Minutes - 04/08/2003 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES OF THE
APRIL 8, 2003 CONVASSLNG BOARD FOR THE
APRIL 1, 2003 CONSOLIDATED ELECTION
The Local Canvassing Board of the Village of Oak Brook, comprised of Village
President Karen M. Bushy, Village Clerk Linda K. Gonnella and Village Trustee Alfred
P. Savino met on April 8, 2003 at 7:24 p.m. in the Samuel E. Dean Board Room of the
Village Commons for the purpose of canvassing the votes cast in the Consolidated
Election of April 1. 2003. The local newspapers were notified by mail on April 2, 2003
and said canvass was held in all respects as prescribed by law. It is noted that a senior
Trustee is to serve on the Canvassing Board. As prescribed by law, Trustee Savino was
chosen to serve as the senior Trustee of the Village Board of the Canvassing Board.
The Canvassing Board was in receipt of votes cast in the sixteen (16) precincts with
2,208 votes cast as tabulated by the DuPage Election Commission and the one (1)
precinct with 3 votes cast as tabulated by the Cook County Clerk. No other means of
verifying the authenticity of votes cast was made available. President Bushy read the
vote totals for each of the precincts declaring for Village President: Kevin M. Quinlan
received 1,101 votes, George T. Caleel received 1,058; for Village Clerk, Linda K.
Gonnella received 1,761 votes and for Village Trustee; John W. Craig received 1, 147
votes, Stelios Aktipis received 1,083 votes, Asif Yusuf received 1,076 votes, Richard
Arling received 912 votes, Barbara D. Benezra received 873 votes and Kerry M.
Krafthefer received 745 votes.
President Bushy read Resolution #2003 -EL -CR -EXI -R -839, "A Resolution Declaring the
Results of the General Consolidated Election Held in the Village of Oak Brook on April
l; 2003" in its entirety. A copy is attached to the official minutes.
Motion by Trustee Savino, seconded by President Bushy, to approve Resolution #2003 -
EL -CR -EXI -R -839, "A Resolution Declaring the Results of the Regular Consolidated
Election Held in the Village of Oak Brook on April 1, 2003" as presented in which Kevin
M. Quinlan was elected to the office of Village President; Linda K. Gonnella was elected
to the office of Village Clerk; Stelios Aktipis, John W. Craig and Asif Yusuf were
elected to the office of Village Trustee for a full four year term. ROLL CALL VOTE:
Ayes: 3 — President Bushy, Trustee Savino and Clerk Gonnella.
Nays: 0 —None.
Absent: 0 — None. Motion carried.
Motion by Trustee Savino, seconded by President Bushy, to approve the execution and
certification of the Cook County Abstract of Votes of the April 1, 2003 Consolidated
Election as presented. ROLL CALL VOTE:
Ayes: 3 — President Bushy, Trustee Savino and Clerk Gonnella.
Nays: 0 —None.
Absent: 0 — None. Motion carried.
Village of Oak Brook Page 1 of 2 April 8, 2003
Minutes of Canvass of Votes
The Canvassing Board of the Village of Oak Brook, DuPage and Cook Counties; Illinois
proclaimed and declared that George. T. Caleel who received 565 votes, Susan Chase
Korin who received 673 votes and Elaine Miologos who received 638 votes were each
elected to the office of Village Trustee, for a full four year term. Village Clerk _ Gonnella
noted for the record that there are 6,349 registered voters in DuPage County and 6
registered voters in the Cook County portion of the Village of Oak Brook.
Motion by Trustee Savino, seconded by Clerk Gonnella, to adjourn the Local Canvassing
Board for the April 1, 2003 Consolidated Election at 7:30 p.m. ROLL CALL VOTE..
Ayes: 3 — President Bushy, Trustee Savino and Clerk Gonnella
Nays: 0 — None.
Absent: 0 — None. Motion carried.
Respectfully submitted,
tL-- `�o r� n `�-f" C✓
Linda K. Gonnella, CMC
Village Clerk
Village of Oak Brook Page 2 of 2 April 8, 2003
Minutes of Canvass of Votes
RESOLUTION #2003- EL- CR -EXI -R -839
A RESOLUTION DECLARING THE RESULTS OF THE
REGULAR CONSOLIDATED ELECTION HELD
IN THE VILLAGE OF OAK BROOK
ON APRIL 1, 2003
WHEREAS, on April 1, 2003, there was held in and for the Village of Oak
Brook, DuPage and Cook Counties, Illinois, an election for the purpose of electing a
Village President, Village Clerk and three Village Trustees, each for a full four year term;
and
WHEREAS, the Illinois Election Code provides in relevant part that the
Canvassing Board for a Village shall consist of the Village President, the Village Clerk
and one member of the Board of Trustees who has served the longest tenure on the
Village Board ( "Canvassing Board "); and
WHEREAS, the said election has been regularly called and held as provided by
law, and the returns of said election, including the Certificate of Results for the
Consolidated Election of April 1, 2003 have been filed with the Village Clerk of the
Village of Oak Brook; and
WHEREAS, the results of the April 1, 2003 Consolidated Election are now
before the Canvassing Board of the Village of Oak Brook for the purpose of canvassing
the votes cast at said election and the said Canvassing Board is familiar therewith;
NOW, THEREFORE, BE IT RESOLVED, by the Canvassing Board of the
Village of Oak Brook, DuPage and Cook Counties, Illinois as follows:
SECTION ONE: That the election held on April 1, 2003 was held in all
respects as provided by law. A Notice of said election was duly given by each of the
County Clerks of DuPage and Cook by publishing Notices of Election in newspapers of
general circulation within the Village of Oak Brook, not more than 30 nor less than 15
days in advance of the date of said election. The Judges appointed by the County Clerks
of DuPage and Cook Counties were duly qualified to fill such offices in each of the
precincts and were duly sworn to perform their duties before the commencement of said
election. The returns of said election have been duly tabulated by the County Clerks of
DuPage and Cook Counties, and were filed with the Village of Oak Brook.
SECTION TWO: The Canvassing Board of the Village of Oak Brook finds
from its canvass of returns of said election that the votes as set forth in the tabulation
attached hereto and labeled Exhibit A were cast in each of the precincts hereinafter
designated in favor of the persons at said election.
SECTION THREE: The Canvassing Board of the Village of Oak Brook finds
that the following persons received the number of votes opposite their names for the
following office:
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FOR THE OFFICE OF VILLAGE PRESIDENT FOR A FOUR YEAR TERM:
Kevin M. Quinlan 1,101
George T. Caleel 1,058
FOR THE OFFICE OF VILLAGE CLERK FOR A FOUR YEAR TERM:
Linda K. Gonnella 1,761
FOR THE OFFICE OF VILLAGE TRUSTEE FOR A FOUR YEAR TERM:
John W. Craig
1,147
Stelios Aktipis
1,083
Asif Yusuf
1,076
Richard Arling
912
Barbara D. Benezra
873
Kerry M. Krafthefer
745
SECTION FOUR: Therefore, this Canvassing Board of the Village of Oak
Brook, DuPage and Cook Counties, Illinois, hereby proclaims and declares:
Kevin M. Quinlan to be elected to the office of Village President, Linda K.
Gonnella to be elected to the office of Village Clerk, John W. Craig, Stelios Aktipis and
Asif Yusuf to be elected to the office of Village Trustee each for a full four year term.
SECTION FIVE: EFFECTIVE DATE. This Resolution shall be in full
force and effect upon passage and approval.
ROLL CALL VOTE:
AYES: President Bushy, Trustee Savino and Clerk Gonnella.
NAYS: None.
PASSED THIS 8TH DAY OF APRIL, 2003
APPROVED THIS 8TH DAY OF APRIL, 2003
;'It, r i i , sic tai
M.,BUSIJY, VILL PRESIDENT
ALFRE P. SAVIIvO, VILLAGE TRUSTEE
fNDA K. GONNELLA, VILLAGE CLERK
ATTEST:
RICHARD A. MARTENS, VILLAGE ATTORNEY
CERTIFICATION
ify that I am the Village Clerk of the Village of
I, the undersigned, do hereby cert
Oak Brook, DuPage and Cook Counties, Illinois, and that the foregoing is a true,
complete and exact copy of Resolution #2003- EL- CR -EXl -R -839, enacted on April 8,
2003 and approved on April 8, 2003 as the same appears from the official records of the
Village of Oak Brook.
LINDA K. GONNELLA, VILLAGE CLERK
MINUTES OF THE APRIL 8, 2003 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN ON MAY 13, 2003.
1. 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 7:38 p.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: Richard B. Boehm, Village Manager; Dale L. Durfey, Jr.,
Village Engineer; Debra J. Jarvis, Fire Chief; 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; Ruth A. Martin, Library Director; Michael J. Meranda,
Public Works Director and Bonnie Sartore, Bath & Tennis Club
Manager.
3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE
President Bushy welcomed the new Village Manager Richard Boehm.
Manager Boehm thanked the Village Board for the confidence in appointing
him as Village Manager.
4. APPROVAL OF MINUTES: None. MINUTES
5. CONSENT AGENDA: C. AGENDA
All items on the Consent Agenda are considered to be routine in nature and will
be enacted in one motion.
Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Consent
Agenda as presented. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes
L�
Page 1 of 14 April 8, 2003
5. A. APPROVAL OF BILLS - $233,295.22 APV BLS-
$233,295.22
D
7
E
Significant items included above:
1) J & R Asphalt — Payout #3 - $ 7,600.40 - Municipal Complex - Paving
Project
2) Comcast - $10,660.46 — Sports Core /Westchester Park Subdivision
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING MARCH 29
2003 - $592,957.85
C. CHANGE ORDERS: None
D. REFERRALS: None
E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS: None
ITEMS REMOVED FROM CONSENT AGENDA: None.
BOARD & COMMISSION RECOMMENDATIONS:
APVPYRL-
$592,957.85
RMVD C AGNDA
BD /COMM RECOM
A. REMOVE FROM THE TABLE — COVINGTON COURT COMMUNITY COVINGTN CT
ASSOCIATION — VACATION OF BICYCLE PATH EASEMENT ASSOC -VAC OF
REQUEST FOR WITHDRAWAL OF PETITION — BCYCL PATH EASE.
Motion by Trustee Savino, seconded by Trustee Caleel, to remove from the
table the recommendation relative to the Covington Court Community
Association — Vacation of Bicycle Path Easement. VOICE VOTE: Motion
carried.
The Covington Court Community Association has withdrawn its request to
vacate /relocate a portion of the bicycle easement running along lots 21 -25.
It is their intention in the future, to apply for a permit to install a fence in
accordance with Village Code. No further action is required.
ACTIVE AGENDA Items for Final Action):
A. CONFIRMATION OF APPOINTMENTS: None
B. ORDINANCES & RESOLUTIONS:
1) ORDINANCE 2003 -BU -EX 1 -S -1034 "AN ORDINANCE
AUTHORIZING TRANSFERS AMONG BUDGET LINE ITEMS"
VILLAGE OF OAK BROOK Minutes Page 2 of 14
April 8, 2003
ACTIVE AGENDA
ORD /RES
ORD 03- BU- EXI -S-
I034 - AU H
TRNSFRS AMNG
BUDC LN ITEMS
8. B. 1) 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.
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
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.
The following is a brief explanation of the causes of some of the more
material budget transfers:
Program 121 - Legal: This variance is due primarily to the cost of
outside legal services.
Program 181- Community Events: For budget purposes, the amount
budgeted for Autumn Fest is set at $20,000, which is based "net" of
revenues received.
VILLAGE OF OAK BROOK Minutes Page 3 of 14 April 8, 2003
L6
8. B. 1) For accounting purposes, we are required to "gross up" the expenses and
record the revenue in a separate revenue account with no budget
amount. In 2002 expenses for the event were $27,366, which caused
this program to go over budget. Revenues from the event were $15,709.
Thus, on a "net" basis, the event more than met its financial target.
Program 425 - Library Building Project: The funding of this project
comes from the General Corporate Fund, the Library operating budget,
and the Library Foundation. For budget purposes, the General
Corporate Fund share is budgeted "net" of the donations expected from
the Library Foundation (there is no budgeted revenue amount for
"donations "). Due to the shortfall in the Library Foundation's
fundraising goal, the General Corporate Fund's share will be increased;
thus, this program exceeded budget in 2002.
Program 426 - Municipal Complex Project: During 2002, this program
exceeded its budget by $1,220,609. There are two primary causes of
this variance. First, payments on the project occurred faster than was
budgeted. As the 2002 budget for this project (not the total project
budget, which spans three fiscal years) was set in the fall of 2001,
forecasting the exact timing of the payments is very difficult. Second,
as required under generally accepted accounting principles, accounting
recognition of the full amount of contract retainage on the project,
approximately $539,000 as of 12/31/2002, is required even though the
funds have not been disbursed. Both of these causes are strictly timing
related. To date, the entire project budget has been increased
approximately $200,000 to $9.9 million.
The variances in programs 425- Library Building Project and 426 -
Municipal Complex Project caused the General Corporate Fund to
exceed its total budget by approximately $430,000. Staff was able to
solve the variance in program 425- Library Building Project solely by
transferring from other line items in other programs. However, there
are not enough funds in the remaining line items in other programs to
completely offset the variance in program 426 - Municpal Complex.
Thus, the variance in this program must be addressed by a combination
of line item transfers as well as an increase in total appropriation for the
Fund.
After all other transfers were completed, it is recommended that the
remaining General Corporate Fund accounts with unexpended balances
over $5,000 be transferred to program 426 - Municipal Complex Project.
VILLAGE OF OAK BROOK Minutes Page 4 of 14 April 8, 2003
8. B. 1) This involves transferring $620,000 from 44 different general ledger
accounts. Staff recommends a $5,000 threshold since a lower amount
would result in over 100 more transfers and at the end an increase in
total Fund appropriation will still be required. Once these transfers are
completed, $600,700 additionally is required in order for this program to
be in compliance with the Board's budget administration policy. It is
recommended that this be done by an increase of $600,700 in the total
Fund appropriation.
Program 621 - Police Field Services_ This variance is due to a staff
allocation issue between Police Department programs. For the entire
Police Department, full -time salaries were under budget by
approximately $41,000.
Program 700 -Fire and EMS General Salaries The overtime variance is
due to several extended sick leave and worker's compensation cases
requiring overtime to meet staffing levels. Fire Pension is over budget
due to the actual contribution of 19.6% of salary exceeding the budgeted
amount of 18.0 %.
This variance is due to an extensive street light repair project on 22
Street authorized by the Village Board that was not budgeted.
Due to variances in Program 425- Library Building Project and Program
426 - Municpal Complex Project, it is recommended that the total
appropriation for the General Corporate Fund be increased by $600,700.
This amount is $170,011 more than the amount the General Corporate
Fund was actually over budget. This variance of $170,011 is found in
the unexpended balances of well over 100 line items below the $5,000
threshold noted under Program 426. Since an increase in the total
appropriation would still be required under any scenario, the higher
amount is recommended in order to avoid the confusion and
administration of over 100 additional transfers. It should be noted that
if you eliminate the negative variances in the building programs, the
remainder of the General Corporate Fund (commonly referred to as the
"operating budget ") was under budget by $1.1 million.
It is recommended that the total appropriation for the Garage Fund be
increased by $37,915 due to several significant repairs of Fire
Department equipment and apparatus that were not budgeted.
VILLAGE OF OAK BROOK Minutes
A,
Page 5 of 14 April 8, 2003
8• B. 1) The total appropriation for the Police Pension Fund is to be increased by
$96,915. The primary cause of the increase is that a nine -year police
officer left Village employment and took a position with another police
department. As allowed under State statutes, he elected to transfer his
service credit to the new department. This requires transfer of the
accumulated contributions of the officer, interest on the contributions (a
normal refund does not include interest), and the required Village
matching of both the contributions and interest. The service credit
transfer is rare (this was the first for Oak Brook) since there is usually a
significant actuarial shortfall that the transferring officer is required to
pay. For this reason we do not budget for these potential events and
instead would adjust the budget accordingly if one was to occur.
Trustee Korin inquired of the $84,675 cost in overtime in the Fire
Department. Chief Jarvis explained that two employees have been off
of work for an extended period of time and staff has had to cover their
hours. Trustee Korin asked if contract paramedics could be used to
lessen the cost of overtime. Manager Boehm stated that staff will
review this further as the Village is in contract negotiations with the
firefighters at this time.
Motion by Trustee Caleel, seconded by Trustee Korin, that the Village
Board approve Ordinance 2003 -BU -EX 1 -5 -1034, "An Ordinance
Authorizing Transfers Among Budget Line Items" authorizing transfers
among budget line items for the year ended December 31, 2002. ROLL
CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) RESOLUTION 2003 -TX- PRPTY -EXP -R -840 "A RESOLUTION RES 03- TX- PRPTV-
AUTHORIZING THE SALE OF SURPLUS PUBLIC REAL ESTATE EXP -R -840, RUTH
LOTS 1 & 2 OF THE SPORTS CORE /WESTCHESTER PARK SL - PUB R.E. (Lc
& 2 SPTS
SUBDIVISION)" CR/WSTCHSTR PK
SUB)
The Resolution declares Lots 1 and 2 in the Sports Core/Westchester
Park Subdivision as surplus public real estate. This Resolution provides
that the Village will receive sealed offers to purchase each of these lots
at not less than the appraised value, which is $660,000.00 for Lot 1 and
$560,000.00 for Lot 2.
VILLAGE OF OAK BROOK Minutes Page 6 of 14
...._.....
April 8, 2003
8. B. 2) Offers to enter into a real estate sale contract are due by 5:00 p.m. on
Wednesday, June 25, 2003. Staff anticipates preparing a "Profile Sheet"
for each of these lots and circulating the Profile Sheets among local
realtors. At last month's opening, the highest offers to purchase Lot 3
were submitted by realtors. Cooperating realtors receive a commission
in the amount of 2.5 %. In this way, staff hopes to improve the
marketability of these two remaining lots.
The corporate authorities by a two- thirds (2/3) vote may accept any
offer embodied in a real estate sale contract which is determined by
them to meet the appraised value of the subject property and to be in the
best interests of the Village. State statute provides that the corporate
authorities may accept an offer which is eighty percent (80 %) of the
appraised value; pursuant to the Village Board's direction.
Trustee Korin questioned the 2.5% to the real estate broker. The Board
then discussed accepting a bid less than the appraised value of the
property. The Village Attorney stated the Board could remove the
realtor's commission. After discussion, the Board concurred with the
recommendation as presented and to accept bids at the appraised value
of the property.
Motion by Trustee Aktipis, seconded by Trustee Caleel, that the Village
Board approve Resolution 2003 -TX- PRPTY -EXP -R -840, "A
Resolution Authorizing the Sale of Surplus Public Real Estate (Lots I &
2 of the Sports Core /Westchester Park Subdivision)." ROLL CALL
VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
3 RESOLUTION 2003 -FI- FACS -SA -R -841, "A BANKING RES03-FI- FACS -SA-
R -841 - A BNKNG
RESOLUTION" — AUTHORIZED SIGNATURES RES.
Due to the appointment of Richard Boehm as Village Manager, it is
necessary to update the banking resolution with American National
Bank. The primary purpose of this document is to name the persons
authorized to transact Village banking business, which primarily
consists of check signing and wire transfers. All of the existing controls
remain in place, only that Michael Crotty has been replaced by Richard
Boehm.
VILLAGE OF OAK BROOK Minutes Page 7 of 14 April 8, 2003
8. B. 3) Motion by Trustee Aktipis, seconded by Trustee Caleel, that the Village
Board approve Resolution 2003- FI- FACS -SA -R -841, "A Banking
Resolution" Authorizing Signatures. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
4) ORDINANCE 2003- 1,C -AL -G -717 "AN ORDINANCE AMENDING ORD 03- LC -AL -G-
TITLE 4 CHAPTER 1 SECTION 8A OF THE VILLAGE CODE /1'' AMND TTL a,
OF
THE VILLAGE OF OAK BROOK OF
ILLINOIS RELATIVE TO THE LQ SE 8A -
NUMBER OF At LIQUOR LICENSES" OF LI
Dixon's Inc. has made application to the Village for a Class A -1 liquor
license for their new restaurant, Dixon's, located at 1600 West 16`h
Street, Suite T -9. All documentation requirements have been fulfilled
and approved by Village Attorney Martens. A criminal background
check is being processed at this time. Their General Manager, John
Dixon, has also completed the BASSET training.
Motion by Trustee Savino, seconded by Trustee Caleel, that the Village
Board approve Ordinance 2003- LC -AL -G -717, "An Ordinance
Amending Title 4, Chapter 1, Section 8A of the Village Code of the
Village of Oak Brook, Illinois Relative to the Number of Authorized
Liquor Licenses." ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
5) RESOLUTION 2003 -DWC -R -842 "A RESOLUTION AFFIRMING
RES 03- DWC
THE PRINCIPLES OF THE WATER COMMISSION
-R -842
AFRM PR'NCPLS
ACT OF 1985
AND THE WATER PURCHASE AND SALES
OF
COMM ACT
CONTRACT OF
JUNE 11, 1986"
OF 1
OF 1985 &
PURCH CNTRC TRCT
1986
The resolution was prepared in response to recent issues and discussions
before the DuPage Water Commission (DWC) apparently aimed at
changing the terms of the Charter Customer Contract and amending the
statute that governs the DWC. The Charter Customers are very
concerned with these developments, and each has been asked to adopt a
resolution indicating its strong interest in maintaining the integrity of the
Charter Customer Contract and the Water Commission Act. Some of
the concerns that have been incorporated into the resolution include:
VILLAGE OF OAK BROOK Minutes
N,
Page 8 of 14 April 8, 2003
8. B. 5)
• The possible elimination of the sales tax on water, approved by the
voters of DuPage County to provide financial resources for the
Water Commission. The net effect will be significantly higher water
rates.
• A proposal to serve municipalities that are excluded from the
existing DuPage Water Commission service territory, with no
reimbursement from these municipalities for their share of the
system's fixed costs.
• A proposal to serve municipalities that are excluded from the
existing DuPage Water Commission service territory despite
substantial evidence that the DWC may not have capacity sufficient
to supply the future needs of the Charter Customers.
• The consideration of impact fees on new housing projects within the
customers' corporate boundaries. The implementation of such a
financing arrangement would require an amendment to the Charter
Customer contract.
Motion by Trustee Caleel, seconded by Trustee Savino, that the Village
Board adopt Resolution 2003 -DWC -R -842, "A Resolution Affirming
The Principles of the Water Commission Act Of 1985 and the Water
Purchase and Sales Contract of June 11, 1986." ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS:
AWARD CT
1) ANNUAL PURCHASE OF WATER METERS ANN PURCH of
WTR MTRS
The Oak Brook Public Works Department is in the final phase of a
multi -year program for the replacement of water meters. Residential
and commercial meters are gradually being replaced. Nearly 4,000 have
been replaced since 1996, the first year of the program, leaving
approximately 1,400 to complete the program. Many of the meters will
be replaced in -house but the vast majority will be replaced by the AMR
(automatic meter reading) contractor, Water Resources, as they install
the automatic meter reading devices. As part of that contract, the Village
is responsible for supplying the water meters.
Motion by Trustee Miologos, seconded by Trustee Caleel, that the
Village Board waive bidding due to sole source, and authorize the
issuance of purchase orders to National Waterworks (formally U.S.
Filter), 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 $80,000 for the 2003 year.
VILLAGE OF OAK BROOK Minutes Page 9 of 14 April 8, 2003
8. C. 1) ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) WATER SYSTEM VULNERABILITY ASSESSMENT & WTR SYS
EMERGENCY OPERATING PLAN vuLNBL I Y ASSESS
& EOP
On June 12, 2002, President Bush signed the Public Health Security and
Bioterrorism Preparedness and Response Act of 2002 into law. The
Bioterrorism Preparedness and Response Act requires every community
water system serving a population of greater than 3,300 persons to (1)
conduct a vulnerability assessment (VA); (2) certify and submit a copy
of the assessment to the Administrator of the US Environmental
Protection Agency (EPA); and (3) prepare or revise an emergency
response or operating plan (EOP) that incorporates the results of the VA
and certify to the EPA Administrator that the system has completed
such a plan within 6 months of completing the VA. The VA must assess
the system's vulnerability to a terrorist attack or other intentional act(s)
intended to substantially disrupt the ability of the system to provide a
safe and reliable supply of drinking water.
This is an unfunded mandate requirement and not inexpensive. In the
spirit of municipal cooperation, the Village was approached by the
Village of Villa Park to see if the Village of Oak Brook would be
receptive in participating with them, the City of Elmhurst, and the
Village of Addison in identifying a means (objective) wherein the
Village would have the VA's and EOP's completed in some form of
cooperative effort with the intent of keeping overall cost to a minimum.
As a result, staff met with representatives of the aforementioned
municipalities and listened to a presentation by Burns & McDonnell, a
full service civil engineering firm based in Oak Brook. Burns &
McDonnell's presentation detailed how the VA and EOP process could
be undertaken and completed and save each community approximately
$7,500 in the process.
President Bushy commended Public Works Director Meranda for his
efforts in presenting this project.
Motion by Trustee Miologos, seconded by Trustee Caleel, that the
Village Board (1) waive the qualifications -based selection (QBS)
procedure and (2) authorize, subject to staff review, execution of an
agreement with Burns & McDonnell Engineering Co. Inc. of Oak Brook
in the amount of $31,296.00 to conduct a water system vulnerability
assessment and to produce a water system emergency operating plan.
VILLAGE OF OAK BROOK Minutes Page 10 of 14 April 8, 2003
l�
g. C. 2) ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
3) REPLACEMENT VEHICLE — STATE OF ILLINOIS JOINT RPLC FIRE UNIT 913
PURCHASING - FIRE UNIT 913
Pursuant to the provisions of Section 1 -7 -10 of the Village Code and
Compiled Statutes, the Village is permitted to join with other
governmental units in order to benefit from cooperative purchasing
arrangements.
The vehicle (Unit 913) is a multi - purpose vehicle that is used daily for
hauling fire hose and equipment between stations, picking up equipment
at the hospitals, delivering equipment for repair, transporting training
equipment to offsite training venues, towing the boat to training
sessions, etc.
Motion by Trustee Caleel, seconded by Trustee Savino, that the Village
Board waive further bidding since the State of Illinois already conducted
the bid process and award a purchase order to Morrow Brothers Ford
Inc., RR 2 Box 120, Greenfield, Illinois 62044 -9626 for one 2003 Ford
F -250 Pick -up Truck in the amount of $20,751.00.
Trustee Korin asked that this expense be deferred until the middle of the
year when the Board reviews the Village's revenues. Fire Chief Jarvis
explained that the Village would then miss the State of Illinois bid
process and most dealers will not bid for one vehicle. She stated it
would have to be deferred until next year when it has already been
deferred for two years. The vehicle is also used as an emergency
response vehicle. Trustee Miologos also concurred with deferring the
purchase of this vehicle. Trustee Craig agreed and stated that a dealer
would be available to bid on this vehicle at a later time
ROLL CALL VOTE:
Ayes: 2 - Trustees Aktipis and Savino.
Nays: 4 - Trustees Caleel, Craig, Korin and Miologos.
Absent: 0 - None. Motion failed.
4) REMOVE FROM THE TABLE — PARKING & SECURITY — PKG & SECURITY -
INDEPENDENCE DAY CELEBRATION [ND DAY CEI,EB.
Motion by Trustee Craig, seconded by Trustee Korin, that the Village
Board remove from the table the discussion of Parking and Security for
the Independence Day Celebration. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 11 of 14 April 8, 2003
C4�_
8. C. 4) At its regular Board Meeting on March 25, 2003, the Village Board
tabled this item after discussing the logistics and additional costs
involved with the incorporation of a parking fee component. It
appeared that there was a consensus to forego charging for parking, and
to pursue other opportunities for off - setting the cost of the event (e.g.
accessing the hotel /motel tax fund, seeking sponsorships, etc.).
As the discussion concerning alternative funding sources continues,
staff is recommending that the Village Board enter into an agreement
with RB Enterprises at this time for parking services based on its
original proposal. The action would formally engage RB Enterprises to
perform these companion services on the date(s) required for Oak
Brook's event. If changes to the agreement become necessary based on
the decisions of the Board concerning alternative funding sources, the
agreement could be subsequently amended.
Trustee Miologos asked whether the contract included concession
services and whether the commission to the Village had been
renegotiated. Bath and Tennis Manager Sartore responded that it did
include concessions and that RB Enterprises had agreed to increase the
Village's commission to 20% from 10 %.
Motion by Trustee Craig, seconded by Trustee Korin, that the Village
Board enter into an agreement with RB Enterprises in the amount of
$20,830, for parking services and concession services in conjunction
with the 2003 Independence Day celebration. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 -None.
Absent:0 - None. Motion carried.
5) IBM SQL DATABASE SERVER
Two sealed bids were opened on Wednesday, April 2, 2003. The lowest
responsive and responsible bid was submitted by Daly Computers in the
amount of $12,118. In addition to this hardware cost staff will also
purchase various system software from a different vendor totaling
$5,700, for a total project cost of $17,818 (under the $19,000 project
budget).
Purchase of this IBM SQL (structured query language) database server
is a high priority.
VILLAGE OF OAK BROOK Minutes Page 12 of 14 April 8, 2003
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IBM SQL DTBS
SERVER
0
10
C. 5) In addition to being a central repository for most Village databases, a
SQL server is needed to run various software including SMS — Systems
Management Server (for monitoring software licenses, software usage,
preventing installation of any unauthorized software, improved network
management and discovery-based software inventory), and MOM —
Microsoft Operations Manager (will inventory existing hardware and
software, monitor hardware system and application performance, issue
alerts to support staff, and automate the deployment of software patches
to all PC's).
Motion by Trustee Korin, seconded by Trustee Caleel, that the Village
Board award a contract to the lowest responsive and responsible bidder
Daly Computers, 22521 Gateway Center Drive, Clarksburg, MD 20871
for one IBM SQL Database Server at a lump sum price of $12,118.
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent:0 - None. Motion carried.
INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
President Bushy announced that the DuPage Professional Firefighters from
South St. Louis, Illinois are soliciting residents for donations, representing that
the monies will be used in the Village. While, in fact, the funds they raise go to
their union efforts in Springfield, and is used mostly to lobby against the
villages who employ them. Please contact the Village at 990 -3000 for any
questions regarding any solicitations for donations.
B. VILLAGE MANAGER: None.
DEPARTMENTAL REPORTS — LIAISON ASSIGNMENTS:
Community Development
Finance & Purchasing
Library & Technology
Public Safety
Engineering, Public Works & Safety Pathway System
Sports Core, Community Events & Hotel, Convention
& Visitors Committee
Village Clerk
Reports were accepted as presented.
VILLAGE OF OAK BROOK Minutes Page 13 of 14
Trustee Savino
Trustee Aktipis
Trustee Korin
Trustee Miologos
Trustee Craig
Clerk Gonnella
April 8, 2003
INFO & UPDATES
VLLG PRES
VLLG MGR
DEPT. REPORTS
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, when an action ADJRN - cLSD MTc
against, affecting or on behalf of the Village has been filed and is pending
before a court or administrative tribunal.
Motion by Trustee Caleel, seconded by Trustee Korin, to adjourn to a closed
meeting at 9:24 p.m. 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. ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 — None.
Absent: 0 — None.
14. ADJOURNMENT: ADJRN
Motion by Trustee Craig, seconded by Trustee Korin, to adjourn the meeting at
10:45 p.m. VOICE VOTE: Motion carried.
ATTEST:
Linda K. Gonnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 14 of 14 April 8, 2003