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HomeMy WebLinkAbout06/17/2004 FC minutes FINANCE COMMISSION CORRECTED MINUTES OF THE MEETING JUl'Œ 17,2004 POLICE AND FIRE BUILDING CORRECTED I. CALL TO ORDER The meeting was called to order at 6: 10 p.m. Those present included Chairman John Korn and Commissioners Charles Bennett, Vince Grochocinski, Ann Hull, Brian McPartlin (until 7:25), Ann Smilanic and Tom Pekras. Also present were Village Manager Michael Janonis, Assistant Village Manager Dave Strahl, Community Development Director Bill Cooney, Community Development Deputy Director Mike Jacobs, Fire Chief Mike Figolah, Deputy Fire Chief John Malcolm, Fire Marshall Paul Valentine, Fire Captain Gary Klein, Chief of Police Richard Eddington, Deputy Police Chief of Administration Ron Richardson, Commander Mike Semkiu, Human Services Director Nancy Morgan, Human Services Deputy Director Jan Abernathy, Production Coordinator of Television Services Howard Kleinstein, Director of Public Works Glen Andler, Deputy Director of Public Works Sean Dorsey, Director of Finance David Erb, Deputy Director of Finance Carol Widmer and Finance Administrative Assistant Lisa Burkemper. II. ApPROVAL OF MINUTES Commissioner Ann Smilanic motioned to approve the minutes of April 22, 2004. Cormnissioner Ann Hull seconded the motion and the minutes were accepted as presented. Chairman John Korn announced that Commissioners Vince Grochocinski, Ann Smilanic and Charles Bennett have been reappointed for four-year terms. REVIEW OF PROPOSED (2005-2009) CAPITAL IMPROVEMENTS PLAN AND DISCUSSION ON DEPARTMENTAL ISSUES - INTERNAL AND EXTERNAL III. Human Services Director of Human Services Nancy Morgan highlighted several internal issues faced by the Human Services Department. Discussed in detail were the staff's focus on Hispanic, Social Services and Geriatric outreach programs. A major initiative is work involved in soliciting and training volunteers to staff the Community Center Information Desk. Currently there are about 35 volunteers trained, however 45-50 volunteers will be needed. Director Nancy Morgan also outlined several external issues faced by the Human Services Department. Discussed were the continued efforts to promote Hispanic outreach programs, which have been developed by Social Worker Nina Persino. Another item discussed was the establishment of a calendar for the monthly Health Screening and programs for residents and village employees. Ms. Morgan stated that the department would no longer be hosting a large health fair. Finally, Ms. Morgan mentioned that the department would continue to oversee the senior recreational activities located in the new Community Center and complete the transition of all senior aerobic activities to the River Trails Park District. Chairman John Korn asked if the monthly Health Screenings for employees were something new. Nancy Morgan stated that the screenings have not been done since the department moved to their temporary location at 550 Business Center Drive. Ms. Morgan stated that they continued to offer free flu shots and an annual blood test to employees while at their temporary location. Commissioner Ann Hull asked who would be able to use the Community Center. Village Manager Mike Janonis stated that they are developing parameters for the future to decide what groups will be able to use the center. Commissioner Ann Smilanic asked if the Summer Day Camp - Adventure Program was going to continue. Nancy Morgan stated that the program has been moved to the Greater Wheeling Youth Outreach Program. Commissioner Charles Bennett asked if the Home Delivered Meals program would be operated out of the Human Services Department on the second Floor. Nancy Morgan stated that it would be operating out of the Community Center. Community Develovment Director of Community Development Bill Cooney highlighted several internal issues faced by the Community Development Department. Discussed was the merging of the three divisions within t.l¡e department into one workspace. Previously the department was split between three different floors. Also discussed was improving the communications between the village and residents, businesses and property owners. The department is continually utilizing the Internet as a way to provide people with access to forms and information about services. Bill Cooney also discussed several external issues faced by the department. Among the items discussed were the coordination of the ongoing downtown redevelopment and streetscape projects within the TIF, ongoing redevelopment at Randhurst Shopping Center and the review of village ordinances in relation to residential teardowns. Director of Community Development Bill Cooney then continued with a discussion on the department's items in the Capital Improvements plan. The three projects include 1) Downtown Redevelopment Programs 2) Corridor Improvements and 3) Streetscape Program. Under the Downtown Redevelopment program the village offers grants to businesses to encourage owners to update the façade of their building. Commissioner Charles Bennett asked