Legislative Department Description The Village Board is the legislative and policy-making body of the Village. The Village President is elected at large and serves for a term of four years. A Village Trustee is elected from each of the six districts to serve as representative of that district. Trustees serve staggered terms of four years. The responsibilities of the Village Board include enacting ordinances for the proper governing of the Village; approving changes in the Municipal Code; adopting the annual budget and related financial documents; awarding municipal contracts; establishing all other policies necessary to promote the health, safety and welfare of the Village and its residents; appointing the Village Manager; and representing the Village to the public and other governmental bodies. The Village Clerk performs a variety of administrative functions for the Village Board. The Clerk is elected at large and serves a term of four years. The Clerk serves as local election official for all elections and is responsible for monitoring election laws for Village candidates. The Clerk and Central Records staff members are responsible for the recording of all Village Board meeting minutes; publishing, when necessary, and maintaining all Village ordinances and resolutions; and preparing notices. They are responsible for maintaining accurate files of all Village administrative records, and administering and maintaining the Legistar legislative tracking system. Also included in the Legislative Department is the Board of Fire and Police Commission. The Village of Lombard Board of Fire and Police Commission is established and administered pursuant to 65 ILCS 5/10-2.1 for the purpose of examining applicants for entry into and promotion within the Fire and Police services. The Board also has the responsibility for suspension, removal, or discharge of employees after proper due process. Legislative Department Personnel FYE 2019 Village President 1 Trustee 6 Village Clerk 1 Part Time Total 8 Department Total 8 Legislative Department Commentary The Legislative Department budget includes the dues for the Village membership in DuPage Mayors & Managers Conference, Illinois Municipal League, International Institute of Municipal Clerks, DuPage Municipal Clerks and Illinois Fire and Police Commissioners. Maintenance costs for Legistar, the Legislative Tracking System, are also covered in this budget. 6-11
Legislative Department FYE 2019 Goals and Objectives 1) The Village Board goal is to provide strong leadership to the community by working cooperatively with one another, Village personnel, residents and local businesses. Village staff and elected officials have collaboratively developed a set of strategic priorities and initiatives. These objectives will be accomplished through the efforts of the Village Manager and the departments of the Village throughout many years, as they are long term objectives. a) The Village Board will collaborate with Village staff to conduct a strategic planning session to update Village strategic priorities and initiatives which shall serve as the basis for Village policy and decision making. b) The outcomes of the Village strategic planning shall be documented in a strategic planning document which shall be shared publicly and within the organization to communicate the strategic priorities and initiatives of the Village. c) The Village Board will place a strong emphasis on maintaining the Village s fiscal responsibility. The Board will ensure that the Village continues to operate in a financially sound manner through careful fiscal planning and budgeting as well as addressing service delivery-related costs and unfunded mandates. d) The Village Board will address infrastructure needs throughout the community by planning and funding infrastructure improvements of all types through funding and adoption of the Capital Improvement Plan. e) The Village Board will continue implementation of the recommendations set forth within the Economic Strategies Handbook, pursue all economic development options, and develop favorable partnerships within the development community to support desired occupancies or redevelopment activity of underutilized or vacant properties. 2) The Village Clerk and Central Records goals are to provide professional and responsible service and information to residents, the Board of Trustees, and staff. This division acts as Freedom of Information Officer for Village Departments, providing information pursuant to the Illinois Freedom of Information Act. This division also conducts voter registration and election activities for Lombard and DuPage County residents. Furthermore, the Village Clerk administers licensing functions which include business, liquor, and alarm procedures. a) The Village Clerk s division will produce documents requested through the Freedom of Information process within the legally allowable time frame. The Village Clerk s division will track informational requests and develop analysis of the same. b) The Village Clerk s division will actively recruit and train Voter Registrars in anticipation of and connection with upcoming elections. c) The division will continue to perform review, management and disposal of old records from various departments in the records vault while purging outdated or duplicate records in accordance with State Statute. d) The Village Clerk s division will continue administration of Village licensing functions for liquor and businesses, including licensure of raffles, massage establishments, food handling, tobacco retailers, and alarm registration within the annual renewal time frames while pursuing license compliance and capturing new applicants. Staff will continue to integrate the use of technology and scanning to manage records electronically and improve customer service. 3) The Board of Fire and Police Commission goal is to continue to test and secure qualified applicants for the fire and police departments. They are also committed to promoting qualified personnel in both departments. In 2019, the Board of Fire and Police Commissioners will establish an eligibility list for Police Officers and Firefighter Paramedics. 6-12
Legislative Department FYE 2018 Accomplishments 1) The Village Board goal is to provide strong leadership to the community by working cooperatively with one another, Village personnel, residents and local businesses. Village staff and elected officials have collaboratively developed a set of strategic priorities and initiatives. These objectives will be accomplished through the efforts of the Village Manager and the departments of the Village throughout many years, as they are long term objectives. a) The Village Board will collaborate with Village staff to implement Village strategic priorities and initiatives which shall serve as the basis for Village policy and decision making. Elected officials and Village staff worked collaboratively towards implementation of the Village s strategic initiatives. A summary of collective progress and updates to Village strategic initiatives was documented as part of the Village of Lombard Strategic Plan Update 2018-2019. b) The Village Board will place a strong emphasis on maintaining the Village s fiscal responsibility. The Board will ensure that the Village continues to operate in a financially sound manner through careful fiscal planning and budgeting as well as addressing service delivery-related costs and unfunded mandates. The Village Board continued to place strong emphasis on maintaining fiscal responsibility throughout the year and as part of the extended budget planning process. Village expenditures for 2018 will remain at or below proposed budget limits. The Village Board continued proactive implementation of comprehensive long range financial planning to address structural budget deficits and approve a balanced budget for 2019. c) The Village Board will continue to focus on and support development within downtown Lombard. The Village will investigate development options and support redevelopment opportunities within the downtown. The Village Board continued focus on downtown development, particularly development options for vacant properties within the downtown. The Village issued a Request for Proposals for the 101 S. Main vacant property site, evaluated development options and identified a qualified developer for the subject property. The Village Board continued its support of downtown approving multiple grants to incentivize improvements and occupancy of local storefronts and tenancies. d) The Village Board will address infrastructure needs throughout the community by planning and funding infrastructure improvements of all types through funding and adoption of the Capital Improvement Plan. Storm water improvement projects have been prioritized as part of the Capital Improvement Plan. The approved 2018 Capital Improvement Plan incorporated storm water projects including manhole inspection and rehabilitation, sewer rehabilitation and improvements, pump station maintenance, backyard sewer lining, SCADA system improvements and other stormwater system improvements. 6-13
e) The Village Board will continue implementation of the recommendations set forth within the Economic Strategies Handbook, pursue all economic development options, and develop favorable partnerships within the development community to support desired occupancies or redevelopment activity of underutilized or vacant properties. Business and economic development are a continuing priority within the Village. The Village Board previously approved multiple development and incentive agreements for new commercial developments at key development sites under its economic development incentive policy. Construction of the developments subject to these agreements was completed or is currently underway. The Village created the Butterfield Yorktown TIF to incent economic development to address underutilization and vacancies in the Butterfield Yorktown area. 2) The Village Clerk and Central Records goals are to provide professional and responsible service and information to residents, the Board of Trustees, and staff. This division acts as Freedom of Information Officer for Village Departments, providing information pursuant to the Illinois Freedom of Information Act. This division also conducts voter registration and election activities for Lombard and DuPage County residents. Furthermore, the Village Clerk administers licensing functions which include business, liquor, and alarm procedures. a) The Village Clerk s division will produce documents requested through the Freedom of Information process within the legally allowable time frame. The Village Clerk s division will track informational requests and develop analysis of the same. The preparation and processing of documents pursuant to the Freedom of Information Act (FOIA) continues to be a significant demand on resources for the Village Clerk s division and the overall organization. The Village Clerk s division prepared and produced responses and documents requested through the FOIA process, of increasing number and complexity, consistent with the requirements of the Act, with most requests completed in fewer days than the maximum allowable timeframe. Completed FOIA requests were tracked and published on the Village website. b) The Village Clerk s division will actively recruit and train Voter Registrars in anticipation of and connection with the upcoming 2018 general elections. The Village Clerk s division continued to train Voter Registrars by providing basic training on documents, protocol and registration procedures, particularly in connection with and preparation for the November midterm and State-wide elections for federal, state and local offices. c) The division will continue to perform review, management and disposal of old records from various departments in the records vault while purging outdated or duplicate records in accordance with State Statute. The Village Clerk s division continues to perform proactive reorganization and reduction of records independently and in connection with individual Village departments. Specific reorganization this past year included ongoing review of records contained within the vault for purging and disposal. Implementation of online license registration is underway and will further reduce the generation of paper applications and records. 6-14
d) The Village Clerk s division will continue administration of Village licensing functions for liquor and businesses, including licensure of taxis, massage establishments, food handling, tobacco retailers, and alarm registration within the annual renewal time frames while pursuing license compliance and capturing new applicants. Staff will continue to integrate the use of technology and scanning to manage records electronically. The Village Clerk s division completed the cessation of the Village Taxi Subsidy Program, consistent with the direction of the Financial Long Range Plan. The division continued administration of other licensing functions within annual renewal time frames and initiated the process for online licensing and registration. 3) The Board of Fire and Police Commission goal is to continue to test and secure qualified applicants for the fire and police departments. They are also committed to promoting qualified personnel in both departments. In 2018, the Board of Fire and Police Commissioners will establish an eligibility list for Fire Battalion Chiefs and Firefighter Paramedics. This year, the Board of Fire and Police Commission established an eligibility list for Fire Battalion Chiefs. 6-15
Expenditure Detail by Department Department: 110 - Legislative Amended Year-End Department Board Account Actual Budget Estimate Request Approved Number Account Description 2017 2018 2018 2019 2019 Fund: 101 - General Fund 10 - Personal Services 71110 Regular Wages $127,743 $128,170 $132,060 $131,730 $131,730 71120 Part-Time Wages $0 $0 $0 $31,520 $31,520 71140 Overtime Wages $0 $1,000 $500 $7,700 $7,700 71410 Life Insurance $128 $180 $180 $180 $180 71420 Social Security $7,917 $7,950 $8,180 $10,120 $10,120 71430 Medicare $1,852 $1,860 $1,920 $2,370 $2,370 71440 Employer Pension Contribution-IMRF $11,707 $11,740 $12,150 $14,150 $14,150 Account Classification Total: 10 - Personal Services $149,347 $150,900 $154,990 $197,770 $197,770 20 - Commodities 73110 Operating Supplies $5,082 $4,250 $4,050 $4,150 $4,150 73130 Books & Literature $75 $260 $210 $210 $210 73610 Electric $2,614 $1,860 $1,750 $1,850 $1,850 73630 Telephone $3,350 $2,500 $3,000 $3,000 $3,000 73640 Gas $481 $1,000 $1,200 $1,000 $1,000 73910 Technology Software $999 $1,300 $1,800 $1,800 $1,800 Account Classification Total: 20 - Commodities $12,600 $11,170 $12,010 $12,010 $12,010 30 - Contractual Services 75010 Training & Travel $6,507 $16,600 $10,750 $10,750 $10,750 75020 Dues & Subscriptions $42,649 $48,620 $46,390 $46,390 $46,390 75110 Classified Advertising $1,749 $3,381 $2,180 $2,180 $2,180 75120 Legal Advertising $6,025 $4,500 $4,500 $4,500 $4,500 75210 Printing & Binding $160 $500 $500 $500 $500 75220 Recordings/Archiving $8,971 $9,000 $6,500 $6,500 $6,500 75340 Legal Services $4,531 $12,000 $6,000 $6,000 $6,000 75350 Other Prof/Tech Services $63,544 $44,010 $44,000 $30,000 $30,000 75610 Property/Building Maintenance $9,630 $11,100 $10,920 $12,550 $12,550 75620 Repairs & Improvements $1,940 $0 $0 $7,300 $7,300 75710 Computer Service Contracts $10,588 $10,590 $10,590 $10,590 $10,590 75730 Equipment Service Contracts $3,013 $2,270 $2,270 $2,270 $2,270 75770 Misc Contractual Obligations $192,550 $181,860 $177,760 $157,920 $157,920 Account Classification Total: 30 - Contractual Services $351,857 $344,431 $322,360 $297,450 $297,450 Department Total: 110 - Legislative $513,804 $506,501 $489,360 $507,230 $507,230 6-16
101.110.101 President and Board of Trustees COST CENTER DESCRIPTION The Village Board is the legislative and policy-making body of the Village. The Village President is elected at-large and serves for a term of four years. The Village Trustees are elected from each of six districts to serve as representative of that district. Trustees serve staggered terms of four years. The responsibilities of the Village Board include enacting ordinances for the proper governing of the Village; approving changes in the Municipal Code as required; adopting the annual budget and related financial documents; awarding municipal contracts; establishing all other policies necessary to promote the health, safety and welfare of the Village and its residents; appointing the Village Manager; and representing the Village to the public and other governmental bodies. Fund: 101 - General Fund Department: 110 - Legislative Cost Center: 101 - President & Board of Trustees Amended Year-End Department Board Account Actual Budget Estimate Request Approved Number Account Description 2017 2018 2018 2019 2019 71110 Regular Wages $46,775 $46,900 $47,970 $47,750 $47,750 71420 Social Security $2,900 $2,910 $2,970 $2,960 $2,960 71430 Medicare $678 $680 $700 $690 $690 73110 Operating Supplies $2,913 $3,000 $2,900 $2,900 $2,900 73130 Books & Literature $0 $100 $50 $50 $50 75010 Training & Travel $3,488 $8,200 $3,900 $3,900 $3,900 75020 Dues & Subscriptions $41,434 $46,650 $44,850 $44,850 $44,850 75110 Classified Advertising $280 $1,500 $300 $300 $300 75210 Printing & Binding $160 $500 $500 $500 $500 75770 Misc Contractual Obligations $79,429 $51,000 $51,000 $27,000 $27,000 Cost Center Total: 101 - President & Board of Trustees $178,057 $161,440 $155,140 $130,900 $130,900 6-17
101.110.103 Village Clerk & Records COST CENTER DESCRIPTION The Village Clerk performs a variety of administrative functions for the Village Board. The Clerk is elected at large and serves a term of four years. The Clerk serves as local election official for all elections and is responsible for monitoring election laws for Village candidates. The Clerk and Central Records staff members are responsible for the recording of all Village Board meeting minutes; publishing, when necessary, and maintaining all Village ordinances and resolutions; and preparing notices. In addition, they are responsible for maintaining accurate files of all Village administrative records; as well as administering and maintaining the Legistar legislative tracking system. The Village Clerk staff also administers the Taxi Subsidy Program and acts as Freedom of Information Officer for the Village. Licensing functions are also included within this cost center. The Licensing program activity within this cost center includes coordinating the business licensing system, the handling of all renewal cycles, and recommending changes to licensing ordinances and procedures. In addition, secretarial and support staff for the necessary preparation of ordinances, maintenance of all of the appropriate legal files and maintenance of the Liquor Commissioner s files, as outlined in the 101.130.108 Legal Services Cost Center are included in this program. This also includes the administration of tobacco and liquor licenses in cooperation with the Village President. Fund: 101 - General Fund Department: 110 - Legislative Cost Center: 103 - Village Clerk & Records Amended Year-End Department Board Account Actual Budget Estimate Request Approved Number Account Description 2017 2018 2018 2019 2019 71110 Regular Wages $80,969 $81,270 $84,090 $83,980 $83,980 71120 Part-Time Wages $0 $0 $0 $31,520 $31,520 71410 Life Insurance $128 $180 $180 $180 $180 71420 Social Security $5,017 $5,040 $5,210 $7,160 $7,160 71430 Medicare $1,173 $1,180 $1,220 $1,680 $1,680 71440 Employer Pension Contribution-IMRF $11,707 $11,740 $12,150 $14,150 $14,150 73110 Operating Supplies $1,478 $1,000 $1,000 $1,000 $1,000 73130 Books & Literature $0 $80 $80 $80 $80 75010 Training & Travel $232 $1,400 $600 $600 $600 75020 Dues & Subscriptions $235 $380 $280 $280 $280 75120 Legal Advertising $6,025 $4,500 $4,500 $4,500 $4,500 75220 Recordings/Archiving $8,971 $9,000 $6,500 $6,500 $6,500 75350 Other Prof/Tech Services $175 $0 $0 $0 $0 75710 Computer Service Contracts $10,588 $10,590 $10,590 $10,590 $10,590 Cost Center Total: 103 - Village Clerk & Records $126,699 $126,360 $126,400 $162,220 $162,220 6-18
101.110.105 Board of Fire and Police Commission COST CENTER DESCRIPTION The Village of Lombard Board of Fire and Police Commissioners is established and administered pursuant to 65 ILCS 5/10-2.1 for the purpose of examining applicants for entry into and promotion within the Fire and Police services. The Board also has the responsibility for suspension, removal or discharge of employees after proper due process. Fund: 101 - General Fund Department: 110 - Legislative Cost Center: 105 - Board-Fire & Police Commission Amended Year-End Department Board Account Actual Budget Estimate Request Approved Number Account Description 2017 2018 2018 2019 2019 71140 Overtime Wages $0 $1,000 $500 $7,700 $7,700 73110 Operating Supplies $640 $200 $100 $200 $200 75010 Training & Travel $72 $500 $250 $250 $250 75020 Dues & Subscriptions $0 $400 $250 $250 $250 75110 Classified Advertising $0 $1 $0 $0 $0 75340 Legal Services $4,531 $12,000 $6,000 $6,000 $6,000 75350 Other Prof/Tech Services $63,369 $44,010 $44,000 $30,000 $30,000 Cost Center Total: 105 - Board-Fire & Police Commission $68,611 $58,111 $51,100 $44,400 $44,400 6-19
240.110.107 Historical Museum / Peck House / Lombard Cemetery COST CENTER DESCRIPTION This cost center provides for the Hotel/Motel Tax Fund cost of projects associated with the Lombard Historical Museum, the Peck Homestead, and the Main Street Cemetery. The original ten-year agreement between the Village and the Historical Society for the Historical Museum was established in September 1971 and has been extended multiple times. The same is true for the Peck Homestead, where an agreement established by the Village in September 1977 and amended in November 1998 defines the Village obligations to the Peck Homestead. The obligations of the Society are outlined in the agreement for both properties. In June 2007, the Village Board of Trustees passed a resolution announcing the intent of the Village to enter and maintain the Lombard Main Street Cemetery as an abandoned cemetery. Costs associated with general maintenance and upkeep activities for the cemetery are included in this cost center. Fund: 240 - Hotel/Motel Tax Fund Department: 110 - Legislative Cost Center: 107 - Museum/Peck House/Cemetery Amended Year-End Department Board Account Actual Budget Estimate Request Approved Number Account Description 2017 2018 2018 2019 2019 73110 Operating Supplies $50 $50 $50 $50 $50 73130 Books & Literature $75 $80 $80 $80 $80 73610 Electric $2,614 $1,860 $1,750 $1,850 $1,850 73630 Telephone $3,350 $2,500 $3,000 $3,000 $3,000 73640 Gas $481 $1,000 $1,200 $1,000 $1,000 73910 Technology Software $999 $1,300 $1,800 $1,800 $1,800 75010 Training & Travel $2,715 $6,500 $6,000 $6,000 $6,000 75020 Dues & Subscriptions $980 $1,190 $1,010 $1,010 $1,010 75110 Classified Advertising $1,469 $1,880 $1,880 $1,880 $1,880 75610 Property/Building Maintenance $9,630 $11,100 $10,920 $12,550 $12,550 75620 Repairs & Improvements $1,940 $0 $0 $7,300 $7,300 75730 Equipment Service Contracts $3,013 $2,270 $2,270 $2,270 $2,270 75770 Misc Contractual Obligations $113,121 $130,860 $126,760 $130,920 $130,920 Cost Center Total: 107 - Museum/Peck House/Cemetery $140,435 $160,590 $156,720 $169,710 $169,710 6-20