09/17/2010City OF Des Plaines
CONTRACT FOR
This Contract for entertainment booking and stage management services ( "Contract") is dated as of the t !day of J �W , 20Z1
and is by and between the City of Des Plaines, an Illinois home rule municipal corporation ("City 'I and Double D Booking, Inc., an
Illinois corporation ("Vendor's.
In consideration of the mutual covenants and agreements set forth in this Contract, the sufficiency of which is hereby acknowledged
and agreed, and pursuant to the City's statutory and home rule powers, City and Vendor hereby agree as follows:
1. SERVICES
A. Contract and Services. Vendor shall, at its sole cost and expense, provide, perform, and complete, in the manner specified
and described, and upon the terms and conditions set forth, in this Contract all of the following, all of which is herein referred to as
the
"Services
1. Booking Services. Provide, perform, and complete, in the manner specified and described in this Contract, all necessary
work, labor, services, transportation, equipment, materials, supplies, information, data, and other means and items necessary
for the booking of musical entertainment ("Bands') for the Des Plaines 4th of July Parade, on July 4, 2024 ("Event'
("Booking Services") as follows: Subject to Section 1.13 of this Contract, Vendor will contract with three (3) Bands, four (4)
roaming entertainers; one (1) unicyclist, one (1) stilt walker, two (2) jugglers, to perform for the duration of the parade starting
at ten o'clock a.m. on Thursday, July 4, 2024. Vendor will secure all three Bands / by June 11, 2024.
2. Oualjty. Provide, perform, and complete all of the foregoing in a proper and workmanlike manner, consistent with the
highest standards of professional practices, in full compliance with, and as required by or pursuant, to this Contract, and with
the greatest economy, efficiency, and expedition consistent therewith.
A. Approval of Bands. Vendor shall submit for the City 's approval a list of suggested Bands by June 11, 2024. If the City rejects
one or more of the proposed Bands, Vendor will submit alternate Bands for consideration so long as the City 's rejections are
reasonable. It shall be the City 's sole discretion to choose which Bands perform at the Event.
B. Responsibility for Damage or Loss. Vendor shall be responsible and liable for any loss or injury suffered by the City , or other
property or persons as a result of any negligent actions or omissions of Vendor to the extent allowed under Illinois law. The City is
not responsible for any loss of or damage to stage equipment or any equipment or belongings of the Bands.
2. Contract Price
Vendor shall take in full payment for all Services and other matters set forth under Section 1 of this Contract above, including
overhead and profit; taxes, contributions, and premiums; and compensation to all subcontractors and suppliers, the compensation set
forth below.
A. Contract Price. For providing, performing, and completing all Services, a total lump sum not to exceed ( "Contract Price"):
$5,020.00
B. Time of Payment. It is expressly understood and agreed that all payments shall be made in accordance with the following
schedule:
E. Severability. The provisions of this Contract shall be interpreted when possible to sustain their legality and enforceability as a
whole. In the event any provision of this Contract shall be held invalid, illegal, or unenforceable by a court of competent jurisdiction,
in whole or in part, neither the validity of the remaining part of such provision, nor the validity of any other provisions of this
Contract shall be in any way affected thereby.
F. Amendments. No modification, addition, deletion, revision, alteration, or other change to this Contract shall be effective unless
and until such change is reduced to writing and executed and delivered by Owner and Contractor.
G. Assjgnment_ Neither this Contract, nor any interest herein, shall be assigned or subcontracted, in whole or in part, by Vendor
except upon the prior written consent of the City.
H. Governing Law. This Contract, and the rights of the parties under this Contract shall be interpreted according to the internal
laws, but not the conflict of law rules, of the State of Illinois. Every provision of law required by law to be inserted into this Contract
shall be deemed to be inserted herein.
ATTEST: CITY OF DES PLAINES
PPR V AST"'
FORM ONLY
By. 4�4/ A Y' P��Nes General unsd Daed
n G CtyManager
Title; ��� I ' ��C
ATTEST:
Title: Double D Booking; Representative
DOUBLE DB,OOKING, INC.
By: l�!
Its: Double D Booking Representative
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CITY OF
City of Des Plaines
18 s City Manager's Office
-V 1420 Miner Street
DES PLAINES Des Plaines, IL 60016
ILLINOIS Tel: 847-391-5488
Fax: 847-391-5451
MEMORANDUM
Date: October 24, 2010
To: Mayor and Aldermen of the City Council
From: Jason T. Slowinski, Acting CityVaA
Subject: 2011 Budget Information
Attached please find the following information related to the 2011 Budget discussions:
1. A memorandum from Finance Director Dorothy Wisniewski providing a summary to date
of the actions taken for the 2011 Budget.
2. A memorandum fi•om Finance Director Dorothy Wisniewski providing additional
information regarding vehicle allowances and the City's take home vehicles.
3. A memorandum from Asst. Public Works Director Adam Boeche providing additional
information on the City's leaf collection program.
