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HomeMy WebLinkAbout07/23/1996 COW minutes MINUTES COMMITTEE OF THE WHOLE JULY 23, 1996 CALL TO ORDER Mayor Farley celled the meeting to order at 7 32 p m Present at the meeting were' Trustees George Clowes, T~mothy Corcoran, R~chard Hendr,cks, Paul Hoefert and Irvana W~lks Absent from the meet, ng was Trustee M~chaele Skowron Also present were Village Manager M~chael Janoms, Assistant V~llage Manager Dawd Strahl, Pubhc Works Director Glen Andler, Deputy Publ,c Works D~ractor Sean Dorsey, all Pubhc Works Supenntendents, Sohd Waste Coordinator Lisa Angell, Pohce Chief Ronald Pavlock, Deputy Pohce Chief Ronald R~chardson, F~re Chief Edward Cavello, F~nance DIrector Bnan Caputo, Community Development D~rector W~lham Cooney and Commumcatlons Adm~mstrator Cheryl Pasahc II MINUTES M~nutes of July 9, 1996 Motion made by Trustee Clowes and Seconded by Trustee Corcoran to accept the M~nutes M~nutes were approved, Trustees Hendncks and W~lks abstained III CITIZENS TO BE HEARD None IV. 1996 MID-YEAR BUDGET REVIEW AND 1997 PRE-BUDGET WORKSHOP Mayor Farley introduced the topic by stahng that this w~ll be the first M~d-Year Budget Rewew of the celendar year budget s~nce 1996 ~s the first calendar year budget Finance Director Brian Caputo provided a general overview to the Board of where the V~llage ~s ~n terms of Revenues and Expenditures for the first s~x months of 1996 He stated that the 1997 forecest of the Property Tax ~ncrease of 5 6% is not a true 5 6% Increase due to some mandated costs which are built ~nto the Property Tax Rate For example, the V~llage has enjoyed a 100% funded Pohce and F~re Pensions ~n the past, however, that funding has shpped below 100%, therefore, it Is necessary to bnng the funding back to 100% through some Property Tax dollars The true Property Tax Levy is sbll approximately 4% based on prewous Board pohcy F~nes are up a httle bit above projecbons along w~th Building Fees and Sales Tax H~ghhghts for 1997 requests include a request from the Police Department for an additional CSO (Commumty Service Officer) The CSO would spht the duty of the Evidence Officer and the current Court Liaison Commumty Development is requesbng an add~bonal Inspector for interior ~nspectmns This is currently under rewew by the Board as part of the Interior Inspections Program approval Human Services is requesting an expansion of the Intern Program from summer only to a year-around program He also stated that there ~s a recemmendat~on to increase the General Fund contingency from the 15% that currently exists to approximately 25% in order to take advantage of possible Bond Rating ~mprovements and improve the ablhty to handle ura~ny day" type emergencies He stated that the Debt capacity for the Village has improved due to accelerated Debt payback and there would be some capacity in the Flood Control Debt Fund for a 1998 Issue and a possible 2001 Issue for Flood Control Projects The Street Capital Improvement Program has debt cepac~ty in 1997 and 2001 to issue up to $2 5 million each year to assist ~n some funding to catch up street reconstrucbon Follow~ng are the primary ~tems to be put forth by staff ~n the 1997. 1. Acceleration of Street Reconstruction Program includ~ng a Bond Issue of $2 5 m~lhon for 1997. 2 Creation of a Computer Replacement Fund A Fund would be estabhshed to fund the replacement of computer hardware and software s~m~lar to the Vehicle Replacement Fund 3 Separate hne ~tems in the Budget for carry-overs of Departmental Proj?cts The carryovers are from one budget year to the next within a Departmental budget to m~n~m~ze large percentage ~ncreases from one year to the next 4 Merit Pay Pool Th~s Program prowdes for cash incentives to be prowded to non-un~on personnel separate of any cost-of-hwng increases which may be provided 5 Management Training Th~s would be a contmuabon of the training scheduled and completed for 1996 The tra~mng for the coming fiscal year would focus on team building and managerial development 6 Expansion of the Social Work/Intern Program Th~s inibabve is recommended by the Human Services Department as a d~rect result of increased referrals provided by other Departments Village Manager Janonis stated that numerous Departments~have prowded a general overview of their goals and objectives for 1996 and 1997. He stated that the enhancement of~the Street Program w~ll undoubtedly requ~ra additional d~scuss~on by the Board but ~t was felt that th~s proposal could be brought forward as an imbal opportumty to offer solutions to the back-log of streets mA Computer Replacement Lease Program would be patterned after the Vehicle Replacement Program, however, this program would have to be a multiple year program and would suggest approximately $300,000 seed money be set aside ~n the Program ~mflally. The carryover of dollars ~n Departments would mimm~ze the ~mpact of percentage increases for items in each