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HomeMy WebLinkAbout0880_001VE LMA W. LOWE Village Clerk ALL COMMITTEE OF THE WHOLE AGBDA Meeting Location: Meeting Date and Time: Mount Prospect Senior Center Tuesday, August 10, 1999 50 South Emerson Street 7:30 P.M. I. CALL. TO ORDER - ROLL CALL 0 111. ACCEPTANCE OF MINUTES OF JUNE 22, 1999 III. CITIZENS TO BE HEARD IV. YOUTH COMMISSION ANNUAL REPORT Since the creation of the Mount Prospect Youth Commission in 1997, the group has issued an Annual Report to the Mayor and Board of Trustees covering the past year's activities, identifying important youth issues and presenting any Budget -related recommendations for Village Board consideration. At the Committee of the Whole meeting, outgoing President Dana Levene, along with members of the Youth Commission, will deliver their Annual Report to the Mayor and Board of Trustees. V. 11999 MID -YEAR BUDGET REVIEW - 2000 PRE -BUDGET' ORKSHt P' Traditionally, the Village Board has engaged in a mid -year review of the current year Budget as a means of monitoring the Revenue and Expenditure levels contained therein. In 1996, the Village Board added a new component to this process, a Pre -Budget Workshop, specifically designed to look forward toward the coming Budget year with the idea of setting parameters and giving staff direction for the next Budget. This latter exercise was facilitated by the inclusion of a forecast budget in the annual Budget document. With the close of June financial activity, staff is now in the position to present mid -year financial data as well as review the 2000 forecast Budget. Overall, I believe you will find the Village's finances to be in order for 1999 and that based on the 2000 forecast budget presented last year, we will find ourselves in good shape going into next year. With regard to the 2000 Budget, it is anticipated that the Village Board and staff will engage in an overview of the upcoming Village Budget with particular focus on problems, trends, initiatives and revenue/expenditure projections. The discussion will lead to establishing general parameters for the construction of the actual Budget document that will be formally considered later in the year. As was the approach last year, I would again suggest that the focus remain broad as opposed to more detailed discussions regarding specific line items. If, during the Pre -Budget, Workshop, questions arise regarding current or new initiatives proposed by staff or Village Board, I would again suggest that the focus be on defining the initiative and what the issues are pro and con so that staff can then undertake research with the idea of being prepared for detailed discussion at the regular Budget Hearings. NOTE.- ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 100 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 8471392-6000, EXTENSION 5327, TDD #8471392-6064* Finance Director Doug Ellsworth will provide an overview of his report and appropriate Department Directors and staff will be available to answer questions and facilitate discussion. You may want to bring your 1999 Budget book to the meeting as additional reference material. gi I I I! 011 The fees paid by the Park District and Library would be used to convert the current part-time Production Assistant into a full-time position. The community access volunteer pool would assist in the production of additional programming. The attached Agreement would guarantee funding for a two-year period. As currently drafted, the Agreement would be effectiV e October 1, 1999 and thus would require a change in staffing status. Mr. Rowe's memorandum 'Identifies details regarding the arrangement and the benefits to be derive therefrom. He will also be In attendance to facilitate discussion and answer any questions you ma ,I.ave. ........... vin. ANXQTHERIBOUN11991 Ix. ADJOURNMENT H:\GEN\Cow\Agenda\081099 COW Agenda.doc MINUTES COMMITTEE OF THE WHOLE JUNE 229 1999 S. Mayor Farley called the meeting to order at 7:36 p.m. Present at the meeting were. Trustees Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Daniel Nocchi, Michaele Skowron and Irvana Wilks. Staff members present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Police Chief Ron Pavlock, Fire Chief Mike Figolah, MIS Coordinator Joan Middleton, Deputy Finance Director Carol Widmer, Public Works Director glen Andler, Deputy Public Works Director Sean Dorsey, Police Officer Steve Burrell, Police Sergeant Mike Semkiu, Public Information Officer Maura Jandris, Village Engineer Jeff Wulbecker, Project Engineer Joel Michalik, Human Services Director Nancy Morgan and Deputy Human Services Director Jan Abernethy. Approval of Minutes of June 8, 1999. Motion made to approve the Minutes by Trustee Corcoran and Seconded by Trustee Skowron. Minutes were approved. Village Manager Janonis provided a summary of the events which had taken place to date regarding this policy and what has brought it to the forefront for discussion before the Board this evening. Project Engineer Joel Michallk provided background regarding the use of stone or gravel on non -curb streets. He stated the primary use of the stone is for extension of the life of the streets without curbs, to protect the edge of pavement and reduce damage caused by cars parked off the edge of the pavement. He stated the Village has used gravel for shoulder purposes for a substantial period of time and it is cheaper to maintain the gravel than grass. In the past, when there are no shoulders, property owners will attempt to mark the edge of their property with boulders or other devices to designate property edge. He ,stated that if curbs were to be installed, there would also be the corresponding need for storm suers, sidewalks and wider streets that would equate to approximately $100 per lineal foot. He stated that the stone was installed based on IDtT standards and the screenings had been replaced with a finer type for better compacting. Gall Gill, of 1460 Greenbrier, spoke. She stated that ,she is in favor of resurfacing the streets but does not want the stone in her yard which will end up there from the shoulders. She stated that the edge of pavement still deteriorates even with the stone shoulders and the property owners that she has talked to ,are willing to maintain the grass area that is damaged by vehicle traffic. She also stated that there ,are plants growl in the stone areas, which has caused It to become unsl hely and would request the shoulders, be rem,oved altogether and the edge of pavement be marked only by grass. She would ask that the Village Board reconsider their policy regarding edge of pavement maintenance. Bob Devall, 1450 Blackhawk, spoke. He Mated that when this area was originally annexed to the Village, it wasunderstood that the area would remain a rural type setting. He stated that the pavement failure appears to be an issue with the paving contractor. David Innes, 1471 Blackhawk, spoke. He stated that Elk Grove Township resurfaced the streets in the area in the 1970s. The culverts that are underneath the streets were not addressed as part of the Village's resurfacing program and there are stormwater accumulations at the corner of Glendale and Blackhawk. He also stated that trees have been planted in the culverts, which have impacted water flaw. John Schaffer, 4017 l dgewood, spoke. He stated that his street has never been resurfaced and feels that there is a quality issue regarding the resurfacing project itself. He stated that MacArthur appears to have been resurfaced but there was not a shoulder installed on that ,street. Bob Cassidy, 1431 Greenbrier, spoke. He is concerned that the street deteriorated due to quality workmanship and that a change in the standards will probably extend the life of the street. He also stated that what had existed in the