Minutes - 07/23/2002 - Board of TrusteesMINUTES OF THE JULY 23, 2002 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS AMENDED ON AUGUST 13, 2002.
CALL TO ORDER:
The Regular Meeting of the Village Board of Trustees was called to order by
President Bushy in the Samuel E. Dean Board Room of the Village Commons at
7:30 p.m. The Pledge of Allegiance was given.
I.A. ROLL CALL:
Village Clerk Linda Gonnella called the roll with the following persons
PRESENT: President Karen M. Bushy, Trustees Stelios Aktipis, George T.
Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos and
Alfred P. Savino.
ABSENT: None.
IN ATTENDANCE: Michael A. Crotty, Acting Village Manager; Dale L.
Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief; Bruce F. Kapff,
Director of Information Services & Purchasing; Robert L. Kallien, Jr., Director
of Community Development; Darrell J. Langlois, Finance Director; Richard A.
Martens, Village Attorney; Ruth A. Martin, Library Director; Michael J.
Meranda, Public Works Director; Allen W. Pisarek, Police Chief; Bonnie
Sartore, Bath & Tennis Club Manager; Trey VanDyke, Golf Club Manager; Gail
Peterka, Communications Center Supervisor; Thomas Stanfa, Fire Lieutenant;
Kevin Fleege and Robert Robertson, Firefighter /Paramedics and Mark Bahnsen,
Firefighter.
2. ADJOURN TO CLOSED MEETING
Motion by Trustee Aktipis, seconded by Trustee Savino, to adjourn at 7:34 p.m.
to Closed Meeting to Review Closed Meeting Minutes. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2.A. RECONVENE FROM CLOSED MEETING
President Bushy reconvened the meeting at 7:35 p.m.
VILLAGE OF OAK BROOK Minutes Page 1 of 15 July 23, 2002
IN
CALL TO ORDER
ROLL CAL[_
ADJN - CLSD MTG
RECONVFNF
ANNOUNCEMENTS AND OPEN FORUM:
Firefighter/Paramedic Kevin Fleege, representing Teamsters Local 714, read a
letter from Frank H. Richter, Chief Union Steward, addressing changes of part
time inspectors. His letter of July 22, 2002 informed the Village Board that an
unfair labor practice charge was filed last week in response to the actions taken
by management to hire contract inspectors. He requested that the Village Board
not taken action on this matter.
Fire Lieutenant Thomas Stanfa spoke to the Board about what he felt were
advantages of using in -house firefighters to be the Village's fire inspectors rather
than contract inspectors.
Acting Village Manager Crotty noted that the Village has not received a claim
yet from the union regarding this matter. He reported that one or two grievances
are pending in relation to this issue and it would be inappropriate to discuss this
matter at this meeting.
4. APPROVAL OF MINUTES:
Trustee Korin requested the minutes be amended on page 3, agenda item 6.5. E.
2), to include the discussion related to the timeframe of the process and the
possibility of taking possession and making payment for the purchase of a fire
engine in 2004.
Motion by Trustee Caleel, seconded by Trustee Aktipis, to approve the Minutes
of the Regular Board of Trustees Meeting of July 9, 2002 as amended and waive
the full reading thereof. VOICE VOTE: Motion carried.
CONSENT AGENDA:
All items on the Consent Agenda are considered to be routine in nature and will
be enacted in one motion.
Trustee Caleel requested agenda item 5. C. 1), Change Orders #47, 450453, #55
and #57 - $31,571.00 — Municipal Complex Project — Harbour Contractors, Inc.
— Revised Total Contract Amount - $8,151,620.00; 5. C. 2), Change Order #2 -
$10,676.46 — Municipal Complex Project — Earth Tech, Inc. - Revised Total
Contract Amount - $651,549.45 and 5. I., An Ordinance Authorizing the Village
of Oak Brook to Advertise for Bids to Sell Certain Personal Property, to Donate
to School Districts and Other Not - For - Profit Agencies Items that Receive No
Bids, and to Dispose of Items That Have No Value, be removed from the
consent agenda for further discussion.
