Village of Northbrook Committee of the Whole met April 14.
Here is the minutes provided by the committee:
1. ROLL CALL
| Attendee Name | Title | Status | Arrived |
| Dan Pepoon | Trustee | Present | |
| Sandra Frum | Village President | Present | |
| Kathryn Ciesla | Trustee | Present | |
| Bob Israel | Trustee | Present | |
| Muriel Collison | Trustee | Present | |
| Heather Ross | Trustee | Present | |
| Johannah Hebl | Trustee | Present |
A. Board of Trustees - Committee of the Whole - Mar 10, 2020 6:00 PM
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Bob Israel, Trustee
SECONDER: Heather Ross, Trustee
AYES: Pepoon, Frum, Ciesla, Israel, Collison, Ross, Hebl
3. PUBLIC COMMENT TIME
Village Clerk Ford read an email from Catherine Caporusso. "As Village Manager indicated in his memo, the Village Board and staff were making significant strides in reshaping your legislative agenda and I am so grateful for your efforts. I hope that despite the pandemic, the Village can continue its very important work in affordable and special needs housing and environmental sustainability, and minimize the budget cuts in those areas. Working families and the planet need you now more than ever. I appreciate everything that you have done and will do as you make these difficult decisions".
4. DISCUSSION TOPICS
A. COVID-19 Update
Manager Rich Nahrstadt stated the Police are enforcing orders. It is more difficult for them to enforce orders when the weather is warm.
The Community Gardens are open at the present time. Folks are expected to practice social distancing and no sharing of tools will be allowed. The situation will be monitored.
For now, Friday Night Flights is postponed, and hopefully will be brought back in the fall.
The Farmers’ Market is looking at a different footprint. They are working with staff for a Special Permit. They are talking about possible delivery.
Manager Nahrstadt noted the importance of people wearing masks in public.
Trustee Ciesla inquired about the status of Northbrook Days and if the residents at Crestwood Place have received masks from the Village.
Manager Nahrstadt stated he recently spoke to Matt Settler of the Civic Foundation, and his impression is they are on hold right now. President Frum stated she too has spoken with Matt Settler and a decision will be made regarding whether or not to host Northbrook Days by mid- May.
Deputy Manager/CFO Jeff Rowitz replied he does not believe masks were distributed to residents at Crestwood Place, but he will check. President Frum would like to see masks and hand sanitizer sent to Crestwood Place. Deputy Manager/CFO Rowitz stated he would have a response later today.
Trustee Ross stated that workers put themselves on the front lines to help the public. She believes that we need to stress that the public respect all workers by wearing masks when dealing with them. Trustee Hebl concurred that masks should be required if you go into a place of business or out in the public. President Frum stated the next couple of weeks will require a good amount of precaution to be taken. She is not ready to mandate masks for everyone while being outdoors, but is encouraging employees that deal with the public, to wear masks while at work. The Village also encourages the public to wear masks while going in and out of stores.
President Frum noted she was not ready to require masks yet, but she will push wearing them through a Social Media campaign.
Trustee Hebl moved, seconded by Trustee Ciesla, that the Village Manager not place any goods or services in excess of $50,000 on the consent agenda.
By general consensus, the Board agreed to schedule the Committee of the Whole meetings as stated by Trustee Hebl, along with any other topics staff feels that need to be added to the schedule. Staff will provide the list by the next board meeting.
Revenue Estimates
Deputy Manager/CFO Rowitz stated that the budget was last reviewed April 3rd for
major revenue sources and what impact the pandemic will have. Income tax, sales tax, hotel tax and utility tax have been studied. Comparisons were made to the experience of 2008- 2010. Sales tax prediction is a 20% reduction of the original estimate; the State of Illinois is also assuming 20% at this time. Income tax prediction is a 20% reduction based on State projections. Hotel tax is reduced by 25%. Admission tax has been reduced by 50% for next year. The estimate on interest income is cut by 33%. Utility tax estimate is a 10% reduction. President Frum stated that the State of Illinois will pay all monies owed to the Village in a timely manner. Trustee Ciesla inquired about the motor fuel tax. Deputy Manager/CFO Rowitz stated he had no new information from the State of Illinois. Trustee Hebl asked if the sales tax revenue numbers would be available before the next quarterly review. Deputy Manager/CFO Rowitz offered to send out a report monthly to the Board.
President Frum asked the Board to focus on new initiatives and the legislative piece. She stated for the items shown as bonded capital projects for next year, the bonds were sold in November and the money is already in hand. This money is restricted for capital projects and cannot be used for operations.
Initiatives
The Board recognized the fact that our businesses need support and that the public needs a moral boost. There is only one new position in the budget, while a hiring freeze is in place for non-public safety positions. Manager Nahrstadt stated hiring is reviewed on a case by case basis. Trustee Ciesla asked that IT Director Lori Baker give clarification on the new position. Director Baker stated that the position is a high demand support position that could be filled pretty quickly.
President Frum wants to keep the information services new position, remove part of the tree funds, leave in bike and pedestrian, take out the branding study, take out increased holiday lighting (can be added back in later), take out one of the Village events.
Trustee Ciesla was in favor of the cuts as listed. She asked if it is possible to lower the July 4th costs.
Trustee Israel asked if it’s possible to defer versus get rid of. He questioned if items removed from the budget could be put back in at a later date. Trustee Israel wants to leave in IT, but remove everything else.
Trustee Collison agrees with the cuts other than IT.
Trustee Ross is not in favor of cutting IT. She was not in favor or cutting the parkway tree budget.
Director Hamill was asked to comment on the parkway tree program. He stated that not all of the 50/50 funding had been used yearly but staff would find additional locations in the Village to plant the trees. The amount was boosted this year for more tree planting around town. Previously the annual amount had been $62,000.
Trustee Hebl wants IT in the budget and the parkway tree program. She would like some of the new trees dedicated to lives lost during COVID-19.
Trustee Pepoon is in favor of IT only.
President Frum stated that the consensus is to leave IT in the budget, but to remove everything else. She wants the increase in parkway trees removed for the first quarter and will review it again later.
Legislative -
President Frum does not want to remove the family dinner, employee appreciation and Earth Day celebration.
Trustee Ciesla would remove all. She asks that the $8,500 Sundry Expenses or the Village Board be removed from the budget.
Trustee Israel hesitates on removing the Village family dinner, the employee appreciation dinner. He is in favor of keeping one Friday Night Flights event and Earth Day.
Trustee Collison is in favor of keeping anything that benefits the residents, such as Earth Day and Friday Night Flights. She wants to keep the employee appreciation dinner. She believes these events should be pushed back but should be left in the budget.
Trustee Pepoon wants to keep Earth Day and the Employee appreciation dinner.
Trustee Hebl suggested removing the family friendly events from the budget but place $20,000 in for future events to be determined.
President Frum stated that after hearing from the Trustees, she is comfortable with placing $20,000 for a future use and removing the $8,500 Sundry fund for the Board.
Public Works - Building and permanent improvements
A question was asked regarding how soon we need to spend the money after we bond. President Frum answered that it is typically two years. President Frum asked if the trustees wanted to review or leave in the budget.
Trustee Ciesla does not think it is wise to spend money on the police station parking lot and questions how critical HVAC repairs are. Repairs are almost $500,000. Trustee Ciesla would like to see that money spent on water improvements and road repair.
Director Hamill stated the following:
HVAC is working at 50% capacity at Fire Station 11. It needs to be fixed soon.
Kitchen hoods do not have to be replaced right now. Could be delayed for later.
Police lot is falling apart. It can be prolonged.
Stair railing project can be put off.
Village Hall parking lot can be saved for later.
Village Hall HVAC and insulation - Director Hamill states that he can look into this further.
New lighting is to be more efficient
Concrete floor needs a protective coat so it will not fail. It can wait.
Civic building has a tarp on it on part of the roof for leaks. The lease is still in negotiations.
Vehicles - The aerial lift and front-end loader can be delayed.
President Frum wants the Police station parking lot, railing, Village Hall lot, Public Works floor and vehicles postponed/cut.
Trustee Israel asks if the Police station parking lot is removed from the budget, do we need to set funds aside for pothole patching. Director Hamill stated that there is extensive patching needed.
Trustee Collison does not want to spend money on the Civic building if there is no lease agreement. She asked if the Village was receiving a price reduction with paving the two parking lots together.
Trustee Ciesla stated that the Capital improvement plan is next year. She asks what the next twelve to twenty-four months will look like. Trustee Ciesla would like Manager Nahrstadt and Deputy Manager Rowitz to create a priority list for the CIP for the next two years. It can then be reviewed and items can be shifted. President Frum asked that the current list be sent back to staff to prioritize expenditures for next two years and to take out the Police Station. President Frum stated that there is no consideration on the Civic building unless we have a signed lease.
Trustee Hebl would like Public Works to evaluate the vacant Metra lots. She questioned if this was a good time to fix the east commuter lot, as it is less disruptive.
Trustee Pepoon does not want to see money spent on the Police parking lot. He questioned if other locations for the Police Station were found. He wants the topic of the Police Station and Garage to remain in the forefront. President Frum asked if this might be the time to make an approach on some sites.
Trustee Ross asks that items not be removed from the budget but to look at all expenditures over the next two years and prioritize. She does not want to spend money on the Police Station.
Water fee - President Frum asked the Trustees if the 10% water fee raise should be implemented. Trustee Collison stated that some villages are giving water credits. She does not want to increase anyone’s expenses. She would like all late fees waived.
Manager Nahrstadt stated that we could hold back for now. Deputy VM/CFO Rowitz stated that Northbrook is not waving penalties on late payments. President Frum stated that there is a difference between waiving fees and working with someone.
Trustee Ciesla suggests waiving late fees as a gesture of good will for 60 days.
Trustee Collison recommended putting money in the fund to be used to help businesses get up and move forward. She wants a tangible plan. Trustee Hebl supported the idea and stated that PPP loans are not coming in quickly enough.
Trustee Hebl believes there are non-monetary contributions that the Village can make. Trustee Ciesla would like a fund for domestic violence and mental health during COVID-19. Trustee Hebl agreed and asked for an added $100,000 to be placed into a fund for mental health and domestic violence, with the caveat that those agencies provide assistance online for the public. Trustee Israel did not think $100,000 was necessarily the right amount. He stated that we do not know enough at this time. He would like to see the applications revised.
Trustee Israel would like to see businesses and people in the community promoted. It was discussed to tap the local artists to create any visual displays that are pleasing to the eye. He would like to see $10,000 go back into the Arts.
Trustee Ross is in agreement with funding mental health and domestic violence. She believes we need to keep supporting the Police and Fire Department.
Trustee Pepoon supports Trustee Collison on her proactive search. He would like it shared with the Board. He would like the “arts” involved in the community.
President Frum concluded the meeting by asking for a new budget with adjustments for the
April 28th meeting. She wants information on a potential business program for the April 28th meeting and a prioritization on the Capital projects. Trustee Ciesla asked that the form be red lined.
Continued Discussion of Draft FY 20/21 Budget
President Frum first addressed a request by Trustee Hebl regarding holding Committee of the Whole meetings to address quarterly reviews, what we learned from COVID19, overtime and staffing, IT and staffing and water main infrastructure. President Frum asked for a motion to schedule the Committee of the Whole meetings.
Trustee Hebl ask for clarification on the budget. She stated she would like quarterly reviews. She then questioned what authority the Trustees have when reviewing quarterly reviews.
Trustee Hebl suggested nothing over $50,000 be put on the consent agenda. Only those items under $50,000.
Attorney Elrod explained the Board of Trustees can amend the budget once it is approved by a supermajority of the board.
Trustee Hebl questioned if the Board could approve a quarter of the budget at a time.
President Frum stated she was not in favor of approving portions of the budget. There are other ways to take care of what Trustee Hebl is trying achieve.
Trustee Hebl stated she would like to set up quarterly meetings and remove from the consent agenda any items in excess of $50,000.
President Frum asked for a schedule of the upcoming board meetings and Committee of the Wholes by the next meeting.
Trustee Hebl moved, seconded by Trustee Collision to hold quarterly review meetings for any budget the Board passes.
5. REMARKS FOR THE GOOD OF THE ORDER
6. CLOSED SESSION
7. ADJOURN
On voice vote the meeting was adjourned at 2:14 pm.
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