Metro East Sun

City of Belleville Finance Committee met Oct. 12.

Here are the minutes provided by the committee:

In Attendance: 

(A) Finance Committee Members 

Bryan Whitaker, Alderperson 

Carmen Duco, Alderperson 

Scott Ferguson, Alderperson 

Raffi Ovian, Alderperson 

Shelly Schaefer, Alderperson 

Chris Rothweiler, Alderperson 

Phil Elmore, Alderperson 

Nora Sullivan, Alderperson 

(B) Guests 

Michael Hagberg 

Kevin Tepen, CJ Schlosser 

(C) Staff 

Jamie Maitret, Finance Director 

Sarah Biermann, Treasurer 

Mike Schaefer, Director of Maintenance 

Stephanie Mills, Fire Chief 

Matt Eiskant, Police Chief  

Chairman Whitaker called the meeting to order at 5:32 pm. Roll call was taken. All committee members were present. Chairman Whitaker introduced guests. Emergency evacuation procedures were announced. 

Chairman Whitaker opened public participation. There was no public participation. Public participation was closed. 

Chairman Whitaker asked for a motion to approve the minutes from the September 11, 2023 meeting. 

Motion 

Alderperson Rothweiler made a motion to approve the minutes from September 11, 2023. Alderperson Schaefer seconded. All attending members voted yes. The motion passed. 

Purchase of Pickup Truck for Maintenance Department 

Mike Schaefer discussed that the State bid vendor did not have any trucks available, so he found this one at Broadway Truck Center, and they were willing to match the State bid price. 

Motion 

Alderperson Elmore made a motion to waive formal bidding procedures and purchase one (1) new 2023 Ford Super Duty F-250 pickup truck from Broadway Truck Centers for $62,000.00 for the Maintenance Department, with Broadway Truck Centers matching the Illinois State bid price. Alderperson Schaefer seconded. Roll call vote was taken. Alderpersons Duco, Ferguson, Ovian, Schaefer, Rothweiler, Elmore, Sullivan and Whitaker all voted yes. The motion passed. 

Overtime Billing Rates for Police 

Chief Eiskant explained that when our officers are hired to do work outside of normal City services (for example, Chili cookoff, Oktoberfest, school district sports events, extra security), the City bills at a set rate determined to be the approximate average of the cost of the overtime for an officer. This rate has not been changed in approximately 10 years, so he is asking for it to be updated, effective January 1, 2024. The current rate for special events is $54.90 for Sergeants, and $50.45 for officers. There is a special rate of 1/3 off for fitness events (such as 5Ks and bike races). Those current rates are $36.95 for Sergeants, and $33.90 for officers. Based on current average rates of pay, he is suggesting increasing the rates to $65.68 for Sergeants and $58.86 for officers at special events, and $43.79 for Sergeants and $39.24 for officers at fitness events. Discussion followed, especially concerning why fitness events were given a discount. Jamie Maitret also discussed that City sponsored events on the Public Square are given a 20% discount on personnel overtime cost, as a policy approved by the City Council in 2012. The City Council at that same time approved not charging for existing parades. 

Motion 

Alderperson Elmore made a motion to approve the new overtime billing rates for third party vendors for special events and fitness events, effective January 1, 2024. Alderperson Schaefer seconded. Roll call vote was taken. Alderpersons Duco, Ferguson, Ovian, Schaefer, Rothweiler, Elmore and Sullivan all voted yes. Alderperson Whitaker voted no. The motion passed. 

Contract with Next Request for Police Department 

Chief Eiskant is requesting this software to help his staff with redactions for FOIA requests. He is proposing to pay for it using his asset forfeiture funds. 

Motion 

Alderperson Rothweiler made a motion to approve a contract with Next Request for the Police Department. Alderperson Ferguson seconded. Roll call vote was taken. Alderpersons Duco, Ferguson, Ovian, Schaefer, Rothweiler, Elmore, Sullivan and Whitaker all voted yes. The motion passed. 

Additional Equipment Installation for New Fire Truck & Trade-In 

Chief Mills explained that this proposal is for additional items needed on the new truck that was recently ordered, including items such as shelves and lighting. This would have usually been included on the truck specs for a truck being built, but could not be since we ordered this truck as a demo. Banner has also proposed to take a 1984 E-One Hurricane Pumper as a trade-in, offering us $7,500 for the truck. Discussion followed.

Motion 

Alderperson Elmore made a motion to approve quote from Banner Fire Equipment, Inc. in the amount of $34,173.74 for additional equipment installation for new ladder truck previously approved on 7/17/23, as well as trade in of 1984 E-One Hurricane Pumper for $7,500. Alderperson Schaefer seconded. Roll call vote was taken. Alderpersons Duco, Ferguson, Ovian, Schaefer, Rothweiler, Elmore, Sullivan and Whitaker all voted yes. The motion passed. 

FY2023 Audit Reports 

Kevin Tepen, the city’s auditor from CJ Schlosser & Co., discussed the fiscal year ending 4/30/23 audit reports. He stated that overall, the City had a very good year financially. The General Fund revenues have gone up from the prior year. Expenses also increased, but mainly due to ARPA spending. Overall, the General Fund had a fund balance increase of approximately $550,000. Total Governmental Funds increased by about $10 million, again mainly due to ARPA funds. The Sewer Fund also had a good year. The total net income before transfers was about $2.2 million. The pension funds did not have a great year. The total change in net position was about break even, but we generally want to increase net position with good market returns. Unfortunately, the investments did not perform as expected. Discussion followed. 

Motion 

Alderperson Ferguson made a motion to approve FY23 audit reports. Alderperson Schaefer seconded. Roll call vote was taken. Alderpersons Duco, Ferguson, Ovian, Schaefer, Rothweiler, Elmore, Sullivan and Whitaker all voted yes. The motion passed. 

Revenue Sources 

Motion to receive and file. 

Motion 

Alderperson Elmore made a motion to receive and file the revenue sources. Alderperson Schaefer seconded. All attending members voted yes. The motion passed. 

Motion to Adjourn 

Alderperson Schaefer made a motion to adjourn at 6:09 pm. Alderperson Elmore seconded. All attending members voted yes. The motion passed.

https://www.belleville.net/AgendaCenter/ViewFile/Minutes/_10122023-3103