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HomeMy WebLinkAbout7. MEETING NOTICES 03/18/2008 VILLAGE OF MOUNT PROSPECT FINANCE COMMISSION AGENDA Wednesday, March 19,2008 7:00 p.m. Village Hall Building 50 South Emerson Street 3rdFloor Executive Conference Room I Call to Order II Approval of Minutes - Meeting of February 28,2008 III Update on Combined Sewer System IV Information Technology Discussion V Update on Phone System Proposals VI Update on Water and Sewer Rate Study VII Other Business VIII Chairman's Report IX Finance Director's Report X Next Meeting: Tuesday, April 29, 2008, 6:00 p.m. (Joint Workshop with Village Board) XI Adjournment 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 50 South Emerson Street, Mount Prospect, (847) 392-6000, ext. 5277, TDD (847) 392-6064. FINANCE COMMISSION DRAFT MINUTES OF THE MEETING FEBRUARY 28, 2008 VILLAGE HALL BUILDING DRAFT I. CALL TO ORDER The meeting was called to order at 7:03 p.m. Those present included Chairman Charles Bennett and Commissioners Wayne Gardner, Vince Grochocinski, John Kellerhals, Don Ocwieja, Tom Pekras and Ann Smilanic. Also present were Village Manager Mike Janonis, Fire Chief Mike Figolah, Director of Public Works Glen Andler, Director of Finance David Erb, Deputy Director of Finance Lynn Jarog and Finance Administrative Assistant Lisa Burkemper. II. ApPROVAL OF MINUTES Commissioner Tom Pekras motioned to approve the minutes of January 24,2008. Commissioner Wayne Gardner seconded the motion and the minutes were accepted as presented. Chairman Charles Bennett abstained. Chairman Charles Bennett mentioned that he would not be able to attend the meeting scheduled for March 19th and asked that Commissioner Vince Grochocinski chair the meeting. Commissioner John Kellerhals asked if the date has been finalized for the joint workshop between the Village Board and the Finance Commission. Director of Finance Dave Erb confirmed that the meeting is scheduled for April 29th. III. FEMA STATUS REPORT Finance Director Dave Erb provided the Finance Commission with copies of a memo that provided an outline of the process the Village has undertaken with FEMA in order to apply for reimbursement of storm-related expenses. Various departments have worked extremely hard gathering information and preparing worksheets for submittal to FEMA. Of the $905,617 that FEMA has approved as allowable expenses the Village expects to receive 75% or $679,213 of those costs. In addition, $19,112 for administrative allowances should be approved by FEMA after they have conducted a final audit of the submittal. Chairman Bennett asked if the reimbursements received from FEMA in 2008 would be considered 2008 funds even though the money was spent in 2007. Finance Director Dave Erb stated that as confirmed by our auditors the funds will be reflected in the 2007 budget. Mr. Erb added that the Village will set up a receivable for the money received. Commissioner John Kellerhals asked if only $900,000+ in reimbursements were allowed by FEMA, what were the actual storm related expenses. Mr. Erb stated that actual costs were roughly $1.2 million. Several commission members wanted to congratulate the Village on a job well done throughout the whole process after the storm. The update on the telephone system proposals has been moved until after the discussion regarding Station # 14. IV. DISCUSSION REGARDING STATION #14 AND COMPANION PROJECTS Fire Chief Mike Figolah presented the Finance Commission with copies ofthe After Action Report that was prepared in the months after the storm of August 23,2007. The document outlines what was done after the storm hit and how the Village can improve upon its responses. Contained in the document are comments from citizens, businesses and employees of the Village, along with findings and recommendations for improving upon processes. ChiefFigolah mentioned that part of the money the Village will received back from FEMA could be used to improve some of the processes that are currently in place and could allow the Village to be better prepared in the event of another disaster. Chairman Charles Bennett began the discussion regarding Station # 14 by stating that the Finance Commission is aware that the Village is currently in the planning stages and would like to be brought up to date in the planning process. ChiefFigolah stated that hopefully the attorneys will finalize the land agreement in the next few weeks. The next step would be to take the finalized agreement to the Village Board and get approval to hire an architect and a construction manager who will work together to plan and design the facility. Once a design is agreed upon the Village will have a solid cost for the project and the Village Board will be presented the design for their approval. Chairman Charles Bennett asked if the Fire Station project and Emergency Operations project will continue to move forward together. Chief Figolah stated that the proj ects will move forward together. Commissioner Wayne Gardner asked if the Village was going to try to build the new facility "green". There was a brief discussion on the concept of building green and the option to have the building LEED (Leadership in Energy and Environmental Design) certified. Ultimately the Village Board will need to make the determination as to if the building will be "green". Chairman Charles Bennett asked how long the project would take to complete. ChiefFigolah stated that realistically the project should be complete in 9 months. Commissioner Ann Smilanic asked if the Finance Commission could discuss the Emergency Operations Center (EOC) as she is opposed to it and would like to discuss it in more detail. ChiefFigolah stated that the purpose of an EOC is to have an area in which Village personnel would all come together and form a command staff that puts emergency response plans into action. ChiefFigolah discussed the physical layout of a good EOC and stated that technology is very important and computers are essential to the success of an EOC. Technology would allow the Village to time stamp everything that is done at the EOC during a disaster. An example would be that the Village would be able to use the computers for personnel tracking to have a complete log of who was working where and when. The village learned the importance of this through the work with FEMA when applying for reimbursement from the August 2007 storm. Technology would also provide up to date weather reports, access to radios, internet etc. Chief Figolah also stressed that the Village would build an EOC that can be used for other purposes and not sit unused. Commissioner John Kellerhals mentioned that a possible alternative to building an EOC facility would be to have multiple locations to choose from and have the ability to mobilize the EOC and have a portable response center. There was a lengthy discussion about what an EOC's purpose is and what components should make up the center. Chairman Charles Bennett stated that he hoped the Village did not use the August 2007 incident to justify the need for the proposed EOC. Commissioner John Kellerhals requested that the Finance Commission talk about the EOC at the Joint Workshop scheduled in April. Director of Finance David Erb reiterated that the charge of the Finance Commission is to find funding options for the proposed Fire Station and EOC and that these options should be discussed in greater detail in the coming months. V. UPDATE ON TELEPHONE SYSTEM PROPOSALS Director of Finance David Erb provided a summary on how the process of finding a replacement of the Village-wide phone system has evolved. To date a consultant was hired to evaluate the current system and develop an RFP for the new system. The consultant evaluated the proposals and ranked them based on the criteria outlined in the RFP proposal. Key personnel throughout various departments will be going on several site visits in the coming weeks to help determine which system would be best for the Village. 2 Chairman Charles Bennett asked how soon the final report from the consultant would be expected. Mr. Erb stated that the site visits will be conducted in the next few weeks and will then need to be reviewed. A brief update could be provided at the next Finance Commission meeting in March. Mr. Erb also added that he expects the new phone system will be installed before the end of the year. VI. OTHER BUSINESS Commissioner John Kellerhals asked Mr. Andler for a status report on the Village's supply of salt. Mr. Andler provided a brief explanation of the salting process and provided an update on the quantity the Village has on hand. Commissioner Don Ocwieja asked how the Village might be impacted by the recent problems with bond insurers ratings going down. Mr. Erb stated that there is minimal impact to the Village. Currently the Village has two bonds and these are both insured. For future bond issues the Village would have to determine ifit makes sense to insure the bonds or not. VII. CHAIRMAN'S REPORT There was nothing to report. VIII. FINANCE DIRECTOR'S REPORT There was nothing to report. IX Next Meeting: March 19,2008 Commissioner John Kellerhals motioned to adjourn which Commissioner Tom Pekras seconded. The meeting was adjourned at 9:34 p.m. The next meeting will be Wednesday, March 19, 2008. Respectfully submitted, Lisa Burkemper Administrative Assistant Finance Department 3 MAYOR Irvana K. Wilks TRUSTEES Timothy J. Corcoran Paul Wm. Hoefert Arlene A. Juracek A. John Kom Richard M. Lohrstorfer Michael A. Zade\ Village of Mount Prospect Community Development Department 50 South Emerson Street Mount Prospect, Illinois 60056 AGENDA ECONOMIC DEVELOPMENT COMMISSION MEETING LOCATION: 3rd Floor Executive Conference Room Village Hall 50 South Emerson Street Mount Prospect, IL 60056 MEETING DATE & TIME: Thursday March 20, 2008 7:45 a.m. I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES - August 16, 2007 meeting IV. OLD BUSINESS A. Development Update B. Recap of Annual Business Breakfast V. NEW BUSINESS A. Sub Area #1 Redevelopment Proposal VI. CHAIRMAN'S REPORT VII. ADJOURNMENT VILLAGE MANAGER Michael E. Janonis VILLAGE CLERK M. Lisa Angell Phone: 847/818-5328 Fax: 847/818-5329 TDD: 847/392-6064 www.mountprospect.org Any individual who would like to attend this meeting, but because of a disability needs some accommodation to participate, should contact the Community Development Department at 50 S. Emerson, Mount Prospect, IL 60056, 847-392-6000, Ext. 5328, TDD #847-392-6064. MAYOR Irvana K. Wilks VILLAGE MANAGER Michael E. Janonis TRUSTEES Timothy J. Corcoran Paul Wm. Hoefer! Arlene A. Juracek A. John Korn Richard M. Lohrstorfer Michael A. Zadel Village of Mount Prospect Community Development Department 50 South Emerson Street Mount Prospect, Illinois 60056 VILLAGE CLERK M. Lisa Angell Phone: 847/818-5328 Fax: 847/818-5329 TDD: 847/392-6064 www.mountprospect.org MINUTES ECONOMIC DEVELOPMENT COMMISSION Executive Conference Room, Village Hall Thursday, August 16, 2007 8:00 a.m. The meeting of the Economic Development Commission (EDC) of the Village of Mount Prospect was held on Thursday, August 16, 2007 in the third floor Executive Conference Room in the Village Hall, 50 South Emerson Street, Mount Prospect, Illinois. CALL TO ORDER Chairman David Lindgren called the meeting to order at 8:00 a.m. Commissioners Tom Castagnoli, Bruce Gillilan, Tom Lowe, Skip Robertson, and Ben Trapani, were present. Commissioner Ken Fritz was absent. Also present was Bill Cooney, Director of Community Development. APPROVAL OF MINUTES The minutes of the June 21, 2007 meeting were reviewed and approved unanimously. OLD BUSINESS Development Update Mr. Cooney provided an overview of the status of several developments throughout the village. He stated the Village recently approved a twelve unit row home development at 701 E. Prospect Avenue and is considering another row home project for the southwest corner of Elmhurst and Prospect Avenue. He stated that the Boulevard Cafe has proposed opening a small restaurant at the southeast corner of Pine Street and Prospect Avenue. He also advised the Commission that the Village Board was in the process of reviewing multiple redevelopment options for the small triangle area. Mr. Cooney asked Mr. Castagnoli to provide a brief overview of the redevelopment potential for Randhurst Mall. Mr. Castagnoli indicated that they were currently meeting with the various tenants on the property to determine the needs of each tenant. He was optimistic that the final plan will be ready for public discussion by the end of the year. Promotional Videos Mr. Cooney stated that the promotional video project was currently on hold as the Village Staff reviewed an overall marketing plan concept for the Village. He stated that his staff was working with staff from the Village Manager's Office to incorporate a more comprehensive marketing strategy for the Village and that he would report back as soon as he had more information to provide the Commission. Commercial Garbage Contract Mr. Cooney stated that Public Works Staff is finalizing negotiations with the various garbage vendors to provide a single commercial garbage contract for businesses in the community. He expected this matter would be brought forward for discussion by the Village Board at one of the August Committee of a Whole Meetings. Commissioner Gillilan requested that Staff provide the Commission with detailed information regarding cost to businesses and that EDC could ultimately be a champion for the program assuming that the overall costs were reduced for the business community. NEW BUSINESS Annual Business Breakfast Mr. Cooney stated that the Bristol Court Banquet Facility was reserved for the October 18 Annual Business Breakfast. The format of the meeting would be similar to the meeting from 2006 and will began at 7:30 a.m. Chairman Lindgren would act as emcee for the event with the Mayor providing brief welcome remarks and Mr. Cooney providing an overview of business activities in the community through 2007. There was general discussion about the appropriateness of having Casto make a presentation regarding Randhurst redevelopment. Mr. Castagnoli indicated that he would discuss this with Brett Hutchins from Casto to see if they would be in a position to do such a presentation at the October 18 meeting. Mr. Lindgren asked that all businesses that currently have business licenses in the village would be sent an invitation to the event. CHAIRMAN'S REPORT None ADJOURNMENT The meeting was adjourned at 9:10 a.m. Respectfully submitted, William J. Cooney, Jr., AICP Director of Community Development C:\Documents and Settings\kdewis\Local Settings\Temporary Internet Files\OLK6B\August 16.doc LVlo11nt Prospect Chair: Dorothy Kucera Vice Chair: Judy Thorne Members: Skip Farley Janice Farley Lorrie Huber Mike Karsen Cindy Kiel John Korn Gary Randant Denise Rano Maura Reschke Paul Seils John Sibrava Mary Ann Sibrava Felicien Sirois Rachel Toeppen Irvana Wilks Mount Prospect Sister Cities Commission 50 South Emerson Street Mount Prospect, Illinois 60056 847.392.6000 AGENDA SISTER CITIES COMMISSION March 20, 2008 Village Hall Community Center 50 S. Emerson Street 5:30 p.m. I. Call to Order II. Approval of minutes III. Speaker - Village Finance Director, David Erb IV. Old Business 1. Report on Evening With French Consul General Jean Baptiste de Boissiere - Felicien Sirois 2. "Wheelchairs for Peace" donation - Rachel Toeppen 3. Events a. April 24 - Potluck dinner report - Judy Thorne b. French Market - Gary Randant c. 4th of July Parade - Gary Ranant and Mike Karsen d. July 14 - Bastille Day Band Concert - Judy Thorne e. July 16 - Family Festival M.P. Library/Mary Anne S. f. Oct 26 - Nov2 - Musical Play/Sevres - Denise V. New Business VI. Adjournment Next Meeting: May 15, 2008 www.mountprospect.orf.!/sistercities sistercities(jiJJ11 0 untprospect. 0 rg MINUTES VILLAGE OF MOUNT PROSPECT COFFEE WITH COUNCIL SATURDAY, March 8,2008 9:00 A.M. Village Hall Community Center The meeting convened at 9:00 a.m. Those present were Mayor Irvana Wilks, Trustees Arlene Juracek and Tim Corcoran. Representing the Village were Assistant Village Manager Dave Strahl and Human Services Director Nancy Morgan. Residents in Attendance Carol Tortorello Andy Skic Randy Werderitch Rodger Kruse Larry & Joan Schrambeck Louis Bowers Paula Matzek Nancy Wagner Kendy & Tom Psihigios Richard Banas David Schein South Elmhurst Avenue North Owen Street East Thayer South Louis Street Azalea Place Boxwood West Fairmount Place Azalea Place North Wille East Birkshire NaWaTa Avenue Carol Tortorello, South Elmhurst Avenue observed that the Des Plaines fire station, located at Central and Wolf, is very close to our fire station. Mr. Strahl pointed out that Des Plaines is on the west and ours is on the east side of the train tracks. Trustee Juracek said she would ask Chief Figolah to address this issue in future presentations. Mrs. Tortorello inquired about Mount Prospect exploring secession from Cook County. It was explained that this would be a complex process involving pro rata debt, forest preserves, etc. Mrs. Tortorello commented on Chicago's pothole machine. Andy Skic, North Owen Street had nothing. Randy Werderitch, East Thayer asked if it was possible to send multiple vehicle stickers registered to one address in one envelope as opposed to using multiple envelopes. Trustee Juracek surmised that it may be an automation issue, but the Village should check into it. Mr. Werderitch asked about the turn restriction from Menards and was told it was to eliminate cut through traffic in the neighborhood. This issue should be sent to the Safety Commission and/or involve the Traffic Study. Mayor Wilks asked about the Fire Alliance and Mr. Werderitch said donations were good. Rodger Kruse, South Louis Street wanted to know how the Village would enforce the proposed Cook County vehicle sticker program and was told tickets would be issued to non- conforming vehicles. Mr. Kruse discussed installation of cameras in the parking deck in light of the 2/29/08 graffiti. Mr. Strahl said that in the four years the deck has been in operation the cost of cameras has come down and with the proposed upgraded phone service cameras will be considered. Mr. Kruse observed Chase Bank employees parking behind Oberweis Dairy. Although this parking lot is patrolled, the Police Chief will be informed. Louis Bowers, Boxwood had several observations or questions. 1) The area in front of Costco is not pedestrian friendly. 2) Mr. Bowers wanted to know if the Village could do anything to curb our collected plastics from being shipped as non-reusable recycled plastic overseas to be burned. Trustee Corcoran will look into this. 3) Many homes have missing or unlighted address numbers which made it difficult to locate the winning Christmas decorated homes. This issue could be added to the sidewalk inspector punch list and a cable show should be developed. 4) Mr. Bowers was concerned about a large amount of dog droppings on the private property at 600 Greenwood. This will be referred to Community Development. 5) Mr. Bowers would like the Yellow Phone Book deliveries stopped. Paula Matzek, West Fairmount Place is a member of the Mount Prospect Bike Club, and she would like to promote safe and friendly cycling and walking. It was confirmed that pedestrian flow will be incorporated into the new Randhurst Development. She discussed the difficulties crossing Rand, 83 and Kensington as well as all along Golf. This issue would be sent to the Safety Commission for review. Nancy Wagner, Azalea Place is also a member of the Mount Prospect Bike Club and agreed with the walking and biking concerns stated above. Mrs. Wagner would prefer an annual trash bill of $75 as opposed to the current $25 three times a year. Mrs. Wagner and her friends enjoyed the snow sculpture event, and she was interested in the public sidewalk cost share replacement program. Kendy & Tom Psihigios, North Wille were interested in the plans for the triangle development. A general discussion took place and residents were encouraged to attend Tuesday, 3/11/08 Board meeting or view the plans on the web site. They wanted to know what would happen to the property once the school house was moved. They were told the church will either expand or build a parking lot. Richard Banas, East Birkshire wanted to know when Emerson St. would be redone and was told the work would begin mid 2008. Mr. Banas was very pleased with Public Works snow removal and pothole repairs in town. David Schein, NaWaTa Avenue had nothing. As there was no more business to address, the meeting was adjourned a 10:30 a.m. Respectfully Submitted: Nancy Morgan Human Services Director H:NLOUcoffeewithcounciI3.08