Minutes - 12/01/2009 - Board of TrusteesMINUTES OF THE DECEMBER 1, 2009 SPECIAL MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
AUGUST 10, 2010.
CALL TO ORDER
The Special Meeting of the Village Board of Trustees was called to order by President
John W. Craig in the Samuel E. Dean Board Room of the Butler Government Center at
6:34 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, Mark Moy, Mom Saiyed
and Gerald Wolin.
ABSENT: Trustees Stelios Aktipis and Elaine Zannis.
IN ATTENDANCE: None
ADJOURN TO CLOSED MEETING
To consider litigation, when an action against, affecting or on behalf of the Village has
been filed and is pending before a court or administrative tribunal, or when the public
body finds that an action is probable or imminent (2cl 1), 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, including hearing testimony on a
complaint lodged against an employee of the public body or against legal counsel for the
public body to determine it validity (2c1).
Motion by Trustee Wolin, seconded by Trustee Saiyed, to consider litigation, when an
action against, affecting or on behalf of the Village has been filed and is pending before a
court or administrative tribunal, or when the public body finds that an action is probable
or imminent (2cl1), 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, 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]).
ROLL CALL VOTE
Ayes: 4 — Trustees Carson, Moy, Saiyed and Wolin
Nays: 0 —None
Abstain: 0 — None
Absent: 2 — Trustees Aktipis (arrived at 7:19 pm) and Zannis
The meeting was adjourned to Closed Meeting at 6:36 p.m.
RECONVENE
The Special Meeting of the Village Board of Trustees was called to reconvene by
President Craig in the Samuel E. Dean Board Room of the Butler Government Center at
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7:36 p.m.
ROLL CALL VOTE
Village Clerk Charlotte Pruss called the roll with the following persons:
PRESENT: President John W. Craig, Trustees Stelios Aktipis, James Carson, Mark Moy,
Mom Saiyed and Gerald Wolin.
ABSENT: Trustee Elaine Zannis.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Mark Sterk, Village Attorney, Sharon Dangles, Acting Finance Director; Tom
McEllin, Fire Chief, Michael Hullihan, Public Works Director, Thomas Sheahan, Chief of
Police and Trey Van Dyke, Sports Core Director.
3. PRESIDENT'S OPENING COMMENTS
1) 2010 Census — Clerk Pruss reminded Homeowners Association Presidents that the Federal
Government will be mailing census forms to all US residents starting March Is'. The census
form has 10 questions and is due back by the end of March. It is important for all residents
to fill out the form and return because it determines how much federal money the Village can
receive. She stated that residents can call the Village for assistance in filling out the form.
2) 50`h Anniversary Crystal Ornaments — Clerk Pruss announced that the Civic Association is
selling crystal ornaments for $10.
4. RESIDENTNISITOR COMMENT
Resident Tony DiCanio congratulated the Board on the tough decisions they made in the best
interest of the Village. Mr. DiCanio asked the Board members to not support any proposed
modifications of the dam at Graue Mill. He further asked the Board to fully support any
effort that is made to have all Oak Brook residents part of the Oak Brook School District
rather than the Hinsdale School District. Lastly, Mr. DiCanio thanked the Board members
for continuing the leaf pick -up program.
Resident Peter Huizenga stated that he tried to reserve a room at the B &T for a Homeowners
Association meeting but the quote was higher than they received in previous years. The
meeting was held at the Butterfield Country Club. Mr. Huizenga further stated that the
Village should remain with Allied Waste for residential refuse pick -up due to the excellent
service provided.
Resident Richard Allison stated that he will be starting a petition named "Save the Creek" to
protest modifications to the dam at Graue Mill. Mr. Allison commended the Board members
and staff for taking a proactive role in the current budget crisis. He further commended the
Board members and the Chamber of Commerce for forming a partnership for the economic
good of the Village. Mr. Allison also stated that he will be focusing on recruiting
international tourism to the Oak Brook area.
