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Minutes - 08/20/2021 - Finance Committee Finance Committee August 20, 2021 3:00pm CALL TO ORDER The Finance Committee meeting of August 20, 2021 called to order by Trustee Michael Manzo at 3:01pm in the Upper Level Conference Room of the Butler Government Center. ROLL CALL PRESENT: Trustees Mike Manzo, Larry Herman and Asif Yusuf, Anne Huber, Jim DePhillips, Al Koren, Jim Tomaselli and Moin Saiyed ABSENT: Don Adler ALSO IN ATTENANCE: Finance Director Jason Paprocki, Village President Gopal Lalmalani, Oak Brook Chamber of Commerce President and CEO David Carlin, Brookfield Properties Manager Tim Gieges Procedures for Obtaining Village Information Trustee Manzo begins by asking that any requests for information go through him. He will be the liaison between committee members and Village staff so that the flow of information is orderly. 2022 Budget Trustee Manzo starts the budget discussion by addressing those committee members who also served on the LTSPC, he compliments their work and says that it is still being used today. He continues by saying that the budget needs to be an ongoing process and cannot be looked at only at the end of the year. He states his desire to have Don Adler and Moin Saiyed spearhead the budget process. Trustee Manzo acknowledges that the biggest problem with the budget is the pensions and continues by saying that there isn’t much that can be done on a municipal level, it needs to come from Springfield, but there are a few things that can be looked at. The conversation shifts to Capital Expenditures and Jim DePhillips shares his displeasure with the practice of putting every capital project on the budget without any prioritization. Trustee Herman shares that he has been researching the process at other local municipalities. The procedure at these other organizations also takes into consideration the long term expenses of maintenance and upkeep on the capital project in addition to the viability of the project actually happening. He goes on to say that he has spoken to Jim Fox who says that he has the ability to integrate the capital projects into GIS so that they can be easily viewed. Conversation continues about the time and effort it would take to get a system of this magnitude in place but the end result would be beneficial for years to come. Sports Core Trustee Manzo starts by saying that Sports Core decisions are time sensitive, if the Village is going to make a change from the current Park District model next season they would need to act quickly. He asks Larry Herman MINUTES OF THE AUGUST 20, 2021 MEETING OF THE FINANCE COMMITTEE OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON SEPTEMBER 27, 2021 and Anne Huber to take the lead on the B&T. The goal is to make the Sports Core budget neutral. Conversation continues regarding the meaning of neutrality, whether it’s on an operating basis or including capital projects. Anne Huber asks that whatever decision is made it needs to be transparent and open with the public. She would like to see status reports provided at the Board meetings. The Sports Core being an asset to the community is talked about. The committee discusses Salt Creek swim club fees structure and whether that model would work for the B&T. Conversation shifts to the Park District, clear financial statements, restructuring and building community. Fire Department Trustee Manzo begins the Fire Department discussion by asking Al Koren about his previous meetings with the Westmont Fire Chief. The task at hand for the Committee will be trying to run the department more efficiently but at the same quality of service. Trustee Herman offers the observation that the department will have to be more open minded about collaboration with surrounding municipalities and understanding what the demands are. He believes there is a more effective way to work with the local fire districts to increase response time while still cutting costs. Talk shifts to population and call data and the need for accurate information and the need for day time population numbers. Trustee Manzo speaks of the need to be transparent with the residents every step of the way so that they have truthful information. Business Registry Trustee Manzo begins by giving some of the reasons for needing a business registry, one reason being the need to know the day time population. Trustee Manzo introduces David Carlin. Mr. Carlin addresses the committee by saying that the Chamber is opposed to any sort of business registry or license. He refers to the position paper that the Chamber prepared in 2017. He states that it is not business friendly and it will not improve the business climate. The information that the Village is looking for is readily available through the Secretary of State or the Illinois Department of Revenue. He encourages the Village to not add another level of bureaucracy and additional administrative responsibilities for an already lean workforce. Mr. Carlin then questions the transparency of the Village and why a meeting would be held on a Friday afternoon with little advance notice for an issue that is very important to the business community. He then volunteers his services to assist the Village with any business related requests such as making sure the Village is getting the correct sales tax percentage from each business and adds that the tools are already available to monitor that. And he requests that the Village not penalize the businesses that are already in Oak Brook or the ones thinking about coming to Oak Brook. Trustee Herman addresses some of Dave Carlin’s concerns. He recounts the efforts to ensure the compliance of RH’s sale tax and states that the resources are not easily available to enforce the sales tax requirements. Conversation ensues regarding sales tax compliance. Trustee Herman states that a business registry will give the Village connectivity with the business community besides being a better way to monitor sales tax compliance and also allows the Village to be more responsive to businesses. He goes on to say that it is not easy for residents or business owners to make requests of the Village, even though there is a portal on the website, the technology and tracking behind it are not adequate. He is hopeful that creating new technology will give better connectivity for businesses and residents and that is all part of the business registry. Dave Carlin comments that one of the committee’s concerns was not tracking the actual cost of capital projects, he asks if anyone has researched the actual cost of creating a business registry to the Village and to the businesses and how it’s going to be enforces, will they be blocking entrance to businesses who don’t comply. The potential for abuse by Village officials is brought up and the possibility of the registry deterring new business development. It is then stated that this is just the beginning of the process, there are many more discussions and research that needs to be done. Trustee Herman believes that if the Village collects the correct sales tax from every business it would eliminate the need for a food and beverage tax. Trustee Manzo goes around the table asks everyone’s opinion. The confidentiality of the sales tax information that Finance Director Jason Paprocki receives is spoken about and it is brought up that the DuPage County Department of Transportation has data of all cell phones in Oak Brook on a daily basis, this would help with day time population questions. OTHER BUSINESS Next Meeting Date It is decided to have meetings on Wednesdays at 4:00 or 5:00 ADJOURNMENT A motion to adjourn the Finance Committee meeting of August 20, 2021 made by Jim Tomaselli, seconded by Anne Huber. Meeting adjourned at 4:15pm ATTEST: ________________________ _____________________ Connie Reid Date Executive Assistant Village of Oak Brook