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HomeMy WebLinkAboutFC Minutes 02/22/2018Mount ProStxvx FINANCE COMMITTEE Minutes of the Meeting February 22, 2018 Village Hall — 1St Floor Community Center 50 South Emerson CALL TO ORDER — ROLL CALL The meeting was called to order at 7:02 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 January 25, 2018. Motion by Commissioner Chokshi, second by Commissioner Grochocinski to approve the minutes. Chairman Kellerhals called a voice vote and the minutes were approved unanimously. III. CITIZENS TO BE HEARD None. IV. OLD BUSINESS a. Finalize 2018 Work Plan Finance Director David Erb stated the 2018 Work Plan is based on discussion from the January 25 meeting. Mr. Erb provided an overview of the Work Plan. There was general discussion regarding the Prospect & Main Tax Increment Financing (TIF) District and the litigation between District 214 and the Village. Mr. Erb stated the TIF is active. V. NEW BUSINESS a. Finance Commission Village Code Review: Finance Director David Erb reviewed the Finance Commission Duties and Responsibilities discussion from the January 25 meeting. He shared Village Code, Chapter 5 "Boards and Commissions", Article VI "Finance Commission" and presented the need to develop a structure and timeframes for creating recommendations. He stated the Finance Commission previously reviewed Monthly Financials and that will return to be a regular agenda item per the Finance Commission's responsibility to make findings and recommendations regarding village finances. The Financial Policy Review on the 2018 Work Plan also falls under this responsibility. He stated the Finance Commission has excelled in making findings and recommendations regarding such charges as the Mayor and the Village Board may make to the Commission from time to time (e.g. Street Resurfacing Funding, Water/Sewer Rate). He explained the Village's efforts to develop a Communications Plan that includes Boards and Commissions to ensure consistent Village communications. There was discussion regarding preparation of Finance Commission's recommendations. The goal is to allot time for a recommendation to be reviewed and included in the Village Board meeting agenda packet as necessary. Finance Commission Page 1 of 3 2/22/18 Mr. Erb stated staff will draft a proposed timeframe for submitting recommendations based on the Commission's discussion. The proposed timeframe would be created so that it could be overlaid in any circumstance. It was noted that draft Finance Commission meeting minutes can be distributed to the Village Board. This would provide the Village Board information on the process in addition to the final recommendation. b. Board Docs Update: Mr. Erb stated the Village will not further pursue electronic agenda packets for Commissions at this time. We are at the threshold number of users and adding more users would require an additional cost. c. Public Safety Buildinq Discussion: Finance Director David Erb provided background on the Public Safety Building Space Needs Analysis and how its scope has changed since 2016 when it was first initiated. He reviewed existing facility history, size, and how changes in policing necessitates additional square footage. The Space Needs Study determined space needs, lot size requirements and developed budgets for several different scenarios. The study concludes a police only facility would need 81,123 square feet, which is scaled back from 90,000 square feet in the original study. He reviewed estimated budgets for a police only facility, fire only facility and a combined police/fire facility and the challenge to find the required lot sizes in a built out community. He also presented the Space Needs Analysis findings that repurposing the existing facility to a police only facility would still not provide sufficient space and does not take into account relocation of Fire Station 13 and Fire Administration. He explained the Village Board assigned priorities: construct police department, determine location for fire headquarters and construct fire headquarters. He stated that the Village Board will be evaluating an opportunity for property acquisition and to provide cost savings. A discussion regarding the potential acquisition is set for March 6 which would also start the due diligence process. A tour of a newly built police facility is schedule for March 13. The following responses from staff were provided to questions from the Finance Commission: • Illinois Fire Chiefs Association is conducting a Station Location Study per the Fire Chief's request to determine best locations for fire stations based on response times, call volumes, mutual aid, etc. • what have changed is annexations • Location of municipal buildings is a balance between public use and possible revenue generating parcels. • Police patrol the community in assigned beats and do not have the same response time issue as the Fire Department. • Other elements of the project would include hiring professional services. • The Space Needs Study is useful for establishing a baseline, reporting existing conditions and determining space size needs. VI. ANY OTHER BUSINESS None. Finance Commission Page 2 of 3 2/22/18 VII. CHAIRMAN'S REPORT None. VIII. FINANCE DIRECTOR'S REPORT None. IX. NEXT MEETING Thursday, March 22, 2018 at 7:00 p.m. at Village Hall. X. ADJOURNMENT Motion made by Commissioner Rath seconded by Commissioner Pekras. The meeting adjourned at 9:24 p.m. Alexander Bertolucci Administrative Analyst Finance Commission Page 3 of 3 2/22/18