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HomeMy WebLinkAbout08/11/1998 COW minutes~ MINUTES , ~ · COMMITTEE OF THE WHOLE AUGUST tl, 1998 Mayor F~arley called the meetfng to order at 7 31 p m Present at the meebng were Trustees George Clowes, Paul Hoefert, R~chard Lohrstorfer, DanJel Nocch~ and Irvana W~lks Absent at the meeting was Trustee Corcoran Staff members present mclbded V~llage Manager M~chael E Janonis,'Ass~stant V~llage Manager David Strahl, Finance D~rector Douglas EIIsworth, Deputy Finance D~rector Carol WIdmer, F~re Chief MJchael F~golah, Deputy Fire Chief John Malcom, Community Development D~rector W~ll~am Cooney, Deputy Community Development D~rector M~chael Blue, Public Works D~rector Glen Andler, Deputy Public Works D~rector Sean Dorsey and Human Services D~rector Nancy Morgan II. APPROVAL OF MINUTES Approval of Minutes from June 23, 1998 Motion made by Trustee W~lks and Seconded by Trustee Hoefert to approve the M~nutes M~nutes were approved unammously Approval of M~nutes of the special Committee of the Whole meebng of June 30, 1998. Motion made by Trustee Nocchi and Seconded by Trustee Lohrstorfer MJnutes were approved unammously. II1.CITIZENS TO BE HEARD None IV. 1998 MID-YEAR BUDGET REVIEW Mayor Farley ~ntroduced Doug EIIsworth as the new F~nance D~rector and welcomed him to h~s first meebng with the V~llage Board Village Manager Janonis provided a general overvfew of the m~d-year Budget The rewew ~s typically the first step m the annual Budget process He stated that the mid-year review g~ves an Jnitial snapshot of where the V~llage stands financially going into the next Budget year He stated th~s process has been ~n place s~nce 1996 and has worked extremely well as the Budget ~s formulated He stated the Departments are currently in the processing of formulating theJr Budget requests He stated the proposed document, once rewewed by h~mself, w~ll be presented to the V~llage Board ~n early October wrth numerous Comm~tee of the Whole meebngs scheduled to dfscuss the proposals He stated the situation is significant y better than this time last year because there was a s~gnlficant deficit projected at this time last year He also stated that there are ndmerous staffing requests, which w~ll be anticipated to be forwarded to the V~llage Board for d~scusslon as part of this budget process F,nance Director Doug EIIsworth stated that the m~d-year review is typically a status report on Revenues and Expenditures after s~x months of experienced compared to the actual Budget document He stated that revenues are coming ~n above projections and expenditures are running slightly below projections He prowded an overview of the General Fund, the Capital Improvement Program, the Risk Management Fund, Refuse Fund and Water and Sewer Revenue He stated that it is anticipated that the General Fund wtll come in approximately $484,000 above projections tn terms of additional surplus by the end of the year. He stated that Sales Tax ~s projected to come in approximately $200,000 above projections Intergovernmental Revenues are running 5% above projections at th~s bme He stated there are no antic~pated variances in expenditures for the remaining port~on of the year and n~ the current trend continues, the General Fund balance for the end of 1998 w~ll be approximately $5 million or a 23% reserve He stated there st~ll ~s a need for funding assistance for the Capital Improvement Fund which continues to be under-funded General comments from V~llage Board members included the following items ^ question was reused regarding how revenues are projected as part of the Budget document Comments were also made re9ardmg the iud~clous use of surplus funds and there may be a need to repay other funds, which had been running lean m prewous years ^ comment was also made regarding the need to recogmze the projected 1999 deficit as previously identified even though no deficit is projected for 1999 at th~s time Finance Director Doug EIIsworth provided a response to a number of the comments He stated that many of the revenue projections are dependent upon the source of the revenue and market place projecbons He also stated that many expenditures are expended at specific t~mes of the year or expended throughout the year, therefore, ~t is qu~te d~fficult to predict expenditures at the m~d-year point because of a significant vanance ~n use compared to revenues which typically are rather steady 1999 Pre-Budget Village Manager Janoms stated that an esbmated surplus of $200,000 w~ll continue annually unless a pohcy change by the Board alters the current revenue sources He stated that he would forward a recommendation to the V~llage Board to utlhze fund balance for capital ~mprovement and vehicle replacement funds due to the continued under funding of those items 2 He stated there sbll should be some discussion about a rehable funding source for capital improvements because under the current scenario cap~tal ~mprovement fuhdlng money ~s projected to run out ~n 2001 He stated that ~t ~s possible to earmark a specific portion of revenues for specific capital improvement projects He stated that there has not been a net ~ncroase in staff m adm~n~strabve pos~t~ons for a s~gmficant period of bme and there are some proposals anbc~pated which w~ll be attempting to rectify these staffing shortages He stated one specific staff request w~ll undoubtedly be a request for moro staff to speed the Permit process There are service level needs, which need to be addressed through staffing requests He also stated that included in the packet ~s a budget suggestion sheet for Board members to complete and retum as part of the budget formation process, which w~ll be used to assist staff in completing the budget process General comments of the V~llage Board members included the following items Inquiry was made regarding the need to look for recommendations for permanent funding sources for Capital Improvements in the future There ~s a need to address the speed of the Permit process and there is concern regarding finding a rehable funding source for vehicles and capital Thero was a concern regarding the expenditure level with the level of assumptions, which are built into the 1999 projections There was a comment that there ~s a need to use technology to get m(~ro out of current staffing levels before additional staff are considered Proposed reductions should be forwarded only to the V~llage Board which are reahsbc and allow ~he Village Board to discuss such reductions Village Manager Janonis prcwded an overview of the schedule for the 1999 Budget process V. MANAGER'S REPORT None VI. ANY OTHER BUSINESS Trustee Hoefert publicly thanked the commun~y for its support at the Antique Auto Show and coming out to the H[stoncal Society dunng the past weekend A mobon was made by Trustee Hoefert and seconded by Trustee Nocchi to enter ~nto a closed session to d~scuss property acquisition and personnel Mobon approved The meeting was adjourned ~nto closed session at 8 26 p m 3 The V~llage Board reconvened ~nto open session at 9 26 p m Mr Janoms stated that he ~s coordinating a joint meebng between the Board and the Mount Prospect L~6rary Trustees for August 20 He also stated that according to the poll sheet that there ~s an interest among Board members to convene a Board retreat during the fall He also stated that poll sheet results showed that Trustees were supportive of the C~bzens Ubhty Board meeting on August 27. He also stated that all Board members stated they would be present at,the Metra meeting on August 19 Mobon made by Trustee Wdks, seconded by Trustee Lohrst~)rfer to approve the Closed Session minutes of June 30, 1998 Minutes were approved A motion was made by Trustee Wdks, seconded by Trustee Lohrstorfer, to approve the Closed Session minutes of July 14, 1998 Minutes were approved Mobon made by Trustee Lohrstorfer and Seconded by Trustee Clowes to approve the M~nutes of July 21, 1998. Minutes were approved VII, ADJOURNMENT A mobon was made by Trustee Wdks, and Seconded by Trustee Lohrstorfer to adjoum the meeting The meeting was adjourned at 9 30 p m Respectfully submitted, . f~ DAVID STRAHL Assistant Wllage Manager DS/mc H \GEN\Cow~Vhnutes\81198 COW Minutes dec 4