MINUTES

PUBLIC SERVICES COMMITTEE
MINUTES OF MARCH 25, 2008 MEETING


#1 CALL TO ORDER
Chairman Steve Nichols called the Public Services Committee meeting to order at 6:07 p.m.

Roll Call was answered by Chairman Steve Nichols, Aldermen Jerry Askren, Ron Candido, and Nancy O’Kane. Absent were Vice Chairman Lois Cooper, Aldermen Dale Brandenburg and DeMarko Wright. A quorum was present.

Others Present were Mayor Scott Eisenhauer, Aldermen Mike Puhr and Rick Strebing, Assistant City Attorney Bill Donahue, Assistant Fire Chief Don Hanetho, City Attorney Dave Wesner, City Clerk Janet Myers, City Comptroller Gayle Brandon, Deputy Director of Fire Service Bobby Lillard, Human Relations Manager Sandra Houston, Information Technology Administrator Teresa Winn, Public Development Director John Heckler, Public Safety Director Larry Thomason, Public Works Director Doug Ahrens, Risk Manager Jeannie Smiley, 89 audience members that included 32 firefighters and family members, and 3 news media.

#2 APPROVAL OF MINUTES
Chairman Nichols presented the Minutes of the regular meeting of February 26, 2008. Alderman Candido moved for approval as presented, seconded by Alderman Askren. On the voice vote, all ayes, no nays; the motion so ordered.

#3 APPROVAL OF AGENDA
Chairman Nichols presented the agenda and added eight resolutions authorizing various budget amendments as Item #8-C through #8-J, moving Review of Preliminary Budget for FY 2008-2009 as Item #8-K and Items of Information to #8-L. There being no further additions, Alderman Candido moved for approval as amended, seconded by Alderman O’Kane. On the voice vote, all ayes, no nays; the motion so ordered.

#4 AUDIENCE COMMENTS
• Jerry Hawker thanked the Mayor and Council for open and free flowing of information and answers to questions regarding the budget. He asked the Council to focus on local issues and providing services that citizens need such as public safety, Police, Fire, emergency services, and streets. He suggested the Council forget about the “fluffs” such as a bicycle path and improvements to Carver Park in order to keep all firefighters and to live up the firefighter’s contract.
• Thom Pollock spoke about the $50,000.00 cut to Renaissance Danville, which is a third of its budget, and hoped it can be restored next fiscal year. He reminded the Council that private enterprise has taken over the downtown due to the Council’s support and investment over the years of this program and stated revitalization pays dividends in increased tax revenues.
• Ed Strahl spoke opposition to the increase in the gasoline tax passed previously and feels the Council has no concern for the citizens during this time of economic crisis. In his opinion, the streets are not that bad of condition to warrant an increase. He also spoke against the decision to change the streets from one-way to two-way and voiced concern with the ingress/egress at the Post Office.
• Reggie Romine questioned possible charges for emergency services by the Fire Department. He voiced support of the Fire Department but questioned productivity. He feels calling back and paying overtime may be more cost effective than having idle bodies on staff.

#5 CHAIRMAN’S COMMENTS
• Chairman Nichols called on Attorney Dave Wesner who introduced new Assistant Attorney Bill Donahue. With his background and experience, Attorney Wesner stated he will be an asset in moving the Legal Department forward. Mr. Donahue thanked the Council for their support and looks forward to working for the City.
• Chairman Nichols responded to several comments regarding the City only providing “essential” services by stating these may be different for each person in the community. While those who support the Fire Department feel Fire and Police are essential, many who like to read feel the Library is important, those with dilapidated structures next to their home feel demolitions are important, those with low income who need a place to cool off in the summer need the spraygrounds and parks, those who must conduct business with the City feel Finance Department and office staff are important, while others feel the Municipal Band is a vital part of the community. Many “quality of life” issues are just as important to those who look to move or relocate a business here. He continued by stating the Fire Department is a huge part of the budget and it will need to be reduced in some way due to current budget restraints. Options include 1) reducing staff now; 2) agreeing to work out compromise; or 3) waiting until contract time to change language on minimum manning.

#6 HUMANE SOCIETY – JoAnn Adams, Director
In Director Adams’ absence, there was no report given.

#7 CLOSED SESSION was not needed.

#8 FINANCE – Gayle A. Brandon, City Comptroller
Chairman Nichols presented Items A & B for a single vote. There being no objections, Alderman Askren moved for approval of both, seconded by Alderman O’Kane. Those items being:
A) Payroll for March 20, 2008, of $56,204.76; and
B) Schedule of Vouchers Payable, having been published, posted and distributed, for March 25, 2008, of $162,269.38;
There being no questions, the roll call vote being:
Ayes: Aldermen O’Kane, Askren, Candido, Nichols
Nays: None
Absent: Aldermen Wright, Brandenburg, L.Cooper
Motion carried 4 to 0 with 3 absent.

C) Chairman Nichols presented a resolution authorizing a budget amendment in the Finance Department budget of $7,300.00 to increase Actuarial Services and Telephone line items, to come from General Fund Reserve. Alderman Candido moved for approval, seconded by Alderman Askren. Mayor Eisenhauer explained due to the changeover in telephone services and initially planning to charge each department separately, there is a need for this action in several departments. Comptroller Brandon explained Actuarial Services increased by $400.00 unexpectedly this year and in 2005, the City skipped a payment that has been carried over from year to year. She stated when many changes were occurring in the Finance Office in 2004, and there having been two payments made to the actuary that same year, it was thought no payment was needed in 2005. There being no further discussion, the roll call vote being:
Ayes: Aldermen Askren, Candido, O’Kane, Nichols
Nays: None
Absent: Aldermen Wright, Brandenburg, L.Cooper
Motion carried 4 to 0 with 3 absent.

D) Chairman Nichols presented a resolution authorizing a budget amendment in the Public Affairs budget of $8,100.00 to increase Salaries, Telephone, and Travel & Expense, to come from General Fund Reserve. Alderman Askren moved for approval, seconded by Alderman O’Kane. Mayor Eisenhauer reported when his Administrative Assistant left regular City employment to become the elected Treasurer, there was a buyout of unused sick and vacation time that was not anticipated, causing the increase in Salaries. There being no questions, the roll call vote being:
Ayes: Aldermen Askren, Candido, O’Kane, Nichols
Nays: None
Absent: Aldermen Brandenburg, L.Cooper, Wright
Motion carried 4 to 0 with 3 absent.

E) Chairman Nichols presented a resolution authorizing a budget amendment in the Public Development Department budget of $50,700.00 to increase Salaries, Telephone, Gasoline, and Miscellaneous, to come from General Fund Reserve. Alderman O’Kane moved for approval, seconded by Alderman Askren. Mayor Eisenhauer stated due to the changes in the way the City can calculate the Community Development Block Grant administrative portion, actual reimbursement for salaries was greater than originally thought. Part of the shortage was taken into account when it was determined the Countywide GIS Access line item of $20,000.00 each in General City Government budget and Community Development Block Grant Fund budget was not needed this year. It was also explained the City partnered in the Illinois Main Street Conference held here this past summer in the amount of $5,000.00 that was not budgeted. There being no further questions, the roll call vote being:
Ayes: Aldermen Candido, O’Kane, Askren, Nichols
Nays: None
Absent: Aldermen Brandenburg, L.Cooper, Wright
Motion carried 4 to 0 with 3 absent.

F) Chairman Nichols presented a resolution authorizing a budget amendment in the Information System budget of $17,000.00 to increase Telephone line item, to come from General Fund Reserve. Alderman Candido moved for approval, seconded by Alderman Askren. Mayor Eisenhauer stated the amount needed for Telephone is greater in this fund budget due to all the T1 computer lines being included. There being no discussion, the roll call vote being:
Ayes: Aldermen Candido, O’Kane, Askren, Nichols
Nays: None
Absent: Aldermen L.Cooper, Wright, Brandenburg
Motion carried 4 to 0 with 3 absent.

G) Chairman Nichols presented a resolution authorizing a budget amendment in the Police Department budget of $67,000.00 to increase Overtime, Telephone, and Gasoline line items, to come from General Fund Reserve. Mayor Eisenhauer stated there were three retirements and some work related injuries causing the extra overtime. Due to the increase in gasoline, Mayor has advised all departments to reduce constant running of vehicles. Alderman Candido volunteered to do research regarding a possible grant to purchase hybrid vehicles. To address Alderman O’Kane’s question regarding line item transfers, Mayor Eisenhauer stated with the recent changes to the Purchasing Policy, Council approval is no longer required for line item transfers. There being no further questions, the roll call vote being:
Ayes: Aldermen O’Kane, Askren, Candido, Nichols
Nays: None
Absent: Aldermen L.Cooper, Wright, Brandenburg
Motion carried 4 to 0 with 3 absent.

H) Chairman Nichols presented a resolution authorizing a budget amendment in the Fire Department budget of $98,000.00 to increase Salaries, Overtime, Telephone, Clothing, and Gasoline line items, to come from General Fund Reserve. Alderman Candido moved for approval, seconded by Alderman O’Kane. Mayor Eisenhauer stated retirement payouts were not budgeted and the new longevity pay scale was not used in salary calculations, and retirements and injuries caused overtime to be greater. Clothing allowance is by contract but actual amounts are unknown, so estimates are used for the budget. There being no questions, the roll call vote being:
Ayes: Aldermen O’Kane, Askren, Candido, Nichols
Nays: None
Absent: Aldermen Wright, Brandenburg, L.Cooper
Motion carried 4 to 0 with 3 absent.
I) Chairman Nichols presented a resolution authorizing a budget amendment in the State Narcotic Forfeiture Fund budget of $9,000.00 to increase Miscellaneous line item, to come from State Narcotic Forfeiture Fund Reserve. Alderman O’Kane moved for approval, seconded by Alderman Candido. Mayor Eisenhauer stated both resolutions in Item I and J are within enterprise funds. When the budget is created, no dollar amount is given. When money comes in for the particular fund, they are deposited and a budget amendment is needed to show the income and expense, as requested by the auditors. There being no questions, the roll call vote being:
Ayes: Aldermen Askren, Candido, O’Kane, Nichols
Nays: None
Absent: Aldermen Wright, Brandenburg, L.Cooper
Motion carried 4 to 0 with 3 absent.

J) Chairman Nichols presented a resolution authorizing a budget amendment in the Law Enforcement Grant Fund budget of $30,028.00 to increase 2005, 2006, and 2007 Miscellaneous line items, to come from Law Enforcement Grant Reserve. Alderman Candido moved for approval, seconded by Alderman O’Kane. It was clarified the Cash Flow Report as of 3/24/08 handed out during the meeting reflects all the General Fund budget amendments as if they had all been passed, showing an ending General Fund balance at the end of April of $711,911.00. There being no discussion on the motion, the roll call vote being:
Ayes: Aldermen Askren, Candido, O’Kane, Nichols
Nays: None
Absent: Aldermen Brandenburg, L.Cooper, Wright
Motion carried 4 to 0 with 3 absent.

