03/07/2013COMMITTEE OF THE WHOLE – Minutes of Meeting
March 7, 2013
The Village Board met as a Committee of the Whole in the Council Chambers of the
Village Hall at 3:00 p.m. on Thursday, March 7, 2013. In attendance were:
PRESENT:
Village Board Staff
Robert Benton, Trustee Kent Street, Village Manager
Alan Farkas, Trustee Andrew Lichterman, Asst. to the Village Manager
Thomas Jester, Trustee Building & Code Supervisor, Clint Case
Mary Oppenheim, Trustee Principal Planner, Jeff Ryckaert
William Seiden, Trustee Barbara Little, Director of PW and Engineering
Barbara Struthers, Trustee Robert Phillips, Assistant Village Engineer
Eric Burk, Finance Director
John Sliozis, Police Chief
Richard Wilk, Deputy Chief of Police
Thomas Keane, Deputy Chief of Police
Mary Anne Glowacz, Communications Supervisor
Matthew Weiss, Computer Systems Coordinator
ABSENT:
Harriet Rosenthal, Mayor
ALSO PRESENT:
Robert Nadler, Candidate for Village Trustee
Public Comment
There was no one present for public comment.
2013A Proposed Budget – May 1, 2013 through December 31, 2013
Finance Director Burk outlined the materials that have been provided to the Board
regarding the proposed 2013A 8-month budget beginning May 1, 2013 and ending
December 31, 2013. These items include financial memos summarizing revenues and
expenditures, the Capital Improvement Plan, a line-by-line budget with detailed
explanations, a line item presentation with projections and actuals, and finally a fee and
tax survey. Manager Street reported that in large part this is a status quo budget;
however, due to the 8-month timeframe comparability will be more difficult.
Federal Sequestration
Director Burk reported the Village has learned that the Federal commitment to fully
support interest payments for Build America and Qualified Energy Conservation bonds
issued pursuant to the America Resources and Recovery Act (ARRA) will be reduced by
8.7% due to the March 1, 2013 Sequestration cuts. Based on our calculations, the
Sequestration cuts will require the taxpayers of the Village of Deerfield to make up for a
Federal shortfall of $24,000 through September 30, 2013, $47,000 if extended through
the end of 2013, and $697,000 if continued for the life of the bonds. Mayor Rosenthal has
written letters to U.S. Senators Dick Durbin and Mark Kirk as well as U.S. Congressman
Schneider requesting their attention to this matter.
C.O.W; March 7, 2013
2013A Revenues
Director Burk summarized the revenues for the 8-month period. He noted that many of
the revenue calculations reflect an 8-month period (66%) but not all revenues are
received equally throughout the year. Notable revenue items that are not received equally
throughout the year include:
Property Tax – All of the 2012 Property Tax will be received during the shortened
period. This will equal $5.1 million.
Vehicle Licenses – Licenses are sold each June and total $330,000 in the General
Fund.
Monopole Lease Income – This will total $220,000 in the General Fund.
Trustee Jester noted that the Sewer Fund cash balance ending fiscal year 2013A will be
approximately zero. He does not see the need to continue with large sewer or water rate
increase in future years as is being projected. He favored shifting a portion of the water
funding on to the property tax bill in lieu of increasing rates due to the reasoning that this
revenue is going fund capital costs for the Highland Park water plant. Trustee Farkas
expressed concerns with this philosophy because Highland Park owns the asset, not
Deerfield and he views the water rate as funding operating costs, not capital costs.
Trustee Oppenheim suggested staff prepare an analysis of the water rate illustrating the
impact of shifting part of the expense to the property tax bill before debating philosophy.
Mr. Street reported staff will complete an analysis showing the impact on the water rate
and the property tax levy with 5-year projections. Trustee Oppenheim also requested a 5-
year projection of the Village property tax rate per $100 of Equalized Assessed
Valuation.
2013A Expenditures
Director Burk summarized expenditures for the 8-month period. He noted that salary
projections have taken into account the collective bargaining atmosphere in Illinois and
the settled Police contract. The budget reflects a water increase of 2.5% and a sewer rate
increase of 5%. This is to keep pace with the wholesale increase from Highland Park and
to address the structural deficits in the funds. The Refuse Fund includes a 2.5% increase
to offset the waste hauler’s 2% increase and to keep place with personnel and leaf
collection costs. No additional debt is being proposed.
