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HomeMy WebLinkAbout04/24/2012 FC MinutesMinutes of the Joint COW & Finance Commission Financial Planning Workshop April 24, 2012/NP Long Range Financial Planning Workshop I. Call to Order The meeting was called to order at 6;35 p.m. in the Community Center Room in Village Hall 50 South Emerson Street by Mayor Irvana Wilks. II. Roll Call Trustees present included Arlene Juracek, John Korn, Paul Hoefert, John Matuszak, Steve Polit, and Michael Zadel. Finance Commission members present included Chairman Vincent Grochocinski, and Commissioners Pam Bazan, Wayne Gardener, John Kellerhals, and Ann Smilanic. Commissioners Don Ocwieja and Tom Pekras were absent. Staff present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Finance Director David Erb and the Directors of the various Village Departments and other support personnel. Also present were representatives of the press from the Journal and the Daily Herald. III. Citizens to be Herd None IV. Flood Study Mayor Wilks referred to the Finance Commission a request to review the Flood Study and make recommendations as to the work which appears feasible to be done, the shared cost between the Village and residents and the possible means to finance the cost. V. Financial Plannine Worksho 1. Michael Dallas, Administrative Analyst, provided a progress report on the Enterprise Resource Planning System project. Process improvements included tighter accounting controls and improved security with the enhanced ability to utilize forms, form letters, canned reports and laser fiche record retention. Data entry has been decentralized, Approval are electronically recorded for each transaction and information access has greatly improved. Specifically implemented modules include the Human Resources - Payroll Module, and the Community Development Module. Progress continues toward a Utility Billing Module to include some form of automatic meter readers. Future efforts will be made to enhance more on -line business regarding permits and licenses 2. Sean Dorsey, Public Works Director expanded on the water meter reading efforts and Dave Erb, Finance Director, added the impacts anticipated from the monthly utility billing and the improvements which should be achieved by an improved delinquency collection process. 3. Dave Erb, Finance Director made a five part presentation covering the financial results of 2011, a review of the 2012 first quarter budget, a revised 2013 forecast budget, the 2012 proposed property tax levy and the preliminary capital improvement plan and five year forecast for the years 2013 to 2017. (Dave please add any details you wish to see in the minutes) 4. Village Manager Michael Janonis gave a brief summary of the major burdens facing the Village from Flood control impacts, the street resurfacing backlog of road repair projects, and the Emerald Ash Boar infestation damage to Ash trees in the Village. He also covered the Randhurst redevelopment agreement for the Village's contribution and also presented the current view on the implementation of automatic water meter reading in the Village. VI. Other Business Chief of Police John Dahlberg presented the details of the Police Departments request to purchase nine 2013 Ford Utility Police Interceptors to replace vehicles being retired. The choice is more complicated than in the past due to the discontinuance of the prior Crown Victoria model which was for years the standard police vehicle. Finance Chairman, Vincent Grochocinski thanked retiring Chief of Police John Dahlberg for his contributions to the deliberations of the Finance commission over the years. VII. Adjournment Trustee Paul Hoefert made a motion to adjourn which was seconded by trustee Arlene Juracek. The motion carried and the meeting was adjourned at 9;03 p.m. Respectively Submitted by Vincent Grochocinski Chairman Finance Commission