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HomeMy WebLinkAbout06/18/2008 FC minutes FINANCE COMMISSION MM INUTES OF THE EETING J18,2008 UNE PFTR OLICE AND IRE RAINING OOM I.CO ALL TO RDER The meeting was called to order at 6:05 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 Village Manager Mike Janonis, Information Technology Director Joan Middleton, Community Development Director Bill Cooney, Deputy Director of Community Development Brian Simmons, Deputy Fire Chief John Malcolm, Fire Marshall Paul Valentine, Chief of Police John Dahlberg, Police Commander Tim Janowick, Human Services Director Nancy Morgan, Director of Public Works Glen Andler, Deputy Director of Public Works Sean Dorsey, Director of Finance David Erb, Deputy Director of Finance Lynn Jarog and Finance Administrative Assistant Lisa Burkemper. Chairman Charles Bennett was absent. II. AM PPROVAL OF INUTES There was a discussion regarding a typographical error in the minutes. Commissioner Ann Smilanic motioned to approve the minutes of May 22, 2008 as corrected. Commissioner Wayne Gardner seconded the motion. The minutes were accepted as corrected. III.RP(2009-2013)CIP EVIEW OF ROPOSED APITAL MPROVEMENTS LAN AND DDI–IE ISCUSSION ON EPARTMENTAL SSUES NTERNAL AND XTERNAL Summary Director of Finance David Erb provided a brief summary of the proposed CIP and advised that departments would be presenting their CIP items along with any internal and external issues. The 2009-2013 proposed CIP contains approximately $57.2 million in projects, with first year projects totaling about $22 million. Human Services Director of Human Services Nancy Morgan provided an overview of the Human Services Department and outlined the wide range of social and nursing services the department provides. Ms. Morgan spoke about a $200,000 state grant they received recently from the Department of Aging and advised what types of equipment would be purchased with the grant money. The Village should receive the grant money before the end of June, 2008. Community Development Director of Community Development Bill Cooney began by outlining the department programs that appear in the proposed CIP, which are continuations from previous years. The projects include Downtown Redevelopment and Corridor Improvements. Mr. Cooney provided an update of several redevelopment projects in various stages throughout the Village. Mr. Cooney advised the Randhurst redevelopment project was set for the Planning and Zoning meeting on June 26 and that the proposed new design will be a lifestyle center consisting of retail, offices, restaurants, entertainment and a hotel. Mr. Cooney also spoke briefly about the triangle redevelopment, the Norwood condos and rowhomes for sale and the commercial Bosch building and Opus/Alter Development. Also discussed was the Crime Free Housing Program that has been very successful in licensing rental property owners throughout the Village. At this time an estimated 90% of owners are now licensed. Mr. Cooney provided the Commission an outline of the RTAP Grant that will address the ability to move individuals throughout the community. The Village hired a consultant who will look at the proposed Starline along the tollway, the RTA in and out of the community and bike routes throughout town. The process is anticipated to last approximately 9 months and will include discussions throughout the year with the public. Commissioner John Kellerhals asked what the costs to the Village are as related to the redevelopment of Randhurst and the Triangle Project. Mr. Cooney advised that the costs had been openly discussed at public meetings in May and that the costs associated with the projects were broken down by public and private contributions. Mr. Cooney stated that he could provide what was presented to the Village Board at the public meetings. Commissioner Vince Grochocinski asked what kind of sales tax rebate incentives the Village would be offering the developer of Randhurst. Mr. Cooney advised that there is a revenue sharing agreement with the developer and the incentive could be worth as much as $25 million dependent on the success of the redevelopment. Mr. Janonis advised that this complex information is being sent out to the Village Board and that the Finance Commission could be included in this mailing. Fire Department Deputy Fire Chief John Malcolm began with a summary of the department’s items in the 2009 - 2013 proposed CIP. Deputy Chief Malcolm spoke about the Fire Station 14, Public Works expansion and the Emergency Operations Center projects. Deputy Chief Malcolm advised that an architect has been hired and a schematic design has been started. The department is also currently in the process of hiring a construction manager for the projects. Deputy Chief Malcolm then provided an update on the internal and external issues within the Fire Department. Deputy Chief Malcolm mentioned that the call volume increased last year and is mostly attributable to the August storm event. There was also a discussion regarding the process of rechassising ambulances instead of purchasing entirely new ambulances. The current Ford ambulance vehicles have had mechanical problems recently and the department is looking at other alternatives to the Ford vehicle. The department will monitor the Ford vehicles and see if they are the best solution. Commissioner Ann Smilanic asked Deputy Chief Malcolm if the department is planning the construction of the new fire station with everything they want and think they will need for the future. Ms. Smilanic was concerned about the department coming back in a couple of years and saying the needs of the department have changed. Deputy Chief Malcolm said that the department is planning a building that will meet the needs of the community and the department for the present and for the next 30-50 years. 