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HomeMy WebLinkAbout6. NEW BUSINESS 8/19/03 ugust 1, 2003 William J. Cooney, AICP Director of Community Development Village of Mt. Prospect 100 S. Emerson Street Mt. Prospect, IL 60056 Dear Mr. Cooney, The Planning & Zoning Commission recommended approval of our request for a Variation to permit a 2'2" side yard thus allowing for a proposed garage addition by a unanimous vote. Our case is scheduled to go before the Village Board for the ordinance's first reading on August 19, 2003. We are requesting that the Village Board waive the second reading, tentatively scheduled for the second Village Board meeting and take final action at the August 19tl~ meeting, as we are anticipating a construction start date in September. I appreciate your assistance in facilitating this request. Should you have any questions, feel free to contact us at (847)577-7066. Sincerely, Martin & Renata Sobey 305 Man-&wa Tr. Mt. Prospect, I1 60056 illage of Mount Prospect Community Development Department MEMORANDUM TO: FROM: DATE: SUBJECT: MICHAEL E. JANONIS, VILLAGE MANAGER DIRECTOR OF COMMUNITY DEVELOPMENT AUGUST 1, 2003 PZ-28-03 - VARIATION (SIDE YARD SETBACK) 305 MANAWA TRAIL MARTIN & RENATA SOBEY - APPLICANTS The Planning & Zoning Commission transmits their recommendation to approve Case PZ-28-03, a Variation request to allow a 2'2" side yard setback, as described in detail in the attached staff report. The Planning & Zoning Commission heard the request at their July 24, 2003 meeting. The Subject Property is located in a single-family residential neighborhood. The Petitioner is seeking a Variation to allow a 2'2" side yard setback in order to add onto the existing one-car garage. The Zoning Ordinance requires a five-foot setback, but the irregular shape of the Subject property precludes the Petitioner from meeting the required setback. Therefore, they are seeking a Variation for the required side yard setback. The Plmming & Zoning Commission discussed the Petitioner's plans for the garage and noted that the proposed materials would create the appearance ora unified structure. The Commission discussed the irregular shape of the Subject Property and how only a portion of the garage addition would encroach into the required yard. The Planning & Zoning Commission members voted 7-0 to recommend that the Village Board approve a request for a Variation for a 2'2" side yard setback as shown on the Petitioner's site plan to allow the construction of a 2-car garage (addition) for the property at 305 Manawa Trail, Case No. PZ-28-03. Please forward this memorandum and attachments to the Village Board for their review and consideration at their August 5, 2003 meeting. Staff will be present to answer any questions related to this matter. MINUTES OF THE REGULAR MEETING OF THE PLANNING & ZONING COMMISSION CASE NO. PZ~28-03 Hearing Date: July 24, 2003 PETITIONER: Martin & Renata Sobey PUBLICATION DATE: July 9, 2003 PROPERTY ADDRESS: 305 Manawa Trail PIN #: 08-11-423 -002 REQUEST: Variation for a side yard setback MEMBERS PRESENT: Arlene Juracek, Chairperson Merrill Cotten Joseph Donnelly Leo Floros Richard Rogers Matthew Sledz Keith Youngquist MEMBERS ABSENT: None STAFF MEMBERS PRESENT: Judy Connolly, AICP, Senior Planner Anne Walters, Community Development Intern INTERESTED PARTIES: Chairperson Arlene Juracek called the meeting to order at 7:34 p.m. Richard Rogers made a motion to approve the minutes of the June 26 meeting errata, seconded by Merrill Cotton. The June meeting minutes were approved 4-0, with three abstentions (Arlene Juracek, Joseph Donnelly and Keith Youngquist). At 8:17 p.m. Ms. Juracek introduced Case No. PZ-28-03, a request for a Variation for a 2'2" side yard setback. She said that the request would be Village Board final. Ms. Judy Connolly, Senior Planner, presented the case. She said the Subject Property is located on the south side of Manawa Trail, between E lmhurst Road a nd Hiawatha A venue, and contains a single-family residence with related improvements. She said that the Subject Property is zoned RA Single Family Residence and is bordered on the east, south, and west by the RA District and to the north by the CR Conservation Recreation District. She noted that the Subject Property has an irregular shape and currently contains an attached one-car garage. Ms. Connolly said that the Petitioner would like to remodel the interior of the existing house in addition to adding on to it. The Petitioner's plans call for adding a master bedroom and a family room, and expanding the existing garage into a two-car garage. Due to the irregular shape of the Subject Property, a portion of the project requires relief from zoning regulations since the garage addition would encroach into the required five-foot side yard. Therefore, the Petitioner is seeking a Variation in order to construct the garage addition. Ms. Connolly reported that the Petitioner worked with staff and an architect to arrive at a design for a garage addition that would not require relief from zoning regulations. However, the minimum industry standard size for a 2-car garage and the shape of the lot prevented the Petitioner from arriving at a design that meets zoning setback regulations. She said that the proposed garage addition was designed using materials that would make it appear as part of the 'original' garage. Ms. Connolly said that the existing home complies with zoning regulations. However, approximately ten linear feet of the garage addition requires relief from the RA Bulk Regulations for the interior side yard setback. She said that the Planning & Zoning Commission PZ-28-03 Arlene Juracek, Chairperson Page 2 Subject Property would comply with all other zoning regulations and the addition would be constructed according to Village Code. Ms. Connolly reviewed the standards for a Variation as listed in the Zoning Ordinance with the specific findings that must be made in order to approve a Variation. She said the Petitioner is proposing to renovate the existing home to create additional living space and accommodate a second car. She reported that the Zoning Ordinance requires a five- foot side yard, but that the Petitioner was seeking a Variation to permit a 2'2" side yard for approximately ten linear feet of the garage. The Petitioner explored different options for the garage addition, but found that the irregular shape of the Subject Property prevents the Petitioner from adding onto the existing garage in a manner that would allow for a second car without doing extensive modifications to the house. Ms. Connolly said that although a two-car