Finance Committee

Finance Committee Meeting Council Chambers April 22, 2015 8:00 a.m. Call To Order: Meeting opened at 8:00 am Roll Call: Finance Director Neukirch called the roll for Committee members. Committee Members Present: Chairman LoVerde, John Johann, Al Weel, Robert Callero and Finance Director Scot Neukirch Committee Members Absent: Village Manager Steve Vinezeano Non Committee Members Present: Assistant Finance Director Laurie Nannini Community Development Director Chuck Ostman, Public Works Director Mary Anderson and Village Attorney Joe Annunzio Approval of Minutes: The minutes from the March 18, 2015 Finance Committee meeting were up for approval, motion made and all concurred. Accounts Payable Approval: The approval of the Accounts Payable registers for 3/13, 3/20, 3/27, 4/3 and 4/10 were up for approval, motion made and all concurred. New Business Water Meter Pricing: Public Works Director Mary Anderson presented the recommended changes to the Village’s billing amounts for water meter installation. Anderson explained that Niles has not updated its charges for meters in a long time. In some cases, Niles was actually losing money based on what it was charging the customer for the meter. The Committee requested that Anderson provide the survey of 17 communities she referenced in her explanation in determining the 20% proposed handling fee. After some more discussion, a motion was made and all concurred to recommend approval by the Village Board. Sewer Rodding Reimbursement: Finance Director Neukirch presented for consideration by the Committee the removal of the Village’s $100 sewer rodding reimbursement program. Neukirch explained that the Village has reimbursed over $15,000 each of the last couple years with the program. Neukirch also explained that it is difficult to determine whether the sewer rodding was necessary. Public Works Director Anderson explained to the Committee that tree roots will not break a sewer pipe. Tree roots will only enter a pipe that is already damaged. Chairman LoVerde requested that a survey be done of surrounding communities to see if they have similar programs. Quarterly Water Billing Update: Asst. Finance Director Nannini updated the Committee on the Finance Department’s list of delinquent water accounts, payment plans, leak adjustments and the Illinois Debt Recovery Program. These programs, created in conjunction with the Finance Committee, have been very successful in reducing the Village’s outstanding debt. Annual Debt Reporting: Finance Director Neukirch provided the annual updates to the Committee that the Village’s debt service files include all of the records necessary to show that the tax exempt status of the debt hasn’t changed and that there are no arbitrage requirements existing for any of the debt. Neukirch explained that all necessary files are ready for an audit or will be obtained as needed. Annual Purchasing Requirements: Finance Director Neukirch provided the list of employees that have access to credit cards as required by the Village’s purchasing manual. Neukirch briefly explained the Village’s credit card controls when asked by John Johann and will provide the Committee with a copy of the Village’s credit card policy. FY 16 Budget Update: Finance Director Neukirch updated the Committee on the status of the proposed FY 16 Budget. Neukirch explained that there will be a public hearing as part of the regularly scheduled April Board meeting which gives residents a formal opportunity to comment on the proposed budget document. Neukirch also provided the  Committee the results of the items that the Committee had previously recommended the Village Board review in an effort to reduce the deficit in the General Fund. Neukirch also explained that the appropriation ordinance is scheduled to be up for approval by the Village Board at the May Village Board meeting. Sales Tax Agreement: Community Development Director Chuck Ostman reviewed the status of the sales tax sharing agreement the Village entered in to with Fresh Farms. Fresh Farms did not meet the deadline outlined in the original agreement. If the Village choses to do so, it can terminate the agreement as a result. The Committee asked questions concerning how this agreement compared to previous sales tax agreements the Village had entered in to. After additional discussion the Committee decided to go in to executive session. Public Comment: Louella Preston complimented Chairman LoVerde on his recent re-election to the Village Board and stated that she hopes he gets reappointed to the Finance Committee. Preston also said that she felt the Committee should consider that the area around the Fresh Farms store will be very congested for a while because of all the street repairs. Executive Session: The Finance Committee went in to executive session at 8:34. Return From Executive Session: The Committee returned from executive session at 9:05 am. Action taken in open session:  A motion was made and all concurred to table the agenda item concerning the Fresh Farms sales tax sharing agreement. Adjournment: Motion to adjourn was made and all concurred at 9:06 am. Prepared by Scot Neukirch on 4/22/2015