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Minutes - 12/10/2013 - Board of Trustees OF,OA MINUTES OF THE DECEMBER 10, 2013 REGULAR MEETING 0 OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 14, 2013 4 y G 9 � \�C O UL \may 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 7:06 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; Gary Clark, Acting Fire Chief; Sue Madorin, Library Director; James Kruger, Police Chief; Michael Hullihan, Public Works Director; Trey VanDyke, Sports Core Director; and Peter Friedman, Village Attorney. 3. PUBLIC HEARING—PROPOSED 2014 BUDGET The Village President and Board of Trustees conducted a public hearing on the proposed budget for the Village of Oak Brook for the twelve-month calendar year commencing January 1, 2014 and ending December 31, 2014. Finance Director Dangles gave a brief overview of the budget status which included the following: • 2014 Revenues by Major Type—All Funds • 2014 Expenditures by Major Type—All Funds • 2014 Budget Changes • Final Revenues and Expenditures • Items in the 2014 Budget to be Discussed at a Future Board Meeting Motion by Trustee Wolin, seconded by Trustee Moy to close the Public Hearing. VOICE VOTE: Motion carried. 4. PRESIDENT'S OPENING COMMENTS A moment of silence was taken to recognize the recent passing of Nelson Mandela. VILLAGE OF OAK BROOK MINUTES Page 1 of 9 REGULAR MEETING OF DECEMBER 10, 2013 A. Proclamation—Universal Hour of Peace The Proclamation was read by Clerk Pruss. President Lalmalani removed agenda item I I.B.3. He stated that there will be a special meeting on Tuesday, December 17`h at 6:00 pm to approve the Public Works and Fire Union contracts. President Lalmalani announced that the Hub Group will be opening a 130,000 square foot facility on Clearwater Drive sometime within the next two weeks. He stated that the Village is looking forward to the Hub Group joining the Oak Brook corporate community. President Lalmalani announced that the Village has been awarded a grant of $571,240 for improvements to York Road between 22nd Street and 1294. The grant was used for road maintenance, signalization, and intersection improvements. He stated that this grant is a great example of the efforts of our Engineering staff, in particular Jim Bosma and Eileen Kulis. President Lalmalani announced that there will not be a Village Board meeting on Tuesday, December 241h and wished everyone a very happy and healthy holiday season. 5. RESIDENTNISITOR COMMENTS—NONE 6. APPROVAL OF MINUTES A. EXECUTIVE MEETING MINUTES OF NOVEMBER 12, 2013 Motion by Trustee Baar, seconded by Trustee Manzo to approve the minutes of the Executive Meeting of November 12, 2013. VOICE VOTE: Motion carried. 7. 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 December 5, 2013 - $853,341.03 Significant Items included in Above: 1) Seyfarth, Shaw, LLP- Legal Services—September and October, 2013 — $625.18 (FYI3 —YTD - $12,441.38) 2) Holland &Knight, LLP—Legal Services—October, 2013 - $23,557.92 3) Holland &Knight, LLP—Legal Services—November, 2013 & December Retainer only - $31,462.49 (FY 13 —YTD - $200,285.10) TOTAL LEGAL BILLS PAID FOR 2013 - $334,365.00 VILLAGE OF OAK BROOK MINUTES Page 2 of 9 REGULAR MEETING OF DECEMBER 10, 2013 4) Water Resources Incorporated—Aclara DCUII Data Collectors - $61,200.00 5) Ingstrup Paving, Inc.—Safety Pathway Specialty Paving Project- $42,412.50 B. Approval of Payroll for Pay Period Ending November 23, 2013 - $701,158.70 C. Community Development Referrals—NONE D. Authorization to Seek Bids or Proposals or Negotiate Contracts—NONE E. Budget Adjustments 1) Police Services Management and Police Support Services Detail To Police Support Services Detail F. Ordinances & Resolutions 1) ORDINANCE 2013-ZO-SU-EX-S-1386, An Ordinance Granting a Special Use for an Outdoor Dining Area Adjacent to a Restaurant for the Property Located at 5 Oakbrook Center in the Village of Oak Brook, Illinois (Perry's Steakhouse & Grille) 2) RESOLUTION 2013-DE-PRPTY-CNTRCT-R-1319, A Resolution Approving the Award of a Contract for the Demolition of the Building at 615 22nd Street 3) ORDINANCE 2013-PP-S-1388, 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 4) ORDINANCE 2013-STRTSCP-COM-G-1016, An Ordinance Amending the Village Code Concerning the Village Streetscape Committee G. Monthly Treasurer's Report—October 31, 2013 H. Scavenger Licenses 1. Year End Bill Payment Motion by Trustee Wolin, seconded by Trustee Moy 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 VILLAGE OF OAK BROOK MINUTES Page 3 of 9 REGULAR MEETING OF DECEMBER 10, 2013 8. ITEMS REMOVED FROM THE CONSENT AGENDA—NONE 9. BOARD & COMMISSION RECOMMENDATIONS—NONE 10. UNFINISHED BUSINESS A. Oak Brook Park District— 1450 Forest Gate Road— Variation —To Amend Section 3, Paragraph H of Ordinance S-1361 Trustee Moy stated that the Village's lighting consultant has not completed the final report on the Park District lighting issue so therefore the recommendation is to defer action until the January 14, 2914 meeting. Community Development Director gave a brief overview regarding the Oak Brook Park District lighting issue. He stated that there has been progress on the soccer field lights but none on field 1 lights. Rick Kellen, the Village lighting consultant, is continuingly analyzing data and the final report should be completed sometime next week. Motion by Trustee Moy, seconded by Trustee Wolin 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 January 14, 2014 Board of Trustees meeting. VOICE VOTE: Motion carried. B. Electrical Project—Financing Options Finance Director Dangles gave a brief presentation describing the various financing options recommended by Speer Financial for the electrical project. The presentation included the following: • General Obligation Alternate Bonds • General Obligation Debt Certificates • Qualified Energy Conservation Bonds (QECB) • Bank Loan • Annual Savings Assumptions • Village Debt History Finance Director Dangles recommended that the Village further explore the Qualified Emergency Conservation Bonds (QECB)with DuPage County. Discussion ensued regarding how Speer Financial gets paid, the different financing options presented, existing interest rates, how QECB's work, exploring the option of alternate revenue bonds, exploring using internal resources to fund the project, existing safety concerns at Village buildings, and the goal of becoming more energy efficient, After discussion, the consensus was that the Qualified Emergency Conservation Bonds (QECB) was the best option presented. VILLAGE OF OAK BROOK MINUTES Page 4 of 9 REGULAR MEETING OF DECEMBER 10, 2013 Motion by Trustee Wolin, seconded by Trustee Moy that the Village Board authorize staff to explore the availability of Qualified Emergency Conservation Bonds (QECB) with DuPage County and consult with Speer Financial on their final recommendation to the Board. Amended motion by Trustee Adler, seconded by Trustee Wolin that in addition to Village staff exploring the availability of Qualified Emergency Conservation Bonds (QECB) with DuPage County, that they also evaluate and identify any and all other funding resources that may be used within Village finances to support this project. VOICE VOTE: Motion carried. 11. ACTIVE BUSINESS A. Confirmation of Appointments 1) Streetscape Committee Motion by Trustee Wolin, seconded by Trustee Manzo to confirm President Lalmalani's recommendation to reappoint Jeff Kennedy as Chairman, Linda Gonnella as Secretary, Chuck Fleming, Mort Kouklan, Kathy Manofsky, Jeff Shay, and Dan Wagner, and appoint Lina Shah to the Oak Brook Streetscape Committee. VOICE VOTE: Motion carried. 2) Commercial Revitalization Committee Motion by Trustee Wolin, seconded by Trustee Baar to confirm President Lalmalani's recommendation to reappoint Jeff Kennedy as Chairman, Linda Gonnella as Secretary, Bob Sanford, Marcia Tropinski, Champ Davis, Tracy Mulqueen, Jeff Shay, Joe Endress, Dennis Hiffman, Chuck Fleming, Raj Lai and to appoint Mort Westman to the Oak Brook Commercial Revitalization Committee. VOICE VOTE: Motion carried. B. Ordinance & Resolutions 1) ORDINANCE 2013-BU-EX6-S-1387, An Ordinance Adopting the Budget of the Village of Oak Brook for 2014 Motion by Trustee Adler, seconded by Trustee Manzo to adopt Ordinance 2013-BU-EX6- S-1387, an Ordinance Adopting the Budget of the Village of Oak Brook