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Minutes - 01/12/2021 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES Page 1 of 6 REGULAR MEETING OF JANUARY 12, 2021 MINUTES OF THE JANUARY 12, 2021 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 26, 2021 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, Trustee Yusuf ABSENT: None IN ATTENDANCE VIA TELECONFERENCE/ZOOM: Village Manager Rick Ginex, Development Services Director Tony Budzikowski, Golf Manager/Superintendent Sean Creed, Police Chief James Kruger, Fire Chief Barry Liss, Finance Director Jason Paprocki, Public Works Director Doug Patchin, Head Librarian Jacob Post and HR Director/Deputy Clerk Kathy Vonachen and Village Attorney Michael Castaldo Jr. 3. PRESIDENT’S OPENING COMMENTS President Lalmalani began the meeting by sharing news of the passing of two doctors, Dr. Cyrus Serry and Dr. Nirmala Arora. Both have been long time residents of the Village and shared information regarding their professions and legacies. After that, he asked for a moment of silence for the departed and went on to wish everyone a Happy New year. Thereafter, President Lalmalani shared news regarding the COVID-19 vaccine roll out and briefly described the current process. He thanked the residents that have reached out with the concerns of the vaccination distribution and explained that the safety protocols currently in place will have to be followed even after the administration of the vaccine. Then, he asked Manager Ginex and Trustee Saiyed to share an update regarding the vaccine distribution in DuPage County. Furthermore, he announced the retirement of Police Officer Dave Kolzow and Development Services employee, Gail Polanek, spoke about their careers at the Village and wished them both luck in their future endeavors. Moreover, President Lalmalani introduced House Bill 163 which was renamed as House Bill 3653 and asked Police Chief Kruger to speak further on the subject matter. Once Police Chief Kruger finished speaking, President Lalmalani spoke in support of his comments and proceeded with the meeting. Manager Ginex shared a brief update regarding the gathered information from DuPage County Health Department. He provided everyone with the website addresses where anyone can not only look up the updated progress of the vaccine roll out by county, but also sign up to receive informational updates. Lastly, he urged all interested to visit the mentioned websites for the most up to date information. Trustee Saiyed spoke in support of Manager Ginex’s comments and added the information on the secondary process for the required second doses of the vaccines. VILLAGE OF OAK BROOK MINUTES Page 2 of 6 REGULAR MEETING OF JANUARY 12, 2021 Police Chief Kruger expressed his concerns with the House Bill 3653, shared several details of what the Bill entails and the proposed amendments to Police reform. He further urged everyone to contact the state representatives to encourage action on their behalf to ensure public safety. He also informed everyone of the actions taken by the Law Enforcement Coalition which was formed with the Illinois Sheriffs’ Association and the FOP (Fraternal Order of Police). Additionally, Police Chief Kruger stressed the importance of shutting down these bills explaining the unintended consequences should these bills pass and go into effect. Lastly, he thanked President Lalmalani for his support on the matter. 4. RESIDENT/VISITOR COMMENTS None 5. APPROVAL OF MINUTES A. REGULAR BOARD OF TRUSTEES MEETING OF DECEMBER 08, 2020 Motion by Trustee Yusuf, seconded by Trustee Manzo to approve the Minutes of the Regular Board of Trustees Meeting of December 08, 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: December 29, 2020 - $1,056,989.34 January 7, 2021 - $833,384.49 Significant Items included in Above: 1. LEGAL SERVICES: a) Ottosen, Dinolfo Hasenbalg & Castaldo – November 2020 - $11,132.22 (FY20 YTD - $117,436.98) b) Lamp Law, LLC. - Legal Services – November 2020 - $3,333.33 c) Lamp Law, LLC. - Legal Services – December 2020 - $3,333.33 (FY20 YTD - $40,348.30) d) Rathje Woodward, LLC. – November 2020 - $1,125.75 (FY20 YTD - $13,365.64) TOTAL LEGAL BUDGET FOR 2020 IS $254,000.00 TOTAL LEGAL BILLS PAID FOR 2020 - YTD - $258,126.73 2. Civiltech Engineering – York/Harger Int. & Underpass – Inv.# 3459-05 - $81,413.03 3. Civiltech Engineering – York/Harger Int. & Underpass – Inv.# 3459-07 - $45,299.77 4. Civiltech Engineering – York/Harger Int. & Underpass – Inv.# 3459-09 - $43,287.86 5. K-Five Construction – 19 MFT St. Resurfacing – 16th St. at IL83 - FINAL - $181,943.90 6. Ingstrup Paving Inc. – OB Golf Course Asphalt Paving – Inv. #022754 - $22,470.00 7. DuPage County - PD RMS Software Equipment Update - Inv.