HomeMy WebLinkAbout07/08/2003 COW agendaCOMMITTEE OF THE WHOLE
AGENDA
Meeting Location:
Mt. Prospect Park District Community Center
1000 West Central Road
Meeting Date and Time:
Tuesday, July 8, 2003
7:00 p.m.
II.
II1.
IV.
CALL TO ORDER - ROLL CALL
Mayor Gerald L. Farley
Trustee Timothy Corcoran Trustee Michaele Skowron
Trustee Paul Hoefert Trustee Irvana Wilks
Trustee Richard Lohrstorfer Trustee Michael Zadel
ACCEPTANCE OF MINUTES OF COMMITTEE OF THE WHOLE MEETINGS OF
APRIL 22, 2003 AND MAY 13, 2003
CITIZENS TO BE HEARD
2004-2008 CAPITAL IMPROVEMENTS PLAN
In 1997, the Village Board formally adopted its first comprehensive 5-year Capital Improvements Plan
(CIP). In previous years, the Village used a number of separate documents in its capital projects
planning. While each of these documents was useful in its own right, none offered an overall picture
of the Village's capital needs. The establishment of a 5-year Capital Improvements Plan (CIP)
provides a comprehensive view of the Village's capital needs for consecutive rolling five-year
windows.
The proposed 2004-2008 CIP is generally comprised of projects which involve the purchase or
construction of long-lived, tangible assets at a cost of $25,000 or more. The total cost of alt requests
for all years included in the plan is approximately $44.4 million.
Many of the requests in the plan are simply continuations of established projects. Others are projects
not currently in progress but have been discussed by the Village Board on previous occasions. Some
requests are being presented for the first time through the ClP. Given that the CIP is intended to
afford a comprehensive view of the Village's capital needs, it is fitting that all of these project requests
be included in the proposed plan. Of the $44.4 million of project requests included in the proposed
CIP, about $33.1 million (or 74%) is for the continuation of established projects including
approximately $15.1 million for street resurfacing.
NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY
NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE
AT ~00 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 6 0056, 8 47/392-6000, EXTENSION 5 32,7, T DD
#847/392-6064.
A project's inclusion in the CIP does not guarantee its funding and accomplishment. The CIP is a
planning document. As such, it is subject to change. The CIP is reviewed and updated on an annual
basis. The next CIP will cover the years 2005 through 2009.
Special attention should be given to the projects requested for 2004. Those are the projects, which
would potentially be included in the Village's next annual operating budget. Although the Village
Board may decide not to fund a 2004 project request included in the final 2004-2008 CIP, the CIP
should serve as a "pre-budget" for capital items. The 2004 project requests included in the proposed
CIP amount to $13.2 million. Of this amount, $11.4 million (or 86%) is for the continuation of
established projects including $3.2 million for the Street Program and $5.2 million for completion of
the new Village Hall/Community Center and municipal parking deck. It should be noted that over $1.6
million in capital projects originally scheduled for 2004 has been deferred to out years while the
Village Board and Administration work to develop a long-range financial plan that wilt, among other
things, identify a permanent funding source for such projects.
The proposed 2004-2008 CIP was distributed on June 6, 2003 to the Finance Commission and the
Village Board. The Finance Commission held a meeting on June 19, 2003 to review the proposed
document. Copies of the draft minutes from the Commission's meetings will be provided separately.
Once the Committee of the Whole completes its review of the proposed 2004-2008 CIP, it will be
presented to the Village Board for formal acceptance on July 15, 2003.
COMMUTER PARKING FEE INCREASE
During this year's long-range financial planning process, staff looked at various fees and
fines currently being charged by the Village. A number of recommendations will be
forthcoming suggesting modest increases in certain fees and fines to bring them into line
with the going rate in other communities. Included on the July 8, 2003 Committee of the
Whole Agenda is a proposal to increase parking fees for the Village's downtown commuter
lots. The current fee of $1.00 per day has been in place for over 15 years. A survey of what
other communities are charging along various commuter rail lines indicates that $1.00 per
day is below the average. Staff would propose, at a minimum, that the fee be raised to
$1.25 per day and that serious consideration be given to increasing the fee to $1.50 per day.
The attached memorandum and supporting documentation from Public Works
Administrative Analyst Jason Leib details the levels of new revenue that would be generated
by an increase. As you will note, we are obligated to share a portion of this revenue with the
Union Pacific Railroad as part of our lease agreement covering the Northwest Highway
commuter lots and train station.
The additional revenues are necessary to ensure proper long-term maintenance of our
downtown parking facilities. The daily rate also serves as a benchmark for anticipated
parking lease arrangements for the existing Wille Street lot and the new Parking Deck.
Revenues generated from Village-owned lots and structures will be used to create a sinking
fund to cover long-term maintenance items for these parking assets.
This discussion will also provide staff with an opportunity to preview the automated fee
collection system that is currently being installed in the existing commuter lots. This
automated system will make collection and accounting of revenues easier and more
accurate. The system also allows for the issuance of debit cards which customers can
utilize instead of cash. The Finance Department would handle the sale of debit cards.
Appropriate staff will be on hand to answer questions and facilitate discussion.
VI.
MAYOR PROTEM PROTOCOL
The Village Code currently provides for the selection of a Mayor Pro Tem to serve in the
official capacity of the Mayor in times of his/her absence or disability. The current protocol
requires official action by the Village Board at one of its regular business meetings.
Historically, the Mayor Pro Tern position has been established in the narrow circumstance of
presiding over official meetings of the Village Board. Once the meeting has concluded, the
status of Mayor Pro Tem is extinguished.
In this day and age of extended travel capabilities, homeland securing issues and the
potential suddenness with which the need for a Mayor Pro Tern may arise, staff would
propose that the Village Board review the current protocol and consider an expanded and
more definitive protocol to cover not only official Village meetings but also those periods
where the current Mayor may be out of town and unavailable for extended periods of time.
Attached is a recent survey of Northwest Municipal Conference communities and how they
handle Mayor Pro Tem protocol. It appears that the protocol is somewhat unique to the
culture of each community's philosophical viewpoint. In some cases, the Mayor has the
ability to appoint a stand-in. In other cases, the Village Board must act on a case-by-case
basis (as does Mount Prospect). In the case of Hoffman Estates, a semi-permanent Mayor
Pro Tem is established from among Village Board members and serves a set term.
The purpose of Tuesday evening's discussion is to engage in an initial philosophical
discussion that will, hopefully, provide some direction to staff as how to proceed or not to
proceed, as the case may be with drafting a new protocol.
Appropriate staff will be on hand to answer questions and facilitate discussion.
VII. VILLAGE MANAGER'S REPORT
VIII. ANY OTHER BUSINESS
IX. ADJOURNMENT