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Home My WebLink About07/24/2007 COW minutes MINUTES COMMITTEE OF THE WHOLE JULY 24, 2007 I. CALL TO ORDER The meeting was called to order at 7:16 p.m., in the Village Board room of the Mount Prospect Village Hall, 50 South Emerson Street, by Mayor Irvana Wilks. Present: Trustees Timothy Corcoran, Arlene Juracek, John Korn, Richard Lohrstorfer and Michael Zadel. Absent: Trustee Paul Hoefert Staff members present: Village Manager Michael Janonis, Finance Director Dave Erb, Deputy Finance Director Carol Widmer, Deputy Community Development Director Ellen Divita, Deputy Fire Chief John Malcolm, Battalion Chief Chris Truty, Fire Marshal Paul Valentine, Police Chief John Dahlberg, Police Commander Tim Janowick, Police Technology Coordinator Steve Burrell, Public Works Director Glen Andler, Public Works Deputy Director Sean Dorsey, Information Technology Director Joan Middleton and Village Clerk Lisa Angell. Mayor Wilks stated there would be no Closed Session as listed on the Agenda; Land Acquisiton. II. APPROVAL OF MINUTES . May 8, 2007 Meeting Minutes. Motion made by Trustee Zadel and seconded by Trustee Korn. Trustees Corcoran and Juracek abstained. Minutes were approved. . July 10, 2007 - meeting cancelled due to lack of a quorum comments from residents under Citizens to be Heard - matter of record III. CITIZENS TO BE HEARD Representatives from the Mount Prospect Historical Society, Ms. Marilyn Genther, President and Mr. Gavin Kleespies, Executive Director asked the Village Board to consider their request for financial assistance to complete the relocation of Central Schoolhouse. Village Manager Janonis stated the request would be an item for discussion at the August 14, 2007 Committee of the Whole; Ms. Genther and Mr. Kleespies will attend. IV. 2008-2012 CAPITAL IMPROVEMENTS PLAN DISCUSSION Finance Director Dave Erb presented a general overview of the 2008-2012 Capital Improvements Plan (CIP) stating the CIP provides a comprehensive view of the Village's capital needs for consecutive 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. 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. 2008 projects requests included in the CIP amount to $22.6 million; $11.7 million for Fire Station 14, Public Works expansion and Emergency Operations Center projects. The remaining $9.1 million is for the continuation of established projects. Mr. Erb also 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 the lack of a permanent funding sources for such projects. Page 2/3 COW 7/24/07 Village Manager Michael Janonis stated staff will make presentations on departmental projects included in the five (5) year plan. He also provided additional information on the following items: 1. Fire Station 14, Public Works Expansion and Emergency Operations Center Project on hold until location for Fire Station 14 finalized. 2. Funds that support mid-level capital projects are expected to be depleted by 2008. Discussion of future funding for Capital Improvements will be part of the mid-year budget discussion at the August 14, 2007 Committee of the Whole meeting. Village's surplus fund is above 25%; may be possible to use surplus funds as seed money for new Fire Station #14 or new phone system. Deputy Community Development Director Ellen Divita presented the three (3) CIP requests for the Community Development Department. (1) Downtown Redevelopment - including Fac;ade and Buildout programs. (2) Corridor Improvements - new entranceway feature and (3) Streetscape program - continuation of streetscape improvements including new developments in the downtown area. Police Chief John Dahlberg identified four (4) proposed projects: (1) Range Firing Control- replace antiquated system (2) Patrol Vehicle Citation Interface - increase efficiency and (3) Furniture Replacement (4) Electronic Access System - integrate building access and security. General comments from the Village Board included discussion of the benefits of the Patrol Vehicle Citation Interface and utilization of Firing Range; enhanced training of police officers. Deputy Fire Chief John Malcolm presented the Fire Department's proposed Capital Improvement Plan which included (1) New Fire Station 14/Public Works Expansion (2) Emergency Operations Center (EOC) - relocation/enhancements (3) Bunker Gear Lockers (4) Fire Hose replacement (5) Video Conferencing Equipment (6) Training Facility (7) Breathing Air Compressor - replacement and (8) Village Warning Sirens _ replacement. Deputy Fire Chief Malcolm responded to comments and questions from the Village Board regarding EOC and Training Center; locations are not finalized; looking at locations that provide adequate space and maximize long-term use and effectiveness. Public Works Director Glen Andler stated the Public Works Department currently has 32 on- going or repeat CIP projects. Mr. Andler identified six (6) new projects proposed for the 2008-2012 CIP. (1) Flood Control - including storm water improvements in Prospect Meadows (2) Neighborhood Traffic Program - anticipate completion of all 18 neighborhood traffic zones by 2010 (3) Civic Events Sign - replacement (4) Streetlight Improvements _ Prospect Avenue between Emerson Street and Pine Street (5) Emerald Ash Borer (EAB) - 10 year program to mitigate impact of EAB (6) Kensington Improvements - project contingent upon funding from lOOT in conjunction with jurisdictional transfer and (7) Wolf Road Improvements - project jointly funded by local, county and federal governments. General comments from the Village Board included: expansion of the Public Works facility and other needs associated with emergency preparedness; use of bio-diesel fuel; and street light improvements. In response to a question regarding the Village's creek cleaning program, Mr. Andler stated the Village's cleaning cycle has proven beneficial in many ways including the Village's Flood Insurance rating. Page 3/3 COW 7/24/07 Village Manager Janonis presented Administration's proposed CIP requests. (1) Replacement of Village Phone System - Phone system for all public buildings; reliable system during disasters is critical component of emergency disaster planning. (2) Parking Deck Surveillance (3) Village Hall (a) front entrance enhancements (b) modest fitness facility and (4) Video Conferencing System. Information Technology Director Joan Middleton reviewed CIP requests related to departmental upgrades and new programs including: Fire Department - software for emergency vehicles - communicate Hazmat info; Community Development - Black bear software - laptops for inspectors; Finance - GEMS replacement, intrusion protection software and other emergency related protections. In summarizing the proposed CIP Mr. Erb referred to the memo from Finance Commission Chair, Mr. Chuck Bennett. The Finance Commission identified Fire Station 14 as one of the most critical Capital Improvement needs and recommended the Village take the necessary measures to move ahead with this project. The Commission further recommended the Village Board consider raising the home rule sales tax 0.25% to generate a continuing source of funding for capital improvements. The Village Board shared additional comments regarding the Village's need to respond to emergency situations. Ability to be self-sufficient and operate efficiently to meet community needs; full range disaster planning and training; reliable back-up power sources and other resources. Finance Commission member Ms. Ann Smilanic stated that due to the proposed cost for Fire Station #14 she can no longer support this project. While she recognizes the need she finds the cost unacceptable. Village Manager Janonis stated the proposed cost is inclusive of Fire Station #14, Public Works expansion, and the Emergency Operations Center as well as a facilities study to address long-term needs of all municipal buildings. He stated that the cost of the project was an estimate and could come down as the project proceeds. And, while the estimate may be on the high side under estimating the potential cost for the comprehensive project at this point could be detrimental in the long-term. He again noted that the cost of the project was an estimate and could come down as the project proceeds. Mayor Wilks thanked Ms. Similanic and the Finance Commission for their valuable input and service to the community. V. VILLAGE MANAGER'S REPORT Village Manager Janonis noted the annual Block Party would be held Saturday, June 28th. The very popular summer event features free entertainment and a number of food/beverage vendors. VI. ANY OTHER BUSINESS None. VII. ADJOURN Trustee Corcoran, seconded by Trustee Juracek, moved to adjourn the meeting. The meeting was adjourned by a verbal vote at 9:10 p.m. Respectfully submitted, M. Lisa Angell Village Clerk