Minutes - 08/14/2001 - Board of TrusteesMINUTES OF THE AUGUST 14, 2001 SPECIAL
MEETING OF THE PRESIDENT AND BOARD
OF TRUSTEES OF THE VILLAGE OF OAK
BROOK APPROVED AS WRITTEN BY THE
VILLAGE BOARD ON AUGUST 28, 2001.
1. CALL TO ORDER:
The Special Meeting of the Village Board of Trustees was called to order by
President Bushy in the Upper Level Conference Room of the Village Commons at
7:15 p.m.
2. ROLL CALL:
The Village Clerk called the roll with the following persons
PRESENT: President Karen M. Bushy, Trustees Adam Butler, George T.
Caleel, John W. Craig, Elaine Miologos and Alfred P. Savino.
ABSENT: Trustee Susan Chase Korin.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Debra J. Jarvis, Fire Chief; Darrell J. Langlois
Finance Director; Richard A. Martens, Village Attorney and Michael J. Meranda,
Director of Public Works.
3. DISCUSSION — REDUCING THE VOLUME OF PAPER SENT TO THE
BOARD:
Trustee Miologos suggested reducing the size of the agenda packets by including
only a cover memorandum of each payout and attaching the bill with the
remainder of the materials being eliminated. Trustee Caleel commented the
Board members need all of the materials to insure they review all of the necessary
data for major payouts. When a bid is reviewed as unsatisfactory, the Board
needs specific information as to why the bid was recommended for rejection.
4. DISCUSSION — CONTROLLING LENGTH OF BOARD MEETINGS:
Trustee Miologos suggested that the Village Board meetings terminate at 10:00
p.m. when feasible. Trustee Caleel suggested that the members, when giving their
Departmental Reports, comment selectively. He suggested that much of the
informational data be given with the quarterly reports rather than the monthly
departmental reports.
Trustee Miologos requested the Board consider having four additional special
meetings for discussion of topics she wishes to present to the Board. Trustee
Butler suggested contacting Manager Veitch or a department head with her
questions rather than requesting more Board meetings for such discussions.
/ - SPECIAL VILLAGE OF OAK BROOK Minutes Page 1 of 2 August 14, 2001
Trustee Caleel suggested placing agenda items on which residents wish to speak,
after the Consent Agenda, rather than waiting until the New Business portion of
the meeting. Trustee Savino agreed, noting that he did not support a fixed ending
time.
Manager Veitch observed that when residents attend the Board meetings they
often are waiting for an item on the Unfinished and New Business segment of the
agenda. He suggested that Board and Commission Recommendations be placed
ahead of the Active Agenda.
5. ADJOURNMENT:
Motion by Trustee Caleel, seconded by Trustee Miologos, to adjourn the Special
Meeting of the Board of Trustees at 7:30 p.m. VOICE VOTE: Motion carried.
ATTEST:
Linda k. Gonnella, CMC
Village Clerk
SBOT081401
SPECIAL VILLAGE OF OAK BROOK Minutes Page 2 of 2 August 14, 2001
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MINUTES OF THE AUGUST 14, 2001 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
UNOFFICIAL UNTIL APPROVED AS WRITTEN BY
VILLAGE BOARD ON AUGUST 28, 2001.
MEETING CALL: MEETING
CALL
The Regular Meeting of the Village Board of Trustees was called to order by
Ms. Lexa Pezzati, in the Samuel E. Dean Board Room of the Village
Commons at 7:37 p.m. President Bushy explained that Lexa Pezzati, from
Brook Forest School, won a "Mayor for the Day" which was offered as part of
a fundraising event at Brook Forest School. She spent a day with President
Bushy and toured some of the Village facilities. Ms. Pezzati also gave the
Pledge of Allegiance.
2. ROLL CALL: ROLL CALL
The Village Clerk called the roll with the following persons
PRESENT: President Karen M. Bushy, Trustees Adam Butler, George T.
Caleel, John W.Craig, Elaine Miologos and Alfred P. Savino.
