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Operations Committee Minutes

March 1, 2021

Due to the COVID-19 pandemic, the Village Board meeting was conducted live remotely
via telecommunications.

Trustee Guethle called the meeting to order.

In attendance: Mayor Mark Gaffino, Trustee Laura Curtis, Trustee Mike Lowery, Trustee Mark Guethle, Trustee Mark Carroll, Trustee Carolyn Salazar

Staff in attendance: Village Administrator Steve Bosco, Finance Director Bill Hannah, Community & Economic Development Director Mike Toth, Public Works Director John Laskowski, Police Chief Dave Fisher, Analyst David Hansen.


1. Approval of the Operation Committee Minutes dated March 2, 2020
Motion to approve made by Trustee Curtis, seconded by Trustee Carroll, All in favor. Motion approved.


1. Update on FY 2021-22 Budget Process

Finance Director Bill Hannah explained that his presentation is an overview of the work he and his staff have been doing in regard to the development of the 21-22 budget.

Current Year Budget Amendment
• As discussed at the January 18th COW’s mid-year financial update, an increase in revenues during the year and expenditure reductions plus one-time revenues (CARES) created current year surplus about $2,200,000 to $2,500,000
• Staff’s recommended budget adjustment for consideration:
o Restore normal transfers to vehicle and equipment fund ($180,621) which have previously been cut in half
o Add additional transfers to Vehicle and Equipment Fund for Future Projects ($300,000; police body cameras, IT software projects, other)
o Increase transfer for future capital projects from $200,000 to range of $1,900,000 to $2,400,000 which had previously been reduced due to Covid precautions. (Funding for future PW facility expansion, streets and storm water improvements), final number based on projections
o General Fund remains positive revenues over expenditures
• Budget amendment to be presented for formal approval at 03/15/2021 Village Board meeting and projected transfers included in Draft Budget.
General Fund Revenues FY 2021-22
• Sales tax and Cannabis Tax Revenues: $5,820,000 (1.0% decrease, one time surge in sales tax revenues during current year)
• Income Tax $1,945,000(4.9% decrease, deferred May 2020 collections received in August 2020)
• Use Tax: $9,000,000 (11.0% Increase, after 26% increase in current year)
• Building Permits: $325,000(New development, Lincoln Valley on the Fox)
• Property Tax: $2,324,000 (2.3% CPI; $1,430,000 Police Pension)
• Balance of optimism (resilient economy, new census numbers, growth and development) and caution (LGDF, retail weakness and walk-back of sales tax numbers generated during last year)

General Fund Budget – Personnel
• Personnel Changes
o Identify staffing needs in order to meet service demands and achieve better effective staffing levels vs. Authorized staffing levels
o Addition of 2 Public Works Laborers, 1 for Water Division and 1 for Streets Division
 Increased need for maintenance of existing and new infrastructure
 Provide more human resources to deal with high demand seasonal services, emergencies and other employees utilizing leave time
 More efficiently handle certain tasks in house
o Addition of Planner for Community Development
 Proactively address long-term development issues; better utilization of current staffing
o Evolution of delay in recruitment until late summer, ensure no fiscal surprises over the next few months due to transitioning from a Covid driven economy to a more “normal” economy
o Pay adjustments for non-union staff consideration range of 1.50% to 2.0%
 Police officers 2.5% Public Works, Sergeants Under Negotiation by Contract

Trustee Guethle expressed appreciation that there is built in consideration for a possible economic downturn.

Mayor Gaffino commented that the additional two Public Works positions are justifiable based on the demand of the needs of the community.

General Fund Budget Notes/Other Operating
• Strategic planning facilitation next year $10,000
• Analysis of Police records workflow process $25,000
• Contracted Police Social Worker at PD for 8 hours a week $10,000
• Continued maintenance and repair of Village Facilities, HVAC systems
• Update of Village’s Comprehensive Plan
• Landscaping of Village entryway signs $20,000 (ten entryway signs)

Mayor Gaffino asked what the currently has in the way of a social worker. Director Hannah said that the Village is currently paying $5,000 in to the program with AID, Chief Fisher explained that the PD currently has a pilot program with AID to put social workers in police departments to handle work the officers are not trained to do. Currently there is a social worker in the PD for eight hours a week but always on call. Chief also expressed that the program has been an asset to the department.

Trustee Lowery asked for clarification on the $10,000, if that was a weekly amount, Chief Fisher explained it was $10,000 for the year.

Trustee Carroll asked if there are any federal, state or local programs that can help subsidize the program or increase the program in any way. Chief explained that he did not know but would inquire with the social worker.

Trustees expressed that they are in agreement that the program is beneficial to the Village.

Capital/MFT/TIF Fund Budget Initiatives
• 2021 Annual Road Program est. $1,900,000 ($1,200,000 form MFT and MFT Rebuild Illinois Funds)
• Public Works Facility Site Analysis ($120,000) and Possible Further Architectural Services Process Beginning ($500,000)
• Tanner Trails Storm Sewer Improvements ($700,000- $1,200,000)
• Riverfront Park Plaza Implementation ($375,000)
• Rt. 31 Sidewalk Connections ($150,000) (TIF)
• Rt. 31/Airport Intersection (Pending Award of RBI Funds) and (TIF)

Trustee Guethle asked when the RBI Funds will be awarded, Director Hannah answered the second quarter of 2021

Water Fund
• Completion of new Water Tower ($1,920,000 Re-budgeted)
• Well #5 improvements and maintenance ($590,000)
• Well #6 Maintenance and improvements ($235,000)
• Continued analysis of water main replacement project and 5-10 year outlook
o Possible project in 2022
• Funds to analyze flow modeling, water main river crossing option, analysis of SCADA systems, lead line replacement policies, etc.

• Purchase of 4 new police Ford Explorers to replace 4 older patrol vehicles ($190,000)
• Purchase of a new 5-yard dump truck ($170,000)
• Purchase of a new Truck for Water Division ($46,000). Code Enforcement Division ($25,000) and Explorer Vehicle for Village Engineer ($40,000)
• Analysis of selling or repurposing replaced vehicles to move ever older, problematic vehicles out of the fleet
• Begin process of discussing document management system ($60,000 +/-)
• Purchase replacement Exchange server and licenses ($75,000)
• Purchase of Police Body Cameras ($200,000 +/-)
• Consolidation of police records data files into one system ($100,000)
• Replacement of facility access system ($50,000)

FY 2021-22 Budget Update timeline
• Draft Budget Discussions and Official Draft Budget to be completed over the next two weeks
• Draft Budget issued March 12th
• Committee of the Whole Discussion on Official FY 2021-22 Draft Budget on March 15th
• Additional Budget Discussion on COW April 5th
• Official Public Hearing on April 19th
• Board Approval of Final FY 2021-22 Budget on May 3rd
• Committee Questions/Comments/Discussion

Mayor Gaffino asked if the Village has looked at electric vehicles as alternatives for replacement vehicles, if there may be grant money available for that purpose. He also asked if there was any federal grant money to assist in the Police body camera purchase. Chief Fisher said that in his research he has not found any grants available but continues to search.

Administrator Bosco said that the Village will look in to the availability of hybrid/electric vehicles.


Motion to adjourn made by Trustee Curtis and seconded by Trustee Lowery. All in favor. Motion approved.

Respectfully Submitted,

Jessica Watkins
Village Clerk

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