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
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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
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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
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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
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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.
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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
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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
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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.
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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
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