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HomeMy WebLinkAbout02/18/1988 FC MinutesMINUTES FINANCE COMMISSION FEBRUARY 18, 1988 Call to Order The meeting was called to order at 7:30 PM with Commissioners Richard Bachhuber, Paul Davies, Newt Hallman, Tom Pekras and Ann Smilanic present. Also present were Village Manager John Dixon, Assistant Village Manager Michael Janonis, Public Works Director Herb Weeks, Deputy Public Works Director Glen Andler, Village Engineer Chuck Bencic and Finance Director David Jepson. Trustee George Van Geem arrived at 8:40 PM. II Planninq and Zoning Budget Presentation Assistant Village Manager Mike Janonis presented the proposed budget for the Planning and Zoning Department. Mr. Janonis stated that the proposed budget for Planning and Zoning activities totals $773,750 compared to $737,600 for the previous year for an increase of 4.9°b. Funding will be provided by the General Fund with $281,250, the Community Development Block Grant (CDBG) Fund with $442,500 and the Capital Improvement Fund with $50,000. Mr. Janonis pointed out that the Planning and Zoning Department is responsible for two main functions: coordinating the physical development of the Village and the administration of the CDBG funds. The coordination of physical development includes working directly with developers, liaison with Advisory Boards and Commissions, and updating Village development codes. Two major activities are the Downtown Facade Program whereby the Village provides matching grants of up to $5,000 for facade improvements and the Tax Incremental Financing (TIF) Redevelopment District. The proposed budget includes provision for the completion of Target Area A in TIF District 1 and funds for planning either,a new district or an expansion of District 1 to take in all or a portion of the triangle West of Main Street and between Central Road and Northwest Highway. Mr. Janonis indicated that the purpose of the CDBG Program is to aid low and moderate income families, help to improve blighted areas of the Village and to make public buildings and sidewalks more accessible to handicapped persons. The activities include the administration of the funds as well as specific programs such as the Residential Rehab Loan Program, the Multi -Family Rehab Program, Commercial Rehab and Downtown Improvements. Specific projects and items included in the proposed budget are: 1) The updating of the Zoning Map; 2) The updating of the Comprehensive Plan; 3) The continuation of the Facade Program with $50,000 from General Fund monies and $58,000 from CDBG funds; 4) A proposed Advocacy Program in the Boxwood Area; and 5) TIF developments. The Commissioners discussed the Advocacy Program, the Facade Program and the TIF Projects with Mr. Janonis and the Staff members present. It was explained that the Advocacy Program was a shared participation with the Girl Scouts to provide social services to the residents in the Boxwood Area. Mr. Janonis gave background information on the causes of the problems in the Boxwood Area and said that progress is being made. He stated that with continuing pressure on landlords and with the process of more owner -occupied units, some of the problems are being resolved. Commissioner Hallman asked about the status of CDBG funds. It was explained that the 1988 allocation is approximately $240,000 which is down some $60,000 from peak allocations. The Village currently has a balance of approximately $700,000 in allocated funds that can be "drawn -down" for the payment of specific projects. III Public Works De artment Presentation Public Works Director Herb Weeks presented the Public Works Department budget. The Public Works budget is made up of the Street Division, Water and Sewer, Parking, and Engineering. The total budget is $11,727,695 or approximately 1/3 of the Village budget. Mr. Weeks pointed out that there are also other Public Works responsibilities in the Police Maintenance budget, Civic Groups, and the various capital improvements which are in addition to the above amount. Mr. Weeks stated that the proposed budget anticipates the move to a new Public Works Facility by November 1988. There are a number of items which are included in the budget that are needed to equip the building which are not included in the construction contracts. Mr. Weeks pointed out that the move is being expected during a very busy time for the Public Works Department (during the leaf pick-up program and mobilizing for snow removal) and could extend over several months. Mr. Weeks said that after the move has been completed, they will need to reassess their needs for additional security and maintenance requirements. Mr. Weeks then went over some of the highlights in the Public Works Budget. The Street Division has 14 programs whereby they maintain streets, parkways, storm sewers, public buildings, vehicles, trees and beautification projects. Major equipment in the proposed budget includes six tractors and/or trucks including a new "log loader" which previously had been rented. In prior years the Village has rented