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HomeMy WebLinkAbout10/29/2003 FC minutes I. FINANCE COMMISSION DRAFT DRAFT MINUTES OF TIlE MEETING OCTOBER 29, 2003 PUBLIC WORKS BUILDING CALL TO ORDER The meeting was called to order at 7:02 p.m. Those present included Chairman John Korn and Commissioners Charles Bennett, Vince Grochocinski, Ann Smilanic and Brian McPartlin who arrived at 7:07 p.m. Also present were Village Manager Michael Janonis, Director of Public Works Glen Andler, Deputy Director of Public Works Scan Dorsey, Director of Finance David Erb, and Deputy Director of Finance Carol Widmer. Commissioners Ann Hull and Tom Pekras were absent. APPROVAL OF MINUTES The minutes of October 23, 2003, were deferred until a quorum was present. III. REVIEW OF THE PROPOSED 2004 VILLAGE BUDGET PUBLIC WORKS Director Glen Andler distributed an exhibit showing the proposed budget by division comparing the 2003 budget and the 2004 budget with increases or decreases. The total of the 2004 budget was $18.7 million, which is a decrease of $1.2 million or 5.82% from 2003. Director Andler then presented the highlights of the major project activities spanning 2003 and later years. Street Paving - 2003 represented year 7 of the 10-year plan to correct the deferred maintenance on Village streets. Substantially all road rebuilding is completed leaving the resurfacing work, which is less expensive. The work already completed represents roughly 40% of the street inventory. A benefit has been a decrease in citizens complaining of potholes. Water System - The monitoring equipment known as SCADA, originally installed in 1982, was replaced in 2003. The conversion from telephone to radio tracking sofavare in 2004 will save $12,000 annually in telephone charges. 3. Bridges - Major bridge repair and replacement was completed in 2003 leaving only a small amount of work to be completed in 2004. 4. Street Lights - Lights for Central and Willie streets were installed and wiring and base installation is complete for the last large scale lighting activity. Deputy Director Dorsey completed the presentation on the major projects: Storm Sewers - Federally mandated reporting on the discharge of water into major waterways was completed and approved in 2003. Contractors began surveying and mapping the 90 miles of storm sewers, manholes and inlets and have completed 35 miles. The balance will be completed in 2004 and 2005. Combine Sewers - The 240,000 feet of combined sewers are being inspected via television cameras by contractors who have completed 33% of the footage. The price for the work came in at $546,000, which was less than the $750,000 budgeted. Engineers will evaluate the videotape and submit a report on the condition of the sewers. This will be used to develop a remediation plan, which is anticipated in the CIP to cost $500,000 each year for five years. No funding source has been identified pending the actual result of the evaluation. 7. On-going monitoring of both sewer systems after this initial evaluation will be handled by Public Works in a continuing maintenance effort. Director Andler then presented the highlights of the budget changes and accepted questions from the Commissioners. Changes in budget classifications involving street patching due to water leak damage, leaf collection moving from the General Fund to the Refuse Fund and the segregation of METRA parking lots from those owned by the Village were discussed. Also discussed were the substantial increase in IMRF pension costs, which are outside the control of the Village, and the modest increase in the sidewalk shared cost replacement program funding, which is felt to be very cost effective. Commissioner Brian McPartlin asked about the status of the Weller Creek bank stabilization program, and Director Andler noted that it had been completed with the exception of sewer related repairs. The additional cost for this was to be offset in the budget by a reduction in the level of work on the Prospect Meadows storm sewer replacement project. The temporary elimination of the shared cost tree replacement program was discussed and Village Manager Janonis pointed out this was in line with the commissioners' wishes to reduce costs in this area. The decision was made to emphasize maintaining the existing tree stock rather than replacement until the Village's financial situation improves enough to resume tree replacement as well as maintenance. Community and Civic Service Village Manager Michael Janonis pointed out the proposed reductions in the Winter Festival, Historical Society grant and the holiday lights expenditures. This was in accordance with the Commissioners' desires to make reductions in discretionary spending as part of the budget balancing process. Non-Departmental · Director of Finance David Erb presented the highlights of changes in the budgets for the five areas under this classification including: Capital Improvements - Spending was projected to go down substantially as the Village Hall and Parking Deck moves towards completion. Debt Service - Director Erb pointed to the low level of debt the Village is carrying relative to its size. Pension - Major cost increases in all pensions were discussed. Insurance - The increases in health and liability insurance costs were presented. ontingencies - This is a funds transfer approved by the Village Broad as part of the funding for the construction of the new Village Hall and Parking Deck. IV. CHAIRMAN'S REPORT Chairman John Kom presented items from the most recent board meeting. FINANCE DIRECTOR'S REPORT There was nothing to report. VI. OTheR BUSINESS A quorum being present, the minutes of the meeting of October 23, 2003 were reviewed. Commissioner Brian McPartlin motioned to approve the minutes. Commissioner Ann Smilanic seconded the motion and the minutes were accepted as presented. Other Business Chairman John Korn requested input from the Commissioners as to items or topics that should be presented to the Village Board as budget comments by the Finance Commission. Commissioner Brian McPartlin suggested that the Police Department be commended for their efforts with the community outreach programs including the bicycle patrols and the attempt to expand the hiring of bilingual officers via the substitution of second language skills for up to 30 hours of previously required college credit. Commissioner Charles Bennett suggested that the commission concur with emphasis being given to planning for the replacement of fire station 14 even though budget restrictions may limit actual commitments. Chairman John Kom suggested the Fire Department be complemented on their continued emphasis on cost saving measures such as the rechaissing of ambulances. Also, the Fire Department elimination of the Public Education Officer, while a prudent short term budget saving devise, should be recognized as serving a vital fire prevention need that should be replaced as soon as the budget permits. Chairman Korn accepted the above suggestions without objection. VII. NEXT MEETING: NOVEMBER 6, 2003 Commissioner Charles Bennett motioned to adjourn, which Commissioner Vince Grochocinski seconded. The meeting was adjourned at 9:40 p.m. The next meeting will be November 6, 2003 Respectively submitted, Vincent Grochocinski Finance Commission Secretary