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HomeMy WebLinkAbout10/13/1998 COW minutes MINUTES SPECIAL VILLAGE BOARD MEETING OCTOBER 13, 1998 I. CALL TO ORDER The Special Village Board meeting was called to order at 6:09 p.m. Present at the meeting were: Mayor Gerald Farley; Trustees George Clowes, Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Daniel Nocchi and Irvana Wilks. Motion made by Trustee Corcoran and Seconded by Trustee Hoefert to move into Closed Session to discuss Property Acquisition. Motion was approved. II. ADJOURNMENT Meeting convened in Closed Session. Closed Session meeting adjourned at 7:25 p.m. Respectfully submitted, DAVID STRAHL Assistant Village Manager DS/rcc MINUTES COMMITTEE OF THE WHOLE OCTOBER 13, 1998 i. CALL TO ORDER Mayor Farley called the meeting to order at 7:39 p.m. Present at the meeting were: Trustees George Clowes, Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Daniel Nocchi and Irvana Wilks. Staff members present included Village Manager Michael E. Janonis, Assistant Village Manager David Strahl, Public Works Director Glen Andler, Deputy Public Works Director Sean Dorsey, Village Engineer Jeff Wulbecker, Project Engineer Joel Michalik, GIS Analyst Leanne Brehob and MIS Coordinator Joan Middleton. II. APPROVAL OF MINUTES Approval of Minutes from September 8, 1998. Motion made by Trustee Hoefert and Seconded by Trustee Nocchi to approve the Minutes. Minutes were approved unanimously. iii. CITIZENS TO BE HEARD None. iV. PRESENTATION BY MOUNT PROSPECT CHAMBER OF COMMERCE AND WAL-MART Michael Moran, President of the Mount Prospect Chamber spoke. He stated that he was present with the Manager from the Mount Prospect Wal-Mart to honor the owner of Little America Restaurant James Revel with the Community Leader of the Year Award and the Sam Walton Business Award. Rob Winkle, the Store Manager for the Mount Prospect Wal-Mart, spoke. He stated the Sam Walton Business Award is based on service to customers and positive business attitude. He has a $500 donation to the Mount Prospect Chamber in Jim Revel's name on behalf of Wal-Mart. Mayor Farley extended his congratulations on behalf of the entire Village Board for the Award to Mr. Revel. V. GIS STATUS REPORT Deputy Public Works Director Sean Dorsey provided an overview of the progress to date on the GIS system development. He stated the GIS typically is the link between the database and Sidwell maps. He stated a conversion of a vacant position allowed the Public Works Department to hire a GIS Analyst without adding any persons to the authorized staffing levels. GIS Analyst Leanne Brehob spoke. She provided a general overview of the job process to date including information regarding the steps necessary to create a geographic base map. She stated that she has been involved in planimetric conversion of map information into a single map with numerous layers of information to create a single digitized map. She also stated that much of the work involves digitized Property Tax information and standardizing Village addresses, She stated that one major drawback has been the need to convert inconsistent layers of information into a single comprehensive layer. Deputy Public Works Director Sean Dorsey provided a general overview of the examples of how the data could be used in relation with the maps. Village Manager Janonis stated that this presentation should give the Village Board an appreciation of the development time necessary to make GIS usable for Village staff and ultimately the general public. General comments from the Village Board members included the following items: There was a question regarding direct benefit to citizens and how the GIS information would speed the review process. There was extensive discussion as to what information would be part of the public domain eligible for Freedom of Information requests. There was some concern over the amount of information, which would be available and possible uses by commercial entities. Deputy Public Works Director Dorsey responded by stating that the staff has a policy under development and will continue to refine it to address the issue of what information is available to the general public. This item was presented for information purposes only and required no action of the Village Board. 2 VI. VILLAGE INTERNET AND OUTSIDE E-MAIL Assistant Village Manager Strahl provided a general overview of the progress of various computer projects as outlined in the Village computer vision. He also stated that Village Internet and outside e-mail has been a critical element of the vision and this proposal, as outlined by the MIS Coordinator, will make this a reality. MIS Coordinator Joan Middleton provided an overview of the existing infrastructure and the proposal as recommended. She stated that Internet service requires security, Internet service provider and a T1 phone line. She stated the firewall would be set up to interpret all traffic to determine whether information will be allowed to pass through to the users. She also stated the firewall separates outside traffic from current LAN traffic. She stated that once the Web server is put on line, it would connect directly to the firewall. The firewall is a piece of software that sits on a stand-alone PC and uses user authentication and Encription technology. A virtual private network would be linked to the Village Hall and the Village LAN to route traffic as it is received. This Virtual Private Network (VPN) would allow remote fire stations to use the Village LAN on a temporary basis. She stated this proposal also includes monitoring software, which would monitor all Internet access through a central location. She recommends the purchase of an ISP on a short-term basis so that ISP status can be re-evaluated to determine if additional costs can be reduced. She stated that the start-up cost would be approximately $23,000 and monthly reoccurring costs would be part of the overall project. She stated Internet use is becoming more and more common as a way to obtain information and conduct research. Village Manager Janonis stated that he thought this project is part of the overall vision and a need to move in this technological direction is necessary to maximize the use of staff time. General comments from Village Board members included questions regarding Encription and security issues related to dialing in to the Village network. There was also a question regarding the Internet monitoring software and the Village Home Page location. Assistant Village Manager Strahl stated that the location of the Village Home page, while still at NorthStar Net, may eventually be moved due to limitations regarding e-commerce requirements. General consensus of the Village Board was to consider the purchases as outlined in the staff report for consideration at the October 20, 1998 Village Board meeting. 3 VII. STREET STATUS REPORT Village Engineer Jeff Wulbecker stated that the Village is in the second year of a Ten-Year Street Reconstruction Program. He stated that considerable progress has been made since last year and the number of streets necessary for reconstruction is decreasing as illustrated in the maps provided. He stated a decision was made to focus efforts during the first five years on reducing the number of streets, which need to be reconstructed and review street condition annually. He stated there would be a need to increase the number of streets for resurfacing through increased maintenance necessary in the last five years of the program. He stated staff is currently experimenting with a number of alternative pavement techniques and is currently ahead of schedule because of favorable bids in completing this project. General comments of the Village Board members included the following items: There were questions regarding whether the resurfaced streets deteriorate faster than projected and how well the experiments alter this projection. Village Engineer Wulbecker responded by stating that staff generally looks at a 20-year average life per street and experience has taught them what techniques are best along with how street trenching should be addressed to minimize deterioration. Viii. VILLAGE MANAGER'S REPORT None. IX. ANY OTHER BUSINESS Trustee Hoefert acknowledged that this evening's meeting coincides with his 19th wedding anniversary and wanted to publicly thank his wife for the one rose provided to him at the dais this evening and would like to thank his wife for all of her support during all the years he has spent involved in Village government. Trustee Clowes stated that he would recommend that the Village Board consider modifying its procedures to formally acknowledge Veto power of the Mayor as illustrated by the recent change in the floating Coffee with Council. He stated the action by the Village Board last week set forth a change in organization which the Village Board has not previously addressed whereby the Mayor has Veto power over Village Board decisions. He stated an informal vote by the Village Board a year ago showed a majority of the Board supported the Coffee with Council at a single location; now a number of Village Board members have changed their vote to coincide with the Mayor's apparent Veto power. He stated that if the Village Board is not going to formalize the Mayor's Veto power, then the Village Board violated its own policy regarding the decision process. 4 Trustee Nocchi stated that he is not supportive of a Mayoral Veto without override provisions and stated that both sides of this issue were both a little wrong and a little right, but this issue needed to get this resolved. At 9:23 p.m., a Motion was made by Trustee Wilks and Seconded by Trustee Nocchi to move into Closed Session to discuss property acquisition. Motion approved. The Committee of the Whole was reconvened into open session at 10:20 p.m. Trustee Corcoran stated that he is forwarding a memorandum to Village Board members to consider a revision in the Budget process to avoid extensive line-by- line analysis by individual Village Board members. Trustee Hoefert stated that the Village Board needs to focus on strategic decision process of the Village Budget process. X. ADJOURNMENT There being no further business to be discussed, the meeting was adjourned at 10:32 p.m. Respectfully submitted, DAVID STRAHL Assistant Village Manager DS/rcc H:\GEN\Cow\Minutes\101398 Special Board & COW Minutes.doc 5