Minutes - 04/08/2008 - Board of Trustees (3)MINUTES OF THE APRIL 8, 2008 REGULAR MEETING OF THE
PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN ON MAY 13, 2008.
1. CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by President
Craig in the Samuel E. Dean Board Room of the Butler Government Center at 7:35 p.m.
The Pledge of Allegiance was given.
2. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: President John W. Craig, Trustees James Carson, Jeffrey J. Kennedy,
Kathryn F. Manofsky, Moin Saiyed, Robert G. Sanford and Gerald Wolin.
ABSENT: None.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Mark Sterk, Village Attorney; Robert L. Kallien, Jr., Director of
Community Development; Dale L. Durfey, Jr., Village Engineer; Darrell J.
Langlois, Finance Director; James Bodony, Fire Chief; Bruce F. Kapff,
Director of Information Services & Purchasing; Margaret Klinkow
Hartmann, Library Director; Michael J. Meranda, Public Works Director;
Nelson Patras, Bath & Tennis Club Operations Manager; Thomas Sheahan,
Chief of Police and Trey VanDyke, Golf Club Manager.
3. PRESIDENT'S OPENING COMMENTS
President Craig reported that residents had approached him regarding the 50`h Anniversary
Celebration to suggest that the Village should do something that would be lasting and
permanent to be enjoyed in perpetuity to recognize this important milestone. He had a
suggestion but wanted all residents and trustees to share ideas with the Village.
4. RESIDENT /VISITOR COMMENT
Resident Richard Allison announced that a website had just been launched for the 50`h
Anniversary. At oakbrookhs.org. However, his reason for the addressing the Board was
regarding comments at the previous Board Meeting relative to the ethics ordinance. He
addressed the issue of modeling Oak Brook's ethics ordinance after the one passed by
Westchester.
5. APPROVAL OF MINUTES
A. REGULAR BOARD OF TRUSTEES MEETING OF FEBRUARY 12, 2008
VILLAGE OF OAK BROOK Minutes Page 1 of 16 APRIL 812008
5. A. Motion by Trustee Manofsky, seconded by Trustee Wolin, to approve the Minutes of
the February 12, 2008 Regular Board of Trustees Meeting as presented. VOICE
VOTE: Motion carried.
B. REGULAR BOARD OF TRUSTEES MEETING OF FEBRUARY 26, 2008
Motion by Trustee Sanford, seconded by Trustee Wolin, to approve the Minutes of the
February 26, 2008 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.
A. ACCOUNTS PAYABLE FOR PERIOD ENDING APRIL 4, 2008 - $102,844.91
Significant Items included in Above:
1) Hervas, Condon & Bersani, P.C. — Legal Services through February 29, 2008 -
$4,284.90
2) Seyfarth Shaw, LLP — Legal Services — February, 2008 - $8,176.00
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING MARCH 22, 2008 -
$723,761.25
C. COMMUNITY DEVELOPMENT REFERRALS — None presented.
D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS — None presented.
E BUDGET ADJUSTMENTS — None presented.
F. ORDINANCE S -1231, AN ORDINANCE AUTHORIZING THE SALE BY
BROKER OF CERTAIN ITEMS OF PERSONAL PROPERTY OWNED BY THE
VILLAGE OF OAK BROOK
The ordinance authorizes the Village to sell Fire Pumper # 913 the Village's oldest
Fire Department pumper, a 1984 Pirsch/Boardman/Marion with ladder, that has
reached the end of its service life.
The pumper was built by three separate companies under contract to Pirsch in
1983/84. Specific problems with the pumper include:
1. Two of the companies that built it are no longer in business, and as a result this
piece of equipment is difficult and often impossible to get parts for.
VILLAGE OF OAK BROOK Minutes Page 2 of 16 APRIL 8, 2008
6.F.
2. The ladder portion has a defective electrical collector assembly. Repairs to the
ladder would cost in excess of $10,000 in order certify the ladder so that it could
be sold as a usable fire truck.
3. The pumper can only carry 500 gallons of water, which makes it unattractive to
rural communities (they make up the majority of used fire truck buyers).
4. The pumper will be difficult to sell due to age, mechanical problems with the
ladder and small water capacity.
The Village has contacted B & P Apparatus, Inc., the broker that the Village has
used in the past to dispose of our used fire apparatus. They have appraised the
pumper to have a market value of between $8,000 and $12,000. They indicated that,
due to the mechanical problems and the large surplus of used fire apparatus
nationwide, the most likely buyer may be someone looking to use the vehicle's
components or perhaps to export it out of the country.
The action requested was that the Village Board approve Ordinance S -1231, An
Ordinance declaring Fire Pumper # 913 surplus, and to authorize its sale to the
highest negotiated buyer.
G. RESOLUTION R -1015, A RESOLUTION AUTHORIZING THE DESTRUCTION
OF THE VERBATIM RECORD OF CLOSED MEETINGS OF THE VILLAGE OF
OAK BROOK BOARD OF TRUSTEES MEETING SEPTEMBER 12, 2006
At the Village Board meeting of April 10, 2007 the Village Board passed Ordinance
G -830 which established procedures to authorize the destruction of the verbatim
record of closed meetings of the Village of Oak Brook Board of Trustees.
The audio recording of the September 12, 2006 Closed Meeting is before the Board
to consider under the consent agenda for the approval of its destruction. This
verbatim recording is eighteen (18) months old and minutes have been approved for
the meeting. A favorable vote shall be deemed to authorize the Village Clerk to
destroy the verbatim records of such closed meetings in a suitable manner. Under
separate cover in a confidential envelope are the minutes of this closed meeting to
indicate they were written and provide the context of the meeting.
Even with this procedure in place, the Manager, the Village Attorney, or a Trustee
may recommend or request that a particular tape be held. In order to retain a
particular tape, a Trustee would need to request that the item be removed from the
consent agenda for separate consideration and denial of approval for destruction. In
most instances, however, it is in the Village's best interest to destroy the tapes as soon
as legally possible, as indicated above.
The action requested was for passage of Resolution R -1015, A Resolution
Authorizing the Destruction of the Verbatim Record of Closed Meetings of the
Village of Oak Brook Board of Trustees.
VILLAGE OF OAK BROOK Minutes Page 3 of 16 APRIL 8, 2008
6. Motion by Trustee Carson, seconded by Trustee Wolin, to approve the Consent Agenda
and authorize expenditures as presented. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
7. ITEMS REMOVED FROM CONSENT AGENDA — None presented.
8. BOARD & COMMISSION RECOMMENDATIONS — None presented.
9. UNFINISHED BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS
1) ORDINANCE G -857, AN ORDINANCE REGULATING THE USE OF
ARCHERY EQUIPMENT AND AMENDING SECTION 6 -1 -8 OF THE
VILLAGE CODE OF THE VILLAGE OF OAK BROOK.
Per action taken by the President and Board of Trustees, the Village Attorney had
been directed to prepare an ordinance which amends Section 6 -1 -8 (Discharging
Firearms, Air Rifles) of Chapter 1 (Miscellaneous Offenses) of Title 6 (Police
Regulations) to add "Arrows" and specify approved uses.
Trustee Saiyed expressed that with the growth of the Village and the loss of open
space he felt that for safety issues, this ordinance should be passed.
Trustee Carson commented that he had received information that the Village of
Oak Brook Park District offers archery lessons on their property and they offer
paint gun opportunities. Village Attorney Sterk suggested that the ordinance be
amended to include "or under the auspices of a governmental agency ".
Resident Asif Yusuf addressed the Board indicating that since this topic had come
before the Board on previous occasions he offered to take board members to see
the site which appears to be the area of contention. He would like to show the
circumstances under which archery hunting occurs and the safety measures that
are taken to ensure that it is done in a safe and proper manner. He felt that there
were comments made to the Board regarding illegal activities at the property and
felt that it needed to be clarified that the Police Department, after investigating,
determined that what was happening was within what the law called for.
Motion by Trustee Saiyed, seconded by Trustee Manofsky, for Passage of Ordinance G-
857, An Ordinance Regulating the Use of Archery Equipment and
VILLAGE OF OAK BROOK Minutes Page 4 of 16 APRIL 852008
a
B. 1) Amending Section 6 -1 -8 of the Village Code of the Village Of Oak Brook as
amended by including "or under the auspices of a governmental agency." ROLL
CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) DRAFT ETHICS ORDINANCE DISCUSSION
The Village Attorney has been working with the elected officials and staff on an
updated Ethics Ordinance. Trustee Manofsky and Attorney Sterk brought the
Board up -to -date on the progress of updating the Ethics Ordinance.
Trustee Manofsky indicated that the most recent version of the ordinance was
prepared by Attorney Sterk after the last meeting. She asked anyone to address
questions that they might have at this time, but that it had been suggested that the
Board have a Committee -of -the -Whole Meeting so that everyone had an
opportunity to bring forth any issues and suggestions. Consensus was that the
Board would like a Committee -of -the -Whole Meeting for discussion.
C. AWARD OF CONTRACTS
1) CROSS CONNECTION CONTROL PROGRAM
Two sealed bids were opened on Wednesday, March 19, 2008. Backflow
Solutions, Inc. has managed cross - connection control programs in numerous
municipalities and they have managed the Village of Oak Brook's cross -
connection control program since its inception in 2003 and staff has been
satisfied.
The purpose of the cross - connection control program is the protection of the
public water supply from accidental contamination and to ensure compliance with
USEPA regulations. Such a program cannot be appropriately implemented and
administered with existing staff. The main components of the program are
public /customer education on cross - connection devices, physical on -site
inspection of commercial water accounts, generation and maintenance of detailed
database and accounting, annual mailings, and consultations with Village staff on
new water accounts and the need for cross - connection control devices.
Trustee Wolin indicated that the Board had received communications from the
higher bidder which had raised interesting questions. He indicated that he had a
discussion with Public Works Director Mike Meranda to review the subject.
Manager Niemeyer reminded him that it was the Board's obligation to go with the
low bidder who had been doing the work for the last several years with
satisfactory service.
VILLAGE OF OAK BROOK Minutes Page 5 of 16 APRIL 8, 2008
9. C. 1) Motion by Trustee Wolin, seconded by Trustee Carson, that the Village Board
award a three year contract, subject to staff review, to the lowest responsive and
responsible bidder, Backflow Solutions, Inc., Worth, Illinois, in the amount of $82,303
($27,471 for 2008, $27,416 for 2009 and $27,416 for 2010) as indicated on the attached
bid tabulation, for the continuation of the Village's water utility cross - connection control
program. ROLL CALL VOTE:
Ayes: 5 - Trustees Carson, Manofsky, Saiyed, Sanford and Wolin.
Nays: 1 - Trustee Kennedy.
Absent: 0 - None. Motion carried.
2) MOSQUITO ABATEMENT SERVICES
A Request for Bids was published, placed on the Village website and sent to the
two companies that submitted bids last year. One sealed bid from Clarke was
received and opened on Wednesday March 19, 2008. Clarke has held this
contract with the Village for many years and has performed adequately.
The major services include:
1. Installation and maintenance of light traps to evaluate adult mosquito activity.
2. Inspection and treatment of known and potential breeding sites.
3. Stocking of mosquito fish in known surface waters where mosquitoes breed.
4. Treatment of catch - basins where mosquitoes breed and harbor.
5. Helicopter and backpack barrier treatment to areas with limited access.
6. Village -wide Ultra -Low Volume aerosol misting for adult mosquito
populations.
Trustee Wolin indicated that in this area only one company generally bids for this
service since they are the only one in the area. He had concerns that the Village
was paying a fair price for the service. He suggested that municipalities outside
of the area be contacted for price information.
Motion by Trustee Wolin, seconded by Trustee Manofsky, that the Village Board
continue the approval of a three year contract for mosquito abatement services in
order to get additional pricing information. VOICE VOTE: Motion carried.
10. NEW BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS
1) ORDINANCE G -856, AN ORDINANCE AMENDING SECTION 8 -5 -4
(STARTING WORK WITHOUT PERMIT) OF CHAPTER 5 (FEES, CHARGES
AND BONDS) OF TITLE 8 (PUBLIC WORKS) OF THE VILLAGE CODE OF
THE VILLAGE OF OAK BROOK
VILLAGE OF OAK BROOK Minutes Page 6 of 16 APRIL 8, 2008
When Titles 8, 9, and 10 were amended last January to increase permit fees,
section 8 -5 -4 which also had a fee listed for starting work without a permit was
left out. That section currently states a $50.00 fee. It appears that section 8 -5 -4
was not included in the past several years when fees were updated.
Section 10 -4 -1 B24 (Building Regulations) states $150.00 for starting work
without a permit. Since it would be unreasonably cumbersome to have two
amounts for starting work without a permit in different parts of the Code to be
administered by the Community Development and Engineering Departments,
section 8 -5 -4 needs to be increased to $150.00.
Motion by Trustee Wolin, seconded by Trustee Manofsky, for passage of
Ordinance G -856, An Ordinance Amending Section 8 -5 -4 (Starting Work
without Permit) of Chapter 5 (Fees, Charges and Bonds) of Title 8 (Public
Works) of the Village Code of the Village of Oak Brook. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) ORDINANCE S -1232, AN ORDINANCE READOPTING AND AMENDING
THE SPECIAL ACQUISITIONS POLICY FOR THE OAK BROOK PUBLIC
LIBRARY
The Library has received gifts of considerable value. These include a bronze
sculpture by Rebecca Childers Caleel from the Oak Brook Women's Club, a
Steinway grand piano from the Friends of the Library, a handmade quilt from a
private patron, a bronze statue from McDonald's Corporation. These acquisitions
represent an increase in the value of Library holdings and Village responsibilities
for maintenance, preservation and display.
The Village standardized our approach to acquiring special items such as these
for display, for performing music and perhaps in the future for using technology
by adoption of the Special Acquisitions Policy in 2004. The latest version
removes the expanded mission which is covered in the General Policy and retains
policy outlining the accessions criteria, scope of collections, and deaccessioning
of acquisitions.
Motion by Trustee Saiyed, seconded by Trustee Manofsky, for passage of
Ordinance S -1232, An Ordinance Readopting and Amending the Special
Acquisitions Policy for the Oak Brook Public Library. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 7 of 16 APRIL 8, 2008
9. B. 3) ORDINANCE S -1233, AN ORDINANCE AUTHORIZING TRANSFERS
AMONG BUDGET LINE ITEMS FOR THE YEAR ENDED DECEMBER 31,
2007
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 ". The
Village 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 have ended
2007 over budget. 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.
In order to make as few changes to the originally adopted budget as possible,
formal budgetary control has been established at the category level, i.e. personnel,
materials and supplies, operation and contractual, and capital. For example, if
staff turnover created a need for overtime, this may lead to the overtime account
going over budget. However, this would likely be offset by an underbudget
salary account. By not doing budget transfers for these types of situations we
preserve the original budget as the basis for evaluating our actual performance
versus expected performance.
VILLAGE OF OAK BROOK Minutes Page 8 of 16 APRIL 8, 2008
10. B. 3) Through Budget Year 2002, staff approved an extensive listing of budget transfers
administratively due to budget variances in account categories within a single
budget program as provided for under Procedure #1. In practice, these transfers
were only reflected in the Village's audit report - accounting records were never
adjusted for any budget transfers in order to maintain proper original budget /actual
comparison data. With the new reporting requirements associated with GASB
Statement 934, the Village is now required to publish original budget amounts in
addition to revised budget amounts in its audit report. This new requirement
reduces the value of these administrative transfers required under option# 1. After
consultation with the Village's auditors, in Budget Year 2003 and thereafter only
program -to- program transfers and additional fund appropriations are recorded.
These transfers are required since this is the level of legal control where budget
compliance is measured.
In addition to the budget transfers required under the Village's Financial Policy
ordinance, during 2004 the Village Board began requiring budget transfers during
the year when an individual line item account exceeded budget by more than
10 %. This policy was revised in October, 2006 by eliminating the 10% threshold
and instead requiring line item transfers when an account exceeds its budget by
$2,500 in a material and supply, operation and contractual or capital account
(6000 to 9000 account series) or $10,000 in a personnel series account (5000
account series). Many of these transfers have already been approved by the
Village Board and have been posted to the accounting system; thus, these
transfers are not reflected here.
Please note that all transfers are only for the amounts necessary to offset the
individual program budget variances, and in most cases the transfer is done only
to the individual line item that has the largest variance. In most cases it is several
accounts that would cause a program to exceed its budget. Also, in some cases
the variance in a particular line item may be greater than the amount of the
transfer, with offsets found in other line items within the budget program. After
these transfers are made, numerous line -items and categories will remain over
budget; however, each program in total will be within budget.
Program Transfers
The following is a brief explanation of the causes of program transfers that
exceed $20,000:
Program 121- Legal: Expenditures for line item account 121 -7631 Village
Attorney were over budget due to significant litigation and transition to a new
Village Attorney. It should be noted that the transfer amount of $95,000 that is
requested is in addition to a transfer of $125,000 that was previously approved by
the Board. The line item for account 121 -7632 Village Prosecutor is over budget
primarily due to the change in prosecuting DUI offenses.
VILLAGE OF OAK BROOK Minutes Page 9 of 16 APRIL 8, 2008
10. B. 3) Program 181- Community Events: For budget purposes $25,000 was budgeted as
a "net" amount after donations for the General Fund contribution for
Independence Day. On an accounting basis, we are required to record the
revenues and expenses separately. Thus, the expenditure variance of $42,300 is
offset by donation revenue of $43,000 in the General Fund.
Program 611- Police Service Management: The largest variance is account 611-
7630 Outside Legal Services whereby $64,000 was spent on a budget amount of
$10,000. The large variance is due to legal, personnel, and disciplinary issues in
the Police Department, which goes well above the normal amount that was
budgeted.
Program 621- Police Field Services: Full -time salaries are over budget due to a
manpower allocation decision for part of the year which resulted in the number of
full time employees exceeding the budgeted number in this program (this is more
than offset by a reduction in salaries in Program 632 - Police Investigations).
Program 363 -Snow Removal: The large number of snow events in 2007 resulted
in account 363 -6180 Chemicals (primarily salt and calcium chloride) exceeding
its budget by approximately $25,000.
Program 351 -Water Operations: The large number of water main breaks (109 in
2007 vs. 63 in 2006) resulted in account 351 -5030 Overtime exceeding budget by
$33,000.
Program 821 - Clubhouse F &B Operations: Account 821 -6320 Food Cost is over
budget by approximately $22,000. This variance is partially due to food sales
revenue being over budget (approximately $17,800 over), and the remainder is
due to food cost as a percentage of sales being slight over the budget percentage.
Program 823 -Golf Food & Beverage Operations: Of the $30,550 program
variance, $16,400 was payroll- related due primarily to an increase in operating
hours. The variance in beverage cost is partially offset by over budget revenue.
The remaining variances are due to under budget performance as a percentage of
sales.
Fund Appropriation Amendments
Due to the escalating cost of gas and oil as well as several significant vehicle
repairs, the total budget for Program 341 - Garage Operations was exceeded. As
this program is the only program in Fund 62- Garage, there is no other program to
transfer funds from in order to address the budget variances and has caused the
entire fund appropriation to be exceeded. Thus, in lieu of a budget transfer, a
fund appropriation amendment is required. The ordinance increases two line item
accounts by a total of $40,700 in order to comply with the Board's budget
policies.
VILLAGE OF OAK BROOK Minutes Page 10 of 16 APRIL 8, 2008
10. B. 3) Trustee Saiyed had concerns regarding legal expenses and the continuing increase
of those expenses. He would like additional information.
Motion by Trustee Wolin, seconded by Trustee Saiyed, that the Village Board
approve Ordinance 5 -1233, "An Ordinance Authorizing Transfers Among Budget
Line Items" for the year ended December 31, 2007. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
4) RESOLUTION R -1016, A RESOLUTION AUTHORIZING THE EXECUTION
OF AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE VILLAGE
OF OAK BROOK, ILLINOIS AND THE CITY OF DARIEN, ILLINOIS
RELATIVE TO THE USE OF THE OAK BROOK POLICE DEPARTMENT
FIRING RANGE
As a result of the closure of Clarendon Hills Police Departments firing range,
Darien Police Department is without a firing range. Darien Police and Oak Brook
Police have a long history of working together in time of need and share assets for
FIAT SWAT, DuMEG, and Alive @ 25 Driver Safety, to name a few. Darien
Police uses an outdoor range during the months of May to October and would
only need to use Oak Brook's range during winter months. The only potential
cost would be for a single additional range cleaning and waste removal which will
be paid for by Darien. This agreement will be from 2008 to 2009.
Motion by Trustee Saiyed, seconded by Trustee Carson, for passage of Resolution
R -10165 "A Resolution Authorizing The Execution Of An Intergovernmental
Agreement Between The Village Of Oak Brook, Illinois And The City Of Darien,
Illinois Relative To The Use Of The Oak Brook Police Department Firing Range.
ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
10. C. AWARD OF CONTRACTS
1) REPLACEMENT SQUADS continued from March 25, 2008.
Pursuant to the provisions of Section 1 -7 -10 of the Code of Ordinances and
Compiled Statutes, the Village is permitted to join with other governmental units
in order to benefit from cooperative purchasing arrangements.
Units 309 and 317 are Patrol Vehicles and Unit 307 is the K -9 Vehicle. The
Village Mechanic (Alex Kostueck) recommended that Units 307, 309 and 317 be
VILLAGE OF OAK BROOK Minutes Page 11 of 16 APRIL 8, 2008
10. C. 1) replaced. Units 310 and 313 are not being replaced (Unmarked Investigation
Units that were recommended at the 3/25 Board meeting) because the Village
Mechanic indicates the units are sound with no major problems or repair issues.
The replacement project also includes the transfer of all equipment, replacement
of unserviceable equipment and striping totaling $12,200. The entire project will
not exceed the 2008 budgeted amount of $92,335.
The following tables indicate pricing received through a bid conducted by the
Suburban Purchasing Cooperative. The deadline for ordering is May 16, 2008.
Two 2008 Ford Crown Victorias
Replaces units
#309 — 2007 Crown Vic — marked — 66,684 miles
#317 — 2001 Crown Vic — marked — 107,280 miles
(mileage based on projected trade -in date)
Currie Motors
(SPC)
Base Price
$20,578.00
Ballistic Front Door Panels — Driver & Passenger
$2,162.00
Deliver Multiple Units (each)
$100.00
Heated Mirrors
$3000
Keyed Alike — Key Code 0576X
$45.00
Rear Door Locks /Handles Inoperable
$22.00
Power Seat — Drivers
$330.00
Traction Control
$162.00
Front Wig Wag Headlights
$15600
Color
Vibrant White
Interior
Charcoal Black
Total Per Vehicle
$23,585 00
Total for 2 Vehicles
$47,170 00
2008 Ford Exnlorer
Replaces Unit
#307 — 2004 Ford Expedition — K -9 Unit — 95,640
(mileage based on projected trade -in date)
Sutton Ford
S( PC)
Base Price
$241553 00
Running Boards
$376.00
Auxiliary "Police Type" Dome Light
$11000
LH Spotlight
$310.00
Color
White Suede White
Interior
Stone (FL) Captains
Chairs
Total
$25534900
Grand Total 3 vehicles $729519.00
VILLAGE OF OAK BROOK Minutes Page 12 of 16 APRIL 8, 2008
10. C. 1) Delivery is expected approximately 90 days after receipt of order. The vehicles
being replaced will be sold through the annual DuPage Mayors & Managers
Conference Vehicle Auction or through the State of Illinois iBid Program (an
ordinance to declare them surplus will be presented prior to the auction).
This topic had been continued from the previous meeting in order to review the
condition of the squad cars that were being replaced. One vehicle had only
66,000 miles and Police Chief Sheahan was asked about that vehicle. He
responded that vehicles that idle a lot, and are not driven many miles tend to have
mechanical problems at about this mileage. The rule of thumb was that on this
type of usage to gauge the approximate life span is to double the mileage. The
vehicle had been examined by the Village mechanic and it was recommended to
be replaced. Two other vehicles with similar mileage were examined and deemed
to be usable for approximately another year. Chief Sheahan indicated that the
attempt was made to stretch the use of vehicles as much as possible.
Motion by Trustee Saiyed, seconded by Trustee Manofsky, that the Village Board
waive further bidding since Suburban Purchasing Cooperative already conducted
the bid process and issue purchase orders to Sutton Ford, Matteson, Illinois for
one 2008 Ford Expedition in the amount of $25,349 and to Currie Motors,
Frankfort, Illinois for two 2008 Crown Victorias in the amount of $47,170 for a
total project cost of $72,519. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) PYROTECHNICS — 2008 INDEPENDENCE DAY CELEBRATION
Melrose Pyrotechnics has been the fire works vendor of choice for the Village of
Oak Brook due to the safety precautions executed, their understanding of the
event and the needs of the Sports Core Property and their ability to meet our
Insurance Requirements. Due to the long standing relationship and the reasons
listed above, staff recommends that the Village Board waive competitive bidding
and award a contract to Melrose Pyrotechnics for the 2008 Fireworks Display in
the amount of $33,000.00.
Motion by Trustee Manofsky, seconded by Trustee Carson, to waive competitive
bidding and award a contract to Melrose Pyrotechnics for the 2008 Fireworks
Display in the amount of $33,000.00. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 13 of 16 APRIL 8, 2008
10. C. 3) 2008 BRIDGE INSPECTION AND INVENTORY PROGRAM CONSULTING
ENGINEERING SERVICES
The Village is mandated by IDOT to inspect all of our bridges every other year
and send required documentation to IDOT on their condition. In 2006, the three
bridges under our control were Regent Drive over Ginger Creek, Baybrook Lane
over Ginger Creek, and Jorie Boulevard over Ginger Creek. The cost for the
2006 Program was $4,686.00.
For the 2008 Inspection Program, two pedestrian bridges must be added which
are at 31St Street over Route 83 and York Road over I -88. Because the two
pedestrian bridges are being inspected for the first time and the original
documentation generated, their cost is estimated at $2,689.00 per bridge as
compared to a cost of $1,676.00 per bridge for the original three. Since the total
estimated cost is $10,406.00, staff is bringing this contract to the Board for
approval (in the past, the Village Manager approved this work since it was below
$10,000.00).
The budget contains $9,000.00 for these services due to the underestimation of
the cost of the new bridge documentation. The additional $1,406.00 will be made
up from other projects.
Motion by Trustee Wolin, seconded by Trustee Sanford, that the Village Board
approve the Agreement for the 2008 Bridge Inspection and Inventory Program
with Tebrugge Engineering in the not -to- exceed amount of $10,406.00. ROLL
CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
D. APPROVAL OF DECLARATION OF STORMWATER FACILITIES
EASEMENTS, COVENANTS, CONDITIONS AND RESTRICTIONS — 1400
KENSINGTON ROAD
Advocate Healthcare became the owner of the building at 1400 Kensington Road and
applied to the Village to expand their existing parking lot. That application included
a stormwater permit to drain the area of the new parking lot. The layout of the site
prohibited the drainage from going to the existing underground storage basin, so a
stormwater facility is being installed to accomplish water quality requirements. This
document places the responsibility of the maintenance and functionality of the
stormwater facilities on the owners of the property.
Motion by Trustee Wolin, seconded by Trustee Sanford, that the Village Board
approve the Declaration of Stormwater Facilities Easements, Covenants, Conditions
VILLAGE OF OAK BROOK Minutes Page 14 of 16 APRIL 8, 2008
10. D) and Restrictions on lot 11 in Corporate Plaza Subdivision Unit Two for Permit No.
08 -4 -028. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
E. POLO FIELDS 2 & 3 USAGE — ECLIPSE SELECT SPRING CLASSIC
The Eclipse Select Soccer Club, Inc. would like to hold their second annual Spring
Classic Tournament at the Sports Core. Historically, this tournament had been hosted
by the Hinsdale Hurricanes Soccer Club. The Hurricanes were the Village tenants for
annual field usage and this organization was incorporated into Eclipse Select Soccer
Club, Inc. after the Spring, 2007 season. Terms of the agreement have not changed
except for the amount of revenue to be received by the Village; traditionally, the
amount received was $4,000 and has now increased to $4,500. As usual, the Village
will provide concession services, which averages approximately $4,500 in received
revenue.
Motion by Trustee Manofsky, seconded by Trustee Carson, to approve the usage
agreement between the Village of Oak Brook and Eclipse Select Soccer Club, Inc. for
the use of Fields 2 and 3 of the Sports Core for the 2008 Eclipse Select Spring Classic
Soccer Tournament. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
11. INFORMATION & UPDATES
A. VILLAGE PRESIDENT — None presented.
B. VILLAGE MANAGER — None presented.
C. VILLAGE CLERK — None presented.
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)
Motion by Trustee Manofsky, seconded by Trustee Sanford, to 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) at 8:25 p.m. ROLL
CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 15 of 16 APRIL 8, 2008
13. ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Sanford, to adjourn the Regular Meeting
of the Board of Trustees at 8:57 p.m. VOICE VOTE: Motion carried.
ATTEST:
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 16 of 16 APRIL 8, 2008