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HomeMy WebLinkAbout10/17/1996 FC MinutesFINANCE COMMISSION Minutes of the Meeting October 17, 1996 Call to Order The meeting was called to order at 7:05 p.m. Those present included Chairman Richard Bachhuber, Commission Members John Engel, Joseph Etchingham, Vince Grochocinski, Newt Hallman, Jim Morrison, Tom Pekras, and Ann Smilanic. Also present were Village Manager Michael Janonis, Finance Director Brian Caputo, and Assistant Finance Director Carol Widmer. Commission member John Korn arrived at 7:30 p.m. II Approval of Minutes The minutes of the August 29, 1996 were approved with one correction. The minutes of the September 26, 1996 meeting were approved as presented. III Presentation of the Monthly Report for September 1996 Finance Director Brian Caputo stated that a monthly Budget Revenue & Budget Expenditure Report detailing the revenues received and expenditures paid for the month as well as the year-to-date would be sent to the members of the Finance Commission each month. The September 1996 report was included in the packet for this meeting. IV Discussion of the Proposed 1997 Village Budget Village Manager Michael Janonis introduced the Village's proposed 1997 Budget. Mr. Jannis began his presentation with a brief 1996 year-end review. Mr. Janonis reported that Village revenues are increasing and meeting projected levels and that the Village will end 1996 with fund balances meeting or exceeding their target levels in most cases. Mr. Janonis also highlighted many of the economic development and redevelopment efforts of 1996 including the continued expansion of U. S. Robotics, the Jewel/Osco renovation at Randhurst and the $1 million renovation of the vacant Eagle Grocery Store by Sun Harvest, an upscale fresh produce company. Mr. Janonis also advised the members of the Finance Commission that a "Shop Mount Prospect" promotion will be launched before the end of the year in cooperation with the Mount Prospect Chamber of Commerce. Mr. Janonis next touched on highlights and initiatives included in the proposed 1997 budget. Total expenditures in 1997, as presented, represent an overall increase of 8.6% from the 1996 Budget and total $52,705,991, exclusive of interfund transfers and Library expenditures. Almost 6.9% of that increase is directly attributable to an accelerated Street Improvement Program ($2,500,000) and the Central Road Improvement Project ($890,000). Total revenues for all Village funds, excluding the Library, are estimated to be $53,484,275. This represents an increase in revenues of 3.1 %. General Fund expenditures are expected to increase 4.8% exclusive of new services and a new computer lease payment. Total expenditures of $23,023,442 are proposed in the General Fund. New services, which total some $179,255, include a Housing Inspector (approved mid-1996, $53,750); proposed addition of an administrative Community Service Officer ($34,705); creation of a new Computer Lease Payment ($50,800); Merit Compensation Pool for non-union staff ($40,000) and an expansion of the Social Worker Internship Program in the Human Services Department ($7,100). Revenues Finance Director Brian Caputo discussed the Village's projected revenues for 1997 which are expected to be $53,484,275. Property taxes, which comprise 16.1 % of total Village revenues, are budgeted at $8,607,900 in 1997. Sales tax is expected to reach $6,397,000 in 1997. In 1996 Sales tax showed a marked increase due to the opening of a new Home Depot store and an expansion of the Jewel Food Store, both in the Randhurst Mall complex. However, the growth is expected to level off and the 1997 expected sales tax revenues represent a 1 % increase over 1996. The Home -Rule Sales Tax is expected to provide $2,575,000 in 1997 and future trends in this revenue source should mirror those of general sales tax. The 2% Utility Tax on gas, electric and telecommunications is expected to increase from an estimated actual 1996 amount of $1,585,000 to $1,660,000 in 1997. This represents a 4.5% increase. The increase is due, in large part, to the proliferation of telecommunications devices. Mr. Caputo advised the Finance Commission that the Water and Sewer fee revenue for 1997 which is budgeted at $5,058,000, include a proposed increase in the rate of 3.5%. The cost per 1,000 gallons will increase from $3.20 to $3.31. This is in keeping with a policy established in 1991 to gradually increase rates each year as needed rather than in larger increments at longer intervals. Mr. Caputo also outlined a proposal to "designate" a portion of General Fund fund balances as a disaster response contingency. Mr. Caputo concluded his remarks by reviewing briefly the 1997 budget calendar. He pointed out that two Finance Commission meetings are planned in June to discuss a multi- year Capital Improvements Plan. Human Services Human Services Director Nancy Morgan and Deputy Human Services Director Jan Abernethy, presented the proposed 1997 Human Services budget. Nancy Morgan began her presentation of the department's proposed budget of $519,747 by stating that many of the Human Services programs produce revenue which offsets the costs of the programs. Some of the revenue produced comes from home -delivered meals, flu shots, classes and Elderhonor. In the first 8 months of 1996 over $39,000 has been collected. The Human Services Department has three main areas of concentration: Social Services, Nursing/Health Services, and Senior Center Activities. In addition, the Human Services staff works extensively with the Visions Program which is an interdepartmental program designed to improve the quality of life of Village residents through projects designed to meet the special needs of our residents. Nancy Morgan noted that 1996 was a transitional year for her staff in that much time was spent entering data into the new computerized registration program within the department. Li The proposed 1997 budget includes an additional $7,100 for salaries of two seasonal interns the department hires each year. In the past, each intern received a stipend of $300 and the department found it difficult to attract interns to work in Mount Prospect. The additional salary will make it easier to attract quality students for Mount Prospect's internship program. In the course of the discussion it was mentioned that the proposed purchase of a cholesterol machine for $2,400 had been deferred until 1998. Private contributions are being solicited to help pay for the machine in 1997. As a contingency, if sufficient funds cannot be raised in 1997, $2,400 has been provided in the 1998 Forecast Budget. In response to a request for more information on the machine, Nancy Morgan mentioned that the machine would produce enough revenue in two years to pay for itself as well as the medical supplies necessary to perform the test. Many of the members of the Finance Commission voiced support for the purchase of the machine in the 1997 fiscal year rather than defer the purchase until 1998. They felt the cholesterol tests would be very beneficial to residents and, in addition, produce revenue for the Village. Finance Department Finance Director Brian Caputo began his presentation with an overview of the functions of the Finance Department, accomplishments of the department in 1996 and departmental objectives for 1997. The Finance Department's proposed 1997 budget of $1,111,236 is approximately 3.5% higher than the 1996 budget of $1,073,800. The Finance Department has three divisions: Data Processing, Accounting, and Customer Service. Mr. Caputo is proposing upgrading one of the three customer service clerks to a supervisory position in order to enhance first-line supervision in Customer Service and to operate in the same manner as the other two divisions which already have a supervisory position. This change does not increase the number of employees in the department. Instead, one of the employees will be given additional responsibility along with her regular duties. The Finance Department has had a temporary part-time employee in the customer services division since May of 1995 when primary responsibility for administering traffic tickets was transferred to the Finance Department. For 1997 Mr. Caputo is proposing that the position be changed from temporary status to permanent part-time status to enable the Finance Department to handle traffic ticket administration over the long term. Total employee count for the Village will not increase with this proposed change because the Community Development Department is reducing the number of part-time inspectors on its staff in 1997. The proposed 1997 Budget includes a provision of $250,000 for the purchase of new accounting and community development software. The expenditure can be found under Village Improvements and Equipment in the Capital Improvements section of the budget. Mr. Caputo included the discussion in the Finance Department because the accounting software is essential to departmental operations. Mr. Caputo went over a list of shortcomings and problems with the current software. Based upon the many problems encountered with the software over the past two years, the decision was made to discontinue installation of additional software modules such as utility billing. After a great deal of discussion and evaluation staff has recommended that the Village begin the search for software which will better meet the needs of the Village rather than continuing to work with the present software. Mr. Caputo explained that, in selecting new software, steps would be taken in the screening and selection process to ensure the Village procures better software. First, the Village would use a consultant to help with the development of a request for proposals and the analysis of responses. Second, the Village would have 3 extensive on-site visits with other municipalities using the software of the most qualified vendor(s). The on-site visits would involve first-line employees spending time with counterparts in the other municipalities using the software under consideration with live data. Public Representation and Village Administration Village Manager Michael Janonis reviewed the 1997 proposed budget for the Mayor and Board of Trustees. The budget includes a provision of $3,600 for new chairs for the Village Board. Otherwise, there are no significant increases in the proposed budget. The Village Manager's proposed 1997 budget is expected to increase from $489,875 in 1996 to $668,482 in 1997, a 36.5% increase. There are three main components of the increase. First, a total of $15,000 has been requested for management training. This is a continuation of the training the management team is currently receiving. Second, legal fees are expected to increase from $167,500 in 1996 to $265,500 in 1997. The increase is due to ongoing litigation as well as the labor negotiations in the spring of 1997 with both the police and fire contracts expiring at that time. The Village Manager's budget also includes a provision for $40,000 for a merit pay pool. Mr. Janonis explained that the intent of the merit pay pool is to award bonus monies to non-union employees whose outstanding job performance deserves recognition. The monies awarded will not add to base pay when computing raises. The members of the Finance Commission spent a considerable amount of time discussing the merit pay pool. Several members supported the concept while some members raised concern over whether these bonuses would be looked at as entitlements and raise expectations among employees that they will receive bonuses every year. Also, concerns were raised as to how the program would be administered. Mr. Janonis emphasized merit pay would only be awarded for exceptional performance. Such performance would be documented through written performance evaluations. Merit pay would provide an incentive for all employees to strive to perform their jobs increasingly better. Mr. Janonis further stated that receiving merit pay in one year would in no way entitle an employee to merit pay in a subsequent year. V Adjournment cLwism The meeting was adjourned at 11:35 p.m. The next meeting will be on October 31 at 7:00 p.m. 4 Respectfully submitted Carol L. Widmer, Assistant Finance Director