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Minutes - 04/26/2016 - Board of Trustees VILLAGE OF OAK BROOK MINUTES Page 1 of 7 REGULAR MEETING OF APRIL 26, 2016 MINUTES OF THE APRIL 26, 2016 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON MAY 10, 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, Asif Yusuf ABSENT: Trustee Edward Tiesenga 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, Library Director Sue Madorin 3. PRESIDENT’S OPENING COMMENTS President Lalmalani mentioned the recent passing of long-time resident, Joan Mullins. President Lalmalani announced that an agreement has been entered into with Pineoak Partners to host the 2016 Polo Season. He thanked Trustees Adler and Baar, as well as Village Manager Ginex and Golf Club Manager Sean Creed. President Lalmalani remarked about Passover and the grand opening of Sugarfina at Oakbrook Center. He wished a happy wedding anniversary to Trustee Moy and Trustee Moy thanked his wife. 4. RESIDENT/VISITOR COMMENTS Resident-Richard Allison spoke about the Christ Church expansion and the process. Trustee Manzo commented on Mr. Allison’s remarks. Resident-Mike Macken also talked about the notice process of the Christ Church expansion and the reason for hiring an attorney. 5. APPROVAL OF MINUTES A. Regular Executive Meeting Minutes of February 9, 2016 Motion by Trustee Yusuf, seconded by Trustee Manzo, to approve the Minutes of the Regular Executive Meeting of February 9, 2016. VOICE VOTE: Motion carried. VILLAGE OF OAK BROOK MINUTES Page 2 of 7 REGULAR MEETING OF APRIL 26, 2016 B. Regular Board of Trustees Meeting of April 12, 2016 Motion by Trustee Yusuf, seconded by Trustee Manzo, to approve the Minutes of the Regular Meeting of April 12, 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 April 21, 2016 - $754,402.08 Significant Items included in Above: 1) Rathje Woodward, LLC - Legal Services - March, 2016 - $3,333.33 (FY16 – YTD - $13,299.99) 2) Rathje Woodward, LLC – Non-Retainer Legal Services – November, 2015 - $3,300.00 TOTAL LEGAL BUDGET FOR 2016 IS $449,000 - TOTAL LEGAL BILLS PAID FOR 2016- YTD - $52,627.43 3) Christopher B. Burke – 2016 Street Improvement Project – Payout #6 - $30,038.79 4) DuPage Convention & Visitors Bureau –– 2016 1st Quarter Hotel Tax Receipts – 25% of 1% - $18,671.24 5) IRMA Deductible – March 31, 2016 - $26,463.48 6) Du-Comm – Quarterly Shares – May 1, 2016 – July 31, 2016 - $40,336.50 7) Pool Guards, Inc. – Contract Payment #1 - $39,534.00 8) DuPage Water Commission - $343,360.60 9) Paramedic Services of Illinois, Inc. – Contract Paramedics - April 30, 2016 - $43,009.00 B. Approval of Payroll for Pay Period Ending April 9, 2016 - $725,255.70 C. Community Development Referrals 1) Oakbrook Shopping Center, LLC – Text Amendment – B2 District D. Ordinances & Resolutions 1) RESOLUTION 2016-BD-CL-MIN-R-1556, A Resolution in Relation to the Semi-Annual Review of Closed Meeting Minutes 2) RESOLUTION 2016-ENG-ST-PRJT-R-1557, A Resolution Approving and Authorizing a Professional Services Agreement by and Between the Village of VILLAGE OF OAK BROOK MINUTES Page 3 of 7 REGULAR MEETING OF APRIL 26, 2016 Oak Brook and Christopher B. Burke Engineering, Ltd for Design Services Related to the 2017 York Road Surface Transportation Program Project 3) ORDINANCE 2016-PP-S-1458 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 (Police Vehicle) E. Village of Oak Brook – Monthly Financial Report – March 2016 Motion by Trustee Baar, seconded by Trustee Adler, to approve the Consent Agenda with the exception of Items 6.D.1 and 6.D.2., and authorize expenditures as presented. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Tiesenga Motion carried. 7. ITEMS REMOVED FROM THE CONSENT AGENDA 6.D.1) RESOLUTION 2016-BD-CL-MIN-R-1556, A Resolution in Relation to the Semi-Annual Review of Closed Meeting Minutes Motion by Trustee Adler, seconded by Trustee Manzo, to approve this Resolution. Trustee Adler inquired regarding whether Minutes can be destroyed. Village Attorney Diamond addressed this question and discussed the statutory requirements regarding verbatim recordings and stated that written minutes have to be retained forever. VOICE VOTE: Motion carried. 6.D.2) RESOLUTION 2016-ENG-ST-PRJT-R-1557, A Resolution Approving and Authorizing a Professional Services Agreement by and Between the Village of Oak Brook and Christopher B. Burke Engineering, Ltd for Design Services Related to the 2017 York Road Surface Transportation Program Project Motion by Trustee Manzo, seconded by Trustee Baar, to approve this Resolution. Trustee Manzo inquired regarding using an approved list of vendors for these types of projects. Public Works Director Patchin discussed that they will be doing a Request for Qualifications to create an approved list for upcoming projects. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Tiesenga Motion carried. VILLAGE OF OAK BROOK MINUTES Page 4 of 7 REGULAR MEETING OF APRIL 26, 2016 8. BOARD & COMMISSION RECOMMENDATIONS A. Bilshausen - 2525 35th Street - Map Amendment Motion by Trustee Moy, seconded by Trustee Baar, that the Village Board concur with the recommendation from the Zoning Board of Appeals and the Plan Commission approving the proposed map amendment from R-2 to R-4 for the property at 2525 35th Street subject to the following condition: 1. Adoption of an ordinance necessary to grant the requested map amendment which ordinance the Village Attorney shall by this motion be directed to prepare for consideration at the May 10, 2016 Board of Trustees meeting. Development Services Kallien explained this requested zoning change and the process involved. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Tiesenga Motion carried. B. Bilshausen Estates - 2525 35th Street – Final Plat – Two Lot Final Plat of Subdivision Motion by Trustee Manzo, seconded by Trustee Baar, that the Village Board concur with the recommendation from the Plan Commission approving the proposed two-lot Final Plat of Subdivision for the property at 2525 35th Street subject to the following conditions: 1. The requested subdivision is subject to the approval of a separate request for a map amendment from R-2 to R-4, 2. Final engineering approval, and 3. Adoption of a resolution necessary to grant the requested Final Plat which resolution the Village Attorney shall by this motion be directed to prepare for consideration at the May 10, 2016 Board of Trustees meeting. Development Services Kallien explained that this was second part of the above zoning change and the process involved. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Tiesenga Motion carried. 9. ACTIVE BUSINESS A. 31st Street Improvement Project – Jorie Boulevard to Regent Drive Presentation by VILLAGE OF OAK BROOK MINUTES Page 5 of 7 REGULAR MEETING OF APRIL 26, 2016 DuPage County Division of Transportation Public Works Director Patchin stated that Dan Nowak of the DuPage County Division of Transportation (DuDOT) and Dave Shannon of H.W. Lochner will give a brief presentation on their proposed improvements along 31st Street from Jorie Boulevard to Regent Drive. Public Works Director Patchin added that Paul Krueger and Bob Greene from DuDOT will also be available to answer questions. Mr. Nowak spoke briefly and Mr. Shannon provided a PowerPoint presentation regarding this transportation project. Comments were made and questions were addressed by Mr. Nowak and Mr. Shannon. B. Ordinances & Resolutions 1) RESOLUTION 2016-GL-MA-R-1559, A Resolution in Support of the Independent Map Amendment in Relation to State Legislative Districts Motion by Trustee Manzo, seconded by Trustee Adler, to approve Resolution R- 1559, A Resolution Supporting the Petition Campaign to Place the Independent Map Amendment Before Illinois Voters in November 2016. Trustee Manzo explained the changes in the re-districting process if this Amendment passes in November. Comments were made. VOICE VOTE: Motion carried. 2) ORDINANCE 2016-PD-PERMIT-G-1075, An Ordinance Amending Title 4 of the Village Code of the Village of Oak Brook to Establish Special Event and Block Party Regulations Motion by Trustee Baar, seconded by Trustee Manzo, that the Village Board approve Ordinance 2016-PD-PERMIT-G-1075, an ordinance amending Title 4 of the Village Code adding Chapter 12 establishing Special Event regulations. Trustee Baar explained that this ordinance establishes a process for regulating special events in the Village. Police Chief Jim Kruger discussed this Village Code change and Police Commander Jeff Weber provided a PowerPoint presentation which defined the purpose of this ordinance. Police Sergeant Ben Kadolph explained the application process. Questions were asked and addressed by Police Chief Kruger. Comments were made. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Tiesenga Motion carried. 10. INFORMATION & UPDATES A. Village Manager VILLAGE OF OAK BROOK MINUTES Page 6 of 7 REGULAR MEETING OF APRIL 26, 2016 Village Manager Ginex remarked on discussions at a recent DuPage Convention and Visitors Bureau meeting. He related his discussion with Mark Pruitt regarding electric aggregation and stated that Mr. Pruitt would be at the next meeting to provide an update. B. Village Clerk Village Clerk Pruss congratulated Deputy Clerk Vonachen on obtaining a certification. C. Trustees Trustee Yusuf reiterated that any resident has a right to speak at any open meeting, and expressed condolences to the Mullins family. He also wished everyone a Happy Passover. Trustee Adler remarked on recent sports’ events. Trustee Moy again thanked his wife. Trustee Baar thanked the Friends of the Library for a great book sale and recognized Tammy Perri on the special tasting event. He mentioned Passover and Orthodox Easter. Trustee Manzo mentioned the passing of Joan Mullins and a Mr. Nardella. He applauded the Police Department for their work on the special events ordinance. He urged residents to become involved in the zoning ordinance. D. Village Attorney Village Attorney Diamond remarked on the Board of Fire and Police Commissioners meeting he attended. E. Village President Information Technology Director Fox shared that a resident was helped with the document imaging and GIS systems software. Police Chief Kruger thanked the Board for their comments and his staff and other department heads. Golf Club Manager Creed remarked about status of the sports core facilities. Library Director Madorin thanked the volunteers and supporters of the book sale. She mentioned the Evergreen Concert on May 1st. Assistant Village Manager/Finance Director Dangles provided a brief first quarter financial update. Fire Chief Liss talked about EMS services on the tollway for which the Village is not VILLAGE OF OAK BROOK MINUTES Page 7 of 7 REGULAR MEETING OF APRIL 26, 2016 ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk receiving reimbursement from the Illinois Toll Authority, and that his department has developed a hybrid EMS services billing system to now bill those tollway patients. He mentioned that the new ambulance is in service. He addressed questions from the Board about EMS service billing. Development Services Kallien discussed the planning and zoning matters and that residents may participate in the due process. Comments were made in relation to this. 11. ADJOURNMENT Motion by Trustee Moy, seconded by Trustee Manzo, to adjourn the Regular Meeting of the Board of Trustees at 8:49 p.m. VOICE VOTE: Motion carried.