Special Meeting Board of Trustees

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Thursday, August 22, 2013 7:00 PM Lorraine G. Gerhardt Community Room Special Meeting Board of Trustees Village President Keith Giagnorio, Village Clerk Sharon Kuderna, Trustee Dan Whittington, Trustee Mike Fugiel, Trustee Reid Foltyniewicz, Trustee Peter Breen, Trustee Laura Fitzpatrick and Trustee Bill Ware Special Meeting Board of Trustees Minutes August 22, 2013 I Call to Order The Special Meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, August 22, 2013 in the Community Room of the Lombard Village Hall was called to order at 7:00 p.m. by Village President Keith Giagnorio. II Pledge of Allegiance The Pledge of Allegiance was led by Village President Keith Giagnorio. III Roll Call Present 7 - Keith Giagnorio, Sharon Kuderna, Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Peter Breen, and Laura Fitzpatrick Absent 1 - Bill Ware Staff Present: Director of Finance Tim Sexton Director of Community Development Bill Heniff Director of Public Works Carl Goldsmith Chief of Police Ray Byrne Deputy Chief of Police Tom Wirsing Deputy Chief of Police Roy Newton Fire Chief Paul DiRienzo Assistant Village Manager Nicole Aranas Executive Coordinator Carol Bauer Trustee Ware arrived at 7:04 p.m. IV Public Participation V Agenda 130401 FY 2014 Proposed Budget - Community Development Department Budget presentation of the FY2014 Community Development Department budget. Director of Finance Tim Sexton thanked the Board for attending the budget workshop covering the Community Development Department, the Legislative and Executive Departments and the Police Department. He spoke of staffing changes and the ERI buy-out offered to employees. He spoke of the savings that the Village would Village of Lombard Page 1 Special Meeting Board of Trustees Minutes August 22, 2013 benefit from with this program and other staffing changes. Director Sexton also spoke about risk management and how this is an on-going project. Director of Community Development Bill Heniff proceeded to give an overview of the proposed FY 2014 budget for the Community Development Department. He reported the overall budget is $1,504,380 which represents a 13.87% decrease from the 2013 amended budget. He noted that most of the department's costs are allocated to salaries and benefits for staff or contractors performing the department's services. He reported that a significant portion of the activities undertaken by the department are market driven by customers requesting services in the form of permits and/or development approvals. He indicated that in the 2012 calendar year, $1,088,576 was taken in by the department for such services. He felt for the calendar year 2013, the department was on track to collect about the same amount. In projecting the 2014 year, he noted that based on the these figures, approximately 72% of the department's budget would be covered by fees collected or the net cost of the division would be approximately $415,804. He stated that the only significant capital expenditure beyond general operational costs pertain to the proposed acquisition of field technology to logging and tracking inspection activities. Trustee Bill Ware: How much do we anticipate getting in fees for this year? Community Development Director Bill Heniff: Around $900,000 - $1,000,000. Trustee Peter Breen: Where do you see the savings? Community Development Director Bill Heniff: In positioning employees' hours and merge positions to cover certain duties and still meet all their goals. He talked about more hours for seasonal staff during the summer and pulling back hours in the winter. Trustee Peter Breen: Please explain increase from account Cost Center, Commodities, Operating Supplies Account # 255-20-73110 from $200.00 to $5,300? Community Development Director Bill Heniff: We plan on getting more technology out in the field like tablets. Field Officers will be better equipped in the field to answer residents questions. Also to help fix problems or situations immediately while still on the site. Trustee Peter Breen: Will this anticipate fewer staff hours? Community Development Director Bill Heniff: Not as much to cut staff hours but be able to be more efficient and less paper. Trustee Peter Breen: Please explain Printing and Binding? Community Development Director Bill Heniff: Door Hangers Trustee Peter Breen: Cost Center, Commodities, Operating & Village of Lombard Page 2 Special Meeting Board of Trustees Minutes August 22, 2013 Supplies Account #260-20-73110 from $3,500 to $10,350? Community Development Director Bill Heniff: More Technology - Trying to go paperless. Hopefully will have permits on-line so people can pay for permits on-line. Trustee Reid Foltyniewicz: Doing an excellent job with decreases. Trustee Laura Fitzpatrick: Agreed - doing an excellent job and thank you. 130402 Proposed Legislative and Executive Budgets FY2014 Budget presentation of the FY2014 Legislative and Executive Budgets. Assistant Village Manager Nicole Aranas proceeded to give an overview of the proposed FY 2014 Legislative and Executive Departments budgets. She noted that the budgets are about the same, but reflected changes due to personnel and retirements. Trustee Reid Foltyniewicz: Doesn’t feel we need to change the Village Trustee Conference room nobody really uses that room but the Board . Assistant Village Manager Nicole Aranas: It is to finish the remodel job from the front entrance so everything matches. Director of Public Works Carl Goldsmith: That line item is also for the Community Room to take the stage out and make the room more handicap accessible. The Trustee Conference room remodeling was to make the cabinets more accessible to everyone. Trustee Dan Whittington: That room is used for many other meetings not just the Trustees. President Keith Giagnorio: The cabinets are really high for anyone. Director of Finance Tim Sexton: The budget wasn’t finished with the splits. And we have many bad claims still pending from previous years. Trustee Peter Breen: Could we have a list of pending claims? Director of Finance Tim Sexton: Evolving process is something they’ve been working on. Will have a list of pending claims at next week's meeting. Trustee Peter Breen: Please get from all departments and put them Village of Lombard Page 3 Special Meeting Board of Trustees Minutes August 22, 2013 together. Assistant Village Manager Nicole Aranas: Each number is from a different department and the savings is from another year. Open claims we are still paying on. A final payoff from 2013 will be 2016 or 2017. It was a good idea that we joined the risk pool. Included in that is the accident and injury claims. Will save some money that way. Working on Individual training programs and emergency response vehicle training. Trustee Laura Fitzpatrick: Lot of money is spent in Miscellaneous Contractual line. Please break that up to show actual reasons. Trustee Peter Breen: What about in the Village Clerk Line - Part Time Wages? Assistant Village Manager Nicole Aranas: We have a part timer that comes out of the line. Trustee Peter Breen: Please explain account Village Clerk, Commodities, Operating Supplies Account #103-20-73110 from $600 to $800. Assistant Village Manager Nicole Aranas: Ordinances and Resolutions - paper supplies Trustee Peter Breen: That’s a 33% increase. Explain drop in Board-Fire & Police commission, Contractual Services, Other Prof/Tech Services Account #105-30-75350 $95,000 to $40,000? Acting Village Manager Tim Sexton: Not as many tests next year. Still have some but not as many because positions are being filled. Trustee Peter Breen: Museum/Peck House, Contractual Services, Property/Building Maintenance Account # 107-30-75610 from $7,650 - $9,000? Acting Village Manager Tim Sexton: We maintain them, employees salary and also comes out of Miscellaneous Contractual Obligations. Trustee Peter Breen: Executive, Legal Services, Contractual Services, Legal Services Account #130-108-30-75340 $405,900 to 430,500 where is $30,000? Assistant Village Manager Nicole Aranas: We already went over 2013 so we needed to raise it. Acting Village Manager Tim Sexton: We have a lot of negotiations with unions pending. Trustee Dan Whittington and Trustee Peter Breen: Human Resources, Contractual Services, Training & Travel Account # 130-109-30-75010 $2,700 to $6,590? Acting Village Manager: Annual Seminar is not in Chicago this year. Trustee Peter Breen: Hotel/Motel Grant Program, Contractual Village of Lombard Page 4 Special Meeting Board of Trustees Minutes August 22, 2013 Services, Dues & Subscriptions Account # 130-545-30-75020 and Miscellaneous Contractual Obligations? Acting Village Manager Tim Sexton: DuPage gets back 4%. Trustee Peter Breen: General Services, Administration, Contractual Services, Other Prof/Tech Account # 120-110-30-75350 $43,570 to $56,310? Director of Finance Tim Sexton: Annual physicals for fireman, police, vaccinations for staff, medical for public works and drug tests. Trustee Bill Ware: Can we split that to other departments? Trustee Dan Whittington: Why the increase from $43,570 to $56,310? Director of Finance Tim Sexton: The current provider was charging the wrong amount, quoted lower price. Now they charge what should have been charging so need to increase budget. Trustee Peter Breen: Liability Insurance Fund, General Services, Administration, Contractual Services, Insurance Premiums Account # 270-120-110-30-75510 From $79,420 to 90,900? Director of Finance Tim Sexton: New pool and brokerage fees. Trustee Reid Foltyniewicz: In general for all departments - Why don’t we look into an intergovernmental agreement with the park district, school and other public entities for buying supplies? We could save a lot of money if ordered together. Director of Finance Tim Sexton: Already has a meeting set up with School District 87. Also DuPage Mayors is looking into doing something in the same order already. 130403 Proposed Budget Police Department FY2014 Budget presentation of the FY2014 Lombard Police Department budget. Chief of Police Ray Byrne provided an overview of the proposed FY 2014 budget for the Police Department. He noted that the department was able to cut costs and still continue with programs by handling differently. Remember this budget was done before the Board meeting so it is based on six full time CSO’s not the part time positions that were discussed the other night. The greatest challenge they have is the building is very old, so hard to get parts very expensive to fix. Trustee Peter Breen: Do we need to be planning a savings account for maintenance? Director of Finance Tim Sexton: Won’t get to that point but maybe a Village of Lombard Page 5 Special Meeting Board of Trustees Minutes August 22, 2013 long term goal. Trustee Peter Breen: Do we have any big expenses this year? Police Chief Ray Byrne: Not at this time. Trustee Laura Fitzpatrick: Put the numbers together for us to consider. Director of Public Works Carl Goldsmith: We already are putting numbers together for CIP. Police Chief Ray Byrne: Something in the range for next two years. Trustee Laura Fitzpatrick: Notice going fine with the 4 frozen positions. Will be tough on hires and will keep calling for studies. Police Chief Ray Byrne: Asked for questions on line items? Trustee Bill Ware: Referred to the page with large chart FY14 Budget Request Summary asking why at 4.06%? Police Chief Ray Byrne: New World Director of Finance Tim Sexton: No more pension benefit enhancements - things are slowing down a little. Trustee Peter Breen:Police, Patrol Services, Commodities, Uniforms Account # 210-120-20-73120 $46,000 to $50,000 why the increase? Police Chief Ray Byrne: Hand guns Trustee Peter Breen: Police, Patrol Services, Contractual Services, Training & Travel Account # 210-120-30-75010 $40,000 to $47,350? Police Chief Ray Byrne: New World and records budget used mostly for training not travel so much. Trustee Peter Breen: Uniforms have gone up that much? Police Chief Ray Byrne: The number is contractual times the number of officers. Trustee Reid Foltyniewicz: Part time employees possibly? Police Chief Ray Byrne: Not sure of the increase will double check and let Board know. Trustee Peter Breen: Account number 140-20-73110 Operating supplies from $40,000 to $8,500? Police Chief Ray Byrne: They have new storage shelves, the kind in libraries now. Trustee Peter Breen: Operating supplies under Traffic Services Account # 170-20-73110 from $9,000 to $13,900? Police Chief Ray Byrne: The large road speed signs need software upgrades. Trustee Peter Breen: Under Traffic Services - Prof/Tech from $85,500-$87.000 Account #170-30-75350? Police Chief Ray Byrne: Andy Frain costs. Trustee Peter Breen: Operation Costs from $33,000 to $18,600 to $10,100 Account # 210-175-20-73110? Police Chief Ray Byrne: Just a place holder, we only spend what is in account. Trustee Peter Breen: Village events, Miscellaneous Contractual Account # 210-112-30-75770? Police Chief Ray Byrne: Andy Frain services for special events like Taste of Lombard. Village of Lombard Page 6 Special Meeting Board of Trustees Minutes August 22, 2013 Trustee Peter Breen: We do get reimbursed for that right? Director of Finance Tim Sexton: Yes we are being reimbursed - working on that now. Trustee Peter Breen: Account 192-30-75350 other Prof/Tech $9,700 to $0? Police Chief Ray Byrne: Place holder - if not there then we don’t spend it. Trustee Peter Breen: Insurance cost? Director of Finance Tim Sexton: The formal resolution is coming to the Board at next meeting on September 5th. 3.8% is related to Obamacare. Trustee Bill Ware: How much does the employee pay? Director of Finance Tim Sexton: For single employee they pay 10% and for family they pay 65%. Seen over time the employees share almost 20%. Compared to other villages and cities they pay 10% to 15%. Are employees pay more. Present 8 - Keith Giagnorio, Sharon Kuderna, Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Peter Breen, Laura Fitzpatrick, and Bill Ware VI Adjournment A motion was made by Trustee Reid Foltyniewicz, seconded by Trustee Bill Ware, that the Special Meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, August 22, 2013 in the Community Room of the Lombard Village Hall be adjourned at 8:26 p.m. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Peter Breen, Laura Fitzpatrick, and Bill Ware Village of Lombard Page 7