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HomeMy WebLinkAbout06/22/2000 FC minutes FINANCE COSiVIISSION Minutes of the Meeting June 22, 2000 Village Hall Building I. Call to Order The meeting was called to order at 7:00 p.m. Those present included Chairman John Korn and Commissioners Charles Bennett, George Busse, Vince Grochocinski, and Ann Smilanic. Also present were Police Sergeant Michael Semkiu, Cable Production Coordinator Ross Rowe, MIS Coordinator ]roan Middleton, Fire Chief Mike Figolah, Deputy Fire Chief John Malcolm, Director of Community Development Director Bill Cooney, and Deputy Public Works Director Sean Dorsey. Also present were Finance Director Douglas Ellsworth and Deputy Finance Director Carol Widmer. Village Manager Michael Janonis arrived at 8:15 and Community Development Deputy Director Mike Blue arrived at 8:40. Finance Commissioner Betty Launer was absent and Commissioner Tom Pekras was excused. II Approval of Minutes The minutes of May 25, 2000 were approved as submitted. John Korn requested minutes reflect "excused absences", late arrivals and early departures. Ann Smilanic motioned to accept and Vince Grochocinski seconded the motion. All other Commissioners were in favor of the motion. III Review of Proposed Capital Improvements Plan (2001-2005) Director of Finance Doug Ellsworth began with a brief overview of the Capital Improvements Plan (CIP). The plan is a planning tool used to evaluate the Villages long-term capital needs. The CIP does not commit funding..Included in the CIP are items that are long lived in nature and generally in excess of $25,000. Currently the Village has S52, t77,628 proposed for the five:year period. There is $17,138,377 is being requested for 2001 and $12,764,717 in 2002. Mr. Ellsworth stated there are several sources available for obtaining funds for the CIP program. One of the sources is the General Fund, contributes approximately $300,000 per year. Another source available is the Capital Improvement Fund, which will end 2000 with a fund balance of $2,100,000. Other sources are the Motor Fuel Tax and the Water and Sewer Fund. Currently, Motor Fuel Tax expenditures should match revenues. The Water and Sewer Fund will be able to support capital projects of $800,000 and $1,000,000 per year if the Village continues the policy of moderate annual rate hikes of 4%. The proposed 2001-2005 CIP is showing projects valued at an average of $1,700,000 per year. To afford the programs and to make up the deficit, rates would have to increase.by 17% in one year. The major factor that is driving this deficit is the planned combined' sewer system improvements. Miscellaneous grants and the possible sale of the current Village Hall would also provide a source of funds for the CIP. Police Department Police Sergeant Michael Semldu discussed the need for the final two mobile data terminals for the squad cars. These terminals would replace two "dummy" terminals that were originally purchased in the 1980's. Commissioner Charles Bennett asked about the status of obtaining in car video cameras. Mr. Ellsworth mentioned that a $50,000 grant has been secured for the purchase of 10 or 11 cameras. Commissioner George Busse asked if there would be additional costs associated with the cameras besides the initial pumhase. Mr. Ellsworth stated that there would be ongoing costs related to record retention and review of videotapes. Television Services Cable Production Coordinator Ross Rowe began by discussing the completion of the digital conversion that was started last year. The Village has already improved their signal and has updated the equipment. Therefore, what remains in the conversion is the purchase of the accessories. Some of the accessories that are needed are digital'monitors, additional software, and hardware, 3-D modeling, and semi permanent racks. Chairman Korn asked why the figures are identical to last years figures. Mr. Rowe stated that their needs have not changed and that prices have come down a little since last year, allowing them to purchase more updated equipment models. Mr. Rowe's plan also included the purchase of a remote production vehicle that would be a studio on wheels. According to Mr. Rowe this vehicle could cut production time at remote locations by 50%. Commissioner Vince Grochocinski asked about the difference in the amount of Cable TV revenues versus their expenditures. Mr. Rowe stated that there is currently a $5,000 profit made from cable fees. Furthermore, both tile Park District and the Library contribute $8,400 per ),ear each to help pay for some Of the salary of the producer. MIS MIS Coordinator Joan Middleton discussed tile need for a new Desktop Operating System. Currently the system is scheduled to be upgraded every four years. Scheduled for next year is the upgrade from Windows 95 to Windows NT Professional Office Suite, along with memory upgrades. Anticipated costs for these upgrades are approximately $56,000 in the year 2001. Fire Department Fire Chief Mike Figolah and DePuty Chief John Malcolm began by discussing the need to purchase Apparatus Data Links. The department needs to purchase a total of five more, three in the year 2001 and two in the year 2002. Deputy Chief Malcohn discussed the on going need for turn out gear replacement. On average 10 - 12 sets are replaced on an annual basis for approximately $13,000. Commissioner Bennett raised the questions as to why this expense appears on the CIP's, since the expense is less than $25,000. Chief Figolah stated that the on going expense adds up to and exceeds $25,000 over the life of the CIP. Another issue discussed is improvements needed at Fire Station #12. Heating, air conditioning and new windows replacements totaling $150,000 are proposed in the year 2002. Chairman Korn and Commissioner Bennett agree that the station is in need of improvements. They both suggested that maybe the improvements should be moved up to 2001 and started earlier than anticipated. Chief Figolah stated that he felt it would not be economically feasible at that time. Chief Figolah stated that the new Station 14 is scheduled to be built in 2003. After the new station is built, all Fire vehicle maintenance would move to Public Works. The Fire Department believes that it would be more cost effective to move the mechanics bay to Public Works. Commissioner Ann Smilanic asked why Public Works is not currently maintaining the Fire Department's Vehicles. Chief Figolah stated that the mechanics for Fire Department have special training and skills for the upkeep of their specific vehicles. According to Chief Figolah the highest priority in their department's operating budget is the addition of an engine at Station 13 instead of a squad. This addition would require the department to hire three additional people to man the engine (1 additional person per shift). By adding this engine mutual aid calls by Prospect Heights would significantly drop. The Village would be able to respond themselves to calls and not get help from Prospect Heights. Presently Prospect Heights provides assistance to the Village much more often than we provide assistance to them. Because they respond to our mutual aid calls more often, Prospect Heights would like additional money. Although with the additional money they would not add additional staff, they would take care of their own needs first. Community Development · Community Development Director Biil Cooney started by discussing, the Streetscape Program and Facade and Interior Buildout Progrmns currently under way. Streetscape improvements are scheduled through out the TIF starting at Northwest Highway and Central and continuing to the east side of Emerson and Northwest Highway to School Street and to the east side 6f Wille Street. Mr. Cooney also discussed the final designs for the beautification of the entrance corners to the Village. There are 12 corners throughout the perimeter of the Village that are being beautified with pocket landscaping, signs and a stone wall with keystone. Commission Ann Smilanic asked if the keystone or signs would have the new Village design logo. Mr. Cooney stated that it Would have the new logo. He also stated that what would appear on the keystone is still under debate. The final issue discussed by Mr. C0oI~ey' involved plans for a new Village Hall. The rough plan allows for a 40,000 square foot facility with' three levels (one down and two up). Additionally, there would be a 400 space parking deck with four levels. $6,000,000 has been proposed for the Village Hall project at $3,000,000 per year for two years. Commissioner George Busse asked if the $6,000,000 figure is realistic. Mr. Cooney feels comfortable with that figure and stated that it was not a low-end figure. Public Works Deputy Director of Public Works Sean Dorsey began by stating that the projected Street .~..~ Reconstruction program costs have been increased in this year's CIP's by 3.5% for the year 2001. ' They had initially anticipated a 3% increase over last year, however they are now allowing for 3.5 % more for a total of 7.5% over last year. Commissioner George Busse asked about the long-term schedule for reconstruction of streets. Sean stated that the plan is not to reconstruct streets after 2001; in the future the streets will only need resurfacing. Mr. Dorsey discussed the water tank rehabilitation project scheduled for 2001. He stated the funds needed for 2001 were increased due to the need for a complete recoating of the interior of the tank. This year the tank was drained and inspected. They found that the interior coating was deteriorated. Another