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Minutes - 11/24/2015 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES Page 1 of 8 REGULAR MEETING OF NOVEMBER 24, 2015 MINUTES OF THE NOVEMBER 24, 2015 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON DECEMBER 8, 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 7:00 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, Edward Tiesenga ABSENT: Trustee Mark Moy IN ATTENDANCE: Village Manager Rick Ginex; Village Attorney Peter Friedman; Finance Director/Assistant Village Manager Sharon Dangles; Community Development Director Bob Kallien; Information Technology Director Jim Fox; Police Chief Jim Kruger; Fire Chief Barry Liss 3. PRESIDENT’S OPENING COMMENTS President Lalmalani wished everyone a Happy Thanksgiving and stated that the next Village Board meeting is set for December 8th. He added that there will be a public hearing on the 2016 Budget just prior to the December 8th Board meeting and is scheduled to be voted on at that meeting. A. Christ Church of Oak Brook Dave Melvin of Christ Church gave a short presentation on the history and present of the church. Walter Morrissey, legal counsel for the church, spoke about a special use permit application they are planning on submitting and Mr. Melvin provided a slide presentation regarding the planned comprehensive project. Trustee Baar briefly commented on the desire for berming/screening in the parking lot. B. Point B Rob Grusin from Point B Communications gave a presentation on the 2016 Hotels of Oak Brook Marketing Plan. 4. RESIDENT/VISITOR COMMENTS – None presented. 5. APPROVAL OF MINUTES VILLAGE OF OAK BROOK MINUTES Page 2 of 8 REGULAR MEETING OF NOVEMBER 24, 2015 A. SPECIAL BOARD OF TRUSTEES MEETING OF NOVEMBER 9, 2015 Motion by Trustee Yusuf, seconded by Trustee Manzo, to approve the Minutes of the Special Executive Board of Trustees Meeting of November 9, 2015. VOICE VOTE: Motion carried. B. REGULAR BOARD OF TRUSTEES MEETING OF NOVEMBER 10, 2015 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Regular Board of Trustees Meeting of November 10, 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 November 19, 2015- $1,097,842.19 Significant Items included in Above: 1) Holland & Knight LLP – Legal Services – October 2015 - $15,409.47 (FY15 – YTD - $132,550.96) 2) Seyfarth, Shaw, LLP – Legal Services – October 2015 - $2,501.25 (FY15– YTD - $23,961.70) 3) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – October 2015 - $21,534.25 (FY15 – YTD - $52,410.07) 4) Rathje Woodward, LLC - Legal Services - October 2015 - $3,333.33 (FY15 – YTD - $33,333.30) TOTAL LEGAL BILLS PAID FOR 2015 - YTD - $245,986.53 5) Current Technologies – Computer Network Infrastructure Project - $44,216.00 6) DuPage Convention & Visitors Bureau – Co-Op Advertising – Point B Monthly Retainer Fee September, October, & November 2015 - $31,795.91 7) DuPage Water Commission – October 2015 - $474,014.75 8) West Side Tractor Sales – John Deere 524K IT4 Loader - $129,800.00 9) Miles Chevrolet – 2016 Chevrolet Tahoe PPV 4WD – $39,198.00 10) Charles Equipment Energy Systems – Generac Model SD40 Generator - $31,462.00 11) iTouch Biometrics LLC – LiveScan System Replacement - $23,460.00 12) Paramedic Services – November 2015 - $43,009.00 B. Approval of Payroll for Pay Period Ending November 7, 2015 - $700,613.81 C. Authorization to Seek Bids or Proposals or Negotiate Contracts 1) Benchmark Elevations Project – Phase I – Engineering Services Agreement VILLAGE OF OAK BROOK MINUTES Page 3 of 8 REGULAR MEETING OF NOVEMBER 24, 2015 D. Ordinances & Resolutions 1) RESOLUTION 2015-GL-REVENUE-R-1511, A Resolution Supporting Preservation of Local Revenue and Calling for the Release of State Collected Revenues Owed to Local Governments 2) ORDINANCE 2015-PP-S-1446, 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 (Surplus Vehicles) 3) RESOLUTION 2015-IMRF-LTC-R-1514, A Resolution Authorizing the Village of Oak Brook’s Participation in the Long-Term Care (LTC) Program for Illinois Municipal Retirement Fund Members and Retirees 4) RESOLUTION 2015-FRWRKS-AG-R-1513, A Resolution Approving the Waiver of Competitive Bidding and Authorizing an Agreement By and Between the Village of Oak Brook and Melrose Pyrotechnics for the Independence Day Fireworks Display 5) ORDINANCE 2015-CD-BC-G-1067, An Ordinance Revising the Fee and Bond Schedule by Amending Chapter 4 (Fees And Bonds) of Title 10 (Building Regulations) of the Village Code of the Village of Oak Brook 6) RESOLUTION 2015-MRKTG-AG-EX-R-1512, A Resolution Approving the Waiver of Competitive Bidding and Authorizing a Retainer Fee Services Agreement for Advertising and Marketing Services By and Between the Village of Oak Brook and Point B Communications E. Village of Oak Brook – Monthly Financial Reports – October 2015 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.A.8) West Side Tractor Sales – John Deere 524K IT4 Loader - $129,800.00 Trustee Adler questioned this expense and Village Manager Ginex affirmed that this is a VILLAGE OF OAK BROOK MINUTES Page 4 of 8 REGULAR MEETING OF NOVEMBER 24, 2015 replacement piece of equipment, and was bid through the State. Motion by Trustee Adler, seconded by Trustee Baar, to approve this significant accounts payable item. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Moy Motion carried. 6.A.9) Miles Chevrolet – 2016 Chevrolet Tahoe PPV 4WD – $39,198.00 Trustee Adler questioned this expense and Police Chief Kruger affirmed that this replaces a vehicle which was totaled a couple months ago, and added that the totaled vehicle was due for replacement next year. Motion by Trustee Adler, seconded by Trustee Yusuf, to approve this significant accounts payable item. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Moy Motion carried. 6.A.10) Charles Equipment Energy Systems – Generac Model SD40 Generator - $31,462.00 Trustee Adler questioned this expense and Village Manager affirmed that this item, like the other items, have been before the Board, but he had no specific details at this time about this item. Motion by Trustee Adler, seconded by Trustee Yusuf, to approve this significant accounts payable item. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Moy Motion carried. 6.C.1) Benchmark Elevations Project – Phase I – Engineering Services Agreement Trustee Adler questioned this expense and Village Manager Ginex and Community Development Director Kallien explained this item in regard to surveying. Motion by Trustee Adler, seconded by Trustee Manzo, to approve this significant accounts payable item. VILLAGE OF OAK BROOK MINUTES Page 5 of 8 REGULAR MEETING OF NOVEMBER 24, 2015 ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Moy Motion carried. 6.D.1) RESOLUTION 2015-GL-REVENUE-R-1511, A Resolution Supporting Preservation of Local Revenue and Calling for the Release of State Collected Revenues Owed to Local Governments Trustee Adler questioned this item and its placement on the Consent Agenda. Brief discussion ensued. Motion by Trustee Adler, seconded by Trustee Manzo, to approve this Resolution. VOICE VOTE: Motion carried. 6.D.3) RESOLUTION 2015-IMRF-LTC-R-1514, A Resolution Authorizing the Village of Oak Brook’s Participation in the Long-Term Care (LTC) Program for Illinois Municipal Retirement Fund Members and Retirees Trustee Adler questioned this item and Village Manager Ginex explained that this is a strictly voluntary program, also open to police and fire employees, and that there is no cost to the Village. Motion by Trustee Adler, seconded by Trustee Yusuf, to approve this Resolution. VOICE VOTE: Motion carried. 6.D.4) RESOLUTION 2015-FRWRKS-AG-R-1513, A Resolution Approving the Waiver of Competitive Bidding and Authorizing an Agreement By and Between the Village of Oak Brook and Melrose Pyrotechnics for the Independence Day Fireworks Display Trustee Manzo questioned about the waiver of competitive bidding for this item and recommended going out to bid. Discussion ensued. Motion by Trustee Manzo, seconded by Trustee Baar, to approve this Resolution. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Moy Motion carried. 