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HomeMy WebLinkAbout94-43 Resolution No. 94-43 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH L.F. SLOANE CONSULTING GROUP, INC. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Robert Gilliam, Mayor Pro Tem, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with L.F. Sloane Consulting Group, Inc. for a market study for a Mausoleum at the Bluff City Cemetery, a copy of which is attached hereto and made a part hereof by reference. s/ Robert Gilliam Robert Gilliam, Mayor Pro Tem Presented: February 23, 1994 Adopted: February 23, 1994 Omnibus Vote: Yeas 5 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk f., AGREEMENT FOR MARKET STUDY OF BLUFF CITY CEMETERY THIS AGREEMENT made and entered into on this Arday of :7,4%2A,u,1 , 1994, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the "City" ) a d the L.F. Sloane Consulting Group, Inc. , an Illinois corporation, (hereinafter referred to as "Consultant" ) , WITNESSETH: WHEREAS, the City has determined it to be in its best interests to obtain the assistance of an expert concerning a market study of the Bluff City Cemetery; and WHEREAS, Consultant is an expert in the relevant market and desires to enter into an agreement to render Consultant services to the City. NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows : 1. That Consultant shall provide and direct the necessary qualified personnel to perform the services described in the proposal for a mausoleum market feasibility for Bluff City Cemetery, Elgin, Illinois, a copy of which is attached hereto and made a part hereof by reference as Exhibit 1 . 2 . That Consultant' s study will be completed not more than sixty ( 60) days following execution of this agreement. 3 . That so long as Consultant is discharging its obligations hereunder, Consultant shall be paid a fee for such services as set forth in Exhibit 1 . Said fee shall not exceed Three Thousand Seven Hundred Fifty and no/100ths ( $3, 750 . 00) for all tasks combined. Said fee shall be payable within sixty (60) days of receipt by the City of Consultant' s final report and an invoice for services rendered by Consultant. 4 . That the results of Consultants ' services under this Agreement shall be the exclusive property of the City of Elgin, and all documents ( including without limitation all writings, computer or machine readable data and all copies or reproductions thereof) which describe or relate to the service performed or to be performed pursuant to this Agreement or the results thereof, including without limitation, all notes, data, reports or other information received or generated in the performance of this Agreement, shall be the exclusive property of the City of Elgin and shall be delivered to the City upon request (except for one copy which may be retained for Consultant its confidential files) . No articles, papers, treatises , or presentations related to or in any way based ir • upon or associated with the services performed pursuant to this Agreement shall be presented or submitted for publication without the prior written consent of the City of Elgin. 5 . That this Agreement includes those additional provisions contained in Exhibits 2, 3 and 4, which are attached hereto and made a part hereof by this reference. IN WITNESS WHEREOF, the parties have executed this agreement on the date and year first written above. L.F. SLOANE CONSULTING CITY OF IN GROUP, INC. / 7 r By ��/ � %�', 44/1`- By ' 06E fli2S(L).!\Ir Robert Gilliam, Mayor Pro Tem Attest: Attest: Ci Clerk -2- L.F. Sloane Consulting Group PROPOSAL FOR A MAUSOLEUM MARKET FEASIBILITY STUDY FOR BLUFF CITY CEMETERY. ELGIN. IL The following is our proposal to you for our firm to conduct a feasibility market study to identify the favorable or unfavorable recognition of the Bluff City Cemetery; the consumer preference for type of burial, particularly above-ground mausoleum burial and cremation; and the percentage of the primary market who do not yet own cemetery property. Following as an appendix to our proposal are brief resumes of the consultants within our firm including each member's experience and education; references for our firm conducting such studies including telephone contacts; a record of our Insurance Policy; our firm's Affirmative Action Plan, the City Bidder Employee Utilization Form and Certification Requirement; our Equal Employment Written Commitment Guideline; and our Sexual Harassment Policy Statement. We propose to conduct a properly designed telephone survey of the Bluff City Cemetery market area to: (1) Determine the favorable or unfavorable recognition of the cemetery; (2) Identify burial preferences among owners and non-owners of cemetery space; and (3) Determine the level of ownership of cemetery property within the market area. Secondly, we will identify the Bluff City Cemetery's primary competitors, attempt to determine each cemetery's current market share and understand the services each cemetery provides (i.e., monument lots, memorial park lots, cremation niche space, mausoleum crypts, etc.). Further, we will review the demographic composition of the market area and examine 1995 and 2000 population projections, age qualifiers for cemetery services and the like. We will prepare and submit a preliminary analysis of our investigation and market research for discussion with first, the City of Elgin staff and secondly, with the Parks Recreation Board. Following these discussion meetings, we will finalize our report and submit the written analysis to the City of Elgin. The final report will contain our conclusions and recommendations. EXHIBIT 1 L.F. Sloane Consulting Group The study will be completed in not more than sixty (60) days following a start work order from the City of Elgin subject to the City's ability to schedule staff and the Parks Recreation Board meetings within such timeframe. The methodology will be for the City Representative to review our survey content, sample size and demographic qualifiers. The survey will be implemented and the results tabulated. Simultaneous to this we will examine the competition and the area demographic data. With these elements in hand we will begin drafting our report and convene the appropriate meetings. Following these discussions our report will be finalized and submitted. We are fortunate to have previously worked in the Community for the Diocese of Rockford, IL and its cemetery - Mount Hope. Further, we have offices in Chicago staffed by Gail L Beckman who will be primarily responsible for this study and presentation of such study results and conclusions. With the limited travel costs we proposed to do the entire study as described for a fixed fee of $3,750.00 inclusive of travel expenses and ordinary office expenses. In the event the City requires meeting beyond those proposed in the Request for Proposal, we will charge a per diem rate of $600.00 for such meetings or testimony. In the event the scope of services are revised we shall provide services as requested at our published rate of $60.00 per hour. We will furnish the City of Elgin with an original final report and two (2) copies of such report within the stated fee above. Additional copies will be provided at the cost of such reproduction as an authorized disbursement. We feel highly qualified to provide the services described and it is our hope we can work with the City in the study of the feasibility of the mausoleum in the Bluff City Cemetery. Respectfully submitted, Lawrence F. Sloane President 2 L.F. Sloane Consulting Group References Regrettably most cemetery operators do not conduct ample detail market surveys prior to making capital funding decisions. As such we have many, many client experience where market analysis is a key element, however, we may not have actually conducted a telephone survey. (1) Management Review 1991 City of Muskegon, MI Cemetery System Ric Scott, Director of Parks & Recreation (616) 724-6704 (2) Management/Operational Review 1992-93 City of Grand Rapids, MI Cemetery System Rick Griffin, Cemetery Supervisor (616) 456-3216 (3) Town of Vail, CO 1992-93 New Cemetery Master Plan, Management Analysis Andy Knutsen (303) 479-2138 (4) Town of West Hartford 1992-93 Cemetery System Study/Mausoleum Feasibility James Capodiece, Director Parks & Recreation (203) 523-3159 Attached is a full list of our current and post clients for your information and review. If you wish additional specific references, please contact Gail L. Beckman at (312) 477- 1778. L.F. Sloane Consulting Group LF. SLOANE CONSULTING GROUP, INC. MANAGEMENT *MARKETING *ADVERTISING *PUBLIC RELATIONS CONSULTANTS Serving Religious, Not-For-Profit, Private and Public Companies Primarily Within the Cemetery/ Funeral Service Industry • L.F. Sloane Consulting Group INTRODUCTION Since its inception in 1981, the L.F. Sloane This pride, coupled with a willingness to Consulting Group, Inc. has grown to be one work hard to achieve goals and objections, of the largest consulting firms serving the is a key reason for the growth of the firm. Cemetery/Funeral Service Industry. As consultants we strive to tailor the services you require to meet your specific needs The firm, with offices in Albany, New York thoughtfully, completely and on schedule. and Chicago, Illinois, is positioned to work with clients on a national basis. We are proud of our firms associations with The drive, the know how, the experience. many of the great cemeteries in the United Should you settle for any less? States and we are equally proud of our relationships with and the work we do for every one of our clients. L.F. Sloane Consulting Group OUR CREDENTIALS * Experience: * Repan: Over a decade of experience as a full service We are particularly proud of the results we firm. All of our professional staff have achieve for our clients and the reputation direct Cemetery/Funeral administration, which follows. sales and marketing experience. * Specialization; * Knowledge: We are one of the few firms rms which serves As a fine we regularly address state, regional the Cemetery/Funeral Industry primarily. and national association audiences. Whether the subject is legislation and regulation; new sources of revenue; management and physical master planning; ' National Company: marketing to today's consumers or sales, sales, sales, we endeavor to intelligently look at the issues with an eye for solutions. Our clients are from all regions of the Country. With multiple offices we can meet your needs cost effectively. L.F. Sloane Consulting Group LAWRENCE F. SLOANE PRESIDENT Lawrence F. Sloane, the firm's founder and In 1981, Lany formed his firm and has president, is a fourth generation cemeterian served the industry as a management, with a unique blend of experience as a marketing and public affairs consultant for practical every day Cemetery manager, over a decade. A past president of the New service in the public sector and as a York State Association of Cemeteries, Lany consultant. remains very active in the Association. He has addressed the F.A.A. and the A.C.A. A graduate of.Syracuse University, Lany Spring and Fall Conventions on numerous served as administrator and sales manager occasions as well as many state and for Oakwood Cemeteries in Syracuse, New regional groups York for eleven years. The company included historic monumented Oakwood, a Larry serves as a member of the ACA turn of the century Garden . Cemetery, Government and Legal Affairs Committee Morningside and a memorial park White and as Chainnan of the Organizations Chapel. The Cemeteries also operated nine Committee on State Associations and religious cemeteries for the Jewish Legislation. Community in Syracuse: During this same period, Larry worked for The firm, under Larry's leadership relocated the New York State Senate. His role was as to Albany, New York from Syracuse in 1984 the Director of Operations for fust the and expanded by opening offices in Senate Committee on Corporations, Chicago, Illinois in 1990. Committed to Authorities and Commissions and later the this service industry, Larry continues to seek Senate Committee on Insurance. His work improved and innovative ways to assist his for the Senate spanned seven legislative clients in achieving excellence. sessions. L.F. Sloane Consulting Group R. MATTHEW SWEENEY VICE-PRESIDENT R.Matthew Sweeney joined the firm in This hands-on experience was critical 1989 as Vice-President with client to his meeting the needs of the firm. responsibilities in the Eastern United States based in Albany, New York This blend of disciplines - accounting Matthew, with a Bachelor of Arts fiscal policy, funeral directing and Degree in Economics from the State sales - coupled with a willingness to University of New York in Albany, is meet deadlines gives Matthew the skills also a licensed Funeral Director. His to serve the firms clients. In addition direct funeral directing experience to constant sales activities, Matthew is adds a dimension to the firm as primarily responsible for the firms work combination operations continue to be assisting clients with automation and more common place computerization of administration in all phases. For the two years prior to joining the firm, Matthew mastered cemetery sales as a memorial counselor at St. Michael's Cemetery in Queens, New York a Sloane client. GAIL L. BECKMAN VICE-PRESIDENT Gail L Beckman was named Vice-President The sale of Rosehill coupled with her of the firm in 1991. Gag a graduate experience in automating the cemetery, • of Valparaiso University, leads the firms developing personnel policies and benefit Midwest Offices in Chicago. Again, plan management, and her oversight of seeking a depth of hands-on experience, fiscal controls and processes for seven Gail joined the firm after serving as years, qualifies Gail to meet your cemetery's the Chief Operating Office for historic needs. Rosehill Cemetery on Chicago's northside. Her extensive experience at Rosehill A Chicago area native, Gail also handled including transforming a 330 acre all public relations duties at Rosehill traditional cemetery into a modern, developing and implementing tours and responsive business. Gail had oversight events, as well as,.public presentations. responsibilities over sales and marketing This ties in with the fines committment to and maintenance and direct control over public relations as a key element in cemetery all administrative aspects of the management. Further, Gail worked closely company. During her tenure at Rosehill with Larry Sloane as Sloane served as a the company experienced outstanding consultant to Rosehill during this period growth leading to its sale to Service and through the sale of the company. Corporation International. L.F. Sloane Consulting Group. STEVEN G. SLOANE - ADMINISTRATOR Steven G. Sloane joined our fm in Steven, after attending the State University 1990 and serves as the primary of New York at Brockport,joined Oakwood administrator for the fnn. Steven, Cemeteries and was assigned to operate the Larry's brother, also has hands-on Onondaga Valley property under contract. cemetery management experience as the As the business manager for the firm, Steven general superintendent of Onondaga Valley also provides client services primarily in Cemetery in Central New York New York STEPHANIE C. DESANTIS MARKETING DIRECTOR Stephanie C. DeSantis was appointed largest advertising agencies. This Director of Marketing in late 1991 purchasing experience ties in specifically due to the growth of the direct with Stephanie's mission of assisting advertising segment of the firm. consultants with marketing and advertising A Long Island native, Stephanie . planning budgeting and following through to is a graduate of the State University secure the best value and results for our of New York at Binghamton. Prior to clients. joining our fnn, Stephanie spent ten years working for advertising agencies With Stephanie on board, our fun operates in New York City and Albany, New York as an in-house advertising agency as well as networking with outside agencies or Kirkman For the seven years immediately before 3hree. coming to Sloane she supervised all media purchases for one of Albany's L.F. Sloane Consulting Group CAPABILITIES BUSINESS PLANNING ADVERTISING DEVELOPMENT * Inventory analysis and projections * Complete direct mail services * Pricing and product mix analysis • List sources, research * Mausoleum planning and financial * Display print ads models * Brochure creative and printing * Cash flow analysis * Cartography services * Personnel needs and compensation * Electronic audio and video presentations * Competition and demographic reports * Electronic advertising * Overall active life projections * Specialty forms, maps, rules and * Trust fund development planning and regulation presentation investment vehicles * Lawn crypt development and sales PUBLIC RELATIONS SERVICES systems * News articles concept and copy SALES AND MARKETING * Release placements * Event, conference, meeting planning * Sales planning and projections * Newsletter copy/implementation * Marketing strategies * Public relations concepts and CEMETERY/FUNERAL HOME implementation EVALUATIONS * Sales programming and terms of sale * Sales management and sales counselors • Evaluations and approvals in conjunction recruiting/training with corporate financing estate planning * Supervision with continuing training succession planning * Total sales contracts where appropriate * Business brokerage of Cemetery and Funeral Service firms ADMINISTRATION REGULATORY COMPLIANCE * Office operations and procedures manuals, automation programming * OSHA Reviews, ADA Reviews, Medical * Personnel needs and job descriptions Family Leave Act assistance * New products and services development * State and Local Regulatory Compliance * Trust fund development programs Services * Capital budgeting and equipment reviews * Collection systems, consumer relations L.F. Sloane Consulting Group flow We Work The Sloane Consulting Group works closely with each client to establish ongoing goals to develop the needed programs to meet stated objectives. We listen to the client and respond to your specific problems. As Consultants we provide our services on a time basis. Our current fee structure is as follows: Per Diem (On Site with Client.) $600.00 per day plus reasonable travel expenses flourly (Work in Our Offices in Albany or Chicago) Consultant $ 60.00 per hour Cartography $ 25.00 per hour Clerical (Where Authorized) $ 15.00 per hour The firm does not invoke ordinary office expense such as telephone expenses, photocopying or mailing costs. We will invoice at cost special handling expenses or authorized disbursements. Work done in conjunction with the development of marketing or advertising services will be n , invoked per estimates by our firm or by the advertising agency providing such services. Where requested, we will provide cost estimates or fixed fee agreements for specific projects or levels of service. Further, we offer fixed fee retainer agreements generally inclusive of travel related expenses. • In certain circumstances for sales services our fees are based upon a percentage of such sales. These arrangements vary based upon the level of services provided L.F. Sloane Consulting Group ASSOCIATION PARTICIPATION National American Cemetery Association National Catholic Cemetery Conference Pre Arrangement Association of America Cremation Association of North America American Society of Appraisers Begional/State/Local ocal New York State Association of.Cemeteries New York State Funeral Directors Association New England Association of Cemeteries Southern Cemetery Association Illinois Cemetery Association Ohio Cemetery Superintendent's Association New Jersey Cemetery Association As members in good standing of these associations, • we subscribe to and uphold their respective code of ethics and good cemetery practices. L.F. Sloane Consulting Group CURRENT AND FORMER CLIENTS Pinelawn Memorial Park The Woodlawn Cemetery Farmingdale, NY Brom NY St Michael's Cemetery Trinity Church Wall Street E. Elmhurst, NY New York, NY Vestal Hills Memorial Park Cedar Hill Cemetery Vestal, NY Newburgh, NY Oakwood Cemeteries Riverside Cemetery Syracuse, NY Rochester, NY Albany Rural Cemetery Wdtwyck Cemetery Albany, NY Kingston, NY Diocese of Albany, NY Sunset Hills Memorial Park Riverhurst Memorial Association Jamestown, NY Endicott, NY Woodlawn Cemetery St. Mary's, Oneonta, NY Syracuse, NY Mount Hope Cemetery. Graceland Cemetery Rochester, NY Albany, NY Crown Hill Memorial Park Vale Cemetery Utica, NY Schenectady, NY Memory's Garden Forest Lawn Cemetery Albany, NY Buffalo, NY Dale Cemetery Poughkeepsie Rural Ossinging, NY Poughkeepsie, NY Lakeside Cemetery Elmlawn Cemetery Hamburg NY Kenmore, NY Oakwood Cemetery Town of E. Hampton Troy, NY E. Hampton, NY The Episcopal Diocese of LI White Sulpher Springs Cemetery Garden City, NY White Sulpher Springs, NY L.F. Sloane Consulting Group CURRENT AND FORMER CLIENTS • (Continued) Archdiocese of San Francisco, CA Hollywood Cemetery Hollywood Memorial Park Union, NJ Union, NJ Somerset Hills Memorial Park Fairmount Cemetery Busking Ridge, NJ Newark, NJ St. Bernard's Cemetery Cedar Lawn Cemetery Bernardsville NJ Paterson, NJ Locustwood Cemetery St. Michael's, Passaic, NJ Camden, NJ Princeton Memorial Park Woodbridge Memorial Park Allentown, NJ Woodbridge, NJ Arlington Cemetery St David's Episcopal Church Philadelphia, PA Radnor, PA St James Cemetery Diocese of Erie, PA Glastonbury, CT Lakeview Cemetery Diocese.of Norwich, CT Cleveland, OH Swan Point Cemetery Pawtucket Memorial Park Providence RI Worwicic RI Highland Memorial Park Woodlawn Cemetery Johnston, RI Everett, MO Linwood Cemetery St: Mary's Cemetery Hoverhilg MA Randolph, MA Town of Vail St. Patrick's, Lowell MA Vail CO St. Marcus Cemetery City of Muskegon St. Louis, MO Muskegon, MI • Elmwood Cemetery Diocese of Saginaw, MI Detroit, MI Rosehill Cemetery Oakwoods Cemetery Chicago, IL Chicago, IL Diocese of Rockford, IL Oakdale Cemetery Diocese of Joliet, IL Davenport, IA Mound Grove Cemetery Forest Home Cemetery Kankakee, IL Chicago, IL Graceland/Fairlawn Resurrection, Danville, IL DeCatur, IL Oak Ridge/Glen Oak Cemeteries Evergreen Cemetery Hillside, IL Evergreen Park, IL Walker and Walker Trinity Cemeteries Southfield, MI Tarpon Springs, FL Diocese of Memphis, TN West Laurel Hills Cemetery Fair Lawn Memorial Cemetery Bala Cynwyd, PA Fair Lawn, NJ amt. 6/1S/92 • • • • • CITE OF F.WI$, ILLINOIS • AFFI1 ATNF ACTION/CERTIFYCIITION REQUIREMENT1' Please submit this completed and signed form(s) along with your proposal. No proposal will be accepted without this information. • 3. TO assure compliance with the City of Elgin's contract compliance ordinance, all contractors and vendors' herein referred to as "bidders", are requested to submit the following Affirmative Action informations • 1., Work Force Analyeis using the enclosed bidder's employee utilisation form. ' ' 2... Provide the..J information required by item 13 on the employee utilisation form if the answer to question 2 on the form is 'yes' . 3. Provide a written commitment outlining the steps that the bidder plans to take in the area of • recruitment and promotion of minorities and female to assure equal employment opportunity. (A copy of the bidder's affirmative action plan may be submitted in lieu of this requirement. ) • 2. The undersigned certifies that the offerer is not delinquent in the payment of any tax administered by the Illinois Department of Revenue unless there is a'pending proceeding contesting the tax. 3. The undersigned certifies that the offerer is not barred from offering on this solicitation as a result of a conviction for the violation of State law prohibiting bid-rigging or bid rotating. Signature/Tole 4"4"4Z-` President Company Name L.F. Sloane Consulting Group. Inc. Address 318 Delaware Avenue, Delmar f.1Y 12054 • • • Phone )(umber ( 518) 439-8138 • FRIM • • EXHIBIT 2 • . blLf'dltdt' MdUSO1CUf ILL (VU .J1f-5251- U4( V .U:) • BIDDERls EMPLOYEE UTILIZATION Fo This report is required by the City of Elgin and shall be • submitted before the contract can be awarded. Chapter 3.12.1000 Affirmative Action — City Contracts 1. Name arid- Address of Bidder Description of Project ,L.F. Sloane Cons0.tinq Group Mausoleum Feasibility & ,318 Delaware Aven}ze Market Study for ,nelmar. NY 12054 Bluff City Cemetery • /51, 11113:411 JOB CATEGORIES ° VMS 1523 aes was ast __ •� 1 r . r Y r K r Kf ki r v r It Pro essiona 0% '�!- - - 1 0% 1:0% 7 • TOTALS 3/ 3 el Company OM end uUUe Telephone Flo. Date Mined Page ►rGUA .Lt4 (518) 439-8. 38 9/17/93 -L01-1— Nave L0d.Lhave you ever been awarded a bid by the City of 'Clain? YES A Nro 0. If the answer to *18 is yes, please submit a copy of tla• fro lae• 'utilisation Form that wes submitted With your loot suooessful bid along with a fully completed Copy of this form. 4. If the statistical data provided above show under-- utilisation of minority and/or female, please submit, • a000rding to the guideline provided in the atteobed doauraent, a. written commitment to provide *coral employment opportunity. NOTE: to the event that a contractor or vendor, eta. tails to comply with the fair employment and affirmative cation provisions of the ,City of Elgin, the City amongst other notions may camel, terminate or t suspend to contract in whole or in part. Pay. 6/13/92 EXHIBIT 3 • ..r L.F. Sloane Consulting Group FIRM DESCRIPTION September 17. 1993 Current Date 1. Name of Firm: L.F. Sloane Consulting Group. Inc. 2. Address: 318 Delaware Avenue. Delmar. NY 12054 3. Name and Address of Home Office, if different from above: Same 4. What is the main function of your business? (General Contractor, Supplier, etc.) Management Consultants 5. Number of Employees: (A) In Elgin Area (B) In Illinois (C) Other States _ 4 6. General Manager/Superintendent: Name: Lawrence F. Sloane 7. EEO Officer or person designated as EEO Contact Person: Name: Steven G. Sloane Title: Director of Operations Phone: (518) 439-8138 1 L.F. Sloane Consulting Group Policy On Equal Employment Opportunity: It is the policy of L.F. Sloane Consulting Group, Inc. to promote equal opportunity for all qualified employees and applicants for employment and to prohibit discrimination in employment because of race, creed, color, national origin, sex, handicap, age, or marital status. The company will work to ensure fair and equitable treatment of all employees and applicants in recruitment, employment, promotions, demotions, transfers, layoffs, and terminations. The company has prepared and will implement an affirmative action plan to ensure that all employment decisions are made to further our commitment to equal employment. This plan requires that, among other things, only valid criteria be used in making personnel decisions. Supervisory staff is expected .to comply with both the letter and the spirit of this policy. Employees feeling that they have been the victim of discriminatory action should feel free to contact this office or the Office of the Equal Employment Officer. This policy will be distributed to all company departments, to the union, and to the company's recruitment sources. O(°2444.021 Date: `4/9-3 Signed Lawrence F. Sloane, President LF. Sloane Consulting Group, Inc. • • 2 L.F. Sloane Consulting Group Policy Discrimination To assure cooperation and participation in the LF. Sloane Consulting Group's affirmative action efforts, LF. Sloane Consulting Group, Inc. has disseminated its EEO policy as follows: A. Internal Policy Dissemination * The policy is included in the company's Personnel Policy and Procedure Manual. • * Specific meetings with management and supervisory personnel are conducted to explain the intent of the policy and to identify individual responsibility for effective implementation, making clear the chief executive's attitude towards and commitment to the policy. * The policy is discussed in both employee orientation and management training programs. A copy of the policy is given to each new employee at the time of hiring. B. External Policy Dissemination * All recruiting sources are informed verbally and in writing of the policy and it is stipulated that these sources actively recruit and refer minorities and women for all positions listed. * Participate with department heads in the development and execution of adequate recruitment programs, qualification requirements, and selection methods to ensure that all individuals are given equal consideration for all job opportunities. * Encourage attendance of minorities and females in training sessions which facilitate upward mobility. D. Responsibilities of Management Management shall: * Be responsible for all aspects of L.F. Sloane Consulting Group's affirmative action plan as it applies to their departments. * Address the underutili7ation of women and minorities and afford equal employment opportunities to all qualified individuals, for anticipated and unanticipated vacancies within their departments. 3 L.F. Sloane Consulting Group * Afford equal employment opportunities to all qualified individuals, including women and minorities, when any identified goals are reached for underutilized job groups. • Participate in the development and execution of adequate recruitment programs, qualification requirements, and selection methods to insure that all • individuals are given equal consideration for all job opportunities. * Conduct regular discussions with supervisors and employees to be certain that L.F. Sloane Consulting Group's policy is being followed. IDENTIFICATION OF PROBLEM AREAS/CORRECTIVE ACTION A. Workforce Composition The workforce consists of 5 full-time employees. Of that total, 2 are women and there are no minorities. Availability statistics indicate that more qualified minorities and women exist in the workforce than are utilized by L.F. Sloane Consulting Group, Inc. Corrective Action Goal commitments for calendar year 1993 are based on good faith efforts to place qualified minority and women employees in the workforce. Regrettably no hiring is anticipated in the calendar year. B. Applicant Flow No staff recruiting was conducted in 1992 or 1993. Layoffs unfortunately occurred during this period. Corrective Action My future recruiting data will be formally tracked and maintained to determine women and minority applicant flow in all job groups. . Also, the L.F. Sloane Consulting Group,Inc.will increase its efforts to recruit women and minorities in the aforementioned underutilized job groups. C. . Total Selection Process - Each professional is responsible for recruitment,interviewing and selection of his/her staff. There is no uniform process to insure fairness, objectivity and equal opportunity. 4 L.F. Sloane Consulting Group Corrective Action The EEO Officer will work with the Professionals-to identify a uniform selection procedure for all new employees. Procedures for monitoring these penalties will be identified as well. AUTHORITY AND RESPONSIBILITY FOR IMPLEMENTATION The L.F. Sloane Consulting Group's goal is to secure full support for the affirmative action plan. This goal is communicated to all departmental levels so that responsibilities are clearly understood. Every LF. Sloane Consulting Group official, administrator, and employee is responsible for encouraging and promoting equal opportunity and affirmative action principles. The chief executive shall have overall administrative responsibility for the LF. Sloane Consulting Group's equal employment opportunity and affirmative action program. Specific responsibilities of this program are shared among the Chief Executive, and Equal Opportunity Office, our Director of Operations. A. Responsibilities of the Chief Executive: In carrying out the directives of this plan, the Chief Executive shall do any or all of the following: * Promulgate directives to all levels of management that equal employment opportunity efforts and results shall be an important factor in all performance evaluations. 1. Equal employment opportunity and affirmative action efforts will be included as one part of each professional's management objectives and will be included in all performance evaluations. 2. Appropriate remedial action will be taken, where equal employment and affirmative action efforts have not been achieved. * Solicit support for the affirmative action plan from all employees. * Take other action as deemed necessary and appropriate to guarantee that the goals and objectives of the plan are implemented, complied with and monitored. 5 L.F. Sloane Consulting Group B. Responsibilities of Equal Opportunity Officer: The Equal Opportunity Officer shall be responsible for insuring full compliance with the provisions of the affirmative action plan. In addition, the Equal Opportunity Officer shall be responsible for the day-to-day planning, administration, and monitoring of L.F. Sloane Consulting Group's affirmative action plan. Responsibilities shall include: * Coordinating various programs and activities contained in the affirmative action plan. * Preparing reports regarding the company's affirmative action goals and departmental efforts to achieve their goals. * Reviewing selection,termination, promotion, transfer and related practices to ensure that equal employment opportunity principles are applied without regard to race, creed, color, national origin, sex, handicap, age, marital status. * Reviewing notices of anticipated vacancies prior to their announcement in order to implement recruitment activities to increase minority and female representation in both applicant and candidate pools where minorities and females are underrepresented. * Reviewing recruitment, selection, testing, appointment and promotional practices and identifying actions needed to eliminate discriminatory and artificial barriers. D. Transfer and Promotion Practices: Affirmative action effort is maintained to ensure there is no disproportionate ratio in the transfer, promotion and termination of minorities or women. E. Company-Sponsored Activities and Facilities: All L.F. Sloane Consulting Group's sponsored programs are conducted in a non- discriminatory manner and all employees are informed of such programs. All facilities are desegregated. F. L.F. Sloane Consulting Group. Inc. - Sponsored Training Programs: L.F. Sloane Consulting Group conducts all training in a non-discriminatory manner and encourages minority and female participation. Overall, all employees are afforded equal opportunity for participation without discrimination. 6 L.F. Sloane Consulting Group COMPLIANCE WITH SEX DISCRIMINATION GUIDELINES L.F. Sloane Consulting Group has reviewed its recruitment and advertising policies, its job policies and practices and wage structures to assure that discrimination on the basis of sex is non-existent. 1. L.F. Sloane Consulting Group promotes equal employment for all persons employed, and for those seeking employment, without regard to sex. a. Both sexes are recruiting for all jobs. b. Advertising in newspapers and other media for employment do not express a sex preference. 2. Job Policies and Practices a. Written personnel policies indicate that there is no discrimination against employees based on sex. b. Employment opportunities, wages, hours, or other conditions of employment are administered without regard to sex. Employer contributions are the same for men and women in the areas of insurance, pension, and other fringe benefits. c. An individual is not denied any available job that he/she is qualified to perform, solely on the basis of his/her sex. d. Pregnancy or amity leave of absence is granted to employees on an • individual basis without regard to sex. e. The retirement policy is not based on gender. 3. Wages Wage schedules are not related or based on sex of employees. There is equal pay for equal work. AFFIRMATIVE ACTION EFFORTS TO OVERCOME DISCRIMINATORY SUBCONTRACTING L.F. Sloane Consulting Group will make every good faith effort to use minority and women subcontractors whenever it is appropriate to do so. - 7 L.F. Sloane Consulting Group ACKNOWLEDGMENT OF COMMITMENT This is to acknowledge that L.F. Sloane Consulting Group, Inc. understands that it is subject to the City of Elgin's Administrative Standards for the Affirmative Action Employment of Minorities and Women under City Contracts (Standards). The Standards set forth requirements with which we must comply when recruiting, hiring, employing, training, promoting and terminating minority and women employees. Our company is committed to examining the racial and sexual composition of all levels of our workforce, to make every good-faith effort to correct any underutilization of minorities and women where it is found to exist, and to make every good-faith effort to achieve the goals set forth in our Affirmative Action Plan. �� T S . 2 • Date: 17, September 1993 P President Title of Signer 8 EXHIBIT 4 L.F. Sloane Consulting Group L.F. SLOANE CONSULTING GROUP, INC. L.F. SLOANE CONSULTING GROUP SEXUAL HARASSMENT POLICY LF. Sloane Consulting Group, Inc. believes that there shall be equal employment and advancement opportunity for all individuals without regard to race, creed, color, sex, religion, age, national origin, marital status, handicap, sexual preference, or public assistance, and will work toward full representation of females and minorities in all job groups. Further, employees have a right to work in an environment free of harassment, whether racial, sexual or on any other basis described above. Harassment may be verbal, physical, written or visual. If on these bases you feel you are or are about to be discriminated against or harassed, contact your supervisor, Director of Operations or the President immediately. All complaints will be investigated immediately and appropriate action taken. All information obtained will remain confidential unless otherwise authorized by the complaining party. Discrimination and harassment will result in appropriate disciplinary actions, which could include dismissal. EXHIBIT 5 Ell n 0,,J °FEic,� Agenda Item No. __r ,,, ,,..,--, :. 6 O�„DD Ft02 January 6, 1994 TO: Mayor and Members of the City Council FROM: Robert O. Malm, Interim City Manager SUBJECT: Proposed Mausoleum Study PURPOSE To request Council concurrence to proceed with a mausoleum feasibility study and award a contract to L. F. Sloane Con- sulting Company. BACKGROUND A mausoleum is the largest feature that a cemetery will erect. It is a very positive feature aesthetically and has the potential for favorable financial impact on the perpetual care fund. It is one of the few ways that a cemetery with depleted acreage can reinventory. The most important fea- ture, no matter what size mausoleum being considered, is the ability to offer an alternative to traditional ground burial. To determine the potential market for a mausoleum at Bluff City Cemetery, the Parks and Recreation Department wishes to undertake a study which will seek to identify factors which would contribute to or hinder the success of this alternate form of interment. The study would research the market for this facility, including data-gathering on consumer attitude toward Bluff City Cemetery, consumer burial preferences and market competition. From this, sales and income projections may be determined. If this study proves favorable, a master plan for this facility would be developed. RFPs were sent to seven companies with experience in conduct- ing such studies. Of the seven, two responded. The Tribute Company, Delafield, Wisconsin, bid $4,250 to conduct the market study. The second, L. F. Sloane Consulting Company, Chicago, would undertake the study at a cost of $3,750. r Proposed Mausoleum Study January 6, 1994 Page 2 FINANCIAL IMPACT The cost of the market feasibility study would be $3,750 if the low "bid" were to be approved. RECOMMENDATION It is recommended that the City Council approve proceeding with the mausoleum market study with L. F. Sloane providing consulting services. Sloane would not be involved in either design or construction of the facility should the project proceed. Robe t 0. Mal , Interim City Manager ROM:JQ:seh Attachments r r