Minutes - 01/13/2009 - Board of Trusteesk
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MINUTES OF THE JANUARY 13, 2009 RESCHEDULED
REGULAR MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS
WRITTEN OR AS AMENDED ON APRIL 28, 2009.
1. CALL TO ORDER
The Rescheduled Regular Meeting of the Village Board of Trustees was called to order by
President Craig in the Samuel E. Dean Board Room of the Butler Government Center at
7:00 p.m.
2. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: President John W. Craig, Trustees James Carson, Jeffrey J. Kennedy,
/Kathryn F. Manofsky, Moin Saiyed, Robert G. Sanford and Gerald Wolin.
ABSENT: None.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Mark Sterk, Village Attorney; Bruce F. Kapff, Director of
Information Services & Purchasing and Michael Hullihan, Public Works
Director.
ADJOURN TO CLOSED MEETING to consider litigation, when an action against,
affecting or on behalf of the village has been filed and is pending before a court or
administrative tribunal, or when the public body finds that an action is probable or
imminent (2c 11)
Motion by Trustee Kennedy, seconded by Trustee Carson, to adjourn to Closed Meeting o
consider litigation, when an action against, affecting or on behalf of the Village has been
filed and is pending before a court or administrative tribunal, or when the public body
finds that an action is probable or imminent. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
The meeting was adjourned to Closed Meeting at 7:02 p.m.
RECONVENE
The meeting was reconvened at 7:38 p.m.
VILLAGE OF OAK BROOK Minutes Page 1 of 9 RESCHEDULED REGULAR MEETING
JANUARY 139 2009
ROT.T. rAT.T.
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: President John W. Craig, Trustees James Carson, Jeffrey J. Kennedy,
Kathryn F. Manofsky, Moin Saiyed, Robert G. Sanford and Gerald Wolin.
ABSENT: None.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Mark Sterk, Village Attorney; Robert L. Kallien, Jr., Director of Community
Development; Dale L. Durfey, Jr., Village Engineer; Darrell J. Langlois, Finance
Director; James Bodony, Fire Chief; Bruce F. Kapff, Director of Information Services &
Purchasing; Margaret Klinkow Hartmann, Library Director; Michael Hullihan, Public
Works Director; Thomas Sheahan, Chief of Police and Trey VanDyke, Sports Core
Director.
3. PRESIDENTS OPENING COMMENTS
This holiday season the Village had its first holiday light contest. Residents were asked to
nominate homes that had outstanding light displays in four different categories. Village
staff members visited each nominated home and evaluated the displays.
President Craig announced the winners as Kids Favorite category — the Veluchamy
residence; Best Use of Light — the Feldman residence (Bear Manor); Best Outdoor
Holiday Tree — the Giandonato residence and the Best Overall Display — the Portillo
residence. The winners of the contest received a holiday plant donated by Stylish Stems
in Oak Brook.
4. RESIDENTNISITOR COMMENT
Resident Peter Huizenga addressed the Board regarding the purchase of the Friary. He
had received President Craig's letter asking for resident comments at this meeting. He
had expected a presentation that would detail the idea. He indicated that he did not
understand the issues and would not like to speak further until he had sufficient
information. Village Manager David Niemeyer responded that the Board was having
preliminary discussions and did not yet have negotiation details, but were looking for
initial input on the idea itself. The thoughts were that if there was a possibility the Village
could acquire the land it would prevent development of the property in the future and
keep it as open space. Mr. Huizenga felt that he would like to know what the Village
could do with the property in order to determine if it was valuable to the Village other
than open space since the Village already had a great deal of open space.
Resident Ardythe Tiesenga addressed the Board urging them to enter into thoughtful and
congenial negotiations with the Park District. She was concerned about the high cost of
room rentals at the Park District and felt that if the Board moved forward with cost
sharing ideas with the Park District that it would help reduce costs for Park District
facilities.
VILLAGE OF OAK BROOK Minutes Page 2 of 9 RESCHEDULED REGULAR MEETING
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4. Resident Judy Lucas addressed the Board regarding President Craig's request for input on
the purchase of the Friary. Ms. Lucas indicated that she did not know how the Village
could afford the cost in this economy.
5. APPROVAL OF MINUTES — None presented.
6. CONSENT AGENDA
ALL ITEMS ON THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE
IN NATURE AND WILL BE ENACTED IN ONE MOTION. THERE WILL BE NO
SEPARATE DISCUSSION OF THESE ITEMS UNLESS A BOARD MEMBER SO
REQUESTS, IN WHICH EVENT, THE ITEM WILL BE REMOVED FROM THE
CONSENT AGENDA AND CONSIDERED AS THE FIRST ITEM AFTER
APPROVAL OF THE CONSENT AGENDA.
A. ACCOUNTS PAYABLE:
1) RATIFICATION FOR PERIOD ENDING DECEMBER 30, 2008 - $626,552.98
2) FOR PERIOD ENDING JANUARY 9, 2009 - $723,664.69
SIGNIFICANT ITEMS INCLUDED IN ABOVE:
a) Odelson & Sterk, Services in November, 2008, $19,521.58
b) Seyfarth, Shaw, Services In November, 2008, $18,332.31
c) Seyfarth, Shaw, Services In November, 2008, $5,118.47
d) Dupage Water Commission - $113,863.20
e) Hitchcock Design Group — Payout # 13 — 22nd Street Improvement Project -
$5,357.80
f) Hitchcock Design Group —Payout #14 — 22nd Street Improvement Project -
$780.00
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING
1) December 13, 2008 - $520,509.17
2) December 27, 2008 - $495,860.61
C. COMMUNITY DEVELOPMENT REFERRALS — None presented.
D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS:
1) 2009 PAVING PROJECT
At the September 9, 2008 Board of Trustees Meeting the Board approved an
Engineering Agreement for design and construction services with James J. Benes
& Associates, Inc. Since that time, the engineers have been proceeding with the
design and are ready to proceed to seek bids.
VILLAGE OF OAK BROOK Minutes Page 3 of 9 RESCHEDULED REGULAR MEETING
JANUARY 13, 2009
6. D. 1) The requested action was to grant approval for the advertising of bids for the
2009 Paving Project.
2) GOLF COURSE EQUIPMENT
Staff seeks authorization to obtain bids for the purchase of equipment for the golf
maintenance operation. Staff wishes to purchase a skid steer loader to replace the
aging (11 yr old) existing loader. This piece of equipment is essential to the
efficient operation of the golf maintenance department. The skid steer loader
(with attachments) performs the tasks of loading, trenching, snow plowing and
pallet work. Staff also wishes to trade in the existing unit and its attachments.
This equipment replacement is included in the capital budget for program 4834
(Golf Course Maintenance). '
The requested action was that the Village Board authorize staff to obtain bids for
the purchase of one Skid Steer Loader and Attachments.
3) GOLF COURSE COMMODITIES
Staff seeks authorization to obtain bids for golf course commodities. These
commodities include pesticides, herbicides, fungicides, sod, seed, and course
supplies. All of these items are included in the 2009 budget for program #834.
The requested action was that the Village Board authorize staff to obtain bids for
golf course commodities.
E. BUDGET ADJUSTMENTS
1) FIRE DEPARTMENT — TRAINING
F. TREASURER'S REPORT — NOVEMBER, 2008
G. ORDINANCE S -1249, AN ORDINANCE AUTHORIZING THE SALE,
DONATION, OR DISPOSAL OF CERTAIN ITEMS OF PERSONAL PROPERTY
OWNED BY THE VILLAGE OF OAK BROOK
Furniture from the Finance Department had reached the end of its' useful life and
have been replaced with newer models. Thos items include a desk, wood table,
printer stand, panel divider and typewriter cart. Department Directors were notified
that these items were available but none had use for them in their departments.
Items will be disposed of by first advertising for bids. If no bids are received, they
will be offered to local schools, churches and not - for - profit agencies. Any remaining
items will be disposed of.
VILLAGE OF OAK BROOK Minutes Page 4 of 9 RESCHEDULED REGULAR MEETING
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6. G. The requested action was for passage of Ordinance S -1249, An Ordinance
Authorizing the Sale, Donation, or Disposal of Certain Items of Personal Property
Owned by the Village of Oak Brook
H. RESOLUTION R -1031, A RESOLUTION SUPPORTING STAKEHOLDER INPUT
AND PUBLIC SAFETY FOCUS FOR THE DUPAGE EMERGENCY
TELEPHONE SYSTEM BOARD AND THE INTEROPERABLE RADIO
NETWORK
On Tuesday, October 21, 2008, the DuPage Mayors and Managers Conference hosted
an information session on the Interoperable Radio Network. The presentation took
place in the Board room of the Oak Brook Village Hall. Members of the ETSB
Radio Steering committee, the ETSB, and Project Manager John Lozar provided
information and answers to many questions.
The Digital Television Transition and Public Safety Act mandates that by February
17, 2009, television broadcasters must vacate channels 63, 64, 68, and 69. These
channels, in the upper 700 MHz band and near the lower 800 MHz band, will then be
dedicated for exclusive use by public safety agencies. The FCC has further mandated
that by 2013, all radios on the VHF frequency, Police and Fire will be required to
take up less band width by converting to narrow- banding technology, in other words,
move to either 700 or 800 MHZ.
Ultimately, the issue is of communications interoperability. Events surrounding
September 11 th and Hurricane Katrina demonstrated that the emergency radio
network that serves this country is woefully deficient. Each agency operates on its
own frequency and uses radio technology that does not permit communication with
its neighboring agencies. Responders to both disasters were unable to talk with each
other — the system lacked interoperability.
The purpose of this resolution is to support the creation of an intergovernmental
agreement and the use of ETSB funds for the Interoperable Radio Network.
The requested action was for passage of Resolution R -1031, A Resolution Supporting
Stakeholder Input and Public Safety Focus for the DuPage Emergency Telephone
System Board and the Interoperable Radio Network.
Motion by Trustee Carson, seconded by Trustee Manofsky, to approve the Consent
Agenda and authorize expenditures as presented. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
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7. ITEMS REMOVED FROM CONSENT AGENDA — None presented.
8. BOARD & COMMISSION RECOMMENDATIONS — None presented.
9. UNFINISHED BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS — None presented.
C. AWARD OF CONTRACTS — None presented.
10. NEW BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS
1) ORDINANCE G -879, AN ORDINANCE ADOPTING A COMPREHENSIVE
AMENDMENT TO TITLE 12, ENTITLED "RECREATIONAL FACILITIES"
OF THE VILLAGE CODE OF THE VILLAGE OF OAK BROOK, ILLINOIS
Staff proposed revisions to the Village Code based on a review of past operations
and current budget. Proposed changes include several changes to membership
definitions to relax some of the hurdles to purchase them. The practice of
including golf members as Sports Core Social Members would be restored. The
proposed changes to the open field rental policies will give the staff greater
flexibility in the type of events and the fees (higher) that may be charged for such
events.
Other proposed changes at the Golf Club would increase green fees for 18 holes
by $1.00, increase golf membership fees by $25.00 - $125.00, increase golf car
rental fees by $1.00 /person/round, increase the prices of practice balls by $1.00
per bucket, increase.
The price of range keys by $8.00, create a new class of range membership for
current golf members and increase non -golf member range memberships by
$100.00.
Bath and Tennis Club changes would include an increase in membership fees in
some cases. There will be a policy to sell 10 -Pass Cards to members only. If
someone wishes -to purchase a 10 -Pass Card they will also need to purchase a
Social Membership. The 10 -Pass Card will then be the same price to all members
and the card will allow the bearer to swim or play tennis. The "early bird"
discount has been removed and guest fees have been reduced to $5.00 for
children under 12 and $8.00 for adults.
VILLAGE OF OAK BROOK Minutes Page 6 of 9 RESCHEDULED REGULAR MEETING
JANUARY 13, 2009
10. B. 1) Proposed changes in the food and beverage area redefine the clubhouse rental fee
structure. It is suggested that the clubhouse be available for rent without using
the B & T providing the food. Fees for this type of clubhouse rental would range
from $700.00 to $1,300.00. The practice of using these rental fees as a minimum
for events with food and beverage service will be eliminated. The proposal also
increases the minimum charges for events that require food and beverage ranging
from $850.00 to $8,500.00.
Motion by Trustee Carson, seconded by Trustee Manofsky, for passage of
Ordinance G -879, An Ordinance Adopting a Comprehensive Amendment to Title
12, Entitled "Recreational Facilities" of the Village Code of the Village Of Oak
Brook, Illinois. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS
1) GOLF COURSE MERCHANDISE FOR RESALE
Staff recommends that the Village Board authorize the issuance of Purchase
Orders as needed, throughout the year, in amounts which are consistent with the
approved Budget. The Oak Brook Golf Club has budgeted for the purchase of
$205,000.00 of merchandise for resale this year (this includes stock and special
orders). Items are purchased from either the manufacturers or their
representatives, and as such it would not be practical to bid the acquisition of
these items since we are already receiving the best price available. Current plans
are to purchase items from approximately 30 different manufacturers, at an
annual range of $500 to $28,000 per manufacturer.
Motion by Trustee Carson, seconded by Trustee Manofsky, move that the Village
Board waive bidding, and authorize staff to issue purchase orders not to exceed
$205,000.00 for the purchase of golf merchandise for resale, on the basis that the
items being ordered are "sole source ". ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
D. RFQ — DISTRIBUTOR SERVICES
In 2004, the Village received a $960,000 grant to establish a distributor transit service
in Oak Brook. Essentially, this service would provide trips for Oak Brook workers
arriving from the Elmhurst and Hinsdale train stations. This would make it easier for
Oak Brook workers to get to /from work and reduce traffic congestion and pollution. -
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10. D. Some large Oak Brook businesses including McDonalds have been asking the Village
to take the lead in developing this service. A meeting was held in November with
several local businesses as well as representatives from the Chamber, Oakbrook
Terrace, PACE, the DuPage Mayors and Managers Conference, and Trustees Sanford
and Kennedy. There is interest in moving forward to further explore whether a
service like this would be feasible and how it could be funded.
Attached is a proposed RFQ that we will be sent out to several consultants. Please
note that the RFP states that the DuPage Mayors and Managers Conference already
has the DuPage Circulator Study in place which identifies distributor service such as
this as a key component of the DuPage County transit plan.
The interviews for the three top firms are expected to be conducted in March. The
interview panel will include Trustees Kennedy and Sanford, David Niemeyer, Dale
Durfey, Tracy Mulqueen, a representative from Oakbrook Terrace, Transportation
Director Tam Kutzmark from the DuPage Mayors and Managers Conference, and
McDonalds or another business representative. A contract should be awarded in
April. The entire planning effort will not end until early 2010 and service would not
begin until at least fall 2010.
Motion by Trustee Sanford, seconded by Trustee Kennedy, to authorize staff to seek
proposals for a consultant to conduct a study of a potential new distributor service in
Oak Brook. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
11. INFORMATION & UPDATES
A. VILLAGE PRESIDENT — President Craig thanked staff for their efforts keeping the
Village safe, clean, organized and providing vital services which residents sometimes
take for granted. He also thanked Clerk Pruss for her efforts. He reminded residents
that there was no local tax level levy for municipal services and that sales tax is the
mainstay to provide services. He added that staff have skillfully managed resources
to provide residents with the services they have come to expect.
B. VILLAGE MANAGER — None presented.
C. VILLAGE CLERK - Clerk Pruss reminded residents about the Oak Brook Civic
Association's 46th Annual Winter Carnival. She also provided voter registration
information.
VILLAGE OF OAK BROOK Minutes Page 8 of 9 RESCHEDULED REGULAR MEETING
JANUARY 13, 2009
12. ADJOURN TO CLOSED SESSION to consider litigation, when an action against,
affecting or on behalf of the village has been filed and is pending before a court or
administrative tribunal, or when the public body finds that an action is probable or
imminent (2c 11), to discuss collective negotiating matters between the public body and its
employees or their representatives, or deliberations concerning salary schedules for one or
more classes of employees (2c2), 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 (2cl) and the purchase or lease of real property for use of
the public body, including meetings held for the purpose of discussion whether a
particular parcel should be acquired (2c5).
Motion by Trustee Manofsky, seconded by Trustee Sanford, to adjourn to Closed Meeting
to consider litigation, when an action against, affecting or on behalf of the village has
been filed and is pending before a court or administrative tribunal, or when the public
body finds that an action is probable or imminent, to discuss collective negotiating matters
between the public body and its employees or their representatives, or deliberations
concerning salary schedules for one or more classes of employees, 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 and the purchase or
lease of real property for use of the public body, including meetings held for the purpose
of discussion whether a particular parcel should be acquired.
President Craig announced that there was not expected to be any further action after the
Closed Meeting.
13 ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Kennedy, to adjourn the Regular Meeting
of the Board of Trustees at 9:33 p.m. VOICE VOTE: Motion carried.
ATTEST:
l
Charlotte K. Pruss
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 9 of 9 RESCHEDULED REGULAR MEETING
JANUARY 13, 2009