4. A memorandum from myself addressing the retention of contractual law firms.
In addition, staff has begun conducting research and analysis as it relates to the discussion held in
executive session on October 20''.
If you have any questions, please feel free to contact my office.
CITY OF City of Des Plaines
Finance Department
1420 Miner Street
DES PLAINES Des Plaines, IL 60016
ILLINOIS Tel: 847-391-5325
Fax: 847-391-5402
MEMORANDUM
Date: October 20, 2010
To: Jason Slowinski, Acting City Manager
From: Dorothy Wisniewski Director of Finance
Subj : 2011 Budget Summary
The following is a recapitulation of the 2011 Budget process based on the four meetings held in
September and October 2010.
GENERAL FUND:
Based on the City Council's direction, the following items will be included within the final 2011
Budget document presented to the City Council:
Elected Office
a. The City Council voted to include an additional $700 for the City Clerks
Conference.
2. Fire Department
a. The City Council voted to reduce overtime costs by 10% from $800K to $720K.
3. Public Works and Engineering Department
a. Based on a favorable bid received by the City the cost of custodial services has been
reduced from $90K to $45K.
b. The City Council voted to reduce tree trimming costs from $225K to $200K.
c. The City Council voted to reduce overtime costs by 10% from $250K to $225K.
The following items have been discussed by the Council at the previous budget meetings and
require a vote for inclusion within the final budget document presented to the Council:
4. Legal Division
a. The City Council requested that the cost of recording fees be reduced from $5,000 to
$1,500. There was no vote on this item and as such action will need to be taken by
the City Council.
5. Historical Society
a. A motion was made and seconded to include a subsidy for the Historical Society at
40K, however, due to a tie vote, the motion failed and this item is currently not
included in the Budget. Should the City Council wish to provide a subsidy for the
Historical Society for 2011, action will need to be taken on this item.
6. Property Tax Levy
a. The Proposed Budget document includes a 7.5% Pension Actuarial Rate of Return
and a 1.95% Property Tax Levy as follows:
Proposed Budget Document
2009 Tax
Dollar
Percent
Extension
2010 Tax Levy
Change
Change
Corporate Levy 15,428,429
15,389,057
(39,372)
-0.26%
Police Pension 3,338,189
3,486,259
148,070
4.44%
Fire Pension 3,133,584
3,582,837
449,253
14.34%
Debt Service 1,281,558 1,174,740 (106,818) -8.34%
Url
Total City 23,181,760 23,632,893 451,133 1.95% 1.�,
r
If the goal of the City Council is to have a 0% Property Tax Levy, then t e decision
should be made to utilize a pension actuarial rate of return of 7.75% rather than
7.5%. This, combined with a reduction in the Corporate Levy by $155K, would
realize a 0% property tax increase. This item will require City Council action.
0% Tax Levy Option
2009 Tax
Dollar
Percent
Extension
2010 Tax Levy
Change
Change
Corporate Levy
15,428,429
15,273,223
(155,206)
-1.01%
Police Pension
3,338,189
3,338,189
-
0.00%
Fire Pension
3,133,584
3,395,608
262,024
8.36%
Debt Service
1,281,558
1,174,740
(106,818)
-8.34%
Total City
23,181,760
23,181,760
-
0.00%
061
TIF #I:
Based on the City Council's direction, the following items will be included within the final 2011
Budget document presented to the City Council:
1. TIF #1
a. Based on a favorable bid received by the City the cost of custodial services has been
reduced from $25,000 to $19,600.
b. Based on prior City Council action during a regularly scheduled City Council
meeting, $50,000 has been included in TIF #1 expenditures related to the downtown
business assistance program.
EQUIPMENT REPLACEMENT FUND:
Based on the City Council's direction, the following items will be included within the final 2011
Budget document presented to the City Council:
2. Equipment Replacement Fund
a. The City Council voted to exclude the Ladder Truck purchase for 2011 and remove
the $605,955 from the Expenditure line item within the Equipment Replacement
Fund.
BUDGET OVERVIEW:
Factoring in the changes outlined above, as well as changing the actuarial rate of return on the
Pensions to 7.75%, the General Fund expenditures will have decreased by $513K from the initial
2011 Proposed Budget. TIF#1 expenditures have increased by $44.5K primarily due to the business
assistance program. Within the Equipment Replacement Fund, the expenditures have been reduced
by $605,955 due to the elimination of the Ladder Truck purchase.
Thus far, the decisions made by the City Council during the budget proceedings have reduced total
2011 Budget expenditures by $1.1 million over the proposed budget document. These changes,
combined with the original proposal, have resulted in 2011 Budget expenditures that are $4.4M less
than 2010 budgeted expenditures.
