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Home My Public Portal About02.28.00 COW AgendaRichard A. Rock PRESIDENT r L TRUSTEES Stephen J. Calabrese VILLAGE 4F PLAINFIELD M;~„a;~o,;; S WILL COUNTY'S OLDEST COMMUNITY Kathy O'Connell St®ven L. Rathbun Raymond Smolich Susan Janik VILLAGE CLERK WORKSHOP OF THE PRESIDENT AND BOARD OF TRUSTEES HELD ON MONDAY, FEBRUARY 28, 2000 AT THE VILLAGE BOARD ROOM 530 W. LOCKPORT STREET, SUITE 20b, PLAINFIELD 7:00 P.M. 1) CALL TO ORDER, ROLL CALL, PLEDGE 2) MINUTES -Workshop Monday, February 14, 2000. 3) WATER & SEWER BILLING SYSTEMS. The local newspapers have picked up upon the budget items in the draft that refer to billing issues. While this matter was not scheduled • for detail discussion presently, in order to fully understand the issue and recommendations we have accelerated the presentation to this meeting. For sometime now the staff has been researching the means to better utilize technology to meet the rapid growth of local service demands. Earlier the Public Works Committee had suggested that we examine a monthly billing system for water, sewer and refuse billing. Mr. Minick has prepared an analysis that is attached. if the Board supports such a program we will proceed so it may be implemented this spring. 4) SPACE PLANNING. Pursuant to Board direction, the Village selected the firm of DMJM to prepare initial site analysis and space planning for a new village hall. This preparatory work has been completed and the architect, Mr. Fred Borsch, will be in attendance to review .the process, his recommendation for space planning and offer some alternatives for site design. The process at this point is not to consider specific details, but to suggest building use, styles and functions. For example, how best can the retention basin be used? What functions may be applicable to this building other than municipal offices? How do we incorporate other community/civic functions? Shauld we? C, 530 W. LOCKPORT STREET, SUITE 206 •PLAINFIELD, ILLINOIS 60544 (815) 436-7093 Fax (815) 436-1950 . 5) FISCAL YEAR 2000-2001 BUDGET. Discussion will continue abaut the draft Budget. Review will center about the Community Development and Police budgets. (The draft budget was distributed previously) 6) ANY OTHER BUSINESS. 7) EXECUTIVE SESSION for the purposes of discussing litigation and personnel. DEFERRED ITEMS Joint Meeting with Plan Commission -Jeff Durbin Ordinance Updates -Jeff Durbin Open Space Definition -Jeff Durbin Infrastructure Maintenance Fee-Chris Minick Radium Compliance -Allen Persons Oswego Boundary Agreement -Terry Burghard DesPlaines Street Power Lines-Terry Burghard LJ Richard A. Rock PRESIIJENT TRUSTEES Stephen J. Calabrese VILLAGE OF PLAINFIELD M;ol; eicoii~ S WILL COUNTY'S OLDEST COMMUNITY Kathy O'Connell Steven L. Rathbun Raymond Smolich Susan Janik VILLAGE CLERK February 22, 2000 To: Mayor Rock and the Board of Trustees From: Chris Minick, Finance Direct r --~- Subject: Monthly Utility Billing We have been discussing, at the staff level, the possibility of instituting a monthly billing system for utility billing. This matter has been discussed at the Committee level many times dating back to 1996. I have been working with a vendor, Third Millenium Associates, to try to determine its viability for the Village's Water, Sewer, and Refuse Billings. We currently have approximately 4,250 customers for water, sewer, and refuse services. Current staffing levels da not allow the reading and processing of these accounts on a monthly basis. Additionally, we can gain some efficiencies and uses of current technology by utilizing an outside vendor to print and mail utility bills. The older, quarterly billing system evolved before computers were common. In those days, meter reading, consumption data, billing records, etc. were all calculated and kept