Minutes - 01/25/2000 - Board of TrusteesVILLAGE OF OAK BROOK Minutes of the VILLAGE
BOARD MEETING of JANUARY 2 2000 UNOFFICIAL
UNTIL APPROVED AS WRITTEN _ OR AS AMENDED _
BY VILLAGE BOARD ON
1. MEETING CALL: MEETING
CALL
The Regular Meeting of the Board of Trustees was called to order by President
Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:32 p.m.
Pledge of Allegiance was given.
2. ROLL CALL: ROLL
CALL
The Village Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Butler, Caleel, Craig, Kenny, McInerney
and Savino.
ABSENT: None.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J. Jarvis,
Fire Chief-, Bruce F. Kapff, Director of Information Services & Purchasing; Robert
L. Kallien, Jr., Community Development Director; Darrell J. Langlois, Finance
Director /Treasurer; Richard A. Martens, Village Attorney; Ruth A. Martin, Library
Director; Michael J. Meranda, Public Works Director; Allen W. Pisarek, Chief of
Police; Bonnie Sartore, Bath & Tennis Club Manager and Trey VanDyke, Golf
Club Manager.
3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE
& FORUM
Trustee McInerney noted that the Board had received an Illinois Municipal League
legislative bulletin that indicated a large number of bills are being introduced into
legislation that violates the Illinois Mandates Act. Municipalities and other local
government entities do not have control when legislation is passed that is onerous
and costly. There are eight to ten bills before the legislative session that will add
hundreds of thousands of dollars to the cost of engaging in business in Oak Brook
and millions of dollars to the state. He asked that people be aware of this for this
election year and that the legislators be accountable for this. President Bushy
stated that the Village is unable to recover the costs of these unfunded mandates.
4. APPROVAL OF MINUTES:
MINUTES:
Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the BOT 01 /11 /00
minutes of the Regular Meeting of January 11, 2000, as presented and waive the
full reading thereof. VOICE VOTE. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 1 of 11 January 25, 2000
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Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the release CLOSED:
of the Closed Meeting Minutes of July 1, 1999 through December 31, 1999 to 07/01/99-
the general public. ROLL CALL VOTE. 12/31/99
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
OMNIBUS AGENDA:
All items on the Omnibus 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
Omnibus Agenda and considered as the first item after approval of the Omnibus
Agenda.
Motion by Trustee McInerney, seconded by Trustee Savino, to approve the
Omnibus Agenda as presented and waive the full reading thereof. ROLL CALL
VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 -None. Motion carried.
APPROVAL:
A. APPROVAL OF BILLS: Approved Omnibus Vote. BILLS -
$498,592.98
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING JANUARY 8 PAYROLL-
2000: Approved Omnibus Vote. $492,995.95
C. CHANGE ORDERS:
1) CHANGE ORDERS #1, #2, & #3 - POOL DECK REPLACEMENT: POOL DECK
Approved Omnibus Vote.
D. PAYOUTS:
1) PENTAMATION - PAYOUT #20 - COMPUTER SYSTEMS - $13,594.01: COMPUTER
Approved Omnibus Vote. SYSTEMS
2) HARBOUR CONTRACTORS, INC. - PAYOUT #1 & FINAL - MUNIC.
MUNICIPAL BUILDING PROJECT DESIGN REVIEWNALUE BLDG
ENGINEERING - $20,000.00: Approved Omnibus Vote. PROJECT
3) BARTLETT HEATING & AIR CONDITIONING - PAYOUT #4 - Pw -
PUBLIC WORKS HEATING AND VENTILATION MODIFICATION HTG &
PROJECT - $21,415.71: Approved Omnibus Vote. VENT PRJ.
VILLAGE OF OAK BROOK Minutes Page 2 of 11
January 25, 2000
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4) CAROW ARCHITECTS PLANNERS - PAYOUT #11 - LIBRARY LIBRARY
DESIGN - $32,381.18: Approved Omnibus Vote. DESIGN
5) SCHAEFGES BROTHERS, INC. - PAYOUT #1 - POOL DECK POOL
REPLACEMENT - $76,375.80: Approved Omnibus Vote. DECK
E. REFERRALS: None
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS:
1) UNIFORMS - POLICE DEPARTMENT: Approved Omnibus Vote. POLICE
UNIFORMS
2) COMMERCIAL WATER METER TESTING, REPAIR & H2O MTR
REPLACEMENT SERVICES: Approved Omnibus Vote. SERVICES
3) GOLF COURSE COMMODITIES: Approved Omnibus Vote. GOLF CRS.
COMMOD.
G. ACCEPT AND PLACE ON FILE - TREASURER'S REPORT OF TREAS. RPT.
DECEMBER, 1999: Approved Omnibus Vote. 12/99
H. 2000 -2001 BUDGET CALENDAR - ACCEPT AND PLACE ON FILE 2000 -0I
FOR PUBLIC INSPECTION: Approved Omnibus Vote. BUDGET
CALENDAR
I. GOLF MERCHANDISE FOR RESALE: Approved Omnibus Vote. GOLF
MDSE
J. AUTHORIZATION TO PURCHASE LIBRARY BOOKS THROUGH 2000 LIB.
THE DUPAGE LIBRARY SYSTEM (DLS) COOPERATIVE BOOKS
PURCHASING FOR 2000: Approved Omnibus Vote. PURCH.
K. NON - PARTICIPATING CO- SPONSORSHIP AGREEMENT - 22ND 22ND ST,
STREET BICYCLE PATH: Approved Omnibus Vote. BIKE PATH
ITEMS REMOVED FROM OMNIBUS AGENDA:
ACTIVE AGENDA (Items for Final Action):
A. APPOINTMENTS: No Business
B. ORDINANCES & RESOLUTIONS:
1) ORDINANCE 2000 -BU -S -959 AN ORDINANCE AUTHORIZING A ORD 2000 -
LOAN TO THE SPORTS CORE FUND: BU -S -959
SPORTS
VILLAGE OF OAK BROOK Minutes
Page 3 of 11
January 25, 2000
The current ordinance authorizing loans from the General Corporate Fund to
the Sports Core Fund expires on January 31, 2000. The following describes the
authorizations last given, as well as updates the Village Board on the loan
activity for the current year.
The prior ordinance authorized a consolidated loan of up to $650,000 in order
to fund capital and operating needs of the Sports Core dating prior to 1998.
While in 1998 the Village enjoyed a record year at the Golf Club (which
prevented an increase in the authorization), during 1999 weather and the
clubhouse construction prevented golf revenues from reaching these same
levels. At the end of 1999, $100,000 was needed in order to fund part of the
bills and payroll for December. Notice of this loan was given on December 14,
1999. Accordingly, I am requesting that the loan amount authorized be
increased to $750,000. Per the 2000 -2004 Five -Year Financial Plan, repayment
of this loan is scheduled to begin in 2001.
The current ordinance authorized a loan of up to $1,313,440 in order to provide
funding for the golf clubhouse expansion in advance of receipt of the proceeds
from the sale of the Westchester Park property. To date, approximately
$1,235,000 has been loaned for the expansion project as well as approximately
$14,000 for engineering work in Westchester Park. Since the proceeds from
the sale have not yet occurred, the Finance Director requests that the
authorization be extended for an additional one year term.
Funding for the pool deck replacement is anticipated to come from the sale of
the 31St Street right -of -way to DuPage County. The total cost of the project,
including the Sundeck material and professional services, is anticipated to be
approximately $125,000. Loan authorization is requested for this project
pending receipt of this revenue source.
Motion by Trustee Caleel, seconded by Trustee Kenny, to approve Ordinance
2000 -BU -S -959 authorizing to the Sports Core funds from the General Fund.
ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) ORDINANCE 2000- TC -TRN -G -654 AN ORDINANCE AMENDING
ORDINANCE G -642, THE TRAFFIC CODE OF THE VILLAGE OF
OAK BROOK, IL, AS AMENDED, BY PROHIBITING SOUTHBOUND
TO NORTHBOUND "U" TURNS AT THE INTERSECTION OF
MIDWEST ROAD AND KIMBERLEY LANE:
VILLAGE OF OAK BROOK Minutes Page 4 of 11
January 25, 2000
CORE
LOAN
ORD 2000-
TC -TRN-
G -654
MIDWST RD
KIMB. LN.
Pursuant to the Village Board's direction, the Village Attorney has drafted
Ordinance 2000- TC -TRN -G -654, An Ordinance Amending Ordinance G -642,
The Traffic Code of the Village Of Oak Brook, IL, as Amended, by Prohibiting
Southbound to Northbound "U" Turns at the Intersection of Midwest Road and
Kimberley Lane, which prohibits southbound to northbound "U" turns at the
intersection of Midwest Road and Kimberley Lane for Village Board approval.
Motion by Trustee Craig, seconded by Trustee Caleel, to pass Ordinance 2000 -
TC-TRN-G 654, "An Ordinance Amending Ordinance G -642, The Traffic
Code of the Village Of Oak Brook, IL, as Amended, by Prohibiting Southbound
to Northbound "U" Turns at the Intersection of Midwest Road and Kimberley
Lane," as presented and waive the full reading thereof. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
3) ORDINANCE 2000 -TC -G -655 AN ORDINANCE AMENDING
ORDINANCE G -642, THE TRAFFIC CODE OF THE VILLAGE OF
OAK BROOK IL AS AMENDED TO REDUCE TRAFFIC SPEED ON
35TH STREET FROM ADAMS ROAD TO ILLINOIS ROUTE 83:
Pursuant to the Village Board's direction, the Village Attorney has drafted
Ordinance #2000 -TC -G -655, An Ordinance Amending Ordinance G -642, The
Traffic Code of the Village of Oak Brook, IL, as Amended, to Reduce Traffic
Speed on 35th Street from Adams Road to Illinois Route 83, which reduced the
speed limit on 35th Street between Adams Road and Illinois Route 83 from 30
mph to 25 mph.
Motion by Trustee Craig, seconded by Trustee Caleel, to pass Ordinance 2000 -
TC -G -655, "An Ordinance Amending Ordinance G -642, The Traffic Code of
the Village of Oak Brook, IL, as Amended, to Reduce Traffic Speed on 35th
Street from Adams Road to Illinois Route 83," as presented and waive the full
reading thereof. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS:
1) PERSONAL COMPUTERS:
This request covers the Villages annual purchase authority for PC's, including
new desktop machines (5) and new laptops (3) where none existed before,
replacement PC's (25), replacement laptops (4) and upgrading to larger 17"
VILLAGE OF OAK BROOK Minutes Page 5 of 11
January 25, 2000
ORD 2000-
TC -G -655
35TH ST.
(ADAMS TO
RTE 83)
PERSONAL
COMPUTER
monitors (39). Departments receiving new computers include Engineering (1),
Sports Core (1), Police (3) and Fire (3).
Staff's goal is to keep desktop PC's for 4 years and laptop PC's for 3 years.
Software requirements have dictated our schedule of replacements in order to
keep up with current versions for support and functionality. This replacement
schedule is consistent with the Village's Technology Plan, Five Year Financial
Plan and 2000 Annual Budget.
Staff plans to spread the purchase of these units over several months, due to
storage space limitations and the amount of time for staff to install the systems.
Since the purchases will be spread out, staff is requesting purchase authority up
to the amount of $99,775. The target price for replacement PC's is $2,000
(excluding monitor), $3,500 for laptops and $325 for monitors. The target price
for some PC's is higher (Engineering and Police Imaging) to meet project
requirements. When the actual purchase is made, staff will then get the best
machines available, aiming for the target prices. The current spec for a $2,000
PC includes the following:
1. 600 MHz Intel Pentium III processor
2. 128 MB 100 MHz SDRAM memory
3. 16MB graphics accelerator
4. 13.6GB 7200RPM hard drive
5. DVD -ROM drive
6. 3COM PCI 10 /100 network card
7. Windows 98
8. 4 year parts and labor with three year on -site service
The request is to waive bidding and purchase all of the Village's PC's through
Gateway 2000, as the Village has done for the past four years. Staff's reasons
continue to be:
1. Standardizing on equipment from a single manufacturer makes it much
easier to provide maintenance of the PC's and support for users.
Manufacturers set -up their machines differently, and our limited
maintenance staff can be much more efficient in a single - product
environment.
2. Although the phrase "IBM- compatible" has been used for years, and applies
to many products on the market, they are not all the same. The components
used are not always of the same quality. Some contain proprietary parts
which, when replacement is needed, requires the Village to purchase
expensive parts from the manufacturer, instead of quality generic items
VILLAGE OF OAK BROOK Minutes Page 6 of 11 January 25, 2000
elsewhere. Parts storage is simplified when purchasing from a single
manufacturer.
3. All of the Village's existing PC's are Gateway 2000 units. Purchasing from
another manufacturer would cause a problem, as we would need to maintain
multiple types of systems and parts. This could delay user support and
employee productivity.
4. Pricing from Gateway continues to be very competitive, and their quick
resolution of problems has been an asset to our staff.
PC's determined to be surplus following the above conversion process will be
so declared at a future Village Board meeting and either offered to area school
districts, non - profit organizations, other governmental entities, or disposed of.
Funds for this purchase are contained in the Information Services Program (10-
151).
Motion by Trustee Caleel, seconded by Trustee Craig, that competitive bidding
be waived to maintain uniformity of computer hardware and because the
purchase will be made direct from the manufacturer, and that purchase orders
be issued to Gateway Major Accounts, Inc., 610 Gateway Drive, P.O. Box
2000, North Sioux City, South Dakota, 57049, for the purchase of up to 30
PC's, 7 laptops and 39 monitors at a total cost not to exceed $99,775. ROLL
CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) PENTAMATION COMPUTER NETWORK AND FINANCIAL FINAN.
SOFTWARE ANNUAL MAINTENANCE: SOFTWARE
MA[NT.
The Village entered into a contract with Pentamation in February of 1997 to
provide various installation services and computer systems. Specifically,
Pentamation installed all network cabling, configured and installed network
communications equipment and servers, supplied our new financial software
and trained our staff on the new systems. The advantage of using Pentamation
for these services is that they installed the systems and are therefore more
familiar with the operation. When systems fail, there is one point of contact for
tech support. Pentamation is also the only source of support for the financial
application software.
In order to maintain the advantages of a single support company, and to keep
the Village's internal support staff at a minimum, it is my recommendation that
VILLAGE OF OAK BROOK Minutes
Page 7 of 11 January 25, 2000
the Village continue the existing arrangement with Pentamation for the support
of our financial software, system hardware and software.
The invoices from Pentamation list the current equipment and software being
maintained. The annual maintenance cost for our communications equipment,
system software and hardware is $12,552. The annual cost to provide support
for our financial application software and modifications is $9,942.96.
Motion by Trustee Caleel, seconded by Trustee McInerney, that competitive
bidding be waived to maintain a single vendor for maintenance of our computer
network and financial software, and that a purchase order be issued to:
Pentamation, 225 Marketplace, Bethlehem, Pennsylvania 18018, in the total
amount of $22,494.96 for the annual maintenance of our financial application
software and modifications, system software and hardware. ROLL CALL
VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
3) REPLACEMENT SQUAD CARS:
Funds for this purchase are budgeted in the Equipment Replacement Program
(Account 342 - 9020). Delivery is expected approximately 90 days after receipt
of order. The vehicles being replaced will be sold through the June, 2000
DuPage Mayors & Managers Conference vehicle auction (an ordinance to
declare them as surplus property will be presented prior to the auction).
Motion by Trustee Kenny, seconded by Trustee Savino, that a purchase order
be awarded to: Anderson Brothers Ford, 6539 Ogden Avenue, Berwyn, IL,
60402, for the purchase of five 2000 Ford Crown Victoria police vehicles in the
amount of $102,905.00. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
4) IN -CAR VIDEO SYSTEMS - POLICE DEPARTMENT:
Currently the Police Department has three marked units that are equipped with
the Kustom Eye Witness In -Car Video System. The approval of this request
would allow the department to purchase four (4) in -car video systems.
Purchasing these units will also give the department the benefit of having the
same equipment in all seven (7) marked squad cars used by the patrol officers.
These systems are very effective in D.U.I. arrests, officer safety and can also be
used for training purposes.
VILLAGE OF OAK BROOK Minutes
Page 8 of 11 January 25, 2000
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SQUAD
CARS
IN -CAR
VIDEO
Funds for this purchase are provided in the 2000 budget in account 621 -9010.
These in -car video systems will be purchased under the Illinois State Contract
#4006540.
Motion by Trustee Kenny, seconded by Trustee Savino, to approved the
purchase of four Kustom Eye Witness In -Car Video Systems for a total cost of
$14,896.00. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
8. INFORMATION & UPDATES: INFO &
UPDATES:
A. VILLAGE PRESIDENT: VLLG .PRES.
President Bushy explained that she was scheduled to leave for Washington, D.C.
but due to the weather canceled her flight. She had planned to attend the U.S.
Conference of Mayors annual meeting. The most important session for the Village
of Oak Brook would have been a discussion on the internet sales tax issue. She
canceled the arrangements at a minimum cost to the Village. The Village will
continue to pursue the issue of the internet sales tax with the congressmen and
senators that represent Illinois and represent the district in Oak Brook. Some
discussions have been held with the Oak Brook Area Association of Commerce and
Industry's Board this week to consider joining with other local Chambers of
Commerce in developing a white paper presentation offering their comments to our
federal legislators on the affect this would have on our community and our
neighboring community if sales tax income continues to decline as it relates to
goods purchased on the internet.
President Bushy suggested to the DuPage Mayors and Managers Legislative
Committee that they may wish to work with this consortium of local Chamber of
Commerce. This will affect the sales tax revenue for the Regional Transportation
Authority, DuPage Water Commission and DuPage County. Senator McCain has
introduced a SB1611 and Representative Kasich has introduced HR3252 that
would make the moratorium permanent on sales tax on the internet. It is the
assumption of the National League of Cities that an attempt will be made to move
these bills early in the session of the 106th Congress, which is February or March.
She plans to attend the National League of Cities winter meeting in March in
Washington, D.C.
She presided at the graduation ceremony of the Leadership Oak Brook program by
OBACI. The program offered their members an understanding of the Village of
Oak Brook's operation, nuances of our incorporation and activities. Village
VILLAGE OF OAK BROOK Minutes Page 9 of 11 January 25, 2000
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12.
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Manager Veitch and President were presenters at one of the sessions on local
government.
B. VILLAGE MANAGER: VLLG. MGR.
Village Manager Veitch explained that the Village is involved in a major drainage
study of the Timber Trails and Merry Lane neighborhoods. The second resident
informational meeting will occur in the Samuel E. Dean Board Room at 7:00 p.m.
on February 9, 2000.
DEPARTMENTAL REPORTS -
QUARTERLY REPORTS: DEPT. RPT:
A.
Communications Center
H.
Library QRTLY.
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/
M.
Sports Core - Bath & Tennis and Golf
Purchasing
N.
Village Clerk
G. Legal Department
Departmental Quarterly Reports were discussed and accepted. Quarterly reports are
filed with the official records.
UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): No
Business
OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: No Business.
ADJOURN TO CLOSED MEETING: To Discuss Pending Litigation ADJOURN:
CLOSED
Motion by Trustee Caleel, seconded by Trustee McInerney, to adjourn at 8:50 p.m. MTG.
to a Closed Meeting to discuss pending litigation. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
ADJOURNMENT: ADJOURN
Motion by Trustee Caleel, seconded by Trustee Butler, to adjourn the meeting at
9:33 p.m. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 10 of 11 January 25, 2000
In accordance with the provisions of the Americans with Disabilities Act, any
individual who is in the need of a reasonable accommodation in order to participate
in or benefit from attendance at a public meeting of the Village of Oak Brook
should contact Michael Crotty, the Village's ADA Coordinator, at (630) 990 -5738
as soon as possible before the meeting date.
ATTEST:
Linda K. GonjjAla, CMC/AAt C
Village Clerk
BOT012500
VILLAGE OF OAK BROOK Minutes Page 11 of 11 January 25, 2000