z - Retired - Finance Committee

draft Finance Committee Meeting Minutes ­ February 2, 2017 Westmont Village Hall Call to Order: 4:02 pm ‐ Mayor Gunter Pledge of Allegiance Roll Call: Committee Staff Trustee Liddle Director Parker Trustee Barker Manager May Trustee Guzzo (Chair) Police Chief Gunther Mayor Gunter Public Works Director Ramsey Clerk Szymski Deputy Fire Chief Riley Trustee Addington (4:07) Trustee Barry (4:14) Visitors None Minutes approved: The January 5, 2017 Mee ng Minutes were approved by a mo on from Trustee Liddle and a second by Trustee Barker, all ayes. UNFINISHED BUSINESS: NEW BUSINESS: Director Parker presented objec ves of the agenda topics: A. Sale of Fire Truck: Director Parker reminded the commi ee that the Public Safety Commi ee had given tenta ve approval to sell a fire truck for $150,000. We can sell a fire truck either through a lis ng or a direct sell. We have been told by lis ng agencies that we could expect to get approximately $150,000, which is why we discussed this figure at a previous Public Safety Commi ee mee ng. If we sell through a lis ng agency, we would be charged a commission which would be approximately $10,500. We currently have an offer for a direct sale of $140,000. Staff recommends accep ng the offer rather than taking the chance of trying to sell it through a lis ng agency at a future date. The commi ee agreed. B. Downtown Streetscape: Director Parker explained that the downtown streetscape proposal was an outgrowth of both the strategic plan’s charge to enliven downtown and recommenda ons from the 100th anniversary commi ee. The proposal would include rebuilding Cass Avenue. This would including upgrading electricity, upgrading the water main, rebuilding the road, rebuilding the sidewalk and bricks, and installing banner poles. The ini al es mate of the project is that it may cost as much as $10 million, which could be covered by a bond with debt service of approximately $750,000. We could fund a por on from Hotel/Motel taxes to cover the electrical upgrades, but not for other items. This project would use the same funding source as other items including the Public Works Facility, the Fire Addi on, Gateway Signs, and Downtown Alleys. The next step of the project is Phase 1 Design, which would give us a hard cost es mate. The cost of a Phase 1 Design is $200,000. Trustee Barry noted that there are a lot of capital requests, and before he makes any sort of commitment, he would like to see all of the requests together and priori ze them. The commi ee agreed that having a special budget mee ng focusing on capital requests, prior to the previously scheduled budget workshop would be helpful. Manager May said staff would iden fy a date for that mee ng and reach out to the Board. REPORTS: Chair: Nothing at this me. Finance Director: Director Parker presented on the following topics: Library Inter­Governmental Agreement (IGA): Director Parker reported that the finance department and IT department have been working with the Library on a poten al IGA for the Village to provide Informa on Technology (IT) services. Director Parker explained that Village staff have put together a quote for the Library. The Library will be considering it during their budget discussions. If both the Village and the Library approve it in their budgets, staff will get together to work on the language of the IGA. Assuming we come to an agreement, the IGA would go back to both boards for approval. Closely related to this IGA is a budget request that will be coming from IT. The IT division has been short‐staffed since the economic downturn and is reques ng an addi onal 20‐hour‐per‐week desktop tech. However, if the Intergovernmental Agreement with the Library is approved, the IT division would instead request a full‐ me assistant network administrator posi on. The cost of the full‐ me posi on with the Library’s payment would be approximately the same as the cost of the part‐ me posi on without the Library’s payment. Trustee Barry asked if the full‐ me assistant network administrator posi on would help with implemen ng new so ware, which has been recommended by our auditors. Staff responded that the posi on would be more help with implemen ng new so ware than the part‐ me posi on, but that the implementa on process would s ll be a me‐consuming process even with the new staff. The next Finance mee ng is March 2, 2017. Adjourn: 4:31 pm, mo on by Trustee Addington and second by Trustee Liddle, all ayes.