Minutes - 11/12/2014 - Board of Trustees
MINUTES OF THE NOVEMBER 12, 2014 SPECIAL MEETING OF
THE BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN ON NOVEMBER 25, 2014
1. CALL TO ORDER
The Special Meeting of the Board of Trustees was called to order by President Gopal
Lalmalani in the Samuel E. Dean Board Room of the Butler Government Center at 6:34 pm.
The Pledge of Allegiance was given.
2. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: President Gopal Lalmalani, Trustees Donald Adler, John Baar, Michael Manzo,
Mark Moy, Gerald Wolin, and Asif Yusuf.
ABSENT: None.
IN ATTENDANCE: Rick Ginex, Village Manager; Cathy Doczekalski, Interim Assistant
Village Manager; Robert Kallien Jr., Community Development Director;
Sharon Dangles, Finance Director; Barry Liss, Fire Chief; Susan Madorin,
Library Director; James Kruger, Police Chief; Michael Hullihan, Public Works
Director; and Trey VanDyke, Sports Core Director.
3. RESIDENT COMMENTS
Resident Harry Peters stated that the Village needs to make residents and businesses a priority.
He mentioned his disappointment in the extra $350,000 payment to the Firefighters pension
fund. He suggested investing more money in salary increases. He also stated that employee
objectives and goals should be set high. He further stated that Polo is important and that it
differentiates Oak Brook from other communities.
Resident George Klein echoed Mr. Peters’ comments. He also suggested that a conservative
approach to next year’s budget is to project 100% of this year’s income.
4. 2015 BUDGET WORKSHOP
Finance Director Dangles gave a presentation on the proposed 2015 budget that highlighted the
following:
Personnel Requests
1) Library – Promotion of one employee to full-time status
2) Administration – Temporary part-time contract service for marketing and
communications ($17,960)
Discussion ensued regarding the temporary administration position responsibilities and
budget allocations.
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3) Finance – Temporary part-time contract service to assist with workload ($20,2010)
4) IT – Temporary full-time contract service to assist with the laserfiche project
($31,200)
Discussion ensued regarding the laserfiche project and the length of time the position
will be needed.
5) Community Development – Temporary part-time contract service for permit
coordinator ($22,000)
Trustee Baar would like to see the part-time Community Development position
changed to a full-time position.
Discussion ensued regarding converting the part-time Community Development
position into full-time, retaining outside services, the project management of permits,
and hiring two part-time employees rather than one full-time employee.
6) Sports Core – Sports Core Director VanDyke stated that he will reevaluate the
organizational structure at the Sports Core since the Bath & Tennis Manager accepted
a position at another community. He also is requesting a custodian and a membership
coordinator at the Bath & Tennis Clubhouse, with no impact to the 2015 budgeted
amount.
Discussion ensued regarding creating a Deputy Fire Chief position and the consensus
was that more information is needed to justify the position.
Major Capital Improvements
1) Electrical Project ($410,000)
Discussion ensued regarding the electrical project including back-up generators, the
elimination of resistive heating, and the assumed savings.
2) Heritage Center HVAC Replacement ($340,000)
Discussion ensued regarding the three components the Heritage Center HVAC
Replacement Project, using cash reserves to fund the majority of the project, and fixing
the current HVAC system rather than replacing it.
3) Police Department Architect ($100,000)
Discussion ensued regarding evaluating and reconfiguring the entire Butler
Government Center, taking on debt to pay for the project, and safety issues and
concerns of the current building set-up.
4) Golf Drainage ($350,000)
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Discussion ensued regarding the two phase project which consists of purchasing pumps
and installing a drainage system, and funding sources.
5) Stryker Power Load/Stretcher for Ambulance ($45,580)
Discussion ensued regarding the stretcher purchase and funding from foreign fire and
potentially IRMA.
6) Fire Station 94 Dispatch Room ($28,000)
7) Fire Station 93 Bathroom and Bunkroom Remodeling ($89,000)
8) Water System Improvements and Meter Replacements ($1.6M)
9) Roadway Improvements ($5.1M)
10) Garage Operations Floor Lift ($25,000)
11) Public Works – Recondition and Reseal Garage Floor ($25,000)
12) Sports Core Improvements ($187,800 in potential grant revenue for Bath & Tennis
Capital Items )
New Bath & Tennis Entrance ($25,000)
Swimming Structural Support Repairs ($20,000)
Swimming HVAC Replacement ($40,000)
Bath & Tennis Clubhouse HVAC Replacement ($40,000)
Golf Clubhouse Furniture ($20,000)
Golf Clubhouse Dishwasher ($15,000)
Golf Clubhouse HVAC Repairs ($10,000)
Discussion ensued regarding all HVAC replacement requests, creating a golf
clubhouse design concept and business model, and Golf Clubhouse food services.
Significant Vehicle and Equipment Replacement
1) Police – Five Vehicles ($199,000)
2) Public Works – Dump Truck ($176,000)
3) Public Works – Leaf Machine ($48,000)
4) Public Works – Air Compressor ($30,600)
5) Fire – Ambulance ($285,000)
6) Sports Core – Mower and Fairway Cultivator ($50,000)
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Polo
1) Recommended 2015 Polo Budget ($-50,202)
2) 2015 Mission
3) 2015 Polo Season
4) 2016 Mission
5) 2017 Mission
Discussion ensued regarding polo missions, the 2013 and 2014 polo seasons, sponsorships,
and conducting a resident survey regarding polo.
Resident Kathy Maher stated that not many residents attend polo matches and that most
attendees are from the north shore and other suburbs.
Streetscape/Pedestrian Access Projects
1) 22nd Street Improvements ($2,450,000, offset by a grant of $849,800)
2) Pedestrian Access Improvements ($329,530, offset by $50,000 in reimbursements)
3) Entry Signage ($65,000)
4) Design Costs for Median/Street Lighting Projects ($140,000)
Discussion ensued regarding funding street improvements from the hotel tax fund,
surveying other communities on how they utilize their hotel tax funds, and acceptable
usage of hotel tax funds.
Zoning Ordinance
1) Update Codes and Ordinances ($75,000)
2) Possibly another $75,000 in 2016
Other Significant Items
1) General Corporate Fund to Provide Sport Core Subsidy of $213,705
2) Legal Fees Increase of $117,000 from 2014 (union negotiations and possible increase
in Village Attorney fees)
3) Compensation Plan Update and Studies ($20,000)
4) Sports Core Master Plan ($20,000)
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5) Residential Enhancement Committee ($50,000, reduction from $85,900)
Trustee Manzo thanked everyone for their hard work on the budget. He also stated that he is
concerned that the Village is getting too comfortable with spending and using cash reserves.
Trustee Baar agrees with Trustee Manzo’s comments.
Resident George Klein asked if the budget includes a payment to the Chamber of Commerce.
The answer was no.
Village Manager Ginex asked if doing a lease-purchase for big ticketed items, such fire
department equipment, can be an option. The consensus was that the Board would like to see
the numbers before making a decision.
Discussion ensued regarding the purchase of the fire department rescue engine, alternate
funding options, fire department apparatus vehicles usage, and medical protocols.
Trustee Adler questioned the new budget workshop process and stated he does not feel that a
thorough review was completed. Discussion ensued regarding the new budget workshop
process and transparency, and the consensus was that new process is very efficient and
transparent.
Resident Kathy Maher stated that residents need more detail to understand what is going on in
the Village and appreciate it when Trustees ask questions.
5.
ADJOURNMENT
Motion by Trustee Yusuf, seconded by Trustee Moy to adjourn the Special Meeting of the
Committee of the Whole at 9:04 pm. VOICE VOTE: Motion carried.
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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