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Minutes - 12/11/1993 - Board of Trusteesey-acrr-, Kid 5 ftc-A -- MTGr 1� VILLAGE OF OAK BROOK SPECIAL WORKSHOP MEETING - 1994 BUDGET MINUTES December 11, _1993 UNOFFICIAL UNTIL APPROVED BY BOARD APPROVED AS WRITTEN . ! OR BY APPROVED AS AMENDED _._____`� BOARD ON - ` 1. MEETING CALL: The Special Meeting of the Board of Trustees was called to order moons at President Bushy in the S . E. Dean Board ROOM of the � 9: 08 a.m. The Pledge of Allegiance was given . 2. ROLL CALL: The Clerk called the roll to the following persons Shumate and PRESENT: President Bushy, Trustees Bartecki, Kenny, Skinner. ABSENT: Trustees McInerney and Payovich. r. Vince Lon IN ATTENDANCE: Margaret C. Powers, Village Manage ' g' Assistant to Village fir; Bruce F. K &pff , Purchasing Director/ Grants Coordinator; Dale L. Durfey, Jr. , Village Engineer; Robert Nielsen, Fire Chief /Building Commissioner; Darrell J. Langloxs , Finance officer/ Treasurer; James Fleming, Chief of Police . Michael J. Meranda, Superintendent of Public 'Works; Sesn Creed, Goff Club Greens Superintendent; Bonnie Sartore: Food & Beverage Manager /Banquet Coordinator; Trey VanDyke, Golf Pro; and Tom 'Wangelin, Athletic Director/ Tennis Pro. 3. 1994 BUDGET MORKSHOP: President Bushy acknowledged Village Manager Powers and Finance Officer Langlois for their effort in developing the 1994 proposed budget. The fallowing comments are noted by Village Manager Powers: Village Manager Powers noted a significant change in the sales tax revenue of a $1,050,000 increase. The Village is unable to identify the retai%r or project that initiated the increase. The contingency line item of $757,992 represents monies budgeted by the V11W that were not spent. The health insurance in the Police Department was under budget by $46,248. Public Works capital improvements were under budget by $250,124 due to deferred costs of the underground tanks to 1994. All of these factors gave the Village a surplus of $2.9 million. For 1994, the Commonwealth Edison refund will lower the tax revenue $3819000 to $1.6 million. VILLAGE OF OAK BROOK December 11, 1993 SPECIAL MEETING Minutes 1 Lb 6 a sp - L." M-fcr. 0 The $400,000 transfer of funds includes $125,000 for administrative costs of the Sports Core to the Corporate Fund and $275,000 from the Water Fund to the Enterprise Fund for the administrative cost of the water billing clerk and data processing of water billing. $10.1 million has been budgeted for 1994 sales tax revenue. Trustee Shumate inquired into the loss of revenue from sales tax if a natural disaster occurred affecting the Shopping Center. Is the Center insurable for loss of revenue? President Bushy stated it had been researched previously and the insurance premium was too expensive, but suggested this be investigated again. Village Manager Powers stated Contingency Fund details will be presented at the December 14, 1993 meeting for the Village Board's final approval . President Bushy requested inclusion in the budget of a Board expenditure for a breakfast meeting with local realtors. Trustee Skinner requested any Comprehensive Plana expenditures also be included. Trustee Kenny noted he met with Police Chief Fleming regarding computer networking and requested a coordinator research the possibility of this project for the Village. Village Manager Powers explained that a computer consultant will be hired by the Village for networking and it is included in the budget. The Director of Purchasing is presently using a company that sells used computers to purchase computers for the Village. Village Clerk Gonnella discussed the proposed Business Regulations Clerk. Trustee Bartecki stated if the clerk verifies a business' compliance of our Village Code, then the clerk should coordinate with other Departments so there isn't any duplicate effort by Staff. Village Manager Powers noted the importance of registering transient merchants in the hotels and securing our proper share of sales tax revenue from their events. President Bushy further stated Mayors and Presidents in District II are also in agreement to regulate transient merehmits in their communities. Trustee Shumate inqu -ed if the hotel /Motel Funds would be available to assist in the cost of this position. President Bushy stated, being a non- home rule community, the Village is restricted with the use of revenues from the Fund. Village Manager Powers stated the Village is restricted to use the funds for promoting the actual hotels in the area. Village Manager Powers stated the job description of the cleric and grade level will be presented to the Village Board for final approval. President Bushy recessed the special meeting at 10: 30 a.m. The meeting resumed at 10: 47 a.m. V ILIAG E OF OAK BROOK SPECIAL MEETING Minutes 2 December 11, 1993 L6 The following funds and services were discussed: General Services: Village Manager Powers presented the General Service expenditures of voice mail for department heads and a Human Resource person for the Village - It was noted that the Village Manager's automobile has been transferred to the Sports Core for use as a pool car. Finance & Accounting: Finance Officer langlois presented the finance and accounting budget. He noted a $20, 000 expense to retain a computer consultant to network- Village computers . Finance Officer l anglois recomm +ended a fixed asset appraisal of the Village with an RFP proposal and final approval before the Village Board. This has not been done: since 1998. Purchasing: � -oer�a Purchasing Director Kap€f presented his proposed Grade 3 Clerk, requesting the hiring of a trained ..arson in data processing. Trustee Bartecki recommended a Grade 1 Clerk, due to the $29, 000 benefit package being attractive to the work- force. Police Department: Police Chief Fleming presented his budget to the Board. Trustee Bartecki inquired into the rental of the firing range. The Chief stated no department has requested usage of the facility. The Chief noted rental of the range includes cost of an Oak Brook officer monitoring the range at $29.00 an hour. This is too costly for other police departments, as Chief recommends maintaining control over the facility. 'trustee Barte0d addressed the cost of accreditation in the department and the rants of a sergeant, as coordinator of the programp being too costly to the Village. Police Chief Flemmg requested inclusion of the proposed accreditation coordinator in the budget and guested the proposal be discussed at the January Committee-of-the-Whole meeting. President Bushy stated at the Regular Meeting of the Board she would note the $3 million saving by Village staff in this year's budget . Fire D ffi,e . .Fire Chief Nielsen addressed the Fire Department budget. Fire Stations 1 and 2 are deficient of proper working space, so a proposal will be before the VIIJ AGE OF OAK BROOK SPECIAL MEETING Minutes 3 December 119 1993 4 . m -11 - q3 Board to hire an architect for renovation, with cost figures at a future date. The Fire Stations are presently designed for men only which would require modification, as the Department may hire a woman firefighter neat year. President Bushy recessed for lunch at 12:12 p.m. The Board resumed to the workshop at 1: 04 p.m - Corporate Fund - Capital Expenditures: Village Manager Powers explained the new Corporate Fund capital expenditures of $272,000 for ADA compliance costs rather than the original $401, 000 estimate due to a change in the library compliance costs . President Bushy requested inclusion of the drainage study of the Bath & Tennis drive. The York Woods crack sealing on Croydon lane was not properly laid and requested this to be included in the pavement rejuvenation for the budget. Hotel /Motel Fund: Trustee Shumate requested Assistant to Village Manager Long to propose a videotape for promotion and advertising of the Village to the Hotel Committee. Trustee Bartecki requested this item be included in their budget before any more monies be authormed by the Village Board to the Committee. Debt Service Fund: Village Manager Powers explained the $197 , 000 remaining in the Debt Service Fund which collected taxes to pay the General Obligation Bonds used to purchase the Sports Core in 1977. The Board has an option to abate the remaining :honey by a filing date of December 31, 1993, to Cook County, and a filing date of March 31, 1994, to DuPage County. Village Attorney Martens suggested there may be a tax protest outstanding on the boDd issue if the Board contemplates doing something else other than abating the $197, 000. It should be discussed further in closed session. Trustee Kenny exited the meeting at 1: 43 p.m. Discussion ensued relative to the use and maintenance of the pool and the Bath & Tennis. President Bushy suggested that if the Bath & Tennis and golf course did not exist, maintenance and capital outlay would have to come from the General Fund. Parking, tree maintenance, and rough cut grass expenditures would also come from the General Fund. The remainder of expenditures would be user fee oriented, as certain activities benefit the entire community. Trustee Skinner voiced his opposition of a general resident expected to VILLAGE OF OAK BROOD SPECIAL MEETING Minutes 4 December 11, 1993 2 VolaW O R p l • q ��- o e•- q?� support a minority group of users at the Bath & Tennis, as it is almost a private facility. Pbilosophicmlly operating wrong. The golf surcharge is fine, but not enough for Bath & Tennis members . Golf Committee member Calzaretta requested the Board to define the use and needs of the Sports Core, as it is vfib a -owned and operated. Trustee Shumate discussed the repairs needed at the golf course ponds and pool and requested using the $197 , 000 to Pay for these expenses of repair to the ponds and pool. President Bushy noted if the Village no longer used the Sports Core facilities, the Village would be obligated to pay from the General Fund the cost of demolition of all the facilities. Roads have to be maintained and planned. Trustee Skinner suggested the General Fund does not have an obligation to pay expenses for a facility that is open to a few. The Bath & Tennis should be open to all on a daily fee usage. The Village Board reached a consensus to abate $197,472 of the tau levy for the Debt Service Fund and vote for approval at the December 14, 1993 Village Board meeting President Bushy suggested revising the Village Board December 14, 1993 agenda to include a brief discussion of the budget for the three absent Trustees. The Board reached a consensus to complete the Budget Workshop and cancel the Committee-of- the -Whole meeting of December 13, 1993. Sports Core Village Manager Powers discussed staff's recommendation of a monthly $25 minimum for Bath & Tennis members of the restaurants $50 for families and corporate residents. This will cover the costs to operate the facility. Improvements are needed for the oectric al system and roof repairs to the kitchen. Trustee Shumate requested a swim membership and privileges to use the restaurant . President Bushy noted the Village is at a crossroads to keep the Sports Core facility operational, as a viable program is in place, and the Board should let staff continue in their efforts. The Board has a direct responsibility to maintain the natural features of the property and address the ponds . If the restaurant is not viable, then close its but let staff try to make it a viable operation. Dick Calxaretta requested the Village Board to budget the Bath & Tennis Club separately from the golf course, and the golf course revenues be used for maintenance and capital improvements of the golf course. VILLAGE OF GAR BROOK SPECIAL MEETING Minutes 5 December 11, 1993 1-� t M .� of -93 Village Manager Pourers reiterated tMt no funds ere needed presently. Village Manager Powers only wanted the Board's response to staff's recommendation of restaurant ,somber rates and the cost for each pond repair on the front nine holes of the golf course. Golf Pro Trey VanDyke suggested to the Board that the capital expenditures for the golf course are for business purposes only to maintain our )present clientele and be a competitive golf coaurse. Trustee Skinner suggested the golf course and restaurant are viable operations. The `Tillage Board should re -erne the pool and tennis facilities. Motion by Trustees Skinner, secon Ad by Trustee Barteeki, to cancel the Committee -of- the -Whole meeting of December 13, 1993, and to reconvene the- budget discussion at the Villa Board meeting of December 14, 1993. VOICE VOTES Motion carried. 4. ADJOURNMENT Motion by Trustee Skinner, seconded by Trustee Bartecki, to adjourn the meeting at 4:45 p.m. VOICE VOTE: Motion caarried. uUtimi" . lufc