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HomeMy WebLinkAbout10/02/2012 VB MinutesMINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT October 2, 2012 CALL TO ORDER Mayor Wilks called the meeting to order at 7:04 p.m. ROLL CALL Present: Mayor Irvana Wilks Trustee Paul Hoefert Trustee Arlene Juracek Trustee John Korn Trustee John Matuszak Trustee Steven Polit Trustee Michael Zadel PLEDGE PLEDGE OF ALLEGIANCE Mayor Wilks led the Pledge of Allegiance. INVOCATION INVOCATION Trustee Zadel gave the Invocation. MINUTES MINUTES Trustee Hoefert, seconded by Trustee Polit, moved to approve the minutes of the regular Village Board meeting held September 18, 2012. Trustee Juracek noted the revision to Section 14.21A03 H. Building Set Backs as written on page three (3) correctly described the revision. "All buildings shall be set back a minimum of 25' from any arterial street and 5' from all side and rear property." However, the sentence following that revision did not accurately reflect the change and could be deleted from the minutes as the correct revision was already described in the minutes. Trustee Juracek recommended the incorrect statement be deleted from the minutes. T h i s Fevmsm^^ allows fe-F a 25- feet set h-;-;r-,k al()Rg maj()F Feadways (OR this rGa-se- Read) and a -5 feet set h-;-;r-,k fe-F Upon roll call: Ayes: Hoefert. Juracek, Korn, Matuszak, Polit Nays: None Abstain: Zadel The minutes were approved as revised. 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 A. Proclamation: "Breast Cancer Awareness Month," October 2012 Mayor Wilks presented the proclamation to Ms. Tarina Wimmer who has contributed significantly to local efforts to generate public awareness and funding for this cause. Ms. Tarina Wimmer — Special Events Commission Ms. Wimmer coordinates the Village's Adopt A Block program in support of the Susan G. Komen walk. Ms. Wimmer thanked the Mayor and Village Board for their support of Breast Cancer Awareness and the Susan G. Komen walk. She stated the walkers are very appreciative of the support demonstrated by the entire community; residents, Police, Fire and Village Administration. Minutes of the Regular Meeting of the Page 1 of 6 Mayor and Board of Trustees October 2, 2012 of the Village of Mount Prospect Mayor Wilks also recognized Ms. Cathy Bratu — Police Department Ms. Bratu coordinates the "Save Lids,To Save Lives, Yoplait "pink" lid collection for all Village departments and the community. B. Proclamation: "Fire Prevention Week," October 7 -13, 2012 Mayor Wilks presented the proclamation to Mr. Jim Miller, Fire Public Education Officer. Mr. Miller highlighted the importance of having a Fire Escape Plan; two (2) ways out. He also reminded residents to change the batteries in their smoke detectors and carbon monoxide detectors when they change their clocks from Day Lights Savings Time; November 4th Mr. Miller stated the Fire Department will be presenting the Fire Poster /Essay Contest winners at next month's Village Board meeting. EMPLOYEE C. Employee Recognition: Police Department RECOGNITION The following employees are celebrating quinquennial anniversaries with the Village this year. POLICE Mayor Wilks, Police Chief Mike Semkiu and Deputy Police Chief Tim Janowick recognized those DEPARTMENT in attendance and presented each with a plaque or certificate. YEARS OF YEARS OF POLICE DEPT. SERVICE POLICE DEPT. SERVICES Thomas Nowak 35 Bryan Furr 10 Ed Szmergalski 20 Christopher Rondeau 10 Ron Kadzielawski 15 Bart Tweedie 10 Jose Melendez 15 Johmel Henderson 5 Mike Landeweer 15 Rebecca Keeley 5 Mark Bechtold 15 Richard LaBarbera 5 Mike Eterno 15 Frank Siwak 5 Mary Pickett 15 Allison Teevan 5 Rafael Ayala 10 Michael Wood 5 Brenda Desmore 10 BOARD OF FIRE D. Village Board Approval of Revised Board of Fire and Police Commission ( BOFPC) Rules AND POLICE RULES and Regulations AND REGULATIONS Fire Chief John Malcolm and Board of Fire and Police Commissioner Michaele Skowron provided background information, an overview of the revisions and the BOFPC recommendation for approval of the amended Rules and Regulations. Fire Chief Malcolm stated House Bill 1576, "Firefighter Hiring Bill," pre -empts Home Rule and required changes to the Fire Department's hiring procedure; the bill did not impact the hiring practices of the Police Department. The most significant changes include: 1) Written test — passing score from 80% to median score; last exam median score was 88 %. 2) New subjective component - written test to assess capacity to discharge the duties performed by Fire Department members. 3) Preference points — preference points to veterans, applicants with college credits, EMT's, Firefighter II or Basic certification, years of service as paid- on -call and residency. 4) Oral interviews — part of background investigation; interview is pass /fail. 5) Final eligibility list — based on written exam score, written subjective component score and any eligible preference points. 6) Application fee - $35.00. The new law allows an application fee up to $50.00. Before a candidate is hired off the elibility list, they will be required to undergo and pass the following examinations. 1) Background investigation; including oral interview with BOFPC 2) Polygraph examination 3) Psychological Examination 4) Medical Examination Minutes of the Regular Meeting of the Page 2 of 6 Mayor and Board of Trustees October 2, 2012 of the Village of Mount Prospect Ms. Skowron presented additional background information and the recommendations of the BOFPC on behalf of Chairman George Busse who was unable to attend. APPOINTMENTS CITIZENS TO BE HEARD The BOFPC rules and regulations were modified approximately one and half years ago; Commission did not know at that time the state would pass a new hiring bill. The Commission worked with Fire Chief Malcom, Police Chief Mike Semkiu and the Village's legal counsel to ensure the recommended changes to the BOFPC Rules and Regulations comply with the new law. In response to the changes to the oral interview, the Commission believes the oral interview is very important to the hiring process; believe good candidates are identified through the interview process. Ms. Skoworn requested Village Board approval of the revisions to the BOFPC Rules and Regulations as presented. Village Board Comments -Commended members of the BOFPC and staff for their hard work to bring the Village into compliance with the new hiring practices. -Members of the BOFPC do an outstanding service to the community. Significant role in making sure the Village has quality public safety personnel. In response to a question regarding the hiring applications for police and fire; Chief Malcolm stated the police and fire departments have different applications. On behalf of Chief Semkiu and himself, Chief Malcolm thanked and recognized the BOFPC as a tremendous asset to the Police and Fire Departments. He stated with the revised BOFPC rules and regulations the Village will continue to hire competent personnel. Trustee Hoefert, seconded by Trustee Korn, moved for approval of the revised Board of Fire and Police Commission Rules and Regulations. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. APPOINTMENTS Mayor Wilks presented the following appointment for the Village Board's approval: Special Events Commission Appointment: Donna Kronon Term expires October 2016 Trustee Hoefert, seconded by Trustee Polit, moved to approve the appointment as listed above: Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD Ms. Michaele Skowron Busse Avenue Ms. Skowron presented information from the HandsOn Suburban Chicago, a volunteer agency that places volunteers with 180 nonprofits in 45 local communities. Ms. Skowron stated there are many ways to volunteer and many organizations in great need of volunteers. She requested the Village's assistance in sharing information about the organization and the tremendous need for volunteers with the community. Ms. Skowron stated often times people are looking for ways to give back to the community and HandsOn would provide that opportunity. Minutes of the Regular Meeting of the Page 3 of 6 Mayor and Board of Trustees October 2, 2012 of the Village of Mount Prospect Village Manager Janonis stated he would share the information with the Village's Human Services Director and Public Information Officer. Mayor Wilks thanked Ms. Skowron for her work and efforts to raise public awareness about the need and opportunities for volunteers. CONSENT AGENDA CONSENT AGENDA Trustee Korn , seconded by Trustee Juracek, moved to approve the following business items: APPROVE BILLS 1. Bills dated September 13 — September 26 , 2012 2. Request Village Board approval to accept bid for the repair and preventative VBA 38 -12 maintenance of the Village Hall parking garage in an amount not to exceed $20,075. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. OLD BUSINESS OLD BUSINESS None. NEW BUSINESS NEW BUSINESS A. 1 st reading of An Ordinance Amending Chapters 9 and 19 and Appendix A of the Village Code AMEND CHAPTERS of Mount Prospect. 9 AND 19 AND APPENDIX A OF Mayor Wilks presented for a first (1 reading an Ordinance amending Chapters 9, 19 and THE VILLAGE CODE Appendix A of the Village Code. This ordinance amends several sections of Chapters 9 and 19 in support of the operational changes to the Village's new utility billing software; billing frequency, late fees and payment processing. Finance Director Dave Erb presented background information and staff recommendations. Mr. Erb stated this item was extensively discussed at the September 25, 2012 Committee of the Whole meeting. As presented at the September 25 meeting the proposed amendments to the Village Code are necessary for the implementation of a monthly billing cycle for water and refuse bills. Benefits to the new billing system include: ■ Identify and respond to water issues sooner. -Shortens delinquency period from 90 to 60 days. ■ Improvements for moving to Automated Meter Reading System (ARM)) Mr. Erb stated to ensure a successful transition with the new utility software the Village will not go live in October as previously scheduled; implementation will be in January 2013. Village Board Comments • System may appear complicated to residents; change needed to make system more efficient — lower costs. • ARM will save residents both time and money. • For budgetary purposes — monthly billing may be beneficial to many residents. In response to questions regarding delinquent meter readings, Mr. Erb stated the Village Code allows up to six (6) months of estimated meter readings before an actual reading must be provided. Trustee Hoefert, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Nays: Motion carried. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Hoefert, Juracek, Korn, Matuszak, Polit, Zadel None Page 4 of 6 October 2, 2012 Trustee Hoefert , seconded by Trustee Zadel, moved for approval of Ordinance No. 6033: ORD 6033 AN ORDINANCE AMENDING CHAPTERS 9 AND 19 AND APPENDIX A OF THE VILLAGE CODE OF MOUNT PROSPECT Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried AMEND CHAPTER 5 B. 1 St reading of An Ordinance Amending Chapter 5 of the Village Code of Mount Prospect (BOARDS AND Regarding the Audit Committee. COMMISSIONS) Mayor Wilks presented for a first (1 st) reading an ordinance amending Chapter 5 of the Village Code. This ordinance amends Article XVII, entitled "Audit Committee," of the Chapter 5, "Boards and Commissions." Proposed revisions are recommended with respect to the governance and administration of the audit committee; committee purpose, committee membership and selection of committee chair. Finance Director Dave Erb stated this item was also presented for discussion at the September 25, 2012 Committee of the Whole meeting. Mr. Erb reviewed the revisions as presented at the September 25, 2012 meeting. Section 17.101 — "Creation and Purpose" - revisions illustrate the oversight nature of the committee; focus on assessing compliance with existing policies, procedures and adequacy of internal controls. Section 17.102 — "Membership" — the Finance Director will become an ex- officio member; to be replaced by a member of the Village Board of Trustees. The Committee will be selected by the committee members; every two (2) years. In response to questions from the Village Board Mr. Erb provided the following: • A non - voting member cannot be elected secretary or chair. • The Mayor can appoint herself to the Committee. • Two members of the Village Board of Trustees will serve on the Committee. Trustee Zadel, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Polit , seconded by Trustee Juracek, moved for approval of Ordinance No. 6034: ORD 6034 AN ORDINANCE AMENDING CHAPTER 5 OF THE VILLAGE CODE OF MOUNT PROSPECT REGARDING THE AUDIT COMMITTEE Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried COMPREHENSIVE C. Acceptance of Comprehensive Annual Financial Report — December 31, 2011 ANNUAL FINANCIAL REPORT Mayor Wilks presented for the Village Board's consideration and acceptance, the Village's Comprehensive Annual Financial Report — December 31, 2011. Finance Director Dave Erb provided background information and staff recommendation for the audit performed by Lauterbach & Amend for fiscal year ending December 31, 2011. Minutes of the Regular Meeting of the Page 5 of 6 Mayor and Board of Trustees October 2, 2012 of the Village of Mount Prospect Mr. Erb stated Lauterbach & Amen gave its audit of the Village for year -end 2011 and "unqualified opinion." This means their examination found the Village's financial statement to be presented fairly and prepared in accordance with generally accepted accounting principles. In addition Lauterbach & Amen conducted two separate audits; 1) Single Audit — a compliance audit of the Village's Federal and State grant receipts and 2) audit of the Downtown Redevelopment TIF — a state required audit covering the Village's tax increment financing activities. Results from those audits also indicate the Village is in compliance with requirements outlined in the Single Audit Act and TIF Statutes. Staff recommend the Village Board accept the Comprehensive Annual Financial Report and accompanying communications for the fiscal year ended December 31, 2011. Trustee Zadel, seconded by Trustee Juracek, moved for acceptance of Comprehensive Annual Financial Report — December 31, 2011. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried MANAGER'S VILLAGE MANAGER'S REPORT REPORT Village Manager Janonis stated the only item under the Village Manager's report for the Village Board's consideration was approved under the consent agenda. B. Status Village Manager Janonis stated residents with First Energy, the Village's energy supplier, recently received correspondence from First Energy as part of a regulatory requirement. As Mount Prospect residents are still getting letters from competitors, the recent letter from First Energy created some confusion. Residents with First Energy were assured they do not need to take any action in response to the letter. Village Board Comments ■ Positive feedback from residents regarding the Village's contract with First Energy. -Requested assistance from press; article making residents aware of letters from energy supply competitors. ■ Letter from First Energy — Environmental Disclosure letter; use to come from Com Ed. Trustee Korn stated the monthly Blood Drive at Village Hall is Thursday, October 4 The Blood Drive is held the first (1 Thursday of every month in the Village Hall Community Center. Trustee Polit thanked all the spectators who attended the last car show. Noting the car show is considered the best car show around, he thanked those who have worked to make it a success. Mayor Wilks stated she will move forward with an appointment to the Audit Committee; as required under the newly adopted code amendment. Mayor Wilks announced Village Hall would be closed to the public, Columbus Day — October 8th ADJOURN ADJOURN There being no further business to discuss Mayor Wilks asked for a motion to adjourn. Trustee Hoefert, seconded by Trustee Polit, moved to adjourn the meeting. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. The October 2, 2012 Village Board meeting adjourned at 8:22 p.m. M. Lisa Angell, Village Clerk Minutes of the Regular Meeting of the Page 6 of 6 Mayor and Board of Trustees October 2, 2012 of the Village of Mount Prospect