Minutes - 08/27/2013 - Board of Trustees F� Of OA V e9 MINUTES OF THE AUGUST 27, 2013 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
G o SEPTEMBER 24, 2013
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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 p.m. 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, Mike Hullihan, Public Works Director; Trey VanDyke, Sports
Core Director; and Peter Friedman, Village Attorney.
3. PRESIDENT'S OPENING COMMENTS
A. GOOGLE AWARD
President Lalmalani announced that Google named Oak Brook as the 2013 eCity for the
State of Illinois. The eCity Award recognizes the strongest online business community in
each state. He also stated that a representative from Google will be at the September 10t'
Village Board meeting to present the award.
B. CHAMBER OF COMMERCE PRESENTATION
Valentina Tomov, Director of Economic Development of the Greater Oak Brook Chamber
of Commerce, gave a semi-annual update on the Greater Oak Brook Economic
Development Partnership. She discussed the work performed by the partnership and new
initiatives created.
C. GFOA BUDGET AWARD
President Lalmalani announced that the Village of Oak Brook has received the
Distinguished Budget Presentation Award for the current budget from the Government
Finance Officers Association. He presented Finance Director Dangles with a Certificate of
Recognition and thanked her and the Finance Department for their hard work and
dedication to achieve this exceptional award.
President Lalmalani announced that a special September 1 lth ceremony will be held on
VILLAGE OF OAK BROOK MINUTES Page 1 of 10 REGULAR MEETING OF AUGUST 27,2013
September I 01 at 6:30 PM at the Village Hall north parking lot near the flag poles.
Immediately following the ceremony will be the regularly scheduled Village Board
meeting.
Finally, President Lalmalani stated that the fall newsletter can now be found on the Village
website.
4. RESIDENT/VISITOR COMMENTS —NONE
5. APPROVAL OF MINUTES
A. REGULAR BOARD OF TRUSTTE MEETING OF JULY 23, 2013
Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the
Regular Board of Trustees Meeting of July 23, 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:
August 9, 2013- $1,289,606.92
August 22, 2013 - $1,643,063.62
Significant Items included in Above:
1) Rathje/Woodward —Legal Services—June, 2013 —$3,333.33
2) Rathje/Woodward - Legal Services—July , 2013 - $3,333.33
(FYI 3 —YTD - $23,333.31)
3) Seyfarth, Shaw, LLP—Legal Services—June, 2013 - $1,667.75
(FYI 3 —YTD - $5,319.95)
4) Holland & Knight—Legal Services—June, 2013 - $25,537.43
5) Holland& Knight—Legal Services—July, 2013 - $18,337.49
(FY13 —YTD - $115,509.29)
6) Hervas, Condon and Bersani, P.C.—Legal Services—July, 2013 - $1,563.10
(FYI 3 —YTD - $4,714.62)
7) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C. - Legal Services —
July, 2013
$13,345.80 (FY 13 —YTD - $48,378.13)
TOTAL LEGAL BILLS PAID FOR 2013-$193,072.49
8) Chamber of Commerce—Grant Payout #2 - $57,500.00
9) Christopher Burke Engineering— St. Paschal Dr./35th St. - Payout#1 - $23,323.00
VILLAGE OF OAK BROOK MINUTES Page 2 of 10 REGULAR MEETING OF AUGUST 27,2013
10) Christopher Burke Engineering—2013 Street Improvements Project - Payout#1 -
$22,708.84
11) Central Blacktop Company — 2013 Street Improvement Project — Payout #I-
$223,386.68
12) DuPage Water Commission—July, 2013 - $468,673.70
B. Approval of Payroll for Pay Period Ending:
1) July 20, 2013 - $705,812.22
2) August 3, 2013 - $709,536.35
3) August 17, 2013 - $664,211.25
C. Community Development Referrals—NONE AT THIS TIME
D. Authorization to Seek Bids or Proposals or Negotiate Contracts—NONE
E. Budget Adjustments—NONE
F. Ordinances & Resolutions
1) RESOLUTION 2013-PED-ACCESS-AG-R-1287 A Resolution Approving a
Pedestrian Access Agreement by and Between the Village and General Growth
Properties, McDonald's Corporation and Arden Realty
2) RESOLUTION 2013-PED-ACCESS-AG-R-128 A Resolution Approving a
