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HomeMy WebLinkAboutMinutes - 11/04/2025 - Board of TrusteesBoard of Trustees Minutes Page 1 of 5 Special Meeting of November 4, 2025 MINUTES OF THE NOVEMBER 4, 2025 SPECIAL MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON DECEMBER 09, 2025 1.CALL TO ORDER The Special Meeting of the Village Board of Trustees was called to order by President Laurence E. Herman in the at 7:00 p.m. The Pledge of Allegiance was recited. 2.ROLL CALL Clerk Netasha Scarpiniti called the roll: PRESENT: Trustees Naveen Jain, Michael Manzo, Melissa Martin and President Laurence E. Herman VIA ZOOM: Trustee Edward Tiesenga ABSENT: Trustees James Nagle, A. Suresh Reddy IN ATTENDANCE: Village Manager Greg Summers, Assistant Village Manager Joseph Mitchell, 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 Meganne Trela 3.PRESIDENT’S OPENING COMMENTS President Herman enormous amount of effort involved in preparing this year's budget, highlighting the need for a detailed review of every line item to transition to zero-based budgeting, resulting in the multi- paged document. He acknowledged the Finance department, specifically Finance Director Fumero and her team, recognized various staff involved in the Administration Department and Public Works Director O'Malley and Public Works Superintendent Temes for all their efforts. President Herman expressed his gratitude for their hard work and presence at this meeting. He then asked Village Manager Summers to begin the 2026 budget presentation. 4.PUBLIC COMMENTS 5.2026 BUDGET WORKSHOP A.Overview of Budget Village Manager Summers also expressed gratitude to the staff for all their efforts during the Village Budget process. He emphasized the additional work done by staff outside their regular hours to prepare the presented budget and acknowledged the same contributors mentioned by Village President Herman. He reminded everyone that the budget remains in a draft form with staff recommendations showing how to best serve the Village. Village Manager Summers explained the capital budgeting strategy, invited the Board to collaborate for feedback on the various budgeting elements and stated that the full budget hearing is scheduled for December 9, 2025 when the final budget for year 2026 will be adopted. He also mentioned that paper and electronic versions of the budget are available for public viewing. He went on to state that today's presentations will cover Public Works Department, Capital Improvement/Infrastructure Fund, Water Fund, Sports Core Fund, and the Hotel/Motel Fund. Lastly, he asked Finance Director Fumero to present the review of the financial aspects related to the upcoming budget. B.Review of Program Goals, Objectives, and Budget Requests in the Following Departments Finance Director Fumero began with the 2026 Water Fund Revenue Projections, mentioning the following: Board of Trustees Minutes Page 2 of 5 Special Meeting of November 4, 2025 •Increases anticipated in plan review fees, water sales, meter charges, and interest. •Expectations of a decline in inspection fees, unmetered sales, and water connection fees. •Special services and miscellaneous revenues to remain consistent with 2025 fees. •Anticipated income from the Aqua agreement starting January 1, 2026, is expected to boost revenue. •Expected increase in water sale revenue due to rate adjustments by the City of Chicago, offset by higher water purchase costs from DuPage Water Commission. She also provided a Sports Core Revenue Overview for 2026 outlining the following expectations and projections: •Strong growth in general operations, swimming, golf, and golf improvement surcharge. •Summer tennis revenue to remain flat. •Revenue from the implementation of targeted media marketing plan in 2026. •2026 projections based on 2025 actuals, following a record year. Discussion regarding Golf Food and Beverage Sales began inquiring about the decrease in golf and food sales figures presented. Challenges with 2025 projections were explained, suggestions regarding assessing vendor agreements to ensure revenue optimization were voiced, improvements under current operations were highlighted and assessments and adjustments made in line with competitor pricing were noted. Finance Director Fumero proceeded to talk about 2026 Budget and Administrative Achievements by praising the Administrative Department for their efforts in driving revenue growth across various streams. She also mentioned that much success is attributed to adoption of new technology, process refinement, and optimized management. A short discussion regarding revenue adjustments, the negative change due to reallocation of beverage and food sales figures, the typo in the budget change on beverage sales and the Sports Core revenue highlights adjustments in membership fees and introduction of new revenue streams, including advertising and sports camp initiatives. 1.PW (Operations) Public Works Director O'Malley explained the following during his presentation: •The goals, objectives, and investment in employee development •Successful cross-training and certification program for internal promotions. •Implementation of a bid process for Village projects. •The in-house paving program saved approximately $1.1 million over three years. •The Public Works organizational chart. •No significant changes to mosquito abatement, building grounds or street maintenance by Public Works. •He explained that the increase shown under street maintenance costs is associated with new equipment purchases. •The increase of 10% in Forestry contract services due to tree trimming and leaf hauling costs. •The reimbursements from the infrastructure fund to the general fund to cover various overhead costs. •The adoption of new tracking software to better allocate resources across funds. Trustee Martin inquired about potential variances in the budget due to new tracking software, the building improvements associated with the Butler Government Center structural evaluation and the ADA compliance study and the grants for construction cost defrayal at Butler Government Center and Heritage Center. Trustee Jain asked about capital outlay and President Herman mentioned no significant changes materially from the prior year. Board of Trustees Minutes Page 3 of 5 Special Meeting of November 4, 2025 Public Works Director O'Malley also spoke about the success of in-house paving projects and cost savings associated with the same and community engagement and responsiveness. Village Manager Summers addressed integration of Police and Public Safety software and absorbing the costs as infrastructure investment while ensuring cost savings through integrated contracts. He also clarified the historical categorization. Trustees commented on cost and savings analysis, vendor changes, needs for building repairs and consultant evaluations. 2.Capital Improvement/Infrastructure Fund Finance Director Fumero discussed the following associated with the five-year capital improvement plan, highlighting the village's proactive approach to infrastructure improvements, focusing on streets, water mains, and buildings: •She explained that the presented plan aims to enhance community assets through preventative maintenance, thus minimizing future repair costs, and to support sustainable growth. •That the Capital investments this year will exceed projected revenues, utilizing fund balance reserves strategically to maintain community infrastructure without compromising fiscal stability. •The flexibility to allow for adjustments due to variables such as asset deterioration, unforeseen failures, litigation, or new state mandates. Discussion regarding the following took place: •The anticipated capital costs versus actuals, highlighting the need to understand variations in planning accuracy, •The fluidity in capital planning and the necessity for adjustments over the years as a result of the new needs and priorities, including accelerated or deferred projects. •Specific changes include projects such as moving the police investigation area, delaying library renovations, and completing lighting upgrades ahead of schedule due to grants. •The updated plan based on a structural engineering study, with results expected by early next year, further influencing project timelines and decisions. •The infrastructure improvements included details about stormwater and water main projects, particularly in areas like Ginger Creek. •The strategic study of water and streets requirements. 3.Water Fund Finance Director Fumero discussed the changes to the five-year-plan in regard to the Water Fund, including delays and additions such as a watermain improvement project. Further discussion regarding the comprehensive financial overview of investments and returns for the driving range, the accessibility of capital expenditures in monthly financial reports, the outlined improvements in capital planning processes over the past two years with new software, enhancing project transparency and public availability, the water feature issues at the golf course and previous improvements and ongoing irrigation needs and the implementation of an automated bulk water fill station to improve efficiency and prevent revenue loss took place. Suggestions regarding the annual total request percentages of fund balances to aid in understanding fund impacts were made. Additionally, comments regarding the Sports Core capital improvements included bridge replacement, clubhouse updates, and technology upgrades, an equipment replacement plan includes essential vehicle purchases to maintain operational capabilities, and Hotel fund investments aimed at enhancing village branding and aesthetics, with support from the hotel committee were made Board of Trustees Minutes Page 4 of 5 Special Meeting of November 4, 2025 ending with Public Works Director O'Malley outlining the outlined water fund goals, and emphasizing infrastructure improvements and operational efficiency. 4.Sports Core Fund Sports Director Segura outlined the following: •The integration of golf technology and enhancement of the driving range. •The addition of furniture for food and beverage services. •The course improvements (chipping green, sand bunker, bridge on hole nine). •The expansion of programming and streamlined registration at the Bath & Tennis Club. •Hosting events with the tennis pro and implementing summer sports camp programs. He went on to outline the budgetary changes, fund reallocation, administrative charges, challenges with fund allocation and disbursement of the anticipated operational adjustments. He also spoke about future considerations for hiring of additional personnel to manage sports core operations, potential operational savings and efficiency improvements with new equipment and increased revenue from golf due to improved management and technology use. AVM Joe Mitchell praised Sports Core Director Segura and his team for their exceptional work in transforming operations, while highlighting the significant reduction in pro-shop shrinkage. He emphasized their effective management and exhibiting a level of excellence he hadn't seen in 30 years of experience. President Herman commended Sports Core Director Segura and his team for their efforts and achievements, adding information regarding the increase in golf course profits associated with effective management this year. 5.Hotel/Motel Fund Marketing Manager Susan Rose presented the objectives of the Hotel Tax Fund by outlining the goals and objectives and highlighting significant budget changes. Discussion regarding the fund allocations and expenditures for the Taste of Oak Brook, ad tracking abilities, broadening of marketing and advertising to include bringing in more offices to the Village. Comments regarding tremendous progress regarding fund allocation and disbursement were made. Finance Director Fumero presented the Motor Fuel Tax Fund. Village Manager Summers spoke about the closing statement displayed and thanked the staff and Board for all the feedback and time put into making this budget presentation available. 6.ADJOURNMENT MOTION: Motion to Adjourn SPECIAL Board of Trustees at 8:42 p.m. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga Nays: 0 None Abstain: 0 None Absent: 2 Trustees Nagle, Reddy Motion Passed Board of Trustees Minutes Page 5 of 5 Special Meeting of November 4, 2025 ATTEST: Netasha Scarpiniti Village Clerk /s/ Netasha Scarpiniti