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MINUTES OF BUDGET HEARING #4
OF THE GURNEE VILLAGE BOARD
GURNEE VILLAGE HALL
MARCH 28, 2011
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Call to Order
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Mayor Kovarik called Budget Hearing #4 to order at 6:31 p.m.
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Other Officials in Attendance
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James T. Hayner, Village Administrator; Patrick Muetz, Assistant to Administrator; David Ziegler, Community Development Director; Scott Drabicki, Village Engineer; Chris Velkover, Information Systems Director
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Roll Call
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PRESENT: 5- Ross, Jacobs, Balmes, Morris, Schwarz
ABSENT: 1- Garner
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1) Capital Budget
Village Engineer Scott Drabicki presented the Motor Fuel Tax Power Point to the Board.
a) Motor Fuel Tax Fund
• Dedicated source of funding from the state
• 19.0 cents per gallon collected by IL
• State distributes portion monthly to local agencies including Counties, Townships, and Municipalities
• Funds must be used in accordance with 605 ILCS 5/7-202 (vehicle, transit, or pedestrian related projects)
MFT Funding
Estimated Beginning Fund Balance: $1,915,000
FY 11/12 Revenues: $748,000
Total Resources: $2,740,500
Funding Requests: ($1,840,000)
Ending Fund Balance: $915,000
Cemetery Road Project
• American Recovery and Reinvestment Act – IDOT is fronting the construction costs
• 2011-12 Consulting engineer $60k
• 2011-12 Construction reimbursement partial payment to IDOT $200k
• Balance due will be invoiced by IDOT in FY 12/13
2011 Rehabilitation Project
• Total Length (Village Jurisdiction) – 120 Miles
• Total 2011 Resurfacing Length – 3 Miles or 2.5% of Total Length (approx 40 year life cycle)
• No Capital Improvement Funds this year
Motor Fuel Tax
• Roadway crack sealing $40k
• Roadway striping $40k
• Roadway rehabilitation $1.5M
• Resurfacing $1.3M
• Patching $200k
Questions & Discussion:
Mayor Kovarik asked how much of the 19 cents per gallon tax collected on gas does the Village receive.
Mr. Drabicki said he was not sure but less than half.
Next Village Engineer Scott Drabicki presented the Capital Improvement Fund Power Point to the Board.
b) Capital Improvement Fund
• No dedicated source of funding
• Historical sources of funding have been:
• General Fund surplus - Surplus from prior year is transferred into the following year Capital Fund
• Reimbursements from other government agencies (IDOT, FEMA, etc.)
• Impact fees
• Grants
• Interest earned
• $1.7M proposed to be transferred at the end of FY 10/11 for use in FY 11/12
Capital Improvement Funding Summary
Estimated Beginning Fund Balance: $3,041,000
FY 11/12 Revenues: $405,000
Total Resources: $3,446,000
Funding Requests: ($2,875,000)
Ending Fund Balance: $571,000
Capital Improvement - Professional Services
• Engineering Consultant $10,000 - Material testing
• Greenleaf Street Engineering $6,000 - Permitting
• Cemetery Road Engineering $110,000
Capital Improvement - Projects
• Inter / Intra Network $45,000 - Connecting Village facilities
• Cemetery Road (LCDOT & WTHD) $1,100,000 - Pass through expense
• Detention Improvements $330,000 - Impact fees fund this line item
• Washington Street (Six Flags to Cemetery Rd) LCDOT $10,000
Capital Improvement- Technology
• Data Storage System $54,000 - Supporting permitting and asset management solution
• Permitting Software $75,000 - Will likely be integrated with asset management solution
• Asset Management Software $20,000 - In conjunction with asset management solution in Utility Surplus Fund
Capital Improvement
Buildings • Public Works Lightning Protection $28,000 - 3 strikes in recent history with 2 in the last year that damaged the supervisory control system
• Fire Department $125,000 - FS1 Apparatus bay floor & FS2 Roof
Capital Improvement
Fleet • Street Division Public Works Department $500,000 - 2 trucks with plow, hook lift system, dump bed, V body spreader, and spreader controls, 3 new spreader controls for existing fleet,1 trailer with 30,000 lb capacity
• Police Department $92,000 - 4 marked squads
• Fire Department $30,000 - 1 SUV command vehicle
Capital Improvement
Equipment • Fire Department $80,000 - $70,200 Grant with 10% local share for SCBA Fill Station and PPE Extractors & Dryers
• Opticom Improvements $10,000 - LCDOT & IDOT traffic signal projects
Capital Improvement
Real Estate • Flood plain land acquisition $100,000
• Misc. land acquisition $100,000
• Property taxes $3,000
• Appraisal fees $1,000
Questions and Discussion:
Trustee Balmes asked about the two new trucks.
Mr. Drabicki said we are replacing two older trucks.
Trustee Balmes asked if we are keeping the older trucks.
Mr. Hayner said they are not worth keeping.
Mayor Kovarik asked if we are managing all the Village vehicles.
Larry Dunn, Fleet Administrator, said yes everything is being managed.
Village Engineer Scott Drabicki presented the Utility Surplus Power Point to the Board.
c) Utility Surplus Fund
Utility Surplus Funding
• Dedicated source of funding from connection and usage charges
• Water and Sewer Operating fund covers the day to day operations to supply water and sewer services.
• Fund balance may be used in Utility Surplus Fund for capital improvements
Utility Surplus Funding
Estimated Beginning Operating & Capital Fund Balance: $3,879,000
Operating Fund Revenues: $7,313,000
Total Resources: $11,192,000
Operating Funding Requests: ($6,582,000)
Capital Funding Requests: ($391,000)
Ending Operating & Capital Fund Balance: $4,219,000
Utility Surplus
Construction • IL Route 132 & US Highway 41 $140,000 - Water and sewer main impacts in which IDOT will invoice Gurnee
• Utility Improvements $30,000 - Spot repairs FY11/12
• Sanitary backup mitigation cost sharing $5,000
Utility Surplus
Technology • Asset Management software $26,000 - In conjunction with asset management solution in Capital Fund
Utility Surplus
Fleet & Professional Services • Utility Division of Public Works $175,000 - 1 new truck with plow, hook lift system, dump bed, V body spreader, and spreader controls
• Engineering Consultant $15,000 - Professional services beyond the capabilities of staff
Questions & Discussion:
None.
2) Information Systems Overview
Information Systems Director Chris Velkover presented the following Power Point presentation to the Board.
Strategic Direction
• Engage staff, officials, residents, and stakeholders using innovative means and interoperable methods
• Preserve high standards for availability, reliability, integrity, and usability of systems for internal & external users
• Advance new systems, tools, techniques, and approaches to using technology.
IS Division Strategic Goals
• Strategy – Access: Improve anywhere, anytime access for designated employees and selected data sources.
• Measure – Acquire and Implement Permitting / Enforcement / Work Order / Asset Management Software.
• Budget – Capital Accounts / Projects for Community Development & Public Works.
• Strategy - Consolidate & Virtualize: Reduce hardware, software & support costs, while improving performance, availability & recoverability.
• Measure - Reduce overall physical server count by an additional 20%, Jan 1, 2011 vs. 2012.
• Budget – Virtualization Hardware and Software costs in departmental budgets (70-06 & 70-07); Capital Project for SAN (storage) expansion.
• Strategy – Transparency: Make meeting recordings readily available for both internal and public access.
• Measure – On-line internal access to all historical digitally recorded meeting video and audio by January 1, 2012.
• Budget – Staff time for gathering and consolidating file storage / developing intranet & public website access mechanism.
IS Budgeted Expenditures over the Past 10 years by Type
• The previous 2 fiscal years Departments postponed Capital Expenditures due to the decline in the Village’s elastic revenues, FY 11/12 returns to a more typical expenditure request. Software maintenance comprises the bulk of the expenditures, followed by hardware purchases and maintenance.
IS Budgeted Expenditures over the Past 10 years by Department
• Increase in Vehicle Maintenance related to computerized fleet analysis update in FY 11/12. In addition, Community Development is increasing due to new software.
FY 11/12 Budget Request
• Maintenance is 60% of the FY 11/12 request. Public Safety is 58% of expenditures. The majority of expenditures related to the Communications Division are budgeted in the 911 Fund.
2010 IS Request Hours by Department
• Public Safety ~ 65% and is up significantly
• InfoSys ~ 10%, down from 14% last year,
• Public Works ~ 10% steady
• Community Development ~4%, but expecting increase next year in both Community Development and Public Works are it relates to the implementation of new software.
PC Workstation Inventory
• FY 11/12 budget returns the Village to a 10 year replacement schedule.
What are the Challenges?
• Ongoing Support Competing with New Projects for Resources
• Departments Competing for Projects & Attention
• Changing external expectations
• Securing & Protecting against Loss of Data & Productivity more sophisticated & directed threats.
• Mobility & Remote Access Anywhere, anytime
• Investing finding balance between new approaches and avoiding obsolescence with limited funding
What are the Opportunities?
Changing
• Resident expectations of how they can interact with services, officials, and each other
• Internal User Population - Savvy, sophisticated, multi-taskers with new perspective on work
Leveraging
• Internal & External Partners: working cooperatively, organizations forced to re-think processes & status quo
• Technologies: Virtualization, Unified Communications, Mobility, Cloud, Social Media
3) 911 Fund
Information Systems Director Chris Velkover presented the 911 Fund Power Point to the Board.
911 Fund Purpose & Revenues
• Established by the Illinois Emergency Telephone System Act and local referendum (Gurnee Ordinance 89-164).
• Revenues mostly comprised of $0.75 monthly surcharge on wire-line and wireless phone service accounts.
• Improve emergency communication equipment, procedures, and facilities.
• Administered by a 9-member board including 1 Village Board member, and 6 public safety representatives.
911 Fund Expenditures
• Allowable expenditures prescribed by State statute.
• May 1, 2011 estimated cash balance ~$1,040,000. April 30, 2012 estimated ending balance of ~$794,000.
• Capital Expenditures create large year-over-year changes.
• 5 Year Capital Expenditure Plan – reviewed annually.
• Change in FY 11/12 – Replacement of Mobile Data Computers ~$228k.
911 Fund Expenditures FY11/12
• Salary & Wages – Part-time Dispatcher.
• Personnel Expenses – Certifications, Meetings & Conventions, Training.
• Contractual items - Connect CTY, SBC 9-1-1 Network Charge, Broadband connection for incoming VPN connections for MDCs.
• Utilities - Charges for Phone Lines, Cellular Data Service.
• Maintenance: ANI/ALI, CAD, UPS, & HVAC.
• Capital – Mobile Data Computers (MDCs); Radio Communications Equipment for the Police & Fire radio systems.
Questions & Discussion:
None.
It was moved by Trustee Balmes, seconded by Trustee Jacobs to adjourn the meeting.
Voice Vote: ALL AYE: Motion Carried.
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Adjournment
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Mayor Kovarik adjourned the meeting at 7;50 p.m.
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Andrew Harris,
Village Clerk
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