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Minutes - 11/11/2020 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES Page 1 of 3 SPECIAL MEETING OF NOVEMBER 11, 2020 MINUTES OF THE NOVEMBER 11, 2020 SPECIAL BOARD OF TRUSTEES BUDGET WORKSHOP MEETING OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON NOVEMBER 24, 2020 1.CALL TO ORDER The Special Budget Workshop 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 6:00 p.m. The Pledge of Allegiance was given. 2.ROLL CALL Village Clerk Charlotte Pruss called the roll with the following persons: PRESENT: President Gopal Lalmalani, Information Technology Director Jim Fox, PRESENT VIA TELECONFERENCE/ZOOM: Trustees John Baar, Philip Cuevas, Michael Manzo, Moin Saiyed, Edward Tiesenga, Asif Yusuf ABSENT: Trustee Michael Manzo (arrived at 6:11 PM), Asif Yusuf (arrived at 6:20 PM) IN ATTENDANCE: Village Manager Rick Ginex, Development Services Director Tony Budzikowski, Police Chief James Kruger, Fire Chief Barry Liss, Finance Director Jason Paprocki, Head Librarian Jacob Post, HR Director/Deputy Clerk Kathy Vonachen 3.RESIDENT/VISITOR COMMENTS – None presented. 4.2020 BUDGET WORKSHOP President Lalmalani requested that Finance Director Paprocki begin the discussion. A.PowerPoint Presentation – Overview of Budget Finance Director Paprocki provided a PowerPoint presentation highlighting a summary of the 2021 proposed budget. He discussed all funds, budgeted revenues and expenditures for the budget. He further shared details on the General Fund, Hotel Fund, Motor Fuel Tax Fund, Infrastructure Fund, Water Fund, projected reserves balance, projected General Fund revenues and Capital Transfers. Additionally, Finance Director Paprocki explained the decrease in each of the funds, discussed the sales tax projections in detail, income tax, utility tax, projections, pension plan summary, the personnel cost by each department, vehicle leasing and items budgeted into the General Fund. Comments were made and Director Paprocki and manager Ginex addressed questions. B.Review of Program Goals, Objectives, and Budget Request in the Following Departments 1)Development Services Development Services Director Budzikowski shared his appreciation for his staff, thanked them for working diligently through the uncertain times of the pandemic, announced a significant amount of revenue in a recent permit fee and went on to sharing a PowerPoint presentation reviewing the goals and objectives of the department. He elaborated on the plans for an electronic upgrade for processing permits, economic development, engineering VILLAGE OF OAK BROOK MINUTES Page 2 of 3 SPECIAL MEETING OF NOVEMBER 11, 2020 consultants and plans for discussion regarding the infrastructure. Comments were made by the Board and questions were addressed by Development Services Director Budzikowski, Finance Director Paprocki addressing the financial aspects and Manager Ginex regarding the plans involving the Sports Core. 2)Legislative and General Management Village Manager Ginex presented a PowerPoint presentation sharing updates, specific goals regarding the promotion of economic development through the unprecedent times, savings, goals for general management, promotion of public and private partnerships and financial stability. Next, he stated that there are no changes to the organizational chart, explained significant amount of time spent on resolving and applying issues and mandates associated with COVID-19 pandemic. Furthermore, Village Manager Ginex emphasized on the operational decreases as well as employee reduction and reduction in legal fees. After that, HR Director/Deputy Clerk Vonachen shared a presentation on the proposed budget for Clerk’s Office, Human Resources Department and Risk Management. She thanked Clerk Pruss for continued hard work during the elections and went on to share details regarding the services provided by the Clerk’s Office, HR Department and Risk Management training shared to all employees in order to stay with compliance. In addition, HR Director/Deputy Clerk Vonachen emphasized the decreased budget amounts and the utilization of current employees in both departments. Comments were made by the Board and questions were addressed by HR Director/Deputy Clerk Vonachen, Finance Director Paprocki, and Village Manager Ginex. Thereafter, Information Technology Director Fox shared a presentation regarding the operation of services provided by the Department throughout the Village. He further shared accomplishments completed by the Department, updates regarding the proposed budget and the GIS system used by the Village employees. President Lalmalani thanked all three presenters for excellent presentations. 3)Financial Services Finance Director Paprocki shared goals for the Finance Department, elaborated on establishing financial stability for the Village, the Motor Fuel Tax Fund, Real Estate Taxes, TIF Fund and noted funding any infrastructure projects, no change in the organizational chart, savings for RFP audit services and Sports Core related expenses. President Lalmalani thanked Director Paprocki for a great presentation and reminded everyone that he is available to answer any questions should anyone need to reach out. 4)Library Head Librarian Post shared a Power Point presentation highlighting the goals and objectives of the Library. He also shared additional services the Library has been providing in light of the pandemic in order to create and maintain a safe and inviting environment. Furthermore, Head Librarian Post noted changes in the organizational chart, savings associated with the changes and stressed on the projects that have been decided to be put on hold for a year. VILLAGE OF OAK BROOK MINUTES Page 3 of 3 SPECIAL MEETING OF NOVEMBER 11, 2020 ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk President Lalmalani thanked Head Librarian Post for a beautiful presentation and the excellent job he’s been doing. He also stated that the Board is pleased with the presented numbers. 5)Fire Fire Chief Liss thanked the Board for the opportunity to present the proposed 2021 budget and the support provided over the years to the Fire Department. Next, he highlighted the goals, objectives, high level of service and the financial stability of the Fire Department. He further stressed the needs of the organization, upcoming equipment and gear replacements, detailed sections of applied savings and highlighted slight change to the organizational chart. Moreover, Fire Chief Liss spoke regarding the future of Station 93, issues and concerns with the facility, location of the facility, call response times, cooperation of neighboring Fire Departments and the need for a Deputy Fire Chief. Comments were made by the Board and questions were addressed by Chief Liss. President Lalmalani shared his appreciation for the great work performed by the Fire Department and made statements regarding the current conditions and location of Station 93. 6)Police Police Chief Kruger provided a PowerPoint presentation regarding the goals and objectives of the Police Department. He further shared plans for the implementation of the Board approved Body worn cameras, enhancements to the training programs, concerns with licensing certifications and additional training mandates. Additionally, Police Chief Kruger spoke regarding the challenges faced by the Police Department through the pandemic, implemented changes to the organizational chart and budgetary reductions. President Lalmalani thanked Chief Kruger for an excellent presentation. 5. ADJOURNMENT Motion by Trustee Baar, seconded by Trustee Saiyed, to adjourn the Special Budget Workshop Meeting of the Board of Trustees at 8:15 p.m. VOICE VOTE: Motion carried.