1. Call to Order; Roll Call 2. Pledge of Allegiance 3. Audience Participation 4. Presentation of Committee of the Whole Meeting Minutes of November 7, 2017 Documents: 20171107 COW MTG MINUTES.PDF 5. Presentation of Committee of the Whole Meeting Minutes of November 21, 2017 Documents: 20171121 COW MTG MINUTES - DRAFT 11-29-17.PDF 6. 7. 8. President's Comments Community Development Committee Trustee Latoria, Chairperson Administration Committee Trustee Santorsola, Chairperson a. Discussion and possible action concerning the Renewal of the IPRF Worker s Comp Insurance Documents: WORKERS COMP RENEWAL MEMO.PDF
9. 10. Environmental Committee Trustee Leahy, Chairperson Finance Committee Trustee Hower, Chairperson a. Discussion and possible action concerning a Financial Services Contract Documents: 171205_FINANCIALSERVICESUPDATE.PDF ITASCA.PDF 11. 12. 13. 14. 15. Public Safety Committee Trustee Madaras, Chairperson Public Works/Infrastructure Committee Trustee Aiani, Chairperson Department Head Reports Village Administrator Closed Session 16. Adjournment
VILLAGE OF ITASCA COMMITTEE OF THE WHOLE MEETING MINUTES October 17, 2017 Immediately Following Village Board Meeting Call to Order: Roll Call: Mayor Jeff Pruyn called the meeting to order at 7:27 p.m. Present: Mayor Jeff Pruyn; Trustees Marty Hower, Ellen Leahy, Jeff Aiani, Frank Madaras, Mike Latoria, Lucy Santorsola; Village Clerk Jody Conidi. Also present: Community Development Director Nancy Hill; Public Works Director Ross Hitchcock; Village Administrator Carie Anne Ergo; Director of Safety Robert O Connor; Village Attorney Yordana Wysocki; Village Engineering Consultants Mark Wesolowski. Absent: Trustee None. Pledge of Allegiance: Audience Participation: President s Comments: (CBS Tower) (Historical Commission and Plan Commission Appointment Recommendations) Recited at the preceding Village Board Meeting. No audience participation. Mayor Pruyn reported Crain s reported CBS is moving their tower out of Itasca which will open a large parcel of land that has already been annexed into the Village. Mayor Pruyn represented for discussion and possible action concerning a Recommendation for Appointment to the Itasca Historical Commission and Plan Commission. Historical Commissioners serve three-year terms and Plan Commissioners serve four-year terms. Community Development Director Nancy Hill recommended the appointment of Karen Machynia for the term of May 1, 2016 April 30, 2019 to fill Joe Gatto s vacancy and the appointment of Frank Carello for the term of May 1, 2016 April 30, 2020 to fill Nina Lill s vacancy. Carello is appointed to the Historical Commission and his appointment to the Plan Commission would create a new vacancy on the Historical Commission. Hearing no objections, Trustee Leahy made a motion to recommend the appointment of Karen Machynia to the Historical Commission and Frank Carello to the Plan Commission; Trustee Santorsola seconded the motion. Motion carried by a unanimous voice vote. Mayor Pruyn represented for discussion and possible action concerning a Recommendation for Appointments to the Itasca Plan Commission and Itasca Historical Commission. Plan Commissioners serve four-year terms; Historical Commissioners serve three-year terms. Director Hill recommended October 17, 2017 Committee of the Whole Meeting Minutes Page 1
(Liquor License Daisy s Cafe 1240 West Irving Park Road) Community Development Committee: Trustee Latoria, Chairperson (Special Use Permit Daisy s Cafe 1240 West Irving Park Road) (Liquor License Daisy s Cafe 1240 West Irving Park Road) Mayor Pruyn moved to postpone discussion and possible action concerning Increasing the Number of Class E Liquor Licenses from One to Two for Daisy s Cafe at 1240 West Irving Park Road to Community Development Committee; and Trustee Latoria seconded the motion. Motion carried by a unanimous voice vote. Trustee Latoria presented discussion and possible action concerning Granting Approval for a Special Use Permit for 1240 West Irving Park Road (Daisy s Cafe). The special use permit is for a gaming lounge operated in partnership with Tim Yormark, Todd Yormark and Gold Rush Gaming and located in the B-2 Community Business District. The Plan Commission conducted a public hearing on this matter on September 27, 2017 and recommended approval. Tim Yormark, Todd Yormark and Chris Goluba, representing Gold Rush Gaming, reported to the Board the cafe will be open 9:00 a.m. to 12:00 p.m. with a cafe in the front and gaming in the back. The space is 1,500 feet with capacity of 24. There will be 4-5 tables with expected seating of 10-12 and 5-6 in the gaming area. Hearing no objections, Trustee Latoria made a motion to approval special use permit for 1240 West Irving Park Road (Daisy s Cafe) as recommended by the Plan Commission; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. Mayor Pruyn presented discussion and possible action concerning Increasing the Number of Class E Liquor Licenses from One to Two for Daisy s Cafe at 1240 West Irving Park Road. The Village currently allows one Class E liquor license. Hearing no objections, Trustee Leahy made a motion to recommend increasing the number of Class E liquor licenses from one to two; Trustee Aiani seconded the motion. Motion carried by a unanimous voice vote. (Variances RMD & Associates and Lauren Brunton 402 North Linden Street) October 17, 2017 Committee of the Whole Meeting Minutes Page 2 Trustee Latoria presented discussion and possible action concerning Granting Variances for 402 North Linden Street (RMD & Associates and Lauren Brunton). The rear year, side yard and lot coverage variances are to accommodate a residential addition and garage renovation. The Plan Commission conducted a public hearing on this matter on September 27, 2017 and recommended approval. The Historical Commission will be reviewing the plans at the October 19, 2017 meeting with recommendations being received by the next Village Board meeting. Director Hill stated staff recommendation is based on the Plan Commission recommendation and will be providing that recommendation to the Historical Commission. Hearing no objections, Trustee Latoria made a motion to approve the rear yard, side yard and lot coverage variances as recommended by the Plan Commission; Trustee Hower seconded the motion. Motion carried by a unanimous voice
vote. (Professional Services Agreement Village of Itasca and SAFEbuilt Illinois, LLC) (O Hare Noise Compatibility Commission Technical Committee) Administration Committee: Trustee Santorsola, Chairperson Environment Committee: Trustee Leahy, Chairperson Finance Committee: Trustee Hower, Chairperson (IEPA Revolving Loan Debt Issuance) Public Safety Committee: Trustee Madaras, Chairperson Public Works/Infrastructure Committee: Trustee Aiani, Chairperson (2018 MFT Pavement Maintenance Program) Trustee Latoria presented discussion and possible action concerning Authorizing Approval of a Professional Services Agreement Between the Village of Itasca and SAFEbuilt Illinois, LLC. The agreement is for professional assistance for building inspection and plan review services through the end of Fiscal Year 2018 as recommended by Director Hill. Hearing no objections, Trustee Latoria made a motion to approve the professional services agreement between the Village of Itasca and SAFEbuilt Illinois, LLC; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. Trustee Latoria reported attending the O Hare Noise Compatibility Commission Technical Committee Meeting on October 17, 2017. There is a fly quiet volunteer program running from 10:00 p.m. to 7:00 a.m. Itasca monitored noise levels average 64.6 DBL; sound proofing comes in at 65.0 DBL. An increase from 65 DBL to 75 DBL would only result if the number of flights doubled. Trustee Santorsola had no report. Trustee Leahy had no report. Trustee Hower presented discussion concerning an update of the Illinois Environmental Protection Agency (IEPA) Revolving Loan Debt Issuance. The IEPA has all the information they require and are working on it. Village Administrator Carie Anne Ergo reported the project plan approval came in and should have the bond ordinance on November 7, 2017. Trustee Madaras had no report. Trustee Aiani presented discussion and possible action concerning Design and Construction Engineering Services for 2018 MFT Pavement Maintenance Program. Public Works Director Ross Hitchcock recommends approving Robinson Engineering s proposal for Design and Construction Engineering with a not-to-exceed amount of $50,000.00. Hearing no objections, Trustee Aiani made a motion to recommend approve the Design and Construction Engineering Services for the 2018 MFT Pavement Maintenance Program; Trustee Hower seconded the motion. Motion carried by a unanimous voice vote. Department Heads: October 17, 2017 Committee of the Whole Meeting Minutes Page 3 Village Administrator Carie Anne Ergo had no report.
(Village Administrator Report) (Director of Safety Report) (Community Development Report) (Engineering Consultant Report) (Public Works Report) (Village Clerk Report) (Village Attorney Report) Adjournment: Safety Director Robert O Connor had no report Community Development Director Nancy Hill had no report. Engineering Consultant Mark Wesolowski had no report. Director of Public Works Ross Hitchcock had no report. Village Clerk Jody Conidi had no report. Village Attorney Yordana Wysocki had no report. Mayor Pruyn made a motion to adjourn the Committee of the Whole Meeting at 7:53 p.m.; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. Minutes by: Jody A. Conidi, Village Clerk October 17, 2017 Committee of the Whole Meeting Minutes Page 4
VILLAGE OF ITASCA COMMITTEE OF THE WHOLE MEETING MINUTES November 21, 2017 Call to Order: Roll Call: Mayor Jeff Pruyn called the meeting to order at 7:30 p.m. Present: Mayor Jeff Pruyn; Trustees Ellen Leahy, Jeff Aiani, Frank Madaras, Mike Latoria, Lucy Santorsola; Village Clerk Jody Conidi. Also present: Community Development Director Nancy Hill; Village Administrator Carie Anne Ergo; Safety Director Robert O Connor; Village Attorney Chuck Hervas; Village Engineering Consultants Mark Wesolowski, Aaron Fundich; Scott Marquardt HR Green. Absent: Trustee Marty Hower; Public Works Director Ross Hitchcock. Pledge of Allegiance: Audience Participation: President s Comments: (Village Special Event Proceeds) Community Development Committee: Trustee Latoria, Chairperson (MJ&B Contractors Permit 25770) Administration Committee: Trustee Santorsola, Chairperson Environment Committee: Trustee Leahy, Chairperson Finance Committee: Trustee Hower, Chairperson Public Safety Committee: Trustee Madaras, Chairperson Recited at the preceding Village Board Meeting. No audience participation. Mayor Pruyn reported on the distribution of proceeds from Village Special Events to various Itasca charities. Shop with the Cops is a new charity added to the distribution list. The final list of names and percentages will be included in the December 5, 2017 agenda packet. Trustee Latoria presented discussion and possible action concerning Refund Order of Cash Performance/Road Bond for Permit 25770 to MJ&B Contractors for a single family new construction home at 725 Maxwell Court as recommended by the Community Development Department. Hearing no objections, Trustee Latoria made a motion to approve Refund Order of Cash Performance/Road Bond for Permit 25770; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. Trustee Santorsola had no report. Trustee Leahy had no report. Trustee Hower was absent; no report. Trustee Madaras had no report. Public Works/Infrastructure November 21, 2017 Committee of the Whole Meeting Minutes Page 1 Trustee Aiani presented discussion and possible action
Committee: Trustee Aiani, Chairperson (Village Parking Lot Snow and Ice Contract) (Willow Street Storm Sewer Payment Estimate 1) (Ordinance 1868-17) (Resolution 997-17) (Resolution 998-17) concerning Contracted Snow and Ice Control for Village Parking Lots. Hearing no objections, Trustee Aiani made a motion to approve the Contracted Snow and Ice Control for Village Parking Lots; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. Trustee Aiani presented discussion and possible action concerning Payment Estimate 1 Willow Street Storm Sewer in the amount of $253,083.15. Hearing no objections, Trustee Aiani made a motion to approve Payment Estimate 1 Willow Street Storm Sewer; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. Trustee Aiani presented discussion and possible action concerning Ordinance 1868-17, An Ordinance to Dispose of Surplus Village Property (Police and Public Works Vehicles). Hearing no objections, Trustee Aiani made a motion to approve Ordinance 1868-17 to Dispose of Surplus Village Property; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. Trustee Aiani presented discussion and possible action concerning Resolution 997-17, A Resolution Waiving the Formal Bidding Requirements and Accepting a Quote from Custom Manufacturing, Inc. for Furnishing and Installing the Nature Center Boardwalk for $141,700.00. Trustee Latoria requested solar powered lights be added to bridge by the Nature Center because the quote came in under budget. The board unanimously supported the request for solar powered lights. Hearing no objections, Trustee Aiani made a motion to approve Resolution 997-17 waiving the formal bidding requirements and accepting a quote from Custom Manufacturing; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. Trustee Aiani presented discussion and possible action concerning Resolution 998-17, A Resolution Authorizing the Extension Amendment No. 9 to the HR Green Professional Services Agreement. The agreement would be extended until June 30, 2019 for an amount not to exceed $60,000.00. Scott Marquardt, HR Green, was in attendance to answer questions. Hearing no objections, Trustee Aiani made a motion to recommend the approval of Resolution 998-17 for extension amendment No. 9 to the HR Green professional services agreement; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. (Call for Closed Session) November 21, 2017 Committee of the Whole Meeting Minutes Page 2 Trustee Aiani made a motion to hold a closed session meeting following Department Head reports to discuss pending litigation; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote.