#20-PRMS118 - $46,188.97 8. BCBS HMO – Health Care Services – January 2021 - $48,254.28 9. DuPage Water Commission - November 2020 - $244,538.91 10. DuPage Water Commission - December 2020 - $241,238.83 11. IRMA - 2021 Annual Contribution - $276,805.00 12. Paramedic Services of Illinois – Paramedic Services – December 2020 - $60,023.54 B. Approval of Payroll for Pay Period Ending: VILLAGE OF OAK BROOK MINUTES Page 3 of 6 REGULAR MEETING OF JANUARY 12, 2021 December 12, 2020 - $845,433.09 December 26 , 2020 - $745,081.74 C. Authorization to Seek Bids or Proposals or Negotiate Contracts: 1. East and West Water Tower Painting 2. Open Space Land Acquisition Plan & Development (OSLAD) State Grant Project 3. Golf Commodities for the Village of Oak Brook Golf Course D. Ordinances & Resolutions 1. RESOLUTION 2021-LY-PG-R-1917, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Library Books From Authorized Distributors 2. RESOLUTION 2021-SC-GOLF-PG-R-1918, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Golf Merchandise for Resale 3. RESOLUTION 2021-IT-GIS-AG-R-1919, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Extension of an Agreement By and Between the Village of Oak Brook and Municipal GIS Partners, Inc. to Provide GIS Staffing Services 4. RESOLUTION 2021-IT-PG-EQ-R-1920, A Resolution Approving and Authorizing a Lease Agreement and Maintenance Agreement By and Between the Village of Oak Brook and Konica Minolta Business Solutions U.S.A., Inc. for Replacement of Multi-Function Copying Devices 5. RESOLUTION 2021-SC-AG-EX-R-1921, A Resolution Approving and Authorizing the Execution of a Lease Agreement for the Property Commonly Referred to as 700 Oak Brook Road, Oak Brook, Illinois 60523 (Sports Core Facility) 6. RESOLUTION 2021-ENG-DESIGN-AG-EX-R-1922, 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 Subdivision Phase III Section of the 2021 Water Distribution Improvements Project 7. RESOLUTION 2021-ENG-DESGN-AG-EX-R-1923, 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 8. RESOLUTION 2021-PW-EQ-AG-R-1925, A Resolution Approving and Authorizing the Financing of Public Works Equipment 9. ORDINANCE 2021-LC-AL-G-1175, An Ordinance Amending Title 4, Chapter 1, Section 8A of the Village Code of the Village of the Village of Oak Brook, Illinois By Increasing By One to Thirty-Four the Number of Authorized Class A-1 Liquor Licenses and Increasing By One to Seventeen the Number of Authorized Class B Liquor Licenses E. Village of Oak Brook – Monthly Financial Reports November - 2020 VILLAGE OF OAK BROOK MINUTES Page 4 of 6 REGULAR MEETING OF JANUARY 12, 2021 President Lalmalani congratulated Mr. Steven Hartenstein, owner of Lucca Osteria Restaurant, on his liquor license and the bravery expressed through taking on the risk of opening a restaurant during the uncertain times of the pandemic. He also asked for a clarification on the location of the restaurant Mr. Hartenstein thanked the Board for the approval and for allowing him to speak. He also spoke about the restaurant, shared news of his co-owner and top chef, along with his plans for the type of food that will be served. Additionally, he shared his short term plans for the restaurant should the pandemic continue after the opening and elaborated on the location of the restaurants. Trustee Manzo expressed his contentment for another Italian restaurant opening in the Village and shared his belief in the success of the business. He also expressed support and appreciation for the owner on behalf of the Board. Motion by Trustee Baar, seconded by Trustee Saiyed to the Consent Agenda and authorize expenditures as presented 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. ACTIVE BUSINESS A. Ordinances & Resolutions 1. ORDINANCE 2021-PL-RR-EX1-S-1617, An Ordinance Amending Certain Sections of the Personnel Manual of the Village of Oak Brook Village Manager Ginex presented the Ordinance, gave a brief overview of what the Ordinance entails while focusing on the increase of personal days from three to four for the non-union employees. Motion by Trustee Manzo, Seconded by Trustee Tiesenga that the Village Board approves Ordinance 2021-PL-RR-EX1-S-1617, An Ordinance Amending Certain Sections of the Personnel Manual of the Village of Oak Brook ROLL CALL VOTE: Ayes: 6 – Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried ACTIVE BUSINESS A. Ordinances & Resolutions 2. RESOLUTION 2021-AG-PD-RET-R-1924, A Resolution Approving and Authorizing the Execution of a Retirement Agreement By and Between the Village of Oak Brook and Deputy Chief Jason Cates VILLAGE OF OAK BROOK MINUTES Page 5 of 6 REGULAR MEETING OF JANUARY 12, 2021 President Lalmalani asked Trustee Saiyed to present