K) Review of Preliminary Budget for FY 2008-2009
• Mayor Eisenhauer handed out a report from Public Safety Director Thomason dated March 13, 2008, providing for an End-User Fee Schedule associated with a Fire Department Response and a copy of the Hotel/Motel Tax and Liquor Tax ordinances. Director Thomason explained the End-User Fee proposals submitted are for information and to provide direction to the Council on revenue sources.
• Deputy Director of Fire Service Bobby Lillard stated his duty of providing resources and manpower to effectively mitigate any emergency in the City, and possibly the County, and once mitigated, to make sure the firefighters go home safe. A committee of firefighters met to discuss ways to generate revenue and find ways of doing things better. Suggestions include enforcing the fines for non-resident responses and false alarms, and charging for permits, inspections and emergency medical services performed by the Department. He asked for the elimination of nine firefighters be taken off the table so that time can be spent on reviewing their suggestions and generating a dialog between firefighters, Aldermen, and staff to come up with a sound resolution to the budget issues. He welcomed all to contact him any time with questions regarding duties of firefighters.
• Aaron Marcott, President of Local 429 of the International Association of Firefighters, clarified the collection of information on possible revenue sources was for information only and that firefighters are not here to make those decisions. He encouraged everyone to come to a presentation on March 26, 2008, regarding the duties of the Fire Department and their proposals.
• Mayor Eisenhauer again clarified why various suggestions by residents cannot be used to fund the General Fund by stating expenses for purchase of toters and garbage trucks come out of an enterprise fund through user fees; improvement projects and equipment at Harrison Park Golf Course are paid out of an enterprise fund through fees paid by golfers; and the bike path and Carver Park Restoration projects are paid through grant funds for those specific projects. Enterprise funds and funds for Capital Improvement Fund provided through the Telecommunication Tax cannot be used for General Fund purposes, especially salaries.
• Alderman Candido questioned why fines were not being assessed for violations currently in the Code such as for false alarms and illegal burning and why services for non-residents were not being billed; why fees cannot be assessed for carbon monoxide detector, gas leak calls, and lifting assistance calls; as well as why fees were not being charged for certain permits, inspections and to non-profit organizations using City services. He suggested the Vermilion County Assessor’s Office be contacted to make sure all property owners are at least paying a nominal amount for property taxes. Deputy Director Lillard clarified after the ordinances were passed for non-resident services in 2003 and false alarms in 2004, the Fire Chief left, leaving no administrator to implement a system of billing and collection.
• Alderman O’Kane provided statistics from GIS Manager Christopher Milliken that the City currently has 12,790 structures, of which 11,545 are residential, and since 1998, 467 structures have been demolished. She stated the elimination of nine firefighters is not the answer to where the City needs to be and then requested a consensus of the Committee to take the elimination of nine firefighters off the table. There being no consensus at this time, Chairman Nichols, Aldermen Askren and Candido all agreed there needs to be a movement by the Fire Department to re-organize and commit to change to aid in the long-term solution, not just to suggest the implementation of fees. Alderman Askren asked for additional information be added to the spreadsheet provided by Director Thomason as to the number of calls responded to for non-resident services and false alarms and the amount that could have been generated the past four years; the anticipated revenue for proposed new fees; and the process for billing and collection. Alderman Candido questioned what other cities have experienced and if insurance policies cover such fire service response fees.
• Alderman O’Kane thanked Thom Pollock and Renaissance Danville for their comments but she could not commit to support of future funding without a new business plan.
• Alderman Puhr questioned a public service fee to non-profits and Mayor Eisenhauer stated further research is needed on a Supreme Court ruling. He then stated he could not support taking the elimination of nine firefighters off the table without something more from the Fire Department. He presented a spreadsheet showing the impact a 15% reduction to all departments would have.

Chairman Nichols called a short recess at 7:50 p.m. to allow audience members to leave.

Chairman Nichols called the meeting back to order at 8:00 p.m.

#9 CITY CLERK – Janet Myers, City Clerk
• Business license renewals have been mailed out for March 31 and April 30 expirations, as well as Taxicab Driver’s License renewals.
• A list of those required to file a Statement of Economic Interest for the City was certified to the Vermilion County Clerk’s Office on January 31 and the County has mailed out those forms with deadline for filing with the County Clerk of May 1.
• The Department has been coordinating records disposal with other departments and reorganizing of the vault area is in process.
• Four of the remaining eight official Minutes ledgers are ready for shipment to be restored. The Committee was thanked for its support of providing funding for this project.

#10 PUBLIC DEVELOPMENT – John Heckler, Director
• Collections for rental registration are between $47,000 and $48,000, with approximately 200-300 units remaining to be registered. Exterior inspections are expected to begin soon.
• Staff is exploring the possibility of another Tax Increment Financing (TIF) District in the east part of the City. The tentative time frame would be to start in April with completion by August or September. Alderman O’Kane voiced support and asked to be updated on the status. Alderman Candido voiced concern about the affect TIF Districts have on pension funding.
• The 2008 Enforcement Schedule has been set and will begin in May and end in October, with nine Blitzes scheduled. July and August will be reserved for special targeted operations such as rental property enforcement, illegal dumping, vacant structure identification, and property numbers. Aldermen are welcome to ride along at any time during any Blitz.
• Assistant Attorney Bill Donahue was welcomed and staff looks forward to working with him.
• Alderman Candido questioned charging non-profits for various permits while providing funding for other non-profit groups such as the Boys & Girls Club. Mayor Eisenhauer clarified the City has a partnership with Boys & Girls Club, but no longer provides funding for any other organization as was previously done. Alderman Candido then questioned why heating and cooling permits were not listed on the Monthly Building Permit Report.
• Alderman Candido questioned the Code being used by staff during the external inspections and Attorney Wesner stated they would use the Property Maintenance Code. A draft of proposed amendments to the Property Maintenance Code will be forthcoming to this Committee. Mayor Eisenhauer clarified residents having work done to their home must make sure contractors are registered with the City and a Permit is acquired.
• Inspectors will begin Saturday inspections starting April 5.

#11 FIRE – Larry Thomason, Public Safety Director
• The Monthly Incident Report was presented showing 208 incidents reported during period February 21, 2008, through March 19, 2008, with a total estimated loss of $30,399.00. The Overtime Report was handed out previously.
• A candidate currently attending the Fire Academy is doing great and will graduate in a few weeks.

#12 HUMAN RELATIONS – Sandra Houston, Manager
• The Status Report of Complaints filed February 19, 2008, through March 17, 2008, was presented showing 5 new complaints as well as the status of 28 previously filed complaints.
• The Department issues a Certificate of Compliance for all contractors to be eligible to bid on Public Works projects.
• The Vermilion Area Partnership for Unmet Needs Committee is a last resort for people to apply for resources for housing and food.

#13 HUMAN RESOURCES – Sherri Johnson, Manager
A & B) In the absence of Manager Johnson, Mayor Eisenhauer presented a spreadsheet of the 2007 Work Comp Claims and 2007 General Liability Claims for review, as prepared by Risk Manager Jeannie Smiley. He stated the Safety Management Committee, created a few years back and made up of a representative from each Department and/or Division, reviews each claim to determine if they were preventable and if so, they discuss ways the City administration and employees can make the work environment safer. It was clarified the dollar amounts shown for Work Comp Claims are only for medical expenses that have been paid and does not include time lost. Concern has been raised on the number and amount paid on claims for non-work related work comp claims and changes will need to be made to reduce those incidents. With regards to light duty, Mayor stated the employee cannot return to work on light duty unless their department has light duty functions available for their particular role.

C) Items of Information
• The Personnel Report was presented with statistics for February 21, 2008 through March 25, 2008, showing 1 new full-time employee and 3 new seasonal employees for a total of 270 full-time employees, 4 part-time employees and 14 seasonal/auxiliary/intern employees.
• Due to the upcoming retirement of Risk Manager Jeannie Smiley, applications are being sought for her replacement. Applications for seasonal and auxiliary personnel are being received at this time.

#14 INFORMATION TECHNOLOGY – Teresa Winn, Administrator
• The issues regarding charges for cell phones have been worked out and credits have been issued.
• All 1099 and W-2 forms have been verified as to being filed and accepted, with no fines.
• Work continues to reduce the amount of spam received.
• All departments are being instructed on how to clean up their computers.
• Alderman Candido suggested a central website be created to include all homeowner associations and/or neighborhood groups for better communication, possibly for a nominal fee. It was stated the website is being revamped to include additional links to various community groups.

#15 LEGAL – Dave Wesner, City Attorney
• Updates to the Property Maintenance Code are forthcoming after all corresponding chapters are researched for consistency. A draft of the amendments as well as a copy of the ICC (International Code Council) Code for reference will be included in the paperwork.
• A draft of proposed ordinance changes, as suggested by Alderman Brandenburg, is also being worked on and will be presented to Committee in April.

#16 POLICE – Larry Thomason, Public Safety Director
• The Overtime Payroll Status Report was handed out previously.
• The Calls for Service Reports for March 2008 were presented showing 2,803 calls by Grid.
• Three Police Candidates are currently at Police Academy and doing well.
• Alderman Candido commended the Police Department for their recent work in apprehending a suspect who was burglarizing homes his area.

#17 COMMITTEE MEMBERS’ COMMENTS
Mayor Eisenhauer announced Alderman Brandenburg has undergone some surgery recently and Alderman L.Cooper’s husband was having some follow-up tests in Indianapolis and asked everyone to keep them all in prayer.

#18 ADJOURNMENT
There being no further business to discuss, the meeting was adjourned at 8:45 p.m. after a motion by Alderman Askren and a second by Alderman Candido.

Approved: 04/23/08 _____________________________
Posted Publicly: 04/29/08 Janet K. Myers, City Clerk