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HomeMy WebLinkAboutMinutes - 3/18/1999 - Finance and Personnel Committee Finance Committee Meeting � March 18, 1999 Present: Chairman Alderman Murgatroyd,Alderman Baird and Alderman McClatchey Others Present: City Clerk Althoff, City Administrator Lobaito,Alderman Glab, Director of Public Works Batt Chairman Alderman Murgatroyd called the meeting to order at 7:10 p.m. stating the purpose of this evening's finance committee meeting was to continue discussions regarding the establishment of the 1999-2000 budget, specifically the Public Works Deparhnent expenditure requests. ADMINISTRATION Director Batt noted all salary figures were increased by the agreed upon 3% figure. The Postage and Meter account was decreased to $900 based on expense projections. Account#502 Telephone was increased to$5000.00, but account#503 Professional Development was decreased from $3,100 to$2,100 also based on annual projections. Director Batt also reyuested City Clerk Althoff investigate the current status of railroad lease payments. Director Batt noted he has been investigating the availability of customer service software programs to allow better recording and tracking of service requests from the general public. This information is currently being compiled manually. Account#700 Capital Outlav reflects a �' $15,000 expenditure for the purchase of this software. In addition the purchase of a color copier has been requested. Director Batt noted the purchase of a color copy would facilitate, at a significantly lower cost,the availability of charts,graphs and informational sheets for council review. STREETS DIVISION City Administrator Lobaito stated all personnel requests would be discussed at the Finance Committee in April. Director Batt noted this year's request for one additional maintenance employee. Currently the Streets Division is at full staff. Some discussion followed regarding Account#492 Uniforms. Director Batt noted the City's bargaining team has tentatively agreed to increase the safety shoe allowance from $85 to$100 and the uniform allowance from $300 to$350/person/year. Budget numbers were revised to reflect these concessions. Some discussion occurred regarding Account#526 Public Im rovements . City Administrator Lobaito stated monies for a sidewalk program were eliminated in light of previous finance committee discussions regarding the utilization of city crews for repair work and short connection projects. Alderman McClatchey stated his desire to install sidewalks in the Millstream Subdivision near Freund Field. Director Batt stated the estimated cost of the total sidewalk installation including drainage improvements for this area is approximately$38-40,000. The installation of sidewalks on existing grade and contours would cost approximately$3-4,000. It is staff's recommendation to install the sidewalks this fiscal year addressing drainage � Finance Committee Meeting Minutes � March 18, 1999 Page Two improvements at a later time. The committee concurred with this direction. Director Batt also reported sidewalk repairs have been completed throughout the City. All expenses associated with sidewalk repair will be allocated to account 01.09.527 Materials and Supplies. Further discussion occurred regarding the lack of sidewalks in front of West Campus High School along Crystal Lake Avenue and south of the Municipal Building along Green Street. Director Batt explained the Streets Division did not have the manpower to address even a small sidewalk program each year. He recommended council approve a significant program every few years. Director Batt also noted road salt and chemicals will be expensed through the Materials and Supplies account. City Administrator Lobaito reminded the committee the capitalization amount had been previously increased to $750 per item,therefore account#557 reflects this policy change. The Streets Capital Outlay account includes Phase IV of the Lakeland Park Drainage Improvements in the amount of$380,000 as well as approximately$40,000 in Phase III carryover costs. Director Batt suggested council consider allocating these funds toward the 1999 Streets Program postponing Phase IV of the Lakeland Drainage Project until next fiscal year. He suggested if Phase IV were to be postponed, $10,000 could be allocated for an area feasibility study. Director Batt also noted the Shamrock Lane Lane Improvement and Traffic Installation project figure has been increased to reflect requirements recently submitted by IDOT. Other significant projects include Crystal Lake Road Planning which addresses Crystal Lake Road improvements from Bull Valley north to State Route 120 and the intersection of Crystal Lake Rd. `' and State Route 120 in the amount of$62,500. Alderman Baird suggested this budget number might be too high. Some discussion followed. City Administrator Lobaito noted a planner,rather than an engineer, might be used to review and analysis the area significantly reducing the cost of this project. Ventilation Improvements in the amount of$10,000 are proposed for the Public Works Garage. In response to Alderman Glab's inquiry,Director Batt noted the Municipal Building parking lot is scheduled for overlay sometime in April after the asphalt plants open. BUILDING AND GROUNDS A general discussion occurred regarding the current maintenance level of the Municipal Building. It was the consensus of the committee to remove the$62,900 figure budgeted for the replacement of the floor in the main foyer area. City Administrator Lobaito also noted the increase to account #510 reflects the reallocation of Municipal Building mowing expenses from Parks and Recreation to Building and Grounds. Director Batt also noted the inclusion of new blinds for the building. He explained efforts had been made to replace and repair the existing blinds, however the original provider is no longer in business. It was also the consensus of the committee to allocate monies to replace the tile floor in the Police Department Squad Room. Director Batt noted the logistics problems associated with replacement of carpeting in the Detective's room. The furniture and partitions must all be removed prior to the carpet's installation. Further discussion occurred regarding the development of a new city seal and it's placement in the council chambers behind the mayor's seat. Staff was directed to budget monies for the development of said seal. � Finance Committee Meeting Minutes � March 18, 1999 Page Three City Admi�iistrator Lobaito informed the committee Item 1 in Account#700 Capital Outlav will be removed. The $2000 expenditure for trees will be reallocated to the Parks and Recreations Deparhnent. City Administrator Lobaito also noted maintenance and care of the downtown revitalization trees will be the responsibility of the Parks and Recreation Department. WATER DIVISION Some discussion occurred regarding the extension of water mains East of the Fox River. The committee recommended some monies be budgeted, specifically for engineering services. Director Batt noting the Gerstad's design to extend water east of the river included a river crossing at McCullom Lake Road and Riverside Drive. Staff would recommend an alternative crossing at Pearl Street to the marina property. In addition plans should be made to increase the water main size on Riverside Drive from McCullom Lake Road to the City's corporate limits in the 1600 block and from Broad Street from Riverside Drive to State Route 31 in conjunction with the City's Master Plan . Upon completion of this extension the City would institute a per acre development fee to be assessed any property owner benefiting from the extension. Director Batt also noted if an elevated tower were to be constructed on the East Side,plans for a West Side connection can be eliminated. Some discussion followed regarding the need to increase the budgeted amount for the construction of the elevated storage tank. Staff was directed to provide clarification to the committee and council as to the proposed capacity of the storage tank. Some confusion existed as to whether the storage tank would be a 500,000-gallon or 750,000 gallon capacity. � Further discussion ensued regarding improvements to the Adams well located on the East Side of the river. It was the consensus of the committee to budget monies to improve this well with the required electrical controls. Director Batt also noted the inclusion of monies for a new updated Water/Sewer Atlas. He informed the committee the last atlas was revised in 1981. Some discussion occurred regarding this expenditure and the development of a GLS system. City Administrator Lobaito noted plans to begin the creation of a GLS base map would be forthcoming in the 2000-01 fiscal year. He assured the committee compilation of a Water/Sewer Atlas would provide much of the information required for the development of the GLS base map. The expenditure will not be duplicated. WASTEWATER DIVISION Some discussion occurred regarding the current status of land acquisition efforts to facilitate the expansion of the Central Wastewater Treatment Plant. City Administrator Lobaito noted monies have been budgeted for this purpose. Director Batt also informed the committee staff is investigating the feasibility of challenging the IEPA nitrification mandate for the Central Wastewater Treatment Plant. The City must, however,avoid being placed on restricted status. Elimination or delay of the nitrification installation would permit the financial growth of the Capital Development Fund. � Finance Ccimmittee Meeting Minutes � March 18, 1999 Page Four SMALL PROJECTS PROGRAM City Admi�listrator Lobaito noted the committee had previously discussed the initiation of a small projects program to facilitate the completion of small public works projects unanticipated during budget preparation. He recommended a$25,000 amount be budgeted for the 1999-2000 fiscal year. Some discussion followed. Alderman Baird suggested the Public Works Committee develop guidelines and specific criteria for the program. It was the consensus of the committee to approve the $25,000 amount,refer the development of policy guidelines to the Public Works Committee and recommend the proposed projects be reviewed on a quarterly basis. In conclusion Alderman Murgatroyd stated his desire to develop a five-year Capital Improvement Plan within the 1999-2000 fiscal year. Motion by Baird, seconded by McClatchey to adjourn at 9:30 P.M. Voting Aye: Baird,McClatchey,Murgatroyd Voting Nay: None Absent: None Motion carried. Respectfully submitted, � �� 'rl Steven Murgatroyd, Fin nce C irman �