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Minutes - 01/10/2023 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES Page 1 of 8 REGULAR MEETING OF JANUARY 10, 2023 MINUTES OF THE JANUARY 10, 2023 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 24, 2023 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 Boardroom of the Butler Government Center at 7:01 p.m. The Pledge of Allegiance was given. 2.ROLL CALL Village Clerk Charlotte Pruss called the roll with the following persons: PRESENT: Michael Manzo, Edward Tiesenga and President Gopal Lalmalani VIA ZOOM: Trustee Laurence Herman, Trustee A. Suresh Reddy arrived at 7:35 p.m. ABSENT: Trustee Nagle IN ATTENDANCE: Village Manager Greg Summers, Assistant Village Manager Jessica Spencer, Information Technology Director Jim Fox, Police Chief Brian Strockis, Public Works Director Rick Valent, Head Librarian Jacob Post, Finance Director Marilyn Fumero, Interim Fire Chief Kevin Fleege, Development Services Director Rebecca Von Drasek, Golf Club Manager/Superintendent Sean Creed and Village Attorney Michael Castaldo Jr. 3.PRESIDENT’S OPENING COMMENTS President Lalmalani began the meeting by commenting on the absence of Trustees, shared his hopes that everyone had a wonderful holiday season, and proceeded to speak about opening of new establishments at the Overlook Oak Brook. He further went on to address the Board and staff presence at the opening celebrations, asked Trustee Herman to remark on the events, and followed with speaking about the Law Enforcement Appreciation Day. He thanked the Police Department for their dedication and service to the Community recognizing Detective Mark Kozlowski and Officer Vel Torlo for their 25 year tenure with the Village. Next, President Lalmalani announced that the Business Registry software system, collecting safety data, is now available and requested that all businesses in the Village take part in registering before the end of the month. He shared additional information on the subject and asked Village Manager Summers to elaborate on the number of establishments already registered. After that, President Lalmalani asked Trustee Herman to divulge his thoughts regarding the Registry while ensuring no taxation, penalties or any other fees associated with the process. Lastly, he announced two openings on the Police Pension Fund Board. Trustee Herman welcomed Alter Brewery and Panera to the Village expressing his appreciation for the additions. He also spoke about the streamlined cloud based online portal created specifically for the Business Registry. Village Manager Summers informed everyone that the Business Registry went live in the beginning of December and about 60 businesses have registered thus far. However, additional resources have been implemented to inform and encourage businesses to participate in the program. 4.PUBLIC COMMENT ON AGENDA ITEMS None ITEM 5.A VILLAGE OF OAK BROOK MINUTES Page 2 of 8 REGULAR MEETING OF JANUARY 10, 2023 5. APPROVAL OF MINUTES A. Regular Board of Trustees Meeting of December 13, 2022 Motion by Trustee Yusuf, seconded by Trustee Manzo to approve the Minutes of the Regular Board of Trustees Meeting of December 13, 2022. VOICE VOTE: Motion carried. 5. APPROVAL OF MINUTES B. Special Executive Meeting Minutes of October 25, 2022 Motion by Trustee Tiesenga, seconded by Trustee Manzo to approve the Minutes of Special Executive Meeting Minutes of October 25, 2022. 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 21, 2022 - $917,913.53 January 05, 2023 - $766,764.73 Significant Items Included in Above: 1. LEGAL SERVICES: a) Fox Rothschild, LLP. – November 2022 – $4,543.40 (FY22 YTD - $19,119.30) b) Lamp Law, LLC. - Legal Services – November 2022 - $3,333.33 (FY22 YTD - $36,666.63) c) Rathje Woodward, LLC – Legal Services – November 2022 - $940.50 (FY22 YTD - $4,210.25) d) Ottosen, Dinolfo Hasenbalg & Castaldo – November 2022 - $202.50 (FY22YTD - $202,411.46) TOTAL LEGAL BUDGET FOR 2022 IS $266,800.00 TOTAL LEGAL BILLS PAID FOR 2022 - YTD - $364,005.64 2. PNC Equipment Finance – PW Equipment Lease - Inv.#1573113 - $302,058.48 3. BCBS HMO – Health Care Services – January 2023 - $71,094.16 4. BCBS PPO – Health Care Services - October 2022 - $221.316.77 5. CDS Office Technologies – Fire Department/IT Tech Upgrades – Inv.#1499285 - $49,980.00 6. ZOLL – Fire Department EMS Equipment – Inv.#2862715 - $35,338.87 7. (IRMA) Intergovernmental Risk Management Company – October 2022 Deductible -$21,736.08 8. DuPage Water Commission – November 2022 - $297,321.64 B. Approval of Payroll for Pay Period Ending: December 15, 2022 - $808,263.83 December 29, 2022 - $776,618.88 C. Village of Oak Brook – Monthly Financial Reports November 2022 Motion by Trustee Yusuf, seconded by Trustee Manzo to approve the Consent Agenda, and authorize the expenditures as presented. ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Tiesenga, Yusuf and President Lalmalani Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle and Reddy Motion carried VILLAGE OF OAK BROOK MINUTES Page 3 of 8 REGULAR MEETING OF JANUARY 10, 2023 7. ITEMS REMOVED FROM THE CONSENT AGENDA None 8. BOARDS & COMMISSION RECOMMENDATIONS A. Village of Oak Brook – Text Amendment to Zoning Regulations to Amend the Accessory Structures Regulations Trustee Manzo read the motion, and Trustee Herman explained that through a lot of hard work from the Village staff, the language of the text amendment has been cleaned up to conform with everyone’s intentions and address concerns brought up within the community. He also thanked the staff for their diligent work to update the text amendment. Trustee Manzo talked about the grueling process of the much needed update and thanked the staff for their hard work. Trustee Tiesenga thanked Village Director Von Drasek and Trustee Herman for their leadership on the matter. He also conveyed his thoughts on the residential revitalization and expressed content with the conclusion of the process. Trustee Yusuf spoke in support of the presented updates in the language of the Accessory Structure Regulations. He also noted his opinions regarding limitations imposed, along with the proposed balance between reasonable accessory structures and their uses. Motion by Trustee Manzo, seconded by Trustee Tiesenga that the Village Board concur with the Zoning Board of Appeals recommendation as revised, approving the text amendment to the Zoning Regulations for accessory structures, in accordance with the accompanying Draft dated December 13, 2022 subject to the following: 1) Zoning amendment factors provided in the petitioner’s application material (case file pages B-B.1). 2) Authorization for the Village Attorney to prepare the necessary ordinance granting the requested text amendment for approval and adoption at the January 24, 2023 Board of Trustees Meeting. ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Tiesenga, Yusuf and President Lalmalani Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle and Reddy Motion carried 9. ACTIVE BUSINESS A. Ordinances & Resolutions 1. RESOLUTION R-2056, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Golf Course Maintenance Equipment from Revels Turf & Tractor, LLC Trustee Manzo presented the motion and explained the competitive bidding language used in the motion and Resolution. VILLAGE OF OAK BROOK MINUTES Page 4 of 8 REGULAR MEETING OF JANUARY 10, 2023 Village Manager Summers confirmed Trustee Manzo’s comments explained that the bidding process was completed through Sourcewell, a company authorized to streamline the procurement process, solicit and award purchasing contracts on behalf of their client. Motion by Trustee Manzo, seconded by Trustee Yusuf that the Village Board approve RESOLUTION R-2056, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Golf Course Maintenance Equipment from Revels Turf & Tractor, LLC. ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Tiesenga, Yusuf and President Lalmalani Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle and Reddy Motion carried A. Ordinances & Resolutions 2. RESOLUTION R-2057, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Golf Merchandise for Resale Motion by Trustee Manzo, seconded by Trustee Yusuf to approve RESOLUTION R-2057, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Golf Merchandise for Resale ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Tiesenga, Yusuf and President Lalmalani Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle and Reddy Motion carried A. Ordinances & Resolutions 3. RESOLUTION R-2059, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Library Books from Authorized Distributors Trustee Tiesenga presented the motion and explained that the competitive bidding process has been completed through the Illinois Library Systems. Motion by Trustee Tiesenga, seconded by Trustee Manzo to approve RESOLUTION R-2059, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Library Books from Authorized Distributors ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Tiesenga, Yusuf and President Lalmalani Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle and Reddy Motion carried B. Ordinances & Resolutions 4. RESOLUTION R-2060, A Resolution Approving and Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and Ayres Associates, Inc. VILLAGE OF OAK BROOK MINUTES Page 5 of 8 REGULAR MEETING OF JANUARY 10, 2023 Trustee Tiesenga explained the purpose of the presented motion and that the competitive bidding process has been conducted by the GIS consortium. Motion by Trustee Tiesenga, seconded by Trustee Manzo to approve RESOLUTION R-2060, A Resolution Approving and Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and Ayres Associates, Inc. ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Tiesenga, Yusuf and President Lalmalani Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle and Reddy Motion carried A. Ordinances & Resolutions 5. RESOLUTION R-2061, A Resolution Approving and Authorizing the Execution of a Contract By and Between the Village of Oak Brook and Municipal GIS Partners, Incorporated Trustee Tiesenga presented the motion and briefly explained its purpose. Motion by Trustee Tiesenga, seconded by Trustee Yusuf to approve RESOLUTION R-2061, A Resolution Approving and Authorizing the Execution of a Contract By and Between the Village of Oak Brook and Municipal GIS Partners, Incorporated ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Tiesenga, Yusuf and President Lalmalani Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle and Reddy Motion carried A. Ordinances & Resolutions 6. RESOLUTION R-2062, A Resolution Approving and Authorizing the Execution of a Joint Funding Agreement for State-Let Construction Work By and Between the Village of Oak Brook and the Illinois Department of Transportation Motion by Trustee Tiesenga, seconded by Trustee Manzo to approve RESOLUTION R-2062, A Resolution Approving and Authorizing the Execution of a Joint Funding Agreement for State-Let Construction Work By and Between the Village of Oak Brook and the Illinois Department of Transportation ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Tiesenga, Yusuf and President Lalmalani Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle and Reddy Motion carried A. Ordinances & Resolutions 7. RESOLUTION R-2063, A Resolution Approving a Pre-Selected List of Professional Consulting Engineering Companies Trustee Tiesenga made the motion with a friendly amendment and noted the credit issued by Christopher Burke to the Village to be applied to the next project in the amount of $10,000.00. VILLAGE OF OAK BROOK MINUTES Page 6 of 8 REGULAR MEETING OF JANUARY 10, 2023 Trustee Manzo spoke on behalf of Trustee Nagle due to a family emergency that disallowed his presence. He spoke about the meeting with Christopher Burke resulted in dissolvement of any animosities, issued refund for the incident in question and an apology. Additionally, he addressed Trustee Yusuf’s question regarding the 6-month delay. Village Manager Summers added that the discussions with Christopher Burke included an outlined new process establishing proper quality control to prevent any future incidents and the written commitment to issue the credit. He also reassured Trustee Yusuf that all the listed Engineering companies are capable of providing the same level of quality, service and expertise as Christopher Burke. He later clarified that the table referenced by Trustee Tiesenga should actually be the 1st one listed within the memorandum. Trustee Yusuf asked about the purpose of a 6-month delay in selecting Christopher Burke for projects after the meticulous vetting process. Moreover, he expressed his opinions regarding the situation where the error occurred along with the dissolvement and rectification measures taken by the company. Trustee Yusuf shared concerns with quality, service and expertise that the other listed companies may lack and spoke against the proposed approach. President Lalmalani spoke about the presented solution being acceptable to all involved parties. Motion by Trustee Tiesenga, seconded by Trustee Manzo to approve RESOLUTION R-2063, A Resolution Approving a Pre-Selected List of Professional Consulting Engineering Companies as Amended to Approve the Pre-qualified Professional Consulting Engineering Services Provider list and using the list from the 1st table of Agenda Item 9.A.7 but adding to that list, Christopher Burke for all categories, with the two following provisons: 1.That there will be a 6-month delay in the selection of Christopher Burke for any project. 2.That the 6-month delay not apply to the federally funded project that is before the Board tonight listed as Item 9.A.8 ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Tiesenga, Yusuf and President Lalmalani Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle and Reddy Motion carried A. Ordinances & Resolutions 8.RESOLUTION R-2064, Resolution Approving and Authorizing the Execution of a Professional Services Agreement for Engineering Services (Phase III Harger Road STP Resurfacing Project) Motion by Trustee Tiesenga, seconded by Trustee Manzo to approve RESOLUTION R-2064, Resolution Approving and Authorizing the Execution of a Professional Services Agreement for Engineering Services (Phase III Harger Road STP Resurfacing Project) ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Reddy, Tiesenga, Yusuf Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustees Nagle Motion carried A. Ordinances & Resolutions VILLAGE OF OAK BROOK MINUTES Page 7 of 8 REGULAR MEETING OF JANUARY 10, 2023 9. RESOLUTION R-2065, A Resolution Endorsing ether Legislative Action Program of the DuPage Mayors and Managers Conference for the 2023 Legislative Session with the Exceptions as Reflected Herein President Lalmalani asked Trustee Yusuf to speak on the presented motion. Trustee Yusuf expressed his thoughts and opinions reflecting on his content with Board’s priorities. Motion by Trustee Manzo, seconded by Trustee Yusuf to approve RESOLUTION R-2065, A Resolution Endorsing ether Legislative Action Program of the DuPage Mayors and Managers Conference for the 2023 Legislative Session with the Exceptions as Reflected Herein ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Reddy Tiesenga, Yusuf Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Nagle Motion carried A. Ordinances & Resolutions 10. ORDINANCE G-1226, An Ordinance Amending the Village of Oak Brook Code of Ordinances, as Amended, Title 4, Chapter 1, Section 8A to Increase the Number of Authorized Class A-1 Liquor Licenses and Class B Liquor Licenses; Lazy Dog Colorado OPS, LLC D/B/A Lazy Dog, 1775 22nd St., Oak Brook, IL 60523 Motion by Trustee Yusuf, seconded by Trustee Manzo to approve ORDINANCE G-1226, An Ordinance Amending the Village of Oak Brook Code of Ordinances, as Amended, Title 4, Chapter 1, Section 8A to Increase the Number of Authorized Class A-1 Liquor Licenses and Class B Liquor Licenses; Lazy Dog Colorado OPS, LLC D/B/A Lazy Dog, 1775 22nd St., Oak Brook, IL 60523 ROLL CALL VOTE: Ayes: 5 – Trustees Herman, Manzo, Reddy Tiesenga, Yusuf Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Nagle Motion carried A. Ordinances & Resolutions 11. RESOLUTION R-2066, A Resolution Approving and Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and Fusus, Inc. Trustee Yusuf presented the motion, explained the advantage of the presented agreement and asked Police Chief Strockis to speak on the Agreement. Police Chief Strockis spoke regarding the ongoing efforts to leverage available technology to increase public safety and proactive policing measures. He then proceeded to further elaborate on the LPR Technology, Body Camera footage and camera systems disbursed throughout the Village. Motion by Trustee Yusuf, seconded by Trustee Manzo to approve RESOLUTION R-2066, A Resolution Approving and Authorizing the Execution of an Agreement By and Between the Village of Oak Brook and Fusus, Inc. ROLL CALL VOTE: VILLAGE OF OAK BROOK MINUTES Page 8 of 8 REGULAR MEETING OF JANUARY 10, 2023 Ayes: 5 – Trustees Herman, Manzo, Reddy Tiesenga, Yusuf Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Nagle Motion carried 9.PUBLIC COMMENT ON NON-AGENDA ITEMS None 10.BOARD UPDATES Trustee Manzo spoke about the upcoming raises within the general assembly and the proud moment when the Board received compliments on knowledge and versatility of covered issues. Trustee Yusuf wished everyone Happy New Year, shared his hopes for a successful, healthy and safe year. He also divulged his opinions regarding the Board and the issues it is faced with reiterating that the main goal is the same despite the differences of opinions. Trustee Reddy thanked President Lalmalani for allowing him to join via Zoom and expressed his gratitude for being part of the elaborate team that consists of all the elected Board members. President Lalmalani wished Trustee Reddy’s family speedy recovery and announced the Open meeting will be closed from the Upper Level Conference Room after the adjournment of the closed session. 11.ADJOURN TO CLOSED SESSION, For the Purpose of Discussing (1) Minutes of Meetings Lawfully Closed Under This Act, (2) to consider litigation probable or imminent or pending against, affecting, or on behalf of the Village, Pursuant to 2(C)(21), 2(C)(11) of the Illinois Open Meetings Act Respectively Motion by Trustee Yusuf, seconded by Trustee Manzo to adjourn to Closed Session of the Board of Trustees at 7:45 p.m. VOICE VOTE: Motion carried. RECONVENE 7:59 p.m. 12.ADJOURNMENT Motion by Trustee Yusuf, seconded by Trustee Manzo to adjourn the Regular Meeting of the Board of Trustees at 8:00 p.m. VOICE VOTE: Motion carried. ATTEST: ______________________________________ Charlotte K. Pruss Village Clerk /s/ Charlotte K. Pruss