Loading...
HomeMy WebLinkAboutPacket - 02/05/2018 - Finance and Personnel Committeev4icttie .jnry Finance and Personnel Committee February 51 20189 5:30 PM McHenry Council Chambers 333 S Green Street McHenry, IL 60050 AGENDA l . Call to Order. 2. Roll Call. 3. Public Comment.• Persons wishing to address the Committee will be asked to identify themselves for the record and will be asked but are not required to provide their address. Public comment may be restricted to three -minutes for each individual speaker. Order and decorum shall be maintained at public meetings. 4. Motion to approved the August 7, 2017 Finance and Personnel Committee Report, 5. Motion to approved the November 6, 2017 Finance and Personnel Committee Report. 6. Motion to approved the December 4, 2017 Finance and Personnel Committee Report. 7. Discussion on Fiscal Year 18/19 Priorities 8. Fiscal Year 18/19 Meeting Schedule 9. Staff Reports, 10. Any Other Business. 11. Motion to adjourn the meeting. Next regularly scheduled meeting is March 12, 2018. The City of McHenry is dedicated to prov/di�rg its citizens, businesses, and visitors with the highest quality of programs and services in acustomer-oriented, efficient, and fiscally responsible manner. FINANCE AND PERSONNEL COMMITTEE Monday, August 7, 2017 Municipal Center Classroom, 5*30 PM 1. Call to Order: The meeting was called to order at 5:30 pm. 2. Roll Call: Chairman Alderman Curry, Alderman Schaefer, and Alderman Mihevc. Also in Attendance: Director of Finance Lynch, Director of Economic Development Martin, Human Resources Manager Campanella, and City Clerk Lynzi Nevitt. 3. Public Comment: None. 4. Motion to approve the March 6, 2017 Revolving Loan Committee meeting report. Motion made by Mihevc, second by Schaefer, to approve the March 6, 2017 Revolving Loan Committee Meeting Report as presented. Chairman Curry asked the Clerk to call the roll: Voting Aye: Mihevc, Schaefer, Curry Motion carried. 5. Motion to approve the July 17, 2017 Revolving Loan Committee meeting report. Motion made by Mihevc, second by Schaefer, to approve the July 17, 2017 Revolving Loan Committee Meeting Report, Alderman Schaefer requested that future meeting minutes when other Alderman not on the respective Committee are at the meeting, it should be noted in the minutes. Chairman Curry asked the Clerk to call the roll: Voting Aye: Mihevc, Schaefer, Curry Motion carried. 6. Motion made by Mihevc, second by Schaefer, to approve the July 13, 2017 Finance and Personnel Committee meeting report. Chairman Curry stated there is a concern as to how the recommendation actually went forward regarding the Revolving Loan request for Smith's Central Garage. The Clerk was asked to replay the recording. Upon review of the recording, Alderman Schaefer said it seems like two points recommending the $50,000 and sending it to Council for full approval and the second part of it is the interest rate portion of it. Chairman Curry said he thinks the question is the report states simply forward and the Council documents for tonight's meeting says recommended. The question was did the Committee actually say it was a recommendation or did the Committee say they were just forwarding it on for the City Council to consider. Chairman Curry added that he actually heard himself say on the recording that it was a recommendation and he now entertains a Finance and Personnel Committee Page 2 August 7, 2017 motion to amend the previous motion to amend the minutes to indicate that is was a recommendation. Alderman Schaefer made the motion to amend the July 17, 2017 Revolving Loan Committee minutes to reflect that it was for recommendation not consideration. Seconded by Alderman Mihevc. Chairman Curry asked the Clerk to call the roll: Voting Aye: Schaefer, Mihevc, Curry Motion carried. Chairman Curry now asked for a motion to approve the July 13, 2017 Finance and Personnel Committee meeting minutes. Alderman Schaefer made a motion to approve the July 13, 2017 Finance and Personnel Committee meeting minutes and to include that Alderman Glab was in attendance. Seconded by Alderman Mihevc. Chairman Curry asked the Clerk to call the roll: Voting Aye: Schaefer, Mihevc, Curry Motion carried. 7. Discussion regarding City of McHenry Business Loan Program and possible Committee recommendation to amend the Business Loan Program procedures. Chairman Curry stated the topic is actually the Revolving Loan Program and informed the Committee that he asked for this item to be place on this agenda, and although it will be discussed, he realizes that the Committee may not get to a recommendation at this time. Director Martin provided information on past loans and the former Business Retention Loan Program criteria from 2003. Chairman Curry said the Committee should also have secondarily received an email with the actual application that was used recently for the Revolving Loan Program. Chairman Curry opened the floor for discussion. Alderman Mihevc asked if the question at hand is to go back to the original objectives of the 2003 loan program and reassess them to see what the program should be going forward. Chairman Curry stated from his standpoint, the objectives from 2003 are actually a different program. It was kind of a subset back then because there was construction on Route 120 and there were concerns about businesses so it was called a Business Retention Loan. There was never really criteria for the Revolving Loan Program itself. After speaking with Director Lynch, some of the inherit issues that staff has seen recently indicates there is no established criteria or process for the Revolving Loan. No documentation could be found about when the Revolving Loan Committee was established. Director Martin stated there are a couple