Loading...
HomeMy WebLinkAbout10/23/2018 COW Minutes$,^irntnt Pna-� LL t COMMITTEE OF THE WHOLE MINUTES - October 23, 2018 — 3rd Floor, Village Board Room Village Hall, 50 S. Emerson Street 1. ROLL CALL— CALL TO ORDER The meeting was called to order at 6:02 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Arlene Juracek. Trustees present included William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers (Arrived at 6:33 p.m.), Colleen Saccotelli and Michael Zadel. Staff present included Village Manager Michael Cassady, Assistant Village Manager Nellie Beckner, Village Clerk Karen Agoranos, Chief Technology and Innovation Officer Andrew Schaeffer, Director of Communications Howard Kleinstein, Executive Assistant to the Village Manager Doreen Jarosz, Human Resources Coordinator Heidi Neu, Human Resources Generalist Ryan Kast, Director of Building & Inspection Services William Schroeder, Deputy Director of Building & Inspection Services Mark Rysavy, Director of Community Development William Cooney, Director of Finance David Erb, Fire Chief Brian Lambel, Fire Deputy Chief John Dolan, Director of Human Services Julie Kane, Deputy Director of Human Services Esther Martinez, Police Chief John Koziol, Police Deputy Chief Michael Eterno, Police Deputy Chief Timothy Griffin, Director of Public Works Sean Dorsey, Deputy Director of Public Works Jason Leib and Management Analyst Alexander Bertolucci. 2. APPROVAL OF MINUTES 2.1 Approval of Committee of the Whole Minutes of September 11, 2018. Motion made by Trustee Grossi seconded by Trustee Zadel. Minutes were approved. 2.2 Approval of Joint Village Board and Finance Commission Workshop Minutes of October 9, 2018. Motion made by Trustee Zadel seconded by Trustee Saccotelli. Minutes were approved. 3. CITIZENS TO BE HEARD None. 4. DISCUSSION ITEMS 4.1 2019 Proposed Budget Discussion — Departmental Operating and Non - Departmental Budgets i) Proposed 2019 Budget Overview Finance Director David Erb provided an overview of the proposed 2019 Budget, proposed 2019 Property Tax Levy, Forecast Budget for 2020 and a General Fund balance update. He stated 2019 proposed budget revenues ($145.2 million) increased 15.3% from 2018 amended budget due to transfers and bond proceeds which increased from the prior year. He stated the corporate levy increase is 1.66% which is the lowest percent increase since 2010. Mr. Erb reviewed charges for services and noted that for a third year there is no increase in the direct charge for refuse which had a $15 increase programed. He stated the Village revenues are still impacted by State actions including Local Government Committee of the Whole Page 1 of 6 10/23/18 Distributive Fund reduction ($263,000), Sales Tax Administrative Fee ($82,000) and Personal Property Replacement Tax reduction ($62,000). Mr. Erb stated total proposed expenditures ($162.3 million) increased 28.6% from the 2018 amended budget due in part to transfers to support the capital program and debt service. He stated the Pension Systems budget increased 10.4% because of a large number of retirements during 2018. Other changes to expenditures include a reallocation of some positions salaries among departments to more accurately reflect true department costs, authorized positions for full-time decreased by one, a salary pool of 3% for cost of living adjustments, and the Illinois Municipal Retirement Fund (IMRF) contribution rate drops from 10.76% to 8.77%. Mr. Erb reviewed the Prospect and Main Tax Increment Financing (TIF) District's proposed 2019 budget ($10.2 million). It includes redevelopment and maintenance related expenses. He stated the proposed Village budget expects an increase in General Fund revenues for 2019 with a 5.5% growth from the amended 2018 budget while expenses increased 4.1 % from 2018 amended budget. He explained the planned drawdown of reserves totaling $808,567 and the continuation of a four year subsidy to support the pension levy in calendar year 2019 and 2020. He also reviewed reserve levels in the General Fund. Mr. Erb presented highlights from the 2020 Forecast Budget. The 2020 General Fund budget reflects a surplus of $385,280 as presented and includes a property tax subsidy and capital transfers totaling $1,721,000. He reviewed the proposed 2018 tax levy and its assumptions. The pension levy will be abated with a General Fund subsidy of $420,000 and the debt service levy will be abated using alternative revenue sources totaling $1.4 million. He also shared how a 1.66% property tax levy increase would impact a home with a property value of $350,000 equaling an additional $18 to the property tax bill. The following responses from staff were provided to questions from the Village Board: • Staff may share general categories contributing to the 16.2% growth in sales tax which include pharma, general merchandise and food & beverage. The Village has several big box stores and about 30 large sale tax remitters. • A 0% property tax levy would take out over $700,000 from the Village's budget in two years. ii) Departmental Presentation Fire Fire Chief Brian Lambel presented the Fire Department's 2019 Proposed Budget which is increasing 3.2% ($213,670). He reviewed major budget impacts for each program area. The department is implementing more citizen CPR training and the price of American Heart Association's CPR completion card increased. The hose and appliances account increased based on the recent annexations on the south end of the Village. Professional services increased since pressure testing hoses is now contracted to a third party. Emergency Preparedness increased to purchase right sized emergency equipment for employee go (emergency) kits and clothing supplies for Community Emergency Response Team (CERT) volunteers. He provided an overview of 2018 accomplishments and 2019 goals. Committee of the Whole Page 2 of 6 10/23/18 The following responses from staff were provided to questions from the Village Board: • The Fire Cadet Program ended in the 1980's. Staff has talked to municipalities that currently have the program to gather information on how it works. A student would spend half the day at school and the remaining half would be at the fire station. • The upcoming staffing survey will be completed by the Illinois Fire Chiefs Association to analyze efficient service delivery for the southern district and changes involving the Elk Grove Rural Fire Protection District. • National Fire Protection Association standards state turnout gear has a maximum life span of 10 years. Turnout gear replacement varies from year to year since some equipment wears out quicker and at times new gear is required for new employees. • Go Kits contains different items depending on position in the Village. Equipment for an Administration staff person assigned to field operations could be coat, helmet, boots, rain gear, flashlight, paper, and clipboards. All the positions were recently reviewed to assess roles in an emergency and necessary equipment. • The staffing survey is all -in -one and includes number of apparatus, number of calls, changing demographics and etc. It would build on the recently completed fire station location survey. Public Works Director of Public Works Sean Dorsey provided an overview of the department's proposed budget and changes from the prior year. Overall the Public Works budget increased 3.6%. Personal Services and Employee Benefits increased due to the reallocation of salaries and benefits from other departments or divisions within Public Works. The department will be making more frequent adjustments to vehicle lease payments to support increases in vehicle purchase and outfitting costs. He noted that almost 70% of the department's budget is funded by user fees. He provided an overview of 2018 accomplishments and 2019 goals. The following responses from staff were provided to questions from the Village Board: • Recent annexations have had a minimal impact on Public Works operations to date as many of the properties are commercial and there is not much new infrastructure to maintain. Half of the Addison Ct improvement costs were paid for by Elk Grove Township and the Township has maintained responsibility to snow plow the road. • Personnel was reallocated within the budget to where they should be charged to refined department budget figures. These changes were prompted by reviewing positions after recent retirements and a true up of past practice within the Enterprise Resource Planning system. • The parking deck's lighting is more expensive to operate then a LED solution. It also makes economic sense to replace lights using in-house staff and equipment, and utilizing grants for funding. • A Household Hazardous Waste event is not budgeted for 2019. The 2018 event cost $95,000 which $30,000 was the base fee to have the recycler come on-site. The event was successful and there was demand for it. Staff is reviewing alterative options to a one day event per year (smaller more frequent events, appointment based system, etc.) • Pumpkins can be recycled with yard waste. Committee of the Whole Page 3 of 6 10/23/18 Sidewalks along Central Rd are being changed to comply with ADA requirements. Partnering agencies for the Melas-Meadows Bridge have received push back from their boards. Staff is working to collect video evidence which supports the need for a crossing at the railroad tracks, Waterman Ave, Northwest Hwy and Melas Park. Randhurst is in the process of bidding out the work to install street lights on Rte 83/Elmhurst. Project construction will begin in spring 2019. Randhurst cost share is over $1 million and the Village's portion will be around $200,000. Police Police Chief John Koziol reviewed the department's 2018 highlights. He stated the budget increased 1.1 % ($213,670) with wages and benefits almost remaining flat since several senior employees retired in 2018. He stated major budget impacts include employee testing and training. A significant corresponding cost is the overtime incurred from hire backs which are needed to fill shifts while new hires are at Police Academy. Additionally, vehicle purchase payments were adjusted to better account for actual cost experience including outfitting new vehicles. He provided an overview of 2018 accomplishments and 2019 goals. The following responses from staff were provided to questions from the Village Board: • Regarding anticipatory hiring, two new hires will be going to the Police Academy in January to prepare for July retirements. The problem in 2018 was the academy was closed and when it was opened seats filled quickly. • The department has an internship program where a student spends a semester with the department getting experience in all divisions. • The number of retirements should start tapering off. • New officers in field training are assigned across the three shirts. • About 200 people take the written police recruitment test which produces an eligibility list of 40 to 45 candidates. The department may hire 5 before the list is exhausted, Human Services Director of Human Services Julie Kane reviewed 2018 statistics to date which totals 7,417 service units. She provided an overview of the annual budget which decreased 6.5% ($81,266) for 2019 as a result of reductions in wages and benefits not related to the aforementioned reallocation of some personnel salaries. She provided an overview of 2018 accomplishments and 2019 goals. The following responses from staff were provided to questions from the Village Board: • Additional research is required to determine if another Community Connections Center is needed in a specific part of town. • United Way funds specific service areas, not specific agencies. Community Development - Building & Inspection Services Director of Building & Inspection Services William Schroeder stated the department's budget decreased 0.2% ($3,188). The department further minimized third party services and cloud based services decreased due to the elimination of Citizenserve startup costs. He showed the mapping capability of Citizenserve with 2018 permit and code enforcement case data. He provided an overview of 2018 accomplishments and 2019 goals. The following responses from staff were provided to questions from the Village Board: Committee of the Whole Page 4 of 6 10/23/18 • The Village has six teardowns to date this year. Last year the Village had a total of seven. Staff hopes to see an increase since design takes between three to six months and the Single Family Incentive Program started earlier this year. • Number of permits increased 2-3% from the prior year. • The number of house flippers operating in town have decreased; however, contractors at times do not disclose all their work. • Staff hosts pre -submittal meetings with customers early in their projects to discuss improvements and possible value engineering. • Prior permit review process took 23 days and it was reduced to 10 days. Community Development - Economic Development/Planning & Zoning Director of Community Development William Cooney presented the Economic Development and Planning and Zoning 2019 Budget. 2019 major budget impacts are the elimination of Citizenserve startup costs, employee benefits decreasing by more than $30,000 and other accounts increasing 2%. He noted the annual Community Development Block Grant continues to be reduced by U.S. Department of Housing and Urban Development (HUD) and the Economic Development and Planning and Zoning budget includes several Community Investment Program projects related to downtown pedestrian and corridor improvements. He provided an overview of 2018 accomplishments and 2019 goals. The following responses from staff were provided to questions from the Village Board: • No recent proposal received for 111 S Main St. • There are 1,200 businesses in town and staff may not always know why a business closes; however, staff conducts business visits and outreach as a means of proactive business retention. • Carson closing doubled the Village's total retail space vacancy. Finance & Non -Departmental Director of Finance David Erb presented an overview of the Finance Department 2019 Budget. He stated personal services/employee benefits decreased $10,839 from savings in medical insurance and IMRF contributions. Other expenditures increased $255,200 related to payments made to Elk Grove Rural Fire Protection District (EGRFPD) per state mandate. Also, allocation for Liability Insurance increased $164,339 and Finance absorbs this cost for the General Fund. Savings are expected moving forward. He provided an overview of 2018 accomplishments and 2019 goals. Director of Finance David Erb summarized the non -departmental budgets of Debt Service, Risk Management, Business District and Pension Funds. The total budget for Debt Service in 2019 is $7,842,226. Debt follows repayment schedules established at time of issuance and there is significant support from Prospect and Main TIF and Water/Sewer Funds. He stated $2,434,000 is paid through property taxes and while the debt service budget increased 42.7% from the prior year the debt service portion of the property tax levy will not increase. He stated Risk Management increased 6.9% from 2018 and this includes medical coverages and the liability/workers compensation program. He provided an overview of the Randhurst Village Business District budget that totals $1,525,000 for 2019. He stated total budget for pension expenses in 2019 is $12.2 million, an increase of 10.4% from the prior year due to the retirements during 2018. Pension benefits account for $11.8 million of the total budget. Committee of the Whole Page 5 of 6 10/23/18 Public Representation/Village Administration Management Analyst Alexander Bertolucci provided an overview of Public Representation, Village Manager's Office, Village Clerk's Office, Human Resources and Communications Divisions budgets. Public Representation budget decreased by 28.4% ($219,990) due to the reallocation of salaries and benefits of several employees that support community events to their respective departments. The reallocation moved Public Works overtime costs for community events like the Block Party, Irish Fest, Fridays on the Green, and etc. back to the department for improved presentation of department costs. He stated the Village Administration budget decreased 6% or $248,876. Legal Services budget was reduced in part to the litigation settlement with District 214 and the IT budget reduction in salary and benefits is due to reorganization efforts reducing the division's full- time positions by one. He provided an overview of 2018 accomplishments and 2019 goals. A 2019 goal is to add a part-time Human Resources position and Human Resources Coordinator Heidi Neu presented the justification for the new position. She stated industry standards is to have one human resources staff person for 100 employees. The Village's current human resources staff to employee ratio is 0.63 while comparable communities average 0.87. She stated that adding a part-time position would bring the Village's ratio to 0.78 and will allow the division to achieve the aforementioned goals. Chief Technology and Innovation Officer Andrew Schaeffer stated the Information Technology Division Budget decreased 11.7% ($179,520) from the prior year. He provided an overview of 2018 accomplishments and 2019 goals. The following responses from staff were provided to questions from the Village Board: • The Community Investment Program budget includes the project to lay fiber cables to the new Police and Fire HQs. • The Village does not share Wi-Fi with the main library. AT&T fiber comes in through the library which then is separated between the Library and the Village. The Village has a firewall between the equipment and the Village's internal network. Finance Director Erb concluded the Proposed 2019 Budget Overview by reviewing upcoming scheduled budget meetings and next steps. 5. MANAGER'S REPORT None. 6. ANY OTHER BUSINESS None. 7. ADJOURNMENT The meeting adjourned at 9:31 p.m. Alexander Bertolucci Management Analyst Committee of the Whole Page 6 of 6 10/23/18