Minutes - 02/28/2012 - Board of TrusteesDate Corrected
MINUTES OF THE FEBRUARY 28, 2012 REGULAR MEETING
OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
MARCH 27.2012.
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 p.m. 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 Stelios Aktipis, Michael Manzo, Mark
Moy, Gerald Wolin, Asif Yusuf, and Elaine Zannis.
ABSENT: None.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Robert L. Kallien, Jr., Director of Community Development;
Sharon Dangles, Finance Director; Tom McEllin, Fire Chief, Sue Madorin,
Library Director; Mike Hullihan, Public Works Director; James Kruger,
Chief of Police; Trey VanDyke, Sports Core Director and Peter Friedman,
Village Attorney.
3. PRESIDENT'S OPENING COMMENTS
President Lalmalani discussed a major development in Oak Brook called Pinstripes,
which is an item on the Consent Agenda. He stated that they will be constructing a
35,000 square -foot entertainment facility that will offer bowling, bocce and a wonderful
Bistro and that it will be located in the Oakbrook Center on the Sears parcel. He stated
that Pinstripes has been very successful in other communities and is expected to generate
$150,000 annually in retail sales tax. President Lalmalani welcomed Pinstripes to the
community and also welcomed CEO Dale Schwartz and his company to Oak Brook. He
further stated he would like to recognize Mark Gogzel as legal counselor for Pinstripes
who was present.
4. RESIDENTNISITOR COMMENT - NONE
APPROVAL OF MINUTES — NONE
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 February 24, 2012 - $740,129.36
Significant Items included in Above:
1) Odelson & Sterk, Ltd. - Legal Services — January, 2012 - $4,536.39 (FY12 —
YTD - $4,536.39)
2) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C. — Legal Services —
January, 2012 - $3,351.25 (FY12 — YTD - $3,351.25)
3) Hervas, Condon & Bersani, P.C. - Legal Services - January, 2012 - $4,656.24
(FY12 — YTD - $4,656.24)
4) Rathje & Woodward, LLC — Legal Services — January, 2012 - $3,336.30 (FY12 —
YTD - $3,336.30)
5) Martam Construction — Payout #5 — 2011 Water Main Replacement -
$239,257.40
6) Christopher B. Burke Engineering, Ltd — Payout #3 — 2012 Paving Project -
$25,210.00
7) DuPage Water Commission — January 31, 2012 - $203,493.85
B. Approval of Payroll for Pay Period Ending February 18, 2012 - $631,016.97
C. Community Development Referrals — NONE AT THIS TIME
D. Authorization to Seek Bids or Proposals or Negotiate Contracts: -NONE AT THIS
TIME
E. Budget Adjustments — NONE
F. Ordinances & Resolutions
1) RESOLUTION 2012 -SC- GOLF -PG -R -1160, A Resolution Approving and
Authorizing the Execution of a Contract By and Between the Village of Oak
Brook and E -Z -GO Textron, Inc. in Regard to the Replacement of Golf Cars
2) ORDINANCE 2012- ZO- PUD -EX -S -1328, An Ordinance Approving a Planned
Development — Sears, Roebuck and Co. — Pinstripes — 7 Oakbrook Center
3) RESOLUTION 2012 - MRKTG- AG -EXl -R -1158, A Resolution Approving and
Authorizing the Execution of a Retainer Fee Services Agreement for Advertising
and Marketing Services By and Between the Village of Oak Brook and Point B
Communications
4) RESOLUTION 2012 -IDOT- PERMITS -R -1155, A Resolution Concerning
Construction on State Highways
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5) RESOLUTION 2012 - TASTE- AG -EXl -R -1157, A Resolution Approving the
Waiver of Competitive Bidding and Authorizing the Execution of an Agreement
By and Between the Village of Oak Brook and Ravenswood Event Services to
Provide Event Planning Services for the Taste of Oak Brook 2012
6) ORDINANCE 2012- PD -OF -G -965, An Ordinance Amending Ordinance G -875
which Provided for the Impoundment of Motor Vehicles Used in Connection with
Illegal Activities
7) ORDINANCE 2012 -PG- CNTRCTS -G -966, An Ordinance Amending Section 1-
7-4 of the Oak Brook Village Code Amending the Publication and Notice
Requirements for Commodities, Services and Construction Contracts
8) RESOLUTION 2012- ENG- AG -EXI -R -1156, A Resolution Approving and
Authorizing the Execution of a Professional Services Agreement for Phase III
Engineering Services in Relation to the 22nd Street Beautification Project By and
Between the Village of Oak Brook and Engineering Resource Associates, Inc.
9) RESOLUTION 2012 - DUMM -LP -R -1154, A Resolution Adopting the 2012
Legislative Positions and Priorities of the DuPage Mayors and Managers
Conference
10) RESOLUTION 2012-GIS-AG-EX I -R- 1159, A Resolution Approving the Waiver
of Competitive Bidding and Authorizing the Execution of an Agreement By and
Between the Village of Oak Brook and Ayres Associates, Inc. to Provide Aerial
Mapping Services
G. Award of Contracts
1) Golf Commodities
2) Unit #D -12 —Golf Course Maintenance Mower Replacement
H. Monthly Treasurer's Report — January 31, 2012
Motion by Trustee Moy, seconded by Trustee Yusuf, to approve the Consent Agenda and
authorize expenditures as presented or amended.
ROLL CALL VOTE:
Ayes: 6— Trustees Aktipis, Manzo, Moy, Wolin, Yusuf and Zannis
Nays: 0 — None
Abstain: 0 — None
Absent: 0 —None
Motion carried
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ITEMS REMOVED FROM CONSENT AGENDA
6.17.3 RESOLUTION 2012 - MRKTG -AG -EXI -R -1158, A Resolution Approving and
Authorizing the Execution of a Retainer Fee Services Agreement for Advertising and
Marketing Services By and Between the Village of Oak Brook and Point B
Communications
Trustee Manzo questioned Village Manager Niemeyer if this was the item they had cut
from the budget for 2012.
Village Manager Niemeyer stated that was correct, that it is actually the retainer fee for
Point B. It is now $2100.00 a month compare to last year it was $3100.00 month. He
stated that because of the significant cuts the Board made to the Hotel Marketing budget
for 2012, the retainer fee is significantly less.
Trustee Manzo further stated that the Village went a few years ago out to bid and were
planning on going out to bid for 2013.
Village Manager Niemeyer agreed and stated that he also would recommend going out to
bid next year.
Motion by Trustee Manzo, seconded by Trustee Wolin, to approve RESOLUTION 2012 -
MRKTG -AG -EXI -R -1158, A Resolution Approving and Authorizing the Execution of a
Retainer Fee Services Agreement for Advertising and Marketing Services By and
Between the Village of Oak Brook and Point B Communications
ROLL CALL VOTE:
Ayes: 6— Trustees Aktipis, Manzo, Moy, Wolin, Yusuf and Zannis
Nays: 0 —None
Abstain: 0 —None
Absent: 0 —None
Motion carried.
6.F.5 RESOLUTION 2012 - TASTE -AG -EXI -R -1157, A Resolution Approving the
Waiver of Competitive Bidding and Authorizing the Execution of an Agreement By and
Between the Village of Oak Brook and Ravenswood Event Services to Provide Event
Planning Services for the Taste of Oak Brook 2012
Trustee Manzo stated he did appreciate that Ravenswood cut their fee from what they
were originally asking for regarding this item. He addressed the 20% for new
sponsorships' item, and stated that this is not anything the Village has done in the past or
anything the Village would solicit on their own outside of the Ravenswood contract.
Village Manager Niemeyer replied that this was correct.
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Trustee Manzo further stated that he knows it is too late to go out to bid on this contract
this year but would recommend going out to bid next year if the price is going up.
Village Manager Niemeyer agreed that the Village should go out every few years, but also
stated that the Village should not go out to bid every year because there needs to be some
kind of continuity in regards to this matter.
Trustee Zannis questioned Village Manager Niemeyer about how the sponsorship worked
in the contract and he explained the process. She stated that the Board would have final
approval on which sponsors would be able to sponsor this event.
Trustee Yusuf stated he would like to have the agreement reviewed to make sure that the
20% clause is spelled out so that Ravenswood would receive the 20% for only new
sponsors.
Village Manager Niemeyer stated that it was in the contract in Section C3.
Trustee Yusuf agreed, but further stated that he would like the Village Attorney to review
the agreement to make sure that it was completely clear on the 20% for only new sponsors
that Ravenswood would bring in for sponsorship.
Motion by Trustee Manzo, seconded by Trustee Wolin to approve RESOLUTION 2012 -
TASTE- AG -EXI -R -1157, A Resolution Approving the Waiver of Competitive Bidding
and Authorizing the Execution of an Agreement By and Between the Village of Oak
Brook and Ravenswood Event Services to Provide Event Planning Services for the Taste
of Oak Brook 2012
ROLL CALL VOTE:
Ayes: 6— Trustees Aktipis, Manzo, Moy, Wolin, Yusuf and Zannis
Nays: 0 —None
Abstain: 0 — None
Absent: 0 — None
Motion carried.
8. BOARD & COMMISSION RECOMMENDATIONS
A. Ziesemer — 94 Breakenridge Farm — Variation — Side Yard Setback
Trustee Moy explained that Oak Brook resident Ben Ziesmer was requesting a
variation to Section 13 6A 3F.2 of the zoning ordinance in order to construct a
sunroof over an existing patio. Trustee Moy stated that the Zoning Board had
already unanimously approved the variation.
Motion by Trustee Moy, seconded by Trustee Aktipis to approve a variation to Section 13
GA 3F.2 of the zoning ordinance.
VOICE VOTE: Motion carried.
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9. UNFINISHED BUSINESS —NONE
10. ACTIVE BUSINESS
A. Confirmation of Appointments — NONE
B. Ordinances & Resolutions — NONE
C. Award of Contracts — NONE
D. 2012 Hotel Marketing Plan
Trustee Zannis introduced a representative from Plan B Marketing.
Plan B Marketing explained their success for 2011.
- Online marketing improvement, including the addition of marketing through
Facebook.
- Total of 296 leisure packages sold, and 1,588 total group room nights sold.
- Different leisure campaigns throughout the year including "Room with a Zoo"
- Different campaigns geared toward group stays.
Trustee Wolin asked for clarification on the presentation, and asked Point B if they could
turn the total of room stays into a dollar amount. Point B responded that the amount of
information provided to them is limited, and it would be difficult to provide a monetary
amount to their marketing campaign.
Trustee Aktipis asked for more in depth information about the Plan B Marketing
operation, and how they specifically benefit other regions in Oak Brook besides the
hotels. The Plan B Marketing Representative explained that when someone comes to Oak
Brook to stay the night, they are undoubtedly dining in the restaurants and also taking
advantage of the different entertainment opportunities.
Trustee Zannis stated that Oak Brook's biggest competition in terms of weekend
destinations is the city of Chicago, and that through different marketing campaigns, Oak
Brook can begin to see more people stay in the Village.
President Lalmalani stated that a promotion should be considered where a hotel stay
included a round of golf.
Plan B stated that they are somewhat limited in what they can do in terms of marketing
because of their budget limits, but that they would like to consider different promotions
for the coming year depending on the seasons.
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Motion by Trustee Zannis, seconded by Trustee Moy to approve the 2012 Plan B
Marketing Plan.
ROLL CALL VOTE:
Ayes: 6— Trustees Aktipis, Manzo, Moy, Wolin, Yusuf and Zannis
Nays: 0 —None
Abstain: 0 — None
Absent: 0 —None
Motion carried.
E. Authorization to Hire Firefighter/Paramedie
Trustee Moy explained that the Village must hire a new firefighter to stay within the
guidelines of the contract between the Village and the Firefighters Union.
Chief McEllin stated that Mark Bahnsen, an Oak Brook Firefighter is retiring after 32
years of service, opening up a spot for the Village to hire a new firefighter. He explained
that the hiring process takes a very long time, and that the department would like to start
the process as soon as possible.
Trustee Aktipis stated that he understands that the Board does not have a say in existing
union contracts, however he did express his concern with the current revenue concerns of
the Village.
Trustee Yusuf recognized Mark Bahnsen for his dedication to the Village. He also
explained that the contract reads that they cannot go below a certain amount of firefighters
and still hire outside help, but that if the Board feels it is necessary, they can agree to
lower the amount of firefighters on staff within the provisions of the contract. He then
stated he supports the hiring of a new firefighter at this time.
Trustee Manzo clarified that they were not adding on a new firefighter, but replacing one,
and because Mr. Bahnsen was on the higher side of the pay grade, a new hire will be
saving the Village money.
Motion by Trustee Moy, seconded by Trustee Aktipis, for authorization to be given to the
Village Manager to direct the Board of Fire and Police Commissioners to fill the
upcoming open firefighter /paramedic position from the current eligibility list. VOICE
VOTE: Motion carried.
11. INFORMATION & UPDATES
A. Village Clerk
Clerk Pruss reminded everyone that elections were coming up, and explained
where the early voting locations were. She also stated that the Village will be
posting a video of the candidates for the election on March 20a' for informational
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purposes.
B. Village President
President Lalmalani turned it over to the department heads to speak.
a. Police Chief Kruger explained that there is a move in Illinois to currently take
the surcharge that come from training officers and return them back to the
state of Illinois. He asked for support in combating these fees because the
department needs this money in order to better train the local law enforcement
officers.
b. Chief McEllin congratulated Mark Bahnsen on his retirement and thanked him
for all of his work.
c. Sports Core Director Trey Van Dyke stated that with the wann weather the
golf course may be able to open earlier this year.
d. Assistant Manager Blaine Wing stated the new Village website is up and
running and it has received positive feedback from the residents.
e. Public Works Director Mike Hullihan urged everyone to be careful as there
still might be unexpected snowfalls.
Trustee Yusuf stated that he is optimistic that the sales tax has improved since the
completion of the road construction. Trustee Aktipis stated that he would like to still
continue to be cautious with the Village's spending.
Trustee Moy stated that he believed the hotel committee meeting was very productive,
and he believes the Village should put together the same sort of committee for the
restaurants in Oak Brook.
12. ADJOURN TO CLOSED SESSION For the purpose of discussing (1) pending, probable,
or imminent litigation matters, (2) collective negotiating matters, and (3) minutes of
meetings lawfully closed under this act pursuant to section 2c(11), 2c(2) and 2c(21) of the
Illinois open meetings act, respectively
Motion by Trustee Wolin, seconded by Trustee Manzo, to adjourn to closed session for
the purpose of discussing (1) pending, probable, or imminent litigation matters, (2)
collective negotiating matters, and (3) minutes of meetings lawfully closed under this act
pursuant to section 2c(11), 2c(2) and 2c(21) of the Illinois open meetings act, respectively
ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Manzo, Moy, Wolin, Yusuf and Zannis
Nays: 0 —None
Abstain: 0 — None
Absent: 0 —None
Present: 0 —None
Motion carried.
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This meeting was adjourned to Closed Meeting at 8:02 pm.
13. ADJOURNMENT
Motion by Trustee Aktipis, seconded by Trustee Wolin, to adjourn the Regular Meeting
of the Board of Trustees at 9:39 pm. VOICE VOTE: Motion carried
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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