Minutes - 01/12/2016 - Board of Trustees
VILLAGE OF OAK BROOK MINUTES Page 1 of 12
REGULAR MEETING OF JANUARY 12, 2016
MINUTES OF THE JANUARY 12, 2016
REGULAR MEETING OF THE
PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK
BROOK APPROVED AS WRITTEN ON
JANUARY 26, 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
7:01 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, Asif Yusuf
ABSENT: Trustees Michael Manzo, Mark Moy
IN ATTENDANCE: Village Manager Rick Ginex; Village Attorney Peter Friedman;
Assistant Village Manager/Finance Director Sharon Dangles; Development Services
Director Bob Kallien; Information Technology Director Jim Fox; Police Chief Jim Kruger;
Fire Chief Barry Liss; Public Works Director Doug Patchin, Library Director Sue
Madorin, Sports Core Director Trey Van Dyke
3. PRESIDENT’S OPENING COMMENTS
President Lalmalani wished everyone a Happy New Year. He discussed that a Committee
of the Whole meeting is coming up on January 25th when the management options for the
Sports Core would be discussed.
President Lalmalani then presented the Government Finance Officers Association of the
United States and Canada (GFOA) Outstanding Achievement in Popular Annual Financial
Reporting award for the fiscal year that ended on December 31, 2014, to Assistant Village
Manager/Finance Director Dangles.
A. Confirmation of Appointment - Public Works Director
1) RESOLUTION 2016-PL-PWDIR-R-1524, A Resolution Consenting to the
Appointment of Douglas Patchin as Public Works Director for the Village of Oak
Brook
President Lalmalani then discussed the process regarding filling the Public Works Director
position and Douglas Patchin’s qualifications.
Motion by Trustee Yusuf, seconded by Trustee Tiesenga, to confirm the appointment
of Douglas Patchin as Public Works Director.
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REGULAR MEETING OF JANUARY 12, 2016
Trustee Adler expressed frustration with the process and stated he would be voting no.
Other comments were made.
VOICE VOTE: Ayes-3, Nays-1. Motion carried.
B. J.P. Morgan Chase Presentation – Village’s Investment Program – Daniele Driscoll
Ms. Driscoll presented a slide presentation and discussed the Village’s investment
portfolio.
4. RESIDENT/VISITOR COMMENTS
Residents Stephen and Kathleen Haszto expressed concerns about the Janko Hyatt project,
particularly the uncertainty of the restaurant and creation of a drive-thru.
5. APPROVAL OF MINUTES
A. Regular Executive Board of Trustees Meeting Minutes of October 27, 2015
Motion by Trustee Tiesenga, seconded by Trustee Yusuf, to approve the Minutes of
the Special Executive Board of Trustees Meeting Minutes of October 27, 2015.
VOICE VOTE: Motion carried.
B. Regular Board of Trustees Meeting Minutes of December 8, 2015
Motion by Trustee Baar, seconded by Trustee Tiesenga, to approve the Minutes of
the Regular Board of Trustees Meeting of December 8, 2015, as revised.
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 December 30, 2015 - $1,226,173.04
Period Ending January 7, 2016 - $407,666.00
Significant Items included in Above:
1) Seyfarth, Shaw, LLP – Legal Services – November 2015 - $28.75 (FY15– YTD -
$23,990.45)
TOTAL LEGAL BILLS PAID FOR 2015- YTD - $273,410.28
2) DuPage Water Commission – November 2015 - $379,308.80
3) R. Smits & Sons The Farm LLC – 2015 Fall Leaf Disposal - $20,506.20
4) McAllister Equipment Co. – Doosan Air Compressor - $21,245.00
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REGULAR MEETING OF JANUARY 12, 2016
5) Christopher B. Burke Engineering LTD – 2016 Street Improvement Project Design
Services –
Payout #3 - $35,502.20
6) Christopher B. Burke Engineering LTD – St. Paschal/35th Street Project TCM
Construction
Engineering Services – Payout #3 - $ 20,922.55
7) Current Technologies – Computer Network Infrastructure Project - $51,160.06
B. Approval of Payroll for Pay Periods Ending:
1) December 5, 2015 - $722,502.12
2) December 19, 2015- $716,988.85
3) January 2, 2016 - $768,415.32
C. Community Development Referrals
1) Madison Oaks Subdivision – 3601 Madison Street – Final Plat
2) Christ Church of Oak Brook – 501 Oak Brook Road - Special Use – Variations and
Final Plat
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Janitorial Services
2) Golf Course Commodities
3) Photo Copier Equipment
E. Ordinances & Resolutions
1) RESOLUTION 2016-WA-METR-CNTRCT-R-1523, A Resolution Approving
and Authorizing the Execution of an Agreement By and Between the Village of
Oak Brook and Water Services Company for the Provision of Water Meter
Testing, Repair, and Replacement Services
2) ORDINANCE 2016-CD-BC-G-1068, An Ordinance Amending Section 10-1-1H
of the Village Code of the Village of Oak Brook Relating to the Energy
Conservation Code
3) ORDINANCE 2016- PL-ENG-G-1070, An Ordinance Amending Article D of
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REGULAR MEETING OF JANUARY 12, 2016
Chapter 5 of Title 1 of the Village Code of the Village of Oak Brook, Illinois
Regarding the Appointment of the Village Engineer
F. Sports Core Loan
G. Request of Waiver of Fees -Christ Church of Oak Brook – 501 Oak Brook Road
H. Village of Oak Brook – Monthly Financial Reports – November 2015
Motion by Trustee Baar, seconded by Trustee Adler, to approve the Consent Agenda
and authorize expenditures as presented or amended.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
7. ITEMS REMOVED FROM THE CONSENT AGENDA
6.E.1) RESOLUTION 2016-WA-METR-CNTRCT-R-1523, A Resolution Approving and
Authorizing the Execution of an Agreement By and Between the Village of Oak
Brook and Water Services Company for the Provision of Water Meter Testing,
Repair, and Replacement Services
Public Works Director Patchin addressed questions from Trustee Adler and stated that
these are for the commercial residents’ meters. Trustee Tiesenga offered an amendment to
the Resolution and contract regarding the correcting the corporate name to read: “Water
Services Company of Illinois, Inc.”
Motion by Trustee Tiesenga, seconded by Trustee Baar, to amend the corporate
name of the vendor on the Resolution and contract to Water Services Company of
Illinois, Inc. VOICE VOTE: Motion carried.
Motion by Trustee Adler, seconded by Trustee Baar, to approve this item.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
6.F. Sports Core Loan
Trustee Adler discussed this item and Assistant Village Manager/Finance Director
Dangles addressed his questions.
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REGULAR MEETING OF JANUARY 12, 2016
Motion by Trustee Adler, seconded by Trustee Baar, to approve this item.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
8. BOARD & COMMISSION RECOMMENDATIONS
A. Rush Oak Brook Orthopedic Center, LLC – 2011 York Road – Planned Development
– Orthopedic Care Focused Medical Outpatient Building, Including an Ambulatory
Surgery Center and Parking Structure
Motion by Trustee Baar, seconded by Trustee Yusuf, to concur with the
recommendation from the Planned Development Commission and approve the Rush
Oak Brook Orthopaedic Center Planned Development to allow for the construction
and use of the proposed improvements as presented, subject to the following
conditions:
1. Development is to be in substantial conformance with the approved plans
including all requested waivers and variations from the Village Code to permit
the following:
A. Construction of a 103,000 square foot medical office outpatient
orthopaedic care and ambulatory surgery center;
B. Construction of a four-level, 485 space parking structure. If it appears
there is a parking problem, Petitioner will attempt negotiations with the owner
or lessee of the adjacent property to the north to secure additional parking;
C. Provide a new service and emergency access drive from Windsor Drive
along the south property line with the condition that it offer no direct access to
the building or parking structure;
D. Construction of the walkway along the north property line to be
increased from 5 feet to approximately 8 feet in size to allow for use by
pedestrians and bicyclists.
2. Compliance with all other Village Ordinance requirements at time of building
permit application except as specifically varied or waived; and
3. Authorize the Village Attorney to prepare the necessary ordinance for final
consideration at the January 26, 2016 Board of Trustees meeting.
Development Services Director Kallien discussed the process.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
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Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
B. Janko Group, LLC – 210 22nd Street – Planned Development to Construct a New 5
Story Hyatt House Hotel and Create a Site for future Restaurant with Drive-Thru
Motion by Trustee Baar, seconded by Trustee Yusuf, to concur with the
recommendation from the Planned Development Commission and approve the
proposed Janko Group planned development subject to the following conditions:
1. Development is to be in substantial conformance with the approved plans
including all requested waivers from the Village Code for the Janko project
including:
A. Construction of a five-story, 144 room Hyatt House Hotel;
B. Construction of a future 4,500 square foot restaurant with a drive-thru that is
consistent with the architecture and design of the adjacent hotel. If the
restaurant and proposed drive-thru do not meet the criteria with respect to
location, size, design and architecture, the restaurant project will require an
amendment to the approved planned development;
C. Raising the height of the proposed three (3’) foot berm along 22nd Street by
approximately one (1) additional foot;
D. Maintaining all landscaping along 22nd and the replacement of any
landscaping that becomes unhealthy or dies to ensure consistency with
approved landscape plans;
E. Elimination of the southernmost access point on Windsor Drive
F. Without disclosing any confidential information, maintaining a dialogue with
the Village and the York Woods Homeowner Association with respect to the
prospects for the restaurant facility; and
2. Compliance with all other Village Ordinance requirements at time of building
permit application except as specifically varied or waived; and
3. Authorize the Village Attorney to prepare the necessary ordinance for final
consideration at the January 26, 2016 Board of Trustees meeting.
Development Services Director Kallien discussed this project and addressed concerns
expressed by residents, such as building height, lighting and sound requirements.
Questions and comments were made. Development Services Director Kallien stressed that
this project has followed all the regulations and required notices. Mr. Greg Spanos of the
Janko Group discussed the process regarding potential restaurants and that the restaurant,
because of its location, is expected to cater to the daytime employee population. In
response to an inquiry, Mr. Spanos stated that the target customer for the hotel would be an
upscale business traveler and that half of the guests are expected to be extended stays. Mr.
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Peter Dubin of Norr Architects discussed the design of the building tower. Comments were
made regarding the project, specifically the drive-thru.
Motion by Trustee Adler, seconded by Trustee Baar, to amend the planned
development to extract the drive-thru component of the restaurant.
Development Services Director Kallien requested clarification regarding the motion and
the required process and Village Attorney Friedman clarified same.
Residents Joe Laurencik and Stan Papuga expressed concerns regarding the drive-thru
restaurant. Trustee Baar expressed appreciation to the Janko Group.
ROLL CALL VOTE ON AMENDMENT MOTION:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
ROLL CALL VOTE ON APPROVAL MOTION AS AMENDED:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
9. UNFINISHED BUSINESS
A. Ordinances & Resolutions
1) RESOLUTION 2016-PD-RNVTN-PRJT-AG-R-1528, A Resolution Approving
and Authorizing a Professional Services Agreement By and Between the Village
of Oak Brook and Williams Architects, LTD for Architectural Design Services for
the Police Department Renovation
Motion by Trustee Baar, seconded by Trustee Adler, to approve this Resolution.
Police Chief Kruger discussed the history and process of this project. Mr. Mark Bushhouse
of Williams Architects explained the detention facility project. Questions were asked and
comments were made.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Yusuf, President Lalmalani
Nays: 1 – Trustee Tiesenga
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
10. ACTIVE BUSINESS
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REGULAR MEETING OF JANUARY 12, 2016
A. Confirmation of Appointments
1) Commercial Revitalization Committee (Reappointments of Jeff Kennedy, Linda
Gonnella, Bob Sanford, Marcia Tropinski, Champ Davis, Tracy Mulqueen, Jeff
Shay, Joe Endress, Dennis Hiffman, Chuck Fleming, Raj Lal and Mort Westman)
Motion by Trustee Yusuf, seconded by Trustee Tiesenga, to confirm these
reappointments.
Trustee Adler expressed that it might be time to look at what these types of committees are
doing and their purpose. President Lalmalani discussed the purpose and importance of this
committee.
VOICE VOTE: Ayes-3, Nays-1. Motion carried.
B. Ordinances & Resolutions
1) Resolution 2016-LY-PG-R-1519, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Purchase of Library Materials from
Authorized Distributors
Motion by Trustee Adler, seconded by Trustee Baar, to waive further bidding since
the Illinois Library Systems already conducted the bid process with major book
jobbers and issue purchase orders for books to Baker and Taylor and Brodart, and
approve Resolution R-1519.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
2) RESOLUTION 2016-SC-AG-EX-R-1521, A Resolution Approving and
Authorizing the Execution of an Agreement By and Between the Village of Oak
Brook and Eclipse Select Soccer Club, Inc. to Allow the use of a Sports Core
Soccer Field
Motion by Trustee Adler, seconded by Trustee Baar, that the Village Board approve
Resolution R-1521 A Resolution Approving And Authorizing The Execution Of An
Agreement By And Between The Village Of Oak Brook And Eclipse Select Soccer
Club, Inc. To Allow The Use Of A Sports Core Soccer Field.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
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3) RESOLUTION 2016-B&T/P-R-1522, A Resolution Approving and Authorizing
the Award of a Contract to Pool Guards, Inc. to Provide Aquatic Services
Motion by Trustee Adler, seconded by Trustee Baar, that the Village Board award a
Professional Services Agreement to Pool Guards, Inc, 520 N. Oakhurst Drive,
Aurora, IL for the 2016 aquatic services at the Bath & Tennis Club, and additionally,
that the Village Board approves Resolution 2016-B&T/P-R-1522.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
4) ORDINANCE 2016-SC-EX-G-1069, An Ordinance Amending Chapter 2, Entitled
“Oak Brook Golf Club” and Chapter 3, Entitled, “Oak Brook Bath and Tennis
Club” of Title 12, Entitled, “Recreational Facilities” of the Village Code of the
Village of Oak Brook, Illinois
Motion by Trustee Adler, seconded by Trustee Baar, for passage of Ordinance 2016-
SC-EX-G-1069, “An Ordinance Amending Chapter 2, Entitled “Oak Brook Golf
Club”, and Chapter 3, Entitled, “Oak Brook Bath And Tennis Club” Of Title 12,
Entitled, “Recreational Facilities” Of The Village Code Of The Village Of Oak
Brook, Illinois.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
5) RESOLUTION 2016-UTLYLOC-R-1526, A Resolution Approving an Agreement
with United States Infrastructure Corporation for Underground Utility Facilities
Location and Marking Services
Motion by Trustee Tiesenga, seconded by Trustee Baar, to approve an Underground
Utility Facilities Location and Marking Services Agreement with USIC in the amount
of $155,000.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
6) RESOLUTION 2016- SC-GOLF-PG-R-1529, A Resolution Approving the Waiver
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of Competitive Bidding and Authorizing the Purchase of Golf Merchandise for
Resale
Motion by Trustee Adler, seconded by Trustee Baar, that the Village Board waive
bidding, and authorize staff to issue purchase orders not to exceed $158,000.00 for the
purchase of golf merchandise for resale.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
7) RESOLUTION 2016-AG-IDOT-EX-R-1520, A Resolution Approving Local
Agency Agreement with IDOT for Enhancements to 22nd Street and York Road
Between Salt Creek and I88/I294 Spur
Motion by Trustee Tiesenga, seconded by Trustee Baar, approve the Local Public
Agency Agreement with IDOT for Federal Participation on 22nd Street and York
Road from Salt Creek to the I88/I294 Spur and approve Resolution R-1520.
