Minutes - 02/25/2014 - Board of Trustees MINUTES OF THE FEBRUARY 25, 2014 REGULAR MEETING
ti 9a OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
MARCH 11, 2014
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,
and Asif Yusuf.
ABSENT: Trustees Donald Adler (arrived at 7:13 pm) and Gerald Wolin.
IN ATTENDANCE: David Niemeyer, Village Manager; Cathy Doczekalski, Interim
Assistant Village Manager; Robert L. Kallien, Jr., Community Development
Director; Sharon Dangles, Finance Director; Gary Clark, Acting Fire Chief,
Susan 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
President Lalmalani announced that Agenda Item 10.B.Lwill be removed.
President Lalmalani wished the Chinese community a Happy Chinese New Year and stated
that it is the longest and most important celebration in the Chinese calendar.
President Lalmalani stated that the Board is going to be very busy the next couple of weeks
with interviews in closed session for the Fire Chief position on February 26th, March 3rd &
March 6th. He also stated that the Village will be hosting an appreciation dinner on Friday
evening for committee and commission members and volunteers in recognition of all their
efforts and hard work.
4. RESIDENTNISITOR COMMENTS
Residents who signed up to speak will do so during the agenda item.
5. APPROVAL OF MINUTES
A. SPECIAL EXECUTIVE MEETING MINUTES OF JANUARY 28, 2014
Motion by Trustee Baar, seconded by Trustee Manzo to approve the minutes of the Special
Executive Meeting of January 28, 2014. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK MINUTES Page I of 8 REGULAR MEETING OF FEBRUARY 25,2014
B. REGULAR BOARD OF TRUSTEES MEETING OF FEBRUARY 11, 2014
Motion by Trustee Baar, seconded by Trustee Manzo to approve the minutes of the
Regular Board of Trustees Meeting of February 11, 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 February 20, 2014 - $597,265.73
Significant Items included in Above:
1) Ancel, Glink, Diamond, Bush, DiCianni & Krafhefer, P.C., - Legal Services—
January, 2014 - $4,177.86 (FYI 4—YTD - $4,177.86)
2) Seyfarth, Shaw, LLP—Legal Services—December, 2013 - $127.25 (FY 13 —YTD
- $19,966.73)
3) Holland & Knight, LLP—Legal Services—January, 2014 - $17,939.83 ($3,147.50
of the $17,939.83 is Reimbursable) (FY14—YTD - $14,792.33)
TOTAL LEGAL BILLS PAID FOR 2013 - $363,582.08
TOTAL LEGAL BILLS PAID FOR 2014 - $18,970.19
4) DuPage Water Commission—January 31, 2014 - $326,188.59
B. Approval of Payroll for Pay Period Ending February 15, 2014 - $684,782.23
C. Community Development Referrals
1) Core Fund Oak Brook Property LLC c/o Mid-America Asset Management and
Binny's Beverage Depot— 1500 16th Street—Text Amendment—B-1 District
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Oak Brook Bath & Tennis Club Exterior Stair Replacement
2) Mosquito Abatement Services
3) Landscape Maintenance Services
E. Budget Adjustments—NONE
F. Ordinances & Resolutions—NONE
Motion by Trustee Baar, seconded by Trustee Manzo to approve the Consent Agenda and
authorize expenditures as presented or amended.
ROLL CALL VOTE:
Ayes: 4—Trustees Baar, Manzo, Moy, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 2 —Trustees Adler and Wolin
VILLAGE OF OAK BROOK MINUTES Page 2 of 8 REGULAR MEETING OF FEBRUARY 25,2014
Motion carried
7. ITEMS REMOVED FROM THE CONSENT AGENDA
Item 6.C.1. - Core Fund Oak Brook Property LLC c/o Mid-America Asset Management
and Binny's Beverage Depot— 1500 16th Street—Text Amendment—B-I District
Trustee Yusuf stated that he would like to add language to the referral that requires the
licensed premise to be at least 10,000 feet in size.
Motion by Trustee Yusuf, seconded by Trustee Manzo to refer this item to the Plan
Commission for review and recommendation with the additional language incorporated.
VOICE VOTE: Motion carried.
8. BOARD & COMMISSION RECOMMENDATIONS
A. Village of Oak Brook—Text Amendments—Fence Regulations
Community Development Director Kallien and Trustee Moy gave background information
and explained the recommended text amendment.
Discussion ensued regarding standard fence height size and the recommendation was to
keep the height requirement at 42".
Motion by Trustee Moy, seconded by Trustee Manzo to concur with the recommendation
from the Zoning Board of Appeals and approve the proposed amendments to the fence
regulations as attached, which replace the existing regulations in Section 13-3-6B of the
Zoning Ordinance with a new Section titled, "Fence Regulations" subject to the following
condition:
1. Adoption of an ordinance necessary to grant the proposed text amendments, which
ordinance the Village Attorney shall by this motion be directed to prepare for
consideration at the March 11, 2014 Board of Trustees meeting.
ROLL CALL VOTE:
Ayes: 5 —Trustees Adler, Baar, Manzo, Moy, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 1 —Trustees Wolin
Motion carried
9. UNFINISHED BUSINESS
A. Authorization to Seek Bid or Proposals or Negotiate Contracts:
1) York/22nd Street Monument Sign
Trustee Baar gave a brief history of the Monument Sign Project and stated that the project
has broad support and is part of the coordinated effort to beautify the Village.
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Public Works Director Hullihan discussed the materials that will be used to build the
monument sign.
Resident Bill Lindeman stated that he supports the beautification of Oak Brook commercial
areas but questions the cost and location of the proposed monument sign. He
recommended that the Village come up with a plan for all future monument signs rather
than doing this project piecemeal.
Resident Peter Huizenga stated that residents do not have all the information needed for
further discussion on the proposed monument sign. He also stated that he would like to see
a nicer sign that represents Oak Brook better than the proposed sign. He further made
other recommendations regarding the design and the location of the monument sign.
Resident Harry Peters discussed the branding of Oak Brook and feels that conducting the
bid process for the monument sign is a good idea.
Resident Duane Forst suggested that the money for the sign can be put to better use since
Oak Brook is well known.
Resident George Klein discussed the monument signs replaced in the York Woods
Subdivision. He also stated that that the sign should somehow direct people to the Oak
Brook Sports Core because of it proposed location.
Resident Jeff Kennedy, Chairman of the Streetscape Committee, stated that all the
concerns and issues raised were thoroughly considered by the committee. He stated that
gateway signage is an essential part of the Oak Brook Beautification Plan adopted in 2006.
He gave a brief history of how the committee chose the design and location of the
proposed gateway sign after consultation with residents and the business community. He
also discussed how the financing of the gateway sign comes from the 2%hotel tax that was
approved in 2006. He further stated that the committee is working on three more gateway
signs as part of the plan to identify Oak Brook.
President Lalmalani clarified that the Board is being asked to direct staff to seek bids for
the gateway sign and that the design was approved by the previous Board.
Trustee Baar stated that all Village gateway signs should look the same. He also requested
to review the Oak Brook Beautification Plan adopted 2006.
Trustee Manzo addressed some of the concerns raised by residents such as funding and the
design of the sign. He also stated that this is a step in the right direction for Oak Brook.
Trustee Moy stated that there has been significant input by the Village, residents, and the
business community on the gateway sign and that he is in favor of moving forward.
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Trustee Adler asked why the previous Board did not approve seeking bids for this project.
Jeff Kennedy gave a brief explanation. Trustee Adler also discussed the design and the
lighting of the sign and stated that he does not agree with conducting the bid process when
there are still pending issues.
Trustee Yusuf stated that he likes the design and agrees with conducting the bid process
with the understanding that there may be adjustments to the design.
Motion by Trustee Baar, seconded by Trustee Manzo that staff advertises for competitive
bids for the sign at 22nd Street and York Road.
ROLL CALL VOTE:
Ayes: 4—Trustees Baar, Manzo, Moy, and Yusuf
Nays: 1 —Trustee Adler
Abstain: 0—None
Absent: 1 —Trustees Wolin
Motion carried
10. ACTIVE BUSINESS
A. Confirmation of Appointments—NONE
B. Ordinance & Resolutions
1) RESOLUTION 2014-PED-ACCESS-DESIGN-AG-R-1336, A Resolution Approving
and Authorizing a Professional Services Agreement By and Between the Village of Oak
Brook and Hitchcock Design Group for Design and Engineering Services for Project C of
the Pedestrian Access Project—REMOVED
2) RESOLUTION 2014-PD-VEH-PG-CNTRCT-R-1335, A Resolution Approving the
Waiver of Competitive Bidding and Authorizing the Purchase of Certain Replacement
Police Vehicles
Chief Kruger gave a brief explanation of the requested vehicle replacements.