8. UNFINISHED BUSINESS A. Ordinances & Resolutions 1) RESOLUTION 2015-EASE-FCWRD-EX1-R-1507, A Resolution Approving and Authorizing the Execution of a Permanent Non-Exclusive Easement (Flagg Creek VILLAGE OF OAK BROOK MINUTES Page 6 of 8 REGULAR MEETING OF NOVEMBER 24, 2015 Water Reclamation District) Motion by Trustee Tiesenga, seconded by Trustee Baar, to approve the Grant of Easement to Flagg Creek Water Reclamation District for construction and operation of a sanitary lift station. Village Manager Ginex provided some slides to further clarify questions brought up previously, and affirmed that this area has always been in floodplain and staff would probably not recommend any construction in the area. Trustee Manzo read an email and expressed concerns about this change in the easement agreement and the original grant of easement in 2012. He recommended deferring this matter. Motion by Trustee Manzo, seconded by Trustee Adler, to defer this matter. Discussion ensued and Village Manager Ginex explained the location of the easement. Opinions were expressed about this issue and items on the Consent Agenda. Village Attorney Friedman clarified the intent of this item. ROLL CALL VOTE (on the MOTION TO DEFER): Ayes: 2 – Trustees Adler, Manzo Nays: 3 – Trustees Baar, Tiesenga, Yusuf Abstain: 0 – None Absent: 1 – Trustee Moy Motion carried. Discussion ensued regarding approval of this item. Trustee Manzo inquired regarding whether there would be plans to beautify this area. Village Manager Ginex and Village Attorney Friedman stated that there is a restoration clause in the easement agreement. Community Development Director Kallien provided some historical information regarding this easement. Motion by Trustee Tiesenga, seconded by Trustee Baar, to amend the easement agreement, as follows: “…..together with screening and beautification to a standard approved by the Village of Oak Brook.” VOICE VOTE: Motion carried. ROLL CALL VOTE (on the MOTION TO APPROVE AS AMENDED): Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf Nays: 1 – Trustees Manzo Abstain: 0 – None Absent: 1 – Trustee Moy Motion carried. 9. ACTIVE BUSINESS A. Polo 2016 – Privatization Proposal Trustee Adler introduced this item. Mr. Daniel O’Leary, of the Oak Brook Polo Club, presented a partnership proposal. Questions were addressed by Mr. O’Leary and opinions were expressed. Trustee Tiesenga discussed a possible celebration of the anniversary of Prince Charles playing polo in Oak Brook. B. Geographical Information System Update VILLAGE OF OAK BROOK MINUTES Page 7 of 8 REGULAR MEETING OF NOVEMBER 24, 2015 Trustee Tiesenga introduced this item. Information Technology Director Fox presented slides updating the Board on the Geographical Information System (GIS) Consortium. Eric Voight, from the GIS Consortium, explained the efficiencies of GIS for the Village. Questions were addressed by Mr. Voight and Information Technology Director Fox. 10. INFORMATION & UPDATES A. Village Manager Village Manager Ginex wished everyone a safe and Happy Thanksgiving. B. Village Clerk Village Clerk Pruss reminded everyone that the State is no longer sending out license renewals and explained how renewals can be handled. C. Trustees Trustee Yusuf wished everyone a Happy Thanksgiving, and also remarked that questions regarding the agenda items which were removed from the Consent Agenda should have been addressed ahead of time. Trustee Adler remarked that schedules often do not permit addressing questions prior to the Board meeting. He expressed thanks for living in Oak Brook and remarked briefly about his deer hunting experience. Trustee Baar wished everyone a Happy Thanksgiving. Trustee Manzo stressed the importance of asking questions at the public meeting and recommended not placing so many items on the Consent Agenda, and also that contracts should be not waived from the bidding process. He mentioned family milestones and being thankful for living in Oak Brook. Trustee Tiesenga expressed thanks to the Village Manager and Finance Director for the very good work on the budget. D. Village Attorney Village Attorney Friedman had nothing to report. E. Village President Information Technology Director Fox wished everyone a Happy Thanksgiving. Police Chief Kruger mentioned that there would be a charity 5K run on Thanksgiving which would result in a temporary closure of Spring Road near York Road. Finance Director/Assistant Village Manager Dangles reminded everyone that approval of the budget will be at the December 8th Board meeting and resident comments are VILLAGE OF OAK BROOK MINUTES Page 8 of 8 REGULAR MEETING OF NOVEMBER 24, 2015 welcome. Community Development Director Kallien wished everyone a Happy Thanksgiving. 13. ADJOURNMENT Motion by Trustee Yusuf, seconded by Trustee Baar, to adjourn the Regular Meeting of the Board of Trustees at 9:37 pm. VOICE VOTE: Motion carried. ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk