Minutes - 08/09/2005 - Board of TrusteesMINUTES OF THE AUGUST 9, 2005 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
AUGUST 23, 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 7:31
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 John W. Craig, Jeffrey J. Kennedy,
Kathryn F. Manofsky, Robert G. Sanford and Asif Yusuf.
ABSENT: Trustee Stelios Aktipis.
IN ATTENDANCE: Richard B. Boehm, Village Manager; Jeffrey P. Moline, Assistant
Village Manager; Robert L. Kallien, Jr., Director of Community
Development; James Bodony, Fire Chief, Thomas Sheahan, Chief of Police
and Michael J. Meranda, Public Works Director.
3 PRESIDENT'S OPENING COMMENTS:
President Quinlan shared that a meeting had just been concluded with Trustees Sanford
and Kennedy who are the liaisons to the Plan Commission and the Zoning Board of
Appeals and the Chairpersons of those committees, Lexi Payovich and Champ Davis
along with Richard Boehm, Village Manager and Robert Kallien, Director of Community
Development. He explained that the purpose of the meeting was to begin the interview
process for openings on those committees, that the meeting went well and that all of the
candidates have outstanding credentials. He expected that there would be permanent
appointments at the next regularly scheduled board meeting.
He announced that Champ Davis, the current chairman of the Zoning Board of Appeals,
has agreed to continue his tenure for another five year term and that the official
reappointment would take place at the next board meeting.
He added that Mr. Davis was also a member of the redevelopment task force and that the
first meeting of that group would take place on August 23 at 9:30 a.m. at the Village Hall
He commented that he took great pride in announcing that we now officially have a new
Fire Chief, James Bodony and Deputy Fire Chief, Thomas McEllin.
VILLAGE OF OAK BROOK Minutes Page 1 of 7 August 9, 2005
3. President Quinlan reported that Chief of Police, Thomas Sheahan has been working on a
reorganization assignment for the Police Department and as a result, Agenda Item 9.D.
Police Department Organizational Structure Evaluation Recommendation will be removed
from the Agenda. Chief Sheahan has announced that a formal restructure plan will be
forwarded to the Board this week for their review.
President Quinlan acknowledged that an award was given to the Oak Brook Fire
Department for their courageous, sacrificial service that saved Barrow's Auditorium and
the Billy Graham Center at Wheaton College on June 8, 2004. He announced that along
with the plaque presented was a donation of $1,000 to the Oak Brook Fire Department.
President Quinlan reported that there have been improvements made on the Old Butler
School as part of an intergovernmental agreement with the Park District. He added that
he was pleased to see the culmination of the results of the relationship with the Park
Board.
4. RESIDENTNISITOR COMMENT:
Mr Al Knuth, a resident of Oak Brook, commented that he and his neighbors were
pleased to see that the Board voted to settle two outstanding lawsuits at a considerable
savings to the Village. He felt that this was a step to let the healing begin. He was,
however, dismayed to read that there was a possible reopening of these cases. His
concern was what end and cost would that serve and was distressed to hear that the cost
could be upwards of $100,000 He asked that any discussion of these lawsuits be done
openly in the public view.
President Quinlan responded that discussion of these items in Closed Meeting is not an
attempt to hide anything, but there is a necessity to do so to make sure that there is no risk
or to jeopardize the Village's position in the case. He added that when litigation is
complete, minutes of those meetings are released for public view.
5. APPROVAL OF MINUTES:
A. REGULAR BOARD OF TRUSTEES MEETING OF JULY 26, 2005
Motion by Trustee Craig, seconded by Trustee Kennedy, to approve the Minutes of the
July 26, 2005 Regular Board of Trustees Meeting as presented. 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.
VILLAGE OF OAK BROOK Minutes Page 2 of 7 August 9, 2005
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Motion by Trustee Craig, seconded by Trustee Sanford, to approve the Consent Agenda
and authorize expenditures as presented. ROLL CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 1 - Trustee Aktipis. Motion carried.
A Accounts Payable for Period Ending August 5, 2005 - $206,323.11
Significant Items Included in Above:
1) James J. Benes & Associates — Payout #10 — 2005 Paving Project - $12,526.09
2) Kubiesa, Spiroff, Gosselar & Acker, P.C. — Legal Fees — July, 2005 - $14,810.00
B. Approval of Payroll for Pay Period Ending July 30, 2005 - $666,615.97
C. Community Development Referrals
1) Dana Park Subdivision — Final Plat with Variation to Subdivision Regulations -
3111, 3113 and 3115 Meyers Road
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) 2006 Paving Project
E. Budget Adjustments
1) Public Works
ITEMS REMOVED FROM CONSENT AGENDA — None presented.
BOARD & COMMISSION RECOMMENDATIONS:
A. ORDINANCE 2005 -LY -EXI -S -1132, "AN ORDINANCE AMENDING THE
REFERENCE POLICY FOR THE OAK BROOK PUBLIC LIBRARY"
At the July 19, 2005 meeting of the Library Commission staff proposed amendments
to the Reference Policy that were accepted by the Library Commission This Policy
was last amended and adopted by the Village of Oak Brook Board of Trustees on 1I-
25 -2003 by Ordinance 2003 -LY -EXI -S -1057.
Motion by Trustee Kennedy, seconded by Trustee Sanford, for passage of Ordinance
2005 -LY -EXI -S -1132, "An Ordinance Amending the Reference Policy for the Oak
Brook Public Library ". ROLL CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 —None
Absent: 1 - Trustee Aktipis Motion carried.
UNFINISHED BUSINESS:
A CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS —None presented.
VILLAGE OF OAK BROOK Minutes Page 3 of 7 August 9, 2005
9. C. AWARD OF CONTRACTS
1) ARCHITECTURAL SERVICES — HVAC SCREENING
At the March 8, 2005 Village Board meeting, the Board authorized staff to solicit
request for qualifications (RFQ) and to negotiate a professional service contract
for the design, plan and specification preparation and construction services for the
installation of HVAC screening at the Village Hall and Library. An
advertisement was prepared and published on April 28, 2005 and mailed directly
to several architectural firms. Unfortunately, when the submittal deadline was
reached, no proposals were received. When the firms were contacted, some of
the responses were: too busy, were not interested (too small of a project), didn't
get into the right hands, or misplaced the RFQ. However, some of the firms did
say they would submit proposals if the Village were to re- advertise which was
done on May 17, 2005.
Again, the results were disappointing with one encouraging exception. Legat
Architects, a reputable Chicagoland firm with four area offices, one of which is in
Oak Brook, did submit a proposal and were invited for an interview. The
interview, conducted by Village Engineer Durfey, Community Development
Director Kallien and Public Works Director Meranda was very constructive and
subsequent inquiries with neighboring communities that have contracted with
Legat in the past ranged from very good to excellent.
To a community, they expressed that Legat had performed professionally, timely,
creatively, and would certainly contract with them again (and some have) if the
need were to arise.
Confident that Legat could provide a quality product, a scope -of- service and
compensation package was negotiated and is before the Board for consideration
Proposed Architectural Costs vs. Budgeted Amount:
As the screening design was deleted from previous contracts, staff needed to start
over as the Village has missed any opportunity of realizing economy of scales
that could have existed had the original Municipal Complex architect and
Municipal Complex and Library construction manager been directed to proceed.
Nevertheless, the Village did obtain construction estimates from both parties for
all four screening sites and based upon those estimates, staff used an industry
standard 15% of construction costs for architectural /engineering services.
Apparently, for a project of this small scope, staff either grossly underestimated
architectural services at the 15% level or the estimate for construction costs
(approximately $145,000) are severely underestimated. Regardless, until actual
competitive construction bids are received, it is unclear which estimate is flawed.
VILLAGE OF OAK BROOK Minutes Page 4 of 7 August 9, 2005
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C. 1) Budtet Considerations:
Assuming a contract is awarded to Legat, and knowing that the design cost is
considerably higher than the budgeted amount, and that the budgeted construction
amount is more than likely insufficient, (a total of $167,250 is included within the
FY -05 budget for both engineering /architectural services and construction), staff
could defer construction until 2006 and use (transfer) a portion of the FY -05
construction budgeted funds to offset the overage in the design line item account.
Motion by Trustee Yusuf, seconded by Trustee Manofsky, that the Village Board
award a contract in the not -to- exceed amount of $64,070 be awarded to Legat
Architects of Oak Brook, subject to staff review, for design, plan and
specification preparation, and construction services of the Village Hall and
Library HVAC screening project ROLL CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 — None.
Absent: 1 - Trustee Aktipis. Motion carried.
D. POLICE DEPARTMENT ORGANIZATIONAL STRUCTURE EVALUATION
RECOMMENDATION
This issue was introduced to Board of Trustees at its July 26, 2005 meeting. The
Board requested that a scope of services be brought to the August 9, 2005 meeting for
approval.
That the Board of Trustees approve the following scope of services:
1. Conduct an analysis of the pre -2004 and current police departments'
organizational structure.
2. Evaluate duties and responsibilities of department administration.
3. Compare organization structures of other suburban Police Departments with
similar manpower and service demographics.
