Minutes - 09/08/2009 - Board of TrusteesMINUTES OF THE SEPTEMBER 8, 2009 REGULAR MEETING
OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK. BROOD APPROVED AS WRITTEN OR AS
AMENDED ON SEPTEMBER 22, 2009.
CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by Village Clerk,
Charlotte Pruss 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: Trustees Stelios Aktipis, James Carson, Mark Moy, Moin Saiyed, Gerald Wolin
Elaine Zannis.
ABSENT: President John W. Craig.
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; Sharon Dangles, Acting Finance Director;
Thomas McEllin, Fire Chief; Margaret K.linkow Hartmann, Library Director; Michael Hullihan,
Public Works Director; Thomas Sheahan, Chief of Police and James Fox, Information and
Technology Manager.
Motion by Trustee Wolin, seconded by Trustee Zannis, to appoint Trustee Stelios Aktipis as
acting Chairman in the absence of President John W. Craig, VOICE VOTE: Motion carried.
3. PRESIDENT'S OPENING COMMENTS — None.
4. RESIDENTNISITOR COMMENTS — None.
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. There will be no separate discussion of these items unless a board member so
request, 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
1) Ratification for Period Ending August 21, 2009 - $2,443,852.09
2) Accounts Payable for Period Ending September 4, 2209 - $446,831.86
Significant Items included in Above:
a. Legal Bills
1) Hervas, Condon & Bersani, P.C. Legal Services -- July 2009 - $1,150.50
2) Hervas, Condon & Bersani, P.C. — Legal Services — July 2009 - '$6,090.50
b. DuPage Water Commission — July 2009 - $223,518.18
c. K -Five Construction — Payout #2 — 2009 Paving Project - $174,813.45
d. Illinois Tollway — I" Payment per Agreement — Reconstruction of 22 "d Street -
$1,670,000.00
e. Prime Construction — Payout #2 & Final Payment 2009 Drainage Project — Part A -
$5,293.62
f., Oak Brook Area Chamber of Commerce — Overnight Stays Project — Second Quarter
Expenses - $15,000.00
B. APPROVAL OF PAYROLL FOR PAYROLL ENDING AUGUST 8, 2009 -
$803,275.08
C. COMMUNITY DEVELOPMENT REFERRALS
1. Referral — NIA Hiffman — Oak Brook Promenade — Text Amendment Zoning Ordinance
Section 13 -7 -3B
2. Referral — Village of Oak Brook -- Text Amendment 'Planned Development Regulations
3. Referral — Village of Oak Brook — Map Amendment — Planned Development Overlay
District
D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS � ,
1. Snow Ploy Services
E. BUDGET ADJUSTMENTS
1. Sports Core Maintenance Services
F. ORDINANCES & RESOLUTIONS
1. Ordinance, G -898, > An Ordinance Amending Section 6 -3 -613. (Security Service
Monitoring Charge) of Chapter 3 (Automatic Burglar Alarms) of Title 6 (Police
Regulations) and Section 10 -2 =5B. (Security Service ;Monitoring Charge) of Chapter 2
(Fire Prevention) of Title 10 (Building Regulations) of the Village Code of the Village of
Oak Brook, Illinois in Relation to Increase of Fees.
2. Ordinance G -899, And Ordinance Amending Title 4, Chapter 1, Section 8A of the
Village Code of the Village of Oak Brook, Illinois Relative to the Number of Authorized
Liquor Licenses.
G. MONTHLY TREASURER'S REPORT — July 2009
H. AWARD OF CONTRACT -- Tyler Technologies — Annual Financial Software
Maintenance
I. PRIME CONSTRUCTION – Change Order #1 – 2009 Drainage Project – Part A -
$2,625.00
Motion by Trustee Wolin, seconded by Trustee Carson, to approve the Consent Agenda'and
authorize expenditures as presented or amended. ROLL CALL VOTE:
Ayes: 6 – Trustees Aktipis, Carson, Moy, Saiyed, Wolin and Zannis
Nays: 0
Abstain: 0
Motion passes.
7. ITEMS REMOVED FROM CONSENT AGENDA - None
8. BOARD & COMMISSION 'REc6mM. ENDATIONS
a. Groth – 44 Windsor Drive – Variation – Driveway Gates
Trustee Moy moved to concur with the Zoning Board of Appeals and authorize the attorney to
prepare the necessary ordinances for final consideration at the September 22, 2009 Village Board
regular board meeting and recommends that the Village Board approve the variation of driveway
gates at 44 Windsor Drive. Seconded, by Trustee Carson. VOICE VOTE: Motion carried
9. UNFINISHED BUSINESS
a. Taste of Oak Brook Event Report,
Trustee Zannis present a Power Point presentation on the 2009 event and the projected 20I0
Taste of Oak Brook. A few of the 2010 objectives:
1. The event is self - staining
2. Increase per car charge from $5 to $10
3. Increase sponsorship of existing contributors
4. Seek new sponsors
Trustee Zannis motioned to seek approval to begin working on the 2010 event, seconded by Trustee
Carson. VOICE VOTE: Motion carried
b. Additional Budget Reductions
Manager Niemeyer reported on additional reductions
Trustee Zannis motioned to accept the report, seconded by Trustee Wolin. VOICE VOTE: Motion
carried.
10. ACTIVE BUSINESS
A. Confirmation of Appointments – None
B. Ordinances & Resolutions
1. Ordinance 200 —SWM -ODDS -897, and An Intergovernmental' Agreement Between the
Village of Oak Brook and the County of DuPage, Illinois for the Implementation of the Illicit
Discharge Detection,and Elimination Program.
2. Resolution R -1053, A Resolution Executing and Intergovernmental Agreement Between the
Village of Oak Brook and the County of DuPage, Illinois for the Implementation of the Illicit
Discharge Detection and Elimination Program.
Motioned by Trustee Wolin, seconded by Trustee Carson to pass resolutions one and two. ROLL
CALL VOTE:
Ayes: 6 -- Trustees Aktipis, Carson, Moy, Saiyed, Wolin and Zannis
Nays: 0
Abstain: 0
Motion passes.
3. Ordinance G -896, An Ordinance Amending Title 4, Chapter 1, Section 8A of the Village
Code of the Village of Oak Brook, Illinois Relative to the Number of Authorized Liquor
Licenses. � `
Motion by Trustee Zannis, seconded by Trustee Saiyed to pass ordinance. ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Carson. Moy, Saiyed, Wolin and Zannis
Nays: 0
Abstain: 0
C. AWARD OF CONTACTS
1. 2009 Audit Services
2. Jorie Boulevard LAPP Project Inspection Services Agreement
Motioned by Acting Chairman Aktipis, seconded by Trustee Carson to approve contracts one and
two. ROLL CALL VOTE:
Ayes: 6- Trustees Aktipis, Carson, Moy, Saiyed, Wolin and Zannis
Nays: 0
Abstain: 0
Motion passes
D. HISTORICAL SOCIETY AGREEMENT
The Historical Society asked this, item be tabled
E. PRIMECO CYPRES SETTLEMENT, FUND DISBURSEMENT
Motioned by Trustee Moy, seconded by Trustee. Zannis to approve the mass notification system.
ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin and Zannis
Nays: 0
Abstain: 0
Motion passes
F. CITIZEN'S FINANCE ADVISORY COMMITTEE UPDATE
Committee Member Adler presented recommendations to reduce costs to balance the financial
budget. Below is an overview of the recommendations:
1. Employee Compensation Benefits. Mr. Adler noted that 75% of total cost of operations is
employee compensation benefits.
2. Introduced the members of,the Finance Advisory Committee.
3. Financial Situation. Mr. Adler noted that the sales tax revenue had decreased from 10 years alto.
And that the gap between revenues and expenditures has increased.
4. Observations and Recommendations. The Committee recommends that all salaries, pay grades
and benefits be frozen at 2009 levels and that salary decreases across the board may be needed.
The Committee would like updated job descriptions for all positions as soon as possible. Mr.
Adler noted that most job descriptions are outdated.
The Committee observed the Village's current compensation practices and noted that 80% of
employees are- at top of grade, most likely due to cost of living adjustment and merit increases.
Mr. Adler said this is not typical in private industry.
The Committee also recommends ,an updated salary study, which they would like to include
private employers for benchmarking and comparables.
The Committee is also recommending that the Village's fringe benefits be reevaluated and
brought into alignment «,ith prevailing market ,practices including the private industry.
Trustee Wolin moved to adopt the report.
VOICE VOTE: Motion carried.
G. BRITTWOOD CREED SUBDIVISION
Trustee Wolin motioned to reduce the irrevocable letter of credit #616708200 -500 in the amount
of $154,822.80 to the Bridgeview Bank Group, seconded by Trustee Moy.
ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Carson. Moy, Saiyed, Wolin and Zannis
Nays: 0
Abstain: 0
Motion passes
H. LA FITNESS SIGNAGE -CL' EARWATER DEVELOPMENT
Trustee Moy motioned 'to approve, seconded by Trustee Saiyed, to accept the sign design.
ROLL CALL VOTE:
Ayes: 2 — Trustees Moy and Saiyed
Nays: 4 — Trustees Aktipis,�Carson, Wolin and Zannis
Abstain: 0
Motion fails.
I. SUMP PUMP /RO,OF DRAINAGE DISCHARGES
Trustee Wolin motioned to defer Village Engineer Dale Durfey's proposed solution so that he
may research what other Villages have done. Seconded by Trustee Zannis.
11. INFORMATION & UPDATES
A. Village Manager — Asked the residents and business to watch their mail for an invitation
to the introductory opening on Wednesday, September 160' for Calihan Catering at the
Bath & Tennis Clubhouse.
B. Village Clerk Reminder that the Wednesday Buffet is tomorrow at the Bath & Tennis
Club from 1 1:30- 2:00pm.
C. Trustees: Trustee Carson - Reminder that the Annual Autumn Festival will be held on
Sunday, September 21" at the Bath & Tennis Club.
Trustee Zannis -- Commented on actions the Board has taken that has or will have a
positive effect on our revenues such as the outsourcing of the!poolside cafe, the Bath &
Tennis Banquet Facility. The Taste of Oak Brook had a more positive effect on our
revenue and the budget, cuts will have a positive effect. I She referred to a resident
comment regarding the Board's lack of etTort relative to the business community.
Trustee Zannis shared a letter from the Greater Oak Brook Chamber of Commerce which
referenced the Village's contribution of $15,000 to the Overnights Stays program.
Trustee Zannis explained that The Chamber of Commerce rents a bus and invites a
variety of businesses and tours them throughout Oak Brook hoping to increase the
Overnight Stays. On June 22 °d Trustee Moy, President Craig and Trustee Zannis joined
and toured 20 representatives of a variety of associations and corporations. The Chamber
anticipates $600,000 of revenue will be generated from these groups where $30,000 will
come back to the Village of Oak Brook. Trustee Zannis wanted it noted that the Village
is working with the business community and looks forward to continuing efforts.
12. ADJOURN TO CLOSED MEETING to discuss collective negotiating matters between the
public body and its employees or their representatives, or deliberations, concerning salary
schedules for one or more classes of employees (2e2) and to consider the appointment,
employment, compensation, discipline, performance, or dismissal of specific employees of the
public body or legal counsel for the public body, inQluding 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 (2cl). Trustee Aktipis made a motion, seconded by Trustee Wolin.
ROLL CALL VOTE: .
Ayes: 5 -- Trustees Aktipis, Carson, May, Saiyed, Wolin and Zannis
Nays: 0
Abstain: 0
Adjourned to closed session at 9:34 p.m.
13. ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Saiyed, to adjourn the Regular Meeting
of the Board of Trustees at 10:56 p.m. VOICE VOTE: Motion carried.
ATTEST:
Charlotte K. Pruss
Village Clerk