Minutes - 09/23/2014 - Board of Trustees
MINUTES OF THE SEPTEMBER 23, 2014 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE
OF OAK BROOK APPROVED AS WRITTEN ON OCTOBER 14, 2014
1. CALL TO ORDER
The Regular 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 7:03 pm.
The Pledge of Allegiance was given.
2. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: President Gopal Lalmalani, Trustees John Baar, Michael Manzo, Mark Moy,
Gerald Wolin, and Asif Yusuf.
ABSENT: Trustee Donald Adler (arrived at 7:06 pm).
IN ATTENDANCE: Art Osten Jr., Interim Village Manager; Cathy Doczekalski, Interim
Assistant Village Manager; Robert Kallien Jr., Community Development Director,
Sharon Dangles, Finance Director; Barry Liss, Fire Chief; Susan Madorin, Library
Director; James Kruger, Police Chief; Michael Hullihan, Public Works Director;
and Peter Friedman, Village Attorney.
3. PRESIDENT’S OPENING COMMENTS
President Lalmalani announced that the Board will review the strategic plan after new
Village Manager Ginex has a chance to review it.
President Lalmalani announced that the Residential Enhancement Committee is not yet
ready to make a recommendation to the Village Board and that the agenda item,
Residential Marketing Plan – Implementation will be deferred until the next Village Board
meeting of October 14th. He also announced that items 10.C. and 6.G. - Public Works
Uniforms will be removed from tonight’s agenda and will also be presented at the October
14th Village Board meeting.
President Lalmalani discussed the final Polo Match of the season and stated that a good
time was had by all who attended. He also stated that he looks forward to hearing a final
report from the Polo Committee. He thanked the Polo Committee, Kathy Maher, Jim
Pehta, Bev Taylor, and Bob Sanford and staff for their work this season.
Kathleen Maher stated that the Polo Committee learned a lot and had a wonderful Polo
season. She thanked the Board and Village staff and stated that the Committee is already
working on the 2015 Polo season.
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President Lalmalani announced that this is Art’s last Village Board meeting as Interim
Manager. He thanked Art for all the work he has accomplished while he was here and
stated that Art stepped up and worked diligently over the past few months to help keep
Village business on task. He also wished Art a happy birthday.
4. RESIDENT/VISITOR COMMENTS
Resident Harry Peters complimented the Polo Committee. He read a letter representing the
North York Road Oak Brook Homeowners Alliance on their request for a moratorium on
development that will add traffic to North York Road until needed road improvements are
completed.
Residents who have signed up to speak will do so during the agenda item.
5. APPROVAL OF MINUTES
A. SPECIAL EXECUTIVE MEETING MINUTES OF AUGUST 12, 2014
Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the Special
Executive Meeting of August 12, 2014. VOICE VOTE: Motion carried.
B. REGULAR BOARD OF TRUSTEES MEETING OF SEPTEMBER 9, 2014
Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the Regular
Board of Trustees Meeting of September 9, 2014. VOICE VOTE: Motion carried.
6.
CONSENT AGENDA
All items on the Consent Agenda are considered to be routine in nature and will be enacted in
one motion. There will be no separate discussion of these items unless a Board member so
requests, in which event, the item will be removed from the Consent Agenda and considered as
the first item after approval of the Consent Agenda.
A. Accounts Payable for Period Ending September 4, 2014 - $1,377,074.93
A. Accounts Payable for Period Ending September 18, 2014 - $1,620,258.30
Significant Items included in Above:
1) Ancel, Glink, Diamond, Bush, DiCianni & Krafhefer, P.C., - Legal Services –
August, 2014 - $2,742.17 (FY14 – YTD - $39,493.15)
2) Rathje & Woodward, LLC – Legal Services – August, 2014 - $3,333.33 (FY14 –
YTD - $26,666.64)
TOTAL LEGAL BILLS PAID FOR 2014 - $263,307.77
3) J. Congdon Sewer – 2014 Water Main Project – Payout #4 - $220,284.85
4) R.W. Duntenman Company – 2014 Street Improvement Project – Payout #3 -
$266,749.17
5) DuPage Water Commission – August 2014 - $513,716.45
B. Approval of Payroll for Pay Period Ending September 13, 2014 - $697,100.24
C. Community Development Referrals
1) Second Resubdivision of Dana Park – Preliminary and Final Plat and Plat of
Vacation
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D. Authorization to Seek Bids or Proposals or Negotiate Contracts – NONE
E. Budget Adjustments – NONE
F. Ordinances & Resolutions
1) RESOLUTION-2014-ENG-ST-PRJT-R-1396, A Resolution Approving and
Authorizing a Professional Services Agreement By and Between the Village of
Oak Brook and Christopher B. Burke Engineering, Ltd for Design Services
Related to the 2015 Street Improvement Project
2) RESOLUTION 2014-TC-CTRL-R-1399, A Resolution Approving a Traffic and
Parking Enforcement Agreement By and Between the Village and Oakbrook
Shopping Center, LLC
3) RESOLUTION 2014-SR-PP-FP-EX- R-1397, A Resolution Approving the
Preliminary and Final Plat for The D & S Estates Resubdivision in the Village Of
Oak Brook, Illinois
4) ORDINANCE 2014-TC-CTRL-G-1033, An Ordinance Amending Title 7 (Motor
Vehicles and Traffic) of the Village Code of the Village of Oak Brook in Relation
to the Enforcement of Traffic Regulations in the Heritage Oaks Subdivision
5) ORDINANCE 2014-LC -AL-G-1034, An Ordinance Amending Title 4, Chapter 1,
Section 8A of the Village Code of the Village of Oak Brook, Illinois Relative to
the Number of Authorized Liquor Licenses (Macy’s – Oakbrook Center)
6) ORDINANCE 2014-PP-S-1408, An Ordinance Authorizing the Sale through
Electronic Auction or Broker, Donation or Disposal of Certain Items of Personal
Property Owned By the Village of Oak Brook (Surplus Vehicles)
7) RESOLUTION 2014-SIGN -AG-R-1398, A Resolution Approving and
Authorizing a License Agreement By and Between the Village of Oak Brook and
Oak Brook Promenade, LLC for the Gateway Sign Program – REMOVED
G. Reject Bids and Authorization to Re-Bid - Public Works Uniforms – REMOVED
H. Reject Bids and Authorization to Re-Bid – Reservoir A Fuel Tank Replacement
Project
I. Monthly Treasurer’s Report – August 31, 2014 & Major Fund Financials
Motion by Trustee Wolin, seconded by Trustee Manzo to approve the Consent Agenda and
authorize expenditures as presented or amended.
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ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
7. ITEMS REMOVED FROM THE CONSENT AGENDA
1) Item 6.A.3 – J. Congdon Sewer – 2014 Water Main Project – Payout #4 - $220,284.85
and Item 6.A.4 – R.W. Duntenman Company – 2014 Street Improvement Project – Payout
#3 - $266,749.17
Trustee Adler stated that he does not object to the payment. He questioned the voucher
form used by the Village and requested that waiver of lien forms be standardized.
Motion by Trustee Adler, seconded by Trustee Wolin to approve Items 6.A.3 and 6.A.4.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
2) Item 6.F.1 – RESOLUTION-2014-ENG-ST-PRJT-R-1396, A Resolution Approving
and Authorizing a Professional Services Agreement By and Between the Village of Oak
Brook and Christopher B. Burke Engineering, Ltd for Design Services Related to the 2015
Street Improvement Project
Trustee Adler asked how long the Village has been using Christopher Burke and how
much has the Village paid them. Public Works Director Hullihan explained the
Qualification Based Selection Process and how Christopher Burke was hired.
Trustee Wolin stated that Christopher Burke is very knowledgeable and does a good job
for the Village.
Trustee Manzo asked if we use other Engineering Firms and if we can approve multiple
firms and create a preferred Engineer’s list. Public Works Director Hullihan stated yes.
Motion by Trustee Adler, seconded by Trustee Baar to approve Item 6.F.1.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
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Motion carried
3) Item 6.F.7 - RESOLUTION 2014-SIGN-AG-R-1398, A Resolution Approving and
Authorizing a License Agreement By and Between the Village of Oak Brook and Oak
Brook Promenade, LLC for the Gateway Sign Program
Trustee Adler requested clarification on the agreement. Public Works Director Hullihan
and Community Development Director Kallien discussed the license agreement between
the Village and the Oak Brook Promenade for the gateway sign.
Trustee Manzo stated he is concerned with consistency not being maintained and setting a
precedence of having Village business names on gateway signs.
Trustee Yusuf stated that he does not have a problem with approving the license agreement
after further explanation from Public Works Director Hullihan and Community
Development Director Kallien.
Trustee Baar questioned the ownership and cost of the gateway sign.
Trustee Moy discussed issues he has with titling the proposed sign as a Village of Oak
Brook gateway sign.
Discussion ensued regarding the design, features, consistency of signs, the entry ways into
the Oak Brook Promenade, and cost sharing of the gateway sign.
Resident Bill Lindeman stated that he is disappointed that this item was on the consent
agenda. He feels the proposed sign and lease agreement are not beneficial to the Village.
Motion by Trustee Wolin, seconded by Trustee Manzo to defer item 6.F.7 until the Village
further discusses the agreement with Hiffman. VOICE VOTE: Motion carried.
8. BOARD & COMMISSION RECOMMENDATIONS
A. Goebel – 3517 Madison Street – Variation – Rear Yard Setback
Community Development Director Kallien explained the proposed variation.
Resident Matt Goebel stated that all the neighbors in the area are in favor of the requested
variation.
Motion by Trustee Moy, seconded by Trustee Manzo to concur with the recommendation
from the Zoning Board of Appeals to approve the requested variation to the rear yard
setback for the property located at 3517 Madison Street subject to the following
conditions:
1. Rear Yard – To allow the required 60-foot rear yard setback to be reduced to
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approximately 40 feet to accommodate the proposed single-family home.
2. The proposed development shall be constructed in substantial conformance to the
approved plans as submitted.
3. Add the condition “Notwithstanding the attached exhibits, the applicant shall meet
all Village Ordinance requirements at the time of building permit application
except as specifically varied or waived; and
4. Adoption of an ordinance necessary to grant the requested variation, which
ordinance the Village Attorney shall by this motion be directed to prepare for
consideration at the October 14, 2014 Board of Trustees meeting. VOICE VOTE:
Motion carried.
9. UNFINISHED BUSINESS
A. Policy for Preparation, Presentation, Execution, and Retention of Contracts
Attorney Friedman discussed the proposed policy and clarifications requested by Trustee
Adler.
Trustee Adler stated that the policy is a front approval process for contracts and that the
Board should defer until Mr. Ginex, the new Village Manager, is able to review. He also
stated that the Board receives too much paperwork on the approval of payments and would
like to see the process streamlined.
Motion by Trustee Adler, seconded by Trustee Manzo to defer the Policy for preparation,
presentation, execution, and retention of Contracts to the October 28, 2014 Board meeting.
VOICE VOTE: Motion carried.
ACTIVE BUSINESS
10. A. Confirmation of Appointments
1) Plan Commission
Motion by Trustee Manzo, seconded by Trustee Wolin to approve the appointment of Mr.
Kenneth Wilczak to the Oak Brook Plan Commission to fulfill a term to expire in 2016.
VOICE VOTE: Motion carried.
B. Ordinances and Resolutions
1) RESOLUTION 2014-SW-AG-R-1400, A Resolution Waiving Bidding and Approving
an Agreement By and Between the Village and Allied Waste Services of North
America, LLC for the Collection and Disposal of Single Family Residential Waste
President Lalmalani stated that homeowners, at the last Homeowners Association meeting,
voted unanimously in favor of approving an agreement with Allied Waste.
Trustee Wolin gave a PowerPoint Presentation that included the following:
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• Homeowners Association Presidents requested renewal
• High quality of service provided
• Pricing proposed for 2015 – 2019
• Republic DuPage customers price comparison
• Non Republic DuPage customers price comparison
• Contract comparison between Oak Brook and Westchester
• Contract changes negotiated
Trustee Manzo stated that Republic does a good job for the Village but still feels that the
request for proposal process should have been done. He feels that due diligence needs to
be done and therefore is voting no for this item.
Trustee Yusuf stated that the Village is getting a good deal and feels that the Village might
not have received a better deal if the request for proposal process was done.
Trustee Adler stated that the process conducted was very thorough and that residents are
getting a good deal. He questioned some sections of the proposed agreement and received
clarification from Attorney Friedman.
Trustee Moy stated that Trustee Wolin has done an excellent job and that the Village is
getting very good service at a good price.
Resident Karambelas stated his approval of renewing the contract. He also stated that due
diligence was done as if the request for proposal process was completed.
Resident Frank Cappetta stated that he and his community are in favor of renewing the
contract. He also discussed the wonderful service Republic offers. He also stated that
there are many pressing issues that the Village and staff should concentrate on rather than
on this.
Resident Charles Shemely thanked the Board and Chief Kruger on approving the
agreement to provide Police Department jurisdiction to the Heritage Oaks Subdivision. He
also discussed his approval of renewing the contract with Republic. He also discussed the
last time the Village conducted the request for proposal process for residential waste.
Clerk Pruss read two letters from residents Gail and Raj Lal who are in favor of renewing
the contract with Republic.
Motion by Trustee Wolin, seconded by Trustee Manzo that the Board approved the
attached contract with Allied Waste of North America LLC for Refuse Collection Services.
ROLL CALL VOTE:
Ayes: 5 – Trustees Adler, Baar, Moy, Wolin, and Yusuf
Nays: 1 – Trustee Manzo
Abstain: 0 – None
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Absent: 0 – None
Motion carried
2) RESOLUTION 2014-FI-MUNIS-AG-R-1395, A Resolution Authorizing the Execution
of an Agreement By and Between the Village and Tyler Technologies, Inc. for Munis
Support Services
Motion by Trustee Wolin, seconded by Trustee Baar to approve Resolution 2014-FI-
MUNIS-AG-R-1395, A Resolution Authorizing the Execution of an Agreement By and
Between the Village and Tyler Technologies, Inc. for Munis Support Services, and
approve the Annual Support Agreement, and authorize the payment of the support invoices
(attached) for maintenance of the Village’s financial software to Tyler Technologies, Inc.,
Falmouth, Maine, for the total amount of $44,714.22, subject to attorney and staff review.
ROLL CALL VOTE:
Ayes: 5 – Trustees Adler, Baar, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 1 – Trustee Manzo
Absent: 0 – None
Motion carried
3) RESOLUTION 2014-BSLMUSEUM-CNTRCT-R-1401, a Resolution Waiving
Competitive Bidding And Authorizing The Award OF Contract To Restoric, LLC For
The 2014 Heritage Center Shutter Restoration/Replacement Project
Trustee Wolin stated that Restoric has done a lot of high quality work at the Heritage
Center.
Resident Kathleen Maher stated that this is a restoration project to keep with the nature of
the building. She also stated that no one else can do the work that Restoric can do.
Motion by Trustee Wolin, seconded by Trustee Baar that the Board waive competitive
bidding and award a contract for the Heritage Center Shutter Replacement Project by
passing Resolution R-1401, a Resolution Approving and Authorizing the Award and
Execution of a Contract Relating to the 2014 Oak Brook Heritage Center Shutter
Replacement By and Between the Village of Oak Brook and Restoric, LLC of Chicago,
Illinois.
ROLL CALL VOTE:
Ayes: 5 – Trustees Adler, Baar, Moy, Wolin, and Yusuf
Nays: 1 – Trustee Manzo
Abstain: 0 – None
Absent: 0 – None
Motion carried
C. De-Annex Technology Drive from the Village of Lombard to the Village of Oak Brook
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– REMOVED
D. Adams Road Landscaping Adjacent to the Bronswood Cemetery – DISCUSSION
Trustee Moy gave a brief history on the Adams Road Landscaping adjacent to the Bronswood
Cemetery.
Community Development Director Kallien further discussed the proposed landscaping along
the approximate 500 feet of Bronswood Cemetery and the meetings that have taken place
between the Village, owners of the cemetery, and other interested parties. He further stated
that the Village’s cost will be approximately $15,000.
Trustees Moy and Manzo do not feel that the Village should be responsible for paying for any
portion of the proposed landscaping.
Trustee Adler stated that he feels the Village has a responsibility to match what the cemetery
owners are paying for landscaping in order to protect the residential integrity.
Trustee Yusuf stated that the proposed landscaping plan is extravagant and that he will be
willing to review something that is scaled back.
A representative from StoneMor, owner of Bronswood Cemetery, discussed the history of the
Bronswood Cemetery issue and stated that StoneMor is willing to contribute its fair share to
the proposed landscaping project.
Resident Kathleen Maher stated that the proposed landscaping does not fit with the Village and
is overkill.
Resident Doug Kremer stated that the Village should have allowed for resident comment prior
to the Mausoleum being built three years ago. He also suggested that vines are a good way of
screening the Mausoleum.
Discussion ensued regarding cemetery regulations, the proposed landscape scheme,
impediments to the proposed landscaping, and the consensus was to not fund additional
landscaping.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER
Interim Village Manager Osten thanked the Board, Village staff, and residents for giving him
the opportunity to work for the Village.
B. VILLAGE CLERK
Clerk Pruss discussed the smoking regulation and stated that smoking cannot be within 15
feet of any building. She also mentioned the landscaping that was done at the entrance of the
Butler Government Center.
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Clerk Pruss stated that petitions are ready for pick-up for anyone interested in positions up for
re-election, which are three Trustee positions, the Village Clerk position, and the Village
President position. Petitions can be turned in December 15th - 22nd.
Clerk Pruss also reminded everyone of the upcoming November 4, 2014 election. The last
day for voter registration at the Village is October 7th , the grace period begins October 8th,
and that there are 6 early voting sites, with Yorktown Mall being the closest for Oak Brook
residents.
C. TRUSTEES
Trustee Moy stated that he enjoyed working with Art and wishes him the best of luck.
Trustee Yusuf thanked Art for all his hard work. He also mentioned that since the Village
implemented going electronic with the meetings, Trustees sometimes have to use their phones
during the Board meetings to view information sent.
D. VILLAGE ATTORNEY – NONE
E. VILLAGE PRESIDENT
Chief Kruger stated that applications are now being accepted for the second session of the
Citizens Police Academy.
Chief Liss reminded everyone of the Pancake Breakfast being held on October 4th. He also
discussed the PSI contract, the new eligibility list for firefighters, and the selling of the old
ladder truck.
Library Director Madorin discussed the new library database for learning a new language.
Finance Director Dangles stated that staff is still working on the 2015 budget and hopes to
have it wrapped up soon. She also stated that sales taxes are up 5% as compared to the same
time last year.
Public Works Director Hullihan discussed the projects taking place in Public Works.
Community Development Director Kallien gave a brief update on the Duchossois Project.
12. ADJOURN TO CLOSED SESSION
Motion by Trustee Wolin, seconded by Trustee Manzo to adjourn to closed session for the
purpose of discussing (1) minutes of meetings lawfully closed under this act (2) appointment,
employment, compensation, discipline, performance, or dismissal of specific employees of the
public body, and (3) litigation matters pursuant to 2c(21), 2c(1), and 2c(11) of the Illinois
Open Meetings Act, respectively.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
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Absent: 0 – None
Motion carried
This meeting was adjourned to closed session at 9:34 pm.
13. ADJOURNMENT
Motion by Trustee Manzo seconded by Trustee Wolin to adjourn the Regular Meeting of the
Board of Trustees at 10:18 pm. VOICE VOTE: Motion carried.
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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