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Minutes - 02/27/2024 - Board of TrusteesBoard of Trustees Minutes Page 1 of 7 Regular Meeting of February 27, 2024 THE FEBRUARY 27, 2024 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON MARCH 12, 2024 1.CALL TO ORDER The Regular Meeting of the Village Board of Trustees was called to order by President Laurence Herman in the Samuel E. Dean Boardroom of the Butler Government Center at 7:00 p.m. The Pledge of Allegiance was recited. 2.ROLL CALL Village Clerk Netasha Scarpiniti called the roll: PRESENT: Trustees Naveen Jain, Michael Manzo, James Nagle, A. Suresh Reddy, Edward Tiesenga and President Laurence Herman VIA ZOOM: None ABSENT: Trustee Melissa Martin IN ATTENDANCE: Village Manager Greg Summers, Assistant Village Manager Joseph Mitchell, Information Technology Director Tom Gilbert, Police Chief Brian Strockis, Interim Public Works Director Tim O’Malley, Head Librarian Jacob Post, Finance Director Marilyn Fumero, Fire Chief Kevin Fleege, Development Services Director Rebecca Von Drasek, Sports Core Director Art Segura, and Village Attorney Michael Castaldo Jr. 3.PRESIDENT’S OPENING COMMENTS President Herman announced that Village Manager Summers attended IT Savvy’s Open House and Ribbon Cutting Ceremony and asked him to say a few words about the event. President Herman reported that early voting begins on March 4th at the Village Hall West Wing Conference Room. Additional information for the March 19th election is on the Village of Oak Brook’s and DuPage County’s websites. The Oak Brook Police Department is partnering with Brook Forest School with the school’s “Domino Challenge” project to collect new cereal boxes to donate to local foodbanks. President Herman encouraged contributing to this project and stated that cereal box collection boxes were at Village Hall. The Oak Brook Police Department also apprehended a group of Georgian Citizens who have been stealing from multiple locations. These arrests were due in large part to the license plate reader cameras and other recently installed technology. President Herman thanked Chief Strockis for the department’s proactive approach to utilization of modern technology, and their continued initiatives aimed at public safety. President Herman attended the Illinois Restaurant Association Induction Ceremony for Steven Hartenstein at the Union League Club. 4.PUBLIC COMMENTS Donald Ziemann commended the Board and the Village President for their dedication to improving the Village. He discussed his participation as a volunteer within the Village and DuPage County and spoke about the engagement of citizens in Volunteer programs. 5.CONSENT AGENDA A.Accounts Payable for Period Ending: February 21, 2024 - $1,001,811.32 1.LEGAL SERVICES: Board of Trustees Minutes Page 2 of 7 Regular Meeting of February 27, 2024 a)Lamp Law, LLC - Legal Services - November 2023 - $3,333.33 (FY23 YTD - $39,999.96) b)Schain Banks - Legal Services - January 2024 - $466.80 (FY24 - YTD - $466.80) c)Lamp Law, LLC - Legal Services - January 2024 - $3,333.33 (FY24 YTD - $3,333.33) d)Clark, Baird, Smith, LLP - Legal Services - January 2024 - $3,337.50 (FY24 YTD - $3,337.50) e)Ottosen DiNolfo Hasenbalg & Castaldo LTD - Legal Services - January 2024 - $20,119.86 (FY24 YTD - $20,119.86) TOTAL LEGAL BUDGET FOR 2023 IS $616,500.00 TOTAL LEGAL BILLS PAID FOR 2023 - YTD - $300,899.87 TOTAL LEGAL BUDGET FOR 2024 IS $342,284.00 TOTAL LEGAL BILLS PAID FOR 2024 - YTD - $27,257.49 2.John Neri Construction Co., Inc. - Harger Road Water Main Replacement - Payout No. 4 + Final - $203,793.55 3.BCBS - Health Care Services - March 2024 - $234,582.65 4.PACE Systems Inc - Golf Security Camera Expansion - $33,815.00 5.DuPage Water Commission - January 2024 - $331,269.40 6.Deere & Company - Golf Maintenance Equipment - Progator - $33,706.00 B.Approval of Payroll Paydate: February 08, 2024 - $853,210.68 MOTION: To approve the Consent Agenda, and authorize the expenditures as presented with the exception of Item 5.A.1.b Motioned to Approve: Trustee Reddy Seconded By: Trustee Martin ROLL CALL VOTE: Ayes: 5 – Trustees Jain, Manzo, Nagle, Reddy, Tiesenga Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Martin Motion carried 6.ITEMS REMOVED FROM CONSENT AGENDA Item 5.A.1.b Schain Banks - Legal Services - January 2024 - $466.80 (FY24 - YTD - $466.80) MOTION: To approve Item 5.A.1.b Schain Banks - Legal Services - January 2024 - $466.80 (FY24 - YTD - $466.80) as presented Motioned to Approve: Trustee Manzo Seconded By: Trustee Tiesenga Trustee Manzo expressed his opinions regarding the law firm Shain Banks which is working with the DuPage County Forest Preserve to bankrupt resident volunteers for a non-profit organization at Board of Trustees Minutes Page 3 of 7 Regular Meeting of February 27, 2024 Graue Mill and inquired about the ability to remove them from our cases. Village Manager Summers chimed in explaining that this is not a law firm that was hired by the Village but instead assigned to the Village by our insurer as part of the litigation proceedings and the decision was made to keep the firm on board for the purpose of continuity of defense. He also stated that due to where the Village is at this point in the case, it is possible to discharge the firm at this time. ROLL CALL VOTE: Ayes: 5 – Trustees Jain, Manzo, Nagle, Reddy, Tiesenga Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Martin Motion carried 7.ACTIVE BUSINESS A.Ordinances & Resolutions 1.RESOLUTION R-2188, A Resolution Approving and Authorizing the Execution of a Confidentiality, Security, and Access Agreement as it Relates to Security and License Plate Recognition Cameras for the Oak Brook Center in the Village of Oak Brook Motioned to Approve: Trustee Reddy Seconded By: Trustee Manzo Trustee Reddy explained that Brookfield Properties agreed to be solely responsible for the maintenance, replacement and service fee associated with LPR Cameras. The Board engaged in a brief discussion surrounding the data privacy as listed within the Agreement. ROLL CALL VOTE: Ayes: 5 – Trustees Jain, Manzo, Nagle, Reddy, Tiesenga Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Martin Motion carried 2.RESOLUTION R-2185, A Resolution Approving the 2024 Village of Oak Brook Official Zoning Map Motioned to Approve: Trustee Reddy Seconded By: Trustee Manzo ROLL CALL VOTE: Ayes: 5 – Trustees Jain, Manzo, Nagle, Reddy, Tiesenga Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Martin Motion carried 3.RESOLUTION R-2187, A Resolution Approving and Authorizing the Execution of a Professional Services Agreement for 2024 Aerial Orthophotography Services with Ayres Associates, Inc. Motioned to Approve: Trustee Reddy Board of Trustees Minutes Page 4 of 7 Regular Meeting of February 27, 2024 Seconded By: Trustee Manzo ROLL CALL VOTE: Ayes: 5 – Trustees Jain, Manzo, Nagle, Reddy, Tiesenga Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Martin Motion carried 4.RESOLUTION R-2189, A Resolution Approving and Authorizing the Execution of an Agreement By and Between The Village of Oak Brook and Hinsdale Magazine, Inc. Motioned to Approve: Trustee Reddy Seconded By: Trustee Nagle Trustee Manzo presented the Resolution which is an agreement to advertise in Hinsdale Magazine. Our advertisements in Hinsdale Magazine will be sent to Oak Brook, Hinsdale, Elmhurst and Downers Grove. ROLL CALL VOTE: Ayes: 5 – Trustees Jain, Manzo, Nagle, Reddy, Tiesenga Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Martin Motion carried 5.RESOLUTION R-2190, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of Golf Merchandise for the Oak Brook Golf Club Motioned to Approve: Trustee Reddy Seconded By: Trustee Manzo Trustee Manzo explained why the competitive bidding process was being waived, thanked everyone who worked on the audit at the Golf Club, and expressed his satisfaction with the new procedures. ROLL CALL VOTE: Ayes: 5 – Trustees Jain, Manzo, Nagle, Reddy, Tiesenga Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Martin Motion carried 6.ORDINANCE G-1252, An Ordinance Creating Title 3 (Public Safety), to Add and Create Chapter 3 (Emergency Services and Disaster Agency) of the Village of Oak Brook Code of Ordinances Motioned to Approve: Trustee Reddy Seconded By: Trustee Manzo Trustee Nagle presented this Ordinance including details regarding a recent severe weather tabletop exercise presented by Assistant Village Manager Mitchell, how residents and businesses could be incorporated into the Public Safety aspects of the Village, and a reminder that there could be over a thousand people in the hotels in addition to the residents if a Board of Trustees Minutes Page 5 of 7 Regular Meeting of February 27, 2024 disaster strikes. ROLL CALL VOTE: Ayes: 5 – Trustees Jain, Manzo, Nagle, Reddy, Tiesenga Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Martin Motion carried 7.ORDINANCE S-1693, An Ordinance Amending the 2024 Classification, Salary Plan, and Salary Administration Policy Creating the Position of Marketing Manager Motioned to Approve: Trustee Nagle Seconded By: Trustee Manzo Trustee Tiesenga discussed the challenges the Board experienced regarding marketing companies engaged for advertising in the past and expressed his desire to move forward with hiring a Marketing Manager. Trustee Nagle expressed his opinions on this subject based on his experience and offered a few alternative ideas to consider. ROLL CALL VOTE: Ayes: 5 – Trustees Jain, Manzo, Nagle, Reddy, Tiesenga Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Martin Motion carried B.Zoning Amendment Referral - Discussion Development Services Director Von Drasek explained the purpose of the discussion, past experiences with Amendments to the Village Code and shared hope for a quick turnaround from the Planning & Zoning Commission. Trustee Liaisons Manzo and Tiesenga commended staff bringing the matter up to the Board as it is long overdue and for putting together proposed standards for the decisions of amendments or variances by the Planning & Zoning Commission. 8.BOARD UPDATES Trustee Reddy congratulated Police Chief Strockis and the Oakbrook Police Department on creating a strategy that protects the Village, spoke about the unusually warm weather in February and wished everyone a nice week ahead. Trustee Nagle passed on compliments from the Residents regarding the wonderful job the Police and Fire Departments are doing along with the much-appreciated quicker permit approval process through the Development Services Department. Trustee Jain echoed Trustee Nagle’s compliments and expressed his feelings towards all the investments and collaboration throughout the Village. Trustee Manzo reiterated comments made by Trustees Nagle and Jain. He shared his contentment towards the direction the Village is heading. He thanked Police Chief Strockis for all the work he has done and discussed the Sports Core finances, accountability, transparency and zero-based budgeting. He thanked President Herman and staff for moving the Village in the right direction. Board of Trustees Minutes Page 6 of 6 Regular Meeting of February 27, 2024 President Herman announced that the Regular Board of Trustees Meeting will be adjourned from the Closed Session since there is no more business to discuss on the Agenda. 9.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 Motioned to Adjourn to Closed Session at 8:11 p.m. Motion to approve: Trustee Nagle Seconded By: Trustee Manzo ROLL CALL VOTE: Ayes: 5 – Trustees Jain, Manzo, Nagle, Reddy, Tiesenga Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Martin Motion carried RECONVENE TO REGULAR BOARD OF TRUSTEES MEETING Motioned to Reconvene to Regular Board of Trustees Meeting at 8:27 p.m. Motion to approve: Trustee Nagle Seconded By: Trustee Manzo ROLL CALL VOTE: Ayes: 5 – Trustees Jain, Manzo, Nagle, Reddy, Tiesenga Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Martin Motion carried 10.ADJOURNMENT MOTION: To adjourn the Regular Meeting of the Board of Trustees at 8:27 p.m. Motioned to Approve: Trustee Jain Seconded By: Trustee Manzo ROLL CALL VOTE: Ayes: 5 – Trustees Jain, Manzo, Nagle, Reddy, Tiesenga Nays: 0 - None Abstain: 0 - None Absent: 1 - Trustee Martin Motion carried ATTEST: _______________________________________________ Netasha Scarpiniti Village Clerk /s/ Netasha Scarpiniti