Minutes - 06/24/2008 - Board of Trustees (2)MINUTES OF THE JUNE 24, 2008 REGULAR MEETING OF THE
PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN ON NOVEMBER 11,
2008.
1. 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 7:32 p.m.
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, Jeffrey J. Kennedy,
Kathryn F. Manofsky, Moin Saiyed, Robert G. Sanford and Gerald Wolin.
ABSENT: None.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Mark Sterk, Village Attorney; Robert L. Kallien, Jr., Director of
Community Development; 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; Jason Cates,
Police Lieutenant and Trey VanDyke, Golf Club Manager.
3. PRESIDENT'S OPENING COMMENTS
A. ILLINOIS CYCLING ASSOCIATION'S ROAD RACE CHAMPIONSHIP
PROPOSAL
As reported in the June 11th Manager's Memo, the Illinois Cycling Association (ICA)
was requesting to host the 2008 Illinois State Road Race Championship in Oak Brook
on August 23, 2008. Staff has met with the ICA's Vice - President, Mr. Steven Hansen
and resolved the majority of the staff's concerns. At this time, Mr. Hansen wishes to
request permission from the Village Board to host their event in Oak Brook. Concerns
addressed were the duration of the event, traffic control and police officer staffing, 31St
Street Road closure and resident feedback. He pointed out that there were also
benefits to the hosting community such as another positive event for the Village and
the increased use of hotels and restaurants by the participants, volunteers and
spectators.
Mr. Hansen presented a PowerPoint presentation regarding the event. He reported that
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they were an association of 1100 members in Illinois and the local arm of USA
Cycling which has about 26,000 members. He added that the organizations were only
about racing, not a social group. He described the series of events leading up to the
event that they want to have in Oak Brook. The Oak Brook event would be the
culmination of these previous races and would be the State Championship.
Reasons for locating in Oak Brook included the hotel factor, since people would be
coming in from several surrounding states, that the roads along the route were in
excellent condition, the route is through beautiful wooded areas and there are two
challenging hills which are hard to find in this area. They also were impressed with
some tourism opportunities in the historic district including Graue Mill.
Trustees Carson and Sanford asked questions relating to any concerns. Police Chief
Thomas Sheahan felt that the traffic issues were somewhat minimal and that it was a
well planned event and that the Police and Fire Departments were ready.
Trustee Saiyed was also pleased with the event and asked if there would be any media
coverage. Mr. Hansen responded that they contact local media.
Trustee Wolin expressed concern for the Fullersburg area and wanted to be assured
that they were contacted and provided an opportunity for feed back.
Motion by Trustee Saiyed, seconded by Trustee Manofsky, to approve the proposal
from the Illinois Cycling Association for the Annual Road Race Championship in the
Village of Oak Brook on Saturday, August 23, 2008 subject to Fullersburg Woods and
Robin Hood Ranch homeowners approval. In addition the cost of $4,000 for Police
services would be split equally between the Village and the Illinois Cycling
Association. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
4. RESIDENTNISITOR COMMENT — None presented
5. APPROVAL OF MINUTES — None presented
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 JUNE 20, 2008 - $ 490,147.35
VILLAGE OF OAK BROOK Minutes Page 2 of 18 REGULAR MEETING OF
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Significant Items included in Above:
1) Du Page Water Commission: Invoice for May 2008 - $134,216.65
2) Seyfarth Shaw, LLP — Legal Services — April 2008 - $1,585.20
3) Kubiesa, Spiroff, Gosselar, Acker & DeBlasio, P.C. — Legal Services — May 2008
-$6,035.96
4) Hervas, Condon & Bersani P.C. — Legal Services — May - $10,321.04
5) Hitchcock Design Group — Payout #4 — 22nd Street Improvement Project -
$3,750.00
6) Hitchcock Design Group — Payout #5 — 22nd Street /York Road - $10,107.75
7) Greater Oak Brook Chamber of Commerce — Chamber's Overnight Stays Project -
$10,000
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING JUNE 14, 2008 -
$793,967.58
C. COMMUNITY DEVELOPMENT REFERRALS
1) REFERRAL — FALCO — 2901 OAK BROOK ROAD — MAP AMENDMENT —
R -2 TO R -3 DISTRICT
Mr. Vito Falco, owner of the property at 2901 Oak Brook Road was requesting
approval of a map amendment to rezone his property located at 2901 Oak Brook
Road from R -2 to R -3. If approved as R -3, it is the intention of Mr. Falco to
submit a future request to subdivide the property in manner similar to the adjacent
Dana Park Subdivision.
The requested action was to refer a request for a map amendment to rezone the
property located at 2901 Oak Brook Road from R -2 to R -3 to the Plan
Commission for review at its July 21, 2008 meeting and to the Zoning Board of
Appeals for public hearing at its August 5, 2008 meeting.
2) REFERRAL — MACY' S RETAIL HOLDINGS — TEXT AMENDMENT —
OUTDOOR SALES EVENTS
Macy's Retail Holdings, Inc., owner of the property at 1717 22nd Street was
requesting approval of a text amendment in order to permit limited term outdoor
sales events in the Business Districts. If approved, it is Macy's intention to hold
an outdoor sales event later in the year.
If approved, each event would require approval of the Village Board upon the
request from the property owner detailing prospective compliance with all other
applicable rules and regulations of the Village.
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The requested action was to refer a request for a text amendment to Section 13-7 -
3B of the Zoning Ordinance to permit outdoor sales events in the Business
Districts that would be subject to Village Board approval to the Plan Commission
for review at its July 21, 2008 meeting and to the Zoning Board of Appeals for
public hearing at its August 5, 2008 meeting.
C. 3) REFERRAL — TIME SQUARE PROPERTIES, LLC — SPECIAL USE — DRIVE
IN
Times Square Properties, LLC, the new owner of the property at 2121 Butterfield
Road (formerly D's Diggity Dogs) has submitted a petition seeking approval of a
special use in order to construct a drive in (i.e., drive thru window) at their new
restaurant.
The requested action was to refer a request for a special use to permit a drive in
for the restaurant to the Plan Commission for review at its July 21, 2008 meeting
and to the Zoning Board of Appeals for public hearing at its August 5, 2008
meeting.
4) REFERRAL — TIME SQUARE PROPERTIES, LLC — SPECIAL USE —
OUTDOOR DINING
Times Square Properties, LLC, the new owner of the property at 2121 Butterfield
Road (formerly D's Diggity Dogs) has submitted a petition seeking approval of a
special use in order to permit outdoor dining at their new restaurant.
The requested action was to refer a request for a special use to permit outdoor
dining to the Plan Commission for review at its July 21, 2008 meeting and to the
Zoning Board of Appeals for public hearing at its August 5, 2008 meeting.
D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS — None presented
E. BUDGET ADJUSTMENTS
1) ADMINISTRATION — SALARIES PART -TIME
F. REVISION OF DETENTION AND FLOODPLAIN EASEMENT LOT 7 —
GATEWAY SUBDIVISION — 10 GATEWAY LANE
The owners of Lot 7 in the Gateway Subdivision (Michael and Tracey Parillo)
requested to vacate a portion of the floodplain and detention easement as recorded
within the Subdivision Plat, Declaration of Covenants and Restrictions for Gateway
VILLAGE OF OAK BROOK Minutes Page 4 of 18 REGULAR MEETING OF
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31
Subdivision, and Floodplain Easement, to accommodate a brick paver patio,
additional steps off the rear porch, as well as stone structures for planter boxes and
trellis support. This easement was previously amended in 2004 to accommodate part
of the rear porch.
The Engineering Department has reviewed the site plan submitted which includes
sufficient compensatory storage on the lot so that neither floodplain storage nor
detention storage is negatively impacted.
The requested action was that the Village Board accept and approve the Plat of
Easement Vacation for the Detention Easement and Flood Plain Easement on Lot 7 in
Gateway Subdivision.
G. DU PAGE COUNTY CHILDREN'S AGREEMENT
The DuPage County Children's Center was formed under the direction of the DuPage
County States Attorney's Office in 1986. The Children's Center has increased the
number of criminal investigators to seven and the number of case managers to four.
Services have been expanded to include the investigation of severe physical abuse
and interviewing children who have witnessed violent crime. The multidisciplinary
approach utilized for these cases continues to benefit the child victims and non -
offending family members in DuPage County.
The primary purpose of the Children's Center is to combat child sexual abuse in the
County of DuPage. It is staffed by specialists in the area of coordinating the
treatment, service, investigation and prosecutorial components of child sexual abuse
cases. The center has been very successful. It has received national recognition and
served as a model for other jurisdictions nationwide. The center is funded through
annual contributions by all municipalities within DuPage County. Fortunately, the
Village of Oak Brook is not a major consumer of their services. On an average, the
Village refers one to three cases to the center each year. When the Village has
needed them, their services have been invaluable.
Child sexual abuse is a heinous crime. The Village of Oak Brook as well as all other
municipalities within DuPage County benefits from the expertise of the Children's
Center staff. Local law enforcement is very fortunate to have their assistance when
dealing with this sensitive but serious crime.
The requested action That The Board Authorize The Village President To Execute
The Intergovernmental Agreement Renewing The Commitment To The DuPage
County Children's Center And Authorize Payment Of The $3000 Contribution For
2008.
VILLAGE OF OAK BROOK Minutes Page 5 of 18 REGULAR MEETING OF
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6. H. ORDINANCE 5 -1238 AN ORDINANCE ADOPTING THE PREVAILING WAGE
STANDARDS FOR THE VILLAGE OF OAK BROOK, ILLINOIS
Pursuant to the provisions of the so- called Prevailing Wage Act, the State requires
that each June the Village pass an ordinance adopting the prevailing rate of wages for
various trades employed in performing construction on public works within the
Village. The Illinois Department of Labor has released statistics relative to such
prevailing wage rates for DuPage and Cook Counties. This ordinance adopts those
mandated wage rates.
The requested action was for passage of Ordinance S-1238, An Ordinance Adopting
the Prevailing Wage Standards for the Village of Oak Brook, Illinois.
ORDINANCE S -1237, AN ORDINANCE AMENDING ORDINANCE 5 -1165
RELATIVE TO THE PERSONNEL MANUAL OF THE VILLAGE OF OAK
BROOK, ILLINOIS — HEALTH INSURANCE
The Village Attorney was directed to prepare an ordinance which amends Ordinance
S -1165, passed by the Board of Trustees on June 27, 2006 which delineated revisions
to the health and dental policies for Village employees. Although it is not required to
revise these policies by ordinance, it is necessary to amend Ordinance S -1165 and
rescind the language contained therein.
U
The requested action was for passage of Ordinance S -1237, An Ordinance Amending
Ordinance 5 -1165 Relative to the Personnel Manual of the Village of Oak Brook,
Illinois — Health Insurance.
J. RESOLUTION R -1019, A RESOLUTION SUPPORTING THE CITY OF
CHICAGO'S BID FOR THE 2016 OLYMPIC AND PARALYMPIC GAMES
The City of Chicago is a US Applicant City for the Olympic and Paralympic Games
in 2016. Hosting the Games in the heartland of the country will provide a unique
opportunity to enhance the development of Olympic sport in the Midwest and across
the nation and provide a significant financial benefit for the area.
Cities, counties and other municipalities in the metropolitan Chicago region are
anxious to serve the Olympic Movement by embracing and celebrating the Olympic
Games.
The requested action was for passage of the Resolution R -1019, a Resolution
Supporting the City of Chicago's Bid for the 2016 Olympic and Paralympic Games.
VILLAGE OF OAK BROOK Minutes Page 6 of 18 REGULAR MEETING OF
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6. K. REQUEST WAIVER OF FEES — OAK BROOK PARK DISTRICT — 1450 FOREST
GATE ROAD
The Village has received a request from Mr. Stan Motley, Executive Director of the
Oak Brook Park District to consider waiver of fees associated with a building permit
application to install additional electrical outlets.
In the past, the Village has received and approved requests for waiver of fees from
entities such as the Oak Brook Community Church, Christ Church of Oak Brook and
the Oak Brook Park District.
Section 1 -14 -2 of the Village Code permits waiver of such fees for other
governmental entities.
1 -14 -2: Waiver of Fees:
Any governmental unit or any charitable organization as defined in the act to
regulate solicitation and collection of funds for charitable purposes may request
waiver of any fees established to this chapter. Upon such request the Village
President and Board of Trustees may, in its discretion, waive any such fees
imposed pursuant to the terms of this chapter.
The fee for the electrical permit is $225.00.
The requested action was to approve waiver of the permit fees for an electrical permit
for the Oak Brook Park District in the amount of $225.00.
L. REQUEST WAIVER OF FEES — COVINGTON COURT SUBDIVISION
I have received a request from the Covington Court Community Association to
consider a waiver of the fees associated with a building permit application to replace
the subdivision fence.
In the past, the Village has received and approved requests for waiver of fees from
entities such as the Oak Brook Community Church, Christ Church of Oak Brook and
the Oak Brook Park District.
Section 1 -14 -2 of the Village Code permits waiver of such fees for other
governmental entities.
1 -14 -2: Waiver of Fees:
Any governmental unit or any charitable organization as defined in the act to
regulate solicitation and collection of funds for charitable purposes may request
VILLAGE OF OAK BROOK Minutes Page 7 of 18 REGULAR MEETING OF
JUNE 245 2008
waiver of any fees established to this chapter. Upon such request the Village
President and Board of Trustees may, in its discretion, waive any such fees
imposed pursuant to the terms of this chapter.
The fee for the permit is $575.00.
The requested action was to approve a waiver of the permit fees for a fence permit for
the Covington Court Subdivision in the amount of $575.00.
M. TREASURER'S REPORT — MAY 3112008
Motion by Trustee Kennedy, seconded by Trustee Manofsky, to approve the consent
agenda and authorize expenditures as presented or amended. Roll call vote:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
7. ITEMS REMOVED FROM CONSENT AGENDA — None presented
BOARD & COMMISSION RECOMMENDATIONS
A. VILLAGE OF OAK BROOK — TEXT AMENDMENT — SECTION 13 -10 -3
PERFORMANCE STANDARDS (NOISE)
At its June 3, 2008 meeting, the Zoning Board of Appeals completed its review and
deliberations on a request from the Village of Oak Brook to amend the text to Section
13 -10 -3, Performance Standards, of the Zoning Ordinance.
As a result of a 2007 complaint from an Oak Brook resident which involved sound
generated by pool equipment, Village Staff determined that the current ordinance
standards as they specifically relate to quantifying sound are very difficult to
understand and measure. The current Code requires the use of a sound measuring
device that measures octave bands. Oak Brook does not have such a piece of
equipment. In addition, the octave bands as they are currently drafted would appear
to be in conflict with many common devices such as air conditioners, pool
equipment, lawn equipment, and personal sound systems.
Section 13 -10 -3 of the Zoning Ordinance contains the Village's performance
standards for noise, vibration, smoke, odors, etc. These standards have been in place
since 1966 when the Village's first Zoning Ordinance was enacted. The primary
purpose for these regulations was to establish standards for industrial and commercial
uses.
VILLAGE OF OAK BROOK Minutes Page 8 of 18 REGULAR MEETING OF
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The Village noise standards appear to match those found in the Illinois Statutes in 35
Ill. Administrative Code. However, the State regulations contain a number of
exceptions. One of these exceptions specifically states that the sound level tables do
not apply to the land use code 1100, which refers to land used for single - family
housing. Therefore, the Village's regulations would appear to be in conflict with the
State regulations as it relates to sound complaints generated from residential land uses.
The Plan Commission initiated its review on this issue in October 2007. A number of
ordinances from other communities were reviewed and were important in developing
revised language for the Village of Oak Brook on the sound issue.
Recommendation
After several meetings, on March 17, 2008, by a vote of 7 to 0, the Plan Commission
recommended that the Village adopt amendments to Section 13 -10 -3 of the Zoning
Ordinance relative to the issue of sound. In making this recommendation, the
Commission found that recommended changes are: consistent with noise level
ordinances found in other suburban communities; are reasonable, are measurable, and
can be enforced by the Village; and the additional provisions address situations
previously not mentioned in the current Village Code and should benefit the public,
safety and welfare of the community.
The Zoning Board of Appeals held the required public hearings on the proposed
amendments. On June 3, 2008, by a vote of 7 to 0, the Zoning Board of Appeals
concurred with the recommendation of the Plan Commission for approval of
proposed amendments to the text of Section 13 -10 -3 of the Zoning Ordinance Section
13- 10 -3A, Performance Standards, Noise with one exception. The Zoning Board
recommended that the maximum daytime decibel levels be increased by five to
account for the significant ambient noise levels that exist in Oak Brook.
The revised /added language to the amendment as proposed is bolded, underlined and
italicized. Deleted proposed language has a strikethrough.
Performance Standards: Any use established in any zoning district the OR "' ,
nn A 2 or OR A 2 .. f fife res ear- embl y distr:e shall be operated so as to
comply with the performance standard regulations prescribed in this section. -- and no
use lawfully established on the effeetive date hereof shall be hereafter- altered or
modified so as to eonfliet with, or- further- eonfliet with, sueh performan
A. Noise: Sound levels shall be measured with a sound level meter and assoeiated
octave band fil manufactured according to standards prescribed by the
American National Standards assoeiati Institute (ANSI). Measurements shall
be made using the flat netwo"'' of the Sound '^v'^' a digital decibel meter.
VILLAGE OF OAK BROOK Minutes Page 9 of 18 REGULAR MEETING OF
JUNE 24, 2008
Impulse -type noises shall be subject to the performance standards prescribed in
this section, p7ro//..vided that such noises shall be capable of being accurately
measured, en/'1 for- a purpose of this se` ion, shall be the -., ,, ,,. nn whie i
��_�,��i rapid fl ets�n� the needle ei_ the sound level meter- with n
L (ii[.7 AZT �IrG Il VLVl with N
vairiation of no more than plus es• m;ss,sa two (Q) deeibelo Noises incapable
of being so measured, such as those of an irregular and intermittent nature, shall
be controlled so as not to become a nuisance to adjacent uses.
At any point on or beyond the boundary line of the district designated below, the
sound pressure level of any operation or plant (other than background noises
produced by sources not under control of this section, such as the operation of motor
vehicles or other transportation facilities) shall not exceed the decibel limits in the
table below:
Sound/Noise Level Table
Maximum Permitted Decibel (DBA) Levels
Time of Day Residential Commercial Industrial
Between 7 am and 7 pm 65 dba 70 dba 70 dba
Between 7 pm and 7 am 55 dba 60 dba 65 dba
(Add the following language)
Noise — General Requirements
1. All sound measurement readings must be set up not less than 25 feet (7.6 meters
(m)) from the property- line - noise - source. The 25 -foot (7.6 m) setback
requirement is from the noise source and not the property line of- unless the noise
source is contiguous to the property line.
2. Activities exempt from these provisions include the operation of motor vehicles or
other transportation facilities; snow removal equipment; church bells /chimes;
residential air conditioning units (installed and operating in accordance to
manufacturer's specifications). and pool p.,mps/he ting equi pment (installed „nd
opefa inn in aeeer- nnee to manuf-aetur -er-s speei fieatiens)
3. Unnecessary Noise Standards: The following activities are declared to be loud,
disturbing and unnecessary noises in violation of this ordinance.
a. Horns and Signaling Devices — The sounding of any horn or signaling device
on any automobile or other motor vehicle on any street or public place of the
Village except as a danger warning.
b. Animals or birds — The keeping of any animal or bird which, by causing
frequent or continued noise, shall disturb the comfort or repose of any persons
in the vicinity.
VILLAGE OF OAK BROOK Minutes Page 10 of 18 REGULAR MEETING OF
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c. Exhausts — The discharge into the open air of the exhaust of any engine,
stationary combustion machine, generator, motor boat or motor vehicle except
through a muffler or other device which will effectively prevent loud noises
there from. The use of emergency generators and other back up power
sources would not apply to reasonable use during an emergency situation or
during testing.
d. Loading — The creation of loud and excessive noise in connection with
loading or unloading any of vehicles.
4. Additional Requirements — Lawn Mowing /Maintenance — It shall be unlawful to
cause or make loud noise through the operation of lawn maintenance equipment
including, but not limited to lawn mowers, lawn blowers and tractors before 7
a.m. and after dusk on any day during the week. This restriction shall not apply
to golf course, Park District or Forest Preserve maintenance operations.
It was recommend that the Village Board consider adding a loud music provision to
the Police Regulations portion of the Municipal Code.
Motion by Trustee Sanford, seconded by Trustee Wolin, to concur with the
recommendation from the Plan Commission and Zoning Board of Appeals and
approve the requested text amendments to 13 -10 -3 Performance Standards (Noise) of
the Zoning Ordinance and authorize the Village Attorney to prepare the necessary
ordinance for final consideration at the July 8, 2008 Board of Trustees meeting.
ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
B. BOARD OF FIRE AND POLICE RECOMMENDATION — FIRE & POLICE
TESTING
Per the request of the Board of Fire and Police Commissioners (BFPO), a Request for
Proposal (RFP) was prepared by staff, published in the Daily Herald on April 24,
2008, posted on the Village's website and sent to various firms which conduct testing
services. Along with the customary areas examined in the RFP process, the highest
priority for the BFPC is the firm's experience with addressing the multi -level rank
positions in the Fire and Police Departments.
Three separate firms did submit materials in accordance with the RFP Those firms
included:
C.O.P.S. and F.I.R.E. Personnel Testing Service
VILLAGE OF OAK BROOK Minutes Page 11 of 18 REGULAR MEETING OF
JUNE 24, 2008
• Resource Management Associates
• Stanard & Associates, Inc.
After careful review of the RFP responses by staff and the Commissioners, it was
determined that C.O.P.S. and F.I.R.E. Personnel Testing Services' RFP response was
incomplete and did not fully meet the minimum standards described in the RFP.
Subsequently, an analysis of the two remaining respondents was provided to the
BFPC by staff to pinpoint particular criteria and experience desired. While the
difference in estimated costs is negligible, $64,537.50 for Resource Management
Associates and $63,725 for Stanard & Associates, Inc., and comments from
references were all very positive, the BFPC, in a two -to -one vote decided that the
larger variety of testing experience Stanard & Associates, Inc. possesses places them
as the more qualified contractor.
The Board of Fire and Police Commissioners and the Village Staff acknowledge that
the work product as well as the entire experience of working with Stanard &
Associates, Inc. has been highly professional over the past several years. Based on
the RFPs submitted, the BFPC and staff recommend Stanard for the upcoming Fire
and Police Testing processes, which include, but are not limited to, the following:
• Police Sergeant Promotional Process to be undertaken upon approval of this
recommendation (current list expires August 18, 2008)
• Fire Battalion Chief Promotional Process to be undertaken upon approval of this
recommendation (current list expires September 8, 2008)
• Entry -Level Firefighter /Paramedic Process to be undertaken late Summer, 2008
(current list expires January 3, 2009)
• Police Lieutenant Promotional Process to be undertaken Spring, 2009 (current list
expires July 13, 2009)
• Entry -Level Police Officer Process to be undertaken late Summer, 2009 (current
list expires January 10, 2010)
• Fire Lieutenant Promotional Process to be undertaken in January, 2010 (current
list expires May 10, 2010)
Motion by Trustee Saiyed, seconded by Trustee Manofsky, that the Village Board,
consistent with the recommendation of the Board of Fire and Police Commissioners,
direct the Village Manager to engage Stanard & Associates, Inc. to assist with
developing and administering the Fire and Police testing for entry -level as well as
promotional processes. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
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9. UNFINISHED BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented
B. ORDINANCES & RESOLUTIONS — None presented
C. AWARD OF CONTRACTS — None presented
10 NEW BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented
B. ORDINANCES & RESOLUTIONS — None presented
C. AWARD OF CONTRACTS
1) UNIT 515 TRANSMISSION REPAIR
Unit 515 is Public Works' sole rubber -tire front -end loader that was purchased
new from McCann Industries in 1999. The unit is used for loading a variety of
materials including; highway salt, stone, dirt, spoil /debris, is our key piece of
equipment for moving heavy unwanted (tree limbs /tree trunks, debris) objects off
the roadway or wrenching /towing wanted objects (vehicles) back onto the
roadway.
A few weeks back, we noticed that the transmission fluid was running warmer
than normal. Subsequently, we had the unit inspected and it was determined by
both McCann and Case (the well -known heavy equipment manufacturer),
technicians that the transmission would have to be replaced as it was only a
matter of time before the transmission broke down completely. Being just nine
years old, mid -age for a piece of construction equipment, especially one that is
not used every day, we started discussions with McCann and Case making the
argument that the transmission, serviced over the years per manufacturer's
specifications, and despite being out of warranty, should last much longer than
nine years. McCann tends to agree and have reduced their repair cost 15 %, -
bringing the total down to approximately $18,400. Case, on the hand, is not so
inclined - not yet anyway - and is withholding judgment on any remanufactured
transmission discount until the existing transmission is fully disassembled and
inspected. Consequently, the ultimate expense might not reach the estimated
$18,400.
Finally, monies had been approved at the June I 01 Board meeting and transferred
into the Garage Fund in anticipation of this expense as well as other non - related
fuel cost budget overages.
VILLAGE OF OAK BROOK Minutes Page 13 of 18 REGULAR MEETING OF
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10. C. 1) Motion by Trustee Wolin, seconded by Trustee Saiyed, that a purchase order be
issued to McCann Industries of Addison, Illinois in the estimated amount of
$18,400 for transmission repair on the Street Department's Unit 515 front -end
loader. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
D. TASTE OF OAK BROOK UPDATE
Trustee Manofsky reported on the July 3 event which would include eight local
restaurants serving until 9:00 p.m. with fireworks at 9:30. McDonalds Corporation is
sponsoring the event. In addition there will be an all Butler Junior High reunion.
E. PARKING /VEHICLE AND PEDESTRIAN CONTROL AND CONCESSIONAIRE
SERVICES FOR THE 2008 FOURTH OF JULY FIREWORKS EVENT
For the past several years, the Bath and Tennis staff have reviewed the costs, risks,
and initiated new ways to measure the overall expenses of the Independence Day
event as these costs relate to the Village of Oak Brook. As such, staff is
recommending that based on knowledge gained through these efforts, that the
Village contract with a third party with experience with our facility for both the
concessionaire service and parking and field set -up service.
In 2004, the Village utilized RB Enterprises for Valet Services and Field Set -up for
the Independence Day event. In addition, RB Enterprises also served as the
concessionaire for the event. In addition to the standard procedures, staff also added
ticket sales for all food and beverage sales as an accounting measure to gage sales
and determine relative risk for the Village should we decide to take on the full
operations. Although this exercise gave the Village a better understanding of where
profits were made on concessions, it also demonstrated the risk involved in the
operations should the event fall on cold or inclement weather. The result was that the
Village lost approximately $250.00 on Concession Sales after adding in the Village
Novelty commission of approximately $1,000.00, not including staff labor (This was
also the result of the guarantee the Village provided RB Enterprises, the
concessionaire, of $5,250 in sales; total ticket sales were $4,000.00).
Valet Parking Services:
In 2005 staff prepared a Scope of Services in order to solicit proposals from
companies that perform valet services as well as field set -up including safety lighting
and generators. The total cost for this service was approximately $20,000 in 2004.
As a result of the 2005 RFP, two separate proposals were received and upon staff
VILLAGE OF OAK BROOK Minutes Page 14 of 18 REGULAR MEETING OF
JUNE 245 2008
recommendation, the Village Board approved the proposal from RB Enterprises in
the amount of $22,945.00. Note, Parking Concepts Inc. of Lincolnwood was the
second bidder in 2005 and although their proposal was less than RB Enterprises,
RB's proposal was much more complete in terms of the type of equipment provided
for barricading and communications as well as overall experience with parking /valet
services and field set -up for a venue of our size.
Since 2005, the village has continued to use RB Enterprises. Last year's cost was the
same as his 2005 contract, $22,945.00. As with the past few years, we did not solicit
competitive bids primarily because of the complication of adding the Taste of Oak
Brook event to this year's fireworks show. The cost is higher this year primarily
because of the cost of also providing services to the Taste of Oak Brook in addition to
the fireworks show. Staff would recommend that whether the village continues the
Taste of Oak Brook next year or just does a fireworks show that we solicit for
competitive bids for these services.
Motion by Trustee Manofsky, seconded by Trustee Carson, that the Village of Oak
Brook waive competitive bidding for contracts for Parking and Traffic Control
Services in the amount of $29,344.00 and Concessionaire Services, with commissions
paid to the Village on Concession sales, both with RB Enterprises for the 2008 Taste
of Oak Brook. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
F. 2008 POLO LICENSE AGREEMENT
The 2008 Polo License Agreement has been revised and has been reviewed by
Village Attorney Mark Sterk.
In addition, Karen Martino, Polo Coordinator for the Village of Oak Brook, and Don
Healey, Leasee and organizer of Oak Brook polo matches, Oak Brook polo matches
are comprised of Chicago International Polo that include organizations that have their
own fields but travel to compete.
For 2008, Healey has agreed to increase the fee for each game from $750 to $850.
Also, please note that under section ten, the renewal section we have added language
that both parties will be looking to negotiate a new agreement. We have had
discussions with Healey about completely taking over the village's polo agreement
next year. The village would not have any significant expenses, such as Karen
Martino's fees and in turn Healey would receive the revenues from admissions and
sponsorships.
VILLAGE OF OAK BROOK Minutes Page 15 of 18 REGULAR MEETING OF
JUNE 24, 2008
Motion by Trustee Manofsky, seconded by Trustee Carson, to approve the revised
License Agreement between the Village of Oak Brook and Donald Healy, Polo Club.
ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
G. 2007 COMPREHENSIVE ANNUAL FINANCIAL REPORT AND
MANAGEMENT LETTER
As required by State statutes, a 2007 Comprehensive Annual Financial Report
(CAFR) for the Village of Oak Brook as well as a "Report to the Board of Trustees"
from the Village's auditor, Mc Gladrey & Pullen, related to the recently completed
2007 audit is presented. It is appropriate that these documents be accepted by the
Village Board and placed on file for public inspection. As is done each year, we
intend to submit the annual report to GFOA for consideration for the Certificate of
Achievement for Excellence in Financial Reporting. If received, it will mark the 31St
consecutive year that the Village has attained this recognition.
The audit communication report that is included in your packet is recently required
under generally accepted auditing standards. This letter is intended to inform the
Village Board about significant matters related to the conduct of the annual audit so
that the Board can appropriately discharge its oversight responsibilities. As the letter
indicates, there were no significant issues that came up during the audit. What is
unusual, however, is the fact that during the course of the audit there were no audit
adjustments made by the auditors to the trial balances given by the Village's staff.
This is a very rare occurrence and demonstrates the high quality of work performed
by the entire accounting staff, most notably Sharon Dangles, Assistant Finance
Director and David Zima, Accountant.
In addition to the CAFR and "Report to the Board of Trustees ", in most years the
auditors issue what is commonly referred to as a "Management Letter ", which is used
to disclose problems, loose accounting practices, suggestions for improvement, etc.
The auditors did not issue a Management Letter this year due to the high quality of
work and internal controls here at the Village, which is a very unusual occurrence and
also something the Village should be proud of.
Motion by Trustee Manofsky, seconded by Trustee Sanford, that the Village Board
accept the 2007 Comprehensive Annual Financial Report and it on public file. ROLL
CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 16 of 18 REGULAR MEETING OF
JUNE 24, 2008
11. INFORMATION & UPDATES
A. VILLAGE PRESIDENT
President Craig complimented those who worked on the Ethics Ordinance. He also
announced a Town Hall meeting to discuss the Friary and the Oak Brook Bath and
Tennis Club.
B. VILLAGE MANAGER
Manager Niemeyer congratulated staff on their work with Trustee Manofsky for the
Taste of Oak Brook and the Finance Department for their work managing the
Village's Finances.
C. VILLAGE CLERK
Clerk Pruss reminded residents about the Wednesday Luncheon Buffet at the Bath &
Tennis Club. She also suggested that while college students were home for the
summer that they should come in and register vote. The Clerk's office also has
information on absentee voting.
12 ADJOURN TO CLOSED MEETING To consider litigation, when an action against,
affecting or on behalf of the Village has been filed and is pending before a court or
administrative tribunal, or when the public body finds that an action is probable or
imminent (2c 11)
Motion by Trustee Sanford, seconded by Trustee Saiyed, to adjourn to closed meeting To
consider litigation, when an action against, affecting or on behalf of the Village has been
filed and is pending before a court or administrative tribunal, or when the public body
finds that an action is probable or imminent (2c 11). ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
The meeting was adjourned to Closed Meeting at 8:21 p.m.
13. ADJOURNMENT
Motion by Trustee Kennedy, seconded by Trustee Sanford, to adjourn the Regular
Meeting of June 24, 2008 at 9:30 p.m. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 17 of 18 REGULAR MEETING OF
JUNE 24, 2008
ATTEST:
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 18 of 18 REGULAR MEETING OF
JUNE 24, 2008