Minutes - 10/27/2020 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES Page 1 of 7 REGULAR MEETING OF OCTOBER 27, 2020
MINUTES OF THE OCTOBER 27, 2020
REGULAR MEETING OF THE PRESIDENT AND
BOARD OF TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN ON
NOVEMBER 10, 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 7:00 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, Information Technology Director Jim Fox,
PRESENT VIA TELECONFERENCE/ZOOM:
Trustees John Baar, Philip Cuevas, Michael Manzo, Moin Saiyed, Edward Tiesenga, Asif Yusuf
ABSENT: None
IN ATTENDANCE VIA TELECONFERENCE/ZOOM: Village Manager Rick Ginex, Development
Services Tony Budzikowski, Fire Chief Barry Liss, Finance Director Jason Paprocki, Public Works
Director Doug Patchin, Village Attorney Michael Castaldo Jr.
3. PRESIDENT’S OPENING COMMENTS
President Lalmalani greeted everyone joining the meeting, shared a COVID update emphasizing on the
increased number of confirmed cases along with the death toll in surrounding counties. He further
reminded everyone of the implemented mitigation practices in motion as of October 23, 2020 and to
keep following the safety guidelines. Next, President Lalmalani spoke about posted guidelines for
Halloween on the Village’s website and social media, reminded everyone of the end of the daylight
savings time and made announcements regarding the upcoming election. Lastly, he spoke about the
Homeowners Association (HOA) meeting that took place this past Saturday, thanked Village Manager
Ginex, the Department Directors and Trustee Baar for participation and answering all the questions.
4. RESIDENT/VISITOR COMMENTS
Resident Ray Cesca, thanked President Lalmalani for allowing him to speak and share his presentation
at the Homeowners Association (HOA) meeting and shared a detailed update regarding 5G
implementation and the Federal Communications Commission (FCC) meeting he will be attending.
5. APPROVAL OF MINUTES
A. REGULAR BOARD OF TRUSTEES MEETING OF OCTOBER 13, 2020
Motion by Trustee Baar, seconded by Trustee Manzo to approve the Minutes of the Regular Board of
Trustees Meeting of October 13, 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.
VILLAGE OF OAK BROOK MINUTES Page 2 of 7 REGULAR MEETING OF OCTOBER 27, 2020
A. Accounts Payable for Period Ending: October 22, 2020 - $3,497,413.33
Significant Items included in Above:
1. LEGAL SERVICES:
a) Clark, Baird, Smith, LLP. – September 2020 – $13,466.87 (FY20 YTD - $69,552.81)
b) Ottosen, Dinolfo Hasenbalg & Castaldo – September 2020 - $10,711.31
(FY20 YTD - $95,471.70)
TOTAL LEGAL BUDGET FOR 2020 IS $254,000.00
TOTAL LEGAL BILLS PAID FOR 2020 - YTD - $207,593.76
2. Burke, LLC. – 2019 Brook Forest Water Main Project – Pay Request #1 - $1,238,132.46
3. DUCOMM – Inv.#17314 - Fire Dept. – Nov.2020 – Jan. 2021 - $33,871.25
4. DU-COMM – Inv.#17315 - Police Dept. – Nov. 2020 – Jan. 2021 - $116,641.00
5. DuPage Water Commission – September 2020 - $469,674.94
6. BCBS HMO – Health Care Services – November 2020 - $39,170.18
7. BCBS PPO – Health Care Services – September 2020 - $1,327,256.11
B. Approval of Payroll for Pay Period Ending: October 17, 2020 - $882,829.26
C. Ordinances & Resolutions
1. RESOLUTION 2020-AG-FOC-R-1907, A Resolution Authorizing and Approving an
Agreement By and Between the Village of Oak Brook and Comcast Corporation
2. RESOLUTION 2020-AG-FOC-R-1908, A Resolution Authorizing and Approving an
Agreement By and Between the Village Of Oak Brook And Everstream Solutions, LLC
3. RESOLUTION 2020-SR-PP-EX-R-1909, A Resolution Providing For an Extension Of the One
Year Time Period Pertaining To the Approval Of the Preliminary Plat Of Subdivision For Lot 3
In the Franklin Subdivision In the Village Of Oak Brook Approved By Resolution R-1842 and
R-1762
4. RESOLUTION 2020-PW-IGA -ISTHA-R-1911, A Resolution Approving and Authorizing the
Execution Of an Intergovernmental Agreement By and Between the Village of Oak Brook and
the Illinois State Toll Highway Authority
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1. Sports Core Improvements for the OSLAD Grant and the Bath and Tennis Club Pond Shoreline
Stabilization Project
E. Village of Oak Brook – Monthly Financial Reports September - 2020
VILLAGE OF OAK BROOK MINUTES Page 3 of 7 REGULAR MEETING OF OCTOBER 27, 2020
Trustee Saiyed removed 6.A.7 for discussion and Trustee Tiesenga removed item 6.D.1 also for
discussion.
Motion by Trustee Saiyed, seconded by Trustee Manzo to approve the Consent Agenda with the
exception of Items 6.A.7. and 6.D.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
Item 6.A.7. BCBS PPO – Health Care Services – September 2020 - $1,327,256.11
Trustee Saiyed shared his concerns with the significant amount of money, made suggestions for further
discussion at the upcoming budget meetings and spoke about the depleting funds and reduced revenue.
He also spoke in reference to how the receipt of credit is handled and further shared his concerns with
the monthly claim amounts.
President Lalmalani affirmed Trustee Saiyed’s suggestions and shared the need to look at other
alternatives.
Trustee Manzo asked if the amount presented is correct.
Village Manager Ginex confirmed that the amount is correct. Next, he stated that the Village has stop
loss cap and that there is a significant amount of credit that will be applied on this claim. He then
explained that the amount has to be paid in full before a credit is applied. Additionally, he explained that
due to an increase in large claims, recommendations will be presented in the future and shared the
average amounts charged in monthly claims.
Trustee Tiesenga spoke about the separate components involved in this request, emphasized the
magnitude of the amount in relation to the annual budget and asked Village Manager Ginex to confirm
that the payment has to be made prior to receipt of credit per the stop loss amount.
Trustee Yusuf shared his thoughts and opinions regarding the charges and explained that the
calculations are based on the number of participants in each claim.
Motion by Trustee Saiyed seconded by Trustee Manzo that the Board extracts item 6.A.7., BCBS
PPO – Health Care Services – September 2020 - $1,327,256.11 for discussion and authorization of
payment as presented on the consent agenda.
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.D.1. Sports Core Improvements for the OSLAD Grant and the Bath and Tennis Club Pond
Shoreline Stabilization Project
VILLAGE OF OAK BROOK MINUTES Page 4 of 7 REGULAR MEETING OF OCTOBER 27, 2020
Trustee Tiesenga shared his concerns with the timing of the expenditure as well as the availability of
funds for this project.
Trustee Saiyed asked Public Works Director Patchin about the previously mentioned additional grant,
and made recommendation to revisit the item in the spring of 2021. He further shared his understanding
of funds applied to the specific projects, asked for confirmation of the completed work, and about the
OSLAD grant in relation to the parking lot plans. Moreover, Trustee Saiyed shared his ideas and
concerns with the receipt of the OSLAD grant and the expenditures that would be the Village’s
responsibility. He also asked specific questions identifying each individual project in relation to the use
of the grant funds.
Public Works Director Patchin explained that there are two projects combined into one as outlined in
the memo. He shared details of the projects with how the grant funds would be applied and explained
that the work on the projects has not begun yet. He further confirmed for Trustee Baar that the item
presented today is solely for the purpose of seeking bids and that upon receipt of the prices the item
would be presented to the Board. Next, Public Works Director Patchin, answered Trustee Baar’s
question about timing, addressed Trustee Saiyed’s concerns with the addition of the parking lot around
the soccer fields and clarified the second grant for Trustee Yusuf. After that he confirmed receipt of a
grant from DuPage county for one of the projects and explained that should the Board choose not to do
the projects the funds will have to be returned in full with an accrued interest. He also addressed and
explained to Trustee Saiyed grant funds for each individual project and the rules for receiving more
grants. Lastly, he provided a timeframe for Trustee Baar on getting the bid packets out for bids.
