Loading...
HomeMy WebLinkAbout0910_001KIMBE-RLY A. DEWS DeputY Village Clerk ALL COMMITTEE OF THE WHOU'" A G E N D A I Meeting Location: Meeting Date and Time: Mount Prospect Senior Center Tuesday, September 14,1999 50 South Emerson' Street 7.030 P.M. I. CALL TO ORDER - ROLL CALL If. ACCEPTANCE OF MINUTES OF AUGUST 24, 1999 III. CITIZENS TO BE HEARD IV. P.RQR0.SA`L IQ.Q, TSOURCE WAT'ER, BILL,,,- _PREPARATIO N.,,AND--M-AILIG The Finance Department has re'viewe,d various options designed to improve our current procedures. Staff'wouid like to present a proposal to outsource our bill preparation and mailing operations. The attached memorandum from Deputy Finance Carol Widmer highlights the issues with the software conversion process as well as the benefits to be derived from outsourcing. Appropriate staff will be available to answer questions and facilitate discussion. In 1996, the United States Congress amended the Safe Drinking Water Act (S WA to provide for the public's right -to -know about what is in their drinking water. The amended SDWA established a - provision, which required all community water supplies to produce a brief annual water quality report. These reports are to be mailed to all customers and include information such as the source of their water, levels of detected contaminants, compliancy rates or any violations and other educational material. The intent behind these reports is to assist customers in making informed decisions regarding their water supply. Under the new amendment, all community water suppliers must deliver the first Consumer Confidence Report to their customers by October 19, 1999. Subsequent annual reports will be sent out, prilorto July 1 of each 'rep ortl ng year., The reports should be readable, concise and not too long or fill,e,,d,w,i,,,th,sc"Ie,nti,,,fic,jar,g''on,. In addition, the Un"Ited States Environmental Protection Agency and the 1111"inols,E nvilron m ental,'PrOtocl't ion, Age nc'y,req u ir"e certain mandatory information to be included in the report. 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. Since this is the inaugural report, staff would like to present the prototype to the Village Board for review and comment. Attached is a memorandum and sample report from Water/Sewer Superintendent Roderick O'Donovan. Appropriate staff will be on hand to answer questions and facilitate discussion. MW 140 .... ...... It I I i, 'I The 2000 Consolidated Plan is a five-year Plan that describes the Village's housing and community development priorities. The Department of Housing and Urban Development requires this document from all communities that participate in the Community Development Block Grant Program. The document identifies the needs of low-income residents of the community and is designed to improve ,:the, wality of life for the whole Village. The document"I(s, a, pollicy guidelhe for the Village's Community Nvolopment, Block Grant activity and also serves as thp.,� pral app'II"Q tion,for FY2000 CDBG funds. As a policy ,document regarding community needs, the Plan is written "in a manner that is understandable for Village residents, while also meeting HUD regulations. There are seven sections of the Consolidated Plan. The Citizen Participation Plan describes how the Village consulted with various agencies to establish the housing and community priorities. The Housing Sections describe current housing trends in the Village and the housing needs for low and moderate -income residents. The Community Development Strategic Plan describes the Village's community development priorities and sets specific objectives that will be met in the next five years. The Annual Action Plan describes what projects the Village plans to fund with the CDBG and FY2000 and the Monitoring Plan describes how CDBG sub -recipients will be monitored. The Plan Commission has reviewed the 2000 Consolidated Plan over the past several months and will make a formal recommendation to the Village Board at their September 15, 1999 meeting following a Public Hearing. The Plan Commission has been invited to the Committee of the Whole meeting and Village Board comments will be presented at the Plan Commission Public Hearing. The final Consolidated Plan will come before the Village Board for formal approval at a future Village Board meeting. HUD regulations require the Plan to be published for citizen comment for 30 days before6be'lngbmittedoDoovemberl5i1999. Appropriate staff will be on hand to answer questions and facilitate discussion. VII. VILLAGE MANAGER'S REPORT I .... .. ......... ....... .. .. .. .. ..... . .. . ... P VIIIII. �ANY OTHER BUSINESS H:\GEN\Cow\Agenda\091499 COW Agenda.d©c MINUTES COMMITTEE OF THE WHOLE AUGUST 24, 1999 CALL TO ORDER The meeting was called to order at 7:32 p.m. by Mayor Gerald Farley. Present at the meeting were: Trustees Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Daniel Nocchi, Michaele Skowron and Irvana Wilks. Staff members present included Assistant Village Manager David Strahl and Public Information Officer Maura Jandris. 11. APPROVAL OF MINUTES Approval of Minutes of August 10, 1999. Motion made to approve the Minutes by Trustee Lohrstorfer and Seconded by Trustee Corcoran. Minutes were approved. Trustee Nocchi abstained. Ill. !GITIZENS TO BE HEARD Assistant Village Manager David Strahl provided a general overview of the Program. He stated that this Program has been offered twice before and has been extremely popular among the Village employees. Staff is requesting the Village Board consider renewing the Program for the participation period of September I through November 30, 1999. He stated that the previous two opportunities for which the Program loaned over $120,000 each time to employees to assist in the purchase of computers and computer equipment. Part of the reason the Program has been so successful is the fact that it allows employees the opportunity to learn and train themselves at their pace In their own home and then apply that knowledge as part of their job at the Village. Anyone who wishes to participatd must get prior approval for the purchase and once the purchase has been undertaken, the employee is reimbursed for the purchase and makes repayments to the Village through payroll deduction. Employees are required to submit a promissory note to repay the loan to the Village as part of the procedure for reimbursement. In the previous two instances, the Village has never had any trouble receiving complete payment from any employee who had a computer loan outstanding at the time of termination or retirement. The Program Is open to all eligible employees, however, temporary employees specified as typical summer employees are not eligible to participate. As long at the employee can repay the loan within the two-year timeframe, they may participate. General consensus of the Village Board was to renew the Employee Computer Purchase Reimbursement Program for the period of September 1, 1999 through November 30, 19990 .......................................... &qAjjA'11A1Ls1t* ak", Public Information Officer Maura Jandris provided an electronic tour of the Village Web page to highlight various pieces of information that are currently available to the users of the Internet. Assistant Village Manager David Strahl provided a summary of the activities, which have been underway to improve the general appearance and readability of the Newsletter. Trustees were offered a sample of Newsletters from other communities and encouraged to offer comments concerning the Newsletters. The comments were summarized and a general consensus of the Village Board was to pattern a new Village Newsletter after the Village of Glencoe's Newsletter. Once the Public Information Officer was brought on board in April, the information was passed on to the PICS for implementation of the Village Board recommendations. The Newsletter itself is a critical element in the comprehensive communication strategy of the Village. The Newsletter will be designed to work in concert with the Village Web Page and MPTV so that various pieces of information can be overlapped and expanded depending on the type of medium for which the message is provided. Village staff is in the process of implementing a community information line, which would allow residents, and other interested persons access to general Village information without actually having to contact a Village staff member. Staff is also planning to implement an automated call system, which would notify targeted groups of residents of upcoming meetings or other relevant information concerning Village operation. A bi-weekly supplemental information piece is expected to debut next year also to give timely updates on various projects throughout the Village between publication dates of the Village Newsletter. The Public Information Officer will be in charge of the majority of these projects to ensure a consistent message is provided. The Newsletter itself has been provided to the Village Board members this evening in a mock-up fashion. Staff is requesting the Village Board review the appearance of the various components of the Newsletter and offer any comments they may have. The Public Information Officer also undertook submitting an RFP for printing services for a one, two, three and four-color version of the Newsletter. Costs associated with each color option is included for the Village Board to consider as part of their deliberations regarding the recommended color scheme. General comments from the Village Board members 'included the following items: I There was a general desire to improve white space if possible and increase the type size. There was also a concern raised regarding the number of pages and the possibility of a more frequent publication schedule. The overall preference of the Village Board members was positive to the four-color mock-up, which was provided as part of the review packet. General consensus of the Village Board members was to alter the appearance of the Newsletter beginning with the January/February 