Lake County Gazette

Village of Lincolnshire Committee of the Whole met November 2.

Here is the minutes provided by the Committee:

Present:

Mayor Brandt Trustee Feldman

Trustee Grujanac

Trustee McDonough Trustee Servi

Trustee Leider

Village Manager Burke

Finance Director/Treasurer Peterson Public Works Director Woodbury

Chief of Police Leonas Assistant Village Manager/Community &

Police Commander Kim Covelli Economic Development Director Letendre

Police Commander Jamie Watson Assistant Public Works Director/Village Engineer

Dittrich

Call To Order

1.0 Roll Call

Mayor Brandt called the meeting to order at 6:01 p.m., and Village Manager Burke took the roll call.

2.0 Items Of General Business

2.1 Finance and Administration

2.11 Fiscal Year 2018 Budget Workshop

oGeneral Fund Capital Projects

Village Manager Burke indicated tonight’s agenda is to review General Fund Capital Projects, Water and Sewer Improvement Fund Capital Projects, the Park Development Fund, and review outstanding budget items/questions raised at the October 26, 2017 Budget meeting.

Village Manager Burke reviewed the General Fund highlights as presented at the previous week’s budget workshop meeting, noting the proposed Fiscal Year 2018 Budget reflects $12,463,160 in operating revenues and $10,570,667 in operating expenditures, and includes $1,700,000 in transfers from the General Fund. Village Manager Burke noted General Fund Operating Revenues are to increase 14.3% or $1,562,993 compared to FY2017 Budget, while General Fund Operating Expenditures (excluding debt and transfers) is proposed to increase 4.8% ($488,553) Compared to the 2017 Budget. The 2018 Budget contemplates use of General Fund FY2018 Projected Revenues and Reserves to Fund Proposed Water & Sewer Improvement Projects, and the 2018 Budget reflects determining unassigned reserves at the start of fiscal year 2018 to determine transfers to General Capital Fund (staff is not using projected revenue to fund capital projects). Village Manager Burke stated the current general fund reserve balance projected was $6,878,959 on January 1, 2017 and is projected to increase by $172,111, to $7,051,070 by the end of 2017. The general fund reserve balance is projected to meet the 75% fund balance policy set by the Board and the General Capital fund has $1.9 million in proposed projects for 2018.

Village Manager Burke presented graphs showing general fund revenues with operating and capital expenses and charts showing General Capital Fund Revenue totaling $2,033,320 and Expenditures totaling $1,933,320. Village Manager Burke proceeded to review the various capital projects planned for Fiscal Year 2018.

Facilities - Village Manager Burke began a discussion of specific projects for 2018, including professional engineering services for a secondary access to Village Hall off of Route 22 ($30,000). Trustee Leider asked if this project would be done for safety reasons. Police Chief Leonas stated this project originated because a facility review conducted identified no secondary emergency access to Village Hall. Village Manager Burke stated he has witnessed several accidents on Olde Half Day from his office window, and the proposed secondary access would improve public safety. Trustee Leider noted when communicating the plans for this project, staff will want to reiterate the public safety need for the secondary access.

Public Works Director Woodbury reviewed projects planned for 2018 including a facility assessment for Village Hall ($30,000) and interior painting ($20,000).

Equipment – Village Manager Burke noted budgeted vehicle retrofits ($30,000) for three police squad cars, automated external defibrillator replacement ($11,820), and Police Department Livescan electronic fingerprint system replacement ($28,000) are included in the Fiscal Year 2018 Budget. The current Livescan system has reached the end of its useful life; and will need to be replaced should the system fail.

Public Works Director Woodbury noted the Public Works Department is proposing to replace the current asphalt repair “hot box” and explained the hot box allows crews to use hot-mix asphalt in repairs which is particularly effective in colder seasons. Public Works is also proposing the replacement of a small loader. Trustee Servi questioned how many more years of use would be gained if repairs were made to the loader. Public Works Director Woodbury noted about 2-4 years with no guarantees. Public Works Director Woodbury indicated staff proposes to replace the mobile electronic message board, and indicated use of the message board is increasing, and often Public Works is asked to loan the sign to another department or use it for a need outside of Public Works. Trustee Servi asked how many times a message board needs to be borrowed from a neighboring community. Trustee Servi expressed his opinion the message board seems like a ‘nice to have’ item rather than a need. Public Works Director Woodbury indicated the message board is often unavailable for use by the Police for safety or road closure notifications, and during the summer floods, the sign was out consistently warning people of closed streets and unable to be used for other notifications. Mayor Brandt stated a message board can be used at the start of school to enhance “Back to School” safety messages. Trustee Servi asked about schools paying part of the cost of the message board.

Trustee Leider asked if equipment replacement is reviewed for the long term, not just annually. Public Works Director Woodbury and Assistant Public Works Director/Village Engineer Dittrich responded the 10-year capital plan does look long term at replacements and the plan is updated and presented to the Village Board annually.

Furniture and Fixtures – Village Manager Burke noted the project planned in 2018 is to replace aging/damaged board and community room chairs for $20,000; many chairs are worn and fraying.

Storm Water and Sewer – Assistant Public Works Director/Village Engineer Dittrich outlined the projects planned in 2018 including storm sewer lining ($20,000), detention basin construction ($40,000), and work to improve drainage on Lincolnshire Creek at Coventry ($335,000), which was delayed in 2017 due to the July flood. Also presented was pipe lining ($20,000) detention basin engineering ($40,000) and storm sewer work at the Spectrum office site for which the Village is responsible ($132,000).

Parks – Village Manager Burke outlined the projects planned in 2018 to utilize tree bank funds, tree replacement ($50,000). Public Works Director Woodbury discussed projects to replace the Balzer Park lacrosse ball wall ($6,000) and garbage can repainting at North Park ($8,000). Trustee Leider asked if the cans need repainting at this cost. Public Works Director Woodbury explained the cans are specialized/heavy duty units at North Park and require specific paint applications. The discussion continued with Spring Lake Park’s tennis court resurfacing ($15,000) North Park’s Lean-to construction ($60,000), ITEP Corridor Enhancement ($250,000) sign and post replacements ($15,000).

Trustee Feldman asked why no money for Rivershire Nature Center work was included. Staff stated the current plan is to demolish the structure and those funds will need to be incorporated into the budget. Trustee Leider asked staff to get more creative with storage options at North Park and explore the possibility of using Rivershire as warehouse storage versus needing to improve the facility for people to safely occupy the building. Mayor Brandt asked if there is room to build larger storage at North Park. Trustee Leider asked if a trailer with some lawn mowers on it could be stored over winter at Rivershire. Staff agreed to review storage needs creatively for North Park and also look at options regarding the use of the Rivershire Nature Center building. Mayor Brandt suggested staff look at options to add storage at North Park or Public Works, and to think long term about storage needs for the Village, including special event items in the public storage facility.

Park Development Fund – Village Manager Burke reviewed Park Development Fund disbursements, and stated these are supported by Park Donation fees which came in high in 2017 due to 444 Social. Village Manager Burke noted these items were previously reviewed at the October 26, 2017 budget workshop and staff will share updated information regarding path resurfacing at the end of this meeting.

Roadways – Village Manager Burke outlined projects planned in 2018 – street name signs/posts ($7,500), LED streetlight upgrades ($100,000), road resurfacing ($215,000), and engineering costs of $75,000.

Vehicles – Public Works Director Woodbury outlined the equipment proposed for replacement in 2018 including police vehicles ($90,000) and a 1-ton pickup #244 ($70,000) which are being replaced due to age and use. Trustee Servi asked if 244 should be purchased now in anticipation of winter. Public Works Director Woodbury stated 244 will be brought to the Board in early 2018; possibly January.

Miscellaneous Capital - Staff reviewed projects planned in 2018 – E-Citation printer and software ($20,000), audit ($2,000) infrastructure at North Village Green ($5,000).

oWater & Sewer Improvement Fund Capital Projects – Village Manager Burke reviewed revenues and proposed total expenditures for Water & Sewer Improvements.

Major projects proposed for 2018 include a study for an alternative water source ($50,000) and a replacement sewer backhoe ($150,000).

Public Works Director Woodbury noted the biggest project in the Water & Sewer Improvement Fund for 2018 is the watermain replacement project along Westminster. Village Manager Burke reviewed the need for this repair work due to acidic soils and deteriorating water main in this location.

oIssues for Further Consideration – Village Manager Burke discussed issues for further consideration from the October 26, 2017 Budget Hearing relate to the Police pension contribution schedule, increase bike path/connector trail resurfacing, senior citizen property tax rebate, and Police Department staffing.

Police Pension Contribution Schedule – The current policy for Lincolnshire Police Pension Fund language is “Employer Contributions: Employer contributions will be direct deposited from General Revenues to the Lincolnshire Police Pension Fund as five distributions of 20% deposited on or before July 15, August 15, September 15, October 15 and November 15.” Proposed language is as follows: “Employer Contributions: Employer contributions will be direct deposited from General Revenues to the Lincolnshire Police Pension Fund as twelve equal distributions deposited on or before month end.” For example, January 31 for January distribution, February 28 for February distribution, etc. Staff recommends maintaining the current policy. It was the consensus of the Village Board to make no changes to the pension contribution schedule.

(Trustee McDonough left the meeting at 7:03 p.m.)

Increase Bike Paths/Connector Trails – Assistant Public Works Director/Village Engineer Dittrich presented quantity of paths and costs in Lincolnshire.

There are approximately 11.5 miles of paved paths/trails which are the Village’s responsibility. There are 10 miles of paths and 1.5 miles of connector paths. The average pavement condition rating for connector paths is 72.5, while the average condition rating for paths is 87.6. The cost to rehabilitate 1 mile of path is between $75,000 and $100,000. The current 10 Year CIP includes $75,000 every other year for a total of $375,000 in the current program.

Mayor Brandt indicated a potential development on Half Day Road east of Riverwoods Road, on the north side could bring money for more trail development. Trustee Leider indicated the Village Board would like staff to look at economies of scale, to see where the return on path investment is maximized. Staff indicated the Glenview Municipal Partnering Initiative is meeting in December and the scope of bike path development and joint bidding will be discussed at that time. Trustee Feldman asked if there were other materials besides asphalt that make sense for paths or connectors. Assistant Public Works Director/Village Engineer Dittrich stated the material used to construct a path is dependent on the type of use the path will get. It was the general consensus of the Village Board to maintain the existing asphalt material for the path surface.

Assistant Public Works Director/Village Engineer Dittrich presented six areas on Route 22 and north with cost estimates to rehabilitate each section. Two longer paths south of Route 22 were also presented with cost to rehabilitate. Village Manager Burke stated staff is looking for direction from the Board on how much they want to rehabilitate annually. Trustee Servi indicated the Board is looking to see economies of scale, for example, if one mile is $100,000 but two miles is $130,000, the Board would look at rehabilitating two miles. Mayor Brandt stated with park donations coming in staff should look at completing a full length of path and not have patchwork repairs along highly visible paths. Like the tree bank, residents could see money sitting in park donations and question why it is not being spent. Trustee Leider said visual impact should be taken into consideration and asked staff to think bigger when it comes to bike paths. Trustee Leider asked if park donations could be used for improvements at North Park. Staff confirmed park donations could be used for improvements at North Park.

Trustee Leider encouraged staff to think creatively and long term about storage for North Park.

Senior Citizen Property Tax Rebate Program – Finance Director Peterson presented the number of participants in the program and the total rebates granted for 2012 through 2016, to-date 2017, and the average for participants and cost.

Trustee Leider expressed his strong opposition to this program. Trustees Servi and Grujanac expressed their strong support for this program. Mayor Brandt asked staff to survey the Northwest Municipal Conference communities asking what they do in their communities for any senior citizen services/rebates, if they are income or need based, and if there are affordable housing ordinances in place. Trustee Leider noted his opinion he would be willing to freeze the program with its current participants and not allow future individuals to participate which would lead to it being phased out over time.

Police Overtime and Staffing Review – Police Chief Leonas provided a review of police department staffing and overtime usage. Police Chief Leonas presented a current organization chart for the department. Trustee Feldman asked if officers help with identity theft crime. Police Chief Leonas stated investigators handle identity theft with support from the Illinois State Police. Police Chief Leonas stated he has looked at creative scheduling options within the terms of the Fraternal Order of Police contract. Daytime support is needed more so than night support, and functionally, the department must staff for what is needed, using response times as a measure.

Police Chief Leonas reviewed 2015 – 2017 overtime expenses, and what types of overtime made up the total expenses. Police Chief Leonas also presented overtime trends and projections by year and month, and compared overtime wages to number of sworn personnel. The variability in manpower coverage is due to leave time and workers compensation and this prevents a clear linear explanation of overtime cost increases.

Next, Police Chief Leonas provided a review of sworn personnel counts and staffing changes since August 2016. Police Chief Leonas also presented The FBI’s recommendations for number of officers per 1,000 residents in municipalities with less than 10,000 residents, and the cost and process of hiring a new officer. Trustee Servi asked why so many officers are leaving. Police Chief Leonas and Village Manager Burke reviewed the reasons recent transitions in the department. Commanders Covelli and Watson stated the Department is going through a change for the better and the development of Police Officers and leaders is important, and heading in the right direction.

Trustee Leider suggested police need to find another officer in light of additional developments in Lincolnshire and asked if Police Chief Leonas would recommend going back to full staffing of 24 sworn officers. Police Chief Leonas indicated he recommends 24 officers at this time, but will review staffing regularly.

General Questions – Trustee Grujanac asked if resident focus groups could be implemented for the Milwaukee Avenue Corridor. Assistant Village Manager/CED Director Letendre stated residential engagement in development across Lincolnshire will be implemented as part of the forthcoming Economic Development Strategic Plan.

Village Manager Burke stated the Marriott Lincolnshire Resort will be holding a Grand Re-Opening celebration November 9, 2017. Starting at 4:30 p.m. and will include a short fireworks display.

Village Manager Burke explained Interior Investments has recently approached the Village about the potential for extending its current tiered sales tax rebate program for five additional years to 2025. The Board indicated their support and a general consensus to work with Interior Investments to draft an extension to the existing sales tax sharing agreement to extend through 2025.

3.0 Adjournment

Trustee Grujanac moved and Trustee Leider seconded the motion to adjourn. Upon a voice vote, the motion was approved unanimously and Mayor Brandt declared the meeting adjourned at 8:15 p.m.

https://www.village.lincolnshire.il.us/government/about/agendas-minutes-packets-video?format=raw&task=download&fid=1764