Minutes - 04/14/2020 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES Page 1 of 10 REGULAR MEETING OF APRIL 14, 2020
MINUTES OF THE APRIL 14, 2020
REGULAR MEETING OF THE
PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS
WRITTEN ON APRIL 28, 2020
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 p.m. The Pledge of Allegiance was given.
2. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons:
PRESENT: President Gopal Lalmalani
PRESENT VIA TELECONFERENCE/ZOOM:
Trustees John Baar, Philip Cuevas, Michael Manzo, Moin Saiyed, Edward Tiesenga,
Village Attorney Michael Castaldo, Jr.
ABSENT: Trustee Yusuf (arrived at 7:13 p.m.)
IN ATTENDANCE: Village Manager Rick Ginex, Development Services Tony
Budzikowski, Information Technology Director Jim Fox, Finance Director Jason
Paprocki, Public Works Director Doug Patchin
3. PRESIDENT’S OPENING COMMENTS
President Lalmalani welcomed everyone to the new way of meeting and announced that
video type meetings will be protocol until further notice. He also spoke about the
challenges those celebrating Easter and Passover holiday faced due to COVID-19
pandemic. Additionally, he stressed the importance of abiding by CDC and Government
official guidelines, and announced freshly released statistics according to DCHD. In like
manner, he spoke about the changes at the hospital he works at and provided latest
information from the phone conference he had with the Governor of Illinois.
President Lalmalani further encouraged everyone to support our local eating
establishments by going to the Village’s website for a list of options, announced the
passing of resident Marilyn Quinlan, spoke about her life and contributions to the
community, expressed his condolences and asked for moment of silence. Lastly,
President Lalmalani thanked Trustee Saiyed for his hard work and assistance with the
Food Drive this past weekend at Christ Church. He announced pick up options and
shared his concerns with the inability of the furloughed Village employees to come and
participate in the Food Drive.
Trustee Saiyed spoke in detail about the Food Drive and shared his concerns with the
challenges of food distribution, pick up times and making sure that everyone is informed
about the event.
VILLAGE OF OAK BROOK MINUTES Page 2 of 10 REGULAR MEETING OF APRIL 14, 2020
Manager Ginex shared the information about the Food Drive to the local establishments.
4. RESIDENT/VISITOR COMMENTS
Resident Sharon Knitter, shared her hope that all Trustees and their families stay safe and
healthy. She also thanked the Board for their support with the height variation for Sports
Field Lighting at the Kensington Property. Lastly, she shared her appreciation for the
partnership with the Village.
Oak Brook Park District Commissioner, Laura Suleiman, thanked the Village for their
support with the lighting variation on our Kensington property fields. She also stated that
this is truly an example of commitment that both institutions share in bettering our
community.
5. APPROVAL OF MINUTES
A. REGULAR BOARD OF TRUSTEES MEETING MINUTES OF MARCH 10, 2020
Motion by Trustee Baar, seconded by Trustee Manzo to approve the Minutes of the
Regular Board of Trustees Meeting of March 10, 2020. VOICE VOTE: Motion carried.
