FINANCE COMMITTEE MEETING
Monday, March 26, 2012 – 6:00 p.m.
I. Call to Order & Roll Call.
Committee Members: Chairman Steve Jasinski, Ald. Karen Michalczyk, Sean McDermott, Scott Musillami; Finance Director Steve Drazner
II.Approval of the Minutes: February 27, 2012.
III.Presentation of Monthly Treasurer’s Report for February 2012.
IV.Discussion item related to contribution for Rotary Club Diamond Achievement Award.
V.Discussion related to draft of FY13 Proposed Budget and further amendments.
VI.Update on results of Electric Aggregation Referendum and discussion on use of a consultant.
VII. Informational item only on GFOA Certificate of Achievement Award.
VIII. Discussion item related to printing contract.
IX. Other Business.
X. Adjourn to Executive Session to discuss personnel.
MINUTES OF THE FINANCE COMMITTEE MEETING
CITY OF COUNTRYSIDE – CITY HALL
MARCH 26, 2012 – 6:00 P.M. COUNCIL CHAMBER ROOM
1. The meeting is called to order at 6:00 P.M. Present: Chairman Steven Jasinski, Alderman Karen Michalczyk, Alderman Sean McDermott, Alderman Scott Musillami.
Also present: Mayor Ed Krzeminski; City Clerk Sharon Sweeney; Alderman James Jasinski; Alderman Bob Pondelicek, Alderman John VonDrasek; City Administrator Gail Paul; Assistant Administrator Sharon Peterson; Finance Director Steven Drazner; DPW Superintendent Jim Essig.
APPROVAL OF MINUTES
2. The minutes of February 27, 2012 were approved with one change. Mr. Drazner should be replaced with Mayor Krzeminski in section three, where it was mentioned who inquired about transferring funds from IL Funds to IMET.
PRESENTATION OF MONTHLY TREASURER’S REPORT FOR FEBRUARY 2012
3. Fin. Dir. Drazner reported there was not much change from last month report, but the December sales tax was stronger than expected. The city receives sales tax approximately two months after it is collected.
DISCUSSION ITEM RELATED TO CONTRIBUTION FOR THE ROTARY CLUB DIAMOND ACHIEVEMENT AWARD
4. Chairman Jasinski stated he is a member of the Rotary Club. In the past the city has donated $2,500 to the the Diamond Achievement Award which recognizes the most academically improved Lyons Township High School students measured from the end of the first semester last year to the end of the first semester of this year. Mayor Krzeminskicommented that although this is a commendable program which is good for the children, the recipient is not always a Countryside resident. Surrounding communities should be solicited to donate.
The committee member’s recommendation is to donate $2,000 to the Rotary Club program.
DISCUSSION RELATED TO DRAFT OF FY13 PROPOSED BUDGET AND FURTHER AMENDMENTS
5. Fin. Dir. Drazner provided the committee members with a financial overview spreadsheet. The Hotel/Motel fund has a large deficit due to three street re-surfacing projects and the Sewer fund deficit is due to a budgeted lift station capital project. Fin. Dir. Drazner commented that he would be comfortable increasing the budgeted municipal sales tax revenue by up to $300,000 if it is needed after final expenditure adjustments to balance the fund.
One item not included in the proposed budget at this point are new city signs. A total of $6,000 for this expense will be added to the Hotel/Motel Fund’s budget for next year. In addition, Administrator Paul commented that no salary adjustments have yet been budgeted for non-union employees.
DPW Superintendent Essig presented three options for the replacement of the city signs. The first option to replace only the logo portion of the sign; the poles are in good condition, but the paint that is worn off the logo. The cost for the first option is $641 per sign. There are eight signs that need replacement for a total $5,133. The second option is a larger sign with different hardware and a different type of logo for a cost of $4,850 per sign. The third option is a monument type sign at a cost of $6,898 per sign.
The committee member’s recommendation is to approve option one for a total cost of $5,133 for eight signs and paint the poles white.
UPDATE ON RESULTS OF ELECTRIC AGGREGATION REFERENDUM AND DISCUSSION ON USE OF A CONSULTANT
6. On the March 20, 2012 a referendum was placed on the ballot which asked the voters if approved the City of Countryside have the authority to arrange for the supply of electricity for its residential and small commercial retail customers who have not opted out of such program. The referendum was approved by a narrow margin of 51 percent.
The city has two options to proceed with electric aggregation for its residents and small business. The first option is to use the services of a consultant for the bidding and general administration of the program. The second option would be for the city to not use the services of a consultant and bid out independently on its own.
Staff conducted a survey of other communities that had their referendums approved and m use Northern Illinois Municipal Electric Collaboration (NIMEC) as their consultant for the program.
The committee members recommended using NIMEC as the city’s consultant for the electric aggregation program. FD Drazner will bring forth the NIMEC consulting agreement to the next Council meeting for approval.
INFORMATIONAL ITEM ONLY ON GFOA CERTIFICATE OF ACHIEVEMENT AWARD
7. Chair Jasinski congratulated Finance Director Drazner and the accounting staff for receiving the Certificate of Achievement Award for Financial Reporting Excellence. The Governmental Finance Officer Association (GFOA) awarded this certificate to the city for the fifth straight year.
DISCUSSION ITEM RELATED TO PRINTING CONTRACT
8. Asst. Admin. Peterson explained the current contract with Infinity Signs for the annual printing contract will expire April 30, 2012. The existing contract is for $29,491.65. The contract states the successful printing company will hold the prices for a minimum of one year, with an option at the city’s discretion to extend the contract another year.
Ald. Pondelicek recommended going out to bid because prices are competitive.
The committee members recommended extending the printing contract with Infinity Signs for an additional year as long as the prices remain the same.
9. Fin. Dir. Drazner updated the committee on the status of the proposed amendments to the Flagg Creek Golf Course agreement. During a meeting with Pleasantdale Park District representatives, Katherine Parker and attorney Mike Cainkar, several changes were made to the proposed intergovernmental agreement including revising the agreement to permit the park district to continue hiring the auditor and overseeing the financial audit of the golf course. City staff made the requested changes to the agreement and returned it to the Park District for their review, but it was commented by Mr. Cainkar that the park district did not feel updating the agreement at this time was a priority. It was then noted that the Flagg Creek audit for the fiscal year ended April 30, 2011 has still not been completed. The normal completion deadline for such audit is six months after fiscal year end, or by October 31th of each year.
10. Admin. Paul stated the budget will be updated to reflect the change in the sales tax revenue and the expense of the new city signs. A public budget hearing will be held on April 11, 2012 so any changes to the budget need to be completed as soon as possible.
11. No further discussion. Motion and seconded to adjourn at 6:37 p.m
Dated: ______________________ __________________________
Steven Jasinski, Chair