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HomeMy WebLinkAboutCOW Agenda Packet 01/27/2010 SPECIAL MEET/NG VILLAGE OF MOUNT PROSPECT BOARD OF TRUSTEES STRATEGIC GOAL SETTING WORKSHOP 2010 Note: Special Date and Time Change Meeting Location: Public Works 1700 W. Central Rd. Meeting Date and Time: Wednesday, January 27,2010 6:30 p.m. I. CALL TO ORDER - ROLL CALL Mayor Irvana K. Wilks Trustee Paul Hoefert Trustee John Matuszak Trustee Arlene Juracek Trustee Steven Polit Trustee John Korn Trustee Michael Zadel II. STRATEGIC PLANNING PROCESS / 201 0 STRATEGIC GOAL SETTING For the past several years the Village Board and Staff have engaged in a Strategic Goal Setting exercise. This produced a roadmap of priority issues for staff to focus on in the coming year. While useful in defining the short term priorities of the Village Board, it did not provide the "bigger picture" roadmap for where the Village should be going in the long term. Last year the Board expressed an interest in engaging in some true strategic planning. Unfortunately, the Villages' deteriorating financial condition required our full attention in 2009 and we were unable to get things off the ground. Hopefully in 2010 we can begin the process in earnest. Strategic planning is a long term (actually permanent) process that develops over time. In that regard this workshop is somewhat of a kick-off to that permanent process. In order to be successful we will need to be deliberate and thoughtful in our effort. We will not create a strategic plan in one night. As such, we should again look to define a set of strategic goals for 2010. Some may well be incorporated into the strategic plan as it evolves. In this regard the workshop has a dual purpose. Appropriate staff will be on hand to answer questions and facilitate discussion. A. Review 2009 Strategic Goals (attachments) . Actions Taken/Status . Reconfirm/Abandon Current Goals . Determine/Modify if any carry forward to 2010 B. 2009 COW Topics Status Report C. Set 2010 Strategic Goals/Objectives Worksheets (Attachrrents) . Define Goals . Set Objectives D. Going Forward (Attachments) . Strategic Planning v. Goal Setting . 2010 Projected COW Topic Schedule III. FUTURE COMMITTEE OF THE WHOLE DISCUSSION ITEMS Over the past several years, the Village Manager's Office has attempted to better manage the flow of information, which comes to the Village Board through the Committee of the Whole Agendas. As you know, Committee of the Whole meetings are designed specifically to allow for more extensive discussion of pending policy, finances, Code changes and various items of community interest. The Committee of the Whole also serves as a forum for discussion of items, which are unexpected, controversial, or of an emergency nature. The evening's discussion will consist of reviewing suggested topics, discussing briefly the rationale and need for discussion and the potential timing for bringing such items forward. Board members, as well as staff, were asked to provide any suggested topics that they would like to have considered. These items are included in the accompanying package. In the past, the Village Board has engaged in a polling process, which identifies any subjects, which do have the support of the Board for research and review. Appropriate staff will be available to anslJl.er questions and facilitate discussion. IV. MANAGER'S REPORT . Status V. ANY OTHER BUSINESS VI. ADJOURNMENT NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO A TTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODA TlONTO PARTlCIPA TE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE A T 50 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/3916000, EXTENSION 5327, TOD #847/39~6064. Mount Prospect INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois TO: MAYOR I RVANA WILKS BOARD OF TRUSTEES FROM: MICHAEL E. JANONIS DATE: JANUARY 20, 2010 2010 COMMITTEE OF THE WHOLE TOPI CS RE: Attached is a total of thirty separate submittals for Committee of the Whole topics for 201 O. While there are a number of duplicate topic submittals, the vast majority are different. While I believe a couple of topics can be eliminated with some brief discussion on Wednesday evening, the rest will need to be given consideration for inclusion on the final list. Given the number of Committee of the Whole meetings already spoken for with regard to strategic goal