project discussed was the Maple Street Parking Lot Improvements. The original cost was estimated a $65,000 last year, it is now slated for 2001 for $100,000. The project will also include the purchase and installation of an updated collection system. The biggest project Public Works currently faces is the Combined Sewer System. This system is designed to accept both sanitary and storm water. Mr. Dorsey stated there is approximately 75-80 miles of pipe (some clay, some concrete) that was constructed from the 1920's to the 1940's. Currently the system doesn't have many problems, although as the Village works in these areas problems may develop. Chairman John Korn asked whether the government would force the Village to separate the combined system. Mr. Dorsey stated the government would not force us to. Additionally, Commissioner George Busse asked whether the Village planned to replace the system or just leave it. Mr. Dorsey said that the Village currently is planning to inspect, analyze and evaluate the system in 2001 and 2002. If there are no problems found the system will be left as is. If problems are found they will need to be fixed starting in 2003. Mr. Dorsey stated that as part of the Clean Water Act the Federal government requires the Village to regulate the storm sewer system. This requires inspecting, mapping out the system and providing information on where they discharge and into what water areas. Commissioner Charles Bennett asked if there would be more work to be done after the mapping is completed. Mr. Dorsey stated that it would be a one-time job, once it was completed they would be done. Following each departments discussion, Chairman John Korn stated he wanted input from the Finance Commission to prepare for Tuesday's Village Board Meeting. Commissioner George Busse moved that the money 'needed for the first year's inspection of the combined sewer system water be taken out of cash reserves. Commissioner Ann Smilanic seconded the motion. All Commissioners responded in favor of the motion. Commissioner George Busse moved to recommend moving the repairs needed at Fire Stat/on 12 from 2002 to 2001. Commissioner Charles Bennett seconded the motion, stating the benefits to staff morale more than offset delaying the project. All Commissioners responded in favor of the motion.. Chairman John Korn stated the Finance Commission needed to appoint a Secretary as well as filI two vacancies within the Commission. The members of the Commission moved to defer discussion on the subject until additional members were present. V Discussion Regarding Commission's Duties and Responsibilities Chairman John Korn began the discussion regarding the articles of the Finance Commission. Sectiou 5.601 regarding the creation and purpose of the Finance Commission was agreed to be acceptable with no changes. Regarding Section 5.602- Membership, the Commission agreed to keep nine voting members. The Commission also agreed to stagger terms so they are 2 years, 2 years then 3 years. Furthermore, the Commission moved and agreed to have Paragraph B, regarding the ex officio and nonvoting members, removed from the articles. The Commission accepts and agrees to Section 5.603 Paragraphs A and C. Regarding Paragraph B, the Commission states they will use the Roberts Rule of Order. Chairman John Korn suggested the addition of Paragraph D that would state that the Commission meets on the fourth Thursday of each month and such other meetings as required. All members were in agreement. Regarding Section 5.604-Duties and Responsibilities, the Commission agreed that Paragraph A was obsolete. The Paragraph should state that the Finance Commission is able review and make recommendations regarding the budget without the aid of a subcommittee. Paragraphs B and C were approved and Paragraph D was deleted from the Articles. V Chairman's Report Chairman John Kom and the Finance Commission wished to thank Commissioners Ann Smilanic and Vince Grochocinski for their service and time spent on the Village Hall Adhoc Committee. Commissioner Ann Smilanic reported that on Thursday June 29~ them would be a joint meeting with the Board to discuss the final draft of the Adhoc proposal. Chairman John Korn asked that he be provided with a copy of the Finance Commission's membership list. VI 'Finance Director's Report Finance Director Doug Ellsworth distributed a memo confirming the AA3 Bond Rating from Moody. Mr. Ellsworth also distributed a copy of the 1999 Audit with a memo summarizing the report to each Commissioner. VII Other Business There was no other business discussed. VIII Next Meeting: .July 27, 2000 The meeting was adjourned at 10:40 p.m. The next meeting is scheduled for July 27, 2000 at 7:00 p.m. R<~}l~t.Z~ect fully submitted Lisa Burkemper Administrative Assistant 5