Minutes - 09/08/2015 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES Page 1 of 9 REGULAR MEETING OF SEPTEMBER 8, 2015
MINUTES OF THE SEPTEMBER 8, 2015 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
SEPTEMBER 22, 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, Edward Tiesenga, and Asif Yusuf
ABSENT: None
IN ATTENDANCE: Village Manager Rick Ginex; Village Attorney Peter Friedman;
Assistant Village Manager/Finance Director Sharon Dangles; Community
Development Director Bob Kallien; Information Technology Director Jim
Fox; Police Chief Jim Kruger
3. PRESIDENT’S OPENING COMMENTS
President Lalmalani asked for a moment of silence for Oak Brook resident and former Plan
Commission member, Don Haglund, who passed away on August 21, 2015. Trustee Yusuf
remarked about Mr. Haglund.
President Lalmalani reported that the Oak Brook Half Marathon was once again a success
with approximately 850 people participating. He invited everyone to the annual September
11th Patriot Day Memorial Ceremony this Friday at 11:00am at Village Hall. President
Lalmalani congratulated Trustee Yusuf on being re-elected to represent DuPage County
District 2 on the Stormwater Committee. President Lalmalani mentioned that Trustee
Yusuf also represents the Village of Oak Brook on the Central Tri-State I-294 Tollway
Corridor Planning Council. Trustee Yusuf explained the purpose of the Council.
A. Janko Development Group Presentation - 210 22nd Street (22nd Street and Windsor
Drive) -Preliminary Board Review - Planned Development
Community Development Director Kallien explained the purpose for this presentation.
Greg Spanos, from the Janko Development Group, provided a presentation regarding the
planned development of a Hyatt House & Restaurant and the project’s architect explained
the hotel project in more detail. Questions and concerns were addressed by Mr. Spanos and
Community Development Director Kallien.
4. RESIDENT/VISITOR COMMENTS – None presented.
VILLAGE OF OAK BROOK MINUTES Page 2 of 9 REGULAR MEETING OF SEPTEMBER 8, 2015
5. APPROVAL OF MINUTES
A. REGULAR EXECUTIVE MEETING MINUTES OF JULY 14, 2015
Motion by Trustee Manzo, seconded by Trustee Adler, to approve the Minutes of the
Regular Executive Meeting of July 14, 2015. VOICE VOTE: Motion carried.
B. REGULAR BOARD OF TRUSTEES MEETING OF AUGUST 11, 2015
Motion by Trustee Tiesenga, seconded by Trustee Manzo, to approve the Minutes of
the Regular Board of Trustees Meeting of August 11, 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 on August 20, 2015 - $1,056,483.28
For Period Ending on September 3, 2015 - $977,342.11
Significant Items included in Above:
1) Holland & Knight LLP – Legal Services - July, 2015 - $11,755.00 (FY15 - YTD -
$89,798.40)
2) Seyfarth, Shaw, LLP – Legal Services - July, 2015 - $6,991.25 (FY15 - YTD -
$16,211.70)
3) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services -
July, 2015 - $2,486.25 (FY15 – YTD - $16,088.93)
TOTAL LEGAL BILLS PAID FOR 2015 -YTD - $145,456.51
4) Standard Equipment Company - Leaf Loader - $50,964.00
5) Intergovernmental Risk Management Agency - July Deductible & Optional
Deductible - $43,387.88
6) DuPage Water Commission - July, 2015 - $593,237.45
7) Ravenswood Special Events, Inc. - Taste of Oak Brook - 2015 Final Invoice -
$88,459.32
8) Miles Chevrolet – 2015 Chevrolet Tahoe 4WD 9C -1 - $34,040.00
9) DuPage Convention & Visitors Bureau – Co-Op Advertising, Point B Monthly
Retainer Fee - July 2015, Point B Monthly Retainer Fee - August 2015 -
$47,705.68
10) DuPage Convention & Visitors Bureau - 20% of 1% Quarterly Dues - April, May,
June, 2015 - $21,000.11
VILLAGE OF OAK BROOK MINUTES Page 3 of 9 REGULAR MEETING OF SEPTEMBER 8, 2015
11) Central Blacktop Company - 2015 Street Improvement Project - Payout #3 -
$409,018.49
12) Tyler Technologies - Munis Software Maintenance Renewal - September 20, 2015
to September 19, 2016 - $48,001.43
B. Approval of Payroll:
1) For Pay Period Ending on August 15, 2015 - $738,788.09
2) For Pay Period Ending on August 29, 2015 - $790,570.91
C. Community Development Referrals
1) 1415 - 1515 22nd Street - Variation – Parking
2) 2301 York Road – Variation – Signage
D. Budget Adjustments
1) Police – from Program S.S. Detectives to Program Patrol
E. Ordinances & Resolutions
1) ORDINANCE 2015-PP-S-1437, 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) RESOLUTION 2015-PL-TEMP-R-1490, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Purchase of Temporary Office Services
from Robert Half International, Inc.
3) RESOLUTION 2015-PD-LIVESCAN-PG-R-1489, A Resolution Approving the
Waiver of Competitive Bidding and Authorizing the Purchase of a Biometrics and
Livescan Fingerprint and Mugshot System from iTouch Biometrics, LLC
4) ORDINANCE 2015-TC-RR-G-1058, An Ordinance Amending Schedule VII
(“Parking Prohibited at all Times on Certain Streets”) of Section 7-2-1 (“Traffic
Schedules”) of Title 7 (“Motor Vehicles and Traffic”), of the Village Code of the
Village of Oak Brook
5) RESOLUTION 2015-PW-WA-METR-R-1491, A Resolution Approving the
Purchase of Water Meter Transmission Units from Aclara Technologies
6) ORDINANCE 2015-LC-AL-G-1056, An Ordinance Amending Title 4, Chapter 1,
VILLAGE OF OAK BROOK MINUTES Page 4 of 9 REGULAR MEETING OF SEPTEMBER 8, 2015
Section 8A of the Village Code of the Village of Oak Brook, Illinois Relative to
the Number of Authorized Liquor Licenses (Macy’s)
7) ORDINANCE 2015-LC-AL-G-1057, An Ordinance Amending Chapter 1 of Title
4 of the Village Code of the Village of Oak Brook, Illinois Regarding “BYO”
Liquor Regulations
8) RESOLUTION 2015-PL-IT-IGA-MUNI-R-1492, A Resolution Approving and
Authorizing an Intergovernmental Agreement By and Between the Village of Oak
Brook and the Village of Hinsdale for the Shared use of a Technology Support
Specialist
9) RESOLUTION 2015-GL-OMA-R-1493, A Resolution in Support of Extending
the Illinois Open Meetings Act to the General Assembly
F. Village of Oak Brook – Monthly Financial Reports – July, 2015
Motion by Trustee Adler, 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.
7. ITEMS REMOVED FROM THE CONSENT AGENDA
6.A.2) Seyfarth, Shaw, LLP – Legal Services - July, 2015 - $6,991.25 (FY15 - YTD -
$16,211.70)
Motion by Trustee Adler, seconded by Trustee Manzo, to discuss this item.
Trustee Adler mentioned that one of the required signatures is missing from this item.
Trustee Tiesenga discussed this legal bill and inquired as to a management oversight
procedure of outside legal bills. Discussion ensued regarding same, attorney fees/retainers
and potential oversight of outside legal bills by the Village Attorney.
Motion by Trustee Tiesenga, seconded by Trustee Manzo, to approve this item.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None. Motion carried.
6.A.12) Tyler Technologies - Munis Software Maintenance Renewal - September 20, 2015
VILLAGE OF OAK BROOK MINUTES Page 5 of 9 REGULAR MEETING OF SEPTEMBER 8, 2015
to September 19, 2016 - $48,001.43
Motion by Trustee Tiesenga, seconded by Trustee Manzo, to discuss this item.
Trustee Tiesenga expressed concerns regarding this expenditure. IT Director Fox
addressed these concerns and explained more about this software expenditure. Discussion
ensued.
Motion by Trustee Tiesenga, seconded by Trustee Manzo, to approve this item.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None. Motion carried.
6.E.2) RESOLUTION 2015-PL-TEMP-R-1490, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Purchase of Temporary Office Services
from Robert Half International, Inc.
Motion by Trustee Adler, seconded by Trustee Manzo, to discuss this item.
Trustee Adler inquired regarding the need for this item. It was clarified that a master
agreement is being used, and IT Director Fox stated that there would be two or three
individuals working on the document imaging project. He discussed the historical
perspectives of document imaging and space-saving potential for this. Village Attorney
Schuster affirmed that this agenda item is requesting authorization of the master
agreement, which does not provide for any particular staff, but outlines the terms and
conditions. Additionally, he stated that the Resolution asks for authority for $24,000 to hire
temporary personnel. Village Manager Ginex affirmed that this is for IT.
