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Minutes - 06/22/2021 - Board of Trustees VILLAGE OF OAK BROOK MINUTES Page 1 of 6 SPECIAL MEETING OF JUNE 22, 2021 MINUTES OF THE JUNE 22, 2021 SPECIAL MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JULY 13, 2021 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 7:00 p.m. The Pledge of Allegiance was given. 2. ROLL CALL Village Clerk Charlotte Pruss called the roll with the following persons: PRESENT: Trustees Laurence Herman, Michael Manzo, James Nagle, A. Suresh Reddy, Edward Tiesenga, Trustee Yusuf, and President Gopal Lalmalani ABSENT: None IN ATTENDANCE: Interim Village Manager/Police Chief James Kruger, Information Technology Assistant Director Ejaz Khan, Fire Chief Barry Liss, Finance Director Jason Paprocki, Public Works Superintendent Rick Valent, Head Librarian Jacob Post, HR Director/Deputy Clerk Kathy Vonachen and Village Attorney Michael Castaldo III. 3. PRESIDENT’S OPENING COMMENTS President Lalmalani welcomed everyone to the first live meeting since the beginning of the pandemic, urged everyone who hasn’t done so yet, to get vaccinated, reminded of continued social distancing and facial coverings, especially for the unvaccinated. He also announced the partnership between the Oak Brook Fire Department Paramedics and the DuPage County Health Department for the opportunity to distribute the vaccine in the privacy of the individual’s home by registering at the DuPage County Health Department website for the free service. Furthermore, he shared his hopes that everyone had a wonderful Father’s Day and expressed concerns towards those injured or affected by the recent tornadoes that caused significant damage to the surrounding towns. After that, President Lalmalani announced the season opener for Oak Brook Polo, the After Party at the Oak Brook Golf Club patio, the Bath and Tennis Club pool opening on July 3rd, and the Independence Day Parade held by Village of Hinsdale also on July 3rd and shared his hopes for the ability to hold the Taste of Oak Brook and the fireworks display next year. Lastly, he reminded everyone that July 13th will be the next and only meeting held for that month and asked Finance Director Paprocki to present the Comprehensive Annual Financial Report (CAFR) for the year 2020. A. 2020 CAFR Presentation Finance Director Paprocki introduced Anthony Cervini, an audit partner from Sikich, LLP, and asked him to provide a brief overview of the audit process and the results for the fiscal year 2020. Mr. Cervini thanked the Village President Lalmalani and the Board for the opportunity to present and share the audit results for the fiscal year 2020. He thanked the Finance Director Paprocki for preparing the Comprehensive Annual Financial Report that goes above and beyond what the Illinois Compiled Statute required and the accepted Accounting Principles Standpoint. He then briefly described each section covering the Introductory Section, all the different Funds utilized by the Village throughout the year, the VILLAGE OF OAK BROOK MINUTES Page 2 of 6 SPECIAL MEETING OF JUNE 22, 2021 Management Discussion and Analysis emphasizing the most critical aspects of the section, and the report itself. Mr. Cervini commended Finance Director Paprocki for his efforts, attention to detail, and responsiveness during the audit. President Lalmalani thanked Finance Director Paprocki for the number of awards accumulated for the Village over the years. B. Chief Brian King, Hinsdale Police Department to recognize Sergeant Robert Christopherson, Officers Joseph Kieca, John Day and Tanayry Campos-Perez President Lalmalani expressed pride and respect on behalf of the Board to Sergeant Christopherson, officers Kieca, Day, and Perez for their exemplary services. Interim Village Manager/Police Chief Kruger welcomed Hinsdale Police Chief Brian King and thanked him for attending the meeting to recognize the staff. He also thanked Hinsdale Police Chief King for the excellent working relationship and attentiveness between the two agencies. Hinsdale Police Chief King explained the incident in detail, emphasizing the fantastic working relationship between the agencies, shared some facts, and explained the dangers officers were facing at the moment. He also stated that the incident could have ended tragically and went on to commend the officers for their quick response, engagement in the foot pursuit, and handling the situation with respect, professionalism and courage. After that, he presented Sergeant Christopherson, Officers Kieca and Campos-Perez with the Patrol Shift Commendation Hinsdale & Oak Brook Police. Officer Day was unable to attend. 4. PUBLIC COMMENT ON AGENDA ITEMS None 5. APPROVAL OF MINUTES A. Special Board of Trustees Meeting of May 19, 2021 Motion by Trustee Manzo, Seconded by Trustee Yusuf to approve the Minutes of the Special Board of Trustee Meeting of May 19, 2021. VOICE VOTE. Motion Carried. B. Regular Board of Trustees Meeting of May 25, 2021 Motion by Trustee Manzo, Seconded by Trustee Herman to approve the Minutes of the Regular Board of Trustee Meeting of May 25, 2021. VOICE VOTE. Motion Carried. C. Special Board of Trustees Meeting of June 7, 2021 Motion by Trustee Manzo, Seconded by Trustee Nagle to approve the Minutes of the Special Board of Trustee Meeting of June 7, 2021. 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: June 17, 2021 - $1,350,520.77 Significant Items Included in Above: 1. LEGAL SERVICES: a) Clark, Baird, Smith, LLP. – May 2021 – $13,335.23 (FY21 YTD - $83,076.31) VILLAGE OF OAK BROOK MINUTES Page 3 of 6 SPECIAL MEETING OF JUNE 22, 2021 b) Ottosen, Dinolfo Hasenbalg & Castaldo – May 2021 - $10,823.49 c) Ottosen, Dinolfo Hasenbalg & Castaldo – May 2021 - $955.55 (FY21 YTD - $54,853.89) d) Lamp Law, LLC. - Legal Services – May 2021- $3,333.33 (FY21 YTD - $16,666.65) TOTAL LEGAL BUDGET FOR 2021 IS $245,000.00 TOTAL LEGAL BILLS PAID FOR 2021 - YTD - $165,563.24 2. Civiltech Engineering, Inc. – York Harger Intersection and Underpass. – Inv.#3459-10 - $48,258.81 3. Civiltech Engineering, Inc. - York Harger Intersection and Underpass. – Inv.#3459-11 - $52,958.93 4. Civiltech Engineering, Inc. - York Harger Intersection and Underpass. – Inv.#3459-13 - $42,632.67 5. Trotter & Associates, Inc. – Water System SCADA & Operations Rehabilitation – Payment #5 – Project#OKB-006 - $352,197.15 6. 721 Midwest Club Bond Refund - $22,206.00 7. 27 Yorkshire Woods Bond Refund - $24,365.00 8. DuPage Water Commission – May 2021 - $399,578.06 B. Approval of Payroll for Pay Period Ending: June 12, 2021 -$975,738.40 C. Ordinances & Resolutions 1. ORDINANCE 2021-LC-AL-G-1187, An Ordinance Amending Title 4, Chapter 1, Section 8A of the Village Code of the Village of Oak Brook, Illinois By Decreasing By One To Thirty–Three the Number of Authorized Class A-1 Liquor Licenses (DMK Burger) 2. ORDINANCE 2021-LC-AL-G-1188, An Ordinance Amending Title 4, Chapter 1, Section 8A of the Village Code of the Village of Oak Brook, Illinois By Increasing By One To Thirty-Four the Number of Authorized Class A-1 Liquor Licenses (Egg Harbor) 3. ORDINANCE 2021-LC-AL-G-1189, An Ordinance Amending Title 4, Chapter 1, Section 8A Of The Village Code of the Village of Oak Brook, Illinois By Increasing By One To Thirty-Five the Number of Authorized Class A-1 (Blanco) 4. RESOLUTION 2021-ENG-DESIGN-AG-EX-R-1916, A Resolution Approving and Authorizing a Professional Services Agreement By and Between the Village of Oak Brook and Burke, LLC. for the Brook Forest Subdivision Phase IV Section of the 2021 Water Distribution Improvement Project 5. RESOLUTION 2021-LY-R-1917, A Resolution Authorizing and Approving the Oak Brook Public Library to Participate in the Non-Resident Library Card Program From July 1, 2021 – June 30, 2022 D. DuPage Mayors & Managers Conference 2021-2022 Membership Dues