Department Heads: (Director of Safety Report) (Shop with the Cops) (Deputy Chief John Matuga Graduated) (Unincorporated Itasca Man Killed) (Well-being Check) (Senior Citizen Lock Box Program) (Community Development Report) (2017 Holiday Ornament) (Pan Commission December 2017 Meeting) (Building Permit Numbers) (Engineering Consultant Report) (Wall Staining) (Village Administrator Report) (Yard Waste) (Public Works Report) (Village Clerk Report) (Village Attorney Report) Recess Closed Session Safety Director Robert O Connor reported Roselle and Hanover Park Police Departments will be participating with Itasca Police Department in this year s Shop with the Cops program that was introduced in 2016. Deputy Chief John Matuga recently completed coursework and graduated from the Southern Police Institute. An unincorporated Itasca man was killed in Naperville on November 21, 2017. Police officers responded to a well-being check received from an out of state relative and the person was found to be okay. Trustee Latoria referenced Wood Dale s lock box program for senior citizens. Directory O Connor reported Itasca had a program in the past and will check with senior citizens on current interest. Community Development Director Nancy Hill reported the 2017 holiday ornament will honor the 90th anniversary of the Itasca Community Library. The Plan Commission meeting on December 20, 2017 will be held at the Itasca Holiday Inn. A larger crowd is expected at attend due to the agenda items. The number of building permits issued for August and September 2017 were double the average permit numbers for those months. October 2017 may also be double. Most permit fees were waived through September due to damage from the July 21, 2017 microburst. A normal September has 110 permits issues; September 2017 had 250-260. Engineering Consultant Mark Wesolowski reported touchups to the stain have been completed. Village Administrator Carie Anne Ergo reported receiving request from residents to extend yard waste collection by one or two weeks. Director of Public Works Ross Hitchcock was absent. Village Clerk Jody Conidi had no report. Village Attorney Chuck Hervas had no report. Mayor Pruyn called a recess at 7:57 p.m. Mayor Pruyn called the Closed Session to order at 8:06 p.m. November 21, 2017 Committee of the Whole Meeting Minutes Page 3
Reconvene Adjournment: Mayor Pruyn reconvened the Committee of the Whole meeting at 8:45 p.m. Trustee Madaras made a motion to adjourn the Committee of the Whole Meeting at 8:45 p.m.; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. Minutes by: Jody A. Conidi, Village Clerk November 21, 2017 Committee of the Whole Meeting Minutes Page 4
MEMORANDUM Village of Itasca 550 W. Irving Park Rd. Itasca, IL 60143 630.773-0835 www.itasca.com TO: Village Board FROM: Carie Anne Ergo, Village Administrator DATE: December 1, 2017 SUBJECT: Consideration of a Proposal for Financial Services Introduction The purpose of this memo is to recommend that the Board consider a proposal from Lauderbach and Amen regarding the provision of Financial and Accounting Services for the Village of Itasca from December 1, 2017 through April 30, 2019 for a monthly rate of $10,000. Discussion As of late August 2017, the Village had two vacancies in the area of Finance Administration: a full-time Finance Director and a Part-Time (600 hour) staff accountant. In September 2017, the Village contracted Lauderbach and Amen to provide temporary financial and accounting services. Upon my arrival to the Village in mid-september, I recommended postponing the recruitment of the Finance positions in order to assess the current landscape. My recommendation is based upon a review of Comparable Communities, review of the Finance Director position responsibilities and accomplishments, feedback from staff and an evaluation of Lauderbach and Amen s current service provision. In a review of Comparable Communities (Roselle, Palos Heights, Lemont, Willowbrook, Lisle, Warrenville, Wood Dale and River Forest), we found: All eight communities employed a Director of Finance with salaries ranges between $78,961 and $145,813. Staffing and responsibilities varied among municipalities with Finance typically encompassing accounts payable, accounts receivable, general accounting, utility billing, clerical and reception responsibilities. Some municipalities also included processing building permits, licenses and payroll. Some municipalities outsource the following functions: utility bill printing and mailing, utility bill processing (via a bank lockbox), pension fund accounting and auditing. On average, the Comparable Communities had one Finance employee for every 3,766 residents served with the range being from 2,100 to 5,058. Itasca s current budgeted staffing allows for one Finance employee for every 2,016 residents, the lowest per capita ratio among its Comparable Communities. At its current actual staff level (3), Itasca has one Finance employee for every 2,909 residents. In a review of the duties and responsibilities of Itasca s Finance Director position, I found that its responsibilities ranged widely with some requiring basic accounting background, while others required Executive level strategic management skills. To ensure a cost effective use of resources, responsibilities of a position should generally be commensurate with the skills and experience level necessary to be successful in that position. The size of Itasca, coupled with compensation level for both the Finance Director and accountant position, would most likely generate talent with limited experience that would need significant training over time to provide
appreciable added value to the organization. Once trained, Itasca runs the risk of losing the employee to a community with greater resources, which would place strain, once again, on the Village s already limited personnel. Over the past two months, I have been impressed with Lauderbach and Amen s ability to tackle the Village s financial processes and systems with limited input as the current staff was largely unaware of the Finance Director s responsibilities and daily work processes. As such, I asked partner Nathan Gaskill to recommend a service model that would provide the Village with both a strategic financial management resource (Executive level), plus general accounting support. Lauderbach and Amen has presented a Letter of Engagement (attached), which would cover all responsibilities previously assigned to the Finance Director and Accountant positions for a flat fee $10,000 per month. This is $51,000 less than the projected cost to provide these services in-house over the same time period. Lauderbach would provide two resources one executive level and one general accounting resource, which would result in three to four days of on-site coverage at Village Hall. Not only is this a cost-effective solution, it allows the Village to capitalize on Lauderbach and Amen s significant experience and talent pool as we work to establish and adopt best practice policies and procedures related to fiscal management, transparency and accountability. While I am comfortable moving this model forward on an interim basis as the Village works to update its financial processes and policies, it is my recommendation that this arrangement be reevaluated no later than the 2019-2020 budget process. Furthermore, I recommend that any staffing vacancy within the Administration Department should automatically trigger reevaluation of this arrangement and thus, I recommended no change to the current budgeted staffing level through the next fiscal year. Finally, I would like to explore reallocating the savings from the position vacancies to engage a staffing consultant to conduct an analysis of staffing levels throughout the Village to aid the Board in budget planning and service delivery discussions. Fiscal Impact The approval of this proposal will result in a net savings of an estimated $51,000, which can be utilized to conduct a thorough staffing analysis to guide future resource allocation decisions. Staff Recommendation Staff recommends that the Board discuss the proposal at the Committee of the Whole meeting on December 5, 2017. After Action Steps Execute Letter of Engagement Administration Attachments Lauderbach and Amen Letter of Engagement 2
November 22, 2017 Members of the Board of Trustees Village of Itasca 550 W. Irving Park Road Itasca, IL 60143 We are pleased to confirm our understanding of the services we will provide for the Village of Itasca. It is our understanding that Lauterbach & Amen, LLP will be providing finance department resources/accounting assistance per the attached to the Village of Itasca. Such assistance will commence December 1, 2017 through April 30, 2019 and will be billed at a monthly rate of $10,000. If for any reason this arrangement becomes unacceptable, it can be terminated by either party with 30 days written notice. These services cannot be relied upon to detect errors, irregularities, or illegal acts that may exist. However, we will inform you of any such matters that may come to our attention. Please indicate your acceptance of the above understanding by signing below. If your needs change, the nature of our services can be adjusted accordingly. Cordially, LAUTERBACH & AMEN, LLP RESPONSE: This letter correctly sets forth the understanding of the Village of Itasca: Accepted by: Title:
ATTACHMENT SCOPE OF SERVICES Below is a list of duties to be included in the scope of services. The list does not limit the scope of Lauterbach & Amen, LLP as we expect to be responsible for all aspects of the Finance Director position and responsibilities (including the staff accountant responsibilities previously performed by MFI CPAs). Prepares monthly treasurer s reports to the Board of Trustees o Includes monthly payroll journal entries, interest income, bank reconciliations, etc. Coordinate preparation for the annual comprehensive audit including preparing the necessary journal entries, audit schedules, and statistical schedules for the annual financial report, ensuring that audit materials and the overall audit are in proper order. Preparation of the annual tax levy documents and memorandum. Prepare and coordinate the budget process, including coordinating meetings with the Village Board, staff and consultants to obtain goals, objectives and related costs. Review purchasing of goods and services, including approving purchase orders. Coordination and review of payroll function under contract. Manage banking, investments, and debt administration. Oversee utility billing and delinquent accounts. Escrow balance administration for the building department. Complete projects assigned by the Administrator. Attend board meetings as requested by the Village Manager.