Minutes - 12/14/2010 - Board of Trustees (3)MINUTES OF THE DECEMBER 14, 2010 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE
OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 25,
2010.
1. CALL TO ORDER
The Regular 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 7:20
pm.
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,
Moin 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 McEliin, 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.
3. PRESIDENT'S OPENING COMMENTS — None
4. RESIDENTNISITOR COMMENT
Resident Bill Lindeman requested that the Finance Committee create guidelines for when
and how to use the reserve fund.
Trustee Aktipis stated that the reserve fund is only to be used in emergency situations, such
as a natural disaster.
5. APPROVAL OF MINUTES
A. REGULAR BOARD OF TRUSTEES MEETING OF SEPTEMBER 28, 2010
Motion by Trustee Wolin, seconded by Trustee Carson to approve the Regular Board of
Trustees Meeting of September 28, 2010. VOICE VOTE: Motion carried.
B. SPECIAL BOARD OF TRUSTEES MEETING OF OCTOBER 12, 2010
Motion by Trustee Wolin, seconded by Trustee Carson to approve the Special Board of
Trustees Meeting of October 12, 2010. VOICE VOTE: Motion carried.
C. REGULAR BOARD OF TRUSTEES MEETING OF OCTOBER 12, 2010
Motion by Trustee Wolin, seconded by Trustee Saiyed to approve the Regular Board of
Trustees Meeting of October 12, 2010. VOICE VOTE: Motion carried.
D. REGULAR BOARD OF TRUSTEES MEETING OF OCTOBER 26, 2010
Motion by Trustee Aktipis, seconded by Trustee Wolin to approve the Regular Board of
VILLAGE OF OAK BROOK MINUTES Page I of 10 REGULAR MEETING OF DECEMBER 14, 2010
Trustees Meeting of October 26, 2010. VOICE VOTE: Motion carried.
E. REGULAR BOARD OF TRUSTEES MEETING OF NOVEMBER 9, 2010
Motion by Trustee Carson, seconded by Trustee Wolin to approve the Regular Board of
Trustees Meeting of November 9, 2010. VOICE VOTE: Motion carried.
F. REGULAR BOARD OF TRUSTEES MEETING OF NOVEMBER 16, 2010
Motion by Trustee Wolin, seconded by Trustee Zannis to approve the Regular Board of
Trustees Meeting of November 16, 2010 as amended. VOICE VOTE: Motion carried.
G. SPECIAL BOARD OF TRUSTEES MEETING OF DECEMBER 4, 2010
Motion by Trustee Wolin, seconded by Trustee Carson to approve the Special Board of
Trustees Meeting of December 4, 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 NOVEMBER 19, 2010 —
$508,934.51
ACCOUNTS PAYABLE FOR PERIOD ENDING DECEMBER 10, 2010 —
$1,754,011.28
Significant Items included in Above:
1) Hervas, Condon & Bersani, P.C. — Legal Services — October, 2010 - $20,229.95
2) Seyfarth Shaw, LLP — Legal Services — September and October, 2010 - $1,761.00
3) Illinois Department of Transportation — 1 sl Installment/22nd St. Construction -
$1,000,000
4) PirTano Construction — P.O. #9 — 2010 Water Main Replacement - $190,214.74
5) James J. Beres & Associates — P.O. #9 — 2010 Water Main Construction Insp. -
$13,483.85
6) James J. Benes & Associates — P.O. #5 — 2011 ERP Paving Project - $10,204.30
B. APPROVAL OF PAYROLLS
1) For Pay Period Ending November 13, 2010 - $635,553.31
2) For Pay Period Ending November 27, 2010 - $652,856.97
C. COMMUNITY DEVELOPMENT REFERRALS
1) Grotto Restaurant — 2011 Butterfield Road — Special Use — Amend Ordinance
S -1117 to Permit Live Music in Designated Outdoor Dining Areas
D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
VILLAGE OF OAK BROOK MINUTES Page 2 of 10 REGULAR MEETING OF DECEMBER 14, 2010
CONTRACTS — None
E. BUDGET ADJUSTMENTS
1) Library — Library Audio — Visual to Library Books
F. ORDINANCES & RESOLUTIONS
1) Ordinance 2010- BU -EX6 -S -1301, An Ordinance Adopting the Budget of the
Village of Oak Brook for 2011
2) Ordinance 2010- CD -BC -G -939, An Ordinance Revising the Fee and Bond
