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HomeMy WebLinkAboutCOW Meeting Packet 11/23/1993MINUTES COMMITTEE OF THE WHOLE SEPTEMBER 14,1993 CALL TO ORDER R E V I S E D 11/17/93 The meeting was called to order by Village Manager Michael Janonis at 7:40 p.m. Present adthe meeting were: Trustees George C|owew Timothy Corcoran, Paul Hoefe¢ Michaele Skqwnon and |rvama 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 And|er. Solid Waste Coordinator L|ao Ange||, K8e| Both and Jerry McIntosh, Public Works personnel, Finance Director David Jepmon, Police Chief Ronald Pav|orh, Crime Prevention Officers Bill Roeoop and John Wagner. OnaMotion byTrustee |nanaWilks and Seconded byTrustee Hpeha¢Trustee Timothy Corcoran was unanimously voted as President Pro Tern for the meeting. 11. MINUTES AMotion was made byTrustee Corcoran for acceptance ufMinutes nfAugust 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 Motion was withdrawn.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. Lswsu Rmxhke, 506 Na-Wa+Ta,appnomohed the Board tndiscuss 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 byswapping? Effect ofland not asopen land onall residents ' study? Wants to see the original contract - has not received; not the same notice as School District residents, What cern the School District not use Lions Park? Trustee Corcoran read the Village's statement regarding the Park site. Pat Wolf, 810 South Willi stated that the School District is desperate to find a site. This hurts the Village Board. She submitted a Petition signed by 100 residents of Mount Prospect and Deis Plaines to keep the site as a Park. No notification has been given to the public. Park is in flood plain. They are concerned about flooding into personal property. Traffic study has increased and with school, traffic will be increased further. More o3nsideration is necessary. Don Maxwell, 632 South Edward, stated that if new schools are necessary, this site will kill the Referendum. He does not want to lose the park to a school. He feels property values will be affected with a park site versus 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 other Boards. Trustee George Clowes stated the Village Board did not release the information on the School site, The decision to release the information was made by the School Board itself. The School Board has the ultimate decision on the site. Resident Pat Wolf said School District 57 has the ultimate decision but if the Village does not sell the site to them, then construction of a school on this site would not be an option to the School District. Trustee Hoefert stated that if the School site was under consideration then the Village would have a Public Hearing to determine citizen input. There would be no closed door meetings or approvals of selling this site to the School District without such input. IV. FUGITIVE MOUNT PROSPECT Trustee W" said that she had seen a similar program in Florida while on vacation which prompted her to write the memo requesting the staff investigate the possibility of starting such a program in Mount Prospect. She also stated that based on the information of the program in Florida, the program only had been on for one week and had already caught two fugitives. The program would be taped for replay. Trustee Wilks has talked to the appropriate staff that would be involved in such a project. Follow-up comments from the staff have been positive. There would be a dedicated phone line for recording calls from citizens. General discussion followed among the Trustees. One oYthe questions that was raised was the start-up cost. Cheryl PemmWc stated that the only additional cost she could arrive edwould hethe cost ofthe dedicated phone line. Chief Ronald Pawlomkmbted he thought it was an exmaksrd idea and it would improve crime prevention. Hnthought that the cost could beminimized and there would not be any expenditure of Police overtime for putting together the program byrearranging the work day, Officer Bill Romcepfelt that the program idea fits into the overall crime prevention program aaestablished bythe Village. He. also stated that itwas agood idea to focus the program tnMount Prospect residents. Many times the local newspaper may not provide the coverage necessary tofocus oncrime prevention aspects necessary that this program would provide. OffimarHnsoop 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 ba|h about prevention tips and other -information for the public. Then after, the program could expand based onthe amount pfinformation available. Trustee Hoefmrt said apparently the coat is minimal. He questioned the foot whether we had enough fugitives to justify running e lengthy program or not. Chief Pavlmck stated hewould prefer mshorter program atfirst due toshort staff and full program. Officer Rms:op stated that we could include bond jumpers and other individuals that would have connections toMount Prospect. Village Manager Michael Jamwmis stated that wecould utilize awider audience to determine interest and expand over time bystarting 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 iaapossibility tnsolicit 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. Resident Ernie Lassie at 305 South Elm spoke. He stated that he cannot understand why the Village Board is so concerned about spending $1300 for a program when they hired the Assistant Village Manager when the position does not show up in the budget