garage may be considered a convenience, the shape of the Subject Property prevents the Petitioner from complying with zoning regulations. Also, the manner in which the addition was designed will create the appearance of a unified structure and preserve the character of the house with minimal impact on the neighborhood. Ms. Connolly said that based on these findings, Staff recommends that the Planning & Zoning Commission recommend that the Village Board approve a Variation and allow a 2'2" side yard setback along the west property line as shown on the Petitioner's site plan for the residence at 305 Manawa Trail, Case No. PZ-28-03. She said that the Village Board's decision is final for this case. The Commission asked for clarification on what part of the garage did not meet code. Ms. Connolly informed the P&Z that it was only a portion of the garage and not the whole garage that would not meet the required five-foot setback. Martin Sobey, 305 Manawa Trail, was sworn in. He stated that they had decided to use the proposed design even though it did not meet current code because they wanted to retain the look of the house and that a 'side addition' was their only option. Ms. Juracek toted that the Subject Property had a curvilinear shape, which created challenges for homeowners who wanted to improve their property and that the P&Z had reviewed other requests similar to the Petitioner's request. Richard Rogers asked if the neighbor to the west supported the request. The petitioner said that they had not heard any complaints or disagreements over the garage addition. Ms. Juracek noted that a Public Hearing sign was posted on the property and that mailing had been done that informed the neighbor about the requested variation. She asked if anyone in the audience wanted to address the Planning & Zoning Commission concerning this case. There was no response and Chairperson Juracek closed the hearing at 8:23pm. There was general discussion that the amount of the variation was minimal and that there was sufficient distance between the Petitioner's house and the neighbor's house. Richard Rogers made a motion to approve the requested Variation to permit a 2'2" side yard setback as shown on the petitioner's site plan for Case No. PZ-28-03,305 Manawa Trail. Joseph Donnelly seconded the motion. UPON ROLL CALL: AYES: Cotten, Donnelley, Floros, Rogers, Youngquist, Sledz, and Juracek NAYS: None Motion approved 7-0. Village Board decision final. lanning & Zoning Commission Arlene Juracek, Chairperson PZ-28-03 Page 3 At 10:59 p.m, Joseph Donnelley made motion to adjourn, seconded by Richard Rogers. The motion was approved by a voice vote and the meeting was adjourned. Anne Walters, Community Development Intern C--'"'~Jtf, ~ d0nn~/l~, Senior Plarm-ei'" Zoning COMM~&Z 2003hMinute~PZ-28-03 305 Manawa Trail.doc Village of Mount Prospect Community Development Department CASE SUMMARY- PZ-28-03 LOCATION: PETITIONERS: OWNERS: PARCEL #: LOT SIZE: ZONING: LAND USE: REQUEST: 305 Man-A- Wa Martin & Renata Sobey Martin & Renata Sobey 08-11-423 -002-0000 0.23 acres (9,976 square feet) RA Single Family Residence Single Family Residential Variation - Side Yard Setback LOCATION MAP Lonnquist Boulevard 600 6O4 606 6O8 610 N Village of Mount Prospect Community Development Department MEMORANDUM TO: MOUNT PROSPECT PLANNING & ZONING COMMISSION ARLENE JURACEK, CHAIRPERSON FROM: JUDY CONNOLLY, AICP, SENIOR PLANNER DATE: JULY 17, 2003 HEARING DATE: JULY 24, 2003 SUBJECT: PZ-28-03 - VARIATION (2.15-FOOT SIDE YARD) 305 MAN-A-WA (SOBEY RESIDENCE) BACKGROUND A public hearing has been scheduled for the July 24, 2003 Planning & Zoning Commission meeting to review the application by Martin & Renata Sobey (the "Petitioner") regarding the property located at 305 Manawa Trail (the "Subject Property"). The Petitioner is seeking a Variation to allow a 2'2" side yard along a portion of the Subject Property's west lot line when the Zoning Ordinance requires a five-foot setback. The P&Z hearing was properly noticed in the July 9, 2003 edition of the Journal Topics Newspaper. In addition, Staff has completed the required written notice to property owners within 250-feet and posted a Public Hearing sign on the Subject Property. PROPERTY DESCRIPTION The Subject Property is located on the south side of Man-A-Wa Trail, between Elmhurst Road and Hiawatha Avenue, and contains a single-family residence with related improvements. The Subject Property is zoned RA Single Family Residence and is bordered on the east, south, and west by the RA District and to the north by the CR Conservation Recreation District. The Subject Property has an irregular shape (triangular) and currently contains an attached one-car garage. SUMMARY OF PROPOSAL The Petitioner would like to remodel the interior of the existing house in addition to adding on to it. The attached exhibits show the Petitioner's plans for the project, which include adding a master bedroom, a family room, and expanding the existing garage into a two-car garage. Due to the irregular shape of the Subject Property, a portion of the project requires relief from zoning regulations since the garage addition would encroach into the required five-foot side yard. Thus the Petitioner is seeking a Variation in order to construct the garage addition. The Petitioner worked with staff and an architect to arrive at a design fOr a garage addition that would not require relief from zoning regulations. However, the minimum industry standard size for a 2-car garage and the shape of the lot precluded the Petitioner from arriving at a design that meets setback regulations. The proposed garage addition was designed using materials that would make it appear as part of the 'original' garage. GENERAL ZONING COMPLIANCE The existing home complies with zoning regulations. However, a portion of the garage addition requires relief from the RA Bulk Regulations for the interior side yard setback. The Subject Property would comply with all other zoning regulations and the addition would be constructed according to Village Code. The table on the following page compares the Petitioner's proposal to the RA Single Family Residence district's bulk requirements. Z-28-03 Planning & Zoning Commission meeting July 24, 2003 Page 3 RA Single Family District Existing Proposed Minimum Requirements SETBACKS: Front 30' 32.23' no change '8' east (varying) & 7.1' Interior 5' , 11' west (varying) 2.15' Rear 25' 40' 25' LOT COVERAGE 50% Maximum 31% 46% VARIATION STANDARDS The standards for a Variation are listed in Section 14.203.C.9 of the Village Zoning Ordinance and include seven specific findings that must be made in order to approve a Variation. The following list is a summary of these findings: · A hardship due to the physical surroundings, shape, or topographical conditions of a specific property not generally applicable to other properties in the same zoning district and not created by any person presently having an interest in the property; · Lack of desire to increase financial gain; and * Protection of the public welfare, other property, and neighborhood character. The Petitioner is proposing to renovate the existing home to create additional living space and accommodate a second car. The Zoning Ordinance requires a 5' side yard, but the Petitioner is seeking a Variation to permit a 2.15-foot side yard for approximately ten linear feet of the garage. The Petitioner explored different options for the garage addition, but found that the irregular shape of the Subject Property prevents the Petitioner from adding onto the existing garage in a manner that would allow for a second car without doing extensive modifications to the house. While a two-car garage may be considered a convenience, the shape of the Subject Property prevents the Petitioner from complying with zoning regulations. Also, the manner in which the addition was designed will create the appearance of a unified structure and preserve the character of the house with minimal impact on the neighborhood. RECOMMENDATION The proposed request meets the Variation standards contained in Section 14.203.C.9 of the Zoning Ordinance due to the irregular shape of the Subject Property. Based on these findings, Staff recommends that the Planning & Zoning Commission recommend that the Village Board approve a Variation and allow a 2.15' side yard setback along the west property line as shown on the attached site plan for the residence at 305 Man-A-Wa Trail, Case No. PZ-28-03. The Village Board's decision is final for this case. I concur: ~i': ~!m~j.~'OO lri!~AI~, ~ir'e~tor o f Community Development VIIJLAGE OF MOUNT PROSPECT COMMUNITY DEVELOPMENT DEPARTMENT - Planning Division 100 S. Emerson Street Mount Prospect, Illinois 60056 Phone 847.818.5328 FAX 847.818.5329 Variation Request The Planning & Zoning Commission has final administrative authority for all petitions for fence variations and those variation requests that do not exceed twenty-five (25%) of a requirement stipulated by the Village's Zoning Ordinance. PETITION FOR PLANNING & ZONING COMMISSION REVIEW Village Board Final Case Number PZ. -o2 D"velopm~nt ixl~/h e/~, dhr;;ss ..... Date of Submission : Hea~g Date Common Address(es) (Street Number, ~Street) Tax I.D. Number or Co_un~ty Assi~2:ned Pin Number(s) Legal Description (attach additio, nal sheets if necessary) x4?Cr7-706¢ Street Address C~-ty State Zip Code Pager Name Telephone (day) Corporation T~ephonc'((evening) Street Address Fax: City State Zip Code Pager Developer Name Telephone (day) Address Fax Attorney Name Telephone (day) Address Fax surveyor Name Telephone (day) Address Engineer Name Telephone (day) Address Fax NArCam~eteCt '~]~ - '~-~'J~'~"4 Telephone(day):(~4~/ Address PO ~OX ~,~ Fax L~ndscape A~¢t~tect Name Telephone (day): Address Fax Phone 847.818.5328 Fax 847.818.5329 TDD 847.392.6064 Mount Prospect Department of Community Development 100 South Emerson Street, Mount Prospect Illinois, 60056 2 ode Section(s) for which Variation(s) is (are) Requested Summary and Justification for Requested Variation(s), Relate Justification~to the Agached Standards for Variations [II~' i~ flXlrIblP~w~L~ k. ~o~ ~i)~,wo~J 'TO OU~E~ 0iff-, 4yr Please note that the application will not be accepted until this petition has been fully completed and all required plans and other materials have been satisfactorily submitted to the Planning Division. It is strongly suggested that the petitioner schedule an appointment with the appropriate Village staff so that materials can be reviewed for accuracy and completeness prior to submittal. In consideration of the information contained in this petition as well as all supporting documentation, it is requested that approval be given to this request. The applicant is the owner or authorized representative of the owner of the property. The petitioner and the owner of the property grant employees of the Village of Mount Prospect and their agents permission to enter on the property during reasonable hours for visual inspection of the subject property. I hereby affirm that all infonnatiqn provided herein and in all materials submitted in association with this application are true and accurate to the bestc,~of my fnowl~dge. . Applicant ~f~ ~-,~'~',/~ ~~ Date ~/~/~ If applicant is not property owner: I hereby designate the applicant to act as my agent for the purpose of seeking the Variation(s) described in this application and the Mount Prospect Department of Community Development 100 South Emerson Street, Mount Prospect Illinois, 60056 Phone 847.818.5328 Fax 847.818.5329 TDD 847.392.6064 97-132a 137L45 ORDER No,__ SURVEY MADE FOR LOT II 60.0 STATE OF ILLINOIS COUNTY OF McHFL~P,y,~ IJANALUA TP-.AtL kad 8/13/03 ORDINANCE NO. AN ORDINANCE GRANTING A VARIATION FOR PROPERTY LOCATED AT 305 MANAWA TRAIL WHEREAS, Martin and Renata Sobey (hereinafter referred to as "Petitioners") have filed a petition for a VariatiOn with respect to property located at 305 Manawa Trail (hereinafter referred to as the "Subject Property") and legally described as follows: Lot 11 in Block 30 in Prospect Park Country Club Subdivision, being a subdivision of the Southeast ~/, of Sec. 11 and the South 15 acres of the East ¼ of the Northeast % of Section 11, all in Township 41 North, Range 11 East of the Third Principal Meridian, in Cook County, iL. Property Index Number: 08-11-423-002 and WHEREAS, the Petitioners seek a Variation to allow for an addition onto an existing attached garage, with a 2.15 foot side yard setback; and WHEREAS, a Public Hearing was held on the request for a Variation being the subject of PZ-28-03 before the Planning and Zoning Commission of the Village of Mount Prospect on the 24th day of July, 2003, pursuant to pro, l~er legal notice having been published in the Mount Prospect Journal & Topics on the 9"' day of July, 2003; and WHEREAS, the Planning and Zoning Commission has submitted its findings and positive recommendations to the President and Board of Trustees of the Village of Mount Prospect; and WHEREAS, the President and Board of Trustees of the Village of Mount Prospect have given consideration to the request herein and have determined that the same meets the standards of the Village and that the granting of the proposed Variation would be in the best interest of the Village. 