Minutes - 08/08/2017 - Board of Trustees (2)VHI´ACF O「MINUTES OF THE AUGUST 8,2017
MGULAR市 IEETING OF THE PuSIDENT
AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BR00K APPROVED AS
ヽ/RITTEN ON SEPTEMBER 12,2017
OAK BRttK慇
1. CALL 'fO 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 7:01 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 Philip Cuevas, Michael Manzo, Moin
Saiyed, Edward Tiesenga,
ABSIINI': fruslee John Baar
Trustee Asif Yusuf (aruived ql 7:06 p.m.)
IN AI'TENDANCII: Village Manager Rick Ginex. Finance Director Jason Paprocki, Village
Attorney Ellen Emery, Public Works Director Doug Patchin, Information
Technology Director Jim Fox, Police Chief Jim Kruger, Fire Chief Barry Liss,
Head Librarian Jacob Post, Bath & Tennis Club Manager Chris Thompson, Golf
Club Superintendent / Manager Sean Creed, Village Planner Rebecca Von Drasek
3. PRESIDENT'S OPENING COMMENTS
President Lalmalani discussed the National Night Out event on August I't and the Preparedness
for and Response to Urban Mass Casualty Incidents' presentation on August 3'd. Police Chief
Kruger commented about both events.
President Lalmalani stated that he would be moving Item 9.A. to the beginning of the agenda.
President Lalmalani announced that the Village has once again received the Distinguished
Budget Presentation Award from the Government Finance Officers Association and he
presented same to Finance Director Paprocki and thanked the Finance Department for their hard
work.
Item 9.A. DuPage River Salt Creek Workgroup Presentation
Trustee Tiesenga stated that this item has to do with Fullersburg Woods and consideration of
dam modifications and water quality issues in Salt Creek. Public Works Director Patchin came
to the podium and introduced Steve McCracken, of the DuPage River Salt Creek Workgroup,
and Malcom Mossman, Communications Coordinator for Bluestem Communications. Mr.
McCracken came to the podium and provided a PowerPoint presentation regarding the Clean
Water Act requirements in relation to the Fullersburg Woods river enhancement project.
Resident-Richard Allison commented regarding the [rullersburg Flistoric Foundation working to
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4.
preserve the Salt Creek dam. Resident-Rus Strahan discussed the Salt Creek dam and the Graue
Mill waterwheel. Resident-Arlene Birkhahn discussed the Graue Mill and the Salt Creek dam.
Comments were made from the Board. Mr. McCracken addressed comments made by the
residents. Trustee Tiesenga inquired about the engineering plans for the modification of the
dam and Mr. McCracken discussed natural modification options. Additional Board comments
were made. Mr. McCracken clarified that the Forest Preserve owns the dam and has the power
to make the decision, but is looking for input.
A. Proclamation - Athletes of the Year
Village Clerk Pruss read the Proclamation and male athlete-Sam Fathizadeh was in attendance.
Motion by Trustee Manzo, seconded by Trustee Cuevas, to approve the proclamation.
VOICE VOTE: Motion carried.
RESIDENT/VISITOI{ COMMENT
Attorney Tom IJaught came to the podium and spoke on behalf of the Board's reconsideration
of the day spa/nail salon liquor license. He stressed that only individuals properly trained
would be allowed to dispense alcohol, and that a sophisticated safeguard system with
restrictions would be in place, including a two-drink maximum. He requested that this matter be
added to the next agenda.
5, APPROVAL OF MINUTES
A. Regular Board ol"frustees Meeting of July 11,2017
Motion by Trustee Manzo, seconded by Trustee Cuevas, to approve the Minutes of the
Regular Meeting of July 11,2017. VOICE VOTE: Motion carried.
B. Special Executive Meeting Minutes of February 7 ,2017
Motion by Trustee Manzo, seconded by Trustee Yusuf, to approve the Executive Minutes
of the Special Meeting of February 7,2017. 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 separale 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 19,2017 - $1 ,545,538.47
Period Ending August 3,2077 - $939,774.65
Significant Items included in Above:
l) Ancel, Glink, Diamond, Bush, DiCianni & Krafthef-er, P.C., - Legal Services - June
2017 - $10,206.25 (FY17 - yrD - $l I1,000.84)
2) Rathje Woodward, LLC - Legal Services - June 2017 - $3,333.33 (FYl7 - YTD -
VII´I´AGE Or OAK BROOKヽ 41NUTES Page 2 of 8 REGULAR MEETING OF AUGUST 8、2017
$19,999.98)
3)Clark,Baird,Smith,LLP―Lcgal Scrviccs―June 2017-$2,015.00(FY17-YTD¨
$4,566.25)
4)ClingCn,caHow&McLcan,LLC一 Lcgal Scrviccs一 Junc 2017-$2,232.00(FY17-
YTD―$2,232.00)
TOTAL LEGAL BUDGET FttR 20171S S293.100-TOTAL LEGAL BILLS PAID
FOR 2017‐YTD―S154,287.57
5)DuPagc Convcntion and Visitor Burcau CO―OP Advcrtising―January through May
2017‐$60,642.50
6)Ravenswood Event Scrviccs―Tastc of Oak Brook 2017-Final lnvoicc―$56,533.38
7)ParanlCdic Serviccs of 11linois―July 2017‐$43,009,00
8)Civiltech Engineering,Inc.一 North York Road/Hargcr Road lntcrscction lmprovcmcnt
Phasc l and II Enginccring Scrviccs一 May 27,2017 to Junc 30,2017¨$20,890.15
9)Domc Corp ofNorth Amcrica一 Public Works Salt Domc Rcpair一 August 2,2017-
$24,680.00
10)DU―COMM―Oak Brook Fire Dcpartmcnt―Qualterly Sharcs August 2017-October
2017-$42,589.50
11)J.A.Johnson Paving―Oak Brook 2016 Strcct lmprovcrncnts―May 23,2017-
$49,854.41
12)DuPagc Watcr Commission―Junc 2017-$570,125.52
13)Airport Elcctric―Oak Brook Elcctrical Systcm一 May 30,2017-$33,856.52
14)CurriC MOtors Flcct―Two 2017 Ford Utility lntcrccptor―$58,292.00
15)Hcalth Carc Scrviccs―BCBS―HMO―$30,330。74
16)Hcalth Carc Scrviccs―BCBS―PPO―$237,300.90
17)IRMA―Junc Dcductible―$45,390.51
18)DU―COMM―Oak Brook Policc Dcpartmcnt―Quarterly Shares August 2017-
Octobcr 2017-$107,748.25
19)DuPagc Convcntion and Visitors Burcau QuartCrly Dues―Apri1 2017 Through Junc
2017-$22,478.43
TOTAL DUPAGE CONVENTION&VISITORS BUREAU BUDGET FOR 20171S
$344,460.00-TOTAL PAID FOR 2017-YTD―$43,012.65
B. Approval of Payroll for:
1)Pay PCriOd Ending July 15,2017-$774,567.71
2)Pay PCriOd Endin3 July 29,2017-S773,923.63
C.Ordinを mces&Resolutions
l)FESOLUTION 2017-ENG―WA―PLAN―AG‐R-1657,A Resolution Appro宙 ng and
Authorizing a Profcssional Serviccs Agreement By and Bctwccn the Village of Oak
Brook and Trottcr and Associatcs,Inc.for Enginccring Scrviccs Rclatcd to thc
Dcvclopmcnt ofthc 2017 Watcr Mastcr Plan
2)RESOLUTION 2017-ITEC―LC―MSO―R-1658,A Resolution Appro宙 ng theヽ /aivcr Of
VILLA(]li OFttAK BROOKヽ 41NUTES Pagc 3 ol.8 REGULAR MEETING OF AUGUS「8,2017
Competitive Bidding and Authorizing the Purchase of Microsoft Office 2016 Licenses
from CDWG
3) RESOLUTION 2017-FI-MLIN-TX-FEE-AUDIT-R-1653, A Resolution Approving a
Contingent Fee Professional Services Agreement Between the Village of Oak Brook
and Azavar Audit Solutions, Inc. to Perform a Municipal Audit Program
D. Village of Oak Brook - Monthly Financial Report - June 2017
Motion by Trustee Manzo, seconded by Trustee Tiesenga, to approve the Consent Agenda
with the exception of Items 6.C.3., 6.D., and authorize expenditures as prcsented.
ROLL CALL VOTE:
Ayes: 5 - Trustees Cuevas, Manzo, Saiyed, Tiesenga, Yusuf
Nays: 0 - None
Abstain: 0 - None
Absent: l-TrusteeBaar
Motion carried.
7, ITEMS REMOVED FROM THE CONSENT AGENDA
6.D. Village of Oak Brook - Monthly Financial Report - June 2017 - This item was
discussed prior to 6.C.3.
Trustee Tiesenga expressed concerns regarding a golf surcharge mentioned in the Report. He
proposed a motion to segregate the golf surcharge fund from the General or Sports Core Funds
and amending this Report. He urged having a Committee-of-the-Whole to discuss this in detail.
Village Attorney Emery clarified that the reporting procedure would need to be amended
through a consent agenda item at a future meeting to accomplish this, not just amending this
Report. Additional comments were made.
Motion by Trustee Manzo, seconded by Trustee Cuevas, to approve the Report.
ROLL CALL VOTE:
Ayes: 4 - Trustees Cuevas, Manzo, Saiyed, Yusuf
Nays: I -Trustee Tiesenga
Abstain: 0 - None
Absent: l-TrusteeBaar
Motion carried.
6.C.3) RESOLUTION 2017-FI-MLIN-TX-FEE-AUDIT-R-1653, A Resolution Approving a
Contingent Fee Professional Services Agreement Between the Village of Oak Brook
and Azavar Audit Solutions, Inc. to Perform a Municipal Audit Program
Motion by Trustee Manzo, seconded by Trustee Saiyed, to approve this item.
There wqs no vote taken on the Approval Motion.
Finance Director Paprocki explained the procedure in utilizing this vendor.
Resident-Don Adler came to the podium to speak regarding the Program and the fees proposed
by Azavar Audit Solutions. Comments were made by the Board and Village Attorney Emery
clarified some issues regarding sales tax and the hotel tax.
Motion by Trustee Manzo, seconded by Trustee Yusuf, to defer this item.
VII-I-AGI: Otj OAK IIROOK MINLj'l tis l)agc 4 ol'['l ItliGLJl-AIt MEli llNG OF AUGUST 8. 2017
VOICE VOTE: Motion carried.
8. UNFINISHED BUSINESS
A. Williams Architects' - Police Lockup Facility Improvements
Motion by Trustee Saiyed, seconded by Trustee Cuevas, that the Village Board approve
going out to bid for the proposed Police Department Lockup Facility Improvement
Project to obtain current pricing to be able to break ground Fourth Quarter 2017.
Police Chief Kruger recapped the historical aspects of the Project. He introduced Mark
Bushhouse of Williams Architects and John McNutt of Shales-McNutt Construction. Mr.
Bushhouse and Mr. McNutt provided a PowerPoint presentation showing the existing
conditions and the proposed improvements for safety and security. Police Chief Kruger made
further comments about operations. Comments were made by Board members and questions
were addressed by Mr. Bushhouse, Finance Director Paprocki, and Police Chief Kruger.
ROLL CALL VOTE:
Ayes: 4 - Trustees Cuevas, Saiyed, Tiesenga, Yusuf
Nays: 1-TrusteeManzo
Abstain: 0 - None
Absent: l-TrusteeBaar
Motion carried.
B. Ordinances & Resolutions
l) RESOLUTION 2017-ETSB-lGA-DU-R-1652, A Resolution Approving and
Authorizing an Intergovernmental Agreement By and Between the Village of Oak
Brook and the County of DuPage and the Emergency Telephone System Board of
DuPage County in Relation to the DuPage Judicial Information System
Motion by Trustee Saiyed, seconded by Trustee Cuevas, to approve Resolution 2017-
ETSB-IGA-DU-R-1652, A Resolution Approving an Intergovernmental Agreement
Between DuPage County, Illinois and the Village of Oak Brook, Illinois.
Village Manager Ginex discussed this Agreement.
ROLL CALL VOTE:
Ayes: 5 - Trustees Cuevas, Manzo, Saiyed, Tiesenga, Yusuf
Nays: 0 - None
Abstain: 0 - None
Absent: l-TrusteeBaar
Motion carried.
9. ACTIVE BUSINESS
A. DuPage River Salt Creek Workgroup Presentation - This item was discussed at the
beginning of the meeting.
B. Ordinances & Resolutions
l) RESOLUTION 201 7-WA-METR-CNTRCT-R-1 656, A Resolution Approving and
VII-LACE OF OAK BROOK MINUTES Page 5 of 8 REGULAR MEETING OF AUGUST 8,2017
Authorizing the Award of Contract to HD Supply Waterworks for the Purchase and
Installation of Water Meters and Fixed Automatic Water Meter Reading System
Motion by Trustee Tiesenga, seconded by Trustee Manzo, that the Village Board award a
contract, subject to attorney review, to the company with the best overall value, HD
Supply Waterworks, Carol Stream, Illinois, for the purchase and installation of Water
Meters and a New Fixed Automatic Water Meter Reading System, and approve
Resolution R-1656.
Comments were made and questions were addressed by Public Works Director Patchin.
ROLL CALL VOTE:
Ayes: 4 - Trustees Cuevas, Manzo, Tiesenga, Yusuf
Nays: 0 - None
Abstain: 0 - None
Absent: 2 - Trustee Baar, Trustee Saiyed (exited the meeting at approximately 9. j0 p.m.)
Motion carried.
2) RESOLUTION 2017-PED-ACCESS-AG-R-1654, A Resolution Approving a Pedestrian
Access Improvement Agreement By and Between the Village and the Oak Brook
Marriott and the Oak Brook Regency Towers
Motion by Trustee Cuevas, seconded by Trustee Manzo, to approve Resolution R-1654, A
Resolution Approving a Pedestrian Access Improvement Agreement Between Village and
the Oak Brook Marriott and the Oak Brook Ilegency Towers.
Village Manager Ginex talked about this Agreement.
ROLL CALL VOTE:
Ayes: 4 - Trustees Cuevas, Manzo, Tiesenga, Yusuf
Nays: 0 - None
Abstain: 0 - None
Absent: 2 - Trustee Baar, Trustee Saiyed
Motion carried.
IO. INFORMATION & TJPDATES
A. Village Manager
Village Manager Ginex talked about an eighth polo event being requested by Pine Oak
Partners for charity. No opposition to this was expressed.
B. Village Clerk
Village Clerk Pruss had nothing to report.
C. Trustees
Trustee Tiesenga discussed the Library Commission and the number of Library card
holders in comparison with sports core memberships.
Trustee Manzo thanked Finance Director Paprocki for his time and information. He
clarified that the Fire Department does not have business registration information. He
thanked President Lalmalani for including him in the meeting with the Village of
Westmont officials and discussed the planned development on 35th Street. He also
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discussed the splitting of residential lots.
President Lalmalani remarked on the meeting with the Westmont offrcials.
Trustee Cuevas stated that it is improper to discuss specific individuals when there is no
agenda item, and he also talked about the potential liability now that issues have been
brought to the Board regarding the police department facility.
Trustee Yusuf discussed the police department improvement project and thanked
everyone for their good wishes during his recovery.
D. Village Attorney Emery remarked that this Board is very prepared and intelligent,
and that it is an honor to serve as its attorney.
E. Village President
President Lalmalani requested that the business data be put together for access by the
Police and Fire Departments.
Infbrmation Technology Director Fox talked about cellular telephone projects.
Police Chief Kruger thanked the Board for their support.
Public Works Director Patchin thanked staff and Bob Kahn for working on the water loss
issues and the meter replacement program.
Golf Club Superintendent / Manager Creed discussed that the golf numbers have been
very good.
Head Librarian Post invited everyone to a program about maritime law at the Library.
Bath & Tennis Club Manager Thompson discussed issues at the pool and the programs at
the Clubhouse and the pool. President Lalmalani expressed his concerns about residents'
dissatisfaction with the pool management, and Bath & Tennis Club Manager Thompson
replied that he has talked with the management company about the lifeguard situation.
Village Manager Ginex discussed that he has had conversations with the Park District
about utilizing lifeguards.
Finance Director Paprocki stated that staff has been sent information to begin working on
the 2018 Budget.
President Lalmalani inquired about scheduling a Committee-of-the-Whole meeting and
Trustee Manzo replied that there should also be a meeting for the Sports Core, not just
Finance.
Fire Chief Liss clarified that the }rire Department does not have information about small
business entities in large office buildings. 'fhe Irire Prevention Bureau only receives
infbrmation when businesses apply for building/remodeling permits.
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13.
Village Planner Von Drasek discussed upcoming matters from Development Services.
ADJOURN TO CLOSED SESSION, For the purpose of discussing (l) minutes of meetings
lawfully closed under this act, and (2) appointment, employment, compensation, discipline,
performance. or dismissal of specific employees of the public body pursuant to 2(c)(21) and
2(c)(l) of the Illinois Open Meetings Act, respectively
Motion by Trustee Yusuf, seconded by Trustee Cuevas, to adjourn to closed session at
l0:08 p.m.
ROLL CALL VOTE:
Ayes: 4 - Trustees Cuevas, Manzo, Tiesenga, Yusuf
Nays: 0 - None
Abstain: 0 - None
Absent: 2 - Trustees Baar, Saiyed
Motion carried.
RECONVENE
The open meeting was reconvened at l0:52 p.m.
ADJOURNMENT
Motion by Trustee Tiesenga, seconded by Trustee Manzo, to adjourn the Regular Meeting
of the Board of Trustees at 10:52 p.m. VOICE VOTE: Motion carried.
Charlotte K. Pruss
Village Clerk
ATTEST:
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