Minutes - 01/22/2019 - Board of Trustees (3) MINUTES OF THE JANUARY 8, 2019
VI LLRC;F Of REGULAR MEETING OF THE
OAK D R
� K � PRESIDENT AND BOARD OF
�J ll TRUSTEES OF THE VILLAGE OF
'' � OAK BROOK APPROVED AS
WRITTEN ON JANUARY 22, 2019
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 7:01 pm. The
Pledge of Allegiance was given.
2. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: Trustees John Baar,Michael Manzo,Moin Saiyed,Edward Tiesenga,Asif Yusuf,President
Gopal Lalmalani
ABSENT: None
IN ATTENDANCE: Village Manager Rick Ginex, Development Services Director Tony
Budzikowski, Information Technology Director Jim Fox, Head Golf Professional Jeff Kawucha,
Police Chief Jim Kruger, Fire Chief Barry Liss, Finance Director Jason Paprocki, Public Works
Director Doug Patchin, Head Librarian Jacob Post, Human Resource Director/Deputy Clerk Kathy
Vonachen, Village Attorney Greg Jones
3. PRESIDENT'S OPENING COMMENTS
President Lalmalani wished everyone a Happy New Year. He stated that he and Trustee Manzo met
with the Presidents of the Homeowner Associations and discussed creating a Long Term Strategic
Planning Advisory Board.
A. Hines Oak Brook Commons (McDonald's Plaza Property)—Preliminary Board Review of
Planned Development for Mixed-Use Project
President Lalmalani asked Development Services Director, Tony Budzikowski to introduce the Hines
Oak Brook Commons project.
Development Services Director Tony Budzikowski introduced the presentation and explained that is a
preliminary review for the Board. Peter Friedman (Holland& Knight) came to the podium and gave a
brief overview of the project. A PowerPoint presentation was provided by Greg Van Schaak(Hines)
regarding the concept of the development. Joseph Antunovich(Antunovich Associates) presented the
elevations and site plans of the conceptual proposal. Comments were made by the Board and
questions were addressed by Mr. Van Schaak.
4. RESIDENTNISITOR COMMENT
None presented at the time.
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5. APPROVAL OF MINUTES
A. Regular Board of Trustees Meeting Minutes of December 11, 2018
Motion by Trustee Cuevas, seconded by Trustee Manzo, to approve the Minutes of the Regular
Board of Trustees Meeting Minutes of December 11, 2018. VOICE VOTE: Motion carried.
CONSENT AGENDA:
All items on the Consent Agenda are considered to be routine in nature and will be enacted in one
6. 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:
Period Ending December 20, 2018 - $1,988,430.38
Period Ending January 3, 20198 - $250,037.70
Significant Items included in Above:
1) DuPage County ETSB -November 30, 2018 - $35,405.07
2) Health Care Services - BCBS HMO - January 2019 - $29,957.25
3) J & R 1st in Asphalt, Inc. - OB Golf Course Cart Path -November 6, 2018 - $30,237.02
4) Burns & McDonnell Engineering Co., Inc. - Engineering Services -November 2018 -
$20,013.00
5) Burns & McDonnell Engineering Co., Inc. - Engineering Services -August 2018 - $21,002.00
6) CDS Office Technologies - PD/Information Technology - $61,940.00
7) Core & Main Water Meter Install Project:
a) Invoice - J829733 $33,500.00
b) Invoice - J870826 $47,494.00
8) DuPage Water Commission-November 2018 - $279,900.40
9) Fitzgerald's Electrical Contr., Inc. - B & T Electrical - $155,822.00
10) Health Care Services - BCBS PPO -November 2018 - $192,077.54
11) Rush Oak Brook Orthopaedic Ctr. - Bond Check - Permit 17-3-075 - $102,000.00
12) Oak Brook Fire Additional Pension Contribution- FY 18 - $155,302.67
13) Oak Brook Police Additional Pension Contribution—FY 18 - $263,539.59
14) Orbis Construction Co., Inc. - OB Golf Club Project - $74,322.00
15) Orbis Construction Co., Inc. - OB Golf Club Project - $131,897.70
B. Approval of Payroll for Pay Period Ending:
1. December 15, 2018 - $846,250.65
2. December 29, 2018 - $755,266.08
C. Development Services Referrals
1. 900 Commerce Drive—Zoning Variation to Permit and Allow Parking in the Front Yard
Setback
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2. 3005 Oak Brook Hills Road—Rezoning from R-1 Single-Family District to R-2 Single-
Family District
3. 42 Woodside Drive—Zoning Variations to the Front Yard and Side Yard Abutting a Street
Setbacks for the Construction of an Addition to the Existing Residence
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1. Golf Course Cart Path Paving
2. Golf Course Commodities
E. Ordinances & Resolutions
1. RESOLUTION 2019-SC-GOLF-AG-R-1769, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Village to Enter into a Contract with Procraft
Heritage Creations to Undertake Golf Pro Shop Renovations
2. RESOLUTION 2019-SC-GOLF-PG-R-1770, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Purchase of Golf Merchandise for Resale
3. RESOLUTION 2019-PW-SC-TREE-R-1771, A Resolution Waiving Competitive Bidding
and Authorizing the Execution of a Professional Service Agreement Between the Village of
Oak Brook and Homer Tree Care, Inc. in Relation to Removal of Buckthorn, Ash Trees, and
Dead Trees at the Sports Core Property
4. RESOLUTION 2019-IT-GIS-AG-R-1772, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Extension of an Agreement By and Between the
Village of Oak Brook and Municipal GIS Partners, Inc. to Provide GIS Support Services.
5. RESOLUTION 2019-SC-B&T-ENG-AG-R-1773, A Resolution Approving and Authorizing
a Professional Services Agreement By and Between the Village of Oak Brook and Burke,
LLC for Sports Core Drainage Improvements and Bath & Tennis Circle Drive Reconstruction
6. RESOLUTION 2019-SC-B&T/P-R-1774, A Resolution Waiving Competitive Bidding and
Authorizing the Execution of a Professional Service Agreement Between the Village of Oak
Brook and Mid-America Pool Renovation, Inc. to Provide Bath & Tennis Pool Repairs
7. RESOLUTION 2019-MRKTG-AG-R-17751, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing a Retainer Fee Services Agreement for Advertising and
Marketing Services
By and Between the Village of Oak Brook and Point B Communications
8. RESOLUTION 2019-LY-PG-R-1776, A Resolution Approving the Waiver of Competitive
Bidding and Authorizing the Purchase of Library Books From Authorized Distributors
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9. ORDINANCE 2019-TA-COM-G-1143, An Ordinance Amending Title 2 of the Village of
Oak Brook Municipal Code to Establish the Technology Advisory Committee
F. Sports Core Loan
G. Village of Oak Brook - Monthly Financial Reports -November 2018
Motion by Trustee Cuevas, seconded by Trustee Manzo,to approve the Consent Agenda,with
the exception of Items 6.C.1., 6.D.1., 6.E.1., 6.E.2 and 6.E.3, and authorize expenditures as
presented.
ROLL CALL VOTE:
Ayes: 6— Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried.
7. ITEMS REMOVED FROM CONSENT AGENDA
6.C.1. 900 Commerce Drive—Zoning Variation to Permit and Allow Parking in the Front Yard
Setback
Motion by Trustee Tiesenga, seconded by Trustee Manzo, to discuss the item.
Trustee Tiesenga expressed his concerns regarding the information on the front yard setback. Discussion
ensued regarding the referral process.
Motion by Trustee Cuevas, seconded by Trustee Yusuf, that the Village Board refer the request
for a zoning variation to the Zoning Board of Appeals for public hearing and recommendation.
ROLL CALL VOTE:
Ayes: 5— Trustees Baar, Cuevas, Manzo, Saiyed, Yusuf
Nays: 1 —Trustee Tiesenga
Abstain: 0—None
Absent: 0—None
Motion carried.
6.1).1. Golf Course Cart Path Paving
Motion by Trustee Baar, seconded by Trustee Cuevas, that the Village Board authorize staff to
obtain bids for golf course cart path paving.
Trustee Baar commented that he would like Public Works to continue to be involved with the Sports Core
in order to get the best pricing for Village projects.
ROLL CALL VOTE:
Ayes: 6— Trustees Baar, Cuevas,Manzo, Saiyed, Tiesenga, Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried.
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6.E.1 RESOLUTION 2019-SC-GOLF-AG-R-1769, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Village to Enter into a Contract with Procraft
Heritage Creations to Undertake Golf Pro Shop Renovations
6.E.2 RESOLUTION 2019-SC-GOLF-PG-R-1770,A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Purchase of Golf Merchandise for Resale
Motion by Trustee Manzo, seconded by Trustee Baar, that the Village Board move for passage of
Resolution 2019-SC-Golf-AG-R 1769,A Resolution Approving the Waiver of Competitive Bidding
and Authorizing the Award and Execution of a Manufacturing Agreement for the Oak Brook Golf
Pro Shop By and Between the Village of Oak Brook and Procraft Heritage Creations,Bend, Oregon
and for passage of Resolution 2019-SC-Golf-PG-R 1770 that the Village Board waive bidding,and
authorize staff to issue purchase orders not to exceed $158,000.00 for the purchase of golf
merchandise for resale.
Trustee Manzo asked to about the bidding process and tracking sales volume. Questions were answered
by Head Golf Professional Jeff Kawucha and Finance Director Jason Paprocki. Trustee Barr
commented that by keeping the work in house the Village saves a considerable amount of money on the
project.
ROLL CALL VOTE: 6.E.1
Ayes: 6— Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga,Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried.
ROLL CALL VOTE: 6.E.2
Ayes: 6— Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried.
6.E.3 RESOLUTION 2019-PW-SC-TREE-R-1771, A Resolution Waiving Competitive Bidding and
Authorizing the Execution of a Professional Service Agreement Between the Village of Oak
Brook and Homer Tree Care, Inc. in Relation to Removal of Buckthorn, Ash Trees, and Dead
Trees at the Sports Core Property
Motion by Trustee Manzo, seconded by Trustee Baar, that the Village Board move for passage
of Resolution 2019-SC-Golf-PG-R 1770 that the Village Board waive bidding, and authorize
staff to issue purchase orders not to exceed $158,000.00 for the purchase of golf merchandise
for resale.
Trustee Manzo asked if the Village had used this company before. Public Works Director Doug
Patchin explained that the Village has used Homer Tree Care, Inc. before and that they are the only
local contractor that has the expertise and specialty equipment needed for this type of brush and tree
removal. Trustee Baar mentioned that the removal of the Buckthorns at the Sports Core has
rejuvenated the seedbed and will help save the oak forest.
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i
ROLL CALL VOTE:
Ayes: 6— Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, Yusuf
Nays: 0 —None
Abstain: 0—None
Absent: 0—None
Motion carried.
8. BOARD & COMMISSION RECOMMENDATIONS
A. 706 St. Josephs Drive - Variation - Side Yard Setback
Motion by Trustee Baar, seconded by Trustee Cuevas, that the Village Board concur with the
recommendation from the Zoning Board of Appeals approving the requested variation to
Section 13-3-6. B of the Zoning Regulations for the property located at 706 St. Josephs Drive to
permit and allow the maintenance of new HVAC and generator equipment subject to the
following:
1. The equipment shall be placed in substantial conformance to the site plan as submitted.
2. The AC units shall have a noise dampening system (silencers) installed;
3. All equipment shall be maintained in compliance with the Village Performance
Standards in Section 13-3-10 of the Village Code;
4. Screening is required to block the equipment from all property lines as reviewed and
approved by the Development Services Department;
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. Authorize the Village Attorney to prepare the necessary ordinance granting the
requested zoning variation for approval and adoption at the January 22,2019 Board of
Trustees meeting.
Trustee Baar explained the requested variation and that the neighbor favored the location of the
equipment on the side yard.
The petitioner, Khalid Badwen, came to the podium and said that he was available to answer any
questions.
ROLL CALL VOTE:
Ayes: 6—Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0 —None
Motion carried.
B. 305 Canterberry Lane - Variation - Front Yard Setback
Motion by Trustee Baar, seconded by Trustee Cuevas, that the Village Board concur with the
recommendation from the Zoning Board of Appeals approving the requested variation to
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Section 13-6A-3F.1 of the Zoning Regulations for the property located at 305 Canterberry Lane
to permit and allow the construction of a new single-family home subject to the following:
1. The proposed development shall be constructed in substantial conformance to the
approved site plan and conceptual building elevations as submitted;
2. Add the condition "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
3. Authorize the Village Attorney to prepare the necessary ordinance granting the
variation for approval and adoption at the January 22,2019 Board of Trustees meeting.
Trustee Baar explained the variation request is for a single-family home on 2.5 acres that is seeking to
reduce the required front yard setback for the addition of a front porch.
Michael Scheid, owner of 305 Canterberry Lane, came to the podium and provided a brief history of
the property and said that he was available to answer any questions.
Comments were made by the Board and questions were addressed by Development Services Director
Tony Budzikowski.
ROLL CALL VOTE:
Ayes: 6—Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga,Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 0—None
Motion carried.
9. ACTIVE BUSINESS
A. Ordinances & Resolutions
1. ORDINANCE 2019-ZO-EX-PUD-S-1555, An Ordinance Approving Jupiter Realty/Franklin
1900 Spring, LLC —Planned Development for Condominium at 1900 Spring Road
Motion by Trustee Saiyed, seconded by Trustee Cuevas, that the Village Board approve
Ordinance S-1555,which approves a Planned Development for a 22-story residential
condominium building with up to 90 dwelling units for Lot 4 in the Franklin Subdivision at
1900 Spring Road.
Oak Brook resident Gerald Wolin addressed the Village Board with his concerns regarding the Jupiter
Planned Development Project. Discussion ensued regarding the installation cost for the traffic signal
and the floodplain compensatory storage related to the 16th Street driveway entrance improvements.
Trustee Tiesenga expressed opposition using the name "The Butler" for the condominium building.
He also noted that the Butler family conveyed their disapproval using the name as well. Comments
were made by the Board and questions were addressed by Development Services Director Tony
Budzikowski.
t
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Trustee Yusuf proposed a friendly amendment to add language to the ordinance that the 22-story
residential condominium building, with up to 90 dwelling units, measures no more than 286 feet in
height.
Discussion ensued regarding the construction timing. Trustee Yusuf proposed another friendly
amendment that the start date is upon issuance of a conditional letter of map revision. Village
Attorney Jones clarified that the friendly amendment would state that the time frame set forth in
Section 13-15-7 of the Municipal Code, would run upon on the date of issuance of the CLOMR for
the Planned Development.
ROLL CALL VOTE:
Ayes: 4—President Lalmalani, Trustees Manzo, Saiyed, Yusuf
Nays: 2 —Trustees Baar, Cuevas
Abstain: 0—None
Absent: 0—None
Present: 1 -Tiesenga
Motion carried.
10. INFORMATION & UPDATES
A. Village Manager
Village Manager Ginex welcomed Human Resource Director/Deputy Clerk Kathy Vonachen and
informed that the Oak Brook Bath& Tennis Club won Wedding Wire's 2019 "Couples Choice"
award for the second year in a row.
B. Village Clerk
Village Clerk Pruss congratulated Kathy Vonachen on her promotion to Human Resource
Director/Deputy Clerk. She also announced the Police Department Blood Drive on January l Din
C. Trustees
Trustee Yusuf discussed the Village Board process and the healthy discussions with fellow Trustees.
Trustee Saiyed commented on the upcoming projects in Oak Brook.
Trustee Baar reported on the reduced referendum for Hinsdale District 86 that will be on the April 2,
2019 ballot.
Trustee Manzo asked fellow Trustees to reach out to staff prior to the Board meetings with questions
and concerns.
Trustee Tiesenga congratulated President Lalmalani on becoming a grandpa and commented on the
Baer Manor event.
D. Village Attorney
Village Attorney Jones had nothing to report.
E. Village President
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Information Technology Director Fox reported on the communication towers and the update to the
Village's website.
Police Chief Kruger reported the 2018 crime rate results.
Public Works Director Patchin gave an update on the removal of the Buckthorn trees.
Human Resource Director/Deputy Clerk Kathy Vonachen thanked everyone for welcoming her.
Finance Director Paprocki reported that the 2018 audit will be starting next week.
Fire Chief Liss reminded the general public that the 2°d Citizens Fire Academy starts on March 61".
Development Services Director Tony Budzikowski mentioned that the Commercial Areas
Revitalization Plan will be on the Plan Commission's agenda for January 21 st.
11. ADJOURNMENT
Motion by Trustee Baar, seconded by Trustee Cuevas, to adjourn the Regular Meeting of the
Board of Trustees at 9:13 p.m. VOICE VOTE: Motion carried.
ATTEST:
dWJ*&4Z1UW
Charlotte K. Pruss
Village Clerk
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