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Home My WebLink AboutCOW Agenda Packet 10/24/2000 PLEASE NOTE EARLY START TIME COMMITTEE OF THE WHOLE AGENDA Meeting Location: Meeting Date and Time: Mount Prospect Senior Center Tuesday, October 24, 2000 50 South Emerson Street 6;00 P.M. I. CALL TO ORDER - ROLL CALL Mayor Gerald L, Farley Trustee Timothy Corcoran Trustee Dennis Prikkel Trustee Paul Hoefert Trustee Michaele Skowron Trustee Richard Lohrstorfer Trustee Irvana Wilks II. ACCEPTANCE OF MINUTES OF MEETING OF OCTOBER '10, 2000 Ill. CITIZENS TO BE HEARD IV. 2001 BUDGET DISCUSSION Opening Remarks - Gerald L. Farley, Mayor Budget Overview - Michael Janonis, Village Manager Budget Revenues/Expenditures- Carol Widmer, Deputy Finance Director Police Department - Ronald Pavlock, Police Chief Village Administration - Michael Janonis, Village Manager Finance Department - Carol Widmer, Deputy Finance Director Finance Commission Comments V. ANY OTHER BUSINESS VI. ADJOURNMENT *For those wishing to call in with questions or comments during the Budget Hearing, please dial 870- 5659* NO TE: ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 'iO0 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327, TDD f~47..'392-6064. H:\GEN\Cow~Agenda\102400 BUDGET Agenda.doc MINUTES COMMITTEE OF THE WHOLE OCTOBER 10, 2000 I. CALL TO ORDER The meeting was called to order at 7:33 p.m. by Mayor Gerald Farley. Present at the meeting were: Trustees Paul Hoefert, Richard Lohrstorfer, Dennis Prikkel, Michaele Skowron and Irvana Wilks. Absent from ~he meeting was: Trustee Timothy Corcoran. Staff members present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Community Development Director William Cooney, Village Attorney Everette Hill and Finance Director Douglas EIIsworth. II. APPROVAL OF MINUTES Approval of Minutes from August 22, 2000. Motion made by Trustee Wilks and Seconded by Trustee Skowron to approve the Minutes. Minutes were approved. Trustee Hoefert abstained. Approval of Minutes from September 12, 2000. Motion made by Trustee Hoefert and Seconded by Trustee Prikkel to approve the Minutes. Minutes were approved. Trustee Wilks and Trustee Skowron abstained. Approval of Minutes from September 26, 2000. Motion made by Trustee Hoefert and Seconded by Trustee Wilks to approve the Minutes. Minutes were approved. Trustee Lohrstorfer and Trustee Skowron abstained. III. CITIZENS TO BE HEARD None. IV. REVIEW OF REVISED CORRIDOR PLAN AND PROPOSED LOGO DESIGN Community Development Director Bill Cooney stated the final Corridor Draft Plan is available and is being provided to the Village Board for their information this evening. There have been several meetings with the consultant, Wolff Clements, to define the guidelines for the improvements and various funds have been requested in future CIP Budgets. He stated that his purpose tonight is to look for general concurrence of the Village so he can return to the Plan Commission for final approval for the general guidelines. Craig Fransworth of Wolff Clements spoke. He stated the document should be considered a planning tool that provides guidelines for the development of 12 different areas which have been previously identified to highlight the fact that someone is within Mount Prospect and nowhere else. Don McLean of Graf/X spoke. He stated the revised Logo is being presented to represent Mount Prospect's image at these various Corridor areas and to incorporate the Logo design on future street signs to designate the Village from other communities. He stated the keystone logo with the "MP" appearing as if it is growing out of the stone to the use of neutral colors was designed to provide a unique identifier for the community. General comments from the Village Board members included the following items: Several Board members expressed approval regarding the Logo design. There was some discussion regarding where the Logo would be utilized and for what purpose. There was also a discussion regarding the standardization of appearance markers at various Corridor locations in the community. Consensus of the Village Board was to accept the revised Corridor Plan document and the proposed Logo. IV. AMENDMENTS TO REAL ESTATE TRANSFER TAX Village Manager Janonis stated that this item is coming before the Village Board at the request of several Board members who previously expressed an interest in reviewing how this Tax is levied. Staff surveyed several other towns and found that only one other community levied the Transfer Tax on the buyer of the property compared to the seller in other communities that levied the Transfer Tax. He stated that staff also reviewed the administrative burden of managing the collection of this revenue. The Ordinance was revised to acknowledge different sales options that have been undertaken relating to property transfer but have not necessarily been clarified in the Ordinance. He stated the Real Estate Transfer Tax has been in place since 1987 and the Village has collected significant revenue from this Tax with the most recent projection for the fiscal year of approximately $650,000. He also stated staff has suggested an opportunity to balance the equity of the administration so that if there is a change to levy the Tax on the seller instead of the buyer as is currently levied, it would be suggested that the property owner would not have to pay the Tax twice; once buying in the community and once selling in the community. General comments from the Village Board members included the following items: The Real Estate Transfer Tax was originally levied on the buyer because the seller had paid their fair share of services while they were a resident and the Board at the time felt it was critical the new resident pay a fair share for those services upon purchasing a home within the community. There was considerable discussion about the processing of the suggested staff rebates and the discussion also highlighted the fact of the loss of revenue through the suggested rebate system. There were also some comments regarding a specific timeframe in which a rebate could be considered whereby a current resident who paid the Tax when they bought in the community could get some relief at the point of selling their residence when they leave the community. There was also some discussion regarding who would be responsible for providing the documentation regarding the amount originally paid by the buyer. There was a comment suggesting the revenue source be discontinued and the funds necessary be levied through the Property Tax instead of the Real Estate Transfer Tax. John Korn, Chairman of the Finance Commission, spoke. He stated the Commission recommended a shift to the seller and the Village should rebate the amount the buyer originally paid when they purchased in the community. Frank Vlazny, 2103 Jody Court, spoke. He stated he objected to the Tax when it was imposed and feels it is unrealistic to take credit or rebate a portion of the Tax and it should be added to the Property Tax if it is necessary to obtain this revenue. He feels this is a hidden Tax. George Clowes, 604 South Elm, spoke. He stated this is a Tax on people that have moved into town over the last 13 years. If a rebate window is determined, then it becomes a windfall for the people that have the opportunity to take advantage of the rebate. He is concerned about the overall loss in revenue through considering the rebate option and feels that buyers coming in to the community are making a down payment on the infrastructure, which has been put in ~place for their use. Consensus of the Village Board was to leave the Real Estate Transfer Tax on the buyer and not shift it to the seller of the property. They also recommended a change in the business lease definitions and the corporate buy-out language, which would allow the Village to collect the Tax on different types of real estate transactions. VI. VII,,LAGE MANAGER'S REPORT Village Manager Michael Janonis reminded everyone of the upcoming Coffee with Council on October 14 and a portion of the meeting will be a floater to Euclid School at Euclid and Wheeling. He also reminded everyone of the Welcome New Resident meeting scheduled for October 28. He stated that Budget review starts with the Village Board on October 24. VII. ANY OTHER BUSINESS Trustee Prikkel complimented the Mount Prospect Police Department for the Randhurst Safety Show, which occurred during the past weekend. Trustee Wilks commented on the recent Press Release regarding the Mayor's announcement that he is running for a fourth term. CLOSED SESSION A Motion was made by Trustee Wilks and Seconded by Trustee Prikkel to move into Closed Session to discuss Personnel, Litigation, and Property Acquisition. The meeting moved into Closed Session at 9:11 p.m. The meeting reconvened into Open Session at 9:54 p.m. VIII. ADJOURNMENT Since there was no further business, the meeting was adjourned at 9:55 p.m. Respectfully submitted, DAVID STRAHL Assistant Village Manager DS/mc H:\GEN\Cow\Minutes\l 01000 COW Minutes.doc 4 VILLAGE OF MOUNT PROSPECT 2001 BUDGET POLICE DEPARTMENT 2001 POLICE DEPARTMENT BUDGET PRESENTATION OUTLINE · DEPARTMENT FUNCTIONS · DEPARTMENT ORGANIZATION & STAFFING · 2000 ACCOMPLISHMENTS · 2001 OBJECTIVES · 2001 BUDGET HIGHLIGHTS 2001 POLICE DEPARTMENT BUDGET DEPARTMENT FUNCTIONS FIELD OPERATIONS DIVISION Board of Fire and Police Commissioners Liaison Internal Affairs/Administrative Review Northern Illinois Police Alarm System Liaison (NIPAS) Patrol Section Uniformed Preventative Patrol Emergency Response to Calls for Service Preliminary Investigation of Criminal Offenses Traffic Law Enforcement and Accident Investigation Problem Solving Policing Unit Major Case Assistance Team Investigative Section Follow-Up Investigation of Criminal Offenses Intelligence and Vice Operations Tactical Unit Task Force Operations School Resource Officer Programs Peer Jury Program Crime Prevention Unit · Officer Friendly Program Public Information and Media Relations Crime Analysis Citizens Police Academy ADMINISTRATIVE SUPPORT SERVICES DIVISION Payroll, Budgeting, Purchasing & Capital Asset Management Training Program Adult School Crossing Guard Program Northwest Central Dispatch Communications System Liaison Northern Illinois Crime Laboratory Liaison (NIPCL) Technical Services Unit Accreditation Program and Written Directive System Management Information Systems (Computers and Technology) Management Records Section Document & Warrant Control Uniform Crime Reporting Property Control Unit Property Control Court Liaison Unit Court Liaison and Case Disposition Reporting Subpoena Processing 2001 POLICE DEPARTMENT BUDGET 2000 ACCOMPLISHMENTS · Established a police recruit officer eligibility. · Improved the department's efficiency and productivity by expanding the use of in-car laptop computer workstations. · Developed a uniform beat officer "Walk & Talk" program for Prospect High School and the middle schools in the Village. · Implemented an Honor Guard Program. · Developed a computer database for all traffic stops. · Replaced individual officer performance objectives with departmental public safety obi ectives. · Developed a written policy prohibiting selective enforcement of the law. 2001 POLICE DEPARTMENT BUDGET 2001 OBJECTIVES · Establish a police recruit officer eligibility list. · Provide cultural diversity training to all members of the department. · Implement recruitment strategies to encourage Hispanics and other minorities to apply for positions with the police department. · Implement recruitment strategies to attract a larger number of persons to apply for positions with the police department. · Complete the department's transition to the 4~ edition of CALEA accreditation standards. 5 2001 POLICE DEPARTMENT BUDGET HIGHLIGHTS Budget Overview The 2001 Police Department budget increased 3.7% over the 2000 budget. · Salaries and benefits make up 84.7% of the Police Department budget. Within this category there were three significant changes: o In m~.d-2000, two part-time records clerks positions were consolidated into one full time records clerk position. o In 2001, the seasonal records clerk position has been deleted. o In 2000, $100,000 was budgeted £or overtime £or traffic control related to the Route 83 street reconstructiunprojeet. In 2001, the project willbe completed and the patrol overtime account will show a significant reduction in overtime costs. · The programs comprising the remaining 15.3% o£ the 2001 Police Department budget increased 3.46% or $48,368 in 2001. While most o£ the individual accounts in these programs changed only slightly, the funding levels of several accounts changed significantly. These accounts are highlighted in the following sections. Significant Changes in Department Accounts or Programs · Employment Testing (page 166): The funding for this account has been increased by $11,000 because the department plans to run promotional tests in 2001 using assessment center processes. · Accreditation (page 166): This account has been increased by $12,400 because the fee for the department's 2002 on-site is due in 2001. · Cellular Phone Service (page167): The $7,750 increase in this account reflects the department's growing use of cellular phones in day-to-day operations. The department is moving away from fixed in-car phones to hand-held phones that include a two-way radio capability. These radio-phones have proven to be very effective in coordinating and completing field investigations. · NWCD Dispatch Services (page 168): NWCDS provides emergency radio and CAD dispatch services to the police and fire departments. The $18,672 increase in this account reflects increases in the NWCDS operating budget that was approved by the Village Managers of the member jurisdictions. 6 · Glenview Training Facility (page 168): The department has decided to suspend paying its $7,303 membership fee while it reassesses the benefits of this police training resource. · Police Protective Clothing (page 168): The $10,070 budgeted in 2001 for the purchase of new or replacement soft body armor for sworn officers will be offset by a federal gram that provides 50% reimbursement for the department's body armor purchases. · Computer Equipment - New (page 169): The $14,863 budgeted in 2001 will be used to purchase in-car computers. This expenditure will be offset by Local Law Enforcement Block Grant (LLEBG) award funds. The department has been receiving LLEBG awards since 1996 and has qualified for another award next year. · Tobacco Enforcement Program (page 171): The $6,960 budgeted in 2000 and 2001 represents the amount of a grant received to conduct a retail education and enforcement program with tobacco retailers in the community. The purpose of the program is use positive methods to reduce the illegal sale of tobacco to minors. Equipment Purchases · Computer Equipment - Police (page 167): The $13,600 in this account will be used to purchase five computers and two printers. The additional computers will be assigned to two command officers, the records warrant clerk, the Randhurst substation and the pistol range work area. The administrative staff will share a new network printer. A new personal printer will be placed at the pistol range. · Weapons (page 169): The $1,500 in this account will be used to purchase a less lethal weapons (bean bag) system. The department already has certified instructors on staff. · Other Equipment (page 169): The $5,300 in this account will be used to purchase a replacement breath test machine. The department's two current machines are 15 years old and at the end of their useful lives. A second new machine will be purchased from DUI fines assessed under Senate Bill 740 for that purpose. Capital Improvements · Replace Police Department Vehicles (pages 292 & 295): The $345,850 in this account will be used to purchase 10 marked patrol cars and 1 unmarked detective car. These funds also include the cost of striping the new cars and transferring the equipment from the old cars to the new cars. In 2000, the department purchased Ford Interceptor squad cars and a Chevrolet Impala detective car, and is pleased with the performance of both vehicle types. · Computer Equipment- Police (pages 293 & 299): The $2,100 in this account will be used to purchase a replacement computer and monitor for the booking room. 7 FISCAL YEAR 2001 (From Summary on page 165) Commodities & Supplies Equipment Contractual ~)ther Equipment Services Other Personal Services 8 FIVE YEAR BUDGET HISTORY (1997-2001) 10,000,000 9,000,000 8,000,000 -e-Total Budget 7,000,000 6,000,000 --- Personal Services 6,000,000 & Benefits 4,000,000 All Other 3,000,000 Categories 2,000,000 1,000,000 0 1997 1998 1999 2000 2001 9 VILLAGE OF MOUNT PROSPECT 2001 PROPOSED BUDGET VILLAGE MANAGER'S OFFICE IncludinR: · Public Representation · Village Administration · Public Information · Management Information Systems (MIS) · TV Services · Village Clerk Village Manager's Office 2001 Proposed Budget Presentation Outline · Department Functions Public Representation - Page 82 Village Manager's Office - Page 88 TV services - Page 99 Village Clerk- Page 107 · Department Structure and Personnel Information Provided on Page 87 · 199912000 Accomplishments Village Manager's Office - Page 88 TV Services - Page 99 Village Clerk- Page 107 · 2001 Objectives Village Manager's Office - Page 88 TV Services - Page 99 Village Clerk- Page 107 · Performance/Efficiency Measures TV Services - Page 100 Village Clerk - Page 107 · Budget Highlights Page 2 Village Manager's Office 2001 Proposed Budget Bud et Hi .hli_'hts Public Representation/Advisory Boards & Commissions: Public Representation/Advisory Boards & Commissions Overall Budget Increase of 4.3% ($4,404) Increase Percent Category 2000 Budget 2001 Budget (Decrease) Change Wages & Benefits $33,504 $36,997 $3,493 10.4% Contractual Services $58,888 $60,034 $1,146 1.9% Commodities & Supplies $9,800 $9,550 ($250) -2.6% Miscellaneous $410 $425 $15 3.7% Total $102,602 $107,006 $4,404 4.3% BUDGET HIGHLIGHTS Personal Services This expenditure classification includes the provision for the annual salaries of the Mayor, Trustees, Liquor Commissioner, and a portion of the salary of the Administrative Assistant in the Village Manager's Office. The Mayor's current annual salary of $4,000 will be increasing to $5,500 on May 1, 2001. The Mayor, as Local Liquor Commissioner, receives an additional $3,000 for serving in this capacity. Trustees appointed or elected to office after April 30,1999 receive $2,750. The two trustee positions still receiving the old salary of $2,000 will receive $2,750 effective May 1,2001. · Contractual Services Contractual Services include organization membership dues of $32,760 for the Northwest Municipal Conference, Northeastern Illinois Planning Commission, Illinois Municipal League, and the U.S. Conference of Mayors. Also included in contractual services are one-half of the cost for the annual financial audit ($10,600) and $7,000 for Special Projects. The Special Projects Account is used for one-time expenditures approved by the Village Board. · Commodities & Supplies Included in this expenditure classification ara Office Supplies, Recognition Supplies and Other Supplies such as business cards, note pads, and subscriptions. Page 3 Village Manager's Office 2001 Proposed Budget Bud et Hi hli hts Village Manager's Office: Overall Budget Increase of 24,1% ($164,503) Increase Percent Category 2000 Budget 2001 Budget (Decrease) Change Wages & Benefits $378,731 $577,377 $198,646 52.5% Contractual Services $297,290 $254,957 ($42,333) -14.2% Commodities & Supplies $5,310 $11,900 $6,590 124.1% Miscellaneous $2,600 $4,200 $1,600 61.5% Total $683,931 $848,434 $164,503 24.1% BUDGET HIGHLIGHTS · Personal Services A new initiative for 2001 will be the hiring of a Human Resources Director and Personnel Assistant to improve the Human Resources Management function. Also'included in the Personnel program are the continuation of the merit pay pool in the amount of $25,000 and the addition of $30,000 for a contingency for market salary adjustments. · Other Employee Costs Within this expenditure classification, $15,000 is provided for the continuation of a management training program. This is double the amount included in last year's budget. · Contractual Services The budget for legal services is estimated at $210,000, a decrease from the $255,000 budgeted for 2000. The decrease can be attributed to the less time being spent on labor negotiations during 2001 because no labor contracts expire in 2001. · Commodities & Supplies The increase in this line item is due to the purchase of office furniture and computer equipment for the new positions of Human Resources Director and Personnel Assistant. Page 4 Village Manager's Office 2001 Proposed Budget Bud etHi hli hts Management Information Systems (MIS) Overall Budget Decrease of-5.3% ($9,750) Increase Percent Category 2000 Budget 2001 Budget (Decrease) Change Wages & Benefits $71,493 $77,467 $5,974 8.4% Contractual Services $95,434 $79,235 ($16,199) -17.0% Commodities & Supplies $2,650 $2,650 $0 0.0% Miscellaneous $13,005 $13,480 $475 3.7% Total $182,582 $172,832 ($9,750) -5.3% BUDGET HIGHLIGHTS: · Contractual Services The Contractual Services decrease is due to a large pumhase of software upgrades which occurred in the 2000 fiscal year. This line also includes an upgrade of operating system software in 2001 of Windows 95 to Windows 2000 Professional, and an upgrade of Microsoft Office from 95 to 2000. This line item also includes a $5,000 transfer from the TV Services budget for maintenance of the Village Hall telephone system. Public Information Overall Budget Increase of 24.6% ($31,735) Increase Percent Category 2000 Budget 2001 Budget (Decrease) Change Wages & Benefits $51,628 $ 53,608 $1,980 3.8% Contractual Services $63,226 $ 78,576 $15,350 24.3% Commodities & Supplies $13,600 $ 28,000 $14,400 105.9% Miscellaneous $505 $ 510 $5 1.0% Total $128,959 $ 160,694 $31,735 24.6% BUDGET HIGHLIGHTS: · Contractual Services Printing and mailing of the Village newsletter is expected to cost $73,700. The increase of $14,100 over the preceding budget can be attributed to an incraase in the average number of pages to each newsletter edition. Funding for the development and execution of a Communications Audit and Plan is included in the 2001 Budget. Funds for the printing of a comprehensive guide of Village Services are also included in this line item. · Commodities and Supplies This increase is tied to the printing of the Village newsletter and the cost of paper due to the increase in the average number of pages in each newsletter edition. Page 5 Village Manager's Office 2001 Proposed Budget Bud et Hi hli hts TV Services Overall Decrease of 16.3% ($32,321) Increase Percent Categor~ 2000 Budget 2001 Budget (Decrease) Change Wages & Benefits $135,034 $ 103,002 ($32,032) -23.7% Contractual Services $19,700 $ 17,961 ($1,739) -8.8% Commodities & Supplies $8,300 $ 8,600 $300 3.6% Miscellaneous $35,150 $ 36,300 $1,150 3.3% Total $198,184 $ 165,863 ($32,321) -16.3% BUDGET HIGHLIGHTS: · Personal Services The Personal Services classification budget of $75,610 reflects a decrease of $22,936 from 2000 due to the transfer of a secretarial position to the personnel assistant position. · Contractual Services The $5,000 budgeted for the maintenance of the Village Hall telephone system has been relocated to the Management Information Systems program within the Village Manager's Office budget. Other expenses within the contractual services category include music library subscription services, equipment maintenance and vehicle lease and maintenance charges. Village Clerk Overall Increase of 4.4% ($6,028) Increase Percent Category 2000 Budget 2001 Bud~let (Decrease) Change Wages & Benefits $101,834 $109,651 $7,817 7.7% Contractual Services $25,958 $24,919 ($1,039) -4.0% Commodities & Supplies $7,950 $7,200 ($750) -9.4% Miscellaneous $1,600 $1,600 $0 0.0% Total $137,342 $143,370 $6,028 4.4% BUDGET HIGHLIGHTS: · Village Clerk's Office Program The daily operation of the Village Clerk's Office includes: 1) Salaries, other compensation, and benefits for the Village Clerk and the Deputy Viltage Clerk; 2) codification of Village ordinances; 3) legal notices, and 4) supplies and postage for preparing and mailing agendas for Village Board meetings. The 2001 budget for the Village Clerk's Office reflects an overall increase of 4.4% over the 2000 Budget. · Contractual Services Codification of ordinances is expected to cost $10~000 in 2001. The Village Clerk's share of the maintenance on the two large photocopiers is estimated at $5,000. Postage is estimated at $4,200 for 2001. Page 6 Village Manager's Office 2001 Proposed Budget Bud et Hi hli hts Village Manager's Office Budget Summary (including Village Manager's Office, MIS, Public Information) Increase Percent Category 2000 Budget 2001 Budget (Decrease) Change Wages & Benefits $501,852 $708,452 $206,600 41.2% Contractual Services $455,950 $412,768 ($43,182) -9.5% Commodities & Supplies $21,560 $36,450 $14,890 69.1% Miscellaneous $16,110 $24,290 $8,180 50.8% Total $995,472 $1,181,960 $186,488 18.7% Overall Village Manager's Office Budget Summary (including Village Manager's Office, MIS, Public Information, TV Services, Village Clerk) Increase Percent Category 2000 Budget 2001 Budget (Decrease) Change Wages & Benefits $738,720 $921,105 $182,385 24.7% Contractual Services $501,608 $455,648 ($45,960) -9.2% Commodities & Supplies $82,310 $101,820 $19,510 23.7% Miscellaneous $8,360 $12,620 $4,260 51.0% Total $1,330,998 $1,491,193 $160,195 12.0% Page 7 Village of Mount Prospect Mount Prospect, Illinois VILLAGE OF MOUNT PROSPECT HUMAN RESOURCES DIRECTOR JOB DESCRIPTION DEFINITION & PURPOSE: Under the direction of the Assistant Village Manager, the Human Resources Director is responsible for a variety of human resources programs including but not limited to employee recruitment, selection, orientation, train!ng and development, equal employment opportunities administration, employee benefit administration, insurance, employee relations, litigation, labor relations, occupational safety and loss control, salary administration, training, Workers' Compensation, record keeping and reporting and compliance with applicable federal, state and local regulations and laws. This position serves as an internal consultant regarding Human Resource issues. ESSENTIAL JOB FUNCTIONS: 1. Administer and conduct job audits, recommend modifications to job descriptions, comparables and compensation program. Conduct a comprehensive annual salary survey; analyze results and submit recommended salary ranges and compensation methods to the corporate authorities. 2. Administer recruitment programs for the Village; advertise in appropriate media; participate in interviews of candidates for positions with the Village as requested; refer well-qualified candidates to appropriate Village officials for final selection. Ensure non-discriminatory hiring and employment standards are maintained throughout the Village; maintain EEO-4 data required for annual EEO-4 report and complete and submit report. Conduct exit interviews or questionnaires to analyze reasons for turnover. 3. Communicate with Village employees, individually and collectively. Conduct periodic employee meetings to address employee concerns and solicit questions. Respond to employee suggestions, problems or inquiries regarding benefits, salaries, positions available and other issues. Recommend policy, procedure, benefit and/or program changes. 4. Respond to and resolve difficult and sensitive inquiries and situations. Provide appropriate resources and advice for various topics and recommend appropriate disciplinary options, actions, and implications in consultation with appropriate management staff. HUMAN RESOURCES DIRECTOR JoB DEscRIPTION Page 2 5. Make administrative interpretations relating to the application of Village policies and procedures to management staff, as requested. Develop and update Village personnel policies and procedures, as necessary. Collect, organize and analyze ' data and monitor compliance with planned outcomes to ensure fair and consistent recruitment and selection processes in compliance with all laws and Village policies. This includes reviewing and recommending changes to procedure manuals, policy manuals, collective bargaining agreements and long-range plans relating to Human Resources administration. 6. Prepare written and oral reports for various committees, groups and the Village Board. This includes attendance at meetings and the ability to explain information in an understandable manner. 7. Assess training needs of employees, develop and provide in-house training for employees regarding safety, performance evaluation, employment law, drug free workplace, supervisory development and non-discrimination. 8. Take personal responsibility to provide exceptional customer service in order to promote and maintain a positive Village image, constructive working environment and foster pride and professionalism in the workplace and community. 9. Maintain centralized employee filing system, assuring confidentiality and completeness of employee files. 10. Prepare necessary reports on personnel management procedures for the Village Manager. 11. Ensure Village compliance with COBRA regulations by providing notification of COBRA rights, monitoring eligibility of employees and dependents, formally notifying employees and dependents who are eligible for COBRA coverage and enrolling eligible persons who request to continue group health benefits. 12. Administer labor contract agreements. Participate in negotiation of collective bargaining agreements, monitoring contract compliance, interpreting contract language in consultation with the managerial staff in working with union representatives to ensure ongoing positive labor/management relations. HUMAN RESOURCES DIRECTOR JOB DESCRIPTION Page 3 13. Communicate and respond to policy, procedure and employment law questions from Department Heads and employees; counsel Department Heads/Supervisors and ensure compliance with Village policies and laws affecting employment such as the Fair Labor Standards Act (FLSA), EEO, Fair Employment Practices and the Americans with Disabilities Act (ADA). 14. Perform other duties as assigned. ADDITIONAL JOB FUNCTIONS: 1. Monitor Employee Assistance Program (EAP) and provide the necessary benefit information to employees. 2. Review and approve performance evaluations. Confer with employees and department directors regarding evaluation procedures. Recommend evaluation format changes. ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES: Thorough knowledge of human resources administration, labor relations and public administration. 2. Thorough knowledge and understanding of labor laws. 3. Excellent written and verbal communication skills. Effective skills in negotiating, public speaking, consulting, conflict resolution, report writing, editing of written materials, interpretations and analysis of technical and statistical information. 4. Ability to maintain strict confidentiality. 5. Ability to analyze a variety of complex administrative and operating issues and to make sound recommendations for their resolution. 6. Considerable knowledge of wage and salary administration, position classification, recruitment and employee benefits. 7. Working knowledge of training techniques and resources. 8. Ability to maintain effective working relations with employees, employee organizations, management officials and the general public. 9. Knowledge of budgeting procedures and techniques. HUMAN RESOURCES DIRECTOR JOB DESCRIPTION Page 4 ENVIRONMENTAL CONDITIONS/PHYSICAL SKILLS: 1. Must be available to work extended hours or long work weeks including weekend hours; must be able to attend night meetings of the Village Board and other boards or commissions as necessary. 2. Ability to work under pressure in a high stress environment. 3. Ability to see in order to review and evaluate the performance of subordinates, view computer monitor, read information and perform similar duties. 4. Ability to perform a substantial amount of work by telephone; spends an average of 20% of work time on the telephone. 5. Ability to sit for lengthy periods of time; spends an average of 90% of work time in sitting position. 6. Ability to speak and hear clearly both in person and over the telephone in order to accomplish work. 7. Occasionally lifts objects weighing up to fifteen (15) pounds (packages, files, dictaphone, etc.). MINIMUM EXPERIENCE & TRAINING REQUIREMENTS: 1. Graduation from an accredited college or university with a Bachelor of Science in Human Resoumes/Personnel or related field preferably supplemented by a Masters Degree in Human Resoumes, Public Administration, Industrial Relations or related field. 2. SPHR certification is a plus. 3. Minimum of five (5) years progressively responsible administrative experience in a municipal setting preferred or any combination of knowledge and experience. H:\GEN~Personnel~Job Descriptions~--IR Human Resources Director,doc8/00 Village of Mount Prospect Mount Prospect, Illinois VILLAGE OF MOUNT PROSPECT HUMAN RESOURCES PERSONNEL ASSISTANT JOB DESCRIPTION DEFINITION & PURPOSE: This position is responsible for planning, coordinating, assisting and supervising a variety of human resources programs including employee benefits, employee relations, health and life insurance, recruitment and selection, employee safety, salary administration, training, Workers' Compensation and related projects. The position reports to the Human Resources Director. ESSENTIAL JOB FUNCTIONS: 1. Respond accurately and efficiently to employee questions and concerns regarding human resource issues on behalf of the Human Resources Director. 2. May participate in labor negotiation process including taking notes, gathering information and researching issues. 3. Assist in the recruitment processes including placing advertisements, reviewing applications, interviewing and testing applicants, checking references, employee selection and placement and orientation for full-time and part-time employees (except Police Officers, Firefighters and temporary help). 4. Assist with compensation program studies including salary and benefit surveys, c0mparables, etc. 5. Develop and implement new training programs as needed. Determine and direct training programs such as supervisory training, CPR, etc. 6. May administer Workers' Compensation function including communicating with case managers, doctors and the medical clinic and approving medical treatment, other decisions, etc. 7. Assist in coordination and administration of health and life insurance programs. Provide periodic reports and coordinate payment of health and insurance fees. Provide information to employees concerning health and life insurance as necessary. HUMAN RESOURCES PERSONNEL ASSISTANT JOB DESCRIPTION Page 2 8; Plan, direct and supervise employee programs including Health Fair and Benefit Fairs, etc. 9. Conduct exit interviews or exit questionnaires and oversee termination process. Compile monthly turnover report. 10. Prepare all local, state and federal reports pertaining to personnel, salaries, affirmative action, etc., as required. 11. Complete special projects as required including developing programs and writing procedures and policies, as directed. 12. Take personal responsibility to provide exceptional customer service in order to promote and maintain a positive Village image, constructive working environment and foster pride and professionalism in the workplace and community. 13. Adhere to all Departmental and Village safety policies. ADDITIONAL JOB FUNCTIONS: 1. Contribute articles to the employee newsletter on a regular basis. 2. Respond to surrounding community salary and benefit surveys and other required government reports. 3. Process employees' raises and adjustments for bi-weekly payroll as required. 4. May coordinate Village safety program and act as ex-officio member of Villagewide safety committee providing advice and direction to safety committee members, employees and Departments. 5. Monitor centralized employee personnel filing system. Assure confidentiality and completeness of employee files. 6. Assist Human Resources Director in budget preparation. 7. Handle Human Resources functions the absence ofthe Human Resources Director. 8. Maintain confidentiality of all employee information as required to fulfill the Human Resources functions. 9. Perform other duties as required or assigned. HUMAN RESOURCES PERSONNEL ASSISTANT JOB DESCRIPTION Page 3 ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES: 1. Thorough knowledge of human resource functions. 2. Strong knowledge of various local, state and federal government forms and guidelines related to personnel reporting. 3. Strong written and verbal communication skills. 4. Skill in the use and operation of a personal computer, including such software programs as Windows, Word, Excel, etc. 5. Ability to maintain strict confidentiality. 6. Ability to establish and maintain effective working relationships with elected and appointed officials, employees, agencies and other governmental units and the public using strong interpersonal communication skills. 7. Ability to exercise professional independent judgment in planning own work, formulating recommendations and making decisions. 8. Ability and willingness to be on call twenty-four (24) hours a day, seven (7) days a week and carry a pager in the absence of the Human Resources Director. 9. Possession of a valid driver's license. MINIMUM EXPERIENCE & TRAINING REQUIREMENTS: 1. Minimum of two-three (2-3) years Human Resources/Personnel Management experience. Recruiting, benefits, staffing and employee relations' experience highly preferred. 2. Graduation from an accredited college or university with a Bachelor of Science in Human Resources/Personnel Management or related field. 3. PHR certification is a plus, 4. Any equivalent combination of experience and education that provides the required knowledge, skills and abilities. 5. H:\GEN\Personne~ob Descriptions~HR Personnel Assistant.doc8100 VILLAGE OF MOUNT PROSPECT 2001 PROPOSED BUDGET FINANCE DEPARTMENT Douglas R. Ellsworth, Director of Finance Carol L Widmer, Deputy Finance Director FINANCE DEPARTMENT 2001 PROPOSED BUDGET Presentation Outline · Department Structure and Personnel Can be found on page 113 of the Proposed Budget · Department Functions and Responsibilities Can be found on page 114 of the Proposed Budget · 2000 Accomplishments Can be found on page 114 of the Proposed Budget · 2001 Objectives Can be found on page 115 of the Proposed Budget · Performance Measures Can be found on page 115 of the Proposed Budget · Budget Highlights FINANCE DEPARTMENT 2001 PROPOSED BUDGET IBudget Highlights[[ · Finance Department Budget up 5.1% ($64,214) Increase 2000 Budget 2001 Budget (Decrease) Percent Category (000's) (000's) (000's) Change Wages, Benefit $907 $935 $28 3.1% Contractual Services 155 149 (6) (3.9) Insurance 151 182 31 20.5 I Commodities 28 31 3 10.7 Miscellaneous 16 24 8 50.0 Total $1,257 $1,321 $64 5.1% Excluding the General Fund property and liability insurance transfer, the proposed budget is up less than 3%. FINANCE DEPARTMENT 2001 PROPOSED BUDGET [_Budget Highlights]] S gmhcant lncreases/Decre ses in Specific Line ltmns l:'inance Administration .Sick Leave Incentive (Acct. 500650, page 1175 This account is down $3,574, or 59%, due to tile fact the 2000 Budget included a provision for a retirement payout. Training (Acct. 520000. page 117) This account increased from $2,800 to $4,000. We have included $1,000 for anticipated tuition reimbursement for an employee. Collection Services (Acct. 540035. page 117 The budget for this line item has been reduced from 54,000 to S2,000 to reflect less collection service activity. More collection efforts are being undertaken in-house. Other Services (Acct. 540225, page 117) This line item budget is increasing from $2,400 to S5,150. Driving the increase is higher bank safekeeping fees for our investments. There is substantially higher investment income to offset the increased expense. Office Eq~dpment (Acct. 650002. page 118) This account is showing an increase of $2,775, for a total of $3,775. The increase is attributable to our need to replace several broken file cabinets. Data Processing Computer Equipment (Acct. 650003. page 120) A total of $4,500 is being requested for 2001. Funds are being requested for an uninterrupted power supply system for the SCI service (SI, 100), a new pc ($2,400), and a high resolution VGA monitor ($1,000). This computer is to replace hand-me down system that has been used for the past two years. Insurance Liability Insurance (Acct. 560102, page 121) This account is showing an increase o1'$3 fh~r a total budget request of'$174~303. This is the line-item that accounts for the entire General ?'und's share of liability and property insurance. Due to an increase in the number of liability clainls, defense costs, and an expected increase in our 2001 insurance premiums, the transfers to tile Risk Management Fund are up approximately 20%. Customer Service Other Services (Acct. 540225, page 122) This is the account used to fund the outsourcing of thc printing and mailing of the vehicle sticker applications and follow-up mailing. The account is showing a decrease of $3,500, for a total of $12,000. The decrease is due to tile ~;act tire 2000 budget included a one-time set-up fcc. FINANCE DEPARTMENT ~001 PROPOSED BUDGET !BUdget Highlight~l Significant Increases/Decreases in Specific Line Items Capital Improvements Finance Department Furniture (Acct. 5307701-650038. Budget page 2875 The Finance Department has included funds in the proposed budget to complete the acquisition of modular office furniture and partitions. The accounting division will be completed within the next few weeks. The purchase is expected to improve both the looks of the department and the morale and efficiency of the employees. VILLAGE OF MOUNT PROSPECT FINANCE COMMISSION AGENDA Thursday, October 26, 2000 7:00 p.m. Village Hall Building 100 South Emerson Street 2"a Floor Conference Room I Call to Order H Approval of Minutes - Meeting of October 19, 2000 III Review of the Proposed 2001 Village Budget (Public Works, Non-Departmental) IV Other Business V Chairman's Report VI Finance Director's Report VII Next Meeting: Thursday, November 2, 2000, 7:00 p.m. VIII Adjournment NOTE: Any individual who would like to attend this meeting but because of a disability needs some accommodation to participate should contact the Finance Director's Office at 100 South Emerson Street, Mount Prospect, (847) 392-6000, ext. 5277, TDD (847) 392-6064. FINANCE COMMISSION Minutes of the Meeting October 12, 2000 I Call to Order The meeting was called to order at 7:00 p.m. Those present included Chairman John Korn and Commissioners Charles Bennett, Vince Grochocinski, Betty Launer and Ann Smilanic. Also present. were Village Manager Michael Janonis, Assistant Village Manager Dave Strahl, Human Services Coordinator Nancy Morgan, Deputy Human Services Coordinator Jan Abernethy, Finance Director Douglas Ellsworth, Deputy Finance Director Carol Widmer and Finance Administrative Assistant Lisa Burkemper. Commissioner George Busse arrived at 7:05 p.m. Finance Commissioner Tom Pekras was absent. II A royal of Minutes The minutes were accepted as presented. III Review of the Proposed 2001 Village Budget (Overview. Village Administration. Finance and Human Services Village Manager Mike Janonis began by stating that the Village is generally in good financial shape. The proposed budget, as presented, totals $68,781,717 reflecting a 7.8% increase over last year. Mr. Ellsworth presented an overview of the several components of the proposed budget including the budget concept, budget process and a summary of the budget. Mr. Ellsworth also provided a summary of the various Expenditures and Revenues within the proposed budget. Mr. Ellsworth noted that the Village has a diversified revenue mix, therefore the Village does not depend on one revenue source. Commissioner Charles Bennett asked if the Village should be concerned over the poor performance of the Fire and Police Pension Funds. Mr. Ellsworth stated that they are more concerned with performance over the long tenn. One bad year will not affect the bottom line in the long run. Chairman John Korn asked who will handle the secretarial work when the TV Services secretary position is eliminated. Mr. Strahl stated that the other full-time members of the division will be responsible for many of the tasks and the MIS Coordinator will take over the maintenance of the telephone system. Commissioner Ann Smilanic asked why there was the addition of life instwance to the budget this year and if it was a new benefit to the employees. Mr. Ellsworth stated that in years past the amount was include in the insurance figure, however, this year the figure was presented separately. Village Administration Assistant Village Manager David Strahl presented a summany of several items in the proposed budget for the Village Manager's Office. One item discussed in detail was the proposed staff addition of the Human Resources Director. Commissioner Charles Bennett asked why the Manager's Office showed a 124. 1% increase in the Commodities and Supplies Category. Mr. Strahl stated that the majority of the increase was due to the purchase of new office furniture for the proposed Human Resources Director. Finance Department Finance Director Doug Ellsworth began his presentation by discussing the Finance Departments 2000 accomplishments and 2001 objectives. One item mentioned was the need to develop and maintain a better fixed asset inventory system. Commissioner Charles Bennett asked for an explanation of the system. Mr. Bllsworth stated that currently the system inventories large items only and needs to be updated to include smaller assets like furniture. Mr. Ellsworth provided an overview of the Finance Department Proposed Year 2001 Budget. The proposed budget of $1,321,370 is 5.1% higher than the 2000 budget of $1,257,156. In his presentation Mr. Ellsworth explained that the Village's liability insurance is included in the Finance Department's budget and is in part responsible for the 5.1% increase in the budget. Mr. Elsworth discussed the increased costs of liability insurance due to increased defense costs, an increase in the number of claims being filed and an anticipated increase in insurance premiums during 2001. Mr. Ellsworth also mentioned the proposed purchase of $4,500 in computer equipment for the data processing division. Mr. Ellsworth also noted several decreases in line items. They include a decrease in sick leave incentive, collection services and other services under customer service. Human Services Human Services Coordinator Nancy Morgan and Deputy Human Services Coordinator Jan Abernethy began their presentation with an overview of the Human Services Department. Items discussed included the department's responsibilities, budget highlights and a summary of revenues the various programs produce. The proposed budget of $657,810 reflects an increase of 3.8% over the 2000 budget. One item discussed in detail by Nancy Morgan was the successful Mentor Program and Summer Adventure Program, which have been funded for the past two years with a grant obtained from Northwest Community Hospital. Since funding from the grant will only last one more year, Ms. Morgan has been working over the past year to establish long term funding for this program, as well funding for the Summer Adventure Program. At the conclusion of the presentation, Commissioner George Busse asked if the department was able to list by dollar amount what is spent on each of the three services provided by the department. Deputy Coordinator Jan Abernethy stated that under the current database program they can not provide a breakdown between the three services. Mr. Busse stated that it would be to the benefit of the department to be able to show figures for the youth programs, senior programs and general programs. Several Commissioners stated that it is misleading to call the building a "Senior Center". Many citizens may not be aware that the center provides programs for youths, community outreach, social services or residents at risk. Coordinator Nancy Morgan stated that with the addition of the new database program upgrade scheduled to begin by the end of 2000 a breakdown would be more feasible. 2 V Other Business There was no other business discussed. V Chairman's Report Chairman John Korn updated the members of the Finance Commission on various topics discussed at recent Village Board Meetings. VI Finance Director's Report Mr. Ellsworth had nothing to report. VII Next Meeting: October 19, 2000 VIII Adjournment The meeting was adjourned at 10:35 p.m. The next meeting is scheduled for October 19, 2000 at 7:00 p.m. Respectfully submitted, Lisa Burkemper Administrative Assistant MAYOR ~ Gerald L, Farley VILLAGE MANAGER Michael E. Janonis TRUSTEES Timothy I. CorcoranPaul Wm. H~fertVillageof MountProspect VILLAGE CLERKvelma W. [.owe Richard M. Lohrstorfcr DennisO. Prild cl Community Development Department Pho.e: 847/818-5328 Michael¢ W. Skowron F~x: 847/818-5329 IrvanaK. Wilks 100 South Emerson Street Mount Prospect, Illinois 60056 TOD: 847/392-6064 AGENDA MOUNT PROSPECT ZONING BOARD OF APPEALS MEETING LOCATION: MEETING DATE & TIME: Senior Center Thursday 50 South Emerson Street October 26, 2000 Mount Prospect, IL 60056 7:30 p.m. I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES A. Minutes of September 14, 2000 1. ZBA-26-2000 / 1740 W. Dempster St. 2. ZBA-33-2000 / 601 N. Main St. IV. OLD BUSINESS V. NEW BUSINESS A. ZBA-34-2000 / 518 N. Emerson / Variation to construct a from stoop that would encroach into setback NOTE: This Case is Zoning Board Final B. ZBA-35-2000 / 1800 Hopi Lane / Variation to required lot coverage NOTE: This Case is ZBA Final C. ZBA-36-2000 / 617 N. Fairview / Conditional Use to construnt a unenclosed from porch NOTE: This Case is Village Board Final D. ZBA-37-2000 / 502 W. Busse Ave. / Variation to side yard setback NOTE: This Case is Village Board Final E. ZBA-38SR-2000 / 420 Dempster (RacPlex) / Conditional Use for an electronic message center / ground ID sign NOTE: This Case is Zoning Board Final F. ZBA-39-2000 / 620 E. Northwest Hwy. / Conditional Use to operate a service station in a B-5 Zoning District NOTE: This Case is Village Board Final VI. QUESTIONS AND COMMENTS VI. ADJOURNMENT Any individual who would like to attend this meeting, but because of a disability needs some accommodation to participate, should contact the Community Development Department at I00 S. Emerson, Mount Prospect, IL 60056, 847-392-6000, Ext. 5328, TDD g847-392-6064. MINUTES OF THE REGULAR MEETING OF THE MOUNT PROSPECT ZONING BOARD OF APPEALS CASE NO. ZBA-26-2000 Hearing Date: September 14, 2000 PETITIONER: Mike Assad for Urban Investment Trust, Inc. PROPERTY ADDRESS: 1740 Dempster PUBLICATION DATE: August 9, & August 23, 2000 JOURNAL TOPICS REQUEST: Conditional Use and Variation to construct a 7-11 Store and Citgo Gas Station MEMBERS PRESENT: Merrill Cotten Hal Ettingur Leo Floros Ellzabah Luxem Richard Rogers Keith Youngqnist Arlene Juracek, Chairperson MEMBERS ABSENT: None STAFF MEMBERS PRESENT: Wm. $. Cooney, AICP, Director of Community Development INTERESTED PARTIES: G-reg Orunewald Dave Patel Paul A. Sanderson Hiren Shah ,' Mr. Meheshi / Chairperson Arlene Suracek called the meeting to order at 7:34 p.m. Minutes of the August 24, 2000 meeting were approved with one correction to Case ZBA-28-2000. At 7:37, Ms. Juracek opened Case ZBA-26-2000, a request for a Conditional Use and Variation to construct a 7-11 Store and Citgo Gas Station. William Cooney, Director of Community Development, stated that public notice had been given and introduced the staff memorandum for the item, a Conditional Use and Variations to construct a 7-11 Store and Citgo station. Mr. Cooney then informed the Zoning Board that the case would be Village Board final. Mr. Cooney summarized the case. He stated that the subject property is a vacant muffler shop at the northeast comer of Algonquin and Dempster Roads, adjacent to a commercial development and across the street from a multifumily development. He explained that the petitioner wants to raze the existing structure and c.onstruct a 2,677 square-foot 7- 11 Convenience Store and Citgo Gas Station with four gas pumps. He said the petitioner proposes to rcconfigure access to the site by creating a new driveway on Dempster Street and also keep the driveway on Algonquin Rd. Mr. Cooney said the petitioner is seeking Variations 1) for a canopy to encroach sm-feet into the required 30-foot setback along Algonquin Road, 2) to provide a 5.5-foot perimeter landscape setback instead of the require~t ten-feet, 3) to have a ten-foot rear setback where code requires a minimum of 20-feet and 4) to increase the amount of permitted lot coverage fi'om 75% to 77%. Mr. Cooney described the adjacent properties as a Commonwealth Edison easement to the north, a Popeye's Chicken Restaurant and strip mall to the south, Jay's Liquors and a laundromat to the east, and the Cinnamon Cove apartment complex to the west. Zoning Board of Appeals ZBA-26-2000 Arlene Juraoek, Chairperson Page 2 Mr. Cooney said the proposed gas station would require Conditional Use approval by the Village Board and approval of Variations to the Zoning Code setback requirements because the canopy, parking lot, and convenience store will encroach into the required setbacks. He said that, although the automotive use is similar in nature to the previous automotive use, the proposal would increase the retail activity at this location. Mr. Cooney informed members that the petitioner has received tentative approval from IDOT for the proposed curb cut along Dempster Street and does not plan to reconfigure the existing curb cut along Algonquin Road. Staff prepared a diagram showing the turning radius for a fuel tanker and the fuel tanker can adequately access the subject property from Dempster Street if the curb cut is reduced. Mr. Cooney said staff oontacted IDOT and discussed the possibility of restricting access from Dempster Street as a right-in only and narrowing the curb cut to 24-feet. IDOT concurred with staffs assessment and agreed to include the Village's request for the turn restriction and narrower curb cut before issuing an IDOT permit to the applicant. Mr. Cooney said the proposed structure is a 2,677 square foot building constructed of CMU, concrete masonry unit, which is a concrete block material. He described the landscape plan which includes ten-foot wide perimeter landscaping areas around the north, east, and west property lines, and a planting bed along the south lot line. The perimeter landscaping consists of a variety of ornamental and shade trees. He said approximately 23% of the subject property is devoted to green space and code requires 25%. Ma'. Cooney said foundation plantings are not provided in front of the proposed structure and, in order to meet the intent of the code, the applicant must enhance the proposed landscape area along the south and west property lines and include low-growing evergreen trees to provide year-round, "green" coverage. He also said that enhancing the quality and quantity of the perimeter landscaping along Dempster and Algonquin frontages will help the site meet the intent of the code and the proposed Corridor Guidelines. Mr. Cooney said staff met with the petitioner and Police Department representatives to discuss the best approach to ensure the safety of customers and employees resulting in the decision that two security lights will be wall mounted on the back wall of the building in a manner that illuminates the north and east areas but does not impact the neighboring residential uses, and a six-foot wooden fenoe to be constructed along the north property line. Mr. Cooney said the proposed ~uilding is set back 10-feet from the neigh property line, 10-feet from the east property line, and 65-feet from the south property line. He explained that the proposed canopy would encroach six-feet into the 30-foot setback along Dempster Street. The site is required to have a 20-foot setback along the north property line, and a 30-foot setback along Dempster Street. Setback variations are required because the building encroaches ten-feet into the rear setback, the canopy encroaches six-feet in the front 30-foot setback, and a 5.5-foot perimeter landscaped area is provided instead of the required ten-feet. He pointed out that eleven parking spaces are required and the petitioner's site plan includes fourteen Spaces. Mr. Cooney explained that the site could meet the minimum 75% lot coverage requirement by narrowing the Dempster Street curb and eliminating three parking spaces. Mr. Cooney reviewed the project as it relatds to the Village's Conditional Use Standards and explained that the convenience store is a permitted use. The gas station component of the project require~ Conditional Use approval but is similar in nature to the previous automotive use. He said the proposal is of a similar intensity to the surrounding commercial area. He said that revising the landscape plan to provide an enhanced buffer along the south and west property lines should allow little or no negative impact on the adjacent area, utility provision or public streets in the area. He also said the proposed Conditional Use will comply with the Compreheusiv6 Plan and the Zoning Ordinance requirements with the exoeption of the canopy, front perimeter landscape area, and the rear setback. ' He said the proposed Conditional Use would not have any significant effect on the public welfare. Mr. Cooney reviewed the project as it relates to the Village's Variation Standards and explained that the location where the canopy encroaches into the setback is not near any rnsidential uses. He also pointed out that reducing the access aisles to reduce the size of the canopy would limit a driver's ability to enter or exit the site. The reduced setback does not have a negative effect on the adjacent residential area or on the public welfare. Zoning Board of Appeals ZBA-26-2000 Arlene Juracek, Chairperson Page 3 Mr. Cooney said the 10' rear setback: request allows sufficient access to the CornEd right-of-way and the convenience store is located far enough away from residential property that the location will not have an impact on the residential uses. He said that locating the building away from the street is a safer traffic design and provides better screening for the adjacent residential property. These factors are unique characteristics to the subject property and support the petitioner's need for a variation. Mr. Cooney said the 5.5-foot setback along Dempster Sweet does not meet the standards for a Variation: the fuel tanker does not require a reduced setback to access the site; a moving vehicle can pass between a vehicle parked at the gas dispenser 'if the parked vehicle pulls forward. The site plan and traffic flow of the subject property does not support the requested variation for a 5.5-foot setback along Dempstar Street. Mr. Cooney summarized by saying that staff recommends that the ZBA recommend approval of the proposed Conditional Use to permit the establishment of a 7-1 I/Citgo Convenience Store and Gas Station, and Variations to locate a canopy in the required 30-foot setback and reduce the rear setback as shown on plans dated July 13, 2000 at 1740 W. Dempster, Case No. ZBA-26-2000, with the conditions of approval listed in the staffmemo. Mike Asaad, of Urban Investment Trust, was sworn in. Mr. Asaad provided Board members with copies of an aerial view showing the easement for high-tension wires around the property, photographs of the site and surrounding property, and a sketch of the gas pumps. Mr. Asaad said his company has owned the property for a long time and has leased it to many different businesses that were unsuccessful. They want to end that cycle and bring in a more stable business. He said they were able to attract the 7-11/Citgo businesses, and wish to build-to-suit for their long-term lease tenants. Mr. Asead said they agreed with the conditions imposed by staff although 1 ) they would prefer to put a 3'-4' hedge rather than a fence in the rear of the property; 2) they would prefer not to put trees along the front property line where cars enter and exit as they already have fii~ean trees on the site; and 3) for safety reasons, industry standards call for a 25' distance between the pumps and the curb because automobile gas tanks are located in different areas and any less space would get congested; a car would have difficulty passing parked cars if the front yard setback variation was not approved. Hal Ettinger said he was concerned that motorists would cut through the property to avoid the stoplight. Mr. Asand said they would monitor the possibility of those situations and hire security personnel as a remedy if needed. Mr. Ettinger was concerned about the capacity and functionality of the proposed underground stormwater detention vault. Mr. Cooney said it is not uncommon to use underwater ground vault water detention. He said if the system is functioning properly, and it fills completely and spills out to the parking lot, that would mean that the storm was so large that many areas in the Village were likely flooding. Mr. Ettinger was concerned about possible gas contamination to the stormwatar. Mr. Asaad explained the safety precautions taken by their engineers to ensure against this. Richard Rogers asked if, in conjunction Condition 3a, they would ensure the replacement to the proposed concrete block be brick, not Dryvit. Mr. Asaad said yes. Mr. Cotten stated that most gas station canopies are 14' or 15', what was the reason the~ required 18'. Mr. Asaad said the Citgo engineering firm designs thousands of stations with 18' canopies. Mr. Asaad said he had no problem with a 14' canopy if there is no safety issue. Ms. Juraeek suggested Citgo work with staff to..try to bring the canopy down to 14'. Discussion followed on the fence vs. shrub question and it was agreed a wooden fence would be required at the back of the property. Keith Youngquist asked if the two islands to south and. wast could be shifted to the northwest to allow a greater setback. Mr. Asaad responded there was very little flexibility due to space restrictions. Mr. Asaad said stuff and engineering had worked over three months on different styles of building but 7-11 wouldn't approve any other plan. oning Board of Appeals ZBA-26-2000 Arlene Juracek, Chairperson Page 4 Arlene Juracek asked Mr. Asaad if he agreed with the seven conditions imposed by staff, with the addition to 3a. that no Dts/vit would be used, and if he agreed to put a fence in the rear rather than shrubbery. Mr. Asaad said he did agree. Rick Grunewald, 1763 Algonquin Rd., was sworn in and said that he was concerned about Waffle especially motorists making a leR-hand turn onto Dempster and into station. Paul Sanderson, 1777 W. Algonquin Rd., and Hiren Shah, 1401 Busse Rd. also came forward to express concern with traffic at that intersection. Mr. Cooney said the Village Engineering staffhad approved the plan and did not make any recommendations to further restrict ingress/egress. Mr. Rogers asked ifa no fight-turn on red sign could be placed at that corner. Mr. Flores said restricting right turns would further add to traffic congestion. Ms..[meek asked that staff r~view the three-foot shrubbe~ height along Algonquin Rd. present a line-of-sight issue for motorists and investigate with IDOT any potential for trai~ic control changes along Dempster and Algonquin. Richard Rogers made a motion to recommend approval of the request for Conditional Use and Variations, with the conditions listed in the staff memo, modified by the ZBA to allow a 5.5-foot setback along a portion of Dempster Street, and add the condition to lower the height of the canopy. Elizabeth Luxem seconded the motion. At 8:27~ Chairperson Juraeek closed the Public Hearing and asked for discussion from the Board. UPON ROLL CALL: AYES: Cotten, Flores, Luxem, Rogers, Youngquist, and Juracek NAYS: Ettinger Motion was approved 6-1. At 9:15 p.m., Elizabeth Luxem made motion to adjourn seconded by Richard Rogers. The motion was approved by a voice vote and the meeting was adjourned. / Barbara Swiatek, Planning Secretary Director of Community Development MINUTES OF THE REGULAR MEETING OF THE MOUNT PROSPECT ZONING BOARD OF APPEALS CASE NO. ZBA-33-2000 I-fearing Date: September 14, 2000 PETITIONER: William T. Lindahl, for Moose Heart International (Prospect Moose Lodge) PUBLICATION DATE: August 30, 2000 JOURNAL TOPICS REQUEST: Variation to allow a six-foot perimeter fence and to locate a fence off' the property line MEMBERS PRESENT: Merrill Cotten Hal Ettinger Leo FIoros Elizabeth Luxem Richard Rogers Keith Youngquist Arlene Juracek, Chairperson MEMBERS ABSENT: None STAFF MEMBERS PRESENT: Wm. J. Cooney, AICP, Director of Community Development INTERESTED PARTIES: C.D. Cairns John DiGrassi Tom Kinsella William Lindahl Roger Van Dyke Chairperson Arlene Juracek ca'fled the meeting to order at 7:34 p.m. Minutes of the August 24, 2000 meeting were approved with one correction to Case ZBA-28-2000. At 8:30, Ms. Juracek opened Case ZBA-33-2000, a request for a Variation to allow a six-foot perimeter fence and to locate a fence off the property line William Cooney, l~reetor of Community Development, stated that public notice had been had been provided in the newspaper, mailed notices sent to property owners within 250' of the subject property, and a sign placed on the property. Mr. Cooney introduced the staff memorandum for the item, Variations to allow a six-foot perimeter fence and to locate a fence offthe property line. Mr. Cooney announced that the ease would be Zoning Board final. Mr. Cooney said the subject property is the Prospect Moose Lodge, located along Route 83, adjacent to a commercial use, multi-family townhomes, and a Village lift station. He said the petitioner applied for and received a permit to install a five-foot wooden fence along the north property line only. The contractor did not install the fence as approved by the Village and the petitioner is seeking a variation to allow the fence to remain as installed. Mr. Cooney pointed out that the fence can be considered in four sections: 1) The portion of the fence that is adjacent to the commercial use along the north lot line and is six-feet in height - the Zoning Ordinance only allows fences up to six-feet in height where residential and non-residential uses are adjacent to each other; 2) The height of the fence decreases to five-feet where the subject property is adjacent to the townhomes; 3) A ten-foot long section of fence, at five-feet in height, was installed along the rear lot line; and an existing chain link fence along a portion of the rear lot line creates a double fence situation, not permitted per the Zoning Ordinance; and 4) the contractor installed a 30-foot section of fence adjacent to the parking lot - perimeter fences must be located along lot lines and the petitioner's fence is approximately 60-feet off the lot line. Mr. Cooney explained that items l, 3, and 4 require variations for a six-foot fence between commercial uses, a double-fence for a three-foot span, and a fence that is not on the lot line. Zoning Board of Appeals ZBA-33-2000 Arlene Juracek. Chairperson Page 2 Mr. Cooney said the petitioner stated that the fence installer is a member of the lodge and installed a taller fence, and tile additional fence along the east and sonth lot lines, as a means to improve the property. There is a sandbox in close proximity to the parking lot and the fence was intended to provide a barrier from the parking lot and the children using the sandbox. In addition, based on conversations with the petitioner, the taller fence may have been installed to provide additional screening because the grades differ in that area. Mr. Cooney said staff reviewed the petitioner's plat of survey and site plan and visited the site. They found the subject parcel is similar to other lots in the Village, and it is not unique in its surroundings, shape, or topography although it is used for club meetings and social events. He said the rationale for the proposed variation is related to convenience - the fence installer installed the fence incorrectly and the Lodge does not want to remove the fence. Mr. Cooney reminded the Board of conditions necessary to approve a variation-- These Zoning Code standards relate to: a hardship due to the physical surroundings, shape, or topographical conditions of a specific property not generally applicable to other properties in the same zoning district and not created by any person presently having an interest in the property; intent of variation is not to increase financial gain; and protection of the public welfare, other property, and neighborhood character. Mr. Cooney said that, although the proposed fence height and location would not have a significant effect on public welfare or neighborhood character, no real hardship related to the unique conditions of the site exists as outlined by the Zoning Ordinance. Therefore, staff recommends denial of a variation from Sec. 14.304.D.l.d (more than one fence along a lot line) Section 14.304.D.l.e (height of fence), and Section 14.304.D. 1.e.2 (located along the lot line) at 601 N. Main Street, Case No. ZBA-33-2000. Arlene Juracek asked about the "double" fence situation. Mr. Cooney explained that there was a chain link fence around the lift station and Code does not allow fences to abut because of maintenance issues. He said the overlap occurs on 10' on the east side of the property. William Lindahl, administrator at the Moose Lodge, and John DiGrassi, a Moose Lodge officer, were sworn in. Mr. Lindahl said he had asked a Village Building Division staff person if it was possible to replace their existing cyclone fence with a 6' fence and was~old he had to have a 5' fence on residential property. He stated the Village staff person suggested they put a 6' fence on the lot line of the adjoining commercial property and drop down to 5' thereafter. Mr. Lindahl said he thought he had received a permit to do what had been suggested by the Village. He said they have only 3' of the fence they built against the Mount Prospect Lift Station that would be against Code. He said that portion was not on the prints they had submitted for the permit. He said they would cut-offthe 3' and connect the fence with cyclone fencing to be up to Code. He said the 6' fence between their property and the commercial property is 2' below grade and consequently just 4' high. He said Village staff commented that the fence looked nice but still recommended denial. Mr. Lindahl said he thinks the fence looks good, too, but is willing to make changes to follow Code. He stated the fence is an improvement over the old fence because garbage would accumulate at the fence and did not look good from the sandbox area. John DiGmssi was sworn in and said that they are hoping to move the dumpster away from the building to a location further east near the sandbox. The fence along the sandbox would separate it from the dumpster. They are asking that the Village allow that portion of the fence to remain. They also would like to keep the fence at 6' next to commercial property and will move 3' of the overlap at the lift station. Mr. DiGrassi said the Moose Lodge will pay any fees and/or penalties involved. Hal Ettinger said this was procedural matter; what was submitted and what was installed are two different things. Richard Rogers would agree with allowing the fence to remain between the commercial property due to the grade difference but not the rest offence. Keith Youngquist agreed. Zoning Board of Appeals ZBA-33-2000 Arlene Juracek, Chairperson Page 3 Mr. DiGrassi said this was not a willful act, the workers had the best intentions. If the Board does not accept the fence as it is, they will take down the entire fence. Ms. Juracek said they did understand this was not a willful act but they did put up exactly tile opposite of what the permit allowed. Mr. DiGrassi said, if Board members allow the 6' fence on the commercial side, consistency would dictate they should also be allowed to leave tile portion offence connecting that to their property. Mr. Cooney said the 6' high stub from the building to the north property line is allowed by Code because it is adjacent to an arterial roadway. Roger VanDyke, 523 N. Main St., said he lives south of the Moose Lodge. He thought tonight's request was for a variation to build a 6' fence east and west along Highland, to which he would be opposed. Ms. Juracek asked if he objected to the fence as it was. Mr. VanDyke said no, the Moose Lodge is a good neighbor. Juracek said the fence was attractive and well made, it was just the placement and size that presented a problem. Mr. Ettinger said the 30' of 5' high fence on the south should be removed or placed on the property line. Mr. Rogers said he thought that south fence should be removed.. He did not have an objection to the fence on the commercial side or the fence connecting it to their property. Richard Rogers made a motion to approve the request for Variation. Merrill Cotten seconded the motion. At 8:57, Chairperson Juracek closed the Public Hearing and asked for discussion from the Board. At 9:10, the roll call was taken on the motion. Ms. Juraeek summarized that the 6' fence abutting the building and going to the north property line is legal; the 6' fence that extends between the Moose Lodge and commercial property which is really 4' on one side; the 5' fence between the Moose Lodge and the property to the north which is legal; a 5' high fence on the east side which is legal but for the 3' overlap with the chain link fence; and 30' of the 5' fence not on the property line and installed backwards, with the smooth side inside. Ms~ Suraeek said she would like the 30' fence along the parking lot removed. Elizabeth Luxem said she did not approve of petitioner getting a permit and building something else and staff does not feel a hardship ~xists. She said, due to the topography, the fence along the commercial side could probably remain. Ms. Juraeek said, that allowing the fence to remain between the commercial.property due to the change in topography, and removing the 30' fence along the parking lot, the only issue remaining is the 3' overlap. At 9:05, Ms. Juracek re-opened the hearing to hear comments from the petitioner. Mr. Lindahl said they were willing to take down the whole back fence on the south, leaving just the north fence and adjoining 6' fence. Mr. Cooney said the topography would be a reasonable hardship for that portion of the fence. Richard Rogers made a motion to allow the 6' fence along the entire north property line based on the fact that on the backside it is just a 4' high fence, but the south and east fences be removed. Merrill Cotten seconded the motion. The motion and second cover denial of the other two variations. UPON ROLL CALL: AYES: Cotten, Ettinger, Floros, Luxem, Rogers, Youngquist, and Juracek NAYS: None oning Board of Appeals ZBA-33-2000 Arlene Juracek, Chairperson Page 4 Motion was approved 7-0, At 9:15 p.m., Elizabeth Lnxem made motion to adjonm seconded by Richard Rogers. The motion was approved by a voice vote and the meeting was adjourned. "~larbara Swiatek, Planning Secretary ~! omar Jo'f~°°o°mn emY~! o~ m e n t MINUTES OF THE REGULAR MEETING OF THE MOUNT PROSPECT ZONING BOARD OF APPEALS CORRECTED MINUTES CASE NO. ZBA~28-2000 Hearing Date: August 24, 2000 PETITIONER: Rita Femandes PUBLICATION DATE: August 9, 2000 JOURNAL/TOPICS REQUEST: Variation to construct a 6-foot fence in an R-A District MEMBERS PRESENT: Merrill Cotton Hal Ettinger Leo Floros Elizabeth Luxem Richard Rogers Keith Youngquist Arlene Juraeek, Chairperson MEMBERS ABSENT: None STAFF MEMBERS PRESENT: Michael Blue, AICP, Deputy Director of Community Development Judy Connolly, AICP, Senior Planner IINvrERESTED PARTW. S: Carl & Mildred Anderson Ray Costan ~)arla R. Coyle ' Rim Femandes Frank Zavask ./ Chairperson Arlene Juraeek cail(d the meeting to order at 7:34 p.m. After a motion by Richard Rogers, seconded by Elizabeth Luxem, minutes of~4he July 27, 2000 meeting were approved, new member, Hal Ettinger, abstained from voting. At 7:35, Ms. Juraeek opened Case ZBA-28-2000, a request for a Variation to construct a 6t fence in an R-A District. Judy Connolly, Senior Planner, stated that public notice had been given and introduced the staff memorandum for the item, a Variation to eonstract a 6 foot fanca in an R-A District and said the case would be Zoning Board final. Ms. Connolly said that the subject property is an existing residence on an interior lot in a Single-family residential neighborhood that has an existing four-foot fenca around the perimeter of the property. She said that the applicant proposes to remove the existing fence and install a six-foot wooden, perimeter fence. Ms. Connolly explained that the Zoning Code permits a five-foot fence but the petitioner is requesting a six-foot fence because the petitioner has a special needs child who requires a taller, sturdier fenca to ensure that the child stays in the yard. Ms. Connolly said the child's neurologist submitted a letter of support for the proposed Variation request and agrees with the petitioner's assessment that a taller fence is needed to ensure the child's safety when he is playing in the yard. Ms. Connolly said Staffreviewed the request with the petitioner and suggested possible alternatives to installing a six- foot fence, but the petitioner said that the alternatives would not be as effective as a six-foot fence. Ms. Connolly stated that staffreviewed the petitioner's plat of survey and site plan, and visited the site. She described the subject parcel as being similar to other lots in the Village and not unique in its surroundings, shape, or topography. She said the rationale for the proposed variation is related to the petitioner's child's quality of life. Ms. Connolly said that the proposed fenoe would not have a significant effect on public welfare or neighborhood character, but the Zoning Board of Appeals ZBA-28-2000 Arlene Juracek, Chairperson Page 2 applicant's request for a taller fence and location is based on her child's needs, and no real hardship related to the site exists as outlined by the Zoning Ordinance. Ms. Connolly reported that, based on the lack of a finding of hardship as defined by the Zoning Ordinance, Staff recommends denial of a Variation to install a six-foot wooden perimeter fence at 1104 W. Central Road, Case No. ZBA-28-2000. She said that the petitioner's request does not meet the standards for a Variation as defined by'the Village's Zoning Ordinance. However, the Americans with Disabilities Act (ADA) indicates that reasonable accommodations are made for individuals when ADA regulations apply. The child's doctor told staff that the ADA regulations apply to the child's situation and Ms. Connolly said that if the ZBA grants the variation, Staff recommends that the variation be conditioned to the petitioner only. She requested that provisions be made that require the six-foot fence be reduced to five-feet or removed when the petitioner moves from the property. She concluded her report by stating that the Zoning Ordinance grants the ZBA the authority to make this requirement and that this case is final at the ZBA level. · Board members questioned how removal of the fence could be enforced in the future. Ms. Connolly and Mr. Blue said it could be enforced by recording a covenant on the deed and tracked through the Geographic Information System (GIS) or the property transfer stamp process. Raymond Carston, 23324 Robert Johnson St., St. Clair Shores, Michigan was sworn in as the petitioner's representative. He stated that he has a mentally challenged child and attested to the difficulty of keeping the petitioner's child from climbing. He stated the child is extremely hyperactive, mentally challenged and incapable of realizing the danger of busy streets and ralkoad tracks. He said the child is fond of trains and would try to get to them when he heard them. He stated that the petitioner was also requesting that the finished side of the fence be turned in to prevent the child from scaling the 6' fence. Chairperson Juracek informed Mr. Carston that facing the posts and rails towards the neighbors was contrary to our standards. Mr. Carston said this child Was autistic and very agile. Ms. Juracek asked how long the petitioner had occupied the home and was told that the petitioner bought the home July 20. Board members questioned the wisdom of purchasing a home located on 9 busy street near a very busy railroad crossing, knowing that there is a problem keeping the child in his own b~¢~yard. Mr. Carston speculated that the cost of the house was in the petitioner's price range and was probably all tha~he could afford. In addition, Mr. Carston stated that the child is in a group home and is only in his mother's home s, even, non-consecutive days per month. Ms. Luxem asked ifa 5' fence, with the smooth side facing the petitioner's property, would be sufficient to restrain the child. Mr. Carston said that a 6' fence would work perfectly and it would be more effective than a 5' fence in preventing an unfortunate accident. Ms. Luxem asked if they had apprised the neighbors of the request and Mr. C, arston said they had, and the neighbors had no objections, Board membem asked about the child's age and height. Mr. Carston said he would be twelve the next day and was approximately 4-1/2' tall. Mr. Cart Anderson, 4 N. Lancaster in Mount Prospect, was sworn in. He explained that his property backs up to the rear of the subject property and that he objected to the 6' height and to the rough side of the fence facing his property. Darla Coyle, t358 Grosse Point Road in Michigan and grandmother of the child, was sworn in and said that they had driven along Central Road and saw several fences higher than 5' with the mugh side facing the road. Mike Blue said that the Zoning Code permits fences along arterial roads to have the finished side toward the residential use. He clarified that the petitioner's request is to have the unfinished side facing another residence. At 8:05, Chairperson Juracek closed the Public Hearing and asked for discussion from the Board. Board members discussed many remedies to arrive at a workable solution to the request. Mr. Hal Ettinger suggested allowing the 6' oning Board of Appeals ZBA-28-2000 Arlene Juraexk, Chairperson Page 3 fence with the top rail to be located at 5', with the stipulation that the top 1' of the fence be removed at the time of sale of the subject property. Ms. Luxem said that in order to be fair to the neighbors, approval should be granted only if rails and posts are covered on the neighbors' side. Ms. Juracek reopened the Public Hearing to examine the fence sample provided by .the petitioner and closed the Public Hearing again at 8:20. Richard Rogers made a motion to grant the requested variations with the condition that the side of the fence facing the abutting properties is constructed in a shadow-box style and that the fence be constructed in a manner that allows the height of thc fence to be reduced to five-fect when the petitioner no longer resides at the subject property, subject to the petitioner obtaining a permit from the Community Development Department. Elizabeth Luxem seconded the motion. UPON ROLL CALL: AYES: Cotton, Ettinger, Flores, Luxem, Rogers, Youngqnist, and Juracek NAYS: None Motion was approved 7-0. At 9::25 p.m., Elizabeth Luxem made motion to adjourn, seconded by Keith Youngquist. The motion was approved by a voice vote and the meeting was adjourned. '~arbara Swiatek, Planning Secretary