past in the neighborhood was quite adequate for him. Public Works Director Glen Andler stated that a number of streets with no shoulders have been resurfaced in the immediate vicinity but the stone shoulders have not been installed pending the outcome of the policy decision by the Village Board. Ken Willard, 1451 Greenbrier, spoke. He has been told by the Engineering 'Division that this is the best engineering .solution possible without curbs. He stated that such a response seems ironic since the stone has been replaced twice due to some confusion over the type of stone to be installed. He wanted the streets left as they were. Dave Crowley, 1440 Greenbrier, spoke. He has experienced the damage that a stone shoulder can cause personally due to the stone being thrown by a lawnmower and hitting his eye when he was a child. He feels that there is a significant liability exposure to having the :stone ,shoulders put in based on this experience. General comments from the Village 'Board members Included the following items: There was a discussion regarding the consideration of an outside engineering firm to evaluate the design and recommend a solution. There was also a discussion regarding the Village maintenance standards and requirements for maintenance of stone shoulders. General consensus of the Village Board was to hire an outside engineering firm to review the proposed engineering of the street and stone shoulders and recommend a solution for protecting the street. This review would also Include the impact of plowing and explore what other options are available with appropriate cost. The Village Board will review the report once submitted and make a final determination at that point. Public Works Director Glen Andler stated that he will review the situation regarding the culverts to determine if some of the culverts have been filled in by residents and to determine the location of the trees planted in the area. He stated that he has not received any calls regarding flooding in this area but requested that residents call Public Works when flooding does occur. 2 V. DISCUSSION OF, THE GENERAL STORE Trustee Paul Hoefert provided a presentation to the Village Board and other interested parties regarding his proposal to move the General Store to a Village -owned site on Pine Street. He stated that his concept is to create a passive pocket park with the More once it is rehabilitated as the centerpiece. He stated this building has a long history of use in the Village and feels it is necessary to retain the building due to its historical impact and contribution to the community's growth. He stated that vocational building trades programs would perform the majority of the actual labor for the rehabilitation. A fence would be erected to screen the substation from the building and the park. The intended use for the building once it is completed would be a light office or professional offices where the parking needs would be very minimal. He stated the time frame for this rehabilitation would be four to five months. He stated the upstairs of the building could be used but there are numerous Code issues related to utilizing the second floor to its fullest extent. ADA compliant washrooms would need to be added off the back of the building and could not be included within the current structure. Ann Smilanic, member of the Finance Commission, spoke. On behalf of the Finance Commission, she is recommending that the building not be rehabilitated using Village funds.' She stated that the Commission felt that the building has minimal historical value and that the Village should not be Involved in providing landlord functions. She stated the Commission feels there are other priorities that need to be addressed by the Village Board such as the solution for the Village Hall instead of putting funds toward this building. She recommended that no further Investment be made toward this building. I Bill Reddy, 105 South Elm, spoke. He served as a member of the Downtown Ad Hoc Committee and feels that this is an opportunity to create a green -grass site in a location that will not likely be developed because of the odd configuration and its accessibility. Tom Neltzke, 17 South Maple, spoke. He stated that the General Store does have historical value and supports Trustee Hoeferrs proposal. Trustee Hoefert stated that he has obtained donations of materials from area businesses in addition to architectural services and the concrete for the foundation itself. Preliminary estimates place the cost to the Village between $80,000 and $100,000 to complete the project. General comments from the Village Board members Included the following items: There was discussion regarding the use of the second floor of the building. There was also a discussion regarding Fire Codes relating to installing a sprinkler system into the building. There was also a discussion regarding the necessary landscaping and other associated costs with completing the project. General consensus of the Village Board was to proceed with a commitment from the Village to assist in the funding of the project, which will Include moving the structure and providing funds for a portion of the rehabilitation. V1. VILLAGE )L,2K PLAN RE)IIEW Village Manager Janonis stated that the Village staff has created a Task Force to prepare for possible computer failures due to a date change on December 31, 1999. The Response Plan was based on basic assumptions and the fact that utility disruption should be quite limited if it occurs at all. The Task Force felt it was important to undertake an educational program for the residents so that they would be prepared just as any other storm situation. The Village commitment is to maintain core Village services to the residents. I Deputy Finance Director Carol Widmer stated that the financial systems are in the process of being converted so they will be Y2K compliant by the end of the year. The implementation of the SCI Software System will ensure that the Village financial systems are up to date. Police Sergeant Mike Semkiu stated that while some systems are not 'T"Z& compliant including - the building security system, but it is in the process of getting converted before the end of the year. Any system that has been deemed to be non -Y2K compliant, a solution has been formulated to continue service without interruption and not be impacted by a Y2K failure. MIS Coordinator Joan Middleton stated that the inventory of the computer equipment has been completed and they are in the process of replacing some routers and installing software patches as necessary. The internal clock function has been replaced in computers that were not Y2K compliant. Communications Secretary Judy Bundick stated that the phone system is Y2K compliant. The phone system can operate directly to Ameritech lines if necessary, if in fact the internal phone system is inoperable. Fire Chief Mike Figolah stated that the various radio systems have back-up radio systems in place so that communications can continue i VII. LN.l..l..l� YA Consensus of the Village Board was not to rent the additional generators as outlined in the documentation provided by staff. W( :011 Mayor Farley wanted to remind everyone of the upcoming Do -It -Yourself Sousa concern. 1W Trustee Dan Nocchl inquired as to the status of the old Super Shops More in the K -Mart parking lot regarding property maintenance enforcement. He would request the Board consider increasing the fines in order to be more aggressive in property maintenance issues. He would also like the staff to be more aggressive in pursuing these violations. Village Manager Michael Janonis stated that he will review the process to determine what can be addressed for improved compliance. ag '10 "g Motion made,by Trustee Hoefert and Seconded by Trustee Wilks to move into Closed Session to discuss Land Acquisition and Personnel. Meeting was adjourned into Closed Session at 10:40 p.m. Meeting reconvened into Open Session at 12:03 a.m. A1?J!Q,J1R,NLA Since there was no further business, the Committee of the Whole meeting was adjourned on a Motion by Trustee Wilks and Seconded by Trustee Lohrstorfer at 12:05 a.m. DS/rcc H:\GEN\Cow\Minutes\62299 COW Minutes.doc Respectfully submitted, DAVID STRAHL Assistant Village Manager 5 � i �]still � � MOUNT PROSPECT YOUTH COMMISSION ,ANNUAL REPORT 1998-1999 SCHOOL YEAR This report marks the completion of the second year of the Mount Prospect Youth Commission. Our first task was selecting officers for the new year. The Youth Commission elected Dana Levene as President, while Yomika Patel served as Vice - President. This year we did not have a Youth Commission member serve as secretary. Instead, Shelia McCarthy, from the Mount Prospect Police Department Investigations Division, accepted the role of recording the monthly minutes. With Ms. McCarthy's help, our minutes were compiled with accuracy and precision. Therefore, communication among commission members between meetings increased. All of the founding members of the Youth Commission returned to serve for a second term with the exception of three. li, "Amp Unfortunately, no new members joined our group. Because of the shrinking size of the Mount Prospect Youth Commission, publicity hp-Pqmia- one of the moin goals of our group. In an 7r it "NN' 9.0 attempt to attract new MR4 members to the 'Pictured fr, om left to right am,Iftun rospect Guth 60,! , swo" inernbers (timitrow).4ullo, H19,ginson, Eric. Niti", Y Pew] ("cond 1Laura H1,ggJnson,,,, Parol s on, DarukLom, Commission, we employed Kathryn� Colffetto, (back row) ani advisars-she'lla, Mccerth *Pjatd-11�1'1' . . . . . . . C"w6d, by" 'Walpole and Kimberly, Na gel. T he Comm Isslon Was a variety of techniques. village board to *nsuro that young peopts'arb we"'11"*, reseh'lod In "S the 4communfty, 'The giroup Is, ect",01�1' opfcations for now. First, we tried to reach mom, ber* and wl 11 holdits Februa'ry meetJng, sit, 7:30 p0m,4'. WO,d'nesday i�nth,j,,e,f,l�rs,t,floo�rt,ral'nlngmo,moftho'Moun,tP"ros,pect teens through schools. rtoPolice and, FlreSltatlo�n, rt Youth Commission members contactedy �# � �ry N o � ����°�� � rv. �`��2 a M , � � � ��u � ��r xt '� N� ,„�' r { ' �” a" a m.V e p chia� all the aro land ��� �oil�; C� � �„ ry qh a uw M n w Hi 5ry � A public junior -high al Oc A and high schools V a m ry that have Mount I "A f8 04pop Prospect residents � �� . �, � p iso lwybo,�, �� a d o , attending. Eachkei �� g mm r 10 W w �d ,« member volunteeredthe,d�� 41bkl wo =n do CM to contact ! schoolbm stV OW Zia and announce the �t� d, bin mro 4 AftI , I ft a 6 Bola IU mio availability open en �� d R� �'tba� positions on the � µbwdlii t p �� � ML lux”, d r Is, In6,ry w to sksW Assam rn Mount ProspectItelts wo*W I I+ taw e Youth Commission, rv' M VO Iryw Where possible, u i Y pp l applicaflons, were pew TIV fro[0114, l 1�d tth r7 h r 9 m„Y o� n µ u n M w, ry 46, Cc r u SARAN¢... otherwise, students MP 1 d” were advised to pick A 1 Wlv Yu them up at the mp '"0 '4 I 6ry Village Wall. We n also tried to publicize the Youth Commission through local newspapers. As visible from the attached articles, both the Gaily Herald and the Mount Prospect Journal published a picture and an article about the Youth Commission. other news sources showed interest in our group, but no further articles were published. At the "Youth Leadership" luncheon, Mayor Farley was kind enough to promote our association personally by passing out applications. Helping TAI=L Mount Prospect update their latest pamphlet was another Youth 9 Commission project. Every member volunteered their time to contact the numerous youth services in our village. The list includes park districts, sports organizations, churches, schools, youth and family organizations, and social services. Five hundred pamphlets were printed, and most were distributed at the Randhurst Consumer Expo. The Youth Commission had considered developing our own pamphlet. We decided that since a comprehensive directory already existed, updating it would best serve the community. The most important project our group tackled was sharing in the production of Youthview Mount Prospect. Mr. Clowes invited the Youth Commission to choose the shows' topic, moderator, and guests. The May edition highlighted the Youth Commission and its involvement in the community. Hosted by Mr. Clowes, Alicen Prikkel, Dana Levene, and Trustee Lohrstorfer drummed up support for the Commission. In June, Dana Levene facilitated the discussion among Dan Hoyer, Susan Shah, John Olson, and Yomika Patel about school violence in light of the recent Columbine incident. We discussed possible causes for the increase in school shootings, whose responsibility it was to prevent this, and proper measures that could be taken to prevent such occurrences from ever happening again. Julys show focused on issues facing teen drivers. Since all the teens on the panel had different levels of driving experience, many opinions flowed from the guests. Dispensing graduated licenses, revoking driving privileges due to poor grades, and problems with parking were the main topics discussed. Dana again led the discussion. With Mr. Clowes' continued support, the Youth Commission hopes to continue producing shows throughout the upcoming school year. This past year the Youth Commission members also served as volunteers for special community events. One of the projects was the "Family Fun Night," sponsored by the Village Human Services Department. We provided workers to assist at three of the events. During the holiday season, Youth Commission helped staffed the Village Food Pantry at the Senior Center. Next year, we plan to continue our participation in service projects. As a new organization in the community, the Youth Commission needs to focus on building its membership in the coming year. In order to serve all the young people K in Mt. Prospect, we need to recruit members with a variety of interests and from all ethnic groups. With our latest search for new members, we are trying to reach out to youth who are not well represented at the present time. We also recognize that to build stability within the organization, it is important to add new younger members on a yearly basis. This will allow them time to become faar with the committee's mission and to develop leadership skills. A group like ours can expect at least at 15% turnover in membership each year. We must always be training the future leaders of the group. The Youth Commission is striving to serve all aspects of the community. The Mount Prospect Youth Commission has flourished. Our teamwork and dedication made it possible to accomplish all that we have done. This year's success can only be topped by the great prospects for the future. NE A$$ VILLAGE OF MOUNT PROSPECT FINANCE DEPARTMENT INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DIRECTOR OF FINANCE DATE: XTLY 22, 1999 SUBJECT: 1999 IID -'YEAR REVIEW AND UPDA OF T 2000 BUDGET FORECAST Traditionally, the Village Board has engaged in a mid -year review of the financial status of the current year's budget and also reviewed the forecast for the upcoming year. Not only are these actions considered prudent fiscal management practices, but they also provide the foundation for the preparation of the upcoming annual budget. This riser ,orandum, is intended to supplement the detailed,, June 301 X1,999 Budget Revenue and Expenditure Summaries submitted with the July 20 Board, meeting agenda packet. The principal focus of this memorandum is on the General Fund,, since it is the main operating fund of the Village. Also discussed to a lesser degree are the Refuse Disposal Fund, the Capital