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HomeMy WebLinkAboutII. COW Agenda Item Draft Minutes COMMITTEE OF THE WHOLE MINUTES July 13, 2010 CALL TO ORDER — ROLL CALL The meeting was called to order at 7:16 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor lrvana Wilks. Present at the meeting were Trustees Paul Hoefert, 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, Deputy Director Lynn Jarog, Police Chief John Dahlberg, Deputy Chief Michael Semkiu, Fire Chief Michael Figolah, Community Director William Cooney, Public Works Deputy Director Sean Dorsey and Human Services Director Nancy Morgan. II. APPROVAL OF MINUTES FOR MAY 11, 2010. Motion made by Trustee Korn seconded by Trustee Polit. Minutes were approved. APPROVAL OF MINUTES FOR JUNE 8, 2010. Motion made by Trustee Juracek seconded by Trustee Korn. Minutes were approved. III. CITIZENS TO BE HEARD None IV. 2011 — 2015 CAPITAL IMPROVEMENT PLAN Village Manager Michael Janonis provided an overview of the CIP process and its use as part of the budgeting process. Finance Director David Erb provided an overview of the CIP projects projected for 2011 -2015 with highlights of the items presented as part of the 2011 Budget year. He stated that once these items have been discussed with the Village Board this evening the final CIP plan will be presented for final approval at the Village Board on July 20, 2010. He also stated that just because an item appears in the Budget as a CIP project does not guarantee funding for that project. Completion and funding of CIP projects are solely dependant on need and available funds as determined by the Village Board. Community Development Director William Cooney spoke. He provided a summary of the only two projects Community Development is involved with through the CIP. One project is the continuation of the Facade Improvement program which is funded by TIF funds. The other program is the Corridor Improvement project that utilizes CDGB funds whenever possible. H: \VILM \Cow \2010 \MINUTES \COW Minutes 7- 13- 10.doc Fire Chief Michael Figolah spoke. He provided information regarding the projected furniture replacement of the administrative offices in the Fire department. He stated the furniture replacement is scheduled for a two year time frame, but keeps getting moved back due to funding considerations. He also stated that the warning sirens are slated for 2012 but again those are just a place holder and replacement will be considered based on need. Four thermal imaging cameras are scheduled for replacement in 2012 also. Those would be replacements of existing cameras and they have proven their value in the past. Technology continues to improve and this would allow better preparation to respond once on the scene of a call. He also highlighted an informational display that has been put in for 2011 which would include ten monitors. It is again a two year project and it would allow instant information to be displayed and available for viewing by employees in the stations. He also stated the video conferencing system continues to get pushed back due to funding considerations. Again it is still a placeholder for 2012 and would be only considered if grant funds would become available. Chief Figolah provided an update of the Phase I construction projects for Station 14, EOC and the Public Works expansion and provided extensive information regarding those projects to the Board. Police Chief John Dahlberg spoke. He provided a summary of the renovation request for the men's locker room and rest room in the Police facility. He stated the area is heavily used and has poor ventilation and drainage since pretty much day one. He also has recommended a replacement of the video surveillance system which includes 23 cameras in the facility. This would allow for digital storage and such a system would tie into the existing Village Hall cameras. He stated the current system is no longer under warranty and would use a digital format compared to the analog format that is currently used. He also stated that some of the cost savings would be the reuse of the existing wiring. Public Works Director Glen Andler provided an overview of the public works projects. He stated the projected CIP projects for public works in 2011 amounted to $6.1 million dollars. He said the Prospect Meadows flood control program would be starting in 2011 and is slated as a three year project. He stated the street light improvements in the Kensington Business Center is still underway, with the pedestrian path yet to be completed. He also stated the detention pond improvements are necessary in the Kensington Business Center. The funds allotted for these improvements include $119,000 for Pond 4, $175,000 for Pond 5B in 2012. He stated that four ponds have already been completed and they would continue to anticipate completing one a year until the project is completed. He highlighted the lift station replacements starting in 2011 and is anticipated to cost approximately $200,000. It would require ten stations for replacement throughout the system which are at least thirty years old. He stated this would be a ten year project. H: \VILM \Cow\201 \MINUTES \COW Minutes 7- 13- 10.doc 2 He highlighted the parking lot improvements at the Police /Fire parking deck and the need to replace the ramp to the underground parking is estimated at approximately $75,000. He also highlighted the projected replacement of the seven commuter parking pay stations. These replacements would come from the parking fund and an additional pay station would be added to increase the total to eight. This would improve the payment options for persons that utilize the commuter parking. The final item that he wanted to highlight was the replacement of the HVAC roof top units starting with the oldest units first in the Police and Fire building and proposing to replace two units per year. They are virtually at the end of their life cycle. V. RESULTS OF REQUEST FOR PROPOSAL FOR FIXED ASSET APPRAISAL SERVICES Finance Director David Erb stated that they did receive RFP responses amounting to under $20,000 for the project. He stated that staff is prepared to recommend a firm of the five that did respond, two were interviewed. He stated the objectives would be the financial reporting, insurance, accountability and control and maintain the record for the future in establishing the fixed assets along with the system to maintain their allotted value. He stated staff is recommending the company of American Appraisal System. He said their cost was estimated at $17,600 and would be completed within 90 days of contract approval. VI. VILLAGE MANAGER REPORT Village Manager Michael Janonis provided information regarding the Mid - Summer Block party in July 24. He also stated that the Village has been ranked in the top 100, number 56 to be exact, by Money magazine as the "Best Place to Live." VII. ANY OTHER BUSINESS Mayor Irvana Wilks wanted to acknowledge the ranking by Money Magazine. Trustee Hoefert inquired regarding the staff development of the modifications to the vacant development site restoration project that had been generally discussed recently. VIII. ADJOURNMENT Meeting adjourned at 8:53 p.m. ----- H: \VILM \Cow\2010 \MINUTES \COW Minutes 7- 13- 10.doc JOINT FINANCIAL PLANNING WORKSHOP MINUTES OF THE MEETING AUGUST 10, 2010 FIRE STATION #14 I. CALL TO ORDER The meeting was called to order at 6:36 p.m. by Mayor Irvana Wilks. Village Board members present at the meeting were: Mayor Irvana Wilks and Trustees Paul Hoefert, Arlene Juracek, John Korn, John Matuszak, Steven Polit and Michael Zadel. Finance Commission members present at the meeting were: Chairman Vince Grochocinski and Commissioners Pam Bazan, Wayne Gardner (arrived at 6:45), John Kellerhals, Tom Pekras and Ann Smilanic. Staff members present were: Assistant Village Manager Dave Strahl, Finance Director David Erb, Administrative Assistant Lisa Burkemper, Human Services Director Nancy Morgan, Human Services Deputy DirectorJan Abernathy, Chief of Police John Dahlberg, Deputy Chief of Administration Mike Semkiu, Operations Commander John Wagner, Commander Tim Janowick, Sergeant Tim Griffin, Fire Chief Mike Figolah, Deputy Fire Chief John Malcolm, Acting Fire Marshall Brian Loomis, Community Development Director Bill Cooney, Community Development Deputy Director Brian Simmons, Public Works Director Glen Andler and Public Works Deputy Director Sean Dorsey. Also present were reporters Richard Mayer of the Mount Prospect Journal and Sheila Ahern of the Daily Herald. Absent were Village Manager Michael Janonis, Finance Commission member Don Ocwieja and Deputy Finance Director Lynn Jarog. II. ROLL CALL Mayor Irvana Wilks took roll call of all Village Board and Finance Commission members. III. WORKSHOP TO DISCUSS 2010 MID -YEAR REVIEW AND UPDATE OF THE 2011 BUDGET FORECAST Mayor Wilks welcomed everyone and began the meeting with opening remarks regarding the 2010 Budget and the 2011 Forecast Budget. Assistant Village Manager Dave Strahl provided some general remarks regarding the 2010 Budget and the 2011 Forecast Budget. Mr. Strahl stated the Village anticipated there would be a deficit going into 2011. However, since there appears to be no long -term improvements in the economy changes are needed to deal with the 2011 deficit as well as future years. This budget crisis is like no other the Village has dealt with before. Finance Director David Erb outlined mid -year budget figures and reviewed the general fund revenues and expenditures. Significant reductions in revenue are projected in home rule sales tax, real estate transfer tax and investment income. One area expected to exceed budget is property taxes, which are expected to surpass the budget by $175,000. This is due to a higher than anticipated collection rate. Mr. Erb mentioned several other funds that show variances from the 2010 Budget. The Capital Improvement Fund will have less money available due to a decline in the home rule sales tax. The Street Improvement Construction Fund will be short because of a decline in home rule sales tax and the state motor fuel tax. This shortage will force an adjustment to the street program, allowing only baseline projects to be completed. Mr. Erb provided a brief overview of the 2011 Forecast Budget at mid -year. The original 2011 forecast included a $2.5 million deficit. That deficit has now grown to just over $3.1 million. The variance of about $567,000 is based on what is happening in 2010 and the adjustments to the revenue projections. Mr. Erb mentioned that no assumptions for Randhurst have been added to revenue projections for 2011. Joint Financial Planning Workshop Page 1 of 2 August 10, 2010 Mr. Erb presented three options related to the property tax levy for discussion purposes. The three scenarios included a 5 %, 6.14% and 8.34% increase in the property tax levy. A discussion followed that included various options on where the levy should fall. Trustee Juracek added she would like to see how it would affect the budget numbers if the Village chose to freeze the 2010 levy at the 2009 levy amount. Discussion followed on reducing expenses through the elimination or scaling back of services, and looking at potential revenue enhancements to address the budget deficit. Trustee Zadel added the Board would like to see what service cuts staff suggests, so the Trustees can present items to the residents for feedback. There was a consensus that the Board would like to show residents that the Village is looking at service cuts as well as staffing cuts to reduce the deficit instead of looking directly to property taxes or other revenue enhancements to reduce the deficit. The Board directed staff to make recommendations on service and /or staffing cuts and to come up with various scenarios to address the deficit and bring the items back to the Board for discussion. Mayor Wilks thanked department staff for their hard work and dedication, adding that the Village is facing difficult times with difficult decisions that need to be made. IV. ADJOURNMENT There was a motion to adjourn by Trustee Paul Hoefert and seconded by Trustee Michael Zadel. There was a motion to adjourn by Finance Commission member Tom Pekras and seconded by Commissioner Ann Smilanic. With all in favor, the meeting was adjourned at 8:30 p.m. lc-lint Financial Planning Workshop Page 2 of 2 August 10, 2010