ABSENT: Trustee Susan Chase Korin.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; 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, Director of Public Works; Bonnie Sartore, Bath & Tennis Club
Manager; Trey VanDyke, Golf Club Manager; Fire Lt. Mark Schoppe,
President of Oak Brook Foreign Fire Insurance Tax Board; Fire Lt. Tom Stanfa
and Firefighter/Paramedic Kevin Fleege, Treasurer of the Oak Brook Foreign
Fire Insurance Tax Board.
3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE
Rose Vrtis, Program Coordinator for the Muscular Dystrophy Association, and
Kent Ericksen, District Director of MDA, asked the Board of Trustees for a
waiver to allow on -duty firefighters to stand at road intersections for three days
in uniform, asking drivers to drop contributions into a firefighter's boot.
President Bushy indicated it is not the Board's tradition or policy to address
the operations portion of such an issue. President Bushy indicated that the
Village's policy does not allow solicitation at intersections or any roadways
nor are any Village personnel allowed to solicit or use any Village equipment
unless it is a Village sponsored or related event.
VILLAGE OF OAK BROOK Minutes Page 1 of 14 August 14, 2001
3. ANNOUNCEMENTS AND OPEN FORUM: (continued)
The shopping center does not allow solicitation at the center. Organizations
must receive permission from the owner of private property to solicit for
donations.
Motion by Trustee Caleel, seconded by Trustee Butler, to uphold the Village's
current solicitation restrictions as they exist. VOICE VOTE: Motion carried.
4. APPROVAL OF MINUTES: MINUTES:
Motion by Trustee Caleel, seconded by Trustee Savino, to approve the Minutes BOT 07/24/01
of the Regular Board of Trustees Meeting of July 24, 2001 as presented and
waive of full reading thereof. VOICE VOTE: Motion carried
5. CONSENT AGENDA: cNSNT AGENDA
Items on the Consent Agenda were routine in nature and enacted in one
motion. No one asked to have an item removed from the Consent Agenda.
Motion by Trustee Caleel, seconded by Trustee Savino, to approve the Consent
Agenda as presented. ROLL CALL VOTE:
Ayes: 5 — Trustees Butler, Caleel, Craig, Miologos and Savino.
Nays: 0 — None.
Absent: 1 — Trustee Korin.
APPROVAL:
A. APPROVAL OF BILLS - $1,790,497.33 (TOTAL) BILLS -
b. APPROVAL OF PAYROLL: $ 1,790,497.33
1) APPROVAL OF PAYROLL FOR PAY PERIOD ENDING PAYROLL
July 21, 2001 - $643,997.35 (TOTAL) $643,99735
2) APPROVAL OF PAYROLL FOR PAY PERIOD ENDING PAYROLL-
August 4, 2001 - $627,008.07 (TOTAL) $627,008.07
C. APPROVAL OF CHANGE ORDERS: None
D. APPROVAL OF PAYOUTS:
1) ILLINOIS DEPARTMENT OF TRANSPORTATION —FINAL 1L. DEPT. OF TRA
CONSTRUCTION COST REIMBURSEMENT —YORK ROAD YORK RD BIKE
BIKE TRAIL (31sT STREET -ROBIN HOOD RANCH) $11,136.14 TRAIL
VILLAGE OF OAK BROOK Minutes Page 2 of 14 August 14, 2001
5. CONSENT AGENDA: (continued)
2) PAYOUT #1 — SKC CONSTRUCTION INC. 2001 CRACK
SEAL PROJECT - $22,087.00 2001 CRACK SEAL
PROJECT
3) PAYOUT #3 — EARTH TECH — MUNICIPAL COMPLEX MNCPL CMPLx
PROJECT - $10,690.13 PROJECT
4) PAYOUT #6 — HARBOUR CONTRACTORS INC. — MNCPL CMPLx
MUNICIPAL COMPLEX PROJECT - $396,066.65 PROJECT
5) PAYOUT #2 —WIRING CONCEPTS INC. -INSTALLATION INSTALLATION
SERVICES — FIBER OPTIC CABLE - $5,916.00 FIBER OPTIC CAB
6) PAYOUT #7 — HARBOUR CONTRACTORS INC — LIBRARY LIBRARY BUILD
BUILDING PROJECT - $393,493.20 PROJECT
7) PAYOUT #7 — SIGALOS & ASSOCIATES LTD — BATH & B &T RENOV PRJ
TENNIS CLUB RENOVATION/EXPANSION PROJECT -
$152,842.00
8) PAYOUT #5 AND FINAL — JAMES D. FIALA PAVING 00 MET PAVING
COMPANY — 2000 MFT PAVING PROJECT - $12,810.73 PROJECT
9) PAYOUT #1 — AUTOMATIC CONTROL SERVICES - SCADA SYSTEM
INSTALLATION OF WATER SCADA SYSTEM - $38,209.00 INSTALLATION
E. APPROVAL OF REFERRALS
1) ZIMMERMAN — 74 TWIN OAKS — VARIATION — REAR YARD 74 TWIN OAKS
SETBACK — REFER TO ZONING BOARD OF APPEALS REAR YARD
MEETING ON SEPTEMBER 4 2001 SETBACK
2) VILLAGE OF OAK BROOK — TEXT AMENDMENTS TO AMND TO
ZONING REGULATIONS — TITLE 13 OF THE MUNICIPAL ZONING REG
CODE — CHAPTER 11 SIGN REGULATIONS — REFER TO
THE PLAN COMMISSION MEETING ON SEPTEMBER 17
2001 AND THE ZONING BOARD OF APPEALS MEETING ON
OCTOBER 2, 2001
3) BRIARWOOD LAKES COMMUNITY ASSOCIATION - SPECIAL USE
SPECIAL USE AMENDMENT — REFER TO THE PLAN AMEND BRIAR
COMMISSION MEETING ON AUGUST 20 2001 AND WOOD LAKES
ZONING BOARD OF APPEALS ON SEPTEMBER 4 2001
VILLAGE OF OAK BROOK Minutes Page 3 of 14 August 14, 2001
5. F. APPROVAL OF AUTHORIZATION TO SEEK BIDS OR
PROPOSALS:
1) 2001 WATER MAIN & DRAINAGE PROJECT
'0I
WTR MAIN PR
2) REQUEST FOR QUALIFICATIONS — 2002 HOTEL
02 HOTEL MKTNG
MARKETING AGENCY SELECTION — OAK BROOK
AGENCY SELECTI
HOTEL, CONVENTION AND VISITORS COMMITTEE
G. UPDATE OF TITLE 10 OF THE VILLAGE CODE —BUILDING
UPDATE TITLE 10
REGULATIONS — PLACE ON FILE AND ACTIVE AGENDA
OF VILLAGE COD
FOR SEPTEMBER 25, 2001
BUILDING REG
H. REQUEST FOR RELEASE OF FUNDS — OAK BROOK HOTEL
REQ RELEASE OF
CONVENTION AND VISITORS COMMITTEE — 20% OF 2001
SECOND QUARTER HOTEL TAX RECEIPTS TO THE DUPAGE
FUNDS - OB HOT
CONVENTION & VISITORS BUREAU - $16,688.65
CON & VSTRS CO
6. ITEMS REMOVED FROM CONSENT AGENDA: None
RMVD CNSNT AG
7. ACTIVE AGENDA (Items for Final Actions
ACTIVE AGENDA
A. APPOINTMENTS:
Trustee Miologos noted that the Resolution should be addressed before
the vote of Janis Lundquist to the Autumn Festival Committee. The
Board addressed Agenda Item 7. B. 3. Resolution 2001 -BD- AFC -R -, "A
Resolution Amending Resolution 2001 -BD -AFC -R -767 Relative to the
Composition of the Ad Hoc Committee for the Purpose of Planning and
Coordinating the 2001 Oak Brook Autumn Festival."
