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HomeMy WebLinkAbout3. COW Agenda Item Draft Minutes 10/26/2010COMMITTEE OF THE WHOLE MINUTES October 26, 2010 CALL TO ORDER — ROLL CALL The meeting was called to order at 7:08 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Irvana Wilks. Present at the meeting were Trustees Paul Hoefert, Arlene Juracek, John Matuszak, and Steven Polit. Staff present included Village Manager Michael Janonis, Finance Director David Erb, Finance Deputy Director Lynn Jarog, Human Services Director Nancy Morgan, Human Services Deputy Director Jan Abernethy, Community Development Director Bill Cooney, and Administrative Analyst Michael Dallas. II. ACCEPTANCE OF MINUTES Trustee Arlene Juracek made a few corrections to the September 14, 2010, Committee of the Whole meeting minutes. A motion to approve the corrected minutes was made by Trustee Polit and seconded by Trustee Juracek. All trustees approved the motion. III. CITIZENS TO BE HEARD No citizens requested to be heard. IV. 2010 BUDGET DISCUSSION Mayor Irvana Wilks provided openings remarks to the budget discussion, including the meeting's purpose and the budget review process. She noted the many ways the community could interact with the Board during the review process. Finance Director David Erb presented an overview of the 2011 budget. First, he described the 2011 budget development process and the current fiscal year status. Then, he highlighted the 2011 budget figures and staff's efforts to significantly cut the budget deficit. Mr. Erb noted the need to cut staff positions throughout all Village operations to address the significant imbalance between the Village's actual and projected revenues and expenses. Village Manager Michael Janonis clarified how the fund balance calculation works. He also noted the reason why 80% of the Village's budget is related to personnel costs. General comments, questions or concerns from the Village Board included the following: • What is "Other Revenue" as defined in the budget overview presentation; • The Village is making its pension payments as required by law; • The Village's General Fund balance has helped address the State's late payments; • Efforts have been made by trustees and staff to reform the pension laws; • Due to the budget deficit, cuts must be made to personnel; • What are the basis of the budget's revenue projections; H: \VILM \MDallas \Meeting Minutes \COW Minutes 10- 26- 10.docx Committee of the Whole Page 1 of 3 10/26/10 • What is the error rate associated with those projections; • The budget can be found on the Village's website, in the Village's Clerk's office, and at the Mount Prospect Public Library General comments, questions, or concerns from citizens included the following: • Praised the budget process for addressing structural changes to personnel; • What type of financial investments does the Village utilize; • Where can a resident obtain a copy of the budget. Human Services Director Nancy Morgan began her departmental overview briefly describing the various nursing /health and social services offered by the Human Services Department. She noted some statistics which indicated the Village has an aging community. Additionally, she noted her department has not observed an economic turnaround as applications for financial assistance continued at last year's pace. Ms. Morgan discussed the 2011 budget, including its $81,500 decrease from the previous year due to the adjustment of hours of one (1) full -time position, the elimination of a part- time and intern position, and the elimination of four (4) programs. She highlighted the success of the Medical Reserve Corps program and the one year anniversary of the Community Connections Center. Village Manager Michael Janonis emphasized the Community Connections Center's current success and need for additional space. General comments, questions or concerns from the Village Board included the following: • The Village partners with other agencies to receive some financial support for the Community Connections Center; • The parents and other residents in the community help make the Center a success; • The Center is well utilized by the community; • The Human Services Department is always reevaluating their services to determine whether they continue to serve the public in a cost - effective manner. Community Development Director Bill Cooney continued the 2011 budget discussion by first describing the department's 2010 accomplishments. Then, he described the ongoing development efforts throughout the community. Finally, he focused on the department's budget cuts, including the elimination of four (4) building inspector positions. The department plans to contract for building inspection services; a move estimated to save the Village $200,000 annually. General comments, questions or concerns from the Village Board included the following: • Will inspector continuity be affected by outsourcing building inspections; • Will the time to obtain an inspection increase by outsourcing building inspections; • There is an inherent risk of the service level declining when outsourcing; • Once the redevelopment of Randhurst is completed, will it contribute enough revenue to address the budget deficit; • Will the contractor need any special training to learn and apply the Village's building codes; Committee of the Whole Page 2 of 3 10/26/10 Will the contractor use the Village Hall or Village systems to provide services to the community; Have any other similar sized communities outsourced their building inspections. General comments, questions, or concerns from citizens included the following: ■ Will the permit fees change as a result of outsourcing building inspections. Finally, Finance Director David Erb presented his department's budget overview. First, he began his presentation by noting the Finance Department's accomplishments. Next, he described the department's 2011 goals and objectives. Then, he discussed the department's 2011 budget, comparing the difference between 2010 and 2011. The department's budget cuts were primarily due to the elimination of two (2) positions; one in the Customer Service Division and one in the Accounting Division. General comments, questions or concerns from the Village Board included the following: ■ How does the Finance Department address the potential risk of fraud. V. MANAGER'S REPORT Village Manager Michael Janonis noted the recent storm activity and encouraged residents to call Commonwealth Edison immediately if power is lost. VI. ANY OTHER BUSINESS Trustee Polit noted that residents are raking leaves into the street earlier than permitted. He emphasized the Village policy to rake leaves into the street the day before the leaf pick -up. VII. ADJOURNMENT The meeting adjourned at 9:51 p.m. MICHAEL DALLAS Administrative Analyst Committee of the Whole Page 3 of 3 10/26/10