Senior Services Commission

Village of Northbrook 1225 Cedar Lane N o rt h b ro o k , Il li n oi s 6 0 0 6 2 847.272.5050 Fax 847.412.5805 www.n orthbrook.i l.us A Regular Meeting of the SENIOR SERVICES COMMISSION will be held as follows: 7:00 P.M., Thursday, March 19, 2015 Northbrook Village Hall, Terrace Room 1225 Cedar Lane Northbrook, Illinois AGENDA 1. Call to Order 2. Review and Approval of Minutes from the January 15, 2015 Meeting 3. Chairman’s Report 4. Manager’s Report 5. Park District Programs Update 6. Budget and Finance 1) Review of December, 2014 Financial Report 2) Review of January, 2015 Financial Report 7. Old Business 1) Discussion of a Toilet Replacement Program at Crestwood 8. New Business 9. Hear From the Audience 10. Adjourn *Please contact Rob Sabo at (847) 664-4017 if you are unable to attend. March 19, 2015 The Village of Northbrook is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of this meeting or the facilities, are requested to contact Greg Van Dahm or Debbie Ford (847-664-4014 and 847-664-4013 respectively) promptly to allow the Village of Northbrook to make reasonable accommodations for those persons. Hearing impaired individuals may call the TDD number, 564-8645, for more information. PRESIDENT BOARD OF TRUSTEES VILLAGE CLERK VILLAGE MANAGER Sandra E. Frum James A. Karagianis A.C. Buehler III Michael W. Scolaro Debra J. Ford Richard A. Nahrstadt Todd A. Heller Kathryn L. Ciesla Robert P. Israel  Minutes of a Regular Meeting of the Senior Services Commission Village of Northbrook January 15, 2015 The meeting was called to order at 7:00 p.m. in the Terrace Room at the Village Hall. Present were Chairman Wax and Members Bachrach, Forde, Ganitopoulos, Rosenberg and Vass. Member Vass arrived late and Member Stern was absent. Also present were CFO/Deputy Village Manager Rowitz and Liaison Sabo, Realty and Mortgage (R&M) Representatives Crane and Jaworski, and Recorder Anetsberger. Chairman Wax announced the resignation of Member Carol Nevin. Review and Approval of Minutes A motion to approve the minutes of the November 13, 2014 meeting was made by Member Rosenberg and seconded by Member Forde. The motion was approved by voice vote. Chairman’s Report Chairman Wax mentioned that there is a for-profit senior assistance agency within Northbrook called Home Instead for Senior Care. Chairman Wax asked Liaison Sabo to arrange that the Village newsletter feature a link to the Senior Services webpage. Manager’s Report Representative Crane reported that a professional mold inspection was performed on the Building C attic. There is water staining and construction related concrete dust on rafters, but no mold was detected. The ventilation has been deemed to be adequate. At the current time Crestwood Place has an occupancy rate of 100% after five tenants left. Budget and Finance 1) Review of October 2014 Financial Report Chairman Wax stated that October is the sixth month of the fiscal year. There are no significant issues from the Chairman’s perspective. The balance sheet shows a current asset balance of $1.6 million and total liabilities of almost $1 million leaving a surplus of $600,000 in the fund. Member Vass, seconded by Member Ganitopoulos moved to approve the October 2014 financial report. On voice vote, the motion passed. 2) Review of November 2014 Financial Report Chairman Wax stated that November is the seventh month of the fiscal year. Chairman Wax compared the November report to the budget figures for this year and next. Most figures were right in line. The balance sheet shows current assets of $1.7 million and total liabilities of $1 million. At the end of November there was a surplus of $660,000. Member Ganitopoulos, seconded by Member Rosenberg moved to approve the November 2014 financial report. On voice vote, the motion passed. 1 Old Business 1) Discussion of Toilet Replacement Program R&M Representative Crane offered a report on the toilet survey. Member Bachrach asked if the survey count responses were accurate and reflected the number of people that want new toilets. Liaison Sabo stated that R&M Representative Crane was given direction to survey Crestwood residents not to simply see if they wanted a new ADA toilet, but to see if the existing toilets met their needs, if risers were sufficient for those that need them, or if residents wanted to replace their toilet with an ADA toilet. Representative Crane reported that 65 survey responses were received; two responses were confusing, 27 are satisfied with the original toilets, 12 would like ADA toilets but don’t currently use risers, nine currently have ADA toilets, seven use risers and are happy with them, and eight desire standard height toilets. The results revealed that 20% are currently using handicap toilets or risers. Member Bachrach thinks that some of the residents did not understand the purpose of the survey. Representative Crane stated that the current toilets within Crestwood are 14 inches in height, while standard toilets are 17 inches and ADA toilets are 19 inches in height to the top of the bowl. The existing toilets are three inches shorter than standard toilets and five inches shorter than handicap toilets. Chairman Wax stated that some responses did not indicate a need to replace a toilet and we do not know how an incoming resident might respond. CFO/Deputy Village Manager Rowitz stated that there may be tenants that are happy and may not want a new toilet according to the survey results. It was asked if risers on the toilets would alleviate the current problem. Member Bachrach stated that the current toilets in Crestwood are for small in stature seniors. The existing toilets are much shorter in height because appliance standards were different at the time of installation. New toilets would be more efficient and save funds as they use a three gallon flush. Member Ganitopoulos related that after summarizing the responses, she feels that a majority would like new toilets installed. If new standard toilets were installed that save water and provide safety, it is a win for all. If it is decided to replace toilets, should replacement be standard or ADA height? The Commission favored replacement with standard model toilets. Tenants still could get risers if standard height toilets were installed. Representative Crane stated that there is one ADA toilet located in the public washroom. Residents can compare the ADA toilet with the standard toilet. There are 118 units at Crestwood and 109 units could require replacement. Representative Crane will have Mike and John check all toilet heights in the apartment complex and report their findings. The findings will be shared with the Commission for review and the Commission can then take necessary action. Representative Crane stated that one option is if the tenant provides a doctor’s letter, Crestwood would pay for the toilet. Chairman Wax stated there is a need to know what type of units are in the building, whether they need replacement with a standard or ADA type toilet and that the program should proceed the same way as the shower replacement program, with the tenant providing a doctor’s letter indicating that the change is useful to the tenant’s health and safety. At that time, Chairman Wax stated that the funds would be authorized. Member Forde opposed the request for a doctor’s letter. 2) Taxi Cab Program Liaison Sabo asked that the Commission provide a recommendation on the request from President Frum to review the number of rides allowed each month for those participating in 2 the Northbrook Taxi Subsidy Program. Currently, 15 ride tickets are provided each month with a $5 subsidy per ride. A common complaint about the program is that 15 rides per month are not enough due to medical appointments and day to day errands. Data from past fiscal years revealed that eight individuals used the maximum number of vouchers and nine users went over the maximum of 15 allowed rides each month, using on average 22 vouchers. The program averages 114 regular riders per month. Upon a motion, the Commission recommends to the Village Board of Trustees that the taxi subsidy program be increased to 20 rides per month and proposed budget figure for FY2016 be increased to $45,000. The motion passed unanimously by voice vote. New Business Review the Draft of the Fiscal Year 2016 Senior Housing Fund Budget Chairman Wax stated that the Commission will review each of the Senior Housing Fund line items. Everyone received a chart with the proposed budget as well as the budgets from the previous two fiscal years. Line 15-0000-426-01 (Interest Earned) has been constant for the last two years. The November statement shows $200 earned from July. A motion to approve budget line 15- 0000-426-01 for Interest Earned in FY2016 in the amount of $400 was made by Member Forde and seconded by Member Rosenberg. The motion was approved by unanimous voice vote. Line 15-0000-461-01 (Rental Income) A budget increase of $13,000 was requested for FY2016. Tenant assisted payments are down and remaining items are constant. To offset the deficit, R&M Representative Jaworski wants to propose an increase in rent. R&M Representative Jaworski remarked that anytime a budget is prepared and there is less income than expenses, rent is always increased. It is the Commission’s discretion whether rents are raised or expenses be reduced. If the Commission wants to keep Line 15-0000- 461-01 at the same total of $840,000, rents will be kept flat. CFO/Deputy Village Manager Rowitz stated that there is a rent increase for new apartments that are rented and that new income would flow naturally. Representative Crane reported that new tenants pay $600 for one apartment and that reflects a $30 increase. Chairman Wax stated the Commission’s presentation to the Board reflects that it is not increasing rent, it is allowing for existing rent levels on new tenants coming in at a higher level. There were no other questions. A motion to approve budget line 15-0000-461-01 for Rental Income for FY2016 in the amount of $851,111 was made by Member Vass and seconded by Member Forde. The motion was approved by unanimous voice vote. Line 15-0000-473-09 (Miscellaneous Income) for FY2016 should be retained at the same amount as in FY2015 of $700. Chairman Wax reported that income from the July statement shows income of $1,385. We are not going to budget more in the next fiscal year. Liaison Sabo asked if the fees come from a onetime charge or recurring charges. Fees are from damage income charged to tenants and recouping costs from their security deposits. A motion to approve budget line 15-0000-473-09 for Miscellaneous Income for FY2016 in the amount of $700 was made by Member Rosenberg and seconded by Member Ganitopoulos. The motion was approved by unanimous voice vote. 3 Line 15-0000-473-07 (Miscellaneous Income Non-Recurring) is proposed to be $4,120. A motion to approve budget line 15-0000-473-07 for Miscellaneous Income Non-Recurring for FY2016 in the amount of $4,120 was made by Member Vass and seconded by Member Ganitopoulos. The motion was approved by unanimous voice vote. Chairman Wax reported that the proposed revenue budget for the Senior Housing Fund in FY2016 is $855,931. Line 15-7100-521-00 (Maintenance Equipment) states a $1,200 decrease in the FY2016 budget from the previous year. However FY2015 had a onetime purchase of a carpet extractor that was reflected in the FY2015 budget for that year. A motion to approve budget line 15-7100-521-00 for Maintenance Equipment for FY2016 in the amount of $8,010 was made by Member Forde and seconded by Member Ganitopoulos. The motion was approved by unanimous voice vote. Line 15-7100-524-01 (Building Repairs) in FY2015 was $96,300 and the new amount budgeted for FY2016 is $134,800. Chairman Wax asked where the increase comes from. CFO/Deputy Village Manager Rowitz stated that $25,000 is in capital for masonry and tuck pointing and $14,500 is in capital for paving and walks. Membership asked how Representative Crane found the vendors who make repairs. Representative Crane stated that three bids are always sought out. Electrical repairs reflected an increase from $7,000 to $9,500 for a switch gear infrared investigation to determine if any components are susceptible to failure. Miscellaneous operating expenses in the amount of $3,600 include the live plant services that take place in the lobby and greenhouse. Representative Crane stated that they include the rental plants that are cared for on a weekly basis. A motion to approve budget line 15-7100-524-01 for Building Repairs for FY2016 in the amount of $134,800 was made by Member Vass and seconded by Member Rosenberg. The motion was approved by unanimous voice vote. Line 15-7100-524-02 (HVAC Maintenance) has remained constant at $18,500. It appears the line item will be on budget for the current fiscal year. A motion to approve budget line 15- 7100-524-02 for HVAC Maintenance for FY2016 in the amount of $18,500 was made by Member Forde and seconded by Member Vass. The motion was approved by unanimous voice vote. Line 15-7100-524-04 (Grounds Maintenance Service) has gone from $39,400 in FY2015 to $51,150 in FY2016. The increase is in landscaping costs. Representative Crane reported that mulch is needed all around the building and bushes need to be replaced in the next fiscal year. The Thornton Tomasetti Report indicates an allowance of $10,000 for removal of diseased trees on the property. A motion to approve budget line 15-7100-524-02 for Grounds Maintenance Service for FY2016 in the amount of $51,150 was made by Member 4 Rosenberg and seconded by Member Bachrach. The motion was approved by unanimous voice vote. Line 15-7100-524-05 (General Exterior Maintenance) in the amount of $6,400 is fairly constant and only reflects an increase in exterminating in the amount of $150 for FY2016. A motion to approve budget line 15-7100-524-05 for General Exterior Maintenance for FY2016 in the amount of $6,400 was made by Member Forde and seconded by Member Ganitopoulos. The motion was approved by unanimous voice vote. Line 15-7100-534-00 (Administrative Services) will probably increase 4% for administrative overhead charges in the General Government Department and the Finance Department for FY2016 as stated by CFO/Deputy Village Manager Rowitz. The Village’s budget has not yet been finalized. A motion to approve Budget Line 15-7100-534-00 for FY2016 in the amount of $83,205 was made by Rosenberg and seconded by Vass. The motion was approved by unanimous voice vote. Line 15-7100-535-00 (Water) costs projected for FY2016 are budgeted the same as for FY2015. A motion to approve Budget Line 15-7100-535-00 for water for FY2016 in the amount of $32,400 was made by Member Ganitopoulos and seconded by Member Forde. The motion was approved by unanimous voice vote. Line 15-7100-536-00 (Transfer to Self-Insurance) costs projected for FY2016 are budgeted the same as for FY2015 and reflects the costs to the insurance pool for property and liability. They are not expected to go up. A motion to approve Budget Line 15-7100-536-00 for Transfer to Self-Insurance for FY2016 in the amount of $50,000 was approved by unanimous voice vote. Line 15-7100-537-00 (Telephone Service) costs projected for FY2016 are budgeted the same as for FY2015. Expenses have remained constant. A motion to approve Budget Line 15-7100- 537-00 for telephone service for FY2016 in the amount of $4,500 was made by Member Ganitopoulos and seconded by Member Bachrach. The motion was approved by unanimous voice vote. Line 15-7100-538-00 (Electricity) rates have been increased by ComEd. Liaison Sabo reported that the Village aggregation rate applies to single family homes and small business and not the common areas and those are reflected with the ComEd rates. Representative Jaworski accepted a bid with Homefield Energy. CFO/Deputy Village Manager Rowitz reported that the Village had an independent company go out and bid new rates for Crestwood. CFO/Deputy Village Manager Rowitz will look at the numbers. A motion to approve budget line 15-7100-538-00 for electricity for FY2016 in the amount of $30,475 was 5 made by Member Forde and seconded by Member Rosenberg. The motion was approved by unanimous voice vote. Line 15-7100-539-00 (Natural Gas) has a .3% increase projected for FY2016. The account has been tracking well through the month of July. A motion to approve budget line 15-7100- 539-00 for Natural Gas for FY2016 in the amount of $15,450 was made by Member Ganitopoulos and seconded by Member Vass. The motion was approved by unanimous voice vote. Line 15-7100-551-00 (Legal Services) costs projected for FY2016 are budgeted the same as for FY2015. A motion to approve budget line 15-7100-551-00 for Legal Services for FY2016 in the amount of $1,000 was made by Member Rosenberg and seconded by Member Bachrach. The motion was approved by unanimous voice vote. 15-7100-554-00 (Other Professional Services) includes the salary of Representative Crane. Representative Crane excused herself from the meeting while discussion took place. Onsite office payroll is recommended by R&M with a 3.5% salary increase for Janet and Marsha for FY2016. CFO/Deputy Village Manager Rowitz informed the Commission that Village salary increases would not be at a rate of 3.5%. A recommendation for salary increases comes from the Commission, but it has been policy of the Commission to match the Village at 2.5%. The Village has given 2.5% for the past two years. An increase in the amount of 2.5% for Representative Marsha Crane was recommended by the Commission for FY2016. Payroll taxes will need to be modified to reflect the increases. Property insurance has been eliminated because the Village is assuming the cost. Fidelity Bond costs remained the same. Workman’s compensation should be looked at too as part of the employee costs. Liaison Sabo will check the numbers. Health insurance is usually dependent upon coverage. Crestwood staff is entitled to health insurance. It was recommended to approve budget line 15-7100-554-00 for Other Professional Services reflecting a 2.5% salary increase for R&M staff and a payroll bonus of $3500 at the end of the fiscal year based on performance and substantiated by a written report that is to be paid at the conclusion of the fiscal year. A motion to approve budget line 15-7100-554-00 for Other Professional Services for FY2016 in the amount of $170,741 was made by Member Rosenberg and seconded by Member Bachrach. The motion was approved by unanimous voice vote. Line 15-7100-555-00 (Custodial Services) reflects a 2.5% increase for FY2016 for the janitor and maintenance employee. A motion to approve budget line 15-7100-555-00 for Custodial Services for FY2016 in the amount of $79,637 was made by Member Ganitopoulos and seconded by Member Rosenberg. The motion was approved by unanimous voice vote. Line 15-7100-585-00 (Solid Waste Management) is projected to remain in line with the FY2015 budget. A motion to approve budget line 15-7100-585-00 for Solid Waste 6 Management for FY2016 in the amount of $300 was made by Member Rosenberg and seconded by Member Vass. The motion was approved by unanimous voice vote. Line 15-7100-586-00 (Senior Citizens Programs) includes entertainment at parties, the van that transports residents for shopping, outdoor furniture such as park benches, holiday decorations and social events. A motion to approve budget line 15-7100-586-00 for Senior Citizens Programs for FY2016 in the amount of $33,000 was made by Member Forde and seconded by Member Vass. The motion was approved by unanimous voice vote. Line 15-7100-599-00 (Miscellaneous) is projected to remain in line with the FY2015 budget. It was questioned if this budget should be reduced as expenses as of July are just short of $2,200. Any money from non-spending in this area goes into the reserve fund. A motion to approve budget line 15-7100-599-00 for Miscellaneous for FY2016 in the amount of $6,900 was made by Member Rosenberg and seconded by Member Forde. The motion was approved by unanimous voice vote. Line 15-7100-601-00 (Office Supplies) is projected to remain in line with the FY2015 budget. A motion to approve budget line 15-7100-601-00 for Office Supplies for FY2016 in the amount of $3,000 was made by Member Ganitopoulos and seconded by Member Bachrach. The motion was approved by unanimous voice vote. Line 15-7100-613-00 (Maintenance Parts & Supplies) shows a positive contribution of $2,180 through the month of July against a budget of $6,950. A motion to approve budget line 15-7100-613-00 for Maintenance Parts & Supplies for FY2016 in the amount of $6,800 was made by Member Vass and seconded by Member Forde. The motion was approved by unanimous voice vote. Line 15-7100-703-00 (Building & Permanent Improvements) includes furniture and fixture costs for the lobby areas projected to be $34,000. The shower conversions are projected to be $72,500. The common area HVAC improvements were projected by TT to cost $41,400 however the projected cost included in the FY2016 budget is $18,000. The emergency generator expenditure is in line with the TT report at $2,000. The domestic plumbing was projected by TT to be $18,000, however R&M recommends a budget of $14,000. The hot water pumps budget of $1,500 is in line with the TT report. Chairman Wax asked Liaison Sabo to update the Thornton Tomasetti capital improvement schedule to show what has been deferred. Chairman Wax stated that each of the budgeted items have yet to be put out for bid. The number will be decided when that occurs. CFO/Deputy Village Manager Rowitz stated that the Board of Trustees has to approve all purchases over $10,000. A motion to approve budget line 15-7100-703-00 for Building & Permanent Improvements in the amount of $140,500 was made by Member Vass and seconded by Member Rosenberg. The motion was approved unanimously by voice vote. 7 Line 15-7100-705-00 (Department Equipment) is projected by TT to be $18,000, however R&M recommends budgeting $10,000 for FY2016. Domestic Water Heater improvements are budgeted for FY2016 in the amount of $12,000. A motion to approve budget line 15- 7100-705-00 for Department Equipment in the amount of $22,000 was made by Member Rosenberg and seconded by Member Ganitopoulos. The motion was approved unanimously by voice vote. Lines 15-8100-851-09 and 15-8100-852-09 (Principal on Mortgage and Interest on Mortgage respectively) for FY2016 in the amount of $39,300 and $23,200 was questioned by Chairman Wax. A motion to approve budget line 15-8100-851-09 in the amount of $39,300 and budget line 15-8100-852-09 in the amount of $23,200 was made by Member Forde and seconded by Member Bachrach. The motion was approved unanimously by voice vote. Chairman Wax asked that Liaison Sabo inform the Village Board that the Commission has never gone with as big a deficit as they will have for the next fiscal year. A big capital forecast is the reason for the deficit. There are sufficient reserve funds to cover the next fiscal year. All line items have been approved individually. CFO/Deputy Village Manager Rowitz stated that he will verify all figures. If anyone has any questions, please see Chairman Wax. The next meeting is scheduled at the Village Hall for Thursday, March 12, 2015. Adjourn Member Ganitopoulos moved, seconded by Member Vass to adjourn the meeting at 8:55 p.m. The motion passed by voice vote. /s/S. Anetsberger Recorder 8  CRESTWOOD PLACE Management Report March 2015 Submitted by Marsha A. Crane Section I Items Requiring Commission Approval Elevator Quotes Management obtained elevator quotes for monthly preventative service on our three elevators. Quotes received for 5-yr. contracts were as follows: ThyssenKrupp $750/mo. Urban Elevator $555/mo. Kone Elevator $510/mo. Management requests approval of the Kone elevator proposal. They are a reputable company that has a contract with the Village, as well. Section II Items Not Requiring Commission Approval Apartment Toilets As per the request of the Commission, staff went into each apartment to measure the heights of the toilet bowls. There are a total of 83 original 14” toilets in the apartments (70%). Of those, nine people are asking for standard height toilets and fifteen are asking for ADA toilets (up from the last report as some questionnaires were received late). Eleven toilets are 15-16” in height and twenty-four are 17-18 ¼” in height. The women’s public washroom has two 14” toilets and one 18 ¼“ toilet. The men’s public washroom has one 14” toilet and one 18 ¼“ toilet. Occupancy We have lost two tenants since the last meeting. One went to a greater care facility and one passed away. Both apartments have been re-rented.