Minutes - 01/28/2014 - Board of Trustees Of oaks MINUTES OF THE JANUARY 28, 2014 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
G FEBRUARY 11, 2014
9 F couto
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
7:09 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, Mark Moy, and Asif
Yusuf.
ABSENT: Trustees John Baar, Michael Manzo (arrived at 7:24 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; 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. ComEd Presentation
George Gaulrapp and Scott Kish, ComEd Representatives, gave a brief update regarding
the improvements ComEd completed in Oak Brook and the various programs implemented
to improve reliability in the area.
President Lalmalani announced that Assistant Manager Wing submitted his resignation and
congratulated him on his new position as HR Director for the City of Des Plaines. He
thanked him for his many years of service and wished him well.
President Lalmalani announced that the Residential Enhancement Committee has been
working with BDI, the consultants that were hired to develop a residential marketing plan
to improve property values, fill residential vacancies and attract new families to Oak
Brook, and that an open house will be held on Thursday, February 6, 2014 at 7:00 pm in
the Board Room.
Trustee Manzo gave a brief update on the status of the Fire Chief selection process. He
stated that the committee submitted a list of candidates to the Trustees for their
consideration. The Trustees will review the list of candidates and make a recommendation
to President Lalmalani, who will then make the final decision. He also thanked the
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committee members for their hard work.
4. RESIDENTNISITOR COMMENTS
All residents and visitors who signed up to speak will do so during the agenda item.
5. APPROVAL OF MINUTES
A. REGULAR EXECUTIVE MEETING MINUTES OF NOVEMBER 26, 2013
Motion by Trustee Manzo, seconded by Trustee Yusuf to approve the minutes of the
Regular Executive meeting of November 26, 2013. VOICE VOTE: Motion carried.
B. SPECIAL EXECUTIVE MEETING MINUTES OF DECEMBER 17, 2013
Motion by Trustee Manzo, seconded by Trustee Yusuf to approve the minutes of the
Special Executive meeting of December 17, 2013. VOICE VOTE: Motion carried.
C. SPECIAL EXECUTIVE MEETING MINUTES OF DECEMBER 18, 2013
Motion by Trustee Manzo, seconded by Trustee Adler to approve the minutes of the
Special Executive meeting of December 18, 2013. VOICE VOTE: Motion carried.
D. SPECIAL BOARD OF TRUSTEES MEETING OF JANUARY 13, 2014 (FIRE
CHIEF)
Motion by Trustee Manzo, seconded by Trustee Adler to approve the minutes of the
Special Board of Trustees meeting of January 13, 2014 (Fire Chief). VOICE VOTE:
Motion carried.
E. SPECIAL BOARD OF TRUSTEES MEETING OF JANUARY 13, 2014 (PUBLIC
WORKS)
Motion by Trustee Manzo, seconded by Trustee Adler to approve the minutes of the
Special Board of Trustees meeting of January 13, 2014 (Public Works). VOICE VOTE:
Motion carried.
F. REGULAR BOARD OF TRUSTEES MEETING OF JANUARY 14, 2014
Motion by Trustee Manzo, seconded by Trustee Adler to approve the minutes of the
Regular Board of Trustees meeting of January 14, 2014. 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 22, 2014 - $1,398,846.41
Significant Items included in Above:
1) Ancel, Glink, Diamond, Bush, DiCianni & Krafhefer, P.C. - Legal Services -
December, 2013 - $3,992.50 (FY13 —YTD - $57,818.16)
2) Hervas, Condon & Bersani, P.C. —Legal Services-December, 2013 - $2537.84
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(FYI 3 —YTD - $19,486.69)
3) Rathje, Woodward, LLC—Legal Services—December, 2013 - $3,333.33
(FY13 —YTD - $39,999.96)
4) Holland& Knight, LLP —Legal Services - December, 2013 - $5,626.50
(FYI 3 —YTD - $193,938.29)
TOTAL LEGAL BILLS PAID FOR 2013- $364,434.83
5) Christopher B. Burke Engineering, Ltd. —Payout 41 —2014 Street Improvement
Design - $26,698.53
6) Christopher B. Burke Engineering, Ltd. —Payout#6 & Final— St. Paschals—35th
Street TCM - $20,267.73
7) Oak Brook Park District—Ace Hardware Fitness Membership-January, 2013 to
December, 2013 - $6,000.00
8) DuPage Water Commission—December 31, 2013 - $269,161.62
9) DU-COMM—Fire Quarterly Shares - $38,870.25
10)DU-COMM—Police Quarterly Shares - $97,380.00
11)Kovilic Construction—Pedestrian Circulation Improvements - $175,078.00
B. Approval of Payroll for Pay Period Ending January 18, 2014 - $681,635.18
C. Community Development Referrals—NONE
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Tollway Bridge Deck Surface Repairs—Qualifications for Design Services
2) York/22nd Street Monument Sign
3) Fire Station 2 Heating, Ventilation, and Air Conditioning
4) Golf Course Maintenance Equipment
5) Golf Merchandise for Resale
6) Aquatic Services
7) Sports Core Equipment
8) Golf Course Commodities
9) Butler Government Center Irrigation System
E. Budget Adjustments—NONE
F. Ordinances & Resolutions
1) ORDINANCE 2014-ZO-PUD-EX-S-1391, An Ordinance Approving a Planned
Development(GGP Interior Common Area- Oakbrook Center)
2) Ordinance 2014-ZO-DP-CA-EX-S-1392, An Ordinance Approving a Certificate of
Appropriateness for the Property Located at 3824 York Road in the Village of Oak
Brook, Illinois
3) ORDINANCE 2014-PP-S-1393, 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 2014-LY-EXI-S-1394, An Ordinance Adopting a Revision of the
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General Policy for the Oak Brook Public Library
Motion by Trustee Adler, seconded by Trustee Manzo to approve the Consent Agenda and
authorize expenditures as presented or amended.
ROLL CALL VOTE:
Ayes: 4—Trustees Adler, Manzo, Moy, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 2—Trustees Baar and Wolin
Motion carried
7. ITEMS REMOVED FROM THE CONSENT AGENDA
1) Item 6.D.2. York/22nd Street Monument Sign
Public Works Director Hullihan gave a brief history of the York/22nd Street Monument
Sign Project that was originally proposed in 2008. He also discussed the visual features of
the monument sign and other locations in the Village where signs will be proposed.
Trustee Adler requested that this item be deferred until the Board has an opportunity to
review the monument sign renderings.
Motion by Trustee Adler, seconded by Trustee Manzo to defer Item 6.D.2. until the next
Board meeting. VOICE VOTE: Motion carried.
8. BOARD & COMMISSION RECOMMENDATIONS
A. Elqaq—424 Canterberry Lane—Variation
Mr. Joseph Bernell, the Architect for the Elqaq family, and Mr. Ehab Elqaq were available
to answer any questions.
Trustee Yusuf stated the home is beautiful and welcomed the Elqaq family to Oak Brook.
Motion by Trustee Moy, seconded by Trustee Adler to concur with the recommendation
from the Zoning Board of Appeals on a request from Ehab and Nour Elqaq, the owners of
the property at 424 Canterberry Lane for variations to the required front yard along
Canterberry Lane; the required rear yard and for structure height to accommodate two
architectural features in order to construct a new single-family home subject to the
following conditions:
1. The proposed development shall be constructed in substantial conformance to the
approved plans 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. Adoption of an ordinance necessary to grant the requested special use, which
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ordinance the Village Attorney shall by this motion be directed to prepare for
consideration at the February 11, 2014 Board of Trustees meeting. VOICE
VOTE: Motion carried.
9. UNFINISHED BUSINESS
A. 2014 Budget—New Positions
Trustees briefly discussed the recommended staffing requests made by the various
departments.
Motion by Trustee Manzo, seconded by Trustee Moy to approve all recommended
positions as presented by staff.
ROLL CALL VOTE:
Ayes: 4—Trustees Adler, Manzo, Moy, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 2—Trustees Baar and Wolin
Motion carried
10. ACTIVE BUSINESS
A. Confirmation of Appointments—NONE
B. Ordinance & Resolutions
1) Resolution 2014-PD-PG-R-1328, A Resolution Approving the Waiver of Competitive
Bidding and Authorizing the Purchase of In-Car Computer Equipment
Motion by Trustee Yusuf, seconded by Trustee Manzo that the Village Board waive
further bidding since the State of Illinois conducted the bid process and issue a purchase
order to CDS Office Technologies, Itasca, Illinois for the purchase of ten (10) ruggedized
computers.
ROLL CALL VOTE:
Ayes: 4—Trustees Adler, Manzo, Moy, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 2—Trustees Baar and Wolin
Motion carried
C. Polo Update
President Lalmalani thanked the Polo Committee and Trustee Adler for their hard work
and dedication to Polo.
Mort Westman, Polo Committee Chair, gave a brief update on planning for the 2014 polo
season and the goal of insuring financial success for the upcoming season. He stated that a
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more thorough update will be presented to the Board in a few weeks.
Trustee Adler stated that the 2013 polo season lost $103,000 mainly due to two rain-outs.
He also stated that the committee is hard at work and looking for many options to increase
revenue and decrease expenses. He requested that the Board approve the recommended
2014 polo dates in order for the committee to begin promoting to ticket holders, sponsors
and other interested parties.
Discussion ensued regarding reducing expenses, such as food and beverage and tent rental,
and making the 2014 polo season successful.
Motion by Trustee Adler, seconded by Trustee Manzo to approve the following dates for
the 2014 Polo season: July 6, 2014, July 13, 2014, August 10, 2014, August 17, 2014,
September 14, 2014 and rain-out dates of August 24, 2014 and September 21, 2014.
VOICE VOTE: Motion carried.
D. Strategic Plan Update
Manager Niemeyer gave a brief update on the four year strategic plan which included the
following:
• Continue to Promote Economic Development
• Continue to Operate in a Fiscally Conservative Low-Tax Operation
• Enhance Transportation Access and Facilities
• Continue to Promote and Upgrade Oak Brook's Stellar Image
• Maintain and Enhance Village Services to Residents
• Improve Employee Productivity and Morale
E. Proposed Graue Mill Flood Protection Plan
Trustee Yusuf stated that the Graue Mills Condominiums Homeowners Association
pursued a FEMA grant that will provide 75% of the required funds to construct a flood
protection project. He discussed the proposed project features and costs and stated that the
Graue Mills Condominiums Homeowners Association expressed the opinion that the
Village has some obligation to contribute financially to this project since water flows from
Oak Brook across the Graue Mills Condominium property towards Salt Creek. He further
stated that a financial contribution to this project is not in the best interest of the Village.
Public Works Director stated that the Village works with many neighboring communities
on flood plain issues and assists in many ways other than financially.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER
Manager Niemeyer thanked Assistant Manager Wing for his dedicated years of service
and wished him the best in his new position. He also stated that Acting Chief Clark and
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Chief Kruger did an outstanding job handling a carbon monoxide incident that occurred
last week in Oak Brook.
B. VILLAGE CLERK
Clerk Pruss stated that the General Primary Election is March 18, 2014. She also stated
that February 6th is the first day for applications to be mailed out for absentee ballots,
February 18th is the last day for voter registration at the Village, February 19th — March
15th is the grace period for voter registration at the DuPage County Election Commission,
and early voting will take place from March 3rd — March 15th. The closest early voting
location is at the York Town Center. She also stated that March 13th is the last day for the
DuPage County Election Commission to accept absentee ballots and March 17th is the last
day to fill out an application in person to vote an absentee ballot.
C. TRUSTEES
Trustee Moy wished Assistant Manager Wing good luck in Des Plaines and stated that he
will be missed.
Trustee Adler announced the death of American folk singer Pete Seeger.
Trustee Yusuf wished Assistant Manager Wing the best in his new position. He also
acknowledged his and Manager Niemeyer's high level of dedication and responsiveness.
He also thanked all Village departments and employees for their extras effort and their
hard work during the harsh winter season. He also mentioned a change in State law
which states you can request an absentee ballot for voting on-line without having to sign
the application for the ballot.
D. VILLAGE ATTORNEY—NONE
E. VILLAGE PRESIDENT
Chief Kruger stated that the next installment of the Police Academy will begin March 51n
Acting Chief Clark discussed the fatal carbon monoxide leak that occurred in Oak Brook
the previous week and stressed the importance of a working carbon monoxide detector in
every home.
Library Director Madorin discussed the "Tea with the Presidents Event" to be held on
February 8th and the "Cold Injury Emergencies with Doctor Moy Event" to be held on
February 91h. She encouraged everyone to attend.
Finance Director Dangles stated that the Village ended 2013 with $11.6M in sales tax
revenue which is a 4.4% increase over 2012. She also stated that January sales tax
revenues are already 11%higher than the same time last year.
Assistant Manager Wing thanked the Village Board, previous Boards, staff, and residents
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for allowing him to serve the community and wished everyone the best. He also assured
the Village that they have a very dedicated staff.
Public Works Director Hullihan stated that the deicing of the roads does not work when the
weather is below zero and asked everyone to be please drive safely.
12. ADJOURN TO CLOSED SESSION
Motion by Trustee Yusuf, seconded by Trustee Manzo to adjourn to closed session for the
purpose of discussing (1) minutes of meetings lawfully closed under this act, (2) litigation,
and (3) appointment, employment, compensation, discipline, performance, or dismissal of
specific employees of the public body pursuant to 2c(21), Section 2c(11), and 2c(1) of the
Illinois Open Meetings Act, respectively.
ROLL CALL VOTE:
Ayes: 4—Trustees Adler, Manzo, Moy, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 2—Trustees Baar and Wolin
Motion carried
This meeting was adjourned to Closed Session at 8:45 pm.
13. ADJOURNMENT
Motion by Trustee Yusuf, seconded by Trustee Manzo to adjourn the Regular Meeting of
the Board of Trustees at 11:18 pm. VOICE VOTE: Motion carried.
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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