Loading...
HomeMy WebLinkAboutMinutes - 2/2/2000 - Finance and Personnel Committee FINANCE AND PERSONNEL COMMITTEE � MINUTES February 2, 2000 Committee Members Present: Alderman Baird, Chairperson Alderman Murgatroyd. Alderman McClatchey arrived at 6:40 p.m. Others In Attendance: City Clerk Althoff, City Administrator Lobaito, Assistant Administrator Maxeiner, Mayor Cuda, Alderman Glab, Director of Public Works Batt, and Chief of Police Kostecki Finance and Personnel Chairperson Alderman Murgatroyd opened the meeting at 6:30 p.m. He stated the purpose of this meeting was to consider financing options for east of the river water improvements, hiring an unbudgeted city inspector prior to the begirming of the 2000-2001 fiscal year and review of the proposed police department vehicle replacement program and the department's request for vehicle purchase in the 2000-2001 fiscal year. FINANCIN(� OPTIONS/WATER IMPROVEMENTS EAST OF THE FOX RIVER -` Staff reported bids were opened for both the water main extension east of the river and the elevated water storage tank, The water main extension project obtained a low bid of$440,000. The � elevated water storage tank obtained a low bid of$1,030,000. Staff is recommending the use of Annexation �nd monies to fund the entire water main extension project. Capital Development Fund monies totaling $371,000 and Water/Sewer Fund monies totaling$159,000, in addition to state grant monies of$500,000 could be utilized for the elevated storage tank project. City Administrator Lobaito stated staff has also reviewed fund balance amounts with the auditor. The Capital Development �,irid has approximately$3,000,000 and the Water/Sewer �nd approximately$1,800,000. Some discussion followed. Sta.ff provided further information regarding the allocation of sales tax revenue obtained from east of the river businesses toward the east side sewer main extension project. Chairperson Alderman Murgatroyd noted the installation of an elevated wa.ter storage tank, the renovation of water plant#1 as well as the painting and repairs of an existing water storage tank were expenditures included in the rate increases calculated in October of 1997 and as such should be paid for from the Water/Sewer and/or Capital Development F�Znds. The water main extension should be expensed through Capital Development monies, as this project is directly attributable to new development. Chairperson Alderman Murgatroyd recommended $530,000 from the Water/Sewer Fund be � Finance and Personnel Committee Minutes � February 2, 2000 Pa�e 1�vo alloca.ted for the Elevated Storage Tank project with the balance being expensed via the $500,000 State Grant monies. In addition he recoxnmended the $440,000 for the ea.st of the river water main e�rtension be expensed with Capital Development monies only. Chairperson Alderman Murgatroyd also noted the use of Anne�tion �.ind monies is much less restrictive than that of Capital Development and/or Water Sewer Fund monies. City Administrator Lobaito reminded the committee televising of the sewer mains prior to the initiation of the Streets program is also being expensed from the Water/Sewer �l,tnd. Chairperson Alderman Murgatroyd also noted Wastewater Treatment Plant Nitrification requirements have not been included in any long-term financial plan and/or rate increase equation. Other potential Water/Sewer projects include -land acquisition, -further expansion of the South Wastewater Treatment Plant, -renovation of Water Plant #1, and -painting/repairs of another water tower. � In response to �mmittee inquiry City Administrator Lobaito noted the $500,000 member initiative grant will be administered by the Illinois Environmental Protection Agency. Therefore the City will ha�e two years to complete the project. Motion by Baird, seconded by McClatchey to recommend to full city council the following funding mechanisms for the following water improvement projects: Extension of water mains east of the Fox River: Capital Development �.inds $440,000 Elevated water storage tank Water/Sewer Flinds $530,000 Illinois State Member Initiative Grant $500,000 Voting Aye: Baird, McClatchey, Murgatroyd Voting Nay: None Absent: None Motion carried. � Finance and Personnel Committee � F'ebruary 2, 2000 Page Three REPLACEMENT EMPLOYEE/PUBLIC WORKS INBPECTOR Director of Public Works Ba.tt reported the Public Works Committee at their January 12, 2000 meeting discussed this issue. It was the committee's decision to send this issue to the Finance and Personnel Committee with a recommendation to allocate monies within the proposed 2000-2001 budget for the Public Works Department Inspector position and to authorize the unmediate advertising and hiring within this fiscal year a Public Works Department inspector adjusting the 1999-2000 budget according�y. In response to committee inquixy, Director Batt clarified the City Inspector position was in fact budgeted for the 1999-2000 fiscal year, however the current inspector was promoted to a position which was not budgeted and the inspector salary line item was reallocated to this new position. He also stated staff is recommending the vacancy be filled as soon as possible. Factoring in time allowances for advertising and interviewing staff is anticipating a start date of April 2000,just one month prior to the beguzning of the 2000-01 fiscal year. � Some discussion followed regarding the intangible benefits of having an in-house inspector. Director Batt also noted the need to develop a comprehensive map depicting the city's infrastructure. A fulltime in- house inspector could initiate this project. Alderman Glab also noted an in-house inspector could better address and supervise city drainage improvement projects. In response to Chairperson Murgatroyd's inquiry Director Batt stated the resurfacing portion of the Streets 2000 program is anticipated for the months of June and July. Motion by Baird, seconded by McClatchey to recommend to full council the authorization of staff to advertise for the city inspector/engineer position immediately, and to budget monies within the 2000-01. fiscal year for this position with the understanding if a qualified candidate is located, the position may be filled within the 1999-2000 fiscal year. Voting Aye: Baird, McClatchey, Murgatroyd Voting Nay: None Absent: None Motion carried. � Finance and Personnel Minutes � February 2, 2000 Page Four VEHICLE REPLACEMEI�T PROGRAM/POLICE FLEET Chief of Police Kostecki stated as per the Finance Committee's direction a vehicle replacement proposal has been drafted and is being submitted for committee review and action. Chief Kostecki noted the deadline for ordering squad cars, as part of the Sta.te of Illinois contract is late February. Delivery would, in all likelihood, be sometime in June or July. Chief Kostecki stated should the City miss the February deadline the earliest the City would be able to take delivery on vehicles from the next state contract would be in early 2001. Chief Kostecki then provided the committee with a cost and time analysis of the deparhnent's fleet repairs. He stated although vehicle costs remain relatively low for the first 70 to 80,000 miles of usage with an average maintenance cost of$.06/mile, after 80,000 miles the cost increases dramatically to $.14/mile. Chief Kostecki noted squads should typically be retired at 80,000 miles. Following this guideline the City of McHenry would need to replace ten vehicles, within the 2000-2001 fiscal year. Staff noted � these vehicles were typically recycled within the Parks and Recreation and Community Development Departments. He suggested Chief Kostecki recommended developing a vehicular replacement policy of four cars per year for the Police Department. He then requested the committee consider replacing the Community Service Officer vehicle this fiscal year. The current in-service vehicle is a 1986 Plyrnouth Station Wagon and is extremely poor condition. Some of the component parts are no longer repairable. As the vehicle is in daily use it is staf�'recommendation serious consideration be given to replacing this vehicle as soon as possible. In response to Alderman Baird's inquiry Chief Kostecki stated the maintenance costs as presented do not include fueling charges. Some discussion followed regarding the squad car vehicular re-build program. It was staff's recommendation this alternative be abandoned based on comments and experiences of other police departments. Staf�'also noted budgeted monies for this program had been reallocated for the purchase of other necessary squad car equipment. A lengthy discussion followed. In response to Chairperson Alderman Murgatroyd's inquiry Chief Kostecki noted the State purchase � Finance and Personnel Committee Minutes � February 2, 2000 Page Five program had a February deadline for the Chevrolet models, and a March deadline for the Ford models. Staf'f also noted. vehicles ordered last year in February where received in September. Alderman Baird suggested local dealers be afforded the opportunity to match the state bid price. He noted this process had been council's standard practice for several years. Some discussion followed regarding the current vehicular interior conditions. Motion by Murgatroyd, seconded by Baird to recess the meeting untii after the conclusion of trus everung's regularly scheduled council meeting at 7:29 p.m. Voting Aye: Baird, McClatchey, Murgatroyd Voting Nay: None Absent: None Motion carried. Chairperson Alderman Murgatroyd reconvened the meeting at 9:15 p.m. on February 2, 2000 with Committee member Alderman Baird, City Administrator Lobaito, City Clerk Althoff and Chief of Police Kostecki. �" Chairperson Murgatroyd noted the committee was discussing the police department vehicular replacement program proposal. Chief Kostecki was recommending the replacement of eight vehicles; five marked squads, two investigative cars and one Community Service Officer vehicle. Chief Kostecki noted the Community Service Officer vehicle would be either a Sonoma or Ranger. Some discussion followed. Motion by Baird, seconded by Murgatroyd to recommend to full council the waiving of bids and authoriae staff to proceed with the purchase of eight police department vehicles; five Ford Crown Victorias to be used as marked patrol vehicles, two unmarked Ford Tauras'to be used as investigative unmarked. vehicles, and one Community Service Officer vehicle either a Sonoma or Ranger subject to the condition every effort is made to work with the local dealer to obtain a comparable State of Illinois bid program cost amount. Votin�Aye: Baird, Murgatroyd Voting Nay: None Absent: McClatchey Motion carried. � Finance and Personnel Committee Minutes � February 2, 2000 Page Six Motion by Baird, seconded by Murgatroyd to adjourn the meeti.ng at 9:25 p.m. Voting Aye: Baird, Murgatroyd Voting Nay: None Absent: McClatchey Motion carried. The meetin�was adjourned at 9:25 p.m. ,�-.��� �-yr �_. ._.... Steven Murgatroyd, on .� �