Minutes - 11/15/2016 - Board of Trustees MINUTES OF THE NOVEMBER 15, 2016
icy,dF SPECIAL MEETING OF THE PRESIDENT
BR AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED
AS WRITTEN ON DECEMBER 13, 2016
1. CALL TO ORDER
The Special 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
6:03 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, Edward
Tiesenga
ABSENT: Trustee Mark Moy
Trustee Michael Manzo (arrived at approximately 6:09 p.m.)
Trustee Asif Yusuf(arrived at approximately 6:20 p.m.)
IN ATTENDANCE: Village Manager Rick Ginex, Interim Finance Director Jason
Paprocki, Information Technology Director Jim Fox, Golf Club Manager Sean Creed, Bath
& Tennis Club Manager Chris Thompson, Public Works Director Doug Patchin
3. RESIDENTNISITOR COMMENTS—None presented.
4. 2017 BUDGET WORKSHOP
A. Review of Program Goals, Objectives, and Budget Request in the Following
Departments
1. Hotel/Motel Fund
Interim Finance Director Jason Paprocki provided a PowerPoint Presentation regarding
this Fund. Norm Canfield, General Manager of the Hyatt Lodge and Chairman of the Hotel
Committee, discussed the climate of the hotel industry, the activities of the Committee, and
DuPage Convention and Visitors Bureau (DCVB) initiatives. Trustee Adler remarked on
the hotel competitive environment, revenue and sales in the last few years, incentives and
projects. Trustee Manzo spoke about the restrictions placed on the Hotel Motel Fund
expenditures and the size of the Hotel district. Village Manager Ginex addressed an inquiry
regarding the percentage the Village pays to the DCVB and President Lalmalani discussed
a response from the Village Attorney regarding how the monies are permitted to be
expended. Trustee Adler stated that the Village must follow the requirements of the Illinois
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State Statute. Mr. Canfield commented on the discussion in regard to advertising levels and
the boundaries of the Hotel district. Beth Marchetti, also from the Hotel Committee,
remarked about program initiatives to bring in additional visitors. Rob Grusin, of Point B,
made some brief comments about programs and results.
2. Self-Insurance Fund (Health Benefits)
Interim Finance Director Jason Paprocki provided a PowerPoint Presentation regarding
this Fund. He addressed questions from the Board regarding claims and how they are paid.
3. Sports Core Operations
Interim Finance Director Jason Paprocki provided a PowerPoint Presentation regarding
this Fund, which includes swimming, tennis, polo, open fields, the clubhouse, food and
beverage, and golf expenditures and revenues. Comments were made, particularly costs
and subsidized contributions made to polo, and a report of 2016 financial information from
the management company. Discussion ensued regarding reducing the subsidy, obtaining
financial information from the polo management vendor, and the budget suggestion about
closing the Library one day a week. Consensus to discuss the subsidy and financial
information with the polo management vendor.
Golf Club Manager Creed discussed putting in power at the polo venue and subtracting the
cost from the polo subsidy. He then talked about golf operations, including food and
beverage and patio enhancements, and also the revised proposal from Williams Architect
and the GolfVisions report. Comments were made and questions were addressed by
Village Manager Ginex and Golf Club Manager Creed.
Interim Finance Director Jason Paprocki clarified that the sports core numbers are based on
a gap basis as opposed to a cash basis for the budget; it is the same set of numbers
presented two different ways.
Head Golf Professional Jeff Kawucha came up to the podium and thanked the Board for
the support they have provided, and discussed revenues and expenses regarding the food
and beverage operations. Comments were made and questions addressed by Head Golf
Professional Kawucha. Discussion ensued regarding golf club improvements, costs of
same, and necessary improvements. Consensus reached to have the full proposal done.
Bath & Tennis Club Manager Thompson came up to the podium and stated that he has
nothing different to present than what was presented at the Committee-of-the-Whole
meeting. Comments were made regarding the Village maintaining the facility and the users
covering the remaining costs and questions were addressed by Bath & Tennis Club
Manager Thompson. Discussion ensued. Bath & Tennis Club Manager Thompson
affirmed that he can approach the Park District again for working with the Bath & Tennis
Club even though there was no interest on the Park District's part. He remarked that he has
been approached by Courts Plus regarding potential collaboration.
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4. Public Works Operations
Public Works Director Patchin provided PowerPoint slides regarding the Public Works'
proposed budget. He commented about ash trees in Saddle Brook. Comments were made
and questions addressed by Public Works Director Patchin.
B. 5 Year Plan
Interim Finance Director Paprocki presented the 2017 Proposed Five-Year Plan, including
pension funding and eliminated/added positions. Comments were made and discussion
ensued regarding public safety pension funding, the hotel/motel tax fund, additional
positions, potentially closing the library one day per week, tuition reimbursement, new
equipment replacement, and building projects.
5. ADJOURNMENT
Motion by Trustee Baar, seconded by Trustee Tiesenga, to adjourn the Special
Meeting of the Board of Trustees at 9:29 p.m. VOICE VOTE: Motion carried.
ATT ST:
Charlotte K. Pruss
Village Clerk
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