Director Burk noted that there are several expenditure items that do not occur equally
throughout the year and therefore do not reflect a 33% decrease in the budget. Major
items with less than a 33% increase include:
Payroll – There will be 18 pay periods during the shortened fiscal year equating to
approximately 70% of a full year’s 26 pay periods.
General Liability Insurance – Annual payment of $1 million due May 1.
Police Pension Contribution – The unfunded liability is calculated and amortized
as of the valuation date and the payment is typically made in December.
Street Department – Forestry and maintenance work largely scheduled for May
through December, as it is seasonal work.
C.O.W; March 7, 2013
Engineering and Street Improvements – Construction season takes place during
the summer and the associated contractual services, Motor Fuel Tax and
Infrastructure Replacement Fund dollars will be spent.
Special Events – Family Days, Farmers’ Market, Winter Celebration all take
place during the shortened period.
Debt Service – Payment of $3.4 million are due in installments on June 1 and
December 1
Leaf Collection - $136,000 during October and November.
Trustee Struthers asked about the total number of full-time employees. Manager Street
reported the Village has 111 budgeted full-time employees, and another 8.0 FTEs of part-
time personnel.
Police Department
Chief Sliozis provided a detailed review of each line item. He noted that all marked cars
are scheduled for replacement and the Department is considering purchasing Ford
Explorers. Trustee Oppenhiem asked if the Department was considering a hybrid vehicle.
Chief Sliozis stated the Department is not considering hybrids due to the uncertainty with
the electronics required. He noted the size of the vehicle has become an issue and the
Department will probably reduce the fleet in total. Seizure money is available for the
purchase of the vehicle equipment replacement. The current Crown Victorias are out of
warranty, no longer being made, lasted longer than anticipated and, on average, have
80,000 – 90,000 miles.
Chief Sliozis reported bullet proof vests are scheduled for replacement and this is done
every 5 years. Trustee Farkas asked about overtime for patrol officers. Chief Sliozis
reported that employees cannot work overtime without prior approval and overtime is
down from previous years. The Department makes an effort to minimize overtime as
much as possible.
Chief Sliozis noted the Department provides special details to Walgreens and Ravinia.
Off-duty officers are reimbursed 1.5 times by the private entity and the rate accounts for
overhead as well as the officers’ salary.
Community Development
Supervisor Case provided a detailed review of each line item.
Trustee Farkas asked about the overtime in the Department. Manager Street noted that
some of the staff is salaried and are exempt from receiving overtime pay. Those staff
members that do receive overtime pay are only asked to attend night meetings when
necessary. Principal Planner Ryckaert noted that the Northwest Quadrant Task Force has
also required additional staff time. The Department makes an effort to reduce overtime
pay as much as possible.
Supervisor Case noted the amount requested for professional subscriptions is
substantially increased because the Department will be requesting the purchase of 5
internet based ICC codes that expire every 3 years. This will consist of electronic licenses
that staff will be able to access while in the field. Subscriptions total $3,797. He noted
C.O.W; March 7, 2013
the Department is currently in a pilot-program testing the functionality of using tablets in
the field. This has helped streamline operations and expedite the review process.
Mr. Case reported many of the professional service expenses such as licensed plumbing
inspections and elevator inspections are passed directly through to the end user. He also
noted there is $30,000 budgeted for the removal of a dangerous building, if needed. He
noted there is a house that recently suffered a fire and it is anticipated for demolition by
the Village. Trustee Struthers asked if the Village was reimbursed for other dangerous
structures that were removed by the Village last year. Mr. Case reported the Village was
reimbursed by the property owner.
Trustee Seiden asked if there are other contingency line-items in the budget. Manager
Street reported there are not and this line-item would not be in the budget either if there
was not a structure with the potential for removal.
Trustee Farkas asked about the Department’s staffing level. Mr. Case reported that the
Department operates well at the current levels. There may be a future need for an
additional half a secretary.
Adjournment
Manager Street reminded the Board the next budget review meeting will be held at a
Committee of the Whole on Saturday, March 30 from 1 – 5 p.m. and start with Public
Works and Engineering.
Trustee Benton made a motion to adjourn. The motion was seconded by Trustee
Oppenheim.
The meeting adjourned at 5:42 p.m.
Respectfully Submitted,
Andrew S. Lichterman
Assistant to the Village Manager