for 2014 for budgeted revenues of$46,020,935 and budgeted expenditures of$47,894,795. Trustee Moy requested an explanation regarding the recommendation to not include the Fire and Police Pension Board budgets in the Village budget. Attorney Friedman gave a brief explanation and stated that the Village is not legally required to include these budgets in its budget. Discussion ensued and the consensus was to include information regarding the Fire and Police budgets in the Village budget. VILLAGE OF OAK BROOK MINUTES Page 5 of 9 REGULAR MEETING OF DECEMBER 10, 2013 Amended motion by Trustee Manzo, seconded by Trustee Baar to include the Fire and Police Pension budgets in the Village budget, to have either a footnote or a disclaimer stating that the Village does not have control over the Fire and Police Pension Funds, and to include the Village's annual contributions to the funds. VOICE VOTE: Motion carried. Trustee Adler voted no. Discussion ensued regarding spending increases compared to previous budget years and the consensus was to create a list of outstanding items and to discuss at'a future Board meeting. The items included in the list are the proposed fire truck purchase, the police building project, and the police auxiliary program. Further discussion ensued regarding the process of including items in the budget that may not be approved when revisited at a later meeting. Motion by Trustee Manzo, seconded by Trustee Baar that the Village Board adopt Ordinance 2013-BU-EX6-S-1387, an Ordinance Adopting the Budget of the Village of Oak Brook for 2014 for budgeted revenues of$52,830,490 and budgeted expenditures of $52,472,540. ROLL CALL VOTE: Ayes: 5—Trustees Baar, Manzo, Moy, Wolin, and Yusuf Nays: 1 —Trustee Adler Abstain: 0—None Absent: 0—None Motion carried 2) RESOLUTION 2013-ENG-AG-R-1320, A Resolution Approving and Authorizing the Award and Execution of Engineering Services Agreement with Civiltech Engineering, Inc. for a Concept Approval Study(York Road/Harger Road Intersection) Trustee Wolin gave a brief explanation of the York Road/Harger Intersection project. Motion by Trustee Wolin, seconded by Trustee Moy that the Village Board authorize the execution of a Professional Services Agreement with Civiltech Engineering, Inc. for the North York Road/Harger Road Intersection Improvement Traffic and Geometrics Concept Approval Study in an amount not to exceed$13,081. 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-CNTRCT-PW-LOCAL150-EX-R-1321, A Resolution Approving VILLAGE OF OAK BROOK MINUTES Page 6 of 9 REGULAR MEETING OF DECEMBER 10, 2013 an Agreement By and Between the Village of Oak Brook and the International Union of Operating Engineers, Local 150—REMOVED 4) ORDINANCE 2013-PSTN-COMP-SAP-EX-S-1389, An Ordinance Approving the 2014-2015 Position Classification, Salary Plan, and Salary Administration Policy for Employees of the Village of Oak Brook, Illinois and ORDINANCE 2013-PD-FD- SPECDET-G-1017, An Ordinance Amending the Oak Brook Village Code to Set Special Detail Rates For Police and Fire Services Assistant Manger Wing gave a brief presentation which included the following: • Effective Jan. 1, 2014: Update the Salary Plan and Salary Administration Policy • Authorize the Final Pro-Rated Equity Adjustment on Dec. Jan 15, 2014 for Employees and Position • Effective Dec. 15, 2013 Increase the Hourly Rate for Part-Time Employees up to the Minimum of the Revised Plan • Proposed Salary Range: Increase by 1.5% • Consultant Finding Results • Moving from a Cost of Living and Merit Plan to a Pay-For-Performance Plan Discussion ensued regarding the proposed plan, employee salary increases for the 2014 budget year, and part-time employee salary adjustments. Motion by Trustee Adler, seconded by Trustee Manzo that the Village Board recognizes that even during the continuation of uncertain economic times the Village has a very dedicated, skilled, and reliable workforce. So, therefore, after thorough analysis and the updated compensation report, I move and approve: 1. Effective January 1, 2014, update the Village's compensation plan that is both pay- for-performance based and market driven by approving Ordinance S-1389, An Ordinance Approving the 2014-2015 Position Classification, Salary Plan and Salary Administration Policy for Employees of the Village of Oak Brook, Illinois, subject to final staff and attorney changes, and Ordinance G-1017, An Ordinance Amending the Oak Brook Village Code to Set Special Detail Rate for Police and Fire Service. 2. Authorize the final pro-rated equity adjustment on December 15, 2014 for employees and positions that were previously approved. 3. Effective December 15, 2013, increase the hourly rate for part-time employees up to the minimum of the revised plan. ROLL CALL VOTE: Ayes: 6—Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf Nays: 0—None Abstain: 0—None Absent: 0—None VILLAGE OF OAK BROOK MINUTES Page 7 of 9 REGULAR MEETING OF DECEMBER 10, 2013 Motion carried C. Award of Contract—NONE D. Extension of Agreement for Health Benefit Consulting Services Assistant Manager Wing provided a brief history on the Village's health insurance plans and changes due to the Affordable Health Care Act. He stated that staff was unable to go out to the market this year and is recommending to do so after the July 1st 2015 renewal period. Discussion ensued regarding the cost of health insurance, Mesirow's role in reviewing providers and cost, Mesirow's fees for services, waiving the bidding process, extended the current agreement for one (1) year, and whether or not a consultant is needed for these services. Motion by Trustee Moy, seconded by Trustee Wolin to approve and direct staff to execute a two (2) year extension of the current Agreement with Mesirow Financial for health benefit consulting services. Further, the Village Board directs and authorizes staff during the summer of 2015 (after the July 1St renewal) to seek proposals for health benefit consulting services ROLL CALL VOTE: Ayes: 4—Trustees Baar, Moy, Wolin, and Yusuf Nays: 2—Trustees Adler and Manzo Abstain: 0—None Absent: 0—None Motion carried 12. INFORMATION & UPDATES A. VILLAGE MANAGER Manager Niemeyer stated that he will send the list of potential budget changes within the next few days and asked Trustees to reply as soon as possible. He wished everyone a happy holiday season. B. VILLAGE CLERK Clerk Pruss wished everyone a Merry Christmas and a Happy New Year. C. TRUSTEES Trustees Wolin discussed the electric aggregation program and stated that residents who chose not to participate in the program can contact the Village with any questions. Trustee Manzo wished everyone a Merry Christmas and a Happy New Year. Trustee Baar congratulated Public Works employees on a job well done with leaf pick-up, VILLAGE OF OAK BROOK MINUTES Page 8 of 9 REGULAR MEETING OF DECEMBER 10, 2013 snow removal, and a water main break. Trustee Moy wished everyone a happy holiday season. Trustee Adler discussed Polo and the Ronald McDonald Charity House of Chicagoland and Indiana partnership. He also wished everyone a Merry Christmas and a Happy New Year. Trustee Yusuf echoed Trustee Baar's comments regarding Public Works employees. He also wished everyone a happy holiday season. D. VILLAGE ATTORNEY—NONE E. VILLAGE PRESIDENT Chief Kruger discussed Police personnel and the weekly summary posted on the Village website. Acting Chief Clark wished everyone a happy holiday season. Library Director Madorin stated that Trustee Moy will be speaking at the library on January 5, 2014. She also mentioned the holiday lights recycling program. Finance Director Dangles stated that the collected sales taxes for September were 8% higher than last September and that overall the Village is 4% higher than the previous year. She also wished everyone a happy holiday season. Assistant Manager Wing discussed the Village website update. He also stated that a Polo Committee meeting will be held on Friday. He wished everyone a happy holiday season. Public Works Director Hullihan discussed projects being worked on in his departments. Community Development Director Kallien wished everyone a happy holiday season. 13. ADJOURNMENT Motion by Trustee Wolin, seconded by Trustee Moy to adjourn the Regular Meeting of the Board of Trustees at 9:36 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 DECEMBER 10, 2013