Minutes - 01/23/2006 - Committee of the WholeMINUTES OF THE JANUARY 23, 2006 COMMITTEE OF THE
WHOLE MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED
AS WRITTEN BY VILLAGE BOARD ON FEBRUARY 13, 2006.
I . CALL TO ORDER:
The Committee of the Whole Meeting of the Village Board of Trustees was called to
order by President Quinlan in the Samuel E. Dean Board Room of the Butler
Government Center at 7:40 p.m.
2. ROLL CALL:
Village Clerk Linda Gonnella called the roll with the following persons
PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, Jeffrey J.
Kennedy, Kathryn F. Manofsky, Robert G. Sanford and Asif Yusuf.
ABSENT: Trustee John W. Craig.
IN ATTENDANCE: Richard B. Boehm, Village Manager; Margaret Klinkow, Library
Director; Michael J. Meranda, Public Works Director and Nancy Hayden, Chairman of
the Friends of the Library.
3. HVAC SCREENING PROJECT FOR VILLAGE HALL & LIBRARY
Village Manager Boehm reminded the Board that they had set this project as a priority
in preparation for the 2005 budget. He reported that staff pursued bids for this project
twice and the Board awarded the project to Legat Architects on August 9, 2005. He
introduced Mark Rohde from Legat Architects who has worked with staff to develop
several options for the Village Hall and several more for the Library HVAC screening.
In addition, Legat was asked to develop ideas which are outside of their scope of
services and not yet budgeted, to get Board reaction to change the entryway to the
Village Hall from the current location on the north side of the complex to the east side.
He explained that it appears that most visitors enter through the east side of the building.
During the renovation of the complex it was thought that the north entrance would be an
appropriate entrance, however the north entrance appears to be a less desirable entrance
because the reception desk is far removed from the entrance, parking is further removed
from the entrance and visitors drive through what appears to be the back of the building
past the sally port and the police car parking which generally is at the back of a
municipal complex.
Mr. Rohde offered three visual options for each building and for the main entrance. He
provided cost estimates and material samples and catalogues of the materials suggested.
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3. The first option suggested for the HVAC units at the Municipal Complex was a semi-
transparent screen, mesh, perforated panel which would wrap the units and address them
as mechanical units using the rigid geometry of the units. A second option would use
the same plan but the walls would be brick with the same detail, pattern and style of the
current building. It would also add a lighter mesh material at the top to decrease some
of the mass. The final option encloses the units with the exact plan as the current
building.
Mr. Rohde offered a conceptual idea for an entry plaza that includes the HVAC
screening, adding raised planters with seating areas and a couple of water features
picking up the geometry of the existing building.
Mr. Rohde offered visual ideas for the Library screening. Option 1 proposed taking the
existing concrete block wall and clad it with cedar siding to tie it into the building
without completely covering the wall. The second option would be the same concept
but would extend the upper portion. The last option would use the same type of metal
mesh material offered for the Village Hall to be a sculptural element in of itself by
cladding the entire unit with metal panels, horizontal bars, using wavy patterns.
The more radical approach of option I for the Village Hall was discussed. Mr. Rohde
felt that because of the contemporary architecture of the building it would lend itself to
this option by respecting the geometry but adding a new look.
The brick structure was questioned as to airflow and efficiency of the units being
completely enclosed. Mr. Rohde responded that those issues were taken into
consideration.
Mr. Rohde provided cost estimates for the options. Option 1 - $166,000, Option 2
$124,000 and the all brick version $114, 000. The Library Option 1 $86,000, Option 2
$115,000 and Option 3 almost $200,000. In response to Trustee Kennedy's question as
to the amount budgeted for these projects, Public Works Director Michael Meranda
responded that there was not enough funding. He indicated that when the budget was
put together the figures used came from the original estimates provided at the time of
construction.
In response to Trustee Manofsky's question related to a ballpark figure for the entry
plaza project, Mr. Rohde responded he expected it would be somewhere between
$300,000 and $500,000.
Discussion ensued related to a suggestion to move the units or bury them.
Discussion ensued relative to the Library options and there appeared to be consensus
that the cedar option (option 1) for the Library was what Trustees were looking for and
it also happens to be the cheapest option. Mr. Rohde suggested that the Board narrow
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3. the options to one, then they would offer more detailed options. There was consensus
that before going forward with the Village Hall options to look into the options
suggested about moving or burying the HVAC units.
4. BEAUTIFICATION PROJECT
In October 2005, Hitchcock Design Group (HDG) proposed a fee of $85,500 to provide
an opportunity analysis, alternative beautification concepts and a final beautification
master plan on a Village -wide basis. HDG understands that the Village Board would
like to move forward with the project, but would like to find ways to reduce the initial
investment. Given the importance of both the beautification and corridor projects, and
the likelihood that they will be accomplished concurrently regardless of which
consultant team is chosen for the corridor, they suggest the following approach in order
to launch the beautification project.
HDG proposes to reduce the scale of the project by removing the 22nd Street corridor,
the Village Hall landscape and the Village logo projects from the base assignment.
They will still provide the same scope of services (process) and same deliverables
(products) that were described in our October proposal, but for a reduced base fee of
$575100, plus customary reimbursable expenses. For the Board's consideration, prior to
the completion of the Preliminary Opportunity Analysis, they could add any, or all of
these projects back into the assignment for the following additional fees: Village Hall
landscape $5,000; Village logo $7,500; and 22nd Street Corridor $15,900.
Given its prominence, the streetscape beautification component of the corridor project
is, clearly, a strategic part of a Village -wide beautification. Consequently, HDG
recommends consideration of authorization of that component with the balance of the
beautification master plan. HDG believes that the public participation process that is
outlined in the scope of services, while labor - intensive, is critical to the success of the
initiative. Therefore, they respectfully suggest that the process not be dramatically
altered in an effort to reduce the project cost. Compared to the probable construction
costs of any streetscape improvement, the cost of public participation is nominal.
Mr. Hitchcock would still be the project leader and Tim King the project manager.
Frank Clements, Lance Thies and other members of the Urban Design Team will be
involved throughout the duration of the engagement.
Mr. Hitchcock summarized the changes offered above to the scope of services provided.
Trustee Kennedy reiterated his concern for the original overall cost of $85,000 for
design only, not including any construction costs. He asked what was included in the
schematic designs. Mr. Hitchcock responded that it was similar to the process they just
went through with the design ideas for the screening project. The Board would be
offered recommendations. Along with those recommendations would be a sense of the
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4. process necessary to advance those recommendations and what the likely cost would be
to construct those recommendations. When the Board indicates what they have
determined to spend, there would be design development which would finalize the
components, materials, dimensional and organizational characteristics, the construction
documents and the contract administration for the portion that would be completed. He
estimated that this segment would be approximately 7 - 9% of the total construction
price.
Trustee Aktipis suggested the Board would need to determine what the anticipated final
overall project cost of the beautification project. President Quinlan suggested that this
would be a long term project over approximately ten years budgeting about $150, 000
per year.
Mr. Hitchcock responded that based on those projections, the design development over
the ten years would be approximately $100,000 but that would be broken up based on
each years budgeted project. He added that the next phase would provide the Village
with a map that would show guidelines as to how the Village might invest a series of
projects.
Manager Boehm indicated that the current Five -Year Plan budgeted $75,000 for
plantings and $20,000 for design each year. Discussion ensued regarding whether the
budgeted money be used only for trees or to include other beautification aspects. There
were differing opinions, but it was felt that the Village does need a master plan.
Trustee Kennedy asked what were the projected budget and plans for 2006. Manager
Boehm responded that there was $215,000 budgeted.
President Quinlan suggested that this project be brought to the Board at the February
meeting for formal vote to award the contract and have the Board make a formal award
or denial.
Trustee Aktipis expressed his opinion on what he did not wish to see as part of the plan.
President Quinlan also expressed his desires, but did not know what that meant in terms
of actual aspects. He indicated that he expected that to be provided in the design.
Understated elegance appeared to be the underlying philosophy of the Board and that as
part of the design public input was an important phase.
5. ADJOURNMENT:
Motion by Trustee Yusuf, seconded by Trustee Sanford, to adjourn the Committee -of-
the -Whole Meeting at 9:10 p.m. VOICE VOTE: Motion carried.
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ATTEST:
Linda K. Gonnella, CMC
Village Clerk
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