Members of the Village of Glen Carbon Finance and Administration Committee met Tuesday, July 12.
Here are the meeting minutes as provided by the Glen Carbon Finance and Administration Committee:
FINANCE & ADMINISTRATION COMMITTEE MEETING
MINUTES FOR
TUESDAY, JULY 12, 2016
AT
5:30 P.M.
151 NORTH MAIN STREET
GLEN CARBON, ILLINOIS
Jorja Dickemann, Chairperson called the meeting to order.
MEMBERS PRESENT: Jorja Dickemann, Micah Summers, Steve Slemer
OTHERS PRESENT: Jamie Bowden, Village Administrator, Larry Lucy, Treasurer, Scott Borror, Lori Gibson, Human Resources Coordinator
Approval of Previously Reviewed Minutes for June 14, 2016 and Executive Session Minutes for June 14, 2016
Steve Slemer motioned for approval of the minutes for June 14, 2016. Micah Summers seconded.
Voting in favor: Dickemann, Summers, Slemer
Voting against: None
Steve Slemer motioned for approval of the executive session minutes for June 14, 2016. Micah Summers seconded.
Voting in favor: Dickemann, Summers, Slemer
Voting against: None
Citizens Wishing to Speak Before the Committee
None
APPROVAL OF MONTHLY EXPENDITURES FOR JUNE, 2016 THE 2nd MONTH OF
THE 2017 FISCAL YEAR IN THE AMOUNT OF $1,101,917.47
Steve Slemer motioned for approval of the monthly expenditures for June, 2016 in the amount of $1,101,917.47. Jorja Dickemann seconded.
Voting in favor: Dickemann, Summers, Slemer
Voting against: None
TREASURER’S REPORT
Micah Summers moved for approval of the Treasurer’s Report. Steve Slemer seconded. Treasurer, Larry Lucy provided the Cash and Investments as of June 30, 2016 showing a total balance of $17,274,184.53.
Voting in favor: Dickemann, Summers, Slemer
Voting against: None
DIRECTOR OF FINANCE REPORT
Scott Borror, Director of Finance, reported that the auditors will be on site next week. Mr. Borror provided a report on the revenues and expenditures of the Homecoming that showed revenues exceeding expenses by $7,233.00. There are still some items to be posted on the revenue and expense side. Mr. Borror stated it is safe to say a profit was generated this year. The report also included some project updates.
OLD BUSINESS:
Discussion of the Fiscal Policies Manual
Scott Borror, Director of Finance provided a draft of the proposed “Fiscal Policies Manual.” The chapters covered for discussion this month include:
- Fund Balance and Reserves
- Budget Guidelines
- Revenue Tax Policies
- Debt Management Policy
Mr. Borror stated we will phase this in over the next few committee meetings. This will be on the agenda again next month.
Discussion of Village Communicator
Jorja Dickemann stated next month she would like to have the true costs of what it costs the Village today. Trustee Dickemann stated these are the things she would like to change:
- More Editorial control by restricting the number of pages.
- Number of issues
- Black and white printing/no color
- No one should have their photo in the Communicator besides the Mayor.
Mr. Bowden projected it costs approximately $8,000 to $9,000 per year without staff costs. Everyone agreed to keep the publication quarterly with less pages. Mr. Bowden will put together a general set of guidelines for the next committee meeting to take action on and then present to the Village Board. We will revisit this in one year.
Approval or Ordinance No. 2016-XX – An Ordinance Amending Article A. Village Clerk of the Village of Glen Carbon Municipal Code of Ordinance
Jamie Bowden, Village Administrator, stated he would like the ordinance approved within thirty to sixty days. Mr. Bowden will take a look at the position of collector and make a recommendation at the next meeting.
Steve Slemer moved to lay over approval of Ordinance No. 2016-XX. Micha Summers seconded.
Voting in favor: Dickemann, Summers, Slemer
Voting against: None
Follow-up on Insurance Broker – Jamie Bowden, Village Administrator Jamie Bowden, Village Administrator, stated that he, Scott Borror and Lori Gibson met with three providers, Arthur J. Gallagher, Corkhill Insurance Agency, and Warma, Witter, Kreisler and Associates Inc. Staff recommends utilization of Arthur J. Gallagher as the broker of record. Mr. Bowden stated Gallagher has access to many providers and various insurance pools. They are local and they provide services to several surrounding municipalities.
Lori Gibson, Human Resources Administrator stated that she requested a quote from UMLRMA in enough time for the F&A Committee and the Board to vote on it. They said it would be October 24th before they could provide the renewal. Our deadline is October 31st. Micah Summers stated he would like to see all three quotes.
Everyone agreed to go with Arthur J. Gallagher and have it on the next Village Board agenda.
NEW BUSINESS:
Discussion of the Police Pension Fund Actuary
Scott Borror, Director of Finance gave background and overview of the actuary. Mr. Borror stated there are two options that the Police Pension Board can go with:
1. An actuary from the Illinois Department of Insurance.
2. The hiring of an independent actuary that comes with a fee of $3,000.00 to $5,000.00.
Mr. Borror stated he has talk with Lt. White, President of the Police Pension Board several times.
They are open to the discussion of it.
Mr. Borror stated the end result of the actuary services is the levy determination for that year. With the long term affect being what the overall funding is because they build that into their actuarial assumptions when they do their calculations. Mr. Bowden suggested we wait one year when the Department of Insurance actuary comes in.
Everyone agreed to wait. Jorja stated this needs to be discussed at every year.
Micah Summers motioned to adjourn. Steve Slemer seconded.
Voting in favor: Dickemann, Summers, Slemer
Voting against: None
Respectfully submitted,
Peggy M. Goudy,
Village Clerk
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