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Minutes - 02/23/2016 - Board of Trustees (2) VILLAGE OF OAK BROOK MINUTES Page 1 of 6 REGULAR MEETING OF FEBRUARY 23, 2016 MINUTES OF THE FEBRUARY 23, 2016 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON MARCH 8, 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: None IN ATTENDANCE: Village Manager Rick Ginex; Assistant Village Manager/Finance Director Sharon Dangles, Village Attorney Ben Schuster; Development Services Director Bob Kallien; Information Technology Director Jim Fox; Police Chief Jim Kruger; Fire Chief Barry Liss; Public Works Director Doug Patchin, Golf Club Manager Sean Creed 3. PRESIDENT’S OPENING COMMENTS A. RESOLUTION 2016-AG-LE-EX1-R-1540, A Resolution Appointing Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C. as Village Attorney and Approving an Engagement Agreement President Lalmalani discussed the Legal Counsel RFP interview and selection process. He stated that Stewart H. Diamond and Keri-Lyn J. Krafthefer will serve as the primary Village Attorneys for Ancel, Glink and have agreed to a retainer of $8,500.00 per month. Motion by Trustee Yusuf, seconded by Trustee Manzo, to approve Resolution R-1540. Trustee Adler spoke in opposition to this appointment and talked about the current labor attorneys. President Lalmalani responded to Trustee Adler’s comments. Other opinions were expressed about the rankings of the candidates, the performance of the current labor attorneys, the agreed retainer amount, and the selection process. ROLL CALL VOTE: Ayes: 5 – Trustees Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 1 – Trustee Adler Abstain: 0 – None Absent: 0 – None Motion carried. VILLAGE OF OAK BROOK MINUTES Page 2 of 6 REGULAR MEETING OF FEBRUARY 23, 2016 4. RESIDENT/VISITOR COMMENTS Residents, Mike and Patrice Macken spoke in opposition to the Christ Church Development, specifically, the lighted parking lot component. Development Services Director Kallien discussed the process and stated that this is currently a request before the Plan Commission and there are no determinations at this time. 5. APPROVAL OF MINUTES A. Regular Executive Meeting Minutes of January 12, 2016 Motion by Trustee Tiesenga, seconded by Trustee Manzo, to approve the Minutes of the Regular Executive Meeting Minutes of January 12, 2016. VOICE VOTE: Motion carried. B. Special Executive Meeting Minutes of January 14, 2016 Motion by Trustee Moy, seconded by Trustee Yusuf, to approve the Minutes of the Special Executive Meeting of January 14, 2016. VOICE VOTE: Motion carried. C. Special Executive Board of Trustees Meeting Minutes of January 26, 2016 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Special Executive Meeting of January 26, 2016. VOICE VOTE: Motion carried. D. Regular Board of Trustees Meeting Minutes of February 9, 2016 Motion by Trustee Manzo, seconded by Trustee Moy, to approve the Minutes of the Special Executive Meeting of February 9, 2016. 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 February 18, 2016 - $635,226.24 Significant Items included in Above: 1) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – January 2016 - $4,797.51 (FY16 – YTD - $4,797.51) 2) Rathje Woodward, LLC - Legal Services – January 2016 - $3,333.33 (FY16 – YTD - $3,333.33) VILLAGE OF OAK BROOK MINUTES Page 3 of 6 REGULAR MEETING OF FEBRUARY 23, 2016 3) Holland & Knight LLP – Legal Services – January 2016 - $12,874.43 (FY16 – YTD - $12,874.43) TOTAL LEGAL BUDGET FOR 2016 IS $449,000 - TOTAL LEGAL BILLS PAID FOR 2016 - YTD - $19,272.77 4) DuPage Water Commission – January 31, 2016 - $408,015.95 5) Paramedic Services of Illinois, Inc. – Contract Paramedics Services - February 2016 - $43,009.00 B. Approval of Payroll for Pay Period Ending February 13, 2016 - $704,550.24 C. Community Development Referrals 1) 2525 35th Street – Bilshausen – Map Amendment 2) 2525 35th Street – Bilshausen – Final Plat 3) Clearwater Development – Northwest Corner of York Road and 22nd Street – York Road Associates, LLC - Amend Existing Special Use 4) 2122 York Road – York Road Associates, LLC – Variations D. Authorization to Seek Bids or Proposals or Negotiate Contracts 1) 2016 Street Improvement Project E. Ordinances & Resolutions 1) ORDINANCE 2016-BU-AMEND-S-1453, An Ordinance Authorizing an Amending to the 2016 Budget 2) RESOLUTION 2016-SR-FP-EX-R-1536, A Resolution Approving the Final Plat for the Madison Oaks Subdivision in the Village of Oak Brook, Illinois 3) RESOLUTION 2016-SC-GOLF-R-1539, A Resolution Authorizing the Purchase of Golf Commodities for the Oak Brook Golf Course F. Village of Oak Brook – Monthly Financial Report – January 2016 VILLAGE OF OAK BROOK MINUTES Page 4 of 6 REGULAR MEETING OF FEBRUARY 23, 2016 Motion by Trustee Moy, seconded by Trustee Yusuf, to approve the Consent Agenda and authorize expenditures as presented. 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 - None 8. ACTIVE BUSINESS A. Ordinances & Resolutions 1) RESOLUTION -CNTRCT-PD-FOP-R-1537, A Resolution Approving an Agreement By and Between the Village of Oak Brook and the Fraternal Order of Police Labor Council Motion by Trustee Baar, seconded by Trustee Manzo, to approve Resolution R-1537: A Resolution Approving a Collective Bargaining Agreement with Fraternal Order of Police Labor Council and the Village of Oak Brook from January 1, 2015 through December 31, 2017. It was affirmed that this Agreement represents the arbitrator’s ruling. Opinions were expressed regarding the contract, arbitration, fringe benefits and costs. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 2) RESOLUTION 2016-BOT-RULES-R-1538, A Resolution Approving Rules Concerning Public Comment and Participation at Public Meetings Village Attorney Schuster discussed this resolution which serves to make sure the Village stays in compliance with the Open Meetings Act. He stated that this applies to all boards or commissions in the Village Code which are subject to the requirements of the Open Meetings Act. Motion by Trustee Yusuf, seconded by Trustee Manzo, to approve Resolution R- 1538, A Resolution Approving Rules Concerning Public Comment and Participation at Public Meetings. Comments were made and Village Attorney Schuster replied that this insures transparency, and if the Illinois Attorney General asks for a policy regarding public comment, it is important to have one on record. He affirmed that this does not replace Robert’s Rules of VILLAGE OF OAK BROOK MINUTES Page 5 of 6 REGULAR MEETING OF FEBRUARY 23, 2016 Order. Trustee Adler made a Motion to Defer this item, but there was no second to the Motion. Discussion continued. Village Attorney Schuster clarified that this policy does not apply to ad-hoc committees or restrict public comment at their meetings. VOICE VOTE: Motion carried, 5 to 1. B. Village Provided Vehicle/Allowances Policies and Practices – Discussion Trustee Adler made some introductory remarks regarding this item and discussed the positions which include a Village-provided vehicle or a vehicle allowance. Opinions were expressed and discussion ensued. In response to a question regarding fuel for the Village- provided vehicles, Assistant Village Manager/Finance Director Dangles affirmed that the fuel has been paid by the Village. 9. INFORMATION & UPDATES A. Village Manager Village Manager Ginex expressed appreciation to Village Attorneys Friedman and Schuster for all the guidance and responsiveness to staff. He stated that ComEd has informed him that they are activating their emergency response center because of snowfall and high winds expected. B. Village Clerk Village Clerk Pruss expressed her appreciation to the Village Attorneys and also informed those present that voter registration for the primary is no longer available at the Village Hall or Library, but that people can still register to vote at the Early Voting locations and at the County building in Wheaton. She also discussed the requirements for absentee voting. She added that reminders for license plate stickers are no longer being mailed. C. Trustees Trustee Tiesenga thanked the Village Attorneys for their service. He also talked about the lack of the State budget. Trustee Manzo echoed the sentiments regarding the Village Attorneys and discussed what had faced them when they took over four and a half years ago. He also complimented Public Works Director Patchin on keeping him informed about the construction at 31st Street and Meyers Road. Trustee Baar expressed his appreciation to all the Holland & Knight attorneys who had worked with Oak Brook. Trustee Moy stated that he feels Holland & Knight has provided a very high standard of legal representation. Trustee Adler thanked Village Attorney Schuster for his service. VILLAGE OF OAK BROOK MINUTES Page 6 of 6 REGULAR MEETING OF FEBRUARY 23, 2016 ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk Trustee Yusuf expressed that it has been a great experience working with Holland & Knight. D. Village Attorney Village Attorney Schuster thanked the Board and Village staff for the privilege of serving Oak Brook for the last four and half years. E. Village President President Lalmalani thanked the Village Attorneys for their years of service. Information Technology Director Jim Fox thanked the Village Attorneys for their service, especially for their education of staff. Police Chief Kruger discussed a recent burglary, and offered the services of the Department to perform a security analysis for any residents so wishing one. Public Works Director Patchin mentioned that several ash trees have been removed and that the system-wide leak survey would be starting soon. Golf Club Manager Creed remarked about upcoming events and the success of the wedding open house at the Bath & Tennis Clubhouse. Assistant Village Manager/Finance Director Dangles stated that an advertisement had been placed for the Bath & Tennis Club Manager position. She also updated the Board on the current sales tax. Fire Chief Liss discussed that the Department had been busy with lines down and traffic accidents with the stoplights out last weekend. Development Services Director Kallien reminded all about the upcoming zoning code stakeholder interviews. He also updated the Board on the Hyatt House project and other large projects, and responded to comments about York Road improvements. 10. ADJOURNMENT Motion by Trustee Yusuf, seconded by Trustee Manzo, to adjourn the Regular Meeting of the Board of Trustees at 8:40 p.m. VOICE VOTE: Motion carried.