Minutes - 02/22/2000 - Board of TrusteesI
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VILLAGE OF OAK BROOK Minutes February 22, 2000
UNOFFICIAL UNTIL APPROVED AS WRITTEN
O AS � AMENDED BY VILLAGE BOARD ON
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 7:30
p.m. Pledge of Allegiance was given.
ROLL CALL: ROLL CALL
The Village Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Butler, Caleel, Kenny, McInerney
and Savino.
ABSENT: Trustee Craig.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Robert L. Kallien, Jr., Community Development
Director; Bruce Kapff, Director of Information Services & Purchasing;
Richard A. Martens, Village Attorney; Ruth A. Martin, Library Director;
Bonnie Sartore, Bath & Tennis Club Manager and Trey VanDyke, Golf Club
Manager.
ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE.
& OPEN FORUM
Karen Bushy, 229 Bridle Path Circle, addressed the Village Board as a resident
stating that residents have begun to circulate petitions for the public policy
question that will appear on the November General Election ballot whether the
Village shall be authorized to sell 4.2 acres of Oak Brook Sports Core property
along 315` Street for the purpose of improving Oak Brook Road (31St Street) to
four lanes from York Road west to Jorie Boulevard. Residents that wish to
circulate a petition for registered voter signatures in our community may
contact her at 990 -3000 during the day and in the evening at 323 -7363.
APPROVAL OF MINUTES: MINUTES
BOT 2/8/00
Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the
minutes of the Regular Meeting of February 8, 2000 as presented and waive
the full reading thereof. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes
Page 1 of 14
February 22, 2000
5. 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 Caleel, seconded by Trustee McInerney , to approve the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion carried.
APPROVAL OF:
A. APPROVAL OF BILLS: Approved Omnibus Vote. BILLS -
$650,266.23
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING
FEBRUARY 5, 2000: Approved Omnibus Vote. PAYROLL -
$401,510.59
C. CHANGE ORDERS:
1) CHANGE ORDER #30 - GOLF CLUBHOUSE EXPANSION: GOLF CLBHSE.
Approved Omnibus Vote EXPANSION
D. PAYOUTS:
1) CALLAGHAN PAVING, INC. - PAYOUT #5 - 1999 PAVING & '99 PAV . &
WATER MAIN PROJECT - $114,482.19: Approved Omnibus WATER MAIN
Vote. PROS.
2) PATRICK ENGINEERING, INC. - PAYOUT #3 - TIMBER TIMBER TRi
TRAILS/MERRY LANE DRAINAGE STUDY - $9,562.22: MERRY LN
Approved Omnibus Vote. DRAIN. STUDY
3) EARTH TECH, INC. - PAYOUT #1 - MUNICIPAL BUILDING MNCPL BLDG
PROJECT - $2,278.48: Approved Omnibus Vote. PROD.
4) HALLORAN & YAUCH - PAYOUT #5 - GOLF COURSE GOLF CRS.
IRRIGATION SYSTEM REPLACEMENT - $57,780.90: IRRIG. SYS.
Approved Omnibus Vote.
5) NICHOLAS & ASSOCIATES, INC. — PAYOUT 410 & FINAL — GOLF CLBFISE.
GOLF CLUBHOUSE EXPANSION - $58,278.00: Approved EXPANSION
Omnibus Vote.
VILLAGE OF OAK BROOK Minutes Page 2 of 14 February 22, 2000
E. REFERRALS: None.
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS:
1) FIBER OPTIC CABLE SERVICES: Approved Omnibus Vote. FIBER OPTIC
CABLE SERV.
G. ACCEPT AND PLACE ON FILE - TREASURER'S REPORT OF TREAS. RPT.
JANUARY, 2000: Approved Omnibus Vote. JAN 2000
H. REQUEST FOR RELEASE OF FUNDS OAK BROOK HOTEL OBHCVC
CONVENTION & VISITORS COMMITTEE - 20% OF 1999 `99 -4T" QRTR.
FOURTH QUARTER HOTEL TAX RECEIPTS TO THE DUPAGE TAX REC.
CONVENTION & VISITORS BUREAU - $18,690.85: Approved
Omnibus Vote.
I. APPROVAL OF DECLARATION OF STORMWATER FACILITIES DECLARATION
EASEMENTS, COVENANTS, CONDITIONS AND RESTRICTIONS loo COMMERCE
FOR PROPOSED 1000 COMMERCE DRIVE BUILDING DR. BLDG.
ADDITION: Approved Omnibus Vote. ADDITION
6. ITEMS REMOVED FROM OMNIBUS AGENDA: None.
7. ACTIVE AGENDA (Items for Final Action):
The Village Board concurred with President Bushy's recommendation to
consider Agenda Item 7.B. 3, Resolution 2000 -BD -AFC -R -738, A Resolution
Establishing an Ad Hoc Committee for the Purpose of Planning and
Coordinating the 2000 Oak Brook Autumn Festival before the Village Board
appoints the committee.
B. 3) RESOLUTION 2000 -BD -AFC -R -738 A RESOLUTION RES 2000 -BD-
ESTABLISHING AN AD HOC COMMITTEE FOR THE AFC -R -738
PURPOSE OF PLANNING AND COORDINATING THE 2000 AD HOC - OB
OAK BROOK AUTUMN FESTIVAL: AUTUMN FEST
Resolution 2000 -BD -AFC -R -738 establishes a new ad -hoc committee
for the Fifth Annual Autumn Festival, and the dates of Saturday,
September 30, 2000 for the Octoberfest Preview Party, and Sunday
October 1, 2000 for the event.
Motion by Trustee Butler, seconded by Trustee Kenny, to approve
Resolution 2000 -BD -AFC -R -738, "A Resolution Establishing an Ad
Hoc Committee for the Purposes of Planning and Coordinating the
VILLAGE OF OAK BROOK Minutes Page 3 of 14 February 22, 2000
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2000 Oak Brook Autumn Festival," as presented and waive the full
reading thereof. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion carried.
Trustee Savino requested consideration of a fee increase for the
preview party so that the admission fee covers the cost of the event. It
was a consensus of the Village Board to suggest to the Autumn Festival
Committee an increase of the preview party admission fee to $20.00
rather than $15.00.
A. APPOINTMENTS:
President Bushy recommended appointments to the Hotel, Convention
& Visitors Committee and the 2000 Autumn Festival Committee.
1) OAK BROOK HOTEL, CONVENTION & VISITORS OBHCVC
COMMITTEE:
Motion by Trustee Kenny, seconded by Trustee Caleel, to reappoint
Peggy Lucas, Executive Director, Oak Brook Area Association of
Commerce & Industry; Ralph E. Maxson, Oak Brook Resident; John
Merrill, General Manager, Hyatt Regency Oak Brook; Tony Mira,
General Manager, Renaissance Oak Brook Hotel; Mike Campa,
General Manager, Marriott Oak Brook; Chuck Fleming, General
Manager, JMB Retail Properties and Michael C. Jorgensen, General
Manager, The Drake Oak Brook with their term expiring February 28,
2001. VOICE VOTE: Motion carried.
2) 2000 OAK BROOK AUTUMN FESTIVAL COMMITTEE: Os AUTUMN
FEST. COMM.
Motion by Trustee Caleel, seconded by Trustee Kenny, to reappoint
Village of Oak Brook (Trustee) - Adam Butler, Committee Chairman;
Oak Brook Civic Association - Mariette Adrian; Butler School PTA -
Janis Lundquist; Brook Forest School PTA -_ Nuha Dabbouseh; Oak
Brook Women's Club - Joan Philip; Resident - Residing in Downers
Grove School Districts #58 & #99 - Doreen Barrett; Resident -
Residing in Elmhurst Unit School District #205 - Ralph Maxson;
Resident - Residing in Salt Creek School District #48 &
WillowbrookHigh School District. #88 - Nelly Naguib; At Large
Member - Susan Santefort; At Large Member - Joyce Antoniolli; At
Large Member - Tom Truedson; At Large Member - Barbara Nasharr;
VILLAGE OF OAK BROOK Minutes
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Page 4 of 14 February 22, 2000
At Large Member - Connie Craig; At Large Member - Michelle Butler
and At Large Member - Carolyn Link. VOICE VOTE: Motion
carried.
B. ORDINANCES & RESOLUTION:
1) ORDINANCE 2000- ZO- SU- EX -1 -S -960 AN ORDINANCE ORD 2000 -zO-
APPROVING FOURTH AMENDMENT TO ORDINANCE S- SU- EX -1 -S -960
841 EXTENDING THE EXPIRATION DATE OF THE SPECIAL SPEC. USE
USE PERMIT GRANTED THEREIN (1717 OAK BROOK 1717 OB RD
ROAD, OAK BROOK, IL 60523):
The Village Attorney has drafted Ordinance 2000- ZO- SU- EX -1 -S -960
which authorizes a one -year time extension to the special use permit
originally granted February 13, 1996.
Motion by Trustee Savino, seconded by Trustee Kenny, to approve
Ordinance 2000- ZO- EX -1 -S -960, "An Ordinance Approving Fourth
Amendment to Ordinance S -841 Extending the Expiration Date of the
Special Use Permit Granted Therein (1717 Oak Brook Road, Oak
Brook, IL 60523)," as presented and waive the full reading thereof.
ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion carried.
2) RESOLUTION 2000- SD -AP -R -739 A RESOLUTION RES 2000 -SD-
APPROVING NEILL'S FIRST ASSESSMENT PLAT (3102 AP-R-739,3102
WHITE OAK LANE, OAK BROOK, IL 60523): WHITE OAK
Resolution 2000- SD -AP -R -739 approves the First Assessment Plat for
the 2.598 acre tract located at 3102 White Oak Lane.
Motion by Trustee Savino, seconded by Trustee Caleel, to approve
Resolution 2000- SD -AP -R -739, "A Resolution Approving Neill's First
Assessment Plat 3102 White Oak Lane, Oak Brook, IL 60523," as
presented and waive the full reading thereof. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion carried.
VILLAGE OF OAK BROOK Minutes
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Page 5 of 14 February 22, 2000
C. AWARD OF CONTRACTS:
1) 31 ST STREET BICYCLE /PEDESTRIAN PATH (TRINITY LANE 31 ST ST.
- JORIE BOULEVARD) - PHASE II ENGINEERING SERVICES BIKE PATH
AGREEMENT:
On December 13, 1999, Civiltech Engineering, our consulting
engineers for this project, submitted the draft Project Development
Report (PDR) to IDOT for their review and comment. Once IDOT
approves the PDR, Phase I engineering officially ends. Staff is hopeful
to receive IDOT approval in February.
The next step is to have an agreement with an engineering consultant to
perform Phase II design services. Since Civiltech is most familiar with
this project, Village Engineer, Durfey has asked them to submit an
agreement to perform the Phase II services. Staff sent this draft
agreement to IDOT for their initial review to which they responded
with minor comments and asked the Village to submit four copies of
the agreement executed by the Village for further processing.
Appendix I of the agreement breaks down, in detailed fashion, the
scope of work. Appendix II lists the compensation with a not -to-
exceed amount of $88,607.00. Appendix III is a tentative time
schedule and Appendices IV and V contain insurance and general
contract provisions.
The next step is for the Village to approve this contract and execute it.
The Village Engineer will then deliver four executed copies to IDOT
for their further processing.
This project is part of an Illinois Transportation Enhancement Program
Grant for both engineering and construction. The cost sharing is 80%
Federal /20% Village. As such, the Village would be liable for
approximately $17,721 of this Phase II engineering cost.
The form of contract has been reviewed and approved by Village
Attorney Martens.
Once IDOT has this agreement as executed by the Village, they will
generate a joint agreement between the Village and IDOT concerning
specific cost sharing dollars. The Village will not proceed with this
Phase II engineering contract until IDOT formally approves it and
issues the notice to proceed.
VILLAGE OF OAK BROOK Minutes Page 6 of 14 February 22, 2000
Additionally, the Village recently applied to extend the grant since the
project will not be federally authorized by March 1, 2000 (that means
that bids won't be opened by then). The Village Manager will not
direct the consultant to proceed until after the Village has been notified
that the grant extension has been approved.
Motion by Trustee Savino, seconded by Trustee Kenny, to approve the
"Preliminary Engineering Service Agreement for Federal Participation"
(the Phase II Engineering Agreement) with Civiltech Engineering, Inc.,
for the 31" Street Bicycle/Pedestrian Path Project in the not -to- exceed
amount of $88,607.00. ROLL CALL VOTE:
Ayes: 5 — Trustees Butler, Caleel, Kenny, McInerney and Savino.
Nays: 0 — None.
Absent: I — Trustee Craig. Motion Carried.
President Bushy requested staff review the crumbling railroad ties at
the entrance of Trinity Lakes on 31St Street along the pathway. Trustee
McInerney also requested that staff review the signal at the Trinity
Lakes entrance on 31St Street as the light changes quickly.
Trustee Savino requested consideration of the esthetics of the
pedestrian structure over Route 83, when it is defined. Village
Manager Veitch indicated the Village Board will review the concepts
of that structure.
Trustee Kenny asked for an update of the entire pathway system.
Village Manager Veitch explained that the Village is working with the
Tollway Authority on the Harger Road pathway as the Authority wants
the Village to maintain the Harger Road bridge. The Village has asked
that the Illinois Tollway Authority address the issue of the 22nd Street
expansion under Interstate 88 and their maintenance of the roadway.
The Village will be discussing these issues with the chairman of the
Tollway Authority.
President Bushy mentioned that there is a vacancy on the Safety
Pathway Committee. A representative is needed for the southeast
quadrant (Hunter Trails /Fullersburg Woods area) and to contact the
Village if any residents are interested in the filling the vacancy.
2) COMMERCIAL WATER METER TESTING REPAIR & x20 METER
REPLACEMENT SERVICES: SERVICES
One sealed bid was received on February 9, 2000. The Village owns a
number of larger water meters (2" to 8 ") located in commercial
VILLAGE OF OAK BROOK Minutes Page 7 of 14 February 22, 2000
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structures, that require periodic testing, repair and replacement. These
activities are particularly important since the water usage is high,
breakdowns are more frequent for large meters, and significant revenue
is lost when the meters are inoperable. Frequent maintenance helps
ensure accuracy and reduce unaccounted for volume.
The contractor will be testing, repairing and replacing these large water
meters on an as- needed basis, prompted by Village work orders.
The Total Estimated Cost noted at the bottom of the Bid Tabulation is
based on the Village's estimate of the number of meters requiring
maintenance during each year. The cost of any required major
maintenance parts will be supplied at a 5% discount from
manufacturers' retail price. Funds for this work are included in the
Water Operations Program (351) for this service.
Motion by Trustee Savino, seconded by Trustee McInerney, that a three
year contract be awarded, subject to staff review, to the lowest
responsible bidder: M.E. Simpson Company, Inc., 3406 Enterprise
Avenue, P.O. Box 1995, Valparaiso, IN 46384 -1995, at the bid unit
prices (noted on the bid tabulation), for the testing, repair and
replacement of water meters). ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion Carried.
3) WATER METERS:
The Oak Brook Public Works Department is in the midst of a multi-
year program for the replacement of water meters (the first year was
1996). Residential and commercial meters are gradually being replaced
(a mix of 500 meters per year in 1996 and 1997, increasing to 1,000 in
1998, 1999 and 2000) in order to improve the accuracy of older meters,
to switch to a meter head and outside sensing device (Touch -Pad)
which will permit a more accurate means of collecting the meter
reading data, and to eliminate the outside reading mechanism that often
does not match the actual usage as indicated on the inside meter
(resulting in unbillable water). The water meters used in the Village
are manufactured by the Sensus Corporation. U.S. Filter Distribution
Group has the exclusive franchise in Illinois.
H2O METERS
Current plans are to place one or more large orders, for a mixture of
various mater sizes, in order to qualify for the greater than 500 quantity
price break. Since the Village is replacing meters with Village forces,
VILLAGE OF OAK BROOK Minutes Page 8 of 14 February 22, 2000
our total quantity ordered for 2000 will be dependent on available time
to complete the change -outs. Funds in the amount of $160,000 are
budgeted in the Water Operations Program (51 -351) to cover this
purchase.
Motion by Trustee Savino, seconded by Trustee Kenny, to waive
bidding due to sole source, and authorize the issuance of purchase
orders to: United States Filter Corporation, U.S. Filter Distribution
Group, 220 South Westgate Drive, Carol Stream, IL 60188, for water
meters and accessories, based on negotiated unit prices for an estimated
non -to- exceed amount of $160,000 for the 2000 year. ROLL CALL
VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion Carried.
4) FIREWORKS - 2000 INDEPENDENCE DAY CELEBRATION:
For the last five years, Melrose has performed the Village's fireworks
display and has met the Village's expectations in every respect. They
have done so while complying with all Village, state and federal safety
regulations as well as insurance provisions. Their staff has conducted
the performance professionally and has cooperated well with Village
staff.
The Village has normally waived bidding for this service in the past,
primarily because in order to obtain sealed bids, the Village would need
to design a performance. The Village is not in a position to write such
a specification. In the past, the Village evaluated proposals from
several other companies, concluding to recommend Melrose
Pyrotechnics, Inc. based on its excellent service and superior
qualifications. Funds for the Independence Day Celebration are
budgeted in program 181.
Motion by Trustee Butler, seconded by Trustee Savino, to waive
bidding due to the unique nature of the services and award a contract,
subject to review, to: Melrose Pyrotechnics, Attn: B. Kerns, P.O. Box
302, Kingsbury, IN 46345 to perform the annual fireworks display on
Friday, June 30, 2000 (rain date Saturday, July 1, 2000) at a cost not to
exceed $45,000. The contract and program will be finalized based on
the proposal and form of agreement. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion Carried.
FIREWORKS
2000 IND. DAY
VILLAGE OF OAK BROOK Minutes Page 9 of 14 February 22, 2000
5) PARKING /TRAFFIC CONTROL - 2000 INDEPENDENCE DAY PRx/TRAFFIC
CELEBRATION: 2000 IND. DAY
RB Enterprises has provided services for the Village of Oak Brook
since 1989 as needed for various events. The services include
providing large light towers, generators, barricades and cones as well as
adequate staff to set up before and after the event. While there are
other parking services in our area, none are equipped like RB
Enterprises to provide the complete scope of services necessary to
support a safe and orderly event.
As concessionaire, RB Enterprises has provided a service that the
Village does not have a large enough staff to handle. Also, the
concessionaires the Village has contacted in the past would not perform
these services without a financial guarantee. Bath & Tennis Club
Manager, Sartore suggests the Village accept the 10% commission as
outlined in the proposal, which is the same percentage as last year.
Motion by Trustee Butler, seconded by Trustee Kenny, to waive
bidding due to the sole source and authorize issuance of a purchase
order in the amount of $19,840.00 to: RB Enterprises, 1765 W.
Cortland Ct. — Unit L, Addison, IL 60101, to perform the services
referenced in the proposal for our 2000 Independence Day Celebration
set for Friday, June 30, 2000 with a rain date of Saturday, July 1.
ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion Carried.
6) 2000 PAVING PROJECT - INFRASTRUCTURE: 2000 PAV. PRJ.
[NFRASTRUC.
Other bids received are indicated on the bid tabulation, prepared by
James J. Benes, consulting engineers for the project. The low bid is
approximately 8.8% or $60,683 above the engineer's estimate of
$688,596.50. The principal reason, as with the MFT Paving, for the
bids being above the engineer's estimate is the price of asphalt, which
is driven, in large part, by the price of oil. In addition a large volume of
paving projects are also being constructed this year (Illinois First).
Areas included in this project are Woodside Estates Subdivision
Streets, Old Harger Road and Harger Road. Funds in the amount of
$916,000 have been budgeted in the Roadway Improvements Program
(461) for this work.
VILLAGE OF OAK BROOK Minutes Page 10 of 14 February 22, 2000
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Motion by Trustee Savino, seconded by Trustee Caleel, that a contract
be awarded, subject to staff review, to the lowest responsible bidder:
Allied Asphalt Paving Company, 1100 Brandt Drive, Elgin, IL 60120,
based on the unit prices submitted, for an estimated total project price
of $749,279.43. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion Carried.
7) UNIFORMS - POLICE DEPARTMENT:
Sealed bids were opened on February 9, 2000. Bids were received
from three companies. Bid packages were sent to eight firms. Although
two of the bidders submitted lower prices on some items, staff
recommends awarding all items to Kale. This will reduce the amount
of staff time involved in placing orders with multiple vendors and
increase efficiency of procurement of these items. For example, Kale
has the low price for all except the CSO shirt, requiring personnel to go
to two different stores for fittings. Also, the Village has the option to
send staff directly to Kale to pick up items (their closest store is located
in Wheaton). If the number of items involved or the price differentials
were greater staff would recommend awarding to multiple vendors as
the Village has in numerous instances in the past.
This contract will operate as requirements contract, i.e. orders will only
be placed when and if the Police Department has such needs. Bid
prices are firm for the entire calendar year and include shipping
charges. There is no requirement that the Village purchase a set
quantity (the Village retains the right to either increase or decrease
quantities at our sole option). The Village also has the option to
purchase the same items through other sources, e.g. in an emergency
when an item is needed sooner than it can be supplied by the low
bidder. Approximately $28,550 has been budgeted in various accounts
for the purchase of these items.
Motion by Trustee Kenny, seconded by Trustee Caleel, that a
requirements contract be awarded to the following company, Kale
Uniforms, Chicago, Illinois, subject to staff review, based on unit
prices, as indicated on the bid tabulation. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and Savino
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion Carried.
VILLAGE OF OAK BROOK Minutes
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POLICE DEPT,
UNIFORMS
Page 11 of 14 February 22, 2000
8) GOLF COURSE COMMODITIES: GOLF CRS.
COMMOD.
Competitive Sealed Bids were received on February 16, 2000 from nine
companies. Bid packages were sent to eleven firms. As indicated on
the bid tabulation, staff recommends acceptance of some bids which
were not the lowest submitted price (items #35, 40, 43, 44, 45, 46, 47,
49, 51, 52, 55, 59 and 61). The lower priced items were for proposed
substitutions which did not meet the Village's specifications. Staff
recommends item #17 be rejected due to unacceptable substitutions
from all bidders.
Contracts with these firms will operate as Requirements Contracts, i.e.
orders will only be placed when and if the Golf Course has such needs.
Bid prices are firm for the entire year. There is no requirement that the
Village purchase a set quantity (the Village retains the right to either
increase or decrease quantities at our sole option). The Village also has
the option to purchase these same items through other sources, e.g. in
an emergency when an item is needed sooner than it can be supplied by
the low bidder. Approximately $93,335 has been budgeted in various
accounts for the purchase of these and other items.
Motion by Trustee Caleel, seconded by Trustee Kenny, that
requirements contracts be awarded to the following nine companies:
Bojo Turf Supply, Frankfort, Illinois; Consery FS, Tinley Park, Illinois;
H & E Sod Nursery, Markham, Illinois; Lesco, Rocky River, Ohio;
Arthur Clesen, Tinley Park, Illinois; Turf Partners, West Chicago,
Illinois; Eagle One, Orange, California; B &G Consultants, Vernon
Hills, Illinois and Central Sod Farms, Naperville, Illinois, subject to
staff review, based on unit prices bid by the lowest responsive bidders,
as indicated on the bid tabulation. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and Savino
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion Carried.
8. INFORMATION & UPDATES: INFO &
UPDATES
A. VILLAGE PRESIDENT: VLLG. PRES.
President Bushy announced that the Oak Brook Marriott Hotel has new
owners and it has undergone major renovation. She distributed a brochure
to the Village Board members of the new accommodations of the hotel.
Swiss based U.B.S. Brinson owns the hotel and their enormous investment
in the facility speaks to the strength of the market in the Village of Oak
Brook.
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Page 12 of 14 February 22, 2000
President Bushy commended the Public Works Department for the degree
of attention the department spent on the snow removal during this last
storm as a major watermain break occurred simultaneously. Many
residents were pleased with the clearing of the streets and notified her of it.
Village Manager Veitch commented that Public Works Director Meranda
would want to thank the Board as the Village has one of the finest fleets of
snow removal equipment in the area and it is due to the Board's approval
of the purchased equipment.
President Bushy went to Springfield as part of the Metropolitan Mayor's
Caucus Economic Committee to address the Illinois Department of
Commerce and Community Affairs on the Caucus' proposals for their
review. Once the proposals are completed, a presentation will be given to
Governor Ryan.
B. VILLAGE MANAGER:
Bill SB 1682, which concerns internet taxation and is based on model
legislation developed by the National Conference of State Legislators
Internet Task Force, has passed out of the Senate Executive Committee. It
would involve the state in a cooperative effort to "level the field" with
respect to sales tax on retail goods sold on the internet. Village Manager
Veitch and President Bushy will be in Springfield the third week in March
lobbying on behalf of the Village. Senator McCain is proposing that sales
tax be prohibited permanently from all internet sales. Jim Durkin, our
State Representative, is Senator McCain's Illinois Chairman and
understands the ramifications that this bill would have on the communities
in his district.
WMVP -The Village received information from the Federal
Communications Commission regarding the interference that is occurring
in the Saddlebrook Subdivision. They suggested residents contact the radio
station at 312 - 980 -1000 and speak with the station's Chief Engineer who
will offer advice on how to arrest the problem.
Work is finally underway on upgrading the cable service in Oak Brook.
Door hangers will be placed on doors that contain information from AT &
T. Emily Braun is the At & T Ambassador for the Oak Brook upgrade.
There is also a 24 -hour upgrade phone hotline at (888) 377 -6473.
VLLG. MGR.
Village Manager Veitch updated the Village Board on the approved plat of
subdivision for a five (5) lot resubdivision in Westchester Park. Of these
five lots, the Village intends to sell three. One lot would be maintained to
accommodate stormwater detention of the subdivision along the 31S` Street
frontage of the property. The new owner of the 3025 Lincoln property (the
VILLAGE OF OAK BROOK Minutes Page 13 of 14 February 22, 2000
fifth lot) may be interested in purchasing additional property. Once that
has been resolved, the Village will move forward with the sale of the
properties. A minor change in the plat would be needed for this.
Concurrently, staff is preparing a request for authorization from the Village
Board to let a contract for constructing public improvements. Other steps
include finalizing the agreement with the 3025 Lincoln property owner,
recording the plat, and seeking authorization to auction the three lots. A
minimum bid requirement will be involved.
9. DEPARTMENTAL REPORTS: No Business.
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): None.
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: No
Business.
12. ADJOURNMENT: ADJOURN
Motion by Trustee Caleel, seconded by Trustee Butler, to adjourn the meeting
at 9:10 p.m.. VOICE VOTE. Motion carried.
ATTEST:
Linda K. Gonnella, CMC /AAE
Village Clerk
bat - 022200
VILLAGE OF OAK BROOK Minutes Page 14 of 14 February 22, 2000