B. SPECIAL BOARD OF TRUSTEES MEETING MINUTES OF MARCH 26, 2020
Motion by Trustee Baar, seconded by Trustee Manzo to approve the Minutes of the
Special Board of Trustees Meeting of March 26, 2020. 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 April 9, 2020 - $1,474,640.19
Significant Items included in Above:
1. LEGAL SERVICES:
a) Rathje Woodward, LLC - Legal Services – March 2020 – Inv.# 54660 -
$370.50
b) Rathje Woodward, LLC - Legal Services – March 2020 – Inv.#54659 -
$285.00 (FY20 – YTD -$7,243.20)
c) Clark, Baird, Smith, LLP – Legal Services – March 2020 - $3,061.00 (FY20
YTD - $6,937.00)
TOTAL LEGAL BUDGET FOR 2020 IS $254,000.00
TOTAL LEGAL BILLS PAID FOR 2020- YTD - $40,258.50
2. BCBS PPO – Health Care Services – March 2020 - $170,385.16
3. BCBS HMO – Health Care Services – March 2020 - $39,622.39
4. Paramedic Services of Illinois – Paramedic Services – April 2020 - $52,448.00
5. Burke, LLC- 2020 Water Main & Street Improvements – Pay Request # 1 -
$191,630.00
VILLAGE OF OAK BROOK MINUTES Page 3 of 10 REGULAR MEETING OF APRIL 14, 2020
6. JW Turf, Inc. – Equipment Invoice- Oak Brook Golf Club - $82,658.36
7. DuPage Water Commission - March 2020 - $259,414.12
8. Pineoaks Partners, LLC - 2020 Polo Program Sponsorship - $65,000.00
9. T.P.I Building Code – March 2020- Inv. #202003 - $27,342.02
10. NuVision – Oak Brook Golf Club Renovation – Inv. #505 - $25,000.00
11. DCVP-Co-Op Advertising – January-March - Inv.#4467 - $63,963.00
12. Christopher B. Burke Engineering, LTD. – Harger Rd. Bike Path – March 2020 -
$27,649.00
13. Baker Tilly Virchow Krause LLP – Financial Audit Services - $20,000.00
TOTAL DUPAGE CONVENTION & VISITORS BUREAU BUDGET FOR
2020 - $192,020
TOTAL PAID FOR 2020 - $110,626.39
B. Approval of Payroll for Pay Period Ending: March 21, 2020 - $791,524.07
C. Ordinances & Resolutions
1. RESOLUTION 2020-PW-SC-TREE-R-1857, A Resolution Waiving
Competitive Bidding and Authorizing the Execution of a Contract Between the
Village of Oak Brook and Homer Tree Care, Inc. in Relation to the Removal of
Buckthorn, Ash Trees, and Other Dead Trees Along the Sports Core Property
2. ORDINANCE 2020-BU-AMEND-ND-S-1599, An Ordinance Authorizing
Amendments and Transfers Among Budget Line Items the Village of Oak
Brook, Illinois
3. RESOLUTION 2020-ENG-AG-VRS-IMPROVE-R-1869, A Resolution
Approving and Authorizing the Execution of an Agreement By and Between the
Village of Oak Brook and Burke, LLC. for the Brook Forest Water Main
Improvements - Phase 2, Sports Core Water Main Improvements, and the 2020
Street Improvements
4. RESOLUTION 2020-PW-CNTRCT-HYDPNTG-R-1870, A Resolution
Waiving Competitive Bidding and Approving and Authorizing the Award and
Execution of a Contract With Cryder Enterprises, Inc. for Fire Hydrant Painting
Services
5. RESOLUTION 2020-PW-CONTRCT-GRADALL-R-1871, A Resolution
Waiving Competitive Bidding and Approving and Authorizing the Award and
Execution of a Contract with Western Gradall Corp. for Gradall Services
6. RESOLUTION 2020-ENG-AG-FNDS-DSGN-R-1872, A Resolution
Authorizing and Approving the Execution of an Agreement By and Between The
Village Of Oak Brook and Christopher B. Burke Engineering, Ltd. for the Sports
Core OSLAD Improvements and Bath & Tennis Shoreline Stabilization Project
VILLAGE OF OAK BROOK MINUTES Page 4 of 10 REGULAR MEETING OF APRIL 14, 2020
7. ORDINANCE 2020-EASE-WM-TLWYBRG-S-1600, An Ordinance Approving
and Authorizing the Execution of an Easement Agreement By and Between the
Village of Oak Brook And Pembroke 2001 York, LLC
D. Village of Oak Brook – Monthly Financial Reports February - 2020
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 Baar, Cuevas, Manzo, Saiyed, Tiesenga, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
7. ITEMS REMOVED FROM THE CONSENT AGENDA
None
8. BOARD & COMMISSION RECOMMENDATIONS
A. 1315 and 1425 Kensington Road – Height Variation for Sports Field Lighting
Park District Attorney, Steven Adams, thanked the Board for their support and
assistance. He also thanked the staff on preparing and submitting the request.
