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Minutes - 03/14/2006 - Board of TrusteesMINUTES OF THE MARCH 14, 2006 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS AMENDED ON APRIL 11, 2006. 1. CALL TO ORDER The Regular Meeting of the Village Board of Trustees was called to order by President Quinlan in the Samuel E. Dean Board Room of the Butler Government Center at 7.32 p in The Pledge of Allegiance was given 2. ROLL CALL Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Kevin M Quinlan, Trustees Stelios Aktipis, John W Craig, Jeffrey J Kennedy, Kathryn F. Manofsky, Robert G. Sanford and Asif Yusuf. ABSENT None IN ATTENDANCE. Richard B Boehm, Village Manager; Kenneth T Kubiesa, Village Attorney; Jeffrey P Moline, Assistant Village Manager; Dale L Durfey, Jr , Village Engineer, Bruce F Kapff, Director of Information Services & Purchasing, Margaret Klinkow, Library Director, Michael J Meranda, Public Works Director, Thomas Sheahan, Chief of Police and Jim Fox, IS Technician II Police Department Personnel Detective /Sergeant Marc DeLise; Sergeant Robert Birdsall; Detective George Peterson, Detective Brian Molloy; Detective Brian Strokis, Officers Parry Barnes, Benjamin Kadolph, Scott Warren, Robert Christopherson and Luis Perez. Melissa Salazar, Chairman of the Library Commission, Members Randa Bishlawi, Lucia Sutton. William Duff, Janice Skowron and Madeline Bell Barbara Benezra, Friends of the Library. 3 PRESIDENT'S OPENING COMMENTS A POLICE DEPARTMENT COMMENDATIONS President Quinlan declared that the Village was taking an opportunity to boast about a few outstanding employees of the Village He read letters of commendations for several Public Works employees Don Lange, Shawn Rice, Ted Glidden, Dick Schultz and Public Works Director Mike Meranda He continued by reading commendations 'to Detectives Brian Molloy and Brian Strockis and Officer Parry Barnes VILLAGE OF OAK BROOK Minutes Page 1 of 12 March 14, 2006 3 B. POLICE DEPARTMENT REPORT President Quinlan highlighted several items from this report presented by the Chief of Police which summarized the achievements of the Police Department 4 RESIDEN TNISITOR COMMENT John Craig spoke as a resident complimenting the Police Chief and the Department for the Police Department report presented and for the work -of the officers in the Department. Trustee Aktipis highlighted the excellent work that Chief Sheahan has done since his appointment as Police Chief. Dr Raj Rajaram spoke to the Board regarding activities of the local Lions Club and their hope to become more involved in the community He also spoke about the India Development Coalition of America and a "Water Summit" that will be held in June. He left materials for anyone that was interested. APPROVAL OF MINUTES A Regular Board of Trustees Meeting of February 28, 2006 Motion by Trustee Kennedy, seconded by Trustee Sanford, to approve the Minutes of the February 28, 2006 Regular Board of Trustees Meeting as presented VOICE VOTE Motion carried. 6. CONSENT AGENDA All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. Motion by Trustee Aktipis, seconded by Trustee Kennedy, to approve the Consent Agenda and authorize expenditures as presented or amended ROLL CALL VOTE Ayes 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf. Nays. 0 - None. Absent 0 - None. Motion carried A. Accounts Payable for Period Ending March 10, 2006 - $36' ),214.04 Significant Items included in Above None B Approval of Payroll for Pay Period Ending February 25, 2006 - $646,769 92 C Community Development Referrals D Authorization to Seek Bids or Proposals or Negotiate Contracts. E. Budget Adjustments 1) Engineering — Roadway Improvement F. An Ordinance Further Amending Ordinance S -841 Granting An Amended Special Use Permit (Forest Preserve District of DuPage County), 1717 Oak Brook Road (Mayslake Peabody Mansion) VILLAGE OF OAK BROOK Miniftes Page 2 of 12 March 14, 2006 7 ITEMS REMOVED FROM CONSENT AGENDA — None presented 8. BOARD & COMMISSION RECOMMENDATIONS A LIBRARY COMMISSION RECOMMENDATION TO ACCEPT THE LIBRARY LANDSCAPE MASTER PLAN The Library Commission and Library staff have met with the landscape designers numerous times since December when the landscape design contract was awarded by the Village Board to JJR/SmithGroup The Commission also solicited public comment from Oak Brook residents, endeavored to address questions and considered the preferences expressed when making a final recommendation The Library Commission and staff recommend that this landscape master plan is appropriate for the Oak Brook Public Library. Library Commission President Melissa Salazar introduced Ben Kutscheid and Paul Wiese from the JJR/Smith Group who presented the landscape plan for the Library Trustee Yusuf acknowledged that it was a good plan, but expressed some concern for the scope of the project and the ultimate cost. Trustee Manofsky expressed concern for removing non - native invasion shrubbery that currently obscures the ugly HVAC unit and that the plan went beyond the land immediately contiguous to the building Library Director Klinkow responded that the charge was to prepare a comprehensive plan for the perimeter of the building and the implementation would be done as the budget allowed and that no shrubbery would be removed until the issue relating to the HVAC screening was completed Paul Wiese responded that the implementation of the whole plan would be in the range of $400,000 Trustee Manofsky asked how many trees would be contiguous to the building because she felt it was an ugly building and needed to be camouflaged as much as possible so she would like to see more trees President Quinlan commented that it would take a lot of trees to camouflage a flying saucer and Trustee Manofsky responded that we had a God awful flying saucer and wished to be quoted Mr Wiese responded that in the section to be completed for this year which has been budgeted at $40,000 that the plan includes seven shade trees and ten ornamental trees Trustee Manofsky reiterated that her concern was for the area immediately contiguous to the building not the part of the plan that was not immediately contiguous to the building Mr Wiese responded that it would include two canopy trees and approximately five ornamental trees. Trustee Manofsky asked if he thought they were enough His response indicated the philosophy around the plan addressed shade issues and view issues without adding to maintenance of leaves on the roof, etc Both Trustee Manofsky and Trustee Kennedy asked for confirmation that the plan calls for automatic irrigation for all of the appropriate sections VILLAGE OF OAK BROOK Minutes Page 3 of 12 March 14, 2006 8 A. Director Klinkow assured them that there would be automatic irrigation for all areas that required it. Trustee Manofsky asked for a timeline and bottom line cost of the plan Mr. Wiese responded an estimate of approximately $400,000 for complete implementation, but the timing is based on budget allocations to the project Barbara Benezra spoke as a member of the Friends of the Library Board, the Foundation Board and a past member of the Library Commission. She indicated that she had attended a number of the meetings that discussed the plan and was delighted with the final outcome. She agreed that the front entrance should be the first to be addressed. She also expressed her personal view that she liked the building because she felt that all of the glass allowed for bringing nature inside as a part of decorating and that the original plans for gardens were an important part of the building and that once the plantings were in it would soften the building. She added that there were two aspects to the garden; from the outside looking in and from the inside looking out She encouraged the Board to accept the plan and move forward with the bid process so as not to lose another planting season She also reminded the Board, responding to concern from Trustee Manofsky about plants that have died, that a garden was a living organism that had to be addressed. Motion by Trustee Aktipis, seconded by Trustee Yusuf, that the Village Board accept the Library Landscape Master Plan presented by JJR/Smith Group, Chicago, Illinois ROLL CALL VOTE Ayes- 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf Nays - 0 - None Absent- 0 -None. Motion carried. 