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HomeMy WebLinkAboutMinutes 1990r DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE February 7, 1990 7:00 P.H. Room 2403 PRESENT: Ald, Drummer, Rainey, Washington, cold, Wollin, Supervisor Edna Summers STAFF Robert Bannister, Julian Coleman, Sherry Zhou, Jay Terry PRESENT: OTHERS Irwin Lyons and John Dukash of F.E.R.S PRESENT: PRESIDING: Ald. Drummer, Chair CALL TO ORDER The meeting was called to order at 7:05 p.m. MINUTES Ald. Wollin had a number of questions about the minutes of January 3, 1990. She noted in the minutes that there were questions about the Work Opportunity Program (WOP) Supervisors. On page 4 of the minutes a question was asked regarding how long medical payments needed to be made. Ms. Summers responded that a memo which answered some of those questions was in the packet for this evening's meeting. A question was also left unanswered from the previous meeting concerning case worker home visits, and whether that was an unduplicated number. Hs. Summers indicated it was not. Ald. Wollin also noted in the minutes that a request was made for all the legal opinions that Mr. Di Leonardi had provided to the Township. Ms. Summers indicated that in this evening's packet there were certain materials related to opinions from Mr. Di Leonardi, but that some of his opinions were not in writing. Ald. Rainey noted that the questions she had raised in the last meeting about vocational training were not answered by a report; that the Committee had been told that they paid tuition; she wanted the names of the schools and the amounts paid for tuition. Mr. Bannister indicated that a memo in this evening's packet explained the Committee was not going to receive that information yet. Ald. Rainey indicated it was necessary to have that information to review the budget. Ald. Rainey asked if it was possible for her to come to the Township office by Friday, February 9th at 5:00 p.m. to TOWNSHIP COMMITTEE Minutes of 2/7/90 Page 2 review the vouchers for the Vocational Training Program. Mr. Bannister indicated that was possible. Mr. Bannister also indicated that the response to the "overhead" question raised at the previoun meeting was on the last page of the Monthly Report. Ald. Rainey and Ald. Wollin both stated the differentiation between overhead and office supplies was still not clear. Mr. Bannister noted that the term Overhead as a line item was eliminated in the new proposed budget. The minutes were unanimously approved without correction. Chairman Drummer suggested that the Internal Control Report be moved up in the agenda. REVIEW OF REPORT Ott INTERNAL CONTROLS AUDIT Mr. Lyons of FERS told the Committee that FERS has reviewed the internal audit control of the Township of Evanston. Ihey made a number of observations and recommendations and reviewed those with Hs. Summers and Mr. Bannister, and that they would be willing to entertain any questions the Committee might have. Ald. Rainey indicated that she has, as an elected official, read many management letters affiliated with audits and she has never seen anything like the last paragraph of the transmittal letter of this internal control. She asked Mr. Lyons for an explanation of that paragraph. Mr. Lyons Indicated that based on what was observed by the FERS personnel, there could be errors in Township operation; there were weaknesses in the system; that the system may not generate strong information; that weaknesses existed in the checks and balances; that things could slip through. He further noted that in a financial audit. there is an opinion on the finances whereas in an internal control audit, there is an opinion on the system. He felt inadequacies were observed in the financial system. Ald. Vold indicated she was very concerned when she read the Internal Control Report. She asked Township staff if they have started to implement the recommendations of the Internal Control Report, asking how long it would take to correct the situations and how long it would take to get I.D.s for controlling access. Mr. Bannister indicated that he agreed that I.D.s would be very helpful. He noted that in the budget request submitted this evening they were requesting dollars for in-house G.A. I.D. cards. Ald. Wold wanted to know why obtaining I.D. cards could not be done immediately. Mr. Bannister indicated he felt it was a large expense that he wanted to discuss = with the Committee first. He thought that an appropriate time would be to wait until the budget was approved, starting with the new fiscal year and also felt there was no place currently to get pictures taken for an I.D. card. Ald. Wold felt that a regular I.A. card could be used. Mr. Bannister indicated his preference was a General Assistance I.D. card. Ald. Wold asked if a person's name was on the medical or food voucher. Mr. Bannister indicated that they were exploring other issues relative to the use of a K TOWNSHIP COMMITTEE Minutes of 2/7/90 . . . page 3 card; that a card was used for medical services and what would happen if the client were terminated. Ald. Wold felt that it seemed simple to her to use the Secretary of State I.D. card. Ald. Drummer asked Mr. Lyons if it mattered what type of I.D. card was used. Mr. Lyons responded that if their numbers were placed on the vouchers and you used an I.A. card, any I.D. card should be acceptable. Ald. Wollin indicated to Township staff that the voucher change should occur immediately. Ms. Summers stated that the I-.D. card had to be cancelable. Ald. Wold again suggested the use of the Secretary of State's I.D. card. She said it did not imply any privileges just to have one of those cards. Ald. Rainey stated that all the persons who redeemed medical or food vouchers must be put on notice that they are to reconcile the voucher with the state I.D. card. Ald. Wollin noted that you have to provide the Secretary of State with your name. Ald. Drummer felt that a number of fraudulent I.D. cards were already in existence. Ald. Wold felt that the Township staff should begin the I.D. procedure immediately. Mr. Bannister indicated that in the terms of a long term solution, he was thinking about the elimination of prescription vouchers. He has met with a number of hospitals and clinics in Evanston in terms of exploring a clinic or HMO type system for use by G.A. clients. Ald. Drummer asked about the food and prescription vouchers. Ald. Wollin asked if the Township was responsible for all kinds of medical care. Mr. Bannister said no, no preventive or cosmetic medical care. He felt that the Township lost control once the client went to the doctor. He noted that a system he has observed in Ohio, welfare clients get a card for use at a hospital. He has talked to three different clinics. Regarding the food voucher, he agreed that the vouchers should be numbered immediately and clients should also be referred to food pantries and shelters and also the process would be put in place to expedite food stamps. Ald. Wold noted that she felt the shelter or soup kitchens were for those who don't have access to anything else. She instructed Township staff that they _ should get the pre -numbered vouchers now. She noted that a clinic type system, even if adopted, would not occur for a while. Ald. Washington asked what clinics Mr. Bannister had contacted, and he responded Evanston Hospital. Ms. Summers noted that Anna Willis and herself had tried to get Evanston Hospital to be an HMO and they have always said no. Ald. Washington asked if the food was only for new clients. and Hs. Summers said yes, once they have applied for G.A. Mr. Dukash of FERS suggested that since there was an existing supply of vouchers on hand, the Township should buy a hand stamp with continuous numbers. Mr. Lyons noted that a different color of ink that would prevent the forms from being zeroxed could be used. Ald. Wollin asked about the authorization of surgery. Mr. Bannister indicated the Township has pre -authorization authority for any surgery. Ald. Rainey noted that on page 5 of the Internal Control Report, a reference = TOWNSHIP COMMITTEE Minutes of 2/7/90 . . . Page a to a memo about standards for paying medical payments, stated the memo was not available and that the statement on the vouchers says the Township will accept all charges. Mr. Bannister noted the need to add a disclaimer statement on the bottom of the vouchers immediately. Ald. Washington asked if the present computer equipment could be upgraded. Mr. Lyons indicated that the Township should either be on-line with the State Department of Public Aid or buy a standard medical payment software package. He noted that the system currently in place in the Township needed to be upgraded and additional software needed to be purchased. Ms. Summers noted that they intended to follow those recommendations. Ald. Wollin asked if the medical payment system in one machine could be reloaded into the other machine. Mr. Dukash noted that the machines are not linked and that you could take one action on one machine without that action showing up as having been done on the other machine. Mr. Lyons indicated there were some other things that could be done to fine tune the system. He stated you could do some quick patchwork and then implement some long term changes. Ald. Wollin noted that the Township should create a procedure which eliminates the manual calculation of the amount due. Mr. Lyons indicated the system had the capability to do that, but no one on staff knew how to use It. Ald. Wollin asked whether there was ever anyone in the office who knew how to use it. Mr. Bannister said only those persons who had the original training. Ald. Wollin asked who had received the original training. Mr. Bannister indicated Rita Shelby had. The Committee then had a discussion on Holan Hayes Thomas and what she had indicated that she was going to do in the way of staff training and whether or not that training was done. Ald. Rainey noted that the Aldermen had been told that an expert had been hired to do it; but it was not done. Ald. Wollin asked what computer software should be purchased. Mr. Terry indicated a suggestion that any further in-depth study of the medical payment system might wait for the Deloitte Touche report which would be forthcoming; that they had studied the medical payment system and they would have some further recommendations that were not available to the Committee this evening. Ald. Rainey noted the the Township should do nothing major in regard to the medical payment system except those small things which it could do to correct the situation right away. Ald. Wold suggested a four step process for immediate things for the Township to do: 1) get picture I.D.s for all the clients and instruct clients to get picture I.D.s; 2) put a sequential numbering system on all the vouchers; 3) control access to all vouchers, stamps and tokens; 4) institute a policy on CTA token disbursement. Mr. Bannister asked that when instructing the G.A. clients to get the state I.D. card, whether the Township should pay for that I.D. card. Many G.A. clients state that they do not have a picture I.D. card. Ald. Wollin suggested that the cost be split between the client and the Township. Ald. Drummer noted that either a driver's license or a state I.D. card would be acceptable. Ald. Weld indicated that if all the clients were available, the Township could borrow the Recreation Department bus and bring them down to the State building to get the I.D. cards. TOWNSHIP COMMITTEE Minutes of 2/7/90 . . . Page 5 Ald. Washington asked questions about the check signer. She noted that the 111.11 Taylor audit had also brought this question up and noted that the situation was supposed to be corrected. Hs. Summers Indicated that correction had already had taken place. Aldermen Rainey, Wollin and Washington all noted to Hs. Summers that the assurance the situation would be corrected had been made before. Ald. Rainey asked questions about the G.A. checks as noted on page seven of the Internal Control Report. If the situation with the check signer had born resolved, she asked how that resolution had taken place. Mr. Bannister indicated that it had been locked in the safe, that the check signer plates were under lock and key elsewhere. Ald. Rainey asked in what cases worn computer generated checks used versus typed checks. Mr. Bannister indicated that batch checks were signed by the signer and then there were special checks in which either he or Ms. Summers had authority to sign. For eaamplo, if 1,000 checks were going to be run, the first 900 would be batch checks and an additional 100 would be left to be signed by Mr. Bannister or Ms. Summors personally. He indicated the sequential method was a mechanism for tracking that all checks were written for the appropriate use. Aid. Rainey again asked which checks were computerized. Mr. Bannister indicated that the checks list was computerized and the check due list was something produced for each caseworker under a word processing mechanism. He indicated the accounts payable clerk's ledger functions and postings were computerized, and that more reports and the budget was produced on computer. Ald. Rainey asked if the Township had Lotus 1.2.3. Mr. Bannister indicated the computer system had functions of which he was becoming aware. He found out the system had Lotus. He has also found out through working with FERS that it can do labels and mass mailings. He indicated that training was an acute need for Township staff. Ald. Rainey asked again about the manual posting of General Assistance accounting system as cited on page 7 of the Internal Control report. Mr. Bannister indicated the system will allow automatic posting of bills. He is asking for money in the budget to let all computers do the same functions. The computer should be able to do all functions in the Township accounts payable. He stated that once we learn the computer's capability, we want to eliminate all manual functions. Ald. Rainey said that in reading the report, she gets the impression that almost everything is done on a manual basis. Mr. Lyons indicated that there are three computers in the office; there are different systems on each machine. When you ask the staff what the system is they are not sure, it depends on what is on their machine. Training is = needed for staff for what is on each machine. He indicated that Word Star software used on one of the machines is acceptable but not a very easy software to know. Mr. Bannister indicated it is not giving him what he wants, and the staff need training or whatever it takes to clear up the situation. Ald. Rainey asked about Petty Cash as cited on page eight of the Internal Control report. She asked if there were any guidelines or procedures manual for petty cash. Ms. Summers and Mr. Bannister indicated there was no manual; TOWNSHIP COMMITTEE Minutes of 2/7/90 . . . Page b it was to be developed but that Sherry Zhou was very strict. Ald. Rainey asked if that wasn't an arbitrary decision. Mr. Bannister said he hoped the Committee had confidence in the staff. Ald. Rainey stated no, not after reading the Internal Control report; a procedure for petty cash was needed. Ms. Summers indicated there has not been enough time to develop everything, and that staff are working very long hours and can not answer everything at once. Ald. Rainey responded that answer was not acceptable. Hs. Summers responded that had been the reality. Ald. Rainey indicated to Ms. Summers that she had been present for five years and that the problems in the Township had not been cleaned up. Ald. Rainey indicated that the Internal Control report for the year 1987 indicated some of the same management issues and that Council members had been told at the time that the situations were fixed and they have not been. Ms. Summers indicated it was unfortunate but it had not been done. Ald. Rainey indicated the situation was disgusting. Ald. Drummer then said that the Township should develop a petty cash policy at their convenience. Ald. Rainey wondered why no procedure could be available the following morning. She indicated the City of Evanston had a petty cash policy and it should be easy to develop one. Ald. Drummer said he appreciated the concern but that a policy could not be developed overnight. Ald. Rainey indicated that the Internal Control report had come out January 17; that it was a concern people knew about and that it would not be asking for a policy overnight. Ald. Drummer indicated to Township staff that they should generate a policy. Ald. Rainey stated there were a number of policies that needed to be developed. Ald. Washington indicated that she felt the Committee was wasting time; that she had. better things to do on the first Wednesday of every month, and that she was skeptical of the Committee's ability to get any changes in Township operation. Hs. Summers indicated that the corrections would take place. Ald. Washington and Mr. Bannister engaged in a heated exchange concerning the seriousness of the Township problems. Ald. Drummer indicated that there were more items to be discussed and he wanted direct answers to the questions raised in the FERS report. He stated he wanted to expedite the discussion in deference to the time of the FERS representatives. Ald. Rainey asked if we were not paying FERS for their appearance at the Committee. Mr. Lyons indicated he felt the appearance was part of their engagement. Ald. Rainey noted that on page 10, the report indicated that all checks were paid manually. Mr. Bannister replied yes, that was the case. Ald. Drummer asked whether or not the computer was capable of producing the checks. Sherry Zhou indicated that the data was in the computer but that the check was typed. Ald. Rainey indicated that the report stated there were checks without invoices and whether or not procedures for accounts payable were in place. Mr. Dukash indicated that there may have been documentation for all the checks that the Township paid but they could not always mate checks written with invoices. Ald. Rainey asked Mr. Bannister if it was possible for the Township to have a flat policy that says no check will go out without an invoice. Mr. Bannister indicated that Sherry Zhou has redesigned the - TOWNSHIP COMMITTEE Minutes of 2/7/90 Page 7 Invoice system and that she is responsible for all invoices being tiled and that the file is locked. Ald. Rainey noted that the Work Opportunity Program (WOP) had a long history of being under fire by auditors for having no time sheets, and in the past they had been assured that it was fixed. Based on what she understands of the current status, it appears to be out of control. Mr. Bannister said he wanted to say problems won't happen again. Ald. Rainey said it gave the impression that cheating could be going on. Mr. Bannister felt it was nothing deliberate, rather a lack of organization. He noted that there is one persons assigned to the WOP. Ald. Rainey asked about the number of clients in the WOP. Mr. Bannister indicated that there were none last month. At this point, Ald. Rainey read from the 1987 audit which indicated there were no WOP time sheets and that WOP clients were paid for time whether they worked or not. Ald. Rainey asked about payroll as cited on page 12 of the report, and if there was any comment on the FERS observation. Ms. Summers indicated that problem has been taken care of because a time clock had been purchased. Ald. Drummer indicated the Committee would be hanging on to the Internal Control report and would go back to it as appropriate. Ald. Wald asked if in the next couple of months, the Township could report an the implementation of the Internal Control report as a regular agenda item. Ald. Wollin asked what was being done to address the problem of backups. Mr. Bannister indicated backups needed to be developed both on site and on disks elsewhere. Mr. Lyons asked the Committee if it was still their intention to redo the _ financial audit for the last fiscal year. the Committee affirmed that was their intention. Ms. Summers indicated she appreciated working with the staff of FERS. _ Mr. Dukash indicated that many of the other FERS clients had developed a "run book" for a month, that at a glance there is all of the tasks or reports that staff need to do so that any staff persons could go to the book to find out what needed to be done. He also indicated that the Township had been hurt by the high staff turnover, as many staff had left the Township. Mr. Lyons reiterated the concern about backups and noted that the City has other FEE buildings for the Township to store backups off site to try and minimize the tv potential problem of lost data. At this point, the Committee took a 10 minute break. MONTHLY FINANCIAL REPORT Ms. Summers indicated that there were two items she wished to note. There was an addition to the bills list for the FERS report and for the monthly R TOWNSHIP COMMITTEE Minutes of 2/7/90 Page 8 rent at the Civic Center, and also that she had made a personal decision to clear all of the accrued sick and vacation time and pay that time to staff at the end of the year. She felt it was a liability on the books and she wanted to pay it. Ald. Drummer indicated that it was his understanding that the City did something similar. Aid. Rainey asked what was the decision -making process; whether every staff member got what was coming to them. Aid. Wollin asked which staff got payments. Hs. Summers indicated all staff. Aid. Rainey asked for further information on the nature of the payouts. Hs. Summers indicated she would have to bring the records to get the answers to that question. Ald. Rainey questioned whether &ick leave could be carried over. Hs. Summers indicated a new policy was being developed. Aid. cold asked what is the new policy. Ms. Summers indicated the new policy would only allow for a carry over of 15 days. Aid. Rainey asked how many vacation days could be carried over. Ms. Summers indicated she did not know but that a new manual could be coming out. Aid. Rainey noted that in the audit it was Indicated that personnel recordkeeping was not accurate. Therefore, she wanted to know what documentation was used for the payouts. Ms. Summers Indicated that she used whatever was available. Aid. Wold asked that at the next meeting, the Committee see the new Township policy on sick leave/vacation carry over. Ald. Rainey noted that the merit raise for one employee had been paid out and that she wanted to know what the procedure was. Julian Coleman indicated the employee was Michael Carson and he understood it to be a bonus for success in the WOP. Aid. Rainey noted that Michael Carson was not with the Township anymore and asked whether or not this was a severance agreement. Ms. Summers said no. that Michael Carson had been overdue for an evaluation and that it was a merit increase retroactive to its effective date until the separation. Aid. Wold asked for further information about the bonus. Ms. Summers said that wasn't correct, it was not a bonus. Mr. Coleman noted that it said bonus in the payroll journal. Aid. Rainey asked whether these payouts had been in the December's bills list. Ms. Summers said no. Ald. Rainey questioned the effectiveness of the bills list. Aid. Drummer said the Committee was under the impression they were approving all payments and that something like that had never been brought to the Committee and the Committee should have approved. Aid. Rainey noted her general overall disgust. She agreed with Ald. Washington that these meetings were a big waste of time. She felt that the Committee should consider adjournment in order to meet with the Mayor to pursue overall Committee direction. Ald. Drummer indicated he was not ready to pull the plug or jump ship. Ald. Wold asked about a check written to Dr. Compton. Ms. Summers indicated it was on the January bills list. Aid, Wollin noted that merit increases had a budgeted line item of $8,400 and $1,375.81 had been paid so far. The fiscal year was ending March 31 and asked how many more people were scheduled to get merit increases. Ms. Summers indicated three persons. Aid. Wollin asked what kind of increases - these were. Ms. Summers said annual increases. Br - TOWNSHIP COMMITTEE Minutes of 2/7/90 Page 9 Ald. Rainey indicated she had problems understanding salary levels indicated in the monthly report. Based on the monthly report, it appeared fir. Bannister was making $50,000. Mr. Coleman indicated one of the reasons could be that there were three pay periods in the month of December. Ald. Wollin noted that in the October and November monthly reports Mr. Bannister was making $4,000 a month and now a new monthly payment was $4,788. Hr. Coleman Indicated he only recorded the amounts in the payroll journal. Ald. Rainey asked who does the payroll journal. Sherry Zhou indicated that she did and that there were three pay periods in December since staff were paid every two weeks. Ald. Rainey asked for Hr. Bannister's annual salary. Ks. Zhou said it was $41,500. Ald. Rainey, however, indicated that it didn't appear there were three pay periods for every staff person in the month of December. The Committee then engaged in extensive discussion and review of the various staff positions' salaries and whether or not they calculated up to three pay periods for the month of December, with Ald. Rainey concluding by noting that that it did not consistently appear there were three pay periods for all staff. Aid. Wold asked who got overtime, and how do you decide. Ms. Summers indicated that staff got time and a half and that was everyone except herself and Hr. Bannister. According to the Fair Labor Standards Act, staff were to get paid for all overtime. Ald. Wold noted that was not consistent with the policy Mr. Bannister had distributed. Ald. Rainey asked for the next meeting that there be an explanation of salaries, number of pay periods per position. Ks. Summers indicated she could provide a breakdown. Ald. Rainey directed the Committee's attention to the WOP on the second page, the $732 payment for rent for Family Focus. She wanted to know what two months was this. She reviewed all the Family Focus communications and the old bills list. Mr. Bannister referred her to the memo with the breakout of the Family Focus payments. He noted that a check of $1,382.69 was sent to Family Focus. Ald. Rainey noted that specific payment was denied by the Committee and the Council in previous action, that the Township staff had sent a check to Family Focus after it was denied. Ald. Rainey indicated that discussion should cease for a moment. She asked Mr. Bannister to look her in the eye as she told him "I don't believe a word you are saying - this is the most disgusting thing I have ever seen. This is a blatant violation of Council direction. I believe you did it purposefully and I believe you have tried to fudge the books ever since to cover it up, and if you were my employee, Kr. Bannister, I would fire you on the spot." Ald. Drummer asked which amount was on the monthly report. Ald. Rainey noted she went through this all at the last meeting and that no matter how the amounts had become confused, she felt that Family Focus was owed. She said she did not understand the dates on Mr. Bannister's memo, but the City Council did not approve it. She was willing to bet that additional checks that Hr. Bannister has indicated were paid did not have City Council approval. She indicated that for the next meeting, she wanted a xerox copy of check number 5761 dated June 30, 1989 for the amount of $666. She wanted a xerox of both the front and back of the check. Mr. Bannister indicated they were investigating that check, and that it appeared to be for the grant. Ald. Rainey said then why it is in the amount for the rent. She wanted to know how checks were going out without Committee approval. Ms. Zhou said she was holding checks. Ald. TOWNSHIP COMMITTEE Minutes of 2/7/90 . . . Page 10 Rainey asked why. Mr. Bannister indicated certain checks were withheld because they wanted to be certain. Ald. Rainey indicated that some checks were authorized; that the accounts payable clerk didn't have the right to sit on checks; that if the Committee authorized it and it was wrong, at least there was a Committee authorization. Ms. Zhou said she has waited for invoices before sending checks out. Ald. Rainey said you don't always have to wait for invoices for rent checks. Aid. Rainey stated that "if one penny goes to Family Focus I will sue you as a tax payer." Ald. Drummer said they were trying to reconcile payments to F=ily Focus. He noted that three months had been authorized. Ald. Drummer asked if there were any other areas in the financial report the Committee had questions on. Ald. Rainey expressed her frustration and questioned the seriousness of Township staff in dealing with the Committee. She indicated she takes her job as a Council member very seriously. She wanted to know why check numbers in the Supervisor's memo of August 1 are different from the check numbers in Mr. Bannister's memo. Mr. Bannister indicated that the August 1 memo had typos. Ald. Drummer stated that things which appear should have been approved; that any sending of checks out without Committee approval has got to stop. Mr. Bannister indicated he understood the Committee's anger. Ald. Rainey directed to Mr. Terry that her comments about Mr. Bannister should be reflected as accurately as humanly possible in the minutes of the meeting. Ald. Drummer indicated he didn't understand why issues come up repeatedly. He does not want the Committee meetings to beeiin this condition in the future. Ms. Summers indicated that an amendment had been passed out for the monthly bills list; that increases in the amount of $4,851.25. Ald. Wald asked how the amount of $64.19 in petty cash was determined. Ms. Zhou indicated it was a reimbursement for office supplies. Mr. Bannister indicated he had purchased a calendar, among other things. Mr. Bannister indicated that $200 is the maximum amount of petty cash. Ald. Wald asked about a bill for the Yellow Pages for social service agencies and individuals. Hs. Summers responded it was a book that was coming out. Aid. Wald asked about the payment for the Property Renewal binder. Mr. Bannister responded that was the Township's fire insurance renewal. Ald. Wald noted the entry could have been written clearer. Ald. Rainey asked about the bill for employee education and wanted to know what it was for and for whom. Ms. Summers indicated that was a reimbursement. Ald. Rainey asked who was being reimbursed and Hs. Summers said Loyola University. Ald. Rainey wanted to know for whom was the reimbursement. Mr. Bannister indicated it was for Kathy Hayes who is taking two classes towards a luster's in social work. Ald. Rainey indicated she wanted the listing changed and documentation provided for that expenditure. Ald. Rainey questioned a bill for title service. Mr. Bannister indicated a title search was necessary to determine the true owner of a building for which Township had been supplementing client's rent payments. He noted he was able to uncover fraud resulting in an arrest and restitution to the Township of $4,300 in rent payments that had TOWNSHIP COMMITTEE Minutes of 2/7/90 Page 11 been paid to someone who was not the landlord. Ald. Wollin asked where that would be reflected on revenue. Mr. Bannister indicated it would be in next month's report. Aid. Drummer asked questions about the safety shoos. Ms. Summers indicated there were different clients that needed safety shoes every month. Aid. Drummer noted the legal charge in which the Township still appeared to have Mr. Di Leonardi engaged. Was there more work for him to do? Ms. Summers indicated that Mr. Di Leonardi had done all for now. Mr. Bannister indicated that that was the last payment to Mr. Di Leonardi that the Committee would see. Aid. Rainey moved that the bills list be amended to delete the employee education bill of $440. She would replace it on the approved bills list at the Council meeting of February 12 if the documentation was provided at that time. The Committee moved to approve the bills list plus an increase of $4,851.25 and minus the $440 for employee education. Aid. Rainey asked if there were three pay periods, why, in the January bills list any December salaries were reflected at all. Hs. Zhou said they only put the days paid on the December's bills list. Ald. Rainey asked if any chocks had been mailed out that were not on the bills list. Hs. Zhou said only IMRF, credit union and insurance checks had been mailed out before Committee approval. Ald. Rainey suggested that the Township bills list should resemble the City's bills list in which an asterisk means checks have already been mailed. However, an asterisk should not apply to anything beyond taxes and payroll. MONTHLY CASELOAD ANALYSIS It was noted that cases are down. Aid. Rainey noted that she has a long standing request for monthly program report; that no monthly program reports had been received. BUDGET REVIEW Ms. Summers had a number of suggested dates for budget review. Ald. Wold indicated she represents the Township Committee on the Teen -Baby Nursery Committee and the Nursery would like to come• before the Township Committee. The Committee agreed that was acceptable. The Committee agreed to a schedule of meetings for the budget review process. A special Township Committee meeting will be held February 19 to review the medical payments and to listen to a presentation by the Teen -Baby Nursery Advisory Committee. On February 27 a budget work session will be held. On March 7 a public hearing on the Township budget will be held. At the March 12 Council meeting, the Township budget will be introduced and on March 14 there will be a special Committee meeting to review any budget questions. TOWNSHIP COMMITTEE Minutes of 2/7/90 Page 12 Ald. Wold and Ald. Drummer indicated that all budget questions from Committee members should be sent in to Township staff prior to the meetings on the 19th and the 27th so they may have an opportunity to try and address those questions. The Committee moved to adjourn at 10:25 p.m. •f Jay W. Terry U DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE February 19, 1990 7:00 P.M. PRESENT: Ald. Drummer, Each, Feldman, Morton, Rainey, Washington, Wold, Wollin, Mayor Joan Barr, Supervisor Edna Summers STAFF Robert Bannister, Kathy Hayes, Valerie Tatum, Ray Brooks, PRESENT: Jay Terry OTHERS Susan Brown and Bill Shey of Deloitte & Touche PRESENT PRESIDING: Ald. Drummer, Chair CALL TO ORDER The meeting was called to order at 8:52 p.m. Ald. Drummer reminded the Committee that the major portion of the Deloitte and Touche Report that had listed all the client's names was confidential and that client's names were not to be revealed publicly. Ms. Summers informed the Committee that a conversation between Ald. Washington, Mr. Bannister and herself had taken place that afternoon and that whatever differences existed between them had been resolved. She also noted to the Committee that she was distributing a letter to the Committee and she was advising the Committee to meet with their attorney so that they had a better understanding of the appropriate role of the Committee as it related to the Supervisor. DELOITTE AND TOUCHE REPORT - MEDICAL PAYMENTS Ald. Drummer introduced Susan Brown and Bill Shey of Deloitte and Touche. Ms. Brown introduced herself as a manager with Deloitte and Touche and that the firm had been engaged to review medical claims. She noted the estimation in the RFP was for 1,000 bills but that they ended up reviewing 3,200 bills and the study took much longer than was anticipated. She stated the firm handled all the bills that were presented to them. Deloitte and Touche has provided a report on all the work that they had done. The report included the total owed to all providers, a complete listing of every original claim, a listing once the duplicates had been eliminated; she noted some services were billed multiple times. The work was done on a Lotus spread sheet. They looked at the Township policies and procedures and compared the bills to the policies and procedures: that Deloitte and Touche had attempted to use the TOWNSHIP COMMITTEE Minutes of 2119I90 . . . Page 2 Township software; it was not possible to use that software; for the most part Deloitte and Touche used the Illinois Department of Public Aid (IDPA) guidelines and pay schedules for determining the claim amounts to be paid and also sometimes contacted other Townships., She noted that the IDPA has CPT codes for 16,000 medical procedures with fee schedules for those procedures. She also noted that the Township and its current software only had 103 procedures and amounts to go with them. She indicated that except in some circumstances where the Township has negotiated a very favorable financial agreement, the IDPA guidelines were the ones that were used. For example, the Township has a very favorable reimbursement rate for radiology and she recommended to the Committee that they keep that. She felt that claims should be paid for 199 clients with a bill totaling in excess of $97.000 and that the pharmacy charges which should be paid are $19,784. She noted that the total amount billed for all the services by the providers was $326.000 so that she is recommending to the Committee that they should reimburse for approximately one third of the amount. She noted that one half of all the bills submitted were duplicates and that in the first appendix of the report is a listing of all the claims and the second appendix of the report is what Deloitte and Touche feels the Township should pay. Among Ms. Brown's comments, as a result of the report, is that the Township does not have a well documented IDPA policy and procedures listing; the payments listed in the computer software are out of date. She noted that Deloitte and Touche had obtained a hard copy of the IDPA procedures and she believed if the Township is going to continue to use the IDPA guidelines they need to get revised updates of the hard copy regularly. No. Brown noted that Deloitte and Touche could not use the Township's existing computer system; the language is written in a -Base and that they were unable to obtain the source codes. She noted that with the bills in that system, you needed to use a number of sorts. She characterized the Township system as not user friendly. She noted that the system developer did not train the staff and would not give the source codes. Ald. Wold asked if an attempt had been made to contact the computer developer to give up the source codes. Ms. Summers indicated yes, an attempt had been made but the developer chose not to do it. Hs. Brown noted that some computer programmers feel that they have a proprietary interest in some of these source codes. Ms. Summers noted this was the second programmer used by the Township and the same problems had been identified with the first one. Ald. Feldman asked if there was any standard software for paying medical bills. Ms. Brown noted yes, but that software was far too expensive. It was only used by very large insurance companies since the software costs in excess of $100,000. She did not feel the Township's claims activity justified that expenditure. She noted that the program which they wrote for the Township was simple and flexible and could be learned with training that is commercially available. She noted the Township had certain provider arrangements; she could not find copies of them, but certain billing patterns were consistent so it is apparent that the providers are in agreement. She suggested that to protect yourself, they should be written down. She TOWNSHIP COMMITTEE Minutes of 2/19/90 .' Page 3 recommended that the Township needed to be more formal. She noted that many reimbursement plans exclude certain things. She felt that certain services such as health clubs should be excluded. Ald. Rainey asked whether the Township has every paid for things such as health clubs; whether in this listing of recommended services to be paid health clubs were included. She Indicated that the Committee had hoard things about health clubs having been paid. Ms. Brown noted that certain bills were excluded from the listing. Bill Shey indicated there was one Nautilus bill in the bills that he had received. Ald. Rainey asked if that was the only bill that was out of the ordinary. Kr. Shey indicated that there were some other questionable bills; things such as speech and physical therapy which are not always paid for by other medical plans. Hs. Brown and Mr. Shey both identified B-12 injections. Ks. Brown noted at this point that the Committee and Township may want to make different decisions; that the philosophy of general assistance might be different from an insurance company. Hs. Brown moved on to discuss the Township authorization forms, indicating there was a problem with emergency care and after hours service. She felt it was unrealistic to expect Township staff to be medically correct in deciding whether or not service should be provided. Ald. Rainey noted that this issue had been discussed in the past. She agrees the Township does not have the expertise. She had been told that non -emergency cases require an authorization form from the Township. It appears that only one doctor for the Township requires authorization forms when many others don't. Ms. Brown noted that in the appendix of the report that the no authorization at the end of each bill, could in fact be one bill. Because each line of the bill was reproduced in the Deloitte Touche report, it could be that one bills could produce ten lines saying no authorization. Ms. Brown noted that the Committee might want to consider what the point of an authorization was; that the Committee might want to guide Township clients away from emergency rooms towards a clinic setting; that the authorization farm was really an assist to the provider and no one else. She recommended the Township may want to issue some sort of medical services card. She felt the card was more convenient and it identified the client as a G.A. client but implied no payment level. Ald. Wollin felt that the Township still needed to say to all providers that the Township would reimburse at IDPA levels. Ms. Brown indicated the Township should always reserve the right not to pay certain bills and that there should be an understanding that the provider agrees to accept as final payment all those payments made by the Township and that the Township provider should eliminate the practice of balance billing. Ald. Washington asked if any problem with excessive x-rays had been identified. Ms. Brown noted that there were a lot of chest x-rays associated with a particular provider. She was concerned about the amount of exposure to one G.A. client in particular. She noted that x-rays are a way for providers to pad bills; that they can bill for services with a high profit margin and that it is a way to recoup costs for other services provided. She recommended that a medical consultant be used to review certain x-ray bills. Ald. Drummer asked if that recommendation was in the Deloitte and Touche plan and Ms. Brown said yes. Ald. Rainey questioned whether the Committee should TOWNSHIP COMMITTEE Minutes of 2/19/90 . . . Page 4 pay for the x-ray charges identified on pages 19, 20, and 21. Ms. Brown indicated that the only way the Committee should deny payment is if a physician has reviewed and that Deloitte and Touche did not do that. She felt that the Committee could notify providers that they were looking at patterns in billing and that they expect that type of thing to stop. Ald. Rainey noted that of the 199 clients served there appeared to be only a small number of doctor claims; however that this one looks like an absolute fraudulent case. She noted that the Committee is trying to provide medical claims for individuals with taxpayer's dollars. Hs. Brown responded that in order for the Committee to be comfortable they really needed to pull the medical records of this individual. She noted, however, that clearly anyone wanted any individual exposed to high levels of radiation. She felt that Deloitte and Touche could sort those services out and pull those inappropriate bills. Ms. Summers noted that the Committee should be aware that G.A. clients have not had medical services for fears; that many of these illnesses are illnesses of poverty and low income. She asked the Committee that if they err. err on the side of service; that they should be very wary in denying service. Ald. Rainey asked what produced that comment by the Supervisor. She noted that poor people are also victimized by being overmedicated. Ms. Brown then turned the discussion to the future and her recommendations which are: if the Township is going to continue to provide for medical services and reimburse for medical services, the simplest way to go would be to adopt the IDPA procedures coupled with whatever local agreements have been negotiated by the Township. She felt the Township could take the physical document of the report, change the format as necessary; that this would provide a clear audit trail; it would codify certain unstated policies now; that the Township needed to clarify in writing services to be excluded and communicate that to providers; an authorization card could be issued that was good for one month; that it did not guarantee payment and that providers would not balance bill. Ald. Wollin asked what a UB82 and HCFA form was. Ms. Brown indicated UB82 stood for Unified Billing in 1982 when, as a result of the Medicare DRG's being in place that a standardized billing procedure for all medical facilities went into place. The HCFA 1500 is the formatted bill required from physicians by the Health Care Financing Administration; that HCFA policy says that if a bill does not come in on the prescribed forms they simply will not pay. Ald. Feldman initiated a discussion as to why, for certain clients, the billing date preceded the date of service. Deloitte and Touche and the Committee discussed this and clarification would be sought by Deloitte and Touche. Ald. Washington asked about a claim on page 30 which appeared to be work related. Mr. Shey noted there was a note attached to the claim. He felt TOWNSHIP COMMITTEE Minutes of 2/19/90 Page 5 that this should be Worker's Compensation and felt that if it was G.A. there needed to be a policy on work related incidents. Ald. Washington indicated she was looking for some firmer answers from Doloitto and Touche. Ms. Brown noted that the Township has no policy which says we don't pay it, therefore she reco=ended payment. Ald. Rainey indicated she needed to know whether or not the injury occurred In a work setting. Hs. Summers indicated that G.A. clients who are working are insured. If they are participants under the Township insurance policy. Ald. Rainey indicated that if it was a WOP client on a work site that yes, the insurance policy would cover. However, if it was a full-time job. Ald. Drummer noted that Township staff had just received the Deloitte and Touche packet and that questions like this need to be reviewed. Ms. Summers indicated that in the past, the Township has had clients who were injured on the job, but that Township was required to pay for those injuries. Ms. Brown noted that the IDPA offers a free service to Townships regarding the pricing of medical claims; that the IDPA will handle the claims; that the local Township still makes the decisions, but you are able to avail yourself of the IDPA fee schedules. Ms. Hayes noted that the client who was injured on the job had a subsequent re -injury due to an alcohol addiction. Mo. Brown indicated that another policy question would be whether to reimburse prescription drugs or the generic substitution; that a discussion and agreement with providers needed to be held. She indicated there could be developed a. simpler system for processing those kind of reports. Ald. Washington asked if Ms. Brown was familiar with recent reports that generic drugs were not the same quality. She did not support generic substitution. No. Brown indicated that you are always taking some sort of risks. She is aware of the reports and she felt that manufacturers do not describe side effects of either prescription or generic drugs. She is aware that there has been a major scandal involving generic drugs and allegations of payoffs to the Food and Drug Administration. She indicated that if the Township decided _ not to go with generic, they could still agree to pay less than the average wholesale price. Ald. Rainey wanted to know how the IDPA determined what it pays for drugs. Ms. Brown indicated they paid generic plus a dispensing fee. Ald. Rainey asked if Deloitte and Touche was aware of anyone who had altered their drug reimbursement policy because of the generic scandal. Ms. Brown indicated not so far. Theoretically you leave the decision up to the person; that the generic drugs were free and if they wanted regular drugs they just have to pay more. Ald. Washington asked if it was also a doctor's decision. Ms. indicated that was correct. Ms. Brown then went on to note that the last recommendation of Deloitte and Touche was that they make an investment in the staff of the Township by buying source materials, training programs, and develop a policy and procedure manual. She felt that the staff was enthusiastic and that the Township wants to be in a position of enabling its staff to do the job. a TOWNSHIP COMMITTEE Minutes of 2/19/90 . . . Page 6 Ald. Drummer thanked the staff of Deloitte and Touche for all the work they had done and asked the Committee if they had any questions. Ald. Rainey asked if there was cost to,the Township for using the IDPA. Mr. Shay and Ns. Brown both responded no. Ald. Rainey asked how long the IDPA has been doing that and how long it would take to start up using IDPA. Mr. - Shay indicated that you just havo to notify providers of what forth to use; that you could ask the IDPA for a supply of forms. IDPA claims a turnaround time of one to one and a half weeks. Ald. Rainey felt you needed a discussion of the pros and cons. Hs. Brown indicated the negatives to using IDPA is that you have a hard copy going from one site to another, therefore you lose control for a while. She indicated you may want your own claim form. She also felt that the turnaround time which was indicated by IDPA could not be guaranteed. Ald. Rainey asked what IDPA "processing" actually meant. Ms. Brown indicated that IDPA will price the medical procedure and review it for medical necessity. Ald. Rainey asked if they then gave a recommendation. Ms. Brown responded that you get an original bill plus a narrative, and you then make the final decision whether to pay per your procedure. Ald. Drummer asked if the current codes were on the Township computer and how many were necessary. Me. Brown indicated you need an extremely large computer; it was better to have the book; it would be just as fast to look it up in the book. Ald. Drummer asked whether the Township should send all claims or just problem claims. Hs. Brown responded if you have some special arrangements that maybe you could not send all the claims to IDPA. On the other hand, all claims -should be reviewed for medical necessity. Ald. Weld felt that IDPA has all the codes on the computer and has the medical expertise for reviewing for necessity and given those two factors, she can't imagine not recommending using them. Ald. Drummer asked on the first page of the Appendix, third person down, and = noted that there is a flip flop of first and last names. Mr. Shay noted that. there were different dates of service. Ald. Drummer noted that the same person appeared to have two Social Security numbers. Following a discussion with the Committee, Mr. Shay indicated that Deloitte and Touche would investigate that. Ald. Drummer asked if certain providers were. in fact, balance billing. Mr. Shay responded yes. Ald. Drummer asked if they were caught. Deloitte and Touche staff said yes. Ald. cold asked how the Committee or Township staff could watch for that. Hs. Brown indicated what was necessary was to notify all providers that payment is final; that you would check for dates of services. Bills often show payment received and if you catch them doing it you send it back with a notice indicating that you will not pay the balance, Ald. Wollin asked that in Deloitte and Touche's experience and in their process of reviewing this whether there were any exceptional Townships who E had done things right with firm policies and procedures. Mr. Shay responded -- Y N«_ TOWNSHIP COMMITTEE Minutas of 2/19/90 . . . Page 7 Yes, one group of townships had produced a good policy and procedure manual which the Evanston G.A. office has a copy of. Ald. Drummer asked if Deloitte and Touche would be providing a computer format. Hs. Brown responded yes, but that the Township may want to modify It. She indicated that there is a lot of information; it is currently on two disks; you will eat up a lot of the memory of the Township computers and Plow done processing time. Ald. Feldman again pointed out about the previous inconsistency about dates of service and billing dates, it involved two clients and two providers. Ald. Drummer indicated the Deloitte and Touche report was a lot of work and provided a good overview, a good picture of what was going on. He asked the Committee whether there were any claims they wished removed from this recommended payment list. Ald. Drummer indicated it was his sense that the Committee should pay as soon as possible. He did not feel there needed to be an individual review of any entry; that is what Deloitte and Touche had boon hired to do. Ald. Wald asked if the Committee could quickly review client by client. She wanted to remove the questionable x-ray charges. Ald. Wollin noted that on page ten, a client had indicated that someone was accused of feigning illness. Ald. Drummer reminded the Committee there was no policy in place constituting denial of payment. Ald. Rainey asked Deloitte and Touche's next step to generate the writing of checks to providers once the medical bills were approved. Ms. Brown directed the Committee's attention to appendix two. There was a group of providers, a list of claims by provider, that Deloitte and Touche could sort the page and send a page per provider so that the Township could immediately send a check and backup documentation. Ald. Wollin noted the absence of comments in the second appendix. Ms. Brown indicated Appendix I comments were internal Deloitte and Touche comments. Ald. Drummer stated that he was very concerned that this list of bills be approved for Monday night's Council meeting. He �_ felt the Committee had an obligation- to pay those bills and he felt they could approve an amount at the meeting and amend it on the Council floor Monday night. The Committee then took a five minute recess. Ald. Drummer reminded the Committee of two things as they began their page by page review. If someone was going to be pulled out from the list of approved payments, the Committee was implying that someone should investigate and they needed to determine who would do that investigation. He indicated that was not Deloitte and Touche's responsibility and he also reminded the Committee that there was no clear authorization in place or grounds for the Committee to not approve payment of some bills. Ald. Rainey noted that there were pluses and minuses for contract with a , vendor to outline payment levels. She wanted a considered opinion as to whether or not that should be done. No. Brown noted that in either event, TOWNSHIP COMMITTEE Minutes of 2/19/90 Page 8 the Township had to adopt policies and procedures. The easiest way to go is the IDPA guidelines because everyone needed to 'know up front what would be paid for. Ald. Rainey indicated that this was the one opportunity for the Township to pull together a payment policy and send it out with tho check. Ald. Drummer stated he assumed that sort of thing would be done. Ald. Rainey indicated she wanted a policy statement drafted that could be mailed out with the check the providers would receive. Ms. Brown produced a sample letter which had been produced by the staff of Deloitte and Touche. The Committee consensus regarding the letter was highly satisfactory. Ald. Wold moved and it was seconded that this letter bo sent out with the checks that would be mailed following the approval of this list. Supervisor Summers noted that some of the Township reimbursement rates were less than IDPA. Ms. Brown indicated the reimbursements could be so modified. Supervisor Summers indicated that the Township office needed the forms and sometimes the Township pays less than IDPA. Ms. Brown noted that most providers already have the forms. Ald. Mold's motion that the letter go out with the checks was approved unanimously. The Committee then engaged in a review of the various bills in the first appendix of the Deloitte and Touche report. Questions were raised relative to duplicate Social Security numbers. It was indicated that Social Security numbers were not used as a key for determining payment. Questions were raised about clients feigning illness. No. Brown indicated that even if that were the case, by denying payment you would be penalizing the provider. The Committee decided not to deny payment but caseworkers should analyze that particular person. Township staff indicated that the caseworkers knew that client well. The discussion continued on such things as outpatient drugs, the need to verify eligibility. Ald. Rainey identified a particular client and moved that the Committee remove all vendors and expenditures for one particular client and indicated that perhaps the Public Health Director, Louise Brown, could have a physician review those records. It was then seconded and unanimously approved. The Committee review then continued on some of the notations made by Deloitte and Touche; whether or not services for one individual was in fact a G.A. client. The Committee moved to exclude another client's services on page 43 of the eeport. Valerie Tatum noted to the Committee that she felt that charges for psychiatric services under Code 90844. that the Township office had a special arrangement with St. Francis Hospital and that the reimbursement rate for those services could, in fact, be lowered. Mr. Bannister argued in favor of the reimbursement for 8-12 shots and noted that it was needed for long term alcoholics. Ald. Drummer felt this was a decision best left to Township staff. Ald. Wold asked why IDPA doesn't reimburse for B-12 shots. Ms. Brown indicated that IDPA doesn't feel that it is an enhancer; however, it could be a reasonable expenditure. Ald. Rainey asked if there was medical evidence to support it one way or another. Ald. TOWNSHIP COMMITTEE Minutes of 2/19190 . . . Page 9 Drummer indicated that Township should not change its policy in mid -stream. Ald. Rainey asked that the letter being sent out include that from now on B-12 shots not be reimbursed. Ms. Summers felt that a consultation with a doctor would take place first, but for the time being, B-12 shots would, in fact, be reimbursed. The Committee then moved to approve the payment of medical services as indicated in the Deloitte and Touche recommendations with the four exceptions of having two different clients removed and lowering the reimbursement level for psychiatric services and deciding to reimburse for B-12 injections. The Committee unanimously approved. Ald. Drummer will have the final amended total to introduce to the City Council at its next meeting. Ald. Drummer again thanked Deloitte and Touche for their work. Ms. Brown indicated that there were some late bills which had come in. Ms, Brown also wanted to thank the Township staff for all their help and cooperation. Ms. Summers hoped to worn with Deloitte and Touche again in the future. Ald. Wald moved that the Township he directed to use IDPA's service which was mentioned earlier in the evening with the Township option to review payment levels. Ald. Drummer felt there was a need to give the Township latitude. Ald. cold felt it would be more trouble to pull out certain payment levels. Ms. Tatum indicated that IDPA and the Township had different rules and different procedure levels that staff should compare them. Ald. Wallin noted that the Township's policies and procedures are not written down anywhere. Ms. Summers felt they could work it out. Ald. Wald indicated that she wanted to see whatever modifications Township staff made of the policy when it was in place. Mayor Barr indicated she wanted to thank the consultants for all the work they had done. The cooperation of the Township staff was a testament to the professionalism and sensitivity of the Deloitte and Touche staff. Ald. Drummer made an announcement regarding a City/Chamber meeting which had been scheduled for the next Thursday. He sought the pleasure of the Committee as to their next action. It was moved and unanimously approved that the Committee to into executive session at 11:44 p.m. to discuss pending litigation and personnel matters. The Committee reconvened from executive session at 12:30 p.m. and unanimously voted to adjourn. vV Jay*.-ry 7!z!k W DRAFT -- NOT APPROVED Minutes TOWNSHIP COMMITTEE February 27, 1990 7:00 P.H. PRESENT: Ald, Washington, Wollin, Wold, Drummer, Esch, Feldman, Supervisor Edna Summers STAFF Herbert Hill, Greg Pelini, Julian Coleman, Valerie Tatum, PRESENT: Robert Bannister, Stephen Engelman, Jay Terry PRESIDING: Ald. Drummer, Chair CALL TO ORDER The meeting was called to order at 7:07 p.m. Ald. drummer asked the Committee's pleasure regarding moving into an executive session. Hs. Summers asked what would the executive session be about. Ald. Drummer responded it would be for personnel matters and possible pending litigation. Ald. Wold moved that there be an executive session. Ald. Wollin seconded the motion. There was a roll call vote. Voting aye: Ald. cold, Wollin, and Drummer. Rs. Summers noted, at this point, that Kr. Terry did not call her name in the roll call. Ald. Drummer indicated Kr. Terry should call on Ks. Summers, and No. Summers voted nay. Just as the Committee went into executive session, Ald. Washington arrived. The Committee reconvened into open session at 8:15 p.m. TEEN -BABY NURSERY PRESENTATION Ald. Wold introduced the staff of the Teen -Baby Nursery, indicating her pleasure at serving on the Teen -Baby Nursery Advisory committee. She introduced Mary Jane Chainski, Karen Zukow, and Jackie Foster. Ks. Chainski said she appreciated the opportunity to appear before the Township Committee. She introduced Jackie Foster and Karen Zukow. Ns. Zukow Is an employee of Community Coordinated Child Care (4C's). She gave some of the background and history of the Teen -Baby Nursery. She indicated there are currently 20 to 25 pregnancies per year in the day school at Evanston Township High School (ETHS); that 18 of the mothers had been identified as needing day care. In 1988 the Family Focus program ended and Helen McCarthy created an advisory group to pull together the prospect of an agency. There are five cooperating agencies including Family Focus, 4C's, ETHS, the City's Department of Health, A TOWNSHIP COMMITTEE Minutes of 2/27/90 ."Page 2 and the Infant Welfare Society. They saw the need to work together and developed the nursery. There are currently 15 babies in the nursery and number lb is expected shortly, so the nursery will be at its full complement. They have learned a number of interesting things. They have employed a social worker full time. There have been some successes; certain issues in which they have guessed right. They had no idea how difficult the babies would be. There are often many family players to deal with. The things they have been most successful with are case coordination. Case Coordination is difficult because each agency sees a different need of the family, but usually the mothers and babies can only deal with one particular issue at a time. The Advisory Committee has been a good mechanism. Ms. Chainski passed out handouts of the Fact Sheet, copies of the Interagency Agreement, the contract between the nursery and the mother, policies and procedures that have been developed for the nursery, and copies of the parent manual. Ald. Washington asked why the babies were difficult. Ms. Foster pointed out that many of the mothers don't have parenting skills. One of the mothers at the Teen -Baby Nursery is 14 years old. Many of the babies also have physical problems. - Ald. Wollin noted that she was impressed with the Family Focus UBP proposal on teen fathers and wanted to know how much involvement there was with the fathers. Ms. Zukow responded that there are currently two fathers working with the mothers and the nursery and said it was on the agenda of future items that staff should be working on. Most of their time with family issues over the first year of operation has been spent dealing with grandmothers; that there has been a much greater involvement than was originally anticipated. Ald. Wollin noted the agreement between the mother and the nursery and wanted to know how the mother was penalized if not living up to the agreement. Ms. Zukow responded basically they revise the agreement. Ms. Chainski said there was some punitive part to the agreement violation in that the grandparent must come with thte mother. Ald. Wold commented that she was impressed with the caregiver's willingness not to bend the rules of the program but to extend and adapt to circumstances. She also noted that the high school was proposing a potential new course in parenting skills that would be a credit course, and that the caregivers were, in her opinion. quite creative. Ms. Chainski gave credit to the high school saying they have worked well together and the high school staff have become more sensitive to the program as time has gone on. Ald. Wold commented that while the Committee could not take a formal vote. and she could not speak for the whole Committee, she did not anticipate that the request to the Township Budget for the Teen -Baby Nursery would be a problem. a, Ald. Wollin asked whether the nursery would be coming through the Unified Budget Process (UBP) in the next round, and Mr. Terry responded that the UBP Task Force would be asked to consider the issue of Teen -Baby Nursery's _ participation. DRAFT - NOT APPROVED minutes TOWNSHIP COMMITTEE February 27, 1990 7:00 P.H. PRESENT: Ald. Washington, Wollin, Wold, Drummer, Each, Feldman, Supervisor Edna Summovs STAFF Herbert Hill, Greg Pelini, Julian Coleman, Valerie Tatum, PRESENT: Robert Bannister, Stephen Engelman, Jay Terry PRESIDING: Ald. Drummer, Chair CALL TO ORDER The meeting was called to order at 7:07 p.m. Ald. Drummer asked the Cotr.raittee's pleasure regarding moving into an executive session. Ms. Summers asked what would the executive session be about. Ald. Drummer responded it would be for personnel matters and possible pending litigation. Ald. Wold moved that there be an executive session. Ald. Wollin seconded the motion. There was a roll call vote. Voting aye: Ald. Wold, Wollin, and Drummer. Ms. Summers noted, at this point, that Mr. Terry did not call her name in the roll call. Ald. Drummer indicated Mr. Terry should call on Ms. Summers, and Ms. Summers voted nay. Just as the Committee went into executive session, Ald. Washington arrived. The Committee reconvened into open session at 8:15 p.m. TEEII-BABY NURSERY PRESENTATION Ald. Wold introduced the staff of the Teen -Baby Nursery, indicating her pleasure at serving on the Teen -Baby Nursery Advisory committee. She introduced Mary Jane Chainski, Karen Zukow, and Jackie Foster. Ms. Chainski said she appreciated the opportunity to appear before the Township Committee. She introduced Jackie Foster and Karen Zukow. Ms. Zukow is an employee of Community Coordinated Child Care (4C's). She gave some of the background and history of the Teen -Baby Nursery. She indicated there are currently 20 to 25 pregnancies per year in the day school at Evanston Township High School (ETHS); that 18 of the mothers had been identified as needing day care. In 198E the Family Focus program ended and Helen McCarthy created an advisory group to pull together the prospect of an agency. There are five cooperating agencies including Family Focus, 4C's, ETHS, the City's Department of Health, TOWNSHIP COMMITTEE Minutes of 2/27/90 Page 3 TOWNSHIP ASSESSOR'S BUDGET Stephen Engleman, Township Assessor, indicated that he did not have a presentation; that he would like to answer question; however, he did want to point out two issues regarding his budget. His request of dollars for part-time aides reflected the 3,500 requests for information that he had received in the four weeks after the recent reassessments went out, which broke down to one out of six homes in Evanston and did not include those persons who might have gone to Skokie or the County Assessor's office downtown. He is expecting that when the first real estate bills go out in July, another wave of persons will come in. He believes he needs an extra person to handle the members of the public on a face-to-face basis, and he also felt it was beneficial for continuity sake that the same person who was providing the service for him before be hired to do it again. That person receives $7.00 an hour so the budgeted figure was $1,120. He also is requesting a summer aide for processing of the building permits. He felt that the filing had become very time consuming for his office and that this summer would involve a significant amount of computerization. He also pointed out the printing and duplicating and distribution budget, in which he felt his pamphlet on reassessment last year had been very successfully received. This year it was his intention to publish a pamphlet on "How To Read Your Tax Bill", In order to minimize the hysteria he expects when taxes do go up this pamphlet would be sent to all households. He believes it is important; that the public needs as much information as possible. Ald. Wold asked who determines the Assessor's salary. Mr. Engleman said it was done by the last City Council and he noted that he is not allowed to receive an increase by statute. Ald. Wold asked if he was sure his office would be able to operate under the budgeted allotments he was proposing. Ald. Wollin asked why there was no overhead in the figure. Mr. Engleman responded that he broke it out into more distinct categories. Ald. Wollin asked why there was no telephone _ charge. Mr. Engleman indicated he has never paid a telephone bill or a chargeback; that it must show up on someone else's budget. Ms. Summers noted that she has previously suggested that, in view of the fact that the General Assistance office does the Assessor's purchasing and bill administration, an alternative would be to give the Assessor the money directly and let him administer it. Mr. Engleman said he had no problem with that but he would need some technical assistance on how to set that operation �_ up. Ald. Wold felt she had no problem with it but was concerned that the appearance of impropriety, if Mr. Engleman was the only signer on the checks. Mr. Engleman noted that would be a good point. Also, he had no interest in setting up his own payroll operation and he was quite satisfied with the way the Township office handles his payroll. Ald. Wold noted also that Mr. Engleman probably would not, if he handled his own purchasing, then want to come before the Township Committee on a regular basis to seek approval of his purchases, Ald. Wollin asked some questions about the medical insurance payments. TOWNSHIP COMMITTEE Minutes of 2/27/90 Page 4 Ald. Wold moved to accept the Assessor's budget as submitted in his February 26, 1990 memo. This motion was unanimously approved. TOWNSHIP BUDGET Ms. Summers characterized the proposed budget as a caretaker budget. Mr. Bannister indicated that there was an effort made this year to consolidate budget categories and to provide more clarity. He noted that all salaries in the Township office were paid under one budget rather than scattered throughout the programs. He also noted that in neat year's budget there would be no Work Opportunity Supervisor; that position was being reclassified as a caseworker; there would also be no office manager, but rather a medical payment clerk. He noted that IMRF and FICA had been broken out differently this year. He tried to duplicate some of the budget format of the City of Evanston in which each department stands on its own; that office purchase and office equipment rental were new line items, and that the Research line item had been eliminated. Ald. Wollin asked about the $11,385 in merit costs, comparing it to the estimated current year expenditure which would not be that low. She asked about the size of the increase proposed for next year. The Committee had a discussion about the merit increases which had appeared on the bills list. Mr. Bannister said essentially the merit increases for next year reflect those persons who had been hired this year; that the vacancies in certain positions this year held down the number of merit increases that were given. Ald. Wold asked about the appearance, on page eight of the budget, of salary increases above and beyond the merit increase, particularly for the accounting clerk. Mr. Bannister responded that merit increases this year Increased the base salary for nest year for some of those positions. Ald. Wollin asked for an explanation of the contingency, as to why it was increased this year. Mr. Bannister indicated the expenditures were so high because of audits that the Committee had authorized and the clearing of the books of personnel costs. Ald. Wold asked that the budget update sheets that had been passed out be Included in one package and that the column for Actual Expenditures be updated. Ald. Wollin asked about the proposed increase in tuition reimbursement. Ms. Summers responded that the Committee has directed her to get more staff training. Ald. Wold asked if the tuition reimbursement policy of the Township was the same as the City, in which the Township pays for the least expensive available college course. Ald. Wollin asked if the• Township reimbursed at the State university level. Mr. Bannister asked for clarification. Ald. Wollin again asked whether the tuition reimbursement was for the course charge available at a State university. Mr. Bannister said no. Ald. Wold pointed out that is not what the policy says. Mr. Bannister TOWNSHIP COMMITTEE Minutes of 2/27/90 . . . Page 5 indicated that Kathy Hayes' tuition had been paid for Loyola. It was pointed out that Loyola is not a State university. Mr. Bannister expressed surprise that Loyola was not a State university. Hs. Summers indicated that this was not the first time staff or hers were attending Loyola, nor was it the first time she was not following the policy. Ald. Wold asked for the difference between Miscellaneous and Contingency. Mr. Coleman' said basically the Contingency account must be used when an expenditure exceeds the amount in its budgeted line item, whereas the Miscellaneous account is for those items purchased for which there is no identified budget line item. Ald. Wold indicated that the Committee had been told otherwise on previous occasions. The Committee then had an extensive discussion of contingency versus miscellaneous, and the proper placement of the expenditures for the audits. Mr. Bannister attempted to clarify by saying the Legal/Audit line item had paid for the Hill Taylor audit, whereas the FERS and Deloitte and Touche audits will come out of contingency. Valerie Tatum indicated that the cost of the audits are, in fact, broken out in two places: one in the Supervisor's budget and the other in the Town budget because the audit is, in fact, for both. Mr. Coleman said the audit is for both, that the G.A. and Town Funds split the cost of the audit. He noted it was the first time the budget was being done in the prior fiscal year and so estimating actual cost was difficult. Ms. Tatum indicated again that their actuals are estimates; that they are basically guessing. Ald. Weld noted that for Contingency line item 1517 on page eight, it shows no expenditures whereas the addendum shows expenditures of $39,000. Mr. Bannister indicated the actuals are real numbers. He felt that staff needed to go back and further define for the Committee Miscellaneous and Contingencies. Ald. Drummer indicated that the budget should be brought up to date with an ACTUAL column in which year-to-date figures would be as of January 31. Ald. Weld and Ald. Wollin also agreed that was what was needed for the next budget. Mr. Bannister indicated a revised budget would be available for the Friday packet. Ald. Wold asked that all of the updates be on one sheet or one packet. Ald. Wollin asked that there be some notation for those items in which the actual expenditures are over the budgeted line item. Ald. Wold asked that the new budget include the revised Assessor's budget which had been approved by the Committee that night. Mr. Bannister clarified the Committee's request and indicated that information would be forthcoming. The Committee unanimously moved to adjourn at 9:37 p.m. 4 J i 41i 70�Al Jay W. Terry DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE March 7, 1990 7:00 P.M. PRESENT: Aid. Washington, Wollin, Wold, Drummer, Esch, Feldman, Rainey, Lanyon, Supervisor Edna Summers STAFF Robert Bannister, Kathy Hayen, Andrew Love, Julian PRESENT: Coleman, Pat Coyne, Ida Fitzgerald, Valerie Tatum, Sherry Zhou, Carleton Pryor, Jay Terry PRESIDING: Aid. Drummer, Chair CALL TO ORDER The meeting was called to order at 7:10 p.m. Chairman Drummer informed the audience that they were certainly welcome to speak as part of the Township's budget hearing and there was a sign-up sheet posted. He stated the rules for speaking to the audience members. He invited the Township Supervisor to make an opening statement. Ms. Summers indicated the Township had been through a difficult year; some older staff had been replaced by a younger staff; some mistakes had been made; there had been three audits conducted of the Township. She noted that in the last audit by Deloitte and Touche, the Township had received $1,000 in refunds from providers for overpayments that had been made. She felt that all the recommendations were not necessarily appropriate. She was proud of the fact that portions of the Township reserve had gone to fund the FIT program. She highlighted a number of issues on the budget which had been passed out.. The percentage of the budget that went for salaries, the percentage of dollars for contingency. She also noted the $200,000 she had put in the budget for space planning, with the possibility of locating new office space for the Township. Aid. Drummer asked if anyone in the audience wished to speak. He noted there were no names on the list. No one wished to speak; however, one audience member indicated that the expectation was the meeting would start at 7:20 instead of 7:00 p.m., so Chairman Drummer indicated he would tali at 7:30 p.m. to see if people wanted to speak about the Township budget. MINUTES Mr. Bannister noted in the minutes of February 7, on the last line of page 10 of those minutes, the amount of $4,300 should be $4,230. TOWNSHIP COMMITTEE Minutes of 3/7/90 . . . Page 2 On page three of those minutes, Ald. Drummer offered clarification of his remarks about fraudulent I.D. cards. He wanted it made clear that he was talking about I.D. cards in general, not a Township I.D. card. Also on page three, Ald. Wollin provided clarification of her remarks concerning the steps necessary to get a Secretary of State I.D. card. The minutes of February 7, 1990 were unanimously approved. The minutes of February 27, on page three. Ald. cold asked that the second paragraph be continued with an addition to the sentence after "increased by statute with .... during his current term of office." With that addition, the minutes of February 19 and February 27 were approved unanimously approved. COMMUNICATIONS Fraud This communication was accepted without comment. Ms. Summers reminded the Committee and the audience that if anyone suspects fraud by a General Assistance client, they are to report it to the Township office as soon as possible so it can be investigated. Internal Control Report Implementation Memo This memo was accepted without comment. At this point in the meeting, Ms. Summers distributed four memos which were not part of the original agenda packet. She distributed a memo on the use of sick leave and other time; a memo discussing a Family Focus check; a memo concerning medical bills, and a memo concerning the hiring of staff. Memorandum on Breakdown of Payroll Payouts Ald. Rainey noted that this did not answer her question. She wanted a breakdown of those payouts by category of sick leave, vacation time, and overtime. Hs. Summers indicated that breakout would be provided. Ald. Rainey asked if the current status is that one person is on the 50/50 program at this time, and the answer was yes. Ald. Washington asked if that person was still at the bakery. Ms. Summers responded it was the same baker, but was a different individual. General Information Communication This communication was accepted without comment. Ald. Feldman indicated he had a question about the 50/50 program and asked about the average number of people over the course of a year. Ms. summers indicated it was only one person, that the Township was experiencing a difficult time getting companies to agree to participate in the program, particularly since the Township wants companies that TOWNSHIP COMMITTEE Minutes of 3/7/90 . . . Page 3 will provide real training. Ald. Feldman asked about the number of clients currently involved in employment activities and job search. Ida Fitzgerald responded about 80. Gerald Murphy of the Chamber of Commerce asked to address the Committee at this point. He indicated that he had received a copy of a communication Ms. Summers had sent to the school superintendents regarding the increase in the number of G.A. claimants who are males between the age of 18 and 21. He indicated that the Chamber of Commerce Executive Committee had met to discuss this issue and that they would be responding with a new program initiative and new types of program assistance. Ald. Wold asked if this communication was something the Committee had been received. Ms. Summers responded no, she just sent the letter to the school districts. Ms. Summers noted it was a national issue and she is very concerned about the impact on Evanston. That is a problem she would like to see more local initiatives trying to solve. MONTHLY BILLS LIST Mr. Bannister passed out an amendment to the bills list. Ald. Rainey asked some questions about the Assessor's expenditure for computers and software. Ald. Drummer noted that it had been in the budget last year that the Assessor would be buying this equipment. Ald. Rainey noted her concern about the lack of backup material regarding these purchases. She questioned whether the Assessor had, in fact, gone out for bid for this equipment. She wanted it noted that she wanted more information about this purchase. Ald. Drummer asked about the bills list entry showing office supplies from the City of Evanston. Mr. Bannister indicated that certain office supplies are purchased in bulk from the City. Ald. Drummer asked why there was a bill from Di Leonardi's law form when, at the last meeting, the Committee was told there would be no further bills from Di Leonardi. Mr. Bannister indicated it was a late bills for work done earlier. Ald. Vold asked if a bill had been received from the attorney who represented the Township at the previous meeting. Ms. Summers indicated that lawyer was not with Mr. Di Leonardi's firm. Ald. Rainey asked what was the hourly fee of the attorney who appeared last week. Ms. Summers indicated he had not submitted his bill yet. Ald. Rainey asked how someone could hire a lawyer without knowing how much he is going to charge. The Committee unanimously approved an amended bills list of $80,543.43. Ald. Drummer asked about the status of the 1990 medical bills, if any were going to be paid. Mr. Bannister indicated that most of the checks from the TOWNSHIP COMMITTEE Minutes of 3/7/90 page 4 Deloitte and Touche list had gone out; that a second set of approved bills had been received from Deloitte and Touche today, but some of the information on that list needed to be clarified. Regarding the January and February bills, the Township has contacted the Illinois Department of Public Aid (IDPA). He has received a copy of their procedures so that the bills can be packaged in an appropriate way to be sent out. Certain providers need to re -submit their bills on the appropriate forma. He noted that IDPA is promising a two week turnaround. It was his impression that IDPA does not do in -patient and out -patient, only physician and pharmacy bills. Aid. Wold asked regarding the memo submitted tonight about potentially using FERS for training; how long it would take for that to take place. Mr. Bannister indicated he had talked to Irwin Lyons yesterday, and that regarding the G.A.A.S. system; FERS wanted to do a diagnostic analysis of the system; that they would be conducting training for payroll and medical payments, and would take two to three days; the Township wanted to train three people at once. Mr. Bannister indicated that the Township had a good relationship with FERS; that the system has the capacity if the staff only get the training. Aid. Drummer asked if FERS would also cover the Deloitte and Touche recommendations. Mr. Bannister indicated the system was underutilized, and that ultimately the computer should be linked through a LAN network but that a diagnostic test of the system needed to be done first. Aid. Rainey asked if the consultants from FERS had talked to Deloitte and Touche. It was her belief that the diagnosis of the system has already been done, and a determination was made that it is a protected system. She noted that consultants are very costly and feels that in this case one will be duplicating the work of another; that part of the Deloitte and Touche contract was to look at the system. Aid. Drummer noted that the problem was still working with the current system. Aid. Wollin asked if Deloitte and Touche didn't say they would leave the software. Ms. Summers indicated they left something; however, they didn't breakout in -patient and out -patient. Mr. Bannister stated they did not leave the software; that he talked to Bill Shey of Deloitte and Touche today and that Mr. Shey indicated that Deloitte and Touche had submitted all they are to submit. Aid. Washington asked if FERS was going to use the existing software. Mr. Bannister responded they would use accounting software. Aid. Wold asked if they had a discussion with Deloitte and Touche also regarding a contract. It was her opinion that Deloitte and Touche was very knowledgeable of the bills situation and she felt it would be productive to talk to them. Ald. Rainey moved that Mr. Terry be designated to represent the Township Committee in expressing their concern to Deloitte and Touche; wanting to know if the relationship has terminated. If so, the Committee is upset with that; they would like Deloitte and Touche to continue with training and system analysis work; that if Deloitte and Touche feels an additional fee is necessary for that they should communicate that to the Committee. The motion was approved unanimously. TOWNSHIP COMMITTEE Minutes of 3/7/90 . . . Page 5 MONTHLY REPORT Ald. Rainey noted on page two of the Monthly Report the rent and personal totals; that if you divide the amount of money in those items by the number of clients and the average number of days for tho service, you come up with a client total that does not match the Caseload analysis. She went back to June and matched the Monthly Report and the Caseload Analysis and in every one of those months there was a correlation within an acceptable range except for January. There was a 52 case discrepancy. Mr. Bannister indicated that he got Ald. Rainey's request late this afternoon and didn't have time for the analysis; there_ m_ay be some_lag_time involving cliontsTgetting o_n board. Ald. Rainey pointed out that it is 52 cases. Ms. Summers responded she will investigate. Mr. Bannister noted that the person who inputted this data is no longer with the Township. Ms. Summers indicated she will analyze and get back to the Committee. Ald. Rainey wanted to know why that in proofreading this figure did not jump out at them; why didn't the Accountant, the Director or other staff catch this figure. Ms. Summers stated Township staff would get back to the Committee in writing. Ald. Feldman suggested that major discrepancies from normal totals should be asterisked with a little explanation from staff as to why those discrepancies. Ms. Summers again noted that the Township expects to come out under budget this year. Ald. Wollin noted that the Legal/Audit line item in the G.A. Fund is zero year-to-date and wanted to know when the cost of the audit will be allocated to that fund. Mr. Coleman indicated at the end of the year. An unidentified member of the audience stood up at this point and wanted to know what is the subject of the Executive Session the Committee was planning. Ald. Drummer responded personnel and pending litigation. MONTHLY CASELOAD ANALYSIS Ald. Washington asked about the person who was identified as having been removed from ADC. Ms. Summers indicated that she believes that is a client whose child was taken from them. Ald. Drummer noted that a list of schools had been provided. Mr. Bannister reminded that it was a question of Ald. Rainey of how much the Township was paying for tuition at these various trade schools and the answer was nothing, because either the PIC or PEEL grants are paying for it. PROPOSED TOWNSHIP BUDGET FOR FY1990-91 Mr. Bannister stated that the budget revision passed out this evening reflects changes that have been agreed to in previous Committee meetings and the year-to-date figure was the actual expenditures that have been identified. TOWNSHIP COMMITTEE Minutes of 317/90 Page 6 Ald. Wallin wanted to know why the caseload projection was based on 306 clients, seeing as how the Township has been averaging around 260 this year. Mr. Bannister responded that as the year goes on the number of clients goes up. Ald. Drummer responded every year your average is 260, Mr. Bannister indicated he feels safer with a higher estimate. Aid. Drummer asked what the average was this year. Aid. Rainey indicated it was 264 year-to-date, but in the summer months the client load is the lowest. Ms. Summers said it is lower in the summer months because more people got part -.time jobs. Ald. Wallin indicated she felt an estimate of 275 caseload projections would be reasonable. Aid. Wold indicated she understood the need for a cushion, but she felt 275 would be fine. Ald. Drummer asked if the Township has ever run over that amount before, and if so this year, what would happen. Ms. Summers indicated she cannot refuse any client who is eligible by law for assistance. Aid. Drummer indicated he agraed with the projection of 275 as a caseload. Ms. Summers informed the Committee State legislation had been passed about Township funding for emergency assistance; however the guidelines have not been written. Aid. Feldman asked the Committee on what basis 275 is a reasonable caseload. The Supervisor wants 306. The current average is 264. He noted that the Township has never come near the figure of 275. He suggested that the Committee lower the figure and that if the Supervisor runs over, she can come back to the Committee and get more money. Ms. Summers questioned the process by which this would be done. Aid. Drummer felt that 275 was a reasonable figure. He did not agree with budgeting for 264. Aid. Feldman stated that Township never hits that client load and yet people are still expected to come up with the money in their tax levy to meet that client load. Aid. Drummer reminded the audience and the Committee that this discussion had nothing to do with the grant level, and saw no reason to tamper with the grant level. Aid. Rainey felt she agreed with the 275 figure; however, she understood Aid. Feldman's concern. Aid. Wallin moved that 275 be a caseload as a budget projection. The five Aldermen voted in favor with Ms. Susr.:ners registering her objection. Ald. Wold asked given that 275 would be the caseload projection, how much Impact would there be on the other figures. Aid. Feldman asked that with a cut in the caseload that significant, could there be an accompanying reduction in personnel. Ms. Summers responded no. Aid. Rainey noted there was an opportunity before the Committee in view of the fact that there were three vacancies in the Township that if the Committee was interested they could eliminate one, two or three of those vacancies as a budget item. Ms. Summers requested that the Township be allowed to work through the lower caseload projection numbers first. Ald. Rainey again asked shouldn't we discuss not hiring some of these people. Aid. Drummer felt that the Supervisor had a good understanding of what she needed at a staffing level. Ms. Summers noted that when staff is cut things fall through the cracks and mistakes are made. Aid. Wold asked that first on the agenda for the next meeting would be Ms. Summers' analysis of whether or not staff reductions could be made. TOWNSHIP COMMITTEE Minutes of 3/7/90 Page 7 Jerry Summers stood up in the audience and asked what happens if the client load goes up beyond 275. He noted that when the Supervisor was first elected, the caseload was 350 and is now down to 264; that tho Supervisor was a good caretaker of the taxpayer's dollars. He felt that she should be given the appropriate dollar amount. He reminded the Committee that if staff is cut, there is pressure on the existing staff and that there had been pressure on the Supervisor. Ms. Summers indicated that when client load goes up the Township office must pay one way or another. She also reminded the Committee that one way caseload doesn't go up is if enough caseworkers are there to stay on top of these cases. Mr. Bannister noted that they are currently reviewing applications for the three vacancies. Ald. Feldman asked how many caseworkers on average ovor the last three year the Township has had, and handling how many cases. Ms. Summers stated an answer would be forthcoming. Ald. Lanyon noted that IDPA has guidelines for caseload and that the Township staffing level is appropriate for the caseload per IDPA standards except possibly the supervising caseworker isn't required. Ms. Summers indicated that if the Committee wanted, a lot of cuts could be made; there could be no services - "is that what you want, no vocational programs? We want clients to be self sufficient. All public aid does is send out a check. Is the Township going to be penalized for not spending all of their money every year." Ald. Drummer reminded the Township Supervisor that the City Manager's budget undergoes scrutiny every year. Ms. Summers reminded the Committee that intake at the Township never stops. Mrs. Hoff in the audience stood up and said if you drop from 306 to 275 you might save $9,000. Regarding personnel in the City, the City has lost 7,000 people in population, but City staff has grown. Ald. Drummer indicated that personnel would be an agenda item next time. Ald. Rainey noted to Ms. Summers that if Iownship staff had been saving money every year one way of noting that would be to see a reduction in the tax levy. However, she noted the 85, 86, 87, and 88 tax levies have all been the same. Ms. Summers recommended Ald. Rainey read her tax bill. The Committee took a short break at this point, and reconvened at 8:50 p.m. Ald. cold asked that on page two of the budget under the Community Action Program the first version of the budget was $460,000 and is now $499,000. Mr. Bannister indicated the extra $39,000 was for the City's Emergency Assistance Program. Ald. Wold asked for the difference to be explained again between Budgeted Reserve and Contingency. Mr. Coleman responded the reserve is a cushion for cash flow and contingency is for those those occasions where the line item budgeted amount is exceeded by expenditures. TOWNSHIP COMMITTEE Minutes of 3/7/90 Page 8 Ald. Wold asked for some description of the Overhead items in G.A. Ms. Summers noted that one of the addenda to the budget itemized those things they wished to purchase. Ald. Wollin asked assuming there was going to be a policy to eliminate excessive coverages and to streamline payments for medical, why an additional amount of money was budgeted for that amount. Mr. Bannister indicated that certain things had not been broken out previously. Ald. Wollin still felt there was no reason for an increase in dollars. Mr. Terry noted that the additional set of bills received from Deloitte and Touche included a recommendation for an additional $19.000 to be spent. Ald. Washington asked about the intention to decrease Detox as listed on page 14. Mr. Bannister said they are going to take a much more aggressive posture. They are exploring options to the Chapman Center. They would like to explore state payment for detox services. They are working on a policy on the number of detox in -patient visits that a client would be eligible. Ald. Rainey asked if they knew the number of alcoholics and substance abusers on G.A. Mr. Bannister said he is working with Mr. Terry's staff to investigate that issue. Ald. Feldman asked whether there was any place in the budget he could determine whether there was an increase in the levy in either the G.A. Fund or the Town Fund. Mr. Coleman indicated the levy would stay the same. Ald. Wollin noted that the percentage column could be misleading; sometime there are actual increases when the column reflects none. Mr. Bannister said we will correct that. Ald. Rainey asked about page nine, the Administrative Overhead figure. She noted that for staff travel and mileage this year the budgeted figure was $600 and only $60.80 was expended, therefore, why was the budget recommendation for next year $400. Mr. Bannister and the Committee then began a discussion of staff travel. Ald. Rainey asked what was the payment per mile and the answer was 240. She noted that even if you budgeted $200 you are assuming a tripling of current staff activity. Ald. Wold suggested that line be taken down to $200; that you still have $400 in staff travel in other areas. Ald. Rainey asked about the decrease in office equipment maintenance. Mr. Bannister indicated that was to spread costs out among other programs. Ald. Rainey asked about the $20,500 for office equipment purchases. She indicated she is not prepared to support those purchases. She will support an expenditure to link the existing computer equipment. Ald. Wold asked that the Township staff prioritize the purchases in that line item. Ms. Summers indicated the highest priority was intake. Ald. Feldman asked about the amount of travel that staff undertakes. He asked if keeping on top of clients was the only reason caseworkers travel. Ms. Summers indicated no, there were other activities such as attending meetings outside Evanston. Ald. Feldman noted the small number of home visits which TOWNSHIP COMMITTEE Minutes of 3/7/90 Page 9 were made in February per the list which which was distributed. Hs. Summers indicated that sometimes more visits were made as her clients were mobile. She noted that sometimes there are more intakes than other times. It was, noted by Township staff that the mileage is so minimal on a monthly basis there mileage reimbursement is often saved and submitted at one time whon it is a larger number. Ald. Feldman indicated he was not concerned with miles, he was concerned about the number of caseworker home visits. Ald. Drummer noted that on check day there are noted on the checks that certain clients are supposed to meet with certain caseworkers. Ald. Rainey suggested to the Committee that Committee members might want to spend a day with a caseworker for Township G.A. Ald. Drummer felt it was a good idea. Mr. Bannister reminded the Committee of the long standing invitation that they come into the Township office on check day. Ald. Wallin asked if Ald. weld's request to have the equipment purchases prioritized would be done. Ald. Drummer responded yes. Ald. Rainey asked about Printing and Duplicating on page nine; recently a considerable amount of money was spent on medical bills. She wanted to know why $6,500 was budgeted again this year; that was a lot of outside work. Ns. Summers indicated that the machine is old, and that there experience was they needed a lot of outside work. Mr. Bannister noted that they have a proposal to lease or buy a new machine. Ald. Drummer stated that if you have a line item for machine. then don't put a line item in for outside printing and duplicating. Ald. Rainey reminded Township staff that they should obtain bids for any purchase over $5,000, Hs. Summers indicated they had two bids already, and they needed one more. Ald. Rainey asked about the 'line item for Worker's Compensation. She wanted to know why the budgeted figure this year is so high. She wanted a written explanation as to why that changed. She wanted to know why there was no expenditure shown in Work Opportunity Worker's Comp. She wanted to know the extent of the Worker's Compensation budgeted item; how much was bills for clients and how much was for employees. Ald. Rainey asked about the Legal/Audit line item. She wanted to know what was included in that. Mr. Bannister indicated it was to Hill Taylor for their audit. Mr. Coleman indicated also some legal fees for the lawsuit that is in place against the Township which is split between the G.A. Fund and the Town Fund. Ald. Rainey asked why Miscellaneous had a $1,500 budget, with expenditures of $3,467.76, and asked what were those expenditures. Mr. Bannister answers to those questions would be forthcoming. Ald. Rainey asked what the proposed expenditures for Professional Services were. Mr. Bannister indicated for training of staff, computer training, and - consulting. Ald. Rainey indicated she wanted a justification for the larger amount of budget in that line item. TOWNSHIP COMMITTEE Minutes of 3/7/90 . . . Page 10 Aid. Wollin asked for an explanation of all G.A.A.S. system expenditures. Mr. Bannister indicated that some of the budgeted line items that related to that were for the proposal he had mentioned earlier having FERS work with that system. Ald. Wollin indicated those figures should be revised. Ald. Rainey asked about the line item on page ten. Advertising, for $3,000. Mr. Bannister indicated it was for legal notices, and the Township newsletter, and some items for the Asnossor. Aid. Rainey moved to eliminate the $3,000 in advertising, but amended the amount to $2,000 to cover all the required ads. She noted you can't do a newsletter and ads for $3,000. Mr. Bannister indicated it was impossible to identify the current year's costs. It could not be broken out, and that is why he wanted to change line items this year. Aid. Rainey again stated you can not to a newsletter for $1,000. Aid. Wold suggested that the Township get a page in the City Newsletter for Township business. Aid. Rainey's motion to reduce the line item to $2,000 was approved unanimously. Ald. Rainey asked about Seminars and Conferences on page 10; why the funding was the same. Mr. Bannister indicated $4,000 was needed for any training that might be identified, such as sending the medical clerk to certain conferences. Aid. Rainey stated she did not favor sending the medical clerk to conferences. She felt there was $31,000 in training already; that any money in Seminars and Conferences was frivolous. Ms. Summers disagreed. Aid. Wold moved that the figure be reduced to $3,000, Aid. Wollin noted there are so many training resources in Chicago that it is not necessary for extended travel. Aid. Washington asked if this was for the caseworkers. Ms. summers responded no, it is for all workers. Aid. Wold noted that Seminars and Conferences line item had been budgeted in other programs as well. There was a call for a roll call vote on Ald. Wold's motion to reduce the Seminars and Conferences line item to $3,000. Voting aye were Drummer, Washington, Wold, Rainey and Wollin. Voting nay was Ms. Summers. Ald. Rainey asked about Liability Insurance on page ten. The budget was for $400 and why a $100 increase this year. Mr. Bannister indicated he wanted to evaluate the office package now. Valerie Tatum clarified that it was car insurance. Ms. Summers noted that they would be picking up the extra expense of liability when they had a full complement of staff. Aid. Rainey asked about the Equipment Rental for $5,000. Mr. Bannister responded the copier, postage meter, and another machine. Aid. Rainey asked about the Contingency budgeted item. She noted that there were no expenditures this year. She moved to reduce that amount to $500. Aid. Wollin noted that there were contingency line items for most of the programs. Ms. Summers noted that on page 1, contingencies made up .6% of the budget for the G.A. Fund and 2.5% of the Town Fund. Ald. Wollin asked for a comparison with last year's figures. Ald. Rainey asked if the money is not spent why is it being levied. Aid. Drummer indicated he was against any reduction to $500. The Committee took a voice vote on the motion to reduce the Contingency line item to $500. The results were inconclusive. At this TOWNSHIP COMMITTEE Minutes of 3/7/90 . . . Page 11 point. Ald. Rainey asked that the motion be held over and that Corporation Counsel Herbert Hill be directed to submit a legal opinion to the Committee regarding the right of the Township Supervisor to vote on these matters. The Committee moved to go into executive session at 9:58 p.m. The Committee reconvened into open session at 10:40 p.m. The Committee established that another budget hearing Would be held on the same night as the Town Meeting on April 11, 1990. The budget hearing would be scheduled for 9:00 p.m.; that the budget would be introduced to the City Council at the meeting of March 26. The Committee voted unanimously to adjourn at 10:45 p.m. Jay W. Terry PRESENT: STAFF PRESENT: OTHERS PRESENT: PRESIDING: CALL TO ORDER DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE March 14, 1990 7:30 P.H. Ald. Wollin, Wold, Drummer, Rainey, Supervisor Edna Summers Robert Bannister, Kathy Hayes, Pat Coyne, Vincent Adamus, Valerie Tatum Frank Kiney, Walter Oleksy, and Bernie Schmidt of the Evanston Association of Taxpayers Ald. Drummer, Chair The meeting was called to order at 7:40 p.m MINUTES The minutes of the meeting of March 7, 1990 were not available for review, and will be included in the next agenda packet. COMMUNICATIONS There were a number of communications which were distributed at the meeting by Township staff. This included the January Monthly Report, the Township Budget Contingency Comparison, Office Equipment Purchases Priority, and Professional Services Priority. Also received was a list of medical payments recommended by Deloitte and Touche - Second Billing Compilation, to be forwarded to City Council for approval of payment. Ald. Drummer stated he felt these memos should be treated as communications items to be studied later. Ald. Wollin felt that the Bills List Should be studied at some future time, and should be put on the agenda for the next Township Committee meeting. There was discussion as to whether or not these Township bills could be put on the Bills List for the March 26 City Council meeting, Mr. Bannister stated his opinion that he wished to get the bills approved by the Committee tonight so they could be approved for payment on the 26th. Ald. Drummer felt that it would be beneficial to get these out of the way as they are 1989 bills. Ald. Wold felt that since the bills were just received by the Committee that it would be best to wait and review them at their convenience. JANUARY MONTHLY REPORT The Committee then began a discussion concerning the January Monthly Report, TOWNSHIP COMMITTEE Minutes of 3/14/90 Page 2 which addressed Ald. Rainey's previous inquiry regarding a $94,988.74 amount for G.A. grants. The discrepancy was found to occur because the computer system had shown a bill of $151.65 as $15,165. Mr. Bannister explained that this was a software error. He noted that removing the $15,165 from the report left a total of $79,823.74 for the G.A. grants; this being more consistent with past monthly grant expenditures. Mr. Bannister stated he was concerned that the software was not functioning correctly. There was to have been a $500 limit safeguard put on the software so that no amounts could be entered greater than $500. Mr. Bannister requested that the Committee approve that a computor specialist come in and check the software program. Ald. Wold felt that this should wait since the entire computer system, including software, would be reassessed in the near future, and this should be part of that whole program. Ms. Summers responded that the medical and G.A.A.S. software system will soon be replaced. Mr. Bannister agreed with the theory that all of the system should be checked and replaced at one time; however, he noted his reservation that on the 16th the Township will be cutting checks. He was concerned that any current problems may manifest themselves when the checks are given out on the 16th. Ald. Wollin noted that this type of large error is something that someone should catch in the office. Mr. Bannister responded that yes, this is something that should be noticed; however the $15,000 mistake mentioned previously was the fault of a former staff member who left the Township just after the last printout. Ald. Drummer questioned whether the Township checks say anything to the effect of "this check not negotiable greater than x amount." Mr. Bannister replied no they don't. Ald. Drummer suggested this as a future idea. Ald. Vold requested that the Township proceed with all due speed to solicit proposals concerning the computer work. She questioned whether or not this particular item was a G.A. grant or a rental expense. Ms. Summers stated this was both; a G.A. grant for rental expenses. TOWNSHIP 1990-91 BUDGET Ald. Drummer noted that at the last meeting the Committee had conducted its line item review of the Township budget up to page ten. There were no Township comments at this time, so the line item review continued. Ald. Wold questioned that since the projected caseload had been reduced for next year's budget, wouldn't that impact on various line items in the budget. Ms. Summers responded that yes this would impact on most of the budget. Ald. Wold then questioned when the Township Committee would see the differences on the budget they are reviewing. The Committee and Township staff then agreed that the budget would not be reprinted showing the new numbers until the Committee had finished going through the whole budget. Mr. Bannister noted that the Committee had left off previously on a vote for Contingency Expenditures in the Administrative Overhead portion of the General TOWNSHIP COMMITTEE Minutes of 3/14/90 . . . Page 3 Assistance Fund. The Committee had a split vote on Ald. Rainey's motion to decrease the amount in the Contingency from $3,000 to $500. At that time a legal opinion had been requested concerning Supervisor Summers' eligibility to vote on items concerning the Township budget. Ald. Drummer, reviewing the memo dated ]Earth 13th from Herbert Hill, First Assistant Corporation Council, noted that; a) the Township Supervisor is not statutorily nor an appointed member of the Township Committee; b) the Supervisor has no authority to vote on matters before the Committee; and c) tho Committee may exclude the Supervisor from its Executive Sessions. Hs. Summers noted that she will abide by the legal opinion for tonight's meeting, but will, however, submit Mr. Hill's opinion to legal. counsel. Ald. Drummer agreed with this plan. Ald. Wollin then motion to reduce the Administrative Overhead Contingency to $750. She stated that this has been accepted by Ald. Rainey. This motion was seconded by Ald. cold. Ald. Drummer noted that, given the small amount of the Contingency, would it be able to cover the larger amounts shown in the Administrative Overhead budget. Ald. Wold noted that, if it is not enough during the year, they Township Supervisor can come back to the Committee and transfer contingencies from other areas of the Township budget. Ald. Drummer noted that overall, there is $72.400 in contingency accounts throughout the Township's budget. This is per the March 14th memo from Ms. Summers. This motion passed was passed 3-0 to lower the Contingency amount to $750. The Committee then began a discussion of the General Assistance Grants and Rental Expense under the General Assistance Fund. Ald. Wald questioned whether or not the rental expense per individual ever exceeds $130 per month. Ms. Summers stated no, but that sometimes on the bills list a figure greater than $130 may be shown, due to the payment of a sum for a greater time period than a month. Ald. Wollin noted that, given the new caseload of 275 cases per year, times $130 per month per case, times 12 months, the new rental expense figuro would be $429,000. Mr. Bannister felt that the Township would want more money than necessary as a cushion. Ald. Drummer stated there is actually a cushion of $17,160 because there is Jess than 275 cases, i.e., 264 cases were estimated for the next budget year. Lf the Committee then agreed to cease review of the General Assistance grants portion of the G.A. Fund until new figures were produced which will take into account the lower figure for estimated cases. At this time, Ald. Rainey entered the meeting. Mr. Bannister noted that five new lines had been added to the Work Opportunity (WOP) - Clerical Training section in order to make each account stand on its own. In other words, each account now showed expenditures that were previously budgeted for only in the Administrative Overhead account. Concerning the line item Office Equipment Purchases, Hs. Summers stated that the six typewriter stands that are being bought are old equipment from Family Focus and were not suitable to the students of the WOP-Clerical Training TOWNSHIP COMMITTEE Minutes of 3/14/90 . . . Page 4 program. Ms. Coyne stated that the six typewriter stands are actually old grade school desks and not suitable for anybody doing typing. Ald. Wold questioned under which account were the salaries shown for the WOP Clerical Training employees. Mr. Bannister noted that on page nine, the WOP Counselor and the Job Developer wore shown under the account Salaries. Ald. Wollin noted that under the line item Textbooks/Manuals the cost had gone down. She questioned whether this meant that some of the manuals wore reusable. Ms. Coyne stated yes, that the only manual which was not reusable was a manual on filing; the other manuals were a one time cost and reusable. In response to Committee questions, Ms. Coyne stated that six students were currently enrolled in Clerical Training. This was a sir weeks program and lasts from 8:30 a.m. to 12:00 noon each weekday. Ms. Coyne noted there wan an open enrollment for the Clerical Training Program, and that G.A. people can apply for this program. The Committee also questioned the success and completion for the Clerical Training Program. Ms. Coyne stated that one girl had dropped out because she missed appointments, and another had dropped out for unknown reasons. Aside from that, the students had been completing the training program. Equipment in the program included two computers, six typewriters, and cash registers so that students could get training in typewriting, clerical skills, and also skills such as word processing. The Committee questioned Ms. Coyne concerning the job offers of her students. Ms. Coyne stated that she does not follow up for jobs, and that this was taken care of by the Job Developer. Ald. Drummer asked Ms. Coyne whether or not she could identify anything that she could use to enhance her job. Ms. Coyne stated she has the equipment, but since the Committee asked, she could use a moveable chalkboard as the one she Is using now is too small and not mobile as she preferred. In response to questions from the Committee, Ms. Coyne noted that there is an average of five students per session, and that there are three training sessions per year. In response to Co=ittee questions, Ms. Summers stated that the Township used to send clients to private commercial training, but had little success keeping the participants enrolled in the program. The dropout rate had been very high. However, going to the WOP Clerical Training program, the dropout rate was very low, partly due to the broad range of support given by Ms. Coyne outside of a strictly training function. Ald. Drummer questioned whether a volunteer could make application to the training program. Ms. Summers stated the volunteer would be tested first, probably by Ms. Coyne, then considered. Mr. Bannister noted that there were line items in the category of WOP Program Services Account, which had been previously budgeted under general headings, as well. Ald. Drummer questioned the Worker's Compensation line item, and mentioned that the Committee had asked some questions about this previously. Mr. Bannister noted that he will send a memo to the Committee explaining the changes in Worker's Comp. Ald. Drummer also questioned the Travel/Mileage Account, noting that the Committee had also made some changes there. Mr. Bannister responded that it was in the Administrative Overhead account that TOWNSHIP COMMITTEE Minutes of 3/14/90 . . . Page 5 the Committee had previously changed the staff Travel and Mileage line item from $400 down to $200. At this time, Ald. Rainey requested an explanation of what exactly the WOP-Program Services account really was. Mr. Bannister responded that the Program Services is a program that places clients on work sites in the 50/50 program and conducts job training programs to help clients seek employment, and to brush up on employment skills. Program Services also follow up at the work site to check and make sure the client is receiving gainful employment. Mr. Bannister also noted that the G.A. clients are made up of two categories of; 1) the working clients; and 2) the medically on hold clients. The WOP Program Services account services those who are able to work. Ald. Rainey questioned the Worker's Comp. increase. She also questioned how Worker's Comp was paid for in this program previously, and how much. Mr. Bannister stated there would be a memo forthcoming on how much was spent in 1989-90. Ms. Summers noted that everyone in the program was covered by Worker's Comp, even those being trained. Ald. Rainey then questioned why there was no Worker's Comp. line item under the Clerical Training account. Ms. Summers stated that it is still under the WOP-Program Services account. Ald. Rainey stated she would like to hold off agreement concerning Worker's Comp. line item expenditures until she received an explanation of the current expenditures. In response to a question from Ald. Wold, Mr. Bannister stated that the WOP Counselor and the Job Developer are employed both in the Clerical Training and the Program Services accounts of the WOP program, but that he did not have a breakdown of time spent in each account. Concerning the Client Education line item, Ald. Wollin asked how many were in the Job Club. Mr. Bannister stated there were 16 people in the club. Mr. Bannister noted that Client Education covers the transportation costs for these people when they go to outside services for training. Ms. Summers noted that, for example, a warehouse training class coming up where the participants would need transportation to get to the classes. Ald. Wollin questioned why there was shown a zero expenditure for this year, even though there had been classes. Ms. Summers noted that all of the participants of the classes had received grants of some form. either PIC or Pell grants. Ald. Wollin questioned the reasonableness of the $4,000 projected expenditure, given that no money at all was spent this year. Ms. Summers noted that $5.000 had been spent the year before. Ald. Rainey questioned the projected cost for each class. She noted that there is a $1,200 contingency in this account. In the Contingency Account there was no history of 1989-90 expenditures either. Ald. Rainey questioned whether the Committee could justify any expenditures in either the client education or Contingency Accounts based on past expenditure history. Ald. Drummer questioned how many clients had taken courses in the past. Ms. Summers noted that there was 12 and that the Township needed to charter a bus to bring the participants to the class. In response to Committee questions, TOWNSHIP COMMITTEE Minutes of 3/14/90 . . . Page 6 Hs. Summers noted that the money was necessary for the clients. Classes are often five day a week classes and last up to eight weeks. Ald. Rainey stated that she wished to know the projected number of days in school, the number of people projected to go to school, and, therefore, the total cost to be spent on transportation. Ms. Summers responded that she will provide that information as soon as it is confirmed by the college that is offering the class. Ald. Drummer noted that we should go with a projection of eight weeks, and go from there. Ald. Rainey also noted that there Is an excess of approximately $6,000 in the Lunch/Transportation category for 1989-90. This represents unspent money under that which was budgeted. Ald. Rainey requested an explanation of this. Ms. Summers noted that the numbers for neat year's budget will be reduced due to the client caseload projection being reduced. Ald. Wold noted that projecting the ten month actual figure of $14,295 into a yearly figure, the figure for the year would be $17,154. Therefore, the $20,000 requested next year would not be necessary. This assumed a cost of $4.00 per day for lunch and transportation to each individual. Ald. Wold moved to reduce the line item expenditure from $20,000 to $17,000, with Ald. Wollin seconding the motion. Ald. Rainey noted that this figure would allow for approximately 17 clients at $4.00 per day, times 21 days per month, times 12 months per year. Ald. Drummer noted that this is a very effective program as far as getting people to a job, and voiced his concerns about cutting the money for the program. Ald. Rainey noted that the 17 clients per day figure is very good given 264 total clients. Ald. Weld's motion was passed unanimously 4 - 0. Concerning the Office Supplies line item in the Program Services account, Ms. Summers noted that previous expenditures had been budgeted for in the Administrative Overhead account. Ald. Rainey questioned the accuracy of determining expenditures with no prior history. She noted that last year the Committee and Council had approved an amount for office supplies in the Program Services account, but that none of that amount was spent. Hs. Summers noted that she could go back and find the record if the Committee desired. _ She stated that the Township must have still taken office supplies out of Administrative Overhead rather than the Program Services account, where it had been budgeted. Concerning the Office Equipment Maintenance line item, Mr. Bannister noted that yes, the maintenance did relate to the purchases of office equipment. The equipment shown under Program Services was listed as item number three in the March 14th memo concerning Purchases Priorities. Mr. Bannister noted that the two additional computers listed on page 24 of the budget are extra and are not included in the costs shown here. Ald. Rainey questioned how the computer will track a WOP client. Mr. Bannister stated that lists of employers would be tracked and that project training history would be shown. Mr. Bannister felt that it was necessary for each division under the Township to have its own computer. WOP, for example. has had some problems with accountability in the past, and needed its own computer. Aid. Wold felt that computers can work on many things at various things, and that computers don't need to be bought for specialized uses. She felt that she would have problems with acquiring even one computer for the Township much less the two requested for 1990-91. TOWNSHIP COMMITTEE Minutes of 3/14/90 Page 7 Ald. Wald questioned the amount of money in the line item for Equipment Purchases, noting that on numbers three and four of the March 14 Office Equipment Purchases Priority memo to the Committee, half of the costa were $3,500, not $3,100 as shown on the line item budget sheet. This $3,500 was the cost for one computer and one printer. Mr. Bannister noted that thin was an error on the line item sheet and that it should be corrected to $3,500, Walter Oleksy, a member of the Evanston Taxpayers Association, noted that the Association members will be appearing at various meetings of taxing bodlos in the futuro. Mr. Oleksy had some comments concerning his agreement with Ald. Wold, that computers could be shared by various personnel and need not be bought for everybody. He also felt that often a computer is not necessary, and that manual tasks may be performed as well as a computer in some aroas. Noting on page 22 of the Township budget. Mr. Oleksy felt that no more than $500 was necessary for a filing cabinet. The one listed on page 22 was being budgeted at $685. Mr. Oleksy noted emphatically that the Association of Taxpayers was not opposed to programs such as those being discussed tonight, and that these programs were indeed of benefit to the City. However, it was felt that the citizens could work together constructively with City and other taxing body officials and cut down on certain areas or spending. At this time the Committee took a five minute break. The Committee discussed future meetings, noting that the Township budget would be introduced to the City Council on the 26th of March and, hopefully, passed at the Annual Town Meeting on April llth. Mr. Bannister was requested to get the bills list to the Committee as early as possible in the future. The Committee agreed to meeting on the 22nd of March at 6:30 to 7:30 to discuss only the medical bills which were presented at tonight's meeting. The presence of Deloitte and Touche is not necessary at that meeting. Discussing the budget once again, Ald. Drummer noted that the comments of Mr. Oleksy should be taken into account concerning the Township budget. Mr. Bannister noted that the Township will look into as many places to buy as possible. Ald. Drummer questioned the timeline for the computer assessment process, noting that the Committee can not make a determination of needs without the assessment. Mr. Bannister noted that the Township could do it now. Mr. Bannister also questioned whether the proposal should include equipment costs. Ald. Wold noted that any RFP should include a request for a needs assessment, software, and training, and that the RFP would be sent to Deloitte and Touche and FERS, as well as other companies. Ald. Rainey stated that the RFP should be sent only to Deloitte and Touche and FERS, as they have a special knowledge of the circumstances at the Township and a relationship already exists between members of those two firms and the Township. Ald. Wold moved to instruct the Supervisor and Township staff to put together a proposal for an RFP which will include training costs, plans on what to do with existing and new software and hardware, and a general needs assessment. This motion was seconded by Ald. Wollin. The Committee voted unanimously to TOWNSHIP COMMITTEE Minutes of 3/14/90 . . . Page 8 approve this motion. The Committee requested Township staff to have the RFPs ready for the April 4th meeting of the Committee. Concerning the Postage line item in the WOP Program Services account, Mr. Bannister notod that this was also a new line item for next fiscal year. Aid. Rainey noted that she sons personal contact as a chief selling point in this program, and that postage costs for this should not be very high. She folt that a $500 appropriation for this seemed excessive. Aid. Wold moved that the postage level be dropped to $400, and that the extra $100 be added to the Travel and Mileage line item under the Program Services account. This motion was not seconded. After a brief discussion, Aid. Wold motioned that the postage account be dropped to $300. This motion was seconded by Aid. Wollin, and approved unanimously by the Committee. Aid. Wald moved that the staff Travel account be raised from $200 to $300. This motion was seconded by Aid. Wallin, and the Committee voted unanimously to approve this motion. Concerning the line item Dues and Subscriptions, Aid. Rainey questioned how the Township separated the costs for this particular program. Ms. Summers noted that the Dues and Subscriptions expenditures had been previously budgeted under the Overhead account. Ald. Rainey noted that $4.500 in total was to be expended next year for Dues and Subscriptions. This is an increase from last year's total of $4,000. Aid. Wollin moved that the Dues and Subscriptions line item in the Program Services account be lowered from $500 down to $250. This motion was seconded by Aid. Rainey, and the Committee voted unanimously to approve this. Concerning the Seminars and Conferences line item, the Committee noted that $4,000 had been allocated in 1989-90 and only $1,600 had been spent, and now the Township wants $4.000 again. Aid. Rainey noted that even giving $3,000 to the Township next year is doubling the actual expenditures for this year. While this may not be a smart way to budget it, it is a friendly gesture towards the Township. Aid. Mold moved that the Seminars and Conferences account under Program Services be reduced from $1,000 to $700. Mr. Bannister felt that $800 might be a better number; that way dividing the figure evenly allows $400 for each staff person in the program. Ald. Rainey noted that the people are not budgeted full-time in the Program Services account, and that they should not, therefore, have all of their seminars and conferences budgeted in the Program Services account. Aid. Wollin seconded Ald. Wold`s motion. The Committee voted 3 - i for the motion with Ald. Rainey voting nay. Moving to the Contingency line item of the Program Services account, Aid. Rainey moved that the expenditures proposed be decreased from $1,200 to $500. This motion was seconded by Aid. Wold. The Committee voted 3 - 1 to approve this motion with Aid. Drummer voting nay. Aid. Wold noted that the Assessor's budget had been previously approved, but was not shown on the budget as it is currently printed. A supplementary sheet had been passed around to Committee members by Township staff. Mr. Bannister TOWNSHIP COMMITTEE Minutes of 3/14/90 . . . Page 9 noted that the Township will change the Assessor expenditures to reflect Committee changes. The Committee then discussed the necessity of passing the budget on April 11, noting that June 1 was the statutory deadline for passing the budget. All the Committed members agreed, however, that April 11 was a better date to shoot for, and ghat early passage of the budget would be beneficial. The Committee decided thnt, even though the complete Township had not been reviewed by the Committee, the budget with the current changes would be introduced to the City Council on lurch 26th. Included with the submission would be a cover memo explaining the status of the review process for the Council members. The next scheduled meeting of the Township Committee will be March 22, 1990 at 6:30 p.m. Items to be discussed will be the Township medical bills. scent Adamus `" DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE March 22, 1990 6:30 P.M. PRESENT: Ald. Drummer, Rainey, Wold, Wollin ABSENT: Ald. Washington OFFICIALS Supervisor Edna Summers, Robert Bannister, Jay W. Terry & STAFF: PRESIDING: Ald. Drummer CALL TO ORDER The meeting was called to order at 6:30 p.m. Aid. Drummer informed the Committee that the sole agenda item for this meeting was to consider the second batch of payment recommendations which had been received from Deloitte and Touche. Ald. Drummer asked Mr. Bannister to explain the packet materials. Mr. Bannister indicated that the bills recommendation was provided in terms of a summary; also a breakout by provider; a breakout by client, and a separate listing of all the pharmacy charges. Ald. Dru=er suggested that the Committee go through the breakout by client to see if there were any charges or payments which the Committee thought were questionable. He asked Mr. Bannister if he could get a total amount for the entire calendar year that had been paid for one particular client. Ald. Wold asked if an attempt had been made to get this person to apply for Social Security. Mr. Bannister responded yes, they were trying that at the present time. Aid. Rainey asked why some of the bills under consideration were for charges in 1988. Ms. Summers indicated she did not know. Ms. Summers noted that one of the clients who was listed is now off G.A. as a result of a City of Evanston condemnation. She also noted this client had an addiction problem. Ald. Rainey noted that the in -patient charge for one client for St. Francis Hospital, the hospital appears to bill the Township for the same amount as _ they pay, as opposed to Evanston Hospital which bills the total amount due, but accepts the Township's reimbursement level. Aid. Wold was disturbed by one of the St. Francis charges and noted that St. Francis needed to accept reimbursement as a certain level. Ald. Rainey believed she understood both- _ TOWNSHIP COMMITTEE Minutes of 3/22/90 Page 2 hospitals knew the Township's reimbursement level. Mr. Bannister reminded the Committee that clients needed freedom of choice in choosing hospitals. Ald. Drummer asked that while the bills would be approved by the Committee tonight, he asked Township staff to please go back and verify all of the in -patient charges. Ald. Rainey noted for another client, an apparent excess of medical care. Mr. Bannister noted the person was a chronic alcoholic since 1978; had been sent to SSI and denied twice; he is an unwilling client. Ald. Rainey asked the policy for thono persons who are unwilling to apply for SSI. Mr. Bannister indicated a client always reserves that right. Ald. Rainey asked why when that was not the policy regarding employment, if someone refused a job then they can be terminated from G.A. Mr. Bannister indicated that policy could be applied for SSI, but that certain clients would simply wait the 30 days and reapply for G.A. Ald. Wold asked if there was a possibility of permanent denial of G.A. benefits. Hs. Summers said no; indicated the client in question, while having seizures and blackouts associated with alcoholism, was not deemed by SSI to be permanent unemployable. Ald. Drummer asked if G.A. assistance could not be denied, could treatment be limited? Mr. Bannister informed the Committee that he had a meeting with the staff at the Chapman Center of Evanston Hospital. He was concerned about the Township charges at the Chapman Center. He said that concerning G.A. clients there is a vicious circle; they are removed from their environment; they go to detox at a facility like the Chapman Center, then go back into the living environment and their alcoholism begins again. Ald. Rainey indicated that she would be willing to pay for having this client and clients like him get a complete and total medical workup to determine if a physician believed the person was eligible for SSI. She indicated that these were the type of clients that could be referred to Cook County Legal Assistance because they are always saying that they assist persons with their SSI applications. Mr. Terry informed the Committee that in his experience with unwilling SSI applicants, the only way to involuntarily lead them through the system was through some sort of guardianship mechanism. Ald. Rainey indicated she was only interested in a voluntary type system and speculated that perhaps this person had never had the benefits of SSI explained to him while he was sober. Mr. Bannister related the story of one client whose mother had led him through the SSI system. Ald. Drummer suggested a policy of explaining potential SSI benefits and setting up appointments, and then telling the client if they miss the appointments they are off the G.A. roles. Mr. Bannister indicated he was exploring a new policy; that instead of the Chapman Center which certain G.A. clients tend to view as a hotel, and a nice visit, that they may start sending persons to A.T.A. in Chicago, which he felt was a much more harsh treatment environment, and that certain clients may get the message. He also indicated there were cost savings associated with using A.T.A. Ald. Wollin and Ald Rainey asked particular questions about other individual clients also related to alcoholism. Ald. Wold moved and the Committee unanimously approved recommended payment of medical bills in the amount of $14,085.35. N. TOWNSHIP COMMITTEE Minutes of 3/22/90 . . . Page 3 The Committee then moved on to consider the pharmacy bills that were recommended. Ald. Drummer asked Ald. Rainey if the missing pharmacy charges she inquired about at the last bills review, if those bills had been submitted, Ald. Rainey said yes, it appeared that they had. Ald. Wold noted that these recommendations were all to pay the bills in full and asked if, in fact, the recommended procedure changes had taken place. Mr. Bannister indicated those procedures were in place now. Ald. Rainey asked about a particular client who had excessive pharmacy charges. Ms. Summers indicated that client also had an alcohol and substance abuse problem. Ald. Rainey asked that the Township staff investigate the nature of the pharmacy charges for that client. The Committee unanimously approved a recommendation to pay pharmacy bills in the amount of $1,981.72. The Committee then had a brief discussion on potential vision care vendors which could be used in substitute of their current vendor. The Committee commended Supervisor Summers for her article in the Evanston Review and the editorial in the Evanston Review regarding her highlighting the need for better education and training opportunities for young males 18 to 21. They asked Supervisor Summers to give them more information at future meetings on the nature of the problem, and any alarming rise in a younger population coming to G.A. Ms. Summers said she would provide that information. Committee members were reminded that the next meeting is April 4. The Committee unanimously moved to adjourn at 7:30 p.m. 71 ! � 0, 17A Jay W. Terry DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE April 4, 1990 7:30 P.M. PRESENT: Ald. Drummer, Rainey, Wold, Wollin ABSENT: Ald. Washington OFFICIALS Supervisor Edna Summers, Robert Bannister, Sherry Zhou b STAFF: Valerie Tatum, Julian Coleman, Jay Terry PRESIDING: Ald. Drummer CALL TO ORDER The meeting was called to order at 7:35 p.m. Ald. Drummer announced that an executive session to consider personnel matters would be held later. MINUTES Ald. Rainey pointed out that on the bottom of page six (6) of the March 7 minutes there was an item which the Committee had indicated should be a future agenda item that had not been discussed yet, and she asked that it be scheduled for the next meeting. The minutes of March 7, 1990 and March 14, 1990 were approved unanimously. For the minutes of March 22, 1990. Ald. Rainey indicated that the next to the last paragraph in the minutes did not reflect adequately the immediacy of her concern about the problem of new, younger G.A. applicants. She felt it was described as an important emerging issue, and that she wanted the information about that issue as soon as possible. With that clarification, the minutes of March 22. 1990 were approved unanimously. The Committee then moved and voted unanimously to go into executive session for the purpose of considering personnel matters at 7:42 p.m. The Committee reconvened into open session at 8:02 p.m. COMMUNICATIONS Township Payroll Breakdown - March 29. 1990 Ald. Rainey indicated she still did not understand why the payouts were TOWNSHIP COMMITTEE Minutes of 4/4/90 . . . Page Z made; what was the policy? She noted that since the payouts had already been made the Committee had no choice but to accept it. However, she was interested in knowing from where the money came. She noted that the salary usually covered vacation days, personal days, and sick leave; that there was no reason to take it out of the Contingency account. Ald. Rainey moved that the Monthly Report be changed to take the dollars that were paid out for the payroll payouts out of the Contingency Account and allocate to Salary line Items. She felt that this should be dollars paid out of regular salary. Ald. Esch entered the meeting at this point. Ald. Wold agreed with Ald. Rainey that the dollars should not come out of Contingency; however, she wanted to go further than Ald. Rainey's motion. She wanted to see the change of policy that had caused these payouts to be made. Chairman Drummer suggested that the motions be considered separately. Ald. Rainey's motion to change the Monthly Report breakouts was approved unanimously. Regarding Ald. cold's motion, Ms. Summers noted that the payouts are not a regular occurrence; the Township did have a new personnel manual. Ald. Wollin asked what the rate of sick day accumulation was for employees. Ms. Summers stated it was one per month. Ald. Wold asked if the new personnel manual addressed the issue of accumulating sick days. Ms. Summers said yes. Ald. Wold moved that the policy should state ..."until retirement, there shall be no payout of unused sick days, vacation days and personal days." The motion was approved unanimously. Ald. Wold asked if the Committee could have a copy of the fully developed personnel manual. Ms. Summers said yes. Ald. Rainey asked now that staff have all exhausted their sick days, she wondered what would happen if they became sick. Ms. Summers responded that staff were informed that they started out the new year with zero sick days, and that if they get sick there would be no paid leave. Letter from Smith 6 Associates - Office Soace Planninr, Ald. Wold asked if the Smith firm had charged a fee. Hs. Summers said no, she had consulted two or three companies, and used Smith and = Associates before. Ald. Rainey asked about the portion of the memo that talked about the method of financing; if someone from the Township could please explain the language. Ms. Summers and Mr. Bannister both Indicated they couldn't explain. Ald. Rainey asked how the Committee could discuss the issue if no one from Township could explain it. Hs. Summers indicated that an architect from Smith and Associates was out _� to look at the space utilization of the Township office; however, she couldn't explain the financing language in the memo. Ald. Wald asked what the various letters of designation on the accompanying sketch meant. Mr. Bannister stated he did not know. Ald. Wold asked how a drawing could be made when you don't know what the physical layout of the place you might be moving to would be. Ms. Summers reminded the Committee it was a rough drawing. Ald. Wollin asked about Zirl Smith's = qualifications; whether he would be helping them with space location. - Ms. Summers indicated he might be helping them; that she could get a copy of his resume; that Mr. Smith was formerly with the Chicago TOWNSHIP COMMITTEE Minutes of 4/4/90 . Page 3 Housing Authority. Ald. Wollin asked again if Mr. Smith was going to help them find space, and Hs. Summers said yes. General Information Memorandum The Committee had a brief discussion on the dates of the seminars that were being offered for Township officials. Summers Letter to Lonal School Superintendents Ald. Rainey again stated that her whole concern was the need for documentation; if there wns an overwhelming number of clients in the 18 - 21 age group that they needed to know that. Ms. Summers said she would be providing that information. Ald. Wold asked if those new younger clients had both attended and graduated from ETHS. Ms. Summers felt most did not graduate. Ald. Wollin asked if it was possible that the Committee members could be put on Ms. Summers' regular list of people to receive copies of her communications. Summers Memo - Unified Budgeting, Ald. Wollin noted that the Unified Budgeting Task Force had met, and that there was a difference between the amount of funds which the Township puts in Community Action Programs, as opposed to the amount that goes to Unified Budgeting. Hs. Summers noted that was true because programs such as the Teen -Baby Nursery and Emergency Services do not go through Unified Budgeting, but are in Community Action. Communications Dintr.ihur.ed at Tonizht's Meatinp, The 1982 memo from Gary Cyphers - Hs. Summers indicated it was just sent to the Committee so that they might have a historical perspective to their work. Regarding the Rodriguez lawsuit notice, Ald. Rainey asked if it had been shared with the City's Law Department. Hs. Summers said yes, but she had not received a response. Ald. Rainey suggested that the Committee wait for a response from Herbert Hill. Ald. Wold suggested that this item be held until the next meeting. Ald. Drummer noted the Committee had received copies of four computer assessment proposals tonight. Ald. Rainey stated the Committee only said ask two companies, FERS and Deloitte. She asked why four firms had been involved. Ald. Rainey And Aid. Drummer had an exchange of views as to whether it mattered whether two firms or four firms were used, which was not resolved. Ald. Rainey and Ald. Drummer agreed that these proposals would be reviewed by the Committee and discussed at a future meeting. MONTHLY BILLS LIST Mr. Bannister noted that a bill from Deloitte and Touche had been received for the Medical Bills Review and that it was for $32,000, and did not compare to the original bid for $15,000 plus expenses. He noted that the original RFP was for processing between 800 and 1,000 medical claims, and that in fact, TOWNSHIP COMMITTEE Minutes of 4/4/90 . . . Page 4 Deloitte and Touche had ended up processing close to 4,000 medical claims. The Committee discussed whether appropriate notification by Deloitte and Touche had, in fact, taken place. Chairman Drummer felt the issue needed to be discussed more fully at a future meeting, and asked Township staff to please get it in the Council packet for Friday. Ald. Wollin noted the expenditures for staff to go to the League of Women Voters fundraiser. She asked why the Township was paying for a fundraiser. She knew of no other situation in which the City was paying the way for staff to go to fundraising events. Ms. Summers responded that there were times when she sees an event as being worthwhile for staff; she felt it was appropriate for staff to attend. Ald. cold and Ald. Wollin indicated they had a problem with staff attending the fundraiser on Township funds. Ald. Wollin indicated that it was a contribution to the organization, and that while she felt the League was a fine organization, it was not an appropriate use of Township and taxpayer's dollars. Ald. Wollin wanted to know how the Committee could stop this from happening again. She noted that if it was exposure to the programs of the League of Women Voters which was desired, she was sure the League of Women Voters could have come to the Township to put on a workshop. She stated it was not an appropriate use of taxpayer's dollars. Ald. Rainey noted that her invitation to the League of Women Voters fundraiser had been received quite some time ago. She noted that the bills list was coming for approval after the fact. She felt it was very exasperating, not an appropriate public fund expenditure, and she was not pleased that it was coming after the fact. She felt the Committee had no recourse but to approve the expenditure. Ald. Wold asked about the expenditure for the trip to the National Forum of Black Public Administrators. She asked who was going, and Ms. Summers Indicated one staff member was going. Ald. Wold noted that according to the bills list the trip had cost over $1,500 so far. She asked if there would also be a per diem for the employee. Sherry Zhou said yes, it would be on next month's bills list. Ald. Wold felt it was conceivable the trip could cost almost $2,000 and that she was concerned about the expense, and recommended that the Township staff try to find more economical ways to to on trips. Ald. Drummer asked how this conference directly related to the services provided by G.A. staff. Ms. Summer said there was no direct relationship; however, staff learned to anticipate problems. She offered to show the Committee the program from the conference held in Washington, DC. Ald. Drummer asked questions about the job ads that were on the bills list. He asked about Professional Opportunity Magazine. Mr. Bannister stated he would get it to them. Ald. Drummer asked if the ads were placed in appropriate professional journals, why another magazine had to be used. Mr. Bannister stated he would find out. Ald. Drummer had an inquiry about the Substance Abuse Prevention Posters. Mr. Bannister indicated that these were posters that usually had a theme and a focus on the prevention of substance abuse, the Township gets three posters, one to go in each G.A. office and one for the office in Family Focus. The Committee discussed how often the poster changed, what would happen to the old posters, how much the posters cost. TOWNSHIP COMMITTEE Minutes of 414l90 Page 5 Ald. Drummer indicated he was concerned about the charge for shoes. Hs. Summers indicated they normally buy safety shoes for their clients. Ald. Drummer noted that the charge for shoes usually is $50; while this charge was for $125. Mr. Bannister indicated they might be medical shoes. Ald. Rainey asked if they are medical shoes, why are they listed under the Work Opportunity Program; they should be listed under medical. Ald. Wold noted the charge for Data Eight, Inc., and asked if they were a local firm. Mr. Bannister indicated they were a minority firm located in Chicago. Ald. Weld asked for their address. Mr. Bannister indicated he did not know. Ald. Wold asked about the furniture purchased by the Assessor at Aaron's, and wanted to know if the Township could use that vendor for purchasing. Mr. Bannister indicated he was exploring that option. Ald. Rainey asked why all of the expenditures for the Township Assessor were paid for prior to getting approval on the bills list. She directed Mr. Terry to ask Mr. Engelman why he paid for everything prior to getting the Township Committee's approval. It was moved and unanimously approved that Township bills in the amount of $88,922.00 be recommended for payment. Ald. Rainey moved that accompanying the Township bills, there be a cover letter sent to the full Council indicating that the Committee objected to the use of public funds for purchase of tickets to fundraisers. However, since the tickets to this fundraiser were already paid for the Committee was cautioning Township officials that there would be no such approval in the future, and since the denial of approval would result in individual employees having to reimburse the Township out of their pockets, no such denial would be made at this time. The motion was approved 3 - 1, with Ald. Drummer dissenting. MONTHLY REPORT Ald. Weld noted that she had added up the difference between the year to date figures and the budgeted amounts, and that there was at least a $600,000 difference which showed that the Township was not running out of money. but also felt it reflected the need to budget more carefully so there was no significant overage in the next year. Ald. Rainey asked about page three, Fund Transfers. She noted that the amount of funds transferred from the Town Fund to the G.A. Fund exceeded the budgeted amount; that the amount transferred was $145,000; that this was the first time a transfer of that nature had been made. She asked when the Committee had ever voted to approve such a transfer. Julian Coleman indicated that the money came from the "pool." He indicated that it was based on need; that tax revenues come in on an irregular basis. He indicated that in the future the G.A. Fund will probably pay back the Town Fund. Ald. Drummer was concerned that there had been no Council approval of this transfer, and Council approval was required. Ald. Rainey indicated she didn't understand the legal technicalities of these funds being used, but was concerned. Ald. Wold asked if the tax revenues from the Town Fund and the G.A. Fund came in at the same TOWNSHIP COMMITTEE Minutes of 4/4l90 Page 6 time. Ms. Summers said yes. Ald. Wold then asked why money had to be transferred. Mr. Coleman indicated that transfers usually were made to cover G.A. checks. Ald. Drummer asked who had made that decision. Hs. Summers indicated she did depending upon need; that there were three checking accounts; she had to make sure there were adequate funds to cover them. A Committee discussion ensued; the consensus question being why the transfer was made when there was no authority, and it was apparently not necessary. Ald. Rainey noted that the G.A. Fund bnlance on page five of the Monthly Report was $237,009. It did not appear thero was any kind of need for a transfer. She asked why a transfer needed to be made when the fund balance was so high. Ms. Summers stated she could not answer that question. Mr. Bannister stated he could not answer that question either. Mr. Coleman suggested that perhaps earlier in the month, depending upon what week in the month the cash flow was there perhaps was a transfer required. Ald. Drummer again stated he had problems with there being no Council authorization. Ald. Wold asked if on next month's report there would be a transfer back into the Town Fund from the G.A. Fund, and Mr. Coleman stated he would expect that. Ald. Wollin asked when the Township medical bills, which had been approved for payment, would show up on the Monthly Report. Valerie Tatum indicated next month. MONTHLY CASELOAD ANALYSIS Mr. Bannister noted that a revision to the Monthly Caseload Analysis had been passed out; that there were some errors in the original report. He noted that the actual cases should be 218. and that there were arithmatic errors on page two which needed to be corrected. Ald. Drummer suggested that the Committee review only the new memo. Ald. Rainey said even if only the new memo is used questions still exist. According to the memo, it says that last month's caseload was 248; this month's memo says the current caseload is 218. However, the difference between closed cases and open cases was only 1 (24 versus 23); a net loss of one case; if last month's was 248 and there was a net loss of only one case, then this month's should be 247. Mr. Bannister's report says the current caseload is 218. She asked the Director, and he was unable to explain the difference between 247 and 218. Mr. Bannister indicated that these numbers carve in from the caseworkers; all the numbers he had indicated that 218 was the current caseload. Mr. Bannister stated he was using the same method that was used by previous Township staff. He noted that if you took the 218 clients times the $314 grant level, the dollars equaled the amount of dollars that were spent. Ald. Rainey noted you can not use the Monthly Caseload Analysis as an audit tool unless you put a notation somewhere that you lost 29 cases in February. She had questions of how the report was done and where did the 29 cases go. Hs. Summers said the Township staff would have to trace that. She asked the Committee to let her check it out. Chairman Drummer asked that this area be worked on by the Township staff. Ald. Wollin said she was concerned that things were going out of the Township office which did not reflect well on the Township. The Committee then discussed the confidential communication on a client who TOWNSHIP COMMITTEE Minutes of 4/4/90 . . . Page 7 was alleged to be a substance abuser; concerning the nature of the pharmacy charges that had been incurred. Ald. Wold requested that the Township staff get a statement from a physician concerning the appropriateness of the prescriptions made to that individual. BUDGET DELIBERATIONS The Committee considered Ms. Summers memo of March 29th concerning Administrative Overhead. Ald. Rainey noted in the proposed budget Worker's Comp. was for $5,000 in Administrative Overhead and $5,000 in the Work Opportunity Program (WOP); that her questions still had not been answered; how much of the Worker's Comp. Insurance was for G.A. employees and how much of it was for G.A. clients. The total expenditure in the combined categories this year was $5,271. If this was true, why was $10,000 necessary for this year. Ald. Drummer indicated he was hopeful that an explanation of that would be forthcoming. The Committee then went on to consider the WOP Program Services. Ald. Rainey Indicated she still had concerns about the Client Education line item; that she was looking for answers to questions about a course; she was told the $4,000 was for a course, and she still wanted answers to those questions. The Committee then moved on to the Supervisor's Budget. Ald. Wold indicated she had a problem with the amount of funds allocated for space planning; that there is a lack of understanding about what Mr. Smith had indicated in his letter about financing; that she could not support any space planning or move without an understanding of that. Ald. Rainey indicated she understood the issue of the Township needing space but she did not support the idea of a move. Ms. Summers noted that some of their classes had become very large and that there was a need for larger educational space. Mr. Bannister noted that perhaps the Township Assessor wished to move to different quarters. Ald. Rainey indicated she would never support the notion of moving the Assessor's office out of the Civic Center. Ald. Drummer felt that the Township office was a crowded workspace; that he did see the need for more space. Ald. Wold indicated she was undecided on the issue; it comes down to a reassurance that the person making the judgement is qualified to make it. She was fearful that Zirl Smith was telling Ms. Summers what she wanted to hear. Ms. Summers cautioned the Committee that if they wanted a more definitive proposal on space planning they should be prepared to pay for it. Ald. cold felt she needed a neutral party to assess this information. Ald. Wollin indicated her concern about one of Mr. Smith's options; building new space. She felt that was a far too expensive proposition for the Township to consider. Hs. Summers Indicated she had had some discussions with Over The Rainbow, Family Focus, and Fanny's, exploring space options. She indicated she liked the Civic Center. Mr. Bannister told the Committee the information had been put together very quickly just to give the Committee some idea of the issues involved, but that more detail could be provided. Ald. Wold asked that the Township explore with the City about when the non-public leases are up and what revenue is generated. She said she could consider increased space, but she would not consider $200,000 for space planning; would consider dollars for TOWNSHIP COMMITTEE Minutes of 4/4/90 . . . Page 8 a lease perhaps or a study of $20,000 for space. Ald. Rainey reminded the Committee that there were originally plans for a management study of the Township. She would hope that management study would include a critique of the Township working conditions and arrangements. She could not see spending dollars for a significant space planning when there are brokers who will do that for free. She said the notion of building a new structure was above and beyond the Township's means. Ald. Rainey made a motion to change the Space Planning item to a Management Study, and reduce the dollar amount from $200,000 to S20,000. She also reminded the Committee that if they go through with this, they must make a commitment to follow the results of the study. The motion was approved unanimously. Ald. Rainey asked for clarification of the line items Professional Services and Legal Audit. Mr. Bannister indicated Professional Services were generally the services of the accountant, whereas Legal Audit was both the legal services and the audit which was performed on the Township. Ald. Rainey asked that an asterisk be placed by the Legal Audit line item for possible future adjustment after the Corporation Council responded on the communication on Rodriguez. Ald. Wold asked whether Julian Coleman was paid on a fixed rate. Ms. Summers said no, it varied on the amount of work he did. Ald. Rainey asked about the Legal Audit line item in Administrative Overhead. Mr. Bannister noted that historically the cost of the Township audit was split between the Town Fund and the GA Fund. Ald. Drummer asked why those costs were shared. Ald. Rainey felt that it should all be in the Supervisor's budget. Ald. Wold made a motion to delete the Legal Audit line item in Administrative Overhead and increase the Legal Audit line item in the Supervisor's Budget to $20,000. The motion passed unanimously. Ald. Rainey questioned the Supervisor's Travel Budget, and whether the Supervisor had anticipated some extra travel coming up. She asked why the budgeted amount was two times the current expenditure level. Ms. Summers noted she didn't travel much this year. She was short on staff and she stayed close to home. The Committee engaged in a discussion on the cost of travel within Illinois. Ald. Rainey noted that it sounded like Ms. Sunners didn't wish to travel, and yet she had a large amount in her account. Ald. Rainey moved for a reduction to $3,000 in the Supervisor's Travel Budget. Ald. Wold seconded. Ald. Drummer offered a substitute motion reducing the amount to $4,000 and Ald. Wollin seconded that. Ald. Wold indicated she had mixed emotions. She knew that some conferences were very important and very helpful; however based on a review of tonight's bills list there doesn't = appear to be any effort at economy. She is concerned about who attends in terms of appropriateness. Ald. Rainey felt there was little discriminatory judgement of which conferences to attend. Ald. Wold suggested a substitute motion to reduce the Supervisor's Travel line item to $3,500. Ald. Wollin seconded, and that motion passed 3 - 1 with Ald. Rainey dissenting. The Committee then went on to consider the Community Action Program. Ald. Rainey asked the purpose of the Contingency line item in the Community Action Program. Ms. Summers noted that this year some of those funds had been used to fund the BE -HIV. Ald. Rainey asked for an explanation of the budgeted amount for the Teen -Baby Nursery. Mr. Terry provided some of the history of TOWNSHIP COMMITTEE Minutes of 4/4/90 . . . Page 9 the Teen -Baby Nursery and how the Township's reimbursement level of that had been arrived at. He indicated to the Committee that the Teen -Baby Nursery was Indeed anticipating a funding level of $125.000 for the neat year's services, in view of the fact that the Township was the primary fonder of the Nursery. Aid. Wold noted that the staff of the Teen -Baby Nursery had made a presentation before the Council earlier this year, and that they had provided written materials. Mr. Terry indicated that there had been packet materials on the Teen -Baby Nursery and provious discussion. Aid. Rainey indicated that she wanted any written materials that had been provided on Teen -Baby Nursery, a specific budget request for them, and that they should be asked to produce that for the Committee. Aid. Wold asked for any information which would shed light on the Contingency line item. Aid. Wollin felt she had a problem with the large amount of dollars being put in the Contingency category; that in her view the dollars sometimes drew requests if agencies knew the money was there. Aid. Rainey moved for a reduction in the Contingency line item in the Community Action Program to $15,000. That motion was seconded and approved unanimously. Aid. Rainey asked for an explanation of the Vocational Training line item in the Community Action Program. Ms. Summers indicated that paid for the services of Gary Schultz. Aid. Rainey moved that line item be removed out of the Community Action Program, because she felt it was not appropriately placed there; it should be listed under WOP Program Services as Vocational Counselor. That motion was approved unanimously. Aid. Wold indicated again that there should be a copy of the Teen -Baby Proposals provided to the Committee for the next meeting. Aid. Wollin suggested that the proposals from the four computer firms be reviewed for potential discussion at the next meeting. The Committee decided that the next meeting should be April 18th. Valerie Tatum asked when the Committee wanted tonight's changes shown in the new budget. After some discussion on the merits of a summary sheet versus a totally revised budget, it was decided that a totally revised budget showing all new totals would be forwarded to the Committee prior to their April 18th meeting. The Committee unanimously voted to adjourn at 10:48 P.M. Jay W. Terry PRESENT: OFFICIALS and STAFF: OTHERS PRESENT: PRESIDING: CALL TO ORDER DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE April 18, 1990 7:30 P.M. Council Chambers Ald. Drummer, Rainey, Washington, Weld, Wollin Edna Summers, Robert Bannister, Valerie Tatum, Mary Jane Chainsky, Vincent Adamus Mr. white, Amy Sheebart, Harry Sheebart, Ald. Jean Esch, Rev. John Norwood, Margarita Matlis, Jerry Murphy Ald. Drummer, Chair The meeting was called to order at 7:40 p.m. Ald. Drummer announced that limited participation by the audience would be allowed at this meeting. MINUTES Ald. Rainey noted that on page 7, paragraph 2, the $4,000 discussed was actually expenditures for transportation to a course as opposed to for a course itself. With that correction, the minutes of the April 4, 1990 meeting were unanimously approved. COMMUNICATIONS Response from Law Department on Rodriguez Settlement Staff stated that the Legal Department had not submitted a formal response concerning this law suit. It was the First Assistant Corporation Counsel's viewpoint that he did not know enough about said lair suit; however, he had no reason to doubt the class action attorneys in the case. TEEN BABY NURSER'! BUDGET PROPOSAL Hs. Chainsky noted that the Teen Baby Budget corresponds with the school year, and does not correspond with the Township budget year. Ald. Rainey questioned when the Teen Baby Nursery anticipated Township funds. Ms. Chainsky replied immediately, as the nursery is out of funds. TOWNSHIP COMMITTEE Minutes of 4/18/90 . . . Page 2 Ald. Wold questioned whether or not when the program started there was discussion concerning including Teen Baby Nursery into the Unified Budget Process. Ms. Chainsky replied no. Ald. Rainey questioned what the support was from the school district. Ms. Chainsky replied that Account #122 of the Teen Baby Nursery budgot, while listed as City of Evanston funding, was in reality 50% school funding and 50% City funding. She has since changed the title in subsequent budgets. Ald. Wollin questioned whether or not there was a projected course that would lead Teen Baby Nursery to Unified Budgeting. Ms. Chainsky replied that she was not the person to make that decision. Ald. Wollin questioned whether or not this had been discussed. Ms. Summer replied no. Ald. Wold noted that in the Township budget under Account #2-651, $125,000 was being allocated; however, under Account #121 in the Teen Baby Nursery budget proposal only $100,400 was being requested from the Township. Ms. Chainsky replied that Teen Baby anticipated a balance forward from previous year's funding, and that the discrepancy was also due to the different budget years. Ald. Rainey questioned what the funding request should be. Ms. Chainsky replied that their need was $8,366 per month, and that they were getting $9,375 per month. This is a $1,009 difference. The $100,400 represents Teen Baby needs for the year July 1 through June 30. Ald. Rainey noted that the Committee needed to know how much Teen Baby Nursery needed and that it should coincide with the Township fiscal year. Ald. Drummer noted that Teen Baby Nursery Account #216 Social Work Services-4Cs had been eliminated. Hs. Chainsky replied that yes, because 4C's had received more money from the Mental Health Board this year, and Teen Baby Nursery did not need to fund that program. Ald. Drummer requested that Ms. Chainsky, at some point in the future, to enlighten the Township Committee on the issue of parent education. In response to Committee questions, Ms. Chainsky stated that the salaries in her budget are foe five people including the site Director, and that the $24,000 overhead is for the infant Welfare Society. She also noted that Element 247 had been increased because previously a staff person had taken laundry home and that this expense would now be covered out of the budget. Ms. Chainsky noted that the State Health Department does not allow the use of cloth diapers. The Committee requested that Ms. Chainsky come up with a new figure to be requested from the Township for the 1990-91 budget year. CIVIC CENTER LEASES The Committee reviewed a memo from Jay Terry concerning the Civic Center tenants. The Committee requested more information concerning whether or not all the tenants intended to renew the leases for next year and whether or not there was any additional available space in the Civic Center building for the Township. TOWNSHIP COMMITTEE Minutes of 4/18/90 . . . Page 3 FERS AUDIT STATUS REPORT This communication was requested by the Township Committee, It was noted that the Donated Funds Initiative (DFI) audit is required. This is money coming from the State of Illinois. Ald. Drummer questioned why the audit had not been performed. Ms. Summers responded that initially they were told that it was State funding and, as such, did not need to be audited. However, after some time it was found that the funds originated at the federal level and therefore, needed a separate accounting. Mr. Bannister stated that he and Hs. Summers did not receive packet material. Concerning the DFI, Ald. Drummer asked where that was shown in the budget. Ms. Summers replied that she had asked Julian Coleman to identify where it was, but as yet she was unsure where it appeared in the budget on the revenue or expenditure side. Ald. Wold questioned whether or not the budget would need to be readjusted if those funds were not received. Ms. Summers replied yes, the budget would need to be readjusted. Ald. Drummer requested that the Township staff get the information to the Committee as quickly as possible concerning the location of the DFI funds. Ald. Washington questioned whether or not the files mentioned by FEES had been located, and whether or not the Township had received bank confirmation. Mr. Bannister noted that the bank still needed to respond. Ald. Rainey questioned whether or not the DFI money was targeted for certain expenditures. Hs. Summers noted that it is actually a reimbursement given to the Township after they file bills with the State. She did not know how the expenditures were listed in the budget, however. Ald. Wollin questioned whether or not there would be a need for audits of past year's income for DFI. Ald. Drummer replied that he believed that there were only two years of DFI revenue to be accounted for. Ald. Wold noted that she would be uncomfortable approving the Township budget unless the status and location of the DFI funds were known. The Committee agreed that Mr. Coleman should give an explanation of DFI funds before the Trustees approve the Township budget next week. At this time, Ms. Chainsky noted that the Teen Baby Nursery request from the Township should be $111,154. Ald. Wold moved and Ald. Rainey seconded that the Committee change the line item 2-651 from $125,000 to $111,154. Ald. Rainey noted the inconsistency that if the monthly payments to Teen Baby Nursery were all the same, it appeared that the money had been all paid out as of 11 months and that with one month to go there would be no funding left. Ms. Summers noted that the start-up funding for this program was high. Ald. Rainey noted that regardless of how the money was paid out in 1990-91, it should be clear that the $111,154 was for april 1 through March 30 of 1991. TOWNSHIP COMMITTEE Minutes of 4/18/90 . Page 4 The Committee voted unanimously to reduce the line item previously mentioned. Ald. Drummer requested a clean copy of the Teen Baby Nursery budget to reflect the change in line item 122 to show the City of Evanston and School District 202 funding split, and to reflect the new Township contribution level. SUPERVISOR'S ANALYSIS OF STAFFING/CASELOAD RATIO Ald. Rainey noted that she did not understand the memo. Ald. Drummer stated that the memo does not speak to the staffing and caseload ratios, and requested clarification about why the Committee had requested the memo. Ald. Rainey noted that there were vacant positions and that documentation was requested to show the Committee why those positions should not be permanently cut, this being an opportune time to talk about that as the Committee was going over the Township budget. The Committee decided to take up this issue during discussions of the Township budget. DELOITTE & TOUCHE SILLS FOR CLAIMS REVIEW SERVICES The Committee noted its concern that $32,816 was being billed to the Township versus the original estimate of $15.500, and that there had been twice as much processing of bills as was originally estimated by Township staff. Ms. Summers noted that the Township did not provide that estimate. The Committee noted its concern that this was quite a bit more than they had been led to believe by Deloitte and Touche, and noted that Deloitte and Touche should have come to the Committee and let them know the amount was so much greater than originally estimated. Ald. Drummer noted that Mr. Terry had mentioned it at one time, but the Committee also felt that this was much more than they had been led to believe. The Committee also agreed, however, that despite the amount, the work was performed and that the Committee would need to authorize payment. Ald. Wollin noted that the Committee did discuss the original number of bills and the Township staff at that time had not disagreed with the original estimate. She felt that Deloitte and Touche, however, was laying out a ground work for future bills processing and that for• this reason it was worth the payment. Ms. Summers noted that the Township staff is currently preparing the billing information by date and and by service agencies. She noted that $19,000 in refunds had been received where Deloitte and Touche and the Committee had authorized double payment of bills. Ald. Wollin noted that the double payment was made because there had been no original documentation showing the first payment. Mr. White questioned who had authorized the contract in the first place with Deloitte and Touche. Ald. Drurrurer replied that the Committee had recommended and the City Council had approved the contract. Ald. Rainey noted that the original reasoning for the authorization of the Deloitte and Touche contract was because the Township staff had not processed bills for 12 months, sometimes even into 1988. The Committee felt it was a good idea to expedite the processing of these bills, in part to reduce some of the burdens of the new Township Director. She felt that the Committee's TOWNSHIP COMMITTEE Minutes of 4/18/90 . . . Page 5 concern was substantiated by the double payment of bills. Ms. Summers noted that the Trustees had withheld the bills, not the Township staff. She stated that the Trustees did not like the format of the bills and therefore, withheld them. Rev. John Norwood stated his concerns that the Township Committee was overstepping its authority and that while he realized the Township Committee had audit responsibility, he felt that they were now getting into programmatic questions that should be reserved for Township staff. Ald. Drummer noted that most of the Township budget was made up of Township funds as opposed to General Assistance funds and therefore, the Committee had the right and responsibility to monitor the funds. Rev. Norwood thought the oversight and audit power does not give the Committee the power to get into administrative issues. Ald. Drummer noted that the Committee was proceeding under the advice of legal opinion. He stated that Rev. Norwood could any. the Committee for a legal opinion on the matter. Rev. Norwood responded that he would rather have a law suit brought about against the Township Committee. Mr. White noted that he also felt the Township Committee was meddling in areas that belong to the Township staff. Ald. Rainey then noted that Mr. White should refer to the section of Illinois State Statutes that gives the Trustees power over the Town Fund. She stated that if the criticism of the Committee keeps up, then the Trustees can simply eliminate $1 million dollars from the property tax levy, and then the Trustees would be excluded from the Township process. At that point, the Township staff could proceed as they saw fit with the remaining money. She noted, however, that the $1 million dollars is very helpful to the Township but that it could be eliminated. The Committee moved and seconded for approval of the Deloitte and Touche bills. This was approved unanimously by the Committee. The Committee noted that the 1990 medical bills had not been paid up to this point. In response to Committee questions, Township staff replied that they were not paid because the Committee had asked Township staff to send the bills to IDPA. The bills for January, February, March and April were sent last Friday, and that the approximate turn -around time from IDPA was two weeks. It was noted that the IDPA would not accept bills that were not on a certain form, and this was a problem when the provider did not supply the Township staff with the correct form. The providers needed to get these forms straight from IDPA, and they have been advised of this previously. Concerning the procedure for incoming bills presently, they are first stamped as received, then sorted by vendor, improper forms are sent back to providers, code numbers are put on the correct forms, and then all of the correct forms are sent to IDPA. The Committee expressed its concern that there was a two week turn -around time for bills that were up to four months old, although they noted that two *.reeks turn -around time for current bills was not bad. It was noted that approximately 60 to 100 bills come into the Township office per day. The Committee expressed its desire to get many of the bills to City Council for approval of payment during the month of May. TOWNSHIP COMMITTEE Minutes of 4/18/90 . . . Page 6 The Township staff responded that perhaps all of the January bills could be sent to Council during May, Ald. Drummer noted that the Committee could appreciate all of the manual work that the Township staff does in processing the bills. COMPUTER SYSTEM PROPOSAL There were four proposals submitted to the Township staff. Mr. Bannister noted that Data VIII, one of the companies that submitted a propoonl, currently has a maintenance agreement with the Township. Mr. Bannister clarified Aid. Wollin's concerns that the reasons the bills are not computerized now is not because of a maintenance issue, but because the programs are not suitable to the task. The Committee voiced its support for the Deloitte and Touche proposal which was split up into two parts; (1) assessment of the system and (2) developmont of the physical computer system. Aid. Wold noted that the Deloitte and Touche proposal stated that Deloitte and Touche would get on with some things that they knew were necessary even while the needs assessment was being developed. Aid. Wollin noted that Deloitte and Touche stated that there were some undetermined costs in Phase II, and that this could be a license to increase costs at some future point. In response to a Committee question of how much money was set aside in the budget for computer allocation, there is $30,800 set aside in Professional Services and $3,000 odd dollars set aside for purchase of computer hardware. Mr. Bannister noted that while the Township staff could easily work with either FERS or Deloitte and Touche, he was leaning towards the FERS proposal because the part one needs assessment was only $2,500 as opposed to the Deloitte & Touche needs assessment of $9,600. and after that Deloitte and Touche was not sure how much expenditures would be necessary after the needs assessment. Aid. Wold moved, seconded by Aid. Rainey that the Committee recommend acceptance of the Deloitte and Touche proposal. Aid. Rainey noted that there should be added a restriction on the billable hours, and that Deloitte and Touche should come back to the Committee if there is a major change from the contract. The Committee agreed with Mr. Bannister that initially there would be a higher expenditure, but that the FERS proposal has seven phases, and that more would be paid out later by the Township. Aid. Rainey noted that Deloitte and Touche realized that the Township need is inanediate for setting up a computerized billing system. She also noted that Deloitte and Touche proposed to keep the billing system simple and felt that this was also a good attribute. Aid. Drummer noted that FERS had been down in Township and knew the computer system; however, FERS did not mention nor understand the immediacy of the Township needs. Aid. Washington questioned whether or not it would still be necessary to send bills to IDPA after the new computer system was set up. It was decided there would be no assumptions concerning this until the new computer billing system Is set up. Mr. Bannister asked for clarification concerning the role of the Township staff, questioning whether or not the staff should take the TOWNSHIP COMMITTEE Minutes of 4/18/90 . . . Page 7 Committee's action merely as a recommendation. Ald. Rainey and Ald. Wold both noted they would like to clarify their remarks to exclude any intent concerning recommendation. The intent of the motion was to contract with Deloitte and Touche. In response to Committee questions, Mr. Bannister stated he would be more comfortable with FERS, but allowed that Deloitte and Touche could do the work proposed. Mr. Bannister's concern centered around the $32,000 Deloitte and Touche bills discussed earlier in the meeting, and the fact that Township staff had to go over some of Deloitte and Touche's bills even after Deloitte and Touche had processed them. He felt that FERS could do the work better. He also felt that FERS could do the needs assessment immediately. Ald. Drummer questioned whether or not FERS could do the assessment immediately for the originally proposed $2.500. The Committee sought to clarify that the contract was only being approved for Phase I at this time, not for Phase II. Ald. Rainey stated her concerns that regardless of the amount of time it takes for Deloitte and Touche to conduct Phase I, that the price not be increased at all. The Committee also noted that the work would begin immediately upon approval of the contract. It was noted that the funds for this project would be taken from the 1990-91 Township budget. The motion to approve the Deloitte and Touche proposal, Phase I only, for the computerization of the billing process in the Township was approved 5-0. TOWNSHIP BUDGET - 1990-91 Medical Programs Ald. Rainey noted the $2,417 expenditure for 1989-90 (as of nine months) in the Glasses account, and questioned why there was an increase in the Glasses account to $5,000 for 1990-91, and also a $5,000 increase in a new account Eye Exam and Treatment. Ald. Wold noted that between the budget received by the Committee on March 15th and the budget received on April llth, a number of the line item changes for nine months actual had been adjusted, and questioned why this was so. Ms. Tatum responded that she had readjusted a number of the bills into various categories, and that the numbers represented in the April llth version of the Township budget were more accurate. Ald. Rainey moved, seconded by Ald. Wold, to reduce the two line items, Eye Exam and Treatment and Glasses from $5,000 to $2,500 each. The Committee voted unanimously 5-0 to approve this motion. Concerning X-rays, Ald. Wold questioned the rationale for moving expenditures up to $10,000. Ms. Tatum responded that this was a guess from last year's expenditures. Ald. Wold felt that $10,000 was too much and moved, seconded by Ald. Rainey, to decrease the-1990-91 X-ray expenditures to $6.000. Mr. Bannister noted that these varying expenditures have been broken out into line items for Township internal accounting purposes, and also so that the Committee can view what the real expenditures are. The Committee voted unanimously 5-0 to approve the motion to decrease the expenditures on X-Rays from $10,000 to $6,000. TOWNSHIP COMMITTEE Minutes of 4/18/90 . . . Page 8 Appliances Expenditure Category Ald. Rainey noted it would be difficult to know how much to allocate in 1990-91 as there was no expenditure history. Mr. Bannister noted that the $5,000 predicted expenditures were put in in case it was necessary to buy prosthetic devices, crutches or similar goods. Ald. Wold moved, seconded by Ald. Rainey to reduce the 1990-91 expenditures for Appliances from $5.000 to $1,500. This motion was approved unanimously. Dental Expenditures Ald. Rainey noted that only $15 is listed as a nine month expenditure for 1989-90. Ms. Tatum responded that there are undoubtedly other expenditures that should have gone into that account, but that they were probably listed in the "All Other Physicians" category. Township staff noted that the IDPA will not process dental bills, and that the Township limit for dental exams is $25. Ald. Wold moved to reduce the Dental Expenditure from $5,000 to $2.000. This was seconded and passed unanimously. Detox Expenditure Account Ald. Wold questioned whether the Township staff was going to address Detox in a different way this coming year. Ms. Summers stated that Township was trying to get clients to not go to Evanston Hospital, which has a 10 day inpatient and 11 day outpatient program, so that there would be less inpatient time. Mr. Bannister stated that their intent was to send the detox clients to AA and get them out of their usual environment and/or into a state home. Ald. Rainey stated that the Committee had, in the past, asked for the number of diagnosed alcoholics and substance abusers on Township roles, and again requested that information. She also questioned whether or not the Township required Alcoholics Anonymous enrollment of its clients. Mr. Bannister stated that this was not required at this time. Ald. Rainey directed Mr. Bannister to let the Committee know when they would effect that policy. Ald. Rainey :roved Chat the Detox Expenditure line item be moved from $25,000 to $15,000 and then accepted a friendly amendment from Ald. Mold to instead decrease the expenditure from $25,000 to $20,000. The Committee unanimously approved this notion. Emergency Room Physician's Expenditures, The Cocrnittee moved, seconded and unanimously approved reducing the expenditure for 1990-91 from $15,000 to $10,000. Mr. Bannister noted that physicians will only be paid the normal IDPA rate for emergency room treatment. Psychiatric Outpatient/Mental Assessment, Mr. Bannister noted that this line item was included last year under Community Action for $15,000. In response to Committee questions, Hs. Summers noted that this is psychiatric treatment for substance abusers along with regular treatment recommended by the caseworkers. This is performed at St. Francis and Evanston Hospitals. The Committee moved TOWNSHIP COMMITTEE Minutes of 4/18/90 Page 9 and seconded to reduce the $15,000 projected expenditure to $10,000. Ald. Washington expressed her concern that next year's expenditures would go over the $10,000 proposed by the motion. The Committee questioned Township staff on whether they could get exact expenditures for 1989-90. Township staff replied that would be very difficult at this time. Ald. Wold noted that if the $10,000 was fully expended money could be taken from both the Contingency Account and the Other Physicians Account. The Committee then unanimously approved the motion to reduce the Psychiatric Outpatient line item to $10,000. Transportation/Ambulatory Services Mr. Bannister noted that this was a brand new expenditure line item and included costs for transporting patients to and between hospitals. The Committee moved, seconded, and approved the motion to reduce this line item to $2.500, Other Medical Ms. Tatum questioned whether or not the Township should budget anything under Other Medical, due to the cuts that have been made by the Committee previously. The Committee felt that was the purpose of the Contingency Account and that would cover any extra expenditures. Contingency Ald. Rainey felt that the Contingency Account, at $10,000, was too high and that amount of money in Contingency showed lack of responsibility in budgeting. She moved to lower the Contingency amount to $5,000, and this was seconded. She felt this Contingency Account should be lowered to approximately $1,500 next year as the other line items are formalized. Ald. Drummer questioned whether or not the Committee was cutting the Contingency account too low. It was noted that if money was overexpended, the Committee would have the power to take contingency funds from other areas of the Township budget, but that Township staff could not do so. Ald. Rainey felt that some 1988 bills had been paid out of the 1989 fiscal year budget, thus artificially inflating the 1989 expenditures. Ald. Wold noted that the cost cutting measures and efficiencies enacted this year should lower the total cost of the Hedical Programs budget and that a total expenditures for 1990-91 of $215,000 would be acceptable. Ald. Rainey noted that because some 1988 bills had been paid in 1989; because some of the clients that represented the heaviest drain on Township funds had died in the previous year; end because the Township will be transferring some of the disabled clients to Social Security income, a lower budget for 1990-91 would be acceptable. The Committee voted unanimously to decrease the Contingency Account to $5,000. Ms. Summers noted that clients can not be denied medical treatment and expressed her concern that if the money ran out they would not have any money to pay for said medical treatment. GENERAL DISCUSSION The Committee discussed the DFI Funds. They felt it was necessary to review TOWNSHIP COMMITTEE Minutes of 4/18/90 . . . Page 10 the memo that would be coming In from Mr. Coleman before passing the budget at full Council. Therefore, the budget would not be passed on the 23rd of April. Mr. Bannister pointed out that under Medical Programs, the Drugs and Hospital Inpatient expenditure line items had been budgeted for 1990-91 less than the 1989-90 nine month actual figures, and wanted to know if the Committee wanted to leave those figures as they were. The Committee felt that these numbers were fine. Ald. Drummer noted his concern that on the Statistical Summary page of the Township budget, the Contingency amounts should be reduced as per Committee actions. Also, in the chart showing percent of salaries to total budgets, here is double counting in that the G.A. budget is shown as $1.5 million, and the Town budget is shown as $2.085 million; that the transfer from the Town budget to the G.A. budget has not been netted out and that there is actually no total expenditure of $3.6 million dollars. Ald. Rainey noted that the Township staff could add $21,985 to the fund balance listed on page six. This is because under the Rent and Personal Appropriations categories, it appears that 300 cases had been projected for the month of March. She noted that in February the caseload was 218 and she folt that 230 would be a better estimate for the March caseload, making the new caseload 230 for March as opposed to 300. This would add $21,985 to the fund balance. This honey could then be used to lower property taxes or to reduce the transfer from the Town Fund to the G.A. Fund. Ald. Rainey also questioned on page seven under the Town Fund Revenues what the $40,000 budgeted from the State of Illinois was for. Township staff did not know at the time, and Ald. Rainey requested they acquire that information and inform the Committee what that amount was for. Concerning Salaries on page nine of the budget, Ald. Rainey questioned which line items represented the vacant positions. Mr. Bannister noted that 509 Caseworker Supervisor, 510 Caseworker, and 520 Clerk Typist were not filled at the present time, The Committee requested Township staff to reduce the 1990-91 expenditures for these three personnel by one month due to their vacancies. Ald. Rainey requested an explanation of line items 542 Professional Services and 529 Office Equipment Purchase. Mr. Bannister explained that Professional Services was detailed on page 25 of the budget as totaling $30,800. The $800 discrepancy between the detail and the budget figure of $31,600 represented expenditures for computer wiring and previously approved by the Committee. The detail of Account 529 Office Equipment had been sent to the Committee previously along with a memo prioritizing equipment needs. This also is detailed on page 22 of thr• budget. It was noted that there was also $3,500 being expended in 1991 in the W.O.P. Office Equipment Purchases line item, this being for computer equipment including a computer and printer. Ald. Rainey once again asked for a clarification of the Worker's Compensation expenditures in the Township budget. She noted that the cumulative total for TOWNSHIP COMMITTER Minutes of 4/18/90 . . . Page 11 1989-90 was $5,600, this being a mixture of both employee and client compensation. The 1990-91 expenditures were listed as $5,000 for employees and $5,000 for clients. Ald. Rainey felt she could not justify the total expenditure for $10,000 without first soeing a breakdown of the 1989-90 expenditures. Concerning the 1989-90 transfer from the Town Fund to the G.A. Fund, the Committee was concerned that on page six of the Township budget $712,000 was projected to be transferred out of the original budget of $735,000; whereas page two of the Township budget listed an 11 month actual transfer of $857,000. The Committee requested an explanation of this and wanted to know if the money would be transferred back to the Town Fund. The Committee stated that they would need an updated version of the Township budget for the next Township Committee meeting on May 2nd, showing all of the changes the Committee has made up to this point. Concerning the budgeted reserve of $400,000 the Committee asked whether or not that amount could be lowered to $200,000. Ald. Wold noted that in the past the Human Services Committee had raised the reserve so that short term borrowing was not necessary in the Township. However, the Committee was interested in lowering that reserve and asked that Township staff come back with a recommendation concerning whether or not that amount could be lowered. Ald. Rainey noting the 11 month actual expenditure For the Community Action Program on page 13 of $363,000 versus the page seven projected expenditure for Community Action of $443,000, noted that the projected figure is too high. She stated that with only one month's figures left to go on the 1989-90, the 12 month expenditure would probably be closer to $394,000 versus $443,000. She felt that thus, the projected expenditure for 1989-90 was too high and that this would affect the fund balance overall. Ald. Drummer stated that most of the expenditures listed under the Community Action Program were contracted expenditures, and that by the end of the year they would all be spent out. For example, for Teen Baby 'Nursery, even though the 11 month actual was not shown as totally expended, Ms. Chainsky had noted that they had received their full payment of $125,000 to date. Ald. Rainey felt that approximately $40,000 could be added to the 3/31/90 projected fund balance of $713,000, money from this Community Action program. Aid. Drummer stated that Mr. Coleman would definitely need to come up with a new and more accurate Fund balance. The meeting was adjourned at 11:15 p.m. Vincent Adamus DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE May 2, 1990 7:30 P.M. Room 2402 PRESENT: Ald. Drummer, Rainey, Washington, cold, Wollin, Korahak OFFICIALS Edna Summers, Robert Bannister, Sherry Zhou, Jay Terry and STAFF: PRESIDING: Ald. Drummer, Chair CALL TO ORDER The meeting was called to order at 7:35 p.m. MINUTES - APRIL 18, 1990 Ald. Washington asked that the following addition be made: Page six, line 21, insert after the word hardware, "Ald. Washington inquired as to whether Hs. Summers was asking the Committee to make the decision alone. Ms. Summers responded that the Co=ittee wanted to see the proposals, and that the Township office was presenting them without any particular recommendation." The Committee discussed issues in the minutes concerning the Donated Funds Initiative, the client - staff ratio, compensation, the fund transfer in which responses had been requested and not received. Ald. Wollin asked if Mr. Coleman would be present tonight, and the response was no. Ald. Washington asked about the expenditures for detox. Mr. Bannister provided some information about a new program for detox in which Chapman Hospital would no longer be the primary provider of services for the Township. Ald. Washington asked if Alcoholics Anonymous would be part of that plan for G.A. clients. Mr. Bannister responded yes, it would be required as part of the plan. He noted that the last two G.A. persons who needed detox had been sent to a group home in Wisconsin. He noted that his new policy is still in formation. Ald. Wold noted that the Committee had previously asked for an analysis of clients who had ever attended Evanston Township High School, and noted that the Committee had never received that information. Ald. Rainey also had requested the number of clients 18 - 21 years old who were applying for G.A., and that information had not yet been received TOWNSHIP COMMITTEE Minutes of 5/2/90 Page 2 No. Summers informed the Committee that both Kendall College and Oakton College have contacted the Township office and offered assistance in the area of working with the clients and their skills. The minutes of April 18, 1990 were unanimously approved. COMMUNICATIONS Computer Software Service Ald. Drummer asked if the computer problems in the Township had been fixed. Mr. Bannister said partially; that Abe Viedner and Data Eight were not able to address the problem, and that the scope of the Deloitte & Touche project to analyze the immediate computer problem did not include repair of the problem. Ald. Drun ner asked if Deloitte & Touche was saying they could not make an assessment without additional work. Ald. Rainey asked what was the problem that generated the April 26 memo in the packet. Mr. Bannister indicated that the software was not performing a "totalling" function; that reports regarding checks that were issued could not be produced. Ald. Rainey asked who ultimately fixed the problem. Mr. Bannister said Phil Radtke performed some interim adjustments, but he noted that the totals do not match the number of cases. There was an exchange between Ald. Rainey and fir. Bannister regarding the length of the report that was normally produced. Mr. Bannister said the report was originally 84 pages, and it has now been redesigned to 15 pages. Ald. Rainey made a motion that the Chairperson appoint a subcommittee to meet with the Township staff and representatives of Deloitte & Touche to determine the status of the computer system and the direction of the Deloitte & Touche project; that given the price and costs of consultants that there was a need to have all of the persons in the same room to find out the problems. Ald. Wold seconded the motion. Ald. Drummer asked how quickly this subcommittee could effectively meet and address the issue. Ald. Rainey felt it could be done immediately. Ald. Drummer expressed his hope that the budget could go the Council soon. Mr. Bannister said the computer crisis is the Township's concern also; we need more intensive training for the staff very quickly. Ald. Wollin noted that the Deloitte & Touche needs assessment may ultimately say that the current system should not have any more money to put into it so she is reluctant to expand any job which calls for fixing the current system. Ald. Wold noted that many computer manufacturers have customer service representatives. She inquired whether Township staff had contacted the manufacturer of their machines. Ald. Rainey noted that the Township has very expensive maintenance agreements in place; however, that there was no point in calling to fix something if the problem is something else. Ald. Rainey and Ald. Wold attempted to determine whether or not the problem, as described, is a hardware versus software problem. Ald. Wold noted that you should call service reps for hardware problems. She is frustrated because she wants to proceed with budget discussions but can not without more material. Mr. Bannister stated that Data TOWNSHIP COMMITTEE Minutes of 5/2/90 Page 3 Eight is the hardware service representative; they think it is a software problem. He described the problem to them over the phone. The memo that was distributed to the Committee indicates it is a software problem. Ald. Drummer noted that Supervisor Summers had informed him it was a hardware problem. Mr. Terry indicated that after a discussion with Deloitte & Touche, it was their impression that it was a software problem. He also pointed out that any fundamental change in the current system was going to be very difficult because not being able to get the access codes, you were unable to get into the system to fix it. Ald. Washington asked when Deloitte & Touche was able to come to the Township. Ald. Drummer noted he would like to see that happen as soon as possible. Mr. Bannister said we can not provide these reports until the system is repaired or an alternative method of producing data is identified. Ald. Wollin felt that based on all she has heard, the current system should probably be scrapped. Ald. Wold noted to save time, one or two members of the Committee should get in a room with the Supervisor and Deloitte & Touche. Ald. Rainey indicated she suggested the subcommittee because issues will keep coming up; that there was a need for the Supervisor, Deloitte & Touche, and the Committee to talk through the issues with everyone together. Ald. Drummer said if we are going to do it, let's do it now so we can figure out what wo need. Ald. Rainey felt this Committee would provide a little incentive to Deloitte & Touche to move quickly. She noted they had indicated an initial report would be available within a week. Ald. Rainey's motion was approved unanimously. It was the consensus of the Committee that a meeting would be held Friday. Response to 3/30/90 Memo Ald. Wold asked when the Committee could expect a response to their March 30 memo. Ms. Summers indicated her attorney would have it back to her next week. Ald. Wold asked if her attorney's opinion was going to be the same as Ms. Summers. Ms. Summers indicated she was sure it would be. Ald. Wold noted that for his fee, he has not been at your disposal. We need a definitive date. Members of the Committee had an exchange regarding when the budget had to be approved. It was noted that the budget had to be approved before the end of the first quarter of the fiscal year. Ms. Summers indicated she would have her opinion to the Committee on Friday of the next week, May 11. Aid. Wollin noted her frustration. She wanted the budget to go before the City Council before the end of next week. She felt there were only minor issues involved. Ms. Summers said that ultimatum was not a minor issue, it was major and she needed her attorney's opinion. Ald. Drummer had requested a date from the Supervisor; he wanted it before next Friday. Ald. Wollin said it seemed to her the answer came out in the Town Meeting. Ms. Summers said there is nothing further she could say, even in a closed session. Ald. Wollin indicated she was willing to discuss control over the Town Fund by the Trustees. Aid. Washington suggested the Committee wait until next Friday until Ms. Summers response was received. Ms. Summers said you can do whatever you want. Ald. Rainey noted that Ald. Wollin said we should proceed TOWNSHIP COMMITTEE Minutes of 5/2/90 . . . Page A as if we will hear a similar answer as was heard at the Town meeting. She felt that the Committee should take moves necessary to restrict the Town Fund. Ald. Drummer indicated this move would not affect appropriations. Ald. Rainey said it does if it means a "bare bones" appropriation. Ald. Drummer said that doesn't necessarily mean a reduction. Ald. Rainey said I don't believe we can levy it and not give it to the Supervisor. Her intent was to clean up the mess in Township. Ald. Drummer directed staff to ask Corporation Counsel Herbert Hill for a legal opinion on the mechanisms available to the Committee for controlling the Town Fund. Memo on Hearing on Budget and Town Meeting Ms. Summers said she wanted to clarify some of the issues that had come up at the Town meeting regarding the space in the Civic Center for the Township. Ald. Wollin expressed her appreciation, but noted that the clarification did not occur at the Town meeting, and that many of the members of the audience did not understand the issue; that Hs. Summers' version is now being expressed in the memo. Ald. Wald also noted that Ms. Summers did not want to clarify the issue that night, which she felt would have been the appropriate thing to do. Computer Services RFP Response Ald. Drummer questioned the point of this memo, and Ald. Wold questioned who wrote it. Mr. Bannister said there was a discussion of the RFP last meeting and he wanted to clarify certain issues. Ald. Drummer said this memo relates to other things than the RFP. There is no purpose served. When the votes are taken and decisions are made they must implement the decision. Ald. Wald asked if the memo was from Hs. Summers. Ms. Summers said yes. Ald. Rainey said it is a waste of time. Ald. Drummer said there were inaccuracies and it was counterproductive. Walgreens' Correspondence Mr. Terry indicated he had spoken to Mr. Veseling from Walgreens who had written the letter, and that Walgreens had a number of issues. They were concerned that there was a pre-existing reimbursement agreement with Evanston Township that was not being followed. They also had difficulty in submitting bills on the Illinois Department of Public Aid (IDPA) forms because, while they do service public aid clients with prescri;`ions, that information is transmitted electronically to the IDPA, and the volume of Township clients does not justify that type of electronic transfer. Yet, to fill out paperwork for those clients for bills since the month of January was seen as troublesome. Mr. Veseling had also indicated to Mr. Terry that the reimbursement rate negotiated with the Township was based on an impression on Walgreens' part that they had an exclusive arrangement for all Township clients. It has come to Walgreens' attention that is not the case, and that since the agreement ended April 30th, any renewal of the agreement would have to include a new discussion of the rate to be reimbursed. TOWNSHIP COMMITTEE Minutes of 5/2/90 Page 5 Ald. Wold moved that an effort be made to pay whatever money is owed to Walgreens for the first four months of 1990, with the motion being seconded. Ald. Rainey noted the Committee asked if we had any agreements and we siere told no. Ald. Wollin said why didn't you tell Deloitte & Touche. Hs. Summers stated we have many contracts. Ald. Wollin said why didn't the Township tell Deloitte & Touche. Me. Summers asked if it would have made a difference. Ald. Drummer asked if we paid a higher rate. Mr. Bannister said riles were missing. I didn't know the contract existed until this letter came in. Ald. Wollin said you have been implying at various meetings that Deloitte and Touche made mistakes, and then you don't give information. You can't not give information. It gives the impression that you have been trying to sabotage the project. You have impugned Deloitte & Touche. This has been an unfair presentation of your work. This is exactly the kind of thing which brought about the audit in the first place. Ald. Drummer asked that of all the refunds that the Township had received, were any from Walgreens. Mr. Bannister said no. Ald. Drummer noted that they were paid for all prescriptions through 1989, and they may, in fact, owe us a refund. Aid. Rainey agreed with Ald. Drummer's point. She noted the second week in April the Township got the bills back to Walgreens with a request to do the forms. She said we would have found out earlier if the bills had been processed earlier. However, in defense of the Township Director, if he wasn't there he couldn't have known the agreement existed; however, the Supervisor knew. We asked many times. We weren't told. There is an appearance of information purposely withheld. Ald. Wold amended her motion to say that the bills should be paid as expediently as possible, while staff should ascertain what dollars are perhaps owed back to the Township. Ald. Rainey offered a friendly amendment that the Township pay the full amount owed to Walgreens for the first four months of 1990 and have this payment be accompanied by a letter which asks Walgreens to audit its accounts for 1989 and see if there was an overpayment. Ald. Wold accepted that amendment and the amended motion passed unanimously. Ald. Wollin asked if there were any other contracts. Ms. Summers said we have renewed some. Ald. Rainey asked who were the vendors? Ms. Summers said some doctors, a dentist. Ald. Wollin asked if those were turned over to Deloitte & Touche. Ms. Summers said I'm not sure. Ald. Rainey asked if it was possible to get a list of all contracts. Ald. Drummer said he wanted that list by the next regular meeting. Ald. Wold asked if Walgreens sent us this, if this hadn't come to light, how do we know other contracts don't physically exist downstairs, but exist elsewhere with the vendor. Ald. Drummer said there is no way of knowing that, but he'll wait for a report from the Township office, and indicated that a letter would be sent to Mr. Veseling of Walgreens. Ald. Wold noted that any future contracts should come before the Committee before they are signed. No. Summers TOWNSHIP COMMITTEE Minutes of 5/2/90 page 6 said we do send all contracts up; we send it to the Law Department. Ald. Wold said that the Law Department reviews the language, but the Committee should review contracts as a whole. She wanted the Committee to review and comment on all contracts. Ald. Washington wanted to know why the letter in the packet which had gone to Walgreens was signed by Valerie Tatum. Aid. Washington and Ald. Wold wanted to know why Walgreens wrote to Ald, Drummer. Me. Summers stated she directed them to. Ald. Rainey questioned the Supervisor's intent. General Information Communication Ald. Drummer noted the article from the review, but said the Committee still had confidence in Deloitte L Touche. Ald. Wold indicated it was a totally unrelated matter. Ald. Rainey noted the annual Town Meeting notice. She suggested that in the future that before it is sent out, they might want to check for typos. She found it inconsistent that the office that complained about the quality of education at ETHS would send out a notice that was filled with misspellings. She asked why their software didn't have Spellcheck. Ald. Wold noted that it would have been courteous if the Committee received the Town Meeting notice at the same time others in the community received it. Rodriguez Settlement Ald. Rainey said she would like to see a copy of the completed questionnaire which was referred to in the memo. Ms. Summers said she would provide a copy. Ald. Drummer asked about the proposed settlement, whether a notice would be sent to all participants in G.A. as of 1975. Ms. Summers said the legal firm would handle the notice. She noted that her office did have some files that go that far back; that in fact, the notice was only going to be sent to a sampling of the clients. Ald. Wollin asked if the last installment of the Rodriguez bill would be paid tonight. Hs. Summers indicated there was no bill payment, just a commitment to pay. Ald. Drummer indicated that he would like to be clear that it is the last final payment to be made in the Rodriguez case. Ald. Wollin suggested the Committee commit to pay the $1,930.59 per the April 25th Pelini communication. Ald. Wold asked if that was to be paid out of the 1989-90 budget. Ms. Summers said yes, if the Committee allows it. Ald. Drummer said yes, it is a 1990 request. Board Member Manual (Provided at the meetint) The Committee thanked Ms. Summers for providing the manual. MONTHLY BILLS Ald. Drummer noted that there was no rent for the Civic Center or Family Focus in the bills list. Sherry Zhou stated the May bill for the Civic Center has already been approved. Ald. Drummer asked about Family Focus. Fe TOWNSHIP COMMITTEE Minutes of 5/2/90 . . . Page 7 Sherry thou said the Committee approved April's bill but Family Focus is behind and has not sent May's invoice. Ald. Drummer and Ald. Rainey reminded No. Zhou that the Committee had indicated they wanted prior approval of all rents; that payment was supposed to be done a month ahead of time so that the check can go out on the first of the month. Ald. Drummer felt the Committee should approve June for the Civic Center rent, and May and June for Family Focus, Ald. Drummer asked about Teen Baby Nursery. Ald. Rainey indicated she was confused regarding the amount of money that was owed to Teen Baby Nursery in their monthly amount. She felt that the Teen Baby Nursery staff should be contacted to work out the monthly amount that was owed to them and amend it before the City Council meeting on May 7th. Ald. Drummer directed Mr. Terry to work with the Teen Baby staff to get an amended version of the amount of money that is owed to them. Ald. cold noted the manual which had been passed out tonight on how to serve on the Board, ten had been ordered; she asked who else had received them. Ms. Summers noted that seven had been passed out tonight, and that there were three more left in her office. Ald. Wold asked about one of the conferences on the bills list noting that it had lasted seven days. She wanted to see the conference flyer, and felt it was an expensive conference. Ald. Drummer noted that there were two different trips taken; that the per diem on the bills list related to bills which had been submitted last month. Ald. Wold felt that it was still unusual for a conference to last that long. Ald. Rainey noted that the total costs of the D.C. trip was probably $1,600. Ald. Drummer stated that both trips should have come to the Committee before the actual expenditures occurred. Ms. Summers said she tries to Limit expenditures for trips. Ald. Wold said you should limit it; it can be done any number of ways. The City allocation is based on job level. Ald. Wold was concerned about the number of Township employees going places. She did not feel that these trips were fiscally responsible. Ald. Rainey said, based on our budget for this fiscal year to be approved, you have already spent the entire 1991 Conference dollars. You can't go to any more conferences. Ald. Washington said in her experience as a travel consultant, it is often not worth it to get the lower air fare because the hotel cost is so much higher. Ms. Summers said in this case it was. Ald. Washington said you need to check with alternative air lines to make sure you get the best rate. Ald. Wollin said she agreed with Ald. Rainey's point. She was in favor of education, training, networking; we can make our dollars go farther if we did not travel so far. You have used up all your dollars and it is unfair to the other staff who have yet to go to conferences. Ald. Wold asked about the bills listing for a meeting with an attorney, hotel and lunch. Ald. Rainey said who were the six people and what was the meeting about. Ms. Summers said Julian Coleman, Arnold Winfield, Robert Bannister, myself, Pat Coyne and Greg Pelini. Ald. Rainey asked when this meeting took place. Mr. Bannister said April 18th. Ald. Rainey noted Pelini was in this community April lath and the Committee still didn't have a response. s� TOWNSHIP COMMITTEE Minutes of 5/2/90 Page 8 Ald. Wold asked about the expenditure for "County Government Modernization;" what is it? Ms. Summers indicated it was a program run by Paul Green in which he talked about the future of county government. Ald. Drummer asked about Pelini's bill; whether this was normal legal services. Ms. Summers said plus the fact that he travelled here. Ald. Rainey said she would like to see his bill. She said there was no justification for paying this prior to the Committee review; you put us in a very bad position when you do this. Ald. Wollin asked if the bill included travel time. Ms. Summers said we intend to pay him for transportation. Ald. Wold and Ald. Rainey recommended getting a local attorney. Ald. Drummer asked about the memo concerning Professional Opportunity Magazine. Mr. Bannister said it was on the last bills list; you approved it. However, the staff went back and checked, and what was sent by Professional Opportunity Magazine actually resembled an invoice. It got mixed in with the Jay Barr bills; no check went out. The memo was only for information purposes. Ald. Wollin noted that the Committee did question the Professional Opportunity bill. Ald. Drummer asked about the information concerning the medical refunds and the amount of dollars that have been deposited. He asked whether these were for 1989 bills, and asked if the Township had any of the original bills. He noted that the staff were saying that Deloitte & Touche had made mistakes in overpayments, but he inquired whether there was any documentation to prove it. Ald. Rainey moved that the Committee send Deloitte & Touche a memo concerning the payments already paid and would like a response at their earliest convenience. Ald. F.ainey, Wold, and Wollin expressed concern about how deposits could be made January 23rd and January 30th, 1990 when Deloitte and Touche had not made their report to the Committee by that date. Ald. Wold stated Township staff were casting aspersions on Deloitte & Touche. Ald. Rainey cautioned Supervisor Summers to be careful what she signs; that she is making sweeping statements. Aid. Wold said in the sentence ....... many other refunds..." she asked what that meant; what other refunds. Ald. Rainey asked about the payment to Gary Schultz; would like to see his itemized bill; wanted to know where his monthly report was. Also, for their budget discussion, why are his services necessary. The Committee unanimously approved a motion to approve a bills list of $70,191.26. MONTHLY CASELOAD ANALYSIS Ald. Drummer asked what cases were transferred to Aid to Dependent Children (ADC), and why the Township had any cases for people who have children. Mr. Bannister said there was one client who wasn't able to keep her children. Ald. Rainey noted that again, the numbers on the Monthly Caseload Analysis do not compute; that if you take last month's totals minus the closed cases and adding the open cases it doesn't equal the report total. Mr. Bannister noted TOWNSHIP COMMITTEE Minutes of 5/2/90 Page 9 that this report was done by hand. Aid. Rainey noted that the Committee is monthly being asked to approve a monthly report which is wrong; that the numbers do not add up; that last month we lost cases; that the numbers in the monthly report are not big numbers; she doesn't understand how those errors can occur. She doesn't understand why the staff can not produce a valid monthly report. Aid. Drummer suggested the Township staff to over the last four months. Mr. Bannister said it has boon a problem for the last aix months. Aid. Drummer suggested the Committee should not approve the monthly report; that staff should go over the last four months and produce anothor report. Aid. Rainey requested a memo on adult education and GED training on client number three. She would like to have a better assessment of the client, his reading level, his ability to function in GED training. The Committee had a general discussion of the suitability of programming for this particular client. Mr. Bannister indicated the person has been assessed and would not progress to a certain level. Aid. Wold asked who supervised the GRASP program. Hs. Summers said they report to us; Phil Radtke and Cheryl. Ald. Wold asked who in the Township was monitoring. Ms. Summers said caseworkers. Mr. Bannister indicated the report goes to the caseworkers. Aid. Rainey noted that only three clients on the list provided were either 20 or 21 years old. Ald. Washington asked if the 54 year old client was with the Township for life. Aid. Drummer asked if this person was able to work. Mr. Bannister said the person could not comprehend. Aid. Rainey suggested that perhaps a different type of training mechanism was appropriate for this individual; that all day at GRASP may not be appropriate; that perhaps something along the lines of a sheltered workshop. Mr. Bannister indicated that such an arrangement had been explored. Aid. Wold noted that if there was a limited number of GRASP clients this client may be keeping someone else out. Aid. Washington requested information on the length of time someone was a GRASP client. BUDGET ISSUES Aid. Drummer felt the Committee needed to have one final budget meeting. He noted that the meeting with Deloitte & Touche about computer issues would occur on Friday; that the response from the Supervisor would be received after the llth, and that there needed to be one more budget meeting before the budget went to the full Council. A special budget meeting of the Township Committee was set for May 15th at 7:30 p.m. Aid. Rainey asked questions about the Donated Funds Initiative. Aid. Wollin and Rainey wanted to know where it is in the budget. Aid. Wold noted that it is in the revenue; that it should be increased. Aid. Drummer provided some historic overview of how these funds were budgeted. Aid. Wold asked what is the cash flow in the fiscal year; how much would be allocated to the 1990-91 budget; whether these funds came in through a state fiscal year versus federal fiscal year. Ms. Summers said we need Julian for our response. Aid. Drummer noted Julian Coleman was needed for the fund balance, investment pool, and transfer questions. TOWNSHIP COMMITTEE Minutes of 5/2/90 Page 10 Ald. Drummer noted the $400,000 in reserve which was shown as an expenditure item; that was never spent. Ald. Weld asked if we could put in last year's reserve into this year's budget, as revenues of the levy can be reduced. Ald. Rainey expressed her frustration in having never received a response concerning the excess fund transfer. Ald. Drummer felt it was imperative for Julian Coleman to show up. Ald. Rainey noted that while she was not yet going to introduce it, she had prepared a budget with reductions totalling $1.4 million dollars; that this budget did not affect client caseload, the rent grant, or salaries of current employees. However, it does slash all conferences, contingencies; that it is a lean budget with no frills. Ms. Summers cautioned the Committee against cutting the Township levy. She suggested that the money should be levied and then abated. Ald. Drummer thanked Hs. Summers for her point. Ald. Rainey said she wanted to cut the levy to pare down the activities of the Township; that this was not a time to pay for every frill. Hs. Summers again recommended abating after the levy and not to cut the levy. Ald. Rainey hoped this issue could be solved by Friday, May llth. Mr. Bannister asked where the Committee wished to have the money for FERS taken. Ald. Wold asked for some dollar amounts about what the totals in legal audits were. Ald. Rainey noted that the Committee did not have all the information to make any kind of recommendation because it hadn't received a monthly report. Ald. Drummer suggested the money should be taken out of Legal/Audit, Professional Services, and any remaining funds that, needed to be found take out of Contingency. Ald. Rainey expressed again her frustration that Mr. Coleman was not present for this evening's meeting. She felt that even if he could not be present he could have submitted some responses in writing. Ald. Wollin expressed her hope that the May ISth Township Committee meeting would be the final meeting to consider the budget before it goes to the full Council. The Committee unanimously agreed to adjourn the meeting at 10:38 p.m. Jay W. Terry ` 0 — . DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE may 15, 1990 7:30 P.M. Room 2404 PRESENT: Ald. Drummer, Rainey, Washington, Wold, Wollin, OFFICIALS Herbert Hill, Jay Terry and STAFF: OTHERS Ald. Feldman, Kovshak, Lanyon, Esch PRESENT: PRESIDING: Ald. Drummer, Chair The meeting was called to order at 1:40 p.m. Chairman Drummer announced that the Committee would hold an executive session to consider personnel matters. Ald. Wollin made c motion that the Committee go into an executive session on the basis of a personnel matter to be discussed. Ald. Washington seconded the motion, and the motion passed 4-0. Ald. Wold was not present at the time. The Committee went into executive session at 7:41 P.M. The Committee reconvened into open session at 9:45 p.m. MEDICAL BILLS There was discussion between Ald. Drummer and Ald. Rainey noting the listing of bills did not have any kind of cover memo, any total sheet, transmittal memo, therefore, the bills were not understandable. There was a committee consensus that Mr. Terry would contact Deloitte & Touche and staff of the Township office to get an explanation of the material that was sent to the Committee. If the need was there for a timely approval, the Committee would meet at 7:00 p.m. on Monday night before the Council meeting to quickly approve the bills. Ald. Drummer asked the computer subcommittee for a report. Ald. Rainey indicated that they had met for three -hours with representatives of Deloitte & Touche and the Township. They directed Larry Buckman of Deloitte & Touche to develop a plan for the Township that was somewhat of a middle ground recommendation; that they wanted neither the top and nor the bottom end of a system for the Township. Ald. Rainey has reviewed a draft copy of the report. She noted that the total cost, if all the recommendations were implemented, was $146,000. TOWNSHIP COMMITTEE Minutes of 5/15/90 Page 2 Ald. Wallin noted that a search of available software had been done by Deloitte & Touche; that a package had been identified that could do all of the accounting, auditing, and accounts payable functions for the Township; that a further design or different set of software was necessary to handle the Township medical bills and the General Assistance accounting system. Ald. Rainey noted that the recommendations did include the requirements necessary to institute a LAN system. Ald. Wallin noted that the Township's system required an update of memory. Ald. Rainey instructed Mr. Terry to contact Deloitte & Touche and tell them that there would be a delay in the review of their report, but that indications should be made to Deloitte & Touche that the matter would be discussed in the future. PROPOSED TOWNSHIP 1990-91 FISCAL YEAR BUDGET It was noted on the latest budget submitted by the Supervisor, that the transfer from the Town Fund to the General Assistance Fund had been increased to $1,152,000. This was higher than previous budgets. Ald. Rainey noted that in earlier budgets, the transfer was no higher than $SS8,000. Ald. Wald noted there had been discussion of reducing the transfer. She noted the Committee had the legal authority and a commitment to do so; however, she was still interested in discussing the ramifications of eliminating or reducing the Town Fund portion of the budget. Ald. Wallin made a motion that the amount transferred from the Town Fund to the General Assistance Fund should be reduced back to $858,158.47. Ald. Wallin seconded that motion. Ald. Wald recommended that the budget be sent back to the Supervisor with that change. Ald. Drummer suggested it go back telling the Superviscr that she must design a change to incorporate that amount. Ald. Rainey and Ald. Wallin had a discussion of the various changes that Supervisor Summers had made in her budget, and the difficulty in comparing the two. Ald. Rainey noted her concern that the projected fund balance had changed with the latest budget. Ald. Wold questioned whether any more fund transfers had occurred since the last Committee meeting. Ald. Rainey noted that one budgeted figure for a projected transfer was, in fact, less than transfers the Committee is already aware have taken place. Ald. Drummer noted it was possible that some money was transferred back. Ald. Rainey characterized this as "voodoo" accounting, and noted the Committee needed an explanation. Ald. Drummer noted his concern about making any recommended changes in view of the fact that the Township Supervisor communicated she would not listen to Committee recommendations. Ald. Rainey questioned Ald. Wald if she was also going to recommend a reduction in the Township tax levy. Ald. Wald indicated she was very interested in reducing the tax levy; however. she didn't feel she had enough information to do it at this Committee meeting. Ald. Wallin suggested that TOWNSHIP COMMITTEE Minutes of 5/15/90 . . . Page 3 subject needed to be discussed by the full City Council. Ald. Rainey indicated she Was very concerned about any vote indicating approval or tacit approval of a total Township budget of $3,600,000; that she personally did not support anywhere near that level of a transfer. Ald. Washington noted that the Committeo had never formally voted on any Township budget in a total package. Ald. Wold noted that the Council on Monday night could begin efforts to reduce the Town Fund; however, she needed to see what the current fund balance was to know what the level of levy was that could be reduced. Ald. Drummer asked if this budget was going to be discussed Monday evening at the full Council meeting. Ald. Wold indicated there should be, at a minimum, some discussion of the transfers between the Town Fund and the G.A. Fund, and a discussion of what the law allowed. Ald. Wald felt the need to reduce the Township budget still exists. Ald. Rainey expressed her concern that the Committee could not reduce the transfer amount back to $858,000 without accepting the notion that the total budget could be in the neighborhood of $3.6 million dollars. Ald. Wald reworded her motion to state that the Committee reaffirms a commitment not to transfer in excess of $858.000 from the Town Fund to the G.A. Fund. Ald. Drummer noted that if this motion were to pass, the Supervisor would need to be alerted of that vote. Mr. Terry noted that the April llth budget could be revised to produce a document incorporating those changes which had been made in the budget since that date. Ald. Wallin noted the need to get the missing monthly reports from the Township Accountant. Ald. Weld's motion passed 4-1. Affirmative votes were Wold, Wallin, Washington and Drummer with Ald. Rainey casting the nay vote. Ald. Wallin made a motion to request the monthly reports of March and April from the Township Accountant. Ald. Wald seconded the motion, noting that was one of the requirements of the Township Supervisor. Ald. Wallin's motion passed unanimously. Ald. Rainey felt that the Supervisor's latest budget should be returned to her with a notation that this budget exceeds the Committee's willingness to levy Town Fund taxes and a notation that the budget seemed to be extremely dependent on Town Fund taxes. Ald. Wallin asked if this meant we were communicating to the Supervisor that she should revise her budget to reflect only General Assistance Fund activities and no Township funds. Ald. Rainey said no, that she was not prepared to do that; however, it was a statement of - principle that the Town Fund reflected in the budget was excessive and this budget would not be considered. This motion was approved unanimously. Committee members directed Mr. Terry to deliver that memo as soon as passible. TEEN BABY NURSERY the Committee consensus was that this would be added to the Council's agenda on Monday. Ald. Weld made a motion approving a payment of $9,262 for April services at the Teen Baby Nursery. Ald Washington seconded the motion and it -- passed unanimously. t TOWNSHIP COMMITTEE Minutes of 5/15/90 . . . Page 4 Ald. Wold noted a concern of the Housing Commission given the uncertainty about the Township budget that the dollars which have been allocated for some time for housing purposes would not be reallocated to other purposes. She noted that the fact that the Trustees have allocated these funds does not mean they have the force of law. Ald. Drummer said he would relay that question to the Supervisor; however, he was sure that she was still committed to the issue of housing in the community. Aldermen Weld. Rainey and Drummer all noted the need to get this question clarifiod as to where it stood in the budget; and the need to get Julian Coleman to anawer the question as to how that money is reflected. Ald. Wollin noted the need to prepare a summary report for the members of the City Council as to the problems that exist in Evanston Township which have been encountered by the members of the Township Committee as a result of their seven months of review. Ald. Drummer asked for volunteers to serve as a subcommittee to work with staff. The Committee will consist of Ald. Drummer, Ald. Wold, and Ald. Washington. They were to meet with staff to work on the development of this summary report. Ald. Rainey requested that in addition to any request for monthly reports, that Mr. Coleman be reminded that a written explanation of the Donated Funds Initiative was required. Ald. Wollin noted that questions had been submitted to Julian Coleman before without response. Ald. Wold noted that questions to Mr. Coleman needed to be in two phases. One was the answers to the questions they had and the second was to answers as to why he hadn't responded to previous questions. She instructed that the request to Mr. Coleman should. in fact, be in writing. Ald. Rainey asked that he be asked about the increase in the fund balance in the G.A. Fund and a corresponding decrease in the Town Fund balance in the new budget. Aid. Washington concurred that we needed more information about any transfers which had taken place. Ald. Wollin noted that she was going to, with the Committee's consent, have a discussion with Ald. Collens as she would be serving at the Mayor Pro Temp at the Council meeting on May 21st in which the Township budget perhaps would be discussed. Ald. Rainey noted that in the latest budget submitted by the Supervisor, the Donated Funds Initiative revenue line had been increased to $118,125. The Committee voted unanimously to adjourn at 10:50 p.m. 1 Jay W." Terr PRESENT: ABSENT: OFFICIALS and STAFF: PRESIDING: GALL TO ORDER DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE June b, 1990 7:30 P.M. Room 2402 Ald. Drummer, Washington, Wold, Wollin, Brady Ald. Rainey Jay Terry Aid. Drummer, Chair The meeting was called to order at 7:31 p.m. YQUTES The min+jtr�s of the Township Committee meeting of May 2, 1990 were unanimously approver!. The minutc-0 of the Township Committee meeting of May 15. 1990 were approved with the following corrections: Page 2, paragraph 4, line 1: "Ald Wollin" should be replaced with Ald. Wold. page 4, paragraph 3, lino 2, the sentence beginning "The Committee will........, Ald. Wold should be replaced by Ald. Wollin. With those corrections, the minutes were approved unanimously. C©HMUNICATLONS The Corga tfor reviewed responses which had been received from the Township Accountant to questions which had been raised. Aid. Washington asked for clarification of the term "Unreser7ed." Ald. Drmmmor pointed cut that the Unreserved Find Balance were funds that had been unallocated and s.'ere accumulating. Ald. Wollin asked in view of the fact that the Accumulated Fund Balance was $984.Oa0 whether or not those funds could be cut at the present time. Ald. Wold said we can either cut the proposed budget reserve or cut the total of the current Fund Balance. She questioned whether the figures, as of April 30th, were real. TOWNSHIP COMMITTEE Minutes of 6/6/90 . . . Page 2 Aid. Wold asked members who had served on the Human Services Committee whether, in the past, any transfers had occurred before in excess of the level authorized with a repayment later. Aid. Drummer said yes, in his experience it had occurred before for cash flow purposes. Aid. Wold questioned why there needed to be an excess transfer of funds from one to the other instead of taking funds out of the reserve, when it appeared that there was an extensive fund balance. Aid. Wold indicated that was a question which needed to be posed to Supervisor Summers, Aid. Wollin wanted to know why the payback from the G.A. Fund to the Town Fund was $5,000 less than the original transfer, Aid. Drummer reported that Mr. Coleman did not know the answer to that question; that it was a decision which had been made by the Township Supervisor. Aid. Washington expressed concern that the meeting was taking place without Mr. Coleman or a representative from Evanston Township not coming to the meeting. Aid. Drummer noted a memo had been sent out by the Supervisor today answering some of the Committee concerns. He felt the Supervisor was willing to reconsider her position on certain issues; that he had spoken to the Supervisor; that he believed the Supervisor was reconsidering her intention to allocate $200,000 for space planning, and that she was agreeing again to submit medical bills for Trustee approval. He felt the Supervisor was making some concessions. Aid. Wold felt that the memo from the Township Supervisor was not a conciliatory one; that on one point the Supervisor only says she will consider holding additional discussions with the Trustees; the Trustees must submit their concerns to the Township in writing. Ald. '.fold felt the Supervisor would ultimately regret the Committee actually putting their concerns in writing; that the Committee had a number of concerns regarding the legality of her actions, breaches of confidentiality and issues of competence. Aid. Wold indicated it was her feeling, based on the Supervisor's latest position, that the Council members should just allocate the G.A. Fund and not allocate a Town Fund for the Supervisor's use. Aid. Drummer indicated he had a different interpretation of the Supervisor's memo; that he saw her making some concessions from earlier positions. Aid. Wold and Ald. Drummer had a discussion regarding the tone and exact interpretation of the content of the memo. Aid. Washington and Ald. Wollin noted that the memo refers to the Trustees as a whole and does not refer _o the Township Committee. Aid. Washington oxpresst�d her concern that thr Supervi::-)r i:, gu: rriing hor hiring authority and that she wa; sti l l concerned that an .",:3': hid not been hired as a caseworker. Aid. Drummer noted that the Supervisor had committed to hiring an HSW for a caseworker. Aid. Wollin noted that the Supervisor was legally correct in her position about her hiring authority. Aid. Washington said she may be correct, but it was not a conciliatory position to take. She suggested that issues could be put in writing, and she suggested the Committee net on with the business of passing a budget. TOWNSHIP COMMITTEE Minutes of 6/6/90 Page 3 Aid. Drummer stated again that he felt Ms. Summers was willing to discuss a number of issues. Ald. Wallin and Aid. Drummer had a discussion as to the reasons Hs. Summers might have for not coming to Township Committee meetings. Ald. Washington indicated she did not believe the Committee could appear to be "giving in" on any points. Aid. Wallin noted that the Committee members could never agree to saying they were not going to ask any quostions. Aid. Washington felt it was imperative that Julian Coleman appear befare the Committee; that whatever it took to got Mr. Coleman there, including a subpoena, she wits willing to consider. Aid. Wallin said this Monthly Report raises many questions. Aid. DrusrmPr said that Mr. Coleman had soma important personal reasons for being unable to attend. Ald. Brady and Ald. Wallin raised questions as to where the Housing Reserve, which was reflected, that originally $500,000 had been allocated for housing issues; that $200,000 was remaining after the FIT program had been developed; concerned about where those funds currently were located in the Township budget. Ald. Wold noted that on page eight of the Monthly Report the Investment Pool showed $522,000; that there was a Special }lousing category for zero; wanted some clarification on that. Ald. Brady noted that was a cash flow report. Aid. Wold and Ald. Drur%mer had a discussion as to where the funds for Housing were located within the budge>t, within any of the financial statements; where those funds are; what remains for Housing. Mr. Terry noted it was a cashflow statement and the reason there was a zero for Housing is there had been no transactions made that month. Aid. Drummer characterized the Investment Pool as a cf?ckint account with interest. MONTHLY BILLS LIST Ald. Drummer asked if there were any questions about the bills list. Aid. Wold wondered if there were going to be any answers provided. Ald. Wallin noted that Mr. Terry could write down all the Committee questions and transmit them. Ald. Wallin indicated her question would be if the bills for the Moore Business Forms, if the forms that had been ordered were numbered in sequence. Aid. Wold expressed her concern about those bills for which a check had already had been cut. She noted that certain trip expenses had been prepaid. She wanted to know if trips were authorized for prepayment; whether fees for service were authorized for prepayment; that Julian Coleman had already been paid and that had not been authorized. Ald. Washington asked if the payment for Pelini `sad been authorized. Ald. Wollin noted that the Committee had previously asked for a copy of Mr. Polini's bill. It was = her recommendation that his gill not be approvAl at this evenins's moetinr,. Aid. Washington asked if tht�- ;upevvisor `sad driven to Mt. Vornon as reflected in the Trip Rr.pense. Ald. Wold indicated she wanted an explanation of that bill. Ald. Washington asked about the UnF_mployment Compensation expense listed on the bills list. There was discussion as to whether this was the Township's regular payment for Unemployment Compensation Insurance; whether or not any former Township employees were currently collecting unemployment compensation. Aid. Washington indicated she wanted to know if any former Township employees were collecting unemployment compensation. Ald. Wold - indicated she wanted clarification as to the limits on the Supervisor's TOWNSHIP COMMITTEE Mi ntit es of 6/6/40 . . . Page 4 authority to spend bills prior to Committee approval.. She asked staff to seek a legal opinion from Corporation Counsel Herbert Hill on what is authorized and what is not. She moved that the Township Bills List be approved except for the bill of $1,500.40 for PeIini and Schaefler. :;he directed the staff that the memo of transmittal indicate that the Committee has grave concerns about expenditures of money which have occurred without prior authorization by the Council, and also that staff, after obtaining a legal opinion from Herbert Hill, include it in the Township Bills package. Ald. Wollin questioned the amount for Family Focus in the Community Action program. Mr. Terry noted that April I started the new fiscal year and that Family Focus' grant amount had been increased through the Unified Budget Process. The Coranittee unanimously approved AId. Wold's motion. Mr. Terry noted for the the Committee's information that he had expresni!d prior Committee concern to the Township Assessor that all of his bills had been paid prior to Committee approval, and that the response from the Assessor's office is that they were merely following procedures set down by the Supervisor, and they did not feel that any criticism directed towards them was just. Ald. Wold indicated she had a concern regarding the Community Defender which received Township funding. She asked the question as to how the Community Defender documented the residency of its clients, and asked that that inquiry be transmitted to them. TOWNSHIP MEDICAL BILLS Ald. Drummer noted these bills were not sent to the Illinois Department of Public Aid (IDPA); that they were reviewed by Deloitte and Touche. Ald. Wallin noted that in a previous meeting Director Bannister specifically told the Committee that they had been sent to IDPA. Aid. Drummer indicated that Mr. Bannister told him that IDPA does not do both inpatient and outpatient bills; that they did not want to do one of those two categories. He reminded the Committee also that Supervisor Summers had not yet officially changed her position, questioning whether the Township Committee had the right to approve these medical bills. Ald. Washington indicated she did not understand what the Com.*aittee was then supposed to do with these bills. Ald. Wold moved that the medical bills be approved in the amount of $37,778,67. Ald. Washington pointed out two different client caseload ntimbi�rs to the Committee indicating that there was substantial medical expenses and wondered about referral of those persons to Social Security disability. Ald. Drummer indicated that the issue of referring persona to Social Security had been a Committee agenda item before; that the Township had yet to firmly establish a policy on this issue. Ald. Brady, Ald. Washington and Mr. Terry had a discussion of the Social Security appeal process and the likelihood of certain Township clients ultimately getting Social Security disability, - iRi TOWNSHIP COMMITTEE Minutes of 6/6/90 Page 5 Aid. Wollin seconded Ald. Wold's motion for approval, and also asked that there be a progress report on trying to get persona with medical problems on the Social Security disability. Ald. Washington indicated she would vote to approve these bills with some apprehension, and lolne questions about the appropriateness. Ald. Wold wanted to know why thvru were no March bills included in the packet, in view of the fact that ther►► were both February and April bills. Aid. Washington indicated on the list of questions to be transmitted to the Township, there would be a report on the progroas of Social Security disability. Aid. Wallin indicated her question for the Township is why was the Committee lied to in terms of bills being sent to the the IDPA. Ald. Drummer indicated he would relay that question to the Township Director. lie said he would not state categorically at this time that the bills, in fact, were not sent to IDPA. The Committee voted unanimously to approve Ald. Woid's motion on the medical bills. Ald. Washington expressed concern that Ald. Drummer was the sole conduit of information coming out of Evanston Township offices, Ald. Drummer indicated that perhaps he received more information because he called the Township office himself frequently. MONTHLY REPORT Aid. Wollin indicated she had some concerns with the March Monthly Report; that if you were to add the March figures to the February year -to --date on all salary categories, the figures were not consistent and she needed an expinnation of how those figures were determined. Aid. WoId asked if this report had been prepared by Julian Coleman. Ald. Wollin indicated that the Salary Su;rmary on the report was not correct Aid. Drummer indicated he was still troubled by an attempt to do modifications of the bills list through the monthly report; that the monthly report had a listing of expenditures for certain items that were allegedly not included on the bill, list simply by oversight. _ Ald. Wold expressed hf.r concern and recommended that a mf-mo be sent to the Township supervisor that this paying of bills after the bills list, which she characterized as a "oh, by the way" procedure was not acceptable to the Committee. The Committee took a 15 minute break. Upon return fcom the break, Ald. Drummer reported he had spoken by phone to Julian Coleman, and that the excess dollars in the monthly report salary line items were the previously discussed merit increases which were paid out to TOWNSHIP COMMITTEE Minutes of 616190 Page 6 staff, which were previously reflected as one lump sum, were now spread across the appropriate position line item categories. TOWNSHIP 1990-91 PROPOSED BUDGET Ald. Drummer asked Ald. Wollin to give a report, on the status of the computers in the Township office. Ald. Wollin referred the Committee to Table 1 in the Deloitte and Touche report. and said that she and Ald. Rainey were informed that the Township computer memory had to be upgraded; that she recommended at a minimum that thin be done. Ald. Drummer indicated that based on the information provi&id this evening, there were sufficient funds in the budget; that the reserve could be reduced. Ald. Wold indicated she felt a dilemma; that she agreed the computer system had to be improved and Wanted to improve that package but was not at all satisfied that should be done given the current personnel. The Committee had an extensive discussion on how to allocate the funds for the computer purchase, and how to impose the tightest possible controls; that those funds be spent exactly on the equipment being recommended by Deloitte and Touche. The Committee had a further discussion of the Supervisor's legal authority to spend funds. The Committee had a discussion as to the potential response of the Supervisor depending upon where various budget allocations were funded. The Committee, Mr. Terry and Ald. Brady had a discussion regarding the contracting authority between the City and the Township as outlined by Mr. Hill in previous memos. Ald. Wold and Ald. Drummer had a discussion on the merits of reducing the tax levy versus abating taxes, with Aid. Wold being in favor of levy reduction and Aid. Drummer being in favor of tax abatement. Ald. Wold felt that the entire current fund balance of 3984,000+ could be rebated or abated. Ald. Drummer felt an abatement in the neighborhood of $500,000 was perhaps more appropriate. Ald. Brady questioned why the current unreserved fund balance of $985.170.78 could not be abated at this time. She indicated to the Committee that they needed to do a selling job on this budget to the entire City Council as she felt that certain line item increases were pretty substantial. Ald. Drur-zer felt the Corr,nittee would put the Township at a risk if the abatement was as large as Ald. Wold and Ald. Brady were proposing. lie did, however, stat+? he was in favor of a significant amount of funds being set aide for abatement. Ald. Brady and Ald. Drummer had an ext:hange as to the �--xact tiring when an abat»mf_nt would occur. Ald. Brady, Ald. Dr,=: er and Mr. �C-rry attempt d to clarify th,a difference between the dollars in the in7eS tent pool versus th=_> funds reflected on the cash flow report versus the ft.,ndr indicated as being in the fund balance. Ald. Wold felt that on the budget on the G.A. line item Administrative Overhead Budget, the line item Office Equipment and Professional Services, that the funds in those two items be changed to zero with a new line item created. Ald. Wollin suggested that the name of that new line item could be Data Processing Equipment and implementation. Ald. Wold made a motion that that be a new line item and the amount allocated to that be $80,500. Ald. Wollin seconded that motion. TOWNSHIP COMMITTER Minutes of 6/6/90 Page 7 Ald. Wold indicated that in the budget there should be an asterisk next to it which says these dollars will cover the first two recommendation of the Deloitte and Touche Report on the computer system in the Township. Ald. Drummer Indicated that these were critical purchases, but also felt that in addition to the hardware purchanoa, it was necessary for training and qualified personnel. Ald. Wold's motion was passed unanimously. Ald. Wold moved that the Committer, obtain the Information necessary to present to the Trustees on a rebate or abatement of at least S900,000. Ald. Washington seconded the motion. Ald. Wollin indicated that Julian Coleman needed to be reminded that he is accountable to the Township Committee In addition to the Township Supervisor. Ald. Wold's motion passed unanimously. Aid. Wold indicated that if an abatement of $900,000 were made that still left $85,000 in the unreserved fund balance, and as far as she was concerned that would pay for the computer equipment. However, she was still concerned about training and how to allocate funds for computer education. Ald. Wold indicated that Ald. Wollin, as part of the Computer subcommittee, should cell Deloitte & Touche the next day to find out if training was included in the proposal amounts that they had indicated, and if it was not, an estimate of training coats be obtained. Ald. Drummer asked if a line item for training should be included at this time, and Ald. Wallin suggested that the Committee wait until she reported back with a response from Deloitte and Touche. All. '.fold felt that a line item of $4,500 could be identified for staff training. Ald. Wollin seconded that. Ald. Wold felt it was important that the Committee was clear and on record that everyone should be trained and whatever was necessary to get that training take place. Hr. Terry and Ald. Wold had a discussion of how to reflect a carryover line item of fund balance from FY 1989 to the current fiscal year. Ald. Brady and Ald. Wold had questions about the budget figures for the Donated Fund Initiative and expressed concern that the numbers were not as clear as they could be. Ald. Wold felt the Committee needed to review both the Town Fund and G.A. Fund Revenues and Appropriations. Ald. Drummer and Ald. Wold indicated that in vier of t;.e fact that there wax an increased revenue figure through the Donated Fund Initiative, that coupled with the budget cuts that had been made in Professional Services and Office Equipment Purchase, that would cover the cost of the computer, and that it could be possible there could be an abatement of the Township tax levies approaching $1 million dollars. Ald. Wald indicated that she wished to have a new motion which would increase the amount of the tax abatement or rebate to $1 million dollars, which would reflect the current unreserved Fund balance with an additional $1e,.000 friars this: year' budget. Mr. Terry noted that thA unrH5ervm1 Fund balance figurers which the Committee had been working with were as of April 30, 1190 which was a month into the fiscal year; that the figures for ?larch 30, 1990. it appeared, would be $914,742.98. Ald. Wald indicated that information did not change her motion. Ald. Wold wished to amend her earlier motion on computer purchases to $110,000 to take in the first three recommendation of the Deloitte and Touche report. The Committee had some discussion as to what if the training dollar TOWNSHIP C0MMITTEE Minutes of 6/6/90 . . . Page 8 allocation was not necessary, and the consensus was that any dollars unallocated could be thrown in the contingency line item of the Community Action budget. Ald. Wold felt that with this type of abatement, the Committee had a budget that she could live with. She noted, however, that Herbert Hill was still unclear as to the legality of controlling Town funds. Ald. Drummer indicated his strong feeling that spending money without authorization, which it appeared the Supervisor or the Township had done, was clearly against the law. Ald. Wold questioned whether other Committee members could live with the budget as parsed, and wanted to know whether this message adequately conveyed to the Township Supervisor their concern with the way business had been operated. Ald. Wollin felt any message to the Township Supervisor was separate from the budget consideration. She indicated that the Committee could perhaps develop management goals for the Township, but noting it is just a request of the Township Supervisor. Ald. Mold said it was her opinion that the City Council would support very strong action in imposing controls on the funds of Evanston Township. Ald. Drummrrr expressed his very strong belief that the conflict which existed between the Trustees and the Township Supervisor needed to be resolved and should be resolved aa quickly as possible. The Committee had a discussion as to the processes possible for resolving that. It was the consensus of the Commmittee that a delegation of Ald. Drummer and Ald. Wold meet with the Township Supervisor before the City Council meeting of June Ilth in an attempt to resolve certain issues. The Committee unanimously voted to adjourn at 10:45 p.m. j �) � �1 ,Tay W. Terry DRAFT - NOT APPROVED MINUTES TOWNSHIP COMMITTEE June 20, 1990 7:30 P.H. i Room 2402 PRESENT: Ald. Drummer, Washington, Wold, Horton, Esch ABSENT: Ald. Wollin, Rainey OFFICIALS AND STAFF: Jay Terry and Edna Summers, Supervisor Presiding: Ald. Drummer, Chair CALL TO ORDER The meeting was called to order at 7:32 p.m. PHARMACY BILLS Chairman Drummer indicated there was had a list of pharmacy bills to be considered totalling $6,178.00, He noted that it appeared the bills had been sent to the Illinois Department of Public Aid for processing and return and asked whether Committee action was to be simple approval. Mrs. Summers responded yes. Ald. Drummer noted that previously the Committee had been told that the Township had a special reimbursement rate with Osco, asked whether the rates indicated on the bills list were favorable to the Township. Mrs. Summers responded, yes and the firm of Deloitte & Touche was working with Valerie Tatum on the processing of these bills. She also noted the ex- cessive copying charges to got these bills for the Committee. She noted that the Township has spent $900 dollars already in copying charges to provide all Council members with copies of the itemized medical bills. Ald. Drummer in- dicated that issue would be addressed by the Committee shortly. He noted that for the Committee's benefit that there were three different sorts of the bills by client, by provider, and a itemized list by provider. Ald. Wold asked when this material was sent to the Illinois Department of Public Aid. Mrs. Summers indicated she had asked her staff that and was told that these bills were pro- cessed with a three to four week turn around. Ald. Wold noted that the Com- mittee had been previously told by Deloitte & Touche that it would not take that long. She was disappointed that the processing was taking as long as - that. She wanted it noted that many of the bills were for services provided in the last fiscal year. She wanted it clearly stated that it was the Committee's direction that these bills should be paid out of the last fiscal year budget and that there be appropriate allocations of expenditures to the appropriate budget and fiscal year. Ald. 'cold made a motion to approve Township Committee Minutes of 6/20/90 Page 2 payment of pharmacy bills in the amount of $6,178.00. Ald. Washington seconded. Ald. Drummer indicated he had no concerns with the bills. Mrs. Summers noted again that the Deloitte & Touche. had been helpful in the processing of the bills. The motion was approved 3-0. Ald, cold directed - staff to send a memo accompanying these bills to the Council noting it was the Committee's intention that bills would be paid out of the appropriate fiscal year budget depending upon which year these services were provided. The Committee move on to consider the other medical bills which had been submitted. Ald. Drummer stated that there were three sets of bills in the packet for a total of $12,705.84. Ald. cold asked if these represented all the bills due for this period received by the Township. Ald. Drummer indicated now would be the time to address questions about the format. He stated his feeling the a .,wary listing was adequate for bill review. He did not believe that the listing of clients was necessary to be provided every month. He asked the Committee's feedback about this. Ald. Wold asked if it was possible to break out how much was spent on each client every month without going into budget detail or perhaps it was possible to identify certain clients for whom expenditures exceeded a certain dollar amount accompanied by an explanation. Ald. Drummer suggested that a report of that nature could be produced only for certain larger time periods. Mrs. Summers indicated it was possible for them to produce a quarterly report which identified repeaters or a specific dollar amount which had been exceeded. Ald. Wald indicated since the system could already do a printout on all clients, and all expenditures per client, a summary report is something that she would be interested in. She indicated other than that she was comfortable with the information which was provided in the bills summary report. Ald. Drummer clarified that the Committee would no longer need the detailed client breakout for the medical bills. Ald. Wold moved the approval of medical bills in the amount of $12,705.84. Ald. Washington seconded and Committee approved 3-0. Ald. cold again directed staff to transmit these bills to the City Council with a memo indicating the expenditures would be allocated to the appropriate fiscal year budget. The Committee considered Mrs. Summers communication regarding the 50/50 program. Ald. Wold asked if it was not possible that this could be among those bills such as rental payments the Township pays in which the bill is in fact approved ahead of time of the actual month in which the expenditures are incurred. She made a motion that the Committee recommend payment of $1.200 dollars to Bennison's Bakery representing three months reimbursement for the 50/50 program for the months of April, May. June, and recommended that when the Committee next meets the bills list include payment for July. Ald. Drummer indicated he had thought the 50/50 program had potential and he wanted to encourage further development of that program. Ald. Washington seconded. Ald. Wold's motion. The Committee voted approval 3-0. COMMUNICATIONS Pelini & Sheffler Invoices Mrs. Summers indicated that before she received the notice from City staff that the bill had not been included in the list of bills which had been Township Committee Minutes of 6120/90 Page 3 approved before she had in fact issued the check to Pelini & Sheffler had al- ready been issued. Aid. Drummer tried to recall why the Committee requested to see Mr. Pelini's invoice. His recollection wad -that Aid. Rainey wished to see how Mr. Pelini billed his travel time. He suggested that the communication be set aside for a future meeting to allow Aid. Rainey an opportunity to comment. AGREEMENT CONDITIONS Aid. Drummer indicated this memo was a response to a list of issues which Aid. Drummer identified which needed to be resolved. Aid. Wold indicated she wanted clarification on the first point. She asked if the Township needed every issue on which the Committee had a question put in writing. Mrs. Summers indicated that the questions raised at tonight's meeting were no problem, she was taking notes. However she indicated there were times when the Committee questions needed to be put in writing. Aid. Wold asked if Mrs. Summers would let the Committee know which questions needed to be put in writ- ing and Mrs. Summers agreed, Ald, Wold asked regarding point number two that there be a clarification attached to Mrs. Summers memo which stated that the lunch. transportation, and rent expenditures which were referred to in the com munication would all be client related and that those were the only type of expenditure which could be made without Committee authorization. Mrs. Summers agreed that those expenditures needed to be client related. Aid. Washington asked whether it was required under point number three that the Committee meet twice monthly. Mrs. Summers indicated that she had spoken to Valerie Tatum of her staff and the potential for a problem existed that medical bills would not be approved in a timely manner if only done once a month. She indicated that Township staff was for the most part caught up with medical bills and she felt that the Committee could continue to meet only once a month and see if that allowed for medical bills to be approved expeditiously. Aid. Washington asked whether limiting the clients to only one pharmacy would speed the process up. Mrs. Summers indicated the clients must have a choice. Aid. Wald asked about status of the purchase of service agreements and contracts between the Township and the pharmacies. Mrs. Summers indicated those were currently being prepared for Committee review. Ald. Wold and Aid. Drummer had a discussion about Walgreens potential participation in providing prescriptions for GA clients in the future. Aid. Wold felt that whatever pharmacies were willing to use the Township reimbursement forms are the pharmacies that the Township should use and that if certain pharmacy were resistant to that then an alternative should be used. Ald. Drummer stated that in the future, if the system is functioning effectively in the Township, the Committee may at some point want to reconsider whether the bill should be sent to the Illinois Department of Public Aid. Aid. Morton noted for the Committee's information that when Mr. Winfield was Township Supervisor only one or two druggists were used for dispensing pharmaceuticals to clients and this was found to detrimental to the clients. Mrs. Summers indicated she had a client who used a drug store in Dundee and consequently she has a contract with this druggist in Dundee to provide prescriptions for this one client. She indicated she didn't know :thy the client was using a Dundee pharmacy. Township staff were investigating the situation, but had found nothing improper thus far. Aid. Drummer asked about point number four regarding the Masters in Social. Work for Township Committee Minutes of 6/20/90 Page 4 the Supervising Case Worker. Indicated that he understood that the Township Supervisor was getting other resumes from Alberta Porges of 4C. Ald. Wold asked whether the ad for that position stated clearly that the person would be _ a supervisor, Mrs. Summers said yes. Ald. Drummer indicated that point number five was acceptable, point number six, the discussion of a tax abatement would be discussed later in the meeting and Mrs. Summers said regarding point number seven that she would keep the Committee posted on the implementation of the internal control recommendations. Aid. Drummer stated that the next time the Committee would be scrutinizing the implementation of the internal control would be when the next fiscal audit is reviewed. PROPOSED TOWNSHIP BUDGET FOR FISCAL 90-91 Ald. Drummer felt that then discussion of the budget had been completed in terms of the line items and that the question of a tax abatement was the only discussion remaining. Mrs. Summers noted that the Committee had received a communication from Julian Coleman which outlined three possibilities: Tax abatement of a million dollars, one of eight hundred thousand dollars, and one of five hundred thousand dollars. Ald. Drummer, Ald. cold and Jay Terry had a discussion attempting to clarify the numbers used in the projections and speculated as to their origin. Committee members expressed uncertainty over the assumptions which Mr. Coleman apparently made in order to produce the numbers which were in the report. Ald. Wold inquired as to whether or not there was a fund balance in the GA fund. Ald. Drummer said, yes. Ald. Drummer clarified whether these assumptions left the four hundred thousand dollar bugeted reserve in the Town Fund. They did not in option number one but they did in option two and three. Ald. cold felt that the decision had been already made to abate a certain amount, however the timing was a question that had not been resolved and wanted to know the Committee's recommendation. Ald. Drummer recommended that the Committee consider a five hundred thousand dollar abatement. Ald. Wold said she would very much like to make a recommendation to the City Council but would like Julian Coleman's explanation as to what the numbers meant. Mrs. Summers noted that there were two times per year in which the cash on hand at the Township was very low. Ald. Wold noted felt she could pursue a five hundred thousand dollar tax abatement and she felt the Committee should pursue with Mr. Coleman a discussion of a lager amount. Ald. Drummer noted that everyone agreed there should be abatement and that there was a possibility it could be higher than $500.000. Ald. Wold asked questions about the whether this would be an abatement or a reduction in the Levy. Mr. Terry noted that Julian Coleman had indicated that these - abatements would be identified as line item expenditure in the budget and that he was not in a position to explain all of the numbers and assumptions in Mr. Coleman's memo. Ald. Weld again stated that Julian Coleman was necessary for an explanation. Ald. Drummer noted that he had discussions with Julian Coleman in which he said a $500,000 abatement was very possible. Ald. Wold expressed her frustration that she needed more information and she did not want to go to the trustees with this budget without more information. Ald. Wold suggested that the Committee should recommend to the trustees a $500,000 abatement subject to a meeting with Julian Coleman to clarify the figures he had presented. She asked whether there had been an abatement reflected in the Township Committee Minutes of 6120l90 Page 5 Yellow budget and Mr. Terry indicated no. ' Ald. Wold suggested the budget be left as is until the conversation could be held with Mr. Coleman-: Ald. -..-- Y.- ..,Dru=gr asked whether :this-discussion--wi-th-Mr:---Coleman would -take place-before-�'-: Monday evening, Ald..Wold felt that it was possible if -.he could find the time. —The Committee engaged in -a discussion in which math was .rechecked to ensure;- on the accuracy of the figures and the line items. They reconfirmed the items and changes they had made in their last meeting were in fact included in the Yellow budget. Ald. Washington made a motion that the figures as identified in that budget be approved and recommended to the council for approval. Ald. Wold seconded and it was passed 3-0. Ald. Drummer indicated he would try to reach Mr. Coleman to set a meeting before Monday night's Council meeting. Ald. Wold directed staff to include in a memo to the council a clarification about the number of times the Committee needed to meet to consider Medical bills. The Committee voted to adjourn at 8:49 P.M., Jay W. Terry PRESENT: ABSENT: STAFF PRESENT: OTHERS PRESENT: PRESIDING: CALL TO ORDER PMET - NOT APEROVE Minutes TOWNSHIP COMMITTEE July 11, 1990 7:30 P.M. Room 2401 Ald. Drummer, Rainey, Washington, Wollin Ald. Wold Edna Summers, Harvey saver, Vincent Adamus Brian Fugure, Deloitto & Touche, Chris Ryan, John Norkus Ald. Drummer, Chair The meeting was called to order at 7:35 p.m. As members of Deloitte and Touche were present at the meeting, the Committee decided to hear their report at this time. Mr. Fugure performed a presentation in which he cited the objectives of Deloitte and Touche to be primarily: '1) enhance the accounting system of the Township; 2) remove the medical payment system as currently used by the Township, and 3) install general ledger, accounts payable and payroll systems. Secondary objectives included promoting a local access network (LA11) environment to improve controls of the operations and finances of the Township office, improving the reporting capacities of the Township staff, and improving the utilization of the current systems through training, developing user friendly software, and providing documentation. Mr. Fugure emphasized that the computer system cannot fix everything. In response to a question from Ald. Rainey, Mr. Fugure was not sure that he had seen both the financial audit and the control audit performed on the Township operations. Ald. Rainey instructed the Deloitte and Touche staff to refer to both documents when putting together their computer systems. Mr. Fugure continued his presentation in which he stated that Deloitte and Touche views Township staff involvement in the process as crucial. He noted, however, that a Deloitte and Touche staff person will still be available past the formal closing date of the study for consultation. Mr. Ryan then described the current topology of personal computers in the Township office, and showed the Deloitte and Touche plan for rearranging the hardware and software in the offices. The plan 4.; t, Township Committee Minutes of 7/11./90 2 called for data entry by the receptionists and training of all Township staff on personal computer use. Mr. Norkus then reported on the types of reports that Deloitte and Touche envisioned for the Township computer system. These reports involve being able to manipulate the data concerning clients, payments, and other important variables. Mr. Ryan discussed the various controls that would be put onto the computer system including multi -level password protections, physical disbursement of checks, and linking of client files by unique case numbers. In response to Committee questions, Mr. Ryan stated that computer controls incorporated into the system will flag information that is incorrectly entered. Ald. Washington questioned whether or not the system would catch instances in which the same person reapplied with the Township under a different social security number. Mr. Ryan stated that the system would help identify this easier. Mr. Fugure highlighted an addition of $21579 to the approved expenditures for computer equipment. The additions would include expenditures for word processing, spreadsheet and database software, and a laser printer. Ald. Rainey questioned whether or not Deloitte and Touche would do the buying and recommending of computer equipment. Mr. Fugure stated that yes Deloitte and Touche staff will do the ordering themselves. In response to a question from Ald. Wollin, Ms. Summers noted that the Lotus training, listed in the current bills list as $288 for two people, •.gas taken already by Township staff. Mr. Fugure noted the Township staff had consulted with Deloitte and Touche staff prior to taking the classes and that these classes could not help but be beneficial for Township staff. Ald. Drummer questioned what the costs would be if the Township moved and it was necessary to move the equipment with it. Mr. Fugure noted that the costs would be minimal and that the equipment could mostly be picked up and moved. The Com=ittee requested a brief written progress report regarding the computer system installations towards the end of August. Ald. Washington, citing the mention of a manual, asked whether or not a new employee will be able to follow the manual and be trained to operate their computer system. Mr. Fugure noted that interactive training by other staff will also be necessary, as opposed to just following the manual. He noted that it would be prohibitively expensive to build a tutorial specifically for the Township system, although the system will be user friendly. Ald. Wollin requested to be present during the accounting training workshop of Township staff. Ald. Drummer felt that all the Township Committee should be advised when the training is going on so they could observe the training. Supervisor Summers offered to have the Township Committee as a whole for a special training session on the computer system. Ald. Drummer replied that it was not necessary to do anything special for the Committee; just Township Committee Minutes of 7/11/90 . . . 3 let the Committee members know when the regular training is occurring. The Township Committee complimented Deloitte and Touchel's report, and stated that the Deloitte and Touche representatives appeared to be a good group to work with. Supervisor Summers agreed that up to this point their dealings with Deloitte and Touche representatives have been very pleasant. COMMUNICATIONS Presented at the meeting were Supervisor Summers' answers to questions from Ald. Wold. This was accepted by the Committee. Regarding medical bills, Supervisor Summers noted she had not had time to get the medical bills to the Committee in time for tonight's meeting. The Committee wished to approve these bills in time for the next City Council meeting. Therefore, a date was set for Thursday, July 19th for the Committee to meet and approve medical bills. Supervisor Summers was asked to get the bills to the Committee by that date. PURCHASE OF SERVICE AGREEMENTS The Committee asked how the Community Defender documents the residency of his clients. Supervisor Summers responded that she would bring the Defender's report to the Committee which explains the documentation process. The Committee unanimously approved the purchase of service agreements for the Cook County Legal Assistance Foundation, Family Focus, Outpatient Alcoholism Treatment and Educational Services, PEER Services, Inc., and the Evanston Community Defender. TOWNSHIP BILLS LIST The Committee expressed its displeasure that no monthly report was included along with the bills list. Ald. Rainey stated that the report is necessary now, regardless of whether or not the new computer system was on line. Ald. Drummer noted that the Committee had not had a report since March, and that the Committee should have a report by Wednesday from the Township staff. Ald. Wollin stated that she still had questions about the March report that needed an explanation from Julian Coleman. The Committee unanimously approved an extra $2,579 net expenditure to Deloitte and Touche for the following expenditures: four R-base modules for a total cost of $1,880; three versions of Lotus/Always for a total cost of $750; five versions of Word Perfect Software for a total cost of $1,250, and one Laser Printer for a total cost of Township Committee Minutes of 7/11/90 . . . 4 $1,999, with the gross cost being $5,079. This also included a reduction in expenditures of $1,000 for a single user verses an originally proposed multi-user accounting system manager, and a deletion of $1,500 which had been planned for a payroll training module. The current plans were to switch to an outside service for payroll services. Supervisor Summers noted that the Teen -Baby Nursery needs money for Friday, July 13th payroll. She requested the Committee to approve an extra month's funding for Teen -Baby Nursery. Ald. Drummer stated that he felt it would be agreeable to approve the extra month since the Township was previously committed to funding the Teen -Baby Nursery. Ald. Rainey stated that she needed to make sure this was a one time action and requested a report on why this was necessary. Supervisor Summers noted that with the extra payment, payments would actually be made on time to the Teen -Baby Nursery as opposed to a month behind. The Committee voted unanimously to approve the extra $9,262.83 addition to the bills list for an extra month's payment to Teen -Baby Nursery. Ald. Rainey expressed her concern over the Office Supplies accounts and asked whether there was an inventory control or a centralized purchasing system regarding office supplies. She asked for details on the expenditures. Ald. Rainey also inquired as to the control over the duplicating process. Ald. Drummer noted that regarding the medical reports, the Committee is currently asking for much less duplicating than previously. Supervisor Summers noted that the machine is having trouble handling the high volume of work. Ald. Drummer noted that there were too many payments in the Assessor's office that were paid for before the Committee had approved them. Supervisor Summers noted that the bills were paid as the Assessor sent them to her office. The Committee directed Ms. Summers to hold the Assessor's bills, except for the salary payments, until the Committee had approved them. The Committee noted that control is necessary in the Assessor's office as well as the rest of the Township. A change was noted in the bills list for the payment to Bennison's. The correct month was July as opposed to June. The Committee asked for a detailed invoice of the Deloitte and Touche payment for $9,750. Ald. Rainey noted that Mr. Coleman had been paid prior to Committee approval of the bill. She noted that as he is not strictly a staff Township committee Minutes of 7/,1.1/90 . . . 5 person, he should not be paid prior to Committee approval. Ald. Rainey also requested an itemized accounting of the payments to Gary Schultz. The total bills list for $103,805.71 was unanimously approved by the Committee. GENERAL DISCUSSION Ald. Rainey requested a proposal from F.E.R.S. for an audit for this year's Township Financial Audit. The Committee unanimously approved to request that F.E.R.S. give a proposal for the 1989-90 Township Financial Audit. The Township voted unanimously to adjourn at 9:10 p.m. J Vincent Adamus j DUFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE July 19, 1990 7:30 P.M. Room 2401 PRESENT: Aid. Drummer, Rainey, Wald, Wallin )kBSENT: Aid. Washington STAFF Harvey Saver, Valerio Tatum, Jay Terry PRESENT: PRESIDING: Aid. Drummer, Chair CALI, TO ORDER The meeting was called to order at 7:30 p.m. Aid. Drummer noted the only action item on the agenda was approval of Township medical bills, but that the Committee had also received some communications from the Township Supervisor. COMMUNICATIONS Medical Expenditures Break Out Aid. Drummer noted the first communication was a memo which allocated 1990 medical expenditures by fiscal year. Aid. Wold commented that what she had really wanted was the total medical bill expenditures for the 1989--90 budget. Mr. Saver stated.that the memo reflected those medical bills which had been done in house, in the Township office since the end of the Deloitte and Touche contract. Aid. Wold reiterated that what she really wanted was the sum total of medical expenditures for the last fiscal year. RespQnse to Bill incruiry - Gary Schultz Aid. Rainey stated she had some questions about the invoice from Gary Schultz. She noted that on the invoice there was a space which had been stamped to reflect approval; however no one had initialed the space. She did not know whether or not the invoice had been approved by Township staff. She noted this was a long standing concern; that the Committee had been told in response to the internal control report that approval of bills was an item which was being addressed. She said she still had long standing questions about what Gary Schultz did; was not clear at what rate he was paid, what services he was actually providing, and what the value was of his services. She noted that on the invoice certain appointments were listed as having been missed, and she wanted to know whether Mr. Schultz was paid 3 Township Committee Minutes of 7/19/90 .Z for those missed appointments. Aid. Wold asked how it was determined who sees Mr. Schultz and who doesn't. Mr. Saver responded that it was up to the case worker, but he did not know on what basis those determinations were made. Aid. Rainey indicated she was very concerned about the lack of approval of these bills. Aid. Rainey and Aid. Drummer engaged in a discussion attempting to determine Mr. Schultz's hourly rate. Aid. Wald had a question on format and the place in the budget. She wanted to know why the Schultz expenditures were listed under Community Purchased Services. Aid. Wold and Aid. Rainey noted that there had also been no approval initialed on the invoice from Deloitte and Touche. Aid. Wold wanted a break out on the hours reflected on that invoice. Ald. Drummer commented that the Committee did not know the internal system within the Township for approving the bills. Aid. Wold stated that it was important that someone in charge needs to initial these bills as being approved for payment. Aid. Drummer concurred; said that approval should be part of checks and balances. Ald. Rainey stated we have had a lengthy discussion repeatedly on the need for bills to get approved by someone in charge in the Township office. Mr. Saver noted that the copies were in response to the inquiries from the Committee of what the Accounts Payable Clerk had in her file. It could very well be that the xerox copies were made before the approvals had been made by the Supervisor. Aid. Rainey said she could understand why certain information might not be on the xerox copy in the Account Payable Clerk's file such as date paid; however, the approval box should have been initialed or checked. Aid. Rainey and Aid. Drummer had a discussion as to the possible accounting or checks and balances system which was in place internally in the Township. Aid. Rainey said she wanted some assurance that the invoices being shared with the Committee were the actual documentation for the bills, not something which had been created for the benefit of the Committee. Aid. Drummer cautioned against jumping to conclusions. Aid. Rainey was very concerned about the lack of approval on these invoices. Aid. Drummer agreed on the need for clarification. Aid. Rainey wanted it officially noted that she wanted an inquiry as to whether the invoices presented to the Committee were actual documents or something created just to answer the Committee's questions. Aid. Drummer noted that before the Committee reviewed the medical bills that it was his understanding that Julian Coleman would not be present for the meeting, and that there would be no monthly financial report despite long standing Committee requests for that information. He expressed his strong concern about this lack of reports and asked if anyone knew why Mr. Coleman would not be present. Mr. Saver responded that to his knowledge, Mr. Coleman had been working extensively with the Deloitte and Touche consultants. Township Committee Minutes of 7/19/90 . . .3 He noted that no monthly financial reports have been provided to the Township. He said that Ms. Summers has asked for that information, and he was unsure as to the reasons as to why Mr. Coleman had not provided them. Ald. Rainey made a motion that a Request for Proposal (RFP) be developed for accountant services for Evanston Township. This RFP should be developed by staff and issued as soon as possible. Ald. Wollin seconded the motion. Ald. Wollin asked whether Mr. Coleman was being paid every month for his services. Mr. Saver said yes, but he noted that Mr. Coleman had not been under contract to the Township since last March. He noted that the contract for Mr. Coleman had not been renewed because Mr. Coleman chose not to renew his contract with Evanston Township, and that to his knowledge, Mr. Coleman was involved in working with the consultants and doing close-out reports. Ald. Wallin asked Mr. Saver if he believed that it was Mr. Coleman's intention not to continue as the Township Accountant. Mr. saver said based on his conversations with Mr. Coleman, he felt that yes, that was his intention. He believes the new system will produce all of the financial reports which are necessary. Ald. Rainey commented that she believed also that the new financial system would be producing the necessary reports; however the Committee and the Township needed a responsive accountant who will provide needed information. She said the budget preparation process just completed was a shot in the dark, given the financial information we had been provided. She said it was very important that the Township get an accountant quickly. Ald. Drummer said he was not going to vote for Ald. Rainey's motion until he spoke to the Township Supervisor. He was uncomfortable making a recommendation for an RFP. He indicated, however, he also was very concerned about the timeliness in getting information from Julian Coleman. Ald. Wollin thought the Township supervisor would want an RFP. She said there was urgency; that there was no monthly report since March. She thought the Supervisor would acquiesce to a RFP for accountant services. Ald. Drummer recommended against moving too quickly. He felt the Committee was not sure about the Supervisor's relationship with Julian Coleman. Ald. Wold said she didn't interpret this as a move against the Supervisor. She believed all parties needed an accountant. Ald. Wold said we need the best possible information at the most current possible date. Ald. Rainey said the Trustees are responsible for auditing. We can not audit without an accountant. Also, she felt Ms. Summers was known to move slowly. She is doing so here. Ald. Rainy stated she was appalled to rind out at the meeting Julian Coleman had no contract. What she thought was foot dragging she now finds out he may not have been responsible for in the first place. She noted the Committee had been given excuses for his absences all these months. Ald. Drummer said there were valid reasons for his not appearing. He was not opposed to getting a new accountant; he just didn't want to do it at this evening's meeting. Ald. Rainey said if Ms Summers Township Committee Minutes of 7/19/90 . . .4 is opposed to getting a new accountant, it needs to be forced on her. Ald. Drumm,=_z said don't assume the Supervisor doesn't want one. Ald. Wald felt Ald. Drummer was the one who was assuming Ms. Summers is opposed to this. Ald. Drummer said he was not doing that; he just didn't want to act without talking to the Supervisor. Aid, Rainey offered to withdraw her motion if Ald. Drummer would agree to talk to Edna Summern and resolve the question on the Council floor Monday night. Ald. Drummer said what is the urgency on this. Ald. Rainey said because we've had no report for months; we're headed for another period of confusion without good financial information. Ald. Wald asked how much time it would take to develop an RFP. Ald. Rainey said it should take no more than a day. Ald. Wald expressed her concern that Ms. Summers was not present this evening. Mr. Saver clarified that Ms. Summers was on her way to a State Township officials meeting. Ald. Wald said Ald. Drummer could talk to Ms. Summers before Monday. Ald. Drummer said yes, but that would be after the fact. Ald. Wallin felt that getting a new accountant was something that needed to be done, but she questioned if there was a way to do it short of a motion, Ald. Wallin said she was angry that there has been no notification to the Committee before this time that the Township Accountant was not under contract. She believed that notification was a two way street; that Ms. Summers had no right to be angry if the motion passed tonight because the Committee had not been notified about Mr. Coleman's status. She noted that the RFP would not go out until the Supervisor had approved it. Ald. Drummer said we should discuss it with her first. Ald. Wald offered a friendly amendment to Ald. Rainey's motion that the RFP would be developed with the Supervisor's input and sent out as soon as possible. Ald. Rainey agreed and commented the Supervisor should not be embarrassed by thws action. Ald. Rainey's motion passed 3 - 1 with Ald. Rainey, Wollin, and Wald voting aye, and Ald. Drummer voting nay. Mr. Terry questioned who should do the RFP, and the Committee's direction is that it would be produced jointly by Harvey Saver and Jay Terry. Ald. Drummer noted there were bills totalling $17,263.35. He noted that the Committee was still receiving full packets of information in the long form. Ald. Rainey said she liked receiving information by client in the long form. She wondered ,whether the Township computer system couldn't be set up so these runs could be consolidated. She was concerned they were full pages with only one niece of information on it. Mr. Saver asked whether the Committee wanted a summary or the full packet of information. Ald. Wald said we've already had this discussion; that the Committee wanted a provider summary, and then only per -client information if dollar amounts of medical bills exceeded a certain amount. Ald. Rainey Township Committee Minutes of 7/19/90 . . .5 requested that a full packet be sent to Committee members and that only summary information be provided to the rest of the Council. Ald. Drummer asked the Committee's pleasure for the evening's discussion; whether they just wanted to flag exceptions which they had noted. Ald. Wald said she had a general question for those items listed in the printout as something for which IDPA did not pay. For example, a bill on the list for Osco Drugs, if IDPA does not pay, does that mean that the Township never pays? Ms. Tatum said yes. Ald. Wallin asked whether Osco is notified of that Township procedure. Ms. Tatum said yes. Ald. Wald asked if that was the some for all providers. Ms. Tatum said yes. Ald. Wald noted one item in the list of a surgeon at Evanston Hospital with whom she was familiar who had billed the Township for $150 and had not been reimbursed. She was curious to know what the charges had been for and wanted further information about that bill. Ms. Tatum said she had that information available, and she would get it to the Committee. Ald. Rainey asked for a listing of those procedures which had been performed on Township clients for which the Township and IDPA were not authorizing any reimbursement. Ms. Tatum and Ald. Rainey had a discussion of one charge on the bill in which it appeared there had been no charge at all, and yet the provider was getting some payment. Ms. Tatum thought there had been an error because she noted there was a procedure code which had been typed in. Ald. Wallin expressed some concern because she had thought the Township was completely caught up and that this listing still had an occasional 1988 date of service on the bill. Ms. Tatum said we were caught up except for one file folder. She said the Committee really shouldn't see anymore 1988 bills. Ald. Wallin asked if Ms. Tatum was confident that these were not re -bills which had already been paid. Ms. Tatum said she could find no record these bills were ever paid, so that is why they were processed. Ald. Wallin and Ms. Tatum had a discussion about CPT4 codes and the procedures for individual providers. Ald. Drummer raised some concern about clients using the University c of Illinois Hospital. Ald. Wald echoed that concern, also noting - that Rush North Shore was listed as a provider, and asked the Township staff to investigate the issue of how much choice the clients had in choosing their provider of services; whether or not it was possible the Committee could suggest or require that Evanston hospitals be used. Ald. Rainey noted it could have been an emergency situation which required the use of one of those facilities. Ms. Tatum noted the private physician may require use of those facilities. Ald. Wald asked that the Township staff explore all the ramifications of the question and submit a report back to the Committee. Township Committee Minutes of 7/19/90 . . .6 Ald. Drummer asked Township staff to please of the medical bills listing, and also to by provider and which were lists by client. Put page numbers on all clarify which were lists Ms. Tatum asked for clarification of the comments regarding the summary memo which had been provided. Ald. Drummer noted again that the information which had been requested by the Committee was a listing of all the medical expenditures for fiscal year 1989-90. Ms. Tatum said she would need an accountant to do that in terms of allocating tho expenditures to the appropriate fiscal year. Mr. Terry noted in the City procedures there was a point after the end of the fiscal year in which there was a cutoff date in which any bills which were incurred in the previous fiscal year, were charged to the following fiscal year. You had to have a cutoff date at which point all bills from a certain fiscal year were allocated to a budget. He did not know whether or not the Township had a similar procedure. Ald. Wollin said she was concerned about those entries on the bills list where it reflected that there had been a lack of authorization. Ms. Tatum said that authorization for the procedures had been given out but there is not always a timely follow up; some of the bills may come in before the authorization form has been returned by the provider. Ald. Wollin said how do we know if they are authorized. Ms. Tatum responded we are required to pay for medical services for active clients. If a bill comes in she checks to see if the person was an active client at that time. Ald. Drummer asked whether or not an authorization form was needed for follow up visits from the clients. Ald. Wold asked if anything was ever implemented regarding ID cards. Ms Tatum said that an authorization card. Ald. Wold questioned whether the Committee didn't approve the purchase of equipment; there was considerable discussion as to whether or not an ID card program was ever implemented for G.A. clients as a way to ' assure authorization of medical services. Ald. Wold moved for approval of the bills in the amount of $17,263.35. Ald. Wollin seconded the motion, and the Committee unanimously approved. Ms. Tatum asked if it was acceptable to the Committee that the responses to all of their questions come at the next meeting along with the next set of monthly bills. The Committee said that was acceptable. Mr. Saver distributed the job description for the vacant position of Township Director. He said the Supervisor had asked him to share it with the Committee. He indicated that an ad would be appearing in Township Committee Minutes of 7/19/90 .7 this Sunday's Tribune and would be sent to various public welfare groups. The Committee unanimously voted to adjourn at 8:35 p.m. V(/f' Jay W. Terry DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE August 1, 1990 7:30 P.M Room 2402 PRE S Ald. Drummer, Rainey, Wollin, Washington ABSENT_: Ald. Wold STAFF and Supervisor Edna Summers, Harvey Saver, Jay Terry OFFICIALS: LRISIDING: Ald. Drummer 2U TO ORDFa The meeting was called to order at 7:35 p.m. MINUTES The minutes of the meetings of July 11 and July 19 were approved -unanimously. COMMUNICATIONS Monthly Report Ms. Summers indicated that the Township office would meet the timelines established in the memo. Ald. Rainey commented regarding the apparent expense of the accountants. Mr. Saver clarified that Deloitte and Touche was not doing the accounting per se, but rather the systems improvement. He informed the Committee that the financial information was being provided by Julian Coleman; that it was a Joint project. Ald. Rainey questioned the current relationship between the Township office and Julian Coleman, and asked how Mr. Coleman was being paid. Ms. Summers indicated Julian Coleman would be billing the Township. Ald. Wollin and Ald. Rainey questioned whether that was an hourly rate, and if so, what was it. Ms. -Summers responded that she expected Mr. Coleman's bill not to exceed $5,000. Ald. Drummer asked what period of time that would be covering. Ald. Rainey requested a report from the Township office for the next meeting which indicated the rate of pay and the amount of services being provided during this period by Julian Coleman. Ald. Wallin noted that since the next meeting of the Township Committee would not occur until September 5th, she expected that in addition to the missing Monthly Reports from the previous months, that the July Monthly Report would also be available. Human Services Committee Minutes of 8/1/90 . . . 2 Medical Bills Exoenditures Ald. Rainey asked how the amount of expenditures compared to the budgeted figure. Mr. Terry noted that the budget for that period was $227,000 so the actual expenditures exceeded budget by approximately $50,000. Ald. Drummer noted that this year's budget for medical services was only $212,000 and this was something that both the Supervisor and the Committee needed to monitor very closely. Ald. Rainey felt this expenditure pointed up the need to intensify efforts to get the chronically ill on SSI. Response to Medical Bills_ Inquiries The Committee accepted this communication without comment. Townshio Officials Dqe� Notice Ald. Drummer asked why the notice referred to only four Trustees. Ald. Wollin suggested that to hold expenses down we not buy memberships for all 1S Trustees. Ald.-Drummer and Ald. Rainey both suggested that the four memberships could be utilized by all 18 Trustees, if appropriate. Tgwnshio Bills Review Process Ald. Rainey expressed her concern that in the description of the Bills Review Process, the Supervisor and the Director only verbally approve bills when they come in. Ms. Summers noted that the Approved box, which was a concern at the previous meeting, is only checked off as being approved after the Committee and the full Councill has approved the bill. Ald. Rainey indicated that she would like to know that the Supervisor or the Director have approved the bills. She was concerned. that staff could implement a bill for payment without approval by someone in charge at the Township office. Mr. Saver noted that in a new procedure implemented in the office that either the Supervisor or the Director must initial a bill before it is processed for payment. He indicated that this new review system had many check points and a bill had to pass through each check point in order for the system to work. Ald. Rainey noted that her concern emanated from problems which were indicated in the Internal Control Audit. CONSIDERATION OF TOWNSHIP MEDICAL BILLS Ald. Rainey moved approval of medical bills totaling $7,907.85. Mr. Saver pointed out for the Committee's interest that there was one particular case on the bills list which reflected that there would be no reimbursement because IDPA does not pay for that procedure. In fact, this was an error in which the provider had entered the wrong IDPA code to seek reimbursement. Township staff had shown initiative by calling the providers back to inform them that they had entered the wrong code. Ald. Drummer questioned whether the Township had recently been receiving any complaints from the two hospitals in town; that their amount of reimbursement was low. Mr. Terry noted that quite often In the Unified Budget Process (UBP) and in other human service meetings we often hear from the hospitals about the extent to which they are subsidizing care in the community. Ald. Rainey noted for the Committee's interest that there is now a procedure for low income persons who go into -Evanston Hospital; they must sign a form Human Services Committee Minutes of 8/1/90 . . . 3 that if Medicaid refuses to reimburse any of the functions that they are providing, Evanston Hospital has the right to sue on the person's behalf to get that reimbursement. Aid. Rainey's motion to approve the bills was approved unanimously 4-0. CONSIDERATION OF TOWNSNTP MONTH _Y 8 L[.S Mr. Saver indicated that he had a revision to the monthly bills list, in response to questions which had been raised about certain expenditures. He noted in the bills list which had been submitted to the Committee there was what appeared to be one purchase to Elek-tek for $11,964.16. He noted that there had been an old procedure in place in the Township office in which all bills to one vendor were put together on the bills list to appear as one purchase. In fact, this was not one purchase, but a number of separate purchases for which they were seeking reimbursement. Aid. Drummer questioned as to why these bills had been paid already, the checks written, and why it had not been held for Committee approval. Aid. Rainey noted that when you are spending public money the law often makes it inconvenient to make purchases; that with the City, the City Council approves budgets, capital improvement plans, but when the actual expenditures occur which are in those budgets or plans the individual items must be approved unless an emergency has occurred. Aid. Rainey said she did not care that high level consultants were involved in the coordination of these purchases. She did not care how explicit the Township Committee had been in their instructions to proceed with this project. She regarded these purchases as a violation of the law. They were inappropriate and incorrect actions taken; that the Committee had had many discussions before about purchases before approval. She noted that it appeared through the months of discussion that the only sanctions anybody could impose on the Township office was some sort of lawsuit. It was her prediction that one day that would happen. Ald. Wollin noted that the State law governing 'township purchasing only covered those items over $10,000; that this purchase would appear to have not been over $10,000. Consequently, she did not feel a bid was appropriate. Aid. Rainey said her concern was not regarding whether or not the project needed to be bid, but her question was whether or not the Car=ittee had made some prior approval of these purchases. Aid. Drummer noted that Ms. Summers had sent a memo saying that there were three options available for purchasing this equipment: the Township opening some sort of credit account; having Deloitte and Touche buy the equipment and the Township reimburse Deloitte and Touche; or have the Township buy the equipment. Ms. Summers noted that it has consistently been her impression _ from the Committee that time was of the essence with this project and it was -_ the Committee's direction to move on with this project as quickly as possible. Mr. Saver said the Deloitte and Touche consultants were managing the purchase of this equipment, and it was clear that they had to have a paid invoice in order to carry the equipment out of the store. Aid. Drummer said the important thing was to know how in the future Committee approval of purchases can be done with any kind of speed. Aid. Rainey said the way to avoid it was for the Township office to plan its purchases better; that ` everything is urgent; that there are processes which must be followed. Aid. Drummer noted that it was possible for the Committee to have interim meetings. Ms. Summers said she understands the concerns of the Committee but Human Services Committee Minutes of 8/1/90 . . . 4 noted that it will cause further delay; that it was the Committee who had given her a timetable for implementing the project. She said she will follow the Committee's directions on expenditure approval, but noted that delay will inevitably result. Ald. Washington asked about the possibility of Deloitte and Touche buying the equipment and being reimbursed. Ald. Rainey questioned that su!jgestion as not appropriate. Ald. Rainey further asked whether there were any more checks which have already been written which will go on an August bill.• list. Ms. :summers and Mr. Saver said yes, there were three bills that were upcoming in which the checks had already been written as part of the computer upgrade, and would occur on the August bills list. Ald. Rainey expressed her desire for a memo from Corporation Counsel Herbert Hill to the Township clarifying purchasing and bills approval procedures. Mr. Saver informed the Committee that as part of Deloitte and Touche's management of the purchase of this equipment, they are endeavoring to get the best price and the best service. Ald. Rainey stated she wished a clarification from a legal perspective. Ald. Wollin asked that when the Committee approved the Deloitte and Touche proposal didn't we in effect then approve the purchase of this equipment. Ald. Rainey said yes, but she felt that actual payments must still be approved. Ald. Wollin asked who was keeping track of the purchases to subtract from the total of $110,000 which was approved by the Committee for the entire project. Ms. Summers said Sherry Zhou, the accounts payable clerk, was keeping track of that. Mr. Saver said the invoices from Deloitte and Touche are being itemized; that their invoices are all for time not equipment purchases. Ald. Drummer noted that it was always possible to call a meeting in the middle of the month to accomplish bill approval. Ms. Summers asked for clarification as to who would be attending the training session on computers. Mr. Saver said at present there would be 3 staff attending and Ald. Wollin. Ald. Wollin noted that she recalled very distinctly when the Committee was considering the Deloitte and Touche proposal that she had called Susan Brown herself and had clarified the extent to which training was part of their original proposal; that she was interested in sending as many people as possible, and that Ms. Brown had told her training costs were the same whether you send two or twelve people, and that there would be no additional expense, and that she intended to clarify with Ms. Brown herself why training cost them additional dollars. Ald. Drummer questioned why only three staff were being trained. Mr. Saver said the training is only the accounting software. He felt it was important that only people who needed to know be trained on the accounting software; that account security was one of the issues and concerns. He also noted that it was very straightforward training. Mr. Saver promised to provide more information on training to the Committee. Mr. Saver noted that there would be a training bill, and also that the people flying in to provide the training needed to be reimbursed for their expenses such as hotel and transportation. Ald. Wollin again clarified that these were all things covered in the proposal and covered within the original $110,000 amount. Mr. Saver said yes they were, but that the Township would be invoiced directly by the trainer not by Deloitte and Touche. Mr. Saver indicated that he had one more bill for consideration which was the Deloitte and Touche invoice for the first half of their services. He Human Services Committee Minutes of 8/1/90 . . . 5 distributed that to the Committee. Ald. Drummer suggested that bill be put on the bills list at the present time. Aid. Rainey questioned an item on the bills list regarding the Chamber of Commerce luncheon. She thought the Committee had clarified that the Township was not to pay for staff attending luncheons of that nature. Ms. Summers explained that she had been originally invited by 'the Chamber to come and speak about the problems of poorly educated youth coming out of the high school. She intended to work with the Chamber of Commerce on this issue. She was unable to make it and informed the Chamber that she would be sending staff. She said unbeknownst to her the Chamber changed its topic to recycling and that is why the staff went to the luncheon; that it was not just to attend a Chamber luncheon. Ald. Rainey indicated that it was her position that the Council should never pay for staff to attend luncheons of this nature. Ald. Drummer asked if the Chamber intended inviting Ms. Summers back at some point. Ms. Summers said she did not know, but she would be making a presentation on the same subject to the Kiwanis. Ald. Wollin noted there was no entry on the bills list for Julian Coleman. Ms. Summers said no, his work is not done. Ald. Drummer expressed some concern that payment had been made already to Mr. Wallace for carpet cleaning. He noted that Mr. Wallace is a small business man with cash flow problems, but that he should wait until the Committee has had an opportunity to approve the bills. Ald. Rainey expressed her'concern about the Assessor's account. She thought it was clear that the Committee had expressed itself that the Assessor's bills are to be reviewed by the Committee and checks are not to go out. However, she noted that bills for the Assessor's office were still being paid before Committee review. She said it was a past practice that the Committee got to approve Assessor's bills. She noted that now checks get written all the time. Mr. Saver distributed a memo which had been sent to Supervisor Summers by Township Assessor Cngleman which clarified his position regarding the approval of bills. The Committee reviewed this memo and discussed it briefly. The feeling was that the Committee's role needed to be clarified again with Mr. Engleman. Ald. Rainey suggested that Herbert Hill write a memo on behalf of the Committee to the Township Supervisor clarifying this review relationship. Ald. Drummer said it was his feeling that the Committee should respond and that Mr. Hill's involvement was not -necessary. An amended bills list totaling $150,077.13 was approved unanimously. Mr. Saver indicated he wanted to alert the Committee that there were some =- charges coming sometime in the future from Deloitte and Touche which were -- reflecting expenses they had incurred which were out of the scope of their original proposal. One which will come is regarding when the system crashed and data was lost, that Deloitte and Touche provided a lot of emergency service to preserve and keep viable the Township data system. He noted that when the system crashed Deloitte and Touche had a disk in their office which turned out to be the only listing of all the medical bills for the Township, because all of that information located on site at the Township office had been damaged beyond retrieval; that if it were not for Deloitte and Touche's Human Services Committee Minutes of 8/I/90 . . . 6 backup there would have been no data left, Ald. Rainey indicated to Mr. Saver that when those bills came, she wanted a very detailed memo indicating charges Deloitte and Touche had incurred, and for what services. CHILL CARE REVIEW SYSTEM Ald. Rainey stated she had reviewed the memo and had'reviewed all the minutes of the Human Services Committee reviewing the issue of child care. Ald. Drummer suggested that the Township participate in the new process involving the United Way and the Board of 4C's. He expressed concern that the Township had not been invited to participate in the original proposal. Ald. Wollin suggested that Ald. Wald, by virtue of being a member of the Township Committee and a member of the Teen Baby Nursery Advisory Committee might be the appropriate Township Committee representative to the Child Care Review Committee. Ald. Drummer said he would take that under consideration. Ald. Rainey moved that the Township participate as an observer in the new child care review system, and that the Township Committee concur with the recommendation of the Human Services Committee that the Teen Baby Nursery be subject to neither the UBP process or the child care review process. The motion was passed unanimously. Ald. Drummer asked that the Township Committee's representative to the child care review process not be determined at the present time. He asked Ald. Washington if she would be willing to participate in the .process. He indicated there was some value in broadening the scope of participation of Committee members. Ald. Washington indicated she would be quite willing to participate in the process. The meeting was adjourned at 8:45 p.m. .• l Jay N. Terry PRESENT: ABSENT: STAFF and 0 S: OTHERS PRESENT: DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE September 5, 1990 7:30 P.M Room 2402 Aid. Drummer, Rainey, Wold, Wollin Aid. Washington Supervisor Edna Summers, Harvey Saver, Jay Terry Irwin Lyons, FERS, and Chris Ryan, John Norkus, Brian Fugure, of Deloitte and Touche Aid. Drummer, Chair The Committee considered the minutes of the meeting of August 1, 1990. Ald. Rainey noted on the bottom of page two, the second to the last line, asked that the word "now" be eliminated, indicating she did not believe it was a new procedure at Evanston Hospital. Ald. Drummer noted in the minutes that there had been requests from Aldermen for both Julian Coleman's rate and an itemized bill. Ms. Summers replied $50 an hour, it is on the bills list. Aid. Drummer also noted that the minutes also included a number of requests for Herbert Hill and wondered where that material was. Mr. Terry responded that he did not believe Mr. Hill was able to finish those requests. Aid. Rainey indicated she was hoping that material would be available for this evening's meeting. The minutes, as corrected, were unanimously approved. COMMUNICATIONS Aid. Drummer noted that the Supervisor had sent a copy of New Trier Township's budget. Aid. Rainey noted they give to the Shelter for Battered Women in Evanston. Regarding a letter to the Township Assessor, Aid. Rainey commended Aid. Drummer for this letter. CE Township Committee Minutes of 9/5/90 . . . Page 2 DELOITTE AND TOUCHE STATUS REPORT Brian Fugure, of Deloitte and Touche, said they had informed the Committee when they reported on July llth that they would have been done with the project by now. He said that depending upon which system improvement project within the Township, it was either 85% to 100% done. He believed that all of the system improvements were on track; commended Township management for the cooperation they have been providing to Deloitte and Touche; indicated they were in a phase -out from the Township, and expected to be completely done and away from any on -site activity at the Township in two weeks; the improvement is the G.A.A.S. system was 95e complete; checks for G.A. recipients were first printed on this system on August llth, and Township staff are now in a position to run that system with no assistance from Deloitte and Touche. Ald. Wold asked who was the primary staff person controlling that system. The response was an Amir Clark who is a new G.A. clerk; Rutha Mayfield is also very active in maintaining the system. Staff have been cross trained on aspects of this system. The MPS system is 85% complete; they are in a debugging process; one staff person has been trained exclusively to enter the invoices and that would Valerie Tatum. Sherry Zhou will be trained to enter the vendors; as a control mechanism two different staff do those two different functions. The General Ledger and Accounts Payable system has been 1OO. implemented; it is fully operational; Sherry Zhou, a staff person from Account Temps, Amir and Valerie Tatum have all been trained on this system and all have various roles for inputting data into the system. Improvements were summarized by Deloitte and Touche as follows: a great deal of increased control for management with examples of control being separation of duties; controls by password; audit trails; checks for duplicate payments, and client I.D. controls. It was noted that the password procedures are not yet in place and that there is a need for cross training. The system now includes three checks for duplicates, hoping to eliminate totally the problem of duplicate payment. Each client has now been issued a photo 1.0.; copies of those I.D.s are also on a roladex on the front desk; the information on those I.D.s can be punched up on a screen. The benefits in terms of operational effectiveness were characterized as a shared client database for the MPS/GARS system; that this database was formerly a manual card file in the Township and now can be punched up on a screen; that there has been considerable automation of manual activities; an improved applicant tracking capability; payment timeliness, and a streamlined work flow. In terms of improvements related to management information, there is now less reliance on third parties such as the Township Accountant for key reports; you now can have an improved Director's monthly statistics report. Ald. Rainey said the monthly statistical report has been a historic problem. She wanted to know why one had not been provided for the meeting tonight. Deloitte and Touche said it is still in the format discussion stage; they were not sure how the Committee wanted that information presented. the other management information improvements were new client and applicant specific tracking reports, and account specific budget comparisons. Township Committee Minutes of 9/5/90 . . . Page 3 Aid. Rainey indicated one of the questions she has always had was you could always divide the total amount given for personal grants by the amount of grant and arrive at the number of clients; however, the Committee has never had the housing information it was looking for because the amount paid for housing varies. She wanted to know if it was possible within this system to get the total amount paid for housing by the Township for what number of clients. Mr. Ryan of Deloitte and Touche said that was doable; that it could be made part of the Director's report; indicated that the Township Committee and Township management needed to work out what should be in the report. Mr. Norkus of Deloitte and Touche indicated that there were a few remaining issues related to the project. Those issues were whether to repair or replace certain existing hardware such as the televideo terminal, and the new impact printer for the checks; the issue of ongoing hardware maintenance, and the issue of ongoing software maintenance. Regarding ongoing software maintenance for the GAAS and MPS systems, it was the recommendation of Deloitte and Touche that a subcontractor, which they use to develop the system, Michael Mayer, could be somebody that the Township could contract with. For the Accounts Payable and General Ledger software, that software was provided by American Fundware and the Purchase of Service included a one year technical support agreement. Aldermen Wold and Wollin asked some questions clarifying the terms of those support agreements. Ald. Rainey asked what the specifics were of the ongoing hardware maintenance issue. Mr. Ryan indicated that historically the Township had used Data 8; the agreement which the Township had with Data 8 expired at the end of July, and it was Deloitte and Touche's opinion that they were not sure that the quality of service which the Township had received justified continuation of that contract. Mr. Fugure cautioned the Committee that hardware maintenance vendors were tough to find; no such vendors existed in Evanston; he would recommend that the Committee at least get other bids; noted that the Township is currently getting other bids, that if, however, no better vendor could be identified, the Township may wish to go back with Data 8. Mr. Saver noted that some of their equipment had been purchased at Elek Tek, and that maintenance agreements with Elek Tek could be utilized. Mr. Norkus expanded upon the issue of the televideo terminal; the televideo terminal is on the second floor; when Deloitte and Touche got into the project they noted that there were some severe problems in the central processing unit; right now the problem is you have to find out how to fix it, can it be fixed, what would be the cost to fix it, and if not the unit should be replaced. Another potential issue would be to move the televideo to the training center at Family Focus and purchase another IBM computer compatible with the rest of the hardware that has been purchased. Mr. Fugure recommends that whoever the hardware maintenance vendor turns out to be should look at the machine and then decide what the options are. Mr. Norkus said right now there was a small problem with the impact printer but it could potentially lead to replacement, but that replacement would only be about $300. Township Committee Minutes of 9/5/90 . . . Page 4 Ald. Wold asked what the normal lifespan of that printer would be. The response was two to three years. Mr. Fugure of Deloitte and Touche then began a recap of the budget for the project. He noted that of the projects which have been under the scope of the original project, the actual consulting services was budgeted for $83,220, and would come in at that amount; th,,t the computer hardware and software for Elek Tek was going to be slightly over budget. The American Fundwaro software was coming in approximately $1,200 under budget, and the American Fundware software training was coming in substantially under budget. The total original approved amount for the project of $112,169, it appeared that the total amount to be invoiced under the scope of the project would be approximately $109,675, or a difference of almost $2,500. However, he noted that there was a considerable amount of work which was done outside of scope; that there were requested enhancements to the system which included a budget report design and programming, a director's report design and programming, in which a number of other enhancements which they put a price of S7,900. Then there were adjustments to accommodate the non -LAN environment, including some redesign and reprogramming, a tape drive selection, purchase of a printer sharing device which they put a cost of $8,400 on; special services including data loss recovery services which were done when the Township system crashed; journal entry preparation which was done through the months of April and August for a cost of $9,600, and that it was their estimate that they had incurred and were looking for reimbursement for out -of -scope services at a cost of $25,900. Ald. Drummer asked regarding the televideo terminal problem, what work Deloitte and Touche had actually done regarding that. Mr. Fugure said it was Deloitte and Touche that had determined that the central processing unit problem existed. Ald. Wollin asked for a further breakdown of the system enhancement charges of $7,900, particular the Lotus installation and the Word Perfect; expressed her concern that there had been no opportunity to approve or disapprove that part of the project; that the Committee was not given an opportunity to determine if there was a more economical way to accomplish that rather than using Deloitte and Touche. Mr. Fugure indicated that there are always going to be some out -of -scope services. The question is when you reach a threshhold level at which point you go back to get specific approval for the project to continue. Ald. Wollin suggested that the threshhold level had been approached and that Deloitte and Touche should have come back to the Township Committee for specific approval; noted that $25,900 was a large amount of Evanston Township, and it was a very significant amount of out -of -scope expenses. Mr. Fugure said in the heat of battle many micro decisions are made which then add up. He indicated that Deloitte and Touche had incurred personnel expenditures in great excess of the $83,200 for which they originally budgeted. They went back and analyzed what were the major services that they provided. He noted Township Committee Minutes of 9/5/90 . . . Page 5 that the bill for out -of -scope expenditures of $25,900 was not the total amount of excess work that Deloitte and Touche had done; that they were, in fact, eating some excess costs themselves. Aid. Wollin said the original proposal indicated a number of budget reports would be done and wanted to know why some of the reports listed were considered extra reports. Mr. Fugure disagreed and said the budget report was not part of the original proposal. Ald. Rainey and Mr. Fugure had a discussion as to what this budget report was. Mr. Fugure indicated it was an individual report comparing each client with the total amount that had been budgeted; it was a cummulative record. Ald. Rainey asked why this was necessary. Mr. Fugure said it was a control mechanism; you can compare what is budgeted for each individual; it is used for control and tracking. Ms. Summers indicated that a sample of this report could be brought to the Committee for their review. Ald. Drummer expressed his concern that the Committee had not been alerted to this excess expenditure much quicker. He said all these things which have been done may have been necessary; however, he noted that $25,00O currently did not exist in the Township budget; it was not an expenditure which was predicted, and he was very concerned about the lack of notification. Mr. Fugure continued a discussion of the other expenditures; the $8,400 for the non -LAN environment. He indicated that when the decision was made to approve based on the outcomes of the original entire proposal but only fund the first three phases of the project, that it was not a clean separation; that there were then other costs which needed to be incurred. He said it was hard to figure out a separation of duties when it concerns tape drive selection, DOS, printer sharing, etc. Ald. Wold indicated that at the point Deloitte and Touche made that decision they should have asked if approval needed to be made by the Trustees; that dealing with a public body is different; that Deloitte and Touche should be sensitive to that; there was an assumption on the Committee's part that Deloitte and Touche would be sensitive to requirements a public body must go through. Ald. Wollin questioned any decision that improvements be made in the system assuming that something would be done anyway in the future when the Township was not necessarily going in those directions. She noted that in the original proposal no one said that if you go to a non -.Aft environment it will be $8,400 extra. Mr. Fugure responded that he wished Deloitte and Touche had been that smart and new how to predict those things. The Committee members and Deloitte and Touche representatives entered a discussion concerning the outcome if there had been some delay in waiting for approval for some of these expenditures. Ald. Wollin stated that at no time did the words increased cost come up; that she was not in any way implying that no extra effort had been put in by Deloitte and Touche, she is simply saying they did not do a good job of keeping the Committee informed that there were extra costs. Mr. Fugure reminded the Committee that they kept Township management informed. He noted that if they had waited for some of these things they would not have met deadlines. He indicated that he felt all the decisions made in conjunction with Township Committee Minutes of 9/5/90 Page 6 Township management were correct decisions. He reminded the Committee that Deloitte and Touche had to incur costs when the change was made from Bob Bannister to Harvey Saver. He noted that was one of the biggest excess cost items - the staff time of Deloitte and Touche involved in orienting Mr. Saver up to a point because they had been previously working with Bob Bannister. Ald. Drummer asked what happened when the system crashed; is there any risk now in terms of data recovery costs? Mr. Fugure said they really did not have a diagnosis of why the system crashed when it did. He Indicated it was water under the bridge and unlikely to occur again. Ald. Rainey asked for clarification of the non -LAN environment on tape drive and Dos expenditures. Mr. Fugure indicated that three tape drives were installed instead of one since it was a non -LAN environment; that some fo the decisions they made were motivated by the July data loss which had occurred. Regarding the DOS system, there was a need to have a compatible DOS system on all five units. Ald. Wollin asked about the assertion made by Deloitte and Touche that this new system should result in a decrease in accounting fees; asked Ms. Summers why the bills list also had accountant fees this month also. Ms. Summers said Mr. Coleman had provided services until the end of the fiscal year; that he had agreed to do some work; he estimated $5,000, but he only did $1,100 worth of work. Ald. Wold indicated that Mr. Coleman was paid in April, May, June and August and inquired as to what services he was providing for those months. Ald. Rainey suggested the Committee withhold any payment for Julian Coleman until they received an itemized invoice from him. Ald. Wold asked Ms. Summers if there would be a reduction of future costs in accounting services. Ms. Summers said right now they were not sure exactly how much the computer would be able to do versus an accountant; that they have an RFP out for a new accountant and are in the process of reviewing the responses to that RFP. Ald. Rainey questioned why an accountant was needed at all. Mr. Fugure of Deloitte and Touche noted that an accountant was needed for tax filings and certain financial analysis. Mr. Saver indicated that when the RFP for the new accountant was prepared there was a comparison made of the tasks Julian Coleman had provided, advise from Deloitte and Touche, and review of the RFP by Bob Shonk, City Finance Director. He noted that a number of compilation reports provided by Mr. Coleman would no longer be necessary and they were eliminated as services to be provided. He noted the other big change would be that Mr. Coleman did all of the Township payroll reports; that the Township was now using ADP to do all the tax reports, all government reports related to payroll. He noted that the bids received so far are lower than the costs incurred by Mr. Coleman. Ald. Rainey again expressed her concern that she had never seen an itemized invoice from Julian Coleman. y Township Committee Minutes of 9/5/90 . . . Page 7 PRESENTATION BY IRWIN LYONS OF F.E.R.S. Ald. Drummer noted that the Committee still needed to get final comments back to Mr. Lyons of the audit that they had done on the 1988-89 fiscal year. He asked Mr. Lyons about the three year audit trail for the Donated Funds Initiative. Mr. Lyons noted he had provided two proposed fees; one involving an audit of the Donated Funds Initiative and one not Including that audit. He noted that the issue of the DFI had come up in the last audit and that one has not been done. Ald. Wollin asked, in light of the discussion with Deloitte and Touche this evening whether Mr. Lyons' figures were firm. Mr. Lyons said the only figures in the bid that could change is if the records are not in the condition that he anticipates they will be. He was unaware that Julian Coleman was no longer the Township accountant. He said the quality of the audit would depend entirely on how Mr. Coleman had closed out the year. His assumption is that the records would be in the same shape as they were for the previous year's audit. Ald. Wold asked if Mr. Lyons had reviewed those records yet. He said no. Ald. Wold noted that there was only $20,000 in the budget for the audit. Ald. Rainey said that when people are bidding on the City audit they review records with Mr. Shank; that FERS get some sort of sense of what the quality of documentation is down. Mr. Lyons noted that the bid had been prepared without that kind of information. Ald. Wollin asked Ms. Summers if she knew what kind of shape those records were in. Ms. Summers said Julian would cooperate with the audit completely. Ald. Rainey cautioned the Committee that they could be sitting back in three months hearing a sad story that the records were not available. Ald. Wold suggested to Mr. Lyons that he conduct an immediate check with Mr. Coleman as to what shape those records are in. Mr. Lyons was agreeable to that. Ms. Summers said Mr. Coleman has all the Township financial records. Ald. Wollin asked when those records would be transferred back. Ald. Wold stated that it was her strong opinion that those records should be returned and that the Township should make every effort to get access to those records as soon as possible. Mr. Lyons noted that Mr. Coleman has all of the schedules and analysis work that has been done through the year. Aid. Rainey made two motions. Motion number one was that all Township - financial information held by Julian Coleman should be moved back to the Township offices immediately, and motion number two was that F.E.R.S. staff be requested to review the Township financial records to determine their present condition. Both motions were passed unanimously. Ald. Rainey then moved that barring any problem identified by Mr. Lyons with the shape of the Township records, she moved for acceptance of the F.E.R.S. proposal. That motion was passed unanimously. - Ald. Drummer thanked Mr. Lyons and again reminded him that final comments from the Committee on the previous year's audit would be transmitted to them soon. CONTINUED DISCUSSION WITH CELOITTE AND TOUCH£ On the Revenue Expense Report, 01 will always be the G.A. Fund; 02 will always be the Town Fund. Deloitte and Touche went into a detailed discussion of identifying those funds and budgets that would be coded; there should be a Township Committee Minutes of 9/5/90 . . . Page 8 report for each specific fund and each specific cost center within those funds such as revenue, client payments, payroll, G.A. overhead, W.O.P., clerical trainer, a summary of all those cost centers for the Town Fund, one for assessor, supervisor, medical payments, and the Community Action Program. The Committee also reviewed the new Bills List format, and Deloitte and Touche provided an explanation of the language and terminology used. Ald. Rainey requested clarification for an expenditure for a Katrina Rhodes, noting that she was employed in the Assessor's office, yet listed under the G.A. Fund. Mr. Terry asked that some of these entries appeared to be typos or account numbers that were mistyped, whether the system had any mechanism for catching those. Ald. Wollin asked how long Sherry Zhou would be off on maternity leave and what were the contingencies to deal with that. Ms. Summers indicated that Sherry Zhou was expected to be off three months; that they had an account temporary named Freddy Walker who had already started in anticipation of Ms. Zhou's leaving. Ald. Woid asked whether the system would show when a check was issued. She had a number of questions about what specific entries that appeared on this Bills List; noted that there were two people that there was reimbursement received from SSI. Mr. Terry had questions as to why PEER and Infant Welfare appeared on the Cash Requirements Report and appeared as a recurring expense report; it appeared to be a duplicate listing. Mr. Fugure indicated there were still some bugs in the system relative to listing of all the Community Action Programs. Ald. Rainey had some questions regarding the Revenue and Expense report. She noted that a payment to GRASP had been approved at the July meeting, yet did not show up on the Financial Report; an approved payment to CCLAF had appeared yet was not on the Financial Report. She noted that according to this report ACORN had allegedly received up to 82% of its grant already, even though the year was only a third over. She suggested that certain payments to GRASP and CCLAF had, in fact, been allocated to other agencies. She indicated great satisfaction with the format for the report, but she said once again, there was a high listing of errors; was concerned about "garbage in - garbage out*; the monthly report had a history of a high amount of errors. Mr. Fugure indicated there could be some reconciliation; that the Committee basically had two options. One is to make sure that the year-to-date figure is accurate and not worry about a historical month -by -month breakdown, or do the work to go back that every month is, in fact, accurate. Ald. Rainey emphasized that the goal is to have numbers that the Committee could have trust and confidence in; that at present they can not, and she said the integrity of the numbers are very important. Ald. Wollin asked about the historic problem of double payments. Mr. Fugure indicated that in the transition from external _� accountant to internal staff, some of those things would be eliminated; however, he strongly recommended that the new accountant have a hands on review of the financial report. Ald. Drummer asked what the bills was for liability insurance. Ms. Summers said that is the difference in their insurance bills for those excess costs of insurance for those staff who have to make home visits. Ald. Wollin indicated Township Committee Minutes of 9/5/90 Page 9 she wasn't sure where the SSI income had been recorded in the financial report. Ald. Rainey expressed her strong concern for the type size of the medical bills; she was unable to read it. Chris Ryan indicated that it would be the last time that report was produced in that format. Ald. Drummer thanked Deloitte and Touche for their participation and said the Committee would be communicating soon. Mr. Fugure asked what type of communication the Committee had in mind. Ald. Drummer suggested that perhaps Deloitte and Touche would need to come back to next month's meeting. ff,DTCAL BI S LIST Ald. Wold moved for approval of the medical bills list of $22,752.55. She indicated she was, once again, very concerned at the amount of funds being spent by the Township for medical services. Ald. Rainey asked if clients recently transferred to SSI were major users of medical services, and Ms. Summers responded yes. The medical bills were approved unanimously. Ald. Drummer asked Ms. Summers for purchase of service agreement with Summers said she would provide that. MONTHLY BILLS LIST more information on the status of a Walgreens for the next meeting. Ms. Ald. Mold asked for more information on the various AT & T charges; she was concerned about the varying amounts. She wanted more information about the AT & T and Illinois Bell charges before Monday night's Council meeting. Ald. Rainey asked about the entry for supplies for clients. Mr. Saver indicated those were the charges which had been incurred in getting client I.D. badges. Ald. Rainey asked about the charge for Data Eight; what services were provided. Ms. Summers indicated those services were related to the crash of the computer system. Ald. Rainey indicated her concern about having to pay both them and Deloitte and Touche for some of the same charges. Ald. Wollin asked about expenditures for UUARCO in office supplies. Ms. Summers and Mr. Saver indicated that new checks had to be purchased to accommodate the printing format for the new machine. Ald. Wollin asked about the expenditure for JAY BARR Advertising. Mr. Saver said that was the ad in the Tribune for the Director's position. Ald. Wald asked for an update on the search for the Director. Mr. Saver provided a status report on the Director search, indicating that resumes had been received as a result of the ad; a screening process had identified the most favorable candidates, and that an interview panel would be set up soon to interview those persons. Ald. Rainey asked about the charge for Occupational Medicine. Ms. Summers indicated that the Township had a caseworker who had been injured as the result of an unruly client. Ald. Wald asked whether the Deloitte and Touche bill included the outside of scope services. Mr. Saver said no, that they have not received the final invoice from Deloitte and Touche. Ald. Drummer and Ald. Wald had a discussion Township Committee Minutes of 9/5/90 Page 10 relating to the timing of discussing the services that Deloitte and Touche was seeking reimbursement for which were outside the scope of the project. Aid. Drummer felt that discussion did not need to occur at this meeting. He also indicated that he felt they had conveyed to Deloitte and Touche their displeasure, and if need be, they would again talk to Deloitte and Touche about how unhappy they are. Aid. Rainey said she was concerned about the impact of the engagement. She felt that Deloitte and Touche had been very helpful; that if they were notified very early that there was some concern about not paying their entire bill that they could cease providing services in the Township. Ald. Rainey suggested waiting awhile before bringing this up with Deloitte and Touche to see what their response was to the discussion which had occurred this evening. Aid. Wold asked about a bill for microfiche to the County Treasure. Ms. Summers indicated that was something the Assessor had incurred. Mr. Terry suggested that the Bills list had to be reduced by what appeared to be the double entries for PEER Services and Infant Welfare. Aid. Rainey moved that the Bills list be approved but withholding any payment to Julian Coleman until the Township Committee received an itemized invoice for the months of April, May and June of 1990. The Committee unanimously approved the monthly bills list in the amount of S111,331.47 with the stipulation that the information Aid. Wold was requesting about telephone charges be provided to the Committee before the meeting of the full Council. Aid. Drummer reminded Ms. Summers of the need to reconcile some of the year-to-date figures for medical expenses with the figures on the monthly report, that they did not match. Aid. Drummer noted some communications had been passed out for discussion at this evening's meeting. Ms. Summers indicated that some of her predictions have come to pass regarding not getting funds from the County Treasurer; she had indicated that the abatement should not have occurred at the time that it did, and that the Township faced a cash flow problem later on in the year. Aid. Rainey proposed that Robert Shonk be asked to take a review of the documents which Ms. Summers had passed out this evening and give the Committee his best assessment of the situation. Mr. Terry indicated that he had asked Julian Coleman for a month -by -month cash flow report; that unfortunately was never received. What the Township needs right now is a cash flow analysis. Aid. Rainey said she wanted Mr. Shank to look at the entire situation and give his best estimate. She agreed with the need for a cash flow analysis. Ms. Summers indicated that because of the abatement the Township will only receive close to $250,000 in actual cash. Aid. Wold requested a status report on the Accountant. She noted that the scope of the Accountant was going to be reduced. Aid. Wollin noted that in Ms. Summers' letter to Greg Pellini which had been passed out, she characterizes herself as the Township; that Aid. Wollin did not feel Ms. Summers was the Township. She asked for more details about any settlement with the former Director, and is worried that large legal expenses are being incurred by continued consultation with Mr. Pellini. Township Committee Minutes of 9/5/90 Page 11 Ald. Drummer noted that on the Revenue and Expense statement, the transfer figure from Town Fund to G.A. Fund was not a correct figure and asked Ms. Summers to correct that figure. The Committee adjourned at 11:05 p.m. Jay W. Terry l Minutes TOWNSHIP COMMITTEE October 3, 1990 7:30 P.M Room 2402 PRESENT: Ald. Drummer, Rainey, Wold, Wallin ABSENT: Ald. Washington STAFF and Harvey Saver, Valerie Tatum, Carlton Pryor, Pat Coyne, OFFICIALS: Rutha Mayfield, Ida Fitzgerald, Jay Terry OTHERS Michael Kent, Irwin Lyons, FERS, and Chris Ryan, John PRESENT: Norkus, and Brian Fugure, of Deloitte and Touche PRESIDING: Aid. Drummer, Chair MINUTES The meeting was called to order at 7:35 p.m. The minutes of the meeting of September 5, 1990 were considered. Ald. Rainey suggested the following addition: Page 5, line 13, add the following statement: Ald. Rain�v noted that the Township does not budget in that manner. and while he reoo'k would be very interesting, the report is also unnecessary,. Ald. Wallin noted that in the minutes there were a number of items which Township indicated they would pass on to the Committee and it had not been completed yet, an example being a sample of the budget report for each client, caseload analysis and a monthly statistical report, and she was still anxious to get those documents. Mr. Saver clarified an item in the minutes regarding a bill for checks. He had indicated at that meeting that the bill is for a special printing of checks when, in fact, the bill was for a regular printing of checks. With those additions and clarifications, the minutes of the meeting of September 5, 1990 were approved unanimously. COMMUNICATIONS Supervisor Summers had mailed a number of communications to the Committee which they then began to consider. TOWNSHIP COMMITTEE Minutes of 10/3/90 . . . Page 2 Client Identification Ald. Drummer asked Mr. Saver for some clarification. Mr. Saver noted that a company took the photos of the clients, whereas the Township bought the laminating equipment for the ID cards. Mr. Saver passed around a sample ID card to the Committee. Ald. Wollin asked for the final, bottom line cost of the cards, and Valerie Tatum said approximately $8 per client. Ald. Rainey reminded staff memos are not confidential. She felt they were an embarrassment in terms of content and style. She recommended Mr. Saver edit memos before they go out. Ald. Drummer introduced Michael Kent who is now the Township Accountant. He noted there had been some concern in previous Committee meetings that the Township's cash position was such that it may need to borrow money; however, Ald. Drummer stated he had conversations with Mr. Kent who indicated that would not be necessary. Michael Kent passed out a cash flow report for Evanston Township. He noted that the figures in the report were an approximation. He has not reviewed bank statements to reconcile all the figures. He indicated that as of September 30, the cash in various places available to the Township was $972,838. He also noted that in figuring out this cash flow, he estimated expenditures at an extreme. He also did a cash flow projection for the months of October, November and December of 1990, which indicated that the ending balance at the end of December would still be 5504,838. He did not believe that any borrowing would be necessary, barring some extraordinary expenditures which no one anticipated. Ald. Drummer inquired as to the $200,000 in the Special Housing Fund. Mr. Kent said that is not isolated somewhere in a single savings account; that it is probably located in various funds and accounts. Ald. Wold asked questions regarding the account listed as the Special Housing Account with a balance of $78,734. She wanted to know if that was what was left of the $300,000 allocated for the FIT program. She asked staff to get a final report to her on where exactly those housing funds are located. Ald. Rainey and Ald. r Drummer concurred that a more detailed report on the location of the housing funds from the Township was appropriate. Irwin Lyons, of FERS, noted that with the lowered levy for I989 as a result of the abatement, the March 1991 tax receipts will probably be lower because they are based on the prior year's levy, but he said the Township will make all of that up with their full tax receipts with the second installment in August of r- 1991. Ald. Wollin asked Mr. Kent if he had received all of the cooperation he required from Julian Coleman, and Mr. Kent responded Mr. Coleman had provided everything he needed. He said that next month he expected his financial statements to have exact, verifiable numbers. TOWNSHIP COMMITTEE Minutes of 10/3/90 . . . Page 3 Aid. Drummer noted the memo from Mr. Shonk in the packet. Ald. Rainey asked that between the information provided by Mr. Shonk and Mr. Kent, does Ms. Summers have a complete understanding that there is no longer a need to borrow money. Ald. Drummer indicated that Ms. Summers had called him the day before, and that she, in fact, was the one who told him there was no longer a need to borrow money. Mr. Kent left the meeting at this point to attend another meeting. Ald. Wollin asked the costs of Mr. Kent's arrangement with the Township. Aid. Drummer said he had asked Ms. Summers that question and that Mr. Kent was being paid on an hourly basis, but there was an agreement that at no month would his fee exceed $1,000. He noted that compared favorably with amounts paid to Mr. Coleman in the past years. Ald. Rainey was still interested in knowing his hourly rate. coriSiCERATION OF FERS PROPOSAL FOR TOWNSHIP AU Ald. Drummer noted that there was a letter in the packet from Mr. Lyons stating that after meeting with Mr. Coleman and reviewing the records they would need to do some additional work at an additional price of $2,500. Ald. Wold noted she had no problem with Mr. Lyons' letter and with FERS doing the work; however, she was concerned they were not paying Mr. Lyons for something Julian Coleman did not do, and the Committee would then, in turn, pay Mr. Coleman. Ald. Drummer noted he had spoken to Mr. Coleman and that Mr. Coleman said the type of work is normally not done before June which is when his contract ended. He did not feel that was in the scope of the timeframe of his contract. Ald. Drummer said he also spoke to Mr. Kent who said his costs for doing it would be on a par with that of Mr. Lyons, and felt it would be appropriate for FERS to do the work. Ald. Wollin and Mr. Lyons had a discussion clarifying the reports which needed to be done and work which was expected to be done by Mr. Coleman, noting that certain reconciliations have not been done while some have been prepared. Ald. Wollin asked that it be noted in the minutes that she has reviewed Julian Coleman's contract and that the reports which Mr. Lyons said are not done, it states in Mr. Coleman's contract that he will do it. Ald. Rainey and Ald. Drummer disagreed as to whether Mr. Coleman had lived up to the expectations and letter in his contract. Mr. Lyons noted that all the financial records which he needs are located in the Township office and that those records will be easy to locate. Ald. Wold asked Mr. Lyons if he is comfortable there will be an accurate audit with the records which are currently available to him. Mr. Lyons stated he was, and that many of the problems in locating records which were experienced in doing the previous audit he believed had been cleared up. The Committee unanimously approved recommending the engagement of FERS to do the Township annual audit. Aid. Drummer asked when the audit could be expected. Mr. Lyons said he would check with the scheduling office, but he expected it could be completed within 60 to 90 days; that FERS will notify the State Comptroller's office requesting an automatic 60 day extension on the deadline of when the audit is due. He also noted that final copies of the audit of the fiscal year 1989 audit would be available to the Committee the next week. TOWNSHIP COMMITTEE Minutes of 10/3/90 . . . Page 4 Ald. Rainey noted that in Julian Coleman's contract there was something about an annual Treasurer's report to the Comptroller's office. Mr. Lyons stated that there are, in fact, two reports Townships have to complete. One is an annual financial report which is submitted to the Comptroller. The other is an annual Treasurer's report which is usually published in the newspaper. Ald. Rainey stated the language in the contract says "annual Treasurer's Report to the Comptroller." She noted that neither report described by Mr. Lyons was one she had ever seen. She asked Township staff to clarify the situation and get more detailed information back to the Committee. The Committee consensus was that Mr. Saver needed to ensure that the financial reports which needed to be completed were done. SUMMERS MEMORANDUM REGARDING CLIENT CASELOAD Ms. Summer's memo stated there had been a tremendous increase in her client caseload. Ald. Rainey stated that if, in fact, the Township has added 70 clients in a month, the Committee deserved a full and detailed report. She noted that the statistical information indicated that there were between 200 and 205 clients currently receiving general assistance; she did not understand where the 279 figure used by Ms. Summers was arrived at. Mr. Saver said that in the new system there are currently approximately 205 clients receiving assistance, but he noted that there are, in fact, over 70 individuals who have applied for general assistance and are somewhere in the approval process. Ald. Rainey responded that to say we have 279 clients is not accurate. She requested a clarification as soon as possible. Ald. Rainey indicated that the problem with Ms. Summers' memo was that it sounded to her like sensationalism; that it is a call to immediate action to vote additional funds, borrow money, increase the budget, based on something that says the count is 279. She indicated this memo once again underscored the need for a caseload analysis. She also noted that a previous set of correspondence from the Supervisor in which she said there was a dramatic increase of those in the 18 - 21 age group who are seeking General Assistance. The Committee repeatedly asked for documentation of that and has not received it. Valerie Tatum indicated a report documenting the numbers of those persons does exist. Ald. Rainey indicated the Committee wanted to see that as soon as possible. SUMMERS MEMORANDUM) OF 9/27/90 REGARDING DELOITT£ & TOUCHE CONTRACT The Committee consensus was that this memo was not particularly clear. Ald. Drummer noted that the events described in this memo relating to attempts to convene a special Township Committee meeting never occurred as described. Ald. Wold wanted it carefully noted in the minutes that no attempt was ever made to convene the Committee in a special meeting to discuss Deloitte and Touche. The Committee consensus was that the events described in this memo never happened. GENERAL DISCUSSION WITH DELO MF & TOUCHE AND STAFF Ald. Drummer stated he wanted to say up front that the staff from Deloitte and Touche had, in fact, been working very hard, but there were still some Committee concerns about the final bill and final payment due them; noted that TOWNSHIP COMMITTEE Minutes of 10/3/90 . . . Page 5 the total amount due for consultant services on terms of the original engagement were S83,220, of which a final bill of $3,290 would appear on the bills list. He noted that last month Deloitte and Touche had come to the Committee requesting additional reimbursement of $25,900 representing work which has been done out of scope. He noted that in tonight's packet there was a resubmission of that amount at $21,000. Brian Fugure of Deloitte and Touche said that based on the material which had been submitted last month, essentially the firm had seen the out of scope work as being over $9,000 for the systems crash work; approximately $7,900 for the system enhancements which had been authorized by the Township staff on site; in excess of S8,400 for the non -LAN environment. Ald. Drummer said the amount due for the system crashing he felt the Committee could approve as something that was legitimately owed by the Township. There was Committee consensus to this comment by Ald. Drummer. Regarding the $7,900 figure for enhancements to the system and the additional requests of Township staff and Supervisor, Ald. Drummer felt there was consensus that these dollars were, in fact, owed. Ald. Wold noted she had no quarrel that the work done by Deloitte and Touche was worth the amount of money they were asking. She was hoping that the staff of Deloitte and Touche learned a lesson from this experience in working with the public sector; that there may, in fact, be two bosses; one who decides what the tasks are to be done and another who decided the funds to be allocated, and that Deloitte and Touche needed to be sensitive to both. Mr. Fugure stated that as a result of the last Committee meeting, Deloitte and Touche went back and reconstructed their charges relative to the entire project since day one. He noted that at the time of the engagement it was not necessarily clear who Deloitte and Touche's client was; whether it was the Township Supervisor or the Township Committee; that if Deloitte and Touche wished to be technical there was, in fact, an engagement letter for the project signed by the Township Supervisor. At the time the project was engaged, it was a time of some tension between the Committee and the Supervisor; there was some talk of legal action; that Mr. Fugure and other Deloitte and Touche staff had been told by the Township that their client was not the Committee, but in hindsight they realize that they should have kept in better touch with the Committee as well as Township personnel. Ald. Wald reassured Mr. Fugure that the Committee was not assigning blame; that there just was a lack of accurate information and communication. Ald. Drummer stated it was the Supervisor who should have come back to the Committee and stated that these out of scope services needed to be done and were being approved. Mr. Fugure said as a result of this re-examination of the project costs, they went back and determined some new numbers; they added up the total time which had been devoted to this project by staff from Deloitte and Touche; it was not necessarily easy to break out the time per each individual little project done in the Township; however, a total amount of time devoted to the project by Deloitte and Touche added up to a figure of $154,000. He noted that based on their original proposal of $83,000 of staff costs there was an underestimation of S71,000; that Deloitte and Touche staff in the spirit of equity and fairness tried to determine which costs they needed to absorb themselves because they simply did a bad job of estimating or were recommending hardware improvements, and training packages which perhaps, could be obtained at a lower price from some other vendors. He noted that the allocation of systems TOWNSHIP COM;IITTEE Minutes of 10/3/90 . . . Page 6 consulting time was an art, not a science; they truly believed that they were asked to do out of scope services somewhere in the range of $29,000 to $38,000, again noting it was an art not a science. Deloitte and Touche staff felt a final, out of scope charge of $21,000 was appropriate; noted that this would result in Deloitte and Touche absorbing $50,000 in expenses above and beyond what they had estimated. In presenting this final bill of $21,000 they tried to consider what was fair what was equitable and what was acceptable to the Committee. Ald. Drummer stated that he took into account how much work was being done by Deloitte and Touche; that he personally could approve paying the $21,000. He noted that Harvey Saver is currently the interim Director of the Township; they have already trained two directors; that there would be a third director coming on board; would Deloitte and Touche agree to do some orientation to the system to that new director when he or she is hired? Mr. Fugure indicated they would clearly provide time to help the new director. Aid. Drummer noted that he was taking Mr. Fugure at his word and expected Deloitte and Touche to live up to that commitment. Ald. Rainey moved for Committee approval of out of scope services by Deloitte and Touche for the system improvement project in the amount of $21,000. The motion was approved unanimously. TOWNSHIP MONTHLY BILL5 Mr. Saver indicated that one bill needed to be pulled off the bills list that was not to be considered by the Committee and that was in the amount of $1,258.88 for American Fundware. Ald. Rainey asked about a charge for the Canadon Company. Mr. Saver indicated those are copier supplies. Ald. Rainey asked if the format for the bills list could please include, for rental payments to the City and Family Focus, what month that rent is for. Mr. Norkus said the bill is placed on the bills list for the month the invoice is received. Ald. Rainey said problems can develop with that. Mr. Norkus said that Month Due will be added to the procedure. Ald. Wollin asked about Mr. Pellini's bill, noting that the Township was paying $90 an hour for Mr. Pellini to drive up from downstate; she felt that was unacceptable. Ald. Rainey questioned what recourse the Committee had regarding that issue and Ald. Drummer said he would take it up in a conversation with the Supervisor. Ald. Rainey asked what was the Checks Report. Mr'. Norkus said these were checks that were cut since the last meeting reflecting automatic payments. The Committee consensus was that this was a far too extensive list. Ald. Drummer noted that there was to be a very limited amount of things such as Payroll and tax payments which we supposed to be paid prior to Committee approval. The Committee then reviewed the list of things for which checks had already gone out and noted there were a number of items which the Committee members felt should have been on the bills list. Included in these items were bus tokens, clerical work, registration for Herb Hill at a conference, conference fees for a Township staff person to go to Washington. Ald. Drummer TOWNSHIP COMMITTEE Minutes of 10/3/90 Page 7 noted that the Township office should have some latitude; that the Committee did not have to analyze every detail prior to the expenditures being incurred. Ald. Rainey noted that if appropriate expenditure planning had been done, it would be easy to put most of these charges on the regular bills list. Other items for which checks had already been cut in which the Committee expressed disagreement with were a training class for staff and other expenses related to conferences and reimbursement to the City's Emergency Assistance Program. The Committee asked for more information regarding conference attendance. Ald. Wald asked for a total listing of all conference expenses for this fiscal year. Ald. Drummer noted his frustration indicating he thought it had been made clear to the Township regarding the fact that checks are not to be cut prior to Committee approval; noted that he will draft a letter to the Township Supervisor regarding this matter. The Committee unanimously approved a motion to approve Township monthly bills in the amount of $72,865.52. The Committee reviewed the Revenue and Expense Statement for the Township. Ald. Rainey noted there appeared to be a casework supervisor and a caseworker vacancy. Mr. Saver said yes, there is a vacant caseworker position. Mr. Eugure noted that the Revenue and Expense Statement would reflect a modified accrual accounting system which is somewhat different from the cash system which the Committee had been used to reviewing. Mr. Terry inquired as to who made the decision, in terms of allocating expenditures to specific budgeted line items. Mr. Saver indicated that was the responsibility of the accounts payable clerk, and if she had any question on the matter she dealt with either the Supervisor or the Director. Ald. Rainey asked regarding a revenue item "Medical Refund." Valerie Tatum indicated these were the amount of overpayments made to vendors for medical services. MED UAL BILLS LIST Valerie Tatum confirmed with the Committee that it was acceptable to just send the Medical Payments Summary to the full Council. Ald. Rainey expressed her displeasure as to why 1989 bills were still appearing on the bills list. Ms. Tatum indicated that she is still receiving claims from vendors who say they have not been paid; that she can find no records that these bills were not paid. Ald. Rainey asked if staff confirmed that these clients were, in fact, clients. Ms. Tatum said she had confirmed everything and doublechecked all records which were available. Ms. Tatum also noted that there was one set of bills which Deloitte and Touche had recommended payment for earlier in the year, which the Committee had voted to hold and that she is getting vendors demanding payment. Aid. Drummer asked Mr. Saver to get the Committee a report on that; the Committee was anxious to clear that matter up. Ald. Wollin asked what medical history was on the computer. She was concerned that Ms. Tatum is still going through boxes looking at manual records; wanted to know why this could not be punched up on the screen. Mr. Ryan of Deloitte and Touche said there had been some electronic data changeover. He noted that TOWNSHIP COMMITTEE Minutes of 10/3/90 . . . Page 8 all the manual records are intact; unfortunately all the electronic records are not intact, and that the system electronically may be only able to go back to April, 1990. Ald. Wallin noted that in the July minutes, the Township staff had assured her there would be no more 1989 medical bills and that yet here were more 1989 charges showing up. Ms. Tatum noted that she is trying to clean it up and these are, in fact, outstanding bills. She noted an alternative could be to send vendors a letter which says the Township will no longer honor any bills for services provided in 1989. Ald. Drummer said the Committee wishes to pay all charges which were legitimately incurred. He inquired as to whether these were original bills or second or third copies. The question about certain bills for 1988 charges which the Committee had inquired about; the means for verifying those charges; Aid. Drummer asked if there were any more charges from 1989 that would be coming in future months. Ms. Tatum said she had approximately five bills which she was probably be bringing to the Committee; she was making an effort to clarify. The Committee asked questions about certain clients with high medical expenditures. Those with the highest expenditures, upon review, turned out to have hospital inpatient stays. Ald. Rainey noted that in September 10I clients of the entire caseload had some sort of medical services provided to them. Ms. Tatum said all but 11 general assistance clients are receiving some sort of medical care, and those 11 are receiving medical care through the Veteran's Administration. Ald. Rainey made a motion that the medical bills be approved with a deletion of any charges for the year 1988, which turned out to be S507.53 for a medical bills approval list of $19,900.29. Ald. Rainey did not believe that anyone was capable of a thorough enough search to verify any 1988 charges; did not believe the bills should be paid without some sort of verification. She suggested that any collection agencies which are requesting payment from the Township related to that time period be referred to the City and Township attorney for his handling. Ald. Rainey's motion was approved unanimously by the Committee. POTENTIAL. CONTRAU WITH WA!_GREENS FOR PHARMACY SERVICES Ms. Tatum noted that even if the Committee approved this contract, she was not sure that Walgreen's would accept a contract with the Township. Ald. Rainey asked under which system did prescriptions cost more, the Public Aid or Township, through the Walgreen's contract. Ald. Wold noted she was not sure that the payment guarantee stated in the contract was something which could be lived up to. Ald. Rainey asked if there were any other pharmacies in Evanston which had refused to provide services under the Township arrangements, and staff response was no. It was the Committee consensus that adequate pharmaceutical services were available to Township residents through the current providers. Ald. Wold made a motion that there be no contract between the Township and Walgreen's for pharmaceuticals, and the motion was approved unanimously. ' TOWNSHIP COMMITTEE Minutes of I0/3/90 Page 9 Ald. Drummer announced an executive session was needed to consider some Township personnel matters. At 8:48 p.m. the Committee voted 4-0 to go into executive session. At 10:20 p.m. the Committee reconvened from executive session, and unanimously voted to adjourn. Jay W. Terry I ( Minutes TOWNSHIP COMMITTEE November 7, 1990 7:30 P.M. Room 2402 1• _ • kNIV20 PRESENT: Ald. Drummer, Wold, Wollin ABSENT: Ald. Rainey, Washington STAFF and OFFICIALS: supervisor Edna Summers, Herb Hill, Harvey Saver OTHERS PRESENT: Michael Kent PRESIDING: Ald. Drummer, Chair MINUTES The meeting was called to order at 7:35 p.m. The minutes of the meeting of October 3, 1990, were considered. The minutes of the meeting were approved unanimously without corrections. Ald. Drummer announced an executive session was needed to consider some Township personnel matters and pending litigation. At 7:39 p.m. the Committee voted 3-0 to go into executive session. At 9:00 p.m. the Committee reconvened from executive session. p"MICATIONS Supervisor summers had delivered a number of communications to the Committee which they began to consider. Supervisor Summers reported that she had met with the City/Township representatives to consider requests for Township funding as submitted to the Unified Budgeting Panel. The current Townshi UBP funding level is 5180,523. They recommended that this leve� be increased to $191,459 for FY91-92, an increase of S10,936 for additional program allocations. Ald. Wold said that the Committee would need to find the additional revenues to cover the recommended additional allocations. Supervisor Summers said that the Township had received a retroactive increase of approximately S6000 from Donated Fund Initiative funds (DFI) from the state of Illinois for the period July 1, 1990 - June 30, 1991, which could be used to fund a portion of the recommended increase. Harvey Saver said that this was in addition to an increase in May, 1989, of approximately 55400 in the Township's DFI contract. Supervisor Summers said that this amount had not been included in the projection of revenues in the TOWN COMMITTEE: Minutes of 11/7/90 Page 2 Township's FY89-90 budget. Ald. Wold made a motion that the recommended FY91-92 Township UBP fundinglevel of $191,459 be i approved, and that the increase in funds n the DFI contract for Township be earmarked for the recommended increases. The Committee reviewed the recommended program allocations. Ald. wollin reported that Youth Job Center (YJC) had difficulty providing documentation about their work with GA clients. As a result, the City/Township UBP representatives recommended that the Township consider a purchase of service contract with YJC outside of the USP Process at a rate per every client placed in a job for a specific period, e.g., 3 months or A 5 months. d. Wold's motion was approved unanimously by the Committee. Ald. Drummer noted the memo from the supervisor about the hiring of a new Director for Township General Assistance. He said that he was pleased that the hiring process was completed{ and looking forward to meeting the new Director at the December meeting. Ald. Drummer thanked the Supervisor on the update about the Treasurer's Report and the Report to the Comptroller for FY1989-90. He asked that the Committee receive the information as soon as it is available. SUMMERS MEMORANDUM ABOUT GAAS CLIENT INFORMATION, Supervisor Summers, memo reported that as of November 6, 1990, there were 209 active clients on General Assistance, with 7 clients suspended and sanctioned for either 60 days or 90 days. Ald. Wold asked about the reasons for rejection for the 56 clients who had been rejected. Supervisor Summers said that it was generally because applicants did not return with the required forms and information within 30 days. She said that they might still be placed on General Assistance, but they would have to start over on the application process. she added that some of the rejections were the result of problems with the verification of housing. SUMMERS MEMORANDUM ABOUT TOWNSHIP RENT INCREASE Ald. Wold made a motion to approve the new lease for the period January 1, 1991--December 31, 1991, with the City for the Township Office space at a monthly rental rate of $535.08. The motion was approved unanimously. Supervisor summers presented a request from Evanston Township High Sc for funds to support a Bilingual Student Field Trip to Washington, D.C. in the Spring. She indicated that the Township had not supported the request last year: Ald. Wold said that she thought the trip was a worthwhile activity, but that she could not support using Township funds for educational trips. SUMMERS MEMORANDUM ABOUT FY1990-91 TRAVEL EXPENSES Ald. Wollin raised concern about the expenses reflected in the report on travel to seminars and conferences. She pointed out that the Township was already considerably over budget for travel for W.O.P. and Caseworkers. Ald. Wold asked that further travel for the year be severely restricted. supervisor Summers said that there should not be any problem with that because there were no other. TOWN COMMITTEE: %inutes of 11/7/90 Page 3 significant conferences of seminars coming up before the and of the year. The Committee reviewed the bill from Pelini & Sheffler for legal consultation. supervisor Summers said that the expenses were on the current Bills List. Aid. Wollin asked that the Township find an attorney whose fees would not be as expensive, from the local area, to handle legal issues for Township. SUMMERS MEMORANDUM ABOUT TOWNSHIP FUNDED MEDICAL SERVICES The memo directed GA clients about procedures that must be followed to get preauthorization for medical services paid for by ETGA. It was sent to all GA clients and medical service providers. supervisor Summers reported that medical vendors have already been calling when clients have been requesting services without an authorization slip. She clarified that the memo covers all services except medical emergencies. Aid. Wold said that the information provided with the memo was very helpful and informative. REPORT ABOUT F.I.T. EXPENSES Aid. Wollin asked where the balance of funds were from the Special Housing Fund. Michael Kent indicated that the Township's balance sheet shows approximately $200,000 remaining (figures estimated): Merrill Lynch (2 investment accounts) $ 90,000 Independence Bank $102,000 Seaway National. sank $ 91000 Aid. Drummer indicated that the audit for FY1988-89 had been completed and received from FERS. He said that the Committee would discuss the audit and the management letter at the December meetin . Michael Kent said that the audit was essentially the same as the audit which was performed by Hill, Taylor, with some small exceptions. MEDICAL BILLS The Committee reviewed the outstanding medical bills for James Grey, a former client who was deceased. The memo indicated that the submitted bills had been reviewed by Deloitte and Touche, and that they had recommended payment of 53,533.70 of the 540,765.10 in billable services based upon IDPA's guidelines and codes. Aid. Wollin asked whether there was follow-up with a vendor when a bill was either not being paid, or not being paid in full. supervisor Summers said that vendors were contacted when a bill was not being paid. On occasion, Township staff also request the Springfield office of IDPA to review and make recommendations about what amount should be paid of a particular bill. The Committee combined the bills for James Grey with the October Medical Bills List, for a total of 518,132.20. Aid. Drummer said that he had seen a few 1989 bills on the list, but that he was pleased that most of the bills were relatively current. He asked if the invoice claim date on the Bills List was the date the bill was received. Supervisor Summers said that she would check and let the Committee know at the December meeting. Referring to the Client Summary Report, Aid. Wold pointed out that there were 2 cases, Case f� TOWN COMMITTEE: Minutes of 11/7/90 Page 4 #10246 and #10515, where the amount paid was significantly less than the amount billed. She asked that a report be provided at the December meetingg about what these 2 individuals were being treated for. Ald. Wo].lin asked, when things slow down in the Township office, that a cumulative report be provided for the year, by client, about medical services which have been paid for by Township. Ald. Wold made a motion that the medical bills be approved for a total October Medical Bills List of $18,132.20. Ald. Wold's motion was approved unanimously by the Committee. Ald. Drummer thanked the supervisor and asked her to convey to the Township staff that the Medical Bills List was easy to read and looking very good. TOWNSHIP MONTHLY BILLS Michael Kent said that a revised Bills List had been distributed, with changes made in the Check Reports. He said that it is taking some practice for the staff to master the computerized accounts payable system's report features, and that some checks which had already been approved in the October meeting were inadvertently included in the Check Report for approval. Ald. Wold requested that a revision date be included to indicate when a corrected Bills List is distributed. Ald. Wold asked if the $428 bill for travel was in addition to the amount which supervisor Summers reported earlier in the meeting. The Supervisor said that she thought that this was in addition to the amount in that report. Ald. Wold said that the Township needed to control its travel expenses. She said that she did not think that it was the Township's role to pay for travel for professional staff when they take on a role in a professional organization. Supervisor Summers responded that, statewide, there are only 3 township supervisors who are minorities. She said that she asks her staff to attend many of the Township of Illinois organization meetings to ensure that they are represented. Ald. Wold agreed with the supervisor, but added that priorities needed to be established for future travel expenses. Ald. Drummer said that a budget is established for travel. The Township needs to decide which meetings and conferences are important to attend, but they must stay within the budget. Ald. Drummer pointed out that if both travel lines were added to ether there would be a balance o; $270. The additional travel bi}.1 would only put the travel budget over by S250. He said that he would agree to approve the travel bill if he was assured that it would be the last travel bill for the year. Supervisor summers said that it would be. Ald. Wold asked if it was possible to have the payment for Kathy Hayes' liability insurance reimbursed because she was no longer a Township employee. Supervisor Summers said she would look into it. Ald. Wold made a motion that the October Bills List for a total of $57,263.12 be approved. Ald. Wold's motion was approved unanimously by the Committee. The Committee requested that the ADP payroll report no longer be provided with the monthly bills list. REVENUE AND EXPENSE REPORT Michael Kent provided a report on what has been done to clarify and reconcile the information in Township's Revenue and Expense Report. He said that actual revenues, with the $500,000 tax abatement{ are 51,247,000, which is 55% of the amount budgeted. Mr. Kent pointed TOWN COMMITTEE: Minutes of 11/7/90 Page 5 out that the only expenses which were over budget were in administrative overhead, largely because of the additional expenses which were incurred in the installation of the new systems In the office. He reported that the current funds available should be sufficient to pay for Township expenses into January. If necessary, they could borrow from the $200,000 in the Housing Fund and pay it back later. Ald. Wold said that with the exception of expenses of page 4 for Administrative Overhead, all expenses seem to be well in line. she asked why there had been no payment under the budget line Accountant in the supervisor Budget. Mr. Kent said that he believed that there were still some expenseu which needed to be reclassified because they were charged to the wrong account. Ald. Wollin said that she was encouraged that with 7 months of the year gone the medical expenses were only at 44% of budget. She said that she appreciated all of the work that staff had put into the development of the financial reports, and that they were beginning to appear in very good shape and much easier to understand. Ald. Drummer agreed With Ald. Wollin's comments. After conferring the Committee agreed to change the date of the January meeting to Wednesday, January 9, 1991. Ald. Drummer requested Supervisor summers to begin to plan for the initial presentation of the FY1991-92 budget at the February, 1991 meeting. Supervisor Summers agreed and said that she would distribute the budget at the end of January to begin the review process. Supervisor Summers expressed her appreciation to Harvey Saver for having provided management and leadership for the Township office during his 4-month stint as the Interim Director. She said that he did an excellent job of managing the office and handling the details of the search process for a new Director. she also thanked the City Manager, Joel Asprooth, for havingmade Mr. Saver available to the Township. Ald. Wold made a motion that the- minutes record the thanks of the Township Committee and Trustees to Mr. Saver for having performed admirably in managing the administrative matters of the Township during his tenure as Interim Director. Ald. Wold's motion was approved unanimously by the Committee. At 9:30 p.m. the Committee unanimously voted to adjourn. Harvey D. Saver T a PRESENT: ABSENT: STAFF and OFFICIALS PRESIDING: OIL TO ORDER DRAFT — NOT APPROVED Minutes TOWNSHIP COMMITTEE December 5, 1990 7:30 P.M Ald. Drummer, Rainey, Wold, Wollin Ald. Washington Supervisor Edna Summers, Veranda Jolliff, Michael Kent, Jay Terry Ald. Drummer, Chair The meeting was called to order at 7:35 p.m. MINUTE The minutes of November 7, 1990 were approved unanimously as submitted. COMMUNICATIONS Emergency Assistance Memo - Edna Summers Ms. Summers indicated that a new Emergency Services Manual had been received reflecting a number of changes which had occurred as a result of a new State law. New rules for operating programs had been drawn up by the Township Officials Association. She had transmitted a copy of the manual to Mr. Terry. At some point, Ms. Summers and Mr. Terry will meet to develop any new procedures which are necessary for the City's Emergency Assistance program and Evanston Township to implement these new.practices. New Township Director Ms. Summers'and Ald. Drummer introduced Veranda Jolliff to the members of the Committee. Ms. Summers noted for the record the tremendous job she felt Harvey Saver had done as interim Township Director. Ms. Jollif indicated she is excited asbout the challenges. She characterized it as a "big" job. She has already had some unexpected and expected issues. She is making no promises, and with the Committee's help she is hoping the office can be run as efficiently and effectively as possible. I TOWNSHIP MINUTES Meeting of 12/5/90 Page 2 Michael Kent indicated that the Financial Statement which was transmitted in the packet was not correct and should be discarded. Aid. Rainey requested that when an item which is in the packet is no longer valid, that Committee members be notified as such prior to the meeting so they don't waste time studying inaccurate information. Aid. Drummer concurred with Ald. Rainey's request. GAAS Client Information Aid. Rainey noted that the former report used to have a category an medical cases and would like to see that reinstated. Aid. Drummer requested that Township staff bring a sample copy of the old format so the Committee could compare the two formats. His preference was for the old format. He missed the category of "Able to Work." Aid. Wold noted she liked the category of last year's numbers. Aid. Rainey noted that the report had been refined twice previously during the year and there was a need to settle on a final format for the report. RESPONSES TO BILLS INOUIRIES Ald. Drummer stated regarding the Director's chair that the previous request was not received until the Monday afternoon of a Monday night Council meeting and there was no time to consider that request. Aid. Wollin noted that the Committee had just met the week before that request was received. She reminded Township staff that procedures have to be followed. She questioned whether the bills for the chair and the other items were on the Bills List for this evening's meeting. It was agreed these questions would be raised again later on in the meeting when the Bills List was discussed. MEDICAL BILLS LIST Aid. Drummer noted that the total amount of medical bills from 1988 still in dispute appeared to be less than S800 and noted that a memo from Herbert Hill was in the packet which indicated the Township did not have a strong case should it deny them. Ms. Summers noted that she passed out a new Illinois Department of Public Aid (IDPA) order on old medical bills. Aid. Drummer noted that in the cover memo, the Supervisor is recommending that the bills be paid. Aid. Wold asked if Township staff were certain there were no more 1988 bills, and Ms. Summers responded yes, as sure as Valerie can be. Aid. Drummer said we need to pay these, but we also need to straighten out our problems. Aid. Wollin asked if there were penalties involved. She does not recommend payment of any penalties; she cautioned staff not to pay any penalties if the bills were never sent in the first place. Aid. Drummer stated it was his impression that no one could be sure if these bills were originally billed or not. Aid. Wollin noted that Ms. Summers memo was not correct that the delay was the Trustee's fault. Ms. Summers said the bills were originally held by the Administration and Public Works Committee. Aid. Rainey strongly disputed that statement. Aid. Wold said we need to send the IDPA notice plus a more clear statement from the Trustees that all bills should be sent on time. She made a motion that the 1988 bills be paid and Aid. Wollin seconded the motion. Aid. Rainey said she wanted an itemized statement of the amount and certification that the person was an active client; we have no idea whose TOWNSHIP MINUTES Meeting of 12/5/90 . . . Page 3 going to a doctor and for what; what is the procedure for those who call in; how is it logged. Ms. Summers said all the vendors received the letter; we now have picture IDs plus the authorization; we have two cases in the hospital, non -emergency. Ald. Drummer said a clear, stated policy was needed. When there is not an authorization form, only those approved over the phone are eligible. Ald. Wold asked if a file was kept when someone gets an authorization; does the caseworker get a record; someone needs to keep a log on phone authorization. Mr. 'ferry questioned the role of the authorization form. He thought it had been decided through the Deloitte acid Touche discussion that caseworkers would not be placed in the position of deciding whether or not a client required medical services, in view of the fact they were not qualified to make those type of decisions. Ald. Drummer said the process should be that if a bills was sent to IDPA, and the service does not have a reimbursable code, then reimbursement isn't made. Aid. Wold said it behooves us to keep track of who is going for what; the authorization helps us to keep track; who is going for what services. Ms. Summers said CCLAF was in for a chronically ill clients and talked to Township staff about SSI forms and problems; that if a person is denied for SSI it can be a very complicated process; that we may need to send copies of the medical bills along to justify the application for SSI. Ald. Rainey said she would not vote for payment of $800 in medical bills on this Bills List; she asked what could one more month mean. Ald. Wollin asked if it was possible to get a list of the 1988 clients. Ald. Drummer said the Committee would just hold for another month until the itemization was supplied. He also asked Ms. Summers and Ms. Jolliff that since they have heard. the Committee concerns, to please supply the policy next month. TOWNSHIP OPERATIONS Ald. Drummer asked if this was a concern of the Committee; that the cost appears to be zero. Ms. Summers said this is just an informational piece. Ald. Wold said the cost was not zero and that she wanted to see more justification and what the cost .really was. Ms. Summers said this office improvement was imperative. Ald. Wollin said she was concerned about moving the computers. Ald. Drummer stated he felt the computers could be moved and that he had asked the consultants that question previously. Aid. Rainey stated that before any approval was given, cost estimates were necessary. Ms. Summers said she wanted to let the Committee know what the Township staff was planning and why. Ald. Wold said she would like some comments from Deloitte and Touche on the hazards of moving the system, and what are the needs for specially trained movers. Hs. Summers said staff would speak with Deloitte and Touche. She noted that the Township was considered going with Michael Meyer as the subcontractor of Deloitte and Touche to do system maintenance and give him a contract until March 30th. Ald. Rainey requested copies of all proposals that have been received. TOWNSHIP MEDICAL BILLS Ald. Rainey said one concern she had that was for all inpatient charges one day was listed when she felt the number of days for inpatient care should be TOWNSHIP MINUTES Meeting of 12/5/90 . . . Page 4 listed. She pointed out, on page three of the client report, that she wanted the diagnosis of a particular client. She wanted to know what was the $92.20 charge to Scott Opticians; if it was for glasses and an exam; if it was, how much for each. Ms. Summers said the client was sent to Evanston Hospital; Evanston Hospital sends to Scott Opticians. She noted less people are being seen through this process. Ald. Rainey said that $92.20 is too much just for glasses. She questioned what was the treatment by a Dr. Santee. She indicated she wanted to know everything about this client. Ald. Drummer questioned whether we can bind a client to go to a particular service provider. Ms. Summers said they have the right of a doctor who is agreeable to our price. Ald. Rainey again requested a detailed description of Scott Optician's services and wanted to know what the charge was for Osco Drugs for this client. Ms. Summers asked if it was the Trustees' right to have that information. Ald. Rainey indicated her concern about this case. Ms. Summers stated the clients have a right to privacy. Ald. Rainey stated names were not necesssary. Ald. Drummer questioned the reason for asking for this information, stating that any case listed could be questioned. Ald. Rainey stated she was not investigating every page. Ald. Drummer stated that glasses were a legitimate expense, and again asked about Ald. Rainey's larger concern. Ald. Rainey stated that certain G.A. clients might have a direct pipeline 'to certain services. Ald. Wald asked how the cost of glasses could be controlled since there was no incentive to shop around and find a lower cost. She asked if it was law that the Committee could regulate what service provider the clients go to. Ms. Summers responded that she would inquire. Ald. Wald stated she would like an answer. Ald. Rainey noted on page 15, Dr. Spiegel had an optician charge far $90.00 and wanted to know what was covered by. that. Ms. Summers responded exam and glasses. Ald. Rainey wondered if it was possible to have on the bottom of the page a description of the services which we are not paying for. Aid. Rainey noted on page 26, Scott Opticians, a charge for $107.60. She wanted an itemization; on page 49, for an inpatient stay, she wanted the length of stay and diagnosis. She noted that the treatment spanned from May to October, and wanted an explanation. Aid. Rainey noted on page 56 the client had received medication only, and wanted to know what the diagnosis was; page 71 same question; page 77, length of stay and diagnosis. Ald. Drummer asked if length of stay could be one of the items placed in the computer and automatically tabulated. Ald. Rainey noted two notations on page 80 which had the same CPT code, and one code the Township paid nothing and another place that had the same code, the Township paid. She wanted to know what the diagnosis was; on page 82 what was the doctor's diagnosis. She noted the doctor bill in May and then a series of radiologist's bills in September. On page 87 there was another charge for $90 from Scott Opticians. On page 96 was the vendor Wanczyk Grosvenor and wanted to know who these vendors are. On page 111, she wanted to know the diagnosis. Ald. Wald asked that for the next meeting the Township staff ensure that all Committee members have the same edition of the report. Ald. Drummer felt he was seeing more cases where the amount due is the amount paid and not a reduced amount. Ald. Wallin noted there were certain charges for chiropractic services; wanted to know had there been a medical directive TOWNSHIP MINUTES Meeting of 12/5/90 . . . Page 5 that those clients go there. Ms. Summers said it was only one client and that was at a doctor's request. Ald. Drummer noted that on page 77 the amount billed and the amount paid were the same. He wanted answers to all of these questions. Ald. Wallin moved for approval of the medical bills in the amount of $19,857.93. Ald. Wald seconded the motion and the Committee unanimously approved. Ald. Drummer wanted to know why a medical procedure was on this bills list. Ald. Wald recommended and the Committee concurred to the removal of an $80 charge for medical services and that appear on next month's Medical Bills List. Ald. Wallin had questions about the caseworker training. Ms. Summers noted this was intensive G.A. training; that the Township Officials of Illinois were conducting this training; that they had so many requests they were holding an extra session in Cook County. Ald. Wald asked if this was a one or two day conference, and where are the staff staying overnight. Ms. Summers said Hillside, Illinois. Ald. Wald said it that Hillside was not that far away, and that we need to take a harder look at our travel and hotel bills. Ald. Drummer asked if this was every expense for this conference, and Ms. Summers responded yes. Ald. Wald asked how the per diem was decided; if they all came back home at night the per diem would not have to be paid. Ald. Drummer and Ald. Wald questioned the per diem policy. Ald. Woilin said this needed to be separated between Travel and Tuition Reimbursement. Ald. Drummer said he agreed with the opinion that the staff should have come home. He noted that the Township is excessively over budget in Travel. Ald. Wald noted that the conference was happening the night of the Committee's meeting, and asked if the staff was staying over. Ms. Summers said yes. Ald. Drummer said that is not justified, and Ms. Summers said this was to be intensive G.A. training. Aid. Drummer said if they are driving in the metropolitan area, there is no excuse for staying in a hotel, and made a strong recommendation that they not stay. Ald. Wald asked for follow-up to this. It was Committee consensus to adjust the reimbursement bills to have all five of the staff that were attending the conference receive a consistent amount of reimbursement. Ald. Wallin asked about a bill for Romac Professionals. She wanted to know why one week amount was so much. Ald. Wald wanted the number of hours and the hourly rate. Ald. Wallin asked if the Director's chair request was on the Bills List. Ms. Summers said no. Ald. Wallin moved to approve the amount of $287 to Chandlers for a chair. Ald. Rainey indicated she was still concerned about controlling expenditures. Ald. Drummer said the Committee should approve the chair but not the request for notepads. Ald. Wald noted that for the City B.A.T. is a good vendor. She wanted to know how items were priced and why the decision was to go to Chandlers; Chandlers is not known for its low prices. Ald. Wald asked concerning the bill for Quartet copies; why not in-house. Ms. Summers said those are the medical bills for the Committee and the Township machines TOWNSHIP MINUTES Meeting of 12/5/90 Page 6 are not built for that type of use. Ald. Drummer asked about clarification of rent payments for the Civic Center which were listed; he wanted to know what month this was for. He noted that the Committee had, in past months, approved a prospective approval process for rent and that process does not appear to have been followed. He noted that was also the theory behind the Infant Welfare bill for the Teen -Baby Nursery, and that did not appear to have been done. He recommended that the Committee add a January Civic Center rent of $535.08. Aid. Drummer told Township staff to go back and look at the Family Focus amount and try to determine an idea as to which month is due. Aid. Rainey inquired as to the services provided by Phillip Radtke. Ms. Summers responded that it was word processor training. He worked on the second floor machine; it is obsolete. Ald. Rainey asked what word processing training did he do. Ald. Rainey asled about our clerical trainer. Ms. Sinners said Radtke is training staff, not clients. Ald. Rainey said when does he help us; I want a copy of his invoice for a bill; the number of hours and on what dates. Aid. Wold noted that on the October Cash Requirements report there was also an entry for Phillip Radtke. If the word processing training, according to this bill, had taken place in October and there was an additional October charge, she wanted to know what was being paid for. Ald. Wold moved that the Phillip Radtke bill be held until an itemized invoice was transmitted. Ald. Drummer was still looking for clarification as to whether the Infant Welfare had been paid. Mr. Kent said there was no difference whether there was a bill or not; under accrual accounting if there is a contract in place the monthly amount is deducted. Ald. Drummer said the question is did Infant Welfare actually get a check. Mr. Terry indicated he had a call from Mary Jane Chainski who indicated she had not received a check. Ald. Wold said let's approve a December payment too. Ald. Rainey said she wanted checks and check numbers for all the checks that have gone to the Infant Welfare Society. It was Committee consensus that an additional monthly payment of $9,262.83 to the Infant Welfare Society would be added to the bills list. Ald. Wollin indicated that in her review of the last bills list, Family Focus had been paid for September rent, then she noted on this list there was the November rent. She asked where was the October bill. A general discussion and review of prior bills lists ensued to ascertain what had been paid to Family Focus. Ald. Rainey asked that for the next Council meeting, the Committee needed a reconciliation of the payments which have been made to Family Focus, the Infant Welfare Society, all rent and all Community Action agencies. Ald. Wollin said she thought this new system could pull up monthly payments automatically. Mr. Kent said that part of the system doesn't work satisfactorily. He stated he called American Fundware and they could not answer his questions. He also called Deloitte and Touche and they could not answer his questions. Ald. Wold asked how long this has not been working. Ald. Drummer asked if it was American Fundware or Deloitte and Touche. Mr. Kent said Deloitte and Touche had made a site visit. Ald. Wold suggested that Ald. Wollin call American Fundware. Ald. Wollin asked if personnel was the issue; was everyone trained on this system; how do we fix this problem. Mr. Kent said Deloitte and Touche did not train staff adequately; it was a rush Job. He recommended that John Norkus of Deloitte and Touche come to the TOWNSHIP MINUTES Meeting of 12/5/90 Page 7 Township. Ald. Rainey noted that Mr. Kent is not the person who should be insisting to Deloitte and Touche. Ald. Drummer said Deloitte and Touche should be allowed to try and fix the problem. Ald. Rainey said someone from the Committee should call and find out what is goign on. Ald. Wollin said she would call Deloitte and Touche. Ald. Drummer said Township staff and the Supervisor should take the lead to correct this problem. The Committee unanimously approved a monthly bills list with the various adjustments in the amount of $66,846.47. Ald. Drummer noted that Mr. Terry had transmitted to the Committee invoices for $12,000 from F.E.R.S. for work on the Township audits. He instructed Mr. Terry to get itemized invoices indicating what these expenses were for. He noted to the Township staff that there was no itemization of the ADP report. Ms. Summers stated that Township staff were told the last time that it wasn't needed. Ald. Wollin and Ald. Drummer clarified that the last time there was an extra tax page which was not needed, not the itemization; that the itemization was needed. Ald. Rainey noted all of the errors occurring and noted that the bills list had been done on a word processor; wanted to know why Spellcheck was not being used. Ald. Rainey asked about the notation for G.A. Training Seminar. Ms. Summers said she would find out. Ald. Rainey stated we have both the Supervisor and the Director here, the checks were written in the past two weeks and they are so out of touch they can't remember what they were for. Ms. Summers said Township staff will get answers to the Committee. Ald. Wold said we need to know why checks are written before a seminar and conference is approved. Mr. Kent asked whether contract payments should be considered as preapproved. The Committee consensus was no. ff,VfNUE AND EXPENSE STATEMENT Mr. Kent said in his opinion, the Township still did not have to borrow money. He noted that all totals are within budget for funds; that certain specific line items were perhaps being exceeded, but except for the computer purchase all other fund and category items were well within budget. He noted that there were a number of negative entries for certain items and he characterized those as corrections from previous incorrect listings on previous revenue and expense statements. He noted that in his belief, all of the year-to-date figures should be accurate. Aid. Rainey wanted to know why there had been no expense in the Director line item. Mr. Kent said we have not received a bill for Harvey Saver's service yet. Ald. Drummer wanted to know why there had been some changes in 'the report in the totals for last month for client payments. Mr. Kent said last month's report was inaccurate; that in fact, they are averaging $65,000 to $70,000 a month in client payments. Ald. Drummer said he understood all the frustrations of the Committee. He cautioned them not to panic. Ald. Wold noted that on pages four and five of the financial report seminars, conferences and staff travel are all over budget; that G.A. overhead is at 84.4% of the budget but only 58% of the year is gone. Ald. Drummer said there is a need to tighten up purse strings. Ald. Wollin pointed out that the TOWNSHIP MINUTES Meeting of 12/5/90 Page 8 figures in Seminars and Conferences in last month's bills list, the numbers don't agree with what appears in this month's bills list. The Committee had a series of questions about the discrepancies between approved bill amounts and the amounts which show up on the Revenue Expense statement. Mr. Kent said the totals may not match; it depends upon when you approve the bill; we will look into it. Ald. Rainey noted that on page 12, she had some questions about the amount of payments made to CCLAF. Mr. Kent said those represented three payments. Ald. Drummer said we did not approve three payments last month. Mr. Kent provided some clarification regarding the procedures used in any accrual accounting system. Ald. Drummer said we need an examination and listing of all payments to the Community Action Agencies. Another discussion ensued of the Revenue and Expense statement and accrual accounting. Ald. Wold noted that what the Committee has historically been using the Revenue and Expense statement for is perhaps not what the report should be used for; that there might not be a direct relationship between a previous month's bills list and the Revenue and Expense statement. Ald. Drummer said we have work to do; I'm anxious to see the new F.E.R.S. audit and at some point the Committee members need to talk to the Council about the state of the Township. Ald. Drummer indicated that a discussion of the 1988-89 Township audit and the F.E.R.S. progress report on the current audit would be held over until the next meeting. The meeting was adjourned at 10:45 p.m. �-- a Jay W. Terry f3Rn�-;49- rov-0d YOUTH ADVOCACY PROGRAM ADVISORY COMMITTEE MEETING JANUARY 11, 1990 7:00 P.M. Members Present: Frank Bukrey, Don Colleton, Chairman; Micheal DeVaui, Kathleen Hardgrove, Henry Hayes, Delores Holmes, Manny Isquierdo, Dan Moses, Stanton Payne, Bob Roy, Robert Rutledge Members Absent: Bo Price, Eplflano Reyther Staff Presents Jay Terry, Carey Wright, Elizabeth Edelen Presiding Official: Don Colleton Visitors: Debby Sundblad, Police Dept. Youth Victim/Witness Call to Order Don Colleton called the meeting to order at 7:15 p.m. He welcomed Henry Hayes to the Advisory Committee. Minutes The minutes of November 16, 1989 meeting were amended as follows: page 2, paragraph 4, line 4 was corrected to state that District 65 referrals have been low because the Youth Advocate staff was low, not the District staff. page 3, paragraph 6 was deleted. kith these changes the minutes were approved unanimously. Quarterly Report to Human Services Committee Carey Wright stated that the quarterly report was submitted to the Human Services Committee. He Indicated that at the January 8, 1990 meeting of the Human Services Committee, he and Jay Terry answered questions regarding the report. Wright also reported that his goals for this quarter included a Team Retreat. The retreat would be for planning and training. Attendees would Include himself, the Youth Advocates, and one committee member, Bob Rutledge (who agreed to participate). Wright stated that the newest Advocate should be hired by February 23, 1990 In time for the retreat. Don Colleton stated that the nature of advocacy as stated In the report needs to be explained. He specifically asked what was the nature of advocacy in relation to persons who have left the program. Wright described a referral from one year ago who as a result of contact with YAP raised his school attendance, grades and remained free of police contact. The youth showed overall improvement with no reported problems and was successfully terminated from the YAP program. The youth and his parent expressed a destra to continue In the program because they liked the support, but they no longer needed the services. Robert Rutledge offered congratulations to staff for terminating cases with positivo outcomes. He Indicated that sometimes a case can be terminated even though there are still some unmet needs. However, these needs can be holped by other agencies. In response to a question from Henry Hayes, Wright explained that he Is developing a formal tracking system to be unnd for follow-up on terminations. Colleton stated that existing ngencles will absorb such a client and his needs due to YAP's coordination process. Stan Payne indicated documentation on terminating clients should be reported to the Human Services Committee. He suggested that an evaluation letter or an outcome sheet could be submitted by clients. Discussion of -Chart There was general discussion of the YAP Community Case Management and Coordination Process chart submitted by Wright. Colleton Indicated that the referring sources should have an accurate client profile. Wright stated that it would be better If they roceived referrals who had more motivation to Join YAP. Delores Holmes Indicated that seeking motivated individuals would narrow the definition of high risk to the point where they would be "stacking the deck" for the purpose of always getting good results. The group agreed that they would be resistant to any such change in procedure. There was no need to redirect the program with the strategy of obtaining positive outcome. Staff should not feel totally responsible for case outcomes due to the nature of the high risk youth to which the program is committed. Wright argued that ellgiblilty criterlas for participation In YAP could be clearer if the program targeted youth who were high risk of displacement from home, school, or the community. Clients would have a better understanding of the initial reasons for referral to YAP. Helping clients address their displacement Issues can be an entree to working on their other needs. - Staff should also document when It Is not possible to get proper assessment Information. The referring agencies need to share more Information. Debby Sundblad suggested that release of Information forms should be.obtalned early In the referral process. Danny -_ Isquierdo stated that Goal 05 under Client Identification on the chart should be: "YAP coordinated multiple agencies to service the client.,, He also indicated that goals should be reflected In the Individual plans. For Central Screening It was suggested that the agency be asked to Join with the "Advocacy Team" at an earlier stage. The staff and the agency should discuss the case prior to meeting the family. Bob Roy e stated that they needed to make personal contact In less than 5 days y of the reforrral. Jay Terry Indicated that teams may work better than single Advocates. He stated that they may need two advocates per case. Alderman Washington's Memo It was noted that there was a need to respond to the November 27, 1989 memo from Aldorman Washington.Delores suggested that Alderman Washington bo sent a letter of explanation for the delayed response. A memo from Jay Terry was distributed. This memo listed the concerns of the Human Services Committee regarding YAP. Don stated that he will draft a written response to the concerns and also meet with Alderman Washington. Don Indicated that Ken Ehrensaft will submitt an addendum to his report. Jay stated that a year end report would need to be submitted to the Human Services Committee. He was asked to tell them that a report was In progress. Don will attend the January 22, 1990 Human Services Committee meeting. Carey Wright, Staff