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HomeMy WebLinkAboutMinutes - 01/22/2013 - Board of Trustees (2) MINUTES OF THE JANUARY 22, 2013 REGULAR CLOSED MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON OCTOBER 8, 2013. 1. CALL TO ORDER The Closed Meeting of January 22, 2013 of the Village Board of Trustees was called to order by President Gopal G. Lalmalani in the Upper Level Conference Room of the Butler Government Center at 10:37 p.m. 2. ROLL CALL: The Village Clerk Charlotte Pruss called the roll with the following persons PRESENT: President Gopal G. Lalmalani, Trustee Stelios Aktipis, Trustee Michael Manzo, Trustee Mark Moy, Trustee Gerald Wolin, Trustee Asif Yusuf, Trustee Elaine Zannis ABSENT: None IN ATTENDANCE: Village Manager Dave Niemeyer, Village Attorney Peter Friedman, Assistant Village Manager Blaine Wing, Police Chief Jim Kruger, Community Development Director Bob Kallien, Public Works/Engineering Director Mike Hullihan, Assistant Village Attorney Ben Schuster. 3. TO CONSIDER PURCHASE OR LEASE OF REAL PROPERTY, INCLUDING MEETINGS HELD FOR THE PURPOSE OF DISCUSSING WHETHER A PARTICULAR PARCEL SHOULD BE ACQUIRED PURSUANT TO SECTION 2C(5) OF THE ILLINOIS OPEN MEETINGS ACT, RESPECTIVELY A. 615 W. 22nd Street Village Manager Niemeyer stated that this is the property which was discussed previously which the Village has a federal grant on which pays the majority of the costs. He referred to the original appraisal of $1.4 million and that a second appraisal of $740,000 had been obtained from an appraiser suggested by Trustee Aktipis. He added that this would make the Village’s share at about $225,000. He stated that the property owner has verbally said yes to the offer and that the Board would need to formally approve the grant agreement and approve allocating the $225,000 and could possibly be done at the next meeting. Trustee Wolin inquired as to who pays for the demolition costs and Public Works/Engineering Director Hullihan replied that all the costs are totaled and that the FEMA Grant picks up 75% and the Village 25%. He added that the total project costs are estimated to be about $900,000 with the Village’s share at around $225,000. Village Manager Niemeyer discussed different uses for the site. Consensus to place this on the next agenda. Community Development Director Kallien and Public Works/Engineering Director Hullihan exited the meeting at approximately 10:42 p.m. 4. TO DISCUSS APPOINTMENT, EMPLOYMENT, COMPENSATION, DISCIPLINE, PERFORMANCE, OR DISMISSAL OF SPECIFIC EMPLOYEES OF THE PUBLIC BODY PURSUANT TO SECTION 2C(1) OF THE ILLINOIS OPEN MEETINGS ACT, RESPECTIVELY A. S. Smyth Case Chief McEllin entered the meeting at approximately 10:43 p.m. Village Manager Niemeyer discussed that a forty-nine-year-old firefighter who was disabled about twenty years ago, had gone through regular exams and has now been recently certified fit for duty. Chief McEllin referred to a memo regarding this particular situation and explained that Not Released – 05-13-14 Village of Oak Brook Regular Closed Meeting Minutes Page 1 of 3 January 22, 2013 every year a disabled firefighter has an annual physical exam to determine whether he is considered still disabled or fit for duty. He stated that it is really in the hands of the Firefighter Pension Board and that they are looking very closely at this. He stated that if the individual is proven fit for duty, the Village would have to accept him if he is able to perform the job. Chief McEllin discussed that the individual is in Florida and it is unknown if he has been working during the last twenty years, but that this person only has a couple of years of creditable service with the Village. Discussion ensued regarding issues and possible outcome from the pension board. Chief McEllin exited the meeting at approximately 10:54 p.m. B. Employee Personnel Adjustment Request – this item discussed after Item 4.C. Assistant Village Manager Wing discussed an employee who was initially working about 60% in the Clerk’s office and 40% in Administration, but since 2010 has been working about 50% in the Clerk’s office and 50% in Human Resources, now doing payroll. He discussed her current grade level, the fact that she is $95.00 from being top of grade, and that since 2008 she has been performing a lot of the duties that the Deputy Clerk, who was at a much higher level, used to perform. He stated that based on the additional duties and level of confidentiality he is requesting that her salary be increased by $95.00 retroactively back to her last review in November to allow her to be on a calendar review schedule and have the potential to earn more. Discussion ensued regarding this proposal as opposed to a $1,500.00 bonus which would keep this employee on the November review schedule. Trustee Zannis stated that although she has not had a lot of interaction with this individual, she believes she is an excellent employee. Village Clerk Pruss expressed how hard-working and detailed-oriented this person performs her job. Trustee Manzo cautioned that doing something special for specific employees may cause dissension and President Lalmalani stated that it is common to do this if it is performance-based. Assistant Village Manager Wing clarified that this would merely bring this individual up to the same level as others in her grade level who are already top of grade. Agreement to go with Assistant Village Manager Wing’s recommendation. C. Police Records Clerk – this item discussed after Item 4.A. Village Manager Niemeyer discussed the changes which occurred with the Police Records staff when they went to part-time and that there have been some challenges regarding hiring. He stated that Chief Kruger is requesting that one of the 19-hour positions be converted to 30 hours making it an IMRF position which adds about $4,000 annually. Chief Kruger discussed that clerks have left for other jobs which pay more and it is challenging finding qualified people to interview due to the pay and the 19-hour limitation. He added that it takes about two months to train them and discussed the costs of outfitting them. He stated that one of the clerks is an outstanding employee and would consider staying with Oak Brook if she was able to work more hours. Discussion ensued regarding these positions and being more competitive in the market. Consensus was given with Chief Kruger’s recommendation. 5. DISCUSSION OF MINUTES OF MEETINGS LAWFULLY CLOSED UNDER THIS ACT, PURSUANT TO SECTION 2C(21) OF THE ILLINOIS OPEN MEETINGS ACT, RESPECTIVELY A. Approval of Closed Meeting Minutes of December 11, 2012 Village Clerk Pruss inquired as to whether anyone had amendments to these minutes and if there are suggested amendments, she would like them in writing. Trustee Zannis requested that she be able to listen to the audio tape. Trustee Aktipis requested that the Minutes could be scaled down to a more normal amount of content. Lengthy discussion ensued regarding the length of these minutes, the accuracy, that it is important to be consistent and also possibly waiting for the Attorney General’s decision before approving them. Village Attorney Friedman discussed how municipalities treat these types of minutes and that it is the Board’s decision how Village of Oak Brook Regular Closed Meeting Minutes Page 2 of 3 January 22, 2013 they want them handled and that the Attorney General’s office will receive this draft of the minutes. Consensus to table these minutes to the next Closed Session for discussion. 6. ADJOURNMENT Motion by Trustee Yusuf, seconded by Trustee Wolin, to adjourn the Closed Meeting and Reconvene the Regular Board of Trustees Meeting. VOICE VOTE: Motion carried. The meeting adjourned at 11:28 p.m. ATTEST: Charlotte K. Pruss Village Clerk Village of Oak Brook Regular Closed Meeting Minutes Page 3 of 3 January 22, 2013