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HomeMy WebLinkAboutMinutes - 05/27/2025 - Board of TrusteesBoard of Trustees Minutes Page 1 of 14 Regular Meeting of May 27, 2025 MINUTES OF THE MAY 27, 2025 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JULY 23, 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 Boardroom of the Butler Government Center 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, James Nagle, and President Laurence E. Herman VIA ZOOM: Trustees Melissa Martin and Edward Tiesenga ABSENT: Trustee 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 acknowledged the passing of longtime Oak Brook resident Thomas Doyle, stating that he was a dedicated former Catholic Priest, served on the Plan Commission and was an active member of various community organizations including the Friends of the Oak Brook Public Library, the Graue Mill Board, and LaGrange Soup Kitchen. President Herman stated that Mr. Doyle’s significant impact on the community will be felt for years to come. President Herman announced that the Village was recognized as a Tree City USA community, mentioning that the Tree City USA program assists communities with grants for proper urban and community management. He highlighted the efforts of Public Works in continuing the conservationist ethic to maintain sustainable, healthy urban forestry management. A. Tree City USA Award Public Works Director O'Malley presented the award, spoke about engagement in urban forest management and participation in the Illinois Tree City USA program, which showcases the Village's commitment to environmental sustainability and qualifies the Village for grants. He explained that effective urban forestry management benefits municipalities by ensuring safe environments for residents. Public Works Director O’Malley added that the Village will receive the Growth Award from the Illinois Department of Natural Resources as part of the multi-year award. The presentation of the Tree USA plaque was made to President Herman and the Board of Trustees. President Herman said that Tree City, USA signs have been added throughout the Village. 4. PUBLIC COMMENTS Kristin Petro of Kristin Petro Interiors, Inc., representing clients seeking a custom home, explained that the client approved plan presented to the Village was rejected due to the Village’s new standards surrounding stone and brick requirements. She spoke about the Village’s unique architectural styles featuring stunning custom homes that highlight individuality, creativity, and the impact to the community with the imposition of the rigid standards currently in place. She urged the Board to reconsider new requirements to allow and foster architectural diversity and creativity. Resident Anne Huber discussed the signed petition against the commercialization of the Sports Core. She Board of Trustees Minutes Page 2 of 14 Regular Meeting of May 27, 2025 discussed Village leadership supporting the proposed deal with Chic Chef and outlined points including: • lack of transparency regarding financial performance • opposition to additional parking • public opinion that the Sports Core land should be used for public purposes and not for commercialization • criticized Village leadership for presenting a false dichotomy by only offering the choices to either close the pool and tennis courts or lease the clubhouse • offering a solution on behalf of the petitioners regarding the Villager’s financial surplus that could be used to maintain and improve community facilities without commercialization Resident Hank Haff addressed the Board expressing his concerns regarding the new regulation changes within the Village of Oak Brook, noting his affection for the Village, and the lag behind neighboring communities, with slower property sales. He shared his observation of positive change during COVID, with increased interest in properties due to the desire for larger yards and recreational spaces. He opined on how the restrictions might hinder progress in a positive direction by restricting an architects' ability to design homes that meet buyers' expectations. Mr. Haff urged the Board to reconsider the new regulations, suggesting a shorter variation process, taking another look at the structural requirements and overall building coverage. Bev Taylor and Rob Day from Midwest Club expressed surprise regarding the change in building regulations effecting the Floor Area Ratio. Mr. Day spoke about the 44-year reign of The Midwest Club subdivision managing homes in the neighborhood, noting that past policy amendments correlated with property value trends until 2015. He mentioned the Mr. Day mentioned the allowance of an increased footprint in 2016 which renewed interest in the neighborhood with a number of high-value homes currently under construction that would be considered non-compliant under the new regulations. He urged the Board to reconsider the new regulations, keeping in mind the uniqueness of the neighborhood. Resident Feraz Rahman spoke about his recent move to the Village and engaging Schwartz Lewis Design to build their family’s dream home. Mr. Rahman stated that the applications were submitted prior to the changes in requirements to have 50% masonry despite the challenging process of designing a home resulting in a delay of applying for permits. He asked the Board to exempt his home from that requirement due to the timing of the submitted application prior to the rule change, design efforts, and timing of the property purchase. He spoke about his heavy investment in the lot and home design and urged the Board to take into account others in similar situations. 5. APPROVAL OF MINUTES A. Regular Board of Trustees Meeting Minutes of April 08, 2025 MOTION: To Approve Regular Board of Trustees Meeting Minutes of April 08, 2025 Motioned: Trustee Jain Seconded: Trustee Nagle VOICE VOTE: Passed B. Regular Board of Trustees Meeting Minutes of April 22, 2025 MOTION: To Approve Regular Board of Trustees Meeting Minutes of April 22, 2025 Motioned: Trustee Manzo Seconded: Trustee Nagle Board of Trustees Minutes Page 3 of 14 Regular Meeting of May 27, 2025 VOICE VOTE: Passed C. Regular Board of Trustees Meeting Minutes of May 13, 2025 MOTION: To Approve Regular Board of Trustees Meeting Minutes of May 13, 2025 Motioned: Trustee Jain Seconded: Trustee Manzo VOICE VOTE: Passed D. Regular Executive Meeting Minutes of April 8, 2025 MOTION: To Approve Regular Executive Meeting Minutes of April 8, 2025 Motioned: Trustee Jain Seconded: Trustee Manzo VOICE VOTE: Passed 6. CONSENT AGENDA A. Accounts Payable for Period Ending: May 9, 2025 - $950,192.58 Accounts Payable for Period Ending: May 21, 2025 - $1,766,388.63 1. LEGAL SERVICES: a) Ottosen DiNolfo Hasenbalg & Castaldo, Ltd. - Legal Services - April 2025 - 46,719.76 (FY25 YTD - $106,651.11) b) Lamp Law LLC - Legal Services - April 2025 - $3,333.33 (FY25 YTD - $13,333.32) c) Croke Fairchild Duarte & Beres - Legal Services - April 2025 - $795.00 (FY25 YTD $795.00) TOTAL LEGAL BUDGET FOR 2025 IS $325,287.96 TOTAL LEGAL BILLS PAID FOR 2025 - YTD - $123,325.43 2. Du-Comm - Fire Department Quarterly Shares May 1, 2025 - July 31, 2025 - $37,876.75 3. Baxter & Woodman Consulting Engineers - 2025 Streets Improvement Project - $32,710.75 4. CR Peterson, Inc. - Tennis Courts Spring Maintenance - $23,210.00 5. Intergovernmental Risk Management Agency - March 2025 Deductible - $45,723.60 6. Al Warren Oil Co., Inc. - Unleaded Gasoline - $20,380.49 7. GPS Industries, LLC. - Golf GPS Tracking - $48,470.40 8. BCBS - Health Care Services - May 2025 - $235,698.29 9. EZA Engineering PLLC - Professional Engineering Services - April 2025 - $23,753.92 10. Engineering Resource Associates - Ginger Creek WM Storm Sewer Improvements - $20,444.16 11. Insight Public Sector, Inc. - Wireless Router - $26,038.20 Board of Trustees Minutes Page 4 of 14 Regular Meeting of May 27, 2025 12. DuPage Convention & Visitor Bureau - 1st Quarter 2025 - 25% of 1% - $24,707.49 13. Alex Meneges - Bond Refund for Property at 1017 Birchwood Road - $27,674.00 14. Chicagoland Pool Management - June 1st Payment on Pool Management Contract - $51,582.00 15. Du-Comm - Police Department Quarterly Shares May 1, 2025 - July 31, 2025 - $137,224.75 16. DuPage Water Commission - Water Consumption - April 2025 - $334,872.54 17. Intergovernmental Risk Management Agency - April 2025 Deductible - $43,291.24 18. Trotter and Associates, Inc. - Water System Disinfection Modernization - $24,725.00 19. Enterprise FM Trust - Vehicle Leases - May 2025 - $43,191.86 20. Performance Delivery, Inc. d.b.a. Cover The Tees - Golf Driving Range Construction Project - $159,340.20 B. Approval of Payroll Paydate: May 01, 2025 - $946,191.12 May 15, 2025 - $954,574.81 C. Village of Oak Brook – Monthly Financial Reports D. Authorization to Pay Bills For the Second Meeting in June, July and August E. Public Works Week Proclamation F. Authorization to Seek Bids or Proposals or Negotiate Contracts: 1. RFP for Public Relations & Social Media Services MOTION: Motion to Approve the Consent Agenda and Authorize the expenditures as Presented. Motioned: Trustee Manzo Seconded: Trustee Nagle ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Nagle, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Reddy Motion Passed 7. ITEMS REMOVED FROM CONSENT AGENDA None 8. BOARDS AND COMMISSION RECOMMENDATION A. VOB - Text Amendment - Floor Area Ratio (FAR) Definition - Zoning Regulations President Herman provided an overview of the item, pointing out house size in relation to the lot size, a review of current zoning regulations and the creation of new zoning regulations to address community concerns. He noted that those regulations included considerations of the ratio of the principal lot coverage, past limits of house footprint to 20% of the lot, a floor area ratio (FAR) limiting total interior space to 40% of the lot, and an overall lot coverage cap of 37% including the Board of Trustees Minutes Page 5 of 14 Regular Meeting of May 27, 2025 accessory structures such as a pool or tennis courts. He mentioned the regulation requiring that a minimum of 50% of a house's exterior be stone or brick to maintain appearance standards. After implementing these rules, it was discovered that the original zoning code included basements in the FAR, which conflicted with the intended regulation. As a result, the issue was sent back to the Planning and Zoning Commission (P&Z) for further review, focusing on whether basements should be excluded from the FAR calculation, leading to extensive deliberations. Development Services Director Von Drasek stated that the Village's Planning and Zoning Commission recommended a FAR of .3 with 50% for R3 and R4 districts, to include basements in the calculation. She said that the P&Z Commission was seeking direction to finalize the FAR definition and whether to extend time for residents working with designers before regulations were approved in October. President Herman summarized the P&Z Commission deliberations regarding whether to modify the definition of the floor area ratio to include basements for residential purposes. The P&Z Commission decided that basements should be excluded but voted to lower the recommended ratio from 0.4 to 0.3, specifically for the R3 and R4 districts. These areas include older subdivisions with non-conforming lot sizes. He expressed disagreement with the decision to lower the floor area ratio and to have different ratios for different districts. He then opened the floor to the Trustees for discussion. Trustee Jain articulated his opposition to having a 50% brick rule, arguing that the brick requirement stifles creativity and innovation. He expressed concerns about not consulting real estate experts and builders, and highlighted the difficulties with handling issues through variances, suggesting that a more thoughtful approach was needed moving forward. Trustee Jain stated going from 40% to 30% ratio and having the 50% brick regulations do not make sense and should be rethought. President Herman clarified that members of the public raised issues with items not related to this topic that were passed by the Board in the past and reminded everyone that the current discussion is regarding the FAR rule only. He noted that the board would discuss the possibility to grandfather projects that were submitted prior to the rule change and additional parameters that need consideration could be sent back to the Planning and Zoning Commission for further deliberations and recommendations. He asked that the discussion be limited to the definition of the floor area ratio and that the P&Z Commission recommendation not include the basements for the residential area and to lower the ratio from .4 to .3. Trustee Manzo added that the inclusion of changes within the discussion regarding the basements in the Floor Area Ratio (FAR) calculations was not a recent change and referred to regulations dating back to 1958. He stated that full underground basements should not be included in the FAR calculations, suggesting that walkout basements in other communities only include 50% of the calculation. He emphasized the need for a consistent set of rules across all zones and opposed lowering the FAR ratio calculation. Trustee Manzo explained that part of the problem is that some of the homes are built too large for their lots and in the past, many were approved without the Board's initial review, leading to resident complaints. He suggested that an expedited variance process should be considered for homeowners caught in the regulation changes. Trustee Martin asked if the current variance issues were under scrutiny due to people being in the process of approval while the changes took place or will this continue to pose an issue if developers know the problems that they will face under the current rules in obtaining the variance. Development Services Director Von Drasek explained that with by merging the Planning Commission and Zoning Board of Appeals, there was an attempt to streamline the processes. However, a variation is still a specific action that requests relief from the Board and must by statute meet certain standards and that the Planning and Zoning Commission offers judgment as to whether Board of Trustees Minutes Page 6 of 14 Regular Meeting of May 27, 2025 the standards have been met when they make those recommendations to the Board of Trustees. President Herman echoed comments made by Development Services Director Von Drasek, adding his reluctance to solve the issue of expediting these variances on a case-by-case basis with expectations based on hardship as outlined in the Village Code, adding that it would be challenging to consider a ‘rule change’ a hardship. He noted that discussion regarding applicants caught in the middle of the rule change will follow. Trustee Nagle expressed agreement with Trustee Manzo’s comments emphasizing the need for clear definitions of what should be included in the Floor Area Ratio (FAR) and Floor Area Coverage (FARC) to avoid confusion. He highlighted issues arising with areas that include mechanical rooms, utility closets, and hallways, generally excluded from FAR calculations in many other towns but are included in the Village's calculations. He stated that inclusion of such systems could lead to complications and safety concerns. Trustee Nagle pointed out the importance of staying consistent with other communities, explaining that most communities exclude the mechanical system spaces because they don't contribute to occupancy or usable space. He stressed the need for a unified definition to ensure safety and consistency in building regulations throughout all zones. He stated that the definition for establishing FAR in commercial and residential districts as written, has the same wording in the Village Code. President Herman reminded Trustee Nagle that the current discussion and motion on the table was to define the Floor Area Ratio in the residential zones and that discussions regarding the FAR in the commercial districts can take place at a future meeting. Development Services Director Von Drasek stated that the current definitions in the Village Code were different for residential districts and commercial districts. She said that the Village uses the International Building Code for the commercial properties and the residential code for residential properties. She agreed with Trustee Nagle's comment, stating that the definition within the zoning ordinance for floor area ratio has a caveat for business and office districts, but they are all the same definition. Further discussion took place regarding the definition of including and excluding basements, mechanical rooms and commercial and residential buildings between Trustee Nagle, President Herman and Development Services Director Von Drasek resulting in Trustee Nagle making an amended motion to exclude mechanical rooms and have one consistent set of definitions for every type of real estate in the Village. Trustee Tiesenga seconded Trustee Nagle's modified motion. Village Manager Summers clarified that the P&Z Commission recommendation was to carve out the definition for all residential districts and separate from commercial districts. He added that there has not been a proposal to carve out basements from the commercial district or to modify the mechanical hallways noting that all those areas were currently included. He suggested that one way to look at the issue was to decipher whether the spaces in question add to density or bulk. He pointed out that if the spaces are located above ground they add bulk and while the basement areas add bulk they do not add density if they are not usable space. The fundamental question was to determine if the Board was attempting to regulate bulk or density. Development Services Director Von Drasek mentioned that the carve out could include the commercial districts as well. She confirmed that the definition of floor area ratio currently includes the basement. The direction was to exclude the basements noting that floor area ratio and bulk overall once under ground would not add to the floor area of a building. She added that within the FAR definition for office and business districts, the horizontal area in every story of a building devoted to enclosed off-street parking and off-street loading facilities shall not be included in the floor area, and the separation of the two would be acceptable. Board of Trustees Minutes Page 7 of 14 Regular Meeting of May 27, 2025 Trustee Nagle attempted to clarify the fact that the presented vote was to have one set of FAR definitions for the Commercial and Residential zones. Trustee Manzo stated that the vote at this meeting was to provide Development Services Director Von Drasek and the P&Z Commission with direction moving forward with drafting the definition or definitions for residential and commercial areas as it relates to calculation of the basements. He requested that data from neighboring communities be gathered. Consensus was reached among the Board members to withdraw Trustee Nagle's amended motion and to consider the original motion to draft a FAR definition encompassing provisions to grandfather those that were caught in cross-fire of regulatory changes, adjustment of the capped size to 40%, for the definition to be consistent across all zones and to be included in the text amendment presented at the next Board meeting for approval. B. 23 Concord Drive – Floor Area Ratio (FAR) Setback Variation Development Services Director Von Drasek presented the item asking the Board to provide the applicant an opportunity to speak on his proposed home considering that the homeowner submitted the application prior to Planning & Zoning Commission's deliberations. President Herman stated that based on the discussions of the previous Agenda item, the applicant would qualify for the variation and suggested that it might be wise to table the item until the next meeting if the applicant is willing to wait until the Board makes a final decision and votes on the FAR definition. He invited the applicant to speak. Mr. Pete Baftiri introduced himself and explained that as the owner of 23 Concord Drive and A&E Luxury Builders, Inc., he has built many luxury homes within the Village over the years. He stated that after taking the Board's comments into consideration, he would prefer that the Board vote tonight on the variation for the sake of time and the fact that the home currently meets all other requirements except for the undecided FAR coverage and is ready to be built exactly as presented. President Herman agreed that the applicant had the right to have the variation deliberated and based on the memo included in the Agenda packet and the current definition of FAR, the home would be within permissible limits. Motion: To Overrule the Denial From Planning & Zoning Commission and Allow the Request for Variation from Sections 13.6-D3.C of the Zoning Regulations to Allow the Proposed Principal Structure at 23 Concord Dr. as the Commission Motioned: Trustee Manzo Seconded: Trustee Nagle ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Nagle, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Reddy Motion Passed 9. ACTIVE BUSINESS A. Ordinances & Resolutions Board of Trustees Minutes Page 8 of 14 Regular Meeting of May 27, 2025 1. Resolution R-2300, A Resolution Approving the Award Contract to the Lowest Responsible Bidder, K-Five Construction, of Westmont, IL for the Hot-Mix Asphalt Material Purchase Trustee Jain asked for clarification regarding the approval of a similar request a few meetings ago. Public Works Director O'Malley explained that the approval was for a request to seek bids for the presented project. MOTION: To Approve a Resolution Approving the Award Contract to the Lowest Responsible Bidder, K-Five Construction, of Westmont, IL for the Hot-Mix Asphalt Material Purchase as Presented Motioned: Trustee Manzo Seconded: Trustee Jain ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Reddy Motion Passed 2. Resolution R-2301, A Resolution to Adopt the 2025 Shared-Use Path and Bike Route Master Plan Public Works Director O'Malley stated that the approval was for the Professional Engineering Services Agreement for the shared use path and bike route master plan adding that the study included public meetings, community open house events, and a presentation at the Board of Trustees Meeting on April 22, 2025. He stated that the Shared Use Path and Bike Route Master Plan will provide recommendations to improve safety and enhance the connectivity for people walking and biking throughout the Village. In addition, the adoption of this plan allows the staff to continue their efforts in developing enhancements to the bike path as part of the multi-year capital plan. Trustee Martin clarified that adopting the Shared Use Path and Bike Route Master Plan does not commit the Village to every project within it as presented but that each project still requires vetting, approval, and bidding. Trustee Jain asked for a clarification regarding the safety issues surrounding 35th Street as it doesn't seem to be included within the presented Master Plan. Public Works Director O'Malley confirmed that each project will be properly vetted and require the Board's final approval. He added that the safety issues on 35th included adding additional "no- passing" signage and that Civiltech Engineering was working on preparing a memo discussing the road conditions. MOTION: To Approve Resolution R-2301, A Resolution to Adopt the 2025 Shared-Use Path and Bike Route Master Plan as Presented Motioned: Trustee Manzo Seconded: Trustee Nagle ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Nagle, Tiesenga Nays: 0 None Board of Trustees Minutes Page 9 of 14 Regular Meeting of May 27, 2025 Abstain: 0 None Absent: 1 Trustee Reddy Motion Passed 3. Resolution R-2302 A Resolution Approving the Final Plat of Consolidation for the Property Commonly Known as 3500 Madison Street, Oak Brook, Illinois Development Services Director Von Drasek stated that the property owner purchased an acre of land from the property that is north of them located at 3500 Spring, and this approval would consolidate the lot to make a larger lot for one single family dwelling. Trustee Tiesenga congratulated the homeowner, stating that parcel consolidations are encouraged. MOTION: Resolution R-2302 A Resolution Approving the Final Plat of Consolidation for the Property Commonly Known as 3500 Madison Street, Oak Brook, Illinois Motioned: Trustee Manzo Seconded: Trustee Jain ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Nagle, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Reddy Motion Passed 4. Resolution R-2303, A Resolution Approving and Authorizing the Execution of a Memorandum of Understanding By and Between the Emergency Telephone System Board of DuPage County (ETSB) and the Village of Oak Brook for Computer Aided Dispatch Interface Access Police Chief Strockis explained that the contract with Axon was renegotiated last year, integrating all the technology into one package and adding a records management system (RMS). He included reasons for leaving the consortium with Downers Grove and Addison in DuPage County while building out a very Oak Brook specific AI enabled system to incorporate all previous data from other systems. Police Chief Strockis noted that a memorandum of understanding (MOU) with ETSB was necessary to incorporate their computer-aided dispatch into the RMS system, and that although ETSB is well funded it is also guided by strict statutory limitation on fund allocation. President Herman congratulated Police Chief Strockis on activating the First Responder Drone. MOTION: Resolution R-2303, A Resolution Approving and Authorizing the Execution of a Memorandum of Understanding By and Between the Emergency Telephone System Board of DuPage County (ETSB) and the Village of Oak Brook for Computer Aided Dispatch Interface Access as Presented Motioned: Trustee Manzo Seconded: Trustee Jain ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Nagle, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Reddy Board of Trustees Minutes Page 10 of 14 Regular Meeting of May 27, 2025 Motion Passed 5. Resolution R-2304, A Resolution to Waive Competitive Bidding and Authorize the Award of a 60 - Month Lease and Equipment Maintenance Agreement to Gordon Flesch D/B/A GFC Leasing, of Madison, WI, for the Replacement of Eleven (11) Multi - Function Device Copiers Information Technology Director Gilbert informed the Board that the current lease with Konica Minolta would be ending and he recommended that the Village uses Gordon Flesch D/B/A GFC Leasing to replace all multi-function device copiers with Cannon Rico to meet the multi departmental needs throughout the Village. He added that the presented rates will remain steady for a five-year period. MOTION: Resolution R-2304, A Resolution to Waive Competitive Bidding and Authorize the Award of a 60 - Month Lease and Equipment Maintenance Agreement to Gordon Flesch D/B/A GFC Leasing, of Madison, WI, for the Replacement of Eleven (11) Multi - Function Device Copiers as Presented Motioned: Trustee Manzo Seconded: Trustee Jain ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Nagle, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Reddy Motion Passed 6. Ordinance S-1728, 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 item is to authorize the disposal of surplus equipment in the Public Works Department that has reached the end of its useful life and has been replaced with newer models and the donation of a fire hose to the Romeville Fire Academy. MOTION: Ordinance S-1728, 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: Trustee Manzo Seconded: Trustee Nagle ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Nagle, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Reddy Motion Passed B. Discussion on Sports Core Committee Recommendation and Sub-Committee Findings Regarding Long-Term Sustainability of the Bath and Tennis Facilities & a Revised Proposal From the Existing Licensee Operator President Herman explained the next procedural steps. He outlined the early history of Bath & Tennis Club, Paul Butler's influence on the Village and the facilities, changes that occurred Board of Trustees Minutes Page 11 of 14 Regular Meeting of May 27, 2025 throughout the years, including architectural plans, facility features, addition of parking. He discussed the social and economic role of the Bath & Tennis Club amenities and the financial burdens on the Village. President Herman discussed resident and non-resident membership participation, new ideas for enhancements, the structural integrity of the facilities, and the proposed idea of leasing the facility under negotiated terms that could enhance the area and provide a community gathering place for future generations. Trustee Martin clarified the options for funding at the Bath & Tennis Club explaining that the presented financial options are ideas for long-term financial projections. She stated that those may include private partnerships, the Village's investment and support, the Village's outlook on the sustainability of the project and facilities in the future, maintenance costs associated with repairs of new facilities vs repairs of the facilities in current state. She stressed consideration of various outcomes, financial implications and operator options in analyzing long-term financial impacts while highlighting the pros and cons of each scenario. President Herman thanked Trustee Martin for all work that went into preparing the numerous options and invited Chic Chef to make a presentation. Attorney Scott Day representing Chic Chef explained that the concept was a proposed public-private partnership, a complex but well-researched subject by the Village. He expressed his content with having a recommendation from the subcommittee and explained that the company is seeking Board approval to proceed. He introduced a design professional, Mindy Viamontes of MVA Architecture and Interiors, and later concluded the presentation by saying that following the subcommittee's recommendation for a public-private partnership with a banquet operator would allow the Village to effectively use tax revenues while allowing a private entity to help finance the facility. He outlined the challenges to the private operator such as investment recovery and the flexibility to end the partnership should the need arise. Ms. Viamontes shared a presentation providing an aerial view of the site, and explained the concept of moving the facility towards the east to accommodate the pool deck area. She stated that the existing Bath & Tennis Clubhouse structure would remain in place and be renovated, the pool deck would be expanded, and the existing tennis building would be incorporated into the new facility. She shared details of the new facility layout and broke down each space and its features in detail. Trustee Jain presented his own set of slides, stating that his point was to address philosophical and strategic issues that the community and the Board are faced with regarding the next procedural steps on what to do regarding the Sports Core facilities that need attention, renovations and funding. He outlined the Board's intentions to support and maintain all Sports Core facilities, spoke about various areas including the ACE Hardware campus, the unique location and features of the facilities, the engagement and involvement of various community members, provided economic and business perspectives, shared a comparison of comparable communities with similar amenities, ideas for a new vision and more community engagement, his calculations behind the capital investment and possible revenues. To conclude, he urged caution, restraint and further analysis. President Herman thanked Trustee Jain for his presentation and reiterated Trustee Jain's support for maintaining the pool and tennis facilities, despite some people advocating for their removal. He acknowledged that the pool could fail at any point and that the presented features are conceptual only, and while discussions regarding the replacement, design, and costs are necessary, no vote would be taken at this time. The presented financial figures were based on expert assessments and modern standards but were not a final product. President Herman expressed his opinion on the deferred maintenance and sustainability of using seasonal profits from the Golf Course. Trustee Tiesenga expressed appreciation for Trustee Jain's well-thought-out presentation, effectively incorporating many of the conceptual ideas. He acknowledged and praised his fellow Board members for their work with spreadsheets, questioned the idea of repayment of Village-sourced Board of Trustees Minutes Page 12 of 14 Regular Meeting of May 27, 2025 money with interest and profits from non-resident memberships and weddings, noting low resident membership rates. He expressed his concerns regarding the current proposal with Chic Chef rushing into a partnership with Oakbrook Events LLC without clear investor backing or detailed agreement terms. Trustee Tiesenga urged caution against entering into a costly and complicated public-private partnership, and emphasized the importance of exercising restraint and remembering that the Board serves the residents. Trustee Nagle expressed his gratitude for a recent meeting with the Village Manager, President and Village Attorney Castaldo addressing his concerns and questions. He acknowledged the contentious atmosphere throughout the community over the topic and pointed out that the central issue surrounding the addition of a private banquet business on Village land could be facing possible legal challenges due to deed restrictions. He praised President Herman's presentation, which emphasized the deed's intent for the property to benefit the Village residents rather than private businesses, and requested Chic Chef's presence to address the Board's questions and concerns. Trustee Nagle expressed frustration over the lack of clarity and involvement in the proposed public-private partnership proposal and emphasized the importance of understanding the basis of opinions, applicant qualifications and obtaining additional information prior to making a decision. Attorney Scott Day responded to Trustee Nagle's frustration by explaining the process that the Village chose to undertake to solicit proposals, noting that multiple proposals were considered, and a subcommittee was assigned to evaluate them. He stated the proposal from a known vendor, Chic Chef, offering a public-private partnership was chosen for further consideration. He emphasized the need for further details and legal deliberations and that no agreement had been finalized. Mr. Day stressed the complexity and number of challenges surrounding public-private partnerships. Trustee Martin expressed appreciation to the management for all the efforts in putting the information together and explained her role in the financial insights provided in the presentation stating that the numbers were her best guess based on information regarding the pool facilities in the investment for the state-of-the-art upgrades rather than temporary fixes to advocate for a particular position. She acknowledged ongoing questions and concerns surrounding the terms and conditions of the ongoing discussions and expressed eagerness to hear public comments and further Trustee discussions. Trustee Martin thanked everyone for their consideration, research and overall engagement. Trustee Manzo responded to comments concerning a decision to exit the catering and the restaurant business, as well as the decline in revenues from both in recent years. He emphasized that the primary question for the Board was whether to proceed with the proposal on the table. He expressed his disappointment regarding the audience's outbursts during the Sports Core meetings, as well as the criticism directed at the business currently operating the Bath & Tennis Club, both in public forums and on social media. He shared his thoughts on threats of legal action from Board members and disagreements regarding the proposal. At the forefront of his comments, he spoke about the projections presented by President Herman, explaining the benefits to the Village if the deal was to go sideways in the future. He touched on parking lot expansion, new buildings without additional costs to the Village, Golf Course operations that relate to the same deed as the banquets and pool operations. He mentioned the number of changes that the banquet facility building have undergone over the years and that under the current proposal it would be the first time that those changes would not be an expense to the Village. Trustee Manzo mentioned the contentious issue of the possibility of shutting down the Sports Core during election time, adding that President Herman ran on a campaign promise to figure out how to keep it open for future generations. He described the dilemma surrounding the financial obligations in keeping the facilities open, the past deals made by the Village subsidizing various aspects of Sports Core amenities and stated that unless the Village is able to receive a generous donation covering all the expenses to keep the facilities open, the only other option would be to enter into a public-private partnership. President Herman opened the floor to public comments, noting that the Board still has a closed Board of Trustees Minutes Page 13 of 14 Regular Meeting of May 27, 2025 session on the Agenda. Resident Elaine Zannis read comments on behalf of Resident Jacqueline Cantori regarding the safety concerns surrounding the Bath and Tennis swimming pool. Resident Kathy Paskalides of Ginger Creek subdivision expressed her opinion on the presented proposal, pointing out the unique opportunity of the proposed investment by the current leaseholders. She spoke about the unsustainability of continued subsidization of funds to cover long- overdue care and maintenance of the pool and tennis courts, and addressed circulating misinformation among residents, adding that once presented with the facts, many residents fully support the presented opportunity. She urged the Board to continue supporting the promising opportunity that will benefit the Oak Brook community for many generations. Resident Don Adler spoke about his experience with the Sports Core as a former liaison, referencing President Lincoln’s Gettysburg address in making a point regarding the use of monetary reserves. He described the Village process in assessing the proposed deal with Chic Chef and urged the Board not to rush to a decision. He made comments regarding democracy, the recent Sports Core Advisory Committee meetings and called for a referendum. Resident Ray Cesca raised fears concerning the safety of young children on bicycles on the same paths used by commercial vehicles, opposition from residents regarding the proposed project threatening the natural environment of the area and urged the Board to reconsider the project and to prioritize community input. 10. BOARD UPDATES President Herman asked the Board to waive the Board Update section and move on to the Closed Session. 11. ADJOURN TO CLOSED SESSION Village Manager Summers reminded everyone that there are no additional items to consider in an open session and that the meeting would adjourn from the Upper-Level conference room following the Closed Session. President Herman thanked the staff for enduring the long meeting and expressed his appreciation for the audience staying until the end. MOTION: Motion to Adjourn Regular Board of Trustees Meeting to Closed Session at 10:49 p.m. Motioned: Trustee Nagle Seconded: Trustee Jain ROLL CALL VOTE: Ayes: 5 Trustees Jain, Manzo, Martin, Nagle, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Reddy Motion Passed 12. ADJOURNMENT MOTION: Motion to Adjourn Regular Board of Trustees at 11:13 p.m. Motioned: Trustee Nagle Seconded: Trustee Jain ROLL CALL VOTE: Board of Trustees Minutes Page 14 of 14 Regular Meeting of May 27, 2025 Ayes: 5 Trustees Jain, Manzo, Martin, Nagle, Tiesenga Nays: 0 None Abstain: 0 None Absent: 1 Trustee Reddy Motion ATTEST: Netasha Scarpiniti Village Clerk /s/ Netasha Scarpiniti