Improvement Fund, the Downtown Redevelopment Construction Fund, the Street Improvement Fund,, the Water and Sewer Fund, and the Risk Management Fund. It should be pointed out that the current estimates of revenues and expenditures for 1999 are still that — estimates. There could be significant variances that appear or disappear during the remaining six months in the fiscal year. 1999 MID -YEAR REVIEEW Exhibit 11, which is attached hereto, presents a summary of our current estimate of revenues and expenditures by major category. To facilitate your review, comparisons are made to the approved budget as recently amended and the preceding year's actual figures. Variances between the most recent estimates and the budget figures are explained in notes on the back page of the Exhibit 1. The original 1999 Budget reflected a deficit of $1,299,072 on revenues of $25,371,320 and expenditures and other financing uses of $26,670,,392. The deficit was solely the result of our transferring $1.3 million of excess fund balance to the Capital Improvement and Vehicle Replacement Funds. In May of this year, the Board approved a supplemental budget ordinance increasing the General Fund budget by $15,632, thereby increasing the planned deficit to $1103141704. INM-YEAR REVIE JULY 225 1999 F!IAGE TWO GENERAL FUND (Cont) As part of the mid -year review, we looked at all revenue and expenditure accounts to determine if any material variances seem likely. Our current estimate of revenues and expenditures, when compared to budget, shows a total positive variance of $45,821. We now expect total revenues to come in at $25,499,141, which is $127,821 (or one-half of one percent) higher than our original projections of $25,371,320. In a worst case scenario, we expect expenditures to come in at $24,841,634, which is $82,000 above the approved budget. Revenues: ow Although total revenues are expected to exceed projections by $127,821, there are some significant variances, both favorable and unfavorable, that you and the Board should be made aware of We expect our sales tax receipts to come very close to the $6,834,000 originally projected. It should be pointed out, however, that our 1999 receipts are running 2% below 1998 levels. Fortunately, we were conservative when we prepared the 1999 projections, thereby avoiding a major revenue shortfall. Another large variance can be found in our food and beverage tax receipts. We estimated receipts of $492,000 when the 1999 budget was put together. We now expect actual receipts to be closer to $440,,000., a decrease of $52,000. At the time we developed the 1999 projection, our 1998 receipts were running more in line with the $480,000 budget. However, there was a drop in receipts the latter part of the year,, with 1998 receipts coming in at only $443,000. The Village's real estate transfer tax: continues to exceed projections. We are now estimating that receipts for 1999 will exceed $650,000. The 1999 Budget shows an estimate of $575,000. Receipts for 1997 and 1998 were $630,015 and $709,399, respectively. The Village's utility tax receipts are also running behind projections. Tax receipts from electric and telephone service are running relatively close to our original expectations. However, the tax Is on natural gas is running approximately $802000 below projections for the second year in a row. Receipts from Licenses, Permits and Fees are now expected to total $2,751,800 for the year, a decrease of $805000 from original projections. The shortfall can be attributed to the relatively new infrastructure maintenance fee. The new fee took effect in 1998 and original revenue estimates have proven to be too high ($420,000 current projection, $500,000 original projection). MID -YLim RREVIE W JULY 221) 1999 PAGE THREE GENERAL FUND (Cont.) A large positive variance can be found in the collection of state income tax. We are revising our 1999 estimate upward by $101,821, to reflect an increase of 3.5% over 1998 actual collections. This is still a conservative estimate, Since year-to-date collections are up 5% over 1998. 1 Luendi"tures: The approved 1999 Budget as amended totals $26,686,024, including $1,929,390 of transfers to the Capital Improvements and Vehicle Replacement Funds. At the half -way mark of the fiscal year, actual expenditures, excluding equity transfers, amounted to $11,833,704, or 47.8% of budget. The following table compares expenditures incurred to -date with the annual budget for each department/service area. Public Representation expenditures are at 58.9% because of the fact most of the $28,500 budgeted for organizational memberships for the year have already been paid. The Village Clerk's Office seems to be significantly under budget. The sum of $23,000 is budgeted for the codification of the Village Code, and only $3,555 has been spent to date. Community Development is under budget due mostly to vacancies in budgeted positions. The department is fully staffed at this time. NEUD-YEARRE F, JULY 22� 1999 VIEI PAGE FOUR GENERAL FUND (Cont.) The Human Services Department has expended only 42.6% of its annual budget at the mid -year point. The reasons for this are twofold. First, the department has $15,000 budgeted for computer programming, of which nothing has been expended to -date. Secondly, there is $17,000 budgeted for program supplies, of which only $2,000 has been spent. Most of the supplies will be used over the summer months in the summer mentoring programs. Community and Civic Services is showing only 29.8% of budget being spent as of June 3&. This service area included $64,872 for holiday decorations, of which only $6,414 has been spent. M, The majority, of''the expenses, Will be incurred , in the Fall. Similarly, $20,500 is budgeted for the Foutlh of Ju,l,y,,celeb�rat,,*i,onov,ert*itne- As, expected, very little has beens,pent as of June 3e,. Finally, there is $ 10,000 budgeted for the property tax rebate program, which is administered later in the year. Actual expenditures are expected to come much closer to budget by year-end. For the past several years, total General Fund expenditures have come in at one to two percent under budget. Although we see no reason at this point to believe 1999 will be any different, to be conservative we generally not showing any variance from budget for General Fund Expenditures in Exhibit 1. The only exception is in the Public Works Department where snow removal expenditures are expected to exceed budget by $82,000. However, there was a grant reimbursement to compensate for most of the overage. Fund Balance: Exhibit 2 presents a summary of fund balance for the General Fund and certain other operating and capital projects funds. As you can see, we ended 1998 with a General Fund fund balance of $6,356,327, which equates to 25.7% of 1999 budgeted expenditures. The 1999 ending fund balance is estimated to be $5,087,444, or 19.9% of budget, after the $1.9 million in transfers. As the following table indicates, the General Fund reserve level is expected to be almost $860,000 above the 16.5% guideline set forth by Board policy at December 31, 1999. A 16.5% reserve level could be viewed as being on the low side, especially given the Village's dependence on sales tax, which constitutes 27% of General Fund revenues. A downturn in the economy could result in our having difficulties balancing the budget without service cuts or large property tax increases. Moody's Investors Service has pointed this fact out in its past several credit reports reaffirming the Village's Aa3 bond rating. hM-YEARREVEEW JULY 22, 1999 PAGE FIVE GENERAL FUND (Cont) Most municipalities seem to strive for a 25% fund balance, however their actual fund balance seems to be even higher. A 1998 survey of 15 surrounding communities showed that their fund balance represented an average of 50% of