manually. A village only had staffing and clerical capabilities to prepare bills for its customers quarterly. The most important aspect of this process is customer service. We improve customer service quite significantly with these changes. Some examples of this enhanced customer service are as follows: • Bills will be sent on a "normal" sized. sheet of paper, not a postcard that is easy to lose and/or accidentally, throw away. • Bills will be sent with a return envelope customers can utilize to return payment to the Village. • Customer leaks will be found earlier, before big bills result. • Billing amounts will be more comparable to other utilities that bill on a monthly basis. • Utility bills will be easier to budget on a monthly basis rather than quarterly, as with other utilities • The new bill format enhances communication between the Village and its residents by allowing for messages and other inserts (newsletters, special 530 W. LOCKPORT STREET, SUITE 206 •PLAINFIELD, ILLINOIS 60544 (815) 436-7093 Fax (815) 436-1950 announcements, vehicle sticker applications, etc.) to be inserted with utility . ~ bills. • Staff time can be put to more efficient and effective use. We will not have staff printing, separating, sorting, and preparing bills for mailing. We also will not need to have staff printing, folding, and affixing stickers to newsletters for mailing. • We will be able to take advantage of lockboxes and bar coding technology to minimize payment processing time. The mast important facet of this process is customer service. A Village resident will still be calling Village Hall for any questions, comments, or discussion about his/her utility bill. Nothing will change in regard to our level of response to any customer inquiry; that function will still be handled by Village Staff and Village residents will call Village Staff with any questions. No one from this vendor will answer any customer inquiry. The use of an outside vendor also enables the Village to include newsletter and other mailings in the same envelope as utility bills, thus helping to facilitate communication between the Village and its residents. We will also be able to use barcoding technology and lockbox banking services to enhance our processing of utility billing payments. In essence, the bank handles all of the mail-in utility bills and prepares a file for transmission to the Village's computerized billing system over a modem line. Our Staff then updates the payments to our billing system on a daily basis. This should free at least 1 hour of staff time daily, more in the week that water bills are actually due. Currently, our staff must manually input all of the account numbers by typing them in. For any walk-in traffic, the barcoding of the bills will allow us to use scanning technology to read a customer's account number into the computer. This will also eliminate manual entry. Staff is anticipating using two billing cycles for monthly billing rather than the three cycles currently in effect. Under this scenario each meter in the Village would be read every other month. In the months a meter is not actually read, an estimated bill would be sent to the customer. Staff believes current staffing levels are adequate for this level of meter reading activity. As the implementation of radio read meters proceeds, the staff time to read today's existing meters will diminish significantly. Third Millenium's client list is quite impressive and includes a Village (Grayslake) that uses the same utility billing software that we do. Administrator Burghard and I have checked several of the references listed and all of the responses were very positive. Staff is anticipating a total cost to the Village of approximately $40,000. $20,000 for the preparation and additional postage on the bills, and $20,000 in lockbox services