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G-739 - 01/13/2003 - BOARD - Ordinances Supporting DocumentsF 04k B9 - <o 9� Cz VILLAGE OF OAK BROOK Village Board Transmittal Memorandum ' DATE: January 9, 2004 SUBJECT: An Ordinance Adopting A Closed Session Recording Policy FROM: Linda K. Gonnella, Village Clerk\ V—� RECOMMENDED MOTION: I move to approve Ordinance 20044VCODE- CL- MTG- PLCY -G -, An Ordinance Adopting A Closed Session Recording Policy The amendment to the Open Meetings Act (Public Act 93 -523), 820 ILCS 130/1 is effective January 1, 2004. The amendment imposes a requirement that a verbatim record, in the form of audio or video, be made of all closed meetings and kept for a minimum of eighteen months. The ordinance outlines the procedures to follow in accordance with the State Statute. These procedures will be discussed further by the Board in the closed meeting following the Board meeting. Closed Recording Policy Memorandum doc ��j 1`' "✓ 4. B REGULAR BOARD OF TRUSTEES MEETING —DECEMBER 9 2003 REG MTG - 12 -9 -03 C SPECIAL BOARD OF TRUSTEES MEETING —DECEMBER 29 2003 SPEC BD MTG - 12- 29-03 Motion by Trustee Caleel, seconded by Trustee Yusuf, to approve the Minutes of the Special Meeting /Public Hearing of the Board of Trustees Meeting — December 9, 2003, the Regular Board of Trustees Meeting — December 9, 2003 and the Special Board of Trustees Meeting — December 29, 2003. VOICE VOTE: Motion carried. 05 CONSENT AGENDA: C AGENDA All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. Trustee Aktipis asked to speak to the agenda item of the water loss by the Village. He asked if a program could be made of a monthly monitoring so that the water leakage problems could be corrected sooner. Public Works Meranda stated that he is working with the Finance _ Department to do a bi- monthly review so that corrections could be expedited quickly Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Consent Agenda as presented and that the Board has determined that the circumstances necessitating the change orders were not reasonably foreseeable at the time the contract was signed and that the change orders are in the best interest of the Village and are authorized by law. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf Nays- 0 - None. Absent. 0 - None. Motion carried. A ACCOUNTS PAYABLE BILLS 1 RATIFICATION OF ACCOUNTS PAYABLE FOR PERIOD ENDING 12 -29 -03 - $1,490,735 54 DECEMBER 29, 2003 - $1,490,735 54 Significant items included above a) DuPage Water Commission - $167,684.51 2 ACCOUNTS PAYABLE FOR PERIOD ENDING JANUARY 13, 2004 01-13-04- $480,891 30 - $480,891.30 Significant items included above: a) James J. Benes & Associates — Payout #5 — 2004 Paving Project - $16,649.62 b) Dominic Fiordirosa Construction — Payout # 2 — 2003 Water Main & Drainage Project - $36,325.22 c) Mechanical Inc. — Payout # la , lb and Final — Old Butler School VILLAGE OF OAK BROOK Minutes Page 2 of 7 January 13, 2004 5 I. RELEASE OF FUNDS — OAK BROOK HOTEL, CONVENTION AND RLS of FUNDS, oB HTL, CONV & VISITORS COMMITTEE — 2003 4TH QTR. - $16,511 99 VISTRS CTE J REQUEST FOR PURCHASE AUTHORITY - GOLF MERCHANDISE GLF RSLE MERCH PURCH FOR RESALE K 2004 PAVING PROJECT — ACCEPTANCE OF A STORM SEWER 04 PVG PROD - TRM SWR EASE - 24 EASEMENT — 24 ROBIN HOOD RANCH - ROBINHOOD RNCH bRDINANCE 2004- VCODE- CL -MTG- PLCY -G -739, "AN ORDINANCE ORD 04- VCODE -CL- MTG- PLCY -G -739 - ADOPTING A CLOSED SESSION RECORDING POLICY" CLSD SESS RECDG POLICY 6. ITEMS REMOVED FROM CONSENT AGENDA None 7 BOARD & COMMISSION RECOMMENDATIONS None. 8 UNFINISHED BUSINESS A CONFIRMATION OF APPOINTMENTS None B. ORDINANCES & RESOLUTIONS None C. AWARD OF CONTRACTS None RMVD C AGNDA BD /COMM RECOM UNFINISHED BUSINESS CNFRM APPTS ORD/RES AWARD CT D. ISSUANCE OF 2004 SCAVENGER/SOLID WASTE HAULER LICENSE ISSUE 04 SCAV LIC — ROY STROM REFUSE REMOVAL SERVICE, INC. - RAY STROM The Village Code provides for one residential scavenger license (to be issued to the hauler awarded the residential contract by the Village) and an unlimited number of commercial scavenger licenses. Pursuant to Section 4- 3-2 of the Village Code, the Village Board issues scavenger licenses upon recommendation of the Village Manager. Licenses are for the calendar year and the Board normally considers recommendation at its December meeting Mr Brooks from Roy Strom Refuse Removal Service, Inc. indicated that his company was not able to submit all of the required documentation for the December Village Board meeting and therefore is now applying for a 2004 Village of Oak Brook Scavenger /Solid Waste Hauler License. Motion by Trustee Caleel , seconded by Trustee Aktipis, to approve the issuance of a commercial scavenger /solid waste hauler license to Roy Strom Refuse Removal Service, Inc. ROLL CALL VOTE - Ayes 6 - Trustees Aktipis, Caleel, Craig, Konn, Miologos and Yusuf Nays 0 - None Absent: 0 - None. Motion carried VILLAGE OF OAK BROOK Minutes Page 4 of 7 January 13, 2004 Oq�\ NI P �9 O o e _ Ir O � y G r qCF C 0 UNII Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 -2255 Websrte www oak - brook.org Administration 630 990 3000 FAX 630 990 0876 Community Development 630 990 3045 FAX 630 990 3985 Engineering Department 630 990 3010 FAX 630 990 3985 Fire Department 630 990 3040 FAX 630 990 2392 Police Department 630 990 2358 FAX 630 990 7484 Public Works Department 630 990 3044 FAX 630 472 0223 Oak Brook Public Library 600 Oak Brook Road Oak Brook, IL 60523 -2200 630 990 2222 FAX 630 990 4509 Oak Brook Sports Core Bath & Tennis Club 700 Oak Brook Road Oak Brook, IL 60523 -4600 630 990 3020 FAX 630 990 1002 Golf Club 2606 York Road Oak Brook, IL 60523 -4602 630 990 3032 FAX 630 990 0245 January 20, 2004 Sterling Codifiers, Inc. Attention: Robertson S. Rollins, General Manager 7600 Mineral Drive Coeur d'Alene, ID 83814 Dear Rob. The Village Board, at their Board Meeting of Tuesday, January 13, 2004, passed and approved the following ordinance: ORDINANCE 2004- VCODE- CL- MTG- PLCY -G -739 AN ORDINANCE ADOPTING A CLOSED SESSION RECORDING POLICY The above Ordinance is being forwarded to your for inclusion in the Code of Ordinances of the Village of Oak Brook. I would appreciate your acknowledging receipt of this Ordinance. Sincerely, d�J Richard B. Boehm Village Manager RBB/jr Enclosure