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HomeMy WebLinkAboutII. COW Agenda Item Draft Minutes 10/27/2009, 11/10/2009 COMMITTEE OF THE WHOLE MINUTES October 27, 2009 I. CALL TO ORDER - ROLL CALL The meeting was called to order at 7: 1 0 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Irvana Wilks. Present at the meeting were Trustees Paul Hoefert, Arlene Juracek, John Matuszak, Steven Polit, and Michael Zade!. Staff present included Village Manager Michael Janonis, Finance Director David Erb, Finance Deputy Director Lynn Jarog, Human Services Director Nancy Morgan, Human Services Deputy Director Jan Abernethy, Community Development Director Bill Cooney, Community Development Deputy Director Brian Simmons, Public Works Director Glen Andler, Public Works Deputy Director Sean Dorsey, Village Engineer Jeff Wulbecker, Streets and Building Superintendent Paul Bures, Water and Sewer Superintendent Matt Overeem, Vehicle Maintenance Superintendent Jim Breitzman, and Administrative Analyst Michael Dallas. II. ACCEPTANCE OF MINUTES A motion to defer the minutes of October 13, 2009, was made by Trustee Polit and seconded by Trustee Zade!. All trustees approved the motion. III. CITIZENS TO BE HEARD No citizens requested to be heard. Before continuing onto the 2010 Budget Discussion, Mayor Wilks introduced Jonathan Ehret from Boy Scout Troop #23. It was noted that Mr. Ehret is working on obtaining his Citizenship in the Community merit badge, the last badge required before earning his Eagle Scout ranking. IV. 2010 BUDGET DISCUSSION Mayor Irvana Wilks provided openings remarks to the budget discussion, including the meeting's purpose and the budget review process. She noted the economy's negative impact on the Village budget and its uncertainty on how it may impact future budgets. Finance Director David Erb presented an overview of the 2010 budget. First, he described the 2010 budget development process and the current fiscal year status. Then, he highlighted the 2010 budget figures and staff's efforts to significantly cut the budget deficit. He indicated that deferring vehicle replacements (except for public safety vehicles) for one year, deferring or reducing funding of the vehicle maintenance and computer replacement programs for one year, and eliminating salary and benefit increases for management employees helped to reduce expenditures. Importantly, he noted that the 2011 budget, as presented, reflects a deficit of $2,467,996 and emphasized that in order to balance the 2011 budget other cost cutting measures would have to be considered. In conclusion, he noted this year's budget calendar. Human Services Director Nancy Morgan began her departmental overview discussing the various nursing/health and social services offered by the Human Services H:\VILM\MDallas\Meeting Minutes\COW Minutes 10-27-09.doc Committee of the Whole Page 1 of 4 10/27/09 Department. She then highlighted the 2010 budget, including its $41,000 decrease from the previous year. Importantly, she noted the generous assistance of over 200 volunteers to donate more than 5,000 hours working on various programs. Next, she described the department's flu shot clinic and the H1 N1 flu virus. Then, she discussed the opening of the Community Connections Center and the type of services provided by the Village and its three (3) other community partners. General comments, questions or concerns from the Village Board included the following: · How were Medical Reserve Corps volunteers obtained; · What impact the economy has on the department's food shelter; · Thus far, how many residents versus non-residents has the Community Connections Center served; · Why the Home Delivered Meals budget significantly increased. Community Development Director Bill Cooney continued the 2010 Budget Discussion, briefly describing the department's structure and highlighting its 2009 accomplishments, including assisting with the Community Connections Center project, and revising the building, fire, property maintenance, and zoning codes. Additionally, he noted other department projects, including the improvements at the Algonquin/Dempster/Busee intersection, digitizing department records, and working with the Police Department to manage the Crime Free Housing Program. Mr. Cooney also highlighted recent development activity within the Village, including the Randhurst redevelopment project, Wal-Mart's re-opening, the downtown area, the mixed-use development at the Euclid and Wolf intersection, and other industrial activity. He also described their businesses retention program's efforts to maintain a strong relationship with existing businesses. Finally, he highlighted the overall 7.47% decrease in departmental budget for the 2010 budget year. General comments, questions or concerns from the Village Board included the following: · Why employee benefits were the department's largest increase; · Does a single family rental have to register with the Crime Free Housing program; · Whether plan reviews are still being outsourced; · The status of several properties within the community. Before moving onto the Public Works budget overview, Village Manager Michael Janonis asked Finance Director David Erb to comment on the Tax Increment Financing (TIF) district status and whether other local taxing bodies would start seeing future revenue benefits as a result of the TI F district extension agreement. Mr. Erb confirmed the taxing bodies would be made whole with what they would have received if the TIF district would have been terminated at the end of the original period To begin his budget overview, Public