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HomeMy WebLinkAbout02/20/1985 FC mintuesI MINUTES MOUNT PROSPECT FINANCE COMMISSION FEBRUARY 20, 1985 I Roll Call The meeting was called to order at 7:30 PM by Village Manager Terrance Burghard. Commissioners present were Richard Bachhuber, Paul Davies, Tom Pekras and Ann Smilanic. Also present were: Trustee George Van Geem, Village Manager Terrance Burghard, Finance Director David Jepson, Public Works Director Herb Weeks, Deputy Public Works Director Glen Andler, and Village Engineer Chuck Bencic. Commissioner William Holloway arrived at 8:15 PM. II Appointment of Secretary Commissioner Richard Bachhuber was appointed Secretary Pro -Tem for the meeting of February 20, 1985. III Videotape of Budget Hearings A videotape of selected segments of the televised budget hearings of January 29, 1985 and February 12, 1985 was shown to the Commissioners. The tape included portions of each presentation at those meetings and was approximately 8 minutes in length. IV 1985/86 Budqet Review - Public Works Village Manager Burghard stated that the Department of Public Works is respon- sible for the Maintenance of Public Facilities and the Water and Sewer Utility portions of the 85/86 budget. The total of these two areas is some $10.7 million and makes up 45% of the total Village budget. Two items worthy of special mention are: I. The contract for refuse pick-up and disposal of $1,185,500 has been included as a new program in the Street Division. The new program, Solid Waste Disposal, formerly had been a part of the Health Department budget. 2. The Water and Sewer Utility budget includes $3,052,000 for Lake Michigan Water Acquisition. The budget amount includes $1,225,000 for purchase of water and operating charges and $1,827,000 for fixed costs. Mr. Burghard mentioned that although the total number of full-time Village employees will remain the same as last year, two new positions are being recommended for Public Works. A new position of Administrative Aide and an additional maintenance worker are being recommended. The Administrative Aide will assist the Director and Deputy Director in contract administration, deve- loping bid specifications, recording and reporting systems, and purchasing. 2 Public Works Director Herb Weeks then reviewed each program and presented slides to illustrate various types of equipment and improvement projects in the 85/86 budget. He stated that there are ten vehicles included in the budget: two dump trucks, five pick-up trucks, one end loader and two pool cars. All except one pick-up truck are replacements. Other noteworthy capital expenditures included in the budget are: 1) window replacement in the Public Safety Building; 2) rebuilding a street sweeper; 3) purchasing a portable asphalt heater; 4) replacing snow plows; 5) replacing a metal lathe; and beautification projects. Additionally, a second joint home building project with School District 214 has been included. Following are some of the other items mentioned by Mr. Weeks: Street Division - There are 14 programs in the Street Division budget totaling $2,994,190. Solid Waste disposal makes up 40% of the overall total. Other programs include Snow Removal, Leaf Removal, Street Maintenance, Maintenance of Public Buildings, Vehicle Maintenance and Forestry. The total 1985/86 budget is $198,500 greater than the 1984/85 budget (adjusted for the transfer of refuse disposal). It was pointed out that approximately $30,000 of this increase is due to an accounting change in the method of recording the shared - cost tree program. Water and Sewer Division - The acquisition of Lake Michigan water accounts for 56% of the total Water and Sewer budget. Mr. Weeks pointed out that system maintenance (Wells and Distribution System) totals $985,845 and that as the distribution system ages, these costs will become even more significant in the future. Additionally, the 85/86 budget provides for abandoning Wells 2 and 3; painting the tank at Well 16 and continuing the meter replacement program. It is expected that electrical energy costs will drop from an estimated $800,000 in 84/85 to $400,000 in 85/86 due to the acquisition of Lake water. Parking Division - There are no significant changes in the Parking Division for 85/86. Engineering Division - The proposed Engineering budget of $2,404,760 is primarily made up of capital improvement projects including: Completion of Sewer Rehab Project $790,000 Street Resurfacing 650,000 Other Street Projects 343,100 Sidewalk Construction 93,930 VI Mr. Weeks stated that a total of 6.51 miles of resurfacing is planned for 1985/86 compared to 1984/85. Additionally, traffic signals at Rt. Commons, Kensington an.d Wheeling, and Golf and included in the budget. street 4.16 miles in 83 and Huntington Meier Road are After Mr. Weeks completed his presentation, a number of questions were raised by Commissioners and there was in-depth discussion of the various programs. A summary of the discussion is contained in Mr. Bachhuber's minutes which are attached. Additionally, it was pointed out that a number of items had been included in the original budget requests but were not included in the proposed budget. These included draperies and carpeting in the Village Hall; the heating and air-conditioning system in the Village Hall; and chair replacement in the Public Safety Building. 1985/86 Budget - Debt Service and Pensions Finance Director Jepson presented information on the Debt Service and Pension sections of the 85/86 budget. Debt Service totals $914,660 in the 85/86 budget representing 3.8% of the total budget. The debt included consists of $551,335 for general obligation debt and $363,345 for special service area debt. G. 0. debt covers principal and interest for the 1973 Flood Control and Sewer Rehab bonds, the 1974 Municipal Building and Library bond issue and for computer aided dispatch equipment purchased in 1984. The average interest rate for all G. 0. Debt is 5.6%. Net G. 0. Debt of the Village (total principal less available cash) is $3,001,000. This can be expressed at $57 per capita or 0.65% of E. A. V. The median per capita debt of other municipalities of 50,000 - 100,000 population is $135. These figures indicate that the Village is in an excellent debt position. Pension benefits included in the 1985/86 budget total $2,721,225 or 11.4% of the total budget. Due to reduced requirements in the Police and Fire Pension Funds, this amount is $129,475 less than the 84/85 budget. Independent actuarial studies have determined that the Police Pension Fund has achieved a 99.7% level of funding and the Fire Pension Fund is funded at 179.6%. Because of the level of funding, no Village contribution to the Fire Pension Fund is included in the 1985/86 budget. All employees, other than sworn Police and Fire personnel, working 1,000 hours or more are covered by the Illinois Municipal Retirement Fund. Additionally, all employees other than sworn Police and Fire personnel are covered by Social Security. There being no further business, the meeting adjourned at 10:45 PM. Respectfully Submitted, David C. Jepson Finance Director 20 FEBRUHRY 198'-_'J The commission meeting was caLLed to order at 1,30 P.M. Commission members Present were Bachhuber, Holloway, Davies, Pekras, and Smilanic. RePresenting the Village Administration were Village Manager Burghard, Finance Director JePson, Public Works Director Weeks and staff members Andlar and Bencic. A video taPed review of the trustee"s oPen budget review hearings was shown for the information of the commission. Director Weeks went through his ProPosed budget for Public Works ?.'i'1 ,:A Water -Sewer Utility. A number Of questions were asked with ewhasvi� on the aPParent discrepancy between the number of bud9eted Positioo::i, 1;-111 i.-- 1 -i,-,-,'- byMet 09ure in Mars. it was exPlained that water -sew;;.!' and streets use PersonveL some what interchanneably so that combined figures of these dePartments would be more understandable. VN�- commission requested that these combined figures be made available. Administration said that this could be done, and that then would do There was a discussion as to how fractional Personnel were covered U-1 the budget. Answers to this were considered satisfactory by the commission. Further discussions took Place concerning the following: 1. Switch of funds after budget aPProvat. l in t -1 --le 1. 1.R.S. regulations covering Personal use of villa 4. Formation of a coordinating a9encs to address the waste disPosal. Problems for the northwest suburban area 5. Utility costs re the Possible discontinuance of the rpne electricity Provided by Common Wealth Ediso-i-i Debt Service: it was indicated that the overall debt cost of th,'.--.� village was 5.6% and that our Per caPita debt was $57 as comPared to an average of $135 for &L municiPalitie-;c- Pensions- Police Pension Prow4m is Owed at aPProximatety 99% whiNi. n The commission feels that the Financial MnLrs, as nnown ng nhi�o I " i;.::' '� j-�: 1, i 11, 0 in eyowHa.nt conoition. AM the stly, YA_ hn VW K.� c"aPprative in this rywiew. The meeting ajourped at 10,30 KN,� Full Time P.W. Director P.W. Deputy Director Superintendents Admin. Aide Secretaries Water Engineer Foreman Custodians Mechanics Electricians Maint. Personnel Salary Adjustments Sub Total t Time Parts Attendent Mechanic Body Man Student Mechanic Custndian Seasonal Maintenance Other Compensations Longevity Overtime Sick Leave Bene. PUBLIC WORKS DEPARTMENT PERSONAL SERVICES COMBINED POSITIONS 1983 - 84 1984 - 85 1984 - 85 1985 - 86 Actual Budget 1 1 3 3 1 6 2 5 2 29 1 .5 .5 .8 6.3 1984 - 85 1985 - 86 Estimate Budget 1 $42,086 $41,700 $45,000 $45,000 1 34,532 339882 369880 379250 3 919387 919005 979155 99,750 1 ------ ------ ------ 249000 3 519175 489754 539750 539750 1 219322 209457 15,375 219840 6 135,966 1389318 1629920 1699890 1 35,274 30,478 259590 199365 5 1129438 1169379 1159140 119,605 2 69554 45,084 46,190 489875 31 6299291 5909838 6049245 6609830 19000 38,000 ------ 59500 $1,161,025 $1,194,895 $1,202,245 $1,305,655 1 109285 119894 10,660 10,660 .5 19515 6,500 69500 6,76n .5 19637 69760 69760 69760 1 79070 109812 7,460 10,820 3,521 6.3 47,693 521600 55,010 54,725 16,400 21,000 18,800 20,700 106,268 109,600 115,938 124,000 49086 47800 49800 5,300 Totals 62.1 64.3 $1,359,500 $1,418,861 $1,428,173 $1,545,380 PUBLIC WORKS DEPARTMENT Positions expressed as full-time equivalents with the number of part-time and seasonal position in brackets. STAFFING REPORT HISTORY Actual Actual Actual Actual Actual Proposed Position 1980 - 81 1981 - 82 1982 - 83 1983 - 84 1984 - 85 1985 - 86 Full Time Director 1 1 1 1 1 1 Deputy Director 1 1 1 1 1 1 Superintendents 3 3 3 3 3 3 Administrative Aide - - - - - 1 Secretaries 3 3 3 3 3 3 Foremen 5 5 5 5 6 6 Custodians 5 5 4 3 2 1 Electricians - - - 2 2 2 Mechanics 5 5 5 5 5 5 Water Engineer 1 1 1 1 1 1 Maintenance Person 31 31 31 29 29 31 Sub Total 55 55 54 53 53 55 Part Time Meter Repair/Collect .5(1) .5(1) .5(1) .5(1) .5(1) .5(1) Parts Attendent .5(1) .5(1) .5(1) .5(1) .5(1) .5(1) Mechanics - - - - .5(1) .5(1) Body Man - - - .5(1) .5(1) .5(1) Student Mechanic .4(1) .4(1) .4(1) .4(1) .4(1) .5(1) Custodian - - - .5(1) - - Seasonal Maintenance 5.0(20) 5.5(22) 5.5(22) 6.3(25) 6.3(25) 6.3(25) Totals 61.4 61.9 60.9 61.7 61.7 63.8 Engineering Division Full Time Village Engineer 1 1 1 1 1 1 Project Engineer 1 2 2 2 2 2 Traffic Engineer 1 - - - - - Traffic Technician - 1 1 1 1 1 Engineering Asst. 3 2 2 1 1 1 Secretary 1 1 1 1 1 1 Part Time Draftsman/Inspector .4(1) .4(1) .4(1) .4(1) .4(1) .4(1) Seasonal Draftsman .4(1) .4(1) .4(1) .8(2) .8(2) .8(2) Totals 7.8 7.8 7.8 7.2 7.2 7.2 Positions expressed as full-time equivalents with the number of part-time and seasonal position in brackets.