B. 3)RESOLUTION 2001 — BD — AFC — R —785 A RESOLUTION R #oI -BD- AFC -R -78
AMENDING RESOLUTION 2001 -BD -AFC -R -767 RELATIVE
TO THE COMPOSITION OF THE AD HOC COMMITTEE AD HOC COMM
FOR THE PURPOSE OF PLANNING AND COORDINATING 01'013 AUTUMN
THE 2001 OAK BROOK AUTUMN FESTIVAL FEST
Janis Lundquist, currently the representative for the Butler School
District 53 to the Autumn Festival Committee, has moved her
Personal residence from the Village, but has retained her business
residence in the Village.
VILLAGE OF OAK BROOK Minutes
16
Page 4 of 14 August 14, 2001
7. B. 3) (continued)
At the suggestion of the Village President, the Village Attorney has
drafted Resolution 2001 -BD -AFC -R -785, "A Resolution Amending
Resolution 2001 -BD -AFC -767 Relative to the Composition of the
Ad Hoc Committee for the Purpose of Planning and Coordinating
the 2001 Oak Brook Autumn Festival ", which creates an additional
member on the Autumn Festival Committee who represents the
commercial sector in the Village. This will allow Ms. Lundquist to
remain on the committee, but will create a vacancy for the Butler
School District Representative.
Motion by Trustee Caleel, seconded by Trustee Butler, to approve
Resolution 2001 -BD -AFC -R -785, "A Resolution Amending
Resolution 2001 -BD -AFC -767 Relative to the Composition of the
Ad Hoc Committee for the Purpose of Planning and Coordinating
the 2001 Oak Brook Autumn Festival ", as presented and waive the
full reading thereof. ROLL CALL VOTE:
Ayes: 5 — Trustees Butler, Caleel, Craig, Miologos and Savino.
Nays: 0 — None.
Absent: 1 — Trustee Korin. Motion carried.
7. A. APPOINTMENTS:
President Bushy recommended the appointment of Janis Lundquist to
the 2001 Autumn Festival Committee as the representative from the
commercial sector of the Village of Oak Brook.
Motion by Trustee Savino, seconded by Trustee Caleel, to concur with
the recommendation of President Bushy and appoint Janis Lundquist to
the Autumn Festival Committee as the representative from the
commercial sector of the Village of Oak Brook. ROLL CALL VOTE:
Ayes: 5 — Trustees Butler, Caleel, Craig, Miologos and Savino.
Nays: 0 — None.
Absent: 1 — Trustee Korin. Motion carried.
7. B. ORDINANCES & RESOLUTIONS:
1) ORDINANCE 2001 -TC -G -681 AN ORDINANCE AMENDING
TITLE 7, CHAPTER 2 THE TRAFFICE ORDINANCE OF THE
VILLAGE CODE OF THE VILLAGE OF OAK BROOK TO
REGULATE PARKING ALONG TOWER DRIVE
VILLAGE OF OAK BROOK Minutes
Page 5 of 14 August 14, 2001
ORD #01 -TC -G -681
AMEND TITLE 7,
CHAPT 2, REG,
TOWER DR PKNG
7. B. 1) (continued)
The Village Engineer, in reviewing the traffic and parking needs
along Tower Drive, had recommended that the current parking
prohibition along this street be relaxed by allowing parking on the
west side of the street. Tower Drive is a very short street that
services the Oak Brook Surgical Centre, well house #3, and a small
business on the east side of the street. There appears to be a need
for parking in this area, particularly for patients of the surgical
center.
Motion by Trustee Savino, seconded by Trustee Butler, to approve
Ordinance #2001 -TC -G -681, "An Ordinance Amending Title 7,
Chapter 2, The Traffic Ordinance, of the Village Code of the
Village of Oak Brook to Regulate Parking Along Tower Drive ", as
presented and waive the full reading thereof. ROLL CALL VOTE:
Ayes: 5 — Trustees Butler, Caleel, Craig, Miologos and Savino.
