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Minutes - 07/14/2015 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES Page 1 of 10 REGULAR MEETING OF JULY 14, 2015 MINUTES OF THE JULY 14, 2015 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON AUGUST 11, 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 7:01 pm. The Honor Guard of the Fire Department posted the colors and the Pledge of Allegiance was given. 2. SWEARING IN OF FIREFIGHTER/PARAMEDIC President Lalmalani requested that Chief Liss and the Board of Fire and Police Commissioners step forward with Clerk Pruss. He congratulated Firefighter/Paramedic Sarie Turner for completing probation and welcomed Jeffrey Kushner as he was sworn in as a Firefighter/Paramedic. Chairman Ed Main of the Board of Fire and Police Commissioners made introductory remarks about these two individuals and read each of the Appointment Orders. Village Clerk Pruss swore in each of the individuals and Fire Chief Liss congratulated both individuals, asked that family members come down for the badge pinning ceremony, and presented helmets to each of them. 3. 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 Edward Tiesenga, and Asif Yusuf ABSENT: 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, Fire Chief Barry Liss 4. PRESIDENT’S OPENING COMMENTS President Lalmalani stated that Agenda Item 10.C.1), a resolution pertaining to elected officials and the Illinois Municipal Retirement Fund, was pulled from the agenda. He then remarked that the Second District Appellate Court confirmed the invalidity of much of the pension liability related to former Oak Brook Police Chief Thomas Sheahan. Village Attorney Friedman explained the decision in this matter. President Lalmalani thanked Peter Friedman and Ben Schuster of Holland and Knight for all their hard work on this issue. VILLAGE OF OAK BROOK MINUTES Page 2 of 10 REGULAR MEETING OF JULY 14, 2015 President Lalmalani discussed the success of the Taste of Oak Brook and the fireworks held July 3rd. He thanked the McDonald’s Corporation for their sponsorship of the fireworks, and also Republic Services, Paramedic Services Inc., Evergreen Bank, The Hub Group, Holland and Knight, Inland Real Estate, Mesirow Financial, Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., Christopher Burke Engineering, Hitchcock Design Group and VisoGraphics for their donations. He also expressed thanks to Trustee Liaison Mike Manzo, the Police, Fire and Public Works Departments, Rick Ginex, Sharon Dangles, Trey VanDyke and Donna Bettin for working together to ensure a safe, fun day for our community. President Lalmalani then discussed the first 2015 Polo Event. He mentioned that a letter regarding polo had been delivered by Trustee Tiesenga to the Queen of England while he was there attending the anniversary of the signing of the Magna Carta, and President Lalmalani read the Queen’s reply. A. Proclamation – Athletes of the Year Village Clerk read the above Proclamation. B. Proclamation – National Night Out 2015 Village Clerk read the above Proclamation. C. Proclamation - Park and Recreation Month Village Clerk read the above Proclamation. President Lalmalani presented the Proclamation to new Park District Commissioner, Kevin Tan, and Mr. Tan made some brief remarks. D. Ordinances & Resolutions 1) RESOLUTION 2015-GL-BD-R-1480, A Resolution in Support of House Bill 0298 Permitting Municipalities to File for Federal Bankruptcy Protection Village Clerk read the above Resolution. Trustee Tiesenga discussed the details of this legislation. Motion by Trustee Tiesenga, seconded by Trustee Manzo, to adopt this Resolution. Discussion ensued regarding municipal bankruptcies, this legislation, costs and unfunded mandates. Village Attorney Friedman explained that bankruptcy involves restructuring of debt and could affect the pension obligations. President Lalmalani provided assurance that the Village is in good financial shape. Discussion ensued regarding passing this Resolution and unintended consequences of this legislation. Motion by Trustee Adler, seconded by Trustee Baar, to defer this issue. Further discussion ensued. VILLAGE OF OAK BROOK MINUTES Page 3 of 10 REGULAR MEETING OF JULY 14, 2015 ROLL CALL VOTE (regarding Deferral Motion): Ayes: 3 – Trustees Adler, Moy, Yusuf Nays: 4 – Trustees Baar, Manzo, Tiesenga, President Lalmalani Abstain: 0 – None Absent: 0 – None Motion failed. ROLL CALL VOTE (regarding Approval Motion): Ayes: 4 – Trustees, Manzo, Tiesenga, Yusuf, President Lalmalani Nays: 3 – Trustees Adler, Baar, Moy Abstain: 0 – None Absent: 0 – None Motion carried. 5. RESIDENT/VISITOR COMMENTS – None presented. 6. APPROVAL OF MINUTES A. REGULAR BOARD OF TRUSTEES MEETING OF JUNE 9, 2015 Motion by Trustee Yusuf, seconded by Trustee Manzo, to approve the Minutes of the Regular Board of Trustees Meeting of June 9, 2015. VOICE VOTE: Motion carried. B. SPECIAL COMMITTEE-OF-THE-WHOLE MEETING OF JUNE 17, 2015 Motion by Trustee Yusuf, seconded by Trustee Manzo, to approve the Minutes of the Special Committee-of-the-Whole Board of Trustees Meeting of June 17, 2015. VOICE VOTE: Motion carried. 7. 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 July 9, 2015- $3,073,723.25 Significant Items included in Above: 1) Holland & Knight LLP – Legal Services – May, 2015 - $11,775.50 (FY15 – YTD - $66,137.90) 2) Seyfarth, Shaw, LLP – Legal Services – May, 2015 - $2,312.50 (FY15– YTD - $9,220.45) 3) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – May, 2015 - $3,851.25 4) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – June, 2015 - $1,803.75 (FY15 – YTD - $13,602.68) VILLAGE OF OAK BROOK MINUTES Page 4 of 10 REGULAR MEETING OF JULY 14, 2015 5) Rathje Woodward, LLC - Legal Services - May, 2015 - $3,333.33 (FY15 – YTD - $16,666.65) TOTAL LEGAL BILLS PAID FOR 2015 - YTD - $107,341.68 6) Rush Truck Center – Vehicle Truck #509 Public Works - $155,651.00 7) Rush Truck Center – Vehicle Truck #506 Public Works - $158,039.00 8) DuPage Water Commissions – May, 2015 - $479,005.40 9) Pool Guards, Inc. – Pool Contract – Installment #2 of 3 – June 30 2015 - $40,686.00 10) DuPage Convention & Visitors Bureau – Co-Op Advertising, Point B Monthly February, March, April, May and June, 2015 - $61,505.61 11) Swimming Pool Management Systems, Inc (SPMS) – Repairs & Pool Supplies - $20,182.10 12) Central Blacktop Company – Payout #1 – 2015 Street Improvement Project - $249,316.12 13) Industria, Inc. – Payout #1 – 2015 Bridge Improvement Project - $66,068.10 14) J. Congdon Sewer Service, Inc. – Payout #1 – 2015 Water Main Project Construction - $649,744.20 15) FGN Services LLC d/b/a CertaPro Painters – Oak Brook Bath & Tennis Exterior Painting - $30,450.00 B. Approval of Payroll 1) For Pay Period Ending June 6, 2015 - $745,582.58 2) For Pay Period Ending June 20, 2015 - $722,410.73 3) For Pay Period Ending July 4, 2015 - $786,571.08 C. Authorization to Seek Bids or Proposals or Negotiate Contracts: 1) Consulting Planning Service for Oak Brook Zoning Ordinance Update D. Ordinances & Resolutions 1) ORDINANCE 2015-PP-S-1434, 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 2) ORDINANCE 2015-LC-AL-G-1050, 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 (Pizza Bar) 3) RESOLUTION 2015-IDOT-HWY-CNSTRUCT-R-1475, A Resolution Concerning Construction on State Highways VILLAGE OF OAK BROOK MINUTES Page 5 of 10 REGULAR MEETING OF JULY 14, 2015 4) ORDINANCE 2015-TC-CTRL-G-1051, An Ordinance Amending Title 7 (Motor Vehicles and Traffic) of the Village Code of the Village of Oak Brook in Relation to the Enforcement of Traffic Regulations in the Steeplechase Subdivision 5) ORDINANCE 2015-BD-OBHCVC-G-1052, An Ordinance Amending Sections 2- 5-2A and 2-5-3B of the Village Code of the Village of Oak Brook Relating to the Hotel, Convention and Visitors Committee 6) RESOLUTION 2015-FOI-REGS-EX1-R–1476, A Resolution Adopting New Village of Oak Brook Rules and Regulations Implementing the Freedom of Information Act 7) RESOLUTION 2015-IDOT-ENG-ST-IMPRV-R-1478, A Resolution for Improvement by Municipality under the Illinois Highway Code (St. Paschal/35th Street Project) 8) RESOLUTION 2015-IDOT-MFT-CNSTRCT-R-1477, A Resolution Executing the IDOT Construction Engineering Services Agreement for Motor Fuel Tax Funds (St. Paschal/35th Street Project) 9) ORDINANCE 2015-PD-OF-OBPKD-G-1054, An Ordinance Amending Title 3 (Public Safety) of the Village Code of the Village of Oak Brook in Relation to the Enforcement of the Laws and Rules of the Oak Brook Park District E. Bill Payment F. Village of Oak Brook – Monthly Financial Report – May, 2015 Motion by Trustee Yusuf, seconded by Trustee Manzo, to approve the Consent Agenda and authorize expenditures as presented or amended. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 8. ITEMS REMOVED FROM THE CONSENT AGENDA 7.A.6) Rush Truck Center – Vehicle Truck #509 Public Works - $155,651.00 7.A.7) Rush Truck Center – Vehicle Truck #506 Public Works - $158,039.00 VILLAGE OF OAK BROOK MINUTES Page 6 of 10 REGULAR MEETING OF JULY 14, 2015 Motion by Trustee Manzo, seconded by Trustee Baar, to approve Agenda Items 7.A.6) and 7.A.7). Trustee Manzo inquired if these were two different trucks. Engineering/Public Works Director Hullihan affirmed that these are two different main line plowing/dump trucks with slightly different accessories. He added that these expenditures were approved in the 2014 Budget, that the trucks are currently in service, but that the vendor was late in submitting the invoices. He stated that the used vehicles were over 15 years old, have been declared surplus and subsequently sold on I-Bid. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 7.A.10 DuPage Convention & Visitors Bureau – Co-Op Advertising, Point B Monthly February, March, April, May and June, 2015 - $61,505.61 Motion by Trustee Manzo, seconded by Trustee Baar, to approve Agenda Item 7.A.10. Trustee Manzo inquired whether Point B was still focused on an email campaign only. Village Manager Ginex replied that they have produced a website, done marketing in different locations, placards, and Metra placements. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 9. UNFINISHED BUSINESS A. Ordinances & Resolutions 1) ORDINANCE 2015-BD-BOT-G-1053, An Ordinance Amending Title 1, Chapter 4, Article B of the Village Code Regarding the Schedule for Meetings of the Village Board of Trustees Village Manager Ginex stated that the Board had discussed this matter at the June meeting. Motion by Trustee Baar, seconded by Trustee Moy, to approve this Ordinance. Discussion ensued. ROLL CALL VOTE: Ayes: 1 – Trustee Baar Nays: 4 – Trustees Adler, Manzo, Moy, Tiesenga Abstain: 0 – None Absent: 1 – Yusuf (stepped out briefly) VILLAGE OF OAK BROOK MINUTES Page 7 of 10 REGULAR MEETING OF JULY 14, 2015 Motion failed. B. Police Department Renovation Project Design Motion by Trustee Baar, seconded by Trustee Manzo, that staff be directed to conduct interviews of architectural/engineering firms per the Quality Based Selection process to determine a suitable firm/fee for the design of the Police Department renovation project. Trustee Baar stated that this is a project for the lower level of the Police Department for: • Parking for squads unloading detainees • Sally Port configuration • Booking area • Holding cells • Evidence storage • Main electrical service to Butler Government Center Engineering/Public Works Hullihan stated that 11 responses were received to the 2014 RFQ and those were narrowed to 3 firms. He discussed the process and requested that 1 or 2 Trustees be involved in the meetings. Discussion ensued regarding adding a cell interlock to separate prisoners, decontamination of cells and the previous space/needs analysis for the BGC. Discussion also ensued regarding number of individuals being booked or held, and financing for the $1.8 million project. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 10. ACTIVE BUSINESS A. 2014 CAFR Presentation – Jim Savio from Sikich Mr. Savio discussed the audit and reviewed the highlights of the CAFR. Discussion ensued regarding scope, audit opinion and internal service funds. B. Confirmation of Appointments 1) Oak Brook Hotel, Convention & Visitors Committee – Jesse Mercado (Drake’s General Manager) Motion by Trustee Yusuf, seconded by Trustee Manzo, to approve the appointment of Jesse Mercado, General Manager of the Drake Hotel, to the Oak Brook Hotel, Convention & Visitors Committee. VOICE VOTE: Motion carried. C. Ordinances & Resolutions VILLAGE OF OAK BROOK MINUTES Page 8 of 10 REGULAR MEETING OF JULY 14, 2015 1) RESOLUTION 2015-IMRF-BOT-R-1474, A Resolution Relating to the Participation by Elected Officials in the Illinois Municipal Retirement Fund As per stated during President Lalmalani’s comments, this agenda item was removed. 2) RESOLUTION 2015-PW-PG-R-1479, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of a Backup Generator Motion by Trustee Tiesenga, seconded by Trustee Manzo, that the Board waive competitive bidding and award a contract for the backup generator replacement; Pump Site B, by passing Resolution 2015-PW-PG-R-1479, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of a Backup Generator by and between the Village of Oak Brook and Charles Equipment Energy Systems, Des Plaines, Illinois. Trustee Manzo inquired as to the reason for waiving competitive bidding. Engineering/Public Works Director Hullihan explained the reason for replacement and the need for emergency power, as well as additional rental costs which would be incurred during a bidding process. He affirmed that it will take 6 to 8 weeks after approval to have this generator in place. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 11. INFORMATION & UPDATES A. VILLAGE MANAGER Village Manager Ginex deferred his comments to Information Technology Director Fox who presented a quick overview of the new website. He explained that staff worked with CivicPlus to develop the new website and that staff members are able to amend the website content. B. VILLAGE CLERK Village Clerk Pruss thanked Deputy Clerk Vonachen for all of her assistance. C. TRUSTEES Trustee Tiesenga praised the comments made by President Lalmalani at the July 12th Polo Event. Trustee Manzo explained that Agenda Item 10.C.1) was pulled because more information is needed to make sure there is no significant financial impact on the Village. He thanked the staff for their work on the Taste and briefly discussed the parking and traffic control. He also congratulated the Polo Committee on the first Polo Event, and also related a conversation he had with Senator Nybo at the Taste of Oak Brook. VILLAGE OF OAK BROOK MINUTES Page 9 of 10 REGULAR MEETING OF JULY 14, 2015 Trustee Baar discussed last week’s Sports Core Long-Range Planning Committee meeting. Trustee Moy expressed his pleasure at the outcome of the SLEP matter. Trustee Adler also discussed the Sports Core Long-Range Planning Committee meeting. Trustee Yusuf commented about the importance of charity in celebrating Ramadan. D. VILLAGE ATTORNEY Village Attorney Friedman had nothing to report. E. VILLAGE PRESIDENT Police Chief Kruger discussed that they were contacted by the Broward County Sheriff’s Department about a paroled individual who was planning to continue his criminal activity in the Oak Brook/Chicago area. Police Chief Kruger stated that detectives from Oak Brook, Downers Grove and Oakbrook Terrace instituted a surveillance of this individual which resulted in an arrest. Finance Director/Assistant Village Manager Dangles stated that she will be providing a second quarter financial update at the next Board meeting and remarked that the sales tax figures for the quarter were very positive. She added that she will be coming to the Board at the next meeting for pension funding requests. Engineering/Public Works Director Hullihan stated that a good deal of the Village is torn up with road/water main maintenance and thanked residents for their patience. Community Development Director Kallien discussed how busy the department is and that they will be undertaking the long-overdue update of the Zoning Code, which will probably take 12-18 months to complete. He stated that Bill Hudson and staff are working on Building Code updates and also that there are significant redevelopment projects. Resident Michael Forutan remarked on the excellent service of the Board. 12. ADJOURN TO CLOSED SESSION, For the purpose of discussing (1) minutes of meetings lawfully closed under this act (2) appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body, (3) litigation, and (4) collective negotiating matter pursuant to sections 2(c)(21), 2(c)(1), 2(c)(11), and 2(c)2 of the Illinois Open meetings Act, respectively. Motion by Trustee Tiesenga, seconded by Trustee Manzo, to adjourn to closed session at 9:33 p.m. VILLAGE OF OAK BROOK MINUTES Page 10 of 10 REGULAR MEETING OF JULY 14, 2015 ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 13. ADJOURNMENT Motion by Trustee Baar, seconded by Trustee Manzo, to adjourn the Regular Meeting of the Board of Trustees at 10:25 pm. VOICE VOTE: Motion carried. ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk