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R-891 - 01/25/2005 - BOARD - Resolutions Supporting Documents�� � Vii► • Item 9.61) ,WAsa < AGENDA ITEM Regular Board of Trustees Meeting of January 25, 2005 SUBJECT: Release of Closed Meeting Minutes to the General Public from July, 2004 through December, 2004 FROM: Linda K. Gonnella, Village Clerk BUDGET SOURCE /BUDGET IMPACT: N/A RECOMMENDED MOTION: I move to approve Resolution 2005-BD-CL- MIN- EXI -R- 891, A Resolution Approving the Release of Closed Meeting Minutes Background /History: The Open Meetings Act requires that all public bodies shall keep written minutes of all their meetings, whether open or closed. The public body shall periodically, but no less than semi- annually, meet to review minutes of all closed sessions that had not been released to the public. At this time, it is necessary for the Board of Trustees to review minutes so that they may be released to the public by Resolution. Recommendation: Attorney Carden has redacted the necessary sections of the closed meeting minutes from July through December, 2004 for those items that are still pending and require continued confidentiality. That the Board approve Resolution 2005- BD -CL- MIN -EXI -R -891, A Resolution Approving the Release of Closed Meeting Minutes from July, 2004 through December, 2004. Last saved by Default J \WORDDOC\BOARD MEMOS \Closed Sess Min doc Last printed 1/19/2005 2 04 PM 8 C AWARD OF CONTRACTS. 1) JANITORIAL SERVICES Twelve sealed bids were received and opened on Wednesday, November 17, 2004 Bid packages were sent to 20 firms. Staff has received adequate references as to the quality of work provided by Crystal Maintenance Service Corp. All report a good and responsive working relationship. However, as with other contracts of this type, our specifications allow the Village to cancel the contract if the quality of work fails to meet our expectations Village buildings included in the contract to be cleaned are the Butler Government Center, Public Works, Library, Sports Core Admin, Bath and Tennis Clubhouse, and the Golf Club. Motion by Trustee Zannis, seconded by Trustee Korin, that the Village Board approve a three year contract and award it to the lowest responsive and responsible bidder, Crystal Maintenance Services Corp., 1699 Wall Street, Suite 504, Mount Prospect, Illinois 60056, subject to staff review, for Janitorial Services in an amount of $211,275 ($70,425 for 2005, $70,425 for 2006, and $70,425 for 2007) as indicated on the bid tabulation ROLL CALL VOTE. Ayes: 5 - Trustees Aktipis, Craig, Korin, Yusuf and Zannis. Nays 0 - None. Absent. I - Trustee Caleel. Motion carried. 9. NEW BUSINESS: A. CONFIRMATION OF APPOINTMENTS - None President Quinlan sought a consensus of the Board of Trustees to direct the Village Manager and the Village Attorney to draft a sales contract for the highest bidder of Lots 1 and 2 located at the Village's Westchester Park for consideration at the next regularly scheduled Village Board meeting It was a consensus of the Board to concur with Presi ent Quinlan's recommendations. ORDINANCES & RESOLUTIONS 1) RESOLUTION 2005- BD -CL- MIN -EXI -R -891 "A RESOLUTION APPROVING THE RELEASE OF CLOSED MEETING MINUTES" The Open Meetings Act requires that all public bodies shall keep written minutes VILLAGE OF OAK BROOK Minutes Page 13 of 21 January 25, 2005 9. B .../ of all their meetings, whether open or closed. The public body shall periodically, but no less than semi - annually, meet to review minutes of all closed sessions that had not been released to the public. At this time, it is necessary for the Board of Trustees to review minutes so that they may be released to the public by Resolution. Attorney Carden has redacted the necessary sections of the closed meeting minutes from July through December, 2004 for those items that are still pending and require continued confidentiality. Motion by Trustee Zannis, seconded by Trustee Yusuf, for passage of Resolution 2005- BD -CL- MIN -EXI -R -8911 "A Resolution Approving the Release of Closed Meeting Minutes." ROLL CALL VOTE Ayes: 5 - Trustees Aktipis, Craig, Korin, Yusuf and Zannis. Nays: 0 - None. Absent: 0 - Trustee Caleel Motion carried 2) ORDINANCE 2005- LC -AL -G -774 "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 — HYATT REGENCY OAK BROOK" The Pyramid /Contrarian Management, LLC d /b /a the Hyatt Regency Oak Brook has made application to the Village of Oak Brook for a Class D & E liquor license for the hotel establishment located at 1909 Spring Road. Documentation requirements have been fulfilled. A new General Manager Warren Fields is in the process of being fingerprinted and will attend the BASSET seminar being held in February by the Village. He has been BASSET certified but wishes to renew his certificate for the mandatory alcohol awareness training. The applicant has requested that this application be brought before you for your consideration at the Village Board's regular meeting of January 25, 2005 The hotel facilities will remain exactly as they were previously licensed by the Hyatt Corporation. A representative of the establishment will be in attendance of the meeting. Motion by Trustee Aktipis, seconded by Trustee Craig, for passage of Ordinance 2005- LC -Al -G -774, "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." ROLL CALL VOTE. Ayes: 5 - Trustees Aktipis, Craig, Korin, Yusuf and Zannis Nays: 0 - None. Absent: 1 - Trustee Caleel. Motion carried. VILLAGE OF OAK BROOK Minutes Page 14 of 21 January 25, 2005 ,)C MINUTES OF THE JULY 6, 2004 CLOSED MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK REVIEWED BY THE VILLAGE BOARD ON JULY 13, 2004 1 CALL TO ORDER The Closed Meeting of July 6, 2004 was called to order by President Quinlan at 6:02 p.m in the Upper Level Conference Room of the Butler Government Center. 2 ROLL CALL: Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Kevin Quinlan, Trustees Stehos Aktipis, George Caleel, John W. Craig, Susan Chase Korin, Asif Yusuf and Elaine Zannis. ABSENT. None IN ATTENDANCE. Richard B Boehm, Village Manager and Kenneth T. Kubiesa, Village Attorney. 3. UNFINISHED BUSINESS a. To consider the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body 4 ADJOURNMENT. Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at 6 21 p m. to the special meeting. Village of Oak Brook Closed Session Minutes Page 1 of 2 July 6, 2004 ATTEST. L nda K. Gonnella, CMC Village Clerk Village of Oak Brook Closed Session Minutes Page 2 of 2 July 6, 2004 MINUTES OF THE JULY 9, 2004 CLOSED MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK REVIEWED BY THE VILLAGE BOARD ON JANUARY 25, 2005. 1. CALL TO ORDER The Closed Meeting of July 9, 2004 was called to order by President Quinlan at 8 15 p m. in the Upper Level Conference Room of the Butler Government Center 2 ROLL CALL: Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Kevin Quinlan, Trustees Stelios Aktipis, George Caleel, John W. Craig, Susan Chase Korin, Asif Yusuf and Elaine Zannis. ABSENT: None. IN ATTENDANCE: Richard B Boehm, Village Manager; Kenneth T. Kubiesa, Village Attorney and Michael Jurusik of Klein, Thorpe & Jenkins, Ltd. 3. UNFINISHED BUSINESS• a. To consider the appointment, employment, compensation, discipline, . performance or dismissal of specific employees of the public body Village of Oak Brook Closed Session Minutes Page 1 of 2 July 9, 2004 L� 4. ADJOURNMENT. Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at 9.15 p.m. to the special meeting. ATTEST: Linda K Gonnella, CMC Village Clerk Village of Oak Brook Closed Session Minutes Page 2 of 2 July 9, 2004 MINUTES OF THE JULY 12, 2004 SPECIAL CLOSED MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK REVIEWED BY THE VILLAGE BOARD ON JANUARY 25, 2005 1. CALL TO ORDER The Special Closed Meeting of July 12, 2004 was called to order by President Quinlan at 6.10 pm in the Upper Level Conference Room of the Butler Government Center Due to the absence of Village Clerk Gonnella, Village Manager Boehm was the Recording Secretary for the meeting. 2 ROLL CALL: Village Manager Boehm called the roll with the following persons PRESENT President Kevin Quinlan, Trustees Stelios Aktipis and Asif Yusuf ABSENT Trustees George Caleel, John W. Craig, Susan Chase Korin and ZD Elaine Zannis. IN ATTENDANCE: Richard B Boehm, Village Manager 3. UNFINISHED BUSINESS a. To consider the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body 4. ADJOURNMENT- Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the closed meeting at 9:19 p m. ATTE Richard B. Boehm Recording Secretary Village of Oak Brook Special Closed Session Minutes Page 1 of 1 July 12, 2004 MINUTES OF THE JULY 13, 2004 CLOSED MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK REVIEWED BY THE VILLAGE BOARD ON JANUARY 25, 2005. 1. CALL TO ORDER The Closed Meeting of July 13, 2004 was called to order by President Quinlan at 8.40 p.m. in the Upper Level Conference Room of the Butler Government Center. 2. ROLL CALL: Village Clerk Linda Gonnella called the roll with the following persons PRESENT. President Kevin Quinlan, Trustees Stelios Aktipis, George Caleel, John W. Craig, Susan Chase Korin, Asif Yusuf and Elaine Zannis. ABSENT None IN ATTENDANCE Richard B Boehm, Village Manager and Kenneth T. Kubiesa, Village Attorney. 3. REVIEW OF MINUTES a. June 8, 2004 b. June 29, 2004 Special Closed Meeting c. June 30, 2004 Special Closed Meeting @ 9:00 a.m. d. June 30, 2004 Special Closed Meeting @ 6.00 p.m. e. July 6, 2004 The Board concurred to accept the closed meeting minutes as presented with the exception of the June 30, 2004 6 00 p m special closed meeting minutes which will be corrected and presented to the Board for further review. 4 UNFINISHED BUSINESS: a. To consider the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body Village of Oak Brook Closed Session Minutes Page 1 of 3 July 13, 2004 Village of Oak Brook Closed Session Minutes Page 2 of 3 July 13, 2004 5 ADJOURNMENT- Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at 1034 p.m. to the special meeting. ATTEST: Linda K. Gonnella, CMC Village Clerk Village of Oak Brook Closed Session Minutes Page 3 of 3 July 13, 2004 MINUTES OF THE JULY 16, 2004 CLOSED MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK REVIEWED BY THE VILLAGE BOARD ON JANUARY 25, 2005. Village Clerk Gonnella asked for a motion from the floor to appoint a Temporary Chairman in the absence of Village President Quinlan. Motion by Trustee Zannis, seconded by Trustee Korin, to appoint Trustee Caleel as the Temporary Chairman VOICE VOTE- Motion carried 1. CALL TO ORDER The Closed Meeting of July 16, 2004 was called to order by Chairman Caleel at 3 57 p.m. in the Upper Level Conference Room of the Butler Government Center 2 ROLL CALL Village Clerk Linda Gonnella called the roll with the following persons PRESENT' Trustees Stelios Aktipis, George Caleel, John W. Craig, Susan Chase Korin, Asif Yusuf and Elaine Zannis ABSENT President Kevin Quinlan IN ATTENDANCE: Richard B. Boehm, Village Manager and Kenneth T. Kubiesa, Village Attorney 3 UNFINISHED BUSINESS a. For the purpose of considering the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body Village of Oak Brook Closed Session Minutes Page l of 3 July 16, 2004 Village of Oak Brook Closed Session Minutes Page 2 of 3 July 16, 2004 IN 4. NEW BUSINESS 5. ADJOURNMENT Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at 5.00 p.m. to the special meeting ATTEST. Linda K. Gonnella, CMC Village Clerk - Village of Oak Brook Closed Session Minutes Page 3 of 3 NO July 16, 2004 MINUTES OF THE AUGUST 30, 2004 CLOSED MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK REVIEWED BY THE VILLAGE BOARD ON JANUARY 25, 2005 1 CALL TO ORDER The Closed Meeting of August 30, 2004 was called to order by President Quinlan at 7:29 p m. in the Upper Level Conference Room of the Butler Government Center President Quinlan announced that he would withdraw from the closed meeting at 7:35 p.m. to facilitate better dialogue between the Village Board members regarding the selection process of a permanent Chief of Police In the absence of President Quinlan, Village Clerk Gonnella requested a motion from the floor to appoint a temporary Chairman for the meeting. Motion by Trustee Aktipis, seconded by Trustee Yusuf, to appoint Trustee Caleel as Acting Chairman of the meeting VOICE VOTE. Motion carried. Chairman Caleel excused Village Manager Richard Boehm and Village Attorney Kenneth Kubiesa from the meeting. Chairman Caleel called the closed meeting to order at 7.36 p m. in the Upper Level Conference room of the Butler Government Center. 2. ROLL CALL: Village Clerk Linda Gonnella called the roll with the following persons PRESENT: Chairman George T Caleel, Trustees Stellos Aktipis, John W Craig, Susan Chase Korin, Asif Yusuf and Elaine Zannis. ABSENT: President Kevin Quinlan. 3: UNFINISHED BUSINESS- a. To consider the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body Village of Oak Brook Closed Session Minutes Page 1 of 2 August 30, 2004 16 - 4 ADJOURNMENT: Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn the meeting at 8.31 p.m. to the special meeting ATTEST: a� Linda K. Gonnella, CMC Village Clerk Village of Oak Brook Closed Session Minutes Page 2 of 2 August 30, 2004 MINUTES OF THE SEPTEMBER 28, 2004 CLOSED MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK REVIEWED BY THE VILLAGE BOARD ON JANUARY 25, 2005 1 CALL TO ORDER t The Closed Meeting of September 28, 2004 was called to order by President Quinlan at 8 44 p m. in the Upper Level Conference Room of the Butler Government Center. 2 ROLL CALL- Deputy Village Clerk Carol Harty called the roll with the following persons PRESENT. President Kevin Quinlan, Trustees Stelios Aktipis, George Caleel, John W. Craig, Susan Chase Korm, Asif Yusuf and Elaine Zannis. ABSENT. None IN ATTENDANCE. Richard B. Boehm, Village Manager; Jeffrey Moline, Assistant Village Manager; Kenneth T Kubiesa, Village Attorney and Jim De Ano, Attorney. 3. APPROVAL OF MINUTES - None presented. 4. UNFINISHED BUSINESS - None presented. 5. NEW BUSINESS a. To consider litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting 6 ADJOURNMENT Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at 9:26 p m. to the special meeting Village of Oak Brook Closed Session Minutes Page 1 oft September 28, 2004 ATTEST arol Harty Deputy Village Clerk Village of Oak Brook Closed Session Minutes Page 2 of 2 September 28, 2004 MINUTES OF THE NOVEMBER 17 2004 CLOSED MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK REVIEWED BY THE VILLAGE BOARD ON JANUARY 25, 2005 1 CALL TO ORDER In the absence of President Quinlan, Village Clerk Gonnella requested a motion from the floor to appoint a temporary Chairman for the closed meeting Motion by Trustee Craig, seconded by. Trustee Aktipis, to appoint Trustee Caleel as the Chairman for the closed meeting VOICE VOTE Motion carried The Closed Meeting of November 17, 2004 was called to order by Chairman Caleel at 7.10 p.m. in the Upper Level Conference Room of the Butler Government Center. 2. ROLL CALL: Village Clerk Linda Gonnella called the roll with the following persons PRESENT Trustees Stelios Aktipis, George Caleel, John W. Craig, Susan Chase Korin, Asif Yusuf and Elaine Zannis. ABSENT: President Kevin Quinlan. IN ATTENDANCE. Richard B. Boehm, Village Manager. 3. UNFINISHED BUSINESS. a To consider the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body 4 ADJOURNMENT Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the closed meeting at 9:14 p.m. ATTEST. Linda K. Gonnella, CMC Village Clerk Village of Oak Brook Closed Session Minutes Page 1 of 1 November 17, 2004 MINUTES OF THE DECEMBER 14, 2004 CLOSED MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK REVIEWED BY THE VILLAGE BOARD ON JANUARY 25, 2005 1 CALL TO ORDER The Closed Meeting of December 14, 2004 was called to order by President Quinlan at 7 3 8 p.m in the Upper Level Conference Room of the Butler Government Center 2 ROLL CALL. 3 Village Clerk Linda Gonnella called the roll with the following persons PRESENT. President Kevin Quinlan, Trustees Stelios Aktipis, George Caleel, John W Craig, Susan Chase Korn, Asif Yusuf and Elaine Zannis. ABSENT: None. IN ATTENDANCE- Richard B Boehm, Village Manager; Jeffrey Moline, Assistant Village Manager and Kenneth T. Kubiesa, Village Attorney UNFINISHED BUSINESS a. To set a price for the sale or lease of property owned by the public body b To consider the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body Village of Oak Brook Closed Session Minutes Page 1 of 2 December 14, 2004 10 4. ADJOURNMENT Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at 7.55 p.m. to the special meeting. ATTEST: Linda K. Gonnella, CMC Village Clerk Village of Oak Brook Closed Session Minutes Page 2 of 2 December 14, 2004 0