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HomeMy WebLinkAboutMinutes - 10/01/2024 - Board of TrusteesBoard of Trustees Minutes Page 1 of 4 Regular Meeting of October 1, 2024 MINUTES OF THE OCTOBER 1, 2024 SPECIAL MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON DECEMBER 10, 2024 1. CALL TO ORDER The Special Meeting of the Village Board of Trustees was called to order by President Laurence E. Herman in the Samuel E. Dean Room at 7:12 p.m. The Pledge of Allegiance was recited. 2. ROLL CALL Clerk Netasha Scarpiniti called the roll: PRESENT: Trustees Naveen Jain, Michael Manzo, James Nagle, Edward Tiesenga, and President Laurence E. Herman VIA ZOOM: Trustee Martin ABSENT: Trustee A. Suresh Reddy IN ATTENDANCE: Village Manager Greg Summers, Information Technology Director Tom Gilbert, Police Chief Brian Strockis, Public Works Director Tim O'Malley, Head Librarian Jacob Post, Finance Director Marilyn Fumero, Fire Chief Kevin Fleege, Development Services Director Rebecca Von Drasek, Sports Core Director Art Segura, and Village Attorney Michael Castaldo Jr. 3. PRESIDENT’S OPENING COMMENTS 4. PUBLIC COMMENTS 5. 2025 BUDGET WORKSHOP A. Overview of Budget Village Manager Summers summarized the budget for the fiscal year 2025. He provided a brief overview of amendments made in 2024 and the full fiscal year projection for the third quarter based on actual income and expenses. He discussed the reality of the projected sales tax, increases in license and permit fees, and charges for services, including ambulance billing. Trustee Manzo asked for clarification on the conservative budget and stressed the importance of using a conservative budgeting system based on his past personal experiences. Village Manager Summers stated that being conservative allows one to account for any inflationary changes and anticipated market cooldown. He spoke about the changes surrounding employee turnover versus retention, paid leave for all workers, and costs associated with retirees. B. Review of Program Goals, Objectives, and Budget Requests in the Following Departments Village Manager Summers provided the meeting's program and announced that the next budget meeting would be held on October 29th. The meeting would also include budget presentations for the Sports Core, Hotel/Motel, Public Works Department, and Capital Improvement Fund. Trustee Jain made an observation referencing the transfers mentioned by Village Manager Board of Trustees Minutes Page 2 of 4 Regular Meeting of October 1, 2024 Summers surrounding the expenditures that have increased while there seems to be a decrease in capital outlay. Finance Director Marilyn Fumero addressed Trustee Jain’s comment, explaining that the capital outlays are listed in the Infrastructure Fund and the Capital Improvements Fund, which will be presented at the next budget meeting. She also explained that the amount in the table is mostly for small equipment purchases and not extensive capital outlays or capital improvements. 1. Legislative & General Management (Including Board of Trustees, Human Resources, Risk Management, Information Technology Services) • Village Manager Summers explained that the initiatives and goals are tied to the objectives set by the Village Board. He discussed the following topics: • Impact of state mandates • Building a brand and identity through communication and infrastructure • Organizational chart for the Board of Trustee • Reduced DMMC membership costs • Reallocation of the Taste of Oak Brook costs • Reduced travel costs • Anticipated attorney fees • Maintaining transparency • Enhancing the Village's image • Services to the public • Reducing travel costs Village Manager Summers presented the Human Resources slides due to the absence of Assistant Village Manager Mitchell, breaking down small increases offset by reduced operation and contract spending. He detailed increases such as the Illinois Risk Management Agency (IRMA), tuition reimbursement decreases due to efficiencies in the process, and the number of positions expected to open next year. He explained that the goals are to reduce the overall number of claims and anticipated increases within the customer service organization. Information Technology Director Gilbert presented the IT department's goals and objectives, including the following: Infrastructure and cyber security enhancements Automation of routine tasks Ensuring policies meet compliance standards Protecting data privacy Cost optimization Team development Director Gilbert explained the organizational chart and significant budget changes from 2024, including enhanced Internet connection, new services, software maintenance, migrations of certain aspects or software to the cloud, the anticipated boardroom AV project to be completed in 2024, replacement of outdated servers and upgrades to the modems and fire rigs and tablet replacement. Trustee Jain asked for clarification regarding software licensing as it is associated with the department's budgeting. Fire Chief Fleege presented the Emergency Management program, explaining its goals and objectives, organizational chart, and budgetary images, including increased costs due to Board of Trustees Minutes Page 3 of 4 Regular Meeting of October 1, 2024 the new ESDA volunteer program and the software upgrades. 2. Financial Services Finance Director Fumero presented the Financial Services Management portion of the program and stated that personnel costs have been significantly reduced due to employee reallocation. She explained the benefits of restructuring the Department and its operational efficiencies. 3. Development Services Development Services Director Von Drasek shared the Department's goals and objectives and the organizational chart. She explained the budgetary changes, including staff reallocation. She also addressed Trustee Jain's questions regarding HOAs by explaining that the Village staff offers knowledge on various subjects by conversing with the homeowners. Trustee Jain asked how equipped the Development Services Department is to assist the HOAs in various matters, including water services. He also asked if engineering services overlap with the Public Works Department. Trustee Manzo asked about the pipeline for next year, outsourcing services versus hiring employees, and commented on Eddie V. Trustee Tiesenga asked about the applied criteria for outsourcing engineers and consultant working hours. Village Manager Summers explained that discussions and a detailed analysis need to take place regarding employing a full-time in-house engineer versus outsourcing one. He also stated that the designs are often very specialized and require the services of an outsourced consultant. 4. Library Head Librarian Post discussed the Library's goals and objectives, the organizational chart and explained significant budgetary changes, including staffing, building maintenance, digitization, and in-house bookbinding. Trustee Tiesenga asked about the capital outlays and the consultant's recommendations for library renovations. 5. Police Police Chief Strockis introduced the department's goals and objectives, the organizational chart and addressed significant budgetary changes, including equipment replacement, increased veterinary costs, FUSUS body camera replacement, school support services, and an in-house Sergeant Supervisor promotion. He spoke about the significant amount of activity needing Police attention throughout the Village, mandated training, Auxiliary officers, and other support services. Trustee Jain asked about the thought process behind allocating software-related expenses to a specific Department vs. IT. Village Manager Summers explained that when software upgrades are general and run throughout the Village, they go into the Information Technology Budget, and when they are department-specific, such as in this scenario, they are included in that specific Board of Trustees Minutes Page 4 of 4 Regular Meeting of October 1, 2024 Department's Budget. Further discussion regarding the need for service animals, additional actions that can be taken by the HOAs within the community, LPR cameras, an increase in policing during the holiday season, an in-house relief sergeant promotion covering a supervisory position, and operational efficiency as it relates to generational shifts and retirements within the department. 6.Fire Fire Chief Fleege spoke about the Department's goals and objectives, mentioned the quality of employees and next-generational leadership training, the organizational chart, anticipation of upcoming retirements, new equipment replacement, Fire Service Management, Fire-Special Teams Operations, Fire-Rescue and Fire Training, Fire- Emergency Medical Services, and Fire Prevention public safety Education. Additional discussions were held regarding mutual aid calls, ladder trucks, the public education coordinator position mentioned in the budget, and statistics regarding NFRS reports. Trustee Manzo publicly thanked the Fire Department for their efficiency, transparency, and overall improvement in trust and relationships with neighboring communities. 6.ADJOURNMENT Village Manager Summers spoke about the balanced budget, and recognized several additional employees that contributed to the budget and preparation of the budget workshop presentation. President Herman echoed Village Manager Summers' comments and thanked all the employees who made additional contributions to the Budget presentations showcased at this meeting. MOTION: Motion to adjourn the Special Board of Trustees Meeting at 8:28 p.m. Motioned: Trustee Manzo Seconded: Trustee Tiesenga ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Nagle, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Reddy Motion Carried ATTEST: ______________________________________________ Netasha Scarpiniti Village Clerk /s/ Netasha Scarpiniti