2 olice Department Commander Tim Janowick began the discussion on items the department has in the 2009 – 2013 proposed CIP. Commander Janowick specifically discussed the need for new furniture to replace sergeant workstations and commander offices, replacement of the department’s temporary evidence lockers and the need for a data backup system. The data back up system would be more efficient for the recovery of data or in the event that the department’s system goes down. The department would be able to easily access their data at another offsite location. Police Chief John Dahlberg provided a brief summary of the department’s internal and external issues. Chief Dahlberg discussed the traffic unit and the initiatives for which they are responsible. The unit is instrumental in the Click it or Ticket program and the Drive 25 Keeps Kids Alive Program. For the traffic units efforts in the Click it or Ticket program last year, they were awarded a traffic enforcement laser gun, as they were named best in the state. Chief Dahlberg also discussed a new program called Operation Summer Heat. This program is a data driven program that puts approximately 20-25 officers on the streets in problem areas every Thursday night for hot spot enforcement. Chief Dahlberg provided an update on the new prisoner transport vehicle, the new firing range system, new mobile traffic control unit purchased with DUI funds, new speed monitoring trailer purchase and deferring the purchase of 9 marked squad cars this year. The last item presented to the group was the overtime control strategies that were implemented and which have been successful in curbing the amount of money spent in overtime. Public Works Director of Public Works Glen Andler highlighted several pressing issues this year. Currently the department is working on finalizing an exclusive commercial solid waste program. The new program would make the Village administered refuse collection and recycling program available to approximately 1,000 commercial properties. Recycling will be a huge component to the new commercial refuse program. The other item discussed was the implementation of a rear-yard drainage improvement program. The innovative program will utilize a specific fee that is currently collected in lieu of detention reserves to alleviate surface flooding in established neighborhoods. Approximately $100,000 in fees were collected in 2007 to help residents with flood control projects. The department is currently in the process of developing criteria to be followed in order to proceed with the program. Director of Public Works Glen Andler briefly highlighted several of the items in the proposed CIP pertaining to Public Works. Public Works Director Andler discussed the traffic signal replacement program, lift station stand-by power, Kensington Road improvements and the construction of a salt storage building. Under the IT – Computer CIP section is the proposed purchase of laptop computers and docking stations for the foreman crews to be used in the field to enter data instead of going back to the office to enter the data from manually prepared documents. 3 dministration Director of Information Technology Joan Middleton outlined several of the projects that were designated as Computer – Hardware/Software projects in the proposed 2009-2013 Capital Improvements Plan. IT Director Joan Middleton discussed server virtualization and the need to consolidate servers and provide for better disaster recovery. Also discussed was the purchase of an EMS reporting system required by the hospital network that all members of the paramedic system must begin using, the beginning RFP process for the purchase of new financial software, the purchase of ruggedized laptops for the inspectors in the Community Development department and the purchase of security cameras for the parking deck located next to Village Hall. Commissioner John Kellerhalls expressed his concern over purchasing ruggedized laptops for the Public Works and Community Development personnel as they appear to be quite expensive and based on the life span of the equipment and the potential costs savings, other less expensive alternatives should be looked at. Commissioner Ann Smilanic asked why there aren’t computer costs in the proposed CIP for the computers that will be needed in the operation of the Emergency Operations Center. Village Manager Mike Janonis stated that the initial costs of the computers are included in the cost of the building as outlined in the CIP. IV. C’R HAIRMANS EPORT There was nothing to report. V. FD’R INANCE IRECTORS EPORT There was nothing to report. VI. NB EW USINESS There was nothing to report. VII.Next Meeting: July 24, 2008 Commissioner John Kellerhals motioned to adjourn which Commissioner Tom Pekras seconded. The meeting was adjourned at 10:30 p.m. The next meeting is scheduled for July 24, 2008. Respectfully submitted, Lisa Burkemper Administrative Assistant Finance Department 4