00-276 Resolution No. 00-276
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
MUNICIPAL ADVISORS INCORPORATED FOR AN ORGANIZATIONAL
EVALUATION STUDY OF THE PARKS AND RECREATION DEPARTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that pursuant to Elgin Municipal Code Section
5 . 02 . 020B (6) the City Council hereby finds that an exception
to the requirements of the procurement ordinance is necessary
and in the best interests of the city; and
BE IT FURTHER RESOLVED that Joyce A. Parker, City
Manager, and Dolonna Mecum, City Clerk, be and are hereby
authorized and directed to execute an agreement on behalf of
the City of Elgin with Municipal Advisors Incorporated for an
organizational evaluation of the Parks and Recreation
Department, a copy of which is attached hereto and made a part
hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: December 13 , 2000
Adopted: December 13 , 2000
Omnibus Vote : Yeas 6 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
THIS AGREEMENT made and entered into this�3 day of December 2000,by and between
the CITY OF ELGIN, an Illinois municipal corporation, hereinafter referred to as "CITY" and
MUNICIPAL ADVISORS INCORPORATED,a 5Loo cvictoei 5 corporation,hereinafter referred
to as"CONSULTANTS".
WHEREAS,the CITY desires to engage the CONSULTANT to furnish certain professional
services in connection with the Parks and Recreation Department Organizational Evaluation Study,
hereinafter referred to as the "PROJECT".
AND
WHEREAS, the CONSULTANT represents that he is in compliance with Illinois Statutes
relating to professional registration of individuals and has the necessary expertise and experience to
furnish such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed between the CITY and the CONSULTANT that
the CITY does hereby retain the CONSULTANT for an in consideration of the mutual promises and
covenants contained herein,the sufficiency of which is hereby acknowledged to act for and represent
it in all consulting manners involved in the PROJECT, subject to the following terms and conditions
and stipulations, to-wit:
I. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Director of Parks
and Recreation of the CITY, herein after referred to as the "DIRECTOR".
B. The services provided will be as they are outlined as follows:
1. Evaluate the current organizational arrangement and staffing.
2. Develop recommendations for improved efficiency under the existing situation.
3. Provide a comparison of organization and staffing with other cities and agencies
comparable to Elgin in size and scope of facilities and services.
4. Evaluate the need and desirability for staff expansion (i.e., recreation
superintendent,parks supervisor,marketing specialist,office manager,special events
coordinator, etc.) in 2001 budget.
5. Evaluate the need for additional staffing for the new family recreation center.
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6. Develop class descriptions,job descriptions and recommend salary levels for new
positions or classes recommended above.
II. WORK PRODUCTS
All work products prepared by the CONSULTANT pursuant hereto including, but not
limited to, reports, calculations, studies, and recommendations shall be the property of the
CITY and shall be delivered to the CITY upon the request of the DIRECTOR provided,
however, that the CONSULTANT may retain copies of such work products for its records.
Such work products are not intended or represented to be suitable for reuse by the CITY on
any extension of the PROJECT or on any other project, and such reuse shall be at the sole
risk of the CITY without liability or legal exposure to the CONSULTANT.
III. PAYMENTS TO THE CONSULTANT(Not to Exceed Method)
A. For services provided the CONSULTANT shall be reimbursed at a total fee not to exceed
$15,000 plus reimbursables not to exceed$4,500 unless substantial modifications to the scope
of work are authorized in writing by the DIRECTOR. The CONSULTANT shall submit a
final invoice in a format approved by the CITY for work performed .
IV. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any
time upon seven(7)days written notice to the CONSULTANT and the CONSULTANT will
be reimbursed a percentage of the total fees based on the percentage of work completed.
Venue for the resolution of any disputes and the enforcement of any rights arising out of or
in connection with this agreement shall be in the Circuit Court of Kane County, Illinois.