Motion by Trustee Baar, seconded by Trustee Manzo that the Village Board waive further
bidding since the Suburban Purchasing Cooperative already conducted the bid process and
issue a purchase order to Currie Motors, Frankfort, Illinois, for two (2) 2014 Ford
Interceptor Sedans Police Package AWD in the amount of $56,510 ($28, 135 for Unit
#322 and $28,375 for Unit #319). Additionally, that $5,200 be authorized to purchase the
necessary equipment to outfit the above vehicle. Further, that the Village Board waive
further bidding since the State of Illinois already conducted the bid process and issue a
purchase order to Miles Chevrolet, Decatur, Illinois for one (1) 2014 Chevrolet Tahoe PPV
Police Interceptor (2WD) in the amount of $27,421.99. Additionally, that $2,200 be
authorized to purchase the necessary equipment for the above vehicle. Most of the
equipment can be re-used from the vehicles they are replacing.
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ROLL CALL VOTE:
Ayes: 5 —Trustees Adler, Baar, Manzo, Moy, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 1 —Trustees Wolin
Motion carried
C. Legal Update
Trustee Moy gave a presentation on the 2013 Legal Expenses Update which included the
following:
• Legal Costs by Year 2003 —2013
• Legal Costs by Firm 2003 —2013
• Law Firms Used
• Law Firms Hourly Rates and Services Provided
• Law Firms Used in Other Municipalities
• Freedom of Information Act (FOIA)
Trustee Manzo stated that the Village needs to be diligent on attorney fees and stated that
the Board must decide whether to conduct the bid process on legal services or remain
status quo.
D. Polo Update
Trustee Adler gave a brief Polo update. He stated that the committee formed several
subcommittees and that the hope is to present a 2014 Polo projection at the next Board
meeting.
Kathy Maher discussed the process of auditing the 2013 invoices. She also stated that the
committee is working much more efficiently than last year and that finances will be more
favorable this Polo season.
President Lalmalani thanked everyone for their hard work with Polo.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER—NONE
B. VILLAGE CLERK
Clerk Pruss reminded everyone that the primary election is March 18, 2014 and that voter
registration must now be done by the DuPage County Election Commission. She also
stated that early voting will take place from March 3rd — March 15th. The closest early
voting location is at the York Town Center. She further stated that she has applications
for absentee voting.
C. TRUSTEES
Trustee Yusuf stated that the Board members are not going to agree on things all of the
VILLAGE OF OAK BROOK MINUTES Page 6 of 8 REGULAR MEETING OF FEBRUARY 25,2014
time and that difference of opinions are good and healthy.
Trustee Moy wished the Chinese community a Happy New Year.
Trustee Baar stated that the Village should look into initiatives on how it can further
integrate internet access into Oak Brook. He also stated that there are sections of the
residential zoning code that should be updated.
Trustee Manzo thanked all the residents who came to the meeting. He also stated that the
Village plans on doing something with the building it purchased recently. He further
announced that the Kiwanis Club of Oak Brook is having their Charter Night on
Thursday, March 6th at 6:00 pm at Gibson's.
D. VILLAGE ATTORNEY—NONE
E. VILLAGE PRESIDENT
President Lalmalani stated that his duty is to interrupt discussion when it is out of line or
not focused on the item being presented.
Chief Kruger reminded everyone that the next session of the Police Academy starts on
Wednesday, March 51n
Acting Fire Chief Clark announced that thanks to a donation, the Fire Department is able
to proved free carbon monoxide detectors to residents in Oak Brook.
Sports Core Director VanDyke discussed the different activities taking place at the Sports
Core in order to get ready for the 2014 season.
Public Works Director Hullihan reminded everyone to give snow plow trucks the room
they need.
Community Development Director Kallien stated that all new homes are required to have
smoke detectors, carbon monoxide detectors, and sprinklers.
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
matters, and (3) negotiating matters pursuant to 2c(21), Section 2c(11) and 2c(2) of the
Illinois Open Meetings Act, respectively.
ROLL CALL VOTE:
Ayes: 5 —Trustees Adler, Baar, Manzo, Moy, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 1 —Trustee Wolin
VILLAGE OF OAK BROOK MINUTES Page 7 of 8 REGULAR MEETING OF FEBRUARY 25,2014
Motion carried
This meeting was adjourned to closed session at 9:25 pm.
13. ADJOURNMENT oy to Motion by Trustee Baar, seconded by Trustee MMotion adjo carried.
the Regular Meeting of the
Board of Trustees at 10:25 pm. VOICE VOTE
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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