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Home My WebLink About09/14/1999 COW minutes MINUTES , COMMITTEE OF THE WHOLE ' ' SEPTEMBER 14, 1999 I CALL TO ORDER ' ~ The meebng was called to order at 7 37 p m by V~llage Manager M~chael Janon~s Motion made by Trustee Nocch~ and Seconded by Trustee Lohrstorfer to appoint Trustee Corcoran as Mayor Pro Tern Motion was approved unammously Present at the meeting were Trustees Timothy Corcoran, Paul Hoefert, R~chard Lohrstorfer, Darnel Nocchl. M~chaele Skowron and Irvana Wdks Absent from the meeting was Mayor Gerald Farley Staff members present included Vdlage Manager M~chael Janoms, Assistant Vdlage Manager Dawd Strahl, F~nance D~rector Doug ; Ellsworth, Deputy F~nance D~rector Carol W~dmer, Pubhc Works D~rector Glen Andler, Deputy Pubhc Works D~rector Sean Dorsey, Water/Sewer Superintendent Rory O'Donovan, Community ~ Development D~rector Wdl~am Cooney and Vdlage Planner M~sty Das II APPROVAL OF MINUTES ' ' Approval of Minutes of August 24, 1999 Mobon made to approve the ,Minutes by Trustee WiIks and Seconded by Trustee Hoefert Minutes were approved ~ III CITIZENS TO BE HEARD None IV pROPOSAL TO OUTSOURCE WATER BILL PREPARATION AND MAILING Deputy Finance D~rector Carol W~dmer prowded a general overwew of the topic She stated the F~nance Department ~s in the process of converting to a new bdl~ng system The conversion ~ ~s necessary due to the implementabon of the SCI F~nanc~al Software Programs The Current water billing system is not Y2K compliant and, therefore, it must be resolved by the end of the ' year Currently the water bdls are generated using a postcard, however, due to the space I~mlts and the significant expensive modgflcat~ons necessary to convert to postcards under the SCI system, staff undertook researching the poss~bd~ty of a third party generabng and mad~ng the water bills The current amount of bme necessary to process water bdls is approx~mataly seven hours and would increase to 18 hours by getbng away from the postcard system but using the modified SCl software Third Mdlenmum responded to the RFPs that were sent out earlier last month The projected cost of approximately $40,680 ~s more expensive than generabng the b~lls ~n-house but avoids the expensive SCl mod~flcabons an, d allows the abd~ty of staff to redirect work hours toward other F~nance Department issues General comments from the V~llage Board members ~ncluded the following items There was d~scuss~on regarding the separate cost of postage~as a po-rt~on of the processing cost There was also d~scuss~on regarding how dehnquent b~lls are processed There was a concern raised regarding follow-up nobces or late nobces and how the outside vendor would process such nobces There was also some d~scuss~on regarding the use of d~rect deb~t cards to process bdls Deputy F~nance D~rector Carol W~dmer responded to a number of the quesbons She stated the postage cost would be separate from the pr[nbng and processing cost of the vendor The Vdlage currently pays for the postage separately anyway so the cost should be neghg[b[e ~n terms of any ~ncreased postage She stated that late nohces would be included ~n the p~ece charge of 23 4¢ per bdl and these late nobces would be printed and ma~[ed at the same bme as the typical b~lhng run The Vdlage would use a lock-box process and stdl maintain b~-monthly b~lhng but there may be a need to consider monthly bdhng ~n the future Atl adm~n~strabon of the bdl process w~ll remain w~th the Vdlage , ~ General consensus of the Wllage Board was to support outsourcmg for water bdl processing and prlnbng services WATER SYSTEM CONSUMER CONFIDENCE REPORT Vdlage Manager Janoms stated th~s ~s the first t~me th~s item has been discussed and ~s presented here for ~nformahonal purposes ~ ~ Water/Sewer Superintendent Rory,O'Donovan rewewed a draft brochure prowd~ng general ~nformahon regarding the Wllage water system, which is required to be ma~led by m~d-October to all Wltage water customers He stated the Federal mandate requires ~nformahon such as where the water comes from, what ~s ~n the water and ~f something is ~n the water, what levels of materials are considered harmful He stated the ~nformabon included m the report also represents periodic tesbng at the customer tap as required by Federal law General comments from the Vdlage Board members ~ncluded the following items There was d~scuss~on regarding the tesbng for well water that the V~llage uses for system back up There was also d~scuss~on regarding the samphng points at the customer's tap and how those are chosen Pubhc Works D~rector Andler stated that the sampling points must be approved by EPA and must remain consistent w~th the location and the type of ~nternal plumbing Deputy Pubhc Works D~rector Dorsey stated the EPA originally required 60 samples but due to ,good sampling results, the Wllage ~s only required to sample 30 locations every three years ~ Th,s informabon was presented for informahonal purposes only and reqmred no V, llage Board action at this time FY~200(~ COMMUNITY DEVELOPMENT BLOCK GRANT AND CONSOLIDATED PLAN ~ DISCUSSION Commumty Development D~rector Cooney stated that th~s ~s the second F~ve-Year Plan which w~ll be used as a policy guide for the Vdlage once the Plan Commission rewews the document on September 15 The Consolidated Plan ~ncludes goals and objechves based on commumty needs Among the pnor~bes outhned ~n the Plan are · Affordable housing · Economlcdevelopment ~ ~ ~ , ~ · Neighborhood rev~tal~zabon ,, Youth support and growth ~ · ~ ~Contlnuum of care , ~ ~ steps and acbwbes the V~llage may to each item and The Plan outhnes which undertake address also serves as a general guide for cons~derabon of funding requests from Community Development Block Grant Funds Mr Cooney also stated that th~s review ~s now more cnbcal than ever due to a projected 15% reduction ~n funding from the Federal government for CDBG Plan Commission Chairman M~ke Zadel spoke He stated a sub-committee of the Plan Commission has been formed to monitor the effectiveness of various programs that receive financial support He stated the rewew wdl determine the most effecbve use of hm~ted funds for future years The Plan as submitted to the V~llage Board, w~ll be rewewed at an upcoming Plan Commission meebng and recommendabons w~ll be forwarded to the Wllage Board for consideration at that point The item was for general informabon purposes only and required no V~llage Board acbon at th,s brae VII VILLAGE MANAGER'S REPORT None VIII ANY OTHER BUSINES Trustee Hoefert requested information regarding the status of IDOT ~mprovements along Golf Road He understood there was some d~scuss~on regarding a painted median versus a mountable median Village Manager Janoms stated that Golf Road ~s considered an SPA and ~s currently not ~n the five-year IDOT funding cycle He stated that staff has offered ~nput based on community needs and wdl review the status and get back to the V~llage Board Trustee W~lks wanted to comphment the Human Services Department for the recent Health Fair She also was approached by a resident who had concerns about the meter replacement program and who is authorized to enter residents' homes for replacement IX ADJOURNMENT Since there was no further bus,ness, the Committee of the Whole meebng was adjourned at 858pm DAVID STRAHL Assistant Vdlage Manager DS/mc H ~GEN~Oow~Mmutes\91499 COW Minutes doc