setting, financial condition workshops, CIP, mid-budget workshop and budget hearings, not to mention the meetings lost due to the summer schedule, we are probably looking at having at least three topics per Committee of the Whole meeting. There are also bound to be unexpected topics (including hits to our financial condition) that will add to the final list. My suggestion is that we give precedence to high priority, high return on staff time topics in coming to the final list. If the Board is serious about getting into long range strategic planning we can devote some of the open dates to working on creation of the framework we will follow into the future. MAYOR Irvana K. Wilks VILLAGE MANAGER Michael E. Janonis TRUSTEES Paul Wm. Hoefert Arlene A. Juracek A. John Kom John 1. Matuszak Steven S. Polit Michael A. Zadel Village of Mount Prospect Community Development Department 50 South Emerson Street Mount Prospect, Illinois 60056 VILLAGE CLERK M. Lisa Angell Phone: 847/818-5328 Fax: 847/818-5329 TDD: 847/392-6064 AGENDA MOUNT PROSPECT PLANNING & ZONING COMMISSION MEETING LOCATION: Mount Prospect Village Hall 50 S. Emerson Street Mount Prospect, IL 60056 MEETING DATE & TIME: Thursday January 28, 2010 7:30 p.m. I. CALL TO ORDER II. ROLL CALL III. APPROV AL OF MINUTES OF DECEMBER 10,2009 P&Z MEETING A. PZ-OI-09 / 309-313 W. Prospect Avenue / Paul Swanson Assoc. lnc / Plat of Vacation & Resubdivision. B. PZ-28-09 / 333 E. Euclid Avenue/ Nate Wagner of Camburas & Theodore, Ltd. For Jewel-Osco / Variations (Wall Signs). IV. OLD BUSINESS A. PZ-26-09/ 1060 S. Elmhurst Road / Alexian Brothers Health System / Variation (Wall Sign). This case is Planning and Zoning Commission Final. V. QUESTIONS AND COMMENTS VI. ADJOURNMENT Any individual who would like to attend this meeting, but because of a disability needs some accommodation to participate, should contact the Community Development Department at 50 S. Emerson, Mount Prospect, IL 60056, 847-392-6000, Ext. 5328, TDD #847-392-6064. Planning & Zoning Commission Meeting January 28, 2010 Page 1 of 1 MINUTES OF THE REGULAR MEETING OF THE PLANNING & ZONING COMMISSION CASE NO. PZ-OI-09 Hearing Date: December 10, 2009 PROPERTY ADDRESS: 309-313 W. Prospect Avenue PETITIONER: Paul Swanson PUBLICATION DATE: Not required; sign posted on-site November 25,2009 PIN NUMBERS: 08-11-205-010-0000/08-11-205-011-0000 / 08-11-205-012-0000 REQUESTS: 1. Plat of Vacation 2. Plat of Resubdivision MEMBERS PRESENT: Richard Rogers, Chair William Beattie Leo Floros Theo Foggy Keith Youngquist MEMBERS ABSENT: Joseph Donnelly Ronald Roberts ST AFF MEMBERS PRESENT: Consuelo Andrade, Development Review Planner Brian Simmons, AICP, Deputy Director of Community Development INTERESTED PARTY: Paul Swanson Chairman Richard Rogers called the meeting to order at 7:36 p.m. Mr. Beattie made a motion to approve the minutes of the October 22, 2009 meeting; Mr. Floros seconded the motion. The minutes were approved 4-0; with Mr. Youngquist abstaining. Mr. Floros made a motion to continue case number PZ-26-09 to the January 28, 2010 Planning and Zoning Commission Meeting. Mr. Youngquist seconded the motion. The motion was approved 5-0. Chairman Rogers introduced Case PZ-OI-09, 309-313 W. Prospect Avenue, a request for a Plat of Vacation and a Plat of Resubdivision, at 7:37 p.m. Ms. Andrade, Development Review Planner, said the Petitioner for case PZ-O 1-09 was requesting approval of a Plat of Vacation and Plat of Resubdivision for the property known as 309-313 W. Prospect Avenue. Ms. Andrade stated in 2008 the subject property received zoning approval to construct a three unit townhome development. As part of the zoning approval, the Petitioner was required to square off the public right-of-way at the comer of the intersection and to resubdivide the property. Ms. Andrade said the Plat of Vacation would vacate 533 square feet of the Village owned right-of-way located at the northwest comer of the intersection of Busse and Elmhurst A venue. The vacated area would be dedicated to the adjacent property that belongs to the Petitioner. Ms. Andrade stated the Plat of Resubdivision would create four lots of record to allow for the construction of the proposed townhomes. Lot number 4 would be a common area, in which the owners of lots #1 to 3 would have access to and be held responsible to maintain. The construction of structures on Lot #4 would not be