Minutes - 11/20/2009 - Board of TrusteesMINUTES OF THE NOVEMBER 20, 2009 SPECIAL MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE
OF OAK BROOK APPROVED AS WRITTEN ON AUGUST 10, 2010.
1. CALL TO ORDER
The Reconvened Special Meeting of the Village Board of Trustees was called to order by President
Craig in the Samuel E. Dean Board Room of the Butler Government Center at 7:03 p.m. The
Pledge of Allegiance was given.
2. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons:
PRESENT: President John W. Craig, Trustees Stelios Aktipis, James Carson, Mark Moy, Mom
Saiyed, Gerald Wolin and Elaine Zannis.
ABSENT: None.
IN ATTENDANCE: David Niemeyer, Village Manager; Robert L. Kallien, Jr., Director of
Community Development; Sharon Dangles, Acting Finance Director; Tom McEllin,
Fire Chief; Sue Madorin, Acting Library Director; Doug Patchin, Public Works
Foreman; Thomas Sheahan, Chief of Police and Trey VanDyke, Sports Core
Manager.
3. 2010 BUDGET WORKSHOP
President Craig stated that the Meeting Schedule was available on the table at the entrance to the
Board Room.
Manager Niemeyer stated that the meeting will now continue where the previous meeting of
November 17, 2009 ended. Manager Niemeyer introduced Tracy Mulqueen of the Chamber of
Commerce.
Ms. Mulqueen presented the Village Board with a proposal for an expanded Oak Brook Economic
Development Partnership. The partnership would be between the Village of Oak Brook and the
Chamber of Commerce for the purpose of immediately and significantly decreasing Oak Brook's
office vacancies and, ultimately strengthen Oak Brook's retail sales tax generating base. Last year
the Chamber received $30,000 from the Village and the Chamber is requesting an additional
$24,875 to support the goals of the partnership as proposed in her presentation.
Motion by Trustee Aktipis, seconded by Trustee Carson to add the additional expense to the
proposed budget for 2010. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Carson, Moy, Saiyed, Wolin, Zannis
Nays: 0 - None.
Abstain: 0 — None.
Absent: 0 — None. Motion carried.
A. General Fund Expenditures in the Following Departments: (cont'd from 11/17/09 meeting)
1) Library
Acting Library Director Sue Madorin highlighted that the proposed budget is similar to past years
and that the changes are in the Administration account and reduces the budget significantly due to
the reorganization of staffing and the use of more part-time employees.
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The Board thanked Sue for all of her efforts and positive attitude during this difficult time. Trustee
Wolin pointed out that using the "self- checkout" was very easy and encouraged anyone who has not
used it to try it.
2) Police
Police Chief Sheahan highlighted the significant reduction in staff of 7.75 FTE for 2010. In 2008
the Police Department had a FTE of 65.25; in 2009, 62.75 FTE; and now for 2010, a FTE of 55 all
due to budget cuts. There are also currently two positions vacant and the restructuring of some full -
time to part- time. The Department is working on an Intergovernmental Sharing Agreement and
they are moving forward on a proposal to consolidate our Police Dispatch Services.
Chief Sheahan provided the following historic information on the Dispatch Services. In 2007, the
budget was $1.1 million; in 2008, $ 900,000; in 2009, $940,000 and proposed 2010 is less than
$800,000.
Total budget of $6,878,930; very comparable to a 2008 budget of $6,965,337.
Chief Sheahan then provided a significant amount of information to the Board regarding Police
Department staffing and procedures regarding manhours, overtime, IRMA claims, and revenue
received by the Village from grants.
Further discussion continued regarding increases in IRMA claims. Several other questions, relating
to Police Department arrest procedures also continued.
President Craig called a five minute recess at 8:25 P.M.
The meeting reconvened at 8:30 P.M. Trustee Saiyed left the meeting after the recess.
3) Fire Department
Chief McEllin reported that the Department has achieved a high level of service with the necessary
reductions. Some of the changes include two full -time secretary's have been reduced to a half
secretary; the other half is shared with Community Development and the Deputy Chief position will
not be filled in 2010. The other significant change is the loss of one staff per person per shift
which is the equivalent of a 9.6% reduction.
A major item is that one of the ladder trucks has been out of service for quite some time and it was
supposed to be replaced in 2008, then 2009 and now it has been moved to 2011. This ladder truck
needs to be repaired and the cost is about $50,000.
Revenue to the Village from the Department for ambulance fees, false alarms, etc, is approximately
$450,000.
Trustee Wolin commended the Department for the great job they do. Trustee Wolin questioned the
possibility of a used ladder truck and asked how often the ladder truck is used and can the truck be
shared with other communities. Chief McEllin responded that the ladder truck is out on almost
every call and typically used more for residential than commercial. It is generally easier and safer to
be on the platform of the ladder truck than hoisting a ladder. Since our ladder truck has been out of
service, Oakbrook Terrace has been coming to our calls. Their truck is a 1991 model which is only
two years younger than ours and their truck is also beginning to experience equipment problems
also.
Trustee Aktipis commended Chief McEllin for his involvement and attendance at Finance
Committee Meetings and offering his ideas and suggestions.
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Manager Niemeyer discussed proposed revenue reductions including the business registration fee
and the towing fee in half. This has now challenged the Village to try to match those revenue cuts
and still have a balanced budget. Some possible changes as follows:
• Electric survey can be done in -house
• Delay duct cleaning for a year
• Replacement of the vacant Finance Officer will be taken out of the budget and look at various
options
• 2010 budget includes IT Security items and the Village could possibly do that work in 2009
• Business Registration Program needs to be further reviewed
4) Other Funds — Hotel/Motel; Motor Fuel; Promenade (TIF); Garage; Equipment
Replacement; Fire and Police Pension
Acting Finance Director Sharon Dangles began by explaining that the Village collects 3% tax in this
fund. 1% is for advertising and 2% is for beautification. Revenues for 2010 are proposed at
$835,000 and expenditures at $943,730.
The Motor Fuel Tax budget is proposed to have $827,209 cash reserves at the end of 2010 and
$600,000 of that will be transferred in 2011 to the Infrastructure Fund to supplement the Roadway
Maintenance Program.
The Promenade Special Tax Allocation Fund budget proposes that the Village pay the interest and
principal on the bond of $437,000.
The Garage Fund typically does not carry a large reserve balance so basically the revenues are what
we are charging all the other funds and the expenditures are $625,260.
The Equipment Replacement Fund is created primarily for vehicles. The 2010 budget includes the
replacement of four (4) police vehicles and a leaf machine for the Public Works Department.
Manager Niemeyer asked Sharon Dangles to review the major funds in the 5 -Year Financial Plan.
This plan assumes the continuation of current service levels and assumes being able to maintain
those levels in future years.
• General Fund - Capital Improvements Program was limited to $500,000 in 2011 and
$600,000 in 2012 and 2014. The average request received each year is between $785,000 to
$940,000. Another significant item is in the Hotel/Motel Tax Fund which is funding a
Police Beat in the years 2011 and 2014. Also in the 2010 budget, the Village plans to offer
and Early Retirement Program and the future years does not capture the savings from the
program.
• Infrastructure Fund — The estimated income line is the non -home rule sales tax and this
source of revenue has been affected by the economy. Sharon pointed out that this income
increases in 2011 and decreases in 2012 and increases again in 2013. This is due to the
Motor Fuel Tax transferring funds to supplement the Roadway Maintenance Program. The
two major expenditures are in the Roadway Improvement Program. The Street
Resurfacing/Reconstruction ranging from $1M to $2M and the I- 88/2Zd Street Bridge
Project with the last payment being made to the Illinois State Toll Highway Authority in
2013.
• Water Fund — The cash reserves decline significantly from 2009 to 2010 and even further
from 2011 to 2012. The average cash balance since 2004 was $4.8M. The main source of
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revenue is water sales to residents and some of the non - residents and commercial
businesses. The Capital Improvement Programs account for 47% of the budget. Trustee
Aktipis pointed out that this fund bears watching. Trustee Wolin pointed out that the biggest
expenditures are $1,337,000 in 2012 and $1,985 in 2014 for Water Main Replacements.
Trustee Wolin asked if these are expenditures are definite or might they be deferred. Public
Works Foreman, Doug Patchin, pointed out that the Village has been spending a significant
amount of money on repairs due to the fact that our water mains are approximately fifty (50)
years old. The current replacement projects on 35`h Street, and the Timber Trails
replacement was brought up years ago. The proposed amounts in the Five Year Plan are
aggressive, but it is not cost effective to continue to repair the mains, rather than replace
them.
5) Sports Core Operations
Sports Core Director Trey VanDyke reported that despite record poor weather and a weakened
economy, year after year results have not changed. The Golf Clubhouse remains the sole food and
beverage operation managed in- house. Memberships sold in 2009 were down for both the Golf
Clubhouse and the Bath & Tennis. The 2010 budget includes the expense of $27,650 for the design,
production and distribution of Sports Core wide marketing materials.
The Sports Core facility requires constant care and upkeep. The budget includes capital investment
of $171,500. This includes upgrades to the swimming pool, replacement of caulking around the
swimming pool edge, Phase I of new soccer field irrigation system, dredging of the irrigation
system reservoir pond, a study of drainage issues, several maintenance items and the replacement of
three pieces of equipment.
The Golf Surcharge begins to regain some reserves for future capital expenditures and the safety net
for possible flooding; a very valuable asset to the Sports Core creating a savings account for future
operations.
Revenue for B & T memberships are conservatively budgeted at the 2009 levels. Golf
memberships are budgeted at the 2007 levels and rounds of golf projected are based on six year
averages including the last two poor weather years.
The budget includes outsourcing of the Outdoor Cafe, the B& T Clubhouse has a banquet venue,
and the staffing of the pool lifeguards. The expenditures for this fund have been reduced by
$450,000 from 2009 and projects a year -end cash balance of $170,000; which we believe is
extremely conservative.
Trustee Carson commented that he was happy to see that the budget included the marketing
advertisement. Trustee Carson also asked if there were any adjustments in fees. Sports Core
Director Trey VanDyke indicated there are minor fee adjustments proposed on the golf side and no
adjustments on the B & T side. Trey also pointed out that this year the Sports Core tried something
new to take the place of the discontinued Early Bird Program. They did not send out membership
applications to current members. Instead they mailed a dues bill to current members. This new
procedure brought money in faster than any other year. Trey VanDyke thinks sending out a dues
bill is a simple concept that is very successful.
Trustee Zannis expressed her interest in bringing back the $100.00 membership discount and felt it
was possibly a discussion that should take place. She would like to also see a segregated budgeting
system for the Clubhouse operations. Food & Beverage now includes the grill and golf course and
the clubhouse. The Board needs to know how well we did on the Poolside grill by looking at a line
item. Privatizing or outsourcing the Sports Core is another issue that the Board needs to continue to
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pursue. Fiscally there is a responsibility to put it out to bid and would like to see it as an objective
in the budget.
President Craig asked what the Village offers to senior residents for the $50.00 membership.
Sports Core Director Trey VanDyke responded that $50.00 was not specific to seniors. Senior
discounts are available and the Club offers many discounts. Trey VanDyke pointed out there is
senior classification in every category. Discussion ensued regarding offering more discounts and
more programs to seniors due to the aging population. Membership could be dropping due to senior
membership. Trustee Carson thought possibly the Village could work together with the Park
District to create more senior offerings. Trey also pointed out there is a senior men's golf league
that plays at 8:30 a.m. on Wednesdays that has 60 + members and there is also a senior men and
women's championship.
Manager Niemeyer asked for a confirmation on Trustee Zannis' earlier comment that there was
clearly a consensus to put an RFP for Privatizing or Outsourcing the Sports Core on a future agenda
and the answer was yes. Manager Niemeyer reminded the Board that a formal budget approval is
scheduled for December 8, 2009.
Trustee Zannis and the Board applauded Sharon Dangles for all of her hard work on the budget.
Trustee Wolin mentioned that their will be a Special Board meeting on December I" and that
agenda will include the trash services contract. Four proposals have been received, but there will be
many options to consider. During the upcoming Thanksgiving Holiday, Trustee Wolin suggested
the Board members do an informal survey with their neighbors and/or friends to ask questions about
their haulers and their likes and dislikes about different services provided.
B. RESIDENT/VISITOR COMMENT - None
4. ADJOURNMENT
Motion by Trustee Aktipis, seconded by Trustee Wolin, to adjourn the Reconvened Special Meeting
of November 20, 2009 at 9:32 P.M. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Carson, Moy, Wolin, Zannis
Nays: 0 - None.
Abstain: 0 —none.
Absent: 1 — Trustee Saiyed. Left at 8:30 P.M
Motion carried.
ATTEST:
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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