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HomeMy WebLinkAbout05/24/2001 FC minutes FINANCE COMMISSION MINUTES OF THE MEETING MAY 24, 2001 VILLAGE HALL BUILDING I. CALL TO ORDER The meeting was called to order at 7:05 p.m. Those present included Chairman John Korn and Commissioners George Busse and Ann Hull. Also present were Assistant Village Manager Dave Strahl, Director of Human Services Nancy Morgan and Deputy Director Jan Abernathy, Deputy Director of Public Works Sean Dorsey, Director of Finance Douglas Elisworth and Finance Administrative Assistant Lisa Burkemper. Commissioner Ann Smilauic arrived at 7:15 and Village Manager Michael Janouis arrived at 7:30. Commissioners Charles Bennett, Vince Grochocinski and Thomas Pekras were absent. II. APPROVAL OF MINUTES Commissioner Ann Smilanic motioned to approve the minutes of April 26, 2001. Commissioner George Busse seconded the motion and the minutes were accepted as presented. III. HUMAN SERVICES PRE-BUDGET DISCUSSION Director of Human Services Nancy Morgan began by handing out new brochures the department has developed that summarize the various services the department provides. Ms. Morgan began her discussion on internal issues by stating that the grant from Northwest Community Hospital that funds the Community Program Assistant's position and Summer Adventure program has almost run out, however the department has secured almost all the money to continue to fund this project. Deputy Director Jan Abemathy stated that the department has selected Microsoft Access as their new database system. They hope the system will be up and nmning by next year. Lastly, Ms. Morgan discussed the need for the department to prepare for the anticipated building of the new Village Hall. Commissioner George Busse stated that the munber of youth programs seems to be increasing, therefore he asked Ms. Morgan how the additional programs would continue to be funded. Mr. Busse asked ff the department would ask for funding through their budget if grants were not obtained. Ms. Morgan stated that the department could not continue the programs without grants and would try to get funds through the budget if needed. Commissioner Ann Smilanic asked how Human Services personnel would be able to ran programs at temporary locations throughout the Village if they are displaced with the plan of a new village hall. Ms. Morgan explained that currently most of the programs are self-sufficient and individual groups nm the programs themselves. Ms. Morgan stated that staff would probably follow up with senior leaders and act more in an outreach capacity. IV. PUBLIC WORKS DEPARTMENT PRE-BUDGET DISCUSSION Deputy Director of Public Works Sean Dorsey began his discussion on internal issues by reviewing the cost of the bridge rehabilitation program. The results of an engineering analysis showed approximately $134,000 would be needed to replace the William Street Bridge within the next year or two. Future projects include $76,000 to repair the Lincoln Street Bridge, $32,000 to repair the See Gwun Avenue Bridge and minor repairs to other bridges. Commissioner George Busse asked how the bridge repairs would affect the budget. Mr. Dorsey stated that the five-year CIP has budgeted $75,000 per year, although more money will be needed up front especially for the William Street Bridge. Mr; Dorsey also discussed the process of data collection and database development. Public Works has new software that needs to be developed that will help in the transition from a paper system to computerized system. This process, which is slow, has to be done internally by personnel that know the Public Works system. Mr. Dorsey also discussed several external issues affecting the Public Works Department. The first issue is the Metropolitan Water Reclamation District Long Term Maintenance Agreement. Under this agreement the village has to maintain separate saultary/sewer systems. Remaining in compliance will get harder as the system gets older. Commissioner George Busse asked if we were having trouble complying. Mr. Dorsey stated it is an issue the village needs to keep pace with and stay on top of. Another area of compliance discussed by Mr. Dorsey was the National Pollutant Discharge Elimination System Phase 2. In order to be in compliance the village has to have all storm sewer systems permitted by the year 2003. Permits are obtained through the development of maps, assessments and an operating plan. Mr. Dorsey stated that the village is outsourcing this in order to comply. V. VILLAGE MANAGER'S OFFICE PRE-BUDGET DISCUSSION Village Manager Michael Janonis began his discussion on internal issues by stating that he hoped an announcement regarding the new Police Chief would be made within the next week or so. Mr. Janonis also mentioned that the new Human Resource Director has started and will begin centralizing the personnel system within the village. Mr. Janonis further stated that a MIS division needs to be created to help coordinate all computer-related functions. Currently Public Works, Police and Fire work independently in maintaining and troubleshooting their computer systems. Under the reorganization the MIS coordinator will over-see all computer work being done by all departments. Another internal issue discussed by Mr. Janonis was the new village hall construction project. Mr. Janouls said the project would be a major focal point in the coming year and that July should be a critical month for the Village Board regarding discussions and decisions on the project. Mr. Janonis began his discussion on external issues by stating the downtown redevelopment project is moving at a steady pace. Mr. Janonis stated the village is also looldng at the impact the slow economy is having and will have on future village revenues. One area being studied closely is Randhurst Shopping Center. Commissioner George Bnsse asked what the owners are doing with the mall. Mr. Janonis stated the owner is working on getting tenants to fill vacancies so the property can be sold. Other external issues discussed were the impact of O'Hare and Palwaukee Airport expansions. Mr. Janonis stated that the village has adopted an ordinance stating they object to new and/or additional runways. VI. FINANCE DEPARTMENT'S PRE-BUDGET DISCUSSION Director of Finance Douglas Ellsworth began his discussion on external issues by stating that the village must use GASB 34 as their financial reporting system beginning with the 2003 fiscal year. Within the next six months the Finance Department wants to have a plan in place to implement the new system. Another issue discussed was downtown redevelopment. The Finance Department will continue to monitor the redevelopment projects and make sure schedules are kept. One project being watched closely is the condominium developments being built by Norwood Builders. Lastly, Mr. Ellsworth discussed the village's sales tax revenue base, which makes up 25% of the general fund. Mr. Ellsworth stated the Finance Department wants to accurately monitor the sales tax rates in the coming months. 2 One internal issue discussed by Mr. Ellsworth was the completion of the computer software conversion in the Finance Department. Another issue discussed was the preparation of financing scenarios for the proposed new village hall. Mr. Ellsworth also discussed the problem of record retention in the Finance Department. Currently, the depamnent has a problem with space and the volume of material that is being saved. Commissioner George Busse asked about outsourcing to microfilm or digitizing some of the records. Mr. Ellsworth stated that we need to determine what we need to keep before we dispose of or store anything. There are strict guidelines that must be followed that restrict when and what material can be disposed of. Finally Mr. Ellsworth stated that within the next few months requests for proposals would be done for Banking Services, since this has not been done for several years. VII. OTHER BUSINESS There was no other business discussed. VIII. CHAIRMAN'S REPORT Chairman John Korn summarized the topics discussed at several of the most recent board meetings. IX. FINANCE DIRECTOR'S REPORT Finance Director Douglas EllswoHh distributed copies of the Proposed Capital Improvements Plan to the commission members. X. Next Meeting: June 28, 2001 Commissioner Ann Smilanic motioned to adjourn and Commissioner Ann Hull seconded the motion. The meeting was adjourned at 9:50 p.m. The next meeting will be June 28th. Respectfully submitted, Lisa Burkemper Administrative Assistant Finance Department 3