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Minutes - 02/24/2015 - Board of Trustees MINUTES OF THE FEBRUARY 24, 2015 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON MARCH 10, 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 7:03 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: Village Manager Rick Ginex; Finance Director/Assistant Village Manager Sharon Dangles; Community Development Director Robert Kallien, Jr.; Engineering/Public Works Director Michael Hullihan; Information Technology Director Jim Fox; Village Attorney Peter Friedman. 3. PRESIDENT’S OPENING COMMENTS President Lalmalani discussed Governor Rauner’s February 18th budget address, specifically that the Governor proposed to help fund the State’s budget problems with a 50% reduction in the Local Government Distributive Fund (LGDF). President Lalmalani stated that this reduction in funding could lead to more layoffs, additional delays and cancellations of capital projects, and increased taxes and user fees. He added that Oak Brook would stand to lose approximately $375,000 in funding going forward annually. President Lalmalani stated that he has been working closely with the DuPage Mayors and Managers Caucus, the Metropolitan Mayors Caucus and the Illinois Municipal League to strategize the best options in preserving the Village’s funding share. He expressed appreciation to Senator Chris Nybo who has stated that he is willing work with the municipalities toward reaching a compromise with the Governor regarding the LGDF. President Lalmalani then stated that there have been discussions at the legislative level with Governor Rauner in an effort to help lessen the pension burden on municipalities. He stated that while all new public safety employees are currently hired under the Tier II system, there is the possibility of the following changes: • Tier III pension legislation that would switch new public safety employees to a pension plan that is a defined contribution plan, such as a 457 plan; • The Tier III pension plan would be portable for the employee to take to another organization; VILLAGE OF OAK BROOK MINUTES Page 1 of 6 REGULAR MEETING OF FEBRUARY 24, 2015 • The risk and rewards would be assumed by the employee and not the municipality; • Legislation which would reduce the required funding levels of present pension plans to 75% from 90% and extend the deadline for full funding to 2050 from 2040; and • Combining all the State public safety pension funds to save costs. President Lalmalani disavowed the talk that the Village has been underfunding the Village’s public safety pensions and stated that over the last four years, the Village has contributed $8.7 million to both police and fire pensions, which is $2.6 million more than the previous administration. He remarked that the Village has not only been meeting but has been exceeding its pension funding obligations and even added an additional $350,000 to the fire pension in 2014. President Lalmalani then mentioned that February 19th was the start of the Chinese New Year. 4. RESIDENT/VISITOR COMMENTS Resident Stan Pruss invited everyone to come and meet the candidates this Saturday from 9:00 to 3:00. 5. APPROVAL OF MINUTES A. EXECUTIVE BOARD OF TRUSTEES MEETING OF JANUARY 13, 2015 Motion by Trustee Baar, seconded by Trustee Adler, to approve the minutes of the Regular Board of Trustees Meeting of January 13, 2015. VOICE VOTE: Motion carried. B. REGULAR BOARD OF TRUSTEES MEETING OF FEBRUARY 10, 2015 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the minutes of the Regular Board of Trustees Meeting of February 10, 2015. Trustee Adler requested discussion of these minutes in relation to the Gateway Signage agenda item on the February 10, 2015 agenda. He inquired how action was taken on an item labeled as a discussion item. Village Attorney Friedman stated that it is his opinion that just because an agenda item says “discussion”, action is not precluded from being taken on that item, and that the substance of the motion made on those items was not really for final approval. Trustee Adler disagreed and stated that one of the motion items approved the six sign locations. Trustee Manzo stated that six signs were not approved, rather that the Board voted to move forward with the project at the six locations, with the understanding that all of the signs would be coming back to the Board for approval. Discussion ensued regarding this agenda item and the pertinent text in the February 10, 2015 minutes. Motion by Trustee Yusuf, seconded by Trustee Moy, to amend the minutes to add the text: “a conceptual plan for six sign locations”. Trustee Baar suggested that moving forward there should be clarification that an agenda item is for discussion only. Trustee Adler stressed the importance of the Board seeing a VILLAGE OF OAK BROOK MINUTES Page 2 of 6 REGULAR MEETING OF FEBRUARY 24, 2015 draft agenda and there was general consensus. 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 19, 2015 - $1,053,032.08 Significant Items included in Above: 1) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – January, 2015 - $1,744.24 (FY15 – YTD - $1,744.24) 2) Rathje Woodward, LLC - Legal Services - January, 2015 - $3,333.33 (FY15 – YTD - $3,333.33) TOTAL LEGAL BILLS PAID FOR 2015 - YTD - $5,580.07 3) Treasurer, State of Illinois – Partial Payment #1 – Commerce Drive TCM Project - $156,840.23 4) Paramedic Services of Illinois, Inc. – Services for February, 2015 - $43,009.00 5) DuPage Water Commission – January, 2015 - $376,258.79 B. Approval of Payroll for Pay Period Ending February 14, 2015 - $702,033.44 C. Community Development Referrals 1) RBP Oak Brook, LLC (LeMeridien Hotel) – 2100 Spring Road – Special Use – Outdoor Dining D. Ordinances & Resolutions 1) RESOLUTION 2015-MRKTG-AG-EX-R-1439, A Resolution Approving and Authorizing the Execution of a Retainer Fee Services Agreement for Advertising and Marketing Services By and Between the Village of Oak Brook and Point B Communications 2) RESOLUTION 2015-GIS-AG-EX1-R-1435, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and Ayres Associates, Inc. to Provide the Village Geospatial 3) RESOLUTION 2015-PW-PG-CNTRCT-R-1440, A Resolution Approving the Purchase of a Tandem Drum Vibratory Asphalt Roller VILLAGE OF OAK BROOK MINUTES Page 3 of 6 REGULAR MEETING OF FEBRUARY 24, 2015 4) RESOLUTION 2015-SR-FP-EX-R-1437, A Resolution Approving the Final Plat for the Duchossois Group Resubdivision in the Village of Oak Brook, Illinois 5) RESOLUTION 2015-SR-FP-EX-R-1436, A Resolution Approving the Final Plat for the 1220/1300 Kensington Resubdivision in the Village of Oak Brook, Illinois 6) ORDINANCE 2015-LC-AL-G-1044, An Ordinance Amending Title 4, Chapter 1, Section 8A of the Village Code of the Village of Oak Brook, Illinois Relative to the Number of Authorized Liquor Licenses 7) RESOLUTION 2015-DUMM-LP-R-1438, A Resolution Adopting the 2015 Legislative Positions and Priorities of the DuPage Mayors and Managers Conference 8) ORDINANCE 2015-PP-S-1420, A 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 E. Monthly Treasurer’s Report – January 31, 2015 & Major Fund Financial Motion by Trustee Moy, seconded by Trustee Yusuf, to approve the Consent Agenda and authorize expenditures as presented or amended. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 7. ITEMS REMOVED FROM THE CONSENT AGENDA -- NONE 8. ACTIVE BUSINESS A. 2014 Legal Update Trustee Moy provided a slide presentation regarding the Village’s 2014 legal costs. He stated that the 2014 legal expenditures positively compare with the last ten years and then discussed the law firms the Village utilizes and the matters handled by them. In response to an inquiry, Village Attorney Friedman explained the Schoppe matter. Resident Harry Peters discussed legal costs and inquired about bidding out for general counsel work. Trustee Moy explained that it is not a simple matter because it involves quality of work, services provided and not just cost, but that the matter is continuing to be discussed. President Lalmalani expressed that the legal costs have really decreased and thanked the Trustees who brought in a new concept of legal work. Trustee Wolin VILLAGE OF OAK BROOK MINUTES Page 4 of 6 REGULAR MEETING OF FEBRUARY 24, 2015 remarked that the quality of the current general counsel is very high. Trustee Manzo discussed the attorney fees and the importance of going out for bid even when the quality of the legal counsel is high. Trustee Yusuf discussed that it would be preferable to wait to go out for bid for general counsel after the new Board is in place. President Lalmalani inquired about legal costs of comparable communities and Trustee Moy replied that there were not many responses, but of the ones received, the legal costs were comparable. He added that it is difficult to compare because of the difference in legal matters. 10. INFORMATION & UPDATES A. VILLAGE MANAGER Village Manager Ginex had nothing to report. Trustee Adler requested additional information on the savings regarding GIS and Village Manager Ginex agreed to provide before the next Board meeting. B. VILLAGE CLERK Village Clerk Pruss reminded those present that voter registration is only available at the Village Hall and the Library until March 10th. She stated that from March 11th through the 23rd those wishing to register will have to do so at the County, and then Early Voting will be starting. She also mentioned that live streaming of the Village Board meetings is available. C. TRUSTEES Trustee Manzo expressed that the Village has been under budget for the last four years. He also remarked about the increase in projects and permit fees in the last four years and thanked the hard work of the staff. Trustee Baar thanked Village Clerk Pruss and Information Technology Director Jim Fox for helping to make the live streaming available so that he could watch the last two Board meetings remotely. Trustee Moy mentioned that his last oil painting is on display at the library. Trustee Yusuf urged caution in the coming weather conditions. D. VILLAGE ATTORNEY Village Attorney Friedman had nothing to report. E. VILLAGE PRESIDENT President Lalmalani thanked all the members of the legal committee for working so hard to reduce the legal costs. 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(11) of the Illinois Open Meetings Act, respectively VILLAGE OF OAK BROOK MINUTES Page 5 of 6 REGULAR MEETING OF FEBRUARY 24, 2015 Motion by Trustee Baar, seconded by Trustee Adler, to adjourn to closed meeting at 8:03 p.m. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 12. RECONVENE – The closed meeting was adjourned and reconvened to open meeting at 8:27 p.m. 13. ADJOURNMENT Motion by Trustee Yusuf seconded by Trustee Manzo to adjourn the Regular Meeting of the Board of Trustees at 8:27 pm. VOICE VOTE: Motion carried. ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk VILLAGE OF OAK BROOK MINUTES Page 6 of 6 REGULAR MEETING OF FEBRUARY 24, 2015