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HomeMy WebLinkAbout2. Draft Minutes 12/07/2010 MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT December 7, 2010 CALL TO ORDER Mayor Wilks called the meeting to order at 7:06 p.m. ROLL CALL Present: Mayor Irvana Wilks • Trustee Arlene Juracek Trustee John Korn Trustee John Matuszak Trustee Steve Polit Trustee Michael Zadel Absent: Trustee Paul Hoefert (arrived at 7:48 p.m.) PLEDGE PLEDGE OF ALLEGIANCE Trustee Polit led the Pledge of Allegiance. INVOCATION INVOCATION Mayor Wilks gave the Invocation. MINUTES APPROVAL OF MINUTES Trustee Korn, seconded by Trustee Juracek, moved to approve the minutes of the regular Village Board meeting held November 16, 2010. Trustee Polit identified the following correction to the minutes: Page 1, Call to Order should read: Mayor Pro Tem Polit called the meeting to order .... The corrected minutes were approved with the following vote. Upon roll call: Ayes: Juracek, Korn, Matuszak, Polit, Zadel Nays: None Abstain: Wilks Motion carried. APPROVE BILLS APPROVE BILLS Mayor Wilks stated the next item on the agenda, "APPROVE BILLS " was noted by an asterisk, and unless there was a request to remove an item(s), all items further listed in that manner would be considered with one (1) vote, as business item "IX. CONSENT AGENDA." MAYOR'S REPORT MAYOR'S REPORT Mayor Wilks stated the presentation by the Mount Prospect Lions Club would be made under the Mayor's report rather than Citizens to Be Heard. MOUNT PROSPECT Lions Club representatives Mr. Nick Acearenza and Mr. Fred Steinmiller presented a $8,800 LIONS CLUB check to Human Services Director Ms. Nancy Morgan. The annual donation to the Human Services food pantry is from money generated from the Lions Club Farmers' Market. The money will be used for the department's holiday food basket program. Ms. Morgan thanked the Lions Club for the generous donation and their continued support of community programs. The Mayor and Village Board also thanked and recognized the significant contributions of the Lions Club to the community. Mayor Wilks presented a Resolution for the Holiday Season. Trustee Juracek, seconded by Trustee Zadel, moved for approval of Resolution No. 36 -10: RES 36 -10 "A RESOLUTION FOR THE HOLIDAY SEASON" Minutes of the Regular Meeting of the Page 1 of 8 Mayor and Board of Trustees December 7, 2010 of the Village of Mount Prospect Upon roll call: Ayes: Juracek, Korn, Matuszak, Wilks, Zadel Nays: None Motion carried. MOUNT PROSPECT Co- Chairs of the Mount Prospect Youth Commission, Adam Kiel and Lindsey Boivin YOUTH addressed the Village Board regarding the Commissions' 2011 Budget. The Youth COMMISSION Commission voted to recommend the Village Board approve a 20% reduction in the Commission's 2011 Budget. The Youth Commission is aware of the economic conditions and the need to reduce costs. The Youth Commission will use electronic distribution of agendas and minutes and elimination of t- shirts to reduce their expenditures. Village Board Comments • First (1 time to experience someone (private or public entity) ask to have their budget reduced. • Commended the Commission for fiscal decision to help Village. Trustee Polit, seconded by Trustee Juracek moved for approval of the request for 20% reduction in the Youth Commission 2011 Budget; $1500.00 to $1200.00. Village Manager Janonis stated the budget reduction would be included with the first (1st ) amendment to the 2011 Budget. AMEND CHAPTER Mayor Wilks presented for a first (1 reading an ordinance amending Chapter 13 (Alcoholic 13 (ALCOHOLIC Liquors) of the Mount Prospect Village Code. This ordinance deletes one (1) Class "F -3" LIQUOR) OF THE liquor license issued to Boulevard Cafe, Inc. d /b /a Boulevard Cafe, 143 West Prospect VILLAGE CODE Avenue. Trustee Korn, seconded by Trustee Zadel, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Zadel, seconded by Trustee Juracek, moved for approval of Ordinance No. 5822: ORD 5822 AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. APPOINTMENTS APPOINTMENTS None. CITIZENS TO BE COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD HEARD Ms. Jill Friedrichs Pope 615 South School Street Ms. Friedrichs Pope addressed the Village Board regarding the proposed digital sign for Fire Station #14, the sign will identify the fire station as a LEEDs facility (Leadership in Energy and Environmental Design). In consideration of today's economic conditions and the reductions in the 2011 Budget she believes the Village should not expend the funds for the sign. Village Manager Janonis stated there is a RFP (Request for Proposal) a solicitation for the design and installation of a digital sign for the front of the building; the sign will provide educational aspects of the building. Minutes of the Regular Meeting of the Page 2 of 8 Mayor and Board of Trustees December 7, 2010 of the Village of Mount Prospect The cost of the sign was included in Phase 1 of the construction project fund and is also part of the Energy Grant the Village received for the project; the sign would not impact the General Fund. The RFP does not commit the Village to purchase the sign; Village Board would need to approve purchase. CONSENT AGENDA CONSENT AGENDA Trustee Polit, seconded by Trustee Juracek, moved to approve the following business items: APPROVE BILLS 1. Bills dated November 11 to November 30, 2010. 2. A RESOLUTION AUTHORIZING THE EXECUTION OF AN RES 37 -10 INTERGOVERNMENTAL AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND O'HARE NOISE COMPATABILITY COMMISSION (ONCC) RES 38 -10 3. A RESOLUTION AUTHORIZING THE PAYMENT TO THE MOUNT PROSPECT PUBLIC LIBRARY UNDER THE TERMS OF A GROUND LEASE AGREEMENT RES 39 -10 4. A RESOLUTION FOR MAINTENANCE OF STREETS AND HIGHWAYS BY MUNICIPALITY UNDER THE ILLINOIS HIGHWAY CODE (BLR 14230) Upon roll call: Ayes: Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. OLD BUSINESS OLD BUSINESS None. NEW BUSINESS NEW BUSINESS Mayor Wilks opened the Public Hearing for presentation of the proposed 2011 budget for fiscal year beginning January 1, 2011 and ending December 31, 2011 at 7:26 p.m. Notice of PUBLIC HEARING the Public Hearing was published in the Daily Herald on November 26, 2010. 2011 MUNICIPAL BUDGET [Departmental budget presentations and discussions were held at Committee of the Whole meetings; October 26 November 9th and November 23 Finance Director Dave Erb presented the Village's proposed 2011 budget summary. The proposed 2011 budget for the Village including the Library totals $92,420,533 (Village - $82,619,424 and Library - $9,801,109) a 6.1% decrease from the amended 2010 budget. Projected revenues for the Village in 2011 are $96,272,574; a 2.6% decrease. Mr. Erb stated the 2011 budget as presented is balanced; (1) operating budget of $57,221,278; a 5.6% decrease (2) $82,619,424,062 in total expenditures; a 6.9% decrease (3) water rate adjustment — 4% increase and (4) property tax levy 0 %. Mr. Erb stated the 2011 General Fund is balanced and totals $40,570,430. With an initial budget deficit for 2011 of $3.0 million significant effort was required by all departments to eliminate the deficit. Reductions were made in both personnel and non - personnel line items. Staff reductions occurred in every major department and a majority of non - personnel accounts were held at 2010 levels or below. The General Fund for budget year 2012 shows a projected deficit of $1,036,039. The property tax levy for 2010 was held flat from the 2009 levy. Increases to the levy for pensions and debt service required the general portion of the levy to be reduced significantly; $1,122,939. A 4% increase in water and sewer rates to maintain rates at a level to support on -going operations. No other tax or fee increases are included in the 2011 budget. The Village's estimated tax bill for a homeowner whose home has an Estimated Assessed Value (EVA) of $113,000 ($350,000 market value) is $854; 2010 tax bill payable in 2011. Mayor Wilks opened the Public Hearing for questions /discussion. Public Comment Ms. Jan Kent 2802 Briarwood On behalf of the Lake Briarwood subdivision Ms. Kent thanked the Village Board for including the sewer improvement project for the subdivision in the 2011 Village Budget. Minutes of the Regular Meeting of the Page 3 of 8 Mayor and Board of Trustees December 7, 2010 of the Village of Mount Prospect She also recognized the Public Works Department for their work in addressing the sewer backup issues. Mr. Nick Licari Village Building Inspector Village Administration has indicated that with the elimination of the four (4) building inspector positions, the Village will save approximately $200,000 per year. Mr. Licari questioned where the savings would be realized and at what cost would those savings be achieved; did the Village plan a reduction in service? Village Manager Janonis provided an overview of the decision process to outsource building inspections. Village Administration had communicated with staff regarding the $3 million budget deficit and the need to evaluate all avenues to reduce the deficit as well as long -term fiscal management. Having successfully outsourced other building division services (plan reviews), the outsourcing of building inspections was considered feasible. The Village will save approximately $200,000 in salary and benefits. Community Development is in the process of developing Request for Proposal (RFP) for building inspection contractual services. The RFP will include performance measures to evaluate the qualifications of potential contractors. Individuals who shared their concerns and objections to the outsourcing of building inspections and a collective list of their primary concerns and comments follow: Mr. Bob Quarnstorm 601 Hackberry Lane Mr. Bill Horvath 406 Oak Street Mr. Mark Rivard 605 Hackberry Lane Mr. Allen LeBlanc 295 Cottonwood Buffalo Grove Concerns /Comments • Outsourcing to 3 party is detrimental to homeowners; loss of accountability, who will residents go to for assistance /questions /complaints • Communication is essential — contractors and residents need to communicate with Village not unconcerned 3 party • What are the benefits of outsourcing to residents /business /contractors • How can Village assure residents that service will remain the same with outsourcing building inspections. • Village Board needs to make sure outsourcing will be cost - effective. • Questioned who would be responsible for education requirements of inspectors and who would be liable for mistakes. • Residents will ultimately pay more for projects /services with 3 party contractor; if Village outsources, residents will not get permits. • Reduce budget in other ways; eliminate raises, reduction in benefits. • Budget Information including staff reductions should have been available to public. Village Board Comments /Discussion • Good to hear concerns; information will be used in RFP process (performance evaluations) • Outsourcing — focus on continuity of services. • RFP — will incorporate standards and requirements necessary to provide residents /businesses with quality service • All parties will work together Minutes of the Regular Meeting of the Page 4 of 8 Mayor and Board of Trustees December 7, 2010 of the Village of Mount Prospect • Funding for building inspectors until May 1, 2011; during this time staff will evaluate proposals, address concerns /questions and bring to Village Board for input and approval. • Overview of public outreach regarding Budget; newspapers, Village web site, public discussions at Committee of the Whole meetings, Finance Commission meetings, letters to staff from Village Manager regarding budget and necessary steps to reduce deficit, Village Manager's Budget statement. 2011 Budget available for public viewing since October 2010; information includes facts and figures regarding expenditures, revenues, deficit and personnel and non - personnel reductions. • Village Board faced with very difficult budgeting decisions; not easy to cut staff. Village Manager Janonis and Community Development Director William Cooney provided additional information regarding the development of the RFP including specifications that will address education /certifications, industry standards and accountability /communication requirements. Mayor Wilks closed the Public Hearing at 8:15 p.m. and presented the following ordinances for first readings: 2011 MUNICIPAL A. 1 reading of AN ORDINANCE ADOPTING AN ANNUAL BUDGET FOR THE VILLAGE BUDGET OF MOUNT PROSPECT, ILLINOIS FOR FISCAL YEAR COMMENCING JANUARY 1, 2011 AND ENDING DECEMBER 31, 2011 IN LIEU OF PASSAGE OF AN APPROPRIATION ORDINANCE. LEVY AND COLLECTION OF B. 1 reading of AN ORDINANCE AUTHORIZING THE LEVY AND COLLECTION OF TAXES TAXES FOR THE CORPORATE AND MUNICIPAL PURPOSES OF THE VILLAGE CORPORATE AND OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING MUNICIPAL JANUARY 1, 2010 AND ENDING DECEMBER 31, 2010. PURPOSES C. 1 reading of AN ORDINANCE AUTHORIZING THE LEVY AND COLLECTION OF LEVY AND TAXES FOR THE MUNICIPAL PURPOSES OF SPECIAL SERVICE AREA NUMBER COLLECTION OF FIVE OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL TAXES SPECIAL YEAR BEGINNING JANUARY 1, 2010 AND ENDING DECEMBER 31, 2010. SERVICES AREA #5 D. 1 reading of AN ORDINANCE TO ABATE A PART OF THE TAXES LEVIED ABATE A PART OF FOR CORPORATE AND MUNICIPAL PURPOSES OF THE VILLAGE OF MOUNT THE TAXES LEVIED PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2010 FOR CORPORATE AND ENDING DECEMBER 31, 2010. AND MUNICIPAL PURPOSES 2010 Mayor Wilks stated the ordinances would be held for second (2 readings at the December 21, 2010 Village Board meeting, and a Public Hearing to approve a proposed property tax levy for fiscal year beginning January 1, 2010 and ending December 31, 2010 would also be conducted at that meeting. Mayor Wilks presented for a first (1 reading an ordinance to amend water and sewer rates AMEND WATER set forth in Appendix A, Division II of the Village Code. This ordinance increases the AND SEWER RATES combined water and sewer rate by 4% effective January 1, 2011. SET FORTH IN APPENDIX A, Finance Director Dave Erb provided background information stating,since 1990 the Village DIVISION II OF THE has followed the practice of approving moderate annual increases in water and sewer rates, VILLAGE CODE as opposed to implementing large increases periodically. [Village water rates are affected by the water rate increases by the City of Chicago for the purchase of lake water; the planned moderate increases by the Village help avoid spikes in Village water rates.] A five -year rate study completed in 2008, and further revised in 2009 and 2010, set a proposed schedule for increasing the combined water and sewer rate by 4.0% each January 1 through 2013. Mr. Erb stated the current water rate increase schedule is a more cost - effective way to operate the water fund; no debt in water fund. Mr. Erb stated the cost to a Mount Prospect household using 15,000 gallons of water over a two -month period, would be $110.35, an increase of $3.75; bi- monthly water and sewer usage fee. Minutes of the Regular Meeting of the Page 5 of 8 Mayor and Board of Trustees December 7, 2010 of tha \ /iII nP of Mount Prospect Village Board Comments /Discussion • Cost of repairs to system continue to rise • Village is subject to Chicago's water rate increase. • Maintaining annual 4% increase protects residents from larger increases imposed by Chicago; has ranged from 6% to 15 %. • Village water rates remain less than Illinois American water /sewer rates. Trustee Hoefert, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance. [As this ordinance adopts a fee increase concurrent with the 2011 Budget, Mayor Wilks recommended it be held for a second reading.] Upon roll call: Ayes: Korn, Polit Nays: Hoefert, Juracek, Matuszak, Zadel Motion failed. Mayor Wilks stated the second (2 reading of the ordinance to increase the combined water and sewer rate by 4% effective January 1, 2011 would be held at the December 21, 2010 Village Board meeting. Mayor Wilks presented for a first (1 reading an ordinance amending Chapter 11 entitled AMEND CHAPTER "Merchants, Businesses, Occupations and Amusements," of the Village Code. This 11, "MERCHANTS, ordinance amends Chapter 11, by deleting Section 11.1136 "Senior Citizen /Handicapped BUSINESSES, Subsidized Taxicab Rate Program" in its entirety; effective date concurrent with the 2011 OCCUPATIONS municipal budget. AND AMUSEMENTS" Village Manager Janonis stated the elimination of the taxicab discount program was part of the budget reductions in the Human Services Department. The recommendation was based on the economic downturn and a significant drop in participation over the last few years. While the program was highly used by qualified participants in previous years, the number of participants has dropped in part because of alternative transportation options for this target population. He stated the cab companies have been notified that as of January 1, 2011 the program will no longer be in effect. At least one of the cab companies indicated it may continue to offer the discounted service on its own. Information will be made available to residents regarding the cab program. In response to questions from the Village Board, Human Services Director Nancy Morgan provided the following information regarding available transportation programs: • Wheeling and Elk Grove Township both have bus service; door to door and routes • Escort transportation program for Dr. appointments • Pace Program • Wheelchair transportation program. • Human Services Department will make residents aware of available transportation services. Trustee Polit stated the Village was "ahead of the curve" when it initiated the taxicab discount program, now that other organizations are providing alternative transportation programs the Village can step away; eliminate duplicate services. Mayor Wilks stated the second (2 reading of the ordinance amending Chapter 11 by deleting Section 11.1136 "Senior Citizen /Handicapped Subsidized Taxicab Rate Program" in its entirety would be held at the December 21, 2010 Village Board meeting. ANAGER'S REPORT VILLAGE MANAGER'S REPORT Village Manager Janonis stated the Finance Department was requesting approval to accept 2011 PROPERTY proposal for the 2011 Property and Workers' Compensation Insurance in an amount not to AND WORKERS' exceed $147,677. COMPENSATION INSURANCE Minutes of the Regular Meeting of the Page 6 of 8 Mayor and Board of Trustees December 7, 2010 of the Village of Mount Prospect Finance Director Dave Erb provided a summary of the Village's expiring insurance program, an analysis of the proposals received and a summary of the insurance package recommended by staff. The total for all premiums and commissions as quoted is $147,677, a 8.1% increase from the 2010 premium; increase is primarily market driven. Staff recommend the Village purchase property and excess workers compensation insurance from Arthur J. Gallagher and Co. with premium and broker's not to exceed $147,677. In response to questions from the Village Board, Mr. Erb provided the following: • Cost for consultant (Nugent Consultants) - $500. • Consultant has a very good understanding of municipal needs. Trustee Hoefert, seconded by Trustee Zadel, moved to approve request to accept 2011 Property and Workers Compensation Insurance Program in an amount not to exceed $147,677. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. MUNICIPAL Village Manager Janonis stated the Public Works Department was requesting approval to BUILDING accept bid for three (3) year municipal building custodial contract in an amount not to exceed CUSTODIAL $101,640. He added the cleaning of municipal buildings is another service the Village has CONTRACT successfully outsourced. Public Works Director Glen Andler presented background information and staff recommendation. The three (3) year custodial services contract (2011 -2013) is for daily cleaning at Village Hall, Village Hall parking structure, Police and Fire Headquarters, including the above and underground parking structure, Railroad Station, Fire Stations 12 and 14 (floors only) Pistol Range, Public Works, Community Connections Center (CCC) and the Emergency Operations Center (EOC). The low bidder, Crystal Maintenance Services Corp., is the current provider and has performed satisfactorily during this period. The bid price which includes the new EOC and CCC is 7% lower than the previous three (3) year contract annual total. Staff request Village Board approval to accept the lowest bid as submitted by Crystal Maintenance Services Corp., for the three (3) YEAR custodial services contract in an annual amount not to exceed $101,640. In response to questions from the Village Board, Mr. Andler provided the following information: • Security of building /sensitive materials — police run background checks on contractual employees. • No escalators are included in the three (3) year contract Village Board Comments • Has observed hard and thorough work of cleaning crews • Important — Village hiring local business Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Village Manager Janonis announced the following business items: • December 11 — Coffee with Council 9 a.m. — 11 a.m., Village Hall Community Center OTHER BUSINESS OTHER BUSINESS In reference to Trustee Polit's comment about being "ahead of the curve," Mayor Wilks asked the Village Clerk to share her recent conversation with a representative from the Office of Cook County Clerk. Minutes of the Regular Meeting of the Page 7 of 8 Mayor and Board of Trustees December 7, 2010 of the Village of Mount Prospect Village Clerk Lisa Angell related that while attending a recent elections training session, a Cook County elections representative stated she wished other municipalities would follow the Village of Mount Prospect's lead by adopting the Village's election model which does not have a primary. There are significant costs associated with a primary; the procedure is especially costly if it is held only because there is a fourth (4 candidate. [If more than three candidates are running for one position, a primary is conducted.] ADJOURN ADJOURN Mayor Wilks stated there was no need for the Closed Session as listed on the Agenda; PERSONNEL 5 ILCS 120/2 (c) (1); PERSONNEL 5 ILCS 120/2 (c) (2) and LITIGATION 5 ILCS 120/2 (c) (11). There being no further business to discuss Mayor Wilks asked for a motion to adjourn. Trustee Hoefert, seconded by Trustee Juracek, moved to adjourn the meeting. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. The December 7, 2010 Village Board meeting adjourned at 8:48 p.m. M. Lisa Angell Village Clerk Minutes of the Regular Meeting of the Page 8 of 8 Mayor and Board of Trustees December 7, 2010 of the Village of Mount Prospect