Minutes - 05/27/2003 - Board of Trustees2
3
59
MINUTES OF THE MAY 27, 2003 REGULAR MEETING
OF THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK APPROVED AS
WRITTEN ON JUNE 10, 2003.
CALL TO ORDER: 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 Village Commons
at 7:30 p.m. The Pledge of Allegiance was given.
ROLL CALL: ROLL CALL
Village Clerk Linda Gonnella called the roll with the following persons
PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, John W.
Craig and Asif Yusuf.
ABSENT: Trustees George T. Caleel and Susan Chase Korin.
Trustee Elaine Miologos arrived at 7:33 p.m.
IN ATTENDANCE: Richard B. Boehm, Village Manager; Dale L. Durfey, Jr.,
Village Engineer; Robert L. Kallien, Jr., Director of Community Development;
Darrell J. Langlois, Finance Director; Richard A. Martens, Village Attorney;
Ruth A. Martin, Library Director; Michael J. Meranda, Public Works Director;
Bonnie Sartore, Bath & Tennis Club Manager; Acting Fire Chief Rob
Cronholm; Fire Battalion Chiefs Robert Morton and James Bodony.
ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE
Village Engineer Durfey announced that Hinsdale Sanitary District is in the
process of completing the Spring Road project as early as the end of this week.
APPROVAL OF MINUTES: MINUTES - REG
BOT 05 -13 -03
Motion by Trustee Aktipis, seconded by Trustee Craig, to approve the Minutes
of the Regular Board of Trustees Meeting of May 13, 2003 as presented and
waive the full reading thereof. VOICE VOTE: Motion carried.
CONSENT AGENDA: C. AGENDA
All items on the Consent Agenda are considered to be routine in nature and will
be enacted in one motion.
VILLAGE OF OAK BROOK Minutes
Page 1 of 10 May 27, 2003
Motion by Trustee Aktipis, seconded by Trustee Craig, to approve the Consent
Agenda as presented. ROLL CALL VOTE:
Ayes: 4 - Trustees Aktipis, Craig, Miologos and Yusuf.
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Korin. Motion carried.
A. APPROVAL OF BILLS - $704,880.41 BILLS - $704,880.41
Significant items included above:
1) Bank One, NA - Interest for Series 2000 General Fund Certificates -
$10,937.50
2) Bank One, NA - Interest for Series 2001 General Fund Certificates -
$84,431.27
3) Water Resources, Inc. - Payout #3 - Automated Meter Reading Project -
$119,525.00
4) Harbour Contractors, Inc. - Payout #27 - Municipal Complex Project -
$139,232.31
5) Mid- State Surety Corporation - Payout #5 - Municipal Complex Project
- $21,033.00 -
6) Earth Tech. Inc. - Payout #5 - GASB 34 - $12,420.91
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING MAY 10, 2003 PYRL - 05 -10 -03
- $510,341.36 $510,341.36
C. CHANGE ORDERS: None C14NG ORDRS
D. REFERRALS: REFERRALS
1) VILLAGE OF OAK BROOK — TEXT AMENDMENTS TO ZONING TxT AMNDMNTS -
ZNG REG TTL 13-
REGULATIONS TITLE 13 OF THE MUNICIPAL CODE CHAPTER CHAP 3, 6, 10 & 11
3 GENERAL ZONING PROVISIONS, CHAPTER 6 — RESIDENCE
DISTRICTS, CHAPTER 10 — OFFICE - RESEARCH- ASSEMBLY
DISTRICT AND CHAPTER 11 — SIGN REGULATIONS - REFER TO
PLAN COMMISSION MEETING ON JUNE 16, 2003 AND ZONING
BOARD OF APPEALS FOR PUBLIC HEARING ON JULY 1, 2003
E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE AuTH BDS, PROPS
CONTRACTS: None OR NEG CNTRCTS
F. ACCEPT AND PLACE ON FILE — TREASURER'S REPORT OF TREAS RPT - 04 -03
APRIL, 2003
VILLAGE OF OAK BROOK Minutes
Page 2 of 10 May 27, 2003
5
41
7.
G. DUPAGE MAYORS AND MANAGERS CONFERENCE - 2003 -2004 DMMC - 03/04
MMBRSHP —ANN
MEMBERSHIP DUES AND ANNUAL DEBT SERVICE ASSESSMENT D13T sERV ASSESS.
H. ORDINANCE 2003 -PP -EXI -S -1038, "AN ORDINANCE AUTHORIZING ORD03-PP- EXI -S-
,
THE VILLAGE OF OAK BROOK TO ADVERTISE FOR BIDS TO SELL AUT1038H ADV BDS TO
CERTAIN PERSONAL PROPERTY, TO DONATE TO SCHOOL SL PERS PROP.
DISTRICTS AND OTHER NOT - FOR - PROFIT AGENCIES ITEMS
THAT RECEIVE NO BIDS, AND TO DISPOSE OF REMAINING
ITEMS"
I. APPROVAL OF SPORTS CORE FIELD USAGE — ILLINOIS ST. sPRTS CRE FLD Us
ANDREW SOCIETY — HIGHLAND GAMES IL ST. AND so Ms
ITEMS REMOVED FROM CONSENT AGENDA: None. RMVD C AGNDA
BOARD & COMMISSION RECOMMENDATIONS: BD/COMM RECOM
A. ATHLETICO — 625 ENTERPRISE DRIVE — VARIATION — ATHLETICO - 625
STORMWATER ORDINANCE sNMw R ORD
Zoning Board of Appeals Recommendation
Variation — The Zoning Board of Appeals by a vote of 7 to 0, have
recommended approval of the request from the property owner, Athletico
LTD for a variation to Sections 9 -5 -4 and 9 -5 -5 of the Village's Stormwater
Ordinance to permit payment of fee in lieu of providing on -site stormwater
detention. The variation is needed to accommodate a future expansion of
the building and parking lot.
In making this recommendation, the Zoning Board of Appeals found that
the petitioner has satisfactorily addressed the applicable factors (including
hardship) for approval of the variation.
Village Engineer Durfey has technical issues relative to this request and felt
that since the applicant needs to submit additional data and issues relative to
this matter need to be further explored with the DuPage County Forest
Preserve District, it would be appropriate to delay final action on this
matter.
Village Engineer Durfey spoke of the problem with the DuPage Forest
Preserve property having the installation of a pipe through it. Other options
would be an underground pipe and then piping out on the ground later.
Trustee Aktipis stated the Zoning Board of Appeals looked at this as a
hardship.
VILLAGE OF OAK BROOK Minutes
Page 3 of 10 May 27, 2003
7. A. Lawrence Swibel, attorney for the applicant spoke. In attendance were their
CEO, their Finance Officer and their Engineer. He stated that the County
may make a recommendation to the Village but it is not binding. The
County met and tabled their proposal as they agreed they could go ahead
with the Village. The Zoning Board of Appeals voted unanimously to grant
a variance and appropriate to work with the County of what options they are
entitled. They cannot comply with the Village ordinance without this
variation. They are not able to get an easement from the Forest Preserve
District as they do not have the legal authority to grant this to a private
entity. They feel they have exhausted their avenues with DuPage County.
Trustee Miologos asked if it is inappropriate to assign an easement.
Attorney Martens indicated it would not be appropriate to do it. Village
Engineer Durfey stated if you can justify your actions, it would be upheld.
Attorney Martens would be in touch with the General Counsel of the Forest
Preserve and will report back to the Board and then an ordinance will be
prepared at the next meeting. Village Engineer Durfey will also be in touch
with the Forest Preserve to insure this also.
Motion by Trustee Aktipis, seconded by Trustee Miologos, that the Board
of Trustees concur with the recommendation of the Zoning Board of
Appeals and authorize the Village Attorney to draft the necessary ordinance,
subject to confirmation that this action was the only option available.
ROLL CALL VOTE:
Ayes: 4 - Trustees Aktipis, Craig, Miologos and Yusuf.
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Korin. Motion carried
8. ACTIVE AGENDA (Items for Final Action): ACTIVE AGENDA
A. CONFIRMATION OF APPOINTMENTS: None. CONE OF APPTS.
B. ORDINANCES & RESOLUTIONS:
ORD /RES
1) RESOLUTION 2003 -AP -R -847 - RESOLUTION OF APPRECIATION RES 03 -AP -R -847
RES OF APPRCTN -
- KAREN M. BUSHY KAREN M. BUSHY
Motion by Trustee Aktipis, seconded by Trustee Miologos, to pass the
Resolution of Appreciation to Karen M. Bushy who has faithfully and
with dedication and distinction served the Village of Oak Brook. ROLL
CALL VOTE:
Ayes: 4 - Trustees Aktipis, Craig, Miologos and Yusuf.
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Korin. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 4 of 10 May 27, 2003
Ila
8. B. 2) RESOLUTION 2003 -AP -R -848 - RESOLUTION OF APPRECIATION RES 03 -AP -R -848
RES OF APPRCTN -
- K. SUE SANFORD K. SUE SANFORD
Motion by Trustee Miologos, seconded by Trustee Yusuf, to pass the
Resolution of Appreciation to K. Sue Sanford who has faithfully and
with dedication and distinction served the Village of Oak Brook. ROLL
CALL VOTE:
Ayes: 4 - Trustees Aktipis, Craig, Miologos and Yusuf.
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Korin. Motion carried.
3) RESOLUTION 2003 -AP -R -849 - RESOLUTION OF APPRECIATION RES 03 -AP -R -849
RES OF APPRCTN -
- ALFRED P. SAVINO ALFRED P. SAVING
Motion by Trustee Aktipis, seconded by Trustee Miologos, to pass the
Resolution of Appreciation to Alfred P. Savino who has faithfully and
with dedication and distinction served the Village of Oak Brook. ROLL
CALL VOTE:
Ayes: 4 - Trustees Aktipis, Craig, Miologos and Yusuf.
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Korin. Motion carried.
4) ORDINANCE - OAKBROOK SHOPPING CENTER, LLC — ROUTE
83 AND 22ND STREET — TEXT AMENDMENTS TO TITLE 13 OF
THE VILLAGE CODE AND SPECIAL USE TO FACILITATE THE
CREATION OF A SPECIALTY RETAIL PROGRAM TO BE
LOCATED THROUGHOUT THE INTERIOR COMMON AREAS OF
THE OAKBROOK SHOPPING CENTER
The Village Board at its May 13, 2003 meeting approved the requests
from the Oakbrook Center LLC for text amendments and special use to
develop a specialty retail program within the common areas of the
Center. As a condition of approval, the final design and elevations for
the food pavilion, food kiosks and merchandise carts are to be submitted
to the Board for their review and comment prior to issuance of any
permits.
Accordingly, after discussions between the Staff and applicant, the
applicant has asked that the approval of the ordinances for the text
amendments and special use be continued until the June 10, 2003
meeting. By that time, the final designs and elevations should be
completed and can become an attachment to the special use ordinance.
VILLAGE OF OAK BROOK Minutes
r
Page 5 of 10 May 27, 2003
OB SHPG CTR LLC -
TXT AMNDMNTS
TO TTLE 13 -SPEC
USE
B. 4) Motion by Trustee Aktipis, seconded by Trustee Miologos, to continue
this agenda item to the June 10, 2003 Village Board Meeting. ROLL
CALL VOTE:
Ayes: 4 - Trustees Aktipis, Craig, Miologos and Yusuf.
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Korin. Motion carried.
5) ORDINANCE 2003 -BD -SPC -G -719, "AN ORDINANCE AMENDING ORD 03-BD- SPC -G-
719, AMND SEC 2 -7-
SECTION 2 -7 -2 OF THE VILLAGE CODE OF THE VILLAGE OF 2 REL TO SFTv
OAK BROOK RELATIVE TO THE SAFETY PATHWAY PTHWV CTE
COMMITTEE."
The Chairman of the Oak Brook Safety Pathway Committee has
requested that the Board extend the Committee's term by two years
through June 30, 2005.
Motion by Trustee Miologos, seconded by Trustee Aktipis, to pass
Ordinance 2003 -BD -SPC -G -719, "An Ordinance Amending Section 2-
7-2 of the Village Code of the Village of Oak Brook Relative to the
Safety Pathway Committee." ROLL CALL VOTE:
Ayes: 4 - Trustees Aktipis, Craig, Miologos and Yusuf.
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Korin. Motion carried.
C. AWARD OF CONTRACTS:
1) SNOW REMOVAL - OAK BROOK PUBLIC LIBRARY
One sealed bid was received and opened on Friday, May 9, 2003. Two
firms picked up bid packages. The other firm did not submit a bid due
to workload.
Snow removal services are required because the Public Works
Department lacks the personnel to include the Library or Polo Road in
their snow removal operation. Oak Brook Maintenance Co., Inc. did the
snow removal last season at the recommendation of the Public Works
Department. The rates for 2003/2004 remain the same as for this past
season. Staff has received adequate references, including from the Oak
Brook Park District, as to the quality of work provided by Oak Brook
Maintenance Co., Inc.
VILLAGE OF OAK BROOK Minutes
Page 6 of 10 May 27, 2003
AWARD CT
SNW RMVLOBPL
8. C. 1) Motion by Trustee Miologos, seconded by Trustee Aktipis, that the
Board of Trustees award a three -year contract, subject to staff review, to
the lowest responsive and responsible bidder, Oak Brook Maintenance
Co., Inc., 751 North Bolingbrook Drive, #8, Bolingbrook, Illinois 60440
at the unit prices as indicated in their bid submission. ROLL CALL
VOTE:
Ayes: 4 - Trustees Aktipis, Craig, Miologos and Yusuf.
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Korin. Motion carried.
2) CROSS - CONNECTION CONTROL PROGRAM CRS CNCTN CNTRL
PROG
Two sealed bids were opened on March 3, 2003, submitted by Backflow
Solutions, Inc. and Unique Plumbing Co. Four companies picked up bid
packages. The companies that did not bid were unable to meet the
Village's specifications. Backflow Solutions, Inc. has managed cross -
connection control programs in numerous municipalities and staff has
received adequate references.
The purpose of the cross - connection control program is the protection of
the public water supply from accidental contamination and to ensure
compliance with USEPA regulations. Such a program cannot be
appropriately implemented and administered with existing staff. The
main components of the program are public /customer education on
cross - connection devices, physical on -site inspection of commercial
water accounts, generation and maintenance of detailed database and
accounting, annual mailings, and consultations with Village staff on new
water accounts and the need for cross - connection control devices.
Motion by Trustee Miologos, seconded by Trustee Aktipis, to award a
three -year contract, subject to staff review, to the lowest responsive and
responsible bidder, Backflow Solutions, Inc., 931 Highway 80 West,
Jackson, MS 39204 at the bid unit prices for the implementation of a
water utility cross - connection control program, at an estimated three
year cost of $95,958.10. ROLL CALL VOTE:
Ayes: 4 - Trustees Aktipis, Craig, Miologos and Yusuf.
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Korin. Motion carried.
3. DOCUMENT MANAGEMENT SYSTEM DOC MNGMNT SYS
The Village Board, at its February 26, 2002 meeting, authorized staff to
issue a Request for Proposals to vendors that implement the OnBase
Document Imaging System and to negotiate a contract with the selected
vendor, such contract to be presented to the Village Board for approval.
VILLAGE OF OAK BROOK Minutes Page 7 of 10 May 27, 2003
8. C. 3) Two sealed proposals were received on December 16, 2002, from
Lebenson Advanced Systems, Inc. and Security Microimaging (SMC).
The best overall proposal for the first phase implementation (Village
Clerk's official files and records) was submitted by Lebenson Advanced
Systems, Inc. in the negotiated total amount of $28,896.
Although the phase one cost of $28,896 is greater than the original
project estimate of $16,000, the difference will come out of reallocated
funds from other projects within the Computer Hardware and Software
capital line item ($175,000 for a list of projects) of the Information
Services Program.
Based on current projections that include $28,896 for this project, staff
expects to be approximately $35,000 under the $175,000 line item
budget for all of our 2003 projects. As a further offset, we estimate that
future year costs to expand the system into other departments should be
substantially below the $32,000 total shown in the current Five -Year
Financial Plan for 2004 and 2005.
The Lebenson Advanced Systems, Inc. proposal is recommended for the
following reasons:
Governmental Experience — Although both companies have experience
implementing document management systems, only Lebenson has
experience with governmental clients. SMC has none. The references
received for Lebenson were very good.
Firm Price — The proposal from Lebenson covered all of the Village's
needs, for a firm not -to- exceed price (if less time is required, the cost
will be reduced). SMC's proposal was submitted as an "estimate" of
costs, subject to change as a result of their further analysis or the
Village's needs once they had started the project. Staff believes that the
Village could become a training ground for them, paying additional fees
as they learn the specific needs of the government sector.
Pricing — Each company's proposal offered slightly different software
modules to meet the Village's needs. Pricing submitted by each
company was comparable, with some items costing less at one or the
other firms. Annual software maintenance costs are lower with
Lebenson (18% of total software cost) vs. 21% with SMC.
The Village has historically maintained long -term storage of official
records using microfilm, consistent with State of Illinois requirements.
Within the past few years the State revised its regulations to permit
scanning (imaging) and electronic storage of such records (a more
durable and searchable means of storing records). This type of system
will also make it easier to provide public access to such documents
VILLAGE OF OAK BROOK Minutes Page 8 of 10 May 27, 2003
GJ
C. 3) through the Village's website in a future phase.
The first department to implement the new system will be the Village
Clerk's office which contains a large number of official Village records.
Other departments that will be implemented later include Police,
Finance, Engineering and Community Development.
Motion by Trustee Yusuf, seconded by Trustee Miologos, that the
Village Board award a contract, subject to staff review, to the company
that submitted the best proposal, Lebenson Advanced Systems, Inc., 223
North Route 21, Suite 6, Gurnee, Illinois 60031 for an OnBase
Document Management System at a total not to exceed cost of $28,896
for the first phase implementation. ROLL CALL VOTE:
Ayes: 4 - Trustees Aktipis, Craig, Miologos and Yusuf
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Korin. Motion carried.
INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
President Quinlan thanked the mayors from the DuPage Water Commission
for settling the issue of HB3042. The DuPage Water Commission will pay
$15,000,000 annually to the DuPage County for the next five years to assist
them with the shortfall in their budget.
B. VILLAGE MANAGER:
Village Manager Boehm introduced Battalion Chiefs Bob Morton and Jim
Bodony who will be second in the rotation for Fire Chief and Rob
Cronholm who is serving as the acting Fire Chief presently.
Manager Boehm announced that preliminary Flood Insurance Study and
Flood Insurance Rate Maps for DuPage County has been generated and that
this information can be found on the DuPage County website with revised
flood maps and profiles. He added that there were Public Hearings
scheduled that residents can attend.
C. VILLAGE CLERK: No report given.
D. VILLAGE BOARD COMMENTS: No one spoke.
VILLAGE OF OAK BROOK Minutes
0
Page 9 of 10 May 27, 2003
INFO & UPDATES
VLLG PRES
VLLG MGR
VLLG CLK
VLLG BD
10. ADJOURN TO CLOSED MEETING: To consider collective bargaining; AW r M SD MTC -
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; and
the appointment, employment, compensation, discipline, performance, or
dismissal of specific employees of the public body.
Motion by Trustee Craig, seconded by Trustee Miologos, to adjourn to closed
meeting at 8:12 p.m. to consider collective bargaining; 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; and the appointment,
employment, compensation, discipline, performance, or dismissal of specific
employees of the public body. ROLL CALL VOTE:
Ayes: 4 - Trustees Aktipis, Craig, Miologos and Yusuf.
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Korin. Motion carried.
11. ADJOURNMENT: ADJRN - 9:30 P.M.
Motion by Trustee Craig, seconded by Trustee Aktipis, to adjourn the meeting
at 9:30 p.m. VOICE VOTE: Motion carried.
ATTEST:
c� L-
Linda K. Gonnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes
11
Page 10 of 10
May 27, 2003