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HomeMy WebLinkAbout12/13/2011 COW MinutesCOMMITTEE OF THE WHOLE MINUTES December 13, 2011 I. CALL TO ORDER — ROLL CALL The meeting was called to order at 7:07 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 Korn, Steven Polit and Michael Zadel. Trustee John Matuszak arrived at 8:30 PM. Staff present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Police Chief John Dahlberg, Deputy Police Chief Mike Semkiu, Police Commander John Wagner, Environmental Health Manager Bob Roles, Crime Free Housing Coordinator Pat Lyons, Fire Chief John Malcolm, Fire Marshal Bryan Loomis, Financial Director Dave Erb, and Village Attorney George Wagner. II. APPROVAL OF MINUTES FOR COMMITTEE OF THE WHOLE MEETING OF NOVEMBER 8, 2011 Motion made by Trustee Hoefert seconded by Trustee Polit minutes were approved with a minor change recommended by Mayor Wilks. III. CITIZENS TO BE HEARD None IV. 2011 HOLIDAY DECORATNG AWARDS Paul Seils of the Special Events Commission presented the awards for the 2011 Holiday Decorating contest. 1. Religious Award winner: 1717 Kim, the David Anderson home. 2. Best Use of Lights winner: 902 E. Ironwood Dr., the Edward Janak home. 3. Christmas Fantasy winner: 1710 Liberty Dr., Wilbur Debulgado home. 4. Best Business winner: Salerno's Pizza, Kensington and Wolf. 5. Simple But Elegant winner: 400 N. Main St., James Bonk home. 6. Best Block winner: 200 — 300 S. Pine. 7. Grand Prize winner: 1114 N. Hemlock, Roger Burton home V. CHAPTER 13 ORDINANCE CHANGE Village Manager Michael Janonis is recommending a liquor license class change to accommodate the World Market business plan. He is recommending an expansion of the class P- 2 by altering the definition to include the option for tastings and less emphasis on food sales. Consensus the Village Board is to support the change in definition. VI. CRIME FREE HOUSING ORDINANCE Village Attorney George Wagner provided a summary of the changes recommended to the ordinance including some housekeeping items. He stated there are two basic provisions within the ordinance among those provisions is a requirement to have a rental license and a signed lease. The lease requires a rider which stipulates the crime free housing regulations. He is recommending the expansion of the definition of a public nuisance to be considered on a Village wide basis versus the landlord's property only. There also is a limit on the number of nuisances that would trigger action as defined under the lease addendum and a revised definition as to chronic nuisances. He stated that undesirable events throughout the Village impact the entire Village when such events are committed by residents living within the Village. Committee of the Whole Page 1 of 3 12/13/11 He also stated that a modification to the definition of the chronic nuisance is recommended to include a felony. He stated the effective date of this ordinance would require future leases to include this revised lease rider. Village Manager Janonis stated that it is fairly common for regulations to be added to ordinances when circumstances dictate or when staff finds that additional enforcement options would help meet the mission of the intended ordinance. Police Chief John Dahlberg stated that the Crime Free Housing Coordinator does provide advance notice to the various landlords about any changes in the ordinances relating to crime free housing. He also stated that the police review each individual police report and if a situation arises that they find it is necessary to address with the landlord they will do so and not wait until the specific number of violations have been reached before taking any action. Consensus the Village Board is to support the recommended changes to the Crime Free Housing Ordinance. VII. WIRELESS FIRE ALARMS Fire Marshal Bryan Loomis provided an overview of the current regulations. He stated all fire alarms have to be monitored. He stated there are approximate 350 monitored fire alarms in the Village at this time and all must have land lines currently connected to them. He also stated there are approximate 150 fire alarms that are monitored by a third -party dispatch center which would notify emergency dispatch personnel upon alarm activation. He said it is not uncommon for false alarms to be caused by infrastructure issues related to the use of faulty land lines. He stated the technology is such that a wireless fire alarm has a two -way capability in which the monitoring station can automatically check on the status of the alarm to validate its integrity. He stated this proposal will reduce the number of phone lines and significantly reduce the number of false alarms. He stated that North West Central dispatch system has entered into a contract with ADT to provide the radio equipment at the dispatch center and wireless alarms would be directly tied to the dispatch center which would eliminate some delay of handling the call at a central monitoring station. He said the proposal would be phased in and all future installs after March 1, 2012 would be installed as wireless devices. He said the main difference in this system is the dispatching component. The pull stations and sensors remain within the individual facilities and should not necessarily be altered by this change. The system does eliminate third party central monitoring. He stated that it is not recommended to add the burglar alarm systems at this time due to the capacity limits of the technology. He stated the phase -in of this option would allow businesses to take advantage of this new technology and all new construction after March 2012 would be required to have wireless devices installed. Consensus the Village Board was to support the staff proposal VIII. VEHICLE LICENSING SOFTWARE AND ORDER FULFILLMENT SERVICES Finance Director Dave Erb stated the vehicle sticker issuance process is very labor- intensive and has several compressed heavy volume periods. He stated the current software is outdated and not supported. He stated that staff has investigated the option for a 24/7 system which would allow residents to view real -time data and order stickers online. He stated this is the next evolution as part of the ERP process so that residents can conduct business electronically which would allow better use of IT staff and increase operating efficiencies and customer service capabilities in the Finance Department. He stated staff has looked at different options including software and vendor solutions. He stated the recommended vendor is Third Millennium. They would allow convenience to customers and is much more cost - effective for the order processing standpoint. Customers could use an electronic pay solution for online processing and could initiate annual Committee of the Whole Page 2 of 3 12/13/11 C: \Documents and Settings\ABertolu \Local Settings \Temporary Internet Files \Content.Outlook \QJ7000M1 \COW Minutes 12- 13- 11.docx sticker renewal. Replacement of stickers would still require customers to come into Village Hall, however; the order fulfillment turnaround time would be significantly reduced and the Village would benefit from real -time data and not have a backlog of entering customer information related to each issued sticker. He stated in the past it was not unusual for the department to be three weeks behind in processing forms and entering data into the system. He stated the revised process would allow the sticker to be shipped out within two to three days once payment has been accepted. He stated there would be some initial setup cost and ongoing transaction costs associated with this system and would propose to go live February 1, 2012. He felt that the Village could enjoy significant savings over the current cost structure for issuing stickers. Consensus the Village Board was to support the concept and move forward with contract approval at its next regular meeting. IX. VILLAGE MANAGER'S REPORT Village Manager Janonis stated that the last Board meeting for 2011 would be December 20, at which time the final hearing regarding the 2012 Budget would occur. He stated there is no Committee of the Whole meeting for December 27 and depending on the level of business that needs to be transacted by the Village Board at the beginning of 2012 the Village Board meeting of January 3, 2012 may be canceled. X. ANY OTHER BUSINESS Trustee Steven Polit stated that the Billy Goat Tavern in Randhurst Village will be having a grand opening on December 20, 2011. There is no need for the scheduled Closed Session that appears on the agenda therefore it will be canceled. XI. ADJOURNMENT Meeting adjourned at 9:30p.m. DAVID STRAHL Assistant Village Manager Committee of the Whole Page 3 of 3 12/13/11 C: \Documents and Settings\ABertolu \Local Settings \Temporary Internet Files \Content.Outlook \QJ7000M1 \COW Minutes 12- 13- 11.docx