Minutes - 06/11/2013 - Board of TrusteesMINUTES OF THE JUNE 11, 2013 REGULAR MEETING OF THE
PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN ON JULY 9, 2013
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
7:07 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 Donald Adler, John Baar, Mark Moy,
and Gerald Wolin.
ABSENT: Trustees Michael Manzo (arrived at 8:38 pm) and Asif Yusuf (arrived at
7:30 pm)
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Robert L. Kallien, Jr., Community Development Director;
Sharon Dangles, Finance 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
A. Introduction of Torro the New Police Dog and Plaque for Brutus the Retired Police
Dog
Chief Kruger presented Sgt. Ramirez and retired Police Dog Brutus with a plaque for their
many years of dedicated service. FIAT Task Force also presented Sgt. Ramirez a plaque.
Chief Kruger introduced the new K -9 Team, Officer Andrew Franczak and Canine Torro.
President Lalmalani announced that the Village of Oak Brook has received the
Distinguished Budget Presentation Award for the current Budget from the Government
Finance Officers Association. He thanked Finance Director Dangles and her staff on a
job well done.
Attorney Friedman gave an update on the dismissal of the Craig/Sheahan/Skybar lawsuit.
He also gave an update on the Steven Peterson case. Both outcomes were very favorable
to the Village.
President Lalmalani also announced that the Brook Forest Elementary school held a
VILLAGE OF OAK BROOK MINUTES Page I of REGULAR MEETING OF JUNE It, 2013
surprise assembly on Thursday, May 301h for retiring principal Nina McCabe.
4. RESIDENTNISITOR COMMENT — NONE
5. APPROVAL OF MINUTES
A. Special Board of Trustees Meeting of May 28, 2013
Motion by Trustee Wolin, seconded by Trustee Moy to approve the minutes of the Special
Board of Trustees meeting of May 28, 2013. VOICE VOTE: Motion carried.
B. Regular Board of Trustees Meeting of May 28, 2013
Motion by Trustee Moy, seconded by Trustee Wolin to approve the minutes of the
Regular Board of Trustees Meeting of May 28, 2013. VOICE VOTE: Motion carried.
C. Special Board of Trustees Meeting of June 4, 2013
Motion by Trustee Wolin, seconded by Trustee Moy to approve the minutes of the Special
Board of Trustees Meeting of June 4, 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 June 7, 2013 - $235,401.26
Significant Items included in Above:
1) Seyfarth, Shaw, LLP - Legal Services — April, 2013 - $1,746.15 (FY13 — YTD -
$3,214.45)
TOTAL LEGAL BILLS PAID FOR 2013- $79,586.25
B. Approval of Payroll for Pay Period Ending May 25, 2013 - $625,290.33
C. Community Development Referrals — NONE
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Leaf Vacuum Machine (Unit 527)
E. Budget Adjustments — NONE
F. Ordinances & Resolutions
1) RESOLUTION 2013 -ENG- DESIGN- AG -EX -R -1269, A Resolution Approving
and Authorizing a Professional Services Agreement By and Between the Village
of Oak Brook and Christopher B. Burke Engineering, Ltd for Engineering
Services for Improvements Along Commerce Drive
2) RESOLUTION 2013 -ENG- CONSTRUCT- AG -EX -R -1270, A Resolution
VILLAGE OF OAK BROOK MINUTES Page 2 of 9 REGULAR MEETING OF JUNE 11, 2013
Approving and Authorizing a Professional Services Agreement By and Between
the Village of Oak Brook and Christopher B. Burke Engineering, Ltd for
Engineering Services for 2013 Street Improvement Projects
3) RESOLUTION 2013- ENG -ST- IMPROVE - CNTRCT -EX -R -1272, A Resolution
Approving and Authorizing the Execution of a Construction Contract Relating to
Street Improvement Work By and Between the Village of Oak Brook and Central
Blacktop Co., Inc.
4) ORDINANCE 2013- ZO- V -EX -S -1370, An Ordinance Granting Variations from
Certain Provisions of Section 13 -11 -10 of Title 13 ( "Zoning Regulations ") of the
Village of Oak Brook Relative to a Wall Sign for the Property at 903 Commerce
Drive in the Village of Oak Brook, Illinois
5) ORDINANCE 2013- ZO- V -EX -S -1371, An Ordinance Granting a Variation from
the Provisions of Section 13 -12 -3112 of Title 13 ( "Zoning Regulations ") of the
Village Code of the Village of Oak Brook Relative to Parking Spaces in the
Required Front Yard for the Property at 2025 Windsor Drive in the Village of
Oak Brook, Illinois
6) RESOLUTION 2013 - BSLMUSEUM - CNTRCT -EX -R -1271, A Resolution
Approving and Authorizing the Award and Execution of a Construction Contract
Relating to the Oak Brook Heritage Center Drainage Improvement Project By and
Between the Village of Oak Brook and Zera Construction Company, Inc. of
Niles, Illinois
7) ORDINANCE 2013- CD -BC -G -1004, An Ordinance Amending Section 10 -1 -1H
of the Village Code of the Village of Oak Brook Relating to the Energy
Conservation Code
8) RESOLUTION 2013 - TELECOM - CNTRCT -EX -R -1274, A Resolution
Approving and Authorizing the Award of a Contract to Sound, Inc. to Upgrade
the Village's Telephone System
9) ORDINANCE 2013- SWM- DU- RR -EX -G -1003, An Ordinance Adopting New
Village Code Provisions Regarding Storm Water, Floodplain, and Sedimentation
and Erosion Control Regulations
10) ORDINANCE 2013- PW- WPA -EX2 -S -1372, An Ordinance Adopting the
Prevailing Wage Standards for the Village of Oak Brook, Illinois
I1)RESOLUTION 2013- DU -EM -R -1275, A Resolution Adopting the DuPage
County Natural Hazard Mitigation Plan
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G. Contract Change Order - Landscape Maintenance Services
Motion by Trustee Baar, seconded by Trustee Wolin, to approve the Consent Agenda and
authorize expenditures as presented or amended.
ROLL CALL VOTE:
Ayes: 5 — Trustees Adler, Baar, Moy, Wolin, and Yusuf
Nays: 0 —None
Abstain: 0 — None
Absent: 1 — Manzo
Motion carried
7. ITEMS REMOVED FROM THE CONSENT AGENDA
1) Item 6.17. 6. RESOLUTION 2013 - BSLMUSEUM- CNTRCT -EX -R -1271, A Resolution
Approving and Authorizing the Award and Execution of a Construction Contract Relating
to the Oak Brook Heritage Center Drainage Improvement Project By and Between the
Village of Oak Brook and Zera Construction Company, Inc. of Niles, Illinois
Trustee Adler asked whether issues that Kathleen Maher had were addressed. Manager
Niemeyer stated that they held a meeting and that the Village and the Historical Society
will come up with a 5 year plan for the Heritage Center.
Motion by Trustee Adler, seconded by Trustee Baar to approve Item 6.F.6.
ROLL CALL VOTE:
Ayes: 5 — Trustees Adler, Baar, Moy, Wolin, and Yusuf
Nays: 0 —None
Abstain: 0 —None
Absent: I — Manzo
Motion carried
2) Item 6. G Contract Change Order — Landscape Maintenance Services
Trustee Adler asked for clarification on areas maintained by the contractor and areas
maintained by staff. All areas, except for the Sport Core, are maintained by the
contractor.
Motion by Trustee Adler, seconded by Trustee Moy to approve Item 6.G.
ROLL CALL VOTE:
Ayes: 5 — Trustees Adler, Baar, Moy, Wolin, and Yusuf
Nays: 0 —None
Abstain: 0 —None
Absent: 1 — Manzo
Motion carried
8. BOARD & COMMISSION RECOMMENDATIONS —NONE
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9. UNFINISHED BUSINESS
A. Authorization to Bid: Pedestrian Access Project Phase I
Jeff Kennedy gave a brief update on the Pedestrian Access Project. He discussed the
seven pending projects and stated that four of the seven projects are moving forward this
year. He requested that the Board approve the authorization to bid for Phase I and the
Professional Services Agreement with Hitchcock Design. He also discussed funding and
cost sharing agreements for the project.
Motion by Trustee Baar, seconded by Trustee Wolin that the Village Board authorize staff
to advertise a request for bids for Phase I of the Pedestrian Access Project. VOICE
VOTE: Motion carried.
B. Ordinances & Resolutions
1) RESOLUTION 2013 -ENG- DESIGN- AG -EX -R -1273, A Resolution Approving and
Authorizing a Professional Services Agreement By and Between the Village of Oak
Brook and Hitchcock Design Group for Design and Engineering Services for a Pedestrian
Access Project
Motion by Trustee Baar, seconded by Trustee Wolin that the Village Board approve
Resolution 2013 -ENG- DESIGN- AG -EX -R -1273, A Resolution Approving and
Authorizing a Professional Services Agreement By and Between the Village of Oak
Brook and Hitchcock Design Group for Design and Engineering Services for a Pedestrian
Access Project.
ROLL CALL VOTE:
Ayes: 5 — Trustees Adler, Baar, Moy, Wolin, and Yusuf
Nays: 0 —None
Abstain: 0 —None
Absent: 1 — Manzo
Motion carried
10. ACTIVE BUSINESS
A. Confirmation of Appointments — NONE
B. Comprehensive Annual Financial Report
Jim Savio, partner with Sikich, gave a brief overview of the auditing process and the
highlights of the 2012 Comprehensive Annual Financial Report. He also discussed the
"Report to the Board of Trustees" and the "Management Letter" that were previously
distributed to the Board.
Discussion ensued regarding the financial contributions from the General Fund to the
Sports Core Fund and the reclassification of the debt.
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Motion by Trustee Adler, seconded by Trustee Baar that the Village Board accepts the
2012 Comprehensive Annual Financial Report.
ROLL CALL VOTE:
Ayes: 5 — Trustees Adler, Baar, Moy, Wolin, and Yusuf
Nays: 0 —None
Abstain: 0 — None
Absent: 1 — Manzo
Motion carried
C. Ordinances & Resolutions —NONE
D. Health, AD &D Insurance Agreement for Third Party Administrator and Stop Loss
Insurance, and Dental for the 2013 -14 Plan Year
Assistant Village Manager Wing presented a PowerPoint presentation highlighting the
2013 -214 Heath & Dental Insurance Recommendations. The presentation included:
• Background on proposals received
• BC /BS's details and new rates
• Staff recommendations
• Delta Dental details and new rates
• Wellness initiative
• Elected official participation in plan
Discussion ensued regarding plan changes, healthcare reform, the transitional reinsurance
fee, the wellness initiative, renewal rates, and health savings plan.
Motion by Trustee Moy, seconded by Trustee Baar that the Village Board approve the
staff recommendation and direct staff to execute Agreements after receiving final attorney
review with B1ueCross B1ueShield (BC/BS) of Illinois for Group Health Insurance
Coverage, Third Party Administrator (TPA) Service, and Stop Loss Insurance for the Plan
Year starting July 1, 2013 — June 30, 2014. Further, that the Village approve the staff
recommendation and direct staff to execute an Agreement after receiving final attorney
review with Delta Dental for the Plan Year starting July 1, 2013 — June 30, 2014.
ROLL CALL VOTE:
Ayes: 5 — Trustees Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 1 — Adler
Abstain: 0 — None
Absent: 0 —None
Motion carried
E. Electric Project — INFORMATIONAL ONLY
Assistant Village Manager Wing and The Ogni Group gave a brief update on the
Emergency Power Project. The PowerPoint presentation included the following:
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• Current challenges faced by the Village
• Multi facility emergency power assessment
• Proposed solutions for all Village facilities
• Energy cost savings potential
• Project summary
• Project details
• Procurement options
• Financing options
Discussion ensued regarding electric rates, design services and construction options, cost
saving estimates, and project life cycle analysis.
The consensus of the Board was that the project is very complex and progressive and that
more time is needed to review all the financing options.
F. Sports Core — Current Financial and Programmatic — UPDATE ONLY
Sports Core Director VanDyke provided an update of current financial and programmatic
activities. The PowerPoint presentation included the following:
• Sports Core goals
• B &T membership analysis
• Golf membership analysis
• Membership highlights
• Total revenues through 5/31/13: $1,179,157
• Revenue comparison
• Revenue highlights
• Total expenditures: $869,650
• Expense comparison
• Expense highlights
Discussion ensued regarding conducting an analysis on Sports Core operations on an on-
going basis and maintaining the Sports Core as an amenity to residents.
G. Taste of Oak Brook — UPDATE ONLY
Manager Niemeyer gave an update on the Taste of Oak Brook. The PowerPoint
presentation covered the following:
• Event hours
• Free admission
• Parking fee
• Participating restaurants
• Musical entertainment
• Children activities
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• Fireworks
H. Polo Committee — UPDATE ONLY
Trustees Yusuf, Adler, and Manzo gave brief updates on the recent Polo Committee
meeting and activities. Discussion ensued regarding the prepared budget, risks to the
Village, contract with Willow Creek Polo Club, sponsorship ideas, ticket sales, and
special events.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER — NONE
B. VILLAGE CLERK
Clerk Pruss announced the dates of the Polo matches, where to purchase tickets, and that
special events can be held at the matches.
C. TRUSTEES
Trustee Yusuf apologized for being late.
Trustee Moy expressed his happiness with the outcome of pending legal cases.
Trustee Baar congratulated the Village staff on all their hard work.
Trustee Manzo apologized for being late and agrees with comments made by Trustees
Moy and Baar.
Trustee Wolin agrees with the comments made by Trustee Baar regarding staff.
D. VILLAGE ATTORNEY
Attorney Friedman gave a brief update on the Sheahan SLEP issue.
E. VILLAGE PRESIDENT
Chief Kruger thanked the Board for their continued support and mentioned the Torch
Run.
Community Development Director Kallien gave an update on hiring a consultant for the
Park District light issue.
12. ADJOURNMENT
Motion by Trustee Baar, seconded by Trustee Manzo, to adjourn the Regular Meeting of
the Board of Trustees at 10:45 pm. VOICE VOTE: Motion carried.
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ATTEST:
/s /Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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