Minutes - 07/23/2013 - Board of TrusteesMINUTES OF THE JULY 23, 2013 REGULAR MEETING OF THE
PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN ON AUGUST 27, 2013
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
7:01 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,
Gerald Wolin, and Asif Yusuf.
ABSENT: Trustee Michael Manzo (arrived at 8:30 pm).
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Robert L. Kallien, Jr., Community Development Director; Sharon
Dangles, Finance Director; Gary Clark, Battalion Chief; Sue Madorin,
Library Director; James Kruger, Police Chief; Mike Hullihan, Public Works
Director; Trey VanDyke, Sports Core Director; and Peter Friedman, Village
Attorney.
3. PRESIDENT'S OPENING COMMENTS
President Lalmalani discussed the first Polo match of the 2013 season. He stated that the
next Polo event will be "Family Day" and that it will be on Sunday starting at 1:00 pm.
Tickets can be purchased at oak - brook.org /polo, or at the Village Hall, the library or Oak
Brook Golf Clubhouse. He thanked the committee, staff, sponsors, and volunteers for all
their hard work and dedication.
4. RESIDENT /VISITOR COMMENT
Resident Mark Karambelas discussed the economy, the approval of the new fire ladder
truck, needed architectural changes in the Police Department, and the need to expand
staffing levels. He also thanked Assistant Manager Wing for all his hard work with Polo.
5. APPROVAL OF MINUTES
A. EXECUTIVE SPECIAL BOARD OF TRUSTEES MEETING OF APRIL 29, 2013
Motion by Trustee Wolin, seconded by Trustee Baar to approve the minutes of the
Executive Special Board of Trustees Meeting of April 29, 2013. VOICE VOTE: Motion
carried.
B. EXECUTIVE SPECIAL BOARD OF TRUSTEES MEETING OF MAY 28, 2013
Motion by Trustee Wolin, seconded by Trustee Baar to approve the minutes of the
VILLAGE OF OAK BROOK MINUTES Page I of 7 REGULAR MEETING OF JULY 23, 2013
Executive Special Board of Trustees Meeting of May 28, 2013. VOICE VOTE: Motion
carried.
C. EXECUTIVE REGULAR BOARD OF TRUSTEES MEETING OF MAY 28, 2013
Motion by Trustee Wolin, seconded by Trustee Baar to approve the minutes of the
Executive Regular Board of Trustees Meeting of May 28, 2013. VOICE VOTE: Motion
carried.
D. EXECUTIVE SPECIAL BOARD OF TRUSTEES MEETING OF JUNE 4, 2013
Motion by Trustee Wolin, seconded by Trustee Baar to approve the minutes of the
Executive Special Board of Trustees Meeting of June 4, 2013. VOICE VOTE: Motion
carried.
E. REGULAR BOARD OF TRUSTEES MEETING OF JULY 9, 2013
Motion by Trustee Wolin, seconded by Trustee Moy to approve the minutes of the Regular
Board of Trustees Meeting of July 9, 2013. VOICE VOTE: Motion carried.
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 July 18, 2013 - $2,245,989.63
Significant Items included in Above:
1) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C. — Legal Services —
June, 2013 —
$ 6,350.86 (FYI 3 — YTD - $35,032.33 )
2) Rathje /Woodward - Legal Services — May, 2013 - $3,333.33
(FYI 3 — YTD - $16,666.65 )
3) Seyfarth, Shaw, LLP — Legal Services — May /June, 2013 - $437.75
(FYI3 — YTD - $3,652.20)
TOTAL LEGAL BILLS PAID FOR 2013 - $125,385.76
4) DuPage Water Commission — May 31, 2013- $352,719.38
5) Suburban General Contractors — Payout #1 — 2013 Water Main Project - $104,699.03
B. Approval of Payroll for Pay Period Ending July 6, 2013 - $762,253.00
C. Community Development Referrals
1) Principal Real Estate Investors - 700 Commerce — Variation — Sign Regulations
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2) Protein Bar — 2040 York — Special Use - Outdoor Dining
3) Roti Mediterranean Grill — 2109 Clearwater Drive —Special Use —Outdoor Dining
4) Old Town Pour House — 8 Oakbrook Center — Special Use - Outdoor Dining
D. Authorization to Seek Bids or Proposals or Negotiate Contracts
1) Authorization to Seek Bids — Safety Pathway Paving Project
E. Budget Adjustments —NONE AT THIS TIME
F. Ordinances & Resolutions
1) RESOLUTION 2013- SR- PP- FP -EX -R -1282 — A Resolution Approving the
Preliminary and Final Plat for the Polo Lane Subdivision
2) RESOLUTION 2013- PW- EQ -AG -R -1283 A Resolution Approving and
Authorizing the Execution of an Agreement With Standard Equipment Company
for a Replacement Vacuum Leaf Loader
3) RESOLUTION 2013- PD- FR -AG -R -1284 A Resolution Approving and
Authorizing the Award of a Contract to Range Systems to Upgrade the Village's
Gun Range
4) RESOLUTION 2013 -BD -CL -MIN -EX I -R -1285 A Resolution for the Approval
and Release of Closed Meeting Minutes
G. Monthly Treasurer's Report — June 30, 2013
H. 2013 Membership Renewal —Illinois Municipal League
1. DuPage Mayors & Managers Conference 2013 -2014 Membership Dues and Annual
Debt Service Assessment
Motion by Trustee Wolin, seconded by Trustee Baar 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 — N one
Abstain: 0 —None
Absent: 1 — Trustee Manzo
Motion carried
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7. ITEMS REMOVED FROM THE CONSENT AGENDA
Item 6.G. Monthly Treasurer's Report — June 30, 2013
Trustee Adler requested that in future reports that funds be categorized as either
available or restricted. Discussion ensued regarding municipal bonds.
Motion by Trustee Adler, seconded by Trustee Moy to approve Item 6.G.,Monthly
Treasurers Report. VOICE VOTE: Motion carried
8. BOARD & COMMISSION RECOMMENDATIONS —NONE
9. UNFINISHED BUSINESS —NONE
10. ACTIVE BUSINESS
A. Confirmation of Appointments — NONE
B. Ordinances & Resolutions —NONE
C. Authorization to Seek Bids or Proposals or Negotiate Contracts — NONE
D. Award of Contract — NONE
E. Polo Update
Assistant Manager Wing updated the Board on upcoming Polo matches, sponsorship,
marketing, and the Polo program. He also gave a quick recap on the July 19`h Polo match.
F. Sports Core Update
Sports Core Director VanDyke updated the Board on Sports Core finances for the first 6
months of the year, and plans for the remaining of the year. The update included the
following:
• Record rainfall in Oak Brook
• Golf Course flood in April
• All fee areas negatively affected by rain
• B &T memberships meet budget
• Golf rounds down 25%
• Sports Core net revenues down $110,689 vs. budget
• Without grant project — down $24,888 vs. budget
• Looking forward — July and beyond
• Marketing
• New hire at the Bath & Tennis Club
• Upcoming major events at the Golf Course
Discussion ensued regarding the Sports Core finances, food and beverage services, and
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reasons why it's difficult to take a snapshot of finances in June.
G. Golf Drainage Project Update
Sports Core Director Van Dyke gave a brief status update on the engineering study being
conducted by Christopher Burke on golf drainage. He stated that Christopher Burke has
done some modeling and has completed the on -site evaluation of the golf course pumping
stations. He also stated that there are three more major tasks that need to be completed by
Christopher Burke. The study is expected to be complete in early fall.
H. Strategic Plan Update
Manager Niemeyer gave a PowerPoint presentation on the strategic plan update. The
presentation covered the following:
• Plan approved in 2013
• Review of where the Village is at, priorities for 2014
• Board should develop consensus on any change to the plan, vote on updated plan at
next meeting
• Goals
1. Continue promoting economic development
2. Continue to operate a fiscally conservative, low -tax operation
3. Enhance transportation access and facilities
4. Continue to promote and upgrade Oak Brook's stellar image
5. Maintain and enhance village services to residents
6. Improve employee productivity and morale
2014 initial issues to address
1. Early revenue and expenditure trends
2. What to do with excess of $2.2 million in general fund
3. Sports Core — consider any additional revenue sources such as internal
leasing charges, set as a foundation (5010), use hotel tax revenues to pay
for marketing and special events
4. Personnel/Resources — shortage in several areas: marketing, event
management, sports core management, clubhouse, library, fire admin, HR,
IT, building inspections, facility cleanliness
5. Facility issues
6. Board priorities for 2014
Discussion ensued regarding the strategic plan and goals, promoting and marketing village
events, continued efforts to attract young families to Oak Brook, potential architectural
changes to the Butler Government Center, potential uses for excess funds, utilization of
hotel tax funds, and the need for more resources for all village departments.
Trustee Manzo requested that the Board look into creating a restrictive fund for the
acquisition of open space and creating more usable open space, such as walk and bike
paths and a river walk. The Board consensus was to investigate this issue further.
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11. INFORMATION & UPDATES
A. VILLAGE MANAGER —NONE
B. VILLAGE CLERK
Clerk Pruss stated that the video on the website that is titled the June 9a' meeting is the
July 9`h meeting and that the videographer will correct it soon.
C. TRUSTEES
Trustee Yusuf extended his condolences to Trey and Keith VanDyke, and Peter
Friedman for their losses.
Trustee Moy congratulated Building Inspector Bill Hudson for publishing his first book.
Trustee Baar congratulated Village staff on a job well done at the last Polo event.
Trustee Manzo echoed Trustee Yusufs sentiments. He congratulated his son's baseball
team on winning the championship. He also congratulated Village staff for their hard
work and stated that the village is moving in the right direction.
D. VILLAGE ATTORNEY
Attorney Friedman reported on ruling from the Appellate Court of Illinois on an Open
Meetings Act and FOIA case. He stated that the Appellate Court ruled that
communication sent or received by members of a public body from either a public or
private device or account during a public meeting that pertains to public business is
subject to FOIA. Communication sent or received by members of a public body outside
the context of a public meeting is not subject to FOIA.
E. VILLAGE PRESIDENT
Chief Kruger invited everyone to attend the annual National Night Out Event on August
6u' from 5:00 pm — 8:00 pm. He stated that on August 18 — 20, CALEA assessors will be
on sight to examine the Police Department for certification. He recognized Deputy Chief
Cates on his great work with chairing the CALEA Committee.
Public Works Director Hullihan discussed the different projects taking place throughout
the Village.
Community Development Director Kallien stated that the Community Development
Department is generating a lot of revenue with less staffing than it had 5 years ago. He
also stated that all village staff should be congratulated.
President Lalmalani announced that the next Board meeting will be held on Tuesday,
August 27h.
Manager Niemeyer stated that a Committee of the Whole meeting to discuss pensions
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will be held on Monday, August 26th.
12, ADJOURN TO CLOSED SESSION For the purpose of discussing (1) minutes of meetings
lawfully closed under this act, (2) appointment, employment, compensation, discipline,
performance, or dismissal of specific employees of the public body, (3) collective
negotiating matters, (4) to consider the purchase or lease of real property, and (5) litigation
matters, pursuant to Sections 2c(21), 2c(1), Section 2c(2), Section 2c(5), and Section
2c(11) of the Illinois Open Meetings Act, respectively
Motion by Trustee Wolin, seconded by Trustee Manzo to adjourn to closed session for the
purpose of discussing (1) 1) minutes of meetings lawfully closed under this act, (2)
appointment, employment, compensation, discipline, performance, or dismissal of specific
employees of the public body, (3) collective negotiating matters, (4) to consider the
purchase or lease of real property, and (5) litigation matters, pursuant to Sections 2c(21),
2c(1), Section 2c(2), Section 2c(5), and Section 2c(11) of the Illinois Open Meetings Act,
respectively.
ROLL CALL VOTE:
Ayes: 6 — Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 —None
Abstain: 0 — None
Absent: 0 —None
Motion carried
The meeting was adjourned to closed session at 9:41 pm.
13. ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Yusuf, to adjourn the Regular Meeting of
the Board of Trustees at 11:17 pm. VOICE VOTE: Motion carried.
ATTEST:
Charlotte K. Pruss /s/
Charlotte K. Pruss
Village Clerk
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