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HomeMy WebLinkAbout06/25/2009 FC minutes FINANCE COMMISSION MINUTES OF THE MEETING JUNE 25, 2009 VILLAGE HALL BUILDING 1. CALL TO ORDER The meeting was called to order at 6:09 p.m. Those present included Chairman Vince Grochocinski and Commissioners Pam Bazan, Wayne Gardner, John Kellerhals, Don Ocwieja and Ann Smilanic. Also present were Village Manager Mike Janonis, Assistant Village Manager Dave Strahl, Information Technology Director Joan Middleton, Community Development Director Bill Cooney, Deputy Director of Community Development Brian Simmons, Fire Chief Mike Figolah, Deputy Fire Chief John Malcolm, Deputy Chief of Police Mike Semkiu, Human Services Director Nancy Morgan, Public Works Director Glen Andler, Public Works Deputy Director Sean Dorsey, Finance Director David Erb, and Finance Administrative Assistant Lisa Burkemper. Commissioner Tom Pekras and Finance Deputy Director Lynn Jarog were absent. II. ApPROV AL OF MINUTES Commissioner Ann Smilanic motioned to approve the minutesofJanuary 22,2009. Commissioner Pam Bazan seconded the motion. Commissioners John Kellerhals and Wayne Gardner abstained. The minutes were accepted as presented. Commissioner John Kellerhals motioned to approve the minutes of May 28, 2009. Commissioner Ann Smilanic seconded the motion. The minutes were accepted as presented. III. REVIEW OF PROPOSED (201 0-20 14) CAPITAL IMPROVEMENTS PLAN (CIP) AND DISCUSSION ON DEPARTMENTAL ISSUES - INTERNAL AND EXTERNAL Summary Finance Director 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. Mr. Erb stated the CIP document is the first step in preparing the budget for next year. The 2010-2014 proposed CIP contains approximately $45 million in projects, with first year projects totaling about $7.8 million. Mr. Erb mentioned a change to the IT sheets that added a multi-year vision to help the reader understand the long range focus of the project. Human Services Human Services Director 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 the Community Connections Center and advised the soft opening is scheduled for July 27th with the grand opening scheduled for August 29th. The partners at the center consist ofCEDA NW, School District 59, School District 214, Korean American Community Center, Northwest Community Hospital and the Mount Prospect Library. The atmosphere of the center will be a place where people will feel welcomed and comfortable and will provide one-stop shopping with all partners in one location. Minutes of the Finance Commission Page 1 of 4 June 25, 2009 Village Manager Mike Janonis suggested the Finance Commission take a tour of the center after it has been open. Once the center has been in operation, staff will work to schedule a time to take a tour. Community Development Community Development Director Bill Cooney began by outlining the department programs that appear in the proposed CIP. The projects include fa<;ade improvements and corridor improvements. Mr. Cooney provided an update of several redevelopment projects in various stages throughout the Village. Mr. Cooney advised Casto who is the developer, attended the June 16th Village Board Meeting to discuss the redevelopment at Randhurst. To date, $24 million has been spent in demolition and asbestos removal and the new target date for reopening is April 2011. Mr. Cooney stated that over 70% of the property has been leased and by the end of20 1 0 approximately 85% should be leased. Mr. Cooney also mentioned that redevelopment plans for Sub Area 1 are on hold and property acquisitions are still pending in court. Walmart is on schedule to reopen the first week of August and a new investor will be finishing the redevelopment ofthe Holiday Inn on Rand Road. Mr. Cooney mentioned the systematic inspection program that is moving through the Village from north to south. There has been an increase in service request activity. The program has been well received with most people voluntarily complying with service requests. Also discussed was the Crime Free Housing Program that has been very successful in licensing rental property owners throughoutthe Village. At this time, an estimated 95% of owners are now licensed. Administration Information Technology Director Joan Middleton outlined the department wide technology plans and advised that staff looked at individual departments and then all departments together for a more comprehensive picture of the Village's needs. The new forms in the CIP document added fields that show initial costs as well as ongoing costs associated with the project. Assistant Village Manager Dave Strahl advised that the ERP project the Village will undertake will help consolidate a lot ofthe programs currently used by various departments. Staffis very excited about the project and has started the planning process with department discussions. Police Department Deputy Chief Mike Semkiu briefly discussed the Police Department items in the 2010 - 2014 proposed CIP. Deputy Chief Semkiu stated that all front desk furniture is scheduled for replacement in 2010 at a cost of $38,000. Deputy ChiefSemkiu provided an update on the internal and external issues within the Police Department. In 2008, the department was able to reduce overtime with the use of various strategies allowing them to save a considerable amount of money in the overtime budget. The department also received several grants that helped in the purchase of a thermal imaging camera and video enhancement equipment. The department also placed third in the Illinois Traffic Safety Challenge and was honored for their traffic safety and educational efforts. Minutes ofthe Finance Commission Page 2 of 4 June 25, 2009 The Operation Heat program in the summer of2008 was successful and a 2009 criminal and gang enforcement program is scheduled for this summer. Fire Deoartment Deputy Fire Chief John Malcolm began with a summary of the department's items in the 2010 - 2014 proposed CIP. Deputy Chief Malcolm spoke about the purchase of 10- 15 sets of bunker gear at a cost of approximately $25,000. The Fire Department has two items that appear in the IT section of the proposed CIP. One item is the purchase of information displays to be located in each fire station to provide information such as weather, radar, dispatch information, road closures, etc. The cost of the displays is $9,000 in 2010 and an additional $9,000 in 2011. The other item in the IT section is video conferencing at a cost of$136,000. The department had applied for a grant for the purchase of the equipment; however, the grant fell through. The purchase of equipment would outfit all three fire stations as well as the EOC. Commissioner John Kellerhals asked if they could modify the request for video conferencing equipment so it would be less expensive. Commissioner Kellerhals suggested the use of webcams or similar equipment. ChiefFigolah stated that webcams would not provide the level oftechnology needed to provide an acceptable environment for training. ChiefFigolah provided the Commission copies of bid results for various projects associated with construction of Fire Station 14. Currently the various projects have come in a total of$153,701 under bid. ChiefFigolah stated that the foundation and concrete work is almost done and during the first week of July they will start building walls. ChiefFigolah also mentioned that the footings and walls are in and utility work is being done at the EOC. Public Works Public Works Director Glen Andler provided an overview of the department's most pressing internal and external issues. Mr. Andler mentioned that $278,000 was recently cut from the 2009 budget and that the cost of commodities has increased this year. Weather has also been a problem for the second consecutive year. Last year was the wettest year in Chicago area history and 2009 is already ahead of 2008 levels. Mr. Andler also mentioned that his department has recently taken over the maintenance of the fire department vehicles. Public Works Director Glen Andler briefly highlighted several of the items in the proposed CIP pertaining to Public Works. Mr. Andler mentioned that 2010 is the last year of the traffic improvement projects and neighborhood traffic studies. After 2010, the focus will shift to traffic calming efforts. Mr. Andler also mentioned construction scheduled for Kensington Road between Rand and Forest, work on Levee 37 and rehab work on the water tank. IV. CHAIRMAN'S REpORT Chairman Vince Grochocinski stated he attended the recent Audit Committee meeting and provided a summary report. Chairman Grochocinski mentioned that the auditors gave a clean opinion of the report. Finance Director Dave Erb mentioned that this year the Village will have an RFP for a new auditor, since every five years the audit firm must change per audit policy. Mr. Erb stated a new auditor should be in place by October. Minutes of the Finance Commission Page 3 of 4 June 25, 2009 V. FINANCE DIRECTOR'S REPORT There was nothing to report. V1. OTHER BUSINESS Village Manager Mike Janonis mentioned the state of the economy and how it is affecting area communities. Mr. Janonis added that the Village is currently in pretty good shape financially. Commissioner John Kellerhals asked to moved the July 23 rd meeting because of a scheduling conflict. After a brief discussion, the consensus was to change to meeting to August 6th. Commissioner Kellerhals motioned to move the July 23rd meeting to August 6th. The motion was seconded by Commissioner Wayne Gardner and the motion carried. VII. Next Meeting: August 6, 2009 Commissioner Ann Smilanic motioned to adjourn which Commissioner Wayne Gardner seconded. The meeting was adjourned at 8:58 p.m. The next meeting is scheduled for August 6, 2009. Respectfully submitted, Lisa Burkemper Administrative Assistant Finance Department Minutes of the Finance Commission Page 4 of 4 June 25, 2009