Pedestrian Access Agreement by and Between the Village and the Oak Brook Club
3) RESOLUTION 2013-BD-CL-MIN-EXI-R-1286, A Resolution for the Approval
and Release of Closed Meeting Minutes
4) ORDINANCE 2013-PP-S-1376, An Ordinance Authorizing the Sale, Donation or
Disposal of Certain Items of Personal Property Owned by the Village of Oak Brook
5) RESOLUTION 2013-PW-CNTTRCT-CNTRCT-1289 A Resolution Approving and
Authorizing the Award and Execution of a Construction Contract for the
Replacement of Concrete and the Installation of Conduit by and Between the
Village of Oak Brook and Crowne Industries, LTD., of Schaumburg, Illinois
6) RESOLUTION 2013-BSLMUSEUM-ENG-CHGORD-R-1293, A Resolution
Authorizing a Change Order for the Heritage Center Window Restoration Project
G. DuPage Convention& Visitors Bureau- 2013 Second Quarter Hotel/Motel Tax
Receipts -$16,942.54
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H. Monthly Treasurer's Report—July 31, 2013
Motion by Trustee Wolin, seconded by Trustee Manzo 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
1) Item 6.A.4—Holland & Knight—Legal Services—June, 2013 - $25,537.43
2) Item 6.A.5 —Holland& Knight—Legal Services July, 2013 - $18,337.49
Trustee Adler questioned charges on the Holland & Knight invoices dealing with Polo
and the Comcast Franchise Agreement and whether they should be included in the retainer
fee. He also discussed the benefit of Holland& Knight having office hours at the
Village.
Attorney Friedman discussed the reasons why Polo and the Comcast Franchise Agreement
are not included in the $7,500 monthly retainer fee. He also agrees with Holland&
Knight having Village office hours.
Discussion ensued and the consensus was to ask the legal committee to review retainer and
non-retainer legal fees.
Manager Niemeyer stated that staff will notify the Board when there will be a non-retainer
legal fee.
Motion by Trustee Manzo, seconded by Trustee Adler to refer the discussion of legal
issues to the Legal Committee. VOICE VOTE: Motion carried.
Motion by Trustee Adler, seconded by Trustee Manzo to approve Items 6.A.4 Holland&
Knight—Legal Services—June, 2013 - $25,537.43, and 6.4.5 Holland and Knight- Legal
Services—July, 2013 - $18,337.49
ROLL CALL VOTE:
Ayes: 5 —Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried
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8. BOARD & COMMISSION RECOMMENDATIONS
A. Chipotle Mexican Grill— 2103 Clearwater Drive — Special Use — Outdoor Dining Area
Adjacent to a Restaurant
Motion by Trustee Moy, seconded by Trustee Manzo to concur with the recommendation
from the Zoning Board of Appeals and Plan Commission and approve the request from
Chipotle Mexican Grill for a special use to operate an outdoor dining area to be located at
2103 Clearwater Drive in the Clearwater development subject to the following conditions:
1. The development of the outdoor dining area shall be in substantial conformance
with the revised plans as submitted and approved.
2. The perimeter planteribarriers will be permanent and constructed in accordance
with the plans submitted.
3. The restaurant will be responsible for maintaining and cleaning the outdoor areas
and shall comply with all applicable requirements of the DuPage County Health
Department.
4. The outdoor dining areas will be operated in accordance with the following rules of
operation:
a. A maximum of 12 seats may be provided in the outdoor dining area.
b. Alcohol is not to be served in the outdoor dining area.
5. Comply with all other applicable rules and ordinances of the Village of Oak Brook.
6. Notwithstanding the attached exhibits, the applicant shall meet all Village
Ordinance requirements at the time of building permit application except as
specifically varied or waived, and
7. Adoption of an ordinance necessary to grant the requested special use, which
ordinance the Village Attorney shall by this motion be directed to prepare for
consideration at the September 10, 2013 Board of Trustees meeting. VOICE
VOTE: Motion carried.
9. UNFINISHED BUSINESS
A. Ordinances & Resolutions
1) ORDINANCE 2013 —PURCH-PROPTY-S-1377 An Ordinance Approving the
Purchase of 615 22nd Street(formerly 61 Hunter)—REMOVED
2) RESOLUTION 2013-PED-ACCESS-CNSTRCT-R-1291, A Resolution Approving and
Authorizing the Award and Execution of a Construction Contract with Kovilic
Construction for Project E of the Pedestrian Access Project
Motion by Trustee Baar, seconded by Trustee Manzo that the Village Board authorize the
award of a contract for the Pedestrian Access Project to Kovilic Construction for an
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amount not to exceed $266,075.
ROLL CALL VOTE:
Ayes: 6—Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried
3) RESOLUTION 2013-FI-MUNIS-AG-R-1288 A Resolution Authorizing the Execution
of an Agreement by and between the Village and Tyler Technologies, Inc. for Munis
Support Services
Motion by Trustee Wolin, seconded by Trustee Manzo to approve Resolution R-1288, "A
Resolution Authorizing the Execution of Agreements by and Between The Village and
Tyler Technologies, Inc., for MUNIS Support Services," and approve the Annual Support
Agreements, and authorize the payment of the support invoices for maintenance of the
Village's financial software to Tyler Technologies, Inc., Falmouth, Main, for the total
amount of$41,397.21, subject to attorney and staff review.
ROLL CALL VOTE:
Ayes: 6—Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried
B. Authorization to Seek Bids or Proposals or Negotiate Contracts
1) Electrical Project
Discussion was had regarding the scope of services of the electrical project and the
different solutions that vendors may propose to upgrade, improve, or replace the village
owned building's electrical systems.
Motion by Trustee Wolin, seconded by Trustee Barr that the Village Board authorize staff
to issue a Request for Proposal (RFP) to upgrade, improve, and/or replace a portion or all
of the Village's municipal building's electrical systems in order to reduce energy
consumption and improve emergency power. VOICE VOTE: Motion carried.
2) Electric Aggregation Program Electricity Supply
Trustee Wolin discussed the Village's Electric Aggregation Program and requested
authorization to seek bids for the 2014 program.
Motion by Trustee Wolin, seconded by Trustee Moy that the Village Bard authorize staff
to prepare specifications and solicit competitive bids for the Electric Aggregation Program
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Electricity Supply. VOICE VOTE: Motion carried.
C. Award of Contract-NONE
D. Approval of Revised Strategic Plan
Manager Niemeyer noted the revisions and the new strategies added to the Strategic Plan
based on feedback from Trustees at the previous Board Meeting.
Motion by Trustee Wolin, seconded by Trustee Manzo to approve the revised 2012-2015
Strategic Plan.
ROLL CALL VOTE:
Ayes: 6—Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried
10. ACTIVE BUSINESS
A. Confirmation of Appointments—NONE
B. Ordinances & Resolutions
1) Resolution 2013-PD-VEH-PG-CNTRCT-R-1292, A Resolution Approving the Waiver
of Competitive Bidding and Authorizing the Purchase of Certain Replacement Police
Vehicles
Trustee Yusuf recapped the financials and reasons why staff is requesting the purchase of
three (3) Chevrolet Tahoe's and one (1) Ford F-150.
Chief Kruger stated that the Police Department is looking to change the color and marking
scheme of the new pursuit vehicles to the more traditional black and white theme.
Motion by Trustee Yusuf, seconded by Trustee Baar that the Village Board waive further
bidding since the Suburban Purchasing Cooperative already conducted the bid process and issue a
purchase order to Freeway Ford-Sterling Truck Sales, Inc.,Lyons, Illinois for one(1)2013 Ford F-
150 XL in the amount of $28,812. Additionally, that $5,450 be authorized to purchase the
necessary equipment to outfit the above vehicle. And, that the Village Board waive further bidding
since the State of Illinois already conducted the bid process and issue a purchase order to Miles
Chevrolet, Decatur, Illinois for three (3) 2013 Chevrolet Tahoe PPV Police Interceptors (2WD) in
the amount of$81,274.80 ($27,091.60 per vehicle). Additionally, that $8,700 be authorized to
purchase the necessary equipment for the above vehicles. Most of the equipment can be re-used
from the vehicles they are replacing.
ROLL CALL VOTE:
Ayes: 6—Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0—None
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Abstain: 0—None
Absent: 0—None
Motion carried
C. Authorization to Seek Bids or Proposals or Negotiate Contracts—NONE
D. Award of Contract
1) Marketing Consultant for Branding Initiative/Residential Marketing Plan
Trustee Yusuf discussed the RFQ process the Village conducted for the Branding
Initiative/Residential Marketing Plan.
Resident Todd Rusteberg requested that the Board authorize staff to finalize the agreement
with Business Districts Inc.
Trustee Manzo believes that the Village should allocate the $30,000 to create a new
marketing position at the Village rather than to hire a consultant for branding and
residential marketing.
Discussion ensued regarding the proposal and scope of services submitted by Business
Districts Inc. for the Branding Initiative/Residential Marketing Plan. The consensus was to
authorize staff to finalize an agreement with Business Districts Inc.
Motion by Trustee Yusuf, seconded by Trustee Moy that the Village Board authorize staff
to finalize an agreement with Business Districts Inc., for an amount not to exceed $30,000
to prepare a Branding Initiative/Residential Marketing Plan for the Village.
ROLL CALL VOTE:
Ayes: 5 —Trustees Adler, Baar, Moy, Wolin, and Yusuf
Nays: 1 —Trustee Manzo
Abstain: 0—None
Absent: 0—None
Motion carried
E. Polo Update
Assistant Manager Wing updated the Board on recent Polo match events on July 28th,
August 181h & 25th, the upcoming international Polo matches on September 151h and 22nd
enhancements and highlights of the program, and the last committee meeting.
Resident Kathy Maher and Board members discussed Polo as a branding initiative to Oak
Brook.
F. Sports Core & Sports Core Drainage Study Update
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Sports Core Director VanDyke updated the Board on Sports Core financial results through
July 31, 2013 and the preliminary report received from Christopher Burke Engineering.
Discussion ensued regarding the remainder of the year financial projections for the Sports
Core.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER
Manager Niemeyer and Trustees wished President Lalmalani a happy birthday.
B. VILLAGE CLERK
Clerk Pruss mentioned changes in the voting laws concerning age that will take effect in
January, 2014.
C. TRUSTEES
Trustee Manzo updated the Board on flooding issues in the Village, the potential
annexation of Saddle Brook into the Butler School District, and emergency response
time in the west end of the Village.
Trustee Baar congratulated and thanked staff for their hard work on many different
projects.
Trustee Adler discussed the canceled Committee of the Whole meeting on pensions. He
also discussed the need to replace the posts and rails on the perimeter of the Sports Core.
Trustee Yusuf thanked the Oak Brook Chamber and the Residential Enhancement
Committee for their hard work.
D. VILLAGE ATTORNEY -NONE
E. VILLAGE PRESIDENT
Chief Kruger reported that the Police Department had a very positive accreditation visit
from the on-site assessors for CALEA certification. He also mentioned that the second
installment of the Citizen Police Academy starts next week.
Finance Director Dangles mentioned that the budget preparation is well underway and
that meetings will begin in September.
Public Works Director Hullihan discussed the many construction projects taking place in
the Village.
Community Development Director Kallien discussed the many outdoor dining permit
requests from various restaurants in Oak Brook. He also gave a brief update on the
Meridien Hotel.
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12. ADJOURN TO CLOSED SESSION For the purpose of discussing (1) appointment,
employment, compensation, discipline, performance, or dismissal of specific employees of
the public body and to consider (2) litigation matters, pursuant to Sections 2c(1) and
Section 2c(I 1) of the Illinois Open Meetings Act, respectively
Motion by Trustee Yusuf, seconded by Trustee Adler to adjourn to closed session for the
purpose of discussing (1) appointment, employment, compensation, discipline,
performance, or dismissal of specific employees of the public body and to consider (2)
litigation matters, pursuant to Sections 2c(1) and Section 2c(11) 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 9:32 pm.
13. ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Baar, to adjourn the Regular Meeting of
the Board of Trustees at 11:21 pm. VOICE VOTE: Motion carried.
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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