Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
6. Village Manager's Report 11/07/2012
Village of Mount Prospect Community Development Department MEMORANDUM TO: VILLAGE MANAGER FROM: DEPUTY COMMUNITY DEVELOPMENT DIRECTOR DATE: OCTOBER 29, 2012 SUBJECT: FACADE IMPROVEMENT AND INTERIOR BUILD OUT PROGRAM -- PROPOSED MODIFICATION TO REGULATIONS Last year staff presented a few economic development programs to the Committee of the Whole intended to encourage new businesses to locate within the Village. These programs included modifications to the existing Fagade Improvement and Interior Build Out Program and the creation of a Retail Incubator Program. The following memo summarizes the proposed programs and recommended changes for formal adoption by the Village Board. The purpose of the Fagade Improvement and Interior Build Out Program is to promote revitalization within the TIF District. The program has been in place for the past few decades and remains an effective tool to encourage new business growth. The program provides financial assistance in the form of a matching grant up to $10,000 for uses which produce sales tax revenue (i.e. restaurants, retail). Through research and interviews with other successful downtowns in the Chicago metropolitan area staff found that retail development typically follows restaurant development. Staff also found that restaurant start up costs are significantly greater than those for typical retail uses and are often difficult to overcome for individuals looking to open for business. The proposed changes to the fagade program are intended to encourage more restaurant development within the TIF District. As proposed, staff is recommending that the maximum contribution for restaurant uses be increased to $25,000. The increase will encourage more restaurant development within the TIF District and will assist potential businesses in mitigating their start up costs. Staff is recommending that the maximum contribution for other retail uses remain at the current $10,000 maximum. No changes are proposed to the remaining elements of the Program. Recommendation Staff recommends the Village Board adopt the attached program guidelines for the Fagade Improvement and Interior Build Out Program. Please forward this memorandum and attachments to the Village Board for their consideration at the November 7, 2012 meeting. Staff will be present to answer any questions related to the matter. � " William J. Looney, AICP VILLAGE OF MOUNT PROSPECT FACADE IMPROVEMENT AND INTERIOR BUILD OUT PROGRAM Downtown TIF District Matching Grant Program Description and Application 50 S. Emerson Street Mount Prospect, IL 60056 (847) 818 -5328 PROGRAM DESCRIPTION AND ELIGIBILITY PURPOSE: The purpose of the Fagade Improvement Program and Interior Build Program Out is to promote revitalization within the TIF District (see map). The image, appearance, and environment of the downtown are important factors in attracting shoppers and in a healthy economy. The goals of the program are: 1. To provide a diverse shopping mix for residents and commuters in the Village's downtown. 2. To invest in existing businesses and strengthen their appeal to local shoppers. 3. To create an entertainment district in Downtown Mount Prospect with restaurants and similar uses. P ROGRAM TERMS: The financial assistance is a matching grant (50% of total project cost will be paid by the Village of Mount Prospect) up to $10,000 for retail uses and up to $25,000 for restaurant uses. Applicants must install at least $1,000 of improvements to qualify for the program. The amounts may vary by project and each application is reviewed on a case -by -case basis. The amount may increase depending on the scope of the work and the need for improvement. Building owners in the TIF District are eligible as well as tenants who produce written consent from the building owner for all proposed improvements. All improvements must conform to the Village's regulations including, but not limited to, the Zoning and Building Codes. The municipal code is available online www.mog=ros ep ct.org ELIGIBLE COSTS Structural and permanent improvements are given priority. Some examples of eligible costs are: 1. Fagade Renovations 2. Lighting 3. Windows / Doors 4. Upgrading / retrofitting mechanical systems 5. Parking Improvements 6. Signs or awnings 7. Life Safety / Sprinkler Installation and Upgrades 8. Reconfiguring of space, furnishing work (i.e. painting, coverings for walls and floors) 9. The Program will fund up to one thousand five hundred dollars ($1,500), for architectural renderings, engineering services and other soft costs related to the project. Improvements for street level spaces will be given first priority. Facade renovation of upper floors may be eligible if street level improvements are also approved. Any improvements purchased with the grant must remain in the space should the grant recipient close or relocate the businesses. October 2012 \AVf1 \vh1hcd$ \P LAN \Econoudc Development \lncentives - facade Pgm-Class.6 Resolutions \facade pro&L=\ DowntovvnGrant rev2012.doc l: \I'l�A \Ecoi3 T' 1��pt�aet I certif��s fac fie pf, r C assFi- RE Yro - INELIGIBLE COSTS: The following are unacceptable expenditures: 1. Payroll 2. Day -to -day operational costs (i.e. utilities, taxes) 3. Refuse management 4. Production Equipment 5. Rent 6. Work completed before any Village Facade Program Funds are formally approved by the Village Board. TARGETED BUSINESSES All sales tax generating businesses locating in the TIF district are eligible for the program. Examples of businesses that the Village would like to attract to the downtown are: 1. Entertainment Establishments • Bars, restaurants, family entertainment, such as slot car racing or bowling, or small theater • Establishments must predominately "dine -in" format are only eligible for the program. • Non- franchise establishments will be reviewed on a case- by-case basis. Full line grocery or specialty food stores specializing in produce, meats, fish, etc. 3. Apparel and shoe stores 4. Craft stores including knitting, stamping, sewing, paint yourself - pottery and other venues that offer classes as well as supplies 5. Stationary stores 6. Toys and Hobbies and other children's products 7. Kitchen /home accessories 8. Specialty retail such as purses, accessories 9. Apothecary stores ORGANIZATIONAL MEMBERSHIP Recipients of the grant must maintain an active membership in the Mount Prospect Chamber of Commerce and /or the Mount Prospect Downtown Merchants Association. ANNUAL REPORTING REQUIREMENTS Grant recipients will report their annual sales taxes to the Village Community Development Department by supplying a copy of the final Illinois Department of Revenue ST -1 on an annual basis. This information will be held in confidence by the Director of the Department. An aggregate number quantifying the "sales per square foot" will be used in business recruitment as this is an important factor in business selection. Data on individual businesses will not be released. October 2012 Vfl vltllud. PLAN Economic Development Incentives- facade m - Class 6 Resolutions facade program DowntownGraatt rev2012.doc�coNea� n '� �r�czEt�I e� ^+mac° d e_p,3t- C— laetttierPeate TIF MAP: i�/ � �� arr� f� Nl . ■�� ............. iii October 2012 \Vfl\ V111hCd$\ PLAN\ Economic BeteIopment\Incentives-facade pgm-Class 6 Resotutions\ facade l2rogram\DowntownGrant rev20l2,dogxHA.7FLAN-\&-0j-00n jS e PROCEDURES FOR ASSISTANCE The applicant must submit a completed application to the Community Development Department. The following steps will occur after staff has reviewed a completed application: 1. Pre - Application Meeting The applicant should schedule a meeting with Village Staff to discuss the feasibility of the proposal. Village Staff will review the program application and required attachments at this meeting. 2. Submittal of Complete Application Based on the pre - application meeting, the applicant will submit a complete application, which includes the items listed below. 3. Staff Review Once a completed application is received, an interdepartmental committee will evaluate the application. Upon completion, the committee may request revisions to the applicant. Please note that the committee is advisory and only the Village Board has the authority to approve or deny an application. When the required revisions have been made, the application will be forwarded to the Village Board approximately 5 days prior to the Village Board meeting. 4. Village Board Action At a regularly scheduled meeting, the Board will conduct a public review of the application. The applicant is required to appear before the Village Board at the meeting. Public opinions will be heard at this meeting. Upon the conclusion of the public review, the Village Board will make a determination on the grant amount. Rehab work may commence once Board approval obtained. APPLICATION REQUIREMENTS • Completed application (attached) • Tax Identification Numbers • Property owner and business owner contact information • Plan shall be folded not to exceed S 1 /2 " x 14" in area • Applicant Affidavit • One copy of paid receipt of the most recent tax bill for the property ❑ Business Plan (see sample) ❑ Projected and past (if available) sales tax revenue ❑ Sales dollars per square footage of retail space (current and projected) ❑ Documentation of membership in local business association October 2012 11 V fl1 y11111C49 PL AM N\ Econouuc Development\ Incentives- facade pm -Cl ass Resolutions\ facade ro am DowntownGrant rev2012.doc -1 14 ° * Eeon aie -lie elep e�aOAceiiEvves- faEa4eTgiyL--C --4ass 6R ese iha NsVaeade SAMPLE BUSINESS PLAN ELEMENTS All business plans will be held in confidentiality. Business plans should include as many of the following as possible: 1. Description of your business and industry a. Your business b. The industry and its history 2. Features and advantages of your product a. Description b. Competitive advantage c. Proprietary position d. Future potential 3. Market research and analysis a. Definition of your customers and markets b. Market size and trends c. Competition 4. Estimated market share and sales a. Market plan b. Market strategy c. Pricing d. Sales tactics e. Service and warranty policies f. Advertising, public relations and promotions 5. Design and development plazas a. Development status and tasks b. Difficulties and risks C. Costs b. Operation plans a. Business location b. Facilities and improvements c. Strategy and plans d. Labor force October 2012 \ \ Vfl\ vlilhcd$\ PLAN\ Ecnnoinic Development\ Jnccntives- facatie pgm- Class _6 Resolutions\ facade ro ram Downtov, rev2012.docxl= l: \P -b cone eve lopffkent \l�neenLives- facade-pfam- C� ,� , - ^ l -utiot cie 7. Management Team a. Key management personnel (credentials/ resume) b. Management assistance and training needs 8. Overall Schedule a. Timing of critical activities before opening (e.g. company incorporation, signed lease, suppliers ordered, employees hired, opening date) b. Timing of critical activities after opening, (e.g. expansion, product /service extension) 9. Critical risks and problems (how will you respond ?) a. Price cutting by competitors b. Unfavorable industry -wide trends c. Operating cost overestimates d. Low sales C. Difficulties obtaining inventory or supplies f. Difficulty in obtaining credit g. Lack of trained labor 10. Financial Plan a. Profit and loss forecasts for 3 years (first year monthly) b. Cash flow projections for 3 years c. Performa balance sheet at start -up, semi - annually in first year and at the end of 3 years. October 2012 \ \Vf1 \vh1hcd$ \PLAN \F'conomic Development \Incentives - facade p m ass 6 Resolutions \facade ro am QocvntownGrant rev2012.docx T ` ", roc e , ena Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: BACKGROUND VILLAGE MANAGER MICHAEL E. JANONIS SUPERINTENDENT OF STREETS & BUILDINGS OCTOBER 31, 2012 ACCEPT 2012/2013 STATE BID FOR ROAD SALT ($126,576) The Village of Mount Prospect has purchased road salt through the State of Illinois Joint Purchasing Program for a majority of the past twenty years. The table below denotes the prices paid per ton in this program for the last four (4) years. Please note that last year's price was $60.41 per ton. YEAR VENDOR COST PER TON 2008/2009 Inc. $64.42 _ Cargill 2009/2010 Morton Salt $58.37 2010/2011 Morton Salt $58.37 2011/2012 Morton Salt $60.41 Our experience has been that vendors supplying salt for the joint purchasing program have consistently maintained adequate stockpiles and offered acceptable delivery terms at competitive prices. BID RESULTS The State of Illinois awarded a contract for road salt to Morton Salt of Chicago, Illinois for the 2012/2013 (November 1, 2012 — June 30, 2013) winter season. The contract award is for $52.74 per ton; which is significantly less than last year's price of $60.41 per ton. The bid prices are based on an estimated quantity of 3,000 tons of salt. DISCUSSION As noted in the table above, Morton Salt has been the successful bidder each of the last three winter seasons. In addition, they have also helped provide salt in other years when other contracted suppliers couldn't satisfy our orders due to regional salt shortages. Morton Salt's performance, as well as the quality of their road salt, has been acceptable in all cases. Participation in the State of Illinois joint purchasing contract requires the Village to submit an estimated quantity to be purchased. This year, staff reduced our estimate to 3,000 tons; which is substantially less than the 5,400 tons normally requested. This reduction was made due to an Page 2 of 2 Accept 2012/2013 State Bid for Road Salt ($126,576) October 31, 2012 unusually large quantity of salt already on hand in inventory. Due to the below average amount of snow received last winter, we currently have 3,000 tons of salt on hand. Participation in the state's joint purchasing program obligates the Village to purchase, at a minimum, 80% of the requested amount (3,000 tons) or 2,400 tons. In turn, the vendor is required, if needed, to provide 120% of the requested amount or 3,600 tons at the contract cost. Over the past four winter seasons the Village has used an average of 4,700 tons of salt. Assuming salt utilization will return towards the historical average, this order level will allow us to deplete our existing excess inventory and re -stock for next winter at what appear to be abnormally low prices. The state's joint purchasing agreement bid documents also provide the state with discretion to extend this year's award for one (1) year at the same rate and conditions. Typically, the decision to extend the award is made in late winter. It is staff's opinion that this year's prices are low and a contract extension should be considered if tendered. Director of Public Works RECOMMENDATION I recommend acceptance of the bid for road salt as submitted by Morton Salt of Chicago, Illinois through the State of Illinois joint purchasing agreement at a cost of $52.74 per ton for the 2012/2013 winter season. Staff does not foresee needing to purchase any salt for the remainder of 2012. 2013 purchases will be limited to amounts authorized by the Village Board. I also recommend that the Village Board authorize staff to extend the contract for one (1) year at the same rate ($52.74 per ton) and conditions; if offered by the State of Illinois Joint Purchasing Program. Expenditures will be limited to amounts authorized by the Village Board in the 2013 and 2014 budgets. Paul Bures I concur: Sean P. sey pb c: Director of Public Works Sean P. Dorsey Deputy Director of Public Works Jason Leib File Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM llife] FROM: DATE MICHAEL E. JANONIS, VILLAGE MANAGER FINANCE DIRECTOR OCTOBER 26, 2012 SUBJECT: ALTERNATIVE MODEL FOR WORKERS' COMPENSATION ADT PURPOSE: -: To present for the Board's consideration a proposal to enter into an intergove mental agreement to allow participation in the Municipal Claims and Safety Agreement (MCSA) cooperative for administration of its self- insured workers' compensation claims and for safety consulting services. BACKGROUND: The Village currently utilizes Cannon Cochran Management Services Inc. ( CCMSI) to assist in the administration of workers' compensation claims. The service agreement with CCMSI is renewed annually and runs from January 1 through December 31. Responsibilities for handling these claims internally are split between Lynn Jarog and myself with guidance from Dave Strahl. Village staff reductions entering calendar year 2011 eliminated the position whose primary responsibility was to administer workers' compensation claims. Due to the high volume of correspondence and follow -up required for new and existing claims the current arrangement makes it difficult to maintain a high level of oversight in this area. DISCUSSION: Over the past year staff has been studying an alternative model for administration of its self - insured workers compensation claims. MCSA as designed will provide, through a third -party administrator (TPA), claims administration services and a full time safety consultant to assist in developing safety plans, training and accident investigation. The dedicated adjuster assigned by the TPA will only work on MCSA claims. It is important to note that the both the claims adjuster and safety consultant will be employees of the firm selected to provide these services and not the cooperative. MCSA will consist of the Village of Lombard, Village of Mount Prospect, Village of Wheeling, and the Metro Risk Management Agency (MRMA). If approved by all members, the MCSA will commence operations on January 1, 2013 for a three -year period. MCSA IGA October 26, 2012 Page 2 The benefits of participating in the cooperative are: By capping the adjuster's case load to only those claims of the members, the adjuster will be able to truly manage each workers compensation claim from start to finish. This includes weekly contact with injured employees that remain off work. The adjuster will also be the point person for timely return to work transitions. Cost savings are expected from a combination of earlier return to work from a workplace injury, and reduced litigation costs through better contact with injured employees. 2. By contracting for the safety consultant, members are expected to see a reduction in the number of claims and claims costs as a result of more timely accident investigation, development of a broad based Village -wide risk management and safety plan, safety training; and general heightened awareness to safety. 