R-950 - 09/12/2006 - TELECOMMUNICTIONS - Resolutions Supporting Documentsf
l' 'l:ji 9 ®B.
Regular Board of Trustees Meeting
of
Septembpr 12, 2006
SUBJECT: Nextel /Sprint Lease Agreement: Replacement of Municipal Antenna
FROM: Jeff Moline, Assistant Village Mana`g,
BUDGET SOURCE /BUDGET IMPACT: NIL-
RECOMMENDED MOTION: I move to Approve a Resolution Approving a
Communications Site Lease Agreement (Ground) between_ the Village of Oak Brook and
Nextel West Corp. subject to final approval of all exhibits by the Village Attorney.
Background/History:
On July 25, 2006, the Village Board directed staff to negotiate a lease agreement between the
Village of Oak Brook and Nextel West Corp (Nextel/Sprint) for a communications lease for the
existing municipal lattice tower site on the municipal complex. The lease agreement stipulates
that Nextel will replace at its sole expense the existing lattice tower with a monopole tower
structure of the same height. The newly erected facility will be owned by the Village of Oak
Brook but fully maintained and repaired by Nextel for the life of the lease. Nextel will also
replace at its expense the complete Village Communications Antennae system currently located
on the lattice tower with new antennae, cabling, and base station (the equipment replacement
payment of $10,000.00 in the lease agreement is for the purchase of the eight (8) antennae and
one (1) video camera). In addition, Nextel will pay a monthly rent of $2,000.00 per month with
a 3% escalator at the commencement of each of the three (3), five (5) year, renewal periods
provided for in the lease along with an administrative fee paid at the approval of the lease of
$7,000.00, which includes $2,000.00 to cover Village attorney fees.
Last saved by administrator J \My Documents\ASSISTANT MANAGER FILES \WORDDOC \Comm Center\2006\AGENDA ITEM Nextel
Lease 091206 doc
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Recommendation:
Staff recommends the Village Board approve the Resolution Approving the Lease
Agreement between the Village and Nextel and execute same after Attorney approval of all
final exhibits.
Last saved by administrator J \My Documents\ASSISTANT MANAGER FILES \WORDDOC \Comm Center\2006\AGENDA ITEM Nextel
Lease 091206 doc
Last printed 9/8/2006 2 18 PM
B. ORDINANCES &RESOLUTIONS
GNEXTEL/SPRINT LEASE AGREEMENT
On July 25, 2006, the Village Board directed staff to negotiate a lease agreement
between the Village of Oak Brook and Nextel West Corp (Nextel /Sprint) for a
communications lease for the existing municipal lattice tower site on the
municipal complex. The lease agreement stipulates that Nextel will replace at its
sole expense the existing lattice tower with a monopole tower structure of the
same height. The newly erected facility will be owned by the Village of Oak
Brook but fully maintained and repaired by Nextel for the life of the lease.
Nextel will also replace at its expense the complete Village Communications
Antennae system currently located on the lattice tower with new antennae,
cabling, and base station (the equipment replacement payment of $10,000.00 in
the lease agreement is for the purchase of the eight (8) antennae and one (1) video
camera). In addition, Nextel will pay a monthly rent of $2,000.00 per month with
a 3% escalator at the commencement of each of the three (3), five (5) year,
renewal periods provided for in the lease along with an administrative fee paid at
the approval of the lease of $7,000.00, which includes $2,000.00 to cover Village
attorney fees.
Summary of the Lease Provisions:
1. The lattice tower will be taken down and removed by Sprint/Nextel (staff is
reviewing the option of retaining part or all of the tower to use at Fire Station 2
to improve radio communications for this station);
2. Erect a new monopole tower that will host all the existing antenna used by the
Village for communications and allow Sprint/Nextel to install their cellular
antenna panels at the top of the tower, 88', consistent with the existing tower
height;
3. The plan is for the monopole and the cellular panels to be white in color to
help the structure blend and be less obtrusive;
4 Replacement of the current (8) Village antenna with new antennae models and
cabling back to the Base Station and to the Communication Center;
5. Next to the tower, Sprint/Nextel would construct a 10' by 30' brick outbuilding
that would house both the Village Communication cabinets and the
Sprint/Nextel cabinets. The building will be a peaked roof design and
constructed of brick in colors to match the Public Works building;
6. All HVAC units will be contained within a wood grain vinyl privacy fenced
area proposed on the west side of the building between the Sprint/Nextel
building and the Public Works building,
7. Twelve (12), 8' Spruce Evergreen trees will be spaced around the perimeter of
the fence for additional screening;
8. A video camera will be installed to allow the Communications Center to
monitor the tower site;
VILLAGE OF OAK BROOK Minutes Page 9 of 13 September 12, 2006
9.B. 9. RF Emissions, or radiation caused by the cell tower or antenna, was reviewed
1) by General Dynamics. According to the analysis conducted by Klaus Bender,
P.E., Sprint/Nextel is will be at 0.153 %, well below the 5.00% threshold.
Overall the Village would be at 6.55% with Sprint/Nextel which is in large part
due to the DCERN (DuPage County Emergency Radio Network) at 3.899 %,
however, this radio is typically exercised once per month in coordination with
the County for testing purposes only (which leaves the tower at a typical RF
Emission of approximately 2.66% However, Sprint Nextel has agreed to
cover the cost of replacing the DCERN radio with a new "point -to- point" style
antennae which will greatly reduce any output thereby improving overall RF
Emissions even further; and
10. Finally, over the past few years, Police and Fire have had difficulty holding
Nextel calls while in the Village buildings. Although, the proposal is
engineered to remedy this problem, staff has added a requirement to the lease
for a BDA system (internal repeater) as a failsafe should Nextel reception
problems continue after the new system is installed.
Village Attorney Kubiesa reported that it had been brought to his attention by
Trustee Kennedy that a typographical error was found in paragraph nine which
will be corrected, but that the Resolution approving the agreement states that the
approval is subject to final approval by the Village Attorney.
Motion by Trustee Kennedy, seconded by Trustee Yusuf, to Approve a
Resolution 2006 - TELECOM -TWR -950 Approving a Communications Site Lease
Agreement (Ground) between the Village of Oak Brook and Nextel West Corp.
subject to final approval of all exhibits by the Village Attorney. ROLL CALL
VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Aktipis. Motion carried.
, C. AWARD OF CONTRACTS — None presented
10. NEW BUSINESS
A CONFIRMATION OF APPOINTMENTS — None presented
B. ORDINANCES & RESOLUTIONS
1) 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 —
Cafe Bellagio
VILLAGE OF OAK BROOK Minutes Page 10 of 13 September 12, 2006