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HomeMy WebLinkAboutMinutes - 11/12/2024 - Board of Trustees Board of Trustees Minutes Page 1 of 9 Regular Meeting of November 12, 2024 MINUTES OF THE NOVEMBER 12, 2024 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON DECEMBER 10, 2024 1. CALL TO ORDER The Regular Meeting of the Village Board of Trustees was called to order by President Laurence E. Herman in the Samuel E. Dean Board Room at 7:00 p.m. The Pledge of Allegiance was recited. 2. ROLL CALL Clerk Netasha Scarpiniti called the roll: PRESENT: Trustees Naveen Jain, Michael Manzo, Melissa Martin, A. Suresh Reddy, Edward Tiesenga and President Laurence E. Herman VIA ZOOM: None ABSENT: Trustee James Nagle 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 Stephen DiNolfo. 3. PRESIDENT’S OPENING COMMENTS President Herman recognized resident Tesauro's centenarian milestone and spoke about her life and involvement in the community. President Herman spoke about the privilege and honor of participating in the Historical Society's Veteran's Day Ceremony and wished everyone a joyful and peaceful Thanksgiving on behalf of the Village Board.. A. Preliminary Board Review - Visceral Dance - 111 Windsor President Herman asked Development Services Director Von Drasek to introduce the Preliminary Board Review for Visceral Dance - 111 Windsor. Development Services Director Von Drasek spoke about the item and introduced Nick Pupillo, Director of Visceral Dance, to present the proposal to lease the space at 111 Windsor Drive for a Dance School. Mr. Pupillo presented the item describing his experience in dance. He explained the need to accommodate growth, additional space, and the possibility of community engagement. Discussion followed regarding the location, sales tax generation, expansion possibilities, appeal to younger families, and community engagement. 4. PUBLIC COMMENTS Residents Rob Day and Beverly Taylor spoke about seeking a Map Amendment due to a property purchase contract and contingencies listed within it so that the property can be properly annexed into the Midwest Club subdivision. Resident Mohamed Askar from Ginger Greek Subdivision spoke about the discovery of Hydrilla, an invasive species of aquatic weed, and the support received from the Village Manager and Public Works Director O'Malley in addressing the problem swiftly and efficiently. 5. APPROVAL OF MINUTES A. Regular Executive Board of Trustees Meeting of August 13, 2024 Board of Trustees Minutes Page 2 of 9 Regular Meeting of November 12, 2024 Regular Executive Board of Trustees Meeting of September 26, 2024 MOTION: Motion to Approve the Regular Board of Trustees Meeting Minutes of August 13, 2024 and September 26, 2024 Motioned: Trustee Reddy Seconded: Trustee Martin VOICE VOTE. Motion Passed. 6. CONSENT AGENDA A. Accounts Payable for Period Ending: November 6, 2024 - $1,349,873.18 1. BCBSIL - Health Care Services - November 2024 - $233,207.64 2. Tom & Joy Nguyen - Bond Refund - Property at 3024 Meyers Rd. - $25,672.00 3. Key Code Media, Inc. - Board Room Audio/Video Equipment Replacement Project - $44,114.70 4. EZA Engineering PLLC - Municipal Engineering Services - October 2024 - $24,486.00 5. Civiltech Engineering, Inc. - Professional Services from September 13, 2024 to October 25, 2024 - $23,747.14 6. K-Five Construction Corporation - 2024 Street Improvement Project - $158,614.13 7. Thomas Engineering Group, LLC - 2024 Street Improvement Project - $21,314.02 8. Mauro Sewer Construction, Inc. - Oak Brook Briarwood Lakes Water Main Improvement Project - $444,897.46 B. Approval of Payroll Paydate: October 31, 2024 - $836,812.77 C. Village of Oak Brook – Monthly Financial Reports - September 2024 D. Village of Oak Brook – Monthly Financial Reports October 2024 E. Cancellation of the Second Meeting in November F. Authorization to Pay Bills a Second Time Due to Meeting Cancellations G. Development Services Referrals 1. 2903 & 2905 Oak Brook Hills Road - Plat of Consolidation H. Resolutions and Ordinances 1. RESOLUTION R-2240, A Resolution Approving a Final Plat of Subdivision for the L2KM2 Subdivision; Commonly as 3601 & 3505 Adams Road, Oak Brook, Illinois 2. RESOLUTION R-2243, A Resolution Authorizing and Approving Agreements for the Security and Fire Alarm System Upgrade Project for the Village of Oak Brook Water Treatment Facilities Board of Trustees Minutes Page 3 of 9 Regular Meeting of November 12, 2024 MOTION: Motion to Approve the Consent Agenda and Authorize the expenditures as Presented Motioned: Trustee Reddy Seconded: Trustee Martin ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 7. ITEMS REMOVED FROM CONSENT AGENDA 8. BOARDS AND COMMISSION RECOMMENDATION A. Map Amendment - 2222 35th Street - Midwest Club Homeowners Association Development Services Director Von Drasek presented the item explaining its zone district, zoning requirements, and the Planning and Zoning Commission's recommendation regarding the application. President Herman shared a brief history of the parcel and the step forward in altering access to the parcel off of 35th Street. MOTION: Motion to concur with the recommendation from the Planning & Zoning Commission with regard to the approval of the requested map amendment for approximately 3 acres from R-1 to R-3 District subject to the following conditions: 1. Adoption of an ordinance necessary to grant the requested amendment, which the Village Attorney shall by this motion be directed to prepare for consideration at the December 10, 2024 Board of Trustees meeting. 2. The Midwest Club Association purchases the subject property. 3. The new parcels are accessed through Midwest Club, and the existing access to 35th Street shall be removed. 4. The Official Zoning Map is amended and recording of the Approval Ordinance by the Village Staff. Motioned: Trustee Martin Seconded: Trustee Tiesenga ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 9. ACTIVE BUSINESS Board of Trustees Minutes Page 4 of 9 Regular Meeting of November 12, 2024 A. Ordinances & Resolutions 1. RESOLUTION R-2239, A Resolution Approving and Authorizing the Purchase of Insurance Benefits for Employees for the Plan Year Starting January 1, 2025, through December 31, 2025 Village Manager Summers presented the resolution regarding the annual insurance renewal, explaining the yearly bid process, best offers, and the different programs offered to the employees. MOTION: Motion to pass Resolution R-2239, A Resolution Approving and Authorizing the Purchase of Insurance Benefits for Employees for the Plan Year Starting January 1, 2025 through December 31, 2025. Motioned: Trustee Reddy Seconded: Trustee Martin ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 2. RESOLUTION R-2242, A Resolution Awarding a Professional Engineering Services Agreement for the Village's Water System Disinfection Modernization System to Trotter and Associates, Inc. Public Works Director O'Malley presented the resolution, relaying the item, history, and pre-qualification of engineering consultants, and the choice to select the lowest responsible bidder considering the project experience. The usage of chlorine gas, risk reduction, savings, and the anticipated construction timeline was discussed. MOTION: Motion to Pass Resolution R-2242, A Resolution Awarding a Professional Engineering Services Agreement for the Village's Water System Disinfection Modernization System to Trotter and Associates, Inc. Motioned: Trustee Reddy Seconded: Trustee Martin ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 3. RESOLUTION R-2244, A Resolution to Waive Further Bidding and Authorize Staff to Issue a Purchase Order to Morton Salt, Inc., Chicago, Illinois, for the Bulk Purchase of Deicer Salt Public Works Director O'Malley explained that the item is an annual one and detailed the salt purchase process and benefits of utilizing State and local resources. MOTION: Motion to Pass Resolution R-2244, A Resolution to Waive Further Bidding and Authorize Staff to Issue a Purchase Order to Morton Salt, Inc., Chicago, Illinois, for the Bulk Purchase of Deicer Board of Trustees Minutes Page 5 of 9 Regular Meeting of November 12, 2024 Salt Motioned: Trustee Jain Seconded: Trustee Martin ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 4. RESOLUTION R-2245, A Resolution Approving and Authorizing Staff to Issue a Purchase Order to JX Truck, for One Peterbilt Truck with a Snowplow and Salt Spreader. Public Works Director O'Malley requested authorization to purchase a replacement of one of the primary vehicles used in snow removal and de-icing. He stated the age of the current vehicle needing replacement, the issues with the current vehicle's reliability, and the benefits of using a new truck. He highlighted the fact that the vehicle would not arrive until late 2025 or early 2026 season, depending on the market fluctuations. The number of vehicles currently in service, the procurement process, limitations on attachments, truck utilization outside of the winter season, and budgetary obligations were discussed. MOTION: Motion to Pass Resolution R-2245, A Resolution Approving and Authorizing Staff to Issue a Purchase Order to JX Truck, for One Peterbilt Truck with a Snowplow and Salt Spreader Motioned: Trustee Martin Seconded: Trustee Reddy ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 5. RESOLUTION R-2246, A Resolution Approving and Authorizing Staff to Issue a Purchase Order to Standard Equipment, for One Combination Vacuum Truck Public Works Director O'Malley presented the resolution, explaining the need for a vector combination vacuum truck while addressing the continued maintenance needs of the aged and expanding infrastructure throughout the Village. He explained various ways the truck would be utilized, operational costs, and the ability to apply proactive maintenance. Potential cost savings associated with truck rental for water main replacement projects, street maintenance, truck utilization during the water main breaks, ability to provide a higher level of customer service to customers, and potential savings related to the annual catch basin cleaning were discussed. MOTION: Motion to Pass the Resolution R-2246, A Resolution Approving and Authorizing Staff to Issue a Purchase Order to Standard Equipment for one Combination Vacuum Truck Motioned to Pass: Trustee Martin Board of Trustees Minutes Page 6 of 9 Regular Meeting of November 12, 2024 Seconded by: Trustee Tiesenga ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 6. RESOLUTION R-2247, A Resolution Approving an Intergovernmental Agreement by and Between the Illinois Department of Transportation and the Village of Oak Brook to Implement Intelligent Transportation Systems Along the 22nd Street/Cermak Road Corridor. Public Works Director O'Malley explained the scope of the resolution, the Village's financial obligations for the project, the agreement's scope, the Village's cost obligations, and any potential conflicts. MOTION: Motion to Pass Resolution R-2247, A Resolution Approving an Intergovernmental Agreement by and Between the Illinois Department of Transportation and the Village of Oak Brook to Implement Intelligent Transportation Systems Along the 22nd Street/Cermak Road Corridor Motioned: Trustee Reddy Seconded : Trustee Martin ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 7. RESOLUTION R-2248, A Resolution Approving and Adopting the Village of Oak Brook's Boards, Committees, and Commissions Manual President Herman outlined expectations, responsibilities, accountability, engagement, term limits, and consistency of the new policies for all Boards, Committees, and Commission members. He announced a new streamlined application process and mentioned the current vacancies at the Sports Core Advisory Committee and the Library Commission. Expectations and roles of the Committee and Commission members, the Trustee Liaison assignments, co- chair appointments, and compliance with the Open Meetings Act (OMA) were discussed. MOTION: Motion to pass Resolution R-2248, Approving and Adopting the Village of Oak Brook's Boards, Committees, and Commissions Manual Motioned: Trustee Reddy Seconded: Trustee Martin ROLL CALL VOTE: Board of Trustees Minutes Page 7 of 9 Regular Meeting of November 12, 2024 Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 8. RESOLUTION R-2249, A Resolution Approving and Authorizing Staff to Issue a Purchase Order to Foster Coach Sales, Inc. for One 2025 Ford F550 4x4 Custom Horton Conversion Ambulance Fire Chief Fleege explained the reasons to replace the 2015 ambulance. He described the state of the operating ambulances and the contract presented, the associated savings, and the wear and tear of the vehicles. MOTION: Motion to pass Resolution R-2249, A Resolution Approving and Authorizing Staff to Issue a Purchase Order to Foster Coach Sales 4x4 Custom Horton Conversion Ambulance Motioned: Trustee Reddy Seconded: Trustee Martin ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 9. ORDINANCE S-1709, Budget Amendment An Ordinance Authorizing Amendments and Transfers Among Budget Line Items the Village of Oak Brook, Illinois Finance Director Fumero explained that the ordinance is a standard one and reflects previously approved budget expenditures to be incorporated into the current 2024 budget. MOTION: Motion to Pass Ordinance S-1709, An Ordinance Authorizing Amendments and Transfers Among Budget Line Items the Village of Oak Brook, Illinois Motioned: Trustee Reddy Seconded: Trustee Martin ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 10. ORDINANCE S-1710, An Ordinance Approving and Adopting Building Use Policies for Village Owned Venues Village Manager Greg Summers discussed previously adopted policies for certain facilities and the newly adopted set of rules addressing any safety, security, and confidentiality concerns with the public entering private areas of the municipal building. The types of events which would be allowed under the policy, who could hold them, in what capacity, Board of Trustees Minutes Page 8 of 9 Regular Meeting of November 12, 2024 including political debates were discussed. MOTION: Motion to Pass Ordinance S-1710, An Ordinance Approving and Adopting Use Policies for Village Owned Venues Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 10. BOARD UPDATES Trustee Reddy urged everyone to prioritize their health and safety with the upcoming flu season. He wished everyone a Happy Thanksgiving. Trustee Martin reminded everyone about daylight savings time, urged the public to stay diligent and say something if they see something, and wished everyone a Happy Thanksgiving. She also encouraged everyone to go online and explore the Committees the Village has to offer. Trustee Manzo wished everyone a happy belated Veterans Day and Happy Thanksgiving. He spoke about the DuPage County Forest Preserve promoting and supporting a referendum to increase. He thanked the staff for their long hours and effort. Trustee Tiesenga thanked President Herman for working on and chairing the Veterans Day event hosted by the Historical Society. He described the spending by the Village of Oak Brook being the eighth lowest per capita debt. Trustee Jain wished everyone a very happy Thanksgiving, said that he will be missing the meeting in December as he has to be out of the country, and wished everyone happy holidays. 11. ADJOURN TO CLOSED SESSION MOTION: Motion to Adjourn to Closed Session the Regular Board of Trustees Meeting at 8:07 p.m. Motioned: Trustee Reddy Seconded: Trustee Tiesenga ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 12. RECONVENE OPEN MEETING MOTION: Motion to Reconvene Regular Board of Trustees Meeting at 9:15 p.m. Motioned: Trustee Martin Seconded: Trustee Jain ROLL CALL VOTE: Board of Trustees Minutes Page 9 of 9 Regular Meeting of November 12, 2024 Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed Clerk Netasha Scarpiniti called the roll: PRESENT: Trustees Naveen Jain, Michael Manzo, Melissa Martin, A. Suresh Reddy, Edward Tiesenga and President Laurence E. Herman VIA ZOOM: ABSENT: Trustee James Nagle IN ATTENDANCE: Village Manager Greg Summers, Assistant Village Manager Jospeh Mitchell and Tom Gilbert 13. UNFINISHED BUSINESS A. Employee Appeal of Disciplinary Finding After discussion and deliberation in a closed session, the item was brought back to the Board to uphold the Village Manager's decision regarding a five-day suspension issue relative to a violation of the Village's Personnel Manual. MOTION: Motion to uphold the Village Manager's decision regarding a 5-day suspension issued to Employee relative to a violation of the Village's Personnel Manual Motioned : Trustee Manzo Seconded : Trustee Martin ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed 14. ADJOURNMENT MOTION: Motion to adjourn Regular Board of Trustees at 9:16 p.m. Motioned : Trustee Martin Seconded : Trustee Manzo ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Reddy, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Nagle Motion Passed ATTEST: ______________________________________________ Netasha Scarpiniti Village Clerk