Minutes - 01/26/2016 - Board of Trustees (2)
VILLAGE OF OAK BROOK MINUTES Page 1 of 8
REGULAR MEETING OF JANUARY 26, 2016
MINUTES OF THE JANUARY 26, 2016
REGULAR MEETING OF THE
PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK
BROOK APPROVED AS WRITTEN ON
FEBRUARY 9, 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
7:03 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 welcomed Thomas Sinclair as he was
sworn in as a Firefighter/Paramedic. Chairman Ed Main of the Board of Fire and Police
Commissioners made introductory remarks about this individual and read the Appointment
Order. Village Clerk Pruss swore in Mr. Sinclair, Fire Chief Liss congratulated him, and
asked that his family members come down for the badge pinning/helmet ceremony.
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, Edward Tiesenga, Asif Yusuf
ABSENT: Trustee 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; Deputy Police Chief
Jason Cates; Fire Chief Barry Liss; Public Works Director Doug Patchin, Library Director
Sue Madorin, Golf Course Grounds Superintendent Sean Creed; Human Resource
Generalist Kate Andris
4. PRESIDENT’S OPENING COMMENTS
President Lalmalani discussed the Sports Core Long Range Committee meeting held on
January 25th. He talked about the options for managing the Sports Core, and stated that
after a detailed presentation, it was decided to not go with the Park District’s proposal, but
rather go with the internal staff reorganization option. He thanked the Park District for
their willingness to partner with the Village.
5. RESIDENT/VISITOR COMMENTS – None presented.
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REGULAR MEETING OF JANUARY 26, 2016
6. APPROVAL OF MINUTES
A. Regular Executive Board of Trustees Meeting Minutes of December 8, 2015
Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the
Special Executive Board of Trustees Meeting Minutes of December 8, 2015.
VOICE VOTE: Motion carried.
B. Regular Board of Trustees Meeting Minutes of January 12, 2016
Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the
Regular Board of Trustees Meeting of January 12, 2016, as revised.
VOICE VOTE: Motion carried.
C. Regular Board of Trustees Meeting Minutes of January 14, 2016
Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the
Regular Board of Trustees Meeting of January 14, 2016, as revised.
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 January 21, 2016 - $2,444,801.00
Significant Items included in Above:
1) Holland & Knight LLP – Legal Services – December, 2015 - $4,380.54 (FY15 –
YTD - $151,110.50)
2) Seyfarth, Shaw, LLP – Legal Services – December, 2015 - $326.25 (FY15– YTD -
$24,316.70)
3) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services –
December, 2015 - $1,376.19 (FY15 – YTD - $64,917.26)
4) Rathje Woodward, LLC - Legal Services – November, 2015 - $3,333.33
5) Rathje Woodward, LLC - Legal Services –December, 2015 - $3,333.33(FY15 –
YTD - $39,999.96)
TOTAL LEGAL BILLS PAID FOR 2015 - YTD - $284,857.92
6) DuPage Convention & Visitors Bureau –2015 4th Quarter Hotel/Motel Tax
Receipt - $26,497.17
7) DuPage Water Commission – December 2015 - $384,629.25
8) Central Blacktop Company – 2015 Street Improvement Project – Payout #7 -
$352,829.69
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REGULAR MEETING OF JANUARY 26, 2016
9) Treasurer, State of Illinois 35th Street/St. Pascal Drive MFT Project - Payout #1 -
$267,079.99
10) Treasurer, State of Illinois 35th Street/St. Pascal Drive MFT Project - Payout #2 -
$135,408.86
11) Mary Riordan – TIF Note Interest & TIF Principal - $39,020.00
12) 1311, LLC – TIF Note Interest & TIF Principal - $39,015.00
13) St. Paul Fire – TIF Note Interest & TIF Principal - $97,545.00
14) IRMA – 2016 Annual Contributions - $469,163.00
B. Approval of Payroll for Pay Period Ending January 16, 2016 - $718,324.24
C. Community Development Referrals
1) Clearwater – 2100 and 2122 York Road – Text Amendment
2) Clearwater Resubdivision – 2100 and 2122 York Road – Final Plat
D. Ordinances & Resolutions
1) ORDINANCE 2016-BU-AMEND-S-1448, An Ordinance Authorizing an
Amendment to the 2016 Budget (Architectural Design of the Police Department
Renovation)
2) ORDINANCE 2016-PP-S-1451, 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
3) ORDINANCE 2016-ZO-PUD-EX-S-1449, An Ordinance Approving a Planned
Development (Rush Oak Brook Orthopaedic Center – 2011 York Road)
4) ORDINANCE 2016-ZO-PUD-EX-S-1450, An Ordinance Approving a Planned
Development – (Hyatt House Hotel and Restaurant –210 22nd Street)
E. Issuance of Scavenger/Solid Waste Hauler License (Independent Recycling Services)
F. Monthly Financial Reports – December 31, 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: 5 – Trustees Adler, Baar, Manzo, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
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REGULAR MEETING OF JANUARY 26, 2016
Absent: 1 – Trustee Moy
Motion carried.
8. ITEMS REMOVED FROM THE CONSENT AGENDA
7.A.2) Seyfarth, Shaw, LLP – Legal Services – December, 2015 - $326.25 (FY15– YTD -
$24,316.70)
Motion by Trustee Manzo, seconded by Trustee Adler, to approve this item.
Brief discussion regarding this item.
ROLL CALL VOTE:
Ayes: 5 – Trustees Adler, Baar, Manzo, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 1 – Trustee Moy
Motion carried.
7.D.1) ORDINANCE 2016-BU-AMEND-S-1448, An Ordinance Authorizing an
Amendment to the 2016 Budget (Architectural Design of the Police Department
Renovation)
Trustee Tiesenga expressed concerns regarding the costs of this project and incurring debt
regarding same. Questions were asked and Assistant Village Manager/Finance Director
Dangles stated that this is an amendment to the 2016 budget. Opinions were expressed.
Motion by Trustee Yusuf, seconded by Trustee Baar, to approve this item.
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Yusuf, President Lalmalani
Nays: 2 – Trustees Manzo, Tiesenga
Abstain: 0 – None
Absent: 1 – Trustee Moy
Motion carried.
9. ACTIVE BUSINESS
A. Ordinances & Resolutions
1) RESOLUTION 2016-NIG-AG-R-1531, An Ordinance Authorizing and Granting a
Franchise to Northern Illinois Gas Company (d/b/a Nicor Gas Company) Its
Successors and Assigns, to Construct, Operate and Maintain a Natural Gas
Distributing System in and Through the Village Of Oak Brook, Illinois
Motion by Trustee Tiesenga, seconded by Trustee Manzo, to approve Resolution
2016-NIG-AG-R-1531.
Village Manager Ginex presented a slide show regarding this gas franchise agreement.
Opinions were expressed and discussion ensued regarding the length and terms of the
agreement.
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REGULAR MEETING OF JANUARY 26, 2016
ROLL CALL VOTE:
Ayes: 4 – Trustees Adler, Baar, Tiesenga, Yusuf
Nays: 1 – Trustee Manzo
Abstain: 0 – None
Absent: 1 – Trustee Moy
Motion carried.
2) RESOLUTION 2016-WA-FCWRD-IGA-R-1527, A Resolution Approving and
Authorizing an Amendment to the Intergovernmental Agreement By and Between
the Village and Flagg Creek Water Reclamation District for the Shut Off of Water
Service
Motion by Trustee Tiesenga, seconded by Trustee Baar, to approve the First
Amended Intergovernmental Agreement Between the Village of Oak Brook and
Flagg Creek Water Reclamation District For The Shut Off of Water Service.
Concerns were expressed regarding shutting off the water after only 30 days. Public Works
Director Patchin stated that in reality, shut-offs usually occur when the property owner is
delinquent on their sewer bill in excess of 30 days, and explained the process. Opinions
were expressed.
Motion by Trustee Manzo, seconded by Trustee Yusuf, to amend the Existing
Agreement to reflect shutting off the water after 45 days. VOICE VOTE: Motion
carried.
ROLL CALL VOTE ON THE APPROVAL MOTION AS AMENDED:
Ayes: 5 – Trustees Adler, Baar, Manzo, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 1 – Trustee Moy
Motion carried.
3) ORDINANCE 2016 -SC-EX-G-1071, An Ordinance Amending 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 G-
1071, “An Ordinance Amending Title 12, Entitled, “Recreational Facilities” Of The
Village Code Of The Village Of Oak Brook, Illinois.
