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Home My WebLink AboutCOW Agenda Packet 04/09/2003 COMMITTEE OF THE WHOLE AGENDA Meeting Locabon Meeting Date and Time: Mt. Prospect Commun~tyCenter Wednesday, April 9, 2003 1000 West Central Road 7:00 p m I. CALL TO ORDER - ROLL CALL Mayor Gerald L. Farley Trustee Timothy Corcoran Trustee M~chaele Skowron Trustee Paul Hoefert Trustee Irvana W~lks Trustee R~chard Lohrstorfer Trustee M~chael Zadel II. ACCEPTANCE OF MINUTES OF MARCH 25, 2003 III. CITIZENS TO BE HEARD IV. LONG-RANGE FINANCIAL PLAN W~th the adoption of the 2003 Municipal Budget last December, The V~llage Board and Administration reluctantly embraced the Village's first deficit spending plan ~n more than a decade. Th~s conscious decision, m'the face of a soft economy and shrinking revenues, was grounded in the desire to hold the I~ne on substantive tax ~ncreases Itwas also done w~th the knowledge that over the past several years, a concerted effort had been made to build up the Village's "ra~nyday fund" (General Fund fund balance) The 2003 Budget called for a draw down of $632,000 in General Fund surplus to cover ongoing operahng expenses along with modest expenditure reducbons as part ora hold the line budget Antic~pabng a continuing sluggish economy through next year, the 2004 Forecast Budget predicted a $1.3 milhon General Fund deficit (which has since grown to approximately $1.9 m~ll~on due to a greater than anticipated shortfall in Home Rule Sales Tax revenues) W~th conbnued drawdowns on General Fund surplus, an unsound fiscal pracbce, the V~llage Board committed to develop a Long-Term Financial Plan (five-year timeline) designed to bring revenues and expenditures ~nto balance while maintaining the V~llage as an attracbve community in which to I~ve, work and operate a business. The goal for developing such a Plan was the end of the first quarter of 2003 S~nce the beginning of 2003, the F~nance Commission and V~llage Board have met (separately) on a number of occasions to analyze the various factors contnbubng to the current fiscal s~tuabon. As part of the process, these bodies, along w~th staff have developed a detailed methodology that includes rewew of revenue/expenditure trends, possible external impacts, scope/mix of services, new/necessary initiabves, benchmark~ng, cuts and/or tax increases. The analysis and d~scussions have been exhausbve NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODATION TO PAR TIClPA TE, SHOULD CONTACT THE VILLA GE MANAGER'S OFFICE A T 100 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392.6000, EXTENSION 5327, TDD #847/392-6064. At the Aprd 9 Committee of the Whole meeting, a prehminary F~nancial Plan will be presented and explained to the community. Subsequent Committee of the Whole meetings will be used to sohc~t pubhc comment with an eye on fine-tuning the Plan to meet general community expectabons Appropriate staffw~ll be on hand to answer quesbons and facd~tate discussion ' V. VILLAGE MANAGER'S REPORT VI. ANY OTHER BUSINESS VII. ADJOURNMENT CLOSED SESSION PERSONNEL 5 ILCS 120/2 (c) (1). "The appointment, employment, compensabon, d~sc~phne, performance, or d~smissal of specific employees of the pubhc body, including heanng tesbmony on a complaint lodged against an employee to determine its vahd~ty" II. III. IV. MINUTES COMMI'I-rEE OF THE WHOLE MARCH 25, 2003 CALL TO ORDER The meebng was called to order ~t 7:05 p m by Mayor Gerald Farley, in the Mt. Prospect Park D~stnct Community Center, 1000 West Central Road Present at the meebng were Trustees R~chard Lohrstorfer, M~chaele Skowron, Irvana Wdks and M~chael Zadel Absent from the meeting were Trustees T~mothy Corcoran and Paul Hoefert Staff members present included: Vdlage Manager M~chael Janonis, Assistant Vdlage Manager David Strahl, Community Development D~rector Wdliam Cooney, Streets and Buildings Supervisor Paul Bures, Vdlage Attorneys Everette Hdl, George Wagner, Kathy Henn and Lance Mahna, Vdlage Engineer Jeff Wulbecker and Sol~d Waste Coordinator L~sa Angell APPROVAL OF MINUTES Approval of minutes from March 11, 2003. Motion was made by Trustee Zadel and Seconded by Trustee Lohrstorfer. Trustee W~lks pointed out there was a need to ensure there were h~gher fees charged if compliance was not forthcoming as reflected m the consensus. M~nutes were approved. CITIZENS TO BE HEARD None. OVERVIEW OF CONFLICT OF INTEREST~ OPEN MEETINGS ACT AND FREEDOM OF INFORMATION ACT Village Attorney Everette Hill provided an introducbon to the legal team members and each area of concentrabon that they wdl be focusing on Attorney Kathy Henn d~scussed e-mad communications relabng to Freedom of Information and public records. She provided a defln~bon of public records and whether e-mad is a public record depends on who prepares the document and whose control ~t remains under. She stated that there are mon~tonng systems available for employee e- mad which many employers have put in place. She stated there ~s no requirement to d~sclose GIS maps ~f available and generally, she stated that ~f a document can found, it should be considered ~n the public domain. There was a general d~scuss~on regarding general conversabons between Board members wa e-mad It was pointed out that the Board members should be careful not to engage ~n extension d~scuss~on wa e-mad since it could logically be considered a public meeting which would create add~bonal issues. I. VII. Attorney Lance Malina provided informabon on the Freedom of Informabon and Open Meetings Act. He prowded a summary of pending leglslabon currently before the General Assembly. He prowded the definition of a public meeting and excepbons that allow a public body to go into Closed Session. He also discussed the topics that are I~mited to be placed on the Agenda as part of a public meeting. He discussed procedural detads of calling a Closed Session and the necessary detail to prowde nobce He prowded ~nformation regarding the I~m~t of llt~gabon regarding open meetings and possible exposure to elected and appointed staff officials. He stated the minutes only need to be a summary of the Closed Session and a semi-annual review and release of m~nutes from Closed Session is required He stated that communicabng via e-mad through a reply by all could potentially be considered a public meebng and should assume that e-mail be considered public ~nformat~on He suggested that the d~scussions could take place by responding d~rectly back to the Village Manager and the Manager consolidate those suggestions and return them back to the Board members for their information. He also stated that items can be added to the Agenda at a meebng, however, those ~tems cannot be for final acbon. Attorneys Buzz Hill, George Wagner and Lance Malina discussed various scenarios for iIlustrabve purposes and varying fact patterns to descnbe possible conflict of ~nterest, and prowde adwce on addressing these possible conflicts. VILLAGE MANAGER'S REPORT None. ANY OTHER BUSINESS Trustee Skowron wanted to inwte all the residents to the recently relocated Representabve Carolyn Krause's new office at 200 East Evergreen. The Open House is on March 29, from 9.30 a.m untd 11:30 a.m ADJOURNMENT There being no further business, the meeting adjourned at 9 40 p m Respectfully submitted, ~DAVID STRAHL Assistant V~llage Manager DS/rcc 2 Lon.q Range Financial Plan Methodology · Continually monitor deficit projections · Continually monitor revenue projections without Costco · Assess potential external impacts · Identify New/Necessary Initiatives Village of Mount Prospect April 2003 Lon.q Ran.qe Financial Plan Methodology rco.ti, uod~ · Review/Readjust Scope/Mix of Services (Cuts) · Determine Total Revenues Required · Determine Need for Revenue Enhancements (Increases) · Develop Multi-Year Plan Village of Mount Prospect April 2003 Lon_~ Ran_qe Financial Plan New/Necessary Initiatives · ClF Funding Source · Police Traffic Unit · Fire 5-Year Plan - Staffing -Relocate Station 14 Village of Mount Prospect $55o, ooo $500,o0o $2oo, ooo $185,ooo (Per year Debt Service) April 2003 Lon_q Ran_qe Financial Plan New/Necessary Initiatives Retiree Health Care Levee 37 Randhurst Sub Triangle Feasibility Study $305,000 +$300,000 $ 75,000 North/Southside Resource Center Alter Property YMCA Teen Center Village of Mount Prospect $ 25,000 April 2003 ii/ MAYOR Gerald L. Farley TRUSTEES Timothy J Corcoran Paul Wm Hoefert Pdchard M Lohrstorfer M~chaele W Skowron Irvana K Wllks Michael A Zadel Village of Mount Prospect Community Development Department 100 South Emerson Street Mount Prospect, llllnols 60056 VILLAGE MANAGER Michael E Janoms VILLAGE CLERK Velma W Lowe Phone 847/818-5328 Fax 847/818-5329 TDD 847/392-6064 NOTICE THE THURSDAY, APRIL 10, 2003 MEETING OF THE PLANNING & ZONING COMMISSION HAS BEEN CANCELLED. AN AGENDA VOLL BE SENT PRIOR TO THE NEXT MEETING. Dated th~s 4TH day of April, 2003 C \Documents a~d Scttmgs\KDcw~s. DOMAIN1Local Settings\Temporary lmernet File~XOLK2\Canc¢l 4-10 doc VILLAGE OF MOUNT PROSPECT FINANCE COMMISSION AGENDA Thursday, April 10, 2003 7:00 p.m. Village Hall Buil&ng 100 South Emerson Street 2nd Floor Conference Room I II III IV V VI VII VIlI Adjoumment Call to Order Approval ofM~nutes - Meeting of February 27, 2003 Discussion Regar&ng 2004 Projected Budget Deficit Chmrman's Report F~nance Director's Report Other Business Next Meeting. Thursday, May 22, 2003, 7:00 p.m NOTE: Any ~nd~wdual who would hke to attend this meeting but because ora dmabilityneeds some accommodation to parttc~pate should contact the Fxnance D~rector's Office at I00 South Emerson Street, Mount Prospect, (847) 392-6000, ext. 5277, TDD (847) 392-6064. MAYOR Gerald L Farley TRUSTEES Timothy J Corcoran Paul Wm Hoefert R~chard M Lohrstorfer M~chaele W Skowron Irvana K Wflks M~chael A Zadel VILLAGE MANAGER M~chael E Janoms VILLAGE CLERK Velma W Lowe Village of Mount Prospect 100 South Emerson Street Mount Prospect, Ilhno~s 60056 Phone (847) 392-6000 Fax (847) 818-5336 TDD (847) 392-6064 VILLAGE OF MOUNT PROSPECT FINANCE COMMISSION THE FINANCE COMMISSION MEETING SCHEDULED FOR APRIL 24, 2003 HAS BEEN CANCELLED AND RESCHEDULED FOR THURSDAY APRIL 10, 2003 AT VILLAGE HALL 100 SOUTH EMERSON STREET 2nd FLOOR CONFERENCE ROOM