Minutes - 08/26/2003 - Board of TrusteesMINUTES OF THE AUGUST 26, 2003 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN ON SEPTEMBER 9, 2003.
CALL TO ORDER: 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 7:34 p.m. The Pledge of Allegiance was given.
2. ROLL CALL: ROLL CALL
Village Clerk Linda Gonnella called the roll with the following persons
PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, George T.
Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos and
Asif Yusuf.
ABSENT: None.
IN ATTENDANCE: Richard B. Boehm, Village Manager; Dale L. Durfey, Jr.,
Village Engineer; 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; William
Haas, Deputy Police Chief; Bonnie Sartore, Bath & Tennis Club
Manager; James Bodony, Acting Fire Chief, Robert Cronholm,
Battalion Chief; Robert Morton, Battalion Chief, Kenneth
Kubiesa, Village Attorney and George Mueller Zoning Board of
Appeals member.
3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE
Trustee Caleel inquired into the Village's mosquito spraying program. Village
Manager Boehm gave an update on this issue.
4. APPROVAL OF MINUTES: MINUTES
Motion by Trustee Caleel, seconded by Trustee Yusuf, to approve the Minutes
of the Regular Board of Trustees Meeting of August 12, 2003 as presented and
waive the full reading thereof. VOICE VOTE: Motion carried.
C. AGENDA
VILLAGE OF OAK BROOK Minutes Page 1 of 16 August 26, 2003
I...,
5. CONSENT AGENDA:
All items on the Consent Agenda are considered to be routine in nature and will
be enacted in one motion.
Trustee Miologos asked to remove Agenda Items 5. A.4) Harbour Contractors,
Inc. Payout #30 - Municipal Complex Project - $36,013.29 and 5. E. I. Boiler
Replacement - Old Butler School for further discussion.
Motion by Trustee Korin, seconded by Trustee Yusuf, to approve the Consent
Agenda as amended. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
A. APPROVAL OF BILLS - $801,642.82
Significant items included above:
1) Brothers Asphalt Paving - Payout #2 - 2003 Paving Project -
$141,849.28
2) DuPage Water Commission - $286,082.99
3) Water Resources, Inc. - Payout #5 - Automatic Meter Reading Project -
$105,000.00
4) Harbour Contractors, Inc. - Payout 430 - Municipal Complex Project -
$36,013.29
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING AUGUST 16
2003 - $593,005.78
C. CHANGE ORDERS: None.
D. REFERRALS:
APV BLS -
$801,642.82
REMOVED
PYRL - 08 -16 -03 -
$593,005.78
CHNG ORDRS
REFERRALS
1) SHAH - 3308 MIDWEST ROAD - MAP AMENDMENT REFER TO SHAH -3308
MDWST RD - MAP
THE PLAN COMMISSION AT THEIR SEPTEMBER 15 2003 AMNDMNT
MEETING AND THE ZONING BOARD OF APPEALS AT THEIR
OCTOBER 6, 2003 MEETING
E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE SK BDS, PROPS,
CONTRACTS: NEG CTRCTS
1) BOILER REPLACEMENT - OLD BUTLER SCHOOL REMOVED
VILLAGE OF OAK BROOK Minutes Page 2 of 16 August 26, 2003
P-1.4
5. F. ACCEPT AND PLACE ON FILE — TREASURER'S REPORT OF JULY TREAS RPT - 07 -03
2003
G. REQUEST FOR WAIVER OF FEES — HAWKS SOCCER CLUB WV FEES - HwxS
SOCK CLB
H. SUE BOON SUBDIVISION — RECONFIGURATION OF DETENTION SUE BOON SUBDV
BASIN - LOT 1 - VACATION OF EASEMENT PLAT - BS - LO N - LOT [ 1 DETEN
1
6. ITEMS REMOVED FROM CONSENT AGENDA: RMVD C AGNDA
5. A. 4) HARBOUR CONTRACTORS INC. — PAYOUT #30 - MUNICIPAL HRBR CONTR, INC.
COMPLEX PROJECT - $36,013.29 PYOT -MCP -
$36,0133.2.2 9
Trustee Miologos asked if there is an update to the Board's previous
questions of how much more time is needed and funds to complete the
Municipal Complex Project. Manager Boehm stated the building is
presently in a punch list phase that has been submitted to Harbour
Contractors. A number of meetings have been held with Earth Tech and
Harbour Contractors to finalize the list of items to complete this project.
Trustee Korin asked to continue discussion with both firms to resolve
the change order issues. Discussion ensued relative to this subject.
Trustee Caleel stated that the subcontractors should be paid.
Motion by Trustee Korin, seconded by Trustee Miologos, to continue
this agenda item until the subcommittee meets and receives all the
information. ROLL CALL VOTE:
Ayes: 3 - Trustees Aktipis, Korin and Miologos.
Nays: 4 - President Quinlan, Trustees Caleel, Craig and Yusuf.
Absent:0 - None. Motion failed.
Motion by Trustee Caleel, seconded by Trustee Korin, to approve
Payout #30 to Harbour Contractors, Inc. in the amount of $36,013.29
without any further payments until Harbour Contractors, Inc. meets with
the subcommittee. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent:0 - None. Motion carried.
5. E. 1) BOILER REPLACEMENT — OLD BUTLER SCHOOL BOILR RPLCMNT -
BTLR SCHL
Trustee Miologos asked to discuss this agenda item as to what is the
strategic plan of the Butler School House usage. Manager Boehm
discussed the housing of the Historical Society's Museum which would
require further preservation of the building. The boiler is not functional
presently and requires replacement.
VILLAGE OF OAK BROOK Minutes Page 3 of 16 August 26, 2003
N
5. E. 1) Motion by Trustee Miologos, seconded by Trustee Korin, to authorize
staff to prepare specifications and obtain competitive bids for the
replacement of the old Butler School boiler. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf
Nays: 0 -None.
Absent:0 - None. Motion carried.
7. BOARD & COMMISSION RECOMMENDATIONS: BD/COMM RECOM
A. TRILLA — 59 BAYBROOK LANE - VARIATION — TITLE 13 OF THE TRILLA -59 BAYBRK
VILLAGE CODE — ZONING ORDINANCE — CHAPTER 13- 6B -3FM2 LSE' —VAR - sIDE vD
TBACK
SIDE YARD SETBACK TO ALLOW CONSTRUCTION OF A NEW
RESIDENCE
Zoning Board of Appeals Recommendation: Variation - The Zoning Board
of Appeals by a vote of 5 to 0, recommended approval of the request from
Mike and Tracy Trilla, the owners of the property at 59 Baybrook Lane for
variations to the two side yards to permit the construction of a new home on
the property. The specific variations include an approximate 7.3 feet
encroachment into the 40 -foot side yard setback (along Oak Brook Hills
Road) and an approximate 1.5 feet encroachment into the 18 -foot west side
yard setback (including roof overhang).
The existing home now encroaches into both side yards; 9.8 feet along Oak
Brook Hills Road and approximately 6 feet into the west side yard. These
encroachments include the four -foot roof overhang.
In making this recommendation, the Zoning Board made the following
findings:
• The petitioner has satisfied the standards required by the Zoning
Ordinance;
• The petitioner has demonstrated unique circumstance in that the existing
home presently encroaches into the two side yards;
• The hardship of the petitioner was not of their making;
• The proposed new home will enhance the value of surrounding
properties; and
• The requested encroachments for the new home will be less than the
existing encroachments.
Motion by Trustee Aktipis, seconded by Trustee Caleel, to concur with the
recommendation of the Zoning Board of Appeals and authorize the Village
Attorney to draft the necessary ordinance for final consideration at the
Village Board meeting of September 9, 2003. VOICE VOTE: Motion
carried.
VILLAGE OF OAK BROOK Minutes
Page 4 of 16 August 26, 2003
ACTIVE AGENDA (Items for Final Actions ACTIVE AGENDA
A. CONFIRMATION OF APPOINTMENTS: None. CNFRM APPTS
B. ORDINANCES & RESOLUTIONS: ORD /RES
1) RESOLUTION 2003 — AP -R -856, "A RESOLUTION OF RES 03 AP-R-856,
APPRECIATION — DANIEL LETIZIA" RES N -
DANIEL LETIZI ETIZIA
Motion by Trustee Caleel, seconded by Trustee Korin, to pass
Resolution 2003 AP -R -856, "A Resolution of Appreciation to Daniel P.
Letizia who has faithfully and with dedication and distinction served the
Village of Oak Brook. VOICE VOTE: Motion carried.
2) RESOLUTION 2003 -AP -R -857, "A RESOLUTION OF RES 03 AP -R -857,
APPRCTN
OF
APPRECIATION — RICHARD MARTENS" RICHARD
RES OF
MARTENS
Motion by Trustee Aktipis, seconded by Trustee Caleel, to pass
Resolution 2003 AP -R -857, "A Resolution of Appreciation to Richard
A. Martens who has faithfully and with dedication and distinction
served the Village of Oak Brook. VOICE VOTE: Motion carried.
President Quinlan read the resolution of appreciation and gave Attorney
Martens a plaque inscribed with the resolution. Attorney Martens
thanked the Board of Trustees, Village staff and residents of Oak Brook
for having the opportunity to serve the Village.
3) ORDINANCE 2003- FD -EXI -G -729 , "AN ORDINANCE ADOPTING ORD 03- FD- ExI -G-
A COMPREHENSIVE AMENDMENT TO CHAPTER 2 ( "FIRE AMNDMNT CHAPT
DEPARTMENT ") OF TITLE 3 ( "PUBLIC SAFETY') OF THE z - FIRE DEPT -
VILLAGE CODE OF THE VILLAGE OF OAK BROOK, ILLINOIS" sa ETY PUB
Last year the Finance Department provided a lengthy memorandum
regarding ambulance fees. As a result of that study, the Village Board
adopted an ordinance which set a $300.00 fee for residents and a
$500.00 ambulance fee for nonresidents. Those fees need to be adjusted
annually over the next five (5) years as Medicare is phasing in increased
fees over this five (5) year period.
This year, Medicare allows a charge of $211.30 for a call involving
Basic Life Support, $283.92 for a call involving Advanced Life Support
Level I service and $345.45 for a call involving Advanced Life Support
Level II service. This last level is rare, as it requires the intravenous
administration of three or more medications or the provision for an
invasive or other procedure such as intubation, defibrillation or
introduction of a central nervous line.
VILLAGE OF OAK BROOK Minutes Page 5 of 16 August 26, 2003
B. 3) Less than five percent (5 %) of the Village's calls are for a Level II
response. Nevertheless, for each Level II ambulance run billed, the
Village would be leaving $45.00 on the table at the $300.00 rate.
Consequently, staff has created a two (2) tier payment schedule, wherein
a resident pays $300.00 and a nonresident, $500.00, for an ambulance
run involving Basic Life Support Services or Advanced Life Support
Services Level I. The second tier requires payment of $345.00 for
residents and $545.00 for nonresidents for Advanced Life Support
Level II Services. Also, in keeping with revisions in the Medicare fee
schedule, it is recommended that the mileage rate be increased from
$5.47 per mile to $5.53 per mile.
With the fee structure change, it seemed an appropriate time to revise
Chapter 2 of Title 3 of the Village Code pertaining to the Fire
Department. This is one of the few chapters in the Village Code which
did not undergo a comprehensive revision as part of the recodification of
the Village Code. Of particular note is the addition of subsection A in
section 3 -2 -2, which creates the office of Fire Chief and provides for the
Chief's appointment by the Village President and approval by the
Village Board. This process was created by an ordinance in 1967, but
apparently was not included as part of the Village Code.
The other changes provided in Chapter 2 include updating some
antiquated language ( "no wagon shall be driven over any unprotected
hose ") and acknowledging that the Chief of the Fire Department may
suspend any firefighter from duty not to exceed five (5) calendar days as
provided in State statute.
Motion by Trustee Yusuf, seconded by Trustee Caleel, that the Village
Board approve Ordinance 2003- FD -EXI -G -729, "An Ordinance
Adopting a Comprehensive Amendment to Chapter 2 ( "Fire
Department ") of Title 3 ( "Public Safety ") of the Village Code of the
Village of Oak Brook." ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS:
AWARD CT
1) PROFESSIONAL SERVICES FROM GAGE- BABCOCK & PROF SERV - FIRE
ASSOCIATES, INC. PLN RV WS
VILLAGE OF OAK BROOK Minutes Page 6 of 16 August 26, 2003
8. C. 1) These professional services are for plan review of construction drawings
received by Community Development and the Fire Prevention Bureau
for work to be conducted within the Village of Oak Brook. The plan
reviews are specifically for fire alarm and detection systems and fire
suppression (sprinkler) systems.
The permitting process in Community Development is such that fees are
attached to permits for services provided by Village staff and other
agencies contracted by the Village of Oak Brook. The fees charged by
GBA for alarm and sprinkler plan review are passed on to the applicant
through inclusion in the cost of the permit. This pass through financing
provides that although the payment of fees to GBA is relation to a
budget account, they are recouped in the price of the permit.
The Fire Prevention Bureau's short term goal is to provide this service
in -house by current staff. This goal will be realized in the next 6 -12
months after training is complete. At that time there will be minimal
reliance on these outside professional services.
Motion by Trustee Yusuf, seconded by Trustee Caleel, to establish a
standing purchase order in the amount of $14,000 for professional
services received from Gage- Babcock & Associates, Inc. (GBA).
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) RESERVOIR A PUMPING EQUIPMENT REPLACEMENT
Six sealed bids were opened on July 16, 2003. The engineering firm of
Alvord Burdick and Howson reviewed references on the apparent four
lowest bidders and recommends the Village accept the bid submitted by
Meccon Industries. References checked gave Meccon an average rating
of 9 on a scale of 1 -10.
The work consists of replacing four pumping units with vertically
mounted split case pumps with intermediate shafting and variable speed
electric motors; two variable frequency drive units; two dehumidifiers;
replacement of the existing pumping station entrance double leaf door
with a single leaf door with emergency station water overflow louvers
and modifications to existing SCADA system. Meccon will do all the
mechanical work and Ornelas Construction Co. (listed as general
contractors in bid documents) will furnish and install the aluminum door
and frame, concrete pump bases and demolish the existing pump bases.
VILLAGE OF OAK BROOK Minutes Page 7 of 16 August 26, 2003
RES A PMP EQUIP
REPLCMNT
C. 2) Motion by Trustee Miologos, seconded by Trustee Aktipis, that the
Village award a contract, subject to staff review, to the lowest
responsive and responsible bidder Meccon Industries, Inc., 2703 Bernice
Road, PO Box 206, Lansing, Illinois 60438 -0206 for Reservoir A —
Pumping Equipment Replacement, for a total amount of $346,150.00.
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
Village Attorney Martens indicated that Agenda Items 8.C.3 through 8.C.7
could be included in one motion.
3) PUBLIC WORKS LEAF LOADER
One sealed bid was opened on August 8, 2003. Packages were sent out
to four companies. The companies that did not bid were unable to meet
the Village's specifications. Standard Equipment Company was able to
meet the specifications and staff has received adequate references.
This unit will be one of two leaf collection machines the Village utilizes
during the annual leaf collection program. Two leaf collection crews are
necessary in order to maintain the schedule. The unit being replaced is
no longer being manufactured which is making the availability of parts a
problem. The Village spent $12,036.00 on the unit being replaced in the
past nine years in major repairs, maintenance, and labor. Delivery of
the unit will be approximately 45 days after placement of order. The life
expectancy of the new unit is 12 -15 years.
Motion by Trustee Miologos, seconded by Trustee Aktipis, that the
Village award a contract, subject to staff review, to the lowest
responsive and responsible bidder Standard Equipment Company, 2033
West Walnut Street, Chicago, Illinois 60612, for a trailer mounted
vacuum leaf loader, for a total price of $26,800.00; West Side Tractor
Sales, 1400 West Ogden Avenue, Naperville, Illinois 60563, for a
rubber -tired combination backhoe, for a total net price of $70,740.00;
Northwest Ford & Sterling Truck Center, 4000 North Mannheim Road,
Franklin Park, Illinois 60131, for a tandem rear -axle dump truck, for a
total price of $126,943.00; Ron Tirapelli Ford, 4355 West Jefferson
Street, Shorewood, Illinois 60431, for a one ton utility truck, for a total
price of $41,586.00; Terry's Ford Lincoln Mercury, 363 North Harlem
Avenue, Peotone, Illinois 60468, for (2) 4 -wheel drive pick -up trucks,
for a total price of $73,145.00. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusu£
Nays: 0 - None.
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 8 of 16 August 26, 2003
L�
PW LEAF LOADER
8. C. 4) COMBO BACKHOE PW COMBO
BACKHOE
Two sealed bids were opened on August 13, 2003. Packages were either
sent out or picked up by six companies. The companies that did not
submit bids were unable to meet the Village's specifications. Staff has
reviewed and received adequate references for West Side Tractor Sales.
