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HomeMy WebLinkAboutCOW Meeting Packet 10/12/199341 DEPUTY VILLAGE CLERK ALL N, 17 COMMITTEE OF THE WHOLE AGENDA Meeting Location: Meeting Date and Time. Mount Prospect Senior Center Tuesday, October 12, 1993 50 South Emerson Street 7:30 P.M. CALL TO ORDER - ROLL CALL ACCEPTANCE OF MINUTES OF AUGUST 24, 1993 AND SEPTEMBER 14, 1993 111. CITIZENS TO BE HEARD IV. CHRISTMAS TREE DISPOSAL POLICY Last year, the Village decided to require live Christmas trees to be disposed of through the Village's waste hauler. Residents were required to place yard waste stickers on the trees. The refuse hauler was then responsible for picking up tagged trees and disposing of same in an environmentally acceptable way; i.e., not in a landfill. Unfortunately, last years approach appeared to be less than successful. Many trees were placed at the curbs without tags and were subsequently hauled away and landfilled. This years program should be discussed with elected officials to determine the best approach. The attached memorandum from Solid Waste Coordinator Lisa Angell outlines the past history of the program, highlights some of the problems we experienced last year and proposes a series of options. Appropriate staff will be in attendance to discuss this item. V. SINGLE-FAMILY HOME CONVERSION ORDINANCE During the recent review of the Zoning Code, Trustee Paul Hoefert expressed his desire to see the Village more closely regulate the conversion of single-family homes into multiple dwelling units. Trustee Hoefert indicated that there appeared to be a number of single-family homes that, over the years, had been converted into two -flat apartment buildings. It was noted that such conversions were not permitted as part of the Zoning Code, and it was recognized that most of the existing conversions had taken place many years ago. Initial discussion by Board members indicated a desire to consider controls that would clearly prohibit future conversions and would provide a mechanism for removing the existing non -conforming uses over a reasonable period of time. It was noted that th in-law and tempon would be limited to: been created. Staff has conductec procedural issues s Approoriate staff, a evening's discussic VI. MANAGERREF? KT VII. ANY OTHER gUSINES VIII. ADJOURNMENT EXECUTIVE SESSION - Propo ,h of the controls was not interred to affect reasonalble )arder situations. Rather, th focus of the regulations ons where distinct, separate ,ar i self-contained units had ninary research regarding this Matter. Several policy and P" be discussed as a precursor to drafting a final Ordinance. with Buzz Hill, will be ini atten4ance to help facilitate the is rty Disposition and Litigation 1 MINUTES COMMITTEE OF THE WHOLE' AUGUST 24, 1993 CALL TO ORDER The meeting was called to order by Mayor Farley at 7:36 p.m. Trustees present were: George Clowes, Timothy Corcoran, Richard Hendricks, Paul Hoefert and Michaele Skowron. Trustee Irvana Wilks was absent. Also present were: Village Manager Michael Janonis, Assistant to the Village Manager Dave Strahl, Planning Director David Clements and Finance Director David Jepson. Ill. ACCEPTANCE OF MINUTES The Minutes of the Committee of the Whole meeting of August 10, 1993 were accepted and filed. Ill. CITIZENS TO BE HEARD There were no citizens present who wished to be heard, IV. REVIEW OF REVISED ZONING ORDINANCE Mayor Farley presented an overview of the past meeting discussions and indicated that the two main topics left for discussion were: 1) Status of ZBA as a final or recommending body and, 2) parking requirements in residential neighborhoods. Dave Clements explained that presently the ZBA is final on all Variations of 25% or less. Anything over 25% goes to Village Board for review and final action. The proposal is to make ZBA final on all Variations and provide a simple appeal process that would allow any individual to appeal the ZBA decision to the Village Board. The proposal is designed to streamline the Variation process while affording interested partes the right to have a "case" heard by the Village Board. i Mayor Farley requested comments from Board members: Trustee Skowron, (a former member of the ZBA), Comm,' ented that Dave Clements did a good job summarizing the recommendation of toe ZBA. The goal of the changes was to speed up the hearing process w/dile providing adequate safeguards so that all interested parties could be herd. A` majority of ZBA members were comfortable with the recommendation Mayor Farley asked if a'member of the Village Boardcould filean appeal if they did not agree with the outcome of a particular case. Dive Clements responded that any person could file an appeal. Mr. Clements also indicated that the Code provides for an annual meeting so that the Village Board and ZBA could discuss issues, trends and philosophical differences. Mayor; Farley stated he was concerned about the W4 ofyear that such a joint meeting might take place. He felt it is possible that the BA could be of a different mind during a construction season and the Village Board could review the ZBA decisions after. the construction season to determine a different course. However, o/ since the appeal option, is in place, the likelihood of such a difference would be somewhat remote. 21, Trustee George Clowes indicated he was agreeablewtith ZBA recommendations because of citizen appeal process. lie stated he is satisfied with the proposed revisions to the Zoning Ordinance. Trustee Hendricks stated his strong preference is that all appointed bodies be limited to making recommendations that would be reg i ed by the Village Board. He referenced the Sign ;Review Board as an example rf a body where decisions are final. Trustee Hendricks disagreed with the apprrY, and was against the proposed change. The Mayor stated he wascomfortable-with the safegu rds as proposed and the Village Board's ability to control controversial decisions. Trustee Hoefert indicated that many of the proposed changes in the Code should reduce the overall number of Variations. He is philosophically, opposed to ZBA being final in all cases,, the current 25% limit is suffic4nt' and feels that difficult cases should not be sped up so as to allow for citizon/Iiiinput. 