Motion by Trustee Adler, seconded by Trustee Tiesenga, to approve this item.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None. Motion carried.
6.E.7) ORDINANCE 2015-LC -AL-G-1057, An Ordinance Amending Chapter 1 of Title
4 of the Village Code of the Village of Oak Brook, Illinois Regarding “BYO”
Liquor Regulations
Motion by Trustee Adler, seconded by Trustee Yusuf, to discuss this item.
Trustee Adler inquired as to the reason for going with this license category. Village Clerk
Pruss stated that the establishment would have to have a Class A-1 license and then obtain
a Class J license where liquor could be brought in and served by the establishment for an
un-corking charge. Village Attorney Schuster explained that the current Village Code is
not clear on whether patrons could bring in their own alcohol, “BYO” service. He added
that this Ordinance, if passed, would regulate “BYO” service, but that the Board could
state that this type of service is not allowed. He addressed questions and concerns and
VILLAGE OF OAK BROOK MINUTES Page 6 of 9 REGULAR MEETING OF SEPTEMBER 8, 2015
discussion ensued. Village Manager Ginex remarked that in his experience, this was
intended for establishments without a liquor license. It was suggested that this item be
deferred.
Motion by Trustee Moy, seconded by Trustee Adler, to defer this item.
Village Attorney Schuster stated that before this item is deferred, the Board needs to
clarify whether they want to permit current licensees to have “BYO” service, and also
whether the Board wants to create a classification for “BYO”. Discussion ensued. Chief
Kruger affirmed that a restaurant not holding a liquor license would still have to be Basset
certified under the “BYO” classification.
VOICE VOTE: Ayes: 5, Nays: 1. Motion carried.
6.E.8) RESOLUTION 2015-PL-IT-IGA-MUNI-R-1492, A Resolution Approving and
Authorizing an Intergovernmental Agreement By and Between the Village of Oak
Brook and the Village of Hinsdale for the Shared use of a Technology Support
Specialist
Motion by Trustee Adler, seconded by Trustee Manzo, to discuss this item.
Trustee expressed some concerns regarding this item. IT Director Fox affirmed that the
Park District had no interest in sharing a technology support specialist. He stated that this
could work to the Village’s advantage in the event of an emergency and also makes
economic sense.
Motion by Trustee Adler, seconded by Trustee Moy, to approve this item.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None. Motion carried.
8. UNFINISHED BUSINESS
A. Ordinances & Resolutions
1) RESOLUTION 2015-BGC-GAS-CNTRCT-R-1487, A Resolution Approving and
Authorizing the Award and Execution of a Contract for the Butler Government
Gas Heat Transition By and Between the Village of Oak Brook and Trane US
Trustee Tiesenga discussed the history of this item and that he had conversed with Interim
Public Works Patchin and they feel there are compelling reasons to go ahead with this
item.
Motion by Trustee Tiesenga, seconded by Trustee Manzo, that Resolution 2015-BGC-
GAS-CNTRCT-R-1487 be passed, authorizing this contract to be executed with
Trane US, not to exceed $167,965.
Trustee Tiesenga discussed the length of the contract and requested that the contract be
amended by a reduction of 100 pages. Discussion ensued. Village Manager Ginex stated
that this contract was part of the bid process. Trustee Tiesenga agreed to withdraw the
amendment with the assurance that the Village contracting be made more efficient without
VILLAGE OF OAK BROOK MINUTES Page 7 of 9 REGULAR MEETING OF SEPTEMBER 8, 2015
reciting all the industry standards.
Trustee Adler discussed the history of this matter and expressed his concerns. He also
referred to research conducted regarding IRS tax deductions for energy savings and Village
Manager Ginex reported on this. Discussion ensued regarding an email which was sent.
ROLL CALL VOTE:
Ayes: 5 – Trustees Baar, Manzo, Moy, Tiesenga, Yusuf
Nays: 1 – Trustee Adler
Abstain: 0 – None
Absent: 0 – None. Motion carried.
B. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Consulting Services for Health Insurance Brokers
Motion by Trustee Moy, seconded by Trustee Baar, that the Village Board authorize
staff to conduct the Request for Proposal process for health insurance brokers for the
Village of Oak Brook.
