Minutes - 06/23/2009 - Board of Trustees1.
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CALL TO ORDER
MINUTES OF THE JUNE 23, 2009 REGULAR MEETING OF THE
PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN OR AS AMENDED ON
JANUARY 26, 2010.
The Regular Meeting of the Village Board of Trustees was called to order by Village
President John W. Craig in the Samuel E. Dean Board Room of the Butler Government
Center at 7:33 p.m. The Pledge of Allegiance was given.
ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons:
PRESENT: Trustees Stelios Aktipis, James Carson, Mark Moy, Moin Saiyed, Gerald
Wolin, Elaine Zannis and President Craig.
ABSENT:
IN ATTENDANCE: David Niemeyer, Village Manager; Mark Sterk, Village Attorney;
Robert L. Kallien, Jr., Director of Community Development; 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 and Trey VanDyke, Sports Core Director.
PRESIDENT'S OPENING COMMENTS — None presented.
RESIDENTNISITOR COMMENT
Resident Michael Swert addressed the Village Board regarding his concerns regarding the
horrible state of some residential swimming pools. He is recommending that the Village
incorporate licensing of pools and require inspections to ensure upkeep and maintenance and
health standards.
Resident Barbara Benezra addressed the Village Board as President of the Friends of the
Library regarding Library budget cuts. They understand the current budget crisis and stated
several reasons for not wanting the library to be privatized, but agreed with a Library
organizational study. They do support some budget adjustment initiatives and would be
willing to take a proactive approach to budget cuts that include cuts all around and not just
staff.
Trustee Wolin responded to Mrs. Benezera concerns by complimenting her on a well written
letter raising a lot of very valid points that will be considered. He was the one who presented
the recommendation last week and he hoped he didn't state that the $300,000 that is a target
was all coming out of staff. The consultant can come through with any suggestions in
reducing expenses, it is open. He stated that the privatization would be a last resort and that the
consulting group has the open right to look at anything and everything.
VILLAGE OF OAK BROOK Minutes Page 1 of 9 REGULAR MEETING OF JUNE 23, 2009
Resident Bill Lindeman addressed the Board regarding his concerns on budget cuts affecting
the high quality infrastructure within the Village. He stated that residents have an expectation
level of good quality buildings within the Village and the importance of Commercial
Revitalization and Beautification. He also spoke about advantages of levying a Library Tax to
create a self supporting Library. Mr. Lindeman also supports the concept of hiring consultants
for reviewing not just the Library operations but other department operations as well. He
learned of the acceptance of a $20,000 donation from McDonald's and he feels the village's
judgment may be compromised by McDonald's donations.
Resident Mario Vescovi addressed the Board regarding the leaf pick up item on the agenda.
He proposed resident consideration be given by seeking resident input before any village
services are changed, modified or eliminated from the budget.
5. APPROVAL OF MINUTES
A. SPECIAL BOARD OF TRUSTEES MEETING OF MAY 19, 2009
Motion by Trustee Wolin, seconded by Trustee Moy to approve the Minutes of the Special
Board of Trustees Meeting of May 19, 2009. 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 19, 2009 - $1,043,402.59
Significant Items included in Above:
1) Legal Bills
a. Odelson & Sterk, Ltd. — Legal Services — May 2009 - $41,861.29
2) DuPage Water Commission - $1655314.22
3) James J. Benes and Associates - Payout #4 — 35th St. Water Main Replacement Design
- $11,513.41
4) James J. Benes and Associates — Payout #9 — 2009 Paving Project - $15,433.08
5) K —Five Construction — Payout #1 — 2009 Paving Project - $343,449.24
6) Prime Construction — Payout #1 — 2009 Drainage Project #09 -1302 - $22,422.63
7) Midco - Security Camera — $80,420.25
8) Greater Oak Brook Chamber of Commerce — First Quarter Report - 2009 Overnight
Stays Project - $10,000
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING -JUNE 13, 2009 —
$ 758,761.19
C. COMMUNITY DEVELOPMENT REFERRALS — None presented.
D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS — None presented.
E. BUDGET ADJUSTMENTS — None presented.
F. ORDINANCES & RESOLUTIONS
1) Ordinance S -1266, An Ordinance Adopting the Prevailing Wage Standards for the
Village of Oak Brook, Illinois
VILLAGE OF OAK BROOK Minutes Page 2 of 9 REGULAR MEETING OF JUNE 23, 2009
2) Ordinance R -1049, A Resolution Establishing a Citizen Financial Advisory
Committee
G. TREASURER'S REPORT — MAY, 2009
H. DUPAGE CONVENTION & VISITORS BUREAU — ANNUAL COMMITMENT
REQUEST
I. INTERGOVERNMENTAL AGREEMENT FOR FIRE DEPARTMENT
COMMUNICATIONS NETWORK
Motion by Trustee Saiyed, seconded by Trustee Zannis, to approve the Consent Agenda and
authorize expenditures as amended. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Carson, Moy, Saiyed, Wolin and Zannis.
Nays: 0 - None.
Abstain:0 — None. Motion carried.
7. ITEMS REMOVED FROM CONSENT AGENDA — Nothing removed.
8. BOARD & COMMISSION RECOMMENDATIONS
A. Go Roma — Fast Fresh Italian, LLC — 3041 Butterfield Road — Oak Brook Promenade —
Special Use - Outdoor Dining Area Adjacent to a Restaurant
1) Ordinance S -1267, An Ordinance Granting Special Use for an Outdoor Dining
Area Adjacent to a Restaurant for the Property Located at 3041 Butterfield Road in the
Village of Oak Brook
Trustee Aktipis stated that this is a request for adding outdoor dining to a restaurant in the Oak
Brook Promenade. The matter has been reviewed by both the Plan Commission and Zoning
Board of Appeals. This is routine in nature and there is nothing particularly unusual about this
request.
Motion by Trustee Aktipis, seconded by Trustee Moy to approve a special use for an intended
outdoor dining area at the Go Roma restaurant located at 3041 Butterfield Road and to approve
the necessary ordinance S -1267.
ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Moy, Saiyed, Wolin, Zannis and Aktipis
Nays: 0 - None.
Abstain: 0 — None. Motion carried.
B. Planned Development Regulations — PUD — Village of Oak Brook — Text
Amendment
Trustee Aktipis reported that this item will change the process for commercial
developments within the Village. Houseal Lavigne Associates was hired by the Village to
work with the respective committees to review the current process and come back to the
Village Board with a more simplified process. In this proposal, the Village would have
the tools necessary to process larger development projects under a single request instead
of multiple submittals /approvals. In addition to the proposed Planned Development
Regulations, the consultant team is proposing that a Planned Development Commission be
VILLAGE OF OAK BROOK Minutes Page 3 of 9 REGULAR MEETING OF JUNE 23, 2009
created as the formal advisory committee. With these regulations, and current proposal,
the Commission would come from the membership of Plan Commission and Zoning
Board of Appeals. Trustee Aktipis would like to make some minor refinements to the
proposed process.
Discussion:
Trustee Wolin agrees with this process. As pointed out it will simplify and eliminate
many things for the Plan Commission and eliminate a lot of staff time that's required. He
feels developers will also be pleased with this process.
Trustee Saiyed stated that it took years to get this ordinance in place. He feels it is a good
process and would also like to see the signage issue ordinance be expedited.
Trustee Aktipis would like to make a couple of suggestions on modifications to the
process and amends his motion to include:
• An exemption to the PUD process when an applicant meets all of the underlying
zoning requirements.
• Involves the LEED requirements; have the developers come up with buildings that
are energy efficient.
• Applicants for the PUD process do not have to go before the Village Board as a
first step in the process; have the option to go before the respective boards and
commissions.
Motion by Trustee Aktipis, seconded by Trustee Wolin to concur with the recommendations as
amended from the Plan Commission and Zoning Board of Appeals approving a text
amendment for Planned Development Regulations and to concur with the recommendation
from the Planning Consultant as amended by Trustee Aktipis to create a Planned Development
Commission as the advisory body for Planned Developments and authorize the Village
Attorney to prepare the necessary ordinance for final approval at the July 14. 2009 Board of
Trustees meeting.
ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Moy, Saiyed, Wolin, Zannis and Aktipis.
Nays: 0 - None.
Abstain: 0 — None. Motion carried.
9. UNFINISHED BUSINESS — None presented.
10. ACTIVE BUSINESS
A. CONFIRMATION OF APPOINTMENTS
1) Citizen Financial Advisory Committee - Appointments
Village is fortunate to have five residents in the Community who are willing to utilize their
financial expertise to assist the Village in moving forward with overall Village Finances.
Committee members include: Donald Adler, George Klein, Norma Lauder, Todd Rusteberg
and Randall Teteak.
Motion by Trustee Aktipis, seconded by Trustee Zannis, to concur with President Craig's
VILLAGE OF OAK BROOK Minutes Page 4 of 9 REGULAR MEETING OF JUNE 23, 2009
recommendation to appoint Donald N. Adler, George P. Klein, Norma J. Lauder, Todd A.
Rusteberg and Randall W. Teteak to the Oak Brook Citizens Finance Advisory Committee.
ROLL CALL VOTE:
Ayes: 6 - Trustees Saiyed, Wolin, Zannis, Aktipis, Carson and Moy
Nays: 0 - None.
Abstain: 0 — None. Motion carried.
President Craig thanked the five residents for their interest in participating on this Committee.
B. ORDINANCES & RESOLUTIONS
1) Resolution R -1047, A Resolution Appointing a Representative to the
Intergovernmental Risk Management Agency
Village Manager Niemyer explained the following two resolutions as they are related to the
recent vacancy in the Finance Director position.
The Village of Oak Brook is a member of the Intergovernmental Risk Management Agency
(IRMA) for Risk Management, Defense and Risk Coverage. The Village has a Delegate and an
Alternate which represent the Village as a member of the IRMA Board. The Oak Brook
Assistant Village Manager serves as the Delegate and the Finance Director serves as the
Alternate member. Manager Niemeyer is recommending that Sharon Dangles, in her capacity
as Acting Finance Director be appointed to serve as the Alternate member.
Motion by Trustee Saiyed, seconded by Trustee Zannis, for passage of Resolution R -1047, A
Resolution Appointing a Representative to the Intergovernmental Risk Management Agency.
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Carson, Moy, Saiyed, Wolin and Zannis.
Nays: 0 - None.
Abstain: 0- None. Motion carried.
2) Resolution R -1048, A Resolution Amending R -621 and Appointing the Authorized
Agent Representing the Village of Oak Brook, Illinois in the Illinois Municipal
Retirement Fund
Per the Illinois State Statutes, the Village is required to appoint an authorized agent.
Traditionally, the Village Treasurer has served as the authorized agent. However, the Village
staff now includes a Human Resources Coordinator, Eileen Donahue, who deals directly with
the IMRF. Manager Niemeyer recommends that Resolution R -621 be amended to reflect the
change in the title of the authorized agent for the IMRF.
Motion by Trustee Wolin, seconded by Trustee Carson, for passage of Resolution R -1048, A
Resolution Amending R -621 and Appointing the Authorized Agent Representing the Village
of Oak Brook, Illinois in the Illinois Municipal Retirement Fund
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Moy, Saiyed, Carson, Wolin and Zannis.
Nays: 0 - None.
Abstain:0 — None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 5 of 9 REGULAR MEETING OF JUNE 23, 2009
C. AWARD OF CONTRACTS
1) Replacement Vehicles — Three Chevrolet Tahoe SUV's — State of Illinois Joint
Purchasing
Trustee Saiyed explained the need for replacing 3 patrol cars, unit 304, 305 and 308 currently
have high engine hours or 77,000 miles or higher.
Motion by Trustee Saiyed, seconded by Trustee Zannis to waive further bidding since the State
of Illinois already conducted the bid process and issue a purchase order to Miles Chevrolet,
Decatur, Illinois for three 2009 Chevrolet Tahoe PPV Police Interceptor (2wd) in the amount
of $77,085 plus add $1,056.72 for wiring for horn, sirens, rear door functions and additional
keys.
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Moy, Saiyed, Carson, Wolin and Zannis.
Nays: 0 - None.
Abstain: 0 — None. Motion carried.
D. BATH AND TENNIS CLUB UPDATE
There are two parts of this discussion: Poolside Cafe and Bath & Tennis Clubhouse
outsourcing.
Poolside Grill; due to several days of inclement weather, revenues are not as good as the Board
had hoped. The service and food products provided by DiLeo's are overall good. We will have
a better tally of revenues on July l Otn
The Village conducted an RFP for the outsourcing of the Bath & Tennis Clubhouse. Thirty -
two RFP's were sent out. Of the 15 respondents, only two submitted proposals, Backyard Grill
and Calihan Catering. After some research on the two companies, it was determined that
Calihan Catering appears to be a good fit for Oak Brook.
Trustee Zannis informed the Board that she is not requesting a decision at this meeting but is
seeking support for staff to research the option of outsourcing and come back to the Village
Board with recommendations at the July 28th meeting. Trustee Zannis conducted a power
point presentation on Calihan Catering and the services they would bring to the Village for
outsourcing of the Bath & Tennis Clubhouse.
Trustee Carson stated that this would be a good solution to upgrading and improving usage of
the facility and a benefit to the community.
Discussion ensued on the terms of the contract, percentage of revenues from events, short term
vs. longer term contract.
Trustee Moy spoke in favor of the motion and complimented Trustee Zannis and Kathy
Manofsky for all their time and effort on this matter.
President Craig would like the opportunity to interview more restaurants /caterers and would
like to see assorted menu packages with varied pricing for all type of events. He does not want
VILLAGE OF OAK BROOK Minutes Page 6 of 9 REGULAR MEETING OF JUNE 23, 2009
to see the Village have something that is so high end that nobody wants to utilize.
Motion by Trustee Zannis, seconded by Trustee Carson to direct Village staff to proceed with
review of the two RFPs and to make a recommendation to Village Board at the next regular
scheduled meeting.
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Moy, Saiyed, Carson, Wolin and Zannis.
Nays: 0 - None.
Abstain:0 — None. Motion carried.
E. LEAF PICK UP
Trustee Wolin presented the two options for leaf pickup. One option included what has
been done in the past, and if we choose that then the next motion would be to purchase a leaf
pick up machine. We currently have two machines, one of which is in trouble and needs
replacement.
The other option is to have the homeowner's contract with our waste hauler, purchase waste
bags or containers and put stickers on them. In review of the two options, it is his opinion that
the correct choice is to go with option 1, which is to continue the leaf pickup in its current
form.
Motion by Trustee Wolin, seconded by Trustee Carson, motion to continue the leaf pickup in
its current form.
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Moy, Saiyed, Carson, Wolin and Zannis.
Nays: 0 - None.
Abstain:0 — none. Motion carried.
F. VACUUM LEAF LOADER
Trustee Wolin explained that the Village went out to bid for this piece of equipment and
received five responses, two were considered responsive to the RFP and three were considered
non - responsive. We are recommending the lowest bidder.
Motion by Trustee Wolin, seconded by Trustee Aktipis motioned that the Village Board
award a contract subject to staff review for a vacuum leaf loader to the lower responsive
responsible bidder Standard Equipment Company in the amount of $44,835.00.
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Moy, Saiyed, Carson, Wolin and Zannis.
Nays: 0 - None.
Abstain:0 — None. Motion carried.
G. ETHICS PRESENTATION
Trustee Carson discussed the Ethics seminar he attended in May. The information presented
was divided into two main areas. One was a presentation on the Illinois Reform Commission
110 -day report by Pat Quinn, prior to becoming Governor. This report included campaign
finance, enforcement, anticorruption type tools, government structure, various things on better
government, including elections, hiring practices /abuses, open meetings act, etc. A lot of time
VILLAGE OF OAK BROOK Minutes Page 7 of 9 REGULAR MEETING OF JUNE 23, 2009
was spent on procurement procedures and transpariency.
Other parts of the seminar was presented by Joe Birkett and his staff on a variety of issues.
Trustee Carson is recommending that the Board invite Joe Birkett's office to do a smaller
version of the ethics presentation at a future Village Board meeting. The Village Board
members concurred with this recommendation.
H. ACE HARDWARE FOUNDATION BIKE EVENT
Trustee Wolin indicated Joanne Mueller was present from Ace Hardware. She spoke
regarding the history of this private event and what the fundraising event entails.
Trustee Wolin motioned. Seconded by Trustee Aktipis, to approve the use of the Oak Brook
Path System for the Ace Tour de Kids Family Bike Event on July 25, 2009.
VOICE VOTE. Motion carried.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER
Taste of Oak Brook coming up July 3rd, from 4:00 -9:00 PM on the polo fields.
B. VILLAGE CLERK
Oak Brook Autumn Fest Committee is looking for sponsors for the upcoming event on
Sunday, September 20, 2009.
Oak Brook has a website www.oak- brook.gW. The agenda is posted every Friday before the
Village Board meetings. If you are unable to get it, we will have it e- mailed to your home or
come in and pick one up.
Bath and Tennis Club luncheon buffets on Wednesday, 11:30 AM — 2:00 PM. Please come and
enjoy.
11. C. TRUSTEES — None presented.
D. VILLAGE PRESIDENT
Please come out for the July 3rd Taste of Oak Brook event.
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 (2c 11).
Motion by Trustee Wolin, seconded by Trustee Aktipis, to 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 (2c 11).
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Carson, Moy, Saiyed, Wolin and Zannis.
Nays: 0 - None.
Abstain: 0 — None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 8 of 9 REGULAR MEETING OF JUNE 23, 2009
The meeting was adjourned to Closed Meeting at 9:29 p.m.
ADJOURNMENT
Motion by Trustee Wolin seconded by Trustee Carson, to adjourn the Regular Meeting of the
Board of Trustees at 10:18 p.m. VOICE VOTE: Motion carried.
ATTEST:
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 9 of 9 REGULAR MEETING OF JUNE 23, 2009