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Minutes - 08/09/2016 - Board of Trustees VILLAGE OF OAK BROOK MINUTES Page 1 of 9 REGULAR MEETING OF AUGUST 9, 2016 MINUTES OF THE AUGUST 9, 2016 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON SEPTEMBER 13, 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 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; Deputy Police Chief Jason Cates; 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 requested a moment of silence for the passing of Michael Olenec. Mrs. Jo Olenec, mother of Michael, spoke about her son and their history in Oak Brook. President Lalmalani remarked about the Oak Brook Police Department Memorial on July 26th and the National Night Out event on August 2nd. Deputy Police Chief Cates spoke briefly about both events. President Lalmalani stated that the newly formed Community Enhancement Committee held their first meeting on August 8th. He discussed the past successes of the Commercial Revitalization and Streetscape Committees. President Lalmalani reported that Assistant Village Manager/Finance Director Dangles has tendered her resignation and discussed her dedicated service. A. Drake Oak Brook Hotel Planned Development Presentation – 2301 York Road Attorney Scott Day discussed the planned development project at length and provided a PowerPoint presentation. President Lalmalani inquired about the covenant letter and VILLAGE OF OAK BROOK MINUTES Page 2 of 9 REGULAR MEETING OF AUGUST 9, 2016 Attorney Day addressed this inquiry and replied that he does not have the covenant letter. Discussion ensued. 4. RESIDENT/VISITOR COMMENTS The following residents spoke regarding the Drake Oak Brook Hotel Planned Development: Christy Dolan, Jim Bailey, John Groth, Yang Shao, and Keith Katsis. Village Attorney Diamond and Development Services Director Kallien addressed questions from Mr. Bailey. The following residents spoke regarding concerns about the Bath & Tennis Club pool and programs: Lyn Tietz, Joyce Antoniolli, Grace Wilkie, and George Charuk. Board Members and Bath & Tennis Club Manager Thompson addressed their concerns. Discussion ensued. 5. APPROVAL OF MINUTES A. Regular Executive Meeting Minutes of May 24, 2016 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Regular Executive Meeting of May 24, 2016. VOICE VOTE: Motion carried. B. Regular Board of Trustees Meeting of July 12, 2016 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Regular Meeting of July 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 July 27, 2016 - $1,263,202.47 For Period Ending August 4, 2016 - $1,629,606.53 Significant Items included in Above: 1) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – June 2016 - $8,841.25 (FY16 – YTD - $41,673.76) 2) Clark, Baird, Smith, LLP – Legal Services – June 2016 - $2,213.00 (FY16 – YTD - $2,213.00) 3) Rathje Woodward, LLC - Legal Services - June 2016 - $3,333.33 (FY16 – YTD - $23,299.98) TOTAL LEGAL BUDGET FOR 2016 IS $449,000 - TOTAL LEGAL BILLS PAID FOR 2016- YTD - $94,123.48 4) DU-COMM – Police Department Quarterly Shares August 2016 – October 2016 - $104,072.00 VILLAGE OF OAK BROOK MINUTES Page 3 of 9 REGULAR MEETING OF AUGUST 9, 2016 5) DU-COMM – Fire Department Quarterly Shares August 2016 – October 2016 - $40,336.50 6) DuPage Water Commission – June 2016 - $556,872.00 7) Paramedic Services of Illinois – July 2016 - $43,009.00 8) BlueCross BlueShield – June 2016 - $439,554.87 9) J.A. Johnson Paving – 2016 Street Improvement Project – Payout #2 - $632,028.98 10) Christopher B. Burke Eng. LTD – 2016 Street Improvement Project Construction Engineering Services – Payout #2 - $33,377.00 11) Du Page Convention and Visitors Bureau – Co-Op Invoice – May 2016 through June 2016 - $32,403.00 12) Du Page Convention and Visitors Bureau – Quarterly Invoice – April 2016 through June 2016 - $27,013.55 13) Vian Construction Co., Inc. – Emergency Water Main Break Repair – June 28, 2016 & June 29, 2016 - $23,751.40 14) Currie Motors – Two Police Vehicles - $77,312.66 15) Melrose Pyrotechnics Inc –Taste of Oak Brook Fireworks – 23,000.00 16) Ravenswood Special Events Inc – Taste of Oak Brook - $50,715.76 B. Approval of Payroll: 1) For Pay Period Ending July 16, 2016 - $803,296.75 2) For Pay Period Ending July 30, 2016 - $791,744.00 C. Authorization to Seek Bids or Proposals or Negotiate Contracts: 1) Heating Oil Tank Removal, Concrete Work, and Waterproofing at the Heritage Center D. Budget Adjustments 1) Sports Core – Golf E. Ordinances & Resolutions 1) RESOLUTION 2016-IRMA-R-1582, A Resolution Appointing Representatives to the Intergovernmental Risk Management Agency 2) RESOLUTION 2016-IMRF-R-1581, A Resolution Amending R-621 and Appointing the Authorized Agent Representing the Village of Oak Brook, Illinois in the Illinois Municipal Retirement Fund 3) Resolution 2016-FI-BNKSRV-SA-R-1583, A Resolution Adding and Removing VILLAGE OF OAK BROOK MINUTES Page 4 of 9 REGULAR MEETING OF AUGUST 9, 2016 Various Officers as Signatories on Village Bank Accounts 4) RESOLUTION 2016-FI-BNKSRV-SA-R-1584, A Resolution for Corporate Authority Certificate and Trading Authorization for Brokerage Accounts 5) ORDINANCE 2016-PP-S-1470, 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 6) ORDINANCE 2016-ZO-TA-G-1082, An Ordinance Approving a Text Amendment to Section 13-11-9 of the Zoning Ordinance of the Village of Oak Brook F. Village of Oak Brook – Monthly Financial Report – June 2016 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Consent Agenda, with the exception of Item 6.A.3), 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.A.3) Rathje Woodward, LLC - Legal Services - June 2016 - $3,333.33 (FY16 – YTD - $23,299.98) TOTAL LEGAL BUDGET FOR 2016 IS $449,000 - TOTAL LEGAL BILLS PAID FOR 2016- YTD - $94,123.48 Motion by Trustee Manzo, seconded by Trustee Adler, to approve this significant expenditure. Trustee Manzo commented on the year-to-date legal expenditures. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Tiesenga Motion carried. 8. UNFINISHED BUSINESS A. Ordinances & Resolutions VILLAGE OF OAK BROOK MINUTES Page 5 of 9 REGULAR MEETING OF AUGUST 9, 2016 1) RESOLUTION 2016-BD-CL-REC-D-R-1579, A Resolution Authorizing the Destruction of Verbatim Recordings of Certain Closed Meetings of the Village Board of Trustees Motion by Trustee Baar, seconded by Trustee Moy, to approve this Resolution. Trustee Manzo inquired whether this was a requirement and Village Attorney Diamond stated that the destruction is not required by law, but that most municipalities do destroy verbatim recordings when permitted. ROLL CALL VOTE: Ayes: 4 – Trustees Adler, Baar, Moy, Yusuf Nays: 1 – Trustee Manzo Abstain: 0 – None Absent: 1 – Trustee Tiesenga Motion carried. B. Text Amendments to Chapter 10, Village Code of Ordinances – Building Regulations Motion by Trustee Moy, seconded by Trustee Manzo, to approve the Proposed Amendments to Title 10 Building Regulations and authorize the Village Attorney to prepare the necessary ordinance for final consideration at the September 13, 2016 Board of Trustees meeting. Trustee Moy gave the background of this item and Chief Building Inspector Hudson provided an outline of the proposed text amendments. Discussion ensued. Development Services Director Kallien discussed another community regarding these text amendments and the Oak Brook building codes and requirements of the particular homeowner associations. Discussion ensued regarding the sprinkler code. Village Attorney Diamond affirmed that the motion is for preparing the ordinance. VOICE VOTE: Motion carried. 9. ACTIVE BUSINESS A. Confirmation of Appointments 1) Appointment and Confirmation of an Acting Village Treasurer Motion by Trustee Yusuf, seconded by Trustee Adler, to confirm the appointment of Jason Paprocki as Acting Village Treasurer and Finance Director for the Village of Oak Brook. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Tiesenga Motion carried. Village Manager Ginex discussed Mr. Paprocki’s background. VILLAGE OF OAK BROOK MINUTES Page 6 of 9 REGULAR MEETING OF AUGUST 9, 2016 B. Possible Sale of Village Property - 3622 York Road – Discussion Trustee Moy presented this item for discussion and Development Services Director Kallien discussed the status. Resident-John Romanelli discussed the property in question. Village Attorney Diamond responded to Mr. Romanelli’s request for Trustee Manzo to recuse himself for this matter. Trustee Manzo clarified that he was not personally involved in a past condemnation suit against Mr. Romanelli, and stated that he can remain independent. Mr. Romanelli provided a handout to the Board regarding his plans for the property. Village Attorney Diamond stated that in order to vacate a portion of a street and sell that portion, a three-fourths majority vote is required without the President voting, five of six Trustees. Discussion ensued. Resident- Larry Herman spoke regarding the agenda item above and the Luthin Road right- of-way/pond. Village Attorney Diamond discussed the voting requirements for this agenda item. Mr. Romanelli replied to comments made about water runoff. Discussion continued in regarding to diminishing size of lots with larger homes and storm water runoff. Development Services Director Kallien clarified the concerns expressed and Mr. Romanelli addressed the lot size issue. Discussion continued. Resident-Dr. Sam Girgis spoke about lot sizes in the Village. Per consensus, it was determined that there was no need for any further discussion regarding the sale of the subject Village property. Development Services Director Kallien discussed what options Mr. Romanelli will have as far as requesting a re-zoning of the property or a variance. C. Ordinances & Resolutions 1) ORDINANCE 2016-LC-AL-G-1083, An Ordinance Amending Chapter 1 of Title 4 of the Village Code of the Village of Oak Brook, Illinois Regarding annual Special Event Liquor License Village Manager Ginex discussed this amendment to the liquor classifications. Motion by Trustee Moy, seconded by Trustee Manzo, to approve passage of this Ordinance. Trustee Yusuf inquired regarding the limitation of three Class M liquor licenses and Village Attorney Diamond explained the reason and the purpose of the ordinance. Village Clerk Pruss addressed questions from the Board and talked about the history of the Village’s special event liquor license requirements. 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 7 of 9 REGULAR MEETING OF AUGUST 9, 2016 D. Police and Firefighters’ Pension 2016 Funding Motion by Trustee Manzo, seconded by Trustee Moy, to approve a Village contribution for Police and Fire Pension consistent with the State-recommended amount, totaling $3,000,000.00. Trustee Manzo inquired regarding the investment restrictions and Assistant Village Manager/Finance Director Dangles and Trustee Adler discussed the types of investments allowed. Trustee Adler offered a friendly amendment that the Village proceeds with making the State’s 90% contribution, but that the Board come back and look at the end of the year for potentially making additional contributions. Trustee Manzo accepted this friendly amendment. Assistant Village Manager/Finance Director Dangles provided a PowerPoint presentation outlining the recommendations of the actuaries, the State, a history of contributions and Village Staff’s recommendations. Opinions were expressed. ROLL CALL VOTE (on the above Motion as amended): Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Tiesenga Motion carried. E. Mid-Year Financial Update Assistant Village Manager/Finance Director Dangles provided a PowerPoint presentation. Discussion ensued. F. 2017 Budget Informational Session Discussion ensued regarding the budget timeline, setting the budget review sessions and the process. Assistant Village Manager/Finance Director Dangles addressed questions and provided information regarding the process. Consensus to have the first review session at the end of October and the second review session the beginning of November, with each Board member’s availability to be provided to the Executive Secretary. Comments were made about the five-year plan. 10. INFORMATION & UPDATES A. Village Manager Village Manager Ginex thanked Assistant Village Manager/Finance Director Dangles for everything she has done for the Village. Assistant Village Manager/Finance Director Dangles thanked the Board and the Village Manager. B. Village Clerk Village Clerk Pruss remarked about the upcoming election and voter registration. She also commented about the flowers for which the Public Works Department are responsible. VILLAGE OF OAK BROOK MINUTES Page 8 of 9 REGULAR MEETING OF AUGUST 9, 2016 C. Trustees Trustee Manzo congratulated Assistant Village Manager/Finance Director Dangles. He also talked briefly about the police and fire departments and also the lot sizes in Oak Brook. He urged preparation for the budget and thinking outside the box. Trustee Baar congratulated Assistant Village Manager/Finance Director Dangles and also thanked the Public Works Department about how well the streets look. He remarked about the Community Enhancement Committee, Police Night Out, the Police blood drive and the polo season. Trustee Moy commented regarding Assistant Village Manager/Finance Director Dangles. Trustee Adler congratulated and thanked Assistant Village Manager/Finance Director Dangles. He urged holding a Committee-of-the-Whole meeting regarding the Sports Core soon and discussed that there are different components. Trustee Yusuf expressed his thanks to Assistant Village Manager/Finance Director Dangles. D. Village Attorney Village Attorney Diamond had nothing to report. E. Village President Information Technology Director Fox congratulated Assistant Village Manager/Finance Director Dangles. Deputy Police Chief Cates congratulated Assistant Village Manager/Finance Director Dangles, and mentioned some upcoming Police events. Public Works Director Patchin wished Assistant Village Manager/Finance Director Dangles good luck. Golf Club Manager Creed thanked Assistant Village Manager/Finance Director Dangles for all her help, and discussed golf and soccer events. Assistant Village Manager/Finance Director Dangles expressed her thanks to the Board and Staff. Fire Chief Liss wished Assistant Village Manager/Finance Director Dangles the best of luck. Development Services Director Kallien remarked about the Gibson’s expansion, a VILLAGE OF OAK BROOK MINUTES Page 9 of 9 REGULAR MEETING OF AUGUST 9, 2016 ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk $372,000 permit issued to the Hyatt House this date, and upcoming $1,000,000+ permit which will be issued to Rush. He also thanked the Board for their comments regarding the proposed building code text amendments. 11. ADJOURN TO CLOSED SESSION, For the purpose of discussing (1) minutes of meetings lawfully closed under this act and (2) appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, pursuant to sections 2(c)(21) and 2(c)(1) of the Illinois Open meetings Act, respectively Motion by Trustee Yusuf, seconded by Trustee Manzo, to adjourn to closed session at 10:59 p.m. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Tiesenga Motion carried. 12. ADJOURNMENT Motion by Trustee Yusuf, seconded by Trustee Baar, to adjourn the Regular Meeting of the Board of Trustees at 11:32 p.m. VOICE VOTE: Motion carried.