this equipment for four months each year at a cost of approximately $13,000 annually. The vehicle and attachments have a useful life of 8-9 years and can be used for many other jobs especially those of an emergency nature. Under Maintenance of Public Buildings, there is $20,000 allocated for tuckpointing the Public Safety Building and the Village Hall, $40,000 for ventilation and security changes in the Public Safety Building and $15,000 for remodeling the Village Hall after Engineering moves to the new Public Works Facility. Also included are funds for the initiation of an asbestos removal program in Village buildings. -2- Other items of interest in the Street Division budget are: $110,000 for tree trimming; the continuation of the beautification program; bridge maintenance funds of $50,000; and the proposed purchase of a mud -jacking machine. Mr. Weeks pointed out that the Village's infrastructure is aging and as a result significant funds have been requested for repairs and improvements in the Water Fund. $100,000 has been requested for painting the storage tank at Well No. 17, (Rt. 83 and Camp McDonald Road); $775,000 for SSES repairs of the sewer system, other sewer repairs of $80,000; $50,000 for a computerized mapping of the sewer system; and $95,000 for replacing water mains. At this point Commission members discussed the operation of the water system with Mr. Weeks, including the process of obtaining Lake Michigan water, the number of standby wells, the proposed replacement of booster pumps and the energy savings realized by the Village since changing to Lake Michigan water. Mr. Weeks then discussed the budget for the Parking Fund and the Engineering Division. The Parking Fund includes curb replacement, crack sealing and sealcoating the Maple Street Lot and crack sealing and sealcoating the Wille Street Lot. Also included is the replacement of a dump truck. Commissioner Hallman asked why the dump truck came out of the Parking Fund. It was explained that it is used primarily for snow removal and that the funding is an allocation process that uses the Parking Fund periodically. Noteworthy items in the Engineering budget include the shared cost sidewalk program at $50,000, new sidewalks at $20,000, and $775,000 for street resurfacing and reconstruction. Mr. Weeks pointed out the streets that are scheduled for resurfacing and reconstruction that are included in the supple- mentary budget material. Commissioner Bachhuber asked why more of Prospect Avenue was not included in the proposed budget. Mr. Weeks explained there simply were not enough funds to do any more. His estimate of costs for reconstructing Prospect Avenue is $100,000 per block and the estimated reconstruction cost per street mile at $480,000 to $520,000. IV Discussion by Finance Commission After the presentation by Mr. Weeks, the Commissioners discussed the following items with the Village Staff: Commissioner Pekras asked for more information on why total Public Works overtime in the 88/89 budget increased by over $13,000. It was pointed out that overtime is dependent upon emergency situations, the amount of snowfall and other weather conditions. The 87/88 budget for all Public Works overtime was $140,500 compared to $153,900 proposed for 88/89. However, overtime in 87/88 is estimated at $161,375, some $20,000 more than budgeted. The 88/89 budget was changed to more accurately reflect actual experience. Commissioner Smilanic asked about the distribution of costs to the Railroad Depot and the proposed irrigation system. It was explained that certain costs, such as maintenance costs, are allocated to the Railroad Depot because it will be at the in the future. is supported by the Parking Fund. The irrigation system new Public Works Facility and should save personnel costs -3- Commissioner Hallman asked for more information on the computerized mapping system. It was explained that a base map will be prepared and then an overlay of the sewer system will be added. Mr. Hallman suggested that a schematic of the water system be prepared for informational purposes. He also asked about the possibility of the Village picking up refuse with Village personnel. It was explained that start-up costs and ongoing maintenance and personnel costs would be very high. Additionally, the Village would have serious difficulties finding a landfill location. Commissioner Bachhuber commented that total overtime costs in the budget account for approximnately 390' of personnel costs. It was explained that 390' is a relatively low overall percentage considering the emergency nature of Police, Fire and Public Works activities. Trustee Van Geem asked if the 88/89 budget included savings due to the new Public Works Facility. Mr. Weeks explained that actual savings would not actually be realized until 89/90. The Commissioners set the next review date for the Police, Fire and Human Services budget for Thursday, March 3, 1988. V Adjournment There being no further business, the meeting adjourned at 9:55 PM. DCJ/sm -4- Respectfully Submitted David C. Jepson Finance Director