Minutes - 06/08/2010 - Board of TrusteesMINUTES OF THE JUNE 8, 2010 REGULAR MEETING OF THE
PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN ON SEPTEMBER 14,
2010.
CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by President
John W. Craig in the Samuel E. Dean Board Room of the Butler Government Center at
7:02 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 James Carson, Mark Moy, Moin Saiyed,
Gerald Wolin and Elaine Zannis (arrived at 7:05 pm).
ABSENT: Trustee Stelios Aktipis.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Tom McEllin, Fire Chief; Sue Madorin, Library Director; Thomas Sheahan,
Police Chief, Michael Hullihan, Public Works Director; Trey Van Dyke, Sports Core
Director; and Mark Sterk, Village Attorney.
PRESIDENT'S OPENING COMMENTS
President Craig announced that item 10.D. is removed from the agenda since it is actually
included in item 10.C.3.
4. RESIDENTNISITOR COMMENT — None
APPROVAL OF MINUTES
A. REGULAR BOARD OF TRUSTEES MEETING OF OCTOBER 27, 2009
Motion by Trustee Wolin, seconded by Trustee Moy, to approve the Minutes of the
Regular Board of Trustees Meeting of October 27, 2009. VOICE VOTE: Motion carried.
B. SPECIAL BOARD OF TRUSTEES MEETING OF DECEMBER 8, 2009
Motion by Trustee Wolin, seconded by Trustee Moy, to approve the Minutes of the Special
Board of Trustees Meeting of December 8, 2009. VOICE VOTE: Motion carried.
C. SPECIAL BOARD OF TRUSTEES BUDGET MEETING OF DECEMBER 8, 2009
Motion by Trustee Carson, seconded by Trustee Moy, to approve the Minutes of the
Special Board of Trustees Budget Meeting of December 8, 2009. VOICE VOTE: Motion
carried.
D. REGULAR BOARD OF TRUSTEES MEETING OF DECEMBER 8, 2009
Motion by Trustee Wolin, seconded by Trustee Moy, to approve the Minutes of the
Regular Board of Trustees Meeting of December 8, 2009. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK MINUTES Page 1 of 7 REGULAR MEETING OF JUNE 8, 2010
E. REGULAR BOARD OF TRUSTEES MEETING OF MARCH 9, 2010
Motion by Trustee Wolin, seconded by Trustee Moy, to approve the Minutes of the
Regular Board of Trustees Meeting of March 9, 2010. 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 PERIOD ENDING JUNE 4, 2010 - $599,939.54
Significant Items included in Above:
1) Legal Bills
2) North Suburban Asphalt Maintenance — Payout #1 & Final — 2010 Crack Sealant -
$43,680.50
3) James J. Benes & Associates —Payout #3 —2010 Watermain Construction. -
$21,942.21
4) James J. Benes & Associates —Payout #3 — Jorie Blvd. Lapp Resurfacing -
$22, 108.61
5) PirTano Construction Payout #3 —2010 Watermain Replacement - $137,470.02
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING MAY 29, 2010 -
$650,533.40
C. COMMUNITY DEVELOPMENT REFERRALS
D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS
E. BUDGET ADJUSTMENTS
F. ORDINANCES & RESOLUTIONS
1) Ordinance 2010- BD- VMR -PG -G -927, An Ordinance Amending Chapters 5 and 7
of Title 1 (Administration) of the Village Code of the Village of Oak Brook with
Respect to Village Purchasing Authority
2) Ordinance 2010- PW- WPA -EX2 -S -1288, An Ordinance Adopting the Prevailing
Wage Standards for the Village of Oak Brook, Illinois
G. SPONSORSHIP AGREEMENT — MCDONALDS CORPORATION
H. 2010 WATER MAIN REPLACEMENT PROJECT — 35`h STREET (MEYERS RD
TO CASS CT) NORTH HALF OF TIMBER TRAILS SUBDIVISION — CHANGE
ORDER #1
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I. DUPAGE MAYORS AND MANAGERS CONFERENCE 2010 -2011
MEMBERSHIP DUES AND ANNUAL DEBT SERVICES ASSESSMENT
Motion by Trustee Carson, seconded by Trustee Moy, to approve the Consent Agenda and
authorize expenditures as presented or amended.
ROLL CALL VOTE:
Ayes: 5 — Trustees Carson, Moy, Saiyed, Wolin and Zannis.
Nays: 0 — None
Abstain: 0 — None
Absent: I — Trustee Aktipis.
Motion carried.
