Minutes - 03/13/2001 - Board of Trustees1
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VILLAGE OF OAK BROOK Minutes March 13, 2001
UNOFFICIAL UNTIL APPROVED AS WRITTEN X
OR AS AMENDED BY VILLAGE BOARD ON
March 27, 2001.
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 Deputy Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Butler, Craig, Kenny, McInerney and
Savino.
ABSENT: Trustee Caleel.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Bruce F.
Kapff, Director of Information Services & Purchasing; Robert L. Kallien, Jr.,
Director of Community Development; Richard A. Martens, Village Attorney;
Bonnie Sartore, Bath & Tennis Club Manager and Trey VanDyke, Golf Club
Manager.
ANNOUNCEMENTS AND OPEN FORUM: None. ANNOUNCE
APPROVAL OF MINUTES: MINUTES:
BOT 02/27/01
Motion by Trustee McInerney, seconded by Trustee Craig, to approve the
minutes of the Regular Board of Trustees Meeting of February 27, 2001 as
presented and waive the full reading thereof.
President Bushy asked for the Village Board to consider the minutes to be
amended on page 17, Agenda Item 10. C., third paragraph, "They include
Trustees Craig, McInerney and President Bushy with none of them having any
decision - making responsibilities. The original application from Christ Church
in this matter also contained a request for an additional parking lot. That
portion of the application continues to be heard at the advisory board level.
President Bushy asked that the Director of Operations for Christ Church, Mr.
Joe Beczak, acknowledge their understanding that an approval for the
reworked entry facing York Road would in no way imply eventual approval by
the Village of Oak Brook of the parking lot request. Mr. Beczak indicated his
understanding of and agreement with that statement."
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Page 1 of 10 March 13, 2001
4. Motion by Trustee McInerney, seconded by Trustee Craig, to approve the
Minutes of the Regular Board of Trustees Meeting of February 27, 2001 as
amended and waive the full reading thereof. VOICE VOTE: Motion carried.
5. CONSENT AGENDA:
Items on the Consent Agenda were routine in nature and enacted in one
motion. No one requested a separate discussion of an item for removal from
the Consent Agenda. ,
.APPROVAL:
A. APPROVAL OF BILLS - $729,091.43 (total) BILLS -
$729,091.43
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING PAYROLL
MARCH 3, 2001 - $527,787.61 (total) $527,787.61
C. APPROVAL OF CHANGE ORDERS: None.
D. APPROVAL OF PAYOUTS:
1) JAMES D. FIALA PAVING COMPANY - PAYOUT #4 - 2000 °00 PAV PRJ
PAVING PROJECT MFT PORTION - $24,599.95 MET PORTION
2) PHILLIPS SWAGER ASSOCIATES - PAYOUT #2 - LIBRARY LIBRARY PRJ
PROJECT - $5,264.35
3) JAMES J. BENES & ASSOCIATES, INC. - PAYOUT #7 - 2001 '01 PAV PRJ
PAVING PROJECT - $4,884.96
4) HARBOR CONTRACTORS, INC. - PAYOUT #1 - MUNICIPAL MUN CMPLx
COMPLEX PROJECT - $361,665.80 PRJ
E. APPROVAL OF REFERRALS: NONE.
F. APPROVAL OF AUTHORIZATION TO SEEK BIDS OR
PROPOSALS:
1) AUTHORIZATION TO NEGOTIATE - FIREWORKS - 2001 '01 IND DAY
INDEPENDENCE DAY CELEBRATION EIREWKS
2) AUTHORIZATION TO SEEK PROPOSALS - 2001/2002 OAK °01/'02 HEALTH
BROOK HEALTH AND DENTAL CARE PLAN & DENTAL PEN
G. APPROVAL OF SECOND GRANT OF EASEMENT TO
COMMONWEALTH EDISON COMPANY - LIBRARY PROJECT
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COM ED - LIB
H. APPROVAL OF AGREEMENT - ILLINOIS SAINT ANDREW '01 HILND&
SOCIETY - 2001 HIGHLAND GAMES AND SCOTTISH FESTIVAL SCTTSH FEST
Motion by Trustee Kenny, seconded by Trustee Butler, to approve the Consent
Agenda as presented. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
6. ITEMS REMOVED FROM CONSENT AGENDA: None.
7. ACTIVE AGENDA (Items for Final Action):
1) 2001 OAK BROOK AUTUMN FESTIVAL COMMITTEE •01 AUTM FEs,r
President Bushy indicated that the Resolution to establish the 2001 Oak
Brook Autumn Festival Committee would need to be approved prior to
assigning appointments to that committee therefore, Agenda item 7.A.
will be addressed after Agenda item 7.B.5.
B. ORDINANCES & RESOLUTIONS:
1) AN ORDINANCE AMENDING SECTION 13 -6A -2 OF THE ORD AMND
VILLAGE CODE OF THE VILLAGE OF OAK BROOK VLLG CODE
RELATING TO GOVERNMENTAL SERVICE FACILITIES cvMT sERV
As a result of the February 27, 2001 Village Board's review of the
Special Use recommendation in detail, the petitioner and its neighbor to
the north and west agreed on a modest further revision to the site plan
and landscape plan as it pertains to the parking lot. The petitioner has
informed the Village that it has not been able to obtain the revised site
and landscape plan in time for consideration of the March 13, 2001
meeting. The petitioner is confident that the plan will be available in
time to prepare the Special Use ordinance for the Village Board's
consideration on March 27, 2001.
Motion by Trustee Savino, seconded by Trustee Kenny, that the Village
Board continue consideration of the Text Amendment and Special Use
ordinances pertaining to the DuPage Mayors and Managers
Conference, 1220 Oak Brook Road, to the March 27, 2001 Village
Board meeting. VOICE VOTE: Motion carried.
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7. B. 2) AN ORDINANCE AMENDING ORDINANCE S -722 AND ORD AMND
GRANTING AN AMENDED SPECIAL USE PERMIT (DUPAGE SU - MYR &
MAYORS AND MANAGERS CONFERENCE, 1220 OAK MGR cONF
BROOK ROAD, OAK BROOK, IL 60523) 1220 OB RD
The Village Board approved continuation of this agenda item to the
Village Board meeting of March 27, 2001 as indicated in their previous
motion.
3) ORDINANCE #2001- ZO -SU -S -987, AN ORDINANCE ORD #'01 -zO-
AMENDING ORDINANCES S -729 AND S -919 AND SU -987 SU
GRANTING AN AMENDED SPECIAL USE PERMIT (CHRIST CHRIST CH
CHURCH OF OAK BROOK, 501 OAK BROOK ROAD, OAK 501 OB RD
BROOK, IL 60523
Ordinance #2001- ZO -SU -S -987, An Ordinance Amending Ordinances
S -729 and S -919 and Grants an Amended Special Use Permit, will
allow additions to the church building including two new nurture
rooms, an audio - visual center, an expanded kitchen and a new pre-
school atrium. The conditions and restrictions are set forth in Section 3
of the special use permit ordinance. The proposed 30 -space parking
facility is specifically excluded.
Motion by Trustee Savino, seconded by Trustee Kenny, to approve
Ordinance #2001- ZO -SU -S -987, "An Ordinance Amending Ordinances
S -729 and S -919 and Granting an Amended Special Use Permit (Christ
Church of Oak Brook, 501 Oak Brook Road, Oak Brook, IL 60523),"
as presented and waive the full reading thereof. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
7. B. 4) ORDINANCE #2001- ZO- SU -FP -S -988, AN ORDINANCE ORD #01 -zO-
GRANTING A FLOOD PLAIN SPECIAL USE PURSUANT SU -FP -S -988
TO SECTION 9 -1 -8 OF THE VILLAGE CODE OF THE FP SU
VILLAGE OF OAK BROOK, IL (RIGHT -OF -WAY R -OF -WAY
ROADWAY TIMBER TRAILS, OAK BROOK, IL 60523) TMBR TRL
Ordinance #2001- ZO- SU -FP -S -988, An Ordinance Granting a Flood
Plain Special Use Pursuant to Section 9 -1 -8 of the Village Code of the
Village of Oak Brook, IL (Right -of -Way Roadway Timber Trails, Oak
Brook, IL 60523), grants a flood plain special use to allow roadway and
drainage construction improvements in the Timber Trails Subdivision.
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B. 4)
The conditions and restrictions are set forth in Section 2 of the flood
plain special use ordinance.
Motion by Trustee Savino, seconded by Trustee McInerney, to approve
Ordinance #2001- ZO- SU -FP -S -988 "An Ordinance Granting a Flood
Plain Special Use Pursuant to Section 9 -1 -8 of the Village Code of the
Village of Oak Brook, IL (Right -of -Way Roadway Timber Trails, Oak
Brook, IL 60523)" as presented and waive the full reading thereof.
ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
7. B. 5) RESOLUTION #2001 -BD -AFC -R -767, A RESOLUTION RES #o1 -BD-
ESTABLISHING AN AD HOC COMMITTEE FOR THE AFC -R -767
PURPOSE OF PLANNING AND COORDINATING THE 2001 AD HOC COM
OAK BROOK AUTUMN FESTIVAL OB AUTM FEST
The Ad -Hoc Committee for the sixth annual Autumn Festival has
recommended re- appointing 14 of the 15 Committee members (one
vacancy remains), and officially declaring the event dates.
Motion by Trustee Butler, seconded by Trustee Kenny, that the Board
of Trustees approve Resolution #2001 -BD -AFC -R -767, "A Resolution
Establishing an Ad Hoc Committee for the Purpose of Planning and
Coordinating the 2001 Oak Brook Autumn Festival, "as presented and
waive the full reading thereof. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
7. A. APPOINTMENTS:
1) 2001 OAK BROOK AUTUMN FESTIVAL COMMITTEE '01 AUTM FEST
Trustee Butler announced the recommendations for appointments to the
Oak Brook Autumn Festival Committee.
Motion by Trustee Butler, seconded by Trustee Savino, to concur with
the re- appointments as recommended by the Autumn Festival
Committee, for the following to the 2001 Autumn Festival Committee:
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FA
C
1)
1 Village of Oak Brook (Trustee) - Adam Butler, Committee
Chairman
2. At Large Member - Mariette Adrian
3. Butler School PTA - Janis Lundquist
4. Brook Forest School PTA - Nuha Dabbouseh
5. Oak Brook Women's Club - Joan Philip
6. Resident - Residing in Elmhurst Unit School District
Ralph Maxson
7. Resident - Residing in Salt Creek School District
Willowbrook High School District. 488 - Nelly Naguib
8. At Large Member - Susan Santefort
9. At Large Member - Joyce Antoniolli
10. At Large Member - Tom Truedson
11. At Large Member - Barbara Nasharr
12. At Large Member - Connie Craig
13. At Large Member - Michelle Butler
14. Oak Brook Civic Association - Carolyn Link
VOICE VOTE: Motion carried.
AWARD OF CONTRACTS:
1) 2001 PAVING AND DRAINAGE PROJECT
4205 -
A. Lamp Concrete Contractors, Inc. was the low numeric bidder. Staff
recommends that the contract instead be awarded to the second low
numeric bidder, R.W. Dunteman Company, as they are the lowest
responsive bidder (met all specifications) and lowest responsible bidder
(acceptable references on previous work). The R.W. Dunteman bid of
$1,706,309.63 is 19% below the engineer's estimate of $2,030.757.
Bid packages were picked up by 13 firms. Funds in the amount of
$2,175,000 have been budgeted in the Roadway Improvements
Program (461) for this work.
Motion by Trustee Craig, seconded by Trustee Savino, to reject the low
bid from A. Lamp Concrete Contractors, Inc., due to the following
reasons as indicated by Village Engineer Durfey in his memorandum
dated March 8, 2001: the inability, capacity and skill of the bidder to
perform the contract to provide the service required, whether the bidder
can perform the contract or provide the service promptly, or within the
time specified, without delay or interference, the quality of the
performance of previous contracts or services.
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7. C. 1)
ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
Motion by Trustee Craig, seconded by Trustee Butler, that a contract be
awarded, subject to staff review, to the Lowest Responsive and
Responsible Bidder: R.W. Dunteman Compnay, 600 South Lombard
Avenue, P.O. Box 1129, Addison, IL 60101, based on the unit prices
submitted, for an estimated total project price of $1,706,309.63.
ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
President Bushy commended Art Hascek, President of Timber Trails -
Merry Lane Property Owners Association, and their residents for
working with the Village staff in the development of this project.
Village Manager Veitch, noted for the record, that the awarded unit
prices led to the $1,706.309.63 project cost. The Village received eight
(8) bids for the job, with the highest bid being just under $2.2 million.
The engineer's estimate was just over $2 million.
7. C. 2) 2001 PAVEMENT REJUVENATION PROJECT '01 PAV REJ
The Village Board, at its January 21, 2001 meeting, waived bidding
due to sole source, and authorized staff to negotiate a contract with
Boecker to perform the Village's 2001 Pavement Rejuvenation project.
Staff has successfully negotiated another decrease of approximately 5%
from last year's unit price. The pavement project will include an
estimated area of 142,519 square yards. Services to be provided
include the supply and application of Reclamite preservative seal, sand,
distribution of resident notification letters and traffic control as
required.
Motion by Trustee Craig, seconded by Trustee Savino, that the Village
Board approve a negotiated contract with: Boecker Road Maintenance,
190 East Fifth Avenue, Naperville, Illinois 60563, at a unit price of
$.41 per square yard of Reclamite for a total estimated project price of
$58,432.79. ROLL CALL VOTE:
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C. 2)
Ayes: 5 - Trustees Butler, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
C. 3) LIGHTNING WARNING SYSTEM - OAK BROOK
GOLF CLUB
The Thor Guard lightning warning system will be used at the Oak
Brook Golf Club to warn its customers and staff of the potential for
lightning strikes in our area. The system consists of a computer /sensor
(to be located on the clubhouse roof and in the pro shop), a transmitter
(to activate the horns), two solar powered horns located on the golf
course, an uninterruptible power supply and an information packet
containing posters and stickers for the golf cars. In a developing storm,
Thor Guard's prediction technology evaluates the dynamics of the
electrical energy within the atmosphere and will automatically provide
timely warning alerts (two horns located on the golf course). All other
systems reviewed detect actual lightning strikes rather than the
potential for lightning activity. Funds for this purchase have been
included in the capital budget of the Golf Club General Operations
program #831 in the amount of $10,000. Savings on other capital
projects will offset the excess cost of this purchase. In addition, staff
will install the selected system.
Village Manager Veitch suggested that the horn be positioned on the
back nine of the golf course so that it is audible on the soccer field and
to add an additional horn in the area between the polo field and the
Bath & Tennis Club. Golf Club Manager Van Dyke noted that his
staff has difficulty in having soccer participants leave the field when
the warning horn has been activated. Bath & Tennis Club Manager
Sartore will review this concern with the soccer organization's Board
so they clearly understand the requirement to abide by the warning
system to leave the field and also to address the new Library
construction site and safety of their soccer participants.
Trustee McInerney requested sharing this lightning warning system
information with the Oak Brook Park District and if there is an
opportunity for them to purchase this system.
Motion by Trustee Kenny, seconded by Trustee Savino, that the Village
Board waive bidding and authorize the issuance of a purchase order to
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LIGHT WARN
SYS - GOLF
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C. 3)
the manufacturer of the selected lightning warning system, Thor Guard,
Inc., 1193 Sawgrass Corporate Parkway, Sunrise, Floria 33323, in an
amount not to exceed $13,700.00 on the basis that the item is "sole
source ". ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
INFORMATION & UPDATES:
a
VILLAGE PRESIDENT
President Bushy noted her attendance of the National League of Cities
Congress in Washington, D. C. She will disseminate conference
information to Board members for their review. She was asked by the
Illinois IML officers to attend a strategy session to address concerns of
the methods for selecting the National League of Cities leadership roles
and their ways of pursuing issue orientation. Five of those attendees,
including President Bushy, met with the officers of the National League
of Cities to hear the concerns of the Illinois delegation. It was felt they
were receptive to their comments and the League plans to host
workshops for their members. President Bushy offered the
McDonald's campus as a site for any workshops. The League has
planned to host a seminar workshop on GASB 34 at the Atlanta
Congress of Cities in December due to concerns raised about this
mandate. Unfortunately, it would be difficult for her or Finance
Director Langlois to attend due to the budget process during that time
of the year. She attended a pipeline safety seminar on protecting your
community which she will share with the Village's Emergency
Management Team. With several pipelines bisecting the Village and
their relationship to the interstate highway, President Bushy was asked
if the Village would participate in an ongoing discussion with the
Department of Transportation in Washington, D. C. to insure that the
three bills currently working their way through Congress would answer
the needs of a community like Oak Brook.
VILLAGE MANAGER
Village Manager Veitch explained that with the 2001 Paving Project
there is an easement for an outfall storm sewer to go across a vacant lot
located at 420 Forest Trail. The Village has reached an agreement with
the owner of that lot on the terms of acquisition of the easement for this
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INFO &
UPDATES
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storm sewer. The attorney for the property owner and Village Attorney
Martens are engaged in finalizing the easement agreement. The
easement agreement will be presented to the Village Board as soon as
possible.
DEPARTMENTAL REPORTS — LIAISON ASSIGMENTS:
Community Development
Trustee Savino
Finance, Information Services & Purchasing
Trustee Caleel
Intergovernmental Relations
Trustee McInerney
Library & Community Events
Trustee Butler
Public Safety
Trustee Kenny
Public Works & Engineering
Trustee Craig
Sports Core
President Bushy
Village Clerk
Deputy Clerk Furman
UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): None.
OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None.
ADJOURNMENT
Motion by Trustee McInerney, seconded by Trustee Craig, to adjourn the
meeting at 8:58 p.m. VOICE VOTE: Motion carried.
ATTEST:
Linda K. Gonnella, CMC
Village Clerk
BOT- 031301
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