Minutes - 07/08/2008 - Board of TrusteesMINUTES OF THE JULY 08, 2008 REGULAR MEETING OF THE
PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN ON NOVEMBER 11,
2008.
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 James Carson, Jeffrey J. Kennedy,
Kathryn F. Manofsky, Moin Saiyed, Robert G. Sanford and Gerald Wolin.
ABSENT: None.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Mark Sterk, Village Attorney; Robert L. Kallien, Jr., Director of
Community Development; Dale L. Durfey, Jr., Village Engineer; Darrell J.
Langlois, Finance Director; James Bodony, Fire Chief; Bruce F. Kapff,
Director of Information Services & Purchasing; Mark King, Police
Sergeant and Trey VanDyke, Golf Club Manager.
3. PRESIDENT'S OPENING COMMENTS
A. SALARY PLAN PRESENTATION — HAY GROUP
Assistant Village Manager Blain Wing indicated that the Village has worked with the
Hay Group which is a Human Resources consulting firm in the past. As of 2006 there
was a finalization of their most recent study into a pay plan which was also used for
the 2008 pay plan. In anticipation of the Board's objectives to form an ad -hoc
committee to frame a new compensation philosophy the Hay Group would provide
information for the Board to consider in the deliberations.
Ms. Angela Brauneis and Bill Bowbin of the Hay Group made a presentation to the
Board. discussing some key elements that are involved in a salary program and issues
that should be considered in creating a compensation philosophy.
Trustees Kennedy, Wolin and Saiyed all expressed that they felt the tenure portion of
the salary plan is above average and that pay increases must be more closely linked to
merit and performance.
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Motion by Trustee Manofsky, seconded by Trustee Carson, to create an ad -hoc
Compensation Committee, which shall include the Village Manager Dave Niemeyer,
Assistant Village Manager Blaine Wing, two Trustees and two Department Directors,
with the unnamed Trustees to be determined by the Village President and the Directors
by the Village Manager. This ad hoc Committee will frame a new compensation
philosophy, focus on objectives that interface with current practices, and provide a
written report back to the Village Board with their recommendation in early fall 2008.
VOICE VOTE: Motion carried.
4. RESIDENT /VISITOR COMMENT
Mr. Steve Hansen from the Illinois Cycling Association regarding the Road Race
Championship that they would like Oak Brook to host. He updated the Board on their
attempt to discuss concerns of homeowners on the race. He was looking to work with
them to satisfy their concerns.
Assistant Manager Wing indicated that there had not been feedback from the groups and
because of the shortened time frame it may not be possible to move forward for this year.
Dr. Forutan addressed the Board regarding the race indicating his concerns for emergency
vehicle access. He did not see any value in the race for the residents.
Trustee Kennedy suggested that if residents were given veto power over events due to
traffic concerns there would never be any community events such as the fireworks and the
taste of Oak Brook.
Consensus of the Board was taken to direct staff to allow the event to move forward. The
majority agreed to move forward in 2008 as long as the Police Department and Fire
Department felt it was doable, which they did.
5. APPROVAL OF MINUTES — None presented
6. CONSENT AGENDA
All items on the Consent Agenda are considered to be routine in nature and will be
enacted in one motion.
A. Accounts Payable for Period Ending July, 2008 - $411,851.06
Significant Items included in Above:
1) Seyfarth, Shaw — Legal services - May, 2008 - $1,186.25.
3) Odelson, Sterk - Mucha issue legal services - May, 2008 - $555.00
4) Rimkus Consulting - Lorig matter legal services - June, 2008 - $68.75
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B. Approval of Payroll for Pay Period Ending June 28, 2008 - $746,492.
C. Community Development Referrals — None presented
D. Authorization to Seek Bids or Proposals or Negotiate Contracts — None presented
E. Budget Adjustments — None presented
Trustee Saiyed requested item 6.A.2) Odelson, Sterk - Legal services - May, 2008 -
$39,862.70 be removed for further discussion.
Motion by Trustee Kennedy, seconded by Trustee Sanford, to approve the Consent
Agenda and authorize expenditures as amended. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
ITEMS REMOVED FROM CONSENT AGENDA
2) ODELSON, STERK - LEGAL SERVICES - MAY, 2008 - $39,862.70
Trustee Saiyed asked Manager Niemeyer to look into the costs of DUI legal
services to determine if the cost justifies the expense. Attorney Sterk indicated
that his firm would pull the files and provide a chart to show how many cases and
fines, etc. to determine if it was a feasible program. He did add that the labor
costs for police staff to attend is decreased when it is handled in- house.
Motion by Trustee Kennedy, seconded by Trustee Sanford, to authorize payment
to Odelson, Sterk for Legal services for May, 2008 in the amount $39,862.70.
ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
BOARD & COMMISSION RECOMMENDATIONS — None presented
UNFINISHED BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented
B. ORDINANCES & RESOLUTIONS - None presented
C. AWARD OF CONTRACTS — None presented
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10. NEW BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented
B. ORDINANCES & RESOLUTIONS — None presented
C. AWARD OF CONTRACTS — None presented
D. EMERALD ASH BORER/GYPSY MOTH UPDATE
The intent of the following is to provide you and the Village Board with some basic
information on two potentially troublesome forestry related issues that need
discussion and perhaps consensus on how best to move forward. Though
independent of one another, they can be easily bundled together for more efficient
management and resource allocation.
Emerald Ash Borer
With the recent discovery of the emerald ash borer in the City of Chicago as well as a
few suburbs - Wilmette, Naperville, St. Charles to name a few - it probably is only a
matter of time (if not already here), before the borer is detected in Oak Brook. To
summarize numerous recent newspaper articles related to the ash borer, the bottom
line is that they project a grave danger to our ash population, both public and private.
The ash borer larvae accomplish this mass destruction by burrowing into the bark of
the tree and carving a series of serpentine channels through the tree's circulatory
system. These channels interrupt the trees' ability to draw water and nutrients up the
trunk, and in time, the tree dies. This is only complicated further as the borer has few
natural predators and the few pesticides that have been developed to date, have to be
applied annually at a cost of approximately $200 per tree per injection. With nearly a
1,000 public ash trees alone, treatment simply might be cost - prohibited.
Gypsy Moths
Though not uncommon to Oak Brook, (we, as well as homeowners, have observed
them for years), the recent gypsy moth concern has been kept in check in recent years
by the Illinois Department of Agriculture's (IDOA) surveillance and treatment
program.
Unfortunately, with IDOA moving their "Slow- the - Spread" program out of DuPage
and into Will County, we, and other entities around us, are on our own to develop and
implement a management /action plan to replace their efforts. At the risk of sounding
like an alarmist, the ramifications of doing nothing could become disastrous.
Unlike the ash borer, the Gypsy Moth caterpillar does damage by being an extremely
ravenous feeder that prefers Oak leaves (it will and does consume other species) and
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can devour up to one square foot of leaves per day. Left unattended, (the gypsy moth
too, has few natural predators) they can inhabit an oak tree, or a grove of oaks, and in
short order, completely defoliate the tree(s) leaving it susceptible to other insects and
diseases - even a healthy oak can only withstand a few seasonal defoliations before
succumbing. In spite of the fact that gypsy moths cannot be eradicated, preventative
control methods, such as aerial treatments with BT, are very effective in keeping the
moth population in control and mitigating tree damage and eventual loss.
Summary
In summary, it is extremely important that the Village direct their attention to these
issues as soon as possible and investigate options for a managed approach to mitigate
these and any future concerns that might impact our tree population, private as well
as public. As the current Public Works Department is ill- equipped both technically
and operationally to address these issues, one thought would be to hire, through a
contractual arrangement perhaps, a competent forester who could be charged with
some, if not all, of the following:
• Conduct a Village -wide general survey, noting boundaries and adjacent stands of
trees /forests and how one infected might impact another stand in close proximity.
• Begin steps to implement a parkway tree inventory to quantify our forestry assets.
Obviously this would assist in developing costs for whatever programs or tactics
are employed.
• Identify existing problem areas (infestations) and offer a course of proactive steps
for consideration - ie surveillance traps, aerial /ground treatments, public
education.
• Identify, solicit and develop partnerships with other affected entities (Homeowner
Associations, Private Businesses, other Governmental Agencies, and adjacent
communities) for the purpose of information sharing, economies of scale for any
area -wide treatments, and explore /foster the possibility of cost - sharing by both
public and private entities.
Trustee Wolin reported that the Morton Arboretum at a Committee -of -the -Whole in
the near future would make a presentation. The treatment plan is something that
might be wise to consider.
However, Trustee Saiyed indicated that he had an infected tree and used an injection
treatment recommended by the Homeowner's Association that did not work.
E. BEAUTIFICATION COMMITTEE UPDATE
Trustees Kennedy and Manofsky brought the Village Board up to date on the recent
activities of the Beautification Committee.
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10. E. Trustee Kennedy provided history that indicated that for at least ten years there had
been interest in adding beautification improvements to the major streets and
boulevards. He reported that a few trees had been planted, but that funding had been
a problem in terms of doing anything major. In 2005 the Board put out an RFP to do
a master plan for beautification of the Village streets. Those proposals were
reviewed and the Board awarded the contract to Hitchcock Design Group which then
spent 2006 doing studies, investigation and holding public meetings. The result was
that at the end of 2006 the Board adopted the master beautification plan for streets in
the Village. At the same time the Board appointed a Beautification Committee which
consisted of Trustees Kathryn Manofsky and Jeffrey Kennedy; Robert L. Kallien, Jr.,
Director of Community Development; Michael J. Meranda, Public Works Director;
some Homeowner Association Presidents and some business leaders from the
community. They recognized that the plan was great, but there was no money in the
general fund to support it. Beginning in 2007 the Board increased the Hotel Tax by
two percentage points (from 1% to 3 %) with the additional revenues dedicated to
streetscape beautification in the hotel district. Those additional revenues will
generate approximately $800,000 annually. The hotel district is defined as N. Spring
Road, Jorie Blvd. and 22nd Street from Route 83 east to I -294. The committee will
shortly recommend expansion of the hotel district to include Route 83 north of 22nd
Street and York Road between Clearwater Drive and Dover Drive.
He indicated general conclusions of the Committee include replacing the existing,
outmoded, shoebox street lights which are very inefficient. They would be replaced
with more modern, efficient, street lighting that would have a distinctive look. In
addition there would be median treatments with irrigation to prevent the burden on
the Public Works staff to water plantings everyday and electrical conduit for future
projects. There would also be additional tree plantings on the sides of the streets. In
addition there would be monument signs at the key entrances to the Village. The
Committee recommended four projects that have had preliminary approval by the
Board.
They will review the progress of beautification improvements from Salt Creek east to
the 1 -294 overpass. These improvements include plantings, street lights and median
improvements. Hitchcock Design has completed preliminary construction drawings.
Once final drawings are approved we will be working with IDOT to try and get these
permits turned around as quick as possible which will determine when construction
on this project will begin.
The gateway sign proposed at the southwest corner of York Road and 22nd Street will
be bid separately. The committee has approved a sign. Hitchcock will study how a
second primary gateway sign would fit on the SE corner of the Oakbrook Center
property or adjacent on McDonald's property.
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The Village also recently applied for an Illinois Transportation Enhancement Grant
for beautifying Route 83 from 22nd St to 31St. We do not know when grant
announcements are expected to be made.
In 2009 the committee would like to move forward with beautification improvements
on 22nd Street from Salt Creek west to Spring Road. We will need to approve a design
and engineering contract to complete this work. This area is included in the hotel
taxing district so hotel tax funds can be used.
The committee would also like to consider Route 83 north from 22nd Street to 16th
Street as a potential project in 2010. The Village is exploring the option of including
this area in the hotel taxing district to fund the improvements. The village will need
to coordinate this work with Oakbrook Terrace and IDOT. Burial of overhead utilities
would be considered as part of this work.
He reminded the Board that there were dedicated funds set aside from the Hotel Tax
for these projects. The $1.25 million budget for 2008 had not yet been used because
of the delays working with IDOT. Commonwealth Edison has offered to bury the
overhead utility lines from Salt Creek to Fire Station #2. The Village is working with
them to possibly extend that to York Road using Hotel Tax revenues.
11. INFORMATION & UPDATES
A. VILLAGE PRESIDENT
President Craig reported on the Taste of Oak Brook and the wonderful comments
regarding the event. The parking lots were filled to capacity and all of the food
vendors sold out of their products and are asking whether the Village will repeat the
event next year. He thanked Trustee Manofsky for her efforts. She also thanked staff
for their help.
B. VILLAGE MANAGER
Manager Niemeyer concurred with Trustee Manofsky's comments on the staff
participation. He also reported that the Village has received numerous phone calls
with 97% of them being good comments on the event.
C. VILLAGE CLERK
She reminded residents of the Bath & Tennis Clubhouse Wednesday Luncheon
Buffets and encouraged them to participate.
She also reminded residents of the upcoming November 4, 2008 Presidential
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election and provided information and dates for voter registration, early voting and
absentee voting.
12. ADJOURN TO CLOSED MEETING to consider the appointment, employment,
compensation, discipline, performance, or dismissal of specific employees of the public
body or legal counsel for the public body, including hearing testimony on a complaint
lodged against an employee of the public body or against legal counsel for the public
body to determine its validity (2c 1).
President Craig announced that there was no business to discuss at a Closed Meeting so
this item was removed from the Agenda.
13. ADJOURNMENT
Motion by Trustee Kennedy, seconded by Trustee Carson, to adjourn the Regular Meeting
of Tuesday, July 8, 2008 at 9:13 p.m. VOICE VOTE: Motion carried.
ATTEST:
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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