2000 Issue to a fourocolor version and review the Newsletter appearance after one year to determine whether the frequency of publication should change to twelve times a year from six times. Assistant Village Manager Strahl stated that the proposed Village Budget for 2000 regarding the cost of producing the Newsletter is expected to be approximately $52,000. With the addition of a four-color Newsletter version, the additional cost is expected to be $4,00045,000 beyond the current budgeted amount. None IM L Vill. ADJOURNMENT Since there was no further business, the Committee of the Whole meeting was adjourned at 8:18 p.m. H,AGENkCow\Minutes\82499 COW Minutes.doc k� O�U 41 4 VILLAGE ClF MOUNT PROSPECT � FINANCE DEPARTMENT INTEROFFICE MEMORANDUM TO: Douglas R. Ellsworth, Finance Director FROM: Carol L. Widmer, Deputy Finance Director DATE: September 9, 1999 SUBJECT: Water Billing Preparation 10i To discuss a recommendation to outsource water billing preparation and mailing. The Village's current utility billing system was developed in-house specifically for the Village. Utility bills are printed on postcard stock and mailed to approximately 7,000 customers each month. The software resides on an IBM System 36 computer that is not Year 2000 compliant. In September of 1998, the Village Board authorized the purchase and installation of new financial software from Systems Consultants Inc. (SCI), including the utility billing module. The transition from the old system to the new System Consultants Inc. (SCI) software must be completed before January 1, 2000. n�ra�xx�rj,i Some of the problems we encounter with our current billing system and the postcard format are as follows: 1. Each time we send out late notices, we receive a few calls from residents who say they never received the original bill. Small postcards can be folded in magazines or newspapers and be overlooked by the recipient-. 2. The current process of billing is very labor intensive involving the water billing clerk, IP the data processing supervisor, the data entry clerk, two part-time clerks, and a CSO. 3. Additional staff time is spent mailing out a supply of return envelopes, which requires the time of all of the customer service staff in order to mail the envelopes to approximately 12,000 customers. Approximately 8-10 days are spent counting out the supply of envelopes, putting labels on envelopes and stuffing the envelopes. Douglas R. Ellsworth Water Billing Preparation Page 2 4. The Village is unable to print bar codes or OCR codes to speed the accuracy and processing of the payment process, Issues with the new SCI Utility Billing software: 1. The current printer is not compatible with NT. We have been unable to locate a driver for the printer that would enable it to print in our new NT environment. 2. A postcard format is not a format available on SCI. In order to print a postcard water bill, the Village would need to request a software modification from SCI. However, a postcard still would not accommodate the information necessary to process the payment and the meter read. The process to record a payment is based on the account number,, which is printed on the postcard, but we would have to add the meter number in order to record the self-reported meter readings. In addition the utility bill needs to have room to print the OCR code for both the account number and the meter number. The Village will utilize an OCR reading device to operate more efficiently and accurately. 3. The Village would have to pay a postal rate of 30 1/2 cents per bill because the SCI system does not have the capability of printing the required postal bar code on the bill. 4. Even more staff time would be needed to stuff envelopes with the water bills and return envelopes. Solutions: 1. The Village can purchase a new high-speed laser printer, folding machine, and stuffing machine and dedicate additional staff time to continue processing water bills in-house. In addition to the upkeep and maintenance of the machines, processing would require an additional three or four days per month for processing time. 2. The Village can outsource the printing, folding, stuffing and mailing of the bills and not take on the additional investment in staff and equipment. Outsourcing: L A Request for Proposal (RFP) was sent to four firms that provide utility billing services. Two firms did not respond and one called and indicated that they did not have the required in-house staff and they would not provide me with sample bills. The firm that did respond, Third Millennium Associates (TMA) has been in business 41/2years and has an extensive municipal client list. Douglas R. Ellsworth Water Billing Preparation Page 3 2. TNIA's proposal includes programming costs, file integrity assurance testing, laser printing verification testing, ordering and maintaining a supply of forms and envelopes, coordinating activity between the Village, the United States Post Office, SCI and the Village's bank. TMA will download our billing file, print, fold, stuff, and mail approximately 7,000 bills each month. 3. A comparison of the TMA costs, current Village practices, and an in-house option is attached. The in-house solution would cost approximately $4,250 in supplies, $7,800 in labor costs and $1,500 in maintenance on the folder/stuffer machine. The total of $13,550 for in-house costs compares to $21,640 in costs from TMA. That amount includes $1,500 in set-up fees for the twice a month billing schedule. Postage savings of $5,610 between TMA and the in-house postage cost will almost offset the difference. While the total TMA solution would cost the Village approximately $2,500 per year more than processing water bills in-house, that figure does not take into consideration the one-time investment in a high speed laser printer and a folder/stuffer machine. That investment would be approximately $22,000. The format and size of the TMA utility bill allow the Village ample space in which to provide timely messages to residents and businesses. The back of the bill will contain pertinent information regarding water rates., outdoor water usage and telephone numbers to call with questions. References were checked. TMA provided a list of over 20 municipal references. I selected four communities that have approximately the same population as the Village of Mount Prospect and spoke to the finance directors in each of the four communities: Downers Grove, Des Plaines, Schaumburg, and Wheaton. They all stated that they are very satisfied with the utility billing services provided by TMA. They were all pleased with the appearance of the water bill and 'how professional it looked. They mentioned that TMA meets their required deadlines and were very pleased with the savings on postage. They also mentioned that outsourcing water bills gives their staff time to devote to other responsibilities. Based on the information provided above, I believe it would be in the best interests of the Village to enter into a contract with Third Millennium Associates, Incorporated to provide utility billing services for a three-year period. The first year cost will be 24.8 cents per bill. The criteria for increases in future years will be based on third -party documentation of increases in any of the cost components involved in the process and the Chicagoland area inflation index. This arrangement will allow the Village to communicate needed information to residents and businesses in a very professional manner. Other benefits include the ability to direct staff resources away from routine tasks such as stuffing and folding to providing necessary assistance in the areas of following up delinquent accounts and providing assistance to residents on the Douglas R. Ellsworth Water Billing Preparation Page 4 telephone and at the counter. Attached are copies of the Utility Billing Production Agreement and the Confidentiality Agreement. Both documents were reviewed by the Village Attorney. .......... Carol L. Widmer, Deputy Finance Di"rector CLW/sm C) C) CD C:) CD C) Q C) 0 C> co Cl a) 0 C) .0 C:) C) 0 C) q q C) 0 Q ci ui C4 0 U -)C; 0 CD c; C; CA ai C) C; C; co CN 0) C) CD "T ll�r (D OD q* 00 < M Lo 0 CD U) to IR =3 0 0 0 0 m Ul 00 (D CNI cn U) AW (D 0 4 0 % 40 C14 0 E CL cl Z4 v Ito co ca C) C) Cx C4 C) C) C)a (D C:) C) C) C) 40 C) C) ol C) CD A -U C) 0 0 q q q q R ci ui C4 0 C) 0 CD 0 C> CA C) cle) cr) co CN N CIO C) C9 4T 0 N LO 0 Lo 0 CD U) to a LO Q =3 0 0 0 0 m Ul 00 00 U) V) o%o-%l (D 0 4 0 % 40 C14 0 E CL cl Z4 v Ito co ca Lu . ..... 0 C: 10 CD w C > W 0 IN C4 ,6 U) I-- cr) a) >% OD 0 cm CL CL - U) 0 m 0 C) C) Cx C4 C) C) C)a (D C:) C) C) C) 40 C) C) ol C) CD A -U UA C; c; ui C) C) N tc; N ci ui C4 (0 (D (D C -i 0) C) C; C) 0 CA C) cle) cr) co CN N CIO C) C9 4T 0 E CL C) C> C)CD co ca Lu . ..... 0 C: 10 CD w C > W 0 CC� C> l) 0 I-- cr) a) >% OD 0 cm CL CL - U) 0 m 0 r 0 42 0 CL CL 0 0 42 gla a) %6 ca CL 0 w 0 U) 0) M 0 0- j U) 0 ca 0 WS cc CL C) > w w CN JZ C4 CD CID w ui j co CL w C> co E 0 0 L- o 0 40- (D to co E cm 0 CL E cn o 2o 0 z a) cf) 0 CL CO U) 4.0 — 0 0 lo- w 0 C: ca U- M 4— -.0— 4— 0 0 0 >% M w c 0 0 < 0 CL cn C" r a) 0 0 to m cn c a m m < C: 0 =3 0) o 0 -CL U) 06-1 ::3 0 w m CO .- 4 CO Ow... M .0-0 - *� - r CU CO r- 0 4-4 U) U) 0 0 00 0 (Jp� 3: U- 1�- C/) CL `ori 6- E cL E 0 CL CL CL CL a 0.- 0 ca cn 1 5-0 "Utility Billing Production Agreement Third Millennium Associates, Inc. ;#:- e Village of Mount Prospect This agreement which is of three years duration and entered into this day of 1. 999 by and between Third Millennium Associates,(herein after referred to as TMA") and The Village of Mount Prospect, (herein after referred to as "VILLAGE "). For consideration of payment TMA will provide to VILLAGE programming, data processing, laser imaging and mailing services for the purpose of rendering Utility Billing System Invoices and other items as detailed on the attached Schedule "A". I Rria", reement Con I e- , dentialit Confidentiality and non -disclosure are defined by mutual agreement between TMA and VILLAGE per the attached agreement document dated and signed on the day TMA and VIILLAGE. Also refer to paragraph 10 of this agreement. 2. Pricin, 1 St ructuri� The prices on which products and services will be provided by TMA to VILLAGE are set forth on the attached Schedule B. 3. Postage Cost Postage costs are not includedin the attached listed prices and will be pre -paid by VILLAGE directly t the US Postal Service, Chicago Main Branch. TMA will estimate the monthly postage required fo 0 your documents and / or other TMA imaged mailing on behalf of VILLAGE. VILLAGE will pre -pal the estimated monthly postage directly to the USPS. The USPS will report directly to VILLAGE all amounts charged to the VILLAGE postal account, TMA will not handle any Postal funds on behalf o VILLAGE 4.RUmehrn, t Te MIS Products and services provided by TNU shall be cumulatively billed on a monthly basis. The TMA Invoice format shall detait, by quantity and nature each *Individual mag and the dates of the provided service. All correctly rendered TMA monthly invoices shall be paid by VILLAGE within thirty (30) days of receipt of said invoice. 5. QPmnutment TMA guarantees that it will maintain consistent standards of quality workmanship and warrants the accurate and timely processing, printing and mailing of the document as outlined in paragraph seven (7) and that its products and services will be free from defect in materials and workmanship. TMA does not warrant that the document contents are fit, legally or otherwise, for their intended purpose or use. THIRD MILLENNIUM ASSOCIATES. INCORPORATED Lt 10 t's ' 6 11,1,1 s ofa,b I, I, I -1" y TMA agrees to use all reasonable efforts to provide timely computer services, but will not be held liable for errors of omission resulting from inaccuracies or defects in any VILLAGE document data file, or for errors, omissions or delays resulting from improper input and output data controls and procedures used Ny VILLAGE or given to TMA by VILLAGE. TMA shall not be held responsible for any loss or delay or any default caused by acts of God or any other circumstances outside TNIA'S control which includes but is not limited to fire, flood', or labor from usual sources of supply, government restrictions, or electrical, mechanical or computer software failure that is unavoidable or beyond reasonable control of TMA. TMA agrees to use all reasonable I efforts to provide timely production services at an alternate site in the event that their production site is unusable due to the aforementioned acts of God or any circumstances outside TMA'S control. TMA'S maximum liability for any and all claims arising from the performance of its obligations shall not exceed the purchase price of the products and computer services provided. TMA will provide to VELLAGE proof of liability insurance for TMA employees that will, on occasion, conduct TMA related business with the Village on VIILLAGE property. 7A. TMA Responsibilities 7A-1. To write the software programs required to convert the VELLAGE Data Base document input data to the required laser image format. 7A-2. To write the conversion software that will allow VELLAGE billing data files to be processed through Postal software for the purpose of reducing VELLAGE's postage to the minimum allowable postage (23.8) per qualified piece. 7A-3. To procure all materials required to produce and mail the Utility billing package. This includes the Utility bill invoice form, No. 10 Window envelope and the Courtesy reply envelope. TMA will not guarantee the perfonnance of materials not provided by TMA. 7A-4. TMA will fax to VIELLAGE the record count and control totals for the Utilit billing file no later than four (4) hours after receipt of the file. -1 7A-5 TMA will laser image and mail all VILLAGE bills within forty- eight (4 8) Post office operating hours after receipt of Village control / record count totals sign - off. Failing to do so will result in a financial penalty to TMA. The penalty amount is calculated by multiplying the late billing file dollar amount times a a - daily interest rate equal to the Village's Bank's earnings credit rate per day late. 7A-6. TMA will provide our employees the training to ensure the confidentiality of VEI,LAGE information. 7A-7. TMA will maintain effective and timely communications with VILLAGE in all matters pertaining to the responsibilities listed herein. THIRD MILLENNIUM ASSOCIATES, INCORPORATED A WWI NIINW4 7B-1. To provide TMA with consistent record layout and accurate Utility billing files for the purpose of laser imaging and mailing. 713-2. To provide to TMA a four (4) hour response via FAX verifying the record count and control totals as stated in 7A-4. 7B-3. To maintain a credit balance in the Chicago Main Branch postal accouni 7B-4. To pay all correctly rendered TMA invoices within thirty (30) days of receipt. 8. Price ChagM The prices listed on Schedule "B" shall be subject to review each year on the anniversary date of this agreement. That review shall determine if there were any increases or decreases in the cost of paper, production, transportation or any other cost component of the herein- contained produc--.s and / or services. Prices may also be reviewed if the aeement quantity as stated in SCHEDLJLE "B" varie grs by more than ten percent. TM.A must provide third -party documentation of cost increases to VILLAGE. That documentation shall consist of letters of price increase or decrease from paper mills, articles from the Wall Street Journal or any other legitimate and universally accepted source. In the absence of the above documentation, the Chicagoland area inflation index as published monthly by Bank One, "First Chicago" will be used as the source of price increase or decrease . In the event either party is in breach of any of the terms contained herein, the non -breaching party sha-m give written notice of said breach to the breaching party. The breaching party shall have ten (10) day to cure the breach. In the event said breach is not cured within ten (10) days of notice, the non breaching party may then give thirty (30) day written notice of cancellation of this Agreemen".. In the event of cancellation or expiration of this agreement, TMA shall return to VILLAGE all material *a' it and information pertaining to the performance of this agreement. These materials shall includea , but r r not limited to, all magnetic media, all printed material, all notes, memos or other sources of VILLAGI confidential information. In no instance, prior to, during, or after the conclusion of this agreement, shall TMA offer for sale or in any other manner disclose to any third party the VILLAGE document file or any other such VILLAGE files, whether written or in magnetic media format. THIRD MILLENNIUM ASSOCIATES, INCORPORATED Materials Production Prior to materials production runs, TMA will notify VILLAGE in writing of the items to be produced,, production quantities planned and the estimated period for materials consumption. TMA will base its materials productions quantities on projections using current annualized volume. Any materials (i.e., non -imaged forms, envelopes, etc.) that have been produced specifically and exclusively for VILLAGE's use will be bought back by VILLAGE upon cancellation or expiration of this agreement. TMA shall deliver the bought back items to VILLAGE at VILLAGE expense, 12. Other Provisions This agreement constitutes the entire agreement between the parties pertaining to the subject matter hereof and supersedes all prior agreements. No amendment, supplement, modification, waiver or termination of this agreement shall be binding unless executed in writing by the party to be bound thereby. No waiver of any of the provisions of this agreement shall be deemed or shall constitute a waiver of any other provision of this agreement, whether or not similar, nor shall such waiver constitute a continuing waiver unless otherwise expressly provided. THIRD MILLENNIUM ASSOCIATES, INCORPORATED This agreement shall be construed and interpreted according to the laws of the State of Illinois, If any provision, clause or part of this agreement, or the application thereof under certain circumstances is held illegal or unenforceable, the remainder of this agreement, or the application of suchprovision, clause or part under certain circumstances, shall not be affected thereby. IN' WITNESS W]HEREOF, the duly authorized representatives of the parties have executed the Agreement effective as of the date last written below. I -cm . . . ............ . . . . LIVA I N KT" I I - 0 5jgnature .,-, Name: Title: - - - - - ------------------- . ...... THIRD MILLENNIUM ASSOCIATES, INCORPORATED Materials to be provided by TMA: M 1. 8 1/2 X I I" Utility bill, printed two (2) colors on face and one (1) color on back. Paper will be 20 lb. Laser bond with a cross perforation to create the remittance portion of the document, M2. No. 10 Standard window envelope with one (1) color printing on face. Paper will be 24 lb;' white wove. M3. No.9 Courtesy reply envelope printed one (1) color on face. Paper will be 241b. white wove, M4. With mutual agreement, VILLAGE may authorize TMA to provide certain materiais, tor new projects or variations of the billing project. These material descriptions may be attached to, and become a part of Schedule "X'. Services to be provided by TMA: S1. To write the VE1,LAGE database conversion program that will allow the laser imaging of VILLAGE Utility bills per the charges stated in Schedule S2. To write the required software that will allow VELLAGE's database input file to be processed by TMA postal software. S3. To process the VILLAGE data file using TMA postal sort application software to reduce the VELLAGE's postage rate to the minimum piece rate amount allowed by the USPS. S4., To laser image VELLAGE billing documents in quantities and frequencies as stated in schedule "B" of this agreement. S5, To insert, seal, tray, sleeve, band, label, palletize and prepare USPS form 3602 and deliver to the US Post office all pieces laser imaged with respect to item S4. S6. To insert additional pieces into the outgoing No. 10 billing envelope as directed by VELLAGE per the conditions and charges as stated in Schedule "B" of this agreement. S7. With mutual agreement, VIOLLAGE may authorize TMA to provide additional services and / or products for new projects or variatio ' ns of this billing project. These service descriptions may be attached to, and become a part of Schedule "X'. THIRD MILLENNIUM ASSOCIATES, INCORPORATED SCHEDULE B - PIA The prices contained herein are based on an average annual usage of 80,000 Utty bills / Late notices. Production frequency shall be two production runs per month for the above stated item. Each billinU document unit shall consist of the components described in Schedule ■"A". Any variance in the abovo quantities in excess of ten (10) percent per agreement year will be cause for a price review. 1B. Your bng documents will be laser imaged and mailed at a cost of 24.8 cents per Utility / Late notice bill, (excluding postage). The cost of 24.8 cents per bill includes one production run per month, the second and subsequent production runs in the same month shall incur an addonal fee of $150.00 per production run. There will be a system set up fee of $3,395.00. This fee will pay for a complete pre -production test of all systems and components. Included are all Schedule items and printed matter proofs. Also included are consulting services to coordinate SCI, Bank and TMA software. Extensive tests to insure data input and output integn*ty including test production runs. TMA, SCI and VIILLAGE shall develop an audit and edit process to verifv all record counts and various control totals. ® above procedures will allow each party to comply with their responsibties as stated in Paragraph Seven (7" 2B. A separate insertion charge will be applied for at 0 -An onal,,Jj�pM, inserted into the outgoing documents envelope. Insertion items must physically qualify for use on our insertion equipment The insertion charge per item is 3.5 cents. This fee does not include the cost of supplying the additional item(s) to be inserted. 3R. With mutual agreement, VILLAGE may authorize TMA to provide certain products and services for new or revised projects. The TN4A pricing structure for these projects may be attached to, and become a part of, Schedule "B". THIRD MILLENNIUM ASSOCIATES, INCORPORATED CONFIDENTIALITY A GREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND THIRD MILLENNIUM ASSOCIATES, INC. This agreement made and entered into this day of 1999 by and 4-11F It, between Third Millennium Associates, Inc. (hereinafter referred to as "TMA") and the Village of Mount Prospect (hereinafter referred to as "VILLAGE"). Whereas VILLAGE desires to keep in confidence all information pertaining to the VILLAGE Utility billing system and Past due notices and whereas TMA desires to keep in confidence all technical and systems information. . Now, therefore', in consideration of the mutual covenants and agreements of each party to the other as stated herein, it is mutually agreed among the parties as follows: I. SYSTEM DESIGN VILLAGE will make available to TMA for the purpose of evaluation and system development certain confidential information. This information shall include but not be limited to name and address files, billing amounts and certain past due information. 2. CONFIDENTIAL DOC ENTS VILLAGE shall give to TMA ,UM confidential information and TMA shall make copies for internal purposes only, All written information presented to TMA shall be and remain confidential. 3. CONFIDENTIAL ORAL DISCLOSURES VILLAGE shall inform TMA through its representatives that a particular oral disclosure shall be deemed confidential information. 4. TMA,N0',N-D,ISCLQSUM TNIA and its designated personnel will hold in confidence all confidential information disclosed for the purpose of evaluating its interest in establishing a business relationship with VILLAGE. Upon establishing a desire to enter into a business relationship, all confidential information shall continue to remain confidential. If no business relationship should exist, all information shall be returned to VELLAGE by TMA and TMA shall purge all files related to VILLAGE. CONFIDENTIALITY AGREEMENT page 2 of 2 5, VILLAGE NON -DISCLOSURE TMA shall make available to VILLAGE orally and / or in writing, details regarding the design and functionality of TMA's software and systems. These shall be held in strict confidence by VILLAGE and shall not in any way be shared with or disclosed to a third party. In no instance, during or at any time after the conclusion of this agreement, shall TMA offer for sale or in any other manner disclose to any third party the VILLAGE Utility billing or Past due notice application data file or any other such VELLAGE files, whether written or in magnetic media format. VILLAGE OF MOUNT PROSPECT DATE 0"1000/ A,, 9 MILLENNIUM ASSOCIATES, fNC., THIRD MILLENNIUM ASSOCIATES, INCORPORATED CITY OF PARK RIDGE THE CITY`S 125TH ANNIVERSARY CELEBRATION WILL BEGIN WITH A CONCERT AND FIREWORKS ON FRIDAY, JULY 3rd AT MAINE EAST HIGH SCHOOL. ENTERTAINMENT WILL BEGIN AT 6:30 p.m. WITH A FIREWORKS DISPLAY AT 9:30 p.m. THE CELEBRATION WILL CONTINUE ON SATURDAY, JULY 4th, WITH A FAMILY PICNIC AT CENTENNIAL PARK FROM 12 NOON TO 5:00 p.m., FEATURING LIVE ENTERTAINMENT, GAMES, CLOWNS AND MANY SPECIAL EVENTS. CONTRIBUTIONS TO THE FIREWORKS FUND MAY BE MADE WITH YOUR CITY WATER BILL PAYMENT, OR TO THE PARK RIDGE FIREWORKS FUND, 2701 SIBLEY, PARK RIDGE 60068 PLEASE SEE OTHER SIDE FOR ADDITIONAL BILLING INFORMATION NAME: SAMPLE A SAMPLE BILL DATE: 05/31/98 SERVICE ADDRESS: 1232 COURTLAND � III�I°I��IiI�II�II�II�III��IIIIIIIII�lII���IIIlIIII�IlI�II u �i �Im 1 I 1111 IIII lil 1 III I illll 11�II i � I 11 n 1 1: 0 see PRE- READING READING PREVIOUS READING READING USAGE READING DATE TYPE READING DATE TYPE (1000 gallons) 4,26, 04/14/98 ACTUAL 402 02/19/98 ACTUAL 24 PAST DUE BALANCE 0 0 WATER ..................................................... 60-e95 TAS....................................................... 3.05 RECYCLE6 . **0#0# w . ..400 .. . .. #00*0#0000,0 0 *0 010,00 0.00 TOTAL CHARGES DUE BY 06/20/98 0 0 0 10,0000,-600 TOTAL IF RECEIVED AFTER 06/20/98 . . DETACH HERE 10% LATE CHARGE ADDED IF PAYMENT IN FULL NOT RECEIVED BY DUE DATE DETACH HERE RETURN BOTTOM PORTION WITH METER READING AND CHECK PAYABLE TO CITY OF PARK RIDGE ACCOUNT NUMBER: 5408-027000 .. . . . . . .......... CITY OF PARK RIDGETER READING PLEASE ENTER CURRENT ME P. 0. BOX 4793 CURRENT METER READING DATE READ CAROL STREAM, IL 60197-4793 RUM (547) 315-5223 ENTER ALL NUMBERS -INCLUDING FIXED ZEROS FIREWORKS DONATION TOTAL CHARGES DUE BY SAMPLE A SAMPLE 1232 COURTLAND AVE PARK RIDGE, IL 60068--5328 06/20/98 0' TOTAL CHARGES IF RECEIVED AFTER 06/20/98 70 4,1 AMOUNT PAIDEfffeA W000 03 54080270009000006400 August 2, 1999 Ms. Carol L, Widni-er 0 Please feel free to contact any of our clients, they will share their experiences and opinions. The City of Wheaton, Illinois (Pop. 54,000) Phone 630-260-2004; Mr. Mark Horton, Finance Director Utility billing, Vehicle license application billing Village of Carol Stream, Illinois (Pop. 38,000) Phone 630-871-6225 Mr. Stan Heerson, Finance lgDirector Utility billing, Vehicle license application billing, Vehicle follow-up billing, fund rag billing The Village of Buffalo Grove, Illinois (Pop. 413000) Phone 847-459-2509 Mr. Bill Brimm', Finance Director Utility billing, late notices, Vehicle license application billing, Vehicle follow-up billin Parking Ticket delinquent notices, Parking Ticket pre -collection notices. I Village of Schaumburg, Illinois (Pop. 74,000) Phone 847-895-0007 Ext. 221 Mr. Kieth Wendland, Finance Director Utility billing, late & shut-off notices, Vehicle license application billing, Food & Beverage tax, Business Licenses invoicing & Business licenses Village of Niles, Illinois (Pop. 28,000) Phone 847-588-8000 Mr. George R. Van Geem, Finance Director / Treasurer Utility billing, Vehicle license application billing, Vehicle deliquent billing application City of Park Ridge, Illinois (Pop. 37,000) Phone 847-318-5215 Mr. Michael Solvig, Asst. Finance Director Utility billing, late notices, Vehicle license application billing Gary Sanitary System, Gary, Indiana (Pop. 115,000) Phone 219-944-1211 X222 Ms. Danella Hicks, Finance Director Utility billing, Late & Shut- off notices, agreement payment billings Village of Round Lake Beach, Illinois (Pop. 23,000) Phone 847-546-2351 Mr. Ralph Davis, Mayor Utility billing, late & shut-off notice Village of S chiller •. Illinois (P op. 10, 000) Phone :4 67 8 -2 5 S 1, Mr. Ken Kowitz, Finance Director Utility billing THIRD MILLENNIUM ASSOCIATES, INCORPORATED City of Evanston, Illinois (Pop. 74,000) Phone 847-328-2100 Ms. Susan Sabir, City Collector Vehicle license application billing, vehicle follow-up billing, new mover billing Village of Grayslake, Illinois (Pop. 17,000) Phone 847-223-2323 Mr. Michael J. Ellis, Village Manager / Treasurer Utility billing Village of Addison, Illinois (Pop. 3 4, 000) Phone 63 0-543 -4100 x261 Ms. Susan Northcutt, Asst. Finance Director Vehicle License Application, Vehicle delinquent notices, Utility billing City of Eau Claire, Wisconsin (Pop. 68,000) Phone 715-839-4924 Mr. Tom Hoff, Manager of Customer Services. Utility billing, Utility delinquent billing Village of Downers Grove, Illinois (Pop. 48,000) Phone 630-434-5528 Mr. Marty Lyons, Finance Director Utility billing, Late and Final notices City of Blue Island, Illinois (Pop. 21,000) Phone 708-396-7035 Ms. Linda M. Martin, Director of Finance Utility Billing, Vehicle license application billing, Vehicle license software (Lotus Notes) City of Des Plaines, Illinois (Pop. 54,000) Phone 847-391-5328 Mr. James Egeberg, Finance Director Utility billing, Vehicle license application billing Village of Fox Lake, Illinois (Pop. 8,500) Phone 847-587-2151 Mr. Nick Narducci, Financial Consultant Utility billing Village of Bellwood, Illinois (Pop. 21,000) Phone 708-547-3632 Mr. Nick Narducci, Financial Consultant Utility billing City of Mendota, Illinois (Pop. 8,000) Phone 815-538-285o?,, Mr. Steve Bowne, Mayor Utility billing Village of Wheeling, Illinois (Pop.29,000) Phone 847-459-2600 Mr. Robert Fialkowski, Finance Director Utility billing, Late notices !11►151111!111121 :. ► is-TTETITO 6 Village of Hillside, Illinois (Pop. 9,500) Phone 708-236-5103 Mr. John T. Flood, Tres L...4. F/Controller Utility billing & Vehicle License Applications, Vehicle License Software. (Lotus Notes) Village of Wilmette, Illinois (Pop. 26,000) Phone 847-853-764 Mr. Rob Hallett, Assistant Finance Director Vehicle License applications, Vehicle reminder notices Village of Western Springs, Illinois (Pop. 12,000) Phone 708-246-1800 Ext. 124 Ms.