Nays: 0 — None.
Absent: 1 — Trustee Korin. Motion carried.
2) ORDINANCE #2001- BD -FF -G -680 AN ORDINANCE
AMENDING TITLE 2, CHPATER 6 FOREIGN FIRE
INSURANCE TAX BOARD OF THE VILLAGE CODE OF THE
VILLAGE OF OAK BROOK ILLINOIS
The statute governing the Foreign Fire Insurance Tax Board has
been amended, thereby necessitating a revision to our local
ordinance. This law, originally enacted in 1895, states that out -of-
state insurance companies providing coverage in Illinois must pay a
sum not exceeding 2% of the gross receipts received from fire
insurance upon property in the Village or such lesser sum set by
local ordinance. The tax is required because these companies are
immune to other Illinois taxes. In practice, the Illinois Municipal
League collects this tax for a small fee and allocates the tax among
the Illinois municipalities. The Village's current ordinance
provides that any expenditure in excess of $5,000 is subject to the
approval of the Board of Trustees, provided that the Board shall
approve such expenditure if it is for the maintenance, use and
benefit of the department. This language is based on the prior
statute which provided that "the treasurer of the fire department
shall receive the money so paid in and shall pay out the money
upon the order of the fire department for the maintenance, use and
benefit of the department."
VILLAGE OF OAK BROOK Minutes
Page 6 of 14 August 14, 2001
#01- BD -FF -G -680
AMEND TITLE 2
CHPTR.6, FRGN
FIRE INS. TAX BD
7. B. 2) (continued)
The statute has been amended to provide that "the treasurer of the
department foreign fire insurance board shall receive the
appropriated money and shall pay out the money upon the order of
the department foreign fire insurance board for the maintenance,
use and benefit of the department." The firefighters have asked that
all members of the department, including probationers, be eligible
to serve on the Board that is permitted by State Statute.
Motion by Trustee Caleel, seconded by Trustee Butler, to approve
Ordinance #2001- BD -FF -G -680 An Ordinance Amending Title 2,
Chapter 6, Foreign Fire Insurance Tax Board, of the Village Code
of the Village of Oak Brook, Illinois" as presented and waive the
full reading thereof. ROLL CALL VOTE:
Ayes: 5 — Trustees Butler, Caleel, Craig, Miologos and Savino.
Nays: 0 — None.
Absent: 1 — Trustee Korin. Motion carried.
7. B. 3) The Board addressed this agenda item earlier in the meeting.
C. AWARD OF CONTRACTS:
1) STREET MARKER PROJECT
Staff was directed at the July 10, 2001 meeting to negotiate with
Western Remac Inc. and TAPCO Inc. for the purpose of supplying
approximately 160 street markers comprised of sign posts,
ornamental post bases, sign frames, and post finials. Additionally,
staff was asked to prepare a cost estimate for updating our existing
street marker design with larger posts, sign blades and post finials.
Staff did not receive any of the additional information requested
from Western Remac; apparently, the company is not interested in
pursuing the project. After additional review of their submitted
proposal, the design itself, which is a totally cast piece, would be
physically difficult to store due to its size, and would require that the
entire assembly be replaced if any one component were damaged.
This would significantly drive up replacement and inventory costs.
Therefore, it is staff's opinion that this design, as submitted, would
not be in the best interest of the Village long -term. TAPCO's design
is multi - pieced which means that only the pieces damaged would
have to be replaced not the entire assembly.
VILLAGE OF OAK BROOK Minutes Page 7 of 14 August 14, 2001
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STRT MRKR PRJ
7. C. 1) (continued)
Furthermore, with pieces of like size and shape, storing replacement
parts would not require much room. TAPCO will change some of
their proposal by $6,171.78 for a total project cost of $123,490.60.
Director Meranda indicated that the street sign markers may not be
installed until spring of 2002. President Bushy requested if some of
the deteriorated signs in the Brook Forest subdivision could be
replaced this year if feasible. Director Meranda will address this
request.
President Bushy suggested that the new markers be presented at the
September homeowner president's meeting so that those
representing areas with private roadways may determine if they
would want to install the signs at their subdivision's expense.
Motion by Trustee Miologos, seconded by Trustee Savino, that a
contract be awarded to TAPCO Inc., utilizing the unit pricing as
established in their proposal dated August 6, 2001 of $123,490.60.
ROLL CALL VOTE:
Ayes: 5 — Trustees Butler, Caleel, Craig, Miologos and Savino.
Nays: 0 — None.
Absent: 1 — Trustee Korin. Motion carried.
2) FILE AND PRINT SERVER REPLACEMENT
The recommendation to replace the Village's existing file and print
server is due to slow response times, reduced available space for
users to save files, additional users able to access the server
(following completion of fiber Wide Area Network) and
manufacturer (Hewlett- Packard) no longer supporting this
equipment. The quoted price of $12,314.12 is the result of a bid
conducted by Fairfax County, VA and is made available to other
governmental entities through the US Communities Alliance. Since
the bid process has already taken place, the Village is allowed to
waive any further bidding and award a contract to the selected
contractor. Computer equipment replacement funds are in the
Information Services Program budget (151- 9150).
Motion by Trustee Butler, seconded by Trustee Caleel, to waive
bidding and award a contract, subject to staff review, to IBM U.S.
Communities, 7100 Highlands Parkway, Smyrna, GA 30082, at a
lump sum cost of $12,314.12 for a new File and Print Server.
VILLAGE OF OAK BROOK Minutes Page 8 of 14
16
August 14, 2001
SERVER RPLCMT
7. C. 2) (continued)
ROLL CALL VOTE:
Ayes: 5 — Trustees Butler, Caleel, Craig, Miologos and Savino.
Nays: 0 — None.
Absent: 1 — Trustee Korin. Motion carried.
3) LIBRARY PROJECT: LIBRARY PRJ
A) CERAMIC TILE CERAMIC TILE
Three sealed bids were received and opened on August 1, 2001. The
numeric low bidder, Lowery Tile, is not recommended because it
was an incomplete bid. Lowery failed to sign the bid and to provide
required certifications and other submittals. Lowery did submit a
$2,200 bid check. A late bid from Northern Illinois Terrazzo & Tile
was returned unopened. Funds in the amount of $23,000 have been
budgeted in the Library Building Project (425 -930). The additional
$500 to cover the contract award will come from the $1,549.79
surplus from the various furniture and equipment contract. Trustee
Savino exited the meeting briefly and was absent from the motion on
the floor when the question was called.
Motion by Trustee Butler, seconded by Trustee Miologos, that a
contract be awarded, subject to staff review, to the lowest responsive
and responsible bidder, Midwest Floor Covering, Inc, 18520 Spring
Creek Drive, Tinley Park, Illinois 60477, in the lump sum of
$23,500 for ceramic tile work at the new Public Library. ROLL
CALL VOTE:
Ayes: 4 — Trustees Butler, Caleel, Craig and Miologos.
Nays: 0 — None.
Absent: 2 — Trustees Korin and Savino Motion carried.
B) FURNITURE LBRY FURNITURE
Four sealed bids were received and opened on August 1, 2001. The
apparent low bidder, Environetx, is not recommended because it was
an incomplete bid. The bid form was unsigned and the items were
not totaled. They did submit a bid bond in the amount of $31,587
(meant to be 10% of their total bids for furniture & equipment), but
the total of their two bids is $233,393, requiring a bond of only
$23,339. A late bid from Interiors For Business was returned
unopened.
VILLAGE OF OAK BROOK Minutes
V
Page 9 of 14 August 14, 2001
7. C. 3) B) (continued)
An allowance of $355,000.00 is in the Village's contract with
Harbour for Library Furniture, Library Equipment and System
Furniture. This recommendation uses $100,733.40 of this total
amount leaving $254,266.60 for Library Equipment and System
Furniture.
Motion by Trustee Butler, seconded by Trustee Savino, that a
contract be awarded, subject to staff review, to the lowest responsive
and responsible bidder, Henricksen, 1070 W. Ardmore Avenue,
Itasca, Illinois 60143, in the amount of $100,733.40 for Library
Furniture in the new Library. ROLL CALL VOTE:
Ayes: 5 — Trustees Butler, Caleel, Craig, Miologos and Savino.
Nays: 0 — None.
Absent: 1 — Trustee Korin. Motion carried.
C) EQUIPMENT
The apparent low bidder, Environetx, is not recommended because
it was an incomplete bid. The bid form was unsigned and the items
were not totaled. They did submit a bid bond in the amount of
$31,587.00 (meant to be 10% of their total bids for furniture &
equipment), but our totaling of their two bids is $233,393, requiring
a bond of only $23,339. Their bid also included an apparent error,
listing the price for one of the items at a cost of approximately 10%
of prices bid by the other firms. The apparent second low bidder,
Workspace, is not recommended because it was an incomplete bid
and contained obvious mistakes. The total bid submitted showed a
total cost of $168,940.42. In fact their bid (based on unit prices
submitted) totals $153,496.94 (unit prices govern on a bid). One of
the equipment items was noted as "not included" in the bid. The bid
form was also not signed. An allowance of $355,000.00 is in the
Village's contract with Harbour for Library Furniture, Library
Equipment and System Furniture. This recommendation uses
$175,712.57 of this total amount leaving $179,287.43 for Library
Furniture and System Furniture.
Motion by Trustee Butler, seconded by Trustee Savino, that a
contract be awarded, subject to staff review, to the lowest
responsive and responsible bidder, Landgraf's Ltd. Contract
Furnishings Group, 520 Redwood Drive, Aurora, Illinois 60506, in
the amount of $175,712.57 for Library Equipment in the new
Library.
VILLAGE OF OAK BROOK Minutes
Page 10 of 14 August 14, 2001
LBRY EQUIPMEN
7. C. 3) C)
ROLL CALL VOTE:
Ayes: 5 — Trustees Butler, Caleel, Craig, Miologos and Savino.
Nays: 0 — None.
Absent: 1 — Trustee Korin. Motion carried.
D) SYSTEM FURNITURE
The system furniture selected for the new public Library is
manufactured by Knoll. Staff recommends purchasing these items
through Knoll, receiving their best pricing (GSA).
The Village had an option of bidding the Knoll furniture or joining
either the US Communities Government Purchasing Alliance or
GSA Federal pricing. GSA pricing had a slightly better discount
from list price than the bid received by the US Communities
Alliance. The order goes through Henricksen, since they are the
firm that did the initial design work and will install the furniture.
An allowance of $355,000.00 is in the Village's contract with
Harbour for Library Furniture, Library Equipment and System
Furniture.
Motion by Trustee Butler, seconded by Trustee Caleel, to waive
bidding and award a contract, subject to staff review, to Knoll, c/o
Henricksen & Co., Inc. 180 North Wacker Drive, Suite 001,
Chicago, IL 60606, at a lump sum cost of $77,004.24 for System
Furniture and installation at the new Library. ROLL CALL VOTE:
Ayes: 5 — Trustees Butler, Caleel, Craig, Miologos and Savino.
Nays: 0 — None.
Absent: 1 — Trustee Korin. Motion carried.
D. PRELIMINARY APPROVAL OF 2002 VILLAGE BOARD
OBJECTIVES:
Proposed 2002 Village Board Objectives have been formulated based
on the May 21 and June 5, 2001 Committee of the Whole discussions
and subsequent input from the Board on July 24, 2001.
Preliminary approval of these objectives will give the staff direction to
identify other program objectives, determine appropriate measures and
responsibilities for accomplishment, complete the proposed Five -Year
Financial Plan and prepare the proposed 2002 Budget.
VILLAGE OF OAK BROOK Minutes
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Page 11 of 14
August 14, 2001
SYSTEM FURN
PRELIM APPVL O
02 VB OBJECTIVE
7. D. (continued)
Final approval of the 2002 objectives will take place in conjunction
with adoption of the 2002 Budget.
The Board requested Item 12, increase the frequency of publication of
the Village newsletter to six issues per year, under Department 1:
Legislative and General Management be deleted. The Board
determined that the four publications a year, Oak Brook Civic
Association newsletter, the cablecast of the Village Board meetings and
newspaper articles were sufficient in informing our residents of the
Village's operations.
Under Department 3: Public Works, Trustee Caleel requested a change
to read: 1. "Complete and begin implementation of a public right -of-
way beautification plan to be presented to the associations of
homeowners and recommended by the Plan Commission, subject to
Village Board approval."
Trustee Savino requested a modification under Department 3: Public
Works, 3. to read: "Complete replacement of the Village's street name
signs as approved by the Village Board."
Motion by Trustee Caleel, seconded by Trustee Butler, to approve the
list of 2002 Village Board Objectives as amended subject to final
approval in conjunction with the 2002 Budget. VOICE VOTE:
Motion Carried.
8. INFORMATION & UPDATES: INFO &
UPDATES
A. VILLAGE PRESIDENT: VLG PRES
President Bushy noted, as a member representing DuPage Mayors, she
attended the first meeting of the DuPage County Emergency
Management Committee.
B. VILLAGE MANAGER: VLLG MGR
Manager Veitch announced that the Five -Year Financial Plan would be
given to the Board on August 24`h. The Budget calendar requires that
the Board review it as a matter of new business on the regular agenda
of the Board's September 11`h meeting.
VILLAGE OF OAK BROOK Minutes Page 12 of 14 August 14, 2001
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10.
11
B. (continued)
It is assumed the Board may wish to review this in more detail this year
than previously, therefore, he suggested a special Committee-of-the -
Whole meeting to review the Plan on Monday, September 10, 2001.
DEPARTMENTAL REPORTS- LIASISON ASSIGNMENTS DEPT. RPTS
Community Development
Trustee Savino
Finance & Purchasing
Trustee Craig
Library & Technology
Trustee Korin
Public Safety
Trustee Caleel
Engineering, Public Works & Safety Pathway System
Trustee Miologos
Sports Core, Community Events & Hotel, Convention
& Visitors Committee
Trustee Butler
Village Clerk
Clerk Gonnella
Departmental reports were accepted as presented.
UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): UNFIN & NEW
BUSINESS
A) DISCUSSION — CHANGES IN REGULAR VILLAGE BOARD vB MTNG cHNGE
MEETING TIME AND STRUCTURE: TIME & STRUC 1'
Trustee Miologos suggested the Board meet informally, using a
conference table configuration fifteen minutes prior to the next four
Village Board meetings. President Bushy explained that a set agenda is
required for each of those meetings.
The Board discussed this issue. The Open Forum segment of the Board
meetings could be used by Trustee Miologos to discuss topics or ask
questions. The Board suggested that the Committee -of- the -Whole
meetings offer an opportunity to informally discuss various topics,
especially those that might require more time, as long as the agenda is
properly prepared and adhered to in accordance with the Open
Meetings Act.
OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: OTHER BUSINESS
Manager Veitch noted that at the Special Village Board Meeting this evening,
the Board reached a consensus to change the agenda format to create a section,
Board and Commission Recommendations, to be placed on the Village Board
agenda after the Consent Agenda. The Board concurred with this suggestion.
VILLAGE OF OAK BROOK Minutes Page 13 of 14 August 14, 2001
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12. ADJOURNMENT
Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting
at 9:40 p.m. VOICE VOTE: Motion carried.
ATTEST:
Linda K. Gonnella, CMC
Village Clerk
BOT- 081401
VILLAGE OF OAK BROOK Minutes Page 14 of 14 August 14, 2001
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ADJRN