Minutes - 10/08/2013 - Board of Trustees v ti Of O A C 4!9 MINUTES OF THE OCTOBER 8, 2013 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
x� VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
OCTOBER 22, 2013
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
7:02 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 Donald Adler, John Baar, Michael
Manzo, Mark Moy, Gerald Wolin, and Asif Yusuf.
ABSENT: None.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Robert L. Kallien, Jr., Community Development Director; Sharon
Dangles, Finance Director; Sue Madorin, Library Director; James Kruger,
Police Chief, Thomas McEllin, Fire Chief, Mike Hullihan, Public Works
Director; and Benjamin Schuster, Village Attorney.
3. PRESIDENT'S OPENING COMMENTS
President Lalmalani stated that last Saturday, the Oak Brook Police and Fire Departments
held a pancake breakfast to raise funds for Special Olympics and the Illinois Burn
Prevention Association. There were approximately 330 people in attendance and raised
over$3,200. He congratulated both departments on a job well done.
Chief Kruger and Chief McEllin thanked everyone who volunteered and attended the
pancake breakfast. They also thanked McDonalds Corporation for their generous
donation.
President Lalmalani mentioned the cancellation of the October 61h Polo event due to wet
field conditions and the upcoming Polo Committee meeting. He thanked the committee
and staff for their diligent work on a successful 2013 Polo season.
A. PROCLAMATION—THE DUPAGE COMMUNITY FOUNDATION
The Proclamation was read by Clerk Pruss.
4. RESIDENTNISITOR COMMENTS
Resident Mark Karambelas stated that the Police and Fire Departments did a tremendous
job at the pancake breakfast. He also thanked the Village Board for their hard work.
VILLAGE OF OAK BROOK MINUTES Page I of 8 REGULAR MEETING OF OCTOBER 8,2013
5. APPROVAL OF MINUTES
A. REGULAR BOARD OF TRUSTEES MEETING OF SEPTEMBER 24, 2013
Motion by Trustee Wolin, seconded by Trustee Manzo, to approve the minutes of the
Regular Board of Trustees Meeting of September 24, 2013. VOICE VOTE: Motion
carried.
B. SPECIAL BOARD OF TRUSTEES MEETING OF SEPTEMBER 25, 2013
Motion by Trustee Manzo, seconded by Trustee Yusuf, to approve the minutes of the
Special Board of Trustees Meeting of September 25, 2013. VOICE VOTE: Motion
carried.
C. EXECUTIVE MEETING MINUTES OF JANUARY 22, 2013
Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the
Executive Meeting of January 22, 2013. VOICE VOTE: Motion carried.
D. EXECUTIVE MEETING MINUTES OF FEBRUARY 26, 2013
Motion by Trustee Yusuf, seconded by Trustee Wolin to approve the minutes of the
Executive Meeting of February 26, 2013. VOICE VOTE: Motion carried.
E. EXECUTIVE MEETING MINUTES OF AUGUST 27, 2013
Motion by Trustee Wolin, seconded by Trustee Moy to approve the minutes of the
Executive Meeting of August 27, 2013. VOICE VOTE: Motion carried.
F. EXECUTIVE MEETING MINUTES OF SEPTEMBER 10, 2013
Motion by Trustee Wolin, seconded by Trustee Adler to approve the minutes of the
Executive Meeting of September 10, 2013. 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 2, 2013 - $407,868.59
Significant Items included in Above:
1) Holland &Knight LLP—Legal Services—August, 2013 - $16,068.88
(FY13 —YTD - $131,578.17)
TOTAL LEGAL BILLS PAID FOR 2013- $224,131.02
2) Christopher B. Burke Engineering,Ltd. —Payout#2—2013 Street Improvement
Project—Construction Engineering - $27,505.49
3) Du-Comm—Quarterly Shares - Fire - $38,870.25
VILLAGE OF OAK BROOK MINUTES Page 2 of 8 REGULAR MEETING OF OCTOBER 8,2013
4) Du-Comm—Quarterly Shares—Police - $97,380.00
B. Approval of Payroll for Pay Period Ending September 28, 2013 - $744,277.45
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 2013-ZO-SU-EX-S-1380, An Ordinance Granting a Special Use
for an Outdoor Dining Area Adjacent to a Restaurant for the Property Located at
2040 York Road in the Village of Oak Brook, Illinois
2) ORDINANCE 2013-ZO-SU-EX-S-1381,An Ordinance Granting a Special Use
for an Outdoor Dining Area Adjacent to a Restaurant for the Property Located at
2109 Clearwater Drive in the Village of Oak Brook, Illinois
3) ORDINANCE 2013-ZO-SU-EX-S-1382, An Ordinance Granting a Special Use
for an Outdoor Dining Area Adjacent to a Restaurant for the Property Located at 8
Oakbrook Center in the Village of Oak Brook, Illinois
4) ORDINANCE 2013-PP-S-1383, An Ordinance Authorizing the Sale Through
Electronic Auction or Broker, Donation or Disposal of Certain Items of Personal
Property Owned by the Village Of Oak Brook
5) ORDINANCE 2013-LY-CMPTR-EXI-S-1379, An Ordinance Adopting a
Revision to the Library Computer Use Policy
6) ORDINANCE 2013-LC-AL-G-1008, An Ordinance Amending Title 4, Chapter 1,
Section 8A of the Village Code of the Village of Oak Brook, Illinois Relative to
the Number of Authorized Liquor Licenses
7) ORDINANCE 2013-LC-AL-G-1009, An Ordinance Amending Title 4, Chapter 1,
Section 8A of the Village Code of the Village of Oak Brook, Illinois Relative to
the Number of Authorized Liquor Licenses
8) ORDINANCE 2013-TX-UT-G-1010, An Ordinance Further Amending Ordinance
G-470, Establishing a Utility Tax Within the Village of Oak Brook, Illinois
9) RESOLUTION 2013-BD-CL-MIN-R-1304, A Resolution for the Approval and
Release of Closed Meeting Minutes
VILLAGE OF OAK BROOK MINUTES Page 3 of 8 REGULAR MEETING OF OCTOBER 8,2013
Motion by Trustee Baar, seconded by Trustee Wolin to approve the Consent Agenda and
authorize expenditures as presented or amended.
ROLL CALL VOTE:
Ayes: 6—Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried
7. ITEMS REMOVED FROM THE CONSENT AGENDA—NONE
8. BOARD & COMMISSION RECOMMENDATIONS—NONE
9. UNFINISHED BUSINESS —NONE
10. ACTIVE BUSINESS
A. Confirmation of Appointments—NONE
B. Ordinance & Resolutions
1) RESOLUTION 2013-PW-PURCH-R-1305, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Purchase of a Pick-Up Truck
Motion by Trustee Wolin, seconded by Trustee Manzo that the Village Board waive
competitive bidding since the Suburban Purchasing Cooperative (SPC) already conducted
the bid process and approve a motion to issue a purchase order to Currie Motors, Frankfort,
Illinois for one (1) 2014 Ford F-350 XL 4X4 SRW Regular Cab Pick-Up with 8' bed in the
amount of $37,175. Additionally, approve Resolution 2013-PW-PURCH-R-1305, A
Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of
a Pick-Up Truck.
ROLL CALL VOTE:
Ayes: 6—Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried
2) RESOLUTION 2013-PD-PG-R-1306, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Purchase of In-Car Computer Equipment
Motion by Trustee Wolin, seconded by Trustee Manzo that the Village Board waive
further bidding since the State of Illinois has already conducted the bid process and issue a
purchase order to CDS Office Technologies, Itasca, Illinois for the purchase of five (5)
ruggedized computers with external wireless modem equipment for the Village's Public
VILLAGE OF OAK BROOK MINUTES Page 4 of 8 REGULAR MEETING OF OCTOBER 8,2013
Safety Department vehicles.
ROLL CALL VOTE:
Ayes: 6—Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried
C. Award of Contract—NONE
D. Baldrige Award Update
Manager Niemeyer briefly discussed the status of the Malcolm Baldrige Performance
Excellence Award internal assessment and the internal survey conducted on the seven
Baldrige criteria:
1. Leadership
2. Strategic Planning
3. Customer Focus
4. Measurement, Analysis, and Knowledge Management
5. Workforce Focus
6. Operations Focus
7. Results
He stated that if the Board decided to formally move forward with the Baldrige process,
staff's recommendation would be to complete the "Interest Level — Interest in Excellence"
step first. He also discussed further recommendations for the Board to consider.
Trustee Wolin stated that trying to achieve the Baldrige Award will require a lot of time
and resources. He stated that he would rather learn more about the basic efficiency tools
offered and identify priority areas in each department as future goals.
Trustee Baar believes that starting the Baldrige Award process will be a good way to bring
excellence into Village operations.
Trustee Moy agrees with statements made by Trustees Wolin and Baar and stated that the
Village must be prepared to hire more employees in order to complete the Baldridge
Award application process.
Trustee Adler stated that the Baldrige Award may not be a good fit for the Village from a
strategy standpoint since a significant number of healthcare organizations apply and win
the award. He also agrees that a lot of time, more staff, and a big commitment will be
needed to achieve the award.
Trustee Yusuf stated that the first step of the journey is to start looking at standards. He
also stated that any incremental step taken is a step moving forward. He believes that staff
is already stretched thin and agrees that hire more employees will be needed.
VILLAGE OF OAK BROOK MINUTES Page 5 of 8 REGULAR MEETING OF OCTOBER 8,2013
Trustee Manzo stated that the Village should take on this endeavor for a true evaluation of
where we are and where we need to be. He believes that the time and resources needed
will be used to make Oak Brook better.
Manager Niemeyer stated that the next step will be to send two senior employees to
training in order to begin the Baldrige Award application process.
Manager Niemeyer will present a proposal at the next Board meeting on who will attend
the training sessions and firm up what will be involved to move forward with the process.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER
Manager Niemeyer stated that Donna Bettin will be contacting Trustees for their
availability in order to schedule budget meetings.
B. VILLAGE CLERK—NONE
C. TRUSTEES
Trustee Wolin discussed the upcoming electric aggregation bid opening that will be held
on Friday, October 18, 2013. He briefly discussed the process and stated that the bid
opening will be opened to the public..
Trustee Manzo stated that he likes the progress taking place in the Village with the
medians, the mall upgrades, and new businesses.
Trustee Adler congratulated the Fire and Police Departments on the pancake breakfast. He
also congratulated everyone who worked on the 2013 Polo season.
Trustee Moy discussed the La Meridien Hotel opening and other projects taking place in
the Village.
Trustee Adler mentioned the Columbus Day holiday and paid tribute to the Italian heritage
and their contributions.
Trustee Yusuf asked everyone to be careful when they are out on the roads while children
are present. He also asked everyone to place their leaves on the grass and not on the street.
He wished the Muslim community a happy holiday.
D. VILLAGE ATTORNEY—NONE
E. VILLAGE PRESIDENT
Chief Kruger stated that the Police Department will be hosting an internet safety seminar
next Tuesday in the SE Dean Boardroom.
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Chief McEllin mentioned the recent hiring of two firefighters.
Library Director Madorin mentioned the Evergreen Concert that will be held at the Library
on Sunday, October 271h
Finance Director Dangle mentioned the new water bill design that will be sent out to
residents.
Public Works Director Hullihan mentioned that the leaf pick-up program will begin next
week and that printed schedules are available.
Community Development Director Kallien stated that 6 new businesses will be opened
before Thanksgiving. He also mentioned that there may be some movement with the
Drake Hotel soon.
Trustee Manzo clarified statements made regarding adding a third fire station and that the
discussion was to possibly house one fire truck and one ambulance west of Route 83 to
service that part of the Village,not to add another station.
12. ADJOURN TO CLOSED SESSION For the purpose of discussing (1) minutes of
meetings lawfully closed under this act and (2) appointment, employment, compensation,
discipline, performance, or dismissal of specific employees of the public body (3)
collective negotiating matters pursuant to 2c(21), Section 2c(1), and 2c(2) of the Illinois
Open Meetings Act,respectively.
Motion by Trustee Yusuf, seconded by Trustee Adler to adjourn to closed session for the
purpose For the purpose of discussing (1) minutes of meetings lawfully closed under this
act and (2) appointment, employment, compensation, discipline, performance, or dismissal
of specific employees of the public body (3) collective negotiating matters pursuant to
2c(21), Section 2c(1), and 2c(2) of the Illinois Open Meetings Act, respectively.
ROLL CALL VOTE:
Ayes: 6—Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried
The meeting was adjourned to closed session at 8:14 pm.
12. ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Manzo, to adjourn the Regular Meeting of
the Board of Trustees at 10:00 pm. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK MINUTES Page 7 of 8 REGULAR MEETING OF OCTOBER 8,2013
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
VILLAGE OF OAK BROOK MINUTES Page 8 of 8 REGULAR MEETING OF OCTOBER 8,2013