Department depending on purchasing patterns The Ment Pay Pool would be a component of the performance reviews currently underway for vanous management and non-umon personnel General comments by the V~llage Board included the following ~tems There were numerous questions concermng the proposed Computer Replacement Fund and the status of network ~mplementation and vanous hardware and software Concern was expressed about the ~ncraased balance of the General Fund from 15% to 25% Since the General Fund contingency has been established at 15%, there appears to be no immediate need to increase ~t even further. It was also felt that the Property Tax increase should be I~m~ted to ~nflabon or a level consistent wffh other tax~ng bodies. , Some Trustees requested add~bonal study be undertaken to compare General Fund balance requests w~th 'what other mumc~pallbes set aside It was also d~scussed that ~f conbngency funds are for emergencies, then the funds should be ~denbfied m the Budget as an emergency line ~tem There was also discussion as to what ~mpact the increase in conbngency fund would have on the Bond rabngs Some Trustees voiced concern that the Ment Pay Plan should be on a trial bas~s m~bally to determine overall ~mpact on the Budget and possible future ~mpacts Mr. Janonis responded to a number of the Trustee comments He stated that the Property Tax increase has been a standard percentage for a number of years in order to smooth out the increases so there would not be the need for w~de vanances to maintain appropnate funding levels The Conbngency Fund allows for the Village to respond to numerous emergencies w~thout affecting other programs or operabons Summary of Village Board comments: · General Fund Contingency ~ncrease from15-25% Consensus of the V~llage Board was to request additional study by staff to determine the cost/benefit impact on Debt Service Ratings and available funds In add,ben, the Board requested companson of other communities and the Conbngency Fund that is ubl~zed by those commumbes 3 · Street Reconstruction Program~ Consensus of the Village Board was general support for th~s ~nit~at~ve · Creation of the Computer Replacement Fund Consensus of the V~llage Board was to support this ~n~t~at~ve · Separate line ~tem for Budget carryovers Consensus of the V~llage Board was to support th~s ~mbat~ve · Merit Pay Pool Consensus of the Village Board was to support th~s initiative · Management Training Consensus of the Village Board was to support th~s m~t~at~ve · Expansion of the Social Work Intern Program Consensus of the Village Board was to support th~s m~t~at~ve Trustee Clowes requested the V~llage Board consider increas~ng Trustee pay for Trustees elected beginning ~n 1997 He stated that the last increase for Trustees was in 1988 and based on the inflationary factors which have taken place between 1988 and today, Village Trustees should be making approximately $2,750 and the Mayor's salary should be approximately $5,500 He would also request that a review take place every four years to ensure that elected officials' pay keeps up w~th inflation just as employee pay There was no consensus as to moving forward with Trustee Clowes' proposal for ~ncrease in elected officials' pay Therefore, the ~tem would be set aside te.rnporanly until additional input was provided by Trustee Skowron There was also a consensus of the Village Board to request staff to ~nvest~gate the cost/benefit of Truck Enforcement Officer to be ,ncluded in the coming fiscal year budget V, VILLAGE MANAGER'S REPORT None VI. ANY OTHER BUSINESS Trustee Clowes voiced his concerns about allowing violent criminals to return to the streets and not serving out their sentence He suggested the V~llage work with State and Federal officials to improve responsiveness to the pubhc to keep violent criminals off the streets Mayor Farley suggested that th~s ~ssue be taken up w~th the Northwest Mum¢~pal Mayor Farley suggested that this issue be taken up w~th the Northwest Municipal Conference ~n order to maximize the input of the V~ilage to the State and Federal officials Trustee Clowee stated that he has talked to numerous apartment owners about the Intenor Inspecbon Program and is prowd~ng a memo summarizing the suggesbons whmh they put forward He requested staff rewew the ~tems submitted on the memorandum and include the ~tems as part of the d~scussmn about the Interior Inspecbon Program at the next Board meeting VII. ADJOURNMENT Mobon made by Trustee Hoefert and Seconded by Trustee W~lks to move into Closed Session to discuss Personnel, Land Acqu~s~bon and L~bgabon Roll call vote took place w~th all Trustees voting to move ,nto Closed Session VIllage Board members adjourned into Closed Session at 9 39 p m The Committee of the Whole meeting was reconvened into open session at 10 18 p m No further bus~ness Meebng was adjourned at 10 19 p m Respectfully submitted., 5 DAVID STRAHL DS/rcc Assistant V~llage Manager 5