31 Trustee Corcoran agreed with Trustee Hoefert and stat the Village Board should be final in most cases. ;He does not want to influenr.e notherbodyand agrees with the current standards. ; -2- Village Manager Jannis indicated that Trustee Wilks, who was absent, wanted a statement she wrote read into the record. The statement indicated that Trustee Wilks believes the current procedure is adequate and the Village Board should remain final in most cases. The present time frames for hearing cases are not a problem. Trustee Hendricks stated he was opposed to ZBA being final in any manner and believes the ZBA should be returned to a recommending body only but could accept the status quo. The Mayor indicated that a majority of Board members had expressed a desire to keep the ZBA as a recommending body with the 25% rule as the only exception. Mayor Farley brought up the discussion of off-street parking in residential districts. Dave Clements gave a summary of parking restrictions. Questions about recreational vehicle descriptions, separates commercial vehicles and larger trucks which require special permit, separate recreational vehicles and other vehicles to address concern at last Committee of the Whole meeting. Trustee Hendricks indicated the proposal does not address the concerns about r.v. parking being prohibited. He is in opposition to r.v. parking and does not want it allowed. Only wants a clarification prohibiting recreational vehicle parking not this change proposed by Dave Clements where recreational vehicles and other vehicles are defined. Trustee Hendricks asked at the last Committee of the whole meeting if there was any clarification of the issues of recreational vehicle parking in residential areas contained within the new Zoning Ordinance. He feels this change should go back to ZBA for their input and it can consider this change along with the overall Ordinance change. Village Manager indicated the memo from Dave Clements was directed by the Manager after discussions with Attorney Hill. Current Code allowed for some interpretations. The memo clarified some gray areas. Mayor Farley indicated that Trustee Hendricks has been consistent in opposition to recreational vehicles and the Village Board has been consistent against Trustee Hendricks concerning this issue. I do not want to send this change back to ZBA for review. Trustee Skowron indicated she did not recall any direction to expand definition at ZBA. She is sympathetic to citizens who have to view recreational vehicles for lengthy periods of time. She stated that each time this comes to the Board, the Board has not changed its position. She believes recreational vehicles should be inconspicuous and believes there is some merit to define. - 3 - j, i Trustee Corcoran agreed with appearance problems and has not received citizen complaints in order to address this siltuation. Trustee Clowes stated he can understand citizen cone ,n s, maybe the Board could look at vehicle height restrictions. Concerned about erfforcement issues related to recreational vehicle parking and zoning questions which recreational vehicles may create, such as set backs, etc. 'This formalizes the positirn of ;the Board. Trustee Hoefert indicated he was not aware of a high i,lvel of complaints. This issue has been discussed numerous times in the pasf and has not been short changed. He recalled Trustee Hendricks bringing this Op many times even prior to being on the Village Board. Storage of recreatioi al, vehicles .off personal property is probably a problem. Currant language is fire, If issue does flair up, we can possible look at it again at that time. Trustee Hendricks stated he truly believes in this issues We have heard of front yard set back, look at side yard set back requirernents"s nd recreational vehicles should be included in set back considerations. The � X tinge legalizes this issue. Other cities do not allow why does Mount Prospect Vie, believes this to be an erosion of the Zoning Ordinance and it must be;stoppe 1. Mayor FaHey indicated that Mount Prospect did at oneAime prohibit recreational vehicles but changed policy. Prohibition is not universal. Citizens should be allowed to use recreational vehicles in this fashion. Trustee Hendricks pointed out that if Kimball Hill has dPrestricted covenant they can supersede the Village board which appears to bei-message to consider in prohibiting recreational vehicles. Miscellaneogs Trustee Hoefert indicated that many times we locik'athardship issues and determine what a hardship is. However, where in the Ccda is hardship defined as conditional use is; for example. We !should define ha r 9ship toyassist citizens in determining whether they should proceed with the Va nce request. Trustee Hoefert has a question about a case before thio ZBA about �a garage on Elmhurst Avenue. The Code may be too restrictive based on required set backs which are based on a typical 50 foot lot. In this case, thie lot is �5 feet in an area with mostly 50 foot lots. ',Maybe we should consider ex' pandingi definition. i Dave Clements stated most older subdivisions have a predominance of 50 foot lots and the Variance process is designed to address this difference. - 4 - Trustee Hoefert suggested a standardized definition of lots to streamline the process at the time of Variance. Dave Clements will review Zoning maps to determine a standard lot size to return to the Board. Trustee Hoefert stated he understood the Board was not going to hold up this change pending a discussion on non -confirming uses, but would like this issue addressed, since I want discussion to occur. Mayor Farley stated there were no more miscellaneous items to be discussed regarding the Zoning Ordinance. The time table will be a first reading on September 7 and second reading on September 21, only if desire of Village Board to move faster to continue discussion until September 21. V. DEPARTMENT REVIEWS - FINANCE DEPARTMENT Mayor Farley indicated this was the first of a series of discussions regarding review of Department operations. Village Manager Janonis had proposed these Departmental reviews be held prior to the budget process. His intention is to have all Departments provide overviews to assist the Village Board in understanding Village operations to address upcoming budget shortfall. Finance Director David Jepson gave a presentation of the Finance Department Review. He pointed out that services are internal services among Village, gave an overview of Department activities, internal reports, municipal finance issues, listing of activities of the Department. He proceeded through the booklet which was made available to the Village Board. He explained the philosophy of investments have provided funds which are not necessary in taxes and fees. Village Manager Janonis pointed out permits/licenses and follow-up and high collection rates. Dave Jepson gave highlights which will have to be addressed for the future include: (1) full accrual accounting; (2) Cook County assessment practices; (3) total tax burden on Mount Prospect residents; (4) unfunded State and Federal Mandates and (5) Accountability for government services. Mayor Farley expressed the Village Board's opinion in that they are grateful for the services provided and gave credit to the Finance Commission and Department for working together. Trustee Corcoran asked if there are any non -paper processing opportunities available to reduce costs. - 5 - Dave Jepson responded that he uses a lock box and will see if some of the new technology could improve the situation in the future. We, also use some electronic transfer of funds. Trustee Hoefert stated the Village is mucky to have the quality of people we have and gave credit to the Department members. He a►so made a comment on electronic transfer of vendor checks as to where we q,,,e at this point. Also, has the Village reduced debt service due current rates f Dave Jepson stated that he is looking to bid out banking services and RFPs will be developed to look at electronic transfers during November along with our i banking services. Investment income has decreased end there has been some reduction of debt service refinancing. Trustee Hoefert asked if there is anyway to estimate revenue far vehicle licenses. Dave Jepson responded that it is difficult to determine amount of vehicle stickers due to inaccurate State