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HomeMy WebLinkAbout12/08/2009 COW minutes .;~",,~:"N~:"/<:~!;. ...~~.(~~,\ -~. ~... )IiU.\V uf lIuw.1 lIr"~prrt . ."'~' .'rc::J':" COMMITTEE OF THE WHOLE DECEMBER 8, 2009 I. CALL TO ORDER The meeting was called to order at 6:36 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\. Trustee Hoefert arrived at 9:25 p.m. Staff present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Finance Director David Erb and Administrative Analyst Michael Dallas. II. ACCEPTANCE OF MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF OCTOBER 27,2009. Motion made by Trustee Juracek seconded by Trustee Polit to approve the minutes. Minutes were approved. Trustee Korn abstained. ACCEPTANCE OF MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF NOVEMBER 10, 2009. Motion made by Trustee Korn seconded by Trustee Juracek to approve the minutes. Minutes were approved. III. CITIZENS TO BE HEARD None IV. ENERGY CONSERVATION PLAN Administrative Analyst Michael Dallas provided an overview of the project and stated the Village Board had previously approved hiring a consultant based on grant funds provided to the Village to develop an Emergency Energy Conservation Plan. Amrou Atassi of Camp Dresser and McKee spoke. He stated the consultants followed a five step process to develop the EECBG plan or the Energy Efficiency and Conservation Block Grant program. He stated they reviewed existing energy usage based on green house gas emissions and compared Village usage to citizen usage as part of this analysis. He stated the green house gas comparison has broken down to a per capita basis. He stated there was a discussion among the stakeholders to generate a recommendation as part of the overall plan. He stated that the plan includes both short and long term efficiency goals for the Village to consider in the future. He also highlighted a significant initial step is public education. He stated one opportunity that was identified through this process was the opportunity to replace existing street light fixtures with LED instead of the incandescent. He also stated that some funds would be available for weatherization. Long term options include computer control devises for building mechanical systems, green building codes and alternative fuel vehicles along with future energy use options. He stated the plan as developed is necessary in order to utilize grant funds provided by the federal government for initial projects related to energy Committee of the Whole Page 1 of 3 12/08/09 conservation and green projects. He stated once the funding has been allocated and no longer provided to the Village three years from now the Village would have the option as to whether to continue the programs that were funded through the grant monies at that time. The Village is not obligated to continue funding any projects with its own funds at that time. General comments from the Village Board members included the following items: . It was commented that there would be a need to provide further analysis to this document due to its complexity. . There was also a discussion about whether initiating a citizen advisory committee would be worth while to consider. . Also there was a discussion regarding projected savings due to implementation steps. . There were also questions regarding the estimates projected by the consultants relating to potential savings of energy and or green house gasses. . Several Board members highlighted the fact that this is just a general plan and does not obligate the Village for any future funding and is only necessary to be used as a plan to spend grant monies allotted to the Village from the federal government. V. ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM UPDATE Finance Director David Erb provided a status report and is requesting authorization from the Village Board to empower the staff to negotiate a final price based on the recommendation of staff to engage such discussions with the vendor of choice. He stated the Village used a consultant to lead staff through the selection process and staff has flow charted at least 100 internal processes within all departments. This information will be invaluable as the implementation goes forward for 2010 regarding various software modules. He provided an overview of the selection and review process that brought the staff to the recommendation. He stated the Village received four responses with two of the responses unique to community development operations only. He also stated the initial review focused on the functionality before the review of the cost of each software option was considered. He also stated that site visits were undertaken after which staff met to determine the likely vendor in order to ask for best and final price quotes from the vendors. He stated the staff at this time is requesting Village Board authorization to negotiate with the two final vendors in order to recommend purchase at the December 15, 2009 Village Board meeting. Consensus of the Village Board was to authorize staff to negotiate for final price with the chosen vendor and with final authorization coming at the December 15 Village Board meeting. VI. MWRD STORM WATER MANAGEMENT ORDINANCE Village Engineer Jeff Wulbecker provided an overview of the MWRD revised regulations compared to the existing Village ordinances. He stated there are various areas that were reviewed and he will highlight them this evening. 1. Storm Water Detention - He stated that Village code is stricter than the MWRD for method of calculating volume of storage and this difference will not require smaller developments to meet the requirements as stated by MWRD. 2. Water Quality and Volume Control - This is a new regulation with no comparable Village ordinance and engineering staff could accept this ordinance as written by MWRD. 3. Erosion and Sediment Control Provisions - He stated the Village is more restrictive in these areas therefore the default position would be the Village ordinances. 4. Floodplain Regulation - He stated the Village ordinances are more restrictive, however the new maps being generated by MWRD would be helpful for Village flood plain Committee of the Whole Page 2 of 3 12/08/09 properties and monitoring the information available to the residents within the flood plain. 5. Wetland Protection - Allows for the U.S. Army Corp of Engineers standards to be utilized for the basis of this criteria. He stated some negative impact of the reVISions include more training and additional regulations to manage the permit review and will likely increase the Village engineering staff responsibility to ensure MWRD regulations are all current. He stated staff generally supports the concepts and will address any differences between Village ordinances and MWRD regulations as necessary. General comments from the Village Board members included the following items: . There was some concern regarding the technical manuals not being completed and possibility of confusion since there would be no support material available. . There was also a need to clearly define Village responsibilities and to ensure the minimum threshold established for MWRD regulations are not in conflict with Village code. Consensus of the Village Board was to move forward with the recommendations as outlined by staff in accepting MWRD regulations and incorporating them as necessary in the Village code. VII. MANAGER'S REPORT Manager Janonis wanted to highlight the cooperation of the various businesses and the Lions Club for coming forward to put on the Holiday Walk instead of the parade last week. He also stated the December Coffee with Council will be Saturday from 9:00 to 11 :00 a.m. VIII. ANY OTHER BUSINESS Mayor Wilks wanted to thank the various businesses for their support of the Holiday Walk this year. IX. ADJOURNMENT Meeting was adjourned at 9:55 p.m. - ~l:>~ s:.-t..t/ DAVID STRAHL Assistant Village Manager H:\VILM\Cow\2009\Minutes\12-08-09 COW Minutes.doc Committee of the Whole Page 3 of 3 12/08/09