FINANCE COMMITTEE MEETING
Monday, January 30, 2012 – 6:00 p.m.
1. Call to Order & Roll Call.
Chairman Steve Jasinski, Ald. Michalczyk, Sean McDermott, Scott Musillami, Steve Drazner
2. Approval of the Minutes: November 29, 2011.
3. Presentation on FOIA and Open Meetings Act by Raysa & Zimmermann
4. Discussion item only regarding email forwarding – Troy Carrigan
5. Recommendation to hold a one day electronics recycling event Spring 2012.
6. Discussion item regarding PILOT fee for TLC Hand Car Wash, LLC.
7. Presentation of Monthly Treasurer’s Report for November and December, 2011.
8. Discussion item for Other Funds FY13 budget requests
9. Other Business.
MINUTES OF THE FINANCE COMMITTEE MEETING
CITY OF COUNTRYSIDE – CITY HALL
JANUARY 30, 2012 – 6:00 P.M. COUNCIL CHAMBER ROOM
1. The meeting was called to order at 6:02 P.M. Present: Alderman Sean McDermott, Chairman Steven Jasinski (arriving at 6:09 pm); Absent: Ald. Michalczyk. Also present:
Mayor Ed Krzeminski; City Clerk Sharon Sweeney; Alderman Jasinski,
Pondelicek, VonDrasek; City Administrator Gail Paul; Assistant Sharon Peterson; Finance Director Steven Drazner; Asst. Adm. Peterson; Police Chief Ruth (6:05 pm); DPW Essig, Dep.Clerk Bartelt; ESDA Director Steve Norman.
APPROVAL OF MINUTES
2. The minutes of November 10, 2011 were tabled pending further review.
PRESENTATION ON FOIA AND OPEN MEETINGS ACT BY RAYSA & ZIMMERMAN
3. Atty. Jeff Stein gave a power point demonstration on the new rules concerning private emails and text messages as it relates to FOIA and public records. Important points were raised, namely, all elected and appointed officials are required to pass a test given by the Attorney General’s office and supplying the Clerk’s Office with certificate of passing within the year; all public records should be stored on the City’s server; and private emails should be kept separate from City email.
Atty Stein proceeded to speak on the Open Meeting Act basics reviewing noticing, gathering, and a quorum. Questions were taken and answered.
DISCUSSION ON E-MAIL FORWARDING
4. Troy Carrigan, the City’s IT consultant, spoke briefly on the importance of using the City’s created email addresses instead of personal email addresses in order to comply with the States FOIA and OMA act. He would assist anyone present with their electronic transferring emails.
A ONE-DAY ELECTRONICS RECYCLING EVENT – SPRING 2012
5. Finance Director Drazner presented the background leading up to the selection of the companies that can perform a recycling event. After contacting five companies, three were followed up on and Sims impressed him with their customer service and professional manner. It was the committee’s consensus to recommend Sim’s as the vendor to use for this event. There is no charge to the City and we will provide a nearby location on city owned property. We can advertise through the City’s website, newsletter, water bill announcements and provide signage for promotion. The committee agreed to proceed with a date of May 19.
PILOT FEE FOR TLC HAND CAR WASH, LLC
6. Finance Director Drazner outlined the circumstances which is prompting the owner of TLC Hand Car Wash at 5640 La Grange Road to request either a partial or full waiver of the PILOT fee agreement. He stated that the business is currently 3 months behind paying the PILOT payments. He has substantiated the position by reviewing the unaudited financial statements. The Committee’s consensus was to waive the outstanding $4500 and suspend any PILOT fee payments through the end of May, 2012. This will be subject to council approval at the 2-8-12 meeting. It will be re-assessed after that period.
TREASURER’S REPORT FOR NOVEMBER & DECEMBER, 2011
7. Finance Director Drazner presented the reports for the past two months. He pointed out that revenues are up slightly due to stronger than expected sales tax. Expenses shown are at a scheduled pace.
DISCUSSION OF OTHER FUNDS – FY13 BUDGET
8. Asst. Adm. Peterson noted that the MFT Fund had $169K in Revenues, and no street projects were planned for FY’13. This will allow funds to accumulate for street projects in FY14. During the review of the Hotel/Motel Fund, she stated that expenses in the Hotel Fund for FY13 remained fairly consistent with those budgeted in FY12. There was some discussion about re-budgeting another $48,000 for CBA billboard advertising and the previously agreed upon amount of $768,000 budgeted as an interfund transfer out to the General Fund for street resurfacing projects. Adm. Paul also pointed out that the City paid Serafin approximately $120,000 and now the billboards cost is down to $48,000. She also stated that Richard Fisher put his own billboard up. Finance Director Drazner stated he is working with the CBA to supply them with past history of expenses involved for the carnival planned. Additional information on this should be available for continued discussion at the next committee meeting in February.
9. The Police Chief reviewed the 9-1-1 Fund. He reviewed in detail the proposed budgets for several capital projects eligible to be paid out of the 911 Fund. Some of the major proposed capital projects include a server replacement, portable radios, CAPERS mobile CAD, mobile vision equipment, and camera replacements.
Chief Ruth also discussed the proposed budget in the Drug Forfeiture Fund, noting that three vehicle replacements would be eligible to be paid out of this Fund. . He also added the salary of one police officer (HIDA)and overtime was budgeted in this Fund, as well as improvements to the police station and other eligible capital projects.
10. Adm. Paul stated that in the TIF Fund, $3 million was spent and $2 million will be spent this year. Next year $1.8 mm will equal the $5 million loan. She further stated that the detention will be due on 5-31-12. The bulk of the work will be completed 4-30-12. Further the engineer’s site plan on Hooters for phase 2 will be bid out in Spring. Hooters is moving fast. The City’s intention is to close in May.
Adm. Paul summarized the actions taken by the South Lyons Sanitary District and stated that the City will pay for all permit fees, as is customary, and will follow up with Tom Huer on the project.
11. DPW Essig presented the Water Fund and stated that the regular, routine type of expenses have remained consistent with FY12. Non-routine capital expense of $525,000 has been budgeted in the Fund for water main replacement at Joliet and LaGrange Rd. Regarding the Sewer Fund, $220,000 has been proposed to replace the lift station. . FD Drazner also noted that the new water rates have already been reflected in the Water budget revenue. A small adjustment would be needed though to adjust the water purchase expense for the anticipated 15% increase next calendar year.
12. Chairman Jasinski thanked the Committee for agreeing to change the schedule of the committee meetings to the fourth Monday of each month.
13. No further discussion. Motion and seconded to adjourn at 7:50 p.m.
Dated: ______________________ __________________________
Steven Jasinski, Chair