305 Manawa Trail Page 2/2 NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION ONE: The recitals set forth hereinabove are incorporated as findings of fact by the President and Board of Trustees of the Village of Mount Prospect. SECTION TWO: The President and Board of Trustees of the Village of Mount Prospect do hereby grant a Variation, as provided in Section 14.203.C.7 of the Village Code, to allow the addition of an attached garage, with a 2.15 foot side yard setback, as shoWn on the Site Plan, a copy of which is attached hereto and hereby made a part hereof as Exhibit "A." SECTION THREE: This Ordinance shall be in full force and effect from and after its passage, approval and publication in pamphlet form in the manner provided by law. AYES: NAYS: ABSENT: PASSED and APPROVED this day of ,2003. ATTEST: Gerald L. Farley Mayor Velma W. Lowe Village Clerk H:~CLKO~files\WlN~ORDINANC\Variation,305 manawa trail,garage in setback, aug.03,doc Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS DEPUTY FINANCE DIRECTOR AUGUST 15, 2003 RESOLUTIONS DESIGNATING WITH BANKS AND OTHER SIGNERS ON ~~T VILLAGE ACCOUh DEPOSITORIES, APPOINTING AN ALTERNATE REPRESENTATIVE TO THE INTERGOVERNMENTAL PERSONNEL BENEFIT COOPERATIVE AND ACKNOWLEDGING THE APPOINTMENT OF DAVID O. ERB AS TREASURER OF THE VILLAGE OF MOUNT PROSPECT PURPOSE: To obtain the approval of the Village Board of three resolutions. The resolutions acknowledge the appointment of David O. Erb as Treasurer of the Village of Mount Prospect, designate signers on Village accounts with banks and other depositories, and appoint an alternate representative to the Intergovernmental Personnel Benefit Cooperative (IPBC). BACKGROUND: David O. Erb will be appointed as the Village's Director of Finance and Treasurer effective August 20, 2003 per one of the resolutions to be approved at the Village Board meeting on August 19, 2003. To enable him to manage the financial assets of the Village, Mr. Erb must be designated as a signer on Village accounts with banks and other depositories. In the past, the. Mayor, Director of Finance/Treasurer, and Deputy Director of Finance have been designated as signers. The Director of Finance/Treasurer is also the appointed alternate to the IPBC. DISCUSSION: Attached is "A Resolution Acknowledging the Appointment of David O. Erb as Treasurer of the Village of Mount Prospect" in accordance with his responsibilities with the Village. he second resolution will designate the signers on VilIage accounts with banks and other depositories. The resolution, entitled "A Resolution Designating Authorized Signers on Village Accounts with Banks and Other Depositories," is a general resolution designating Mr. Erb as a signer and effectively redesignating Mayor Farley and Deputy Director of Finance Carol Widmer as signers. This resolution will be acceptable to the financial institutions with which the Village transacts business. The third resolution, entitled "A Resolution Appointing a Representative And Alternate Representative to The Intergovernmental Personnel Benefit Cooperative appoints Patrick J. Seger as the Village Representative to the IPBC and David O. Erb as the Alternate Representative. RECOMMENDATION: A) That the Village Board adopt the attached resolution entitled "A Resolution Acknowledging the Appointment of David O. Erb as Treasurer of the Village of Mount Prospect. B) That the Village Board adopt the attached resolution entitled "A Resolution Designating Authorized Signers on Village Accounts with Banks and Other Depositories." C) That the Village Board adopt the attached resolution entitled "A Resolution Appointing a Representative and Alternate Representative to the Intergovernmental Personnel Benefit Cooperative." Carol L. Widmer attachments vv~ 8,/8/03 RESOLUTION NO. A RESOLUTION ACKNOWLEDGING THE APPOINTMENT OF DAVID O. ERB AS TREASURER OF THE VILLAGE OF MOUNT PROSPECT WHEREAS, the position of Village Treasurer and the responsibilities associated with the position have been established by State and local law; and WHEREAS, pursuant to Section 4.505 of the Municipal Code of the Village of Mount Prospect, the Director of Finance may be appointed and act as Village Treasurer; and WHEREAS, the ViIlage Manager is charged with the responsibility of appointing the Village Treasurer. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION ONE: That the appointment by the Village Manager of David O. Erb as Village Treasurer is hereby acknowledged by the Mayor and Board of Trustees, and that as such he shall have the following powers and responsibilities: A. To act as Village Collector and perform all duties of such Collector as may be prescribed by State or local law. B. To receive all monies paid into the Village and pay out money only on vouchers or orders properly signed by the Mayor. C. To deposit the Village funds in such depositories as may be selected from time to time as provided by State or local law. D. To keep records showing all money received, showing the source from which it is received and the purpose for which it is paid, and to keep records at all times showing the financial status of the Viliage Treasury. E. To keep such books and accounts as may be prescribed by State or local law and generally accepted accounting principles. F. To perform such other duties as may be prescribed by State or local law. Page 2/2 Treasurer SECTION TWO: Said appointment shall be effective August 20, 2003 and remain in force until changed by subsequent appointment. SECTION THREE: This resolution shall be in force and effect from and after its passage and approval according to law. AYES: NAYS: ABSENT: PASSED AND APPROVED this day of ,2003. ATTEST: Gerald L. Farley Mayor Velma W. Lowe Village Clerk H:\CLKO\filestWINtRES\TREASURER, David Erb,2003,doc vwl 8/8/03 RESOLUTION NO. A RESOLUTION DESIGNATING AUTHORIZED SIGNERS ON VILLAGE OF MOUNT PROSPECT ACCOUNTS WITH BANKS AND OTHER DEPOSITORIES WHEREAS, the Village of Mount Prospect maintains various accounts with banks and other depositories for the purpose of facilitating the receipt, investment, and disbursement of monies. NOW, THEREFORE, BE iT RESOLVED BY THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION ONE: That the Mayor and Board of Trustees of the Viliage of Mount Prospect designate the following individuals as authorized signers on all Village accounts with banks and other depositories: Gerald L. Farley, Mayor David O. Erb, Director of Finance Carol L. Widmer, Deputy Director of Finance. SECTION TWO: That this Resolution shall be in full force and effect as of August 20, 2003 after