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HomeMy WebLinkAbout10/27/1998 COW minutes MINUTES COMMITTEE OF THE WHOLE OCTOBER 27, 1998 I. CALL TO ORDER Mayor Farley called the meeting to order at 6 21 p m Present at the meebng were Trustees Paul Hoefert, R~chard Lohrstorfer and Irvana Wdks Trustee T~mothy Corcoran arrived at 6 28 p m Trustee Daniel Nocch~ arnved at 6 49 p m Absent from the meebng was Trustee George CIowes Staff members present ~ncluded Assistant Vdlage Manager David Strahl, F~nance D~rector Doug EIIsworth, Deputy F~nance D~rector Carel W~dmer, Human Services D~rector Nancy Morgan, B~- L~ngual Social Worker Nma Pers~no and V~llage Nurse Peggy Florey I1. APPROVAL OF MINUTES Approval of Mtnutes from October 13, 1998 Mobon made by Trustee W~lks and Seconded by Trustee Lohrstorfer to approve the M~nutes M~nutes were approved ill CITIZENS TO BE HEARD None iV. 1999 BUDGET DISCUSSION Mayor Farley provided a general overwew of the Budget process concept Assistant Village Manager Strahl prowded an overview of the Budgetary process h~ghhght~ng the vanous steps, which have led to th~s first meebng w~th the Village Board Two other Committee of the Whole meebngs w~ll be devoted to Budget dtscuss~ons He stated the Budget ~s projected at apprex~mately $66 m~lhon for 1999 Of that amount, 55 5% is devoted to operabng expenditures w~th 26% for capital expenditures, 7 2% debt service, 6 4% internal servme funds and 4 5% pension funds The Budget ~tself ~s projected to ~ncrease 13 6% over 1998 Of the major expenditure items h~gh[~ghted, the operabng porbon of the Budget ~s projected to increase 3 7% The capital porbon of the Budget ~s projected to ~ncrease by 52 5% pnmanly due to downtown redevelopment projects projected for 1999 He also h~ghI~ghted the fact that Mount Prospect has maintained ~ts poslbon as the lowest cost for municipal serwces per resident ~n the annual C~ty of Park R~dge survey Mount Prospect expenditure per capital was $820 whde the mean was $1,057 In companng the number of full-t~me employees per 1,000 residents, Mount Prospect has 5 38 employees per 1,000 residents whde the average was approximately 7 92 employees per 1,000 residents Projected salary ~ncreases were set at 3 5% Four new pos~bons are ~ncluded ~n the Budget document, a Pohce Sergeant, Accountant, Plan Rewewer and Pubhc Informabon Officer Personnel services account for approximately 25% of the Budget by expenditure object Contractual services account for 18 2% of the expenditures Capital expenditures making up 28%, debt service, pension, ~nternal serwce expenditures, other expenditures, utd~bes, ~nsurance and commodff~es make up the balance of the expenditures A breakdown of the Budget by Department or service areas shows Vdlage Adm~n~strabon (F~nance, Vdlage Manager's Office, Wllage Clerk's Office and MIS) accounts for 6 8% amount of the budget Community Development ~s at 4 7%, Human Services ~s 1 7%, Pohce Department ~s 23 7 %, Rre at 18 4%, PubI~c Works at 43 8% and Community Serwce 06% The projected increases by each Department ~nclude the following Vdlage Manager 24 4% Television Serwces ( 3 2%) Vdlage Clerk ( 41 6%) Finance 5 9% Community Development 3 5% Human Services 15 8% Pohce 2 8% Rre 1 7% Pubhc Works 4 5% Community Serwce 2 0% It ~s ~mportant to note that the ~ncrease ~n the Wllage Manager's office ~s primarily due to the transfer of the Newsletter function ~nto a new service group entitled, Pubhc Informabon, to help cover the cost of the Pubhc Informabon Officer There ~s a corresponding decrease ~n the Wllage Clerk's Budget to account for th~s transfer of respons~bd~bes The Human Services ~ncrease ~s due to the request for the enhanced Mentor Program and that ~s solely dependent on obta~mng a Grant from Northwest Community Hospital 2 F,nance Director Doug EIIsworth presented an overwew of revenue sources He stated the Village enjoys a d~verse revenue stream He stated the Budget ~ncludes a projected ~ncrease of 4% for water and sewer rates and a property tax ~ncrease of approximately 3 5%, however, due to an anticipated reassessment, the actual rate ~s expected to decrease shghtly He stated that the vanous components of the property tax levy ~nclude the corporate, garbage, debt and pensions The corporate and the pension amount of the levy are expected to increase 5 6% and 4 2% respectwely He also pointed that the bulk of property taxes goes to education, approximately 64% The Vdlage only accounts for 9 4% of the typical property tax amount He stated the sales tax revenue for the Vdlage has been relatively flat stnce 1990 but has ~ncreased substanbally over the past several years Th~s increase is due to the ~mproved economtc conditions and a number of s~gn~flcant retaders coming ~nto the Vdlage The State of Ilhno~s has altered ~ts method for calculabng State Income Tax, which has allowed the Vdlage to enjoy an ~ncrease ~n the amount of ~ncome taxes prowded The Vdlage typically collects approximately $6 8 mdhon ~n Sales Tax annually and th~s amount is slated to ~ncrease 2% for the next year's budget Human Serv,ces Department Overview Human Services Director Nancy Morgan prowded a general overview of the services provided by the Human Services Department She also reviewed the performance measures, which were created for Human Services Department She also stated that a