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Minutes - 11/15/2016 - Board of Trustees (2) VILLAGE OF OAK BROOK MINUTES Page 1 of 3 SPECIAL MEETING OF NOVEMBER 15, 2016 MINUTES OF THE NOVEMBER 15, 2016 SPECIAL MEETING OF THE PRESIDENT 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. RESIDENT/VISITOR 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 VILLAGE OF OAK BROOK MINUTES Page 2 of 3 SPECIAL MEETING OF NOVEMBER 15, 2016 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. VILLAGE OF OAK BROOK MINUTES Page 3 of 3 SPECIAL MEETING OF NOVEMBER 15, 2016 ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk 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.