budget. All but one have higher bond ratings than the Village of Mount Prospect. It would be my recommendation to gradually increase our fund balance to 25% by retaining a portion of future operating surpluses. For example, we could retain the first $400,000 of any future annual operating surpluses and transfer any excess surplus to the Capital Improvements Fund. This could result in our reaching a 25% reserve level within the next five years. REFUSE DISPOSAL, FUND Revenues for, 1999 were estimated at $3,1247,440, of which $2.4, million is to come from property taxes., Just,under $800,000 is estimated to comeflrom user charges. At June 30'h property tax receipts are right in line with projections. User charges of $403,001 have been collected to -date, representing 52% of annual projection. The 1999 approved budget for expenditures totaled $3,159,716. Halfway through the fiscal year a total of $1,530,004 has been expended, representing 48.4% of budget. The Refuse Disposal Fund remains in strong financial condition. Fund balance at the end of 1998 was $1,167,893, representing 37% of current budget. CAPITAL IMPRO VEME1VT FUND Revenues were projected at $1,381,390 for the year, with $1,066,390 of that coming from an eq he balance of $315 000 is to come from developer uity transfer from the: General Fu ,,, nd donations,reimbursements and'Invest ment income. As ofurie 30, one-half of the equity transfer has been made. The approved budget for this fund is $1,515,310. Total expenditures for the first six months were $302,9881, or 20%. Most of the capital projects and improvements budgeted for will be initiated during the summer months. We expect to end 1999 approximately $60,000 over budget, since we had to transfer $60,000 of expenses incurred for the Police Department mobile data terminals out of the Asset Seizure Fund. The Village no longer expects to get the very large seizure award that was anticipated for the past few years. IVM"YEAR REVIE W JULY 223 1999 PAGE SIX DOWNTOWN REDEVELOPMEAT CONSTRUCTION FUND 4, The 1999 Budget shows estimated, revenues of $8,283,390, all of which is to come from bond proceheds., As of June 3&,, $5.5,50,000 of'bond,s were sold and recorded as revenue. The sale of additional bonds will be recommended as needed to cover expenditures, but we do expect to issue less than $8,283,390, since we do now expect some land sale proceeds in late 1999. A total of $8,1121,490 was budgeted for 1999. At June',3CP, $3,,454,934,, or 41.6% was expended. Based upon the most recent financial pro -forma and recent redevelopment developments, actual expenditures are expected to come closer to $8,612,000 by year end. Since the budget was prepared in late 1998, the redevelopment plan has been reviewed and updated. A financial pro -forma has been prepared which will result in our requesting an amendment to the 1999 Budget within the next few months. STREET VWPR 0 VEMENT CONS TR UCTION FUND This fund was created to account for the 1997 revenue enhancements that are earmarked for the 6 street improvement, pr ogran, i. Revenues of'$2,296,805 were pro*,ested. Revenues received as of June 3&total $1,016,904, or 441.3% of'proj"'ections. It is expected. that actual revenues at year- end will come in slightly below projections, due to a drop in collections from the home -rule sales tax, utility taxes and the food and beverage tax. A total of $2, 895,43 7 has been budgeted for street reconstruction. As of June 3 e, only $1,016,914, or 35.1% has been expended. The majority of the pay -outs will take place in the second half of the year. WATER AND SE"R FUND As the following table shows, revenues are running right in line with projects thus far. Ad SSA Taxes 15500001, $74263 47.9 Water Sales 501343 0 2 184 852 — ----------- 43.6 .2 Sewer Fees 5318OO 226 686 P 42.6 .�t Other Service Char es 95 00{ 852264 89.7 Investment Income 195000 63275 32.4 Miscellaneous 91110100 42818 53.5 Total Revenues $7.39411,2310 4 WMINNOW"IMINNOW" 31307,531j" 44.7 - N4ID-YEARREVIIEW JULY 22,, 1999 PAGESEVEN WATER AND SEWER FUND (Cont.) Water and sewer sales are running behind budget as expected. This is because more water is typically used in the summer months. We expect consumption to be right in line with expectations for the year. Investment income is Jow at the mid -year point because $50,000 of interest from JAWA does not come in until the second half of the year. Expenditures were budgeted at $7,937,556 for the year. After six months, actual expenditures have totaled $3,915,431, or 38% of budget. Expenditures appear to below because of capital improvements planned for later in the year. There are no material variances expected between now and the end of the year. RISKMANAGEAIENT FUND The Risk Management Fund was created to account for the insurance and risk retention activities of the Village. These include employee health and life benefits, workers compensation, and property and casualty insurance. Revenues for the Risk Management Fund were projected at $3,,213,460 for the year. As of June 302 1999 actual revenue is at $1,663,973, or 51.8%. Revenues for this fund tend to come very close to projections since over 80% come from internal transfers from the operating funds. Accordingly, no major variance is expected. The 1999 Budget for the Risk Management Fund is $3,269,261. A total of $1,234,961, or 37.8%. has been expended to -date. This number is low do to the fact expenditures have not yet been adjusted for loss reserves. With the exception of workers compensation, our expenses for insurance activities appear to be right in line with budget. Workers compensation claims have been exceeding budget for the past few years. Total annual claim expense for the past three years has averaged $330,000. We have been budgeting closer to $250,000 per year. We estimate that our 1999 workers compensation claims will come close to $380,000, compared to a budget of $260,000. A budget amendment will be requested in the near future. I�M-YEARREVEEW JULY 222 1999 PAGE EIGHT 2000 FORECAST The 1999 Annual Budget includes a forecast budget for the year 2000 for each operating and capital projects fund. The purpose of this portion of my memorandum is to bring forward any material variances in revenues or expenditures now expected for the year 2000. M"YZ Exhibit 3 has been prepared to compare the original forecast numbers to our most recent estimates. The original forecast budget showed an operating deficit of $68,,706 on revenues of $26,048,,661 and expenditures and transfers of $26,117,,367. Recent estimates now show that the operating deficit has grown to $159,000 due to revisions to both revenues and expenditures. Revenues: While we expect the total for all revenues to fall just $6,474 short of forecast, there are some significant variances between revenue sources. These generally correspond to the variances we are predicting for 1999. We are revising our revenue estimates downward for the food and beverage tax, utility taxes, and the infrastructure maintenance fee. Our revenue estimates are being increased in the real estate transfer tax, state income tax fines and investment income categories. These changes are explained on the back page of Exhibit 3. The forecast still assumes that the Village will strive to maintain no more than a 4% overall increase in its property tax levy. e n Ex dRures: There have been some recent developments that cause us to revise our 2000 expenditure forecast upward. First of all, the Governor is expected to sign SB856 any day now. This bill grants significant pension benefit increases to firefighters. Our actuary estimates that the annual cost to the Village will be $84,700, or 2% of firefighter payroll. This is in addition to the two-tenths of one percent that the employee contribution rate will increase. This additional cost will result in our having to increase the firefighter pension fund tax levy, which is now shown as both a revenue and expenditure in the General Fund. The expenditure forecast reflects a reduction of approximately $180,000 in the lease payments to the Vehicle Replacement Fund. A recent analysis of the Vehicle Replacement Fund and a revision to the funding methodology resulted in the savings. It was discussed at the CIP meetings that we would attempt to take the savings and increase the transfer to the Capital Improvements Fund. The revised forecast shows the transfer increasing by $180,000. xM 1�mm IL JU-IL REVIEW JULY 22, 1999 PAGE NINE 07HEER OPERAMW ANDI C4,p"PROJECTS MnVDS 0f e-mres as presented rom the 2,0,00 Forecast ng Atthis time,, there areno, major vartancesi expedd .t,n the 1999 'BudIget, documen fort otheroperating and capital project funds. 0 J,lnt 19,99 budget Attached as Exhibit 4 is the 2000 budget calendar as presented, in the curre— , ozsible. of cts, 'we should. revise it as sol as p document. if this schedule now presents any confit • 111I Poil"I "- 5v 0" 1 Jill!, Will 4W MW all Copy: Finance Commission Men, ibers Department it ors Carol Widmer, Deputy Finance Director Revenues: Property Taxes Sales Taxes Food and Beverage Tax Real Estate Transfer Tax Utility Taxes Other Taxes Licenses, Permits, Fees State Income Tax Other Intergovernmental Charges for Services Fines and Forfeits Investment Income Reimbursements Other Revenue Total Revenues Expenditures Public Representation Village Manager's Office Television Services Division Village Cleric's Office Finance Department Community Development Dept. Human Services Dept. Police Department Fire Department Public Works Department Community and Civic Services Miscellaneous Total Expenditures Excess of Revenues over Expend. VILLAGE OF MOUNT PROSPECT General Fund Revenues and Expenditures 1999 1999 1999 1998 Amended Current Actual Bud et Estimate 51977,483 6,970,224 443,421 709,399 1,646,005 1509265 2t671,370 3,687,750 937,532 564,623 562,027 409,635 233,935 92,372 25,056,041 94,053 6689914 1659829 2549932 IJ84o127 1,182,840 520j148 8j'1959160 6v514l182 4,366,234 175,090 93,314 239414,823 1,641,218 69304,370 6,834,000 492,000 575,000 11,832,000 141,000 2,831,800 3,715=0 898, 000 555j300 498,000 325,000 255,750 114,100 25,371,320 95,431 947,121 182,540 142,157 1,228,302 1,326,776 617,502 8,672,919 6,743,589 4,573,875 209,172 20,250 24,759,634 ME 6,304,370 69834,000 440,000 650,000 1,752,000 150,000 2,7519800 39816v821 980,000 555,300 535,000 360,000 255,750 1149100 25,499,141 95,431 947l'121 182,540 142l157 lo228,302 1,326,776 617,502 8,6729919 69743,589 4,655,875 209,172 20,250 24,841,634 657j507 Exhibit I Variance Favorable (Unfavorable) Notes 0 0 0 0 0 0 0 0 0 82,000 0 0 82,000 45,821 Other Financing Uses Transfer to Capital Improve. Fd. 0 11066,390 10066,390 0 Transfer to Veh. Replace. Fd. 0 860,000 860,000 0 Total Other Financing Uses 0 1,9260390 1,926,390 0 Excess of Revenues over Expend,, and Other Financing Uses: 19641,218 (1,314,704 J1 12689883 45,821 A B C D E F G H Exhibit 1 VILLAGE OF MOUNT PROSPECT General Fund Revenues and Expenditures 1999 Notes A Actual sales tax receipts to date for 1999 are running 2% below 1998 levels, but are in line with budget. B Actual food and beverage tax collections are running below 1998 levels. 1998 actual was significantly below projections. C Year -to date transfer tax collections are running 6.8% above 1998 levels. May slow down in second half of year, but is expected to exceed budget by $75l000. D The utility tax on natural gas was $85,000 below budget last year. 1999 collections to -date are running slightly below 1998. 'Telecommunications tax is surpassing projections. Net effect - $80,000 shod. E The revenue from the relatively new infrastructure maintenance fee is running $80,000 below projections. F State income tax currently running 5% above 1998. Assumes 3.5% over 98 for the year. G The Village received $82,000 for reimbursement from the Winter storm expenses. H Public Works Department expenses are expected to be up $82,000 due to winter storm operations. The additional expenses were offset by reimbursements. Exhibit 2 a v so FZ Mm a.,ii General Fund Revenues Expenditures Excess (Deficiency) Fund Balance Beginning Equity Transfers In ((hut) Ending Fund Balance as % of Budget Refuse Disposal Fund Revenues Expenditures Excess (Deficiency) Fund Balance Beginning Equity Transfers In (Out) Ending Fund Balance as % of Budget Capital Improvements Fund Revenues Expenditures Excess (Deficiency) Fund Balance Beginning Equity Transfers In (Out) Ending Fund Balance as % of Budget 417151109 613561327 613560327 510879444 0'. "(11926,390 (1, 926, 390 5801,00T IN 61356,327 51041,623 510871444 41928,437.0. 25.7% 19.7% 19.9% not available Win 3,205,662 3,247,440 3,247,440 2000 1998 1999 1999 Current Actual Budget P ed Forecast 25,056,041 251371,320 25,499,141 26,042,187 231414,823 24,759,634 24,841,634 25,621 194 1,641,218 611,686 657,507 420,993 417151109 613561327 613560327 510879444 0'. "(11926,390 (1, 926, 390 5801,00T IN 61356,327 51041,623 510871444 41928,437.0. 25.7% 19.7% 19.9% not available Win 3,205,662 3,247,440 3,247,440 3,362o631 3,013,683 3159716 1 1100, 3,159716 3395,105 11 191,979 87,724 87,724 401 (32l474) 975,914 1,167,893 1i,1671893 1,255,617 0 0 0 . 0 1 167 893 5,617 1 1255,6 17 .......... 11223,143 37.0% 37.0% I 37.0% not available *Wi 104,473 11381,390 11381,390 45,OsOOO595,565 , 1,515,310141 1,5750310 1000 I I.N (491,092) (491,092) (133,920) (193,920) (2,111,00,0), 21053,267 11562,175 1,562,175 1,368,255 0 0 0 0 00*00owwwow" 1.562.175 1 42,8 255 11 1. 1j368,255 1 157255 I 103.1% 216.1% 207.0% not available Exhibit 2 VILLAGE OF MOUNT PROSPECT FUND BALANCE PROJECTIONS As of June 30, 1999 2000 1998 1999 1999 Current Actual Bud et Pro'ected Forecast Downtown Redevel. Construction Fri`. Revenues 11324,383 89283,390 81575,000 1,325,000 Expenditures 1,414,328 8,3121490 8,012,000 396 000 Excess (Deficiency) (89,945) (29,100) (37,000) 9291000 Fund Balance Beginning 5481235 4581290 458,290 4211290 Equity Transfers -in (Out) 0 0 0 0 f Ending 458,290 429,190 421,290 1,3500290 Fund Balance as % of Budget 5.5% 108.4% 106.4% not available Street Improvement Fund Revenues 2,3309495 21296,805 2,221, 000 213179620 Expenditures 2280603 2 895 437 218950437 298561000 Excess (Deficiency) 21101,892 (598,632) (674,437) (538,380) Fund Balance Beginning 626,920 21728,812 21728,812 2,054,375 Equity Transfers In (Out) 00 0 0 ow Ending 2 728, 2� 1' 812 �� if 130 180 21054,375 11515,995 Fund Balance as % of Budget 94.2% 74.6% 71.9% not available Water and Sewer Fund" Revenues 7,155,362 70394,230 71394,230 7,617,660 Expenditures 6,598 399 719371556 11,11,17 ,1937,55671,927,220 927,220 Excess (Deficiency) 556,963 (543,326) (543,326)_ (309,560) Retained Earnings Beginning 90688,784 10,245,747 '10,245,747 9,702,42'1 Equity Transfers in (Cut)0 0 0 0 ......... ... —.Ending 101245,747 917021421 9 702 421 9,13928,61 Fund Equity as % of Budget 129.1% 122.4% 122.4% not available Risk Management Fund Revenues Expenditures Excess (Deficiency) Fund Equity Beginning Equity Transfers In (Out) Ending Fund Equity as % of Budget 1998 1999 1999 M ,,,,,,.,Actual Budget P[ojwe,%.Led Exhibit 2 2000 Current Forecast 31294*283 31213,460 3,2409000 3,410,552 312049346 000312681261 31404,325 89,937 (54,801) (148,261) 6,227 218191045 21158,982 29158,982 21010,721 'ON .......... (7501000),1* *� !0 0 0 x,158, 982 2,104,181 0" 210101721 21016j948 66.1% 61.8% 59.1% not available Exhibit 3 VILLAGE of MOUNT PROSPECT General Fund Revenues and Expenditures 2000 Excess of Revenues over Expend. and Other Financing Uses: (68,M611159,00D. � I 90,301 131.4 Original Current Increase Percent Forecast Forecast Chance Notes Revenues: '"'(DecreaseL, Property Taxes 615829760 60582,760 