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HomeMy WebLinkAbout11/26/2002 COW minutesIh III. IV. MINUTES COMMITTEE OF THE WHOLE NOVEMBER 26, 2002 CALL TO ORDER The meeting was called to order at 7:05 p.m. by Mayor Gerald Farley, in the Mt. Prospect Park District Community Center, 1000 West Central Road. Present at the meeting were: Trustees Timothy Corcoran, Richard Lohrstorfer, Michaele Skowron, Irvana Wilks and Michael Zadel. Absent from the meeting was: Trustee Paul Hoefert. Staff members present included: Village Manager Michael Janonis, Assistant Village Manager David Strahl, Finance Director Doug EIIsworth, Public Works Director Glen Andler, Deputy Public Works Director Sean Dorsey, Police Chief Richard Eddington, Human Services Director Nancy Morgan, Community Development Director William Cooney, Village Forester Sandy Clark, Village Engineer Jeff Wulbecker, Streets and Buildings Superintendent Paul Bures, Vehicle Maintenance Supervisor Jim Guenther, Deputy Finance Director Carol Widmer and Fire Chief Michael Figolah. APPROVAL OF MINUTES Approval of minutes from October 22, 2002. Motion was made by Trustee Zadel and Seconded by Trustee Lohrstorfer. Minutes were approved. Trustee Wilks abstained. Approval of minutes from November 12, 2002. Motion was made by Trustee Wilks and Seconded by Trustee Corcoran. Minutes were approved. CITIZENS TO BE HEARD None. 2003 BUDGET DISCUSSION Mayor Farley stated that this the last of three Budget meetings and this meeting will include a summary of previous meetings and the December meetings of the Village Board will be for public hearing process leading to the final approval of the 2003 Budget. Public Works Department Budqet Review Public Works Director Andler provided an overview of Department responsibilities and structure. He highlighted the 2002 accomplishments which included the sixth year of the Accelerated Street Program and the start of resurfacing phase of the accelerated street program. He stated eight miles of streets were done this year which brings the total up to 50 miles completed so far. He also stated that Village residents diverted approximately 43% of the waste stream through recyclable materials. He stated the flood control efforts of the Village have garnered a Class 7 rating which makes Mount Prospect one of only three towns in Illinois that has such a rating. He stated his budget is down 4.7% and one of the larger increases in his budget is due to the brick sidewalk maintenance and the shifting of the sidewalk improvement program to the street resurfacing program in order to get better pricing from single-source contractors. One of the new initiatives he is requesting for next year is the purchase of JULIE management software. This will allow better management and confirmation of utility locates. He also stated his Department gets a tremendous number of locates regularly and the opportunity to manage the requests is recommended. His budget also includes funds for relocating water mains in the Prospect Manor area. He stated this used to be a private water system which was taken over by the Village when the area was annexed and all of the service lines are in the rear yards and he would like to relocate those to the public right-of-way for improved access. He stated another large initiative the Department is undertaking is the combined sewer improvement study which is mandated by the State. He stated that an inventory study is underway and 37 miles of 96 miles have been completed. He also stated that it is anticipated that the railroad crossing at Route 83 which was delayed this fall will be rebuilt in the spring of 2003 and although it should only last ten days, there will be traffic disruption within the community which will need to be coordinated. General comments from the Village Board members included some discussion regarding sidewalk work coordination with street resurfacing and reconstructing work. There was a comment regarding the status of this budget and its impact on overall infrastructure maintenance. This budget is only delaying things that will need to be addressed no matter what the budget condition is in the future and it is not recommended that extensive deferrals of the Village infrastructure are repeated. Non-Departmental Budget Review Finance Director Doug EIIsworth provided a summary of the debt service, pensions, civic/community services. He stated the civic and community budget represents a 7% reduction. Village Manager Mike Janonis stated that Trustee Hoefert has requested in writing that the Village Board reconsider the funding reductions to the Historical Society. Pam Marshall, Historical Society Board member, spoke. She stated that there are numerous fixed expenses which make up the Budget and they have been aggressive in obtaining grants that the proposed reduction by the Board will significantly impact their overall operations. Andy Hummel, Historical Society Board member, spoke. He stated that salaries make up approximately 60% of the budget and even though other services have been reduced, there is a direct benefit that is obtained from their activities. General discussion from the Village Board members included the following comments: 2 Several Board members stated that they found the Historical Society was a worthy endeavor and would challenge them and other groups to work at making up the difference in funding. It was also mentioned that all Departments in the Village are being asked to sacrifice and any restoration for the Historical Society should be based on type of performance based on funding or matching funds. It was also suggested that there could be funds moved from other civic operations to the Historical Society to assist in restoring part or all of the funding that has been cut. Village Manager Janonis also stated that if the reduction could be found elsewhere and the Historical Society budget allocation could remain at the original amount and adjust mid-year depending on the budget situation at that time. Consensus of the Village Board was to restore $2,000 from the civic and community events area to the Historical Society and the Historical Society would be responsible for obtaining the remaining $2,000 to make up the difference of the entire proposed reduction. Debt Service Summary Finance Director Doug EIIsworth stated the Debt Service shows an increase of 6.8%. He stated the property tax related to debt is increasing due to the Library and Village Hall. He stated the proposed pension increases reflect actual cash expenditures and he foresees an increase in Police and Fire pensions. He stated the Risk Management and Insurance Fund shows a health insurance increase of 20% for next year. Mount Prospect Public Library The Budget is $26.1 million and includes $19 million for expansion and a 3.1% increase in operating expenses. John Korn, Finance Commission Chairman, spoke. He stated that he would like to thank staff for their work in preparing this budget and is concerned about using Fund balances to maintain funding for non-critical services. He would recommend moving $1,000 in the Visions Committee for a Southside Resource Center as seed money even though there is not enough money to get the Center started. He also stated that the Village should not assist in providing funds for relocation of the old school building in case there is a request. Mayor Farley suggested a joint meeting with the Village Board and Finance Commission after the first of the year in an effort to discuss long-term revenue issues. Village Manager Janonis presented an option to jump-start the Traffic Unit by using overtime for exclusive traffic details. He stated that for each 113 hours of overtime, the cost would be $5,000 which would net approximately ten hours per traffic detail based on the typical complexity of the requests that have come through in the past. This could be adequate to address the traffic requests on a basic. He stated any additional overtime would come from budget reserves and this is only a short-term option. General comments by Village Board members included whether there were additional funds allotted for traffic control during the Route 83 railroad crossing repair. 3 I. Village Manager Janonis stated that there have been no funds earmarked for such an event at this time. General consensus of the Village Board was to increase the Police Department overtime budget for traffic control and enforcement by $20,000. Funds would be taken from reserves. Trustee Corcoran stated that the 2003 budget should not be repeated in 2004. He stated there have been issues addressed incrementally but them is a need to link the cost of actual service with the revenue stream respective of economic conditions. He stated the Village Board needs to define the level of pain it is willing to accept before empowering the Finance Commission for recommendations. Trustee Skowron supported Trustee Corcom n's suggestion about the Board analysis necessary to address the 2004 Budget situation. ANY OTHER BUSINESS Manager Michael Janonis thanked staff for their effort in preparing the Budget. Adiournment Them being no further business, the meeting adjourned at 9:02 p.m. Respectfully submitted, DAVID STRAHL Assistant Village Manager DS/rcc 4