Minutes - 03/12/2013 - Board of TrusteesMINUTES OF THE MARCH 12, 2013 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
APRIL 23, 2013
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
7:14 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., Community Development Director;
Sharon Dangles, Finance Director; Tom McEllin, Fire Chief; Sue Madorin,
Library Director; James Kruger, Police Chief; Michael Hullihan, Public
Works Director; Trey VanDyke, Sports Core Director; and Peter Friedman,
Village Attorney.
3. PRESIDENT'S OPENING COMMENTS
President Lalmalani stated the Committee of the Whole meeting to discuss the upcoming
Village referendum related to the sale of Sports Core land was held last night. The
PowerPoint presentation can be found on the Village website. He also reminded everyone
to vote on April 9`h.
4. RESIDENTNISITOR COMMENT
Resident Joe Scroppo discussed the decline in housing values in Oak Brook, especially in
York Woods, and the reasons why for the decline, such as residents not updating or
maintaining their homes.
Resident Munesh Ahluwalia discussed the Committee of the Whole meeting. He stated
that there are no problems with the current school but welcomes improvement to
education.
Resident Bill Denton discussed real estate value in the general Chicago land area. He
cautioned residents to investigate the issues before they vote on April 9b .
5. APPROVAL OF MINUTES
A. REGULAR BOARD OF TRUSTEES MEETING OF FEBRUARY 26, 2013
VILLAGE OF OAK BROOK MINUTES Page I of 9 REGULAR MEETING OF MARCH 12, 2013
Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the
Regular Board of Trustees Meeting of February 26, 2013. 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 March 8, 2013 - $244,627.39
Significant Items included in Above:
1) Holland & Knight, LLP — Legal Services — January, 2013 - $9,805.88
(FY13 — YTD - $9,805.88)
2) Seyfarth, Shaw, LLP —Legal Services —January, 2013 - $1,365.80 (FYI 3 — YTD
- $1,365.80)
TOTAL LEGAL BILLS PAID FOR 2013- $16,927.63
B. Approval of Payroll for Pay Period Ending March 2, 2013 - $639,768.93
C. Community Development Referrals — NONE
D. Authorization to Seek Bids or Proposals or Negotiate Contracts —NONE
E. Budget Adjustments —NONE
F. Ordinances & Resolutions
1) ORDINANCE 2013- BU -EX -S -1364, An Ordinance Authorizing Transfers Among
Budget Line Items
2) ORDINANCE 2013- ZO- MA -EXI -S -1365, An Ordinance Rezoning and Granting
a Map Amendment on a Parcel of Approximately 28.64 Acres from a Parcel of
Approximately 57 Acres, Located at the Southeast Corner of Route 83 and 35`"
Street, in the Village of Oak Brook
3) RESOLUTION 2013- SR- FP -EX -R -1243, A Resolution Approving the Final Plat
for the Templeton Woods Subdivision in the Village of Oak Brook, Illinois 60523
4) RESOLUTION 2013 -SC- GOLF -EX -R -1244, A Resolution Authorizing the
Purchase of Golf Commodities for the Oak Brook Golf Course
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
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Nays: 0 — None
Abstain: 0 —None
Absent: 0 —None
Motion carried
ITEMS REMOVED FROM THE CONSENT AGENDA — NONE
8. BOARD & COMMISSION RECOMMENDATIONS — NONE
9. UNFINISHED BUSINESS —NONE
10. ACTIVE BUSINESS
A. Confirmation of Appointments
I) Electric Aggregation and Issues Committee
Motion by Trustee Aktipis, seconded by Trustee Wolin to approve the appointments of
Trustee Wolin, Chairman, Trustees Manzo and Yusuf, Village residents Thomas Cygan,
Toral Bhansali and Steve Young to the Oak Brook Electric Aggregation and Issues
Committee to serve a one -year term to expire in March 2014. VOICE VOTE: Motion
carried.
B. Ordinances & Resolutions — NONE
C. Award of Contracts — NONE
D. Ad -Hoc Residential Enhancement Committee Recommendations
Todd Rusteberg, co -chair of the Ad -Hoc Residential Enhancement Committee, and other
members of the committee, gave a PowerPoint presentation highlighting their
recommendations. Prior to the presentation, members of the committee introduced
themselves. The presentation included the following:
• Committee purpose
• Committee meeting dates
• Village census & real estate trends
• Committee approach — Strengths, weaknesses, opportunities, and threats (SWOT)
analysis
• Recommendation #1 — Engage a marketing firm to develop a comprehensive
approach, plan and strategy to market Oak Brook as a place to live, work, and
play
• Recommendation #2 — Target private schools and businesses for potential
residents and raise awareness through programs for these groups
• Recommendation #3 — Develop focused plans to address some of the reasons why
some families choose other villages over Oak Brook as a place to live
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• Oak Brook at a crossroads and must take proactive measures to address the
current trends in Oak Brook
Trustee Yusuf stated that the recommendations are very good and that some of the
recommendations can be implemented quickly while others will take some time. He
thanked the committee for their service.
A resident asked what can be done to beautify the homes that need attention. Todd
Rusteberg stated that the committee did discuss this issue and that it is one of the
committee's long term goals.
Trustee Zannis stated that the committee did an excellent job and suggested that the
committee be changed to a permanent committee as opposed to an ad -hoc committee.
She also stated that she would like to see a line item for marketing in next year's budget.
Trustee Wolin asked Community Development Director Kallien if the Village has the
right tools, in way of ordinances and staffing, to enforce the codes in regards to residents
maintaining their homes. Director Kallien stated yes and that the Village is working with
most of the homes in need of maintenance.
Trustee Aktipis asked Community Development Director Kallien if the Village can do
anything more in terms of ordinances or any other tool that can improve the problems as
perceived. Director Kallien stated that the Village has to allow due process and give
residents the benefit of the doubt to fix problems. He also stated that he will write a
report to the Board regarding the issue.
Resident John Barr, President of York Woods, stated that York Woods does not have
rules and regulations regarding home maintenance but that he and other members of the
Homeowners Association are currently working on such a document.
Trustee Manzo asked Manager Niemeyer if there is money budgeted for marketing
services. Manager Niemeyer stated that $70,000 is budgeted for the Chamber of
Commerce for hotel marketing and that another $20,000 has been budgeted this year for
village marketing.
Motion by Trustee Aktipis, seconded by Trustee Zannis to accept Short/Medium term
recommendations from the Ad -Hoc Residential Enhancement Committee, focusing on
hiring a marketing firm, and directing the committee to start working on data gathering to
get prepared for future steps.
ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Manzo, Moy, Wolin, Yusuf, and Zannis
Nays: 0 — None
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Abstain: 0 — None
Absent: 0 —None
Motion carried
Item 10. H was presented prior to the remaining agenda items.
E. Annexation Process
Trustee Aktipis discussed the proposed annexation policy. The three suggested steps are
as follows:
• All annexation requests should go to Planning/Zoning first where a public hearing
would be conducted. The request would then go to the Village Board for approval
or denial.
Annexation approval would take a supermajority vote by the Board. If the request
were approved there would be an annexation agreement between the two parties.
If the annexation request were denied, the petitioners could not submit a
substantially similar request for two years.
Attorney Friedman discussed the Illinois State Statute regarding annexations, the
Village's building and zoning codes, and the three suggested terms for an annexation
policy. He stated that the village has the authority to adopt a policy that states when they
receive an annexation request it would be referred to the Plan Commission or some other
advisory body. He also stated that the issue with an annexation agreement is whether the
current board can bind future boards.
Resident Jerry White stated that the Village code should not be set in stone and that the
Board should be making improvements to the code when possible.
Resident Jeri Sadegi discussed the Chateau Woods Subdivision and reminded everyone
that they are part of the Oak Brook community.
Resident Mort Westman touched on the essence of the proposed annexation process and
procedures and asked how we can achieve some the goals on a basis that would continue
from Board to Board. Attorney Friedman stated that there is nothing that is durable and
each Board has the right to amend the code and change policies.
Resident Nicholas Cuda discussed the annexation issue and the unincorporated
subdivision near Chateau Woods.
Discussion ensued regarding creating an annexation process, when an annexation policy
may be needed, and the state statute requirement of a super majority vote.
Trustees Aktipis, Wolin, Yusuf, and Zannis agree with creating an annexation policy,
agree that early notice of annexation requests should be given to residents, agree that
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annexation requests should be referred to the Plan Commission, and agree with not
allowing similar requests to be submitted within a two year period.
Trustees Moy and Manzo do not support changing the current rules on annexation, believe
that creating a policy will restrict the Board's authority, and agree with giving public
notice of annexation requests.
Resident Jerry White stated that the current rules on annexation do not allow resident
input.
Resident Harry Peters stated that all Homeowners Association President's agree with the
proposed annexation policy.
A resident stated that annexations should be based on the financial benefits they bring to a
community.
Motion by Trustee Aktipis, seconded by Trustee Wolin that, in case of any future
voluntary annexations, the annexation is referred to the Plan Commission by a process to
be determined before it is considered by the Board, once an annexation application has
been rejected, the petitioners cannot submit a substantially similar request for a period of
two years, and direct the Village Attorney to prepare an Ordinance to be presented at the
next Board meeting.
Ayes: 4 — Trustees Aktipis, Wolin, Yusuf, and Zannis
Nays: 2 — Trustees Manzo and May
Abstain: 0 — None
Absent: 0 —None
Motion carried
F. Emergency Generation Power Study — INFORMATIONAL ONLY
Ogni Group, the consultants who worked on the Emergency Generation Power Study,
presented a PowerPoint presentation that recommends making various electrical
improvements that will provide an estimated $1 to $1.5 million in savings over the next
20 years. Highlights of the presentation are as follows:
• Current challenges to the Village
• Potential solutions
• Energy cost savings potential
• Recommendation to convert electric heat to natural gas in the Butler Government
Center
• Brief description of proposed emergency power solutions for: Butler Government
Center, Public Works, Library, Golf Clubhouse, and Bath & Tennis
• Procurement options and general cost for recommended solutions
Assistant Village Manager Wing stated that $50,000 is set aside in this year's Emergency
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Management Fund and that the Village will save approximately another $50,000 with
doing the recommended mechanical changes. The initial cost of the project is
approximately $1.5 million. He also stated that staff is not ready to make a
recommendation regarding a funding source.
Manager Niemeyer stated that the next step will be staff making a recommendation on a
financial plan.
G. Authorization to Hire Replacement Firefighter /Paramedic
Chief McEllin stated that this recommendation is due to a retirement
Motion by Trustee Manzo, seconded by Trustee Aktipis to authorize the Board of Fire and
Police Commission to hire one replacement firefighter from the current eligibility list.
ROLL CALL VOTE:
Ayes:
6
— Trustees Aktipis, Manzo, Moy, Wolin, Yusuf, and Zannis
Nays:
0
— None
Abstain:
0
— None
Absent:
0
—None
Motion carried
H. Sports Core Survey — DISCUSSION ONLY
The University of Illinois conducted an attitude & interest community survey regarding
the Oak Brook Sports Core. The presentation highlighted the following:
• Purpose of the Sports Core
• Time table of the study
• Residential response to the survey
• Purpose of the study
• Major findings/highlights of the survey
• Recommendations
• Background information
• Referendums regarding open space that have passed in the Chicago land area
• Resident comments regarding open space and the school issue
Discussion ensued regarding the findings and recommendations of the study.
Resident Steve Young questioned the accuracy and relevance of the study.
Trustee Zannis stated that before any of the recommendations are acted upon, more data
collection is needed. She also stated that the Village has the ability to make some of the
recommended changes today, such as fixing the drainage problem at the Golf Course or
building a 3 hole practice range.
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Trustee Manzo questioned why a recommendation to not sell Sports Core land to the
School District was made in the report.
Dr. Alan Hanzlik stated that it is foolish to take 33 survey comments and draw a
conclusion to not go ahead with a major initiative. He also questioned the goal of the
survey and the objective of the Board.
Manager Niemeyer stated that the survey was step one of a master plan for the Sports
Core and will be used as a template to move forward.
Sports Core Director VanDyke stated that this is the first step to a long process that will
hopefully lead to the financial stability of the Sports Core. He also discussed the future
recreational facilities needs as indicated in the report.
President Lahnalani and Trustee Aktipis thanked the University of Illinois for the report
and on a job well done.
A resident questioned why the Village will not fix the drainage problem at the Golf
Course. Sports Core Director VanDyke stated that the Golf Course has a surplus flood
fund that will have enough money in 2014 to do the drainage project.
Manager Niemeyer stated that staff will research using the General Fund to fix problems
such as drainage at the Golf Course if that is the direction of the Board.
Discussion ensued regarding Village finances, money in the Reserve Fund, and drainage
problems at the Golf Course.
Trustee Wolin recommended that staff bring forth a recommendation for a solution to the
drainage problem at the Golf Course.
Trustee Zannis recommended that the Village use excess cash it currently has to fix the
drainage problem.
Resident Mr. Denton discussed the return on investments with fixing the drainage
problems at the Golf Course.
Resident Nicholas Cuda offered some revenue generating ideas at the Sports Core.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER
Manager Niemeyer clarified that Chateau Loire did not submit an application for
annexation and only approached him to discuss the possibility.
B. VILLAGE CLERK
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Clerk Pruss discussed the April 9" election. She stated that the Village can no longer
register voters, she has applications for absentee ballots, early voting starts March 25h,
and that all polling places remain the same. She also commended the Police Department
Annual Report and stated it is available on the Village website.
C. TRUSTEES
Trustee Manzo stated that his intention was not to offend anyone in the community.
Trustee Aktipis stated that Board members need to be careful on how they communicate
with residents.
Trustee Zannis expressed her frustration with Attorney Bill Seith regarding not receiving
requested transcripts.
Trustee Yusuf wished everyone a happy and safe St. Patrick's Day.
D. VILLAGE ATTORNEY - NONE
E. VILLAGE PRESIDENT
Chief James Kruger mentioned the Citizens Police Academy and the reception
scheduled for Officer Tim Walsh who is being deployed to Afghanistan.
Library Director Madorin stated that the Friends of the Library are seeking used books
for their Annual Used Book Sale scheduled April 18 — 20.
Finance Director Dangles stated this year's December sales tax collection is 2% higher
than last year.
13. ADJOURNMENT
Motion by Trustee Yusuf, seconded by Trustee Manzo, to adjourn the Regular Meeting of
the Board of Trustees at 10:35 pm. VOICE VOTE: Motion carried.
ATTEST:
/s /Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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