HomeMy WebLinkAboutMinutes - 06/25/2024 - Board of TrusteesBoard of Trustees Minutes Page 1 of 12 Special Meeting of June 25, 2024
MINUTES OF THE JUNE 25, 2024 SPECIAL
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN ON
JULY 16, 2024
1.CALL TO ORDER
The Special Meeting of the Village Board of Trustees was called to order by President Laurence E.
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, Edward Tiesenga and President
Laurance E. Herman
VIA ZOOM: None
ABSENT: Trustees James Nagle, A. Suresh Reddy
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 reminded everyone about the Taste of Oak Brook festival presented by CD
Peacock. He mentioned the Flood Brothers sponsored stage hosting the bands and several other
sponsors throughout the Village which made the event possible. He profiled improvements and
opportunities to purchase private spaces and parking. President Herman discussed the ongoing
commitment to capital improvements throughout the Village including Bath & Tennis Club Drive
which was completed in time for the Taste of Oak Brook festivities. He thanked the Public Works
Department for the great work they have been doing. President Herman ensured that there was a
quorum present for the Special Board of Trustees meeting invited Finance Director Fumero to
introduce the Sikich Auditor’s ACFR Presentation.
A.Sikich Auditor's ACFR Presentation
Finance Director Fumero introduced Anthony Savini, the partner in charge of the audit, from
Sikich, LLC.
Mr. Savini greeted the Board and presented the results of the Audit for the fiscal year ending
on December 31, 2023. He highlighted notable accomplishments, including the receipt of the
Government Finance Officers Association (GFO) certificate of achievement for excellence in
financial reporting. A short discussion regarding property taxes, TIF fund allocation, and
long-term liabilities followed.
B.Wildberry Café – 1100 22nd Street - Architectural Review
Development Services Director Von Drasek explained that the review is part of the approved
Ordinance for the entire Plan Development for the Heinz Oak Book Commons project. She
said that the space taken over by Wildberry Café has been addressed as 1100 22nd Street and
was referred to as Lot F in the Ordinance. Director Von Drasek invited the representatives to
make the presentation.
Board of Trustees Minutes Page 2 of 12 Special Meeting of June 25, 2024
Chris Fotopoulos introduced himself and Kevin Bethyo, the co-founders of Wildberry Café,
and Goran Simic was the Architect. The gentlemen addressed various details of the project
throughout their presentation. Discussion regarding exterior elements of the building,
landscaping, and the patio commenced.
MOTION: To Authorize the Approval of the Wildberry Cafe - 1100 22nd St.
Architectural Review
Motioned to Approve: Trustee Manzo
Seconded by: Trustee Martin
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle, Reddy
Motion Carried
4.PUBLIC COMMENTS
None
5.APPROVAL OF MINUTES
A.Regular Board of Trustees Meeting of May 14, 2024
MOTION: To Approve the Regular Board of Trustees Meeting Minutes of May 14, 2024
Motioned to Approve: Trustee Martin
Seconded by: Trustee Manzo
VOICE VOTE
Motion Carried
B.Regular Executive Meeting Minutes of April 9, 2024
MOTION: To Approve the Regular Executive Meeting Minutes of April 09, 2024
Motioned to Approve: Trustee Jain
Seconded by: Trustee Manzo
VOICE VOTE
Motion Carried
6.CONSENT AGENDA
A.Accounts Payable for Period Ending: May 23, 2024 - $2,153,548.14
June 6, 2024 - $759,602.83
June 20, 2024 - $1,960,457.63
1.LEGAL SERVICES:
Board of Trustees Minutes Page 3 of 12 Special Meeting of June 25, 2024
a) Lamp Law, LLC - Legal Services - April 2024 - $3,333.33 (FY24 YTD -
$13,333.32)
b) Ottosen DiNolfo Hasenbalg & Castaldo, LTD - Legal Services - April 2024 -
$21,048.53 (FY24 YTD - $79,709.11)
c) Clark, Baird, Smith, LLP - April 2024 - $649.50 (FY24 YTD - $7,212.00)
d) Marquardt & Belmonte, P.C - Legal Services - March & April 2024 - $478.50
(FY24 YTD - $957.00)
TOTAL LEGAL BUDGET FOR 2024 IS $342,284.00
TOTAL LEGAL BILLS PAID FOR 2024 - YTD - $101,678.23
2.Baxter & Woodman - Stormwater Management Master Plan Project - $29,725.68
3.BLA, Inc. - Briarwood Lakes Watermain Improvements Project, Phase III - Payout 2 & 3 -
$48,180.00
4.BCBS - Health Care Services - June & July 2024 - $468,041.20
5.DuPage Metropolitan Enforcement Group - Fair Share Contribution for FY25 -
$21,840.00
6.Intergovernmental Risk Management Agency - April 2024 Deductible - $20,169.02
7.Executive Construction Inc. - 22-4-920J Bond Refund - $54,580.00
8.Starchase LLC - Mounted Launch System - $54,894.75
9.CR Peterson, Inc. - Tennis Court Materials & Installation - $21,120.00
10.DuPage Water Commission - April & May 2024 - $824,485.52
11.Mauro Sewer Construction, Inc. - Oak Brook Briarwood Lakes Water Main
Improvements - Payout 1 & 2 -$1,284,464.70
12.Enterprise FM Trust - Vehicles Leases May 2024 - $76,080.76
13.Chicagoland Pool Management - Pool Management Contracted Services - July 1st
Payment - $52,356.00
14.Cerniglia Co. - Merry Lane Water Main Improvements - Payouts 1, 2, and 3 -
$512,899.91
15.EZA Engineering PLLC - Professional Engineering Services May 2024 - $24,694.48
16.Al Warren Oil Co. - Gasoline Purchase - $22,161.00
17.Chicagoland Paving Contractors, Inc. - Bath & Tennis Drive Improvements - $227,212.15
18.Thomas Engineering Group, LLC - Oak Brook 2024 Streets Improvements - Payout 1 & 2
-$56,352.34
19.Christopher B. Burke Engineering, LTD - Merry Lane Water Main Improvements Project
-$28,596.80
Board of Trustees Minutes Page 4 of 12 Special Meeting of June 25, 2024
20.Civiltech Engineering, Inc. - Professional Civil Engineering Services - $45,658.41
B.Approval of Payroll Paydate: May 16, 2024 - $911,575.41
May 30, 2024 - $859,814.69
June 13, 2024 - $1,003,554.00
C.Village of Oak Brook – Monthly Financial Reports April 2024
D.Village of Oak Brook – Monthly Financial Reports May 2024
E.Authorization to Seek Bids or Proposals or Negotiate Contracts:
1.Authorization to Seek Proposals - GIS Services
MOTION: To Approve the Consent Agenda and Authorize the Expenditures as
Presented
Motioned to Approve: Trustee Martin
Seconded by: Trustee Manzo
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
7.ITEMS REMOVED FROM CONSENT AGENDA
None
8.BOARDS & COMMISSION RECOMMENDATIONS
A.Butler School District – Changeable Electronic Sign Regulations – Text Amendment
President Herman invited the School District Superintendent, Dr. O'Malley to speak on the
Item.
Dr. O'Malley explained that the petition for the electronic sign has been brought forth by the
PTO committee.
Development Services Director Von Drasek shared background information on the item
including the events that transpired at the Planning and Zoning Commission meeting, and the
Commission's recommendation. Questions were asked and addressed on the topic of the
Planning and Zoning Commission's discussion and decision, resulting in opposition.
There was discussion regarding the electronic sign Ordinance, the history behind the
Ordinance, examples presented with the item and consideration of various ways to
communicate with parents and the community where the electronic sign would outweigh and
Board of Trustees Minutes Page 5 of 12 Special Meeting of June 25, 2024
constitute overturning the Planning and Zoning Commission's recommendation.
Motion: To Concur with the Planning and Zoning Recommendation to Deny the Request of
the Changeable Electronic Sign -Text Amendment
Motioned to Concur : Trustee Manzo
Seconded by: Trustee Martin
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
9.ACTIVE BUSINESS
A.Ordinances & Resolutions
1.ORDINANCE S-1698, An Ordinance Adopting a Travel Reimbursement Policy in
Accordance with the Local Government Travel Expense Control Act
Finance Director Fumero presented the Ordinance explaining that it is a maintenance
Ordinance reflecting the Village's procedures and updating the IRS rates.
Motioned to Approve: Trustee Manzo
Seconded by: Trustee Martin
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
2.ORDINANCE S-1699, An Ordinance Amending the 2024 Classification, Salary and
Salary Administration Policy
Head Librarian Post clarified the reasons behind the request for the presented
amendment, the responsibilities that would be assigned to the full-time position, and
the costs associated with the change.
Clarifying questions were asked and addressed regarding the effects on the budgeted
amount for the fiscal year, employee turnover associated with the part-time
positions, and the significance of maintaining quality, consistency, and employee
stability at the Library. The turnover analysis was also presented and discussed.
Motioned to Approve: Trustee Martin
Seconded by: Trustee Manzo
ROLL CALL VOTE:
Board of Trustees Minutes Page 6 of 12 Special Meeting of June 25, 2024
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
3.ORDINANCE S-1700, An Ordinance Granting Variation from Provisions of Section
13-11-10.C.8 of Title 13 ("Zoning Regulations") of the Village Code of the Village
of Oak Brook to Allow a Third Wall Sign for the Property Located at 1150 22nd
Street, in the Village of Oak Brook, Illinois
Development Services Director Von Drasek elaborated on the request to allow a
third wall sign of the Diamonds Direct Facility and the Planning and Zoning
Commission recommendations.
Comments were made regarding setting a precedent by allowing additional signage
and each variation being handled on an individual basis.
Motioned to Approve: Trustee Tiesenga
Seconded by: Trustee Manzo
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
4.ORDINANCE S-1701, An Ordinance Granting Variation from Provisions of Section
13-3-17.B.2 of Title 13 ("Zoning Regulations") of the Village Code of the Village of
Oak Brook to Allow a Four-Foot Fence for the Property Located at 1 Briarwood
Central, in the Village of Oak Brook, Illinois
Development Services Director Von Drasek introduced Mr. David Arts of
Briarwood Lakes Homeowners Association and explained events surrounding the
application, Planning and Zoning Commission recommendations, along with the
approval of the various sides of the fence along the property.
A brief discussion followed.
Motioned to Approve: Trustee Martin
Seconded by: Trustee Manzo
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
Board of Trustees Minutes Page 7 of 12 Special Meeting of June 25, 2024
5.RESOLUTION R-2193, A Resolution Authorizing the Award of Contract to Anchor
Mechanical for HVAC Maintenance and Repair Services
Public Works Director O'Malley presented the Resolution relating that the
previously approved budgeted amount for the Fiscal Year 2024 consisted of two
different vendors for the HVAC maintenance and repair services and the revised
proposal would utilize only one vendor. He reviewed the posting requirements,
mandatory pre-proposal meeting and walkthrough, and the overall value for the
Village.
Brief comments were made regarding the RFP process and clarifying questions were
asked and answered.
Motioned to Approve: Trustee Martin
Seconded by: Trustee Manzo
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
6.RESOLUTION R-2211, A Resolution Authorizing and Approving the Oak Brook
Public Library to Participate in the Non-Resident Library Card Program from July 1,
2024 to June 30, 2025
Head Librarian Post presented the Resolution elaborating on the cost increase.
Motioned to Approve: Trustee Martin
Seconded by: Trustee Manzo
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
7.RESOLUTION R - 2216, A Resolution to Waive Further Bidding and Authorize
Staff to Issue a Purchase Order to Revels Turf & Tractor, LLC, of Elgin, Illinois, for
One 2024 John Deere 2020A ProGator Utility Vehicle for the Oak Brook Golf Club
Sports Core Director presented the Resolution recommending the purchase of a new
ProGator Utility Vehicle for the Oak Brook Golf Club. He explained the budgeted
amount, the age of the current vehicle, operational and maintenance issues, and the
bidding process completed by Sourcewell.
Clarifying questions regarding the functionality and age of the current vehicle were
asked and answered.
Motioned to Approve: Trustee Martin
Board of Trustees Minutes Page 8 of 12 Special Meeting of June 25, 2024
Seconded by: Trustee Manzo
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
8.RESOLUTION R-2217, A Resolution Approving and Authorizing the Purchase of
Two License Plate Recognition Cameras and Two Overwatch Cameras for Village
Property and the Execution of Related Database and Maintenance Agreements
Police Chief Strockis informed everyone that this Resolution is further expanding
the already existing LPR network and the significance surrounding the protection of
Village owned property. He explained that the installation of the LPR cameras
before the Taste of Oak Brook will create a clean operation during the event in the
real-time crime center.
There was a discussion regarding database management, data preservation,
associated costs, and potential price increases.
Motioned to Approve: Trustee Martin
Seconded by: Trustee Manzo
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
9.RESOLUTION R-2219, A Resolution To Waive Further Bidding and Authorize
Staff to Issue a Purchase Order to Morton Salt, Inc., Chicago, IL for the Bulk
Purchase of Deicer Salt
Public Works Director O'Malley presented the item detailing the budget costs and
the history of purchasing the deicer salt from the DuPage County Highway
Department.
Motioned to Approve: Trustee Martin
Seconded by: Trustee Manzo
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
Board of Trustees Minutes Page 9 of 12 Special Meeting of June 25, 2024
10. Resolution R-2220, A Resolution Authorizing the Award of Contract to the Lowest
Responsible Bidder for the Hot Mix Asphalt Material Purchase to Plote
Construction Inc.
Public Works Director O'Malley presented the item while explaining that the item
was previously budgeted for and approved, the purpose of the needed materials,
and instances they are used throughout the Village.
Comments were made regarding the great work the Public Works Department has
been doing on repaving the bike paths, the utilization of the SeeClickFix work
order system, watermain repairs, and the cost savings and efficiency of keeping the
projects in-house.
Motioned to Approve: Trustee Tiesenga
Seconded by: Trustee Martin
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
11. ORDINANCE G-1253, An Ordinance Amending the Village of Oak Brook Code
of Ordinances, as Amended, Title 4 (Business And License Regulations), Chapter 1
(Liquor Control), Section 8A (Fees and Number of Licenses Authorized) to
Increase the Number of Authorized Class B Liquor Licenses By One to Eighteen
for J. Alexander’s Restaurant
J. Alexander’s 1410 16th St, Oak Brook, IL 60523
Motioned to Approve: Trustee Manzo
Seconded by: Trustee Martin
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
12. ORDINANCE G-1254, An Ordinance Amending Title 12 (Recreational Facilities)
Chapter 2 (Oak Brook Golf Club) of the Village of Oak Brook Code of Ordinances
Sports Core Director Segura presented the Ordinance proposing an amendment to
the Oak Brook Golf Club Regulations allowing for an introduction of the Resident
Preferred Card which would allow the Oak Brook residents to book Tee-times
several days in advance of the general public, resulting in streamlining the booking
process and reducing the need to repeatedly prove residency.
Motioned to Approve: Trustee Martin
Seconded by: Trustee Manzo
Board of Trustees Minutes Page 10 of 12 Special Meeting of June 25, 2024
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
13. ORDINANCE S-1702, An Ordinance Approving the Assignment and Assumption
Agreement By and Between Fig Boz, LLC, and Chic Chef Catering, Inc., for the
License to Manage and Operate the Poolside Café at the Oak Brook Bath & Tennis
Club
Assistant Village Manager Mitchell introduced the Ordinance transitioning from
Fig Boz, LLC to Chic Chef Chicago Catering, Inc. to manage and operate the
Poolside Café at the Oak Brook Bath & Tennis Club.
Comments, suggestions, and observations were relayed by the Board.
Motioned to Approve: Trustee Martin
Seconded by: Trustee Manzo
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
10.BOARD UPDATES
President Herman mentioned that the organization that has run Polo in the Village over the last
several years has decided to pause on doing so this year, but is planning on coming back better and
stronger for the 2025 season. Therefore, there will be no Polo events this year.
Trustee Martin shared her excitement, honor and appreciation for the opportunity to serve the
Village as she completed her first anniversary on the Village Board. She also commended the Staff
for all they do to support not only the Board but the Residents and shared her enthusiasm for
continued modernization and improvement of the Village while upholding the traditions and
focusing on efficiency and safety throughout the year. She encouraged everyone to find her at the
Taste of Oak Brook.
Trustee Manzo echoed comments made by Trustee Martin commending the Staff for everything
they do, especially surrounding the Taste of Oak Brook. He spoke about the referendum to make the
DuPage County Forest Preserve part of DuPage County as it was in the past and shared his thoughts
regarding the newly implemented board format allowing for Staff engagement.
Trustee Jain encouraged everyone to enjoy the Taste of Oak Brook, and spoke about the excitement
surrounding the Oak Brook Women's Club, his first anniversary on the Board, the knowledge he
gained from Staff and the Board, and his increased pride in the Oak Brook community due to this
experience.
11.ADJOURN TO CLOSED SESSION
Board of Trustees Minutes Page 11 of 12 Special Meeting of June 25, 2024
MOTION: Motion to Adjourn to Closed Session at 8:29 p.m.
Motioned Approve: Trustee Martin
Seconded By: Trustee Manzo
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Carried.
MOTION: To Reconvene the Special Meeting of the Board of Trustees at 9:43 p.m.
Motioned to Approve: Trustee Manzo
Seconded by: Trustee Martin
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle, and Reddy
Motion Carried.
Village Clerk Netasha Scarpiniti called the roll:
PRESENT: Trustees Naveen Jain, Michael Manzo, Melissa Martin, Edward Tiesenga and
President Laurance E. Herman
VIA ZOOM: None
ABSENT: Trustees James Nagle, A. Suresh Reddy
IN ATTENDANCE: Village Manager Greg Summers, Assistant Village Manager Joseph
Mitchell, Information Technology Director Tom Gilbert, Finance Director Marilyn Fumero
12.UNFINISHED BUSINESS
A.Ordinances and Resolutions
1.RESOLUTION R-2214, A Resolution Awarding a Professional Services Agreement to
PFM Asset Management LLC, Chicago, Illinois for Professional Investment Management
Services
Finance Director Fumero presented the Resolution outlining the fee structure and the
waiver of the minimums in the Village's investments.
Motioned to Approve: Trustee Martin
Seconded by: Trustee Manzo
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Board of Trustees Minutes Page 12 of 12 Special Meeting of June 25, 2024
Motion Passed
13.ADJOURNMENT
MOTION: Motion to adjourn the Special Board of Trustees Meeting at 9:46 p.m.
Motioned to Approve : Trustee Martin
Seconded by: Trustee Manzo
ROLL CALL VOTE:
Ayes: 4 Trustees Jain, Manzo, Martin, Tiesenga
Nays: 0 None
Abstain: 0 None
Absent: 2 Trustees Nagle and Reddy
Motion Passed
ATTEST:
Netasha Scarpiniti
Village Clerk
/s/ Netasha Scarpiniti