Trustee Manzo shared his agreement with Trustee Tiesenga’s comments regarding the timing of taking
on this type of expenditure. He also urged the Board to make a decision on whether the project will be
moving forward prior to making any further decisions on the item.
Trustee Baar asked for a confirmation that the Board is being asked to seek bids and nothing else at this
time. He also asked about the timing of coming back in front of the Board with the detailed accounts for
each project. Moreover, Trustee Baar reiterated the details of the agenda item and asked Public Works
Director Patchin about a timeframe for getting the bids out. After receiving an answer from Public
Works Director Patchin he spoke in favor of going out for bids. Additionally, he stated that although
this is a substantial expense, the Village may be able to get a much lower price just as it happened with
the roof replacement.
President Lalmalani informed everyone of an upcoming extensive conversation regarding Bath &
Tennis and shared his opinions regarding time spent on the bid process prior to making concrete
decisions in regard to the future of the subject matter.
Trustee Yusuf asked for a clarification regarding the possibility of a second grant for all the projects.
Village Manager Ginex asked for a confirmation of the awarded grant from DuPage County and
explained that if the Board chooses not to do the projects the money will have to be returned in full.
Motion by Trustee Tiesenga, seconded by Trustee Cuevas that the Board extracts item 6.D.1.,
Sports Core Improvements for the OSLAD Grant and the Bath and Tennis Club Pond Shoreline
Stabilization Project for discussion and authorization to seek bids
ROLL CALL VOTE:
Ayes: 3 – Trustees Baar, Cuevas and Yusuf
Nays: 4 – Trustees, Manzo, Saiyed, Tiesenga and President Lalmalani
VILLAGE OF OAK BROOK MINUTES Page 5 of 7 REGULAR MEETING OF OCTOBER 27, 2020
Abstain: 0 – None
Absent: 0 – None
Motion carried
8. BOARD & COMMISSION RECOMMENDATIONS
A. Abuhilal Consolidation - 3004 Lincoln Road - Final Plat of Consolidation for One Lot
President Lalmalani asked if the applicant is present tonight.
Development Services Director Budzikowski confirmed that the applicant is present. Next, he answered
Trustee Manzo by stating that the projects in question did not require variances and to share contact
information for a follow up.
Trustee Manzo shared questions about variances regarding two similar projects approved in the Village.
Trustee Tiesenga stated that he attended the Plan Commission meeting for this property, shared results
of that meeting regarding the consolidation of plots and further spoke in support of the recommendation.
Trustee Yusuf stated that he also attended the same meeting and further spoke in favor of the
recommendation.
Motion by Trustee Manzo, seconded by Trustee Yusuf, that the Village Board concurs with the
recommendation from the Plan Commission (PC) to approve the Abuhilal Plat of Consolidation
for 3004 Lincoln Road, subject to the following conditions:
1. Final engineering approval of the final plat of consolidation; and
2. Authorization for the Village Attorney to prepare the necessary resolution approving and
adopting the final plat of consolidation at the October 27, 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
B. 3004 Lincoln Road - Luai Abuhilal - Rear Yard Setback Variation
President Lalmalani thanked petitioner, Luai Abuhilal, for joining the meeting and asked Trustee Yusuf
if he is making an amendment to the current motion. He also confirmed that the revised plan submitted
by the petitioner has been reflected in this petition and asked if the petitioner is satisfied with the
revisions.
Trustee Yusuf stated that he attended the Zoning Board of Appeals meeting as well, and shared some
discussion items including variance options. He also asked Village Attorney Castaldo if the variances
can be amended and asked Development Services Director Budzikowski to further speak on the matter.
He also mentioned issues with the encroachment into that particular set back.
Development Services Director Budzikowski explained circumstances under which the petitioner would
not be in need of additional variances. He also explained the submitted revised site plan and stated those
modifications have been reflected in the presented motion.
VILLAGE OF OAK BROOK MINUTES Page 6 of 7 REGULAR MEETING OF OCTOBER 27, 2020
Petitioner Luai Abuhilal, shared his thoughts regarding the revised site plan, the revised setback and his
contentment with the current circumstances and proposed motion.
Motion by Trustee Baar, seconded by Trustee Cuevas, that the Village Board concurs with the
recommendation from the Zoning Board of Appeals (ZBA) approving the requested variation(s)
to Section 13-6C-3F.3 of the Zoning Regulations to permit a rear yard setback variation to 31’
and 26’ to construct a new single-family residence for the property located at 3004 Lincoln Road
subject to the following:
1. Approval of the final consolidation plat for the Abuhilal Subdivision combining the existing
four (4) lots;
2. The proposed development shall be constructed in substantial conformance to the site plan
and revised setbacks as discussed at the public hearing;
3. 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
4. Authorize the Village Attorney to prepare the necessary ordinance granting the requested
zoning variation(s) 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
9. ACTIVE BUSINESS
A. Ordinances and Resolutions
1. ORDINANCE 2020-FD-PG-AMBLNC-S-1610, An Ordinance Approving the Waiver of
Further Bidding and Authorizing the Purchase Of an Ambulance
Fire Chief Liss thanked the Board for the opportunity to speak, their support and explained the motion
in detail while including pricing and a return on the ambulance for sale. He also explained that leasing
is not available for ambulances and further answered Trustee Manzo’s questions.
Trustee Saiyed stated that although this purchase is quite significant it is also necessary and he is in
favor of it.
President Lalmalani spoke about his hopes to lease the ambulance, however, he was informed that the
option is not available for these types of vehicles. He also thanked Fire Chief Liss for the work that he
does.
Trustee Manzo asked about the current mileage on the vehicle needing replacement, and if Fire Chief
Liss knows the original purchase price of that ambulance.
Motion by Trustee Baar, seconded by Trustee Yusuf, that the Village Board waives further
bidding since The Suburban Purchasing Cooperative (SPC) already conducted the bid process
and issue a purchase order to Foster Coach Sales, Inc. for one 2021 Ford F550 4X4 Custom
Horton Conversion Ambulance in the amount of $284,093.00.
ROLL CALL VOTE:
Ayes: 6 – Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, and Yusuf
Nays: 0 – None
VILLAGE OF OAK BROOK MINUTES Page 7 of 7 REGULAR MEETING OF OCTOBER 27, 2020
Abstain: 0 – None
Absent: 0 – None
Motion carried
2. RESOLUTION 2020-PW-WA-SCADA-R-1912, A Resolution Approving and Authorizing
the Execution Of an Agreement By and Between the Village of Oak Brook and Trotter and
Associates, Inc.
Trustee Tiesenga explained that after speaking with Public Works Director Patchin he learned that the
abbreviation SCADA stands for Supervisory Control and Data Acquisition System. Thereafter, he
explained in detail what the project consists of, the urgency of the situation and stressed upon the
necessity of the project. Moreover, he spoke in favor of completing the project and the long term
benefits.
Trustee Saiyed stated that the expenditure is worth the investment due to the projected lifespan of the
system.
President Lalmalani asked about the lifespan of the new system.
Trustee Baar asked about the possibility of alleviating the complete drainage of the water tower due to
water main breaks with the installation of the new system.
Public Works Director Patchin stated the average lifespan is between 10 and 15 years. Next, he
explained the two water main breaks that drained the water tower and how the new system would affect
those type of situation in the future.
Motion by Trustee Tiesenga, seconded by Trustee Saiyed, that the Village Board award a
Professional Services Agreement to Trotter and Associates, Inc., St. Charles, Illinois in the
amount of $1,384,150, and approve Resolution R-1912, subject to final attorney review. A
Resolution for Professional Engineering Services related to a Design-Build services to complete
the SCADA Upgrades and Water System Operations Rehabilitation.
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. ADJOURNMENT
Motion by Trustee Saiyed, seconded by Trustee Manzo to adjourn the Regular Meeting of the
Board of Trustees at 8:13 p.m. VOICE VOTE: Motion carried.
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk