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Minutes - 05/27/2014 - Board of Trustees MINUTES OF THE MAY 27, 2014 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JUNE 10, 2014 1. CALL TO ORDER The Regular Meeting of the Village Board of Trustees was called to order by President Gopal Lalmalani in the Samuel E. Dean Board Room of the Butler Government Center at 7:04 pm. The Pledge of Allegiance was given. 2. ROLL CALL Village Clerk Charlotte Pruss called the roll with the following persons PRESENT: President Gopal Lalmalani, Trustees Donald Adler, John Baar, Michael Manzo, Mark Moy, Gerald Wolin, and Asif Yusuf. ABSENT: None IN ATTENDANCE: David Niemeyer, Village Manager; Art Osten Jr., Interim Village Manger; Cathy Doczekalski, Interim Assistant Village Manager; Robert Kallien Jr., Community Development Director, Sharon Dangles, Finance Director; Barry Liss, Fire Chief; James Kruger, Police Chief; Michael Hullihan, Public Works Director; Trey VanDyke, Sports Core Director; and Peter Friedman, Village Attorney. 3. PRESIDENT’S OPENING COMMENTS President Lalmalani discussed the Memorial Day Ceremony held in Hinsdale. President Lalmalani asked residents to get involved with their Village by applying for appointments with various village boards or commissions and stated that the Village will soon be looking to fill a vacancy on the Plan Commission. Applications are available at Village Hall and on the website. President Lalmalani announced that this is Manager Niemeyer’s last Board meeting and that he accepted the Manager position with the Village of Tinley Park. On behalf of the Village Board and residents of Oak Brook, President Lalmalani thanked Manager Niemeyer for 7 years of hard work and dedication and wished him the best in Tinley Park. He also announced that a going away ceremony will be held on Thursday, May 29th in the Boardroom at 3:30 pm. President Lalmalani announced that the Village Board together with Committee members Harry Peters and Tom Cygan have met with Voorhees and Associates to review applications received for the Village Manager position and that they plan to meet again in early June. VILLAGE OF OAK BROOK MINUTES Page 1 of 8 REGULAR MEETING OF MAY27 , 2014 Item 3.B.-Employee Recognition was presented prior to Item 3.A. A. Polo Update and Video Presentation Residents Jim Pehtl and Kathy Maher, members of the Polo Committee, presented a video and gave a brief update on the 2014 Polo season. B. Employee Recognition Chief Kruger discussed the minimum wage protest demonstration held on Jorie Boulevard in response to the McDonald Corporation share holders meeting. He also recognized Deputy Chief Jason Cates and Commander Jeff Weber for all their hard work in preparing for the event. He also thanked the organizations, surrounding communities, and the Oak Brook Police Department for their hard work during the demonstrations. 4. RESIDENT/VISITOR COMMENTS Resident Elaine Zannis discussed the new Templeton Reserve Subdivision in Oak Brook and stated the grand opening will be held on June 1st. She also thanked Village staff for all their help. 5. APPROVAL OF MINUTES A. SPECIAL EXECUTIVE MEETING MINUTES OF APRIL 22, 2014 Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the Special Executive Meeting of April 22, 2014. VOICE VOTE: Motion carried. B. REGULAR BOARD OF TRUSTEES MEETING OF MAY 13, 2014 Motion by Trustee Baar, seconded by Trustee Manzo to approve the minutes of the Regular Board of Trustees Meeting of May 13, 2014. VOICE VOTE: Motion carried. C. SPECIAL BOARD OF TRUSTEES MEETING OF MAY 19, 2014 Motion by Trustee Wolin, seconded by Trustee Baar to approve the minutes of the Special Board of Trustees Meeting of May 19, 2014. VOICE VOTE: Motion carried. 6. CONSENT AGENDA All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. There will be no separate discussion of these items unless a Board member so requests, in which event, the item will be removed from the Consent Agenda and considered as the first item after approval of the Consent Agenda. A. Accounts Payable for Period Ending May 22, 2014 - $806,884.80 Significant Items included in Above: 1) Rathje & Woodward, LLC – Legal Services – April, 2014 - $3,333.33 (FY14 – YTD - $13,333.32) 2) Ancel, Glink, Diamond, Bush, DiCianni & Krafhefer, P.C., - Legal Services – April, 2014 - $2,787.50 (FY14 – YTD - $17,797.99) VILLAGE OF OAK BROOK MINUTES Page 2 of 8 REGULAR MEETING OF MAY27 , 2014 TOTAL LEGAL BILLS PAID FOR 2014 – $108,557.31 3) Thomas Engineering Group – Payout #5 & Final – 2014 Water Main Design - $21,821.48 4) DuPage Water Commission - April , 2014 - $311,757.64 B. Approval of Payroll for Pay Period Ending May 10, 2014 - $698,148.49 C. Community Development Referrals – NONE AT THIS TIME D. Authorization to Seek Bids or Proposals or Negotiate Contracts: 1) B&T Clubhouse Exterior Stain & Soffit Repair 2) Jorie Boulevard Lighting Project E. Budget Adjustments – NONE AT THIS TIME F. Ordinances & Resolutions 1) RESOLUTION 2014-PED-ACCESS-DESIGN-AG-R-1375, A Resolution Approving And Authorizing A Professional Services Agreement By And Between The Village Of Oak Brook And Hitchcock Design Group For Design And Engineering Services For Project G Of The Pedestrian Access Project. 2) RESOLUTION 2014-FI-BKSRV-R-1372, A Resolution Adding And Removing Various Officers As Signatories On Village Brokerage Accounts. 3) RESOLUTION 2014- ENG-DESIGN-AG-EX-R-1369, A Resolution Approving And Authorizing A Professional Services Agreement By And Between The Village Of Oak Brook And Christopher B. Burke Engineering, Ltd. For Engineering Services For Improvements Along Commerce Drive. 4) RESOLUTION 2014 -ENG-ST-IMPROVE-AG-R-1370, A Resolution Approving And Authorizing A Professional Services Agreement By And Between The Village Of Oak Brook And Christopher B. Burke Engineering, Ltd. For Engineering Construction Services Related To The 2014 Street Improvement Project. 5) ORDINANCE 2014-PP-S-1400, An Ordinance Authorizing The Sale Through Electronic Auction Or Broker, Donation Or Disposal Of Certain Items Of Personal Property Owned By The Village Of Oak Brook. 6) RESOLUTION 2014-BGC-IRGTN-AG-R-1374, A Resolution Approving And Authorizing The Execution Of An Agreement By And Between The Village of Oak VILLAGE OF OAK BROOK MINUTES Page 3 of 8 REGULAR MEETING OF MAY27 , 2014 Brook And Terracoe For The Installation Of An Irrigation System At The Butler Government Center. 7) RESOLUTION 2014-BD-F&P-RFP-EX-R-1373, A Resolution Terminating An Agreement With Selection Works, LLC And Authorizing The Execution Of An Agreement With Stanard & Associates, Inc. For Testing Services. G. Monthly Treasurer’s Report – April 30, 2014 Motion by Trustee Baar, seconded by Trustee Moy to approve the Consent Agenda and authorize expenditures as presented or amended. ROLL CALL VOTE: Ayes: 6 –Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried 7. ITEMS REMOVED FROM THE CONSENT AGENDA – NONE 8. BOARD & COMMISSION RECOMMENDATIONS – NONE 9. UNFINISHED BUSINESS A. Oak Brook Park District – 1450 Forest Gate Road – Variation – To Amend Section 3, Paragraph H of Ordinance S-1361 - deferred to June 10, 2014 Motion by Trustee Moy, seconded by Trustee Baar to table the Park District lighting matter to the June 10, 2014 meeting. VOICE VOTE: Motion carried. 10. ACTIVE BUSINESS A. Confirmation of Appointments – NONE B. Ordinances & Resolutions 1) RESOLUTION 2014-PL-IS -R-1376, A Resolution Approving The Waiver Of Competitive Bidding And Authorizing The Purchase Of Insurance Benefits For Employees Interim Assistant Manager Doczekalski gave a brief presentation on the purchase of insurance benefits for employees which included the following: • Self-insured Health Plan • Medical, Dental, Life, and Vision up for Renewal • Plan Year July 1 to June 30 • Assistance from Mesirow • Affordable Care Act Changes to Plans VILLAGE OF OAK BROOK MINUTES Page 4 of 8 REGULAR MEETING OF MAY27 , 2014 • Description of Medical Plans and Changes for 2015 • Description of Dental Plan • Description of Life/AD&D Plan • Description of Vision Plan • Medical Premium Sharing • Open Enrollment Meeting in June Brian from Mesirow explained the biding process conducted for reinsurance services. Discussion ensued regarding conducting the bidding process for broker services next year, joining a pool in the future, reinsurance services, and Village costs. Motion by Trustee Manzo, seconded by Trustee Moy that the Village Board, consistent with the recommendation of staff approve Resolution R-1376, A Resolution Approving The Waiver Of Competitive Bidding And Authorizing The Purchase Of Insurance Benefits For Employees. ROLL CALL VOTE: Ayes: 5 –Trustees Adler, Baar, Moy, Wolin, and Yusuf Nays: 1 – Trustee Manzo Abstain: 0 – None Absent: 0 – None Motion carried C. Award of Contracts – NONE D. Soundwall Initiative – UPDATE ONLY Public Works Director Hullihan gave a brief update on the Soundwall Initiative which included the following: • Background on traffic noise concepts • Highway noise policies • Study methodology used for Forest Glen and York Woods sound study • Summary of monitoring results • Study results and recommendations • Two possible areas for improvement; 1) along I-88 in Forest Glen and 2) along Sheffield and I-294 in York Woods • Next step would be a more extensive study on the two areas Discussion ensued regarding homeowner and Village costs, effectiveness of soundwalls in place, and Tollway Authority’s responsibilities. The consensus was that more data should be gathered prior to presenting to residents in the affected areas. E. Residential Enhancement Committee – BDI Presentation VILLAGE OF OAK BROOK MINUTES Page 5 of 8 REGULAR MEETING OF MAY27 , 2014 Resident Todd Rusteberg, Co-Chair of the Residential Enhancement Committee introduced representatives for Business District, Inc. (BDI) and gave a brief summary of the branding and marketing plan. He also thanked Village staff, committee members, BDI, and residents for their support and taking part in the plan. Bridget Lane from BDI gave a brief presentation on the Village Branding Initiative/Residential Marketing Plan which included the following: • Project Objective • Brand Identification Process • Brand Position • Brand Promise • Marketing/Media Plan • Concepts including “Oak Brook Naturally”, “Cosmopolitan Living”, and “Room to Play” • Next Steps including timeline, program set-up, media menu negotiations, and measure impact Trustees thanked everyone involved and discussed the importance of the branding and marketing plan. Resident Todd Rusteberg discussed the next steps and moving forward with the plan. 11. INFORMATION & UPDATES A. VILLAGE MANAGER Manager Niemeyer thanked the Board, the previous Board, residents, and Village staff and stated working for Oak Brook has been the highlight of his career. B. VILLAGE CLERK – NONE C. TRUSTEES Trustee Wolin stated that it has been a pleasure working with Manager Niemeyer and wished him well in Tinley Park. Trustee Manzo stated that residents need to be very careful in what they say during Board meetings. He congratulated Downers Grove for its national recognition of one of the best places to raise children. He also stated that Manager Niemeyer will be missed and wished him the best in Tinley Park. Trustee Baar commended Manager Niemeyer for his hard work for the Village, Chief Kruger for his hard work during the minimum wage protests, and residents Mr. DiCanio and Mr. Blackwell for their work at the Memorial Day Ceremony in Hinsdale. Trustee Moy stated that Manager Niemeyer will be missed. He also thanked the Polo Committee and the Residential Enhancement Committee for their hard work. He further VILLAGE OF OAK BROOK MINUTES Page 6 of 8 REGULAR MEETING OF MAY27 , 2014 congratulated the Oak Brook Police Department for their professionalism during the demonstrations. Trustee Adler stated that he is very impressed with the 2014 Polo season. He thanked Manager Niemeyer for all his hard work for the Village and wished him luck. Trustee Yusuf discussed Polo, residential enhancement, and the demonstrations. He thanked Manager Niemeyer and stated that he learned a lot from him. He also stated that Manager Niemeyer will be missed and has big shoes to fill. D. VILLAGE ATTORNEY Attorney Friedman wished Manager Niemeyer the best of luck. E. VILLAGE PRESIDENT President Lalmalani read a letter from a resident commending the Oak Brook Citizens Police Academy and the Police Department. Chief Kruger thanked the Board and stated that it is an honor to serve as Police Chief. He also wished Manager Niemeyer the best of luck in his new job. Chief Liss wished Manager Niemeyer good luck in his new position. Sports Core Director VanDyke stated that the B&T pool opened over the weekend. He also mentioned the punch list items being done at the Sports Core. He also wished Manager Niemeyer luck in his new position. Acting Village Manager Osten stated that Manager Niemeyer is one of the best Managers in the region and wished him the best of luck. Finance Director Dangles wished Manager Niemeyer the best of luck and stated it has been great working with him. She also stated that sale taxes are up 1.3% from last year and hopes to see it go up higher due to new businesses opening in town. Interim Assistant Manager Doczekalski wished Manager Niemeyer luck in his new position. Public Works Director Hullihan echoed everyone’s sentiments on Manager Niemeyer and wished him luck in his new position. Community Development Director Kallien wished Manager Niemeyer good luck in his new position. 12. ADJOURN TO CLOSED SESSION Motion by Trustee Baar, seconded by Trustee Manzo to adjourn to closed session For the VILLAGE OF OAK BROOK MINUTES Page 7 of 8 REGULAR MEETING OF MAY27 , 2014 purpose of discussing (1) minutes of meetings lawfully closed under this act, (2) litigation matters, and (3) appointments, pursuant to sections 2c(21) , 2c(11), 2c(1) and 2c(3) of the Illinois Open Meetings Act, respectively. ROLL CALL VOTE: Ayes: 6 –Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf Nays: 0 – None Abstain: 0 – None Absent: 0 – None Motion carried This meeting was adjourned to closed session at 8:48 pm. 13. ADJOURNMENT Motion by Trustee Baar, seconded by Trustee Moy to adjourn the Regular Meeting of the Board of Trustees at 10:54 pm. VOICE VOTE: Motion carried. ATTEST: /s/Charlotte K. Pruss Charlotte K. Pruss Village Clerk VILLAGE OF OAK BROOK MINUTES Page 8 of 8 REGULAR MEETING OF MAY27 , 2014