Senior Services Commission

Approved Minutes of a Regular Meeting of the Senior Services Commission Village of Northbrook January 14, 2016 The meeting was called to order at 7:00 p.m. in the DPS Conference Room at the Village Hall. Present were Chairman Rosenberg and Members Hazaray, Forde, Stern, Vass, Ganitopoulos, Moore, and Caldwell. Also present was Assistant Director of Finance Betsy Garibaldi, Realty and Mortgage (R&M) Representative Aggie Jaworski, and Manager Crane. Assistant Director Garibaldi was the Recorder. Guests None Chairman’s Report The meeting of the Commission on November 12, 2015 lacked a quorum so the agenda items need to be reviewed at this meeting. Review and Approval of Minutes The September 10, 2015 minutes should be corrected as follows. A correction under Manager’s Report, Paragraph 3 last sentence should be amended to read, “The project has proceeded smoothly with satisfactory results but there were communication issues and lack of communication issues. The Contractor used verbage that Manager Crane was not used to and changing the order of the units being worked on and so it was difficult to manage the residents’ expectations.” A motion to accept the September 10, 2015 Senior Services Commission minutes with corrections was made by Member Stern and seconded by Member Ganitopoulos . The motion was approved by unanimous voice vote. Manager’s Report Manager Crane reported that the exterior railings at the “C” building entrances have been installed. This item was approved at the last Commission meeting. These railings meet current code. Manager Crane reported that the new gas rooftop HVAC unit discussed at the last meeting was installed by Corcoran Heating and Air Conditioning. Manager Crane reported that the emergency tuckpointing and brick replacement was completed. Manager Crane reported that they lost one couple since the last meeting and a new tenant is living in that apartment. At the present time Crestwood Place is 100% occupied. Budget and Finance 1) Review of August 2015 Financial Report Chairman Rosenberg asked if there were any questions on the August 2015 financials. There being none Member Vass, seconded by Member Forde moved to approve the August 2015 Financial Report. On voice vote, the motion passed. 2) Review of September 2015 Financial Report Member Hazaray questioned the Administrative Services account (3400) with a YTD negative variance of $1,603.50. Representative Jaworski responded that it was a timing issue. Member Vass, seconded by Member Stern moved to approve the September 2015 Financial Report. On voice vote, the motion passed. 3) Review of October 2015 Financial Report Chairman Rosenberg asked if there were any questions on the October 2015 financials. There being none Member Ganitopoulos, seconded by Member Caldwell moved to approve the October 2015 Financial Report. On voice vote, the motion passed. 4) Review of November 2015 Financial Report Member Ganitopoulos questioned the negative variance of the legal services account (5100). Representative Jaworski said that the account is over budget by $202.50. Member Ganitopoulos, seconded by Member Forde moved to approve the November 2015 Financial Report. On voice vote, the motion passed. 5) Review of Draft Budget for FY2017 Chairman Rosenberg discussed the manner in which the Senior Housing Fund budget would be reviewed this year. Rather than going line item by line item as in years past he suggested that the budget be reviewed in groups of accounts. The Members could ask questions of the accounts within the groups. A) Group 1: Account #’s 5410 through 5440 Member Forde, seconded by Member Stern moved to approve this revenue group totaling $400.00. On voice vote, the motion passed. B) Group 2: Account #’s 5120 through 5196-100 Member Stern questioned why apartment rent is decreasing and tenant assistance payments are increasing. Representative Jaworski replied that more residents have housing vouchers (Section 8, Cook County, etc). Member Stern confirmed that the money coming in is the same. Member Forde had a question regarding the vacancy loss account. He inquired  about turning the apartments over on a timely basis. Manager Crane confirmed that the apartments are turned over quickly. Sometimes a month is lost while readying the apartment (painting, carpeting) for the new tenant. Chairman Rosenberg inquired about the rent allowance/concession account. Some tenants are grandfathered in to an agreement that was made with the Village many years ago whereby $100/month is forgiven. No new tenants are given this relief. Member Ganitopoulos asked how many tenants remain with this arrangement. Manager Crane replied 6 tenants. Member Vass, seconded by Member Forde moved to approve this revenue group totaling $852,111.00. On voice vote, the motion passed. C) Group 3: Account #’s 5190 through 5960 Member Forde, seconded by Member Caldwell moved to approve this revenue group totaling $4,820.00. On voice vote, the motion passed. D) Group 4: Account #’s 6520 through 6585 Member Caldwell inquired about the $2,000 that was budgeted in FY15 in account #6520. Manager Crane said that was to purchase a carpet extractor in 2015. Member Stern, seconded by Member Caldwell moved to approve this expenditure group totaling $8,010.00. On voice vote, the motion passed. E) Group 5: Account #’s 6515 through 6567 Chairman Rosenberg noted that the floor sanding and tiling account 6566 was up $2,000. Manager Crane indicated that the increase is due to upgrades in the apartments. Member Ganitopoulos, seconded by Member Stern moved to approve this expenditure group totaling $49,690.00. On voice vote, the motion passed. F) Group 6: Account #’s 6574 through 6860-042 Member Hazaray, seconded by Member Ganitopoulos moved to approve this expenditure group totaling $47,850.00. On voice vote, the motion passed. G) Group 7: Account #’s 6860-030 through 6360 Member Stern asked about the budget amount of $6,500 in account 6578 Paving & Walks. Manager Crane responded that the Village was onsite last summer and estimated the sidewalk repairs at $6,300. Chairman Rosenberg asked about the FY16 budget figure of $14,500. Per Manager Crane that was the old quote to repair the sidewalks. Chairman Rosenberg noted the decrease of $3,000 in account 6546 Heating Repairs. Chairman Rosenberg noted that account #’s 6394, 6395 and 6720-900 are budgeted by the Village. Member Stern, seconded by Member Forde moved to approve this expenditure group totaling $266,255.00. On voice vote, the motion passed. H) Group 8: Account #’s 6450 through 6325 Member Vass questioned the increase in On-Site Office Payroll (6310). Representative Jaworski said the increase is due to a pay raise of 2% for the employees. Chairman Rosenberg said that the Management Fee (6320) is per the contract with R&M. Member Caldwell, seconded by Member Forde moved to approve this expenditure group totaling $97,088.00. On voice vote, the motion passed. I) Group 9: Account #’s 6331 through 6575 Member Ganitopoulos questioned the Employee Apartments (6331) budget figure of $7,740. She wanted to know if this amount was appropriate for the new person. Manager Crane said the figure of $7,740 equates to $645/month. For comparison purposes, in the C building the one bedroom apartments rent for $604 to $634. Member Forde, seconded by Member Vass moved to approve this expenditure group totaling $8,040.00. On voice vote, the motion passed. J) Group 10: Account #’s 6711 through 6852 Member Forde questioned the decrease in Workers Compensation Insurance (6722) of $2,900. Chairman Rosenberg stated that while this item is lower account #6352 is up $4,300 due to contracting with ADP for payroll services. Representative Jaworski further explained that due to the new health care law, electronic filing is now required. The processing of payroll has increased but the workers compensation insurance is down due to R&M negotiating with ADP to purchase workers compensation insurance through ADP. ADP is part of a larger pool and can pass on the savings to R&M. Member Ganitopoulos, seconded by Member Caldwell moved to approve this expenditure group totaling $45,654.00. On voice vote, the motion passed. K) Group 11: Account #’s 6510 through 6555 Member Forde stated that he was pleased to see that the workers compensation insurance is less than 5% if based upon custodial services payroll of $82,872. Member Ganitopoulos stated the insurance would cover the onsite employees as well. Member Forde asked if the salary increase was the same as last year. Chairman Rosenberg stated that it wasn’t the same as last year. The increase will be 2%. Member Ganitopoulos, seconded by Member Caldwell moved to approve this expenditure group totaling $82,872.00. On voice vote, the motion passed. L) Group 12: Account # 6525 Member Ganitopoulos, seconded by Member Caldwell moved to approve this expenditure group totaling $300.00. On voice vote, the motion passed. M) Group 13: Account # 6323 Member Forde asked what this expenditure included and questioned why the costs don’t increase. Manager Crane responded that it is for the social activities, van transportation and North Shore Senior Center. She said the van costs have decreased since the schedule has been modified and is being used less frequently. There has been no change in the fees associated with the North Shore Senior Center and entertainment costs at Crestwood Place remain the same as well. Member Vass, seconded by Member Stern moved to approve this expenditure group totaling $33,000.00. On voice vote, the motion passed. N) Group 14: Account #’s 6352 through 6894 Member Forde requested that the payroll service (6352) increase of $2,600 be explained again. Manager Crane stated that workers compensation insurance was $6,800 a few years ago and now its $3,900 due to it being provided by ADP. Member Stern, seconded by Member Forde moved to approve this expenditure group totaling $9,500.00. On voice vote, the motion passed. O) Group 15: Account #’s 6311 through 6597 Member Stern stated that the light bulb account (6516) is up due to using more expensive bulbs but they are more efficient. Chairman Rosenberg noted that the hardware and supplies account (6541) is down $1,100. Member Ganitopoulos, seconded by Member Vass moved to approve this expenditure group totaling $8,900.00. On voice vote, the motion passed. P) Group 16: Account #’s 6860-004 through 6860-067 Member Stern commented on the capital improvement building-furniture and fixtures (6860-021) being $14,000 lower than the FY16 budget. Member Moore complimented on how nice the lobby and the furniture looks. Member Forde asked what the $20,000 budget for FY17 included. Manager Crane stated that two public bathrooms need to be updated. Member Forde questioned the $6,500 in capital improvement building-equipment (6860- 027) account. Manager Crane stated that was to possibly replace the 31 year old garbage compactor if necessary. Member Forde asked if the $32,000 in FY16 budget in Capital Improvement Building-HVAC was spent. Manager Crane stated that the total amount was not spent just $9,000 to replace the smaller unit. There are 4 units that are 31 years old. A larger unit could cost $15,000. Member Forde asked what the Thornton Tomasetti capital improvement plan suggested. Manager Crane stated $31,400 per the report. Member Forde asked if we should consider replacing one per year to be proactive. All agreed. Member Ganitopoulos asked about the number of showers included in the $72,500 (6860- 040). Manager Crane stated 15 units to be replaced. Member Caldwell, seconded by Member Forde moved to approve this expenditure group totaling $131,000.00. On voice vote, the motion passed. Q) Group 17: Account #’s 6570 through 6821 Chairman Rosenberg questioned whether the $65,000 for capital improvement apartments- water heaters that was budgeted in FY15 was spent. Manager Crane said nothing was spent that year. Member Stern asked how much does it cost to replace a water heater. The report from Thornton Tomasetti included $31,000 per heater in 2017 and 2018 per Manager Crane. The water heaters (boilers) are 31 years old. Chairman Rosenberg suggested that $31,000 be included for FY17 in account 6860-043 to replace one unit. All agreed. Member Stern questioned the $15,000 for capital improvements apartments-HVAC. Manager Crane indicated that was for air conditioning units that need to be replaced in the apartments. Per the Thornton Tomasetti report they recommended $5,000/year be budgeted for air conditioning units and $10,000 for electric baseboard heaters. Chairman Rosenberg asked what is the consensus of the Commission on this issue. Forde proposed to change a/c 6860-044 to $15,000 which is recommended by Thornton Tomasetti. All agreed. Member Caldwell, seconded by Member Forde moved to approve this expenditure group totaling $108,500.00. On voice vote, the motion passed. R) Group 18: Manager Payroll (6330)and Payroll Bonus (6598) Chairman Rosenberg asked Manager Crane to leave the meeting so the Commission could discuss these line items. Chairman Rosenberg stated that R&M had originally included 3% increase for all employees. Per discussion with Jeff Rowitz, Deputy Village Manager/CFO, the Village’s salary increases would not be at a rate of 3%. A recommendation for salary increases comes from the Commission, but it has been policy of the Commission to match the Village. The Village is projected to give 2%. This budget reflects this increase. Member Vass, seconded by Member Stern moved to approve the Manager Payroll totaling $64,022.00. On voice vote, the motion passed. Payroll Bonus of $3,500 Chairman Rosenberg read from the March 19, 2015 Minutes which said “approve a payroll bonus of $3,500 at the end of the fiscal year based upon performance and substantiated by a written report that is to be paid at the conclusion of the fiscal year”. Representative Jaworski said the bonus was paid in December, 2015 for the fiscal year ending 4-30-15. Member Ganitopoulos asked if the amount was for more than one person. The bonus is for four people. After some discussion Member Stern indicated that he wanted to see a report in March 2016. Member Forde, seconded by Member Vass moved to approve the bonus line item subject to review of the written report in March, 2016. On voice vote, the motion passed. Old Business Chairman Rosenberg indicated he would prefer to discuss the Senior Connector matter when Member Bachrach is present. New Business Chairman Rosenberg asked Manager Crane for an update on the shower conversion project. Manager Crane said the Contractor will begin 2-3 weeks from now. The work will take approximately 1.5 days per shower. Member Forde asked if it was a new contractor for the showers and how many showers will be converted. Manager Crane responded that it is the first time for this contractor to work on the showers and the contract is for 14 showers. Hear from the Audience None Adjourn Member Stern moved, seconded by Member Caldwell to adjourn the meeting at 8:30 p.m. The motion passed by unanimous voice vote. The next meeting will be held on Thursday, March 10, 2016 at 7:00 p.m. at the Village Hall. B. Garibaldi Recorder