the Resolution 2021-AG-PD-RET-R-1924, a Resolution to approve and authorize the execution of a retirement agreement with Deputy Chief Jason Cates. He also expressed his gratitude to Deputy Chief Cates for supporting the Village. Trustee Saiyed presented the Resolution, shared some background regarding the chain of command, the financial benefits for the Village as a result of this decision by Deputy Chief Cates and the approval from the Board. Furthermore, Trustee Saiyed wished Deputy Chief Cates the best of luck and stating that he will be greatly missed. Police Chief Kruger expressed his disappointment in the loss of a reliable, organized and tremendous colleague and wished him the best of luck on the next chapter of his career. In addition, Police Chief Kruger shared his content with the overall outcome for the Village. Trustee Baar spoke in agreement with Trustee Saiyed’s comments regarding the financial aspects of this decision. He also shared his thoughts regarding the loss of an experienced and commendable officer for the Village, and acknowledged the great opportunity this retirement is for Deputy Chief Cates. Trustee Yusuf spoke about Deputy Chief Cates and his personal experience with him over the years. He shared a little bit of Deputy Chief Cates’s background and his discontent with the loss of a talented individual. Lastly, Trustee Yusuf wished Deputy Chief Cates an enjoyable and pleasant retirement. Motion by Trustee Saiyed, Seconded by Trustee Manzo that the Village Board approves Resolution 2021-AG-PD-RET-R-1924, a Resolution approving and authorizing the execution of a retirement agreement by and between the Village of Oak Brook and Deputy Chief Jason Cates. ROLL CALL VOTE: Ayes: 6 – Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried ACTIVE BUSINESS B. Hotel and Tourism District 2% Infrastructure Funds Discussion - Windsor Drive President Lalmalani asked Trustee Saiyed to begin the discussion. Trustee Saiyed shared a brief introduction and a current financial situation of the Village as it relates to the Windsor Drive project and the Hotel/Motel Fund. He also shared his opinion and further spoke in support of the decision to disburse the funds accordingly from the Hotel/Motel fund for this project. Trustee Tiesenga spoke in agreement with Trustee Saiyed’s comments and further shared his thoughts regarding the use of the funds from the Hotel/Motel Fund. He further spoke in support of making the decision to use the said funds for the infrastructure project while expressing his thoughts toward the decision and timing of the Tollway Authority to execute such project. Trustee Baar spoke in agreement with Trustees Saiyed and Tiesenga expressing complaints and concerns that have been received from the businesses in the area of the bridge. He also shared his support for the use of funds from the Hotel/Motel Fund for the Windsor Bridge Widening project. VILLAGE OF OAK BROOK MINUTES Page 6 of 6 REGULAR MEETING OF JANUARY 12, 2021 Trustee Manzo spoke in agreement with Trustee Tiesenga’s comments, expressed his thoughts regarding the removal of any restrictions on the use of the Hotel/Motel Fund in the future, and urged the Board to further discuss such option. Trustee Yusuf shared a brief description of the background of the discussed situation. He further expressed his opinions regarding the project itself along with the timing, and expressed his support for the use of funds from the Hotel/Motel Fund for this project. President Lalmalani asked Village Attorney Castaldo about the next steps in the process of getting a discussed option officially approved. Village Attorney Castaldo spoke in agreement with President Lalmalani’s speculation on the matter and further advised that the expansion of use of such funds outside of this project will need to be discussed at another meeting. 9. 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), (3) To Consider Collective Negotiating Matters Between the Village and Its Employees or Their Representatives Pursuant To Section 2(C)(2) Of the Illinois Open Meetings Act Respectively. Motion by Trustee Manzo, seconded by Trustee Saiyed to adjourn to a Closed Session at 7:51 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. Information Technology Director Fox announced the ending of the recording of the Regular Board of Trustees open meeting and that the recording will resume once the Closed Session ends and the Regular Board of Trustees meeting reconvenes. 10. Reconvened at 9:26 p.m. 11. ADJOURNMENT Motion by Trustee Tiesenga seconded by Trustee Manzo to adjourn the Regular Meeting of the Board of Trustees at 9:27 p.m. VOICE VOTE: Motion carried. ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk