Finance Committee

Finance Committee Meeting Council Chambers December 14, 2011 8:00 a.m. Attendance Committee Members Present: Mayor Callero, John Johann, Village Manager Van Geem and Finance Director Neukirch Committee Members Absent: Chairman Lo Verde Non Committee Members Present: Trustee Louella Preston and Director of Community Development Chuck Ostman Meeting Opened Meeting opened at 8:04 a.m. Approval of Minutes The minutes from the November 4, 2011 Finance Committee meeting were approved. Motion made, all concurred. Accounts Payable Approval The motion was made and all concurred to approve the Accounts Payable registers for 11/4, 11/11, 11/18, 11/19, 11/25, 12/2, 11/18 (106,115,118,124,128) 11/25(106,118,124). Business License Fees Community Development Director Chuck Ostman presented his proposal for revising the Village of Niles business license fee structure. Currently the fee structure is just a flat fee per business. The revised fee structure would be based on the square footage of the business along with some other factors. Mr Ostman explained that many other communities bill this way for licenses but there are many different ways that other communities charge for licenses. The Committee asked questions pertaining to Mr. Ostman’s plan. The Committee directed Mr Ostman to make sure that proper notice will be given to each business notifying them of the change. Mr Ostman will bring this to the Village Board for final approval. Appendix D Ordinance Community Development Director Chuck Ostman presented his proposal for the Village to update Appendix D to reflect all fees in the Village and to have this approved on an annual basis by the Village Board. Mr Ostman presented the changes that have been made. Unfortunately not all of the departments have responded to his request for updates at this point in time. Mr Ostman will bring a completed Appendix D with the changes from all of the departments to a future meeting. There was some discussion on the changes that were made to this point and about the proposed procedure moving forward. Storm Water Relief Update Finance Director Scot Neukirch gave a summary of the storm water financing information provided to the Finance Committee and the results of the discussion concerning the financing of the storm water relief program at the Tuesday night Village Board meeting. It is the Finance Committee’s recommendation that if the Village Board decides to have a cost sharing component included in its storm water relief program, that the cost associated with the cost sharing portion of the program be funded by the ¼% sales tax increase, not just added to the Village’s FY 2013 budget to be funded by some other revenue source. Annual Pension Report Finance Director Scot Neukirch updated the Committee on the status of the pension funds as of 4/30/2011. The required annual reports for both funds were presented along with a summary sheet showing the overall status of the funds, contributions made, funding levels etc. There was discussion concerning the pensions. Budget Calendar Finance Director Scot Neukirch presented the budget calendar for the FY 2013 budget. Mr Neukirch reviewed the schedule and explained that these dates are subject to change in the future. The budget process as a whole was discussed with the Committee and questions were answered. Revised Personnel Manual Finance Director Scot Neukirch presented the revised personnel manual. The Committee reviewed the 4 sections that had a financial impact for the Committee to review. There was limited preliminary discussion on each item. Since Chairman Lo  Verde was absent, the Committee decided to postpone further discussion until the January meeting. Adjournment A motion to adjourn was made, seconded and all concurred. The meeting adjourned at 9:35 a.m. Next Meeting The next Finance Committee meeting is tentatively scheduled for Wednesday January 18, 2012 in the Council Chambers. Prepared by Scot Neukirch on 12/14/11