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Minutes - 06/09/2015 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES Page 1 of 7 REGULAR MEETING OF JUNE 9, 2015 MINUTES OF THE JUNE 9, 2015 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JULY 14, 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 7:02 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, Edward Tiesenga, and Asif Yusuf ABSENT: Trustee Mark Moy, Trustee Michael Manzo (arrived at 7:05 p.m.) IN ATTENDANCE: Village Manager Rick Ginex; Village Attorney Peter Friedman; Finance Director/Assistant Village Manager Sharon Dangles; Community Development Director Bob Kallien; Engineering/Public Works Director Michael Hullihan; Information Technology Director Jim Fox; Police Chief Jim Kruger 3. PRESIDENT’S OPENING COMMENTS President Lalmalani congratulated Butler Junior High School 8th Grader Chris Chang, who won the DuPage County Spelling Bee in February and qualified to participate in the Scripps National Spelling Bee held at the end of May in Washington DC. A. Ordinances & Resolutions 1) RESOLUTION 2015-AP-R-1472, A Resolution of Appreciation and Recognition for Daniel L. Goodwin President Lalmalani discussed the many civic contributions Mr. Goodwin has made and Village Clerk Pruss read the Resolution of Appreciation and Recognition. Motion by Trustee Adler, seconded by Trustee Yusuf, to approve Resolution R-1472. VOICE VOTE: Motion carried. Sara O’Donnell, of the DuPage County Historical Museum, discussed the Museum’s purpose and collections as well as Mr. Goodwin’s contributions. She then introduced a video illustrating his achievements. Following the video presentation, President Lalmalani presented Mr. Goodwin with the resolution on a plaque and Mr. Goodwin spoke briefly. VILLAGE OF OAK BROOK MINUTES Page 2 of 7 REGULAR MEETING OF JUNE 9, 2015 2) RESOLUTION 2015-GL-BD-R-1473, A Resolution in Support of Local Control of Project Labor Costs in Relation to the Prevailing Wage Law Village Clerk Pruss read the above Resolution. Motion by Trustee Tiesenga, seconded by Trustee Yusuf, to approve Resolution R- 1473. The following individuals spoke in opposition to the above Resolution: Frank Furco, DuPage County Building Trades Ken Edwards, Local #150 Bridget Early, Chicago Federation of Labor Josh Weger, Illinois/Iowa Foundation for Fair Contracting The following individuals spoke in support of the above Resolution: Tom Sleeter, Resident Chuck Thompson, Resident Henry Rico, Resident Trustee Tiesenga discussed the issues regarding the Prevailing Wage Law and free market wage rates. Discussion ensued. VOICE VOTE: Motion carried. 4. RESIDENT/VISITOR COMMENTS - Above 5. APPROVAL OF MINUTES A. EXECUTIVE BOARD OF TRUSTEES MEETING OF APRIL 28, 2015 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Executive Board of Trustees Meeting of April 28, 2015. VOICE VOTE: Motion carried. B. REGULAR BOARD OF TRUSTEES MEETING OF MAY 26, 2015 Motion by Trustee Baar, seconded by Trustee Yusuf, to approve the Minutes of the Executive Board of Trustees Meeting of May 26, 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 June 4, 2015 - $426,797.73 Significant Items included in Above: VILLAGE OF OAK BROOK MINUTES Page 3 of 7 REGULAR MEETING OF JUNE 9, 2015 1) Robert Mudra and Morici, Figlioli and Associates – Settlement Payment per Agreement -Approved by Board of Trustees on 05/26/15 B. Approval of Payroll for Pay Period Ending May 23, 2015 - $710,847.28 C. Authorization to Seek Bids or Proposals or Negotiate Contracts 1) Network Server Virtualization 2) Butler Government Center (BGC); Gas Heat Transition D. Ordinances & Resolutions 1) ORDINANCE 2015-PW-WPA-EX2-S-1433, An Ordinance Adopting the Prevailing Wage Standards for the Village Of Oak Brook, Illinois 2) ORDINANCE 2015-ZO-V-EX-S-1431, An Ordinance Granting a Variation from the Provisions of Section 13-10E-3C.2 of Title 13 (“Zoning Regulations”) of the Village Code of the Village of Oak Brook Relative to the Required Side Yard Setback for the Property at 2119 Clearwater Drive in the Village of Oak Brook, Illinois 3) ORDINANCE 2015-ZO-SU-EX-S-1432, An Ordinance Granting a Special Use for an Outdoor Dining Area Adjacent to a Restaurant for the Property Located at 2119 Clearwater Drive in the Village of Oak Brook, Illinois Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Consent Agenda and authorize expenditures as presented or amended. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Moy Motion carried. 7. ITEMS REMOVED FROM THE CONSENT AGENDA 6.C.2) Authorization to Seek Bids or Proposals or Negotiate Contracts - Butler Government Center (BGC); Gas Heat Transition Trustee Adler discussed the gas heat transition issues and that they have been handled piecemeal. Motion by Trustee Adler, seconded by Trustee Tiesenga, to defer this issue and couple it with what will happen with the Heritage Center. VILLAGE OF OAK BROOK MINUTES Page 4 of 7 REGULAR MEETING OF JUNE 9, 2015 Engineering/Public Works Director Hullihan explained the history of the resistive heat circuit and cost reductions of better controls. Lengthy discussion ensued. VOICE VOTE: Motion to Defer failed, 4 to 1. Motion by Trustee Tiesenga, seconded by Trustee Manzo, that staff be instructed to complete the design and advertise this project for bids. More information was requested from Engineering/Public Works Director Hullihan and he discussed that the logical time to deal with these issues would be when the lower level of the Police Department project is next discussed. ROLL CALL VOTE: Ayes: 4 – Trustees Baar, Manzo, Tiesenga, Yusuf Nays: 1 – Trustee Adler Abstain: 0 – None Absent: 1 – Trustee Moy Motion carried. 6.D.1) ORDINANCE 2015-PW-WPA-EX2-S-1433, An Ordinance Adopting the Prevailing Wage Standards for the Village Of Oak Brook, Illinois Trustee Tiesenga discussed the State Statute pertaining to the Prevailing Wage Act. Village Attorney Friedman clarified the statutory requirements and discussed the consequences of non-compliance. Trustee Tiesenga remarked that according to the Statute, a Village could establish its own prevailing wage rates. Discussion ensued with further clarification from Village Attorney Friedman. He stated that even if this Ordinance does not pass, the rates will still default to those provided by the Department of Labor and discussed the Illinois Attorney General’s opinion regarding compliance with the Act. Motion by Trustee Tiesenga, second by Trustee Manzo, to approve this Ordinance. ROLL CALL VOTE: Ayes: 2 – Trustees Adler, Baar Nays: 3 – Trustees Manzo, Tiesenga, Yusuf Abstain: 0 – None Absent: 1 – Trustee Moy Motion failed, 3 to 2. 8. UNFINISHED BUSINESS A. Heritage Center Heating Ventilation and Air Conditioning (HVAC) Project Phase I and Phase II – Motion to Reject Bids Or Approval of Resolutions 1) RESOLUTION 2015-BSLMUSEUM-CNTRCT-R-1470, A Resolution Approving and Authorizing the Award and Execution of a Contract Relating to Phase 1 of the Heritage Center Improvements By and Between the Village of Oak Brook and VILLAGE OF OAK BROOK MINUTES Page 5 of 7 REGULAR MEETING OF JUNE 9, 2015 Troop Contracting, Inc. 2) RESOLUTION 2015-BSLMUSEUM-CNTRCT-R-1471, A Resolution Approving and Authorizing the Award and Execution of a Contract Relating to Phase 2 of the Heritage Center Improvements By and Between the Village of Oak Brook and Oak Brook Mechanical Services, Inc. Motion by Trustee Tiesenga, seconded by Trustee Manzo, that the Board reject all bids for the Heritage Center HVAC Project (Phase I and Phase II) and that staff be instructed to program the project in the 2020 fiscal year. Discussion ensued regarding whether to approve/reject this project at this time. Oak Brook Historical Society Representative Kathy Maher spoke in support of proceeding with the HVAC projects now instead of delaying them and provided a handout. Engineering/Public Works Director Hullihan discussed how the HVAC system has been working. Further discussion ensued regarding funding. ROLL CALL VOTE: Ayes: 3 – Trustees Manzo, Tiesenga, Yusuf Nays: 2 – Trustees Adler, Baar Abstain: 0 – None Absent: 1 – Trustee Moy Motion carried, 3 to 2. B. Authorization to Seek Bids or Proposals or Negotiate Contracts 1) Gateway Signs – 31st Street/York Road and Spring Road/York Road Motion by Trustee Tiesenga, seconded by Trustee Manzo, that staff advertise for competitive bids for gateway signs at 31st Street/York Road and Spring Road/York Road. Resident William Lindeman remarked about secondary messages on the signs. Engineering/Public Works Director Hullihan discussed secondary messages and he requested some guidance. Discussion ensued regarding secondary messages and sign designs and bidding out for each location separately. ROLL CALL VOTE: Ayes: 3 – Trustees Baar, Tiesenga, Yusuf Nays: 2 – Trustees Adler, Manzo Abstain: 0 – None Absent: 1 – Trustee Moy Motion carried, 3 to 2. 9. ACTIVE BUSINESS VILLAGE OF OAK BROOK MINUTES Page 6 of 7 REGULAR MEETING OF JUNE 9, 2015 A. Authorization to Seek Bids or Proposals or Negotiate Contracts 1) Audit Services Motion by Trustee Manzo, seconded by Trustee Adler, that the Village Board authorize staff to issue a request for proposal (RFP) for audit services for the years ended December 31, 2015 through 2019. Trustee Manzo then withdrew his Motion. Motion by Trustee Manzo, seconded by Trustee Adler, that the Village Board authorize staff to issue a request for proposal (RFP) for audit services for the years ended December 31, 2015 through 2017. Trustee Adler discussed the importance of internal accounting controls and suggested separate audits by the pension funds. VOICE VOTE: Motion carried. B. Village Board Meetings – Notice of Meetings- Motion to Cancel 07/28/15 Board of Trustees Meeting Motion by Trustee Baar, seconded by Trustee Manzo, to cancel the second Village Board meeting on July 28, 2015 and combine it with the August 11, 2015 Village Board meeting. Trustee Baar discussed that this would save staff time and be more efficient to consider going to a single meeting in certain months, throughout the year and/or holding special meetings. It was suggested that all department heads should attend the Village Board meetings even if they do not have an agenda item. It was also suggested that a to-do list be utilized to determine when special meetings need to be held. VOICE VOTE: Motion carried. Village Manager Ginex requested some guidance regarding going forward on an annual basis for next year. Consensus to re-address the consideration of holding only one meeting per month year round with special Committee-of-the-Whole meetings in between as needed. 10. INFORMATION & UPDATES A. VILLAGE MANAGER Village Manager Ginex discussed that there will be remodeling at the front counter of the Village Hall starting June 19th. B. VILLAGE CLERK Village Clerk Pruss informed those present of “Take Care of Business Day” on June 23rd at the Library. C. TRUSTEES VILLAGE OF OAK BROOK MINUTES Page 7 of 7 REGULAR MEETING OF JUNE 9, 2015 Trustee Manzo thanked the Board for the thoughtful discussions at the meeting. Trustee Tiesenga remarked that he is traveling to London with the American Bar Association to commemorate the signing of the Magna Carta. He affirmed that he will be delivering a letter from President Lalmalani inviting the Queen and Prince Charles to polo next year. D. VILLAGE ATTORNEY Village Attorney Friedman had nothing to report. E. VILLAGE PRESIDENT IT Director Fox mentioned that the switch to another telephone service provider per the RFP went well and that the cost savings are significantly greater than anticipated. He also discussed upcoming changes in the website. Finance Director/Assistant Village Manager Dangles stated that the sales tax budget projections have been exceeded through June by $90,000+ and are up $263,000 from this time last year. She added that the Finance Department is looking into credit card processing for permits and miscellaneous payments and that this will be brought up for discussion before the Board in the future. 11. ADJOURNMENT Motion by Trustee Yusuf, seconded by Trustee Adler, to adjourn the Regular Meeting of the Board of Trustees at 10:28 pm. VOICE VOTE: Motion carried. ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk