Minutes - 09/11/2001 - Board of TrusteesMINUTES OF THE SEPTEMBER 11, 2001 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN BY THE VILLAGE BOARD
ON SEPTEMBER 25, 2001.
1. CALL TO ORDER: CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by
President Bushy in the Samuel E. Dean Board Room of the Village Commons
at 7:30 p.m. Pledge of Allegiance was given.
2. ROLL CALL: ROLL CALL
The Deputy Village Clerk called the roll with the following persons
PRESENT: President Karen M. Bushy, Trustees George T. Caleel, Susan
Korin, Elaine Miologos and Alfred P. Savino.
ABSENT: Trustees Adam Butler and John W. Craig.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Bruce F.
Kapff, Director of Information Services & Purchasing; Robert L. Kallien, Jr.,
Director of Community Development; Richard A. Martens, Village Attorney;
Ruth A. Martin, Library Director; Michael J. Meranda, Director of Public
Works.
3. MOMENT OF SILENCE FOR THE TRAGEDY OF THIS DAY: ANNOUNCE
President Bushy expressed that this had been a day of deep distress and anguish
for every American. She reflected on the tragedies of the past and added that
this day of attack on our country will enter into the ranks of those experiences.
She expressed the feeling that all of us had a burden in our hearts for the people
involved in this tragedy and offered a moment of silence for those who lost
their lives on the altar of freedom today.
She thanked the community for their patience and the local churches for their
notification of the schedule of services. She indicated that as the Village had
additional information it would be made available through the switchboard.
She added that out of respect for the victims and her belief that this is a time
when people should all be home with their families or at a place of worship if
that is your choice, the agenda had been truncated to the minimum of items that
need to be addressed. The agenda contained only those items, which must be
addressed so that the Village functions until the next Board meeting when the
remainder of the agenda will be completed.
VILLAGE OF OAK BROOK Minutes Page 1 of 7 September 11, 2001
4. APPROVAL OF MINUTES: MINUTES
5
Motion by Trustee Caleel, seconded by Trustee Savino, to approve the minutes
of the Regular Board of Trustees Meeting of August 28, 2001 as presented and
waive the full reading thereof VOICE VOTE. Motion carried.
CONSENT AGENDA:
All items on the Consent Agenda are considered to be routine in nature and will
be enacted in one motion.
Motion by Trustee Caleel, seconded by Trustee Savino, to approve the Consent
Agenda as presented. ROLL CALL VOTE:
Ayes: 4 — Trustees Caleel, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 2 - Trustees Butler and Craig. Motion carried.
A. APPROVAL OF BILLS - $620,028.71
C. AGENDA
APPROVAL
BILLS
$620.028.71
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING PAYROLL
SEPTEMBER 1, 2001- $599,536.32 $599.536.32
C. APPROVAL OF CHANGE ORDERS — None.
D. APPROVAL OF PAYOUTS:
CH. ORDERS
PAYOUTS
1) JAMES J. BENES & ASSOCIATES, INC. — PAYOUT #13 — 2001 2001 PVG DRNG
PAVING & DRAINAGE PROJECT - $16,102.64 PROJECT
2) HARBOUR CONTRACTORS, INC. — PAYOUT #7 - MUN. CPLX
MUNICIPAL COMPLEX PROJECT — $276,269.93 PROJECT
E. APPROVAL OF REFERRALS — None.
F. APPROVAL OF AUTHORIZATION TO SEEK BIDS OR APPROVE BIDS
PROPOSALS:
1) ABANDONMENT OF WELL #1 — PUBLIC WORKS
ABDN WELL
2) UNIFORMS & MISCELLANEOUS EQUIPMENT — FIRE UNIFORMS/
DEPARTMENT EQUIP - FD
VILLAGE OF OAK BROOK Minutes
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Page 2 of 7 September 11, 2001
5. G. GRANT OF EASEMENT TO NORTHERN ILLINOIS GAS NICOR EASEMENT
COMPANY — SPRING ROAD
H. ORDINANCE 2001 -PP -S -1001 AN ORDINANCE AUTHORIZING 0#01 -PP -S -1001
THE SALE OF CERTAIN PERSONAL PROPERTY OWNED BY
THE VILLAGE OF OAK BROOK
6. ITEMS REMOVED FROM CONSENT AGENDA: None RMVD C AONDA
7. BOARD & COMMISSION RECOMMENDATIONS: None BD /COMM RECOM
8. ACTIVE AGENDA (Items for Final Actions ACTIVE AGENDA
A. APPOINTMENTS: None APPOINTMENT
B. ORDINANCES & RESOLUTIONS:
1) ORDINANCE 2001- ZO- SU- FP -EXl -S -1002 AN ORDINANCE 0#01-ZO-SU-FP-EX1-
GRANTING A FLOOD PLAIN SPECIAL USE PERMIT S -1002
PURSUANT TO SECTION 9 -1 -8 OF THE VILLAGE CODE OF
THE VILLAGE OF OAK BROOK, ILLINOIS (341 FOREST
TRAIL, OAK BROOK, IL 60523
Pursuant to the Board's direction, Village Attorney Martens has
drafted an ordinance, which grants a flood plain special use permit
for construction of improvements to the existing residence at 341
Forest Trail located within the flood plain.
Motion by Trustee Savino, seconded by Trustee Caleel, to approve
Ordinance 2001- ZO- SU -FP -EX 1 -S -1002, "An Ordinance Granting
A Flood Plain Special Use Permit Pursuant to Section 9 -1 -8 of the
Village Code of the Village of Oak Brook, Illinois (341 Forest
Trail, Oak Brook, IL 60523) ". ROLL CALL VOTE:
Ayes: 4 — Trustees Caleel, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 2 - Trustees Butler and Craig. Motion carried.
2) ORDINANCE 2001- ZO -V -S -1003 AN ORDINANCE 0#01- ZO -v -S -1003
GRANTING VARIATIONS FROM THE PROVISIONS OF
SECTIONS 9 -1 -9 AND 9 -1 -10 OF THE VILLAGE CODE OF
THE VILLAGE OF OAK ILLINOIS (341 FOREST
TRAIL, OAK BROOK, IL 60523
VILLAGE OF OAK BROOK Minutes
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Page 3 of 7 September 11, 2001
8. B. 2) Pursuant to the Board's direction Village Attorney Martens has
drafted an ordinance which grants variations from the flood plain
and wetland regulations to permit the first floor of the proposed
improvements to be less than one foot above the base flood
elevation.
Motion by Trustee Savino, seconded by Trustee Caleel, to approve
Ordinance 2001- ZO -V -S -1003, "An Ordinance Granting Variations
from the Provision of Sections 9 -1 -9 and 9 -1 -10 of the Village
Code of the Village of Oak Brook, Illinois (341 Forest Trail, Oak
Brook, IL 60523) ". ROLL CALL VOTE:
Ayes: 4 — Trustees Caleel, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 2 - Trustees Butler and Craig. Motion carried.
3) ORDINANCE 2001- ZO -V -S -1004 AN ORDINANCE
GRANTING A VARIATION FROM THE PROVISIONS OF
SECTION 13- 613-3F2 OF THE VILLAGE CODE OF THE
VILLAGE OF OAK BROOK RELATIVE TO SIDE YARD
REQUIREMENTS (10 LOCHINVAR LANE, OAK BROOK, IL
60523
Pursuant to the Board's direction, Village Attorney Martens has
drafted an ordinance which grants a variation to permit the
construction of a second -floor addition to an existing non-
conforming home which currently encroaches 11 feet into the
required 18 -foot side yard at the property at 10 Lochinvar Lane.
Motion by Trustee Savino, seconded by Trustee Caleel, to approve
Ordinance 2001- ZO -V -S -1004 "An Ordinance Granting a Variation
from the Provisions of Section 13 -6B -3172 of the Village Code of
the Village of Oak Brook Relative to Side Yard Requirements (10
Lochinvar Lane, Oak Brook, IL 60523)." ROLL CALL VOTE:
Ayes: 4 - Trustees Caleel, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 2 - Trustees Butler and Craig. Motion carried.
C. AWARD OF CONTRACTS:
1) 2001 WATER MAIN & DRAINAGE PROJECT
Fourteen bid packages were sent out and three sealed bids were
received on September 5, 2001 for this project. Staff called the
companies who decided not to bid.
VILLAGE OF OAK BROOK Minutes
Page 4 of 7 September 11, 2001
0#01- ZO -V -S -1004
AWARD CT
01 W MN PROJ
8. C. 1) Two stated that they were too busy, one stated that they were a
subcontractor only, one stated that the job was too small, and
another stated that he decided to bid on another project due on the
same day. The other nine companies did not return the call.
The budgeted amount for this project is $88,000.00 from the Water
System Improvements Program and $48,000.00 from the
Stormwater Management Improvements Program for a total of
$136,000.00. The engineer's estimate of construction cost was
$103,070.00. Work is scheduled for completion by November 21,
2001. J. Congdon has worked recently in the Village, as a
subcontractor to our paving companies and their work has been
satisfactory.
Motion by Trustee Miologos, seconded by Trustee Caleel, that a
contract be awarded, subject to staff review, to the lowest
responsive and responsible bidder, J. Congdon Sewer Service, Inc.,
170 -A Alexandria Way, Carol Stream, Illinois 60188 based on the
unit prices listed on the bid tabulation, for an estimated total
contract price of $132,661.00. ROLL CALL VOTE:
Ayes: 4 — Trustees Caleel, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 2 - Trustees Butler and Craig. Motion carried.
D. RATIFICATION OF AN EMERGENCY CHANGE ORDER — EMG CH ORDER -
LIBRARY PROJECT VOICE & DATA CABLING LIB PROJ
An emergency situation arose with the Library construction project,
requiring Village Board authorization to allow the project to continue.
The Village Board was polled on Friday, September 7, 2001 and staff
received authorization for the voice and data cabling to be installed
simultaneously with installation of the accessible floor.
It was believed that the voice and data cabling would be completed
further along in the construction process, allowing adequate time to
advertise for and receive sealed bids. Because of the unusual and
unique aspects of this flooring system, the cabling must be pulled
simultaneously with floor installation. This is to optimally protect the
sanitary integrity of the plenum once the floor is in place, while
construction activity continues above it. Construction debris could
collect in the pen plenum, causing potential air quality problems.
Therefore, the floor must be cleaned and sealed after installation and not
opened again until construction is complete. Once construction is
completed, the floor will be accessible for regular maintenance.
VILLAGE OF OAK BROOK Minutes
Page 5 of 7 September 11, 2001
8. D. The Library consultant was able to provide a cabler to do this work
immediately. Staff has checked the cost with Harbour Contractors, Inc.
and it appears reasonable. The emergency nature prevents a normal
bidding process (which was the Village's original intent). Without this
authorization, it would have been necessary to stop work and proceed
with the bidding process. The subsequent work stoppage would have
been a minimum of six weeks and would have incurred significant
additional costs and penalties from other contractors having to be pulled
off the job.
Funds for cabling are in the Library technology budget and were
anticipated to be approximately $27,000 to $35,000.
Concern was expressed that Harbour Contractors, Inc had not foreseen
these circumstances. Manager Veitch responded that in hindsight it was
probably correct that it should have been foreseen, but our own
inspectors and staff felt that it was a necessary action. The difference
arose because it was not required that data cabling be within conduit.
Conduit would increase the price considerably but the cabling could be
threaded through at a later date. Therefore, if the cabling was run
without conduit it needed to be protected and placed at this time.
Motion by Trustee Korin, seconded by Trustee Savino, to waive
bidding and ratify and confirm the emergency change order authorized
by the Village Board in a telephone poll on Friday, September 7, 2001,
to proceed with installation of voice and data cabling at the Library
construction site, based on the following findings of fact:
1. The circumstances were not reasonably foreseeable at the time
the contract was signed, and
2. The change order is in the best interest of the Village of Oak
Brook and authorized by law. ROLL CALL VOTE:
Ayes: 4 — Trustees Caleel, Korin, Miologos and Savino
Nays: 0 - None
Absent: 2 - Trustees Butler and Craig. Motion carried
9. INFORMATION & UPDATES:
President Bushy reported that she had received a letter from Senator Walter
Dudycz. She summarized that the state was looking at legalizing gambling in
local liquor establishments in order to gain control of video gambling through
licensing and gain revenue from taxing structures. She indicated that the
legislation had not been drafted and they were looking for comments from local
municipalities by October 9, 2001.
VILLAGE OF OAK BROOK Minutes
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Page 6 of 7 September 11, 2001
INFO & UPDATES
She suggested that if it is enacted, the Village urge the context of the statute not
restrict local governments that are non home -rule from enacting stricter
regulations such as prohibition. She reminded the Board that non -home rule
municipalities must follow what the state does which would mean that we
would have to permit gambling machines.
President Bushy asked for thoughts and comments that could be forwarded to
Senator Dudycz in a timely fashion.
10. DEPARTMENTAL REPORTS: -None.
11. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): None.
DEPT. RPTS
UNFIN & NEW
BUSINESS
12. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None. OTHER BUS.
13. ADJOURNMENT:
Motion by Trustee Caleel, seconded by Trustee Savino, to adjourn the meeting
at 7:47 p.m. VOICE VOTE. Motion carried.
ATTEST:
L] '2,1c: 6,"W'
Linda K. Gonnella, CMC
Village Clerk
BOT091101.Rev 2
VILLAGE OF OAK BROOK Minutes
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