3. Member communities retain full authority over litigation of their own claims. There is no shared management or liability on any claim between cooperative members. A similar arrangement among local school districts has saved its members between 20% - 30% in claims costs and has reduced staff time needed to support the claim administration process. It is expected that members of the MCSA cooperative will experience similar savings over the course of the initial term. For illustrative purposes, a 10% savings in claims costs for Mount Prospect is $45,000. In August 2012, a Request for Proposal (RFP) was sent out to solicit interest for providing claims management and safety consulting services. Three firms, Alternative Service Concepts (ASC), PMA Management Corporation and CCMSI, responded to the RFP. Interviews with the three firms were held on October 9. Based on the oral interview and follow -up with references, ASC was recommended by the cooperative to provide the adjuster, safety consultant and all claims support services. Although ASC was not the lowest cost among the firms that responded to the RFP, it was felt that their experience with the school district pool the MCSA program was modeled after gave them a unique advantage over the other firms. The cost of the program in year one of the agreement for adjuster, safety consultant and claims support services is $58,280. A breakdown of the cost is as follows: The program cost in years two and three is $57,148. The additional cost in the first year is due to certain one -time start-up costs. The 2013 budget includes $13,700 for claims administration services provided by CCMSI. The additional cost difference for claims administration ($1,911) will provide for greater direct involvement by the claims adjuster. The safety component included as part of this proposal is a new service for the village that will allow for safety training and accident prevention that work to reduce or eliminate certain workers' compensation claims. Exhibit A is a summary of the proposals submitted by firms responding to the RFP. I: \Risk Management\Alternative Model - WC Administration.docx Year One Year Two Year Three Claims Administration $15,611 $15,307 $15,307 Safety Consultant $42,669 $41,840 $41,840 Total $58,280 $57,148 $57,148 The program cost in years two and three is $57,148. The additional cost in the first year is due to certain one -time start-up costs. The 2013 budget includes $13,700 for claims administration services provided by CCMSI. The additional cost difference for claims administration ($1,911) will provide for greater direct involvement by the claims adjuster. The safety component included as part of this proposal is a new service for the village that will allow for safety training and accident prevention that work to reduce or eliminate certain workers' compensation claims. Exhibit A is a summary of the proposals submitted by firms responding to the RFP. I: \Risk Management\Alternative Model - WC Administration.docx MCSA IGA October 26, 2012 Page 3 An Intergovernmental Cooperative Agreement (IGA) is currently in review with Tom Bayer of Klein, Thorpe and Jenkins. Comments on the draft are expected by November 5. Exhibit B is the draft IGA currently undergoing legal review. RECOMMENDATION: It is recommended the Village Board approve the attached intergovernmental agreement to participate in the Municipal Claims and Safety Agreement (MCSA) cooperative with an effective date of January 1, 2013. The first -year cost of the program is $58,280. Funding from the program will come from the Risk Management Fund. David O. Erb Finance Director lARisk ManagementWternative Model - WC Administration.docx Exhibit A Village of Mount Prospect Summary of Proposals and Member Cost Allocation Workers' Compensation and Safety Consulting Services (a) (b) (c) (d) Summary of Proposals CCMSI CCMSI (alt.) ASC PMA Year One $ 403,850 $ 349,090 $ 341,353 $ 329,015 Year Two $ 391,900 $ 337,140 $ 334,723 $ 328,015 Year Three $ 391,900 $ 337,140 $ 334,723 $ 328,015 CCMSI included two quotes providing for differing levels of service. (a) (b) (c) (d) (e) Total Allocation Claims Administration Allocation Mount Mount Lombard Prospect MRMA Wheeling Total Year One $ 97,827 $ 58,280 $ 101,989 $ 83,257 $ 341,353 Year Two $ 95,927 $ 57,148 $ 100,009 $ 81,640 $ 334,723 Year Three $ 95,927 $ 57,148 $ 100,009 $ 81,640 $ 334,723 Claims Administration Allocation Safety Consulting Allocation Mount Mount Lombard Prospect Lombard Prospect MRMA Wheeling Total Average # Claims 53 15 57 39 164 Percentage 32.32% 9.15% 34.76% 23.78% $ 41,840 Year One $ 55,158 $ 15,611 $ 59,320 $ 40,588 $ 170,676 Year Two $ 54,086 $ 15,307 $ 58,168 $ 39,799 $ 167,361 Year Three $ 54,086 $ 15,307 $ 58,168 $ 39,799 $ 167,361 Safety Consulting Allocation Mount Lombard Prospect MRMA Wheeling Total Year One $ 42,669 $ 42,669 $ 42,669 $ 42,669 $ 170,676 Year Two $ 41,840 $ 41,840 $ 41,840 $ 41,840 $ 167,361 Year Three $ 41,840 $ 41,840 $ 41,840 $ 41,840 $ 167,361 Exhibit B INTERGOVERNMENTAL COOPERATIVE AGREEMENT This Agreement, made as of , 2012, by and among the Corporate Authorities of the local governments listed on Appendix A hereto, each of which may be referred to hereinafter as a "Member" and which, collectively, may be referred to hereinafter as the "Members." WITNESSETH: Whereas, Article VII, Section 10, of the 1970 Constitution of the State of Illinois and the Illinois Intergovernmental Cooperation Act (5 ILCS Section 220/1 et seq.) ( "Act ") provide that local governments may jointly perform any activity which may, by law, be exercised by such local governments individually; and Whereas, pursuant to this Agreement the Members 'desire to establish an intergovernmental cooperative body to administer the safety training and claims processing of various types of claims of each Member Now, therefore, each of the Members agrees with the other as follows: ARTICLE Establishment and Purpose of the Intergovernmental Cooperative 1.1 The Members hereby establish an intergovernmental cooperative, as contemplated by the Illinois 1 ntergovernmentail Cooperation Act, which shall be known as the Municipal Claims - and Safety Agreement (hereinafter referred to as the "Cooperative "). 1.2 The purpose of the Cooperative is to administer workers compensation, property, liability and auto claims of the members, and to provide safety consulting to each Member. 1.3 The creation of the Account established by this Agreement is not intended by the Members to constitute the transaction of an insurance business within the State of Illinois. The intent of the Members is to reduce the costs of administering the processing of claims and to provide safety consulting. ARTICLE II Definitions In addition to the terms defined elsewhere in this Agreement, each of the following terms shall have the meaning set forth below: 2.1 Account An account of moneys established by the Members to pay the joint administrative expenses of the Cooperative. 2.2 Fiscal Year - The twelve month period commencing January 1 and concluding December 31 of any respective year. 2.3 Board - The Board established pursuant to Article V of this Agreement. 2.4 Chair - The Chairman of the Cooperative Board. ARTICLE III Authority and Duties of the Cooperative The Cooperative shall have the authority and duty to accomplish the purposes set forth in Article I above and, in furtherance of such authority and duty, shall: (a) Select agents, employees, independent contractors, insurance consultants, claims administrator(s), attorneys, auditors and such other persons as may be necessary to administer and accomplish the purposes of the Cooperative; provided, however, that the Cooperative shall not have the authority to enter into any collective bargaining agreement; (b) Direct the collection and payment of funds to . be used for the administration of the Cooperative and approve expenditures (c) Prepare and approve an annual budget for the Cooperative and a quarterly report of the financial affairs of the Cooperative; (d) Obtain and furnish to each Member annually an audited report of the financial affairs of the Cooperative, made by a certified public accountant at the end '.of each Fiscal Year in accordance with generally accepted auditing principles; (e) Comply with all local, state and federal laws; (f) Carry out such other activities as are necessarily implied or required to carry out the purposes of the Cooperative herein. ARTICLE IV Commencement and Term of the Cooperative 4.1 The Cooperative shall have an initial term of three (3) years beginning January 1, 2013 and terminating on December 31, 2015. The length of the term of the Cooperative shall not affect any Member's right to withdraw from the Cooperative pursuant to the procedure described in this Agreement. After the current term of the Cooperative, the Board may, by a two- thirds (2/3) vote of the Board, after at least thirty (30) days notice to each Member of the date and time of the meeting at which such vote is to be taken, extend the term of the Cooperative for individual extended terms, each of which may not be for more than 3 (36 months) years. 4.2 The Fiscal Year of the Cooperative shall be from January 1 to December 31 of each subsequent year. 2 ARTICLE V Cooperative Board of Directors 5.1 The Cooperative shall be managed by a Board of Directors ( "Board ") pursuant to the terms of this Agreement. The Board shall consist of one representative from each Member to be designated by such Member. Each Member shall also designate an alternate representative to serve on behalf of the Member when the designated representative is unable to carry out the designated representative's duties. A representative shall serve until a new representative is selected by the Member and the Board notified, in writing, of such new appointment. 5.2 The Board shall carry out the purposes and duties of the Cooperative including, but not limited to, the following: (a) selecting agents, employees and independent contractors to act for the, Cooperative; (b) establishing the level of compensation for all such agents, employees and independent contractors; (c) preparing and approving an annual; budget for the Cooperative and any amendments to that budget; ,(d) Establishing annual dues (e) obtaining and submitting to the Members the financial reports and reports as deemed relevant and necessary by the Board; (f) setting forth rules and regulations concerning (g) ` expulsion of ' members; (h) approving amendments to this Agreement; (i) establishing rules to govern the conduct of the Board; and Q) such other activities as aee necessarily implied or required to carry out the purposes of the Cooperative. 5.3 The Board shall have the power to establish both standing and ad hoc committees. The Chair may also establish ad hoc committees which do not conflict with those established by the Board. Unless the Board shall establish some other procedure, the selection of members of all committees and chair of such, shall reside with the `Chair of the Board. The Chair may appoint non - voting and non -paid persons who are not members of the Board to serve on committees of the Cooperative, except that every committee must have a majority of its members be members of the Board. 5.4 1 The Board shall elect, from among its Members, the Chair, Treasurer and Secretary of the Cooperative to serve for terms of one year respectively. The election for Chair and Secretary for each subsequent fiscal year shall occur at the last Board meeting of the previous Fiscal Year, except that the initial election shall occur as soon as practicable following the execution of this Agreement. The persons initially elected Chair and Secretary shall serve to the end of the first Fiscal Year. Every Chair and Secretary shall continue to serve in office until the beginning of the next Fiscal Year or until their respective successors have been elected, whichever occurs later. 3 ARTICLE VI Meetings of the Cooperative 6.1 Regular meetings of the Board shall be held as often as necessary to carry out the purposes of the Cooperative, but no less than two (2) times during each Fiscal Year. 6.2 Special meetings of the Board may be called by its Chair or by any two representatives. 6.3 At least three (3) days written. notice of regular or special meetings of the Board shall be given to each representative, and an agenda specifying the time, date, location and subject of., any regular or special meeting shall accompany such notice. Business conducted at special meetings shall be limited to those items specified in the Aganda. 6.4 The time, date and location of regular meetings of the Board shall be determined by the Board. 6.5 Each Member shall be entitled to one vote on the Board through its representative. No proxy votes or absentee .votes shall be: `permitted. Voting shall be conducted in accordance ;With the rules of procedure established pursuant to this Agreement and the requirements of applicable laws. The failure of a Member to select a representative and /or alternate representative or the failure of that person to participate' shall not affect the responsibilities or duties of a Member under this Agree�ient. 6.6 A quorum shall consist of a majority -of the Members of the Board. Except as provided elsewhere in this Agreement, a simple majority of a quorum shall be sufficient to,pass upon all matters. 6.7 A greater vote than a majority of a quorum shall be required to approve the following matters: (a) Such matters as the Board shall establish within its rules as requiring for passage a vote greater than a majority of a quorum, provided, however, that such a rule can only be established by a greater than a majority vote at least equal to the greater than majority percentage contemplated by the proposed rule. (b) The expulsion of a Member shall require the two- thirds (213) vote of the entire Board. (c) Any amendment of these By -Laws shall require the two - thirds (213) vote of the entire Board. 6.8 No amendment to these By -Laws shall be made effective retroactive to any date unless all Board Members vote to do so. 6.9 The Board may establish rules governing its own conduct and procedure, consistent with this Agreement. Voting shall be conducted by voice vote except that all questions pertaining to monetary matters shall require a roll call vote and one (1) or more Members of the Board may request a roll call vote on any matter; provided further, however, that any vote which 4 requires a greater than majority vote for passage shall be by roll call vote only, and in the event that there are any negative votes or abstentions relating to the authorization of the expenditure of funds, the names of the Board Members so voting shall be specifically noted in the minutes of such meeting. All other Board Members present and not voting in the negative or abstaining shall be listed as having joined the majority vote on the proposition. Any disputes as to procedure shall be resolved pursuant to Robert's Rules of Order, latest edition. 6.10 Minutes of all regular and special meetings of the Board, and its committees shall be taken by the relevant Board /committee Secretary or the Secretary's designee and shall be sent to all representatives and to each Member after approval by the appropriate body. 6.11 All meetings of the Board and other committees shall be conducted in the manner required by law, including but not limited to "An Act in Relation to Meetings," 5 ILCS, Ch. 120, Par. 01, et seq. In the event of any conflict between any provision of this Agreement and any provision of any applicable law, this Agreement shall be deemed modified to the extent necessary to comply with such law. ARTICLE VII Cooperative Officers 7.1 Officers of the Cooperative shall consist of the Chair, Secretary, Treasurer and such other offices as are established from time to time by the Board. 7.2 The Chair shall be the principal operating officer of the Cooperative and shall oversee the day -to -day operations of the Cooperative and carry out the purposes of the Cooperative as directed by the Board. Among the duties and authority of the Chair shall be the following: (a) To sign on behalf of the Cooperative any instrument which the Board or Members have authorized to be executed and, in general, to perform all duties incident to the office of Chair and such other duties as may be prescribed by the Board consistent with this Agreement from time to time. (b) To have a proposed annual budget and, for each Member, a proposed quarterly (or other time interval) payment into the Account and to submit such proposals to the Board. (c) To make recommendations regarding policy decisions, the creation of other Cooperative offices and the employment of agents, employees and independent contractors. (d) At each regular meeting of the Board and at such other times, as requested to do so by the Board, to present a full report of the fiscal condition of the Cooperative. 5 The Chair shall preside at all meetings of the Board at which the Chair is present. The Chair may request information from any officer of the Board or the Cooperative or any employee or independent contractor of the Cooperative. The Chair shall vote on all matters that come before the Board or Committees on which the Chair serves. The Chair shall be a non - voting ex- officio member of all committees of the Cooperative on which the Chair does not directly serve. The Chair shall have such other powers as are set forth in this Agreement and such other powers as (s)he may be given from time to time by action of the Board. 7.3 The Secretary shall: (a) Record all proceedings of the Board and supply minutes to all Members. (b) Keep and maintain all permanent records of the Cooperative. (c) In general, perform all duties incident to the office of Secretary and such other duties, as from time to time may be assigned. (d) In the absence of the Chair or in ahe event of the inability or refusal of the Chair to act, the Secretary shall perform the duties of the Chair and, when so acting, shall have all of the powers and be subject to all the restrictions upon the Chair. 7.4 The Treasurer shall: (a) Have charge and custody of and be responsible for all funds and 'securities of the Cooperative; receive and give all receipts for moneys due and payable to the Cooperative from any source whatsoever; deposit all such moneys in the name of the Cooperative in such banks, savings and loan associations or other depositories as shall be selected by the Board; keep the financial records of the Cooperative and invest the funds of the Cooperative as are not immediately required in such securities as the Board shall specifically or generally select from time to time. Provided, however, that all investments of Cooperative funds shall be made only in those securities which may be allowed by the Illinois Compiled Statutes. (b) The Treasurer need not be a representative of any Member and may contract for some or all of the required bookkeeping and accounting functions while maintaining oversight of all treasury functions. FP (c) In the absence of the Treasurer, or in the event of the inability or refusal of the Treasurer to act, the Chair shall perform the duties of the Treasurer, and, when so acting, shall have all of the powers of and be subject to all of the restrictions upon the Treasurer. (d) The Treasurer will have check signing authority up to an amount approved by the Board. Dual signatures will be required above this amount. The Board shall appoint check signers and co- signers. 7.5 The Board may from time to time establish other offices of the Board and may elect a member of the Board to serve in any of such offices. Except as provided elsewhere in these By -Laws, the Board shall fill any vacancies which may occur in such offices for the remainder of the term. The Board may remove the Chair, Secretary or Treasurer for failure or refusal to comply with this Agreement or the lawful directions of the Board, or for any action detrimental to the interests of the Cooperative, by a two- thirds (213) vote of all Board Members in favor of removal. 