HomeMy WebLinkAbout02/09/1984 FC mintuesII.
MINUTES
FINANCE COMMISSION
FEBRUARY 9, 1984
ROLL CALL
Village Manager Terrance Burghard called the meeting to
order at 7:45 p.m. Commissioners present included:
Richard Bachhuber, William Holloway, Thomas Pekras and
Ann Smilanic. Also present were: Village Manager
Terrance Burghard, Administrative Assistant to the Village
Manager John Bowman and Director of Finance David Jepson.
PROGRAM OF SERVICES
Village Manager Burghard presented a general overview of
the Program of Services for fiscal year 1984-1985. The
following items were discussed:
1. In terms of full-time equivalency, the total number
of employees will increase by only one (1), with
additional part-time help as needed.
2. Anticipated capital expenditures include the following:
A word processing system for the Manager's Office, a
new phone system in Management Services, a new filing
system within the Clerk's office, the acquisition of
Lake Michigan water and an aggressive Motor Fuel Tax
and Flood Control Program within the Public Works
Department. The possibility of a lease/purchase arrange-
ment for the new phone system was discussed.
VILLAGE FINANCIAL POSITION
Finance Director Dave Jepson presented the following comments
on the Village's financial position:
1. Financial health can be measured in two ways. First,
does the Village have sufficient cash to pay bills and,
secondly, is the Village in a good debt position?
Mr. Jepson used quantitative and practical measures to
demonstrate that the Village is in good financial position.
IV RESOURCES
Mr. Jepson commented that resources are derived from two
primary sources: Revenues and Fund Balances. Revenues
include Property Tax, Sales Tax, other Taxes, Special
Service Area Taxes, Grants, Service Charges, etc. A graph
was presented which showed the increase in Sales Tax over
the years and another graph which illustrated the percentage
of Property Tax which goes to the Village in comparison with
other local taxing bodies.
Mr. Jepson summarized by stating that resources are limited,
therefore, the Village has an obligation to allocate
limited funds in the most efficient manner possible.
V. GENERAL DISCUSSION
Several questions were raised by Commission members regarding
services and resources. Mr. Burghard addressed questions
regarding possible future reductions in Grant Revenues, the
sale of Village -owned land, the expected decrease in State
Income Tax and the time-lag from Budget preparation to
receipt of Tax Revenue. Commission members also had questions
regarding the proper use of Cable TV Franchise Fees.
Mr. Jepson answered questions regarding the Village's Self -
Insurance Program.
VI. PUBLIC REPRESENTATION
Mr. Burghard presented an overview of the Public Represen-
tation portion of the Budget, which includes expenses for
the Mayor, Board of Trustees and the various Commissions.
The following points were emphasized:
1. The percentage increase from last year may be mis-
leading since the overall balance is relatively small.
2. There is a new $10,000 line item for Special Projects.
3. The Village expects to become more involved in Cable TV
next fiscal year.
4. Hearing expenses will decrease due to the elimination
of the court reporter at Zoning Board meetings.
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VII. VILLAGE MANAGER'S OFFICE
Mr. Burghard discussed the Manager's office budget for
next year, emphasizing that the Manager's office budget
comprises only 1.7% of all Village services. Commission
members raised several questions regarding the Assistant
Manager's position, and the programming of the local
Government Access Channel on Cable TV.
VIII. MANAGEMENT SERVICES
IX.
Dave Jepson stated that Management Services includes
the Finance Department and the Village Clerk's office.
Changes within the Finance Department include the following:
1. A new Customer Service Division has been created which
consolidates the water billing, licensing services and
cashiers.
2. Payroll and Accounts Payable functions have been
merged into the Accounting Program.
3. A separate Cash Management Program has been identified
in the 84-85 budget.
Several classes of expenditures were discussed, including
Personal Services, Contractual Services, Commodities,
Capital Expenditures and the Risk Management Fund. The
Village Clerk's budget includes general administration
and support, the Village Newsletter and the Offset printing
expenses. Several questions were raised by Commission
members regarding Sick Leave Incentive Programs and the
data processing back-up and security procedures.
GENERAL DISCUSSION
Mr. Burghard summarized the Village's need for legal
services,including General Counsel, Village Prosecutor,
and Special Counsel. The Village's Self -Insurance Program,
Cable TV franchise fees, and the replacement of the telephone
system were discussed.
Because there was no quorum, the Commission members decided
to defer any written recommendations to the Board until after
the entire Budget has been reviewed. However, the Commission
suggested the following noteworthy items should be pointed
out to the Board of Trustees:
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1. An explanation of the Village's Self -Insurance
Program.
2. A change in the method of budgeting proposed
Cable TV costs.
3. The possibility of a property tax abatement if
Sales Tax revenue is significantly higher than
budget projections.
X. ADJOURNMENT
There being no further business, the meeting was adjourned at
9:54 p.m.
Respectfully submitted,
JOHN M. BOWMAN
Administrative Assistant
to the Village Manager
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