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HomeMy WebLinkAbout02/28/2008 FC minutes FINANCE COMMISSION AA MENDEDMENDED MM INUTES OF THE EETING F28,2008 EBRUARY VHB ILLAGE ALL UILDING I.CO ALL TO RDER The meeting was called to order at 7:03 p.m. Those present included Chairman Charles Bennett and Commissioners Wayne Gardner, Vince Grochocinski, John Kellerhals, Don Ocwieja, Tom Pekras and Ann Smilanic. Also present were Village Manager Mike Janonis, Fire Chief Mike Figolah, Director of Public Works Glen Andler, Director of Finance David Erb, Deputy Director of Finance Lynn Jarog and Finance Administrative Assistant Lisa Burkemper. II. AM PPROVAL OF INUTES Commissioner Tom Pekras motioned to approve the minutes of January 24, 2008. Commissioner Wayne Gardner seconded the motion and the minutes were accepted as presented. Chairman Charles Bennett abstained. th Chairman Charles Bennett mentioned that he would not be able to attend the meeting scheduled for March 19 and asked that Commissioner Vince Grochocinski chair the meeting. Commissioner John Kellerhals asked if the date has been finalized for the joint workshop between the Village Board and th the Finance Commission. Director of Finance Dave Erb confirmed that the meeting is scheduled for April 29. III. FEMASR TATUS EPORT Finance Director Dave Erb provided the Finance Commission with copies of a memo that provided an outline of the process the Village has undertaken with FEMA in order to apply for reimbursement of storm-related expenses. Various departments have worked extremely hard gathering information and preparing worksheets for submittal to FEMA. Of the $905,617 that FEMA has approved as allowable expenses the Village expects to receive 75% or $679,213 of those costs. In addition, $19,112 for administrative allowances should be approved by FEMA after they have conducted a final audit of the submittal. Chairman Bennett asked if the reimbursements received from FEMA in 2008 would be considered 2008 funds even though the money was spent in 2007. Finance Director Dave Erb stated that as confirmed by our auditors the funds will be reflected in the 2007 budget. Mr. Erb added that the Village will set up a receivable for the money received. Commissioner John Kellerhals asked if only $900,000+ in reimbursements were allowed by FEMA, what were the actual storm related expenses. Mr. Erb stated that actual costs were roughly $1.2 million. Several commission members wanted to congratulate the Village on a job well done throughout the whole process after the storm. The update on the telephone system proposals has been moved until after the discussion regarding Station #14. IV. DRS#14CP ISCUSSION EGARDING TATION AND OMPANION ROJECTS Fire Chief Mike Figolah presented the Finance Commission with copies of the After Action Report that was prepared in the months after the storm of August 23, 2007. The document outlines what was done after the storm hit and how the Village can improve upon its responses. Contained in the document are comments from citizens, businesses and employees of the Village, along with findings and recommendations for improving upon processes. Chief Figolah mentioned that part of the money the Village will receive back from FEMA could be used to improve some of the processes that are currently in place and could allow the Village to be better prepared in the event of another disaster. Chairman Charles Bennett began the discussion regarding Station #14 by stating that the Finance Commission is aware that the Village is currently in the planning stages and would like to be brought up to date in the planning process. Chief Figolah stated that hopefully the attorneys will finalize the land agreement in the next few weeks. The next step would be to take the finalized agreement to the Village Board and get approval to hire an architect and a construction manager who will work together to plan and design the facility. Once a design is agreed upon the Village will have a solid cost for the project and the Village Board will be presented the design for its approval. Chairman Charles Bennett asked if the Fire Station project and Emergency Operations project will continue to move forward together. Chief Figolah stated that the projects will move forward together. Commissioner Wayne Gardner asked if the Village was going to try to build the new facility “green”. There was a brief discussion on the concept of building green and the option to have the building LEED (Leadership in Energy and Environmental Design) certified. Ultimately the Village Board will need to make the determination as to if the building will be “green”. Chairman Charles Bennett asked how long the project would take to complete. Chief Figolah stated that realistically the project should be complete in 9 months. Commissioner Ann Smilanic asked if the Finance Commission could discuss the Emergency Operations Center (EOC) as she is opposed to it and would like to discuss it in more detail. Commissioner John Kellerhals also stated that he is opposed to the EOC. Chief Figolah stated that the purpose of an EOC is to have an area in which Village personnel would all come together and form a command staff that puts emergency response plans into action. Chief Figolah discussed the physical layout of a good EOC and stated that technology is very important and computers are essential to the success of an EOC. Technology would allow the Village to time stamp everything that is done at the EOC during a disaster. An example would be that the Village would be able to use the computers for personnel tracking to have a complete log of who was working where and when. The village learned the importance of this through the work with FEMA when applying for reimbursement from the August 2007 storm. Technology would also provide up to date weather reports, access to radios, internet etc. Chief Figolah also stressed that the Village would build an EOC that can be used for other purposes and not sit unused. Commissioner John Kellerhals mentioned that a possible alternative to building an EOC facility would be to have multiple locations to choose from and have the ability to mobilize the EOC and have a portable response center. There was a lengthy discussion about what an EOC’s purpose is and what components should make up the center. Chairman Charles Bennett stated that he hoped the Village did not use the August 2007 incident to justify the need for the proposed EOC. Commissioner John Kellerhals requested that the Finance Commission talk about the EOC at the Joint Workshop scheduled in April. Director of Finance David Erb reiterated that the charge of the Finance Commission is to find funding options for the proposed Fire Station and EOC and that these options should be discussed in greater detail in the coming months. V. UTSP PDATE ON ELEPHONE YSTEM ROPOSALS Director of Finance David Erb provided a summary on how the process of finding a replacement of the Village-wide phone system has evolved. To date a consultant was hired to evaluate the current system and develop an RFP for the new system. The consultant evaluated the proposals and ranked them based on the criteria outlined in the RFP proposal. Key personnel throughout various departments will be going on several site visits in the coming weeks to help determine which system would be best for the Village. 2 hairman Charles Bennett asked how soon the final report from the consultant would be expected. Mr. Erb stated that the site visits will be conducted in the next few weeks and will then need to be reviewed. A brief update could be provided at the next Finance Commission meeting in March. Mr. Erb also added that he expects the new phone system will be installed before the end of the year. VI. OB THER USINESS Commissioner John Kellerhals asked Mr. Andler for a status report on the Village’s supply of salt. Mr. Andler provided a brief explanation of the salting process and provided an update on the quantity the Village has on hand. Commissioner Don Ocwieja asked how the Village might be impacted by the recent problems with bond insurers ratings going down. Mr. Erb stated that there is minimal impact to the Village. Currently the Village has two bonds and these are both insured. For future bond issues the Village would have to determine if it makes sense to insure the bonds or not. VII. C’R HAIRMANS EPORT There was nothing to report. VIII. FD’R INANCE IRECTORS EPORT There was nothing to report. IX Next Meeting: March 19, 2008 Commissioner John Kellerhals motioned to adjourn which Commissioner Tom Pekras seconded. The meeting was adjourned at 9:34 p.m. The next meeting will be Wednesday, March 19, 2008. Respectfully submitted, Lisa Burkemper Administrative Assistant Finance Department 3