Minutes - 03/05/2003 - Board of TrusteesMINUTES OF THE MARCH 5, 2003 SPECIAL
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN ON MARCH 25, 2003.
1. CALL TO ORDER: CALL TO ORDER
The Special Meeting of the Village Board of Trustees was called to order by
President Bushy in the Samuel E. Dean Board Room of the Village Commons
at 8:33 a.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 Karen M. Bushy, Trustees Stelios Aktipis, George T.
Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos and
Alfred P. Savino.
ABSENT: None
IN ATTENDANCE: Michael A. Crotty, Acting Village Manager; 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; Deputy Police Chief, William Haas; Communications
Supervisor, Gail Peterka and Police Sergeant, Alan Borkovec.
Also in attendance were Thomas Jacobs, Vice President of Earth
Tech, Inc.; Naras Statkus, Project Supervisor of Earth Tech, Inc.;
Project Manager, Michael Rinehart of Harbour Contractors, Inc.
and Project Superintendent, James Dixon of Harbour
Contractors, Inc.
3. REMOVE FROM THE TABLE AWARD OF INDEPENDENCE DAY INDEPDNCE DAY
CELEB FRWKS
FIREWORKS AND RATIFICATION OF THE APPROVAL OF THE
INDEPENDENCE DAY FIREWORKS
Motion by Trustee Aktipis, seconded by Trustee Savino, to remove from the
table the award of independence day fireworks. VOICE VOTE: Motion
carried.
The 2003 Independence Day Celebration is scheduled for Thursday, July 3,
with a rain date of Friday, July 4th For the past eight years, Melrose
Pyrotechnics has produced our fireworks display very successfully, providing a
wonderful show of fireworks accompanied by music. Melrose has worked well
with all of the Village staff in producing a high quality show and is able to meet
the safety and insurance requirements the Village has set.
VILLAGE OF OAK BROOK Minutes Page I of 4 March 5, 2003
3. Melrose has a long list of clients including the City of Chicago, Navy Pier, the
Chicago Bulls, White Sox, and Indiana Pacers. R.B. Enterprises provides
personnel and equipment necessary for parking, lighting, signage, and
concessions for the event. For the past 15 years, R.B. Enterprises has worked
successfully with our Police, Fire and Public Works Departments, as well as
with the entire Sports Core staff, in undertaking the traffic and parking
associated with a number of events in the village, including the Independence
Day celebration.
This year's proposal allows the Village to stay within an overall event budget of
$75,000.00. The proposed concession prices and the accompanying rebate
percentages were provided to the Board. Funds for the Independence Day
Celebration are budgeted in Program 181.
President Bushy explained that as a result of the timelines related to the contract
for the fireworks display at the 2003 Independence Day Celebration, she
telephone polled the Board of Trustees related to this topic and the Board
unanimously approved the fireworks contract.
Motion by Trustee Aktipis, seconded by Trustee Craig, that the Village Board
ratify their approval to waive competitive bidding due to the unique nature of
the services to be rendered, and award a contract subject to staff review to
Melrose Pyrotechnics, P.O. Box 302, Kingsbury, IN 46345 to perform the
annual fireworks display at a lump sum price of $33,000. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino .
Nays: 0 - None.
Absent: 0 - None. Motion carried.
4. REMOVE FROM THE TABLE CHANGE ORDER # 3- MUNICIPAL CHNC oRDR 03 -
COMPLEX PROJECT - $35,000.00 - EARTH TECH, INC. — REVISED EARTH TECH, INC.
TOTAL CONTRACT AMOUNT - $686,549.45
Motion by Trustee Caleel, seconded by Trustee Craig, to Remove From the
Table Change Order # 3- Municipal Complex Project - $35,000.00 - Earth
Tech, Inc. — Revised Total Contract Amount - $686,549.45 and Earth Tech, Inc.
— Payout #28 And 29 — Municipal Complex Project - $8,567.56. VOICE
VOTE: Motion carried.
The Village Board, at its November 26, 2002 meeting, tabled Earth Tech's
original request so that staff and Earth Tech could attend the meeting and
respond to Board questions. Since that meeting, Earth Tech has revised their
original request (asking for an additional $35,000 instead of the original request
of $24,000) based on a revised estimated completion date of May 23, 2003.
VILLAGE OF OAK BROOK Minutes Page 2 of 4 March 5, 2003
4. Letters that address various concerns expressed by the Village Board at past
meetings were provided to Board members. In addition an analysis of the
change orders on this job, and review of specific change orders that Earth Tech
and/or Harbour are willing to pay for have also been provided. Representatives
from Earth Tech and Harbour were in attendance of the Board meeting.
The current contract with Earth Tech provides compensation in the not -to-
exceed amount of $651,549.45 for final design and construction services
(includes original contract amount of $549,345, CO #1 for $91,527.99
approved 9/12/00, and CO #2 for $10,676.46 approved 7/23/02). Change
Orders 41 and #2 were for additional work that was not part of the original
scope of services.
Change Order #3 is caused by a longer than anticipated construction schedule.
The Village's contract with Earth Tech called for a 23 -month schedule for
construction. Harbour's most recent estimate is for construction to be complete
in May (for a 29 -month construction period). Earth Tech's request is a not -to-
exceed amount of $35,000 for the 6 -month period (through 5/12/03), based on
their actual costs for the first 2 months (December 2002 and January 2003) plus
an estimate of their monthly expenses for the remaining 4 months. The Village
will be billed the actual time and material costs, and the $35,000 serves as a cap
on the total additional costs for the requested time extension. If the project were
to extend beyond 5/12/03, the Village could anticipate a future request for
additional services.
Trustee Caleel indicated that questions had arisen relative to change orders and
completion dates. He specified questions that the Board requested a written
response from Harbour Contractors, Inc. and Earth Tech, Inc. which would be
reviewed before any payments were made.
Motion by Trustee Caleel, seconded by Trustee Korin, to again table Change
Order # 3- Municipal Complex Project - $35,000.00 - Earth Tech, Inc. —
Revised Total Contract Amount - $686,549.45 and Earth Tech, Inc. — Payout
#28 And 29 — Municipal Complex Project - $8,567.56 to the Regular Board of
Trustees meeting of March 25, 2003. VOICE VOTE: Motion carried.
5. REMOVE FROM THE TABLE - EARTH TECH, INC. — PAYOUT 428 AND EARTH TECH, fNC. -
PAYOUTS #28 & 29
29 — MUNICIPAL COMPLEX PROJECT - $8,567.56
The Board previously removed this agenda item from the table along with
agenda item # 4 and the Board again tabled this item along with item #4 to the
Regular Board of Trustees meeting of March 25, 2003.
VILLAGE OF OAK BROOK Minutes Page 3 of 4 March 5, 2003
6. ADJOURN TO CLOSED MEETING: To consider the appointment, ADJRN To cLSD
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employment, compensation, discipline, performance, or dismissal of specific
employees of the public body at 8:48 a.m.
Motion by Trustee Korin, seconded by Trustee Caleel, to adjourn to Closed
Meeting to consider the appointment, employment, compensation, discipline,
performance, or dismissal of specific employees of the public body. ROLL
CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
7. ADJOURNMENT:
Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at
8:58 a.m. VOICE VOTE: Motion carried.
ATTEST:
460A 40
inda K. Gonnella, CMC ,
Village Clerk �� y;•�Q
VILLAGE OF OAK BROOK Minutes Page 4 of 4 March 5, 2003
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