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HomeMy WebLinkAbout2. DRAFT MINUTES 12/08/2009 and 12/15/2009 '~'il:~~~:~~~i!:i~~:~().\ i / 1i~~'\ .. /d-.'k __Li_5lii:'~'\~\',i ~_'> ! ;Ililbll" g(JI~w.t lIro~ut ':::-~}'/? -.:-: Tl.T!.-I'I.'.'II:'-: L:_'!!;L SPECIAL BOARD MEETING DECEMBER 8, 2009 I. CALL TO ORDER The meeting was called to order at 6:10 p.m. in the Village Board Room of Village Hall, 50 South Emerson Street, by Mayor Wilks. II. ROLL CALL Present at the meeting were: Mayor Wilks, Trustees Arlene Juracek, John Korn, John Matuszak, Steven Polit and Michael Zadel. Staff present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Finance Director David Erb and Administrative Analyst Michael Dallas. III. PUBLIC HEARING 2ND Public hearing for the establishment of a Business District at Randhurst Mall, pursuant to 651LCS 5/11-743-5. This public hearing, called pursuant to proper legal notice having been published in the Daily Herald on November 28, 2009. Mayor Wilks opened the public meeting stating that this is an opportunity for any interested parties to present information to the Village Board regarding the consideration of the establishment of a special business district at Randhurst Mall. Community Development Director William Cooney provided an overview of this District and the components relating to generating revenue. He stated this project is approximately $190 million which the Village is proposing to commit up to $25 million with all funds being generated on the site and the agreement does not put the Village at any financial risk. A share of the portion of the new sales tax generated on the site, an increase of the hotel/motel tax from 3 to 6% and a $0.25 cent amusement tax and a food and beverage tax would be the revenue sources devoted to covering the $25 million related to the site redevelopment. Prior to any of the $25 million to be returned the development must reach a sales threshold of $237 million. There was no public comment. Consensus of the Village Board was to move all ordinances to 2nd reading for consideration at the next scheduled Village Board meeting. IV. ADJOURNMENT Meeting adjourned at 6:35 p.m. ~ 5~(j DAVID STRAHL Assistant Village Manager Special Village Board Meeting Page 1 of 1 H:\VI LM\Cow\2009\Minutes\Special Meeting 12-8-2009.doc 12/08/09 CALL TO ORDER ROLL CALL PLEDGE INVOCATION MINUTES MONTHLY REPORT AND APPROVE BILLS MAYOR'S REPORT HOLIDAY DECORATIONS MINUTES OF THE REGULAR MEETING OF THE MA VOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT December 15, 2009 Mayor Wilks called the meeting to order at 7: 1 0 p. m. Present: Mayor Irvana Wilks Trustee Paul Hoefert Trustee Arlene Juracek Trustee John Korn Trustee Steven Po lit Trustee Michael Zadel Absent: Trustee John Matuszak PLEDGE OF ALLEGIANCE Trustee Korn led the Pledge of Allegiance. INVOCATION Mayor Wilks gave the Invocation. APPROVAL OF MINUTES Trustee Hoefert, seconded by Trustee Korn, moved to approve the minutes of the regular meeting held December 1, 2009. Trustee Polit identified a scribner's error - page 7, last paragraph, second line; ... $2 million should be $200 million. Mayor Wilks called for the vote for approval of the minutes as corrected. Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit Nays: None Abstain: Zadel Motion carried. APPROVE BILLS AND FINANCIALS Mayor Wilks stated the next item on the agenda, "MONTHL Y REPORT AND APPROVE BILLS" was noted by an asterisk, and unless there was a request to remove an item(s), all items further listed in that manner would be considered with one (1) vote, as business item "~.CONSENTAGENDA." MA VOR'S REPORT Mr. Paul Seils, Special Events Commission, presented the winners of the Annual Holiday Decorating Contest: Religious 912 Whitegate Drive Best Business Millie's Hallmark, 1024 South Elmhurst Road Best Use of Lights 606 South Pine Street Christmas Fantasy 217 North William Street Simple But Elegant 1009 West Lincoln Best Block 400 South Albert Street Grand Prize 517 Eastman Court Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 1 of 12 December 15, 2009 O'HARE NOISE COMPATIBILITY COMMISSION RES 45-09 AMEND CHAPTER 13 (ALCOHOLIC LIQUORS) ORD 5773 AMEND CHAPTER 13 (ALCOHOLIC LIQUORS) ORD 5774 Mayor Wilks congratulated the winners and thanked the Special Events Commission for their time and effort in sponsoring the event. Mayor Wilks presented a resolution in support of O'Hare Noise Compatibility Commission's (ONCC) request for reconsideration of certain sound insulation funding eligibility. As a member of the ONCC the Village of Mount Prospect joins other members of the organization in requesting the Federal Aviation Administration (AAA) reconsider its eligibility criteria as it relates to the O'Hare noise contour so as to allow Elk Grove High School to be eligible for certain sound insulation funding under the School Sound Insulation Program. Trustee ladel, seconded by Trustee Juracek, moved to approve Resolution No. 45-09: A RESOLUTION IN SUPPORT OF O'HARE NOISE COMPATIBILITY COMMISSION REQUEST FOR RECONSIDERATION OF CERTAIN SOUND INSULATION FUNDING ELIGIBILITY Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, ladel Nays: None Motion carried. Mayor Wilks presented for a first (151) reading an ordinance amending Chapter 13 (Alcoholic Liquors) of the Mount Prospect Village Code. This ordinance deletes one (1) Class "F-3" liquor license issued to Hana Lee Corporation, d/b/a Wu Sung Restaurant, 1747 Algonquin Road. Trustee ladel, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Polit, ladel None Motion carried. Trustee Korn, seconded by Trustee Juracek, moved for approval of Ordinance No. 5773: AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Nays: Motion carried. Hoefert, Juracek, Korn, Polit, ladel None Mayor Wilks presented for a first (151) reading an ordinance to amend Chapter 13 (Alcoholic Liquors) of the Village Code. This ordinance grants a Class "P-3" (wine and beer only package) liquor license to Walgreen Co. d/b/a Walgreens #00209, 1028 South Elmhurst Road. Granting the license would amend Chapter 13 (Alcoholic Liquors) of the Village Code by increasing the number of Class "P-3" liquor licenses issued by one (1). Trustee Korn, seconded by Trustee ladel, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Juracek, Korn, Po lit, ladel Nays: None Motion carried. Trustee Korn, seconded by Trustee Hoefert, moved for approval of Ordinance No. 5774: AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 2 of 12 December 15, 2009 Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Pol it, Zadel None Motion carried. AMEND CHAPTER 13 (ALCOHOLIC LIQUORS) Mayor Wilks presented for a first (151) reading an ordinance to amend Chapter 13 (Alcoholic Liquors) of the Village Code. This ordinance grants a Class "P-3" (wine and beer only package) liquor license to Bond Drug Company of Illinois, LLC d/b/a Walgreens #05107, 1701 East Kensington Road. Granting the license would amend Chapter 13 (Alcoholic Liquors) of the Village Code by increasing the number of Class "P-3" liquor licenses issued by one (1). Trustee Korn, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Juracek, Korn, Po lit, Zadel Nays: None Motion carried. Trustee Korn, seconded by Trustee Zadel, moved for approval of Ordinance No. 5775: ORD 5775 AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Po lit, Zadel None Motion carried. APPOINTMENTS APPOINTMENTS Mayor Wilks presented the following reappointments for Village Board approval: Special Events Commission Reappointments Jill Friedrichs Term expires December 2013 Janice Farley Term expires December 2013 Trustee Hoefert, seconded by Trustee Juracek, moved to approve the reappointments as listed above. Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel Nays: None Motion carried. CITIZENS TO BE COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD HEARD None. CONSENT AGENDA CONSENT AGENDA Trustee Zadel, seconded by Trustee Po lit, moved to approve the following business items: APPROVE BILLS & 1. November Monthly Financial Report FINANCIALS 2. Bills dated November 26 - December 9,2009 3. A RESOLUTION AUTHORIZING THE EXECUTION AND PAYMENT OF AN RES 47-09 AGREEMENT BETWEEN THE FOREST RIVER FIRE PROTECTION DISTRICT AND THE VILLAGE OF MOUNT PROSPECT. 4. A RESOLUTION FOR MAINTENANCE OF STREETS AND HIGHWAYS BY RES 48-09 MUNICIPALITY UNDER THE ILLINOIS HIGHWAY CODE (BLR 14230). RES 49-09 5. A RESOLUTION FOR IMPROVEMENT BY MUNICIPALITY UNDER THE ILLINOIS HIGHWAY CODE. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 3 of 12 December 15, 2009 RES 50-09 6. A RESOLUTION AUTHORIZING THE VILLAGE OF MOUNT PROSPECT TO ENTER INTO A LOCAL AGENCY/STATE AGREEMENT WITH THE ILLINOIS DEPARTMENT OF TRANSPORTATION (IDOT) FOR THE EMERGENCY REPAIR PROGRAM (ERP) COPIER LEASE 7. Request Village Board approval to waive bid process and accept proposal for AGREEMENT Nexus Office Systems, Inc. copier lease agreement in an amount not to exceed $65,328. DOCUMENT 8. Request Village Board approval to accept proposal for Document Imaging IMAGING SERVICES Services in an amount not to exceed $59,053. 9. Request Village Board approval to accept proposal for Video Surveillance VIDEO System for Village Hall and adjacent parking garage in an amount not to SURVEILLANCE exceed $34,010. 10. Request Village Board approval to accept proposal for Workers' Compensation WORKERS' Third-Party Claims Administration in an amount not to exceed $14,100. COMPENSATION OLD BUSINESS PUBLIC HEARING 2010 MUNICIPAL BUDGET Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Po lit, Zadel None Motion carried. OLD BUSINESS Mayor Wilks opened the Public Hearing for presentation of the proposed 2010 budget for fiscal year beginning January 1, 2010 and ending December 31, 2010 at 7:35 p.m. Mayor Wilks stated notice of the Public Hearing was published in the Daily Herald on December 3, 2009. Finance Director Dave Erb presented a summary of the Village's proposed 2010 budget. The proposed 2010 budget for the Village including the Library totals $95,113,751 (Village - $85,398,062 and Library - $9,715,689) a 12.3% decrease from the amended 2009 budget. Projected revenues for the Village in 2010 are $98,854,131; a 9.2% decrease. Mr. Erb stated the 2010 budget as presented is balanced; (1) operating budget of $59,478,738; a 0.6 increase (2) $85,398,062 in total expenditures; a 13.8% decrease (3) water rate adjustment- 4% increase (4) property tax levy 4.99% (5) reserve fund balance 21.1 % - target is 25%. Mr. Erb stated the Village was able to address the 2010 deficit and present a balanced budget for 2010; use of reserve funds, a 4.99% property tax increase, departmental budget cuts and wage concessions from Village labor groups. However, Mr. Erb stated there is an anticipated $2.5 million deficit in 2011, work will begin in early 2010 to develop a plan to bring 2011 into balance. He stated to retain its excellent bond rating the Village will need to get back to a 25% fund balance. Mr. Erb reviewed the following ordinances as revised (1) levy and collection of taxes for the corporate and municipal purposes; 4.99% increase and (2) tax abatement - sold bonds under "Build America Bonds" program. Impact to residential property ($350,000 market value) Village property tax - $730 per year; $36.00 increase and Library tax $435 per year; $16.00 increase. He also provided an overview of the tax levy for Special Area No.5; lake water acquisition, assessed only to property's receiving Village water. In response to questions from the Village Board, Mr. Erb provided the following: · Proposed water rate increase for property's with Village water is determined by water studies conducted each year by the Village and is inline with increase from previous years. · Use of water fund is restricted to water related programs/services; fully funded to cover cost of water infrastructure as well as water purchased from the City of Chicago. Village Manager Janonis stated, properties with Illinois American Water do not subsidize the Village water program. Public Comments Mr. Louis Goodman 310 North School Street Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 4 of 12 December 15, 2009 2009 TAX LEVY CORPORATE AND MUNICIPAL PURPOSES ORD 5776 Questioned need for water rate increase. [Mr. Erb responded all costs for the water program are built into the water rate; pay for lake water purchased from the City of Chicago and $2.5 million projects to maintain infrastructure. Village conducts annual rate studies to determine costs; Village management of water fund has allowed the Village to assess steady nominal rate increases rather than significant rate spikes to cover the City of Chicago rates increases for the purchase of lake water.] Mr. Jerry Boldt 300 North School Street In consideration of the poor economy and the toll it is taking on residents/businesses, Mr. Boldt requested the Village reconsider the proposed tax increases and implement other cost cutting measures. Reduction in unnecessary funding until economy rebounds and furlough days for Village employees. In response, Mayor Wilks stated the Village Board shares his concerns and understands the economic issues our community faces. In response to significant revenue loss and the weak economy the Village made $1.5 million cuts in the 2009 budget and the proposed 2010 budget reflects a 13% decrease from the 2009 budget. To minimize additional financial burden to the residents and businesses the Village Board directed staff to make the necessary budget cuts and challenged them to do so without impacting municipal services. Trustee Korn encouraged Mr. Boldt and any other resident who might be eligible to explore the Village's real estate tax freeze program. This program may offer some financial relief to those individuals who qualify. In response to additional questions from Mr. Goodman the following information was provided. Transparency of Village Budget including wages, expenditures - all information contained in budget is available for review; hard copy and Village web site. All items discussed openly and are open for public comment. Senate Bill 2011 - the bill did fail but calls from residents to state representatives were effective. Representative from this district voted in support of the senate bill which, if it had passed, would have brought significant financial relief to local governments during this period of financial crisis. The Village Board thanked Mr. Boldt and Mr. Goodman for their comments. As there were no additional comments or questions from the Village Board or other interested parties in attendance, Mayor Wilks closed the Public Hearing at 8:05 p.m. Mayor Wilks presented for a second (2nd) reading an ordinance authorizing the levy and collection of taxes for the corporate and municipal purposes of the Village for the fiscal year beginning January 1, 2009 and ending December 31, 2009. Trustee Hoefert, seconded by Trustee Zadel moved for approval of Ordinance No. 5776: AN ORDINANCE AUTHORIZING THE LEVY AND COLLECTION OF TAXES FOR THE CORPORATE AND MUNICIPAL PURPOSES OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2009 AND ENDING DECEMBER 31, 2009. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Polit, Zadel None Motion carried. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 5 of 12 December 15, 2009 TAX LEVY SPECIAL SERVICE AREA # 5 ORD 5777 TAX ABA TEM ENT ORD 5778 2010 MUNICIPAL BUDGET Mayor Wilks presented for a second (2nd) reading an ordinance authorizing the levy and collection of taxes for the municipal purposes of Special Service Area Number Five (5) of the Village for the fiscal year beginning January 1, 2009 and ending December 31, 2009. Trustee ladel, seconded by Trustee Po lit, moved for approval of Ordinance No. 5777: AN ORDINANCE AUTHORlllNG THE LEVY AND COLLECTION OF TAXES FOR THE MUNICIPAL PURPOSES OF SPECIAL SERVICE AREA NUMBER FIVE (5) OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2009 AND ENDING DECEMBER 31, 2009. Upon roll call: Ayes: Nays: Motion carried. Hoefert, Juracek, Korn, Polit, ladel None Mayor Wilks presented for a second (2nd) reading an ordinance to abate a part of the taxes levied for corporate and municipal purposes of the Village for the fiscal year beginning January 1, 2009 and ending December 31, 2009. Trustee ladel, seconded by Trustee Juracek, moved for approval of Ordinance No. 5778: AN ORDINANCE TO ABATE A PART OF THE TAXES LEVIED FOR CORPORATE AND MUNICIPAL PURPOSES OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2009 AND ENDING DECEMBER 31, 2009. Upon roll call: Ayes: Hoefert, Juracek, Korn, Po lit, ladel Nays: None Motion carried. Mayor Wilks presented for a second (2nd) reading an ordinance adopting an annual budget for the Village for fiscal year commencing January 1, 2010 and ending December 31, 2010 in lieu of passage of an appropriation ordinance. Villaqe Board Discussion/Comments · Very difficult economic period. · 13% decrease from 2009 maintenance budget. · Difficult decisions to achieve 2010 balanced budget. · Village has traditionally run a very lean budget - very little waste in budgets. · Staff responded to Village Board direction to make necessary cuts - maintain residential services. · Draw down on Village's reserve fund needed to be done this year - but not a practice to continue. · 2010 budget is a plan; if no measurable financial improvements will make necessary adjustments to plan. · Four (4) budget amendments to 2009 budget, $1.5 million; may need to do the same with 2010 budget to stay balanced. · Need to make sustainable changes to work more efficiently; re-engineer the way the Village performs; services, programs and processes. Look at big picture to make sustainable changes; Enterprise Resource Planning (ERP) is one mechanism to make those changes. · Appreciation extended to the Finance Commission, residents and staff for work and input during the budget process. Mayor Wilks read the following prepared statement from Trustee Matuszak to be incorporated into and made part of the official meeting minutes. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 6 of 12 December 15, 2009 ORD 5779 RANDHURST BUSINESS DISTRICT ORD 5780 BUSINESS DISTRICT RETAILERS' OCCUPATION TAX ORD 5781 [Due to the obligations involving my full time employment, I am unable to attend tonight's meeting. However, I do support the budget as it is presented. The budget is the final product of a lot of effort to deliver village services at the least possible costs. The state of our nation's economy is a challenge to businesses, families and local governments. I believe this budget and tax levy is sensitive to those challenges while it still delivers quality municipal services to the residents and businesses within our community. I thank staff for their hard work on this issue and remain hopeful of an improved economy in 2010.] Public Comment Mr. Jerry Boldt 300 North School · Encouraged residents to shop Mount Prospect to stimulate local economy. Village Manager Janonis thanked the Village Board for their dedication, support and direction during this difficult year. Trustee Zadel, seconded by Trustee Juracek, moved for approval of Ordinance No. 5779: AN ORDINANCE TO ADOPTING AN ANNUAL BUDGET FOR THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR FISCAL YEAR COMMENCING 2010 AND ENDING DECEMBER 31, 2010. Upon roll call: Ayes: Nays: Motion carried. Hoefert, Juracek, Korn, Polit, Zadel None Mayor Wilks stated the ordinances for the Randhurst Business District would be presented for second (2nd) readings. Community Development Director Bill Cooney provided a review of the two (2) public hearings conducted to establish a Business Improvement District for Randhurst and ordinances in support of the business district. Approval of the ordinances will allow Randhurst Village to move forward. Mayor Wilks presented for a second (2nd) reading an ordinance designating Mount Prospect Business District NO.1 [Randhurst Business District] Trustee Zadel, seconded by Trustee Polit, moved for approval of Ordinance No. 5780: AN ORDINANCE DESIGNATING MOUNT PROSPECT BUSINESS DISTRICT NO.1 [RANDHURST BUSINESS DISTRICT] Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel Nays: None Motion carried. Mayor Wilks presented for a second (2nd) reading an ordinance establishing a Business District NO.1 Business District Municipal Retailers' Occupation Tax. This ordinance establishes a quarter percent Business District Retailers' Occupation Tax on Randhurst only. Trustee Hoefert, seconded by Trustee Zadel, moved for approval of Ordinance No. 5781: AN ORDINANCE ESTABLISHING A BUSINESS DISTRICT NO.1 BUSINESS DISTRICT MUNICIPAL RETAILERS' OCCUPATION TAX Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 7 of 12 December 15, 2009 HOTEL TAX ORD 5782 AMUSEMENT TAX ORD 5783 NEW BUSINESS AMEND WATER AND SEWER RATES, APPENDIX A, DIVISION II OF THE VILLAGE CODE Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, ladel Nays: None Motion carried. Mayor Wilks presented for a second (2nd) reading an ordinance amending Appendix A, Division II of the Village Code. This ordinance increases the current Village-wide Hotel Tax from 3% to 6%. Trustee Korn, seconded by Trustee ladel, moved for approval of Ordinance No. 5782: AN ORDINANCE AMENDING APPENDIX A, DIVISION II OF THE VILLAGE CODE OF MOUNT PROSPECT Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Po lit, ladel None Motion carried Mayor Wilks presented for a second (2nd) reading an ordinance amending Chapter 8, "Village Government Miscellaneous Provisions. This ordinance establishes a 25 cent Amusement Tax on the sale of movie tickets Village wide, effective May 1, 2011. Trustee Hoefert, seconded by Trustee Korn, moved for approval of Ordinance No. 5783: AN ORDINANCE AMENDING APPENDIX CHAPTER 8, ENTITLED "VILLAGE GOVERNMENT MISCELLANEOUS PROVISIONS" OF THE MOUNT PROSPECT VILLAGE CODE IN REGARD TO A MOVIE THEATER TAX Upon roll call: Ayes: Hoefert, Juracek, Korn, Po lit, ladel Nays: None Motion carried NEW BUSINESS Mayor Wilks presented for a first (1st) reading an ordinance to amend water and sewer rates set forth in Appendix A, Division II of the Village Code. This ordinance increases the combined water and sewer rate by 4% effective January 1, 2010. Finance Director Dave Erb provided background information stating that since 1990 the Village has followed the practice of approving moderate annual increases in water and sewer rates, as opposed to implementing large increases periodically. [Village water rates are affected by the water rate increases by the City of Chicago for the purchase of lake water; the planned moderate increases by the Village help avoid spikes in Village water rates.] The Village recently completed a water rate study which set a proposed schedule for increasing the combined water and sewer rate by 4% each January 1st through 2012. Mr. Erb stated the cost to a Mount Prospect household using 15, 000 gallons of water over a two-month period, would be $106.60, an increase of $3.75; bi- monthly water and sewer usage fee. Trustee Hoefert, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Polit, ladel None Motion carried. Trustee ladel, seconded by Trustee Hoefert, moved for approval of Ordinance No. 5784: Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 8 of 12 December 15, 2009 ORD 5784 BUDGET AMENDMENT # 4 ORD 5785 CLASS 6B TAX ABATEMENT, 800 BIERMAN COURT AN ORDINANCE TO AMEND WATER AND SEWER RATES SET FORTH IN APPENDIX A, DIVISION II OF THE VILLAGE CODE OF MOUNT PROSPECT Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Po lit, Zadel None Motion carried. Mayor Wilks presented for a first (1st) reading an ordinance making certain amendments to the Village budget adopted for the fiscal year commencing January 1, 2009 - December 31, 2009. Finance Director Dave Erb provided background information stating this was the fourth (4th) amendment to the 2009 budget; this amendment will clean up any remaining variances in both revenue and expense line items. In total this amendment adjusts revenue projections by $2,717,581 and expenditures by $1,523,280. Amendments to the budget impacting revenues are made up of various adjustments to tax, fee and other intergovernmental revenue accounts, investment income, reimbursements and other financing sources (bond proceeds). There were several adjustments related to expenditures including; $635,000 transfer from the General Fund to the Capital Improvement Fund; $310,000 reduction in street resurfacing - lower Motor Fuel Tax revenue from the state; $503,910 - Levee 37 and $234,000 in additional pension benefits in the Police and Fire Pension Funds. Trustee Hoefert, seconded by Trustee Zadel, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Juracek, Korn, Pol it, Zadel Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Polit, moved for approval of Ordinance No. 5785: AN ORDINANCE TO MAKING CERTAIN AMENDMENTS TO THE VILLAGE BUDGET ADOPTED FOR THE FISCAL YEAR COMMENCING JANUARY 1, 2009 - DECEMBER 31, 2009. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Polit, Zadel None Motion carried. Mayor Wilks presented a resolution in support of Principal Real Estate Investors, property owners of 800 Bierman Court, making application for Cook County Class 6B Tax Abatement. Community Development Director Bill Cooney provided background information stating CVS/Caremark occupies half the building located at 800 Bierman Court. CVS/Caremark which is the Village's largest employer is considering expanding into the other side of the building which is vacant; 40,000 square foot expansion and demolition of the remainder of the building for parking. Located in the Business Center District, the 6b status would only apply to the improvements made in the new space to be occupied by CVS/Caremark. It is estimated that the abatement would reduce the amount of property tax per square foot from $4.32 to $3.84 for this property. Representatives from CVS/Caremark were in attendance. Mr. Brian Liston, counsel for both Principal Real Estate Investors and CVS/Caremark stated the expansion would create approximately 400 new jobs at this location. Trustee Hoefert, seconded by Trustee Zadel, moved for approval of Resolution No. 46-09: Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 9 of 12 December 15, 2009 RES 46-09 A RESOLUTION IN SUPPORT OF PRINCIPAL REAL ESTATE INVESTORS, 800 BIERMAN COURT, MOUNT PROSPECT, ILLINOIS, MAKING APPLICATION FOR COOK COUNTY CLASS 6B TAX ABATEMENT Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel Nays: None Motion carried. VILLAGE MANAGER'S REPORT VILLAGE MANAGER'S REPORT Village Manager Janonis presented request for Village Board approval to accept Enterprise Resource Planning (ERP) system. He stated staff remained in negotiations with the recommended provider until five p.m. this date. As a result of these negotiations the amount listed on the Agenda as well as the budgeted amount for this service had been reduced. The not to exceed amount for the Village Board's approval is $942,900 rather than $1 million. ENTERPRISE RESOURCE PLANNING Village Manager Janonis stated the computer software upgrade has been in the Capital Improvement Plan (CIP) for a number of years; fund balance has been built up for this expenditure. Mr. Erb provided a review of the ERP system and the selection process conducted by the staff steering committee and consultants Plante and Moran (P&M). The Village-wide ERP software will replace the current financial and community development software systems. Mr. Erb provided an overview of the factors considered in staff's recommendation to approve the proposal from New World Systems; (1) NET Technology - ability to more rapidly develop software to meet and address customer needs (2) Work the Way you Live - New World is able to develop software that is tightly integrated with the Microsoft Office suite of products widely used throughout the Village (3) Client References (site visits and reference checks by staff) - New World's NET technology platform and depth of functionality were primary reasons for choosing New World (4) Userability - New World solution offers a more user- friendly environment to work in. Villaqe Board Discussion/Questions . Need to know New World will be available in the long term - has staff done due diligence in researching company? [Mr. Erb stated staff will pursue additional research regarding financial stability] · On-going staff training needs? . To ensure system works before going live - test all parameters prior to going live · Help/Support? · Implementation period? Mr. Kaul LeFief, New World Systems provided additional information and responded to questions from the Village Board. New World Systems is a privately held company and will open its books for review by the Village to allow for further assurance of sustainability. New World has 1200 customers throughout the United States, worked in Illinois 24 years and is active in GFOA. All trainers have experience with government entities. On-going training; webinars/refresher training and on-line support available. Mr. LeFief stated application is very configurable and New World will work with departments to configure application to meet their needs. Will test all parameters off line prior to going live to ensure system works. In response to questions regarding impact if Village did not move forward with this system, Mr. Erb stated without this technology Village functions would be inefficient. Technology the Village currently has is outdated, labor intense and not supportive of the Village's basic systems. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 10 of 12 December 15, 2009 2010 PROPERTY AND WORKERS' COMPENSATION ENERGY EFFICIENCY AND CONSERVATION BLOCK GRANT Through demonstrations of new software end users have already seen how they can improve efficiency of services. New technology options make system user friendly to residents and businesses as well. Mr. Erb anticipates full implementation will take approximately two (2) years. Trustee ladel, seconded by Trustee Juracek, moved for approval to accept proposal for Enterprise Resource Planning system software in an amount not to exceed $942,900. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Pol it, ladel None Motion carried. [Trustee Hoefert left the meeting at 9:20 p.m.] Village Manager Janonis stated the Finance Department was requesting approval to accept proposal for the 2010 Property and Workers' Compensation Insurance in an amount not to exceed $136,597. Finance Director Dave Erb provided a summary of the Village's expiring insurance program, an analysis of the proposals received and a summary of the insurance package recommended by staff. Staff recommend the Village purchase property and excess workers compensation insurance from Arthur J. Gallagher and Co. with premium and broker's not to exceed $136,597. Trustee ladel, seconded by Trustee Polit, moved to approve request to accept 2010 Property and Workers Compensation Insurance Program in an amount not to exceed $136,597. Upon roll call: Ayes: Nays: Absent: Motion carried. Juracek, Korn, Po lit, ladel None Hoefert [Trustee Hoefert returned to the meeting at 9:23 pm] Village Manager Janonis presented the request and staff's recommendation for approval to submit Department of Energy, Energy Efficiency and Conservation Strategy application. This item was presented and discussed in detail at the December 8, 2009 Committee of the Whole meeting. At that time the Village Board identified five goals for the strategy plan: 1) public education and outreach 2) Sustainability Commission/Committee 3) Street Lighting 4) Weatherization Program and 5) Public Transportation, Bicycling and other forms of Travel. The money received from the Energy Efficiency and Conservation Block Grant (EECBG) will be used for the targeted goals. Mr. Amrou Atassi, Camp, Dresser and McKee (Village consultant for EECBG) was in attendance and responded to questions regarding reporting requirements. The Village does not have to provide information to the state as its funds are from the Federal Government. Municipalities receiving state funds are required to coordinate and share information with the state. Trustee Juracek, seconded by Trustee Polit, moved for approval of request to submit Department of Energy Efficiency and Conservation Strategy application. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Polit, ladel None Motion carried. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 11 of 12 December 15, 2009 MODIFICATIONS TO LABOR AGREEMENTS OTHER BUSINESS CLOSED SESSION ADJOURNMENT Village Manager Janonis presented the request for Village Board approval of modifications to labor agreement. He stated due to the budget gaps in the General Fund the Village Board had directed staff to seek concessions from the Village's labor groups; deferral of planned salary increases to avoid union lay-offs. Staff have conducted extensive discussions with labor groups; modifications to the labor agreement with Public Works and Community Development Inspectors (Local 150) were successful. Discussions continue between the Village and Metropolitan Alliance of Police, Chapter 84 and 85 (Sergeants) and International Association of Fire Fighters, Local 4119. Speaking on behalf of the Village Board, Mayor Wilks made the following statement to be incorporated into and made part of the official meeting minutes: "This agreement is an outstanding example of our public works and Community Development building inspectors showing leadership and reaffirming their commitment to the Village of Mount Prospect. Their willingness to work with the administration and elected officials in a cooperative manner benefits not only our residents but also keeps all of our employees employed." Trustee Hoefert, seconded by Trustee ladel, moved for approval of modifications to labor agreement with the Village of Mount Prospect and the International Union of Operating Engineers, Local 150. Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, ladel Nays: None Motion carried. Village Manager Janonis provided the following community information: · Tonight's meeting is the last Village Board meeting in 2009; the December 22, COW meeting is cancelled. · Village Hall Hours: December 24 Close at noon December 31 Close at 3:00 p.m. December 25 Closed January 1 Closed OTHER BUSINESS None. CLOSED SESSION Mayor Wilks stated there was no need for the Closed Session, Personnel 51LCS 120/2 (c) (2) as listed on the agenda. ADJOURNMENT There being no other business for discussion, Mayor Wilks called for a motion to adjourn. Trustee Hoefert, seconded by Trustee Korn, moved to adjourn the meeting. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Polit, ladel None Motion carried. The December 15,2009 Village Board meeting adjourned at 9:34 p.m. M. Lisa Angell Village Clerk Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 12 of 12 December 15, 2009