Motion by Trustee Baar, seconded by Trustee Manzo that the Village Board concurs with
the recommendation from the Zoning Board of Appeals (ZBA) approving the height
variation to Section 13-5-4.D of the Zoning Regulations to permit and allow six (6), 80’
high light poles on ball fields One and Two, subject to the following:
1. The proposed ball field lights shall be constructed in substantial conformance to the
approved plans as submitted;
2. The field lights will be “turned-off” if there are no activities planned on the fields;
3. The lights will be controlled by automatic timers, which will only allow use from
dusk until 10:30 pm. In addition, from December 15th through the last day of
February of each year, the lights will be “turned off” at 9:30 pm;
4. Light levels shall comply with the Building Code Amendment 302.15 Maximum
Line of Sight Illuminance at Any Vertical Plane Boundary and not exceed 0.3 foot-
candles along the adjacent property lines;
5. An as-built photometric plan shall be submitted to the Village after the installation of
the light poles;
6. A lighting level survey/verification review shall be conducted at the second year
anniversary of the light installation and after a significant change to the light poles.
A significant change is considered to be a modification that will require a building
permit;
7. 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
VILLAGE OF OAK BROOK MINUTES Page 5 of 10 REGULAR MEETING OF APRIL 14, 2020
8. Authorize the Village Attorney to prepare the necessary ordinance granting the
requested height variation for approval and adoption at a future Board of Trustees
meeting.
ROLL CALL VOTE:
Ayes: 6 – Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
B. Oak Brook Park District, 1315 and 1425 Kensington Road - Fee Waiver Request for
Zoning Variation Application Fee
Trustee Saiyed stated that he spoke with Ms. Kosey, and she indicated that she would
like to pass on the fee waiver because of the current economic situation and the Park
District does not want any favors.
President Lalmalani asked if Manager Ginex has the official word from the Park District
on the subject of the fee waiver. He also asked Director Budzikowski and Village
Attorney Castaldo for the proper voting procdure under current circumstances.
Conjointly, he announced that the Park District Attorney Adams’ request to withdraw the
motion has been granted.
Manager Ginex stated that he spoke to Ms. Kosey as well, and was informed that if the
fee was not amendable to the Board that the Park District would be willing to pay the
regular fee amount.
Trustee Yusuf stated that he also spoke with Ms. Kosey, and explained to her that under
normal circumstances a fee waiver would be feasible. However, with the current
challenges the Board is facing due to the pandemic, they would be sending a wrong type
of message if they agreed to waive the fee. Therefore, pursuant to the conversation he
had with Ms. Kosey, he is not in favor of granting this relief. Additionally, Trustee Yusuf
asked if the current motion needs to be voted down or amended.
Trustee Tiesenga thanked President Lalmalani for the opportunity to speak and Park
District Attorney for joining the meeting. He stated that although he very much enjoys
working with the members of the Park District, he agrees with Trustee Yusuf’s
comments and is also against the fee waiver at this time.
Trustee Baar stated that he could pull the motion rather than voting it down due to the
fact that Ms. Kosey had also left a voicemail stating that the Park District would be
willing to pay the full fee.
Park District Attorney, Steven Adams stated that on behalf of the Park District and the
extraordinary circumstances the Board’s position and decision on the subject matter is
completely understood. Moreover, he thanked the Board for their time and consideration
VILLAGE OF OAK BROOK MINUTES Page 6 of 10 REGULAR MEETING OF APRIL 14, 2020
regarding waiving of fees. Lastly, he stated in order to help with the Board’s procedural
aspect, he has the authority and would like to completely withdraw the motion.
Village Attorney Castaldo stated that he would prefer for the request to be withdrawn.
Motion by Trustee Baar, seconded by Trustee Yusuf to discuss if the Village Board is
amenable to continuing the fee waiver practice as outlined in Title 1, Chapter 14, Section
2 of the Village Code, I would recommend approving a fee waiver for the Park District’s
application fee in the amount of $750.00
Motion was withdrawn, and postponed indefinitely.
C. Village of Oak Brook – Text Amendment to Zoning Regulations to Add Outdoor
Dining Areas for Restaurants as a Permitted Use in Business Districts and Office
Research Assembly Districts
Motion by Trustee Baar, seconded by Trustee Tiesenga to discuss the Text Amendment
to Zoning Regulations to Add Outdoor Dining Areas for Restaurants as a Permitted Use
in Business Districts and Office Research Assembly Districts
Director Budzikowski gave a brief overview of the history of the amendment and
explained in detail the reasons for bringing up the amendment again. He further
explained the benefits, the process of obtaining permits for the outdoor dining areas and
the type of businesses that would be affected by the amendment.
Trustee Yusuf spoke about the past process for anyone seeking special use permits and
stated that he is in favor of the text amendment.
Motion by Trustee Baar, seconded by Trustee Yusuf that the Village Board Concurs with
the recommendation from the Zoning Board of Appeals (ZBA) approving the text
amendment request to add Outdoor Dining areas for restaurants as a permitted use to
Chapter 7 Business Districts and Chapter 10 Office Research Assembly Districts of the
Zoning Regulations in accordance with the accompanying Draft Ordinance.
This recommendation is subject to the following:
1) Zoning amendment factors provided in the petitioner’s application material (case
file pages C-C.1).
2) Authorization for the Village Attorney to prepare the necessary ordinance
granting the requested text amendment for approval and adoption at the April 28, 2020
Board of Trustees meeting.
ROLL CALL VOTE:
Ayes: 6 – Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried.
VILLAGE OF OAK BROOK MINUTES Page 7 of 10 REGULAR MEETING OF APRIL 14, 2020
9. ACTIVE BUSINESS
A. Public Safety Pension Actuarial Results
Trustee Yusuf reminded everyone that the Public Safety Pension Actuarial Results are
brought up and discussed in detail every year in order to properly plan for the future. He
also spoke regarding his findings based on the results provided by Director Paprocki.
Director Paprocki spoke regarding major changes, the contributions, the eliminated items
and the effects all the changes had on calculations presented to the Board in this year’s
results. He further explained that the current report holds only assumptions and once
the Department of Insurance releases their numbers, mid-summer, the results will be
adjusted accordingly and brought back to the Board to be voted on.
Trustee Manzo clarified that the current report is only a preliminary indication and
suggestion of contributions, and that another discussion will take place at a later time and
date. Moreover, he recounted recent discussion with Manager Ginex and Trustee Saiyed
on the subject of contributions and shared his concerns with usage and replenishment of
the reserve fund. Furthermore, he proposed a one-year plan of lowering the contributions
by a specific percentage based on recommendations from Department of Insurance.
Manager Ginex spoke about the discussion mentioned by Trustee Manzo and stated that
the idea of making a one-time lower contribution should be considered as a backup plan
in case of excessive or unexpected prolonged expenditures.
Trustee Baar spoke regarding past decisions made based on assumptions made by the
early results of data provided. He also shared his concerns with making a lower
contribution even if it is only for one year. Additionally, he spoke in favor of using the
reserves in the efforts of maintaining contributions at the same level as it is now.
President Lalmalani stated that although he is in agreement with Trustee Baar’s
comments, the Board has to take current situational circumstances into consideration.
Trustee Saiyed spoke in support of taking the approach of making a lower contribution
for this year only. He also shared his observations Police and Fire contributions results
are in comparison to statewide calculations.
Trustee Tiesenga addressed previously proposed ideas and comments by explaining his
rationale behind the mathematics of making lower contributions. Additionally, he
supplied a detailed explanation of the negative effects of the Pension Reform and
Pension Consolidation that are currently in place. Furthermore, he scrutinized over the
Police Pensions, Police annual report results, the lesser amount of work by Police
officers, current size of the Oak Brook Police task force and the denial of any type of
relief from the Police Union. Consequently, he announced that he will vote in favor of a
reduced contribution once the time comes.
VILLAGE OF OAK BROOK MINUTES Page 8 of 10 REGULAR MEETING OF APRIL 14, 2020
Trustee Yusuf announced that he is in agreement of temporary reduction in contribution,
especially due to instability of current economics, however, it would be equally
important to return to current contribution amounts as soon as that option would become
viable.
Trustee Cuevas stated that he is in agreement with the temporary proposed reduction in
contribution because the Village has to be cautious at an unprecedented time such as this
one. Nevertheless, he spoke in opposition of Trustee Tiesenga’s comments by providing
specific examples of most recent calls and crimes. He said that although there is a little
bit of less work out there, crime does not stop and these people are putting themselves
and their families in danger due to immediate exposure especially in situations where
calls come in for medical attention.
