Minutes - 12/03/1994 - Board of TrusteesV®la -- S 6t L Ar&, -oMwN
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VILLAGE OF OAK BROOK SPECIAL MEETING -
1995 BUDGET WORKSHOP MINUTES December 31 1994
UNOFFICIAL`UNTIL APPROVED BY BOARD
APPROVED AS WRITTEN _!:-:--6R APPROVED AS
AMENDED , BY VILLAGE BOARD 0Id
1. MEETING CALL:
The Special Meeting of the Board of Trustees was called to order by
President Bushy in the S. E. Dean Board Room of the Village Commons
at 5:00 a.m. The Pledge of Allegiance was given.
2. ROLL CALL:
President Bushy called the roll to the following persons
PRESENT: President Bushy, Trustees Bartecki, Calzaretta, Kenny,
Payovich and Shumate.
ABSENT: Trustee McInerney.
IN ATTENDANCE: Stephen B. Veitch, Village Manager, Vince Long,
Assistant to Village Manager; Bruce F. Kapff, Purchasing Director/
Grants Coordinator; Dale L. Durfey, Jr., Village Engineer; Robert
Nielsen, Fire Chief /Building Commissioner; Darrell J. Langlois,
Finance Officer /Treasurer; James Fleming, Chief of Police; Michael
J. Meranda, Superintendent of Public Works; Bonnie Sartore, Food
& Beverage Manager /Banquet Coordinator; Trey VanDyke, Golf Club
Manager and Ruth A. Martin, Librarian and Nancy Pauley, Finance
Administration Assistant.
3. 1994 BUDGET WORKSHOP:
President Bushy acknowledged that the Budget Workshop had been
scheduled for December 10, 1994. Trustee McInerney had scheduled
his travel accordingly and due to the late change of the Workshop,
he was unable to attend the meeting. The Village Clerk also was
unable to attend due to the rescheduled Workshop date and a
prior travel commitment.
President Bushy acknowledged Village Manager Veitch, Finance
Officer Langlois and Vince Long, Assistant to Village Manager, for
their efforts in developing the proposed 1995 Municipal Budget.
Village Manager Veitch gave an overview of the budget organization
and structure, revenue highlights, operating expenditure highlight's,
capital projects and the Oak Brook Sports Core. The following
comments by Village Manager Veitch are noted:
The 1995 budget projects sales tax revenues of $10,200,000 with a
2% increase from the estimate for 1994. Approximately 555 of our
sales tax revenue is derived from the Oak Brook Center. A principal
object5eve of economic development for 1995 is to develop a database
of the other businesses that generate the remaining 45% sales tax
revenue, •vho they are, their needs, what generates this revenue
and how to attract more of these businesses.
VILLAGE OF OAK BROOK
SPECIAL MEETING Minutes 1 December 3, 1994
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Another significant source of revenue is the utility tax. Itdis
the
approximately $1,9001000 and was ?O��SO� of this tam is paid
November 22, 1994 meeting. Approximately
by the commercial sector of the Village and the remaining by the
residential sector.
The total 1995 operating budget is $20,094,050. It is a 7.67 percent
increase over the 1994 budget. One -third of this increase is
attributable to the change in the manner in which
inequipment operating
replacement is funded, through charges assessed
budgets of user departments rather than through a non - operating
transfer to the Equipment Replacement Fund..
The budget proposes a 1.5 full -time equivalent increase in budgeted
Systems
personnel, including the new position of nnadditionaloC ®unications
Manager, an Engineering Technician, and s
Operator, all contingent upon staffing studies to be undertaken in
order to analyze alternatives and provide n necessary further
essional
justification. The budget includes one Brook position and one part time clerk position at the Oak ko ok Library.
These additions care, partialandon��efilledl(Human Resources Director
positions. budgeted in 1994
and Business Registration Clerk), and an unfilled part -time secretary
position.
In the Analysis of Funds Section, the unrestricted cash at year --end
in each fund is planned to be as least as good as to represent the projection
and Garage ction in
the Five-Year Financial flan• nst the nr
include the dater, Sports Care g e Fund intended
compensation for services rendered through activities funded by the
Corporate Fund. The program budgets are organized by departments and
each program summary indicates which Fund supports the program,
identifies the department, division, describes program, presents the
goals, objectives, states measurements and a brief anarrative of
ce
changes from 1.994. Be noted the
at this roint.
measures are customer sa tisfaction related point.
The Village has reclassified its assessment to the Intergovernmental
Risk Management Agency and it is funded the
liabilityManagement
Program #1304. The assessment is for g eneral
compensation and property insurance coverage provided by IRMA. The
assessment is based on the total revenues of the Village. Now the
entire IRMA assessment for the Corporate ent designated in to the
Program #1304. Shares of the IRMA assessment
Sports Cori: and mater Funds based on revenue.
Use of vehicles within departments have been allocated equipment
charges. Equipment operation and maintenance charges go to the
Garage Fund and replacement charge to the Equipment Replacement
Fund.
VILLAGE OF OAK BROOK December 3,, 1994
SPECIAL MEETING Minutes 2
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President Bushy then asked for general comments from the Village
Board members. She noted that the 3orie Boulevard Project, from the
Summary of Budgeted Expenditures by Program, is the final payout
for the work completed on the project. Program #8201 Food and
Beverage Operations, Sports Core, the 1994 budget was shown as
$735,372 and estimated at $616,615. This was due to the minimum
charges for Bath & Tennis members which were later rescinded by the
Village Board. The 1994 budget included these minimums. The glass
display case capital expenditure from the General Corporate Fund is
for funding a case to display the silver trophies from the Horse
Shows and Paul Butler's Tiffany silver desk set.
Village Manager Veitch explained the capital expenditure under
Financial Services of #2301 Information Services. This would
include a Village -wide computer upgrade, subject to recommendations
of the consultant and approval by the Village Board.
Trustee Shumate requested a total revenue figure be included in
the Overview, on page S -4.
President Bushy noted Village Manager Veitch has begun to meet
monthly with the District #53 School. Superintendent and
Executive Director of the Oak Brook Park District to discuss
operations and possible cooperation. Village Manager Veitch
offered that there is interest by municipalities in joint
ownership of specialized public works equipment. DuPage Mayors
and Managers has also begun discussion of this.
Resident, Harry Terlecki, inquired into the Tennis Dome. Village
Manager Veitch explained that the cost of the repairs to make
the Dome functional were divided between the Village and original
construction contractor. The Village's costs were reimbursed by
the Village's insurer, less $1,000. Business interruption insurance
is not available through IRMA.
Mr. Terlecki inquired into a referendum for improvements to Fire
Station One. Village Manager Veitch noted that no debt financing
is included in the Five Year Plan and that, therefore, no
referendum is required. Presently, Interplan Practice is
assessing what facilities are available at the Fire Station and
what are the requirements.
Resident, William Lindeman, requested Sunday hours for the Village
Library. Ruth Martin, Librarian, noted the Five Year Plan
included this request for 1996: or 1997.
Mr. Lindeman asked what fund balance is needed in the self- insurance
fund? Village Manager Veitch stated that, in his opinion, at
least $125,000 should be in the fund under present circumstances.
VILLAGE OF OAK BROOK
SPECIAL MEETING Minutes 3 December 3, 1994
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Mr. Lindeman inquired into a spring leaf pick -up program and
storm damage pick -up. Monies are available, at the Village Board's
discretion, if they decide to allocate funds for storm damage
pick -up. President Bushy explained the leaf pick -up program is
not available to private subdivisions and the whole program should
be reviewed by the Village Board. Additional equipment has not
been given to the Public Works Department since the program began.
President Bushy recessed the meeting at approximately 9:30 a.m. The
meeting resumed at 10:03 a.m.
The Village Board then reviewed the program budgets in sequence.
President Bushy stated the #1201 Legal Program has included an
additional 100 hours for the Village Attorney.
Trustee Bartecki inquired into the full-time salaries of #1102
Village Clerk Program. Village Manager Veitch explained that
the $43,475 included the new Clerk's salary for 1995, a Records
Management Clerk and an allocated one -half of an admninstrative
secretary.
Trustee Kenny asked who the recipients were for the legal survey
performance measure of Village Attorney Martens. Village Manager
Veitch explained that Department Leads, Village Board members and
Advisory Board members would be asked to respond to a survey.
President Bushy noted under #1302 Human Resources Program, Fire
and Police Commissioners budgeted expenditures for testing
candidates is to be paid by the Village. Trustee Bartecki asked
that the applicants be charged a fee for testing. President
Bushy noted that the testing of the ranking of the candidates is
expensive, but required.
President Bushy noted the inclusion of the #1305 Emergency
Management Program and a planned Committee-of-the-Whole meeting
early in 1995 to discuss emergency planning.
Trustee Bartecki asked if the Sports Core accounting system will
be separate from Financial Services. Finance Officer Langlois
explained the Sports Core accounting system will be specialized,
but will interface with the Village's financial system.
Village Manager Veitch noted #4501 Water Systems Improvements
Program denotes a $40,000 cost for installation of control meters
at Reservoirs A and B. The Village will seek reimbursement of
this cost from the DuPage Water Commission. The equipment was part
of the connection system in other communities but not for Oak Brook.
Trustee Payovich requested that #4602 Drainage Improvements be
re- titled ' Stormwater Managemseat Imaprovements . '
VILLAGE OF OAK BROOK
SPECIAL MEETING Minutes 4 December 3, 1994
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Trustee Shumate asked if Library personnel could rotate their work
schedule to accomodate Sunday hours. Librarian Martin noted
that few patrons use the Library on Friday mornings. A change
of hours for Friday mornings could allow staff to work on
Sundays, but would need to be considered further.
President Bushy suggested in #6303 Police Communications the
Villages will be possibly recommending enhancements to the program
for reverse 911 in coordination with the Village Emergency
Management Plan. This would enable interaction between the
commercial, residential residents and the Village.
Trustee Shumate asked that emergency communication equipment for
the Village Board be included in the Police Communications budget.
Village Manager Veitch explained that it is included in the
#1305 Emergency Management Program.
Trustee Bartecki inquired into the number of police personnel
assigned to this area. Police Chief Fleming stated seven
personnel operate twenty -four hours a day seven days a week.
More than one person may be assigned to a shift.
Village Manager Veitch explained that
Clubhouse improvements are subject to
of the Sasaki Study, but are included
President Bushy commented that DuPage
working in Springfield to have legisli
rule communities to have expanded use
the Bath and Tennis Club and
review, following completion
for budget purposes.
Mayors and Managers is
ation introduced for non -home
of the Hotel /Motel Tax revenue.
Trustee Calzaretta commended staff and Village Manager Veitch
for the competence shown by the Village Manager, development of
programs,continued upgrade of Village programs and the budget plan.
The Village Board of Trustees concurred with the proposed 1995
Municipal Budget as presented.
4. ADJOURNMENT:
Motion by Trustee Calzaretta, seconded by Trustee Payovich, to
adjourn the Special Meeting at 11:31 a.m. VOICE VOTE: Motion
carried.
ATTEST/:
f
Lind K. Gonnelle, CMC
Village Clerk
VILLAGE OF OAK BROOK
SPECIAL MEETING Minutes 5 December 3, 1994