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HomeMy WebLinkAbout11/23/1999 COW minutes ~ *' ~ MINUTES ~ "' COMMITTEE OF THE WHOLE , · ~, NOVEMBER 23. 1999 CALL TO ORDER Mayor Farley called the meebng to order at 6 30 p m Present at the meebng were Trustees T~mothy Corcoran, Paul Hoefert, R~chard Lohrstorfer and M~chaele Skowron Absent from the meeting was Trustee Irvana Wllks Trustee Daniel Nocchl arrived at 6 42 p m Staff members present included Village Manager Michael Janoms, Assistant Wllage Manager David Strahl, Finance D~rector Douglas Ellsworth, Deputy Finance D~rector Carol W~dmer, Public Works D~rector Glen Andler, Deputy Pubhc Works D~rector Senn Dorsey, Police Chief Ronald Pavlock, Deputy Pohce Chief Ronald R~chardson, Fire Chief M~chael F~golah, Deputy F~re Chief John Malcolm, Commumty Development D~rector Wdham Cooney, Pubhc Information Officer Maura Jandns, Human Services D~rector Nancy Morgan, Forestry Supenntendent Sandy Clark, Vehicle Maintenance Superwsor Jim Guenther, Streets/Bu~Id~ng Supervisor Paul Bures, Sohd Waste Coordinator Lisa Angell and Village Engineer Jeff Wulbecker II. APPROVAL OF MINUTES Approval of M~nutes from November 9, 1999 Motion made by Trustee Hoefert and Seconded by Trustee Lohrstorfer to approve the minutes Minutes were approved ~ III CITIZENS TO BE HEARD None IV. 2000 BUDGET DISCUSSION r, , ' Pubhc Works Department, Pubhc Works D~rector Glen Andler provided a general overview of the Pubhc Works Department Budget including 1999 accomphshments and Departmental respons~b[ht~es He , h~ghhghted the ~nstallabon of the jogging tra~ls at Melas Park, the Maple/Berkshire Flood Control Project and the Central Road improvements among other items He stated that h~s budget includes a I 6% ~ncrease over 1999 for fiscal year 2000. Some of the items included in the ~ 2000 Budget are a pump rep_a~r program and.a water maLn replacement increase due to the proposed construcbon on Route 83 He stated refuse d~scuss~ons are underway w~th the current refuse hauler Depending on the d~scuss~ons, the staff there may be a need to come back to the Wllage Board early next year for d~scuss~ons regarding an alternabve waste hauler He also h~ghhghted the fact the Budget includes a $200,000 Budget reducbon due to a reconfigurabon of the capacity of the Opus ponds He stated Phase 2 for the Weller Creek Improvements ~s expected to commence in 2000 The proposed expenditure for street hght , improvements are, again, pnmanly due to the construcbon along Route 83 There have been some Grants received for street hght expenses but the Grants do not cover the entire expenditure The Vdlage has also been the beneficiary of Grants for Weller Creek improvements and additional s~dewalks ~ Dunng 1999, the Pubhc Works Department resurfaced 14 6 m~les of street and reconstructed ~. ' 8 4 miles to date as part of the accelerated street program As part of the Budget for 2000, he ~s requesbng that funds be 'transferred from the Vehicle Replacement account for a underubhzed trencher and these funds be added to the sale proceeds from the sale of the trencher to purchase an add~bonal pool vehicle He stated that a comprehensive review of the Plan rewew process was drafted dunng the 1999 Budget W~th that report came a recommendation that two add~bonal staff members be added, one ~n Commumty Development and one ~n Public Works to assist ~n processing plans In 1999, one of the pos~t~ons was filled w~th the addition of a staff member called a Plans Examiner ~n the Bu~ld~ng D~ws~on ' For the fiscal year 2000 Budget, Pubhc Works ~s requesting the add~bon of the staff member for the Englneer~ng D~ws~on to assist ~n the plan review process as justified dunng 1999 He ~s also requesting the add~bon of an electrician/maintenance employee due to the ~ncreased demands placed on the employees ~n Pubhc Works and the additional dubes that regularly fall to the Public Works Department He stated that servme demands and responses are based on avadable staff and many projects are deferred ~nclud~ng preventive maintenance which causes additional taxing of available resources General comments from the Vdlage Board members ~ncluded the following ~tems Generally, performance measures showed the Village ~s more efficient and very Iow ~n staff, ng ~n comparison w~th other commumbes However, this pos~t~on may not d~rectly transfer to better -,operabons due to numerous deferments There were quesbons regarding the use of the proposed replacement and the'prewous uses .Comments were also made regarding the responsiveness to justlflca?on requests for repl.acement of vehicles ~ ' Wllage Manager Janonis h~ghhghted the fact that the study of the Opus retention ponds allowed the Village to free up funds for other purposes by ubhz~ng ex,sting space within the ponds, however, there wdl be a need to dredge the ponds next year to make the storage of water more efficient ' ' , ~ -' Non-Departmental Exaend~tures ,,,-,% Finance D~rector Doug EIIsworth provided a general overview of the Commumty and C~v~c Services Budget which showed an increase of 5% He also rewewed the Capital Improvements Budget He h~ghhghted the Debt Servme Fund and stated that as of January 1, 2000 the outstanding debt that the Village ~s carrying w~ll be approximately $31 m~lhon 'The Vdlage has enjoyed the ut~hzat~on of a variety of debt repayment resources He stated the speed and variety of sources ubhzed for ret~nng debt ~s acknowledged by bond rabng agencies He stated the fiscal year 2000 Budget w~ll ~nclude $2 1 mdl~on in General Obligation Bonds for .flood control related projects He h~ghhghted the pension expenses and stated there have been substanbal ~ncreases due to recent rebrements The R~sk Management Fund shows an f, lncrease primarily based on the increase ~n Workers' Comp expenses He stated the L~brary ~Levy has been presented and a budget Increase of 2% ~s proposed whde the Levy amount ~s '- decreased .15% The L~brary Levy ~s included as part of the Village Property Tax Levy and is required by law ? - General comments from Vdlage Board members ~nciuded the following ~tems A comment was made regarding the ongoing study of whether the L~brary could conceivably be a separate taxing d~stnct w~thout being a part of the Vdlage Levy ' '. Wllage Manager Janoms stated that that analys~s ~s stdl under rewew. He also stated there are numerous outstanding open ~tems for which he is requesbng Vdlage Board d~recbon Pohce overtime for Route 83 construction has been recommended to be part of the General Fund through utd~z~ng ex~sbng Fund balance or reserves Consensus of the Village Board was to support ubhzaflon of General Fund balance to , cover the $100,000 projected for the expense of this project. 2 Soemal Events Commission ,The Special Events Commission previously w~thdrew the $10,000 funding request and they recently requested $5,000 for Sounds of the Season Th~s has no ~mpact on fiscal year 1999 due to the money coming from ~tems that were budgeted for but not expended ~n the 1999 Whde there is a need to account for all costs of each Commission as the Board had prewously recommended, there ~s a need also for the F~nance Department to account for revenue and expenditures related to Special Events Commission act~wbes He ~s recommending a new hne item be estabhshed in the amount of $30,000 for Special Events Commission ~n the Commumty and C~wc Seduces of the Budget The $30,000 amount would be offset by projected revenue related to Sounds of the Season act~v~bes Consensus of the Village Boar~ was to add the line ~tem with the $30,000 estabhshed expecbng offsetting revenue ~ Youth Commms~on budqet It was recommended that $2,000 be set up for Youth Commission acbwt~es and be ~ncluded in the Commumty and C~wc Services section of the Budget Consensus of the Wllage Board was to support th~s recorn'mendatlon ~ Sister C~hes Committee ~s requeshng a Budget of $6,000 be estabhshed m 2000 and be included In the Commumty and C~wc Serwces section of the Budget Consensus of the Vdlage Board was to support th~s recommendabon S~nole-Famdv Exterior Proeerty Maintenance Program - Th~s ~tem has been sent for d~scuss~on at the Committee of the Whole meebng on December 14, however, ~t is expected that th~s program would cost $58,633 the first year of operabon General comments from the Vdlage Board members included the following ~tems There was general concern that extensive d~scuss~on regarding th~s pohcy change and phdosoph~cal approach would need to be completed before inclusion ~n the Budget There was also concern that th~s may not be a problem and the Vdlage Board does not need to try to fix something that ~s not broken There were also comments regard~ng,~nclus~on in the 2000 Budget but depending on how the study comes out, the V~llage Board would sbll have the opbon to e~ther ~nclude it ~n 2000 or 2001, whatever the desire but the amount being reserved ~n the Budget does not necessarily require expenditure j , _ Document Imao~no System Maintenance Cost The Wllage Board approved the ~ncrease ~n the Computer Maintenance account w~thin the MIS D~ws~on by $4,500 on November 16 Th~s add~bOnal aCnount wo,uld be added to the ex[sbng maintenance cost that had been budgeted for ~ ~- -~ "~ the system to cover the annual maintenance as outhned In the RFP General consensus of the Wllage Board was to support this change In the Computer Maintenance Account ~ ~ Security Cameras at the Train Staborl Th~s ~tem arose during d~scuss~on at th~ November 9 Committee of the Whole meeting The esbmated cost ~s approximately $25,000 and could be funded e~ther through the Capital Improvement Fund or the Parking Revenue Fund , General consensus of the Vdlage Board was to d~scuss th~s during the December 14 Committee of the Whole meebng to determine whether th~s ~s a proJect that should be funded for 2000 r, '~ 3 Oeus Pond Maintenance ' The Public Works Depadment has withdrawn ~ts request for funds for Opus Pond maintenance for fiscal year 2000 and 2001, therefore, there ~s $200,000 now appeanng ~n the 2000 Capital Improvement Fund which w~ll not hkely be expended General consensus of the Wllage Board was to support th~s recommendabon. Carry-over 1999 Pro~ects ~ '" Staff has ~denbfied several projects that were budgeted for ~n 1999 that wdl need to be camed over ~nto the 2000 Budget The total cost of these carryovers amounts to $820,498 Funds for ~these ~tems will need to come from Fund balance s~nce momes were properly budgeted for ~n 1999 and went unspent ,~ ' ~ ~' General consenstJs of the Vdlage Board was to approve the carryovers as documented by staff ~ f " ~ ~ ~ - ' Route 83 StreetscaDe Enhancement There was d~scuss~on at the November 9 Committee of the Whole meeting about including some funds for enhancing the streetscape ~mprovements along the reconstruction proJect Staff feels that there are adequate funds ex~shng ~n the proposed Budget to cover such expenses w~thout additional momes , _'~ General consensus of the Wllage Board was to support th~s recommendabon Fund Balance Pohcy At the October 26 Committee of the Whole meehng, the Mayor recommended the V~llage's fund balance pohcy be amended again to return to the General Fund reserve level to 16 5% A Resolubon was passed on September 7, 1999 that ~ncreased the General fund reserve goal from 16 5% to 25% The Rnance Commission originally supported the ~ncrease ~n revenues but recently dec~ded on a spht vote to recommend returmng ~'~ to 16 5% ' ,' ''' " * .... '", " ' ~' ' * Vdlage-Manager Janoms again rem~nded the V~llage Board that the Fund balance pohcy ~ncrease~ from 16 5% to 25% would occur over time and would be ubhzed primarily for the fluctuations in revenue without drastic increases or changes to the revenue needs for operation purposes ,'Based on projections for the Fund balance going into the next fiscal year, d ~s anbc~pated that the fund balance would be approximately 167% of 2001 projected expenditures ' Therefore, whether the reserve pohcy were 16 5% or 25%, the proposed budget for 2001 would really not change ,~' , , General consensus of the Village Board was to revisit the d~scuss~on regarding fund balance dunng calendar year 2000 for fmat determ~nat:on regarding -tho f,Jrrd balance pohcy for the V~llag~ ~ , , ~ -* , ' ' John Korn, Chairman of the Finance ¢omm~ssmn, provided recommendations from the F~nance Commission He stated the Commission supports the addition of a project engineer to assist ~n the plants of permit processing The Commission also supports the add~bon of the electrical/maintenance personnel He stated the Commission supports the retenbon of the balance of 16 5% fund balance ~He stated the Commission would like addtbonal reformation regarding the SinCe-Family Exterior Home Inspecbon Program to allow for and d~scuss th~s ~nformabon once ~t becomes ava,lable The Commission would also hke addlbonal information regarding the Route 83 Enhanced Streetscape Program and what ~mpact these expenses may have on the overall Budget ' ~ ~ t ' ' , ~ General comments from Village Board members included the following Items ~ A comment was made that this Budget was relatively easy compared to prewous budgets and the past tough decisions that were made by the Village Board There were also comments regarding the benefits that th~s Board ~s prowd~ng to future generabons due to conservative fiscal management 4 ANY OTHER BUSINESS Wllage Manager Janoms wanted to thank the Vdlage Board for their support of staff dunng the Budget process and appreciated the strong working relabonsh~p between the staff and the Vdlage Board He stated the Finance Commission continues to prowde valuable input during the Budget process Trustee Hoefert stated that the Vdlage has been prepanng for Y2K as ewdenced by numerous updates provided by the Vdlage Manager and would request a summary of those acbwbes in the near future He also stated that he has some concerns regarding the appearance of the landscaping at the third Clocktower budding Community Development Director Wdl~am Cooney stated that V~llage staff is aware of a number of ~ssues regarding the landscaping at the third Clocktower budding and has prepared a letter requesbng some mod~ficabons to the landscaping and to d~scuss possible solubons F~nance D~rector Doug EIIsworth rernmded the V~llage Board and wew~ng audience that a Pubhc Hearing regarding the Property Tax Levy ~s scheduled for December 7 and the final approval of the Budget ~s expected on December 21. VI VILLAGE MANAGER'S REPORT None VII ADJOURNMENT S~nce there was no further bus,ness, the Committee of the Whore meehng was adjourned at 900pm Respectfully submitted, / DAVID STRAHL Assistant Village Manager DS/rcc , H \GEN\CovAMmutes\112399 COW Minutes doc 5