# Meeting Events

Meeting: `v0r6o5gvpfg.finance_committee_of_the_whole_9-16-24`

Meeting date: `2024-09-16`

Meeting type: `committee_of_the_whole`

This is a deterministic derived artifact, not official meeting minutes. Related records may be grouped for review while complete machine provenance remains in the JSON artifact.

## Decisions and Votes

- **Approval of Agenda Item Four** — Passed
  - **Summary:** Motion to approve the agenda passed with Klemm moving and Parker seconding.
  - **Attribution:** Klemm
  - **Evidence:** “Item four would be the approval of the agenda. So moved. Second. Motion by Klemm, second by Parker. All in favor? Aye. Opposed?”
  - **Source timestamp:** [01:00](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=60s)

- **Approval of Agenda Item Four Vote** — Passed
  - **Summary:** The motion to approve the agenda passed.
  - **Evidence:** “Motion passed.”
  - **Source timestamp:** [01:00](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=60s)

## Procedural Actions

- **Public Comments on Agenda Items Five**
  - **Summary:** No public comments were listed for item five.
  - **Evidence:** “Item five would be public comments on agenda items. There were none. None listed.”
  - **Source timestamp:** [01:00](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=60s)

- **Adjournment Motion**
  - **Summary:** A motion was made for adjournment after confirming there were no public comments.
  - **Evidence:** “Seeing none, I would take a motion for adjournment. So moved. Second. Motion Parker, second Klemm. All in favor? Aye. Opposed? Nay.”
  - **Source timestamp:** [54:24](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=3264s)

## Financial and Contract Events

- **Education and training budget increase for 2025**
  - **Summary:** The education and training budget increased by $10,000 in 2025 to cover new employee training, paramedic school, and fire academies.
  - **Evidence:** “Education and training, this increased $10,000 for new employee training, paramedic school, and fire academies.”
  - **Source timestamp:** [22:04](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1324s)

- **Fuel cost increases**
  - **Summary:** Diesel, fuel, and gasoline are increasing due to actual costs.
  - **Evidence:** “And then both diesel, fuel, and gasoline are going up due to the actual costs of their actual costs.”
  - **Source timestamp:** [22:11](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1331s)

- **Fire Improvement Fund Funding Sources and Expenditures**
  - **Summary:** The funding for the fire improvement fund comes from Ambulance Revenue and Other Small Ambulance Fees. Ambulance Call Revenue decreased to 1 million from a budgeted 1.2 for 2024, based on actual experience in '23. Lift assistance revenue decreased due to alignment with actual receipts; this is received from nursing home facilities.
  - **Evidence:** “So the funding for the fire improvement fund comes from the Ambulance Revenue and Other Small Ambulance Fees. Ambulance Call Revenue has been decreased to 1 million down from 1.2 budgeted for the 2024 year. This decrease is based on actual experience in 23. The accident, fire, and extrication, the city bills insurance companies only, not the residents for this account. Lift assistance revenue has decreased in this item.”
  - **Source timestamp:** [29:40](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1780s)

## Projects

- **Machinery and Equipment Additions (Police Department)**
  - **Summary:** The police department is looking at adding a new scene light, an automatic defibrillator device, radar speed sign, and a range trailer.
  - **Evidence:** “And then machinery and equipment. Item 7010. We're looking at the addition of a new scene light, an automatic defibrillator device, radar speed sign, and a range trailer.”
  - **Source timestamp:** [06:01](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=361s)

- **Fire Improvement Expenditures**
  - **Summary:** Expenditures include floor epoxy repair at the garage and a sewer service line repair from the Parkside lift station to the Parkside fire Station, along with adding security cameras, radios, hose nozzles, turnout gear for additional firemen, SCBAs, and an auto loader for the ambulance.
  - **Evidence:** “So just briefly going over those, we're looking at the highlighted in green section at main fire we have floor epoxy repair that needs to be done to the garage essentially what we've got there is just a coating to put on preserve and protect it for years also on the park station we're looking at a repair to the sewer system the sewer service line coming out of the Parkside lift station going or Parkside fire Station, going out to the city interceptor. Also, we're adding some security cameras, radios. Again, we discussed the GEMT accounting services there. Hose nozzles, turnout gear for additional firemen, SCBAs, so that's self-contained breathing apparatuses, so an update there. And then an auto loader for the ambulance three.”
  - **Source timestamp:** [31:58](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1918s)

## Presentations and Reports

- **Discussion of Budgets (Police Department General Fund)**
  - **Summary:** City Manager Boyer presented the budget overview, noting that police bargaining is not yet reflected in the current figures.
  - **Attribution:** City Manager Boyer
  - **Evidence:** “And item six would be discussion of the following budgets by city manager Boyer and director Richter thank you mr. Chair we we're gonna drop the downtown loan budget just for point of information we're gonna what all right good evening everyone I don't know what's going on with the air condition kind of discovered that today so we should have that fixed here soon but I apologize for the and the police department general fund budget. So just picking up on where we left off. Tonight we're going to go over the police department general fund, the drug forfeiture fund, and the fire department general fund, the fire public safety fund, fire improvement fund, and the various TIF funds, Lamb Road, downtown West Avenue, and Burchard, and Meadows-Tiv, and then we'll discuss the projects fund. So I will be having some of the department heads maybe chime in toward the end of each section just to kind of give any more specificity that's required. So with that let's go ahead and get started with the police department, police department budget. So currently talking about non-bargaining to start with. Currently there's only there's a cost of living increase included here however police bargaining we are currently working or doing police bargaining at this time so we have not included what what we're thinking for what may be negotiated yet so all you're seeing is like the standard 3% increase and I just want to get that confirmed Michelle is that correct we've just included the 3% cost We haven't included a 3. We've only included where people are actually on the chart right now. They may have bumped up a longevity type increase, but there's nothing in there currently for the bargaining. Okay, so just bear in mind that we are currently in bargaining with the police and that is not reflected in this item as of right now.”
  - **Source timestamp:** [01:35](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=95s)

- **Drug forfeiture fund usage and governance**
  - **Summary:** The drug forfeiture fund is governed by Illinois statutes and funds are for enforcing laws regarding controlled substances and cannabis. Seized money goes through court, and the department receives 66% of the awarded amount after state's attorney and Illinois State Police take their shares.
  - **Attribution:** Manager Boyer
  - **Evidence:** “Manager Boyer. Okay, moving on, just to touch on the drug forfeiture fund. This fund is governed by the state of Illinois statutes. The funds are for use in the enforcement of laws, regulating controlled substances in cannabis. And I'd like to ask chief, if you wanna just mention a couple of things on this one.”
  - **Source timestamp:** [17:37](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1057s)

- **Drug forfeiture fund expenditures**
  - **Summary:** Expenditures from the drug fund included an annual fee for evidence software (about $3,600), partial payment for canine training, a mobile high resolution camera with DVR ($2,500 paid by department), and paying title and registration fees for a seized vehicle.
  - **Attribution:** Chief
  - **Evidence:** “So this year we used it on our evidence software, which has an annual fee. It's an approved expenditure. That was about $3,600, I think. We also, our canine went through a training. We helped to pay for that with the drug fund. We also bought a mobile high resolution camera with its own DVR that integrates into our system so we're able to see it online. State's attorney actually split the cost of that with us which was over $5,000. We paid about $2,500 so we used it for that and to pay for our title and registration for a vehicle that was seized through the drug forfeiture laws and so we used that money to pay for the title and registration for that vehicle.”
  - **Source timestamp:** [18:46](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1126s)

- **Fire department general fund budget adjustments for 2025**
  - **Summary:** The fire department wages and bargaining group have been adjusted for cost of living and contractual increase for 2025. Staffing level remains the same as 2024, but Workman's Comp is adjusted upwards. The fire pension contribution payment of $703,437 is due after the second large property tax distribution on October 4th.
  - **Attribution:** Fire Department Representative
  - **Evidence:** “I know that so okay thank you yep okay with that I'd like to move on to the fire department general fund so the fire department wages have been adjusted for cost of living and the bargaining group has been adjusted for the Contractual Increase for 2025. Staffing level is the same as 2024. Also, Workman's Comp has been also adjusted upwards due to the, as previously mentioned, the increase in Workman's Comp. The fire pension contribution has not been paid yet for this year and we'll wait until the second large property tax distribution is received, which will be October 4th. The amount to be paid Wade. This fall will be $703,437.”
  - **Source timestamp:** [19:55](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1195s)

- **Fire Public Safety Fund funding sources and expenses**
  - **Summary:** The Fire Public Safety Fund is funded mostly by donations and memorials, and its expenses include public education materials, fire prevention month items, lendo theater handouts, and public engagement handouts.
  - **Evidence:** “The source of funding for the Fire Public Safety Fund is mostly donations and memorials. So uh. We have here supplies and education and the expense of these funds are uh. Public education materials, fire prevention month items and then lendo theater handouts and public engagement handouts”
  - **Source timestamp:** [29:30](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1770s)

- **Fire Improvement Fund funding source**
  - **Summary:** The funding for the fire improvement fund comes from Ambulance Revenue and Other Small Ambulance Fees.
  - **Evidence:** “So the funding for the fire improvement fund comes from the Ambulance Revenue and Other Small Ambulance Fees.”
  - **Source timestamp:** [29:40](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1780s)

- **Replacement of Fire Engine 1**
  - **Summary:** The engine is due for replacement in four years according to the replacement schedule. Ordering today locks in costs at current prices versus four years from now, and places the city on the waiting list. Price increases are anticipated on November 1st and February, May, August, and November of '25.
  - **Evidence:** “I know they're going to have some interest in the 7005 replace engine one. So I know we've been fortunate enough that have your support to replace other aged equipment. So following our replacement schedule, which has kept us out of trouble going forward, the build time it takes to receive a new truck replaced in order today, we would not see that order for four years. So this engine that we're suggesting, considering replacing is due for replacement in four years. We'll be fine for now. But truly it takes four months to deliver an engine that's ordered today and if we don't place an order, those costs continue to rise exponentially over the period of time. So this dollar amount that is put there for consideration, they told me that there will be a price increase of 1.5% in November 1st of this year, and other 1.5 in February, May, August and November of 25.”
  - **Source timestamp:** [33:42](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2022s)

- **Replacement of Shift Commander Vehicles**
  - **Summary:** The plan is to downgrade the existing shift commanders explorer into a reserve response vehicle status because its rear frame assembly is rusted out. This will be replaced with a Tahoe, which costs about $75,000 for the vehicle and upfitting.
  - **Evidence:** “Then the next item in there is replace shift commander vehicles. So what this is doing is we're replacing the oldest, oldest vehicle to 2006 Trailblazer. That was like the last Trailblazer we replaced. The whole rear frame assembly is rusted out. So we would surplus that one out, and it is a reserve response vehicle. It has a light bar on it and radials and everything. That's what the shift commanders or the deputy or myself would use if our car was in for service or repairs. That's a reserve response vehicle. So being that it's rusted out, we were told a year ago, we'll do some temporary welding on it to plan on getting rid of that car. Fowler. So then what we would do is downgrade the existing shift commanders explorer into that reserve response vehicle status and replace that with another response vehicle. This time it would be a Tahoe similar to what I'm driving. They've outgrown this explorer. [...] The cost for that vehicle and the upfitting, meaning lights and sirens and everything is coming in about $75,000 and that's through joint purchasing through the Iowa Emergency C. Vehicle provider, provider service that Public Works just received the pickup truck from.”
  - **Source timestamp:** [36:27](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2187s)

- **Downtown TIF funding and EV chargers**
  - **Summary:** The downtown TIF has $581,000 budgeted for resurfacing the municipal lot near the Steward Center on exchange between Van Buren and Chicago, which includes installing EV chargers and restriping the parking lot.
  - **Evidence:** “So we'll start with the downtown TIF. You'll notice here we've got $581,000 budgeted. The idea behind this is we're going to be resurfacing the municipal lot near the Steward Center there on exchange in between Van Buren and Chicago.”
  - **Source timestamp:** [38:44](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2324s)

- **EV Charger Grant Funding**
  - **Summary:** There is an $800,000 grant available for EV Chargers; staff wants to be ready with match funds for eight chargers (four at the Douglas lot and four northeast of the Lindo Theater) as soon as the official agreement is received.
  - **Evidence:** “We have an $800,000 grant for EV Chargers and so with that being said, right now we have not received the official grant agreement, but we want to be ready. Staff wants to be ready as we start working with the Department of Commerce Economic Opportunity.”
  - **Source timestamp:** [39:22](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2362s)

- **Lamb Road TIF infrastructure concern**
  - **Summary:** An inverted section of a large collection main on the east side of the landfill presents a bottlenecking and capacity concern; planning involves putting in a lift station at Walnut Road and Lamb to convey waste from local businesses to the interceptor past the creek on Walnut Road.
  - **Evidence:** “Currently we have, and I think we've discussed this in the past, but we have an inverted section of a large section of the collection main that runs on the east side of the landfill presents a concern for bottlenecking and capacity and we would we are planning to put in a lift station at Walnut Road and Lamb and that should properly convey the waste from our largest businesses in town to the interceptor just past the creek on Walnut Road so that's what you're seeing in that item there.”
  - **Source timestamp:** [40:44](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2444s)

- **West Avenue TIF funding and development plans**
  - **Summary:** The presenter noted an increase in site improvement for the West Avenue TIF and is working with developers expecting potential redevelopment agreements in 2025.
  - **Evidence:** “So, with that I'd like to move on to the West Avenue TIF and I am gonna yield to or I'm gonna yield my time here to to Director Duckman on the West Avenue TIF, Burchard Hills TIF and the Meadows TIF On these three here. So West Avenue TIF you're going to see We have an increase here in site improvement for the West Avenue TIF, a fairly significant number from last year, and I'm working with a few developers right now that are looking to expand their businesses and or bring in new businesses, and so under the site improvement of this budget, fingers are crossed that I will be coming in 2025 with an actual redevelopment O'Rourke, John, John, John, John, John, John, and John. One of them is local.”
  - **Source timestamp:** [46:17](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2777s)

- **Burchard Hills TIF funding agreements**
  - **Summary:** The Burchard Hills TIF primarily pays on previously done agreements, with most funding coming from a redevelopment agreement with FHN.
  - **Evidence:** “And moving on to the Bertholdt Hills TIF. Again, this particular one is primarily paying on various previously done agreements. But Wayne, if you would. Sure. As well as, which makes sense geographically, as well as funding sources. So this, what we have here is there's not much of a change from the prior year and much of what we have here is we have a redevelopment agreement with FHN that takes up most of the funding for this TIF district.”
  - **Source timestamp:** [48:01](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2881s)

- **Meadows TIF development plans**
  - **Summary:** The Meadows TIF has two developers (one regional, one local) looking to invest and working on two redevelopment agreements expected to be presented in 2025.
  - **Evidence:** “Okay, on the Meadows TIF. Okay, so Meadows tip, similar situation here. One, two developers here, one regional, Midwest, and one local are looking to invest in the Meadows working on two redevelopment agreements that I would like to present to council. And I believe, and that's why I'm adding some extra money here to site improvement and as I'm working with a few developers. And budgeting for this site improvement redevelopment agreement would be beneficial to the city. So hopeful to present those in 2025.”
  - **Source timestamp:** [48:46](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2926s)

- **Special Projects or Projects Fund budget**
  - **Summary:** The projects fund is budgeting $20,000 for sidewalk replacement for 2025.
  - **Evidence:** “OK, on the special projects or the projects fund, next one there, yeah. Again, we're budgeting $20,000 for sidewalk replacement for 2025. So that's the extent of the projects fund. The extent of the projects fund.”
  - **Source timestamp:** [49:33](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2973s)

## Metrics

- **Health Insurance Adjustment (Police Department)**
  - **Summary:** The health insurance budget was adjusted based on current staffing requirements.
  - **Evidence:** “Also, the health insurance has been adjusted by the current staffing requirements, so if you go down to item 52-20, health insurance has been adjusted by the number of folks we have on staff.”
  - **Source timestamp:** [04:18](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=258s)

- **Workmen's Comp Insurance Increase (Police Department)**
  - **Summary:** The workmen's comp insurance for this year increased by 30% due to claims resolved last year.
  - **Evidence:** “And our workmen's comp insurance this year was increased by 30%. That has to do with the number of claims we had several claims that were long and coming got resolved last year but that is impacting our workmen's comp moving forward for a little for the next few years so the police pension fund contribution which see that'd be item 52 55 large property tax distribution is received which will be October 4th the amount to be paid this fall is 392 city Yards, so we're seeing some some savings on that.”
  - **Source timestamp:** [04:36](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=276s)

- **Department Gear and Clothing Increase (Police Department)**
  - **Summary:** The budget for department gear and clothing increased due to several more officers hired.
  - **Evidence:** “Department gear and clothing, that increased to several more officers hired this year, so that would be item 6210. And this line is not expected to be over budget next year, so, but it is, we are compensating for the anticipated new hires.”
  - **Source timestamp:** [04:44](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=284s)

- **Education and Training Status (Police Department)**
  - **Summary:** The current year's education and training budget is over budget due to several more officers being hired this year.
  - **Evidence:** “Education and training, that is a is 6260. Also, current year is over budget due to several more officers being hired this year, not anticipated to go over next year, so this is a academy and PTI for our newly hired officer candidates.”
  - **Source timestamp:** [05:30](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=330s)

- **Office Supply Increase (Police Department)**
  - **Summary:** There was a slight increase of $500 in the office supply budget.
  - **Evidence:** “Office supply, slight increase of $500 there, that's item 6710.”
  - **Source timestamp:** [06:01](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=361s)

- **Year-over-year line item increases**
  - **Summary:** Approximately 90% of line items increased year over year as far as the budget goes.
  - **Evidence:** “So kind of going line by line, it looks just like about 90% of these line items increased year over year as far as the budget goes.”
  - **Source timestamp:** [08:30](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=510s)

- **Building repairs budget allocation**
  - **Summary:** The fire department is budgeting approximately $100,000 total for building repairs, with $50,000 specifically allocated for repairs at the park station due to a sewer drain issue in the parking lot.
  - **Evidence:** “So in addition to that, we've got building repairs. $50,000 Of this line item is for repairs at the park station. There is an issue with the sewer drain there in the parking lot. And so we're budgeting that out of two locations, but approximately $100,000 total.”
  - **Source timestamp:** [21:26](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1286s)

- **Contracted vehicle maintenance budget change**
  - **Summary:** The budgeted amount for contracted vehicle repairs and maintenance has increased by $5,000 over last year due to in-house work keeping repair costs minimal.
  - **Evidence:** “Contracted vehicle repairs and maintenance. This has been decreased due to in-house work that's We've been going on there to keep our repair costs to a minimum. So we had a small increase over last year with $5,000, just moving forward to 2025.”
  - **Source timestamp:** [21:47](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1307s)

- **Education and training budget increase**
  - **Summary:** The education and training line item increased by $10,000 for new employee training, paramedic school, and fire academies.
  - **Evidence:** “Education and training, this increased $10,000 for new employee training, paramedic school, and fire academies.”
  - **Source timestamp:** [22:04](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1324s)

## Discussion

- **Non-bargaining Staff Count (Police Department)**
  - **Summary:** There are 10 non-bargaining people in the police department.
  - **Evidence:** “Stacy. How many non-bargaining people do we have? I'm going to refer to Chief if you have that handy. There's 10”
  - **Source timestamp:** [06:33](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=393s)

- **911 Dispatcher Count (Police Department)**
  - **Summary:** There are 12 full-time dispatchers in the union portion of the police department.
  - **Evidence:** “Ashley, the union in the police department, are those like the 911s, the dispatchers? So how many of those do we have? There's 12.12. Thank you. 12 Full-time.”
  - **Source timestamp:** [06:43](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=403s)

- **Tracking Unused Budget Funds**
  - **Summary:** If funds are allocated and not used, they remain in the general fund and contribute to the end of year surplus or deficit unless directors work within their departments.
  - **Evidence:** “So how do we track that money moving forward? And it I mean if if you do not use so if you're allocated five thousand dollars and you only use four thousand is that your question nothing happens to it it stays in general fund it goes into fund balance you know it then you know unless the the directors are allowed to work within their departments so they may have a line item that's over a thousand and they may have a line item under a thousand where that would mesh each other out but if their total budget is so much and they did not come close to spending their total budget that doesn't go anywhere I mean it contributes to our end of the year budget surplus or deficit whatever the case may be right unless there's anything unforeseen you know there's Winslow.”
  - **Source timestamp:** [07:30](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=450s)

- **Year-Over-Year Budget Increase Rationale (Police Department)**
  - **Summary:** About 90% of line items increased year over year because it aligns with the mission, specifically due to increasing staffing levels as the department approaches full staff capacity.
  - **Evidence:** “So kind of going line by line, it looks just like about 90% of these line items increased year over year as far as the budget goes. Why is that? Well, I would say that it aligns with essentially our mission. So you're seeing increases in the staffing levels because we've increased our capability. So we have a cap staff of 48. We've been under that for several years in a row. We're getting close to full staff. So to answer your question there, that's why.”
  - **Source timestamp:** [08:30](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=510s)

- **Budget surplus/deficit handling**
  - **Summary:** Unspent funds from a department's budget do not transfer to the next year; they contribute to the end-of-year budget surplus or deficit.
  - **Evidence:** “And I mean it contributes to our end of the year budget surplus or deficit whatever the case may be right unless there's anything unforeseen you know”
  - **Source timestamp:** [07:37](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=457s)

- **Reason for staffing increases**
  - **Summary:** Increases in staffing levels align with the mission due to increased capability; the department has been under its cap staff of 48 for several years and is getting close to full staff.
  - **Evidence:** “Well, I would say that it aligns with essentially our mission. So you're seeing increases in the staffing levels because we've increased our capability. So we have a cap staff of 48. We've been under that for several years in a row. We're getting close to full staff.”
  - **Source timestamp:** [08:56](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=536s)

- **Law enforcement funding needs**
  - **Summary:** The department requires appropriate funding to manage the situation, account for growth, and purchase new equipment, specifically mentioning radar signs to show speed limits and compile data.
  - **Evidence:** “Okay, as far as I understand, we've got pretty much two major, two major concerns in the city, one's our law enforcement. So we're trying to move forward and be effective and have the appropriate funding necessary to accomplish our goal and to to manage our situation as best as possible. We just try to account for growth and new equipment especially like for example machinery and equipment. One of the things we need is you know we have a lot of complaints about people speeding and we were out there trying to do radar patrols and things like that so we would We'd like to get radar signs, signs that show the speed in light and then show how fast you are, but then also compile data so we can find out what's actually going on in those areas.”
  - **Source timestamp:** [09:37](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=577s)

- **Budget transferability between years**
  - **Summary:** Budgets do not transfer from year to year or add on from year to year; each year is its own.
  - **Evidence:** “Each year is its own. So budgets don't transfer from year to year or add on from year to year. Each year is its own.”
  - **Source timestamp:** [11:06](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=666s)

- **Police funding source**
  - **Summary:** The money budgeted for the police comes entirely from the general fund.
  - **Evidence:** “So the money we're budgeting for the police all comes from the general fund. This budget here, yes, is all general fund.”
  - **Source timestamp:** [11:25](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=685s)

- **Budget increases noted by Alderman Monroe**
  - **Summary:** Alderman Monroe noted that most line items increasing are attributed to more personnel, ammunition up a little ($1,000), Jeffers equipment, and general supplies due to a new canine; contracted vehicle repairs and fuel/gasoline were down.
  - **Evidence:** “I just want to comment that I'm not seeing I guess what Alderman Monroe was talking about all these line items going up other than stuff attributed to more personnel. Ammunition's up a little, $1,000. Jeffers, equipments, general supplies due to a new canine, contracted vehicle repairs is down. Equal, equal, equal, equal. Fuel and gasoline is down.”
  - **Source timestamp:** [11:47](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=707s)

- **Overtime concerns for police department**
  - **Summary:** Alderman Monroe questioned the necessity of almost $300,000 in built-in overtime for non-bargaining police staff while reaching full-time status.
  - **Evidence:** “You know, I guess my biggest, my biggest question we've got almost $300,000 of built-in overtime for non bargaining, ask me police, but yet we're reaching full time status, and John. I think we have to be very careful about the filling of all the positions. So why would that necessitate so much over time? It feels like we are building fluff into this budget.”
  - **Source timestamp:** [12:36](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=756s)

- **Overtime concerns for fire department**
  - **Summary:** Alderman Monroe expressed concern regarding almost $280,000 built in overtime for the fire department and questioned if it should remain at the same level if fully staffed.
  - **Evidence:** “The next item I want to touch on is the fire department. I think part of my concern is here we have all this built in, almost $280,000 just in overtime.”
  - **Source timestamp:** [13:22](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=802s)

- **Budgetary caution and understanding**
  - **Summary:** A council member emphasized the need to keep spending in check following a big pay increase for one department after a 1% tax increase, stressing the importance of understanding built-in overtime versus actual needs.
  - **Evidence:** “We did a big pay increase for one of the departments this year after we did the 1% increase for taxes. And this tax and spend mentality must be kept in check. And I think it's important for all of us as council members and citizens of this community to make sure this community remains at a level.”
  - **Source timestamp:** [13:22](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=802s)

- **Current staffing status (Police)**
  - **Summary:** The department is currently at 45 officers, with 3 in field training, meaning they are still understaffed.
  - **Evidence:** “Right now we're at 45. We have 45 officers out there. No, we and the Academy and three in field training. So we're still understaffed.”
  - **Source timestamp:** [15:04](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=904s)

- **Reimbursement for police overtime**
  - **Summary:** A portion of the budget is reimbursed through the Department of Transportation ($52,000 annually) for speed enforcement, DUI details, and occupant protection, which reduces the amount counted in the general fund overtime budget.
  - **Evidence:** “Now I think also what I should bring the attention of is we run a lot of, the only department of transportation gives us $52,000 a year to hire back officers to do speed enforcement, DUI details, occupant protection. So that overtime is taken out of our overtime budget Bates, and so on. So, we're reimbursed, but then that goes back in the general fund, so I don't think that we necessarily see that coming back into our overtime budget.”
  - **Source timestamp:** [15:10](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=910s)

- **Tracking reimbursed funds for overtime and special events**
  - **Summary:** The speaker recommended managing and tracking reimbursements for overtime (e.g., from Department of Transportation, ILEAS) and special events on separate line items to accurately determine the actual year-over-year cost.
  - **Attribution:** Miller
  - **Evidence:** “We should manage and track that on separate line items, because if we know we're getting a callback on overtime, correct, chief, if you always, when a special event comes in and so many officers are requested or the chief deems that officers will be needed, like music on Chicago, they're always called back on overtime. They're never taken from people that are on the street. We should manage and track that on separate line items because if we know we're getting the money back We should have that broken out so that we know what our actual Cost is going to be year-over-year and that's one of the problems that I I'm not seeing here is it's all piled in together So we've got money moving back and forth and it doesn't make a lot of sense to the layperson”
  - **Source timestamp:** [16:09](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=969s)

- **Disposition of sold seized vehicle funds**
  - **Summary:** The speaker asked if money from a previously sold seized Escalade went back into the drug fund or another fund. The response indicated it would likely go into the general fund, not the drug fund.
  - **Attribution:** Alderman Monroe
  - **Evidence:** “Alderman Monroe. Thank you Alderman Shadle. So does the vehicle we sold a few years ago that we had seized, does that money go back into this fund or does that go into a different fund? You know which vehicle it was? It was the Escalade that was driving around. Okay. So more than likely I would assume that that would go right into the general fund, it did not go back into the drug fund.”
  - **Source timestamp:** [19:28](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1168s)

- **General budget line item stability**
  - **Summary:** The speaker noted that eight line items in the 2025 budget are projected to be the same amount as in 2024.
  - **Evidence:** “So just a couple of highlights that I identified when putting this budget together was over time We have 8 line items that are the same projected for 25 versus 24.”
  - **Source timestamp:** [22:44](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1364s)

- **Budget comparison for 2025 vs. 2024**
  - **Summary:** The speaker noted that out of 8 line items, projections for 2025 are the same as 2024, and 5 lines have decreased due to downward spending trends verified by looking at historical data.
  - **Evidence:** “So just a couple of highlights that I identified when putting this budget together was over time We have 8 line items that are the same projected for 25 versus 24. We have 5 lines that have decreased within the budget.”
  - **Source timestamp:** [22:44](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1364s)

- **Equipment repair and maintenance projection accuracy**
  - **Summary:** The budgeted $30,000 for equipment repair and maintenance was compared to the year-to-date spending of $16,000, indicating projections are on track.
  - **Evidence:** “So that's why many of these things are the same because looking at spending history, we are right on track with where we should be. Hold it, Mr. Monroe.”
  - **Source timestamp:** [23:46](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1426s)

- **Police department overtime trajectory expectation**
  - **Summary:** Mr. Monroe stated he expected a downward trajectory in overtime costs from the police department as they return to full staff.
  - **Evidence:** “I'd like to just make one comment. That's what I was expecting to hear from the police department as well as we get back to full staff, is that type of downward trajectory with the overtime.”
  - **Source timestamp:** [23:57](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1437s)

- **Fire Department surplus funds clarification**
  - **Summary:** Director Richter clarified that unspent general fund money does not automatically roll over into the next year's budget for Fire; it must be budgeted anew.
  - **Evidence:** “If it's not spent, just like your checking account, if you have a budget and your ComEd bill comes in less, that money stays in that bank account, it doesn't go anywhere else. That's what happens here. But the general fund is not the FHIR's bank account.”
  - **Source timestamp:** [25:21](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1521s)

- **Fire Department surplus funds clarification (reiteration)**
  - **Summary:** The speaker emphasized that unspent funds do not automatically carry over to the next year's budget, comparing it to a 'pants pocket full of money'.
  - **Evidence:** “If at the end of the year, if all the bills come in, we don't use it, we're not expecting that to be reinserted into our budget next year. We start all over again with a new line item, with a new budget for the next calendar year.”
  - **Source timestamp:** [28:41](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=1721s)

- **Cost of new emergency vehicle and upfitting**
  - **Summary:** The cost for the new vehicle and its upfitting (lights and sirens) is estimated at $75,000 through joint purchasing.
  - **Evidence:** “So the cost for that vehicle and the upfitting, meaning lights and sirens and everything is coming in about $75,000 and that's through joint purchasing through the Iowa Emergency C. Vehicle provider, provider service that Public Works just received the pickup truck from.”
  - **Source timestamp:** [37:15](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2235s)

- **Engine One status**
  - **Summary:** Engine one is a 2010 model, which will be 18 years old in four more years, and it is intended to remain in reserve status for a second elevated stream.
  - **Evidence:** “Alderman Shadle. How old is engine one? Engine one's a 2010. Okay. So right now it's 14, four more years it'll be 18 years old. We intend to keep that in reserve status in the event we need a second elevated stream.”
  - **Source timestamp:** [37:57](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2277s)

- **Replacement engine type**
  - **Summary:** The replacement engine being considered is a short ladder truck, whereas the current proposal would only be for a fire engine without a ladder.
  - **Evidence:** “We're downgrading that replacement engine right now. It's a short ladder truck. This proposal would just be a fire engine, no ladder.”
  - **Source timestamp:** [38:16](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2296s)

- **Paving scope adjustment for TIF project**
  - **Summary:** The line item is higher this year because while the grant contemplates paving at the charger locations, if equipment is already present, the budget allows funding to pave the rest of the lots which are in bad shape.
  - **Evidence:** “The large scope of the project would be a total of eight chargers, four at each side of the Chargers, four at each site. The one would be, as City Manager Boyer has already explained, four of the Chargers would be at the lot on Douglas. It's right across from the Douglas Center. And the other one would be northeast of the Lindo Theater. There's that large city lot there. And the idea is the grant manager has told us the funds are forthcoming. The agreement is forthcoming for 25. A couple thoughts there are we would need match funds. And then we would also, since the equipment would already B. Stegg there. It would be a perfect opportunity to save some funding and saying, hey, you know, the grant contemplates paving at the location of the chargers, but if the equipment's there, we would like to budget, have the opportunity to pave the rest of the lots, which are in bad shape.”
  - **Source timestamp:** [40:06](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2406s)

- **Lamb Road TIF funding for lift station**
  - **Summary:** Staff is proposing to budget for the lift station in 2025, as it was not anticipated this year. The $2 million unspent from previous budgeting cycles would go back into the Lamb Road TIF fund.
  - **Evidence:** “staff is proposing to budget for this lift station in 2025. And if we don't budget for it, and there is an issue with the lift station, etc., then I would be coming back saying, hey, we're trying to re-budget the TIF district to incorporate the funds for this lift station, so. So this $2 million that we didn't spend goes back into the Lamb Road TIF?”
  - **Source timestamp:** [42:57](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2577s)

- **TIF fund separation from general fund**
  - **Summary:** TIF district funds are monitored and remain in a separate fund, distinct from the general fund.
  - **Evidence:** “The Lamb Road TIF district Fund. So if it did carry over, wouldn't property taxes go down? That's different. So the assessment is our tax assessor does the assessment and then it's not and then we have a levy which that ordinance is forthcoming once we get our budget.”
  - **Source timestamp:** [43:55](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2635s)

- **TIF Fund correlation with property taxes**
  - **Summary:** The discussion clarified that spending TIF funds is not directly correlated with lowering property taxes; rather, the revenue source for property taxes continues regardless of fund spending.
  - **Evidence:** “No, I'm saying, if the two million transferred to the next year, and instead of getting three million, because we already got two, only taking out one, wouldn't the taxes go down? I think we're getting confused about property taxes and what's in this fund so you see my I'm not I'm just saying I think we're confusing that Because there's monies go there's revenue going in you see the property taxes That's generated off of an increment so basically we've we've set up this TIF district 20 something years ago and When this was created all the properties there had a TIF base that was created So essentially what's happening in the Lamb Road TIF is anytime the property tax assessment and any of the taxes tied to the assessment over a certain base value gets put into this fund so whether or not we're spending that money it's that revenue source at the top there property taxes that's coming in based on yes you know that money that money keeps coming whether we spend it out of that We're going to be spending that fund or not.”
  - **Source timestamp:** [44:37](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2677s)

- **Sidewalk Replacement Program details**
  - **Summary:** The city offers a matching grant program where the city removes sidewalks at no cost to the owner if approved, and the owner is reimbursed $1.25 per square foot upon submitting an invoice for work built to city codes.
  - **Evidence:** “So every year we have basically a sidewalk budget for individuals get a matching grant from the city to replace your sidewalk since in the city of Freeport the sidewalk belongs to the to the property owner. So we've been doing this for a number of years and we're going to The sidewalk program for 2024 is up to the amount that's budgeted. We do remove and replace sidewalk for residents. The city will remove the sidewalk. People have to apply and be approved. But if they approve, if they apply and they're approved, the city will go in and remove the sidewalk at no cost to the owner. And then I believe we reimburse $1.25 per square foot on their cost. They have to pay for that. To turn over their invoice. We go out, it has to be built to city codes or there's no reimbursement.”
  - **Source timestamp:** [49:58](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=2998s)

- **Sidewalk Remove and Replace Program Qualification**
  - **Summary:** To qualify for the sidewalk remove and replace program, the replacement must be a full replacement, built to city codes, and residents can apply by calling Public Works. The city will remove it at no cost and reimburse $1.25 per square, which is about 20 percent of the total cost.
  - **Attribution:** Manager Boyer
  - **Evidence:** “All they have to do is call Public Works and say they're interested in the Remove and Replace program, I believe it was on the city's website, and then we meet with them and we see if they qualify. We have them fill out a form and then if there's money left we do it if there's no money left in the budget for the year then we tell them that they can apply for next year but we again we only do it on somebody that's going to replace all of their sidewalk we don't do it for eight foot of patching or something like that it's got to be a full replacement and then it's got to be built to city codes so that I'm sorry Alderman Sanders so that would be part of the qualification and John. I'm not sure if that's the location that they have to restore all of the sidewalks, not partial or anything like that. That's for all districts? Anywhere. Anywhere within the city limits. Okay. So it's something that we need to probably update again because I'm quite sure a lot of residents are probably not informed. Well, probably have been Neist to be able to update that information. Manager Boyer. Alderman Sanders, this is a match. So it's not a complete replacement cost. It's a match. So basically, they get a reduction. They get some free work out of it in terms of sidewalk removal. But it's not a complete replacement for free. It's a match. So there's a matching scale. Yes. And that they would also, and the city will provide them with the labor and material? No. I'll do that one. They have to hire a contractor. They get an invoice. They agree to do it to city codes. And then they put it in and then, or first we remove it. The city will remove it really at no cost. And then we will reimburse them $1.25 per square, which is not the full cost of replacement. Usually that's maybe 20 percent of the cost.”
  - **Source timestamp:** [52:04](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=3124s)

## Attendance

- **Roll Call for Quorum Check**
  - **Summary:** Confirmed presence of several aldermen and stated quorum was achieved.
  - **Attribution:** Adam
  - **Evidence:** “Adam, clerk, if you could take the roll. Oh, I'm not even recording, but I bet Kurt is. Mayor Miller? Here. Alderpersons, Klemm? Here. Monroe and Simmons are absent. Parker? Here. Stacy? Here. Shadle? Here. Sanders and Sellers are absent. I saw him already. Okay, Sanders is present. I'm sorry, so we do have a quorum. Sellers is absent. Thank you.”
  - **Source timestamp:** [00:00](https://www.youtube.com/watch?v=v0r6o5gVPFg&t=0s)