Minutes - 09/25/2012 - Board of Trustees (2)CALL TO ORDER
MINUTES OF THE SEPTEMBER 25, 2012 REGULAR MEETING
OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
OCTOBER 9, 2012
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
7:03 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 Stelios Aktipis, Michael Manzo, Mark
Moy, and Gerald Wolin
ABSENT: Trustees Asif Yusuf (arrived at 7:07 pm), and Elaine Zannis.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Robert L. Kallien, Jr., Community Development Director;
Sharon Dangles, Finance Director; Tom McEllin, Fire Chief, Sue Madorin,
Library Director; James Kruger, Police Chief; Mike Hullihan, Public
Works Director; and Mark Burkland, Attorney.
PRESIDENT'S OPENING COMMENTS
President Lalmalani introduced Attorney Mark Burkland from Holland and Knight and
stated that he is filling in for Peter Friedman for tonight's meeting. He stated Attorney
Friedman is off in observance of the Yom Kippur holiday.
President Lalmalani announced that Pinstripes opened for business on Friday, September
21"
President Lalmalani announced that the Village partnered with the Park District for a
successful Oktoberfest event. He thanked all our Village employees who participated in
the softball tournament that was held as part of Oktoberfest.
President Lalmalani announced that on September 29`s the Oak Brook Library will be
hosting an Electronics Recycling Event.
President Lalmalani removed 3 items from the Consent Agenda. Item 6.F.2.
ORDINANCE S -1347, Rezoning and Granting a Map Amendment located at the
Southwest Corner of Route 83 and 35h Street and Item 6.F.5. RESOLUTION R -1199,
Approving the Final Plat for the Templeton Woods Subdivision were removed per the
request of the developer. Both items will be delayed for 2 weeks. Item 6.F.8.
RESOLUTION R -1201, Approving/Authorizing execution of an Agreement between the
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Village and Accurate Tank for a Replacement Fuel Dispenser and Monitoring System was
removed because more research needs to be done.
4. RESIDENTNISITOR COMMENT
Resident William Lindeman complimented the Village on their ability and willingness to
keep residents informed by recording meetings and issuing press releases. He also stated
that there will be two referendum questions on the November 4h ballot regarding the Oak
Brook Park District.
Other residents and visitors who signed up to speak will do so during the agenda item.
5. APPROVAL OF MINUTES
A. SPECIAL BOARD OF TRUSTEES MEETING OF SEPTEMBER 11, 2012
Motion by Trustee Manzo, seconded by Trustee Wolin to approve the minutes of the
Special Board of Trustees Meeting of September 11, 2012. VOICE VOTE: Motion
carried.
B. REGULAR BOARD OF TRUSTEES MEETING OF SEPTEMBER 11, 2012
Motion by Trustee Wolin, seconded by Trustee Yusuf to approve the minutes of the
Regular Board of Trustees Meeting of September 11, 2012. 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 September 21, 2012 - $1,283,475.98
Significant Items included in Above:
1) Hervas, Condon & Bersani, P.C. - Legal Services - August, 2012 - $3,848.34
(FY12 — YTD - $17,666.56)
2) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C. — Legal Services —
August, 2012 -$8,956.69 (FY12—YTD-$74,384.72)
3) Seyfarth, Shaw, LLP — Legal Services — July & August, 2012 - $11,524.39 (FY12
— YTD - $73,757.23)
4) Rathje & Woodward, LLC — Legal Services — August, 2012 - $3,333.33
(FY12 — YTD - $27,086.10)
5) Holland & Knight, LLP — Legal Services — July, 2012 - $11,195.00
(FY 12 — YTD - $100,196.29)
TOTAL LEGAL BILLS PAID FOR 2012 - $301,844.76
6) DuPage Water Commission - August, 2012 - $397,455.65
7) James J. Benes & Associates - Payout #5- 2012 Water Main Project - $17,279.95
B. Approval of Payroll for Pay Period Ending September 15, 2012 - $667,475.35
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C. Community Development Referrals — NONE
D. Authorization to Seek Bids or Proposals or Negotiate Contracts: - NONE
E. Budget Adjustments — NONE
F. Ordinances & Resolutions
1) ORDINANCE 2012- ZO- V -EX -S -1346, An Ordinance Granting a Variation from
the Provisions of Section 13- 12 -31-1.2 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 2021 Swift Drive in the Village of Oak
Brook, Illinois
2) ORDINANCE 2012- ZO -TA -G -980, An Ordinance Approving a Text
Amendment to Section 13 -1OB -2 of the Zoning Ordinance of the Village of Oak
Brook
3) ORDINANCE 2012- ZO- SU -EXI -S -1348, An Ordinance Granting A Special Use
to Allow Lewis University to Operate a Post Baccalaureate School at 1111 22 Id
Street in the Village of Oak Brook, Illinois
4) ORDINANCE 2012- ZO- V -EX -S -1349, An Ordinance Granting Variations from