records. Trustee Skowron stated that the Finance Department doles'a good job and realizes the limited space of Village Hall. She also stated thatit is difficult to be efficient when people are so close together. is Trustee Clowes commented that the Department does an excellent jab; likes the way issues are developed, is interested in comparison 6f Finance Departments to other towns and questioned how can we have a law number of customer service employees. There is'a problem of unfunded mandatashave affected the Village. Dave Jepson responded that it is because of the perfc(Tmance"of employees; we do more for less in Mount Prospect. i Trustee Hendricks complimented the staff and indicated that the Finance Commission does a very goad job. Village Manager Jannis stated the focus is on what departments do not what they cannot do. Service demands are changing. He asked for'inputfrom Village Board' for revisions in presentations. i Mayor Farley stated the information was very good Trustee Hoefert pointed out Village Hall deficiencies exist and a spaceplan review could !provide some insight to provide a staff review deficiencies in building. 6 VI. ANY OTHER BUSINESS Parking Restrictions at Lions Park School Trustee Clowes brought up the issue of parking around Lions Park School. There is some confusion with Safety Commission and asked that it be brought back to the September 7 Village Board meeting. Village Manager Jannis indicated the principal and PTA are aware of issue and reiterated this would be brought back on September 7 Board meeting. Mayor Farley suggested official notice be sent out about decision coming up at that meeting. Cable Increase Trustee Corcoran brought up the memo from Cheryl Pasalic regarding TCI price increase. Communications Administrator Cheryl Pasalc indicated the rate increase takes effect September 1. The letter received today indicates a rate increase in apparent violation of FCC rulings, rate for basic fee is frozen until November 15 but TCI can move up to allowable amount until November 15. The increase is for additional services FCC has allowed cable operators to provide. Fee increases must be noticed due to Franchise Agreement but do not have to meet time frames in agreement because of limited penalties. Trustee Corcoran thought a partnership was established. TCI has surprised us and just as additional equipment required. Cheryl Pasallc indicated rebroadcast agreements are almost completed. Trustee Corcoran if there was a possibility of debating the price increase. Trustee Skowron indicated we should use cable television channel to explain changes/increases. Village Manager Janonis responded that we can use television but it is difficult to determine details of agreement. Village ManagerJanonis reported that there was minor damage from storm. Some flood improvement areas called in to tell the changes worked. - 7 - VII. ADJOURNMENT r There being no further business to be discussed, on a oiion by Trustee Hoefert and Seconded by Trustee Corcoran, at 10:12 P.m., ;was MOVED to go into Executive Session todiscuss Property, Disposition. There being no further discussion, the Executive Session ended at 10:47 p.m., and the regular meeting of the Committee of the Whole a adjourned at 10:48 p.m. Respectfully submi to 0 A DAVID STRAW. Assistant to the 'Village Manager DSlrcc i i v. i MINUTES COMMITTEE OF THE WHOLE SEPTEMBER 14, 1993 CALL TO ORDER The meeting was called to order by Village Manager Michael Janonis at 7:40 p.m. Present at the meeting were: Trustees George Clowes, Timothy Corcoran, Paul Hoefert, Michaele Skowron and Irvana Wilks. Absent from the meeting were: Mayor Gerald Farley and Trustee Richard Hendricks. Also present were: Assistant to the Village Manager David Strahl, Public Works Director Herb Weeks, Deputy Public Works Director Glen Andler, Solid Waste Coordinator Lisa Angell, Mel Both and Jerry McIntosh, Public Works personnel, Finance Director David Jepson, Police Chief Ronald Pavlock, Crime Prevention Officers Bill Roscop and John Wagner. On a Motion by Trustee Irvana Wilks and Seconded by Trustee Hoefert, Trustee Timothy Corcoran was unanimously voted as President Pro Tern for the meeting. 11. MINUTES A Motion was made by Trustee Corcoran for acceptance of Minutes of August 24. Trustee Hoefert asked to defer Minutes until clarified and Trustee Skowron pointed out the date is wrong. Motion was withdrawn. Review in detail for next meeting. Ill. CITIZENS TO BE HEARD Ms. Laura Rushke, 606 Na-Wa-Ta, approached the Board to discuss the Park District/School District. She said that citizens should voice opinion and asked whether the land was for sale before School District asked about property. What does Village mean by swapping? Effect of land not as open land on all residents - study? Wants to see the original contract - has not received; not the same notice as School District residents. What can the School District not use Lions Park? Trustee Corcoran read the Village's statement regarding the Park site. IV. j Pat Wolf, 810 South William, stated that the School District is desperate to find a site. This hurts the Village Board. She submitted i Petition signed by 100 residents of Mount Prospect and Des Plaines to keelthe site as. a Park. No notification has been given to the public. Park is i, flood plain. They are concerned about flooding into personal property. Traffic study has increased and with school, traffic will be increased further. More consideration is necessary. i Don Maxwell, 632 South Edward, stated that if new schools are necessary, this site will kill the Referendum. He does not want to lose he park to a school. He feels property values will be affected with a park site lrersus a school. Where would the school have gone if the previous referendum had passed. Trustee Corcoran stated that the Village Board and other Boards are considering all comments and a copy of our tape would go to othe/ Boards. i Trustee George Clowes stated the Village Board did n�t release the information on the School site. The decision to release the. information as made by the School Board itself. The School Board has the ultimate decision on the site. i Resident Pat Wolf said School District 57 has the ultimate decision but if the Village does not sell the site to them, then, construcd6p' of a school on this site would not be an option to the School District. "R Trustee Hoefert stated that if the School site was under consideration then the Village would have a Public Hearing to determine crtizin input. , There would be no closed door meetings or approvals of selling this site to the School District without such input. FUGITIVE MOUNT PROSPECT i Trustee Wilks said that she had seen a similar program in Florida while on vacation which prompted her to write the memo requesti g the staff investigate the possibility of starting such a program in Mount Prospjot., She also stated that based on the information of the, program in Florida, the 'rogram only had been on for one week and had already caught two fugitives. Thi; program would be taped for replay. Trustee Wilks has talked to the appropriate sff that would be involved in such a project. .Follow-up comments from the staff hive been positive. There would be a dedicated phone line for recording calls from citizens. i General discussion followed