The Public Works Department operates and maintains two units. This
new unit will be assigned to the Water Division, as their work requires
the need for a backhoe on an almost daily basis; the other unit will be
assigned to the Street Division. This new unit is also an integral piece
of equipment during snow removal and plowing operations. The trade -
in unit needs approximately $16,000 - $20,000 in repairs and
replacements.
Previously approved under Agenda Item 8.C.3.
5) PUBLIC WORKS DUMP TRUCK PW DUMP TRCK
Three sealed bids were opened on August 8, 2003. Packages were sent
out to four companies. Staff has reviewed and received adequate
references for Northwest Ford and Sterling Truck Center.
The unit being replaced is the Public Works Street Division's backup
dump truck. When an existing truck is replaced, the unit is reassigned
as a backup. This allows the snowplow operators to move quickly from
one unit to another when there is a mechanical breakdown.
Unfortunately, breakdowns do occur during snow and ice control
operations. This allows snow removal operations to continue without
interruptions. The Public Works Water Division will also use this new
unit when excavations require the removal and hauling of debris.
The unit being replaced needs $13,378.00 in repairs and replacements.
Since it will be the backup unit, it will not be used every day.
Previously approved under Agenda Item 8.C.3.
6) PUBLIC WORKS UTILITY TRUCK PW UTILITY TRK
Five sealed bids were opened on August 8, 2003. Packages were sent
out to eight companies. Staff has reviewed and received adequate
references for Ron Tirapelli Ford.
VILLAGE OF OAK BROOK Minutes Page 9 of 16 August 26, 2003
`6
S. C. 6) This unit is assigned to the Water Division of the Public Works
Department. It is used for water utility work such as hauling equipment
and personnel, towing the utility repair trailer, and air compressor. Its
main assignment is to the Village's customer service employee.
The unit being replaced needs $8,810.00 in repairs and replacements. It
will be auctioned at the DuPage Mayors and Managers Auction in 2004.
Previously approved under Agenda Item 8.C.3.
7) PUBLIC WORKS PICK -UP TRUCKS Pw PICK -UP TRK
Four sealed bids were opened on August 13, 2003. Packages were either
sent out or picked up by fourteen companies. Companies that did not
submit a bid either did not have the trucks in stock or were unable to
meet Village specifications. Staff has reviewed and received adequate
references for Terry's Ford Lincoln Mercury.
Unit 404 is assigned to the Public Works Vehicle Maintenance Division.
It is used for several calls, pick -up and delivery of replacement parts and
supplies, and is the lead snowplowing unit for snow removal operations.
The unit being replaced needs $3,090.00 in repairs and replacements.
The replaced unit will be used as the Public Works Street Division's
backup unit.
Unit 501 is assigned to the Public Works Street Division. The
Supervisory Foreman uses it. It is also used for hauling supplies and
equipment as well as the front -line piece of equipment for snow removal
and plowing operations. The unit being replaced needs $4,150.00 in
repairs and replacements. It will be auctioned at the DuPage Mayors and
Managers Auction in 2004.
Previously approved under Agenda Item 8.C.3.
8) ENGINEERING SERVICES — WATER MAIN REPLACEMENT — ENG SERV - wTR
SALT CREEK CROSSING (a) 31ST STREET MN REPLCMNT -
SLT CRK @ 31 ST
Along with other water main breaks that have been detected since
Associated Technical Services (ATS) began the Village's system -wide
leak detection survey, another leak has been uncovered on the 12" water
main that runs adjacent to 31s` Street. Unfortunately, the leak has been
pinpointed in the section of main that lies directly beneath Salt Creek.
As the water main is not encased inside a casing pipe or constructed
with restrained joints, the main cannot be "pulled out ", repaired, and
reinstalled. As such, it is the collective opinion of both staff and AB &H
that the existing section of main be abandoned and a new section
installed.
VILLAGE OF OAK BROOK Minutes
0
Page 10 of 16 August 26, 2003
8. C. 8) The exact method and construction details have not been worked out
and staff is soliciting Board authorization to negotiate an engineering
service agreement with AB &H after which the project will be
competitively bid.
State statue permits the Village to waive the selection part of the QBS
process for the following reasons:
1. The Village has an existing satisfactory relationship with a firm
providing these services
2. An emergency exists
3. The cost of the services are expected to be less than $25,000
The Village qualifies for the ls` two reasons, and may qualify for the 3rd
"emergency conditions" not knowing how much water is leaking from
the main.
Staff also has determined that AB &H should be hired for the following
reasons:
• AB &H is very familiar with this type of work (water crossings) as
they designed several crossings being the DuPage Water
Commission's consulting engineer for transmission and distribution
pipeline work.
• The Village is presently under contract with AB &H for design and
construction related services for the Reservoir A pumping
equipment replacement project wherein the Village did utilize the
complete QBS process.
The scope of services to be performed by AB &H include: design of the
new installation, preparation of plans and technical specifications,
permit(s) application and obtainment, cost estimate, and construction
observation services.
As neither staff nor ATS cannot determine how much water is leaking at
this point, it would be impossible to know how serious the leak is.
Nevertheless, even a 100 gallon per minute leak (moderate for a water
main break) that is left unattended would cost the Village approximately
$87,000 annually in DWC costs at the current $1.66 per thousand gallon
rate.
VILLAGE OF OAK BROOK Minutes
0-1
Page 11 of 16 August 26, 2003
8. C. 8) Motion by Trustee Miologos, seconded by Trustee Aktipis, that the
Village Board (1) waive part of the qualifications -based selection (QBS)
procedure and (2) authorize, subject to staff review, execution of an
agreement with Alvord, Burdick & Howson L.L.C. (AB &H) of Lisle, in
the not -to- exceed amount of $20,000.00 to design and perform
construction related services for the replacement of the Village's Salt
Creek water main crossing at 315` Street. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
9) PROFESSIONAL LEGAL SERVICES
At its meeting of August 12, 2003, the Village Board confirmed the
appointment of Kenneth T. Kubiesa of the firm of Kubiesa, Spiroff,
Gosselar, Acker & Kern, P.C. as Village Attorney for the Village of Oak
Brook effective September 1, 2003.
Motion by Trustee Korin, seconded by Trustee Yusuf, to approve a
Letter of Intent stating services that will be provided the Village with
Kenneth Kubiesa having the primary responsibility as Village Attorney;
Attorney Harlan Spiroff and other members of the firm acting on his
behalf at Village Board meetings when he is not available; and Attorney
Joan Mullins acting as Village Prosecutor. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf
Nays: 0 - None.
Absent: 0 - None. Motion carried.
10) VIDEOGRAPHER SERVICES AGREEMENT
The Village has been cablecasting Village Board meetings since 1997,
with Sunrise Communications providing the videographer services,
using its own equipment. Although the current 2 -year contract with
Sunrise does not expire until January 2004, discussions raised about
providing additional copies of the videotapes created the need to
negotiate a new contract prior to the expiration date.
Under our current contract the Village pays $400 per meeting and $30 for
duplication and delivery of one videotape for the Village Clerk's Office.
Additional tapes for the Library and the Board would be an additional $20.
The new 3 -year contract proposes that the maximum meeting length be
reduced from 150 minutes to 120 minutes and a rate increase from $70
to $80 per additional hour over the maximum - to be billed in 1/2 hour
increments.
VILLAGE OF OAK BROOK Minutes
Page 12 of 16 August 26, 2003
PROF LEGL SERV
VIDEOGRPHR SERV
AGR
8. C. 10) The camera operator rate will remain at $400 per meeting, $20 for
delivery, but no charge for the duplication of three tapes for the Village
Clerk, the Library and the Board of Trustees. This is a savings of $30
per meeting or possibly $324 over the term of the contract.
Staff has been pleased with the quality of work provided by Sunrise
Communications, and has benefited from the company's additional
assistance acting as liaison with the cable television provider, working
with staff to secure public service announcements, fine - tuning of
electronic equipment, etc.
Motion by Trustee Aktipis, seconded by Trustee Korin, that the Village
Board waive bidding and award a contract to Sunrise Communications,
Inc. for videotaping services for Village Board Meetings. ROLL CALL
VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
11) AT &T TOWER LEASE AGREEMENT
AT & T Wireless PCS, LLC is proposing to lease space on the Village's
water tower located at 2011 Windsor Drive. The Option to Lease
consists of approximately 312 square feet for a ground level cabinet and
space on the water tower structure for the placement of up to nine (9)
antennas.
AT &T will pay the Village $2350 for the lease option; if the lease
option needs to be extended, AT &T will pay an additional $2500.
During the lease option period, AT &T will obtain all the necessary
approvals from the FCC and a structural approval from Chicago Bridge
and Iron. Once AT &T places the cabinet and antennas on the tower,
they will pay $2350 per month for the first year. Each subsequent year,
the rent will increase 3% per month. There will be the potential for six
5 -year lease terms with the overall lease proposal for a 30 -year term
worth $1,316,010.
AT &T will screen its ground level cabinet space with an 8 foot high,
white PVC fence. Landscaping will include arborvitae and lilac bushes.
Access to the site will be limited with the Village requiring prior notice.
At no time will AT &T employees be allowed to enter the water tower
without Village staff being present.
VILLAGE OF OAK BROOK Minutes
Page 13 of 16 August 26, 2003
AT &T TWR LS AGR
8. C. 11) Motion by Trustee Craig, seconded by Trustee Korin, to approve
entering into an Option and Lease Agreement with AT &T Wireless
PCS, LLC for the installation of wireless communication equipment on
the Village's water tower located at 2011 Windsor Drive and to
authorize the Village President to execute said document. ROLL CALL
VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
12) UNIT 913 REPLACEMENT — FIRE DEPARTMENT FD - UNT 913 RP Lc
On April 8, 2003, the Village Board rejected the purchase of a 2003
Ford pick -up truck at the State purchase price of $20,751.00. The
Village has $24,000 budgeted for the replacement of Unit 913, a pick -up
truck, utilized by the Oak Brook Fire Department.
Board members had requested that the Village Manager investigate what
other funding options may be available for the purchase of the vehicle.
Several dealers in the area were contacted and stated they could either
provide us with a low interest purchase option or a reduced purchase
price. The lowest purchase price quoted at that time was $20,697 for a
2003 4x4 extended cab pick -up.
Staff recently received a quote from Terry's Automotive Group for a
2004 4x4 extended cab pick -up for $20,518. Based on the fact that this
is a newer model and is $233 under the 2003 State purchase price, staff
recommends that the Village Board approve this purchase. The Village
will realize a budget savings of $3482 with this purchase.
Motion by Trustee Yusuf, seconded by Trustee Caleel, to approve the
purchase of a 2004 4x4 extended cab pick -up truck to replace the Fire
Department Unit 913 from Terry's Automotive Group at the purchase
price of $20,518.00.
Trustee Korin addressed her concern of meeting the budget and asked if
the Fire Department could reduce their budget by $20,000 to
accommodate this expenditure. Discussion ensued relative to the
purchase by the Board members.
Motion by Trustee Miologo, seconded by Trustee Korin, to amend the
previous motion to continue this agenda item to the next Village Board
meeting. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Caleel, Craig, Korin and Miologos.
Nays: 1 - Trustee Yusu£
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 14 of 16 August 26, 2003
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8. C. 12) Attorney Martens indicated that Trustee Yusuf s original motion should
be placed on the agenda of the next Village Board meeting.
9. INFORMATION & UPDATES: INFO & UPDATES
A. VILLAGE PRESIDENT:
President Quinlan announced that children are back in school this week and
to please be cautious and drive carefully.
B. VILLAGE MANAGER: None.
C. VILLAGE CLERK:
Clerk Gonnella announced that the Village Clerk's staff beginning
September 1st, has changed the hours for acceptance of passport applications
from 8:30 a.m. until 3:30 p.m. Monday through Thursday to accommodate
the public. The hours have also been expanded to accommodate absentee
voting and taxicab inspections.
VLLG PRES
VLLG MGR
VLLG CLK
10. ADJOURN TO CLOSED SESSION: ADJRN - CLSD MTG
Trustee Aktipis commended the Public Works Department for removal of
weeds along Route 83.
Motion by Trustee Craig, seconded by Trustee Yusuf, to adjourn to a Closed
Meeting at 8:32 p.m. to set a price for the sale or lease of property owned by the
public body; selection of a person to fill a public office, including a vacancy in
a public office, when the public body is given the power to appoint under law
or ordinance; to discuss minutes of meetings lawfully closed under the Open
Meetings Act, whether for the purpose of approval by the body of the minutes,
or for semi - annual review of the minutes as required by the Opening Meetings
Act and to consider litigation, when an action against, affecting or on behalf of
the particular public body has been filed and is pending before a court or
administrative tribunal. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
11. ADJOURNMENT: ADJRN
Motion by Trustee Miologos, seconded by Trustee Caleel, to adjourn the
meeting at 9:25 p.m. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 15 of 16 August 26, 2003
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ATTEST:
�r
Linda K. Gonnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 16 of 16 August 26, 2003