- Grace Turi, Director of Finance Vehicle / Animal license applications 11 Village of Algonquin, Illinois (Pop. 24,000) Phone 847-658-2700 Mr. Jack Walde, Finance Director Utility billing Village of Matteson, Illinois (Pop. 15,000) Phone 708-283-4900 Mr. James Spice, Finance Director Utility Billing THIRD MILLENNIUM ASSOCIATES, INCORPORATED TO: VILLAGE MANAGER, MICHAEL E. JANONIS FROM: WATER/SEWER SUPERINTENDENT DATE: SEPTEMBER 8, 1999 SUBJ: CONSUMER CONFIDENCE REPORTS (CCRs) 4, BACKGROUND In 1996 the United States Congress amended the Safe Drinking Water Act (SDWA) to provide for the public's right -to -know about what is in their drinking water. The amended SDWA established a provision which required all community water supplies, (in -general those supplies serving 15 or more connections year round), to produce a brief annual water quality report. These reports are to be mailed to all customers and include infon-nation such as; the source of their water, levels of detected contaminants, compliancy rates or any violations, and other educational material. The intent behind these reports is to assist customers in making informed decisions regarding their water supply. Under the new amendment, all community water supplies must deliver the first CCR to their customers by October 19, 1999. Subsequent annual reports will be sent out prior to July I st of each reporting year. The reports should be readable, concise, and not too long, or filled with scientific jargon. In addition, the United States Environmental Protection Agency (USEP.A) and the Illinois Environmental Protection Agency (IEPA) require certain mandatory information be included in every CCR. Listed below are ten (10) items which USEPAJIEPA have listed as n1',a-,ndatqrX111,'11 all CCRs. As a guide, I have attached our completed CCR with references to each of these ten items. 1. Information about the source(s) of water. 2. Source water assessments if they are available. 3. Definitions of terms and scientific labels, such as Maximum Contaminant Level or "MCL". 4. A table must be included which identifies any detected contaminants subject to monitoring including the appropriate terminology and scientific labels. The results of the analyses on these contaminants will either show the highest level found or the running averages. These results may be given numerically or as percentages. 5. Likely sources of any contaminants must be clearly described. 6. If the facility had any Maximum Contaminant Level (MCL) violation(s), the duration of the violation, and any potential health effects associated with it must be reported. In addition, actions which were taken to correct or resolve said violation must also be reported. 7. Cryptosporidium, and radon results, if monitoring was done, must be reported with an explanation of the significance of the data. Page 2... 1999 Sewer Rehabilitation, CIPP September 8, 1999 8. Description of any other violations (such as monitoring violations etc.) including potential health effects and any actions taken to resolve the violation. 9. General information about contaminants in drinking water and bottled water including information on potential health effects for vulnerable sub -populations (children, elderly, or immuno -compromised). 10. And lastly, perhaps most importantly, where to call for additional information and ways to get involved in water system policy-making decisions. Additionally, the promulgation of the CCR is subject to certain conditions as set by the USEPA and the IEPA. These conditions which must be met, as they relate to Mount Prospect's water system, are twofold. First, a copy of the CCR must be sent to all customers and to the IEPA. A certificate of delivery must accompany the document stating that the CCR was mailed to all customers. Secondly, a good faith effort shall also be made to reach all consumers of the water supply who do not receive water bills and information for alternative language customers, if there is a sizable population of non-English speaking people, shall also be included in the CCR. DISCUSSION In order to comply with the requirements of the CCR we have assembled a variety of informational sources. National hot-line nurnbers will be included in our CCR as well as local sources of information such as water quality analysis reports from the Northwest Suburban Municipal Joint Action Water Agency (NSMJAWA), the City of Chicago, and Mount Prospect Public Work's. We shall also be posting the CCR on the Village Web site and at Village -owned public buildings so as to further disseminate the information. We anticipate that eventually an area on the Web site will be dedicated where customers can logon and ask questions or make suggestion regarding the water and its system's operation. Because the CCR is intended to be a document that is easily read and understood, we have strived to make it as user friendly as possible. A simply question and answer format has been adopted to facilitate the process. Information on new waterworks projects completed in the reporting year has also been included to let our customers know of our commitment to maintaining the system's integrity. All of this information should assist consumers in making prudent decisions regarding their water consumption and use. Below is the timeline we will be following for the publication of our first CCR: Completed CCR presented to Village Manager and Board at the September 14thConu-nittee of the Whole meeting. After Village Board approval, send to printer week of September 20'h. • Receive proofs from printer October I" for approval. • Receive final printings of 20,000 1998 CCRs and deliver to post office for mailing on October 8". * All CCRs must ,reac'h customers by October 19, 1999. If we stay to this timeline our CCRs should have no problem reaching customers by the IEPA mandated October 19, 1999 deadline. We propose mailing the CCRs using bulk mail rates and Page 3... Consumer Confidence Reports, CCRs September 8, 1999 have the printing done by a professional printer who would also be responsible for the labeling and mailing. RECOMMENDATION I recommend approval of this 1998 CCR final draft for publication and the appropriation of funds to provide for the printing and mailing of the report. Funding for the CCR can be found in the 1999 Budget. We estimate the cost of printing, labeling, and mailing the reports to be between $4 000 and $5 000. With your approval we shall notify the p * nnter to proceed with the work as outli.y�oi. 4 Roderick O'Donovan. I Concur: Director of Public' orks, Glen R. Andler ROD c: Director of Public Works, Glen R. Andler Deputy Director of Public Works, Sean Dorsey Public Information Officer, Maura Jandris file X:\USERS\RODONOVA\WORI )\MIKEMEMO\CCRI9981styr..doe VI*Iage of Mount Prospvct Community Development De artment ALP MEMORANDUM TOW -1 MICHAEL E. JANONIS,VILLAGE MANAGER FROM: WILLIAM J. COONEY, DIRE CTOR OF COMM -UNITY DEVELOPMENT DATE: SEPTEMBER, 9,,1999 SUBJECT: FY 2000 COMMUNITY DEVELOPMENT BLOCK GRANT & CONSOLIDATED -PLAN The Plan Commission is currently reviewing the 2000 Consolidated Plan and the FY 2000 Community Development Block Grant application (included in the Consolidated Plan). The 2000 Consolidated Plan is a five- year plan that describes the Village's housing and community development priorities. HUD requires this document from. all communities that participate in the Community Development Block Grant Program. The document identifies the needs of lower income residents of the community and is designed to improve the quality of life for the whole Village. The document is a policy guide for the Village's Community Development Block Grant activity, and also serves as the federal application for FY 2000 CDBG funds. As a policy document regarding community needs, the plan is written in a manner that is understandable for Village residents, while also meeting HUD regulations. There are seven sections of the Consolidated Plan (described in the introduction). The Citizen Participation Plan describes how the Village consulted with various agencies to establish the housing and community priorities. The Housing sections describe current housing trends in the Village and the housing needs for low and moderate -income residents. The Community Development Strategic Plan describes the Village's community development priorities and sets specific objectives that will be met in the next five years. The Annual Action Plan. describes what projects the Village plans to fund with the CDBG in FY 2000 and the Monitoring Plan describes how CDBG sub -recipients will be monitored. There are many notable additions to this document from our previous five-year plan. The first of these additions is the Community Development Strategic Plan. This is the policy section of the document that identifies five community priorities that include specific objectives. The Village expects to achieve all defined objectives within the next five years. These priorities and objectives correlate with HUD's Community Development Block Grant program. The priorities are: Affordable Housing- describes how the Village will. implement housing programs to assist low and moderate income and elderly residents of the Village. Economic Development- describes how the Village's economic base is expanding and attracting more business to the Village. Neighborhood Revitalization- describes how the Village will implement revitalization plans in low and moderate -income neighborhoods. Youth Support and Growth- a new priority that focuses on morals building and development of youth in the Village. Continuum of Care- a new priority that focuses on alleviating the problern of homelessness in the area. Under each priority, specific objectives were set to implement the priority. These objectives will serve as goals of the Village for the next five years. 