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Minutes - 03/22/2016 - Board of Trustees VILLAGE OF OAK BROOK MINUTES Page 1 of 6 REGULAR MEETING OF MARCH 22, 2016 MINUTES OF THE MARCH 22, 2016 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON APRIL 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 ABSENT: Trustee Asif Yusuf (arrived at approximately 7:15 p.m.) IN ATTENDANCE: Village Manager Rick Ginex; Assistant Village Manager/Finance Director Sharon Dangles, Village Attorney Stewart Diamond; 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 President Lalmalani stated that the Village offices will close at noon on March 25th and wished everyone a good holiday. He also mentioned the Brussels’ bombings. 4. RESIDENT/VISITOR COMMENTS – None presented. 5. APPROVAL OF MINUTES A. Regular Board of Trustees Meeting of March 8, 2016 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Regular Meeting of March 8, 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 March 17, 2016 - $880,460.31 Significant Items included in Above: VILLAGE OF OAK BROOK MINUTES Page 2 of 6 REGULAR MEETING OF MARCH 22, 2016 1) Holland & Knight LLP – Legal Services – February,2016 - $7,857.00 (FY16 – YTD - $17,080.93) 2) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – February, 2016 - $438.75 (FY16 – YTD - $5,236.26) 3) Rathje Woodward, LLC - Legal Services - February, 2016 - $3,333.33 (FY16 – YTD - $6,666.66) TOTAL LEGAL BUDGET FOR 2016 IS $449,000 - TOTAL LEGAL BILLS PAID FOR 2016- YTD - $34,061.35 4) DuPage Water Commission – February, 2016 - $334,325.05 5) Controlled Environmental Systems, Inc. – Oak Brook Bath & Tennis Locker Rooms- Men & Women – 2 5-Ton Rooftop Units - $24,200.00 B. Approval of Payroll for Pay Period Ending March 12, 2016 - $708,147.90 C. Ordinances & Resolutions 1) ORDINANCE 2016-BU-EX-S-1454, An Ordinance Authorizing Transfers Among Budget Line Items 2) RESOLUTION 2016-LSCP-CNTRCT-R-1545, A Resolution Approving and Authorizing the Village to Enter into a Contract for Landscaping Maintenance with Classic Landscape, Ltd. 3) RESOLUTION 2016-PW-ST-SWP-R-1546, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Village to Enter into a Street Sweeping Agreement with Hoving Companies 4) ORDINANCE 2016-PP-S-1455, 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 D. Village of Oak Brook – Monthly Financial Report – February 2016 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Consent Agenda with the exception of Item 6.C.3., and authorize expenditures as presented. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Tiesenga Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Yusuf Motion carried. During the Roll Call Vote above, Trustee Tiesenga recused himself in regard to Item 6.C.3., therefore for that item only, the vote was recorded as follows: VILLAGE OF OAK BROOK MINUTES Page 3 of 6 REGULAR MEETING OF MARCH 22, 2016 Ayes: 4 – Trustees Adler, Baar, Manzo, Moy Nays: 0 – None Abstain: 1 – Trustee Tiesenga Absent: 1 – Trustee Yusuf Motion carried. 7. ITEMS REMOVED FROM THE CONSENT AGENDA - None 8. ACTIVE BUSINESS A. Ordinances & Resolutions A. York Road Associates, LLC – Text Amendment – Section 13-10E-2B-1 – Add Language to Permit the Resubdivision of Developed Property in the O-4 District Motion by Trustee Moy, seconded by Trustee Baar, that the Village Board concur with the unanimous recommendation from the Plan Commission approving the proposed text amendment in the O-4 District and authorize the Village Attorney to prepare the necessary ordinance for final consideration at the April 12, 2016 Board of Trustees meeting. Development Services Director Kallien discussed the background and need for the text amendment regarding this Agenda item and Agenda Item #8.B. He and Mr. Patrick Russo, of Lincoln Property Company, addressed questions regarding same. It was affirmed that this motion is to permit this type of development, not approve it. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. B. Resubdivision of Clearwater – York Road Associates, LLC – Subdividing Two (2) Lots into Six (6) Lots Totaling Approximately 15.6 acres – Final Plat Motion by Trustee Tiesenga, seconded by Trustee Manzo, that the Village Board concur with the unanimous recommendation from the Plan Commission approving the proposed six-lot Final Plat of Subdivision of the Clearwater property, subject to the following conditions; 1. the requested subdivision is subject to the approval of a separate request for a text amendment to the O-4 District, 2. final engineering approval, and 3. Adoption of a resolution necessary to grant the requested Final Plat which VILLAGE OF OAK BROOK MINUTES Page 4 of 6 REGULAR MEETING OF MARCH 22, 2016 resolution the Village Attorney shall by this motion be directed to prepare for consideration at the April 12, 2016 Board of Trustees meeting. Trustee Baar expressed his opposition to this resubdivision and requested that the Board wait until provided with a full plan. Development Services Director Kallien and Village Attorney Diamond addressed Trustee Baar’s concerns in relation to the design and the parking challenges. Discussion ensued regarding options. Mr. Russo addressed the parking issues and the vacant lots. Development Services Director Kallien explained what would occur after passage of this recommendation motion. Bridget O’Keefe, a zoning attorney, came to the podium and reiterated the discussion, along with Mr. Russo. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Manzo, Moy, Tiesenga, Yusuf Nays: 1 – Trustee Baar Abstain: 0 – None Absent: 0 – None Motion carried. 9. ACTIVE BUSINESS A. Police and Firefighters’ Pension Fund Actuarial Studies Motion by Trustee Manzo, seconded by Trustee Adler, that the Village Board accept the actuarial reports of the Police and Firefighters' Pension Fund prepared by the Village's actuarial firm Nyhart for inclusion in the 2015 Comprehensive Annual Financial Report. Mr. Mike Zurich of Nyhart provided a PowerPoint presentation regarding the actuarial reports for the Police and Firefighters’ Pension Funds and explained the recommendations and valuations. Questions were addressed by Mr. Zurich and comments were made. VOICE VOTE: Motion carried. B. Village Board Meetings – Cancellation of the Second Meeting in July Village Manager Ginex explained this Agenda item. Motion by Trustee Baar, seconded by Trustee Yusuf, to cancel the second meeting in July. Brief discussion ensued. VOICE VOTE: Motion carried with one Nay vote. 10. INFORMATION & UPDATES A. Village Manager Village Manager Ginex had nothing to report. VILLAGE OF OAK BROOK MINUTES Page 5 of 6 REGULAR MEETING OF MARCH 22, 2016 B. Village Clerk Village Clerk Pruss had nothing to report. C. Trustees Trustee Tiesenga made general comments about the Village’s financial reserves, capital expenditures, and the unfunded pension liability. Trustee Manzo commented about the tragedy in Belgium. Trustee Moy expressed concern regarding injuries Trustee Tiesenga’s parents suffered in a vehicle accident. Trustee Tiesenga discussed the accident and thanked Trustee Moy for his comments. Trustee Tiesenga also recognized the professionalism and talents of the Village’s Fire and Police Departments. Trustee Adler discussed keeping an eye on sales tax and other revenues coming into the Village and commented on progress with polo. Trustee Yusuf wished Trustee Tiesenga’s parents a speedy recovery and also commented about prioritizing the capital expenditures. He thanked everyone who voted in the Primary. He also wished his wife a Happy Anniversary. D. Village Attorney Village Attorney Diamond had nothing to report. E. Village President Information Technology Director Jim Fox discussed meeting with the firm hired to do the utility locates and the cost savings associated with same because of the GIS data. He mentioned that the document imaging system just passed 1.6 million documents and talked about the huge efficiency in years to come. Police Chief Kruger thanked Trustee Tiesenga for his comments about the Police Department. Public Works Director Patchin explained the issue with the air temperature in the Board room. Golf Club Manager Creed mentioned that all the golf carts have had new batteries installed, and he also talked about an upcoming soccer event. Assistant Village Manager/Finance Director Dangles stated that the sales tax revenues for December Christmas sales were down 3%. VILLAGE OF OAK BROOK MINUTES Page 6 of 6 REGULAR MEETING OF MARCH 22, 2016 ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk Fire Chief Liss thanked Trustee Tiesenga for his comments about the Fire Department. Development Services Director Kallien had nothing to report. 10. ADJOURNMENT Motion by Trustee Baar, seconded by Trustee Manzo, to adjourn the Regular Meeting of the Board of Trustees at 8:40 p.m. VOICE VOTE: Motion carried.