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HomeMy WebLinkAbout06/28/2001 FC minutes FINANCE COMMISSION AMENDED MINUTES OF TH~ MEETING JUNE 28, 2001 VILLAGE HALL BUILDING I. CALL TO ORDER The meeting was called to order at 7:00 p.m. Those present inchided Vice Chairman George Busse and Commissioners Charles Bennett, Vince Grochocinski, Ann Hull, Tom Pekras and Ann Smllanic. Also present were Village Manager Michael Janonis, MIS Coordinator Joan Middleton, Cable Production Coordinator Ross Rowe, Deputy Director of Community Development Mike Blue, Fire Chief Mike Figolah, Deputy Fire Chief John Malcolm, Fire Captain Tony Huemann, Deputy Police Chief of Administration Ron Richardson, Police Sergeant Michael Semkiu, Director of Public Works Glen Andler, Deputy Director of Public Works Sean Dorsey, Director of Finance Douglas Ellsworth, Deputy Director of Finance Carol Widmer and Finance Administrative Assistant Lisa Burkemper. Newly appointed Chief of Police Richard Eddington was also present. Chairman John Korn was absent. II. APPROVAL OF MINUTES Commissioner Ann Smilanic motioned to approve the minutes of May 24, 2001. Commissioner Ann Hull seconded the motion and the minutes were accepted as presented. III. REVIEW OF PROPOSED CAPITAL IM?ROVEMENTS PLAN (2002-2006) Director of Finance Doug Ellsworth began with a brief overview of the Capital Improvements Plan (CIP). The plan serves as a planning tool and helps in viewing long term capital needs. Included in the CIP are projects that are generally longer than one year and are in excess of $25,000. Currently the Village has $55,109,091 proposed for the five-year period. There is $21,748,107 being requested for 2002 and $8,829,815 in 2003. Administration Cable Production Coordinator Ross Rowe discussed the need for a Remote TV Production Vehicle. The vehicle would be used to more efficiently cover offsite village events. Mr. Rowe stated that over the last few years the number of events that need to be covered have increased; in 1993 the village covered four outside events per year and currently the village covers four to five per month. The acquisition of the vehicle would reduce the amount of set up and labor time spent from approximately five hours to about one hour per event. Mr. Rowe's plan also included the purchase of a new remote control meeting package that would replace the cameras and monitors used to tape the board meetings. The current cameras have no speed control, are loud and replacement parts are becoming hard to get. The new cameras would have a 350~viewing range and would be much quieter. Furthermore, much smaller LCD units would replace the old 20" monitors. MIS Coordinator Joan Middleton had two items in the CIP to discuss. One being the telephone system upgrade. The village currently runs on five separate phone systems and up~:ading the systems would allow the village to centralize all five systems. The other item discussed was the Desktop Operating System Upgrades. The upgrade of the office suite and operating system is currently on a four-year replacement cycle and is due to be replaced in 2005. Commissioner Ann Smilanic asked Mr. Rowe if Public Works has room for the proposed Remote Production Vehicle and if it would require an increase in insurance costs. Mr. Rowe stated that Jim Guenther at Public Works said there would be room at their facility to house the van. Mr. Rowe also stated that there would be additional insurance premiums to cover the van. Commissioner Vince Grochocinski asked if the Finance Commission could see the financial numbers for Cable Television at budget time. Mr. Grochocinski said he would like to see if Cable Television is making or losing money. Commissioners George Busse and Ann Hull both voiced their support of Cable Television services. They believe it is a valuable service to the community as well as to the schools. Community Development Deputy Director of Community Development Mike Blue mentioned the department's five projects that are currently listed in the CIP. They are the Streetscape Program, Downtown Redevelopment, Corridor Improvements, new Village Hall/Senior Center and the Municipal Parking Facility. Commissioner Tom Pekras asked if there have been any preliminary discussions with Bank One regarding the development of the new Village Hall/Senior Center. Mr. Blue stated that Community Development Director Bill Cooney has been in contact with Bank One. Commissioner Charles Bennett asked if the parking garage would have space set aside for commuters. Mr. Blue stated there is not a floor or section set aside for commuter parking and it is not specifically part of the plan. Fire Department Fire Chief Mike Figolah began his discussion on the departments CIP's by stating that they need to complete the replacement of the mobile data terminals and status mobile terminals in various fire apparatus. To date three of the eight units have already been replaced. Mr. Figolah also mentioned the need to replace the Warning Siren Telemetry System. Currently the village has six sirens that are only tested once a month. The new system would monitor the sirens on a twenty-four hour basis and would notify personnel of a problem immediately. Two items that are closely related that were discussed are the expansion of the Public Works facility to house the maintenance of fire apparatus and the building of a new Fire Station 14. The village is currently looking at possible sites for the construction of the new station and is looking at the year 2003 and 2004 for construction of the new station. Police Department Deputy Chief Ron Richardson stated that the department would like to purchase eight additional in-car video cameras. Twelve have already been bought with the help of grant money. Mr. Richardson also stated the department would like to purchase two additional patrol squad cars, contingent upon the department moving forward with the addition of a dedicated traffic unit. Another item discussed was the acquisition of eight personal laptop computers for patrol sergeants and detectives. Sergeant Mike Semkiu discussed two additional projects the Police Department has in the current CIP. One project discussed is the department's need to update to a digital imaging system. Currently paper records are accumulated and once a year transferred onto microfilm. With the digital system paper reports can be scanned in house immediately, categorized and stored long term. Another project discussed was the purchase of software and hardware for the live scan workstation. With this workstation mug shots and digital fmgerpriuts are stored in the booking room and are automatically sent to the Illinois State Police. Currently, only the booking room area can access the information contained in the workstation. The purchase of the software and hardware will allow other areas of the police department, such as records and investigations, to access the information. In justification for the additional squad cars, Commissioner Ann Smilanic asked Mr. Richardson how many traffic enforcement complaints are received and what are some of the examples. Mr. Richardson stated that currently there are 70 - 80 requests pending. Some examples would be citizen complaining about people not stopping at a particular stop sign or complaints of speeding down residential streets. Commissioner Charles Bennett asked where the department anticipates the laptops will be used. Mr. Richardson said that they could be used in the office, in the car or at home. Commissioners Charles Bennett and George Busse both agree that the digital imaging system is very important and suggest it be moved up if at all possible since it is a nominal cost. Public Works Director of Public Works Glen Andler began his presentation by summarizing several of the Public Works projects in the current CIP. One item is the Weller Creek flood control project, which was originally in the 2000-2001 CIP and was moved up to 2001-2002. Another project is the sidewalk cost share program, which will be increased by $25,000 in the next five years. The water tank rehabilitation program was also discussed as a project that runs on a 10-year cycle. Maintenance and repair on the tank needs to be done every 10 years to maintain sanitary conditions and provide stability of the structure. Finally, a new program to rehab the jogging path in the Kensington Business Center was discussed. The jogging path is 15 years old and needs to be repaved and fixed. Commissioner Ann Smilardc asked about putting sidewalks in areas that currently do not have them. She asked if residents request sidewalks in these areas. Mr. Andler stated that there are some requests from residents especially in areas near schools, shopping centers and parks. Commissioner George Busse questioned the $7,000 mount for annual inspection of sidewalks under the New Sidewalls Project (Fl0). Mr. Busse stated the figure appeared to be a bit high, Mr. Andler advised he would check the number and make sure it is right. Commissioner George Busse also asked why CDBG funds could only be used for a limited number of sidewalk improvement projects. Mike Janonls stated that the money could only be used in areas that are classified as low to moderate income. Commissioner Charles Bennett asked who is legally responsible for the Kensington Business Center Jogging Path. Mr. Ellsworth stated that the owners as well as the village are responsible for the area. Mr. Bennett recommended that the repaying project be moved up from 2004 because it is need of work now. Genera/Discussion Commissioner Ann Smilanic stated that since the general fund balance should be 25 % of the operating budget, can we continue to forecast the money that we need to fund Capital Improvement projects? Mr. Ellsworth stated that the village will face a great challenge in the coming years. Commissioner Charles Bennett asked if the village is realizing a decrease of sales tax revenue. Mr. Ellsworth stated that the village is beginning to see the effects now. There is a three- month lag in sales tax reporting and we will have a better idea in the next month or two. IV. CHAIRMAN'S REPORT Vice Chairman George Busse had nothing to report. V. FINANCE DIRECTOR'S REPORT Director of Finance Doug Ellsworth presented the Finance Commission members with copies of the 2000 Annual Financial Report with accompanying memo and a memo regarding the new Village Hall/Senior Center financing scenarios. VI. OTHER BUSINESS There was no other business discussed. VII. Next Meeting: Jul? 26, 2001 Commissioner Ann Smilanic motioned to adjourn and Commissioner Tom Pekras seconded the motion. The meeting was adjourned at 10:05 p.m. The next meeting will be July 26th. Respectfully submitted, Lisa Burkemper Administrative Assistant Finance Department 4