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HomeMy WebLinkAbout2. COW Minutes 11/13/2012.p„ COMMITTEE OF THE WHOLE MINUTES November 13, 2012 CALL TO ORDER — ROLL CALL The meeting was called to order at 7:05 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Irvana Wilks. Trustees present included Paul Hoefert, John Korn, Arlene Juracek, John Matuszak, Steven Polit, and Michael Zadel. Staff present included Village Manager Michael Janonis, Finance Director David Erb, Deputy Finance Director Lynn Jarog, Fire Chief John Malcolm, Deputy Fire Chief Chris Truty, Battalion Chief of Training Don Wisniewski, Public Works Director Sean Dorsey, Public Works Deputy Director Jason Leib, Public Works Administrative Superintendent Kristina Mykolaityte, Public Works Administrative Coordinator Sarah Gonet, Forestry & Grounds Superintendent Sandy Clark, Water & Sewer Superintendent Matt Overeem, Vehicle Division Superintendent Jim Breitzman, Village Engineer Jeff Wulbecker and Administrative Intern Alexander Bertolucci. II. APPROVAL OF COMMITTEE OF THE WHOLE MINUTES FOR OCTOBER 9, 2012 Motion made by Trustee Hoefert seconded by Trustee Polit. Minutes were approved. III. APPROVAL OF COMMITTEE OF THE WHOLE MINUTES FOR OCTOBER 23, 2012 Motion made by Trustee Zadel seconded by Trustee Juracek. Minutes were approved. IV. CITIZENS TO BE HEARD None V. 2013 BUDGET DISCUSSION Mayor Wilks presented opening statements which included a summary of the budget presentation process. VILLAGE ADMINISTRATION BUDGET Administrative Intern Alexander Bertolucci provided the Village Administration Department's 2013 budget summary. In 2012 the department continued to implement the Enterprise Resource Program (ERP) and the Technology Advisory Group. Also the Village co- hosted the Green Fair with the Farmers' Market and expanded the Downtown Block Party. The Clerk's Office administered the Freedom of Information Act's Policy and Procedures and responded to 435 Freedom of Information requests. In 2013, the Village will continue to partner with the Mount Prospect Public Library to provide Sustainability Education Programming. Staff will be developing new ERP modules for Community Development and will monitor and implement required provisions of the Affordable Health Care Act. Committee of the Whole Page 1 of 4 11/13/12 Village Administration's 2013 budget increased by 3.07% and this is mostly attributed to an increase in Personal and Benefit expenses. The Public Representation budget increase of 7.32% is due to fully funding the vehicle replacement fund and employees' benefits. The Village was able to reduce personal service costs by 9.17% or $13,006 because of a reduction in overtime associated with 4 1h of JUly. General comments, questions or concerns from the Village Board included the following: • Discussion regarding increases in personal and benefit costs. • Vehicle replacement policy and funding structure. FIRE DEPARTMENT BUDGET Fire Chief John Malcolm presented an overview of the Fire Department's activities for the past year. He stated the department incorporated a new CAD system for daily operations and organized a three (3) day Emergency Operation Center training for Village staff. There was an increase in call volume which is on average with previous years' trends and Station 12 received the most calls. Also the department's mutual aid requests increased as well. He noted staff has applied for the 2012 SAFER Grant with the intention of allocating funding for hiring, and helped raise $16,000 in food and cash during this year's food drive. The department is looking forward to 2013 for several reasons; it is their 100 year anniversary, installation of a new alerting system at fire stations, and incorporation of the 2012 International Fire Code. The department is also planning on restructuring its CPR classes to improve the program's cost effectiveness. Overall, the budget increased by 5.8% and 90% of the increase was due to personal costs. The department has 7 vehicles scheduled for replacement in 2014. General comments, questions or concerns from the Village Board included the following: • Increase in call volume, type of calls and Village's mutual aid requests. • Current staffing levels and elimination of the jump company. The jump company was a response vehicle staffing strategy intended to use the Fire Engine and Truck with reduced staffing levels. • Village's Emergency Operation Center use and future applications. PUBLIC WORKS DEPARTMENT BUDGET Public Works Director Sean Dorsey provided a summary of activities and accomplishments for the department over the past year. The department has been very busy with managing diseased trees. In 2012 the Village lost 1,246 trees due to various diseases. Also the department premiered a household electrics recycling drop -off funded by SWANCC. Over 50,000 Ibs of electronics were diverted from landfills. In regards to Levee 37, the Village took ownership of pump stations and gate structures and the levee is expected to be completed by the United States Army Corp of Engineers in 2014 — 2015. The Vehicle replacement schedule has changed to extend the use of all vehicles for an average of two (2) years. The Public Works operating budget has not seen a significant increase in 3 years and 2013's 8.33% increase is related to personnel and vehicle costs. The capital Committee of the Whole Page 2 of 4 11/13/12 improvement budget decreased 5.25 %, although this varies from year to year depending on available funding sources. The department has scheduled several projects for 2013. 4.5 miles of street are planned to be resurfaced at a cost of $2.332 million. Currently, street resurfacing is 10.7 miles behind schedule which is equivalent to 1.5 program years. $800 thousand is slated for spot repair and lining of combined sewers. Over $245 thousand is projected to be spent in 2013 and 2014 on the removal of ash trees. There are roof repairs planned for the public safety building and the outside garages at public works. The public safety building will also have the roof top HVAC systems replaced. The department will continue its streetscape and neighborhood drainage programs as well make the necessary preparations to move toward an Automated Meter Reading system. General comments, questions or concerns from the Village Board included the following: • Expected completion of Levee 37, operation of pump stations and flood gates. • Street Resurfacing Program being behind schedule. • Public safety building's HVAC and roof replacement. FINANCE DEPARTMENT BUDGET Finance Director David Erb presented the Finance Department's 2013 budget. The Village was awarded GFOA's 2012 Distinguished Budget Award and the Certificate of Achievement for Excellence in Financial Reporting. Finance facilitated the process for updating the five (5) year Capital Improvement Plan and implemented Image Direct Deposit which converts all received checks into electronic debits that are processed same day. He stated the 2013 budget has an increase of 16% due to fully funding insurance claims. If this was to be removed the budget would have only increased 3.6 %. Mr. Erb also provided Finance's 2013 objectives. In January the department is projecting to go -live with the Utility billing module. Throughout the year the ERP project will wind down and staff plans to develop a program to maintain user competencies. Again Finance will strive for GFOA budget and audit awards and continue to update the 5 year Capital Improvement Plan. NON - DEPARTMENTAL BUDGET AND BUDGET WRAP -UP Finance Director David Erb's presentation for the Non - Departmental Budget and the Budget Wrap -up included summaries for Pension Funds, Risk Management Fund and the 2013 Mount Prospect Public Library Budget. He stated pension costs increased 4.6% from 2012 with the addition of new pensioners and with the Village taking over the Forest River Fire Protect District Pensions. The Village's Police pension is funded at 59.3% and the Fire pension is funded at 63.3 %. The Risk Management Fund is at $7.6 million and has increased 11.9% from 2012. This increase is related to increased insurance premiums and fully funding workers compensation, health coverage and other liabilities. Committee of the Whole Page 3 of 4 11/13/12 The 2013 Mount Prospect Public Library Budget increased $212,942 which is a 2.1% increase. The debt service consists of 15% of their budget. Their proposed tax levy is 2.8% and property taxes revenues make up 97.9% of their total budget. General comments, questions or concerns from the Village Board included the following: ■ Mount Prospect Public Library is a separate entity with their own elected board but their budget passes through the Village. FINANCE COMMISSION COMMENTS Finance Commission Chairman Vince Grochocinski provided Finance Commission's comments for the 2013 Budget. He stated the Commission does not believe the 2010 staff reduction negatively impacted the quality of services. In light of this, the Commission members do not support the hiring of a Crime Prevention Officer presented in the Police Department's purposed budget. Also the Commission expressed concerns on the Village's ability to meet fund balance requirements and past years' reduction in vehicle lease payments. He concluded by mentioning the Finance Commission is looking forward to continuing to work with the Board and staff. General comments, questions or concerns from the Village Board included the following: • Available funds for hiring a Crime Prevention Officer. • Board Members thanked the Commission for their budget analysis and developing possible revenue generating strategies. VI. MANAGER'S REPORT Village Manager Michael Janonis informed the Board of several upcoming events: November 21 will be the tree lighting ceremony at Keystone Plaza at 5 p.m. and the Special Events Commission is sponsoring a Christkindlemarket in the Community Center between 4 p.m. and 7 p.m. December 4 the Village Board Meeting will be held in conjunction with a Public Hearing for the 2013 Tax Levy. December 18 the Village Board Meeting will be held in conjunction with a Public Hearing for the 2013 Budget. VII. ANY OTHER BUSINESS None VIII. ADJOURNMENT The meeting adjourned at 11:08 p.m. ALEXANDER BERTOLUCCI Administrative Intern Committee of the Whole Page 4 of 4 11/13/12