among the Trustees. Oro/I f the questions that was raised was the start-up cost. Cheryl,Pasalic stated that the only additional cost she could arrive at would be the cost of the dedicated phone line. t 2 - Chief Ronald Pavlock stated he thought it was an excellent idea and it would improve crime prevention. He thought that the cost could be minimized and there would not be any expenditure of Police overtime for putting together the program by rearranging the work day. Officer Bill Roscop felt that the program idea fits into the overall crime prevention program as established by the Village. He also stated that it was a good idea to focus the program to Mount Prospect residents. Many times the local newspaper may not provide the coverage necessary to focus on crime prevention aspects necessary that this program would provide. Officer Roscop also stated that he thought the program should initially be approximately ten to fifteen minutes and did not necessarily have to focus only on crime. It could also talk about prevention tips and other information for the public. Then after, the program could expand based on the amount of information available. Trustee Hoefert said apparently the cost is minimal. He questioned the fact whether we had enough fugitives to justify running a lengthy program or not. Chief Pavlock stated he would prefer a shorter program at first due to short staff and full program. Officer Roscop stated that we could include bond jumpers and other individuals that would have connections to Mount Prospect. Village Manager Michael Janonis stated that we could utilize a wider audience to determine interest and expand over time by starting small. Trustee Corcoran asked whether it would be viable to check with any sponsors to help defray any possible costs. Cheryl Pasalic stated they are bound not to get sponsors for paid -for -public access programs but there is a possibility to solicit donations. Trustee Corcoran stated whatever options for additional revenue he would be interested in. Trustee Wilks thanked the staff for their support and stated that any money saved in crime prevention is well worth the program itself. This program would give the residents an opportunity to identify the bad guys and it is important to stress that crime is not running rampant in Mount Prospect. Chief Pavlock stated that they are always looking for new ideas. - 3 - G Resident Ernie Lassie at 305 South Elm spoke. He stated that he cannot understand why tete Village Board is so concerned about spending $1300 for a program when they hired theAssistant Village Managii� when the position does not show up in the budget document. Village Manager Michael Janonis stated the Assistant position was budgeted for an :approved by the Village Board. The document tha(,Mr. Lassie is referring to appears to be the ;draft budget. i, Trustee Corcoran stated that every item has to be funddd and approved by Board approval. v V. DEPARTMENT REVIEWS- PUBLIC 'WORKS DEPARTMENT Village Manager Michael Janonis stated that the purpoe of these meetings with the Departments is to provide basic unformation: and 0iucate the Village Board about the Department operations in preparation forupcoming Budget Hearings. Public Works Director Herb -Weeks stated he appreciate the opportunity to provide insight into the Public Works' operations. He state, that the Public Works Department operates as a true Public Works DepartmOnwith all employees cross - trained thereby creating a labor force, that is very flexible. Adding additional services and programs would create a drain on ;resources based on the level of staffing that the Public Works Department current has, Staffing levels have not changed in five vears according to the Park Ridge suK°tey. Public Works Department let 30 contracts which amois to approximately $15 millionin Public Works projects over the last fiscalyear ,Some of these contracts included water and refuse. The mission of the Public Works Department includes preserving the infrastructure, therefore, they have to work with', at least 22 other governmental agencies and adhere to numerousunfunded Mandates which have stressed resources. Village Manager Michael Janonis pointed out to the �✓iI)age Board on page 11 of the report showing the staffing levels which have no%change;d in .the last five years. This points out that the Public Works Departrxi°nt is getting more out of employees without adding employees for services. Trustee Hoefert stated this appears to b question, What is being'done about the $ a lot of material. He also asked the q old well sites, Can we sell these off?" 41 Herb Weeks stated that"under the JAWA requiremenls,/�he Village must maintain a reservoir to supply needs. Therefore, if JAWA goes d6wn, they are able to draw from the wells. For example, they test the wells everytwo months to make sure they are in operating order so that not all well sites are viable for selling. The Village also turns over all the water in the storage tainl�s every two days. - 4 - Trustee Hoefertsaid are any sites capable of being sold. Herb Weeks stated that not all sites have buildable mapobUdiem, thenahore, their value would bevery limited. Trustee Homfertaahed if JAVVA goes down. how long a supply dues the Village hove? Herb Weeks stated he could provide water to the Village for two weeks. Michael Jmnnnksstated thotJAVVA is looking at emergency alternatives tnwells because they have decided that wells are not the long-term solution for emergency situations. They are also looking otinterconnections. Trustee Hoefert asked what are the costs of repairing wells that have gone bad. Herb Weeks stated that due to the depth of the wells, they can easily be fowled and the maintenance cost is substantial. He also stated that the Village has limited interconnects with Des Plaines and Arlington Heights for additional water if necessary. Michael Janwnimreminded the Village Board the interconnects cannot supply the entire town. They are for limited use only. Trustee Wilks stated that she noticed the point brought up in the report about the problems otVillage Hall. Herb Weeks stated that when the Village purchased the building from its original ovvner, the banh, numerous changes were mode to construct offices. Since the building is being used for a purpose it was not designed for, it has stressed the heating and air-conditioning system and the system itself ina|nhoed3Oyears old. There is o substantial cost in maintaining and repairing the heating and air- conditioning system. Many windows leak and they have major heat transfer problems due to the size ofthe windows. Trustee Hwefertasked if the Village staff had looked into the possibility ofhiring espace planner tpreview the utilization of space inVillage Hall. Herb Weeks stated that much pfthe equipment in the Village Hall is obsolete and there are numerous deficiencies. |tiadifficult bodetermine where hoshould start in trying to address some of these problems. Trustee Skmaron stated that many things need to be looked at and possibly upgraded inthe review ofthe Village Hall. - 5 - Michael Janonis stated that the intention was not to talk exclusively about the Village Hall but the other services that Public Works privides. Trustee Wilks asked how recycling was working in the multi -family dwelling units. Lisa