Opinions were expressed. It was clarified that this ordinance’s intent is to separate out
swimming and tennis fees.
ROLL CALL VOTE:
Ayes: 5 – Trustees Adler, Baar, Manzo, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 1 – Trustee Moy
Motion carried.
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REGULAR MEETING OF JANUARY 26, 2016
4) RESOLUTION 2016-IS-BKR-CNTRCT-R-1532, A Resolution Approving and
Authorizing the Award of a Contract to Vistanational Insurance Group, Inc. for
Insurance Consulting and Broker Services
Human Resource Generalist Andris discussed the Insurance RFP process, interviews, and
recommendation and terms of the contract.
Motion by Trustee Baar, seconded by Trustee Manzo, to approve and direct staff to
execute an agreement with Vistanational Insurance Group for the plan years 2016-
2018 for consultant services.
Questions were asked of Mr. Brian Walsh, of Vistanational Insurance Group, Inc., and
Human Resource Generalist Andris.
ROLL CALL VOTE:
Ayes: 5 – Trustees Adler, Baar, Manzo, Tiesenga, Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 1 – Trustee Moy
Motion carried.
B. Discussion of Fee Waiver Request for the Hyatt House Hotel and Restaurant Planned
Development
Development Services Director Kallien discussed the history and past practices of fee
waivers for large projects. Opinions were expressed and questions were asked. Mr. Kallien
stated that several staff members are involved in this type of project. Lengthy discussion
ensued. Mr. Spanos of the Janko Group discussed the hotel and sales tax revenues to be
received from the Hyatt, and also how the project design was changed at the urging of
some of the Board members, and the costs of same. Village Attorney Friedman discussed
the hotel tax provisions for non-home rule communities. Discussion continued.
10. INFORMATION & UPDATES
A. Village Manager
Village Manager Ginex welcomed Golf Course Grounds Superintendent Sean Creed and
stated that there would be another Managers’ meeting.
B. Village Clerk
Village Clerk Pruss stated that the Primary election is March 15th, and discussed Early
Voting.
C. Trustees
Trustee Tiesenga presented DuComm’s 40th Anniversary medallion to President
Lalmalani.
Trustee Manzo discussed the Sports Core management decision, and also making real
cuts to the budget. He then remarked on a Village of Westmont meeting he attended.
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REGULAR MEETING OF JANUARY 26, 2016
Trustee Baar recognized the Sports Core staff on the presentation, thanked the Park
District for the proposal, and Village Management for the report regarding same. Trustee
Baar also discussed vacant and neglected properties in the Village, and also that there are
a lot of dead trees in the Village. He stressed the need for ordinances which would cover
these issues. Development Services Director Kallien responded to this.
Trustee Adler commented on polo and the Sports Core Long Range Committee’s hard
work. He also discussed the Village Attorney RFP process.
Trustee Yusuf remarked about the discussions at this meeting. He urged caution when
walking outside.
D. Village Attorney
Village Attorney Friedman had nothing to report.
E. Village President
Information Technology Director Jim Fox discussed some changes with the website.
Deputy Police Chief Cates had nothing to report.
Public Works Director Patchin discussed progress regarding removal of Emerald Ash
Bore-affected trees, and also training with the underground locating company.
Golf Course Grounds Superintendent Creed stated that they will be busy working on the
de-structure of the Sports Core and remarked that golf maintenance will be very busy.
Library Director Madorin had nothing to report.
Assistant Village Manager/Finance Director Dangles remarked about a recent budget item
- Open Gov software - regarding transparency and most frequency-asked questions. She
also recognized Information Technology Director Fox for his efforts on this. In response
to an inquiry about sales tax, she stated that the Village is doing better than last year.
Fire Chief Liss had nothing to report.
Development Services Director Kallien stated that they are working with the consultants
to update the zoning code, and the consultants are looking for input from the stakeholders
of the Village. He remarked that the Christ Church project has been continued for 60
days, and that the Drake Hotel is interested in making improvements.
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REGULAR MEETING OF JANUARY 26, 2016
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
11. ADJOURNMENT
Motion by Trustee Tiesenga, seconded by Trustee Manzo, to adjourn the Regular
Meeting of the Board of Trustees at 9:03 p.m. VOICE VOTE: Motion carried.