A `2011 Budget at a Glance' document is attached for your review which provides revised figures
to date as they pertain to revenues, expenditures, and transfers in/out.
w/ Attachment: Budget At A Glance
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ZA71
DES PLAINES
ILLINOIS
MEMORANDUM
Date: October 24, 2010
To: Mayor and Aldermen of the City Council
From: Jason T. Slowinski, Acting City Manager
Subject: Budget Information —Contractual Law Finns
City of Des Plaines
City Manager's Office
1420 Miner Street
Des Plaines, IL 60016
Tel: 847-391-5488
Fax: 847-391-5451
Issue: At the October 20°i City Council budget meeting, the Council expressed a desire for the
City to retain additional law firms to handle the City's contractual legal work beyond the firms the
City has historically retained.
Analysis: Staff will provide an overview of the law firms that currently service the City's legal
needs and conduct research on potential firms that practice in those specific areas. Staff will
provide information on the type of work the law firm provides, whether they have experience in
municipal government work, and what fees are associated with their work, if available.
Staff will review the information collected with the Legal & Licensing Committee of the City
Council.
Recommendation: This memorandum is being provided for informational purposes in follow-up
to the Council's discussion on October 20`I' and, as such, no recommendation is made at this time.
CITY OF City of Des Plaines
Public Works and Engineering Department
Z117
111111 Joseph J. Schwab Road
DES PLAINES Des Plaines, 1L 60016
ILUNOIS Tel: 847-391-5464
Fax: 847-297-6801
MEMORANDUM
Date: October 24, 2010
To: Timothy P. Oakley, P.E., Director of Public Works & Engineering
From: Adam M. Boeche, P.E., CFM, Asst. Dir. of Public Works & Engineering,ow
Re: Response to Leaf Collection Questions
Issue: During the recent budget hearings, the Council asked several questions regarding the
viability of eliminating the in-house leaf collection service that Public Works provides. The
focus was on cost.
Analysis: In detailed analysis, there is a substantial savings to be accomplished with the
elimination of in-house collection. If the City were to eliminate this service, the cost to haul
away the leaves from the Public Works transfer station would be eliminated as well. The
cost for this is built into the existing waste hauling contract and amounts to $307,831 over
the next three years.
Another cost that is often overlooked in regard to this program is the environmental cost.
With the debris that is piled and placed near, around, and sometimes even on top of our
storm sewer structures, there are repeated instances of sewer back-ups. This requires
additional staff to then clear the catch basins or inlets of any leaves that have amassed.
Obviously, this program exacerbates the ever-present problem of accumulation of sediment
and debris in our sewer system.
There are other factors negatively contributing to the welfare of the community due to this
program such as including increased carbon emissions from trucks and queued traffic,
hazardous road conditions due to leaves on the pavement, and increasing deterioration of
local roads.
There is no major savings in terms of the in-house labor and equipment cost since the labor
force would continue to be active in different roles other than leaf collection. The
productivity of the Department would increase since the entire Streets and Grounds
Maintenance division staff would be free to perform duties such as resurfacing streets,
pavement/lane marking, tree trimming, and building -remodeling projects, but a cost
savings would not be realized should this labor force and equipment use shift occur.
Recommendation: The resident satisfaction of this program is undeniable. The residents
that continue to use the service comment on its benefit. However the community's use of
this program has declined 37% as shown in the table below.
YEAR
AMOUNT
COLLECTED
CUBIC YARDS
1999
22,267
2000
N/A
2001
N/A
2002
17,503
2003
16,236
2004
13,605
2005
14,924
2006
15,199
2007
12,620
2008
N/A
2009
14,116
Recent economic conditions and departmental policy changes require Public Works to place
more of a priority on core services such as infrastructure repair and building and grounds
maintenance. With this paradigm shift, a reprioritization has occurred. As leaf collection
continues as a service that the Department provides, some of our other core services such
as road resurfacing, downtown maintenance, cannot be accomplished during leaf collection
season and have to be deferred.
If the Council has any further questions regarding this or other Public Works and
Engineering programs, staff is prepared to answer them.
It
CITY OF
35
DES PLAINES
ILLINOIS
INTEROFFICE MEMORANDUM
Date: September 29, 2010
To: Jason Slowinski, Acting City Manager
Dorothy Wisniewski, Director of Finance
From: Michael J. Earl, Director of Human Resources
Re: Tuition Reimbursement Program
City of Des Plaines
City Manager's Office
Human Resources Division
Des Plaines, IL 60016
Tel: 847-391-5651
Fax: 847-827-2292
This memorandum is in response to the request made by the City Council at the September 28, 2010
Budget Hearing. Specifically, the City Council requested information regarding employee
participation, by Department, in the 2010 Tuition Reimbursement Program.
As is shown by the attached spreadsheet, there are 10 participants in this year's program. This year's
individual reimbursement amount ranges from $360 to $4590.The participants are from the
following Departments and the funds were distributed by Department as is shown below:
# D_pe artment
Amount
1 Emergency Communications/9-1-1
$1134
1 Finance Department
$4590
2 Fire Department
$1770
1 City Manager/Information Services
$4180
5 Police Department
$8240
Of the $20,000 budgeted in the Tuition Reimbursement Program account in 2010, it is estimated
that $19,914 will be spent in 2010. The 2011 proposed budget requests the same amount. And, as
we discussed, we will be pursuing modifications to the program such that that the maximum amount
of annual reimbursement will be limited to $3500. Hopefully this will allow more employees to
participate in the program in future years.
Attachments:
• Spreadsheet 2010 Tuition Reimbursement Program
• Tuition Reimbursement Policy
Appendix G Tuition Reimbursement Program Policy
G-1, Introduction
The City of Des Plaines wishes to encourage employees to continue their education. The facilitation of
employee development through personal education efforts is consistent with the City's goals of service,
increased work efficiency, and higher employee productivity. To this end, the City provides a tuition
reimbursement program to full-time, non -probationary employees for degree programs or courses that are
job -related and will enhance an employee's performance.
G-2. Degrees & Courses Eligible for Tuition Reimbursement
Degree programs and courses eligible for reimbursement include those offered by an accredited
institution of higher learning (college, university, or technical school), those offered as part of an adult
continuing education program, or those offered by a professional educational or training company or
facility. However, degree programs or courses taken at the doctoral level are not eligible for tuition
reimbursement.
G-3. Approval for Tuition Reimbursement
This policy will be judiciously interpreted in determining whether a degree program or course is job -
related or fulfills a job -relevant requirement. Consideration will also be given to what benefit would be
derived by the City as a result of the employees' participation in the degree program or course. In
addition, the employee's past work performance and disciplinary record will also be considered in whether
a request for tuition reimbursement shall be approved. The City Manager shall make the final
determination on an employee's acceptance into the tuition reimbursement program and may deny any
request for reimbursement that does not meet these criteria.
G-4. Application for Tuition Reimbursement
Employees wishing to participate in the City's tuition reimbursement program must first complete a
Request for Enrollment in the Tuition Reimbursement Program Form along with any supporting
documentation. Employees shall then submit this form to their Department Director for review and
recommendation, who will then forward it on to the Director of Human Resources for his review. The City
Manager shall make the final determination on an employee's acceptance into the tuition reimbursement
program based upon the recommendations of the Department Director and Human Resources Director
and other relevant information.
G-5. Applicable Costs and Amounts for Tuition Reimbursement
Approved employees may receive reimbursement for up to two (2) approved educational courses per
semester, four (4) per academic year, provided that funding is available in the City's budget. Tuition
reimbursement will be made only for tuition and not for mileage, fees, lodging, books, special materials or
incidental expenses. Employees enrolling in college courses must take advantage of and pursue other
financial sources such as grants, scholarships, G.I. benefits, and fellowships. The City only considers the
difference between the actual tuition cost and any received financial assistance award as the amount
eligible for reimbursement. Employees who fail to disclose other sources of financial assistance in
connection with their application and subsequent receipt of tuition reimbursement shall be subject to
discipline, up to and including discharge.
The amount of tuition reimbursed is based upon the employee's academic performance in accordance
with the following schedule:
Course Grade
Percent of Tuition Reimbursed
Grade "A"
100% of allowed tuition
Grade "B"
90% of allowed tuition
Grade "C"
75% of allowed tuition
Grade "Pass"
75% of allowed tuition
Approved employees seeking a reimbursement of tuition costs must complete a Request for Tuition
Reimbursement Form along with an official grade report and a receipt for the paid tuition. The applicable
2
Department Head, Human Resources Director, Finance Director, and City Manager must first approve the
request prior to the employee receiving any reimbursement from the City.
G-6. Refund of Tuition Reimbursement
Employees receiving tuition reimbursements who separate employment before two (2) years have
expired must refund the City one hundred percent (100%) for all tuition reimbursements paid in the twelve
(12) month period immediately prior to the separation and fifty percent (50%) for all tuition
reimbursements paid twelve (12) to twenty-four (24) months prior to the separation. This two-year period
commences with the completion of the last course reimbursed under this program.
G-7. Removal from the Tuition Reimbursement Program
Employee participation in the tuition reimbursement program is a privilege, not a right. Therefore,
employees are expected to maintain an above -average level of job performance and avoid any significant
disciplinary action. The City Manager shall have the right to suspend any employee from the tuition
reimbursement program that fails to maintain the proper level of performance and/or conduct.
CITY OF
717,
DES PLAINES
ILLINOIS
MEMORANDUM
Date: October 22, 2010
To: Jason Slowinski, Acting City Manager
From: Dorothy Wisniewski, Finance Director
Subj: Take Home Vehicle and Auto Allowance Analysis
City of Des Plaines
Finance Department
1420 Miner Street
Des Plaines, IL 60016
Tel: 847-391-5325
Fax: 847-391-5402
Issue: During the October 200' Budget meeting, the City Council requested further clarification and research
on individuals that receive an auto allowance or a take home vehicle.
Analysis: At the City Council's request, staff conducted a survey of the surrounding communities in order to
further analyze both take home vehicles and car allowances. The complete survey results are attached to this
memo.
City Owned Take Home Vehicles:
Of the thirty communities surveyed, twenty-four (80 percent) granted take home vehicles for an individual or
individuals working for their respective community. The table below further breaks out the tally per
community.
COUNT Of TAKE HOME VEHICLES
Municipality Count - Take Home Vehicles Population (2) Municipality Count -Take Home Vehicles Population (2)
Arlington Heights
17
76,943
aarrington
3
10,334
Carpentersville
2
38,020
Cary
4
1,965
Deerfield
5
19,636
Des Plaines
13
56,810
Elk Grove
(1)
11
33,124
Evanston
10
77 857
Grayslake
2
21,698
Highland Park
2
31,516
Lake Zurich
8
20,427
lLibertyville
2
1 2 8834
Notes:
(1) These counts are approximated by adding 2 cars per each unspecified
number of depty chiefs.
(2) Poplulations based on 2009 Census Bureau Estimates
Mount Prospect
9
53,050
Niles
9
28,513
Northfield
4
5,463
Palatine
it
66,690
Park Ridge
6
36,806
Schaumburg
7
71,303
Skokie
10
66,468
Streamwood
11
36,974
Vernon Hills
5
24 400
Wheaton
1
10
54,568
-Wheeling
2
35,912
Wilmette
4
26,300
For further information as to the positions assigned a take home vehicle for the above communities, attached
is a detailed survey with the positions listed.
During the October 20`I' Budget meeting the City Council requested that staff provide a detailed list of all
individuals assigned a take home vehicle as well as the total gallons pumped at the Public Works gas pumps
for those specific vehicles. The table below provides such information through September 30, 2010. In
addition the total fuel cost calculation is established by the average cost per gallon for each month that the
fuel usage is calculated.
LEGISLATIVE DEPARTMENT
2010
TOTAL FUEL
AVG. MILES/
AVG. COST/
POSITION TITLE AND/OR NAME INDIVIDUAL
VEHICLE
CERF #
MILEAGE
GALLONS
COST'
GALLON
GALLON
Mayor Marty Moylan
2007 Ford Escape Hybrid
2071
4,227
165.5
$ 405.78
25.5
$ 2.45
FIRE DEPARTMENT
2010
TOTAL FUEL
AVG. MILES/
AVG. COST/
POSITION TITLE AND/OR NAME INDIVIDUAL
VEHICLE
CERF #
MILEAGE
GALLONS
COST'
GALLON
GALLON
Chief Wax
2006 Ford Explorer
C19
14,529
859.5
$ 2,076.62
16.9
$ 2.42
Deputy Chief Ron Eilken
2006 Ford Explorer
C17
11,754
661.4
$ 1,589.76
17.8
$ 2.40
Deputy Randy Trost
2006 Ford Explorer
C18
14,842
630.5
$ 1,520.61
23.5
$ 2.41
On -Call Officer/Investigator - Division Chief Jeff Schuck
2006 Ford Explorer
C14
6,777
500.3
$ 1,201.83
13.5
$ 2.40
On -Call Officer - Division Chief Pete Dyer
2005 Ford Explorer
C12
11,183
878.0
$ 2,117.17
12.7
$ 2.41
Safety Officer- Division Chief Brad Butler
1996 Jeep Cherokee
C16
1,881
123.0
$ 297.04
15.3
$ 2.41
On -Call Officer - Lieutenant Art Zern
2001 Chevy Impala
C21
3,897
176.1
$ 422.62
22.1
$ 2.40
FIRE TOTAL:
3,829
$ 9,225.65
17.4
$ 2.41
POLICE DEPARTMENT
2010
TOTAL FUEL
AVG. MILES/
AVG. COST'/
POSITION TITLE AND/OR NAME INDIVIDUAL
VEHICLE
CERF #
MILEAGE
GALLONS
COST'
GALLON
GALLON
Chief Prandini
2006 Ford Explorer
1
9,638
714.9
$ 1,722.81
13.5
$ 2.41
Deputy Chief Rozkuszka
2004 Chevy Impala
2
8,089
463.1
$ 1,104.39
17.5
S 2.38
Deputy Chief Kozak
2005 Chevy Impala
3
20,667
972.9
$ 2,333.03
21.2
$ 2.40
Deputy Chief Burton
2001 Chevy Impala
4
3,620
228.5
$ 547.71
15.8
$ 2.40
POLICETOTAL
2,379
$ 5,707.94
17.0
$ 2.40
EMERGENCY MANAGEMENT AGENCY DEPARTMENT
2010
TOTAL FUEL
AVG. MILES/
AVG. COST/
POSITION TITLE AND/OR NAME INDIVIDUAL
VEHICLE
CERF #
MILEAGE
GALLONS
COST'
GALLON
GALLON
John Pluta
2006 Crown Victoria
3,870
410.8
$ 986.22
9.4
S 2.40
GRAND TOTALS
N
6,785 $ 16,325.59 17.3 $ 2.41
Employee Allowances
At the October 20°i Budget meeting, the City Council requested that staff provide a comparison of other
communities that offer car allowances. To provide some background information, the Communities that
offer car allowances to individuals do so for some of the following reasons:
• The car allowance does not increase the City's pension contribution costs. Given that the vehicle
allowance is a separate payment, IMRF is not calculated on the amount paid to the employee.
• It is more cost effective than providing the individual with a dedicated city vehicle.
• Car allowances are more flexible in nature and prevent against surplus vehicle inventory.
• It keeps the City compensation package competitive with other communities when recruiting new
employees.
The vehicle allowance in the past has typically been offered to employees at the time of selection for a
particular position and is addressed in the City's Personnel Policy Manual as follows:
7.13. Vehicle Allowance
"A vehicle allowance is additional compensation afforded to management employees who use their
personal vehicle in the conduct of City business. The City Manager may authorize a vehicle allowance
ranging from $150 to $350 per month on a case -by -case basis upon the request of the applicable
Department Director. Management employees assigned a City vehicle shall not be authorized to also
receive a vehicle allowance."
Currently there are five City Employees and one Non -City Employee (Director of Emergency
Communications) that receive a vehicle allowance as follows:
City of Des Plaines
Employees Receiving Auto Allowance
Employee Name
Department
Department Title
Monthly
Allowance
Duebner, Michael
0632
Information Systems
$350
Oakley, Timothy
1811
PW/Engineering
$350
Slowinski, Jason
0631
City Manager
$350
Wiltse, David
0634
Legal Department
$350
Wisniewski, Dorothy
0651
Fiscal Services
$350
Ornberg, Sherrill
206F
Emergency Communications (JETS
Board Employee)
$350
City Staff has also compiled a survey of the surrounding communities to be able to gauge where we fall in
terms of the current vehicle allowance offered as compared to other communities. Of the thirty communities
surveyed, twenty (66 percent) granted car allowances for an individual or individuals working for their
respective community. The table below further breaks out the amounts per community (for the communities
that provided adequate comparable data).
PER CAPITA RANKING OF CAR ALLOWANCES BY MUNICIPALITY
Rank Municipality Number of Individuals Annual Total Population (1) Per Capita Rank
1
Kenilworth
3
$ 14,400.00
2,389
$ 6.03
1
2
Libertyville
6
$ 43,200.00
21,834
$ 1.98
2
3
Highland Park
8
$ 35,829.12
31,516
$ 1.14
3
4
Hoffman Estates
12
$ 40,800,00
53,655
$ 0.76
4
5
Palatine
8
$ 50,400.00
66,690
$ 0.76
5
6
Vernon Hills
3
$ 17,280.00
24,400
$ 0.71
6
7
Barrington
1
$ 4,500.00
10,334
$ 0.44
7
8
Wheeling
4
$ 15,000.00
35,912
$ 0.42
8
9
Wilmette
3
$ 10,500.00
26,300
$ 0.40
9
10
Des Plaines
5
$ 21,000.00
56,810
$ 0.37
10
11
Batavia
2
$ 10,200.00
27,700
$ 0.37
11
12
Lake Zurich
1
$ 7,200.00
20,427
$ 0.35
12
13
Evanston
12
$ 23,676.00
77,857
$ 0.30
13
14
Glenview
2
$ 13,200.00
46,207
$ 0.29
14
15
Mount Prospect
7
$ 8,400.00
53,050
$ 0.16
15
16
Arlington Heights
2
$ 9,600.00
76,943
$ 0.12
16
17
Carpentersville
1
$ 3,600.00
38,020
$ 0.09
17
18
Streamwood
1
$ 1,440.00
36,974
$ 0.04
18
Totals: I I $ 330,225.12 1 707,018
Averages: I I $ 18,345.84 1 39,279
Notes:
(1) Poplulations based on 2009 Census Bureau Estimates
Base on the per capita data shown above, the City of Des Plaines ranks near the middle of the communities
that responded to the survey.
.19
Car Allowance Survey
October 2010
Which positions •.
receive a car
provided, what is the
Which positions have an
Municipalityorganization
•wance?
monthly ..
-. take-home vehicle?
Police Chief, 3 Police Captians,
1Police Commander; Fire Chief, 2
Deputy Fire Chiefs, 2 Fire
Commanders; PW Director, 2 PW
Supervisors; Planning Department
Engineering department director &
Director; 3 Building Department
Arlington Heights
Building department director.
$400 per month.
Supervisors.
Village Manager, Police Chief, Fire
Barrington
Director of Public Works.
$375
Chief.
Police - $5,400 per year,
Batavia
Police Chief & Public Works Director
PW Director - 4,800 Per year
N/A
Carpentersville
Village Manager.
$300
Police & Fire.
Village Administrator, Police Chief,
Cary
None
O
PW Director, Deputy Police Chief.
Car Allowances are issued to
Directors only (except for the City
Manager, Police Chief and Fire
Crystal Lake
Chief)
$350/month
N/A
Village Manager, Building and Code
Enforcement Supervisor, Director of
No car allowance only
Public Works, and Streets and
Deerfield
reimbursements.
N/A.
Utilities Supervisor
Department Heads (minus City
Elgin
manager, Fire and Police Chiefs)
$350/month
N/A
Take Home Only if employee
resides in the Village Deputy Village
Manager, Director of Engineering &
Community Development, Fire
Chief, Police Chief, and Director of
Public Works, Deputy Fire Chiefs,
Elk Grove
N/A
N/A
Deputy Police Chiefs
WC/Safety Manager $50/month
Police Chief, Fire Chief, Deputy
HR Div. Manager $50.00
Police Chiefs, Canine Officer,
Evanston
HR Specialist $50.00
Deputy Fire Chief, Emergency
Rec Center Manager $100.00
Management Coordinator, Fire
Asst. Superintendent Facilities $100.00
Inspector, Water and Sewer
Senior Engineer $100.00
Supervisor
Superintendent of Parks/Forestry $150.00
Superintendent of Recreation $150.00
City Engineer $150.00
Fleet Manager $158.00
Department Director $415.00
City Manager $500.00
Village Manager and Department
Village Manager: $7,200/yr
Glenview
heads are eligible for the benefit
Dept Heads: $6,000/yr
Chief of Police and Commander of
Grayslake
None.
N/A.
Police Operations.
Lar Aiiowance Survey
October 21
positionsWhich
receive a car
provided, what is the
Which positions have an
Municipalityorganization
•
dollar
City Manager, Deputy City Manager,
Assistant City Manager, Director of
Community Development, Director
City Manager - $590.50/month.
Highland Park
of Public Works, Director of Finance
All Others - $342.18/month
Police Chief and Fire Chief
IS Specialist
$50.00
Hoffman Estates
Director of HHS
$100.00
Director of IS
$150.00
Director of Economic Development
$200.00
Director of Finance
$250.00
Deputy Village Manager
$250.00
Human Resources Director
$250.00
Superintendent of Public Works
$400.00
Director of Public Works
$400.00
Development Services Director
$400.00
Sewer & Water Superintendent
$400.00
Village Manager
$550.00
Village Manager, Public Works
Kenilworth
Director, Police Chief.
$400
None.
Police Chief, Fire Chief, Deputy Fire
Chief, PW Superintendent, PW
Director, Utility Superintendent - (3)
Lake Zurich
Village Administrator only.
$600/month.
PW Supervisors.
Finance Director, Assistant Village
Administrator, Police Chief,
Community Development Director,
Libertyville
Director of Public Works
$300/month.
Village Administrator, Fire Chief.
Morton Grove
Eliminated as of January 2010
Eliminated as of January 2010
Village Manager, Human Services
Police Chief, Deputy Police Chief
Director, Dept. Hum. Serv. Director,
(2), Fire Chief, Deputy Fire Chief,
3 Social Workers, Public Health
Village Manager - $4,800; All
Fire Marshall, PW Director, Dep.
Mount Prospect
Nurse.
others - $600
PW Director, Asst. Village Manager
Village Manager, Police Chief, 2nd
in Command Police Department,
Fire Chief, 2nd in Command Fire
Department, MIS Director, Public
Services Director, Superintendent of
Public Services, Community
Niles
None.
None.
Development Director
Village Manager, Police Chief, Fire
Northifeld
None.
N/A.
Chief, Dep. Police Chief, Detective.
Deputy Village Manager, Mayor,
Village Manager, Community
Human Resources Director, Public
Services Director, Police Chief,
Works Director, IT Director, Village
Deputy Police Chiefs (2), Police
Engineer, Finance Director, Planning
Commander (1), Fire Chief, Deputy
Palatine
& Zoning Director.
$1575 per quarter.
Fire Chiefs (2), K-9 Officers (2)
)10
Car Allowance Survey
October 2010
positionsWhich
organization
.•• what is the
Which positions
Municipality..
•. take-home vehicle?
Employees are reimbursed at
Police Chief, Fire Chief, Dire Deputy
.50/mile if they use their own
Chief, Public Works Director, Public
vehicle for travel outside the
Works Superintendent, City
Park Ridge
None.
City for training.
Manager.
Schaumburg
Mayor, Village Manager, Department
Provided bi-weekly for 26
Chief of Police, DC of Police (3),
Directors, Assistants to Village
pays: Mayor and Village
Canine Officer, Fire Chief, DC of
Manager, Deputy Director of Public
Manager $319.81, Directors
Fire (2)
Works
and Assts to Village Manager
$228.77, and Deputy PW
Director $143.31
Village Manager, Asst. Village
Manager, Fire Chief, (2) Deputy Fire
Chiefs, Police Chief, Deputy Police
Chief, Public Works Director, Police
Investigation Commander, K-9
Skokie
None.
Not applicable.
Officer.
Vehicles assigned to the Village
President, Village Manager,
Community Development Director,
Public Works Director, Public Works
Superintendent, Police Chief,
Deputy Police Chiefs (2), Police
Detective Commander, Fire Chief,
Streamwood
Finance Director
$120.00
Deputy Fire Chief.
Asst Vlg Mgr/Dir of Comm Dev,
Director of Public Works/Village
Village Manager, Chief of Police, 2
Engineer, and Building
Deputy Chiefs and Investigations
Vernon Hills
Commissioner.
$480/month.
Commander.
The Following: Police Chief, Police
Deputy Cheifs, Fire Chief, Fire
Deputy Cheifs, Engineering Director,
and some superindendants in Public
Wheaton
PW Director
unspecified/NA
Works
Village Manager, Public Works
Director, Community Development
Director and Economic Development
$6,000 for VM. $3,000 for all
Wheeling
Director.
others.
Fire Chief and Police Chief.
Village Manager- $6,000. Public
Works Director- $3,600. Sanitarian-
$3,600 (paid by 4 municipalities that
Police Chief, Deputy Police Chief,
Wilmette
are serviced by this position)
Fire Chief, Deputy Fire Chief.
CITY OF
DES PLAINES
ILLINOIS
INTEROFFICE MEMORANDUM
Date: October 12, 2010
To: Jason Slowinski, Acting City Manager
Dorothy Wisniewski, Director of Finance
From: Michael J. Earl, Director of Human Resources
Re: Subsidy: Medicare Retirees
City of Des Plaines
City Manager's Office
Human Resources Division
Des Plaines, IL 60016
Tel: 847-391-5651
Fax: 847-827-2292
Issue: At the September 30, 2010 Budget Hearing, the City Council raised a question pertaining to
the Subsidy -Medicare Retiree account in the Health Benefits Fund.
The City Council questioned a statement in the overview section that reads as follows: Since 2004,
the City has implemented a practice of subsidizing Medicare -eligible retirees (i.e. 65 and older) so
that their combined Medicare and City monthly premiums are equal to the monthly premiums paid
by non -Medicare retirees. The Council requested staff provide some background and context as to
how this subsidy came about.
Background: State statute requires the City to offer retirees the opportunity to participate in the
City's health insurance plan. State law does not require employers to pay for retiree health
insurance coverage, only that it be offered. Accordingly, the City's Personnel Policy Manual
includes the following policies:
17.4. Retiree Group Health & Dental Insurance
Retirees and participating dependents have the option of continuing in the current group
health and dental plans with the full pre -payment of the monthly premiums. Participation
must be continuous and uninterrupted from the last day of active employment. Premium
payments are due the 1st of each month of coverage. Retirees may have their monthly
premium payments deducted directly from their checking account, pension check, or
RHS plan account. Retirees eligible for, or becoming eligible for Medicare after retiring,
may elect to continue group health insurance participation under a Medicare enrollment
option. The spouse and/or eligible dependent(s) of a deceased retiree, if covered under a
City health plan at the time of the death, may continue the group health insurance
participation with the full and uninterrupted pre -payment of the monthly premiums. (See
Section 15.8 Insurance Continuation for Retirement/Disability for more information).
15.8. Insurance Continuation for Retirement/Disability
The Illinois Compiled Statutes allows employees who are about to receive retirement or
disability payments through a City pension program (See Chapter XVII Retirement &
Pension Programs) the right to elect continued participation in a City group health
insurance plan. The Statutes require that the participation be continuous and
uninterrupted from the time the City's co -payment of premiums ceases. The City also
extends the option of continuous and uninterrupted participation in a City group dental
insurance plan. Continued participation includes the right to change plans and/or types of
coverage during the annual open -enrollment period. If coverage is interrupted and
ceases, the former employee cannot re -enroll into a City group insurance program at a
later date. Pensioners are responsible for the full pre -payment of the monthly premium
(employer and employee co -payments). Also, when eligible, pensioners may continue
participation in the group insurance plan under a Medicare plan.
Research and Analysis: In 2003 a committee of retirees was formed called the Association of
Retired Employees (ARE). During that time there were 148 retirees and dependants receiving
retiree health insurance coverage from the City. Currently there are 87 retirees and dependants on
the City's health plan.
During the 2004 Budget Hearings the group's representatives appeared before the City Council to
discuss the varying costs of Health Insurance for Retirees. The main concern that the group raised
was that retirees on Medicare (aged 65 and older) pay more for health insurance that do retirees
aged 64 or younger. The reason for the disparity in premiums is that Medicare Retirees pay a
monthly premium to the City and a monthly premium to the Federal Government for Medicare
benefits, while Non -Medicare employees only pay a premium to the City.
For retirees, the City's plan is preferred to Medicare in large part due to the favorable prescription
drug benefit. In this context, the City Council approved a subsidy for those retirees on Medicare.
The concerns are summarized in a memorandum (see attached) dated January 8, 2004 from then
Acting Director of Human Resources Jason Bajor.
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