its passage and approval in the manner provided by law. AYES: NAYS: ABSENT: PASSED and APPROVED this day of ,2003. ATTEST: Gerald L. Farley Mayor Velma W. Lowe Village Clerk H:\CLKO\files~WIN~RES~Aulh bank acct signers,Erb,2003 doc VWL 8/8/03 RESOLUTION NO. A RESOLUTION APPOINTING A REPRESENTATIVE AND ALTERNATE REPRESENTATIVE TO THE INTERGOVERNMENTAL PERSONNEL BENEFIT COOPERATIVE BE IT RESOLVED BY THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION ONE: The Village of Mount Prospect ("the Village") has been a member of the intergovernmental Personnel Benefit Cooperative (the "IPBC") since the adoption of Resolution No. 46-97, approved on December 16, 1997, and, pursuant to the Agreement establishing the IPBC, is entitled to appoint a Representative and an Alternate Representative for the Village of Mount Prospect. SECTION TWO: The Mayor and Board of Trustees of the Village appoint Patrick J. Seger as the Village Representative to the IPBC, and David O. Erb as Alternate Representative, until replaced by subsequent action of the Mayor and Board of Trustees of the Village of Mount Prospect. SECTION THREE: This Resolution shall be in full force and effect upon its passage and approval in the manner provided by law. AYES: NAYS: ABSENT: PASSED and APPROVED this day of ,2003. ATTEST: Gerald L. Farley Mayor Velma W. Lowe Village Clerk H:\CLKO\fCes\WIN\RES\IPBC reps,Seger. Erb, 20O3.doc Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: VILLAGE BOARD AND FINANCE COMMISSION FROM: ACTING DIRECTOR OF FINANCE DATE: JUNE 2, 2003 SUBJECT: PROPOSED CIP: 2004-2008 Attached hereto is the proposed 2004-2008 Capital Improvements Plan (CIP). The projects being considered for the year 2004 total $13,204,899. The five-year total for all projects is $44,433,126. We encourage you to read the Manager's transmittal letter beginning on page ii. This correspondence describes the purpose of the ClP, highlights some of the more significant projects, and reviews project funding. To help you evaluate our ability to fund the requested projects we have again provided five-year financial forecasts for the major operating and capital projects funds that provide funding for the CIP. These forecasts can be found in Section G of the document. In general, the projects being presented directly relate to the monies expected to be available. However, from reviewing the CtP requests in conjunction with the five-year financial forecasts you will find six areas of potential concern. General Fund Proiects The ClP is showing projects totaling an average of $277,000 as being paid from General Fund revenues. This in itself appears reasonable given the fact we have funded in excess of $300,000 of capital expenditures out of the General Fund for the past several years. However, the five-year financial forecast for the General Fund is showing significant operating deficits beginning in 2004 and continuing through 2008 (see page G-2). This problem is currently being addressed and action will be taken this year to resolve this issue. Downtown Redevelopment Fund Proiects As has been disclosed for the past few years, it is expected that the Downtown Redevelopment Fund will experience a negative fund balance in 2003 of almost $373,000 (see G-9). The negative balances are projected to continue throughout 2008. It has been suggested that the General Fund temporarily loan the Downtown Redevelopment Fund the money it needs to stay in a positive balance. raft CIP June 2, 2003 Page 2 Street Improvement Construction Fund The forecast for the Street Improvement Fund (G-10) is showing significant operating deficits and negative fund balance figures. In 2006 the negative fund balance reaches a high of $1,290,500. This deficit is the result of declining tax revenues from the home rule sales tax, food and beverage tax, telecommunications tax and the utility tax. The upcoming pavement evaluation study may allow the annual expenditures to be reduced, thereby eliminating the deficits. This fund will need to be monitored closely in the coming months and years. Parkin,q Fund The Parking Fund revenues are showing a decrease due to declining investment income while expenses are showing modest increases. The Police and Fire parking deck and ramp are scheduled for repairs out of this fund in 2004 and 2008 respectively (F-16). The fund balance will continue to decrease from a projected $436,000 in 2003 to $150,000 in 2008. A recommendation to increase parking fees is being prepared for Village Board consideration. Water and Sewer Fund The proposed CtP for 2004-2008 includes the start of a combined sewer system improvement program at an approximate cost of $500,000 per year beginning in 2004. This new program results in significant operating deficits in the Water and Sewer Fund as can be seen in the five- year financial forecast (pages G-12 through G-14). These operating deficits average $344,000 per year. Based on the projections fund balance will decrease over the next five years from $3,233,00 in 2003 to $1,515,000 in 2008. The actual costs associated with the combined sewer improvement program will become clearer with the upcoming completion of the system evaluation study. Bond Proceeds The draft CIP is showing two new projects to be funded by bond proceeds. They are the construction of a new Fire Station 14 ($1.8 million) and the expansion of the Public Works vehicle maintenance building ($947,520). The CIP does not identify the funding source for the(se) Bond issue(s). Staff looks forward to discussing the draft CIP with you in the very near future. Carol L. Widmer Acting Director of Finance MAYOR Gerald L. Farley Timothy J. Corcora~ Pau! Wm. Hoelert Richard M Lohrsto,"fer Michaele W. Skowron Irvana K Wilks Michael A Zadel VILLAGE MANAGER Michael E. Janonis VILLAGE CLERK Velma W Lowe Village of Mount Prospect 100 South Emerson Street Mount Prospect, Illinois 60056 Phone: Fax: TDD: (847) 392-6000 (847) 392-6022 (847) 392-6064 June 5,2003 The Honorable Gerald L. Farley, Village President, Board of Trustees, Finance Commission Members, and Residents of the Village of Mount Prospect I am very pteased to forward to you a copy of the Proposed 2004-2008 Capital Improvements Plan (CIP) of the Village of Mount Prospect. This is the Village's seventh ClP. The ClP gives us a clear, comprehensive view of our long-term capital needs and a firm basis from which to begin the preparation of the next year's operating budget. The total cost for ail proposed projects in the 2004-2008 ClP is $44,433,126. The Concept of a CIP The CIP is our plan for capital expenditures/projects over the upcoming five years. We have defined capital expenditures/projects, in general, as the purchase or construction of long-lived, high-cost, tangible assets. For our purposes, "long-lived" implies a useful life in excess of one year. "High-cost" means that the project amounts to at least $25,000. "Tangible" assets exclude contractual services except those that are necessary for putting a tangible asset into service. In two respects, the guidelines for a capital expenditure/project have been relaxed so as to include certain items in the CIP that otherwise would not meet our basic definition of a capital item. In the first instance, departments were asked to state any need for an addition to the Village's vehicle fleet as a CIP project request even if the cost of the vehicle concerned would be less than $25 000. We have used this convention because the purchase of a vehicle represents a substantial commitment on the part of the Village. Once a vehicle is recognized as an operational need, lease payments to the Vehicle Replacement Fund (internal service fund charges) become necessary in the budget programs of the operating departments so as to provide for the replacement of the vehicle. In other words, we start programming the financial means to replace a vehicle in the year following its purchase. Given the continuing financial implications of adding a vehicle to the Village fleet, proposals for additions to the fleet should be closely scrutinized. This ClP includes the addition of two police traffic enforcement vehicles (E-11) and a prisoner transport van (E-10) over the next five years. The second relaxation of the capital project guidelines relates to certain high-cost projects that do not necessarily give rise to a tangible asset but are related to maintaining capital assets. This has been done simply to document the other large capital-related expenses that confront us. The best example of such a project included in this CIP is Water Tank Rehabilitation (page F-24). A project's inclusion in the CIP does not, in and of itself, commit the Village to funding and accomplishing it. As stated above, the CIP identifies our capital needs. Available funds, taxing capacity, and debt capacity may require that some projects ultimately be deferred beyond the years in which they are initially programmed for accomplishment in the ClP. Even so, the CIP will have served its purpose as a planning tool. However, projects programmed for the first year of the CIP (the year 2004 in the case of this 2004-2008 document) take on special importance because they must be addressed in the next year's Village operating budget. To help understand the impact the proposed project/expenditures would have on the Village's finances detailed five-year financial forecasts for all major operating and capital funds have been included in this document and can be found in Section G. The Review Process The process that we have put in place to yield the ClP closely parallels what has been the Village's traditional budget process. For the 2004-2008 CIP, the operating departments submitted their project requests to the Finance Department. The Finance Department compiled the project requests. A staff review team consisting of the Village Manager, Assistant Village Manager, and Director of Finance met with each of the departments to discuss the requests. This proposed CIP was submitted to the Finance Commission and Village Board for consideration (without a commitment to funding all included projects). The Project Requests You will note that most of the project requests included in the 2003-2007 CtP reappear in the 2004-2008 document. In some cases, a project scheduled for a particular year has been accelerated or deferred based upon the staff's reassessment of Village needs. In other cases, the cost of a project may have changed due to our obtaining more complete information about it. Refinements such as these are an appropriate pad of the capital projects planning process. The CIP is a working document. Our intent is to update it annually to reflect the current needs of the Village and the best information available. There are a few aspects of the 2004-2008 CIP that I would like to highlight. I11 · Street Improvement Program (page F-2). This submittal is part of the continuation of the street revitalization program approved by the Board in eady 1997. Approximately $3.2 million of resurfacing is scheduled for 2004, increasing to $3.5 million in 2006. The amount programmed for resurfacing in 2008 drops to $2.1 million as the backlog of streets in need of resurfacing begins to decrease. The 2004 - 2008 CIP is showing a total of $15.1 being spent on resurfacing over the five-year period. Funding is being provided through the state motor fuel tax and various Village taxes and fees. · Flood Control Program (page F-3). Over the past several years, the Village has spent a significant amount on various flood control projects. Over the next five years, two large-scale flood control improvement projects are anticipated. The Prospect Meadows storm sewer and ditch improvements are scheduled for the years 2004 and 2005 at an estimated cost of $450,000 and the McDonald Creek Bank Stabilization is scheduled for 2008 at an estimated cost of $1.5 million dollars. · Downtown Redevelopment (pages C3 and C-4). Included in this CIP is approximately $1.8 million for streetscape improvements over the next four years. Also included is $380,000 for facade improvements and interior build-out assistance for properties within the Downtown Redevelopment Tax Increment Financing District. With regard to the source of funds for this project, you will note that the Downtown Redevelopment Construction Eund is indicated. The Vi!tage will pay all indicated project costs from incremental property taxes generated by redevelopment and from land sale proceeds. · Village Hall/Community Center (page C-2). The ClP is shoWing the continuing construction of a new Village Hall/Community Center that is expected to begin in the summer of 2003. The Village Hall/Community Center construction will cost $8.9 million. A total of $3.5 million is expected to be incurred in 2003, leaving a balance of $5.4 million for 2004. Architectural fees of $350,000 and furnishings estimated at $350,000 are included in the 2004 ClP. Sources of Funds The 2004-2008 CIP again includes a summary of "Projects by Sources of Funds" (pages A-9 through A-12). I believe that this is an extremely useful part of the ClP. It provides an overview of the potential demands upon the Village's financial resources. A few comments are warranted with regard to the "Projects by Sources of Funds" Summary. To