E. Village of Oak Brook – Monthly Financial Reports May - 2021 VILLAGE OF OAK BROOK MINUTES Page 4 of 6 SPECIAL MEETING OF JUNE 22, 2021 Motion by Trustee Yusuf, seconded by Trustee Manzo to approve the Consent Agenda, with the exception of Items 6.C.1, 6.C.2, 6.C.3 and authorize the expenditures as presented. ROLL CALL VOTE: Ayes: 6 – Trustees Herman, Manzo, Nagle, Reddy, Tiesenga and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried 7. ITEMS REMOVED FROM CONSENT AGENDA Item 6.C.1, ORDINANCE 2021-LC-AL-G-1187, An Ordinance Amending Title 4, Chapter 1, Section 8A of the Village Code of the Village of Oak Brook, Illinois By Decreasing By One To Thirty–Three the Number of Authorized Class A-1 Liquor Licenses (DMK Burger) Item 6.C.2, ORDINANCE 2021-LC-AL-G-1188, An Ordinance Amending Title 4, Chapter 1, Section 8A of the Village Code of the Village of Oak Brook, Illinois By Increasing By One To Thirty-Four the Number of Authorized Class A-1 Liquor Licenses (Egg Harbor) Item 6.C.3, ORDINANCE 2021-LC-AL-G-1189, An Ordinance Amending Title 4, Chapter 1, Section 8A Of The Village Code of the Village of Oak Brook, Illinois By Increasing By One To Thirty-Five the Number of Authorized Class A-1 (Blanco) Motion by Trustee Manzo, Seconded by Trustee Yusuf that the Village Board discusses, and approves the items as presented. ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Reddy, Tiesenga and Yusuf Nays: 0 – None Recuse: 1 – Trustee Nagle Absent: 0 – None Motion carried 8. ACTIVE BUSINESS A. Ordinances & Resolutions 1. ORDINANCE 2021-BU-AMEND-ND-S-1927, An Ordinance Authorizing Amendments and Transfers Among Budget Line Items the Village of Oak Brook, Illinois Motion by Trustee Manzo, Seconded by Trustee Nagle that the Village Board discusses, and approves ORDINANCE 2021-BU-AMEND-ND-S-1927, An Ordinance Authorizing Amendments and Transfers Among Budget Line Items the Village of Oak Brook, Illinois ROLL CALL VOTE: Ayes: 6 – Trustees Herman, Manzo, Nagle, Reddy, Tiesenga and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried A. Ordinances & Resolutions 2. ORDINANCE 2021-PSTN-COMP-SAP-EX-S-1928, An Ordinance Approving the Amendment to Ordinance 2020-PSTN-COMP-SAP-EX-S-1616, “2021-2022 Position Classification and Salary Plan for Employees of the Village of Oak Brook, Illinois” VILLAGE OF OAK BROOK MINUTES Page 5 of 6 SPECIAL MEETING OF JUNE 22, 2021 Deputy Clerk/HR Director Vonachen thanked the Board for the opportunity to bring the item in front of them and explained the percentage rates for pay raise considered during the employee evaluation process. Trustee Yusuf explained the pay grade and raise freeze that took place due to the financial instability that the Pandemic brought on. He also explained that the significant signs of recovery have allowed the raises to be implemented once again and thanked everyone for their understanding and patience. Trustee Manzo spoke in favor of the proposed changes and thanked all the employees and staff for diligently working through the unprecedented times causing pay freezes for the year 2021. He also expressed his pride toward the Board making a decision not to lay off any full-time employees when the financial stability of the Village was so uncertain. President Lalmalani concurred with Trustee Manzo’s comments and further elaborated that the Board had no intention to lay off anyone but only to “tighten the belt.” Motion by Trustee , Seconded by Trustee that the Village Board discusses, and approves ROLL CALL VOTE: Ayes: 6 – Trustees Herman, Manzo, Nagle, Reddy, Tiesenga and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried B. Reorganization of Public Works Staffing Trustee Tiesenga shared a bit of a background on the structure of the Public Works Department, the recent changes, and the presented reorganization plan. Public Works Superintendent Valent explained the new titling of different positions, contract employees, position consolidation and more employees retiring in the future. Discussion ensued about the ability to vote on the matter during this meeting. President Lalmalani spoke about the consensus of moving forward with the proposed reorganization chart for the Public works Department and thanked Public Works Superintendent Valent for the amazing job he is doing filling in for recently retired Public Works Director Patchin. C. Authorization to Hire – Part-Time Civilian Fire Prevention Inspectors Trustee Herman provided a brief explanation of the Agenda Item, stating that Fire Department Chief Liss has attempted to outsource the position by seeking bids that came back much higher than expected. Moreover, he applauded Trustee Tiesenga for his attempts to understand the Fire Department and its operations. Trustee Herman also expressed the intention of the Board to seek efficiencies without compromising the service within every department in the Village. Furthermore, he clarified some concerns shared by Trustee Tiesenga and spoke in favor of the proposed operation by Fire Department Chief Liss. Fire Department Chief Liss thanked Trustee Herman for the introduction and explained everything the position entails, including inspections that could not occur in the last year due to the Pandemic and the new development currently under construction in the Village. Furthermore, he explained how the position was handled in the past and proposed several different options for moving forward while staying in compline with the Fire Prevention Bureau mandates. Discussion ensued. VILLAGE OF OAK BROOK MINUTES Page 6 of 6 SPECIAL MEETING OF JUNE 22, 2021 Trustee Tiesenga expressed his concerns with several of the items mentioned in the Fire Department Chief Liss's memo included the Agenda Packet. He further asked to see data regarding the specific number of operations performed at each incident that the fire trucks are dispatched and all tasks performed by the fireman/paramedics during their shift. Trustee Manzo also applauded Trustee Tiesenga for taking on challenging issues brought on by one of the powerful Unions in the State of Illinois. He further elaborated on the subject at hand, stating his concerns and indecision regarding the information in front of him. Trustee Yusuf spoke in favor of the proposed matter to hire Part-Time Fire Prevention Inspectors, stating that it would provide the Board with flexibility and addressed some of the concerns mentioned by Trustee Tiesenga. Trustee Reddy spoke in favor of the proposed option due to the greater flexibility and quality provided by a vendor. Trustee Nagle shared his appreciation for the Fire Department as a business owner. He also expressed gratitude towards the Fire Department's work and emphasized the inspections that allow for the corrections to be made that business owners, like himself, may have missed. Furthermore, he stressed the importance of efficiency. Motion by Trustee Reddy, Seconded by Trustee Nagle that the Village Board discusses and tables the Authorization to Hire-Part-Time Civilian Fire Prevention Inspectors ROLL CALL VOTE: Ayes: 6 – Trustees Herman, Manzo, Nagle, Reddy, Tiesenga and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried 8. PUBLIC COMMENT ON NON-AGENDA ITEMS Resident Ray Cesca shared updates regarding the progress of Bill HB 2379, elaborated on the consequences related to the placement of the small cell antennas around the Village and the EMF radiation around the school setting. Clarendon Hills Resident Lori Burchett shared her disputes with Christ Church, called for the resignations of Trustee Nagle, Trustee Yusuf, Trustee Manzo and President Lalmalani. Lastly, she thanked the Board for their time. 9. ADJOURNMENT Motion by Trustee Manzo, seconded by Trustee Nagle to adjourn the Regular Meeting of the Board of Trustees at 8:33 p.m. VOICE VOTE: Motion carried. ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk