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Minutes - 02/10/2015 - Board of TrusteesMINUTES OF THE FEBRUARY 10, 2015 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK AS AMENDED ON FEBRUARY 24, 2015 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 Michael Manzo, Mark Moy, Gerald Wolin, and Asif Yusuf. ABSENT: Trustee Donald Adler, Trustee John Baar IN ATTENDANCE: Village Manager Rick Ginex; Community Development Director Robert Kallien, Jr.; Finance Director Sharon Dangles; Library Director Susan Madorin; Engineering /Public Works Director Michael Hullihan; Sports Core Director Trey VanDyke; Information Technology Director Jim Fox; Village Attorney Peter Friedman. 3. PRESIDENT'S OPENING COMMENTS President Lalmalani remarked about the death on February 8, 2015 of retired Oak Brook Fire Chief James Clark. Village President Lalmalani stated that Retired Chief Clark began his career at Oak Brook in 1967 and ultimately served as Fire Chief before retiring after over 20 years of service in 1988. President Lalmalani requested a moment of silence in honor of Retired Fire Chief Clark and his family. President Lalmalani discussed that two Trustees were absent tonight and that past practice has been to sometimes allow them to attend via teleconference. He referred to the Village Code regarding the exceptions for attendance via teleconference and stated that he would like to abide by these exceptions. Trustee Wolin commented that he agrees with this policy and added that live streaming is available for absent Trustees. Trustee Yusuf stated that he agreed with following the policy, but that if the majority feels the Code should be changed, then it can be addressed at a future meeting. Consensus with the policy. President Lalmalani thanked the Public Works department for the long and difficult homy and the outstanding job they did plowing the snow during the recent storm. Trustee Moy remarked that even when there was no snow, the Public Works department was out cutting down dead ash trees. VILLAGE OF OAK BROOK MINUTES Page I of 7 REGULAR MEETING OF FEBRUARY 10, 2015 President Lalmalani discussed a town hall meeting held recently in Lombard where the Governor attended. President Lalmalani then expressed concern over the Local Government Distributive Funds possibly decreasing or cutting funding entirely. 4. RESIDENTNISITOR COMMENTS Kathy Maher reported that a caftan worn by Michael Butler to a Paris opening and later donated by him is currently on loan from the Oak Brook Historical Society to the Fashion and Textile Museum in London. Mark Karambelas thanked the Police and Fire Departments for keeping the community safe and the Public Works Department for their hard work keeping the roadways cleaned up after the large snowfall. He congratulated Finance Director Sharon Dangles on becoming Assistant Village Manager and also Jim Fox on his promotion. He then remarked on the positive financial and other features of the Village. 5. APPROVAL OF MINUTES A. REGULAR BOARD OF TRUSTEES MEETING OF JANUARY 27, 2015 Motion by Trustee Yusuf, seconded by Trustee Moy, to approve the minutes of the Regular Board of Trustees Meeting of January 27, 2015. 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 February 5, 2015 - $497,106.40 Significant Items included in Above: 1) Holland & Knight LLP — Legal Services — December, 2014 - $5,874.60 (FYI 4 — YTD - $245,801.64) TOTAL LEGAL BILLS PAID FOR 2014 - YTD - $377,206.15 B. Approval of Payroll for Pay Period Ending January 31, 2015 - $663,092.77 C. Community Development Referrals 1) Pembroke — Siddigi — 1715 York Road —Variation D. Authorization to Seek Bids or Proposals or Negotiate Contracts 1) Heritage Center HVAC Project VILLAGE OF OAK BROOK MINUTES Page 2 of 7 REGULAR MEETING OF FEBRUARY 10, 2015 E. Ordinances & Resolutions 1) ORDINANCE 2015- LY- CMPTR -EXl -S -1416, An Ordinance Adopting a Revision to the Computer Use Policy for the Oak Brook Public Library 2) ORDINANCE 2015- LY -EXI -S -1417, An Ordinance Adopting a Revision to the Meeting Room and Quiet Study Rooms Policy for the Oak Brook Public Library 3) RESOLUTION 2015- PD- VEH -PG -R -1434, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Certain Replacement Police Vehicles 4) ORDINANCE 2015 -PP -S -1418, An 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 5) RESOLUTION 2015 - IRMA -R -1433, A Resolution Appointing Representatives to the Intergovernmental Risk Management Agency 6) ORDINANCE 2015- ZO- V -EX -S -1415, An Ordinance Granting a Variation from the Provisions of Section 13 -7C -3 of Title 13 ( "Zoning Regulations ") of the Village Code of the Village of Oak Brook Relative to the Required Front Yard Setback for the Property at 1901 22nd Street in the Village of Oak Brook, Illinois 7) ORDINANCE 2015 -BU -S -1419, An Ordinance Authorizing an Amendment to the 2015 Budget F. Oak Brook Half- Marathon Motion by Trustee Wolin, seconded by Trustee Moy, to approve the Consent Agenda and authorize expenditures as presented or amended. ROLL CALL VOTE: Ayes: 4 — Trustees Manzo, Moy, Wolin, Yusuf Nays: 0 —None Abstain: 0 —None Absent: 2 — Trustee Adler, Trustee Baar Motion carried. 7. ITEMS REMOVED FROM THE CONSENT AGENDA -- NONE BOARD & COMMISSION RECOMMENDATIONS A. Duchossois Group Plat of Resubdivision — 1818 Swift Drive and 300 - 306 -310 Windsor Drive — Final Plat - Consolidate Two Lots VILLAGE OF OAK BROOK MINUTES Page of 7 REGULAR MEETING OF FEBRUARY 10, 2015 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 consolidate two lots at 1818 Swift Drive and 300 - 306 -310 Windsor Drive into one lot as proposed, subject to the following conditions: 1. Final approval by the Village Engineer; and 2. 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 February 24, 2015 Board of Trustees meeting. Trustee Wolin discussed the consolidation and building plans along with Community Development Director Kallien. Then, Bill Huffman with the Duchossois Group explained the consolidation of and plans for the lots with a slide presentation. Trustee Wolin discussed that this is part of the commercial redevelopment being done in the Village. Trustee Yusuf commented on the positive aspects of this redevelopment. Resident Harry Peters requested that the neighbors of this development be able to view the site plans. He requested that the Village address the increasing traffic on North York Road. Resident Heidi Lawton read a letter from Residents Mr. and Mrs. Baruso regarding natural screening of the borders of the new development. Ms. Lawton also requested to be able to see the plans and asked that the residential properties be shielded with a natural buffer. Community Director Kallien affirmed that the Duchossois Group is not going to put any parking in the rear of the property and are maintaining all of the setbacks per the Code. President Lalmalani pledged that improvements would continue in that area. Trustee Moy affirmed that the York Road problem has been on the Board's agenda for awhile, but there have been some issues with the Illinois Department of Transportation. Trustee Manzo stated that there was a meeting on this last week. Engineering /Public Works Director Hullihan said that there is an issue with the bridges in that area and there have been discussions with the Tollway Authority. Trustee Manzo thanked the Duchossois Group for retaining the greenery. Trustee Yusuf discussed the screening issues and asked about the impact of the project on local traffic. Community Development Director Kallien replied that the new development is comparable to the other buildings and said the original employee component of the complex was about 400 -800. He added that the site could accommodate more development than what the Duchossois Group is requesting. ROLL CALL VOTE: Ayes: 4 — Trustees Manzo, Moy, Wolin, Yusuf Nays: 0 —None Abstain: 0 — None Absent: 2 — Trustee Adler, Trustee Baar Motion carried. B. 1220 and 1300 Kensington Resubdivision —Final Plat— Two Lot Subdivision VILLAGE OF OAK BROOK MINUTES Page 4 of 7 REGULAR MEETING OF FEBRUARY 10, 2015 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 for the properties located and 1220 and 1300 Kensington Road that would adjust the existing lot lines as proposed subject to the following conditions: 1. The Reciprocal Easements, Covenants and Restrictions to be recorded prior to the recording of the Final Plat. 2. Final approval by the Village Engineer; and 3. 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 February 24, 2015 Board of Trustees meeting. Community Development Director Kallien explained this development plan. George Weems discussed the plans of his client for sale of one of the buildings. ROLL CALL VOTE: Ayes: 4 —Trustees Manzo, Moy, Wolin, Yusuf Nays: 0 —None Abstain: 0 —None Absent: 2 — Trustee Adler, Trustee Baar Motion carried. 