Finance Committee and InsuranceApril 22, 2013 Print

AGENDA

FINANCE COMMITTEE MEETING

Monday, April 22, 2013 – 6:30 p.m.

Council Chamber Room

1. Call to Order & Roll Call.

Committee Members: Chairman Steve Jasinski, Ald. Karen Michalczyk, Sean McDermott, Scott Musillami; Finance Director Steve Drazner

2. Approval of Minutes: March 25, 2013.

3. Presentation of monthly Treasurer’s Report for period ended 3-31-13.

4. Informational item on GFOA Certificate of Achievement Award to City.

5. Discussion item on supplemental Appropriation Ordinance for FY13.

6. Discussion item on Legal Notice price quotes.

7. Discussion item on CBA Carnival location and City contribution.

8. Discussion item on Printing Services RFP.

9. Information item on FY14 Budget Ordinance for Adoption.

10. Other Business.

11.Adjourn

MINUTES OF THE FINANCE COMMITTEE MEETING
CITY OF COUNTRYSIDE – CITY HALL
APRIL 22, 2013 – 6:30 P.M. COUNCIL CHAMBER ROOM
1. The meeting called to order at 6:00 P.M. Present: Chairman Steve Jasinski; Alderman Sean McDermott; Alderman Karen Michalczyk, Alderman Scott Musillami, Finance Director Steve Drazner. Also present: Mayor Edward Krzeminski; City Clerk Sharon Sweeney; Alderman James Jasinski; Alderman Bob Pondelicek, Alderman John Von Drasek; City Administrator Gail Paul; Assistant Administrator Sharon Peterson, City Planner Bryan Swanson; Accountant Meiling Lieu; ESDA Director Steve Norman.
APPROVAL OF MINUTES
2. The minutes of March 25, 2013 were approved as submitted.
PRESENTATION OF MONTHLY TREASURER’S REPORT
3. Finance Director presented the Treasurer’s Report for the period ended March 31, 2013. There were no questions.
INFORMATIONAL ITEM ON GFOA CERTIFICATE OF
ACHIEVEMENT AWARD TO CITY
4. For the sixth consecutive year the City of Countryside has been notified that it will be receiving a Certificate of Achievement Award for Financial Reporting Excellence.
DISCUSSION ITEM ON SUPPLEMENTAL ORDINANCE
5. Special circumstances resulted in the City spending over the original appropriated amounts in certain Funds. This thus requires that City Council adopt a supplemental appropriation ordinance prior to the conclusion of the current fiscal year. Fin. Dir. Drazner distributed a memo detailing the supplemental appropriations with explanations for an additional $900,000 in the General Fund and $4,240,000 in the Commercial TIF Fund.
The committee recommended adoption of the supplied supplemental appropriation ordinance.
DISCUSSION ITEM ON LEGAL NOTICE PRICE QUOTES
6. Staff researched various newspapers on prices for legal printing services. It was determined The Doings newspaper rates are the lowest. Staff recommended remaining with The Doings for legal printing services. The committee concurred.
DISCUSSION ITEM ON CBA CARNIVAL LOCATION AND CITY CONTRIBUTION
7. The committee reviewed the CBA’s request to use City Park, June 27 through June 30 for a carnival. The CBA also requested to utilize the remaining funds in the 2013 budget and the appropriated amount in 2014 fiscal budget as a city sponsorship/contribution for the carnival of $38,000. They also requested all permit fees be waived.
The committee concurred with the recommendations.
DISCUSSION ITEM ON PRINTING SERVICES RFP
8. Staff presented a memo requesting authorization to send out RFP’s for printing services. The current contract expires April 30, 2013. RFP’s will not include cost for Recreation Guide or Christmas party mailing. It will include the cost for the Concert in the Park signs as well as containing the statement. The successful vendor will hold the prices for one year, the length of the contract will be three years. The vendor will agree to not to increase the prices more than the Chicago/Gary/Kenosha Consumer Price Index (CPI) every year.
The committee recommended proceeding with the RFP process for printing services.
INFORMATIONAL ITEM ON FY14 BUDGET ORDINANCE ADOPTION
9. The Proposed Budget was previously distributed. Fin. Dir. Drazner stated that the General Fund has a small surplus of approximately $25,000 while some other Funds have budgeted deficits primarily due to capital project expenditures, but all Funds have adequate reserves on hand to cover any budgeted shortfall. The detailed memo explains in detail how shortfalls are handled.
It was decided to adjust the proposed budget to increase the Operating Capital account in the General Administration Department by $25,000 to address some flooding issues. This revision will reduce the proposed budget surplus of $25,000 to zero. In addition, it was decided to reclass $37,596 from various budgeted accounts within the ESDA Department to increase the Police overtime budget. With those changes, the Committee concurred on bringing forth the FY14 budget with total expenses of $20,180,221 for formal adoption.
ADJOURNMENT
10. No further discussion. Motion and seconded to adjourn at 7:01 p.m.
Dated: ______________________ __________________________
Steven Jasinski, Chair