4. Meet with key stakeholders regarding the Police Department organization.
5. Recommend organizational structures(s) that would have the effect of increasing
department effectiveness and efficiency.
President Quinlan indicated earlier in the meeting that Police Chief Sheahan was
developing a reorganization assignment for the Police Department and that this item
has been removed from the agenda as a formal restructure plan will be presented to the
Board.
NEW BUSINESS:
A. CONFIRMATION OF APPOINTMENTS - None presented.
B. ORDINANCES & RESOLUTIONS — None presented.
VILLAGE OF OAK BROOK Minutes Page 5 of 7 August 9, 2005
10. C. AWARD OF CONTRACTS
D. INTERGOVERNMENTAL AGREEMENT BETWEEN COUNTY OF DUPAGE &
THE VILLAGE OF OAK BROOK FOR CONSTRUCTION IMPROVEMENTS
FOR MIDWEST ROAD
In February 2003, the Village of Oak Brook received notice that DuPage County
planned to slightly widen and resurface Midwest Road between 22"d Street and
Butterfield Road. Staff contacted DuPage County to inquire if they would include in
their plans a replacement water main since the Village had plans to do so due to its
age and condition with the Village reimbursing the County for the appurtenant costs.
The County agreed and had their consultant design the appropriate plans.
Staff has been negotiating an intergovernmental agreement (IGA) for this item. It
includes Village reimbursements of $13,200 for design, 10% of the construction cost
for construction engineering services (a reasonable percentage — estimated to be
$23,800 based on the engineer's estimate), and the cost of the actual construction
work (estimated to be $238,346) Attorney Kubiesa has reviewed the IGA and found
it acceptable as to form.
Motion by Trustee Manofsky, seconded by Trustee Yusuf, that the Village Board
approve the Intergovernmental Agreement between the County of DuPage and the
Village of Oak Brook for Construction of Improvements for Midwest Road. ROLL
CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Aktipis. Motion carried.
10. E. JORIE BOULEVARD LOCAL AGENCY PAVEMENT PRESERVATION
APPLICATION
Jorie Boulevard was totally reconstructed in 1992. The Village's current 10 -year
Roadway Maintenance Plan recommends a 15 -year cycle between overlays which
would be 2007 for Jorie Blvd. In order to even out expenses for the next 5 years, the
Plan has been revised to extend overlaying Jorie Boulevard until 2009.
Staff investigated available grants and found a Local Agency Pavement Preservation
(LAPP) application appropriate. This grant provides 70% funding with the Village
needing 30% of the cost. The engineer's construction estimate is about $1,000,000 in
2009.
Trustee Yusuf commented that this was a great step on staff's part and the grant could
pay 70% of the cost of repaving Jorie Blvd. He felt that the Village should continue
to be aggressive in pursuing these types of grants since residents pay income tax and
it would be good to get a piece of it back.
VILLAGE OF OAK BROOK Minutes Page 6 of 7 August 9, 2005
10 E. Village Manager Boehm added that this developed through the Village's association
with DuPage Mayor's and Managers Conference. He explained that this is Federal
funding allocated to the Region that is available through the Conference. He added
that the engineer's estimate for the repaving was $1,000,000 and a grant of $700,000
would be very important to the Village. He also added that the Village had been
successful in the past in applying for grants like the bike path system. He reported
that the 31St Street construction that is going on right now is a result of the Village's
efforts and that staff would continue to look for other opportunities.
Motion by Trustee Sanford, seconded by Trustee Yusuf, that the Village Board
authorize staff to apply for a Local Agency Pavement Preservation Grant for Jorie
Boulevard VOICE VOTE: Motion carried.
11 INFORMATION & UPDATES:
A. VILLAGE PRESIDENT — Reported in the early part of the meeting.
B VILLAGE MANAGER - Village Manager Boehm commented that Village staff does
a very good job in providing information to the public. He reported that the media
had issued a survey to local municipalities and they reported that Oak Brook was
among those that responded in a timely manner.
He asked that residents honor the Village watering restrictions to assure that the water
supply is maintained at an adequate level.
C. VILLAGE CLERK — No report was given.
Trustee Yusuf commented on how great the bike system was and encouraged residents to
use it.
12. ADJOURNMENT
Motion by Trustee Craig, seconded by Trustee Yusuf, to adjourn the Regular Meeting of
the Board of Trustees at 7:46 p.m. VOICE VOTE: Motion carried.
ATTEST:
_s /Carol L Harty
Carol L. Harty
Deputy Village Clerk
VILLAGE OF OAK BROOK Minutes Page 7 of 7 August 9, 2005