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Home My WebLink AboutCOW Agenda Packet 11/10/2009�Y-i�p�INESS ISq �,�h �� ]illage uf,lRaunf �roapect �-' COMMITTEE OF THE WHOLE AGENDA Meeting Location: Meeting Date and Time: Village Board Room, Mount Prospect Village Hall Tuesday, November 10, 2009 50 South Emerson Street 7:00 p.m. CALL TO ORDER - ROLL CALL Mayor Irvana K. Wilks Trustee John Korn Trustee John Matuszak Trustee Paul Hoefert Trustee Steven Polit Trustee Arlene Juracek Trustee Michael Zadel II. ACCEPTANCE OF MINUTES OF OCTOBER 13, 2009 III. CITIZENS TO BE HEARD IV. 2010 BUDGET DISCUSSION Opening Remarks — Irvana K. Wilks, Mayor Police Department — John Dahlberg, Police Chief Fire Department — Michael Figolah, Fire Chief Administration - David Strahl, Assistant Village Manager Finance Department — David Erb, Director Non -Departmental Budgets -David Erb, Finance Director Finance Commission Comments V. VILLAGE MANAGER'S REPORT ■ Status VI. ANY OTHER BUSINESS NOTE. ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITYNEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 50 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327, TDD #847/392-6064. MAYOR VILLAGE MANAGER MattrttProspect Irvana K. Wilks Michael E. Janonis TRUSTEES VILLAGE CLERK Paul Wm. Hoefert M. Lisa Angell Arlene A. Juracek A. John Korn Phone: 847/392-6000 John J. Matuszak Fax: 847/392-6022 Steven S. Polit TDD: 847/392-6064 Michael A. Zadel www.mountprospect.org Village of Mount Prospect 50 South Emerson Street, Mount Prospect, Illinois 60056 Meeting Location: Mount Prospect Village Hall 50 South Emerson Street Mount Prospect, Illinois 60056 CALL TO ORDER II. ROLL CALL ORDER OF BUSINESS SPECIAL MEETING Mayor Irvana K. Wilks Trustee Paul Hoefert Trustee Arlene Juracek Trustee A. John Korn Meeting Date and Time: Tuesday November 10, 2009 6:00 P.M. Trustee John Matuszak Trustee Steven Polit Trustee Michael Zadel III. CLOSED SESSION PERSONNEL 5 ILCS 120/2 (c) (2) - Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes or employees. IV. ADJOURNMENT ANY INDIVIDUAL WITH A DISABILITY WHO WOULD LIKE TO ATTEND THIS MEETING SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 50 SOUTH EMERSON STREET, 847/392-6000, TDD 847/392-6064. t Pilo., .r p..d 16'.e 1 COMMITTEE OF THE WHOLE OCTOBER 13, 2009 I. CALL TO ORDER The meeting was called to order at 7:05 p.m. in the Village Board Room of Village Hall, 50 South Emerson Street, by Mayor Wilks. Present at the meeting were: Trustees Paul Hoefert, Arlene Juracek, John Korn, John Matuszak and Steven Polit. Staff present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Village Attorney Everette Hill, Village Clerk Lisa Angel, Deputy Clerk Kim Dewis and Finance Director David Erb. II. ACCEPTANCE OF MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF SEPTEMBER 8, 2009. Motion made by Trustee Hoefert seconded by Trustee Juracek minutes were approved. Mayor Wilks requested a Closed Session to be added for Litigation. Motion made by Trustee Polit seconded by Trustee Korn. Motion approved to add a Closed Session to the agenda. III. CITIZENS TO BE HEARD None IV. REVIEW OF PROPOSALS /RECOMMENDATION FOR AUDITING SERVICES Finance Director David Erb stated that he is recommending an auditor change according to the audit policy that requires a change of auditors every five years. He stated the Village has experienced no issues what so ever and has been quite satisfied with the service provided by Sikich. He stated that proposals were sent out and five firms responded to the RFP of which three firms were interviewed by the Audit committee. Vincent Grochocinski Chairman of the Finance Commission spoke. He stated he participated in the interview process with the three firms and references were checked by staff after the interviews to confirm the selection of the recommended firm. He was satisfied with the selection process. Finance Director David Erb stated that he is recommending Lauterbach and Amen for the audit for the 2009-2013 fiscal years. The 2009 audit cost is set at $33,300 for the first year. He also highlighted the information that was submitted regarding the proposal in terms of the number of hours that each firm anticipated they would devote to the audit process. He also highlighted the fact that the cost for the audit is a not to exceed figure, so regardless of the number of hours the firm may devote the maximum cost is the quoted price. He stated the five year contract does have an annual renewal with an increase built in over the five year period. He also stated any additional scope of the audit process would have to be negotiated between the parties. Consensus of the Village Board was to support the staff recommendation. Committee of the Whole Page 1 of 3 10/13/09 lv Village Manage Janonis stated that he would bring back the proposal for Village Board action at the next Village Board meeting. Refinancing of Debt Discussion Finance Director David Erb stated there is an opportunity to take advantage of refinancing and combining debt for the second phase of the construction projects currently underway. He stated that refinancing the 2001 debt into existing debt would replace old debt with a lower interest rate, thereby saving the Village money. He stated typically on a refinancing there is a desire to have a net present value savings of 2 to 3%. With this scenario the net present value savings would be approximately 8%. He would look to issue the Bond sale on December 1, 2009 and close on the Bond on December 15, 2009 if the Village Board approved this proposal. Consensus of the Village Board was to support the staff recommendation for refinancing the 2001 debt and the second phase construction project cost of Phase 1 projects (Fire Station, EOC, Public Works expansion). NON PARTISAN, NO PRIMARY ELECTION DISCUSSION Village Manager Janonis