2000 Community Development Block Grant & Consolidated Plan September 9, 1999 Page 2 Another notable addition is the demographic 1 -naps created by HUD's Community 20/20 mapping software. These maps display current and projected demographic data that represent Mount Prospect. These i -naps were used for analysis and assessment in the Housing sections of the Consolidated Plan. In addition to that, the Monitoring Plan section of the document describes how CDBG sub-recents will be monitored. This Monitoring Plan is completely different than the previous plan with the addition of monthly reports and surveys for CDBG sub -recipients. Also included in this section is on-site monitoring by Plan Commission members In order to make comprehensive funding decisions and also provide a consistent monitoring procedure that will allow the Plan Commission to make informed decisions concerning a program's funding level. Furthermore, as a new it of the zen Participation Plan, the 2000 Consolidated Plan will be available on th(-� official Village website. This will allow greater access for residents to review the plan and comment on it. The Plan Commission has reviewed the 2000 Consolidated Plan over the past several months and will make a formal recommendation to the Village Board at their September 15, 1999 meeting following a public hearing, Please forward this memorandum and attachments to the Village Board for their review and consideration at their September 14'11 meeting. The Plan Commission has been invited to the Committee of the Whole meeting and Village Board comments will be presented at the Plan Commission public hearing. The Consolidated Plan will come before the Village Board for their formal approval at a future meeting. HUD regulations require the plan to be published for citizen comment for thirty days before being submitted to HUD on November 15, 1999. William J., Cooney, AICP Director of Community Development MINUTES OF THE REGULAR MEETING OF THE MOUNT PROSPECT PLAIN COMMISSION September 1, 1999 Th L er e regular mceting of the Mount Prospect Plan Commission was called to ord by Chairrnan Zadel at 730 p.m. at the Village Hall, 100 South Emerson StTeet, Mount Prospect, Illinois, ROLL CALL: Present upon Roll Call: FIX Village Staff Present: Others in Attendance: Michael Zadel, Chairman Antoinette Astreides Edwin Janus Carol Tortorello William Reddy Frank Boege Louis Velasco, Michael Blue, A1CP, Deputy Dire -c -tor of Community Development Judy Connolly, A1CP, Planner Misty Das, Planner Chairman Zadel opened the meeting at 7:30 p.m. He asked for comments on the August 18, 1999 minutes. Tonie Astreides moved to approve the minutes and Carol Tortorello seconded the motion. The motion was approved 4-1 with William Reddy abstaining. 1 UL$�n .. . . . . . . . . . Toni Astreides commented that based on her observations, the Campfire's attendance was low on the south side. She said she observed Campfire's New Horizon's summer program on Monday and Wednesday of the previous week. Each time she went, there were 5-7 children participating. Carol Tortorello observed the same program on Tuesday of the previous week and reported the same numbers. Ms. Astreides said that Linnea Pioro, representative from Campfire, previously said 30 children were supposed to be participating in the program. Ms. Astreides had concerns with Campfire running the Boxwood program for FY 2000. She also mentioned that she had spoke with Alan Brostoff, representative from Boy Scouts, earlier that week and he said he was willing to do a presentation in front of Plan Commission or Village Board for a Boxwood program proposal. Mike Zadel shared these concerns for the Boxwood program and suggested that Boy Scouts and Campfire design a definitive plan for the Boxwood program and do a presentation at the September 15, 1999 public hearing, where final recommendation for FY 2000 CDBG funding will be made. MOUNT PROSPECT PLAN COtNUMISSION page Minutes of September 1, 1999 Meeting DRAFT NEW BUSINESS: Chairman Zadel introduced the next topic and asked Misty Das, Planner, to start the discussion. Ms. Das said that the draft of the Consolidated Plan before the Plan Commission was complete, except for official forms that were not included in this draft, but will be included in the public hearing draft for September 15, 1999. Mike Blue explained that the document appealed to different audiences and included information required by HUD regulations, with the intentions of being an understandable document for residents of the Village. Mike Zadel congratulated Misty Das and Judy Connolly for their efforts. Concerning a part of the citizen plan section, Mike Zadel asked if the Village did have an interpreter for non-English speaking persons. Judy Connolly replied that the Village did have a staff member fluent in Spanish and if necessary could hire an interpreter for other languages. Bill Reddy suggested putting reference points and major street names on the census tract maps. Ms. Das said all corrections and changes would be made for the final draft of the Co'nsolidated Plan presented for adoption during the September 15, 1999 public hearing. Mike Zadel said that Angela Volpe had resigned from Plan Commission- and that he would make a recommendation for a replacement. Bill Reddy was concerned about the future Plan Commission meeting schedule. Mr. Reddy said that he makes business plans because the Plan Commission agenda is not confirmed two months in advance and he inevitably misses meetings. He requested a tentative timeline or list of future agenda items so he could coordinate his work schedule with Plan Commission meetings. Mike Zadel proposed the idea to establish a sub -committee to monitor CDBG activities. A three-member sub -committee will have more consistency and fairness when monitoring, instead of all Plan Commission monitoring different activities. Toni Astreides, Carol Tortorello and Ed Janus volunteered for the sub- committee to review and monitor CNBC activities. Bill Reddy volunteered as a substitute. Mike Blue suggested including the sub -committee in the Monitoring section of the Consolidated Plan. Mike Zadel agreed and said that there would be no separate meeting for the Plan Commission sub -committee and reports of CDBG activities would be made at regular Plan Commission meetings effective 1/1/00. Ed Janus moved to adjourn the meeting, Tonie Astreides seconded the motion; the motion carried 5-0 and the meeting was adjourned at 8:25 p.m. iolly, AICP, Plann Misty Das, Planner H:\GEN\PLNGTCTC 1999Winutes\9-1-99 minutes (draft of Con Plan).doc MINUTES OF THE REGULAR MEETING OF THE MOUNT PROSPECT PLAN COMMISSION August 18, 1999 CALL TO ORDER: The regular meeting of the Mount Prospect Plan Cot-rialission was called to order by Chairman Michael Zadef at 730 p.m. at the Village.Hall, 100 South Emerson Street, Mount Prospect, Illinois. ROLL CALL: Present upon Roll Call: FIX Michael Zadel, Chairman Antoinette Astreides, Frank Boege (7:40p.m.) Edwin Janus Carol Tortorello Angela Volpe Wel"MM4701 a Village Staff Present: Michael Blue, AICP, Deputy Director of Community Development Judy Connolly, AICP, Planner Misty Das, Planner Others in Attendance: EvIi-Q-11111 i, � � � � '' i 1 11111 1111 11'11!11 il'110_1 let See attached sign -in sheet Chairman Zadel opened the meeting at 7:30 p.m. He asked for comments on the August 4, 1999 minutes. Page 3 of Attachment A (draft of the Strategic Plan) should read "Business attraction and retention." Attachment B should be revised to spell Novak (Novak and Parker). Carol Tortorello moved to approve the minutes with corrections and Ed Janus seconded the motion. The motion was approved 4-0 with Tonie Astreides abstaining. I11 1 1101W I LN I to) I MP OLD BUSINESS: Review F'Y" 2000 CDB6G1 Fundi Ln 0, Chairman Zadel suggested changing the agenda to start the meeting with the CDBG FY 2000 funding recommendations because applicants for CDBG funding were in attendance. He asked the Plan Commission for comments on the preliminary funding recommendations. Tonie Astreides, said she had concerns about Camp Fire's New Horizon program stating that attendance level were low and asked how Camp Fire was designated to run the Boxwood program. Ms. Astreides was also concerned that a significant amount of CDBG funding was being allocated to the Boxwood area, while other areas of the Village needed funding as well. Frank Boege stated that CDBG funding for the Boxwood area made a significant difference to that area and did not want to reduce funding for the Boxwood program. Allen Bristoff, representative from Boy Scouts, stated that he was stirp rised that the organization was not r -D MOUNT PROSPECT PLAN COMMISSION Minutes of August 1, 1999 Meeting Page 2 funded. He inquired about funding criteria. Chairman Zadel explained that the Village's CDBG grant is expected to be cut by 15%, that programs successful in the past have been recommended for funding this year. He further explained the difficulty in funding new programs especially when funding is being cut. Alan Brostoff asked about Camp Fire's time extension to submit an application for a program the Boxwood area. Judy Connolly, Planner, replied that any organization would have been given additional time to submit an application if requested. The Village cannot accommodate a request at this late date because HUD regulations regarding public hearings and publication deadlines have to be met. Ed Janus expressed concerns about funding the same groups year after year and said that maybe it was time to give other groups a chance. Frank Boege suggested taking away funding from PAD's Day Center interior rehabilitation project to increase the amount for Village's Single Family Rehabilitation Program because that program directly helps Mount Prospect residents. Janet Agnoletti, representative from PADS., responded that PADS' request is a one-time request for funds to be used for the interior rehabilitation project at the Day Center and they will not apply for additional funding for that particular project next year. She stated that 5%_ of clients to be served at the Day Center are from Mount Prospect. There was discussion about how to fund new programs and how CDBG funding was used in conjunction with organization's other funds. Sharon Anderson from RecPlex addressed the fee schedule for RecPlex, and said that the Park District pays for supervision and equipment but that funding was needed for special events. Chairman Zadel proposed funding changes as detailed on Attachment A. Terri Wernfinger from the Lattof YMCA talked about the different programs at the YMCA. She said that there is no "track record" because they are new programs, but she knows from personal experience that there is a great demand for after school programs. Chairman Zadel recommended that groups not being funded this year reapply in future years because the Village grant may increase. April Foley from Village's Mentor Program stated that the Mentor Program's participation level was high and was expected to increase. She said that CDBG funding pays for the supplies for the program which is run by volunteers. Tonie Astreides asked that Plan Commission members monitor programs and compare results from each visit. Chairman Zadel agreed and asked that discussion of this idea be an agenda item at a future meeting. Frank Boege moved to approve CDBG funding amounts as modified by Chairman Zadel. Ed Janus seconded the motion and the motion was approved 6-0. Ngi­th west, l l wa Corridor StuLly Chairman Zadel introduced the next topic, the Northwest Highway Corridor Study. He asked Judy Connolly, Planner to start the Issues and Opportunities discussion. Ms. Connolly started the discussion with the cast section of the study area and asked if more commission members completed the "awareness tour." Several MOUNT PROSPECT PLAN COMMISSION Minutes of August 18, 1999 Meeting Page 3 had completed the tour or walked the area again. Listed below is a summary of the issues and opportunities found in the east section of the Northwest Highway Corridor Study, Improve parkway conditions by either linking the existing right-of-way improvements to a streetscape program or extend the adopted Streetscape Program throughout the corridor. Existing overhead lines impact the scope of the improvements and should be buried if funds become available. Relocate or reconfigUre the Shell station ingress/egress onto Northwest Highway. Possible elimination of second curb out so that site meets current Village code requirements, Trees limit storefront visibility. Design Guidelines should include plantings/trees that do not detract from storefronts. Better buffer between residential and businesses. Current condition of some fences should be improved. Automotive businesses impact the adjacent residential neighborhood. Determine the -level of Identify types of businesses that Mount Prospect residents would use more frequently. Provide property owners with the above list so that vacancies such as the vacant used auto dealership may be filled with businesses that provide a direct benefit to area residents. Issues a�gd,, 2p rtun, -, .po ities in the Central Sectio'n Increase the amount and usability of green space. Space under the water tower could be used as a small-scale park that includes picnic tables and/or benches. Some buildings have a zero setback and a minimal parkway. This impacts parkway improvements, does not provide a buffer between pedestrians and vehicles in addition to burying overhead lines. ,*o- Proposed on -street parallel parking and new streetscape between Emerson and Main Streets will provide a buffer between pedestrians and vehicles. > Installation of planter (flower) boxes or tress should be installed between Main and Wille Streets to provide a buffer between pedestrians and vehicles. • Landscaping similar to that at the Clock Tower Shopping Mall should be installed along the corridor. • On -street parking design on Pine Street was done well. Opportunity to redesign alley traffic behind Jake's so vehicles only enter from Central and exit onto Elmhurst Avenue. Design guidelines should produce a sign theme that incorporates elements of the previous Tudor/prairie concept and identify the most appropriate locations for new entry signs. Streetscape improvements by the Marathon Station are obscured by parked cars. Issues and "es in the West Sect" rtun, IT, I '1 10111 ............. • Parking deficiency by the area bounded by :Ridge/Walnut/Prospect Manor. Opportunity to reconfigure parking lots and examine a shared parking lot concept. • Majority of the west section is well maintained with the exception of the residential homes' screening that front onto Northwest highway. Inspect area to insure there are no property maintenance issues. Minimal vacancies currently exist however a list of "best uses" should be prepared. The park provides an attractive gateway into the Village and should be replicated where space permits. The issues and opportunities discussion was completed and the Plan Commission reviewed the survey for the business owners and residents. Commissioners requested that a color version of the survey be mailed to residents and business owners. There was discussion about response rates and that the survey was also a way to let people know that the Village was conducting a study of Northwest Highway. Janet Hansen, Mount Prospect Chamber of Commerce, suggested that question #7 on the residents' survey is changed to read, 1-) In "The traffic volume/speed along Northwest Highway is appropriate." She asked that the C) MOUNT PROSPECT PLAN COMMISSION Minutes of August 18, 1999 Meeting business owners' survey include a question about the amount of space (in square feet) that the business occupies. She also raised a question about the wording of question e and f. a concerned that these questions could be perceived as advertising for the Chamber. Mike Blue responded that, by asking about a Merchants Association and the Chamber of Commerce, the a_® could learn the business communities' preference. The Plan Commission's final revision was that the business owners' survey includes space for addition comments like the residents' survey. i NEW BUSINESS: IJOTO COMMENTS: None A I Tonle Astreides moved to adjoum the meeting. Carol Tortorello seconded the motion; the motion carried 4-0 and the meeting was adjourned at 9:55 p.m. Michael Blue, CP, ©» Director of Community Development A�iditli, V. onnolly', AICP, Plal L Misty Das, Planner \^\ » « H:\GEN\PLNG\PC\PC 1999\Minutes\8-18-99 milnutes, (CDBG funding recommendations & NWHWY Study).doc ELVA r lects .... ... ..... . === Prlwr C Funding Fun Funds Funds Funds Recommondation Requested� Received Received R ceived FY 2000 I" FY -98 FY -97 'Administration (Vomp) $35,000 $35,000 90 00 ......... . ILow/Moderate Pro,lects Single Family Rehab Program (voMu411 Grp .l lull Public Works Improvements (vomp) . . . . . . . . . . . . . . . . . . . . Sidewalk Ramp Project . . . ...... .............• . . . . . . . . . . . . . . . . . $50,00 50YO00 $50,000 $50$110100 hazard elimination $5010U0 1111 Street Light Project (Hunflnq7ton___7 . ......... 01000 a PAD§"K"iH:F(OPE NOW Day Center . .... ....... CEDA Northwest Resource Center $15,000 ..... ........... Roil SU'B-TOTAL $2269545 .................... .. . .......... . . . rw �IYYIY pool nn Rol Mentor Program (vomp $2v655--- 20IIII 500 it �wN 'Camp Fire's New Horizon Program li������� , r 4 r - - - -r -- ­-­ . . . .... ..... ............. ... . ...... ­_ $31500 ,Resources for Community Living Resource Center for Elderly $2,000 VoOoo­ .,Senior Shared Housing ... . .......... ..... . ..... 'Suburban Primary Health Care MIT R W V ON Access to Care Program ............. . . oil $71000 $7,000 Childrens Advocacy Center Family Support Services �Lattof YMCA After school program �,'Zm�==2=2222= gap 'Club RexPlex. MP Park District . . . ........ $2 .19-00 � r � Illllll IIUI PADS & HOPE NOW Emergency Services for Homeless The Chartered Foundation 'John Hersey High School Program . . . . ......... ............ ..... ........... . . ..... _­ - --- ----------- - - - - - SUB -TOTAL . .......... Jim Previous Project Funding Pu 71 blic Works previous project i_ aII 1111111 n/a $# X11 n/a til n/a CEDA previous project n/a n/a $151000 n/a n/a Mount Prospect Public Library n/a n/a $461350 !Girl Scouts Boxwood Advocacy Program . ....................... .. . . . .............. ........ .... n/a n/a $23,500 23,500 $24,000 TOTAL AMOUNT -_$307y700 01 $688p0567,Wt 000 1111111 NNWa IIIIIII 1 - Mount Prospect's estimated CDBG allocation for FY -00 is $307,700 2. The maximum allowed by HUD for administration is $61,540 (20%). 3. The maximum public service expediture allowed by HUD is $46,155 (15%). 4. Subtracting the actual administrative request and the maximum amount allowed for public service, $226,545 is available for low/moderate projects. did not apply h/gen/p1ng/cdbg/2000 appli(--..-iti(Dn/cdbg-fur)dire g/00 -PC recornmendation sPc Recommendation MINUTES OF THE REGULAR MEETING OF THE MOUNT PROSPECT PLAN COMMISSION July 7, 1999 CALL TO ORDER: The regular meeting of the Mount Prospect Plan Commission was called to order by Chairman Michael Hoffman at 7:30 p.m. at the Village Hall, 100 South Emerson Street, Mount Prospect, Illinois. ROLL CALL: Present upon Roll Call: Michael Hoffman, Chairman Frank Boege Edwin Janus Carol Tortorello Louis Velasco Absent: Antoinette Astreides William Reddy Angela Volpe Michael Zadel Village Staff Present: Others in Attendance: APPROVAL OF NUN TE Judy Connolly, AICP, Planner Misty Das, Planner CDBG Applicants, see attached Sign In sheet Chairman Hoffman opened the meeting at 7:30 p.m. He asked for comments on the June 16, 1999 minutes. As there were none, Frank Boege moved to approve the minutes and Louie Velasco seconded the motion. The motion was approved 4-0 with Chairman Hoffman abstaining. OLD BUSINESS: Rand Road Chairman Hoffinan asked Plan Commission members if they had any changes to the memo included in their packets to the Village Board, regarding the Rand Road traffic study. Members responded no and that Chairman Hoffrian should sign the memo. Staff was asked to forward the memo to Village Board for their review. NEW BUSE14ESS: C,onit yDev,el!2ent Block, pm, I Rpications Chairman Hoffman opened the public hearing at 7:33 pm. and said that applicants applying for CDBG funds would present their requests in the order that they signed in. Chairman Hoffman said that the amount of the grant is unknown at this time and that HUD regulations limit the amount of funds spent on public service activities to 15% of the amount of the grant. He said that the purpose of the hearing was for applicants to describe their program and provide Plan Commission members an opportunity to ask questions about the program and/or agency before the Plan Commission made funding recommendations to the Village Board. MOUNT PROSPECT PLAN COMMISSION Minutes of July 7, 1999 Meeting Page 2 In the order listed below, agency representatives spoke about previous years' grants recelived� anticipated funding needs, and the groups' activities. Representatives also answered Plan C0111M*,,S's s*on quesn' I 011"Is. rrmmA P Nancy Corry VOMP Mentor Program Amount ]'�,e ested 91! 25500 Summer Adventure $102000 Victoria Bigelow Suburban Primary Hlth Care Access to Care $11"000 Teri Wemlinger After School Program Lattoff YMCA $ 8,000 Linnea Pioro Campfire New Horizons $ 1000 Alan Brostoff Boy Scouts Learning for Life $ 103000 Philip Herman John Hersey HS program Chartered Foundation $137)000 Mark Parr Family Support Services Children's Advocacy Center $35000 Diane Kovack Clayground Teaching Ceramics $ 1000 Sharon Anderson Club RexPlex MP Park Dist $ 3�000 Cathy Ostendorf Emergency Shelter Services PADS & HOPE Now $30>000 Day Center (interior remodel) 1 $503,000 Jerry Teed CERA. Northwest Transitional Apartment Living $25)000 Chairman Hoffman closed the public hearing at 9:18p.m. COAINMNTS: There was general discussion about the applications,questions about the Girl Scout organization and why they did not apply for fundi ng for the Boxwood/Summer Safiri Program. Louie Velasco moved, to adjourn the meeting. Ed Janus seconded the motion the motion carried 5-0 d the 1i -7 rr an meeting was adjourned at 9:25 p.m. \�WI\VO2WEP'RCOMDEV\GEN'U"LNG\POPC 1999\Min"(csk7-7-99 Aftinuies (CDBG Htifing) doc VILLAGE OF MOUNI, PROSPECT, PLAN COMMISSION July 7 1999 - 7:30 p.m. Sign -In Sheet KAGENTLNGTCASSIGN-IN SHF -ET DOC Director Glen R� Andler 10 Deputy Director Sean P Dorsey Village Engineer Jeffrey A. Wulbecker Ad�lnfstr&Ovo Aso Istant Dawn L. Wuoki Solid Waste Coordinator M. Lisa Angell we /Se wer Su ;, ndlent Streets/Buildings Superintendent Paul C. Buries Forestry/Grounds Superintendent Sandra M. Clark Vehicle/Equlpment,Stop'tendent James F. QtleO Mount Prospect Publlf C Works Department 1700 W. Central Road, Prospect, err 60056-2229 Phone 847/870-5640 F '/ : ■ err .. " 847/392-1235 ,/ .. AGENDA MOUNT PROSPECT SOLID WASTE COMMISSION September 16, 1999 CONFERENCE ROOM B, PUBLIC WORKS FACILITY 1700 WEST CENTRAL ROAD 7:30 PM I. CALL TO ORDER He APPROVAL OF MINUTES III* CITIZEN FORUM IV* WISE RECYCLING Presentation on Buy Back Center for Aluminum/Scrap Metal ve SOLID WASTE PROGRAMS/DATA V10 EXCLUSIVE CONTRACT - MUNICIPAL WAS'T'E SERVICES Res id ntial/Commercial Update VIL NEW BUSINESS N. VIII, NEXT MEETING IX. ADJOURNMENT ANY IND DUAL WHO WOULD LIKE TO ATTEND THIS MEE'T'ING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE PLEASE CONTACT PUBLIC WORKS AT 870-564 TDD 39.2-4235. /users/,lila/word/ swSepag.99 Recycled Paper - Printed with Say Irak 0 MEETING LOCATION, MMETING DATE & TIMM: 2nd Floor Conference Room Wednesday Village Hall September 15, 1999 100 South Emerson Street 730 p.m. Mount Prospect, IL 60056 I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES — September 1, 1999 A. Review Public Hearing Draft of Cos olid ated Plan VI. NEW BUSINESS B. Boxwood Proposal Presentations C. CDBG Funding Recommendations D. Citizen Comment E. Recommendation for adoption of 2000 Consoli dated Plan V. COMMENTS/OTHER BUSINESS VI. ADJOURNMENT . ........... . ....... . . ............ . . ........ . .. . . . ............ ...... Any'IndividuM who would,lik-e, t. ......meetln...... o attend thit, g,but,because of a disabillity ''needs some accommodation to participate, should contact the Community Development Department at 100 S. Emerson, Mount Prospect, IL 600569 847-392-6000, Ext. 5328, TDD #847-3924064o \tVMV02\1)ErrCOMI)EMM-"LNaCDBMOOO A*k*Uon\PC Mano0-j.%-"-qw&&c 01 Aw MAYOR Gerald L. Farley VILLAGE MANAGER Michael E. Janonis TRUSTEES Timothy J. Corcoran Paul Wm. Hoefed Vil a,g,e of Mount"'-'Priosp,ect VILLAGE CLERK Velma Lowe Richard M. Lohrstorfer Daniel A. Nocchi Michaele W. Skowron Commun* Development Department Phone,� 847/392-6000 07 Fax, 847/392-6022 Irvana K. Wilks 100 South Emerson Street Mount Prospect, 111miol's 60056 AGENDA TDD*: 847/392-6064 MOUNT PROSPECT PLAN COMAUSSION 0 MEETING LOCATION, MMETING DATE & TIMM: 2nd Floor Conference Room Wednesday Village Hall September 15, 1999 100 South Emerson Street 730 p.m. Mount Prospect, IL 60056 I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES — September 1, 1999 A. Review Public Hearing Draft of Cos olid ated Plan VI. NEW BUSINESS B. Boxwood Proposal Presentations C. CDBG Funding Recommendations D. Citizen Comment E. Recommendation for adoption of 2000 Consoli dated Plan V. COMMENTS/OTHER BUSINESS VI. ADJOURNMENT . ........... . ....... . . ............ . . ........ . .. . . . ............ ...... Any'IndividuM who would,lik-e, t. ......meetln...... o attend thit, g,but,because of a disabillity ''needs some accommodation to participate, should contact the Community Development Department at 100 S. Emerson, Mount Prospect, IL 600569 847-392-6000, Ext. 5328, TDD #847-3924064o \tVMV02\1)ErrCOMI)EMM-"LNaCDBMOOO A*k*Uon\PC Mano0-j.%-"-qw&&c MINUTES OF THE REGULAR MEETING OF THE MOUNT PROSPECT PLAN COMMISSION September 1, 1999 DWI The regular meeting of the Mount Prospect Plan Commission was called to order by Chairman Michael Zadel at 7:30 p.m. at the Village Hall, 100 South Emerson Street, Mount Prospect, Illinois. ROLL CALL: Present upon Roll all: Absent: 0 Village Staff Present, Others in Attendance: Michael Zadel, Chairman Antoinette Astreides Edwin Janus Carol Tortorello William Reddy Frank Boege Louis Velasco Michael Blue, AICP, Deputy Director of Community Development Judy Connolly, AICD, Planner Misty Das, Planner None aal openethe ent, 30 p.m. lie, asked for conunents, on the A,, u gust 18, 1999 Chirmn Zaded metig a" 7. x,,n,, minutes'. Tonic Asts-eides moved toapprove the m* u tes and, Carol Tortorello seconded the, motion. The motion was approved 4-1 with William Reddy abstaining. OLD BUSINESS* Dj'[Scssl OI��t!s' Aj� MOUNT PROSPECT PLAN COMMISSION Minutes of September 1, 1999 Meeting NEW BUSINESS: Chairman Zadel introduced the next topic and asked Misty Das, Planner, to start the discussion. Ms. Das said that the draft of the Consolidated Plan before the Plan Commission was complete, except for official forms that were not included 'in this draft, but will be included in the public hearing draft for September 15, 1999. Mike Blue explained that the document appealed to different audiences and included information required by HUD regulations, with the intentions of being an understandable document for residents of the Village. Ir rt Mike Zadel congratulated Misty Das and Judy Connolly for the* efforts. Concemingapa ofthecitizen plan section, Mike Zadel asked.if the Village did have an 'interpreter for non-English speaking persons. Judy Connolly replied that the Village did have a staff member fluent in Spanish and if necessary could hire an interpreter for other languages. •Bill Reddy suggested putting reference points and major street names on the census tract maps. Ms. Das said all corrections and changes would be made for the final draft of the Consolidated Plan presented for adoption during the September 15, 1999 public hearing. Mike Zadel said that Angela Volpe had resigned from Plan Commission and that he would make a recommendation for a replacement. Bill Reddy was concerned about the future Plan Commission meeting schedule. Mr. Reddy said that he makes business plans because the Plan Commission agenda is not confirmed two months "in advance and he inevitably misses meetings. He requested a tentative timelm'e or list of f�tuft agenda items so he could coordinate his work schedule with Plan Commission meetings. Mike Zadel proposed the 'idea to establish a sub -committee to monitor CDBG activities. A three-membe sub -committee Will have more consistency and fairness when monitoring, instead of all Plan Commissio monitoring different activities. Toni Astreides, Carol Tortorello and Ed Janus volunteered for the sub committee to review and monitor CDBG activities. Bill Reddy volunteered as- a substitute. Mike BI b u_ I suggested includingthe sub -committee i the Monitoring section of the Consolidated Plan. Mike Zad n agreed and said that there would be no separate meeting tor the Plan Commission sub-conmumnittee an 41 reports of CDBG activities would be made at regular Plan Commission meetings effective I/1/00. Ed Janus moved to adjourn the meeting, Tonie Astreides seconded the motion; the motion carried 5-0 and the meeting was adjourned at 8:25 p.m. .FJ 1 FAII, I F dith M mollly AICP, Plannef�.,:�,, Ca Ad P, Mis ............ 'as" H:\GEN\PLNG\PMC t999\MMiutes\9-1-99 minutes (draft of Con Plan).doc