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HomeMy WebLinkAboutCOW Agenda Item II Draft Minutes MINUTES COMMITTEE OF THE WHOLE AUGUST 12, 2008 I. CALL TO ORDER The meeting was called to order at 7:15 p.m., in the Village Board room of the Mount Prospect Village Hall, 50 South Emerson Street, by Mayor Irvana Wilks. Present: Trustees Paul Hoefert, Arlene Juracek, John Korn, Steve Polit and Michael Zadel. Absent: Trustee Timothy Corcoran. Staff members present: Village Manager Michael Janonis, Finance Director Dave Erb, Human Services Director Nancy Morgan, Deputy Human Services Director Jan Abernethy, Police Chief John Dahlberg, Deputy Police Chief Bob Rzepecki, Deputy Police Chief Mike Semkiu, Community Development Director William Cooney, Community Development Senior Planner Clare O'Shea, Fire Chief Mike Figolah, Fire Marshal Paul Valentine, Public Works Director Glen Andler and Village Clerk Lisa Angell. Mayor Wilks asked for a motion to add Personnel 5 ILCS 120/2 (c) (1) for discussion under Closed Session. Trustee Hoefert, seconded by Trustee Korn, moved to add Personnel 5 ILCS 120/2 (c) (1) to the August 12th meeting Agenda. The motion was approved. II. APPROVAL OF MINUTES Approval of Committee of the Whole minutes from July 8, 2008 meeting. Mayor Wilks stated the minutes needed to be amended to add Trustee Korn's name to those in attendance at the July 8th meeting. Trustee Hoefert, seconded by Trustee Korn, moved to approve the minutes as amended to include Trustee Korn's attendance at the July 8, 2008 Committee of the Whole meeting. The minutes as amended were approved. Trustee Hoefert abstained and Trustee Pol it voted present. III. CITIZENS TO BE HEARD None. IV. 2008 MID-YEAR REVIEW AND 2009 PRE-BUDGET WORKSHOP Finance Director David Erb provided an overview of the current fiscal position of the Village. He stated the economic slowdown has negatively impacted overall retail sales in the Village and the return on invested funds has fallen. Revenues for most categories are flat or down from the amended budget, with notable variances in sales tax, ambulance billing and permit fees. The sales tax estimate increased $541,000, and intergovernmental revenues (income tax, replacement tax and use tax) remain strong. However, the home rule sales tax estimate decreased $30,000 and real estate tax as well as food and beverage taxes are down. Mr. Erb provided a mid-year revenue and expenditure summary. He stated transfers to the Capital Improvement Fund for a new Village phone system totaling $350,846 will be made in 2008. He also presented an overview of the Village's various funds and fund balances; 28.9 % 2008 General Fund fund balance. Page 2/5 COW 8/12/08 2009 Forecast Mr. Erb stated revenue for most categories is expected to remain flat or show minimal growth, with a budget deficit projected for 2009. Revenues for 2009 are expected to come in at $40,651,200; $221,925 lower than what was projected twelve (12) months ago. He stated adjustments to projected 2009 revenues are based on changes to the 2008 projections. . General Fund Revenues: home rule sales tax receipts, ambulance billing fees and investment income have been adjusted downward. . General Fund Expenditures: at this time expenditures are expected to remain consistent with the original 2009 budget forecast. Impacts on the 2009 Budget include: Capital improvement projects - construction of a new Fire Station #14, expansion of the Public Works Facility and construction of an Emergency Operations Center. Funding for these companion projects is expected to come from surplus funds on hand and bond proceeds of approximately $10 million. Two additional programs that will impact the 2009 budget if implemented are the Neighborhood Resource Center and an expanded marketing program. Mr. Erb provided an overview of the Village's fund balance history and the revised 2008 property tax levy; 4.13% and the 2009 forecasted property tax levy; 5.32%. He identified areas to be addressed in 2009/2010: (1) short-term deficit reduction (2) energy price increases (3) funding for Fires Station #14, PW expansion and EOC projects - tax levy impact (4) neighborhood resource center and (5) funding for capital projects supported by home rule sales tax. Mr. Erb stated departments have been directed to hold 2009 budgets to 2008 level; exceptions are those costs out of Village control such as fuel and contractual agreements. Villaqe Board CommentslDiscussion . Village needs to be role model, maintain tight and fiscally responsible budget. . 2009 Budget - goal 0% increase; need justification for increases . Budget process not just cost cutting, need creativity on revenue side . Unrealistic to hold all items to 0% increase; uncontrollable costs such as petroleum and petroleum based products, salt, and pensions . Keep discretionary items at 2008 level; controlled costs vs. uncontrollable · Negotiation of long-term labor contracts helps with budgeting . General Fund fund balance - decreasing surplus; defer or move forward with projects · Randhurst - revenue during renovation · "Human technology" finds savings . Departments - enhanced purchasing efficiency Neighborhood Resource Center (NRC) Ms. Clare O'Shea, Senior Planner, Community Development Department, presented background information and an updated progress summary on the proposed Neighborhood Resource Center (NRC). The proposed NRC will provide a more effective delivery of services and information to residents. Page 3/5 COW 8/12/08 In 2007 the Village of Mount Prospect was awarded $50,000 grant from the Chicago Community Trust to conduct a feasibility study for the NRC. In June of this year staff presented their recommendations to the Village Board, and since that time have developed a more detailed budget and ascertained the level of commitment to the NRC from other local organizations. As staff work on items for the Chicago Community Trust second (2nd) year grant, their efforts have focused on developing a business plan, working with an architect for design and layout, securing commitments from potential community partners and information for the 2009 budget. . Business plan - staff has worked with the Harper College Small Business Development Center to develop the center's business plan. Goals and objectives of the NRC will be refined with the community partners. . Budget - several grants and other revenue sources, such as Community Development Block Grant (CDBG) funds and contributions from community partners will reduce the overall cost to the Village's general fund. . Center Design/layout - draft layout was presented, includes library and community room . Letters of intent - nine organizations have expressed interest in participating in the neighborhood resource center with financial and in-kind contributions. The Mount Prospect Public Library is the most significant partner in the NRC and plans on having permanent presence in the center and is budgeting for materials and computers. . Staff - three (3) positions are proposed for the NRC; receptionist, Social Worker and Community Service officer. Due to the substantial time commitment required for the success of the center it was determined additional staff is necessary. The receptionist's salary will be partially paid by the community partners. . Timeline - if approved build out of the center would begin in January and the proposed center would open in June or July 2009. Several representatives from the Mount Prospect Public Library were in attendance. Library Board Members - Dale Draznin and Jackie Hinaber and Library Administration - Marilyn Genther, Kathy Deane and Larry D'Soro. Library Board President Dale Draznin stated the Library Board had recently informally approved partnering with the Village for the NRC. Executive Director Marilyn Genther stated the library at the NRC would have two (2) staff on-site and offer everything that is available at the Main Library. Mount Prospect Library has recognized, for many years, recognized the need for an off-site location so the library can serve those individuals who are unable to access the main library. Villaqe Board Comments/Discussion . Budget - Village costs after grants and other funding sources Costs will generate many benefits to community . Proposed budget - conservative/efficient way of providing services to community . NRC makes a lot of sense - synergy of services . Library a significant asset to NRC/tremendous resource to community . Adequate spacing for staff/community agencies and activities · Status of grants · General Operation of NRC Page 4/5 COW 8/12/08 Ms. O'Shea provided the following responses to questions regarding NRC staffing/space and grant awards. . Staffing - three (3) Village staff at NRC, (1) community service officer - assigned to center but will be out in the community, (2) social worker - under Human Services and receptionist; community partners will contribute to personnel costs of receptionist. Library will have staff there all the time and other agencies will be able to schedule staff time. . NRC space - community room will be used for meetings/seminars, NRC is for anyone not just south side residents. Space will be managed through structured use. . Anticipate 3rd year of funding from Chicago Community Trust. May lose funding if project is deferred. (Trustee Hoefert requested staff confirm status of grant if project is deferred.) Additional funds through CDBG will be explored. Noting there was support to move forward with the NRC in