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Minutes - 11/18/2021 - Board of Trustees VILLAGE OF OAK BROOK MINUTES Page 1 of 3 SPECIAL MEETING OF NOVEMBER 18, 2021 MINUTES OF THE NOVEMBER 18, 2021 SPECIAL BOARD OF TRUSTEES BUDGET WORKSHOP MEETING OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON DECEMBER 14, 2021 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 6:01 p.m. The Pledge of Allegiance was given. 2. ROLL CALL Village Clerk Charlotte Pruss called the roll with the following persons: PRESENT: Trustees Laurence Herman, Michael Manzo, and President Gopal Lalmalani PRESENT VIA TELECONFERENCE/ZOOM: Trustees A. Suresh Reddy, Edward Tiesenga, and Asif Yusuf ABSENT: Trustee James Nagle (arrived at 6:14 p.m.) IN ATTENDANCE: Interim Village Manager/Police Chief James Kruger, Information Technology Director Jim Fox, Development Services Director Tony Budzikowski, Finance Director Jason Paprocki, Interim Fire Chief James Arie, Head Librarian Jacob Post, HR Director/Deputy Clerk Kathy Vonachen 3. RESIDENT/VISITOR COMMENTS – None presented. 4. 2022 BUDGET WORKSHOP President Lalmalani requested that Finance Director Paprocki begin the discussion. A. PowerPoint Presentation – Overview of Budget Finance Director Paprocki shared a brief overview of the proposed 2022 Budget. After that, he shared a detailed PowerPoint presentation discussing estimated 2022 changes in cash and investments, a summary of the 2022 proposed budget outlining the General Fund, Hotel Tax Fund, Motor Fuel Tax Fund, Infrastructure Fund, Promenade TIF Fund, Water Fund, Sports Core Fund, Golf Surcharge Fund, Self-Insurance Fund, Garage Fund, and the Equipment Replacement Fund. He further shared an overview of the Revenue Summary, Sales Tax Revenue, Non-Home Rule Sales Tax Revenue, along with other major revenues, including the Income Tax, Utility/Telecommunications Tax, Net Ambulance Fees, and Building Permits. Moreover, Finance Director Paprocki also shared the Expenditure Summary, including a detailed overview of the projected personnel cost by department and position type, the Budgeted Capital, and the Five-Year Plan for each Fund. Lastly, Finance Director Paprocki addressed proposed questions. Discussion ensued. Trustee Manzo asked for a clarification on the projected employee raises compared to the year 2021 and the allocation of the TIF funds at the Promenade. Trustee Herman stated that the matter of the TIF fund allocation at the Promenade needs a closer look to maintain the health of the business and generate future tax revenues. Trustee Yusuf explained the Village contributions to the discussed TIF and what happens to the general fund once the TIF ends. Trustee Tiesenga spoke in agreement with Trustee Herman’s comments regarding the creation of a healthy business community. B. Review of Program Goals, Objectives, and Budget Request in the Following Departments VILLAGE OF OAK BROOK MINUTES Page 2 of 3 SPECIAL MEETING OF NOVEMBER 18, 2021 1) Development Services Development Services Director Budzikowski shared a PowerPoint presentation beginning with the organizational structure of the Development Services Department, departmental accomplishments and announced the hiring of the new part-time plan reviewer. After that, he spoke about the projected revenues, and goals and objectives for the upcoming year. Additionally, Development Services Director Budzikowski pointed out the software updates, along with updates regarding procedures, and explained the budgeted amounts, including all the mentioned amendments to the Department. Lastly, he addressed proposed questions, and further discussion ensued. Trustee Herman asked for a clarification of the current automation of code enforcement, the mentioned landscaping, and accessory structure improvements. Trustee Manzo asked for clarification on the use of the architect for the commercial landscaping, the Heinz Development, and the engineering company. 2) Legislative and General Management Finance Director Paprocki shared the organizational chart for the general administration, budget summary and its savings, and the goals and objectives of the legal program. Next, he explained the General Management organizational chart, its General Fund structure, goals and objectives, the customer service structuring, the Emergency Management, its organizational chart, and the proposal of hiring the contracted emergency operations coordinator. Finance Director Paprocki addressed questions and concerns. Discussion ensued. Trustee Manzo asked that the Board revisits and discusses the working relationship with the Chamber of Commerce. HR Director/Deputy Clerk Vonachen presented the Clerk’s Office budgets, the Human Resources, and the Risk Management. She began by thanking Village Clerk Pruss for the continued fantastic job as the local election official to all the residents. After that, HR Director/Deputy Clerk Vonachen spoke about the duties performed by the Clerk’s Office, its organizational chart, and the projected budget. Furthermore, she went on to present the goals and objectives of the Human Resources Department, its accomplishments, the slight monetary adjustments to the budget and proceeded to explain the Risk Management goals, its organizational chart, and its budget. Trustee Herman asked about the number of FOIA requests received per year. Information Technology Director Fox presented the Department’s goals and objectives, its organizational chart, the year’s accomplishments, and explained the significant changes to the proposed budget. After that, he discussed the GIS (Geographical Information Systems) Program, its goals, objectives, costs associated with the system, and structure. Questions were addressed. Discussion ensued. Trustee Herman asked Information Technology Director Fox for his thoughts and opinions regarding the implementation of the Virtual Desktop option for the Village. Police Chief/ Interim Manager Kruger added that certain software products used by the Police Department require physical terminals for security purposes. Trustee Manzo asked about the organizational standpoint of the viewable areas to the public within the GIS system. Development Services Director Budzikowski explained how the GIS system is helpful and utilized within the Department. 3) Financial Services Finance Director Paprocki shared goals and objectives for the Financial Services Department, the organizational chart, the budgets for the General Fund, Motor Fuel Tax Fund, and the Promenade TIF Fund. VILLAGE OF OAK BROOK MINUTES Page 3 of 3 SPECIAL MEETING OF NOVEMBER 18, 2021 ATTEST: _______________________ Charlotte K. Pruss Village Clerk 4)Library Head Librarian Post shared a PowerPoint presentation highlighting the Library’s accomplishments and its goals and objectives. He also shared the Library’s organizational chart, the Budget Summary, and explained its monetary changes. 5)Fire Interim Fire Chief Arie introduced himself to the Board and thanked Finance Director Paprocki for his time and assistance in developing the presented budget plan. Next, he proceeded to explain the Department’s goals and objectives, read a portion of its mission statement, explained all the duties and responsibilities assigned to the Fire Department along with the detailed proposed budget summary. He also explained the organizational chart and answered questions. Discussion ensued. Trustee Herman thanked Interim Fire Chief Arie for all the outstanding work the Fire Department has been doing and mentioned the most recent major accident. After that, he asked about possibilities of budget adjustments and the Intergovernmental Agreements between the authorities. Trustee Manzo asked about the terms of the agreement with the Tollway Authority and all other entities the Village’s Fire Department has agreements with that need to be evaluated accordingly. President Lalmalani asked about the reimbursements associated with the cardiac outputs and services provided by the Village. Trustee Tiesenga asked about the plans to reduce the significant numbers of false alarms from year to year. Trustee Nagle addressed the fire alarm sensitivities issues that have been presented in his hotel with the fully upgraded fire alarm system. 6)Police Police Chief/Interim Village Manager Kruger began his presentation by thanking everyone involved in preparations for the budget meeting and commended Finance Director Paprocki for all the help he has provided with the materials and for taking over certain aspects of the presentation. Next, he presented the Police Department goals, the organizational chart, and detailed budgetary requests; he also spoke about current events and further technology implementation in fighting crime. Questions and comments were addressed. Discussion ensued. Trustee Nagle commended the Police Department for the hard work that they have been doing in catching the criminals responsible for recent home burglaries and business looting. President Lalmalani extended Trustee Nagle’s appreciation for the Police Department and addressed the need for the ever-changing technology. Trustee Yusuf addressed the recent looting incident and the amazing job done by the Police Department. Trustee Tiesenga asked for clarification on the itemized pricing on the additional requested body cameras and equipment. He also asked about the need for the cameras and the law provision as currently written. Trustee Manzo addressed the loitering issue currently affecting the Village. 5.ADJOURNMENT Motion by Trustee Manzo, seconded by Trustee Nagle, to adjourn the Special Budget Workshop Meeting of the Board of Trustees at 8:28p.m. VOICE VOTE: Motion carried. /s/ Charlotte K. Pruss