AGENDA FINANCE COMMITTEE Village ofHoffman Estates January 23, 2012 Immediately following Public Works and Utilities Members: Gary Pilafas, Chairperson Anna Newell, Vice Chairperson Jacqueline Green, Trustee Karen Mills, Trustee Ray Kincaid, Trustee Gary Stanton, Trustee William McLeod, Mayor I. Roll Call II. Approval ofMinutes - December 12,2011 NEW BUSINESS 1. Request approval of a Business Solicitation Plan from the Fourth July Commission for the 2012 Fourth ofJuly Festival. 2. Request authorization by the Fourth of July Commission to waive all inspection fees and select license fees for the 2012 Fourth ofJuly Festival. 3. Request authorization by the Fourth of July Commission to award a contract for stage, sound, lights and backline equipment for the 2012 Fourth ofJuly Festival to SCS Productions, Inc., in an amount not to exceed $23,996.00. 4. Request authorization to waive formal bidding and award contract for an ongoing replacement program for the purchase of 10 ruggedized laptop computers and accessories to CDS Office Technologies, Inc. per Illinois State Master Contract CMS8291640/CMS829164A for use in Police Department vehicles in an amount not to exceed $39,559.00. 5. Request authorization to amend the five year water and sewer rate schedule to include the City ofChicago water rate increases in 2012-2014. 6. Request acceptance of Finance Department Monthly Reports for November and December 2011. 7. Request acceptance of Information Systems Department Monthly Reports for November and December 2011. The Village ofHoffman Estates complies with the Americans with Disabilities Act. For handicapped assistance, call the ADA Coordinator at 847-882-9100. Page Two 8. Request acceptance of Sears Centre Monthly Reports for November and December 2011. II. President's Report III. Other IV. Items in Review VI. Adjournment Village of Hoffman Estates DRAFT FINANCE COMMITTEE MEETING MINUTES December 12, 2011 I. Roll Call Members in Attendance: Gary Pilafas, Chairperson Anna Newell, Vice Chairperson Trustee Karen Mills Other Corporate Authorities Trustee Ray Kincaid in Attendance: Trustee Jacquelyn Green Trustee Gary Stanton Village President William McLeod Via Electronic Attendance: Village President William McLeod Management Team Members Dan O'Malley, Deputy Village Manager in Attendance: Art Janura, Corporation Counsel Peter Gugliotta, Director of Planning Don Plass, Director of Code Enforcement Patrick Seger, Dir, of Human Resource Mgmt. Bob Gorvett, Fire Chief Michael Hish, Police Chief Algean Garner, Director of H&HS Joe Nebel, Director of Public Works Michael DuCharme, Finance Director Mike Hankey, Director of Transportation Gary Salavitch, Director of Engineering Nichole Collins, Emergency Mgt. Coord. Sarah Kuechler, Admin. Intern Doug Schultz, Community Relations Coord. Ken Koop, Risk Manager Gary Skoog, Director of Econ. Dev. Bruce Anderson, Cable TV Coordinator Bev Romanoff, Village Clerk Others in Attendance: Daily Herald The Finance Committee meeting was called to order at 7:39 p.m. II. Approval ofMinutes Motion by Trustee Mills, seconded by Trustee Green, to approve the Finance Committee meeting minutes ofDecember 5, 2011. Roll call vote: Aye: Pilafas, Newell, Mills, Kincaid, Green, Stanton Mayor McLeod voted Aye. Motion carried. Finance Committee -2- December 12, 2011 NEW BUSINESS 1. Request authorization for renewal of the Village's 2012 excess workers' compensation and property and casualty insurance coverage. An item summary sheet from Ken Koop was presented to the Committee. Ken Koop indicated to Committee that the premiums amount to a 22% decrease in the 2012 budget. Motion by Trustee Green, seconded by Trustee Newell, to authorize renewal of the Village's 2012 excess workers' compensation and property and casualty insurance coverage. Roll call vote: Aye: Pilafas, Newell, Mills, Kincaid, Green, Stanton Mayor McLeod voted Aye. Motion carried. III. President's Report IV. Other V. Items in Review VI. Adjournment Motion by Trustee Mills, seconded by Trustee Stanton, to adjourn the meeting at 7:43 p.m. Roll call vote: Aye: Pilafas, Newell, Mills, Kincaid, Green, Stanton Mayor McLeod voted Aye. Motion carried. Minutes submitted by: Debbie Schoop, Executive Assistant Date NBI COMMITTEE AGENDA ITEM VILLAGE OF HOFFMAN ESTATES SUBJECT: 4th of July Business Solicitation Plan MEETING DATE: January 23, 2012 COMMITTEE: Finance FROM: Dan Callender, Chairman, 4th of July Commission PURPOSE: To request approval of the 4th of July Commission's business solicitation plan for 2012. BACKGROUND: The Village's 4th of July event receives funding from several different sources: The Village's General Fund, food vendor fees, beverage sales, carnival revenue sharing, craft fair fees and donations. DISCUSSION: Historically, the Commission has employed a variety of solicitation methods to request funding from outside sources. These methods are as follows: 1. A general appeals letter - outlines varying degrees of recognition/advertising based on donation range (see attached). 2. Activity sponsorship - the business name associated with an activity; for example, Schaumburg Township Library and children's pony rides, or a generous. benefactor for the fireworks display or beer tent. 3. In-kind service - donated services and products such as hotel rooms and meals for national entertainers (contract rider requirement). This is not revenue; however, it does minimize overall expenses for entertainment. FINANCIAL IMPACT: The Commission received $9,800 in donations for FY 2011 which is 14.5% of the budgeted revenues. The Commission received $11,900 in FY 2010, $5,745 in FY 2009, $3,292 in FY 2008, $6,838 in FY 2007, $5,550 in FY 2006, $7,025 in FY 2005, $8,065 in FY 2004, and $5,501 in FY 2003. Over the past 9 years, the annual average donations have equaled approximately $7,079, not including the significant amount of in-kind services. RECOMMENDATION: Request approval of the business solicitation plan per the attachment and authorization to continue the solicitation of businesses as follows: A. General appeals letter (cash donations) B. Activity sponsorship C. In-kind services Date «Title» «FirstName» «LastName» «JobTitle» «Company» «Address1» «City», «State» «PostatCode» Dear «Title» «LastName»: Plans are already underway for our 2012 4th of July Celebration. The Hoffman Estates Celebration has grown over the past 29 years has been a major event in the Chicagoland area, with many attendees. This year's festival celebration will be five days long and is scheduled to start on Wednesday, July 4 through Sunday, July 8, 2012. This year's festival will be relocated to the Sears Centre Arena at I 90 and Route 59. The new venue opens a great opportunity that the Village is very excited about. As the economy continues to move toward recovery, many communities are still faced with the difficult decision of funding community events. The Hoffman Estates 4th of July Commission is working very hard to keep the annual 4th of July Festival active in the Village of Hoffman Estates. With this year's new venue at the Sears Centre Arena, the Village is hoping to create a new experience while still offering the quality 4th of July Celebration as in years past. This year's event will include quality entertainment, arts and crafts fair, food court tent, family activities, carnival, fireworks and our patriotic parade. We understand that times are still difficult in this unsteady economy not only for the Village, but also for local business as well. However, we still need the support from our local business community to help defray the costs of the 2012 4th of July event. In addition to helping fund a wonderful family festival for area residents, contributions will also bring your business additional advertising and recognition benefits. Attached is a listing of donation amounts and related benefits. We thank you in advance for your consideration and support to ensure the success ofour 2012 4th ofJuly Celebration. Sincerely, Sincerely, William D. McLeod Dan Callender, Chairman Village President 4th of July Commission HOFFMAN ESTATES 2012 4TH OF JULY CELEBRATION DONATION LEVEL EXPLANATION All donors will be recognized on our DONOR APPRECIATIONBOARD at the festival site. • DONATION OF $5,000 - $20,000 Complimentary information booth on festival grounds Mention of your company on HETV (Cable TV's Access Channel 6 during the time festivities are aired) Recognition plaque engraved with Company name Company banner placed on entertainment stage Company logo on the 4th of July Program (circulation over 45,000) Recognition in Village newsletter Certificate of Appreciation • DONATION OF $1,000 - $5,000 Company logo on 4th of July Program (circulation over 45,000) Company banner placed on entertainment stage Recognition in Village newsletter Certificate of Appreciation • DONATION OF $500 - $1,000 Recognition in Village newsletter Certificate of Appreciation • DONATION OF $100 - $500 Certificate of Appreciation Donations must be received by April 27,2012, to insure time to properly recognize your business. Please make all checks payable to the Village of Hoffman Estates and include your name and logo as you wish to have it displayed in our festival advertising. If there is a particular event you wish to sponsor, please specify. Call 847/781-2606 for additional information. Please complete and return this form with your check payable to: Village ofHoffman Estates 1900 Hassell Road Hoffman Estates, IL 60169 Attn: 4th ofJuly Commission NAME OF BUSINESS _ CONTACT PERSON _ TELEPHONE _