MINUTES OF A REGULAR VILLAGE BOARD MEETING Village of Clarendon Hills One North Prospect Avenue, Clarendon Hills, Illinois President Austin called the meeting to order at 7:00 p.m. 1. ROLL CALL Present at Roll Call: President Austin, Trustees Flood, Jordan, Jorissen, and Stach Absent: Trustees Knoll and McGarrah (Trustee McGarrah arrived at 8:30 p.m.) Also Present: Village Manager Barr, Assistant to the Village Manager Creer, Finance Director Hartnett, Police Chief Farmer, Fire Chief Leahy, Public Works Director Millette, Community Development Director Ungerleider, and Clerk Tandle 2. PLEDGE OF ALLEGIANCE 3. PETITIONS AND COMMUNICATIONS/PRESIDENT S REPORT There were none. 4. RECESS TO STANDING COMMITTEE MEETINGS Trustee Jordan moved to recess to the Administrative and Legislative, Community and Intergovernmental Affairs, Finance, and Public Safety Committees at 7:05 p.m. Trustee Stach seconded. On a voice vote, the Administrative and Legislative 1. An Ordinance was presented for second consideration and adoption that amends Section 2.4 of the Village Code regarding rules for governing Village Board meetings. Community and Intergovernmental Affairs 1. In August 2014, the Board approved a phased-in approach for updating the Village s website. On June 1, 2015, the Board authorized staff to solicit proposals from outside vendors to redesign the website. Assistant to the Village Manager Creer made a brief presentation outlining the deficiencies of the current website and the desired goals and objectives of the updated website. Based on the five proposals submitted, staff recommended awarding a contract to CivicPlus for website redesign services, maintenance, and hosting. It is anticipated that implementation will take approximately six months. A Resolution was presented for adoption that authorizes Village Manager Barr to execute a contract between the Village and CivicPlus.
Minutes of a Regular Village Board Meeting Page 2 Finance 1. An Ordinance was presented for adoption that authorizes the sale of an assortment of obsolete Village-owned equipment by ebay auction. The Ordinance also authorizes the Village to dispose of any items that do not sell on ebay. 2. The Village has maintained a contract with All Information Services, Inc. (AIS) for its information technology (IT) needs since January 2010. AIS provides 24-hour/7 days per week monitoring and maintenance of the Village s IT infrastructure, including servers, internet service, e-mail and telephone systems, and surveillance cameras. Staff has been very satisfied with the services provided by AIS and requested authorization to renew a Managed Services Agreement with AIS. Jeff Pieta, President of AIS, spoke briefly about the company and the services it provides to municipalities. It was noted that AIS currently provides IT services to the Clarendon Hills Public Library through an Intergovernmental Agreement between the Village and the Library. Going forward, AIS will establish a separate contract with the Library. A Resolution was presented for adoption that approves a proposed renewal Agreement between the Village and AIS for a one-year period from August 1, 2015 through July 31, 2016. Trustee Jordan expressed concern regarding sensitive employee information that is stored on the Village s server and the possibility of identity theft if the server is ever breached. He asked why subcontractors of AIS are indemnified in Schedule A of the renewal Agreement and why there is a $100,000 liability ceiling when coverage is $1,000,000. He requested that the indemnification of AIS subcontractors be removed and that the liability ceiling be removed or modified. The Board concurred with Trustee Jordan s recommendations. Mr. Pieta stated that the renewal Agreement will be amended to reflect the consensus of the Board. Public Safety 1. Pursuant to the Village s policy of replacing police patrol vehicles every four years or 100,000 miles, two vehicles have been identified for replacement during budget year 2015-16, a 2011 Ford Crown Victoria and a 2009 Ford Expedition. Because the Ford Expedition continues to perform well, staff recommended that only the 2011 Ford Crown Victoria be replaced at this time with a 2015 Chevrolet Caprice police patrol vehicle. The new vehicle will be purchased and outfitted through the Suburban Purchasing Cooperative. A Resolution was presented for adoption that authorizes the purchase. 2. On July 6, 2015, the Board considered and approved a proposal to restructure the Police Department. An Ordinance was presented for second consideration and adoption that amends Section 6.3 of the Village Code regarding the Police Department s staffing structure. 5. RECONVENE THE VILLAGE BOARD MEETING Trustee Jordan moved to reconvene the Village Board meeting at 7:55 p.m. Trustee Flood seconded.
Minutes of a Regular Village Board Meeting Page 3 On a voice vote, the 6. ADDRESSES FROM THE AUDIENCE - AGENDA ITEMS There were none. 7. CONSENT AGENDA/OMNIBUS VOTE Items 7.1 and 7.5 were removed from the Consent Agenda. Trustee Jordan moved to approve the Consent Agenda as amended and then itemized by President Austin. Trustee Flood seconded. 7.1. Approval of the Regular Village Board Meeting Minutes of July 6, 2015 [REMOVED FROM CONSENT AGENDA. SEE AGENDA ITEM 8.] 7.2. Second Consideration/Adoption of an Ordinance Amending Section 2.4 of the Clarendon Hills Village Code in regard to Rules of Procedure (Ordinance No. 15-07-42) OMNIBUS VOTE 7.3. Adoption of a Resolution Authorizing the Village Manager to Enter Into a Contract with CivicPlus for Website Redesign Services, Website Maintenance, and Website Hosting in a First Year Amount Not to Exceed $24,215 (Resolution No. R-15-35) OMNIBUS VOTE 7.4. Waive First Consideration, Second Consideration/Adoption of an Ordinance Authorizing the Sale and Disposal of Surplus Equipment Including Bullard T3 Series Thermal Imaging Camera, Cisco Firewall Model #ASA SSM, Zoll Auto Pulse NiMH Battery Charger, 2005 Ford Crown Victoria 4-Door Sedan, 2006 John Deer 1445 Series II Mower, and Konica Minolta Bizhub 421 Copier (Ordinance No. 15-07-43) OMNIBUS VOTE 7.5. Adoption of a Resolution Approving a Renewal Agreement between the Village of Clarendon Hills, DuPage County, Illinois and All Information Services, Inc. for Information Technology Services (Resolution No. R-15-36) [REMOVED FROM CONSENT AGENDA. SEE SEPARATE MOTION BELOW.] 7.6. Adoption of a Resolution Authorizing the Purchase of a 2015 Chevrolet Caprice Police Patrol Vehicle in the Amount of $28,006.58 from Currie Motors Fleet of Forest Park, Illinois (Resolution No. R-15-37) OMNIBUS VOTE 7.7. Second Consideration/Adoption of an Ordinance Amending Section 6.3 of the Clarendon Hills Village Code in regard to Membership (Establishing Staffing for the Police Department) (Ordinance No. 15-07-44) OMNIBUS VOTE 7.8. Approval of Claims Ordinance 15-07-02 OMNIBUS VOTE
Minutes of a Regular Village Board Meeting Page 4 7.9. Acceptance of the Treasurer s Report for the Period May 1, 2015 through May 31, 2015 OMNIBUS VOTE IMMEDIATELY FOLLOWING THE OMNIBUS VOTE: 7.5. Trustee Stach moved to approve the proposed Renewal Agreement between the Village and All Information Services, Inc. after the Village Manager, the Village Attorney, or their designee authorizes removing or modifying the language regarding subcontractors where it appears in Section 15 of Schedule A and removing or modifying the $100,000 liability ceiling where it appears in Section 16 of Schedule A, as discussed during the Finance Committee meeting, prior to final execution of a Resolution Approving a Renewal Agreement between the Village of Clarendon Hills, DuPage County, Illinois and All Information Services, Inc. for Information Technology Services (Resolution No. R-15-36). Trustee Flood seconded. 8. APPROVAL OF MINUTES Trustee Flood moved to approve the Regular Village Board Meeting Minutes of July 6, 2015. Trustee Jorissen seconded. Ayes: Trustees Flood, Jordan, Jorissen, and McGarrah Abstain: Trustee Stach 9. REPORTS OF STANDING COMMITTEES 9.1. Administrative/Legislative Trustee Stach asked: (1) if the Village has an emergency action plan in place in the event of a major storm/flood event to address identified soft spots in the Village; (2) if and how staff is prioritizing amending chapters in the Village Code, and stated that reviewing and amending the Village s Zoning Code should be a high priority; (3) when staff anticipates incorporating a podcast broadcasting system to record Village Board and other Committee meetings into the new website design; and (4) what measures need to be taken to address the proposed shortened fiscal budget year. Public Works Director Millette outlined how staff addresses heavy rainfall events. Staff advised that the other three items are included in the Village s work plan and that details will be provided to the Board at subsequent meetings. 9.2. Community and Intergovernmental Affairs No report.
Minutes of a Regular Village Board Meeting Page 5 9.3. Finance No report. 9.4. Land Use No report. 9.5. Public Safety No report. 9.6. Public Services Trustee Flood reported that the Public Services Committee met prior to the Village Board meeting to discuss standards and guidelines regarding storm water ditches and drainage issues in the Village. He advised that staff will prepare follow-up information and report back to the Board. 10. REPORTS OF OFFICERS Village Manager Barr announced that the August 3, 2015 Village Board meeting has been cancelled. He apologized that the installation of the new key fob system for the Village Hall is taking more time than originally anticipated. He acknowledged staff for maintaining departmental vehicles and equipment as long as possible and for making prudent purchasing decisions. Police Chief Farmer announced that Kelly Proctor, the part-time evening Administrative Assistant, has completed training and has begun her duties at the Department. He congratulated Officers Pasteris and Shaw for receiving a Certificate of Award from the Alliance Against Intoxicated Motorists (AAIM) for outstanding DUI enforcement. He also stated that 2015-16 vehicle stickers are required to be displayed by August 1, 2015. Public Works Director Millette provided an update regarding the 2015 Water Main Replacement Program and the 2015 SSA Road Improvement Program. Community Development Director Ungerleider reported that Peter Pointner led a successful training workshop for ZBA/PC and Downtown Design Review Commission members on July 16, 2015. He also noted that the ZBA/PC is scheduled to conduct a concept review of a multi-story, multi-unit proposal at its August 20, 2015 meeting. 11. OTHER BUSINESS There was none. 12. ADDRESSES FROM THE AUDIENCE NON-AGENDA ITEMS Resident Roberta Schwinn stated that she was dissatisfied with how the Police Department handled three recent situations regarding: (1) a dispute with her neighbor; (2) a ticket she received for not wearing a seatbelt; and (3) not ticketing residents of the Park Willow Condominium who have not yet displayed 2015-16 vehicle stickers. Ms. Schwinn stated that twelve additional fire districts responded to the July 1, 2015 fire at 501 Carlysle Drive and asked who is responsible for paying for their services. Fire Chief Leahy responded that the Village is part of a Mutual Aid Box Alarm System (MABAS) Agreement which prohibits municipalities from charging fees for emergency assistance to neighboring communities.
Minutes of a Regular Village Board Meeting Page 6 13. EXECUTIVE SESSION Trustee Jordan moved to recess to Executive Session under Sections 2(c)(21), 2(c)(6), and 2(c)(11) of the Open Meetings Act to: (1) review and approve Executive Session Minutes; (2) discuss the sale or lease of Village-Owned Property; and (3) discuss pending litigation at 9:40 p.m. Trustee Flood seconded. Trustee Jordan moved to reconvene the Village Board meeting at 10:40 p.m. Trustee Flood seconded. 14. ADJOURNMENT There being no further business to come before the Board, Trustee Flood immediately moved to adjourn the meeting at 10:40 p.m. Trustee Jordan seconded. Dawn M. Tandle Village Clerk