Finance Committee

Finance Committee Meeting Council Chambers May 20, 2015 8:00 a.m. Call To Order: Meeting opened at 8:02 am Roll Call: Finance Director Neukirch called the roll for Committee members. Committee Members Present: Chairman LoVerde, Al Weel, Robert Callero, Village Manager Steve Vinezeano and Finance Director Scot Neukirch Committee Members Absent: John Johann Non Committee Members Present: Assistant Finance Director Nannini, Community Development Director Ostman, Economic Development Coordinator Klicker and Village Attorney Annunzio Approval of Minutes: The minutes from the April 22, 2015 Finance Committee meeting were up for approval, motion made and all concurred. Accounts Payable Approval: The approval of the Accounts Payable registers for 4/17, 4/24, 5/1 and 5/8 were up for approval, motion made and all concurred. New Business Annual purchasing requirement: Discussion on this agenda item was moved to the front in order to accommodate the Mayor’s work schedule. Finance Director Neukirch explained that the annual credit card holders list that was approved at last month’s meeting was being brought back to the Finance Committee because the Mayor was subsequently being added to the list at the Village Manager’s request. The Mayor gave an explanation of why he felt he needed a Village credit card but explained it wasn’t a necessity. There was discussion concerning the checks and balances that are currently in place concerning credit cards and the Village’s reimbursement policy. Fresh Farms sales tax agreement: Community Development Director Ostman gave an overview of the delays that Fresh Farms has encountered with opening the store in Niles. The original sales tax sharing agreement had an option for the Village to nullify the agreement if Fresh Farms did not meet its target opening date. Executive Session: The Finance Committee went in to executive session at 8:32 concerning the sales tax agreement agenda item. A motion was made to go in to executive session. LoVerde-Yes, Weel-Yes, Callero-Yes, Vinezeano-Yes Return From Executive Session: At 8:47 the Committee returned from executive session. Economic Development Coordinator Klicker explained staff’s recommendation to leave the sales tax agreement with Fresh Farms as it is currently written. A motion was made to not recommend any changes to the Village Board in regards to the sales tax sharing agreement with Fresh Farms. LoVerde-Yes, Weel-Yes, Callero-Yes, Vinezeano- Yes Purchasing Manual Change: Village Manager Vinezeano presented a proposed change to the Village’s reimbursement policy section of the Village’s purchasing policy. The proposed change would allow the Village Manager to grant exceptions to the guidelines of the reimbursement policy with appropriate justification. A motion was made to accept the proposed change to the reimbursement policy as proposed. LoVerde-Yes, Weel-Yes, Callero-Yes, Vinezeano-Yes Annual Purchasing Requirement: A motion was made to table the recommendation for the Mayor to have his own Village credit card. LoVerde-Yes, Weel-Yes, Callero-Yes, Vinezeano-Yes Sewer Rodding Reimbursement: Finance Director Neukirch provided the results of the Northwest Municipal Conference’s survey on sewer rodding reimbursement programs. Neukirch explained that of the 22 communities that responded to the survey, only 2 had any  kind of reimbursement policy. The reimbursements available for those 2 communities involved issues with sewer line damage in the public right of way not the private property. Neukirch also provided a memo from the Public Works Director which explained that tree roots will not damage pipes, they will only enter pipes that are already damaged. After some discussion, a motion was made to recommend the Village Board discontinue the sewer rodding rebate program but transition it to a sewer televising rebate in conjunction with the upcoming sewer lateral proposal. LoVerde-Yes, Weel-Yes, Callero-Yes, Vinezeano-Yes FY 16 Budget Update: Finance Director Neukirch updated the Committee on the status of the proposed FY 16 Budget. Neukirch explained that the FY 16 Appropriation Ordinance will be up for approval at the May 26, 2015 Village Board Meeting. Neukirch also explained that the Statement of Revenues provided to the Committee will also be filed with the state after the Appropriation Ordinance is approved. Other Business: Chairman LoVerde requested that the Village’s Attorney look in to options for rescinding 6B incentives and other incentives if the applicant does not move forward with the development as promised. Village Attorney Annunzio will look in to this and bring the information back to the Finance Committee. Public Comment: The resident from 8141 Odell asked why the Cleveland storm water relief project was so expensive. After discussion on certain aspects of the project, the resident was encouraged to bring his concerns to the Storm Water Committee. Louella Preston asked how much was budgeted in revenues for the new Touhy Corridor TIF, Neukirch responded. Next Preston asked why would the Committee honor the Fresh Farms contract since she felt the contract was breached. Economic Development Coordinator Klicker explained that the Village was not required to nullify the agreement, but was only given the option to nullify the agreement, therefore there was no breach of contract by Fresh Farms. Preston next asked what expenses the Trustee stipends cover. Adjournment: Motion to adjourn was made and all concurred at 9:24 am. Prepared by Scot Neukirch on 5/20/2015