document. Village Manager Michael Jannis stated the Assistant position was budgeted for an approved by" the Village Board. The document that Mr. Lassie is referring to appears to be the draft budget. Tmistee Corcoran stated that every item has to be funded and approved by Board approval. V. DEPARTMENT REVIEWS - PUBLIC WORKS DEPARTMENT Village Manager Michael Janonis stated that the purpose of these meetings with the Departments is to provide basic information and educate the Village Board about the Department operations in preparation for upcoming Budget Hearings. Public Works Director Herb Weeks stated he appreciates the opportunity to provide insight into the Public Works' operations. He stated that the Public Works Department operates as a true Public Works Department with 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 years according to the Park Ridge survey. Public Works Department let 30 contracts which ariounts to approximately $15 million in Public Works projects over the last fiscal year. 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 numerous unfunded Mandates which have stressed resources. Village Manager Michael Janonis pointed out to the Village Board on page 11 of t the report showing the staffing levels which have not changed in the last five years. This points out that the Public Works Department is getting more out of employees without adding employees for services. Tnafte Hoefert stated this appears to be a lot of ,material. He also asked the question, "What is being done about the old well sites? Can we sell these off?" Herb Weeks stated that under the JAWA requirements, the Village must maintain a reservoir to supply needs. Therefore, if JAWA goes down, they are able to draw from the wells. For example, they test the wells every two 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 tanks every two days. Trustee Hoefert said are any sites capable of being sold. Herb Weeks stated that not all sites have buildable capabilities, therefore, their value would beverylimited. Trtufte Hoefert asked if JAWA goes down, how long a supply does the Village have? Herb Weeks stated he could provide water to the Village for two weeks. Michael Janonis stated that JAWA is looking at emergency alternatives to wells because they have decided that wells are not the long-term solution for emergency situations. They are also looking at interconnections. 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 Janonis reminded 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 at Village Hall. Herb Weeks stated that when the Village purchased the building from its original owner, the bank, numerous changes were made 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 is almost 30 years old. There is a 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 of the windows. Tnudee Hoefert asked if the Village staff had looked into the possibility of hiring a space planner to review the utilization of space in 'Village Hall. Herb Weeks stated that much of the equipment in the Village Hall is obsolete and there are numerous deficiencies. It is difficult to determine where he should start in trying to address some of these problems. Tnistee Skowron stated that many things need to be looked at and possibly upgraded in the review of the Village Hall. Michael Jannis stated that the intention was not to talk exclusively about the Village Hall but the other services that Public Works provides. Trustee WNks asked how recycling was working in the,multi-family dwelling units. Lisa Angell stated that they are receiving approximately 70% participation. Some of the larger complexes they have limited cooperation. She is working on some of the problems attributed with multi-farnily recycling specifically 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 AngeN stated that the container size has been solved but there are problems with people takung the containers when they move out of the apartment. Tnatee WOm complimented the staff on the recycing program itself and has noticed that other communities have used Mount Prospect as an example of a responsive recycling program. Trustee Wilks also asked how the public education is going. Tnistee Hoefiert stated that since Mount Prospect was 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 staff to consider including other materials in negotiations of the contract including s(xap metal and construction debris. Lisa AngeN stated that she is interested in looking at all areas of waste in order to reduce the waste stream. Trustee Clowes questioned the cost of the recycling program and specifically where the $29,000 comes from as pointed out in the report. Lisa Angell stated that the $29,000 is the average net recovery 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. Lisa Angell stated it was approximately $26 per ton, Trustee Cloves asked if that cost figure is based on the cost of avoidance of the material as if it was landfilled. Lisa Angell stated it currently costs more to recycle than to landfill. The Village will receive a diversion credit from SWANCC when SWANCC comes on line. 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. Use 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 Jannis stated that one of tle areas of interest was the multi -family educational materials has been provided in different languages in an effort to reach all residents. Trustee Wilke said she had toured the Transfer Station and said that a good neighbor agreement was in place in order forresidents to monitor operations at the Transfer Station. SWANCC offered to test waterwells in the River Forest Subdivision but had only one well owner take up the offer, Dave Jepson said they are looking to firm up the figunss at 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 understanding that SWANCC is looking at residential and commercial waste to reduce the cost of the capital project 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 necessary. Trustee Corcoran thought it was a good idea to bring as much waste as possible and to lower the cost of the facility. Trustee Corcoran suggested that we bring Public Works back for another night since there is quite 6 bit of material yet to be gone over. V11. APARTMENT COMPLEX ISSUES - POTENTIAL FUNDING MECHANISM Trustee Corcoran stated that it was his understanding that the staff is looking into a Special Service Area for apartment services funding as the preferred mechanism to fund additional services. Village Manager Michael Jannis stated that the funding proposal is to address concerns that are occurring in the south end of town. The Village Board has attempted to address some of these problems through three additional Police Officers. The staff has created an internal task force to look at the problems concentrating "on reviewing occupancy limits and property 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 has the option of creating a Special Service Area and determining the use of the funds at a later date. The staff will track all expenses to justify the Special Service Area. Dave Jepson stated the mechanism for the Village Board to adopt the Ordinance includes a Public Hearing and a publication of the Notice in order for the persons in the Special Service Area to have an opportunity to voice their concerns. Residents in the Special Service Area can terminate the Special Service Area option if they have 51 % of the signatures of the registered voters and 51 % of the signatures of the property owners within the Special Service Area. This proposal has been reviewed by the Village Attorney and meets all necessary legal requirements for creating a Special Service Area. This is a different type of District which is typically created. It is usual for most Special Service Areas to be created to fund Capital Improvement Projects instead of just services. To meet the necessary deadline in order for this Special Service Area to get on the Levy for next year, it must be completed by the end of this year. Therefore, we are presenting the proposal tonight with a Public Hearing on Tuesday, October 5 and it is 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, it is expected an average of every $.10 per hundred would generate approximately $48,000. The current Landlord/Tenant fee of $7.00 per unit was put in approximately 1983 and it has not changed since then. The Village gets approximately $39,000 from this fee but it is still 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 District, the Village Board can establish the Tax Rate at a later date. Prior to the Village Board establishing the actual rate, the staff should have some type of estimates on the cost and services expected to be provided in the Special Service Area. Trustee Corcoran stated that it appears to make sense to him to identify the sources of revenue prior to utilizing the revenue. This is very similar to what most businesses do. Dave Jepson stated in reviewing the site and the services provided, this area appears to be receiving more services than other areas in the Village. Trustee Clowes 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 he was not exactly sure of the number based on inaccurate records from the Township and the County. AI&D, the properties must be contiguous. Trustee Wilks asked what are the general expectations, of additional services which these funds may be used for. Dave Jepson suggested the possibility of additional Police Officers, additional Inspectors and funding additional Human Services. Also, currently the Public Works Department is expending services in this area for clean up and vehicle removal. It is estimated the Village could obtain from $280,000 to $300,000 per year to fund these additional services. Trustee Wilks asked if there must be a tracking mechanism in order to show where the funds are going. Dave Jepson stated that all services will be identified and tracked as money is expended. Trustee Will 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 Jannis stated that the Village has already put in services and capital improvements within the right-of-way itself. Trustee 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 legaV action that could block this. Trustee Wilks further stated she felt it is important to maintain affordable housing 10 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 Drtve West, commented that he supports the Special Service Area and stated that it was important to identify the problems and services that are provided. Increase services if there is a funding mechanism. He stated he is surprised the Village is proceeding faster than 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 remembers, when there was a water problem for all residents, all residents paid and all 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 itis selective taxation for services to be provided. He felt resources could be reallocated to provide these 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 people out of the Village. He would recommend against the Special Service Area. Trustee Willits commented on Mr. Vasney's comments. 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 curb improvements. Mr. Vasney stated Capital Improvements can be measured 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 Hoefert stated there is a difference between homes and apartments. Apartments are typically businesses where land owners make a profit while homeowners typically are not renting out their home for a profit. The level of Police service provided to both residents is approximately the same, however, the demand is much higher in apartment areas. Trustee Cloyms stated he was concerned about the cost being passed on to renters. He illustrated this by stating that renters are currently paying more than other residents in town based on the amount of taxes within their monthly rent. He further stated that this problem should be addressed as a Village -wide problem. 11 He said it would be important for the staff to review the possibility of shifting resources prior to establishing a Special Service Area. Trustee Hoefert asked Trustee Clowes if he was opposed to Special Service Areas. Trustee Clowes stated he was not opposed to it, however, when the Village Board talked about Flood Control as a Special Service Area, this option was not put forth. Trustee Hoefert stated that many areas within the Village do have curbs and gutters and Special Service Areas for curbs and gutters are not that unusual. However, in this case where an area is getting additional services, the assumption is that they should pay more for the additional services. There is a possibility that the increased cost will be passed directly on to the renters, however, it is difficult to determine whether that is actually the case. Fie 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 security for their buildings. Trustee Cloyms felt the cost could be absorbed by increased efficiencies or passed on to the renters. Trustee Skowron suggested since there was no requirement to levy the tax for the Special Service Area, the staff could identify the basic services and recommend the level of the Levy annually beyond the basic level of services. 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-terrn 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. Trustee Corcoran stated he supported the concept. The difference between this issue and the flooding issue is flooding typically occurs over land so there is numerous property owners involved and it would be much more difficult to identify Special Service Area for specific location for flood control. 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 funding source prior to paying for the services. He stated he agrees the Property Tax is not the best way to generate revenue. However demand used on head i:ount is also not necessarily the best means to generate revenue. He does not believe 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 themselves keeping them in a livable condition. If this tax will change the investment decision of property owners, then he supports it.. This area is stressing the balance of resources and 0 it is important to address this problem. It is a step in the right direction in a positive way to minimize impact on the rest of the Village. Tntafte WWw stated she used to live in the area and it was a nice place. it is important that residents want to keep the quality of living and it is the Board's responsibility to maintain that. TnMee 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 about the Special Service Area 7. VII, OTHER BUSINESS Truistee Willim stated that a resident called her concerning the Millers Station project. Workers had been working after hours. There was some concern about getting Village employees to respond due to the weekend hours. However, a Police Officer did come out to talk to the resident. She just wanted to make sure there was some follow-up to the residents concerning this problem. This meeting adjourned at 11:03 p.m. DS/rcc Respectfully submitted, DAVID STRAHL Assistant to the Village Manager 13 Minutes November 9, 1993 Call to Order The meeting was called to order by Mayor Gerald L. Farley at 7:30 p.m. Present at the meeting were Trustees George Clowes, Richard Hendicks, and Paul Hoefert. Trustee Michaele Skowron arrived at 8:25 p.m. Trustees Tim Corcoran and Irvana Wilks were absent. Also present were Village Manager Michael E. Janonis, Public Works Director Herbert L. Weeks, Inspection Services Director Chuck Bencic, Engineering Coordinator Jeff Wulbecker, Inspection Coordinator Dan Jakes, Environmental Health Coordinator Robert Roels, Inspection Services Office Supervisor Ruth Maychszak, Commander Michael Salatino, and Finance Director David Jepson. Additionally, Richard Bachhuber, Chairman of the Finance Commission, two Village residents and three members of the print media were in attendance. U Minutes The minutes of the October 26, 1993 Committee of the Whole meeting were accepted and filed. Trustee Clowes requested that paragraph 4 and paragraph 7 on page 11 of the Revised Minutes of September 14, 1993 be corrected to read as follows: Paragraph 4 - Trustee Hoefert asked Trustee Clowes, if he was opposed to Special Service Areas. Paragraph 7 - Trustee Clowes felt the cost could be absorbed by