Special Meeting Board of Trustees

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Thursday, August 29, 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 29, 2013 I Call to Order The Special Meeting of the President and Board of Trustees of the Village of Lombard was called to order by Village President Keith Giagnorio at 7: 30 p.m. Thursday, August 29, 2013 in the Community Room of the Lombard Village Hall. II Pledge of Allegiance Village Clerk Sharon Kuderna led the Pledge of Allegiance. 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: Village Manager David Hulseberg Director of Finance Tim Sexton Assistant Finance Director Jamie Cunningham Director of Community Development Bill Heniff Director of Public Works Carl Goldsmith Assistant Director of Public Works Dave Gorman Chief of Police Ray Byrne Fire Chief Paul DiRienzo Assistant Fire Chief Jerry Howell Battalion Chief Martin Coomes Battalion Chief Ray Kickert Battalion Chief Art Peters Utilities Superintendent Angela Podesta Assistant Village Manager Nicole Aranas Executive Coordinator Carol Bauer IV Public Participation V Agenda 130406 FY 2014 Proposed Budget - Finance Department and General Services Proposed FY 2014 budget for the Lombard Finance Department and General Services. Village of Lombard Page 1 Special Meeting Board of Trustees Minutes August 29, 2013 Village Manager Hulseberg noted that there would be three budget presentations given. Director of Finance Tim Sexton provided an overview of the proposed FY 2014 budget for the Finance Department and General Services. Trustee Breen: General Fund, Finance, Administration, Personnel Services, Regular Wages 101-170-110-10-71110 Increase from $271,030 to $305, 680 #1 Director Sexton: Will be reallocated because of retirements. Trustee Fitzpatrick: Cost savings seen somewhere down the line? Director Sexton: Not sure in money savings. In customer services and such. Will be able to pay waterbill on line. Trustee Fitzpatrick: Tried to pay on line for years. Easier to debit checking account. What's more expensive? Director Sexton: Actually costs more to pay on line. Most efficient is having come right out of checking account. Cheaper to pay manually instead of on line. Trustee Breen: #2 General Fund, Finance, Accounting & Financial Services, Contractual Services, Training and Travel 410-30-75010 $5,130 to $5,150 Director Sexton: New World Trustee Foltyniewicz: #3 Customer Service/Licensing, Contractual Services, Misc. Contractual Obligations, 415-30-775770 $310 to $0 Director Sexton: Taxi Program and $34,000 vehicle stickers eliminated. Trustee Breen: #4 Customer Service/Licensing, Information Technology, Personal Services, Regular Wages from $193,420 to $68,000 Village Manager Hulseberg: Taking IT position and bringing in a lower line person. Cost effective move. Director Sexton: Savings is $59,000. Village Manager Hulseberg: No pension. Trustee Fugiel: #5 Information Technology, Commodities, Technology Equipment $47,800 to $108,600. Director Sexton: For back-up computer. Keeps backup for police and fire. Could access information but not input information. This is for a new generator. Hulseberg: 30 more surge protectors Trustee Foltyniewicz: what about the $75,000 Director Sexton: $9,000 fire wall, $4,600 server upgrade and video on website, $5,000 high level of security on our system. Trustee Whittington: #6 Information Technology, Contractual Services, Computer Services 420-30-75320 $328,000 to $449,880 Director Sexton: offset the technology Trustee Breen: #7 Finance, Village Events, Contractual Services, Computer Services, 170-112-30-75320 Village of Lombard Page 2 Special Meeting Board of Trustees Minutes August 29, 2013 $31,770 to $31,320 Director Sexton: upgrade technology Trustee Breen: #8 Finance, Utility Billing & Acct. Maint., Personal Services, Regular Wages 170-425-10- 71110 $171,390 to $140,400 Director Sexton: Customer Service Supervisor Trustee Breen: #9 Finance,, Utility Billing & Acct. Maint., Personal Services, Contractual Services, Computer Service 170-425-30-75710 $2,200 to $1,800 Director Sexton: New World monthly billing decided to hold off. Still budget in here for additional conversion costs. Trustee Foltyniewicz: #10 Technology Reserve Fund, Technology, Technology Reserve, Commodities, Technology Software 640-840-840-20-73910 $190,500 to $0 Director Sexton: New World Software bought last year. No need to purchase again. Trustee Fitzpatrick: #11 Cost Center Total 425 - Utility Billing & Account Maintenance $400,670 to $327,743 Director Sexton: biggest resident complaint is water bill Is charged every other month instead of monthly. President: Can we change to monthly instead of every two months? Director Sexton: For someone physically going out to read meters, cost would double if we go monthly instead of every two months. With new software we know daily what is being used. One of the biggest complaints is that we aren’t monthly. It’s easier to budget monthly. Director Hulseberg: We can detect a leak easier this way with new system. Trustee Fitzpatrick: asked Director Sexton if he is ok with current staff when he is Acting Village Manager? If going to be a strain? Director Sexton: Going to be hard but trying to stay with current staff. 130407 FY2014 Proposed Budget - Public Works Department Proposed FY 2014 budget for the Lombard Public Works Department Director Goldsmith provided an overview of the proposed budget. Questions: Trustee Foltyniewicz: #1 General Fund, General Services, Buildings, Commodities, Operating Supplies 101- 120-113-20-73110 $14,000 to $16,700 Director Goldsmith: Employees new safety clothes: Trustee Foltyniewicz: #2 Why the increase General Services, Village of Lombard Page 3 Special Meeting Board of Trustees Minutes August 29, 2013 Buildings, Commodities, Electric 120-1 13-20- 73610 $65,000 to $84,000. Village Manager Hulseberg: Estimated what we will be at the end of this year. Director Sexton: We only pay electricity on our heating months not air conditioning months. When we changed we lost the difference. We were reimbursed for difference. Director Goldsmith: The cabinets in the Board Room. Trustee Whittington: #3 General Services, Buildings, Contractual Services, Property/Building Maint. 120-113- 30-756 10 $57,680 to $80,750. Director Goldsmith: Cleaning services we had to hold off before and 20,000 will be removed by next meeting. Trustee Breen: #4 General Services, Building, Contractual Services, Repairs & Improvements $15,600 to $20,000. Director Goldsmith: HVAC repairs. and Generator repairs. Place holder. Trustee Breen: #5 Public Works, Administration, Contractual Services, Equipment Service $480 to $1,600 Director Goldsmith: Back up system for power supplies Trustee Foltyniewicz: #6 budgeted low? Public Works, Buildings, Contractual Services, Property/Building Maint. 270-1 13-30-75610. $35,000 to $22,850 Director Goldsmith: Reductions in miscellaneous painting and decreases in last year. A lot of maintenance is being done in house. Trustee Fugiel: #7 Public Works, Buildings, Contractual Services, Repairs & Improvements 270-113-30-75620 $19,500 to $21,500 to $10,500 Director Goldsmith: Same as above Village Manager Hulseberg: Gauging where we are at, and address problems now rather than waiting for something to happen. Trustee Foltyniewicz: #8 Public Works, Street Maintenance, Personal Services, Overtime wages 270-310-10- 71140 $16,000 to $11,000 Village Manager Hulseberg: Just don’t know what is going to happen with weather so may need to help now. Trustee Whittington: #9 Public Works, Street Maintenance, Contractual Services, Rentals 270-310-30-75720 $1,500 to $12,800 Director Goldsmith: Rental of a free loader. We needed a free loader for north side of town for salt bin cost better to rent than buy. Trustee Breen: #10 Public Works, Street Maintenance, Traffic Signals/Signs/Markings, Personal Services, Village of Lombard Page 4 Special Meeting Board of Trustees Minutes August 29, 2013 Regular Wages, 270-320-10-71110 $67,710 to $74,770 Trustee Fugiel: #11 Public Works, Street Lighting, Commodities, Electric, 270-315-20-73610 $230,000 to $280,000 Village Manager Hulseberg: New lights, LEDs Trustee Breen: #12 Public Works, Street Maintenance, Contractual Services, Equipment Service 270-320-30- 75730 $91,360 to $103,300 Director Goldsmith: IGAs that we currently have. Contractual Obligations that we have Traffic Signals. We had a number failing. Trustee Breen; #13 Public Works, Urban Forestry & Landscaping, Contractual Services, Other Prof/Tech Services 270-325-30-75350 $134,580 to $139,580 Director Goldsmith: For trees and plant beds and landscaping. Trustee Breen: #14 Public Works, Urban Forestry & Landscaping, Contractual Services, Trfr to Fleet services O&M 270-325-30-76010 $22,760 to $23,760 Director Goldsmith: Possibility of buying new vehicles and loaders. Trustee Breen: Why aren’t the contributions being made all the way through. Director Goldsmith: Typically they are, but we smooth them out. Trustee Fitzpatrick: #15 Public Works, Urban Forestry & Landscaping, Contractual Services, Trfr to Fleet services Reserve, 270-325-30-76011 $34,460 to $54,470 Director Goldsmith: To date with Emerald Ash disease 960 total trees are to be removed. To date we have taken 600 trees. Should continue for the next 5 to 6 years. Can’t replace fast enough due to funding. Spacing requirements are made for integrity of trees. Trustee Fitzpatrick: Letter to go out to residents as to why we are removing the tree? Director Goldsmith: A letter goes out when tree is marked. But a date is not given because it depends on trees and some need to come down sooner than others depending on how bad the tree is. We do have a plan in place. We have removed the trees best we can. President Giagnorio: Put on website or Pride explaining what is going on. Director Goldsmith: will have something on website tomorrow. Village Manager Hulseberg: Emerald Ash effects the tree and can just fall. That is why we need to get them down. Trustee Foltyniewicz: Did we ever try any treatments Director Goldsmith: Tried a couple of years ago but it wasn’t successful. Trustee Foltyniewicz: Put that in Pride as well so residents know we Village of Lombard Page 5 Special Meeting Board of Trustees Minutes August 29, 2013 already tried. Village Manager Hulseberg: The residents need to remove infected Emerald Ash Trees on private property. Trustee Fugiel: Also in Pride put water rates too. Trustee Breen: When did we start use spacing requirements on the trees. Director Goldsmith: about 15 to 16 years. Trustee Whittington: #16 Public works, Grants, Contractual Services, Misc. Contractual Obligations 270-118- 30-75770- Great job Trustee Breen: #17 Public Works Engineering Administration, Contractual Services, Engineering, 270-330-30- 75410 $13,000 to $9,000 Director Goldsmith: requirement from out of state for Great Western Bridge. Surveying services also goes into that line. Won’t need as much because Bridge is finished. Village Manager Hulseberg: Amended budget so amended again. Trustee Fitzpatrick: #18 Public Works, Village Events Total 270-112 $200,102 to $306,050 to $357,350 to $327,600 Seems to be all over the place? Director Goldsmith: Hard to predict - Maintenance in the community. Trustee Fitzpatrick: #19 Public Works, Risk Management total 270-116 $71,470 to $206,550 to $211,960 Director Sexton: Misleading, Insurance Premiums are spread out in the accounts. Until we have history we are just estimating. Village Manager Hulseberg: Better historical down the road. You will see better numbers. Trustee Breen: Why is tree and stump stuff named village events? Director Sexton: that is what the name was from many years ago - never changed it. Director Goldsmith: we are looking for a better way to present that. Trustee Breen: #20 Public Works, Water & Sewer Administration, Commodities, Operating Supplies 270-350- 20-73110 $5,670 to $7,600 Director Goldsmith: Office supplies for staff comes out as well. Trustee Breen: #21 Public Works, Water & Sewer Administration, Contractual Services, Computer Services, 270-350-30-75710 $0 to $24,550 Director Goldsmith: New World and GIS system. Upgraded licenses so no one was locked out. Trustee Breen: #22 Public Works, Water Pumping & Treatment, Personal Services, Regular Wages, 270-355- 10-71 110 $234,630 to $249,440 Director Goldsmith: Will be reduced Trustee Fitzpatrick: #23 Public Works, Water Distribution, Contractual Village of Lombard Page 6 Special Meeting Board of Trustees Minutes August 29, 2013 Services, Other Prof/Tech Services 270-365-30-753 50 $35,592 to $90,000 Director Goldsmith: Detections., Fire hydrant painting - 5 year contract, cross connection contracts. We repaint every 15 years Trustee Breen: #24 Public Works, Water Meter Reading & Maintenance, Contractual Services, Other Prof/Tech Services 270-370-30-75350 $68,440 to $75,000 Director Goldsmith: Water meter readings, and testing of the meters. need to function properly Trustee Breen; Wastewater - How confident are you on these numbers Village Manager Hulseberg: Stable Trustee Breen: #25 Public Works, Sanitary Sewer Maintenance, Commodities, Pipes/Fittings/Structures 270-380-20-73720 $25,000 to $28,000 Director Goldsmith: More and more backups in basements. Operations in that area have spiked significantly. Doing tremendous amounts of cleanouts Trustee Breen: #26 Public Works, Lift/Pump Station Maintenance, Personal Services, Regular Wages, 270- 385-10-71110 $218,540 to $235,650 Director Goldsmith: Personnel Trustee Fitzpatrick: #27 Public Works, Fleet Services, Contractual Services, Trfr to Fleet Services Reserve, 270-345-30-7601 1 $5,250 Director Goldsmith: New mechanics being sent for training on fire vehicles. Trustee Fitzpatrick; In general what contractual services do we bid. Director Goldsmith: 40+ items on the list. Will get the list out to you. Our services are off the charts compared to contracting out. 130408 FY 2014 Proposed Budget - Fire Department Proposed FY 2014 budget for the Lombard Fire Department Fire Chief DiRienzo: Gave overview of the proposed budget. Trustee Breen: 1 Please explain the Fire & Rescue Service Line in the Village of Lombard Fire Services Department FY 2014 Budget Request Summary Chart. Village Manager Hulseberg: Unfilled positions. Trustee Foltyniewicz: will we have enough to man a 3rd medic at all times. Fire Chief DiRienzo; If everyone is healthy then we will be able to do it. With staffing at 2l we should able to do it. Village Manager Hulseberg: When minimum is 16, then when contracts come up have to stay with it. Village of Lombard Page 7 Special Meeting Board of Trustees Minutes August 29, 2013 Fire Chief DiRienzo: 6 of guys have less than 10 years experience. Trustee Breen 2 General Fund, Fire, Administration, Contractual Services, Training & Travel 101-230-110- 30-75010 S3,360 to S5,160 Fire Chief DiRienzo: Covers Howell and his own certifications with the state. Trustee Breen: 3 Fire, Administration, Contractual Services, Trfr to Firefighter's Pension 230-1 i&52 Director Sexton: Getting closer to being funded. When get to 100% assuming it should start lowering. Goal is to get to 100%. Trustee Foltyniewicz: #3 Fire, Buildings, Commodities, Gas 230-113-20-73640 $0 to $2.000 Director Sexton: We get free therms based on our population. But we need back up money In case we go over then we pay for it.. Trustee Breen: #4 Fire, Fire & Rescue Services, Contractual Services, Trfr to Technology Reserve. Village Manager Hulseberg: Radios, $8,000 per radio. All fireman have a radio. Trustee Breen: #5 Fire. Fire & Rescue Services, Contractual Services, Trfr to Fleet Services O&M. Trustee Breen: #6 Fire, Fire & Rescue Training, Personal Services, Tuition. Fire Chief DiRienzo: Budgeted amount per firefighter. We are training 6 new people. Director Sexton: New Firefighters Training. Also a place holder. Trustee Breen: #7 Fire, Emergency Preparedness, Commodities, Operating Supplies. 230-235-20-73 110 $6,000 to $29,020 Fire Chief DiRienzo: School radios, and 4 new radios. Trustee Breen: #8 Fire, Emergency Preparedness, Contractual Services, Dues & Subscriptions S30- 75020 $20,500 to $24,022 Fire Chief DiRienzo: Code Red function, MNET paging and Verizon. Trustee Breen: #9 Fire, Emergency Preparedness, Contractual Services, Other ProfTech Service. Village Manager Hulseberg: Public Works and Fire were under same line. Trustee Fitzpatrick; S6000 Donations? #10 Fire, Donations, Commodities, Operating Supplies. 230-11 73110 $0 to $6,350 Village Manager Hulseberg: Donations that come in. Police have same thing. Citizens Police Assoc. Fire Chief DiRienzo: Gifts, life saving equipment, give-aways for the public. Village Manager Hulseberg: Towards Trustee Ware’s request for a Village of Lombard Page 8 Special Meeting Board of Trustees Minutes August 29, 2013 Citizens Fire Department Academy like the Police Academy. Doesn’t feel it needs a separate line item. Trustee Breen: #11 Fire, Foreign Fire, Commodities, Operating Supplies, 230240-20-73 110 $26,000 to $71,000 Village Manager Hulseberg: Goes to Fire employees and they request how that money gets spent. If it goes on the uniform or in the building it has to have Chief's approval. Expenses do not come out of Village account. Fire Chief DiRienzo: They buy a lot of extra things needed for the building, training, physical fitness equipment. Assistant Village Manager Aranas; Gave overview of power stretches to prevent injuries. Risk analysis from high value injuries. Something to reduce the cost of these claims. Village Manager Hulseberg: We did a study and tried these to see if they worked. Assistant Village Manager Aranas; These stretchers will reduce cost. Surrounding communities like these stretchers, 50% reduction in these injuries. Will refund you the difference between manual then power if doesn’t work out. Village Manager Hulseberg : Listed all the different projects we tried. We would like to see all our ambulances have these. South side starting first. Fire Chief DiRienzo: Not looking to purchase all five at one time. The cost is $35,000 installed each ambulance. Did budget for manual in the budget so wipe that out. Trustee Breen: This is a wish? Village Manager Hulseberg: This is just a wish if you have extra money in the budget. Will get an investment in the long run by not getting more claims, Trustee Fitzpatrick: Another subject - we are short handed because of vacations. Would the men voluntarily rotate scheduling to make Lombard safer. Fire Chief DiRienzo: Seniority goes first. They take when kids are out of school. Summer months. Years of service allow number of days. Trustee Fitzpatrick; in the summer you have 15 generally on a day. We hired 3 more firefighters. We are covering people that should be working but not. 2 to 5 men that we pay everyday that don’t come to work. Fire Chief DiRienzo: They have paid vacation. They get that, it is in their contract. Even in private sectors that is allowed. Trustee Breen: July highest call service. Fire Chief DiRienzo: Storms, flooding we had. Trustee Fitzpatrick: Will keep calling for a study. Village of Lombard Page 9 Special Meeting Board of Trustees Minutes August 29, 2013 Fire Chief DiRienzo: passed out facts: Board will look over and gather questions VI Adjournment A motion was made by Trustee Reid Foltyniewicz, seconded by Trustee Dan Whittington, that the Special Meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, August 29, 2013 in the Community Room of the Lombard Village Hall be adjourned at 9:31 p.m. The motion carried by the following vote: Aye: 5- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Peter Breen, and Laura Fitzpatrick Absent: 1- Bill Ware Village of Lombard Page 10