AGENDA FINANCE COMMITTEE Village of Hoffman Estates April 25, 2011 Immediately following Public Works and Utilities Members: Karen Mills, Chairperson Jacquelyn Green, Vice Chairperson Anna Newell, Trustee Ray Kincaid, Trustee Gary Pilafas, Trustee Gary Stanton, Trustee William McLeod, Mayor I. Roll Call II. Approval of Minutes - March 28,2011 NEW BUSINESS 1. Review the Capital Improvements Program Quarterly status update for the 1st quarter of 2011. 2. Request authorization to enter into a contract with AmAudit to perform an audit of the Village's telephone, electric and natural gas utility bills. 3. Request authorization for the Sears Centre Arena to upgrade the Headliners concession stand with a new theme in an amount not to exceed $19,000. 4. Request acceptance ofthe Finance Department Monthly Report. (February and March). 5. Request acceptance ofInformation Systems Department Monthly Report. 6. Request acceptance ofSears Centre Monthly Report. III. President's Report IV. Other V. Items in Review VI. Adjournment The Village ofHoffman Estates complies with the Americans with Disabilities Act. For handicapped assistance, call the ADA Coordinator at 847-882-9100. Village of Hoffman Estates DRAFT FINANCE COMMITTEE MEETING MINUTES March 28, 2011 I. Roll Call Members in Attendance: Karen Mills, Chairperson Jacquelyn Green, Vice Chairperson Trustee Anna Newell Other Corporate Authorities Gary Pilafas (via telephonic attendance) in Attendance: Trustee Gary Stanton Village President William McLeod Management Team Members Jim Norris, Village Manager in Attendance: Art Janura, Corporation Counsel Mark Koplin, Asst. Vlg. Mgr., Dev. Services Robert Gorvett, Fire Chief Mike Hish, Police Chief Monica Saavedra, Asst. Director of H&HS Joe Nebel, Acting Director of Public Works Michael DuCharme, Finance Director Bruce Anderson, Cable TV Coordinator Ben Gibbs, GM - Sears Centre Arena Bev Romanoff, Village Clerk Doug Schultz, Community Relations Coord. Sarah Kuechler, Administrative Intern Others in Attendance Reporter from the Daily Herald & Tribune The Finance Committee meeting was called to order at 7:31 p.m. Chairperson Mills reported that Trustee Gary Pilafas is attending this meeting via telephonic attendance. All motions shall be by roll call vote. II. Approval of Minutes Motion by Mayor McLeod, seconded by Trustee Stanton, to approve the Finance Committee meeting minutes ofFebruary 28,2011. Roll call vote taken. All ayes. Motion carried. NEW BUSINESS 1. Request approval of the addition of the Sears Centre to the scope of the annual financial audit by Crowe, Horwath, LLP, the Village's auditors at an amount not to exceed $25,000. An item summary sheet from Michael DuCharme was presented to the Committee. Motion by Mayor McLeod, seconded by Trustee Green, to approve addition ofthe Sears Centre to the scope of the annual financial audit by Crowe, Horwath, LLP, the Village's auditors at an amount not to exceed $25,000. Roll call vote taken. All ayes. Motion carried. Finance Committee -2- March 28,2011 2. Request approval of an ordinance reserving the Village's private activity bond (IRB) volume cap. An item summary sheet from Art Janura was presented to the Committee. Motion by Mayor McLeod, seconded by Trustee Newell, to approve an ordinance reserving the Village's private activity bond (IRB) volume cap. Roll call vote taken. All ayes. Motion carried. 3. Request authorization to waive all inspection fees and selected license fees for the 2011 Fourth of July festival. An item summary sheet from Dan Callender was presented to the Committee. Motion by Trustee Stanton, seconded by Trustee Green, to waive all inspection fees and selected license fees for the 2011 Fourth ofJuly festival. Roll call vote taken. All ayes. Motion carried. 4. Request authorization to award contract for the 2011 Holiday Tree Lighting Event fireworks display to Melrose Pyrotechnics, Kingsbury, IN, in an amount not to exceed $3,800. An item summary sheet from Bev Romanoff and Ken Gomoll was presented to the Committee. There was a question regarding the contract and if it could be cancelled at any time. Corporation Counsel will check and will report to the Village Board at its meeting next week. 5. Request acceptance of Information Systems Department Monthly Report. The Information Systems Department Monthly Report was presented to Committee, Motion by Trustee Stanton, seconded by Trustee Newell, to accept the Information Systems Department Monthly Report. Roll call vote taken. All ayes. Motion carried. 