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HomeMy WebLinkAbout05/02/2002 FC minutes RAFT FINANCE COMMISSION MINUTES OF THE MEETING MAY 2, 2002 VILLAGE HALL BUILDING DRAFT I. CALL TO ORDER The meeting was called to order at 7:00 p.m. Those present included Chairman John Korn and Commissioners Vince Grochocinski, Ann Hull, Tom Pekras and Ann Smilanic. Also present were Director of Community Development William Cooney, Environmental Health Coordinator Bob Roels, Chief of Police Richard Eddington, Deputy Chief of Police Administration Ron Richardson, Director of Finance Douglas Ellsworth, Deputy Director of Finance Carol Widmer and Finance Administrative Assistant Lisa Burkemper. Commissioner George Busse arrived at 8:25 and Commissioner Charles Bennett was absent. II. APPROVAL OF MINUTES Commissioner Tom Pekras motioned to approve the minutes of January 24, 2002. Commissioner Ann Smilanic seconded the motion and the minutes were accepted as presented. III. COMMUNITY DEVELOPMENT DEPARTMENT - PRE-BUDGET DISCUSSION Director of Community Development William Cooney began with an overview of the most pressing internal issues within the department's budget. Mr. Cooney stated that the department was still in the process of introducing the new Black Bear software. This software will allow residents access to on-line information, will help the department generate reports more easily and will be used as an internal tracking tool. Mr. Cooney also mentioned that the department is continuing to work towards keeping the department fully staffed. Currently the department is looking to fill three vacancies. Mr. Cooney summarized several of the department's most pressing external issues. Mr. Cooney began his discussion by mentioning that the senior center and doctor's office building is scheduled to be demolished in July. Mr. Cooney also stated that his department was actively participating in the coordination between the village hall and the library construction projects. Mr. Cooney mentioned that the Wards department store at Randhurst would be demolished starting next week. Construction of the new Costco store is scheduled throughout the summer with an anticipated opening date of mid November. There was also a discussion on the Sidewalk Inspection Program that is being considered by the Board. IV. POLICE DEPARTMENT - PRE-BUDGET DISCUSSION Chairman John Korn began by thanking Police Chief Richard Eddington for the Citizens Police Survey. Mr. Korn stated that he felt the survey was very informative. Chief Eddington began his presentation by noting that there are 62 personnel currently assigned to patrol, this equates to 76% of the total sworn officers in the department. Chief Eddington further stated that the relief factor for the villages' Police Department patrol section is 1.85. Chief Eddington advised that if you multiply the relief factor of 1.85 times the number of patrol officers out in the field the number obtained is the number of patrol officers the village ideally needs out in the field 7 days a week/24 hours per day. Chief Eddington stated that this figure is a tool used to help allocate patrol needs. Chief Eddington talked about adding additional personnel throughout the department in the coming years. One topic mentioned was the neighborhood resource center, which would require the addition ora civilian position. Commissioner Ann Smilanic stated that she believes there is a real need for the resource center and feels very strongly about it. Chief Eddington discussed several major initiatives for the 2003 Budget. Among these was the need for a traffic unit, the purchase of two additional patrol cars, and expanding the community oriented policing philosophy. Chief Eddington also mentioned that the Bike Patrol is now in service. The patrol consists of two officers riding together throughout the neighborhoods and parks. V. MANAGER'S OFFICE - PR E-BUDGET DISCUSSION Director of Finance Douglas Ellsworth preseuted the Manager's Office Internal and External issues. Mr. Ellsworth touched upon the internal issues with one being the expansion of the employee-training program with the help of the newly formed Human Resources Department. The Manager' s Office is also currently overseeing the Village Hall construction project and the relocation of Human Services and TV Services during the construction. Mr. Ellsworth also summarized several external issues faced by the Manager's Office. Mr. Ellsworth mentioned that the department is continuing to monitor the downtown redevelopment projects. The Manager's Office is also monitoring the economic downturn and its impact on village revenues, along with the redevelopment of Randhurst Shopping Center. VI. FINANCE DEPARTMENT - PRE-BUDGET DISCUSSION Director of Finance Douglas Ellsworth summarized several of the internal issues faced by the finance department. Mr. Ellsworth stated that the Finance Department was still in the process of completing the computer conversion. An application still in the process of being developed is the customer service/cash receipts module; also, the purchase order module is scheduled to be in use soon. Mr. Ellsworth also stated that the department is working towards compliance with the GASB Statement No. 34. The village will need to be in compliance by the year 2003. Finally, Mr. Ellsworth discussed the department's need to develop and update fiscal policies. Mr. Ellsworth also discussed several external issues faced by the Finance Department. Among them was the projected budget deficit of approximately $700,000 in 2003. Mr. Ellsworth also mentioned that the department must research whether it is feasible to accept direct debits or payments on-line for various services provided by the village. II. OTHER BUSINESS Chairman John Korn presented to the commissioners a copy of the Village Board Citizens Guide. Several members mentioned they thought the guide was informative and interesting. VIII. CHAIRMAN'S REPORT Chairman John Korn advised the commissioners that the previously cancelled March 28~ meeting would need to be rescheduled. The commissioners decided that the topics scheduled for the March meeting would now be discussed at the July 25th meeting. Chairman John Korn highlighted the topics discussed at the board meetings that have taken place over the last few months. IX. FINANCE DIRECTOR'S REPOR T Finance Director Douglas Ellsworth mentioned the intergovernmental agreement between the village and the library. Per the agreement the village agrees to issue bonds on the library's behalf and the library agrees to increase their tax levy, therefore the debt service will appear on the library's tax levy. Mr. Ellsworth also mentioned that the Capital Improvements Plan was presented to staff and that they would be reviewing it in the next few weeks. Finally, Mr. Ellsworth stated that the Fire Department requested that the next meeting be held at the Police and Fire Building. The commissioners agreed that that would be acceptable. Xo NEXT MEETING: MAY 23, 2002 Commissioner Vince Grochocinski motioned to adjourn and Commissioner Ann Hull seconded the motion. The meeting was adjourned at 9:55 p.m. The next meeting will be May 23, 2002. Respectfully submitted, Lisa Burkemper Administrative Assistant Finance Department 3