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Minutes - 10/25/2016 - Board of TrusteesREVISED 11/15/16 VILLAGE OF OAK BROOK MINUTES Page 1 of 5 REGULAR MEETING OF OCTOBER 25, 2016 MINUTES OF THE OCTOBER 25, 2016 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON NOVEMBER 22, 2016 1. CALL TO ORDER The Regular Meeting of the Village Board of Trustees was called to order by President Gopal Lalmalani in the Samuel E. Dean Board Room of the Butler Government Center at 7:04 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, Mark Moy, Edward Tiesenga, Asif Yusuf ABSENT: Trustee Michael Manzo (arrived at approximately 7:23 p.m.) IN ATTENDANCE: Village Manager Rick Ginex, Interim Finance Director Jason Paprocki, Village Attorney Stewart Diamond, Information Technology Director Jim Fox, Police Chief Jim Kruger, Public Works Director Doug Patchin, Golf Club Manager Sean Creed, Library Director Sue Madorin, Bath & Tennis Club Manager Chris Thompson 3. PRESIDENT’S OPENING COMMENTS President Lalmalani discussed the celebration of Diwali, and also mentioned Trick or Treat hours. He then complimented the Public Works on the wonderful job on the plantings and fall decorations. President Lalmalani explained that this meeting would be conducted differently because of the Committee-of-the-Whole Sports Core discussion after the regular agenda items. A. Medal of Life Award – John Jacobs Police Chief Kruger came to the podium and explained the incident relating to the Medal of Life being awarded to Police Officer John Jacobs. He remarked on the teamwork between the Police and Fire Departments, and then presented Police Officer John Jacobs with the Award. 4. RESIDENT/VISITOR COMMENTS All resident/visitor comments were concerning the Sports Core, and were made at that time. 5. APPROVAL OF MINUTES REVISED 11/15/16 VILLAGE OF OAK BROOK MINUTES Page 2 of 5 REGULAR MEETING OF OCTOBER 25, 2016 A. Regular Executive Meeting Minutes of August 9, 2016 Motion by Trustee Baar, seconded by Trustee Moy, to approve the Minutes of the Regular Executive Meeting of August 9, 2016. VOICE VOTE: Motion carried. B. Regular Board of Trustees Meeting of October 11, 2016 Motion by Trustee Baar, seconded by Trustee Moy, to approve the Minutes of the Regular Meeting of October 11, 2016. VOICE VOTE: Motion carried. 6. CONSENT AGENDA All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. There will be no separate discussion of these items unless a Board member so requests, in which event, the item will be removed from the Consent Agenda and considered as the first item after approval of the Consent Agenda. A. Accounts Payable for Period Ending October 20, 2016 - $1,563,541.99 Significant Items included in Above: 1) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – September 2016 - $8,743.75 (FY16 – YTD - $69,562.51) 2) Rathje Woodward, LLC - Legal Services - August 2016 - $3,333.33 3) Rathje Woodward, LLC - Legal Services - September 2016 - $3,333.33 (FY16 – YTD - $33,299.97) 4) Clark, Baird, Smith, LLP – Legal Services – September 2016 - $3,354.50 (FY16 – YTD - $12,364.50) TOTAL LEGAL BUDGET FOR 2016 IS $449,000 - TOTAL LEGAL BILLS PAID FOR 2016- YTD - $142,819.72 5) DuPage Convention & Visitors Bureau – Quarterly Dues - July 2016 through September 2016 – $30,635.65 TOTAL DUPAGE CONVENTION & VISITORS BUREAU BUDGET FOR 2016 IS $349,550.00 – TOTAL PAID FOR 2016 – YTD - $242,827.36 6) Christopher B. Burke Engineering, Ltd – PO #4 – 2016 Street Improvement Project – Construction Engineering Services - $38,723.25 7) Christopher B. Burke Engineering, Ltd – PO #5 – 2016 Street Improvement Project – Construction Engineering Services - $35,734.10 8) Christopher B. Burke Engineering, Ltd. – PO #2 – York/Harger STP Application - $28,806.00 9) DuPage Water Commission – September 2016 - $534,398.40 10) J.A. Johnson Paving – PO #4 – 2016 Street Improvement Project - $234,401.48 11) Bank of New York Mellon – General Fund Refunding Certificates, Series 2009 Principal and Interest - $284,368.75 B. Approval of Payroll for Pay Period Ending October 8, 2016 - $738,391.10 C. Change Order for 2016 Street Project - North York Road Patching and Repairs REVISED 11/15/16 VILLAGE OF OAK BROOK MINUTES Page 3 of 5 REGULAR MEETING OF OCTOBER 25, 2016 D. Village of Oak Brook – Monthly Financial Report – September 2016 Motion by Trustee Moy, seconded by Trustee Baar, to approve the Consent Agenda and authorize expenditures as presented. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Manzo Motion carried. 7. ITEMS REMOVED FROM THE CONSENT AGENDA - None The remainder of the meeting was conducted as a Committee-of-the-Whole Meeting to discuss the Sports Core and no further action was taken from this point on in the meeting. A. Sports Core Discussion President Lalmalani made some introductory remarks about the recent reorganization of the Sports Core. Trustee Adler remarked about how discussions should proceed. Trustee Baar, as Chairman of this Committee-of-the-Whole Meeting, discussed the intention of retaining management of the Sports Core, and how this meeting would be conducted. Interim Finance Director Paprocki presented organizational and budgetary information. Board member comments were made. Mr. Jim Drury and Mr. Dan O’Leary came to the podium to discuss polo. Board member comments were made. Consensus to play a short polo video later. Resident-Mario Vescovi came to the podium and spoke about making a major shift towards outside management of the Sports Core. Resident-Bill Lindeman complimented Public Works on the tree plantings and leaf pickup. He then spoke about the Sports Core in regard to outside management and polo. The polo video was then shown. Resident-Terry O’Malley commented about people moving from Hinsdale because of the taxes, and also that the Sports Core facilities are under-utilized. Resident-Connie Xinos discussed the costs and losses attributed to polo and other Sports Core events and that the land should be placed into a recreation district. REVISED 11/15/16 VILLAGE OF OAK BROOK MINUTES Page 4 of 5 REGULAR MEETING OF OCTOBER 25, 2016 Interim Finance Director Paprocki returned to the podium and clarified the amounts regarding the open fields’ fees. He then presented PowerPoint slides regarding Golf financial operations. Golf Club Manager Creed provided PowerPoint slides regarding utilizing social media marketing and internet searches/bookings, effects of the weather on revenues, and improving food and beverage operations. Board comments were made and addressed by Golf Club Manager Creed. Trustee Adler introduced Tim Miles of GolfVisions Management, Inc. and Mr. Miles provided a PowerPoint presentation regarding an analysis of the Golf Club. He stated that the money to be made is in greens’ fees and carts, and food and beverages, etc. are amenities. He provided recommendations for improvements in club operations and realizing more revenues. Trustee Adler expressed that he hopes the Board has a consensus that staff study Mr. Miles’ report and come back to the Board with actions and thoughts. Trustee Baar stated that he has already asked that the staff go through the report thoroughly, and remarked that some of the report validates what the staff has already begun or hopes to begin. Trustee Tiesenga discussed the recommendations on page 14 of Mr. Miles’ report, and that the following four recommendations are of use to the Board: 1. Establish and develop an accounting template specific to separating financial results, 5. Create and administer daily checklists, 9. Develop a three-year capital improvement plan, and 10. Set financial targets. Trustee Manzo urged following through with the recommendations and that the Board should receive feedback. He also inquired whether the monies from DuPage Convention and Visitors Bureau are being used for marketing the Sports Core. Trustee Baar stated that there will be continued meetings with the Village Manager and the staff to discuss these goals, as well as subsequent Committee-of-the-Whole meetings regarding the Sports Core. Further discussion ensued. Interim Finance Director Paprocki provided PowerPoint slides regarding the Bath & Tennis Club financial operations. Bath & Tennis Club Manager Thompson provided PowerPoint slides and discussed proposed changes in the tennis and swimming programs and the clubhouse. Board comments were made and questions were addressed by Bath & Tennis Club Manager Thompson. It was affirmed that currently the Sports Core is being funded from the General Fund, and it was suggested to use the Hotel/Motel Tax Fund, even though restricted. It was stated that infrastructure funds have been used to maintain the Sports Core. Trustee Manzo requested that there be meaningful discussion with the staff at the budget meeting. Interim Finance Director Paprocki addressed a question from Trustee Adler regarding costs’ allocations regarding the Sports Core, and discussed the REVISED 11/15/16 VILLAGE OF OAK BROOK MINUTES Page 5 of 5 REGULAR MEETING OF OCTOBER 25, 2016 ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk administrative costs of members being allowed to charge at the Sports Core facilities. Bath & Tennis Club Manager Thompson discussed the disadvantages of having to have more cash on hand and paying credit card transaction costs if members were not allowed to charge. Trustee Yusuf exited the meeting at approximately 10:03 p.m. There was discussion about resident and non-resident memberships, subsidizing the facilities, sharing staff, maintenance and programs with the Park District. Bath & Tennis Club Manager Thompson stated that the Park District has no interest in doing anything with the Village in regard to swimming or tennis programs. He discussed other programs in which the Park District might be interested. Trustee Moy remarked about preferring a bigger picture analysis rather than so much detail. Trustee Tiesenga stated that the unions can not grab the Sports Core if the pension funds are not appropriately funded by the Village, rather sales tax revenue would be diverted by the State to make the pension funds’ contributions. He also addressed the subsidy issues. Further comments were made from the Board about potentially renting out the Bath & Tennis Clubhouse and ways to get the Sports Core to pay for itself. Resident-George Charuk commented on the lack of support of the Bath & Tennis Club. Resident-Grace Wilkie remarked that residents pay for the Park District and that the Sports Core is the only community amenity. Resident-Bill Lindeman returned to the podium and discussed the Park District tax levy. Resident-Frank Trombetta discussed getting out of the wedding and banquet business and turning over the Clubhouse to the residents. President Lalmalani thanked the staff for the presentations and stressed the goal of making the Sports Core as budget neutral as possible. 8. ADJOURNMENT Motion by Trustee Baar, seconded by Trustee Manzo, to adjourn the Regular Meeting of the Board of Trustees at 10:49 p.m. VOICE VOTE: Motion carried.