number of programs that the Human Serwces Department prowdes generate adequate revenue to cover the cost of those programs She also provided an overview of the dubes for the enhanced Mentor Program as proposed m the budget She stated the proposed expansion ~s due to numerous requests from vanous schools whmh have recogmzed the value of the program but the hm~tat~on of the current staff person ~n terms of the amount of t~me avadable to devote to the program would not allow any such program expansion .V,Ilage Manaqer's Off, ce and V,Ilaqe Clerk Overview Ass,stant V, Ilage Manager Dav,d Strahl provided a general background on the functions of the Vdlage Manager's office, MIS Dw~s~on, Vdlage Clerk and Television Services D~ws~ons He h~ghhghted the ~tems, which showed changes from the previous Budget year The most s~gntficant Budget change was the transfer of money from the Newsletter account under the Vdlage Clerk to a new program designation enbtled Pubhc Information under the Vdlage Manager's office He stated that $16,000 exists ~n the Budget for a Community Informabon Officer postbon which ~s part-bme but has not yet been filled The addition of the funds from the V~llage Newsletter accounts w~th the ex~st~ng money for the salary of the Community Information Officer would be adequate to convert th~s postt~on to a full- bme pos~t~on and ret~tle ~t as a Pubhc Informabon Officer 3 He outhned a number of the duties for the Public Information Officer ~nclud~ng managing the Wllage Newsletter and the V~llage Web-S~te Th~s new pos~t~on ~s a net gain of one-half pos~t~on s~nce a part-time pos~t~on already exists Assistant Wllage Manager Strahl also outlined the changes ~n the Vdlage Clerk's Off~ce through the conversion of the Deputy Wllage Clerk to have primary respons~bd~ty for V~llage records retention and retrieval Th~s pos~t~on would have a salary level set less than the level of the former Deputy Vdlage Clerk General comments from Wllage Board members ~ncluded the following ~tems There was a question concerning how the funding was ~ntended to take care of the entire cost of the salary for the Pubhc Information Officer F~nance Department Overview F,nance Director Doug EIIsworth provided an overview of the Departmental functions He stated that he ~s requesting a new pos~t~on, an Accountant He stated th~s pos~t~on w~ll be qu~te helpful in managing the Wllage's finances and allowing for more t~mely follow-up on bank reconcdl~at~ons and other m~scellaneous accounting functions General comments from the Wllage Board members ~ncluded the follow~ng ~tems There was a concern raised about the reduction ~n training I~ne ~tems and the ~mpact on staff There were some questions regarding detads of specific duties for the Accountant pos~t~on Finance Corniness,on Recommendat,ons John Korn, Chairman of the F,nance Commission, presented the recommendations of the F~nance Commission for the 1999 Budget recommendations of the Vdlage Manager's Off~ce, F~nance Department and Human Services He stated 1 The F~nance Commission supports the request for an additional full-t~me accountant ~n the Accounting D~ws~on w~th a vote of 6-1 2 The F~nance Commission supports the request for an addition of a full-t~me Pubhc Information Officer ~n the Wllage Manager's off~ce as long as the funding for th~s pos~t~on ~s fully accounted for by sawngs generated by the ehm~nat~on of the part-time Community Information Coordinator postt~on and other 1997 Budget hne ~tems The vote was 5-2 3 F~nance Comm~sston supports the request for the addition of a full-time 4 3. F~nance Commtss~on supports the request for the addition of a full-bme ~ Records Clerk in the V~llage Clerk's office as long as funding for th~s pos~t~on is fully accounted for and by savings generated by the ehm~nat~on of the Deputy V~llage Clerk posibon, The vote was 6-1. 4 Finance Commission supports the request for the addition of a part-time one- half position Community Program Assistant in the Human Services Department for one year as long as the position is fully funded by Grant money The recommendation is for one year because the current ind~cat~ons are the Grant money in the following years may not be in a position to fully fund the position and related programs. The position should be rewewed ,' annually taking into consideration the available Grant money and the effectiveness of the related programs, The vote was 5-1 with 1 abstention V, ANY OTHER BUSINESS Mayor Farley announced the next Village Board meeting would be November 4 because of Election Day on November 3 Trustee Wilks stated that she had experienced some trouble getting a hold of the Public Works Department earlier in the afternoon Assistant Village Manager David Strahl stated that he would check on the phone system to see what the situation m~ght be. A Motion was made by Trustee Hoefert and seconded by Trustee Corcoran to enter into a Closed Session to discuss property acquisition. Motion approved The meeting was adjourned into closed session at 7,49 p m. The Committee of the Whole was reconvened into open session at 8 27 p m There was no further business. Trustee W~lks made a Motion, seconded by Trustee Nocchi to adjourn the meeting Motion approved. w. The meeting was adjourned at 8 28 p m DAVID STRAHL Assistant V~llage Manager DS/rcc H \GEN\Cow~Mmutes\102798 COW Budget Minutes doc 5