Minutes - 11/08/2012 - Board of TrusteesMINUTES OF THE NOVEMBER 8, 2012 SPECIAL MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
NOVEMBER 27, 2012
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
7:02 p.m. 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 Stelios Aktipis, Mark Moy, Gerald
Wolin, Asif Yusuf, and Elaine Zannis.
ABSENT: Trustee Michael Manzo (arrived at 7:26 pm).
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Robert L. Kallien, Jr., Community Development Director; Sharon Dangles,
Finance Director; Tom McEllin, Fire Chief; Susan Madorin, Library Director; and James
Kruger, Police Chief.
RESIDENTNISITOR COMMENT - NONE
4. 2013 BUDGET WORKSHOP
A. Power Point Presentation — Overview of Budget
Manager Niemeyer highlighted the 2013 Proposed Budget:
• 2012 Highlights
• Issues Affecting 2013 Budget Planning
• 2013 Budget: Overview of Revenues ($49.9 M)
• 2013 Budget: Overview of Expenditures ($47.2 M)
• Fund Balances
• General Corporate Fund
• Budget Schedule
• Proposed Changes for Draft Budget
Discussion ensued regarding making the catering coordinator position at the Bath and
Tennis Clubhouse a full -time position. No decision was made.
B. General Fund Revenues ($20.2 M)
Finance Director Dangles touched on the general fund revenues of $20.2 M:
• General Sales Tax 54%
Utility Tax 24%
Miscellaneous (Fines & Penalties, Interest, Road and Bridge Tax, Other Fees,
Franchise /IMF Fees, Other Revenues, and Transfer from Funds) 12%
License and Permits 4%
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• State Income Tax 3%
• Personnel Property Replacement Tax 2%
• Other Taxes l%
Revenue Highlights:
• Total revenue of $20,227,565, which is an increase of $.4M or 2.1% compared to
the 2012 Budget.
• Sales tax revenues for 2013 of $11M, which is budgeted to remain flat for 2012
estimated collections.
• State shared revenues are based on Illinois Municipal League data and budgeted to
increase approx. $75,000 compared to 2012 Budget.
• Utility/Telecommunications taxes are projected to be over budget by $220K, or 5 %.
The 2013 Budget is budgeted at I% from 2012 estimated collections.
• Licenses and permits for 2013 are projected to increase 3.7% compared to 2012.
C. General Fund Expenditures ($20.2 M)
Finance Director Dangles touched on the general fund expenditures of $20.2 M:
• Police 35%
• Fire 30%
• Legislative & General Management 16%
• Financial Services 5%
• Library 5%
• Community Development 4%
• Public Works 3%
• Engineering & Capital Projects 2%
Expenditure Highlights:
• Total expenditures of $20,227,565, which is an increase of $420,810 of 2.1%
over the 2012 Budget.
• Total full -time salary budget of $8.7M, which is an increase of $188K or 2%
over the 2012 Budget.
• Total overtime budget of $788K, which is an increase of $32K, or 4% from
2012.
• Total personnel costs of $14.1M, which is an increase of $325K or 2% from
2012.
• Contract negotiations are currently ongoing with the Firefighters and Public
Works Union Groups. Police union increases are 2% effective January 1, 2013,
and .50% effective July 1, 2013. For non -union employees, a wage increase
between 0 %— 3% was factored in the 2013 budget.
1) Financial Services (To Include TIF Promenade and Pension Funds)
Pension Funds:
• A 2013 Budget assumption for the Village's pension contribution is equal to
$ I.1M, or 30% of payroll for Police, which is an increase of 31% compared to
the 2012 Budget.
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A 2012 Budget assumption for the Village's pension contribution is equal to $1
M or 37% of payroll for Fire, which is an increase of 5% compared to the 2012
Budget.
TIF Promenade:
Revenue Highlights:
Total revenue of $439,110, an increase of $21,285 to the 2012 Budget.
Revenue comes from 100% of the incremental real estate taxes and a transfer
from the General Fund and Infrastructure Fund equal to 20% of the sales tax
collections.
Expenditure Highlights:
• Total expenditures of $435,370, an increase of $20,105 compared to the 2012
Budget.
• Interest payments of $322,290 and principal payments of $107,700 on the
Village's limited obligation TIF notes totaling $4.25 M.
2) Community Development
Community Development Kallien stated that he is anticipating no operational changes
in his department in 2013. He expects a very busy year in 2013.
Trustee Zannis asked status on creating an expedited permit process for residents with
small permitting issues. Community Development Director Kallien stated that the
department is exploring options and have made positive changes to expedite small
residential permitting issues. Trustee Zannis asked that this issue be assigned to the
Residential Enhancement Committee.
Trustee Aktipis agrees with Trustee Zannis' request.
Community Development Director Kallien stated different alternatives on expediting
residential permits will be presented to the Board in the first quarter of 2013.
3) Legislative & General Management
Manager Niemeyer and Assistant Manager
Legislative and General Management:
Wing touched on the 2013 objectives for
• Send out new resident survey with different questions
• Hire lobbyists for special topics
• Develop residential marketing plan in conjunction with Residential
Enhancement Committee
• Decide on new bidding process for electric aggregation contract which expires
2013.
• Improve documents given to Village Board
• Lobby General Assembly to repeal and prevent new unfunded state mandates
• Lobby General Assembly to maintain current sales tax formula
• Continue to reduce legal bills by reducing litigation, solving current litigation
reaching settlements, and doing some Fire and Public Works negotiations in-
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house
• Bid out attorney firm to handle PSEBA, PEDA, and other disability claims
• Review what Village would need to do to achieve the Malcolm Baldrige award
• Implement core set of customer service standards
• Hire marketing/communications consultant to develop branding strategy
• Have a part time marketing consultant to assist in implementing Village
communication plan
• Develop a customer service comment card program
• Make Village facilities more customer friendly
• Implement the Village's new processes and rewards program
• Implement the Village's new Personnel Manual and Policies
• Coordinate negotiations and complete successful collective bargaining with the
Fire and Public Works unions
• Implement the new Village of Oak Brook curriculum
• Continue to revise the Village's Safety Manual, Job Safety Analysis, and
Standard Operating Procedures /Guidelines
• Standardize a general safety training program for all departments
• Finish working with each department to implement policy improvements
• Install additional safety and security measures
• Initiate bus distributor program
• Purchasing Card Program
• Centralize the ordering of various bulk purchases
• Research and/or create an electronic database of certificates of insurance for
vendors doing business with the Village
• Research and implement a Village -wide document retention and destruction
policy and procedure plan
• Upgrading and enhancing Village IT products and equipment
• Finalize and issue the Emergency Operating Plan
• Have key Village staff compete necessary NIMS training
• Implement generators for emergencies
4) Library
Library Director Madorin stated the four areas of the library budget are Administration
and Circulation, Technical Services, Adult Services, and Youth Services. She touched
on strategic planning, streamlining, efficiencies, and costs savings in all four areas of
the budget. She discussed the continued and future improvements at the library.
Trustees Aktipis and Zannis thanked Library Director Madorin and complimented her
leadership.
5) Fire
Chief McEllin stated that there are no substantial personnel or operational changes in
the 2013 Fire Budget from 2012. He also stated that Fire is requesting a purchase of a
ladder truck in 2013 since the current one is 25 years old. The ladder truck is the
primary vehicle for the Fire Department. He stated that the current ladder truck has
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been out of service more times than it has been in service.
Discussion ensued regarding the purchase of the ladder Truck. Trustees are receptive to
Chief McEllin's request.
6) Police
Chief Kruger gave the Board an overall view of the 2013 Police Budget. He discussed
the handout he gave to the Board that explains the changes between the 2012 and 2013
budgets.
Deputy Chief Cates explained the firing range upgrade of $85,000 per Trustee Zannis'
request.
Per Trustee Manzo, Chief Kruger gave his thoughts on the DuComm move.
Chief Kruger discussed the reasons to not purchase a hybrid vehicle for the Police
Department.
ADJOURNMENT
Motion by Trustee Aktipis, seconded by Trustee Manzo to adjourn the Special Meeting of
the Board of Trustees at 9:05 p.m. VOICE VOTE: Motion carried.
ATTEST:
/s /Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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