Notices - 10/28/2014 - Board of Trustees
MINUTES OF THE OCTOBER 28, 2014 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE
OF OAK BROOK APPROVED AS WRITTEN ON NOVEMBER 11,
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 7:04 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 Donald Adler, John Baar, Mark Moy, Gerald
Wolin, and Asif Yusuf.
ABSENT: Trustee Michael Manzo (arrived at 7:10 pm).
IN ATTENDANCE: Rick Ginex, 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; Jason Cates, Deputy Police Chief; Michael Hullihan, Public Works
Director; Trey VanDyke Sports Core Director; and Peter Friedman, Village
Attorney.
3. PRESIDENT’S OPENING COMMENTS
President Lalmalani stated that the Hindu holiday of Diwali is India's biggest and brightest
national holiday. Diwali is a five-day festival known as the festival of lights because of the
oil lamps and electric lights that people use to decorate. As a celebration of the victory of
good over evil and light over darkness, light is an important physical and spiritual symbol
of the holiday. He also stated that it also marks the start of a new year and wished the
Indian Community in Oak Brook a Happy Diwali.
President Lalmalani announced that there will be a Committee of the Whole Meeting on
Budget Planning on October 30th at 6:30 pm.
President Lalmalani reminded everyone that Friday is Halloween and asked everyone to be
extra cautious when driving through the residential streets.
4. RESIDENT/VISITOR COMMENTS
Resident Mark Karambelas commended Public Work Employees. He also discussed the Oak
Brook Kiwanis Club. He thanked the Board for their support and thanked President Lalmalani
for his generous donation. Lastly, he discussed the property located on 35th Street and Cass
Avenue. He stated that he would like Oak Brook to purchase the property from Westmont.
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5. APPROVAL OF MINUTES
A. SPECIAL EXECUTIVE MEETING MINUTES OF SEPTEMBER 23, 2014
Motion by Trustee Baar, seconded by Trustee Yusuf to approve the minutes of the Special
Executive Meeting of September 23, 2014. VOICE VOTE: Motion carried.
B. REGULAR BOARD OF TRUSTEES MEETING OF OCTOBER 14, 2014
Motion by Trustee Baar, seconded by Trustee Wolin to approve the minutes of the Regular
Board of Trustees Meeting of October 14, 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 October 23, 2014 - $1,036,225.00
Significant Items included in Above:
1) Rathje Woodward, LLC - Legal Services - September, 2014 - $3,333.33 (FY14 –
YTD - $29,999.97)
2) Seyfarth, Shaw, LLP – Legal Services – September, 2014 - $4,572.55 (FY14–
YTD - $20,335.03)
TOTAL LEGAL BILLS PAID FOR 2014 - YTD - $292,528.85
3) Christopher B. Burke Eng. LTD – 2014 TCM Project (Commerce Paving &
Sidewalk) Construction Engineering Services – Payout #4 and Final - $20,461.10
4) DuPage Water Commission – September, 2014 - $418,758.02
B. Approval of Payroll for Pay Period Ending October 11, 2014 - $682,588.03
C. Community Development Referrals – NONE
D. Authorization to Seek Bids or Proposals or Negotiate Contracts – NONE
E. Budget Adjustments – NONE AT THIS TIME
F. Ordinances & Resolutions
1) ORDINANCE 2014-PP-S-1412, A 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.
2) RESOLUTION 2014-AG-SETT-PL-EX-R-1410, A Resolution Approving and
Authorizing the Execution of a Settlement Agreement By and Between the Village
of Oak Brook and William and Melissa Garrigan
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3) RESOLUTION 2014-AG-SETT-PL-EX-R-1411, A Resolution Approving and
Authorizing the Execution of a Settlement Agreement By and Between the Village
of Oak Brook and Scott and Judith Harris
4) RESOLUTION 2014-GOLF-EQUIP-CNTRCT-R-1412, A Resolution Approving
and Authorizing the Award and Execution of a Contract with Xylem Dewatering
Solutions for Golf Course Flood Equipment
5) ORDINANCE 2014-LC -AL-G-1039, 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 (Real Urban Barbecue)
6) RESOLUTION 2014-PW-UN-MOA-R-1405, A Resolution Approving a
Memorandum of Agreement By and Between the Village of Oak Brook and the
International Union of Operating Engineers, Local 150
G. 2014 Bridge Rehabilitation Project – Reject Bids and Authorization to Re-Bid
H. Monthly Treasurer’s Report – September 30, 2014 & Major Fund Financial
Motion by Trustee Baar, seconded by Trustee Yusuf to approve the Consent Agenda and
authorize expenditures as presented or amended.
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
Item 6.F.6. – RESOLUTION 2014-PW-UN-MOA-R-1405, A Resolution Approving a
Memorandum of Agreement By and Between the Village of Oak Brook and the
International Union of Operating Engineers, Local 150
Trustee Adler and Manager Ginex discussed the clarity of work rules for Public Works
Union Employees during emergency situations in the agreement, and the health care plan
offered through Local Union 150.
Motion by Trustee Adler, seconded by Trustee Moy to approve item 6.F.6. RESOLUTION
2014-PW-UN-MOA-R-1405, A Resolution Approving a Memorandum of Agreement By
and Between the Village of Oak Brook and the International Union of Operating
Engineers, Local 150.
ROLL CALL VOTE:
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Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
8. BOARD & COMMISSION RECOMMENDATIONS – NONE
9. UNFINISHED BUSINESS
A. Policy for Preparation, Execution and Retention of Contracts
Manager Ginex discussed the policy for the preparation, execution, and retention of
Village contracts.
Trustee Adler stated that a procedure for payment of contracts needs to also be
incorporated in the policy. He also stated that the amount of data in the Board packets is
overwhelming, and that a checklist of the payment approval process needs to be created
and given to the Board in lieu of all the information presently being given.
Motion by Trustee Adler, seconded by Trustee Wolin to defer this item until the next
Board meeting. VOICE VOTE: Motion carried.
10. ACTIVE BUSINESS
A. Confirmation of Appointments
1) Ad-Hoc Residential Enhancement Committee
Trustee Adler stated that the Board needs to give the committee a clear understanding of
what their role is, as written in the Resolution passed at a previous meeting. He also stated
that he sees a conflict of interest of having realtors on the committee.
Discussion ensued regarding the committees’ role and having real estate agents on the
committee.
Motion by Trustee Manzo, seconded by Trustee Baar to approve the appointment of Cathy
Giangrasse and the reappointments of Jeff Bulin, Karen Giandonato, Kathy Iaccino, Cristin
Jones, Sharon Kocour, Jim Lazzarini, Nikki Ricci, Lina Shah, Roger Taylor, David
Thommes, Valentina Tomov, Mai Truong, Mario Vescovi and Charlie Walsh, with Cathy
Giangrasse and Roger Taylor as Co-Chairs, to the Ad-hoc Residential Enhancement
Committee to a term to expire in October 2015. VOICE VOTE: Motion carried.
B. Ordinances and Resolutions
1) ORDINANCE 2014-WA-G-1040, An Ordinance Amending Chapter 5 of Title 8 of the
Village Code of the Village of Oak Brook, Illinois Relating to Water Charges
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Trustee Wolin discussed the reasons for the water rate increase. He also discussed the
water rate study presented in 2010.
Finance Director Dangles discussed the water rate structure.
Motion by Trustee Wolin, seconded by Trustee Moy that the Village Board approve
Ordinance G-1040, An Ordinance Amending Chapter 5 of Title 8 of the Village Code of
the Village of Oak Brook, Illinois Relating to Water Charges.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
C. Additional Pension Funding
Discussion ensued regarding contributions to the firefighter’s pension fund, 2014 and 2015
ending balance of the General Corporate Fund, the Village’s unfunded pension liability,
the Pension Reform Act of 2010, the actuarial valuation conducted by Foster and Foster,
having one Village actuary, and conducting a study regarding pensions in the near future.
The consensus was to approve the additional $350,000 contribution to the firefighter’s
pension fund.
Trustee Manzo discussed his reasons for opposing the additional firefighter’s pension
funding.
Motion by Trustee Baar, seconded by Trustee Moy that the Village Board to approve an
additional contribution of $350,000 for the firefighters pension fund in 2014.
ROLL CALL VOTE:
Ayes: 5 – Trustees Adler, Baar, Moy, Wolin, and Yusuf
Nays: 1 – Trustee Manzo
Abstain: 0 – None
Absent: 0 – None
Motion carried
D. Recap of the 2014 Polo Season
President Lalmalani thanked the Polo Committee and staff for all their hard work this polo
season.
Kathleen Maher gave a presentation on the 2014 Polo Season which included the following:
• Five polo matches scheduled
• Two rain dates
• Theme days were a big hit
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• Maxed out the field space sidelines with sponsor tents and/or private parties
• Maintained a waiting list for private parties
• Increased advertisement in the SCORE program by 72.9%
• Increased sponsorship revenues by 170.9%
• Portion of all ticket sales or minimum of $5,000 donation, plus a percentage of
advertising revenue (less expensive) to Ronald McDonald House Charities
• Event organization drastically improved
• Increase corporate support
• Positive feedback from sponsors, attendees, and players
• 2014 Polo attendance tracking
• Polo attendance 2013 vs. 2014 comparison
• 2014 advertising revenues
• 2014 sponsorship revenues
• 2014 polo adopted revised and actual budgets
• Variances to the revised budget
• 2014 adverse effects on the polo program
• Goals for the 2015 polo season
Trustees thanked the Polo Committee and Village employees for the great polo season and for
all their hard work.
Kathleen Maher stated that the committee will present a three year plan at the October 30th
Committee of the Whole meeting. She also stated that polo is an investment to the Village.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER
Manager Ginex stated that on October 18th, he and President Lalmalani and representatives
from the DuPage Mayors and Managers Conference had a strategic session and came up with
four goals:
1) Effective lobbying
2) Collaboration on leveraging assets and cost reduction
3) Managing resources
4) Demonstrating the value to the rest of the members
B. VILLAGE CLERK
President Lalmalani expressed his and the Board condolences to Clerk Pruss and her family
for the loss of her sister-in-law.
Clerk Pruss discussed the November 4th election. She stated that the closest early voting site
is Yorktown Mall.
Clerk Pruss stated that voter registration will begin November 6th and will continue through
March 10th. She also discussed the April 7, 2015 Consolidated Election. Positions up for re-
election are three Trustee positions, the Village Clerk position, and the Village President
position. Petitions can be turned in December 15th - 22nd.
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She asked everyone to contact her with any questions and reminded everyone to vote.
C. TRUSTEES
Trustee Yusuf wished everyone a safe and enjoyable Halloween. He also wised his wife a
happy birthday.
Trustee Adler mentioned the list of goals created by the Trustees and stated that Manager
Ginex needs to be aware of the goals. He also asked Attorney Friedman to clarify how
emails between Trustees can a potential violation of the Open Meetings Act.
Attorney Friedman discussed the Open Meetings Act and potential violations while
communicating by email.
Trustee Manzo stated having discussions on agenda items outside of the view of the public
through emails is wrong and can violate the Open Meetings Act.
Trustee Wolin discussed the Electric Aggregation Program and stated that its time to start the
process again. He will once again chair the Electric Aggregation Committee and hopes all
previous members are once again involved in the process. He also stated that the Village
should error on the side of caution when it comes to emails by sending emails to Manager
Ginex who will then in turn decide if it’s appropriate to send to other Trustees.
D. VILLAGE ATTORNEY – NONE
E. VILLAGE PRESIDENT
Deputy Police Chief Cates reminded everyone of the trick or treating hours of 3:00 pm – 7:00
pm.
12. ADJOURNMENT
Motion by Trustee Yusuf seconded by Trustee Baar to adjourn the Regular Meeting of the
Board of Trustees at 8:42 pm. VOICE VOTE: Motion carried.
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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