Loading...
Minutes - 02/09/2021 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES Page 1 of 6 REGULAR MEETING OF FEBRUARY 09, 2021 MINUTES OF THE FEBRUARY 09, 2021 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON FEBRUARY 23, 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 spoke about COVID-19 positivity rates, the vaccine roll out, shared his concerns with the vaccine supply and new variants of the Virus. He also strongly urged everyone to sign up and receive the vaccine as soon as it is available to each individual. After that, he congratulated Marianne Long, the Marketing & Event Manager for Oak Brook Bath & Tennis Club, on a nomination from the DuPage Convention & Visitor’s Bureau for the annual award for Business Excellence 2021. President Lalmalani further shared news of the reopening of the Village Hall to the public, hours of operation, the reopening of the Oak Brook Pool and the membership information. Lastly, he asked Police Chief Kruger to address the ongoing issue of the carjackings, the resident concerns and to share several prevention tips and tactics for staying vigilant. Police Chief Kruger shared the very fortunate circumstances that the Village is in regarding the matter of carjacking and explained the differences between carjacking and auto theft. He also shared information about the meeting he participated in recently along with the City of Chicago in regards to the subject matter and shared several tips on how to stay safe in hopes of straying off the possibility of becoming a victim of the carjacking phenomena. Furthermore, Police Chief Kruger shared the informational pamphlet on the prevention tips and further elaborated on where this pamphlet can be obtained. Thereafter, he urged everyone to continue taking additional safety measures to ensure everyone stays safe especially when the weather gets nice. Further discussion ensued. Trustee Manzo expressed his opinions on the carjacking matter, the lack of consequences for the involved parties in the Cook County area and further stressed diligence. VILLAGE OF OAK BROOK MINUTES Page 2 of 6 REGULAR MEETING OF FEBRUARY 09, 2021 4. RESIDENT/VISITOR COMMENTS Residents Jia Sunkara and Aparna Sunkara shared information about River of Light Chicago organization and the upcoming virtual fund raising event. President Lalmalani asked Informational Technology Director Fox to post the organization’s link on the Village’s website and shared his appreciation for the work that Residents Sankara have been doing for the community. 5. APPROVAL OF MINUTES A. REGULAR BOARD OF TRUSTEES MEETING OF JANUARY 26, 2021 Motion by Trustee Baar, seconded by Trustee Cuevas to approve the Minutes of the Regular Board of Trustees Meeting of January 26, 2021. VOICE VOTE: Motion carried. APPROVAL OF MINUTES B. REGULAR CLOSED BOARD OF TRUSTEES MEETING OF JULY 14, 2020 Motion by Trustee Baar, seconded by Trustee Manzo to approve the Minutes of the Regular Board of Trustees Meeting of July 14, 2020. VOICE VOTE: Motion carried. APPROVAL OF MINUTES C. REGULAR CLOSED BOARD OF TRUSTEES MEETING OF OCTOBER 12, 2020 Motion by Trustee Baar, seconded by Trustee Manzo to approve the Minutes of the Regular Board of Trustees Meeting of October 12, 2020. VOICE VOTE: Motion carried. APPROVAL OF MINUTES D. SPECIAL CLOSED BOARD OF TRUSTEES MEETING OF NOVEMBER 17, 2020 Motion by Trustee Baar, seconded by Trustee Manzo to approve the Minutes of the Regular Board of Trustees Meeting of November 17, 2020. VOICE VOTE: Motion carried. APPROVAL OF MINUTES E. SPECIAL CLOSED BOARD OF TRUSTEES MEETING OF DECEMBER 08, 2020 Motion by Trustee Baar, seconded by Trustee Cuevas 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: February 04, 2021 - $786,622.99 Significant Items included in Above: 1. Burke, LLC. – Salt Storage Facility Building and Final Site Work - Pay Request #4 - $429,242.08 2. Garland/DBS, Inc. – Oak Brook B&T - $33,538.87 3. BCBS HMO – Health Care Services – February 2021 - $52,473.60 4. Paramedic Services of Illinois – Paramedic Services – Inv.