Title
FY2024 Budget Amendment #1 - 2023 Rollovers
History
A detailed spreadsheet (by fund) reflecting budget adjustments is attached.
Project Rollovers
Several projects were anticipated to be completed during 2023 but were delayed for a variety of reasons. There is no overall increase in Village spending, as this spending was projected to have occurred in 2023. All items listed have been reviewed to ensure the funds have not been spent in 2023.
Accounting update - MST TIF Fund
As with other funds, we have now established cost centers in the MST TIF fund in order to better control contracts, requisition, purchase orders and invoice processing. This amendment allocates budgeted expenditures between the new cost center (org codes) but does not increase overall budgeted expenditures.
Tyler Enterprise Permits & Licenses (EPL)
The EPL implementation was put on hold for some time due to a much-needed focus on changes to the permitting and licensing ordinances to increase efficiency. Now that the new ordinance updates are nearing completion, the Village would like to re-start in June 2024 with the implementation of our new EPL module within our Tyler Technologies software.
Communications & Marketing Staffing Changes
With recent staffing changes in the Communications & Marketing Department, the budget is being amended to reflect the updated structure. This includes changing the Director of Communications & Marketing (Grade 11) to a Communications & Marketing Manager (Grade 8).
Centennial Park West concerts
Recreation and Parks is requesting a $37,000 increase in support of the Centennial Park West Concerts. The concerts were budgeted for $350,000 for National Bands. The original intent was for this was to fund all band peripheral expenses including hotel, transportation, security, hospitality, and day of show production services. The level of artists contracted utilized the full $350,000 solely for their performance, leaving us short on covering these expenses. This also includes $7,000 for expenses related to the grand opening.
Additionally, the artists contracted require, by rider, a specialized stage barrier that was not anticipated.
Schussler Park Renovation
The Schussler Park project team is requesting to increase the project contingency by
$500,000. Staff expect the installation cost to be higher and will request additional funding in a subsequent budget amendment when firmer costs are available. The previously Board approved contingency is $1,071,100. If the request is approved, the total project contingency will become $1,571,100. The following are the reasons for this request.
The restroom building was planned to be built with Phase II improvements at Schussler Park. However, to provide a better and complete use of the facility throughout the year, the staff is proposing to add a restroom building in Phase I. The estimated costs of purchasing and constructing the restroom building is in excess of $650,000. There are several other items added to the project and therefore, additional contingency funds are needed to build the restroom building. Additionally, constructing the restroom building now will save the village several thousand dollars in contractor mobilization, cost escalations and will provide onsite convenience to all users.
Pump Station Internal Bypass
We are requesting to add $89,565.47 to the T-Connection project at the Main Pump Station. The following are the reasons for this request:
Due to the delays in amending the Regional Water Supply (RWS) agreement to accommodate the T-Connection and additional requirements imposed by the Village of Oak Lawn, the bid for the project came in higher than estimated. The difference between bid amount and our 2024 budgeted amount is $84,565.47. We are requesting a budget amendment of $89,565.47 which includes a contingency of $5,000 to address unknown project conditions.
Staffing Change
Move Maintenance Worker from Public Works - Streets to Recreation- Athletics moves a former Recreation & Parks Athletics employee, who is also a specialist in irrigation systems, back to the Recreation - Athletics division. This move provides a greater level of service to athletic field users and special events and provide hands on coordination of irrigation system repairs.
Orland Park Chamber of Commerce Summerfest
The Village of Orland Park and the Orland Park Chamber of Commerce have entered into a sponsorship agreement for the 2024 Summerfest Event. As a part of the agreement, the Village agrees to be a sponsor the Event and agrees to initially pay for and/or provide:
• (1) Certain Police Department Services (as set forth in the approved Safety Plan).
• (2) Fencing for the Event.
• (3) Marketing for the Event.
• (4) Metal detectors for the Event (collectively the "Village's contribution") for the sponsorship of the Event.
The parties agree that the value of the Village's contribution is $50,000. OPACC will reimburse the Village up to $25,000. The intent is for the Village and OPACC to share (50%/50%) the profits until the Village's $25,000 is recouped and then OPACC will receive 100% of the profits.
If the event receives less than $25,000, the Village and OPACC will split the profit 50% (Village) 50% (OPACC). Without the sponsorship agreement the event could not take place.
Financial Impact
The attached spreadsheet identifies the budget impact.
Recommended Action/Motion
I move to approve the expenditure increases in the General Fund, Capital Improvement Fund, Recreation & Parks Fund, Water & Sewer Fund, and the MST TIF Fund in a total amount of $12,845,804.46, and expenditure decreases in the General Fund and the MST TIF Fund in the amount of $4,837,607.00 as detailed on the FY2024 Budget Amendment #1.