7.6 The Cooperative may purchase a blanket fidelity bond in an amount to be established by the Board to assure the fidelity of all officers and employees of the Cooperative who shall have the authority to receive or authorize by their signature or order the payment, transfer or investment of Cooperative funds. Additional fidelity and similar coverages, including, but not limited to, errors and omissions coverage, may be procured by the Cooperative from time to time. 7.7 The Board may select an organization devoted to providing financial services to - carry ; out some or all of the functions which would otherwise be assigned to the Treasurer and may select a management company, .agent or Cooperative employee to carry out some or all of the functions which would be otherwise assigned to the Chair. ARTICLE VIII Account 8.1 Administration - The cost of administering the Cooperative shall be borne by all the Members. Whenever payments to the Account for administrative expenses shall be based upon an estimate, each Member making such payments shall promptly receive a refund or pay a deficiency when actual figures become available. It is contemplated that the Account will contain a sufficient amount at all times to pay all of the administrative expenses of the Cooperative. 8.2 Payments into the Account for all other purposes will be developed and administered as follows: 7 (a) The Board, at least 60 days prior to the start of each Fiscal Year, will approve the determination of total anticipated costs and expenses. The Chair shall recommend and the Board shall approve how the total amount of anticipated costs and expenses should be divided among the Members. The failure of the Board to approve the determination of expenses and payments shall not invalidate such action taken at a later date provided that no Member shall have less than 15 days prior notice before the first payment for the next Fiscal Year shall become due. (b) The Board, in accordance with this Agreement, shall purchase the approved coverages and any other insurance, as deemed necessary by the Board. The cost of such insurance shall be included in the costs and expense to the Cooperative as determined pursuant to this Article. (c) The Account will be 'administered during the Fiscal Year as a single fund 8.3 Audits The Board may provide to the Members an annual audit of the financial affairs of the Cooperative to be made by a certified public accountant at the end of each fiscal year in accordance with generally accepted auditing principals. The annual report shall be delivered to the Chief Administrative Officer of each Member. 8.4 Supplementary Payments If, during any Fiscal Year, the funds on hand in the Account are not sufficient to pay the Cooperative's costs and expenses, the Board shall require supplementary 'payments. The ;amounts of such payments due from each Member' for the Fiscal Year shall be computed utilizing the same method under which payments were made for the Account for the Fiscal Year in question. Supplementary payments shall be in amounts sufficient to pay all the costs and expenses of the Cooperative for the year in question. Supplementary payments may be sought in more than one payment and calls for supplementary payments may be made more than once in a Fiscal Year. 8.5. Unless otherwise approved by the Board, all costs and expenses incurred by the Cooperative for each Fiscal Year shall be paid in full by contributions made solely by entities which were Members during such Fiscal Year. The Account for each Fiscal Year of the Cooperative shall be provided for separate from the Accounts for any other Fiscal Year. Expenses will be allocated based on the actual number of claims and safety usage each period. ARTICLE IX Obligations of Members The obligations of each Member shall be as follows: (a) To pay promptly all payments to the Account at such times and in such amounts as are established by the Board within the scope of this Agreement. The Board may assess a penalty against any amounts not paid promptly. Such penalty shall be to charge interest on all delinquent amounts at an annual rate from the date the payment was due. The rate will be determined by Board. (b) To select promptly a representative and alternate representative to serve on the Board and any successors to such representative(s); (c) To cooperate fully with the Board, the Chair, insurance consultants, claims administrator, the Cooperative's attorneys, auditors and any agent, employee, office or independent contractor of the Cooperative in any matter relating to the purpose and powers of the Cooperative; (d) In the event that the Cooperative ' shall be required to expend funds for administrative, legal or other costs brought about by the failure of a Member to pay sums owed the Cooperative, such amounts expended shall be added to the sums due the Cooperative and shall be payable by the Member which has failed to pay said sums no less than thirty (30) days after such services /costs'are incurred by the Cooperative. ARTICLE X Liability of Board and Officers The representatives and the officers of the Cooperative shall use ordinary care and reasonable diligence in the exercise of their authority and in the performance of their duties. They shall not be liable for any mistake of judgment or other action made, taken or omitted by them in good faith; nor for any action made, taken or omitted by any agent, employee or independent contractor selected with reasonable care; nor for loss incurred through investment of Cooperative funds, or failure to invest. No representative or officer shall be liable for any action taken or omitted by any other representative or officer. No representative shall be required to give a bond or other security to guarantee the faithful performance of his /her duties hereunder except as required by this Agreement or by law. The Account shall be used to defend and hold harmless any representative or officer of the Cooperative for actions taken by the Board or performed by the representative or officer within the scope of his/her authority; the Cooperative may purchase insurance providing similar coverage for representative and /or officers. 9 The Cooperative agrees to defend, indemnify, protect and hold harmless the Members and their officers, beneficiaries, employees, agents, attorneys, representatives, legal successors and assigns ( "Indemnities ") from, regarding and against any and all liabilities, obligations, orders, decrees, judgments, liens, demands, actions, claims, losses, damages, fines, penalties, expenses, or costs of any kind or nature whatsoever, together with fees (including, without limitation, reasonable attorneys' fees and experts' and consultants' fees), whenever arising, unless caused in whole or in part by the sole negligence of any of the Indemnities, resulting from . or in connection with Cooperative's performance or non - performance of its, .obligations under or with respect to this Agreement. Cooperative's defense, indemnification, protection and hold harmless obligations herein shalV include, without limitation, the duty to respond to any governmental inquiry, investigation, claim or demand at Cooperative's sole cost. ARTICLE XI Contractual Obligation The obligations and responsibilities of the Members set forth in this Agreement, including the obligation to take no action inconsistent with this Agreement as originally written or validly, amended, shall remain a continuing obligation and responsibility of each Member. This Agreement may be enforced in law or equity either by the Cooperative itself or by any Member. If the Cooperative is ever required to pursue enforcement of this Agreement against any Member and, to any extent, is successful in said enforcement action, then the Member or Members against whom enforcement has been sought shall be liable, jointly and severally, for all fees, costs and other expenses, including, but not limited to, attorneys fees incurred by the Cooperative in said enforcement action. The consideration for the duties imposed upon the .Members by this Agreement is based upon the mutual promises and agreements of the Members set forth herein and the advantages gained by the Members through participation in the Cooperative. Except to the extent of the limited financial contributions to the Cooperative each Member has agreed to make pursuant to this Agreement, no Member agrees by this Agreement to be responsible for any claims of any kind against any other Member. The Members intend in the creation of the Cooperative to establish an organization solely within the scope set forth in this Agreement and do not intend to create between the Members any relationship of partnership, surety, indemnification or liability for the debts of or claims against another. 10 ARTICLE XII Expulsion of a Member 14.1 By the vote of two- thirds (213) of the entire membership of the Board except the representative from the Member whose expulsion is being voted upon, the Board may recommend expulsion of any Member from the Cooperative. A Member will be subject to expulsion: (a) for failure to make any payment due under this Agreement; (b) for actions contrary to the interests of the Cooperative or failure to act when required pursuant to this Agreement; (c) such other activities or failures which may from time to time be determined by the Board as grounds for expulsion: 14.2 No Member may be expelled except after notice from the Cooperative of the alleged failure and after a reasonable opportunity of not less than fifteen (15) days to cure the alleged failure. Within such fifteen -day period, the Member may request a hearing before the Board _ before any decision is made as to whether to recommend expulsion. The Board shall set the date for such hearing, which shall not be less than fifteen (15) days after expiration of the time to cure. The Board may appoint a hearing officer to conduct such hearing and make a recommendation to the Board based upon findings of fact; provided, however, that if the hearing is conducted by a hearing officer, the Member may request a further abbreviated (without presentation of any additional documents or evidence) hearing before the Board. Such request shall be in writing and addressed to the Chair. If the Board conducts the hearing itself, it may make a decision at the close of the hearing. Expulsion of a Member after notice and hearing as set forth in this Section shall be final when approved by the Members as specified in Article V and shall become effective as determined by the Board. 14.3 After expulsion, the former Member shall continue to be fully liable for any payment due to the Account and any other unfulfilled obligation as if it was still a member of the Cooperative. 14.4 Any Member expelled from the Cooperative shall not be entitled to the 'return or reimbursement of any amounts whatsoever from the Cooperative, nor shall any payments of any kind be made by the Cooperative on behalf of such expelled Member after the date of expulsion. ARTICLE XIII Withdrawal of a Member 15.1 Except as provided elsewhere in this Agreement, all Members of the Cooperative shall be obligated to continue as Members during the first three -year membership cycle and all new Members shall remain as Members for at least 3 years after admission. 15.2 After the initial term of the Cooperative, and except as provided for new Members, any Member of the Cooperative may withdraw from the Cooperative at the beginning of a three -year term of the Cooperative only upon the giving of at least 120 days written notice prior to the end of the term. 12 Such notice shall be addressed to the Chair and Secretary and shall be accompanied by a resolution or ordinance of the Corporate Authorities of the Member electing to withdraw from the Cooperative. A notice to withdraw may be rescinded after it is received by the Chair but not less than sixty (60) days before the end of the Fiscal Year except upon the 213 approval of the Board. Any Member which withdraws from the Cooperative shall not be considered for re- admission for at least three (3) years after it has withdrawn. 15.3. The rights and responsibilities of a withdrawing Member shall be the same as for an expelled Member as set forth in Section 14 of this Agreement. ARTICLE XIV Termination of the Cooperative The Cooperative shall terminate upon the occurrence of any one of the following events: (a) A final determination by a court of competent jurisdiction, after all appeals have been exhausted or time for appeal has expired, that the Cooperative is invalid or contrary to law; (b) The affirmative vote of two- thirds (2 /3rds) of the membership of the Board to terminate. In the event the Cooperative is terminated pursuant to this Article, the Board shall set up a Reserve Account to cover all anticipated costs and expenses of the Cooperative. (c) Any funds remaining in the Cooperative at termination after all costs and expenses have been paid and satisfied shall be returned to the Members which shall have been Members on the day before the date of termination on the same basis as payments were made by said Members to the Cooperative in the Cooperative's last Fiscal Year. ARTICLE XV Miscellaneous 18.1 Notice All notices other than notices of meetings required by this Agreement shall be in writing and shall be deemed to have been given when deposited in a United States Post Office, registered or certified mail, postage prepaid, return receipt requested, and addressed as follows: If to the Cooperative: to the Chair and Secretary at their respective regular place of business; if to the Members: to the address submitted to the Cooperative, or to such other address as any party to this Agreement may from time to time specify in writing to the other parties and to the Cooperative. All documents or other notices to be supplied to the Cooperative shall be submitted to the Chair and Secretary at their respective regular place of business. 18.2 Section Headings The section headings inserted in this Agreement are for convenience only and are not intended to, and shall not be construed to limit, enlarge or 13 affect the scope or intent of this Agreement or the meaning of any provision hereof. 18.3 Validity and Savings Clause In the event any provision of this Agreement shall be declared by a final judgment of a court of competent jurisdiction to be unlawful or unconstitutional or invalid as applied to any Member, the lawfulness, constitutionality or validity of the remainder of this Agreement shall not be deemed affected thereby. 18.4 Counterparts This Agreement, and any amendments thereto, may be executed in any number of counterparts which taken together shall constitute a single instrument. 18.5 Governing Law This Agreement shall be governed in accordance with the laws of the State of Illinois. Documentl 14 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: MICHAEL E. JANONIS, VILLAGE MANAGER DATE: OCTOBER 15, 2012 SUBJECT: WAIVING OF RFP FOR THE PURCHASE /INSTALLATION OF BOAR CAMERA SYSTEM >, Background The boardroom camera system was installed when the Village Hall was built 7 years ago. The cam, me that were chosen by the vendor were in their last year of production. As a result, for the past three years, replacement parts have been impossible to come by for the repair of these cameras. Three years ago a video board broke on one of the cameras and the repair company could not get a replacement board. TV Services had to purchase a broken camera on Ebay in order to cannibalize the board to put into our board room camera. Six months later, TV Services was able to acquire a used working camera on Ebay as a backup replacement camera. The cameras have reached the end of their useful life and need to be replaced. Overview Camera technology has changed in a dramatic manner since the current board room cameras were developed. First, we need to purchase cameras that can work both in a Standard Definition (SD) mode and a High Definition (HD) mode. TV Services and the cable providers in town are not yet ready to cablecast our feed in HD mode. Any HD programming would need to be down converted to an SD signal and sent out to the cable providers. We would also need to do this for the board room projectors or purchase HD projectors. Second, we need a camera that is in the early years of production yet not so new as that it hasn't had all the bugs worked out. Third, we need a camera from a proven manufacturer with a good reputation for developing quality equipment and is well supported by service in the Chicagoland area. At first we looked at a single chip camera system that would deliver the best image for the price using the most up to date technology. This technology relied on a fiber optic connection system with the cameras and would have delivered a very high quality image for the price. However, due to the placement of the cameras and conduit running to them it made impossible to deliver fiber to each camera position without cutting into the board room walls. This technology would have made each camera cost approximately $15,000 each, not including installation. Next we looked at a camera system that could be connected via a CAT6 telephone wire. The CAT6 wire is able to deliver video signal, power, sync, and camera control while being able to utilize the existing conduit in the board room. The need for the ancillary connection equipment that was involved in a fiber option was eliminated and the price dropped dramatically. Therefore we were able to put more money towards camera quality and upgrade the camera itself to a 3 chip model. This system dropped the price down to approximately $10,000 each. Page 2 Staff estimates that the CAT6 system should work in the board room for 6 to 8 years. The next technological step forward is wireless delivery of the camera outputs. Staff will evaluate this technology when the useful lives of these cameras come to an end. Use of wireless technology would eliminate the need to run cable to the four camera positions in the future TV Services staff has researched a new camera system for the board room. This research has led to a specific camera system. We wish to purchase and Install 3 Sony BRS -Z700 3 CMOS %" HD /SD PTZ (Point Tilt Zoom) Cameras that have been modified by third party company called Vaddio. Vaddio's modifications allow the cameras to be operated via a CAT6 cable that delivers video signal, sync, power, and camera control. The cameras are hooked up to a Vaddio camera control unit that distributes the video signals to the existing Broadcast Pix Switcher. Vaddio also manufactures a camera controller that can move and zoom all four cameras remotely from inside the control room. Since we want a specific camera system we have gotten separate quotes for the hardware and labor for installation, instead of sending this out for RFP. (In an RFP, the vendor would be at liberty to dictate any camera system they chose in order to bring the project in at the lowest price. Because of staff's experience with a much preferred camera system, the ability of a vendor to bring in a like product to meet our needs is not equal to the cost savings of going out for RFP.) We have requested quotes from 4 vendors for the camera hardware and 3 vendors for the installation services. Because of staff's experience with a much preferred camera system, the ability of a vendor to bring in a like product to meet our needs is not equal to the cost savings of going out for RFP. Hardw Purchases B &H Photo/Video $46,427 Full Compass Systems $44,572 Telepresence Systems $43,706 Core Microsystems $39,191 Installation MJM Multimedia $6,000 to not to exceed 10,000 (sliding scale dependent on amount of installation done by staff.) United Visual Systems $16,568 Pentegra Systems $59,000 (includes equipment, wouldn't price installation only.) Action Requested Staff requests the waiving of the RFP process and purchasing the equipment from Core Microsystem for a cost of $39,191 and hiring MJM Multimedia for the install at a cost of $6,000 not to exceed $10,000. There is money budgeted in the 2012 CIP for this purpose. Although we have not