Minutes - 10/13/2020 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES Page 1 of 6 REGULAR MEETING OF OCTOBER 13, 2020
MINUTES OF THE OCTOBER 13, 2020
REGULAR MEETING OF THE PRESIDENT
AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS
WRITTEN ON
OCTOBER 27, 2020
1. CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by President Gopal
Lalmalani in the Upper Level Conference Room of the Butler Government Center at 7:03 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, Village Manager Rick Ginex, Information Technology
Director Jim Fox, Village Attorney Steve DiNolfo
PRESENT VIA TELECONFERENCE/ZOOM:
Trustees John Baar, Philip Cuevas, Michael Manzo, Moin Saiyed, Edward Tiesenga, Asif Yusuf
ABSENT: None
IN ATTENDANCE VIA TELECONFERENCE/ZOOM: Development Services Tony Budzikowski,
Police Chief James Kruger, Fire Chief Barry Liss, Finance Director Jason Paprocki, Public Works
Director Doug Patchin, HR Director/ Deputy Clerk Kathy Vonachen
3. PRESIDENT’S OPENING COMMENTS
President Lalmalani greeted everyone joining the meeting, spoke about an increase in Coronavirus
cases in many counties in Illinois, including DuPage and reminded everyone to follow the protocols
given by the IDPH. Next, he spoke about rules for celebrating Halloween and where further
information can be found regarding trick or treating guidelines. After that, President Lalmalani spoke
about the month of October being a breast cancer awareness and encouraged screening and taking
precautionary measures in fight against the disease. Lastly, he encouraged everyone to exercise their
right to vote in the upcoming general election, mentioned location for early voting and advised
everyone to reach to Clerk Pruss with any questions.
Clerk Pruss explained the location of the closest voting site and further encouraged everyone with
questions regarding voting to reach out to her.
4. RESIDENT/VISITOR COMMENTS
None
5. APPROVAL OF MINUTES
A. REGULAR BOARD OF TRUSTEES MEETING OF SEPTEMBER 22, 2020
Motion by Trustee Baar, seconded by Trustee Saiyed to approve the Minutes of the Regular Board of
Trustees Meeting of September 22, 2020. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK MINUTES Page 2 of 6 REGULAR MEETING OF OCTOBER 13, 2020
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: October 08, 2020 - $1,223,189.00
Significant Items included in Above:
1. LEGAL SERVICES:
a) Ottosen, Dinolfo Hasenbalg & Castaldo – August 2020 - $10,863.60 (FY20 YTD -
$8,4760.39)
b) Lamp Law, LLC. - Legal Services – September 2020 - $3,333.33 (FY20 YTD -
$30,348.31)
c) Rathje Woodward, LLC. – September 2020 - $100.50 (FY20 YTD - $9,678.44)
TOTAL LEGAL BUDGET FOR 2020 IS $254,000.00
TOTAL LEGAL BILLS PAID FOR 2020 - YTD - $183,415.58
2. Burke, LLC. – Salt Storage Facility & Final Work Site – Pay Request #3 - $271,980.50
3. Burke, LLC. – 31st & Jorie Directional Sign and Flag Poles – Pay Request #1 - $114,272.70
4. Mayer Brown LLP. – Water System Sale – Inv.#35972773 - $86,006.25
5. Resident Demolition Bond Fee 3207 York Rd. - $35,760.00
6. T.P.I – Plan Review and Inspections - Inv.#202009 - $31,260.87
7. Homer Tree Care Inc. – Tree Removal - Inv.#42075 - $105,000.00
8. Paramedic Services of Illinois – October 2020 - $60,049.12
9. BCBS HMO – Health Care Services – October 2020 - $46,082.56
B. Approval of Payroll for Pay Period Ending:
1. September 19, 2020 - $ 870,025.04
2. October 03, 2020 - $817,800.56
C. Ordinances & Resolutions
1. RESOLUTION 2020-ENG-DSGN-AG-EX-R -1902, A Resolution Approving and
Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and
Burke, LLC. Sports Core Watermain Improvements
2. RESOLUTION 2020-FIN-CNTRCT-AUD-R-1903, A Resolution Approving and Authorizing
Award of Contract to Sikich, LLP for Auditing Services
3. RESOLUTION 2020-PW-SALT-PG-R-1904, A Resolution Approving the Purchase of Deicer
Salt From Cargill, Inc. and Compass Mineral International, Inc.
4. RESOLUTION 2020-PD-PG-R-1905, A Resolution Approving and Authorizing the Execution
of an Agreement By and Between the Village of Oak Brook and Watch Guard Video, Inc.
