Minutes - 04/11/2000 - Board of TrusteesVILLAGE OF OAK BROOK Minutes April 11, 2000
UNOFFICIAL UNTIL APPROVED AS WRITTEN
✓ OR AS AMENDED _ BY VILLAGE BOARD
ON D00D
1. MEETING CALL: MEETING CALL
The Regular Meeting of the Board of Trustees was called to order by President
Bushy in the Samuel E. Dean Board Room of the Village Commons at
7:33 p.m. Pledge of Allegiance was given.
2. ROLL CALL: ROLL CALL
The Village Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Butler, Caleel, Craig, McInerney and
Savino.
ABSENT: Trustee Kenny.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J.
Jarvis, Fire Chief & Building Commissioner; Robert L. Kallien, Jr.,
Community Development Director; Bruce Kapff, Director of Information
Services & Purchasing; Richard A. Martens, Village Attorney; Ruth A. Martin,
Library Director; Michael J. Meranda, Director of Public Works; Allen W.
Pisarek, Police Chief; Bonnie Sartore, Bath & Tennis Club Manager; Trey
VanDyke, Golf Club Manager; Library Commission President, Roberta Petz;
Library Commission members Randa Bishlawi and Anthony Ingrisano; and
Howard Trier, Oak Brook Park District Commissioner.
3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE &
OPEN FORUM
Trustee Caleel publicly thanked President Bushy for her donation to the
Library Fund in the amount of $2,252.78 from the balance of her political
campaign fund.
On behalf of the Village of Oak Brook she publicly recognized four young
men who contacted the Police Department on the evening of the Y2K event.
They saw a house fire in the Saddlebrook Subdivision and notified the
homeowner and neighbors of the fire. Because of their action there wasn't loss
of life and only fire damage occurred to the home. She explained that the
Village's appreciation is permanently recorded in the Village's records by a
resolution of appreciation she read to each young man.
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April 11, 2000
A. RESOLUTIONS OF APPRECIATION: RES 2000 -AP -R-
740,741,742 &
Motion by Trustee Caleel, seconded by Trustee Craig, to approve the 743
resolutions of appreciation to John W. Finke, Shawn Gasaway, Michael
Hart and Scott Malo. VOICE VOTE: Motion carried.
4. APPROVAL OF MINUTES: MINUTES
BOT 03/28/00
Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the
minutes of the Regular Meeting of March 28, 2000 as presented and waive the
full reading thereof. VOICE VOTE: Motion carried.
5. OMNIBUS AGENDA:
All items on the Omnibus Agenda are considered to be routine in nature and
will be enacted in one motion. There will be no separate discussion of these
items unless a Board member so requests, in which event, the item will be
removed from the Omnibus Agenda and considered as the first item after
approval of the Omnibus Agenda.
Motion by Trustee Caleel, seconded by Trustee Savino, to approve the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Craig, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Kenny. Motion carried.
APPROVAL OF:
A. APPROVAL OF BILLS: Approved Omnibus Vote. BILLS -
$223,514.20
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING
APRIL 1, 2000: Approved Omnibus Vote. PAYROLL -
$371,186.05
C. CHANGE ORDERS: None
D. PAYOUTS:
1) JAMES J. BENES & ASSOCIATES INC. - PAYOUT #6 - 2000 2000 PAVING
PAVING PROJECT - $2,228.19: Approved Omnibus Vote. PROJECT
2) JAMES J BENES & ASSOCIATES, INC. - PAYOUT #17 - 1999 1999 PAVING
PAVING PROJECT - $221.46: Approved Omnibus Vote. PROJECT
3) JAMES J. BENES & ASSOCIATES INC. - PAYOUT #22 & 1998 PAVING
FINAL - 1998 PAVING PROJECT - $604.31: Approved Omnibus PROJECT
Vote.
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4) PATRICK ENGINEERING INC. - PAYOUT #5 - TIMBER TIMBER TR/
TRAILS /MERRY LANE DRAINAGE STUDY - $6,595.00: MERRY LN
Approved Omnibus Vote. DRAIN STUDY
5) CAROW ARCHITECTS PLANNERS - PAYOUT #12 - LIBRARY
LIBRARY DESIGN - $20,802.14: Approved Omnibus Vote. DESIGN
6) EARTH TECH INC. - PAYOUT #3 - MUNICIPAL BUILDING MUNICIPAL
PROJECT - $55,918.46: Approved Omnibus Vote. BLDG PROJ
E. REFERRALS: None.
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS:
1) KITCHEN REMODELING - FIRE DEPARTMENT STATION KITCHEN -
TWO: Approved Omnibus Vote. FIRE DEPT.
G. GRANT OF DRAINAGE AND PUBLIC UTILITY EASEMENT DRAIN &
(SECOND RELOCATED EASEMENT) - HERITAGE OAKS LOT 19 EASEMENT
(3124 HERITAGE OAKS CIRCLE): Approved Omnibus Vote. 3124 HERITAGE
OAKS CIRCLE
H. 2000 TRIENNIAL PAY AND CLASSIFICATION STUDY - PAY &
AUTHORIZATION TO NEGOTIATE A CONTRACT: Approved CLASS STUDY
Omnibus Vote.
6. ITEMS REMOVED FROM OMNIBUS AGENDA: None.
ACTIVE AGENDA (Items for Final Action):
A. APPOINTMENTS: No Business
B. ORDINANCES & RESOLUTIONS:
1) ORDINANCE 2000- ZO -V -S -963 AN ORDINANCE GRANTING ORD 20 -zO -V-
A VARIATION FROM THE PROVISIONS OF SECTION S -963
VII(E)(8)(b)(1) OF THE ZONING ORDINANCE OF THE VARIATION
VILLAGE OF OAK BROOK RELATIVE TO SIDE YARD 344 FORESTTR
REQUIREMENTS (344 FOREST TRAIL OAK BROOK,
IL 60523):
Ordinance 2000- ZO -V -S -963 grants a side yard variation to permit
construction of an addition to the existing garage at 344 Forest Trail,
provided that the addition is constructed in substantial conformity with
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the plans which were submitted into evidence at the hearing of
March 7, 2000.
Motion by Trustee Savino, seconded by Trustee McInerney, to approve
Ordinance 2000- ZO -V -S -963, "An Ordinance Granting a Variation
from the Provisions of Section VII(E)(8)(b)(1) of the Zoning Ordinance
of the Village of Oak Brook Relative to Side Yard Requirements
(344 Forest Trail, Oak Brook, IL 60523)," as presented and waive the
full reading thereof. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Craig, McInerney and Savino.
Nays: 0 - None.
Absent: I - Trustee Kenny. Motion carried.
2) ORDINANCE 2000 -WA -G -657 AN ORDINANCE AMENDING ORD 20 -WA -G-
SECTION 12 -202 OF ARTICLE IV OF CHAPTER 12 OF THE 657 WATER USE
CODE OF ORDINANCES OF THE VILLAGE OF OAK BROOK RESTRICTIONS
RELATING TO RESTRICTIONS ON WATER USE:
Direct mail notices announcing the change to water restrictions will be
prepared and mailed to all water customers within the next few weeks.
Staff will monitor the situation closely and will keep the Village Board
well informed relative to the success or failure of the new watering
days and times.
The ordinance increases the number of days allowed per week for
watering from two (2) to three (3), and reduces the hours allowed for
watering per day from twelve (12) to eight (8). While the total number
of hours per week remains at twenty -four (24), the increase in the
number of days provides for more customer flexibility in satisfying
outside water usage needs.
Motion by Trustee Craig, seconded by Trustee McInerney, to approve
Ordinance 2000 -WA -G -657, "An Ordinance Amending Section 12 -202
of Article IV of Chapter 12 of The Code of Ordinances of the Village
of Oak Brook Relating to Restrictions on Water Use," as presented and
waive the full reading thereof. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Craig, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Kenny. Motion carried.
3) ORDINANCE 2000- TC -RR -G -658 AN ORDINANCE ORD 20- TC -RR-
AMENDING SECTION 7 -103 OF ARTICLE VI OF G -658 AMEND
ORDINANCE G -642 THE TRAFFIC CODE OF THE VILLAGE TRAFFIC CODE
OF OAK BROOK IL. AS AMENDED:
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On March 22, 2000, Village Administration received a request from
Anne Vekich, 9 Hamilton Lane, via the Village Newsletter to consider
the need for traffic control signage at the corner of Regent Drive and
Kingston Drive in the Brook Forest Subdivision. This request was
referred to the Engineering Department for review and analysis.
The Engineering Department subsequently conducted an investigation
and has concluded that this concern is susceptible to correction by use
of the "YIELD" sign and that it would be appropriate to have
northbound Regent Drive traffic yield to Kingston Drive.
Motion by Trustee Craig, seconded by Trustee McInerney, to approve
Ordinance 2000- TC -RR -G -658, "An Ordinance Amending Section 7-
103 of the Article VI of Ordinance G -642, the Traffic Code of the
Village of Oak Brook, IL, as Amended," as presented and waive the
full reading thereof. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Craig, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Kenny. Motion carried.
C. AWARD OF CONTRACTS:
1) RUGGEDIZED LAPTOP PERSONAL COMPUTERS:
The 2000 Budget includes the purchase of three ruggedized laptop
PC's, two that will be used in the Police Department (Detective
Division and CSO car) and one in the Fire Department (Hazmat Unit).
The unit for the CSO car, used in conjunction with a wireless modem,
serves as an MDT (mobile data terminal) for communication between
squad cars and the Communications Center in the Village Hall. The
units for the Detective Division permits mobile access to investigative
files and resources and will include the CD -ROM drive. The Fire
Department unit will be used at incidents involving hazardous materials
(Hazmat) and will include the CD -ROM drive.
Reference checks for CDS Office Technologies have been very positive
for contracts with the City of Peoria, State Police, IDOT, and other
State of Illinois agencies. Funds in the amount of $4,500 have been
budgeted in the Police Field Services Program (10 -621) and $10,000 in
the Information Services Program (10 -151) for the purchase of these
units. Three sealed bids were received on March 29, 2000.
VILLAGE OF OAK BROOK Minutes
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RUGGEDIZED
LAPTOP PC's
April 11, 2000
Motion by Trustee Caleel, seconded by Trustee McInerney, that a
contract be awarded, subject to staff review, to the lowest responsible
bidder: CDS Office Technologies, 538 W. 5th Avenue, Naperville, IL,
60563, for three Panasonic CF27 ruggedized laptop PC's, at a unit price
of $4,049, and two CD ROM drives, at a unit price of $299, for a total
extended price of $12,745. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Craig, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Kenny. Motion Carried.
2) 2000 PAVEMENT REJUVENATION PROJECT:
The Village Board, at its January 11, 2000 meeting, waived bidding
due to sole source, and authorized staff to negotiate a contract with
Boecker Road Maintenance to perform the 2000 pavement rejuvenation
project. Staff successfully negotiated a unit price approximately 10%
lower than pricing received in 1999 for the same level of service. Staff
feels this unit price is extremely favorable in light of the current
inflated oil prices. Village personnel will again perform the street
sweeping activities, saving approximately $12,500.
The Village project will include an estimated area of 183,546 square
yards. Services to be provided include the supply and application of
Reclamite preservative seal, sand, distribution of resident notification
letters and traffic control as required.
Streets to be treated are located in the Saddle Brook, Ginger Creek,
Chateau Woods, Old Oak Brook, Trinity Lakes, Yorkshire Woods,
Brook Forest subdivisions, and other Village streets that are indicated
on the attached street listing and map. Funds in the amount of
$100,000 (based on last year's price plus an increase) are contained in
the Roadway Improvements Program (41 -461) to cover this project.
Motion by Trustee Savino, seconded by Trustee McInerney, to approve
a negotiated contract with: Boecker Road Maintenance, 190 East Fifth
Avenue, Naperville, Illinois, 60563, at a unit price of $.43 per square
yard of Reclamite for a total estimate project price of $78,924.78.
ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Craig, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Kenny. Motion Carried.
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2000 PAV
REJUV PRJ
April 11, 2000
3) CART PATH PAVING - GOLF COURSE: CART PATH
PAV - GOLF
Bid packages were sent to twenty -one companies. Ten sealed bids were
received on March 29, 2000. The project calls for the paving of
approximately 2,276 lineal feet of 8 -foot wide cart paths. The areas to
be paved are hole #4, hole #5, hole #7 and the restoration of existing
cart paths. The work is scheduled to be complete within two working
days on May 30 -31 (weather permitting) or June 6 -7. The low bid unit
price received this year is $.50 more per ton than last year's contract.
Staff has used RB Enterprises on a previous cart path - paving project in
1996 and was very satisfied with their work. Funds in the amount of
$23,OOMcO have been budgeted in the Golf Course Maintenance
Program (52 -834) for this project. These funds will also cover the cost
of materials for preparing the paths to be paved (staff performs) and
preparing for next year's paths as well. Funds will also cover any
additional asphalt needed. Staff believes that one area was
underestimated.
Motion by Trustee McInerney, seconded by Trustee Caleel, that a
contract be awarded, subject to staff reivew, to the lowest responsible
bidder: RB Enterprisers, 1865 Courtland Court, Unit C, Addison, IL,
60101 at a unit cost of $41.50 per ton (estimate of 247 tons) for an
estimated total project price of $10,250.50. ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Craig, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Kenny. Motion Carried.
4) REPLACEMENT COPIER - POLICE DEPARTMENT: COPIER -
POLICE
Based on tests and current pricing staff has selected the Savin model
#9965DP. Savin also has the best warranty for this type of copier
(5 -year replacement). Staff has chosen not to bid this, since the Village
is already receiving the best pricing by dealing directly with the
manufacturer of this copier. Funds in the amount of $26,000 are
contained in the Police Records Program (account #634 -9020) to cover
this purchase.
Motion by Trustee Caleel, seconded by Trustee Butler, that the Village
Board waive bidding, and authorize the issuance of a purchase order to:
Savin Corporation, 1225 Greenbriar Avenue, Suite M, Addison, IL,
60101, in the negotiated net amount of $13,905 for the purchase of a
Savin Model #9965DP copier, which includes trade -in of the existing
Mita #6090. ROLL CALL VOTE:
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Ayes: 5 - Trustees Butler, Caleel, Craig, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Kenny. Motion Carried.
8. INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
President Bushy announced the U. S. Conference of Mayors and
National League of Cities weekly newspapers have printed excellent
articles on e- commerce and levying sales tax on transactions on the
internet. Governor Gilmore of Virginia presented his summary of his
Telecommunications Committee. He spoke as an advocate of the
report but does not address local government's loss of tax revenue for
operating expenses. The report includes a summary of the Business
Caucus proposal that was adopted at the commission's final meeting by
a simple majority vote rather than the required two - thirds super
majority for a finding or recommendation to Congress.
She explained that both she and the Village Manager were in
Springfield last week lobbying. They were disappointed to learn that on
the Republican side of the house, Minority Leader Daniels attempted to
circumvent the agreed bill process regarding the police pension bill.
They visited Senator Walsh and Representative Durkin and voiced their
concern of this process. They were pleased with the legislator's
response. President Bushy spoke directly to Governor Ryan on Illinois
First since Oak Brook has not received funds from this program.
Govenor Ryan offered some suggestions in that regard. They learned
that Governor Ryan plans to put forth a bill in this session to refinance
the bonds for the Illinois Tollway.
A. VILLAGE MANAGER:
Village Manager Veitch indicated a tax cut package may be proposed
in Springfield whereby the State may consider cutting various taxes.
Recently the Village received DuPage County's assessed valuation of
Oak Brook as of January, 1999 that indicates a 4% increase of assessed
value of property. This is the healthiest increase in dollar and
percentage terms in many years. A gradual change should be seen with
the 58% residential and 42% non - residential when the new commercial
structures are built. He announced this week as National
Telecommunicator Week and the Village has nine dedicated people
who serve here under the supervision of Gail Peterka in the Police
Department's Communication Center.
VILLAGE OF OAK BROOK Minutes
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INFO & UPDATE
VLLG PRES -
VLLG MGR -
April 11, 2000
President Bushy reminded residents to send in their census forms as a
portion of the state income tax and motor fuel taxes are distributed to
the Village based on per capita. Our state legislature is reapportioned
every ten years and the districts will be redrawn according to
population.
9. DEPARTMENTAL REPORTS - LIAISON ASSIGNMENTS:
Community Development
Trustee Savino
Finance, Information Services & Purchasing
Trustee Caleel
Intergovernmental Relations
Trustee McInerney
Library & Community Events
Trustee Butler
Public Safety
Trustee Kenny
Public Works & Engineering
Trustee Craig
Village Clerk
Clerk Gonnella
Village President
President Bushy
President Bushy recessed the meeting at 9:25 p.m. The meeting convened at
9:38 p.m.
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated):
A. RECOMMENDATION - YORKSHIRE REALTY (43 YORKSHIRE
DRIVE) - YORKSHIRE GLEN SUBDIVISION PRELIMINARY
PT AT-
The Plan Commission at their meeting on March 20, 2000 reviewed
this proposal and by a vote of 6 to 0 recommended approval of
this 7 -lot subdivision. No one spoke in support or in opposition to the
proposed subdivision, but several neighbors had questions, and one
expressed a concern over the location of the street entrance. The
following conditions were included in their motion:
• An acceptable modification to the entrance to the roadway for the
neighbor whose driveway is directly across from the subdivision
entrance.
