Minutes - 08/12/2014 - Board of Trustees
MINUTES OF THE AUGUST 12, 2014 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
SEPTEMBER 9, 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
7:02 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: 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; Trey VanDyke, Sports
Core Director; and Peter Friedman, Village Attorney.
3. PRESIDENT’S OPENING COMMENTS
A. 2014 GFOA Budget Award
President Lalmalani announced that the Village has once again received the Distinguished
Budget Presentation Award for the 2014 budget from the Government Finance Officers
Association. He presented Finance Director Dangles with the award and thanked her and
the Finance Department on behalf of the Village for their hard work and dedication.
President Lalmalani announced that a special 9/11 ceremony will be held on September
11th at 11:00 a.m. at the Oak Brook Public Library. In case of inclement weather, the
ceremony will be moved to the Library meeting room.
President Lalmalani announced that the next Village Board meeting is set for September 9,
2014.
President Lalmalani announced that last Sunday’s Polo matches were a big success and
that Michael Butler and Grainger Hines were in attendance. They both also were honored
guests at a fundraising event held by the Historical Society on Saturday. He also stated
that Mr. Hanna, President of the International Association of Polo, was also an honored
guest. Finally, President Lalmalani stated that he hopes everyone can come join the
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Village for Polo on August 17th, British Polo Day, August 24th, Family Day and the season
finale on September 14th.
Trustee Adler stated that the sitting Board celebrated its birthday on May 28th and that he is
proud of its accomplishments thus far.
4. RESIDENT/VISITOR COMMENTS
Resident Cathy Giangrasse stated her concerns regarding the proposed approval of the
$49,000 expenditure for the Residential Marketing Plan. She requested that BDI do a
presentation to the Homeowners Presidents to better understand the plan moving forward.
She further requested that the agenda item be tabled for a month so that everyone has a
better understanding of what the plan is.
Resident Mark Karambelas stated that he agrees with Cathy Giangrasse. He thanked
Village employees for their hard work and dedication. He discussed the Oak Brook
Kiwanis Club Golf outing on August 28th, and the Saddle Brook Subdivision tree treatment
for ash borer. He suggested that the Village should reimburse the subdivision for the tree
treatment applications.
5. APPROVAL OF MINUTES
A. REGULAR EXECUTIVE MEETING MINUTES OF JULY 8, 2014
Motion by Trustee Wolin, seconded by Trustee Moy to approve the minutes of the Regular
Executive Meeting of July 8, 2014. VOICE VOTE: Motion carried.
B. SPECIAL BOARD OF TRUSTEES MEETING MINUTES OF JULY 29, 2014
Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the
Special Board of Trustees Meeting of July 29, 2014. VOICE VOTE: Motion carried.
C. SPECIAL BOARD OF TRUSTEES MEETING MINUTES OF JULY 31, 2014
Motion by Trustee Wolin, seconded by Trustee Manzo to approve the minutes of the
Special Board of Trustees Meeting of July 31, 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 August 7, 2014 - $1,707,832.64
Significant Items included in Above:
1) Rathje Woodward, LLC - Legal Services - June, 2014 - $3,333.33 (FY14 – YTD -
$19,999.98)
2) Holland & Knight LLP – Legal Services – June, 2014 - $37,582.92
(FY14 – YTD - $146,832.30)
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TOTAL LEGAL BILLS PAID FOR 2014 - $218,240.53
3) Ravenswood Special Events, Inc. – 2014 Taste of Oak Brook Event Related
Expenses – Final Invoice - $5,3176.69
4) DuPage Convention & Visitors Bureau – 20% of 1% Quarterly Dues – April, May
& June, 2014 - $17,218.39
5) Crawford, Murphy & Tilly, Inc. – 2014 Bridge Rehab Design - P.O. #1 –
Engineering Services - $18,326.40
6) R.W. Dunteman Company – 2014 Street Improvement Project – P.O. #2 -
$163,866.41
7) J. Congdon Sewer- 2014 Water Main Project – P.O. #3 - $524,860.22
B. Approval of Payroll for Pay Period Ending:
1) July 19, 2014 - $735,742.09
2) August 7, 2014 - $743,548.32
C. Community Development Referrals
1) Referral - D & S Estates Resubdivision – 3324 Roslyn Road – Preliminary/Final
Plat of Subdivision
2) Referral – Goebel – 3517 Madison Street - Variation
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Public Works Uniform Service
E. Budget Adjustments-NONE AT THIS TIME
F. Ordinances & Resolutions
1) ORDINANCE 2014-LC-AL-G-1030, An Ordinance amending Title 4, Chapter 1,
Section 8A Of The Village Code Of The Village Of Oak Brook, Illinois Relative
To The Number of Authorized Liquor Licenses (The Drake Oak Brook)
2) ORDINANCE 2014-LY-EX1-S-1404, An Ordinance Adopting A Revision To
The Library Meeting Room And Quiet Study Rooms Policy
3) RESOLUTION 2014 – BGC-IRGTN-PG-R-1385, A Resolution Approving The
Purchase And Installation Of An Irrigation System At the Butler Government
Center.
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4) ORDINANCE 2014 – TC-CTRL-G-1031, An Ordinance Amending Title 7 (Motor
Vehicles And Traffic) of the Village Code In Relation To The Enforcement of
Traffic Regulations In The Saddle Brook Chase Subdivision.
G. Authorization of Bill Payment on August 27, 2014
Motion by Trustee Adler, seconded by Trustee Wolin 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
1) Item 6.A.4. - DuPage Convention & Visitors Bureau – 20% of 1% Quarterly Dues
April, May & June, 2014 - $17,218.39
Trustee Manzo requested a separate vote on the issue.
Interim Village Manager Osten clarified that staff polled hotel managers and that they
recommended unanimously approving this expenditure.
Beth Marchetti, DuPage Convention and Visitors Bureau Executive Director, discussed the
Bureau’s funding model and stated that the Village’s generous funding allows the Bureau
to match the State’s grant and allows planners to generate more business for the local area.
She also mentioned the newly created database for transparency purposes.
Trustee Adler commended the Bureau on their transparency and hard work.
Trustee Yusuf stated that the Village has a statutory obligation to use the money in the
Hotel Tax Fund to promote room occupancy in Oak Brook. He believes that the program
that the Village has now is a good program and cost effective.
Trustee Manzo stated that the Hotels in Oak Brook were not in favor of this tax when it
was imposed upon them.
Discussion ensued regarding the hotel tax and transparency.
Motion by Trustee Baar, seconded by Trustee Adler to approve payment of item 6.A.4.
ROLL CALL VOTE:
Ayes: 5 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 1 – Trustee Manzo
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Abstain: 0 – None
Absent: 0 – None
Motion carried
2) Item 6.F.4. – ORDINANCE 2014 – TC-CTRL-G-1031, An Ordinance Amending
Title 7 (Motor Vehicles And Traffic) of the Village Code In Relation To The
Enforcement of Traffic Regulations In The Saddle Brook Chase Subdivision
Trustee Adler asked Chief Kruger if this enforcement will have an impact on man power.
Chief Kruger stated no since they are already patrolling the area. The ordinance now gives
the Police Department jurisdictional authority if they do run across a violation on private
streets.
Discussion ensued regarding contractual agreements with subdivisions regarding police
jurisdiction over private Oak Brook roads.
Motion by Trustee Adler, seconded by Trustee Wolin to approve item 6.F.4.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
8. BOARD & COMMISSION RECOMMENDATIONS
A. Village of Oak Brook –Sign Regulations – Proposed Text Amendments
Trustee Wolin discussed the proposed text amendments which include:
• Housekeeping amendments
• Signage amendments for the Institutional District, CR District and Historic Graue
Mill Gateway Area
• Amendments for temporary signage and temporary special event/sponsorship
signage
Trustee Wolin also discussed Resident Lindeman’s concerns with the text amendments.
Motion by Trustee Wolin, seconded by Trustee Moy to concur with the Plan
Commission’s recommendation and refer the proposed text amendments regarding signage
to the Zoning Board of Appeals for public hearing. VOICE VOTE: Motion carried.
9. UNFINISHED BUSINESS
A. Refuse Collection Contract – Authorization to Prepare Contract
Trustee Wolin gave a PowerPoint presentation discussing Residential Waste Pick-up, and
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the proposal submitted by Republic Services. The presentation included the following:
• Home Owners Presidents unanimously requested renewal with Republic
• Republic’s cost structure for Oak Brook is in the lower tier
• Republic provides high levels of service
• Service will continue on Monday for one day pick-up and Thursday for two day
pick-up
• Current service offerings will remain in place
• No transition period
• Republic has resources to provide service in case of natural disaster
• Republic owns its own landfill
• Republic has provided service for the Village for 30 years
• Proposed 5-year service contract costs
• Republic’s DuPage customer rate comparison
• Other pricing consideration such as fuel price increase clause and accounts with
special needs
• Recommendation to implement a five year renewal agreement with Republic
Trustee Baar thanked Trustee Wolin for his hard work on this project.
Discussion ensued regarding Republic’s proposed pricing, comparison of contracts with
other communities, items provided to the Village from Republic at no cost, such as refuse
pick-up for Village buildings and donations for the Taste of Oak Brook and Polo,
presenting a counter offer to Republic, and conducting an RFP process instead of
negotiating with Republic.
Trustee Wolin suggested giving Republic two weeks to present to the Village what services
they plan on offering and to provide all Trustees with a copy of the proposed contract.
Motion by Trustee Wolin, seconded by Trustee Moy that staff and the Village Attorney be
directed to finalize a contract with Republic Services formalizing the attached price
proposal.
ROLL CALL VOTE:
Ayes: 5 –Trustees Adler, Baar, Moy, Wolin, and Yusuf
Nays: 1 – Trustee Manzo
Abstain: 0 – None
Absent: 0 – None
Motion carried
ACTIVE BUSINESS
10. A. Confirmation of Appointments – NONE
B. Ordinances & Resolutions
1) RESOLUTION 2014 – FD-PSI-AG-R-1386, A Resolution Extending The Agreement
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Between Paramedic Services Of Illinois, Inc. And The Village of Oak Brook
Fire Chief Liss stated that he had a meeting with Paramedic Services of Illinois, Inc. and
that he is satisfied with their services. He also stated that he will do his due diligence in
evaluating the Village’s options.
Motion by Trustee Baar, seconded by Trustee Manzo that the Village Board temporarily
extend the current contractual agreement between the Village of Oak Brook and Paramedic
Services of Illinois (PSI) by two months to provide additional time to properly evaluate the
Village’s options for continuing such services.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
2) RESOLUTION 2014 – FI-MUNIS-AG-R-1388, A Resolution Authorizing The
Execution Of An Amendment To The Agreement With Tyler Technologies, Inc. For
an Additional Software Module
Trustee Wolin stated that this module will automate time and attendance and will save the
Village money.
Motion by Trustee Wolin, seconded by Trustee Manzo to approve an agreement with Tyler
Technologies, Inc., Falmouth, Maine, for the total amount of $14,455, subject to attorney
and staff review for purchase and implementation of the Munis Employee Self Serve
(Time and Attendance Module).
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
3) RESOLUTION 2014 – FD-V-R-1387, A Resolution Approving The Waiver Of
Competitive Bidding And Authorizing The Purchase Of A Pick-Up Truck And Sports
Utility Vehicle
Motion by Trustee Baar, seconded by Trustee Manzo that the Village Board approve
Resolution R-1387 to waive further bidding since The Suburban Purchasing Cooperative
(SPC) already conducted the bid process and issue a purchase order to Currie Motors Fleet
for one Ford F-350 Pickup in the amount of $44,333 and a purchase order to Currie Motors
Fleet for one Ford Utility Explorer in the amount of $30,176. An amount not to exceed
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$15,000 will be required for incidentals including emergency audio and visual warning
systems, reflective markings, and complete communication packages for these vehicles.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
4) ORDINANCE 2014-PP-S-1405, And An Ordinance Authorizing The Sale Through
Electronic Auction Or Broker, Donation Or Disposal Of Certain Items Owned By The
Village of Oak Brook
Motion by Trustee Baar, seconded by Trustee Manzo that the Board approve Ordinance S-
1405, Authorizing Staff to Dispose of one Ford Ecoline Van, two Ford Crown Victorias,
and a Ford F-250 Pickup by Electronic Auction.
ROLL CALL VOTE:
Ayes: 6 – Trustees Adler, Baar, Manzo, Moy, Wolin, and Yusuf
Nays: 0 – None
Abstain: 0 – None
Absent: 0 – None
Motion carried
C. Award of Contracts – NONE
D. Residential Marketing Plan – Implementation – Authorization to Prepare a Contract
Kristen Jones, Co-Chair of the Residential Enhancement Committee, discussed the history
of the Residential Enhancement Committee and the first phase of the plan of developing a
website as a marketing tool.
Cindy Bohde, from BDI, discussed the marketing and implementation activities that the
Village could undertake. She also discussed the Branding Positioning Statement and the
Brand Promise Statement. She further discussed the 2014 budget of $49,000 for the Oak
Brook Residential Marketing Plan.
Roger Taylor, member of the Residential Enhancement Committee, discussed the need to
get the Oak Brook image out.
Discussion ensued regarding the recent positive changes in the Oak Brook housing market,
the positives and negatives of the proposed marketing campaign, beautifying residential
areas, the total cost of the proposed residential marketing plan, other ways of enhancing the
residential community, and deferring this item until the next Board meeting.
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Trustees thanked BDI and the Residential Enhancement Committee for their hard work on
the marketing plan.
Motion by Trustee Yusuf, seconded by Trustee Adler to direct the Village Attorney to
prepare an agreement to authorize a 2014 expenditure not to exceed $49,000.
Trustee Baar stated that he is not in favor of deferring this item.
Motion by Trustee Yusuf, seconded by Trustee Adler defer this item to the September 9,
2014 Board meeting to explore other options. VOICE VOTE: Motion carried.
E. Interim Financial Update and 2015 Budget Planning
Finance Director Dangles gave a PowerPoint Presentation on the Village’s Finance
through June 30th and the 2015 budget planning. The presentation included the following:
• Financial update of major funds through the second quarter
• Financial update of the Sports Core fund through July 31st
• Salary Plan for union and non-union employees
• Positives that may affect 2015 budget planning
• Issues affective 2015 expenses
• What’s next – concurrence with pre-approved salary plan, discussion of 2015-2018
Strategic Plan, refine 2014 revenues and expenses plus 2015 requests available, and
budget workshop in November
F. 2015 Non-Union Salary Proposal Discussion
Interim Assistant Village Manager Doczekalski discussed the recommendation to add
$121,000 to the proposed budget for non-union merit increases and one-time bonuses for
employees who receive the highest performance rating of excellent on their employee
review.
Discussion ensued regarding the merit and maximum total increases in the salary plan,
paying out the bonus over time rather than a one-time thing, and salary range adjustments.
The consensus was to have further discussion on this matter and to make a final decision
during the budget approval process.
G. Contract Policy Discussion
Attorney Friedman discussed and explained the proposed Contract Policy developed by
Attorney Ben Schuster in consultation with Village staff.
Discussion ensued regarding a review of the contract substance and well as to form, and
streamlining the process of including contracts in Board packets.
VILLAGE OF OAK BROOK MINUTES Page 9 of 11 REGULAR MEETING OF AUGUST 12, 2014
INFORMATION & UPDATES
11. A. VILLAGE MANAGER
Interim Village Manager Osten stated that the proposed Strategic Plan will be sent to the
Board prior to the September 9th meeting.
B. VILLAGE CLERK
Clerk Pruss gave the following information regarding the April 7, 2015 Consolidated
Election:
• September 23, 2014 – First day to circulate petitions
• December 15, 2014 – 22, 2014 – Petition filing period
• March 11, 201 – First day for grace period registration and grace period voting
• March 23, 2015 – First day for early voting
• April 4, 2015 – Last day for grace period registration and grace period voting
She also stated that the positions up for re-election are three Trustee positions, the Village
Clerk position, and the Village President position. She further stated to contact her with
any questions.
C. TRUSTEES
Trustee Adler stated that his 25th wedding anniversary is a week from tonight.
Trustee Yusuf reminded everyone that school will be in session soon and to please
exercise caution on the roads. He also reminded parents and to have their children wear
reflective clothing during the evening hours while out.
D. VILLAGE ATTORNEY – NONE
E. VILLAGE PRESIDENT
Library Director Madorin announced that the Library will be hosting an electronic
recycling event on September 6th at Evergreen Bank. Document shredding will also be
available at the event. She also announced that Dr. Moy will be speaking at the Library
on September 7th about medical marijuana.
ADJOURN TO CLOSED SESSION
Motion by Trustee Yusuf, seconded by Trustee Manzo to adjourn to closed session for the
purpose of discussing (1) minutes of meetings lawfully closed under this act, (2) collective
negotiating matters, (3) litigation, and (4) appointment, employment, compensation,
discipline, performance, or dismissal of specific employees of the public body pursuant to
Section 2c(21), 2c(2), 2c(11), and 2c(1) 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
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Absent: 0 – None
Motion carried
This meeting was adjourned to closed session at 10:15 pm.
12.
ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Baar to adjourn the Regular Meeting of the
Board of Trustees at 12:05 pm. VOICE VOTE: Motion carried.
13.
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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