VILLAGE OF OAK BROOK Minutes Page 2 of 15 July 23, 2002
zl�
ANNOUNCE
MINUTES: 07 -09 -02
C. AGENDA
5. Trustee Savino requested agenda item 5.E.1), 2002 Drainage Project, be
removed from the consent agenda.
President Bushy stated that staff requested that 5. F. Grant Of Easement — Old
York Road Water Main, be removed from the Agenda.
Motion by Trustee Korin, seconded by Trustee Caleel, to approve the Consent
Agenda as amended. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
A. APPROVAL OF BILLS - $1,058,196.14
Significant items included above:
1) DuPage Water Commission - $257,295.94
2) Civiltech Engineering, Inc. — Payout #6 — York/Harger Bicycle Path
Phase II - $17,610.08
3) Harbour Contractors, Inc. — Payout #17 — Municipal Complex Project -
$455,143.82
4) Earth Tech, Inc. — Payout #23 — Municipal Complex Project - $6,290.31
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING JULY 6, 2002 -
$662,206.69
C. CHANGE ORDERS:
1) CHANGE ORDER #47, #50453, #55 AND #57 - $31,571.00 —
MUNICIPAL COMPLEX PROJECT — HARBOUR CONTRACTORS.
INC. — REVISED TOTAL CONTRACT AMOUNT - $8,151,620.00: -
Removed for further discussion.
2) CHANGE ORDER #2 - $10,676.46 — MUNICIPAL COMPLEX
PROJECT — EARTH TECH, INC. - REVISED TOTAL CONTRACT
AMOUNT - $651,549.45: Removed for further discussion.
D. REFERRALS:
BILLS -
$1,058,196.14
PYRL - $662,206.69
CHNG ORDRS
REFERRALS
1) OAK BROOK CLUB — FENCE VARIATION - REFER TO ZONING OAK BRK CLB -
BOARD OF APPEALS MEETING OF AUGUST 6, 2002 FNCE VARIA
E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE AUTH BIDS, PROP,
CONTRACTS: CONTRACTS
VILLAGE OF OAK BROOK Minutes Page 3 of 15 July 23, 2002
E. 1) 2002 DRAINAGE PROJECT: Removed from Consent Agenda.
F. GRANT OF EASEMENT — OLD YORK ROAD WATER MAIN: Removed
from the Agenda.
G. MEMBERSHIP RENEWAL - ILLINOIS MUNICIPAL LEAGUE
H. ACCEPT AND PLACE ON FILE TREASURER'S REPORT JUNE, 2002
AN ORDINANCE AUTHORIZING THE VILLAGE OF OAK BROOK TO
ADVERTISE FOR BIDS TO SELL CERTAIN PERSONAL PROPERTY,
TO DONATE TO SCHOOL DISTRICTS AND OTHER NOT -FOR-
PROFIT AGENCIES ITEMS THAT RECEIVE NO BIDS, AND TO
DISPOSE OF ITEMS THAT HAVE NO VALUE: Removed for further
discussion.
J. RESOLUTION 2002- FI- FACS -SA -R -812, A `BANKING RESOLUTION."
6. ITEMS REMOVED FROM CONSENT AGENDA:
MEMBRS] IP - IML
TREAS RPT - 06 -02
RES 02- H- PACS -SA-
R -812 - BNK RES
RM V D C AGNDA
5. C. 1) CHANGE ORDERS #47, #50453, 455 AND #57 - $31,571.00 — CxNGEORDRS-
MUNICIPAL COMPLEX PROJECT — HARBOUR CONTRACTORS MCP - HARBR CONT
INC. — REVISED TOTAL CONTRACT AMOUNT - $8,151,620.00: -
Removed for further discussion. Mr. Thomas Jacobs, representing Earth
Tech, Inc., was in attendance to answer questions from the Board.
Change Order #47 — $4,838 — to add a dishwasher in Break Room CHNGEORDR - #47
Kitchen. To accommodate potential use of the Break Room for various
functions, installation of a dishwasher was recommended.
Trustee Caleel asked for an explanation of the cost and explanation of the
process. Bruce F. Kapff, Director of Information Services & Purchasing
stated that the cost was due to the electrical work to hook -up the
dishwasher. He added that this cost had been negotiated down from the
original cost presented.
Trustee Caleel stated his concern about the process in that plans were
required to be drawn up before the Community Development Department
would review them and determine what changes needed to be made. He
felt that this process cost the Village a considerable amount of money and
he did not want to see residents put into the same position. Community
Director Kallien stated that the process has been modified so that the
situation would not repeat itself. He added that it was an internal process
and did not require Board approval since it did not amend any building
codes. Trustee Miologos asked that a final copy be given to the Board of
the changes that were made to the process.
VILLAGE OF OAK BROOK Minutes
R
Page 4 of 15 July 23, 2002
R1
5. C. 1) Motion by Trustee Miologos, seconded by Trustee Caleel, to disapprove
Change Order #47 for $4,838 to add a dishwasher in Break Room
Kitchen. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Caleel, Craig, Korin and Miologos.
Nays: 1 - Trustee Savino
Absent: 0 - None. Motion carried.
Trustee Savino suggested looking into a portable dishwasher that would
be less expensive and might not need the type of electrical hook up as
required in this change order. Director of Information Services &
Purchasing Kapff stated that the cost of the dishwasher was only $500.00
and the remaining cost was for electrical service. President Bushy added
that the kitchen area would be used not only by clerical staff but other
groups using the facility.
Change Order #50 — $9,104 — to remove the existing sidewalk, ramp and cxNGE oRDR- #so
concrete foundations to the former Library building and install revised
sidewalk and ramp. The original plan was to leave the old ramp that ran
down to the entrance to the old Library building. Upon further review, it
was determined that the ramp slope was too steep (didn't meet ADA
requirements), and as such needed to be replaced.
Trustee Miologos asked if this was related to the same process involving
building codes. President Bushy responded that the original plan had
been to use the building for storage and thus did not need to meet ADA
requirements. However, since the Historical Society has shown an
interest in using the building for the public it would need to be ADA
compliant. She added that the cost was considerably lower as only those
areas that would be open to the public would need to be ADA compliant.
Trustee Caleel suggested that if the former Library building is to be
leased that the lease be a net lease in order to help defray the cost of these
accommodations.
Trustee Korin and Trustee Miologos expressed concern that work was
being done prior to Board approval. Acting Village Manager Crotty
responded that in some instances as contractors face an obstacle it
necessitates a decision to go forward with changes because to stop the
work would incur greater costs and considerably slow the work on the
whole project. Trustee Miologos and Trustee Korin felt that at least the
Board should be polled by telephone on an issue of this nature.
VILLAGE OF OAK BROOK Minutes Page 5 of 15 July 23, 2002
s
a
5. C. 1) Director of Information Services & Purchasing Kapff responded that this
had been done under the Manager's purview supported by State Statute
and Ordinance that expenditures under $10,000 are under the Manager's
authority. He explained the process that was used to negotiate prices, etc.
on a change order and commented that it took several weeks to have the
information that the Board required to approve a change order. He added
that generally if staff was faced with an obstacle of this nature, in order to
maintain the progress on the construction it was considered under the
Manager's authority.
Trustee Caleel commented that those who have been involved in a
building project understand that and felt that the $10,000 rule should
apply under the circumstances described. Trustee Savino concurred with
Trustee Caleel's comments.
Trustee Korin suggested that the Board be polled for approval for any
Change Order over $5,000 for the Municipal Complex Project because of
the revenue issues. She clarified that she did not wish to change the
Manager's authority for anything under $10,000 unrelated to the project.
Trustee Aktipis concurred with the philosophy of approval prior to
expenditure. He also asked for a listing of those change orders that have
been done prior to approval for the Board's review. Trustee Caleel felt
that it was necessary to strike a balance and in instances where something
would hold up the whole project that staff be allowed flexibility.
Motion by Trustee Miologos, seconded by Trustee Caleel, to approve
Change Order #50 for $9,104 to remove the existing sidewalk, ramp and
concrete foundations to the former Library building and install revised
sidewalk and ramp and determine that the circumstances necessitating the
Change Order was not reasonably foreseeable at the time the contract
was signed, that the Change Order is in the best interest of the Village
and is authorized by law. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
Change Order #51 — $5,662 — to import topsoil to the project site. There cHNGE 0RDR - #51
was inadequate existing topsoil and some of what was on -site was
determined to be unacceptable by our soil consultant.