the 2009 budget, Village Manager Janonis stated staff will confirm commitments from community partners, focus on most important priorities of the 2009 budget, and then look at budgeting for NRC. Retail Marketing Plan Village Manager Janonis stated as the Village moves forward with proposed redevelopment it is also time to gear up with a more robust retail marketing plan. He stated the main goals of the marketing action plan are to (1) promote the Village to potential new businesses, encourage a Mount Prospect location and (2) develop a continual marketing program for existing businesses in order to attract customers. Marketing initiatives implemented thus far have been very successful and staff recommend building on the momentum of those initiatives, to further increase the awareness and recognition of Mount Prospect. Village Manager Janonis highlighted the 4 levels of marketing intensity/costs staff have researched. The range is from Level one - maintain 2008 level up to level four which includes an aggressive media campaign to include billboards, commercials, etc. While a level 4 may be the goal in a few years, staff are looking more toward the level 2 - 2008 level with increased local print advertising. The proposed 2009 budget estimate; $71,273. Village Manager Janonis presented staff's request for a Request for Proposal (RFP) for web design and consulting services. He stated there are several concerns associated with the current provider's response to service requests and the ability to ensure the demands and expectations of both the public and Village employee's are met. He highlighted a number of features identified by residents and staff that have gone unmet because of limitations of the current provider; improvement of existing features; new features and future applications. Staff's research of other communities and discussion with other providers suggest these issues can be addressed with a new consultant. While the additional costs are not in the 2009 budget, staff believe the gains in efficiency, as well as improvements in technical support and ingenuity of a new consultant are warranted. Page 5/5 COW 8/12/08 Villaqe Board Comments/Discussion Marketing Plan . Lower cost keep marketing localized - need out-reach beyond Village of Mount Prospect . Need to move to regional campaign but not discount local awareness · Know what other communities have used when finding a unique tag line . Other communities marketing to our residents - need to market to consumers outside Mount Prospect to shop Mount Prospect Web Design · Information on web site very important . Upgrade web site to next level - Le., use of on-line applications . Imperative the Village move forward with web site capabilities Village Manager Janonis stated other web site consultants will be researched but Civic Plus has worked with a number of municipalities. V. VILLAGE MANAGER'S REPORT None. VI. ANY OTHER BUSINESS Mr. Cooney provided information regarding various businesses in the Village. He stated the closing of businesses is not a reflection on the Village but rather the current economy and corporate decisions. . Kensington/Rand - NW Community Hospital medical building open in early 2009 . Mitchell Buick - corporate decision to close location . Gas stations closed - Rand/Kensington, Central/Mount Prospect, Euclid/River. Difficult to market as developers are less interested in single lots. Mayor Wilks thanked Chief Dahlberg and the officers who assisted with the recent cancer walk through Mount Prospect. VII. ADJOURN Motion made by Trustee Zadel, seconded by Trustee Polit, to convene a Closed Session to discuss Land Acquisition and Personnel; moved into Closed Session at 9:13 p.m. Returned to Open Session at 9:58 p.m., and immediately adjourned. Respectfully submitted, ,/) . /1 QO . ,,/~~/!S~ V?- , M. Li~ Angell 0 Village Clerk l~~,:;~si:~~~~~r~ I/f(k; -..'~,,\\ / /~~,~~-,:~\~ \ "I =1..,lJU:;S' ..f""nll,1 J1r~:.d g \;.'~.=/ ;Y.'/'// "',' ,.',' fIIlIlH ./ MINUTES OF THE FIRE STATION 14 WORKSHOP OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT August 26, 2008 I. CALL TO ORDER The meeting was called to order at 6:26 p.m. in the Police/Fire Training Room at the Mount Prospect Public Safety Building, 112 East Northwest Highway by Mayor Pro Tem John Korn. II. ROLL CALL Present at the meeting were Mayor Pro-Tem John Korn, Trustees Paul Hoefert, Arlene Juracek, Steven Polit, and Michael lade!. Staff Present was Village Manager Michael Janonis, Assistant Manager David Strahl, Fire Chief Michael Figolah, Deputy Fire Chief John Malcolm, and Administrative Project Analyst Christina Park. Also present were SRBL Architects Jake Davis, Annabella Orlando, Louise Kowalczyk and Carol Sente and representatives from Leopardo