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2019-08-05 - Village Board Committee of the Whole - Minutes MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD IN THE JEFFREY S.BRAIMAN COUNCIL CHAMBERS, VILLAGE HALL,50 RAUPP BOULEVARD,BUFFALO GROVE,ILLINOIS,MONDAY,AUGUST 5,2019 CALL TO ORDER President Sussman called the meeting to order at 7:30 P.M. Those present stood and pledged allegiance to the Flag. ROLL CALL Roll call indicated the following present: President Sussman;Trustees Stein,Ottenheimer,Weidenfeld,Johnson, Smith and Pike. Also present were: Jenny Maltas,Deputy Village Manager; Patrick Brankin,Village Attorney;Andrew Brown, Deputy Finance Director;Art Malinowski,Director of Human Resources;Katie Golbach,Human Resources Management Analyst;Evan Michel,Management Analyst;Brett Robinson,Director of Purchasing;Chris Stilling, Deputy Village Manager;Darrin Monico,Village Engineer;Mike Reynolds,Director of Public Works; Mike Skibbe,Deputy Director of Public Works; Geoff Tollefson,Director of Golf Operations;Julie Dziewior,Deputy Clerk;Deputy Police Chief Eisenmenger;and Fire Chief Baker. The Committee of the Whole Meeting consisted of staff reports and Board discussion on the following topics. AUDIT PRESESNTATION Matt Baren of Lauterbach&Amen,LLP,reviewed the 2018 Annual Audit(Comprehensive Annual Financial Report and Popular Annual Financial Report),as well as their Management Letter to the Board dated April 29,2019, after which he answered questions from the Board. The Finance Department's responses to the Management Letter were also included in Board packets. FY 2019 SIX MONTH BUDGET PERFORMANCE Mr.Brown reviewed the mid-year budget performance. The mid-point of the fiscal year was marked on June 30, 2019. The report provides an overview of current year performance measured against the approved budget,and makes a comparison against the previous year's totals. Expenditures are reviewed on a monthly basis,however,the six-month report is an important analysis as there is time to make significant adjustments in spending and/or service delivery to respond to an unanticipated drop in revenues or an unforeseen expenditure. If a drop in revenue is short term,the appropriate response may be to defer capital spending and reserve transfers. If the trend is long term,then corresponding adjustment will need to be incorporated into the next year's budget. Further details are contained in Mr.Brown's memo to Mr.Bragg of July 25,2019. PAY RANGE AND WAGE POOL Mr.Malinowski reviewed the staff proposal for the FY 2020 compensation pool and allocations for base wages, compensatory time payouts,overtime,step/range movement and pay for performance items. The Village of Buffalo Grove has adopted a formal classification and compensation strategy,which is closely aligned with the Village's strategic initiatives,as well as the external and internal labor market. Using these methods,staff has developed FY 2020 pay ranges for non-represented employees. The establishment of this market-driven compensation plan is a key component of our continuing pay for performance program and overall compensation strategy. Further details are contained in the memo to Mr.Bragg from Mr.Malinowski and Ms. Golbach dated August 5,2019. SUNSET TAXES Mr.Brown reviewed the staff recommendation for the continuation of the additional 0.5%Home Rule Sales Tax, Municipal Natural Gas Use Tax,and Municipal Electricity Use Tax in fiscal year 2020. The total$4.76 million or 10.7%of the General Fund revenue budget is subject to sunset provisions.Based on the current service levels,lack of surpluses in other revenue streams,and no new sources of revenue,staff recommends no changes to Home Rule, Electricity or Natural Gas Use Taxes. Further details are found in Mr.Brown's memo to Mr.Bragg of July 3,2019. TWENTY-YEAR WATER RATE Mr.Brown reviewed the Twenty-Year Water Rate Proforma,details of which are contained in his memo to Mr. Bragg of July 24,2019. Several options were discussed,with the Board asking staff to review other potential options. It was noted that the situation and possible solutions need to be clearly communicated to residents. 2020 CAPITAL IMPROVEMENT PLAN Mr. Skibbe reviewed the 2020 Preliminary Requests for the 2020-2039 Capital Improvement Plan,providing an overview of the requests received leading into the 2020 budget cycle. Each of these requests is detailed in the Capital Improvement Plan contained in Board packets. VILLAGE STREET LIGHTS Mr. Monico reviewed the staff recommendation that the Board waive the street lighting policy and proceed with intersection and s-curve lighting north of Link Crossing due to the ability to meet public safety requirements and funding constraints,details of which are contained in his memo to Mr.Bragg of July 25,2019. Staff will look for grant opportunities to install additional lights in the future at a reduced cost to the Village,as funds may become available. FEES AND FINE ORDINANCE In response to requests from several departments,changes to the Fee and Fine Ordinance are proposed. Mrs. Dziewior reviewed the proposed changes as contained in her memo to Mr. Bragg of August 1,2019. 2018 PROPERTY TAX LEVY Mr.Brown presented the preliminary 2018 property tax levy,including the full debt service amount(principal and interest)prior to discussion about tax abatement. The effect of the increases noted in the report would result in a tentative levy of$17,742,357 or 3.49%growth.A more detailed request will be presented at the November 4,2019 Village Board Meeting as a part of the truth-in-taxation process. Further details are contained in Mr.Brown's memo to Mr.Bragg of August 1,2019. MOTOR FUEL TAX Mr. Stilling reviewed staff's request for Board direction regarding a municipal gas tax for transportation/roadwork purposes. Staff believes that developing a municipal gas tax is the best solution to help fund roadwork,and therefore recommends developing a municipal gas tax of$0.04 per gallon that would be considered a user fee and be exclusively earmarked for transportation/roadwork purposes. Further details may be found in Mr. Stilling's memo to Mr.Bragg of August 1,2019. As the Board discussed the possibilities,it was suggested that,if a motor fuel tax is approved,a sunset provision be added to that tax as was done with the utility tax. RECREATIONAL MARIJUANA Mr. Stilling reviewed his memo to Mr.Bragg of August 1,2019 regarding the desire of the Board to allow the sale of recreational cannabis within the Village of Buffalo Grove,and if so,what regulations would be put in place for those sales. Board discussion ensued,focusing on the fact that the product will still be legal for those over the age of 21 to possess and use the substance whether or not it is purchased in Buffalo Grove. Several members of the audience spoke urging the Board to reject any sale of marijuana in the Village of Buffalo Grove. LI Mr.Stilling stated that all feedback presented tonight will be reported to the Planning&Zoning Commission,and there will be Public Hearings held by that Commission. Li COMMUNICATIONS PLANNING It was determined that this topic needs more discussion than there is time for at this meeting,so it was removed from the agenda to be discussed at a later date. COMMITTEE OF THE WHOLE MEETINGS Ms.Maltas reviewed her memo to the Board of July 23,2019 outlining the pluses and minuses of recording Committee of the Whole meetings. • The first option is to maintain the status quo.There is no monetary expense related to this option. • The second option is to record the meetings using the current format.The Village has the ability to accomplish this and an existing contract with the company who records the Regular Board Meetings. The Council Chambers,using the existing Committee of the Whole layout,does not have the audio necessary to ensure that the discussion will be able to be heard. • The third option is to record the meetings and set up the Committee of the Whole meetings as Village Board meetings.There would be no need to purchase additional equipment.The only added cost would be the cost for our vendor to record the meeting. QUESTIONS FROM THE AUDIENCE President Sussman reviewed the parameters to be followed by speakers and asked if there were any questions from the audience on items not on tonight's agenda;there were no such questions. The President of the local League of Women's Voters reviewed the methods the group is taking to increase voter participation among young people,particularly noting that they are giving every student a Birthday Envelope urging them to register to vote. ADJOURNMENT Moved by Johnson,seconded by Ottenheimer,to adjourn the meeting. Upon roll call,Trustees voted as follows: AYES: 6—Stein,Ottenheimer,Weidenfeld,Johnson,Smith,Pike NAYS: 0—None The meeting was adjourned at 10:41 P.M. �111 . k. e Janet M. Sirabian,Village Clerk APPROVED BY ME THIS 19th DAY OF August 2019 L� II )la.Ai24LeovvkA____ — I Village President L