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Minutes - 05/10/2011 - Board of TrusteesMINUTES OF THE MAY, 10 2011 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JUNE 14, 2011. 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 7:02 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 Michael Manzo, Mark Moy, Gerald Wolin, Asif Yusuf and Elaine Zannis. ABSENT: Stelios Aktipis (arrived at 7:04 pm) IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village Manager; Robert Kallien, Community Development Director; Sharon Dangles, Finance Director; Jeffrey Marciniak, Battalion Fire Chief; Sue Madorin, Library Director; Steve Larson, Police Department Consultant; Michael Hullihan, Public Works Director; Trey VanDyke, Sports Core Director; and Peter Friedman, Acting Village Attorney. 3. President Lalmalani thanked everyone for the opportunity to serve as Village President and welcomed the re- elected Trustees, re- elected Village Clerk Pruss, and the newly elected Trustees. He also thanked Manager David Niemeyer and the Village staff in assisting him during the transition. He stated the agenda for the next four years is the advancement of the Village of Oak Brook. A. ACTING VILLAGE ATTORNEY Motion by Trustee Wolin, seconded by Trustee Yusuf to approve the appointment of Holland and Knight as Village Attorney subject to review and possible RFP after 6 months of service. ROLL CALL VOTE: Ayes: 6 — Trustees Aktipis, Manzo, Moy, Wolin, Yusuf and Zannis Nays: 0 — None Abstain: 0 — None Absent: 0 —None Motion carried. President Lalmalani announced that former Deputy Chief, Steve Larson, has agreed to assist the Village during the transition in the Police Department leadership with the recent resignation of Tom Sheahan. He also stated that he will be working with the Village Board on the process for hiring a permanent Police Chief in the next 30 to 60 days. VILLAGE OF OAK BROOK MINUTES Page 1 of 5 REGULAR MEETING OF MAY 10, 2011 Steve Larson thanked the Board for the opportunity. He stated that he had meetings with the Lieutenants and union representatives and both meetings were extremely positive. B. RECOGNITION — FIRE Battalion Chief Jeff Marciniak provided a brief summary of the house fire that occurred in Forest Gate subdivision on April 29, 2011. President Lalmalani asked for status of the ladder truck repair. BC Marciniak stated that the repair work should be completed in six to eight weeks. 4. RESIDENTNISITOR COMMENT — None 5. APPROVAL OF MINUTES A. REGULAR BOARD OF TRUSTEES MEETING OF APRIL 12, 2011 Motion by Trustee Zannis, seconded by Trustee Wolin to approve the minutes of the Regular Board of Trustees Meeting of April 12, 2011. VOICE VOTE: Motion carried. B. SPECIAL BOARD OF TRUSTEES MEETING OF APRIL 19, 2011 Motion by Trustee Zannis, seconded by Trustee Wolin to approve the minutes of the Special Board of Trustees Meeting of April 19, 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 MAY 6, 2011 — $514,869.23 Significant Items included in Above: 1. Christopher B. Burke Engineering, Ltd — Payout #1 — 2011 Paving — Design $16,775.40. B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING APRIL 30, 2011 - $650,286.43 C. COMMUNITY DEVELOPMENT REFERRALS 1. Referral - Grane - 610 Lakewood Court — Variation — Section 13 -3 -6B Fence Height Requirement D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE CONTRACTS VILLAGE OF OAK BROOK MINUTES Page 2 of 5 REGULAR MEETING OF MAY 10, 2011 E. BUDGET ADJUSTMENTS 1. Legal to Police Service Management F. ORDINANCES & RESOLUTIONS 1. Ordinance 2011 -PP -S -1310, An Ordinance Authorizing the Sale, Donation or Disposal of Certain Items of Personal Property Owned by the Village of Oak Brook 2. Resolution 2011- FI- FACS -R -1099 , Regarding Authorized Check Signers for the Village of Oak Brook G. RETIREMENT HEALTH SAVINGS (RHS) PLAN Motion by Trustee Aktipis, 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 — None 8. BOARD & COMMISSION RECOMMENDATIONS — None 9. UNFINISHED BUSINESS — None 10. ACTIVE BUSINESS A. CONFIRMATION OF APPOINTMENTS — None B. ORDINANCES & RESOLUTIONS — None C. AWARD OF CONTRACTS — None D. RESIDENT SURVEY /STRATEGIC PLAN Presented by Trustee Wolin. Trustee Wolin stated that the Village Manager is recommending a two part process to develop a long term strategic plan for the Village. First, send to all Village residents a satisfaction survey of all Village services. Second, conduct a strategic plan session with residents. He stated that it is very important that all Trustees take the survey and see what types of changes they would like to make. He suggested that all Trustees review the survey as well. He also stated that the survey is rather long and would like to scrutinize the survey to see if there are any questions that can be eliminated. VILLAGE OF OAK BROOK MINUTES Page 3 of 5 REGULAR MEETING OF MAY 10, 2011 Trustee Aktipis stated that he reviewed the survey and sees no issues with any of the questions. He asked the following questions: 1) how is this going to be implemented, 2) will it be sent to all residents, 3) will there be any follow -ups, 4) will the follow -ups be by mail or phone, and 5) how will we get back the information. Manger Niemeyer stated that the survey will be sent to every resident with a return envelope, and a post card reminder will also be sent out. He also stated that a 15% - 20% survey response is typically good. He further stated that he would like to get dates from Trustees as to when the strategic planning session should be held. Trustee Zannis stated that an optional question should be added asking residents if they would like to share their name and response. She also stated we should strive to get a good sampling and if the results are skewed demographically, we should make proactive phone calls to see if we can get any additional input. Trustee Yusuf stated the survey should also be available to be taken on line. Manager Niemeyer stated that putting the survey on line may be a challenge because a resident can fill out the survey on line as well as mail one in, causing duplicate responses. Assistant Manager Wing stated that a resident code can be put on the surveys in order to eliminate duplicate responses. Motion by Trustee Wolin, seconded by Trustee Aktipis to direct the Village Manager to conduct a resident survey and set a date for a Village Board strategic plan session. VOICE VOTE: Motion carried. 11. INFORMATION & UPDATES A. VILLAGE MANAGER — None B. VILLAGE CLERK 1. Clerk Pruss reminded everyone that she has Water Reclamation District applications to reduce summer sewer charges. She stated that the application must be filled out by May 31st 2. Clerk Pruss stated that "No Solicitation" signs are available. 3. Clerk Pruss reminded everyone that they can register to vote at Village Hall. C. TRUSTEES Trustee Moy stated that the Fire Union contract has been signed. He thanked the firefighters because they signed the contract against the advice of their union. He also wanted to clear up a misconception about why negotiations took long. He stated that it took over two years not because of the demands of the union but because the firefighters transitioned to a different union during this time causing negotiations to start all over with the new union. He thanked the fire department and Assistant Manager Blaine Wing for all their hard work during negotiations. VILLAGE OF OAK BROOK MINUTES Page 4 of 5 REGULAR MEETING OF MAY 10, 2011 Trustee Yusuf thanked the fire department for handling the April 29h fire in a professional manner. He thanked Steve Larson for coming back to assist the Police Department. He welcomed Attorney Friedman to Oak Brook. He also thanked the residents for choosing him to work for them. Trustee Aktipis stated that the Village is entering a period of peace and harmonious relationships with our unions. Trustee Zannis stated that even though the Fire Department took a lot of criticism from residents during negotiations, residents took note that it worked out positively for the advancement of Oak Brook. Trustee Manzo thanked all department heads for taking time to meet with him and President Lalmalani and for giving updates on all departments. He stated that there will be respect to all Village employees at Village Board meetings. D. VILLAGE PRESIDENT President Lalmalani reminded everyone that the Taste of Oak Brook is right around the comer. He asked Trustee Manzo to take the leadership role for the Taste of Oak Brook and asked for a status report for the next Board meeting. He also stated that he would like the event to be a multi ethnic event. 12. ADJOURNMENT Motion by Trustee Wolin seconded by Trustee Yusuf to adjourn the Regular Meeting of the Board of Trustees at 7:39 pm. VOICE VOTE: Motion carried. ATTEST: /s /Charlotte K. Pruss Charlotte K. Pruss Village Clerk VILLAGE OF OAK BROOK MINUTES Page 5 of 5 REGULAR MEETING OF MAY 10, 2011