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HomeMy WebLinkAbout0122_001mow, CLERK'S' OFFICE COMMITTEE OF THE WHOLE A G E N D A Meeting Location: Meeting Date and Time: Mount Prospect Senior Citizens' Center Tuesday, February 14, 1989 50 South Emerson Street 7:30 p.m. I. CALL TO ORDER - ROLL CALL Mayor Carolyn H. Krause Trustees: Ralph W. Arthur Norma J. Murauskis Gerald L. "Skip" Farley George R. Van Geem Leo Floros Theodore J. Wattenberg IL ACCEPTANCE OF MINUTES OF COMMITTEE OF THE WHOLE MEETING OF JANUARY 24, 1989 1I1. CITIZENS DESIRING TO ADDRESS THE MAYOR AND BOARD OF TRUSTEES ON ANY ITEM NOT ON THE AGENDA IV. REQUEST FOR AUTHORIZATION TO OBTAIN PROPOSALS FOR A CONSULTANT TO PERFORM A PARKING STUDY IN THE DOWNTOWN AREA V. 1989-1990 BUDGET HEARING - OPENING REMARKS - Carolyn H. Krause General Budget Overview John Fulton Dixon Village Manager Revenues David C. Jepson Finance Director Administration John Fulton Dixon Village Manager Finance Department David C. Jepson Finance Director VI. ANY OTHER BUSINESS VII. ADJOURNMENT DEFERRED ITEMS Street Improvements - Cost Sharing Ten Year Road Improvement Program Sidewalk Policy on Major Roadways MINUTES COMMITTEE OF THE WHOLE JANUARY 24, 1989 I. ROLL CALL The meeting was called to order at 7:34 p.m. Present at the meeting were: Mayor Carolyn H. Krause, Trustees Ralph Arthur, Gerald Farley, Leo Floros and Norma Murauskis. Absent from the meeting were Trustees- George Van Geem and Theodore Wattenberg. Also present at the meeting were: Village Manager John Fulton Dixon and Assistant Village Manager Michael Janonis. Also present were three persons from the print media. 11. MINUTES The Minutes of the Committee of the Whole meeting of January 10, 1989 were accepted and filed. 111. CITIZENS TO BE HEARD There were no citizens present at the meeting wishing to make a presentation so the Committee moved on to the next item of business. IV. BUSINESS LICENSES Mayor Carolyn Krause reviewed with Committee members a prior recommendation from staff to change the billing cycle for Village Business Licenses. Instead of having the Business Licenses issued on a fiscal year basis, the proposed change would make the Business Licenses due on January I of each year. Mr. Dixon proposed that businesses in Mount Prospect be billed for two-thirds of the amount of the annual Business License for 1989 and then to be billed again for a full year beginning January 1 of 1990. There was brief discussion among Committee members which resulted in a consensus to make the necessary changes. V. BENEFITS FOR PART-TIME EMPLOYEES Committee members reviewed a memorandum from Village Manager John Fulton Dixon proposing to grant part-time employees limited benefits such as Holiday Pay, Vacation Pay and Personal Days. Mr. Dixon explained that this proposal would make the Village more competitive with both public and private sector businesses who are in the market for part-time people. Mr. Dixon explained that these benefits would be of minimal cost to the Village. Discussion among Committee members resulted in the consensus that such benefits not be granted to part-time employees at this time. Trustee Gerald Farley, however, was in favor of this proposal. No further action would be taken on the proposal at this time. VI. GARAGE SALE PERMITS Committee members reviewed a request from the Village Manager to abolish the requirement of Garage Sale Permits. Several years ago, the Village Board adopted an Ordinance which required a Garage Sale Permit be issued for garage sales throughout the Village. No fee is paid to obtain this Permit. However, it would allow for the Village to keep track of the number of garage sales that a person held over the course of a year. Mr. Dixon indicated that the time involved in issuing the Permits and compiling subsequent records was not productive use of employee time. Mr. Dixon suggested that neighbors would provide adequate safeguards to abuses that might occur with excessive garage sales. Discussion among Committee members resulted in the consensus that >the Permit procedure remain in place. It' was felt that the records provided the Village with a strong enforcement capability should abuses arise. It was also suggested that the requirements for the removal of signs after the sales are over be more aggressively enforced. VIII -MANAGER'S REPORT Village Manager John Fulton Dixon reported that the accreditation team for the Police Department accreditation was in the Village for its on-site review session. Mr. Dixon was confident that the Police Department would be successful in obtaining accreditation. Mr. Dixon also indicated that the Northwest Municipal Conference legislative breakfast would be held on Saturday, February 11. If any Trustees wish to attend, they were directed to contact the Manager's office. IX. ANY OTHER BUSINESS There was no other business to come before the Committee members. XI. ADJOURNMENT There being no further business to come before the Committee of the Whole, the meeting was adjourned at 8:00 p.m. Respectfully submitted, MICHAEL E. JANONIS Assistant Village Manager MEJ/rcw Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM too TO: JOHN F. DIXON, VILLAGE MANAGER VL FROM: DAVID M. CLEMENTS, DIRECTOR OF PLANNING AND ZONING DATE: FEBRUARY 9, 1989 SUBJECT: DOWNTOWN PARKING STUDY As we recently discussed, the First Chicago Bank of Mount Prospect has expressed an interest in undertaking a feasibility study to analyze downtown parking problems. The bank currently has issued 400 parking stickers, yet has only 266 parking spaces for employees, customers and tenants. The bank would like to review available options to determine possible solutions to their parking problem. Such a study might also benefit the library, Village Hall and Senior Center, and could provide solutions to commuter parking problems, to free up more on - street parking for shoppers. We have contacted s ' everal consultants who have expressed an interest in undertaking the feasibility study. Unfortunately, a cost estimate is not available as we have not determined the full scope of the study, nor met with those interested parties. The bank has offered to pay for 50% of the study, and the library will also participate. Representatives of the bank will be present at the February 14 Committee -of -the -Whole meeting. DMC:hg FIRST CHICAGO 111 East Busse Avenue Bank of Mount Prospect Mount Prospect IL 60056 (312) 3984000 February 9, 1989 Mr. David M. Clements, AICP Village of Mount Prospect 100 South Emerson Mount Prospect, Illinois 60056 Dear Dave: We at The First Chicago Bank of Mount Prospect are pleased to hear that the Village is strongly considering the possibility of contracting with an independent consultant to complete a parking study of the downtown Mount Prospect area. As you are well aware, the shortage of available Bank parking space has greatly inconvenienced our customers, tenants, and Bank employees. To temporarily alleviate this problem, we have been forced to lease additional spaces to accommodate our employees. In effort to determine a final resolution to the area's inadequate parking, we are prepared to share in the cost of the proposed parking study. We have allocated a maximum of $15,000 in the Bank's 1989 budget to be used towards our share of the expense for the study. Given our Bank's deep commitment to the Village and its future, we look forward to addressing this serious issue and are confident that collectively we will successfully resolve this problem. Sincerely yours, A1�z 6 I Patrick E. Walsh Vice President PW/ar MINUTES of the REGULAR MEETING of the MOUNT PROSPECT PLAN COMMISSION FEBRUARY 1, 1989 CALL TO ORDER The regular meeting of the Mount Prospect Plan Commission was called to order by Chairman Donald Weibel at 8:00 P.M. at the Village Hall, 100 south Emerson St., Mount Prospect, Illinois. ROLL CALL Present upon Roll Call: Frank Boege Frank Breitsameter Lynn Kloster Tom McGovern Errol Richardson Donald Weibel, Chairman Mr. Navigato arrived at 8:04 Absent: Tom'Borrelli Louis Velasco Village Staff Present: David Clements, Planning & Zoning Director Michael Sims, Staff Planner Press Staff Present: David Small, Mt. Prospect Journal APPROVAL OF MINUTES Mr. Boege's motion to approve the minutes of the January 4, 1989 regular meeting was seconded by Mr. Richardson. All members voted Aye and Chairman Weibel declared the minutes approved. SUBDIVISIONS None COMMITTEE REPORTS A. Community Development: Committee Chairman Richardson stated that this would be covered in the Block Grant FY'89 budget hearing. B. Comprehensive Plan: No report PLAN COMMISSION MINUTES PAGE 2 FEBRUARY 1, 1989 C. Development Code: No report D. Text Amendments: No report OLD BUSINESS Mr. Boege referred to the December 7, 1988 Plan Commission meeting minutes that included a discussion on the Colony Country Townhomes Subdivision and specifically to eight general parking spaces that were to be deeded over when title transfers were finalized in January, 1989. Mr. Boege asked why these parking spaces were not yet open. Mr. Clements stated that the railroad ties had been removed and he saw no reason why the spaces should not be usable. Mr. Sims said he would check into the matter. NEW BUSINESS Community Development Block Grant Program FY'89 Budget Hearing Chairman Weibel opened the hearing at 8:05 P.M. Mr. Clements began the discussion explaining the preliminary work done on the budget leading up to the present hearing, the