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Minutes - 01/14/2014 - Board of Trustees (3) P� OF g� MINUTES OF THE JANUARY 14, 2014 REGULAR MEETING OF w 0 THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 28, 2014 O h G 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 7:04 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, Mark Moy, Gerald Wolin, and Asif Yusuf. ABSENT: Trustee Donald Adler(arrived at 7:09 pm). 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. PRESIDENT'S OPENING COMMENTS A. Dan Cronin—County Board Chairman DuPage County Board Chairman, Dan Cronin, spoke briefly regarding transparency, recruitment, and reducing the size, scope and cost of local government. He discussed the County approving the Village's request for Qualified Emergency Conservation Bonds (QECB) in the amount of $13M to conduct the Village electrical project and stated he looks forward to working with the Village. B. GFOA Award President Lalmalani presented Finance Director Dangles with the Government Finance Officers Association of the United States and Canada (GFOA) Certificate of Achievement for Excellence in Financial Reporting for the fiscal year ended December 31, 2012. This was the 33`d consecutive year that the Village has achieved this prestigious award. He congratulated Finance Director Dangles and the Finance Department for the excellent work they do. President Lalmalani reported that Margaret "Peg" Coffin passed away just before the new year. She was a significant person in the 1960's in Oak Brook when the Village was being created and a key person in writing the Village's zoning code that was adopted in 1966. VILLAGE OF OAK BROOK MINUTES Page 1 of 12 REGULAR MEETING OF JANUARY 14, 2014 President Lalmalani announced that the Village Board approved a 5 year contract with the Public Works Union Local 150. The contract is retroactive to January 1, 2013 and expires December 31, 2017. He stated that he supports the contract and the thorough manner in which the Village Board reviewed the contract. He stated that the Village will be paying average wage increases of 1% for the next 5 years. He briefly discussed terms of the agreement, notably, that Public Works employees will no longer be in the Village's health insurance plan but instead be covered by the union's insurance plan. He also stated that while there will be a slight increase in insurance costs for the Village in the first year, going forward, the Village's costs will be capped at 4.7% per year, which will give the Village budgeting predictability during a time when health insurance costs have been increasing dramatically and face an uncertain future under the Affordable Care Act. He further stated that the union will also offer public employees retiree health insurance. Finally, President Lalmalani thanked Public Works employees for the great job they did during all the recent snowstorm events. 4. RESIDENTNISITOR COMMENTS All residents and visitors who signed up to speak will do so during the agenda item. 5. APPROVAL OF MINUTES A. SPECIAL BOARD OF TRUSTEES MEETING OF NOVEMBER 19, 2013 Motion by Trustee Wolin, seconded by Trustee Moy to approve the minutes of the Special Board of Trustees meeting of November 19, 2013. VOICE VOTE: Motion carried. B. SPECIAL BOARD OF TRUSTEES MEETING OF NOVEMBER 25, 2013 (FIRE CHIEF) Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the Special Board of Trustees meeting of November 25, 2013 (Fire Chief). VOICE VOTE: Motion carried. C. SPECIAL BOARD OF TRUSTEES MEETING OF NOVEMBER 25, 2013 (BUDGET) Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the Special Board of Trustees meeting of November 25, 2013 (Budget). VOICE VOTE: Motion carried. D. REGULAR BOARD OF TRUSTEES MEETING OF NOVEMBER 26, 2013 Motion by Trustee Manzo, seconded by Trustee Wolin to approve the minutes of the Regular Board of Trustees meeting of November 26, 2013. VOICE VOTE: Motion carried. E. SPECIAL BOARD OF TRUSTEES MEETING OF DECEMBER 2, 2013 Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the Special Board of Trustees meeting of December 2, 2013. VOICE VOTE: Motion carried. VILLAGE OF OAK BROOK MINUTES Page 2 of 12 REGULAR MEETING OF JANUARY 14, 2014 F. REGULAR BOARD OF TRUSTEES MEETING OF DECEMBER 10, 2013 Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the Regular Board of Trustees meeting of December 10, 2013. VOICE VOTE: Motion carried. G. SPECIAL BOARD OF TRUSTEE MEETING OF DECEMBER 17, 2013 Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the Special Board of Trustees meeting of December 17, 2013. VOICE VOTE: Motion carried. H. SPECIAL BOARD OF TRUSTEES MEETING OF DECEMBER 18, 2013 Motion by Trustee Wolin, seconded by Trustee Baar to approve the minutes of the Special Board of Trustees meeting of December 18, 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 January 9, 2014 - $2,134,810.00 Significant Items included in Above: 1) Ancel, Glink, Diamond, Bush, DiCianni & Krafhefer, P.C., - Legal Services— November, 2013 - $371.16. (FYI 3 —YTD - $53,825.66) 2) Hervas, Condon& Bersani, P.C. - Legal Services—October&November, 2013 - $2, 277.42 (FYI 3 —YTD - $16,948.85) 3) Seyfarth, Shaw LLP—Legal Services—October&November, 2013 - $7,398.10 (FY13 —YTD - $19,839.48) 4) Laner Muchin, Ltd. —Legal Services—Fire Negotiations - $500.00 (FYI 3 —YTD - $500.00) 5) Rathje, Woodard, LLC—Legal Services—November, 2013 - $3,333.00 (FYI 3 — YTD - $36,666.63) TOTAL LEGAL BILLS PAID FOR 2013 - $349,129.66 6) DuPage Water Commission -November , 2013 - $256,977.22 7) Thomas Engineering Group—Payout#1 —2014 Water Main Project Design - $25,481.91 8) Zoll Medical Corporation—Monitor/Defibrillator/Battery/Bay Surepower Charger - $102,204.81 9) Sound Inc. —NEC Telephone System Upgrade Project - $26,955.95 10)Standard Equipment Company—Leaf Loader - $48,888.00 11)IRMA—2014 Annual Contribution- $630,638.00 B. Approval of Payroll for Pay Period Ending: 1) December 7, 2013 - $737,484.06 VILLAGE OF OAK BROOK MINUTES Page 3 of 12 REGULAR MEETING OF JANUARY 14, 2014 2) December 21, 2013 - $708,810.14 3) Manual Payroll December 31, 2013 - $13,746.96 4) January 4, 2014 - $711,531.57 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 2014-SC-EX-G-1019, An Ordinance Amending Chapter 3, Entitled, "Oak Brook Bath and Tennis Club" of Title 12, Entitled, "Recreational Facilities", of the Village Code of the Village of Oak Brook, Illinois 2) ORDINANCE 2014-LC-AL-G-1018, 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 License G. Monthly Treasurer's Report—November 30, 2013 H. Sports Core Loan I. Payment— Sheriff's Law Enforcement Program(SLEP) Motion by Trustee Baar, 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.F.1. ORDINANCE 2014-SC-EX-G-1019, An Ordinance Amending Chapter 3, Entitled, "Oak Brook Bath and Tennis Club" of Title 12, Entitled, "Recreational Facilities", of the Village Code of the Village of Oak Brook, Illinois Trustee Adler stated that he would like to discuss other aspects of the Sports Core such as the marketing plan prior to approving the pricing structure. Sports Core Director VanDyke stated that the sooner that this Ordinance and pricing is approved the better. The proposed pricing structure was briefly discussed. VILLAGE OF OAK BROOK MINUTES Page 4 of 12 REGULAR MEETING OF JANUARY 14, 2014 Motion by Trustee Adler, seconded by Trustee Manzo to approve Item 6.F.1. 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) Item 61.2 ORDINANCE 2014-LC-AL-G-1018, 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 License Trustee Adler asked Attorney Friedman if other Village Presidents serve as Liquor Commissioners. Attorney Friedman stated that it varies and that the State law allows flexability on who can be appointed as Liquor Commissioner. Motion by Trustee Adler, seconded by Trustee Wolin to approve item 61.2. 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) Item 6.H. Sports Core Loan Trustee Adler asked for an explanation for the need of the Sports Core Loan. Finance Director Dangles stated that the loan is needed to run operations in January, February and March since the Sports Core does not generate any revenue during this time period. Motion by Trustee Adler, seconded by Trustee Wolin to approve item 6.H. ROLL CALL VOTE: Ayes: 6—Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf Nays: 0—None Abstain: 0—None Absent: 0—None Motion carried 8. BOARD & COMMISSION RECOMMENDATIONS A. Oakbrook Shopping Center, LLC —100 Oakbrook Center — Planned Development - Common Areas Danielle Cassel, Attorney from Vedder Price, stated that the digital screen will be approximately 586 square feet and thanked the Village staff for all their hard work. VILLAGE OF OAK BROOK MINUTES Page 5 of 12 REGULAR MEETING OF JANUARY 14, 2014 Chuck Fleming, General Manager of the Oakbrook Center, was available for questions. He also thanked the Village for working diligently on this project. Discussion ensued regarding the planned development for the Oakbrook Center area and the positive effect it will have on the Village. Motion by Trustee Moy, seconded by Trustee Manzo to concur with the recommendation from the Planned Development Commission and approve the proposed planned development for the Oakbrook Center Common Area subject to the following conditions: 1. Development is to be in substantial conformance with the approved plans for the Oakbrook Shopping Center Common Area project including the requested waivers and variations, including: A. Specialty retailing in the Center's interior common area. B. Installation of up to four (4) additional glass pavilion buildings, with both climate-controlled and outdoor retail, dining, and seating areas, and C. Installation of audio and video infrastructure, including an approximately 576 square foot video sign/digital screen, to be used as an advertising sign and for community movie nights and other outdoor events within the "Village Green" portion of the common area. 2. Relative to the outdoor dining and seating areas for each of the Pavilions, the serving of alcohol is not permitted as part of this proposed planned development. Service of alcohol within any portion of the planned development would require the issuance of a specific liquor license from the Village for the subject premises in accordance with Title 1, Chapter 4 of the Village Code. Any such license approval shall impose such conditions as are necessary to ensure that the subject portion of the planned development where liquor is to be served will be sufficiently fenced, monitored and otherwise controlled to: A. Prevent customers from removing liquor from the licensed premises. B. Prevent anyone other than customers or employees of the licensed premises from accessing liquor within the licensed premises; and 3. Add the provision "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." Authorize the Village Attorney to prepare the necessary ordinance for final consideration at the January 28, 2014 Board of Trustees meeting. VILLAGE OF OAK BROOK MINUTES Page 6 of 12 REGULAR MEETING OF JANUARY 14, 2014 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. MB Bank/Rocca—3824 York Road—Certificate of Appropriateness Trustee Wolin gave a brief background on the property and the proposed monument sign. He also discussed the pros and cons of the proposed size of the MB logo. Douglas Merritt, representing MB Bank and the design firm, thanked everyone involved for their hard work. He stated that the sign request was due to many customers stating that the location is very hard to find. John Romanelli, a former tenant of the building, discussed the proposed sign and thanked the Village for their consideration. Discussion ensued and the consensus was to approve the replacement of the existing sign with a new 11'x8" sign using the MB Bank logo and color. Motion by Trustee Wolin, seconded by Trustee Manzo to concur with the recommendation from the Plan Commission on a request from MB Bank and Alan Rocca and approve an amendment to the conditions of the Certificate of Appropriateness in Ordinance S-914, subject to the following conditions: 1. To allow the replacement of the existing ground sign with a new sign to be eight feet (8') in height by eleven feet eight inches (11'8") in width using the red MB Bank Logo/color. The street address on the sign is to be illuminated. The location of the new sign is to meet the existing setback to the right of way as the existing sign. 2. Allow the color change to the existing MB Bank wall sign to allow the MB bank red color. 3. All signage and locations are to be in substantial conformance with the plans as shown in the case file on page 13, sheet labeled Option 3 as modified (the MB logo to be reduced to 36 inches by 36 inches) on the monument sign. 4. All other conditions of Ordinance S-914 would remain in full force and effect. 5. The Sign Permit when issued is subject to all other applicable rules and ordinances of the Village of Oak Brook. 6. Add the provision "Notwithstanding the attached exhibits, the applicant shall meet all Village Ordinance requirements at the time of building permit application VILLAGE OF OAK BROOK MINUTES Page 7 of 12 REGULAR MEETING OF JANUARY 14, 2014 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 January 28, 2014 Board of Trustees meeting. ROLL CALL VOTE: Ayes: 5 —Trustees Adler, Baar, Manzo, Moy, and Yusuf Nays: 1 —Trustee Wolin Abstain: 0—None Absent: 0—None Motion carried 9. UNFINISHED BUSINESS A. Ordinances & Resolutions 1) RESOLUTION 2014-ENG-AG-NOISE-R-1324, A Resolution Approving and Authorizing the Award and Execution of a Engineering Services Agreement with Civiltech Engineering, Inc. for a Noise Wall Design and Cost Study (Tuscan Woods) Trustee Wolin gave a brief history of the noise wall project and stated that tonight the Board will only be approving the design of the project. Motion by Trustee Wolin, seconded by Trustee Manzo that the Village Board authorize the execution of a Professional Services Agreement with Civiltech Engineering, Inc. for the Tuscan Woods Noise Wall Cost Estimate Study in an amount not to exceed $12,644. 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 2014-ELEC-CNTRCT-BGC-R-1325, A Resolution Accepting a Proposal for the Upgrade of the Butler Government Center's Electrical System and Authorizing Contract Negotiations—DISCUSSION ONLY Manager Niemeyer gave a brief history of the proposed Village electrical project and recommended to not accept the Ogni Group proposal tonight since Public Works Director Hullihan raised some issues with the proposal. He also recommended using general fund cash reserves to pay for the project if it moves forward. Finance Director Dangles summarized the various financing options for the electrical project and stated that the previous recommendation was to negotiate a contract with the Ogni group for $1,298,783 for the Butler Government Center (Village Hall and Public Works) and use general fund cash reserves to pay for the project. VILLAGE OF OAK BROOK MINUTES Page 8 of 12 REGULAR MEETING OF JANUARY 14, 2014 Discussion ensued regarding using either general cash reserves or QECB bonds to finance the project, the importance of the project, the bidding process conducted, and the proposals received. Resident George Klein suggested that the Board approve upgrading the back-up generator portion of the project soon. Public Works Director Hullihan suggested a two phase approach by hiring a consultant to design the electrical project and then conduct the competitive bid process based on the consultant's technical specifications. Assistant Manager Wing stated that the Request for Proposal was designed as an open- ended request per the Board's direction. 10. ACTIVE BUSINESS A. Confirmation of Appointments—NONE B. Ordinance & Resolutions 1) Ordinance 2014-PP-S-1390, 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 Public Works Director Hullihan stated that Tower 94 is a 1988 Ladder Truck that has not had many serviceable days. He also stated that the recommendation is to repair the ladder truck in order to bring it up to UL standards and then immediately list it for sale. He further stated that the ladder truck should sell for approximately $60,000. Acting Fire Chief Clark stated that he agrees with Public Works Director Hullihan and that the Village is expecting delivery of the new ladder truck in May or June 2014. He also stated that the goal is to find a buyer for the 1988 ladder truck as soon as possible. Discussion ensued and the consensus was to repair the 1988 ladder truck and put it up for auction immediately after. Motion by Trustee Baar, seconded by Trustee Manzo to approve Ordinance 2014-PP-S- 1390. 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 9 of 12 REGULAR MEETING OF JANUARY 14, 2014 2) RESOLUTION 2014-LY-PG-R-1323, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Library Materials from Authorized Distributors Motion by Trustee Moy, seconded by Trustee Manzo: 1. That the Village Board waive bidding and issue purchase orders for bound books to Baker and Taylor and Brodart, taking advantage of the cooperative purchasing arrangement negotiated by Illinois Library Systems with major book jobbers; 2. That the Village Board issue purchase orders to Recorded Books, Random House, Blackstone, Brodart, and Midwest Tape for the purchase of "library-use ready" audio books; and 3. That the Village Board waive bidding and issue purchase orders to Midwest Tape and Brodart for the supply of DVDs and CDs. 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. 2014 Budget—New Positions—DISCUSSION ONLY Manager Niemeyer stated that this is a request to add personnel. He discussed the justification for adding a Bath and Tennis Recreation Manager and the proposed change in the now vacant intern position to a permanent part-time administrative assistant position in the Clerk's Office. Sports Core Director VanDyke discussed the justification for the requested change in the catering coordinator position from part-time to full-time. D. Review of Budget Process—DISCUSSION ONLY Trustee Adler discussed the review of budget process and the recommended changes, such as holding the workshop meetings on Saturdays and presenting salary increases for staff in the summer months for next year's budget. Manager Niemeyer discussed the recommendation of obtaining approval of the pay plan, capital projects, and strategic plan early in the budget process. 11. INFORMATION & UPDATES A. VILLAGE MANAGER—NONE B. VILLAGE CLERK VILLAGE OF OAK BROOK MINUTES Page 10 of 12 REGULAR MEETING OF JANUARY 14, 2014 Clerk Pruss stated that the new forms for voter registration are now available, polling places are listed on the website, early voting will be held at Yorktown Mall, and application for absentee ballots are being mailed out. C. TRUSTEES Trustee Yusuf wished everyone a happy and safe New Year. He also thanked the Board members for working so well with one another. Trustee Adler stated that he looks forward to working with everyone in the new year. Trustee Moy stated that his lecture that was scheduled for January 51h was cancelled due to the cold weather and will be rescheduled sometime in February. He also stated that he will hold a lecture in March on medical marijuana. He further stated that he is working on a presentation regarding Village legal expenses for 2013. Trustee Baar hopes that the Sports Core will have a great season this summer and stated that a punch list should be created for improvements that need to be done. Trustee Manzo concurred with Trustee Yusuf s comments and stated that it is a pleasure serving on the Board. He also stated that he is excited about the many different things going on in Oak Brook this year. Trustee Wolin stated that he is in agreement with comments made by other Trustees. D. VILLAGE ATTORNEY—NONE E. VILLAGE PRESIDENT Chief Kruger announced the new Coffee with a Cop program that is starting this year and stated that Sergeant Birdsall will be graduating from Northwest University on Friday. He also stated that a meeting regarding the next Police Academy will be held on March 5th Acting Chief Clark recognized all Village employees for their hard work during the recent cold weather. Sports Core Director VanDyke stated that preparations for the 2014 season at the Sports Core has begun, starting with the website and mailings. Library Director Madorin stated that the Library is in the midst of the Winter Reading Program. Finance Director Dangles stated that the final 2014 Budget and Five-Year Plan are now on the website. Public Works Director Hullihan announced the new Ride Along Program in Public Works. VILLAGE OF OAK BROOK MINUTES Page 11 of 12 REGULAR MEETING OF JANUARY 14, 2014 Community Development Kallien stated that the Drake Hotel has a new owner. He also stated that La Meridien Hotel will be opening in April. 12. ADJOURN TO CLOSED SESSION Motion by Trustee Manzo, seconded by Trustee Wolin to adjourn to closed session for the purpose of discussing (1) minutes of meetings lawfully closed under this act and (2) collective negotiating matters, pursuant to Section 2c(21) 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 This meeting was adjourned to Closed Session at 9:56 pm. 13. ADJOURNMENT Motion by Trustee Yusuf, seconded by Trustee Wolin to adjourn the Regular Meeting of the Board of Trustees at 10:13 pm. VOICE VOTE: Motion carried. ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk VILLAGE OF OAK BROOK MINUTES Page 12 of 12 REGULAR MEETING OF JANUARY 14, 2014