Village of Oswego Committee of the Whole met Sept. 6.
Here are the minutes provided by the committee:
CALL TO ORDER
President Troy Parlier called the meeting to order at 6:02 p.m.
ROLL CALL
Board Members Physically Present: President Troy Parlier; Trustees Tom Guist, James Marter II, Terry Olson, and Jennifer Jones Sinnott.
Board Members Absent: Kit Kuhrt (attended at 7:00 p.m.)
Board Members Attending Electronically: Trustee Brian Thomas (attended at 6:02 p.m.)
Staff Physically Present: Dan Di Santo, Village Administrator; Christina Burns, Asst. Village Administrator; Andrea Lamberg, Finance Director; Tina Touchette, Village Clerk; Jeff Burgner, Police Chief; Jennifer Hughes, Public Works Director; Rod Zenner, Community Development Services Director; Bridget Bittman, Community Engagement Manager- Marketing; Kevin Leighty, Economic Development Director; Joe Renzetti, IT/GIS Director; and Karl Ottosen, Village Attorney.
CONSIDERATION OF AND POSSIBLE ACTIONS ON ANY REQUESTS FOR ELECTRONIC PARTICIPATION IN MEETING
President Parlier noted that Trustee Thomas would like to electronically attend tonight’s meeting. Trustee Thomas submitted the necessary documents to the Village Clerk.
A motion was made by Trustee Marter II and seconded by Trustee Olson to approve Trustee Brian Thomas to electronically attend the September 6, 2022 Committee of the Whole Meeting.
Aye: Tom Guist James Marter II
Terry Olson Jennifer Jones Sinnott
Nay: None
Absent: Brian Thomas, Kit Kuhrt
The motion was declared carried by a roll call vote with four (4) aye votes and zero (0) nay votes. Trustee Brian Thomas attended electronically at 6:02 p.m.
PUBLIC FORUM
Public Forum was opened at 6:03 p.m.
Gerald Sternberg addressed the Board regarding the ordinance that was recently passed which restricts parking in subdivisions around Oswego East High School; he lives in Steeplechase which is one of the subdivisions included in the parking restrictions; he understands the intent, but it is extremely unlikely students will park in the subdivision; he has concerns with visitors and visiting nurses since the subdivision is senior living; not all residents have computers; permit cost; he asked for exemption in Steeplechase. Administrator Di Santo asked him to speak to Chief Burgner to help resolve some of his problems.
Kari Rankins addressed the Board regarding the fire hydrants at Pineridge Club; fire hydrants need to be painted; all other hydrants in the area are done, but not Pineridge Club; the hydrants are awful and look atrocious. President Parlier said it will be taken care of.
There was no one else who requested to speak. The public forum was closed at 6:08 p.m.
OLD BUSINESS
There was no old business.
NEW BUSINESS
G.1 Police Pension Fund Actuarial Reports
Director Lamberg addressed the Board regarding the police pension actuarial reports. The levy calculation almost exactly the same and a little less than last year. Kevin Cavanaugh, Actuarial Consultant for Lauterbach & Amen, LLP presented the following:
Recommended Contribution & Funded Status
• $1,521,266 – recommended for upcoming tax year
• Investment performance spread out over five years
• 3.86% decrease year over year
Recommended Contribution Reconciliation
• Demographic evaluation updates
• ($3,700) due to assets moving
• 101% of recommendation of contribution
Recommended Contribution Breakdown
Demographic Changes
Age and Service Distribution
Expected Benefit Payments
• $3,368,000 attributed to upcoming retirements
Assumption Changes
• No change in assumption this year
Change in Fair Value of Assets
• (7.86%) is in line with what they have seen
• 14% off of what is expected
Risk Management
Alternative Contribution
• Recommend contributing $1.52 million this year
Five-Year Employer Contribution History
• Actuarially Determined Contribution numbers are the recommended contributions
• Village of Oswego has done their part; kudos for funding in a responsible way
GASB Solvency Test
• Going to fully solvent and payable for the next 80 years
G.2 Fiscal Year 2023 First Quarter Financial Update
Director Lamberg addressed the Board regarding FY23 first quarter financials.