Trustee Moy stated that the Village has been using Mesirow Financial since 2006 and is
currently under contract with them until December 31, 2015. Discussion ensued regarding
not using a consultant. Village Manager reported that the majority of surrounding
communities use a broker, but staff has inquired with Illinois Public Benefit Consortium
regarding numbers. He added that being a small group, many of the insurance companies
have not bid on the Village’s plan in the past. Discussion ensued regarding switching the
plan year to a calendar year and conforming the plan to all participants.
VOICE VOTE: Ayes: 6, Nays: 0. Motion carried.
9. ACTIVE BUSINESS
A. Ordinances & Resolutions
1) ORDINANCE 2015-BD-EX-S-1436, An Ordinance Re-Adopting the Mission,
Vision, and Value Statements of the Village of Oak Brook
Motion by Trustee Manzo, seconded by Trustee Baar, to adopt the Mission, Vision
and Value Statements of the Village of Oak Brook.
Assistant Village Manager/Finance Director Sharon Dangles stated that the department
directors met for a Strategic Planning session in June and it was suggested at that meeting
to update the Village’s Mission and Vision Statements, which were developed in 2003. She
read these Statements, as well as the Value Statements. Discussion ensued.
Motion by Trustee Adler, seconded by Trustee Yusuf, to defer this item.
VOICE VOTE: Ayes: 4, Nays: 2. Motion carried.
B. Discussion of the Adoption of Local Amendments to the Illinois Plumbing Codes
VILLAGE OF OAK BROOK MINUTES Page 8 of 9 REGULAR MEETING OF SEPTEMBER 8, 2015
Chief Building Inspector Bill Hudson presented the proposed amendments to be submitted
to the Illinois Department of Public Health for approval and addressed questions.
10. INFORMATION & UPDATES
A. VILLAGE MANAGER
Village Manager Ginex invited everyone to the upcoming 911 Memorial Ceremony and
also thanked Athletico for inviting staff members to see the Stanley Cup.
B. VILLAGE CLERK
Village Clerk Pruss had nothing to report.
C. TRUSTEES
Trustee Tiesenga thanked the police department for all the good work they do.
Trustee Manzo remarked on the open and honest debate of the Village meetings. He
reiterated that all department heads should attend the Board meetings.
Trustee Adler discussed the contact with the Park District regarding possible sharing of
resources in relation to the sports core. He also discussed the polo season briefly.
Trustee Yusuf urged caution because school is back in session.
D. VILLAGE ATTORNEY
Village Attorney Schuster had nothing to report.
E. VILLAGE PRESIDENT
It Director Fox thanked the Board for passing the Resolution for the shared IT employee &
mentioned working in other ways with Hinsdale.
Chief Kruger remarked on turnout of the police funeral he and four department members
attended. He mentioned that in addition to the September 11th ceremony, there is also the
third annual police and fire pancake breakfast on September 26th.
Interim Public Works Director Patchin stated that staff has taken over the cutting of the
grass on Village properties and right-of-way areas.
Community Development Director Kallien remarked on the progress of the Duchossios
project, and that it and the Janko Development are $50 million projects.
VILLAGE OF OAK BROOK MINUTES Page 9 of 9 REGULAR MEETING OF SEPTEMBER 8, 2015
11. ADJOURN TO CLOSED SESSION, For the purpose of discussing (1) minutes of
meetings lawfully closed under this act (2) collective negotiating matters, (3) setting of a
price for sale or lease of property owned by the public body, and (4) appointment,
employment, compensation, discipline, performance, or dismissal of specific employees of
the public body pursuant to sections 2(c)(21), 2(c)(2), 2(c)(6 ), and 2(c)(1) of the Illinois
Open Meetings Act, respectively
Motion by Trustee Baar, seconded by Trustee Manzo, to adjourn to closed session at
9:09 p.m.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried.
12. RECONVENE TO OPEN SESSION
Motion by Trustee Tiesenga, seconded by Trustee Baar, to reconvene the Regular
Meeting of the Board of Trustees at 10:57 pm. VOICE VOTE: Motion carried.
Trustee Adler and President Lalmalani returned to the discussion regarding the energy tax
credits.
13. ADJOURNMENT
Motion by Trustee Baar, seconded by Trustee Manzo, to adjourn the Regular
Meeting of the Board of Trustees at 10:59 pm. VOICE VOTE: Motion carried.
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk