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HomeMy WebLinkAbout11/14/2006 COW minutes MINUTES COMMITTEE OF THE WHOLE NOVEMBER 14, 2006 I. CALL TO ORDER The meeting was called to order at 7:11 p.m., in the Village Board Room of Village Hall, 50 South Emerson Street, by Mayor Irvana Wilks. Present at the meeting were: Trustees Timothy Corcoran, Paul Hoefert, John Korn, Richard Lohrstorfer, Michaele Skowron and Michael Zade!. Staff members present included: Village Manager Michael Janonis, Assistant Village Manager David Strahl, IT Director Joan Middleton, Finance Director David Erb, Police Chief Richard Eddington, Deputy Chiefs of Police John Dahlberg and Michael Semkiu, Fire Chief Michael Figolah, Fire Marshal Paul Valentine, Public Works Director Glen Andler, Deputy Public Works Director Sean Dorsey, Community Development Director William Cooney, Building Commissioner Bill Schroeder, Environmental Health Coordinator Bob Roels and Human Services Director Nancy Morgan. II. MINUTES Approval of Minutes of October 24, 2006. Motion made by Trustee Corcoran and Seconded by Trustee Skowron. Minutes were approved. Trustee Michael Zadel abstained. III. CITIZENS TO BE HEARD None. IV. CONTINUATION OF VILLAGE BOARD 2007 BUDGET DELIBERATIONS Mayor Wilks provided a general overview of the Budget process to date and what would be covered during the Budget discussion this evening. General Administration BudQet Assistant Village Manager David Strahl provided an overview of the Village Administration Budget including Public Representation, Village Manager's Office, Legal Services, Human Resources, Information Technology, Public Information, Television Services and Village Clerk's Office. He highlighted the addition of the Administration Adjudication process and it being supervised through the Village Manager's Office. He also highlighted the various changes in the Divisions within the Village Manager's Office budgets. He noted a substantial increase in the Legal Services' budget anticipating additional legal expenses relating to labor negotiations in 2007. He also provided some general information regarding the additional position for the Information Technology Division. 1 He provided background information regarding the current workload of the IT Division and the anticipation of reallocation of resources with the additional person. He highlighted the backlog of existing projects and the inter-relationship with other Departments and their operations. He stated that much of the workload in IT is impacting various Departments' use of technology. Finance Department BudQet Overview Finance Director David Erb provided an overview of the Department with the accomplishments and objectives from the past year and the upcoming fiscal year. He stated one area that the Department would like to move in more would be the use of the Internet for bill payments. He also stated that the Department would like to undertake a review of Business License fees and update the long-range financial policy. He highlighted the request for consultant services to conduct a Fixed Asset evaluation for all Village property and the need to assemble a comprehensive revenue manual for general utilization. He stated the Department budget is expected to increase 5.5% and the increase in contractual services is due to ambulance billing process that was undertaken earlier this year. Non-Departmental BudQet Review Community Activities' Budqet Finance Director Erb stated there is an increase of 4.1 % due to the increased cost of Holiday decorations. Debt Service Budqet He stated this fund is dependent on the scheduled repayments and the debt is currently 2.7% of EA V and should all be paid off by 2022. Pension Review He stated there is a projected increase of 3.75% in pension costs related to mandated pension enhancements. Insurance Budqet He stated the insurance budget is projected to increase 2.3% primarily due to liability premiums and the increase in Workers' Compensation costs. Mount Prospect Public Library The Mount Prospect Public Library budget includes an increase of 5.7%, a levy increase of 4.3%. Finance Director Dave Erb provided an overview of how electronic payments could be undertaken at the Village. 2 Community Development Department BudQet Overview Community Development Director Bill Cooney provided an overview of Departmental operations and highlighted the recent commencement of the Administrative Adjudication process and the streamlined Business License process. He stated the Department has expanded the Nuisance Abatement Program through the Vacant Property Registration Program. He stated the Department is currently undertaking a Comprehensive Land Use Plan update along with improving the applications and forms utilized by the general public. He stated many of the forms are on line and they have tried to modify them to make them more understandable. He stated the Business Retention Plan and the Downtown Redevelopment is currently under way and progressing well. He is proposing two new programs for 2007; one including a Sidewalk Inspector which would be responsible for general inspections of properties from the sidewalk primarily focusing on single-family homes. The second program is the Crime Free Housing Program and is a joint venture between Community Development and the Police Department. The Crime Free Housing Program would include a criminality amendment to all leases within the Village that would allow landlords to evict tenants who are charged with criminal activity. He said the overall Budget increase is slated at 11 % and that is primarily based on the new positions. Environmental Health Coordinator Bob Roels spoke. He stated that Administrative Adjudication court call has increased to include two calls per Hearing date with eight to ten cases per call. He stated the process has allowed for much better collection of fines and many fewer continuances compared to bringing these Cases to the Cook County Court system. Police Department BudQet Overview Police Chief Richard Eddington provided an overview of the Department's Budget which includes a 6% increase. Much of the increase is due to the Traffic Unit implementation. He also highlighted training by Command staff and the effort to secure grants for additional funding. He stated the Crime Free Housing Program will be very beneficial to the Police Department in addressing activities prior to extensive service calls. He also wanted to advise the Board that there will be a time in the near future where a Neighborhood Resource Center will need to be considered. He also highlighted the Police recruiting efforts that are currently underway. He provided a summary of the Crime Free Housing Program. The Program is a three-phase initiative that includes training of the landlord, a crime free housing addendum which would allow eviction of tenants if the tenant is involved in criminal activity and annual meetings with Village staff. This Program has proven successful in reducing calls for service and improving quality of life in rental unit complexes. He stated it will take time for the results to be absorbed and would request a five-year commitment from the Village Board. The Police Department is requesting the additional staff to handle the crime free housing coordination Police functions and measure and create benchmark activities relating to program goals. Community Development Director Bill Cooney provided information relating to the Crime Free Housing Program as it relates to Community Development. The Crime Free Housing Program would allow revocation of Rent License Agreements issued to landlords for rental units once the property is declared a nuisance. The landlord cannot issue or agree to any new leases. 3 Staff is proposing that the initiative apply to all rental units which total 6400 units and approximately 900 owners. He said there is the option to inspect the properties annually or every five years which is currently being utilized with other multi-family units. He stated a significant effort would need to be undertaken to develop a data base for notification and monitoring. Police Chief Eddington stated that an arrest for criminal activity would be cause for the lease to be voided under the proposed Program. Mr. Cooney stated it would take approximately three years to train all known and potential property owners to get the program fully implemented. General consensus of the Village Board was to support the Crime Free Housing Program implementation as proposed by staff under Option 1 which would include one Inspector and one additional Police Department staff person (non- sworn). Chuck Bennett, Finance Commission Chairman, spoke. He provided the Finance Commission recommendations for consideration by the Village Board based on their meetings with the various staff and Departments providing details on their Budgets. He stated the Commission was satisfied that a balanced Budget with a surplus was proposed that includes a modest Property Tax increase. He stated much of the critical review of the Commission was relative to the new staff requests. The Commission feels that the IT position should be considered as a part-time, temporary position. The Commission also felt that the requested position for a part-time position in the Fire Department to assist in disaster and emergency preparedness is the first step toward a full-time position next year. The Commission also voiced concerns about the expenditure of emergency generators for the wells that had been requested by Public Works. He said the Commission supports the Crime Free Housing Program and the necessary fee increases that may be required to support the Program. He stated the Commission was not supportive of the Sidewalk Inspector as proposed by Community Development. The Commission would request the Board move forward on the Station 14 construction process as soon as possible and to utilize any excess funds above the 25% reserve for funding of the Station construction to reduce the debt. The Commission is also requesting the Board consider raising the Sales Tax for the permanent funding source. General comments from Village Board members included the following items: It was mentioned that the administration needs to undertake a systematic process review across all Departments to determine the ideal state and how to move toward the ideal state as defined. This would allow an illustration of how waste could be removed and improve processes for the future. Discussion of positions as proposed: Crime-Free Housing Program - Option 1 Inclusion of one Inspector in Community Development Civilian position in the Police Department The Village Board is supportive of the Program as defined as Option 1. 4 Sidewalk Inspector position - Village Board is supportive of adding this position. Network Administrative position in IT - The Village Board is supportive of the position and would like staff to undertake a strategic effort to review possible consolidation of computer operations among other communities. The part-time position in the Fire Department defined as Disaster Coordinator- consensus of the Village Board was to support the position on a part-time basis. VIII. ANY OTHER BUSINESS Village Manager Janonis stated the CIP permanent funding discussion would take place during the early months of 2007. Nancy Morgan provided an announcement regarding the flu-shot vaccination schedule starting November 15 and continuing to November 16. IX. ADJOURNMENT There being no further business to discuss, the Committee of the Whole adjourned at 10:10 p.m. ~ .) ____--/-- /17 ~ ~~ ~LY DAVID STRAHL Assistant Village Manager 5