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HomeMy WebLinkAbout10/25/2007 FC minutes FINANCE COMMISSION MM INUTES OF THE EETING O25,2007 CTOBER CC-VH OMMUNITY ENTER ILLAGE ALL I.CO ALL TO RDER The meeting was called to order at 6:09 p.m. Those present included Acting Chairman Vince Grochocinski and Commissioners Wayne Gardner, John Kellerhals, Don Ocwieja, Tom Pekras and Ann Smilanic. Also present were IT Director Joan Middleton, Village Manager Mike Janonis, Assistant Village Manager Dave Strahl, Fire Chief Mike Figolah, Deputy Chief of Fire John Malcom, Fire Marshall Paul Valentine, Fire Training Battalion Chief Chris Trudy, Fire Administrative Analyst Christina Park, Director of Public Works Glen Andler, Deputy Director of Public Works Sean Dorsey, Director of Finance David Erb, Deputy Director of Finance Carol Widmer and Finance Administrative Assistant Lisa Burkemper. II. AM PPROVAL OF INUTES The minutes of October 11, 2007 were deferred due to lack of review time. The minutes will be on the agenda for approval at the November 8, 2007 meeting. III.RP2007VB EVIEW OF THE ROPOSED ILLAGE UDGET A change of the order of the meeting was made so that Administration could present their budget first Administration Assistant Village Manager Dave Strahl began the discussion on Information Technology (IT) with an overview of the IT Division. Mr. Strahl stated that the division was formed 10 years ago and Joan Middleton was the division’s only employee for the first few years. Director of IT Joan Middleton provided an overview of what IT does and how all the departments work together through the various software programs. Ms. Middleton outlined how various databases link data between the various departments. One example of this is the Master Address Program that provides data and populates many programs village wide. Commissioner Ann Smilanic asked if the IT open items list that was presented previously has been completed. Ms. Middleton advised that the list is on-going and some things have been completed but more items have been added. Commissioner John Kellerhals asked why the costs for new computer replacement purchases are charged to IT and not to the department budgets. Mr. Kellerhals added that because the replacement costs are not being reflected in the various department budgets and it is hard to determine the true costs to the departments for the equipment. Village Manager Mike Janonis stated that by having IT coordinate the purchase of replacements it is easier to keep track of equipment, ensure that all equipment bought is of the same standard and that all equipment is compatible village wide. Mr. Janonis suggested that either in January or February of 2008 the Finance Commission hold a meeting to discuss IT in more detail. Assistant Village Manager Dave Strahl presented the budget for Village Administration. The 2008 Proposed Budget totals $2,989,232 and has increased 4.2%. Mr. Strahl advised that under the Human Resource section appears a line item for a Salary Adjustment Pool. There is a survey currently being done to determine if adjustments are needed throughout the Village. The figure in the Proposed Budget is a placeholder and the actual dollar amount will be determined after the survey is done. The Public Information Proposed 2008 Budget totals $172,148, which is an increase of 20% or $28,876. The increase is mostly due to the implementation of the Village’s Marketing Plan and the hiring of a marketing consultant to accomplish this. Assistant Village Manager Dave Strahl lead a discussion on the Administrative Analyst position that has been requested. Mr. Strahl provided an overview of the memo that was previously distributed regarding the request to make a part time intern position a full time position. Fire Department Fire Chief Mike Figolah began his discussion on the Fire Department’s 2008 Proposed Budget by mentioning several accomplishments from 2007. Chief Figolah stated that there were 5,544 calls for assistance made, 4,900 fire prevention inspections made along with 425 programs provided to businesses and schools and 22,397 hours of training performed. Chief Figolah provided a copy of the newly hired part time Disaster Management Coordinator’s goals and objectives. Chief Figolah spoke about a $250,000 grant that was received to work with schools in preparing for crisis. The money is being used to develop a standardized emergency crisis plan that all 30 schools and day care facilities will follow. Chief Figolah stated that the 2008 Proposed Budget for the department totals $10,409,062 which is a 4.5% or $470,961 increase over the 2007 budget. Chief Figolah mentioned the Foreign Fire Tax Insurance money that is a new budget program that has its own elected board. The board approves purchases under the direction and control of Illinois Statutes. Chief Figolah also outlined several items that appear in the current Capital Improvements Plan. Chief Figolah outlined the items that were related to the building of the proposed fire station 14. The items discussed included $7.9 million for the fire station, $2.2 million for the Public Works vehicle maintenance addition and $1.7 million for the Emergency Operations Center. Public Works Director of Public Works Glen Andler began the discussion by outlining several items that the department accomplished in 2007. Mr. Andler mentioned the Police/Fire Headquarters interior rehab project, the Linneman Road reconstruction project, the combined sewer system improvements and the traffic control rd program. Mr. Andler also discussed the August 23 storm in detail. Mr. Andler stated that in total 2700 trees were affected by the storm and of that amount approximately 330 trees will need to be completely removed. There was also a 2,000 foot long flood wall that was constructed along River Road. Director of Public Works Glen Andler stated that the 2008 Proposed Public Works Budget totals $24,458,049, which is an increase of .2% over last year’s budget. Also mentioned were the department’s $4,479,500 million in capital projects. 2 ommissioner Ann Smilanic asked what would cover the costs of the proposed fitness center and is there a blueprint of the fitness center available for viewing. Mr. Erb advised that the money came from a contingent insurance settlement and there is a blueprint available. Space Needs Study Discussion There was a discussion regarding where the Village is in the process with respect to the new proposed Fire Station #14. Several commission members voiced their concerns over the proposals as outlined in the space needs study. It was decided that the next Finance Commission meeting scheduled for November 8, 2007 would be held at the Public Works Facility so that the members would be able to tour the facility and see where the proposed sites are for the maintenance facility expansion and emergency operations center. Acting Chairman Vince Grochocinski advised that the members should try to formulate any questions th related to the space needs study and submit them to Village staff prior to the November 8 meeting. IV. C’R HAIRMANS EPORT There was nothing to report. V. FD’R INANCE IRECTORS EPORT There was nothing to report. VI. OB THER USINESS There was nothing to report. VII.NM:N8,2007 EXT EETING OVEMBER Commissioner John Kellerhals motioned to adjourn which Commissioner Wayne Gardner seconded. The meeting was adjourned at 10:11 p.m. The next meeting will be November 8, 2007. Respectfully submitted, Lisa Burkemper Administrative Assistant Finance Department 3