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09/29/2020COMMITTEE OF THE WHOLE – Minutes of Meeting September 29, 2020 The Village Board met as a Committee of the Whole in the Council Chambers of the Village Hall and vie Zoom videoconference at 1:00 p.m. on Tuesday, September 29, 2020. In attendance were: PRESENT: Village Board Staff Harriet Rosenthal, Mayor Kent Street, Village Manager Robert Benton, Trustee Andrew Lichterman, Asst. Vil. Manager/Dir. of Thomas Jester, Trustee Comm. Dev. Mary Oppenheim, Trustee David Fitzgerald-Sullivan, Management Analyst William Seiden, Trustee John Sliozis, Police Chief Daniel Shapiro, Trustee Eric Burk, Finance Director Barbara Struthers, Trustee Bob Phillips, Public Works Director Desiree Van Thorre, Administrative Services Coordinator Brian Budny, Deputy Police Chief Tom Keane, Deputy Police Chief Clint Case, Building and Code Enforcement Supervisor Jeff Ryckaert, Principal Planner Justin Keenan, Asst. to Public Works Director Tyler Dickinson, Asst. Village Engineer Brandon Janes, Wastewater Superintendent Absent None Public Comment None 2021 Budget Overview - Finance Director, Eric Burk Finance Director Eric Burk provided an overview of the proposed 2021 budget. He noted that due to Covid-19, it was difficult to project revenues, but staff did their best. The proposed budget maintains current service levels and leaves reserves for 2022, if needed. He noted the budget process started in July and the proposed budget is posted on the website and Village Hall for public review. Mr. Burk discussed revenues and funding for capital projects. Anything above the recommended capital project plan would either come from reserves or require bonds, which would increase the tax levy. The general fund levy goes to public safety. Savings from the refunding of the 2010 bonds will go to the general fund, keeping the tax levy flat. Under this proposal the average $500,000 home would pay $861 to the Village in C.O.W; September 29, 2020 property tax, the same as the previous year. He noted that the Library intends to keep their levy flat, as well. He noted that 2021 projections include making a police pension contribution of $1.1 million, which is above the actuary’s recommendation of $945,000, as done in past years. At a recent Moody’s rating call, they specifically asked about police pension contributions. Current revenue projections do not include approximately $780,000 in Cares Act funding and a $1.3 million grant related to water main work that has been completed in the Woodland Subdivision. These funds could be put in reserves or spent on an expanded capital program. Mr. Burk reported that Highland Park is looking at a freeze in water rates for one year. Their City Council is reviewing that proposal today. The current refuse contract expires in 2021. The proposed refuse rate in the budget may be impacted by with new contract. He noted that Metra parking revenues took a significant hit, as fewer people commuted due to Covid-19 and a reduction in parking permit sales. This did allow for improvements to the lots, but did result in lower revenues. Mr. Burk outlined major revenue projections. He noted that staff budgeted revenues conservatively using data at hand and from outside agencies, such as the Illinois Municipal League. He noted that sales tax is difficult to project due to Covid-19. Capital Project Review and Funding Director of Public Works and Engineering Bob Philips outlined the Capital Improvement Program, reviewing all of the projects and the associated spreadsheet. He noted the 2021 proposal is reduced compared to this year due to revenue loss associated with Covid-19. He compared this year’s CIP of approximately $10 million to the proposed $4 million for 2021. He noted that the Appletree Road project has been pushed back by one year. Mr. Phillips stated he does not believe the CIP should be reduced further, but could be added to at a later date if grant funding or other sources of revenue come forward. He noted some projects would be bundled together to get better pricing and bids. He noted that the emergency water line project, WRF improvements, inflow and infiltration reduction and water meter replacements are all still planned. He noted that engineering staff will have shovel-ready projects if federal funds come available in future years. Trustee Oppenheim inquired about the cost estimates for storm sewer projects. Mr. Phillips noted they are based on past spending and are estimates until the master plan is complete. Trustee Jester noted that the water meter batteries need to be replaced over time. He suggested this be addressed like the Vehicle and Equipment Replacement Fund using money coming from water bills. Mayor Rosenthal liked this suggestion. Trustee Oppenheim asked about the battery lifespan. Mr. Phillips noted it is about ten years. Trustee Struthers concurred that the replacement cost should be included on the water bill. Staff will look into this for the next COW meeting. C.O.W; September 29, 2020 Trustee Seiden stated that he is concerned about the 2022 budget if nothing changes. He likes the CIP, but is worried about the future. Mr. Phillips noted some projects can always be moved, but some are needed and coordinated with other organizations. He noted waiting too long to resurface a road could lead to a more expensive reconstruction project. Trustee Shapiro noted that Trustees should be concerned about future funding and need to stay aware of what is going on and take action when needed. Trustee Shapiro noted that grants from Rebuild Illinois will be used to fund the 2021 Street Rehabilitation Program. He asked what would happen if we that grant funding does not come through. Mr. Burk reported that the Village has received two payments for this grant already and are expecting the rest. Mayor Rosenthal appreciates the concerns from the trustees. She noted that the budget process starts in July. She believes by next July, we will be in a better place to know more about Covid-19 and the economy. The decision needs to be made with the newest information available. She noted that many other communities are also reducing capital projects. Trustee Benton noted that Public Works does a good job of prioritizing projects based on needs. Trustee Seiden stated that once we get more information about Covid-19, the Village should to start to reevaluate planning for 2022. Trustee Struthers asked for an update on the Northbrook emergency water connection project. Mr. Phillips noted the casing, water main and valves have been installed under the Edens Spur. The next step is to figure out how to get the water into the Village due to different elevations and pressure requirements. He stated this is a 5-10 year endeavor. Trustee Oppenheim inquired if there are any grant programs for this project. Mr. Phillips stated there may be some grants or low interest loans, but they tend to be means based. Mayor Rosenthal thanked Public Works for their hard work. Departmental Budget Requests Public Works Mr. Phillips outlined the changes listed in his 2021 budget memo to the Mayor and Board. He noted there will a 2.9 percent wage increase and some step increases per the current union contract. Most line items remain flat with limited increases. He indicated there will be an increase in professional services increase due to REVA and Zion Woods projects, but those expenditures are refunded by the developer. Mr. Phillips reported on upcoming vehicle replacements, including a street sweeper and a sewer vacuum truck. They are both fully funded in the VERF. Mayor Rosenthal thanked Public Works for their efforts in compiling the budget. Community Development Assistant Village Manager/Director of Community Development Andrew Lichterman presented highlights from his budget memo. He noted a change in salary to allocate 50 percent of his salary to the department. He reported that the department is looking into an C.O.W; September 29, 2020 on-line building permitting process. He noted that despite Covid-19, building permits and inspections are at the same level as last year. Police Department Deputy Chief Tom Keane presented proposed changes to the budget. He reported there is an increase in travel expenses to pay to have CALEA representative perform and in- person review for accreditation. Trustee Oppenheim inquired about body cameras for officers. Mr. Keane noted there is a high cost to equip officers with body cameras due to the required data storage and software. He noted that squad car cameras currently capture the majority of officer interactions. Police Chief John Sliozis noted that body cameras are not mandated by the State, but if a department uses body cameras they must follow detailed State rules for their use. He would like to see state legislative changes before implementing them. Trustee Struthers stated that it would be nice to have body camera evidence in case there is an incident. Trustee Shapiro noted that Squad cameras see 90 percent of interactions already. Chief Sliozis also outlined upcoming changes in the department. He stated that the officers are changing to blue uniforms on October 1 and will soon be changing to use Starcom radios. He noted the marked squad car fleet is up for replacement in 2021, as they are on a four-year cycle. They are looking at hybrid model at this time, but unsure if they will be chosen. He reported they are going to refill the vacant social worker position. He noted that officers will now meet with a psychologist once per year. He also noted that the department is working with District 109 on cost-sharing options for crossing guards. Deputy Chief Brian Budny reviewed the budget for Investigations and Patrol. It includes cost of living and union salary increases and the filled second social worker position. He noted the proposed budget includes an increase for training for two police academy enrollments due to turnover. Mayor Rosenthal thanked the deputy chiefs for stepping in while Chief Sliozis was absent. Finance Department Mr. Burk outlined changes to the department’s budget. He reported a 20 percent decrease in spending mostly due to a lower transfer to the infrastructure fund. He noted the Portillo’s economic incentive agreement ended this year. He reported there is an increase in operating equipment for lap top computers to better facilitate working from home. Administration Department Mr. Lichterman reviewed the budget memo highlighting changes for 2021. He noted that half of his salary was moved to the Community Development Department to reflect his title addition of director. He reported that the intern position was not filled and the communications specialist position has been vacant for most of the year. C.O.W; September 29, 2020 Mr. Lichterman reported the nature of the work in Administration has changed due to Covid-19. Some projects are not happening, such as special events, and some advisory boards and commissions are not meeting. He noted there are modest increases in 2021 for promoting Lake County tourism and to promote local businesses with the DBR Chamber’s new community texting program. Trustee Oppenheim inquired if the Village is keeping track of Covid-19 costs. Mayor Rosenthal noted that costs are being compiled for Cares Act reimbursement. Mr. Lichterman noted that the proposed 2021 budget includes full funding for special events. He reported that upcoming projects include renewal of both commercial and residential waste hauling contracts and negotiations with the Police and Public Works union contracts. Mayor Rosenthal thanked the Administration staff for their work on the proposed 2021 budget. Information Technology IT Systems coordinator Matt Weiss reported on the 2021 IT budget. He noted that staff laptops will be replaced in 2021 and there are also costs associated with license and contract renewals. Trustee Oppenheim inquired about the forecasted increase projected for 2023. Mr. Weiss noted that increase is preliminary and projects could change. Mayor Rosenthal thanked Mr. Weiss and his team for their hard work. Adjournment There being no further business or discussion, Trustee Benton moved to adjourn the meeting. Trustee Shapiro seconded the motion. The motion passed unanimously on a roll call vote. The meeting was adjourned at 3:30 p.m. Respectfully submitted, David Fitzgerald-Sullivan, Management Analyst