Angell stated that they are receiving approximately�0°k participation. Some of the larger complexes they have limited cooperation.,,,,,,,,,,," he is working an same 11 of the problems attributed with multi -family recycling spa ii ally with contamination of materials due to mixing of materials. Trustee Wilks asked if the size of the containers are still a problem as before. Lisa Angell stated that the container size has been solvl but there are problems with people taking the containers when they move out bf the apartment. Trustee Wilks complimented the staff on the recyclin, program itself and has noticed that other communities have used Mount Pra' as an example of a responsive recycling program. Trustee Wilks also askiad%how the public education is going. Trustee Hoefert stated that since Mount Prospect wa one of the leaders, they must maintain that lead over the other cities. He suggested in taking the lead with contract negotiations next year. He also asked the staiff # consider including other materials in negotiations of the contract including scrap metal and construction debris, ireasLisa Angell stated that she is interested in looking at allof!waste in order to reduce the waste stream; i Trustee Clowes questioned the cost of the recycling 1program and specifically where the $29,000 comes from as pointed out in the rdport. Lisa Angell stated that the $29,000 is the average netlecovery from the sale of recyclable materials. Trustee Clowes asked what is the avoided cost of the recycled materials compared to the cost of landfilling the materials. i Lisa Angell stated it was approximately $26 per ton �. Trustee Clowes asked if that cost figure is based on th ' cost of avoidance of the material as if it was landfilled. Lisa Angell stated it currently costs more to recycle thalandfill. The Village will receive a diversion credit from SWAMCC when SWA NG comes on line. i - 6 - i i Trustee Clowes asked if the Village staff had any idea about the fee paid to SWANCC. Lisa Angell stated that it may cost more for SWANCC compared to landfilling it. However, it is anticipated that it will become cost effective over time. Trustee Corcoran stated that it appears as if the rate for SWANCC is very -close to the commercial rate. The Transfer Station is the long-term cost which is paid for over time. Trustee Skowron said the program reflects Mount Prospect's commitment to residents. It might be a good idea to provide the residents with information about where to send their waste in the future and opportunities to recycle. Lisa Angell stated residents are provided a complete list of available recycling sites in the northwest suburbs. Trustee Corcoran stated that the staff should consider reviewing the hauling contract and focusing on three years or longer or to amortize costs over time. SWANCC should provide draft language for other participants in the organization and look at economies of scale with other towns. Allow SWANCC to provide any information Mount Prospect may need in order to take some of the burden off the Mount Prospect staff. Lisa Angell stated that SWANCC has improved services recently in this effort. Trustee Corcoran stated that hopefully there will be no duplicated effort and the staff should be especially aware of avoiding this possibility. Lisa Angell stated that she does not know whether there are any duplication of services, however, much of the money is going into education at schools and trying to get the residents at the most basic level to participate in recycling. As far as she knows, there are no duplicated efforts in terms of education. Village Manager Michael Janonis stated that one of the areas of interest was the multi -family educational materials has been provided in different languages in an effort to reach all residents. Trustee Wilks said she had toured the Transfer Station and asked whether there was any kind of good neighbor agreement in order for residents to check off concerns with the facility. As part of this check off, the wells could be tested for base line contamination., She also asked that the effect of the SWANCC charges would have on the budget to Dave Jepson. - 7 - Dave Jepson said they are looking to firm up the figurosIt this time and it appears that a large increase is on the horizon. However, there; are some possibilities of cost offsets and will refine the figures in the near future In order to prepare for the budgeting process. Trustee Wilks stated it was her understandingthat�SWANCC is looking at residential and commercial waste to reduce the cost of,the capitalproject of the Transfer Station. Lisa Angell stated that as far as she knows at this time,"the focus is on residential only with the anticipation of adding commercial as n+:cessary. Trustee Corcoran thought it was a good idea to bring as much waste as possible and to lower the cost of the facility. Trustee CorcorarY'suggested that we bring Public Works back for another night since there is quite a bit of material yet to be gone over. VI. APARTMENT COMPLEX ISSUES - POTENTIALFUNI,'ING MECHANISM i Trustee Corcoran stated that it was his understanding that the staff is looking into a Special Service Area for apartment services funding at,the preferred mechanism to fund additional services. T Village Manager Michael Janonis stated that the funding proposal is to address concerns that are occurring in the south end of towrY The Village Board has attempted to address some of these problems through three additional Police Officers. The staff has created an �ntemal task' forci to look at the problems concentrating on reviewing occupancy limits and propeFtly maintenance issues. It was found through this review that in order for the services to be provided, there needs to be a means to fund the necessary services This funding mechanism of creating the Special Service Area was brought up tonight primarily because it must be in place by the end of the year. The Village Board Mas theoption of creating a Special Service Area anddetermining the use of the funds ata later date. The staff will track all expenses to justify the Special Service Area. i Dave Jepson stated the mechanism for the Village Boto adopt the Ordinance includes a Public Hearing and a publication of the Notr+ in order for the persons in the Special Service Area to have an opportunity tD Voice their concerns. Residents in the Special Service Area can terminateif Service Area option if they have 510 of the signatures of the registered voters and X51 % of the signatures of the property owners within the Special Service Area. This proposal has been reviewed by the Village Attorney and rn/Oets all necessary legal requirements for creating a Special Service Area. This i� a' different type of District which is typically created. - 8 - Itisusual for most Special Service Areas tobwcreated to fund Capital Improvement of just services. To meet the necessary deadline inorder for this Special Service Area hzget pnthe Levy for next year, itmust be completed by the end ofthis year. Therehono, we are presenting the proposal tonight with e Public Hearing on Tuesdoy. October and itis projected the Ordinance will approved at the second reading on December 7. Based on this time frame, the Village should begin receiving funds from the Special Service Area in late August or September