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AGENDA FINANCE COMMITTEE Gary Pilafas, Chairperson Anna

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AGENDA FINANCE COMMITTEE Gary Pilafas, Chairperson Anna AGENDA FINANCE COMMITTEE Village of Hoffman Estates April 22, 2019 Immediately Following Public Health & Safety Members: Gary Pilafas, Chairperson Karen Mills, Trustee Anna Newell, Vice Chairperson Gary Stanton, Trustee Michael Gaeta, Trustee Karen Arnet, Trustee William McLeod, Mayor I. Roll Call II. Approval of Minutes - March 25, 2019 NEW BUSINESS 1. Request approval of an ordinance to amend the 2018 Budget as a result of the completed financial audit and to close out the fiscal year. 2. Request approval to re-appropriate funding for installation of a generator at the Sears Centre Arena. 3. Request approval of consolidated Sears Centre Arena agreements with: a) Spectra for Arena Management b) Front Row Marketing for sale of contractual rights. 4. Request approval of an application by React Presents, LLC for use of pyrotechnics and fireworks display at the outdoor Spring Awakening Music Festival on June 7- 9, 2019 subject to meeting the Village Code and National Fire Protection Association (NFPA) requirements. REPORTS {INFORMATION ONLY) 1. Finance Department Monthly Report. 2. Information System Department Monthly Report. 3. Sears Centre Monthly Report. III. President's Report IV. Other V. Items in Review VI. Adjournment Furll,er details and i11fomwtio11 can be found in the agenda packet attached hereto and incorporated herein and can also be viewed online at 111111111.!10ffmm1est11tes.org and/or br person in the Village Clerk's office. The Village of Hoffman Estates complies with the Americans with Disabilities Act (ADA). For accessibility assistance, call the ADA Coordinator at 847/882-9100. Village of Hoffman Estates DRAFT FINANCE COMMITTEE MEETING MINUTES March 25, 2019 I. Roll call Members in Attendance: Trustee Anna Newell, Vice Chairperson Trustee Michael Gaeta Trustee Mills Trustee Gary Stanton Trustee Karen Arnet Mayor William McLeod Absent: Trustee Gary Pilafas, Chairman Management Team Members in Attendance: Jim Norris, Village Manager Dan O'Malley, Deputy Village Manager Art Janura, Corporation Counsel Mark Koplin, Asst. Vig. Mgr.~Dev. Services Alan Wenderski, Director of Engineering Rich Englund, Deputy Fire Chief Ted Bos, Police Chief Greg Poulos, Assistant Police Chief Kathryn Cawley, Assistant Police Chief Rachel Musiala, Finance Director Douglas LaSota, Corp. Counsel Audra Marks, Asst. Director of HHS Fred Besenhoffer, Director of IS Joe Nebel, Director of Public Works Patti Cross, Asst. Corporation Counsel Ben Gibbs, GM Sears Arena Bev Romanoff, Village Clerk Matthew Galloway, Gen. Gov. Intern Bruce Anderson, CATV Coordinator Suzanne Ostrovsky, Asst. to Village Mgr. The Finance .Committee meeting was called to order at 7:24 p.m. II. Approval of Minutes - February, 25, 2019 March 4, 2019 (Special) Motion by Trustee Gaeta, seconded by Trustee Arnet, to approve the Finance Committee Meeting minutes of February 25, 2019. Voice vote taken. All ayes. Motion carried. Finance Committee -2- March 25, 2019 Motion by Trustee Gaeta, seconded by Trustee Arnet, to approve the Special Finance Committee Meeting minutes of March 4, 2019. Voice vote taken. All ayes. Motion carried. NEW BUSINESS 1. Request approval to issue a Request for Proposals for ticketing services at the Sears Centre Arena. An item summary sheet by Mark Koplin and Ben Gibbs was presented to Committee. :Mr. Koplin provided background on the request. Motion by Trustee Gaeta, seconded by Trustee Mills, to issue a Request for Proposals for ticketing services at the Sears Centre Arena. Voice vote taken. All ayes. Motion carried. 2. Request approval of an ordinance amending Article 4, Hotel Tax, of Chapter 13, Revenue Taxes and Charges, of the Hoffman Estates, Municipal Code. An item summary sheet by Rachel Musiala and Doug LaSota was presented to Committee. Motion by Mayor McLeod, seconded by Trustee Arnet, to amend Article 4, Hotel Tax, of Chapter 13, Revenue Taxes and Charges, of the Hoffman Estates, Municipal Code. Voice vote taken. All ayes. Motion carried. 3. Request approval of an ordinance creating Article 15, Transportation Network Company Tax, of Chapter 13, Revenue Taxes and Charges, of the Hoffman Estates Municipal Code. An item summary sheet by Rachel Musiala and Doug LaSota was presented to Committee. Trustee Stanton inquired about how the collection process works. Ms. Musiala provided comments. Motion by Trustee Gaeta, seconded by Mayor McLeod, to create Article 15, Transportation Network Company Tax, of Chapter 13, Revenue Taxes and Charges, of the Hoffman Estates Municipal Code. Voice vote taken. All ayes. Motion carried. 4. Request approval of an ordinance reserving the Village's volume cap. An item summary sheet by Arthur Janura was presented to Committee. Mr. Janura provided comments. Finance Committee -3- March 25, 2019 Motion by Trustee Gaeta, seconded by Trustee Arnet, to reserve the Village's volume cap. Voice vote taken. All ayes. Motion carried. 5. Request authorization to renew a one year contract with CaIIOne for local and long distance telephone service through the Suburban Purchasing Cooperative, SPC Telecommunications Services Vendor Contract #137A. An item summary sheet by Fred Besenhoffer was presented to Committee. Mr. Besenhoffer provided comments. Motion by Trustee Gaeta, seconded by Trustee Mills, to renew a one year contract with CallOne for local and long distance telephone service through the Suburban Purchasing Cooperative, SPC Telecommunications Services Vendor Contract #137A. Voice vote taken. All ayes. Motion carried. REPORTS (INFORMATION ONLY) 1. Finance Department Monthly Report The Finance Department Monthly Report was presented to Committee and received and filed. 2. Information Systems Department Monthly Report The Infonnation Systems Department Monthly Report was presented to Committee and received and filed. 3. Sears Centre Monthly Report The Sears Centre Monthly Report was presented to Committee and received and filed. II. President's Report III. Other IV. Items in Review V. Adjournment Finance Committee -4- March 25, 2019 Motion by Trustee Arnet, seconded by Trustee Mills, to adjourn the meeting at 7:35 p.m. Voice vote taken. All ayes. Motion carried. Minutes submitted by: Jennifer Djordjevic, Director of Operations & Date Outreach / Office of the Mayor and Board NB1 COMMITTEE AGENDA ITEM VILLAGE OF HOFFMAN ESTATES SUBJECT: Amendment to the 2018 Budget Ordinance MEETING DATE: April 22, 2019 COMMITTEE: Finance FROM: Rachel Musiala, Director of Finance PURPOSE: Request approval of an ordinance to amend the 2018 Budget as a result of the completed financial audit and to close out the fiscal year. BACKGROUND: It is probable that certain revenue and expenditure accounts will come in either under or over budget during the course of any fiscal year. What is important, however, is to ensure that expenditures do not exceed the budget at the department/fund level. Several factors can necessitate a budget adjustment. Certain actions taken by the Village Board to approve contracts or expenditures must be realigned with the budget ordinance that serves as the Village's legal spending authority. Also, new programs and purchases obligating budget resources also require an amendment to the budget ordinance. In addition to the above factors, during the course of the annual audit, it becomes necessary to adjust certain revenue and expenditure accounts for events unforeseen at the time the original budget ordinance was adopted. A final year-end budget adjustment is necessary to reflect these changes. It should be noted that in all cases where expenditure budgets were increased, adequate revenues or unallocated fund equity were available to absorb the adjustment. DISCUSSION: Throughout the year, Department Directors and the Finance Department monitored the 2018 operating budget and expenditure status reports. 'While for the most pai1, the department budgets are within the budgeted amounts, there are items that need adjustment. The final budget adjustment was held until after the annual audit was completed. All of the budget adjustments needed are detailed on the attached budget adjustment request forms. The ordinance is also attached for review. RECOMMENDATION: Request approval of an ordinance to amend the 2018 Budget as a result of the completed financial audit and to close out the fiscal year. ATTACHMENTS No. 1 VILLAGE OF HOFFMAN ESTATES REQUEST FORM FOR BUDGET ADJUSTMENTS FUND: General Fund FISCAL YEAR: 2018 DEPARTMENT: Fire PROGRAM: Increase in Expenditures: Current Annual Budget Account No. Account Title Amount Annual After Budget Adjustment 01303120-4106 Overtime $ 70,000 $ 424,600 $ 494,600 Decrease .m Exo en 1turesIF un dBa I ance or I ncrease m. Revenues: 01000011-3205 Buildine: Permits $ 70,000 $ 710,000 $ 780,000 Reasons for Adjustment Request: Increased overtime due to retirements. _....-;;, _ ~-::::;/ ~/ Approval Requested By: __r----- Date: Y/4/4 Approved by Department Hv Date: Finance Department Approval: ~id L~ Date: lf/tl,/1q 4/15/2019 No. 2 VILLAGE OF HOFFMAN ESTATES REQUEST FORM FOR BUDGET ADJUSTMENTS FUND: Asset Seizure Fund FISCAL YEAR: 2018 DEPARTMENT: PROGRAM: Increase 'm E A'DCD d'1 tures: Current Annual Budget Account No. Account Title Amount Annual After Budget Adjustment 08200827A80 l Transfer to General $ 154,000 $ - $ 154,000 Decrease in Exocndjtures/Fund Balance or Increase m Revenues: 08000014-3503 Federal Seizure Revenues $ 154,000 $ - $ 154,000 0l000018-3 908 Transfer from Asset Seizure $ 154,000 $ - $ 154,000 Fund Ol Fund Reserves $ 154,000 Reasons for Adjustment Request: We are not
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