Companies; Michael Haught, James Novak and Michael Behm. III. STATION 14 - PHASE I PROPOSED CONSTRUCTION WORKSHOP Fire Chief Michael Figolah stated that the purpose of this meeting was to provide an overview of the progress for the three areas under the Phase I Proposed Construction projects. These three projects include modifications at Public Works, the Emergency Operations Center (EOC), and Fire Station 14. Chief Figolah introduced the guests from SRBL Architects and Leopardo Companies. Chief Figolah gave an overview of each of the three projects. He stated that the schematic floor plan and site designs for modifications at Public Works are almost complete. The scope of the project at Public Works involves adding two additional bays to accommodate vehicle maintenance of Fire Department apparatus, upgrades to the fuel island, overall hardening of the facility, and a new storage/butler building at Well #16. Figolah stated that staff had the opportunity to tour four EOCs in the area including Arlington Heights, Schaumburg, Northbrook, and Chicago. These tours covered a very diverse group of facilities and provided staff with a good understanding of what they would like to see and what did not work. Figolah explained that staff saw the first schematic design of the EOC last week and will receive an updated drawing on September 2nd. Chief Figolah gave background information on the schematic designs for Fire Station #14 stating that SRBL Architects and Village Staff have been working on plans for over two months. He gave an overview of the various teams that have been established to oversee various aspects of the project including the Schematic Design Committee, Training Committee, PT Committee, and Interior Build-Out Committee. Chief Figolah then walked everyone through the floor plans through the perspective of a firefighter. Many questions and comments were discussed. Overall there was unanimous approval for the floor plan design. Out of this discussion changes to the interior floor plan include: 1. The addition of a door from the bunk room to the patio 2. Changes to the toilet/shower rooms to ensure adequate space and seating for dressing. Jake Davis, Project Manager for SRBL Architects, then gave an overview of the floor plans and exterior elevations from an architect's perspective, including the influence that LEED had on the design. Figolah then transitioned to the outside elevation of the proposed fire station. He stated that this first view of the outside skin of the building was based upon the architects' vision of the building based upon the floor plan and surrounding park and forest preserves. Figolah explained that this first look was not a design based upon staff's direction. Staff received this plan at the same time as the Board. Since there were concerns stated early about the outside elevation this workshop's purpose was to elicit input from the Village Board whether the building design should be started over or tweaked. After a long discussion the following recommendations were stated: 1. Add more natural features to building 2. Corner support brackets to be bulkier in appearance 3. Roof lines and glass? most contested features 4. Explore changes in fascia color and material (not aluminum) 5. Explore changes in roof lines 6. More natural look, less hard edged 7. Soften the appearance of the building 8. No metal 9. Create an additional scheme, perhaps prairie style 10. Blending between inside and outside of building 11. Low roof lines - currently too aggressive 12. Make building appear less like a drive in 13. 'Building currently looks to have a "California" look. Make it more "Midwestern" Christina Park, Administrative Project Analyst for the Fire Department, gave an overview of the variations that would need to be granted in order to build Fire Station #14. She explained that four variations would be necessary and would 2 include the following: (1) front yard setback, (2) side (east) yard setback, (3) lot coverage, and (4) height restriction for the building's hose tower. Trustee Juracek stated that she felt the variations should be granted because the site constraints cause a real hardship. Resident Carol Tortorello, 223 S. Elmhurst Avenue, stated that she did not like the roof of the building and felt it did not look like a civic building. Consensus among the Trustees was to have SRBL Architects work on sketches of alternative exterior elevations for the Board to review, some of which will be completely different than the current concept and others that modify the existing idea. Of greatest concern to the Board was the roofline and exterior building materials. IV. ADJOURNMENT The meeting was adjourned at 9:36 p.m. CHRISTINA PARK ADMINISTRATIVE PROJECT ANALYST 3