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Minutes - 03/12/2024 - Board of Trustees Board of Trustees Minutes Page 1 of 7 Regular Meeting of March 12, 2024 MINUTES OF THE MARCH 12, 2024 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON MARCH 26, 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, Melissa Martin, A. Suresh Reddy, and President Laurence Herman VIA ZOOM: None ABSENT: Trustees James Nagle and Edward Tiesenga IN ATTENDANCE: Village Manager Greg Summers, Assistant Village Manager Joseph Mitchell, Information Technology Director Tom Gilbert, Police Chief Brian Strockis, 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 discussed the following topics: the Holy Month of Ramadan Mubarak, International Women's Day, Early Voting, Northern Illinois Food Bank hosting a 5K Run to help fight hunger, the renewal of the Village Newsletter, the launch of the new Village App, and the upgraded Village website that includes a new communication portal allowing the public to appropriately route and further communicate with various departments. He elaborated on the available features of the portal and stressed productivity and transparency throughout the Village. President Herman shared updates on the annual Taste of Oak Brook Festival, invited local businesses to participate as sponsors for the annual event, and included information on the live bands. 4. PUBLIC COMMENTS 5. APPROVAL OF MINUTES A. Regular Board of Trustees Meeting of February 13, 2024 MOTION: To approve the Minutes of the Regular Board of Trustees Meeting of January 23, 2024 Motioned to Approve: Trustee Reddy Seconded By: Trustee Manzo VOICE VOTE: Motion carried B. Regular Board of Trustees Meeting of February 27, 2024 Board of Trustees Minutes Page 2 of 7 Regular Meeting of March 12, 2024 MOTION: To approve the Minutes of the Regular Board of Trustees Meeting of February 27, 2024 Motioned to Approve: Trustee Martin Seconded By: Trustee Manzo VOICE VOTE: Motion carried C. Regular Executive Meeting Minutes of January 23, 2024 MOTION: To approve the Minutes of the Regular Executive Meeting Minutes of January 23, 2024 Motioned to Approve: Trustee Martin Seconded By: Trustee Manzo VOICE VOTE: Motion carried 6. CONSENT AGENDA A. Accounts Payable for Period Ending: March 6, 2024 - $374,997.06 1. LEGAL SERVICES: a) Ottosen DiNolfo Hasenbalg & Castaldo, Ltd. - Legal Services - Forest Preserve - $564.00 (FY24 YTD - $20,683.86) TOTAL LEGAL BUDGET FOR 2024 IS $342,284.00 TOTAL LEGAL BILLS PAID FOR 2024 - YTD - $27,821.49 2. Trane U.S. Inc, - BAS Scheduled Annual Maintenance - $21,583.00 3. EZA - Municipal Engineering Services - February 2024 - $22,683.76 B. Approval of Payroll Paydate: February 22, 2024 - $842,854.64 C. Village of Oak Brook – Monthly Financial Reports - January 2024 D. Authorization to Seek Bids or Proposals or Negotiate Contracts: 1. Sports Core Parking Lot Addition E. Development Services Referrals 1. Blistex Inc. – 100 Windsor Drive – Parking Variation 2. 4006 Adams Road – Side and Rear Yard Setback Variations MOTION: To approve the Consent Agenda, and authorize the expenditures as presented Motioned to Approve: Trustee Reddy Board of Trustees Minutes Page 3 of 7 Regular Meeting of March 12, 2024 Seconded By: Trustee Martin ROLL CALL VOTE: Ayes: 4 – Trustees Jain, Manzo, Martin, Reddy Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle, and Tiesenga Motion carried 7. ITEMS REMOVED FROM CONSENT AGENDA 8. ACTIVE BUSINESS A. Ordinances & Resolutions 1. ORDINANCE S-1692, An Ordinance Authorizing Amendments and Transfers Among Budget Line Items the Village of Oak Brook, Illinois Motioned to Approve: Trustee Manzo Seconded By: Trustee Martin Trustee Martin explained the necessity of moving and allocating funds between accounts throughout the fiscal year. President Herman explained that the Village is obligated to comply with the Government Accounting Standards Board requirements. ROLL CALL VOTE: Ayes: 4 – Trustees Jain, Manzo, Martin, Reddy Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle, and Tiesenga Motion carried 2. ORDINANCE S-1694, An Ordinance Authorizing the Sale or Donation or Recycling or Disposal of Certain Items of Personal Property Owned by the Village of Oak Brook Motioned to Approve: Trustee Manzo Seconded By: Trustee Martin Trustee Martin explained that the Ordinance allows the Village to dispose of or donate items owned by the Village that no longer hold value to the Village and could not be sold. ROLL CALL VOTE: Ayes: 4 – Trustees Jain, Manzo, Martin, Reddy Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle, and Tiesenga Motion carried Board of Trustees Minutes Page 4 of 7 Regular Meeting of March 12, 2024 3. RESOLUTION R-2186, A Resolution Authorizing Staff To Exercise The Village’s Lease Option To Purchase Certain John Deere Equipment Motioned to Approve: Trustee Reddy Seconded By: Trustee Manzo Trustee Jain stated that the Village has been leasing construction equipment from John Deere and presented this Resolution which allows for a 1 -year extension of the lease agreement. Trustee Martin commended the Village of Oak Brook staff for helping her understand the numbers surrounding the market value and the suggested depreciation of the construction equipment. ROLL CALL VOTE: Ayes: 4 – Trustees Jain, Manzo, Martin, Reddy Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle, and Tiesenga Motion carried 4. RESOLUTION R-2192, A Resolution Approving and Authorizing the Award of Contract to Classic Landscape LTD. For Landscape Maintenance Services Motioned to Approve: Trustee Jain Seconded By: Trustee Reddy Trustee Jain stated that the Village recently solicited bids for landscaping maintenance services. In addition to Classic Landscape submitting the lowest charges for their services, Classic Landscape has been providing excellent Landscape services to the Village since 2008. This contract will allow the Village to secure lower prices for the next 4 years. ROLL CALL VOTE: Ayes: 4 – Trustees Jain, Manzo, Martin, Reddy Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle, and Tiesenga Motion carried 5. RESOLUTION R-2194, A Resolution Authorizing the Award of Contract to the Lowest Responsible Bidder for the Briarwood Watermain Improvements Project, Mauro Sewer Construction, Inc. Motioned to Approve: Trustee Reddy Seconded By: Trustee Martin Trustee Jain stated that this Resolution is the second portion of a large project to execute the water distribution improvement. He explained the multimillion-dollar project and the results of the bidding process. Board of Trustees Minutes Page 5 of 7 Regular Meeting of March 12, 2024 Village Manager Summers commended Public Works Director O'Malley for going through with the bidding process, proving the process itself works well by saving the Village a significant amount of money. ROLL CALL VOTE: Ayes: 4 – Trustees Jain, Manzo, Martin, Reddy Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle, and Tiesenga Motion carried 6. RESOLUTION R-2195, Authorizing and Approving the 2024 Municipal Partner Contract with the DuPage Convention and Visitor’s Bureau Motioned to Approve: Trustee Martin Seconded By: Trustee Manzo President Herman provided a brief overview of the Countywide Tourism Marketing Initiatives, estimated budgeted dues, and the State's grant program that matches the membership dues. There was discussion regarding the value of the return on the Village's investment into the DuPage Convention and Visitors Bureau (DCVB), marketing strategies, cost of marketing, and the hiring of the new Marketing Director. ROLL CALL VOTE: Ayes: 4 – Trustees Jain, Manzo, Martin, Reddy Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle, and Tiesenga Motion carried 7. RESOLUTION R-2196, A Resolution Authorizing and Approving an Agreement with the United States Department of Justice, Drug Enforcement Administration for the Implementation of a DEA Task Force Officer from the Oak Brook Police Department Motioned to Approve: Trustee Martin Seconded By: Trustee Manzo Trustee Manzo stated that the Drug Enforcement Task Force is highly competitive and sought-after due to significant potential for asset forfeiture. Police Chief Strockis provided a detailed explanation of the new position and the implementation of the proposed Task Force. He addressed questions and concerns regarding reimbursement of Salary and benefits for the officer assigned to the position, potential risks to the officer, and financial consequences to the Village. ROLL CALL VOTE: Ayes: 4 – Trustees Jain, Manzo, Martin, Reddy Board of Trustees Minutes Page 6 of 7 Regular Meeting of March 12, 2024 Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle, and Tiesenga Motion carried 8. RESOLUTION R-2197, A Resolution Authorizing and Approving a Purchase Order for Spike Stinger Automatic Spike Strips for the Oak Brook Police Department. Motioned to Approve: Trustee Reddy Seconded By: Trustee Martin Trustee Reddy congratulated the Police Department for significantly improving police services within the Village. He discussed the Grant from the Attorney General's Office from the Organized Retail Crime Grant Program secured by the Village in order to purchase new equipment. Police Chief Strockis presented a quick video of the Spike Stinger Automatic Spike Strips in action. ROLL CALL VOTE: Ayes: 4 – Trustees Jain, Manzo, Martin, Reddy Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle, and Tiesenga Motion carried 9. RESOLUTION R-2198, A Resolution Approving and Authorizing an Intergovernmental Agreement By and Between the Village of Oak Brook and Illinois Department of Transportation for the IL56 Smart Corridor Traffic Signal Improvements Motioned to Approve: Trustee Reddy Seconded By: Trustee Manzo Village Manager Summers provided a brief introduction and explanation of the Resolution detailing various portions of the project, current State and Federal mandated regulations, Grant funding and the Village’s financial responsibilities. He explained the ownership of traffic signals and reimbursement agreements in place. ROLL CALL VOTE: Ayes: 4 – Trustees Jain, Manzo, Martin, Reddy Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle, and Tiesenga Motion carried 10. RESOLUTION R-2199, A Resolution Authorizing the Purchase of Golf Commodities for the Oak Brook Golf Course Motioned to Approve: Trustee Martin Board of Trustees Minutes Page 7 of 7 Regular Meeting of March 12, 2024 Seconded By: Trustee Manzo Village Manager Summers explained that commodities would be purchased to maintain the golf course. ROLL CALL VOTE: Ayes: 4 – Trustees Jain, Manzo, Martin, Reddy Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle, and Tiesenga Motion carried 9. BOARD UPDATES Trustee Martin announced that the Library Open House would be held on Saturday and wished all celebrating Ramadan Mubarak and St. Patrick's Day Happy Holidays. Trustee Manzo updated everyone on the progress of planning and donation collection for the Annual Taste of Oak Brook Event. Trustee Jain spoke about the events taking place surrounding the Ramadan Shivaratri and St. Patrick's Day and wished everyone participating best of times and good luck. He expressed his excitement for the Taste of Oak Brook and encouraged community promotion of the event through social media channels. Trustee Reddy wished all celebrating the holy month of Ramadan, Ramadan Kareem, and Holi, the arrival of Spring and Spring Colors. Trustee Reddy invited anyone who is interested in volunteering for the first Oak Brook Celebration of International Culture event taking place in mid-September to contact Clerk Scarpiniti. 10. ADJOURNMENT MOTION: To adjourn the Regular Meeting of the Board of Trustees at 7:57 p.m. Motioned to Approve: Trustee Martin Seconded By: Trustee Manzo ROLL CALL VOTE: Ayes: 4 – Trustees Jain, Manzo, Martin, Reddy Nays: 0 - None Abstain: 0 - None Absent: 2 - Trustees Nagle, and Tiesenga Motion carried ATTEST: _________________________________________ Netasha Scarpiniti Village Clerk