done business with Core Microsystems before, they are a well established company in business since 1991 and we have checked their references. MJM Multimedia is owned by Mike Meranda who was a video engineer for Swiderski Electronics. Swiderski Electronics did the original install of the village board room and Mike Meranda was a part of that team and has a good deal of knowledge about the inner workings of the board room cameras and systems. He will also allow staff to do some of the work at a cost savings. Mike Meranda has also done excellent work for Elk Grove Village where he has installed board room cameras and wired their remote truck. Thank you. Howard Kleinstein cc: Lisa Angel, Village Clerk D' ��'� ,v C) m �� 31� o 2�7W o <M D.Jo m � � I � N (D C1 >� :ma m! N o C/) I rm- D 0- n. D i Im °'° m I I � � F O n M W p r 00 0 10 , D N a 1 I� rn U, �:3 ICf) ' I D• <, ot0 ip m l ol � � p m .p D Cn p :U ICj i3 �p� iii I� CD T D I rl 31cn O I im I90 Z ml XI I� C/) Ic O . Cnj � CD I i � - i 69169 EA 69 (A r U) < W v C7 CD O cna _p o Cn 0 co 3 O CCD N r O �O 0 3 1.Q 0) n �. m � (D = = CD 0 �. O .' m I INI O O U m O O OIO 00 010 00 O10 49 EA 169 EA 169 EA, EA N i I i0 i C71 I w l Cn ', rn � I iCD O!OI O O'O Oi OIO O -{ l O C) f 01c) o o r Cl) U) < W v C7 CD O cna _p o Cn 0 co 3 O CCD N r O �O 0 3 1.Q 0) n �. m � (D = = CD 0 �. O .' m I j : i fA!EAIEA' CA m 0 C) OIOj Oi0 fflifA —� , �; 0 0 O O � I iWr1 I I INiO go = I N j0 _ l ml o V 0 0 CJIjN - I D O 010. O1 ° I ° C -� - -: 6q 1 ffl C: j 0 / OI— ° VI V logo o o� C) o; o''o - l � A Ea l cS 165 69 Elba 1<A ^ � l w Cn wl 00 jcoloo 0 -4 N o o 10 O -x�cn 0j9) D r- r I I I , OI °O 1O EA!b91Ss b91tq CD j CD I - r 1- 1 I -- EA ci f, O O C) C) b9169 69 co i m A! I O O 169 69 i CD CD CD I A w iwl ,. w _ CD a O IO10 �'� O 4m Oj0. AiN N I o o CA cl ! C) C) o 69!69169 6s .69 0 l i 0 p N o cn (D. CD ol! CD � ID Itn�I4A 1 <fll(A 1 696969 o w WI W CD CD Cn W O. O h e i !O'i C) C:): 0 'O CD C W � n (D o O c O C Cn CD 3 a CD a v * X , — o � O Dm rn C o CAD CD _ 0 (p O CORE 111CROSYSTFmS CORE MICROSYSTEMS 4039 Clipper Ct Fremont, CA 94538 Phone. (510) 687 -1234 Fax. (510) 687 -1188 www.coremicro.com Quotation Provided To: Village of Mount Prospect Howard Kleinstein 50 S. Emerson St Mount Prospect, IL 60056 Customer Tel# I P.O. No. I FOB 847 - 870 -5691 Ship To Village of M Howard Klei 50 S. Emer: Mount Prost Qty Description 4 Vaddio WallVIEW CCU Z700 (999- 6807 -000) 1 Vaddio ProductionVIEW Precision Camera Controller (999- 5700 -000) 1 Fed Ex Ground (2 Business Days) ASK US ABOUT LEASING & FINANCING OPTION. www.coremicro.com/financing All prices quoted by Core are based on U.S. dollars FOB shipping point and are subject to change. Systems manufactured by Core include 90 days technical support and a one -year labor and one -year parts warranty. Unless otherwise agreed in advance, full payment must be received by Core prior to the delivery. Changes or cancellations to orders may result in a 2S% restocking fee. Software and peripherals are non - refundable. For complete information on Core warranty and service programs, please visit www.coremicro.com Quotation Date Quote # 10/25/2012 19805 All quotes are valid for 30 days after quote submission. ount Prospect nstein ;on St >ect, IL 60056 ales Rep Terms KD Net 30 Cost Total 8,399.00 1,795.00 487.50 33,596.00 1,795.00 487.50 Subtotal $35,878.50 Sales Tax (0.0 %) $0.00 Total $35,878.50 '1 3 1 'C 7 H L v T v C M n C) x J O O Irnw to e i I , r 13 w vi I !69 i w 4I� w0 00 w c w o w o y J O N w � c. ,e y 'O rt . w � N O � w w 7 C. ro m m O w N m A fD N N I0 3 ***** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** QUOTE ****** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** From: Full Compass Systems, LTD QUOTE #: 1055740 9770 Silicon Prairie Pkwy Print Date: 10/26/2012 12:05:25 Madison WI 53593 -8442 608 - 831 -7330 Quote Date: 10/26/2012 Fax # 608 - 831 -6330 Operator: mercer Bill: Customer # 623356 Ship To: Cus /Adr # 623356 AA MT PROSPECT, VILLAGE OF 100 S. EMERSON ST MOUNT PROSPECT IL 60056 -------------------------------------------------------------------------------- Order By S1sPsn Ship Via I (Freight Ty Login -------------------------------------------------------------------------------- c UPS GRND RESID. FLAT RT I 0 mercer Quantity Unit Extended Item — — — — — — — — — — — Ordered Price Price — — — — — — — — — — — WALLVIEW- CCU -2700 — — — — — — — — — 4. 71.00 — 3 - 88 ——- 00 60.0 CCU System,WallView CCU Z700 PRODUCTIONVIEW -P -C 1. 1916.400 1916.400 Precision Camera Controller -------------- ----------------------------------------------------7------------- Subtotal 40776.40 Shipping 45.00 Insurance 0.00 • Taxable Amt 40821.40 • Tax NTX NO TAX 0.00°% Tax 0.00 * Total 40821.40 Fein 39- 1279698 B &H Shopping Cart I B &H Photo Video My Cart Vaddio ProductionVIEW Precision Camera Control B &H #VAPVPCC • Mfr #999-5700-000 al View Accessories USUALLY SHIPS IN 7 -14 BUSINESS DAYS Price. Page 1 of 2 $1.996.50 Important Notice! This is a special order item and is non - cancelable and non - returnable. Est. arrival at B &H is 7 -14 business days (subject to availability). Your order will be charged at time of shipment. In ternatio na l Orders' SquareTradeSquare Trade Protection Plan: r 2 Year Warranty: $235 99 F 3 Year Warranty: $314.99 tern Total $1,996.50 Vaddio WallVIEW CCU Z700 B &H #VAWVCUUZ700 • Mfr #999- 6807 -000 Q ty: Q Price: $10,118.95 View Accessones USUALLY SHIPS IN 7 -14 BUSINESS DAYS Important Notice! This is a special order item and is non - cancelable and non - returnable. Est. arrival at B &H is 7 -14 business days (subject to availability). Your order will be charged at time of shipment. International Orders' SquareTradeSquare Trade Protection Plan: r 2 Year Warranty: $1.399.99 r — 3 Year Warranty: $1,859.99 Iten'i Total $40,475.80 Calculate Shipping & Tax: Country. !USA J' Zip Code 60056 Choose a Shipping Method UPS Ground $337.30 3 -6 Business Days Delivery UPS 2 -Day Air $552.55 C 2 Business Days Delivery UPS Next Day Air $811.65 r 1 Business Day Delivery US Mail - Priority Mail r $917.75 SubTotal: $42,472.30 Sales Tax. $0.00 Shipping: $337.30 Order Total: $42,809.60 u CL j i CD m j v U) M. Z � !;o (D z rn M p 1< r CD j � CL o >: cn o C) CD! � o o ° o! �o of —� p C/) jo I m 'o D r r- I j CD j i !o oD 0 I i II g CL Q j j Lo I� CD iCl i CD CD CD '0 Q CD ! i c n u CL CD j v U) 0 !;o (D z i u CL CD U) j !;o (D z CD CL o cn o C) CD! � o o ° o! �o of —� p C/) jo I ', 'o D r r- I j CD j i !o oD 0 u v CD 0 0 0 U) �. co 0 v CL 0 0 v 0 0 0 CD CL CD U) (D z v CD 0 0 0 U) �. co 0 v CL 0 0 v 0 0 0 CD D D a n W D D o m n C n O G o S4 03 w i3 m N ° ° ° w m r- I �� Z X Z 000 Z o oN r n z D - n 00� V/ ci 1 D CO m W C o r- p n r„ m —► D N 0 m W -i D C 0 cn D og ^ z rnn o O mco �I M O m m mop N Z'' CO m� m _ O n D i c v m p _0 r 0 Fn co 6 D O o o 3 0o D m Z V � i m W D o D m C z m z U) D � m r a- z 0,9 � > w "' Z n m om zm 3 cn z D m p O C m D cn 0 cn 0 p z o o > c v << o ! v z Cl _ 3 ' O CD C:, n O 3 " O O� ° oo O + Ln O C Cn ° o NN P) j o ° ° o ° °o c r N 00 b 0000 b 6 n N t U1 69tfl O O o v) 0 69 1 =o -G» to t�tsjt�t1) W 0 0 0 -WV 0 0 tslV)- 0 0 s�t»t»toV)tetflt»t*t) 0 0 0 0 0 0 0 N -+ N P 0000 `OO W 00000000000000 -+ 0 V w Ooa.00 0 ;0. o0000°°°0°°°°oOMO r 0 (AIL cn o o o O ,y ~� UNITED VISUAL, Acct. No. 96322 Bill To Village of Mt. Prosepct 50 South Emerson Street Mt. Prospect IL 60056 -3218 United Visual, Inc. 1050 Spring Lake Dr. Itasca IL 60143 -2082 630 - 467 -1500 Ship To Howard Kleinstein Village of Mt. Prosepct 50 South Emerson Street 3rd floor TV studio Mt. Prospect IL 60056 -3218 Quote COUNCIL CHAMBERS FOUR PTZ CAMERA INSTALL Installation Labor Installation Labor Misc -I Misc. Materials & Hardware 11111 Ill 1i 16, 568.00 539.00 Subtotal 17,107.00 Shipping Cost (UV Truck) 0.00 Total $17,107.00 Date 8/10/2012 Quote # Q36OO Expires 9/28/2012 Exp. Close 8/10/2012 Sales Rep Victor Furlanetto Terms Net 30 Days Shipping Method UV Truck Project # Contact Howard Kleinstein COUNCIL CHAMBERS FOUR PTZ CAMERA INSTALL Installation Labor Installation Labor Misc -I Misc. Materials & Hardware 11111 Ill 1i 16, 568.00 539.00 Subtotal 17,107.00 Shipping Cost (UV Truck) 0.00 Total $17,107.00 r CONFIDENTIAL PROPOSAL Village of Mount Prospect *tems Proposal #: L11653 GSB Ver. 2 0 Audio Video Data Security U Telecom August 15, 2012 Mr. Howard Kleinstein Station Manager Village of Mount Prospect 50 S. Emerson Mount Prospect, IL 60056 r Dear Mr. Kleinstein, Pentegra Systems LLC sincerely appreciates this opportunity to submit a proposal to Village of Mount Prospect to address your camera system upgrades. This proposal is based on your equipment list. I am confident that the proposed solutions contained herein will meet your needs. As you review this proposal, please feel free to contact me for clarification or to address any changes or additions. Again, thank you for the opportunity to be part of this project and to submit this proposal. We look forward to a timely installation and servicing your technology needs for years to come. Sincerely, Greg Bayer Sales Engineer All content in this proposal is bound by Pentegra Systems' Intellectual Property Notice contained herein Proposal Date: 8 -15 -12 Page 1 of 6 ©2012 Pentegra Systems LLC 1 Pad CONFIDENTIAL PROPOSAL to Village of Mount Prospect Proposal #: L11653 GSB Ver. 2 0 Audio 0 Video 0 Data U Security 0 Telecom Project Scope of Work Video System Division Understandings The following are included in our understanding of the proposed video system and their requirements: 1. The board room to receive upgrades to the existing system of cameras. 2. The existing cameras to be replaced by the Panasonic AW- HE120WP camera. This camera uses the same technology found in some of Panasonic's Broadcast level cameras. 3. The overall infrastructure to be upgraded including the video wiring and control. 4. A Panasonic AW -RPSON remote control to be put in place for controlling the camera. This remote control uses standard LAN cable. This makes the system less expensive and also allows the system to be expandable including the ability to control up to 100 cameras. S. Pentegra Systems will determine required work to be performed by others such as electrical. Equipment, Materials, and Installation to be provided by Pentegra Systems: Panasonic HD Integrated Camera, Cisco Systems Switched Hub Router Panasonic Remote Camera Controller Panasonic Ceiling Mount West Penn RG -6 18 SOLID BARE CMR SDI COAX Pentegra Misc. hardware, connectors, etc. Mohawk Mohawk MegaLan 400 Plenum Blue 1 K' Pentegra Installation - labor AJA Video Systems Inc HD /SD Sync Generator, simultaneous Blackburst and Tri- level, outputs assignable AJA Video Systems Inc Power Supply, 110 -volts to 5 -volts Services to be rendered by Pentegra Systems: • System design & engineering. • Complete working and "as- built" systems documentation. • All necessary shop assemblies and fabrications. • On -site installation of the new equipment by trained, union - affiliated technicians. • Calibration and fine- tuning with the aid of system analysis software and test equipment. Services and materials to be provided by others and not included in this proposal: • 15- Ampere grounded AC circuits are to be provided at the location of the cameras, equipment rack and control system. • Rough in for wall boxes. • Conduit as required. • All client provided equipment must be in working condition and accessible. 4 1 1 4 1 1 All content in this proposal is bound by Pentegra Systems' Intellectual Property Notice contained herein Proposal Date: 8 -15 -12 Page 2 of 6 02012 Pentegra Systems LLC I r) � CONFIDENTIAL PROPOSAL Village of Mount Prospect Proposal #: L11653 GSB Ver. 2 0 Audio 0 Video 0 Data (1) Security Telecom Intellectual Property Notice This detailed design /build proposal including all equipment lists, drawings and other documents are submitted at no charge to the organization named in this proposal pursuant to the following conditions: This proposal is for the organizations exclusive use in evaluating the system design presented by Pentegra Systems LLC and for evaluating the capabilities of Pentegra Systems LLC. Pentegra Systems LLC applied significant resources with specialized knowledge and experience in preparation of this proposal. This proposal was created to offer consultative recommendations for your organization's unique challenges, needs and requirements. This proposal is a product of Pentegra Systems LLC presenting consultative ideas, design, and engineering of systems based on a thorough needs analysis. As a result, the information contained in this proposal is considered the intellectual property of Pentegra Systems LLC. The design contents and concepts contained in this proposal, including equipment lists, drawings and all other documents are the product of Pentegra Systems LLC and shall not be duplicated or disclosed in any manner, in whole or in part for any reason including the purpose of obtaining competing quotations. The design contents and concepts contained in this proposal are protected by law and remain the intellectual property of Pentegra Systems LLC until acceptance of proposal and paid deposit. Unauthorized use of the design contents and concepts contained herein shall constitute acceptance of the following charges plus obligation to pay any and all Pentegra Systems LLC expenses incurred in the collection of these charges. Charge for Unauthorized Use: 15% of the Pentegra Systems Design /Build Quotation All content in this proposal is bound by Pentegra Systems' Intellectual Property Notice contained herein Proposal Date: 8 -15 -12 Page 3 of 6 ©2012 Pentegra Systems LLC len"w. 0 Audio 0 Video O Data 0 Security Telecom Acceptance of Proposal Village of Mount Prospect Camera Upgrades Please indicate your selections by initialing the options and endorse below Proposed System(s) Camera Equipment and Installation $59,946.00 Total Investment: $59,946.00 PAYMENT TERMS: 30% initial payment, balance billed in progress payments NET 30 The total investment, specifications, Terms and Conditions (Appendix A), and all agreements and notices detailed above and in the corresponding proposal attached hereto are understood and accepted. CONFIDENTIAL PROPOSAL Village of Mount Prospect Proposal #: L11653 GSB Ver. 2 Amount I hereby authorize Pentegra Systems LLC to provide the equipment, materials, and services as proposed per my selections indicated above. Signature Date PO Number Print name Title All content in this proposal is bound by Pentegra Systems' Intellectual Property Notice contained herein Proposal Date: 8 -15 -12 Page 4 of 6 02012 Pentegra Systems LLC WaRVIEW CCU Z700 Sena rne updates and offers Cataloy Searcn Frglisn I �, Fspar>ol Login 1 Home Products Newsroom Videos Training Tech Center Horne > Products > > WalIVIEW CCU Z700 Find Products WaIIVIEW CCU Z700 ;_;Isy�„(F9 Tools f IasyTALK ,•a Solutions Operator (,orflrolle d Systems ....,enull Crn,lrnlled Systerrr„ _,arnera IrackMq Sysl rns hhgh: Definition P "rZ C:arneras Standard Dcfin tion PTZ Cameras Document Cameras Videoconfercancing Accessories Monitors Racks Siarial Pmce,ssors %F-n ;oders Camera. Mounting Hardware ` Kett JOIN US ,, W;M1.1ir: vadr:io (. "f c,. System for Sony BRC -Z700 PTZ Camera Page I of 2 1� Rec!ster Contact WalIVIEW CCU 2700 999 -6807 -000 (North America) 999 - 6807 -001 (INTL) High Definition Pan /Tilt /Zoom Camera Control System based on the Sony BRC -Z700. `Enlarge I earn more' about "Sony BRC -2700_ PTZ_ Came ra" The WaIIVIEVV CCU Z700 is built around the Sony BRC -Z700 high definition pan /tilt /zoom camera, with 3 -CMOS mega -pixel sensors and a 20x optical zoom lens. WalIVIEW CCU Z700 enables the adjustment of color, gain and iris functions on the camera with the turn of a knob. These controls allow the camera to deliver a more accurate representation of the image that is being captured and color match and shade multiple cameras. User - defined adjustments may be stored using two Scene buttons. High speed differential, signaling is used with the WalIVIEW CCU Z700 to deliver high quality HD and SD video over standard Cat. 5 cabling. Adjustments allow the video to be extended up to 500 feet from the Quick- Connect CCU with virtually no loss in video quality or additional latency. KEY FEATURES: Sony BRC -Z700 High definition PTZ Camera 3CMOS Image Device 20x lens, 1080i/59.94i, 1080150i (switchable) with simultaneous SD output Red and blue gain, detail, red, green and blue enhance, iris and gain Video, power and control run over Cat. 5 cabling up to 500 feet SYSTEM INCLUDES I ®1-' System Includes Vaddio IR Remote Commander Model 2700 Wall Mount Bracket Sony BRC -Z700 PTZ. Camera Quick - Connect CCU for BRC -Z700 COMPATIBLE ACCESSORIES WaIIVIEW CCU 2700 Accessories WalIVIEW CCU Z700 Install Guide WaIIVIEVV CCU Z700 Tech Specs WaIIVIEW CCU Z700 Quick- Connect Install Guide Sony BRC -Z700 Command List Quick - Connect CCU CAD Drawing Quick - Connect CCU CAD Drawing Quick- Connect CCU Drawing VIDEOS Quick - Connect CCU RELATED PRODUCTS Quick - Connect CCU for BRC -2700 WalIVIEW PRO Z700 ProductionVIEW Precision Camera Controller Page 1 of 2 Send me updates and offers Cataloy Searoh I r Enalish 5 Eswknol Login Register '9 Home Products Newsroom Videos Training Tech Center Contact Home > Products > Operator Controlled Svstems > ProductionVIEW Precision Camera Controller Find Products ProductionVIEW Precision Camera ProductionVIEW Precision Cars Controller ��sylJSts rcc,ls Easy AL..K Audio Solutions Cperator Controlled Systems Produc:tionViEN! Mixer systelns ProductionVIEW Camera Controllers ProductionVIEW Precision Camera Controller Product,onVIEW Super Joystick Triggers for Preset Controllers P esenter Controlled Sysiems Camera Tracking Systems I hgn Definition PTZ Cameras Standard Definition PTZ Cameras [)ncur?leYlt Cameras eoc:ard'erencing Accessn;ies Monitors Racks Sig�,al Frocessors'Encoders Carnera Mounting Hardware A r es sories JOIN US 999 -5700 -000 Broadcast - quality joystick controller for extremely smooth and accurate pan, tilt and zoom control. t +Enlarge Select Image COMPATIBLE ACCESSORIES ProductionVIEW Precision Camera Controller Accessories DOWNLOADS ProductionVIEW Precision Camera Controller Manual ProductionVIEW Precision Camera Controller Tech Specs ProductionVIEW Precision Camera Controller Drawing ProductionVIEW Precision The Precision Camera Controller boasts a broadcast - quality joystick Camera Controller CAD designed for smooth and accurate pan, tilt and zoom control, as well Drawing as CCU image control functionality for controlling Lip to seven PTZ RELATED PRODUCTS cameras. By integrating CCU control into the system users can ProductionVIEW Super control red and blue gain, detail, and iris with adjustable gain with any Joystick Vaddio PTZ camera. One -push white balance (OPWB), auto white balance (AWB) and auto iris are also available to those who desire a more automated image control system. The CCU control surface gives system users real -time knobs and buttons to control each of these functions. Designed to control up to seven PTZ cameras the Precision Camera Controller can be used as a stand- alone device or in conjunction with a variety of video switchers or mixers on the market today. In addition, two Precision Camera Controllers can be linked together to allow the user to control all cameras from either controller. KEY FEATURES: Red and blue gain, detail, iris with adjustable gain controls Large focus wheel for fast, accurate manual focus 3 -Axis hall effect joystick Seven discrete auto - sensing RS -232C camera control ports External control capability (RS -232 and Tally)