Minutes - 11/11/2014 - Board of Trustees
MINUTES OF THE NOVEMBER 11, 2014 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE
OF OAK BROOK APPROVED AS WRITTEN ON NOVEMBER 25
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 7:00 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, and
Gerald Wolin.
ABSENT: Trustees Donald Adler (arrived at 7:02 pm) and Asif Yusuf (arrived at 7:04 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; James Kruger, Police Chief; Michael Hullihan, Public Works Director;
Trey VanDyke Sports Core Director; and Peter Friedman, Village Attorney.
3. PRESIDENT’S OPENING COMMENTS
President Lalmalani wished everyone a Happy Veterans Days and thanked all of our
Veterans who have served or continue to serve in our armed forces. He also thanked the
Historical Society and Kathy Maher for conducting a very nice ceremony recognizing and
honoring our veterans and thanked everyone who attended. Congressman Roskam, Senator
Nybo, and Representative Bellock addressed the crowd and also County Board Member,
Pete DiCianni was present.
President Lalmalani discussed House Bill 5485, titled Minimum Manning and Staffing
Legislation. This legislation, if approved would make fire department manning and
staffing requirements a mandatory subject of collective bargaining. He asked residents to
contact Senator Chris Nybo at 630-969-0990 to let him know that HB 5485 should be
opposed. He also suggested calling members of the Senate Labor & Commerce
Committee. More information on the Minimum Manning and Staffing Legislation can be
found on the Village website, www.oak-brook.org.
President Lalmalani reminded everyone of the budget workshop meeting being held on
Wednesday, November 12th starting at 6:30 PM.
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President Lalmalani announced that Lorraine Fricek Smith, one of the last surviving
women who served in the Marine Corps during World War II and the first Oak Brook
Village Clerk has passed away.
4. RESIDENT/VISITOR COMMENTS
Resident Kathy Maher thanked everyone who attended the Veterans Day Ceremony. The
Veterans Day presentation was shown.
Resident Harry Peters discussed the trees in the Parkway affected by ash borer in Forest Glen
and throughout Oak Brook. He recommended that the Board invest more funds into the
infrastructure repair and replacement Village-wide in the upcoming budget year.
Resident George Klein echoed Mr. Peters’ comments. He also requested that Items 6.A.2. and
6.A.5. be removed from the consent agenda for discussion. He asked Finance Director
Dangles if the money from the sale of the Ladder Truck will go into the Equipment
Replacement Fund. She stated yes.
Public Works Director Hullihan addressed Mr. Peters’ concerns regarding the Parkway trees
affected by the ash borer. He stated 80 affected trees will be removed by year end. He also
stated that 200 are being treated by the Saddle Brook Homeowners Association. He also stated
that a 4 – 5 year replacement program is in place.
Trustee Adler asked Public Works Director Hullihan if he is aware of any grants that will help
fund the program.
Public Works Director Hullihan stated that the Village has applied several times for funding
but was denied because the funding was for the planning of a replacement program which was
already put in place by the Village.
All other residents who have signed up to speak will do so during the agenda item.
5. APPROVAL OF MINUTES
A. REGULAR BOARD OF TRUSTEES MEETING OF OCTOBER 28, 2014
Motion by Trustee Baar, seconded by Trustee Manzo to approve the minutes of the Regular
Board of Trustees Meeting of October 28, 2014. VOICE VOTE: Motion carried.
B. SPECIAL BOARD OF TRUSTEES COMMITTEE-OF-THE-WHOL MEETING OF
OCTOBER 30, 2014
Motion by Trustee Baar, seconded by Trustee Wolin to approve the minutes of the Special
Board of Trustees Committee-of-the-Whole Meeting of October 30, 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
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the first item after approval of the Consent Agenda.
A. Accounts Payable for Period Ending November 6, 2014 - $1,123,823.64
Significant Items included in Above:
1) Holland & Knight LLP – Legal Services - September, 2014 - $20,996.17
(FY14 – YTD - $202,335.24)
TOTAL LEGAL BILLS PAID FOR 2014 - YTD - $313,898.02
2) Oak Brook Firefighters Pension Fund – November, 2014 - $350,000.00
3) Precision Pavement Markings Inc. - 2014 Street Pavement Marking Project –
Payout #1 & Final - $51,305.10
4) R.W. Dunteman Company – 2014 Street Improvement Project – Payout #4 -
$185,296.30
5) William Garrigan and Morici, Figlioli and Associates – Settlement Payment per
Agreement - $175,000
B. Approval of Payroll for Pay Period Ending October 25, 2014 – $659,396.59
C. Community Development Referrals – NONE AT THIS TIME
D. Authorization to Seek Bids or Proposals or Negotiate Contracts
1) Asphalt Roller Replacement
2) Event Management Services
E. Budget Adjustments – NONE AT THIS TIME
F. Ordinances & Resolutions
1) RESOLUTION 2014-PL-AG-R-1413, A Resolution Approving a Second
Amendment to the Employee Lease Agreement Between the Village and
GovTempUSA, LLC
2) RESOLUTION 2014-ELEC-AGG-CMTE-R-1415, A Resolution Amending the
Structure of the Village Electric Aggregation and Issues Committee
Motion by Trustee Baar, seconded by Trustee Adler to approve the Consent Agenda and
authorize expenditures as presented or amended.
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
7. ITEMS REMOVED FROM THE CONSENT AGENDA
1) Item 6.A.2 – Oak Brook Firefighters Pension Fund – November, 2014 - $350,000
Trustee Adler discussed the Village’s investment funding activities and requested further
information.
Finance Director gave the Board an explanation of the Village funding activities of the
previous week and an explanation of what occurred with the IMET fund.
Trustee Manzo asked how the Village chose to invest its money in the IMET fund.
Finance Director Dangles stated by page of an Ordinance in 1997.
Trustee Manzo discussed his reasons for not approving the extra payment to the Oak
Brook Firefighters Pension Fund.
Discussion ensued and the consensus was to make the additional payment of $350,000 to
the Oak Brook Firefighters Pension Fund.
Motion by Trustee Adler, seconded by Trustee Yusuf to approve Item 6.A.2.
ROLL CALL VOTE:
Ayes: 5 – Trustees Adler, Baar, Moy, Wolin, and Yusuf
Nays: 1 – Trustee Manzo
Abstain: 0 – None
Absent: 0 – None
Motion carried
2) Item 6.A.5. – William Garrigan and Morici, Figlioli and Associates – Settlement
Payment per Agreement - $175,000
Trustee Adler requested that Interim Assistant Village Manager Doczekalski give an
explanation of the settlement payment.
Interim Assistant Village Manager Doczekalski stated that William Garrigan was awarded
a duty disability pension and that he then filed a claim for PSEBA. She also stated that
staff was directed to negotiate a settlement with William Garrigan. This payment is result
of those negotiations. Mr. Garrigan also agreed to dismiss his PSEBA claim.
Motion by Trustee Adler, seconded by Trustee Baar to approve Item 6.F.5.
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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
3) Item 6.F.2. – RESOLUTION 2014-ELEC-AGG-CMTE-R-1415, A Resolution
Amending the Structure of the Village Electric Aggregation and Issues Committee
Trustee Adler stated that he would like this item discussed along with the confirmation of
appointments to the Electric Aggregation and Issues Committee.
President Lalmalani stated that this item must be approved prior to approving the
confirmation of appointments.
Motion by Trustee Adler, seconded by Trustee Yusuf to approve Item 6.F.2. VOICE
VOTE: Motion carried.
8. BOARD & COMMISSION RECOMMENDATIONS
A. 2nd Resubdivision of Dana Park – Vacant Land Known as 3111-3115 Cara Lane –
Final Plat – Five -Lot Subdivision
Motion by Trustee Wolin, seconded by Trustee Manzo to concur with the recommendation
from the Plan Commission to approve the requested final plat of subdivision to reconfigure
the previously approved five (5) lot subdivision located at 3111-3115 Cara Lane as
proposed subject to the following conditions:
1. All other provisions of Resolution R-1009 and Ordinance S-1225 will remain in
full force and effect.
2. That the final plat for the 2nd Resubdivision of Dana Park meet final engineering
approval;
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 a resolution necessary to grant the requested final plat of subdivision,
which resolution the Village Attorney shall by this motion be directed to prepare
for consideration at the November 25, 2014 Board of Trustees meeting.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
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9. UNFINISHED BUSINESS
A. Policy for Preparation, Execution and Retention of Contracts
Manager Ginex gave a brief explanation of additions to the policy for preparation,
execution, and retention of contracts, per Trustee input. He discussed purchasing, the
approval process, and the new signature sheet created. He also stated that all original
contracts will be maintained by the Village Clerk as stated in the Village Code. He further
discussed waivers of lien and stated that a standard form will be created and can be added
to all contracts that require waivers of lien.
Trustee Adler stated that he still has questions and concerns, such as the Village Attorney
not retaining and maintaining Village contracts, and the Village not having a standard
waiver of lien form.
Attorney Friedman stated that the Village code states that the Village Clerk maintains all
Village records. He also stated that the Village will need to change the code if it wants
records to be maintained by the Village Attorney.
Clerk Pruss read the section of the Village Code that states that the Village Clerk maintains
Village records and contracts.
Discussion ensued and the consensus was to approve the proposed policy.
Motion by Trustee Baar, seconded by Trustee Manzo to approve the Village of Oak Brook
Contract Policy as presented. VOICE VOTE: Motion carried. Trustee Adler voted no.
10. ACTIVE BUSINESS
A. Confirmation of Appointments
1) Electric Aggregation and Issues Committee
Trustee Wolin stated that the Electric Aggregation and Issues Committee meetings are
open meetings and welcomed everyone to attend.
Resident Mario Vescovi thanked the Board for allowing him to serve on the Board. He
requested that the Board investigate the possibility of working with ComEd to bury
electrical lines throughout Village. He also discussed the possibility of the Village
purchasing equipment and infrastructure from ComEd.
Resident Terry O’Malley discussed the cost savings of electric aggregation and the
possibility of aggregating gas. He also discussed gas hedging and fracking.
Motion by Trustee Wolin, seconded by Trustee Manzo to approve President Lalmalani’s
recommendation to appoint Village resident Mario Vescovi and resident Terry O’Malley
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as Co-Chair and to reappoint Trustees Wolin as Co-Chair, Manzo and Yusuf and residents
Tom Cygan and Steven Young to the Oak Brook Electric Aggregation and Issues
Committee for a term that expires February of 2016. VOICE VOTE: Motion carried.
B. Policy Discussion of Actuarial Reporting
Finance Director Dangles discussed the proposed policy on actuarial reporting. She stated
that at the December 9th Board meeting, a recommendation will be presented to the Board
to approve a Resolution for funding parameters for the annual actuarial valuations to utilize
the 100% funding goal and Entry Age Normal method for reporting.
Jason Franken from Foster & Foster stated that GASB does not allow projected unit credit
as the cost method. He also discussed reporting and contribution requirements.
Trustee Yusuf recommended reporting on a 90% funding level as a basis for comparison.
Trustee Wolin suggested that the Board approve the assumptions before the actuary does
his work.
Discussion ensued regarding reporting and funding of the pension liability.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER
Manager Ginex discussed the blood pressure machine located in the hallway near the east
entrance.
Trustee Adler asked Manager Ginex about the budget meeting process and how questions
will be handled. Manager Ginex stated that the budget meeting format has changed and
that questions will now be asked after the presentation of each subject area, such as
personnel and expenditures.
B. VILLAGE CLERK
Clerk Pruss stated that Lorraine Fricek Smith was the 3rd Village Clerk from 1963-1973,
not the 1st Village Clerk.
Clerk Pruss stated that voter registration began 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.
Clerk Pruss also discussed live streaming of Board meetings and stated that it will begin at the
November 25th Board meeting.
C. TRUSTEES
Trustee Manzo wished everyone a Happy Veterans Day.
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Trustee Baar thanked Kathleen Maher for all her hard work at the Veterans Day ceremony.
Trustee Moy also thanked Kathleen Maher. He also stated that he is happy to see live plants
in the hallways again.
Trustee Adler asked Finance Director a few questions regarding the Village investments and
asked if JP Morgan Chase has given the Village any recommendations. Finance Director
Dangles stated briefly discussed the IMET fund and stated that JP Morgan Chase
recommends investing in corporate funds. Discussion ensued and Trustee Adler made some
recommendations on how the Village should invest its money.
Trustee Adler discussed the article in the Hinsdale Magazine about Oak Brook.
Trustee Adler asked about the sale of the fire truck.
Chief Bliss stated that the fire truck sold for $40,000 to a fire department in Mexico. He also
stated that the truck is certified and is in working order.
Trustee Yusuf also thanked Kathy Maher and the Historical Society.
D. VILLAGE ATTORNEY – NONE
E. VILLAGE PRESIDENT
Chief Kruger stated that the last Special Olympics fundraiser will be Friday, November 14th at
Labriola Café.
Library Director Madorin invited everyone to the upcoming discussion on emerald ash borer
on Thursday, November 13th.
Community Development Director Kallien discussed the Dream Works House at the
Oakbrook Mall.
12. ADJOURN TO CLOSED SESSION
Motion by Trustee Yusuf, seconded by Trustee Wolin to adjourn to closed session for the
purpose of discussing (1) minutes of meetings lawfully closed under this act and (2)
collective negotiating matters pursuant to 2(c)(21) and 2(c)(2) 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
Absent: 0 – None
This meeting was adjourned to closed session at 8:49 pm.
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12. ADJOURNMENT
Motion by Trustee Wolin seconded by Trustee Moy to adjourn the Regular Meeting of the
Board of Trustees at 9:42 pm. VOICE VOTE: Motion carried.
ATTEST:
/s/Charlotte K. Pruss_
Charlotte K. Pruss
Village Clerk
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