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HomeMy WebLinkAboutFC Minutes 01/25/2018Mcux I'mCxvx FINANCE COMMITTEE Minutes of the Meeting January 25, 2018 Village Hall — 3 d Floor Executive Conference Room 50 South Emerson CALL TO ORDER — ROLL CALL The meeting was called to order at 7:03 p.m. by Chairman John Kellerhals. Commissioners present included Pam Bazan, Trisha Chokshi, Vince Grochocinski, Don Ocwieja, Thomas Pekras and Mary Rath. Staff present included Finance Director David Erb and Administrative Analyst Alexander Bertolucci. II. APPROVAL MINUTES a. Approval of Finance Commission Meeting Minutes of June 22, 2017. Motion by Commissioner Grochocinski, second by Commissioner Pekras to approve the minutes. Chairman Kellerhals called a voice vote and the minutes were approved unanimously. b. Approval of Finance Commission Meeting Minutes of November 2, 2017. Motion by Commissioner Pekras, second by Commissioner Rath to defer the approval of November 2, 2017 meeting minutes. Chairman Kellerhals called a voice vote and deferral of the minutes were approved unanimously. III. CITIZENS TO BE HEARD None. IV. OLD BUSINESS None. V. NEW BUSINESS i) Selection of Vice -Chair Motion by Commissioner Pekras, second by Commissioner Rath to nominate Commissioner Chokshi for Vice -Chair. Chairman Kellerhals called a voice vote and Commissioner Chokski was selected as Vice -Chair unanimously. ii) Selection of Secretary Motion by Chairman Kellerhals, second by Commissioner Pekras to nominate Commissioner Grochocinski for Secretary. Chairman Kellerhals called a voice vote and Commissioner Grochocinski was selected as Secretary unanimously. iii) Discussion of 2018 Work Plan The preliminary 2018 Work Plan was developed through discussion between Commission members and questions asked of staff. Finance Director David Erb opened the Work Plan by revisiting the Finance Commission's duties and responsibilities as stated in the Village Code, Chapter 5 "Boards and Commissions", Article XI "Finance Commission". There is an opportunity to make the code more consistent regarding membership (number of terms for chair, reselecting vice chair and secretary). Finance Commission Page 1 of 3 1/25/18 The following responses from staff were provided to questions from the Finance Commission: • Village Code recommendations are from the Village Board or Village Manager. • The Village Board expects the Finance Commission to review and make recommendations regarding funding street resurfacing, the water and sewer rate study, the Budget and topics which the Village Board charges the Commission to review. • Best way to record a formal position is through meeting minutes. The responsibility of the staff liaison is to communicate the goings-on of the commission. Could develop a strategy for better communicating the commission's work. • Operational decisions are made within current budget guidelines and are the purview of the Village Manager. • The responsibility of the staff liaison is to gather data and provide information for the commission to complete its review. • If the Village Board requests the commission to review funding of a specific program staff will collect and present the necessary information. However, some items may take a different direction because of perspective and position. • CIP, Budget and their funding is the responsibility of the Finance Commission. There was general discussion regarding scheduling adequate time for the Finance Commission to provide effective feedback and an opportunity for all commission members to review recommendations. Mr. Erb presented the Budget Calendar for 2019 Budget. The new schedule is revised from last year's streamlined process. The goal was to compress the budget cycle but maybe it was too compressed as there were difficulties during multiple steps of the process. Review of the Community Investment Program (CIP) and Budget were combined last year and this year they are scheduled separately. The Finance Commission will have an opportunity to review the CIP prior to the joint workshop with the Village Board There was discussion regarding scheduling the following topics in addition to refining the schedule starting at the Mid -Year Review and Pre -Budget Workshop through the CIP review and 2019 Budget review process. • Duties, responsibilities and expectations for the commission. • Public Safety Building Space Study. • Tour of Fire Stations (#13 and #12) and a recently constructed police station in an applicable municipality. • Switching to electronic agenda packets. • Financial policy review. • Financial analysis of street program and funding. • Economic development update from Community Development Director Bill Cooney. The draft 2018 Work Plan is attached. Finance Commission Page 2 of 3 1/25/18 VI. CHAIRMAN'S REPORT None. VII. FINANCE DIRECTOR'S REPORT None. VIII. OTHER BUSINESS None. IX. NEXT MEETING Thursday, February 22, 2018 at 7:00 p.m. at Village Hall. X. ADJOURNMENT Motion made by Commissioner Grochocinski seconded by Commissioner Chokshi. The meeting adjourned at 9:10 p.m. Alexander Bertolucci Administrative Analyst Finance Commission Page 3 of 3 1/25/18