MINUTES OF COMMITTEE MEETING Monday, March 19, :27 p.m. COMMITTEE OF THE WHOLE RE: I. Budget 2007/2008

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1 MINUTES OF COMMITTEE MEETING 8:27 p.m. COMMITTEE OF THE WHOLE RE: I. Budget 2007/2008 a. Historical Museum Pages b. Library Funds Pages c. Legal Pages d. Claims Page 161 e. Senior Services Pages 162 f. Health Services Pages g. Contingent Page 165 h. Cable Television Page i. Interfund Transfers Page 170 j. Capital Improvement Fund Pages k. Debt Service Funds Pages l. Trust and Agency Funds Pages II. Adjournment Mayor Marcucci called the Committee of the Whole meeting to order at 8:27 p.m. for budget review. Committee members present: Ann Tranter, Norman Leader, Susan Rose, Michael Bram, Stephen Hipskind, John Gow, Phillip D. Jordan, Moria Moriarty, Steven Hillsman, George Szczepaniak, Mark A. Mulliner, Donna Lomnicki Committee members absent: Michael J. Regan, Janice A. Vanek Also in attendance: City Treasurer Pigoni, City Attorney Kubiesa, City Manager Borchert, Finance Director Gaston, Assistant Finance Director Trosien, Human Resources Manager Johnson, Deputy Fire Chief Bacidore, Museum Director Bergheger, Museum Archivist Wilson, Museum Marketing Coordinator St. John, PZED Director Said, Library Director Boria, Library Board President Vanek, Historical Commission & 50 th Anniversary Gala Committee Members Catalano, Smith, Michaels, Mills, Leader, Nelson, Spathe, Hodge, Jordan City Manager Borchert gave an overview of the budget items that are to be covered at tonight s meeting.

2 Page 2 Historical Museum Elmhurst Historical Museum Director Brian Bergheger gave a PowerPoint Presentation regarding the museum s strategic planning process and the budget for the upcoming year highlighting the following points: Strategic Planning Project May-November 2005, Transformation of the Elmhurst Historical Museum (EHM), Heritage Center in Elmhurst, Glos Mansion, Churchville One Room Schoolhouse, Heritage Center Concept Drawing, Strategy 2006/2007, Raise Awareness & General Interest 2006/2007, Link History to Today s Experience 2006, Organizational Readiness 2006 and Director Bergheger referred to pages stating that the part-time position may expand to a full time position in 2008/2009 and an additional part-time development position to be added in 2008/2009. He pointed out increases in Professional Services, Data Processing Software and Furniture & Fixtures. Alderman Mulliner asked how soon will the One Room Schoolhouse be open for use by the school district, will the facility be available for rental and will the remaining work be completed at a lesser amount. Director Bergheger replied that District 205 will have a staff person prepared this fall for school groups from District 205 as well as other school districts. Yes, the facility will be available for rentals. Yes, the remaining phases of work will not require more than maintenance and repairs and the Glos Mansion will incur the maintenance cost. Alderman Mulliner noted pg Building is projected at a lower cost in 2007/2008 down from the previous year. City Manager Borchert stated it will take less money to maintain the Glos Mansion as it becomes a period home to be used by community groups. Page Professional Services may be reduced by $38,000. Alderman Szczepaniak asked what will happen to the Museum Annex building. Museum Director Bergheger replied that it is currently not a part of the strategic plan or part of the Glos property and what will happen to it has not yet been decided. Mayor Marcucci stated the future of the annex building would be a policy issue addressed by the City Council. The Mayor offered his opinion is to tear it down. Alderman Szczepaniak stated the cost of storing artifacts is $38,000. Director Bergheger replied pg Rentals will come down in cost. Alderman Szczepaniak stated expenses will be incurred even if a Heritage Center is not built. City Manager Borchert stated the use of the buildings will increase support and increase fund raising. The budget depends on the community response on whether a brand new center is desired. Without the community behind it and seeing the value of the Heritage Center the Council will review the Heritage Center concept before the budget is presented.

3 Page 3 Discussion ensued regarding the cost of maintaining and updating the Glos Mansion and the benefit a new Heritage Center will provide the community. Alderman Tranter asked what the size in feet² and the cost will be for the new Heritage Center. She stated that the visitor count at the Glos Mansion is low and asked how many visitors are projected to visit the new Heritage Center? Museum Director Bergheger explained more market analysis will be completed. A respectable number of visitors come to the Elmhurst Historical Museum and now the One Room Schoolhouse will be online to add to the marketability. Alderman Tranter commented on the need for a feasibility study to be done now. City Manager Borchert stated that Council will be a part of the feasibility study. Alderman Tranter stated the Heritage needs to be an appropriate size; the City needs to be careful as it moves forward as to not create a large impact on traffic. City Manager Borchert stated the budget number of $7.5million is a preliminary number, a joint partnership may arise that will provide space for the building. Alderman Gow stated it is difficult to find a comparable Heritage Center. Is this concept type in play in action in other states? Director Bergheger stated the new Kenosha Public Museum is a model the City can learn from. Alderman Rose stated her support of the effort, stating Council needs to educate the public on the concept. The City can budget while planning for the Heritage Center, there is no commitment to spending the money. Alderman Leader stated he supports the whole concept; there is a powerful educational component for the City s schools and City s children. Director Bergheger stated City schools meet a number of state standards that are presented at the Elmhurst Historical Museum. The Heritage Center would create more interactive learning through technology. The Heritage Center is a wonderful location for an intergenerational learning center and an online learning opportunity. Alderman Moriarty stated preserving Elmhurst history through the Glos Mansion and the Heritage Center are great ideas but it is difficult to support without the hard facts of what the project will cost. Museum Director Bergheger stated many citizens ask the same question. Alderman Mulliner stated District 205 would benefit as would other local school districts. Alderman Szczepaniak stated the focus of the project could expand beyond Elmhurst History to include U.S. History and Presidential artifacts.

4 Page 4 Director Bergheger replied that the Museum does bring in national exhibits and speakers. Mayor Marcucci congratulated Museum Director Bergheger for his wisdom and vision. He thanked him for coming tonight and answering all of the City Council s questions. The Mayor stated the Elmhurst Historical Museum is a great institution of Elmhurst, thank you for all of your efforts. Library Fund Elmhurst Public Library Board President Frank Vanek reported 1.2million items were checked out of the library in the past year. The library provides public wireless internet access, the website has many updates and is now used to send out reminders and late notices. 4,800 residents participated in the summer reading program, there is an increase in the pre-school children attending story-time and hundreds of meetings take place in the group meeting rooms. Board President Vanek thanked the City Council, Library Director Boria, the Mayor, City Manager and staff for the opportunity to present the Library budget before the Council. President Vanek asked Council to note that the minimum wage increase will become effective on July 1, Many Aldermen around the dais complimented the Library and commented on what a great asset it is to the community. Alderman Rose questioned where Investment in Electronics is in the budget. Library Director Boria stated it falls under the category of book budget. Alderman Rose asked what percentage of the circulated items are electronics. Library Director Boria replied library circulation is up 9% including electronic resources as well as all other resources. Alderman Rose asked if a resident could request a special collection. Director Boria replied that it is a public library, a historical museum would house special collections. Alderman Gow asked for a breakdown of pg Fines and Fees. Library Director Boria stated fines make up the majority of money collected. Alderman Gow asked if there was a large issue with lost books. Director Boria replied no, the losses occur in a small amount of the collection. Alderman Bram asked about pg Custodial Services and whether or not that was the same as the City, as well as pg Grounds and pg Parking Lot.

5 Page 5 Director Boria stated the cleaning is more than the City s and includes window washing with special products. Also, the library is open seven (7) days a week and only closed nine (9) days a year. The grounds (grass, shrubs, tree replacement when warranted) are up for bid for a landscape contract. Alderman Mulliner asked if the Elmhurst Park District helps with landscaping and grounds keeping. Director Boria replied no, the land is owned by the City. Alderman Szczepaniak asked if the coffee shop inside of the library is a good financial relationship. Library Director Boria stated that they paid up front to be there and they have only their own equipment, other fixtures are owned by the library. The library receives a percentage of the profits over a certain amount. Alderman Szczepaniak asked what pg Professional Services projected at $145,000 in 2008/2009 is budgeted for. Director Boria stated it is for a technical consultant on site thirty (30) hours a week. $120,000is for the technical consultant and the remainder is for other consultants. Mayor Marcucci thanked Library Director Boria for the great job she does at the City s award winning library. Legal City Manager Borchert stated that City Attorney Kubiesa would be out of town next Monday and asked that Council review the legal budget this evening. Alderman Moriarty stated she wanted to look at true legal fees and the dollar amount the City spends. She distributed a handout which gave an explanation of her report. She stated $885,000 of paid invoices is excessively high and there should be a bidding process with other firms as a solution to paying these high fees. Kubiesa, Spiroff, Gosselar & Acker (KSGA) have been the City s attorneys since Alderman Hipskind stated a dollar amount cannot be placed on the knowledge that twenty-one (21) years of legal experience with the City brings. Yes, the City can obtain legal counsel at a lower price but it would lose the knowledge and experience of Elmhurst that is a part of KSGA. The report presented by Alderman Moriarty is unfair. Alderman Lomnicki stated the Council has a responsibility to look at all fees and Alderman Moriarty was told that the right time to discuss this issue would be during the budget process. Alderman Leader stated over $300,000 of the $885,000 was for an eminent domain case. Alderman Hillsman stated legal expenses are always going to be incurred. The City s attorneys are good with a deeper bench and carry their own malpractice insurance.

6 Page 6 Alderman Moriarty stated the Village of Downer s Grove has a budget of $800,000 for legal with an actual legal budget of $300,000. This is a great opportunity to explore and compare what is available to the City. Mayor Marcucci commented that according to statute, professional services do not need to go out to bid. The firm of KSGA underwent a review thirteen (13) years ago and they were retained. Alderman Bram stated years ago is a long time for a review of the City s professional services. Alderman Hipskind agreed a review of the City s professional services could be done however the City spent a lot of money per Alderman Moriarty s request. Alderman Rose stated Council needs to review this. This is the City s budget. Council should review the report at a later time, the City has already budgeted for legal fees. Alderman Bram asked where the number totals were coming from other than pg Finance Director Gaston stated funds are also budgeted in the Redevelopment Projects Fund TIF due to the Battaglia and Lomnicki cases. Alderman Bram asked if the City sees a benefit in fines. City Manager Borchert replied yes, $500,000, it is a revenue producer. Alderman Moriarty stated the City s professional services should be reviewed every four (4) years, legal counsel needs to be reviewed. She wants accountability for the money that is spent. City manager Borchert stated information has been provided, rates for attorneys range from $90- $215/hour. KSGA charges the City $160/hour the rate is competitive and reasonable. Alderman Hillsman stated Council looked at this item four (4) years ago. Alderman Rose asked for clarification, what is being said is that the invoices and rates are reviewed to determine if the City is getting a good value. Going out for bid is something different. Alderman Gow stated the results of Alderman Moriarty s report state Council should evaluate the services provided to the City. He commended Alderman Moriarty for bringing this topic up at the time she was told to do so, for discussion during the budget review. Alderman Tranter stated good information was brought forward in this report, and this is the time to discuss it. Alderman Szczepaniak recalled the subject of legal services review when he served on the Finance, Council Affairs and Administrative Services Committee. Alderman Bram questioned the amount on pg General Legal Retainer.

7 Page 7 Finance Director Gaston explained that line item combines line items and Mayor Marcucci thanked Finance Director Gaston and Assistant Finance Director Trosien for their good work. City Manager Borchert stated Council will meet at 8:00p.m. on March 26, 2007 after their individual committee meetings for a Committee of the Whole meeting to complete the budget review. Alderman Mulliner moved to adjourn the Committee of the Whole. Alderman Szczepaniak seconded. Committee of the Whole adjourned at 10:51 p.m. Respectfully submitted, Patty Spencer City Clerk