S-1456 - 04/12/2016 - BUDGET - Ordinances Supporting Documents ITEM 6.13.5)
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BOARD OF TRUSTEES MEETING
Y'F_liLAGE.�O:F SAMUEL E. DEAN BOARD ROOM
oA
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
Of
April 12,2016
SUBJECT: 2016 Budget Amendment
FROM: Sharon Dangles,AVM/Finance Director O
BUDGET SOURCE/BUDGET IMPACT: General Corporate Fund, Account 421-90400,
Municipal Improvements for$20,000
RECOMMENDED MOTION: I move that the Village Board adopt Ordinance 2016-BU-S-
1456, "An Ordinance Amending the 2016 Budget".
Background/History:
During the course of a year, there are numerous situations that may arise that cause an account,
program;or even a fund to exceed its budget. When this occurs, State statutes provide that the
corporate authorities may make transfers from "one corporate object or purpose to another
corporate object or purpose". Additionally, statutes provide that the corporate authorities may
delegate authority to heads of municipal departments to "delete, add to, change, or create sub-
classes within object classes budgeted previously to the department with the approval of the
budget officer or executive officer of the municipality". The Village has defined a corporate
object or purpose to be an individual program or fund. Sub-classes within object classes have
been defined as accounts and categories within a budget program.
The Village Board's policy on Finance, Taxation, and Budget, prepared based on the
previously mentioned statutes, outlines the following- procedures for budget
administration and how these variances are to be addressed:
1. That the Budget Officer, with the approval of the Village Manager, may
authorize transfers of budgeted funds between accounts or between account
categories within a single budget program.
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2. That any transfer of budgeted funds from one budget program to another shall
be subject to approval by the Board of Trustees upon the recommendation of the
Village Manager.
3. That any transfer from contin encv shall be subject to approval by the Board
of Trustees upon the recommendation of the Village Manager.
4. That any increase in the total appropriation within any fund shall be subject to
approval by the Board of Trustees upon the recommendation of the Village
Manager.
Please see attached memorandum from Chief Kruger dated March 8, 2016, in which, the
Village Board approved Resolution 2016-PD-RNVTN-PRJT-AG-R-1542 for certain
special tasks that fell outside the architectural fees in the amount of$20,000. The Budget
Amendment will increase the General Corporate Fund expenditures by $20,000 to pay for
these services.
Recommendation:
I recommend that the Village Board adopt Ordinance 2016-BU-S-1456, "An Ordinance
Amending the 2016 Budget".
BQT AGENDA Page 2
ORDINANCE 2016-BU-AMEND-S-1456
AN ORDINANCE AUTHORIZING AN AMENDMENT
TO THE 2016 BUDGET
WHEREAS, the Village Manager has recommended an amendment to the 2016 Budget by
increasing the General Corporate Fund for architectural services for police safety enhancements; and
WHEREAS, the Village President and Board of Trustees concur with and approve of the Village
Manager's recommendations.
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS that the following
amendment is hereby authorized;
Section 1: The recitals above are hereby incorporated into and made a part of this ordinance,
Section 2: The 2016 General Corporate Fund budget is amended by increasing the amount in
account 421-90400 by$20,000.00, to be funded from the 2016 General Corporate fund balance.
Section 3: This ordinance shall be in full force and effect from and after its passage and approval
as required by law.
Section 4: All ordinances or parts thereof in conflict with the provisions of this ordinance be and
the same are hereby repealed to the extent of such conflict.
APPROVED THIS 12th day of April, 2016.
Gopal G. Lalmalani
Village President
PASSED THIS 12th day of April, 2016.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
ITEM 6.C.2)
BOARD OF TRUSTEES MEETING
v`lcncl OF SAMUEL E. DEAN BOARD ROOM
QAK B R K BUTLER GOVERNMENT CENTER
t9 " .
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 8,2016
SUBJECT: Police Facility Special Task Engagement Letter
FROM: James R. Kruger Jr., Chief of Policc ,:--
c,-
BUDGET SOURCEBUDGET IMPACT: 421-90400/$20,000
RECOMMENDED MOTION: 1 move that the Village Board approve Resolution 2016-
PD-RNVTN-PRJT-AG-R-1542 authorizing the Village Manager to sign the letter of
engagement with Williams Architects.
Background/History:
As part of the agreement the Village Board approved on January 12, 2016 to proceed
with the construction documents and plans for the police facility safety enhancements,
there were certain special tasks that fell outside the architectural fees that are standard
practice with all firms. During the negotiation process those fees were listed separately in
the agreement as they would be for any firm the Village had chosen. Williams has
requested that we execute a letter of agreement on three of the four fees listed, detention
hardware and security, landscape, and civil engineering. The fourth fee is for cost
estimating that we are planning to engage a third party construction manager to
coordinate this project with the Kluber electrical project so that the Village has another
layer of protection and that the projects are appropriately coordinated, rather than have
Williams perform that task. These fees are not due at this time and are part of the design
process that will be completed later this year.
Recommendation:
Staff recommends that the Village Board Approve Resolution 2016-PD-RNVTN-PRJT-
AG-R-1542 authorizing the Village Manager to sign the special task engagement letter
with Williams Architects.
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