of things that need to be established; a process, and review criteria. He researched other programs in the County Finance and Personnel Committee Page 3 August 7, 2017 and selected the best aspects in his opinion from each one. Director Martin distributed information to the Committee about those programs. City of Marengo: This program is simple and succinct and establishes the goals, eligibility, criteria, and terms. McHenry County: This program is similar to Marengo. Director Martin is of the opinion that the leveraging of investment should be a criterion used by McHenry. He further stated the McHenry County Economic Development Business Incentive Program loosely modeled after the city's Underutilized Property Tax Abatement Program, includes a scoring system that adds objectivity to the process. Director Martin said there should be some incentives to apply for a loan i.e., is the building vacant, is it underutilized, is the property blighted, is it on Main Street or West Route 120; all this should be considered. City of Crystal Lake: Crystal Lake has a few program and they are called Investment Brand/Job Creation Programs. There is a program for manufacturing and retail. Director Martin thinks these programs incentivize and give more if the applicant does more. In other words, you get more money for each new full time employee. Director Martin told the Committee that Alderman Santi had recently stated to him that he thought approval of the Revolving Loan Program was based on the number of jobs involved with the business; there is only a simple statement on the application that refers to jobs. Some type of incentive might be beneficial for instance, you would get a larger loan if you hire more people. Director Martin also suggested eligibility if you are occupying a vacant building. More discussion ensued on the types of eligibility and processes to enhance the city's loan program. Chairman Curry stated the Crystal Lake program is actually a grant and not a loan and Director Martin agreed, but he thought the concept of it was worth reviewing. Director Martin said another consideration would be to develop a program whereby the city asks banks in town to participate and use the underwriting criteria from the participating bank. He also suggested creating an application checklist and loan agreement with a fee structure. Discussion ensued on the lack of interest in the city's Facade Grant Program. Alderman Schaefer said that going back in history it was nice to have the retention program and thinks what is being considered today is very different. The Retention Loan Program was helping businesses due to construction on Route 120. There are some good points to that program that can possibly be included in a new program. Unless the city increases the current program the funds are limited. Alderman Schaefer added he is in favor of keeping the program somewhat simple and make it an incentive to apply for the loan and offer funding for specific uses. Past loans were approved for various uses. Finance and Personnel Committee Page 4 August 7, 2017 Director Martin stated the program could be limited to sales tax generating uses. Alderman Schaefer agreed and added that perhaps a business that generates tax revenue would be scored higher than a business that does not. Alderman Mihevc told the Committee that he agrees with what has been said and that because there are limited funds, the city needs to be smart about how they are allocated. The city should encourage new and existing businesses to invest in the town so whether it is a new business coming in or an existing business that wants to stay should be fine. However, maybe the eligibility criteria should require the demonstration of job creation or some sort of building rehabilitation or investment. Alderman Mihevc noted there are good points listed in the criteria presented from other entities that could be used to establish our criteria. In Crystal Lake, to make sure that the new retailer is complying, the applicants are required to submit a letter to the Illinois Department of Revenue to release their sales tax information to verify what they said in the application is true. Mayor Jett asked if the city was able to determine if a business was paying its taxes and Director Lynch answered yes. Alderman Mihevc asked should an applicant need to demonstrate some special circumstance that caused them not to be able to get the money from a financial institution. Chairman Curry said especially now as there is no appreciable interest difference. This program is not really to get a low interest loan but more about availability. Chairman Curry added in the future if there is a 5% spread in the interest rate then this would become a consideration but he does not think it is in today's economy. The city is merely providing access to funds. Alderman Schaefer said he would caution the city considering an applicant's personal versus business finances. We should not guess if the applicant could personally afford to finance their business. The city should also take into account any previous investment the applicant has made in the business up to the time of the application. A discussion ensued on past applicants and their ability to obtain conventional loans. Chairman Our noted that job creation and generation of tax revenue are the two primary criteria in the city's past programs. Director Martin agreed and asked the Committee to consider other economic development goals such as business retention and job creation, which will make the community strong long term and sustainable. Alderman Schaefer asked does the city want applicants that do not qualify through another institution or are determined to be a risk through the city's underwriter. Chairman