Finance & Administration Committee

Village Hall Village of Lombard 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Meeting Minutes Finance & Administration Committee Trustee Reid Foltyniewicz, Chairperson Robyn Pike, Alternate Chairperson Mary Cation, Jim Hogan, Jay Tovian, David Cain, Jr., Dan Hartweg, Randy King, Ambareen Ahmed, Michael Himmes Advisory Member Paul Chirchirillo Staff Liaison: Timothy Sexton Monday, November 27, 2017 6:00 PM Village Manager's Conference Room 1.0 Call to Order and Pledge of Allegiance The Finance & Administration (F&A) Committee meeting of November 27, 2017 was called to order at 6:04 P.M. by Trustee Foltyniewicz. 2.0 Roll Call Present 7 - Reid Foltyniewicz, Mary Cation, David Cain Jr., Dan Hartweg, Jay Tovian, Ambareen Ahmed, and Michael Himmes Absent 3 - James W. Hogan, Randy King, and Paul Chirchirillo Staff Present: Tim Sexton, Jamie Cunningham Others Present: Mike Nugent 3.0 Public Participation None 4.0 Approval of Minutes It was moved by Tovian, seconded by Cain, to approve the minutes for the September 25, 2017 meeting. The motion carried by the following voice vote: Aye: 6- Mary Cation, David Cain Jr., Dan Hartweg, Jay Tovian, Ambareen Ahmed, and Michael Himmes Absent: 3- James W. Hogan, Randy King, and Paul Chirchirillo 5.0 New Business 170503 Recommendation on 2018 Insurance Renewal Village of Lombard Page 1 Finance & Administration Meeting Minutes November 27, 2017 Committee The Village’s Risk Management Consultant, Mike Nugent, updated the F&A Committee on the 2018 Risk Management and Insurance Renewal Program. Mike Nugent recommended no coverage or insurer changes from the previous year. It was moved by Cation, seconded by Cain to recommend to the Village Board accept the 2018 Risk Management Insurance Renewal Program with Safety National Casualty Corporation/Chubb. The motion carried by the following voice vote: Aye: 6- Mary Cation, David Cain Jr., Dan Hartweg, Jay Tovian, Ambareen Ahmed, and Michael Himmes Absent: 3- James W. Hogan, Randy King, and Paul Chirchirillo 170520 Purchasing Policy Revisions Purchasing Policy Update 2017 Jamie reviewed the recommended purchasing policy revisions related to the procurement of goods and services. Public Act 65 ILCS 5/8-9-1, increased the bidding threshold from $20,000 to $25,000. It was moved by Tovian, seconded by Cain, to recommend to the Village Board to approve the proposed purchasing policy revisions. The motion carried by the following voice vote: Aye: 6- Mary Cation, David Cain Jr., Dan Hartweg, Jay Tovian, Ambareen Ahmed, and Michael Himmes Absent: 3- James W. Hogan, Randy King, and Paul Chirchirillo 6.0 Information Only 170521 2019 Budget Planning Process Tim updated the Committee on department meetings and items that staff is preparing for the January Committee meeting. 170404 Water Meter Communications Plan/Progress Report on Residential Water Meter Change-out Program Jamie reviewed the letters, map, video and webpage with the Committee. A few improvements for the FAQs on webpage, letters and video were requested. Village of Lombard Page 2 Finance & Administration Meeting Minutes November 27, 2017 Committee 7.0 Review of Financial Information Tim reviewed the preliminary financial report for October 2017. 8.0 Future Meeting Dates February 26, 2018 March 26, 2018 April 23, 2018 Joint PW&E and F&A Committee Meeting June 12, 2018 @ 5 p.m. June 25, 2018 9.0 Adjournment It was moved by Hartweg, seconded by Cation, to adjourn the meeting at 6:52 p.m. The motion carried by the following voice vote: Aye: 6- Mary Cation, David Cain Jr., Dan Hartweg, Jay Tovian, Ambareen Ahmed, and Michael Himmes Absent: 3- James W. Hogan, Randy King, and Paul Chirchirillo Village of Lombard Page 3