• Modifying the area between the private roadway easement and the
existing parcel to meet final engineering approval.
• Construction of the pedestrian/bicycle path along Harger Road to be
contiguous with the proposed Village plan.
• Homeowner Association covenants to include a contract with the
Police Department to enforce parking restrictions on one side of the
street and traffic in the subdivision.
• Final Engineering plan approval.
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DEPT REPORTS
PRELIM PLAT
43 YORKSHIRE
DRIVE
April 11, 2000
Village Manager Veitch recommended that the Village Board of
Trustees continue this matter and refer staff to work with the developer
on Items 1, 2 and 3 of Village Engineer Durfey's memorandum of
April 4, 2000 and develop information for the Village Board on how
the set back provisions of the Zoning Ordinance would operate and the
preliminary engineering concept.
Motion by Trustee Savino, seconded by Trustee Caleel, to table this
item to the Board meeting of April 25, 2000. VOICE VOTE: Motion
carried.
B. RESIDENTIAL SOLID WASTE COLLECTION CONTRACT: RESIDENTIAL
WASTE CONT
Flat -Rate Unlimited Service (Existing Oak Brook Program)
Under a flat -rate unlimited service, residents are billed (usually on a
quarterly basis) for an unlimited amount of refuse and recycling (and in
some cases landscape waste) placed at the curb. Convenience is
maximized with this type of program. With a few exceptions (e.g.
white goods containing hazardous components, waste tires and oil -
based paints), residents generally do not need to make special
arrangements or "prepare" their refuse for collection.
In terms of the distribution of program cost, this program is the least
equitable. Because residents do not produce the same amount of waste
per household, the flat -rate billing structure causes those who produce
less waste to in effect subsidize those who produce more. A flat -rate
program offers no monetary incentive to reduce the amount of waste
produced or increases the amount recycled. Residents pay the same
rate regardless of whether there are two cans or three, or whether
recyclable is placed in the recycling container or in the trash can.
In terms of rate, Oak Brook's current rate is the 4t' lowest among the
15 flat -rate communities for which we have current rates and that rate
has not changed over the three -year term of the current contract.
Motion by Trustee Caleel, seconded by Trustee McInerney, to direct
staff to negotiate a contract with BFI. VOICE VOTE: Motion passed.
C. BATH & TENNIS CLUBHOUSE CONCEPT DESIGN: B & T DESIGN
The newest drawings and estimates for the Bath & Tennis Clubhouse
renovations include the following: additional storage space has been
included within the locker rooms; a bride's room and vanity; additional
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office space; enlargement of both the older west restroom facilities and
the proposed east restroom facilities. These changes increase the
architect's estimated cost from $1,167,300 to $1,292,50.
Motion by Trustee Caleel, seconded by Trustee McInerney, to concur
with the concept design and direct staff to negotiate a contract with
Larson, Kramer & Kjelstrom for a final design. VOICE VOTE:
Motion passed.
D. LIBRARY PROJECT - FINAL DESIGN:
Village Manager Veitch gave an update of the Library Project. The
architect has completed the drawing and the construction managers
have completed a detailed cost estimate with actual input from
subcontractors. This estimate places it 7% above the cost estimate with
2% being recoverable in the bid process. The 5% amounts to being
$250,000 over cost. The Village Manager and Library Director spoke
with the mechanical engineer, architect and construction manager and
directed them to identify a range of packages regarding the HVAC
system without any harm to the fundamental concept of the building.
The final design will be presented to the Village Board at their next
meeting and to ask the Board to authorize solicitation of bids.
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS:
Trustee Savino inquired if the Village's outdoor sign by Fire Station 2 will be
replaced. Village Manager Veitch indicated that the signage would be
corrected. Staff is reviewing this matter to determine if a low ground sign
should be installed or installation of a sign on the building with lighting.
12. ADJOURNMENT:
Motion by Trustee Caleel McInerney, seconded by Trustee, to adjourn the
meeting at 10:35 p.m.. VOICE VOTE. Motion carried.
ATTEST:
Linda K. Gonn a MC /AAE ctu)(
Village Clerk /
BOT- 041100
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LIBRARY
DESIGN
ADJOURN
April 11, 2000