Curry said in his opinion, if a business qualifies for a private loan then they should do that because there is no advantage going through the city and they would just tie up money that might be available to a business that cannot get private financing. On the other hand, a business may be so much of a credit risk there is no possibility of being paid. We need to find an applicant that falls somewhere in the middle who may not qualify for a private loan but there is a decent opportunity for the city to be paid and help a new or existing business. This is what the city has done and it has worked out in most Finance and Personnel Committee Page 5 August 7, 2017 cases. Further discussion ensued on qualifications of applicants and existing investment in the community. Alderman Schaefer stated he feels that a business already invested in the community would be what the city should look at. Mayor Jett agreed that investment in the community is important and as this program is used more and more, he would like to see the program increase to include an expanded f49ade program. He and Director Martin speak to many business owners who cannot afford to make fagade improvements. Chairman Curry asked if the Mayor is thinking of a Revolving Loan Program for facades. Mayor Jett said he is just contemplating increasing the size of the grant. Director Martin noted that most businesses that would apply for a fagade grant own older buildings, which are more expensive to improve. Alderman Schaefer stated that a facade improvement could fall under the Revolving Loan Program, as it is a renovation to an existing building. Mayor Jett agreed stating we look aI the Revolving Loan Fund as a vehicle for new business and also should consider it for an existing business that wants to upgrade their building. Alderman Schaefer said that a business owner might not own the building where the business is located, which may be a problem. Director Martin said it would be a good idea to speak with existing business owners and ask them what would make them want to take advantage of a program, what are the obstacles, and why don't you use it. Alderman Schaefer asked if the Committee is considering rewriting the Revolving Loan Program using some of the criteria reviewed today. Chairman Curry said the reason he thought this was important to discuss is that it seems like this program has been nebulous in terms of why applicants qualify or do not qualify for a loan and on what basis the decision is made. Although there will always be an exception to the rule, in general the city should have criteria such as a scoring system to determine the risk. Chairman Curry concluded the discussion by recommending that the Committee determine the primary goal of the program such as job creation or expansion of sales tax. In addition, the Committee should work with staff to determine the criteria used in reviewing an application as a point system or other method. Alderman Schaefer suggested the Committee provide Chairman Curry with suggestions on criteria and Chairman Curry said that is a great idea however he would suggest the ideas are provided directly to Director Martin and Director Lynch. Chairman Curry asked Director Lynch to work with the bank to make certain the criteria suggested make sense from a financial standpoint. 8. Staff Reports, Human Resources: Human Resources Manager Campanella informed the Committee that as of the last pay period, the city had 239 pays of which 153 are full and permanent part time employees. Finance and Personnel Committee Page 6 August 7, 2017 The city received proposals for the Classification and Compensation Study from GovHR of Northbrook, IL for $19,200 and The Mercer Group of North Caroline for $29,950. Staff is reviewing the proposals and will bring a recommendation forward to the City Council soon. Alderman Schaefer asked if the RFP process was now closed and Manager Campanella answered yes, they were due by 11:00 AM last Friday. Six proposals were emailed to vendors. There is not much movement on the IPBC (new Health Insurance Consortium) other than obtaining broker data for the city's one on one implementation. The city is in the midst of configuring the new time and attendance software. Implementation should begin by October. Finance Department Director Lynch distributed to the Committee a copy of the Quarterly Financial Report that will be provided to the full Council at its next meeting. The city to date has received four months of state income taxes, which is a bit higher than expected. Impact and permit fees are at 25% of budget most likely due to the summer season. Reimbursements are a bit low due to the Dispatch Center, as our partners do not pay until the end of the fiscal year. Responding to Alderman Schaefer's question, Director Lynch stated gaming revenue is included in licenses and permits and is running at approximately 22%. Alderman Schaefer asked what is included in "Other," and Director Lynch answered transfers to the Internal Service Funds, employee contributions to police pension, and other employee contributions, which have an expense attached to them. In Expenditures, benefits are running a bit high. This includes police pension and contributions, which match property tax receipts. Approximately half of the property tax receipts were received through June. Supplies are running low as fuel costs are low at about 1504 . Debt Service will always be low in the early month of the fiscal year as our principle payments are not made until December. All other funds are running close to 25% as expected. Chairman Curry asked why Revenues in the TIF are at 59%. Director Lynch said TIF is mostly property taxes and we have received June payments. The Fund Balance was added to the report to see where the city stands as of the first quarter. Director Lynch noted this is not a true and accurate number because Expenses and Revenues occur at different times, but this report does provide a snapshot of the fund. She asked the Committee to keep in mind that these are not yet audit numbers and they will change. Finance and Personnel Committee Page 7 August 7, 2017 9. Any Other Business Director Martin provided a brief summary of the current PACE Voucher Program. Chairman Curry suggested Director Martin put together a financial overview of the program for the Committee to discuss at its next meeting. 10. Motion to adjourn the meeting. There being no further business to discuss, Chairman Curry called for a motion to adjourn. Alderman Schaefer made a motion, second by Alderman Mihevc, to adjourn the meeting. Chairman Curry asked the Clerk to call the roll: Voting Aye: Schaefer, Mihevc, Curry Motion carried. The meeting adjourned at 6:45 PM. Respectfully submitted by, Marci Geraghty, Executive Assistant/Deputy City Clerk Reviewed and approved this day of Alderman Scott Curry, Chairman 2018. FINANCE AND PERSONNEL COMMITTEE Monday, November 6, 2017 Municipal Center Classroom, 5*30 PM 1. Call to Order: The meeting was called to order at 5:30 pm. 2. Roll Call: Chairman Alderman Curry, Alderman Schaefer and Alderman Mihevc. Also in Attendance: Director of Finance Lynch, Director of Economic Development Martin, Human Resources Manager Ann Campanella, and Jason Moy of Plum Garden Restaurant. 3. Public Comment: None. 4. Motion to approve the October 2, 2017 Finance and Personnel Committee meeting minutes. Motion made by Mihevc, second by Schaefer, to approve October 2, 2017 Revolving Loan Committee meeting minutest as presented. Chairman Curry asked the Clerk to call the roll: Voting Aye: Mihevc, Schaefer, Curry Motion carried. 5. Review, discussion and consideration of an Application for a Revolving Loan Fund request in the amount of $35,000 from JM Goods I, LLC d/b/a Plum Garden Restaurant located at 3917 Main Street, and direction to place this item on the next available City Council meeting agenda. Chairman Curry announced the Committee is being asked to consider the application submitted by JM Foods I, LLC d/b/a Plum Garden Restaurant for a $35,000 Revolving Loan to fund the down payment for the purchase of the building at 3917 Main Street. Chairman Curry introduced the applicant Mr. Jason Moy to the Committee and invited him to begin the discussion. Mr. Moy stated he is requesting a loan to purchase the building and business from his father Perry Moy. The Moy family has owned and operated Plum Garden Restaurant on Main Street since 1965. Perry Moy is ready to retire and the applicant would like to retain the business in the family. Chairman Curry opened the floor for discussion: Alderman Schaefer said he is not in favor of approving a loan on top of another loan for the same business adding this point should have been included in the revised application. He also asked would we know if this money will be used in McHenry as the restaurant is expanding in another town. Finance and Personnel Committee Page 2 August 7, 2017 Mr. Moy assured the Committee that if approved, the funds would not be used for the Crystal Lake business The Crystal Lake business is owned under a different corporation and there is a clear distinction between the two businesses. Alderman Schaefer asked how the Crystal Lake business would be financed and Mr. Moy said his brother and another partner would finance the business in Crystal Lake. His roots are in McHenry and McHenry is his primary focus and home base. They are just expanding the brand. Alderman Mihevc asked for the circumstances surrounding the first loan. Mr. Moy said there are only 13 payments remaining and he would like time to pay it off or roll it into the second loan if approved. Alderman Mihevc asked if the personal guarantee is through his father and the answer was yes. Mr. Moy said if the first loan must be paid, he would arrange to do so. Chairman Curry noted the recommendation from lst National Bank is to roll the $8,900 into the $35,000 request and issue a new loan. Mr. Moy's concern is that it resets the interest in the old loan. Staff s recommendation is to pay off the old loan in totality prior to issuing the new loan. Alderman Schaefer asked if Mr. Moy tried to secure additional financing before applying to the city and he answered yes; at this time with purchasing the business and building at the same time, all his resources are committed. Owning the building would give him more flexibility to expand and hold community events, etc. Alderman Schaefer asked aside from purchasing the business and building were there other plans because this request does not fit into eligible uses; it is not renovation nor construction or purchase of machinery and equipment. Mr. Moy answered that this loan would be used primary for the purchase of the property on Main Street and would allow him the flexibility to update their menu, offer more products and expand to hold more events for the community. Chairman Curry stated he had a brief discussion with Mr. Busse who said that in terms of business cash flow he had no financial concerns about the business satisfying the outstanding loans. Alderman Schaefer did note a condition that Mr. Moy secure the $80,000 commercial real estate loan and Mr. Moy said he did receive a letter of approval for that loan. Chairman Curry asked the Committee if the city should use public funds to provide this use. He agreed with Alderman Schaefer that the criteria does not cover the application requirements. A discussion ensued on the amount of outstanding loans Mr. Moy will have should the city provide this loan including the purchase of the business from his father and all the internal equipment. Finance and Personnel Committee Page 3 August 7, 2017 Chairman Curry said he is still not clear about what would occur should Mr. Moy default, what is his collateral such as equipment or any physical asset and is it worth $35,000. Also, if there is a separate transaction with his father, who would be paid first, the city or his father. Chairman Curry noted cash flow was confirmed by Mr. Busse however, his concern is should Mr. Moy default, would the city be paid. Director Lynch stated all of the city's loans are based on the sale of equipment should the loan default but the city would never get the true value from the sale. The city also has the personal guarantee. Director Martin asked if the city only approved $20,000, would he still obtain the $80,000 loan to purchase the business and Mr. Moy answered yes and offered his personal guarantee that he would pay off the city's loan. Chairman Curry asked Mr. Moy what would happen if he did not own the building and what is the public interest to help him own the building. Mr. Moy answered that if he were not to purchase the building at 3917 Main Street, it would hinder his opportunity to purchase the restaurant; he sees this as a combined deal. There is a lease agreement with 3909 Main Street (the addition) and it would be more difficult for him to buy Plum Garden if he were to assume two lease agreements with two different individuals while operating the business. Mr. Moy said he could buy the building with the two loans and pay taxes for half the cost of the two leases. Alderman Schaefer noted if this loan were approved, the fund would have approximately $2,000. Director Lynch stated the $8,900 would be paid and deposited into the fund. The fund balance changes monthly as payments from all loans are paid. After further discussion, Chairman Curry asked the Committee to review the merits of approving the loan. Chairman Curry stated Plum Garden is a great business for the city and he had no concerns about the business. However, in his opinion, the request does not fit the loan criteria established by the city. Chairman Curry asked Mr. Moy if the Committee decided not to approve the loan tonight, would he be willing to provide a business plan showing how he intends to expand the business based on the consequences of obtaining this loan. Mr. Moy said he would. Chairman Curry asked the Committee if they would be willing to table the request for a month to review the business plan. Chairman Curry clarified that the loan request would go before the Council for consideration with or without a favorable recommendation by the Committee. Alderman Schaefer said he did not think it was necessary to submit a business plan as Mr. Moy explained his plans clearly this evening. Alderman Mihevc agreed with Alderman Schaefer stating Mr. Moy has sufficiently answered all the questions posed by the Committee. As there was no further discussion, Chairman Curry called for a motion. Finance and Personnel Committee Page 4 August 7, 2017 Alderman Mihevc made a motion, seconded by Alderman Schaefer to approve the Revolving Loan application for $35,000 submitted by Jason Moy of Plum Garden with the following conditions: the $8,921 loan to be paid off; security interest in the business assets; unconditional personal guarantee; personnel financial statement submitted annually to lst National Bank; loan repayable monthly for a five year term at 4.25% fixed rate; no prepayment penalty; contingent upon receipt of a commercial real estate loan commitment for the balance of $80,000; the city would buy back the loan should the payments become more than 60 days delinquent; loan approval is subject to the full City Council approval; and, documents must be executed within 30 days of Council approval. Chairman Curry asked the Clerk to call the roll: Voting Aye: Voting Nay: Motion failed. 6. Staff Reports. Mihevc Schaefer, Curry Human Resources: Human Resources Manager Campanella reported she received compensation data from Crystal Lake and Woodstock as requested by the Committee. The data was forwarded to the consultant who will provide a report with and without the data. The classification/interview portion of the study with city employees is underway. Manager Campanella anticipates bringing the completed study to be Committee in December. Open enrollment is underway for employee health insurance. A few benefit provider changes were made and employees are now able to enroll online. Finance Department: Director Lynch provided the Committee with a copy of the Quarterly Financial Report that will be provided to the full City Council at its next meeting. 7. Any Other Business Director Martin reported he received a revolving loan application from a new do it yourself dog wash business and will bring it before the Committee on December 4. Director Martin reported that he will bring a proposed agreement with McHenry Township for a Pace Dial -a -Ride program at the December 4 meeting. Alderman Schaefer asked it were possible to increase the amount of money in the Revolving Loan Fund during the budget process. A discussion ensued on the merits of increasing the fund now that the process has been revised. The Committee discussed various revisions to the application. Chairman Curry asked the Committee if there were any points they would like Mr. Busse to discuss with the Finance and Personnel Committee Page 5 August 7, 2017 applicants prior to the public meeting for example if there was another loan already provided to the business. In addition, he informed the Committee that he and Director Martin removed from the revised application the request for the applicant's social security number and date of birth. Alderman Schaefer suggested a clause be added to the criteria about paying off existing loans at the same business. 8. Motion to adiourn the meeting. There being no further business to discuss, Chairman Curry called for a motion to adjourn. Alderman Schaefer made a motion, second by Alderman Mihevc, to adjourn the meeting. Chairman Curry asked the Clerk to call the roll: Voting Aye: Schaefer, Mihevc, Curry Motion carried. The meeting adjourned at 6:55 PM. Respectfully submitted by, Marci Geraghty, Executive Assistant/Deputy City Clerk Reviewed and approved this day of 2018. Alderman Scott Curry, Chairman FINANCE AND PERSONNEL COMMITTEE Monday, December 4, 2017 Municipal Center Classroom, 5@30 PM 1. Call to Order: The meeting was called to order at 5:30 pm. 2. Roll Call: Chairman Alderman Curry, Alderman Schaefer, and Alderman Mihevc. Also in attendance Director of Finance Carolyn Lynch, Director of Economic Development Douglas Martin, Mayor Wayne Jett, and Kim Calousek owner of DIY Barkin Bath Haus. 3. Public Comment: None. 4. Motion to approve the September 5, 2017 Finance and Personnel Committee meeting report. Motion by alderman Mihevc, seconded by Alderman Schaefer to approve the September 5,2017 Finance and Personnel Committee meeting report as presented. Chairman Curry asked the Clerk to call the roll: Voting Aye: Mihevc, Schaefer, Curry Motion carried. 5. Review, discussion, and consideration of a Revolving Loan Fund application for $20,000 submitted by Kim Calousek owner of DIY Barkin Bath Haus, Inc. located at 1126 North Green Street and direction to place this item on the next available City Council meeting agenda. Chairman Curry opened the floor to the Committee for comments and questions. Alderman Schaefer said in his opinion, this application meets the criteria set by the Committee and asked where the business would be located. Ms. Calousek said she intends to open in the Riverwalk Place. Alderman Schaefer said other applicants have noted the rent is high for Riverwalk Place. Ms. Calousek said she negotiated a fair rent and noted the existing tenants had negotiated deals with the previous owner of the center. The previous owner advertised rent between $13 and $16/sq. ft. and she will pay $9.85/sq. ft. Chairman Curry invited Ms. Calousek to make a statement before the Committee. Ms. Calousek said she anticipates signing a lease this week. She has a Facetime conference scheduled this week with the manufacturer and U.S. distributor to finalize purchase of the machines, which will be shipped from Australia. There is a 45-60 day lead-time for the equipment to arrive so if she signs a lease effective January 1, 2018, she will begin the buildout prior to delivery of the machines. Finance and Personnel Committee Page 2 December 4, 2017 Alderman Mihevc said in his opinion, this is a great concept and that it meets the criteria of the revolving loan program. He asked how Ms. Calousek would ensure that the $100,000 she would be investing in the project and the $20,000 from the city would all be used for this project. Ms. Calousek said all the funds would be used for the $20,000 down payment for the machines and expenses for the buildout. In the recommendation from Mr. Busse he asked that the lease be signed, agreement with the distributor secured, and the business is incorporated as conditions for the loan. Her bank accounts are setup, business cards ordered, paint purchased, security system purchased, and interior accessories are ready to go. Ms. Calousek said she is prepared to move into the space �it&r.VA Alderman Mihevc asked if the city takes a security interest on the bank account. Director Lynch said the equipment is the collateral and Ms. Calousek's personal guarantee. Alderman Schaefer explained that questions about loan security are often asked because if the business goes under the city does not get to collect first. Chairman Curry noted Mr. Busse's conditions require that the lease is first signed and the purchase of the machines has to be negotiated and agreed to in writing. The city will need to see those documents prior to releasing the funds. As far as securing the loan, typically the city files a form with the UCC to secure an interest in the equipment, which in this case will be the machines coming from Australia. Ms. Calousek said she and Mr. Busse discussed the value of the machines. As the machines are new to the U.S. and very popular in Australia, the resale value would be high. Currently, the machines cost 500£ each. The location of the proposed business on Green Street was discussed. Ms. Calousek told the Committee that within the shop there will be fencing around each unit so they are self-contained for the owner and the animal. The animals will be restrained inside the machine and cannot jump out. Three stations will be installed and one will be ADA compliant. Potentially two trained employees will be hired. Customers will be required to leash their dogs and a security system has been purchased. Alderman Schaefer asked if an employee would be required to be on duty when the shop is open. Mr. Calousek said the landlord would prefer that someone be there. As with a coin laundry there is no need to have an attendant present at all times and over time as the landlord is more secure with the operation, she is hopeful that customers can be issued a cardkey to wash their dogs after hours. A kitchen will be installed with ovens for baking dog treats, which will be cordoned off from the public area. The sale of pet treats is not subject to health department regulations. The only public access will be to the washing and vending machines. In response to Alderman Schaefer's inquiry, Director Martin said pet grooming is a permitted use in C-3 and above; this location is C-4. The water meter size needed for this business will be determined during the building permit process. Ms. Calousek informed Finance and Personnel Committee Page 3 December 4, 2017 the Committee that a three -stage filter process is installed in each washing machine to catch the pet hair before it enters the sewer. The business is anticipated to open by March 1, 2018, depending on how quickly the machines are delivered and installed. Alderman Schaefer asked Ms. Calousek if she attempted to secure a loan from a bank. She answered that she preferred to go through the city as the time frame to secure a private loan was longer than she wanted to wait. Motion by Alderman Schaefer, seconded by Alderman Mihevc to recommend approval of a Revolving Loan in the amount of $20,000 with the conditions placed on the loan by lA National Bank of McHenry and to present this item to the full City Council at the next available meeting. Chairman Curry asked the Clerk to call the roll: Voting Aye: Schaefer, Mihevc, Curry Motion carried. Ms. Calousek left the meeting at approximately 6:10 PM. 6. Review and discussion of the PACE Suburban Bus Dial -a -Ride, Voucher Program for Seniors, consideration of the McHenry Township Senior Dial -a -Ride Program, and motion to place this item on the next available City Council meeting agenda. Chairman Curry asked Director Martin to present this item to the Committee. Director Martin provided a summary on the background of the Senior Bus Voucher Program that was created in conjunction with the Pace Suburban Dial -a -Ride Service. A grant of $20,000 was awarded to the city in 2001 to fund the voucher program for the purpose of augmenting limited transportation for senior citizens living with the city limits. The grant was extended twice until 2003. The vouchers were issued to residents 55 years and older, collected by PACE who in turn was reimbursed by the city for costs associated with the program. Although the $20,000 was expended in 2003, the city continued to administer the program. Since the expiration of the grant funding, the issuance of the free vouchers has evolved and expanded beyond the original scope of the senior program to include people with disabilities. From 2004 to 2013, the annual cost of the program has averaged $10,074. The city also spends about $1,200 per year to print and mail the vouchers. In 2013, the program was revised to limit the free vouchers to city residents 60 years and over. Recently staff was informed that the city was not being charged by the county for the free vouchers. In addition, Pace drivers often confuse city vouchers with McRide vouchers and consequently, 10-20 regular users of the city's free program receive up to 40 free one-way rides per month. Finance and Personnel Committee Page 4 December 4, 2017 An alternative to the current program would be the McRide voucher program for a cost of $3 per ride. The County would sell the vouchers to the city at the discounted rate of $2 per voucher. At 10 riders a month, 40 vouchers would cost the city $9,600 per year. Another option that staff recommends is a partnership with McHenry Township for the Township Dial -a -Ride program. This program is funded by a grant and offers door-to- door transportation for seniors and people with disabilities using four buses owned by the Township. Service operates Monday through Friday, 8:30 AM to 3 000 PM and is offered only to McHenry Township residents. Director Martin reported that he met with McHenry Township Supervisor Adams and the Township is willing to offer door-to-door service for all City riders including those in who live in Nunda Township who use the voucher program. The expanded service would require an additional driver. Bus tickets would cost $1 per ride and the Township would sell books of 10 tickets to the city for $5 a book, or $.50 per ride. Residents would be able to purchase Township bus tickets at the Municipal Center or they can be mailed upon verification of residency and age. In the next grant year, the Township would administer the program and the city would discontinue the free voucher program. Ultimately, the city could discontinue offering any type of voucher program completely. Residents would still have the option to use the existing Pace Dial -a -Ride program for their transportation needs. Alderman Schaefer asked if the Dial -a -Ride program includes vouchers and Director Martin answered no. Chairman Curry asked Director Martin to confirm that the city has to make a decision soon because the County has an issue with the program. Director Martin noted that for the past three months, the County has been cooperating with city staff to find a solution. Chairman Curry said the simplest solution would be for the city to continue to offer the existing voucher program until the end of next year and then move to the Township program. Director Martin said the vouchers currently issued by the City are not being accounted for and the users are basically getting free rides. Director Lynch added there is no way for the city to know if the vouchers are being used. Alderman Schaefer asked if the 40 vouchers per month are per person and are they all handed out at one time and Director Martin answered yes, and the city pays to print and mail them. Chairman Curry summarized that staff is proposing to change over to the Township system at the end of this year (2017) or beginning of next (2018) and offer $5 books for 10 rides or $0.50 per ride, until the end of 2018 and then the Township will use that data to justify a new grant. The Township would continue to pick up city riders from both Finance and Personnel Committee Page 5 December 4, 2017 Townships henceforth; Director Martin concurred. Alderman