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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 i� 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 L� 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 `� 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 9 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 0 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 0 ADJRN