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Home My WebLink About10/27/2009 COW minutes COMMITTEE OF THE WHOLE MINUTES October 27, 2009 I. CALL TO ORDER - ROLL CALL The meeting was called to order at 7:10 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 AlgonquinlDempster/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 TIF 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 Po lit 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 Pol it 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