9. ACTIVE BUSINESS A. Gateway Signage Discussion Motion by Trustee Wolin, seconded by Trustee Manzo, to approve the Gateway Signage Construction Plan prepared by Hitchcock Design Group as a conceptual plan for the construction of up to six additional Gateway signs at major entry points into the Village during 2015 -2016, including: 1. Approval of the six proposed locations, 2. Authorization for the Village Manager to approve contracts with Hitchcock for the final design and preparation of construction documents for each sign, if within his spending authority, 3. Authorization for the Village Streetscape Committee to determine the size of each sign, and 4. Approval of including the names and logos of adjacent or relevant private sector or governmental properties (e.g., "Oakbrook Center ") on selected signs. Streetscape Committee Chairman, Jeff Kennedy, talked about the past Gateway signage discussions with the Board and the Streetscape and Commercial Revitalization Committees. IIe then discussed the particular plan prepared by Hitchcock Design Group. Tim King of Hitchcock Design Group explained the signage plans with a slide presentation. Mr. Kennedy addressed questions from the Board. Village Trustees commented on the signage plan and expressed support of the project. VILLAGE OF OAK BROOK MINUTES Page 5 of 7 REGULAR MEETING OF FEBRUARY 10, 2015 Resident Bill Lindeman expressed support of the signage plan and commented that since it was not part of the agenda packet, it should be voted on later. Trustee Manzo replied that the vote tonight is just to move the project forward and that the issue would be coming back to the Board. Discussion ensued regarding contributions from the private sector. ROLL CALL VOTE: Ayes: 4 — Trustees Manzo, Moy, Wolin, Yusuf Nays: 0 — None Abstain: 0 —None Absent: 2 — Trustee Adler, Trustee Baar Motion carried. 10. INFORMATION & UPDATES A. VILLAGE MANAGER Village Manager Ginex reported that the Village offices would be closed next Monday for President's Day. He also congratulated staff and Kate Andris, Human Resource Generalist, for the results of the IRMA Management Program regarding risk assessment and safety programs and that the Village has received a 90% rating. B. VILLAGE CLERK Village Clerk Pruss informed those present that live streaming is now available to view the Board meetings. She also reminded those present that the Consolidated Election is April 7t" and that voter registration is available at the Village Hall and the Library until March 10`x'. She stated that after that date, those wishing to register will have to do so at the County. C. TRUSTEES Trustee Manzo congratulated the Clerk's office for the live video streaming capability. He urged continued diligence as a Village if the Local Government Distributive Funds are lost. Trustee Manzo also congratulated the Clerk's office for the live video streaming capability as well as meetings being available on YouTube. 'trustee Yusuf also congratulated the Clerk's office for this and thanked the Public Works Department in dealing with a very challenging condition. D. VILLAGE ATTORNEY Village Attorney Friedman had nothing to report. E. VILLAGE PRESIDENT President Lalmalani asked staff members for anything to report. Information Technology Director Fox thanked the Board and the Village Manager for the new position and stated that he looks forward to working with all the directors to manage VILLAGE OF OAK BROOK MINUTES Page 6 of 7 REGULAR MEETING Of FEBRUARY 10, 2015 and support technology for the entire Village. Engineering /Public Works Director Hullihan thanked the Board for their comments and Urged caution in the cold and slick conditions. Community Development Director Kallien reported that the mall project -- theatre, parking deck, restaurant, building, will begin the site preparation next week and will be submitting building permits. 11. ADJOURN TO CLOSED SESSION, For the purpose of discussing (1) minutes of meetings lawfully closed under this act, (2) collective negotiating matters, and (3) litigation matters pursuant to 2c(21), 2c(2), and 2c(1 I) of the Illinois Open Meetings Act, respectively Motion by Trustee Yusuf, seconded by Trustee Manzo, to adjourn to closed meeting at 8:38 p.m. ROLL CALL VOTE: Ayes: 4 — Trustees Manzo, Moy, Wolin, Yusuf Nays: 0 —None Abstain: 0 — None Absent: 2 — Trustee Adler, Trustee Baar Motion carried. 12. RECONVENE — The closed meeting was adjourned and reconvened to open meeting at 9:16 p.m. 13. ADJOURNMENT Motion by Trustee Manzo seconded by Trustee Yusuf to adjourn the Regular Meeting of the Board of Trustees at 9:16 pm. VOICE VOTE: Motion carried. ATTEST: /s /Charlotte K. Pruss Charlotte K. Pruss Village Cleric VILLAGE, OE OAK BROOK MINUTES Page 7 of 7 REGULAR MEETING OF FEBRUARY 10, 2015