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HomeMy WebLinkAbout2. COW Agenda Item Draft Minutes 09/28/2010COMMITTEE OF THE WHOLE MINUTES SEPTEMBER 28, 2010 I. CALL TO ORDER — ROLL CALL The meeting was called to order at 7:05 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Pro Tern Steven Polit. Present at the meeting were Trustees Paul Hoefert, Arlene Juracel; John Korn, John Matuszak, and Michael Zadel. Staff present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Public Works Director Glen Andler, Deputy Director Sean Dorsey, Water Superintendent Matt Overeem, Finance Director David Erb, Administrative Analyst Michael Dallas, Forestry Superintendent Sandy Clark and Forestry Assistant David Hull. II. REQUEST DEFERRAL OF MINUTES FOR SEPTEMBER 14, 2010 Motion made by Trustee Korn seconded by Trustee Juracek to defer minutes. III. CITIZENS TO BE HEARD None IV. ENTERPRISE RESOURCE PLANNIG (ERP) SYSTEM - IMPLEMENATION U PDATE Finance Director David Erb provided introduction into the topic to remind the Village Board what the ERP process is and has been going. Administrative Analyst Michael Dallas provided an overview of the pre - planning and the use of the Steering Committee including the risk assessments that have been developed. He stated the go -live dates for the financial system is October 2010 with the first Human Resources payroll system starting January 2011. He stated the staff is using the financial system for the 2011 budget and is utilizing three test environments for training purposes. Over the last eight months the vendor representatives have been working closely with staff, analyzing and revising village business practices and populating the software and configuring software as necessary. Finance Director David Erb provided an overview regarding the financial management systems and modules and use of the new systems for the 2011 budget process. He stated that the purchasing and accounts payable system will be fully automated without paper by the end of October. Administrative Analyst Mike Dallas provided an overview regarding the data conversion process whereby the existing data is modified to the proper shape and used to populate the new software moving forward. He stated that one of the major needs was to upgrade the Microsoft Office package and modify the payroll dates to match the data conversion. He also stated there would be the need to integrate existing Laserfiche documents into the ERP system for record keeping purposes. Finance Director David Erb stated that the major areas for improvement include the annual budget process which is now going paperless and the change chart of accounts with improved reporting capabilities and reduced Information technology involvement in the budget process. General comments from the Village Board members included the following items; • There was a question regarding the time clock use and how that would be undertaken and integrated. • It was also suggested that the staff look at process improvement options and related savings to any improvements in operations and an assign a dollar cost to such improvements. V. LAKE BRIARWOOD SANITARY SEWER SYSTEM EVALUATION Deputy Public Works Director Sean Dorsey introduced the topic and stated the Village staff has hired Engineering firm of Baxter & Woodman to evaluate and formulate recommendations to address the situation in the Lake Briarwood area. Eric Murauskis of Baxter & Woodman spoke. He stated there have been documented cases of sewer backups, sure charges and grease blockages in this area commonly referred to as Basin 37. He stated that there were issues observed even during dry weather conditions. He stated all the lines were Ned and smoke tested and flow monitored along with infiltration studies. He stated some pipes were less than the minimum slope and in some cases the slope actually back pitched which created serious flow problems with solids. He also stated that there were defects in the pipes that included cracked pipes, offset joints, root intrusion, pipe sags, surcharging and grease infiltration. He stated full monitoring was conducted at five different points in the system that had experienced significant surcharges including backups. He also stated the study found that 40 homes were found to have connected their sump pumps to the system in addition to footing the connections and outside drains. He stated 10 properties had foundation drains and 36 were found to have no smoke at their vent stack. He stated that grease that is observed in the system is primarily coming from upstream of the restaurant line that is connected to the system. His recommendation is to replace the system with properly engineered pipe and the projected cost is approximately $1,000.000. He also is suggesting to eliminate the improper connections and to address the grease disposal issue. Deputy Public Works Director Sean Dorsey stated there are funding options available in the budget. He stated that in anticipation of this study staff had put recommended money be allocated in the Capital Improvement program for repair of this pipe. He also stated there will be a need to schedule a neighborhood meeting to address the private defects that were found during the study in addition to education efforts of the residents. Jan Kent - 2802 Briarwood spoke. She stated that backups are not always related to weather events. Les Kent — 2802 Briarwood spoke. He stated that there is a concern regarding overhead sewer and the connection to sump pump. Sean Dorsey found the Village Staff had addressed this problem privately with Mr. Kent. VI. EMERALD ASH BORER (EAB) UPDATE Forestry Superintendent Sandy Clark stated that the EAB has been found in Mount Prospect by forestry staff on infecting approximately five trees in the Henry and Albert area of the community. She stated the EAB was found during a routine inspection and since the Village has so many ash trees there is the possibility of risk to one in every six trees throughout the Village. She stated the process available to address the EAB infiltration infestation is removal of infested trees and to consider low interest loan options for removal of private trees for residents without the financial capabilities to remove infected trees. She stated that staff would step up public education to identify as many infested trees as quickly as possible. She is looking for Village Board direction on utilizing approximately $30,000 of money from existing accounts to assist in removal of private trees on private property that may be infested. She stated the intention would be a revolving loan fund which would have to be repaid in one year. General consensus of the Village Board was to support the program as outlined by staff providing assistance to residents based on income needs and the program would be considered a revolving loan. They also stated the focus on removal and replace as funds become available would be considered. In addition residents who wish to assist in funding a replacement tree should be encouraged to do so. VII. VILLAGE MANAGER'S REPORT None VIII. ANY OTHER BUSINESS None IX. ADJOURNMENT Motion by Trustee Zadel seconded by Trustee Juracek to move uinto Clossed Session at 9:57 p.m. Meeting returned to Open Session at 11:00 p.m. and immediately adjourned at 11:01 p.m. DAVID STRAHL Assistant Village Manager