Minutes - 05/12/2009 - Board of TrusteesMINUTES OF THE MAY 125 2009 SPECIAL MEETING OF THE
PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN ON JUNE 9, 2009.
1. CALL TO ORDER
The Special Meeting of the Village Board of Trustees was called to order by President
Craig in the Oak Brook Bath and Tennis Club at 7:06 p.m. The Pledge of Allegiance was
given.
An invocation was provided by The Reverend Daniel Meyer of Christ Church
2. PRESIDENT'S OPENING COMMENTS
President Craig thanked all those present for their attendance.
3. SWEARING IN
A. Clerk Pruss read the official results of the Consolidated General Election of April 7,
2009
B. Justice Jorgensen of the 2nd Appellate Court administered the Oaths of Office to the
Newly Elected Officials.
4. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: President John W. Craig, Trustees Stelios Aktipis, James Carson, Mark
Moy, Gerald Wolin and Elaine Zannis.
ABSENT: Trustee Moin Saiyed.
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; Sharon
Dangles, Acting Finance Director; Thomas McEllin, Fire Chief; Margaret
Klinkow Hartmann, Library Director; Michael Hullihan, Public Works
Director; Thomas Sheahan, Chief of Police and Trey VanDyke, Sports
Core Director.
5. RESIDENT /VISITOR COMMENT — None presented.
6. APPROVAL OF MINUTES
A. SPECIAL BOARD OF TRUSTEES MEETING OF MARCH 24, 2009
VILLAGE OF OAK BROOK Minutes Page 1 of 5 SPECIAL MEETING OF
MAY 12, 2009
6. Motion by Trustee Wolin, seconded by Trustee Carson, to approve the Minutes of the
March 24, 2009 Special Board of Trustees Meeting as presented. VOICE VOTE:
Motion carried.
B. SPECIAL BOARD OF TRUSTEES MEETING OF APRIL 28, 2009
Motion by Trustee Carson, seconded by Trustee Moy, to approve the Minutes of the
April 28, 2009 Special Board of Trustees Meeting as presented. VOICE VOTE:
Motion carried.
C. REGULAR BOARD OF TRUSTEES MEETING OF APRIL 28, 2009
Motion by Trustee Moy, seconded by Trustee Wolin, to approve the Minutes of the
April 28, 2009 Regular Board of Trustees Meeting as presented. VOICE VOTE:
Motion carried.
7. 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 PERIOD ENDING MAY 8, 2009 - $475,959.02
Sigriificant Items included in Above:
1) Debt Service Payment — 2001 Installment Contract Certificates — Municipal
Complex Project - $52,287.50
2) Debt Service Payment — 2003 Installment Contract Certificates — Food &
Beverage Operations - $6,400.00
3) Tamar Productions —Deposit— Taste of Oak Brook - $51,582.95
B. APPROVAL OF PAYROLL FOR PERIOD ENDING MAY 2, 2009 - $701,862.63
C. BRITTWOOD CREEK SUBDIVISION — REDUCTION IN SUBDIVISION
SECURITY #5
The Village received a request from Daniel P. Callaghan requesting a reduction of
$137,918.00. Upon reviewing the file and the work accomplished to date,
Engineering has created a Brittwood Creek Subdivision Letter of Credit Reductions
spreadsheet.
VILLAGE OF OAK BROOK Minutes Page 2 of 5 SPECIAL MEETING OF
MAY 12, 2009
6. C. This recommendation is based upon the amount of work completed to date and the
amount of work yet to be done. Per usual procedures, the Engineering Department
has spot- inspected the improvements as they have been constructed and have found
them to comply with Village regulations.
The recommended summary is as follows:
Original amount of subdivision security $ 4,026,069.41
Previous reductions $ 2,980,223.87
This reduction $ 137,918 00
Balance in subdivision security $ 907,927.54
With this request, the remaining portion of the subdivision security will have 23% of
the original amount.
The requested action was that the Village Board reduce the Irrevocable Letter of
Credit No. 616078200 -500 from the Bridgeview Bank Group by the amount of
$137,918.00.
D. BID AUTHORIZATION — 2009 MICRO - SURFACING
Included within the 2009 Budget are funds for the 2009 Micro - Surfacing Project.
The micro - surfacing consists of two installations of a thin coating of an
asphalt /aggregate mixture on the pavement which provides a wearing surface and
extends the life of the pavement. After the micro - surfacing is placed, all previous
pavement markings and striping will be replaced.
The requested action was that the Village Board authorize staff to seek bids for the
2009 Micro - Surfacing Project.
E. NIGHT WORK AUTHORIZATION — 2009 MICRO - SURFACING
The 2009 Micro - Surfacing Project is on York Road between the north Village limits
and just south of Dover Drive which is a major arterial roadway with high traffic
volumes. The project will close one lane at a time in each direction as the material is
applied and cures (several`hours).
Staff recommends that the project be accomplished at night during the hours of 6:00
PM to 7:00 AM for the following reasons:
1. Quality: Most of the fresh micro - surfacing material will be protected by
temporarily closing lanes which typically requires a few hours. Night work
would have less traffic over the fresh material to and from driveways and
intersections and should also allow more continuous operations resulting in less
undesirable joints.
VILLAGE OF OAK BROOK Minutes Page 3 of 5 SPECIAL MEETING OF
MAY 12, 2009
6. E. 2. Safety: Night work is a much safer operation due to significantly less traffic.
Most of York Road is ideal for night work due to its street lighting. The
contractor can provide additional lighting for other parts of York Road that do not
have street lights.
3. Transportation: Although two -way traffic will always be maintained, night work
will minimize temporary traffic disruptions that may result from construction
vehicles crossing traffic to supply the micro - surfacing machine and from closing
lanes.
4. Efficiency: Since York Road is an arterial street, the Public Works Construction
Standards prohibits non - emergency work from occurring during the peak traffic
hours of 7:00 AM to 9:00 AM and 4:30 PM to 6:00 PM Monday through Friday
unless special circumstances exist. The contractor, therefore, cannot begin setting
up traffic control until 9:00 AM which could take about an hour. Similarly, the
contractor would have to begin removing traffic control about an hour before 4:30
PM. This leaves the contractor with only a maximum of 51/2 hours to perform
work.
Staff estimates that the work should be done in about a week and should proceed
continuously and relatively quietly compared to typical night traffic along York
Road.
Section 6 -1 -2 of the Village Code of Ordinances permits the use of "heavy
equipment" in residential areas only between 7:00 AM and 6:00 PM Monday through
Friday and between 8:00 AM and 5:00 PM on Saturdays and Sundays. It also
permits the use of "heavy equipment" in commercial areas only between 6:00 AM
and 6:00 PM for the entire week.
Section 6 -1 -2 states the Board of Trustees may waive the above limitations by
resolution for work undertaken by any public body for the benefit of the public. Per
the same section, the Village Manager may waive the above limitations only for areas
zoned for nonresidential uses. Since the York Woods and Woodside Estates
(neighborhoods adjacent to the project) are zoned residential, the waiver can only be
made by the Village Board.
The requested action was for passage of Resolution R -1046, A Resolution
Authorizing Construction Activities from 6:00 p.m. to 7:00 a.m. Along York Road in
Oak Brook, Illinois.
Motion by Trustee Wolin, seconded by Trustee Carson, to approve the Consent Agenda
and authorize expenditures as presented. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Carson, Moy, Wolin and Zannis.
Nays: 0 - None.
Absent: 1 - Trustee Saiyed. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 4 of 5 SPECIAL MEETING OF
MAY 125 2009
8. NEW BUSINESS
a
A. OUTSOURCING B & T POOLSIDE GRILL
In an effort to improve quality, service and revenues generated by the poolside grill it
is recommended to enter into conversations with DiLeo's Pizzeria for the outsourcing
of the Bath and Tennis Club Poolside Grill.
Motion by Trustee Zannis, seconded by Trustee Aktipis, to direct the Village Attorney
to enter into conversations with DiLeo's Pizzeria for the outsourcing of the B & T
Poolside Grill for the pool season 2009. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Carson, Moy, Wolin and Zannis.
Nays: 0 - None.
Absent: 1 - Trustee Saiyed. Motion carried.
ADJOURNMENT
Motion by Trustee Zannis, seconded by Trustee Wolin, to adjourn the Special Meeting of
the Board of Trustees at 7:24 p.m. VOICE VOTE: Motion carried.
ATTEST:
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 5 of 5
SPECIAL MEETING OF
MAY 125 2009