Oak Brook Board of Trustees Meeting of July 20, 2009

The meeting was called to order at 6:30PM. The video podcast is available at http://bit.ly/92O3D/ Trustee Saiyed was absent. Al Knuth was the first resident comment. He supported the board’s cuts to balance the budget. Chuck Shemley noted the previous board had cut over $1M from the budget beginning nearly a year ago. The new board created a Citizen’s Finance Advisory Committee and Trustee Aktipis demanded the Village Manager find another $1.5M of cuts. He said that the Citizen’s Finance Advisory Committee should be allowed to do its work before more drastic cuts were made. He questioned whether there was some undisclosed reason for the urgency of the cuts. Mario Vescovi asked to have all Village employees’ salaries and benefits posted on the Village web site. He suggested following Mayor Daley’s lead and require new Village employees (except fire and police) to live in the Village. He said he had several neighbors in Fullersburg who would take jobs for the salaries being paid to current employees. Village Manager Niemeyer responded that comparative studies of Village pay to neighboring towns indicated they were just above the median for municipal government in the area. He stated the average salary was $72k per year and that the police and fire pension benefits were abnormally high to compensate for the stock market losses suffered last year. This was dictated by the state and the village had no control over it. Trustee Aktipis responded that the Finance committee was set up to look at long term issues and it was the responsibility of the new board to react to the crisis facing the village and after the closed meeting it would be revealed what cuts were being made. When they came out of closed session, Trustee Aktipis proposed $1.26M of staffing cuts from every department of the village except for the library. Trustee Zannis seconded and it was approved. Trustee Aktipis then proposed the Reduction in Force Policy, again with Trustee Zannis seconding and this passed. They adjourned with no comments from anyone. The cuts are detailed at the village web site at http://bit.ly/Y5uCj/
The Doings article on this is at http://bit.ly/OzwE5/

Oak Brook Board of Trustees Meeting of July 20, 2009

The meeting was called to order at 6:30PM. The video podcast is available at http://www.oakbrooktv.org/. Trustee Saiyed was absent. Al Knuth was the first resident comment. He supported the board’s cuts to balance the budget. Chuck Shemley noted the previous board had cut over $1M from the budget beginning nearly a year ago. The new board created a Citizen’s Finance Advisory Committee and Trustee Aktipis demanded the Village Manager find another $1.5M of cuts. He said that the Citizen’s Finance Advisory Committee should be allowed to do its work before more drastic cuts were made. He questioned whether there was some undisclosed reason for the urgency of the cuts. Mario Vescovi asked to have all Village employees’ salaries and benefits posted on the Village web site. He suggested following Mayor Daley’s lead and require new Village employees (except fire and police) to live in the Village. He said he had several neighbors in Fullersburg who would take jobs for the salaries being paid to current employees. Village Manager Niemeyer responded that comparative studies of Village pay to neighboring towns indicated they were just above the median for municipal government in the area. He stated the average salary was $72k per year and that the police and fire pension benefits were abnormally high to compensate for the stock market losses suffered last year. This was dictated by the state and the village had no control over it. Trustee Aktipis responded that the Finance committee was set up to look at long term issues and it was the responsibility of the new board to react to the crisis facing the village and after the closed meeting it would be revealed what cuts were being made. When they came out of closed session, Trustee Aktipis proposed $1.26M of staffing cuts from every department of the village except for the library. Trustee Zannis seconded and it was approved. Trustee Aktipis then proposed the Reduction in Force Policy, again with Trustee Zannis seconding and this passed. They adjourned with no comments from anyone. The cuts are detailed at http://www.oak-brook.org/documents/BudgetUpdate7-20-09.pdf/
The Doings article on this is at http://www.pioneerlocal.com/oakbrook/news/1678448,oak-brook-fired-072109-s1.article/

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AGENDA ITEM
Special Board Meeting
of
July 20, 2009

SUBJECT: Budget Update

FROM: David Niemeyer, Village Manager

BUDGET SOURCE/BUDGET IMPACT:

RECOMMENDED MOTION: To approve the Manager’s recommended reductions for
the 2009 budget and to approve the staffing reduction plan as recommended by the Village
Manager.

