z - Retired - Finance Committee

draft Finance Committee Meeting Minutes ­ March, 2 2017 Westmont Village Hall Call to Order: 4:01 pm ‐ Mayor Gunter Pledge of Allegiance Roll Call: Committee Staff Trustee Guzzo (Chair) Director Parker Trustee Liddle Manager May Trustee Addington (4:08) Chief Gunther Trustee Barry (4:22) Director Ziegler Trustee Barker (4:19) Larry McIntyre (4:30) Mayor Gunter Dave Weiss Clerk Szymski Mike Ramsey (4:17) Manager May Tom Mulhearn (4:18) Deputy Clerk Richards Ruth Olsson Deputy Chief Riley Visitors None Larry Forrsberg (4:29) UNFINISHED BUSINESS: Director Parker began the mee ng presen ng objec ves of the reviewed topics: None at this time NEW BUSINESS: Director Parker presented objec ves of the agenda topics: Hotel/Motel Tax ­ Lions Club ­ Red, White and Bar­B­Que: Director Parker started the topic by presen ng a request for Hotel/Motel Grant money from the Lions Club. The request included the required informa on as to how this will bring in tourism and hotel stays by visitors. The request is for the next fiscal year. Money from the Grant will go for new adver sing and publicity of the Red, White and Bar‐B‐Que. The Grant will be for $2,500.00. Trustee Guzzo said the event brings in a lot of people. Mayor Gunter men oned he would like to see this Grant approved for the Lions Club. Trustee Guzzo agreed it is money well spent and the money from the event goes back into the community. Director Parker said the next step is for the Finance Commi ee to put it on the board agenda and make a mo on to adopt it. Trustee Liddle made mo on to recommend to the Village board to adopt this Grant. Trustee Szymski seconded the mo on. All ayes. Waste Management Contract: Director Parker stated this item is a con nua on from the last Public Works Commi ee mee ng. We have been given the addi onal informa on from the representa ve at Waste Management (WM) that we asked them to provide: 1. WM has ability to provide 94 gallon garbage cans for all residents. If a resident does not want a 94 gallon can they can get a 64 gallon can from WM if they want at no addi onal charge. If the resident switches back and forth in can size, there will be a charge from WM. 2. In addi on to the 94 gallon can, extra bags of garbage will con nue to need a garbage s cker at the cost of $1.73 each. 3. WM is able to reduce the rate increase to 3.5% from 4.75%. 4. WM can provide free unlimited number of yard waste bags during the first week of yard waste service in spring and for four weeks in November. 5. WM provided us with other residen al rates from other communi es of similar size where they have a commercial franchise. Westmont’s rates compared to other communi es are under cost. WM provided us a cost of $185,000 to extend our contract without having an addi onal increase in 2019. One op on for the Village, is to spend a lump sum of $340,000 upfront for garbage containers and not extend the contract. The next op on for the Village is to extend the contract and have a maximum increase of 3.5% . Last op on is to not do anything and wait un l 2019 and request another bid then. The board agrees the op on of extending WM contract with the increase of 3.5% is the right op on. This item will be put on the board agenda for approval to extend contract. REPORTS: Director Parker presented on the following topics: Update on water factoring issues: It has been found that the three accounts that were billed at 10%, were billed the remaining 90% at the regular rate. It has been decided they should have been billed the remaining 90% at the Village’s rate, because the factoring was the Village’s mistake. The three accounts will get credits because they already paid the full rate. One account will get a credit of $395.00 . The second account will receive a credit of $9,098.00 . The third account will receive a credit of $8,693.00. The next step for the Finance Department is to look into other data analysis op ons to make the water loss audit process easier and less me consuming. We are asking other firms how they use data analysis for water loss purposes. We will also ask them for a quote to see how much it will cost for them to analyze our data so we can iden fy meters that are not factoring correctly. With hopes the end result being we will more than recoup that cost and generate revenue from that. Another water bill issue is a commercial account that is been being billed at a residen al rate due to a clerical error in 2014. The commercial cost is one dollar more per one thousand gallons than the residen al rate. The rate on this account will be changed as soon as possible. It has been decided that we will not back charge them the difference. Mayor Gunter asked if the amount the commercial account has paid in the past covers the Village’s cost of water, Director Parker said yes. Trustee Barker stated he thinks it is a good idea to hire a firm to analyze our data as soon as possible because of all the discrepancies. Trustee Guzzo asked if ge軀�ng an outside firm to do data analysis is something that can be worked into the budget. Director Parker said yes, this is to be worked into the budget. Water Rate Increases: Director Parker said the DuPage Water Commission is raising their cost by $.08 in May. The Village raised the rates $.92 in January. The Village also needs to raise the rates again $.40 for infrastructure. If the Village waits un l May to raise the rate, that is a $40,000 cost we would lose due to DuPage Water Commission’s raise in rates. The Village has the following op ons: 1. Raising the rates another $.48 in May, even though the rates have just been raised in January. 2. Raise the rates in January $.48. 3. Have a lower dollar amount increase this May, and the $.40 next year. The Finance Mee ng on March 9th, 2017 will be covering Capital items. Payment Plans: Director Parker said the Finance Department and the Village a orney are a composing a legal le er for businesses that are not paying or are not up to date on their Places for ea ng Taxes. BUDGET MEETINGS: The Budget Workshop mee ng will be Thursday, April 6, 2017 at 6:00pm. A back up day, or to finish would be Friday, April 7, 2017. The next Finance mee ng is April 6, 2017. Adjourn: 4:42 pm, a mo on to adjourn was made by Trustee Addington, seconded by Trustee Liddle, all approved with all ayes.