V. TERM
This agreement shall become effective as of the date the CONSULTANT is given a notice to
proceed and, unless terminated for cause, shall be deemed concluded on the date the CITY
determines that all the CONSULTANT'S work under this agreement is completed. A
determination shall not constitute a waiver of any rights or claims which the CITY may have
or thereafter acquire with respect to any term or provision of the Agreement.
VI. NOTICE OF CLAIM
If the CONSULTANT wishes to make a claim for additional compensation as of a result of
action taken by the CITY, the CONSULTANT shall give written notice of his claim within
15 days after occurrence of such action. No claim for additional compensation shall be valid
unless so made. Any changes in the CONSULTANT'S fee shall be valid only to the extent
that such changes are included in writing signed by the CITY and the CONSULTANT.
Regardless of the decision of the DIRECTOR relative to a claim submitted by the
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CONSULTANT,all work required under this Agreement as determined by the DIRECTOR
shall proceed without interruption.
VII. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation of breach shall
be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party, by reason of any default, fails within fifteen (15) days after
notice thereof by the other party to comply with the conditions of the Agreement,the other
party may terminate this Agreement.
VIII. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement,there shall be no
discrimination against any employee or applicant for employment because of sex, age,race,
color,creed,national origin,marital status,or the presence of any sensory,mental or physical
handicap,unless based upon a bona fide occupational qualification,and this requirement shall
apply to,but not be limited to,the following: employment advertising, layoff or termination,
rates of pay or other forms of compensation and selection for training, including
apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of
sex, race, color, creed, national origin, age except minimum age and retirement provisions,
marital status or the presence of any sensory,mental or physical handicap. Any violation of
this provision shall be considered a violation of a material provision of this Agreement and
shall be grounds for cancellation, termination or suspension, in whole or in part, of the
Agreement by the CITY.
IX. SEVERABILITY
The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other
provision of this Agreement, or any portion thereof, shall be held to be void or otherwise
unenforceable, all other portions of this Agreement shall remain in full force and effect.
X. WRITTEN COMMUNICATIONS
All recommendations and other communications by the CONSULTANT to the DIRECTOR
and to other participants which may affect cost or time of completion, shall be made or
confirmed in writing. The DIRECTOR may also require other recommendations and
communications by the CONSULTANT be made or confirmed in writing.
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XL NOTICES
Al]notices,reports and documents required under this Agreement shall be in writing and shall
be mailed by First Class Mail, postage prepaid, addressed as follows:
A. As to CITY:
Monica Meyers, Director of Parks and Recreation
31 South Grove Avenue
Elgin IL 60120
B. As to CONSULTANT:
Roger Scott
Municipal Advisors, Inc.
P. O. Box 45
Virginia Beach, VA 23450
IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and
executed this Agreement in triplicate as though each copy hereof was an original and that there are
no other oral agreements that have not been reduced in writing in this statement.
For the CITY:
ATTEST: THE CITY OF ELGIN
By ft 4 4./ (4--r,---e-Z.L-dre - B itat, , /c2frs—A, 0
City C rk I ity Manager
(Seal)
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For the CONSULTANT:
ATTEST: MUNICIPAL ADVISORS, INC.
(By 11
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$1 itCity of Elgin Agenda Item No.
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November 15, 2000 int 4
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TO: Mayor and Members of the City Council FINANCIALLY STABLE CITTGOVERNMENT
EFFICIENT SERVICES.
AN)QUALIT V INFRASTRUCTURE
FROM: Joyce A. Parker, City Manager
SUBJECT: Parks and Recreation Department Organization
and Staffing Evaluation by Municipal
Advisors, Incorporated
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to enter into a contract with
Municipal Advisors, Incorporated (MAI) to conduct an evaluation of
existing Parks and Recreation Department staffing levels and
organization.
BACKGROUND
The City Council awarded a contract to MAI on October 18, 1999 in
the amount of $54, 550 to perform a salary and classification study
of all non-bargaining City positions . An evaluation of current
staff levels is necessary to determine where the greatest needs are
and to evaluate staff efficiencies relative to job
responsibilities .
The Parks and Recreation Department has been experiencing
consistent growth in programs, services, park land and renovated
facilities . During the 2001 budget process, the Parks and
Recreation Department proposed several new full-time positions
throughout the department to manage this fast-paced growth. In
1995, staff also performed an evaluation of staff and operations
and reorganized according to the results of the evaluation. After
several years implementing the plan conceived in 1995, staff is
dissatisfied with the plan and feels that a professional review of
the department' s staff and operations is necessary.
This new contract would consider the current department
organization as compared to other parks and recreation operations
similar to the size and scope of Elgin' s as well as considering
rft. internal expected growth with new facilities, park land and
services . The scope of services for this amended contract are as
follows :
•
ew Parks and Recreation Staffing Study
November 15, 2000
Page 2
• Evaluate the Parks and Recreation Department organization and
staff duties as they are currently modeled.
• Provide a recommendation of the organization and staff' s
duties with concentration on the potential for improved
efficiency. Provide comparison with other municipalities of
Elgin' s size and scope of facilities and services .
• Evaluate the department' s proposed positions to provide
recommendation on these additional positions or other
positions as an outcome of the evaluation.
• Evaluate the full-time staffing levels of the new Family
Recreation Center and provide recommendation for its planning.
• Recommendations on new positions will include a recommended
job description and salary range.
Attached is a copy of the MAI proposal totaling $15, 000, plus a
not-to-exceed reimbursable amount of $4, 500 . Cost and time savings
are anticipated in this project by utilizing MAI, due to the
information available from the previous study recently completed
for the City. Data pertaining to the Parks and Recreation
Department current, full-time staffing will be extrapolated for
this study.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None .
plic FINANCIAL IMPACT
This expenditure was not contemplated or budgeted, However, funding
is available in the amount of $19, 500 from General Fund
contingency, account number 010-6902-719. 84-01 .
LEGAL IMPACT
Entering into a contract with MAI to take advantage of time and
cost savings would be done so as an exception to the procurement
ordinance which would require a two-thirds majority vote.
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tow- Parks and Recreation Staffing Study
November 15, 2000
Page 3
ALTERNATIVES
Not to enter into a contract with MAI .
RECOMMENDATION
It is recommended that Mayor and members of the City Council
approve a contract with Municipal Advisors, Inc. in an amount not
to exceed $19, 500 to conduct an evaluation and provide
recommendations for the Parks and Recreation Department' s table of
organization and staffing.
Res.ectfully submitted,
Jrce A. Parker
City Manager
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NUJ-1b-2bW 10 32 FROM MA I/SPR I NGSTED TO 18479316144 P.03/15
MUNICIPAL ADVISORS INCOR.PORA 1"a)
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June 1, 2000
Ms. Monica Meyers
Director of Parks and Recreation
City of Elgin
31 South Grove Avenue
Elgin,IL 60120-5555
Dear Monica:
This is in response to your request for a proposal/price quote to perform an evaluation of
the Parks and Recreation Department's organizational arrangement and staffing. The following
six general areas will be included in the study.
• An evaluation of current organizational arrangement and staffing
• Development of recommendations for improved efficiency under existing
situation
• Provide a comparison of organization and staffing with other cities and agencies
comparable to Elgin in size and scope of facilities and services
• Evaluate the need and desirability for staff expansion (i.e., assistant director,
marketing specialist,special events coordinator,etc.) in 2001 budget
• Evaluate the need for additional staffing for the new family recreation center
• Develop class descriptions and recommend salary Ievels for new positions or
classes recommended above.
MAI is prepared to initiate the work on or about mid-July and complete the project within
sixty days. Our fee for conducting the study will be $15,000 plus direct out-of-pocket expenses
not to exceed $4,500. I hope it will be our privilege to assist you with this project. If we can
provide additional information,please let me know.
Res•, . ly submitted,
4;
1.AL ADVISORS INCORPORATED
In
Roger 4. Scott
Vice President
1206 Laskin Road,Suite 210 • Virginia Beach,VA 23451 • Telephone 757-422-1711 • Facsimile 757-422-6617