Certain Provisions of Sections 13 -11 -10 and 13 -11 -14 of Title 13 ( "Zoning
Regulations ") of the Village of Oak Brook Relative to a Wall Sign for the
Property at 1111 22nd Street in the Village of Oak Brook, Illinois
5) RESOLUTION 2012- PW- AG -EX -R -1200, A Resolution Approving and
Authorizing the Execution of an Agreement with the Larson Equipment and
Furniture Company for Replacement Lockers for the Village of Oak Brook's
Department of Public Works
6) ORDINANCE 2012- ENG -PW -G -981, An Ordinance Amending Section 8 -5 -1 -2
of the Oak Brook Village Code in Relation to Performance Security for
Removal/Replacement of Driveways
7) ORDINANCE 2012 -PP -S -1351, An Ordinance Authorizing the Sale, Donation or
Disposal of Certain Items of Personal Property Owned by the Village of Oak
Brook
8) RESOLUTION 2012 -B &T- WETLAND -AG -R -1202, A Resolution Approving
and Authorizing the Execution of an Agreement By and Between the Village and
Encap, Inc. for Wetland Restoration at the Entrance of the Bath and Tennis Club
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9) RESOLUTION 2012- FI- MUNIS -AG -R -1203, A Resolution Authorizing the
Execution of Agreements By and Between the Village and Tyler Technologies,
Inc. for Munis Support Services
G. Monthly Treasurer's Report— August 31, 2012
Motion by Trustee Wolin, seconded by Trustee Moy, to approve the Consent Agenda and
authorize expenditures as presented or amended.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Manzo, Moy, Wolin, and Yusuf
Nays: 0 — None
Abstain: 0 — None
Absent: 1 —Trustee Zannis
Motion carried
ITEMS REMOVED FROM CONSENT AGENDA — NONE
8. BOARD & COMMISSION RECOMMENDATIONS — NONE
9. UNFINISHED BUSINESS
A. Ordinances & Resolutions
1) ORDINANCE 2012- ZO- V -EX -S -1350, An Ordinance Granting a Variation to
Allow Soccer Field Lights to be Installed at 1450 Forest Gate Road in the Village
of Oak Brook, Illinois
Trustee Moy stated that at the September I Ith meeting, the Village Attorney was directed
to prepare an ordinance granting approval of variations for the Park District property. He
stated the only issue that was in contention was the lights off time for field 1, which will
be deferred until the October 9h meeting.
Resident Ernie Karras brought the Board up to date on the progress made between the
Forest Gate subdivision and the Park District regarding the field 1 lighting issue. He also
stated that the Park District feels that there is a mistake in the 2010 ordinance with respect
to lighting at field 1.
Community Development Director Kallien stated that the only other remaining issue is
parking spaces around Forest Gate subdivision.
Manager Niemeyer stated that he asked staff to look at the design of the parking spaces to
determine how the safety aspect can be improved.
Trustee Aktipis stated that the Village has the responsibility to insure ordinances are
enforced and followed.
Trustee Wolin asked Community Development Director Kallien to explain the mistake in
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the 2010 ordinance.
Community Development Director Kallien stated that ordinance 1084, which was passed
in 2004, allowed fields 1, 2, 3, and 4 to be used until 10:00 pm up to October 31, but
when Ordinance 1296 was approved in 2010, it restricted the time field 1 can be used
until 10:00 pm up to Labor Day, and until 9:00 pm from Labor Day until October 3151. He
also stated that the purpose of ordinance 1296 was to only modify who can use field 1.
Motion by Trustee Moy, seconded by Trustee Manzo to approve Ordinance S -1350,
which approves the requested variations to permit the construction of four (4) seventy
(70) foot light poles on the synthetic turf soccer field; and a variation to amend Conditions
of Ordinances S -1296 and S -1084 with respect to fields 2, 3, and 4.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Manzo, Moy, Wolin, and Yusuf
Nays: 0 — None
Abstain: 0 — None
Absent: 1 — Trustee Zannis
Motion carried
2) ORDINANCE 2012- TC -RR -G -982, An Ordinance Amending Chapter 2 ( Traffic
Schedules) of Title 7 (Motor Vehicles and Traffic) of the Village Code of the
Village of Oak Brook in Relation to Forest Gate Road
Trustee Yusuf stated that the ordinance adds another stop sign at the intersection of Forest
Gate Road at the entrance to the Forest Gate subdivision and also prohibits u -turns. He
stated that this is a safety enhancement.
Trustee Wolin stated that he hopes that the issues between the Forest Gate subdivision and
the Park District can be resolved in a favorable way to both parties.
Resident Ernie Karras stated that the Forest Gate subdivision agrees with the stop sign and
prohibiting u -turns.
Trustee Moy stated that there is no contention with the Park District and Forest Gate
subdivision on the added stop sign and the no u -turn sign.
Laure Kosey from the Park District stated that the Forest Gate subdivision and the Park
District will try to come up with solutions to the field 1 lighting and the parking along
Forest Gate Road issues.
Motion by Trustee Yusuf, seconded by Trustee Aktipis to approve adding the west end of
Forest Gate Road to Title 7 (Motor Vehicles and Traffic), Chapter 2 (Traffic Schedules),
Section 1, Schedule III: Four Way Stop Intersections, and adding Forest Gate Road from
Jorie Boulevard west to the entrance of the Forest Gate subdivision to 7 -2 -1, Schedule X,
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No U -Turns Allowed.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Manzo, Moy, Wolin, and Yusuf
Nays: 0 —None
Abstain: 0 — None
Absent: 1 — Trustee Zannis
Motion carried
3) Award of Purchasing Card Services (P -Card) Agreement and Approval of
Increase of Purchasing Authority
A. ORDINANCE 2012- BD- VMR -PG -G -983, An Ordinance Amending Chapter
7 of Title 1 of the Oak Brook Village Code Relating to the Purchasing
Authority of the Village Manager
B. RESOLUTION 2012- PG- FI -AG -R -1204, A Resolution Approving and
Authorizing the Execution of an Agreement By and Between the Village and
US Bank for the Establishment of a "P- Card" Purchasing System
Trustee Aktipis stated that the new p -card system will allow better financial control for
the village. He also stated that the increase in the Village Manager's purchasing authority
will allow the manager to act independently on urgent matters, although all matters are
eventually approved by the Board.
Motion by Trustee Aktipis, seconded by Trustee Manzo that the Village Board authorize
the Village Manager to enter into a Purchasing Card Services (P -Card) Agreement with
US Bank for five (5) years, with a one (1) year extension, by approving Resolution R-
1204, "A Resolution Approving and Authorizing the Execution of an Agreement by and
Between the Village of Oak Brook and US Bank for the Establishment of a "P- CARD"
Purchasing System." Further, that the Village Board amend the Village's purchasing
ordinance in order to increase the Manager's purchasing authority from $15,000 to
$20,000 by approving Ordinance G -983, "An Ordinance Amending Chapter 7 of Title 1
of the Oak Brook Village Code Relating to the Purchasing Authority of the Village
Manager."
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Manzo, Moy, Wolin, and Yusuf
Nays: 0 — None
Abstain: 0 — None
Absent: 1 —Trustee Zannis
Motion carried
10. ACTIVE BUSINESS
A. Confirmation of Appointments —NONE
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B. Ordinances & Resolutions — NONE
C. Award of Contracts — NONE
D. Final Approval — Strategic Plan
Manager Niemeyer presented a PowerPoint presentation on the 2012 -2015 Strategic Plan.
Highlights of the presentation are as follows:
• Six Primary Village Goals:
(1) Promoting economic development
(2) Operating a fiscally conservative, low -tax operation
(3) Enhancing transportation access and facilities
(4) Continuing to promote and upgrade Oak Brook's stellar image
(5) Maintaining and enhancing Village services to residents
(6) Improving employee productivity and morale
• Current Top Priorities:
(1) Work with Oak Brook Shopping Center /Sears to ensure upgrading of
infrastructure and positive future development of mall
(2) Continue to work with Chamber on redeveloping aging office /retail
properties as well as promoting undeveloped properties
(3) Lobby General Assembly to maintain current sales tax formula, fight other
reductions of state shared revenues
(4) Beautify 22nd Street, Route 83 corridors
(5) Enhance employee customer service training
(6) Make sure all documents /presentations at public meetings are professional,
easily understood by public
(7) Develop Sports Core long term plan that will improve its financial position
(8) Evaluate what Village would need to do if it wanted to receive Baldrige
Award
(9) Work with Chamber /neighboring communities on resolving Flagg Creek
issues that inhibit business development
(10) Continue to aggressively apply for state /federal grants
(11) Review opportunities to consolidate /cooperate with other governments,
including fire department, other departments, and other local taxing bodies
(12)Increase use of website, social media, Blackboard system to promote
Village
(13)Increase information in Civic Association newsletter and to HOA
presidents
(14) Make employee safety improvements to PD and Village Hall
• Going Forward
(1) 2013 budget will begin to reflect strategic plan priorities
(2) Plan will be reviewed and updated to reflect changing priorities
(3) Approval of plan major achievement for Village
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Trustee Aktipis stated that Manager Niemeyer has been instrumental in how the strategic
plan information was gathered and presented.
Motion by Trustee Aktipis, seconded by Trustee Manzo to approve the 2012 -2015
Strategic Plan.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Manzo, Moy, Wolin, and Yusuf
Nays: 0 — None
Abstain: 0 — None
Absent: 1 — Trustee Zannis
Motion carried
11. INFORMATION & UPDATES
A. VILLAGE MANAGER — NONE
B. VILLAGE CLERK
Clerk Pruss stated that October 91h is the last day that the Village can register voters for
the November 61h general election. She also stated that absentee ballot applications are
available at Village Hall, the Library, and the Park District. She further stated that
precinct maps, and early voting locations are available at Village Hall and on the Village
website.
Clerk Pruss discussed the April 9h municipal election. She stated that three trustees are
up for re- election. Packets are available at Village Hall from 8:00 am — 4:30 pm through
December 241h. Packets must be picked -up by residents interested in running for
Trustee. She further stated that her goal is to have 75% of registered voters vote at the
April 9, 2013 municipal election.
C. TRUSTEES
Trustee Manzo stated that he is disappointed with Oakbrook Terrace's decision to
approve the red light camera study for the intersection of 22nd Street and Route 83. He
also stated that he is equally disappointed with the company they chose to conduct the
study and believes that there are political connections.
President Lalmalani stated that we should do the best we can to try to work on issues
with neighboring communities.
Trustee Aktipis stated that he is also concerned about the red light camera issue. He
believes that the red light camera will have a great financial impact on Oak Brook. He
hopes that we can resolve this issue before the red light camera is installed.
Trustee Yusuf stated that the red light camera will financially affect both communities
and that Oakbrook Terrace does not realize the impact that the camera will have on
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them. He asked everyone to be very careful while on the roads and to be aware of
children at play.
He also asked everyone to not pile their leaves on the street. He also wished everyone
who partakes in deer hunting luck and wished everyone of the Jewish faith a happy Yom
Kippur.
D. VILLAGE ATTORNEY —NONE
E. VILLAGE PRESIDENT
Chief Kruger stated that Matthew Philips, our newest Police Officer, was sworn in by
Clerk Pruss on September 24`s. He also stated Tim Walsh, our second newest Police
Officer, will be graduating from the Police Academy on September 28`".
Chief Tom McEllin thanked the Oak Brook Women's Club on their generous donation
to the Fire and Police Departments.
Sports Core Director VanDyke stated that there are a lot of out of town visitors in the
Oak Brook area because of the Ryder Cup that will take place this weekend.
Library Director Madorin announced that on September 29u' from 9:30 am — 12:30 pm,
the Oak Brook Library will be hosting an Electronics Recycling Event. She encouraged
everyone to drop off unwanted electronics. A full list of acceptable items is posted on
the Library section on the Village website.
Finance Director Dangles stated that staff is working on the 2013 budget. She also
stated that June sales are down 11% as compared to the same time period last year. She
further stated that the Village is still 5% over budget this year.
Trustee Aktipis stated that we need to remain very conservative when it comes to
budgeting.
Assistant Manager Wing stated that his mother is doing well and is out of the hospital.
He also stated that he appreciates all the well thoughts and prayers.
Public Works Director Hullihan stated that the leaf pick up schedule is on the Village
website and in the Village newsletter. He also stated residents can call the Public Works
Department with any questions.
Community Development Director Kallien mentioned the Pinstripes grand opening. He
also stated that the Oakbrook Mall is in the process of a multi - million dollar renovation.
He also stated that there are many positive things that are happening in Oak Brook. He
also discussed the strip mall on Route 83 and the difficulty the Village has retaining
good quality vendors due to lack of good access and visibility of the area.
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Trustee Aktipis asked Community Development Director Kallien if he can reveal any
plans for the Sears property. Community Development Director Kallien stated that Sears
plans to downsize and to create additional space for other potential tenants.
12. ADJOURNMENT TO CLOSED SESSION For the purpose of discussing (1) the sale or
lease of property owned by the public body and (2) minutes of meetings lawfully closed
under this act pursuant to section 2c(6) and 2c(21) of the Illinois Open Meetings Act,
respectively
Motion by Trustee Aktipis, seconded by Trustee Yusuf to adjourn to closed session for the
purpose of discussing (1) the sale or lease of property owned by the public body and (2)
minutes of meetings lawfully closed under this act pursuant to section 2c(6) and 2c(21) of
the Illinois Open Meetings Act, respectively.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Manzo, Moy, Wolin, and Yusuf
Nays: 0 — None
Abstain: 0 — None
Absent: 1 — Trustee Zannis
Motion carried
This meeting was adjourned to Closed Session at 8:21 pm.
13. ADJOURNMENT
Motion by Trustee Manzo, seconded by Trustee Wolin, to adjourn the Regular Meeting of
the Board of Trustees at 9:25 pm. VOICE VOTE: Motion carried.
ATTEST:
/s /Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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