from the bank. Assuming that we save 1.5 hours per day (I think this estimate is conservative) on processing payments and $ hours per month processing, sorting and mailing bills, the Village can offset these costs by about $10,000 annually. We aze projecting over $2.5 million in revenues for the operations of the water and sewer utility and another $500,000 in refuse hauling fees for the 2000-2001 budget yeaz. The projected $30,000 net cast of this conversion equates to about 1 % of those revenues. As the Village grows, other costs will increase if the switch is not made. We will need to continue to hire utility billing clerks to process the ever-increasing numbers of utility bills and payments. We will also incur increased costs for office space to house these clerks and to provide adequate work azeas and proper equipment to allow for mailing such a volume of bills on a monthly basis. We will also incur increased costs for the equipment in question to achieve mailing. Present systems and personnel are stretched thin. Switching to this system allows our utility billing clerks to concentrate on the more complex, value added issues that go along with the rapid growth the Village is experiencing such as educating our customers about their utility bills, establishing service for new residents, answering anever-increasing load of customer inquiries, etc. 1 have asked Mr. Jim Leader of Third Millenium to be present at the meeting on the 28~' to make a presentation and to provide samples of his product to the Village Board. The thing to keep in mind is that from strictly a dollars and cents standpoint, this conversion to monthly billing is mare costly, but it also enables us to enhance our customer service for our utility bills. • Staff is seeking direction to continue this process with a planned implementation date of May 1, 2000 to institute monthly billing. • Richard A. Rack PRESIDENT r-- L__ rRUSr~~s Stephen J. Calabrese VILLAGE OF PLAINFIELD John H. Cherry Michael Collins WILL COUNTY'S OLDEST COMMUNITY Kathyo'Connell Steven L. Rathbun Raymond Smolich Susan Janik VILLAGE CLERK February 23, 2000 To: Mayor Rock and the Baard of Trustees From: Chris Minick, Finance Direct r Subject: Budget Discussion We will be discussing the budgets for the Police and Community Departments. Please bring the budget book previously distributed. We will also have time to answer questions from any departments and items previously discussed. Individual Department Heads will also be available to present highlights from their department's budget and answer questions. C~ r~ 530 W. LOCKPORT STREET, SUITE 206 •PLAINFIELD, ILLINOIS 60544 (815) 436-7093 Fax (815) 436-1950 VILLAGE OF PLAINFIELD WILL COUNTY'S OLDSST COMMUNITY Y~ n rr s The following GOAL STATEMENTS were developed from the initial meeting of the Owner and the Consultant Work Team. 1 Maintain and/or improve the existing services rendered to the citizens of Plainfield. 2 Define the needs of a new Village Hall facility, which accommodates projected Village growth and expansion of staff to provide these services and facilities expected by the public. Determine necessary building and site needs to efficiently provide these services for the next 5 - 10 years with provisions for the next 10 - 20 years. 3 Correct major existing functionaUoperational inefficiencies anal space deficiencies. • 4 Create a village complex, which in the long- term reflects a positive image of public government coupled with amenities for a community center. 5 Encourage building and site development, which reflect the chazacter of the historic downtown and provides outdoor civic activities as well as indoor spaces. 