Senior Services Commission

APPROVED Minutes of a Regular Meeting of the Senior Services Commission Village of Northbrook Cook County, Illinois January 10, 2013 The meeting was called to order at 7:00 pm in the Terrace Room at Village Hall. Present were Chairman Wax and Members Forde, Ganitopoulos, Rosenberg, Stern, and Abrams. Member Louis was absent. Member Abrams left early, however, a quorum was present throughout the meeting. Also present were Liaison Kiraly, Realty and Mortgage (R&M) representatives Crane and Jaworski, and Recorder Sweet. Review and Approval of Minutes Member Ganitopoulos, seconded by Member Stern, motioned to approve the minutes of the November 8, 2012 meeting. On voice vote, the minutes were approved. Chairman’s Report Chairman Wax announced that there is a new vacancy on the Commission due to the recent resignation of Sandra Pessman. Any interested candidates should contact Liaison Kiraly at Village Hall. Applicants with a variety of backgrounds, including finance and architecture are welcome to apply. Manager’s Report Marsha Crane provided an update on the search for a new television service provider. AT&T declined to bid, as its pricing wouldn’t be competitive. Ms. Craneis working with Cheryl Fayne-DePersio, Communications Manager for the Village, to explore a satellite TV option. Follow-up will be provided at the next meeting. Ms. Crane continued that a new rooftop HVAC unit was installed by Edmar Heating and Cooling, the company that has been providing these services to Crestwood for several years. Also, the building lost three tenants, but all units are rented out already. Unit C107 is not rented yet. The unit has been available almost 4 months. Park District Programs Update None. Budget and Finance 1) Review of October 2012 Financial Report Chairman Wax indicated there is $550,000 in the reserve fund. This was substantial compared to budgeted income. On income accounts, miscellaneous other revenue was $4,000 dollars, which is a high percentage over the budget. Chairman Wax asked Ms. Jaworski why hasn’t this item been budgeted and what is it? She explained that repairs of damage to recently vacant units go in this category. Ms. Crane added that the amount varies significantly by year. This year had high turnover. Also, the amount includes forfeited security deposits. Member Ganitopoulos, seconded by Member Forde, motioned to approve the October 2012 financial report. The motion carried by voice vote. Minutes of a Regular Senior Services Commission Meeting Thursday, January 10, 2013 2) Review of November 2012 Financial Report Chairman Wax explained that $575,000 reserve is calculated, plus $17,800, plus any other funds from the Director of Finance’s office. Member Stern, seconded by Member Rosenberg, motioned to approve the November 2012 Financial Report. The motion carried by voice vote. Old Business 1) Update on rental status of Unit C-107 This was provided during the Manager’s Report. 2) Next steps with Village to Village Report to Village Board of Trustees This item is on the February 12th Village Board meeting agenda. Chairman Wax and the Chair of the CRC will attend. Other Commissioners are welcome to attend. Liaison Kiraly provided an update related to senior service communications: The January Northbrook newsletter had front page information about senior services throughout the village. The article featured a photo of Crestwood Place. The Village website features a new “senior resources” page. About two years ago a web page was created for senior information, with links to resources. Now the resources are updated, and village staff is working to supplement the information. Mr. Kiraly has asked the web developer to create a button on the website menu for senior services. Also, the layout of the pages may change. The new buttons will feature a large font, and lead to a variety of senior services in Northbrook. Specifically, under nursing homes and assisted living, staff would like to include information about licensed Northbrook facilities. Liaison Kiraly would like any suggestions from the group. He has already received input from community groups and members regarding resources. Ms. Nancy Vaccaro, Director of Counseling Services for the Police Department, has been compiling information. “Report elder abuse” has been added as a topic. Staff is creating a pamphlet that highlights senior services that will contain information similar to the website. Mr. Kiraly indicated that Ron Mantegna is offering a tour of the North Shore Senior Center on Tuesday, January 29th from 2:30-4:00 pm. Liaison Kiraly, Chairman Wax, Nancy Vaccaro, and Sheryl Fayne- DePersio will be attending. Chairman Wax urged the Commissioners to attend. Chairman Wax explained that Howard Schultz, Executive Director of the YMCA, suggested a similar briefing there. Mr. Kiraly added that the Y has just increased programming for seniors, including fitness classes in the pool. Member Abrams suggested adding local home care agencies to the website. Also, he suggested including geriatric case managers and senior law experts. Liaison Kiraly responded that staff struggles because the Village is constantly asked to recommend services, vendors, etc… If they list local services, there needs to be a disclaimer saying the Village does not endorse any particular entity. Staff is considering linking to the State resource website, as licensing is a clear criterion. Member Stern asked if the Chamber of Commerce might be a good link too. Chairman Wax responded that they need to be mindful of not putting too much information on the website, as that can be overwhelming for users. Member Ganitopoulos commented that a link to state resources is overwhelming. She suggested limiting the link to local resources. She suggested, based on her experience with nursing homes, 2 Minutes of a Regular Senior Services Commission Meeting Thursday, January 10, 2013 providing three options for each type of service. Member Ganitopoulos continued that a disclaimer should be added saying individuals have an obligation to do research before choosing a provider. Lastly, she said, related to elder abuse, there should be examples of what it looks like. There are good existing resources to pull. 3) Discussion of Senior Forum Chairman Wax asked for input as to how best set-up the forum. Member Stern commented that it is a great idea in theory. However, the Village has assessed senior concerns quantitatively. Member Stern continued, switching to a forum format will provide input from both extremes, and not the middle. He concluded by commenting that this body is a forum. Chairman Wax agrees with Member Stern, but on the other hand, he doesn’t want to have too much information. Member Abrams commented that a forum provides people with an opportunity to be heard. There is a perceived value in listening to issues that are important. While it may not provide valid statistics, a forum allows people to state their concerns and may reveal issues that need to be addressed. Member Stern added that a forum may give certain issues more weight than they deserve. Chairman Wax commented that a forum would provide the opportunity to hear from the greater community, not just Crestwood residents. Liaison Kiraly suggested that the Commission can help disseminate information to the greater community. Both seniors and their families need information about local resources. One idea from the special meeting was to create infomercials for the Northbrook cable channel and website. Building an informational library would be helpful to community members. Liaison Kiraly continued that it would be a good start to the outreach goal. This may evolve into the Commission sponsoring a resource fair. He is concerned a forum may create issues there are not resources to solve. This would breed frustration. Instead he wants to give tools to help people. Chairman Wax requested a title change for the agenda item and further discussion at the next meeting. Chairman Wax requested a summary from the North Shore Senior Center visit at the next meeting. New Business 1) Review of Draft 2013/2014 Fund Budget The Senior Service Commission members reviewed the proposed budget for fiscal year 2013 to 2014. It was compared to the R&M budget sheets, which have the same information broken down in greater detail. The first item discussed was the income account. The R&M representatives explained that they had a discount program that was discontinued. Only five residents remain who receive the discount. As a result there will be an $8,000 increase in income for the year. Member Stern, seconded by Member Forde, motioned to approve the income account amount. The motion carried unanimously. Account 521 is for maintenance-equipment. There are five accounts, three of which are active, for a total of $7,462. Member Ganitopoulos, seconded by Member Forde, motioned to approve Account 521. The motion carried unanimously by voice vote. Account 524 is for maintenance-building and grounds. Chairman Wax proposes to treat 524 as a group for consideration. Liaison Kiraly explained that from a Village budget perspective, there is threshold for capital improvements. Accounts 703 & 705 have a few items that might be more appropriate in account 524, including masonry and tuck pointing and appliance replacement. Also, account 705 includes water 3 Minutes of a Regular Senior Services Commission Meeting Thursday, January 10, 2013 heater repairs and HVAC repairs. Mr. Kiraly continued that it might make sense to move some of these line items. Ms. Jaworski asked if there is a recommended number. Liaison Kiraly explained he didn’t say a dollar amount, as some of the items are relatively small expenses. The Commissioners and the R&M representatives discussed the specifics of moving line items. The revisions are as follows: Account 6589: tenant spaces $6,000 Account item, number to be created: $15,000 common areas Account 6577: Masonry and tuck pointing $5,000 Account 6571: Add water heater repairs Account 524-05 move $3,500 to maintenance 524-02 Account Item, number to be created: Appliance repairs Member Forde asked why decorating costs increased $5,000. Member Forde would like the actual expenses from last year. Member Stern agreed, and requested that information be provided for next year’s budget. Member Ganitopoulos, seconded by Member Rosenberg, motioned to approve Account 524 as amended. The motion carried unanimously by voice vote. Account 534-administrative services fund, shows an increase of 4%, for a total of $76,918. Member Ganitopoulos, seconded by Member Forde, motioned to approve Account 534. The motion carried unanimously by voice vote. Account 535-stormwater management, increased to $27,000 due to village wide increases. Member Stern, seconded by Member Ganitopoulos, motioned to approve Account 535. The motion carried unanimously by voice vote. Account 536-self insurance, shows a 10% increase, which was applied to all funds village wide. The new dollar amount is $47,630. Member Forde, seconded by Member Ganitopoulos, motioned to approve Account 536. The motion carried unanimously by voice vote. Account 537-telephone service, decreased to $4,500. R&M representatives explained that they canceled one phone line that was not used. Member Stern, seconded by Member Forde, motioned to approve Account 537. The motion carried unanimously by voice vote. Account 538-electricity, decreased to $26,500 due to the new aggregated rate. Member Stern, seconded by Member Rosenberg, motioned to approve Account 538. The motion carried unanimously by voice vote. Account 539-natural gas decreased to $15,000. R&M predicted it would increase but it did not. Liaison Kiraly explained that natural gas prices were historically low last winter and are remaining so for this winter. Demand is down so rates may stay low for next fiscal year. Member Stern, seconded by Member Rosenberg, motioned to approve Account 539. The motion carried unanimously by voice vote. Account 551-legal services, is $1,000. Member Ganitopoulos, seconded by Member Forde, motioned to approve Account 551. The motion carried unanimously by voice vote. 4 Minutes of a Regular Senior Services Commission Meeting Thursday, January 10, 2013 Account 554-other professional services, decreased $6,000 due to a decrease in insurance rates, including property and workman’s compensation. The new total is $174,942. Chairman Wax, asked what is anticipated to be the end cap for payroll increases? Chairman Wax commented that there has been an increase yearly since he has been involved, and that the Commissioners need to be able to explain why to the Village Board. Member Stern commented that it looks like they are increasing above the rate of inflation. Payroll items are going up just under 5%. Bonuses are under a different line item. Member Stern asked what the pay increase policy is for the Village each year. Liaison Kiraly, responded that there are two different policies, for union and non-union employees, but that next year it was anticipated that most employees would receive between a 2 and 2.5% increase, but explained that these are not necessarily a barometer for R&M employees as they are not Village employees. Chairman Wax asked why we are providing almost 5% to the R&M employees when other Village employees receive a 2.5% to increase. The R&M representatives clarified that it is based on 3.5%, not 5%. Chairman Wax sees that it is 3.5%. Chairman Wax is not questioning performance, just wants the pay increase to be comparable to Village staff. Member Stern added that it’s difficult to justify the higher rate. Member Rosenberg agreed. Chairman Wax asked what are equivalent salaries for R&M staff at other properties. The R&M representatives responded that it depends on the neighborhood, etc. Chairman Wax added that the staff at Crestwood is paid by the Village, but that the residents at Crestwood provide the funds through rents. Ms. Jaworski responded that rent has not increased. Member Rosenberg said one could make the argument that Crestwood is like a contractor, so salary increases could be different. Chairman Wax clarified that the salary of Crestwood staff is not in the contract, but just in the budget. Member Stern said the increase is a tough sell, and can increases be tied to Village employee increases? Liaison Kiraly added that staff salary increases have not yet been approved by the Village Board for this fiscal year. Member Stern suggests limiting the increase to 2.5%. Chairman Wax stated this Commission could decrease the proposed increase to 2.5% and take note of the proposed 3.5% increase. Liaison Kiraly explained, in the past, the Board takes the recommendations of the Commission unless there is a rent increase suggested or other major change. Members Stern and Rosenberg like the 2.5 % proposed increase option. Chairman Wax said, specifically, that on-site office payroll would decrease to $12,251; manager’s payroll would decrease to $58,594 dollars. Additional changes will be made to payroll in 555 custodial. The new total is $174,252. Member Rosenberg, seconded by Member Stern, motioned to approve Account 554 as amended. The motion carried unanimously by voice vote. Account 555-custodial services, includes janitor payroll which decreased to $13,427 and maintenance, which decreased to $62,372. Payroll bonus is under custodial services. The new total is $79,299. Member Stern suggested splitting the bonus into two line items. Chairman Wax has reviewed performance and staff is doing well. The R&M representatives shared they have letters from residents supporting staff. Chairman Wax asked if there is a Village policy in regards to bonuses. Liaison Kiraly responded that there is not and that bonuses are not provided. The R&M staff replied that staff has received bonuses for years and they have been performing well. Chairman Wax explained that the Commission is responsible for budget review and reporting to the Board of Trustees. He continued that the bonuses need to be discussed, but he is not advocating eliminating them. Member Stern commented that if rent is raised, residents will complain about 5 Minutes of a Regular Senior Services Commission Meeting Thursday, January 10, 2013 bonuses. Member Stern continued that this is just reality, and that he is not necessarily opposed to bonuses. Member Stern asked if there is a risk of losing staff if bonuses are not paid. Do competitors pay bonuses? Member Rosenberg said he understands bonuses, when budget funds are available. Member Rosenberg continued, if R&M wants to pay employees for their good work, its R&M’s responsibility, not the Village’s to provide the bonus funding. Member Stern was thinking the same thing that R&M can fill in the 1% gap, if they choose. They have revenue and can use it for bonuses. Member Ganitopoulos mentioned that she thinks the bonus should remain and be budgeted. Member Stern feels residents like the staff, compensation needs to be competitive and the bonuses should remain. Member Ganitopoulos commented staff is doing its job. Chairman Wax said it’s significant, that staff is holding down expenses. Member Forde commented staff are doing their job and are getting a pay increase. He thinks R&M is doing a great job and would advocate paying R&M more. Then R&M can choose to pay out bonuses or not. Liaison Kiraly is concerned this may not be feasible because of the way the contract is written. Member Ganitopoulos added the bonuses have been there for years, and should be kept. Its management’s discretion as to whether bonuses are awarded. Chairman Wax concurred. Member Stern, seconded by Member Ganitopoulos, motioned to approve Account 555 as amended. Ayes: Members Wax and Rosenberg. Nays: Members Stern, Ganitopoulos, and Forde. Member Ganitopoulos, seconded by Member Forde, motioned to approve Account 585-solid waste. The motion carried unanimously by voice vote. Account 586-senior citizen programs are $33,000. Tenant services include social programming, such as book reviews and current events discussions. Member Stern asked why it is $4,000 higher than last year. Ms. Crane explained that social programming charges are increasing. Costs were a little over budget this year. Chairman Wax asked if the programs are used by a high percentage of residents. Ms. Jaworski said up to 65% of the building attends programs, with some variation. They would not want to cut these programs, as they greatly benefit residents. Member Stern, seconded by Member Rosenberg, motioned to approve Account 586. The motion carried unanimously by voice vote. Account 599-miscellaneous decreased to $6,900. Member Stern inquired about the training budget item. Ms. Jaworski explained that, by law, she needs to keep a broker’s license. Every two years she is required to do continuing education. Member Forde, seconded by Member Stern, motioned to approve Account 599. The motion carried unanimously by voice vote. Member Forde, seconded by Member Rosenberg, motioned to approve Account 601-office supplies. The motion carried unanimously by voice vote. Account 613-maintenance parts and supplies has decreased to $6,800. Crestwood now uses high efficiency bulbs in common areas. Tenants pay their own electric bills. Member Ganitopoulos, seconded by Member Stern, motioned to approve Account 613. The motion carried unanimously by voice vote. It was noted that Account 703 should be deleted, as discussed above. Liaison Kiraly asked about replacement of the back-up generator. He noted that the question keeps coming up regarding the size of the generator and whether it is sufficient? He wants to confirm the size of any replacement unit will be appropriate, and then is comfortable with the cost. Liaison Kiraly suggested increasing the generator line item to $40,000 (from $34,000) to make sure the budget is sufficient. Chairman Wax asked if it 6 Minutes of a Regular Senior Services Commission Meeting Thursday, January 10, 2013 should it be pulled out and placed in the reserve budget because there will be a deficit in the operating fund? Member Rosenberg asked if a second back-up generator is needed, as proposed by a resident at the Crestwood meeting. Liaison Kiraly thinks replacement will be sufficient. Chairman Wax asked if the $43,000 was for walk-in showers and it was confirmed that it was for 10 additional replacements. There are 40+ done, which is a third of the building. Member Forde asked if the generator needs to be replaced this year. R&M staff and Liaison Kiraly both recommended looking into this as a possibility. Liaison Kiraly indicated that he would work with Public Works staff to assess the generator and would bring back a recommendation to the Commission regarding how to proceed. Member Stern, seconded by Member Forde, motioned to approve Account 705-department equipment. The motion carried unanimously by voice vote. Liaison Kiraly does not have current figures for Accounts 851 and 852. The Village just refunded bonds on Tuesday, so the amounts have not been calculated yet. The figures will likely drop by several thousand each. Staff will fill in the numbers when available. The last budget item is Crestwood projected capital expenditures. A new handout was distributed. It lists items that have been moved to future years. Items were assigned fiscal years. Chairman Wax suggested making repairs to the elevators and any potential replacement of the backup generator this year in 12/13 and leave it out of the budget for FY14. Chairman Wax commented that it appears nothing needs to be submitted to the Board, beyond what is in the operating budget. Chairman Wax asked the Commissioners if they agreed, and they affirmed that they did. Hear from the Audience There were no public comments. Next Regular Meeting Date: March 14, 2013 Adjourn Member Stern moved, seconded by Member Forde, to adjourn the meeting at 9:44 pm. By voice vote, the motion carried. /s/ L. Sweet Recorder 7