S-1528 - 04/24/2018 - BUDGET - Ordinances Supporting DocumentsBOT AGENDA Page 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
April 24, 2018
SUBJECT: Budget Amendment
FROM: Jason Paprocki, Finance Director
Barry Liss, Fire Chief
BUDGET SOURCE/BUDGET IMPACT: Amending the 2018 Budget for the General
Fund account 700-90200 by $23,100 and account 421-90400 by $152,525.
RECOMMENDED MOTION: I move that the Village Board approve Ordinance
2018-BU-AMEND-S-1528 ”An Ordinance Authorizing an Amendment to the 2018
Budget”.
Background/History:
As part of the 2018 budgetary preparation process, the Fire Department had been seeking
appropriate funding for a number of outstanding infrastructure/building issues, all of which
at the time were deferred.
Those and other issues continue to be of concern and remain in need of attention, requiring
support and funding. The Village Manager supports our concerns and needs. In an attempt
to provide funding alternatives, the Foreign Fire Insurance Tax Board was approached and
asked to give consideration for assisting in mitigating a number of current issues.
Four (4) such issues were identified. They included the remodeling and renovation of
station 93’s bedroom area and washroom facilities, the kitchen cabinetry at station 94,
complete implementation of a second set of Fire Safety Gear for all shift members and the
remodeling of the Fire Department administrative cubicles located in the West Wing. In
total, amendments would be needed to accounts 421-90400 “Structural Improvements” in
the amount of $152,525 and 700-90200 “Equipment Replacement” in the amount of
$23,100. The funding for these projects would come from General Fund reserves.
ITEM 9.A.1
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Station 93
As part of ongoing capital improvements to fire station 93, a new heating and cooling
system was approved, installed and completed in late 2014. Additionally, the scope of
work included the replacement of the suspended ceiling and grid system throughout much
of the station, with modifications to the bunk room ceiling in anticipation of ongoing
renovations in 2015. That individual project was just one component of an overall
reaching plan to continue necessary renovations and improvements of the station which
was originally constructed in 1970. Unfortunately, the project has remained unfunded
since 2015. As identified by staff, the original station bunk room remains in desperate
need of renovations that provide improved female accommodations and privacy,
upgrading of electrical service, lighting, carpeting and ergonomic work stations.
Staff had coordinated the design of necessary structural improvements, power demand,
and associated modifications necessary to provide a facility that would accommodate
current and future needs of the station and the personnel assigned to it at a cost of
$159,848.00.
Despite an ongoing debate over the future of station #93, it still remains necessary to
minimally maintain the facility in a condition that allows Fire Department personnel to
operate and work in a safe environment.
The department is seeking an amendment to the current budget for an amount of
$112,348 (account 421-90400) with additional funds of $47,500 being considered
through the Foreign Fire Tax Board. The scope of this project would require competitive
bidding. Specifications would be finalized and bids would be solicited. Once bids are
received, this item would be brought back for Village Board consideration and approval.
Station 94
Originally constructed in 2003, the facility, having reached 15 years of useful life has
begun to show significant wear, especially within the kitchen area. Original Formica
cabinetry is in constant need of repairs, having become loose, damaged, worn and in
some cases unrepairable. Hinges are failing, wood doors are rotting and the long term
viability of the cabinets are questionable at best. Past efforts to maintain the facility,
have included replacement of some carpeting, replacement of tiled flooring, new
humidifier, some ceiling tile replacement and a total remodeling of the Watch Office.
The need to address the long term condition of the kitchen area remains. Therefore, the
Fire Department is seeking the Village’s approval to amend the 2018 budget to address
the current needs of the kitchen area in the amount of $25,000 (account 421-90400),
which is ½ the total project cost. The remaining $25,000 would be considered through
the Foreign Fire Tax Board. The scope of this project would require competitive bidding.
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Specifications would be finalized and bids would be solicited. Once bids are received,
this item would be brought back for Village Board consideration and approval.
Protective Safety Gear
As part of the departments ongoing commitment in providing and promoting safety,
health, wellness and cancer prevention techniques of all firefighters, a program designed
to provide secondary fire safety gear and thereby maintain compliance with National Fire
Protection Association (NFPA) recommendations was proposed and adopted within the
Fire Departments 2018 budget package. The 2018 budget initially provided for the
purchase of ¼ of the departments full allocation of safety gear, with Foreign Fire
providing funding for another ¼. Unfortunately, there was an error in the plan, which
ultimately lead to only ½ of the purchase being made. As a result, the Fire Department is
seeking the Village’s approval to amend the 2018 budget for an additional $23,100
(account 700-90200) to accommodate the purchase of another 7 sets (1/4) of the needed
safety gear. Foreign Fire would once again consider funding for the final ¼ at the same
cost.
West Wing Work Stations
Appropriately budgeted for this current year, new carpeting throughout the West Wing
has been approved and installation is scheduled to begin in early May. As a result of the
installation process, there exists a need to remove existing office furniture, cubicle
dividers and all office materials. This removal prompted the Fire Department to re-
analyze work spaces in hopes to address current needs in an ergonomically improved
fashion. Designers offered to freely evaluate the work space and came up with solutions
to improve privacy, functionality, reduction in ambient noise and improve overall
storage.
A current quote offered through Henrickson, our Cooperative Purchasing Network
partner has identified the project at a cost of $30,354.58. The Fire Department is seeking
the Village’s approval to amend the 2018 budget for an additional $15,177 (account 421-
90400) to accommodate the purchase. Foreign Fire would consider providing funding for
the remaining balance.
Despite the scope of the project, bids can be waived since Henrickson has already conducted the
bid process under a cooperative purchasing agreement. Specifications would be finalized
and this item would be brought back for Village Board consideration and approval.
Recommendation:
Staff recommends that the Village Board adopt Ordinance 2018-BU-AMEND-S-1528,
“An Ordinance Authorizing an Amendment to the 2018 Budget” in an amount of $175,625.
ORDINANCE 2018-BU-AMEND-S-1528
AN ORDINANCE AUTHORIZING AN AMENDMENT
TO THE 2018 BUDGET
WHEREAS, the Village Manager has recommended an amendment to the 2018 Budget by
increasing the General Fund expenditures for various Fire Department projects; and
W HEREAS, 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 2018 General Fund budget is amended by increasing the amount in account 421-
90400 by $152,525.00, to be funded from the 2018 General Fund reserve balance, for the Station 94 kitchen
remodel project, Station 93 bunkroom and washroom remodel project, and Station 94 administration
remodel project.
Section 3: The 2018 General Fund budget is amended by increasing the amount in account 700-
90200 by $23,100.00, to be funded from the 2018 General Fund reserve balance, for the replacement of
fire protective gear.
Section 4: This ordinance shall be in full force and effect from and after its passage and approval
as required by law.
Section 5: 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.
[SIGNATURE PAGE FOLLOWS]
Ordinance 2018-BU-AMEND-S-1528
Authorizing An Amendment To
The 2018 Budget Page 2 of 2
APPROVED THIS 24th day of April, 2018.
Gopal G. Lalmalani
Village President
PASSED THIS 24th day of April, 2018.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Trustees: Baar, Cuevas, Saiyed, Yusuf
Trustees: Manzo, Tiesenga
None