the amount of the grant given to businesses that participate in the program. Mr. Cooney stated that it is a 50/50 share with up to $5,000 being given to each business for improvements. Commissioner Brian McPartlin asked how much of the TIF would be released and how much held back if part of the TIF area were extended. Mr. Cooney stated that about 15 % would be held back and extended and the remaining 85% would be released back on the tax rolls. Commissioner Ann Hull asked if part of the TIF were not extended would there be enough money to fund sub areas 2 and 3. Finance Director David Erb stated it would be enough and that it would make a dent in sub area 1 but would not be able to fully fund it. Finance Finance Director David Erb outlined several internal issues faced by the Finance Department. Several issues discussed related to the projected budget deficits, rebuilding of fund balance in the General Fund and fmding alternate revenue sources to fund the ongoing capital improvement projects. Also discussed was the administration of the Village's risk management program and budgeting for increases in health, liability and workman's compensation insurance. Chairman John Korn asked if the village feels the employees fully understand how expensive health insurance is to the employees. Assistant Village Manager Dave Strahl stated that the newsletter repeatedly shows information on insurance. Discussed was the ability to have an annual summary of benefits for employees to show employees the benefits they are receiving. Finance Director David Erb also discussed several external issues faced by the Finance Department. Among them is the continued management of revenue projections from state shared revenues as well as local sales tax revenues during the depressed and changing economy. Finance Director David Erb briefly discussed the one item in the CIP for Finance, which is the financial software upgrade in 2008, which is estimated at $435,000. Manager's Office Village Manager Mike Janonis outlined several of the Manager's Offices internal issues. Included in the discussion was the monitoring of long-term financial issues and continued forecasting of the Village's fiscal outlook. Also discussed was the monitoring of employee health insurance increases as well as options available for the employee funded retirement health savings plan. Mr. J anonis also mentioned continuing to increase the amount of information 2 that is being electronically stored for use by the public. By obtaining additional scanning devices and document imaging stations more information can be stored electronically. Village Manager Mike Janonis also outlined several external issues in the Manager's Office. Discussed in detail was the topic of continued Downtown Redevelopment with or without the extension of part of the TIF. Also discussed were the impacts of economic uncertainties as well as issues related to the redevelopment of Randhurst. Mr. Janonis also stated that tlle village is continuing to monitor and address traffic related issues within various neighborhoods throughout the village. TV Services Production Coordinator Howard Kleinstein briefly discussed three of the items in the Administration's CIP. Mr. Kleinstein started with the video camera replacement scheduled for 2005 totaling $45,750. The three cameras scheduled to be replaced are four to six years old and are breaking down and being repaired. The cost of repairing and the time spent repairing the cameras are becoming more than the cameras are worth. Also mentioned was the construction of a television production studio in 2006 at a cost of $27,000 and the purchase of $134,000 in video conferencing equipment in 2007 for all conference rooms in the village hall building. Fire Department Fire Chief Mike Figolah began with a summary of the internal issues faced by the department outlined in the department's five-year plan. Among the items discussed was the construction of a new fire station 14 and the need to move the fire department's mechanics to Public Works after construction is completed. Also discussed was the need to provide an engine at station 13 and provide adequate staffing levels on all fire apparatus. Chief Figolah also mentioned two external issues faced by the fire department. Mentioned was the need to replace vehicle 547, which is a truck used throughout the village and specifically at the tank farm on the south end of town. The department has applied for a grant that would cover as much as 70 % of the cost of this vehicle if successfully obtained. The second external issue discussed was disaster preparedness. The department would like to conduct a village-wide tabletop disaster drill and would like to continue planning for an Emergency Operations Center that would be located at one of the department's stations. Police Department Chief of Police Richard Eddington began his discussion with internal issues faced by the police department. Of concern are issues related to manpower, vehicles/facilities, technology, the work force and mandates. Discussed in detail was the work involved related to the agreements with the Department of Justice and the Illinois Department of Transportation traffic stop data collection protocol. Chief Eddington stated that both of these are very time consuming and have different rules for the way the information is collected. Chief of Police Richard Eddington also discussed several external issues the department is currently facing. Of concern are issues related to traffic law enforcement, Hispanic outreach programs, community policing, homeland security and work force efficiency, effectiveness and safety. Chief Eddington stressed that there is a need to find funding for community. events geared toward the Hispanic population. Chief Eddington began a discussion on items the department has in the current CIP. Commissioner Charles Bennett asked if there would be an increase in the bike patrol program. Chief Eddington stated that the department was doing a good job at managing patrol and is currently maintaining the number of man-hours needed without using overtime. Commissioner Ann Smilanic asked if the improvements have begun at the pistol range. Chief Eddington stated that during the first half of next year the air handling system is scheduled to be installed. Commissioner Smilanic also asked about the Neighborhood Resource Center and why there were not entries in the CIP related to it. Chief Eddington stated that some of the functions originally targeted for the Resource Center are currently being fulf1lled. For instance there is a bi-!.ingual community service officer working at the hospital a few days per week providing assistance to Hispanic residents. The Church of Nazarene is also providing Hispanic services through their ministry. Chairman John Korn asked if the Live Scan Booking system was at a nation-wide level. Chief Eddington stated that it is getting to that level and will be nation-wide in the coming years. Chairman Korn also asked about the prisoner transport van listed for purchase in 2006. Chairman Korn asked how often we transport multiple arrestees and how 3 big of a van is needed. Chief Eddington stated that multiple arrestee transport is become more and more prevalent and the size of the van needed would transport up to 10 people. Public Works Director of Public Works Glen Andler began the discussion of the department's internal issues by stating the department is using computers more often and efficiently in the collection of their data. Also mentioned is the demand of the department's time in the downtown redevelopment efforts. Director of Public Works Glen Andler also mentioned several external issues faced by the department. Mentioned were the threat of the Emerald Ash Borer outbreak, Phase 2 of the National Pollutant Discharge Elimination System, security in the villages water and sewer facilities and infrastructures and the appeal process of the FEMA study of the Des Plaines River. Director of Public Works Glen Andler also discussed several 2005 budget initiatives. Mr. Andler first discussed the combine sewer overflow project that is projected at costing $500,000. The televising of the sewer is scheduled to be completed shortly and a report on the findings should be available September of 2004. Mr. Andler stated some major defects have already been found. A new project discussed by Me. Andler is the Sanitary Sewer Flow Monitoring project projected at $80,000. Per agreements the village must have data on the amount of material flowed through the sewer system. Mr. Andler stated that approximately 50-60 basins need to be monitored. Director of Public Works Glen Andler then briefly highlighted several of the items in the CIP pertaining to Public Works. Chairman John Korn reiterated his disapproval of extending the road program to 2009. Chairman John Korn also asked if there were any preliminary drawings or plans for the fire apparatus bay planned for the public works building. Me. Andler stated that there are some rough estimates and plans for the two bays. Information Technology Village Manager Mike Janonis began the discussion by stating that the Information Technology section was added to the CIP this year to be used as an internal working document. With this document the village can plan how technology will progress in the same five-year period the CIP covers and use it as a tool for staff to manage IT issues on a long-range basis. Finance Director David Erb also mentioned that it functions as a tool to help plan and coordinate needs between departments. For example, a document imaging system that can be used and shared by several departments. IV. CHAIRMAN'S REpORT Chairman John Korn highlighted the topics discussed at the board meetings that have taken place recently. v. FINANCE DIRECTOR'S REpORT There was nothing to report. VI. NEW BUSINESS There was nothing to report. VII. Next Meeting: July 22, 2004 Commissioner Charles Bennett motioned to adjourn which Commissioner Tom Petras seconded. The meeting was adjourned at 10:27 p.m. The next meeting is scheduled for July 22, 2004. Respectfully submitted, Lisa Burkemper }\dministrative }\ssistant Finance Department 4