stated this is a continuation of a discussion of September 8. He stated that he is recommending a discussion focusing on the referendum question and the development of a possible fact sheet to determine the number of signatures for petitions to get on the Village ballot. He reiterated that no Village funds may be used to support or encourage any vote regarding the referendum question. He stated the Village could publish fact sheets but if any costs go over $3000 there may be a requirement to register as a lobbyist. Village Attorney Everette Hill provided the Board with information regarding how the referendum question was designed and describing the existing system and the interpretation of the State Election Board in relation to the most recent municipal election. He stated the Village election is a non-partisan election utilizing local election dates and determining the number of signatures to get on the ballot. The number of signatures can be based on a percentage number of total registered voters or a percentage of voters that participated in the last mayoral election. He stated the drafted referendum question reflects what Mount Prospect has done over at least the last fifteen election cycles. Comments from the Village Board members included the following items: • There was extensive discussion regarding the wording of the referendum question with numerous suggestions of the wording and additional language that could be inserted to clarify the question itself. • There was also a general discussion regarding the number of signatures necessary to get on the ballot and the justification for determining how that number should be arrived at. • There was a discussion regarding the impact of the window for circulating petitions and its relationship to the number of signatures required. Consensus was to move the revised referendum question onto a Village Board meeting for general discussion and consideration at the next meeting. Village Attorney Hill clarified the discussion by stating that if nothing referendum the non-partisan option for the primary and 1 % signatures of voters in the last mayoral election would be utilized. He stated determined by the State Election board. is done regarding the based on the number this configuration was Committee of the Whole Page 2 of 3 10/13/09 VI. MANAGER'S REPORT Village Manager Janonis stated that Oktoberfest is scheduled for the afternoon of October 17 around the Village Hall. He also stated the Holiday Parade has been canceled due to budget constraints. He stated the State Income Tax revenue had dropped over $800,000 during the past fiscal year and the latest reduction in the State Income Tax dropped the 2009 Budget revenue by another $300,000 which necessitated this action. He added there maybe an opportunity to tie the festivities into something much smaller than the parade which is under consideration at this time. VII. ANY OTHER BUSINESS Trustee Hoefert asked about whether the number of developments that are currently on hold throughout the Village should be converted to green grass sites after a certain period of time so that construction fences may be removed. VIII. ADJOURNMENT Motion made by Trustee Hoefert seconded by Trustee Juracek to move into Closed Session , at 8:45 p.m. Meeting reconvened into Open Session at 9:11 p.m. and immediately adjourned since there was no further business. H:WILM\Cow\2009\Minutes\10-13-09 COW Minutes.doc Committee of the Whole Page 3 of 3 10/13/09 MOUIII fros[)CCt ** ** special" * *-**V** Events . commlssl�n 1. Call to Order Meeting - Saturday, November 7, 2009 Community Center, 1St Floor, Village Hall — 9:00 A.M. November treats provided by Martha Helm �mountprospect.com 2. Review & approve October 3, 2009 Minutes 3. Current Financial Report — Mike J. Current business 4. Celestial Celebration planning — Distribution of tasks. New business 5. Holiday Decorating Contest street assignments — Paul 6. Winter Parade — results of Lion's Club meeting. 7. Standing agenda item: Ideas for new events, ideas to incorporate into existing events, mergers, suggestions, dislikes, problem areas, comments, clarifications. ***** November treats provided by Martha Helm ***** Words of Wisdom "Breathe. Let go. And remind yourself that this very moment is the only one you know you have for sure." - Oprah Winfrey C:\Documents and Settings\LAngell\Local Settings\Temporary Internet Files\OLK9CF\SEC Agenda 110709.doc NOTICE VILLAGE MANAGER Michael E. Janonis VILLAGE CLERK M. Lisa Angell Phone 847/818-5328 Fax. 847/818-5329 "CDD847/392-6064 THE THURSDAY, NOVEMBER 12, 2009 MEETING OF THE PLANNING & ZONING COMMISSION HAS BEEN CANCELLED. THE NEXT REGULARLY SCHEDULED MEETING IS THURSDAY, DECEMBER 10, 2009. Planning & Zoning Commission Meeting November 12, 2009 Page 1 of 1 Mount Prospect MAYOR Irvana K. Wilks TRUSTEES Arlene,. IIra ert k Arlene A. Juracek Village of Mount Prospect A. John Korn John J Matnszak Community Development Department Steven S Polit Michael A. Zadel 50 South Emerson Street Mount Prospect, Illinois 60056 NOTICE VILLAGE MANAGER Michael E. Janonis VILLAGE CLERK M. Lisa Angell Phone 847/818-5328 Fax. 847/818-5329 "CDD847/392-6064 THE THURSDAY, NOVEMBER 12, 2009 MEETING OF THE PLANNING & ZONING COMMISSION HAS BEEN CANCELLED. THE NEXT REGULARLY SCHEDULED MEETING IS THURSDAY, DECEMBER 10, 2009. Planning & Zoning Commission Meeting November 12, 2009 Page 1 of 1 Director Glen R. Andler Mount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois 60056-2229 NOTICE Deputy Director Sean P. Dorsey THE NOVEMBER 9TH, 2009 MEETING OF THE SAFETY COMMISSION HAS BEEN CANCELLED. THE NEXT REGULAR MEETING IS SCHEDULED FOR MONDAY, DECEMBER 14TH AT 7:00 P.M. AN AGENDA OR CANCELLATION NOTICE WILL BE SENT PRIOR TO THIS MEETING. DATED THIS 27TH DAY OF OCTOBER, 2009. 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