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Minutes - 01/13/2015 - Board of Trustees MINUTES OF THE JANUARY 13, 2015 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 27, 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; 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 new year and hoped that everyone had a wonderful 2014 holiday season. A moment of silence was given to honor Oak Brook resident Dr. Richard Zimmerman, who passed away on December 5, 2014 at the age of 78. President Lalmalani congratulated Attorney Peter Friedman for serving as the Ethics Officer for Governor Rauner’s transition team. A. J.P. MORGAN CHASE PRESENTATION – VILLAGE INVESTMENT PROGRAM Danielle Driscoll, from J.P. Morgan Chase, gave a presentation on the Village’s investment program that included the following: • J.P. Morgan Securities Fixed Income Investment Team • U.S. Interest Rate Forecast • Authorized Investments • 6 Month to 1 Year Security Yield Comparison • 3 Year Security Yield Comparison • Village Portfolio Review • 2015 Portfolio Outlook VILLAGE OF OAK BROOK MINUTES Page 1 of 9 REGULAR MEETING OF JANUARY 13, 2015 Discussion ensued regarding how and where the Village can invest its money, the IMET fund, and best practices. B. 2015 HOTEL MARKETING PLAN Rob Grusin, from Point B Communications, gave a presentation on the 2015 Hotel Marketing Plan that included the following: • 2015 Marketing Objectives • 2015 Marketing Strategy – Overall Approach • 2015 Leisure, Family, Group Marketing Strategies and Plans • 2015 Direct Mailing • Marketing Plan Summary Discussion ensued regarding offering weekend passes during the 2015 Polo Season. 4. RESIDENT/VISITOR COMMENTS Residents who signed up to speak will do so during an agenda item. 5. APPROVAL OF MINUTES A. SPECIAL EXECUTIVE MEETING MINUTES OF NOVEMBER 25, 2014 Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the Special Executive Board of Trustees Meeting of November 25, 2014. VOICE VOTE: Motion carried. B. REGULAR BOARD OF TRUSTEES MEETING OF DECEMBER 9, 2014 Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the Regular Board of Trustees Meeting of December 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: 1) Period Ending December 30, 2014 - $1,195,404.74 2) Period Ending January 8, 2015- $1,477,155.31 Significant Items included in Above: 1) Seyfarth, Shaw, LLP – Legal Services – November, 2014 - $2,202.75 (FY14– YTD - $22,537.78) TOTAL LEGAL BILLS PAID FOR 2014 - YTD - $360,277.49 2) DuPage Water Commission – November 30, 2014 - $312,032.51 3) Christopher B. Burke Eng. LTD – 2015 Street Improvement Project Design Eng. Services – Payout #2 - $34,792.95 4) Copenhaver Construction – Pedestrian Circular Stage 3 - $66,406.50 VILLAGE OF OAK BROOK MINUTES Page 2 of 9 REGULAR MEETING OF JANUARY 13, 2015 5) Currie Motors Fleet – One 2015 Ford Explorer and One 2015 Ford F350 - $74,509.00 6) IRMA – 2015 Annual Contributions - $581,177.00 B. Approval of Payroll for: 1) Pay Period Ending December 6, 2014 - $693,318.35 2) Pay Period Ending December 20, 2014 - $746,592.39 3) Pay Period Ending January 3, 2015 - $759,142.30 C. Community Development Referrals 1) Duchossois Real Estate LLC – 1818 Swift and 300, 306 and 310 Windsor Drive – Final Plat 2) ZFO Properties, LLC – 1220 and 1300 Kensington Road – Final Plat D. Authorization to Seek Bids or Proposals or Negotiate Contracts 1) Golf Course Commodities 2) Telephone Company Services E. Budget Adjustments – NONE F. Ordinances & Resolutions 1) ORDINANCE 2015-SC-EX-G-1042, An Ordinance Amending Chapter 3, Entitled, “Oak Brook Bath and Tennis Club” of Title 12, Entitled, “Recreational Facilities”, of the Village Code of the Village of Oak Brook, Illinois 2) RESOLUTION 2015-SC-AG-EX-R-1426, A Resolution Approving and Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and Eclipse Select Soccer Club, Inc. to Allow the use of a Sports Core Soccer Field 3) RESOLUTION 2015-B&T/P-R-1427, A Resolution Approving and Authorizing the Award of a Contract to Pool Guards, Inc. to Provide Aquatic Services 4) RESOLUTION 2015-BFH-IGA-R-1429, A Resolution Consenting to Certain Improvements at the Ben Fuller House G. Monthly Treasurer’s Report – November 30, 2014 & Major Fund Financial H. Sports Core Loan Motion by Trustee Yusuf, seconded by Trustee Baar 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 VILLAGE OF OAK BROOK MINUTES Page 3 of 9 REGULAR MEETING OF JANUARY 13, 2015 7. ITEMS REMOVED FROM THE CONSENT AGENDA 1) Item 6.A.4 – Copenhaver Construction – Pedestrian Circular Stage 3 - $66,406.50 Trustee Adler stated that the voucher was not signed by the Finance Director. He also stated that he has concerns with funding this portion of the project from the Hotel Tax Fund. Finance Director Dangles explained the internal process of signing off on vouchers. Discussion ensued regarding the Pedestrian Circulation Project and funding the project from the Hotel Tax Fund. Trustee Yusuf questioned the waivers of lien and attachments to the voucher and invoice. Public Works Director Hullihan clarified what the additional correspondence attached to the invoice is. Motion by Trustee Wolin, seconded by Trustee Moy to approve payment of Item 6.A.4 ROLL CALL VOTE: Ayes: 5 – Trustees Baar, Manzo, Moy, Wolin, and Yusuf Nays: 1 – Trustee Adler Abstain: 0 – None Absent: 0 – None Motion carried 2) Item 6.A.6. – IRMA – 2015 Annual Contributions - $581,177.00 Trustee Adler asked if the IRMA Representative followed up on getting a comparison on IRMA versus commercial insurance. He also questioned if the Village has the proper insurance coverage. He also suggested polling DuPage Mayors and Managers members whether they are a member of IRMA or whether they have another risk management process in place. Trustee Manzo stated that commercial insurance companies will not be competitive with IRMA and suggested comparing IRMA to other insurance cooperatives. Motion by Trustee Baar, seconded by Trustee Manzo to approve payment of Item 6.A.6. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None VILLAGE OF OAK BROOK MINUTES Page 4 of 9 REGULAR MEETING OF JANUARY 13, 2015 3) Item 6.F.2. – RESOLUTION 2015-SC-AG-EX-R-1426, A Resolution Approving and Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and Eclipse Select Soccer Club, Inc. to Allow the use of a Sports Core Soccer Field Trustee Adler asked Attorney Friedman if he reviewed the agreements with Eclipse Select Soccer Club, Inc., and Pool Guards as stated in the new contract policy. Attorney Friedman replied yes. Motion by Trustee Baar, seconded by Trustee Yusuf to approve Item 6.F.2. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None 4) Item 6.F.3. - RESOLUTION 2015-B&T/P-R-1427, A Resolution Approving and Authorizing the Award of a Contract to Pool Guards, Inc. to Provide Aquatic Services Motion by Trustee Adler, seconded by Trustee Manzo to approve Item 6.F.3. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None 8. BOARD & COMMISSION RECOMMENDATIONS A. Oakbrook Shopping Center, LLC – 100 Oakbrook Center – Planned Development – 12 Screen Luxury Movie Theater, Structured Parking for at Least 475 Cars and Additional Space for New Restaurants Community Development Director Kallien discussed the project which includes adding 12 movie theaters, structured parking, and opportunities for additional restaurants at the Oakbrook Mall. Chuck Fleming, Senior General Manager of the Oakbrook Shopping Center, addressed questions that the Board had regarding parking and congestion, security, converting retail areas into restaurants, cost, and the opening date of November 2016. Chief Kruger stated that he does not see an increase in routine patrol at the shopping center unless there is a special event. He also stated that the Police Department will continue to work with mall security. VILLAGE OF OAK BROOK MINUTES Page 5 of 9 REGULAR MEETING OF JANUARY 13, 2015 Resident Jeff Kennedy stated the Oakbrook Shopping Center and the Oak Brook Club have been good neighbors for over 42 years and along with the Commercial Revitalization Committee and the Streetscape Committee, totally support this project. He stated this brings a whole new attraction to Oak Brook. Motion by Trustee Moy, seconded by Trustee Manzo to concur with the recommendation from the Planned Development Commission and approve the Theater Planned Development for the Oakbrook Shopping Center to allow the construction and use of the proposed improvements as presented, subject to the following conditions: 1. Development is to be in substantial conformance with the approved plans for the Theater Planned Development. The approved plans consist of the exhibits and statements submitted by the Applicant, subject to the revised and supplementary exhibits and statements submitted as included in the case file. The Development as depicted and described in the approved plans include the following five components: A. Construction of a new building that includes a 12-screen movie theater and structured parking for at least 475 cars; B. Redevelopment and reconfiguration of a portion of “Building G’s” top level (M-2) to create a restaurant and casual dining zone as well as an open-air corridor connecting to the new building; C. Pursuant to relief to be documented in the Theater Planned Development Ordinance, operation of uses within the open-air corridor that may occur outside of completely enclosed buildings, including building areas with retractable walls, outdoor dining adjacent to restaurants, outdoor ticket kiosks, and the specialty retail program as defined in Applicant’s proposal satisfying the applicable criteria set forth in Section 13-7B-2 of the Village Code, including entertainment and private events. D. Pursuant to relief to be documented in the Theater Planned Development Ordinance, signage on the new cinema’s north, east and west façades in substantial conformance with the approved sign plans and standards (noting that Applicant’s prior request for relief regarding box signs was eliminated); E. Pursuant to relief to be documented in the Theater Planned Development Ordinance, development in accordance with the approved Project Schedule as submitted by Applicant; 2. Any liquor license permitting the sale of alcohol within the Open Air Corridor shall impose such conditions as are necessary to ensure that the subject portion of the Property where liquor is to be served will be sufficiently fenced, monitored, and otherwise controlled to: (a) prevent customers from removing liquor from the licensed premises; and (b) prevent anyone other than customers or employees of the licensed premises from accessing liquor within the licensed premises; and 3. Authorize the Village Attorney to prepare the necessary ordinance for final VILLAGE OF OAK BROOK MINUTES Page 6 of 9 REGULAR MEETING OF JANUARY 13, 2015 consideration at the January 27, 2015 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 9. UNFINISHED BUSINESS A. Ordinances and Resolutions 1) RESOLUTION 2014-PL-RR-R-1424, A Resolution Adopting a New Village of Oak Brook Personnel Manual Manager Ginex stated that the last comprehensive update to the personnel manual was in 1999. He also stated that the majority of the changes are due to state and federal laws. He discussed the following changes to the manual: sick leave buy back at retirement; Tier 2 vacation benefits for part-time employees; Presidents Day as an additional holiday for administrative staff; Travel Policy; Employee Right to Know; Workplace Violence Policy; Cell Phone Policy, Employment of Appointed Officials and their Relatives and Supervisor/Subordinate Relationship; and Civil Unions. Manager Ginex also discussed Section 4.08 of the personnel manual which deals with advancement in pay and recommended that it be taken out. Discussion ensued regarding sick pay buy back and vacation pay. Motion by Trustee Wolin, seconded by Trustee Manzo to approve Resolution 2014-PL- RR-R-1424, A Resolution Adopting a New Village of Oak Brook Personnel Manual with Section 4.08 removed. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None 10. ACTIVE BUSINESS A. Confirmation of Appointments – NONE B. Ordinances & Resolutions 1) RESOLUTION 2015-LY-PG-R-1425, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Library Materials from Authorized Distributors Motion by Trustee Moy, seconded by Trustee Wolin that: 1. The Village Board waive further bidding since the Illinois Library Systems already VILLAGE OF OAK BROOK MINUTES Page 7 of 9 REGULAR MEETING OF JANUARY 13, 2015 conducted the bid process with major book jobbers and issue purchase orders for books to Baker and Taylor and Brodart. 2. That Village Board waive bidding due to sole source for “library-use ready” audio books and issue purchase orders to Recorded Books, Random House, Blackstone, Midwest Tape, and Brodart. 3. That Village Board waive bidding due to being a preferred provider and issue purchase orders to Midwest Tape and Brodart for the supply of DVDs and CDs. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None 2) RESOLUTION 2015-SC-GOLF-PG-R-1428, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Golf Merchandise for Resale Motion by Trustee Baar, seconded by Trustee Moy that the Village Bard waive bidding, and authorize staff to issue purchase orders not to exceed $158,000 for the purchase of golf merchandise for resale. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None 11. INFORMATION & UPDATES A. VILLAGE MANAGER Manager Ginex stated that he looks forward to a prosperous year. He also stated that the Polo Event Services Agreement will be presented at the next Board meeting. B. VILLAGE CLERK Clerk Pruss discussed the April 7, 2015 Consolidated Election. She 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. She further stated that applications for absentee voting ballots were included in the Village newsletter and are available online. Clerk Pruss also thanked the Public Works Department for all their hard work on snow removal. C. TRUSTEES Trustee Manzo congratulated everyone on having the best sale tax year ever in Oak Brook history. VILLAGE OF OAK BROOK MINUTES Page 8 of 9 REGULAR MEETING OF JANUARY 13, 2015 Trustee Adler asked Sports Core Director VanDyke how the Sports Core Summer Brochure is coming along. He stated that it will be ready and mailed out in February. Trustee Yusuf wished everyone a happy and safe new year. He also thanked the Public Works Department for a job well done on snow removal. D. VILLAGE ATTORNEY Attorney Friedman clarified that he served as ethnics counsel for Governor Rauner’s transition into office and that the Governor has a fully staffed legal department that will take over the responsibilities. He also stated that the inauguration was very well done and that people are optimistic. E. VILLAGE PRESIDENT Finance Director Dangles stated that the October sales tax received in January were 3% more than the amount received for same time last year. Public Works Director Hullihan discussed snow removal and asked everyone to call with any issues they see including with infrastructure. 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) appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body pursuant to 2c(21) and 2c(1) 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 8:58 pm. 12. ADJOURNMENT Motion by Trustee Adler seconded by Trustee Wolin 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 VILLAGE OF OAK BROOK MINUTES Page 9 of 9 REGULAR MEETING OF JANUARY 13, 2015