Minutes - 03/25/2014 - Board of Trustees MINUTES OF THE MARCH 25, 2014 REGULAR MEETING OF
�G9Q THE PRESIDENT AND BOARD OF TRUSTEES OF THE
0 VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
p APRIL 8, 2014
couMv,
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
7:04 pm. The Pledge of Allegiance was given.
2. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: President Gopal Lalmalani, Trustees Donald Adler, John Baar, Michael
Manzo, Gerald Wolin, and Asif Yusuf.
ABSENT: Trustee Mark Moy
IN ATTENDANCE: David Niemeyer, Village Manager; Cathy Doczekalski, Interim
Assistant Village Manager; Sharon Dangles, Finance Director; Gary Clark,
Acting Fire Chief; Susan Madorin, Library Director; James Kruger, Police
Chief; Michael Hullihan, Public Works Director; Trey VanDyke, Sports
Core Director; and Peter Friedman, Village Attorney.
3. PRESIDENT'S OPENING COMMENTS
A. PROCLAMATION—NATIONAL LIBRARY WEEK
The Proclamation was read by Clerk Pruss.
President Lalmalani announced that the process to hire a Fire Chief is almost done and that
he hopes a vote will be taken at the April 81h Board meeting.
President Lalmalani congratulated Police Sergeant Mary Jo Nugent on her upcoming
retirement. Sergeant Nugent has been employed with the Village's Police Department for
26 years. President Lalmalani thanked Sergeant Nugent for her dedication and service to
the community and wished her well.
Chief Kruger stated that a retirement ceremony for Sergeant Nugent will be held next
Thursday in the Boardroom starting at 4:30 pm.
4. RESIDENTNISITOR COMMENTS -NONE
5. APPROVAL OF MINUTES
A. REGULAR EXECUTIVE MEETING MINUTES OF FEBRUARY 25, 2014
Motion by Trustee Yusuf, seconded by Trustee Wolin to approve the minutes of the
VILLAGE OF OAK BROOK MINUTES Page I of 8 REGULAR MEETING OF MARCH 25,2014
Regular Executive Meeting of February 25, 2014. VOICE VOTE: Motion carried.
B. SPECIAL EXECUTIVE MEETING OF FEBRUARY 26, 2014
Motion by Trustee Baar, seconded by Trustee Manzo to approve the minutes of the Special
Executive Meeting of February 26, 2014. VOICE VOTE: Motion carried.
C. SPECIAL BOARD OF TRUSTEES MEETING OF MARCH 3, 2014
Motion by Trustee Baar, seconded by Trustee Manzo to approve the minutes of the Special
Board of Trustees Meeting of March 3, 2014. VOICE VOTE: Motion carried.
D. SPECIAL BOARD OF TRUSTEES MEETING OF MARCH 6, 2014
Motion by Trustee Yusuf, seconded by Trustee Baar to approve the minutes of the Special
Board of Trustees Meeting of March 6, 2014. VOICE VOTE: Motion carried.
E. REGULAR BOARD OF TRUSTEES MEETING OF MARCH 11, 2014
Motion by Trustee Wolin, seconded by Trustee Baar to approve the minutes of the Regular
Board of Trustees Meeting of March 11, 2014. 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 March 20, 2014 - $543,686.11
Significant Items included in Above:
1) Ancel, Glink, Diamond, Bush, DiCianni & Krafhefer, P.C., - Legal Services -
February, 2014 - $5,213.88 (FY14—YTD - $9,391.74)
2) Rathje & Woodward, LLC —Legal Services—February, 2014 - $3,333.33
(FY14—YTD - $6,666.66)
3) Hervas, Condon & Bersani, P.C. - Legal Services—February, 2014 - $550.32
(FY14—YTD - $5,488.01)
TOTAL LEGAL BILLS PAID FOR 2014 - $45,921.67
4) DuPage Water Commission—February 28, 2014 - $299,510.19
B. Approval of Payroll for Pay Period Ending March 15, 2014 - $665,331.36
C. Community Development Referrals—NONE AT THIS TIME
D. Authorization to Seek Bids or Proposals or Negotiate Contracts
1) 2014 Street Improvement Project—Coolidge Street, 35th Street(East of Route 83),
Golf Drive, Village Hall Parking Lot(East Quarter), Fire Station#2 (By Enterprise
Drive), and Water Reservoir Access Area(By York Road)
2) Water Main Break Repair Services
VILLAGE OF OAK BROOK MINUTES Page 2 of 8 REGULAR MEETING OF MARCH 25,2014
E. Budget Adjustments—NONE
F. Ordinances & Resolutions
1) RESOLUTION 2014-SC-GOLF-EX-R-1345, A Resolution Authorizing the
Purchase of Golf Commodities for the Oak Brook Golf Course
2) RESOLUTION 2014-GOLF-MNTNC-R-1346, A Resolution Approving the
Waiver of Competitive Bidding and Authorizing the Purchase of a Mower
3) ORDINANCE 2014-LY-EXI-S-1398, An Ordinance Adopting a Revision to the
Exhibits and Displays Policy for the Oak Brook Public Library
4) RESOLUTION 2014-LY-R-1342, A Resolution Authorizing and Directing the
Oak Brook Public Library to Participate in the Non-Resident Library Card
Program from July 1, 2014 to June 30, 2015
5) RESOLUTION 2014-IRMA-R-1344, A Resolution Appointing Representatives to
the Intergovernmental Risk Management Agency
6) RESOLUTION 2014-B&T-P-R-1347, A Resolution Approving and Authorizing
the Award of a Contract to Pool Guards, Inc. to Provide Aquatic Services
7) RESOLUTION 2014—PW-MOW-IGA-DU-R-1349, A Resolution Approving and
Authorizing an Intergovernmental Agreement By and Between the Village of Oak
Brook and DuPage County Regarding Mowing Along County Roads
8) RESOLUTION 2014—PW-V-PG-R-13 5 1, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Purchase of Two Dump Trucks
9) RESOLUTION 2014—B&T-STAIRS-CNTRCT-R-1350, A Resolution Approving
the Award of a Contract for the Replacement of the Exterior Stairs at the Oak
Brook Bath& Tennis Club
10) RESOLUTION 2014-PD-FOP-UN-MOU-R-1348, A Resolution Approving and
Authorizing the Execution of a Memorandum of Understanding By and Between
the Village of Oak Brook and the Fraternal Order of Police Labor Council
11)RESOLUTION 2014—PED-ACCESS-DESIGN-AG-R-1343, A Resolution
Approving and Authorizing a Professional Services Agreement By and Between
the Village of Oak Brook and Hitchcock Design Group for Design and
Engineering Services for Project C of the Pedestrian Access Project
12)RESOLUTION 2014-PW-SALT-PG-R-1352, A Resolution Approving the Waiver
VILLAGE OF OAK BROOK MINUTES Page 3 of 8 REGULAR MEETING OF MARCH 25,2014
of Competitive Bidding and Authorizing the Purchase of Deicer Salt
Motion by Trustee Wolin, seconded by Trustee Adler to approve the Consent Agenda and
authorize expenditures as presented or amended.
ROLL CALL VOTE:
Ayes: 5 —Trustees Adler, Baar, Manzo, Wolin, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 1 —Trustees Moy
Motion carried
7. ITEMS REMOVED FROM THE CONSENT AGENDA
1) Item 61.11 - RESOLUTION 2014—PED-ACCESS-DESIGN-AG-R-1343, A
Resolution Approving and Authorizing a Professional Services Agreement By and
Between the Village of Oak Brook and Hitchcock Design Group for Design and
Engineering Services for Project C of the Pedestrian Access Project
Trustee Adler questioned whether the design of this project is similar to other projects that
Hitchcock Design Group has completed for the Village. Public Works Director Hullihan
stated yes and then explained the other design projects conducted by the Hitchcock Design
Group for Streetscape and Beautification projects.
Trustee Adler requested a summary of all contracts awarded to Hitchcock Design Group.
Resident Jeff Kennedy stated that this is a continuation of a project that was awarded two
years ago. He also discussed the various beautification projects that have been taking
place in the past eight years.
Manager Niemeyer stated that Hitchcock Design Group has been very good to work with
and are trusted by all stakeholders involved.
Motion by Trustee Adler, seconded by Trustee Baar to approve RESOLUTION 2014-
PED-ACCESS-DESIGN-AG-R-1343, A Resolution Approving and Authorizing a
Professional Services Agreement By and Between the Village of Oak Brook and
Hitchcock Design Group for Design and Engineering Services for Project C of the
Pedestrian Access Project
ROLL CALL VOTE:
Ayes: 5 —Trustees Adler, Baar, Manzo, Wolin, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 1 —Trustees Moy
Motion carried
8. BOARD & COMMISSION RECOMMENDATIONS—NONE
VILLAGE OF OAK BROOK MINUTES Page 4 of 8 REGULAR MEETING OF MARCH 25,2014
9. UNFINISHED BUSINESS —NONE
10, ACTIVE BUSINESS
A. Confirmation of Appointments—NONE
B. Ordinances & Resolutions
1) ORDINANCE 2014-PD-AUX-G-1022, An Ordinance Amending Chapter 1 of Title 3
of the Village Code of the Village of Oak Brook Regarding Auxiliary Police Officers
Trustee Yusuf stated that the auxiliary police officers will augment our current officers and
will assist with certain functions such as traffic control.
Chief Kruger explained the police auxiliary unit duties and responsibilities, and requested
passage of the ordinance.
Motion by Trustee Yusuf, seconded by Trustee Manzo to approve Ordinance 2014-PD-
AUX-G-1022, creating a police auxiliary unit.
ROLL CALL VOTE:
Ayes: 5 —Trustees Adler, Baar, Manzo, Wolin, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 1 —Trustees Moy
Motion carried.
C. Oak Brook Golf Club Pump Station Evaluation—DISCUSSION
Trustee Adler briefly discussed the update of the golf course drainage issues.
Sports Core Director VanDyke gave an update on the draft report submitted by Christopher
Burke Engineers to evaluate the drainage systems on the front nine holes of the golf
course. He briefly discussed the following tasks completed by Christopher Burke:
• Existing Pump Data Collection
• Including the Existing Pump Station in the FEQ Model
• Development of Pumping Alternatives
• Hydraulic Modeling of Pumping Alternatives
• Summary Report
Discussion ensued regarding replacing the pump stations at the golf course and the
consensus was to accept the proposal from Christopher Burke in the amount of$17,500 to
1) design pump station 1; 2) prepare plan, specifications, and bid documents; and 3) assist
with the bidding process.
Resident George Klein asked why the Village is limiting its pumping capacity to 4,500
gallons per minute in some locations. Sports Core Director VanDyke stated because the
VILLAGE OF OAK BROOK MINUTES Page 5 of 8 REGULAR MEETING OF MARCH 25,2014
Village is relying on Butler National to pump the water we send to them into Salt Creek
and we do not want to overload their capacity.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER
Manage Niemeyer announced that he will be taking the Village Manager position in
Tinley Park effective early June 2014.
President Lalmalani stated that Manager Niemeyer will be very hard to replace. He stated
that it is going to be very difficult to lose Manager Niemeyer as an employee.
Trustee Wolin stated that Manager Niemeyer had been a tremendous asset to the Village.
Trustee Manzo stated that Manager Niemeyer was always available and accessible to the
Board and that he will be missed. He also stated that he wishes him the best in Tinley
Park.
Trustee Baar stated that Manager Niemeyer is an outstanding person and will be missed
greatly.
Trustee Adler stated that Manager Niemeyer has met every challenge presented and has
handled himself very well.
Trustee Yusuf stated that Manager Niemeyer works hard and conducts himself ethically.
He stated that he is very sorry to see Manager Niemeyer go and wishes him the best.
B. VILLAGE CLERK
Clerk Pruss reminded everyone that "Taking Care of Business Day" is May 7,' from 10
am—3 pm at the Public Library.
C. TRUSTEES
Trustee Wolin discussed the residential waste pick-up contract and stated that Public
Works Director Hullihan will create a list of items to be discussed at the next Board
meeting regarding this matter.
Trustee Manzo stated that the Board may want to consider changing waste pick-up day
from Monday to Tuesday.
Trustee Adler discussed a meeting he had with Finance Director Dangles regarding
reformatting the Sports Core financial statements to provide further break-outs of the
various activities and splitting out the revenues and related expenses associated with the
activities.
Trustee Yusuf congratulated Sergeant Nugent on her retirement.
VILLAGE OF OAK BROOK MINUTES Page 6 of 8 REGULAR MEETING OF MARCH 25,2014
D. VILLAGE ATTORNEY
Attorney Friedman briefly discussed the Village code provision on the hotel/motel tax
and recommends reviewing the code to insure the Village has the maximum authority
provided by State statute.
Trustee Adler recommends discussing the Village code provision on hotel/motel tax funds
at the next Board meeting.
E. VILLAGE PRESIDENT
Chief Kruger presented the Board with the Police Department 2013 annual report and
stated that it is also posted on the Village website.
Acting Chief Clark presented the Board with the Fire Department 2013 annual report and
stated that it is also posted on the Village website.
Sports Core Director VanDyke stated that the Sports Core brochure has been mailed out to
residents.
Interim Assistant Village Manager Doczekalski stated that interviews for the Bath &
Tennis Recreation Manager position will begin this week. She also mentioned that the
part-time admin position will soon be posted and applications will be accepted.
12. ADJOURN TO CLOSED SESSION
Motion by Trustee Wolin, seconded by Trustee Baar to adjourn to closed session for the
purpose of discussing (1) minutes of meetings lawfully closed under this act, (2)
appointment, employment, compensation, discipline, performance, or dismissal of specific
employees of the public body, and (3) litigation matters pursuant to 2c(21), 2c(1), and
2c(11) of the Illinois Open Meetings Act, respectively
ROLL CALL VOTE:
Ayes: 5 —Trustees Adler, Baar, Manzo, Wolin, and Yusuf
Nays: 0—None
Abstain: 0—None
Absent: 1 —Trustee Moy
Motion carried
This meeting was adjourned to closed session at 8:07 pm.
13. ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Baar to adjourn the Regular Meeting of the
Board of Trustees at 9:43 pm. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK MINUTES Page 7 of 8 REGULAR MEETING OF MARCH 25,2014
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
VILLAGE OF OAK BROOK MINUTES Page 8 of 8 REGULAR MEETING OF MARCH 25,2014