of 1994. Based on the review of the value of the property contained within the Special Service Area, itisexpected anaverage ofevery $.10 per hundred would generate approximately $48,000. The current Landlord/Tenant fee oYN7.O0per unit was put in approximately 1383 and it has not changed since then. The Village gets approximately $38.000 from this fee but it is eU|| difficult to raise the fee to generate the necessary revenue to provide the services necessary to keep this area in a proper condition. By establishing the Oistd,±. the Village Board can establish the Tax Rate atmlater date. Prior hmthe Village Board establishing the actual rate, the staff should have some type of estimates on the cost and services expected bobeprovided inthe Special Service Area. Trustee Corcoran stated that itappears ho make sense to him to identify the sources ofrevenue prior tnutilizing the revenue. This iwvery similar to what most businesses do. Dawe Jepson stated in reviewing the site and the services provided, this area appears bobereceiving more services than other areas inthe Village. Trustee Clowvs asked why is Boxwood not included within the Special Service area. Trustee Skowron asked if staff had any idea of the number of property owners within the proposed area. Dave Jepson stated hewas not exactly sure ofthe number based nninaccurate records from the Township and the County. Also, the properties must be contiguous. Trustee Wilks asked what are the general expectations of additional services which these funds may heused for. Dave Jepson suggested the possibility of additional Police Officers, additional Inspectors and funding additional Human Services. Also, currently the Public VVorhm Department is expending services in this area for clean up and vehicle removal. |tioestimated the Village could obtain from $28O.ODObm*3O0.000per year bofund these additional services. -o - %: G I i" I 1; j Trustee Wilks asked if there must be a tracking mechalem in order to show where the funds are going. Dave Jepson stated that all services will be identified" nd; tracked as money is expended. ` Trustee Wilks asked if there had been any feedback from Commonwealth Edison concerning this Special' Service Area Dave Jepson stated he has contacted Commonwealth Edison but has not received any official reply. Village Manager Janonlis stated that the Village has al�,eady put in services and capital improvements within the right-of-way itself. Tie Wilks stated she supports the program, however, she is concerned about the current disparity of taxing rates of apartment owners compared to other businesses and asked if there is a possibility of legal aiion that could block this. Trustee Wilks further stated she felt it is important to maintain affordable housing stock in the Village, however, in an area that is demanding additional services, she is concerned about the inequities of that service being delivered. Resident Merrill Cotton " of 2710 Briarwood Drive West,commented that he supports the Special Service Area and stated that it wrrJ"s important to identify the problems and services that are provided. Increase c;eNices if there is a funding mechanism. He stated he is surprised the Village is proceeding fasterthan he had expected to address this problem. Resident Frank Vasney, at 2103 Jody Court, spoke He stated he had some concerns about the Special Service Area. As he remei",ribers, when there was a water problem for all residents, all residents paid and valif,"residents paid to buy land in the downtown. He felt that we had over -hired Firefighters and did not like the idea of Special Service Areas because it is selective taxation for services to be provided. He felt resources could be reallocated to pro�dethese services without additional taxes for this area. The cost should be borne by all Village residents. It is the responsibility of the Village not to drive peop j out of the Village. He would recommend against the Special Service Area ru Trustee Wilks commented on Mr. Vasney's comments.2,', She stated that some of his comments sounded a little bit contradictory. She stated the Village had put in Special Service Areas for water improvements and cuo improvements. - 10 - j McVosney stated Capital Improvements can temeasured but not services. It is much more difficult to define services provided for the additional costs. He stated it was the responsibility of the general government to use other means necessary to generate enough revenue to spread the costs out among all residents. Trustee Hnefertubmbed there is a difference between homes and apartments. Apartments are typically businesses where land owners make o profit while homeowners typically are not renting out their home for a profit. The |mvo| of Police service provided to both residents iaapproximately the same, hmwevar, the demand ismuch higher inapartment areas. Trustee Clowes stated hewas concerned about the cost being passed pnto renters. Heillustrated this bystating that renters are currently paying more than other residents in town based on the amount of taxes within their monthly rent. Hefurther stated that this problem should beaddressed as aVillage-wide problem. He said it would be important for the staff to review the possibility of shifting resources prior toestablishing aSpecial Service Area. Trustee Hmefewtasked Trustee Ckowewifhe was opposed tothe Special Service Area. Trustee Clowesstated hewas not opposed tnit, however, when the Village Board talked about Flood Control as a Special Service Area, this option was not put forth. Trustee Haefert stated that many areas within the Village do have curbs and gutters and Special 8emima Areas for curbs and gutters are not that unusual. However, in this case where an area is getting additional services, the assumption imthat they should pay more for the additional services. There isapossibility that the increased cost will bepassed directly ontqthe renters, however, itisdifficult to determine whether that is actually the case. He agreed with the project because of the additional services. He suggested that the staff research the possibility of creating an Ordinance and requiring owners of apartment buildings to provide private eacuhb/ for their bui!dings. Trustee Clovwesfelt the cost could be absorbed byincreased efficiencies Vrpassed on intaxes bothe overall Village, TrustewSNovmron suggested since there was norequirement holevy the tax for the Special Service Area, the staff could identify the basic services and recommend the level pfthe Levy annually beyond the basic level ofservices. She also stated that this area is demanding more services, this group is taking more than its fair share of services. It is important to look at long-term solutions for this problem. She did not think the residents would like resources being shifted to other areas and reducing resources and services from their area. Apartments are businesses which are asking for more services. She supports the concept. -ll - Trustee Corcoran stated, he supported the concept. Thi difference between this issue and the flooding issue is flooding typically occ4�s over land so there is numerous property owners involved and it would-be mum more difficult to identify Special Service Area for specific location for flood scontral. The Village Board did identify the Sales