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HomeMy WebLinkAboutCOW Agenda Packet 06/27/2000 PLEASE NOTE EARLY START TIME COMMITTEE OF THE WHOLE AGENDA Meeting Location: Meeting Date and Time: Mount Prospect Senior Center Tuesday, June 27, 2000 50 South Emerson Street 6:00 P.M. I. CALL TO ORDER - ROLL CALL Mayor Gerald L. Farley Trustee Timothy Corcoran Trustee Dennis Prikkel Trustee Paul Hoefert Trustee Michaele Skowron Trustee Richard Lohrstorfer Trustee Irvana Wilks II. ACCEPTANCE OF MINUTES OF MAY 23, 2000 III. CITIZENS TO BE HEARD IV. 2001-2005 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 2001-2005 CIP is generally comprised of projects which 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 $52.2 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 $52.2 million of project requests included in the proposed CIP, about $30 million (or 58%) is for the continuation of established projects including approximately $6.6 million for a new Village Hall/Senior Center. 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 t00 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327, TDD #847/392-6064. A project's inclusion in the ClP does not guarantee its funding and accomplishment. The CIP is a planning document. As such, it is subject to change. The ClP will be reviewed and updated on an annual basis. The next CIP will cover the years 2002 through 2006. Special attention should be given to the projects requested for 2001. Those are the projects, which would potentially be included in the Village's next annual operating budget. Although the Village Board may decide not to fund a 2001 project request included in the final 2001-2005 ClP, the ClP should serve as a "pre-budget" for capital items. The 2001 project requests included in the proposed ClP amount to $17.1 million. Of this amount, $9.5 million (or 56%) is for the continuation of established projects including $4.3 million for the Street Program. The proposed 2001-2005 ClP was initially distributed on May 26, 2000 to the Village Board and the Finance Commission. The Finance Commission held a meeting on June 22 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 2001~2005 ClP, it will be presented to the Village Board for formal acceptance on July 18, 2000. V. ANY OTHER BUSINESS VI. MANAGER'S REPORT VII. ADJOURNMENT H:\GEN\CovCAgenda\062700COW CIP Agenda.doc MINUTES COMMITTEE OF THE WHOLE MAY 23, 2000 I. CALL TO ORDER The meeting was called to order at 7:34 p.m. by Mayor Gerald Farley. Present at the meeting were: Trustees Timothy Corcoran, Richard Lohrstorfer, Michaele Skowron and Irvana Wilks. Trustee Paul Hoefert arrived at 7:40 p.m. Absent from the meeting was Trustee Dennis Prikkel. Plan Commission members in attendance included Chairman Mike Zadel, Carol Tortorello, Ed Janus and Gary Grouwinkel. Staff members present included Public Works Director Glen Andler, Police Chief Ronald PavIock, Deputy Fire Chief John Malcolm, Deputy Director of Community Development Michael Blue, Project Engineer Matt Lawrie, Planner Judy Connolly and Village Engineer Jeff Wulbecker. II. APPROVAL OF MINUTES Approval of Minutes from May 9, 2000. Motion was made by Trustee Corcoran and Seconded by Trustee Skowron to approve the Minutes. Minutes were approved unanimously. Trustee Lohrstorfer abstained. Ill. CITIZENS TO BE HEARD John Korn, 301 North William Street, spoke. He commended the Village and Public Works Director Glen Andler on the fine work done by the Public Works Department to clear the tree damaged caused by the recent storm. IV. CORRIDOR DESIGN GUIDELINE UPDATE Deputy Director of Community Development Mike Blue, introduced the topic and the design team of Frank Clements and Craig Farnsworth of Wolf Clements and Associates and Don McLean of Graf/X Communication Group. Craig Farnsworth of Wolf Clements and Associates spoke. He presented the updated Corridor Design Guidelines, which included modifications based on the previous Village Board discussion. The report identifies twelve specific sites where features and enhancements could be installed. The features include gateway signs, banners, lighting, landscaping or special signage. He walked the Board through the twelve sites and scope of work at each site. He provided a general cost of installation of the improvements including the cost of individual elements. Mr. Farnsworth also discussed the potential maintenance costs for the sites, which ranged from $4,000 to $8,000 per site per year, potentially $50,000 to $80,000 per year to maintain. Don McLean of Graf/X Communications Group spoke. He presented four variations of a Village logo, two included an elm tree, two included an eagle. All four included a blue chevron either at the top or across the upper center of the logo with the saying "Where friendliness is a way of life." He discussed the application of the logo on the gateway signs and street name signs. Mr. McLean also presented designs for banners that would be installed around town on streetlight poles. Mike Zadel, Plan Commission Chairman spoke. He stated that the Plan Commission has not had an opportunity to review and discuss the report. He stated that they need more time to prepare their comments. Trustee Hoefert spoke. He stated that the design is moving in the right direction. He likes the walls and the keystone in the walls. He asked questions about the stone wall material and the material of the logo. He supported more subtle, natural colors for the logo. He preferred the tree image. Trustee Wilks spoke. She expressed her preference for the chevron message to be located at the top of the logo. She prefers the eagle image that is similar to the sign at Central and Northwest Highway because it is unique. She also is in favor of the message "Where friendliness is a way of life." Trustee Skowron spoke. She likes the keystone. She likes the chevron at the top of the logo. She is not in favor of bright colors. She finds the logo on the street signs to be too busy. She also finds that the message "Where friendliness is a way of life" is too long. Trustee Corcoran spoke. He stated that the blue color is out of character with the sign. He also expressed the desire for a smaller message. He likes the idea of a tree but thinks the image presented is too barren. He likes the keystone with the chevron on top. He likes the material, typeface and layout of the signs. Trustee Lohrstorfer spoke. He prefers the tree image. He likes the chevron at the top and the blue color. He would like to see some other versions of the tree. Mayor Farley spoke. He prefers a different logo than those presented, which would include the water tower. Of those presented he prefers the tree, but would like to see more definition of the tree. He prefers the chevron and message at the top and he likes the message. He also is in favor of the blue color. Trustee Wilks spoke. She would like to see other eagle images. She suggested that the message be replaced with the date of incorporation of the Village. She stated that the blue color is good but she would like to see other renditions with natural colors. Trustee Skowron spoke. She was interested in knowing where are other locations that gateways have been installed with multiple materials. Trustee Hoefert spoke. He expressed his preference for the chevron at the top. He also was in favor of the date of incorporation message. Mike Zadel, Plan Commission Chairman spoke. He stated that the Plan Commission would also like to see other variations of the logo. He stated that the message "Where friendliness is a way of life" doesn't go with the picture. He would like to see an image that coincides with the friendliness theme. Trustee Wilks requested that names be given to the individual sites in the report and the cost estimates be included. Consensus of the Village Board was to request that additional renditions of the logo be prepared for their review. All renditions should include the chevron at the top and a different version of the tree with more leaves. The renditions should compare the blue chevron color with a natural color. The renditions should also provide a comparison of the "Friendliness" message with the incorporation date. V. NEIGHBORHOOD TRAFFIC CONCERNS Matt Lawrie, Project Engineer presented the topic of traffic calming. He explained that traffic calming measures can be categorized as speed calming, volume reduction or pedestrian safety measures. Matt introduced five speed calming measures; traffic circles, chicanes, choke points, speed humps and raised crosswalks. He introduced five volume reduction measures; diagonal diverters, semi-diverters, median barriers, cul-de-sacs / dead ends and turn prohibition signs. He also introduced two pedestrian safety measures; curb extensions and pedestrian refuges. Matt discussed the current issues concerning each measure including emergency response time, snow removal, funding and liability. Matt explained that traffic calming measures should be implemented only after a detailed study has indicated that a significant positive result can be expected following its installation. Mayor Farley spoke. He expressed the need to reduce the speed of traffic in neighborhoods. He stated that this information should be presented to the Safety Commission. The Safety Commission should make recommendations to the Village Board concerning specific measures at specific locations. He also suggested that the Safety Commission consider other alternatives such as new police enforcement alternatives. He stated his desire to install some measures this summer. Matt Lawrie, Project Engineer stated that the next Safety Commission meeting will most likely be in July. Trustee Wilks concurred that these measures should be considered by the Safety Commission. She stated that these would be major changes to the roads. She stated that Virginia has implemented some of these measures and that they are most difficult to negotiate. In a related matter, she requested that painted crosswalks be installed at the Kensington and Route 83 intersection. Trustee Corcoran spoke. He has seen these measures and stated that they are very effective and reduce the need for other measures such as stop signs. He highly supports them and would like to see a demonstration project installed this summer. He would like to see a list of the top ten intersections in need of traffic calming measures and recommendations to address them for next year. He expressed the need to be sensitive to emergency vehicle access. Ron Pavlock, Police Chief spoke. He explained that traffic calming should be part of a package for the Safety Commission to consider. He suggested additional methods such as police visibility, smart trailers, radar in cars, laser radar, moving radar and speed gun photo radar. He explained that Mount Prospect has trained traffic enforcement officers but that limited time is available for this duty. He expressed the need to address the truck enforcement safety problems in Mount Prospect. Trustee Corcoran stated his support for the use of photo radar ticketing. Trustee Wilks also stated her support for the use of photo radar ticketing. Consensus of the Village Board was to refer this issue to the Safety Commission for their review and recommendation. The Board also expressed a desire to see some traffic calming method implemented this year. VI. VILLAGE MANAGER'S REPORT Glen Andler, Public Works Director presented a summary of the tree damage sustained by Village trees during the May 18, 2000 windstorm. He expressed his thanks to the City of Des Plaines for their help in the clean up operations. He anticipates that it will take until June 2 to complete the clean up. Mayor Farley asked Glen Andler, Public Works Director to look into the possibility of obtaining emergency relief funds for the tree damage clean up. Trustee Hoefert asked if thera was any damage to private property from parkway trees. He stated that this type of emergency supports the case for emergency funds in the budget. Glen Andler, Public Works Director stated that approximately twelve trees caused damage to private property but no major damage. 4 II. ANY OTHER BUSINESS Trustee Wilks asked Trustee Corcoran about the status of the Supreme Court review of the Solid Waste Agency of Northern Cook County (SWANCC) appeal of the decision of the Circuit Court which upheld the Army Corps' decision about the landfill. Trustee Corcoran stated that the Supreme Court has agreed to hear this case. This is very encouraging for Mount Prospect and SWANCC. The argument will occur next spring and the decision will not be made until next year. VIII. ADJOURNMENT No other business was transacted and the meeting was adjourned at 9:50 p.m. Respectfully submitted, Jeffrey A. Wulbecker, P.E. Village Engineer JAW X:\files\engineer\general\COWM MINUTES052300 VILLAGE OF MOUNT PROSPECT FINANCE DEPARTMENT INTEROFFICE MEMORANDUM TO: VILLAGE BOARD AND FINANCE COMMISSION FROM: DIRECTOR OF FINANCE DATE: MAY 25, 2000 SUBJECT: PROPOSED CIP: 2001-2005 Attached hereto is the proposed 2001-2005 Capital Improvements Program (CIP). The projects being proposed for the year 2001 total $17,138,377. The five-year total for all projects is $52,177,628. I 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 evaluate our ability to fund the requested projects, I prepared five-year financial forecasts for the major operating and capital projects funds which provide funding for the CIP. Copies of the forecasts can be found in the inside pocket of the cover of your three- ring binder. Generally, the proposed capital plan appears to be realistic and not a wish list. The only projects that will be difficult to fund are water and sewer improvements. Following am some of my observations. r n ' t The CIP is showing approximately $372,800 of projects each year being paid from General Fund revenues. Total budgeted capital expenditures in the General Fund for the year 2000 were $378,052. This later number, however, includes many small capital requests that would not appear in the CIP. Overall, however, it appears the General Fund should be able to support the projects included in this draft CIP. Capital Improvements Fund Due to the infusion of cash over the past two years, and the anticipated annual operating transfers from the General Fund, the Capital Improvements Fund is in relatively good shape. There should be adequate cash and investments to cover all of the projects identified in the CIP as being funded from this fund. The following table summarizes the financial status of the Capital Improvements Fund if the proposed CIP projects are included as expenditures: Capital Improvements Fund Projected Fund Balanc 2001 '2002 2003 2004 2005 Beginning Balance $2~115~658 $1~789~337 $t,368,137 $1,207,883 $856,238 Revenues 709,205 644,520 625,566 618,355 602,531 Expenditures (1,035,526) (1,065,720) (785,820) (970,000) (371,000) Excess (Deficiency) (326,321) (421,200) (160,254) (351,645) 231,531 Ending Balance 1,789,337 1,368,137 1,207,883 856,238 1,087,768 As you can see, there is a shortfall in each of the first four years, but the Fund would still have over $1 million on hand at the end of 2005. r Fu I ax n The CIP is showing an average of $1,208,000 per year coming from the Motor Fuel Tax Fund. Our five-year projection shows this level of spending being sustainable for the five years, leaving a fund balance of approximately $1.5 million. Downtown Redevelopment Fund The streetscape improvements and the facade and interior programs for the years 2001 through 2005 should be sustainable based upon our financial pro-forma for the TIF District. Street Improvement Construction Fund Following is a summary of the Street Improvement Fund five-year forecast, incorporating the CIP requests: Street Improvement Construction Fund Pro coted Fund Balance 2001 2002 2003 2004 2005 Beginning Balance 2,799,648 2~158,582 2,134~994 2,019,291 1~827~588 Revenues 2,418,394 1,843,412 1,857,297 1,891,298 1,997,986 Expenditures (3,059,460) (1,867,000) (1,973,000) (2,083,000) (2,197,000) Excess (Deficiency) (641,066) (23,588) (115,703) (191,702) (199,014) Ending Balance 2,158,582 ! 2,134,994 2,019,291 1,827,588 1,628,574 As you can see, this fund appears to be able to easily support the proposed projects included in the CIP. Flood Control Construction Fund There are very few projects tied to funding funded from the Flood Control Construction Fund, with the exception of Year 2001. The second half of the Weller Creek bank stabilization project is expected to take place in 200 I. The five-year forecast is showing a fund balance of $604,000 at the end of thc'fifth year. ater and Sewer Fund A summary of the Water and Sewer Fund five-year forecast follows: Water and Sewer Fund Pr, ected Cash Balances 2001 2002 2003 2004 2005 Beginning Balance 2~756,303 1~787~310 882~330 70~391 (600,491) Revenues 7,829,856 8,009,307 8,222,366 8,449,763 8,694,066 Operating Expenses (6,974,053) (7,154,287) (7,339,306) (7,530,645) (7,708,231) CIPRequests (1,825,000) (1,760,000) (1,695,000) (1,590,000) (1,620,000) Excess(Deficiency) (969,197) (904,980) (811,940) (670,882) (634,165) Ending Balance 1,787,310 882~330 70,391 (600,491) (1,234,656) Revenue projections included in the forecast assume a 4% annual increase in user charges. At this rate structure, the Water and Sewer Fund is running large deficits each year. To cover all of the proposed CIP expenses water and sewer rates would have to increase an additional 13% in the year 2001 (for a total increase of 17%). There are CIP requests totaling $384,000 over the next five years. The financial forecast shows that adequate funds are available to cover the expenses. Bond Proceed~ The draft CIP is showing five projects valued at $13.6 million as being funded through the issuance of general obligation bonds. Two of these projects are the construction ora new Village Hall/Senior Center and a parking structure. If we were to issue twenty-year bonds to fund all five projects, the annual debt service would be approximately $1.2 million at today's interest rates. If the debt service requirements were to be funded entirely by a property tax increase, the Village's tax levy would have to increase by approximately 12.5% to cover the additional expense. Conclusion Attached are copies of the five-year forecasts I prepared in conjunction with reviewing the CIP requests. I look forward to discussing the ch-aft CIP with you and the department directors in the DOUGLAS R. ELLSWORTH, CPA DIRECTOR OF FINANCE I:\CII~\01-05\correspondence~v[emo to Bd.doc Copy: Michael Janonis, Village Manager Dave Strahl, Assistant Village Manager Department Directors 3 AYOR Gerald L. Farley ~ TRUSTEES Timothy J. Corcoran Phone: (847) 392-6000 Paul Wm. Hoefert Fax: (847) 392-6022 Richard M. Lohrstorfer TDD: (847) 392-6064 Dennis G. Prikkel Michaele W. Skowron Irvana K. Wiik$ VILLAGE MANAGER MichaelE. Janonis Village of Mount Prospect VILLAGE CLERK Veima W. Lowe 100 South Emerson Street Mount Prospect, Illinois 60056 NOTICE OF SPECIAL MEETING NOTICE IS HEREBY GIVEN that the Village Hall Ad Hoc Task Force will convene on Thursday, June 29, 2000, 7:00 p.m., at the Mount Prospect Senior Center, 50 South Emerson Street. The Mount Prospect Village Board is invited to attend the meeting to receive a report from the Village Hall Ad Hoc Task Force relative to the development of a new Village Hall. This meeting is open to the public. Velma W. Lowe Village Clerk MINUTES COFFEE WITH COUNCIL Saturday, June 10, 2000 09:00 a.m. Floor Conference Room, Village Hall Meeting convened at 9:00 AM. Those present: Mayor Gerald "Skip" Farley, Trustees Timothy Corcoran Jr., Michaele Skowron, Dermis Prikkel, Paul Hoefert, Irvana Wilks, Richard Lohrstorfer, Village Manager Michael Janonis and Deputy Fire Chief John Malcolm. Residents in Attendance: Richard Monti 415 E. Prospect, Apt. 2F Denise Rominski 210 S. Main Street David Schein 700 West Ivanhoe Lillian Servis 602 S. Emerson Doris Lenga 7 E. Berkshire Bart & Laura Ba~teli 801 S. Emerson Marie Kleich 520 S. Main Cliff Tuohey 604 S. Emerson Richard Monti opened the discussion with a concern regarding truck parking on Prospect Avenue. Trucks are parking on Prospect Avenue with their engines ruling throughout the day, which is disturbing his sleep. Fie would like to have "No Truck Parking" signs posted on the south side of Prospect Avenue. The Police Chief and Village Attorney will look in to this matter. Mr. Monti also indicated he would like to see a two-screen movie theater in the downtown area. He feels this would help support the downtown businesses. Denise/Josh Romins 'ki requested an ambulance standby at all Prospect High School home varsity football games. There was concern as to how long the other players (non-injured) had to wait while the ambulance responded and had to tend to the injured player. There was concern from Trustee Skowron and others as to where we draw the line on ambulance standbys. Deputy Chief Malcolm contacted Principal Stevens last fall and advised him then that we would work with them on this issue. Deputy Chief Malcolm will survey surrounding departments to see what they are doing for high school football games. David Schein stated "If there is a Cadillac on the lot, don't buy a Chevy" with regards to the new Village Hall. He asked that the committee consider the Library and Senior Center when building the new facility. illian Servis and Doris Lenga came to the meeting because of a flyer that was distributed asking neighbors to attend coffee with council to address their concerns with the Route 83 construction. They are concerned with the increased traffic in their neighborhood due to the construction. Bart Bartell and Laura Bartell also expressed their concerns with the amount of traffic on Emerson. The stated the police department is doing a great job but would like to see more police presence tkroughout the day on Emerson. They stated that cars are speeding, not stopping for stop signs, squealing tires, and playing loud music. The ViIlage Manager will talk with Police Chief to address some of their concerns. Marie Kleich also expressed her concerns with the traffic problems in the area and would like more police presence and enforcement in the area. Cliff Tuohey added his concerns with the traffic issues and feels there has been less police presence since Memorial Day weekend. There was a recommendation to place a "dummy squad" on Emerson to deter speeders and also to increase signage in the area. Mayor Farley would like to see "NO TRUCKS" signs put up in the area. The Village Manager will follow-up with the Police Chief and the other departments to address many of the concerns brought forth today. The meeting was adjourned at 10:05. Respectfully submitted, John Malcolm Deputy Fire Chief MAYOR ~ VILLAGE MANAGER Gerald L. Farley ~ Michael E. Janonis TRUSTEES VILLAGE CLERK Timothy J. Corcoran Viii g f M p p Velma Lowe PaulWm. Hoefert a e O ount ros ect Richard M. Lohrstorfer De~s G. P~kel Community Development Department Phone: 847/818-5328 Michaele W. Skowron Fax: 847/818-5329 Irvana K. Wilks 100 South Emerson Street Mount Prospect, Illinois 60056 TDV: 847/392-6064 BUSINESS DISTRICT DEVELOPMENT AND REDEVELOPMENT COMMISSION CANCELLATION NOTICE THE MEETING SCHEDULED FOR WEDNESDAY, JUNE 28, 2000 HAS BEEN CANCELLED. AN AGENDA WILL BE SENT PRIOR TO THE NEXT MEETING. Dated this 22ND day of June, 2000. VILLAGE OF MOUNT PROSPECT FINANCE COMMISSION AGENDA Thursday, June 22, 2000 7:00 p.m. Village Hall Building 100 South Emerson Street 2~ Floor Conference Room I Call to Order II Approval of Minutes - May 25, 2000 HI Review of Proposed Capital Improvements Plan (2001-2005) IV Discussion Regarding Commission's Duties and Responsibilities V Chairman's Report VI Finance Director's Report VII Other Business VIII Next Meeting: July 27, 2000 NOTE: Any individual who would like to attend this meeting but because of a disability needs some accommodation to participate should contact the Finance Director's Office at 100 South Emerson Street, Mount Prospect, (847) 392-6000, ext. 5277, TDD (847) 392-6064. FINANCE COMMISSION Minutes of the Meeting May 25, 2000 Village Hall Building I. Call to Order The meeting was called to order at 7:00 p.m. Those present included Chairman John Korn and Commissioners George Busse, John Engel, Vince Grochocinski, Betty Launer, Tom Pekras and Ann Smilanic. Also present were Human Services Director Nancy Morgan, Human Services Deputy Director Jan Abernethy, Police Chief Ronald Pavlock, Sergeant Michael Semkiu, Public Works Director Glen Andler, Deputy Public Works Director Se. an Dorsey, Village Manager Michael Janonis, Assistant Village Manager Dave Strahl. Also present were Finance Director Douglas Ellsworth and Deputy Finance Director Carol Widmer. Finance Commissioner Charles Bennett was absent. II Approval of Minutes The minutes of April 27, 2000 were approved as submitted. Human Services Department Pre-Budget Discussion As part of her presentation of internal issues, Human Services Director Nancy Morgan began with a brief overview of the Human Services Department. Nancy discussed plans to re-evaluate the needs of the Senior Center. George Busse asked why the need to re-evaluate and Nancy stated that service numbers have increased in the last few years and the staff is £mding it very difficult to accomplish all of their goals. They need to make certain the department is making the best use of staff's limited time. Another internal issue discussed was the need to obtain external funding for the Summer Adventure Program. Nancy reported that the grant funding the Summer Adventure Program would run out during 2001. One of the external issues Nancy discussed was the need to locate a temporary location for the Senior Center and Human Services offices while a new Village Hall is being built. John Korn suggested the Senior Center could utilize area churches that might be available for temporary use. Betty Launer suggested that the schools would also be a possible alternative. Deputy Director Jan Abernethy stated that potentially having the Village Hall and Senior Center at the same location might not be feasible. Ann Smilanic also stated that in many communities the Park District provides facilities for senior activities. Nancy reported on some of the efforts she has already undertaken to secure funding. Them was discussion of forming a group to help in raising funds for the center. Nancy stated the present Senior Center Council did not show any interest in pursuing fundraising activities. IV Police Department Pre-Budget Discussion As part of his discussion of internal Police Department issues, Chief Ronald Pavlock discussed the need for introducing a new traffic unit responsible for monitoring areas with a large number of accidents, handling complaints in areas of excessive speeding and enforcing weight limits on trucks. Ron stated there are approximately 85 - 90 traffic areas within the city that need to be watched. The addition of a traffic unit would allow the beat officers to focus more attention on non-traffic related calls. During the presentation of external issues, Chief Pavlock discussed the possibility of creating a three to five member board that would met quarterly as a neutral forum. This board could be appointed by the Mayor and would not require any financial support. The board could respond to specific occurrences as well as overall problems within the Police Department. As far a budgetary issues, Chief Pavlock stated the Village has secured a $50,000 grant from the state to help purchase in-car cameras to monitor traffic stops. The department is closely watching other cities that are implementing the in-car cameras for use in their departments. One department they will be watching very closely is Charlotte, NC who has installed cameras in all of their police cars. V Public Works Department Pre-Budget Discussion Public Works Director Glen Andler began his discussion of Public Works internal issues by noting the need for an increase in both staffing and outside contractual services. Currently the department spends over $1,000,000 yearly on contractual services. Glen also stated that as other Village Departments expand Public Works is impacted as well. Another issue Glen discussed is that their telephone system does not meet the needs of the Public Works Department. Their current system has limitations and can not be set up to perform in the way Public Works Customer Service specifically needs. Deputy Public Works Director Sean Dorsey discussed external issues facing the Public Works Department. Scan discussed the Metro Water Reclamation District Long Term Maintenance Agreement (MWRD). Under this agreement the Village agrees to keep sanitary sewer flow below a certain level. In order to be in compliance, a lot of time is spent meeting the districts reporting requirements. Sean also discussed the Clean Water Act/Combined Sewer Overflow Policy. He stated that this system needs more attention and that the Village can not devote the necessary amount of time to the project. Scan also reported a large increase in the number of permits issued to utility companies in the past few years. The greater number of permits issued has Public Works spending more time monitoring the activities of the utility groups. VI Manager's Office Pre-Budget Discussion Village Manager Michael Janonis reported the most pressing internal issue in the Manager's Office is the need for Human Resource Support Staff. Presently there is no personnel function in the Village; therefore, each department is currently handling their own needs. The individual would be responsible for sensitivity/diversity training, assisting in labor contract negotiation preparation and making certain the Village is in compliance with various state and federal regulations. John Korn 2 voiced support of a Human Resource position that would provide expertise throughout the departments. Mr. Janonis also discussed the need to implement the 5-year plan for the Fire Department. George Busse added that all departments should have a long-term plan of 5 years or more. Mr. Janonis discussed the need to develop a technical budget that would provide for ongoing expenses incurred in maintaining computer hardware and software. They noted the Village has made a number of improvements, but that the hardware is not keeping up with the software applications. One of the critical external issues Dave Strahl discussed was managing downtown redevelopment and keeping the development going. Mr. Strahl noted that the Village is still working on acquiring properties in the downtown area. He further discussed the impact e-commerce in having on the Village. The Village is experiencing a loss of sales tax revenue to the Internet. This loss of revenue has a ripple effect on other taxing bodies. VII Finance Department Pre-Budget Discussion Finance Director Doug Ellsworth discussed the external issues facing the Finance Department. The new GASB 34 Financing Reporting requirements, which the Village must implement by January 2003, will impact the Finance Department staff and change the appearance of the Village's audit report. At that time the Village will move from modified accrual to full accrual reporting. Another issue discussed was the Downtown Redevelopment Effort (TIF). With this effort comes extensive reporting requirements as well as an annual meeting with a joint review board. Another external issue discussed was the need to provide more useful information to Village Boards and Commissions as well as the community. Withthe use of presentations, charts, graphs and Cable TV, the Village could present monthly financial information on spending and revenue activities. Mr. Ellsworth discussed the most pressing internal issues in the Finance Department. Doug stated the computer conversion has taken longer than anticipated and currently there are no modules available which meet the Village's needs in the areas of Cash Receipts, Budgeting and Ad Hoc reporting. The Finance Department is currently working on designing new workspaces for the Accounting Division and will be looking into new workspaces for Customer Service next year. Doug also discussed the need for Policy and Procedure Manuals that would document how and why things are done. VIII Discussion Regarding Commission's Duties and Responsibilities Chairman John Korn deferred the discussion. IX Chairman's Report Chairman John Korn deferred the discussion. 3 Finance Director's Report Mr. Ellsworth had nothing to report. XI Other Business There was no other business discussed. XII Next Meeting: June 22, 2000 The meeting was adjourned at 10:40 p.m. The next meeting is scheduled for June 22, 2000 at 7:00 p.m. Respectfully submitted Lisa Burkemper Administrative Assistant 4