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Minutes - 03/28/2017 - Board of Trustees VILLAGE OF OAK BROOK MINUTES Page 1 of 8 REGULAR MEETING OF MARCH 28, 2017 MINUTES OF THE MARCH 28, 2017 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON APRIL 11, 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 7:00 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, Mark Moy, Edward Tiesenga, Asif Yusuf ABSENT: Trustee Michael Manzo (arrived at approximately 7:06 p.m.) 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, Golf Club Superintendent/Manager Sean Creed 3. PRESIDENT’S OPENING COMMENTS President Lalmalani announced that he would be moving Item #9.A. to coincide with the discussion of Item #10.E. He discussed the recent Sports Core Long Range Planning meeting and the Chamber of Commerce’s annual meeting. 4. RESIDENT/VISITOR COMMENT High School Student-Nishant Vyas talked about a new program, “Let’s Play Sports”, which involves the donation of new and used sports equipment. 5. APPROVAL OF MINUTES A. Regular Board of Trustees Meeting Minutes of March 14, 2017 Motion by Trustee Baar, seconded by Trustee Yusuf, to approve the Minutes of the Regular Meeting of March 14, 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 VILLAGE OF OAK BROOK MINUTES Page 2 of 8 REGULAR MEETING OF MARCH 28, 2017 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, March 23, 2017 - $681,754.57 Significant Items included in Above: 1) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – February 2017 - $19,679.72 (FY17 – YTD - $51,049.72) 2) Rathje Woodward, LLC - Legal Services - February 2017 - $3,333.33 (FY17 – YTD - $6,666.66) TOTAL LEGAL BUDGET FOR 2016 IS $449,000 - TOTAL LEGAL BILLS PAID FOR 2017- YTD - $75,093.63 3) Health Care Services PPO – BCBS PPO Premiums for February 2017 - $138,339.55 4) DuPage Water Commission – February 2017 - $269,193.60 5) Burns and McDonnell - Professional Engineering Services – Stormwater Management Plan Review thru 12/31/16 - $23,047.50 B. Approval of Payroll for Pay Period Ending March 11, 2017 - $700,430.99 C. Ordinances & Resolutions 1) ORDINANCE 2017-BU-EX-S-1489, An Ordinance Authorizing Transfers Among Budget Line Items 2) RESOLUTION 2017-ISHTA-R-1626, A Resolution Regarding the Illinois Tollway Authority and Consultation, Coordination Cooperation to Share Information, Confer with Affected Municipalities and Allow Broad Public Input into Tollway Expansion D. Village of Oak Brook – Monthly Financial Report – February 2017 Motion by Trustee Baar, seconded by Trustee Adler, to approve the Consent Agenda with the exception of Item 6.C.2) 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. VILLAGE OF OAK BROOK MINUTES Page 3 of 8 REGULAR MEETING OF MARCH 28, 2017 7. ITEMS REMOVED FROM THE CONSENT AGENDA 6.C.2) RESOLUTION 2017-ISHTA-R-1626, A Resolution Regarding the Illinois Tollway Authority and Consultation, Coordination Cooperation to Share Information, Confer with Affected Municipalities and Allow Broad Public Input into Tollway Expansion Motion by Trustee Adler, seconded by Trustee Manzo, to approve this resolution. In response to an inquiry by Trustee Adler, Village Manager Ginex explained that Trustee Tiesenga had asked at the last meeting to re-word some of verbiage in the resolution. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 8. BOARD & COMMISSION RECOMMENDATIONS A. Hub Group – 2000 Clearwater Drive – Variations B. Hub Group – 2000 York Road – Variations Motion by Trustee Baar, seconded by Trustee Moy, to concur with the recommendation of the Zoning Board of Appeals to approve the requested variations to Section 13-15-2A and Section 13-10E-3C.2 of the Zoning Ordinance for the property at 2000 Clearwater Drive subject to the three (3) conditions outlined in this report and adoption of an Ordinance necessary to grant the requested Variations which Ordinance the Village Attorney shall by this motion be directed to prepare for consideration at the April 11, 2017 Board of Trustees meeting; further, to concur with the recommendation of the Zoning Board of Appeals to approve the requested variations to Sections 13-15-2A, Section 13-10E-3C.2 and Section 13-10E-3C.1 of the Zoning Ordinance for the property at 2000 York Road subject to the three (3) conditions outlined in this report and adoption of an Ordinance necessary to grant the requested Variations which Ordinance the Village Attorney shall by this motion be directed to prepare for consideration at the April 11, 2017 Board of Trustees meeting. Development Services Director Kallien briefly explained the variations requested by the Hub Group. 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 4 of 8 REGULAR MEETING OF MARCH 28, 2017 President Lalmalani thanked the Hub Group for their expansion efforts. C. Village of Oak Brook – 1200 Oak Brook Road – Special Use – New Village Owned Wireless Communication Tower Motion by Trustee Baar, seconded by Trustee Manzo, that the Village Board concur with the recommendations from the Plan Commission and Zoning Board of Appeals approving the request to amend Special Use Ordinance S-1300 to allow the construction of a new 120 foot Village owned wireless communication tower and equipment shelter on the Butler Government Center property located at 1200 Oak Brook Road, subject to the attached conditions and the Adoption of an Ordinance necessary to grant the requested Special Use Amendment which Ordinance the Village Attorney shall by this motion be directed to prepare for consideration at the April 11, 2017 Board of Trustees meeting. Information Technology Director Fox provided Power Point slides regarding the wireless communication tower. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 9. UNFINISHED BUSINESS A. Oak Brook Golf Club Discussion – (Per President Lalmalani’s announcement at the beginning of the meeting, this item will be discussed with Item #10.E.) 10. ACTIVE BUSINESS A. Police and Firefighters’ Pension Fund Actuarial Studies Motion by Trustee Manzo, seconded by Trustee Yusuf, that the Village Board accepts the actuarial reports of the Police and Firefighters’ Pension Funds prepared by the Village’s actuarial firm Nyhart for inclusion in the 2016 Comprehensive Annual Financial Report (CAFR). Mike Zurek, of Nyhart, provided a Power Point presentation regarding the actuarial assumptions for the Police and Firefighters’ Pension Funds. (No vote was taken as this was a discussion item.) B. Cash Forecasting Discussion Finance Director Paprocki and Trustee Adler discussed the cash flow and investments. Comments were made. Trustee Adler requested that information about what the Village can invest in be passed on to the Board. VILLAGE OF OAK BROOK MINUTES Page 5 of 8 REGULAR MEETING OF MARCH 28, 2017 C. Polo Presentation Dan O’Leary, of the Oak Brook Polo Team, provided Power Point slides and discussed the season’s progress and marketing. Comments were made by the Board and questions were addressed by Mr. O’Leary. D. Ordinances & Resolutions 1) RESOLUTION 2017-POLO-AG-R-1631, A Resolution Authorizing the Execution of a License Agreement by the Village of Oak Brook with Pineoak Partners, LLC Relating to the 2017 Polo Season Motion by Trustee Baar, seconded by Trustee Yusuf, to Approve Resolution 2017- POLO-AG-R-1631, a Resolution Approving a License Agreement Between the Village of Oak Brook and Pineoak Partners, LLC for the 2017 Polo Season. Trustee Adler discussed the agreement and his questions were addressed by Mr. O’Leary. Village Attorney Diamond interpreted the language in the contract relating to the time period allowed to use the brand. Comments were made and discussion ensued regarding the use of the Chicago Polo flag/name. Village Attorney Diamond inquired of the Board about amending the contract to restrict the trademark to prevent trademark dilution. Discussion continued. Trustee Baar called the question. ROLL CALL VOTE: Ayes: 5 – Trustees Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 1 – Trustee Adler Abstain: 0 – None Absent: 0 – None Motion carried. 2) RESOLUTION 2017-ENG-ST-PRJT-R-1630, A Resolution Approving and Authorizing a Professional Services Agreement By and Between the Village of Oak Brook and Christopher B. Burke Engineering, Ltd for Phase III Construction Engineering Services Related to the 2017 York Road Surface Transportation Program Project Motion by Trustee Tiesenga, seconded by Trustee Manzo, that the Village Board approve Resolution R-1630, a Resolution to approve Phase III Professional Engineering Services with Christopher B. Burke Engineering, LTD. (CBBEL) regarding the York Road Resurfacing Project and Improvements on York Road north of Oak Brook Road/31st Street to the I-88 Ramp. VILLAGE OF OAK BROOK MINUTES Page 6 of 8 REGULAR MEETING OF MARCH 28, 2017 ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. 3) ORDINANCE 2017-SC-EX-G-1101, An Ordinance Amending Chapters 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 Moy, that the Village Board approve Ordinance, 2017-SC-EX-G-1101 An Ordinance Amending Chapter 3 of Title 12, Entitled, “Recreational Facilities” of the Village Code of the Village of Oak Brook, Illinois. ROLL CALL VOTE: Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried. E. Sports Core Long Range Planning Committee Meeting Follow-up Discussion Trustee Adler discussed the Sports Core revenues/losses historically and in the last few years with Power Point slides provided by Finance Director Paprocki. He expressed concerns about not having knowledge regarding fees, signage, and the name change. Village Manager Ginex provided a summary of the pertinent meetings held in October and November 2016 and January 2017 where these Sports Core topics had been discussed and opinions were in favor of the changes. It was affirmed that residents and the Committee were informed of the meeting in advance. Discussion ensued regarding golf revenues/losses, Swim & Tennis Club losses and name and sign changes. Trustee Baar discussed the Committee, the recent meeting, and revisiting the sign and the name changes. Discussion ensued regarding these issues and also marketing, whether as a business or an amenity. Swim & Tennis Club Manager Thompson remarked on the involvement of The Drake and other hotels. No opposition was expressed when President Lalmalani asked if the name should be changed back to the Bath & Tennis Club. Resident-Karen Bushy remarked about the traditional colors of Oak Brook and provided a historical perspective regarding the name and how the Club was operated as an amenity and monies spent. Trustee Baar discussed the details of the sign. Board members suggested having another Committee meeting with input from the residents. Other comments were made regarding VILLAGE OF OAK BROOK MINUTES Page 7 of 8 REGULAR MEETING OF MARCH 28, 2017 the Club being an amenity and supporting the Club management. Swim & Tennis Club Manager Thompson discussed the issues brought up by the Board. Resident-Bill Lindeman spoke regarding the specifications of the proposed sign. Oak Brook Golf Club Discussion – (Item #9.A. discussed here) Trustee Adler presented an Excel spreadsheet with an analysis of competitors and discussed that the golf club should be self-sustaining and also talked about the Golf Visions proposal. Head Golf Professional Jeff Kawucha and Golf Club Superintendent/Manager Creed remarked about the golf club revenues and operations. Other comments were made. Trustee Adler requested that staff review the golf budget again. 11. INFORMATION & UPDATES A. Village Manager Village Manager Ginex had nothing to report. B. Village Clerk Village Clerk Pruss reminded everyone to vote in the April 4th Municipal Election. C. Trustees Trustee Adler remarked about comments President Lalmalani made about affordable housing and President Lalmalani clarified his comments. Trustee Baar remarked on the dedicated golf website and the relationship with Golf Now. He mentioned concerns about the Airbnb.com website regarding homes in Oak Brook. He also discussed parking structures in the zoning ordinance and looking at ways to mitigate where commercial structures adjacent to residential areas. Trustee Manzo thanked the Board and staff for the Sports Core discussion. He then presented PowerPoint slides regarding political donations by SafeSpeed LLC, a red light camera vendor, and the response received regarding a related FOIA request. Trustee Tiesenga made a statement about the Sports Core being an amenity. D. Village Attorney Village Attorney Diamond updated those present about the status of the red light camera litigation. E. Village President Fire Chief Liss remarked that Federal grant monies had been received for the self- VILLAGE OF OAK BROOK MINUTES Page 8 of 8 REGULAR MEETING OF MARCH 28, 2017 ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk contained breathing apparatus systems. 12. ADJOURNMENT Motion by Trustee Tiesenga, seconded by Trustee Yusuf, to adjourn the Regular Meeting of the Board of Trustees at 11:30 p.m. VOICE VOTE: Motion carried.