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Minutes - 01/10/2017 - Board of Trustees (2) VILLAGE OF OAK BROOK MINUTES Page 1 of 10 REGULAR MEETING OF JANUARY 10, 2017 MINUTES OF THE JANUARY 10, 2017 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 24, 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 7:02 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, 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, Head Librarian Jacob Post, Swim & Tennis Club Manager Chris Thompson 3. PRESIDENT’S OPENING COMMENTS President Lalmalani stated that he was removing Agenda Item 6.A.11) from the Consent Agenda and that this item would be discussed under Active Business, at Agenda Item 9.C. President Lalmalani mentioned the passing of Andrew Wisniewski, father of Senior Accounting Clerk, Connie Reid, and also the passing of Mary Scott, mother of Police Officer Parry Barnes. President Lalmalani stated that Library Director Sue Madorin is retiring and will be missed by all. He welcomed Head Librarian Jacob Post who will be taking over for Library Director Madorin. A. J.P. Morgan Chase Presentation – Village’s Investment Program – Daniele Driscoll Ms. Driscoll provided a PowerPoint presentation regarding the Village’s investment program and addressed questions. 4. RESIDENT/VISITOR COMMENTS – None at this time VILLAGE OF OAK BROOK MINUTES Page 2 of 10 REGULAR MEETING OF JANUARY 10, 2017 5. APPROVAL OF MINUTES A. Regular Executive Meeting Minutes of November 8, 2016 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Regular Executive Meeting of November 8, 2016. VOICE VOTE: Motion carried. B. Regular Executive Meeting Minutes of November 22, 2016 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Regular Executive Meeting of November 22, 2016. VOICE VOTE: Motion carried. C. Regular Board of Trustees Meeting Minutes of December 13, 2016 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Regular Meeting of December 13, 2016. VOICE VOTE: Motion carried. D. Special Board of Trustees Meeting Minutes of January 3, 2017 Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Regular Meeting of January 3, 2017. 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: December 28, 2016 - $1,936,697.85 January 5, 2017 - $1,981,179.34 Significant Items included in Above: 1) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – December 2016 - $31,315.00 (FY16 – YTD - $126,165.01) 2) Rathje Woodward, LLC - Legal Services - December 2016 - $3,333.33 (FY16 – YTD - $43299.96) 3) Clark, Baird, Smith, LLP – Legal Services – December 2016 - $1,512.00 (FY16 – YTD - $17,504.00) TOTAL LEGAL BUDGET FOR 2016 IS $449,000 - TOTAL LEGAL BILLS PAID FOR 2016- YTD - $215,453.21 4) Air One Equipment, Inc. – Fire Department – $184,933.00 5) Du-Comm – Quarterly Shares (February through April) – Fire Department - $40,336.50 VILLAGE OF OAK BROOK MINUTES Page 3 of 10 REGULAR MEETING OF JANUARY 10, 2017 6) DuPage Water Commission – November 2016 - $328,545.60 7) BCBS PPO – Health Care Services - November 30, 2016 - $158,862.82 8) BCBS PPO – Health Care Services – September 30, 2016 - $165,339.89 9) BCBS PPO – Health Care Services – October 31, 2016 - $222,319.14 10) Village of Hinsdale – Water Sales – 11/01/15 through 10/31/16 - $22,293.14 11) Illinois Tollway – York Road Water Reservoir Lease – April 2005 through December 2016 - $52,381.50 The significant item above was removed at the beginning of the meeting from the Consent Agenda to Agenda Item 9.C. 12) Fire Pension Fund – Pension Contribution - $301,000.00 13) Police Pension Fund – Pension Contribution - $99,000.00 14) Pierce Manufacturing Inc. Puc Pumper - $744,579.00 15) Paramedic Services of Illinois – Paramedic Services - $43,009.00 16) Rush Truck Center – Public Works Dump Truck - $184,199.00 17) Williams Architects – Police Detentions Zone Renov. – November 2016 - $26,808.43 18) J.A. Johnson Paving – 2015 & 2016 Street Improvements - $784,162.24 19) Martam Constructions Inc. – Pedestrian Improvements, Oakbrook Center - $113,409.54 B. Approval of Payroll for Pay Period Ending: 1) December 17, 2016 - $765,619.19 2) December 31, 2016 - $727,322.98 C. Ordinances & Resolutions 1) RESOLUTION 2017-IDOT-MFT-ENG-ST-R-1607, An Agreement with IDOT for Federal Participation on York Road from Oak Brook Road (31st Street) to I-88 Ramp (S.N. 022-9905) D. Sports Core Loan E. Village of Oak Brook – Monthly Financial Reports – November 2016 F. Scavenger License Motion by Trustee Tiesenga, seconded by Trustee Yusuf, to approve the Consent Agenda with the exception of Items 6.A.1), 6.A.4), 6.A.12) and 6.A.13) and authorize expenditures as presented. VILLAGE OF OAK BROOK MINUTES Page 4 of 10 REGULAR MEETING OF JANUARY 10, 2017 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.1) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – December 2016 - $31,315.00 (FY16 – YTD - $126,165.01) Motion by Trustee Adler, seconded by Trustee Manzo, to approve this significant item. (Withdrawn) Motion by Trustee Adler, seconded by Trustee Manzo, to defer payment of the non- retainer portion ($22,315.00) of this legal bill. ROLL CALL VOTE: On Deferral Motion Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Tiesenga Nays: 1 – Trustee Yusuf Abstain: 0 – None Absent: 0 – None Motion carried. 6.A.4) Air One Equipment, Inc. – Fire Department – $184,933.00 Motion by Trustee Manzo, seconded by Trustee Yusuf, to approve this expenditure. Trustee Yusuf explained that the majority of this expenditure is covered by a grant. ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Moy, Tiesenga, Yusuf Nays: 1 – Trustee Manzo Abstain: 0 – None Absent: 0 – None Motion carried. 6.A.12) Fire Pension Fund – Pension Contribution - $301,000.00 6.A.13) Police Pension Fund – Pension Contribution - $99,000.00 Motion by Trustee Manzo, seconded by Trustee Adler, to approve the additional payments for both Fire Pension and Police Pension Funds. VILLAGE OF OAK BROOK MINUTES Page 5 of 10 REGULAR MEETING OF JANUARY 10, 2017 ROLL CALL VOTE: Ayes: 5 – Trustees Adler, Baar, Moy, Tiesenga, Yusuf Nays: 1 – Trustee Manzo Abstain: 0 – None Absent: 0 – None Motion carried. 8. BOARD & COMMISSION RECOMMENDATIONS A. Christ Church of Oak Brook – Text Amendment – Signage Motion by Trustee Moy, seconded by Trustee Yusuf, that the Village Board concur with the recommendations from the Plan Commission and Zoning Board of Appeals approving the requested text amendment to Section 13-11-12C of the Village Code that would provide clarity with respect to signage for churches on ten (10) or more acres of land located in the R-2 District subject to the Adoption of an Ordinance necessary to grant the requested Text Amendment which Ordinance the Village Attorney shall by this motion be directed to prepare for consideration at the January 24, 2017 Board of Trustees meeting. Development Services Director Kallien discussed the pertinent sign ordinance section and reasons for the requested amendment. VOICE VOTE: Motion carried. 9. ACTIVE BUSINESS A. HUB Group – Referral Motion by Trustee Moy, seconded by Trustee Yusuf, to refer the HUB Group request to the Zoning Board of Appeals for public hearing and recommendation. Development Services Director Kallien discussed the plans of the HUB Group, and Doug Beck, General Counsel for the HUB Group, came to the podium and provided a PowerPoint presentation with an overview of the proposed site plan and variances requested. President Lalmalani discussed a conversation he had with the CEO of HUB Group and other comments were made. Bridgit O’Keefe, representing HUB Group, discussed the proposed variances. VOICE VOTE: Motion carried. VILLAGE OF OAK BROOK MINUTES Page 6 of 10 REGULAR MEETING OF JANUARY 10, 2017 B. Ordinances & Resolutions 1) RESOLUTION 2017-LY-PG-R-1606, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Library Books From Authorized Distributors Motion by Trustee Adler, seconded by Trustee Manzo, that the Village Board waive further bidding since Illinois Library Systems already conducted the bid process with the major book jobbers, issue purchase orders for books to Baker & Taylor, Inc. and Brodart, and approve Resolution 2017-LY-PC-R-1606. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 2) ORDINANCE 2017-SC-EX-G-1095, An Ordinance Amending Chapters 1 and 3 of Title 12, Entitled, “Recreational Facilities”, of the Village Code of the Village of Oak Brook, Illinois Motion by Trustee Baar, seconded by Trustee Manzo, that the Village Board approve the request for updates to the Sports Core Ordinance for 2017, specifically, An Ordinance Amending Chapters 1 and 3 of Title 12, Entitled, “Recreational Facilities”, of the Village Code of the Village of Oak Brook, Illinois. Motion by Trustee Adler, seconded by Trustee Manzo, to defer voting on this item to the discussion for Agenda Item 9.E. There were no dissenting votes, so this agenda item was moved for discussion/action to Agenda Item 9.E. 3) RESOLUTION 2017-IT-GIS-AG-R-1608, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Extension of an Agreement By and Between the Village Of Oak Brook and Municipal GIS Partners, Inc. to Provide GIS Support Services Motion by Trustee Tiesenga, seconded by Trustee Moy, that the Village Board waive competitive bidding and approve the agreement renewal with the GIS Service Provider currently held by Municipal GIS Partners, Inc. (MGP) in the amount of $120,108 and approve Resolution 2017-IT-GIS-AG-R-1608. Information Technology Director Fox discussed this item. Comments were made. VILLAGE OF OAK BROOK MINUTES Page 7 of 10 REGULAR MEETING OF JANUARY 10, 2017 ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 4) ORDINANCE 2017-TC-REDLIGHT-S-1484, An Ordinance Banning the Use of Red Light Cameras Within the Territorial Jurisdiction of the Village of Oak Brook Trustee Tiesenga remarked on the reasons for supporting this ordinance. Motion by Trustee Tiesenga, seconded by Trustee Moy, for the passage of Ordinance 