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Minutes - 01/10/2012 - Board of TrusteesMINUTES OF THE JANUARY 10, 2012 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN OR AS AMENDED ON JANUARY 24, 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 7:01 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 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 Kallien, Community Development Director; Sharon Dangles; Finance Director; Thomas McEllin, Fire Chief, Sue Madorin, Library Director; James Kruger, Police Chief; Michael Hullihan, Public Works Director; and Peter Friedman, Village Attorney. 3. PRESIDENT'S OPENING COMMENTS President Lalmalani wished everyone a Happy New Year and pledged to the residents that the Board will continue to work hard in 2012. He stated that the Board has received written confirmation from McDonald's about their interest in participating in the 2012 Taste of Oak Brook and Independence Day Celebration and have committed to $100,000 in sponsorship to the Village. 11 President Lalmalani stated that the Government Finance Officers Association of the United States and Canada awarded a Certificate of Achievement for Excellence in Financial Reporting to the Village of Oak Brook for its comprehensive annual financial report for the fiscal year ended December 31, 2011. President Lalmalani explained this is the 32 "d consecutive year that the Village has achieved this prestigious award and he then presented it to Finance Director Sharon Dangles, and thanked her and the finance department for all of their hard work. Al Knuth stated that although the Board is paying large sums of money in marketing for the hotels, retail stores and office space in Oak Brook, they have still neglected to maintain someone who is in charge of retail development and retention. Mr. Knuth stated that retail taxes are what drives the Village and believes that although filling office space is important, he believes that the majority of the Village's attention should be paid to retail stores to ensure that the current stores do not leave, and that the Village is still able to recruit new ones. VILLAGE OF OAK BROOK MINUTES Page 1 of 8 REGULAR MEETING JANUARY 10, 2012 APPROVAL OF MINUTES A. Special Board of Trustees Meeting of November 21, 2011 Motion by Trustee Wolin, seconded by Trustee Manzo to approve the Minutes of the Special Board of Trustees Meeting of November 21, 2011. VOICE VOTE: Motion carried. B. Special Board of Trustees Meeting of November 22, 2011 Motion by Trustee Yusuf, seconded by Trustee Zannis to approve the Minutes of the Special Board of Trustees Meeting of November 22, 2011. VOICE VOTE: Motion carried. C. Special Meeting —Economic Development Summit —November 30, 2011 Motion by Trustee Zannis seconded by Trustee Wolin to approve the Minutes of the Special Meeting — Economic Development Summit of November 30, 2011. VOICE VOTE: Motion Carried. D. Regular Board of Trustees Meeting of December 13, 2011 Motion by Trustee Manzo, seconded by Trustee Yusuf to approve the Minutes of the Regular Board of Trustees Meeting of December 13, 2011. VOICE VOTE: Motion Carried. E. Special Board of Trustees Meeting of December 27, 2011 Motion by Trustee Wolin seconded by Trustee Moy to approve the Minutes of the Special Board of Trustees Meeting of December 27, 2011. 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: 1) For Period Ending December 29, 2011 - $647,865.18 2) For Period Ending January 6, 2012 - $1,218,020.20 Significant Items included in Above: 1) Ancel, Glink — Legal Services — Novembe, 2011 - $2,653.51 (FYI l — YTD - $2,653.51) 2) Rathje Woodward, LLC — Legal Services — November, 2011 - $3,333.33 (FYI I — YTD - $6,666.66) 3) Hervas, Condon & Bersani, P.C. — Legal Services — October & November, 2011 - $2,816.36 (FYI 1— YTD - $31,280.24) 4) DuPage Water Commission — November 30, 2011 - $157,871.23 5) James J. Benes & Associates — Payout — 2012 Water Main Replacement - $18,108.84 6) IRMA — Member's 2012 Annual Contribution - $703,933.00 VILLAGE OF OAK BROOK MINUTES Page 2 of 8 REGULAR MEETING JANUARY 10, 2012 B. Approval of Payroll 1) Pay Period Ending December 10, 2011 - $596,658.78 2) Pay Period Ending December 24, 2011 - $592,102.14 C. Community Development Referrals 1) Ziesemer — 94 Breckenridge Farm - Variation D. Authorization to Seek Bids or Proposals or Negotiate Contracts — 1) Investment Services 2) Golf Cart Commodities E. Award of Contracts 1) Library Books and Audio Visual Materials F. Budget Adjustments — NONE AT THIS TIME G. Ordinances & Resolutions 1) ORDINANCE 2012 - STRTSCP- CR -COM -G -960, An Ordinance Amending the Village Code Concerning the Village Streetscape Committee and the Village Commercial Revitalization Committee. H. Monthly Treasurer's Report —November 30, 2011 I. 2011 Fourth Quarter Hotel/Motel Tax Receipts J. Hiring of Patrol Officer Trustee Aktipis requested that Item J be removed from the Consent Agenda and Trustee Manzo requested Item A. 6 be removed from the Consent Agenda. Motion by Trustee Aktipis, seconded by Trustee Manzo 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. 7) ITEMS REMOVED FROM CONSENT AGENDA Trustee Manzo requested that in the future, he believes that there should be a competitive bidding process with a presentation for Item A. 6 which is the IRMA Member's Annual Contribution. Trustee Moy said that they did go through a bid process, but that they did not present their findings to the Board. VILLAGE OF OAK BROOK MINUTES Page 3 of 8 REGULAR MEETING JANUARY 10, 2012 Motion by Trustee Manzo, seconded by Trustee Wolin 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. Trustee Aktipis requested that Item J be removed from the Consent Agenda because he stated that the hiring of another police officer may be premature because the reason this position is vacant is because of the strain on the current budget. Trustee Zannis stated that she thought the Village was hiring a CSO, and this way the Village would not have to deal with the issue of benefits. Police Chief Jim Kruger explained that he had a concern with trying to replace full police officers who had sworn arrest powers with community service officers. Village Manager David Niemeyer stated that the needs that the Village currently has could not be fulfilled from hiring CSO officers. Trustee Zannis stated that she would like to see additional information on the subject and requested that the matter be tabled. Trustee Yusuf stated that he agreed with Chief Kruger that CSO's cannot fill all the roles of a normal police officer and if the current staffing situation is requiring more overtime for the officers, then Trustee Yusuf explained that he believed it would beneficial to hire a regular full time police officer. Trustee Wolin stated that he supports Chief Kruger and explained that he has talked to residents that have voiced concerned about the potential increase for crime in the Village due to the economic problems. Trustee Aktipis stated that he too supported the Police Department and Chief Kruger, but that he would like further discussion on the issue to go over all possible options. Trustee Manzo stated that he did not believe the Board should table the issue for two weeks, and they should decide tonight if they are going to honor the Chief s request to hire another police officer. Trustee Zannis stated that she believed the Board needed to go over all financial costs before they decide to hire another police officer. Trustee Yusuf stated that the Village needs to be careful with their hiring process since letting go of several staff members because of previous budget cuts. Trustee Wolin reminded the Trustees, that whoever has questions that they need to make sure and approach the Chief with their inquiries, so at the next meeting a vote can be made. Motion by Trustee Zannis, seconded by Trustee Aktipis to Table the Hiring of a Patrol Officer from the Consent Agenda. ROLL CALL VOTE: Ayes: 5- Trustees Aktipis, Moy, Wolin, Yusuf and Zannis Nays: 1 — Trustee Manzo Abstain: 0 —None VILLAGE OF OAK BROOK MINUTES Page 4 or 8 REGULAR MEETING JANUARY 10, 2012 Absent: 0— None Motion carried. 8) BOARD & COMMISSION RECOMMENDATIONS -NONE AT THIS TIME 9) UNFINISHED BUSINESS —NONE AT THIS TIME 10) ACTIVE BUSINESS A. Confirmation of Appointments — NONE AT THIS TIME B. Ordinances & Resolutions — NONE AT THIS TIME C. Award of Contracts — NONE AT THIS TIME D. Flood Plain Mapping Update Trustee Wolin explained that the Village has been waiting on Dupage County to provide a revised edition of the Flood Plain Map. Public Works Director Mike Hullihan stated that currently the Village is working on their own Flood Plain Map based on information taken after storms regarding elevation levels. Mike explained that the flood map is important to the Village because it will provide those residents who are eligible to receive flood insurance, and that when the department is done making the draft map they will be making contact with those Oak Brook residents that are affected. Trustee Aktipis asked Mike what the consequences were for those residents who were on the Flood Plain Map. Mike Hullihan responded that being on this map meant that if the house was destroyed, it could not be rebuilt, and the only opportunity for building on the land is if the person building were able to find equal land space elsewhere for storage. Trustee Zannis stated that she believed that this information needed to be more readily available to residents, so that they can determine if they are in fact on a flood plain. Trustee Wolin explained that DuPage County has an obligation to provide a draft map, and once they do this, he explained that then would be the time to alert residents that they are on this map and let the residents know what their options are. Tom Doyle asked Mr. Hullihan about the increases in the flood plain area on the draft maps and what exactly goes into defining whether or not a home is in that flood plain, if certain areas of the land are. Mr. Hullihan responded that if any part of the property is in a flood plain area, you will be required to get flood insurance, unless the homeowner can prove that the actual home itself is elevated above the flood plain area. Trustee Zannis asked Mike Hullihan to define the difference between a flood plain and a floodway. Mr. Hullihan responded that a flood plain is an area that will receive water during a flood, and a floodway is the active carrying channel. Trustee Zannis then asked if there's any recourse for homeowners who find out that their home is in a flood plain area and it loses its value. Mr. Hullihan responded that there is a federal buyout program, and that any residents who may have questions can call him. Trustee Aktipis asked if a house could be rebuilt in the flood plain area if it was built on stilts. Mr. Hullihan responded that because of the many restrictions currently on the area if VILLAGE OF OAK BROOK MINUTES Page 5 of 8 REGULAR MEETING JANUARY 10, 2012 any resident is considering this, then they need to contact him first to make sure they are within the restrictions. E. Fleet Management Program Trustee Wolin stated that the Fleet Management Program's objectives were to keep costs as low as possible, to make sure that the vehicles purchased did not harm the environment any more than necessary, that they were safe, and that things were done in the most efficient manner. Assistant Village Manager Blaine Wing stated that many different departments worked on this comprehensive policy. Trustee Manzo asked who was involved in putting this together and Mr. Wing responded that it was done internally by different members of the Village Staff. Trustee Yusuf asked that the Board be aware of all future changes made to the current policy. Motion by Trustee Wolin, seconded by Trustee Aktipis to approve the Fleet Management Program Policy. VOICE VOTE: Motion Carried. 12. INFORMATION & UPDATES A. VILLAGE MANAGER David Niemeyer stated that the first meeting of the Commercial Revitalization Committee is January 17`h at 3pm and the Streetscape Committee will be meeting on January 23`d at 3pm. B. VILLAGE CLERK Clerk Pruss stated that Fire Chief Tom McEllin got a letter of appreciation for the CPR classes that were held by Bob Robertson and reminded everyone that the next class was on January 291h at the Park District. Clerk Pruss also stated that the primary election is March 20`h and absentee ballots are available on the DuPage County website or at the Village Hall. She explained there is also a map of poll locations in Oak Brook available on the website. C. TRUSTEES Trustee Yusuf clarified that you do not have to be 18 to vote, that you can register to vote as long as you will be turning 18 by the next election. Trustee Zannis wished everyone a Happy New Year and stated that she was looking forward to the upcoming year. Trustee Moy stated that he was giving a lecture at the Oak Brook Library in March about CPR with the most current updates. Trustee Manzo asked Trustee Zannis to clarify a discussion from a previous meeting regarding her thoughts on an independent Chamber of Commerce for the Village of Oak Brook. Trustee Zannis stated that she did go back and listen to the audio from that meeting and the question that she had asked was regarding what the details were about the VILLAGE OF OAK BROOK MINUTES Page 6 of 8 REGULAR MEETING JANUARY 10, 2012 Village starting their own Chamber. Trustee Manzo stated that he would like to set the record straight and although he realizes it is out of the Board's jurisdiction to decide whether or not Oak Brook should have their own Chamber, his opinion is that he would like to see a Chamber working specifically for the Village to market to new businesses and to work towards maintaining the current businesses, but that this Chamber would not be funded by the Village. Trustee Zannis stated that she was unaware that the idea involving a separate Chamber for the Village would not involve the Village funds, and that she believes that if an interested party would like to get involved, then she would support that. Trustee Aktipis stated that he believed that the Board could not force the idea of having its own Chamber. He stated that municipalities could not control the retail market in their Village, and he believed that this job is best left up to the businesses themselves. Trustee Manzo stated that he believed the Village was giving considerable funds to the Chamber of Commerce to not be receiving their assistance in filling retail space. President Lalmalani stated that he understood both points of view, and that he understands the residents desire to have a Chamber that specifically just represents the Village of Oak Brook, and while he recognizes that the Chamber is doing an excellent job he stated that he believes the Village should also be doings something more. D. VILLAGE PRESIDENT President Lamalani gave this time over to the Department Heads to see if there is any new information that they would like to share. A. Police Chief Krueger explained that the Police Department was moving forward with its policy review and organizational plans. B. Library Director Sue Madorin thanked Trustee Moy for the talks he gave and will continue to give at the library. She then explained the upcoming events at happening at the library. C. Finance Director Sharon Dangles informed the public that they can now get their water bills emailed to them. D. Community Development Director Bob Kallien stated that Pin Stripes was having a Plan Development Meeting on January 260i at 7pm in the Board Room. 13. ADJOURN TO CLOSED SESSION For the purpose of discussing (1) litigation, (2) Collective Negotiating Matters, and (3) appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body pursuant to Section 2c(11), Section 2c(2) and Section 2c(1) of the Illinois Open Meetings Act, respectively. Motion by Trustee Aktipis, seconded by Trustee Manzo to adjourn to closed session to consider actual and probable or imminent litigation pursuant to section 2c11 of the open meetings act. ROLL CALL VOTE: Ayes: 6 — Trustees Aktipis, Manzo, Moy, Wolin, Yusuf and Zannis Nays: 0 — None Abstain: 0 — None Absent: 0 — None VILLAGE OF OAK BROOK MINUTES Page 7 of 8 REGULAR MEETING JANUARY 10, 2012 Motion carried. ADJOURNMENT Motion by Trustee Moy, seconded by Trustee Wolin to adjourn the Regular Meeting of the Board of Trustees at 9:36pm. VOICE VOTE: Motion carried. ATTEST: Charlotte K. Pruss /s/ Charlotte K. Pruss Village Clerk VILLAGE OF OAK BROOK MINUTES Page 8 of 8 REGULAR MEETING JANUARY 10, 2012