10/02/2023COMMITTEE OF THE WHOLE – Meeting Minutes
October 2, 2023
The Village Board met as a Committee of the Whole in the Council Chambers of the
Village Hall at 5:30 p.m. on Monday, October 2, 2023. In attendance were:
Village Board Staff
Dan Shapiro, Mayor Kent Street, Village Manager
Bob Benton, Trustee Andrew Lichterman, Assistant Village
Larry Berg, Trustee Manager/Director Community Development
Elaine Jacoby, Trustee John Sliozis, Chief of Police
Rebekah Metts-Childers, Trustee Brian Budny, Deputy Police Chief
Mary Oppenheim, Trustee Chris Fry, Deputy Police Chief
Bill Seiden, Trustee Eric Burk, Finance Director
Robert Phillips, Director of PW and Engineer.
Justin Keenan, Asst. to the Village Manager
Desiree Van Thorre, Admin. Services Coord.
Tyler Dickinson, Asst. Dir. of PW and Eng.
Daniel Van Dusen, Deputy Village Clerk
Matthew Weiss, Director of IT
Public Comment
There were no public comments on non-agenda items.
Business
1. Departmental Budget Requests – Departmental Summaries (p. 13-34)
(Revenue summary blue pages; Expenditure summary yellow pages;
Revenue detail gold pages; Expenditure detail green pages)
• Finance
Director of Finance Eric Burk noted page 13 shows the summary of the Finance
Department as well as the memorandum. He thanked Administrative Services
Coordinator Desiree Van Thorne for all her assistance. Mr. Burk noted last week, there
was a question in the capital outlay section of the Police budget, but the expense was
for body cams and a one-time expenditure for equipment. Chief Sliozis noted those are
mandatory requirements. Mr. Street reported the Village got a $250,000 grant to offset
the cost.
Mr. Burk reported the Finance Department will have the same number of employees for
2024. He noted training and development costs are flat for 2024. Mr. Burk stated the
Village has two CPAs, an HR professional and other personnel that need training. He
noted there is an increase in the proposed contractual services budget due to economic
incentives. Mayor Shapiro questioned whether Walgreens leaving part of their
operation would affect their agreement. Mr. Burk reported this expenditure is due to the
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October 2, 2023
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revenue increase. Mr. Street added it is dependent on their operation staying the same.
Mr. Burk noted other increases include some allocated increases at Village Hall,
tracking the EAP program (dollars), applicant tracking and evaluation software. He
reported there is no change in the Village’s portion of the Patty Turner Center, but there
is $100,000 included in the capital improvement budget proposal for parking lot
expenses. He reminded the Trustees that the Village contributes 50% to that expense.
Mr. Burk noted commodities are flat, and if they are not needed, the funds will not be
spent. He reported utilities include the costs of gas, water, sewer and
telecommunications in the Village. Mr. Burk noted the capital outlay has an increase,
but it is small. He stated there is also an expense for refuse service. Mr. Burk reported
the Village pays almost $1.1 million and residents pay about 40 % of the overall fee. Mr.
Street noted other municipalities do not have this expense. Mayor Shapiro asked about
the contractual services, specifically the difference between the budgeted numbers and
actual expenditures for 2023 which show about $1 million less. Mr. Burk noted the
amount may need to be adjusted. He reported when the budget preparation was
initially started, Walgreens was having slower months. He noted their sales tax number
will also increase.
• Administration
Assistant Village Manager/Director of Community Development Andrew Lichterman
discussed the administrative services budget requests including IT and the Village
Manager’s office on page 14 and the corresponding memorandum. He thanked the
team for their assistance. Mr. Lichterman reported they plan to continue the programs
and services at the same level as expected by residents. He noted personnel services
are working through their STEP phases and there will be COLA increases. Mr.
Lichterman stated training is flat this year as the entire budget was not spent in 2023.
He reported contractual services have a 9% increase for janitorial services and one -time
equipment replacements. He noted the professional services cable account is flat.
Mr. Lichterman asked the Trustees if they would like to offer closed captioning for the
Board of Trustees meetings and reported it would initially cost about $30,000 and
several months of lead time. He noted this would apply to the Board of Trustees
meetings only. He believes the annual cost would be upward of $10,000, which
represents a significant increase in this account. Mr. Lichterman noted it was requested
during the Bridge Industrial/Baxter public hearing. The Trustees expressed they do not
believe there would be a strong demand for regular B oard of Trustees meetings. Mr.
Lichterman noted there would be a lead time to consider. Trustee Benton does not
believe the AI closed captioning is at the appropriate level. Mr. Street reported it can be
considered, if there is a need in the future.
Mr. Lichterman reported contractual services include Family Days, which is a $110,000
expenditure. He noted there is also an advisory board expense account that includes
the food trucks, Harvest Fest, Winter Celebration, Festival of Fine Arts, the Farmers
Market and Community-The Anti-Drug. Mayor Shapiro noted those events are an
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October 2, 2023
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investment in our community. Mr. Lichterman reported commodities are down 7% due
to the addition of electric vehicles. He noted the budget for electronics is flat. Mr.
Lichterman reported capital outlay is up about $500 for IT. He noted VERF and board
room audiovisual equipment will have a $100,000 investment. Mayor Shapiro noted
that two years ago the Winter Celebration had a huge increase in the cost of tents. Mr.
Lichterman reported last year it was moved indoors and will be held indoors this year as
well. Mr. Lichterman noted the Village is trying to have the events while being
resourceful. He stated the budget reflects a $126,000 increase.
Mr. Weiss summarized the IT expenditures. He noted most of the IT budget items are
recurring software renewals, and that all of the costs get divided by the departments
that use the services. Mr. Weiss stated the payments are cyclical in nature and the
Village tries to get multi-year proposals. He noted the highlights include a re-budget in
the network switching account due to significant supply chain challenges. Mr. Weiss
stated there is some backup data storage equipment that has reached the end of life.
He reported the purchase of additional network firewall equipment is proposed to
prevent new types of failures. He noted the top costs include the Microsoft software
and security. Mr. Weiss noted the IT fund is more reactionary and the year an item is
added to the list is the year the Village starts to think about it. Mr. Weiss noted the
expenses would rarely fall in the same year.
• Community Development
Mr. Lichterman discussed community development budget requests (on page 15 and a
memorandum). He reported there are no additional personnel requirements and that
personnel services are up five percent. Mr. Lichterman noted the contractual services
show an increase in the janitorial services which is split between four departments. He
stated the IT equipment repair expenses decreased and there was an increase for legal
notices, which are reimbursed by applicants.
Mr. Lichterman noted the Village budgeted $12,000 for administrative hearings for
building code violations. He reported the Village is learning about the administrative
hearing process which could be applied to code enforcement matters in the Village. Mr.
Lichterman noted the fines often pay for the hearing process, but this is for the software.
He noted staff has observed administrative hearings in neighboring towns and this
proposal will require additional research. Mr. Lichterman stated several municipalities
have substantial fines which could result in thousands of dollars per case. He stated
the first approach is to gain compliance; but in many instances, there is push-back on
compliance. Mr. Street added that different towns have their own approaches. He
stated the thought is to put this tool out there and see how it could be used. Trustee
Berg believes there is a lot of potential as any municipal violation could be handled
through an administrative hearing. Trustee Berg noted that other than the financial
component, juvenile hearings could be handled through a social worker and community
service. Mr. Street noted the Municipal Code has to be very clear with the timing and
fines. Mr. Lichterman reported the timing would include the lead time to obtain the
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October 2, 2023
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software and counsel. He further stated that it would be a matter of months as the
software selection may be complicated.
Mr. Lichterman noted the proposed budget includes additional studies including a
housing analysis, an impact fee analysis, the affordable housing contract and ongoing
TIF expenses. He reported all four are about $20,000 each. Mr. Lichterman stated the
housing analysis includes a demographic study and determining the type of hous ing
that will be needed. He stated an impact fee study would result in the Village working
with a consultant to generate what fee should be paid to add a residential unit that
would impact the schools, library, police and fire services. Mr. Lichterman noted it has
not been updated in more than 20 years, and that the Village’s methodology needs to
be justifiable. Mayor Shapiro noted impact fees can be challenged in court , so if they
are outdated, they may not be accurate. Mr. Lichterman noted there is carry-over in the
budget for the affordable housing contract that the Village will consider once it comes to
the Board for review. He reported this would help the Village manage and vet the
process. He noted there are budget dollars to continue to review TIF districts. Mr.
Lichterman reported the Capital outlay includes $8,000 for a conference room
conversion. Mayor Shapiro noted some of these projects may need additional staff. Mr.
Lichterman noted the Village has a part-time consultant through a service and services
can be ramped up as needed.
2. Capital Improvement Program (p. 35-36)
Mr. Lichterman noted staff discussed the green initiatives account, which is currently at
$250,000. He reported the façade improvement program is currently at $200,000.
Mayor Shapiro questioned whether to increase the green initiative budget. Mr.
Lichterman noted the Village had a hard time spending the budget this year due to lead
times and the calendar. He further noted there are a lot of projects to get done.
Trustee Oppenheim noted some of the items include planting. She reported after the
initial phase, the budget may need to be smaller than in the future.
Director of Public Works and Engineering Bob Phillips reported the Village received
good news on the Hazel Avenue reconstruction project including water main
replacement, sanitary and storm water maintenance, sidewalks, etc. He stated the
Village has been awarded a Federal grant of $4.7 million for the project. Mr. Phillips
reported construction will take place in 2025 or 2026 based on material availability and
IDOT. Mr. Street noted it may require looking at the debt as well.
Assistant Director of Public Works and Engineering Tyler Dickinson provided an update
on Waukegan Road. He reported the project should be substantially completed by next
week due to water main challenges. Mr. Dickinson stated IDOT will handle the
resurfacing from Route 22 to Lake Cook Road starting next spring.
3. Adjournment
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October 2, 2023
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Trustee Benton moved to adjourn the Committee of the Whole. Trustee Metts -Childers
seconded the motion. The motion passed unanimously by a voice vote. The meeting
was adjourned at 6:46 p.m.