Minutes - 08/12/2014 - Ad Hoc Legal Bill Committee
MINUTES OF THE AUGUST 12, 2014 AD HOC LEGAL COMMITTEE
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 Special Meeting of the AD HOC Legal Committee was called to order by Chairman Moy in the
Upper Level Conference Room of the Butler Government Center at 5:51 p.m.
2. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons:
PRESENT: Chairman Mark Moy, Trustee Adler, Trustee Baar, Trustee Michael Manzo, Trustee
Asif Yusuf, President Gopal Lalmalani, Champ Davis
ABSENT: Trustee Wolin (arrived later)
IN ATTENDANCE: Interim Village Manager Art Osten, Jr., Interim Assistant Village Manager Cathy
Doczekalski, Village Attorney Peter Friedman, Residents-Sharon Kocour, George Klein, Harry
Peters
3. UNFINISHED BUSINESS
A. Holland & Knight Contract & Retainer
Chairman Moy provided a historical perspective and stated that Holland & Knight’s initial 2011
proposal specified a review of the retainer after six months, which was not done. Village Attorney
Friedman discussed the retainer, the work done for the Village and the discussion at the last
meeting. He reiterated his reasoning for an increase in the retainer amount. Chairman Moy
remarked that the Village has definitely had a good bargain with the retainer and added that Village
Attorney Friedman had agreed to wait for an increase in the retainer amount until after the next
election if that is the wish of the Committee and the Village Board. Chairman Moy added that at this
time it was a non-issue. Trustee Adler expressed that it really is not a non-issue and discussed the
Labor RFP, the fees paid to Holland & Knight and the services provided. He discussed at length the
merits of having inside counsel and stated that the previous in-house counsel was making about
$100,000. Chairman Moy stated that this was over ten years ago and while the Village utilized in-
house counsel much of the work was farmed out. He stressed the successes of the present Village
Attorneys and reiterated that until a cost analysis is done between utilizing in-house counsel versus
outside law firms at present rates, a change should not be made now. Champ Davis expressed the
benefits of a full-service law firm and that because of technology it is not as necessary to have in-
house counsel present at the Village. Trustee Yusuf discussed that communication may be
enhanced with in-house counsel, but also the detriments of using an individual for legal counsel.
Trustee Manzo discussed being cautious about increasing the retainer without input from the
residents and also the value of going out for RFP or considering in-house counsel. Trustee Baar
suggested looking at best practices, what other communities are presently doing, and noted that
previous in-house counsel did farm out a lot of matters. Champ Davis suggested looking at the
average hours worked on in the retainer for 2013 and 2014 and it was stated that the 2013 average
was $111 for retainer work and $238 for non-retainer work. Trustee Adler offered to work with the
Village Manager in providing more data analysis regarding legal costs, etc.
B. Labor Attorney Services RFP
Chairman Moy discussed the present labor attorneys and the results of the RFP responses.
Trustee Adler inquired regarding the process of the RFP. Interim Assistant Village Manager
Doczekalski explained that the RFP was advertised on the Village’s website and also that packets
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were sent to approximately twenty firms, with eight submitting proposals. Discussion ensued
regarding hourly rates and the eight firms which responded and that more information is needed
regarding their practice areas, experience, etc.
Trustee Wolin entered the meeting at approximately 6:35 p.m.
Trustee Adler suggested another law firm, Storino, Ramello & Durkin, which could be considered,
and that the Board needs to strategize what is in the Village’s best interest for labor counsel and
what issues there are with the current labor counsel. Village Attorney Friedman urged that some
communication should be made to the RFP respondents if no interviews are to be scheduled at this
time. Consensus to not make any change in labor counsel for now and continue to discuss the
issues.
4. ADJOURNMENT
Motion by Trustee Manzo, seconded by Trustee Yusuf, to adjourn the Special Meeting of the AD
HOC Legal Committee at 6:47 pm. VOICE VOTE: Motion carried.
ATTEST:
/s/Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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