process of securing proposals which began earlier in the fall and ending just before Christmas. Following approval by the Plan Commission the budget will be submitted to the Village Board for public hearing in March. Mr. Clements gave a brief explanation of each item in the budget as recommended be Staff. The total budget recommended for FY'89 is $584,756 but $254,000 of this amount represents the current year block grant funding and the remainder is a carry-over of funds from prior program years. Mr. Weibel explained thatonly the current year funding required Commission approval because the carry-over program funding had previously been approved. More than twenty people were in attendance at the hearing and Mr. Weibel invited comments/questions from interested parties during the review of the programs by the Commission. Library Board President William Blaine commented that they would have liked to have the full cost of providing automatic doors at the Library entrances however they were happy with the amount recommended and another source of funds would be found to make up the shortage. PLAN COMMISSION MINUTES PAGE 3 FEBRUARY 1, 1989 Mr. Michael Glass, Interim Executive Director of Northwest Community Services, stated that he would like to present a proposal for funds. He said he knew the proposal was late but they had been so busy straightening out the agency that they had been unable to prepare one earlier. Mr. Sims stated that the proposal would probably not be eligible for block grant funding because the Village of Mount Prospect had funded NCS during the previous two years. He suggested that it be presented to the Village Board for consideration. This was agreed to by Mr. Glass and the proposal will be submitted directly to the Board of Trustees. A sizable portion ($114,000) of the current year funding was for the Boxwood area of the Village. A number of Boxwood residents were present and spoke on the needs of their community. Mr. Weibel remarked that the question of how many people resided in the Boxwood area had been raised in a prior meeting and the latest information that he had was about 1600. Mr. Paul Jetter of 1220 Boxwood spoke on insufficient street lighting in the area, inadequate parking, traffic and safety problems and a proposed community center for area residents. Boxwood resident Sharan Panayi said a neighborhood watch program had been started in response to the lack of street lighting in the area. There was discussion on specific locations where additional lighting was needed, additional parking, cross -walks, etc. A study by Engineer- ing would be needed but the general tone of comments was favorable to the proposed funding. A community center facility however was not recommended by Staff. Mr. Clements said he thought this might be something to consider for, the furure. Chairman Weibel closed the hearing at 9:12 P.M. Mr. Navogato moved that the block grant funding as presented for 1989/90 be approved. The motion was seconded by Mr. Richardson. The Commission voted 7-0 in favor of the motion. TIF STATUS UPDATE The current status of the Mount Prospect TIF program was reviewed for the Commission by Mr. Clements. There being no further business, the Chairman declared the meeting adjourned at 9:42 P.M. Respecfully submitted' Lynn Kloster 100 S. Emerson Mount Prospect, Illinois 60066 Phone 312 / 392-6000 February 8, 1989 THE FEBRUARY 15, 1989 MEETING OF THE PLAN COMMISSION HAS BEEN CANCELLED DUE TO INSUFFICIENT BUSINESS. THE NEXT MEETING OF THE PLAN COMMISSION WILL BE WEDNESDAY, MARCH 1, 1989. AN AGENDA WILL BE SENT PRIOR TO THIS MEETING. MAYOR CAROLYN H. KRAUSE,. TRUSTEESq," RALPH W. ARTHUR GERALD L. FARLEY �y(If4 LEO FLOROS NORMA J. MURAUSKIS GEORGE R. VAN DEEM . THEODORE JWATTENBERO Village of Mount Prospect VILLAGE MANAGER JOHN FULTON DIXON 100 S. Emerson Mount Prospect, Illinois 60066 Phone 312 / 392-6000 February 8, 1989 THE FEBRUARY 15, 1989 MEETING OF THE PLAN COMMISSION HAS BEEN CANCELLED DUE TO INSUFFICIENT BUSINESS. THE NEXT MEETING OF THE PLAN COMMISSION WILL BE WEDNESDAY, MARCH 1, 1989. AN AGENDA WILL BE SENT PRIOR TO THIS MEETING. MAYO CAROLYN H KRAlJSE � TRUSTEES 1 RALPH W ART HI R rERAL DL FARLEY LEO F`DROS NORMA) MLJ RAUSKIS OEO RGE, A VAN GEFM THEODOREJ WAT71ENBERG Village of Mount Prospect VILLAGE MANAGER JOHN FULTON DIXON 100 S. Emerson Mount Prospect, Illinois 60056 Phone 312 / 392-6000 A G E N D SIGN REVIEW BOARD Monday, February 13, 1989 Trustees# Room, 2nd Floor, Village Hall 100 South Emerson Street 7:30 P. M. SIGN -3-89. Subwgy Restaurant, 1107 Mount Prospect Plaza (THIS MEETING HAS BEEN CONTINUED FROM FEBRUARY 6, 1989 THROUGH A PUBLIC NOTICE POSTED AT THE VILLAGE HALL.) Subway Restaurant seeks an appeal of the Sign Review Board