2013-09-30 - 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,SEPTEMBER 30,2013
CALL TO ORDER
President Braiman called the meeting to order at 6:38P.M.
Roll call indicated the following present: President Braiman;Trustees Berman, Sussman,Terson, Stein,
Ottenheimer. Trustee Trilling was absent
Also present was: Dane Bragg,Village Manager;Jeffrey Stein,Village Attorney;Jennifer Maltas,Deputy
Village Manager; Scott Anderson,Director of Finance;Art Malinowski,Director of Human Resources;Robert
Giddens,IT Director;Brett Robinson,Purchasing Manager; Robert Pfeil,Village Planner;Michael Reynolds,
Director of Public Works;Rick Kuhl, Superintendent of Public Works;Brian Sheehan,Deputy Building
Commissioner—Operations;Carol Berman,Deputy Building Commissioner—Administration;Fire Chief Vavra;
and Police Chief Casstevens.
The Committee of the Whole Meeting consisted of staff reports and Board discussion on the following issues.
RESOLUTION#2013-32—UPPER DES PLAINES RIVER
Mr.Bragg reviewed the proposed resolution opposing the conversion of the Didier Property and Hoffmann
Property to a 550-acre foot reservoir,as outlined in the Upper Des Plaines River and Tributaries, Illinois and
Wisconsin Integrated Feasibility Report and Environmental Assessment, published by the United States Army
Corps of Engineers on September 3,2013.
The resolution, if approved,will be forwarded as a comment for the permanent record to be attached to the
study. Staff is also working with Lake County,the Buffalo Grove Park District and Aptakisic-Tripp District 102
to solidify positions on the proposal.
Moved by Sussman,seconded by Berman,to pass Resolution#2013-32,opposing the Upper Des Plaines River
and Tributaries Report and Assessment. Upon roll call,Trustees voted as follows:
AYES: 5—Berman, Sussman,Terson, Stein,Ottenheimer
NAYS: 0—None
ABSENT: 1 -Trilling
Motion declared carried.
AUDIT—MANAGEMENT LETTER AND REPORT ON INTERNAL CONTROLS
The Village's independent auditors,Wolf&Company LLP,have completed their review of the FY 2012 audit
and management controls. Mr.Anderson reviewed the findings of their review with the Board. The first report,
dated June 28,2013 is the SAS 114 Board Communications letter.The intent of the letter is to make the Board
aware of any significant audit findings.
FUND BALANCE POLICY REPORTING FY 2012
Mr.Anderson reviewed the General Fund Unassigned Fund Balance,which is the previous years' accumulated
fund equity available for future spending. Annually,the Village's Fund Balance Policy is reviewed at the
conclusion of the independent audit for the relevant fiscal period.This review incorporates the fiscal activities
ending December 31,2012 and fund balance totals reported in the audited Comprehensive Annual Financial
Report. Balances are reported to ensure the compliance with the Policy.
FEES AND FINES
Staff presented a series of fee and fine recommendations at the July Committee of the Whole Meeting. Based on
Board discussion and feedback,an ordinance was scheduled for adoption by the Village Board at the meeting on
September 9,2013. At the request of Trustee Stein,the item was deferred until the October 7,2013 Village
Board meeting pending further discussion of specific fees tonight. Staff reviewed the responses to inquiries
received to date concerning the proposed fine and fee increases.
HOME RULE SALES TAX
On January 5,2004,the Village Board adopted Ordinance No.2004-16 amending Chapter 3.40 of the Municipal
Code to increase the Home Rule Sales Tax by.5%to 1.0%effective July 1,2004. There is a requirement in the
Ordinance that by January 2006 and each January thereafter,a review is to be undertaken to determine if the rate
should remain at the current level.
For the following reasons,staff recommends the continuation of the additional .5%in 2014: total Home Rule
Sales Tax received in fiscal year 2012 was$3,177,985 or$1,461,277 less than the peak received in FY 2006;
20%of the Home Rule sales tax will be transferred to the Motor Fuel Tax Fund to supplement state shared
revenue allocated to the annual street maintenance program;the Village's current revenue profile is not
generating any operating surpluses that can be reinvested into reserves for future capital needs. With the Board's
concurrence,the FY 2014 revenue budget will include 1.0%Home Rule Sales Tax.
FY 2013 PROPERTY TAX LEVY
In conjunction with the development of the FY 2014 Village Budget,staff is currently working on a
recommendation for the FY 2013 Tax Levy(collected in 2014). Key dates are the truth in taxation
determination report presentation on November 4,2013,and the tax levy presentation on December 2,2013.
Mr. Anderson's memo to Mr. Bragg of September 19,2013 outlines staffs recommendation and assumptions in
preparing the 2013 levy for Board review and approval.
2014-2018 CAPITAL IMPROVEMENT PLAN INITIAL REPORT
Mr.Reynolds provided an update on the 2014-2018 Capital Improvement Plan by providing an overview of the
preliminary requests received during the 2014 budget cycle.
FY 2014 GENERAL FUND BUDGET STATUS UPDATE
The FY 2014 Budget development cycle was formally initiated on June 17,2013 in conjunction with the Five-
Year Operating Forecast,although the management of an anticipated deficit has been a year-long process.All
department directors have submitted their preliminary operating budgets. Mr.Anderson presented an overview
of the 2014 budget,and Ms.Maltas covered details,which are contained in Mr.Anderson's memo to Mr.Bragg
of September 20,2013.
20-YEAR PRO-FORMA FOR WATER FUND
Each year of the pro-forma update,staff reviews the financial condition of the Fund to determine the adequacy of
current rates. The rate is set by ordinance to increase in FY 2014 by 30%and adjust by 4%annually thereafter.
There are no changes recommended with this update.
CENTRALIZED PURCHASING PROGRAM
Mr. Robinson presented a brief overview of the Centralized Purchasing program activities to date,and also
reviewed a description of planned future activities.
E-SERVICES
Mr.Anderson reviewed an outline of the next steps in deploying electronic services.
COMMUNICATIONS POLICY
As part of the Village's overall strategic plan,an overhaul of village communication strategy is currently
underway. Staff reviewed their recommendation that all Village communications resources be utilized in a
deliberate,centralized and standardized fashion. The Village Board is being asked to accept the
Communications Policy for use by staff as a guideline document.
PAY FOR PERFORMANCE
Based on Village Board direction and ongoing discussions regarding compensating and rewarding Village
employees,Mr.Malinowski presented a policy developed by staff concerning a pay-for-performance plan for
non-represented employees. Highlights of the proposed pay for performance plan include: the creation of a
system of formally evaluating the performance of employees based on the attainment of specific Village-wide
and departmental priorities;moving employees through their respective pay ranges based solely on the level of
their individual performance;rewarding employees who perform at the"exceeds expectations"or"far exceeds
expectations"level by providing a faster means to progress in their salary range;and improving the performance
of underperforming employees via established criteria. It is anticipated this policy will be implemented effective
January 1,2014.
METRA PARKING PASS FEE
Staff is recommending an increase in the cost of the bi-monthly commuter parking pass for the Metra Parking
Lot. The proposed increase would be$10 and would increase the current fee to$60(20%). The
recommendation runs concurrently with the intention of the Village to replace the manual fare boxes with
automated collection systems. These recommendations seek to remedy two issues at the parking lot: service
delivery and fund performance
ADJOURNMENT
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Moved by Berman,seconded by Sussman,to adjourn the meeting. Upon roll call,Trustees voted as follows:
AYES: 5—Berman, Sussman,Terson, Stein,Ottenheimer
NAYS: 0—None
ABSENT: 1 —Trilling
Motion declared carried.
The meeting was adjourned at 9:15 P.M.
anet M. Sirabian,Village Clerk
APPROVED BY HIS 7th DAY OF October ,2013
illage resident