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Minutes - 10/26/2010 - Board of TrusteesMINUTES OF THE OCTOBER 26, 2010 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON DECEMBER 14, 2010. CALL TO ORDER The Regular Meeting of the Village Board of Trustees was called to order by President John W. Craig in the West Wing Training Room of the Butler Government Center at 7:04 pm. 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 Stelios Aktipis, James Carson, Mark Moy, Moira Saiyed, Gerald Wolin and Elaine Zannis. ABSENT: None. IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village Manager; Robert Kallien, Community Development Director; Sharon Dangles, Finance Director; Thomas McEllin, Fire Chief; Sue Madorin, Library Director; Thomas Sheahan, Police Chief, Michael Hullihan, Public Works Director; Trey VanDyke, Sports Core Director; and Mark Sterk, Village Attorney. PRESIDENT'S OPENING COMMENTS President Craig announced that there is a power failure in the Samuel E. Dean Board Room and therefore the meeting will to be held in the West Wing Training Room. 4. RESIDENT /VISITOR COMMENT Resident Gopal Lalmalani commented on the motion made by the Citizen's Advisory Finance Committee at their last meeting to no longer post audiotapes of their meetings on the Village website. He requested that the Board rescind the decision made by the Finance Committee. He also stated that if the decision is made to outsource the Communication Center the quality of service must remain high and the response time must remain low. Resident Al Knuth stated that he is concerned about the Village legal fees. He recommends that a full -time on staff attorney be hired for a fixed cost in order to save money. Resident Rich Allison discussed the York Tavern text amendment. Resident Bill Lindeman stated that he agrees with resident Lalmalani regarding the Citizen's Advisory Finance Committee minutes and transparency. He stated the meetings should be videotaped and placed on the website. He also stated that the Communication Center should not be kept in- house. Resident Mario Vescovi asked why a study of all departments has not been conducted by an outside organization and that a salary study should be done. VILLAGE OF OAK BROOK MINUTES Page 1 of 8 REGULAR MEETING OF OCTOBER 26, 2010 Resident Constatine Xinos stated that he has been receiving threats and he will not put up with it. Resident Kathy Giangrasse stated that the Communication Center should not be outsourced. She also stated that the Citizen's Advisory Finance Committee minutes should be videotaped. Attorney Sterk addressed the comments made by resident Al Knuth. He stated that when there was an in house attorney on staff years ago, labor law matters and litigations were farmed out. He also stated that he gives IRMA as much work as he can to reduce the cost to the Village. Chief McEllin addressed comments made by resident Constantine Xinos. He stated that the firefighters have all been very professional throughout this situation and that labor negotiations have not been going on for 2 'h years. Trustee Aktipis addressed comments made by residents regarding transparency and the Citizen's Advisory Finance Committee. He stated that the committee members are not trying to hide anything but wanted to make certain that there are no mistakes on who is making comments and observations. He also stated that the meetings should be videotaped. President Craig stated that the Citizen's Advisory Finance Committee members are outstanding and do not get paid for the work they do for the Village. He also stated that he does not want to lose any of the members on the committee. Chief Sheahan addressed comments made by residents. He stated that first time DUI cases are now prosecuted in local court and administrative adjudication hearings are now being held at the Village. He also stated that an internal study of the Police Department was completed and he is okay with having an outside company doing a study as well, but should wait until the results of the Early Retirement Program are in since it can dramatically change the organizational chart of the Police Department. He further stated that the Police Department is CALEA certified. Trustee Moy gave a history of how the Citizen's Advisory Finance Committee was formed and why the last two meetings of the committee were taped and put on the Village website. He stated that he respects the decision of the committee not wanting their meetings on the Village website since they are an ad hoc committee and the only reason their meetings are recorded is because the Civic Association requested this so they can do a synopsis of the meetings in their newsletter. He also stated no other ad hoc committee meetings are taped. 5. APPROVAL OF MINUTES A. REGULAR BOARD OF TRUSTEES MEETING OF AUGUST 10, 2010 Motion by Trustee Aktipis, seconded by Trustee Saiyed to approve the Regular Board of Trustees Meeting of August 10, 2010. VOICE VOTE: Motion carried. B. SPECIAL BOARD OF TRUSTEES MEETING OF AUGUST 12, 2010 VILLAGE OF OAK BROOK MINUTES Page 2 of 8 REGULAR MEETING OF OCTOBER 26,20 10 Motion by Trustee Aktipis, seconded by Trustee Wolin to approve the Special Board of Trustees Meeting of August 12, 2010. 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 OCTOBER 22, 2010 - $916,944.67 Significant Items included in Above: 1) Seyfarth Shaw, LLP — Legal Services — August, 2010 - $14,041.94 2) Hervas, Condon & Bersani, P.C. — Legal Services — September, 2010 - $7,750.60 3) Odelson & Sterk, Ltd. —Legal Services— September, 2010 - $30,777.27 4) DuPage Water Commission — September 2010 - $240,026.67 5) James J. Benes & Assoc. —P.O. #7 — 2010 Water Main Const. Inspection - $21,303.54 6) A.C. Pavement Striping Co. —P.O. #2 — 2010 Micro Surfacing - $182,174.67 B. APPROVAL OF PAYROLL 1) Payroll for Pay Period Ending October 16, 2010 - $647,266.77 C. COMMUNITY DEVELOPMENT REFERRALS —None D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE CONTRACTS 1) Utility Locate Services E. AWARD OF CONTRACTS 1) 2010 Wind Damaged Street Light Replacements F. BUDGET ADJUSTMENTS G. ORDINANCES & RESOLUTIONS H. MONTHLY TREASURER'S REPORT— SEPTEMBER 2010 I. 2010 THIRD QUARTER HOTEL /MOTEL TAX RECEIPTS Motion by Trustee Carson, seconded by Trustee Zannis 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 —None Abstain: 0 — None Absent: 0 —None VILLAGE OF OAK BROOK MINUTES Page 3 of 8 REGULAR MEETING OF OCTOBER 26, 2010 Motion carried. 7. ITEMS REMOVED FROM CONSENT AGENDA — None 8. BOARD & COMMISSION RECOMMENDATIONS — None 9. UNFINISHED BUSINESS — None 10. ACTIVE BUSINESS A. CONFIRMATION OF APPOINTMENTS — None B. ORDINANCES & RESOLUTIONS — None C. AWARD OF CONTRACTS —None D. DUCOMM PRESENTATION Presented by Trustee Wolin. Trustee Wolin stated that he is in favor of going to a centralized communication center. He also stated that there are other options other than DuComm. He further stated that the Board is not making a decision to go with a centralized 911 dispatch center at tonight's meeting but to direct staff to pursue the option and obtain additional research. Trustee Wolin gave a brief overview of DuComm. DuComm was created in 1975 and services 30 police and fire departments in DuPage County. Based on current trends, that number will grow. DuComm is unit of local government and is governed by its members. Trustee Wolin stated there are several reasons to consolidate the communication center. First and most importantly, we will get better service for our residents. At times, the Village has only one dispatcher on duty whereas DuComm has 53 full -time dispatchers that serve nearly 700,000 people. DuComm also has extensive training for dispatchers. Second, the Village will save approximately $300,000 per year. Third, if the Village does not consolidate, the Village will have to spend $1,000,000 to $2,000,000 for advanced communication equipment in the next year to two years. Technologies are always advancing which is also forcing consolidation. Trustee Wolin also stated that both Chiefs Sheahan and McEllin are in favor of consolidation and it's the right thing to do. Trustee Aktipis stated that the only thing he doesn't like about consolidation is that he believes that government should always be small and close to the people but this is not always practical. He also stated that he has a conflict with cost and is not convinced on where to draw the line and if it does not cost too much to keep the Communication Center in house he would rather keep it intact. Trustee Moy stated that our dispatchers agreed to take a pay cut in order to keep their jobs. He also stated that•the Village should do all it can to help them gain other employment if the consolidation should occur. VILLAGE OF OAK BROOK MINUTES Page 4 of 8 REGULAR MEETING OF OCTOBER 26,20 10 Trustee Carson stated that he has not made up his mind yet but would like to see all the options to consolidation and decide whether if they are good enough to pursue. Manager Niemeyer stated that his suggestion to the Board is to reconvene a committee, do a comparison of all options and decide what the best option for the Village is. President Craig stated that it has to be proven that DuComm will have dispatchers that know Oak Brook very well because we live in very litigious times. He has a feeling of security knowing that the Village dispatchers know Oak Brook very well. Trustee Zannis stated that Oak Brook is a very unique community and residents do not want to be treated like everyone else. She stated that moving the Communications Center is a lifelong decision and once you choose to consolidate you cannot turn back. She further stated that she voted not to consolidate with Westmont in order to not give up the power and authority to run government the way the Village wants to run government. She further stated that the Village needs to consider keeping the Communication Center in -house and that the first priority is the citizens of Oak Brook and second is the finances. Trustee Wolin stated that a lot of valid concerns have been raised and that more research needs to be done and everyone needs to be very comfortable with the final decision. He reiterated that today's vote is to direct staff to explore consolidation and not to consolidate. Brian Tegmeyer, Executive Director of DuComm, gave an overview of DuComm. He stated that his goal is to show what DuComm is. A detailed presentation was given to Board members prior to the meeting. He discussed the following: History and Vision of DuComm Organizational Structure Agency Structure Members of DuComm Communications Extensive Training Program Statistics Operating Systems Additional Services of DuComm (technical services, support services, human resources, tactical dispatch, public education) Brian Tegmeyer stated that since his tenure there have been no lawsuits for operational issues and one pending lawsuit for a personnel matter. Trustee Moy asked if DuComm foresees updating their equipment soon. Brian stated that radios will be supplied by NTSB and furniture is budgeted to be replaced soon. He also stated that another DuComm center may be built as a back -up or a second operational center due to the rise in membership interest. A study is being conducted to determine if this is necessary. VILLAGE OF OAK BROOK MINUTES Page 5 of 8 REGULAR MEETING OF OCTOBER 26, 2010 Trustee Aktipis asked what the Village's costs will be. Brian stated he cannot predict for certain what the cost will be but he has given the eight year cost of a similar town as a comparison. He also stated the fees are determined by the Board that consists of member agencies of DuComm. Trustee Carson asked why the restructuring of DuComm and Brian stated that there was an issue in the past of an employee stealing and the Board felt reorganization was needed. Brain explained the quality assurance methods of DuComm. Trustee Zannis asked about a study that was conducted regarding consolidation. Brian stated that the study was done by DuPage communities in order to see whether they should consolidate and that the results are just preliminary. Trustee Zannis asked how DuComm communicates with its member agencies and police and fire personnel. Brian stated that this is done through the committee meetings and through implementation which takes many months to complete. The entire transition is estimated to be six to eight months. Trustee Zannis asked if a not -to- exceed contract amount is possible and if members decide to leave, will that affect the cost to the Village. Brian stated that a not -to- exceed contract may be possible for the first year of membership and if members decide to leave, it can potentially affect the ongoing cost to the Village. Brian stated that DuComm is not a contractual agency but based on membership. Trustee Aktipis asked if agencies that are considering joining DuComm should be worried if a natural disaster should occur and DuComm is hit. Brian stated yes and that a study is being conducted on whether another center should be built in the future for viability. He also stated that there is a plan in place should a natural disaster hit the center today. Trustee Aktipis asked if the cost to join will be very high in the future. Brian stated no since the Board members are the agencies who are served by DuComm who are very fiscal conscience and responsible. Motion by Trustee Wolin, seconded by Trustee Moy to direct the Village Manager to explore consolidated emergency dispatching services with DuComm and to report back with a final recommendation and to include as part of the analysis Norcomm and Southwest. VOICE VOTE: Motion carried. E. WATER CAPITAL IMPROVEMENT PROGRAM (CIP) AND RATE STUDY - DISCUSSION ONLY Presented by Trustee Wolin. Trustee Wolin stated that the last comprehensive water study was conducted in 2005. The capital improvement plan consists of optimization of water pumping control, replacement of water mains, and retirement of excess and failing backup wells. He also stated that American Infrastructure Technology (AIT) completed a study VILLAGE OF OAK BROOK MINUTES Page 6 of 8 REGULAR MEETING OF OCTOBER 26, 2010 and will be reporting their findings. Manager Niemeyer stated that there have been many water main breaks and the rates have increased due to mismanagement at DuPage Water Commission. Bob Khan, President of AIT, presented a summary of the findings of the study conducted. The major findings of the study are: Focus of Capital Improvement Program, optimization of pumps and controls and water main replacement is sound There is no need for additional storage for the next ten years Four options for rate increases are analyzed to set sufficient revenues to pay for the system Bob recommends an increase to $5 per $1,000 gallon for residents and $6.50 per $1,000 gallons for non - residents and a 3% increase every three years after. Bob stated that the water system is 50 years old and well maintained and that replacement components are needed. Trustee Wolin stated that a committee will be formed and will make a final recommendation to the Board. He also stated the biggest problem he sees is the water mains outside the Oak Brook area. Manager Niemeyer stated that he also would like to meet with two trustees to discuss and make a recommendation on the rate increase. Discussion ensued on whether it would be advantageous to the Village to sell the water system. 11. INFORMATION & UPDATES A. VILLAGE MANAGER Manager Niemeyer stated that that the Finance Committee will be invited to the Budget meetings and the issue of taping the Finance Committee meetings will be discussed. He also asked if one Budget meeting can be held rather than two. Trustee Carson stated that the budget can be discussed at a regular meeting. B. VILLAGE CLERK Clerk Pruss made the following announcements: 1) The Civic Association sent out their calendars this week and hopes residents make a $45 donation to cover the costs of the calendars. 2) Early Voting ends October 28t11 and Oak Brook residents can go to the Yorktown Mall to vote. 3) The Village website has a feature through the GIS system that will show residents their polling place and will give directions if you type in your address. C. TRUSTEES VILLAGE OF OAK BROOK MINUTES Page 7 of 8 REGULAR MEETING OF OCTOBER 26, 2010 Trustee Zannis stated that the emergency broadcasting system is highly effective and she would like to see it expanded by informing residents of its existence through the local television channel. D. VILLAGE PRESIDENT —None 12. ADJOURN TO CLOSED MEETING To discuss the purchase or lease of real property for use of the public body, including meetings held for the purpose of discussion whether a particular parcel should be acquired (26). Motion by Trustee Aktipis, seconded by Trustee Wolin to discuss the purchase or lease of real property for use of the public body, including meetings held for the purpose of discussion whether a particular parcel should be acquired (20). ROLL CALL VOTE: Ayes: 5— Trustees Aktipis, Carson, Moy, Wolin, and Zannis Nays: 0— None Abstain: 0 — None Absent: 1 — Trustee Moy (left at approximately 9:00 pm) This meeting was adjourned to Closed Meeting at 9:38 pm. 13. ADJOURNMENT Motion by Trustee Wolin, seconded by Trustee Carson to adjourn the Regular Meeting of the Board of Trustees at 10:01 pm. VOICE VOTE: Motion carried. ATTEST: /s/ Charlotte K. Pruss Charlotte K. Pruss Village Clerk VILLAGE OF OAK BROOK MINUTES Page 8 of 8 REGULAR MEETING OF OCTOBER 26,20 10