6 Minimize the initial financial impact on the Village by phasing improvements and construction toward the defined long-term master plan. • . __ VILLAGE OF PLAINFIELD WILL COUNTY'S OLDEST COMMUNITY Revised Copy Plainfield Village Hall January 27, 2000 Area Summary -Gross Square Feet Function 0-5 Years 5-10 Years 10-20 Years Administration/Villa eClerk 2,723 2,863 2,$63 Finance 2,377 2,797 3,021 Plannin Code Enforcement 4,31$ 4,318 4,318 Public & Su ort Functions 11,346 11,346 15,826 Tatals 20,764 21,324 26,028 Increase 2.7% 25.4% Note: Existing Gross Sq. Ft.: +7,400 (36% of 5 year needs) Staff Summary Function Existin 0-5 rs 5-10 rs 10-20 rs Administration/Villa eClerk 4 5 6 6 Finance 4 8 11 13 Plannin Code Enforcement 14 24 24 24 Public & Su ort Functions 0 0 0 0 Totals 22 37 41 43 Increase 68% 86% 95% C7 Y ~ VILLAGE OF FLAINFIELD WILL COUNTY'S OLDEST COMMUNITY F Space Needs Programming Revised Copy 50 Yi?AaS Janua 27 2000 Date .... ~ s .~.~~ .. _ Function: Administration/Village Clerk Interview: Terry Burghard Sue ,Ianik Larry Vaupel Areas of Responsibility: 0 - Village Administration • - Village Clerk Functions - Liaison to Public & Elected Officials - Keeper of Records (Ordinances & Resolutians/Files) Staff Size: Present - 4 - Village Administrator - Management Analyst - Village Clerk - Village President & Trustees - Economic Development Director Antici ated Staff Growth: 0-5 Years - Deputy Village Clerk 5-10 Years 10-20 Years - Administrative Asst. p ' Anticipated Ne_w Services/Responsibilities - Volunteer Program -Senior Services (In-future years) - Volunteer Department (In-Future years) e, f, I +, a, c "rr..w:;rwi.i:a.;eria ..,.... .,. wiriwia: m. s;, ri ., • • Pro'ected NSF S ace Needs Existin NSF 0-5 rs 5-10 rs 10-20 rs President's Office 183 22S Trustee's work room 0 176 Conference Room Exec. Session) 316 308 Villa e Administrator 247 200 Economic Develo meet Director 18S 180 Villa e Clerk 128 180 Mara ement Anal st 64 180 Conference Room 6-8 0 196 Clerk Files 132 160 De ut Villa e Clerk New 140 Admin. Assistant_ Su~i~i~~tt~,NSI~ _ Combined Areas w/Ex ansion ,___r_. New .~~,... ~'~j125:~ _ .~ ~ 1945 _ 100 ~~,~ _10(ti" 2045 ~,"~~. ` .~0,~ 2045 ~~ ,~-~'liCtUi' r,~~:~ 'r~~ J;,". 177 ~' "'" " ..~.~w '723 ~~~-*--F -: ~~: , _ ,;.~e~ZR ~ s e 0 [7 ~,~... r i r i ..<~ . .:-~_~~, VILLAGE OF PLAINFYELD ~1 '~=~ WILL COUNTY'S OLDEST COMMUNITY ^ - -a {~ Revised Copy ~ :~~' ~ I ,. ,r -~. , -i , Space Needs Programming J ~~ ~`'' i ~ l~ i .t: .5~~ », ~ ~ Y F A R S 1 January 27, 2000 Date :~ a ~wr.rirr iri..~ririw;:ara a . , ~ rawi.,a~~is~:,~.wiaiioisiwir:.:wr~ ,... A iaria•.:;ria:.ai.« w .. . ~ .. ~ _ Y A 0 Function: Finanee Interview: Chris Minick/8arb Kuiath ,.. J k i Areas of Responsibility: - Villa e Finance g a - Office Management f ~ - AGGOllnting ~ . - Accounts Receivable/Payable i - Payroll - Bi11 Payment (Water, Sewer, Solid Waste) - Vehicle sticker sales o s o Staff Size: Present - 4 , - Finance Director - Office Manager - Accounting Clerk - Receptionist Anticipated Staff Growth r 0-S Years 5-10 Years 10-20 Years ', - Accounting Clerk -Risk Manager -Accounting Clerk - Asst. Finance Director -Payroll Clerk -Accounting Clerk - - - MIS Systems Manager - Admin Asst. - HR Manager Anticipated New Services/Responsibilities _!%S°/~':. .......... ......'/~ N',"rt,F'.':'.«x~.'iMM/.~~:M'..;~%eM%'n~"iipiis/.M%A"':.:eH'.';d?,..::.a9::i?`w/N//..F".:'ee~"'.~",'-:.~3+/.,R%N'/,:.;iN%x~.!"~`/,.....» .... • • Pro'ected NSF S ace Needs Existin NSF 0-5 rs 5-10 rs 10-20 rs Finance Director 159 200 Office Mana er 117 160 Accountin Clerk 104 100 Rece tionist 64 100 Copy Room/Mail Room/Work Room 88 126 Network/Printer Room 36 140 Secure Vault Room 36 100 Conference Rooix~. 6-12 0 252 Assistant Finance Director New 160 Accountin Clerk New 80 MIS System Mana er New 120 HR Mara er New 160 Risk Mana er New 120 Pa oll Clerk New 80 Admin. Assistant New 100 Accountin Clerk New $0 Accountin Clerk New g0 ~, ~a.~„a. . Combined Areas w/ Ex ansion 698 998 158 i a e a .M".A Wi~"d+/mv' ~ N N ~ W/M ..M-~ W/~~'. i ais.v.q _r; Y/d/s' .M - W/.p v.a ..j VILLAGE GF PLAINFIELD wiu. couNrrs o~nssr coMMUNirv gym; ,. . . ~', r ;. .~~~ ~ ~ '~ ~~'~~~~~'' =J r . . Y _ ~ . _~ , r Revised Copy ;~M~~ ~"' ~ 4} u ~ ~ ~ Space Needs Programming ,i ~ ! 5 f) Y F_, A R S f January 27, 2000 Date Function: Plannin~/Code Enforcement Interview: Jeff Durbin Areas of Res ansibili - Planning - Building Permits/Zoning Approval - Code Enforcement - Property Information Management - Development/Site Plan Review Staff Si~e• 14 - Director of Community Development - 3 Planners - 7 Building Inspectors - 3 Administrative Assistants Anticipated Staff Growth - Increased workload due to growth projections 0-5 Years 5-10 Years 10-20 Years 1 Planner p p 6 Inspectors 3 Admin Assts. (1 part time) Anticipated New Serv_ices/Resuonsibilities Web site for authorized access status information GIS W •. r':W/.AM/M/.~/d'/M%MlM/~M'/~M/~/~N/MlM/:M.'M'/M. .r .ri . . ~ _ ~.. ,r, c ei v. M w` M':; . .. .. r i .....aY/.a.`:nv: _..._:...... 'A:,a':Sm: O".~;;... ....... .............~`..4`..Vrdr.":Ni.~,.M4:;rP.?'.'d"~..N/mT.,w/..vs,.'aw•iWi;F:'•~'.:rw',~1~:~/.bP'-d:s.'!/.4':~'%~:M.'.:Wi.+M/.AW::'4?'..w::mM/'n ::~:';;W'.9+.r.a........... i ~~ Pro'ected NSF S ace Needs Existin NSF 0-S rs 5-10 rs 10-20 rs Director of Cornrnunity Devela rr~ent 243 200 Planner 125 100 Planner 132 100 Planner 159 100 GIS Work Station w/ Lotter 0 120 Ins ector 72 80 Ins ector 72 80 Ins ector 72 $0 Ins ector 72 $0 Ins ector 72 80 Ins ector 0 80 Ins ector 0 80 Admin Asst. 64 80 Admin Asst. 64 80 Admin Asst. 64 80 Com uter Work Station 0 64 Com uter Work Station 0 64 Printer/Co Area 0 $0 Conference Roorn 6-12 121 252 Case Files 136 240 Plan Review Room 0 144 Planner New 100 Admin Asst Buildin New 80 Admin Asst Plannin New 80 Admin Asst Part Time New 80 Ins ector New 80 Ins ector New 80 Ins ector New 80 Ins ector New 80 Ins ector New 80 Inspector New 80 'St~l)ti)t~l. ~,~'~'~'' ~ ~ ,~~,~ 14i5t1a _ ~,. ~31~..~1. ~y~ ... ~ t ,..,~.~. Combined Areas w/ Expansion 3084 30$4 3084 ~ ~S~rfr,~ ~h`act ~r' ~ ~ ~ ~ ZO55 ~:_a;_~°~ ~~ . ,`,;~_ :k~ X H -' ~~k3~~ Vic. : F x'4'31 g . ~.x, i i .~ .,~ ~~ VILLAGE GF PLAINFIELD WILL COUNTY'S OLDEST COMMUNITY s Space Needs Programming ~ January 27, 2000 Date r ~x ,,... Revised Copy .~ .... .~. _. _. ~_.,.~z Function: Public and Su ort Functions ~~ :~, ..1 ~~~ .~ ',- -' s_. '°~~"- x 5~ Y H A R 5 Interview: All Areas of Responsibility: ~', ~ = All public spaces and support functions necessary for Village Hall Services Also includes 980 gross sq.ft. (700 net sq. ft.) of Chamber of Commerce Office space needs - Community and Civic meeting spaces Staff Size: 0 Anticipated Staff Growth 0-5 Years 0 5-10 Years 0 Anticipated .New Services/Responsibilities [, i 10-20 Years 0 N i • • r 'r, i Pro'ected NSF S ace Needs Existin NSF 0-5 rs 5-10 rs 10-20 rs Board Meeting Room (seatin 10D) 1124 seatin for 50) 2200 Community Roam (subdivide into two rooms 0 2200 Chamber of Camrnerce Ofhce S ace 0 700 Community Cable TV Studio 255 300 Conference Room (lg rou 16-20 0 260 Conference Room (szn. ou 6-12 0 196 Labb /Waitin 212 280 Warmin Kitchen 0 280 Senior Services Volunteer Fro ram 0 2000 Volunteer De t. 0 1200 Su 1 Room 76 160 Archive Roam 0 120 Cloak Closet w/Board Meetin Room 0 48 Kitchen/Lunch Raarn seatin for 20 174 360 Janitor's Closet 0 80 Bld . Su 1 Closet 0 100 Misc. Stora e 0 140 Staff Toilet Rooms Male/Female) 129 200 Fublic Toilet Rooms (Male/Female) 0 480 Sup 1~ ~'_~ N,S[+ ~ sr4': ~~ ~~~ '~~~~;i~;,l;~ ~1~ ,M1,~~ ~ti' ~.. ~~~(1~' ~ Q ti>, ',Y:.:r~2QQ Combined Areas w/ Expansion Y t~'ri~s~~ttg Fttctur 1.1 .. _ , T ?758;;. 8104 `, ~ 11346 8104 ; J 11,~~4G 11,304 15,$2(1. ... .. M AW/M~.M~lM/~:M:M/K/.W//~//~/~/d"/~/.M/M'.Y/M/.M/dwi .. ~a ~A°/X•.Y'/~/.Y/w/M/ ~P:M:aw/M/// ~~:M /.