Resident Charles Shemely stated that he was surprised with the decision made at the October
13'h meeting to not accept negotiations between the Village and Allied Waste and go out to
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bid on residential refuse pick up services. Mr. Shemely further stated that Allied Waste
provides excellent service, is reasonably priced and if another vendor is considered we need
to ask them how they can do it better, not how they can do it cheaper.
Resident Cathy Giangrasse stated that the Village has no problems with Allied Waste and
should not switch to another vendor. She further stated that we have a premier pick -up day
and premier service.
Resident William Lindeman stated his support for Allied Waste for residential refuse pick -up
services. Mr. Lindeman also expressed his feelings regarding the Fire Department's budget,
specifically the aerial fire truck that needs repair or replacement. He asked the Board
members to consider instituting a police pension, fire pension or liability insurance tax.
Resident Mario Vescovi stated his support for DisposAll for residential refuse pick -up
services. He stated that DisposAll will cost the residents less and DisposAll proposed an
annual administrative fee that is very attractive.
Resident Tom Volini from DisposAll highlighted some aspects of the proposal they
submitted for residential refuse pick -up services. He stated that service is very important,
they are a local company and they are the low bidder. He further stated that Village
residents will save $400,000 per year or potentially more if the Village takes over the billing.
5. 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 NOVEMBER 20, 2009 -
$360,653.66
Significant Items included in Above:
1) DuPage Water Commission — October, 2009 - $140,676.66
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING NOVEMBER 14, 2009 -
$706, 108.61
C. MONTHLY TREASURER'S REPORT OCTOBER 31, 2009
Motion by Trustee Aktipis, seconded by Trustee Wolin, to approve the Consent Agenda and
authorize expenditures as presented or amended.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin,
Nays: 0 — None
Abstain: 0 — None
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Absent: 1 — Trustee Zannis
Motion carried.
6. ITEMS REMOVED FROM CONSENT AGENDA — None
7. ACTIVE BUSINESS
A. Refuse, Recyclable and Yard Waste Collection Service
Presented by Trustee Wolin. He stated that the Village received four proposals and that
evaluating the proposals is very complex. He encouraged trustees to make a decision tonight
due to the short time -frame. Trustee Wolin discussed the evaluation process and highlighted
the differences between the proposals submitted, mainly concentrating on Allied Waste and
DisposAll. Trustee Wolin also discussed the grant the Village received, with the help from
Allied Waste, for recycling carts for all residents, the in -house billing option, trucks used for
refuse and recyclables, and days of service proposed.
Mr. Tom Volini from DisposAll stated that they are in the recycling business and require that
all residents have a recycling cart, he did not agree with the methodology of the evaluation
and that it was his understanding that Allied Waste's proposal included CPI and fuel
surcharge. He also stated that he cannot do Monday or one day pickup and that he will
consider picking up 4 days a week rather than 5.
Mr. Richard Van der Molen from Allied Waste stated they will provide the recycling carts to
all residents at no additional cost. He further stated that the RFP required a Monday pick -up
or a one day pick -up schedule as an alternative.
Motion by Trustee Wolin, seconded by Trustee Moy, to authorize staff to negotiate a final
agreement with Allied Waste Services, Melrose Park, I1, for the Oak Brook Residential
Refuse, Recyclables, and Yard Waste Collection Services Agreement. Discussion ensued.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin,
Nays: 0 —None
Abstain: 0 — None
Absent: 1 — Trustee Zannis
Motion carried.
B. Risk Management Insurance
Presented by Trustee Moy. In November both Mesirow Financial and Intergovernmental
Rick Management Agency (IRMA) gave presentations for liability and worker's
compensation (w /c) insurance and an Ad Hoc Committee was formed. Trustee Moy stated
that it is a complex issue and it is very hard to compare apples to apples and that he feels
comfortable with staffs recommendation to select a $25,000 deductible and to stay with
IRMA. Trustee Moy asked Assistant Village Manager Blaine Wing to present further data
on the two proposals. Assistant Village Manager Blaine Wing stated the highlights of each
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of the proposals submitted.
Mr. Bush from IRMA stated that there is not a significant difference in premium costs
between IRMA and Mesirow. IRMA has a panel of attorneys that the Village must use.
There are 74 communities in IRMA and a panel of attorneys that handle all claims of IRMA
members. The Village's premium is $1.18 million and should start coming down to levels of
other members of IRMA. Any settlement over $10,000 cannot be authorized without the
approval of the Village. Discussion ensued.
Mrs. Carol from Mesirow stated that their approach is different than IRMA's and that the
Village should start on a clean slate due to the previous bad claim years. They propose
change, partnership, breakdown of losses, and a claim system with lots of detail.
Motion by Trustee Moy, seconded by Trustee Aktipis to select the $25,000 deductible option
for the 2010 calendar year with the Intergovernmental Risk Management Agency (IRMA).
Trustee Moy further recommend that the Village remain a member of IRMA through 2011
by not issuing a withdrawal letter before the end of this year.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin,
Nays: 0 —None
Abstain: 0 — None
Absent: I — Trustee Zannis
Motion carved.
C. Homeowners Association Presidents Open Meeting Forum
President Craig asked Homeowners Association Presidents to discuss any issues they would
like to see addressed and any suggestions on how the Village can improve services.
Don Leoni, President of Hunter Trails, stated he prefers meeting with Board members as
they did previously by having a lunch rather than at a Board meeting. Mr. Leoni discussed
the following:
1) More coordination between the Village and DuPage County on snow plowing of 31 s`
Street, Jorie Blvd., and 22nd Street
2) 22 "d Street Construction completion
3) Business signs should be visible to parties going by on streets
4) Graue Mill dam should remain intact
5) Village should find a way to have direct access to southbound 294
6) Village of Oak Brook deserves a monument visible to travelers on Rte 83 and tollway
7) Agrees with the choice of staying with Allied Waste for residential refuse pick -up
8) Advanced notice that census takers will be coming around will be helpful
Richard Allison, President of the Fullersburg Woods, discussed the following:
1) Homeowners Association open forum should be at the beginning of the Board
meetings in the future or in a more informal setting
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2) York Road is starting to deteriorate
3) Bus service from train stations in Hinsdale and Elmhurst to the Oak Brook area
4) He is working on a marketing contract with the census bureau
George Kouba, President of Yorkshire Woods, discussed the following:
1) Gypsy moth spraying
2) Creek and floodplain changes need to be settled
3) Flag Creek is putting a lift station in our area
4) ComEd to put new poles and wire in our area
5) Noise walls should be put up near 294 by Yorkshire Woods
6) Village should spend money on Risk Management
8. INFORMATION & UPDATES
A. VILLAGE MANAGER
1) Residents can now pay their water bill via the website by clicking on epay.
2) Residents are encouraged to sign up for emergency notifications via the website by
clicking on blackboard connect
3) Chief McEllin and Michael Hullihan are working on receiving quotes to fix the fire
aerial truck
B. VILLAGE CLERK
1) Civic Association Crystal Ornaments are being sold for $10 each
2) No solicitors stickers are available to residents
C. TRUSTEES
Trustees Wolin asked about the request by Rasmussen College for putting up a sign that
exceeds the size allowed by our ordinance. Trustees Wolin and Aktipis stated the request is
reasonable and should be allowed. Discussion ensued.
Poll Vote to accept the Rasmussen College sign as proposed:
Ayes: 5 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin,
Nays: 0 —None
Abstain: 0 — None
Absent: 1 — Trustee Zannis
D. VILLAGE PRESIDENT — None
9. ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Aktipis, to adjourn the Special Meeting of
the Board of Trustees at 9:56 pm. VOICE VOTE. Motion carried.
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ATTEST:
/s/ Charlotte Pruss
Charlotte Pruss
Village Clerk
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