further assist the reader in understanding the affordability of the proposed projects, five-year financial forecasts are included in this document in Section G. · General Fund. The General Fund is the Village's primary operating fund. The only capital projects charged to the General Fund are those to be undertaken each and every year, although the level of funding from one year to the next may vary. Some of the projects charged directly to the General Fund include sidewalk improvements (F-6, and F-8)) and tree planting (F-10). There is an average of $277,000 worth of projects charged to the General Fund each year. The General Fund five-year forecast (G-l) is currently showing a deficit of $2.4 million for 2004 with the deficit growing to $5.1 million by 2008. ~ Capital Improvement Fund. The Capital Improvement Fund is the Village's fund for "intermediate sized" capital expenditures that are either nonrecurring or expected to end at a determinable point in the future. It is not a fund through which bond proceeds are expended. Large capital purchases would generally be made through a bond proceeds fund. During the robust economic period of the late nineties and the first few years of this decade, the Village was able to transfer excess General Fund revenues to the Capital Improvements Fund. However, stalled revenues resulted in our having to discontinue the transfer as of the 2002 fiscal year. As can be seen on Page G-8 we estimate that the Capital Improvement Fund will end 2003 with a fund balance of $1.7 million. After factoring in the capital requests for the next five years, we expect the Fund will have a negative fund balance of approximately $4.7 million at the end of 2008 unless a new funding source is identified. · Downtown Redevelopment Tax Increment Financing Fund. The Village has seen significant progress in the area of downtown redevelopment. Construction is well underway on the final building of the "Residences" complex, and the mixed-use Lofts and Shops development is substantially occupied. A signifiCant increase in property values and incremental property taxes are expected over the next five years. As can be seen in the five-year forecast (G-9) the Downtown Redevelopment Fund is expected to face a negative fund balance of $373,000 in 2004, the deficits declining each year ending in 2008 with a negative fund balance of $40,000. The Village's General Fund will temporarily loan money to the Downtown Redevelopment Fund to cover the deficits. · Water and Sewer Fund. There are numerous projects listed in the CIP as being funded out of the Water and Sewer Fund since they directly relate to our providing water and sanitary sewer service to customers. By continuing the policy of moderate annual rate hikes of 4%, the Water and Sewer Fund operating expenses will exceed revenues. The Proposed 2004-2008 CIP is showing projects valued at an average of $831,000 per year over the next five years. These projects will result in operating deficits and declining retained earnings/reserves. he Water and Sewer Fund had a cash and investment balance of $4.7 million at the end of 2002. Our five-year financial forecast (G-12 thru G-14) shows that cash and investments would drop to $1.5 million at the end of 2008 if all proposed CIP projects are in fact funded. This represents a two-month reserve, which is below the four-month reserve benchmark established by the Board. This assumes water and sewer rates increase by 4% per year and there is no increase in the SSA No. 5 tax levy. This Fund will need to be closely monitored, with projects being selectively deferred based on available funds. · Parking Fund. The Parking Fund continues to show operating deficits throughout the next five years. The fund balance at the end of 2003 is projected to be $436,000 but by 2008 the fund balance is projected to be only $150,444 (G-15). The revenues are actually projected to decrease slightly due to a decrease in investment income and the expenditures will be increasing slightly each year. Two parking lot improvements are proposed (F-16) in the CIP to be paid out of the parking fund. Staff is currently preparing a proposal to increase parking lot fees. A great deal of staff time and effort has been invested in the development of the 2004-2008 CIP. Certainly, the investment has been a prudent one. The ClP gives us a clear picture of the Village's capital needs for the next several years. Respectfully submitted, II. CALL TO ORDER MINUTES COMMITTEE OF THE WHOLE JULY 8, 2003 The meeting was called to order at 7:03 p.m. by Mayor Gerald Farley, in the Mt. Prospect Park Distdct Community Center, 1000 West Central Road. Present at the meeting were: Trustees Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Michaele Skowron and Michael Zadel. Absent from the meeting was: Trustee Irvana Wilks. Staff members present included: Village Manager Michael Janonis, Assistant Village Manager David Strahl, Community Development Director William Cooney, Chief Michael Figolah, Deputy Fire Chief John Malcolm, Police Chief Richard Eddington, Deputy Police Chief Ronald Richardson, Public Works Director Glen Andler, Deputy Public Works Director Sean Dorsey, Administrative Analyst Jason Leib and Deputy Finance Director Carol Widmer. APPROVAL OF MINUTES Approval of Minutes from April 22, 2003. Motion made by Trustee Zadel and Seconded by Trustee SkOwron. Minutes were approved. Approval of Minutes from May 13, 2003. Motion made by Trustee Lohrstorfer and Seconded by Trustee Skowron. Minutes were approved. III. CITIZENS TO BE HEARD IV. None. 2004-2008 CAPITAL IMPROVEMENTS PLAN Village Manager Michael Janonis introduced the topic by providing an overview of the Capital Improvements Plan program process. He stated this is a planning document and an acceptance of the ClP plan does not guarantee funding in the appropriate budget year. He stated there is approximately $1.6 million in projects slated for 2004 which have been delayed due to the budget situation of the Village. He stated the Plan had been provided to the Finance Commission on June '~9 for their input and the Minutes of that meeting have been included for the Village Board's information, He said the foCus this evening will be on 2004 and any change in scope oi' the various projects that have previously appeared. He stated the 2004 Financing Plan which the Village Board has tentatively approved includes a permanent funding source for ClP projects into the future. Assistant Village Manager David Strahl provided information on the various projects slated for Village Administration including funds for completion of the TV studio for