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Minutes - 02/20/1993 - Board of TrusteesV ©t- -'JZ60v° M1 sPi4:1L.. MTV I* Ztft-A0 -q3 VILLAGE OF OAK BROOK SPECIAL MEETING Minutes Februar 20,t 1993 UNOFFICIAL UNTIL APPROVED BY BOARD APPROVED AS WRITTEN _/FOR APPROVED AS BY VILLAGE BOARD ON `- 1. MEETING CALL: The Special Meeting of the Board of Trustees was called to order by President Bushy in the Samuel E. Dean Board Roan of the Village Commons at 9:18 a.m. Pledge of Allegiance was given. 2. ROLL CALL: The Clerk called the roll with the following persons PRESENT: President Bushy, Trustees Bartecki, Mayer, Payovich, Shumate, Skinner and Winters. ABSENT: None. IN ATTENDANCE: Bruce F. Kapff , Acting Village Manager; Vince Yong, Assistant to Village Manager; Margaret Powers, Finance Officer /Treasurer; James Fleming, Chief of Police; Robert Nielsen, Fire Chief /Building Commissioner; Dale L. D urfey, Jr., Village Engineer; Michael J. Meranda, Superintendent of Public Works; Joanne Fritter, L-brarian; and Lt. Allen Pisarek. 3. 1UDGET WORKSHOP - CORPORATE AND WATER FUNDS ONLY: President Bushy stated Staff needs to develop a sense of understanding of what direction the Board Wishes Staff to proceed. if the Board chooses to proceed with a multi -year process, then Staff needs to re- examine training programs and other functions of each Department President Bushy announced there will be a recess at 11:15 a.m. and if the Workshop is not completed by noon, the Board will continue the meeting to a Committee -of- the -Thole meeting. Staff was ended for their effort in the organization of the new budget process. Robert Robertson, Pedestrian Bicycle Path Committee Member, requested the Board to address the cost of the path network in the budgeting process. The total cost for the system is $170,000 for maintenance of the gravel pathway, asphalt repair, Midwest Road /35th Street area, 22nd Street /Salt Creek area and York Road. Federal funding has been approved for a portion of the cost of the York Road project. Mr. Robertson voiced his concern for the configuration of the 35th Street /Midwest Road intersection. President Bushy stated she, Village Engineer Durfey and Trustee Payovich have addressed the safety issue with Karl Fry, DuPage County Highway Superintendent. DuPage County is considering a total redesign of the intersection. President Bushy requested the Village to wait for any pathway improvements in that area to see if the County will correct the intersection. President Bushy VILLAGE OF OAK BROOK Minutes 46 1 February 20, 1993 rUT ET r'OT STTOP requested Staff to investigate the possible use of signage to show i approaching a dangerous intersection until the County notifies Village i Engineer Durfey of a possible redesign of the intersection. Police Chief Fleming and Fire Chief Nielsen were requested to investigate a Ii solution for the safety concern of the intersection. f Trustee Payovich suggested the use of Motor Fuel Tax monies for j improving the safety of the intersection. Finance Officer Powers gave an overview of the Corporate Fund which included: revenues, expenditures and the adjustment from the budget according to increased sales tax projection of $900,000, increased utility tax projections, construction project cost reductions, reduced health insurance, garbage subsidy elimination and capital purchases frozen in December, 1992. Each Department Head presented their budget to the Village Board. After considerable discussion, the following comments are noted: Finance Officer Powers requested the Board's policy decision on the budget. Trustee Payovich requested details of the increased revenue for 1993 from Finance officer Powers. President Bushy noted! Springfield will not release the surcharge tax monies to communities which would result in a $318,000 loss for the Village. Trustee Winters suggested Village Attorney Martens investigate all avenues to tax the daytime population. President Bushy has met- with Senator Topinka on this issue, and it is still in the committee process. Acting Village Manager Kapff noted the Salary Plan is being reviewed by Staff and will be brought before the Village Board at a committee-of- the-Whole meting for discussion. He further stated a Board meeting will be held in March to discuss the Village insurance plan. David Gooder, Oak Brook Association of Commerce and Industry member, inquired into the increase in the sales tax revenues for November of $400,000. Finance Officer Powers stated the Illinois Department of Revenue was contacted, and it appears the increase will not occur again. Staff has requested more details of the increase from Springfield and the Shopping Center. Mr. Gooder noted the Village has made a conservative estimate of the sales tax revenues for the budget. Finance Officer Powers stated the Budget Act, initiated by the Village, mandates monies be available for all budgeted items. Finance Officer Powers recommended a contingency fund be initiated up to 5% of the total budget as a protection for any unexpected expenditures. Trustee Shumate requested the line item of garbage disposal of $289,731 be removed from the Board of Trustees expenditures. Staff recommended the line item be placed in the Public irks expenditures. President Bushy noted the $10,000 other service line item has been designated for networking the Village computers. She stated resident VILLAGE OF OAK BROOK Minutes 2 February 20, 1993 "�tv -SpEd l* L M7& Q 0-- Bernie Dudek has been working with Acting Village Manager Kapff and Finance Officer ]Powers on this project. The monies would be used for a consultant to assist in the proposed multiyear conversion project. President Bushy recessed the Special Meeting at 11:00 a.m. The meeting resumed at 11:10 a.m. Trustee Shumate requested the deletion of all miscellaneous accounts from the budget. Trustees Shumate and Bartecki voiced their concern for the inclusion of expenditures for accounting personnel in Core epsports Core budget. Finance Officer Powers recc ndeSports handle their accounting procedures. Trustee Shumate inquired into the reduction of overtime if the Village used AutoCad. Trustee Bartecki concurred it would reduce overtime and recommended its usage as soon as possible. Trustee Payovich requested Village Engineer Durfey to include the training time the first year of this project and eliminate manhou s. Village Engineer Durfey stated the AutoCad project is on the agenda for the next Village Board meeting. Trustee Bartecki requested Police Chief Fleming to separate into department categories educational incentive pay. President Bushy requested expenditures be separated for the collective bargaining process. Police Chief Fleming discussed the proposed Canine Unit and its expenditures. expenditures. Trustee Shumate note d pendin 9 of the legality of a search for drugs and o f�thenMestmontigCanine.Unit President Bushy recommended a demonstration for the Village Board. Trustee Bartecki further recommended all Department Heads prioritize all capital expenditures for Board approval-. Trustee Payovich requested interior renovation expenditures in than Police Department be budgeted under Police Department and not Public Works. Finance Officer Powers noted non - structural expenditures will be allocated to their respective Departments and not to the Public Works Department budget. Trustee Shumate inquired into the reduction of the cost of Court Time pay for the Police Officers, Trustee Shumate requested the Sports Core bid on the landscape contract for the Village Commons. Acting Village Manager Kapff stated it was in the Long Mange Plan for maintenance of the Village Commons grounds by the Sports Core maintenance personnel. Trustee Shumate will handle this project. President Bushy requested a continuation of this Special Meeting to February 22, 1993 at 7:30 p.m. in the Samuel E. Dean Board Room. VILLAGE OF QAK BROOK Minutes 3 February 20, 1993 1-6 A. ADJOURNMENT: Trustee Skinner need to continue the Special Meeting at 12:20 p.m. to February 220, 1993 at 7:30 p.m. in the del E. Bean Board Room. Seconded by Trustee Bartacki• VOICE VOTE: motion carried. ATTEST: r,. r -&-",dL - Lln� . Village Clerk btmn22093 ^ � 4 r 4 VIUAGE OF OAK BROOK Minutes 0 F1 February 20, 1993