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HomeMy WebLinkAbout07/13/2004 COW minutes MINUTES COMMITTEE OF THE WHOLE JULY 13, 2004 I. CALL TO ORDER The meeting was called to order at 7:01 p.m., in the Mt. Prospect Park District Community Center, 1000 West Central Road, by Mayor Gerald Farley. Present at the meeting were: Trustees Timothy Corcoran, Paul Hoefert, Michaele Skowron, Irvana Wilks and' Michael Zadel. Staff members present included: Village Manager Michael Janonis, Finance Director Dave Erb, Deputy Finance Director Carol Widmer, Deputy Community Development Director Michael Jacobs, Information Technology Director Joan Middleton, Fire Chief Michael Figolah, Deputy Fire Chief John Malcolm, Fire Marshall Paul Valentine, Training Captain Gary Klein, Police Chief Richard Eddington, Deputy Police Chief of Administration Michael Semkiu, Public Information Officer Maura EI MetennanL II. APPROVAL OF MINUTES Approval of Minutes from May 11, 2004. Motion made by Trustee Zadel and Seconded by Trustee Skowron. Minutes were approved. III. CITIZENS TO BE HEARD Jeff Eirich of 306 N. Westgate explained to the Village Board that he was pursuing Eagle Scout designation and asked the board for suggestions of a community service project. IV. ANNUAL AUDIT Finance Director Dave Erb reviewed the 2003 Comprehensive Annual Financial Report (CAFR). The audit was performed by Sikich Gardner & Co, LLP for the Village for fiscal year ended December 31, 2003. Sikich has given its audit of the Village for year-end 2003 an "unqualified opinion." This means that their examination found our financial statements to be fairly presented and prepared in accordance with generally accepted accounting principles. Mr. Erb introduced Lou Ka rrison , Partner at Sikich Gardner who reviewed the highlights of the audit and CAFR and explained some of the recent changes made to the format of the report as a result of implementing Governmental Accounting Standards Board (GASB) Statement 34. Mr. Em stated that the fund balance remained strong at 27.8%, due in large part to the Village Department heads submitting and maintaining lean budgets for the past few years. General discussion from the Village Board members included the following items: 1 ~"""".~.'.'.'H.'.'.'.'.'.'.'.'.'m.w,'"",'.'._.'.'.'.~_...... Board members inquired whether the assets were valued historically and if they included infrastructure. There was also the question if the Village was investing back into the infrastructure at a rate that keeps pace with depletion. There was some discussion about developing a public report - in essence a summary of the CAFR that was easy for residents to understand. As part of the audit, Sikich is also required to present a management letter to the Village's governing board. The purpose of the management letter is to inform the board of any problems encountered during the audit, and to report any deficiencies in internal controls uncovered during the course of the audit. The management letter from Sikich mentioned the Risk Management fund and expressed concern that it showed a net loss for two years. Mr. Erb replied that the last two years had shown an unusually high level of claims, and they were expected to fall to a normal level. Staff is currently evaluating the Risk Management program. v. 2005.2009 CAPITAL IMPROVEMENTS PLAN Village Manager Michael Janonis provided an introduction to the discussion on the 2005 - 2009 Capital Improvements Plan (CIP). He stated that the last 3 years have seen a spartan CIP. Many projects have been deferred pending better revenue trends or a permanent funding source for mid-range projects. This is the first year that the newly formed Information Technology Division was included in the CIP. He said it might take some time to get a better handle on purchasing/planning to know where the path will lead us and what expenses we will be facing as we set up a technology replacement schedule. Finance Director Dave Erb emphasized that the CIP is an internal planning document. A project's inclusion in the CIP does not guarantee its funding and accomplishment. Mr. Erb also stated that the fund is expected to turn negative by 2006 and alternative funding sources need to be identified. Mr. Janonis highlighted the expenses under Village Administration. This included new cameras and studio equipment for the Television Services Division. Video Conferencing systems are slated for 2007, and the replacement of the entire Village telephone system is also planned for 2007. The telephone system the Village currently uses has been discontinued and replacement and service is anticipated to become more difficult as the system becomes outdated. Deputy Community Development Director Mike Jacobs highlighted the items related to Community Development. These include downtown redevelopment, façade improvement and interior build-out programs. Streets cape and corridor improvement programs are slated for later years as funds are available. Fire Chief Michael Figolah reviewed the items in the plan under the Fire Department. The first was the construction of a new Fire Station 14. Funds were slated for preliminary planning in 2005, with actual construction taking place in 2006 -2007. A video conferencing system is planned for 2007. This would help in training purposes- training among locations could take place at the same time. Funding is set aside for a new breathing air compressor in 2009. 2 .......................~_...... .'."m..'.'..'....-.~,............w...... Fire Chief Figolah also highlighted the following priorities from the Fire Department Five year plan: Station 14 replacement. replacing the squad at Station 13 with an engine, Staffing, moving Fire Department mechanics to the Publïc Works Department, disaster/terrorism training. Police Chief Richard Eddington presented the Police Department items included in the CIP. In 2005 the department is looking to purchase a new Uvescan booking station for fingerprinting. Improvements to the pistol range are also included as well as the installation of a radio booster system in Randhurst to eliminate poor radio reception in certain areas. In future years the department is looking to purchase Digital Mobile Recorders (2006 -2007) allowing them to more accurately record evidence, and new livescan systems for remote sites. In addition, the department is planning for a traffic enforcement vehicle for the downtown area, a prisoner transport van, and new traffic stop data collection hardware and software. Public Works Director Glen Andler reviewed the Public Works Department's programs. Most Public Works projects are repeats from previous years. Combined sewer improvements of televising and cleaning began this year and are planned to continue. This has proven extremely valuable thus far, locating gas lines and fiber optic lines running through the sewer lines as an example. These will have to be removed and relocated but we would not have known about it without this program. Other programs include a sanitary sewer flow monitoring system mandated by the Metropolitan Water Reclamation District, leak detection equipment and the street improvement project VI. VILLAGE MANGER'S REPORT The Midsummer Downtown Block Party is scheduled for July 24 from 4:00 - 9:00 p.m. at the intersection of Emerson and Busse Ave. The Village Hall move will take place July 29 and 30. Village Hall will open in its new location at 50 S. Emerson Street on August 2. Meetings will continue at the Central Community Center through August. VII. ANY OTHER BUSINESS Trustee Wilks read a speak out she received regarding concerns about the amount of money the VIllage spent the 4th of July Fireworks. The Village Manager explained that the Village only contributed approximately $2,500 toward the fireworks. Local businesses and civic organizations also contribute to the cost. VIII. ADJOURNMENT There being no further business, the meeting adjourned at 9:12 p.m. Respectfully submitted, Maura EI Metennani Public Information Officer 3 '... .'...'............., ,. ..,.,., ""~"...~.,...,........~W"""",'mm.",~,~~~""""""""'.'.'.'.w.wm.'.'.'.~.'.'.'.'.'.,.,.,.,~......""'~.'X"".'.',,'.'.'.Qm'.'.'.'.~"'-"'"