the new Village Hall. He also highlighted the potential for a new phone system in 2007 and a new financial software package within the next four years. General comments from Village Board members included the following items: It was suggested that any video conferencing money be carefully scrutinized to make sure there is appropriate benefit pdor to expenditure. It was also pointed out that the projected replacement cost for the Village phone system is likely too Iow based on current experience, Community Development Director Bill Cooney provided an overview of the various projects related to Community Development. The bulk of the funding that he highlighted includes the completion of the Village Hall/Parking Deck in addition to streetscape costs associated with the completion of the civic block including the Library, Fire Chief Michael Figolah provided a summary of the projects slated for the Fire Department. Among those is the seed money for the study of a new Fire Station location on the north side. He also stated there is money in for a diesel exhaust system which is considered a safety item. He said there is money set aside for thermal imaging cameras for 2005, however, the Department has submitted a Grant application for the diesel exhaust system. If the Grant is looked upon favorably, the money that would normally be allotted for the diesel exhaust system would be covered by a Grant and the thermal imaging cameras would be moved into 2004 with the savings from the diesel exhaust system. Police Chief Richard Eddington highlighted the recommended purchases for the Police Department. Among those items are six laptops for the Investigation Unit. He also stated that the Department is in the process of applying for a Grant to help cover the cost of the purchase. He stated the two most critical items for 2004 are the digital surveillance equipment to monitor the jail cells and the update to the shooting range to eliminate bullets coming back at the Officers during shooting practice. Public Works Director Glen Andler highlighted the various projects that he is anticipating. Among those is the McDonald Creek program scheduled for 2008. He stated this money is intended to address similar issues that had been present at Weller Creek and to rectify them in a similar manner. H e also highlighted t hat t he increase i n t he Shared Cost Sidewalk Program is now closer to the real 50/50 split cost. He stated the change in the bridge rehabilitation cost is based on recent experience with the repair of the William Street Bridge. He stated there is money in for Busse Road improvements assuming there is some movement by Cook County for planning of this road improvement. General comments from Village Board members included the following items: There was a question and discussion regarding Central Road resurfacing and reconstruction and the option ofjurisdictional transfer. John Korn, Chairman of the Finance Commission, spoke. He stated the Commission is supportive of the ClP program as presented and encourages the shift of funding based on Grant monies being available for the Fire Department. Consensus of the Village Board was to present the ClP Plan to the Village Board for approval in the near future. COMMUTER PARKING FEE INCREASE Village Manager Janonis stated that staff has been discussing the potential for a fee increase as part of the overall Financial Plan. He stated that based on projections of maintenance, the current fee cannot sustain the cost of maintaining the lots long term. Public Works Administrative Analyst Jason Leib provided a presentation to the Village Board illustrating the projected cost of maintaining lots in the future and. how the revenue stream is impacted by the current charge. He stated the fee per day has not changed in at least 15 years and based on the analysis of parking fees up and down the Northwest line, the average is slightly higher than the current charge by Mount Prospect. Public Works Director Glen Andler a Iso stated that staff is undertaking an automated collection system to improve the collection of the parking fees in addition to improving the accounting for the fees. He stated the system should be operational by September. General comments from Village Board members included the following items: It was recommended that there be some comparison of costs of private lot parking compared the current Village parking rate. There was also a discussion regarding the projected life of the swipe card along with possible savings associated with bank fees processing the cash. Dale Draznin, 220 South Hatlen, spoke. She stated that raising the commuter fees 50% is a ICrge increase. She stated the cost of parking should track actual costs not additional costs or future costs. She also suggested a separate fee for residents and non-residents. Consensus of the Village Board was to raise the daily parking to $1.50 and review the cost of maintenance to determine what impact inflation has on the overall fund. VI. MAYOR PRO TEM PROTOCOL DISCUSSION Village Manager Janonis stated that he feels that the Mayor Pro Tern function is covered for meetings and for emergency situations. However, he feels it would be worthwhile for the Village Board to consider a de facto Mayor Pro Tern to sign documents in the event the Mayor is unavailable and between meetings. He stated that such an appointment for a Mayor Pro Tern to serve a specific period does not require a change in government. General comments from Village Board members included the following items: There was general support for a standing Mayor Pro Tern for a specific period of time. It was also suggested that the Mayor Pro Tern be considered for removal based on a possible super majority vote. It was also suggested that the Mayor Pro Tern designation be made prior to actual need. Consensus of the Village Board was to request that staff continue some additional research and provide a draft Ordinance based on the comments of the Village Board. VII. VILLAGE MANAGER'S REPORT Village Manager Janonis stated that the weekend storms had very little overall physical impact on the Village, therefore, requiring little clean up of damage. He also stated that the next Coffee with Council is scheduled for July 12 at Village Hall from 9:00 a.m. until 11:00 a.m. iIL IX. ANY OTHER BUSINESS Trustee Michaele Skowron wanted to thank the support of' the Village employees for the outstanding job they do in coordinating the annual 4t~ of July Carnival. ADJOURNMENT Them being no further business, the meeting adiourned at 9:12 p.m. Respectfully submitted, _ DAVID STRAHL Assistant Village Manager DS/mc