• Revenues at 25% or more
• Expenditures at 25% or below
• $2 million in surplus
• Sales tax coming in well over budget
• Watching fuel trends
• Most other Funds are doing well
• Watching the Police Pension Fund
First quarter revenues for the Village total $15.8 million (28.3% of budget) compared with expenditures of $10.1 million (17.6% of budget). Timing of expenditures is always the variable in comparing the current fiscal year with the prior fiscal year. Fiscal year 2023 first quarter results are better than the Fiscal year 2022 on the revenue side and higher on the expenditure side. This is expected due to the rising cost of goods.
General Fund
⮚ Revenues are $968,278 greater than last fiscal year while expenditures are $199,012 less. Tax revenues were $488,796 greater than last year with Sales and Income tax accounting for most of the increase.
Motor Fuel Tax Fund
⮚ Revenues are $254,963 lower this fiscal year due to the sunset of Rebuild Illinois grant revenue. Expenditures of $504,514 have been recorded in the first quarter on a budget of $2,653,078.
TIF Fund
⮚ Only $33,199 in expenditures were paid in the first quarter compared with $547,180 in property tax revenue received.
Capital Improvement Fund
⮚ Revenues were greater than expenditures by $423,083. Sales tax revenue are comparable to last year while Local MFT revenue is $67,131 greater than last year. Expenditures of $371,873 for the transfer to the Debt Service Fund and $670,528 paid for public improvements for the quarter.
Debt Service Fund
⮚ Revenues and expenditures are equal and as budgeted.
Water and Sewer Fund
⮚ Revenues are $96,076 greater than last year. Expenses are higher by $242,815. While expenses are higher than last year, they are only at 12.7% of budget.
Water and Sewer Capital Fund
⮚ Revenues are greater than expenses by $8,507. Only $57,213 in expenses have been paid out this quarter on an annual budget of $3,186,500.
Garbage Collection Fund
⮚ Revenues are $245,998 more than last fiscal year through the quarter. Garbage fees are billed every other month while expenses are paid monthly. This results in a timing issue and explains why revenues are greater than expenditures at the end of the first quarter.
Municipal Fleet Fund
⮚ Revenues and expenses are as anticipated this quarter.
Municipal Parking Fund
⮚ Permit fees for the quarter total $46,946 while no expenses have been posted.
Police Pension Fund
⮚ Revenues are $823,206 more than expenditures through the first quarter. Tax revenue and investment earnings account for the strong revenues in the quarter.
Board and staff discussion focused on very responsible in funding; police pension consolidation on September 1, 2022; whether anything is changing with the state taking over the police pension fund; only change is in the investment of the funds; Director Lamberg will receive a report from the state. There was no further discussion.
G.3 2022-2025 Strategic Plan Update
Asst. Administrator Burns addressed the Board regarding the strategic plan update.
Since the strategic plan adoption, staff has been working to develop action plans. The action plans provide a more detailed guide for staff to complete the strategic initiatives, in pursuit of the Board’s strategic priorities. The action plans assign responsibilities and set out timelines for completion.
The following is a summary and status of each priority:
• Establish financial strength across all funds:
o The Village’s adopted FY23 Budget maintains compliance with the Village’s fund balance policies.
o The Village allocated the ARPA funds toward infrastructure investment, specifically to assist in the construction of Wolf’s Crossing. Expenditure tracking and reporting will continue as required by ARPA.
• Diversity the revenue base
o The Village passed a Real Estate Transfer Tax referendum in summer 2022, providing a significant revenue source for the Village’s water source. Research continues on other potential revenue sources.
• Responsibly control spending:
o The Finance Director continues to monitor expenditures and revenues to remain on target.
• Remaining initiatives are slated for future years.
• Create a destination downtown:
o Create a downtown parking plan: Staff continues to do regular parking capacity monitoring and is currently developing a plan for more congested areas of the downtown. Overall parking is not yet at 50% capacity. Staff is also working on acquiring easements for additional public parking on Van Buren Street.
o Establish key development properties marketing strategy: Economic Development and Community Relations are working together to develop a marketing strategy based on current priorities in advance of upcoming business conventions.
• Develop key properties:
o Complete Unified Development Ordinance: Staff continues to work with CMAP on the final stages of developing the UDO. On target for completion is this year.
o Complete Development Process Improvement Plan: Development Services staff is currently reviewing the development process, identifying opportunities for both small improvements and for overall process change.
Remaining initiatives are slated for future years or are under evaluation for benchmarking.
• Create an accountable & effective workforce:
o FY22 performance evaluations completed. For evaluations during the FY22 period, more than 75% of employee exceeded expectations.
• Ensure organizational capacity can meet service demands:
o Update staffing study on an annual basis: Staffing study updated, reviewed in advance of FY23 budget discussion. Another update will be presented to the Village Board at the October 4, 2022, COW.
o Complete compensation and benefits analysis in 2022: Currently preparing to review compensation and benefits ahead of FY24 budget discussion.
o Evaluate overtime usage: Additional part-time staff were hired for summer 2022 both to reduce costs and demand on Public Works overtime. A more thorough analysis will take place in the coming year.
• Prepare for an evolving workforce:
o The Village was selected to participate in the Greater Cities Learning and Operationalizing Racial Equity program, which runs through winter.
Remaining initiatives are slated for future years and are under evaluation.
• Establish levels of service in all areas
o Conduct Asset Management impact Study for Public Works: Working with ERP to utilize asset management.
• Allocate resources to meet future demand:
o As part of the capital plan, staff is evaluating and prioritizing equipment needs to meet operational needs and with consideration to future growth.
The asset management impact study and level of service study will both be significant undertakings in the coming year. This is a large project that Public Works is beginning to do. Other initiatives are slated for future years.
The Village’s current goal is to complete the majority of the work related to the Harvey Road improvements before November 2023, requiring a project letting in November 2022. A few key elements of the project have been delayed. While staff remains optimistic, the project timeline may be modified due to land acquisition. Staff is also evaluating which segment of the project will follow Harvey Road and is working on the relevant grant applications to support the next segment of the project.
Concurrent with the adoption of the plan, the Village Board selected Lake Michigan Water through the DuPage Water Commission as the Village’s future water source. In addition, the Governor signed Public Act 102-736 into law, allowing Kendall County representation on the DuPage Water Commission Board. Staff continues to work on the remaining components of securing a new water source outlined in this priority. The project remains on schedule.
Board and staff discussion focused on this is an aggressive and thorough action plan by staff; will update the plan in six months; overtime management; how has overtime changed year after year with the new equipment; include information on the leaf pickup program; staff to provide an overall analysis of equipment. There was no further discussion.
CLOSED SESSION
A motion was made by Trustee Olson and seconded by Trustee Jones Sinnott to enter Closed Session for the purposes of discussing the following:
• Pending and Probable Litigation
• Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of Personnel
• Collective Bargaining, Collective Negotiating Matters, Deliberations Concerning Salary Schedules
• Sale, Lease, and/or Acquisition of Property
Aye: Tom Guist James Marter II
Terry Olson Jennifer Jones Sinnott
Brian Thomas
Nay: None
Absent: Kit Kuhrt
The motion was declared carried by a roll call vote with five (5) aye votes and zero (0) nay votes.
The Board adjourned to Closed Session at 6:34 p.m.
The Board returned to open session at 7:19 p.m. A roll call vote was taken. All attending Board members were physically present for the roll call.
ADJOURNMENT
The meeting adjourned at 7:19 p.m.
https://www.oswegoil.org/home/showpublisheddocument/5318/638004125867030000
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