financial Report of the Village for the fiscal year ending April 30, 1986. In particular, Mr. Jepson reviewed in some detail the Transmittal Letter at the beginning of the Report and the Statistical Section at the end. It was Mr. Jepson's opinion that these two Sections provided a good overview of the Village's past and present financial condition. Mr. Jepson stated that the Village is solely responsible for the compilation and presentation of the Report. The auditors then review this Report and, issue an opinion letter based on its review. Particular points made by Mr. Jepson were: I. The figures on revenues and expenditures include the revenues and expenditures of the Library as required by law because the Village is responsible for levying taxes for the Library even though it is a separate governmental entity. 2. Current Fund balances are adequate for emergency and operating expenses and that in the future, the Village must be careful to maintain adequate Fund balance levels. 3. The Tax Levy for 1985 was lower than the Levy for 1983. The same was true for Special Service Area #5. 4. The Village of Mount Prospect is in a strong position with regard to debt as well as its overall financial condition. Mr. Jepson stated that due to the anticipated loss of Revenue Sharing and Community Development Block Grant Funds that the Village would bme, more dependent on Property Taxes in the ftiture. Again, he reiterated the need for the Village to be aware of the need to maintalin, adequate reserves In its various Funds so as to adequately cover emergency and operating expenses. When asked by Trustee Farley for his opinion on alternative revenue sources, Mr. Jepson stated that staff was currently studying the matter and would be able to make some recom mendat 'Ions in the future. -0 N, 4, bmitted by Karr" Mayor Carolyn Krause, in reviewing the Management Letter su. I ison and Byrne, commented that overall the Villa 's, finances, were in excellent condlo- tion and that the few recommendations mentioned in the Management Letter were of a minor nature. Mr. Jepson stated that steps were being taken to address some of the concerns in the Management Letter and that a review of current Ordinances was being undertaken with recommendations to follow. Trustee Ted Wattenberg asked Ms. Murray if Karrison and Byrne had found any evidence of fraud during its audit and Ms. Murray stated that she had not. Again, upon Trustee Wattenberg's questioning, Ms.. Murray stated that there was no way to put a dollar value on compliance with the recommendations of the, Management Letter. She stated that it was more for internal control and to ensure, that all funds were accounted for properly. Trustee Leo Floros asked that copies of the Financial Report be distributed to the Finance Commission for their review. Village Manager Terrance Burghard stated that this would be done* Mayor Carolyn Krause thanked Mr. Jepson for his work on this year's Report and noted that the Report would be submitted to the Government Finance Officers, Association for consideration for a Certificate ofAchievement for Excellence in Financial Reporting,. Mayor Krause noted that the Village had received such a Certificate in the two preceding years. Vio PUBLIC WORKS DEPARTMENT FACILITY PLANNING N Mayor Carolyn H. Krause reviewed with Committee member's her report outlining a number of issues regarding the continuation of plan n,i ng, for the Public Works f agility. Mayor Krause covered each of the four m,a,i',',n points in her memo including the need to begin property acquisition talks with both the Metropolitan Sanitary District and alternative sites such as the Reese property. She also asked the Village Manager to set up a schedule for meetings between Village staff and Trustees and Donohue and Associates to begin discussions regarding the Phase II Schematic of the proposed garage site and building. Mr. Burghard stated that he would attempt to set up a schedule within the next two weeks. The Mayor also stated that she felt that support had been expressed for a Recycling Center and asked that staff pursue a State Grant to cover up to 50% of the capital construction costs of a Recycling Center. Further, the Mayor stated that the Trustees should begin looking at funding alterna- tives including the use of Fund reserves, increases in water rates and issuance of new debt.. It was her feeling that without having specific cost figures, it was still possible to discuss the overall funding scheme. The Mayor further stated that the Board should give serious consideration to the idea of future abatement of any indebtedness through the sale of surplus land such as the Village -owned property at Clearwater Park. The Mayor also stated that she woul-d continue to press for "Build Illinois" funds as she felt it was an eligible project. Finally, the Mayor stated that serious consideration and discussion should go into alternative uses for the existing Public Works facility. General discussion ensued in which a consensus emerged that staff should initiate negotiations on land as well as approaching the Park District on their desire to purchase the Clearwater Park property. Trustee Ted Wattenberg asked all citizens to get involved and express their opinions to the Trustees with regard to this issue. There was also some discussion on the need for keeping satellite Public Works sites and what should be done to eliminate those sites. VI. MANAGER'S REPORT M, Mr. Burghard reported that the Cable Television Division would putt -Ing together an Employee Orientation Program to assist new employees in becoming familiar with all aspects of the Village's operations, Mr. Burghard also reported that the Computer Needs Analysis was continuing with interviews of various staff members and in-depth analysis of our present main-frame operation. Mr. Burghard reported that he had authorized Mr. * . Jepson to have an audit conducted of our present telephone system which was installed a little over eighteen months ago. Mr. Burghard reported that the phone system had been paid for in cost savings and he wanted to make sure that the Village is realizing all the savings possible from the sys,te,,M. Finally, Mr. Burghard reported that the Water Agency had completed a rue,funding of Water Agency Bonds, that would in the sort ,term realize a $4.5 million -savings in present value and a $10 million saving,,s over the life of the Bonds. Mr. Burghard reported that the annual savings to the Village of Mount Prospect would be approximately $51,000. VII. ANY OTHER BUSINESS Trustee George Van Geem asked for and received an update on the case of- Stagger Lee's. VIILADJOURNMENT There being no further business to be discussed, the meeting was adjourned at 8,05 p.m. I MEJ/rcw Respectfully submitted, MICHAEL F. JANONIS Assistant to the Village Manager Village of M'cunt Prosplect Mount Prospect, lfil*noi*s INTEROFFICE MEMORANDUM TO: TERRANCE L. BURGHARD9 VILLAGE MANAGER FROM: STEPHEN Me PARK, DIRECTOR OF PLANNING AND ZONING SUBJECT. SIGN ORDINANCE CHANGES DATE: OCTOBER 8, 1986 At the Committee of the Whole meeting on October 14, the Sign Ordinance is to be discussed. The draft being considered reflects updates to the original Code, design requirements, and revised procedures. The staff has reviewed suggestions for changes from Advisory Board members, Chamber of Commerce representatives, and sign companies,. One important item to bring to your attention is the pros edur,al changes th,a,t, resulted from meetings with the Chamber of Commerce, This draft includes pravis,ion for an Ad Hoc Sign Review Board which would hear appeals, special uses, and variations regarding signs. The Ad Hoc group would consist of two members appointed by the Village from Advisor -y Boards, two design professionals recommended by the Chamber of Commerce, and a Village paid sign consultant. My staff will be present at the meeting to discuss the concepts and Changes to the Sign Code, 0000m, S MP: h Viollage of Mount Prospect Mount Prospect, Illinois Villi of 110#0110 INTEROFFICE MEMORANDUM . .... . . . ......... TO: TERRANCE Le BUIRGHARD, VILLAGE MANAGER FROM: RONALD We PAVLOCK, CHIEF OF POLICE SUBJECT: ACCREDITATION - MOUNT PROSPECT POLICE DEPARTMENT RECOMMENDATIONS DATE : 6 OCTOBER 86 Over t h e past 18 months Police Department staff has been preparing for the process of accreditation . The accredit at ion process consists of five phases and at the present time we are about to enter the third phase of the project The five phases are: 1. Applicat 'Ion Process 2. Agency Profile Questionnaire 3. Self -Assessment 4. On -Site Assessment 5. Commission Review/Accreditation The first two phases of accreditation have been handled by Deputy Chief Bopp along with his many other duties. We have made the application, completed the agency profile questionnaire, and recently received feedback from the Commission that we are certified for our self-assessment phase. The average time period f o r these first two phases is generally around six months however, as you know, our agency has been involved in a new computer aided dispatch system implementation and the second phase of our Police Information Management System (PIMS ). We have also completed a sergeants assessment process and several recruit tests . This has drastically slowed down a process we felt we could accomplish in a shorter period of time. At a recent staff meet ing we discussed moving into t h e accreditation process as a top priority. We have been working with area police agencies who recently completed or are in the process of accreditation . The feedback I have received from Schaumburg, who had approximately four staff members working on the process, and Palatine, who had four of their personnel involved along with several consultants, is that in order to complete the accreditation process in a timely fashion additional resources must be expended and geared for accreditation. They also 1"',ndicated, as does the Co emission on Accreditation, that it is extre,mely important that one individual be appointed as 23 September 86 Page -2- Accreditation Manager to work fu11 time i n preparing f o r accreditation. We have been attempting to accomplish the first two phases utilizing one Deputy Chief on a part time basis However, the Deputy Chief has many other duties. The Chief's office has been tryin*g to assist by utilizing -other staff members on a part time or rotating basis. It is my opinion that if we do not move to appoint an Accreditation Manager this process could go on for several years. Certainly I am not requesting that we bring in outside consultants and appoint several additional staff members to move through this system* It is my opinion that we meet almost all the standards and will probably only have to update in a few areas. However, I believe we should appoint an Accreditation Manager to allow us to move forward efficiently and effectively. It is my recommendation that we appoint Commander Dave Nicholson as our Accreditation Manager and that we then promote a sergeant to fill the commander vacancy. The next person on the present sergeants list would be appointed to fill the supervisory vacancy, After the process is complete we would then move back to our present command strength through attrition and manpower assessment. As you know, we have been able -to cover our supervisory and command staff strength on a 24 hour basis without utilizing overtime and acting pay. If we make the above recommended moves we will offset some of the costs that could occur by vacancies that would require acting pay and overtime to fill. I would be happy to discuss this process with you and, if necessary, the Mayor and Board of Trustees at an upcoming Committee of the Whole meeting. Please advise. See the attached chart for the phases of accreditation and also for the present salary schedules of those positions that would be required as recommended above, Rdna .Pav,,ock Chief of Police R W P h Attachments W) Elm (A en eq r Now > > 0 Z: m" 50 IpAk CIO z 0 p Ott c 4-2 owl E ANNUAL MONTH BI—WEEK DAY HOUR 1 1/2 SUPERVISORS SALARY SCHEDULE Julyl 1986 April 30, 1987 DEPUTY CHIEF $48t576 4048*00 1868,31 186.83 23935 35903 COMMANDER $449160 3680,00 1698*46 169.85 21.23 31,85 LIEUTENANT SERGEANT $419205 $389400 3433,675 3200oOO 1584,681 1476.92 158.48 147.69 19,81 18*46 29.72 27,69 July 1986