Minutes - 01/22/2002 - Board of TrusteesMINUTES OF THE JANUARY 22, 2002 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN ON FEBRUARY 26, 2002.
Village Clerk Gonnella stated that President Bushy had initially planned to APPT PRES PRO -
TEM
attend the U.S. Conference of Mayors in Washington, D. C. this week but
canceled the trip due to a death in her family. Clerk Gonnella indicated that
President Bushy will not be in attendance of the meeting and asked for a motion
from the floor to appoint Trustee Caleel as Temporary Chairman of the
meeting.
Motion by Trustee Craig, seconded by Trustee Savino, to appoint Trustee
Caleel as Temporary Chairman in the absence of President Bushy. VOICE
VOTE: Motion carried.
1. CALL TO ORDER: CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by
Temporary Chairman Caleel in the Samuel E. Dean Board Room of the Village
Commons at 7:33 p.m. The Pledge of Allegiance was given.
2. ROLL CALL: ROLL CALL
Village Clerk Gonnella called the roll with the following persons
PRESENT: Trustees George T. Caleel, John W. Craig, Susan Chase Korin,
Elaine Miologos and Alfred P. Savino.
ABSENT: Karen M. Bushy.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; William Cavalier, Deputy Police Chief; Dale L.
Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief, Bruce F. Kapff,
Director of Information Services & Purchasing; Robert L. Kallien, Jr., Director
of Community Development; Darrell J. Langlois, Finance Director; Richard A.
Martens, Village Attorney; Ruth A. Martin, Library Director; Michael J.
Meranda, Public Works Director; Bonnie Sartore, Bath & Tennis Club
Manager; Trey VanDyke, Golf Club Manager and Gail Peterka,
Communications Supervisor.
3. ANNOUNCEMENTS AND OPEN FORUM: None. ANNOUNCE
4. APPROVAL OF MINUTES: MINUTES
VILLAGE OF OAK BROOK Minutes
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Page 1 of 10 January 22, 2002
4. Motion by Trustee Savino, seconded by Trustee Korin, to approve the minutes
of the Regular Board of Trustees Meeting of January 8, 2002 as presented and
waive the full reading thereof. 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 Korin requested agenda item 5. E. 2. REFERRAL: DUPAGE
HOUSING AUTHORITY — 3400 ST. PASCHAL DRIVE —
PRELIMINARY/FINAL SUBDIVISION PLAT, TEXT AMENDMENT AND
SPECIAL USE REFER TO PLAN COMMISSION AND ZONING BOARD
OF APPEALS be removed from the consent agenda for further discussion.
Trustee Miologos asked to table agenda item 5. F. 1. AUTHORIZATION TO
NEGOTIATE — FIREWORKS — 2002 INDEPENDENCE DAY
CELEBRATION until Village finances are reviewed in March so that the
Village would have a clearer picture of how this would impact our budget.
A. APPROVAL OF BILLS - $1,705,953.99 BILLS - $1,705,953.99
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING JANUARY 5, PYRL - $666,134.03
2002 - $666,134.03
C. CHANGE ORDERS:
CHNGE ORDERS
1) CHANGE ORDER #1 - $1,800.00 — 2001 WATER MAIN & 2001 WTRMN&
DRAINAGE PROJECT — J. CONGDON SEWER SERVICE, INC. DRNG PROD
D. PAYOUTS:
PAYOUTS
1) RLS LANDSCAPE AND NURSERY CO. — PAYOUT #1 — LIBRARY LIB BLDG PROJ
BUILDING PROJECT - $48,003.00
2) HARBOUR CONTRACTORS, INC. — PAYOUT #12 — LIBRARY LIB BLDG PROJ
BUILDING PROJECT - $292,167.03
3) PHILLIPS SWAGER ASSOCIATES (PSA) — PAYOUT #7 — LIB BLDG PROJ
LIBRARY BUILDING PROJECT - $11,530.05
4) AUTOMATIC CONTROL SERVICES- PAYOUT #2 & FINAL — SCADA WTR SYS
WATER SCADA SYSTEM - $13,252.25
VILLAGE OF OAK BROOK Minutes
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Page 2 of 10
January 22, 2002
D. 5) HARBOUR CONTRACTORS, INC. — PAYOUT #11 — MUNICIPAL MUN COMPL PROJ
COMPLEX PROJECT - $160,342.68
E. REFERRALS:
1) CREDEDIO — 3308 MIDWEST ROAD — MAP AMENDMENT TO MAP AMND TO PC
& ZBA - 3308
PLAN COMMISSION AND ZONING BOARD OF APPEALS MIDWEST RD
2) DUPAGE HOUSING AUTHORITY — 3400 ST. PASCHAL DRIVE — RMVD FRM CONS
PRELIMINARY /FINAL SUBDIVISION PLAT, TEXT AGENDA
AMENDMENT AND SPECIAL USE TO PLAN COMMISSION AND
ZONING BOARD OF APPEALS - Removed from the Consent Agenda
for further discussion.
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE BDS, PROP, NEG CO
CONTRACTS:
1) AUTHORIZATION TO NEGOTIATE — FIREWORKS — 2002 RMD FRM
INDEPENDENCE DAY CELEBRATION — Removed from Consent CONSENT AGENDA
Agenda for further discussion.
2) GOLF COURSE COMMODITIES GOLF CRS COMM
3) JANITORIAL SERVICES — LIBRARY BUILDING PROJECT JNTRL SERV - LIB
G. ACCEPT AND PLACE ON FILE TREASURER'S REPORT TREAS RPT- 12;01
DECEMBER, 2001
H. 2002 -2003 BUDGET CALENDAR — ACCEPT AND PLACE ON FILE BLDG CALENDAR
FOR PUBLIC INSPECTION
I. AUTHORIZE PURCHASE OF GOLF MERCHANDISE FOR RESALE PURCH GLF MERCH
ORDINANCE 2002 PP -EXI -S -1009, AN ORDINANCE AUTHORIZING ORD02-PP- EXI -S-
THE VILLAGE OF OAK BROOK TO ADVERTISE FOR BIDS TO SELL 1009 - SRPLS PRPT
CERTAIN PERSONAL PROPERTY, TO DONATE TO SCHOOL
DISTRICTS AND OTHER NOT - FOR - PROFIT AGENCIES ITEMS
THAT RECEIVE NO BIDS. AND TO DISPOSE OF ITEMS THAT HAVE
NO VALUE
K. RESOLUTION 2002 TX -MFT -R -796, A RESOLUTION FOR RES 02-TX- MFT -R-
No- IDOT MFT
MAINTENANCE OF STREETS AND HIGHWAYS BY MUNICIPALITY CRACK SEAL PROJ
UNDER THE ILLINOIS HIGHWAY CODE FOR THE 2002 MFT
CRACK SEAL PROJECT
VILLAGE OF OAK BROOK Minutes
Page 3 of 10 January 22, 2002
5. L. RESOLUTION 2002 SD -AP -R -797, A RESOLUTION APPROVING RES 02- SD -AP -R-
797- AS1111T PLAT
THOMAS J. SANTEFORT'S ASSESSMENT PLAT (2712 OAK BROOK - 2712 O.B. RD
ROAD, OAK BROOK, IL 60523)
Motion by Trustee Korin, seconded by Trustee Miologos, to approve the
Consent Agenda as amended.
ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
6. ITEMS REMOVED FROM CONSENT AGENDA:
RMVD C AGNDA
5. E. 2) REFERRAL: DUPAGE HOUSING AUTHORITY — 3400 ST. TxT AMND/SPEC
USE - 3400 ST.
PASCHAL DRIVE — PRELIMINARY/FINAL SUBDIVISION PLAT, PASCHAL DR To PC
TEXT AMENDMENT AND SPECIAL USE REFER TO PLAN & zBA
COMMISSION AND ZONING BOARD OF APPEALS
Trustee Korin requested Agenda Item 5 E. 2) be removed from the
Consent Agenda for further discussion. She inquired if the facility will
have subsidized housing. Attorney Martens indicated that the Board
would have this information before them when the applicant has
completed their application process. It will be presented to the Plan
Commission on February 18th and to the Zoning Board of Appeals on
March 5, 2002.
Motion by Trustee Korin, seconded by Trustee Craig, to refer the
DuPage Housing Authority — 3400 St. Paschal Drive — Preliminary/Final
Subdivision Plat, Text Amendment and Special Use to the Plan
Commission and Zoning Board of Appeals.
ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
5. F. 1) AUTHORIZATION TO NEGOTIATE — FIREWORKS — 2002 02 FIREWORKS IND
DAY CELEBTN
INDEPENDENCE DAY CELEBRATION
Trustee Miologos suggested that this item be tabled until Village
finances are reviewed in March so that staff has a better idea of how this
would impact the budget. Manager Veitch noted that the contract was
for $33,000 last year. He suggested that it is possible to bring before the
Board some alternatives for display and prices of the fireworks.
VILLAGE OF OAK BROOK Minutes Page 4 of 10 January 22, 2002
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5. F. 1) Bath and Tennis Club Manager Sartore commented that if the Board
postpones negotiations until after March, it might put the Village at a
disadvantage with Melrose Pyrotechnics. She reported that Melrose
Pyrotechnics made their first contact with her early this year as a result
of the high demand for their professional services due to the September
11 th event.
Trustee Caleel suggested getting price quotations as he felt it would be
wise to go proceed with the event. Trustee Savino also stated that he
felt the Village should proceed with soliciting bids. Trustee Craig felt
strongly that patriotism is important this year as a result of the
September 11th events.
Motion by Trustee Miologos, seconded by Trustee Korin, to approve
Authorization to Negotiate for Fireworks — 2002 Independence Day
Celebration conditioned upon presenting several options for tiered
pricing.
ROLL CALL VOTE:
Ayes: 5 — Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
7. BOARD & COMMISSION RECOMMENDATIONS: None. BD/COMM RECOM
8. ACTIVE AGENDA (Items for Final Actions ACTIVE AGENDA
A. APPOINTMENTS: None.
B. ORDINANCES & RESOLUTIONS:
1) ORDINANCE 2002- TC -TRN -G -691, AN ORDINANCE AMENDING ORD o2- TC- TRN -G-
69] AMND 7 -2 -1 OF
SCHEDULE IX ( "PROHIBITED TURNS ") OF SECTION 7 -2 -1 vC - RPL PROH
( "TRAFFIC SCHEDULES ") OF THE VILLAGE CODE OF THE TPNs
VILLAGE OF OAK BROOK, IL, BY REPEALING CERTAIN
PROHIBITED TURNS
Pursuant to the Village Engineer's request, the Village Attorney has
prepared an ordinance which amends the Village Code by repealing turn
prohibitions for northbound traffic on Midwest Road at St. Joseph Drive
and eastbound 35th Street traffic at Trinity Lane.
VILLAGE OF OAK BROOK Minutes Page 5 of 10 January 22, 2002
8. B. 1) Motion by Trustee Savino, seconded by Trustee Korin, to approve
Ordinance 2002- TC -TRN -G -691, "An Ordinance Amending Schedule
IX ( "Prohibited Turns ") of Section 7 -2 -1 ( "Traffic Schedules ") of the
Village Code of the Village of Oak Brook, IL, by Repealing Certain
Prohibited Turns ".
ROLL CALL VOTE:
Ayes: 5 — Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS:
1) LIBRARY TELEPHONE SYSTEMS
Five sealed bids were received and opened on Friday, January 11, 2002.
Follow -up calls between the Village's consultant, David E. Anderson,
and the President of TelAssist Communications, Inc. have confirmed
their bid amount is final and that no additional costs will be incurred.
Hardware, installation, station review, programming and training are
included. Mr. Anderson also checked references for TelAssist and
found no negative experience. Approximately $73,000 remains in the
Library Technology Budget. This contract will use $13,661.22 of this
amount.
Motion by Trustee Korin, seconded by Trustee Savino, that a contract
be awarded, subject to staff review, to the lowest responsive and
responsible bidder, TelAssist Communication Services, Inc., 14423
West Edison Drive, New Lenox, IL 60451, in the lump sum amount of
$13, 661.22 for an Avaya Partner Telephone System in the new Library
building.
ROLL CALL VOTE:
Ayes: 5 — Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) MOVING SERVICES — LIBRARY BUILDING PROJECT
The Village Board authorized staff to seek proposals for Library moving
services in September, 2001. Staff researched library moving processes
and wrote a request for proposal which generated six responses from
moving companies. Hallett Movers proposal is the most responsive to
the needs of the Oak Brook Library and completed the requested
information required in the proposal. Four of the proposals did not offer
complete proposals and/or similar library experience.
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Page 6 of 10 January 22, 2002
AWARD CT
LIB TELE SYS
LIB - MVG SERV
8. C. 2) One proposal was similar in completeness and responsiveness to the
Hallett proposal, but that company does not have the extensive
experience nor the excellent reputation that Hallett Movers has within
the Library community. The lump cost presented by Hallett is
$13,980.00. The 2002 budget includes $18,500 for the Library move.
(Other costs yet to be charged to this budget item include leaseholder
moving of two photocopiers. Fees are expected to be less than $1,000.)
Motion by Trustee Korin, seconded by Trustee Miologos, that a contract
be awarded, subject to staff review, to Hallett & Sons Expert Movers,
Inc., 7535 W. 59`h Street, Summit, IL 60501 -1415, in the lump sum
amount of $13,980 for services to move Library collections, some
shelving, some furnishings and other miscellaneous items from 1112
Oak Brook Road to 600 Oak Brook Road as their bid is the most
responsive and responsible and the bid is in the best interest of the
Village given their extensive experience.
ROLL CALL VOTE:
Ayes: 5 — Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
3) LIBRARY BOOKS AND AUDIO VISUAL COLLECTION LIB - BOOKS
MATERIALS — DUPAGE LIBRARY SYSTEM
There are three primary book jobbers that serve the Village of Oak
Brook — Ingram, Brodart and Baker & Taylor, with current discounts.
Although the Village has the option to bid the purchase of books, the
Village does not have the combined purchasing power of the DLS
libraries, and as such would not receive as good a discounted price. The
brokers are unwilling to submit a bid to the Village, since they could not
offer a better deal than what they already provide to DLS. Due to our
membership in DLS, the Village is able to take advantage of these
discounted prices.
Motion by Trustee Korin, seconded by Trustee Savino, that the Village
Board waive bidding and authorize staff to issue Purchase Orders for the
purchase of books and non -print media, taking advantage of the
discounted prices (from list price) negotiated by DLS with major book
jobbers on a periodic basis.
Trustee Miologos asked the Library to reduce the total amount in order
to spend the funds for a fireman. She suggested that the motion be
amended to not exceed $75,000.00.
VILLAGE OF OAK BROOK Minutes Page 7 of 10 January 22, 2002
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C. 3) Trustee Caleel recommended the expenditures be made on an as- needed
basis and not all in one lump sum. He added that at the quarterly
meeting this could be reviewed for possible re- evaluation. Library
Director Martin stated approximately $35,000 would be spent in the first
quarter. Trustee Caleel recommended that this motion authorize
$35,000 and that the remainder would be revisited after the scheduled
financial review. Manager Veitch suggested that the financial review
could be presented at the March Committee -of- the -Whole with action to
be considered at the first meeting in April.
Motion by Trustee Korin, seconded by Trustee Savino, to amend the
motion that the Village Board waive bidding and authorize staff to issue
Purchase Orders in a not -to- exceed amount of $35,000 for the first
quarter for the purchase of books and non -print media, taking advantage
of the discounted prices (from list price), negotiated by DLS with major
book jobbers.
ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
D. SCAVENGER LICENSE - PINNACLE WASTE SERVICES
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 considered recommendations at its December meeting. At
the time, Pinnacle Waste Services had not furnished all of the required
documents for licensing and was not issued a license.
Manager Veitch explained that Pinnacle Waste Services has submitted the
appropriate documents, but not the license fee and therefore recommended
that the license not be issued. He added that if the topic were tabled, when a
check was received the issuance would be brought to the Board for
approval.
Motion by Trustee Savino, seconded by Trustee Korin, that the Village
Board table the issuance of a commercial scavenger license to Pinnacle
Waste Services. VOICE VOTE: Motion carried.
INFORMATION & UPDATES:
VILLAGE OF OAK BROOK Minutes Page 8 of 10 January 22, 2002
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SCAV LICENSE
INFO & UPDATES
9. A. VILLAGE PRESIDENT: None. VLLG PRES
B. VILLAGE MANAGER:
Village Manager Veitch reported that Public Works Director Meranda and
he attended a gypsy moth symposium which was a very informative session
co- sponsored by the Forest Preserve District of DuPage County, the Illinois
Department of Agriculture, the Morton Arboretum and the University of
Illinois Extension. He reminded the Board of the approximately 400 acre
infestation in the southeastern part of the Village, about half of which is
property of the Forest Preserve District of DuPage County. He reported that
the Illinois Department of Agriculture had not included treatment of this
area because of a lack of funds to cover all infested areas, but was working
to include the Oak Brook area.
The U.S. Forest Service may treat half of the Fullersburg area, which is
owned by the DuPage Forest Preserve District. A number of state legislators
are being contacted in hopes of soliciting state funding for spraying of this
area. He suggested that it was possible to tag along with the State contract if
no outside funding was available. It is likely that the Village may go with
the Illinois Department of Agriculture in cooperation with the Forest
Preserve District. 4,600 acres located in DuPage County are infested with
gypsy moths. Another treatment of 16,000 acres is being done in the
Wheaton/West Chicago area. The cost of spraying is approximately $20.00
per acre for aerial spraying which is the most appropriate type of
application. Two applications are required and the cost of spraying 400
acres in Oak Brook is $16,000.00. It is hoped that the Village would be able
to split the cost with the Forest Preserve.
The Elmhurst Garden Club, which includes many members of infected
areas, has organized a gypsy moth presentation with a search and destroy
mission on Monday, February l Ith at the Fullersburg Nature Center at 11:30
a.m. Egg casings will be picked off trees. Anyone interested can call
Barbara Collins, Fullersburg Woods or visit the Garden Club's website for
further information.
VLLG MGR
10. DEPARTMENTAL REPORTS —QUARTERLY REPORTS: DEPT. RPTS
A.
Communications Center
H.
Library
B.
Community Development
I.
Police Department
C.
Engineering Department
J.
Public Works
D.
Finance Department
K.
Recycling
E.
Fire Department/EMS
L.
Risk Management
F.
Information Services/ Purchasing
M.
Sports Core -Bath & Tennis and Golf
G.
Legal Department
N.
Village Clerk
Quarterly Reports were accepted as presented and placed on file.
VILLAGE OF OAK BROOK Minutes Page 9 of 10 January 22, 2002
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11.
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UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated
Trustee Caleel extended condolences to President Bushy and her family.
OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: NONE.
ADJOURNMENT:
Motion by Trustee Craig, seconded by Trustee Savino, to adjourn the meeting
at 8:55 p.m. VOICE VOTE: Motion carried.
ATTEST:
Linda k. Gonnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes
Page 10 of 10 January 22, 2002
UNFIN & NEW
BUSINESS
OTHER BUS.
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