Minutes - 01/23/2018 - Board of Trustees (2) MINUTES OF THE JANUARY 23, 2018
VILLA(;;: 01- REGULAR MEETING OF THE PRESIDENT
OAK R "'1\ AND BOARD OF TRUSTEES OF THE
X1&1" VILLAGE OF OAK BROOK APPROVED AS
WRITTEN ON FEBRUARY 13, 2018
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 7.00 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, Philip Cuevas, Edward Tiesenga,
Trustee Asif Yusuf
ABSENT: Trustee Moin Saiyed, Trustee Michael Manzo-(arrived at approximately 7:02 p.m.)
IN ATTENDANCE: Village Manager Rick Ginex, Finance Director Jason Paprocki, Village Attorney
Greg Jones, Information Technology Director Jim Fox, Police Chief Jim Kruger, Fire Chief Barry
Liss, Head Librarian Jacob Post, Golf Club Superintendent/ Manager Sean Creed
3. PRESIDENT'S OPENING COMMENTS
President Lalmalani stated that he was moving Item #8.B.1) to the beginning of the Active Business
portion of the agenda.
He welcomed the new Chamber President and CEO, David Carlin, and acknowledged Tamryn
Hennessey, Program Director for the Chamber.
4. RESIDENT/VISITOR COMMENTS:
5. APPROVAL OF MINUTES
A. Special Executive Meeting Minutes of October 10, 2017
Motion by Trustee Baar,seconded by Trustee Manzo,to approve the Minutes of the Executive
Meeting of October 10, 2017. VOICE VOTE: Motion carried.
B. Regular Executive Meeting Minutes of December 12, 2017
Motion by Trustee Baar, seconded by Trustee Tiesenga, to approve the Executive Minutes of
the Regular Meeting of December 12, 2017. VOICE VOTE: Motion carried.
C. Regular Meeting Minutes of January 9, 2018
Motion by Trustee Baar, seconded by Trustee Manzo, to approve the Minutes of the Regular
Meeting of January 9, 2018. 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 18, 2018 - $1,529,130.94
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Significant Items included in Above:
1) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services— December
2017 - $8,500.00 (FY17 —YTD - $162,000.84)
2) Rathje Woodward, LLC - Legal Services— December 2017 - $3,333.33
(FY17—YTD - $39,999.96)
3) Clark, Baird, Smith, LLP — Legal Services— December 2017 - $3,412.50
(FY17—YTD - $26,574.75)
TOTAL LEGAL BUDGET FOR 2017 IS $298,000.00
TOTAL LEGAL BILLS PAID FOR 2017 —YTD - $257,361.05
4) CDS Office Technologies— Extended Warranties for FD Toughbooks - $43,432.00
5) St. Paul Fire and Marine Insurance Company—TIF Note Interest and Principal -
$111,610.00
6) 1311, LLC (NAI Hiffman-Promenade) —TIF Note Interest and Principal - $44,640.00
7) Mary Riordan (Promenade) - TIF Note Interest and Principal - $44,640.00
8) DuPage Convention and Visitors Bureau —Quarterly Dues—October through December
2017 - $34,000.02
9) DuPage Water Commission — December 2017 - $303,887.36
10) DU-COMM — Police Department Quarterly Shares— February-April 2018 - $107,748.25
11) West Side Tractor Sales— Skid Steers - $49,988.26
12) Core & Main LP —Water Meter Install Project-$422,394.00
B. Approval of Payroll for Pay Period Ending January 13, 2018 - $791,167.79
C. Authorization to Seek Bids or Proposals or Negotiate Contracts
1) Golf Course Clubhouse Improvements
D. Ordinances & Resolutions
1) ORDINANCE 2018-BU-AMEND-S-1521, An Ordinance Authorizing An Amendment To
The 2018 Budget
2) ORDINANCE 2018-ZO-SU-EX-S-1522, An Ordinance Amending And Granting A Special
Use Permit For Village Owned Property At The Butler Government Center
3) ORDINANCE 2018-LC-AL-G-1123, An Ordinance Amending Title 4, Chapter 1, Section 8a
Of The Village Code Of The Village Of Oak Brook, Illinois By Increasing By One To One
Of The Number Of Authorized Class J Liquor Licenses
4) RESOLUTION 2018-TASTE-AG-R-1698, A Resolution Approving And Authorizing A
Renewal To The Contract By And Between The Village And Ravenswood Event Services
For The 2018 Taste Of Oak Brook
E. Village of Oak Brook— Monthly Financial Report— December 2017
F. 2018 Independence Day Fireworks Display
G. Underground Facilities Location and Marking of Village Owned Utilities
Motion by Trustee Baar, seconded by Trustee Tiesenga, to approve the Consent Agenda
and authorize the expenditures as presented.
ROLL CALL VOTE:
Ayes: 5—Trustees Baar, Cuevas, Manzo, Tiesenga, Yusuf
Nays: 0 — None
Abstain: 0— None
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Absent: 1 —Trustee Saiyed
Motion carried.
7. ITEMS REMOVED FROM CONSENT- None
8. ACTIVE BUSINESS
A. Ordinances and Resolutions
1) RESOLUTION 2018-IGA-OBPKD-POOL-R-1700, A Resolution Approving And
Authorizing An Intergovernmental Agreement Between The Village And The Park District
Relating To The Operation Of The Village's Swimming Pool
(This item was discussed immediately after Item 8.8.1).)
Motion by Trustee Baar, seconded by Trustee Cuevas, to approve Resolution — R-2018-IGA-
OBPKD-POOL-R-1700, A Resolution Approving and Authorizing An Intergovernmental
Agreement Between The Village and The Park District Relating To The Operation Of The
Village's Swimming Pool.
Trustee Baar and Trustee Manzo discussed this Agreement with the Park District to manage the
operations of the swimming pool. Village Manager Ginex clarified pertinent terms of the Agreement.
Discussion ensued. Village Attorney Jones clarified the reporting requirements contained in the
Agreement.
ROLL CALL VOTE:
Ayes: 5—Trustees Baar, Cuevas, Manzo, Tiesenga, Yusuf
Nays: 0 — None
Abstain: 0— None
Absent: 1 —Trustee Saiyed
Motion carried.
2) RESOLUTION 2018-PW-SC-TREE-R-1699, A Resolution Waiving Competitive Bidding
And Authorizing The Execution Of A Professional Services Agreement Between The
Village Of Oak Brook And Homer Tree Care In Relation To Removal of Buckthorn, Ash
and Dead Trees at the Sports Core Property
Trustee Baar discussed the invasive brush and plants at the Sports Core.
Motion by Trustee Baar, seconded by Trustee Cuevas, move that the Village Board waive
further bidding and award a contract, pending final attorney review and approval, to Homer
Tree Care, Lockport, Illinois, in the amount of $49,640, for the Removal of Invasive Brush,
Ash Trees and Dead Trees at the Sports Core property, along Bath and Tennis Drive, and
around the pool in the areas highlighted on the attached maps.
Public Works Director Patchin explained the process and equipment necessary to remove the
invasive brush and plants. He stated that of the three companies contacted only Homer Tree Care
could handle the job.
ROLL CALL VOTE:
Ayes: 5—Trustees Baar, Cuevas, Manzo, Tiesenga, Yusuf
Nays: 0 — None
Abstain: 0 — None
Absent: 1 —Trustee Saiyed
Motion carried.
B. Authorization to Seek Bids or Proposals or Negotiate Contracts
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1) Intergovernmental Agreement for Shuttle Bus Services
(This item was discussed immediately following the Consent Agenda prior to Items 8.A.1) and 2).)
Village Manager Ginex discussed going out to bid for a shuttle service provider and talked about
the service and his conversations with the Chamber in regard to an Intergovernmental Agreement
with the Regional Transportation Authority (RTA).
Motion by Trustee Tiesenga, seconded by Trustee Cuevas, to authorize going out to bid.
Tamryn Hennessey and David Carlin, from the Chamber, both came to the podium.
VOICE VOTE: Motion carried.
Resident-William Lindeman came to the podium and discussed the police sally port construction
and safety issues at the Park District and other safety concerns.
9. INFORMATION & UPDATES
A. Village Manager
Village Manager Ginex discussed the Amazon bid status.
B. Village Clerk
Village Clerk Pruss had nothing to report.
C. Trustees
Trustee Yusuf welcomed Public Works Director Patchin back and urged residents to vote in the next
election.
Trustee Cuevas mentioned the York Road construction and urged caution. Public Works Director
4 Patchin explained the project and that it will probably take approximately one year.
Trustee Baar thanked Public Works Director Patchin and Golf Club Superintendent/Manager Creed
for their work toward ridding the Sports Core of buckthorn.
Trustee Manzo thanked the Sports Core Advisory Committee and Village Manager Ginex, Executive
Assistant Bettin and Golf Club Superintendent/ Manager Creed for attending their meetings.
Trustee Tiesenga mentioned the discussions at the DuPage Managers and Mayors Committee and
taxes.
D. Village Attorney
E. Village President
Information Technology Director Fox discussed the robo call system.
Police Chief Kruger discussed the Smart 9-1-1 program with ETSB.
Public Works Director Patchin continued his remarks about the York Road project.
Golf Club Superintendent/ Manager Creed stated that the next Sports Core Advisory Committee
meeting is February 8l"
Fire Chief Liss urged caution in the use of space heaters and extension cords.
10. ADJOURN TO CLOSED SESSON - For the purpose of discussing (1) minutes of meetings lawfully
closed under this act, (2) litigation pending against, affecting, or on behalf of the Village, or probable
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or imminent litigation against or by the Village, and (3) appointment, employment, compensation,
discipline, performance, or dismissal of specific employees of the public body or legal counsel for
the public body, pursuant to 2(c)(21), 2(c)(11) and 2(c)(1) of the Illinois Open Meetings Act,
respectively
Motion by Trustee Yusuf, seconded by Trustee Manzo, to adjourn to closed session at 7:57
p.m.
ROLL CALL VOTE:
Ayes: 5—Trustees Baar, Cuevas, Manzo, Tiesenga, Yusuf
Nays: 0— None
Abstain: 0— None
Absent: 1 —Trustee Saiyed
Motion carried.
11. ADJOURNMENT
Motion by Trustee Manzo, seconded by Trustee Tiesenga, to adjourn the Regular Meeting
of the Board of Trustees at 9:05 p.m. VOICE VOTE: Motion carried.
ATTEST:
Charlotte K. Pruss
Village Clerk
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