Minutes - 07/08/2014 - Board of Trustees
MINUTES OF THE JULY 8, 2014 REGULAR MEETING OF THE
PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN ON JULY 22, 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
7:05 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, Michael Manzo, Mark
Moy, Gerald Wolin, and Asif Yusuf.
ABSENT: Trustee John Baar
IN ATTENDANCE: Art Osten Jr., Interim Village Manager; Cathy Doczekalski, Interim
Assistant Village Manager; Robert Kallien Jr., Community Development
Director, Sharon Dangles, Finance Director; Barry Liss, Fire Chief; Susan
Madorin, Library Director; James Kruger, Police Chief; Michael Hullihan,
Public Works Director; Trey VanDyke, Sports Core Director; and Ben
Schuster, Village Attorney.
3. PRESIDENT’S OPENING COMMENTS
A moment of silence was given for the passing of David Niemeyer’s father and the passing
of Saddle Brook Board member, Fonda Vamvakas.
President Lalmalani discussed the Taste of Oak Brook and stated that approximately
25,000 people attended the event. He also stated that the first polo match of the season
was held last Sunday and encouraged everyone to visit the website
www.oakbrookpolo.com for details on the upcoming polo matches.
A. Proclamation – Athlete of the Year (Bridget Lucas and Aneil Srivastava)
The proclamation was read by Clerk Pruss.
A. Proclamation – Ralph Maxson
The proclamation was read by Clerk Pruss.
B. Annual Greater Oak Brook Chamber of Commerce Update
Valentina Tomov, Oak Brook Chamber of Commerce Director of Economic Development,
gave a presentation on the 2014 Semiannual Economic Development Partnership Report
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which included:
• New Partnership Initiatives
• Work Force Committee Recommendations
• International Outreach
• Young Business Leaders Network
• Oak Brook Polo Advertising
• Hospitality and Retail Commerce
• Retention Projects
• The Experience Oak Brook Luncheon
• Pedestrian Access Project
Trustee Adler questioned the arrangement between the Oak Brook Chamber of Commerce
and the Village and whether there is a written agreement between the two parties.
Discussion ensued regarding payment of the Chamber of Commerce invoice.
4. RESIDENT/VISITOR COMMENTS
Resident Al Knuth discussed the population decline, the Oak Brook Chamber of
Commerce, investigating the integrity of the Village’s water system, and the current street
improvement project.
Resident Terry O’Malley discussed the pension issue faced by Illinois and recommended
that the Village put a referendum on the ballot regarding bidding out Village services.
Other residents who signed up to speak will do so during an agenda item.
5. APPROVAL OF MINUTES
A. SPECIAL EXECUTIVE MEETING MINUTES OF MAY 19, 2014
Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the
Special Executive Meeting of May 19, 2014. VOICE VOTE: Motion carried.
B. SPECIAL EXECUTIVE MEETING MINUTES OF MAY 27, 2014
Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the
Special Executive Meeting of May 27, 2014. VOICE VOTE: Motion carried.
C. SPECIAL EXECUTIVE MEETING MINUTES OF JUNE 2, 2014
Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the
Special Executive Meeting of June 2, 2014. VOICE VOTE: Motion carried.
D. SPECIAL EXECUTIVE MEETING MINUTES OF JUNE 3, 2014
Motion by Trustee Wolin, seconded by Trustee Moy to approve the minutes of the Special
Executive Meeting of June 3, 2014. VOICE VOTE: Motion carried.
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E. SPECIAL EXECUTIVE MEETING MINUTES OF JUNE 7, 2014
Motion by Trustee Wolin, seconded by Trustee Yusuf to approve the minutes of the
Special Executive Meeting of June 7, 2014. VOICE VOTE: Motion carried.
F. REGULAR BOARD OF TRUSTEE MEETING OF JUNE 10, 2014
Motion by Trustee Wolin, seconded by Trustee Yusuf to approve the minutes of the
Regular Board of Trustees Meeting of June 10, 2014. VOICE VOTE: Motion carried.
G. SPECIAL COMMITTEE-OF-THE-WHOLE MEETING OF JUNE 17, 2014
Motion by Trustee Wolin, seconded by Trustee Yusuf to approve the minutes of the
Special Committee-of-the-Whole Meeting of June 17, 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 – June 20, 2014 - $949,895.65
Period Ending – July 3, 2014 - $723,393.19
Significant Items included in Above:
1) Rathje, Woodard, LLC – Legal Services – May, 2014 - $3,333.33 (FY14 – YTD -
$16,666.65)
2) Ancel, Glink, Diamond, Bush, DiCianni & Krafhefer, P.C., - Legal Services –
May, 2014 - $3,282.50 (FY14 – YTD - $21,080.49)
3) Hervas, Condon & Bersani, P.C. – Legal Services – May, 2014 - $193.04
(FY14 – YTD - $5,995.05)
4) Seyfarth, Shaw, LLP – Legal Services – April & May, 2014 - $2,202.75 (FY14–
YTD - $12,826.23)
5) Holland & Knight, LLP – Legal Services – May, 2014 - $22,592.32 (FY14 – YTD -
$109,249.38)
TOTAL LEGAL BILLS PAID FOR YEAR 2014 – YTD - $168,838.80
6) Meridian Industrial Services – Demolition of 615 22nd Street – Payout #1 and Final
- $105,784.00
7) DuPage Water Commission – May 31, 2014 - $384,552.50
8) Greater Oak Brook Chamber of Commerce – Partnership & Grant - $62,500.00
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9) Ravenswood - Taste of Oak Brook 2014 – Remainder of Management Fees &
Event Fees- $33,047.00
10) J. Congdon Sewer – Payout #2 – 2014 Water Main Project - $178,955.26
B. Approval of Payroll for:
1) Pay Period Ending June 7, 2014 - $744,536.45
2) Pay Period Ending June 21, 2014 - $700,508.12
C. Community Development Referrals – NONE
D. Authorization to Seek Bids or Proposals or Negotiate Contracts
1) Pedestrian Access Project G1 (West)– Construction Contract
2) Reject Bids and Authorization to Re-Bid - Reservoir A Fuel Tank Replacement
Project
E. Budget Adjustments – NONE
F. Ordinances & Resolutions
1) ORDINANCE 2014-LC-AL-G-1026, An Ordinance Amending Chapter 1 of Title 4
of the Village Code of the Village of Oak Brook, Illinois Regarding Liquor License
Regulations (update old language)
2) ORDINANCE 2014-PP-S-1402, A 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.(Cardiac Science AED’s & Fire Save
AED’s)
3) ORDINANCE 2014-VCODE-PENALTY-G-1027, An Ordinance Amending Title
1, Chapter 3, Section 1 of the Village Code Regarding the General Penalty (sets
base fine)
G. Treasurers Report – May, 2014 and Major Fund Financial
Motion by Trustee Yusuf, seconded by Trustee Adler to approve the Consent Agenda and
authorize expenditures as presented or amended.
ROLL CALL VOTE:
Ayes: 5 –Trustees Adler, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 1 – Trustee Baar
Motion carried
7. ITEMS REMOVED FROM THE CONSENT AGENDA
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1) Item 6.A.5. Holland & Knight, LLP – Legal Services – May, 2014 - $22,592.32
(FY14 – YTD - $109,249.38)
Trustee Adler discussed the May, 2014 Holland & Knight invoice and stated that he feels
that the Park District Lighting issue should be covered under the retainer fee.
Trustee Wolin stated that the Board previously agreed that the Park District Lighting issue
will not be covered under the retainer since there was a potential for litigation and that it
will be a time consuming matter.
Attorney Schuster gave a brief explanation of the Holland & Knight billing.
Motion by Trustee Adler, seconded by Trustee Wolin to approve payment of item 6.A.5.
ROLL CALL VOTE:
Ayes: 5 –Trustees Adler, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 1 – Trustee Baar
Motion carried
2) Item 6.A.8. – Greater Oak Brook Chamber of Commerce – Partnership & Grant -
$62,500.00
Motion by Trustee Adler, seconded by Trustee Wolin to defer Item 6.A.8. VOICE VOTE:
Motion carried. (Trustees Yusuf and Moy voted no)
8. BOARD & COMMISSION RECOMMENDATIONS – NONE
9. UNFINISHED BUSINESS
A. Police and Firefighters’ Pension Funding
Trustee Adler made a friendly amendment to the motion to include that after either 9 or 10
months that the Board reviews its financial position and consider making additional
pension contributions for 2014. Trustee Manzo agreed.
Discussion ensued regarding the rising pension costs in Illinois.
Motion by Trustee Manzo, seconded by Trustee Wolin that the Village Board approve a
Village contribution of 35.04% of payroll for police officers and 43.46% for firefighters
retroactive to January 1, 2014, and that after either 9 or 10 months that the Board reviews
its financial position and consider making additional pension contributions for 2014.
ROLL CALL VOTE:
Ayes: 6 –Trustees Adler, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
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Abstain: 0 – None
Absent: 1 – Trustee Baar
Motion carried
B. Oak Brook Park District – 1450 Forest Gate Road – Variation – To Amend Section 3,
Paragraph H of Ordinance S-1361
Trustee Moy briefly summarized the history of the Oak Park District lighting issue.
Resident and Oak Brook Park District Board member, Sharon Knitter, discussed the Park
District’s position on the lighting issue and requested that the Board reject the Ordinance
being recommended tonight and consider the July 1, 2014 recommendation and direct the
Village attorney to prepare the necessary Ordinance to implement it.
Resident Andrea Cygan discussed Forrest Gate resident’s position on the lighting issue
matter and stated that they accept the passage of the Ordinance recommended but that it
falls short of safeguarding Forrest Gate residents and the community. She thanked the
Board for their hard work on this matter.
Resident George Huber expressed his disappointment with the actions of the Park District
regarding the lighting issue. He also commended the Park District for the wonderful
programs that they offer.
Resident Ernie Karras thanked the Board for their patience and dedication in reaching a
compromise and stated that Forrest Gate supports the new ordinance as written.
Chris from the Park District clarified that the Park District replaced lights and placed
shields on lights, as requested from Forrest Gate residents.
Community Development Director Kallien briefly explained what the Park District has
done to help eliminate glare and discussed the findings of the two studies conducted and
the Park District’s request on how to measure glare.
Trustee discussion ensued regarding making amendments to the proposed Ordinance, the
class of lighting being used, the difference in the unit of measure, future field lighting
standards, and the 15 additional floating days of evening field use requested by the Park
District.
A friendly amended was recommended by Trustee Adler to allow a 10% variation to the
unit of measure.
Motion by Trustee Moy, seconded by Trustee Manzo to approve Ordinance S-1403 as
prepared by the Village Attorney to amend Ordinance S-1361 regarding lights on Park
District Fields, to allow a plus or minus 10% variation to the unit of measure, and to add
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the word “existing” to Section C3.
ROLL CALL VOTE:
Ayes: 5 –Trustees Adler, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 1 – Trustee Baar
Motion carried
10. ACTIVE BUSINESS
A. Confirmation of Appointments – NONE
B. Ordinances & Resolutions – NONE
C. Award of Contracts – NONE
D. 2013 Comprehensive Annual Financial Report and Management Letter (Sikich)
Jim Savio, from Sikich, presented the 2013 Comprehensive Annual Financial Report and
the Management Letter which included the following:
• Independent Auditors Report
• Opinion Offered by Sikich
• Management’s Discussion and Analysis
• Consolidated Financial Statements of the Village
• Village Equity Positions
• Village Net Income
• Village Fund Financial Statements
• Village Income Statements
• Pension Funding Ratios
• Audit Adjustments
• No Material Weaknesses or Significant Deficiencies Found
Discussion ensued regarding a remedy for excessive employee vacation carryover, internal
accounting controls, and audit/finance committees in other municipalities.
E. Sports Core Update
Sports Core Director VanDyke presented a financial report of current Sports Core
operations which included the following:
• Sports Core Expectations
• 2013 – 2014 Comparison
• Bath & Tennis Memberships
• Golf Memberships and Rounds
• Improvements to the Bath & Tennis Club
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• Golf Bounce Back Coupons
• Long Range Planning
• Conservancy Foundation
• Golf Application for Apple and Android
F. Budgeted Items Placed on Hold Pending Resolution of the 2014 Pension Contributions
Interim Village Manager Osten discussed the budgeted items and opened positions that
were placed on hold pending the resolution of the 2014 pension contributions. He
recommended that the Board allow staff to move forward with the capital projects and
filling positions.
Discussion ensued regarding the $725,000 budgeted amount for a new fire truck and the
consensus was that more information is needed prior to staff recommending the purchase.
G. Authorization to Bid – Station 94 Dispatch Room Renovation
Motion by Trustee Wolin, seconded by Trustee Manzo that the Village Board authorize
staff to prepare specifications and solicit competitive bids for the Station 94 Dispatch
Room Renovation Project.
ROLL CALL VOTE:
Ayes: 6 –Trustees Adler, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 1 – Trustee Baar
Motion carried
11. INFORMATION & UPDATES
A. VILLAGE MANAGER – NONE
B. VILLAGE CLERK
Clerk Pruss stated that the part-time position for the Clerk’s Office is desperately needed
for licensing and special events. She also recommended that the new position be
supervised by Kathy Vonachen.
C. TRUSTEES
Trustee Manzo mentioned the passing of an Oak Brook resident Fonda Vamvakas and
expressed his condolences to the family.
Trustee Adler mentioned the revised Polo numbers and forecast.
D. VILLAGE ATTORNEY – NONE
E. VILLAGE PRESIDENT
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Chief Kruger stated that the Police Auxiliary Unit is up and running and reminded
everyone of the Swearing in Ceremony.
Chief Bliss confirmed that there is a tentative offer from the Dwight Fire Protection
District for the purchase of the old fire truck.
Library Director Sue Madorin stated that the Library has two new employees.
Community Development Director Kallien stated that the Drake Hotel owner will be
requesting occupancy within the next 30 days.
12. ADJOURN TO CLOSED SESSION
Motion by Trustee Adler, seconded by Trustee Yusuf to adjourn to closed session for the
purpose of discussing (1) minutes of meetings lawfully closed under this act, (2) litigation
matters, and (3) sell or lease of property owned by the public body, pursuant to Sections
2c(21), 2c(11), and 2c(6), of the Illinois Open Meetings Act, respectively.
ROLL CALL VOTE:
Ayes: 5 –Trustees Adler, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 1 – Trustee Baar
Motion carried
This meeting was adjourned to closed session at 10:20 pm.
13. ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Yusuf to adjourn the Regular Meeting of
the Board of Trustees at 10:41 pm. VOICE VOTE: Motion carried.
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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