Trustee Miologos asked how much more earthwork was needed. Director
Kapff responded that this was the last needed.
VILLAGE OF OAK BROOK Minutes Page 6 of 15 July 23, 2002
3
5. C. 1) Change Order #52 — $472 — to add electricity for motorized projection
screen in the Conference /Training Room. A motorized screen was
recommended for durability over a manual screen due to anticipated high
usage by all Village departments. The cost for the motorized screen is
already included in the Harbour contract.
Trustee Miologos asked if a motorized screen was included in the
original project. Director Kapff responded that an allowance was
budgeted for a screen, but a motorized screen was not specified.
Motion by Trustee Miologos, seconded by Trustee Caleel, to approve
Change Order # 51 for $5,662 to import topsoil to the project site and
Change Order # 52 for $472 to add electricity for motorized projection
screen in the Conference /Training Room and determine that the
circumstances necessitating the Change Orders were not reasonably
foreseeable at the time the contract was signed, that the Change Orders
are in the best interest of the Village and are authorized by law. ROLL
CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
Change Order #53 — $10,088 — to add two additional 3" conduits to
provide a route for telephone cabling between the old Telephone Room
and the new Communications Equipment Room and Server Room. The
original plans provide a route for this cabling on a cable tray system that
runs through the Police Department. That section of the cable tray system
will be installed when the Police Department is renovated. However, the
cabling needs to be installed and operational prior to that phase of the
project (to serve alarm circuits, data and telephone connections). Hence,
the need for the added conduit run. The funds budgeted both in the
Information Services and Village Communications Program Budgets for
this project were in anticipation of these kinds of changes. As funds for
this change order are contained in those two budgets (split equally), this
change order will have no impact on the overall project budget.
Trustee Korin indicated that there had been several change orders related
to cabling and was concerned about additional change orders. Director
Kapff explained that there were different types of cabling and conduit
and explained the need for this particular change order.
VILLAGE OF OAK BROOK Minutes
A
Page 7 of 15 July 23, 2002
CHNGE ORDR - #52
CHNGF ORDR - #53
0
5. C. 1) Motion by Trustee Miologos, seconded by Trustee Korin, to approve
Change Order #53 for $10,088 to add two additional 3" conduits to
provide a route for telephone cabling between the old Telephone Room
and the new Communications Equipment Room and Server Room and
determine that the circumstances necessitating the Change Order was not
reasonably foreseeable at the time the contract was signed, that the
Change Order is in the best interest of the Village and is authorized by
law. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
Change Order #55 — $1,093 — to add glass clerestory above south wall of C INGE ORDR - #ss
Reception Room. The glass is recommended in order to allow light to
pass but to reduce noise that might migrate from the main Reception
counter to staff Engineers located on the opposite side of the wall.
Trustee Miologos asked to describe the need for this change order.
Director Kapff explained the concern for noise affecting staff in the
Engineering Department. Trustee Savino asked whether this would
affect working conditions of staff. Village Engineer Durfey responded
that he requested this as a staff efficiency issue because of the noise from
the public area.
Motion by Trustee Miologos, seconded by Trustee Korin, to deny
Change Order #55 for $1,093 to add glass clerestory above south wall of
Reception Room. ROLL CALL VOTE:
Ayes: 0 - None.
Nays: 5 - Trustees Aktipis, Caleel, Korin, Miologos and Savino
Absent: 1 - Trustee Craig. Motion failed.
After further discussion, the following motion was made.
Motion by Trustee Miologos, seconded by Trustee Korin, to approve
Change Order #55 for $1,093 to add glass clerestory above south wall of
Reception Room and determine that the circumstances necessitating the
Change Order was not reasonably foreseeable at the time the contract
was signed, that the Change Order is in the best interest of the Village
and is authorized by law. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 8 of 15 July 23, 2002
0
5. C. 1) Change Order #57 — $314 — to add 8 additional cut -outs in the access CHNGE ORDR - #57
floor of the Communications and Communications Equipment Rooms.
All cabling runs beneath the access floor and connects to equipment and
workstations by means of cut -outs through the floor. The 20 cutouts that
were included in the base contract were an estimate of the number
required (design of the Communications and Communications
Equipment Rooms was completed after the building construction
contracts had been awarded).
Motion by Trustee Miologos, seconded by Trustee Caleel, to approve
Change Order #57 for $314 — to add 8 additional cut -outs in the access
floor of the Communications and Communications Equipment Rooms.
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
5. C. 2) CHANGE ORDER #2 - $10,676.46 — MUNICIPAL COMPLEX CHNG ORDER # z -
PROJECT — EARTH TECH, INC. - REVISED TOTAL CONTRACT MCP - EARTH TECH
AMOUNT - $651,549.45:
Motion by Trustee Caleel, seconded by Trustee Craig, that the Board of
Trustees approve an increase in Earth Tech's architectural fees in the
amount of $10,676.46 for additional services provided on the Municipal
Complex Project, determine that the circumstances necessitating the
change were not reasonably foreseeable at the time the contract was
signed, that the change is in the best interest of the Village and is
authorized by law. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
5. E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE RUTH BIDS
CONTRACTS:
1) 2002 DRAINAGE PROJECT:
Trustee Savino asked to recuse himself from Agenda Item 5.E.1. as it
affects his property.
VILLAGE OF OAK BROOK Minutes Page 9 of 15 July 23, 2002
NAWAM,
2002 DRNG PROJ
6.
5. E. 1) Motion by Trustee Miologos, seconded by Trustee Caleel, that the Village
Board grant approval for the advertising for bids for the 2002 Drainage
Project. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Caleel, Craig, Korin and Miologos.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
5. L AN ORDINANCE AUTHORIZING THE VILLAGE OF OAK BROOK TO ORD - SALE OF
CERTPROP
ADVERTISE FOR BIDS TO SELL CERTAIN PERSONAL PROPERTY,
TO DONATE TO SCHOOL DISTRICTS AND OTHER NOT -FOR-
PROFIT AGENCIES ITEMS THAT RECEIVE NO BIDS, AND TO
DISPOSE OF ITEMS THAT HAVE NO VALUE:
Trustee Caleel asked whether there were items on this list that could be used
in the new addition. Director Kapff responded that there were a combination
of factors that precluded the use of some of these items. Based on the sizes
of areas some of the current furniture would not work in the new area, but
that about half of the furniture was being reused. He added that staff had
contacted the source the Village has used in the past who resell items no
longer usable to the Village. He reported that they looked at the equipment
and indicated they were not interested because the items were too old and not
marketable. Trustee Miologos expressed her concern that any furniture was
being unused. Her impression was that everything was being used and that
the items approved for purchase were additional items needed to move into
the addition. Director Kapff reiterated that based on the configuration of the
new locations, some of the items just did not physically fit nor were they
adaptable for workstations that now include computer set ups rather than
typewriters. He offered to show Trustee Miologos the condition of the
items.
Motion by Trustee Caleel, seconded by Trustee Aktipis, to table the
Ordinance Authorizing the Village of Oak Brook to Advertise for Bids to
Sell Certain Personal Property, to Donate to School Districts and other Not -
for- Profit Agencies Items that Receive No Bids, and to Dispose of Items that
Have No Value. VOICE VOTE: Motion carried.
7. BOARD & COMMISSION RECOMMENDATIONS:
BD /COVIM RECOM
A. RECOMMENDATION — AMENDMENTS TO TITLE 2 CHAPTER 7 OF REC - AMND T'TEE
2CHAPT7 SAFTY
THE VILLAGE CODE — SAFETY PATHWAY COMMITTEE PATH CTE
VILLAGE OF OAK BROOK Minutes
[1
Page 10 of 15 July 23, 2002
7. A. At its meeting on July 10, 2002 the Safety Pathway Committee discussed
matters pertaining to its size and composition in light of two existing
vacancies on the Committee and the difficulty that has been experienced
from time to time in finding interested citizens who meet the qualifications
for service specified in Title 2, Chapter 7 of the Village Code.
By a vote of 4 to 0 (with three members absent) the Committee approved a
motion to recommend that Section 2 -7 -2 A of the Village Code be amended
to reduce the total number of members from nine to seven and the required
number of members from each quadrant of the Village from two to one.
Motion by Trustee Miologos, seconded by Trustee Aktipis, to concur with
the Safety Pathway Committee's recommendation to amend Section 2 -7 -2 A
of the Village Code and direct the Village Attorney to prepare the necessary
ordinance. VOICE VOTE: Motion carried.
B. RECOMMENDATION — WOLLENSAK — 3604 YORK ROAD —
VARIATION — FRONT YARD SETBACK
Zoning Board of Appeals Recommendation
Variation - The Zoning Board of Appeals by a vote of 5 to 0, have
recommended approval of the request from Mr. Daniel Wollensak, who is
the owner of the vacant lot at 3604 York Road seeking approval of a
variation to accommodate the construction of a new single- family home
which encroaches approximately 13 -14 feet into the required 100 -ft. front
yard setback along York Road. The original request was for a 19 -ft.
encroachment, which was decreased during the Zoning Board review
process.
The applicant based his request on the fact that: the lot encompasses an area
of approximately 28,400 sq.ft. which is less than the 1 acre required in the R-
2 zoning district; the grade of the property which slopes significantly to the
northwest; the imposition of the extraordinary setback along York Road; and
the fact that the homes located directly north and south of the proposed home
encroach further into the required setback than requested.
In recommending approval of this request, the Zoning Board of Appeals
found that the petitioner has satisfactorily addressed the factors required for
approval of a variation. In particular, it was found that the ability to locate
the pool in the northwest corner of the lot was impacted by the severe grade
of the lot and the desire to place the swimming pool within the buildable area
for safety reasons made it necessary to locate the home 13 -14 ft. into the
required front yard.
VILLAGE OF OAK BROOK Minutes Page 11 of 15 July 23, 2002
REC -- VAR 3604
YK RD
7. B. Also, it was found that that the variation if granted would not alter the
essential character of the neighborhood since the neighboring homes already
encroach into the setback along York Road.
Trustee Savino stated he did not agree with the Zoning Board of Appeal's
recommendation and asked the petitioner to address the Village Board.
Daniel Wollensak addressed the Village Board stating that he compromised
the size of the pool so that the encroachment is less than originally planned.
He also addressed the concern for the topographical issue related to the slope
of the property. Trustee Savino stated that the petitioner must find hardship
and using the 100 ft. setback does not meet this criteria. Trustee Savino felt
the hardship is self - imposed by Mr. Wollensak's request for a detached
garage and pool.
Community Development Director Kallien explained that he was able to
develop an alternative to accommodate all three items in the buildable area.
Mr. Wollensak also stated that the homes around his property are non-
conforming. President Bushy, noted for the record, that the homes were
annexed as built into the Village.
President Bushy suggested the applicant return with a revised plan. Mr.
Wollensak will come back to the Village with a revised plan. After further
discussion the Board recommended tabling this item to give the applicant an
opportunity to revise the plans.
Motion by Trustee Caleel, seconded by Trustee Craig, to table the
recommendation of the Zoning Board of Appeals for a variation at 3604
York Road. VOICE VOTE: Motion carried.
8. ACTIVE AGENDA (Items for Final Action):
A. CONFIRMATION OF APPOINTMENTS: None.
B. ORDINANCES & RESOLUTIONS:
ACTIVE AGENDA
APPTS
1) RESOLUTION 2002- BD -CL- MIN-EX2 -R -813, "A RESOLUTION RES02-BD-CL-MIN-
EX2 -R -813 - RLS
APPROVING THE RELEASE OF CLOSED MEETING MINUTES - CLSD MTG MIN
JANUARY THROUGH JUNE, 2002."
Pursuant to ILCS 120/2.06, a public body shall meet no less than semi-
annually to review minutes of closed sessions. Upon review of the
minutes, it should be determined and reported in open session whether
the need for confidentiality still exists as to all or parts of those minutes
or whether the minutes no longer require confidential treatment and
should be available for public inspection.
VILLAGE OF OAK BROOK Minutes Page 12 of 15 July 23, 2002
t
8. B. 1) The Closed Meeting minutes of January through June, 2002 have been
reviewed by Attorney Martens and items still pending and requiring
continued confidentiality have been deleted.
Motion by Trustee Aktipis, seconded by Trustee Caleel, that the Village
Board approve Resolution 2002- BD -CL- MIN-EX2 -R -813, "A
Resolution Approving the Release of Closed Meeting Minutes — January
Through June, 2002." ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS:
1) 2002 TREE MAINTENANCE SERVICES
Three sealed bids and one no bid were opened on Wednesday, July 17,
2002. Bid packages were sent out to five companies. Davey Tree was
the low bid contractor in 1998 for a three -year contract and has
performed adequately. Davey's unit prices for 1998, 1999, and 2000
were $15.00, $14.00 and $19.50, respectively.
Major areas to be pruned over the course of the proposed three -year
contract include: Forest Glen and Saddle Brook 2002; York Woods,
Trinity Lakes, Old Oak Brook and Robin Hood Ranch 2003; and Ginger
Creek, Brook Forest and Woodside Estates 2004.
Trustee Aktipis noticed the substantial difference in the bids received and
asked if it was known why there was such a large span. Public Works
Director Meranda responded that it depended on how busy the company
was and what they understood of the specifications. He reported that
Davey Tree had been the Village's contractor for the last two three -year
contracts and understood the Village's expectations and requirements.
He added that they have done a very good job for the Village.
Director Meranda also reported that in the Saddlebrook subdivision there
was going to be a major pruning because of how dramatically the trees
have grown. He added the trees would be raised to horticultural
standards and that each crew would include an arborist to assure a
professional job.
VILLAGE OF OAK BROOK Minutes
Page 13 of 15 July 23, 2002
AWARD Cl
2002 TREE MAINT
SERV
I
10
C. 1) Motion by Trustee Miologos, seconded by Trustee Korin, that the Village
Board award a three -year contract to the lowest responsive and
responsible bidder, The Davey Tree Expert Company, 1 I S 165 Madison
Street, Burr Ridge, Illinois 60527 subject to staff review, for tree
maintenance based on the unit prices on the bid tabulation. ROLL CALL
VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
Most of the meetings she attended were relative to anti - terrorism matters and
she is not able to report on those items at this time.
She announced that she had wanted to enjoy the opportunity to introduce our
new Acting Village Manager, Michael Crotty.
B. VILLAGE MANAGER:
No report was given.
DEPARTMENTAL REPORTS — QUARTERLY REPORTS:
A.
Communications Center
H.
Library
B.
Community Development
I.
Police Department
C.
Engineering Department
J.
Public Works
D.
Finance Department
K.
Recycling
E.
Fire Department /EMS
L.
Risk Management
F.
Information Services/
M.
Sports Core -Bath & Tennis and Golf
Purchasing
N.
Village Clerk
G.
Legal Department
Quarterly Reports were accepted as presented and placed on file.
11. UNFINISHED AND NEW BUSINESS: None.
INFO & UPDATES
VLLG PRES
VLLG MGR
QTRLY.RPTS
UNFIN & NEW
BUSINESS
12. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: OTHER BUS.
William Lindeman, 11 Pembroke Lane, expressed his disappointment on the
inability of the Library to have available videotapes of the Committee-of-the -
Whole and Village Board Meetings for review.
VILLAGE OF OAK BROOK Minutes Page 14 of 15 July 23, 2002
NO
12. He also addressed the Village Board on the matter of contract inspectors for the
Village rather than the use of Oak Brook firefighters. He stated that our Oak
Brook firefighters should conduct inspections as they are trained in technical
rescue, hazmat, etc.
President Bushy reiterated that the subject is related to collective bargaining, part
of union negotiations and grievances that have already been filed, therefore it is
inappropriate to discuss the matter at this time.
13. ADJOURNMENT:
Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at
10:35 p.m. VOICE VOTE: Motion carried.
ATTEST:
(La onnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 15 of 15 July 23, 2002
e
ADJRN