FINANCE COMMITTEE MEETING
Tuesday, June 28, 2011 – 6:00 p.m.
1. Call to Order & Roll Call
Committee Members: Chairman Steve Jasinski, Ald. Michalczyk, Jim Jasinski; & Others Present.
2. Approval of the Minutes: April 26, 2011.
3. Presentation of monthly unaudited Treasurer’s Report for FY ending April 30, 2011 & for one month ended May 31, 2011.
4. Presentation of quarterly Investment Report.
5. Consider recommendation to authorize staff to draft a RFP for custodial services.
6. Discussion item related to Casa de Montecristo engineering fees.
7. Discussion item related to Flaunt, a new hair salon, at 26 E. Plainfield Rd.
8. Consider recommendation to authorize staff to enter into an agreement with DreamCo Design for a not-to-exceed fee of $3,000.
9. Discussion item related to providing electronic document transmission to elected officials.
10. Consider recommendation to amend stenographer compensation schedule.
11. Other Business.
MINUTES OF THE FINANCE COMMITTEE MEETING
CITY OF COUNTRYSIDE – CITY HALL
JUNE 28, 2011 – 6:00 P.M. CHAMBER ROOM
1. The meeting is called to order at 6:00 P.M. Present: Chairman Steven Jasinski, Alderman Karen Michalczyk. Also present: Mayor Ed Krzeminski; City Clerk Sharon Sweeney; Alderman James Jasinski; Alderman Sean McDermott; Alderman Bob Pondelicek, Alderman Wayne Straza; City Administrator Gail Paul; Assistant Administrator Sharon Peterson; Finance Director Steven Drazner; Casa De Montecristo representatives.
APPROVAL OF THE MINUTES
2. The minutes of April 26, 2011 were tabled. Clarification is needed on who is allowed to approve the minutes due to the change of elected officials.
PRESENTATION OF MONTHLY UNAUDITED TREASURER’S REPORT FOR FY ENDING APRIL 30, 2011& FOR ONE MONTH ENDED MAY 31, 2011
3. F.D. Drazner presented the Treasurer’s Report ending April 30, 2011. It was reported this is an unaudited report and the amounts are subject to change. Most of the funds are on target with the exception of a deficit in fines & penalties of $150,000.Mayor Krzeminski reported the emergency telephone fund balance of $694,950 seemed high. F.D. Drazner reported a capital project will reduce this fund by $145,000 in the upcoming year. No funds can be transferred from this account, but the funds can be used for equipment and dispatcher salaries. F.D.Drazner prepared an analysis of this account and will report the results back to the committee.
PRESENTATION OF QUARTERLY INVESTMENT REPORT
4. As of April 30, 2011, the city has approximately $10.6 million in CD’s, Illinois Metropolitan Investment Fund (IMET) and Illinois Funds. The amounts invested in the two State pool programs are both liquid and considered safe. All CDs purchased are for amounts below the FDIC limit. Due to the extremely low interest rates staff does not recommend to renew the CDs with a maturity date of May 5, 2011.
Treasurer Jasiniski directed F.D. Drazner to ensure all of the funds in CDs are covered by the FDIC.
CONSIDER RECOMMENDATION TO AUTHORIZE STAFF TO DRAFT A RFP FOR CUSTODIAL SERVICES
6. Assistant Administrator Peterson requested authorization to draft a Request for Proposal (RFP) for custodial services. The current contract with Alpha Maintenance Services expires June 30, 2011. The current amount of the contract is $23,820. The committee members recommended authorization for staff to draft a RFP for custodial services.
DISCUSSION ITEM RELATED TO CASA DE MONTECRISTO ENGINEERING FEES
7. Casa De Montecristo opened for business in February 2010. During the construction period there were grading issues City Engineer, John Fitzgerald addressed by review of plans and on site visits. The City was charged for these engineering services. These fees are a pass through charge that the City charges the business or homeowner. Mr. Khalil of Casa De Montecristo requested the City waive $3,500 of the $4,106.75 owed to the City in engineering fees. Mr. Khalil paid $3,500 in engineering fees and landscaping to correct the flooding problem. Mr. Mike Khalil requested the committee keep in mind the $100,000 in sales tax the company brought to Countryside over the last year. Correcting the grading issue helped the flooding problem of the residents in the unincorporated area behind Casa De Montecristo. Cook County Commission Tobolski and Cook County President Preckwinkle will be contacted to inform them the flooding problem was alleviated due to the grading correction.
The committee members recommended $3,500 be waived and Casa De Montecristo to pay the City $606.75 in engineering fees.
DISCUSSION ITEM RELATED TO THE FLAUNT, A NEW HAIR SALON AT 26 E. PLAINFIELD ROAD
8. Flaunt, a new hair salon located at 26 E. Plainfield Rd applied for a permit for an interior build out. The permit cost was $100 and $100 for zoning. The cost from TPI for the Commercial plan review was $781.50. Ald. Straza requested returning $200 to the business because the cost of $981.50 is excessive for a small interior build out. TPI fees will be reviewed at a future Infrastructure meeting.
The committee members recommended refunding $200 to Flaunt Hair Salon.
CONSIDER RECOMMENDATION TO AUTHORIZE STAFF TO ENTER INTO AN AGREEMENT WITH DREAMCO DESIGN FOR A NOT-TO-EXCEED FEE OF $3,000
9. F.D. Drazner explained the City Council previously approved staff to enter into an agreement with World Data Systems (WDS) as its merchant processor for credit card payments. In order to accept online credit card payments, the City must hire a programmer to create a secure payment gateway screen on the City’s website. World Data Systems referred and recommended the City engage the services of DreamCo Design LLC. The services provided by DreamCo Design would be a one-time fee.
Committee members recommended the authorization of staff to enter into an agreement with DreamCo Design not to exceed a fee of $3,000 and requested the cost and user rate of credit card payments in 6-months.
DISCUSSION ITEM RELATED TO PROVIDING ELECTRONIC DOCUMENT TRANSMISSION TO ELECTED OFFICIALS
10. F.D. Drazner was directed to explore the possibility of going paperless by distributing all packets and information electronically to elected officials. Laptops and iPads were two options discussed with the city’s IT representative, Troy Carrigan of Merging Technologies. The cost to purchase nine laptops is approximately $6,615 compared to approximately $6,200 for iPads. The cost of the laptops is slightly higher than the iPads, but the laptops would offer greater flexibility, software compatibility and pre-installed software.
CONSIDER RECOMMENDATION TO AMEND STENOGRAPHER COMPENSATION SCHEDULE
11. Fran Prokop, the city’s stenographer for the City Council, Economic Development Committee and the Plan/Zoning Board requested a rate increase in her fees for attending and transcribing the meeting. Ms. Prokop requested an increase from $200 to $250 for attendance and transcription for all regular meetings, for executive meetings up to 30 minutes $50 and executive meetings over 30 minutes $100.
The committee members recommended approval of the proposed increase in the stenographer’s fees.
12. No further discussion. Motion and seconded to adjourn at 7:25 p.m.
Steven Jasinski, Chair