Tax revenue to go directly to flood control, therefore, the Board has established the precedent of determining a fundmglisource prior to paying for the services. He stated he agrees the Property Tai is not the best way to generate revenue. However demand based on head (m16" nt.is also not; necessarily PV the best means to generate revenue. He does not belie a that apartment owners are paying more per capita than homeowners for, services. He thinks the problem is the lack of reinvestment back into the buildings°therr%eelues keeping them in a livable condition. If this tax will change the invesCraOnt decision of property owners, then he supports it. This area is stressing the balance of resources and it is important to address this problem. It is a; step i) the right direction in a positive way to minimize impact on the rest of the Vi1age.; Trustee Wilks stated she used to live in the area and it was a nice place. It is important that residentswant to keel) the quality of living and it is the Board's responsibility to maintain that. 1 r: Trustee Corcoran stated this is a first, in a series of discussions and this was a very good discussion concerning this issue. The Public Hearing on the Special Services Area is scheduled for October 5. All interested parties are invited and property owners are invited also to voice their concerns' bout the Special Service Area 7. t VII. OTHER BUSINESS Trustee Wilks stated that a resident called her concrming the Millers Station project. Workers had been working after hours., There vas some concern about getting Village employees to respond due to the wee end hours. ;,However, a Police Officer did come outto talk to the resident.; She11ust+wanted ,to make sure there was some follow-up to the residents .conceming,this°problem. This meeting adjourned at 11:03 p.m. Respectfully submitt11 et DAVID STRAHL 41, Assistant to the Village Manager DS/rcc c . 1, -:12- f Mount Prospect Public Works Department 9 I= MY USA INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER FROM: SOLID WASTE COORDINATOR DATE: OCTOBER 6, 1993 RE: CHRISTMAS TREE/WREATH COLLECTION In 1989 the Village initiated an annual collection of Christmas trees for chipping and distribution to residents. This program complimented the Village's comprehensive approach to reducing the municipal waste stream. And while the residents were ex- tremely supportive of the collection program the "end product" was determined undesirable as a landscaping material. (The wood chips are a valuable nutrient to acidic shrubbery but due to the tinsel and pine needle mix it has little aesthetic value.) Rather than continue the cost for double processing, chipping and landfilling, the Village sought an alternative approach for keeping the trees out of the landfill. The Village negotiated an agreement with ARC Disposal, outside the terms of the contract, for the collection and composting of Christmas trees between December 26, 1992 and January 7, 1993. 1) ARC was to receive $1.12 for every Christman tree and wreath collected for compost or landfilling following the holiday season. 2) The collection period for trees to be composted was limited to two weeks; trees collected after the two week period still required a sticker and were landfilled. The attached memo to the Public Works Director dated February 5, details the results of the program. At the September Solid Waste Commission Meeting the disposal of Christmas Trees was identified as an item for discussion at the October meeting. However, the October meeting is scheduled after the deadline to publicize the program in the Village News- letter. Therefore, a telephone survey of the Commissioners was conducted on October 6 and 7; all but one Commissioner was avail- able to. respond to the survey. When asked their preference for the disposal of Christmas trees all the Commissioners expressed support for keeping the trees out of the landfill. However, recognizing the obstacles in- volved with chipping and/or composting the trees; 2 supported chipping the trees if there was a use for the woodchips; otherwise landfill the trees. 3 supported landfilling the trees 3 supported composting the trees under the userfee system If the Christmas trees were landfilled, the trees/Christmas wreaths would be collected by ARC Disposal at no additional cost to the resident or the Village. If the trees were composted we would again need to negotiate a fee with ARC for the program; at this time ARC:jhas not been approached. If the trees are chipped, the cost to Public Works for labor and equipment would be approximately $5,000. At the suggestion of one of the Commissioners, Public Works has again asked the Mount Prospect Park District if they could use the chips. Although Mr. Walt Cook expressed support of the program and would be willing to take some of the chips, the Park District is not in the position to use all the chips; 200-300 cubic yards are generated through the collection program. (The Mount Prospect Park District accepted 32 cubic yards and the River Trail.Park District accepted 12 cubic yards from the 1992. collection.) It should be noted that a limited survey of other communities suggests, 1) communities conducting chipping programs have no problem disposing of the chips 2) arrangements for the col -lec- tion of Christmas trees for composting by the refuse hauler was already written in to the contract. Another alternative that was briefly discussed with representa- tives from SWANCC would be to have the trees collected by Public Works for disposal at the Transfer Station, after January 4, 1994. Brooke Beal indicated the Transfer Station will probably accept yard waste at approximately the same tip'fee as solid waste; $39.50 per ton. Clearly, though, whatever approach is taken will be met with controversy. Which makes it even more imperative that the meth- od for Christmas Tree disposal be effectively communicated to residents. (in addition to the Newsletter other public aware- ness resources would need to be used on a regular basis between mid November and mid January.) The continued support by Village Administration for effective solid waste management programs is greatly appreciated. As the challenges presented in this matter illustrate, "doing the right thing" can be difficult at best! Mr. Glen Andler will be available to respond to any questions on this matter at the October 12, Committee of the Whole Meeting. Thank you. W Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER FROM: SOLID WASTE COORDINATOR DATE: JANUARY 15, 1993 RE: SPEAKOUT; CHRISTMAS TREE COLLECTION PROGRAM As the Speakout suggests, this year's Christmas Tree Collection Program has resulted in a lot of confusion and negative feelings toward the solid waste program in general. Based on the number of phone calls we have received and the number of trees without stickers left behind by ARC, our effort to inform residents through an insert in the Newsletter was apparently not effective. (one collection day alone, 288 trees were left behind because they weren't stickered.) . Residents contacting this office stated they were unaware of the change in the program and didn't recall seeing the flyer. (Then they would state the number of trees left on their block and ask how the whole neighborhood could be wrong if we had informed