2017-TC-REDLIGHT-S-1484. Trustee Tiesenga requested that the Village Clerk read this ordinance, and Village Clerk Pruss did so. Village Attorney Diamond remarked on a typographical error in section 4 of the ordinance. Opinions were expressed regarding the ordinance. Motion by Trustee Adler, to defer this matter. There was no second. Questions were addressed by Village Attorney Diamond. ROLL CALL VOTE: On the Passage Motion Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. C. Illinois Tollway Property Lease Fees Consent Agenda Item 6.A.11) - Illinois Tollway – York Road Water Reservoir Lease – April 2005 through December 2016 - $52,381.50 Trustee Tiesenga explained the history of these related items. Motion by Trustee Tiesenga, seconded by Trustee Baar, that the Village Board approve payment for past due lease fees to the Illinois Tollway for the following two properties: Reservoir A at 1915 York Road, and Well #7 at 2415 Midwest Road. ROLL CALL VOTE: Ayes: 4 – Trustees Adler, Baar, Moy, Tiesenga Nays: 0 – None Abstain: 0 – None Absent: 2 – Trustees Manzo, Yusuf Motion carried. VILLAGE OF OAK BROOK MINUTES Page 8 of 10 REGULAR MEETING OF JANUARY 10, 2017 D. Review 2016 Employee Performance Evaluations and Compensation Adjustments Discussion Trustee Adler discussed analyses provided by Village Manager Ginex and remarked about the number of excellent performance evaluations of employees. Questions were addressed by Finance Director Paprocki and Head Librarian Post, and opinions were expressed. Village Manager Ginex discussed the evaluation process and spoke in support of staff and how they are evaluated. Discussion ensued. Trustee Adler referred to a PowerPoint slide regarding payroll added costs. E. Review of Sports Core 2017 Plans, Operations and Initiatives Discussion: Resident Bill Lindeman commented on Sports Core Associate memberships and rental fees for the Homeowners’ Associations. Trustee Adler discussed the Sports Core budget summary. 1) Golf Club Implementation of GolfVisions Consulting Report Recommendations Village Manager Ginex provided some additional information regarding the Golf Club. Opinions were expressed. 2) Bath & Tennis Club – Partnering/Outsourcing of Event/Banquet Operations Trustee Adler talked about the Swim (Bath) & Tennis Club budget and fees’ schedule. Swim & Tennis Club Manager Thompson addressed questions and discussed goals. ROLL CALL VOTE: On Motion to Approve Ordinance 2017-SC-EX-G-1095 made earlier in the meeting at Agenda Item #9.B.2) Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Tiesenga Nays: 0 – None Abstain: 0 – None Absent: 1 – Yusuf Motion carried. 10. INFORMATION & UPDATES A. Village Manager Village Manager Ginex informed those present that notification had been received regarding the Surface Transportation Grant for North York Road. VILLAGE OF OAK BROOK MINUTES Page 9 of 10 REGULAR MEETING OF JANUARY 10, 2017 B. Village Clerk Village Clerk Pruss remarked that April 4th is the Consolidated Election and named the Trustee candidates. C. Trustees Trustee Adler remarked about football. Trustee Manzo commented about the HUB Group, the Chamber’s position on the red light camera issue, and the remarks made about employee evaluations. Trustee Tiesenga expressed his appreciation of Library Director Madorin’s service. D. Village Attorney Village Attorney Diamond had nothing to report. E. Village President Information Technology Director Fox discussed the improvements in the sound system and upcoming upgrades. Police Chief Kruger discussed that recent criminal incidents that have occurred are isolated. Public Works Director Patchin commented about returning to leaf removal and ash tree removal. Swim & Tennis Manager Thompson addressed Resident Bill Lindeman’s remarks about Associate memberships. He also responded to questions regarding the discounts for Homeowners’ Associations’ events. Head Librarian Post stated he looks forward to continuing the good work of Library Director Madorin. Finance Director Paprocki stated that the 2016 audit process has been kicked off. 11. ADJOURN TO CLOSED SESSION, For the purpose of discussing: 1. minutes of meetings lawfully closed under this act, 2. litigation, when an action against, affecting or on behalf of the particular public body, and 3. appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, pursuant to 2(c)(21), 2(c)(1) and 2(c)(11) of the Illinois Open Meetings Act, respectively. Motion by Trustee Tiesenga, seconded by Trustee Adler, to adjourn to closed session at 9:41 p.m. VILLAGE OF OAK BROOK MINUTES Page 10 of 10 REGULAR MEETING OF JANUARY 10, 2017 ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk ROLL CALL VOTE: Ayes: 4 – Trustees Adler, Baar, Moy, Tiesenga Nays: 0 – None Abstain: 0 – None Absent: 2 – Trustees Manzo, Yusuf Motion carried. 12. ADJOURNMENT Motion by Trustee Baar, seconded by Trustee Manzo, to adjourn the Regular Meeting of the Board of Trustees at 12:29 a.m. VOICE VOTE: Motion carried.