Background/History:

The board directed staff to develop $1.5 million in recurring, long term cuts at the June 15
meeting. In closed session on July 14th, staff presented a number of personnel cuts with various
dates when these positions would be eliminated. This includes making some positions currently
vacant into long term cuts. No additional cuts are assumed for the library until the consultant
complete their report. Also, we have developed additional cuts for the 2009 budget in addition to
the $1.3 million in budget reductions developed in March.

I have attached a revised worksheet showing the total savings from personnel reductions as a
result of recommendations. Included in this worksheet are 2 items that were given to the board
last week that were not eligible to be discussed in closed session. First, is requiring all 35 and
37.5 hours clerical positions to work 40 hours per week, effectively eliminating the straight time
overtime that they currently earn. This will save approximately $25,000 per year. Second, fire
department inspections will now be done on shift rather than special details, which will save
about $60,000 per year.

Below are the personnel reductions as recommended by the manager.


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Library:
At this point, while we have asked our consultant to find $300,000 in permanent cuts to the
library, we have not yet received a report from the Board, so this cut is not included in the total.

Administration/Clerk/Finance Department:
Deputy Village Clerk: Eliminate effective August 1st. Annual Savings: $84,848.

Records Management Clerk: Eliminate effective October 1. Annual Savings: $70,839.

Receptionist: Effective August 1st.Annual savings: $51,305.

Finance Director – Position left open until January 1st, need to refill at that point.
2009 Savings: $80,000.

Water Billing Clerk-Eliminate effective November 1, transfer clerk from Sports Core to do work.
Savings is in Sports Core, not general fund.

Add 3 part time employees, minute taker. Annual cost: $49,485.

Information Technology
IT Tech II: Position eliminated effective June 30th
Annual savings: $108,088.

Add outsource or part time IT person. Annual savings: $50,000.


Police:
Eliminate 2 full time dispatchers. Effective October 1st.Annual savings: $131,052.

Eliminate 2 full time records position. Effective August 1. Annual savings: $118,566.

Make Community Service Officer vacancy long term cut. Annual Savings: $33,910.

Make other full time dispatcher vacancy long-term cut. Annual savings: $63,289.

Make other part time dispatcher vacancy long-term cut. Annual savings: $35,319.

Add part time records clerk. Annual cost: $29,460.

Add 2 part time dispatchers: $70,000.

Fire:
Make Deputy Chief vacancy long term cut. Annual savings: $160,136.

Make vacant 2 firefighters/paramedic positions long term cut. Annual savings: $178,000.
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Do fire inspections on shift. Annual savings: $60,000.

Temporarily keep open 3rd Firefighter position for 3 months. 2009 Savings: $25,786.

Public Works/Engineering : (Infrastructure fund).
Eliminate Village Engineer position, combine public works/engineering department. Effective
October 1st. Also working with Community Development on combining permit process with
Community Development and Fire Dept. Annual Savings: $161,185.

(Water fund) Eliminate 1 public works employee effective February 1. Annual savings: $66,058.

Sports Core:
As shown on the attached worksheet, outsourcing of the B and T to Calihan Catering will save
the village $398,457 in personnel costs on an annual basis. Also one employee is being
transferred to the finance department. Also not shown on the sheet is the additional savings in
food supplies and other costs related to the operation of the clubhouse. However, this is also
offset by the fact that the village will still have approximately $100,000 in building, outside
maintenance related costs and debt service until 2012. Also, we will not receive 100% of the
revenue from B and T events but 10% of the food and beverage revenues plus a rental fee.

Our expectation at this point is that in the first year the Calihan contract will provide us with a
net increase in revenues compared to expenses of $50,000 compared to continuing to operate the
Clubhouse with village staff.

Changing all clerical hours to 40 hour work weeks. Annual estimated savings: $25,000.

In summary, I am recommending $1,778,954 in long term personnel related budget cuts to the
Village Board. However this is offset by additional costs for adding part timers and outsourcing
in IT and administration, which reduces the savings to $1,612,118. Also, to get the actual annual
budget savings, we must only include the projected increase in profit by outsourcing the
clubhouse, which is $50,000, rather than the total personnel cost savings related to outsourcing,
which is $321,405. Therefore, the actual annual budget savings from all of these cuts is
$1,275,702.

If the Board adopts my recommendation, we will be eliminating the full time equivalent (FTE) of
14.75 positions. (This does not include FTE reductions from the library study). We also
eliminated 6.5 positions beginning last August for a total of 21.25 positions in an 18 month
period. In July 2008 our total FTE’s were 180.75; in January 2010 the total would be 159.50
FTE’s under this proposal (excluding the Library).

Additional 2009 Budget Cuts

Attached is a worksheet with proposed cuts to reduce the 2009 budget. This includes $241,094 in
total training, capital and miscellaneous cuts and work force changes for 2009. However, this
includes several positions that were frozen in March, so the actual additional savings after
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miscellaneous expenditure reductions and personnel reductions in 2009 is $220,325, as is shown
on the attached sheet.


I would like to thank Sharon, Blaine, Eileen, and all the Department Directors for all of their
extra effort on this plan.

Recommendation:
Motion to approve staffing reduction plan as recommended by the Village Manager as well as
$1,275,702 in additional reductions to the 2009 budget (excluding the Library).

CC: Blaine Wing, Sharon Dangles

Oak Brook Board of Trustees Meeting of July 14, 2009

The meeting was called to order at 7:30PM. The video podcast of the entire meeting is available at http://www.oakbrooktv.org/ . Trustee Carson was absent and President Craig and Trustee Zannis were late. Trustee Aktipis was elected acting President. The first item on the agenda was Resolution of Appreciation for Susan Templeton whose two-year term at the Police Pension Fund was not renewed. Trustee Aktipis then noted that about a month ago he had told the Village Manager to cut the 2010 budget by $1.5M. The closed session would consider $1.1M of cuts, but they were not yet enough. Trustee Saiyed pointed out that the previous board had already made over $1.2M worth of cuts starting a year ago. Next came visitor comments. Terry O’Malley supported the appointment of Fred Cappetta to the Police and Fire Board. Barbara Benerza spoke against privatizing the library. Cathy Giangrasse complained that transparency was claimed during the campaign but disappeared after the election. The latest example is the appointment of new members to six boards and commissions. A procedure had been developed four years ago and confirmed two years ago by unanimous vote of the trustees for the shared selection of best candidates from whom the President would make his nomination. This insured through vetting of candidates and no surprises with complete transparency. The incumbent trustees were not informed of the nominees until a few days before this meeting and had not met them. Acting President Aktipis admonished Harry Peters not to repeat arguments that had been presented. Peters praised the Taste of Oak Brook and the fireworks. He then noted the awarding of athlete of the year to Katy Truedson and Doug Rybar. He noted that while the Citizens Finance Advisory Committee had just been created and had only one meeting, some board members were demanding an immediate $1.5M cut in employees. He suggested that to retain the highest level of village services, the village needed to retain outstanding employees. President Craig arrived during Peters’ comments. Trustee Aktipis responded to Peters’ comments stating the CFCA was created to suggest long-term budget plans and improve budget transparency. The budget crisis required immediate drastic action. Anne Vekich spoke in support of the library. Trustee Wolin responded that he also supported the library. The consultants on the library began their study. All of the village departments were being cut, not just the library. The last resident to comment was Joan Mullins. She commented on the lack of transparency in the appointment system in that no names of nominees were included in the public agenda. She commented on the appearance of bias in favor of Chief Sheahan on the part of Mr. Cappetta and on the disregard for the village ordinance limiting temporary appointments to 90 days. The next agenda item was approval of minutes for May 26. Trustee Zannis moved to table. The consent agenda included referral to Plan or Zoning for a medical office building to be built at 1800 York Rd., driveway gates at 44 Windsor, and a new store in the Promenade. It also included the ordinances for Planned Unit Development and a PUD Commission. President Craig removed the Promenade item from the consent agenda and moved to table it. The consent agenda was approved without the Promenade item, which was tabled. President Craig then took up Board and Commission appointments. He appointed Trustees Moy and Carson to work on a more expedient way of dealing with appointments than the procedure that had been agreed to by the previous two boards. He said he would tell them one on one what he was proposing. Next on the agenda was the B&T outsourcing. Trustee Zannis introduced Kathy Manofsky who reviewed the history of the B&T Clubhouse and urged outsourcing it to Calihan Catering. Nash and Lee Calihan then gave a presentation on Calihan Catering. Trustee Zannis then moved that the village attorney be authorized to draw up a contract with Calihan Catering to be approved by the board at their next meeting. Next was Appointments to Boards and Commissions. There were six boards and commissions on the agenda, but President Craig moved to table all of them except for the appointment of Fred Cappetta to the Fire and Police Commission. Mr. Cappetta had been through the appointments procedure two years ago. Trustee Wolin said that although he had voted against Mr. Cappetta two years ago, Mr. Cappetta had done a good job under his temporary appointment and had earned his support now. Unanimous approval. Next Trustee Wolin presented a resolution opposing modification of the Graue Mill dam. This passed. Then a bond refunding passed that saved $100,000 this year and over $80,000 in future years. Then an ordinance adding alcohol conviction to the prohibitions for taxi license passed. The 2008 Comprehensive Annual Financial Report has been placed on public file. An option to electronically pay water bills through the Illinois State Treasurer was approved. The bids for an RFP to upgrade the village’s wireless network were all too high so none were accepted. Trustee Wolin updated the status of the proposal for upgraded streetlights along 22nd Street. There is nothing to vote on, but this must be worked on because the state now is going to rebuild 22nd street and that will be the best time to upgrade these streetlights. After comments thanking people for help with Taste of Oak Brook and staff efforts on personnel cuts, the board moved to closed session to discuss personnel cuts and other matters. The Doings article on this is at http://www.pioneerlocal.com/oakbrook/news/1678448,oak-brook-fired-072109-s1.article/

Citizen’s Finance Advisory Committee July 8, 2009

This was the first meeting of this new committee, consisting of Don Adler, George Klein, Norma Lauder, Todd Rusteberg, and Randall Teteak. The first order of business was to elect Don Adler Chairman. Chairman Adler reviewed the committee’s charge and assigned tasks to each member. All members will review actual income and expenses vs. budget. Adler and Klein will review employee compensation and benefits and the requirements of state law and union contracts. Adler and Lauder will review all sources of revenues. Rusteberg and Teteak will review information technology and garage operations. The committee will also review contracted services and non-governmental operation, e.g. Sports Core. Adler plans to report to the Village Board monthly. Next agenda item was resident comment. Connie Xinos of Briarwood provided copies of all village employees’ salaries and benefits, which he had obtained thru FOIA. He advocated a 15% staff reduction. He asked if this committee was willing to make hard decisions and recommendations to the Village Board. George Klein assured Mr. Xinos that the committee would be making difficult decisions and he personally was willing to close both the library and the B&T. Resident Mario Vescovi of Fullersburg advocated a 20% reduction of village payroll. Resident Al Knuth noted he had advocated canceling employee raises. Adler asked Village Manager Niemeyer to provide salary history for police and fire as well as non-union employees. Niemeyer noted that the Village had been in negotiations with both unions for over a year. The Village may face a significant payment for back pay since the end of the last contract if the new contract includes retroactive payment since the end of the old contract. Village Trustee Aktipis arrived late and asked committee members to serve at least through the end of this year, although their appointments are for two years. They set their next meeting for July 22 at 7PM. They asked Niemeyer to explain fund accounting, review the month by month budget vs actual income and expenses, and discuss garage operations and which employees were assigned Village cars for personal use. Niemeyer asked the committee to help look at big picture budget items and consider which Village services to reduce and by how much.

The Doings covered this meeting in the article at

http://www.pioneerlocal.com/oakbrook/news/1659497,oak-brook-layoffs-070909-s1.article