President Lalmalani reminded everyone that the vote is only on the Actuarial Results
presented by Director Paprocki at this time.
Motion by Trustee Yusuf, seconded by Trustee Manzo that the Village Board accepts the
proposed actuarial assumptions and results of the Police and Firefighters’ Pension Funds
for inclusion in the 2019 Comprehensive Annual Financial Report (CAFR).
ROLL CALL VOTE:
Ayes: 6 – Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried.
B. Financial Discussion: Economic Impact to 2020 Budget
President Lalmalani asked Trustee Manzo to lead off the discussion.
Trustee Manzo stated that as mandated by President Lalmalani, he met with Manager
Ginex and Trustee Saiyed to discuss different options of being proactive with the
finances. Furthermore, he spoke of current financial challenges the Village is facing and
the possible creative solutions to cut the budget without hurting services for residents of
Oak Brook.
Trustee Saiyed spoke of the need for further exploration of different ideas and
opportunities. Moreover, he shared his thoughts about current savings amount and asked
Manager Ginex to confirm that. Additionally, he suggested that the Trustees make a
sacrifice as well by giving up their earned salaries for the meetings, and the President
takes a salary cut. Lastly, he thanked Public Works Director Patchin for a very generous
gesture of providing 3 furlough days from his department.
Manager Ginex stated that the amount provided by Trustee Saiyed is correct but Director
Paprocki would be able to provide a confirmation. He also stated that Director Paprocki
will be able to attest to a good sales tax month that we just had resulting in significant
VILLAGE OF OAK BROOK MINUTES Page 9 of 10 REGULAR MEETING OF APRIL 14, 2020
surplus. Moreover, he answered President Lalmalani by stating that every decision made
over the course of the last few weeks, although some very difficult, was looked at as
phased approach in getting things done as needed in order to see the direction that
summertime takes. Additionally, Manager Ginex spoke about preparation of calculations
to send to IMRF for the possibility of bringing an early retirement option to the Board in
the near future. He also thanked his Department Directors and staff his employees by
stating that although this is a very difficult thing to go through, everyone stepped up and
he could not be more proud.
Finance Director Paprocki provided clarification on assumed savings, and confirmed that
there was a significant overall increase in April.
President Lalmalani shared his appreciation and gratitude to Village Manager Ginex and
Finance Director Paprocki for their hard work and making the necessary cuts.
Additionally, he thanked all Village employees and shared his hopes of the situation
being only a short lived and temporary one. He also shared his hopes for bringing back
all furloughed employees sooner rather than later. Moreover, he addressed the
compensation contribution by stating that as a true leader he will follow what is decided
by the Trustees. Lastly, h e thanked Public Works Patchin for his help with offering
additional furlough days from his department.
Trustee Baar stated that he is in agreement with compensation contribution for his Board
work. He went on to thank the President for kind remarks, and stated that Manger
Ginex’s expertise and experience, having gone through similarly financially difficult
situations in the past, gives him a unique ability to handle this situation in a manner that
still moves the Village forward. Further, he stressed on ability to get bids for
infrastructure spending in order for the Village projects to keep moving forward.
Trustees Cuevas, Manzo, Saiyed, Tiesenga agreed to compensation contributions as well.
Trustee Yusuf stated he also agreed to the compensation contribution and shared his
thoughts on all the financial decisions made in order to maintain financial solidity and
prepare the Village to whether the storm. He further spoke of the uncertainty of the
financial impact the Village is facing due to the unclear timeframe the pandemic will
take.
Public Works Director Patchin stated that the decision to provide 3 furlough days was
idea of the employees who understand the tough times and wanted to provide assistance.
He said that he will pass the message of appreciation along to the employees.
10. ADJOURNMENT
Motion by Trustee Manzo seconded by Trustee Yusuf to adjourn the Regular Meeting of
the Board of Trustees at 7:55 p.m. VOICE VOTE: Motion carried.
ATTEST:
VILLAGE OF OAK BROOK MINUTES Page 10 of 10 REGULAR MEETING OF APRIL 14, 2020
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk