Minutes - 04/22/2008 - Board of Trustees (2)1.
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MINUTES OF THE APRIL 22, 2008 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
MAY 275 2008.
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 7:31 p.m.
The Pledge of Allegiance was given.
ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: President John W. Craig, Trustees James Carson, Jeffrey J. Kennedy, Moin
Saiyed, Robert G. Sanford and Gerald Wolin.
ABSENT: Trustee Kathryn F. Manofsky.
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.
PRESIDENT'S OPENING COMMENTS
Public Service Recognition Proclamation
President Craig and Clerk Pruss read the Proclamation that proclaims the first full week of
May each year, commencing in 2008 and each year thereafter as Public Service
Recognition Week in Oak Brook, Illinois.
RESIDENT /VISITOR COMMENT — None presented.
APPROVAL OF MINUTES
A. SPECIAL COMMITTEE -OF- THE -WHOLE MEETING OF MARCH 10, 2008
Motion by Trustee Wolin, seconded by Trustee Sanford, for the approval of the
Special Committee -of -the -Whole Meeting of March 10, 2008 as presented. VOICE
VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 1 of 8 APRIL 22, 2008
5. B. REGULAR BOARD OF TRUSTEES MEETING OF MARCH 1 1, 2008
Motion by Trustee Carson, seconded by Trustee Saiyed, for the approval of the
Regular Board of Trustees Meeting of March 11, 2008 as presented. VOICE VOTE:
Motion carried.
C. REGULAR BOARD OF TRUSTEES MEETING OF MARCH 25, 2008
Motion by Trustee Wolin, seconded by Trustee Sanford, for the approval of the
Regular Board of Trustees Meeting of February 12, 2008 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 18, 2008 - $720,379.03
Significant Items included in Above:
1) Hervas, Condon & Bersani, P.C. — Legal Services — March, 2008 - $2,956.35
2) Kubiesa — Legal Services — March, 2008 - $4,852.35
3) Seyfarth, Shaw — Legal Services — February, 2008 - $2,605.20
4) R. W. Dunteman Company — Payout #5 & Final — 2007 Paving Project - $23,
862.28
5) Trine Construction — Payout #7 — Westdale Gardens Water Main Project - $39,
962.95
6) James J. Benes & Associates — Payout #2 — Jorie Blvd. LAPP - $15, 250.34
7) Hitchcock Design Group — 22nd Street Improvement Project - $4,025.10
8) HDR, Inc. — 22nd Street Water Main/Lighting - $38,044.58
9) DuPage Water Commission - $108,379.99
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING APRIL 5, 2008 -
$691,084.50
C. COMMUNITY DEVELOPMENT REFERRALS
1) INSITE OAK BROOK — TEXT AMENDMENT AND VARIATION —
GROUND SIGN
InSite Goshen LLC, InSite Freeport LLC, and InSite Oak Brook LLC, the owners
of the building located at 1400 16th Street are requesting approval of a text
amendment and variation in order to construct a ground sign with tenant names.
The underlying B -2 Zoning District limits ground signs to displaying the name of
the shopping center and the location of signage to be located no closer than 40-
feet from a public street.
VILLAGE OF OAK BROOK Minutes Page 2 of 8 APRIL 22, 2008
6. C. 1) The requested action was to refer a request for a text amendment to Section 13-
11 -8A of the Zoning Ordinance in order to permit a ground sign with tenant
names in a B -2 District to the Plan Commission for review at its May 19, 2008
meeting and to the Zoning Board of Appeals for public hearing at its June 3, 2008
meeting; and to refer a request for a variation to Section 13 -11 -8A of the Zoning
Ordinance in order to construct a ground sign at 1400 16th Street to the Zoning
Board of Appeals for public hearing at its June 3, 2008 meeting.
D AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS — None presented.
E. BUDGET ADJUSTMENTS — None presented.
F. 2008 FIRST QUARTER HOTEL /MOTEL TAX RECEIPTS
The Oak Brook Hotel, Convention and Visitors Committee, by a poll of the
Committee members on April 14, 2008, recommended that $16,414.53 be released to
the DuPage Convention & Visitors Bureau. This amount represents 20% of 1 % of
the 2008 first quarter hotel tax receipts.
The requested action was that the Village Board authorize the release of 20% of 1%
of the 2008 first quarter hotel tax receipts to the DuPage Convention & Visitors
Bureau in the amount of $16,414.53, as recommended by the Oak Brook Hotel,
Convention and Visitors Committee.
Motion by Trustee Saiyed, seconded by Trustee Carson, to approve the Consent Agenda
and authorize expenditures as presented. ROLL CALL VOTE:
Ayes: 5 - Trustees Carson, Kennedy, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 — Trustee Manofsky. 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 — None presented.
C. AWARD OF CONTRACTS
VILLAGE OF OAK BROOK Minutes Page 3 of 8 APRIL 22, 2008
9. C. 1) 2008 SWIMMING POOL MANAGEMENT AGREEMENT
In December 2005, in an effort to improve the level of operations of the Bath &
Tennis pools, staff interviewed two separate companies that specialize in pool
management and pool operations on contractual service basses. The areas of
improvement sought by staff through the privatization effort were the following:
1. Improve the overall safety management and accountability programs enforced
by the seasonal pool staff,
2. Establish continuity with pool management staff and programs;
3. Improve the level of structure of lifeguard responsibilities and in- service
training;
4. Improve the programming to members such as swimming lessons and swim
team; and
5. Establish a means to gain better control of annual personnel costs through
contracting.
Two companies were interviewed for the 2006 and 2007 swim season,
Chicagoland Pool Management Inc., and Jeff Ellis & Associates, Inc.. The 2006
and 2007 Swim Season agreement was granted to Jeff Ellis & Associates due to
their ability to provide the most concise and complete scope of services and a
proposal demonstrating a very clear and strong understanding of Village goals.
The proposal for the 2006 and 2007 season included:
1. Seasonal personnel costs of all lifeguards and pool managers and the hiring
and training of all pool staff by Ellis & Assoc;
2. Daily pool operations consisting of, but not limited to, chemical sampling,
brushing and vacuuming of pools and maintenance and operation of pumps and
filters;
3. Daily cleaning of facility and locker rooms, monitoring all rules and
regulations of the facility and supervision of all activities on the lake and
beach.
The proposal for 2006 was approximately $72,090 and the proposal for 2007 was
approximately $75,632, neither proposal included costs for swim lessons nor did
they include costs for opening and closing the pool for the season. Staff has found
Jeff Ellis & Associates to be incredibly professional and operating at the highest
performance levels. Moreover, Bath & Tennis members also expressed
satisfaction with Ellis.
I
A proposal for the 2008 Swim Season has been received by staff from Jeff Ellis &
Associates, Inc., for the sum of $80,338 and has the same inclusions as the prior
agreement with the additional costs of the "Swim Team" built in. The Village will
still be responsible for the costs associated with opening and closing the pools for
the season (which have been contracted out with Aqua Pure Enterprises, Inc. for
the past four (4) years).
VILLAGE OF OAK BROOK Minutes Page 4 of 8 APRIL 22, 2008
9. C. 1) Due to their performance and professionalism during the execution of the 2007
agreement and to the overall safety and comfort of the Bath & Tennis members,
staff recommends that the Village Board waive competitive bidding and approve
an agreement between the Village of Oak Brook and Jeff Ellis & Associates, Inc.
for pool management services for the 2008 Swim Season.
Trustee Carson indicated that he could not make the recommended motion at this
time because information provided needed revisions and the cost of the contract
was $80,338 which was a 13% increase without the competitive bid process. He
asked Bath and Tennis Club Manager, Nelson Patras and Mr. Ellis of Ellis
management to explain the increase at a time when most government agencies
were tightening their belts. Club Manager Patras responded that one factor was
the increasing minimum wage, but also the ability to attract quality lifeguards and
managers. He explained that the increase over the previous contract was actually
about 11 % and that over a two year period the increase was a little over 5 1/2
percent per year. Club Manager Patras added that the staffing costs for the last
year that the Village managed the pool was over $90,000.
Motion by Trustee Carson, seconded by Trustee Wolin, to direct Club Manager
Patras to work with Jeff Ellis & Associates, Inc. for pool management services for
the 2008 swim season to reduce the contract price. ROLL CALL VOTE:
Ayes: 5 - Trustees Carson, Kennedy, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 — Trustee Manofsky Motion carried.
10. NEW BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B ORDINANCES & RESOLUTIONS — None presented.
C. AWARD OF CONTRACTS
1) WATER DEPARTMENT UTILITY TRUCK REPLACEMENT — UNIT 602
The truck being replaced is Unit #602, a Ford F350 with utility body used in the
Public Works Water Division. It is used for towing the excavation/water main
break trailer, hauling trench shoring equipment and transportation for water
division personnel. It will be reassigned to the Sports Core Bath & Tennis Club.
Attached is a memo from Michael Meranda, Public Works Director, with more
detailed background and the history of Unit 602.
When looking for replacement vehicles, we first explore what vehicles have been
bid through either the State of Illinois or Suburban Purchasing Cooperative (they
VILLAGE OF OAK BROOK Minutes Page 5 of 8 APRIL 22, 2008
10. C. 1) have much more purchasing power than we do, and can usually get a better
price). 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.
The following table indicates pricing received through a bid conducted by
Suburban Purchasing Cooperative.
2008 Ford F450 Chassis XL 4X4
Replaces unit
#602— 1996 Ford F350
Mileage — 77, 000
Currie Motors.
(Suburban
Purchasing
Cooperative)
Base Price
$26,786
6.4 Diesel Engine
$55632
Tires — 225/70Rx19.5F Maximum Traction
$250
200 -Amp Heavy Duty Alternator Diesel Only
$75
Glass — Sliding Rear Window
$125
Upfitter Switches (4) — located on I/P
Std.
High Capacity Trailer Tow Package
$350
Power Equipment Group
$530
Snow Plow Prep Package
$85
Monroe Truck Equip. & Installation
$14,691
Color
Oxford White
Interior
Medium Stone
Grand total
$489524
The entire project consists of Currie Motors supplying the truck cab and chassis
and will deliver it to Monroe Truck Equipment in Joliet. Monroe supplies and
installs the following equipment onto the chassis:
• Stahl Grand Challenger Utility body, with E -track and spray in liner
Y Rear bumper with recess heavy duty 2" trailer hitch, and electrical wiring
• Post mounted utility spot light
• Code 3 warning yellow light bar
• Code 3 narrow stick (arrow stick)
• Front and rear safety warning flasher strobe lights
Monroe then paints the utility body and delivers the finished truck to the Village.
Delivery is expected approximately 90 days after receipt of order.
Motion by Trustee Wolin, seconded by Trustee Sanford, that the Village Board
waive further bidding since Suburban Purchasing Cooperative already conducted
the bid process and issue a purchase order to Currie Motors, Frankfort, Illinois for
VILLAGE OF OAK BROOK Minutes Page 6 of 8 APRIL 22, 2008
10. C. 1) one 2008 Ford F450 chassis 4X4 with utility box in the amount of $48,359.
ROLL CALL VOTE:
Ayes: 5 - Trustees Carson, Kennedy, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 — Trustee Manofsky. Motion carried.
D. APPROVAL OF DECLARATION OF STORMWATER FACILITIES
EASEMENTS, COVENANTS, CONDITIONS AND RESTRICTIONS — LOTS 1 &
2 — MCDONALD'S AUTUMN OAKS SUBDIVISION — 1315 -1425 KENSINGTON
ROAD
Hawks Soccer Club, whom is using the site at 1315 -1425 Kensington Road for their
soccer facilities, applied to the Village, with permission from McDonald's, to expand
their existing parking lot, build a new parking lot, and add a shelter. That application
included a stormwater permit to drain the area of both the parking lots. The site
currently has no stormwater facilities, so detention areas are being installed to
accomplish water quality and stormwater detention 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
and Restrictions on lots 1 &2 in McDonald's Autumn Oaks Subdivision for Permit
No. 08 -4 -074. ROLL CALL VOTE:
Ayes: 5 - Trustees Carson, Kennedy, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 — Trustee Manofsky. Motion carried.
E. PART -TIME INTERN
In the 2008 budget, the full -time position of administrative assistant in the Village
Manager's office was eliminated for budget reasons. Also, approximately $20,000
was set aside for a part-time marketing position. We anticipate using a small amount
of this budget for a contractual writer this year, but with Blaine Wing's experience in
marketing and communications, we do not anticipate spending much of this line item
this year. Instead, we would like to reallocate these dollars towards an intern.
Village Manager Niemeyer felt that Oak Brook is years behind in many areas related
to human resources, public relations and other administrative tasks. He felt that this
will allow staff to complete some of these needed tasks more quickly. Also, the intern
can also be used to assist the clerk's office and other departments with needed tasks.
This position will report to the Assistant Village Manager.
The salary of the intern would be approximately $15 -17.50 per hour. The estimated
annual cost of the intern is $15- 17,000. There would be no benefits for this position.
VILLAGE OF OAK BROOK Minutes Page 7 of 8 APRIL 22, 2008
10. E. Trustee Carson asked about the term of the intern. Manager Niemeyer responded that
the masters program in public administration is a two -year commitment, but that
sometimes it is possible to find an intern that has already completed one year and
would like experience in another municipality for the second year. Trustee Carson
also asked the standard wage for these positions. Assistant Village Manager Wing
responded that it was between $15.00 per hour and $24.00 per hour.
Trustee Sanford had asked what projects the intern would be involved with and how
it would affect the short and long term goals that had been discussed previously.
Motion by Trustee Sanford, seconded by Trustee Wolin, to approve the position of
part-time Management Intern subject to a future meeting where the Board was
informed of the function in regards to the long term and short term goals of the
Village. ROLL CALL VOTE:
Ayes: 5 - Trustees Carson, Kennedy, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 — Trustee Manofsky. Motion carried.
11. INFORMATION & UPDATES
A. Village President — President Craig commented on the Proclamation read and
encouraged residents to apply for positions on Boards and Commissions.
B. Village Manager — Manager Niemeyer requested that the upcoming special meeting
begin at 6:30 due to the amount of items on the agenda.
C. Village Clerk — Clerk Pruss reminded residents of the Mother's Day Brunch at the
Bath and Tennis Club and wished all the mothers a Happy Mother's Day.
12. ADJOURNMENT
Motion by Trustee Sanford, seconded by Trustee Wolin, to adjourn the Regular Meeting
of the Board of Trustees at 8:02 p.m. VOICE VOTE: Motion carried.
ATTEST:
/ /s // Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 8 of 8 APRIL 22, 2008