Minutes - 06/28/2005 - Board of TrusteesMINUTES OF THE JUNE 28, 2005 REGULAR MEETING OF THE
PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN ON JULY 12, 2005.
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:
Deputy Village Clerk Carol Harty called the roll with the following persons
PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, John W. Craig,
Kathryn F. Manofsky, Robert G. Sanford and Asif Yusuf.
ABSENT: Trustee Jeffrey J. Kennedy.
IN ATTENDANCE: Richard Boehm, Village Manager; Jeffrey Moline, Assistant Village
Manager; Dale L. Durfey, Jr.; Bruce F. Kapff, Director of Information
Services & Purchasing; Robert L. Kallien, Jr., Director of Community
Development; Margaret G. Klinkow, Library Director; Darrell J. Langlois,
Finance Director; Thomas F. Sheahan, Chief of Police; Nelson Patras,
Interim Bath & Tennis Club Manager and Thomas McEllin, Fire Battalion
Chief.
3. PRESIDENT'S OPENING COMMENTS:
President Quinlan announced that there was positive news from the Board as they would
start the week with the recognition of the three former Village Trustees for their years of
service to Oak Brook and then end the week with the Village's Independence Day
celebration. He reported that Oak Brook Police Sgt. Marc De Lise, a thirty -six year police
officer with the Department, completed his walk for two charities "Kids In Need" and the
Special Olympics. He walked from the Illinois State Building in Chicago to Springfield
and raised funds for these charities. He congratulated him for his efforts as he did this on
his own time and for his community involvement.
He then gave a quick update that the Board has had to address many important issues
recently and when they were completed, they would address the Fire Chief position. He
reported that the Board of Trustees has unanimously agreed that the search for the
position of a new Fire Chief will be internal within the Oak Brook Fire Department.
Manager Boehm and he have interviewed candidates and upon Trustee Kennedy's return,
the Board of Trustees will schedule a meeting for them to interview the prospective
candidates. The Board is making their best effort in having approval of the appointment
for the Fire Chief position at the first meeting in July.
VILLAGE OF OAK BROOK Minutes Page 1 of 16 June 28, 2005
3. A. RESOLUTION OF APPRECIATION — GEORGE CALEEL
Motion by Trustee Aktipis, seconded by Trustee Yusuf, for passage of Resolution
2005 -AP -R -912, a Resolution of Appreciation. VOICE VOTE: Motion carried.
President Quinlan read into the record the Resolution of Appreciation for former
Trustee George Caleel. A formal presentation of the resolutions will be awarded to
the former Trustees at a later ceremony that will be announced.
B. RESOLUTION OF APPRECIATION — SUSAN CHASE -KORIN
Motion by Trustee Craig, seconded by Trustee Yusuf, for passage of Resolution
2005 -AP -R -913, a Resolution of Appreciation. VOICE VOTE: Motion carried.
President Quinlan read into the record the Resolution of Appreciation for former
Trustee Susan Chase Korin.
C. RESOLUTION OF APPRECIATION — ELAINE ZANNIS
Motion by Trustee Manofsky, seconded by Trustee Sanford, for passage of
Resolution 2005 -AP -R -914, a Resolution of Appreciation. VOICE VOTE: Motion
carried.
President Quinlan read into the record the Resolution of Appreciation for former
Trustee Elaine Zannis.
4. RESIDENTNISITOR COMMENT:
Resident Richard Allison, stated that he had filed a Freedom of Information request with
the Village in order to obtain the financial information presented by NAI Hiffman
regarding the TIF District. He indicated that the Village Manager, under Illinois Statute
due to the information being privileged, denied this request. He stated that he respected
Trustees Kennedy and Sanford's diligence in analyzing the figures of NAI Hiffman
including an auditor but he feels there is more to this issue. He respectfully requested to
President Quinlan that this issue be revisited. He is a member of the Oak Brook Citizens
for Better Government and indicated that they received over 100 letters from Oak Brook
citizens in the last 48 ,hours with respect to the TIF issue.
He read a letter from Mrs. Frank Trombetta stating her husband and her disappointment in
the recent approval of the TIF District. They did not believe that enough reliable
information was gathered in such a short time whereas the Board of Trustees took a great
deal of time to find a new Police Chief. They suggested that this would devalue their
property and asked how the independent consultant could make a fair judgment when the
only numbers presented were from NAI Hiffinan. She noted that The Doings newspaper
VILLAGE OF OAK BROOK Minutes Page 2 of 16 June 28, 2005
4. editorial strongly supports their belief. She asked that the public be given an in -depth
explanation as why this was such a good idea as well as a speed imperative vote. She
asked that there be something in writing by all of the Board of Trustees to the residents.
Resident Chuck Shemely stated that he read the letter that residents received from the Oak
Brook Citizens for Better Government ( OBCBG) and educated himself on the TIF
District. He indicated that this mailing bothered him as it did not indicate who wrote the
articles, why it was written, who mailed it and who the OBCBG are as they do not
identify themselves. He commented that the information was false and that it is
deliberately misleading assuming that the author is not ignorant of the facts. It contained
numbers called assumptions that appear may have been based on the developers
confidential reports provided to the Board of Trustees for their use and for the outside
consultant or someone with extensive experience of this type project made some very
educated guesses. He indicated rather that the present property generates zero sales tax
revenue and has declining tax values. The redevelopment would increase property values
with no impact on other Oak Brook property and that there would be no cost to the Oak
Brook taxpayers. The development represents no risk since it will be paid back by the
Village contributing only $.20 of every new tax dollar and the risk would be born by the
developer and bond holders if the development falls short of its projection or fails. He
suggested that the Village needs new sales tax revenue and the schools and park district
need increasing property values that would reduce the burden on residential property
owners. He asked to stop the reconsideration of the TIF District.
Resident Jerry `Wolin spoke in favor of the TIF District. Prior to moving to Oak Brook he
stated that he had served on the Elmhurst City Council for eight years when they
approved a TIF to redevelop the shopping center at Route 83 and St. Charles Road. That
TIF had its very vocal opponents and the points raised were virtually identical. This
project has been extremely successful and very beneficial to the City of Elmhurst. He
also stated that there were misleading comments in the OBCBG letter also. He suggested
that the individual that wrote the TIF regulations should have used the word "distressed
property" rather than the word "blight." The word "blight" in the TIF regulation
addresses such conditions as excessive vacancies and obsolete buildings. He stated that
after he left the Elmhurst City Council that they then approved two more TIF's while
Downers Grove's has two, Lombard, Burr Ridge, Bloomingdale and other locations also
have TIF's. He stated that he presently serves on the Oak Brook Plan Commission and
that the Plan Commission reviewed the plans for the shopping center in great detail and
that the shopping center will be a great benefit to Oak Brook economically and
esthetically. He stated that he is absolutely appalled in the OBCBG letter that legal
remedies maybe pursued as this is the last thing the Village of Oak Brook needs is another
lawsuit. He asked that the financial questions should be answered in a courteous manner.
Trustee Sanford stated that normally he would not respond to anonymous mail however as
this letter from the Oak Brook Citizens for Better Government was sent to all Oak Brook
citizens he would speak. He asked who is this group, what is their mission statement,
VILLAGE OF OAK BROOK Minutes Page 3 of 16 1, June 28, 2005
4. what is their expertise, who selected them, how they may be contacted and what research
did they do. He responded that the flier was misleading and based on false premises. He
noted that the flier indicates that Trustees Kennedy, Manofsky and Sanford when they ran
for election were opposed to the TIF. Trustee Manofsky stated she was for it but that she
would recuse herself. Trustee Kennedy stated during the election that he was against the
TIF proposal in principle but he would evaluate it on its merits. Trustee Sanford indicated
that he was against it and was skeptical but he would evaluate it with no preconceived
ideas. The letter states that the Board is giving away $6,800,000 over the next fifteen
years. The TIF is for only $4,250,000 and it is funded totally by new sales tax revenue.
One of the issues was that the Trustees were using the Hiffman numbers but he stated that
he is the developer and what other numbers could be used. However, the Board reviewed
the numbers and agreed ,to make sure that the numbers were analyzed properly and hired
an outside consultant Lewik and Schneider. They evaluated those numbers for economic
development against standards and found those numbers to be reasonable. An analysis of
the property was also done and came in within what was presented to the Board of
Trustees. He investigated over 100 hours of the TIF proposal and he stated that he is
outraged and offended by the idea that he was elected to the Board and would not do his
homework as important as this. He suggested that individuals may disagree with his
decision but do not disagree that the Board has done this in a frivolous manner. Issues of
the underground parking and pond were precisely the points that the hardship and
uniqueness were only to that property as there would be no other TIF that could conform
to the uniqueness to which this TIF was drawn. Another point brought out in the letter
was the 8.25% bond issue. This would be the rate for a revenue bond that would be used
to finance the $4,250,000 for the project. The money generated to pay that 8.25% would
only be 20% of the new revenues generated by the Promenade itself as it is self - funding as
no Village funds would be spent. If better financing rates are available at 5.25 %, that
money goes back to pay off the principal and interest of the TIF as it accelerates how
quickly it gets paid back. The bond itself is not backed by the full faith and credit of the
Village but backed only by the money generated by the sales tax associated with that TIF.
If the Promenade fails and the money cannot be paid back, then the bonds are defaulted
and the Village does not stand to lose. The builder loses and it is a point that needs to be
made very clearly. He indicated that the Board has had a history for the last number of
years of contention, ambush politics and he believes that it has been despicable. He
indicated that he would not tolerate it and if these tactics, instead of Trustees suing each
other costing the Village, have now changed tactics but are still into ambush politics he
would hope that no Trustee is behind it. But he stated that he feared he was incorrect
though and he would not participate in such tactics and he guaranteed that it would not
occur on this Board. He further commented that he is appalled that any group would
anonymously threaten a lawsuit. He remarked that his agenda as a member of the Board
of Trustees was to make sure that they stay property tax free as long as possible and
increase house values.
5. APPROVAL OF MINUTES:
VILLAGE OF OAK BROOK Minutes Page 4 of 16 June 289 2005
5. A. SPECIAL BOARD OF TRUSTEES MEETING OF JUNE 6, 2005
Motion by Trustee Craig, seconded by Trustee Manofsky, to approve the Minutes of
the June 6, 2005 Special Board of Trustees Meeting. VOICE VOTE: Motion carried.
B. REGULAR BOARD OF TRUSTEES MEETING OF JUNE 14, 2005
Motion by Trustee Manofsky, seconded by Trustee Sanford, to approve the Minutes of
the June 14, 2005 Regular Board of Trustees Meeting of June 14, 2005. 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 Craig requested that Agenda Item 6. A. 5) Kubiesa, Spiroff, Gosselar & Acker, P.
C. — Attorney Fees - $13,250.00 be removed from the Consent Agenda for discussion.
Trustee Yusuf requested that Agenda Item E. Budget Adjustments, 2) General
Management — Village Clerk — Office Supplies be removed from the Consent Agenda for
discussion.
Motion by Trustee Yusuf, seconded by Trustee Craig, to approve the Consent Agenda and
authorize expenditures as amended. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Kennedy. Motion carried.
A. Accounts Payable for Period Ending June 24, 2005 - $833,534.84
Significant Items included in Above:
1) Corrective Asphalt Materials — Payout #1 and Final — 2005 Rejuvenation Project -
$100,904.16
2) Alvord, Burdick & Howson, L.L.C. - Payout # 1 - Water Rate Study - $9,084.25
3) Civiltech Engineering — Payout #7 — 31St Street Bike Path Phase III - $18,606.70
4) SKC Construction — Payout #1 & Final — 2005 Crack Seal Project - $72,501.36
6) DuPage Water Commission - $182,981.87
B. Approval of Payroll for Pay Period Ending June 18, 2005 - $702,979.80
C. Community Development Referrals
1) Stewart Subdivision — 405 Oak Brook Road /3109 York Road — Final Plat of
Subdivision and Variation to the Subdivision Regulations
2) Stewart - 405 Oak Brook Road /3109 York Road — Variation to Lot Area
Requirements
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
VILLAGE OF OAK BROOK Minutes Page 5 of 16 June 28, 2005
6. D. 1) Unit 508 /Street Sweeper Replacement
2) Municipal Complex and Public Works Building Masonry Tuckpointing
E. Budget Adjustments
1) Community Development — Code Enforcement — Business Forms
F. Treasurer's Report — May, 2005
G. An Ordinance Amending Title 1 ( "Administration ") of the Village Code of the
Village of Oak Brook with Respect to the Responsibilities, Duties and Authority of
the Village Manager (Chapter 5, Article A)
H. An Ordinance Amending Title 13, Section 13 -10A -2 of the Village Code of the
Village of Oak Brook
I. An Ordinance Granting a Special Use for a Drive -In Banking Facility
J. An Ordinance Granting A Variation From The Provisions Of Section 13- 10A -3C(2)
of Title 13 ( "Zoning Regulations ") Of The Village Code Of The Village Of Oak
Brook Relative To Setback Requirements.
7 ITEMS REMOVED FROM CONSENT AGENDA:
6.9 A. 5) Kubiesa, Spiroff, Gosselar & Acker, P. C. — Attorney Fees - $13,250.00
Trustee Craig addressed Agenda Item 6. A. 5) of the cost of litigation that the Village has
been faced with presently and asked that negotiations could resolve the issues of litigation
rather than going to court with the Village Attorney.
Motion to Trustee Craig, seconded by Trustee Sanford, to approve payment of the
Kubiesa, Spiroff, Gosselar & Acker, P. C. — Attorney Fees - $13,250.00. ROLL CALL
VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Kennedy. Motion carried.
Trustee Manofsky stated that it be on the record that one item be removed. Attorney
Kubiesa indicated that this correction has been made.
6. E. Budget Adjustments, 2) General Management — Village Clerk — Office Supplies
Trustee Yusuf addressed Agenda Item 6. E. 2) in which he indicated that he was not
opposed to approving this item but that this is an example of some of the controls that
were placed by the prior Village Board. This is a matter where there are two line items in
the Village Clerk's budget that involves transferring $350.00 from one line item to
another as more office supplies have been used than microfilming. He suggested that the
Village Board should not be involved in such minute detailed items and asked that the
Board consider supporting some action to set a threshold that the Village Manager could
approve. He has full faith and confidence in his ability and believes that it is absurd that
the Board is addressing this minute issue.
VILLAGE OF OAK BROOK Minutes Page 6 of 16 June 28, 2005
7. 6. E.
Trustee Aktipis stated that the present circumstances allow the automatic approval by the
Village Manager. Trustee Yusuf indicated that this did not apply to budget transfers. He
asked that this be addressed.
Motion by Trustee Yusuf, seconded by Trustee Manofsky, to approve Budget
Adjustments, 2) General Management — Village Clerk — Office Supplies. ROLL CALL
VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Kennedy. Motion carried.
8. BOARD & COMMISSION RECOMMENDATIONS; — None presented.
9. UNFINISHED BUSINESS:
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS — None presented.
C. AWARD OF CONTRACTS
1) TELEPHONE & FIBER CONSULTING SERVICES CONTINUED FROM
JUNE 14, 2005
All of the planning in the I.T. area is aimed at developing long -range plans for
implementing improvements, upgrades and replacing the Village's technology
systems. This process affects all Village departments including Village
Management, Community Development, Sports Core Administration,
Engineering, Fire Department, Police Department, Finance, Library, Bath &
Tennis Club, Golf Pro Shop, Sports Core Maintenance, Purchasing and Public
Works.
The Village Board, at its meeting of April 27, 2004, authorized staff to seek
proposals from independent Telephone Consulting firms that could assist the
Village in replacing its current systems (essentially a Centrex system with various
stand -alone key or switch systems at some locations). The goal was to find firms
that didn't also sell particular phone systems, in order to receive an unbiased
analysis of both our telephone needs and a recommended solution to a number of
problems with our current telephone systems.
Proposals were received on June 9, 2004 from 16 firms and interviews were
conducted in September with the 4 most qualified. Following interviews, the list
was narrowed to 2 finalists — Indaplex, Inc., and Technical Design Services, Inc.
VILLAGE OF OAK BROOK Minutes Page 7 of 16 June 28, 2005
9. C. 1)
(TDSi). These finalists then submitted slight revisions to their proposals, in
response to questions by the Village's Review Team.
In addition, in an effort to explore all viable options, the Village's Review Team
chose to delay a recommendation in order to see if staff could save time and
money by purchasing an improved telephone system directly from SBC. Staff met
with SBC to discuss options that would both improve the quality of the telephone
system, and perhaps save some consulting costs. The thought was that if SBC
had a `sole- source' solution (that only SBC could supply), the Village could save
both time and money by going with an SBC solution. In March of this year, SBC
came back to staff with what they felt was the best option — a Nortel in -house
telephone system, with a total system cost of approximately $180,000.
The SBC solution is not being recommended for the following reasons:
1. Nortel is a product that could be purchased from multiple vendors, and
therefore to accept SBC's proposal would be anti - competitive.
2. The Village could bid the solution proposed by SBC using their product
spec, but then the Village would be relying on SBC (a vendor trying to sell
a product) to tell us the kind of system we need (not an objective source).
3. Section 1 -7 -4 -A of the Village Code requires a competitive selection
process, as follows: Formal Contract Procedure: All construction or other
public improvements and all purchases, orders or contracts for supplies,
commodities, equipment or services, except as otherwise provided herein,
when the estimated cost thereof shall exceed ten thousand dollars
($10,000.00), shall be purchased from the lowest responsive and
responsible bidder or proposer after due notice inviting bids or proposals,
unless the village waives the competitive bidding or request for proposal
process by a vote of two- thirds (2/3) of the village trustees then holding
office.
At that point, Staff was ready to recommend a contract with TDSi for independent
consulting services. However, the Village was approached with yet another
solution; to complete this project with a Cisco solution (a manufacturer of digital
telephone systems). Cisco approached the Village with a proposal, similar to SBC,
which would allow purchasing a state of the art Cisco System without the added
cost of the consulting fees proposed with TDSi. Therefore, at the May 24, 2005
Village Board meeting, the recommendation to move with TDSi was continued to
allow time for staff to review the Cisco option.
Staff has met with representatives of Cisco, reviewed their proposal, and staff
VILLAGE OF OAK BROOK Minutes Page 8 of 16 June 28, 2005
9 C. 1)
recommends against accepting Cisco's offer for many of the same reasons
mentioned regarding the SBC offer. To accept Cisco's offer would be anti-
competitive, the Village might be buying more or less than is actually need, and
there may be less- expensive systems that also meet Village needs. As a point of
reference, the Cisco proposal was $250,000, or $70,000 higher than the SBC
proposal ($180,000) and $75,000 higher than the estimate provided by TDSi
($175,000) - all estimates are for the telephone system itself, not including
Village costs for cabling and consulting.
Although this specific project is for a telephone system and fiber upgrades, staff
sees the hiring of qualified consultants as an opportunity to continue the Village's
long -range planning for the continued improvement and safeguarding of Village
data and voice systems, addressing such items as:
1. Ongoing threats to the security of networks (data and voice)
2. Implementation of wireless access for Village staff (within buildings, in
vehicles)
3. Wireless access points for the public (Library)
4. Extension of the Village's fiber network to the Library
5. Secure e- commerce opportunities for residents
6. Access to Village records through the website.
The Village installed a Fiber Optic Wide Area Network (WAN) in 2001 -02. The
system provides data communications between the Village Hall, Public Works,
Sports Core Administration, Bath & Tennis Club, Golf Maintenance and the Golf
Clubhouse. Although the system has performed well, it is time to make various
improvements to the network. These upgrades to the system were budgeted as a
separate project (need to be done with or without the telephone system project),
but due to timing and TDSi's knowledge of such systems, our recommendation is
to hire them to also handle the fiber upgrades. The new telephone system will be
using the fiber WAN to communicate with outlying buildings, so it is felt that it
would be better to have a single consultant looking at both projects together.
The fiber services to be performed by TDSi include developing an RFP for the
required maintenance work, reviewing submitted proposals, recommending
contract award, monitoring the quality of the maintenance work, and validating
the contractor's test results.
Projected Costs of TDSi Telephone System Option
Consulting
$31,225 (plus expenses)
Telephone System
$15500 - $175,000 range
In -House Cabling
$800
Total
$1945225 - $214,225
VILLAGE OF OAK BROOK Minutes Page 9 of 16 June 28, 2005
9. C. 1)
The projected telephone system cost is consistent with similar -sized projects
elsewhere.
Projected Costs of TDSi Fiber Optic WAN Upgrades
Consulting
$4,750 (plus ex enses
Fiber Optic Upgrades
$30,000 est.
Total
$34,750
Combined Costs for Telephone S stem and Fiber WAN Upgrades
Telephone System
$1945225 - $214,225 range
Fiber Optic WAN Upgrades
$34,750
Total
$228,975 - $248,975
The combined cost for the telephone system and fiber upgrades is approximately
$249,000. The 2005 budget includes $213,000 for these projects. Since these
projects will extend into 2006, the remainder of project costs will be in the 2006
Budget.
The telephone system replacement schedule is estimated to take approximately
six months. This includes such items as system assessment meetings with the
Village, RFP development, bidders conference, review of proposals, interviews,
finalist vendor presentations and demos, vendor recommendation, Village Board
contract approval, system implementation and user training, system cutover, and
final acceptance.
The Fiber Optic WAN upgrade project schedule will be based on the optimum
time to make these improvements, minimizing interruptions in service to the
Sports Core, Bath & Tennis and Golf during their busy seasons.
Motion by Trustee Aktipis, seconded by Trustee Sanford, that the Village Board
approve a negotiated contract for telephone and fiber consulting services with
Technical Design Services, Inc. (TDSi), for a total not to exceed cost of $35,975,
plus expenses, subject to staff and Village Attorney review, and authorize staff to
obtain proposals for telephone systems and fiber upgrades. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Kennedy. Motion carried.
10. NEW BUSINESS:
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS
VILLAGE OF OAK BROOK Minutes Page 10 of 16 June 28, 2005
1 '
1) AN ORDINANCE ASCERTAINING THE PREVAILING RATE OF WAGES
FOR LABORERS, WORKERS AND MECHANICS EMPLOYED IN PUBLIC
WORKS IN THE VILLAGE OF OAK BROOK, DUPAGE AND COOK
COUNTIES, ILLINOIS
Pursuant to the provisions of the so- called Prevailing Wage Act, the State requires
that each June the Village pass an ordinance ascertaining 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. Attached
is an ordinance which adopts these mandated wage rates.
Motion by Trustee Manofsky, seconded by Trustee Sanford, for passage of
Ordinance 2005- PW- WPA -EXl -S -1129, An Ordinance Ascertaining the
Prevailing Rate of Wages for Laborers and Mechanics Employed in Public Works
in the Village of Oak Brook, Du Page and Cook Counties, Illinois. ROLL CALL
VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Kennedy. Motion carried.
2) A RESOLUTION AUTHORIZING EXECUTION OF A SECOND
SUPPLEMENTAL AGREEMENT BETWEEN THE VILLAGE OF OAK
BROOK AND THE DUPAGE FOREST PRESERVE DISTRICT, ADDISON
PARK DISTRICT, VILLAGE OF ADDISON, ELMHURST PARK DISTRICT
AND VILLAGE OF VILLA PARK CONCERNING THE ESTABLISHMENT
OF THE SALT CREEK GREENWAY TRAIL AND THE PERFORMANCE OF
PHASE 3 ENGINEERING SERVICES AND CONSTRUCTION
At the Village Board meeting of January 27, 1998, the Board approved "A
Revised Intergovernmental Agreement Providing for the Establishment of the Salt
Creek Greenway Trail and the Performance of Certain Engineering Services"
concerning the design and constructing of a trail along or in the general vicinity
of Salt Creek from the Ned Brown Forest Preserve in northern Cook County,
south to DuPage County and connecting with the Centennial Trail of the National
Historic Chicago Portage Site. This trail is approximately 25 miles in length and
project sponsors included the Forest Preserve District of DuPage County, the
Addison Park District, the Village of Addison, the Elmhurst Park District, the
Village of Oak Brook, the Village of Lyons, the Forest Preserve District of Cook
County, and the Village of Brookfield. The DuPage Forest Preserve District is
the lead agency. Since that time, Brookfield has dropped out, Villa Park has been
added, and the Forest Preserve District of Cook County and Lyons will have their
own separate agreement for construction.
VILLAGE OF OAK BROOK Minutes Page 11 of 16 June 28, 2005
10. B. 2)
At the Village Board meeting of May 15, 2002, the Board approved the First
Supplemental Agreement for the Performance of Phase II Engineering Services
for this project. That Phase II engineering work (design plans) is essentially
complete, awaiting IDOT's final approval. The next step is to proceed with
construction and Phase 3 Construction Engineering Services.
The "Second Supplemental Agreement Concerning the Establishment of the Salt
Creek Greenway Trail and the Performance of Phase 3 Engineering Services and
Construction." has been prepared by the DuPage County Forest Preserve District
and the various staff representatives of the respective governmental agencies. It
has also been approved by Village Attorney Kubiesa as to form.
The funding for this project with 6 agencies and 4 funding sources (STP -TCM,
CMAQ, IDNR, and local) is extremely complex. Funds are being pooled so
every agency gets as equal treatment as possible.
Oak Brook's share for the Phase 3 engineering is $55,679 out of a total of
$380,648. The Village will receive 80% reimbursement as part of the grant
process. The 2005 budget does not contain funds for this engineering; it was
estimated during the budget process that this would be expensed within 2004.
With the delays getting the phase 2 engineering approved that have occurred that
obviously did not happen.
Oak Brook's share of construction is $178,803, which is the Village's 25% share
of the Oak Brook Segment ($650,192) plus 10% contingency ($65,019). This
differs from the detailed Cost Participation Table in that it does not include the
IDNR grant. This is because IDOT does not identify the IDNR grant within the
context of their prescribed documents. In reality, Oak Brook will pay about
16.8% of the construction cost rather than the 25 %. After the construction is
complete, the agencies will notify IDNR and will receive their appropriate grant
reimbursement. The $151,000 in the 2005 budget is based upon the Cost
Participation Table which was not received until yesterday.
The Village fronts the engineering money to the DuPage Forest Preserve and then
fronts the construction money to them after IDOT awards a construction contract
(estimated to be late this year). The Village's share of the engineering and
construction costs will be periodically reimbursed throughout the construction.
The Second Supplemental Agreement is being approved with a Resolution in
order to be consistent with past practice on this project.
At the next Village Board meeting, staff will bring before the Village Board the
Joint Agreement with IDOT (for the STP -TCM grant, a local municipal agency
VILLAGE OF OAK BROOK Minutes Page 12 of 16 June 28, 2005
10. B. 2)
was required; Addison is used for the north DuPage section and Oak Brook is
used for the south DuPage section. IDOT needs the Joint Agreements before they
will bid the project) and the $15,000 easement payment (the Village will receive
83.2% back) for approval.
The anticipated schedule assumes an IDOT bid date of 9/23/05, an IDOT award
and contract execution about 2 months after that, and project completion by the
end of 2006.
Motion by Trustee Aktipis, seconded by Trustee Sanford, that the Village Board
approve the attached Resolution which approves the "Second Supplemental
Agreement Concerning the Establishment of the Salt Creek Greenway Trail and
the Performance of Phase 3 Engineering Services and Construction." ROLL
CALL VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Kennedy. Motion carried.
3) AN ORDINANCE AMENDING THE EXHIBITS AND DISPLAYS POLICY
FOR THE OAK BROOK PUBLIC LIBRARY
At their May 17, 2005 meeting the Library Commission proposed amendments to
the Exhibits and Displays Policy regarding exhibitors' responsibilities to appraise
and insure items on display. This Policy was first adopted on September 24, 2002
and this will be the first amendment to the Policy.
Motion by Trustee Aktipis, seconded by Trustee Sanford, for passage of Ordinance
2005- LY -EXI -S -1130, An Ordinance Amending the Exhibits and Displays Policy
for the Oak Brook Public Library. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Kennedy. Motion carried.
C. AWARD OF CONTRACTS — None presented.
D. AUTHORIZATION TO PURCHASE
1) ANNUAL PERIODICAL RENEWAL FOR OAK BROOK PUBLIC LIBRARY
The Village of Oak Brook Public Library has 146 subscriptions with EBSCO,
eight of which are additions this year (six periodicals were deleted). Periodical
subscriptions provide very current information or entertainment and mirror the
diversity of the collections. Some of the subjects include crafts, American history,
VILLAGE OF OAK BROOK Minutes Page 13 of 16 June 28, 2005
10. D. 1)
art, economics, business, children, music, fashion, medicine and literature.
The Library has had an account with this periodical jobber since 1995 and we are
satisfied with the quality of their service. They are the most well -known public
libraries periodicals jobber and they consistently offer competitive rates and
services. Although the Library subscribes to some periodicals directly, a jobber
provides more efficiency in dealing with large quantities. Among their special and
cost saving services is maintaining a copies bank for claims of missing issues.
Motion by Trustee Aktipis, seconded by Trustee Yusuf, to authorize a purchase
order in the amount of $6,226.25 to be placed with the vendor EBSCO for the
annual periodical renewal. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Kennedy. Motion carried.
E. 2005 ANNUAL HEALTH BENEFITS INSURANCE RENEWAL
The Village of Oak Brook operates a self - insured health insurance program for
employees, their dependents and retirees that elect to continue coverage at their
expense. In addition, the Oak Brook Park District also piggybacks on the Village plan
by contributing at the equivalent premium levels for each of their qualified
participants. This program was implemented in July of 1993. Under this program,
the Village is directly responsible for funding health claims for all the lives in the
program up to $75,000 and purchases Stop Loss Insurance for Large Claims running
over the specific cap of $75,000 for individuals and for the specific aggregate cap of
125% of expected claims for the entire Oak Brook program for the plan year. In
addition, the Village separately purchases additional insurance for Life Insurance and
AD &D, and Group Vision Insurance. Based on the Police Officer Collective
Bargaining Agreement reached in 2005, the Village raised the life insurance benefit
for Police Officers from $50,000 to $100,000.
Motion by Trustee Manofsky, seconded by Trustee Sanford, to authorize the Village
Manager to enter into agreements for Stop -loss Insurance with Cairnstone
Transamerica, Group Term Life Insurance and AD &D with Standard Life, Group
Vision Insurance with VSP, and Third Party Administration services with Group
Administrators Ltd. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Kennedy. Motion carried.
F. DISCUSSION AND POSSIBLE REVISION OF BATH AND TENNIS CLUB
MEMBER FEES
VILLAGE OF OAK BROOK Minutes Page 14 of 16 June 28, 2005
10. F.
Trustee Craig, Sports Core Liaison, announced that the Sports Core membership
analysis shows that B &T Resident Family memberships are down 18 from last year;
Resident Individual memberships down 2; Senior Family memberships are up 2 and
Senior Individual is up 1; the Resident Social memberships (free for residents) is
down 63 from last year. The programs instituted last year are well attended this year
but there is a decline in membership. The resident social memberships are free
including four passes to the pool with payment of a guest fee. He reminded residents
to sign -up for free membership at the Bath & Tennis Club with such a warm summer
for use of the pool. He suggested pro- rating some of the fees for the rest of the
summer to encourage people to come.
Trustee Manofsky commented that this is a good way to invigorate interest at the
Bath & Tennis Club. This could be an opportunity to offer a pro -rated membership
to families who wish to join the Bath & Tennis Club. She also indicated that it would
be helpful if the newspapers would publicize this. This offer makes it very affordable
and the social membership is free to all residents as a member may also charge.
Members are given four passes to the pool or to play tennis with this membership.
President Quinlan stated there is a housekeeping issue that the previous Board and the
present Board has not approved in pro- rating the memberships as a formal motion
cannot be made presently. He asked for a consensus to direct the Interim Bath &
Tennis Club Manager to prepare the same table as he did last year for pro -rated
memberships. The Board of Trustees concurred with this recommendation.
11. INFORMATION & UPDATES:
A. VILLAGE PRESIDENT — President Quinlan stated that the Village has had some
problems in formatting the Village newsletter as it was planned to be sent to the
residents last week as it contained information of the July 4t'_ Village celebration. It
also contained in the newsletter a written explanation by President Quinlan of the TIF
issue.
He then commented that the Fireworks celebration would occur this Friday. The Fire
Department and staff has assured that every precaution will be taken during the
display of fireworks with the drought conditions as the golf course has been watered
and trees are green.
B. VILLAGE MANAGER — No report was given.
C. VILLAGE CLERK — Deputy Village Clerk Harty reported that Liquor Commissioner
Quinlan, Police Chief Sheahan, Village Clerk Gonnella and she presented two
alcohol awareness training seminars for the General Managers for the
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11. C.
thirty -three liquor licensed establishments in Oak Brook. Forty General Managers
and Liquor Managers attended the two seminars as required by ordinance and their
annual liquor licenses are being issued.
Trustee Yusuf asked to address the Board on the TIF issue. He indicated that he is
happy to have any resident contact him to discuss his decision in this matter. He
explained that he voted for this project because he believes that it is an excellent
project for the Village and it will be a new sales tax resource. There might have been
a possibility that this development would occur two or three years later without a TIF
District but the Village would take a chance while those buildings sit empty. This
would also delay the cash flow from the sales tax by two or three years. This also
eliminates a new office building that does not generate any sales tax revenue as this
will lock in approximately $1,000,000 in annual sales tax revenue. The re-
development places no further burden on the school districts and the assessment is
frozen at a level on the structure that is currently there rather than undeveloped land.
Those entities will still receive funds over the next few years. He knew that he would
be out of town on June 10th and before he returned Trustee Kennedy would be out of
town. He asked that the Board of Trustees address the TIF issue when the entire
Board could be present at a special meeting. He was concerned that there would be a
lengthy discussion on this issue at a regular Board meeting when staff was present
when this issue would not affect any of the departments. He felt a special meeting
would be better so that discussion could be devoted to this agenda item only. A
public hearing was also held for any residents to speak on this issue. He suggested
that once the developer, with the passage of time, may allow for the release of some
or all of the confidential information given to the Board of Trustees of the Promenade
project. He would hope that some of these issues could be shared with the public.
12. ADJOURNMENT
Motion by Trustee Craig, seconded by Trustee Sanford, to adjourn the Regular Meeting of
the Board of Trustees at 9:48 p.m. VOICE VOTE: Motion carried.
ATTEST:
s /Carol Harty
Carol Harty
Deputy Village Clerk
VILLAGE OF OAK BROOK Minutes Page 16 of 16 June 28, 2005