Minutes - 01/24/2012 - Board of TrusteesMINUTES OF THE JANUARY 24, 2012 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE
OF OAK BROOK APPROVED AS AMENDED ON FEBRUARY 14,
2012.
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
7:04 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 arrived at
7:10 pm, 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; Jim Kruger, Police Chief; Michael Hullihan, Public Works
Director; and Peter Friedman, Village Attorney.
3. PRESIDENT'S OPENING COMMENTS
President Lalmalani stated that he wanted to extend a warm welcome to Dale Hager and
Andrew Scott, the representatives from the HUB Group. He explained that the first
meetings of the Streetscape and Commercial Revitalization Committees took place last
week and he thanked all members of the committee and especially Jeff Kennedy for their
hard work.
President Lalmalani stated that the process for the Baldridge Award had begun and this
award promotes excellence in organizational performance. He then announced that the
Village will hold a Committee of the Whole Meeting on February 131h at 7pm to discuss
the status of the Sports Core and to offer up new ideas for events to be held at the Club
House. President Lalmalani then stated that he would like to give his best wishes for a
speedy recovery to Senator Mark Kirk who sustained a stroke over the weekend.
4. RESIDENTNISITOR COMMENT
Kathy Giangrasse stated that she is speaking on behalf of the Saddlebrook Board and that
she believes the Village needs to reevaluate the amount of police protection that they are
providing to their residents. She explained that she felt the commercial areas of Oak
Brook were getting much more police protection then the residential areas. She explained
that many subdivisions in Oak Brook are not gated, and these homes need to receive more
attention. She explained that she believed Oak Brook had eliminated four police officer
positions since 2008 and stated that this puts a large strain on the working officers to
handle the protection for the entire Village. She stated that she hopes the Board will vote
to hire two new police officers to provide protection.
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Marrisa Woehlert explained that she lost her purse in the parking lot between Gibsons and
McDonalds. She stated that she made a police report that the item was lost and received
no feedback from the Village. Ms. Woehlert stated that she would like to see more
cooperation between the businesses and the Village of Oak Brook and that she would like
to see camera footage from the surrounding businesses to see what happened to her purse.
Police Chief Jim Kruger stated that he would personally work with Ms. Woehlert and do
what he could to help her in getting her purse back.
5. APPROVAL OF MINUTES
A. Regular Board of Trustees Meeting of October 25, 2011
Motion by Trustee Manzo, seconded by Trustee Yusuf to approve the Minutes of the
Regular Board of Trustees Meeting of October 25, 2011. VOICE VOTE: Motion carried.
B. Regular Board of Trustees Meeting of January 10, 2012
Motion by Trustee Manzo, seconded by Trustee Wolin to approve the Minutes of the
Regular Board of Trustees Meeting of January 10, 2012. 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 January 20, 2012 - $1,283,261.76
Significant Items included in Above:
1) Seyfarth, Shaw — Legal Services — December, 2011 - $2,858.68 (FYII — YTD -
$43, 861.97
2) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C. — Legal Services —
December, 2011 - $2,959.96 (FYI l — YTD - $5,613.47)
3) Rathje & Woodward — Legal Services — December, 2011 - $3,333.33 (FYI l —
YTD - $9,999.99)
4) DuPage Water Commission — December 31, 2011 - $158,444.47
5) Pinner Electric Company — Payout #1— 2010 Wind Damaged Street Lighting Repair
- $61,867.07
6) James J. Benes & Associates — Payout #5 — 2012 Water Main Replacement -
$15,218.85
7) Christopher B. Burke — Payout #2 — 2012 Paving Project - $19,224.00
B. Approval of Payroll
1) Pay Period Ending January 7, 2012 - $639,329.53
C. Community Development Referrals
1) Referral — Hub Group, Inc. — 2000 Clearwater Drive — Map Amendment
2) Referral —Oak Brook Park District— 1300 -1500 Forest Gate Road —Special Use —
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To Amend Ordinance S -791 for Approval of Phase 1 of the Oak Brook Park
District's First Master Plan
D. Authorization to Seek Bids or Proposals or Negotiate Contracts —
1) 2012 Crack Sealing Project
2) 2012 Water Main Replacement Project
3) Public Works Building Roof Restoration
E. Budget Adjustments — NONE AT THIS TIME
F. Ordinances & Resolutions
1) ORDINANCE 2012- PD- FD -SDF -G -961, An Ordinance Amending the Oak Brook
Village Code to Set Special Detail Rates for Police and Fire Services
G. Sports Core Loan
H. Monthly Treasurer's Reports — December 31, 2011
Trustee Manzo requested that Item A.5. be removed from the Consent Agenda.
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.
7) ITEMS REMOVED FROM CONSENT AGENDA
Trustee Manzo asked for clarification on Item A.5. and Mike Hullihan explained that this
item was from the storm that took place in 2010 that took down a dozen streetlights. He
stated that this item was bid out in normal competitive procedures.
Motion by Trustee Manzo, seconded by Trustee Zannis 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.
8) BOARD & COMMISSION RECOMMENDATIONS -NONE AT THIS TIME
9) UNFINISHED BUSINESS
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A. Hiring of Patrol Officer
Trustee Yusuf stated that from the beginning of 2011 the Police Department has been short
two officers and this motion is to fill one of those positions.
Trustee Aktipis stated that he fully supports Chief Kruger in his decision to hire an
additional police officer. He explained that he still has concerns regarding the Village's
economic situation and, in the future would like to see more analysis done on the needs of
the Police Department so that the Board can have confidence in their decision in hiring
new members. He then asked if the Police Department had a need for a canine unit.
Trustee Wolin stated that he was fully supportive of the decision to hire a new Police
Officer and explained that the officers are often first on the scene for medical emergencies,
and can help to save lives. He then reiterated what Kathy Ginagrasse stated earlier, that
the more officers that are patrolling the neighborhoods, the quicker these officers can
respond to emergency calls.
Trustee Aktipis stated that he agrees with what Trustee Wolin said, but he believes that
decisions regarding staffing should be based on the hard evidence that the Board has
collected from the Police Department and Chief Kruger, and they should not be based on
the comments of a resident - advocate.
Trustee Wolin stated that the comment is not unique to just Kathy, and that many residents
have voiced their concerns over the amount of patrolling that the officers are doing in the
neighborhood.
Trustee Zannis thanked Chief Kruger for his time and stated that she supports his decision
to hire a new officer, but requested that in the future, the hiring of a new staff member not
be placed on the consent agenda, as she believes the Board needs more time to fully
discuss all of their options.
Trustee Yusuf asked Chief Kruger if the current Police Officer in charge of the canine unit
worked along with the other officers, and Chief Kruger stated that unless there was a
specific project, the officer made regular patrol rounds with the canine, with the exception
of monthly training exercises. He explained that with the large office buildings and forest
preserves in the area, that a canine was an invaluable asset to the police force.
Trustee Aktipis stated that the reason he raised the question earlier about the canine unit,
was because he wanted to know what the usage of the unit has been in the past and what is
the amount of resources that the Village is committing to, in having this unit. Trustee
Yusuf stated that he agreed that an analysis done on the canine unit would help the Board
to be better informed.
Trustee Manzo stated that when Cathy Giangrasse spoke earlier, she was speaking on
behalf of an entire subdivision and he felt Trustee Aktipis was being disrespectful when he
stated that we should disregard her comments.
Trustee Aktipis stated that he was in no way trying to be disrespectful, and explained that
he was simply trying to come up with a rational way to deal with making decisions about
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the Village's budget.
Motion by Trustee Yusuf, seconded by Trustee Manzo to approve the Hiring of a Police
Officer.
ROLL CALL VOTE:
Ayes: 6- Trustees Aktipis, Manzo, Moy, Wolin, Yusuf and Zannis
Nays: 0 — None
Abstain: 0 — None
Absent: 0— None
Motion carried.
10) ACTIVE BUSINESS
A. Confirmation of Appointments — NONE AT THIS TIME
B. Ordinances & Resolutions
1) RESOLUTION 2012- AG -EXI -R -1149, A Resolution Approving and
Authorizing the Execution of an Economic Incentive Agreement By and
Between the Village of Oak Brook and HUB Group, Inc.
Trustee Zannis explained that the HUB Group was here tonight to discuss constructing an
office building at 2000 Clearwater Drive. She stated that the company would demolish the
current building and construct a new building of 120,000 square feet.
Dave Yeager, the Chairman and CEO of HUB Group thanked members of the Village for
working with his company to make this a smooth transaction. He stated that the company
was expecting to close on the property on January 3151. Mr. Yeager explained that the
selection process was very long and they chose Oak Brook because of its great business
atmosphere.
Trustee Aktipis stated that the Village is proud of its ability to work together with
businesses in the area and explained that he was happy that the HUB Group was coming to
Oak Brook,
Trustee Wolin stated that the HUB Group is going to be a great addition to the community
and believes they chose an excellent location.
Trustee Zannis emphasized that the HUB Group moving to Oak Brook is not just a win for
the Village today, but that it is a long term strategic move that involves bringing in over
600 jobs to the Village in 3 years.
Mr. Yeager thanked everyone for their comments and explained that while he was not at
the Quick Response session, his colleagues were very impressed with the set up.
Trustee Manzo thanked Mr. Yeager for his kind words about the Village and asked him if
there were still plans to put in a restaurant at the office building. Mr. Yeager responded
that they are thinking about putting in a deli, but that he does not want to use up too much
office space.
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Trustee Yusuf welcomed Mr. Yeager to Oak Brook and urged him to give feedback as he
goes through this process with the Village.
Trustee Moy welcomed Mr. Yeager to the Village and stated that he was happy with the
company's decision to rebuild, and explained that hopefully this will springboard the
Village's other companies into creating new ecologically friendly office buildings.
Village Attorney Peter Friedman thanked the HUB Group for their cooperation in creating
the legal agreement between the Village and the business and stated that the document
does provide for HUB Group to reimburse the Village for any legal fees incurred.
President Lalmalani welcomed the HUB Group to Oak Brook and stated that the Village
was honored by their presence he also thanked Andrew Scott for all of the hard work that
he did in facilitating this process. Trustee Aktipis stated that the Rapid Response Team
has been very successful at every meeting and Mr. Yeager responded that the interaction
with the Rapid Response Team was a large reason why the comapny chose to reside in
Oak Brook.
Motion by Trustee Zannis, seconded by Trustee Wolin to approve the Economic Incentive
Agreement between the Village of Oak Brook and HUB Group, Inc.
ROLL CALL VOTE:
Ayes: 6- Trustees Aktipis, Manzo, Moy, Wolin, Yusuf and Zannis
Nays: 0 —None
Abstain: 0 —None
Absent: 0— None
Motion carried.
C. Award of Contracts — NONE AT THIS TIME
D. 2012 Goals
Village Manager David Niemeyer stated that he would highlight some of the 48 goals that
the Village has for the coming year. He explained that two of the goals involved hiring
two new part -time positions, a part time building inspector that was currently underway
and also a part-time development position which will need to be discussed further.
Mr. Niemeyer stated that another goal is the Baldridge Award, which forces an
organization to look at their process as a whole and decide on what its strengths and
weaknesses are and where they could improve. He stated that while this is a multi -year
program the first task would be to do an overall assessment of the Village.
Mr. Niemeyer stated that moving towards electronic board packets was another goal.
Assistant Village Manager Blaine Wing explained that Board will be utilizing electronic
board packets in late March and this will help cut down on the costs of printing, and also
save time for Village staff members.
Mr. Niemeyer explained that a few years ago the Village received a million dollar grant for
a distributor service that would allow buses to take passengers to businesses along Jorie
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Boulevard. He explained that several options of this were discussed and that recently Ace
Hardware has asked the Village to look into this service again to provide transportation to
Jorie Boulevard and Kensington. Mr. Niemeyer stated that a meeting will be happening
with these businesses in a few weeks to make a decision about whether or not there is
enough interest in making this happen.
Community Development Director Bob Kallien explained that the Plan Commission is
looking to update some of their regulations and ordinances. In particular he stated that
they need to update the signage ordinance and also the outdoor music ordinance. He stated
that the part time inspector position will focus mainly on code enforcement and also to
develop a residential rental ordinance which tacks rental properties along with keeping a
better inventory of vacant properties.
Trustee Manzo asked if one of the items was dealing with the regulation of cemeteries in
Oak Brook. Mr. Kallien answered that it was, and one of the early steps in the process is
to reach out to cemetery owners and to find out how they regulate their decisions
internally. Trustee Manzo stated that he was concerned with the regulation of cemeteries
and did not believe that the Village should be allowed to backdate any ordinances and
force a resident to move a headstone or mausoleum that is currently in place.
Village Manager David Niemeyer stated that another goal for 2012 is to do an Opportunity
Sites Analysis to hand to perspective buyers. He explained that this would be done
internally at an administrative level in order to save money and resources.
Finance Director Sharon Dangles explained that a goal for 2012 is to share more trend
information in the Budget going back through the years, and they'd also like to expand the
information presented on personnel.
Library Director Sue Madorin stated that the library intends to utilize the email notification
system this year and also would like to maintain a clear and concise website. She also
explained that the library would be getting another self check out machine.
Police Chief Kruger stated that one of the main goals is to have the Police Department
more visible to the Village, and explained that one of the ways he would do this is by
implementing the Homeowner's Association Liaison Officer Program. Chief Kruger
explained that he will continue to work on the organization of the Police Department to
identify the department's civilian staffing needs. He stated that another important goal is
access to training, and he hopes to make the Oak Brook Police Department a regional
training center for the area. He explained that he is also looking to bring accreditation to
the department, and is currently working along with IRMA to receive reimbursement for
this accreditation. Chief Kruger explained that the final goal was to implement a Citizen's
Police Academy which is an exciting opportunity for the Police Department to work
directly with the residents of Oak Brook.
Fire Chief Tom McEllin stated that one of the main goals for 2012 was a smooth transition
for the Communications Center to move to DuComm.
Trustee Manzo asked Chief Kruger about the item referring to bringing the Police
Department back into compliance. Chief Kruger responded that the previous
administration chose to move away from KALIA's accreditation, but that since he has
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been hired he has been working towards getting the department back on track in regards to
gaining this accreditation.
Public Works Director Mike Hullihan stated that, the wetlands in front of the Bath and
Tennis Club are not very productive wetlands, and the department is planning on bringing
more plants to that area to make it look like it originally should, instead of just draining
that area.
David Niemeyer stated that the Village would also like to start a long term effort in
speaking to businesses and residents in the Village about how to attract younger families
into Oak Brook.
Assistant Village Manager Blaine Wing explained that in order to provide better customer
service to the residents, the Village Hall has implemented a back up auto attendant for
busier times, and are responding to phone calls within 3 rings or less. He stated that in
2012 the Village is sending its front desk staff to training in the spring and they are also
going to implement a customer comment card and customer feedback electronically
through the website, along with an employee recognition program.
Mr. Niemeyer explained that a goal that was discussed for 2012 was implementing a main
user to be in charge of the Sports Core fields. He stated that this goal was looked upon
unfavorably through all the users of the fields who were fearful that they would not get the
same amount of use as years past. Mr. Niemeyer explained that he felt the Village should
not implement this goal. Trustee Zannis stated that she agreed with Mr. Niemeyer.
Mr. Niemeyer stated that the Village is going to work the Park District this year and
combine the Village's Autumn Fest with the Park District's Fall Festival.
Trustee Wolin questioned the Distributor Service and asked after the 3 year program, who
pays for the service.
Trustee Moy stated that that is the reason the Village is hesitant to go forward, because
after the 3 year grant period they are unsure of whether they would continue to pay for the
service. Village manager David Niemeyer stated that the hope is that if the businesses
benefit from the service, then they would contribute to it after the 3 year grant is up.
President Lalmalani stated that just because the grant is there, it does not mean the Village
has to accept it, and that they have to do what is best for the residents and businesses in the
Village. Trustee Zannis stated that another idea is looking into subsidizing vans from
Pace.
President Lalmalani asked what the current state of Polo is, and Trustee Zannis stated that
there is a committee meeting next Saturday, and after this meeting the Board can discuss
the updates.
E. Website Presentation
Assistant Village Manager Blaine Wing presented the Board with a screenshot of the
current website and explained that it is confusing and hard to navigate. The new website
will have an emergency alert sign up and is over all more streamlined. Mr. Wing
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explained that it will allow customers to pay bills online and to also sign up for various
meetings through the website. He stated that overall, it will make it easier for residents to
contact the different departments of the Village
12. INFORMATION & UPDATES
A. VILLAGE CLERK
Clerk Pruss stated that the Village Attorney has asked her to remind all elected officials of
Oak Brook that they must take the Open Meeting Act Training on the Attorney General's
website. She stated that Officer Ramirez recently received an IOTA Award that she would
like to recognize and also that Officer Erica Huff has received several letters of thanks
from residents for her talks on identity theft and crime prevention. She also reminded
everyone that the CPR Class at the Park District is coming in March.
B. TRUSTEES
Trustee Aktipis stated that staff and experts should make a proper analysis of a request that
comes from a resident. While visitor's comments are valued, an advocate cannot
objectively analyze the issue he /she advocates.
President Lalmalani apologized for any misunderstanding that occurred from Trustee
Aktipis's earlier comment and believed that it was a slip of the tongue and that no ill will
was meant.
Trustee Zannis stated that she was at a meeting earlier in the morning with elected officials
from other municipalities and that people are taking note of what a good job Oak Brook is
doing with the Electric Aggregation Program. She also stated that the Bath and Tennis
Club had a very good month in December.
Trustee Moy wished the Village of Oak Brook a Happy Chinese New Year
C. VILLAGE PRESIDENT
President Lamalani stated that the Homeowner's Association President's Meeting was this
Saturday, and explained that he truly values their input and applies their counsel on a day
to day basis.
A. Police Chief Krueger thanked the Board for their support this evening and
continued confidence.
B. Library Director Sue Madorin stated that Officer Huff will be at the library on
Saturday, February 41h to present a program about identity theft. She also
stated that Trustee Moy will give a presentation at the library on CPR in
March.
C. Community Development Director Bob Kallien stated that the Plan
Development Committee will be meeting on Thursday to discuss Pinstripes.
13. ADJOURN TO CLOSED SESSION For the purpose of discussing (1) litigation, and
(2) the purchase or lease of real property pursuant to section 2c(I1) and 2c(5) of the
Illinois opening meetings act, respectively.
Motion by Trustee Wolin, seconded by Trustee Zannis to adjourn to closed session to
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consider actual and probable or imminent litigation pursuant to section 2c 1 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
Motion carried.
This meeting was adjourned to Closed Meeting at 8:55 pm.
ADJOURNMENT
Motion by Trustee Zannis, seconded by Trustee Wolin to adjourn the Regular Meeting of
the Board of Trustees at 9:3Ipm. VOICE VOTE: Motion carried.
ATTEST:
Charlotte K. Pruss
Village Clerk
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