Schedule by Amending Chapter 4 (Fees and Bonds) of Title 10 (Building
Regulations) of the Village Code of the Village of Oak Brook
1) Website Redesign and Content Management Systems
H. SCAVENGER LICENSE
I. RISK MANAGEMENT INSURANCE
J. YEAR END BILL PAYMENT
K. 2010 WATER MAIN REPLACEMENT PROJECT — 35TH STREET (MEYERS RD TO
CASS CT) — NORTH HALF OF TIMBER TRAILS SUBDIVISION — CHANGE
ORDER #4
L. POLICE DEPARTMENT RUGGEDIZED COMPUTER REPLACEMENT
M. TELEPHONE SYSTEM VOICE PROCESSING SYSTEM REPLACEMENT AND
UPGRADE
N. SOCCER FIELD LEASING
O. VIDEOGRAPHIC AND WEBCAST SERVICES FOR VILLAGE MEETINGS
P. GIS CONSORTIUM SERVICE PROVIDER CONTRACT RENEWAL
Motion by Trustee Aktipis, 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 —None
Abstain: 0 —None
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Absent: 0 —None
Motion carried.
ITEMS REMOVED FROM CONSENT AGENDA
1) Item #6C 1: Grotto Restaurant — 2011 Butterfield Road — Special Use — Amend
Ordinance S -1117 to Permit Live Music in Designated Outdoor Dining Areas
Trustee Wolin stated that Board is being asked to approve the permit request for outdoor
live music in designated areas by the Grotto Restaurant be reviewed by the Plan
Commission and the Zoning Board of Appeals for public hearing. He also stated that there
are a number of things that need to be considered before approving the permit request.
Police Chief Sheahan stated that there have been numerous noise complaints in the past
year and a half from the nearby condo association, but none of the parties who call wanted
to sign a noise complaint. Most instances have been handled very well from the Grotto
Restaurant. He also stated that the direction the band is facing has a lot to do with if the
Police Department received noise complaints. He also stated that he followed up on some
of the noise complaints from the condo association and has met with both parties involved.
He also stated that the Grotto Restaurant entertained the Condo residents with a free meal.
Discussion ensued.
Motion by Trustee Wolin, seconded by Trustee Aktipis to refer a special use request to
amend Ordinance S -1117 to eliminate the use timeframe (April 1 — October 15) and permit
live music in designated outdoor dining areas in the Oak Brook Promenade to the Plan
Commission for review and Zoning Board of Appeals for public hearing.
ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin, and Zannis
Nays: 0 —None
Abstain: 0 —None
Absent: 0 —None
Motion carried.
2) Item 6G1: Website Redesign and Content Management Systems
Trustee Wolin stated that the Village's current website contains a lot of information and is
difficult to find what you are looking for. He stated that he and Trustee Carson volunteered
to help with the development of the new Village website. He also made suggestions on
what should be done before the design of the website begins.
Village Niemeyer stated that CivicPlus conducted a short demonstration on website
redesign and are willing to show the demonstration to the Trustees if interested. He stated
the demonstration shows that the websites they created are very residential oriented.
Trustee Carson stated that there are many positives to this project.
VILLAGE OF OAK BROOK MINUTES Page 4 of 10 REGULAR MEETING OF DECEMBER 14, 2010
Motion by Trustee Wolin, seconded by Trustee Aktipis to waive further bidding and
authorize the Village Manager to execute a three -year agreement with CivicPlus,
Manhattan, Kansas, in a not to exceed amount of $25,000 ($8,250 for 2010, $8,250 for
2011 and $8,250 for 2012).
ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin, and Zannis
Nays: 0 —None
Abstain: 0 —None
Absent: 0 —None
Motion carried.
8. BOARD & COMMISSION RECOMMENDATIONS —None
9. UNFINISHED BUSINESS
A. TEXT AMENDMENTS TO CHAPTER 10, VILLAGE CODE ORDINANCE —
BUILDING REGULATIONS
Present by Trustee Moy. Trustee Moy stated that the last time the Village Building
Codes were updated was in 2001. He also stated that the majority of the current
building codes come from the 2000 International Code Series and that the current
version of the Village's life safety code that is enforced by the Fire Department dates
back to 1993. He further stated after review of the most current reference
codes, the Community Development Department and Fire Department are
recommending adoption of the 2009 International Code family, 2004 Illinois
Plumbing Code, 2004 State of Illinois Elevator Code, the 2008 National Electric
Code and a number of local amendments to these codes that will reflect existing
needs and conditions in the Village.
Community Development Director Robert Kallien further elaborated on the
code modifications. He stated the major change to the codes is the fire sprinkler
requirement for
Motion by Trustee Moy, seconded by Trustee Aktipis to approve the recommended update
to the Chapter 10 — Building Regulations and authorize that the Village Attorney prepare
the necessary ordinances for final consideration at the January 11, 2011 Board of Trustees
Meeting.
ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin, and Zannis
Nays: 0 —None
Abstain: 0 — None
Absent: 0 —None
Motion carried.
10. ACTIVE BUSINESS
A. CONFIRMATION OF APPOINTMENTS
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Motion by Trustee Aktipis, seconded by Trustee Wolin to confirm President Craig's
recommendation to appoint Susan Epstein - Lasinski and Sandra Whittrock to the Oak Brook
Library Commission to fulfill terms to expire in 2013. VOICE VOTE: Motion carried.
B. ORDINANCES & RESOLUTIONS
1)ORDINANCE 20100 -WA -G -940, AN ORDINANCE AMENDING CHAPTER 5 OF
TITLE 8 OF THE VILLAGE CODE OF THE VILLAGE OF OAK BROOK, ILLINOIS
RELATING TO WATER CHARGES
Presented by Trustee Wolin. Trustee Wolin stated that a water rate study was
undertaken and the results were presented to the Board in November. He also stated
that the rates will increase by 4.5% per year through 2013 for residents, 6.5% per year
through 2013 for non- residents, and the bi- monthly admin service charge will increase
from $7 to $8 over the same period. He also stated that this rate structure will allow
us to maintain our water system, provide enough funding to pursue capital
improvements, allow funds to accrue for out of Village areas to allow main
replacements in the 2020 -2030 time period, and maintain a minimum of six months
operational reserve. He further stated that an increase from the City of Chicago or the
DuPage Water Commission is expected in 2012 and that the rates may increase more
than what is recommended in 2012.
Motion by Trustee Wolin, seconded by Trustee Moy to approve Ordinance 20100 -WA -G-
940, An Ordinance Amending Chapter 5 OF Title 8 Of The Village Code Of The Village
Of Oak Brook, Illinois Relating to Water Charges.
ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin, and Zannis
Nays: 0 —None
Abstain: 0 — None
Absent: 0 —None
Motion carried.
C. AWARD OF CONTRACTS
1) CLASSIFICATION AND COMPENSATION STUDY
Presented by Trustee Wolin. Presented by Trustee Wolin. Trustee Wolin stated that he and
Trustee Zannis worked on this project together and that this is a very important study. He
also stated that the Citizens Finance Committee strongly recommended this study be
conducted. He also stated that a committee was formed, interviews were conducted, a short
list of proposers was created, and Public Sector was chosen to conduct the study. He
further stated that Village of Oak Brook employees' salaries and benefits will be compared
to other municipalities and to the private sector.
Motion by Trustee Wolin, seconded by Trustee Zannis to award a Professional Service
Agreement, subject to attorney review, to the firm with the best overall value, Public Sector
Professional Consultants, to conduct the 2011 Classification and Compensation Study in an
amount not to exceed $42,000.
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ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin, and Zannis
Nays: 0 —None
Abstain: 0 — None
Absent: 0 —None
Motion carried.
D. TASTE OF OAK BROOK CONSULTING SERVICES
Presented by Trustee Carson. Presented by Trustee Carson. Trustee Carson stated that
Assistant Village Manager, Blaine Wing, met with restaurants that participated at
previous Taste of Oak Brook events and that they recommended some changes to the
event going forward. He stated the restaurant group was concerned with the high
expenses, need for better PR from the Village, and getting more people at the event
earlier by hiring a band or having other attractions. He also stated that McDonalds
has approved the concept as long as we don't allow food vendors to sell products
that are in direct competition with their menu. He further stated that staff is requesting
an agreement with an event planner that we have not used in the past in order to get a
fresh look.
Assistant Village Manager Blaine Wing explained what will be done differently at the
2011 Taste of Oak event as in previous events.
Discussion ensued.
Motion by Trustee Carson, seconded by Trustee Zannis to allow staff to negotiate and
authorize an agreement for event planning services with Ravenswood Events for the 2011
Taste of Oak Brook.
ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin, and Zannis
Nays: 0 —None
Abstain: 0 — None
Absent: 0 —None
Motion carried.
E. THE CROSSING — 1420 AND 1520 KENSINGTON ROAD — GROUND SIGNAGE
Presented by Trustee Moy. Trustee Moy stated that staff received a letter from Mr. Pat
Kiefer, NAI Hiffman, on behalf of the Dallas Companies and Arthur Goldner &
Associates who currently own the Crossings, a two building office complex located at
1420 and 1520 Kensington who is seeking Board consideration to permit a ground
sign in the Village owned cul -de -sac located at the west end of Kensington Road. He
also stated that Village Attorney Mark Sterk advised that the Villages existing sign
code allows for ground signs.
Trustee Aktipis stated that a standard for ground signs should be developed so that all signs
throughout the Village will look similar.
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Discussion ensued.
Motion by Trustee Moy, seconded by Trustee Aktipis to direct staff to initiate negotiation
on an agreement with NAI Hiffman/Crossings for directional signage on Kensington Road.
VOICE VOTE: Motion carried.
F. WATER TOWER LEASING /ADVERTISING
Presented by Trustee Wolin. Trustee Wolin stated that the Village has been contacted by
several companies regarding how we can make money by selling space on our water
towers for cell phone antennas and advertising. He also stated that we are not pursuing
the advertising on the water towers at this time but will be seeking cell phone companies
to lease space on the towers.
Discussion ensued.
Motion by Trustee Wolin, seconded by Trustee Zannis to direct staff to actively seek
potentially interested cellular telephone carriers to lease space on Village owned Water
Towers and to obtain service from an engineering firm to conduct a study for a not to
exceed amount of $10,000.
ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin, and Zannis
Nays: 0 —None
Abstain: 0 — None
Absent: 0 —None
Motion carried.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER
Village Manager Niemeyer thanked Finance Director Sharon Dangles and staff for
getting through another challenging budget year. He also stated that the Village is
conducting a study on the reserve fund policies of other communities and will advise
the Board of results in January 2011. He also wished everyone a happy holiday season.
B. VILLAGE CLERK
Clerk Pruss stated that she has applications for absentee ballots and that she has the
reading of all emergency notifications that the Village sends to residents. She also stated
that residents can also call 630 - 368 -5099 and the message will be repeated. She also
wished everyone a Merry Christmas and a Happy New Year.
C. TRUSTEES
Trustee Carson stated that the email being circulated among residents that states the
Sports Core /Bath & Tennis will be closing is not true.
VILLAGE OF OAK BROOK MINUTES Page 8 of 10 REGULAR MEETING OF DECEMBER 14, 2010
Trustee Zannis stated that we have had significant positive change at the Sports Core /Bath
& Tennis.
D. VILLAGE PRESIDENT
President Craig wished everyone a very blessed holiday and is looking forward to
a great new year.
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 (2c2), 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 1), and 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).
Motion by Trustee Wolin, seconded by Trustee Carson 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 (2c2), 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 (20), and 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 (2c5).
ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Carson, Moy, Saiyed, Wolin, and Zannis
Nays: 0 —None
Abstain: 0 — None
Absent: 0 —None
Motion carried.
This meeting was adjourned to Closed Meeting at 8:30 pm.
13. ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Zannis to adjourn the Regular Meeting of
the Board of Trustees at 11:08 pm. VOICE VOTE: Motion carried.
ATTEST:
Charlotte K. Pruss
Village Clerk
VILLAGE OF OAK BROOK MINUTES
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REGULAR MEETING OF DECEMBER 14, 2010