Minutes - 01/13/2004 - Board of TrusteesMINUTES OF THE JANUARY 13, 2004 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN ON JANUARY 27, 2004.
I . CALL TO ORDER: CALL TO ORDER
The Regular 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 7:32 p.m. The Pledge of Allegiance was given.
2. ROLL CALL: ROLL CALL
Village Clerk Linda Gonnella called the roll with the following persons
PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, George T.
Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos and
Asif Yusu£
ABSENT: None.
IN ATTENDANCE: Richard B. Boehm, Village Manager; Jeffrey P. Moline,
Assistant Village Manager; Dale L. Durfey, Jr., Village
Engineer; Bruce F. Kapff, Director of Information Services &
Purchasing; Darrell J. Langlois, Finance Director; Kenneth T.
Kubiesa, Village Attorney; Sue Madorin, Acting Library
Director; Michael J. Meranda, Public Works Director; Bonnie
Sartore, Bath & Tennis Club Manager; Trey VanDyke, Golf
Club Manager and James Fox, Information Services Technician.
3. RESIDENT /VISITOR COMMENT ANNOUNCE
President Quinlan welcomed everyone back from the holidays. He stated his
enthusiasm with the opportunities before the Village and that he envisions the
entire staff and Board exceeding their expectations for the year 2004.
President Quinlan announced that Agenda Item 9.A., Confirmation of
Appointments, has been removed from the agenda to be addressed at a later
date. He thanked Joan Mullins for watching the Board meetings on television.
Manager Boehm welcomed the new Assistant Village Manager Jeffrey Moline
to the team and the Village of Oak Brook.
4. APPROVAL OF MINUTES:
MINUTES
A. SPECIAL MEETING — PUBLIC HEARING BOARD OF TRUSTEES SPEC BD MTG -
MEETING — DECEMBER 9, 2003 PUB I IRG - 12-9-03
VILLAGE OF OAK BROOK Minutes Page 1 of 7 January 13, 2004
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B. REGULAR BOARD OF TRUSTEES MEETING — DECEMBER 9, 2003 REG MTG - 12 -9 -03
C. SPECIAL BOARD OF TRUSTEES MEETING— DECEMBER 29, 2003 SPEC BD MTG -12-
29-03
Motion by Trustee Caleel, seconded by Trustee Yusuf, to approve the
Minutes of the Special Meeting /Public Hearing of the Board of Trustees
Meeting — December 9, 2003, the Regular Board of Trustees Meeting —
December 9, 2003 and the Special Board of Trustees Meeting — December
29, 2003. VOICE VOTE: Motion carried.
CONSENT AGENDA: c. AGENDA
All items on the Consent Agenda are considered to be routine in nature and will
be enacted in one motion.
Trustee Aktipis asked to speak to the agenda item of the water loss by the
Village. He asked if a program could be made of a monthly monitoring so that
the water leakage problems could be corrected sooner. Public Works Meranda
stated that he is working with the Finance Department to do a bi- monthly
review so that corrections could be expedited quickly.
Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Consent
Agenda as presented and that the Board has determined that the circumstances
necessitating the change orders were not reasonably foreseeable at the time the
contract was signed and that the change orders are in the best interest of the
Village and are authorized by law. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
A. ACCOUNTS PAYABLE BILLS
1) RATIFICATION OF ACCOUNTS PAYABLE FOR PERIOD ENDING 12 -29 -03 -
DECEMBER 29, 2003 - $1,490,735.54 $1,490,735.54
Significant items included above:
a) DuPage Water Commission - $167,684.51
2) ACCOUNTS PAYABLE FOR PERIOD ENDING JANUARY 13, 2004 01-13-04-
- $480,891.30 $490,891.30
Significant items included above:
a) James J. Benes & Associates — Payout #5 — 2004 Paving Project -
$16,649.62
b) Dominic Fiordirosa Construction — Payout # 2 — 2003 Water Main
& Drainage Project - $36,325.22
c) Mechanical Inc. — Payout # 1 a, lb and Final — Old Butler School
VILLAGE OF OAK BROOK Minutes Page 2 of 7 January 13, 2004
A,
5. A. 2) c) Boiler Replacement - $24,700.00
d) Backflow Solutions, Inc. — Cross - connection Control Management
Program - $36,016.00
B. APPROVAL OF PAYROLL
1) PAY PERIOD ENDING DECEMBER 6, 2003 - $794,361.71
2) PAY PERIOD ENDING DECEMBER 20, 2003 - $527,249.57
3) PAY PERIOD ENDING JANUARY 3, 2004 - $717,067. 10
C. COMMUNITY DEVELOPMENT REFERRALS
PAYROLL
12 -6 -03 - $794,361.71
12 -20 -03 -
$527,249.57
01-03-04-
$717,067.10
REFERRALS
1) CHEESECAKE FACTORY - 2020 SPRING ROAD -SPECIAL USE SPEC USE - OUTDR
DNG -- c 2020 SPRING
FOR OUTDOOR DINING — REFER TO PLAN COMMISSION RD - HEESECAKE
MEETING OF JANUARY 19, 2004 AND THE ZONING BOARD OF FACTORY
APPEALS MEETING OF FEBRUARY 3, 2004
D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE BIDS, PROPS,
CONTRACTS CNTRCTs
1) EMERGENCY WATER MAIN REPAIR — SALT CREEK CROSSING EMERG wTR MN
31ST STREET RPR - SLTCRK
CRSG AT 31 ST ST,
2) GOLF COURSE COMMODITIES
3) 2004 PAVING PROJECT
GLF CRS COMMD
2004 PVG PROD
E. RESOLUTION 2004 -TX -MFT -R -867, "A RESOLUTION FOR RES 04-1x- MFT -R-
IMPROVEMENT BY MUNICIPALITY UNDER THE ILLINOIS 60'- 04 PvG PROS
HIGHWAY CODE — 2004 PAVING PROJECT"
F. RESOLUTION 2004 -TX -MFT -R -868, "RESOLUTION FOR RES 04-Tx- MFT -R-
868 - 04 CRK SL
MAINTENANCE OF STREETS AND HIGHWAYS BY PROS
MUNICIPALITY UNDER THE ILLINOIS HIGHWAY CODE — 2004
CRACK SEAL PROJECT"
G. 2004 MEMBERSHIP RENEWAL — NATIONAL LEAGUE OF CITIES 04 MEMB -NTL LG
OF CITIES
H. CHANGE ORDER #1 — 2003 WATER MAIN AND DRAINAGE CFINGEORDR #1 -
03 WTR MN &
PROJECT - $1,455.79 — VENDOR — REVISED TOTAL CONTRACT DRNG PROI
AMOUNT - $90,455.79
VILLAGE OF OAK BROOK Minutes
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Page 3 of 7 January 13, 2004
5. I. _RELEASE OF FUNDS — OAK BROOK HOTEL, CONVENTION AND RLS OF FUNDS.. OB
VISITORS COMMITTEE — 2003 4 TH
QTR. - $16,511.99 VISTRSOCTE&
J. REQUEST FOR PURCHASE AUTHORITY - GOLF MERCHANDISE GLF RSLE MERCH
FOR RESALE PURCH
K. 2004 PAVING PROJECT — ACCEPTANCE OF A STORM SEWER 04 PVG PROJ - TRM
SWREASE -24
EASEMENT — 24 ROBIN HOOD RANCH ROBINHOOD RNCH
L. ORDINANCE 2004 - VCODE- CL -MTG- PLCY -G -739, "AN ORDINANCE ORD 04- VCODE -CL-
MTG- PLCY -G -739
ADOPTING A CLOSED SESSION RECORDING POLICY" CLSD sESS RECDG
POLICY
6. ITEMS REMOVED FROM CONSENT AGENDA None. RMVDC AGNDA
7. BOARD & COMMISSION RECOMMENDATIONS None. BD /COMM RECOM
8. UNFINISHED BUSINESS UNFINISHED
BUSINESS
A. CONFIRMATION OF APPOINTMENTS None. CNFRM APPTS
B. ORDINANCES & RESOLUTIONS None. ORD /RES
C. AWARD OF CONTRACTS None. AWARD CT
D. ISSUANCE OF 2004 SCAVENGER/SOLID WASTE HAULER LICENSE ISSUE 04 SCAV LIC
— ROY STROM REFUSE REMOVAL SERVICE INC. - RAY STROM
The Village Code provides for one residential scavenger license (to be
issued to the hauler awarded the residential contract by the Village) and an
unlimited number of commercial scavenger licenses. Pursuant to Section 4-
3-2 of the Village Code, the Village Board issues scavenger licenses upon
recommendation of the Village Manager. Licenses are for the calendar year
and the Board normally considers recommendation at its December meeting
Mr. Brooks from Roy Strom Refuse Removal Service, Inc. indicated that his
company was not able to submit all of the required documentation for the
December Village Board meeting and therefore is now applying for a 2004
Village of Oak Brook Scavenger /Solid Waste Hauler License.
Motion by Trustee Caleel , seconded by Trustee Aktipis, to approve the
issuance of a commercial scavenger /solid waste hauler license to Roy Strom
Refuse Removal Service, Inc. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
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9. NEW BUSINESS
NEW BUSINESS
A. CONFIRMATION OF APPOINTMENTS CNFRM APPTS
President Quinlan had previously announced that this agenda item was
removed to be discussed at a later date.
B. ORDINANCES & RESOLUTIONS None. ORD/RES
C. AWARD OF CONTRACTS AWARD CT
1) SBC MASTER DISCOUNT AGREEMENT SBC MSTR DISC
AGR
The proposed Master Discount Agreement (MDA) has been negotiated
by Doug Johnson, Indaplex, to provide continuing and improved
telephone service rate discounts. Staff chose to review pricing received
by the Suburban Purchasing Cooperative — a group of municipalities that
have banded together to obtain improved pricing on various items based
on their larger combined purchasing power. As a further comparison,
staff contacted a local reseller of telephone services, Cimco, and also
compared their rates. SBC also proved to be very competitive during
this process. In summary, the SBC pricing structure will save the
Village $45,100 over a 2 -year period, versus a savings of $36,800 with
Call One and $18,400 with Cimco.
The proposed MDA is for a 2 -year term, after which the Village will be
able to further review its options. This short term agreement should save
the Village substantial funds over the next 2 years, and coincide with the
likely replacement of our Centrex service sometime during that time
frame.
Motion by Trustee Caleel, seconded by Trustee Korin, that the Village
Board waive further bidding, as this has already been accomplished by
the Suburban Purchasing Cooperative, and approve a Master Discount
Agreement with SBC Global Services, Inc., 225 West Randolph, 9C,
Chicago, IL 60606 for discounted SBC services. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
10. INFORMATION & UPDATES INFO & UPDATES
A. VILLAGE PRESIDENT: VLLG PRES
President Quinlan stated he was glad to return from holiday and thanked
staff for their work in improving the format of the Village Board agenda.
VILLAGE OF OAK BROOK Minutes Page 5 of 7 January 13, 2004
10. Trustee Korin announced that Oak Brook Park District Commissioner
Peters informed her that the Commissioners approved Butler School
funding for the necessary improvements of that facility for the Oak Brook
Historical Society's usage. Manager Boehm thanked Trustee Korin and
Commissioner Peters for their efforts in this project as they will be meeting
further to address this project.
B. VILLAGE MANAGER: No report was given. VLLG MGR
C. VILLAGE CLERK: Clerk Gonnella reminded the public to contact her VLLGcLx
office at 990 -5758 if any residents wish an application for an absentee ballot
for the March 16, 2004 Primary Election.
11. ADJOURN TO CLOSED SESSION ADJRN To CLSD
M TG
A. To consider the appointment, employment, compensation, discipline,
performance, or dismissal of specific employees of the public body or
legal counsel for the public body, including hearing testimony on a
complaint lodged against an employee of the public body or against
legal counsel for the public body to determine its validity.
B. To discuss minutes of meetings lawfully closed under the Open
Meetings Act, whether for the purpose of approval by the body of the
minutes, or for semi - annual review of the minutes as required by the
Open Meetings Act.
Motion by Trustee Craig, seconded by Trustee Korin, to adjourn to
Closed Session at 7:51 p.m. to consider the appointment, employment,
compensation, discipline, performance, or dismissal of specific
employees of the public body and to discuss minutes of meetings
lawfully closed under the Open Meetings Act, whether for the purpose
of approval by the body of the minutes, or for semi - annual review of the
minutes as required by the Open Meetings Act. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
12. ADJOURNMENT: ADJRN
Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at
8:44 p.m. VOICE VOTE: Motion carried.
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ATTEST:
a
Linda K. bonnella, CMC
Village Clerk
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