village of lincolnwood president and board of …...may 19, 2020 · letson stated that at the next...

VILLAGE OF LINCOLNWOOD PRESIDENT AND BOARD OF TRUSTEES

COMMITTEE OF THE WHOLE MEETING MEETING HELD VIA GOTO MEETING AND

AVAILABLE LIVE AT WWW.LINCOLNWOODIL.ORG/LIVE-CABLE-CHANNEL/

6:00 PM, MAY 19, 2020

AGENDA I. Call to Order

II. Roll Call

III. Approval of Minutes

1. Minutes of the Committee of the Whole Meeting of May 5, 2020

IV. Regular Business

1. Budget Update (6:00-7:00 P.M.)

2. Discussion Concerning Aquatic Center and Summer Day Camp (7:00-7:25 P.M.)

3. Discussion Concerning Free Little Pantry (7:25-7:30 P.M.)

V. Public Comment

VI. Closed Session

VII. Adjournment

DATE POSTED: May 14, 2020

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VILLAGE OF LINCOLNWOOD

PRESIDENT AND BOARD OF TRUSTEES COMMITTEE OF THE WHOLE MEETING

MEETING HELD VIA GOTO MEETING AND AVAILABLE LIVE AT WWW.LINCOLNWOODIL.ORG/LIVE-CABLE-CHANNEL/

MAY 5, 2020 Draft

Call to Order Village President Bass called the Committee of the Whole meet ing of the Lincolnwood Board of Trustees VIA gotomeeting to order at 6:02 P.M. Tuesday, May 5, 2020, meeting held via GOTO Meeting and available live at WWW.LINCOLNWOODIL.ORG/LIVE-CABLE-CHANNEL/, County of Cook, and State of Illinois. Before calling the roll the Village President read into the record the requirements for public comments for later in the meeting. On roll call by Deputy Village Clerk Charles Meyer the following were: PRESENT: President Bass, Trustees Ikezoe-Halevi, Cope, Patel, Sargon, Klatzco, Hlepas Nickell ABSENT: None A quorum was present. Also present: Anne Marie Gaura, Village Manager; Chuck Meyer, Assistant Village Manager; Heather McFarland, Assistant to the Village Manager; Jon Bogue, Management Analyst; Robert Merkel, Finance Director; Andrew Letson, Public Works Director; Nadim Badran, Assistant to the Public Works Director; Steve McNellis, Community Development Director; Jay Parrott, Police Chief; Anna Walsh-Kaperski, Superintendent Parks and Recreation Department; Katie Lazzara, Recreation Supervisor; Melissa Rimdzius, Director of Parks and Recreation; Olivia Zdeb, Recreation Supervisor; Mike Hansen, Fire Chief. Approval of Minutes The minutes of April 21, 2020 Committee of the Whole meeting were presented for approval. Trustee Sargon moved to approve the minutes of April 21, 2020 Committee of the Whole meeting, seconded by Trustee Klatzco. Deputy Clerk Meyer called the roll. Ayes: Trustees Ikezoe-Halevi, Cope, Patel, Hlepas Nickell, Sargon, Klatzco Nays: None The motion passed. Regular Business

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1. Discussion Concerning 2020 Community Events and Programs This item was presented by Andrew Letson, Public Works Director and acting Parks and Recreation Supervisor, using PowerPoint. Mr. Letson noted the Governor’s guidelines for reopening the state came out today, May 5. Mr. Letson stated that at the next Committee of the Whole (COTW) meeting staff will present a re-evaluation regarding the pool and possibly a few other programs. Mr. Letson gave a background on COVID-19 and the effect it has had on Village programs. Mr. Letson stated that the Village has been going by the Federal guidelines for re-opening but now that the state has presented their guidelines that is what the Village will follow. Mr. Letson talked of the State’s “Restore Illinois” which is comprised of five phases. Mr. Letson noted the differences between State and Federal phases with the state being more restrictive with 20 days of flat or declining of hospital cases before moving forward. Mr. Letson stated according to the Governor’s plan there may be several more months of controlled gatherings. Trustee Cope asked what if no vaccine. Mr. Letson explained that it is either viable treatment or vaccine in order to move forward. Mr. Letson presented a list of community events that normally occur throughout the year to the Village Board. Mr. Letson emphasized the more recent upcoming events through the beginning of July that would be impacted by the new ruling by the state. Mr. Letson stated that because the stay at home will still be in affect staff recommendation is to possibly hold virtual events. Mr. Letson touched on the summer concert series. Mr. Letson stated that staff’s recommendation is to cancel the concerts for June at this time and then re-evaluate for July. Mr. Letson discussed the 4th of July concert hosted by the Human Relations Commission (HRC). Mr. Letson stated that staff did some research and found that several communities have canceled 4th of July events. Mr. Letson stated that HRC will review the 4th of July event at their meeting on May 11. Mr. Letson presented sports leagues including youth baseball, softball, volleyball, and soccer that will be put on hold until August and will be re-evaluated at a later date. Mr. Letson stated that staff is looking for direction from the Village Board on two items: the Village host a virtual Memorial Day Parade and should the Village postpone the summer concert series until after the 4th of July. President Bass asked each Trustee for their comments.

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Trustee Klatzco stated he would rather the Village be cautious and go along with staff recommendation. Trustee Sargon stated that she concurs with staff recommendation and to cancel the Memorial Day Parade and summer concerts. Trustee Hlepas Nickell asked if there were a lot of inquiries about the day camp. Mr. Letson stated there have been inquiries as well as cancellations. Trustee Hlepas Nickell asked about Lincolnwood Fest because they require deposits. Mr. Letson stated he didn’t know where they are at with deposits. Mr. Letson stated last time he spoke the fest group they were holding off on a decision but Mr. Letson stated according to the Governor’s guideline the fest would not be able to occur. Trustee Hlepas Nickell stated there is the new version of the virus for children and suggested getting feedback from doctors in the community in order to make an informed decisions going forward. Trustee Patel stated that he supports staff’s recommendation. Trustee Cope stated he supports staff’s recommendation and spoke about holding off on programs for a whole year. Trustee Cope spoke about the impact this has had on businesses. Trustee Cope stated that the Village needs to do something for the 4th of July as it is a symbol of our country, whether we do something virtually. Trustee Ikezoe-Halevi stated she concurs with staff’s recommendation and thinks we should air on the side of caution. Trustee Ikezoe-Halevi stated that Carol Janossy had reached out to her and asked about canceling the concert this year as the children are unable to get together to practice for the 4th of July concert and also the number of people at the event would exceed guidelines. Trustee Ikezoe-Halevi stated at the next HRC meeting they will be voting to cancel the 4th of July concert. Trustee Hlepas Nickell asked if there were be staff to hang the flags on Pratt Avenue and Mr. Letson stated there will be. The consensus of the Village Board was to cancel the Memorial Day parade and ceremony, transitioning it to a virtual event, canceling the Summer Concert Series concerts on June 18, June 25, and July 2, and delay the start of sports leagues with their start date to be reevaluated later in the summer. Mr. Letson stated the Parks and Recreation staff has been working closely and monitoring the programming situation. 2. Discussion Concerning Engineering Services Review President Bass stated that at the last Village Board meeting the Village Board tabled an item where the bidding for engineering services was being waived but Mr. Letson expressed staff’s

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desire to review the Village Board’s direction regarding engineering reviews due to the timeliness of certain projects. This item was presented by Mr. Letson using PowerPoint. Mr. Letson stated this was a follow up from the last Village Board meeting regarding the Lincoln Avenue medians. Mr. Letson noted it was spoken about at a previous COTW meeting. Trustee Cope clarified that at the last meeting request wasn’t for all engineering services to be bid on but that particular item that was on the April 21 agenda. Mr. Letson stated the reason he was bringing these projects before the Board is that staff is seeking direction from the Village Board now on those projects as to whether or not those projects would need to go out to bid or not. Trustee Patel stated this isn’t a discussion about Christopher B. Burke Engineering Ltd. (CBBEL) overall, but about seven projects that will require engineering and staff is seeking direction as to whether or not staff would have to go out to bid or not on these projects as a planning process. Mr. Letson went over the background on how long the Village has been using engineering services and how long the Village has worked with CBBEL. Mr. Letson went over what is covered and not covered on the retainer for CBBEL. Mr. Letson also shared with the Village Board upcoming projects and which ones are most pressing. Mr. Letson listed the benefits of having a single firm perform the work on all phases of a project. Mr. Letson stated that for federal procurement it allows the use of the same firm for all phases of a project. Mr. Letson asked the Village Board if staff should pursue a selection process for all new projects or only those that fall outside CBBEL’s expertise. Trustee Klatzco stated best practice is to choose by expertise. Trustee Klatzco asked if CBBEL raised their rates. Mr. Letson stated in 2015/16 fees were increased for certain developments but that currently the Village is receiving about a 43% discount as they have held their rates. Trustee Klatzco stated he has no problem with CBBEL but if the other Board members want to go out to bid he is okay with that. There was further discussion regarding fees. Trustee Patel stated the percentage in past projects are 6% to 14% and understands about going out to bid but suggested identifying specific projects for bidding.