ITEMS REMOVED FROM CONSENT AGENDA - None
8. BOARD & COMMISSION RECOMMENDATIONS — None
9. UNFINISHED BUSINESS
A. YORK ROAD ROADWAY IMPROVEMENT INCENTIVE FOR THE IRGENS
DEVELOPMENT
Presented by Manager Niemeyer. Manager Niemeyer stated that he is confident that a
Special Service Area (SSA) bond issue will be of no risk to the Village with little or no
hard costs to the Village. He also stated that MB Financial will issue SSA bonds in the
amount of $875,000 to also cover attorney fees, bank fees and capitalized interest.
Manager Niemeyer further stated that Irgens would not be able to continue with the
development without some sort of bond issue. Discussion ensued.
Motion by Trustee Wolin, seconded by Trustee Moy to direct staff to seek a proposal from
MB Financial of Oak Brook to issue SSA bonds for the Roadway and Traffic Improvement
Incentives for the Irgens Development.
ROLL CALL VOTE:
Ayes: 4— Trustees Carson, Moy, Wolin and Zannis.
Nays: 1— Trustee Saiyed.
Abstain: 0 — None
Absent: 1— Trustee Aktipis.
Motion carried.
B. AWARD OF CONTRACTS
1) TASTE PARKING BIDS
President Craig read a letter from a resident that states it would be irresponsible for the
Village to have the parking vendor also collect the money for the parking as well. The
answer is to have an armored car company, accompanied by a Village employee, to collect
the money for the parking fees.
Presented by Trustee Zannis. Trustee Zannis stated that parking for the Taste of Oak
Brook has been a hot topic and since the Taste of Oak Brook is three weeks away, the
Village should award a contract to Five Star Valet, as our event coordinator, Tamar, has
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recommended. She also stated that next year more options need to be explored for parking
at the Taste of Oak Brook.
Motion by Trustee Zannis, seconded by Trustee Carson to approve the Taste of Oak Brook
Parking Bid from Five Star Valet in the amount of $25,000.
ROLL CALL VOTE:
Ayes: 5— Trustees Carson, Moy, Saiyed, Wolin and Zannis.
Nays: 0— None
Abstain: 0 — None
Absent: 1— Trustee Aktipis.
Motion carried.
2) COLLECTION OF MONEY FOR THE TASTE OF OAK BROOK
Presented by Trustee Zannis. Trustee Zannis stated that it is very important the Village
hires experts to collect money for the Taste of Oak Brook.
Motion by Trustee Zannis, seconded by Trustee Carson, to direct staff to meet with
Thillens, Inc. and employ them for the collection of money for the Taste of Oak Brook.
Discussion ensued.
ROLL CALL VOTE:
Ayes: 5— Trustees Carson, Moy, Saiyed, Wolin and Zannis.
Nays: 0— None
Abstain: 0 — None
Absent: 1— Trustee Aktipis.
Motion carried.
10. ACTIVE BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None
B. AWARD OF CONTRACTS
1) 2010 — 2013 TRAFFIC CONTROL AND STREET LIGHTING SYSTEM
MAINTENANCE
Presented by Trustee Wolin. Trustee Wolin stated that the competitive bid process was
held and the lowest responsive and responsible bidder was our current vendor Meade
Electric.
Motion by Trustee Wolin, seconded by Trustee Saiyed, to award a three -year contract for
Traffic Control and Street Lighting System Maintenance to the lowest responsive and
responsible bidder, Meade Electric Company, Inc., 9550 West 55b Street, McCook, Illinois
60525, subject to staff review, for the three -year lump sum cost of $38,880 and the unit
prices for miscellaneous work as indicated on the attached bid tabulation.
ROLL CALL VOTE:
Ayes: 5— Trustees Carson, Moy, Saiyed, Wolin and Zannis.
Nays: 0— None
Abstain: 0 — None
Absent: ]—Trustee Aktipis.
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Motion carried.
C. ORDINANCES AND RESOLUTIONS
1) RESOLUTION 2010 - IDOT -R -1076, A RESOLUTION REGARDING AN
INTERGOVERNMENTAL AGREEMENT BETWEEN THE VILLAGE OF
OAK BROOK, ILLINOIS AND THE STATE OF ILLINOIS DEPARTMENT OF
TRANSPORTATION IN RELATION TO FUNDING OF 22 "d STREET
IMPROVEMENTS
Presented by Trustee Wolin. Trustee Wolin stated that there are big expenses for the 22 "d
Street expansion.
Manager Niemeyer gave a presentation regarding the IDOT West 22 "d Street Cost Sharing
Agreement. Manager Niemeyer discussed the main attributes of the Village's in
and why this is a benefit to the Village. He also stated that the maximum cost to the
Village will be $2,484,255 but is expected to go down by 30% due to recent bids received.
The Village will pay $1,000,000 by October 1, 2010, $1,000,000 by October 1, 2011 and
the remainder by October 1, 2012. Funds will come from the infrastructure fund. He
further stated that Costco has agreed to pay $364,925 for the new traffic signal at their
location, Shops of Oak Brook has agreed to contribute $170,000 for the traffic signal at
their location, Macy's has agreed to contribute $150,000 for the traffic signal at their
location and Oakbrook Terrace has agreed to contribute to the cost of the project as well.
Discussion ensued.
Motion by Trustee Wolin, seconded by Trustee Saiyed to approve Resolution 2010 -IDOT-
R -1076, A Resolution Regarding an Intergovernmental Agreement Between the Village of
Oak Brook, Illinois and the State of Illinois Department of Transportation in Relation to
Funding of 22nd Street Improvements.
ROLL CALL VOTE:
Ayes: 5— Trustees Carson, Moy, Saiyed, Wolin and Zannis.
Nays: 0— None
Abstain: 0 — None
Absent: 1— Trustee Aktipis.
Motion carried.
2) ORDINANCE 2010 -IDOT- ENCROACH -G -928, AN ORDINANCE
PROHIBITING ENCROACHMENTS WITHIN THE STATE OF ILLINOIS
RIGHT -OF -WAY ALONG 22ND STREET
Motion by Trustee Wolin, seconded by Trustee Zannis to approve Ordinance 2010 -IDOT-
ENCROACH -G -928, An Ordinance Prohibiting Encroachments Within the State of
Illinois Right -of -Way Along 22nd Street.
ROLL CALL VOTE:
Ayes: 5— Trustees Carson, Moy, Saiyed, Wolin and Zannis.
Nays: 0— None
Abstain: 0 — None
Absent: I— Trustee Aktipis.
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Motion carried.
3) RESOLUTION 2010 -AG- IDOT -EXl -R -1077, A RESOLUTION
AUTHORIZING THE EXECUTION OF AN INTERGOVERNMENTAL
AGREEMENT BETWEEN THE VILLAGE OF OAK BROOK, ILLINIOS AND
THE STATE OF ILLINOIS DEPARTMENT OF TRANSPORTATION
RELATIVE TO THE WIDENING OF 22 NO STREET
Motion by Trustee Wolin, seconded by Trustee Zannis, to approve Resolution 2010-AG-
IDOT-EX I -R- 1077, A Resolution Authorizing the Execution of an Intergovernmental
Agreement Between the Village of Oak Brook, Illinois and the State of Illinois Department
of Transportation Relative to the Widening of 22 "a Street.
ROLL CALL VOTE:
Ayes: 5— Trustees Carson, Moy, Saiyed, Wolin and Zannis.
Nays: 0— None
Abstain: 0 —None
Absent: 1— Trustee Aktipis.
Motion carried.
D. WEST 22ND STREET COST SHARING AGREEMENT WITH IDOT — Removed
since it is included in item 1 O.C.3.
E. POSITION DESCRIPTION UPDATE
Assistant Village Manager Wing stated that all departments have completed and submitted
their position descriptions for the Human Resource staff to review. This allows the HR
staff to conduct the Request for Proposal process for the Village's Classification and
Compensation Study as requested by the Citizens Finance Committee.
11. INFORMATION & UPDATES
A. VILLAGE MANAGER
Manger Niemeyer reminded everyone that there is not a second Board Meeting in June and
the next Board Meeting will be July 13th
B. VILLAGE CLERK
1. Clerk Pruss congratulated all graduates and stated that she is now registering 18 year
Olds to vote.
2. Clerk Pruss stated that Lisa Euema from the Census Bureau is still in the area helping
residents complete the census form.
3. Clerk Pruss reminded everyone that the Taste of Oak Brook will be held on July 3`d
from 4 -9 pm.
C. TRUSTEES
Trustee Carson reminded everyone that the Bath & Tennis and Golf Course are now open
for business.
D. VILLAGE PRESIDENT
President Craig reminded everyone of the Taste of Oak Brook July 3`a event and that Oak
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Brook is one of the few local municipalities that will be conducting a fireworks show this
year.
12. ADJOURN TO CLOSED MEETING 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)
Motion by Trustee Wolin, seconded by Trustee Zannis, 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).
ROLL CALL VOTE:
Ayes: 5 — Trustee Carson, Moy, Saiyed, Wolin and Zannis.
Nays: 0 — None
Abstain: 0 — None
Absent: 1 — Trustee Aktipis.
Motion carried.
This meeting was adjourned to Closed Meeting at 8:11 pm.
13. ADJOURNMENT
Motion by Trustee Wolin, seconded by Trustee Carson, to reconvene from closed session
and adjourn the Regular Meeting of the Board of Trustees at 8:41 pm. VOICE VOTE:
Motion carried.
ATTEST:
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk.
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