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2006-02-27 - Finance Committee - Minutes Board or Commission: ❑ Finance Committee Document ❑Type: A e g nda 0 Minutes Meeting ate: 02/27/2006 Type of Meeting: ❑ Regular Meeting TH°e"° ijP"a"'"°°°°"e""°°°ot°° °°u"'t"a""j°o°°° °°r""o""°v"""e"'"° i°"ri"""a"'n°c"""e"'"°°C°om°""m"""ittee convened on VVonc�aerUall a{the Village Hall Council Chambers. 9 Y rY 9 Those in attendance were: Elliott Hartstein,Jeff Braiman, De Ann Glover, Bruce Kahn, Steve Trilling, Brian Rubin,and Joe Tenerelli. From staff: Bill Balling, Bill Brimm, Scott Anderson,and Carmen Molinaro. The following matters were discussed. Status-Food&Beverage Service Lease Assignment Buffalo Grove Golf Club Carmen introduced the proposed lease assignee, Dan Sronkoski from DBS Services LLC,and indicated that Mr Sronkoski, beginning the first week in March,will be the on-site manger at Connie's Clubhouse and Tap. Carmen stated that the Village is in a unique position in that the proposed lease assignee will be given an entire golf playing season to learn the operations and it gives the Board time to review his progress and determine if he will be a good fit.Jim Leo from Tap Room Hospitality LLC,stated it is ithe ntent for Mr.Sronkoski to take over operations in October or November of 2006. Mr. Leo will be leaving the state to pursue other interests. Mr.Sronkoski introduced himself and provided his thirty-one year background in the restaurant/entertainment business including local work with Three Chefs Catering and numerous local delis.Trustee Trilling recited the current state of business and the decline in the number of patrons since Tap Room Hospitality assumed operations.The Village Board was in agreement that customer service issues need to be addressed immediately.Sronkoski was told that the restaurant,while catering to the golfing public,must continue to be a destination for family dining.Trustee Glover stated that she was concerned that the proposed name Tavern at the Tum has too much of a golf connotation that may lead residents to think that the food selection may be limited to hot dogs and hamburgers.Trustee Glover also indicated that the menu may be too limited in its offerings.Trustee Braiman expressed his disappointment about the decline of the current business and was adamant about Sronkoski being up-front and truthful about his intentions.Sronkoski stated that a major change he will bring will be on-site management. He is looking to bring at least one more partner on board so that they can ensure complete coverage of operating hours.That was a cause of concern with the current regime with the best case involving a revolving door of managers the worst case absentee managers. It is the intention of DBS Services to provide two uninterrupted seasons before looking to expand. Trustee Trilling asked Sronkoski if he would have the ability to affect change over the next six months as he technically is an employee of Tap Room Hospitality. Sronkoski stated that he will be given carte blanche control over day-to-day operations with the financial backing of Tap Room Hospitality. He does not foresee any capital improvement to the facility until he takes over in the Fall.Trustee Kahn inquired about a second lease option if DBS Services does not produce during its audition. Carmen related that Tap Room Hospitality will be deemed in lease default for service issues and the Village will need to seek out a new operator. Trustee Rubin stated that he would like to see the restaurant marketed more aggressively(or at all)and the need for more investment into the facility. Staff was told to continue working the lease. FY 2006-207 Budget Overview Bill Balling provide an overview of the budget to be formally presented March 6. He stated that the budget will be coming in lower than the previous year due to some debt service coming off-line. Mr. Balling indicated that staff has continued the precepts of service redesign and cost containment and that operating departments are still able to maintain high service levels. FY 2006-2006 Police Year End Proposed Reserve Transfer Bill Brimm indicated that the FY 05/06 budget will provide a surplus this year and is requesting that the Board authorize the police department to move an additional$100,000 into its capital reserve account to help offset a funding deficiency that occurred over several years of inadequate transfers.With this additional transfer,the reserve balances are fast approaching expected levels. Trustee Braiman reiterated that the Village was using some of its surplus to invest in itself and asked about the remainder of the surplus. He was told that all remaining funds will drop into the Village's unreserved fund balance.The transfer was authorized. Proposed Increase-Ambulance Transport Fees Bill Brimm summarized February 21,2006 memorandum from Chief Sashko to Bill indicating desire to raise ambulance billing rates to come in line with the Medicate rates. Currently medical insurance is covering the cost of 99%of the billing.The increase was authorized. Update on Water Rate&Fee Adequacy Bill Brimm provided an overview of water operations and that the current rate structure is producing an operating deficit.The fund as a whole is stable with the inclusion of development related fees and maintains a healthy fund balance.The Village Board opted to maintain the current rate structure until the FY 08/09 budget is developed.At the point,the Northwest Water Commission revenue bonds will nearly be reduced in half. National Sales Tax Initiative Bill Brimm discussed the latest interation of this legislation and its potential ramifications for the Village.The Streamlined Sales Tax Intiative is designed primarily to address Internet sales tax and create a uniform taxing policy,but as President Hartstein noted, could adversely impact local government.Staff will continue to monitor the Iegistation. Proposed Police/Park District Cooperative Policing Initiative Mr. Balling cited that vandalism to park district property continues to be a nuisance to both the park district and the Village. If the Village was to provide an officer on an off-duty hire back basis the financial commitment would be around$2,000.The remaining costs would be covered by the park district and also possibly grant funded.Trustee Braiman expressed concern about enforcement expectations and that the intergovernmental agreement must contain an out clause. He also asked that counsel attempt to work language into the agreement whereby the injury to an officer resulting in disability be covered by the park district.Staff was directed to move forward with drafting an agreement. Sente&Rubel Public Service Center Space Needs Analysis-Proposal Mr. Brimm summarized his meeting with Sente&Rubel regarding the expansion of the public works facility.The Village is looking to perform a space needs analysis and existing building conditions study.This study would have four independent steps including (1) Existing Building Inspection (2)Space Needs Programming(3)Conceptual Design (4)Conceptual Elevations and Perspective. Staff was asked to bring it forward. Local MFT Design&Construction Management Engineering Mr. Balling reported that the Village is nearing the end of its contractual engagement with Baxter&Woodman and based upon the good relations and excellent work product the Village would like to extend the contract on a year-to-year basis.Trustee Braiman stated that it would be in the best interests of the Village to bid the contract. He stated that the village should seek performance reports from other communities regarding the firms they utilize.The challenge is to make apples to apples comparisons of service levels and performance as each community has a different maintenance threshold.Staff will work on developing the bid specifications. Marie Avenue Bike Path Extension Mr. Brimm discussed the bike path extension from the Corned ROW at the Metra Station to the bike path at Marie Avenue.The project was incorporated into the FY 06/07 portion of the CIP and will result in 1700 ft of pavement to connect the system costing about$120,000.Trustee Braiman indicated that that was a large amount of money for little return.There were questions raised as to usage patterns and if anyone would actually use the system to get to the train station.At the request of the board,the project will not be brought forward into the FY 06/07 budget. Park/Library Community Center Planning Update Mr. Balling introduced the concept and the potential role of the Village as financier.Trustee Braiman was concerned that it is not total clear what exactly the parties are looking for.There is concern that the Village may be helping to circumvent the residents' wishes by moving a plan forward after it's referendum was rejected several times.Staff will continue to talk with the park and library districts and report back some time in March. Meeting adjourned at 8:36 PM.