Minutes - 04/28/2009 - Board of Trustees (2)MINUTES OF THE APRIL 28, 2009 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN OR AS
AMENDED ON MAY 12, 2009.
1. CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by President
Craig in the Samuel E. Dean Board Room of the Butler Government Center at 7:31 p.m.
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 Jeffrey J. Kennedy, Kathryn F. Manofsky,
Moin Saiyed, Robert G. Sanford and Gerald Wolin.
ABSENT: Trustee James Carson.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Mark Sterk, Village Attorney; Dale L. Durfey, Jr., Village
Engineer; Sharon Dangles, Acting Finance Director;" Thomas McEllin,
Fire Chief; Margaret Klinkow Hartmann, Library Director; Michael
Hullihan, Public Works Director; Thomas Sheahan, Chief of Police; Trey
VanDyke, Sports Core Director and James Fox, Information Technology
Manager.
3. PRESIDENT'S OPENING COMMENTS
President Craig encouraged residents to apply for Board and Committee positions
A. RESOLUTION OF APPRECIATION — ROBERT SANFORD
Motion For Passage of Resolution R- 1040, A Resolution of Appreciation. VOICE
VOTE: Motion carried.
B. RESOLUTION OF APPRECIATION — JEFFREY KENNEDY
Motion For Passage of Resolution R -1041, A Resolution of Appreciation. VOICE
VOTE: Motion carried
C. RESOLUTION OF APPRECIATION — KATHRYN MANOFSKY
Motion For Passage of Resolution R -1042, A Resolution of Appreciation. VOICE
VOTE: Motion carried
VILLAGE OF OAK BROOK Minutes Page 1 of 14 REGULAR MEETING OF
APRIL 28, 2009
4. RESIDENTNISITOR COMMENT
Resident Cathy Giangrasse congratulated the Board and staff for their actions addressing
the current economy and how it affected the Village budget, their foresight in dealing with
tree pests and their labors in bringing new businesses into the Village. She also
admonished candidates who sent misinformation to the residents regarding these issues.
Resident Asif Yusuf also thanked the trustees leaving the Board for their hard work and
encouraged the new board to continue the good works begun.
5. APPROVAL OF MINUTES
A. RESCHEDULED REGULAR BOARD OF TRUSTEES MEETING OF JANUARY
13, 2009
B. REGULAR BOARD OF TRUSTEES MEETING OF JANUARY 27, 2009
C. RESCHEDULED REGULAR BOARD OF TRUSTEES MEETING OF FEBRUARY
10, 2009
D. REGULAR BOARD OF TRUSTEES MEETING OF FEBRUARY 24, 2009
E. REGULAR BOARD OF TRUSTEES MEETING OF MARCH 10, 2009
F. SPECIAL BOARD OF TRUSTEES MEETING OF MARCH 17, 2009
G. COMMITTEE OF THE WHOLE MEETING OF MARCH 23, 2009
H. REGULAR BOARD OF TRUSTEES MEETING OF MARCH 24, 2009
I. REGULAR BOARD OF TRUSTEES MEETING OF APRIL 14, 2009
Motion by Trustee Kennedy, seconded by Trustee Wolin, for approval of minutes of the
Rescheduled Regular Board of Trustees Meeting of January 13, 2009; Regular Board of
Trustees Meeting of January 27, 2009; Rescheduled Regular Board of Trustees Meeting of
February 10, 2009; Regular Board of Trustees Meeting of February 24, 2009; Regular
Board of Trustees Meeting of March 10, 2009; Special Board of Trustees Meeting of
March 17, 2009; Committee of the Whole Meeting of March 23, 2009; Regular Board of
Trustees Meeting of March 24, 2009 and the Regular Board of Trustees Meeting of April
14, 2009. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 2 of 14 REGULAR MEETING OF
APRIL 28, 2009
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 APRIL 24, 2009 - $6195735.47
SIGNIFICANT ITEMS INCLUDED IN ABOVE:
1) Legal Bills
a) Odelson Sterk, For Services In January And March, 2009, Regarding Mucha
Civil Rights Case (Irma), In The Amount Of $1,200.86
b) Odelson Sterk, For Services In March, 2009 In The Amount Of $19,662.42
c) Seyfarth, Shaw, For Services In March, 2009 In The Amount Of $15,515.33
2) DuPage Water Commission - $112,334.28
3) James J. Benes & Associates - Payout #2 — 35th Street Water Main Replacement
Design - $12,426.84
4) Oak Brook Area Chamber Of Commerce — Overnight Stays Project - $20,000
B APPROVAL OF PAYROLL FOR PAY PERIOD ENDING APRIL 18, 2009 -
$678,198.90
C. COMMUNITY DEVELOPMENT REFERRALS — None presented.
D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS — None presented.
E. BUDGET ADJUSTMENTS — None presented.
F. TREASURER'S REPORT — MARCH, 2009
G. RESOLUTION R -1044, A RESOLUTION FOR THE APPROVAL AND RELEASE
OF CLOSED MEETING MINUTES
The Open Meetings Act requires that all public bodies shall keep written minutes of
all their meetings, whether open or closed. The public body shall periodically, but no
less than semi - annually, meet to review minutes of all closed sessions that had not
been released to the public. At this time, it is necessary for the Board of Trustees to
review minutes so that they may be released to the public by Resolution.
The minutes have been redacted regarding the necessary sections of the meetings
from June. 2008 through December, 2008 for those items that are still pending and
require continued confidentiality. The recommendation was to approve Resolution
R -1044 which approves and releases minutes from June through December of 2008.
VILLAGE OF OAK BROOK Minutes Page 3 of 14 REGULAR MEETING OF
APRIL 28, 2009
6. G. The requested action was for passage of Resolution R -1044, A Resolution for the
Approval and Release of Closed Meeting Minutes
H. APPROVAL OF DECLARATION OF STORMWATER FACILITIES
EASEMENTS, COVENANTS, CONDITIONS AND RESTRICTIONS —
MCDONALD'S RE- DEVELOPMENT — 2111 MIDWEST ROAD
McDonald's applied to the Village to re- construct the existing restaurant at 2111
Midwest Road. That application included a stormwater permit to bring the entire site
up to current code requirements, which included the construction of a detention basin.
This Declaration places the responsibility of the maintenance and functionality of the
stormwater facilities on the owners of the property.
The requested action was that the Village Board approve the Declaration of
Stormwater Facilities Easements, Covenants, Conditions and Restrictions for 2111
Midwest Road.
I. RELEASE OF 2009 FIRST QUARTER HOTEL /MOTEL TAX RECEIPTS
The Oak Brook Hotel, Convention and Visitors Committee, by a poll vote of the
Committee members on April 22, 2009, recommended that $14,443.35 be released to
the DuPage Convention & Visitors Bureau. This amount represents 20% of 1% of
the 2009 first quarter hotel tax receipts.
The requested action was that the Village Board authorize the release of 20% of 1%
of the 2009 first quarter hotel tax receipts to the DuPage Convention & Visitors
Bureau in the amount of $14,443.35, as recommended by the Oak Brook Hotel,
Convention and Visitors Committee.
J. RESOLUTION R - 1045, A RESOLUTION APPROVING THE FINAL PLAT FOR
THE MCDONALD'S SPRING ROAD RESUBDIVISION NO. 3 AND A
VARIATION FROM SECTION 14 -6 -3 OF THE VILLAGE CODE OF THE
VILLAGE OF OAK BROOK — 1120 22" STREET AND 2105 SPRING ROAD
At the April 14, 2009 meeting, the Village Attorney was directed to prepare a
resolution granting approval of the Final Plat for the McDonald's Spring Road
Resubdivision No. 3 including a variation to the Subdivision Regulations for the
property located at 1120 22 "d Street and 2105 Spring Road.
The requested action was for passage of Resolution R -1045, which approves the Final
Plat including a variation to the Subdivision Regulations for the McDonald's Spring
Road Resubdivision No. 3 for the property located 1120 22"d Street and 2105 Spring
Road.
VILLAGE OF OAK BROOK Minutes Page 4 of 14 REGULAR MEETING OF
APRIL 28, 2009
6. K. ORDINANCE S -1262, AN ORDINANCE AUTHORIZING THE SALE THROUGH
ELECTRONIC AUCTION OR BROKER, DONATION OR DISPOSAL OF
CERTAIN ITEMS OF PERSONAL PROPERTY OWNED BY THE VILLAGE OF
OAK BROOK
The ordinance requests the authorization to sell surplus items through an online
auctioneer run by the State of Illinois, known as iBid. They are as follows:
SURPLUS ITEMS FOR SALE
20 CPU P4 -1.8 GHZ (ITS Department)
23 LCD'S 15" (ITS Department)
2 Genicom Printers (Finance Department)
2 Computer Server Racks (ITS Department)
2 Parabody Serious Steel Pulldown Exercise Machines (Fire Department)
Various Weight plates (51b - 25 lbs) (Fire Department)
1 2001 Crown Victoria (Police Department)
1 1998 Chevy Malibu (Public Works Department)
1 1994 Jeep Cherokee (Public Works Department)
These items have reached the end of their useful life and have been replaced by either
newer models or models reallocated from other departments within the Village.
The Village will first register these items with iBid. The Village has used iBid in the
past and the experience was favorable. If no bids or inadequate bids are received
through the online auction, staff will advertise for bids. If no bids are received the
items will be disposed of
The ordinance also requests the authorization to donate surplus items that have no
value. They are as follows:
SURPLUS ITEMS FOR DONATIONS
83 CPU P3 -800 or less (ITS Department)
4 CPU Portable P4 -1.6 GHZ or less (ITS Department)
10 Servers (ITS Department)
1 WYSE Terminal (ITS Department)
2 CD Towers (ITS Department)
50 Monitors 15 ", 17" & 19" (ITS Department)
6 LCD'S 15" & 17" (ITS Department)
8 Point of Sale Cash Drawers (Golf )
1 Optical Storage Library (Library)
5 Point of Sale Keyboards (Golf)
14 Deskjet, Laser, Dotmatrix Printers (ITS Department)
9 Point of Sale Receipt Printers (Golf)
' 4 Scanners (ITS Department)
VILLAGE OF OAK BROOK Minutes Page 5 of 14 REGULAR MEETING OF
APRIL 28, 2009
6.
K. These items have reached the end of their useful life and have been replaced by
newer models. They will be donated to PCRR (Home of Computers for Schools) in
Chicago, Illinois. PCPP will send a truck to pickup the items at no cost to the Village
and will recycle any equipment that cannot be used. Hard drives and operating
systems on CPU units, laptops and servers that the Village will either sell or donate
will be removed and disposed of separately.
The requested action was for passage of Ordinance 5 -1262, An Ordinance
Authorizing the Sale Through Electronic Auction or Broker, Donation or Disposal Of
Certain Items of Personal Property Owned By the Village of Oak Brook
L. RESOLUTION, A RESOLUTION IN SUPPORT OF LEGISLATION RELATIVE
TO A COMPREHENSIVE CAPITAL INFRASTRUCTURE PROGRAM
The Comprehensive Capital Infrastructure Program legislation, pending in the Illinois
General Assembly, is long overdue and will include the remaining funds needed for
the widening of West 22nd Street from Illinois Route 83 to Illinois Route 56.
The requested action was for passage of Resolution -1043, A Resolution in Support of
Legislation Relative to a Comprehensive Capital Infrastructure Program.
M. AGREEMENT FOR HOTEL COMMITTEE'S WEBSITE DEVELOPMENT AND
MAINTENANCE
Over the past few years the Oak Brook Hotels Committee has been slowly shifting
from print media to the Internet with the assistance of Point b, the Committee's
marketing consultant. During the Committee's 2009 budget process the Marketing
Sub - committee reviewed and recommended that the group's website be updated and
that an alternative consultant to Point b be considered.
Earlier this year the Hotel Committee concluded that by using another service
provider they would be able to save significant dollars, while providing the
Committee with additional data. It is the Hotel Committee's desire that these
savings, estimated to be around $20,000, not be re- allocated to other marketing areas,
but be returned to the depleting reserve fund. This will bring the Committee's recent
approved request from $250,000 down to $230,000 or less.
An Oak Brook business, BridgePoint Technology, was then identified as a preferred
vendor that is used by the Greater Oak Brook Chamber of Commerce, interviewed
and selected. As described in the Statement of Work from BridgePoint Technologies,
they will provide development assistance to the Village of Oak Brook on our
professional website for the Oak Brook Hotels. Specifically, BridgePoint will re-
design the existing site, host the site, train our staff on how to update the site, as well
as provide search gngine optimization (SEO), search engine marketing (SEM), Pay -
Per -Click (PPC) and Search Engine Results Page (SERP).
VILLAGE OF OAK BROOK Minutes Page 6 of 14 REGULAR MEETING OF
APRIL 28, 2009
6. M. Staff concurs with the Oak Brook Hotel Committee's recommendation to have an
alternative consultant (BridgePoint Technologies) provide professional assistance at a
greatly reduced cost.
Website Terms and Definitions
Search Engine Optimization or Search Engine Optimiser (SEO) refers to the study
and business of improving search engine rankings in (unpaid) search engines.
Depending on the end users' geographic location and interest /industry, SEO tends to
target different search engines and types of search, including multimedia search
(image, video, audio), industry specific `vertical' search, local search and social
search. In most cases SEO is performed under the assumption that a better SERPs
(Search Engine Result Pages) result will increase traffic to a website.
Search Engine Marketing (SEM) is the direct mail of internet marketing. While some
experts believe that SEM's main purpose is awareness campaigns, most people use
SEM for directing traffic to a specific landing page and concentrating on
conversions. SEM can be very expensive but performance can be easily monitored
and campaigns can be modified quickly.
Search Engine Marketing (SEM), also known as Paid Search or Pay- Per -Click (PPC),
is paid placement of ads on a Search Engine Results Page (SERP). By paying more,
the advertiser can position their,ads in the top spot on the search engine results page.
Currently, Google has the highest market share of search with 78.23% followed by
Yahoo with 11.23% of search and MSN with 5.36% (1).
The requested action was that the Village Board approve the Agreement for
Professional Services and the Statement of Work with BridgePoint Technologies,
subject to staff and attorney review, to provide development and maintenance
assistance to the Oak Brook Hotels Committee's professional website located online
at www.oakbrookhotels.com
Motion by Trustee Kennedy, seconded by Trustee Wolin, to approve the Consent Agenda
and authorize expenditures as presented. ROLL CALL VOTE:
Ayes: 5 - Trustees Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 - Trustee Carson. Motion carried.
7. ITEMS REMOVED FROM CONSENT AGENDA — None presented.
8 BOARD & COMMISSION RECOMMENDATIONS — None presented.
9. UNFINISHED BUSINESS
VILLAGE OF OAK BROOK Minutes Page 7 of 14 REGULAR MEETING OF
APRIL 28, 2009
9. A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS — None presented.
C. AWARD OF CONTRACTS
1) 2009 DRAINAGE PROJECT — PART A
Seven sealed bids were opened on Friday, April 17, 2009. Bid packages were
picked up by ten companies. The Village has worked with Prime Construction
Inc. on the 2008 Drainage Project and they have performed adequately.
This project consists of regrading the grassy area along the street in front of 704
Acorn Hill Lane, installing a 6" underdrain with inlet at each end between the two
driveways at 25 Royal Vale Drive and installing a 4" pipe from the edge of the
lake to past the paved pathway at 131 & 133 St. Francis Circle. Work on this
project is scheduled to begin mid -May and be completed mid -June.
Motion by Trustee Wolin, seconded by Trustee Kennedy, that the Village Board
award a contract to the lowest responsive and responsible bidder, Prime
Construction Inc., Hampshire, Illinois, subject to staff review, for the 2009
Drainage Project - Part A based on the unit prices listed on the bid tabulation, for
an estimated total contract price of $27,780. ROLL CALL VOTE:
Ayes: 5 - Trustees Kennedy, Manofsky, Saiyed, Sanford and Wolin
Nays: 0 - None.
Absent: 1 - Trustee Carson. Motion carried.
2) REPLACEMENT POLICE VEHICLE
Pursuant to the provisions of Section 1 -7 -10 of the Code of Ordinances and
Compiled Statutes, the Village is permitted to join with other governmental units
in order to benefit from cooperative purchasing arrangements.
The vehicle being purchased will replace Unit 302, a 2007 Ford Expedition used
by the Police Department as a Supervisor Vehicle. It was totaled as a result of
being struck by a civilian vehicle while in service in late December 2008. The
vehicle carried additional equipment necessary to the performance of Police
duties. The Village recovered $17,675 from IRMA for the vehicle and is
attempting to recover additional funds for the damage of the vehicle in addition to
standard police equipment that was inside at the time of the accident. Because of
the crash, we now only have Unit 301(2006 Ford Expedition with an odometer
reading of 48,000) to carry this equipment. Unit 301 is now needed twenty -four
hours a day /seven days a week which will cause it to deteriorate faster than
expected. Additionally, unit 301 is currently out of service due to engine
problems.
VILLAGE OF OAK BROOK Minutes Page 8 of 14 REGULAR MEETING OF
APRIL 28, 2009
9. C
2) The Public Works Head Mechanic highly recommended the purchase of the
Chevrolet Tahoe over the Ford Expedition. Chevrolet offered a police engineered
package which included dedicated electrical wiring for police equipment, heavy
duty suspension, engine oil coolers, and transmission coolers which extend the
life of vital and costly power -train components. The Ford Expedition is a civilian
vehicle that does have the availability of the heavy duty options that are necessary
for a police department vehicle. Additionally, the Ford Expeditions that the
Village currently owns have been very costly to repair and maintain, having either
engine replacements or costly engine repairs.
Staff also reviewed the reallocation of currently owned vehicles, but none met the
criteria necessary for a heavy duty police supervisor vehicle. The only close
currently owned vehicle is a Ford Explorer, but it is not comparable in size to an
Expedition or Tahoe, was not police package equipped, is 4 years old, and has an
odometer reading of 85,000. Also, the costs associated with painting, striping and
equipping the Explorer would exceed the changeover cost of both the Expedition
and Tahoe.
The recommended 2007 Chevrolet Tahoe is a new vehicle that has necessary
options that the 2009 model does not offer (per contract). Fuel efficiency of the
Tahoe is 15 mpg city and 21 mpg highway, which is very comparable to the
Expedition (14 mpg city and 20 mpg highway). The warranty will not begin until
the Village takes possession of the vehicle.
In addition to the purchase price for the vehicle, there will be additional costs of
approximately $6,000 for the necessary interior police equipment that is currently
standard in all marked police vehicles, making the total project cost
approximately $35,000, which is slightly higher than the 2010 scheduled
replacement budget of $31,000. However, since the Village's insurance agency
(IRMA) has already issued the Village $17,625 for the value of the totaled
vehicle, the real cost of the vehicle will be approximately $18,000 or lower based
on any additional funds IRMA will might be able to obtain from the civilian's
insurance company.
Delivery is expected approximately 60 days after receipt of order.
Motion by Trustee Saiyed, seconded by Trustee Manofsky, that the Village
Board waive further bidding since the State of Illinois already conducted the bid
process and issue a purchase order to Miles Chevrolet, Decatur, Illinois for one
new 2007 Chevrolet Tahoe in the amount of $28,725. ROLL CALL VOTE:
Ayes: 5 - Trustees Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 - Trustee Carson. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 9 of 14 REGULAR MEETING OF
APRIL 28, 2009
9 C. 3) MASTER DISCOUNT AGREEMENT — SOUND, INC.
The proposed Master Discount Agreement (MDA) has been negotiated by the
Village's consultant, David Wilson, Wilson Consulting to provide continuing and
improved telephone service rate discounts.
The Village issued a Request for Proposal on March 27, 2009 for Telephone
Company Services, and seven (7) companies' submitted proposals. Proposals
were received from the following companies: AT &T, ATI (agent for Access
One), CallOne, CIMCO, Empire Technologies, Midco, Inc. (agent for Access
One), and Sound, Inc. (agent for CallOne).
After evaluating the proposals, Wilson Consulting recommended that the Village
enter into a 36 -month agreement with Sound, Inc. as an agent for CallOne for the
services covered by the Request for Proposal. The key factors that led to this
decision were:
• All of the Village's services will continue to be provided by AT &T. This will
maintain continuity and avoid the challenges associated with installing new
services from another company (such as CIMCO) to replace services
currently in operation.
• While not the least expensive proposal over the contract period, the
recommended provider is the proposer with the best overall value, and the
Village's annual telephone service costs will be reduced by a total of 16.8%
($27,178.78) over the (3) year term.
• Should AT &T (direct channel) become more competitive when the Village
seeks proposals again in (3) years, there will be few if any difficulties to
convert from CallOne.
Finally, this agreement replaces a similar agreement approved by the Village in
June 2006 with AT &T. The proposed new agreement reflects the types of
telephone services required by Village operations, but is with a reseller of AT &T
local and global network services.
Trustee Wolin felt it was important to stay with AT &T.
Motion by Trustee Wolin, seconded by Trustee Kennedy, that the Village Board
approve a Master Discount Agreement with Sound Inc., Naperville (Agent
CallOne) for discounted telephone services, subject to staff and attorney review,
as further described in the agreement. ROLL CALL VOTE:
Ayes: 5 - Trustees Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 - Trustee Carson. Motion carried.
a
VILLAGE OF OAK BROOK Minutes Page 10 of 14 REGULAR MEETING OF
APRIL 28, 2009
9. D. POLICE AND FIREFIGHTERS' PENSION FUND ACTUARIAL STUDIES
An actuarial study of the Police Pension Fund and Firefighters' Pension Fund is
performed annually in order to monitor the funding progress of the two funds as well
as determining the Village's contribution for the coming year. Since it is in both the
Village's interest and the two pension fund's interest that these studies be performed,
50% of the cost of each study is paid for by the Village and 50% is paid for by the
respective pension fund. The studies presented were once again performed by
Timothy W. Sharpe, Actuary.
The actuarial study process begins with the Finance Department providing the
actuary with participant salary, contribution, and service credit data. From there, the
actuary calculates various scenarios based on prior actuarial assumptions as well as
what the impact would be for various changes in actuarial assumptions. The actuary
then attends a meeting with each respective Pension Board where the preliminary
results and various changes in actuarial assumptions are discussed. Based on the
direction given at the meeting, the actuarial studies are then completed and a funding
request is forwarded to the Village Board (ultimately responsible for funding the
pension programs). The following is a brief summary of the two reports:
Police and Fire Pension Funds
As a recap to the Power Point presentation given by Darrell Langlols at the March
10th meeting, the 2009 budgeted contribution rate was 24.00% for Police and 30.00%
for Fire. After the actuarial results were completed in early 2009 it was known that
the budgeted contribution rates were too low as they can be hard to predict with the
state of the economy. The revised contribution rates would be 27.72% for Police and
32.35% for Fire assuming that we would keep the interest rate at 7.50% and the
Salary at 5.25 %. This would cause the budget to be over by a total of $182,007 for
both Pension funds with $120,784 for Police and $61,223 for Fire.
The Police and Firefighters' Pension Board requested lowering the investment return
assumption from 7.5% to 7.0% and to partially offset the cost of this change, both
Boards also recommended lowering the long -term salary increase assumption by
0.50 %. The revised contribution rates would be 31.46% for Police and 36.03% for
Fire, for a total over budgeted amount of $399,312 for both Pension funds. For
Police this would cause $242,217 to be additionally funded and $157,095 for Fire.
At the March 101h Board meeting, the Village Board directed staff to look at the
results for lowering the investment return from 7.50% to 7.00% and lowering the
salary increase assumption from 5.25% to 4.25 %. The revised contribution rates
would be 30.21% for Police and 35.44% for Fire. The additional amount to be
funded for Police would be $201,631 and $141,724 for Fire with a total amount of
$343,355.
VILLAGE OF OAK BROOK Minutes Page 11 of 14 REGULAR MEETING OF
APRIL 28, 2009
9. D. The recommended Village contribution of 30.21% (Police) and 35.44% (Fire) of
payroll for 2009 is above the 24.00% (Police) and 30.00% (Fire) of payroll used in
preparation of the 2009 Budget. In 2009 the Village has continued to contribute to
the Police Pension Fund at the 2008 rate of 18.60% and 25.10% for the Fire Pension
Fund. Practice has been that the contribution rate is made retroactive to January 1. If
the contribution rate of 30.21% is approved, • a retroactive payment of $114,352.15
will be made to the Police Pension Fund. If the contribution rate of 35.44% is
approved, a retroactive payment of $79,762.19 will be made to the Fire Pension
Fund. Due to this increase a budget transfer later in the year will be required.
Further delay on this issue will cause the Village not being issued the Comprehensive
Annual Financial Report (CAFR) by our auditing firm until a decision is made. The
CAFR is needed to file numerous reports with state agencies that have deadlines to be
met and it can also inhibit us from receiving the GFOA Certificate of Achievement
Award if not filed timely. The Village has successfully obtained the Certificate of
Achievement for 30 consecutive years.
Trustee Wolin asked whether in light of the current economic situation whether the
terms of this recommendation could be changed in the future. Staff responded that
changes could be made, but it was important to made a recommendation at this time
in order to complete the audit.
Motion by Trustee Wolin, seconded by Trustee Kennedy, that 1) The Village Board
accept the actuarial reports of the Police Pension Fund and Firefighters' Pension
Fund and 2) The Village Board approve a Village contribution of 30.21% of payroll
for police officers and 35.44% for firefighters retroactive to January 1, 2009 ROLL
CALL VOTE:
Ayes: 5 - Trustees Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 - Trustee Carson. Motion carried.
E BUTLER NATIONAL GOLF CLUB — THIRD MODIFICATION OF USE OF
GOLF PRACTICE AREA EASEMENTS
On March 24, 2009 the Village Board authorized the Village attorney to draft a Third
Modification of Use of Golf Practice Area Easements which alters the current
agreement with Butler National Golf Club (Second Modification of Use of Golf
Practice Area Easements) with the following modifications:
Butler National GC agrees to pay an additional $15,000.00 in lease payments in
2009. Butler National GC further agrees to automatically renew the agreement for
up to two more years with additional lease payments of $20,000.00 in 2010 and
$25,000.00 in 2011. The agreement may be cancelled at the end of each year by
either party.
VILLAGE OF OAK BROOK Minutes Page 12 of 14 REGULAR MEETING OF
APRIL 28, 2009
9.E. The Village agrees to allow the construction of target greens on Field #2 (Parcel
4) within the Sports Core.
• Butler National GC accepts the responsibility and cost of maintaining Parcel 4.
• The Village agrees to remove the pre- emptive polo use provision, and further
agrees to limit the Village's use of Field #2 for special events to the Highland
Games and the Village's Independence Day activities 'during the term of the
agreement.
Trustee Manofsky reported that the Village Attorney had been unable to complete the
agreement.
Trustee Kennedy stated that he would not approve an agreement that he had not seen.
Trustee Wolin asked if a two week delay would cause difficulty for Butler National
Golf Course. Village Manager David Niemeyer responded that he did not believe a
two week delay would be problematic, but beyond that it could delay required work
that would negate the use of the fields for Butler.
Motion by Trustee Manofsky, seconded by Trustee Sanford, that the Village Board
continue approval of this agreement until a completed agreement is provided. ROLL
CALL VOTE:
Ayes: 5 - Trustees Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 - Trustee Carson. Motion carried.
10. NEW BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS — None presented.
C. AWARD OF CONTRACTS — None presented.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER — Manager Niemeyer thanked Trustees Manofksy, Kennedy
and Sanford for their support.
B. VILLAGE CLERK — Clerk Pruss also thanked the trustees and reported that the
Census Bureau will be having representatives canvassing homes in Oak Brook.
C VILLAGE PRESIDENT — President Craig also thanked the leaving trustees and
invited attendees for cake and coffee after the meeting.
VILLAGE OF OAK BROOK Minutes Page 13 of 14 REGULAR MEETING OF
APRIL 28, 2009
11. D. TRUSTEES — Trustees Manofsky, Sanford and Kennedy thanked staff, residents and
other Board Members for their support. They also commented on their
accomplishments including the Commercial Revitalization efforts.
12. ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Saiyed, to adjourn the Regular Meeting of
the Board of Trustees at 8:21 p.m. VOICE VOTE: Motion carried.
ATTEST:
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 14 of 14 REGULAR MEETING OF
APRIL 28, 2009