denial (3-0) of their sign request (SIGN -1-89), wherein they sought a change in color from #2016 yellow to #2037 yellow for the phrase "sub" and for a sign face color change of white #7328 for the phrase "way". The sign criteria established by Western Development Corporation for the Mount Prospect Shopping Center together with the Village does not permit white faces for stores under 15,000 square feet in area. The petitioner therefore, was seeking a variation from the sign criteria color phase standards. p � MINUTES OF TUE MEETING FINANCE COMMISSION FEBRUARY 9, 1989 Call to Order The meeting was called to order at 7:30 p.m. Commission members present wer� Richard 8aohhuber, Tom Pekruo, Ann Smilanic, Newt Hellman and Paul Davies. Also present were Village Manager 3pxn pvltp" Dixon, Finance Director David Jepson and Assistant Finance Director Dun Mazza. Trustee George Van Geem arrived at 7;45 p.m. Future meetings were set for February 23, March 9 and March 23. ' II Overview of the Budget Village Manager John Fulton Dixon presented on overview of the 89/90 Village budget. Mr. Dixon began by mentioning the financial overview by nCCA that found an expanding revenue base, stable tax rate, increasing fund balances, strong liquidity ratio, moderate debtlevel and brisk building activities. The report was very favorable to the Village indicating a healthy, growing financial condition. Nr. Dixon then mentioned the several awards that the Village hes received over the loot 12 months. While the budget recommends the continuance of the programs developed over the past several years, Mr. Dixon emphasized the "new initiatives" in the budget in the Police, Fire, Streets and Recycling areas. The gross budget is proposed to be $32,230,000, a 7.8% decrease from last year's $34'965,000. The General Fund is balanced. It is shown that the $70,000 difference between revenues and expenditures will be made up by healthier revenues in the current fiscal year. Another significant portion of the budget concerns the recommended changes in personnel lovelo. The recommendation of 13.5 additional full-time equivalent positions would bring the Village workforce to 297^0 in 198e/90. Public Safety (six in Police, seven in Fire) would receive the lion's share of new people while a Production Assistant in the Cable Division and a p"roxoaing Agent in Finance wuI^ add to those departments. These new positions would be partially offset by reductions of 10 part-time positions throughout the various departments. Police personnel were tentatively approved in late 1988 by the Village Board and the new Fire personnel anticipates the takeover of the Elk Grove Township Fire Protection District. A significant increase in the Streets Resurfacing and Reconstruction programs nvto the level or activity over the million dollar mark for the first time in recent history. $700,000 is earmarked for the General Resurfacing Program, $140,000 for Central Road, $175,000 for Reconstruction, $95,000 for Boxwood and $52,000 for Prospect Avenue, At this point, the Commission expressed its concern about the condition of Prospect Avenue suggesting that this street be included in the program in the near future. Mr. Dixon went on to discuss the proposed recycling program. It was explained that the pilot project included 1,000; homes and that the proceeds were split 55 percent to the Village and 45 percent to the vendor. The new program would cover all single-family residential units in the Village costing $1.11 per unit per month, or totaling $150,000 for the approximately 12,000 units for the year. Mr. Jepson pointed out that part of the costs of the program would be offset by $20,000 (stated in the budget) to $50,000 of proceeds. A brief discussion of the pros and cons of recycling ensued including the recycling center on Busse Road and the Northwest Municipal Conference Balefil Project near Bartlett. Expenditures Significant budget items were then presented by Mr. Dixon: Manager's Office, Cable Division - request for a production assistant to add to current program hours. The costs of the division are totally funded by Cable TV franchise fees which currently exceed expenditures by $20,000. Village Clerk's Office - because of significantly rising production and postage costs, itis proposed to reduce the six bi-monthly issues to four quarterly expanded issues. The costs would remain level with current expenditures. Ms. Smilanic expressed concern about whether or not this would affect timely dissemination of information. Human Services Division - Expenditures for Social Service Agencies are now included with this division. The funding level here is proposed to be $12,000 less because of the change in Northwest Community Services operations. Mr. Hallman asked about why the Village was picking up these costs versus the township or county. Mr. Van Geem explained that because of the knowledge of the local community by the Village, the money would be split with greater efficiency resulting in better placement of resources. Administration - It is proposed that the position of Assistant to Village Manager - Special Projects be changed to Assistant to Village Manager - Personnel. Mr. Dixon stated that personnel procurement and development was requiring more and more of a department director's time. A personnel professional would standardize and streamline the hiring process while dealing with ever increasing complex issues in the personnel area. Mr. Van Geem expressed the Village Board's concern over the issue. He, asked the Commission to address each proposed position. A general discussion was made an the pros and cons of the need for a personnel professional. It then was agreed that the Commission would like to seethe justification for all new personnel be quantified for each position. Finance Department - A Purchasing Agent is proposed to centralize and streamline the purchasing function. -2- Police Department - Besides the new personnel (three patrol officers, one investigative sergeant and two investigators), the other significant area is the purchase of a new fleet of patrol vehicles at e coot of $222,000, Mr. Bacho"bcr asked why the purchase could not be programmed on a staggered basis (half each yeer). Mr. 3rpovn explained that it was much easier to handle repairs if the entire fleet were replaced at the same time. This saves having to deal with different manufacturers and the necessary parts for the fleet. He also explained that other programmed expenses were made in off years, thereby maintaining a level ovtrInx of cash in that area. ' Fire Department - The primary item in this budget in the proposed addition of six firefighters and one fire inspector in the 89/90 budget due mainly to the Elk Grove Township Rural Firm Protection District. It is anticipated that this takeover will occur in May 1990. Mr. Hallman expressed concern about how the number of new positions was calculated. Mr. Dixon explained that the shift of 24 on and 48 off required this number and discussed the situation of what happens when all three stations Would respond to separate incidents at the some time. Mr. 3nvean explained that the Fire Department will provide statistical justification for the new positions. The departmentalso is proposing the elimination of an Administrative Aide position, replace it with a civilian clerical position and the elimination of three part-time positions. Capital Improvements - & $1.5 million bond issue is proposed to fund $500,000 of [ire equipment (pumper and squad) and $1,000°000 for TIF Target Area F. $190,000 is also slated for improvements at Village Hall, Senior Center and Public Safety Building. Planning and Zoning - An aggressive facade program will be funded by both Community Development Block Grant funds and Village funds. Another CDBG grant will be used for handicapped accessibility at Village Hull and Senior canter. Community Development Block Grant funds will also be used for streets in Boxwood and Prospect Avenue as well as for asbestos removal in the Senior Center basement. Streets Division - Besides the almost $1,2 million reconstruction and resurfacing program ($340,000 more than 1988/89), $50,000 is allocated for Melao Park development after which maintenance will be taken over by the Perk District. Water Division - A new booster pump is proposed to enable energy efficiency in the distribution system. $284,000 is allocated for watermain replacement and $155,000 for painting the tank in the downtown area. [MRF Fund - Expenditures are expected to raise 17m due to an increase in funding requirements by the IwRF. Revenues Finance Director Dave Jepson madesomegeneral budget comments before the discussion of revenues for the 89/90; fiscal year. The budget is the most important activity of the fiscal year with almost every mana9ement level employee involved to some extent. Overall expenditures are estimated at $32,230,000, up from approximately. $15,000,000 ten,years ago, Assessed valuation is estimated at $655,000,000 versus $287,000,000 ten year's ago, an increase of 1280. The Village tax rate, $1.07 in 1979, ,is estimated to be $1.05 for 1988 and should remain the same ;for 1989. The Commission then had a general discussion of level tax rates versus increasing assessed valuations. Mr. Jepson then pointed out that; while assessed valuations did bring increased tax revenues, the Village was attemping to maintain a stable tax rate. New revenue sources such as the Food and Beverage Tax, Real Estate Transfer Tax and Ambulance Service Fee were examples of how the Village was trying to keep property taxes as low as possible while continuing to meet the needs of the Village. Mr. Jepson stated that the budget was balanced and that fund balances will go up approximately $375,000 due to the reserve of a portion of the proposed bond issue not completely being drawn down. This prompted a general discussion about the need for the level of fund balances. Mr. Jepson said that the General Fund needed a minimum of 10% of budget and that 150 would be a greater level of comfort, especially when a bond issue is rated by Moody's or Standard & Poor's. These fund balances have an integral part in the rating process and could have significance of large proportions depending on the amount and length of payback. The fund balances also create a working cash base that is needed especially at this time of the year (January -February) when property tax revenues don't start rolling in until March.; Sales tax revenue was a pleasant surprise due to the three anchor stores at Randhurst Mall and expansion at Mount Prospect Plaza. While sales taxes are up 9.5%, a more moderate increase of 5% is projected for the new fiscal year. Building fees are expected to be up $200,000 due to the heaviest activity ever in the Village. 1989/90 is projected to be the second highest year of activity next to the current year. Mr. Bachhuber asked why revenues were not projected higher. Mr. Jepsonexplained the major projects from this year would be completed and less activity of major projects would make the difference. He also warned that this source of revenue would become less and less over the next several years because the Village is quickly becoming built out. Mr. Dixon was asked about revenues from the takeover of the Elk Grove Township Fire District. He responded by saying that gross revenues' would be about $800,000. There was a, spirited discussion of Historical Society funding, whether it should be Village sponsored or completely private funded. Mr. Jepson notedthat most expenses were offset by revenues. A water rate increase is proposed effective May 1 of $.20 per 1,000 gallons. This is due to additional costs, especially JAWA costs from the City of Chicago - up almost 140. Mention was made by the Commission of the large portion of investment income. Mr. Jepson replied that $2,600,000 of the total was from Pension Fund investments. This enabled the Village to keep its property taxes down. For example, the Village has not levied any monies for the Fire Pension Fund since 1984. However, Mr. Jepson warned that the new positions in Public Safety will necessitate increased funding by the Village. -4- Finance Department Budget Nr. 3avoon began e brief discussion of the departmental budget. Besides the normal finance activities of accounting, water billing, data processing, accounts payable and payroll, risk management is also budgeted here. It is estimated that the benefits from the Village's self-insurance program have saved the village significant avma of money over the years. For example, the average cost for the period of 1978 - 1983 was $350,000 and the cost since 1983 (the year or self-insurance) has averaged $300,000. Mr. Jepson estimated that commercial coverage at current levels would cost $900,000. He stated that the Village has $1.2 million set aside in the risk management fund. The Commission asked if he was comfortable at that level." Mr. Jepson replied that he would be more comfortable at $1.5 million. Overall, Finance Department expenditures are up $90,000, This is made "p primarily by personal services, up $35,000 (purchasing agent), increased insurance costs of $20,000 and increased transfers of $20,000. Mr. Jepson explained the need for a purchasing agent. Of the total budget of $32,230,000, approximately $14,000,000 is for personal services. This leaves $17,000,000+ of services and supplies. If 1/4 of l% of that total were saved, the savings would pay for the purchasing agent. A purchasing agent would enable the Village to standardize procedures and to take more advantage of bulk purchases through Northwest Municipal Conference or the State of Illinois. It would also free up professional staff in all departments to better devote their time to the activities which unot serve the department and public. Mr. Hallman asked if an outside consultant could be hired to set up the ' procedures letting the departments continue to do their own purchasing, thereby negating the need for the purchasing agent. Mr. Jepson replied that the savings generated by the purchasing agent could be quantified. A discussion by the Commission omwm the consensus that the purchasing agent was justified. Trustee Van Geom requested job descriptions of the Assistant to the village Manager/Personnel and the Purchasing Agent. Audit Proposal Mr.,Jepson stated that the Village Board asked the Finance Commission to discuss the recommendation of auditing firms for the Village. He gave a brief outline of the Request for Proposal process, the pros and cons of the firms in question and the discussion at the Village Board meeting on February 7, 1989. Mr. Van Geom was asked for his opinion on fi,ms. He replied that a big eight firm such as Touche Ross would be beneficial oacovee of its research staff being able to interpret new regulations such as Government Accounting Standards Board pronouncements and IRS Section 89 rules concerning employee benefit plans. After considerable discussion by all Commission members, it was recommended by the Commission by a 3-2 vote to accept the Korriomn 8 Byrne proposal for o one year period� Adjournment followed at 11:00 p.m. Don Mazza ,Aepi p���=n Director JOB DESCRIPTION: ASSISTANT TO THE VILLAGE MANAGER/PERSONNEL DIRECTION: Under general direction; performs work of considerable difficulty in public personnel and administration; performs related work as required. EXAMPLES OF DUTIES: Directs a wide variety of professional personnel functions, such as classification and compensation; training and development; recruitment and examination, and employee relations; recommends the establishment, abolition and consolidation of classes; serves as an assistant spokesperson in bargaining with employee groups annually on matters concerning salary benefits and working conditions; establishes, updates and administers classification and compensation system; conducts recruitment and examination activities; prepares newspaper classified advertisements and other recruitment materials; secure new sources for publicizing vacancies; reviews qualifications of candidates; prepares or supervises the preparation of examinations; rates examinations; determines correct answers, prepares key answer sheets, recommends examination weights and passing points; coordinates and participates in iri-service and out -service training activities; develops and prepares training materials and aids; establishes and maintains basic training records; evaluates effectiveness of training programs; develops proposals for salary and benefit packages and reduces approved agreement to written form; responsible for ensuring terms of the agreement are carried out. ' May conduct a variety of specialized programs such as in the employee relations or affirmative action fields; represents Village at hearings held by State agencies and Courts on Workers' Compensation and unemployment; reviews pension requests; establishes and maintains a system of performance evaluation, exit interviews, suggestion and awards programs; administers grievance procedures; counsels employees; assists in formulation and review of annual budget; coordinates administrative projects assigned by Village Manager; acts as chairman of Village Safety Committee and member of Village Insurance Committee. MINIMUM !gUALIFICATIONS: Training and Experience: Completion of college level course work for a major in psychology, personnel administration, public administration or a related field; and two years of professional public personnel experience. Knowledge and Skills: Considerable knowledge of standard principles, practices, methods and techniques of personnel administration; good knowledge of statistical concepts and methods; good knowledge of recent developments, current literature and sources of information in public personnel management; considerable knowledge of program and practices of Village personnel policies. Considerable skill in the analysis of Village or departmental personnel requirements and structuring of required programs; working skill in coordinating employee relations functions; working skill in promoting the Village as a desirable employer; considerable skill in analyzing facts and exercising sound judgment in arriving at conclusions; considerable skill in keeping a variety of records and in preparing and submitting reports; considerable skill in expressing oneself clearly and concisely, verbally and in writing. Village of Mount Prospect 2/89 VILLAGE OF MOUNT PROSPECT Position of Purchasing Agent Duties and Responsibilities The Purchasing Agent is responsible for administering a ce"tolizrd Purchasing Activity in accordance with established legal requirements and Village Policy. The activities of the Purchasing Agent include: - Ensuring that all Village Departments are provided with operating supplies, services and equipment in o timely manner. - Prepares bid specifications, evaluates uicm and monitors all contracts, bonds and other purchasing documents. - Meets with vendors and salespeople to identify new products end/or services. - Obtains verbal and written price quotations. - Maintains bid files and purchasing files. - Responsible for standardization of supplies and equipment. - Responsible for maintaining a current record of all fixed assets owned by the Village. ' The Purchasing Agent operates within the Finance Department and reports to the Director of Finance. Qualifications � - Bachelor's degree in business or public administration or related field. - minimum of three years of professional purchasing experience. - Considerable knowledge ofpurchasing methods and procedures. - Good knowledge of modern business practices and procedures. - Good knowledge of State and Federal legal requirements governing purchasing activities. Examples of Purchasing Activities The Purchasing Agent administers the centralized purchasing function fir ll Village Departments. The position works closely with representatives from the operating depart- ments to identify specific supplies', equipment and/or services that are required. The Purchasing Agent, in conjunction with user departments, prepares bid specifications, upon authorization of advertising for bids by the Village Board. Upon determining that the bid specifications are clear, concise and complete, the Purchasing Agent develops the bid package and leqal notice of the bid for publication in a local newspaper. The Purchasing Agent may meet with interested company representatives and/or sales- persons when required to explain the bid specifications and answer any questions that may be raised. The position establishes the bid opening schedule and presides over the formal opening of bids including the review of each bid, to insure for accuracy and compliance with the bid specifications. The PurchasingAgent reviews all bids and in conjunction with the respective department and makes a recommendation to award a contract to the bidder which will provide the product and/or service to the Village in the most cost effective and efficient manner. The position also reviews the budget and indicates in the recommendation whether there are adequate funds for the purchase. Upon the award of a contract by the Village Board, the Purchasing Agent prepares the necessary purchase orders and appropriate corres- pondence. Throughout the process, the Purchasing Agent monitors all contracts, bonds, certificates and other documents to ensure that the purchase follows established policies and procedures. The Purchasing Agent approves all purchase requisitions, after assuring adequate funds are available, and determines the best means of procuring the goods or services in accordance with Village purchasing procedures. In addition, the Purchasing Agent prepares written and verbal price quotations upon receipt of a purchase requisition authorized by the Department Head. The Purchasing Agent receives and processes all price quotations and reviews all relevant information to determine the optimal purchase based on cost, quality, delivery, service and design. The position then awards the purchase order to the best supplier. The Purchasing Agent meets with vendors and salespeople to identify new products and/or services =a;'; ?h might be of use to the Village departments. The Purchasing Agent directs useful rmation pertaining to products and services to appropriate departments. The Purchasing Agent also communicates with vendors and suppliers on matters pertaining to price, terms, delivery and other information relevant to purchasing. The Purchasing Agent establishes and maintains bid and quotation files, purchase requisition files, trade name files, commodity files and all records„ related to the purchasing function. In addition, a library of catalogues is maintained and updated to assist operating departments in the review of product information. The Purchasing Agent meets with departmental representatives on 'a _periodic basis to review the purchasing policy and procedures. Based on these meetings and changing economic and market conditions, the Purchasing Agent analyzes and recommends revisions in the purchasing policy and/or procedures. The Purchasing Agent is responsible for handling disputes with vendors regarding all aspects of the purchase contract. The Purchasing Agent also makes the necessary arrangements for the disposal of all surplus property and equipment. In addition, the Purchasing Agent is responsible for the standardization of supplies and equipment that are purchased by all departments. A central; supply system is maintained For various items by the Purchasing Office. The Purchasing Agent is responsible for maintaining inventories and records of disbursement.