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Minutes - 12/01/2001 - Board of Trustees1 2 VILLAGE OF OAK BROOK 2002 BUDGET WORKSHOP MINUTES OF DECEMBER 1, 2001 APPROVED AS WRITTEN ON DECEMBER 11, 2001. CALL TO ORDER: The 2002 Budget Workshop of the Village of Oak Brook was called to order by President Bushy in the Samuel E. Dean Board Room of the Village Commons at 9:07 a.m. ROLL CALL: Village Clerk Gonnella called the roll with the following persons PRESENT: President Karen M. Bushy, Trustees George T. Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos and Alfred P. Savino. ABSENT: None. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief; Bruce F. Kapff, Director of Information Services & Purchasing; Robert L. Kallien, Jr., Director of Community Development; Darrell J. Langlois, Finance Director; Ruth A. Martin, Library Director; Michael J. Meranda, Director of Public Works; Allen W. Pisarek, Police Chief; Bonnie Sartore, Bath & Tennis Club Manager; Trey VanDyke, Golf Club Manager; Fire Lieutenant Thomas McElllin and Police Lieutenants William Haas and Susan Srch. President Bushy indicated that she wished to present a name to the Trustees to fill the vacant position left when Trustee Butler resigned from the Board. She acknowledged that this meeting was not the format for a formal presentation, but wanted to provide the time for other Trustees to meet with the candidate prior to a formal appointment at a special meeting on December 6, 2001 to vote on the appointment. She provided a biographical sketch of Richard Ascher, a resident of Timber Trails for twenty -nine years. Discussion revolved around the process of nominations and appointments and whether these deliberations should be public. VILLAGE OF OAK BROOK 2002 BUDGET WORKSHOP Minutes C1 Page 1 of 9 December 1, 2001 CALL TO ORDER ROLLCALL 3. 2002 BUDGET WORKSHOP: President Bushy related that the first Saturday in December had traditionally been set aside to spend time reviewing the proposed budget for the next fiscal year. She added that the Village's fiscal year coincided with the calendar year. A public hearing was scheduled for Tuesday, December 11, 2001 prior to the Regular Board of Trustees' Meeting at which the Budget for 2002 would be presented for adoption. She thanked staff for the time and effort involved in preparing the proposed budget. Village Manager Veitch presented an overview of the 2002 Proposed Budget. The methodology combines traditional program budgeting and line item control with a management by objectives system. Coupled with the Five -Year Financial Plan, this approach provides the Village with a management system that goes beyond traditional budgeting to become a directional mechanism for accomplishment of the results desired by the Village Board and the community. Long range policy guidance for the budget process is drawn from the Mission and Vision statements first adopted by the Board in 1995. They are reviewed annually and were last formally re- adopted by the Village Board on July 24, 2001. The linkage between the tenets of the Mission Statement and operating goals is stated in the Program Goals of each Budget Program. The policy ordinance directs the Village to: • Operate the Village without a general real estate tax. • Accumulate cash reserves in advance of major capital projects (utilizing long term debt very judicially and only in order to meet financial goals and policies of the Board). • Maintain a cash balance of at least six months operating expenditures in the General Corporate Fund. • Annually test the incremental growth in General Corporate Fund operating expenditures against the incremental growth in revenues, striving to hold expenditure growth within the limits of new revenues. • Operate enterprise activities on a self - supporting basis. • Annually review the need for and uses of the utility tax on natural gas and electric service. VILLAGE OF OAK BROOK Page 2 of 9 December 1, 2001 2002 BUDGET WORKSHOP Minutes k 3. The 2002 budget process has been a difficult one as the Village has seen its sales tax revenues decline over the past two years. Action has been taken to replace revenue lost with additional telecommunications and utility tax revenues in order to fund general operations and make possible at least partial implementation of plans to increase the strength of the Village's public safety departments. The taxes on natural gas and electric service have been reviewed in connection with the financial planning process and have been increased to the maximum rate of 5 percent. The increase is devoted to two purposes: (1) returning to the prior policy of funding replacement of major capital equipment from this revenue source; and (2) to assist in replacement of sales tax revenues within General Corporate Fund. In addition, the tax on telecommunications has been increased from 3 percent to 5 percent in order to assist in funding the operating and capital needs of the General Corporate Fund. Effective January 1, 2001, the Village Board approved a temporary increase in the telecommunications tax from 2% to 3% in order to offset suspension of the 1% Telecommunications Infrastructure Maintenance Fee (IMF) pending resolution of litigation concerning the IMF statute. Manager Veitch added that the litigation had been resolved supporting the 1% Telecommunications Infrastructure Maintenance Fee, but that the 1% fee would not be available for collection until January of 2003. The total budget for operating and capital expenditures (excluding non - operating and interfund activities) is $32,407,275, a decrease of $5,945,335, or 15.5 percent from the comparable figure in the 2001 budget. The decrease is primarily attributable to substantial completion of the Library and Bath & Tennis Clubhouse projects and lower capital outlays in other areas. The total expenditure budget for 2002 is $40,030,960 on total revenues of $36,607,535, a decrease of $5,246,515 or 11.6 percent from the comparable figure in the 2001 budget. In accordance with generally accepted accounting principles (GAAP) as they apply to governmental entities, these amounts include interf ind transfers, interfund loans and internal service charges. The GAAP basis of accounting requires inclusion of these items in order to properly account for activity in each fund and the cost of each program. However, on a cash basis this has the effect of overstating both revenues and expenditures since the cash position of the Village is not affected by these transactions. VILLAGE OF OAK BROOK 2002 BUDGET WORKSHOP Minutes F, Page 3 of 9 December 1, 2001 3. REVENUE Revenue from the 1 percent share of the Retailers Occupation Tax (a.k.a. General Sales Tax) of $9,700,000, based on a revised 2001 estimate of $9,700,000 and a "no growth" assumption in light of declining revenues over the past 24 months and uncertainty in the retail industry regarding the next several quarters. State Income Tax revenues of $671,795, 1.4 percent above the 2001 estimate and 7.3 percent below the 2001 budget of $724,940. This revenue is distributed to the Village by the State of Illinois from its Local Government Distributive Fund (LGDF) according to a per capita formula. One tenth of State income tax receipts are deposited by the State into the LGDF. As of mid -2001, the Village's share of the LGDF has decreased by approximately 9% due to the reduction in Oak Brook's population and increase in the State's total population as reflected in the 2000 Census. OPERATING EXPENDITURES The total 2002 operating budget is $25,038,620. This is an increase of 3.52 percent over the comparable figure from the 2001 budget. Significant changes budget to budget are noted in each Program Summary presentation. The 2002 operating budget continues a number of initiatives aimed at strengthening public safety services that were deferred in 2001 due to declines in sales tax revenues consisting principally of additional personnel (employed and contracted) in the Police and Fire Departments. Additional staff is also necessary in the Library in order operate effectively from the new building. Municipalities are by their nature personnel- intensive organizations. The cost of staff compensation and benefits is, has been and will be a crucial factor in the ongoing financial health of the Village. The total change in full -time equivalent (FTE) staff positions reflected in the 2002 budget is a decrease of 1.5. It should be noted that the principal reason for the overall decrease is the decision to add personnel in the Fire Department (if the ultimate determination is to proceed) via additions to the Village's paramedic services contract rather than through hiring. The 2002 budget for full -time salaries is based on an average top -of -grade increase of 3.3 percent, based on the change in the applicable consumer price index (CPI) for the twelve months ended September 30, the change in the employment cost index (ECI) and the pay practices of the municipalities established through collective bargaining as the Village's "labor comparables ". The collective bargaining agreement with Teamsters Local 714 covering the VILLAGE OF OAK BROOK 2002 BUDGET WORKSHOP Minutes 16 Page 4 of 9 December 1, 2001 3. Fire Department bargaining unit also provides for a general increase 3.3 percent. No pay grade adjustments have been budgeted for police personnel represented by the Fraternal Order of Police (FOP). The Village and the FOP have recently begun negotiations toward a new labor agreement covering sworn patrol officers and detectives below the rank of sergeant. Should a settlement be reached during 2002, or should interest arbitration ensue and conclude with an arbitrator's award on the economic components of a labor agreement, the necessary adjustments, if any, to the affected program budgets will be recommended. Department 3 — Public Works There is one additional position in the Public Works department in 2002, a previously anticipated increase in the building services area which has been deferred from 2001. This position reinstates a similar position eliminated several years ago. With additional responsibilities associated with completion of the Library and Municipal Complex Projects, re- establishment of this position has been contemplated for some time. The budget also includes funds to purchase all materials associated with upgrading and replacing street marker signs throughout the Village. Department 4 — Engineering Over the last two years staff has contemplated addition of an Engineering Technician position predicated on the assumption that the explosion of activity by telecommunications service providers and others working in the public right -of -way would continue, and to pursue a long - planned project to create accurate maps ( "atlases ") of utilities in the Village. Although these needs are still present, the position has been dropped from the budget for the time being. Some progress toward the utility atlas objective will be made through the infrastructure inventory to be conducted (with the cost split between the Water and Infrastructure Funds) in connection with GASB 34 compliance (Programs 451 and 461). Department 5 — Library Once again the most significant features of the budget for the Oak Brook Public Library are related to preparations for and execution of the move into a new facility, now planned for early spring. Many of these expenditures are of a one- time nature. In terms of staffing, addition of 2.5 full -time equivalents is budgeted. VILLAGE OF OAK BROOK 2002 BUDGET WORKSHOP Minutes l� Page 5 of 9 December 1, 2001 3. Department 6 — Police The 2002 budget for the Oak Brook Police Department reflects the first increase in personnel for patrol duties in several years (patrol strength has increased by only four officers since 1980) deferred from 2001. The budget reflects addition of three police officers mid -year conditioned on an update of the statistical staffing analysis that is completed periodically to quantify the degree of need for additional personnel, and subject to a review of financial status as already directed by the Village Board. The Police Department budget is also positively affected by the cessation of vehicle replacement charges. The 2002 budget includes the second phase (deferred from 2001) consisting of three additional contract firefighter /paramedics to be added mid -year subject to a review of financial status as noted above. The budget also includes resources to equip an engine to handle treatment of advanced life support (ALS) patients. The Fire Department budget is also positively affected by the cessation of vehicle replacement charges. CAPITAL PROJECTS Municipal Buildings 2002 will see the completion of the first totally new municipal facility constructed in the Village in over 25 years. Construction of the Oak Brook Public Library is expected to be complete by late winter. $475,000 is budgeted to be paid out in the final phases of this $5.5 million project (excluding technology and security equipment) during 2002, in addition to partial funding from the Oak Brook Library Foundation. The project also includes reconstruction and relocation of Polo Road from 31" Street to north of the Library site. 2002 will also see substantial progress on construction of the Municipal Complex Project, involving a 32,700 square foot addition to Village Hall. The addition will house a new fire station and office space for several Village departments. $4.05 million is scheduled to be expended on this $9.2 million project in 2002 (not including Communications Center and technology expenditures). The Sports Core Capital Improvement Account (program 841) includes $75,000 for final payments on aforementioned additions and renovations to the Bath & Tennis Clubhouse and $1,525,000 for repayment of bridge loans from the General Corporate Fund for expansion of the Golf Clubhouse and replacement of the Bath & Tennis Club swimming pool deck. VILLAGE OF OAK BROOK 2002 BUDGET WORKSHOP Minutes C�- Page 6 of 9 December 1, 2001 3. Street Improvements 2002 represents the beginning of the period when investment in maintenance and reconstruction of the Village's roadway infrastructure should be reduced. The budget includes $847,000 for paving, microsurfacing, crack sealing, pavement rejuvenation and pavement marking. This is significantly less than annual outlays over the last decade. Water System Improvements The Village will continue to care for its water system in 2002 with $451,000 budgeted for water main replacements and system improvements (program 451). Safety Pathway System The 2002 budget includes a total of $365,000 for various projects critical to the unification and completion of the Village's unique Safety Pathway System. Highlights include progress on the 3151 Street/Route 83 and York Road/Harger Road connections. These major projects are recipients of significant grant funding. DEBT ADMINISTRATION During 1999, the Village issued installment contract certificates in the amount of $820,000 to finance the construction of a new irrigation system for the Golf Club at the Oak Brook Sports Core. Late in 2000, the Village issued installment contract certificates in the aggregate amount of $1.8 million to fund the expansion and renovation of the Bath & Tennis Clubhouse. Early in 2001, the Village issued $4 million in similar instruments in order to finance approximately 43% percent of the Municipal Complex Project. Installment contract certificates are general obligations of the Village but are not secured by a pledge of property taxes. With respect to the 1999 and 2000 series certificates, the Village intends to use Sports Core revenues to pay the annual debt service. With the 2001 series certificates, the Village intends to use General Corporate Fund revenues to pay the annual debt service. An auction will be held in late March, 2002 to sell the Westchester property. Per the appraisal, it is expected to garner $1.8 million or better. Discussion ensued related to the benefits to using an auction process to sell the property. VILLAGE OF OAK BROOK 2002 BUDGET WORKSHOP Minutes Page 7 of 9 December 1, 2001 3. Trustee Caleel asked Manager Veitch to comment on the amount of debt. Manager Veitch responded that the Village had three debt issues outstanding. He reiterated that during 1999, the Village issued installment contract certificates in the amount of $820,000 to finance the construction of a new irrigation system for the Golf Club at the Oak Brook Sports Core. Late in 2000, the Village issued installment contract certificates in the aggregate amount of $1.8 million to fund the expansion and renovation of the Bath & Tennis Clubhouse. Early in 2001, the Village issued $4 million in similar instruments in order to finance approximately 43% percent of the Municipal Complex Project. He asked Finance Director Langlois to provide the principal balance outstanding as of the end of 2002 and the interest rate. Finance Director Langlois responded that the Village currently owes $685,000 on the irrigation system, $3,810,000 on the Municipal Building Project and $1,025,000 on the B & T Clubhouse addition. Interest rate on the B & T is 4.96% and he estimated that it was around 5% for the others. Trustee Savino asked whether the proceeds from the sale of the Westchester lot would reduce the outstanding debt. Manager Veitch responded that the proceeds would be used to repay the Corporate Fund for the loan that it provided for the Sports Core Fund for the Golf Clubhouse expansion. Trustee Korin asked if additional bonds would be sold to fund the remainder of the Municipal Building Project. Village Manager Veitch and Finance Director Langlois responded that the rest of the funding for the project was to be furnished by the grant from Illinois First Funds and from cash reserves. Trustee Caleel asked when all of the transactions were completed what would be the cash reserve. Manager Veitch responded that it would be $9,552,948 at the end of 2002. Discussion revolved around assumptions related to State Income Tax revenue and what the projections were based upon. Manager Veitch responded that the Illinois Municipal League gives guidance to municipalities as to revenue projections. Finance Director Langlois advised that the revenue projections were actually lower than actual receipts for 2000. Trustee Korin asked why there were no projections for Police salary increases. Manager Veitch responded that it was inadvisable to budget specific amounts during negotiations. She questioned the increase in the Human Resources program. Manager Veitch and Assistant Manager Crotty explained several expenses that were not annual that related to testing for eligibility for Fire and Police Department lists and legal fees related to negotiations. VILLAGE OF OAK BROOK Page 8 of 9 2002 BUDGET WORKSHOP Minutes December 1, 2001 3. There was discussion of the beautification program. Public Works Director Meranda addressed areas that were being considered because of the fact that the Village controlled them not other governmental agencies where permission was needed. There was a consensus to add $50,000 to the budget for the beautification program and if the quarterly review was positive, it would be used for median landscaping. President Bushy recessed the meeting at 10:53 and reconvened the meeting at 11:09. Manager Veitch commented that, during the break, information on interest rates was researched and reported that the interest rate for the irrigation project was 4.93 %, for the Bath and Tennis clubhouse expansion renovation. There were two series of certificates with the interest rate on the called certificates being 5.15 %, with the other current series at 4.96% and the interest rate on the largest of the certificates issued for the Municipal Complex Project is 4.77 %. The Board discussed the philosophy of hiring Fire Department personnel vs. contract personnel. Chief Jarvis responded that analysis indicated that the first two years of contract personnel costs were higher, but that long term they were considerably lower because of pension costs and merit pay. Finance Director Langlois added that the first year cost of a sworn firefighter with benefits to be approximately $58,000 and that a contract firefighter is approximately the same. However, a sworn firefighter at top of grade pay with pensions increases to $77,000. President Bushy asked if there were any additional questions. No one commented. Motion by Trustee Caleel, seconded by Trustee Savino, to adjourn the meeting at 11:34 p.m. VOICE VOTE: Motion carried. ATTEST: Linda K. Go ells, CMC Village Clerk VILLAGE OF OAK BROOK 2002 BUDGET WORKSHOP Minutes l.: Page 9 of 9 December 1, 2001 ADJRN