Loading...
HomeMy WebLinkAbout08/10/1999 COW minutes MINUTES COMMI'i-I'EE OF THE WHOLE~ AUGUST 10, 1999 '..___ , '. I oRDER, ,, ,, ~,~ '~ ~ , - In the absence of Mayor Farley, Village Manager Janoms called the meeting to order at 7 39 p m Mobon made by Trustee Hoefert and Seconded by Trustee Lohrstorfer to appoint Trustee ~ , Corcoran Mayor Pro Tern for the meeting . Motion was approved unammously Present at the ~ ~ meebng were Trustees Timothy Corcoran, Paul Hoefert, R~chard Lohrstorfer, M~chaele Skowron and Irvana Wflks Absent from the meebng were Mayor Farley and Trustee Daniel Nocchl Staff members present included Village Manager M~chael Janoms, Asmstant Village Manager Dawd ~, . Strahl, Police Chief Ron Pavlock, F~re Chief Mike F~golah, F~nance Director Doug EIIsworth, ,,Deputy Finance D~rector Carol Widmer, Public Works D~rector Glen Andler, Deputy Pubhc Works Director Sean Dorsey, Human Services Director Nancy Morgan, Community Development D~rector William Cooney and Pubhc Information Officer Maura Jandns Il APPROVAL OF.M NUTES , ~ ~ ~ - ~ , h Approval of Minutes of June 22, 1999 Motion made to approve the Minutes by Trustee Hoefert , and Seconded by Trustee Skowron Minutes were approved III ~, CITIZENSTO BE HEARD ~ ~ , ~ None IV, ~OUTH COMMISSION ANNUAL REPORT Trustee Lohr-~torfer introduced the Comm~smon members present at the meebng and asked that Dana Levene, Chairman of the Youth Comm~smon, present the Annual Report Dana Levene, Chair of the Youth Comm,sslon, spoke ,She stated that a number of members have served a second year on the Comm~smon and one of the b~ggest challenges for the Comm~sslon was to retain members and recruit add~bonal members to replace those graduating ~ She stated that Commission members have announced vacancies In the local papers, through , the schools and through various V~llage functions One of the major achvlt~es of the Comm~smon th~s past year was the pubhcebon of a pamphlet summanz~ng youth services ,In the area Commission members were acbvely ~nvolved ~n a cable telews~on show called, Youth V~ews, where various youth related top~cs were d~scussed · Members of the Commission also volunteered for the Family Fun N~tes sponsored through the Village She stated that the Commission is important to allow a voice for the commumty's youth and she personally learned a lot of leadership skills dunng her term as Chair General comments from the Village Board members included the following items Numerous Trustees congratulated the work that has been undertaken by members of the Youth Commission and congratulated Ms Levene on her leadership over thee past two years 1999 MID-YEAR BUDGET REVIEW - 2000 PRE-BUDGET WORKSHOP 1999 Mid.Year Budget Rev ew V~llage Manager Janoms stated that th~s meeting marks the start of the 2000 Budget process Trad~bonally, the start of the Budget process begins w~th a rewew of the half-way point of the' current year's Budget as a way of adws~ng the Board how thtngs are going and to prowde Vdlage staff w~th any ~nput prior to the ~nclusion of the fiscal year Th~s year, meetings were held w~th ~Tthe F~nance Commission and w~th Depa~ment representabves prewewlng Depa~mental ~ssues ~n preparabon for Budget work.~,The F~nance Commission has prowded recommendabons, which are presented th~s evemng He stated that there are three pohcy ~ssues open for d~scuss~on regarding the upcoming 2000 Budget F~nance D~rector Doug EIIswo~h prowded a general ove~ew of the 1999 Budget and a rewew .of the status of numerous funds w~th~n the Budget for 1999 ' H~ stated the Genera[ Fund planned 'deficit exists bemuse of ex.ss Fund balan~ transfer , However, the deficit' ~s only an ac~unbng functmn at th~s point ' Expenditures are coming in at or below projecbons and revenue projecbons are expected to be shghtly above estimates Bales Tax ~s runmng 2% below the prewous year Utd~ty Taxes and more spec~fi~lly, Natural Gas Taxes, are down from projecbons due to the todd weather The Infrastructure Matntenance Fee revenue ~s coming m well below project,OhS ,Various Depadmental Budgets are ve~ close to the budgeted amounts wnth the ex~pt~on of Pubhc Works The Pubhc Works' Budget [s over due to the large wrater storm and the Vdlage has recently received reimbursement for a majort~ of the expenses, therefore, ~ey should be back in balance soon There ~s a projected excess fund balance of 19 9% which ~ncludes a fully-funded Vehicle Replacement Fund and the transfer of a po~ton of the General Fund balan~ for Capital projects He would suggest the Board ~ns~der raising the Fund balance level now for 2000 now that numerous General Fund ~ssues have been addressed which have been ongoing ~ssues ~n prewous Budgets He would recommend slowly increasing the General Fund balan~ to a 25% level He would also recommend ~ansfernng a pod~on of ~e balan~to~eCap~talProjectsa~unt *, ~ ~ * '" ~ ~ ~'~' John Korn, Chairman of the F~nance Commission, spoke He stated the Commission has not , had the oppodum~ to d~scuss the proposal but would I~ke to prowde some ~nput regarding ex.ss ~nd balan~ management ~ V~llage Manager Janonls stated that there remains a need for a standard revenue source for Capital Projec~ funding ~The cuffent standard ~ansfer of ~00,000 out of the Genera[ Fund has c been usedprevlous ~ ,, ~ ~ ~ LL~ ~, .... : ~ , n. General c~mments from the Vdlage Board members In?uded the following Items _ Board members expressed a concern about the lack of permanent funding source f~r Capital ProJects and thought that ~e oppo~un~ to raise the fund balance w~thout a tax increase would be possible Trustee Hoefe~ suggested using excess ~nd balance for the General Store relo~bon and ~ rehablhtatlon expenses ..~ Finance D~rector EIIswodh stated that a pod~on of the relocatm~and demolition ~s~ are TIF ehg~ble and have been esbmated at around $40,000 He stated the balance could come out of Fund batan~ If so desired by the Vdlage Board Ann Smdanlc, member of the F~nance Commission, spoke She stated that she has concerns regarding the General Store relocabon and rehabd~tabon and the fact that because of donated services and supphes that the Vdlage would be unable to offer the budding for sale at a future date 2000 Budoet Forecast Review ~ 'F~nance Director Doug EIIsworth stated the forecast is done w~th tan opportumty to reduce surprises ~n the next Budget year and adwse the Vdlage Board as to where staff foresees major expenditures He stated Revenues are expected to be very close to esbmates and Expend~turos should be less than projections There ~s an anbc~pated deficit of $159,000 based on the 2000 Forecast Budget A recent Pension increase for the F~refighters wdl increase F~re Pension costs to the Vdlage by 2% The reduction in lease payments and the transfer to the Capital Fund have been built ~n to the Forecast The Budget, as it is forecast at th~s point, Includes four new pos~t~ons and assumes a 4% Property Tax increase w~th a major port~on of the ~ncrease going for the additional Pension costs F~nance Commission Chairman John Korn prowded a general overview of the Fmanca Commission recommendations The recommendations are as follows --, ' ' , · The Commission was supportive of continuing the summer camp mentonng program on the south s~de of the commumty even ~f the Hospital Grant does not pay for the enbre cost · The Commission supports the upgrade of a part-time Customer Service Clerk to full-brae In the Finance Department Upgrade Is reflected in the 2000 Forecast Budget · The Commission supported the expend~tura~of funds for office pad~t~ons and.furmture for the F~nanca Department These items are currently m the ClP for 2000-2004 ' ' · · The Commission had no recommendabons or comments on the Pohce Department Forecast Budget ........ · The Commission deferred taking a pos~bon on the Pubhc Works Department request for a new mamtenanca worker or electrician unbl further informabon Is recawed dunng the Budget meetings There Is a new electnc~an pos~t~on reflected In the 2000 Forecast Budget · The Comm~sslon had no recommendatmns on the Community Development Department's Forecast Budget · The Commission concurred with ~e request from ~the F~re Department for an EMS Coordinator assuming it is the same pos~bon that was included ~n the year 2000 Forecast Budget as Admimstrat~ve Officer. · The Commission would be opposed to increase in water and sewer rates 15-20% to fund Capital spending In the Water and Sewer Fund The Commission recommended the Village do what it can w~th a moderate increase of 4-5% and address more of the improvements when some of the Flood Control Home Rule Sales Tax momes become available · The general recommendation w~th regard to Property Taxes are to keep them as Iow as possible The Commission d~d not feel comfortable recommending a set percentage such as 4% because Taxes m~ght have to be increased to fund the enhanced F~re Pension benefits He stated the~ Finance Commission members are quite sabsfied with the opportumty to review the Forecast and prowde recommendations pnor to going Into extensive Budget d~scuss~ons w~th the V~llage Board He also stated there is a desperate need to d~scuss the status of the V~llage Hall in the near future along w~th a new north s~de F~re Station He stated the Commission prowded no recommendation as to the status of t,he Administrative Analyst proposed, ~n the Budget for the Vdlage Manager's office Village Manager Janonls stated that the Adm~mstrat~ve Analyst pos~bon wdl most hkely be withdrawn and be asked to be transferred to assist in the permanent process as a Project Engineer for the Public Works Department General comments from the Vdlage Board members ~nc. luded the following ,~tems There was a d~scuss~on regarding the esbmated infrastructure ~nvestment w~th~n the commumty and ~t was suggested the F~nance Commission members consider making a recommendabon for a funding commitment adequate to maintain the ~nfrastructure'~nvestment There were also numerous comments regarding the need to address the status,of the Vdlage Hall ~lt was suggested that the Vdlage staff come up w~th a four to five year plan for future staffing levels so that staff requests are projected into the future There was also a d~scuss~on regarding the ~companson of1999 actual budget figures w~th the 2000 projecbons ~ ,~ ~,, , ,,..Finance Dmrector £11sworth stated the Water and Sewer ~ncrease was primarily suggested to ~address the combined sewer areas of4he ~commumty and the 1~-20% ~ncrease was only ~suggested t~ fund all of ~he projects and was outhned ~n the CIP Staff fully expected to make periodic ~nvestments into the area through whatever increases the Wllage Beard felt comfo~able w~th Vdlage Manager Janonis stated ~e poh~ ~ssues before the Board are as follows · The request for a transfer to the Capital Fund of $400,000 ~ r ~ , ~ , ~" General consensus of the Vdlage Board was to transfer $400,000 from the General Fund to the Cap~l~ Fund~ ~ ,~ , ~ , ~,., c .... ?t ~ ~ · To increase the Fund ba ance over brae to a maximum of 25% of Fund balance General-consensus'of the Vdlage Board was to suppo~ the incr6ase-of the Fund · , equesttot ns r 18 ,000 from the Vehde Rep acement Fund to the Cap~tal Fund ,r ,- ~ Genera consensus of the V~llage Board was to approve the transfer of $180,000 from r~ ~the Vehicle Replacement Fund to the ~aplta~ Fun~ · Request to consder a 4% General Prope~ Tax Lew ~rease~ as ~ benchmar~ for budgebng pu~oses -,~General consensus of the Vdlage Board was to suppo~ ~% G~ne~al ope~y Tax Lew Increase In ~rder for staff to complete the Budget. ' ~ · .,' Funding Water and Sewer Projects In 2001 and n ~ s~derat~on of oth evenue , General consensus of the Wllage Board was to request that staff bnng back a, plan ~'~ c the future regard ng funding scenar os as revenue sources become avadable through ~ the repayment of Flood Control Debt , ~llage Manager Janonis stated ~at even though the projected deficit at th~s point is around ' $150,000, it Is h~s Intenbon to present a balanced Budget to the WUage Board when the Budget is prepared 4 VI PROPOSAL FOR A COMMUNITY PRODUCER IN THE CABLE TELEVISION DIVISION Assistant V~llage Manager Strahl provided a general overwew of the concept that has beenI under development for a number of years through d~scuss~'ons w~th the various taxing bodies The concept is to convert the ex~sbng part-time Cable Television Producbon Assistant to a full- t~me pos~t~on through contributions of other governmental enbt~es that want to supplement programming on the V~llage cable channel The contributions suggested would cover the add~bonal cost of the futl-t~me pos~t~on and the benefit costs of the pos~bon for a period of two years beg~nmng October '1, 1999 The parred between October and December of 1999 would be prorated Cable Telewslon Coordinator Ross Rowe sp(~ke He stated the Commumty Producer would be assigned to design and develop programming and to add on the current programming base of the V~llage to have a broader d~vers~ty of programming on Channel 17 The contnbubon has been set at $8,000 per enbty for two years w~th a prorated amount through the end of 1999 ,i General comments of Village Board members included the following ~tems There was a quesbon concerning how the programming of the other enbbes which may not have common boundaries w~th the V~llage would reach taxpayers of other commun~bes which happen to be ~n the taxing body For example, there are Des Plashes residents who are taxpayers for the Mt Prospect Park District and they would have no opportumty to receive the programming put on the V~llage cable channel There was also a quesbon regarding whether the recommended contnbubon cost covers the enbre expense of conversion to a full-t~me pos~bon It was suggested that the V~llage staff again approach other taxing bodies besides the Park D~str~ct and the L~brary to detarm~ne whether they would have any interest ~n contnbubng costs to such a commumty producer pos~t~on A question was raised whether the V~llage would be obhgated to conbnue the pos~bon if any governmental enbty w~thdrew funding support Village Manager Janonls addressed a number of the V~llage Board concerns He stated that if the Village Board Is supportive of the concept, staff could d~scuss additional funding from the - governmental ent~t~es to ensure full reimbursement was made for the add~bonal expense of the full time pos~bon and covenng the benefit costs He also stated that the additional programming could fulfill the necessary cntena under all Franchise Agreements whereby the V~llage m~ght have the opportunity for an addlbonal PEG channel based on the number of programmed hours He , also stated that he would recommend the pos~bon be conbnued through the end of the fiscal year of the Village if, In fact, a governmental enbty w~thdrew ~ts financial support dunng the m~ddle of the Village's fiscal year General consensus of the Village Board was to support the concept provided the cost of the position Is such that It does not burden the Village beyond Its current fmanclal commitment for the part-time posltion. VII VILLAGE MANAGER'S REPORT Village Manager Janonis rem~nded the V~llage Board and wew~ng audience that the next Coffee w~th Council Is scheduled for August 14 at Village Hall from 9 00 a m unbl 11 00 a m VIII ANY OTHER BUSINESS Trustee Wdks wanted to congratulate the people who worked on the Anbque Car Show and thanked all the people that attended the event She also wanted to thank the staff on a very informabve Y2K Seminar, which was held on July 28 and Is currently rebroadcast on the Village's cable channel I~ , ~. Since th~ was no further business, the Committee of the Whole meeting was adjourned at Assistant Village Manager H ~GEN~Oow~MInutes~81099 COW Minutes do~