Trustee Adler expressed some concerns about this expenditure.
ROLL CALL VOTE:
Ayes: 4 – Trustees Baar, Tiesenga, Yusuf, President Lalmalani
Nays: 1 – Trustee Adler
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
8) RESOLUTION 2016-IT-GIS-AG-R-1525, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Extension of an Agreement By and
Between the Village Of Oak Brook and Municipal GIS Partners, Inc. to Provide
GIS Support Services
Motion by Trustee Tiesenga, seconded by Trustee Yusuf, to waive competitive
bidding and approve the agreement renewal with the GIS Service Provider currently
held by Municipal GIS Partners, Inc. (MGP) in the amount of $117,032 and approve
Resolution 2016-IT-GIS-AG-R-1525.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
11. INFORMATION & UPDATES
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REGULAR MEETING OF JANUARY 12, 2016
A. Village Manager
Village Manager Ginex congratulated Doug Patchin.
B. Village Clerk
Village Clerk Pruss reminded those present that license plate sticker renewals are no
longer being mailed by the State. She remarked that there is an Open House at the Bath &
Tennis Club on February 20th. She added that the Primary Election is March 16th and
applications for Absentee Ballots are available.
C. Trustees
Trustee Tiesenga recognized Sue Madorin and urged use of the Library.
Trustee Baar mentioned that employees will be participating in a Polar Plunge at the Bath
& Tennis Club on March 5th.
Trustee Adler discussed the conversations with the private polo group and stated that a
clear delineation of the parameters should be established. He also mentioned that a Sports
Core Operations Committee of the Whole will be held on January 25th.
Trustee Yusuf wished everyone a Happy New Year and requested that Assistant Village
Manager/Finance Director Dangles provide a brief status on the Water Fund. He also
congratulated Doug Patchin.
D. Village Attorney
Village Attorney Friedman had nothing to report.
E. Village President
Information Technology Director Jim Fox informed those present that a new employee
has been hired to fill the Shared Information Technology Specialist.
Police Chief Kruger stated that a new public information campaign has been launched by
the Police Department in a way to enhance traffic safety and improve the social media
footprint.
Resident Bill Lindeman commented on sports core issues and pertinent meetings and
requested more transparency. Trustee Baar stated that a Sports Core Long Range Planning
meeting is set for next week to approve the minutes of the last meeting. Village Attorney
Friedman stated that it is possible to release draft minutes, but it is not advisable.
Public Works Director Patchin thanked the Board for the opportunity to serve as director.
Library Director Madorin thanked Trustee Tiesenga for the kind words and discussed the
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REGULAR MEETING OF JANUARY 12, 2016
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
Winter reading program.
In response to Trustee Yusuf’s request for an update on the Water Fund, Assistant Village
Manager/Finance Director Dangles stated that every month there is a financial packet, and
added that through November the Water Fund had a net Fund decrease of $413,000, and
the annual budget was projected to have a net decrease of $1.2 million. She addressed
questions regarding the Water Fund.
Fire Chief Liss reminded residents to have working smoke detectors.
Development Services Director Kallien discussed that the next big project will involve
Christ Church.
13. ADJOURN TO CLOSED SESSION, For the purpose of discussing (1) minutes of
meetings lawfully closed under this act (2) collective negotiating matter, pursuant to
sections 2(c)(21) and 2(c)(2) of the Illinois Open meetings Act, respectively
Motion by Trustee Tiesenga, seconded by Trustee Yusuf, to adjourn to closed session
at 9:39 p.m.
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 2 – Trustees Manzo, Moy
Motion carried.
14. ADJOURNMENT
Motion by Trustee Yusuf, seconded by Trustee Adler, to adjourn the Regular
Meeting of the Board of Trustees at 11:15 p.m. VOICE VOTE: Motion carried.