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HomeMy WebLinkAboutCOW Agenda Packet 07/10/2007 COMMITTEE OF THE WHOLE AGENDA Meeting Location: Mount Prospect Village Hall 50 South Emerson Street Meeting Date and Time: Tuesday, July 10, 2007 7:00 p.m. I. CALL TO ORDER - ROLL CALL Mayor Irvana K. Wilks Trustee Timothy Corcoran Trustee Richard Lohrstorfer Trustee Paul Hoefert Trustee Arlene Juracek Trustee John Korn Trustee Michael Zadel II. ACCEPTANCE OF MINUTES OF COMMITTEE OF THE WHOLE MEETING OF MAY 8, 2007 III. CITIZENS TO BE HEARD IV. 2008-2012 CAPITAL IMPROVEMENTS PLAN In 1997, the Village Board formally adopted its first comprehensive 5-year Capital Improvements Plan (CIP). In previous years, the Village used a number of separate documents in its capital projects planning. While each of these documents was useful in its own right, none offered an overall picture of the Village's capital needs. The establishment of a 5-year Capital Improvements Plan (CIP) provides a comprehensive view of the Village's capital needs for consecutive rolling five-year windows. The proposed 2008-2012 CIP is generally comprised of projects that involve the purchase or construction of long-lived, tangible assets at a cost of $25,000 or more. The total cost of all requests for all years included in the plan is approximately $58.1 million. Many of the requests in the plan are simply continuations of established projects. Others are projects not currently in progress but have been discussed by the Village Board on previous occasions. Some requests are being presented for the first time through the CIP. Given that the CIP is intended to afford a comprehensive view of the Village's capital needs, it is fitting that all of these project requests be included in the proposed plan. Of the $58.1 million of project requests included in the proposed CIP, $38.8 million, or 66.7%, is for the continuation of established projects including approximately $14.9 million for street resurfacing. NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO A TTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE A T 50 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327, TDD #847/392-6064 2 A project's inclusion in the CIP does not guarantee its funding and accomplishment. The CIP is a planning document. As such, it is subject to change. The CIP is reviewed and updated on an annual basis. The next CIP will cover the years 2009 through 2013. 2008 project requests included in the proposed CIP amount to $22.6 million, an increase of $8.7 from the first year projects in the 2007-2011 CIP. This is mainly due to the Fire Station #14, Public Works Expansion and Emergency Operations Center projects totaling $11.7 million. Of the $22.6 million proposed for 2008, $9.1 million (40.3%) is for the continuation of established projects including $3.1 million for the street program. It should be noted that approximately $3.7 million in capital projects to be paid from the Capital Improvements Fund scheduled between 2002 and 2007 have been deferred to out years due to a lack of a permanent funding source for such projects. Reserves in this Fund that support mid-level capital projects are expected to be depleted by early 2008. The proposed 2008-2012 CIP was distributed on June 8,2007 to the Finance Commission and the Village Board. The Finance Commission held a meeting on June 27, 2007 to review the proposed document. Copies of the draft minutes from the Commission's meetings will be provided separately. Once the Committee of the Whole completes its review of the proposed 2008-2012 CIP, it will be presented to the Village Board for formal acceptance on July 17, 2007. Staff will make a presentation on the projects included in the five-year plan and will be on hand to answer questions and facilitate discussion. V. VILLAGE MANAGER'S REPORT VI. ANY OTHER BUSINESS VII. ADJOURNMENT CLOSED SESSION PERSONNEL 5 ILCS 120/2 (c) (1) - The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body, including hearing testimony on a complaint lodged against an employee to determine its validity. PERSONNEL 51LCS 120/2 (c) (2) - Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes or employees. LAND ACQUISITION 5 ILCS 120/2 (c) (5) - The purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired. l~:;~~~-~:~~ (~;.~'> ~jA.~(.~,\=...,:y.-.'~ ~!:,,'~v/ ::rillIUl ..... COMMITTEE OF THE WHOLE MINUTES May 8, 2007 I. CALL TO ORDER The meeting was called to order at 7:05 p.m. in the Village Board Room of Village Hall, 50 South Emerson Street, by Mayor Wilks. Present at the meeting were: Trustees Paul Hoefert, John Korn, Richard Lohrstorfer, Michaele Skowron and Michael Zade!. Trustee Timothy Corcoran was absent. Staff members present included: Village Manager Michael Janonis, Public Works Director Glen Andler, Public Works Administrative Superintendent Jason Leib, Community Director Bill Cooney, Community Development Deputy Director Ellen Divita, and Long Range Planner Jason Zawila. II. MINUTES Approval of Minutes of April 10, 2007. Motion made by Trustee Hoefert and seconded by Trustee Lohrstorfer. Minutes were approved. III. CITIZENS TO BE HEARD None IV. COMMERCIAL SOLID WASTE BID SPECIFICATIONS Jason Leib, Public Works Administrative Superintendent spoke. He stated the bid spec information includes an opportunity for an exclusive commercial waste hauler which would bill the businesses directly. He stated the bid package has already been sent out to Arc Disposal and Arc has submitted an initial response which is currently under evaluation. The program is slated to begin approximately September 1, 2007 and continue through December 31, 2015 which would coincide with the residential contract cycle. He stated the hauler would not be responsible for any hazardous or specialized waste that may be generated from a specific business. Staff has sent out surveys to the business license holders to get some idea on the number of waste haulers and the number of containers and volume of waste. He stated the results of the surveys were utilized to draft the bid specs. He said the change over to a new waste hauler would include changing out dumpsters which would probably require dividing the community into zones so that each current hauler would have the opportunity to change out their dumpsters by a specific date before replaced by a new dumpster from the new hauler. Those details are still being discussed and worked out. He stated the cost of the service would include the contractor rates, tipping fee, administrative fees, and would be phased in over the coming year but would not impact National Contract Services contracts. A national contract would typically be a waste contract by a national company, for example, a fast food establishment that would pick up waste for all fast food establishments of that franchisee. Such contracts would not be affected by this new program. He stated once the review of the initial proposal is completed staff will report out to the Village Board in June 2007 as to the next steps necessary to continue the progress toward an exclusive contract. 1 General comments from the Village Board members included the following items. It was noted that the exclusive business hauling contract arrangement has been very successful in other communities and no doubt would be beneficial to Mount Prospect businesses. There was discussion regarding separate agreements for large amount of scrap metal and how such agreements would be impacted by the exclusive hauling contract. There was also discussion as to how existing multi-year agreements would become void once the exclusive contract was approved. There was also discussion regarding the possibility of combining dumpsters due to limited space among adjacent businesses. It was recommended that additional legal research be undertaken to ensure the Village is on solid ground regarding voiding existing waste hauling contracts of businesses. This item was provided for information only and additional information will be provided in June to the Village Board. V. EMERALD ASH BORER AND THE COLLECTION OF LOGS Jason Leib, Administrative Superintendent for Public Works spoke. He stated that SWANCC is changing its disposal and collection of bundled logs over 3.5 inches in diameter. He stated that SWANCC is currently in the quarantine zone and transporting logs into or out of the quarantine zone is a violation. SWANCC has stopped accepting logs as of April 30, 2007. He stated that the collection of logs would now be part of the brush program which are picked up by ARC and handled by a separate disposal subcontractor capable of handling the logs and yard waste and is in compliance with any Emerald Ash Borer issues. This item was provided for information only to the Village Board and requires no action at this time. VI. 2007 COMPREHENSIVE PLAN UPDATE Community Development Director, William Cooney stated this is a draft document as presented this evening and is the culmination of an eight month process by the planning staff and the Planning and Zoning Commission. He stated the Comp Plan is a general plan for development/redevelopment throughout the community. Jason Zawila, Long Range Planner spoke. He provided a summary of the various portions of the document in an overview of the plan elements itself. He also included the mandated elements which are required within a comprehensive plan. He pointed out that the plan includes a Vision Statement and comments from the Planning and Zoning Commission members. He stated the plan includes updated land use categories for better understanding of what is the trend. This item was provided for information only to the Village Board at this time. He stated the plan should be finalized in the next several months at which time it would be brought before the Village Board for final approval. VII. ADJOURNMENT Motion made by Trustee Hoefert seconded by Trustee Korn to move into closed session at 9:45 p.m. '-0~ ;;;;;-tfj DAVID STRAHL Assistant Village Manager 2 Mount Prospect INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois TO: VILLAGE BOARD AND FINANCE COMMISSION FROM: DIRECTOR OF FINANCE DATE: JUNE 8, 2007 SUBJECT: PROPOSED CIP: 2008-2012 Attached hereto is the proposed 2008-2012 Capital Improvements Plan (CIP). The projects being considered for the year 2008 total $22,576,634. The five-year total for all projects is $58,124,947. We encourage you to read the Manager's transmittal letter beginning on page ii. This correspondence describes the purpose of the CIP, highlights some of the more significant projects, and reviews project funding. To help you evaluate our ability to fund the requested projects we have again provided five-year financial forecasts for the major operating and capital project funds that provide funding for the CIP. These forecasts can be found in Section H of the document. In general, the projects being presented directly relate to the monies expected to be available. However, from reviewing the CIP requests in conjunction with the five-year financial forecasts I would like to direct your attention to several project areas. General Fund Proiects The CIP is showing the five-year average of projects being paid from General Fund revenues as $338,000. This is typical of the amount of capital projects funded by the General Fund on an annual basis. I would like to point out the five-year financial forecast for the General Fund. This forecast is showing an operating deficit in 2009 of $565,229 with annual deficits increasing each subsequent year through 2012 ($3,688,383). See the complete five-year forecast for the General Fund beginning on page H-1. Motor Fuel Tax Fund (MFT) Receipts from motor fuel taxes beginning in 2008 are expected to remain flat through 2012. Due to the flattening of the motor fuel taxes, the Fund has annual deficits for every year of the forecast. This will force a draw down on fund balance to where fund balance becomes negative in 2010. This is significant as the MFT Fund supports approximately one-half of the funding for the annual street program. Originally to be finished in 2005, the completion of the street program was pushed back to 2009 due to budget constraints. Shortfalls in MFT funding for the street program will be made up using monies from the Street Improvement Construction Fund. Proposed CIP June 8, 2007 Page 2 of 3 Capital Improvement Fund The Capital Improvement Fund is meant to support intermediate sized capital expenditures for various departments that are non-recurring in nature. Some examples of these projects are Firing Range Improvements, Phone System Upgrade and Detention Pond Improvements. Since the General Fund discontinued the annual capital transfer, $3.7 million of these intermediate sized projects have been deferred. In addition, the projects that have been funded, which are higher priority items, have drawn down the fund balance to where it will become negative early in 2008. A new annual funding source of between $750,000 and $1.0 million is needed to support this capital program into the future. Street Improvement Construction Fund Proiects The forecast for the Street Improvement Fund (H-11) is showing a positive fund balance of $405,344 by the end of 2012. This is the result of debt service for street related projects being paid off in 2004 and the projected completion in 2009 of the formal street program started in 1995. Moving forward beginning in 2010, there will be sufficient funding to support ongoing maintenance of the Village streets and also slowly rebuild fund balance, which was intentionally drawn down as part of the Village Hall financing plan. Flood Control Construction Fund Proiects Fund balance for this Fund projected to be $564,397 at December 31,2007. Three larger size flood control projects for Prospect Meadows ($600,000), Levee 37 ($310,000), and McDonald Creek ($1,500,000) are planned over the next five years. Although funding from the % cent sales tax (portion not allocated for debt service) becomes available in 2010, there are temporary shortfalls in 2009 and 2011 that need to be addressed. After 2011, sufficient funding is available to support the ongoing flood control program. Water and Sewer Fund There are several large capital projects included in the CIP for 2008-2012. The first is the ongoing Combined Sewer Improvement project started in 2005. The total cost of the project was originally estimated at $15.0 million and expected to take 10 years to complete. Funding for this project comes from a $5 per month sewer construction fee and basic sewer usage fee. Based on early results, the overall costs may come in lower than originally estimated and completion could occur before the planned 10 years. Other major projects include ongoing sewer and water main replacements/rehab averaging $806,000 per year and emergency generators for water pumping stations at approximately $360,000 per year through 2011. The cash and investment balance is projected to remain relatively level over the five-year period and end 2012 with approximately $4.3 million. C:\Documents and Settings\djarosz\Local Settings\Temporary Internet Files\OLKB1\2008-2012 CIP - Board Memo June 2007.doc Proposed CIP June 8, 2007 Page 3 of 3 Bond Proceeds The CIP is showing three new projects to be funded by bond proceeds. They are the construction of a new Fire Station 14 at $7.9 million, expansion of the Public Works vehicle maintenance building at $2.2 million and construction of an Emergency Operations Center for approximately $1.7 million. All three projects are slated to begin in 2008. The CIP does not address the tax increases that would be associated with issuing bonds for these projects. Meetings to review the CIP are scheduled for June 27 (Finance Commission) and July 10 (Village Board). Staff looks forward to discussing the project submittals and their impact to operations. David O. Erb Director of Finance Copy: Michael E. Janonis, Village Manager Dave Strahl, Assistant Village Manager Carol L. Widmer, Deputy Finance Director Department Directors C:\Documents and Settings\djarosz\Local Settings\Temporary Internet Files\OLKB1\2008-2012 CIP - Board Memo June 2007.doc Village of Mount Prospect 50 South Emerson Street Mount Prospect, Illinois 60056 Phone: 847/392-6000 www.mountprospect.org DATE: July 5, 2007 TO: Mayor and Board of Trustees FROM: Finance Commission SUBJECT: Funding the CIP In regard to the issue of a continuing funding source for capital improvements, the commission has looked at a number of options, including home rule sales taxes, fund balance, refuse collections, vehicle stickers, and projected budget surpluses. We believe that one of our most critical capital improvement needs at the present time is related to Fire Station #14. We recommend that the village move ahead as soon as possible this year with the necessary public hearings on this issue, so that as soon as the space study is released, we can move ahead on this critical need. We believe that the projected fund balance should be reduced from over 30% to 25% by the end of this year, and that most of these excess funds be dedicated to the cost of the new fire station. This will minimize the extent of bonding necessary for this project and will save substantial interest costs for our village. We recommend that the village consider raising the home rule sales tax 0.25% in order to generate a continuing source of funding for capital improvements. The home rule sales tax is currently 0.75% and divided up into several components for village projects, one of which is our street improvement program, along with several others. Many other communities have already raised their rate to 1 % and we would simply be consistent with the regional trend. The additional 0.25% tax will generate approximately $1.3 million annually. In addition, the sales tax would impact anyone buying goods or services in Mount Prospect, not just our residents. In order for the increase in the rate to go into effect January 1, 2008, the Village Board will need to approve the required ordinance and file with the State of Illinois by October 1,2007. Chuck Bennett Chairman Finance Commission VILLAGE OF MOUNT PROSPECT AUDIT COMMITTEE AGENDA Tuesday, July 10,2007 6:00 PM Village Hall Building 50 South Emerson Street Third Floor Executive Conference Room I. Call to Order II. Approval of Minutes - March 6, 2007 III. Chair Report IV. Director of Finance Report V. Old Business VI. New Business a. Review Comprehensive Annual Report for 12/31/2006 b. Review Other Related Audit Reports c. Recap Audit Process d. Discuss Report to Village Board VII. Other Business VIII. Next Meeting - TBD IX. Adjournment MAYOR Irvana K. Wilks TRUSTEES Timothy J. Corcoran Paul Wm. Hoefert Arlene A. Juracek A. John Korn Richard M. Lohrstorfer Michael A. Zadel Mount Prospect ~ Village of Mount Prospect 50 South Emerson Street, Mount Prospect, Illinois 60056 MEETING CANCELLA TION THE VILLAGE OF MOUNT PROSPECT SPECIAL EVENTS COMMISSION MEETING SCHEDULED FOR SATURDAY, JULY 7,2007 HAS BEEN CANCELLED ~ VILLAGE MANAGER Michael E. Janonis VILLAGE CLERK M. Lisa Angell Phone: 847/392~OO Fax: 847/392-6022 unow.mountpro~ect.org THE NEXT SPECIAL EVENTS COMMISSION MEETING IS SCHEDULED FOR SATURDAY, JULY 14,2007 ~ Dated this 6th day of July 2007 r special Events Commission Meeting - saturday, July 14, 2007 village Hall - 9:00 A.M. ***** July treats provided hy Paul seils ***** Agenda 1. Call to Order 2. Approve June 2, 2007 Minutes (attached) 3. Current Financial Report - Mike J. Current business 4. Art Fair - Teresa V. & Janice F. - De-brief report 5. Fourth of July Parade - Jill F. - De-brief report 6. Sousa Event - Martha H. & Eileen G. (Scheduled for July 30) - Report New Business 7. Other events (on back) - discussion (if any) 8. Ideas for new events, ideas to incorporate into existing events, mergers, suggestions, dislikes, problem areas, comments, clarifications Excused absences as of July 2; Christina Greco, Dale Draznin ***** July treat\) provided hy Paul seils ***** Words of Wisdom "The master in the art of living makes little distinction between his work and his play, his labor and his leisure, his mind and his body, his information and his recreation, his life and his religion. He hardly knows which is which. He simply pursues his vision of excellence at whatever he does, leaving others to decide whether he is working or playing. To him, he is always doing both." J ames Michener <I\,c Other events Family Bicycle Ride - T.W. & C.G. (Scheduled for September 8) Winter Festival Parade - K.J. & M.J. (Scheduled for December 1) Christmas Home Decorating Contest - P.S. (Scheduled for December 18 Village Board Meeting) Celestial Celebration - Everyone - February 2, 2008 Snow Sculpture Contest - J.U. & M.J. - February 8-10, 2008 Please notify Tom if you: . Will be unavoidably absent from a meeting. . Wish to add an agenda item (by the Saturday prior to the meeting). . Wish to submit a report in your absence. Office: (847)259-8600 Home: (847)577-6757 Cell: (847)528-0100 E-mail: zander@PicketFenceRealty.com rni}~ute~\.~; F'(" 0-; ~(~ n(\(: special Events commission Meeting - sJtllrcby. /lllle 2. 2007 village Hall - <):00 A.M. Meeting Minutes Attendees: Della Baldwin, Sandra DiCaro, Dale Drazin, Janice Farley, Jill Friedrichs, Eileen Gattas, Chris Greco, Martha Helm, Linda Hoefert, Kathy Janonis, Mike Janonis, Jim Uszler, Teresa VanOpdorp Tom Zander, Unable to Attend: Paul Seils, Laury Youngquist 1. Chairman Tom Zander called the meeting to order at 9:01 AM. 2. May 5, 2007 Minutes: Jill moved and Chris seconded to approve April 7, 2007 meeting minutes, noting the correct spelling of Maura's name. Motion passed. 3. Financial Report: Della moved and Mike seconded to approve Treasurer's Report of May 31, 2007. Motion passed. 4. Pass the sheet for cell phone numbers. Completed at the meeting. Current business 5. Welcome To Mt. Prospect: Dale confirmed that 21 families attended the "Welcome." It was helpful to have committee members arrive early. We discussed the goal of this program, and possible options that would meet the goal of welcoming new residents. Ideas included: an Open House at Village Hall, a virtual Open House, giving new residents a more detailed packet when they initially move here, and holding the event once a year. We all agreed that the program needs tweaking. Mike committed to do a survey of surrounding communities to explore what they do in the way of a "Welcome" program. 6. Art Fair (Scheduled for June 23): Terese reported that 45 artists are registered for this event. She is expecting this to increase to 48, which is similar to last year's participation. We discussed Purchase A wards by businesses. Tom offered to contact local businesses and explain how this works. We are not selling food this year, but will have water and soda for sale. Terese is looking into the possibility of bringing a popcorn maker, and offering free popcorn to the attendees. Raffle tickets will be sold, with the proceeds going toward the scholarships. Art Fair hours are 10 AM to 3 PM. 7. Fourth of July Parade: Jill reported that we have 43 parade participants so far, which is on schedule for this event. She sent 57 reminder letters to past attendees not yet registered. On June 10, Jill will send a confirmation letter to all participants that will review general guidelines for the parade, and the process we follow. After much discussion and a few giggles, Jim offered to look into the now infamous Man On Stilts, for his availability/interest in being in our parade. 8. Sousa Event (Scheduled for July 30) - Martha reported that she sent out the registration forms on May 17, and has received 5 back so far. She also reported receiving a letter from RW, expressing disconcertment regarding the perceived lack of attention to the Community Band in the registration form. 9. Comments, complaints, suggestions on e-mailed agenda & minutes: Everyone seemed pleased with the e-mail system, and we will continue in this manner. Tom also reminded us that if he receives mail for a commission member, he will notify that person via e-mail, and it's up to them to stop by Picket Fence and pick up their mail. New Business 10. Other events: No discussion, as we agreed to discuss events when it is timely to do so. 11. Ideas, suggestions, comments, and clarifications: Terese asked for a $500 donation to the Playground Pals program at RTPD. Linda moved and Eileen seconded that we make this donation. Motion passed. Linda was wondering if we could help the organizers of the Memorial Day parade. Mike agreed to call Bob (VFW) and explore this topic in a politically correct way. The meeting was adjourned at 10:03 AM. Respectfully submitted, Della Baldwin Mount Prospect Director Glen R. Andler ~ Deputy Director Sean P. Dorsey Mount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois 60056-2229 SAFETY COMMISSION AGENDA MEETING LOCATION: Public Works Building 1700 W. Central Road Mount Prospect, Illinois 60056 MEETING DATE AND TIME: Monday July 9, 2007 7:00 p.m. I. Call to Order II. Roll Call III. Approval of Minutes IV. Citizens to be Heard V. Old Business VI. New Business A. Traffic Study at St. Paul Lutheran School VII. Commission Issues VIII. Adjournment 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 50 SOUTH EMERSON STREET, 847/392-6000, EXTENSION 5327, TDD 847/392-6064. Phone 847/870-5640 Fax 847/253-9377 www.mountprospect.org Director Glen R. Andler Mount Prospect Deputy Director Sean P. Dorsey Mount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois 60056-2229 MINUTES OF THE MOUNT PROSPECT SAFETY COMMISSION DRAFT CALL TO ORDER The Regular Meeting of the Mount Prospect Safety Commission was called to order at 7:05 p.m. on Monday, March 12,2007. ROLL CALL Present upon roll call: Chuck Bencic John Keane Fred Pampel Marshall Petersen Buz Livingston Matt Lawrie Absent: Kevin Grouwinkel Carol Tortorello John Dahlberg Paul Bures Others in Attendance: None APPROVAL OF MINUTES Chairman Vice Chairman Commissioner Commissioner Fire Department Representative Traffic Engineer - Staff Liaison Commissioner Commissioner Police Department Representative Public Works Representative Commissioner Keane, seconded by Commissioner Pampel, moved to approve the minutes of the regular meeting of the Safety Commission held on December II, 2006. The minutes were approved by a vote of 5-0. CITIZENS TO BE HEARD There was no one in attendance that spoke on an issue not on the agenda. Phone 847/870-5640 Fax 847/253.9377 www.mountprospect.org OLD BUSINESS There was no old business to discuss. NEW BUSINESS A) INTRODUCTION TO SAFE ROUTES TO SCHOOL PROGRAM I) Background Information Established in May 2006, the National Center for Safe Routes to School assists communities in enabling and encouraging children to safely walk and bike to school. The program is a federally funded initiative that is being administered by the State DOTs. Illinois is to be given $23 million between 2005 and 2009 specifically for this program. The primary goal of the program is to promote safe walking and biking for children to and from schools. Eligible schools are for grades K-8 only and can be either public or private. Funding will be divided among two project categories: infrastructure and non-infrastructure. lOOT will be required to allocate a minimum of 70% to infrastructure projects and 10% to non- infrastructure projects. The remaining 20% will be used at the discretion of lOOT. While the local project sponsor (e.g. Village, school district, etc.) must front the cost, this is a 100% reimbursable program. There is no local match. The i:lfrastruclure category involves engineering projects. Th~ focus must be on improving walkways and crossings. Signage, pavement markings, sidewalks, traffic signals, street lighting, traffic calming measures and engineering design all qualify for fundi;~g. Any project must take place within two miles of an eligible school. The non-infrastructure category includes four strategies: education, encouragement, enforcement and evaluation. Education projects can involve producing written materials, creating videos, and holding meetings and in-school events that targets children, parents, school staff and the neighborhood. Encouragement projects are creative ways to promote actually walking and biking to school such as Walk to School Day events. Enforcement projects can involve purchasing mobile speed trailers and fixed speed devices as well as officer training programs that target both educating pedestrians and motorists and enforcing the laws. And finally, evaluation is necessary to evaluate the needs of a school and success ofthe project. To get started, two things are required: a School Travel Plan and a completed Application. Completing the School Travel Plan is a process that requires the stakeholders (schools, police, engineers, planners, residents, not-for-profit groups, etc.) to articulate the intended improvements at and around the school(s). It is internet based and the forms can be downloaded from a web site. A plan can be set up for a single school or multiple schools. As part of a plan, an engineering project is optional but the other four strategies are required. Before a plan is submitted to lOOT for review, it must be signed by both a school representative and school district representative. Once a School Travel Plan has been approved by lOOT, the local sponsor can then complete the Application process. You can include multiple projects per application and you can also submit multiple applications from a single School Travel Plan. The important thing to remember is that any project you request funding for must be outlined in the School Travel Plan. There is a minimum $10,000 funding request for the total combined projects per application and a single infrastructure project has a $400,000 cap. For FY 2007, the Call for Applications began March 1st. School Travel Plans are due Apri130th and Applications are due May 31 st. Unfortunately, this does not give communities a lot of time to coordinate the different stakeholders and develop a plan. If the Village chooses not to participate this year, the 2008 deadline for the School Travel Plan will be April 30, 2008 and the plan can be submitted anytime between now and then. The Application will not be available, however, until March 1, 2008 and will be due May 31, 2008. 2) Discussion Traffic Engineer Lawrie attended a Safe Routes to School workshop held by IDOT in January. He provided a presentation on the program based on the workshop. Commissioner Petersen asked if the School Travel Plan had to be for the whole school. Traffic Engineer Lawrie said it did not. The School Travel Plan can be as small as one school or can be as large as an entire Village and even span multiple Villages if a school district crosses municipal boundaries and wants to participate as a whole. The key is that whatever project funds are being requested in the Application must be outlined in the School Travel Plan. Chainnan Bencic asked if the deadlines for the School Travel Plan and Application are the same for 2008. Traffic Engineer Lawrie said they are. Chainnan Bencic commented that this year's schedule may limit the number of applications and there may be many disappointed communities next year if everyone applies next year and not everyone receives funds. Chainnan Bencic suggested the Village consider adding crossing guards where school districts believe they are necessary. Crossing guards were once funded and/or managed by the Police Department but there are limited numbers now. There was some general discussion about the benefits of developing a School Travel Plan for schools within Mount Prospect rather than a district-wide plan that would include other municipalities. Commissioner Keane suggested that the Village detennine the interest level of the schools and school districts. This may help the Village figure out where to focus our efforts. Chainnan Bencic asked if maintenance issues such as snow removal from sidewalks or trimming bushes that overhang sidewalks would qualify for funding. Traffic Engineer Lawrie did not believe these maintenance issues would qualify. There was some general discussion about barriers such as Central Road and Busse Road that make it difficult for children to cross the street. There was consensus that engineering projects could probably be found near every school. Traffic Engineer Lawrie stated that any engineering project needed to be within two miles of the target school. The project needed to promote biking/walking to school and increase safety. There were no more questions so Chainnan Bencic closed the discussion. COMMISSION ISSUES Traffic Engineer Lawrie updated the Commission on the W~~Pella Avenue Traffic Study. He said that based on a small group meeting with a couple of Trustees and a few residents it was agreed that Staff would restudy the intersections in the spring. The additional data would help the Village Board of Trustees make a decision later this year. ADJOURNMENT With no further business to discuss, the Safety Commission voted 5-0 to adjourn at 8:05 p.m. upon the motion of Commissioner Pampel. Commissioner Petersen seconded the motion. Respectfully submitted, Matthew P. Lawrie, P.E. Traffic Engineer h:\engineering\traffic\safety _ commission\recs&mins\march07min.doc MAYOR Irvana K. Wilks TRUSTEES Timothy J. Corcoran Paul Wm. Hoefert Arlene A. Juracek A. John Korn Richard M. Lohrstorfer Michael A. Zadel Mount Prospect ~ Village of Mount Prospect 50 South Emerson Street, Mount Prospect, Illinois 60056 THE MEETING OF THE MOUNT PROSPECT COMMUNITY RELATIONS COMMISSION SCHEDULED FOR JULY 12,2007 HAS BEEN CANCELLED VILLAGE MANAGER Michael E. Janonis VILLAGE CLERK M. Lisa Angell Phone: 847/392-6000 Fax: 847/392-6022 TDD: 847/392-6064 www.mountprospect.org