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Minutes - 03/27/2018 - Board of Trustees VILLAGE OF OAK BROOK MINUTES Page 1 of 6 REGULAR MEETING OF MARCH 27, 2018 MINUTES OF THE MARCH 27, 2018 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON APRIL 24, 2018 1. CALL TO ORDER 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 pm. 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 John Baar, Michael Manzo, Moin Saiyed, Edward Tiesenga ABSENT: Trustees Philip Cuevas, Asif Yusuf IN ATTENDANCE: Village Manager Rick Ginex, Finance Director Jason Paprocki, Village Attorney Greg Jones, Development Services Director Tony Budzikowski, Information Technology Director Jim Fox, Police Chief Jim Kruger, Fire Chief Barry Liss, Public Works Director Doug Patchin, Head Librarian Jacob Post, Golf Club Superintendent / Manager Sean Creed 3. PRESIDENT’S OPENING COMMENTS The Chamber held its Annual Awards Meeting and Daniel O’Leary from the Pineoak Partners/Oak Brook Polo Club received the Under 40 Community Leadership Recognition Award. There is a current vacancy on the Board of Fire and Police Commission. He invited residents to apply for appointed positions. Wished everyone a Happy Easter and Passover. 4. RESIDENT/VISITOR COMMENT Resident Terry O’Malley – reported on the ongoing testing of lakes in Oak Brook. 5. APPROVAL OF MINUTES A. Regular Board of Trustees Meeting Minutes of February 27, 2018 Motion by Trustee Manzo, seconded by Trustee Tiesenga, to approve the Minutes of the Regular Board of Trustees Meeting of February 27, 2018. VOICE VOTE: Motion carried. B. Special Board of Trustees Meeting Minutes of February 27, 2018 Motion by Trustee Manzo, seconded by Trustee Tiesenga, to approve the Minutes of the Special Board of Trustees Meeting of February 27, 2018. VOICE VOTE: Motion carried. C. Special Board of Trustees Meeting Minutes of March 5, 2018 Motion by Trustee Manzo, seconded by Trustee Saiyed, to approve the Minutes of the Special Board of Trustees Meeting of March 5, 2018. 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 VILLAGE OF OAK BROOK MINUTES Page 2 of 6 REGULAR MEETING OF MARCH 27, 2018 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 March 22, 2018 - $923,096.32 Significant Items included in Above: 1) Rathje & Woodward, LLC – Legal Services – March 2018 - $3,333.33 (FY18 – YTD - $6,666.66) 2) Clark, Baird, Smith, LLP – Legal Services – February 2018 - $4,929.00 (FY18 – YTD - $10,165.50) TOTAL LEGAL BUDGET FOR 2018 IS $293,070.00 TOTAL LEGAL BILLS PAID FOR 2018 – YTD - $37,065.94 3) Du-Comm – Quarterly Shares – February 2018 – April 30, 2018 - $42,589.50 4) DuPage County Police Department REC System - $24,917.74 5) DuPage Water Commission – February 2018 - $325,120.24 6) Health Care Services –BCBS – PPO – February 2018 - $215,203.05 7) Health Care Services –BCBS – HMO – April 2018 - $26,518.05 B. Approval of Payroll for Pay Period Ending March 10, 2018 - $725,039.24 C. Development Services Referrals 1) Village of Oak Brook – 2915 Oak Brook Road – Special Use and Variation – Village Owned Communication Tower – REMOVED AND PLACED ON AGENDA ITEM #7. D. Ordinances & Resolutions 1) ORDINANCE 2018-CD-PD-FEE-1127, An Ordinance Making Multiple Changes to the Oak Brook Village Code Regarding Ordinance Violations 2) ORDINANCE 2018-BU-AMEND-ND-S-1526, An Ordinance Authorizing Amendments and Transfers Among Budget Line Items 3) RESOLUTION 2018-ICMA-CNTRCT-RHS-AMND-R-1714, An Amendment to the Contract Between the Village and ICMA-RC to Provide Additional Village Employees an RHS Account Plan Option E. Deicer Salt F. Village of Oak Brook – Monthly Financial Report – February 2018 Motion by Trustee Tiesenga, seconded by Trustee Manzo, to approve the Consent Agenda and authorize expenditures as presented. ROLL CALL VOTE: Ayes: 4 – Trustees Baar, Manzo, Saiyed, Tiesenga Nays: 0 – None Abstain: 0 – None Absent: 2 – Trustees Cuevas, Yusuf Motion carried. 7. ITEMS REMOVED FROM THE CONSENT AGENDA - None Agenda item 6.C.1- Village of Oak Brook – 2915 Oak Brook Road – Special Use and Variation – Village Owned Communication Tower. Discussion: Trustee Manzo expressed some of the feedback he has received. It was explained that this is a motion to refer to the Plan Commissions and Zoning Board of appeals. Public is welcome to attend these meetings and express their concerns. VILLAGE OF OAK BROOK MINUTES Page 3 of 6 REGULAR MEETING OF MARCH 27, 2018 Motion by Trustee Manzo, seconded by Trustee Baar, to refer the request for a special use to Plan Commission for review and recommendation and the special use and variation to the Zoning Board of Appeals for public hearing and recommendation. VOICE VOTE: Motion carried. 8. BOARDS & COMMISSION RECOMMENDATIONS A. 1919 and 2011 Swift Drive – Variations – Parking Regulations Motion by Trustee Baar, seconded by Trustee Saiyed, to approve the requested variations to Sections 13-12-3H.2 of the Zoning Ordinance for Commonwealth Edison to permit and allow the construction of off-street parking space in the required front yard setback for 1919 and 2011 Swift Drive subject to the following conditions: 1. The proposed development shall be constructed in substantial conformance to the approved plans (revisions dated 2/15/18) as identified in Tab B of the case file; 2. Three-foot (3’) to four-foot (4’) earth berms will be added where appropriate; 3. The number of canopy trees from two (2) varieties to five (5) varieties; 4. The size of the shrubs will be increased from 18”-24” to 30”-36” 5. Landscaping shall be maintained and replaced in accordance with the approved plan; 6. Add the condition “Notwithstanding the attached exhibits, the applicant shall meet all applicable Village Ordinance requirements at the time of building permit application except as specifically varied or waived; and 7. Authorize the Village Attorney to prepare the necessary ordinance for final consideration at the April 10, 2018 Board of Trustees meeting. Trustee Baar added to the motion that #2 earth berms would be located on both sides of the parking lot. Discussion ensued related to parking and the burying of power lines in Oak Brook. Cynthia Thomas from ComEd spoke to the Board regarding power reliability, the burying of power lines, and their request for additional parking and answered questions from the Trustees. ROLL CALL VOTE: Ayes: 4 – Trustees Baar, Manzo, Saiyed, Tiesenga Nays: 0 – None Abstain: 0 – None Absent: 2 – Trustees Cuevas, Yusuf Motion carried. 9. ACTIVE BUSINESS A. Ordinances & Resolutions 1) RESOLUTION 2018-GOLF-ARCH-ENG-AG-R-1713, A Resolution Approving A Proposal Between William’s Architects and the Village of Oak Brook For Architectural Planning Services for the Oak Brook Golf Club Patio Improvements. Motion by Trustee Baar, seconded by Trustee Saiyed, to approve Resolution R-2018- GOLF-ARCH-ENG-AG-R-1713, A Resolution Approving A Proposal Between William’s VILLAGE OF OAK BROOK MINUTES Page 4 of 6 REGULAR MEETING OF MARCH 27, 2018 Architects and the Village of Oak Brook for Architectural Planning Services for the Oak Brook Golf Club Patio Improvements. Trustee Tiesenga moved to amend the motion, seconded by Trustee Manzo, to knock out the $3,200 and have them come back to talk about how they can be sure they are not charging a percentage of an inflated underlying labor number. AMENDMENT ROLL CALL VOTE: Ayes: 4 – Trustees Manzo, Tiesenga Nays: 2 – Trustees Barr, Saiyed Abstain: 0 – None Absent: 2 – Trustees Cuevas, Yusuf Motion fails. ORIGINAL MOTION ROLL CALL VOTE: Ayes: 4 – Trustees Baar, Manzo, Saiyed, Tiesenga Nays: 0 – None Abstain: 0 – None Absent: 2– Trustees Cuevas, Yusuf Motion carried. 2) RESOLUTION 2018-CNTRCT-LST-ML-TRANS-R-1715, A Resolution Approving and Authorizing the Award and Execution of an Enterprise Transportation Services Agreement for Last Mile Transportation Services by and Between the Village of Oak Brook and Chariot Motion by Trustee Saiyed, seconded by Trustee Baar, to award an Enterprise Transportation Services Agreement, subject to final attorney review, to the proposer with the best overall value, Chariot, San Francisco, CA, for Last Mile Transportation Services. Additionally, I move that the Village Board approve Resolution R-1715. ROLL CALL VOTE: Ayes: 4 – Trustees Baar, Manzo, Saiyed, Tiesenga Nays: 0 – None Abstain: 0 – None Absent: 2 – Trustees Cuevas, Yusuf Motion carried. 3) RESOLUTION 2018--CNTRCT-PD-WTR-MAIN-RLCT-R-1716, A Resolution Approving and Authorizing a Contract By and Between the Village of Oak Brook and Burke, LLC For Construction Management for Designer-LED Design-Build Services for the Police Department Water Main Relocation Project. Motion by Trustee Tiesenga, seconded by Trustee Baar, to award a contract to Burke, LLC, Rosemont, Illinois, in the amount of $26,783, subject to final attorney review, for the Construction Management Designer-Led Design-Build of the Police Department Water Main Relocation Project, and approve Resolution R-1716. ROLL CALL VOTE: VILLAGE OF OAK BROOK MINUTES Page 5 of 6 REGULAR MEETING OF MARCH 27, 2018 Ayes: 4 – Trustees Baar, Manzo, Saiyed, Tiesenga Nays: 0 – None Abstain: 0 – None Absent: 2 – Trustees Cuevas, Yusuf Motion carried. 9. INFORMATION & UPDATES A. Village Manager – Happy Easter and Passover. He explained the Bath & Tennis Club pool updates as well as banquet facility rental numbers which have exceed past years rental numbers. B. Village Clerk – relayed compliments from residents on how great the Fire Academy is and how much they enjoy it. C. Trustees: Trustee Baar – The B & T is no longer an orphan. The Public Works staff, Sports Core staff, IT staff and Village staff are working together in a team effort to make the Sports Core and B & T what it could be and what he remembers it as. Huge thanks to Park District for stepping up helping the Village out with the pool operations. Trustee Manzo – Happy Easter, Passover. He agrees with Trustee Baar and is pleased to see the Sports Core going in a good direction. He thanked the residents who took time out and came to the Board meetings with their concerns and he is happy that the Board took action. He spoke about current residents of Oak Brook and Westmont who have filed suit against the Oak Brook Hills development. Applauds the Board for utilizing the appointment process. A follow-up with ComEd should be done to get lines buried. Trustee Tiesenga – Oak Brook recently lost Wayne Huizenga. He made many contributions to the Village of Oak Brook. He used to own, along with his family, Waste Management located on what is now the Oak Brook Promenade. On behalf of the Board, he extends condolences to the Huizenga family. As Library Liaison, he promoted National Library Week and explained its history. April 10th is National Library Workers day. He explained the hidden value at the Library with all kinds of data bases that are too expensive for businesses to purchase. As a business in Oak Brook, you are welcome to join the library as well and utilize these free databases. D. Village Attorney - nothing to report. E. Village President – nothing to report. Information Technology Director Jim Fox – Talked about the water meter install project and the use of the GIS system to show when meters are replaced and getting meta data that assists the public works, finance and administration departments. Also talked about the website news and information area on the front page as a good resource. Public Works Director Doug Patchin – Explained that UMI has moved into the second zone of 6 zones of the water meter project. Residents are being really good about scheduling. Still on track for the August/September deadline. Out of town residents can call and schedule an appointment when they return. VILLAGE OF OAK BROOK MINUTES Page 6 of 6 REGULAR MEETING OF MARCH 27, 2018 ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk Head Librarian Jacob Post – Thanked Trustee Tiesenga for highlighting the Library and National Library Week. It’s a fun week with a lot of programs for both children and adults. 10. ADJOURNMENT Motion by Trustee Saiyed, seconded by Trustee Manzo to adjourn the Regular Meeting of the Board of Trustees at 8:08 p.m. VOICE VOTE: Motion carried.