S-1101 - 01/25/2005 - BUDGET - Ordinances Supporting DocumentsI
Item S.H.
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 25, 2005
SUBJECT: Interfund Loan to the Sports Core Fund
FROM: Darrell Langlois
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: I move that the Village Board approve the attached
ordinance authorizing loans from the General Corporate Fund to the Sports Core Fund.
Background/History:
The current ordinance authorizing loans from the General Corporate Fund to the Sports Core
Fund expires on January 31, 2005. The following describes the authorizations last given, as well
as updates the Village Board on the loan activity for the current year.
The prior ordinance authorized a consolidated loan of up to $1,290,000 in order to fund capital
and operating needs of the Sports Core dating from 1996 -2003. As the Board has been made
aware, for the first time in several years the Sports Core Fund "broke even" on a cash basis in
2004 and an additional loan amount was not required. Thus, at this time the only action required
is to extend'the term of the loan for an additional one -year period. Per the 2005 -2009 Five -Year
Financial Plan, repayment of this loan is projected to begin in 2007.
The current ordinance authorized several loans where it was anticipated that proceeds from the
Westchester Park land sale would retire the loan amounts. The original loan amount of
$1,298,300 in order to provide funding for the golf clubhouse expansion project was reduced to
$600,600 in 2003 due to application of the land sale proceeds received on the sale of one lot. In
addition to this loan, loans in the amount of $162,100 have been authorized for subdivision
improvements in Westchester Park, $45,300 for some expenses of the B &T Clubhouse project,
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and $125,500 for the pool deck replacement project. At the present time $933,500 is needed from
the sale of the remaining two lots in order to fully repay this portion of the loan amount].
Recommendation:
I recommend approval of the attached ordinance which extends the loan authorizations to the
Sports Core Fund for an additional one -year term.
' An additional $80,000 of proceeds Is required in order to repay a 2002 loan from the golf surcharge
account that was needed to fund operating expenses
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r5) 3) Golf Course Maintenance Equipment
F. Budget Adjustments
G. Treasurer's Report — December, 2004
(I. An Ordinance Authorizing a Loan to the Sports Core Fund
I. An Ordinance Approving the 2005 Salary Plan and an Amendment to the Salary
Administration Policy for Non - represented Employees of the Village of Oak Brook,
Illinois continued from January 17, 2005 Meeting
J An Ordinance Amending Article V of the Personnel Manual of the Village of Oak
Brook
K. IR1\4A Annual Contribution
L. Ratify Ad Hoc Committee Formation Amendment
6. ITEMS REMOVED FROM CONSENT AGENDA:
5. D Authorization to Seek Bids or Proposals or Negotiate Contracts: 4) Fourth of July
Parking /Concessions
Trustee Korin indicated that discussion occurred last year by the Board of Trustees of how
to accommodate concessions. She recommended that food concessions are not necessary
but beverages and novelty items should be available by vendors. These two areas would
allow the Village to create a profit rather than going for multiple bids of services that are
not necessary to provide
President Quinlan inquired what services should be provided. Trustee Korin
recommended four stations of beverages on the fields and novelty items be sold throughout
the crowds. Trustee Zannis suggested that the Village go out to bid for parking.
Trustee Craig explained that vendors could be contacted for promotional items but those
positions would have to be staffed by Village staff. President Quinlan inquired if there are
legal ramifications if beverages are sold without food. Attorney Kubiesa said there is a
potential liability with this. President Quinlan recommended that staff seek proposals on
all areas and then choose the best method to proceed. Trustee Korin stated that this is fine
but it does take time to seek proposals and she wanted enough time to allow for review of
the information. Trustee Zannis asked that the beverage concessions be operated by the
Village and have a time frame on the process to respond to the Board of Trustees with
proposals by March 2, 2005
Motion by Trustee Aktipis, seconded by Trustee Korin, to authorize staff to seek bids or
proposals or negotiate contracts for the Fourth of July Parking /Concessions VOICE
VOTE • Motion carried.
5. E. Authorization to Hire, Promote or Reassign Duties of Village Employees 1) Police
Department — Part -time Accreditation Manager; 2) Transfer of Police Personnel
5 E. 1) & 2)
VILLAGE OF OAK BROOK Minutes Page 4 of 21
January 25, 2005