Works Director Glen Andler described his department's 2009 accomplishments. Accomplishments included a reduction in road salt used to combat snow and ice accumulation, construction of the Community Connections Center, completion of the fifth (5th) year of the combined sewer program, installation of generators at two (2) water pump stations, the expansion of the solid waste program to commercial entities, the installation of pedestrian crossing signals at two (2) major intersections, and the start of Levee 37 construction project. Other Committee of the Whole Page 2 of 4 10/27/09 accomplishments included the backyard drainage program, and the start of construction of the Emergency Operations Center and expansion of Public Works. Next, he showed the Public Works department's 2010 budget summary figures, which showed an overall 1.9% decrease. He then highlighted some anticipated projects that could have an impact on the 2010 or future budgets, including the Ash Reduction Program and EAB Reforestation Program, Traffic Signal Replacement Program, Booster Station #5 boiler replacement, new perimeter fencing at Booster Station #16, and the painting and pipe modifications of the elevated water tank. Mr. Andler also noted other capital projects including replacing the automatic meter reading system, the George Street North & South Lift Station Rehabilitation Project, and the Kensington Business Center pond remediation projects. During Mr. Andler's budget overview presentation, Village Manager Michael Janonis noted that revenue to fund the elevated water tank project would come from an enterprise fund; a fund that could not be used to fund public safety employees' salaries. General comments, questions or concerns from the Village Board included the following: · Describe the process to drain the elevated water tank and its impact to the community while it is being remodeled and painted; · How much contingency funds are present to address snow plowing or other significant, unplanned events (e.g. Emerald Ash Borer, storm events); · If the Village is faced with a significant contingency, what affect it has on the Village's bond rating; · What is the impact to the Village's fleet by deferring vehicle maintenance payments; · Are there any issues picking up wet leaves; · Why is there a significant decrease in the Public Works Administration Division's budget; · Is the combined sewer rehabilitation program a mandated program; · How is it decided who benefits from the backyard drainage program; · Describe how Levee 37 is designed to prevent flooding and what plans the Public Works department has to address future flooding events; · What role does the Army Corps of Engineers have in relation to Levee 37; · How does the Geomelt product work and does it have any negative impacts on the streets; · Recycling totes should not be set on the curb if they are not full; · Does a gypsy moth problem still exist; A couple of call-in questions were also received and answered by Village staff, including: · Does the Geomelt product have any negative impact on snowblowers? · What is the cost of health insurance at the Village and when is the Village policy up for renewal; Prior to closing, Mr. Steve VanArsdale described how he and four other residents benefited from the Public Works backyard drainage program and pledged his support for its continued existence. Committee of the Whole Page 3 of 4 10/27/09 V. ANY OTHER BUSINESS Trustee Polit noted that more residents are raking leaves into the street earlier due to the poor weather conditions. He emphasized that Village policy was to rake leaves into the street the day before the leaf pick-up. Mr. Andler concurred with his comment. Trustee Polit confirmed that the farmer's market season is over. Trustee Hoefert complimented Boy Scout Ehret and the scout mother for their attendance at the entire meeting. VI. ADJOURNMENT The meeting adjourned at 9:50 p.m. ~/~ /'~ ,; Committee of the Whole Page 4 of 4 10/27/09 ,<,:~'~~"'::"""2:';~'~~\. !.J. '';/~:'~'''' l" -.- -. ,.,..IiII"jl~..,,--,-,: : ~lHlagr or lI"~.t 'JIr"s~rd r::/ \\~J!?7"" ',' llllJ!DJi' COMMITTEE OF THE WHOLE NOVEMBER 10, 2009 I. CALL TO ORDER The meeting was called to order at 7:10 p.m. in the Village Board Room of Village Hall, 50 South Emerson Street, by Mayor Wilks. Present at the meeting were: Trustees Arlene Juracek, John Korn, John Matuszak, Steven Polit and Michael Zade!. Staff present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Finance Director David Erb, Deputy Director Lynn Jarog, Police Chief John Dahlberg, Deputy Chief Semkiu, Commander Timothy Janowick, Fire Chief Michael Figolah, Deputy Fire Chief John Malcolm, Fire Marshall Paul Valentine, Public Works Director Glen Andler, Deputy Director Sean Dorsey and Human Services Director Nancy Morgan. II. ACCEPTANCE OF MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF OCTOBER 13, 2009. Motion made by Trustee Zadel seconded by Trustee Juracek to approve the minutes. Minutes were approved. III. CITIZENS TO BE HEARD Fred Steinmiller of the Mount Prospect Lions Club spoke. He wanted to provide a report on the 2009 Farmer's Market. He stated the revenue that the Market generated was approximately $16,000 with donations going to the Food Pantry in the amount of $8,000, Mount Prospect Park District $2,000, Public Works $1,000, plus grants of approximately $5,000 to various community groups in the Village. He stated the number of special event days proved very successful this past season and will look to duplicate those efforts next year. He also stated the Lions will be sponsoring the Holiday Walk in lieu of the Holiday Parade on December 5th from 5:00 to 7:00 p.m. and would invite all persons to participate. George Clowes - 604 S. Elm spoke, He stated he is concerned about misleading information that has been provided by the Cook County Assessor and wanted to advise the general public of this information with the recent dissemination of property tax bills. He also noted that the tax bill did not include a new homestead exemption which was overlooked by the County in many instances and if a tax payer feels theirs was removed in error they need to act immediately to resolve this situation. He said there are forms available by calling the Assessor's office to address this overlooked exemption. He also voiced concerns about Property Tax costs increasing as they relate to projected pension costs. Committee of the Whole Page 1 of 3 11/10/09 IV. 2010 BUDGET DISCUSSION Police Department Police Chief John Dahlberg provided an overview of the 2009 accomplishments and the 2010 objectives. He stated the start up of the Community Connections Center has been very successful and are able to reap immediate benefits from that operation. He also provided a summary of the Traffic Unit activities and the highlights of the Crime Free Housing program and benefits of that program. He stated the Crime Free Housing program has resulted in significantly fewer calls for service which was what the program intended. He also stated that he was able to reduce the 2009 expenditures by approximately $111,000 due to reduced overtime expenses. He stated the majority of his 2010 Budget is related to personnel benefit costs. He stated the CIP includes furniture replacement at the front desk and the purchase of wide screen monitors for video surveillance at the front desk area. He also stated there is a need to replace the Live Scan system due to its obsolescence. Fire Department Overview Fire Chief Michael Figolah proved a summary of the objectives and accomplishments for the Fire Department. He stated the department recently completed the ISO review and the Village remained a Class 2 although the overall score increased from 2006 in order to obtain the Class 2 rating. He stated the department undertakes significant training and highlighted a number of paramedic treatment improvements that have been implemented over the past several years through training. He also discussed the status of the Village's compliance with NIMS and the Emergency Action Plan development. He provided an overview of the status of the Phase I Construction Project and stated one of the major objectives for 2010 was to update the department's five year plan and to complete a tabletop disaster exercise and complete the remaining NIMS training to remain in compliance. He stated 93% of the Fire department Budget is personnel related. There was a general discussion regarding the School Emergency Plan and the ISO rating criteria and impact on homeowners' insurance rates. Villaqe Administration Overview Assistant Village David Strahl provided an overview of the Public Representation, Village Manager's Office, Human Resources, Public Information, TV Services and the Village Clerk division. He stated the budgets in all these areas show significant decreases except for minor and very minute increases in the Village Clerk and TV Services budget. Finance Department Overview Finance Director David Erb provided an overview of the department accomplishments and objectives. The new Budget includes a 4.1 % increase which is related to wages and insurance costs increases. He stated the community and civic services areas are seeing reductions in the 4th of July parade and holiday decorations. He stated that the health insurance cost is estimated at $12,682 per Committee of the Whole Page 2 of 3 11/10/09 employee. He also provided an overview of the pension impacts on the levy for the Police and Fire pensions. He stated the percentage of full funding for the Fire pension decreased to 69% from 78% and the Police pension decreased from 75% to 58%. These decreases represent significant investment income losses over the past year. He also stated that with these pension rate increases the property tax levy is anticipated to increase 10 % to absorb these increases. Vince Grochocinski Finance Chair of the Finance Commission provided the Finance Commission recommendations to the Village Board. He stated that the Commission was impressed with the leadership of the Village administration in addressing Budget issues and the fact that there is no recommendation for additional revenue. He stated the Commission is also suggesting consideration for reduced hours and furloughs instead of layoffs if necessary in the future. He stated the Commission also is suggesting the Board fund pension increases through available reserves. He stated the Commission supports the debt refinancing plan that was previously discussed with the Board. He also stated that there is a need to look at how to fund public safety pensions in the long term on a State wide basis. V. VILLAGE MANAGER'S REPORT Village Manager Michael Janonis stated that he would consider bringing the Levy discussion forward as part of a Special Village Board meeting during the Committee of the Whole session on November 14 in addition to an update on the Phase I construction. VI. ANY OTHER BUSINESS Mayor Wilks stated that she is participating in a Veteran's Day program on November 11 th at 10:30 a.m. at Lions park school. VII. ADJOURNMENT Meeting was adjourned at 10:32 p.m. ~w5'/;if DA VI D STRAH L Assistant Village Manager Committee of the Whole Page 3 of 3 11/10/09