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HomeMy WebLinkAbout05/22/1990 COW minutes MINUTES COMMITI"EE OF THE WHOLE MAY 22, 1990 I. ROLL CALL The meeting was called to order at 7:35 p.m Present at the meeting were. Mayor Gerald L. Farley, Trustees Ralph Arthur, Timothy Corcoran, Leo Floros, and George Van Geem Absent from the meeting were: Trustees Mark Busse and Theodore Wattenberg. Also present at the meeting were. Village Manager John Fulton Dixon, Assistant Village Manager John Burg, Finance Director David Jepson, Planning and Zoning Director David Clements, Police Chief Ronald Pavlock, Chamber of Commerce Executive Director Janet Hansen, William Leinheiser, Consultant at Corporate Policyholders Counsel, Inc, Dave Burr of Rich and Associates; two members of the Press and five persons in the audience. II MINUTES The Minutes of the Committee of the Whole meeting of April 24, 1990 .were accepted and filed HI CITIZENS TO BE HEARD There being no one present at the meeting wishing to address the Cormmttee, the Comnuttee moved on to the next item of business IV. INSURANCE REPORT AND PROPOSAL FOR ONGOING RISK MANAGEMENT SERVICES Village Manager Dixon said the study undertaken by Corporate Policyholders Counsel, Inc. (CPC), was undertaken to determine whether the Village's insurance and self-insurance program are adequate. Mr. William Leinheiser, of CPC, reported that the general direction of the Village's insurance and self-insurance program is the correct direction. The program is well thought out and funding is at the appropriate level. These were the major recommendations ~ 1. Purchase insurance to protect the Sales and Property Tax revenues from Randhurst Mall 2. Purchase insurance for catastrophic claims m excess of the current $6 million coverage up to $20 milhon 3. Establish aumform procedure to make sure that Village contractors have adequate coverage. The Committee asked various questions of Mr. Leinheiser. One question was the cost of the Randhurst insurance. Coincidentally, the Vallage had just received a quote of $4,000 for $7.5 malhon all-risk (except flood and earthquake) insurance. This insurance would cover even a partial loss Since the Village does not have a professional risk manager on staff, CPC was asked to submit a proposal for ongoing risk management services. Dave Jepson said the proposal includes a one-time charge of $2,500 to develop procedures for obtaining proper certificates of insurance from Village contractors and provldang input on Melas Park leases. It also included a flat monthly charge of $500 as a retainer for monitoring day-to-day insurance questions and an hourly rate of $100 to monitor claims and the Village's safety activity. Mr. Leinheiser said the $100 hourly rate would be at the Village's request on an as-needed basis for claims in excess of $10,000 Manager Dixon said CPC would keep abreast of new Ordinances and the Village's scope of set,aces on a monthly basis to make sure the Village is adequately covered. Mayor Farley asked the staff to bring back at the next Board meeting the proposal for the $500 monthly fee and $100 hourly fee, the proposal for the $4,000 insurance at Randhurst and information on the excess coverage up to $20 rmlhon ff possible. It was the consensus of the Board to go ahead immediately with the award of the contract to CPC in the amount of $2,500 to develop procedures for Village contractors and input on the Melas Park leases. V. POLICE AND FIRE PENSION FLrNDS Finance Director Dave Jepson reported that the Pohce and Fire Pension Fund Actuarial Valuation Reports as of May 1, 1989, prepared by Miller, Mason and Dickerson, Inc, show a strong financial position in these Funds The Pohce Pension is funded at 122.9% and the Fare Pension at 133 3% compared to a Statewide average of 72% and 74% respectively. Mayor Farley asked if the Village's contribution could be abated this fiscal year. Dave Jepson said the contribution could probably be reduced to the level of last year's pension levy, a reduction of about $100,000. However, he would prefer to wait until November closer to the Tax Levy to make a decision -2- Dave Jepson also reported that the Village's IMRF (a State Fund) has been funded at 69% for the last three years even though contributions have been considerably higher than Police and Fire. By State law, the IMRF must be 100% funded by 2020, and contributions have escalated from 6% to 10 3% over the last three years Trustee Van Geem asked if the favorable res~lts in the Police and Fire Pension Funds are caused by any significant changes in accounting. Dave Jepson said no. Manager D~xon said prudent investment practices by the Finance Director have been helpful. VI. PARKING STUDY Planning and Zomng Director Dave Clements outlined the tasks performed by Rich and Associates in preparing the Parking Study for the Central Business District. Rich and Associates met with Bank officials, did surveys of commuter and employee parking, counted on-street parking and did three studies of turnover. Dave Burr, of Rich and Associates, said there is a deficit of 40 spaces in the Central Business District, but some areas have a' surplus while others have a deficit. He then outlined the recommendations of the study. The Committee asked various questions of the consultant and staff. One concern was whether stricter enforcement is needed and whether the additional revenue generated by tickets would cover the salary of a meter enforcement officer. Chief Pavlock said that a meter officer's salary would be covered by the additional tickets. However, Chief Pavlock would prefer a public relations approach; namely trying to educate the business commumty to urge their employees to cooperate Janet Hansen, of the Chamber of Commerce, supported this approach and said members of the Chamber are willing to work with the Village. Staff made the following recommendations' 1. Continue attempting to reach an agreement to consolidate the Village Hall parking lot, the Fannie May property and Kelly Orthotics. 2. Proceed with the consohdatlon of the Senior Center lot, V&G lot, the vacant property and the doctor's office lot; subject to determination of cost. 3. Continue discussions with First Chicago Bank to see what arrangement can be worked out. 4. Put cash boxes on the widened area of Prospect Avenue. 5. Set up a cooperative venture with the Chamber of Commerce to help educate employees to use parking spaces on side streets or behind businesses. -3- 6. Install signage to pubhc and private parking areas to ensure the most efficient usage of available parking Manager Dixon strongly recommended installing the cash boxes immediately. There appeared to be a consensus by the Committee of the Whole to accept the six recommendations by staff subject to cost. Sharon Brix, a resident on Hiawatha Trail, explmned the difficulty commuters face ~n trying to find a place to park. She urged the Vdlage to put cash boxes on Prospect Avenue. Trustee Corcoran asked if it would help to put out a flyer shovnng appropriate parking areas and the recommendations of the parking study. Mrs Brix said it would be helpful. VII MANAGER'S REPORT Manager Dixon reported that 2,800 people had enjoyed the Public Works Open House last Saturday. Manager Dixon said RJN Environmental Engineers had been contacted regarding the Flooding Study. Funds may be available through IDOT for flood control. On May 29, at 6'30 there will be a Public Hearing at Harper College by the P m., Army Corps on the baleflll. Manager Dixon discussed the memo dated May 22 prepared by Planmng and Zomng Director Dave Clements concerning the May 21 Downtown Strategy session and the meeting scheduled for June 4. Mayor Farley had also prepared a memo on the same subject urging that the Village move forward without delay to avoid losing an interested developer who is a large landowner in the downtown area. VIII ANY OTHER BUSINESS There being no further business to come before the Committee of the Whole, the Committee moved on to the next item of business IX. ADJOURNMENT Trustee Arthur moved and seconded by Trustee Floros, to adjourn the meeting at 9:55 p.m Motion carried unammously. Respectfully subnutted, JOHN P. BURG Assistant Village Manager JPB/rcw