5. RESOLUTION 2020-MFT-ST-IMPROVE-CNTRCT-R-1906, A Resolution Approving and
Authorizing the Execution of a Construction Contract for the 2020 MFT Street Improvement
Project By and Between the Village of Oak Brook and K-5 Construction Corporation
VILLAGE OF OAK BROOK MINUTES Page 3 of 6 REGULAR MEETING OF OCTOBER 13, 2020
Motion by Trustee Baar, seconded by Trustee Manzo to approve the Consent Agenda, with the
exception of Items 6.A.2., 6.A.3., 6.A.4., 6.A.7., and 6.C.1., 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
Items. 6.A.2 Burke, LLC. – Salt Storage Facility & Final Work Site – Pay Request #3 -
$271,980.50 & 6.A.3 Burke, LLC. – 31st & Jorie Directional Sign and Flag Poles – Pay Request #1
- $114,272.70
Trustee Manzo shared his concerns with making two separate payments to a company that has two
entities, stated that although the company does excellent work for the Village he has concerns with a
possible conflict of interest due to the set up the company and the payment process. After that, he
thanked Public Works Director Patchin and Village Attorney DiNolfo for offering to further investigate
the matter.
Public Works Director Patchin explained in detail how the company operates and his views on the
current set up of one company as subsidiaries. He further reiterated the savings the Village gained by
working with the company. Moreover, he stated that he is unaware of any conflict of interest with the
current or past workflow of the projects with this engineering company however, he will look further
into the matter. He also explained the involvement of Public Works in each completed project by the
said engineering company and informed about the last experience he had with going out for bids.
President Lalmalani asked Village Attorney DiNolfo to comment on Trustee Manzo’s concerns and to
explain whether there is an issue that the Village should be concerned about.
Village Attorney DiNolfo explained that having two separate divisions does not create a conflict in
itself and that there are other companies with subdivisions that work with the Village. He further
explained that now is not the time to look for a conflict of interest and that the Village has an
obligation to honor the terms and conditions of the approved and signed agreements. Lastly, he
explained the competitive bidding process and possible issues that arise with that.
Trustee Yusuf spoke in agreement with some of Trustee Manzo’s comments, spoke of obligation to
honor the current agreements, shared his assumptions on the matter and spoke about the significant
savings brought forth by the company. He also shared his opinions about the company’s involvement
in helping to obtain grant money for the Village projects.
Trustee Saiyed asked Trustee Tiesenga to share his concerns since the matter was originally brought up
by him at the past meetings.
Trustee Tiesenga shared his concerns at the beginning of his candidacy as a Trustee with using only
one engineering company and spoke of the company’s involvement in Springfield. He then explained
his opinions regarding the current circumstances and urged caution moving forward with the same
process while keeping in mind accountability, management and responsibilities the Board has to the
Village residents.
VILLAGE OF OAK BROOK MINUTES Page 4 of 6 REGULAR MEETING OF OCTOBER 13, 2020
Motion by Trustee Manzo, seconded by Trustee Baar, that the Village Board extracts items 6.A.2
& 6.A.3, for discussion and approval of payments to Burke, LLC in the amounts listed.
ROLL CALL VOTE:
Ayes: 6 – Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
Item. 6.A.4 Mayer Brown LLP. – Water System Sale – Inv.#35972773 - $86,006.25
Trustee Manzo stated his reason for extracting the item.
Trustee Tiesenga reminded everyone that the payment for this item comes out of the money that the
vendor has put out and not the Village’s budget.
Motion by Trustee Manzo, seconded by Trustee Baar, that the Village Board extracts item 6.A.4,
for discussion and approval of payment to Mayer Brown LLP. in the amount listed.
ROLL CALL VOTE:
Ayes: 5 – Trustees Baar, Cuevas, Saiyed, Tiesenga, Yusuf
Nays: 1 – Trustee Manzo
Abstain: 0 – None
Absent: 0 – None
Motion carried
Item 6.A.7 Homer Tree Care Inc. – Tree Removal - Inv.#42075 - $105,000.00
Trustee Manzo asked Public Works Director Patchin about the bid process for the tree removal
services.
Public Works Director Patchin explained the length of time and reasons the Village has been using this
particular company.
Trustee Baar spoke in agreement with Public Works Director Patchin’s comments regarding the pricing
and services of this company opposed to others previously considered.
Motion by Trustee Manzo, seconded by Trustee Baar, that the Village Board extracted item
6.A.7, for discussion and approval of payment to Homer Tree Care Inc. in the amount listed.
ROLL CALL VOTE:
Ayes: 6 – Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
Item 6.C.1 RESOLUTION 2020-ENG-DSGN-AG-EX-R -1902, A Resolution Approving and
Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and
Burke, LLC. Sports Core Watermain Improvements
Trustee Saiyed stated that due to current circumstances and financial uncertainties the Village should
put all projects on hold until next year. He further explained his reasons for wanting to defer this
project and shared his concerns with any type of financial stability over the next several months.
VILLAGE OF OAK BROOK MINUTES Page 5 of 6 REGULAR MEETING OF OCTOBER 13, 2020
He also asked about the current balance in the water fund, the total cost of the Brook Forest project and
spoke about the current financial state of the Oak Brook Mall once again urging a deferral of the
project until the Village gains a better perspective on the financial situation.
Trustee Baar asked Public Works Director Patchin to provide an explanation regarding the necessity of
the watermain project and share his opinions regarding the deferral and cost of the project.
Public Works Director Patchin explained that the money for this particular project comes out of a water
fund which gets replenished every month with water payments and that this project was previously
budgeted for. He further elaborated on the urgency and pricing for the project. Moreover, she shared in
detail of what the work would entail, the specific areas that would be effected by the work and the
negative effects of delaying this particular project until a later date. Next, Public Works Director
Patchin explained that the County does not allow any work during certain winter months unless it’s for
an emergency and addressed Trustee Manzo’s question by explaining the projected timeframe of the
project.
President Lalmalani shared his understanding of the project based on previous conversations with
Village Manager Ginex, confirmed his understanding for a sense of urgency conveyed by Public
Works Director Patchin and further spoke about the uncertainty of the financial future for the Village.
Next, he asked about the amount of money spent on the recently approved Brook Forest Project.
Finance Director Paprocki stated that the numbers for the Brook Forest project are not in yet as the
project has not been completed.
Trustee Baar shared his thoughts and opinions on the set up and structure of different fund accounts
within the Village and explained the operations of the water fund. Thereafter, he compared the
difference in contractor pricing to the Bath & Tennis roof quotes received at different times over the
last year and urged the work to be completed sooner rather than later mainly due to available savings.
Trustee Tiesenga answered Trustee Saiyed’s inquiry about the current balance of the water fund.
Trustee Manzo shared his content with a strong water fund, shared his opinions on the deferral of the
project and the financial perspectives the Village is facing. He also urged caution around further
expenditures and asked about a timeframe for the completion of the watermain project.
Trustee Yusuf asked for a confirmation of his understanding that if the watermain project is not
completed before the end of this year it will be on the table again at the same time next year.
Motion by Trustee Saiyed, seconded by Trustee Manzo, that the Village Board discusses and
defers the award a Professional Services Agreement to Burke LLC, Rosemont, Illinois in the
amount of $803,750, and approve Resolution R-1902, subject to final attorney review. A
Resolution for Professional Engineering Services related to a Construction Management
Contract for the Designer-Led Design-Build for the Sports Core Watermain Improvements
section of the 2020 Water Distribution Improvements.
ROLL CALL VOTE:
Ayes: 4 – Trustees Manzo, Saiyed, Tiesenga and President Lalmalani
Nays: 3 – Trustees Baar, Cuevas and Yusuf
Abstain: 0 – None
Absent: 0 – None
Motion carried
VILLAGE OF OAK BROOK MINUTES Page 6 of 6 REGULAR MEETING OF OCTOBER 13, 2020
8. UNFINISHED BUSINESS
A. Franklin 1900 Spring Rd., LLC, 1900 Spring Road – Extension of Preliminary Subdivision
Approval
Motion by Trustee Manzo, seconded by Trustee Yusuf, that the Village Board Authorizes the
Village Attorney to Prepare a Resolution to Extend the Preliminary Plat Approval for the
Franklin Subdivision for an additional one-year period until November 26, 2021.
ROLL CALL VOTE:
Ayes: 6 – Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
9. ACTIVE BUSINESS
A. Confirmation of Appointments
1. Zoning Board of Appeals – Baker Nimry, James Pontrelli & Steven Young - 5yr Term
Motion by Trustee Yusuf, seconded by Trustee Cuevas, to confirm President Lalmalani’s
recommendation to reappoint Baker Nimry, Steve Young and James Pontrelli to the Oak Brook
Zoning Board of Appeals for terms to expire in November of 2025.
ROLL CALL VOTE:
Ayes: 6 – Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
10. ADJOURN TO CLOSED SESSION, For the Purpose of Discussing (1) Minutes of Meetings Lawfully
Closed Under This Act, (2) To Consider Probable Litigation Against or By the Village, Pursuant To
2(C)(21), 2(C)(11) Of The Illinois Open Meetings Act, Respectively.
Motion by Trustee Cuevas, seconded by Trustee Manzo, to adjourn to closed session at 7:46 p.m.
ROLL CALL VOTE:
Ayes: 6 – Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried.
11. RECONVENE
The open meeting was reconvened at 8:55 p.m.
12. ADJOURNMENT
Motion by Trustee Baar seconded by Trustee Manzo to adjourn the Regular Meeting of the Board of
Trustees at 8:56 p.m. VOICE VOTE: Motion carried.
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk