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Minutes - 01/25/2011 - Board of TrusteesMINUTES OF THE JANUARY 25, 2011 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS AMENDED ON FEBRUARY 22, 2011. 1. CALL TO ORDER The Regular Meeting of the Village Board of Trustees was called to order by President John W. Craig in the Samuel E. Dean Board Room of the Butler Government Center at 7:05 pm. The Pledge of Allegiance was. given. 2. ROLL CALL Village Clerk Charlotte Pruss called the roll with the following persons: PRESENT: President John W. Craig, Trustees James Carson, Stelios Aktipis, Mark Moy, Moin Saiyed, Gerald Wolin, and Elaine Zannis. ABSENT: Trustee James Carson (arrived at 7:51 pm). 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; Thomas Sheahan, Police Chief, Trey VanDyke, Sports Core Director; and Mark Sterk, Village Attorney. PRESIDENT'S OPENING COMMENTS President Craig addressed the article in the Chicago Sun -Times which stated that he accepted a large donation from a local business. He reiterated that he returned the donation in a timely fashion and that he discussed this issue at a previous Board meeting. President Craig directed Manager Niemeyer and Attorney Sterk to devise a system to scan and post all FOIA requests, responses and denials, contracts, any and all Village recordings and videotapes on the Village website. He also directed staff to post employee name, date of hire, department, position, salary, and overtime on the Village website. This employee run should be updated quarterly. He also requested that this be done immediately. He further stated that this will make the Village fully transparent. A. Elmhurst Hospital Presentation Trustee Aktipis stated that he and Trustees Zannis and Carson were guests at the new facility Elmhurst Hospital is building on the north side of Roosevelt Road. He stated that this new facility will contribute in a very important way in serving the surrounding communities. He further stated that during the visit, he and Trustees Zannis and Carson invited Mr. Daniels, President of Elmhurst Memorial Healthcare System, to give a presentation at a Village Board Meeting. Mr. Daniels gave a presentation on Elmhurst Hospital. He stated the hospital offers a full range of services, has over 3,000 employees, and over 800 volunteers. He also stated that Elmhurst Hospital has over 16,000 admissions a year, 44,000 emergency visits a year, and over 24,000 urgent care visits a year. He also stated that out - patient services have grown tremendously. He further stated that Elmhurst Hospital has over 400,000 out - patient VILLAGE OF OAK BROOK MINUTES Page 1 of 10 REGULAR MEETING OF FEBRUARY 22, 2011 procedures and testing services preformed a year. Mr. Daniels stated the new facility will open on June 25, 2011. He stated the new facility is 866,000 square feet and will have 259 private rooms. He also discussed the programs that will be offered. He also stated that it is called an integrated campus because it is more efficient for physicians and staff and more convenient for patients. He further stated that Elmhurst Hospital has broken ground on the west medical building and will start building the east medical building soon and that both buildings will be connected to hospital. He also discussed the design of the new hospital and the healing environment it promotes. Trustee Moy stated that he is impressed with the design of the emergency room in the new hospital, particularly with the private washroom in each room. Trustee Zannis thanked Mr. Daniels for the presentation and stated that the Village will be inviting Elmhurst Hospital to events throughout the year. Trustee Wolin stated that the new hospital is a wonderful addition to the community. Trustee Aktipis thanked Mr. Daniels for the presentation. 4. RESIDENTNISITOR COMMENT Resident Asif Yusif stated his concern about how Bill Lindeman was treated in a very unprofessional manner at the last Board meeting. He stated that residents have the right to speak freely at a public forum without being interrupted by the Board members. Resident Gopal Lalmalani stated that he wanted to clear the record regarding the Chicago Sun -Times article which quotes President Craig as saying he and Officer George Peterson are very close friends and that Officer Peterson just wanted to make President Craig look bad. He stated that this is a lie and that he never met, talked to, or seen Officer Peterson. He stated that this is bad publicity for the Village and that the Village has become a statewide embarrassment. He further stated that it is time for new leadership at the Village. 5. APPROVAL OF MINUTES A. SPECIAL BOARD OF TRUSTEES BUDGET MEETING OF DECEMBER 14, 2010 Motion by Trustee Wolin, seconded by Trustee Zannis to approve the Special Board of Trustees Meeting of December 14, 2010. VOICE VOTE: Motion carried. B. SPECIAL BOARD OF TRUSTEES SSA MEETING OF DECEMBER 14, 2010 Motion by Trustee Wolin, seconded by Trustee Zannis to approve the Special Board of Trustees SSA Meeting of December 14, 2010. VOICE VOTE: Motion carried. C. REGULAR BOARD OF TRUSTEES MEETING OF DECEMBER 14, 2010 Motion by Trustee Aktipis, seconded by Trustee Wolin to approve the Regular Board of Trustees Meeting of December 4, 2010. VILLAGE OF OAK BROOK MINUTES Page 2 of 10 REGULAR MEETING OF FEBRUARY 22, 2011 D. REGULAR BOARD OF TRUSTEES MEETING OF JANUARY 11, 2011 Motion by Trustee Wolin, seconded by Trustee Aktipis to approve the Regular Board of Trustees Meeting of January 11, 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 FOR PAY PERIOD ENDING JANUARY 21,2011 — $833,855.23 Significant Items included in Above: 1) DuPage Water Commission — December 31, 2010 - $154,757.39 B. APROVAL OF PAYROLL FOR PAY PERIOD ENDING JANUARY 8, 2011 - $642,401.40 C. COMMUNITY DEVELOPMENT REFERRALS 1) Pridmore - 15 Glenoble Court - Variation - Fence Height D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE CONTRACTS 1) 2011 Watermain Replacement Project 2) 2011 ERP Paving Project E. AWARD OF CONTRACTS 1) Police Department Uniforms and Equipment 2) Cross - Connection Control Program F. BUDGET ADJUSTMENTS G. ORDINANCES & RESOLUTIONS H. MONTHLY TREASURER'S REPORT —DECEMBER 31, 2010 I. OAK BROOK HALF MARATHON Motion by Trustee Saiyed, seconded by Trustee Moy to approve the Consent Agenda and authorize expenditures as presented or amended. ROLL CALL VOTE: Ayes: 5 — Trustees Aktipis, Moy, Saiyed, Wolin, and Zannis Nays: 0 —None VILLAGE OF OAK BROOK MINUTES Page 3 of 10 REGULAR MEETING OF FEBRUARY 22, 2011 7. 8. 9. 10. Abstain: 0 — None Absent: 1 — Trustee Carson Motion carried. ITEMS REMOVED FROM CONSENT AGENDA — None BOARD & COMMISSION RECOMMENDATIONS — None UNFINISHED BUSINESS — None ACTIVE BUSINESS A. CONFIRMATION OF APPOINTMENTS — None B. ORDINANCES & RESOLUTIONS — None C. AWARD OF CONTRACTS — None D. 2010 -11 GOALS — DISCUSSION ONLY Presented by Manager Niemeyer. Manager Niemeyer highlighted major 2010 goals accomplished and 2011 goals. He stated that he would like feedback from the Board members on items that staff should be considering and items that are not appropriate for 2011. He stated the major goals of 2010 were discussed over an extended period of time and the focus was to save money and generate additional revenues. Goals discussed for 2010 include: • The Village saved $120,000 on the 2010 -2011 Health Insurance Plan • Completion of the Capital Improvement Plan and Rate Study • IDOT Widening of 22 "d Street and partnership with Oakbrook Terrace Installation of the Costco traffic signal • $275,000 in savings due to risk management changes • $7.5 million in capital projects in 2010 • Partnership with the Chamber of Commerce • Irgens Development building a 74,000 square foot office building • Tollway Agreement • Cell Tower Agreement generated $33,000 in new revenues • Wireless Alarm Radio System generated $60,000 in new revenues • Renegotiated Telephone Service contracts for savings of $8,500 • Revised the Village's Purchasing Policy • Hired a new auditing firm • Chicago Red Stars agreement generated $21,000 in revenues • Applied for and received a $568,000 transportation enhancement grant for beautification on 22nd Street Manager Niemeyer stated that goals for 2011 will be listed on the Village website and included in the newsletter. Goals discussed for 2011 include: VILLAGE OF OAK BROOK MINUTES Page 4 of 10 REGULAR MEETING OF FEBRUARY 22, 2011 • $9.5 million in capital projects in 2011 • Update the Village's Fleet Policy • Update the Village's Emergency Operations Manual/Procedure • Undertake Strategic Planning Process with the new Board • Review whether the Board wants to approve an ordinance creating a business registration program • Make recommendations to the Board on the Chambord Annexation request • Develop a plan to eliminate redundancies and redefine responsibilities of the Plan Commission and the Zoning Board • Begin meeting with Pay Plan Committee and consultant and bring to Board recommendations and implement recommendation • Develop Newsletter Advertising Program • Expand credit card use for Village services • Review recommendations from UIC to determine if GFOA award should be applied for • Evaluate and make recommendation on adding cafd to the Library • Send out Request for Proposal for Police Staffing Study and award a contract • Hire new Engineer for road projects • Review proposed floodplain map changes • Develop and send out a citizens survey • Implement a core set of customer service standards • Ask Board whether to do Polo Exhibition season E. UPDATE ON COMMERCIAL REVITALIZATION PLAN — UPDATE ONLY Presented by Trustee Aktipis. Trustee Aktipis stated that the Commercial Revitalization (CR) is a segment of our future goals and will provide a template in which the development of 22nd Street, Butterfield Road, Commercial Corridor will be in the next 10 to 20 years. He also stated that three short term goals attracted his interest: • Continue to work with Oakbrook Center to enhance the mall and to bring in more business • Develop other areas for retail business • Office vacancies He further stated some long term goals are very important to plan for in the future. These goals are: • Create new ramps off of I -294 and I -88 • Beautification Projects along 22 "d Street and Route 83 • York Road Study • How to deal with traffic issues at the intersection of 22 "d Street and Route 83 Community Development Director, Robert Kallien gave a presentation of the Commercial Revitalization Implementation Plan. He stated the Commercial Revitalization Plan was adopted in 2008 and a lot has been accomplished since then. He also stated that the Commercial Revitalization Plan objectives can be categorized in the following four broad categories: VILLAGE OF OAK BROOK MINUTES Page 5 of 10 REGULAR MEETING OF FEBRUARY 22, 2011 • Transportation and Access Improvements • Update Development Ordinances • Develop Review Improvements • Economic Development and Marketing Accomplishments to date include: • 22nd Street Widening Project • 22 "d Street Bridge Project under I -88 • Costco Traffic Signal • $1 million CMAQ Grant • $500,000 Beautification Grant • Accomplish cross - access between the Chase Bank and McDonald's • Updated Sign Code • Planned Development Regulations • Updated Building Codes • Created a Planned Development Commission • Combined Fire Inspections with Community Development • Use of the Village's GIS Technology • Village working more closely with the Chamber of Commerce Rapid Response Team and building a database of existing businesses in Oak Brook • New Business start-ups including Gibson's, Microsoft, Barnes and Noble, Irgens, LA Fitness and Jason's Deli • Identifying opportunity sites for new development Manager Niemeyer stated the Commercial Revitalization Plan is on the Village website under the Community Development page. He also presented the Village's future short- term and long -term goals. Short-Term Goals include: • Redevelopment of the Drake Hotel • Oakbrook Center Improvements • Vacancies at Promenade and Clearwater • Opportunity Sites • Filling Office Vacancies • Installing directory signage in key business corridors • Eliminate redundancies between the Plan Commission and ZBA • Develop Village informational brochure • River walk development along Salt Creek • Incentive Matrix for future developers Long -Term Goals include: • Explore opportunities for tollway ramps • Beautification improvements • Implement York Road Study • Potential grade separation of 22 "d Street and Route 83 VILLAGE OF OAK BROOK MINUTES Page 6 of 10 REGULAR MEETING OF FEBRUARY 22, 2011 Trustee Aktipis stated that the grade separation of 22 "d Street and Route 83 is a project the Village should aggressively pursue. Trustee Zannis asked if the new businesses accommodations equal 200,000 square feet. Community Development Director Kallien stated yes and probably even more. Trustee Saiyed stated that he would like to see new businesses that will generate revenue for the Village. Community Development Director Kallien stated that staff has met with businesses that can generate revenue but unfortunately some of these businesses have specific location requirements. Trustee Zannis stated that one problem encountered by the Village is to find a developer to purchase an existing building, demolish it, build a new building, and then find a business to occupy it. Community Development Director Kallien stated that the current financing situation also makes it hard for the developers since it is not guaranteed that the bank with finance new development without tenant space pre - leased. Trustee Wolin stated that there are businesses other than retail that generate sales tax revenue. An example he used is IBM who used to generate $1 million in sales tax revenue for Oak Brook before they relocated to Oak Brook Terrace. He also stated that the Village should work with real estate companies currently in Oak Brook at creating a list of companies that generate sales tax revenue and then figure out what incentives they would need to try to attract these companies. President Craig stated that sales tax revenues have been 10% higher in the past nine months as in the same time period one year ago. F. LEGAL BILLS — DISCUSSION ONLY Presented by Manager Niemeyer. have dropped by over $200,000 amounts in legal fees: $634,336.10 in 2008 $593,435.53 in 2009 $427,636.22 in 2010 Manager, Niemeyer stated that the Village's legal bills as compared to 2008. The Village spent the following Manager Niemeyer stated that a breakdown of the costs by vendor is included in the board packet. He also stated that attorneys, like consultants, do not create their own work and that the work is due to Village requests. He noted that the Village asked Attorney Sterk to take on the legal aspect of labor negotiations. Manager Niemeyer explained the breakdown of legal costs to the Village over the last several years by category from 2007 — 2010. The categories are: VILLAGE OF OAK BROOK MINUTES Page 7 of 10 REGULAR MEETING OF FEBRUARY 22, 201 I • Outside Legal Services — Litigation, Discipline, HR • Prosecutions — Ordinance & DUI • Adjudication • BFPC handled by Village Attorney • Labor handled by outside Counsel — includes Contract Negotiations • Litigation handled by Village Attorney • General • FOIA • PEDA, PSEBA, Disability, Workers Compensation — handled by Village Attorney and Outside Counsel Trustee Zannis asked for a breakdown of legal costs by category for legal expenditures from 2007 — 2010 in terms of absolute numbers to better understand what the savings are. Manager Niemeyer further discussed the categories that have seen significant increases over the last several years. Trustee Moy stated that legal fees represent 1% of the total Village budget and is not exurbanite. He also stated that legal services are necessary in the current climate and society. Attorney Sterk stated that his bills have been going down over the last few years while taking on more work requested from the Village Trustee Saiyed asked for a further breakdown of attorney's fees by category. Trustee Wolin stated that FOIA's are very important and asked if FOIA requests are free. Assistant Village Manager, Blaine Wing explained the FOIA law that went into effect on January 1, 2010 and Village procedures for FOIA requests. Trustee Wolin requested a list of five FOIA requests and an explanation of time and cost involved. He also stated that if the Village is spending a lot of money on FOIA requests, the Village should let the individual requesting the FOIA know what it is costing the Village. Attorney Mark Sterk stated that the cost for FOIA requests is mandated by law, cannot be recaptured, and that the Village has to abide by the law. 11. INFORMATION & UPDATES A. VILLAGE MANAGER —None B. VILLAGE CLERK Clerk Pruss reminded everyone that the Village registers people to vote and early voting sites will be posted sometime in February. C. TRUSTEES —None VILLAGE OF OAK BROOK MINUTES Page 8 of 10 REGULAR MEETING OF FEBRUARY 22, 2011 D. VILLAGE PRESIDENT President Craig stated that he agrees with Dr. Gopal Lalmalani and that there was a lot of misinformation given by the article is the Chicago Sun- Times. He also stated that the article was not fair to anyone involved. He also stated that he took a polygraph test and passed and has yet to hear from the police officers involved to do the same. He further stated that he directed Police Chief Sheahan to turn the investigation over to the State District Attorney's Office. 12. ADJOURN TO CLOSED MEETING to consider litigation, when an action against, affecting or on behalf of the Village has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent (2c11), to discuss minutes of meetings lawfully closed under the Open Meetings Act, whether for the purpose of approval by the body of the minutes, or for semi - annual review of the minutes as required by the Open Meetings Act (2c21) and To consider the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity (2c1) Motion by Trustee Wolin, seconded by Trustee Aktipis to consider litigation, when an action against, affecting or on behalf of the Village has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent (2c11), to discuss minutes of meetings lawfully closed under the Open Meetings Act, whether for the purpose of approval by the body of the minutes, or for semi - annual review of the minutes as required by the Open Meetings Act (2c21) and To consider the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on.a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity (2c1). ROLL CALL VOTE: Ayes: 6 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin, and Zannis Nays: 0 —None Abstain: 0 —None Absent: 0 —None Motion carried. This meeting was adjourned to Closed Meeting at 9:05 pm. 13. ADJOURNMENT Motion by Trustee Saiyed seconded by Trustee Wolin to adjourn the Regular Meeting of the Board of Trustees at 9:56 pm. VOICE VOTE: Motion carried. ATTEST: VILLAGE OF OAK BROOK MINUTES Page 9 of 10 REGULAR MEETING OF FEBRUARY 22, 2011 /s /Charlotte K. Pruss Charlotte K. Pruss Village Clerk VILLAGE OF OAK BROOK MINUTES Page 10 of 10 REGULAR MEETING OF FEBRUARY 22, 2011