Minutes - 12/09/2014 - Board of Trustees
MINUTES OF THE DECEMBER 9, 2014 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE
OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 13, 2015
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, Michael Manzo,
Mark Moy, Gerald Wolin, and Asif Yusuf.
ABSENT: None.
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; Sue Madorin, Library Director;
James Kruger, Police Chief; Jim Bosma, Civil Engineer; Trey VanDyke, Sports
Core Director; and Ben Schuster, Village Attorney.
3. PUBLIC HEARING – PROPOSED 2015 BUDGET
The Village President and Board of Trustees conducted a public hearing on the proposed
budget for the twelve-month calendar year commencing January 1, 2015 and ending
December 31, 2015.
Finance Director Dangles gave an overview of the budget which included the following:
• 2015 Revenues by Fund
• 2015 Revenues by Major Type – All Funds
• 2015 Expenditures by Fund
• 2015 Expenditures by Major Type – All Funds
• 2015 Budget Changes
• Final Revenues and Expenditures
4. CLOSE OF PUBLIC HEARING
Motion by Trustee Wolin, seconded by Trustee Moy to officially close the public hearing.
VOICE VOTE: Motion carried.
The public hearing was closed at 7:11 pm.
5. PRESIDENT’S OPENING COMMENTS
President Lalmalani presented Finance Director Dangles the GFOA award for Outstanding
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Achievement in Popular Annual Financial Reporting for fiscal year ending December 31,
2013. He congratulated her and the Finance Department on a job well done.
President Lalmalani announced that he and staff will be meeting with the Homeowner
Association Presidents on Saturday, December 13th.
President Lalmalani announced that there will be no second Board meeting in December due to
the Christmas Holiday. He wished everyone a happy and safe holiday season.
A. Police Department Recognition
Mr. Walt Teichen from F.A.S.T. Ride recognized the members of the Oak Brook Police
Department for their support for Fetal Alcohol Syndrome Awareness.
B. Saved by the Safety Belt Club Award Presentation
Chief Kruger awarded the Saved by the Safety Belt Club Award to Ms. Besa Bajraktari, who
was involved in a serious crash on October 13, 2014.
C. IRMA Presentation
Margo Ely, Executive Director of the Intergovernmental Risk Management Agency (IRMA),
gave a presentation which included the following:
• IRMA started in 1979
• 69 Members
• Long Term Commitment
• Oak Brook is a Charter Member
• Types of Entities Served by Pools
• Value of Pooling
• Self-Governance
• Board of Directors Powers
• IRMA Organizational Chart
• IRMA Services
• Public Official Liability and Coverage
• 2015 Budget
• Contribution Rate
• Interest Income Credits to Oak Brook
• Investments
Discussion ensued regarding IRMA policy coverage and comparable risk pools.
6. RESIDENT/VISITOR COMMENTS – NONE
7. APPROVAL OF MINUTES
A. SPECIAL EXECUTIVE MEETING MINUTES OF NOVEMBER 11, 2014
Motion by Trustee Baar, seconded by Trustee Wolin to approve the minutes of the Special
Executive Meeting of November 11, 2014. VOICE VOTE: Motion carried.
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B. REGULAR BOARD OF TRUSTEES MEETING OF NOVEMBER 25, 2014
Motion by Trustee Baar, seconded by Trustee Manzo to approve the minutes of the Regular
Board of Trustees Meeting of November 25, 2014. VOICE VOTE: Motion carried.
8.
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 December 4, 2014 - $570,000.04
Significant Items included in Above:
1) Holland & Knight LLP – Legal Services – October, 2014 - $13,014.50 and
November, 2014 - $21,941.50 (The November Invoice includes the Legal Retainer
for December, 2014 - $7,500) (FY14 – YTD - $237,291.24)
2) Ancel, Glink, Diamond, Bush, DiCianni & Krafhefer, P.C., - Legal Services –
November, 2014 - $1,548.81 (FY14 – YTD - $51,632.24)
3) Rathje Woodward, LLC - Legal Services - November, 2014 - $3,333.33 (FY14 –
YTD - $36,666.63)
TOTAL LEGAL BILLS PAID FOR 2014 - YTD - $360,277.49
4) DuPage Convention & Visitors Bureau – Co-op Advertising - August 4th through
November 4, 2014 - $68,558.80
5) Scott Harris and Morici, Figlioli and Associates – Settlement Payment per
Agreement – Approved by the BOT on 10/28/14 - $210,000.00
B. Approval of Payroll for Pay Period Ending November 22, 2014 - $716,257.72
C. Community Development Referrals – NONE AT THIS TIME
D. Authorization to Seek Bids or Proposals or Negotiate Contracts – NONE
E. Budget Adjustments
1) Human Resources -Transfer from Consulting Services & Other Services –
Transfer to Outside Legal
2) Human Resources – Transfer from Consulting Services – Transfer to Other
Services
3) Public Works/Engineering – Transfer from Street Improvements – Transfer to
Health Insurance and Overtime
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4) Public Works – Transfer from Maintenance Services, Grounds – Transfer to
Maintenance Services, Signals
5) Public Works/Engineering – Transfer from Engineering Services – Transfer to
Liability Insurance
6) Public Works – Transfer from Water Operations & Maintenance – Transfer to
Liability Insurance, Maintenance/Distributions System & Health Care Insurance
7) Sports Core – Transfer from Equipment Replacement – Transfer to Food Cost,
Natural Gas, Maintenance Building and Maintenance Other Equipment
8) Sports Core – Transfer from Laundry/Cleaning, Natural Gas, and Postage –
Transfer to Electric, Laundry/Cleaning, and Maintenance Building
9) Sports Core – Transfer from Swim Supplies, Chemicals, and Equipment
Replacement – Transfer to General Equipment, Maintenance Services,
Maintenance Other Services, & Pool Management Fees
10) Sports Core – Transfer from Food Cost, Beverage Cost, Maintenance Equipment,
Paper Products, & Salaries Seasonal – Transfer to Kitchen Supplies, Food Cost,
Maintenance Building, & Maintenance Other Equipment
11) Sports Core – Transfer From Salaries Full-time, Salaries Full-time,
Salaries/Commissions, Salaries/Seasonal, and Salaries Full-time – Transfer to
Salaries Full-time, Salaries Part-time, and Salaries Seasonal
F. Ordinances & Resolutions
1) RESOLUTION 2014-PG-LSCP-R-1422, A Resolution Approving the Purchase of
Landscape Maintenance Services
2) RESOLUTION 2014-GIS-AG-R-1423, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Execution of an Agreement By and
Between the Village of Oak Brook and Municipal GIS Partners, Inc. to Provide
GIS Support Services
3) ORDINANCE 2014-BU-EX-S-1413, An Ordinance Adopting the Budget of the
Village of Oak Brook for 2015
G. Reject Proposal for Implementation of SAN and Virtual Server Platform
H. Scavenger Licenses
I. 2014 Third Quarter Hotel/Motel Tax Receipts
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J. Year End Bill Payment
Motion by Trustee Baar, seconded by Trustee Manzo 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
9. ITEMS REMOVED FROM THE CONSENT AGENDA
Item F.3. ORDINANCE 2014-BU-EX-S-1413, An Ordinance Adopting the Budget of the
Village of Oak Brook for 2015.
Trustee Adler read a statement regarding why he is voting no for the adoption of the 2015
Budget. Some reasons are that the 2015 budget does not address the Village strategic plan
and does not offer an explanation of what the Village aims to do for residents. He also
discussed the Village’s pension contributions and the Village Five-Year Plan. He stated
that his comments are not meant to criticize staff but of the process that the Board has gone
to.
Trustee Manzo stated that the budget is only an outline and all items included in the budget
will again be presented to the Board for approval.
Trustee Wolin stated that the budget format was very efficient and that Trustees should
spend more time with each department to better understand their 2015 plans.
Motion by Trustee Manzo, seconded by Trustee Wolin to adopt the Budget of the Village
of Oak Brook for 2015.
ROLL CALL VOTE:
Ayes: 5 – Trustees Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 1 – Trustee Adler
Abstain: 0 – None
Absent: 0 – None
Motion carried
10. BOARD & COMMISSION RECOMMENDATIONS – NONE
11. UNFINISHED BUSINESS – NONE
12. ACTIVE BUSINESS
A. Confirmation of Appointments – NONE
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B. Ordinances & Resolutions
1) ORDINANCE 2014-BD-BOT-A-G-1041, An Ordinance Amending Chapter 4 of Title
1 (Administration) of the Village Code of the Village of Oak Brook Relating to Board
Agenda Items
Manager Ginex stated that the ordinance amendment will be consistent with staff’s present
internal policy regarding the deadline for placing items on an agenda. Trustees will have
to notify the Village Manger by noon on Tuesday immediately preceding the regular board
meeting of any item for which action is sought; or by noon on Wednesday preceding the
board meeting of any item for which board discussion only is sought.
Trustee Adler suggested that a draft agenda be sent to Trustees on Wednesday preceding
the board meeting so that they have until noon on Thursday preceding the board meeting to
add items to that agenda.
Trustee Baar stated that he supports the ordinance amendment because it respects the staff
and allows Trustees enough time to thoroughly review the agenda.
Trustee Yusuf stated that moving the deadline on Tuesday is too early but will agree with
moving the deadline to Wednesday at noon.
Motion by Trustee Wolin, seconded by Trustee Manzo to approve Ordinance 2014-BD-
BOT-A-G-1041, An Ordinance Amending Chapter 4 of Title 1 (Administration) of the
Village Code of the Village of Oak Brook Relating to Board Agenda Items.
ROLL CALL VOTE:
Ayes: 4 – Trustees Baar, Manzo, Moy, and Wolin
Nays: 2 – Trustees Adler and Yusuf
Abstain: 0 – None
Absent: 0 – None
Motion carried
1) RESOLUTION 2014-PL-RP-R-1424, A Resolution Adopting a New Village of Oak
Brook Personnel Manual
Motion by Trustee Baar, seconded by Trustee Wolin to adopt Resolution 2014-PL-RP-R-
1424, A Resolution Adopting a New Village of Oak Brook Personnel Manual.
Trustee Adler suggested that this item be deferred until January to allow Trustees more
time to review the proposed personnel manual.
Motion by Trustee Adler, seconded by Trustee Baar to defer this item until the January 13,
2015 board meeting. VOICE VOTE: Motion carried.
13. INFORMATION & UPDATES
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A. VILLAGE MANAGER – NONE
B. VILLAGE CLERK
Clerk Pruss discussed the April 7, 2015 Consolidated Election. She stated that petitions can
be turned in December 15th - 22nd. She also stated that voter registration deadline is March
10, 2015, the first day of early voting is March 23, 2015, and that the last day for grace period
registration and grace period voting is April 4, 2015.
C. TRUSTEES
Trustees wished everyone a happy and safe holiday season.
Trustees Baar and Manzo congratulated staff on all their hard work during the budget process.
D. VILLAGE ATTORNEY
Attorney Schuster wished everyone a happy holiday season.
E. VILLAGE PRESIDENT
Chief Kruger thanked the Board for allowing the presentations at the beginning of the
meeting.
Sports Core Director VanDyke stated that the Golf Shop is open through Christmas Eve.
Community Development Director Kallien discussed the Kellogg expansion and gave an
update on the Drake Hotel.
14. ADJOURN TO CLOSED SESSION
Motion by Trustee Yusuf seconded by Trustee Manzo 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 8:25 pm.
15. ADJOURNMENT
Motion by Trustee Wolin seconded by Trustee Adler to adjourn the Regular Meeting of the
Board of Trustees at 9:11 pm. VOICE VOTE: Motion carried.
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ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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