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HomeMy WebLinkAbout08/12/2003 COW minutes I. III. REVISED MINUTES COMMITTEE OF THE WHOLE AUGUST '12, 2003 CALL TO ORDER The meeting was called to order at 7:06 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, Paul Hoefert, Richard Lohrstorfer, Michaele Skowron, Irvana Wilks and Michael Zadel. Staff members present included: Village Manager Michael Janonis, Assistant Village Manager David Strahl, Community Development Director William Cooney, Deputy Community Development Director Michael Jacobs, Police Chief Richard Eddington, Deputy Police Chief Ronald Richardson, Police Commander Mike Semkiu, Public Works Director Glen Andler, Deputy Public Works Director Sean Dorsey, Deputy Fire Chief John Malcolm, Fire Marshal Paul Valentine, Human Services Director Nancy Morgan, Deputy Human Services Director Jan Abernethy, Public Information Officer Maura Jandris, Finance Director David Erb and Deputy Finance Director Carol Widmer. APPROVAL OF MINUTES Approval of Minutes from July 8, 2003. Motion made by Trustee Hoefert and Seconded by Trustee Zadel. Minutes were approved. Trustee Wilks abstained. CITIZENS TO BE HEARD None. IV. 2003 MID-YEAR BUDGET REVIEW/2004 PRE-BUDGET WORKSHOP Village Manager Michael Janonis stated this is David Erb's first meeting as Finance Director. He stated that, unfortunately, revenues have continued to slip even after the Village Board approved revenue increases effective for 2004. He stated that the projected deficit for 2004 could be impacted due to further revisions in the State financing formulas which are currently affecting 2003. 2003 Mid-Year Budqet Review Finance Director David Erb provided an overview of the status of the 2003 Budget. He stated that based on the current revenue projections and some recent changes in the State formula for some shared revenues, the projected deficit for 2003 is approximately $802,000. He also stated that property tax shortfalls are related to successful tax appeals. He further stated that safes taxes are running 7% behind projection. He provided a general overview of the various funds and recommended the Village Board consider utilizing existing fund balance to cover the projected shortfall for 2003 since there are only four months left in the year in which to possibly reduce expenditures. 2004 Pre-Budqet Workshop Finance Director David Erb stated that declining revenues have impacted the projected Budget and there is a current projected deficit of $840,973. This projected deficit includes all previously incorporated staff initiatives for expenditure reductions. He stated there is an option to draw down fund balance to cover the shortfall which would bring the fund balance to approximately 21%. Village Manager Janonis stated the Village Board had set the benchmark for fund balance at approximately 25% but also was willing to reduce the balance to 20% if necessary to cushion future funding issues as they come about. He stated several options are available for the 2004 Budget including deferring all or a portion of the CIP transfer of $550,000. He also stated it would also be difficult to cut approximately another $290,000 after the initial $500,000 staff-initiated cuts. General comments from Village Board members included the following items: It was stated that the projected numbers should not count on Costco sales tax receipts for 2004. It was also suggested that the staff-initiated options be considered before utilizing fund balance for 2004. It was also pointed out that there is a fixed cost for services that utilizes variable revenue sources which invariably creates conflict within the Budget. Village Manager Janonis stated that as part of the $500,000 staff-initiated cuts, it is unlikely that the civic and community events' portion of the budget will be spared. He stated there are some items that will definitely be addressed. General comments from Village Board members included the following items: It was stated that hopefully there will be other items that can be looked at and not the entire budget balancing burden placed upon the community and civic events items. General consensus of the Village Board was to utilize existing fund balance to cover the projected shortfall for 2003. BRANDING - VILLAGE LOGO/VVEB SITE REDESIGN Village Manager Janonis stated that the Village Board has previously asked for a uniform logo to create a unique identity for Village services and items representing the Village. This direction has been undertaken by Public Information Officer Maura Jandris in an attempt to incorporate as much of the possible branding. Public Information Officer Maura Jandris spoke. She provided information of what is a typical definition of branding. It is commonly defined as a way to convey an image through a unified appearance. She stated that some of the motivation for the creation of a specific logo was initiated through the corridor design program which has been incorporated into various communication pieces distributed on a limited basis by some Village Departments. There is a need to unify the various Department uses in an attempt to unify the appearance and utilization of a logo design for specific purposes. She is suggesting the Village establish a criteria similar to what Evanston has done for the use of their logo. 2 illage Manager Janonis stated the Village seal could be retained for official documents only and he stated the seal is difficult to reproduce and has a specific purpose and use which may be different from the actual logo use. He stated that staff would undertake a specific policy document for the use of both symbols. General comments from Village Board members included the following items: It was felt that both the seal and the logo could co-exist and the Village flag should remain untouched. It was also suggested that the keystone does represent something within the community along with the proposal for a tree in the background of the keystone. It was also recommended that the Village trademark or license the final design to minimize unauthorized reproduction. There were also comments regarding the two versions of the proposed web site redesign. It was suggested that photos be utilized wherever possible as part of the web site redesign. Village Manager Janonis summarized the direction from the Village Board as the following: The Village seal will remain for official use only and the keystone with the tree Will be incorporated into a standard logo design for Village identification purposes. Staff will also undertake the creation of a policy defining specific use of the logo utilizing the Evanston policy as an example. The Village web site redesign preference was version 2 utilizing photos similar to version 1, but replacing the icons in version 2 with photos highlighting various services. VI. VILLAGE MANAGER'S REPORT Village Manager Janonis stated that the railroad crossing repair work has been delayed one week with September 2 as the start date for the Emerson Street crossing and continuing until September 14. The Route 83 crossing will be replaced between September 16 and September 28. VII. ANY OTHER BUSINESS Trustee Hoefert stated the last Antique Auto Show was concluded on August 10 and he wanted to thank everyone who participated in pulling off the event. Trustee Wilks expressed her thanks to Trustee Hoefert for his continuous work on organizing and various duties related to putting on the Antique Auto Show over the years. VIII. ADJOURNMENT DS/rcc There being no further business, the meeting adjourned at 8:40 p.m. Respectfully su~d~ DAVID STRAHL Assistant Village Manager