Dupage Policy Journal

City of Elmhurst Finance Council Affairs & Administrative Services Committee met Sept. 8

Here are the minutes provided by the committee:

1. Call to Order

Chair Talluto called the meeting to order at 7:03 p.m.

2. Roll Call 

Committee Members Present: Talluto, Nudera, Hill, Virgil

Committee Members Absent:

Other Elected Officials Present: Curran, Levin (7:28)

City Staff and Others Present: Coyle, Bruns, Palm, Ivancevic, K. Johnson (7:42), Grabowski (8:07), Tiberi (8:17); Andy Acker, SRD

3.  Public Comment

None.

4.  Receipt of Written Communication

None.

5. Business Before the Committee

A. Minutes of the August 25, 2025, meeting of the Finance, Council Affairs & Administrative Services Committee

A motion to approve the minutes of the August 25, 2025, FCA&AS Committee meeting was made by Alderman Hill and seconded by Alderman Virgil. A voice vote was taken, and the minutes were approved unanimously.

B. Report – Exempt Transfer Stamp

Chair Talluto and Director Coyle provided a summary of past discussions on this topic. The Committee then reviewed a report recommending the implementation of an exempt transfer stamp, focusing on property transactions which are exempted from tax under current State law. Committee members asked for clarification of the transactions exempted and deliberated whether any should be excluded from the exempt transfer stamp and sump pump inspection requirement. Director Coyle and City Attorney Acker explained that refinancing transactions are not applicable as there is no change in ownership and no monetary consideration involved, therefore refinancing a mortgage would not require an exempt transfer stamp or transfer tax to be paid. The Committee reached consensus that none of the listed property transactions would be excluded from the exempt transfer stamp, and that the exempt stamp requirement would be reviewed and evaluated by the Committee one year after implementation. Chair Talluto called for a motion to approve the report recommending implementation of an exempt transfer stamp with an administrative fee of $30 and requiring a sump pump inspection if one has not been completed in the last five years. A motion was made by Alderman Hill and seconded by Alderman Nudera to approve the report with amendments, recommending City Council implement an exempt transfer stamp, as outlined in the report, effective January 1, 2025. Roll Call vote: 4 ayes, 0 nays. Motion carried.

C. Report - Employee Handbook

Director Palm presented updated policy language surrounding the employment of relatives, which was requested during the July 14, 2025, meeting of the Committee. The policy discusses prohibited employment relationships and what supervisor/subordinate relationships are permitted. Director Palm explained the Department Head would ultimately be responsible for all personnel matters involving a subordinate relative within their department. The Committee discussed and recommended minor adjustments to allow relatives strictly in a seasonal or internship capacity. A summary of the new part-time benefits within the policy were reviewed with the Committee. A motion was made by Alderman Hill and seconded by Alderman Virgil to approve the report, recommending that the City Council approve the City’s personnel handbook. Roll Call vote: 4 ayes, 0 nays. Motion carried.

D. Fleet Funding

Director Coyle presented a revised fleet funding forecast incorporating the latest fleet replacement figures from the 2026 budget in progress, with a $250,000 annual excess contribution. The projection provides enough funds to maintain a positive fund balance until the year 2031, which is sufficiently far out to plan and adjust for in future years. Also presented were model budget schedules for a fleet internal service fund, to illustrate what the Council would review during the annual budget process. Director Coyle explained that each of the City departments would transfer into the fund a proportionate share of the cost for operations and maintenance, as well as for vehicle replacement. It was noted that the City does currently allocate the cost for fleet operations and maintenance to other City departments, but vehicle replacements are paid for out of their respective department. A motion was made by Alderman Nudera and seconded by Alderman Virgil, recommending that the City implement a fleet internal service fund effective for the 2026 budget. Roll Call vote: 4 ayes, 0 nays. Motion carried. The Committee directed staff to prepare a report for the next Committee meeting.

E. Referral Introduction - Parcel Analysis

Alderman Hill and Alderman Virgil provided background on this referral to the Committee and explained their positions as two of the four Aldermen that submitted the referral. The Committee discussed what information could be gained through this analysis and asked staff what the estimated cost would be. Director Coyle noted several studies conducted by other communities, with a broad range of costs. The Committee directed staff to obtain additional information for future discussion, including: a list of firms that could conduct the analysis, what deliverables the firm would provide, how often the study would need to be updated to maintain relevance, and the estimated cost.

6. Other Business

None.

7. Adjournment

A motion to adjourn was made by Alderman Virgil and seconded by Alderman Nudera. Motion carried by unanimous voice vote.

The meeting was adjourned at 9:10 p.m.

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