Village of Addison Finance & Policy Committee met April 1.
Here is the minutes provided by the committee:
The Finance & Policy Committee meeting of April 1, 2019 was called to order by Chairman Kluczny at 6:30 p.m. In attendance were: Trustees Nasti, Hundley, Lynch, McDermott and Theodore. Also in attendance were: Community Development Director Berley, Director of Finance Benson, Director of Human Resources Pinson, Director of Public Works Federighi, Director of Community Relations Weiss, Purchasing Agent Hendrey, DCOP Goss, Attorney Freeman and Mayor Veenstra.
1. Call to order, roll call
2. Consideration to approve the minutes of the March 18, 2019 Finance & Policy Committee meeting.
Trustee Lynch made a motion to approve the minutes of the March 18, 2019 Finance & Policy Committee meeting, seconded by Trustee Hundley.
Motion passed unanimously.
3. Audience input regarding agenda items before the committee.
None
4. Discussion of accounts payable
Chairman Kluczny stated earlier this evening the Finance & Policy Committee met and reviewed the following directives:
Directive 19-67 - $ 270,456.38
Directive 19-68 - $1,578,250.17
Directive 19-69 - $ 294,669.15
The Gross Payroll for the month of March was $3,503,552.30
There was a correction to Directive 19-61 which was approved on 3/18/19 for the amount of $757,366.83 and will now be reduced to the correct amount of $16,933.20.
Trustee Theodore made a motion to approve the accounts payable, seconded by Trustee Hundley.
Motion passed unanimously,
5. Consideration of an Ordinance reserving the Village of Addison's 2019 Volume Cap for private activity bond issues.
Trustee Lynch made a motion to consider the Ordinance, seconded by Trustee Hundley.
Director of Finance Benson stated each year the Village has until May I to notify the State if we are reserving our Volume Cap or returning it back to the State. Each year we usually keep it in case any businesses would like to use it. The Volume Cap allows businesses to take out bonds and use the Village's credit rating. It sometimes gets them a lower interest rate and has no liability on the Village. We have had no requests so far this year. It is based on population and $105.00 per capita.
The population used by the State for this purpose is $36,820.00 which generates $3,866,100.00 in available cap.
Motion passed unanimously.
6. Consideration of an Ordinance amending the Addison Budget Document and Appropriation
Ordinance for the 2018-2019 Fiscal Year.
Trustee Lynch made a motion to consider the Ordinance, seconded by Trustee Theodore.
Director of Finance Benson stated during the course of the Fiscal Year the Village sometimes has additional expenditures other than what was originally appropriated. We had a construction project for Roseanne Bridge and we needed additional engineering and the Appropriation Ordinance needs to be adjusted. The Ordinance also sets the legal spending limit for the Village. This year the Supplemental Appropriation is $4,271,252.27, it is broken out between the funds and the biggest changes is how we record Debt Service between and regular Debt Service Fund and Water Sewer Fund so we are reducing the Debt Service Fund but increasing the Water Sewer Debt Service Fund so that is why we need the Appropriation.
Motion passed unanimously.
7. Consideration to approve the proposal from Ray O'Herron Public Safety Equipment Supplier for Level III+ rifle plated vests and Level IIIA ballistic helmets for the Addison Police Officers in the not-to-exceed amount of $40,500.00; funding from account #160.9000-4299.
Trustee Theodore made a motion to approve the proposal, seconded by Trustee Hundley.
DCOP Goss stated they are seeking approval to execute this proposal in keeping with ensuring officer safety with all their necessary equipment. Ray O'Herron is the sole provider for the equipment and uniforms.
Motion passed unanimously,
8. Consideration of an Ordinance amending the Village of Addison Personnel Policy Manual in its entirety.
Trustee Lynch made a motion to consider the Ordinance, seconded by Trustee Hundley.
Director of Human Resources Pinson stated his office recently requested the Village's Labor Council give a good review of our Personnel Policy Manuel, last time it was reviewed was in 2016 and the purpose of the review was to provide updates on the State and Federal Employment Laws but to also streamline existing policies and eliminate unnecessary language that may be in the manual. The results of that are attached in your agendas.
Motion passed unanimously.
9. Consideration of payout request #8 to Civiltech Engineering in the amount of $15,139.01 for the Collins Avenue / Fullerton Avenue Resurfacing Improvement Project; funding from account #250.9925-4415.
Trustee Lynch made a motion to consider the payout, seconded by Trustee Hundley,
Director of Community Development Berley stated that Civiltech Engineering is our design engineer for the project that will take place this summer. We are at about 86% completion, as of current we are almost done. The project is moving rapidly. Our Engineering Staff has reviewed the payout request and found it in line with the contract.
Motion passed unanimously.
10. Consideration of a Resolution to approve a Local Agency Agreement for funding the Collins Avenue/ Fullerton Avenue Resurfacing Project from Swift Road to Addison Road; funding from account #9925-4415,
Trustee Lynch made a motion to consider the Resolution, seconded by Trustee Hundley.
Director of Community Development Berley stated the federal money for the project is processed through DOT. DOT will be the lead on this project; they will bid the contract out sometime later this month. The project would start sometime in June. There is not a major watermain project tagged onto this. Public Works Department is doing some watermain work ahead of this contract which is much smaller. It will be curb and gutter replacement where needed and resurfacing of the entire roadway from Collins to Addison Road, Out of the totaled anticipated $3.6 million project, we are getting $2.4 million in federal money to subside our local funds.
Motion passed unanimously.
11. Consideration of recommendation to accept the RFP for a Media Asset Management Solution from AVI Systems Inc. of Arlington Heights, L in the not-to-exceed amount of $27,471.00; funding from account #100.1050-4304 and #100.1050-4180.
This item was tabled.
12. Consideration of recommendation to accept Bid #19-2-1 for Parkway Restorations from TNT Landscape Construction Inc. of Elgin IL at a cost of $8.00 per square yard, not to exceed $29,500,00; funding from account #500.5010-4180, #500.5031-4180 and #100.2510-4180.
Trustee Lynch made a motion to consider the bid, seconded by Trustee Hundley,
Purchasing Agent Hendrey stated on February 25, three bids were opened. This is a new vendor for the Village and references have been checked with no issues.
Motion passed unanimously.
13. Consideration of an Ordinance authorizing the sale of surplus equipment owned by the Village.
Trustee Lynch made a motion to consider the Ordinance, seconded by Trustee Theodore.
Director of Public Works Federighi stated there were several vehicles that were released a few months ago and now this is the last one. This authorizes us to bring this to the on-line auction for the disposal of this vehicle.
Motion passed unanimously.
14. Consideration to approve the proposal from Automatic Systems Company of St. Paul, MN for SCADA installation and programming at the Myrick Avenue Pump Station in the not-to exceed amount of $21,382.00; funding from account #500.5031-4304.
Trustee Lynch made a motion to approve the proposal, seconded by Trustee Hundley,
Director of Public Works Federighi stated this is to continue some of the technological improvements made throughout Public Works at all of our pump stations and facilities. This proposal would be to install SCADA controls at the Myrick Pump Station. This station was recently rebuilt. This improvement would give us remote controls of the site to turn on and off as needed.
Motion passed unanimously,
15. Consideration to approve the proposal from Automatic Systems Company of St. Paul, MN for SCADA installation and programming at the AJ LaRocca Treatment Facility in the not-to exceed amount of $17,318.00; funding from account #500.5032-4304.
Trustee Theodore made a motion to consider the proposal, seconded by Trustee Lynch.
Director of Public Works Federighi stated this it to start work at the AJ LaRocca Treatment Facility. This is a couple year project to upgrade everything. This is the first step in setting up the hardware and getting the platform set up.
Chairman Kluczny asked if this is the last facility to put this system in. Director Federighi stated yes, however there is one more pump station which is the Diversey Pump Station, which is the main station,
Motion passed unanimously.
16. Consideration of a Resolution commending the April Employee of the Month.
Trustee Lynch made a motion to consider the Resolution, seconded by Trustee Hundley.
Motion passed unanimously.
17. Audience participation
None
18. Executive Session if needed
None
19. Other business, at the discretion of the Chairman
None
20. Adjournment
Trustee Theodore made a motion to adjourn the meeting at 6:50 p.m., seconded by Trustee Lynch.
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