#7059 - $59,265.28 B. Approval of Payroll for Pay Period Ending: January 23, 2021 - $837,715.77 VILLAGE OF OAK BROOK MINUTES Page 3 of 6 REGULAR MEETING OF FEBRUARY 09, 2021 C. Authorization to Seek Bids or Proposals or Negotiate Contracts: 1. Authorization to Bid, Golf Course Parking Lot Lighting Project D. Ordinances & Resolutions 1. RESOLUTION 2021-SC-GOLF-PG-R-1929, A Resolution Approving the Waiver of Further Bidding and Authorizing the Purchase of Golf Maintenance Greens Mower, Utility Vehicle, and Sprayer 2. RESOLUTION 2021-SR-AP-R-1930, A Resolution Approving an Assessment Plat for the Property Commonly Referred to as Northwest Corner of 22nd Street & Spring Road, 1300 22nd Street, Oak Brook, Illinois 3. RESOLUTION 2021-ENG-DESIGN-AG-EX-R-1932, A Resolution Approving and Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and Burke, LLC for the Bath and Tennis Pool Deck Concrete Work Motion by Trustee Cuevas, seconded by Trustee Manzo to the Consent Agenda with the exception of Items 6.A.1, 6.C.1, 6.D.3, 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 Item 6.A.1 - Burke, LLC. – Salt Storage Facility Building and Final Site Work - Pay Request #4 - $429,242.08 Trustee Tiesenga explained the layout of the invoice and commended everyone to pay attention to two specific line, construction management and the overhead and profit lines when making a determination of any dealings with a potential or existing contractor. Motion by Trustee Tiesenga, Seconded by Trustee Baar that the Village Board discusses and authorize the expenditure of Burke, LLC. – Salt Storage Facility Building and Final Site Work - Pay Request #4 - $429,242.08 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 - Authorization to Bid, Golf Course Parking Lot Lighting Project Motion by Trustee Manzo, Seconded by Trustee Baar that the Village Board discusses and authorizes the Bid process for Golf Course Parking Lot Lighting Project VILLAGE OF OAK BROOK MINUTES Page 4 of 6 REGULAR MEETING OF FEBRUARY 09, 2021 Trustee Manzo asked Public Works Director Patchin to ensure that all options are taken into consideration in order to explore the possibility of alternative opportunities of a timeline on getting the project completed. Public Works Director Patchin spoke in agreement with Trustee Manzo’s comments and ensured the exploration of all possibilities based on the needs for repairs. 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.3 - RESOLUTION 2021-ENG-DESIGN-AG-EX-R-1932, A Resolution Approving and Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and Burke, LLC for the Bath and Tennis Pool Deck Concrete Work Trustee Yusuf shared his concerns with the presented expenditure and expressed his discontent with the additional and potentially unnecessary expense that subject matter poses. He also asked for a further clarification on the specific area as it relates to the already planned updates. Public Works Director Patchin explained the substantial reasons for why the concrete replacement project is a necessary one and provided a detailed explanation of the area that would be covered in concrete under this Resolution. Moreover, he clarified the pricing, shared his input on Trustee Tiesenga’s suggestions based on past conversations he had with the Park District, and explained the time sensitivity of the project. Trustee Manzo asked for specific measurements of the discussed area, for the clarification of the listed price and the specific area that would be affected. He also shared his thoughts regarding the expenditure and made a suggestion to ask the Park District to use their own money to cover this portion of the project due to their means. Trustee Tiesenga shared his thoughts on the project, offered suggestions based on his understanding, thanked Public Works Director Patchin for pointing out the specific areas that would be affected by the proposed alternations and asked Director Patchin for input on the suggestions. President Lalmalani asked about time sensitivity of the project and spoke in agreement with Trustee Yusuf’s comments. Trustee Baar spoke in agreement with Public Works Director Patchin’s comments regarding the discussed area around the pool and noted that the area in question has already been excavated to a certain point so it makes sense to complete this project in unison with the other ongoing projects. Trustee Saiyed urged for a reprioritization of the projects at the Bath & Tennis Club and further spoke in agreement with Trustee Yusuf’s comments. Motion by Trustee Yusuf, Seconded by Trustee Manzo that the Village Board discusses and defers RESOLUTION 2021-ENG-DESIGN-AG-EX-R-1932, A Resolution Approving and VILLAGE OF OAK BROOK MINUTES Page 5 of 6 REGULAR MEETING OF FEBRUARY 09, 2021 Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and Burke, LLC for the Bath and Tennis Pool Deck Concrete Work ROLL CALL VOTE: Ayes: 6– Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried 8. ACTIVE BUSINESS A. Quarterly Report Format Discussion Trustee Tiesenga begun the discussion by explaining the current format of data shared by the Fire Department. He shared his observations and concerns with the current layout, the information that is included as well as the data that is excluded from each report. Furthermore, Trustee Tiesenga shared his dissatisfaction with the overall data in comparison to a neighboring town of Hinsdale. Additionally, he addressed his concerns with the EMS calls, the overstaffing of each call and stated that he is looking forward to working with Fire Chief Liss on the amendments to the reports. Trustee Manzo summed up Trustee Tiesenga’s comments by requesting a detailed analysis report from the Fire Department due to the percentage amount of the expenditures that the Fire Department imposes on the Village. Moreover, he explained that in order for the Trustees to make informed decisions, especially under these financially straining circumstances, more detailed reports are crucial. Trustee Yusuf spoke in agreement with previous comments. Trustee Baar expressed his thoughts regarding the data report and made suggestions for a third party consultant to provide a detailed analysis report in order to provide the answers the Trustees are seeking. President Lalmalani spoke in support and agreement with Trustee Tiesenga’s comments and requested a more detailed report. He also made suggestions that Trustee Tiesenga and Fire Chief work together in order to come up with a solution that is satisfies the requested formatting. Fire Chief Liss explained that the report given to the Trustees is limited to one page as requested in the past thus missing many details that Trustee Tiesenga mentioned. He also informed everyone that this report is a generalized snapshot and not one that is submitted or required by the State of Illinois. He further addressed Trustee Tiesenga’s concerns with compliance, reporting and EMS calls. Additionally, he reminded everyone of his willingness to work with the Trustees in order to provide any details or amendments to the reports in order to satisfy all of the Trustee requirements. ACTIVE BUSINESS B. Fire Department Intergovernmental Agreement Discussion on Equipment, Resource and Personnel Sharing with Surrounding Fire Department Trustee Tiesenga addressed several inquiries regarding the Intergovernmental Agreement between the Village of Oak Brook and the surrounding Fire Departments. He shared a power point presentation addressing issues with distances between fire stations, response times, sharing resources and personnel with the neighboring towns. Additionally, he spoke regarding the expenses and costs that are associated with the EMS calls within the Police and Fire Departments. Lastly, Trustee Tiesenga expressed his VILLAGE OF OAK BROOK MINUTES Page 6 of 6 REGULAR MEETING OF FEBRUARY 09, 2021 content with the open mindedness and willingness of the Village Staff to come up with solutions that will be satisfactory to all parties involved. Trustee Manzo expressed his thoughts regarding entering the Intergovernmental Agreement between all the neighboring towns and reminded everyone that the ultimate goal is to provide better services along with better coverage to the residents at lower costs to the Village. Trustee Baar shared his thoughts regarding the current working arrangements with several neighboring Fire Departments and explained the benefits those arrangements currently have on the Village. Furthermore, he expressed concerns brought up by Fire Chief Liss regarding the usage of different dispatch centers and further spoke in support of resource sharing and working with the neighboring towns. President Lalmalani shared his thoughts and experiences regarding the issues at hand and made suggestions to work with the hospitals. He also reassured everyone that the Village is not looking to defund the Police or Fire Department but to enhance the services at lower costs to the Village. Village Manage Ginex stated that the preliminary discussions have taken place with the Village of Clarendon Hills, and an interest to the exploration of the mentioned options was expressed. Fire Chief Liss expressed his support of exploring the options to share resources and spoke of his experiences with said matters in the past. 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 at 8:22 p.m. 10. Reconvened at 9:10 p.m. 11. ADJOURNMENT Motion by Trustee Yusuf seconded, by Trustee Manzo to adjourn the Regular Meeting of the Board of Trustees at 9:11 p.m. VOICE VOTE: Motion carried. ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk