Loading...
Minutes - 11/22/2011 - Board of TrusteesMINUTES OF THE NOVEMBER 22, 2011 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 10, 2012. 1. CALL TO ORDER The Regular 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 7:06 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 Stelios Aktipis, Asif Yusuf, and Elaine Zannis. ABSENT: Trustee Wolin. IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village Manager; Robert Kallien, Community Development Director; Thomas McEllin, Fire Chief; Jacob Post, Head of Library Circulation; Steve Larson, Police Department Consultant; Michael Hullihan, Public Works Director; Trey VanDyke, Sports Core Director; and Peter Friedman, Village Attorney. 3. PRESIDENT'S OPENING COMMENTS President Lalmalani stated that he received a letter from Anne Pramaggiore, the President of Corn Ed, concerning the work that Corn Ed has done to improve reliability in Oak Brook. President Lamalani explained that the improvements were done as a result of a meeting with Corn Ed officials in August, with him, Ms. Pramaggiore and members of the Corn Ed reliability committee. The President stated that this committee was made up of Trustees Wolin and Moy and Homeowner Association Presidents, Harry Peters, Baker Nimry, and Terry O'Malley. President Lalmalani explained that the improvement work consisted primarily of replacing faulty underground cable, the addition of Hendrix cable which has the ability to withstand more significant tree contact then standard overhead wire, and the installation of distribution automation which reroutes power in the face of certain outages and reduces the number of customers impacted. He stated that Corn Ed anticipates these improvements will make a significant difference in their service to Oak Brook, and that the Village residents will be able to find a copy of this letter on the Village's website. President Lalmalani reminded everyone that new Police Chief Jim Kruger will be sworn in for duty on Monday, November 28, 2011. He also thanked former Deputy Chief Steve Larson for his professionalism and dedication to the Village of Oak Brook. He stated that Chief Larson has done an excellent job of running the Police Department as the Village VILLAGE OF OAK BROOK MINUTES Page 1 of 8 REGULAR MEETING NOVEMBER 22, 2011 worked through the Police Chief hiring process. President Lalmalani wished former Deputy Chief Larson well in his retirement endeavors and thanked him for all he has done for the Village of Oak Brook. 4. RESIDENTNISITOR COMMENT- NONE AT THIS TIME 5. APPROVAL OF MINUTES- NONE AT THIS TIME 6. CONSENT AGENDA All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. There will be no separate discussion of these items unless a Board member so requests, in which event, the item will be removed from the Consent Agenda and considered as the first item after approval of the Consent Agenda. A. Accounts Payable: For Period Ending November 18, 2011 - $598,318.81 Significant Items included in Above: 1) Odelson & Sterk, Ltd. — Legal Services — October 2011 - $9,065.66 2) Seyfarth Shaw LLP — Legal Services — October 2011 - $390.00 3) Holland & Knight LLP — Legal Services — August 2011 - $20,314.18 4) DuPage Water Comission — October 31,2011 - $191,043.67 B. Approval of Payroll for Pay Period ending November 12, 2011 - $615,316.62 C. Community Development Referrals —NONE AT THIS TIME D. Authorization to Seek Bids or Proposals or Negotiate Contracts — NONE AT THIS TIME E. Budget Adjustments — NONE AT THIS TIME F. Ordinances & Resolutions- NONE AT THIS TIME G. Monthly Treasurer's Report— October 31, 2011 Motion by Trustee Aktipis, seconded by Trustee Manzo to approve the Consent Agenda and authorize expenditures as presented or amended. ROLL CALL VOTE: Ayes: 5— Trustees Aktipis, Manzo, Moy, Yusuf and Zannis Nays: 0 —None Abstain: 0 — None Absent: I — Trustee Wolin Motion carried. Trustee Manzo explained that he and Trustee Moy needed to get together sometime soon to discuss the nine outstanding legal cases that are still being handled by previous law fines. Village Manager David Niemeyer stated that he agreed with Trustee Manzo that the Village would like to wrap up the cases with the other law firms as quickly as possible. VILLAGE OF OAK BROOK MINUTES Page 2 of 8 REGULAR MEETING NOVEMBER 22, 2011 ITEMS REMOVED FROM CONSENT AGENDA — NONE AT THIS TIME 8. BOARD & COMMISSION RECOMMENDATIONS -NONE AT THIS TIME 9. UNFINISHED BUSINESS A. Budget Workshop 1) General Fund Expenditures in the following Departments: Public Library- Presented by Circulation Supervisor, Jacob Post - The four goals of the Oak Brook Public Library are to have the latest and most requested materials, have outstanding customer service, provide a safe and effective space for community events, and finally to keep the library and its grounds in good shape. - In 2009, the overall personnel budget for the library was $1.8 million, this included 9 full time staff members and 13 part time staff members. - In 2012, the personnel budget is $676,060 for 5 full time staff members and 15 part time staff members. - Overall there are no major changes to the 2012 budget, just certain line item changes. Fire Department — Presented by Fire Chief, Tom McEllin - There is a minimum of 10 personnel staffed for a 24 -hour day. - For Fire Station One there is one Battalion Chief and 5 firefighters /paramedics. - For Fire Station Two there are 4 firefighters /paramedics. - The Fire Department implements critical staffing, which means that they have 10 staff members to respond to emergencies. - The bottom line is that our rescue mission, the required vehicles and the emergency preparedness levels have increased in the past 30 years but staffing is below 1981 levels. - Shift shortages are somewhat predictable, operating at consistently lean staffing levels and vacancies occur. - In the long run, it is cheaper to pay overtime to a vetted, experienced firefighter or officer, only when needed, than to hire more firefighters with annual salary, Fair Labors Standard Leave requirements, benefits, recruiting and training costs. Trustee Manzo questioned Chief McEllin about any new proposed coverage areas. Chief McEllin stated that the only viable way that the fire department could expand their coverage is if they hired more people. Police Department — Presented by former Deputy Chief Steve Larson Chief Larson thanked President Lalmalani for his kind words and wanted to acknowledge Lieutenants Cates and Weber, who worked with him in the past few months to make the department run as smoothly as possible. The 2012 proposed budget reflects a reduction in management positions as well as a partial reorganization of the Police Department. This is dependent on the approval of the new Police Chief, James Kruger. The Communications Center shows a decrease of $76,010 due to the pending VILLAGE OF OAK BROOK MINUTES Page 3 of 8 REGULAR MEETING NOVEMBER 22, 2011 consolidation with DuComm. During the first full year with DuComm in 2013, the savings are estimated to be $332,000. New costs associated with the consolidation with DuComm include the addition of 8 part time non - emergency 24/7 call takers at a cost of $58,240. In addition to some one time costs of approximately $95,000. The Adjudication Budget shows a savings of $18,500 due to the elimination of the part time adjudication clerk's position. The Field Division Budget reflects one vacant patrol officer that the department is requesting to be filled in the first quarter of 2012. Trustee Zannis stated that she could not support a reorganization of the Police Department without knowing when in the future the information was going to be reviewed. Village Manager David Niemeyer responded that as soon as the new Police Chief takes his position, they will start looking at the reorganization and they will then present this information to the Board. Trustee Aktipis stated that he agreed with Trustee Zannis, that no changes should be made until the Board had a chance to look over them. Trustee Yusuf stated that he believes that Chief Kruger should be allowed time to enter the department and get a feel for the members, and the way it's currently run before they implement any plans for reorganization. Trustee Moy requested to return to the Library Budget and stated that there is a discrepancy in the personnel budget from 2010 to 2012. Jacob Post responded that they created the Circulation Supervisor position and took the funding from the administration budget, so that has gone up, while the technical services budget has gone down, as one of their staff members left. Mr. Post explained the rise in the budget from 2011 to 2012 was based on the rise of various fees that the library has to pay, as well as hiring a new part-time position. Trustee Zannis asked the Board how many new full -time and part-time employees were being proposed. Village Manager David Niemeyer responded that there were one full time position and 4 part-time positions along with the 8 part-time call takers from DuComm needed to handle the administrative calls when emergency dispatching goes to DuComm. Trustee Aktipis stated that the fire stations have been put too close together, and this causes less coverage for other areas of Oak Brook. Village Manager David Niemeyer responded that he agreed, and that for the Village's Commercial Revitalization Plan, they are looking at different options for their two fire stations, and enabling more coverage for the west side of town. Trustee Zannis asked for a report on all new personnel being hired, and Trustee Aktipis agreed with her. David Niemeyer stated that the 4 new part-time employees are costing approximately $74,000. Trustee Zannis stated that she believed the numbers would not be overwhelming, but that they needed to be presented to the Board in order to be cautious with the 2012 Budget. Trustee Manzo stated that he agreed with Trustee Zannis in regards to the Board VILLAGE OF OAK BROOK MINUTES Page 4 of 8 REGULAR MEETING NOVEMBER 22, 2011 needing to be fiscally responsible for 2012. He stated that he was happy that the Village is not trying to hire multiple full -time positions and that hopefully, this will strengthen the reserve and increase it even more. George Klein took the podium and stated the sales tax, after steadily increasing each month for a little over a year, has been on the decline in the last two months. He explained that this is evidence that the Village is still in hard times, and needs to proceed cautiously. Trustee Yusuf stated that the road construction on 22 "d was a definite hindrance to potential customers in Oak Brook, and that as the sales numbers start coming in for December, then the Board will be able to see a truer look at what kind of a state the economy is in. The Water Fund presented by Public Works Director Mike Hullihan - Total revenues of $6,357,500, which is an increase of $1.5 million over 2011. This is primarily due to rising rates expected to be passed on from DuPage Water Commission. - Current 2011 water rates are $4.59/1,000 gallons within corporate limits and $5.74/1,000 gallons for outside corporate limits. The Village is anticipating a 20% hike in water rates from DuPage Water Commission because of the Chicago rate increase plus a 3% increase from the Village based on the most recent water study. - The total expenditures are $7 million, which is a decrease of $3 million. This is due to a reduction in capital projects planned for in 2012 compared to the 2011 Budget. - Total personnel costs of $753,380, which is an increase of $85,000 from the 2011 Budget. - Capital Budget of $2.1 million, of which $1.8 million is due to a water main replacement at Croydon /Sheffield/Chatham/Windsor. Trustee Aktipis asked what was the lifeline of these newly installed pipes? Public Works Director Hullihan replied that the lifeline is about seventy -five years for these new pipes, and over the next 25 years the goal is to replace the old pipes whenever the Department has money to do so. Trustee Zannis stated that she would like to see the exact monetary value of the 3% increase. Public Works Director Hullihan stated that he has received the authorization to use the 2010 and 2011 Motor Fuel Tax Funds to take care of the forestry problems that are directly impacting the Village's streets. The Infrastructure Fund presented by Public Works Director Mike Hullihan - The Estimated Beginning Cash is $3,261,733. - The Total Revenues are $6,262,105. - The Total Expenditures are ($9,141,125). - The Estimated Ending Cash is $382,713. - The recommended change is to reduce paving program by $125,000 after reviewing engineer's estimates. This will increase the projected fund balance to $507,713. - $50,000 set aside for reconstruction of wetland in front of the Bath and Tennis Club. VILLAGE OF OAK BROOK MINUTES Page 5 of 8 REGULAR MEETING NOVEMBER 22, 2011 Safety Pathway increase by $57,470 for paths along 31" St. and East of Midwest Club, Rt. 83 underpass and Jorie Boulevard underpass retaining walls. 2012 Budget includes funds for Geographic Information Systems Program of $147,050, which is a reduction from 2011 of $5,780. Eliminated $155,000 transfer from Water Fund. Trustee Manzo stated that the paving of the roads didn't seem to last that long the last time it was done. Mike Hullihan responded that the last time this was done, there was minimal paving put down, and that these streets need to be redone to do it correctly. Village Manager David Niemeyer stated that while it seems the reserve fund for this department is low, there are projects that are necessary for the Village, and the Board will see an increase in the overall fund once the bridge project starts to be paid off. Self Insurance Fund presented by Assistant Village Manager Blaine Wing - This fund is used to account for the actual cost of employee benefits, most of which are provided on a self - insured basis. - The total budgeted revenues are $2,786,000 which is a decrease of $75,540. - The revenue comes from the equivalent premium estimates charged to Village operating departments, the park district and retirees pay 100% of the premium. - The total expected expenditures are $3,156,200, which is an increase of $303,000. However, due to a healthy reserve, $275,000 is being transferred to the General Fund in 2012. Garage Fund presented by Public Works Director Mike Hullihan - This fund is used to account for the costs of operation and maintenance of the vehicle fleet. - The charges to user departments are budgeted at $725,245 which is an increase of $82,010. - The 2012 Budget has an increase of $69,265 or 10 %. - There is a fuel cost increase of $50,840 compared to the 2011 Budget. - There is an equipment replacement cost of $20,000 for a fuel pump, $7,000 for a lap top and diagnostic equipment for heavy duty trucks and $2,000 for a tool box for service truck and tools. Equipment Replacement Fund presented by Finance Director Sharon Dangles - This fund is used to systematically set aside funds for future vehicle equipment purchases. The current cash balance of $2.8 million is unrestricted and is sufficient to fund expected replacements through 2017. - The total revenues are budgeted at $447,650 which is an increase of $245,500 due to 2012 General Fund contributions. - There is a proposal of $259,200 to the General Fund for 2012, which is equivalent to the 60% level. - There is a total 2012 Budget of $534,500 which is a decrease of $970,000 from 2011. - Replacement of eight police vehicles - $225,000. - Public Works dump truck, backhoe, and utility truck - $309,500. Trustee Zannis asked if the replacement of the police vehicles followed the schedule presented at an earlier Board Meeting, or if this was a revised plan. Police Lieutenant Jason Cates stated that while the police department is scheduling for replacement vehicles, they VILLAGE OF OAK BROOK MINUTES Page 6 of 8 REGULAR MEETING NOVEMBER 22, 2011 are cautiously optimistic that they will not have to replace all eight vehicles in the next year. Village Manager David Niemeyer stated that the proposed Budgets over the last few years have shown that the Village can still provide excellent services, but at a much lower cost, and that the Village employees are the ones to thank for that. He explained that the next step is for the Board to have a public hearing in 3 weeks to hear more comments and present a shorter summary of the 2012 Budget. 10. ACTIVE BUSINESS A. CONFIRMATION OF APPOINTMENTS — NONE AT THIS TIME B. ORDINANCES & RESOLUTIONS — NONE AT THIS TIME C. AWARD OF CONTRACTS — NONE AT THIS TIME 11. INFORMATION & UPDATES A. VILLAGE MANAGER David Niemeyer stated that Community Development Director Bob Kallien put together a short summary of the retail analysis for this year and next year. He stated that the Village of Oak Brook has added approximately 37,000 feet of retail space, and that there is 57,000 feet of space that is scheduled, with the largest of these spaces belonging to Pinstripes. He also explained that the previous Monday was the official deadline for the opt -out option of the Electric Aggregation Program, and out of the single family residences, 112 chose to opt out. He stated that Integrys also offers an 8% decrease in a customer's natural gas bill for those residents that apply. B. VILLAGE CLERK Clerk Pruss reminded everyone that "Shop with a Cop" was taking place on December 3, 2011. She explained that sponsored children would take the monetary donations given by the residents and shop with the Oak Brook Police Officers to provide food and gifts for their families. Clerk Pruss stated that Bob Roberts, an Oak Brook Firefighter, was teaching CPR classes at the Oak Brook Park District on January 23, March 5, and May 7 from 6:30 to 9:30pm. She also stated that the Oak Brook Civic Association was selling ornaments, and residents could purchase them at the Village Hall. C. TRUSTEES Trustee Yusuf wanted everyone to enjoy their Thanksgiving and to enjoy the time spent with loved ones. Trustee Zannis complimented Bob Kallien on his retail analysis sheet and stated that she would like to see the same type of analysis, but in regards to the office space availability. She also wished everyone a Happy Thanksgiving and cautioned residents to drive safely. Trustee Moy thanked the Village Staff for their work on the 2012 Budget. Trustee Manzo thanked the Village Staff for their work on the 2012 Budget, and VILLAGE OF OAK BROOK MINUTES Page 7 of 8 REGULAR MEETING NOVEMBER 22, 2611 also thanked Bob Kallien for the retail analysis. Trustee Aktipis stated that this Budget process has shown the Village what an enviable position they are in financially and that the present Board members have done a good job of keeping up the practice of being financially aware and that has kept the Village on the right track. Trustee Zannis clarified that she would like an analysis of the business space to know exactly where Oak Brook lies in terms of vacancies compared to other municipalities. D. VILLAGE PRESIDENT President Lamalani gave this time over to the Department Heads to see if there was any new information that they would like to share. E. Public Works Director Mike Hullihan wished everyone a Happy Thanksgiving. F. Assistant Village Manager Blaine Wing reminded everyone that the Economic Development Summit was approaching and those that wished to attend could sign up from the Village website. G. Finance Director Sharon Dangles thanked the department heads and finance staff for all of their input for the 2012 Budget. Village Manager David Niemeyer thanked the Board Members for their support and input during the budget process. President Lalmalani wished everyone a Happy Thanksgiving and stated that he was thankful for all the Village Staff and their hard work done year round. 12. ADJOURNMENT Motion by Trustee Aktipis, seconded by Trustee Manzo to adjourn the Regular Meeting of the Board of Trustees at 9:00pm. VOICE VOTE: Motion carried. ATTEST: /s /Charlotte K. Pruss Charlotte K. Pruss Village Clerk VILLAGE OF OAK BROOK MINUTES Page 8 of 8 REGULAR MEETING NOVEMBER 22, 2011