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CITY OF WEST CHICAGO
FINANCE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: ‘t.C.* 4.€.
Resolution No. 23-R-0064 — Updated Budget Policy
FILE NUMBER:
Ordinance No. 23-0-0026 — Public Benefit Fund
COMMITTEE AGENDA DATE: 09/05/2023
COUNCIL AGENDA DATE: 09/05/2023
STAFF REVIEW: SIGNATURE
APPROVED BY CITY ADMINISTRATOR: SIGNATURE
ITEM SUMMARY:
With the new Community Park plan design nearing completion, staff was tasked with recommending a
plan for funding the various components over time. The attached Budget Policy recommends depositing
video gaming revenues in the Community Park Fund (done now, but this formalizes it) and that reserves
in excess of the City’s Reserve Policy be automatically transferred to the Park Fund via the audit
process. One minor change regarding IT purchases is also included, which accounts for justified sole
source purchases where obtaining multiple quotes isn’t possible or practical.
The attached Ordinance removes the language regarding the Public Benefit Fund from the City Code, as
that fund will now be used for the operating and capital costs associated with the new Community Park.
All of these actions are consistent with the previously given informal direction of the City Council and/or
Finance Committee.
STAFF RECOMMENDATION:
Staff recommends approval of Resolution No. 23-R-0064 and adoption of Ordinance No. 23-0-0026.
COMMITTEE RECOMMENDATION:

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RESOLUTION NO. 23-R-0064
A RESOLUTION UPDATING THE CITY OF WEST
CHICAGO’S BUDGET POLICY
BE IT RESOLVED by the City Council of the City of West Chicago, in
regular session assembled, that the City’s Budget Policy is hereby updated, in
substantially the form attached hereto and incorporated herein as Exhibit “A.
APPROVED this 5" day of September 2023.
AYES:
NAYES:
ABSTAIN:
ABSENT:
Mayor Ruben Pineda
ATTEST:
Executive Office Manager, Valeria Perez

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BUDGET PHILOSOPHY AND POLICY
Serving the public trust requires that the annual budget provide the best possible balance of
allocation to meet the varied needs of all citizens. The budget is a principal management tool for
the City administration and, in allocating the City's resources, it both reflects and defines the annual
work plan. In this context, the budget provides a framework for us to accomplish our mission,
which is:
"To assure a safe, cohesive and dynamic community that is responsive to the needs of
both citizens and businesses as it strives for continuous improvement."
The budget should also reflect important organization values such as integrity, teamwork, service
excellence, personal growth, and innovation.
In addition to balancing allocations to meet community needs and incorporating our mission and
values, a successful annual budget preparation process requires excellent communications, citizen
outreach, and a commitment to excellence. To this end, the process must be a cooperative effort
of the entire City organization.
West Chicago prides itself on being an increasingly progressive community, willing to challenge
the status quo and moving toward the "cutting edge". City staff has accepted this challenge by
developing the budget within the context of a search for creative solutions for the delivery of City
services. The budget will emphasize policy and procedure reviews to improve the productivity
and effectiveness of service delivery to citizens and employees. Teamwork and efficiency
enhancements will limit the amount of bureaucratic "red tape" required, both between functional
areas within the City, and between City staff and our customers. The overriding goals must be to
support the high standards set by the community and to provide long-term value at reasonable cost.
The budget will be based upon timely, consistent and clearly articulated policies. It will be realistic
and will include adequate resources to meet assigned work programs. Once adopted, within the
parameters of policy guidelines, Department Directors will be given full spending authority for
their budget(s).
The budget policies of the City are rooted in a history of conservative budgeting practices. They’re
based on a commitment to provide quality services while maximizing the return for each dollar
spent. Revenue sources are diversified as much as possible to avoid the impacts of fluctuations in
a particular revenue source. The following is the Budget Policy the City Council has used as a
continuing foundation for fiscal discipline:
e Revenues are conservatively projected using historical trends, reasonably expected
changes in the coming year, and an analysis of anticipated economic conditions in the
region, the state and the nation.
should strive to increase this amount to 35%.
e__The General Fund shall have a fund balance equal to at least 25% of revenues; the City
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Formatted: List Paragraph, Left, No bullets or
numbering

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All revenues associated with video gaming shall be deposited into the Community Park
Fund (former Public Benefit Fund). Any fund balance in the General Fund in excess of
35%! shall be transferred to the Community Park Fund without the need for any separate
Budget Amendment after the completion of the annual Audit once that figure is known.
The budget is flexible within each Department. Over expenditures in one line item should
be compensated within the Departmental Budget. Each Department may not overspend its
total Departmental Budget without prior approval. Department Directors may not exceed
the staffing levels approved in the Budget. The City Administrator may authorize transfers
within a fund.
Major capital expenditures not related to either the water or sewer utilities for the next five
years will be identified in the Capital Projects Fund Budget. This Budget will be updated
on an annual basis. Smaller capital purchases may be included in each Department’s
operating budget.
User fees, such as water and sewer charges, will be reviewed annually. This is done to
ensure that fees cover costs, if intended to do so, meet debt service requirements, and are
affordable.
Implementation of the Budget will be monitored continuously. Purchase orders will be
issued only when adequate funding is available. Based upon experience with higher prices
via the bidding process and after receiving direction from the City Council, information
technology equipment purchases and maintenance contracts do not have to be bid, so long
as multiple written quotes are obtained to show that the price is reasonable or else it is a
justified sole source purchase.
All home rule sales tax receipts and taxes from the consumption of natural gas shall be
deposited in the Capital Projects Fund.
' For 2023, this calculation shall be made and the transfer occur after the Interfund Balance of $692,086 is
eliminated per Ordinance No. 23-0-0024. This footnote shall be deleted from the Budget Policy once this occurs.
ii

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uplandDesign
West Chicago Park Development Prepared Date: 07/06/2023
City of West Chicago #1071
Phase 0 Phase 1 Phase 2 Phase 3 Phase 4
Summary Cost 2024 2025 2026 - OSLAD 2027 2028
COST ae ee eee ee ee |
Asphalt Trails - North SE Se ee ee Cl ee ea eT
Asphalt Trails - Center Loop $106,107.80 JesuguaeumueealSmg20MG74I9G)) | cauinie socal eee
Asphalt Trails - South $546,612.07 || SE |e8s4612}206152:| ieee
Sled Hill $ 720,260.40 [aeRO | Seen) 2 SAS isaiB 1G )718741 | eee eG
CentralParkingLot.—=Ss=~—“‘;S™!™!CCC~C~dSSC*«iBWSHSSG|C‘dS«~=«258,030.75'/'$ 266,268.23] |
Seu Parking bet et pe pt
2-12 Playground CY Se a ee eee ee
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Challenge Course. C—“—*é‘“C;**C~C~idSSCSC*éGOB $= 15165133518) | Eiiiiize ier ie | ee eee
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Tennis Courts - 2 New Courts $433,571.54 Eimeeiee ei[,.5 5 ASR 85)600N 21 esac
Precast Restroom Building - 2 Unisex Restrooms _|$ 1419,67471| —Sss—sC«d S$ 1,504,855.20[ J
iCommuntyPaviion |= S«dY S$ 655,520.68 | etme ee NS. 714551 7.54 Phat
Two Picnic Grove Shelters-North_——=—=—=s«dS$~—2to,aeseaf CE CT 28572152]
One Picnic Grove Shelter-South——=—=—=«d S$ —tosaaatof CE 121,017.02 |
MuliUserieds | s~«CSSCS~s«sC~S S$ «4,045 ee aS. _47,000:59)) sees sg ee ere
Basketball Court-1FulSze_==SCSCSC~iSSC«CN BAS 2001205
$_1,635,551.24 | $_1,681,840.43
ea ee ee ee ee
Page 1 of 1
Upland Design Ltd
Chicago 312.350.4088 uplandDesign.com 815.254.0091 Plainfield

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ORDINANCE NO. 23-0-0026
AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE
CITY OF WEST CHICAGO - PUBLIC BENEFIT FUND
WHEREAS, the City Council of the City of West Chicago has been working on the
design of a park on the land formerly known as the Rare Earth’s Facility; and
WHEREAS, now that the park plan, after significant community input, is nearing
completion; and
WHEREAS, the City Council has tasked the City Administrator to recommend a funding
strategy to construct the various park amenities in phases; and
WHEREAS, the City Council has amended its Budget Policy to incorporate those
recommendations; and
WHEREAS, the language in the City Code regarding the Public Benefit Fund is no
longer needed in light of this funding strategy.
NOW, THEREFORE, BE IT ORDAINDED by the City Council of the City of West
Chicago, in regular session assembled as follows:
Section 1. That Article XII of the Code of Ordinances of the City of West Chicago is
hereby deleted in its entirety and that Section 2-745 of the Code is hereby marked as “Reserved”.
SECTION 2. That all ordinances and resolutions, or parts thereof, in conflict with the
provisions of this Ordinance are, to the extent of such conflict, expressly repealed.

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SECTION 3. That this Ordinance shall be in full force and effect from and after its
passage and publication in pamphlet form as provided by law.
PASSED this 5" day of September 2023.
Alderman D. Beebe Alderman L. Chassee
Alderman J. Sheahan Alderman H. Brown
Alderman A. Hallett Alderman C. Dettmann
Alderman M. Birch-Ferguson Alderman S. Dimas
Alderman J. Smith, Jr.
Alderman R. Stout
Alderman J. Morano
Alderman C. Swiatek
Alderman J. Short
Ward 7 — Vacant
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APPROVED as to form:
City Attorney
APPROVED this 5" day of September 2023.
Mayor Ruben Pineda
ATTEST:
Executive Office Manager Valeria Perez
PUBLISHED:
Mayor Ruben Pineda
ATTEST:
Executive Office Manager, Valeria Perez