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HomeMy WebLinkAboutMinutes - 12/10/2024 - Board of TrusteesBoard of Trustees Minutes Page 1 of 12 Regular Meeting of December 10, 2024 MINUTES OF THE DECEMBER 10, 2024 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 28, 2025 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 7:07 p.m. The Pledge of Allegiance was recited. 2.ROLL CALL Clerk Netasha Scarpiniti called the roll: PRESENT: Trustees Michael Manzo, Melissa Martin, Edward Tiesenga, Laurence Herman, Netasha Scarpiniti and President Laurence E. Herman VIA ZOOM: Trustee Nagle arrived at 7:16 p.m. and left at 7:23 p.m. ABSENT: Trustee Naveen Jain, and A. Suresh Reddy IN ATTENDANCE: Village Manager Greg Summers, 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 Meganne Trela 3.PRESIDENT’S OPENING COMMENTS President Herman apologized for the delay in starting the meeting, explaining that a new audio/visual system had been installed and bugs are still being worked out. He also explained the Trustee's absences and reminded everyone that this meeting was the last board meeting of 2024. He wished everyone a happy Holiday Season, expressed his gratitude to the Village Staff for their commitment, hard work, and dedication throughout the year, and shared his hopes for a successful collaboration again in 2025. President Herman spoke about his attendance at the Illinois Security Professionals Association with Village Manager Summers, Police Chief Brian Strockis, and Deputy Chief Robert Christopherson. Sergeant Andrew Franczak, Officers Blake Swegler, Christian Bartnicki, Josh Pfotenhauer, and Jason Wood were recognized with the "Public Private Liaison Award." He congratulated all honorees for their outstanding achievements and opened the Public Hearing for the proposed 2025 Budget. 4.PUBLIC HEARING – PROPOSED 2025 BUDGET President Herman asked Finance Director Fumero to provide a brief overview of the 2025 Proposed Budget. Village Manager Summers shared Village Statistics provided by Trustee Tiesenga showing the Village's financial position focusing on pensions and the fact that the Village has a very strong financial outlook on long term basis. Finance Director Fumero explained the 2025 Budget process, and the differences between the proposed budget presented at the Special Board of Trustees Meeting on October 29, 2024, and one being presented at this meeting. President Herman confirmed that there are no members of the Board or the Public wanting to make comments or have questions regarding the Public Hearing. Board of Trustees Minutes Page 2 of 12 Regular Meeting of December 10, 2024 MOTION: Motion to close the Public Hearing at 7:16 p.m. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 5 Trustees Manzo, Martin, Nagle, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 2 Trustees Jain, Reddy Motion Passed 5. PUBLIC COMMENTS None 6. APPROVAL OF MINUTES A. Special Board of Trustees Meeting Minutes of October 1, 2024 MOTION: To Approve the Special Board of Trustees Meeting Minutes of October 1, 2024 Motioned: Trustee Martin Seconded: Trustee Manzo VOICE VOTE: Passed B. Regular Board of Trustees Meeting Minutes of October 08, 2024 MOTION: To Approve Regular Board of Trustees Meeting Minutes of October 8, 2024 Motioned: Trustee Martin Seconded: Trustee Manzo VOICE VOTE: Passed C. Regular Board of Trustees Meeting Minutes of October 22, 2024 MOTION: To Approve Regular Board of Trustees Meeting Minutes of October 8, 2024 Motioned: Trustee Martin Seconded: Trustee Manzo VOICE VOTE: Passed D. Special Board of Trustees Meeting Minutes of October 29, 2024 MOTION: To Approve the Special Board of Trustees Meeting Minutes of October 29, 2024 Motioned: Trustee Martin Seconded: Trustee Manzo Board of Trustees Minutes Page 3 of 12 Regular Meeting of December 10, 2024 VOICE VOTE: Passed E. Regular Board of Trustees Meeting Minutes of November 12, 2024 MOTION: To Approve Regular Board of Trustees Meeting Minutes of November 12, 2024 Motioned: Trustee Martin Seconded: Trustee Manzo VOICE VOTE: Passed F. Regular Executive Meeting Minutes of October 8, 2024 MOTION: To Approve Regular Executive Board of Trustees Meeting Minutes of October 8, 2024 Motioned: Trustee Martin Seconded: Trustee Manzo VOICE VOTE: Passed 7. CONSENT AGENDA A. Accounts Payable for Period Ending: November 20, 2024 - $1,359,054.17 December 4, 2024 - $980,813.00 1. LEGAL SERVICES: a) Lamp Law LLC - Legal Services - October 2024 - $3,333.33 (FY24 YTD - $33,333.30) b) Clark, Baird, Smith LLP- Legal Services - October 2024 - $838.50 (FY24 YTD - $12,250.50) c) Ottosen DiNolfo Hasenbalg & Castaldo, Ltd. - Legal Services - October 2024 - $38,134.93 (FY24 YTD - $245,548.08) TOTAL LEGAL BUDGET FOR 2024 IS $342,284.00 TOTAL LEGAL BILLS PAID FOR 2024 - YTD - $293,959.68 2. StarChase LLC - Vehicle Launcher System - $40,000.00 3. DuPage Convention & Visitor Bureau - 3rd Quarter of 2024 - 25% of 1% Hotel Tax - $40,777.31 4. Enterprise FM Trust - Vehicle Lease for November 2024 - $43,148.70 5. MacQueen - Repair and Preventative Maintenance Unit L94 - $33,118.00 6. Mauro Sewer Construction, Inc. - Oak Brook Briarwood Lakes Water Main Improvements - $405,958.77 7. DuPage Water Commission - October 2024 - $479,746.08 8. BLA, Inc. - Woodside & Forest Glen Watermain Improvement Project - $39,296.12 Board of Trustees Minutes Page 4 of 12 Regular Meeting of December 10, 2024 9. EZA Engineering PLLC - Professional Engineering Services - November 2024 - $22,631.60 10. PNC Equipment Finance - Fire Equipment Lease Payment - $302,058.48 11. Dahme Mechanical Industries - Replace Public Works Garage Heaters - $40,450.00 12. Tyler Technologies, Inc. - Munis Software Maintenance & Support - $89,410.56 13. BCBSIL - Health Care Services - December 2024 - $228,584.58 14. Intergovernmental Risk Management Agency - October 2024 Deductible - $33,744.03 B. Approval of Payroll Paydate: November 14, 2024 - $931,312.44 November 27, 2024 - $916,029.04 C. Village of Oak Brook – Monthly Financial Reports - November 2024 D. Development Services Referrals 1. Referral of TM Real Estate Holdings LLC- Amendment to a Planned Development and Subdivision for Pad "G" and Subdivision (1050 22nd Street) of Oak Brook Commons E. Ordinances & Resolutions 1. ORDINANCE S-1711 - Map Amendment - 2222 35th Street - Midwest Club Homeowners Association MOTION: Motion to Approve the Consent Agenda and Authorize the expenditures as Presented Motioned: Trustee Martin Seconded: Trustee Tiesenga ROLL CALL VOTE: Ayes: 4 Trustees Martin, Nagle, Tiesenga, President Herman Nays: 0 None Abstain: 1 Trustee Manzo Absent: 2 Trustees Jain, Reddy Motion Passed 8. ITEMS REMOVED FROM CONSENT AGENDA 9. ACTIVE BUSINESS A. Ordinances & Resolutions 1. ORDINANCE G-1262, An Ordinance Amending Chapter 5 of Title 8 of the Village Code of the Village of Oak Brook, Illinois Relating to Water Charges Finance Director Fumero presented the ordinance Board of Trustees Minutes Page 5 of 12 Regular Meeting of December 10, 2024 Motioned: Trustee Tiesenga Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 5 Trustees Manzo, Martin, Nagle, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 2 Trustees Jain, Reddy Motion Passed 2. ORDINANCE G-1263, An Ordinance Amending Title 7 (Motor Vehicles and Traffic) Chapter 1 (Traffic Code) of the Village of Oak Brook Code of Ordinances Village Manager Summers presented the Ordinance, explaining that this Ordinance establishes a universal speed limit for all motorized vehicles over 15 horsepower on the bike path to avoid dangerous situations. ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 3. ORDINANCE G-1264, An Ordinance Amending Title 7 (Motor Vehicles And Traffic) Chapter 2 (Traffic Schedules) Schedule VII (Parking Prohibited on Certain Streets) of the Village of Oak Brook Code of Ordinances Police Chief Strockis explained that Canterbury Lane is a narrow two-way roadway, making it difficult for emergency vehicles. The ordinance presented establishes that street parking will not be allowed on Canterbury Lane. Trustee Tiesenga confirmed that the Park District property has a parking lot over the park area. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 4. ORDINANCE G-1265, An Ordinance Revising the Fire Plan Review Fees By Amending Chapter 4 (Fees and Bonds) of Title 10 (Building Regulations) of the Village Code of the Village of Oak Brook Fire Chief Fleege stated that the Fire Plan Fees were last reviewed ten years ago and proposed a Board of Trustees Minutes Page 6 of 12 Regular Meeting of December 10, 2024 new fee structure with increases to fees based on comparable communities. Trustee Manzo asked if the fees would only apply to commercial, new construction, or residential remodeling. Trustee Martin asked for clarification on the wording within the code referring to the hydrostatic testing. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 5. ORDINANCE G-1266, An Ordinance Amending Title 8 (Public Works) of the Village Of Oak Brook Code of Ordinances Development Service Director Von Drasek clarified that the proposed revisions were for the entire Title 8, not just one chapter, including small cells, revisions to the provisions for water wells, and an updated fee schedule. She explained that all the presented guidelines align with the guidelines provided by the State. Trustee Martin requested clarification regarding the automatic approval timeline of 75 days vs. 90 days and the FCC guidelines. She also asked about the distances between the small cell towers. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 6. ORDINANCE S-1712, An Ordinance Authorizing Amendments and Transfers Among Budget Line Items the Village of Oak Brook, Illinois Finance Director Fumero explained which funds are affected by the amendments and transfers to cover the additional pension contributions. Trustee Tiesenga asked about the calculation and the effect the additional funds would have on the timeline expecting full funding since the Village was on track to pay 100% by 2040. Trustee Manzo spoke about the history of pensions in the State of Illinois. Board of Trustees Minutes Page 7 of 12 Regular Meeting of December 10, 2024 Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 7. ORDINANCE S-1713, An Ordinance Adopting The Budget of the Village of Oak Brook for 2025 Finance Director Fumero shared a summary of the proposed budget as presented at the Budget workshops. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 8. ORDINANCE S-1714, An Ordinance Approving the 2025 Classification, Salary and Salary Administration Policy Finance Director Fumero presented the ordinance, adding that within the packet, there was an accidental omission of the position of Crime Analyst, explaining that it is an existing position within the Village's workforce. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 9. ORDINANCE S-1715, 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 Board of Trustees Minutes Page 8 of 12 Regular Meeting of December 10, 2024 Relative to the Permitted Fence Height for the Property Located At 19 Mockingbird Lane in the Village of Oak Brook, Illinois Development Services Director Von Drasek explained the ordinance and the conditions surrounding the presented variation request. Trustee Tiesenga thanked the Planning and Zoning Review Board for their due diligence and expressed his opinions on the Board's process. He also thanked them for their hard work and the ability to exercise sound judgment. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 10. ORDINANCE S-1716, An Ordinance Amending Ordinance No. S-1392, S-1529, and S- 1605, and Approving a Certificate of Appropriateness for the Property Located At 3824 York Road in the Village of Oak Brook, Illinois Development Services Director Von Drasek provided a brief overview of the ordinance and the property's history in addition to the request for signage. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 11. ORDINANCE S-1717, An Ordinance Authorizing the Sale or Donation or Recycling or Disposal of Certain Items of Personal Property Owned By the Village of Oak Brook Finance Director Fumero stated that the presented ordinance related to the disposal of items from the Information Technology Department. Information Technology Director Gilbert stated that the Village will use the same vendor that was used to dispose of equipment in the past. A portion of the sales will be refunded to the Village. Their goal is to keep everything out of landfills. Motioned: Trustee Martin Seconded: Trustee Manzo Board of Trustees Minutes Page 9 of 12 Regular Meeting of December 10, 2024 ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 12. RESOLUTION R-2250, A Resolution Approving and Authorizing the Purchase of Two License Plate Recognition Cameras and Two Overwatch Cameras for Hunter Trails Homeowner Association and the Execution of Related Database and Maintenance Agreements Police Chief Strockis stated that the item is related to the Hunter Trails subdivision, allowing the Police to get additional area coverage. A short discussion occurred regarding the crime rates and apprehension of criminals within the Village. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 13. RESOLUTION R-2251, A Resolution Approving and Authorizing the Execution of a Purchase Order to OpenGov, Inc. for the Purchase of OpenGov Electronic Procurement Software Suite Public Works Director O'Malley explained in detail the efficiency, enhanced transparency, real- time activity tracking, and accountability the proposed software will bring to the Procurement process. Discussion followed regarding a larger pool of bidders, consultant access, Village-approved engineers, competitor options, document integration, data transfer, the use of the Cartograph system, and the strategic moves that the investment into such software provides. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed Board of Trustees Minutes Page 10 of 12 Regular Meeting of December 10, 2024 14. RESOLUTION R-2252, A Resolution Approving and Authorizing the Execution of a Purchase Order to OpenGov, Inc. for the Purchase of OpenGov Asset Management Materials Public Works Director O'Malley presented the software's features, which allows for easier tracking of project costs, labor hours, material costs, and inspections, resulting in improved operational efficiency. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 15. RESOLUTION R-2253, A Resolution Approving and Authorizing the Execution of a Purchase Order to Currie Motors Ford, of Frankfort, Illinois for the Purchase of Two 2025 Ford Escape AWD Vehicles for the Public Works Department Public Works Director O'Malley detailed the need for new vehicles, citing safety concerns and the measures taken regarding the decision to purchase instead of leasing the new vehicles. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 16. RESOLUTION R-2254, A Resolution Approving and Authorizing the Execution of an Agreement for Elevator Inspection and Plan Review Services with Elevator Inspection Services Company, LLC Development Services Director Von Drasek explained that the Village discovered that the Inspection Services had not been put out to bid for a very long time. When the Village received competitive bids, they found that the company that the Village had been historically using was the best option. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Board of Trustees Minutes Page 11 of 12 Regular Meeting of December 10, 2024 Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 17. RESOLUTION R-2255, A Resolution Approving and Authorizing the Execution of a Purchase Order to Current Technologies for the Purchase and Installation of San Storage Array Information Technology Director Gilbert explained the storage processes and servers that need replacing this year and the costs associated with the projects. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 18. RESOLUTION R-2256, A Resolution Approving and Authorizing the Execution of an Agreement with Johnson Controls Security Solutions for Alarm Monitoring Services President Herman pulled the item off the Agenda. There was no motion and no vote. 10. BOARD UPDATES Trustee Martin spoke about the Oak Brook Magazine and encouraged anyone interested in joining the Oak Brook Women's Club to find the organization on social media. She wished everyone happy holidays, shared her experiences on the Board, and expressed her gratitude for her ability to serve on the Board. Trustee Manzo asked everyone to save the date of September 7, 2025, for the 2nd annual Oak Brook International Festival and thanked Clerk Scarpiniti and Trustee Reddy for all the hard work they put into the event. He spoke about the historic Barn in Saddlebrook, wished everyone Merry Christmas and a Happy New Year, thanked staff for all their hard work, and shared his thoughts and opinions while serving on the Board. Trustee Tiesenga thanked the Police Department for their work and spoke about his attendance at the recent breakfast, where the senator spoke about the crime that has been brought into the United States from Venezuela. He wished everyone a Merry Christmas. Village Manager Summers took the time to recognize and thank staff for all the hard work and outlined various projects within each department. He also thanked the Board for the questions, which allowed everyone to collaborate and view different perspectives on multiple projects. Village Manager Summers mentioned the public, staff, and the Board, thanking everyone for their hard work, insightful questions, and collaboration. Board of Trustees Minutes Page 12 of 12 Regular Meeting of December 10, 2024 President Herman added an exclamation point to Village Manager Summers's comments and expressed his gratitude to the Staff, Board, and Village Manager Summers for his incredibly hard work and dedication to the Village. 11.ADJOURN TO CLOSED SESSION MOTION: Motion to adjourn Regular Board of Trustees to Closed Session at 8:41 p.m. Motioned: Trustee Martin Seconded: Trustee Manzo ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed 13.ADJOURNMENT MOTION: Motion to Reconvene and adjourn the Regular Board of Trustees Meeting at 10:27 p.m. Motioned: Trustee Manzo Seconded: Trustee Martin ROLL CALL VOTE: Ayes: 4 Trustees Manzo, Martin, Tiesenga, President Herman Nays: 0 None Abstain: 0 None Absent: 3 Trustees Jain, Nagle, Reddy Motion Passed ATTEST: ______________________________________________ Netasha Scarpiniti Village Clerk /s/ Netasha Scarpiniti