6. Request acceptance of Sears Centre Arena Monthly Report. The Sears Centre Arena Monthly Report was presented to Committee. Motion by Mayor McLeod, seconded by Trustee Newell to accept the Sears Centre Arena Monthly Report. Roll call vote taken. All ayes. Motion carried. III. President's Report Mayor McLeod reported that on Tuesday, March 22, Don Gradowski was Mayor for a Day; March 23, the Mayor was interviewed with Comcast Newsmakers and attended the Commission for Senior Citizens bunco and ice cream social, as well as the NWMC Executive Committee meeting; on March 24, he attended the NWMC Transportation Committee; on March 25, Mayor McLeod and Trustee Stanton attended an Indo/Pakistani meeting; on March 26, Mayor McLeod Finance Committee -3- March 28, 2011 attended Jerry Newell's 70th birthday; and on March 27, he attended Ian Thompson's Eagle Court of Honor event. On Monday, March 28, Trustee Mills, Jim Norris and Mayor McLeod attended the Chamber of Commerce meeting. IV. Other V. Items in Review VI. Adjournment Motion by Trustee Green, seconded by Trustee Newell, to adjourn the meeting at 7:41 p.m. Roll call vote taken. All ayes. Motion carried. Minutes submitted by: Debbie Schoop, Executive Assistant Date NBI COMMITTEE AGENDA ITEM VILLAGE OF HOFFMAN ESTATES SUBJECT: 2011 Capital Improvements Program Quarterly Status Update _1st Quarter MEETING DATE: April 25, 2011 COMMITTEE: Finance FROM: Michael DuCharme, Director ofFinance PURPOSE: To provide the Village Board and members of the Management Team a quarterly report that tracks the status ofall projects approved in the Capital Improvements Program for calendar year 2011. BACKGROUND: These Quarterly Updates are intended to provide information to the Finance Committee on each Capital Improvement Item showing actual costs by quarter. DISCUSSION: The completed sheets for the first quarter of 2011 are attached for your review. All approved 2011 Capital Improvements Projects have been summarized by department RECOMMENDATION: Informational. ATTACHMENT Village of Hoffman Estates, Illinois 2011 Capital Improvements Program Quarterly Status Update Summary by Department '}f ". ,..:~tl~4:,n~:~~:·~~;\~ .FourttiQtr)'·i.. ,o, 389,320 13,607 76,237 34,134 513~$ TOTAL COSTS - 1$ - 1$ - h 4/20/2011 Page 1 Village of Hoffman Estates, Illinois 2011 Capital Improvements Program Quarterly Status Update Department: Police Patrol Vehicles, EDA Administrative Vehicles In-Car Digital Video Cameras Traffic Section Vehicle TOTAL COSTS $ $ $ $ 4/20/2011 Page 2 Village of Hoffman Estates, Illinois 2011 Capital Improvements Program Quarterly Status Update Department: Fire /(':c:"f~1~ rl;eroJe' Protective Clothing Apparatus Refurbishment Program '!._i). Engine 22 General & EDA Funds Out for bid Truck 22 General & EDA Funds Gathering quotes Cardiac Monitors Grant &EDA Funds 389,320 Purchase made - Finalizing payout Reserve Ambulance 23 (RA23) Capital Replacement Gathering information TOTAL COSTS 389,320 I $ $ $ $ 4/20/2011 Page 3 Village of Hoffman Estates, Illinois 2011 Capital Improvements Program Quarterly Status Update Department: Public Works - Facilities TOTAL COSTS $ $ $ $ 4/20/2011 Page 4 --- ------ ------- Village of Hoffman Estates, Illinois 2011 Capital Improvements Program Quarterly Status Update Department: Public Works - Streets TOTAL COSTS $ $ $ $ 4/20/2011 Page 5 Village of Hoffman Estates, Illinois 2011 Capital Improvements Program Quarterly Status Update Department: Public Works - Water & Sewer Construction target for September Construction target for September PO #10626 out for $103,500 including Purchased as needed Pending transfer Je>_OIM budget PO #10698 out for $19,200 Purchase in 2nd & 3rd Qtr ii1±fi~" ~:~~:~ y ~~:,~~,~l~: 1lF4'J';ji; 1;~i ';;, ~l0It(::~:! ,~;;;:::;n; :lIW:'! Water & Sewer Fund Improvement Water & Sewer Fund EDA Bond Proceeds Water & Sewer Fund Water & Sewer Fund Water & Sewer Fund Water & Sewer Fund TOTAL COSTS 13,607 I $ $ $ $ 4/20/2011 Page 6 Village of Hoffman Estates, Illinois 2011 Capital Improvements Program Quarterly Status Update Department: Development Services - Administration & EDA CDBG Grant CDBG Grant EDA Bonds, Grant, Taxing Districts ~,~~. ';{>·Cl t>;-"o EDA Bond Proceeds EDA Bond Proceeds EDA Bond Proceeds EDA Bond Proceeds TOTAL COSTS 4,125 I $ $ $ $ 4/20/2011 Page 7 Village of Hoffman Estates, Illinois 2011 Capital Improvements Program Quarterly Status Update Department: Development Services - Engineering & Transportation 19,423 17,760 7,541 'iTif,~'_TCU 4,389 RTA Flexible Route Stud General Drainaqe Improvements Hoffman Blvd Bridqe Maintenance TOTAL COSTS 72,112 I $ $ $ 4/20/2011 Page 8 Village of Hoffman Estates, Illinois 2011 Capital Improvements Program Quarterly Status Update Department: Information Systems Fund Svstem Software In Implementation SunGard PS Software Conversion In Implementation Personal Computer Replacements: PC Replacements IS User Charges Planned for Qtrs 2 & 3 Police Laptops IS User Charges 20,634 Completed Network File Server Replacements IS User Charges