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Trustee Sargon stated with the median project she would like to see bids but thinks we should stay with CBBEL for most of the projects. Trustee Sargon suggested that perhaps there are other projects we can bid out on to save money as we need to save as the Village is operating with less sales tax revenue but for the most part Trustee Sargon stated she is happy with CBBEL’s work. Trustee Hlepas Nickell stated she looked at the roadway resurfacing and asked do we owe the Village due diligence to bid this out because the amount is so great? Trustee Hlepas Nickell stated she is not sure we can’t do a little better on some of the pricing. Mr. Letson stated that is the direction staff is seeking. Mr. Letson stated his understanding is that it is ok to use the same engineering firm for all phases but asked what projects would the Village Board like to see staff go out to bid on. Trustee Patel stated that going out to bid sometimes results in higher bids which has happened in the past and not always saving money and going out to bid costs staff time but will go along with the rest of the Village Board. Trustee Cope stated that at the last meeting staff was asked to go out to bid on the project that was on the agenda on April 21 and didn’t think staff should have come forward at this meeting with all these other projects. Trustee Cope stated we don’t lose anything by going out to bid regarding the medians. Trustee Cope stated as the other projects are being discussed/analyzed then they should come back before the Village Board at that time. Trustee Cope stated that if we need to reassess CBBEL’s contract we will do so but at this time we should go out to bid. Trustee Ikezoe-Halevi stated that CBBEL has done very well for the Village but she noted what Trustee Cope stated. Trustee Ikezoe-Halevi asked what staff was asking for. Mr. Letson stated the concern he has is that some of the items require swift action so staff is looking for direction on which projects the Board would like to go out to bid to save staff time and allow staff to plan accordingly. President Bass stated consensus is great relationship with CBBEL. Mr. Letson stated there are two immediate projects which are Pratt Avenue sidewalk and the roadway resurfacing Project. President Bass polled the Village Board. Trustee Klatzco stated if Trustee Cope wants bidding on landscape median he is okay with that. Trustee Sargon stated that Mr. Letson is asking about two specific projects. Trustee Sargon stated if they are new project lets go out to bid. Trustee Hlepas Nickell stated if time sensitive she is ok with sticking with CBBEL. Trustee Patel stated he agreed with going out to bid on Pratt Avenue.

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Trustee Cope stated we already voted to go out to bid for medians. Trustee Cope stated if it is a project that CBBEL has already started we will stick with them but everything else should go out to bid. Trustee Ikezoe-Halevi stated she would like Pratt Avenue to go out to bid. Trustee Hlepas Nickell asked regarding the sidewalk extension on Pratt Avenue, if going out to bid will it hinder the seven months. Mr. Letson stated no, it would not. Trustee Hlepas Nickell stated she concurs with the board. Trustee Sargon stated we all concur and recapped that for the roadway resurfacing the Village will stick with CBBEL and the Pratt Avenue project will go out to bid. Mr. Letson stated for the three new projects staff plan on going out to bid. President Bass stated that the Village is happy with CBBEL but just feels we should go out to bid to ensure the Village is getting the best pricing. The consensus of the Village Board was to continue using the same engineering firm for subsequent phases of the same project, including to secure a proposal from CBBEL for construction oversight services relating to the 2020 roadway resurfacing program; however, staff should seek proposals from multiple firms for all new projects including the Pratt Avenue sidewalk, Pratt Avenue bike lanes, Devon/Lincoln TIF street lights, and year three of the roadway resurfacing/water main replacement program. 3. Water Transmission Main Project Update This item was presented by Mr. Letson using PowerPoint. Mr. Letson stated the purpose of the project as well as the scope of the project. Mr. Letson went over the major construction items, which ones were completed, ongoing and not yet started. Mr. Letson showed how much of the project is completed and how much is left. Mr. Letson stated thus far no major issues that might cause cost overruns and that everything is on schedule. Trustee Cope congratulated the staff on the project but doesn’t think we should sign the letter yet. Trustee Cope stated he doesn’t think we should sign the letter until Evanston water is flowing. President Bass asked Mr. Letson if anticipating June 1 for the new connection. Mr. Letson stated that there is no exact date but could start as early as June 1 but will more than likely be the middle of June. Mr. Letson stated the pipe pressure has been tested up to this point.

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Trustee Klatzco stated not happy waiting till the water is connected in regard to the disconnection letter notice. Trustee Ikezoe-Halevi stated that this was a huge project, great job and that she would rather air on the side of caution and would rather pay a little more than find out we don’t have any water in regards to the disconnect letter. President Bass echoed what Trustee Ikezoe-Halevi said. President Bass asked the Village Board about the 60 day notice of termination. President Bass asked if contractor pays a fee if project not completed on time. Mr. Letson stated there is a fee. Trustee Sargon stated she concurs with Trustee Klatzco. Trustee Hlepas Nickell stated she also agrees with the Board consensus. Trustee Patel stated he is fine with the letter as is and asked about the contractor paying if project not completed in time. Trustee Cope stated the Village should wait until the water is flowing before cancelling the water connection with Chicago and that hoping to collect a late fee from a contractor is not a guarantee of anything. Trustee Ikezoe-Halevi stated the Village should go with the June 1st date. President Bass stated the consensus for the termination letter to the city of Chicago is for June 1. President Bass thanked Andrew for a great job. Adjournment At 7:27 P.M. Trustee Hlepas Nickell made a motion to adjourn the Committee of the Whole meeting, seconded by Trustee Sargon. The motion passed by Voice Vote. Respectfully Submitted,

Caroline Dick Deputy Village Clerk

MEMORANDUM

TO: President Bass and Members of the Village Board

FROM: Anne Marie Gaura, Village Manager

DATE: May 14, 2020

SUBJECT: May 19, 2020 Committee of the Whole Meeting

The Committee of the Whole (COTW) meeting is scheduled for 6:00 P.M. on Tuesday evening. Please find below a summary of the items for discussion:

1. Budget Update (6:00-7:00 P.M.)

At the April 21, 2020 Village Board meeting, the Board approved the FY2021 Operating Budget. At that time, Staff recommended that the approved budget be reviewed in May, 2020 as the coronavirus pandemic was in full force and stay at home orders were put into place which could have a serious financial impact on the budget. Staff has prepared updated FY2020 and FY2021 budgets as the pandemic has affected both budget years. Attached is a memo from the Finance Director seeking direction from the Village Board regarding staff recommendations regarding budget items.

2. Discussion Concerning Aquatic Center and Summer Day Camp (7:00-7:25 P.M.)

The ongoing COVID-19 pandemic has required the Village and its neighbors to cancel events and recreation programs since mid-March. Governor Pritzker has issued an executive order requiring individuals to stay at home, unless engaging in an essential activity to further minimize spread of the disease. As this situation has continued to evolve, the Parks and Recreation staff have kept an eye toward the future and have been evaluating the Aquatic Center and Summer Day Camp programs that have been planned for 2020 to determine how they could potentially move forward. Attached is a memo summarizing the Governor’s five phase program. With this, staff is seeking direction from the Village Board as to how the Village should proceed with these two programs.

3. Discussion Concerning Free Little Panty (7:25-7:30 P.M.)

In February of 2020 Mayor Bass directed that the Village place a request by Karen Nochimowski to create a Free Little Pantry on the agenda for a future Committee of the Whole (COTW) Meeting. The structure of the Free Little Pantry would be the creation of a small contained area where residents could leave or take food for the benefit of those in need. Attached is a memo from the Assistant Village Manager with a brief description of the program, with a presentation being made by Karen Nochimowski at the May 19th COTW Meeting.

If you should have any questions concerning this matter, please feel free to contact me.

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MEMORANDUM

TO: Anne Marie Gaura, Village Manager

FROM: Robert Merkel, Director of Finance

DATE: May 19, 2020

SUBJECT: FY2020 and FY2021 Budget Updates

BackgroundAt the April 21, 2020 Village Board meeting, the Board approved the FY2021 Operating Budget. At that time, Staff recommended that the approved budget be reviewed in May, 2020 as the coronavirus pandemic was in full force and stay at home orders were put into place which could have a serious financial impact on the budget. Staff has prepared updated FY2020 and FY2021 budgets as the pandemic has affected both budget years. The FY2021 budget has no provisions for revenue and expense updates for the Parks and Recreation Department as no decisions have yet been made on programming activities due to the coronavirus pandemic.

DiscussionFY2020

General FundRevenues for the General Fund are projected to decrease $1,287,000 from the projected year end budget presented at the April 7, 2020 Committee of the Whole (COTW) meeting. The majority of the decrease ($1,032,000) is attributable to sales taxes. The expenditures for the projected year end budget also decreased by $320,000 mainly due to the management of I/T projects and other project costs. This net decrease of an additional $942,000 will provide the Village a General Fund balance of $9,652,503 at April 30, 2020. According to the Village’s financial policy, the Village will have approximately $3.1 million in excess fund reserves available for equipment and capital projects as of this date.

Other FundsThe other funds of the Village should be very close to their FY2020 year-end projections presented at the April 21, 2020 COTW meeting. The only exception would be the Water and Sewer Fund which will experience lower revenues of approximately $60,000 as many businesses were closed for the last few months of FY2020 due to the pandemic.

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FY2021

General FundRevenues for the General Fund are projected to decrease from the approved FY2021 budget of $22,473,758 to $18,866,058, for a change of $3,607,700 (16%). The majority of the decrease ($2,544,500 or 70%) is attributable to sales taxes. Another large decrease relates to the Local Government Distributive Fund from the State of Illinois which staff projects will decrease by $390,000. The projected revenues for FY2021 still include the estimated amount of $980,000 for permit fees related to Project 1860 in the North Lincoln TIF. Staff revisited the expenditures and reduced the approved FY2021 budget amount of $23,529,674 to $21,918,874 for a change of $1,610,800 (7%). The largest decrease involves the deferral of approximately $525,000 of capital projects and vehicle replacements to later years. Staff is also recommending eliminating the additional amount the Village contributes to the Police Pension Fund which amounts to $270,000 per year. Finally, the Village has three positions that are frozen and will not be filled until funding sources become available. They are in the Finance, Public Works and Police Departments.Staff has also updated the fund transfer schedule to include transfers to the General Fund from the NEID TIF for $90,000 and MFT Fund of $120,000.

Other FundsThe following fund budgets were updated mainly for deferral of capital projects:

The Transportation Improvement Fund, which is funded by the Village imposed two cent per gallon gas tax, is estimated to have revenues decrease by approximately $56,000. Capital projects which include resurfacing of the Village Campus parking lot, the Pratt Ave. bike lane project (Phase 1), and the thermoplastic pavement markings, will all be deferred. The amount of these projects total $328,500.

The Devon/Lincoln TIF, which is funded by real estate tax increment, will defer $89,000 in projects. The largest amount is $50,000 allocated for PEP and Gift grants.

The Motor Fuel Tax Fund (MFT), which is funded by State gas tax revenue allocated on a per capita basis, is estimated to have revenues decrease by approximately $80,000. The major project included in the MFT budget is Year 2 of the road resurfacing program. The amount budgeted is $3,465,000 which will require the issuance of a General Obligation Bond. The bond debt service will be funded by annual receipts of gas tax revenue from the State. The roadway resurfacing design for Year 3 totaling $130,000 will be deferred to a later year.

The Water and Sewer Fund, which is funded by user fees, is estimated to have revenues decrease by approximately $150,000 as many businesses were closed in the month of May and the return to normal activity will be a slow process. Capital projects totaling $477,750 were deferred due the uncertainty of the revenue loss.

RecommendationStaff is recommending the acceptance of the above adjustments to the FY2021 approved Operating Budget. At a minimum, Staff will continue to provide quarterly budget updates. If any negative revenue trends/ adjustment information becomes available Staff will immediately bring it to the Board’s attention. If you have any questions, please let me know.

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Documents Attached1. PowerPoint Presentation2. List of Expense Items Removed from Budget

Fiscal Year 2021Budget Update

May 19, 2020

Revisit FY2020 fiscal performance due to the COVID-19 crisis

Revisit FY2021 adopted budget and address revenue and expenditure issues due to the COVID -19 crisis

Identify long-term budget issues due to the COVID – 19 crisis

Projected Actual Budget FY2020

Updated Projected Actual Budget FY2020

Variance

Revenues $21,365,352 $20,078,352 $(1,287,000)

Expenditures 22,244,909 21,924,909 (320,000)

Surplus (Deficit)

(879,557) (1,846,557) (967,000)

Transfers-Net 282,500 307,500 25,000

Net change to Fund Balance

(597,057) (1,539,057) (942,000)

Revenue adjustments:

Sales taxes $1,052,000 Sales Use taxes (20,000) Food and Beverage taxes 50,000 State income taxes 75,000 Gas utility taxes 80,000 Park and Recs Fees 50,000

Total Adjustments to Revenues $1,287,000

Expenditure adjustments by Department:

Finance $60,000 Community Development 60,000 Information Technology 100,000 Engineering 20,000 Public Works 50,000 Parks and Recs 30,000

Total adjustments to Expenditures $320,000

FY2020 Projected

FY2020 Updated Projected

Fund Balance $10,594,503 $9,652,503

Required Min. Fund Balance per Village Financial Policy (35%)

7,477,873 7,027,423

“Excess” Fund Balance Available for Equipment and Capital Projects

3,116,630 $2,625,080

Assumptions made in budget update: Parks and Recreation Department revenues and

expenses have not been adjusted in this presentation except for capital expenditures. Staff will provide adjustments, if any, after Village Board decides on what programs will be offered this year at next COTW

District 1860 permit revenue is included in budget ($980,000)

Travel for out of state training will not be allowed. Virtual conference attendance will still be allowed in the updated budget. Any travel for in state training needs to be approved by Village Manager

Almost all capital expenditures in the General Fund have been deferred. There are only a few projects that remain and will be discussed in the presentation. Total cost of deferred capital expenditures is approximately $525,000

There are three staff positions that are currently vacant and will stay frozen as vacant. Six of the seven seasonal positions in the Public Works Department have been frozen and will remain vacant

Adopted Budget FY2021

Proposed Updated Budget FY2021

Variances

Revenues $22,473,758 $18,866,058 $(3,607,700)

Expenditures 23,529,674 21,918,874 (1,610,800)

Surplus (Deficit)

(1,055,916) (3,052,816) (1,996,900)

Transfers -Net

162,500 372,500 210,000

Net Change to Fund Balance

(893,416) (2,680,316) (1,786,900)

Approved Budget Revenues FY 2021

Updated Budget Revenues FY 2021

Variance %

Sales taxes $7,270,000 $4,725,500 $(2,544,500) 35%Food and Beverage 550,000 357,000 (193,000) 35%

State income taxes 1,300,000 910,000 (390,000) 30%

Permit fees 1,541,800 1,318,600 (223,200) 14%Investment income 220,000 140,000 (80,000) 36%

Property taxes 5,750,000 5,700,000 (50,000) 1%Parks and Recs 1,523,665 1,523,665 - -

Other revenue 4,318,293 4,191,293 (127,000) 1%Totals 22,473,758 18,866,058 3,607,700 16%

• List of expenditure adjustments by Department:

• Community Development $ 35,500• Village Manager’s/President 19,240• Police Department 140,000• I/T Department 171,000• Public Works – All Departments 562,060• Fire Department 36,000• Salaries/Benefits 377,000• Police Pension Costs – Gas tax 270,000

• Total Expense Adjustment $1,610,800

Water and Kiddie slides/ Diving board refurbishing – $105,000

Police shooting range design - 30,000

Police and Fire roof design - 15,000

Replacement of cardiac monitor - 40,000

Total $190,000

These are the only capital expenses in the General Fund updated budget

Approved Budget Updated Budget

Transfers Into General Fund: Amount Amount

Water Fund $200,000 $ 200,000NEID TIF - 90,000MFT Fund - 120,000

200,000 410,000

Transfers Out of General Fund:Debt Service (fire truck loan payment)

12,500 12,500

Private Sewer Line Assistance Fund

25,000 25,000

37,500 $ 37,500

Net Transfers $162,500 $ 372,500

FY2020 Projected

FY2021 Updated Projected

Fund Balance $9,652,503 $6,972,187

Required Min. Fund Balance per Village Financial Policy (35%)

7,027,423 6,603,120

“Excess” Fund Balance Available for Equipment and Capital Projects

2,625,080 $369,067

Special revenue funds are used to account for the proceeds of specific revenue sources that are legally restricted to expenditures for specified purposes

The Village maintains five special revenue funds – Three are TIF funds

§ Transportation Improvement Fund Phase 2 engineering - Touhy/Cicero $ 282,000 -Funded by grant from IDOT Village campus parking lot resurfacing - deferred 248,500Village campus parking lot resurfacing - deferred 248,500 Devon Avenue Bridge Enhancements Design -Devon Avenue Bridge Enhancements Design - Budget of $45,000 reduced to: 10,000 Budget of $45,000 reduced to: 10,000 Pratt Ave. bike lane project – Phase 1 deferred 60,000 Pratt Ave. bike lane project – Phase 1 deferred 60,000 Thermoplastic pavement markings – deferred 10,000 Thermoplastic pavement markings – deferred 10,000 Revenues projected to decrease by 20% or $56,000 § NEID TIF Fund Pratt Avenue sidewalk extension $ 171,000 PW yard improvement 50,000 PW standpipe improvements 53,000 Bike path improvements 30,000 NEID sub-area study 25,000

North Lincoln TIF Fund (Created 2-5-2019)

Professional Fees/Issuance costs $500,000

Note interest cost 950,000

TIF eligible cost payouts 30,000,000

§ Devon/Lincoln TIF Fund Devon Ave. streetscape engineering $325,000 - Funded by grant Devon Ave. streetlight design - Deferred 29,000 Devon Ave. streetlight design - Deferred 29,000 Parkway tree planting/sidewalk installation – Parkway tree planting/sidewalk installation –

reduced from $30,000 to: 10,000 reduced from $30,000 to: 10,000 PEP/Gift grant Deferred 50,000 PEP/Gift grant Deferred 50,000

§ Motor Fuel Tax Fund Roadway resurfacing program – Year 2 $3,465,000 Roadway resurfacing design – Year 3- deferred 130,000 Revenues projected to decrease by 20% or $80,000 Revenues projected to decrease by 20% or $80,000

• Capital Project Funds account for all resources used for the acquisition of capital facilities

• The Village currently has two capital project funds• Water Management Infrastructure Fund

• Private sewer line replacement and flood control fund

§ Storm Water Management Fund

North Shore Outfall Sewer Construction $2,244,000

Revenues expected to decrease by 35% or $190,000. There will be Revenues expected to decrease by 35% or $190,000. There will be sufficient funds to pay the debt service cost attributable to the sufficient funds to pay the debt service cost attributable to the 2019 GO Bond 2019 GO Bond

Funded by General Obligation Bond and grant revenue. Bond payments will be funded by a ¼% increase in home rule sales tax.

• Private Sewer Line/Flood Control Assistance Fund▫ Assistance to residents to replace sewer lines

damaged by tree roots on Village parkways or install flood control device/Drainage▫ Budgeted $25,000 $2,000 max per household

The Debt Service Fund accounts for the accumulation of resources for, and the payment of, general long-term debt principal and interest

• Debt Service Fund • Fire Truck loan payment

$12,500

• Debt service GO Bonds – Storm Water Management $134,734

• Debt service GO Bonds – Roadway resurfacing $100,000

• Bond issuance costs – $65,000

Enterprise funds account for the operations that are financed similar to private business enterprises

Cost of providing goods or services to the general public on a continual basis, financed primarily through user charges

The Village has one enterprise fund

• No water or sewer rated increases this year

• Debt service payments IEPA $380,156

• Pump House generator design 16,500

• Automation hardware and software upgrades For cyber security of water system 40,000

• Construction of new water transmission line 7,556,000 • Purchase of water from Chicago/Evanston 1,213,000

• Revenues are estimated to decline by approx. $150,000 for the budget year

•• Sewer Sewer televising equipment televising equipment -- D Deferred $200,000 eferred $200,000

•• Replacement of Truck 10 – Replacement of Truck 10 – Deferred Deferred 80,00080,000

•• Leak detection pilot project – Deferred 65,000Leak detection pilot project – Deferred 65,000

•• Phase ll engineering water main replacement –Phase ll engineering water main replacement – Deferred Deferred 116,250116,250

$461,250 $461,250

• 2019 GO Bond debt service – Portion attributable to water transmission main - $710,280

Cost of Health insurance is expected to rise significantly due to the COVID -19 crisis

Police /IMRF pension costs are expected to rise due to the affect of the pandemic on the financial market

Way of doing business will change the way consumers buy. On-line shopping could become more prevalent which would affect sales tax revenue the Village receives

Village could lose revenue from the small restaurant business owners which cannot open or cannot be sustained after the financial losses incurred from the pandemic

Staff will present completed updated financial budget after decisions are made on Parks and Recreation Programs review at a June COTW meeting

At a minimum, Staff will continue to provide quarterly budget updates. If any negative revenue trends/ adjustment information becomes available Staff will immediately bring it to the Board’s attention

Staff will continue to look for grants for reimbursements of COVID -19 Village incurred expenditures and other related grants from the Federal Government if they do become available

Questions

Fiscal Year 2021 Proposed Budget Adjustments

BudgetDepartment Number Account Number Amount ExplanationCommunity Development 240

101-200-517-5399 25,000 Gateway plan 10,000 Technical plan reduce $10,000

101-240-517-5620 500 Sign PrintingTotal Community Development 35,500

Village Manager/President 100/200 101-100-511-5840 5,500 VB meeting meals101-200-511-5570 660 Registration101-200-511-5590 6,000 Training101-200-511-5810 2,740 Registration101-200-511-5820 500 Training101-200-511-5830 2,280 Training101-200-511-5840 1,560 Training

Total VMO/President 19,240

Police 300 101-300-512-5730 5,000 Toughbook computer101-300-512-5730 3,000 Two way radios101-300-561-6520 132,000 Three squad cars

Total Police 140,000

Information Technology 101-250-511-5330 10,000 Police File scanning25,000 Village hall cameras

3,000 Cabling12,000 Maintenance

5,000 Copiers

101-250-511-5340 27,800 Microsoft office reduction 3,000 Monitoring tools

101-250-511-6530 20,000 Server upgrade5,700 Laptops

19,000 Desktops8,000 Legacy server

32,500 UPS Room PD server upgradesTotal Information Technology 171,000

Engineering 290101-290-511-5940 2,500 Traffic studies

PW admin 400101-400-511-5210 2,400 Animal contract101-400-511-5810 600 Training101-400-511-5830 600 Training101-400-511-5840 200 Training101-400-511-5850 600 Training

PW Vehicle 410101-410-511-5730 7,000 Transmission flush machine

PW Building 420101-420-511-5320 20,000 Police/Fire EOC design101-420-511-5320 10,000 Police Shooting range oversight101-420-511-5405 850 Flooring replacement Police101-420-511-5405 5,030 Overhead door opener replacement101-420-511-5405 5,000 Village hall duct cleaning101-420-511-5405 2,000 Village hall domestic boiler replacement101-420-511-5405 6,080 Restroom refurbishing101-420-511-5405 2,700 Water fountain replacement101-440-511-6599 28,000 Truck #29 replacement101-420-511-6530 85,000 Police Shooting range construction

PW Street 440101-440-513-5250 37,000 Tree planting101-440-513-5680 4,500 Lights for Madeline's garden101-440-513-5680 3,000 No flowers for VH, CC, Proesel Park101-440-513-5730 2,000 Specialty fuel for chainsaws101-440-514-6599 65,000 Truck #25 replacement101-440-514-6400 60,000 Sidewalk replacement

PW Parks 430205-430-515-6350 5,000 Sidewalk replacement205-430-515-6350 185,000 Flowers park tennis court205-430-561-6599 8,000 Golf cart replacement205-430-561-6599 14,000 Toro riding mower

Total Public Works 562,060

Fire 350 101-350-512-5220 36,000 PSI contract adjustment

Police Pension Fund 300 101-300-512-5140 270,000 Additional contribution to Police Pension Fund -Gas tax

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MEMORANDUM

TO: Anne Marie Gaura, Village Manager FROM: Melissa Rimdzius-Marsh, Director of Parks and Recreation Andrew Letson, Acting Director of Parks and Recreation DATE: May 19, 2020 SUBJECT: Aquatic Center and Day Camp Background The ongoing COVID-19 pandemic has required the Village and its neighbors to cancel events and recreation programs since mid-March. The Centers for Disease Control and Prevention (CDC) and the Illinois Department of Public Health (IDPH) have established guidelines to limit the social interaction of individuals to minimize the potential transmission of the disease. Additionally, Governor Pritzker has issued an executive order requiring individuals to stay at home, unless engaging in an essential activity to further minimize spread of the disease. As this situation has continued to evolve, the Parks and Recreation staff have kept an eye toward the future and have been evaluating the Aquatic Center and Summer Day Camp programs that have been planned for 2020 to determine how they could potentially move forward. Discussion Restore Illinois Plan On May 5, 2020, the Governor’s Office released a five-phase plan to reopen Illinois using health metrics driven by COVID-19 positivity rates and measures of maintaining regional hospital surge capacity to determine when regions within the State can move between phases. These metrics include:

1. At or under 20 percent positivity rate and increasing no more than 10 percentage points over a 14-day period, and

2. No overall increase (i.e. stability or decrease) in hospital admissions for COVID-19 like illness for 28 days, and

3. Available surge capacity of at least 14 percent of ICU beds, medical and surgical beds, and ventilators

Illinois has been split into four regions, which may move through the five phases independently. Lincolnwood is located in the Northeast Region along with the rest of the Chicagoland area. Currently, the entire State is in Phase 2, which is defined as the rate of infections is declining.

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Once a region has met these criteria and move into Phase 3, the guidelines allow for certain restrictions to be lifted, but continue to suggest strict social distancing and limiting group sizes to 10 or less. The region then needs to continue with these restrictions until it is able to demonstrate the criteria are met a second time before moving into Phase 4. Phase 4 allows for a further reduction of social distancing and allowing social gatherings up to 50 individuals. Additionally, the guidelines specifically state that day camps may reopen once a region is in Phase 4. The final phase (Phase 5) can only be achieved when there is a vaccine, a widely available treatment, or the elimination of new cases over a sustained period of time through herd immunity. Phase 5 is considered the post-pandemic period where all sectors of the economy will be able to resume operation with new safety guidelines and procedures. As the Restore Illinois Plan was developed by the State’s public health experts, it is assumed that unless otherwise directed by the Village Board, Lincolnwood will follow the guidelines established by Governor Pritzker and IDPH.

It should be noted that a region can backslide between phases if there is a sustained increase in the positivity rate, a sustained increase in hospital admissions, a reduced hospital capacity, or a significant outbreak in the region. As such, there is little certainty as to when Northeast Illinois will enter Phase 4 and when it does, whether it will stay in Phase 4. Aquatic Center The Aquatic Center is scheduled to open on Memorial Day and run through Labor Day weekend. As the Governor’s stay at home order will be in place until the end of May, it will not be possible to open the pool on time. It is anticipated that it will take four weeks to do all of the necessary preparations, including filling the pool, starting up the filter room, preparing the locker rooms and pool decks, and onboarding and training staff. Some of this work can be done while the stay at home order is still in place, but tasks such as lifeguard training cannot occur until the order is lifted. Additionally, while

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public pools are not identified in the Governor’s guidelines, due to the nature of the operation of the facility, the Aquatic Center should not open to the public until the region has entered Phase 4; however, operating the facility with a maximum of 50 individuals will create a very different experience for our patrons. In this case, the earliest that the Aquatic Center could open is July 4, with preparations beginning in early June.

Information regarding the safe operation of public pools is under development by national aquatic center organizations, the CDC, and likely the IDPH. Staff has worked with neighboring agencies to identify best practices; however, the plan that staff has developed may change based on the guidelines from the public health agencies. To date, staff is aware of a handful of local pools that have announced they will not be opening for the summer including in West Chicago, Barrington, Hoffman Estates, Algonquin, Libertyville, and one of the three pools in Mount Prospect. Staff has developed a plan that would allow the facility to operate with a reduced capacity. The layout of the Aquatic Center prevents staff from closing both the activity pool and the lap pool; however, certain features such as the slides, diving boards, and kiddie pool may be closed to limit the number of lifeguards necessary to safely operate the pool. Based on staff’s evaluation of the facility’s operation, the items listed below are planned to occur in order for the Aquatic Center to operate. These items were reviewed by the Parks and Recreation Board at a special meeting on May 4, 2020 and received a positive recommendation.

1. Throughout the day, staff will be dedicated to disinfecting high touch areas such as doors, handrails, and faucets

2. Patrons and employees will need to be screened for symptoms before entering the facility, including temperature checks

3. The front counter will need to be reconfigured using stanchions and potentially turnstiles to allow for social distancing and greater control and account of those individuals entering and exiting the facility

4. As the number of patrons allowed into the facility would be reduced, extended hours for seniors would be implemented to allow this vulnerable population to remain socially distanced if they choose

a. Outside of those hours, individuals will be allowed in on a first come/first serve basis 5. The use of lockers and showers in the locker rooms would not be allowed – deck showers would

be installed to allow people to rinse off before and after use of the pool 6. Patrons will be encouraged to bring their own chair or they may rent a chair for a nominal fee

a. Rental of deck chairs ensures that a staff member is able to disinfect the chair between users

7. Personal protective equipment will be provided to staff 8. Outside food with the exception of snacks will be prohibited

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Staff’s previous recommendation assumed that the capacity of the pool would be limited to 250 or 500 individuals. As it is now clear that the maximum number of individuals allowed in the facility will be limited to 50, the following steps will also need to be taken to operate the facility:

1. The diving boards, slides, and kiddie pool will be closed 2. Camp swim will no longer be offered daily, campers will swim 2-3 days per week depending on

the number of children registered 3. Season passes will no longer be sold, patrons will need to purchase a 90-minute time slot

a. Four time slots will be offered each day between 12:00 p.m. and 8:00 p.m. b. 30 minutes will be allocated for cleaning the facility between time slots c. All existing season pass holders will be refunded

4. To ensure that the facility does not exceed a maximum capacity of 50 individuals, only 39 passes will be sold for each time slot

a. It is recommended that the current daily rate ($9/residents, $18/non-residents) be used as the fee structure for time slots

b. Individuals wishing to swim during multiple time slots during the day would need to purchase multiple time slots (i.e. one fee does not cover the entire day)

c. The logistics of selling time slots will be challenging i. If the Village uses RecTrac (the existing registration software), individuals will

not be able to purchase a pass for someone outside of their household (e.g. a grandparent, nanny, or friend); however, the Village will still be able to restrict the total number of non-residents who are able to purchase a pass

ii. If the Village uses a third party ticketing software, individuals will be able to purchase a pass for someone outside of their household; however, the Village will lose the ability to restrict the total number of non-residents who are able to purchase a pass

The CDC has stated that the chlorine that is added to the pool water will kill the coronavirus; however there remains risk of transmission through surfaces and airborne droplets. As such, even with the additional steps taken to sanitize the facility and encourage social distancing by limiting the number of patrons in the facility, there remains a possibility that a patron of the Aquatic Center could become infected with COVID-19. In addition to the health risk, operating the Aquatic Center poses a financial risk to the Village. In the event that the Aquatic Center is operated for a reduced season between Independence Day and Labor Day, there will be significant savings in labor and material costs; however, there will also be a significant effect on revenue as the number of patrons allowed in the facility will be severely limited. Table 2 provides a summary of the budgeted and estimated costs and revenue under three scenarios. Throughout the proposed 10 week season, there would be a total of 10,920 time slots available. The analysis in Table 2 assumes that the historical trend of approximately 50% of the daily and season passes being purchased by non-residents will stay true. It is unrealistic to assume that every time slot will be sold throughout the season; however, that option is included to show the absolute best case scenario.

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Table 2. Summary of Budgeted and Estimated Aquatic Center Expenses and Revenue

Scenario Revenue Expenses (Less Capital*) Net Revenue

As Budgeted $592,650 $545,518 $47,131 50% of Time Slots Sold $118,000 $310,000 ($192,000) 75% of Time Slots Sold $155,000 $310,000 ($155,000) 100% of Time Slots Sold $192,000 $310,000 ($118,000)

*Capital expenses will be discussed with the Village Board as part of a larger discussion on the budget at the May 19 Committee of the Whole. In each of the scenarios envisioning a shortened pool season with capacity capped at 50 individuals, the Aquatic Center would not be profitable and would likely experience a significant loss. Staff is seeking feedback from the Village Board with regard to whether the Aquatic Center should operate a limited season with the adjustments to the daily operations as outlined above. Summer Day Camp The first session of the Village’s summer day camp is scheduled to begin on June 16. The Restore Illinois guidelines allow for day camps to reopen in full once the region enters into Phase 4, which would also allow for social gatherings up to 50 individuals. The earliest that the region would be in Phase 4 would be June 29. It is anticipated that it will take two to three weeks to train staff in preparation for the start of the summer camp. Due to the fact that the start of camp would require the most optimistic timeline to play out, it is recommended that the start date be pushed back to July 13 to ensure that parents have time to plan for childcare in the event that cases surge in early or mid-June and camp is unable to open at the end of month. The Restore Illinois plan does allow for summer programs to operate during Phase 3 in a limited capacity as long as they work within safety guidelines established by IDPH. Those guidelines have not yet been released; however, it is possible that a limited camp program could operate while the region remains in Phase 3. As those guidelines are released, staff will perform an analysis and determine how the Village could possibly operate a limited program.

Typically, the summer camp is able to accommodate up to 250 children per week and those children are primarily located in Proesel Park. Other facilities, including the Community Center and Council Chambers are used during periods of inclement weather to provide a safe space for campers and staff. Staff evaluated a variety of alternatives to be able to continue to provide a safe and enjoyable camp experience.

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One idea that was explored to allow camp to operate at its normal capacity was the use of School District 74’s facilities. School District 74 has stated that since they are not operating their in-person summer school program due to the pandemic, they will not authorize the Village to operate its camp out of their facilities. The proposed camp program will continue to primarily be located in Proesel Park, with the use of the multi-purpose room at the Aquatic Center, Community Center (large and small room), and Council Chambers as inclement weather facilities. However, as only four spaces will be available, in an effort to ensure that gatherings do not exceed 50 individuals, the number of campers and staff would need to be reduced to no more than 148 participants and 28 counselors and supervisors. Table 3 provides a breakdown of the maximum number of participants and staff for each camp that would be available.

Table 3. Summary of Maximum Participation by Camp Camp Age Group Staff Ratio Max Participants Staff

Prairie Dogs 3-4 Years Old 5:1 20 6 Potawatomie/Little Lincolns

Kindergarten – 2nd Grade 6:1 41 9

Rutledge Rockets 3rd – 5th Grade 8:1 43 7 Teen Camp 6th – 9th Grade 10:1 22 3 Sports Camp 6th – 9th Grade 10:1 22 3 Total 148 28

As the School District will not be offering in-person summer school, the Village will cancel Camp 74, which provides day camp opportunities for children participating in summer school (typically 20-25 children participate in this camp). Additionally, the option for purchasing three day per week camps for Kindergarteners through 2nd graders (Little Lincolns) will not be sold going forward to maximize the number of spaces available for families wishing to have their children attend camp for the entire week. Staff has developed a plan to allow camp to continue to operate in an alternative manner to ensure the safety of participants and staff. Based on staff’s evaluation of the operation of camp, the adjustments listed below will be made. These items were reviewed by the Parks and Recreation Board at their special meeting on May 4, 2020 and received a positive recommendation.

1. Each camp will have a dedicated space in the park that they will be able to use. The same children and staff will use that space daily to limit the possibility of cross contamination between camps.

2. Drop off/pickup will be done in vehicles and the timing and location will be staggered to limit the possibility of large groups forming.

3. Offsite field trips will be cancelled and on-site field trips will be planned, which will include different types of entertainment and learning opportunities.

4. Each of the available inclement weather facilities will be assigned to a specific camp to limit potential cross contamination and confusion as the weather begins to roll in.

5. All equipment and spaces will be cleaned prior to another group using them. 6. Based on the State’s direction at the time, all campers and staff may be required to have a face

covering to limit the potential spread of disease. 7. Participants will be screened for symptoms upon arrival to camp. Staff will have their

temperatures taken and recorded daily.

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Despite the best efforts of staff to sanitize equipment and spaces, as well as the use of personal protective equipment for program participants, there continues to be a risk that a participant could become infected with COVID-19. In addition to the potential health risk, there is also a financial risk to the Village to operate the day camp. In the event that field trips are cancelled and the camp season is reduced by four weeks, there will be cost savings; however, the limitation on participants has a significant effect on the potential revenue. As individuals are allowed to return to work, there will be a need for childcare services, which the Village’s day camp is able to provide. To date, each of the camps have nearly sold out (based on the reduced camp sizes), so it is anticipated that the number of participants will be maximized to those shown in Table 3. Table 4 provides a summary of the estimated costs and expenses in the event that each of the camps maximize their participation and it demonstrates that the camp will operate at a loss of nearly $50,000.

Table 4. Summary of Budgeted and Estimated Day Camp Expenses and Revenue Scenario Revenue Expenses Net Revenue

As Budgeted $467,900 $423,372 $41,528 Reduced Participation (148 max) $173,000 $222,000 ($49,000)

Staff is seeking feedback from the Village Board as to whether the summer day camp should continue to operate at the limited capacity with the adjustments to the daily operations as described above. Direction Requested

1. Should the Village postpone the opening of the Aquatic Center to July 4 and operate it in an alternative capacity, likely at a deficit?

2. Should the Village postpone the start of the summer day camp and operate it in a limited and alternative capacity, likely at a deficit?

Due to the fluid nature of the ongoing situation, it is anticipated that there will be a follow up discussion regarding the Aquatic Center and Summer Day Camp at the June 2 Committee of the Whole to review any updates to the state-wide guidelines that have been developed. Documents Attached

1. Restore Illinois Guidelines 2. PowerPoint Presentation

A Public Health Approach To Safely Reopen Our State

O!ice of the GovernorJB Pritzker

May 5, 2020

RESTOREILLINOIS

From the beginning of the new coronavirus pandemic, Illinois’ response has been guided by data, science, and public health experts. As community spread rapidly increased, Governor Pritzker moved quickly to issue a Disaster Proclamation on March 9, restrict visitors to nursing homes on March 11, close bars and restaurants for on-site consumption on March 16, move schools to remote learning on March 17, and issue a Stay at Home order on March 21. This virus has caused painful, cascading consequences for everyone in Illinois, but the science has been clear: in the face of a new coronavirus with unknown characteristics and in the absence of widespread testing availability and contact tracing, mitigation and maintaining a 6-foot social distance have been the only options to reduce the spread and save as many lives as possible.

Millions of Illinoisans working together by staying at home and following experts’ recommendations have proven these mitigation and social distancing measures effective so far. The result has been a lower infection rate, fewer hospitalizations, and lower number of fatalities than projected without these measures. Our curve has begun to flatten. Nevertheless, the risk of spread remains, and modeling and data point to a rapid surge in new cases if all mitigation measures were to be immediately lifted.

Now that Illinois is bending the curve, it is vitally important that we follow a safe and deliberate path forward to get our Illinois economy moving. That path forward is not what everyone wants or hopes for, but it will keep Illinoisans as safe as possible from this virus as our economy is reopening.

Restore Illinois is about saving lives and livelihoods. This five-phased plan will reopen our state, guided by health metrics and with distinct business, education, and recreation activities characterizing each phase. This is an initial framework that will likely be updated as research and science develop and as the potential for treatments or vaccines is realized. The plan is based upon regional healthcare availability, and it recognizes the distinct impact COVID-19 has had on different regions of our state as well as regional variations in hospital capacity. The Illinois Department of Public Health (IDPH) has 11 Emergency Medical Services Regions that have traditionally guided its statewide public health work and will continue to inform this reopening plan. For the purposes of this plan, from those 11, four health regions are established, each with the ability to independently move through a phased approach: Northeast Illinois; North-Central Illinois; Central Illinois; and Southern Illinois.

An Introduction tt

The five phases for each health region are as follows:

Phase 1 – Rapid Spread: The rate of infection among those tested and the number of patients admitted to the hospital is high or rapidly increasing. Strict stay at home and social distancing guidelines are put in place and only essential businesses remain open. Every region has experienced this phase once already, and could return to it if mitigation efforts are unsuccessful.

Phase 2 – Flattening: The rate of infection among those tested and the number of patients admitted to the hospital beds and ICU beds increases at an ever slower rate, moving toward a flat and even a downward trajectory. Non-essential retail stores reopen for curb-side pickup and delivery. Illinoisans are directed to wear a face covering when outside the home and can begin enjoying additional outdoor activities like golf, boating and fishing while practicing social distancing. To varying degrees, every region is experiencing flattening as of early May.

Phase 3 – Recovery: The rate of infection among those surveillance tested, the number of patients admitted to the hospital, and the number of patients needing ICU beds is stable or declining. Manufacturing, offices, retail, barbershops and salons can reopen to the public with capacity and other limits and safety precautions. Gatherings limited to 10 people or fewer are allowed. Face coverings and social distancing are the norm.

Phase 4 – Revitalization: The rate of infection among those surveillance tested and the number of patients admitted to the hospital continues to decline. Gatherings of 50 people or fewer are allowed, restaurants and bars reopen, travel resumes, child care and schools reopen under guidance from the Illinois Department of Public Health. Face coverings and social distancing are the norm.

Phase 5 – Illinois Restored: With a vaccine or highly effective treatment widely available or the elimination of any new cases over a sustained period, the economy fully reopens with safety precautions continuing. Conventions, festivals and large events are permitted, and all businesses, schools and places of recreation can open with new safety guidance and procedures in place reflecting the lessons learned during the COVID-19 pandemic.

Until COVID-19 is defeated, this plan also recognizes that just as health metrics will tell us it is safe to move forward, health metrics may also tell us to return to a prior phase. With a vaccine or highly effective treatment not yet available, IDPH will be closely monitoring key metrics to immediately identify trends in cases and hospitalizations to determine whether a return to a prior phase may become necessary.

All public health criteria included in this document are subject to change.

As research and data on this novel coronavirus continue to develop, this plan can and will be updated to reflect the latest science and data.

Iroquois

Will

Lee

Pike

Ogle

LaSalle

McLean

Henry

Fulton

Knox

Adams

Bureau

Ford

Shelby

Wayne

Clay

Edgar

Kane

Fayette

Livingston

Lake

Logan

Peoria

Clark

Vermilion

Hancock

Coles

Macoupin

Macon

DeKalb

Madison

Mason

Marion

Perry

Mercer

Sangamon

Christian

Tazewell

St. Clair

Cass

Warren

Greene

Morgan

Jasper

Jackson

Bond

DeWitt Piatt

Whiteside

Clinton

Kankakee

McHenry

Carroll

Randolph

Jefferson

Grundy

Jersey

Jo Daviess

Montgomery

Cook

Woodford

Stark

Monroe

Douglas

Schuyler

McDonough

Hamilton

Crawford

Scott

Washington

Brown

Stephenson

Marshall

Effingham

Winnebago Boone

DuPage

Kendall

Menard

Moultrie

Lawrence

Rock Island

Cumberland

Putnam

Champaign

Franklin

Williamson

Henderson

Calhoun

Wabash

White

UnionPope

Saline Gallatin

Johnson

MassacPulaski

Hardin

Alexander

Richland

Edw

ards

1

2

36

4

5

7

89

10

11

RESTORE ILLINOIS HEALTH REGIONS

NORTHEASTNORTH-CENTRALCENTRALSOUTHERN

WHAT THIS PHASE LOOKS LIKE

COVID-19 is rapidly spreading. The number of COVID-19 positive patients in the hospital, in ICU beds, and on ventilators is increasing. The public health response relies on dramatic mitigation measures, like stay at home orders and social distancing, to slow the spread of the virus and prevent a surge that overwhelms the health care system. With a Stay at Home order in place, only essential businesses are in operation and activities outside of the home are limited to essentials, like grocery shopping.

WHAT’S OPEN?

Gatherings: Essential gatherings, such as religious services, of 10 or fewer allowed; No non-essential gatherings of any size

Travel: Non-essential travel discouraged

Health care: Emergency procedures and COVID-19 care only

Education and child care: Remote learning in P-12 schools and higher education; Child care in groups of 10 or fewer for essential workers

Outdoor recreation: Walking, hiking and biking permitted; State parks closed

Businesses:

• Manufacturing: Essential manufacturing only • “Non-essential” businesses: Employees of “non-essential” businesses are required to work from home except

for Minimum Basic Operations • Bars and restaurants: Open for delivery, pickup and drive-through only • Entertainment: Closed • Personal care services and health clubs: Closed • Retail: Essential stores are open with strict restrictions; Non-essential stores are closed

HOW WE MOVE TO THE NEXT PHASE

Cases and Capacity:

• Slowing of new case growth • Availability of surge capacity in adult medical and surgical beds, ICU beds, and ventilators

Testing:

• Ability to perform 10,000 tests per day statewide • Testing available in region for any symptomatic health care workers and first responders

Phase 1: Rapid Spread


The rise in the rate of infection is beginning to slow and stabilize. Hospitalizations and ICU bed usage continue to increase but are flattening, and hospital capacity remains stable. Face coverings must always be worn when social distancing is not possible. Testing capacity increases and tracing programs are put in place to contain outbreaks and limit the spread.

WHAT’S OPEN

Gatherings: Essential gatherings, such as religious services, of 10 or fewer allowed; No non-essential gatherings

Travel: Non-essential travel discouraged

Health care: Emergency and COVID-19 care continue; Elective procedures allowed once IDPH criteria met

Education and child care: Remote learning in P-12 schools and higher education; Child care in groups of 10 or fewer for essential workers

Outdoor recreation: Walking, hiking, and biking permitted; Select state parks open; Boating and fishing permitted; Golf courses open; All with IDPH approved safety guidance

Businesses:

• Manufacturing: Essential manufacturing only • “Non-essential” businesses: Employees of “non-essential” businesses are required to work from home except

for Minimum Basic Operations • Bars and restaurants: Open for delivery, pickup, and drive through only • Personal care services and health clubs: Closed • Retail: Essential stores are open with restrictions; Non-essential stores open for delivery and curbside pickup


Cases and Capacity: The determination of moving from Phase 2 to Phase 3 will be driven by the COVID-19 positivity rate in each region and measures of maintaining regional hospital surge capacity. This data will be tracked from the time a region enters Phase 2, onwards.

• At or under a 20 percent positivity rate and increasing no more than 10 percentage points over a 14-day period, AND

• No overall increase (i.e. stability or decrease) in hospital admissions for COVID-19-like illness for 28 days, AND

• Available surge capacity of at least 14 percent of ICU beds, medical and surgical beds, and ventilators

Testing: Testing available for all patients, health care workers, first responders, people with underlying conditions, and residents and staff in congregate living facilities

Tracing: Begin contact tracing and monitoring within 24 hours of diagnosis

WHAT COULD CAUSE US TO MOVE BACK

IDPH will closely monitor data and receive on-the-ground feedback from local health departments and regional healthcare councils and will recommend moving back to the previous phase based on the following factors:

• Sustained rise in positivity rate • Sustained increase in hospital admissions for COVID-19 like illness • Reduction in hospital capacity threatening surge capabilities • Significant outbreak in the region that threatens the health of the region

Phase 2: Flattening


The rate of infection among those surveillance tested is stable or declining. COVID-19-related hospitalizations and ICU capacity remains stable or is decreasing. Face coverings in public continue to be required. Gatherings of 10 people or fewer for any reason can resume. Select industries can begin returning to workplaces with social distancing and sanitization practices in place. Retail establishments reopen with limited capacity, and select categories of personal care establishments can also begin to reopen with social distancing guidelines and personal protective equipment. Robust testing is available along with contact tracing to limit spread and closely monitor the trend of new cases.

WHAT’S OPEN

Gatherings: All gatherings of 10 people or fewer are allowed with this limit subject to change based on latest data & guidance Travel: Travel should follow IDPH and CDC approved guidance Health Care: All health care providers are open with DPH approved safety guidance Education and child care: Remote learning in P-12 schools and higher education; Limited child care and summer programs open with IDPH approved safety guidance Outdoor recreation: State parks open; Activities permitted in groups of 10 or fewer with social distancing Businesses:

• Manufacturing: Non-essential manufacturing that can safely operate with social distancing can reopen with IDPH approved safety guidance

• “Non-essential” businesses: Employees of “non-essential” businesses are allowed to return to work with IDPH approved safety guidance depending upon risk level, tele-work strongly encouraged wherever possible; Employers are encouraged to provide accommodations for COVID-19-vulnerable employees

• Bars and restaurants: Open for delivery, pickup, and drive through only • Personal care services and health clubs: Barbershops and salons open with IDPH approved safety guidance; Health

and fitness clubs can provide outdoor classes and one-on-one personal training with IDPH approved safety guidance • Retail: Open with capacity limits and IDPH approved safety guidance, including face coverings


Cases and Capacity: The determination of moving from Phase 3 to Phase 4 will be driven by the COVID-19 positivity rate in each region and measures of maintaining regional hospital surge capacity. This data will be tracked from the time a region enters Phase 3, onwards.

• At or under a 20 percent positivity rate and increasing no more than 10 percentage points over a 14-day period, AND

• No overall increase (i.e. stability or decrease) in hospital admissions for COVID-19-like illness for 28 days, AND

• Available surge capacity of at least 14 percent of ICU beds, medical and surgical beds, and ventilators Testing: Testing available in region regardless of symptoms or risk factors Tracing: Begin contact tracing and monitoring within 24 hours of diagnosis for more than 90% of cases in region




Phase 3: Recovery t


There is a continued decline in the rate of infection in new COVID-19 cases. Hospitals have capacity and can quickly adapt for a surge of new cases in their communities. Additional measures can be carefully lifted allowing for schools and child care programs to reopen with social distancing policies in place. Restaurants can open with limited capacity and following strict public health procedures, including personal protective equipment for employees. Gatherings with 50 people or fewer will be permitted. Testing is widely available, and tracing is commonplace.

WHAT’S OPEN

Gatherings: Gatherings of 50 people or fewer are allowed with this limit subject to change based on latest data and guidance

Travel: Travel should follow IDPH and CDC approved guidance

Health care: All health care providers are open

Education and child care: P-12 schools, higher education, all summer programs, and child care open with IDPH approved safety guidance

Outdoor Recreation: All outdoor recreation allowed

Businesses:

• Manufacturing: All manufacturing open with IDPH approved safety guidance • “Non-essential” businesses: All employees return to work with IDPH approved safety guidance; Employers

are encouraged to provide accommodations for COVID-19-vulnerable employees • Bars and restaurants: Open with capacity limits and IDPH approved safety guidance • Personal care services and health clubs: All barbershops, salons, spas and health and fitness clubs open

with capacity limits and IDPH approved safety guidance • Entertainment: Cinema and theaters open with capacity limits and IDPH approved safety guidance • Retail: Open with capacity limits and IDPH approved safety guidance


Post-pandemic: Vaccine, effective and widely available treatment, or the elimination of new cases over a sustained period of time through herd immunity or other factors.




Phase 4: Revitalization t


Testing, tracing and treatment are widely available throughout the state. Either a vaccine is developed to prevent additional spread of COVID-19, a treatment option is readily available that ensures health care capacity is no longer a concern, or there are no new cases over a sustained period. All sectors of the economy reopen with new health and hygiene practices permanently in place. Large gatherings of all sizes can resume. Public health experts focus on lessons learned and building out the public health infrastructure needed to meet and overcome future challenges. Heath care equity is made a priority to improve health outcomes and ensure vulnerable communities receive the quality care they deserve.

WHAT’S OPEN

• All sectors of the economy reopen with businesses, schools, and recreation resuming normal operations with new safety guidance and procedures.

• Conventions, festivals, and large events can take place.

Phase 5: Illinois Restored t

AQUATIC CENTER &SUMMER DAY CAMP

May 19, 2020 Committee of the Whole

DIRECTION REQUESTED


2. Should the Village postpone the start of the summer day camp to July 13 and operate it in a limited and alternative capacity, likely at a deficit?

BACKGROUND

The COVID-19 pandemic has required the Village and its neighbors to cancel events and recreation programs since mid-March

To respond to the pandemic, the Governor has issued a stay at home order

As the situation has continued to evolve, the Parks and Recreation Department has been working to evaluate the community events and programs scheduled for 2020 to determine which, if any, should continue to move forward

Parks and Recreation Board provided feedback on staff’s recommendations at a special meeting on May 4

On May 5, the Governor released Restore Illinois, a five phase plan to reopen the State Plan was developed in partnership with public health experts

RESTORE ILLINOISCriteria to move into Phase 3 and Phase 41. At or under 20 percent positivity rate and increasing no more than 10 percentage

points over a 14-day period, and2. No overall increase (i.e. stability or decrease) in hospital admissions for COVID-19 like

illness for 28 days, and3. Available surge capacity of at least 14 percent of ICU bids, medical and surgical

beds, and ventilators

Illinois has been split into four regions Lincolnwood is in the Northeast region with the rest of Chicagoland

Each region may move through the phases independently

It is possible that as a region moves through the phases, that cases could surge and there is a need to move backward in the plan

It is assumed that unless otherwise directed by the Village Board, Lincolnwood will follow the guidelines established by the Governor and IDPH

RESTORE ILLINOIS

Phase 2

• Stay at home order in effect

Phase 3

• Gatherings of 10 people or less• Individuals should maximize physical distance from others • Earliest Date: June 1

Phase 4

• Gatherings of 50 people or less• Day camps may resume• Earliest Date: June 29

Phase 5

• No specific limit on gathering sizes, but physical distancing should be practiced

• Earliest Date: Unknown

28 days of stable hospitalizations

Vaccine, Treatment or Herd Immunity

28 days of stable hospitalizations

PROGRAMS AS CURRENTLY SCHEDULEDREOPENING PHASES - BEST CASE SCENARIO

May 30Stay at Home Order Lifted

May 25Memorial Day

Pool Opens

Phase 2 (Current) Phase 3 Phase 4 Phase 5

June 1

June 28

June 29

June 16Camp Starts

Unknown

Unknown

AQUATIC CENTER

The Aquatic Center is scheduled to open on Memorial Day and run through Labor Day

The Restore Illinois guidelines do not specifically discuss public pools and until further guidance is provided by the State, staff has been working under the assumption that Illinois would need to be in Phase 4 Earliest opening date is July 1

Guidelines for safe operation of the pool are in development by national aquatic organizations, the Centers for Disease Control, and Illinois Department of Public Health

To date a handful of communities have announced public pool closures West Chicago, Libertyville, Barrington, Hoffman Estates, Algonquin, Mount Prospect

(one of three pools to be closed), Batavia (beaches closed)

AQUATIC CENTER TIMELINEBEST CASE SCENARIO

June 1

• Aquatic Center Preparation Begins

June 29

• Illinois enters Phase 4 (gathering restrictions are limited to 50)

July 4

• Independence Day

• Aquatic Center Opens

September 7

• Labor Day• Last day of

pool season

AQUATIC CENTER

The Aquatic Center is a valuable community asset that is enjoyed by many residents and non-residents throughout the summer

Staff has worked to develop a plan to safely operate the facility in the event that a shortened season takes place

The Parks and Recreation Board reviewed staff’s recommendation at its special meeting on May 4 and provided a positive recommendation

The guidelines included in the Restore Illinois plan forced staff to reevaluate its recommendations to ensure that social gathering limitations would not be exceeded

AQUATIC CENTER OPERATIONS

1. Throughout the day, staff will be dedicated to disinfecting high touch areas such as doors, handrails, and faucets

2. Patrons and employees will need to be screened for symptoms before entering the facility, including temperature checks for staff

3. The front counter will need to be reconfigured using stanchions and potentially turnstiles to allow for social distancing and greater control and account of those individuals entering and exiting the facility

a. Markings 6-feet apart will be painted on the sidewalk to encourage social distancing when in line

4. As the number of patrons allowed into the facility would be reduced, extended hours for seniors would be implemented to allow this vulnerable population to remain socially distanced if they choose

a. Outside of those hours, individuals will be allowed in on a first come/first serve basis


5. The use of lockers and showers in the locker rooms would not be allowed – deck showers would be installed to allow people to rinse off before and after use of the pool

6. Patrons will be encouraged to bring their own chair or they may rent a chair for a nominal fee

a. Rental of deck chairs ensures that a staff member is able to disinfect the chair between users

7. Personal protective equipment will be provided to staff

8. Outside food with the exception of snacks will be prohibited


As it is now known that the maximum number of individuals that may be in the facility will be limited to 50, the following steps will also need to be taken

1. Diving boards, slides, and kiddie pool will be closed

2. Camp swim will no longer be offered daily, campers will swim 2-3 days per week

3. Season passes will no longer be sold, patrons will purchase a 90-minute time slot

a. Four time slots will be offered each day between 12:00 p.m. and 8:00 p.m.b. 30 minutes will be allocated for cleaning between time slotsc. All existing season pass holders will be refunded


4. To ensure that the facility does not exceed 50 individuals, only 39 passes will be sold for each time slot

a. It is recommended that the current daily rate ($9/residents, $18/non-residents) be used as the fee structure for time slots

b. Individuals wishing to swim during multiple time slots during the day will need to purchase multiple time slots

c. The logistics of selling time slots will be challenging1) If the Village uses RecTrac (existing registration software), individuals will not be able to

purchase a pass for someone outside of their household (e.g. a grandparent, nanny, or friend); however, the Village will still be able to restrict the total number of non-residents who are able to purchase a pass

2) If the Village uses a third party ticketing system, individuals will be able to purchase a pass for someone outside of their household (e.g. a grandparent, nanny, or friend); however, the Village will not be able to restrict the total number of non-residents who are able to purchase a pass

AQUATIC CENTER

The CDC has stated that the chlorine added to the pool will kill the coronavirus

There continues to be a risk with high touch surfaces (e.g. railings, doors, lockers, etc.) and through airborne droplets

Even with additional steps to sanitize the facility and promote social distancing, it is possible that a patron could become infected with COVID-19

AQUATIC CENTER – FINANCIAL IMPACT

Scenario RevenueExpenses

(Less Capital)Net Revenue

As Budgeted $516,500 $508,132 $8,368

50% of Time Slots Sold 118,000 310,000 (192,000)



SUMMER DAY CAMPSummer Day Camp (Camp) is primarily run out of Proesel Park with offsite field trips

Camp provides a valuable childcare option for parents throughout the community

The first session is scheduled to begin on June 16, 2020

The Restore Illinois Plan allows summer camps to reopen in full once a region enters Phase 4 In the best case scenario, Illinois would be in Phase 3 at the scheduled start of camp and

enter Phase 4 at the end of June To provide parents and staff with a bit more certainty, it is recommended that the start of

Camp be pushed back to July 13 Restore Illinois allows limited summer programs to operate during Phase 3 following IDPH

guidelines, as these are released staff will evaluate to determine if a limited camp can be offered earlier

Typically, Camp is able to accommodate up to 250 children per week

Village facilities including the Police/Fire Training Room, Council Chambers and Community Center are used during periods of inclement weather

SUMMER DAY CAMP TIMELINEBEST CASE SCENARIO

June 29

• Camp Preparation Begins

• Illinois enters Phase 4

July 13

• First day of camp

August 21

• Last day of camp

SUMMER DAY CAMP

Staff evaluated alternative ways of providing a safe Camp experience, while ensuring group sizes should be limited to no more than 50 individuals (campers and staff)

School District 74 was approached to explore the use of their facilities On May 8 the School District announced that they will not be operating an in-person

summer school, as such the District would not allow the Village to use their facilities

The proposed camp program will continue to be focused out of Proesel Park with use of the following spaces for inclement weather Aquatic Center multi-purpose room Community Center (large and small rooms) Council Chambers

SUMMER DAY CAMPCamp Age Group Staff Ratio Max Participants Staff

Prairie Dogs 3 – 4 Years Old 5:1 20 6

Potawatomie/ Little Lincolns

Kindergarten –2nd Grade

6:1 41 9

Rutledge Rockets 3rd – 5th Grade 8:1 43 7

Teen Camp 6th – 9th Grade 10:1 22 3

Sports Camp 6th – 9th Grade 10:1 22 3

Total 148 28

• As the School District will not be operating an in-person summer school, the Village will cancel Camp 74

• The option of purchasing three day per week camps (Little Lincolns) will not be sold going forward to maximize the number of spots available for families wishing to have their children participate for the full week

SUMMER DAY CAMP OPERATIONSAt their special meeting on May 4, the Parks and Recreation Board reviewed these operational changes and provided a positive recommendation

1. Each camp will have a dedicated space in the park that they will be able to use. The same children and staff will use that space daily to limit the possible for cross contamination between camps.

2. Drop off/pickup will be done in vehicles and the timing and location will be staggered to limit the possibility of large groups forming.

3. Offsite field trips will be cancelled and on-site field trips will be planned, which will include different types of entertainment and learning opportunities.

4. Each of the available inclement weather facilities will be assigned to a specific camp to limit potential cross contamination and confusion as the weather begins to roll in.

SUMMER DAY CAMP OPERATIONS

5. All equipment and spaces will be cleaned prior to another group using them, based on guidelines established by the CDC and/or IDPH.

6. Based on the State’s direction at the time, all campers and staff may be required to have a face covering to limit the potential spread of disease.

7. Participants will be screened for symptoms upon arrival to camp. Staff will have their temperatures taken and recorded daily.

Despite the best efforts to sanitize equipment and spaces, there continues to be the risk of a participant becoming infected with COVID-19

SUMMER DAY CAMP – FINANCIAL IMPACT

Scenario Revenue Expenses Net RevenueAs Budgeted $467,900 $423,372 $41,528Reduced Participation (148 max) 173,000 222,000 (49,000)

P&R Board agreed with staff’s recommendation to postpone the start of Camp to June 29

DIRECTION REQUESTED


2. Should the Village postpone the start of the summer day camp to July 13 and operate it in a limited and alternative capacity, likely at a deficit?

1

MEMORANDUM

TO: Anne Marie Gaura, Village Manager

FROM: Charles Meyer, Assistant Village Manager

DATE: May 19, 2020

SUBJECT: Free Little Pantry

BackgroundIn February of 2020 Mayor Bass requested that the Village place a request by Karen Nochimowski to create a Free Little Pantry on the agenda for a future Committee of the Whole Meeting. The structure of the Free Little Pantry would be the creation of a small contained area where residents could leave or take food for the benefit of those in need. It would be similar to “Little Libraries” in neighborhoods that operate on the model of “leave a book, take a book”. It is requested that the Village Board review this request at the May 19 Committee of the Whole.

DiscussionThe purpose of the Free Little Pantry would be to provide an area where non-perishable food would be available to those in need. It would be stocked by residents along with Ms. Nochimowski who stated that she will cover the cost completely to make sure that the pantry is stocked weekly. The proposed location from Ms. Nochimowski was near the intersection of Touhy and McCormick.

As the State of Illinois addresses its response to the COVID-19 pandemic, Ms. Nochimowski has stated that there is an increased need for the Free Little Pantry concept to help residents in need. Ms. Nochimowski will be presenting at the May 19 Committee of the Whole and will be present to answer questions from the Village Board.

Financial ImpactIt is unclear at this time if there is a financial impact to the Village.

RecommendationIt is the recommendation of this memorandum that this is discussed at the May 19, 2020 Committee of the Whole.

Documents Attached1. PowerPoint Presentation

Free Little PantryMay 19, 2020

Overview

Karen Nochimwoski will be present to discuss the concept of a Free Little Pantry for the Committee of the Whole

Requested Action

What is the consensus of the Village Board in regards to the concept of the Free Little Pantry