Title
FY2022 Budget Amendment #2 - Approval
History
A detailed spreadsheet (by fund) reflecting budget adjustments is attached. This is the second budget amendment for FY2022.
Items/Contracts previously board approved
153rd / Ravinia Roundabout Engineering
At the January 4, 2022 COTW meeting, Village staff presented design and construction cost estimates for each of the three alternatives prepared by V3. The intersection is expected to experience an increase in traffic volume due to 2050 traffic projections and the eventual extension of Ravinia Avenue to La Grange Road (southeast of Costco). The 2050 traffic projections are prepared by the Chicago Metropolitan Agency for Planning (CMAP). Based on available data, experience at other locations, and consultant's/staff's engineering experience, a roundabout at this intersection would provide a long-term solution with improved traffic flow, reduced traffic delays, reduced congestion, reduced air pollution and improved pedestrian safety.
In June 2021, the Board approved V3's fee for Phase I preliminary engineering contract at $69,850 (based on using the existing intersection geometry). The initial Phase I fee for the roundabout estimated by V3 and discussed at the January 4, 2022 COTW meeting was $203,500. Village staff estimated the new contract total for the Phase I roundabout design at approximately $185,000. Staff was able to negotiate with V3 the Phase I fee for the roundabout at total contract value of $179,726.17, which includes the original $69,850. Therefore, this amendment would add an additional not-to-exceed amount of $109,876.17.
CPAC Slide Resurfacing
WhiteWater West Industries LTD submitted a proposal for CPAC Slide Resurfacing for $549,239.00 plus a contingency of $3,866.88, plus $15,741.44 for Performance and Payment Bonds, for a total not to exceed $568,847.32. The 2022 budget approved $175,000 for slide refinishing, $200,000 to be moved from Capital Project Fund to Recreation - Pool. The estimated increase to the 2022 Budget is $193,847.32. This change also requires modifications to interfund transfers to redirect funds.
Finance Department Staffing
Lauterbach & Amen, LLP submitted a proposal to provide a 40-hour per week, on-site employee to undertake the responsibilities of the Accounting Analyst position to help support our payroll, accounts payable, accounts receivable, accounting and financial reporting and other areas when needed that is critically necessary during the ERP implementation. The estimated increase for the balance of 2022 is $103,500.
Human Resources Outsourcing
In order to provide Human Resources staff augmentation, the Village has contracted with HR Philosophy ($163,200) and Paula Wagener ($96,000) to provide temporary HR services. This budget amendment will provide needed staffing support through the end of 2022.
IT Staff Augmentation Services
Due to staff departures, a contract with ClientFirst Consulting Group, LLC for implementation of the Village’s new Cisco Unified Communications telecommunications system was previously approved. The cost of $87,858 plus a $8,786 contingency for a total not to exceed $96,644 will be offset with the funds approved by the FY 2022 DoIt Budget for consulting services.
Mowing Budget
Public Works -Natural Resources and Facilities (NRF) was seeking mowing renewal proposals during the Budget approval process. Funds in six (6) accounts were initially budgeted as placeholders until final pricing was determined. The following chart shows the addition and subtraction of each line item requested in this amendment to align with the final total pricing of $634,841.55.
Water & Sewer Fund, 031-6007-443510
Budgeted: $161,756
Adjusted: $174,783
Budget Amendment: $13,027
Recreation & Parks Fund, 283-4003-443510
Budgeted: $284,113
Adjusted: $315,844.20
Budget Amendment: $31,711.20
Civic Center Fund, 026-0000-443510
Budgeted: $9,466
Adjusted: $13,222.65
Budget Amendment: $3,756.65
General Fund, NRF, 010-1700-443510
Budgeted: $600,000
Adjusted: $58,822.05
Budget Amendment: ($541,177.95)
General Fund, Streets (ROWs), 010-5002-443510
Budgeted: $0
Adjusted: $71,434.65
Budget Amendment: $71,434.65
MST TIF Fund, 282-0000-443510
Budgeted: $800
Adjusted: $735
Budget Amendment: ($65)
Village Total
Budgeted: $1,056,155
Adjusted: $634,841.55
Budget Amendment: ($421,313.45)
Other Budget Changes
Codification Services
A budget amendment is needed to add codification services provided by American Legal Publishing, the Village’s legacy codification service. The Village will continue to use American Legal Publishing until the recodification project has been completed.
IT Part Time Office Support
The IT Department has been without their part time office support staff for several months. This budget amendment will add a second part time office support staff position.
Police Department - Boards and Commissions
The Police department is anticipating the high probability of a patrol officer eligibility testing (a year earlier than projected). The estimated increase for 2022 is $54,750.
Police Department staffing grade changes
The Police Department is recommending changing salary ranges for Community Service Officers and Detention Aides in order to improve employee attraction and retention, and to provide a pipeline of potential future police officers.
Silver Lake West
Higher than budgeted costs for Silver Lake West and El Cameno Rael Subdivision water and stormwater work. The storm work is more extensive than was initially planned. The initial budget estimates were preliminary; the designs were just finished in January. The budget was reduced for the Meter Evaluation Consultant based on lower fees in the recommended firm’s proposal, and the delay in pump 3, which will be delivered in 2023.
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night.
Financial Impact
The attached spreadsheet identifies the budget impact.
Recommended Action/Motion
I move to approve an increase in the General Fund expenditure budget in the amount of $183,523, a decrease in the Capital Projects Fund revenue budget in the amount of $200,000, a decrease in the Capital Projects Fund expenditure budget in the amount of $90,123, a decrease in the MST TIF Fund expenditure budget in the amount of $65, an increase in the Recreation & Parks Fund revenue budget in the amount of $200,000, an increase in the Recreation & Parks Fund expenditure budget in the amount of $425,559, an increase in the Civic Center Fund expenditure budget in the amount of $3,757,and an increase in the Water & Sewer Fund expense budget in the amount of $6,655 as detailed on the FY2022 Amendment #2.