Minutes - 04/25/2006 - Board of TrusteesMINUTES OF THE APRIL 25, 2006 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON MAY
9, 2006.
1. CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by President
Quinlan in the Samuel E. Dean Board Room of the Butler Government Center at 7:30
p.m. The Pledge of Allegiance was given.
2. ROLL CALL
Village Clerk Linda Gonnella called the roll with the following persons
PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, John W. Craig,
Jeffrey J. Kennedy, Kathryn F. Manofsky, Robert G. Sanford and Asif
Yusuf.
ABSENT: None.
IN ATTENDANCE: Richard B. Boehm, Village Manager; Jeffrey P. Moline, Assistant
Village Manager; Dale L. Durfey, Jr., Village Engineer; Margaret
Klinkow, Library Director; Michael J. Meranda, Public Works Director;
Champ Davis, Chairman of the Zoning Board of Appeals and Moin Saiyed,
Member of the Plan Commission.
3. PRESIDENT'S OPENING COMMENTS
President Quinlan stated that elected officials carry official identification for the purposes
of identification. That identification is in the form of a badge and the officials have been
instructed that those badges do not carry policing authority or authority for entrance to
private property.
He also announced the 2006 Autumn Festival will be held on Sunday, September 24 due
to the sponsorship of Elkay Corporation of Oak Brook and the De Santis Foundation of
Oakbrook Terrace.
President Quinlan commented that in some instances Trustees decide to speak under the
resident /visitor section of the agenda for their own reasons. He iterated the policy that
was adopted and agreed upon by this Board shortly after the election. That policy states
that no issue would be brought to the Board unless it was presented with material prior to
the meeting so that all members would be prepared to discuss the topic intelligently.
He also commented that there was an announcement regarding the principal of Brook
Forest School, but did not have all of the information. He asked Trustee Manofsky to
report.
VILLAGE OF OAK BROOK Minutes Page 1 of 10 April 25, 2006
3. Trustee Manofsky announced that a tribute would be held on Monday, May 15 from 4:30
— 7:00 p.m. at the Brook Forest School Gymnasium to honor Mr. John Jackson who has
been the principal at Brook Forest for seventeen years. All current and former families of
Brook Forest School were invited.
4. RESIDENTNISITOR COMMENT
Resident Al Knuth spoke to the Board relative to the nepotism policy under discussion.
Mr. Knuth indicated that he supported the hard line policy against nepotism.
Resident Stelios Aktipis spoke to the Board relative to Village priorities. Mr. Aktipis felt
that the Village should resume the discussion of free garbage collection for residents. He
asked that this issue be included in the May 23, 2006 agenda.
5. APPROVAL OF MINUTES
A. Regular Board of Trustees Meeting of April 11, 2006
Motion by Trustee Craig, seconded by Trustee Sanford, to continue the approval of the
Minutes of the April 11, 2006 Regular Board of Trustees Meeting to the next meeting.
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.
Trustee Aktipis asked that agenda item 6.A.1) be removed for further discussion.
Motion by Trustee Kennedy, seconded by Trustee Yusuf, to approve the Consent Agenda
and authorize expenditures as amended. ROLL CALL VOTE:
Ayes: 6 — Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
A. Accounts Payable for Period Ending April 21, 2006 - $$317,711.41
Significant Items included in Above:
2) DuPage Water Commission - $121,504.01
B. Approval of Payroll for Pay Period Ending April 8, 2006 - $654,199.78
C. Community Development Referrals
1) York Tavern — 3702 York Road — Certificate of Appropriateness — Historic Graue
Gateway Area
2) RI Oak Resubdivision — Final Plat with Variations to the Subdivision Regulations
and Variations to the Zoning Ordinance, for F.A.R. and Setbacks
VILLAGE OF OAK BROOK Minutes Page 2 of 10 April 25, 2006
6. D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Library Exterior Wood Siding Refurbishing
2) Water System Cross - connection Control Program
3) Water System Computer Model
4) Library Landscaping
E. Budget Adjustments
F. Treasurer's Report — March, 2006
G. An Ordinance Granting a Variation from the Location and Spacing Requirements of
Chapter 12 of Title 13 ( "Zoning Regulations ") of the Village Code of the Village of
Oak Brook (Kariotis — 12 Natoma)
H. An Ordinance Granting a Special Use to Permit Additional Accesses (Christ Church
of Oak Brook)
I. An Ordinance Granting a Variation from the Provisions of Sections 13- 12- 3 -E1(b)
and 13- 12 -3 -E4 of Title 13 ( "Zoning Regulations ") of the Village Code of the Village
of Oak Brook Relative to Width of Driveways and Spacing Between Separate
Driveway Entrances (Christ Church of Oak Brook)
J. An Ordinance Amending the Public Works Construction Standards Policy
K. An Ordinance Authorizing the Sale, Donation or Disposal of Certain Items of
Personal Property owned by the Village of Oak Brook
7. ITEMS REMOVED FROM CONSENT AGENDA
6. A. 1) Kubiesa, Spiroff, Gosselar & Acker — Legal Fees - $20,803.25
Trustee Aktipis reiterated that a fee he had contested at a previous meeting for a
particular issue is included in this bill. He still opposes the payment of the fee for
this. The previous vote was defeated due to President's Quinlan's tie breaking
vote. Trustee Aktipis asked President Quinlan to abstain from voting on this
because he saw this as a conflict due to President Quinlan's personal relationship
with the family of the individual named in the lawsuit.
President Quinlan felt that was comfortable with his own ability to make a
reasonable judgment.
Trustee Kennedy acting as liaison to the legal activities indicated that the fees
charged for this billing matter are based on handling the total lawsuit and only a
small portion of that time is in defense of the individual Trustee Aktipis is
concerned about.
Motion by Trustee Kennedy, seconded by Trustee Yusuf, for approval of Agenda
Item 6.A.1) Kubiesa, Spiroff, Gosselar & Acker — Legal Fees - $20,803.25. ROLL
CALL VOTE:
Ayes: 4 - Trustees Kennedy, Sanford, Yusuf and President Quinlan.
Nays: 3 - Trustees Aktipis, Craig and Manofsky
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 3 of 10 April 25, 2006
8. BOARD & COMMISSION RECOMMENDATIONS
A. COMMERCIAL CORRIDOR REVITALIZATION PROJECT — TASK FORCE
RECOMMENDATION ON CONSULTANT PROPOSALS
Commercial and office development in Oak Brook has long been recognized as the
economic backbone of the community. Over the past two decades, the primary
commercial and office areas in the Village have been fully developed. During this
time, these areas have experienced only modest levels of new reinvestment and /or
redevelopment while many areas just outside of Oak Brook have seen considerable
growth with construction of new modern office and commercial buildings.
Developers continue to target Oak Brook for new development; however,
opportunities remain limited due to the lack of available land the majority of the
properties being developed to the maximum densities permitted under the current
zoning regulations. As a result, a number of our commercial and office buildings
have become and continue to be outdated and underutilized to serve current market
demands.
Accordingly, the Village Board with the input of staff, has identified revitalization/
redevelopment of our commercial and office areas as one of its top priorities. As a
first step in its commitment to this effort, the Village Board has appointed a seven (7)
member Commercial Revitalization Task Force comprised of the Village President,
the two Village Trustees who are the liaisons to both the Plan Commission and
Zoning Board of Appeals, the Chairs of both the Plan Commission and Zoning Board
of Appeals, and the Community Development Director.
Since its inception, the Commercial Revitalization Task Force and Village Board
have been involved in a number of activities leading to tonight's meeting. A time-
line and description of these activities is as follows:
• May 23, 2005 — Village Board holds committee -of -the -whole to discuss
redevelopment /economic development opportunities in Oak Brook. The structure
of a planning task force was identified. The task force will include; Trustee
liaisons to both the Plan Commission and Zoning Board of Appeals, Chairmen of
both the Plan Commission and Zoning Board of Appeals, Village President, and
Community Development Director.
• August 9, 2005 — Village President announces at the Village Board meeting the
creation of a Commercial Revitalization Task Force.
• August 23, 2005 — Task Force — The Commercial Revitalization Task Force held
their first meeting. Long term goals for the Task Force were discussed. The Task
Force directed Staff to prepare a RFQ (Request for Qualifications) as the first step
in retaining a consultant to prepare a study which addresses the revitalization issue.
• September 13, 2005 — Village President gives a report to the Village Board
regarding the activities of the Commercial Revitalization Task Force. The Village
VILLAGE OF OAK BROOK Minutes Page 4 of 10 April 25, 2006
8.A. Board was also presented with a "draft" RFQ for consultant services for the
Corridor Revitalization Project and authorized Staff to formally solicit request for
qualifications with professional firms.
• October 25, 2005 — Task Force — Commercial Revitalization Task Force met to
discuss RFQ process as well as coordination with other economic development
and planning efforts.
• October 25, 2005 — The RFQ for Corridor Revitalization Planning Services was
published and was also mailed to nearly 20 area planning consulting firms.
• October 25, 2005 — Village President provides an update at the Village Board
meeting regarding the activities of the Commercial Revitalization Task Force.
• November 8, 2005 — The closing date for receipt of RFQ for Corridor
Revitalization Planning Services.
• December 5, 2005 — At Village Board budget meeting, Board briefly discusses
future planning activities and need to fund future efforts in an amount of
approximately $100,000.
• December 22, 2005 — Task Force — Commercial Revitalization Task Force met to
review (7) consultant responses to the RFQ prepared by the Committee. After
reviewing the submittals, the Task Force voted to conduct interviews with (5) of
the firms.
• January 12, 2006 — Task Force — Commercial Revitalization Task Force met to
conduct interviews with two consultant teams; Hitchcock Design Group and
Houseal Lavigne.
• January 19, 2006 — Task Force — Commercial Revitalization Task Force met to
conduct interviews with three consultant teams; Vanderwalle & Associates, The
Lakota Group and HNTB. After reviewing the results of the consultant interviews,
the Task Force voted 5 -1 to have the top two consultant teams (Houseal Lavigne
and HNTB) be asked to submit a more detailed scope of services.
• February 6, 2006 — Mailing — As a result of the Commercial Revitalization Task
Force action, Village Manager Boehm formally contacted Houseal Lavigne and
HNTB requesting additional information. The deadline for receipt of this
information was March 1, 2006.
• April 12, 2006 — Task Force — Commercial Revitalization Task Force meets to
hear final presentations from Houseal Lavigne and HNTB. After thorough
evaluation, the Task Force voted unanimously to recommend that Houseal Lavigne
be retained for the corridor planning project.
• April 25, 2006 — Presentation — Revitalization Task Force presents its findings to
the Village Board and recommends the retention of Houseal Lavigne as the
planning consultant for the corridor planning project.
Champ Davis, the Chairman of the Zoning Board of Appeals and member of the
Commercial Revitalization Task Force, reiterated the history of the Village
commercial corridor and the problems facing that area, the goals and direction the
Task Force has defined.
VILLAGE OF OAK BROOK Minutes Page 5 of 10 April 25, 2006
8. A. Devin Lavigne, Houseal Lavigne, explained the proposed project. He thanked the
Board for their selection as the competition was with some of the best planning firms
in the region and meant a great to deal to them. He told the Board that their firm,
based in Naperville, was a professional consulting firm specializing in all aspects of
community planning and urban development. He added that they prided themselves in
client satisfaction and customer service because they are a small intimate firm that
may establish close client contact. He emphasized that the Project Team of four firms
has worked in seventy -five communities across the Chicago region, completed several
hundred planning assignments and have approximately twenty -five years of
professional planning experience.
Feroz Nathani, Vice President of McDonough Associates, provided their credentials
and indicated that traffic planning is an important part of a corridor revitalization. He
indicated that as decisions about their recommendations are made, they will identify
sources for funding and help prepare applications.
Dan Gardner, Director of Consulting Services for S.B. Friedman & Associates,
provided the credentials of this organization which is a real estate advisory firm in the
Chicago area. He indicated that the market and the economics are the fundamental
issues that drive potential development and what the future may bring for the
community and the corridor. They would look at where things are, where they are
going and the historical trends of the community to gain an understanding of the
foundation to determine new uses, where the saturation of uses may exist and where
market gaps exist. Oak Brook already had a strong base and the daytime population
provides a significant opportunity. Their firm could also do developer solicitation.
Mr. Lavigne described what they have defined as the corridor to be addressed,
including all non - residential land uses on the north and south sides of 22nd Street and
Butterfield Road broken down by function and character. He added that while each
section relates to one another and recommendations for each would impact each other
they have been broken out so that they could be treated differently and develop site
and area specific recommendations. They recognize that the residential use of the
Village is a primary asset and should be protected from encroachment of non-
residential uses He described the planned process which included eight steps. Step
one would be Project Initiation where they would meet with staff to identify a
schedule for the project and review the area described. They would also meet with the
Task Force to identify a schedule, define the roles of the members and describe the
roles of the project team. This step would also include all entities that have an
intimate knowledge of the area.
Step two would be community outreach providing workshops for citizen involvement.
He added that during the whole process there would be continued outreach for
community input.
VILLAGE OF OAK BROOK Minutes Page 6 of 10 April 25, 2006
8. A. Step three would analyze the existing conditions and future potentials within the
corridor. This would provide an Interim Synthesis Report.
Step four would create a vision for the corridor which will provide focus for the goals
and objectives of the plan.
Step 5 would provide a preliminary corridor plan for the 22"d Street corridor
developing land use plans, transportation plans, landscape and streetscape plans. They
would be refined based on Village and resident input.
After acceptance of the primary corridor plan the other sub areas would be addressed.
All plans would then be pulled together into a comprehensive planning document.
The plan will be built on the foundation of community participation and will reflect
the goals, aspirations and desires of the residents of Oak Brook.
President Quinlan thanked the group for their work and for the commitment of the
Task Force. He offered to make available to the public a copy of the plan at the
reception desk of the Village.
Trustee Kennedy, as a member of the Task Force, reiterated that the group had worked
slowly, deliberately and carefully. They spent a great deal of time interviewing all of
the firms and felt that they were recommending the best of the group. He reiterated
that it was a complex subject and process. There would be a great effort to include
public input and comment.
Trustee Aktipis also was very pleased to see that the plan included major participation
of the residents. Debate ensued regarding at what point public participation should be
pursued.
Trustee Manofsky also congratulated the Task Force on the arduous task. She
expressed that the firm appeared to be very well organized and she was excited about
the redevelopment of Oak Brook as she felt it was necessary. Trustee Craig agreed
and indicated that it was important to pursue multi -use projects. Trustee Yusuf also
supports the project with the expectation that the money invested in it will repay itself
many times over, although he had questions to be addressed. Trustee Sanford
responded that the project was extremely flexible and should address any concerns.
An issue was raised that the budget for 2006 only included approximately half of the
final contract price, but it was noted that the project is not expected to be completed
within 2006 and would be budgeted for in the upcoming 2007 budget.
President Quinlan emphasized that this is probably the most important project to the
Village in a number of years and strongly encouraged resident participation.
VILLAGE OF OAK BROOK Minutes Page 7 of 10 April 25, 2006
8. A. Motion by Trustee Kennedy, seconded by Trustee Manofsky, to concur with the
recommendation from the Commercial Corridor Revitalization Task Force to retain
the services of the consultant team of Houseal Lavigne Inc. for the purposes of
preparing a Commercial Corridor Revitalization Plan and authorize the Village
Manager to negotiate a final contract in an amount not to exceed $198,100. ROLL
CALL VOTE:
Ayes: 6 — Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
9. UNFINISHED BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS — None presented.
C. AWARD OF CONTRACTS
1) WESTDALE GARDENS WATER MAIN REPLACEMENT
The 2006 Budget contains funds for the design of the replacement water mains in
the Westdale Gardens subdivision. These water mains have seen numerous breaks
and are in need of replacement. The budget has been structured such that the
design work will be accomplished in 2006, the project bid in early 2007, and then
constructed within 2007. Funds for this construction project will be included in
the 2007 Budget.
Staff has been working with the consulting firm, James J. Benes and Associates,
Inc. and the contract is the culmination of those efforts. The Benes firm has
accomplished previous water main design and inspection work for the Village and
is familiar with our requirements. This agreement utilizes the format previously
approved by the Village Attorney and Purchasing Director Kapff.
Trustee Aktipis asked Village Engineer Dale Durfey to describe the Westdale
Gardens subdivision. Engineer Durfey explained that it is a residential area that
the Village services outside of the Village limits. Trustee Aktipis commented that
the Village was making a substantial investment to replace the water infrastructure
for residents outside of the Village.
Trustee Kennedy had concerns about the minimal level of requirements for
insurance that the Village imposes. Assistant Village Manager Jeff Moline
responded that our requirements typically follow the recommendations that IRMA
suggests for contracts that the Village enters into. There had been discussion
about those requirements and that the requirements were substantial for
VILLAGE OF OAK BROOK Minutes Page 8 of 10 April 25, 2006
9. C. 1) construction contractors, but could also be imposed on project design. Continuing
discussion included as to whether the Village Code should be changed and applied
across the Board to all contracts or to look at the requirements on a case by case
basis. Trustee Kennedy agreed, but wanted to be sure that the requirements are
reviewed. Village Attorney Ken Kubiesa responded that as a practical matter,
engineering firms carry considerably more than our Code requires and that the
Village asks for whatever they carry.
Trustee Aktipis asked if there was an estimate as to the cost of the project. Public
Works Director Mike Meranda responded that it would probably be approximately
one million dollars. He indicated that it was a large project of over 6,000 linear
feet of water main and in an area of the Village of Oak Brook water system's that
is in the worst condition. Responding to a question from Trustee Manofsky,
Director Meranda indicated that there were 130 homes. He added that over the
years discussions had been initiated with the City of Hillside to determine if they
would be willing to take on that portion of the water system but they declined.
Motion by Trustee Aktipis, seconded by Trustee Kennedy, that the Village Board
approve the agreement with James J. Benes and Associates, Inc. for Professional
Engineering Design Services regarding the Westdale Gardens Water Main
Replacement Project in the not -to- exceed amount of $53,976.00. ROLL CALL
VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
10. NEW BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS — None presented.
C. AWARD OF CONTRACTS — None presented.
11. INFORMATION & UPDATES
A. VILLAGE PRESIDENT — None presented.
B. VILLAGE MANAGER — Manager Boehm indicated that the trees purchased with the
approval of the Board would be planted the first week of May, weather permitting.
C. VILLAGE CLERK — Clerk Gonnella, as Chairman of the Autumn Fest Committee
indicated excitement of the contributions by Elkay Corporation and the DeSantis
Foundation. Trustee Yusuf indicated that in the past he had donated pumpkins for the
festival and intended to do so again, weather permitting.
VILLAGE OF OAK BROOK Minutes Page 9 of 10 April 25, 2006
12. ADJOURNMENT
Motion by Trustee Craig, seconded by Trustee Kennedy, to adjourn the Regular Meeting
of the Board of Trustees at 8:52 p.m. VOICE VOTE: Motion carried.
ATTEST:
s /Linda K. Gonnella
Linda K. Gonnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 10 of 10 April 25, 2006