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Minutes - 10/19/2023 - Sports Core Advisory Committee Sports Core Advisory Committee Meeting October 19th, 2023 6:00pm Call to Order The October 19, 2023 Sports Core Advisory Committee Meeting held in the Upper Level Conference Room of Village Hall, was called to order by Frank Scarpiniti at 6:04pm PRESENT: In Person - John Anos, Jim DePhillips, Christy Dolan, Frank Scarpiniti, Mike Jerich, and Kathy Miller ABSENT: Lara Barber and Mike Stevens IN ATTENDANCE: Village Manager, Greg Summers, Executive Assistant, Connie Reid, Finance Director Marilyn Fumero, Golf Superintendent Sean Creed, and Assistant Village Manager, Joe Mitchell Approval of Minutes a. June 27, 2023 Motion to approve the June 27, 2023, meeting minutes made by Jim DePhillips seconded by Christy Dolan. All in favor, no one opposes. Minutes approved. Public Comments No Public Comments Active Business b. Golf Course Pro Shop - Inventory Report AVM Joe Mitchell begins by saying that around 2010 Trustees Adler and Manzo voiced their concerns regarding the lack of inventory controls at the Oak Brook Golf Club. One of the responsibilities that Mr. Mitchell was charged with upon his employment was to gain accountability and control of the inventory. He conveyed that he informed golf course staff that he would be conducting a full inventory on a given date. He, two CPAs and an administrative assistant conducted the inventory count. Mr. Mitchell asked Village Clerk Scarpiniti to take over with further explanation. She spoke of the excessive inventory on hand and that there were items still in inventory since 2008. She shared some of the issues that would cause discrepancies like selling products that were not entered into the inventory system and having negative counts in the book inventory. She touched upon the adjustments made to the book inventory and that the way that it's being done is wrong, and there is a lack of reconciliation. She passed out a spreadsheet and followed up by saying that everything was done incorrectly. Assistant Golf Pro Claudine Boettger tried to explain the process. Trustee Manzo shared that he recalled Don Adler warning of the inventory issues many years ago and that the administration did nothing about it. Conversation ensued regarding how to solve the issues. Clerk Scarpiniti circled back to the problems with the MINUTES OF THE OCTOBER 19, 2023 MEETING OF THE SPORTS CORE ADVISORY COMMITTEE OF THE VILLAGE OF OAK BROOK HELD IN THE UPPER LEVEL CONFERENCE ROOM OF VILLAGE HALL APPROVED AS WRITTEN OR AMENDED ON JANUARY 4, 2024 physical inventory, saying that things were disorganized and hidden. The need for adjustments is discussed, Clerk Scarpiniti, Finance Director Fumero, and Trustee Manzo share their assessments of the inferior and careless process that has been followed. Mike Jerich stops the negative talk and says that the committee's time would be better spent talking about solutions instead of who’s to blame. AVM Mitchell then interjects that they are in the process of hiring a Sports Core Manager who will oversee both Golf Operations and Bath & Tennis Club, they are also installing additional security cameras in the Golf Pro-shop and offices to deter any possible theft, and they will be limiting access to the storage room. He also states that the staff needs additional training, they will be starting the inventory over and will be instituting new procedures. It is agreed that they need to move on from this and go forward. The committee touches upon the budget; VM Summers mentioned that while green fee rates are not increasing but they will be raising cart fees. Adjournment Motion to adjourn the October 19, 2023 meeting of the Sports Core Advisory Committee adjourned at 6:49 pm. ATTEST: ________________________ _____________________ Connie Reid Date Executive Assistant Village of Oak Brook