Minutes - 12/08/2015 - Board of Trustees
VILLAGE OF OAK BROOK MINUTES Page 1 of 11
REGULAR MEETING OF DECEMBER 8, 2015
MINUTES OF THE DECEMBER 8, 2015 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
JANUARY 12, 2016
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, Michael
Manzo, Mark Moy, Edward Tiesenga, Asif Yusuf
ABSENT:
IN ATTENDANCE: Village Manager Rick Ginex; Village Attorney Ben Schuster;
Finance Director/Assistant Village Manager Sharon Dangles; Community Development
Director Bob Kallien; Information Technology Director Jim Fox; Deputy Police Chief
Jason Cates; Fire Chief Barry Liss; Interim Public Works Director Doug Patchin, Library
Director Sue Madorin, Sports Core Director Trey Van Dyke
3. PUBLIC HEARING – PROPOSED 2016 BUDGET
President Lalmalani opened the Public Hearing for the 2016 Budget. Finance
Director/Assistant Village Manager Dangles provided a slide presentation regarding the
overall budget.
Resident Terry O’Malley expressed concerns about the water rates/study.
Resident Tim Mlsna discussed the pension funding in the budget.
4. CLOSE OF PUBLIC HEARING
Motion by Trustee Baar, seconded by Trustee Manzo, to close the Public Hearing at
7:11 p.m.
VOICE VOTE: Motion carried.
5. PRESIDENT’S OPENING COMMENTS
President Lalmalani extended his condolences to Trustee Yusuf on the recent death of his
aunt, Rukiya Dada, and also to the family of former Police Chief Albert Ceren who passed
away on December 5th. He then mentioned that there will not be a second Village Board
meeting this month due to the Christmas Holiday and that the next Village Board meeting
VILLAGE OF OAK BROOK MINUTES Page 2 of 11
REGULAR MEETING OF DECEMBER 8, 2015
will be January 12, 2016. He wished everyone a happy and healthy Hanukkah and a Merry
Christmas and a prosperous new year.
6. RESIDENT/VISITOR COMMENTS
Resident Ralph Maxson expressed appreciation for the golf course and Trey Van Dyke and
his staff, and urged that it be kept in the same condition.
7. APPROVAL OF MINUTES
A. SPECIAL BOARD OF TRUSTEES MEETING OF NOVEMBER 17, 2015
Motion by Trustee Manzo, seconded by Trustee Yusuf, to approve the Minutes of the
Special Executive Board of Trustees Meeting of November 17, 2015.
VOICE VOTE: Motion carried.
B. REGULAR BOARD OF TRUSTEES MEETING OF NOVEMBER 24, 2015
Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the
Regular Board of Trustees Meeting of November 24, 2015.
VOICE VOTE: Motion carried.
8.
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 December 3, 2015- $403,672.97
Significant Items included in Above:
1) Holland & Knight LLP – Legal Services – November 2015 (Retainer and Non-
Retainer) - $7,981.00 & December 2015 (Retainer Only) - $7,500 (FY15 – YTD -
$148,031.96)
2) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services –
November 2015 - $11,131.00 (FY15 – YTD - $63,541.07)
TOTAL LEGAL BILLS PAID FOR 2015 - YTD - $272,598.53
3) Christopher B. Burke Engineering, LTD – St. Paschal/35th Project TCM
Construction Engineering Services – Payout #2 - $45,393.28
4) Trane – VH – HVAC System Upgrade - $78,930.00
B. Approval of Payroll for Pay Period Ending November 21, 2015 - $744,405.30
C. Authorization to Seek Bids or Proposals or Negotiate Contracts
1) Landscape Services
VILLAGE OF OAK BROOK MINUTES Page 3 of 11
REGULAR MEETING OF DECEMBER 8, 2015
D. Budget Adjustments
1) Financial Services – Transfer from General Management - Transfer to Finance
Reporting
2) Police – Transfer from Police Field Services - Transfer to Support Services
General & Support Services Detectives
3) Legislative & General Management – Transfer from Administration - Transfer to
Board of Trustees
4) Sports Core – Transfer from Various Programs in Sports Core – To Other Various
Sports Core Programs
E. Ordinances & Resolutions
1) RESOLUTION 2015-TASTE-AG-R-1515, A Resolution Approving and
Authorizing an Amendment to the Contract By and Between the Village and
Ravenswood Event Services for the 2016 Taste of Oak Brook
2) RESOLUTION 2015-ICMA-CNTRCT-R-1516, A Resolution Approving and
Authorizing an Amendment to the Contract Between the Village and ICMA-RC to
Provide Additional Village Employees an RHS Account Plan Option
3) RESOLUTION 2015-IT-INTERNET-ACCESS-AG-R-1517, A Resolution
Approving an Access Agreement with Comcast Cable Communications
Management, LLC
F. Scavenger Licenses
G. Year End Bill Payment
Motion by Trustee Baar, 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.
9. ITEMS REMOVED FROM THE CONSENT AGENDA
VILLAGE OF OAK BROOK MINUTES Page 4 of 11
REGULAR MEETING OF DECEMBER 8, 2015
6.C.1) Authorization to Seek Bids or Proposals or Negotiate Contracts – Landscape
Services
Trustee Adler questioned whether there could be an agreement with the Park District.
Interim Public Works Director Patchin stated that the Park District uses contractors and
explained the history of the Village’s landscaping services.
Motion by Trustee Adler, seconded by Trustee Baar, to approve this item.
Trustee Baar emphasized maintaining the planters around the Village. Interim Public
Works Director Patchin stated that they are rectifying maintenance issues.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried.
10. UNFINISHED BUSINESS
A. Ordinances & Resolutions
1) RESOLUTION 2015-ENG-ELEC-BGC-AG-R-1518, A Resolution Approving
and Authorizing a Professional Services Agreement By and Between the Village
of Oak Brook and Kluber, Inc. for Engineering Services Related to Emergency
Power and Electric Upgrades for the Butler Government Center
Motion by Trustee Baar, seconded by Trustee Manzo, to approve and authorize a
Professional Services Agreement By and Between the Village of Oak Brook and
Kluber, Inc. for Engineering Services Related to Emergency Power and Electric
Upgrades for the Butler Government Center.
Trustee Tiesenga expressed concerns about this item and its relation to the Police
Department remodeling project.
Motion by Trustee Tiesenga, seconded by Trustee Adler, to defer this item.
Village Manager Ginex clarified that this project can go forward in its own setting.
Comments were made regarding this project being previously deferred for two years, and
potential liability of delaying the project. Interim Public Works Director Patchin discussed
the power feed issue.
VOICE VOTE ON THE DEFERRAL MOTION: Motion failed, 5 to 1.
Interim Public Works Director Patchin discussed the history with Kluber and clarified the
proposed budgeting for the design (2016) and the project (2017). Trustee Tiesenga
discussed his proposed amendment to the proposed budget in regard to this item. Finance
Director/Assistant Village Manager Dangles clarified the budgeting for this design project
and the Police Department remodeling project. Comments were made. Trustee Adler
requested that the matter be tabled and Village Attorney Schuster clarified that a deferral
motion had already been made and voted on and also explained the bidding process for
VILLAGE OF OAK BROOK MINUTES Page 5 of 11
REGULAR MEETING OF DECEMBER 8, 2015
professional service agreements in relation to Kluber. Discussion continued.
ROLL CALL VOTE ON THE APPROVAL MOTION:
Ayes: 4 – Trustees Baar, Manzo, Moy, Yusuf
Nays: 2 – Trustees Adler, Tiesenga
Abstain: 0 – None
Absent: 0 – None
Motion carried.
11. ACTIVE BUSINESS
A. Ordinances & Resolutions
1) ORDINANCE 2015-BU-EX-S-1447, An Ordinance Adopting the Budget of the
Village of Oak Brook for 2016 – (Agenda Item #11.G. was discussed before this
item and then the order of the Agenda was followed.)
Motion by Trustee Manzo, seconded by Trustee Moy, move that the Village Board
adopt Ordinance 2015-BU-EX-S-1447, an Ordinance Adopting the Budget of the
Village of Oak Brook for 2016.
Trustee Manzo made some comments. Trustee Tiesenga proposed and explained the
following amendments to the proposed 2016 Budget:
Program
Number
Program
Name
Account
Number Account Name
2016
Budget
Request
2016
Budget
Revision Notes
1. 700
711
Fire, Rescue, &
EMS
Operations
Rescue and Fire
Service
Management
51300
51300
Fire Pension
Fire Pension
$ 1,574,215
75,785
$ 1,650,000
$ 1,859.340
97,860
$1,957,200
Increase Total Fire Pension
Village contributions from
$1,650,000 to $1,957,200 in
order to achieve 100%
funding for the long-term
financial health of the
Village. Utilizing 6.75% rate
of return, 100% funding and
2014 Mortality table.
2. 611
621
631
632
Police
Management
Police Field
Services
Support
Services
General
Support
Services
Detectives
51200
51200
51200
51200
Police Pension
Police Pension
Police Pension
Police Pension
105,615
1,039,915
123,845
230,625
$ 1,500,000
129,878
1,285,792
153,998
285,732
$1,855,400
Increase Total Police
Pension Village
contributions from
$1500,000 to $1,855,400 in
order to achieve 100%
funding for the long-term
financial health of the
Village. Utilizing 6.75% rate
of return, 100% funding and
2014 Mortality table.
3. 421 Municipal
Building
Improvements
90400 Municipal
Building
Improvements
60,000 0 Defer Butler Government
Center Electric to Gas
Conversion to 2017
4. 342 Equipment
Replacement
90200 Equipment
Replacement
813,750 100,000 Lease Fire Truck instead of
paying cash. Revised
amount accounts for annual
amount plus interest over 10
years.
VILLAGE OF OAK BROOK MINUTES Page 6 of 11
REGULAR MEETING OF DECEMBER 8, 2015
Motion by Trustee Tiesenga, seconded by Trustee Baar, to approve Trustee
Tiesenga’s proposed first and second amendments regarding fire and police pensions.
(Motion amended from a Motion to approve only the first proposed budget amendment.)
Discussion ensued regarding how to vote on the amendments, especially in regard to action
already having been taken on the BGC Electric Conversion project, and Village Attorney
Schuster explained that votes could be taken separately per Trustee Tiesenga’s motion.
Trustee Adler stated that he is also proposing amendments to the 2016 Budget.
Opinions were expressed regarding the amendment process, making additional payments
to the fire and police pension funds, and union agreements.
ROLL CALL VOTE:
Ayes: 5 – Trustees Adler, Baar, Moy, Tiesenga, Yusuf
Nays: 1 – Trustee Manzo
Abstain: 0 – None
Absent: 0 – None
Motion carried.
Trustee Tiesenga stated that since his third amendment has already been discussed, it can
be let go. He then discussed his proposed new fire truck budget amendment and costs of
the purchase/leasing.
Motion by Trustee Tiesenga, seconded by Trustee Moy, to approve Trustee
Tiesenga’s proposed budget amendment in regard to the Fire Equipment
Replacement Fund.
Comments were made and questions asked about the fire truck replacement, maintenance
costs of the current fire truck. Chief Liss and Interim Public Works Director Patchin
discussed the costs of maintenance of the current vehicles, leasing, and surplus revenue.
Finance Director/Assistant Village Manager Dangles stated that the Village has been
saving up for the purchase of new fire equipment for the last 20 years. Discussion ensued
comparing lease, purchase and a vehicle loan, and also purchase from the reserves’ funds.
It was questioned whether this purchase was previously deferred.
ROLL CALL VOTE ON BUDGETING FOR THE LEASING OF THE FIRE
TRUCK PERTAINING TO TRUSTEE TIESENGA’S AMENDMENT:
Ayes: 4 – Trustees Tiesenga, Baar, Moy, President Lalmalani
Nays: 3 – Trustees Manzo, Yusuf, Adler
Abstain: 0 – None
Absent: 0 – None
Motion carried.
Trustee Adler proposed amendments to the 2016 Budget as follows and discussed each of
them:
1. Village Unfunded Pension Liabilities and Go Forward Obligations
2. Pension Expense/General Fund Presentation in 2016 Budget
3. Statement of Desired Plans and Efforts to Review and Reduce the Village's Cost
Structure
VILLAGE OF OAK BROOK MINUTES Page 7 of 11
REGULAR MEETING OF DECEMBER 8, 2015
4. To Simplify and Streamline Village Accounting Procedures, Eliminate the 3
Internal Service Funds Effective 1/1/16
Motion by Trustee Adler, seconded by Trustee Tiesenga, to approve Trustee Adler’s
proposed first amendment.
ROLL CALL VOTE:
Ayes: 2 – Trustees Adler, Tiesenga
Nays: 4 – Trustee Baar, Manzo, Moy, Yusuf
Abstain: 0 – None
Absent: 0 – None
Motion failed.
Comments were made regarding Trustee Adler’s proposed second budget amendment,
including GASB requirements.
Motion by Trustee Adler, seconded by Trustee Tiesenga, to approve Trustee Adler’s
proposed second amendment.
ROLL CALL VOTE:
Ayes: 3 – Trustees Adler, Moy, Tiesenga
Nays: 4 – Trustee Baar, Manzo, Yusuf, President Lalmalani
Abstain: 0 – None
Absent: 0 – None
Motion failed.
Comments were made regarding Trustee Adler’s proposed third budget amendment,
including effect on collective bargaining.
Motion by Trustee Adler, seconded by Trustee Manzo, to approve Trustee Adler’s
proposed third amendment.
ROLL CALL VOTE:
Ayes: 2 – Trustees Adler, Manzo
Nays: 4 – Trustee Baar, Moy, Tiesenga, Yusuf
Abstain: 0 – None
Absent: 0 – None
Motion failed.
Comments were made regarding Trustee Adler’s proposed fourth budget amendment,
including less funds. Finance Director/Assistant Village Manager Dangles expressed
reasons to eliminate these Funds.
Motion by Trustee Adler, seconded by Trustee Manzo, to approve Trustee Adler’s
proposed fourth amendment.
ROLL CALL VOTE:
Ayes: 1 – Trustees Adler
Nays: 5 – Trustee Baar, Manzo, Moy, Tiesenga, Yusuf
Abstain: 0 – None
VILLAGE OF OAK BROOK MINUTES Page 8 of 11
REGULAR MEETING OF DECEMBER 8, 2015
Absent: 0 – None
Motion failed.
The question was called for on the vote for approval of the 2016 Budget.
ROLL CALL VOTE ON THE BUDGET, AS AMENDED BY AMENDMENTS 1, 2
AND 4, PROPOSED BY TRUSTEE TIESENGA:
Ayes: 4 – Trustees Baar, Moy, Tiesenga, Yusuf
Nays: 2 – Trustee Adler, Manzo
Abstain: 0 – None
Absent: 0 – None
Motion carried.
B. Motion to Select the Deductible for 2016 Risk Management Insurance
Motion by Trustee Moy, seconded by Trustee Manzo, to authorize the Village
Manager to select the $25,000 deductible option for the 2016 calendar year with the
Intergovernmental Risk Management Agency (IRMA) and authorize up to $500,000
for risk management for 2016
A question was asked regarding IRMA and Human Resource Generalist Andris came to
the podium and explained this agenda item. Comments were made, about costs of claims
and IRMA. Human Resource Generalist Andris affirmed that they have looked at other
risk insurance pools and discussed reasons for staying with IRMA at this time.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried.
C. Additional Pension Funding
Motion by Trustee Tiesenga, seconded by Trustee Baar, to approve the even-up
contribution by year end in the amount of $745,000, to be funded in the amount of
$373,000 that has been saved from the HVAC project and from the other items
mentioned in the memo, and then taking an additional $372,000 from reserves.
Trustee Manzo called for the question. Trustee Baar requested that the presentation be
provided and Finance Director/Assistant Village Manager Dangles referred to the Power
Point presentation in regarding to the unfunded liability, and a comparison of funding at
the 90% and 100% levels. She affirmed that if this item is approved, the monies would be
coming out of the 2015 budget and reserves. Opinions were expressed.
