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2003-10-27 - Finance Committee - Minutes Board or Commission: ❑ Finance Committee Document Type: 0 A e g nda 0 Minutes Meeting ate: 10/27/2003 Type of Meeting: ❑ Special Meeting The Village of Buffalo Grove Finance Committee convened on Wednesday, October 27, 2003 at the Village Hall, Upper Level Conference Room. Those in attendance were: Elliott Hartstein, Jeff Braiman, DeAnn Glover, Jeff Berman, Chuck Johnson, Bruce Kahn and Steve Trilling. From staff: Bill Balling, Bill Brimm, Ghida Neukirch and Scott Anderson. Representing departments: Gregory Boysen, Dick Kuenkler& Carmen Molinaro The sole subject of tonight's meeting was the second of two meetings to present an overview of the Core Service Objectives identified departmentally within the deconstruction models. Tonight Public Works, Golf Operations and Staff Services presented. Bill Brimm provided an overview to tonight's session, that being a focus on those "Yellow" core service objectives within Public Works, Golf Operations and Staff Services departments. Greg Boysen led off with a review of the Public Works core service objectives. Comments presented are as follows: - It was affirmed that the Village has and will remain committed to the placement of traffic control signage within the community only as long as traffic warrants are met and that politically-based signage will be avoided. -An overview of the water operations SCADA system was provided,with a further explanation of the recent security enhancements required under local Homeland Security initiatives. It was noted that for the next few years a larger commitment will be required to complete the system and those values will be identified within the Capital Improvement Plan. When completed,the fiscal commitment will decline significantly within a maintenance mode. The security aspects of the planning are within the mandates of federal vulnerability assessments. -The backflow prevention and monitoring program was explained, which included the cross department reviews with Building & Zoning (plumbing). -The Board asked for clarification of the move out/move in internal review of meters as well as the cross check for illegal sump pump connections. This is a program that is coordinated at time of residential appointment for final reading prior to move out. Staff was asked to review the cost benefit of performing the internal inspections compared to the value that may accrue by actually performing the review. -Staff was asked to review the Calcium Chloride program and whether it is viable to consider eliminating this program as facilities age. The benefits of the program were identified in that the chemical improves the performance of salt at lower temperatures. -Staff was asked to make every effort to extend, where practical,the life of the bikepath system as a way of managing recurring system costs. -The frequency of street cleaning is to be reviewed. Are their realistic opportunities to control costs and are there outsourcing opportunities? -Staff was asked to provide information on the parameters of when and how the Village intervenes when a private tree hangs over public property such as sidewalk and bikepaths. -The Village's mowing operations were discussed. Staff was asked to review any and all opportunities to control cost, to consider contract work, etc. Carmen Molinaro then reviewed the Golf Operations. Comments include the following: -Service levels are defined and really established by the competition and our reactions to that competition. Costs can be reduced but at the realistic risk that service levels will decline, leading to lost revenue that is very difficult to recover. Also, with reduced service levels, the expectations toward the revenue structure (fees for play, etc)will need to be realigned and the alignment is lower. Cuts can be a self fulfilling cycle toward eventual failure within a retail operation. -Certain maintenance activities identified within the core support will be moved to core service objectives based on the critical nature of those maintenance activities toward customer satisfaction with the facilities (specifically the course play surfaces). -There was a discussion on "goodwill and comped golf' The Committee accepted the role of free golf as long as it did not impact course play capacity and was used to promote the facilities. It was noted that the vast majority of comped golf is at the Arboretum. -One area that Carmen wants to explore is contracting out appropriate maintenance activities versus overall course contract management. The Committee was firm in a direction that activities that"touch"the customer should remain inhouse with staff in terms of providing the best customer servicing possible. Bill Brimm provided an overview of Staff Services. The minimal level of core service objective contacts with the customer were noted although limited in number are very important due to the high frequency levels. All involve customer contact personally, through the mail, over the counter, etc.. Staff was asked to review the passport issuance program and a report will be forthcoming on this shortly.