City of Chillicothe Finance met June 22.
Here are the minutes provided by the committee:
The finance committee met at 5:39 p.m., in the council chambers at City Hall. Present: Chairman Vanbruwaene, Alderperson Sharp, Alderperson Braun, Mayor Hughes, Office Manager Passage,
Chairman Vanbruwaene called the meeting to order 5:39 p.m.
PUBLIC COMMENT
No public comment
PURPOSE
Appropriation Ordinance – Office Manager Passage presented the committee with an updated version of the appropriation ordinance. Office Manager Passage advised the committee that the City Clerk will be resigning in September and a discussion ensued regarding increasing the Deputy Clerk line item and adding a Finance Deputy line item to allow for a couple of options to help with staffing and a potential succession plan. Mayor Hughes stated he was aware of the resignation and will be discussing with the city clerk regarding the direction the city will take regarding filling the clerk position or new position. Office Manager Passage stated that the Public Works Committee added $5,000.00 to the Road & Bridge and $5,000 to Water Fund appropriations for potential training. Office Manager Passage went over areas that increased from the previous draft. The consensus of the committee was to place $42,000 in the appropriation for Deputy Clerk and $42,000 in Finance Deputy and to present the ordinance to the city council at June 27 meeting. Office Manager Passage also advised the committee that the appropriation ordinance hearing was June 27 at 6:30.
Request 4th of July Committee – Waive fee for Fireworks Display License – Office Manager Passage stated that at the June 13 council meeting the city clerk read a request from the 4th of July committee asking for the fireworks display license fee to be waived and it was referred to the finance committee. The cost of the fireworks license is $50.00. Chairman Vanbruwaene recommended that the 4th of July committee still submit an application and comply with all the requirement, and that the fee be recommended to be waived at the June 27 council meeting. The consensus of the committee was to recommend that the $50.00 fee be waived at the June 27 council meeting.
Ordinance – Water User Fee rate increase – Office Manager Passage presented the ordinance from the city attorney to increase the user fee from $5.00 to $10.00 per month. A discussion was held regarding the effective date of the increase and the reason for the increase. Mayor Hughes stated he prefers the increase as it will avoid a bond and potentially save interest. Chairman Vanbruwaene recommended that the increase be effective with the August Billing. This will allow the public to be informed before the increase and that a message be placed on the water bill in July that the user fee will increase effective with the August billing. Office Manager Passage stated that User Fee Policy should also be change and presented a draft of the policy. The change to the policy was to place 30% of the funds received into the Operation & Maintenance Account and 70% of the funds received into the Improvement & Extension Account. This will allow the $5.00 increase to be placed in the Improvement & Extension Account. The consensus of the Committee was to present the ordinance to increase the user fee effective with the August billing and to present the policy revision to council at the June 27 council meeting.
Illinois Municipal League Annual Conference – Office Manager Passage announced that the annual Illinois Municipal League Conference held in Chicago will be September 15-17. The City has in the budget $10,000.00 which should allow five people to attend. This year as a member of Illinois Municipal League Risk Management Association is allowing one official to register at no cost. ($310.00). They would still have hotel expenses, travel and food. A discussion was held regarding the benefits of the conference. Office Manager Passage stated that she could send an email to the elected officials seeing who would be interested in attending. Chairman Vanbruwaene advised Office Manager Passage to send out the email to elected officials to see who is interested in attending the conference.
Illinois Municipal League Risk Management – Renewal Packet – Insurance – Office Manager Passage Stated that she has received the renew packet from Illinois Municipal League Risk Management Association and the information is due back to them by July 8. The consensus of the committee was to have Office Manager Passage to submit the renew packet.
Financing – New Water Well/Water Infrastructure Needs – Chairman Vanbruwaene stated that we have addressed this issue with the increase of the user fee. He will be working with the superintendent to created a plan for future needs. This topic will be placed in old business.
OLD BUSINESS
Water Rate Analysis – Nothing
Update – City Hall Renovation Project – Chairman Vanbruwaene stated that he is still working with the architect and the scope has not changed.
Property 817 Sixth – nothing to report
SUMMARY
Council Agenda Items Appropriation Ordinance
Waive 4th of July Fireworks Display License Fee
Ordinance – Increase Water User Fee
Policy – User Fee Distribution
Chairman Action – Nothing
There being no further business the meeting adjourned at 6:22 p.m.
https://cms9files.revize.com/chillicothe/06.22.22%20finance%20min.pdf
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