2013-07-29 - Village Board Committee of the Whole - Minutes MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF THE VILLAGE OF
BUFFALO GROVE HELD IN THE EOC CONFERENCE ROOM,
50 RAUPP BOULEVARD,BUFFALO GROVE,ILLINOIS ON MONDAY,JULY 29,2013
Call to Order
President Braiman called the meeting to order at 6:33 P.M.
Roll call indicated the following present: Jeffrey Braiman,Village President;Jeffrey Berman, Steve Trilling,
Beverly Sussman,Mike Terson,Andy Stein,Les Ottenheimer,Village Trustees.
Also present were: Dane Bragg,Village Manager;Jenny Maltas,Deputy Village Manager;Scott Anderson,
Director of Finance;Katie Skibbe,Assistant Director of Finance;Art Malinowski,Director of Human Resources;
Brett Robinson,Director of Purchasing;Mike Skibbe,Civil Engineer;Dave Haisma, Superintendent of Water
Operations;Brian Sheehan,Deputy Building Commissioner-Operations;Carol Berman,Deputy Building
Commissioner-Administration;Rodrigo Lopez,Intern;Geoff Tollefson,Golf Operations;Police Chief Casstevens;
Fire Chief Vavra; and William Raysa,Village Attorney.
Strategic Planning Project
Ms. Maltas made a presentation regarding the Strategic Plan Progress Update,details of which are contained in her
memo to the Board of July 29,2013.
Mr.Bragg,Mr.Malinowski,Mrs.Niemotka and Mr.Anderson reviewed the Strategic Plan Project.
Five Year Fiscal Forecast
Mr.Anderson reviewed the five year fiscal forecast. The goal of the Five-Year Operating Forecast is to evaluate the
Village's ability to meet both short and long term financial obligations.The forecast provides a picture of the
Village's fiscal health based on numerous assumptions over the next five years.The Five-Year Financial Forecast is
a planning tool and should be considered fluid in its construction.As new significant data or trends emerge the
document will be revised,at minimum,on an annual basis. This document should be viewed in conjunction with the
annual Village Budget in order to make specific policy and spending recommendations
Fee and Fine Recommendations
Ms.Maltas reviewed the fine and fee study,one of the goals listed in the strategic plan. As such,Village Manager's
Office Summer Intern,Rodrigo Lopez,put together a comprehensive spreadsheet that included all of the Village's
fees and fines and surveyed 15 municipalities. The goal of the survey was to evaluate where the Village's fees and
fines fall with respect to other communities and to identify fees and fines that the Village may want to consider
adding to the fee and fine schedule. Staffs recommendation is for our fees and fines to be in line with other
communities.The exception will be in cases where the fine is meant to address a specific issue within the Village.
Tier III Service Evaluation
As part of the Strategic Plan,staff was tasked with evaluating core and non-core services. The service model was
further divided into three subcategories:
• Tier I services-those which are statutory in nature or a part of the organization's core mission.
• Tier II services-those services that are closely aligned with Tier I services and considered a part of the
Village's basic service model.
• Tier III services-services that are above and beyond the core mission and considered ancillary services.
Staff has quantified the Tier III services and further collected and analyzed the costs associated with each service.
The resulting information provides a basis for evaluating the efficacy of services,determining the allocation of
resources to those services and the value added for each service. Based on information collected,staff will
recommend fee restructuring for certain services and elimination of others.Further,the format developed by staff
establishes a baseline for evaluating future services to be provided by the Village.
2014 Budget Strategy
Staff presented the primary strategies to balance the 2014 budget,as well as next steps to maintain structural balance
in future years as outlined in the PowerPoint presentation.
Roles of Trustees
President Braiman reviewed liaison responsibilities,which is to be a resource for the commission and to relay
information to Board. Board members need to make sure commissions act independently and are not unduly
influenced by the Trustee attending the meeting. The liaison needs to let the commissioners do their job.
Staff was thanked for the thorough and comprehensive presentation.
Executive Session
Moved by Ottenheimer,seconded by Stein,to move to Executive Session for the purpose of discussing Collective
Bargaining, Section 2(c)(2)of the Illinois Open Meetings Act,and Pending Litigation, Section 2(c)(11)of the
Illinois Open Meetings Act. Upon roll call,Trustees voted as follows:
AYES: 6—Berman,Trilling, Sussman, Terson,Stein,Ottenheimer
NAYS: 0—None
Motion declared carried.
The Board moved to Executive Session from 8:55 P.M.until 9:34 P.M.
Adjournment
Moved by Sussman, seconded by Stein,to adjourn the meeting. Upon voice vote,the motion was unanimously
declared carried,and the meeting was adjourned at 9:35 P.M.
M. Sirabian,Village Clerk
APPROVED BY ME THIS 19th DAY OF August ,2012
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imp V lage President
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