increased efficiencies or passed on to the renters. III Citizens To Be Heard Jed Peeler, 316 North Elm Street addressed the Board and said he had additional information regarding the Cook County Firearm Ban that will become effective November 18, 1993. He stated that he is opposed to the County Ordinance and requested the Village to adopt an ordinance repealing the County Ordinance. Michael Domrzalski, 1330 Indigo Drive also stated that he is opposed to the Cook County Firearm Ban and requested the Village to use its home rule power to pass an exemption ordinance. IV Departmental Reviews - Inspection Services Inspection Services Director Chuck Bencic presented information on the three divisions of the Inspection Services Department: Building, Environmental Health, and Engineering. He stated that the work load of each division is increasing with the greatest number of permits on record issued in 1992. He pointed out that the types of building permits that were being issued was changing. In the 1980's, the permits were predominantly for ;new construction, whereas in recent years many of the permits have been for building additions or remodeling. Mr. Bencic stated that the change in the types of permits being issued has resulted in alower dollar volume, but review and inspection time has actually increased. He attributed this to the fact that each permit is for a unique project compared to the Lexington -Old Orchard Project where numerous permits were issued for similar structures. Additionally, more homeowners are now doing their own -work and it generally takes more time to explain the various codes to individuals rather than dealing with contractors. Also, new regulations associated with A.D.A., asbestos removal, soil contamination, and backflow preventors have increased staff time for permits and inspections. In the area of Environmental Health, Mr. Bencic stated that the time required for food service inspections has increased due to the culturally diverse nature of the restaurants in Mount Prospect. He added that cooperation of the restaurant owners is very good but that they often need to use an interpreter to discuss food handling requirements. Another responsibility of the Environmental Health Division is the inspection of multi -family apartment units. Mr. Bencic said that due to the aging of many of the multi -family structures, much more time is required for inspections, re -inspections and court time where citations are issued. He added that the adoption of the BOCA Code and the Property Maintenance Code has also added staff time. He stated that an additional 2 to 6 inspectors would be needed to effectively enforce the provisions of these codes. The Environmental Health Division personnel are also responsible, for animal control regulations and service requests regarding insects, rodents, property maintenance and landlord/tenant problems. Environmental Health personnel also have had additional responsibilities due to new restrictions on smoking in public places. Mr. Bencic said that the Engineering Division has also realize ' d a change in the types of development projects in the Village. He stated that most of 1he larger parcels, of land have been developed and that there are often more engineering problems with smaller, less buildable parcels. The Engineering Division is responsible for all road projects, review of development plans, project inspection, flood plain studies and community rating system studies. He said that one position was eliminated in 92/93 and this has resulted in less available time for special projects. However, he added that the computer aided design (CAD) system and other new technologies have helped to increase productivity. Mr. Bencic stated there are three general concerns regarding the operation of Inspection Services: 1) The need for additional space; 2) The level of staffing is less than in most other Villages; and 3) There is a need for continued automation. He concluded by saying that Inspection Services will continue to search for ways to improve services,, but additional programs could only be undertaken if more staff is provided. Mayor Farley asked if the same inspector was assigned to follow-up inspections for a specific project. He added that he has heard that different inspectors sometimes have different requirements. Mr. Bencic responded that they try to cross -train inspectors so that an individual inspector can do multiple inspections, but that some projects require an inspector with a special skill. He also said that each job has a project card so that each inspector can see the comments of any other inspector assigned to that project. Mayor Farley also asked about the requirement for wire mesh in windows. Dan Jakes responded that wire mesh is only .required for certain rated structures. Mayor Farley then asked about the road program. He said it appeared that we were moving in fits and spurts and asked if more resources should be invested in the road program. Mr. Bencic responded that the Village has over 135 miles of streets and this fiscal year only 5.5 miles of resurfacing and 1.5 miles of reconstruction were achieved and at this rate we will fall behind. He stated that more funding is needed. Trustee Hoefert complimented Mr. Bencic's staff for doing an excellent job. He said there is a misconception that the inspector is your enemy, but actually he is trying to help you, he is your friend. Trustee Hoefert asked for an explanation of garage sale permits, swimming pool inspections and animal control activities. Ruth Maychszak explained that garage sale permits take 15 - 34 minutes each and they come during the busiest time of the year. Bob Roels stated that only public pools are inspected and that live traps are loaned out to residents primarily for squirrels and opossums. He added that the creeks are baited and checked for rats during June - September. He said there are few complaints with this program. Trustee Hoefert then asked how much engineering work was outsourced. Jeff Wulbecker responded that most of the major engineering projects were initiated by Public Works and as a result they used outside sources more than Engineering. Mr. Bencic added that the road resurfacing program and some water mains are done in-house but bigger projects such as the Linneman Road Project have been contracted out. Trustee Hoefert asked if the Village was maintaining a list of contractors who worked without a permit. Mr. Bencic responded that "word is getting around" and the problem is not as bad as it has been. Trustee Clowes asked if it was worthwhile to issue garage sale permits. Mr. Bencic responded that a permit is issued and recorded to be able to effectively control the number of garage sales a resident has. Mr. Janonis added that before permits were issued, follow-up was on a complaint only basis but it became too difficult to track. He added that this is one of the areas where the Village is looking at an automated process. Trustee Clowes said he would like to see information from other Villages on garage sales. Trustee Clowes asked if the Village needed to make the food inspection procedures and requirements easier to understand. Bob Roels responded that the Village has adopted the State Food Code which is modeled after the Federal Code. He said the problem was more a language barrier than understandability of the Code. Trustee Clowes also asked about the number of reinspections required for multi -family units and if there was a penalty for extra inspections. Bob Roels responded that it usually took at least two reinspections to get compliance and that currently the Village did not charge a penalty for extra inspections. Trustee Clowes said he would like information on what other municipalities do in regard to charging extra for reinspections or imposing penalties for excessive reinspection. Trustee Clowes suggested that Engineering staff comparisons may be better based upon the miles of roads in the community rather than on the basis of population. Additionally, he suggested that the number of multi -family inspections should be, based on the number of multi -family units rather than population. Trustee Hoefert stated that it appeared that the Village expended 1/4 of an employee's time on garage sale permits and that he supported a fee of $5.00 to $7.50 per permit. He also asked if selective street resurfacing is effective and if there was a beneRt to sealing roads. Mr. Bencic responded that it is not cost effective to selectively resurface streets because the highest costs are for curb replacement and restoration. Mr. Wulbecker stated that sealing does extend the fife to a degree but it does not improve the basic structure. He added that crack sealing is more cost effective than sealing the entire street. Trustee Skowron stated that she would like to see funds included in the 94/95 budget to obtain software and hardware for automating Inspection Services. She added that she would like to see the necessary miles of streets resurfaced and reconstructed each year,b * ased on a predetermined need rather than on the funds available. Also, Trustee Skowron said she thought the Village should continue to issue garage sale permits. Village Manager Janonis pointed out that there was valuable information that had been provided on the Village's Road Program. The report shows a total of 44.9 miles of resurfacing at an estimated cost of $5,409,303 and 18.6 miles of reconstruction at an estimatVA cost of $8,810,388. The report lists the streets in each area of the Village and the work needed cc a priority basis. He added that the Village is considering borrowing funds to be able to complete a greater number of reconstruction projects in 94/95. Trustee Clowes said he would like to know the percentage of streets that deteriorate each year to the point of danger. Mr. Bencic responded that the Village is using data that is eight years old and that they are looking at ways to update this information. V Preliminary Discussion - 1994/1995 Budget Finance Director Jepson stated that one of the first steps in the development of the 94/95 budget is the determination of the 1993 Tax Levy. Mr. Jepson said that in relation to the 1993 Tax Levy, certain procedures needed to be followed to comply with Truth In Taxation requirements. The first requirement was the determination by means of a resolution of the expected amount of the proposed tax levy. This resolution needs to be approved at least 20 days prior, to the public hearing for the 1993 Tax Levy. Based on the regular meeting dates remaining in November and December, it would be necessary to pass the resolution on November 16, 1993, introduce the 1993 Tax Levy Ordinance on December 7, 1993, publish a notice on December 10, 1993, and then hold the public hearing and adopt the ordinance on December 21, 1993. Mr. Jepson reported that preliminary figures for the 93/94 fiscal year indicated an estimated $1,250,000 deficit and a projected $1.3 million deficit for 1994/95. Under these circumstances, Mr. • Jepson requested that the Board consider increasing the proposed 1993 levy to an amount greater than 5 % higher than the 1992 levy. Mr. Jepson informed the Board that a decision on the amount of the 1993 Property Tax Levy could be deferred to November 30, 1993 if the November 16, 1993 meeting would be adjourned to November 30, 1993. Mr. Jepson reported that during the Mount Prospect 2000 discussions prior to the development of the 93/94 budget, it was proposed that the Village increase vehicle license fees as of May 1, 1994. The current $20 fee for a passenger vehicle has not been changed since May 1, 1987. The recommendation is to increase the passenger vehicle fee to $30 and to increase fees for other vehicles proportionately. Itis expected that the proposed increase would raise approximately $310,000. The purpose for the increased vehicle fees is to provide additional funds for the street resurfacing and reconstruction program. Mr. Jepson explained that a decision must be made by the first week in December so supplies could be ordered. Trustee Hoefert stated that he supported the increase in the vehicle license fee to fund additional street projects. Trustee Hendricks asked Mr. Jepson what current vehicle license fees are used for. Mr. Jepson responded that the monies are deposited in the General Fund and used for street related projects. There was consensus to defer the decision on the amount of the 1993 Tax Levy and the increase in vehicle license fees to November 30, 1993. VI Manager's Report No report was given. Trustee Hoefert complimented the staff on the thoroughness of the request for proposal for development of the Pine/Wille Block. Trustee Clower stated that Been Manno represented the Village on the CNN newscast on TAP Mount Prospect. He also mentioned that an editorial in the Chicago Tribune on Monday, November 8, 1993 was very positive. Village Manager Janonis stated that he had received calls from many communities nationwide who requested information on TAP Mount Prospect. He asked for permission to prepare a packet of information to send to interested communities. The Board concurred and Trustee Clowes responded that he would be glad to help put the packet together. Mayor Farley reminded the Board of the 9:00 a.m. meeting Saturday, November 13, 1993 with the Solid Waste Commission. VM Adjournment There being no further business to be discussed, the meeting adjourned at 9:54 p.m. DCJ/sm R Respectfully submitted David C. Jepson Finance Director Director Herbert L Weeks Deputy Director Glen R Andler Administrotivo Aide Sean Dorsey Solid West* Coordinator M Lisa Angell Wetor Superintendent Jerry W McIntosh Street Melvyn L. Both Forestry Superintnd*nt Sandra M. Clark Equipment Suporintoaft"t James Guenther lAwfilount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois 60056-2229 Phone 706/1370-5640 Dear Resident: REF: Development Melas Park FAX 706/253-9377 November 10, 1993 At 7:30 p.m. on November 23, 1993, the Mount Prospect and Arlington Heights Park Districts will be making a presentation to the Mount Prospect Village Board on their proposed future development of Melas Park. The meeting will be held at the Senior Center, 50 S. Emerson and Interested citizens are invited to attend. The Melas Park site which is approximately 70 acres was pur- chased by the Metropolitan Water Reclamation District in the 70's. The intent was to use the acreage as part of a flood control program. originally the MWRD excavated for the reten- tion basin to -store excess water from Arlington Heights. While this basin periodically has water in it during and after a major rainfall the water does not recede by gravity and must be pumped out. The original agreement was between the Villages of Mount Pros- pect, Arlington Heights and the MWRD. As part of the agreement the MWRD developed the site for flood control, the Village of Arlington Heights was and still is responsible for maintenance of the pumping station and Mount Prospect was responsible for maintenance of the underground drainage system in the basin, plus maintenance of approximately 35 acres of land and trees on the east side of the access road. In 1981 the Village of Mount Prospect entered into a 10 year lease with the MWRD to have the east half of the site used for recreational purposes and the Mount Prospect Park District was to monitor the programs. At about the same time the Lions Club requested permission to move their 4th of July carnival from Lions Park to Melas Park. In 1991 the Village of Mount Prospect entered into a 20 year lease for the entire 70 acre site with the MWRD. We then entered into a separate agreement with the two park districts to develop the site for recreational purpos- es. The village of Mount Prospect purchased 7 acres of land in 1984 for construction of the Public Works facility. Everything Recycled Paper now is in place for development of the area. Some other topics which may be of concern to the adjacent neighoors are outlined below. Q.1 What Park District will develop the area? A. Both Mount Prospect and Arlington Heights Park Districts will be involved. Park District boundary line runs approxi- mately through the center of the park and they are using the access road as the unofficial boundary. East of the road is Mount Prospect Park District and west is Arlington Heights Park District. Q.2 What control does the Village, of Mount Prospect have on the park? A. The Village has a 20 year lease from the Metropolitan Water Reclamation District on this 63 acre parcel of land. The village in turn has ,en agreement with the two Park Dis- tricts to develop the property for recreational use. In- stallation of any structures, utilities, or parking areas will require approval from the Village and MWRD. Q. What is planned for parking by park patrons? A. There will be two parking lots in approximately the same location as the present ones. They will. have a capacity of 250+ cars. Q.3 Are there plans, including Lighting, for use of the park after dark? A. Yes. Arlington Heights Park District is; proposing having lighted softball/soccer field/diamonds west of the access road behind the Public Works facility. Mount Prospect Park District has no proposals for lighting on the east side of the access road. Q.4 What are the general uses the Arlington Heights Park Dis- trict are proposing for the site? A. Four combination softball and. soccer ficads, four sand volleyball courts, play area for smaller children, maintain- ing existing wooded area as a picnic grove, jogging/walking paths, and concession bui-ldi-,ag plus, maintenance and storage facilities. Q.5 When will the development begin and be completed? A. The Arlington Heights Park District's recreation area may be open for use by the Spring of 1995. Preliminary work during 1994 will include installing utilities, regrading and shaping the area, and adding any structures. The east half of the park will be managed by the Mount Prospect Park District and for the foreseeable future there is no further uses planned other than those currently in place. Q.6 When, will the existing construction site be completed? A. This is a sewer project by the Village of Arlington Heights. The projected completion period for the Metas Park area is by the Spring -of 1994. Q.7 Will the Lions Club 4th of July festivities still take place at Melas, Park? A. For the foreseeable future there are no plans to change the location. Q.8 several months ago the Mount Prospect Park District was considering the use of the storm water basin as a golf driving range. Is this plan still pending? A. No. Park District staff have told us this is no longer being considered. Q.9 Will Central Rd. be the only entrance/exit to the park? A. The Arlington Heights Park District is proposing an addi- tional access/egress point at the north end of the park behind the pumping station which will connect to Davis Street in Arlington Heights. This proposal will require them to receive permission from the Village of Arlington Heights to go across their property. This issue has not been resolved at this time. Q.10 Who is to respond to Police calls for service? A. The entire park area is within the corporate limits of Mount Prospect, hence they would be the responding agency. If the access road would be extended beyond the north bound- ary then that portion would be within the Village of Arlington Heights and their police would be responding. Q.11 Would alcoholic beverages be dispensed at the proposed concession stand? A. The terms of the lease between the Village of Mount Pros- pect and the Metropolitan are that alcoholic c beverages may be sold 5 times per year. one of those times would be for the annual 4th of July carnival. Permits for issuance of these beverages would only be allowed with permission of the Mount Prospect liquor commissioner who is. Mayor Farley. Any other concerns or assurances that need discussing should be brought up at the public meeting on November 23, 1972. Final approval of the proposed plan will have to be made by the Metro- politan Water Reclamation District. Sincerely, Herbert L. Weeks Director of Public Works HLW/eh DEVMELAS.PK/FILES/ORGNZTN Master Plan for. Melas Park br. Arlington Heights Park Distict L.W Dnip CWU6«,I K. I- C.L N. t*L mlinston Heightst Illinois IS" 9— A— a E- N.*� mo� b..Iw f1b" 64201 A&V_ &A jo U6,.j, 6ftU 7W3235 7W392-3570 7W32943" /AI 7w39242$2 1 As I IV 0 O'k, LOY4 COFFEE WITH COUNCIL Saturday, November 13, 1993 10:00 a.m. Trustees Room, Village Hall Mayor Gerald L. Farley convened the monthly Coffee With Council meeting at 10:00 a.m. Those present were: Mayor Gerald L. Farley, Trustees George Clowes, Timothy Corcoran, Richard Hendricks, Paul Hoefert and Michaele Skowron, Village Manager Michael Jannis and Police Chief Ronald Pavlock. This meeting was overlapped by a joint meeting between the Village Board and the Solid Waste Commission (see those minutes for the Commission members and residents in attendance). After the joint meeting that ended at 10:30 a.m. all residents left and only the Mayor, Board Members and Police Chief remained in attendance for the Coffee with Council meeting. Mayor Farley and the Village Manager brought up several items for general discussion or informational purposes only. Those items were: Special service district (south side) Louis Street parking Train station - Metra Wisconsin Central tracks between Euclid and Camp McDonald, east side of Wolf - parking for 500 vehicles - negative & positive impact M & M Subdivision - info only on new proposal Policy discussion on private/public sewer and water connections The meeting was adjourned at 12:30 p.m. Respectfully submitted, #4 OM40 W- 90-J" Ronald W. Pavlock Chief of Police RWP: i d