Minutes - 04/12/2011 - Board of TrusteesMINUTES OF THE APRIL 12, 2011 REGULAR MEETING OF THE
PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN ON MAY 10, 2011.
CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by President
John Craig in the Samuel E. Dean Board Room of the Butler Government Center at 7:05
pm. 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 Stelios Aktipis, James Carson, Moin Saiyed,
Gerald Wolin and Elaine Zannis.
ABSENT: Trustee Mark Moy.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Robert Kallien, Community Development Director; Sharon Dangles, Finance
Director; Thomas McEllin, Fire Chief; Sue Madorin, Library Director; Thomas Sheahan,
Police Chief; Michael Hullihan, Public Works Director; Trey VanDyke, Sports Core
Director; and Mark Sterk, Village Attorney.
3. PRESIDENT'S OPENING COMMENTS
A. RESOLUTION OF APPRECIATION — NORMA LAUDER
Motion by Trustee Aktipis, seconded by Trustee Wolin to approve Resolution of
Appreciation R -1092. VOICE VOTE: Motion carried.
B. RESOLUTION OF APPRECIATION — MINTU SHARMA
Motion by Trustee Wolin, seconded by Trustee Saiyed to approve Resolution of
Appreciation R -1093. VOICE VOTE: Motion carried.
4. RESIDENTNISITOR COMMENT —None
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A. REGULAR BOARD OF TRUSTEES MEETING OF MARCH 8, 2011
Motion by Trustee Wolin, seconded by Trustee Zannis to approve the minutes of
the Regular Board of Trustees Meeting of March 8, 2011. 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. 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 Consent Agenda and
considered as the first item after approval of the Consent Agenda.
A. ACCOUNTS PAYABLE FOR PAY PERIOD ENDING APRIL 8, 2011 —
VILLAGE OF OAK BROOK MINUTES Page I of 7 REGULAR MEETING OF APRIL 12, 2011
$327,604.82
Significant Items included in Above:
1) Odelson & Sterk, Ltd. - Legal Services — February, 2011 - $32,171.81
2) Seyfarth, Shaw, LLP — Legal Services — February & March, 2011 - $26,686.94
B. APPROVAL OF PAYROLLS:
1) For Pay Period Ending March 19, 2011 - $666,350.08
2) For Pay Period Ending April 2, 2011 - $636,949.99
C. COMMUNITY DEVELOPMENT REFERRALS
D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS
E. AWARD OF CONTRACTS
F. BUDGET ADJUSTMENTS
G. ORDINANCES & RESOLUTIONS
1) Ordinance 2011 -BOT -G -945, An Ordinance Amending Section 1-413-2 of Title 1
(Administration) of the Village Code of the Village of Oak Brook in Relation to Board
Agenda Items
H. AUTHORIZATION TO REJECT ALL BIDS AND RE- ADVERTISE A REQUEST
FOR BID: OLD BUTLER SCHOOL EAST END WALL RECONSTRUCTION
PROJECT
L PROFESSIONAL SERVICES AGREEMENT WITH THE HITCHCOCK DESIGN
GROUP FOR 22ND STREET BEAUTIFICATION PROJECT (ITEP)
2010 WATER MAIN REPLACEMENT PROJECT — 35TH STREET (MEYER RD TO
CASS CT) — NORTH HALF OF TIMBER TRAIL SUBDIVISION — CHANGE
ORDER #6
Motion by Trustee Wolin, seconded by Trustee Zannis to approve the Consent Agenda and
authorize expenditures as presented or amended.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Carson, Saiyed, Wolin, and Zannis
Nays: 0 — None
Abstain: 0 —None
Absent: 1 —Trustee Moy
Motion carried.
7. ITEMS REMOVED FROM CONSENT AGENDA
1) ITEM 6J - 2010 WATER MAIN REPLACEMENT PROJECT — 35' STREET
VILLAGE OF OAK BROOK MINUTES Page 2 of REGULAR MEETING OF APRIL 12, 2011
(MEYER RD TO CASS CT) — NORTH HALF OF TIMBER TRAIL SUBDIVISION —
CHANGE ORDER #6
Trustee Carson asked for clarification on the change order. Public Work Director Hullihan
stated the big glitch in this project is the type of tapping saddles used. The stainless steel
tapping saddles used have caused problems. They have now been replaced by copper
tapping saddles.
Trustee Carson asked if the contractor should be responsible for the cost. Public Works
Director Hullihan stated that all the certifying bodies approved the stainless steel saddles to
work.
Trustee Wolin stated that we should add a provision which states if things go wrong, the
contractor will fix at their expense.
Public Works Director Hullihan stated if you ask for a guarantee, the contractors bid will
be approximately 5% higher.
Manager Niemeyer suggested that Public Works Director Hullihan ask the Engineer for a
written explanation of why the tapping saddles failed and why the Village should be
responsible for the cost of replacing them.
Trustee Carson also requested a further breakdown of the $18,000 change order.
Motion by Trustee Wolin, seconded by Trustee Carson to table item 6J, having to do with
a change order for the 35`s Street Water Main.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Carson, Saiyed, Wolin, and Zannis
Nays: 0 — None
Abstain: 0 — None
Absent: 1 —Trustee Moy
Motion carried.
2) ITEM 6I - PROFESSIONAL SERVICES AGREEMENT WITH THE HITCHCOCK
DESIGN GROUP FOR 22 No STREET BEAUTIFICATION PROJECT (ITEP)
Trustee Aktipis stated that this project is about the beautification project of 22 "d Street. He
stated that the total amount of this project is approximately $85,000 and asked if this
should be bid out rather than awarding an agreement to Hitchcock Design Group.
Trustee Wolin stated that the Village was awarded a grant from the State of Illinois in the
amount of $569,000 and we must move fairly quickly so we do not lose the money. He
stated that Hitchcock did the original work and they are very familiar with the
Beautification Plan. He further stated that getting bids is a good policy but when it comes
to engineering services, we prequalify them to do work for the Village and he feels very
comfortable awarding the agreement to Hitchcock Design Group.
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Public Works Director Hullihan stated that design and architectural fees are typically 10%
- 15% of the total project cost.
Trustee Zannis stated that Hitchcock Design Group's reputation precedes them and they
have invested a lot of work into this project.
Motion by Trustee Wolin, seconded by Trustee Saiyed that the Village Board approve the
attached agreement with the Hitchcock Design Group for the 22 "d Street Beautification
Project (ITEP) for an amount not -to- exceed $59,362.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Carson, Saiyed, Wolin, and Zannis
Nays: 0 —None
Abstain: 0 — None
Absent: 1 — Trustee Moy
Motion carried.
8. BOARD & COMMISSION RECOMMENDATIONS —None
9. UNFINISHED BUSINESS —None
10. ACTIVE BUSINESS
A. CONFIRMATION OF APPOINTMENTS —None
B. ORDINANCES & RESOLUTIONS
1) Ordinance 2011- SSA -S -1308, An Ordinance Establishing Village of Oak Brook
Special Service Area No. 1, DuPage County, Illinois
Presented by Trustee Aktipis. Trustee Aktipis stated that this is a follow -up of work that
has already been approved relating to the development project on York and Harger Roads.
He also stated that the project involves the establishment of an SSA.
Trustee Wolin asked Community Development Director Kallien for an update.
Community Development Director Kallien stated that he met with the developer today
and they are actively marketing the property. He also stated that the developer feels that
when the hospital is up and running, there may be a reasonable chance that they can move
forward. He further stated that financing is a key issue.
Motion by Trustee Aktipis, seconded by Trustee Wolin to approve Ordinance 2011 -SSA-
S -1038, an Ordinance establishing a Village of Oak Brook Special Service Area in
relation to the Irgens Development at York and Harger Roads.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Carson, Saiyed, Wolin, and Zannis
Nays: 0 —None
Abstain: 0 — None
Absent: 1 —Trustee Moy
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Motion carried.
C. AWARD OF CONTRACTS — None
D. OPPORTUNITY SITES ANALYSIS AND DESIGN CONCEPTS —
AUTHORIZATION TO CONDUCT THE REQUEST FOR QUALIFICATIONS
(RFQ) PROCESS
Presented by Trustee Aktipis. Trustee Aktipis stated that a key recommendation of the
Commercial Revitalization (CR) Plan is the identification of over 20 opportunity sites
which because of one or more conditions, future reinvestment of the property is
warranted. He also stated that staff is requesting qualification statements from firms
experienced in redevelopment projects as it pertains to the design of buildings and site
improvements.
Community Development Director Kallien stated that the consultant will prioritize the
sites and will propose alternatives and design criteria of how buildings could be placed on
these properties.
Trustee Aktipis asked Community Development Director Kallien who he expects will
submit qualifications on this project. He replied that firms who submitted proposals for
the Commercial Revitalization Plan and architectural firms are expected to reply to the
Request for Qualifications.
Trustee Aktipis also asked what the expected fee for this project will be. Community
Development Director Kallien stated that he does not know but the Board will be
intimately involved in all decisions.
Motion by Trustee Aktipis, seconded by Trustee Wolin to authorize staff to conduct the
Request for Qualifications (RFQ) process to develop design plans for up to five
opportunity sites identified in the Commercial Revitalization Plan. VOICE VOTE:
Motion carried.
E. GROUND/DIRECTIONAL SIGNAGE CONCEPTS — CONSULTANT PROPOSAL
Presented by Trustee Aktipis. Trustee Aktipis stated that there are areas in the Village
where there is some need for indentifying certain properties and commercial applications
of the properties because of issues of general visibility. NAI Hillman requested ground
signage in the Village owned cul -de -sac located at the west end of Kensington Road. He
also stated that because there are other locations, similar requests could come and that it is
important to develop a design concept that is both pleasing and promotes the overall
character of the commercial corridor. He further stated the total cost of this project will be
$7,500 and the funds will come from the economic development fund.
Motion by Trustee Aktipis, seconded by Trustee Wolin to approve the consultant proposal
from the Hitchcock Design Group for the Village Owned/Authorized Monument and
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Directional Signage Program.
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Carson, Saiyed, Wolin, and Zannis
Nays: 0 —None
Abstain: 0 — None
Absent: 1 — Trustee Moy
Motion carried.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER — None
B. VILLAGE CLERK
1) Clerk Pruss stated in order to assist the people of Illinois to be better prepared in case of
severe weather, the Illinois Emergency Management Agency, works together with the
National Weather Service and the American Red Cross to promote weather preparedness.
For additional information visit www.ready.illinois.gov or www.state.il.us/iema.
2) Clerk Pruss reminded everyone who received an Economic Interest Statement from
DuPage County that they are due by May I'`.
3) Clerk Pruss stated that the Village can again start voter registration.
4) Clerk Pruss stated that garbage stickers are available for purchase at Village Hall and
the Library.
C. TRUSTEES —None
D. VILLAGE PRESIDENT — None
12. ADJOURN TO CLOSED SESSION to consider the appointment, employment,
compensation, discipline, performance, or dismissal of specific employees of the public
body or legal counsel for the public body, including hearing testimony on a complaint
lodged against an employee of the public body or against legal counsel for the public body
to determine its validity (2cl), to consider litigation, when an action against, affecting or
on behalf of the particular public body 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, in which case the basis for the finding shall be recorded and entered into the
minutes of the closed meeting (201), and to discuss collective negotiating matters
between the public body and its employees or their representatives, or deliberations
concerning salary schedules for one or more classes of employees (2c2)
Motion by Trustee Wolin, seconded by Trustee Zannis to adjourn to closed session to
consider the appointment, employment, compensation, discipline, performance, or
dismissal of specific employees of the public body or legal counsel for the public body,
including hearing testimony on a complaint lodged against an employee of the public body
or against legal counsel for the public body to determine its validity (2cl), to consider
VILLAGE OF OAK BROOK MINUTES Page 6 of 7 REGULAR MEETING OF APRIL 12, 2011
litigation, when an action against, affecting or on behalf of the particular public body 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, in which case the basis for the finding shall be
recorded and entered into the minutes of the closed meeting (2c11), and to discuss
collective negotiating matters between the public body and its employees or their
representatives, or deliberations concerning salary schedules for one or more classes of
employees (2c2)
ROLL CALL VOTE:
Ayes: 5 — Trustees Aktipis, Carson, Saiyed, Wolin, and Zannis.
Nays: 0 —None
Abstain: 0 — None
Absent: 1— Trustee Moy
Motion carried.
This meeting was adjourned to Closed Meeting at 7:56 pm.
13. ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Carson to adjourn the Regular Meeting of
the Board of Trustees at 9:07 pm. VOICE VOTE: Motion carried.
ATTEST:
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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