9 UNFINISHED BUSINESS A. CONFIRMATION OF APPOINTMENTS - None presented B ORDINANCES & RESOLUTIONS —None presented. C AWARD OF CONTRACTS 1) TELECOMMUNICATIONS SYSTEM REPLACEMENT The Village Board, at its meeting of December 13, 2005, considered the telecom recommendation in conjunction with proposed improvements to our fiber optic system and network design The fiber optic and network design work was approved at the January 10, 2006 Board meeting, while the telecom system replacement was continued until such time as the fiber and network design work had been completed. The fiber optic system repairs have been completed, but for minor clean -up items The network is running on the single -mode fiber, supporting 1 Gb bandwidth VILLAGE OF OAK BROOK Minutes Page 4 of 12 March 14, 2006 9. C. 1) The upgraded network switches capable of supporting VoIP (voice over internet protocol), including POE (power over ethernet) and QOS (quality of service) to the Sports Core buildings, have been installed. TDSi also submitted a network design report that recommended various hardware, software and operational improvements Because this report contained recommendations affecting network and system security, it will be kept confidential and implemented as appropriate. Exhibit # 1 — Telecommunications System Replacement - summarized the proposals received and provided back -up for the above recommendation. With the recommended VoIP Enabled PBX telephone system from Sound, Inc , the Village will have the desired features (current and future), plus avoids the added costs of implementing a full VoIP system Trustee Kennedy summarized that this was the last of the principle elements of the plan and he asked whether it was within the original proposal budget presented last year. IS Director Bruce Kapff responded that overall it was and that the recommendation is still the same He addressed the questions that arose when the proposal was first presented He introduced Tom Weiman from TDSI who summarized that the new telephone system as recommended would work properly over the current data and fiber optic networks in place now Motion by Trustee Manofsky, seconded by Trustee Kennedy, that the Village Board award a contract for an NEC telecommunications system to the lowest responsive and responsible proposer, Sound, Inc., Naperville, IL subject to staff review, for the total cost of $149,195 ROLL CALL VOTE. Ayes 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf Nays • 0 - None. Absent 0 - None. Motion carried. President Quinlan asked to move Agenda Item 10 C.1 to this point in the meeting There were no objections 10 C. 1 ) MASTER DISCOUNT AGREEMENT BETWEEN SBC GLOBAL SERVICE INC AND THE VILLAGE OF OAK BROOK The proposed Master Discount Agreement (MDA) has been negotiated by Bernie Schaaf — TDSi to provide continuing and improved telephone service rate discounts. Since the Village will soon be changing the telephone service from Centrex to an in -house PBX, staff recommended staying with SBC Global Services at this time If the Village were to change service providers at the same time as the Village changes the telephone system, it could lead to problems during the conversion process. VILLAGE OF OAK BROOK Minutes Page 5 of 12 March 14, 2006 10 C. 1) This agreement replaced a similar one approved by the Village in January 2004. The proposed new agreement reflects the types of telephone services required as a result of leaving Centrex service and going to an in -house telephone system. This agreement has a three -year term. Motion by Trustee Aktipis, seconded by Trustee Kennedy, that the Village Board approve a Master Discount Agreement with SBC Global Services for discounted telephone services, subject to staff review. ROLL CALL VOTE: Ayes 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf. Nays 0 - None. Absent- 0 - None. Motion carried 9 C 2) 2007 PAVING PROJECT — JAMES J. BENES AND ASSOCIATES, INC. At the Board meeting of February 13, 2006, the Village Board authorized staff to negotiate a contract with James J Benes and Associates, Inc for Professional Engineering Design Services for the 2007 Paving Project. Staff has been working with the consultant and the contract is the culmination of those efforts This agreement utilized the format e approved by the Village Attorney and Purchasing Director Kapff. The 2006 Budget contains funds for the design of the 2007 Paving Project. The budget has been structured such that the design work will be accomplished in 2006, the project bid in January of 2007, and then constructed within 2007. Funds for this construction project will be included in the 2007 Budget Staff is proceeding early in 2006 due to the bridge permitting that is required. Staff anticipates the State delegating its permit to DuPage County and taking several months Trustee Manofsky asked why the Ginger Creek Subdivision streets were Included in this project since she thought that they had been done recently President Quinlan and Village Engineer Durfey responded that the Ginger Creek Subdivision had been repaved in 1994 and that the goal was a Fifteen year cycle. Some streets do not last that long based on the soil structure beneath the streets and some streets last longer so that is balances out to an average of fifteen years. Motion by Trustee Aktipis, seconded by Trustee Kennedy, that the Village Board approve an agreement with James J Benes and Associates, Inc for Professional Engineering Design Services regarding the 2007 Paving Project in the not -to- exceed amount of $34,829.00 ROLL CALL VOTE Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and YUSUf. Nays 0 - None. Absent- 0 - None. Motion carried VILLAGE OF OAK BROOK Minutes Page 6 of 12 March 14, 2006 9. C. 3) 2007 PAVING PROJECT — TEBRUGGE ENGINEERING At the Board meeting of February 13, 2006, the Village Board authorized staff to negotiate a contract with Tebrugge Engineering for Professional Engineering Design Services for the Baybrook Lane bridge portion of the 2007 Paving Project. Staff has been working with the consultant and the contract is the culmination of those efforts This agreement utilized the format previously approved by the Village Attorney and Purchasing Director Kapff. The 2006 Budget contains funds for the design of the 2007 Paving Project. The budget has been structured such that the design work will be accomplished in 2006, the project bid in January of 2007, and then constructed within 2007 Funds for this construction project will be included in the 2007 Budget The cost for the design services for James J. Benes and Associates, Inc. and - Tebrugge Engineering is over the budgeted amounts, as summarized below. 2006 Budget Paving $401000 Pathway 5,000 Total $45,000 Benes Contract $34,829 Remaining $105171 Tebrugge Contract $15,846 Short $55675 Village Engineer Durfey proposed a transfer of $5,675 from Account 462 -9080 (Drainage Improvements - $25,000 budgeted for 2006 Drainage Project, $46,930 total budgeted in account) into Account 461 -7620 to cover these costs There currently are no drainage projects for this year Staff is proceeding early in 2006 due to the bridge permitting that is required. Staff anticipates the State delegating its permit to DuPage County and taking several months Trustee Kennedy expressed concern for the scope of services. He felt that all consulting agreements should include provisions that the contractor will provide the final construction documents for bid purposes, evaluate the bids and make a recommendation to the Village Motion by Trustee Aktipis, seconded by Trustee Kennedy, to approve an agreement with Tebrugge Engineering for Professional Engineering Design Services regarding the Baybrook Lane bridge portion of the 2007 Paving Project in the not -to- exceed amount of $15,846 00 subject to including provisions that the contractor will provide the final construction documents for bid purposes, evaluate the bids and make a recommendation to the Village ROLL CALL VILLAGE OF OAK BROOK Minutes Page 7 of 12 March 14, 2006 I C 3) VOTE Ayes- 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf. Nays- 0 - None Absent: 0 - None. Motion carried. 4) PARKWAY TREES Three sealed bids were received and opened on Wednesday, February 15, 2006 One "no bid" was also received. The attached bid tabulation indicates pricing received It is stated in the Village's standard bid package that the Village shall not be committed to any minimum dollar purchase, and reserves the right to either increase or decrease the actual quantities, at our sole option. Staff recommended the purchase of the following as the most advantageous to the interests of the Village• Tree Tye Quantity Unit Cost Extended Cost 4" Linden 20 $1,000 $20,000 4" Autumn Blaze Maple 28 $1,000 $28,000 8' Austrian Pine 12 $500 $63000 2 %" Oak 11 $375 $4,125 Total $58,125 An eighteen (18) month 100% guarantee is included in the above unit prices It is important to note that all prospective planting locations will need to be clear of all obstructions. Staff will identify planting opportunities and have those areas J.U.L I E located. Site visits have been done by staff and references have also been checked. Staff is satisfied with the outcome of both Trustee Kennedy asked where the trees were going to be planted Village Manager Boehm responded that they would be on 31St street between 83 and York Road and in various locations where the Village has the ability to do so Public Works Director Meranda has been coordinating this project and working with the County for permits In addition the bike path in the Sports Core will be lined with trees and also planted along the detention pond near the Library. Trustee Kennedy expressed concern that the Village has contracted to prepare a plan for beautification over a period of approximately ten years and that this planting was ahead of that plan Manager Boehm responded that this was supplemental to that plan and would not interfere with the overall beautification plan VILLAGE OF OAK BROOK Minutes Page 8 of 12 March 14, 2006 9. C. 4) Motion by Trustee Manofsky, seconded by Trustee Kennedy, that the Village Board award a contract, subject to staff review, to the lowest responsive and responsible bidder, Monahan's Landscape Co., Inc , Arlington Heights, Illinois in the amount of $58,125 for Parkway Tree Planting ROLL CALL VOTE - Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf Nays • 0 - None Absent. 0 - None. Motion carried 10. NEW BUSINESS A. CONFIRMATION OF APPOINTMENTS - None presented. B ORDINANCES & RESOLUTIONS 1) A RESOLUTION AUTHORIZING AND DIRECTING THE OAK BROOK PUBLIC LIBRARY TO PARTICIPATE IN THE NON - RESIDENT LIBRARY CARD PROGRAM FROM JULY 1, 2006 TO JUNE 30, 2007 Oak Brook Public Library and the Village currently participate in the DuPage Library System's non - resident library card program. The non - resident library card fee is determined by applying the Non - Resident Fee Formula, Section 3050.60, a) General Mathematical Formula of Illinois Public Law 92 -0166 The fee for 2005 -2006 was $386 and one family paid the fee Staff recommends that the Village of Oak Brook Library participate in the non - resident card Program of the DuPage Library System from July 1, 2006 to June 30, 2007 at a fee of $431 per family Library Director Klinkow indicated that there was a formula to calculate the fee which equates to the $431 per family She added that last year only one family participated because reciprocal cards do not have a fee connected. She explained, however that those cards do not offer the privilege of using the Library meeting rooms Motion by Trustee Aktipis, seconded by Trustee Yusuf, for Passage of Ordinance 939, "A Resolution Authorizing and Directing the Oak Brook Public Library to Participate in the Non - Resident Library Card Program from July 1, 2006 to June 30, 2007. VOICE VOTE Motion carved Trustee Manofsky voted Nay 2) A RESOLUTION APPOINTING AND AUTHORIZING AN INDIVIDUAL TO THE DUPAGE WATER COMMISSION CUSTOMER MEETING CONCERNING SECTION 12 (C) ADVISORY PANEL This Resolution appoints and authorizes Richard B Boehm to attend the March 15, 2006 meeting of the Charter Members by the DuPage Water Commission to VILLAGE OF OAK BROOK Minutes Page 9 of 12 March 14, 2006 10 B. 2) a) nominate and vote for a chairman of the Charter members to preside over Sections 12c meetings convened to recommend Professional Candidates to the Water Commission for appointment to an Advisory Differential Panel for the proposed subsequent customer agreement with the County of DuPage and further; and b) vote for members of a subcommittee of the Charter Members designated to commence the process of identifying and recommending Section 12(c) Professional Candidates to the Water Commission for appointment to an Advisory Differential Panel for the proposed subsequent customer agreement with the County of DuPage Motion by Trustee Kennedy, seconded by Trustee Manofsky, to approve Resolution R -940, A Resolution Authorizing Attendance and Participation in a Meeting of Charter Customers to Commence Section 12(c) Procedures Scheduled by the DuPage Water Commission for March 15, 2006. VOICE VOTE. Motion carried. C. AWARD OF CONTRACTS Agenda item 10 C 1) was discussed earlier in the meeting. D CINGULAR REINSTATEMENT PROGRAM Cingular Wireless has acquired AT &T Wireless Services and is merging the two companies Cingular Wireless L.L.C. has identified more than 12,000 cell tower sites that it plans to decommission by the end of the year. After a review of its existing and newly acquired sites it has been determined that the Village microcell site (a small antenna on the Village's warning siren pole) on the southeast corner of IL Route 8' ) and 22"d street will be pulled out of service. Through participation in the Cingular Reinstatement Program, the Village may be able to protect its revenue stream from the lease of this site (Microcell Site Agreement No PR -1 -93 entered into on May 13, 1997) Currently the Village is in its second term which provides for a monthly license fee of $700, beginning in 2007 that payment would be $800 per month The agreement calls for the Village to allow for the suspension of lease payments for up to 24 months beginning May 1, 2006 and ending April 30, 2008 during which time Cingular will attempt to remarket this site for another company's use Should the Village not agree to allow for the remarketing of this site Cingular will provide the Village with the proper notice to terminate its original agreement with a 180 day notice VILLAGE OF OAK BROOK Minutes Page 10 of 12 March 14, 2006 10. D Motion by Trustee Kennedy, seconded by Trustee Aktipis, to approve Participation in the Cingular Reinstatement Program and authorize execution of an Amendment of the Lease Agreement with an Option to Sell subject to final Village Attorney approval. ROLL CALL VOTE- Ayes. 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf. Nays: 0 - None. Absent. 0 - None Motion carried. 11 INFORMATION & UPDATES A VILLAGE PRESIDENT — None presented. B VILLAGE MANAGER — Manager Boehm reported that the Illinois Department of Agriculture was holding a meeting at the Village Hall on Thursday, April 6 at 7.00 p m for the purpose of distributing information and discussing Gypsy Moth infestation which has been found in areas of Oak Brook He also reported on the reconstruction of the I -88 ramp on Midwest Road The eastbound ramp will be closed within the month as part of the Open Road Tolling program. Traffic will be routed to the Route 8' ) ramp. Trustee Craig commented that the Flag Creek Sanitary District offered discounted rates for water that was used for irrigation purposes and had heard that it was being discontinued Manager Boehm responded that at the onset of the program the District would review it annually and that he had not heard of any discussion or vote to discontinue the program Director Meranda was asked to follow -up and report to the Board in their weekly packet. C. VILLAGE CLERK — Clerk Gonnella reported that Cook County Commissioner Forrest Claypool of Chicago filed a lawsuit against twenty -two suburban municipalities that did not conduct Early Voting for the March 21St General Primary. He announced that Oak Brook was not named in this lawsuit as the Village is conducting the Early Voting for our six registered voters who reside in the Cook County Portion of Oak Brook She reminded DuPage County residents of Oak Brook that seven of Oak Brook's precinct polling sites have been relocated She suggested that if residents did not receive any notification, they should call the Clerk's office to check precinct locations 12 ADJOURN TO CLOSED MEETING - To consider litigation, when an action against, affecting or on behalf of the Village has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent (2c 11) and to discuss minutes of meetings lawfully closed under the Open Meetings Act, whether for the purpose of approval by the body of the minutes, or for semi - annual review of the minutes as required by the Open Meetings Act (2c 17) VILLAGE OF OAK BROOK Minutes Page 11 of 12 March 14, 2006 12. Motion by Trustee Craig, seconded by Trustee Kennedy, to adjourn to a Closed Meeting at 8.55 p m ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf, Nays: 0 - None. Absent- 0 - None. Motion carried. 13 ADJOURNMENT Motion by Trustee Kennedy, seconded by Trustee Sanford, to adjourn the Regular Meeting of the= Board of Trustees at 9:35 p.m. VOICE VOTE- Motion carried. ATTEST. Linda K Gonnella Linda K. Gonnella, CMC Village Clerk VILLAGE OF OAK BROOK Minutes Page 12 of 12 March 14, 2006