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Minutes - 12/05/2005 - Board of TrusteesMINUTES OF THE RECONVENED NOVEMBER 29, 2005 SPECIAL MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK HELD ON DECEMBER 5, 2005, APPROVED AS AMENDED ON JANUARY 24, 2006. 1. RECONVENED MEETING President Quinlan reconvened the Special Meeting of the Board of Trustees of November 29, 2005 at 6:10 p.m. on December 5, 2005 in the Upper Level Conference Room of the Butler Government Center. 2. ROLL CALL Deputy Village Clerk Carol Harty called the roll with the following persons PRESENT: President Kevin M. Quinlan, Trustees John W. Craig, Jeffrey J. Kennedy, Kathryn F. Manofsky, Robert G. Sanford and Asif Yusuf. ABSENT: Trustee Stelios Aktipis. IN ATTENDANCE: Richard Boehm, Village Manager; Jeffrey Moline, Assistant Village Manager; James G. Bodony, Fire Chief; Darrell Langlois, Finance Director and Thomas F. Sheahan, Police Chief. 3. DEPARTMENT BUDGET INFORMATION OVERVIEW FIRE DEPARTMENT Fire Chief Bodony began by indicating the greatest part of the budget for the Fire Department was salaries of 49 staff composed of a Chief, a Deputy Chief, three Battalion Chiefs, six Fire Lieutenants, 24 Sworn Firefighters, 6 Contract Paramedics, 6 Paid on Call Firefighters and two clerical staff. He reported that the main sources of revenue for the Fire Department are fees for ambulance billing, false fire alarms and inspections. He explained that the Foreign Fire Insurance Tax Fund receives money from a tax on insurance companies that write insurance in Oak Brook that are not Illinois companies. He reported that the only significant changes in the salary category are attributed to those dictated by the normal adjustments to the rate attributable to the first of the year adjustment as well as that dictated by the contract with the Teamsters. He added that the Village was in the middle of a five -year contract. There has been a renewal of the contract paramedic services which was a three -year contract with adjustments each year. There were no other significant changes in the Department's budget. Money has been budgeted in the capital replacement fund which had been deferred from last year and most of the projects were completed and brought in under budget. He added that there were no major initiatives other than performance initiatives that do not require expenditures. One of the initiatives is to increase efficiency in dispatch but also to reduce response times. He felt 3. that there were still areas of the Village that there was difficulty getting respectable response times. Discussion ensued relative to a new station, relocating or renovating a current station to improve response times and space issues. Trustee Kennedy emphasized that he was unwilling to expend funds for any renovations on Station #2, because he feels it should eventually be relocated to the west side of the Village. Trustee Craig expressed concern for overtime issues. Chief Bodony responded that when someone calls in sick he must replace them with overtime expenditures. He explained that the department runs at minimum manning 90% of the year. In addition to sick leave there is the issue of new hires who for almost two years have to be covered by overtime expenditures during their training process. Chief Bodony described the history of the Foreign Fire Insurance Tax Board and their contribution to the Fire Department. Trustee Yusuf arrived at 6:15 p.m. POLICE DEPARTMENT Police Chief Sheahan indicated that the only significant change was the addition of a part- time accreditation manager who is retired Police Sergeant Al Borkovec who will finish the project during the summer. He stated that objectives for 2006 are to move personnel to more proactive positions by creating a tactical unit to interact mostly with Village businesses to react to and prevent crime. He added that as a result of officer injuries last year, staff needed to be moved around but in 2006 the Truck Enforcement Officer will be back full -time on this task and the Crime Prevention detail will return to full strength of two individuals. He commented that they are becoming very proactive, mentioning the Child Lures program the department has presented and working with the schools. He explained that the K -9 dog would be replaced due to an injury to the current dog. He added major purchases for 2006 included thirty portable radios for better communication, replacing 15 less lethal shotguns, the addition of concealed squad car rear windows for transporting prisoners to twelve vehicles and three night vision binoculars. He reported that the program to view public cameras in schools, Park District and businesses will be continued and expanded. He felt his department presented a neutral budget with no increases other than issues such as insurance that were not related to staffing or program costs. Trustee Craig asked the status of the reorganization of the department. Chief Sheahan responded that it had been presented to the Board and he was awaiting a decision. Trustee Craig encouraged discussion of reorganization. 3. LEGISLATIVE AND GENERAL MANAGEMENT Village Manager Boehm explained that under Legislative and General Management there are a number of different programs including the Board of Trustees Budget. Within that particular budget is the addition of a part-time Public Relations Coordinator who will report to the Village Manager although it will be used by all Village staff. He indicated that the job description is being prepared and it is expected that by the beginning of the year it will be ready for advertising. He believes that there will be a lot of interest. He added that staff has been working on the feasibility of a Business License program that will be ready to present to the Board shortly after the new year. He indicated that the program will allow the Village to have direct contact with businesses coming in and out of the Village and will open communication with the business community. He explained that within the Village Clerk's office the major initiative for several years has been to transfer the Village records to electronic formats for storage and easy retrieval. He reported that the HVAC screening project would soon be ready to present to the Board for their feedback. He felt that there were several interesting opportunities, particularly as it pertains to the Village Hall. Trustee Kennedy indicated that he had worked with Finance Director Langlois on the legal section of this budget but since that time other litigation has been filed. Since the legal budget is very tight, he felt that there should be a contingency of approximately $20,000 to $25,000. There was consensus that this should be added. Discussion ensued regarding the actual budget numbers. Director Langlois explained that the bottom line was that incoming revenue was at the $36 million level and actual expenditures were at the $34 million level. Trustee Kennedy commented that the preparation of the budget was excellent, but he felt that the process needed to be started earlier in order to provide the information to the Trustees in a timely manner. He would like to see a line item departmental report totaling all programs within each department. He commented that this was an excellent maintenance and catch up budget because it maintains Village services at current levels, catches up infrastructure improvement, equipment replacement, makes substantial contributions towards more complete funding of the Fire and Police pensions but it is a little short on what he defines a reinvestment into the community in terms of quality of life and keeping the Village competitive in terms of building tax revenues. He indicated that he would like to see $100,000 for commercial revitalization and he would like to see the Village put aside money in a capital contingency fund. He offered several ideas where having funds available would be advantageous. Trustee Manofsky agreed that contingencies for future expenses are an excellent idea. Discussion ensued regarding the use of the Five -Year Plan and how it was reviewed. budget, there were not sufficient funds to provide for future contingencies He added that in 3 2006 it would be possible to do that, but the Board would have to make that a formal directive Trustee Kennedy expressed some concern about the inconsistencies in the salary increases Discussion ensued relative to various forms of salary plans President Quinlan and Manager Boehm felt that compared to other municipalities Oak Brook's plan is conservative Motion by Trustee Craig, seconded by Trustee Sanford to adjourn the meeting at 7 40 p m VOICE VOTE Motion Carried ATTEST 5Carfol Harty py Village Clerk Gak VILLAGE OF OAK BROOK Minutes Page 4 of 4 December 5, 2005 Reconvened Special Meeting