permitted. The plat would also dedicate a drainage easement at the southeast comer of the site. Richard Rogers, Chair Planning & Zoning Commission Meeting December 10, 2009 PZ-O 1-09 Page 1 of2 Ms. Andrade said Staff reviewed the plats and found that the plats were prepared in accordance with all Village Codes and requirements noted in Section 15.304 of the Village Code. Based on this, Staff recommended that the Planning and Zoning Commission approve case number PZ-OI-09. The Village Board's decision is final for this case. Chairman Rogers confirmed that the townhomes on the site were previously approved by the Planning and Zoning Commission. Ms. Andrade stated that this was correct. In 2008, the subject property received zoning approval for a Conditional Use and Variation to construct a three unit townhome development. Ms. Andrade said the Petitioner was requesting an extension of the zoning approvals and is scheduled to appear before the Village Board. Chairman Rogers swore in the Petitioner, Paul Swanson, 40 I E. Prospect Ave., Mount Prospect, Illinois. Mr. Swanson stated he was coming back before the Planning and Zoning Commission because of the general market conditions. Since the market is improving, he hoped to start the project in the spring time. Mr. Youngquist made a motion to approve: 1. A Plat of Vacation, titled Plat of Vacation of Part of Public Right of Way Known as West Busse Avenue and South Elmhurst A venue; and 2. A Plat of Resubdivision, titled Final Plat of Gunnar & Mariella's Resubdivision, benefiting the property at 309-313 W. Prospect Avenue, Case No. PZ-OI-09." Mr. Foggy seconded the motion. UPON ROLL CALL: AYES: Beattie, Floros, Foggy, Youngquist, Rogers NAYS: None Motion was approved 5-0. The Village Board's decision is final for this case. After hearing one additional case, Mr. Floros made a motion, seconded by Mr. Foggy, to adjourn at 8:40 p.m. The motion was approved by a voice vote and the meeting was adjourned. Ryan Kast, Community Development Administrative Assistant Richard Rogers, Chair Planning & Zoning Commission Meeting December 10,2009 PZ-O 1-09 Page 2 of2 MINUTES OF THE REGULAR MEETING OF THE PLANNING & ZONING COMMISSION CASE NO. PZ-28-09 Hearing Date: December 10,2009 PROPERTY ADDRESS: 333 E. Euclid Avenue PETITIONER: Nate Wagner ofCamburas & Theodore, Ltd PUBLICATION DATE: November 25, 2009 PIN NUMBER: 03-27 -401-271-0000 REQUEST: Sign Variation . Number of Wall Signs (west elevation) MEMBERS PRESENT: Richard Rogers, Chair William Beattie Leo Floros Theo Foggy Keith Youngquist MEMBERS ABSENT: Joseph Donnelly Ronald Roberts STAFF MEMBERS PRESENT: Consuelo Andrade, Development Review Planner Brian Simmons, AICP, Deputy Director of Community Development INTERESTED PARTIES: Peter Theodore and Nate Wagner Chairman Richard Rogers called the meeting to order at 7:36 p.m. Mr. Beattie made a motion to approve the minutes of the October 22, 2009 meeting; Mr. Floros seconded the motion. The minutes were approved 4-0; with Mr. Youngquist abstaining. Mr. Floros made a motion to continue case number PZ-26-09 to the January 28,2010 Planning and Zoning Commission Meeting. Mr. Youngquist seconded the motion. The motion was approved 5-0. After hearing one previous case, Chairman Rogers introduced Case PZ-28-09, 333 W. Euclid Avenue, requests for Sign Variations, at 7:42 p.m. Ms. Andrade said the petitioner for PZ-28-09 was requesting three variations to increase the number of wall signs for the Jewel-Osco store located at 333 E. Euclid A venue. Ms. Andrade stated the sign proposal for the Jewel Osco consisted of replacing two of the three existing wall signs on the west building elevation and installing three new additional wall signs on the west elevation. The existing wall signs that are located on the south and east building would remain as is. Ms. Andrade said Jewel-Osco presently has five wall signs on the building. The east and south building elevations each have one wall sign that reads Jewel-Osco. The west building elevation has three wall signs. The Sign Code only permits one wall sign per street frontage per establishment. However, since the Jewel Osco was granted Variations in 1996 for additional wall signs, the store presently has five wall signs. The Petitioner is proposing to install three additional wall signs on the west building elevation, and therefore is requesting three Variations to allow for the proposed signage. Ms. Andrade showed a slide that illustrated the three existing wall signs on the west building elevation. The bottom image illustrated the elevation with the addition of the three proposed wall signs. A graphic image Richard Rogers, Chair PZ-28-09 Planning & Zoning Commission Meeting December 10,2009 Page 1 of 5 measuring 8 feet by 12 feet would be located to each side of the existing Jewel Osco sign. The graphic would be of fruit and would have a window frame element overlaid on top of the graphic. Per the Sign Code definition of a sign, the graphic is considered a sign because it will be used to attract attention to the business by means of images. The third wall sign proposed is a 20 square foot pharmacy drive through sign to be located on the southernmost part of the fayade. Ms. Andrade showed a slide of an existing Jewel Osco as an example of a store with graphic images installed on the front elevation. The Jewel Osco is located in Buffalo Grove and has two graphic images on the front elevation. The slide of the Jewel Osco store in Buffalo Grove was provided as a visual reference for what the signs would look like. The design and size will slightly differ to what is being proposed in the Village of Mount Prospect. Ms. Andrade stated required findings for Sign Variations are contained in Section 7.725 of the Village of Mount Prospect Sign Code. The section contains specific findings that must be made in order to approve a Variation, including a hardship that is created by unique circumstances and not serve as convenience to the Petitioner; the Variation will not be materially detrimental to the public welfare or injurious to other property or improvements in the neighborhood; and the Variation will not impair visibility to the adjacent property, increase the danger of traffic problems or endanger the public safety. Ms. Andrade said the Petitioner noted in the application that Jewel-Osco wanted to update the current exterior wall signage to bring signage up to the latest corporate brand identity standards. The two graphic signs are described as window boxes that will bring additional architectural elements to the fayade and encapsulate a corporate image in an artistic and tastefully manner. The pharmacy drive-thru sign is being added to maintain competiveness in the market by identifying the new amenity and to direct traffic. Ms. Andrade stated the Variation requests to increase the number of wall signs failed to meet the standards for a Variation because there is no hardship as defined by the Sign Code. The Variation requests are based on convenience and the existing signage on the building reasonably identifies the business by presently providing more wall signage than is permitted by Code. . Ms. Andrade said the Petitioner has the option to revise the proposal for the pharmacy drive-through sign and comply with Code. By reducing the size and relocating the sign to underneath the pharmacy wall sign, the sign would identify the new amenity and direct traffic to the location of the drive through without a need for a Variation. Staff recommended that the Planning and Zoning Commission deny the Sign Variation for case number PZ-28- 09. The Planning and Zoning Commission's decision is final for this case. Chairman Rogers confirmed that the Planning and Zoning Commission has already granted four sign Variations for the subject property in 1996. Chairman Rogers swore in Peter Theodore and Nate Wagner of Camburas & Theodore Architects, 2454 E. Dempster, Des Plaines, Illinois. Mr. Theodore explained his working relationship with Jewel-Osco since 1994. He stated that the signage over the entry ways was actually being reduced in size. The Jewel-Osco sign in the middle of the west elevation would remain the same size. Mr. Theodore said the only additional sign that is being requested is a directional sign for the pharmacy that is similar to Dominick's, Walgreens, and Walmart. Mr. Theodore discussed the graphics that were being identified as signage. An actual curtain wall system with a permanent graphic will be created. He stated that the graphics have been approved in other local communities like Evanston, Arlington Heights and Buffalo Grove. The graphics being proposed are not changeable; they will be permanent and part of Jewel-Osco's corporate identity. Richard Rogers, Chair Planning & Zoning Commission Meeting December 10, 2009 PZ-28-09 Page 2 of 5 Mr. Beattie discussed graphics and how they were included and defined by the sign code. Chairman Rogers stated that the Village's sign code was revamped over a ten year period to clean up signs and make them uniform. He said that they originally just wanted signs to identify the store itself. Chairman Rogers believed the additional Variations for wall signs were too much for the building. Mr. Youngquist asked Staff if the Petitioner installed two awnings with graphics, would that be permitted under the sign code. Mr. Simmons stated that if the graphics on the awning were bringing attention to the business, then it could be considered a sign. There are limitations on the size of signs on awnings within the sign code. Mr. Youngquist discussed signage inside a Walgreens store. Mr. Simmons said signs that are inside a store, set- back one foot behind the glass would be considered an interior sign. It would not count as an exterior wall sign. Mr. Beattie asked if Jewel Osco had an actual window with the image at least one foot behind the window, it would be permitted. Mr. Simmons stated that this was correct and Staff did advise the Petitioner that this situation would be permitted. If the sign was attached to the window, then the sign code would only allow 20 percent of the area for the sign. Mr. Theodore believed that whether or not the sign was one foot behind a window or on the surface, it would serve the same purpose. He showed an example of a local competitor that had window signs all along the bottom of their windows. Mr. Theodore said he did not want to do this with Jewel-Osco. Mr. Theodore stated that he has met with focus groups and people to analyze the proposed graphics. They are trying to let the public know that change is coming and they want to attract new customers to the store. He has discussed the Sign Variations with Randhurst management and has only received positive comments. Mr. Theodore showed and discussed the renovations that would be completed inside the Jewel Osco store. He stated that most everything inside the store would be taken out and be replaced. Chairman Rogers said the Jewel-Osco store is an asset to the community, but the Village would like to maintain a certain look to the community. He was worried that this case would set a precedent for other businesses in the future. Mr. Theodore stated that the Planning and Zoning Commission should look at this case on an individual basis. Chairman Rogers stated that Jewel-Osco was already given substantial leeway for additional signage. Mr. Theodore said that if he grouped the "Wine and Spirits" sign with the "Pharmacy" sign, and did not add the graphics sign; he would not need permission from the Planning and Zoning Commission for the drive-through Pharmacy sign. He separated the two services signs for symmetrical reasons to create balance. There was additional discussion regarding the total number of Variations for wall signs and the Sign Code. Mr. Foggy asked if two graphics were not approved, Jewel-Osco would not go ahead with the interior renovation of the store. It was determined that the renovation still could happen if the graphics were excluded. Mr. Foggy confirmed with the Petitioner that the graphics would be the same size on both sides and would not rotate with seasons. Mr. Foggy suggested that the Petitioner case and frame the graphics like a window to be included with the fayade. He believed the drive-through sign would be helpful. Mr. Floros stated that the Petitioner would be providing less clutter by reducing the number of lines over the doors. The signs would be reduced from three to one line. He believed the Petitioner has enhanced the look of the building. Mr. Floros said the proposed plan would be an improvement. Mr. Youngquist asked what kind of feedback the Petitioner received from the focus groups. Mr. Theodore said that customers, communities, people picked at random, and Plan Commissions were interviewed. He asked the focus groups if there was an enhancement to the building; also whether or not the building was attractive or not. Mr. Theodore stated there has been an increase in sales after a renovation has been completed. Richard Rogers, Chair Planning & Zoning Commission Meeting December 10,2009 PZ-28-09 Page 3 of 5 There was discussion regarding companies changing identities and re-branding. Mr. Youngquist asked the Petitioner if there was anything else happening along the store front besides the proposed signage Variations. Mr. Theodore said there were no intentions to add graphics to the windows along the front of the store. There was general discussion regarding the graphics. Mr. Theodore stated that the graphics would not be illuminated. He said that if the Planning Commission felt that the 8 feet by 12 feet size of the graphics was too big, he would be willing to reduce the size to 8 feet by 8 feet. Chairman Rogers asked if the graphic sign is cut into the brick or is it surface mounted. Mr. Theodore said it is a surface mounted window system. He stated that the graphics signal a change is coming to Jewel-Osco customers. There was discussion on reducing the size of the graphics. Chairman Rogers believed that adding three additional elements to the fayade would be too much. He said there are no other buildings in Mount Prospect that have a total of six wall signs. Mr. Theodore said he would be willing to mount the Wine and Sprits sign together with the Pharmacy sign and take them off the entries completely and move them elsewhere. There was discussion regarding the size of the graphics on the black and white elevations compared to the colored renderings of the elevations. Mr. Theodore said the black and white elevation would be the accurate representation of the size of the graphics. Mr. Foggy asked if the graphic mounted system would be permanent. He wanted to know if the same graphic would be displayed year round. Mr. Theodore stated that he would need to talk to the Jewel-Osco corporate office, but he wanted to display something that would reflect the brand's identity. Mr. Youngquist made a motion to approve the following Variation for Wall Signs: I. A 64 square foot wall sign to the north ofthe main identification sign on the front elevation of the Jewel-Osco store. 2. A 64 square foot wall sign to the south of the main identification sign on the front elevation of the Jewel-Osco store. 3. A 20 square foot wall sign on the southernmost part of the front elevation of the Jewel-Osco store located at 333 E. Euclid Avenue. Mr. Floros seconded the motion. UPON ROLL CALL: AYES: Beattie, Floros, Foggy, Youngquist NAYS: Rogers Motion was approved 4-1. The Planning and Zoning Commission's decision was final for this case. Mr. Floros made a motion, seconded by Mr. Foggy, to adjourn at 8:40 p.m. The motion was approved by a voice vote and the meeting was adjourned. Richard Rogers, Chair Planning & Zoning Commission Meeting December 10,2009 PZ-28-09 Page 4 of 5 Ryan Kast, Community Development Administrative Assistant Richard Rogers, Chair Planning & Zoning Commission Meeting December 10, 2009 PZ-28-09 Page 5 of 5 VILLAGE OF MOUNT PROSPECT FINANCE COMMISSION AGENDA Thursday, January 28, 2010 7:00 p.m. Village Hall Building 50 South Emerson Street 3rd Floor Executive Conference Room I Call to Order II Approval of Minutes - Meeting of November 5,2009 III Discussion Regarding Proposed 2010 Work Plan IV Other Business V Chairman's Report VI Finance Director's Report VII Next Meeting: Thursday, February 25, 2010,7:00 p.m. VIII Adjournment NOTE: Any individual who would like to attend this meeting but because of a disability needs some accommodation to participate should contact the Finance Director's Office at 50 South Emerson Street, Mount Prospect, (847) 392-6000, ext. 5277, TDD (847) 392-6064. FINANCE COMMISSION MINUTES OF THE MEETING NOVEMBER 5, 2009 VILLAGE HALL Call to Order The meeting was called to order at 7: 15 p.m. Those present included Chairman Vince Grochocinski and Commissioners Pam Bazan, Wayne Gardner, John Kellerhals and Tom Pekras. Commissioners Ann Smilanic and Don Ocwieja were absent. II. Approval of Minutes Minutes of October 22, 2009 - Commissioner Tom Pekras suggested that the word "Commission" in the Approval of Minutes section should be "Commissioner." Also, Commissioners John Kellerhals and Wayne Gardner discussed the meaning of the last paragraph under Public Works and agreed that the word "booster" should be changed to "sewer lift." Commissioner Tom Pekras motioned to approve the minutes as amended and Commissioner Wayne Gardner seconded the motion and the motion carried. Minutes of the meeting of October 29, 2009 - Commissioner Pam Bazan motioned to approve the minutes as written and Commissioner John Kellerhals seconded the motion and the motion carried. III. 20 I 0 Budget Discussion The Finance Commission wishes to express its appreciation for the hard work and dedication of the Finance Department staff and the management team of the Village for its work in preparing the 2010 budget during these trying economic times as they adjusted and reduced spending to match projected revenues. It is noted that the 20 I 0 total budget of $86 million is only 2.4% higher than the 2008 budget which was a year more comparable than 2009 in which major construction was involved. In addition, the lament from taxpayers that government is always looking for increased tax revenue and not cutting cost first has certainly been put to rest with the actions of the Village as demonstrated during 2009 and into 2010. In particular the Commission complements Village Manager, Michael Janonis, on his forthright communication with Village staff regarding the budget difficulties and the setting of the proper tone in discussing the need to moderate projected salary increases. This includes no increases for Village management staff. The Commission also supports the request to employees to participate in a roll back in planned wage increases. The Commission would like to avoid employee layoffs, but should additional cost cutting be unavoidable, it is urged that reduced hours or furlough days be used as a means to reduce costs so as to maintain the Village's trained and experienced staff. The Commission also found the introduction to the 20 10 budget to be informative and sobering. There were several specific items in the management of the Village where the Commission desired to go on record as concurring with the decisions of the Village. Minutes of the Finance Commission Page I of3 November 5, 2009 1. The Village has maintained their long-term view of the capital needs and business development climate in the community. Thus, the Resource Center, New Fire Station, EOC, and Public Works building expansion, levee 37 along River Road and the redevelopment of Randhurst Mall have been moving forward in a timely manner aided to some extent by the down turn in the economy to produce reduced construction costs. 2. The in process debt refunding plan is a compliment to the excellent fiscal management of the Village which makes these financial moves possible. 3. The avoidance of the "red light cameras" as a revenue genera.tor has avoided public resentment while focusing the new police traffic unit on speed limit enforcement and specific public concerns in the neighborhoods. In the opinion of the Commission, this is the correct approach. Regarding some specific items in the project 20 I 0 budget the Commission has the following comments: 1. The levee 37 project has not been completed pending the establishment of the upstream water retention facility. The commission urges the Village to continue to pressure the responsible parties to finish this project before storms present an embarrassing situation and causing the Village to spend an estimated $100,000 constructing a Jersey wall in sight of the uncompleted wall structure. 2. The projected withdrawal from NIPSTA in Glenview would save the Village $18,000 per year, but rejoining the group in the future and paying some level of new member enrollment costs was discussed. This could be viewed as not in keeping with the Village's long-term planning perspective and make the current savings illusionary. If the Fire Department believes that membership is valuable enough to be under consideration for rejoining the group, then the funding should continue. 3. The proposed spending of significant dollars from the Capital Improvement Fund to provide for Fire Department video conferencing was harshly criticized in the Commissioners' discussions. This project has been in prior years' budgets repeatedly subject to obtaining a grant to pay the cost. No grant was obtained and the project was not felt worthy of funding from Village revenues. Now, during a time of difficult financial times, the Commission feels that this project cannot be justified. It was noted that over the time that this wish list project was under consideration, video conferencing has become widely available through services such as "Go to Meetings" for very nominal fees. 4. The annual funding for the Police and Fire pensions reached critical stage as the value of the investments in these funds decreased dramatically. State of Illinois legislators failed to provide relief to the many municipalities in the State by way of spreading out the make up contributions required. The resulting increase to the pension portion of the tax levy of 45% Police and 28% Fire to fund the catch up while at the same time the assets in the funds were rebounding in a rising securities market was viewed by the Commission as reprehensible on the part of State Government. These increases will drive the overall increase in the real estate tax levy to 9.8%. Without suggesting that existing laws be violated possibly subjecting the Village legal costs in defending reduced funding to the pension funds or risking our bond rating, the Commission urges that avenues be explored to avoid this spike in funding such as: a) Requesting the consulting actuary to revise the calculations to take into consideration the rebounding value of the investments. Minutes of tile Finance Commission Page 2 of3 November 5, 2009 b) Deduct the increased value in the investments from the consulting actuary's recommendations which used the lower numbers. c) Restrict the contribution to the 10% in the proposed State legislation. d) Fund the pension plans at the same level as prior years. e) Fix the amount of assessment increase at 5%, then fund the general fund as required in the budget and provide the excess to the pension funds. Commissioner Tom Pekras asked the Chairman to request the Finance Director, David Erb, to comment on the apparent increase in the budget for revenue from the Real Estate transfer tax (page 49 in the budget document.) Finance Director Erb response via email was timely and very satisfactory. With the permission of the commissioners, the response will be appended to these minutes. IV. Chairman's Report There was nothing to report. V. Finance Director's Report There was nothing to report. VI. Other Business There was nothing to report. VII. Next Meeting November 26, 2009 Commissioner John Kellerhals motioned to cancel the next meeting. Commissioner Tom Pekras seconded the motion and it carried. Commissioner Tom Pekras motioned to give the Chairman authority to cancel the scheduled December meeting of the Commission. Commissioner Wayne Gardner seconded the motion and it carried. Commissioner John Kellerhals motioned to adjourn the meeting. Commissioner Tom Pekras seconded the motion and the meeting was adjourned at 9:45 p.m. Respectfully Submitted, Vince Grochocinski Chairman, Finance Commission Minutes of tile Finance Commission Page 3 of3 November 5, 2009 AGENDA MOUNT PROSPECT FIREFIGHTERS PENSION FUND BOARD REGULAR MEETING MEETING LOCATION Fire Department Conference Room 2nd floor 112 E. Northwest Hwy. Mount Prospect, IL 60056 MEETING DATE & TIME Tuesday January 26,2010 8:30 a.m. I. CALL TO ORDER - ROLL CALL CHIEF FIGOLAH DAVID ERB SAM BAAS JEFF RICKER JOE KNOLL II. APPROVE AGENDA III. APPROVE MINUTES Regular Meeting, August 4,2009 Regular Meeting, October 27, 2009 IV. TREASURER'S REPORT A. Approve Treasurer's report B. Quarterly financial report V. COMMITTEE REPORTS A. Medical Committee: Dave Erb B. Legal Committee: Jeff Ricker VI. OLD BUSINESS VII. NEW BUSINESS A. Pension Board Elections Results (Retired Member) B. Training Requirements for Pension Trustees C. IL Department of Insurance web based annual statement filing system D. Request to Transfer Pension contributions for Jeff Wiley to Chicago E. Results of the Audit by the IL Department of Insurance F. Discuss changes to the Rules & Regulations G. Election of President & Secretary H. Next Pension Board meeting April 27, 2010 July 27,2010 October 26, 2010 January 25, 2011 N. ADJOURNMENT The staff contact for this meeting is Chief Figolah (847) 870-5660 ANY INDIVIDUAL WHO WOULD LIKE TO A TTEND THIS MEETING, BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMODA TION TO PARTlCIPA TE, PLEASE CONTACT THE CONTACT PERSON IDENTIFIED ABOVE OR AT TDD (847) 392-6064 Village of Mount Prospect Police Pension Board AGENDA Tuesday January 26, 2010 2:00 PM Village Hall Building 3rd Floor Conference Room 50 S Emerson Street 1. CALL TO ORDER 2. APPRO V AL OF MINUTES 3. BECKER BURKE PRESENTATION 4. TREASURERS REPORT 5. OLD BUSINESS A. REALLOCATION OF FUNDS B. SIGNING OF MEISROW AGREEMENT 6. NEW BUSINESS A. DOW JONES BENCHMARK ANAL YSIS PRESENTATION B. REVIEW OF ACTUARIAL V ALUA nONS 7. ADJOURNMENT