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HomeMy WebLinkAbout3.1 Minutes 09/10/2024Village of Mount Prospect Meeting of the Committee of the Whole Tuesday, September 10, 2024 / 7:00 PM CALL TO ORDER Mayor Hoefert called the Committee of the Whole Meeting of the Village Board to order at 7:05 p.m. in the Board Room at Village Hall, 50 S. Emerson St. ROLL CALL Members present upon roll call by the Village Clerk: Mayor Paul Wm. Hoefert, Trustee Vincent Dante*, Trustee Agostino Filippone, Trustee Bill Grossi*, Trustee John Matuszak, Trustee Colleen Saccotelli Absent: Trustee Terri Gens APPROVAL OF MINUTES 3.1. Minutes of the Committee of the Whole meeting - August 13, 2024 Motion by Trustee Grossi, second by Trusee Dante to approve the minutes from the August 13, 2024 Committee of the Whole meeting. Yea: Dante, Fillipone, Grossi, Matuszak, Saccotelli Nay: None Absent: Gens Final Resolution: Motion passed MAYORS REPORT 4.1. PROCLAMATION: National Hispanic Heritage Month - September 15 to October 15, 2024 Mayor Hoefert read the proclamation into the record recognizing and honoring National Hispanic Heritage Month. Prospect High School's Spanish Honor Society students accepted the proclamation. They each spoke about how their study of Hispanic culture has enriched their lives. CITIZENS TO BE HEARD Steve Polit Resident He reminded everyone that Coffee with Council is this Saturday. DISCUSSION ITEMS *Trustee Grossi announced he is recusing himself from the evening's discussion item pursuant to the passage of the Ethics Ordinance at the September 3, 2024, Village Board meeting. Trustee Grossi is the current President of the Mount Prospect Lions Club. He read a prepared statement, explaining his decision. Trustee Grossi left the dais at 7:18 p.m. and exited the meeting. *Trustee Dante announced his decision to abstain from the forthcoming discussion. Trustee Dante identified his roles that may present a conflict, including his position on the Downtown Merchants Association Board, as a member of the Chamber of Commerce, and as past president and current member of the Lions Club. Trustee Dante remained at the dais but did not participate in the discussion. Trustee Matuszak clarified that neither Trustee Grossi nor Trustee Dante are paid by the Lions Club or any other organizations mentioned. Trustees Matuszak, Filippone, Saccotelli and Mayor Hoefert each declared their volunteer roles in the community with various organizations. 6.1. Public Representation Budget and Event Funding Discussion Assistant Village Manager Alex Bertolucci and Director of Finance Amit Thakkar presented the Public Representation Budget and Village Events discussion. Mr. Bertolucci stated that the Village Strategic Plan prioritized creating an events policy, guidelines, and process. Following the pandemic, staff took a closer look at the cost of hosting events, which prompted an internal review to improve event tracking. The review also included opportunities to add events in response to residents' interest in more community events. Mr. Bertolucci stated that staff created a Village Events and Festivals Enhancement Report to review existing conditions, code regulations, staffing, costs, and budgeting for Village events. With the help of the Finance Department, event codes were created to improve how we track these events. Mr. Bertolucci provided a history of Village events. Outdoor entertainment has increased in popularity since 2016. The Village introduced new events and some existing events have grown over time. Mr. Bertolucci noted that the Village consistently receives positive reviews from the community for events via the Community Survey, social media, etc. Mr. Bertolucci displayed an overview of annual events, divided into three categories: Village -hosted events, Village -supported events, and community events. Mr. Bertolucci stated that the Village's Special Events Commission plans several community events throughout the year, including the 4th of July parade, Shining Stars Gala, Christkindlemarket, the Family Bike ride, and holiday decorating contests. Funding for these events is budgeted in Public Representation. Village department events such as the Public Works and Fire Department's open house and the Police Five -o 5k are budgeted by the respective department. Director of Finance Amit Thakkar presented the proposed Public Representation budget for 2025. (Clerk's note: the proposed 2025 Village Budget will be presented at a COW meeting in October). Mr. Thakkar stated the proposed total 2025 budget for Public Representation is $776,120.00; 65% of this budget is allocated for various events, community groups, and holiday decorations. Mr. Thakkar presented details for village -hosted events, including the Downtown Block Party which began in 2000 and was previously run by the Chamber of Commerce with financial support from the Village. Starting in 2023, the Village assumed responsibility for all aspects of this event. Mr. Thakkar reviewed the cost of this event from 2022 through 2024. In 2022, the net cost to the Village was $78,555 (no revenue offset as this was a Chamber event). In 2023, the net cost was $25,465, and in 2024, the net cost was $19,057. The Village collaborates with the Mt. Prospect Park District and the Chamber of Commerce for the Celebration of Cultures. This is a one -day event. The net cost in 2024 was $30,752, in 2023 it was $31,796 and in 2022 the net cost to the Village was $27,245. This event continues to grow each year. Mr. Thakkar provided cost details on other Village events, including the July 4th Festival and parade, Fridays on the Green, Oktoberfest and Fall Fest. Mr. Thakkar provided details on the 2024 budget for all events, including the Memorial Day parade, holiday tree lighting, Shining Stars Gala, and other smaller events. Mr. Thakkar stated that the net cost for all Village events in 2024 was $374,182. This amount includes both non - personnel and personnel expenditures. Revenues totaled $162,935 and expenditures totaled $537,116. Mr. Bertolucci provided information about the budgets for events in neighboring communities for comparison. Mr. Bertolucci reported that the Village of Mount Prospect is spending above average on events and festivals compared to neighboring communities. Mr. Bertolucci sought recommendations on a formal permit/application process for special events. In addition to establishing a formal application process, amendments to our Village Code are necessary to modernize outdated procedures. A board discussion followed. Board Comments: • A formal application process will make things easier for both staff and applicants. • It is important that the Police and Fire departments know when/where an event is happening. • Sponsorship solicitations should be from the Village and not a specific staff member. • Events are important to the community by providing entertainment; events enhance our bars and restaurants. • Suggested a workshop for those who will be required to go through the application/permit process. • Concerned that the extra hours staff put into work events will dampen staff morale over time. Mr. Bertolucci and Mr. Thakkar provided the following in response to questions from the Board: • Most neighboring communities implement a charge -back practice for events; the Village of Mount Prospect will consider adding this to the application process moving forward. • Staff has reviewed a few special events policies of other municipalities; a broader review will follow as we proceed with this policy. • It is important to manage events so they don't overlap or conflict with other events. • The $19,080 net cost for the Block Party included overtime costs for Public Works, Police, Fire, and Finance departments. • Soliciting sponsorship from local businesses is an acceptable general practice; sponsorship opportunities are/were available on the Block Party website page. • Village employees as individuals do not seek out sponsorship; some sponsorships are sought on behalf of the Village via email to organizations the Village works with. Sponsorships are a marketing opportunity for the sponsors as well. In response to a clarifying question from the Board, Village Manager Michael Cassady stated the goal of a formal process is less about control and more about the organization of Village events. Mr. Cassady stated that the Village has many community events and is close to the capacity of events. However, he added that the door is not closed to adding new events if appropriate. Budget will be a factor in this determination. Mayor Hoefert added that events are important to any community. It is not about producing a profit but more about controlling costs responsibly. In response to a question from the Board, Mr. Cassady stated that any new event would be brought to the Board as a budget amendment. In response to a question from the Board, Mr. Bertolucci stated he has, at this time, adequate feedback from the Board to revise the special events application and begin drafting accompanying code amendments. Mayor Hoefert provided closing comments. No additional discussion. Public Comment: Bill Starr 1819 W. Willow Lane Member of the American Legion • Requested members of the Village Board sign and send a birthday card to Virgil Wendt, a member of the American Legion who is celebrating his 90th birthday. Mr. Wendt has been carrying the American Flag in the 4th of July and Memorial Day parades for the past 25 years. VILLAGE MANAGER'S REPORT 7.1. As submitted No report. ANY OTHER BUSINESS Fire Chief Dolan reminded everyone that the Fire Department Open House is Saturday, September 14, at Randhurst Village from 10:00a.m. to 2:OOp.m. Trustee Dante thanked Chief Dolan, the Police Department, and the Public Works Department for the expeditious clean-up from the recent storm. ADJOURNMENT With no additional business to conduct, Mayor Hoefert asked for a motion to adjourn. Trustee Matuszak, seconded by Trustee Saccotelli motioned to adjourn the meeting. By unanimous voice vote, the September 10, 2024, Committee of the Whole meeting adjourned at 8:49 p.m. Respectfully submitted, Karen M. Agoranos Village Clerk