Schaefer asked if either of these plans affect the agreement with Pace that is on the Council agenda presented this evening and Director Martin answered no, this is a separate issue. Alderman Schaefer asked if the city has a clear understanding of the city's cost for the voucher program. Director Lynch said we knew what our costs were when the County annually invoiced the City. Chairman Curry read a summary provided to him earlier by Director Martin: partner with McHenry Township for one year (next year), purchase the Township $1 per ride vouchers for $0.50 per ride (half -off), after which the city would no longer offer free rides for seniors. Assuming 20 riders at 40 rides per month, the cost to the city would be $4,800 in 2018. The alternative option would be to go to the County at $2 per voucher (assuming a discount from the County's $3 voucher price); same number of riders would cost $19,200 in 2018. The Township option is $14,500 less expense than the County option. Director Martin recommended that the city continue to offer the program to only seniors 60 and over. Alderman Schaefer asked would it still be considered a full price fare if city residents pay half price for the Township ride and Director Martin answered yes. Chairman Curry said the Township should pick up city residents who reside in McHenry Township riders for free now and Director Martin said the reason they do not is because of the grant program. Once the grant program is reinitiated they will be included. Chairman Curry said he was in favor of the Township program and asked should the city give people more notice than just in October as proposed. Director Martin suggested sending a letter of notification to the current voucher users after Council approval and a second letter in October. Alderman Schaefer said he was in favor of the Township proposal but when Supervisor Adams said he would have to add another driver and possibly another bus, he is concerned that the city would be asked to subsidize the costs. Director Martin said the Township is just proposing to add another driver. Director Lynch noted that many of the residents that will be added to the Township service already reside in McHenry Township. Chairman Curry said after next year, the only exception to any of this is that Nunda residents will also benefit from the McHenry Township program. Director Lynch said there is only one Nunda Township resident who uses the City's current voucher program. Alderman Mihevc said it is his understanding that the proposed partnership with McHenry Township will cost the City $4,800 with 20 riders. If we discontinue it at the Finance and Personnel Committee Page 6 December 4, 2017 end of 2018, we would be spending the $4,800 in 2019 so, what would prevent the City from continuing to subsidize the program at that number in 2019, get the same deal from the Township, and be able to offer seniors a free ride? Director Martin said if the Committee directed him to do so, he would ask the McHenry Township Supervisor how the grant is structured to determine if this would be possible. Alderman Mihevc said he assumes the profile of the average rider is someone who does not have their own car, does not drive, and has limited income so a $1 per ride may cause a hardship for some. Chairman Curry suggested that the city move forward with the proposal and ask Director Martin to confer with McHenry Township about Alderman Mihevc's proposal. Alderman Schaefer inquired about a statement in the supplement that mentions the program is good for seniors and people with disabilities and asked if Director Martin intended to relay that the program is good for seniors and/or people with disabilities to which, Director Martin answered yes. Alderman Mihevc made a motion, seconded by Alderman Schaefer to continue the City's free voucher program until December 2018 through the McHenry Township Senior Dial - a -Ride Program and the City will subsidize the program at the rate of $5 per 10-ride pack or $0.50 per ride. Chairman Curry asked the Clerk to call the roll: Voting Aye: Motion carried. 7. Staff Reports. Mihevc, Schaefer, Curry Director Lynch informed the Committee there are no Finance topics for the January meeting agenda and asked the Committee if they had any items for the agenda. She also noted that the City Council has one regular meeting scheduled in January on the 15tb Alderman Curry suggested moving the regularly scheduled meeting on January 2 to January 15 prior to the Council meeting, with the knowledge that the meeting may be cancelled for lack of an agenda. Alderman Mihevc reported the Public Works Committee proposed an aggressive 2018 Street Program in addition to discussing the Public Works list of projects in the CIP. He suggested that at some point the Finance and Personnel Committee discuss what the city can do to meet those needs. Director Lynch stated the CIP for all proposed General Fund projects would be the topic for discussion at the January 29 Committee of the Whole meeting. Finance and Personnel Committee Page 7 December 4, 2017 Alderman Curry said the Committee could discuss the CIP on January 15, Director Lynch said she was not certain if the information for the CIP would be available for discussion on January 15. In conclusion, the Committee agreed to move the January 2 meeting to January 15, 8. Any Other Business. None. 9. Motion to Adjourn: Alderman Mihevc made a motion, second by Alderman Schaefer, to adjourn the meeting. Chairman Curry asked the Clerk to call the roll: Voting Aye: Mihevc, Schaefer, Curry Motion carried. The meeting adjourned at 6:36 pm. Respectfully submitted, MarGeraghty, Executive Assistant/Deputy City Clerk Reviewed and approved this day of Alderman Scott Curry, Chairman 2018.