everyone.) . Residents who did read the flyer complained because the dates were given as December 26 through January 7; what were they going to do with the trees after this date? (You may recall the decision was made not to include information about trees set out after the 7th being landfilled.) . Although a total count has not been submitted, preliminary data suggests just as many, if not more, trees will be landfilled than composted. A more comprehensive overview of the program will be submitted for your review following evaluation by the the Solid Waste Commission and Public Works Administration. Community Awareness Cost of Program Length of Program Should you need additional information at this time, please contact me. cc: Public Works Director Deputy Public Works Director TO: PUBLIC WORKS DIRECTOR DEPUTY PUBLIC WORKS DIRECTOR FROM: SOLID WASTE COORDINATOR DATE: FEBRUARY 5, 1993 RE: 1992/1993 CHRISTMAS TREE COLLECTION As you are aware, this year's Christmas tree collection program was met with confusion and resistance by the community. While many residents expressed displeasure with having to pay for the removal of the tree, the overriding complaint was the change in policy without effectively informing residents. Clearly, the data submitted by ARC Disposal supports residents' contention that they were unaware of the change and the resis- tance to comply. (In one day alone, approximately 300 trees were left behind because they didn't have a sticker. Despite ARC tagging the trees close to 600 trees on single family routes were eventually collected by ARC Disposal without being properly stickered.) In addition, data from the program suggests: 20-30% of the single family homes in Mount Prospect purchase real trees. 30% of all the trees collected were composted 2,624 trees were collected by ARC; 780 were composted Very few trees were set out the first week of the collection period; 76 trees were collected for composting during December. Approximately 900 trees were set out without stickers for collection between December 26 and January 7. Of the 900, 836 of the trees were set out the 2nd week of the program; with or without stickers these trees ended up being landfilled. If the 836 trees set out had been stickered the percentage of trees composted would have been 62%. The cost to the Village, not including Public Works labor*, is $758.24. 677 trees were collected by ARC Disposal, per the direction of the Village, without stickers during January. *(Public Works crews picked up approximately 50 fly dumped or snow embedded trees. Even though the Village is bearing a $758.24 cost, this figure is less than if the Village had conducted a three week chipping program.) Any remaining trees will be collected by ARC Disposal at no additional cost. Based on the results of the program it is evident that whatever measures the Village takes next year an effective information system must be in place. Whatever decision is made for next season though, consideration should be given to what approach the Village will take in the next contract. If we are going keep a basic service and not charge residents for brush collection, perhaps we should have all the trees collected at no additional cost. (Bidders could build the cost of the program into the sticker fee for either yard material or refuse.) However, if we are moving to a straight user fee system and we want to promote a "you pay for what you generate" concept, we should continue to require stick- ers. VILLAGE OF MOUNT PROSPECT PLANNING DEPARTMENT Mount Prospect, Illinois TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: DAVID M. CLEMENTS, DIRECTOR OF PLANNING DATE: OCTOBER 6, 1993 SUBJECT: AMORTIZATION PERIOD - LEGAL NON -CONFORMING TWO -FLATS As you directed, staff has undertaken a review of the matter of phasing -out legal non- conforming second living units in single family zoning districts. Staff met to discuss the matter, and identified the wide-ranging parameters that are involved. Chuck Bencic, Ray Forsythe, Dave Jepson and Buzz Hill all provided input into this summary. Past Expgriencg - The Planning Department and Inspection Services Department are frequently contacted for information on local ordinances, and a variety of complaints. From our discussion, it appeared that we rarely received a complaint about a second living unit in a home. We identified one such complaint in the last year. We more frequently receive inquiries from realtors and potential buyers of homes with second units asking about regulations. They are advised that such units are legal non- conforming uses, and as such, can be used and maintained, but not expanded or enlarged. Identification Non -Conforming Uni - It was determined that it would be very difficult to identify all legal non -conforming two flats. While some buildings may have separate entrances, two mailboxes or utility meters, we believe most units cannot readily be identified from an outside inspection. With an amortization schedule, it is important that a complete inventory be done so all property owners could be put on notice of the phase-out. Because of the difficulty in identifying all two flats, an amortization program like we used in the Sign Ordinance would not work efficiently, as some units would be missed. Other Code Issues - If inspectors are to be involved in inspecting structures for non- conforming second units, it is likely that they would encounter a variety of other Code violations due to the age of the structures. It is difficult to ask an inspector to only look for a second unit, and disregard other Building Code or life safety issues. In the alternate, preparing a complete list of Code violations would be an exhaustive process that would exceed the capabilities of available inspection personnel. Fani4 ExernZim - It was noted that some legal non -conforming units might be used by elderly family members, or a traditional in-law arrangement. This is an important and necessary family living arrangement in many cases. However, making a Michael E. Janonis Page 2 October 6, 1993 distinction between a valid family living arrangement and a rental income unit is difficult to do. Also, granting a family exemption in such matters might put staff in a difficult administrative position as to what is a family living arrangement and what isn't. More importantly, if an amortization schedule is selected for this matter, the phase-out should apply to all units, and not exempt family arrangements. With such a family exemption, realistic long-term enforcement would not be possible. Please remember that these comments pertain to separate dwelling units, and do not mean to include permanent guests or family members who reside in the same housekeeping unit. Summa - Staff believes the scope of this matter is not broad due to the fact that we receive few complaints. Also, because it is difficult to determine how many non- conforming units there are, a comprehensive inventory would not be possible. Without this inventory, an amortization schedule would be impossible to implement. While this is an important matter to consider, staff presents the information in this report as a method of advising the Village Board of the difficulty of putting together a complete program that can lead to the phase-out of legal non -conforming two flats. DMC:hg