0 0.00 A Sales Taxes 609709680 699701680 0 0.00 B Food and Beverage Tax 504,300 448,000 (56,300) (11.16) C Real Estate Transfer Tax 575,000 6509000 75,000 13.04 D Utility Taxes 198890000 1,7871000 (102,000) (5.40) E Other Taxes 143,000 150,000 71000 4.90 Licenses, Permits, Fees 298756800 20795,800 (80,000) (2.78) F State Income Tax 31845,000 399310326 86,326 2.25 G Other Intergovernmental 913,000 9130000 0 0.00 Charges for Services 559,800 559,800 0 0.00 Fines and Forfeits 506,500 535,000 289500 5.63 Investment income 325,000 360,000 35,000 10.77 Reimbursements 263,721 263,721 0 0.00 Other Revenue 95,100 95,100 0 0.00 Total Revenues 26,0489661 26,042,187 6,474 (0.02) Expenditures Public Representation 96,764 100,264 3,500 3.62 H Village Managers Office 1,007,077 110071077 0 0.00 Television Services Division 186,759 1860268 (491) (0.26) Village Clerk's Office 1301559 1300559 0 0.00 Finance Department 11275,957 1,275,957 0 0.00 Community Development Dept. 11370,809 103606369 (10,440) (0.76) J Human Services Dept. 6320848 632,848 0 0.00 Police Department 8,987,889 80918,974 (68,915) (0.77) K Fire Department 710290507 71151,877 122,370 1.74 L Public Works Department 49765,415 416230218 (142,197) (2.98) M Community and Civic Services 213,283 213,283 0 0.00 Miscellaneous 20,500 20,500 0 0.00 Total Expenditures 25,717,367 25,621,194 96, 173 (0.37) Excess of Revenues over Expend. 331,294 420,993 890699 27.08 Other Financing Uses Transfer to Capital Improve. Fd. 400,000 580,000 1800000 45.0 N Transfer to Veh. Replace. Fd. 0 0 0 0.0 Total Other Financing Uses 4000000 580,000 180,000 45.0 Excess of Revenues over Expend. and Other Financing Uses: (68,M611159,00D. � I 90,301 131.4 VILLAGE OF MOUNT PROSPECT General Fund Revenues and Expenditures 2000 A 4% overall property tax hike proposed. B Sales tax receipts estimated to increase 2% over 1999 projected receipts. C Food and beverage tax estimated to increase 2% over 1999 projected receipts. D Estimating real estate transfer tax at same level as 1999 projection. E Utility tax receipts estimated at 2% above 99 projections. F Infrastructure Maintenance fee receipts down $80,000 from projections. G Income tax receipts estimated at 3% above 99 projections. H Vehicle lease payment added - $30500. 1 Vehicle lease payment adjusted - decrease of $491. J Vehicle lease payment adjusted - decrease of $10,440. K Vehicle lease payment adjusted - decrease of $68,,915. L Fire Department expenses up $84,700 due to increased pension benefits granted by SB856. Additional cost estimated at 2% of covered payroll. Vehicle lease payment adjusted - increase of $37,670. M Vehicle lease payment adjusted - decrease of $142,197. N Additional $180,000 from reduction of vehicle lease payments. FxH1B1T y VILLAGE OF MOUNT PROSPECT BUDGET r 1999 and 2000 1999 DATE ACTION 2000 DATE 3120198 Capital Improvement Plan (CIP) Worksheets forwarded to Department 3119199 Directors 4110198 Completed CIP Worksheets returned to Finance Department 4109199 5/04198 to Department CIP reviews with Village Manager and Finance Director 5103199 5/08/98 to 5107/99 5/15/98 Complete Proposed CIP Amounts 5/14/99 5/29198 Deliver Proposed CIP to Village Board and Finance Commission 5/28/99 6/04198 & Review Proposed CIP with Finance Commission 6/03199 6/18/98 & 6117/99 6109198 Committee of the Whole - First CIP Review Session 6l08/99 6123198 Committee of the Whole - Second CIP Review Session 6/22/99 7/07/98 Acceptance of Proposed CIP at Village Board Meeting 7/06/99 7/24/98 Budget Worksheets forwarded to Department Directors 7/23/99 7/28/98 Committee of the Whole - Mid -Year Budget Review and Pre -Budget 7/27/99 Workshop 8/01198 CIP available for distribution 7/30/99 8121/98 Completed Budget Worksheets returned to Finance Department 8/20/99 8128/98 Revenue Estimates completed by Finance Department 8/27/99 9/07/98 to Department Budget reviews with Village Manager and Finance Director 9106199 9/11/98 to 9/10/99 9/18/98 Complete Proposed Budget Amounts 9/17/99 • . ......... . . . ..... VILLA('111"Id OF M(DUNT PROSPECT BUDGET CALENDARS 1999 and 2000 1999 2000 DATE ACTION DATE 10/09/98 Proposed Budget available for public inspection at the Village Clerk's Office 10/08/99 and the Mount Prospect Public Library 10/15/98 10/14/99 10/21/98 Review Proposed Budget with the Finance Commission 10/21/99 10/29/98 & 10/28/99 11/05/98 & 11/04/99 10/27/98 Committee of the Whole - First Budget Hearing (6:00 pm - 10:00 pm) 10/26/99 Overview, Village Administration, Finance & Human Services 11/10/98 Committee of the Whole - Second Budget Hearing (6:00 pm - 10:00 pm) 11/09/99 Fire, Police, and Community Development 11/24/98 Committee of the Whole -"Third Budget Hearing (6:00 pm. - 10:00 pm) 11/23/99 Public Works Department and Non -Departmental 12/01/98 First Reading of Proposed Budget Ordinance at Village Board Meeting 12/07/99 12/15/98 Public Hearing and Second Reading of Proposed Budget Ordinance at Village 12/21/99 Board Meeting 1/15/99 Approved Budget available for distribution 1/14/41% VILLAGE OF MOUNT PROSPECT NEW SERVICE/PROJECT SUGGESTION FORM Suggested by: 0 New Service/Project Name. - Description of New ServiceMroject: Estimated Cost (if known): Potential Source of Funds ,# Please return to the VUlage, Man ager by September 7, 1999 7his area for the use of the Village Manager Assigned to the Department of: 11111111"W"'O' Comments: Exhibit 5 Initials of Village Manager LIM' WA _Mnm��Ie"M nn__ TGOOI John Korn, Finance Commission Chairman FROM: Douglas R. Ellsworth, Director of Finance DATE: July 21, 1999 M 9i�� i j 111 [`ill � 9 Unfortunately, we have not been able to prepare the draft minutes from the June 24hFinance i ion, me *d -ye Commiss* eting,yet. Hl'ow er� since there is theJoint meding, on,, the ml ar review," a,nd the year 2000 pre-budgetdiscussions, scheduled for July 27th,, I thought I would at. least provi-de you with a bullet list of the Year 2000 Budget recommendations that came out of that meeting. The Commission was supportive of continuing the Summ•r Camp (mentoring program) o the South side of town, even if the Hospital grant does not pay for the entire cost. i The Commission supports the upgrade of a part-time customer service clerk to full-time in the Finance Department. This upgrade is reflected in the 2000 Forecast Budget. The Commission supported the expenditure of funds for office partitions and fiu-niture for the Finance Department. These items are currently in the CIP, The Commission had no recommendations or comments on the Police Department Forecast Budget. The Commission deferred taking a position on the Public Works Department's request for a new maintenance worker or electrician until fin they information is received during the budget meetings. There is a new electrician position reflected in the 2000 Forecast Budget. The Commission had no recommendations on the Community Development Forecast Budget. The Finance Commission concurred with the request from the Fire Department for an EMS Coordinator, assuming it is the same position that was included in the Year 2000 Forecast Budget (Administrative Officer). Mr. John Korn July 21, 1999 Page Two The Commission would be opposed to increasing water and sewer rates 15% to 20% to fund increased capital spending in the Water and Sewer Fund. The Commission recommends the Village do what it can with moderate increases of 4% to 5% and address more of the improvements when some of the flood control home rule sales tax monies become available. The general recommendation with regard to property taxes is to keep them as low as possible. The Commission did not feel comfortable recommending a set percentage such as 4% because taxes might have to be increased to fund the enhanced Fire Pension benefits. If you have any questions regarding this summary, please advise. Copy: Finance