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Minutes - 09/20/2022 - Board of Trustees VILLAGE OF OAK BROOK MINUTES Page 1 of 4 SPECIAL MEETING OF SEPTEMBER 20, 2022 MINUTES OF THE SEPTEMBER 20, 2022 SPECIAL BOARD OF TRUSTEES BUDGET WORKSHOP MEETING OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON OCTOBER 11, 2022 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: Trustees Laurence Herman, A. Suresh Reddy, Edward Tiesenga, Asif Yusuf, and President Gopal Lalmalani PRESENT VIA TELECONFERENCE/ZOOM: Trustee Manzo ABSENT: Trustee James Nagle IN ATTENDANCE: Village Manager Greg Summers, Development Services Director Rebecca Von Drasek, Information Technology Director Jim Fox, Police Chief Brian Strockis, Finance Director Marilyn Fumero, Public Works Director Rick Valent, Head Librarian Jacob Post, Assistant Village Manger Jessica Spencer, Interim Fire Chief Kevin Fleege 3. RESIDENT/VISITOR COMMENTS – None presented. 4. 2023 BUDGET WORKSHOP President Lalmalani wished Trustee Manzo Happy Birthday and asked Village Manager Summers to begin the 2023 Budget presentation. A. PowerPoint Presentation – Overview of Budget Village Manager Summers thanked all the Department Heads and their Staff for participation during the intense preparation phase. He moved on to explain the terminology that would be used by the presenters throughout the Power Point Presentation. Next, he shared the overview of Revenues vs. Expenditures, Revenue Assumptions, Expenditure Headwinds, Personnel Allocations, and Budget Cost Control, and went over the upcoming presentations. B. Review of Program Goals, Objectives, and Budget Request in the Following Departments 1) Legislative and General Management (Including BOT, HR, Risk Management, IT) Assistant Village Manager Spencer began the presentation with the Board of Trustees, the Board’s goals, the organizational chart, the Budget overview, and significant changes from the previous year. Next, she presented the Clerk's office goals, the organizational chart, changes, and the anticipated savings due to the removal of an HR position approved by the Board earlier this year. She proceeded to explain the role and organizational chart of the Legal organization within the Village and significant changes to that Budget. Thereafter, Assistant Village Manager Spencer explained the purpose and goals categorized under General Management, the organizational chart, adjustment, and newly discovered misallocation of various categories. She also described the organizational chart, budgetary fund allocation, and the purpose of the Human Resources Department. Lastly, Assistant Village Manager Spencer explained Risk Management and Customer Service its goals, the organizational chart, and budgetary fund allocation. Information Technology Director Fox explained the purpose of the Department, its organizational chart, the significant changes in fund allocation, including various software purchases and system upgrades, and Department’s goals; Geographic Information System (GIS), its organizational chart and budgetary changes. VILLAGE OF OAK BROOK MINUTES Page 2 of 4 SPECIAL MEETING OF SEPTEMBER 20, 2022 Next, he proceeded to explain the Emergency Management Center, anticipated budget and any significant changes for the year 2023. He also addressed all questions and comments from the Board. Village Manager Summers asked for a clarification on the budgetary increases and decreases in the significant upgrades in software and hardware services. He also addressed Trustee Tiesenga and Manzo’s comments. Trustee Herman commented on the compelling savings in personnel efficiency in adopting new software systems. He also echoed Trustee Tiesenga’s comments regarding the yearly Pension increases. Trustee Tiesenga commented on the increase in the General Fund, Sales Tax Revenues, Pension funding and asked for a clarification on the projected revenues. Trustee Manzo commended staff for using conservative numbers in preparation of the 2023 Budget. 2) Financial Services Finance Director Fumero greeted the Board and explained the Finance Department’s goals, organizational chart, Financial Services Management, Accounting & Reporting, significant budgetary increases, and Purchasing. She also addressed questions and concerns. Trustee Herman asked for a clarification on the reduction in the full-time salary allocation. 3) Development Services Development Services Director Von Drasek greeted the Board and proceeded to present the Department’s goals, organizational chart, changes to personnel and salaries, and Code Enforcement. She also clarified Trustee Herman’s concern regarding the fund allocation to the Code Enforcement. Trustee Herman asked about the discrepancy between the presentation and the hard copy presented to the Board in the Code Enforcement section. 4) Library Head Librarian Post greeted everyone and proceeded to explain the functions and goals of the Library. After that, he presented the organizational chart, budgetary changes in travel and training expenditures, and the increases and savings to the technical and public services. 5) Police Police Chief Strockis greeted everyone and proceeded to explain the Department’s function, goals, changes in staffing, restructured organizational chart, significant budgetary changes in salaries, trainings, and assigned functions. Lastly, he addressed any concerns and questions. Trustee Herman asked for a clarification of the actuarial calculations for the Police and Fire contributions and asked to see the copies of the valuations and the actuarial reports prior to the vote. Finance Director Fumero shared an explanation regarding Trustee Herman’s inquiry related to actuarial calculations and results. She also made suggestions towards additional policies encompassing a review of the pension funds at the end of each fiscal year. Village Manager Summers jumped in explaining the requested clarification can be furnished during the next Budget Meeting held in October. Trustee Tiesenga asked for clarification regarding the accreditation requirements. He also expressed his thoughts and opinions regarding the culture of lawlessness in Cook County in general and compared the budgeted amount allocated for theft to the red light camera in the City of Oakbrook Terrace. VILLAGE OF OAK BROOK MINUTES Page 3 of 4 SPECIAL MEETING OF SEPTEMBER 20, 2022 Trustee Manzo shared his thoughts and opinions regarding the Police and Fire Pension funding and asked Police Chief Strockis to share some plans in combating crime with the anticipated uptick due to newly established Safe-T Act reforms taking effect in January of 2023. 6) Fire Interim Fire Chief Fleege greeted everyone and proceeded to explain the functions and goals of the Fire Department along with the very successful Shared Services Agreement passed in July of 2022. He then described the organizational chart, Pension Contribution requirements, Fire, Rescue and EMS Operations, Rescue & Fire Service Management, Special Teams Operations, Rescue and Fire Training, Emergency Medical Services, Prevention and Public Safety Education costs. He addressed all questions and concerns. Trustee Herman asked for a clarification on the budgeted overtime decrease, the Firefighter/Paramedic Academy costs, and ambulance billing procedures. He also explained the recently entered into purchase and lease agreements. Village Manager Summers intercepted by reiterating statements made earlier by Interim Fire Chief Fleege regarding double-budgeted items. Trustee Tiesenga thanked Interim Fire Chief Fleege for the detailed presentation and asked about any future plans to economize on the Fire Department’s equipment costs beyond the already planned heart monitors. After that, he asked for identification and an explanation of the reserved fire and ambulance apparatuses. Trustee Manzo expressed his concurrence with the Fire Department entering into share resource agreements. 7) Public Works (Operations) Public Works Director Valent greeted everyone and thanked the Board for the opportunity to present the Public Works operations Budget. Thereafter, he explained the purpose, function, and goals for the Department, the organizational chart, Mosquito abatement, Buildings and Grounds Maintenance, Forestry maintenance and operations including contractual services, and provided a quick overview of topics that will be presented during the second Budget workshop held in October and addressed questions and concerns. Trustee Herman asked about Forestry maintenance and budget limitations. He also asked about the Capital Fund and moving items among the various operating budgets including equipment and vehicle replacement charges not included in the presentation. Trustee Tiesenga asked about the buckthorn treatment and removal in tree services and the OSLAD grant. Later, he asked for clarification on the digital budget book regarding the overall numbers for Police and Fire Departments. After that, Trustee Tiesenga asked for an explanation of the Infrastructure Fund asset and its location within the digital budget book, along with the TIF Notes. Village Manager Summers reiterated and summarized all presentations, highlighted significant changes, asked for the Board's feedback on the digital budget book, possible reallocation of items between the operating budgeted items, and the unavailability of offsetting revenues next to the expenditures, and touched on the TIF Note's balance. Finance Director Fumero chimed in explaining the budgeted items utilized for the presentation. She also addressed Trustee Tiesenga and Herman’s concerns regarding the assets from Public Works and Equipment replacement by stating that although there are placeholders in place the complete analysis of all revenues has not been finalized. She also addressed the balance of the TIF Notes. Trustee Manzo asked whether the change of Promenade ownership complicates the situation of paying off the balance on the TIF Note. He also thanked Village Manager Summers and Staff for the detailed presentations. Trustee Yusuf spoke about his recollection of the TIF Note implementation and his understanding of the Village's obligations towards repayment. He also expressed his thoughts and opinions regarding the payment of VILLAGE OF OAK BROOK MINUTES Page 4 of 4 SPECIAL MEETING OF SEPTEMBER 20, 2022 ATTEST: _______________________ Charlotte K. Pruss Village Clerk the remaining balance depending on the outcome decided by the legal team. Lastly, he shared his opinion on the format of the presentation and the conservative approach. Trustee Reddy also shared his thoughts and opinions regarding the presentation's format. He also asked about the measures and plans toward digitizing many of the library services as the age of technology progresses. Head Librarian Post addressed Trustee Reddy’s question by explaining various ways the Library has evolved thus far, including various implementations during the lockdowns of Covid-19, the addition of various computer programs, and cooperation with local schools. 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