Dupage Policy Journal

City of Oakbrook Terrace City Council met Jan. 14

Here is the agenda provided by the council:

Mayor Paul Esposito

City Council Members: City Clerk Michael Shadley

Ward 1: Alderman Charlie Barbari and Alderman Joseph Beckwith

Ward 2: Alderman Frank Vlach and Alderman Dennis Greco

Ward 3: Alderman Bob Rada and Alderwoman Mary Fitzgerald

I. CALL TO ORDER

II. ROLL CALL

III. PLEDGE OF ALLEGIANCE

IV. ADDITIONS OR DELETIONS TO THE AGENDA

V. APPROVAL OF MINUTES - CHANGES OR CORRECTIONS

1. Meeting Minutes of December 10, 2024

VI. PUBLIC PARTICIPATION

VII. ACTION ITEMS / CONSENT AGENDA

1. Payment of City Bills: January 14, 2025, In The Amount of $355,377.51

2. Ordinance No. 25-01 - An Ordinance Amending Chapter 156 Entitled "The Zoning Ordinance Of The City Of Oakbrook Terrace" Of Title XV Entitled "Land Use" Of The Code Of Oakbrook Terrace, Illinois (Definitions And Roofs Mounted Private Solar Collection Panels)

3. Ordinance No. 25-02: An Ordinance Authorizing The Issuance Of A Notice Of Award And To Approve And Authorize The Execution Of A Contract For The 2024 Supervisory Control And Data Acquisition Improvements Project In The City Of Oakbrook Terrace, Illinois

VIII. ITEMS REMOVED FROM THE CONSENT AGENDA

IX. RECESS TO COMMITTEE OF THE WHOLE

X. MAYOR ESPOSITO

XI. COMMITTEE OF THE WHOLE

1. Draft Ordinance Approving A Rider Extending The Term Of Agreement For Library Services Between The City Of Oakbrook Terrace And The Villa Park Library Dated December 17, 1987

Please review the letter from Villa Park Library Director Sandra Hill, which is included in your packet. The library is proposing a rate increase for single-family homes from $294.33 to $308.29, and for apartment rates, from $239.17 to $251.13. Additionally, the library will raise the service fee from $4.03 to $8.00. All proposed changes will take effect on May 1, 2025.

At the City Council meeting on April 23, 2024, Ordinance 24-15 was passed, authorizing the City to establish a user fee to supplement the partial funding provided through the City's tax revenues. This will result in an annual fee of $20.00.

Deputy Director Kandice Krettler will be in attendance to present some statistical information and answer any questions the City Council may have.

Recommended Action: If the proposed increase is acceptable to the Council at this time, staff will inform the Library of the Council’s intent, and the draft ordinance will be placed on the following consent agenda.

2. Draft Resolution Authorizing And Approving An Agreement Between The City Of Oakbrook Terrace And The DuPage Convention And Visitor's Bureau For Professional Services To Promote Tourism And Provide Marketing And Administrative Services Related Thereto For The City For Fiscal Year 25-26

Please review the materials in your packets. The Hotel and Visitor's Marketing Agreement outlines the Commission's marketing and advertising program through the DuPage Convention & Visitors Bureau (DCVB) for a duration of one year.

The DCVB and the City of Oakbrook Terrace are actively monitoring the expenses incurred by the Hotel Commission for the marketing plan. They have improved transparency and communication with the City, and we hope that this will lead to increased revenue growth for the hotels for the remainder of this fiscal year.

DuPage Convention & Visitors Bureau Executive Director Beth Marchetti and Hotel Commission Chair Henry Garbers will be in attendance to answer any questions.

Recommended Action: If the Council concurs with the marketing agreement renewal, then the draft resolution will be placed on the subsequent consent agenda.

3. Introduction to In Balance

In Balance IT's unique combination of technology, consulting, and managed services revolutionizes your digital infrastructure, propelling your business forward. In Balance focuses on helping clients achieve their business goals through digital transformation. With the latest technology and a balanced delivery model, our commitment is to your long-term success. We work closely with you to deliver solutions that meet your critical needs.

In Balance IT offers a comprehensive suite of solutions tailored to meet all your IT goals, whether that involves modernizing applications, optimizing infrastructure, or expanding your business globally. Our team possesses the expertise and technical skills necessary to deliver results through consulting, development, implementation, and ongoing maintenance.

Director of Engineering Services Pay Hayes will be in attendance to provide more information regarding their services and answer any questions.

Recommended Action: Informational only

4. Draft Ordinance Amending The Provisions Of The Subchapter Entitled "Purchasing and Procurement Procedures" Of Chapter 30 Entitled "General Provisions" Of Title III Entitled "Administration" Of The Code Of Ordinances Of The City Of Oakbrook Terrace, Illinois

To ensure that the City of Oakbrook Terrace procurement processes remain efficient and align with our operational needs, we have reexamined our current spending thresholds that our outlined in our current Policy Manual. This original ordinance (Ord. 06-39) was passed on 1-23-07.

The current spending thresholds were established based on market conditions back in 2006/2007, which have obviously progressed over the years. The increase in costs for goods  and services along with the growing complexities of procurement needs necessitates these updates.

With our upcoming transition to our new financial software system, BSA, this will greatly reduce repetitive and recurring administrative tasks such as unnecessary approvals for formal bid solicitations and department purchasing. The current thresholds in the policy will increase from raising purchases or bidding from $2500 to $7500, $5,000 to $7500, and $5000 to $10,000 as noted in the attached revised policy. These changes will definitely benefit our city departments by saving time by reducing the frequency of administrative approval for purchases.

Recommended Action: If the Council concurs with the draft ordinance as presented, it will be placed on the subsequent Consent Agenda for approval.

5. Draft Ordinance Amending The City Of Oakbrook Terrace Personnel Policy & Procedures Manual With Respect To Health Savings Accounts For The City Employees

The City is planning to change how our Health Savings Account (HSA) employer benefit contributions are processed through the Finance Department. Soon, HSA contributions will be made on a bi-weekly basis instead of the current semi-annual schedule. This adjustment aligns the contributions with the payroll schedule and ensures more consistent funding throughout the year.

Staff believes this change will simplify contribution management and better support the city’s financial planning, particularly regarding personnel leaves of absence.

Recommended Action: If the Council concurs with the draft ordinance as presented, it will be placed on the subsequent Consent Agenda for approval.

6. 2024 Children's Holiday Party and Luminaires

The budget for the 2024 Children's Holiday Party was set at $8,000, while $2,500 was allocated for the Luminaires event. A total of $6,367.47 was spent on the holiday party, leaving a remaining balance of $1,632.53.

Major expenses for the holiday party included a visit from Santa Claus, a Bubble Show, face painters from Party Picassos, and invitation mailers. Additional costs comprised games purchased from Kohl's, stuffed animals from Farm and Fleet, and a large supply of cookies.

Notable games included Jenga, Twister, Trouble, Connect Four, Candyland, and Sorry. A detailed itemization of these expenses is provided below.

This year, we had a total of 106 children registered for the event, with 91 actually attending. Some parents informed us that their other children were at home or attending different parties.

Overall, attendance was good, especially considering the shortened holiday season. I also had five volunteers who assisted the Public Services staff. A special thank you goes to the Lions Club, Mr. and Mrs. Roger Deddo, and Melissa Headley for their support.

For the Luminaires, supplies were purchased from Amazon at a cost of $1,309.89, along with sand that was provided by the Public Services department.

Recommended Action: Informational Only.

7. Draft Ordinance Annexing Certain Territory To The City Of Oakbrook Terrace, Illinois (1S122 Buttercup Lane Oakbrook Terrace, Illinois)

Homeowner Robert Szulewski, who resides at 1S122 Buttercup Lane, has applied to annex his property into the City of Oakbrook Terrace. The lot is situated in unincorporated DuPage County and features a single-family residence, a detached garage, and a shed. It is adjacent to the city's current municipal border at the west property line.

Vice President and Head of the Municipal Engineering Department, Daniel Lynch, sent a memo to Community Development Director Headley. In this memo, he informed her that he reviewed the Plat of Annexation for the property, which was prepared by Gentile & Associates, Inc. He stated that the Plat generally complies with city standards.

Community Development Director Headley will be in attendance to answer any questions. Recommended Action: If the Council concurs with the draft ordinance as presented, it will be placed on the subsequent Consent Agenda for approval.

XII. COUNCIL MEMBER COMMENTS

XIII. CITY ATTORNEY

XIV. CITY CLERK

XV. CITY ADMINISTRATOR

XVI. RECONVENE THE CITY COUNCIL MEETING

XVII. OLD BUSINESS

ADJOURN

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