HomeMy WebLinkAboutMinutes - 11/5/2012 - Finance and Personnel Committee FINANCE AND PERSONNEL COMMITTEE MEETING
�-- Monday,November 5, 2012
Alderman Conference Room, 6:00 p.m.
In Attendance: Committee Members: Chairman Alderman Wimmer, Alderman Blake
and Alderman Schaefer. Absent: None.
Also in Attendance: Mayor Low, City Administrator Morefield, Deputy City Administrator
Martin and Assistant City Administrator Hobson.
Alderman Santi arrived at 6:15 p.m.
Chairman Alderman Wimmer called the meeting to order at 6:03 p.m.
Public Input
No one signed in for Public Input Session.
Discussion Regarding Schedule for Future Committee Meetings
To Discuss the Citv of McHenry Cauital Improvement Program
And Fiscal Year 2013/2014 Bud�et
City Administrator Morefield informed the Committee that in reviewing the minutes
regarding the review and establishing of a schedule for review and approval of the Capital
Improvement Program, he noted it appears it is typically forwarded, reviewed and approved
'`- in February, with the annual budget being forwarded, reviewed and approved by the Finance
& Personnel Committee in March and the City Council at the Annual Council Meeting in
April.
City Administrator Morefield noted that utilizing the historical information and taking into
consideration the practical aspects of when sufficient data becomes available to develop the
draft budget, he is proposing the following schedule:
Fiscal Year 2013/2014 Cauital Improvement Program Schedule
• Monday, October 15, 2012
o City Administrator distributes CIP instructions to Department Directors
• Monday, October 15 through Friday,November 30, 2012
o Department Directors develop and submit status updates for existing projects
and project requests for new/proposed projects. Deadline for submittal is
November 30tn
• Monday, December 3, 2012 through Friday, December 15, 2012
o City Administrator reviews CIP project requests and conducts department
interviews.
• Monday, December 18, 2012 through Friday, January 26, 2013
o City Administrator prepares 5-year CIP document, including all supporting
documentation
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• Wednesday, January 30, 2013
o Draft FY 2013/2014 Capital Improvement Program transmitted to City
Council
• Monday, February 4, 2012
o FY 2013/2014 CIP discussed at City Council Workshop
FY 2013/2014 Bud�et Development/Adoption Schedule
• Monday, January 7, 2013
o City Administrator transmits budget instructions to Department Directors
• Monday, January 14 through Friday, February 8, 2013
o Department Directors develop and submit budgets. Deadline for submittal is
February 8, 2013
• Monday, February 11 through Friday, March 8, 2013
o City Administrator reviews budget requests and coordinates with Department
Directors to develop draft FY 2013/2014 Budget
• Monday, March 1 l, 2013
o Finance&Personnel Committee reviews draft FY 2013/2014 Budget
• Monday, March 25, 2013
� o Finance& Personnel Committee reviews draft FY 2013/2014 Budget
• Monday, Apri129, 2013
o City Council Annual Meeting—Adoption of FY 2013/2014 Budget
Alderman Schaefer opined it appears that everything is on track with the schedule. He noted
that it appears Council has not been involved in the prioritization process and assumes Staff
will continue to do so. City Administrator Morefield agreed, noting Council will have input
at the presentation.
Alderman Santi arrived at 6.15 pm.
City Administrator Morefield informed the Committee that the FY 2013/2014 Budget will be
produced without an increase to the tax set within the PTELL limitations.
It was the consensus of the Committee to support the schedule for committee meeting to
discuss the City of McHenry Capital Improvement Program and Fiscal Year 2013/2014
Budget, as presented.
Fee Waiver—McHenry Baseball Association
Assistant City Administrator Hobson informed the Committee the McHenry Baseball
Association ("MBA") over the course of the last four years has completely renovated the
field, including new fencing, netting, dugouts and scoreboard, as well as the addition of
`' lights.
^ Finance and Personnel Committee Meeting
`-- November 5, 2012
Page 3
It is the premiere 13-year old field in the City of McHenry. Aside from the play it hosts for
the McHenry Baseball Association league games, Buss Field has hosted the championship
games for the CABA tournament in that age level each year the City participated in the
tourna�nent, and it played a key role in hosting this year's USSSA/MCYSA tournament.
Assistant City Administrator Hobson stated maintenance of the field falls completely upon
volunteers. One of the main challenges in doing so is the accessibility to water. Currently
volunteers are utilizing garden hoses or buckets of water from the VFW to accomplish tasks
such as watering down the infield between games or repairing home plate and the pitcher's
mound area.
The City has recently completed the renovation of Petersen Park Field No. 2. This was
accomplished with the assistance of the MBA and McHenry High School District 156.
Volunteers and donations secured by the MBA played a role in the transformation, making
Petersen Park Field No. 2 one of the premiere fields in McHenry County. One of the final
pieces to the completion of Petersen Park Field No. 2 was the installation of a 2-inch water
line and yard hydrants to assist in maintenance of the field. The MBA has noted the success
`- of the water line and would like to install something similar at Buss Field. However, a
$16,633 capital development fee is preventing them from doing so. The MBA is requesting a
waiver of these fees in order to complete this renovation at Buss Field.
Assistant City Administrator Hobson stated that Capital Development Fees are implemented
and utilized to fund future expansion and improvements to the water and wastewater system.
In addition to the capital development fee of$16,633 for a 1 1/2—inch meter there would be
additional fees for the meter($600), a tap on fee ($250) and a plumbing inspection fee ($86).
The City has not waived capital development fees in the past.
The MBA does intend to install two yard hydrants to apply water to the field themselves, but
there will not be any additional structures or facilities. The MBA would be responsible for
all water and sewer fees for any and all water used at the site that goes through the meter.
Assistant City Administrator Hobson infortned the Committee that the MBA provides a great
service to the community with their league. It has been a partner to the City for many years
and has assisted in upgrading and maintaining the City's own fields. Additionally, the league
has also worked through its volunteers to support outside tournaments, which has drawn
visitors from across the country and internationally to the City of McHenry.
Staff believes the request to waive the capital development fees does not have an adverse
impact for the City in this unique circumstance. The MBA would be charged the other
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Finance and Personnel Committee Meeting
November 5, 2012
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Responding to Alderman Blake's inquiry regarding whether this request might spawn similar
requests for waiver of fees, Assistant City Administrator Hobson stated that the potential exists
for requests of this type in the future.
Motion by Schaefer, seconded by Blake, directing Staff to present a request to Council for the
waiver of$16,633 in Capital Development Fees for the MBA to install a 1 1/2-inch water meter at
the site of Buss Field at the VFW.
Aye: Blake, Schaefer, Wimmer
Nay: None.
Absent: None.
Motion carried.
New Business
Alderman Schaefer inquired whether any union contracts are up for renewal?
Alderman Schaefer inquired whether the Committee could expect a schedule for future Finance
&Personnel Committee meetings.
Adi ournment
Motion by Blake, seconded by Schaefer, to adjourn the meeting at 6:32 p.m.
Aye: Blake, Schaefer, Wimmer.
�' Nay: None.
Absent: None.
Motion carried.
Respectfully submitted,
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Richard W. Wimmer, Ch irman
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