~.M/M~Y% :~iA. ~ .. t Richard A. Rock PRESIDENT TRUSTEES Stephen J. Calabrese VILLAGE OF PLAINFIELD John H. Cherry Michael Collins WILL COUNTY'S OLDEST COMMUNITY Kathy O'Connell Steven L. Rathbun Raymond 5molich CONFIDENTIAL Susan Janik VILLAGE CLERK To: Mayor and Board of Trustees ~ From: T. L. Burghard, Village Administrator ~~ Date: February 23, 2000 t: En ineerin Position Sub~ec g g For some time now the staff has been evaluating the need for an in-house engineer. With this year's proposed budget, we are recommending the hiring for such a position. Allen Persons and I interviewed a candidate a few weeks aga and he is available immediately. Allen and I would like to discuss some of these issues with you privately. This new position would not take the place of the Village Engineer. That position is an appointee of Mayor Rock and is held presently by the firm of Howard Hamilton. He has . been the Village Engineer since 1986. A few years ago when I came on board, we discussed the need to broaden our engineering support. Anticipating some degree of growth, we concluded jointly that the Village should no longer put all its "eggs in one basket." Subsequently, we placed a number of firms an our approved list: Baxter and Woodman Deuchler and Assoc. Casler, Houser & Hutchison HNTB (Now off the list) TENG & Associates Civiltech I have "felt" some resistance to this by Mr. Hamilton and understand that he may have expressed to same that we are taking business away from him. Unfortunately, it is not my job to see that his business is successful. My job is to see that the Village taxpayer gets a fair return for their tax dollar. When I came here, the Hamilton Firm had all our data and maps within their files and computers. Presently, we have the vast bulk of that information in-house and it can be duplicated in-house. Last year we spent in excess of $250,000 with Mr. Hamilton's firm and he still has several large projects like DesFlaines Street, Van Dyke Road and the Lockport Street Bridge. 530 W. LOCKPORT STREET, SUITE 206 •PLAINFIELD, ILLINOIS 60544 (815) 436-7093 Fax (815) 436-1950 What we are proposing in the budget is to employ an in-house engineer to prepare our annual MFT paving program. Currently, we pay Hamilton some $30,000 a year to do this. Additionally, we presently use Hamilton's firm to perform public improvement inspections, the funds of which come from developers. We pay some $150,000 a year for this now. A full time staff engineer can do some of the inspections for us and be paid through developer charges. As we continue to grow, I can foresee this position and its support staff growing as well. But this can be funded from developer fees by and large. While Mr. Hamilton has been responsive to staff needs for meeting attendance and developer coordination, we feel that an in-house person can greatly improve such service and help us better coordinate the work of our several engineer-consulting firms. In no way do I wish to interfere with Mr. Rock's selection of a Village Engineer. That can remain as is as long as he and the Board are satisfied with Mr. Hamilton. I do expect however, that Mr. Hamilton will express to you together or individually that we do not need an in-house person, or that we are further hurting his business. For the past several months now, some of his staff has begun to leave and I fear that same service levels have begun to decline. The candidate that Allen and I interviewed tames from Mr. Hamilton's firm and in fact was the employee that prepared our MFT work. Within all these sub-systems surrounding this issue, I sense a possibility of certain delicate matters offending someone. Nonetheless, the staff and I are convinced that we need some in-house engineering talent dedicated clearly to their loyalty to the Village organization. Allen Persons will join me in the executive session to answer your questions. -~~~'~ •