Commission members Michael Janonis, V'dlage Manager Carol Widmer, Deputy Finance Director Village of Mount Prospect Mount Prospect, Illinois WIN TO MICHAEL JANONIS, VILLAGE MANAGER DAVID STRAHL, ASSISTANT VILLAGE MANAGER DATE: AUGUST 4, 1999 SUBJECT: COMMUNITY PRODUCER AGREEMENT UPDATE The purpose of this document is to provide an update concerning an agreement between the Village, the Library, the Mount Prospect Park District and school districts top roduce programming for MPTV: Mount Prospect Public Library Staff attended a meeting of the Library Board on July 15, 1999 to discuss an arrangement W"ith them concerning the production of'programming. Reactions, to the agreement Mve been mostly positive, and the Board plans to vote on the agreement at their August meeting. Changes to the agreement concerning volunteers and an escape clause were suggested, and those changes are reflected in the attached draft document. Mount Prospect Park District Staff has spoken at length with Steven Durlacher concerning a production arrangement, and again reactions are positive. The Park District Board also plans to vote on the matter at their August meeting. Mr. Durlacher requested that a change -be made concerning tracking production hours for each entity, and that the agreement be amended to begin October 1, 1999 rather than September 1, 1999; this change is also reflected in the attached draft. School Districts Staff has attempted to contact all affected school districts concerning this matter, but so far only High School District 214 and School District 57 have contacted staff concerning the agreement. Staff met with District 214 officials, and were informed that the matter is under consideration. The School District 57 Board will discuss the matter at their August meeting. Benefits The benefits of entering into this agreement include: Consortium Update August 4, 1999 Page 2 1) Continuing development of the mission of PEG (Public/Educational/Government) access channels. With the new cable franchise taking effect, the number of PEG channel has been reduced to four (4): MPTV, Harper College, OCC and Public Access Channel 35. The Park District and Public Library have not been able to maintain a presence on the cable channels. This agreement will give them the opportunity to do so. In addition, the current franchise allows the Village to request the addition of a fifth PEG channel once the current MPTV channel reaches a certain level, which the addition of this programming will allow MPTV to reach that level. Staff envisions moving Park District/Library programming to that new channel within the next two years. 2) Expands promotion of Park District/Library services and events. Both entities feel that it is very important to inform the community about programs and services that they provide, and MPTV is an effective way to do so. Programming from the Park District may include sporting events, concerts, board meetings, classes and description of services. Programming from the Library may include lectures, book reviews, author visits and promotion of services. 3) Expansion of MPTVs coverage of community events. Viewers will see a much more diverse cross section of Mount Prospect, its people, places and events from the addition of Library/Park District programming. 4) Reduces the number of program repeats during the MPTV programming day. At present, programming is repeated once a day on a monthly basis. This additional programming gives viewers more viewing choices. Staff will continue to update you as this progresses. Please contact me if there are questions. Ross Rowe c: Maura Jandris, Public Information Officer MPTV — MOUNT PROSPECT GOVERNMENT TELEVISION MOUNT PROSPECT PARK DISTRICT MOUNT PROSPECT PUBLIC LIBRARY LETTER OF AGREEMENT — COMMUNITY PRODUCER POSITION This document represents an agreement between the Village of Mount Prospect (hereafter referred to as "Village"), the Mount Prospect Park District (hereafter referred to as "Park District") and the Mount Prospect Public Library (hereafter referred to as "Library") to participate in programming and production activities for the Village's government access cable television channel (hereafter referred to as "MPTV"). The agreement is as follows: For a period beginning October 1, 1999 and concluding December 31, 2001, the Park District and the Library will contribute a total of $16,000 per year in funding ($8,000) per entity per year) assistance for the creation of a Community Producer position to supplement the Production Assistant currently based at MPTV. Payments to the Village will be made on an annual basis on or before the first day of the Village's fiscal year (January 1), except for the prorated period October 1, 1999 through December 31, 1000, in which case the payment will be made on or before October 15, 1999. This position will perform the following functions: 1) The Community Producer will produce programming for the Park District and Library to be shown on MPTV on a regular basis under the supervision of the Village's Cable Production Coordinator. The Community Producer will be considered an employee of the Village and Village projects will be first priority of the position. The Village will provide a benefits package for the position equivalent to a basic full-time permanent position. 2) A minimum of 4 hours of original programming per month will be created, the subject of which shall be determined by the entities's needs. The producer's time will be evenly divided between Village projects (50%) and the Park District (25%) and Library projects (25%). 3) The Community Producer will meet with officials from the Park District and the Library on a regular basis to determine what types of programming are to be produced, and inform the Village of these productions. Programming produced for the Park District and Library will be scheduled by MPTV to balance with government programming as much as possible, but Village programming will remain first priority. . 4) The Community Producer will maintain and update information messages for the Park District and the Library on MPTV's Community Information Guide and in the Cable Views Village newsletter insert. 5) The Community Producer will coordinate volunteer efforts to produce the Park District and Library programming. 6) The Library and the Park District will ask for volunteers to be trained by the Community Producer to help increase the volunteer pool available to produce programming. 7) The Community Producer will provide, on a monthly basis, a report of all production activities for the entities involved in this agreement including number and length of programs produced, pre -production and post- production hours, training of volunteers and interaction with Park District/Library staffs. If any other the entities involved in this agreement are not satisfied with the level of service provided, the entity must put the specific grievance in writing, after which the Village will have ninety (90) days to respond and correct the problem. If the problem is not corrected during this period, the filing entity may withdraw from the agreement, and receive a prorated refund of its contribution based on the amount of time left on the agreement. This position will be funded through December 31, 2001. Thirty (30) days before the end of the agreement, or on December 1, 2001, the position will be re-evaluated by all parties. If the performance of the position is found to be satisfactory, the agreement may be renewed for an additional two (2) years with appropriate acceleration of funding by all parties based on operational costs, ending December 31, 2003, All undersigned parties involved are hereby committed for the length of the agreement. SIGNED Village of Mount Prospect Date Mount Prospect Park District Date Mount Prospect Public Library Date