ROLL CALL VOTE:
Ayes: 3 – Trustees Adler, Baar, Tiesenga,
VILLAGE OF OAK BROOK MINUTES Page 9 of 11
REGULAR MEETING OF DECEMBER 8, 2015
Nays: 4 – Trustees Manzo, Moy, Yusuf, President Lalmalani
Abstain: 0 – None
Absent: 0 – None
Motion failed.
D. 31st & Meyers Road Easement with Flagg Creek Update
Trustee Manzo discussed this easement issue, and Village Manager Ginex reported on his
investigation of what transpired previously, including sewage backups in the Midwest
Club. He affirmed that the Village still owns the property. Comments were made and
questions were addressed by Interim Public Works Director Patchin regarding the flooding
of the lift stations. Discussion ensued.
E. Sports Core Update
Trustee Baar discussed this agenda item, including preservation of the Sports Core, costs
regarding same, and the Park District’s proposal. Village Manager Ginex provided
information regarding management companies. Opinions were expressed regarding the
Park District’s proposal.
F. Consent Agenda Items Discussion
Opinions were expressed about items on the Consent Agenda, the ability to extract items
which may desire discussion by a Trustee, and transparency and Board involvement in the
process. The process of hiring a new audit firm was brought up. Village Manager Ginex
explained that the staff discusses the agenda a week before the Board meeting, the Board
receives a copy of the agenda the same day, and may request items to be placed on the
Active Agenda. Discussion continued. Finance Director/Assistant Village Manager
Dangles remarked that the new auditing firm is very willing to deal with the Board.
Trustee Manzo requested that no-bid contracts should not be on the Consent Agenda.
G. Overview of Administrative Procedures Related to Performance Review Process –
(This agenda item was discussed before Agenda Item #11.A.1).)
Trustee Manzo referred to a discussion at a previous Board meeting regarding merit pay
and expressed concern about the percentage of ratings. Human Resource Generalist Kate
Andris came to the podium and discussed the evaluation/merit process and the changes
with the performance review tool. Comments were made about the percentages of
excellent ratings. Human Resource Generalist Andris addressed the concerns and stressed
that this does not mean that every employee who receives an excellent rating receives a
salary increase.
12. INFORMATION & UPDATES
A. Village Manager
Village Manager Ginex addressed remarks made by Resident-O’Malley about the water
report and denied any mis-management in this matter. He also wished everyone a Merry
VILLAGE OF OAK BROOK MINUTES Page 10 of 11
REGULAR MEETING OF DECEMBER 8, 2015
Christmas and Happy New Year, and thanked the staff for their hard work.
B. Village Clerk
Village Clerk Pruss wished everyone a Merry Christmas and Happy New Year.
C. Trustees
Trustee Tiesenga thanked everyone for their discussions and work on the budget.
Trustee Manzo stated that the bids are in for the legal services and a Legal Committee
meeting will be held soon. He expressed appreciation for the open and honest debate in
the budget process and wished everyone a Merry Christmas and Happy New Year.
Trustees Baar, Moy, Adler and Yusuf echoed the holiday sentiments.
Trustee Yusuf also addressed the remarks made about the water report issue.
D. Village Attorney
Village Attorney Schuster wished everyone Happy Holidays.
E. Village President
Information Technology Director Jim Fox stated that the staff is busy with some year-end
projects regarding infrastructure improvements and emergency power in the server room
and thanked the Board for their support of same. He also wished everyone Happy
Holidays.
Sports Core Director Van Dyke talked briefly about the Sports Core management.
Community Development Director Kallien discussed that the Rush project would be
presented at the Planned Development meeting on December 10th.
The remainder of the staff wished everyone Happy Holidays.
13. 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 and legal counsel of the public
body, and (3) the selection of a person to fill a public office pursuant to sections 2(c)(21),
2(c)(1), and 2(c)(3) of the Illinois Open meetings Act, respectively
Motion by Trustee Tiesenga, seconded by Trustee Yusuf, to adjourn to closed session
at 10:46 p.m.
14. ADJOURNMENT
Motion by Trustee Yusuf, seconded by Trustee Baar, to adjourn the Regular Meeting
of the Board of Trustees at 12:10 a.m. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK MINUTES Page 11 of 11
REGULAR MEETING OF DECEMBER 8, 2015
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk