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Minutes - 12/13/2016 - Board of Trustees (2) VILLAGE OF OAK BROOK MINUTES Page 1 of 12 REGULAR MEETING OF DECEMBER 13, 2016 MINUTES OF THE DECEMBER 13, 2016 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 10, 2017 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, Edward Tiesenga, Asif Yusuf ABSENT: None IN ATTENDANCE: Village Manager Rick Ginex, Finance Director Jason Paprocki, 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, Bath & Tennis Club Manager Chris Thompson 3. PUBLIC HEARING – PROPOSED 2017 BUDGET The Village President and Board of Trustees will conduct a public hearing on the proposed budget for the Village of Oak Brook for the twelve-month calendar year commencing January 1, 2017 and ending December 31, 2017. The Village welcomes your comments at the December 13, 2016 meeting on the Proposed 2017 Municipal Budget. Finance Director Paprocki provided a 2017 Budget PowerPoint presentation. 4. CLOSE OF PUBLIC HEARING Motion by Trustee Baar, seconded by Trustee Moy, to officially close the Public Hearing. VOICE VOTE: Motion carried. 5. PRESIDENT’S OPENING COMMENTS President Lalmalani announced that there will be no second Board meeting in December and that the next Board meeting will be January 10, 2017. He wished everyone a Happy Hanukkah, Merry Christmas and Happy New Year. President Lalmalani presented the Government Finance Officers Association (GFOA) VILLAGE OF OAK BROOK MINUTES Page 2 of 12 REGULAR MEETING OF DECEMBER 13, 2016 award to the Village to Finance Director Paprocki. President Lalmalani updated those present on the status of the red light camera issue. He remarked about the December 3rd meeting with the Homeowners Association Presidents, in particular the red light camera discussion and the Chamber’s response. Police Chief Kruger provided a PowerPoint analysis relating to crash data in regarding red light cameras. He discussed the safety concerns with red light cameras and alternatives to the cameras. Comments were made and questions were addressed by Chief Kruger. 6. RESIDENT/VISITOR COMMENTS Resident Mario Vescovi made remarks about the red light camera issue and shutting off water in the area. 7. APPROVAL OF MINUTES A. Special Board of Trustees Meeting Minutes of November 15, 2016 Motion by Trustee Tiesenga, seconded by Trustee Manzo, to approve the Minutes of the Special Meeting of November 15, 2016. VOICE VOTE: Motion carried. B. Regular Board of Trustees Meeting Minutes of November 22, 2016 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Regular Meeting of November 22, 2016. VOICE VOTE: Motion carried. 8. 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 December 8, 2016 - $558,415.07 Significant Items included in Above: 1) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – October/November 2016 - $16,787.50 (FY16 – YTD - $94,850.01) 2) Rathje Woodward, LLC - Legal Services – November 2016 - $3,333.33 (FY16 – YTD - $39,966.63) 3) Clark, Baird, Smith, LLP – Legal Services – November 2016 - $582.50 (FY16 – YTD - $15,992.00) TOTAL LEGAL BUDGET FOR 2016 IS $449,000 - TOTAL LEGAL BILLS VILLAGE OF OAK BROOK MINUTES Page 3 of 12 REGULAR MEETING OF DECEMBER 13, 2016 PAID FOR 2016- YTD - $179,292.88 4) J. Congdon Sewer Service Inc. – Payout #1, #2, #3, and #4 – Retention - $24,793.98 5) Twin Supplies, LTD – Lighting for Oak Brook Library - $39,470.00 6) Health Care Services HMO Illinois – Premiums - December 2016 - $26,082.55 7) Intergovernmental Risk Management Agency – October & November Deductibles - $45,313.65 8) A. Lamp Contractors, Inc. – Fuel Island Station Concrete Replacement - $31,710.00 9) Paramedic Services of Illinois – Contract Paramedic Services – December 2016 - $43,970.92 B. Approval of Payroll for Pay Period Ending: 1) November 19, 2016 - $720,794.75 2) December 3, 2016 - $725,769.27 C. Community Development Referrals 1) 1225 22nd Street – Special Use – Outdoor Dining 2) 1225 22nd Street – Variations – Signage D. Ordinances & Resolutions 1) ORDINANCE 2016- LC-AL-G-1093, An Ordinance Amending Title 4, Chapter 1, Section 8A of the Village Code of the Village of Oak Brook, Illinois by Increasing by One to Thirty the Number of Authorized Class A-1 Liquor License (Porkchop BBQ) 2) ORDINANCE 2016- LC-AL-G-1094, An Ordinance Amending Title 4, Chapter 1, Section 8A of the Village Code of the Village of Oak Brook, Illinois by Increasing by One to One the Number of Authorized Class L Liquor License (Oakbrook Center) 3) ORDINANCE 2016-WA-G-1092, An Ordinance Amending Chapter 5 of Title 8 of the Village Code of the Village of Oak Brook, Illinois Relating to Water Charges 4) ORDINANCE 2016-PP-S-1480, An Ordinance Authorizing the Sale Through Electronic Auction or Broker, Donation or Disposal of Certain Items of Personal VILLAGE OF OAK BROOK MINUTES Page 4 of 12 REGULAR MEETING OF DECEMBER 13, 2016 Property Owned by the Village of Oak Brook 5) ORDINANCE 2016–ZO-SU-EX-S-1482, An Ordinance Granting a Special Use for an Outdoor Dining Area Adjacent to a Restaurant for the Property Located at 166 Oakbrook Center in the Village of Oak Brook 6) RESOLUTION 2016-MRKTG-AG-EX-R-1603, A Resolution Approving the Waiver of Competitive Bidding and Authorizing a Retainer Fee Services Agreement for Advertising and Marketing Services By and Between the Village of Oak Brook and Point B Communications 7) RESOLUTION 2015-TASTE-AG-R-1604, A Resolution Approving and Authorizing an Amendment to the Contract By and Between the Village and Ravenswood Event Services for the 2017 Taste of Oak Brook 8) RESOLUTION 2016-FD-PG-R-1601, A Resolution Approving the Purchase and Installation of a Humidification/Dehumidification System at Fire Station 94 E. Scavenger Licenses F. Year End Bill Payment Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Consent Agenda with the exception of Items A.3) and D.6) 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. 9. ITEMS REMOVED FROM THE CONSENT AGENDA VILLAGE OF OAK BROOK MINUTES Page 5 of 12 REGULAR MEETING OF DECEMBER 13, 2016 8.A.3) Clark, Baird, Smith, LLP – Legal Services – November 2016 - $582.50 (FY16 – YTD - $15,992.00) Motion by Trustee Manzo, seconded by Trustee Adler, to approve this significant agenda item. Village Manager Ginex addressed questions regarding the Fire Department collective bargaining legal expenditures. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 8.D.6) RESOLUTION 2016-MRKTG-AG-EX-R-1603, A Resolution Approving the Waiver of Competitive Bidding and Authorizing a Retainer Fee Services Agreement for Advertising and Marketing Services By and Between the Village of Oak Brook and Point B Communications Motion by Trustee Manzo, seconded by Trustee Adler, to pass this resolution. Questions regarding bidding were addressed by Village Manager Ginex. It was suggested that if Board members have questions regarding agenda items, it might be more efficient to ask them prior to the meeting, and a reply was given that these questions are being asked at the meeting for transparency. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 10. ACTIVE BUSINESS A. Confirmation of Appointments 1) Village Treasurer Motion by Trustee Yusuf, seconded by Trustee Tiesenga, to confirm the appointment of Jason Paprocki as Village Treasurer. VOICE VOTE: Motion carried. B. HUB Group Headquarters – Requested Reduction in Building Permit Fees Motion by Trustee Moy, seconded by Trustee Baar, to discuss and provide direction to staff on the HUB Group Headquarters’ request for a reduction in fees. Trustee Moy explained this request for a reduction in permit fees. Resident Bill Lindeman made comments regarding the agenda item above. VILLAGE OF OAK BROOK MINUTES Page 6 of 12 REGULAR MEETING OF DECEMBER 13, 2016 Doug Beck, counsel for HUB Group, discussed the history of the entity and expansion plans. Development Services Director Kallien discussed the project and the change in the fee structure. Opinions were expressed and questions were addressed by Director Kallien and Mr. Beck. Motion by Trustee Baar, seconded by Trustee, to not reduce the permit fees. ROLL CALL VOTE: Ayes: 5 – Trustees Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 1 – Trustee Adler Abstain: 0 – None Absent: 0 – None Motion carried. C. Motion to Select the Deductible for 2016 Risk Management Insurance Motion by Trustee Moy, seconded by Trustee Manzo, that the Village Board authorize the Village Manager to select the $25,000 deductible option for the 2017 calendar year with the Intergovernmental Risk Management Agency (IRMA) and use $200,000 of the available interest income credit to be applied against the 2017 contribution. Village Manager Ginex commented on the reduction from other years. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. D. Ordinances & Resolutions 1) Police and Firefighters Pension 2016 Funding - 100% Motion by Trustee Baar, seconded by Trustee Tiesenga, to approve 100% funding for the Police and Firefighters Pension Funds. Trustee Baar and Trustee Tiesenga made brief comments in support of 100% funding. Trustee Manzo and Trustee Yusuf spoke in opposition to 100% funding. ROLL CALL VOTE: Ayes: 3 – Trustees Baar, Moy, Tiesenga Nays: 4 – Trustees Adler, Manzo, Yusuf, President Lalmalani Abstain: 0 – None Absent: 0 – None Motion failed. 2) Police and Firefighters Pension 2016 Funding - $400,000 VILLAGE OF OAK BROOK MINUTES Page 7 of 12 REGULAR MEETING OF DECEMBER 13, 2016 Trustee Yusuf explained the State requirements and additional contributions by the Village. Motion by Trustee Yusuf, seconded by Trustee Adler, that the Village Board approve a one-time additional pension contribution of $400,000 ($99,000 to the Police Pension Fund and $301,000 to the Fire Pension Fund) to be funded from General Fund reserves. Brief discussion ensued. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Moy, Tiesenga, Yusuf Nays: 1 – Trustee Manzo Abstain: 0 – None Absent: 0 – None Motion carried. 3) RESOLUTION 2016-FD-V-PG-R-1605, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of a Fire Rescue Engine Motion by Trustee Baar, seconded by Trustee Moy, that the Village Board pass Resolution 2016-FD-V-PG-R-1605 “A Resolution Approving The Waiver of Competitive Bidding and Authorizing The Purchase of a Fire Rescue Engine” to repeal and replace Resolution 2016-FD-V-LS-R-1596 and purchase the 2016 Pierce Enforcer Rescue Engine outright. Trustee Baar affirmed that this was bid through a consortium process. Opinions were expressed and questions were addressed by Fire Chief Liss and Finance Director Paprocki. ROLL CALL VOTE: Ayes: 4 – Trustees Adler, Baar, Moy, Yusuf Nays: 2 – Trustees Manzo, Tiesenga Abstain: 0 – None Absent: 0 – None Motion carried. 4) ORDINANCE 2016-BU-AMEND-S-1481, An Ordinance Authorizing an Amendment to the 2016 Budget (Pierce Enforcer Rescue Engine) Motion by Trustee Yusuf, seconded by Trustee Adler, that the Village Board approve Ordinance 2016-BU-AMEND-S-1481 “An Ordinance Authorizing An Amendment To The 2016 Budget” to decrease account 342-80200 “Transfer Out/In” and increase account 342-90200 “Equipment Replacement” by $662,600 for the outright purchase of a 2016 Pierce Enforcer Rescue Engine. Opinions were expressed. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Moy, Yusuf, President Lalmalani Nays: 2 – Trustees Manzo, Tiesenga VILLAGE OF OAK BROOK MINUTES Page 8 of 12 REGULAR MEETING OF DECEMBER 13, 2016 Abstain: 0 – None Absent: 0 – None Motion carried. 5) RESOLUTION 2016-FD-EQ-R-1600, A Resolution Approving the Purchase of a Fire Utility Step Truck from TransChicago Truck Group Motion by Trustee Baar, seconded by Trustee Yusuf, that the Village Board issue a Purchase Order to the sole proposer, TransChicago Truck Group, Elmhurst Illinois, for the purchase of one 2016 Freightliner Utilmaster MT55 Utility Step Truck in the amount of $99,242.00, and allow an amount not to exceed $60,758.00 for the purchase of required incidentals through various vendors, including, but not limited to a complete emergency lighting package, siren, communications, lettering, flooring, cabinetry, shelving and Knox Box. Additionally, I move that the Village Board approve Resolution 2016-FD-EQ-R-1600. Questions were addressed by Fire Chief Liss. ROLL CALL VOTE: Ayes: 4 – Trustees Adler, Baar, Moy, Yusuf Nays: 2 – Trustees Manzo, Tiesenga Abstain: 0 – None Absent: 0 – None Motion carried. 6) ORDINANCE 2016-BU-EX-S-1479, An Ordinance Adopting the Budget of the Village of Oak Brook for 2017 Village Attorney Diamond affirmed that the motion may include proposed amendments to the budget. Motion by Trustee Manzo, seconded by Trustee Adler, adopting the budget for the Village of Oak Brook for 2017, removing the Police Facility capital expenditure and related approximately $2.7 million debt, also eliminating the year-round B&T janitor position, and eliminating the tuition reimbursement plan from the budget. Trustee Manzo stated that if those three amendments are made to the budget, he supports the budget. Village Attorney Diamond explained the process for voting regarding the budget and that a motion could be made amending the previous motion. Motion by Trustee Tiesenga, seconded by Trustee Baar, to put the janitorial position back into the budget. Village Manager Ginex referred to the collective bargaining agreements in relation to the tuition reimbursement item. Trustee Adler expressed opposition to including the B&T janitorial position in the budget, and spoke about outsourcing the B&T Clubhouse operations. Bath and Tennis Club VILLAGE OF OAK BROOK MINUTES Page 9 of 12 REGULAR MEETING OF DECEMBER 13, 2016 Manager Thompson spoke about B&T operational costs, lack of cleanliness in the facility, event setup, facility maintenance, the benefits of the janitorial position to handle these duties and alleviate other costs, and event management. President Lalmalani suggested hiring two part-time individuals instead of one full-time person. Trustee Manzo spoke in favor of this suggestion. Bath and Tennis Club Manager Thompson stated that he is not opposed to this, but spoke about the disadvantages. Trustee Baar and Trustee Yusuf spoke in favor of the full-time position. Bath and Tennis Club Manager Thompson affirmed that this position is in the budget for $47,000. ROLL CALL VOTE: On the amendment to the original motion regarding putting the janitorial position back in the budget. Ayes: 3 – Trustees Baar, Moy, Tiesenga Nays: 4 – Trustees Manzo, Yusuf, Adler, President Lalmalani Abstain: 0 – None Absent: 0 – None Motion failed. Motion by Trustee Yusuf, seconded by Trustee Baar, to keep the tuition reimbursement and the janitor position in the budget, but putting the Police expansion on hold. Trustee Moy expressed that he is in favor of the original budget. ROLL CALL VOTE: On the amendment to the amended motion regarding putting the janitor position and tuition reimbursement back in the budget. Ayes: 3 – Trustees Yusuf, Baar, Moy Nays: 4 – Trustees Adler, Manzo, Tiesenga, President Lalmalani Abstain: 0 – None Absent: 0 – None Motion failed. Trustee Manzo called the question on the original motion adopting the budget with the removal of the Police Facility capital expenditure, eliminating the full-time janitorial position, and the tuition reimbursement. Village Attorney Diamond stated that if Trustee Adler wants to address the other budget amendments he proposed in an email, he will need to make a motion prior to the vote on the original motion. Trustee Adler stated that the other proposed amendments in his hand- out do not involve revenue or expenditure items, but that he wants to set up a to-do list to follow up on these items. Motion by Trustee Adler, to add on as amendments to the budget his proposed Items 4 through 13 in his handout. There was no second. Clarification was discussed on the Police Facility expenditure, including the electrical and architectural plans. VILLAGE OF OAK BROOK MINUTES Page 10 of 12 REGULAR MEETING OF DECEMBER 13, 2016 ROLL CALL VOTE: On the original motion which removes the Police Facility capital expenditure, the full-time B&T janitorial position, and tuition reimbursement from the 2017 budget. Ayes: 4 – Trustees Adler, Manzo, Tiesenga, President Lalmalani Nays: 3 – Trustees Baar, Moy, Yusuf Abstain: 0 – None Absent: 0 – None Motion carried. 11. UNFINISHED BUSINESS A. Authorization to Seek Bids or Proposals or Negotiate Contracts: 1) Bath & Tennis Clubhouse – Clubhouse Carpeting 2) Bath & Tennis Clubhouse – Wading Pool Feature 3) Bath & Tennis Clubhouse – Faux Stone/Brick Village Attorney Diamond affirmed that these three items may be handled with one motion. Motion by Trustee Baar, seconded by Trustee Manzo, that the Village Board approve the request for a proposal to competitively bid a new carpet for the clubhouse, a wading pool feature, and a remodel of brick or stone wall surface within the Bath & Tennis Club. VOICE VOTE: Motion carried. 12. INFORMATION & UPDATES A. Village Manager Village Manager Ginex congratulated Jason Paprocki on being promoted to Finance Director and the great job on the budget. He also remarked that Library Director Sue Madorin will be retiring January 14th after 23 years of dedicated service to the Village. He thanked her and wished her well. B. Village Clerk Village Clerk Pruss informed everyone that the Village Clerk’s office is accepting Petition folders. C. Trustees Trustee Tiesenga remarked about the International Churchill Society event. He also mentioned the deaths of Jim Dellagati, of McDonald’s, and Fidel Castro, who banned the celebration of Christmas in Cuba, as well as others who have banned the holiday. VILLAGE OF OAK BROOK MINUTES Page 11 of 12 REGULAR MEETING OF DECEMBER 13, 2016 Trustee Manzo wished everyone a Merry Christmas and mentioned that Sue Madorin would be sorely missed. He then discussed the red light camera issue and the Safe Speed Study. He also mentioned that a lawsuit had been filed by Westmont residents regarding the developer putting the massive apartment complex on the border of Oak Brook. Trustee Baar thanked Chief Kruger for the excellent presentation on the red light issue and thanked Trustee Tiesenga also. Trustee Baar congratulated Sue Madorin on her retirement. Trustee Moy thanked Chief Kruger for the clarification on the red light issue. He remarked that the Library would be missing an outstanding librarian. He then related a Churchill story. He offered get well wishes to Champ Davis. Trustee Adler wished everyone a Merry Christmas and Happy New Year. Trustee Yusuf echoed those sentiments. He also complimented Chief Kruger on the red light presentation. He wished Sue Madorin well. He remarked on the budget discussion. D. Village Attorney Village Attorney Diamond remarked that Christmas is actively celebrated in Vietnam. E. Village President Information Technology Director Fox wished everyone a Merry Christmas and Happy New Year. Police Chief Kruger thanked the Board for their comments about his presentation and for the opportunity to continue to lead one of the best police departments in Illinois. Public Works Director Patchin wished everyone a Merry Christmas and Happy New Year and commented that Sue Madorin would be missed. Golf Club Manager Creed mentioned the golf course for Christmas presents. Library Director Madorin expressed her appreciation for all the support and wished everyone a happy and healthy holiday season. Finance Director Paprocki wished everyone happy holidays and thanked the Board for the opportunity to serve as the Village’s Finance Director. Fire Chief Liss thanked the Board for the support in helping to improve the fleet and overall operation. He reminded everyone to practice fire safety and wished everyone a safe holiday season. VILLAGE OF OAK BROOK MINUTES Page 12 of 12 REGULAR MEETING OF DECEMBER 13, 2016 ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk Development Services Director Kallien wished everyone a Merry Christmas. 13. ADJOURN TO CLOSED SESSION, For the purpose of discussing (1) minutes of meetings lawfully closed under this act, (2) collective negotiating matters and (3) Litigation, when an action against, affecting or on behalf of the particular public body pursuant to 2(c)(21), 2(c)(2) and 2(c)(11) of the Illinois Open Meetings Act, respectively Motion by Trustee Yusuf, seconded by Trustee Adler, to adjourn to closed session at 9:38 p.m. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 1 – Trustee Manzo Motion carried. 12. ADJOURNMENT Motion by Trustee Yusuf, seconded by Trustee Tiesenga, to adjourn the Regular Meeting of the Board of Trustees at 12:25 a.m. VOICE VOTE: Motion carried.