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Minutes - 11/26/2013 - Board of Trustees Of OAr& MINUTES OF THE NOVEMBER 26, 2013 REGULAR MEETING 0 OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE 0 VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON 4' JANUARY 14, 2013 UN 1.1. 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, Mark Moy, and Asif Yusuf. ABSENT: Trustees Donald Adler (arrived at 7:08 pm), Michael Manzo (arrived at 7:12 pm) and Gerald Wolin. IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village Manager; Robert L. Kallien, Jr., Community Development Director; Sharon Dangles, Finance Director; Gary Clark, Acting Fire Chief; Jacob Post, Library; James Kruger, Police Chief, Michael Hullihan, Public Works Director; and Peter Friedman, Village Attorney. 3. PRESIDENT'S OPENING COMMENTS A. Ronald McDonald House Charities Chicagoland & Northwest Indiana Donation Presentation President Lalmalani stated that the Village and the Ronald McDonald House Charities of Chicagoland & Northwest Indiana have a three (3) year partnership with 2013 being the first year. A brief background and presentation were given. A check in the amount $5,429.09 was presented to Christina Thomas, a representative of the Ronald McDonald House Charities of Chicagoland&Northwest Indiana. President Lalmalani stated that residents who are currently part of the Village's electric aggregation program have been sent a letter concerning the Village's new aggregation program which begins January 1st. He also stated that Verde Energy is the Village's new supplier and that their bid saves residents significant money compared to Com Ed. He further stated that there is no need to do anything if you wish to remain in the program. President Lalmalani reminded residents to complete the residential marketing survey which is on the Village website. President Lalmalani briefly discussed the 2014 budget and thanked Senior Management for their hard work. VILLAGE OF OAK BROOK MINUTES Page I of 9 REGULAR MEETING OF NOVEMBER 26, 2013 President Lalmalani wished everyone a Happy Thanksgiving. 4. RESIDENTNISITOR COMMENTS —NONE 5. APPROVAL OF MINUTES A. SPECIAL EXECUTIVE MEETING OF OCTOBER 8, 2013 Motion by Trustee Manzo, seconded by Trustee Moy to approve the minutes of the Executive Meeting of October 8, 2013. VOICE VOTE: Motion carried. B. SPECIAL EXECUTIVE MEETING OF OCTOBER 30, 2013 Motion by Trustee Baar, seconded by Trustee Moy to approve the minutes of the Special Executive Meeting of October 30, 2013. VOICE VOTE: Motion carried. C. REGULAR BOARD OF TRUSTEES MEETING OF NOVEMBER 12, 2013 Motion by Trustee Baar, seconded by Trustee Manzo to approve the minutes of the Regular Board of Trustees Meeting of November 12, 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 November 21, 2013 - $649,655.16 Significant Items included in Above: 1) Ancel, Glink, Diamond, Bush, DiCianni & Krathefer, P.C., - Legal Services - October, 2013 - $1,501 (FYI 3 —YTD - $53,454.51) 2) Rathje, Woodward, LLC, for legal services in October, 2013, in the total amount of$3,333.33 (FY13 —YTD - $53,333.30) TOTAL LEGAL BILLS PAID FOR 2013-$255,753.07 3) DuPage Water Commission—October 31, 2013 - $310,263.22 4) Crowne Industries, Ltd. —2013 Public Works Building Fuel Tank Replacement Project - $42,108.00 B. Approval of Payroll for Pay Period Ending November 9, 2013 - $737,484.06 C. Community Development Referrals—NONE VILLAGE OF OAK BROOK MINUTES Page 2 of 9 REGULAR MEETING OF NOVEMBER 26, 2013 D. Authorization to Seek Bids or Proposals or Negotiate Contracts—NONE E. Budget Adjustments 1) Fire EMS Equipment Replacement to Fire Transportation and EMS New Equipment 2) Public Works Roadway Improvements to Safety Pathways 3) Finance Accounting and Reporting to Financial Management 4) Public Works General Management to Municipal Building Improvements F. Ordinances & Resolutions 1) RESOLUTION 2013-BD-CL-MIN-EXI-R-1314, A Resolution For The Approval And Release Of Closed Meeting Minutes 2) RESOLUTION 2013-BD-CL-REC-D-R-1315, A Resolution Authorizing the Destruction of Verbatim Recordings of Certain Closed Meetings of the Village Board of Trustees 3) ORDINANCE 2013-PD-OF-G-1014, An Ordinance Amending Title 6, Chapter 2 of the Village Code of the Village of Oak Brook Relating to Dog Regulations 4) ORDINANCE 2013-PW-UTLY-FEE-G-1015, An Ordinance Amending Section 1- 14-2 of Title 1 of the Village Code of the Village of Oak Brook, Illinois Relative to Waivers of Public Utility Fees 5) RESOLUTION 2013-GIS-AG-R-1316, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and Municipal GIS Partners, Inc. to Provide GIS Support Services Motion by Trustee Baar, seconded by Trustee Manzo to approve the Consent Agenda and authorize expenditures as presented or amended. ROLL CALL VOTE: Ayes: 5 —Trustees Adler, Baar, Manzo, Moy, and Yusuf Nays: 0—None Abstain: 0—None Absent: 1 —Trustee Wolin Motion carried 7. ITEMS REMOVED FROM THE CONSENT AGENDA 1) Item 6.A. Accounts Payable for Period Ending November 21, 2013 - $649,655.16 VILLAGE OF OAK BROOK MINUTES Page 3 of 9 REGULAR MEETING OF NOVEMBER 26, 2013 Trustee Adler questioned a $10,000 payment to Judson University labeled as ethics training. Manger Niemeyer stated that it is not for ethics training but for a 6 month program for middle management. The total cost of the program is $20,000. Motion by Trustee Adler, seconded by Trustee Moy to approve Item 6.A. ROLL CALL VOTE: Ayes: 5 —Trustees Adler, Baar, Manzo, Moy, and Yusuf Nays: 0—None Abstain: 0—None Absent: 1 —Trustee Wolin Motion carried 2) Item 6.F.5. Resolution 2013-GIS-AG-R-1316, A Resolution Approving Waiver of Competitive Bidding and Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and Municipal GIS Partner, Inc. to Provide GIS Support Services Trustee Adler questioned if Municipal GIS Partners, Inc. is a sole source provider. Manager Niemeyer explained that it is a consortium of 23 other towns and that the cost sharing is for the hardware and software of the system. Motion by Trustee Adler, seconded by Trustee Manzo to approve Item 6.17.5. ROLL CALL VOTE: Ayes: 5 —Trustees Adler, Baar, Manzo, Moy, and Yusuf Nays: 0—None Abstain: 0—None Absent: 1 —Trustee Wolin Motion carried 8. BOARD & COMMISSION RECOMMENDATIONS A. Perry's Steakhouse— Special Use—Outdoor Dining Area Adjacent 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 Perry's Steakhouse for a special use to operate an outdoor dining area to be located at 5 Oakbrook Center 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 restaurant will be responsible for maintaining and cleaning the outdoor area and shall comply with all applicable requirements of the DuPage County Health Department. 3. The outdoor dining area will be operated in accordance with the following rules of operation: a. A maximum seating capacity for up to 22 patrons may be provided in the outdoor dining area. VILLAGE OF OAK BROOK MINUTES Page 4 of 9 REGULAR MEETING OF NOVEMBER 26, 2013 b. No live music, dancing or other outdoor entertainment will be permitted with the exception of background music that complies with both the Village of Oak Brook sound regulations and the Oakbrook Center tenant requirements. 4. The application/restaurant will comply with all other applicable rules and ordinances of the Village of Oak Brook. 5. 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 6. 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 December 10, 2013 Board of Trustees meeting. ROLL CALL VOTE: Ayes: 5 —Trustees Adler, Baar, Manzo, Moy, and Yusuf Nays: 0—None Abstain: 0—None Absent: 1 —Trustee Wolin Motion carried 9. UNFINISHED BUSINESS A. Oak Brook Park District— 1450 Forest Gate Road — Variation — To Amend Section 3, Paragraph H of Ordinance S-1361 Community Development Director Kallien briefly discussed the meeting that was held earlier in the day with Forest Gate residents, the Oak Brook Park District, and the lighting consultants for both the Village and the Park District. He stated that the Village lighting consultant, Rick Kellen, gave an overview of what he has done thus far and explained the next steps to be taken. He also stated that the second and final lighting test will be held on Monday. The final report will be completed shortly thereafter. Motion by Trustee Moy, seconded by Trustee Manzo to defer action on a request from Oak Brook Park District to amend Ordinance S-1361 to permit the use of the synthetic turf field lights year-round to the December 10, 2013 Board of Trustees meeting. ROLL CALL VOTE: Ayes: 5 —Trustees Adler, Baar, Manzo, Moy, and Yusuf Nays: 0—None Abstain: 0—None Absent: 1 —Trustee Wolin Motion carried B. Salary Plan and Salary Administration Policy Discussion VILLAGE OF OAK BROOK MINUTES Page 5 of 9 REGULAR MEETING OF NOVEMBER 26, 2013 Assistant Manager Wing gave a brief history of the Village's previous salary plan and discussed the revised salary plan and salary administration policy. He stated that 3% is the maximum increase that an employee can obtain in 2014. He further stated that the revised plan ends the previous practice of a cost of living adjustment and merit plan and moves the Village to a pay-for-performance plan with a bonus incentive structure. 10. ACTIVE BUSINESS A. Confirmation of Appointments 1) Zoning Board of Appeals Motion by Trustee Baar, seconded by Trustee Adler to confirm President Lalmalani's recommendation to reappoint Ms. Natalie Cappetta to the Oak Brook Zoning Board of Appeals for a term to expire in November of 2018. VOICE VOTE: Motion carried. B. Ordinance & Resolutions 1) ORDINANCE 2013-FOC-PG-R-1317, An Resolution Ratifying and Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Fiber Switches for the Village's Telephone System Assistant ITS Director Fox discussed the need for the purchase of fiber switches for the Village's telephone system. Motion by Trustee Baar, seconded by Trustee Yusuf that the Village Manager be authorized to purchase two (2) Cisco Fiber Optic Network Switches from CDWG for a total amount not to exceed $20,627.99. ROLL CALL VOTE: Ayes: 5 —Trustees Adler, Baar, Manzo, Moy, and Yusuf Nays: 0—None Abstain: 0—None Absent: 1 —Trustee Wolin Motion carried C. Award of Contract—NONE D. Electrical Project Assistant Manager Wing gave a brief summary of the status of the Village buildings electrical and emergency power, and explained the analysis that was completed last year. He also stated that an RFP was issued for solutions to reduce energy consumption and improve emergency power. Three firms submitted proposals and staff is recommending negotiating an agreement with the Ogni Group. He discussed the potential savings to the Village and the different financing options. VILLAGE OF OAK BROOK MINUTES Page 6 of 9 REGULAR MEETING OF NOVEMBER 26, 2013 Discussion ensued regarding the various financing options, the timing of the project, other Village expenditures slated for 2014, the cost of gas and electricity, converting the electric heat component at Village Hall to natural gas, proceeding with only the emergency generator portion of the project, and the upcoming increase in the electricity transportation charge. The consensus was to defer this item until the next Board meeting to obtain more information on financing options. Motion by Trustee Baar, seconded by Trustee Moy that the Village Board direct staff to negotiate a contract with Ogni Group for the Village Hall, Public Works, Library, Golf Clubhouse and the Bath & Tennis Clubhouse and authorize staff to negotiate final agreements with the vendor to upgrade, improve, and/or replace portions of the Village's municipal building's electrical systems in order to reduce energy consumption and improve emergency power at a cost of $1,608,271. I also move that staff be directed to review all possible financing options for this project and return to the Board with a financing recommendation and final contract at the next Village Board meeting. Amended motion by Trustee Adler, seconded by Trustee Moy to strike the authorization to direct staff to negotiate a final agreement with the Ogni Group and instead direct staff to pursue additional information regarding the financing options for the total project. VOICE VOTE: Motion carried. 11. INFORMATION & UPDATES A. VILLAGE MANAGER Manager Niemeyer wished everyone a Happy Thanksgiving and congratulated President Lalmalani on becoming a grandfather. B. VILLAGE CLERK—NONE C. TRUSTEES Trustees discussed issues, concerns, and challenges with the proposed 2014 budget. Trustees also wished everyone a Happy Thanksgiving and congratulated President Lalmalani on becoming a grandfather. Trustee Adler discussed his concerns with the 2014 budget which include the additional staff proposed at the Sports Core, Polo financing, and the Village Board's authority to include the Fire and Police Pension Fund budgets in its budget. Trustee Moy stated that the additional spending requests from the various departments is due to deferring necessary projects and expenditures from previous years. He discussed his concerns with the additional staff request at the Sports Core, and Polo funding. He also discussed borrowing money for the proposed electrical project. VILLAGE OF OAK BROOK MINUTES Page 7 of 9 REGULAR MEETING OF NOVEMBER 26, 2013 Trustee Adler congratulated two young men from Oak Brook who received Eagle Scout Awards. He discussed the Holiday Gala at the Oakbrook Center, and his concerns with the 2014 additional staffing requests, considering a funding source for Polo, and viewing the funding for the electrical project as an investment rather than a debt. Trustee Manzo discussed his issues with the 2014 proposed budget which include getting more aggressive with the Hotel/Motel Fund, additional personnel costs, Polo funding sources, and prioritizing capital projects. Manager Niemeyer stated that many of the 2014 budget requests are back-up priorities from previous years. He discussed the budget process and concerns with the 2014 proposed budget raised by Trustees. Resident George Kline suggested budgeting 100% of the 2013 sales tax collections for 2014 sales tax revenue. He also discussed Village debt, the Hotel/Motel Fund, and the need for a Chief Marketing Officer position and Fire Department vehicles. D. VILLAGE ATTORNEY Attorney Friedman discussed the Hotel/Motel Fund and how the Village can use these funds. He also discussed the Fire and Police Pension Fund budgets being included in the Village budget and stated that it is not a State requirement. Trustee Adler further discussed the Fire and Police Pension Fund budgets, the budgeted salary increases for 2014, and other funding resources available to the Village. He also suggested having a post mortem budget discussion in January. E. VILLAGE PRESIDENT Chief Kruger stated that the Drumstick Dash will take place on Thanksgiving morning starting at York Road. He also stated that a temporary electronic speed sign has been placed on Spring Road due to traffic concerns. He further stated that there are 270 applicants for the Patrol Officer position. Acting Chief Clark provided a brief update on the ladder truck and stated that he anticipates delivery in May or June 2014. Jacob Post gave a brief update on activities at the Library. Finance Director Dangles thanked the Board for their input on the 2014 budget and stated that she is looking forward to getting it finalized. Assistant Manger Wing stated that the ITS Division is working on a Village website update and that it will be finalized by the end of the 2013. Public Works Director Hullihan stated that Public Works employees are currently working VILLAGE OF OAK BROOK MINUTES Page 8 of 9 REGULAR MEETING OF NOVEMBER 26, 2013 on a water main break and the leaf pick-up program. 12. ADJOURN TO CLOSED SESSION Motion by Trustee Yusuf, seconded by Trustee Adler to adjourn to closed session for the purpose of discussing (1) minutes of meetings lawfully closed under this act, (2) collective negotiating matters, and (3) appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body pursuant to Sections 2c(21), Section 2c(2), and 2c(1) of the Illinois Open Meetings Act, respectively. ROLL CALL VOTE: Ayes: 5 —Trustees Adler, Baar, Manzo, Moy, and Yusuf Nays: 0—None Abstain: 0—None Absent: 1 —Trustee Wolin Motion carried The meeting was adjourned to closed session at 9:23 pm. 12. ADJOURNMENT Motion by Trustee Moy, seconded by Trustee Adler to adjourn the Regular Meeting of the Board of Trustees at 10:09 pm. VOICE VOTE: Motion carried. ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk VILLAGE OF OAK BROOK MINUTES Page 9 of 9 REGULAR MEETING OF NOVEMBER 26, 2013