Minutes - 03/26/2002 - Board of Trustees2
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MINUTES OF THE MARCH 26, 2002 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
UNOFFICIAL UNTIL APPROVED AS WRITTEN ON
APRIL 9, 2002.
CALL TO ORDER: CALL TO ORDER
The Regular 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 7:30 p.m. The Pledge of Allegiance was given.
ROLL CALL: ROLL CALL
Deputy Village Clerk Carol Harty called the roll with the following persons
PRESENT: President Karen M. Bushy, Trustees John W. Craig, Susan Chase
Korin, Elaine Miologos and Alfred P. Savino.
ABSENT: Trustee George T. Caleel
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Bruce F. Kapff, Director of
Information Services & Purchasing; Darrell J. Langlois, Finance
Director; Richard A. Martens, Village Attorney; and Ruth A.
Martin, Library Director.
ANNOUNCEMENTS AND OPEN FORUM: None. ANNOUNCE
APPROVAL OF MINUTES: MINUTES - 03 -Ii -02
Motion by Trustee Miologos, seconded by Trustee Savino, to approve the
minutes of the Regular Board of Trustees' Meeting of March 12, 2002 as
presented and waive the full reading thereof. VOICE VOTE: Motion carried.
CONSENT AGENDA: C. AGENDA
All items on the Consent Agenda are considered to be routine in nature and will
be enacted in one motion.
Trustee Miologos asked that item 5.C.2, Change Order #22 in the amount of 5C.2 RMVD FRM CA
$2,848 & Construction Change Directive #12 in the amount of $17,221 for the
Municipal Complex Project to Harbour Contractors, Inc. with a Revised Total
Contract Amount of $8,045,155, be removed from the Consent Agenda for
further discussion.
VILLAGE OF OAK BROOK Minutes
Page 1 of 11 March 26, 2002
5. Motion by Trustee Savino, seconded by Trustee Craig, to approve the Consent
Agenda as amended. ROLL CALL VOTE:
Ayes: 4 — Trustees Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: I - Trustee Caleel. Motion carried.
A. APPROVAL OF BILLS: $434,000.51 BILLS - $434,000.51
B. APPROVAL OF PAYROLL:
1) PAY PERIOD ENDING MARCH 2, 2002 - $582,360.84 PYRL- $582,360.84
2) PAY PERIOD ENDING MARCH 16, 2002 - $449,241.67 PYRL- - $449,241.67
C. CHANGE ORDERS: CHNG ORDERS
1) CHANGE ORDER #1 - $5,305.00 - COMMUNICATIONS CENTER COMM CTR
EQUIPMENT & INSTALLATION — CHICAGO COMMUNICATION EQUIP/INSTALL
SERVICE INC. - REVISED TOTAL CONTRACT AMOUNT -
$322,188
2) CHANGE ORDER #22 - $2,848 & CONSTRUCTION CHANGE REMOVED FROM
CONSENT AGENDA
DIRECTIVE 412 - $17,221 - MUNICIPAL COMPLEX PROJECT —
HARBOUR CONTRACTORS, INC. — REVISED TOTAL
CONTRACT AMOUNT - $8,045,155 — Removed from the Consent
Agenda.
D. PAYOUTS:
PAYOUTS
1) CIVILTECH ENGINEERING, INC. — PAYOUT #2 — YORK YK/HARGER RD
BICY /PED PATH -
ROAD /HARGER ROAD BICYCLE/PEDESTRIAN PATH — PHASE II PRASE II
-$7,295.95
2) RLS LANDSCAPE & NURSERY CO. — PAYOUT #2 — LIBRARY LIB BLDG PROJ
BUILDING PROJECT - $651.10
E. REFERRALS: None.
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS: None.
G. ACCEPT AND PLACE ON FILE — TREASURER'S REPORT OF TREAS RPT
FEBRUARY, 2002
H. APPROVAL OF 2002 MEMBERSHIP RENEWAL — THE UNITED MEMBSHP U.S.
CONF OF MAYRS
STATES CONFERENCE OF MAYORS
VILLAGE OF OAK BROOK Minutes Page 2 of 11 March 26, 2002
ZC
6. ITEMS REMOVED FROM CONSENT AGENDA: RMVD C AGNDA
5. C. 2) CHANGE ORDER #22 - $2,848 & CONSTRUCTION CHANGE MUN CoMP PROD
DIRECTIVE #12 - $17,221 - MUNICIPAL COMPLEX PROJECT —
HARBOUR CONTRACTORS, INC. — REVISED TOTAL
CONTRACT AMOUNT - $8,045,155
Trustee Miologos asked for an explanation of Change Order #22. Bruce
F. Kapff, Director of Information Services & Purchasing responded that
the change order was related to equipment for the heating and
ventilating system.
Motion by Trustee Miologos, seconded by Trustee Savino, to approve
Change Order #22 in the amount of $2,848 & Construction Change
Directive #12 in the amount of $17,221 for the Municipal Complex
Project to Harbour Contractors, Inc. with a Revised Total Contract
Amount - $8,045,155.00, and that the Board has determined that the
circumstances necessitating the change order was not reasonably
foreseeable at the time the contract was signed and that the change order
is in the best interest of the Village and is authorized by law. ROLL
CALL VOTE:
Ayes: 4 — Trustees Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: I - Trustee Caleel. Motion carried.
7. BOARD & COMMISSION RECOMMENDATIONS: BD /COMM RECOM
A. RECOMMENDATION - HARTMANN — 44 MEADOWOOD DRIVE — HRTMAN - 44
MEADOWOOD DR-
VARIATION — SIDE YARD (ABUTTING A STREET) SETBACK VARIATION - SIDE
YARD SETBACK
Zoning Board of Appeals Recommendations
Variation - The Zoning Board of Appeals by a vote of 4 to 0, have
recommended approval of the request from Mr. John Hartmann, who is the
owner of the property at 44 Meadowood Drive seeking approval of a
variation to accommodate an addition to an existing nonconforming single -
family home. The planned addition to the existing two -car garage will
encroach approximately 9 additional feet into the yard adjacent to Palisades
Drive. The home presently encroaches into the required 40 -foot front yard
by approximately 20.3 feet.
In recommending approval of this request, the Zoning Board of Appeals
found that the petitioner has satisfactorily addressed the factors required for
approval of a variation.
VILLAGE OF OAK BROOK Minutes
Page 3 of 11 March 26, 2002
7. A. In particular, it was found that the request was due to unique circumstance
and the hardship of the property owner was not of their own making. It was
also found that the variation, if granted, would not alter the essential
character of the neighborhood.
Mr. Hartmann spoke to the factors relating to this request. Trustee Savino
asked that a condition be added that the property owner use landscaping to
mask the long wall of the garage. Trustee Savino added that this was not a
precedent setting variation.
Motion by Trustee Savino, seconded by Trustee Korin, to concur with the
recommendations of the Zoning Board of Appeals and authorize the Village
Attorney to draft the necessary ordinances for final consideration at the
April 9, 2002 Village Board meeting. VOICE VOTE: Motion carried.
B. RECOMMENDATION - CREDEDIO — 3308 MIDWEST ROAD — MAP cREDEDio - 3308
MIDWEST RD -
AMENDMENT MAP AMENDMENT
Plan Commission and Zoning Board of Appeals Recommendations
Map Amendment - The Plan Commission by a vote of 5 to 0, and the
Zoning Board of Appeals by a vote of 4 to 0, have recommended approval
of the request from Mr. John Crededio, who is the owner of the property at
3308 Midwest Road seeking approval of a map amendment from R -1 to R -2
to accommodate the future subdivision of the property into two lots. The
property encompasses approximately 2.81 acres and is presently vacant.
In recommending approval of this request, the Plan Commission and Zoning
Board of Appeals found that the petitioner has satisfactorily addressed the
factors required for approval of a map amendment. In particular, it was
found that the amendment as requested will not affect the public health,
safety and welfare and will not alter the essential character of the
neighborhood.
Mr. John Brechin, speaking on behalf of the owner of the property, spoke to
the factors related to the petition. Trustee Savino added that this was not a
precedent setting amendment.
Motion by Trustee Savino, seconded by Trustee Korin, to concur with the
recommendations of the Plan Commission and Zoning Board of Appeals
and authorize the Village Attorney to draft the necessary ordinances for
final consideration at the April 9, 2002 Village Board meeting. VOICE
VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 4 of I I March 26, 2002
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8. ACTIVE AGENDA (Items for Final Action): ACTIVE AGENDA
A. APPOINTMENTS: None.
B. ORDINANCES & RESOLUTIONS:
1) ORDINANCE 2002- ZO -ORD -EXI -G -695, "AN ORDINANCE 2002-ZO-ORD-EXI-
G -695 - AMEND
AMENDING TITLE 13 ( "ZONING REGULATIONS ") OF THE TITLE 13 - ADD
VILLAGE CODE OF THE VILLAGE OF OAK BROOK BY ADDING CHAP I I - AMND
CHAP
CHAPTER 11, ( "SIGNAGE ") AND AMENDING CHAPTER 2,
("DEFINITIONS")"
Chapter 11 consolidates the various regulations pertaining to signs
which were formerly scattered throughout the Zoning Ordinance. The
ordinance also adopts a number of definitions pertaining to signs which
are included now in the Definitions section of the Code, Chapter 2. At
the last Board of Trustees' Meeting the Board directed the Village
Attorney to draft the necessary ordinance for final consideration.
Motion by Trustee Savino, seconded by Trustee Korin, to approve
Ordinance 2002- ZO -ORD -EXI -G -695, "An Ordinance Amending Title
13 ( "Zoning Regulations ") of the Village Code of the Village Of Oak
Brook By Adding Chapter 11, ( "Signage ") and Amending Chapter 2,
( "Definitions ")." ROLL CALL VOTE:
Ayes: 4 - Trustees Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
2) RESOLUTION 2002 - IML -LP -R -803, "A RESOLUTION ADOPTING 2002 - IML -LP -R -803 -
ADPT IML LEG
THE ILLINOIS MUNICIPAL LEAGUE LEGISLATIVE PROGRAM" PROGRAM
This resolution adopts the positions advanced by the Illinois Municipal
League on legislative proposals in the Illinois General Assembly for the
Spring 2002 session and as expressed by the Municipal League in its
2002 Legislative Agenda. At the last meeting the Village Board
discussed the reasons for adopting these positions and directed the
Village Attorney to draft the necessary resolution for Board approval.
Motion by Trustee Miologos, seconded by Trustee Craig, to approve
Resolution 2002 - IML -LP -R -803, "A Resolution Adopting the Illinois
Municipal League Legislative Program." ROLL CALL VOTE:
Ayes: 4 - Trustees Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 5 of 11 March 26, 2002
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8. B. 3) RESOLUTION 2002 - MMC -LP -R -804, "A RESOLUTION 2002 - MMC -LP -R -804
- ADOPT MMC LEG
ADOPTING THE 2002 METROPOLITAN MAYORS CAUCUS PRIORITIES
LEGISLATIVE PRIORITIES"
This resolution adopts the positions advanced by the Metropolitan
Mayors Caucus on legislative proposals in the Illinois General
Assembly for the Spring 2002 session and as expressed by the Caucus in
its 2002 Legislative Priorities. At the last meeting the Village Board
discussed the reasons for adopting these priorities and directed the
Village Attorney to draft the necessary resolution for Board approval.
Motion by Trustee Miologos, seconded by Trustee Craig, to approve
Resolution 2002 - MMC -LP -R -804, "A Resolution Adopting the 2002
Metropolitan Mayors Caucus Legislative Priorities." ROLL CALL
VOTE:
Ayes: 4 - Trustees Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
4) ORDINANCE 2002- BU -EXI -S -1011, AN "ORDINANCE
AUTHORIZING TRANSFERS AMONG BUDGET LINE ITEMS"
During the course of a year, there are numerous situations that may arise
that cause an account, program, or even a fund to exceed its budget.
When this occurs, State statutes provide that the corporate authorities
may make transfers from "one corporate object or purpose to another
corporate object or purpose ". Additionally, statutes provide that the
corporate authorities may delegate authority to heads of municipal
departments to "delete, add to, change, or create sub - classes within
object classes budgeted previously to the department with the approval
of the budget officer or executive officer of the municipality ". In
consultation with the Village Attorney, staff has defined a corporate
object or purpose to be an individual program or fund. Sub - classes
within object classes have been defined as accounts and categories
within a budget program.
Now that all of the year -end accounting adjustments have been made,
several budget accounts, categories, and programs have been determined
to end 2001 over budget.
VILLAGE OF OAK BROOK Minutes
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Page 6 of 11 March 26, 2002
2002 -BU -EX 1 -S -1011
AUTH TRAN BUDG
LINE ITEMS
8. B. 4) The Village Board's policy on Finance, Taxation, and Budget, prepared
based on the previously mentioned statutes, outlines the following
procedures for budget administration and how these variances are to be
addressed:
1. That the Budget Officer, with the approval of the Village
Manager, may authorize transfers of budgeted funds between
accounts or between account categories within a single budget
program.
2. That any transfer of budgeted funds from one budget program to
another shall be subject to approval by the Board of Trustees upon
the recommendation of the Village Manager.
3. That any transfer from contingency shall be subject to approval
by the Board of Trustees upon the recommendation of the Village
Manager.
4. That any increase in the total appropriation within any fund shall
be subject to approval by the Board of Trustees upon the
recommendation of the Village Manager.
Finance Director Langlois and Village Manager Veitch fielded
questions related to the transfers.
Motion by Trustee Savino, seconded by Trustee Craig, to approve
Ordinance 2002 -BU -EXI -S -1011, "An Ordinance Authorizing
Transfers Among Budget Line Items." ROLL CALL VOTE:
Ayes: 4 - Trustees Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
5) ORDINANCE 2002 -LY -EXI -S -1010, "AN ORDINANCE ADOPTING 2002-LY-EX I -S- 1010
ADPT LIB MTG RM
THE LIBRARY MEETING ROOM POLICY" POLICY
The ordinance adopts the Library Meeting Room Use Policy, which the
Village Board reviewed at their last meeting. At the last meeting the
Village Board directed the Village Attorney to draft the necessary
ordinance for Board approval.
VILLAGE OF OAK BROOK Minutes Page 7 of 11 March 26, 2002
8 B. 5) Motion by Trustee Korin, seconded by Trustee Savino, to approve
Ordinance 2002 -LY -EX 1 -S -1010, "An Ordinance Adopting the Library
Meeting Room Policy." ROLL CALL VOTE:
Ayes: 4 - Trustees Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
C. AWARD OF CONTRACTS: AWARD cT
1) 2002 PAVING PROJECT 2002 PAVG PROJ
Six sealed bids were opened on Wednesday, March 20, 2002. The bid
submitted by R.W. Dunteman in the amount of $274,193.16 is
approximately 24% lower than the Engineer's estimate of $362,038.85.
R.W. Dunteman was awarded the 2001 Paving Project contract last year
and has performed adequately. James Benes and Associates (the
consulting engineer) recommends that the Village award the contract to
R.W. Dunteman.
Project work includes bituminous milling and resurfacing, bituminous
patching, curb and gutter replacement, median installation, guardrail
removal and installation, retaining wall installation and landscape
restoration. Impacted roadways include Kensington Road, Kensington
Court, Birchwood Road, York Road at Harger Road, 16th Street East of
Illinois 83, and Polo Road North of the new Library building.
Funds in the amount of $418,000 have been budgeted in the Roadway
Improvements Program (461) for this project.
Motion by Trustee Miologos, seconded by Trustee Savino, that the
Village Board award a contract to the lowest responsive and responsible
bidder, R.W. Dunteman Company, 600 South Lombard Avenue, P.O.
Box 1129, Addison, IL 60101, for the 2002 Paving Project, based on the
unit prices submitted, for an estimated total project price of
$274,193.16. ROLL CALL VOTE:
Ayes: 4 - Trustees Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
D. AUTHORIZE AGREEMENT WITH COLLEGE OF DUPAGE OFFICE AUTH COD
AGRMNT -02
OF FIRE SCIENCE — 2002 FMEFIGHTER TESTING FIRFTR TESTING
Every two years and pursuant to State statute, the Board of Fire and Police
Commissioners is required to create a new eligibility list for the entry level
firefighter position in the Village of Oak Brook.
VILLAGE OF OAK BROOK Minutes Page 8 of 11 March 26, 2002
8. D. The current list is set to expire on September 30, 2002, and as such, the
Board of Fire and Police Commissioners is ready to begin creating the next
entry level eligibility list for the firefighter position.
The process requires that candidates submit a complete application
including all necessary documentation, attend a mandatory orientation
session, successfully complete a written test, participate in and complete a
physical ability test, and undergo a scored oral interview test with the Board
of Fire and Police Commissioners. Based on the scores achieved through
the process, the candidates are ranked on an initial eligibility list, and are
then able to apply for preference points to be added to that score (also as
defined in State statute). Once these preference points are applied, the final
eligibility list is posted, and it is from that list that future vacancies in the
department are filled.
In the event of a departmental vacancy, the candidate whose name is next on
the list undergoes a thorough background investigation (conducted by the
Investigations Division of the Police Department) and polygraph
examination. If the candidate successfully passes that investigation, he or
she is then interviewed by the full Board of Fire and Police Commissioners.
The Board then decides whether to make an offer of employment to the
candidate and the offer is conditioned on the candidate passing an
independent psychological profile and physical examination.
On March 7, 2002, the Board of Fire and Police Commissioners indicated
its desire to enlist the same process that it did two years ago to develop the
eligibility list, namely, working through the College of DuPage Office of
Fire Science Technology for coordination and administration of the written
and physical ability portions of the testing process, and working directly
with Stanard and Associates for development and scoring of the oral
assessment portion. Due to the generally large number of candidates
interested in the firefighter position, having College of DuPage administer
the written test, handle the scoring of the test, and coordinate the scheduling
and administration of the physical ability test is the most time efficient and
cost effective way to complete these portions of the process.
In order to proceed in the direction that the Board of Fire and Police
Commissioners has identified, the Village would need to enter into
agreements with the College of DuPage Office of Fire Science Technology
and Stanard and Associates, Inc. The cost for Stanard and Associates
service in developing and scoring the oral assessment portion will be well
below the $10,000 threshold requiring Village Board approval.
VILLAGE OF OAK BROOK Minutes Page 9 of 11 March 26, 2002
8. D. The cost for services provided by the College of DuPage Office of Fire
Science, however, is approximately $13,500, and therefore requires Board
authorization.
Motion by Trustee Savino, seconded by Trustee Korin, that the Village
Board authorize the Village Manager to enter into agreements, following
staff review, for the creation of the 2002 Firefighter Eligibility List as
desired by the Board of Fire and Police Commissioners. ROLL CALL
VOTE:
Ayes: 4 - Trustees Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
9. INFORMATION & UPDATES: INFO & UPDATES
A. VILLAGE PRESIDENT: VLLG PRES
President Bushy announced that the week of April 14 has been declared
National Public Safety Telecommunications Week. She reported that the
Village would be recognizing a Telecommunications Operator in Oak
Brook that was involved in communications during the September 11, 2001
events.
President Bushy also announced that April 21 — 27 was designated National
Volunteer Week and she wished to salute the many residents of the Village
of Oak Brook that donate an incredible amount of time to volunteer efforts
throughout the area.
B. VILLAGE MANAGER: VLLG MGR
Manager Veitch reminded residents of the informational meeting regarding
the Gypsy Moth infestation.
10. DEPARTMENTAL REPORTS: None. DEPT. RPTS
11. UNFINISHED AND NEW BUSINESS: None. UNFIN & NEW
BUSINESS
12. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None. OTHER BUS.
13. ADJOURN TO CLOSED MEETING: To Consider Litigation, Review of ADJRN TO cLSD
MTG
Closed Meeting Minutes.
VILLAGE OF OAK BROOK Minutes Page 10 of 11
March 26, 2002
13. Motion by Trustee Savino, seconded by Trustee Craig, to adjourn to closed
meeting to consider Litigation and Review Closed Meeting Minutes. ROLL
CALL VOTE:
Ayes: 4 - Trustees Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Caleel. Motion carried.
14. ADJOURNMENT:
Motion by Trustee Craig, seconded by Trustee Korin, to adjourn the meeting at
9:23 p.m.
VOICE VOTE: Motion carried.
ATTEST:
Linda . Gonnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes
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