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Minutes - 05/10/2016 - Board of Trustees VILLAGE OF OAK BROOK MINUTES Page 1 of 8 REGULAR MEETING OF MAY 10, 2016 MINUTES OF THE MAY 10, 2016 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON MAY 24, 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 7:04 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: IN ATTENDANCE: Village Manager Rick Ginex; Assistant Village Manager/Finance Director Sharon Dangles, Village Attorney Stewart Diamond; Chief Building Inspector Bill Hudson; 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, Bath & Tennis Club Manager Chris Thompson 3. PRESIDENT’S OPENING COMMENTS President Lalmalani mentioned the passing of retired Police Officer Ben Savaglio. Resident-Tom Mullins thanked the Board and the Police Department for the sympathy and honor shown after the passing of Joan Mullins. President Lalmalani remarked about the renaming of the DuPage Airport to the Daniel L. Goodwin Flight Center. President Lalmalani recognized the Finance Department for receiving the Distinguished Budget Presentation Award for the current 2016 budget from the Government Finance Officers Association. President Lalmalani talked about a roundtable discussion with legislators regarding the growing heroin addition. A. Mark Pruitt – Illinois Community Choice Aggregation Network – Electrical Aggregate Update VILLAGE OF OAK BROOK MINUTES Page 2 of 8 REGULAR MEETING OF MAY 10, 2016 Mr. Pruitt provided a PowerPoint update on Electrical Aggregation and addressed questions. Comments were made. 4. RESIDENT/VISITOR COMMENTS – None presented. 5. APPROVAL OF MINUTES A. Special Board of Trustees Meeting of April 21, 2016 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Special Meeting of April 21, 2016. VOICE VOTE: Motion carried. B. Regular Board of Trustees Meeting of April 26, 2016 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Regular Meeting of April 26, 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 May 3, 2016 - $394,190.02 Significant Items included in Above: 1) Seyfarth, Shaw, LLP – Legal Services – March, 2016 - $825.00 (FY16– YTD - $7000.25) 2) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – April 2016 - $9,913.75 (FY16 – YTD - $24,235.01) TOTAL LEGAL BUDGET FOR 2016 IS $449,000 - TOTAL LEGAL BILLS PAID FOR 2016 YTD - $63,366.18 3) Paramedic Services of Illinois, Inc. – Services Rendered – May 31, 2016 - $43,249.48 4) IMRA – Deductible - April 2016 - $30,048.46 B. Approval of Payroll for Pay Period Ending April 23, 2016 - $718,698.94 C. Ordinances & Resolutions 1) RESOLUTION 2016-ENG-AG-ITEP-EX-R-1562, A Resolution Approving and Authorizing a Professional Services Agreement By and Between the Village of Oak Brook and Engineering Resource Associates, Inc. for Engineering Services Related to the 22nd Street and York Road Beautification Project 2) RESOLUTION 2016-ENG-ST-PRJT-R-1560, A Resolution Approving and VILLAGE OF OAK BROOK MINUTES Page 3 of 8 REGULAR MEETING OF MAY 10, 2016 Authorizing a Professional Services Agreement By and Between the Village of Oak Brook and Christopher B. Burke Engineering, Ltd for Construction Engineering Services Related to the 2016 Street Improvement Project 3) ORDINANCE 2016-ZO-MA-EX-S-1459, An Ordinance Rezoning and Granting a Map Amendment on a Parcel of Approximately 2.001 Acres Located at 2525 35th Street in the Village of Oak Brook, Illinois 4) RESOLUTION 2016-SR-FP-EX-R-1561, A Resolution Approving the Final Plat for the Bilshausen Estates Subdivision in the Village of Oak Brook, Illinois 5) RESOLUTION 2016-AG-MCD-TASTE-FRWRKS-R-1563, A Resolution Approving a Sponsorship Agreement By and Between McDonalds Corporation and the Village of Oak Brook for McDonalds Corporation to Sponsor the Independence Day and Taste of Oak Brook Fireworks Show 6) RESOLUTION 2016-FI-MUNIS-AG-R-1565, A Resolution Authorizing the Execution of an Amendment to the Agreement By and Between the Village and Tyler Technologies, Inc. in Relation to Change in Third Party Software Developer 7) ORDINANCE 2016-PP-S-1461, 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 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Consent Agenda with the exception of Items 6.A.2., 6.A.4., 6.B., and 6.C.5., 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 6.A.2) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – April 2016 - $9,913.75 (FY16 – YTD - $24,235.01) Motion by Trustee Tiesenga, seconded by Trustee Manzo, to discuss this legal bill. Discussion ensued regarding the budget of the Board of Fire & Police Commissioners (BFPC) and whether legal expenses should be charged to the Legal budget or the BFPC line item and how the monies are spent under that line item. Motion by Trustee Manzo, seconded by Trustee Yusuf, to approve this item. VILLAGE OF OAK BROOK MINUTES Page 4 of 8 REGULAR MEETING OF MAY 10, 2016 ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 6.A.4) IMRA – Deductible - April 2016 - $30,048.46 Motion by Trustee Manzo, seconded by Trustee Baar, to approve this item. Assistant Village Manager/Finance Director Dangles explained how the deductible amount changes. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 6.B. Approval of Payroll for Pay Period Ending April 23, 2016 - $718,698.94 Motion by Trustee Tiesenga, seconded by Trustee Manzo, to approve this item. Trustee Tiesenga discussed that pensions are part of the total employee compensation costs. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 6.C.5) RESOLUTION 2016-AG-MCD-TASTE-FRWRKS-R-1563, A Resolution Approving a Sponsorship Agreement By and Between McDonalds Corporation and the Village of Oak Brook for McDonalds Corporation to Sponsor the Independence Day and Taste of Oak Brook Fireworks Show Motion by Trustee Manzo, seconded by Trustee Moy, to approve this item. Trustee Manzo thanked the McDonald’s Corporation for their support of this event every year and other Board members commented regarding same. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. VILLAGE OF OAK BROOK MINUTES Page 5 of 8 REGULAR MEETING OF MAY 10, 2016 8. UNFINISHED BUSINESS A. Authorization to Seek Bids or Proposals or Negotiate Contracts: 1) Pedestrian Access Project G3 – 22nd Street/Executive West Motion by Trustee Baar, seconded by Trustee Manzo, to authorize staff to advertise a request for bids for Pedestrian Access Project G3. VOICE VOTE: Motion carried. 9. ACTIVE BUSINESS A. Employee Health Insurance Update Trustee Moy presented this item in regard to the Request for Proposals’ process conducted last year and the subsequent contract with Vista National Insurance Group. Mark Walsh and Bridget Thompson, from Vista National, provided a PowerPoint presentation, including new benefits for 2016. Comments were made and questions were addressed by Assistant Village Manager/Finance Director Dangles and Mr. Walsh regarding the claims’ liability of retirees. B. Financial Transparency with OpenGov Presentation Trustee Manzo presented this item and Assistant Village Manager/Finance Director Dangles provided a PowerPoint presentation regarding OpenGov. Comments were made and questions were addressed. Trustee Tiesenga inquired regarding whether the pension modeler could be part of OpenGov and Assistant Village Manager/Finance Director Dangles said she would check on this. C. Ordinances & Resolutions 1) ORDINANCE 2016-LC-AL-G-1076, An Ordinance Amending Chapter 1 of Title 4 of the Village Code of the Village of Oak Brook, Illinois Relating to Coffee Shops Village Manager Ginex stated that Starbucks had contacted the Village about serving beer and wine and that Village Clerk Pruss and Deputy Village Clerk Vonachen researched and discussed this with the Village Attorney. Village Manager Ginex discussed the particulars. Motion by Trustee Manzo, seconded by Trustee Moy, to approve Ordinance G-1076. Trustee Manzo expressed some concerns. Harlan Powell, Attorney for Starbucks, and Megen Lockwald, Starbucks District Manager, addressed these concerns. Comments were made and questions were also addressed by Village Clerk Pruss and Village Attorney Diamond. VILLAGE OF OAK BROOK MINUTES Page 6 of 8 REGULAR MEETING OF MAY 10, 2016 ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Yusuf Nays: 1 – Trustee Tiesenga Abstain: 0 – None Absent: 0 – None Motion carried. 2) RESOLUTION 2016-GOLF-ARCH-AG-R-1564, A Resolution Approving and Authorizing a Professional Services Agreement By and Between the Village of Oak Brook and Williams Architects, Ltd. for Architectural Planning Services at the Oak Brook Golf Club Motion by Trustee Baar, seconded by Trustee Tiesenga, to approve Resolution R- 1564, A Resolution Approving A Proposal Between Williams Architects and the Village of Oak Brook for Architectural Planning Services for the Oak Brook Golf Club Upon Approval of A Budget Amendment Authorizing the Expenditure. Trustee Baar discussed the basis for this resolution in regard to potentially outsourcing the restaurant at the Golf Club. Comments were made. Village Attorney Diamond addressed a prevailing wage question. Discussion ensued regarding costs and Public Works Director Patchin addressed this. Discussion ensued regarding restaurant operation at the Golf Club. Motion by Trustee Adler, seconded by Trustee Moy, to defer this item. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Manzo, Moy, Tiesenga, Yusuf Nays: 1 – Trustee Baar Abstain: 0 – None Absent: 0 – None Motion carried. 3) RESOLUTION 2016-BU-AMEND-S-1460, An Ordinance Authorizing an Amendment to the 2016 Budget (Williams Architect Contract for the Golf Clubhouse Conceptual Design Plan) No action was taken regarding this item, as Agenda Item #9.C.2. was deferred. 4) RESOLUTION 2016-PW-DS-VEH-PG-CNTRCT-R-1566, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Certain Replacement Development Services and Public Works Vehicles Motion by Trustee Tiesenga, seconded by Trustee Manzo, that the Village Board waive further bidding since the State of Illinois already conducted the bid process and issue a purchase order to Wright Automotive, Hillsboro, Illinois for one (1) 2017 Ford Explorer (4WD) in the amount of $26,961 and further, that the Village Board waive further bidding since the State of Illinois already conducted the bid process and issue a purchase order to Morrow Brothers Ford, Greenfield, Illinois one (1) 2016 Ford F- 350 SRW Super Duty Pick-Up (4WD) with 8’ Bed in the amount of $48,514 for a total of $75,475. VILLAGE OF OAK BROOK MINUTES Page 7 of 8 REGULAR MEETING OF MAY 10, 2016 ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. D. Text Amendments to Chapter 10, Village Code of Ordinances – Building Regulations Trustee Moy introduced this item. Chief Building Inspector Bill Hudson discussed the history of these proposed amendments and specific changes to the Village Code. Comments were made and questions were addressed by Mr. Hudson. Lengthy discussion ensued. Board members stated that they would send comments regarding the proposed amendments. 10. INFORMATION & UPDATES A. Village Manager Village Manager Ginex introduced Chris Thompson, the new Bath & Tennis Club Manager. B. Village Clerk Village Clerk Pruss had nothing to report. C. Trustees Trustee Tiesenga briefly discussed his vacation and the upcoming planned protest at McDonald’s. Trustee Manzo discussed the pension issue. Trustee Baar congratulated Chief Kruger on being installed as First Vice President of the Illinois Association of Chiefs of Police. Trustee Moy congratulated Sharon Dangles and Jason Paprocki for working on OpenGov. Trustee Adler had nothing to report. Trustee Yusuf wished John Brazel well on his retirement from the Village. D. Village Attorney Village Attorney Diamond had nothing to report. E. Village President VILLAGE OF OAK BROOK MINUTES Page 8 of 8 REGULAR MEETING OF MAY 10, 2016 ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk Information Technology Director Fox had nothing to report. Police Chief Kruger stated that he and the Police Honor Guard participated in the Police memorial in Springfield. He also remarked that Sergeant Jason Wood graduated from Northwest University School of Police Staff and Command and also won a prestigious award. Public Works Director Patchin reported that the contract street sweeping started last week and also discussed removal of dead plants and trees. Golf Club Manager Creed had nothing to report. Library Director Madorin had nothing to report. Assistant Village Manager/Finance Director Dangles reported that February sales tax exceeded last year. Fire Chief Liss had nothing to report. Bath & Tennis Club Manager had nothing to report. 10. ADJOURNMENT Motion by Trustee Yusuf, seconded by Trustee Manzo, to adjourn the Regular Meeting of the Board of Trustees at 9:52 p.m. VOICE VOTE: Motion carried.