Minutes - 09/12/1995 - Board of Trustees5. OMNIBUS AGENDA:
Motion by Trustee Bartecki, seconded by Tru -3tee Savino, to approve the Omnibus
Agenda. ROLL CALL VOTE:
Ayes- 4 - Trustees Bartecki, McInerney, Savino and Shumate
Nays: 0 - None.
Absent: 2 - Trustees Kenny and Payovich. Motion carried.
APPROVAL OF : it
BILLS
A. APPROVAL OF BILLS: Approved Omnibus Vote. $525,155.64
PAYROLL - i
B. APPROVAL. OF PAYROLL: Approved Omnibus Vote. 11238!734.67
C. CHANGE: ORDERS: None.
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VILLAGE OF OAK BROOK Minut ®s Page 1 of 7 September 12, 1995
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VILLAGE OF OAK BROOK Minutes Sept, 1.2, 1995
UNOFFICIAL UNTIL APPROVED AS WRITTEN i. ----'
OR AS kMENDED BY VILLAGE BOARD
ON
1. MEETING GALL:
MEETING CALL
The Regular Meeting of the Board of Trustees was called to order by President Bushy
in the Samuel E. Crean Board Room of the Village Commons at 7:31 p.m. Pledge of
Allegiance was given.
2. ROLL CALL:
ROLL CALL
The Deputy Clerk called the roil with the following persons
PRESENT: President Bushy, Trustees Bartecki, McInerney and Savino.
Trustee Shumate arrived at 7:35 p.m.
Trustee Kenny arrived at 7:40 p.m.
ABSENT: Trustee Payovich.
IN ATTENDANCE: Stephen L. Veitch, Village Manager; Dale L. Durfey, Jr., Village
Engineer; Bruce F. Kapff, Purchasing Director /Grants Coordinator; Darrell J. Langlois,
Finance Officer/Treasurer, Richard A. Martens, Village Attorney; and Ruth A. Martin,
Librarian
3. ANNOUNCEMENTS & OPEN FORUM: No one appeared.
ANNOUNCEMEPITS�
4. APPROVAL OF MINUTES:
AND OPEN FORM
MINUTES j
Motion by Trustee McInerney, seconded by Trustee Bartecki, to approve the minutes
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of the Regular Meeting of August 22, 1995 as amended in Item 7.C., paragraph 2 to
read 'Village Manager Veitch indicated staff was able to change the scope of the
engineering work due to the nature of the project. This enabled the Village to use a
maintenance specifications/spreadsheet in designing the project in lieu of full
engineering design plans with a cost savings of $35,000 to $40,000 for the
Pngineering services for the project" and waive the full reading thereof. VOICE
VOTE: Motion carried.
5. OMNIBUS AGENDA:
Motion by Trustee Bartecki, seconded by Tru -3tee Savino, to approve the Omnibus
Agenda. ROLL CALL VOTE:
Ayes- 4 - Trustees Bartecki, McInerney, Savino and Shumate
Nays: 0 - None.
Absent: 2 - Trustees Kenny and Payovich. Motion carried.
APPROVAL OF : it
BILLS
A. APPROVAL OF BILLS: Approved Omnibus Vote. $525,155.64
PAYROLL - i
B. APPROVAL. OF PAYROLL: Approved Omnibus Vote. 11238!734.67
C. CHANGE: ORDERS: None.
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VILLAGE OF OAK BROOK Minut ®s Page 1 of 7 September 12, 1995
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D. PAYOUTS: PAYOUTS:
1. LOHAN ASSOCIATES - PAYOUT #6 - COMPREHENSIVE PLAN AND COMPREHENSIVE
ZONING ORDINANCE UPDATE - $12,342.93: Approved Omnibus Vote. PLAN & ZONING
ORD. UPDATE
2. CIVILTECH ENGINEERING - PAYOUTS #2 & #3 - 31ST STREET BIKE 31st STREET
TRAIL - PRELIMINARY ENGINEERING - $9,041.83: Approved Omnibus BIKE TRAIL
Vote.
3. CIVILTECH ENGINEERING - PAYOUT #1 - YORK/HARGER BIKE YORK /HARGER
TRAIL - PRELIMINARY ENGINEERING - $1,303.11: Approved Omnibus BIKE TRAIT
Vote.
4. JAMES J. BENES & ASSOCIATES - PAYOUT #29 - JORIE JORIE BLVD.
BOULEVARD - INSPECTION - $262.82: Approved Omnibus Vote. INSPECTION
5. JAMES J. BENES & ASSOCIATES - PAYOUT #14 - 1995 PAVING 1995 PAVING
PROJECT - CONSTRUCTION - $19,219.06: Approved Omnibus Vote. PROJECT
E. REFERRALS: None.
F. ACCEPTANCE OF EASEIMENT - LOT 1 - 300 WINDSOR DRIVE - PUBLIC ACCEPT PUBLIC
UTILITY- Approves -d Omnibus Vote. UTILITY EASE -
XENT
G. REQUEST FOR RELEASE OF FUNDS - OAK_ BROOK HOTEL CONVENTION OBHCVC -2nd
AND VISITORS COMMITTEE - 20% OF 2ND QUARTER RECEIPTS TO DU QUARTER
PAGE CONVENTION AND VISITORS BUREAU - $13,928.99: Approved RECEIPTS
Omnibus Vote.
H. REQUEST FOR RELEASE OF FUNDS - OAK BROOK HOTEL. CONVENTION OBHCVC -1995
AND VISITORS COMMITTEE - 1995 HOLIDAY SHOPPING PROMOTION - HOLIDAY SHOP -
$48,000.00- Approved Omnibus Vote. PING PROMOTION
I. BID AUTHORIZATION - ROOF /SKY -LIGHT REPAIR - BATH & TENNIS ROOF /SKY 'LleHT
CLUBHOUSE: Approved Omnibus Vote. REPAIR -B & T
CLUBHOUSE
6. ITEMS REMOVED FROM OMNIBUS AGENDA. None.
7. ACTIVE AGENDA (Items for Final Action):
A. ORDINANCE 95- LY -E1 -S -830 AN ORDINANCE ADOPTING A COLLECTION ORD.95- LY -El-
MANAGEMENT POLICY REGARDING THE DISPOSAL OF LIBRARY
S -830
COLLECTION MATERIALS FOR THE OAK BROOK FREE PUBLIC LIBRARY:
LIBRARY
COLLECTION
Motion by Trustee McInerney, seconded by Trustee Bartecki, to pass Ordinance
MANAGEMENT
95- L'Y' -E 1 -S -830, "An Ordinance Adopting a Collection Management Policy
POLICY
Regarding the Disposal of Library Collection Materials for the Oak Brook Free
Public, Library ", as presented and waive the full reading thereof. ROLL. CALL
VOTE::
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VILLAGE OF OAK BROOK Minutes
Page 2 of 7 September 12, 1995
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Ayes: 4 - Trustees Bartecki, McInerney, Savino and Shumate.
Nays: 0 - None.
Absent: 2 - Trustees Kenny and Payovich. Motion carried.
APPROVAL TO RETAIN PROFESSIONAL SERVICES - TECHNOLOGY PLAN:
Both the professional fees and reimbursables will only be paid for if incurred.
This only includes items required as a part of the Base Implementation (other
tasks will be negotiated in a later phase). The proposal allows the Village to
utilize various professional services from Group 1 on a straight hourly rate basis,
for items including assistance in hiring an Information Systems Specialist and to
help fix the existing Auto CAD station to allow fuller utilization of the current
capabilities
Discussion involved questions from Trustee Shumate regarding the hiring of a
new staff person. Trustee Bartecki expressed concern about making sure the
plan was implemented properly and the time it will take to train people.
Manager Veitch explained this plan helps bring the Village up to date with
technology that will affect every department.
Motion by Trustee Bartecki, seconded by Trustee Kenny, to waive bidding, due
to the professional nature of the services, and award a contract, subject to staff
review, to Group 1 Resources, Inc., Lombard, at a not -to- exceed cost of $59,700
( includes professional fees of $53,350 plus estimated reimbursables of $6,350
and to request proposals from softwarelhardware vendors for those items
contained in the Base Level Implementation, including financial, network and
document management applications.. ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, Kenny, McInerney, Savino and Shumate.
Nays: 0 - None.
Absent: 1 - Trustee Payovich. Motion carried.
C. RESOLUTION 95- SAP - EX2 -R-654 A RESOLUTION APPROVING AN
AMENDMENT TO THE SALARY PLAN FOR NON -UNION EMPLOYEES FOR
1995:
The resolution adds the position of Information Systems Specialist to the Salary
Plan at Salary Grade 10 (current range $40,046- $54,062).
Motion by Trustee Kenny, seconded by Trustee Savino, to pass Resolution 95-
SAP- EX2 -R -654, "A Resolution Approving an Amendment to the Salary Plan for
Non -Union Employees for 1995 ", as presented and waive the full reading
thereof. ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, Kenny, McInerney, Savino and Shumate.
Nays: 0 - None.
Absent: 1 - Trustee Payovich. Motion carriedd.
VILLAGE OF OAK BROOK Minutes Page 3 of 7
0
September 12, 1995
RETAIN
PROFESSIONAL,
SERVICES -
TECHNOLOGY
PLAN
RES.95- SAP -LX2-
R -654
AMEND SALARY,
PLAN
(Information
Systems
Specialist)
,Q, ���i 's ,.- ' y5� &? . �t-vf'
,r " d� ' r ,., 4 ryQ<i ^z, { M1.,, " cS- rFp;, . ✓ � fu-, ,t.i,., t h �S"' i s , y, � y <� �eo , �nf
D. RESOLUTION 95- FLSA -8-655 A RESOLUTION AMENDING THE FAIR LABOR
RES . 95 -FLSA-
STANDARDS ACT POLICIES FOR THE VILLAGE OF OAK BROOK:
R -655
Elk Grove Village, IL 60207
AMEND FAIR
The resolution adds the position of Information Systems Specialist to the list of
LABOR STANDA]
positions exempt trom the overtime pay provisions of the Act.
ACT POLICIES
6 - Hewlett- Packard 5 -P Laser
(Information
Motion by Trustee Kenny, seconded by Trustee Bartecki, to p ass Resolution 95-
Systems
FLSA- R-655, "A Resolution Amending the Fair Labor Standards Act Policies for
Specialist)
the Village of Oak Brook ", as presented and waive the full reading thereof.
ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, Kenny, McInerney, Savino and Shumate.
Nays: 0 - None.
Absent: 1 - Trustee Payovich. Motion carried.
E. AWARD OF CONTRACT - COMPUTER EQUIPMENT:
COMPUTER
EQUIPMENT -
Competitive sealed bids were received on August 16 and September 6, 1995.
AWARD OF
CONTRACT
Motion by Trustee Bartecki, seconded by Trustee McInerney, to award contracts
for purchase, subject to staff review, to the three lowest responsible bidders, for
items listed as follows:
Computerland of Mt. Prospect
872 Cambridge Drive
Elk Grove Village, IL 60207
1 - Compaq ProLinea 586/100 MT
$ 2,603
1 - Microsoft Office Professional
$ S42
6 - Hewlett- Packard 5 -P Laser
$5,088
TOTAL
$ 8,233
Oak Brook Computer
17W512 22nd Street
Oakbrook Terrace, IL 60181
2 - Hewlett- Packard 4M -Plus Laser 12.8%10
TOTAL $ 2,830
Victorin Business Machines
180 North York Road
Elmhurst, IL 60126
9 - Compaq 14 „ NI color monitor $ 2,619
8 - Compaq ProLinea 586/75 PC $13,960
11 - Microsoft Office Professional 15,610
TOTAL $22,189
ROLL CALL VOTE:
Ayer: 5 - Trustees Bartecki, Kenny, McInerney, Savino and Shumate.
VILLAGE OF OA►K BROOK Minutes Page 4 of 7 September 12, 1995
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Nays: 0 - done.
Absent: 1 - Trustee Payovich. Motion carried.
F. AWARD OF CONTRACT - PUBLIC WORKS TRUCK REPLACEMENTS_ - UNITS PW UNITS 410
410 & 602: and 602 TRUCK
The Village Board, at its meeting of August 22, 1995, rejected the three bids REPLACEMENTS
submitted on August 16, 1995, as all were nonresponsive to the bid
specifications. The Village could have re -bib the purchase, however due to time
constraints of ordering these vehicles, the purchase needed to be finalized
quickly. As a result, the Board authorized staff to negotiate the purchase of the
two vehicles with the lowest of the three nonresponsive bidders, Schmeder Ford,
since that company indicated the lowest cost structure in the initial bid.
Motion by Trustee Savino, seconded by Trustee Kenny, to waive bidding, on the
basis of having already unsuccessfully received bids and the need to place an
order, and authorize the issuance of Purchase Order at a net cost (including
trade -in) of $65,295.70 to Schmeder Ford, Elk Grove Village, for the purchase of
two replacement trucks. ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Kenny, McInerney and Savino.
Nays. 1 - Trustee Shumate.
Absent: 1 - Trustee Payovich. Motion carried.
G. REQUEST FOR TIME EXTENSION - FINAL PLAT RECORDING - CELOZZI CELOZ71 SUB.
SUBDIVISION: TIME EXTENSII,N
FINAL PLAT
Motion by Trustee Shumate, seconded by Trustee Savino, to grant an extension RECORDING
to and including December 15, 1995 in which to file the Final Plat for Celozzi's
Subdivision and to furnish documentation required by the Village's Subdivision
Control Ordinance. VOICE VOTE: Motion carried.
H. ACCEPTANCE OF SUBDIVISION IMPROVEMENTS - YORK LAKE YORK LAKE SUB.
SUBDIVISION- ACCEPT SUB.
IMPROVEMENTS
At the Village Board meeting of July 25, 1995, the Board approved an extension
of seven weeks to the completion date (new completion date being September 8,
1995) for the York Lake Subdivision subject to the subdivision's security also
being extended to one year past the new completion date and that missing paper
work due the Village be delivered by July 25, 1995. The paper worts was
delivered to the Village on time and the time extension were therefore granted.
Upon inspecting the site, the Village Engineer concluded that sufficient
permanent erosion control measures have been established which was the last
constnucti on punch list item. Waivers for work completed have been submitted
and found acceptable by the Village Attorney. All remaining punch list items
have been satisfactorily accomplished.
Motion by Trustee Shumate, seconded by Trustee McInerney, to accept the
subdivision improvements for the York Lake Subdivision. VOICE VOTE: Motion
VILLAGE OF OAK BROCK Minutes Page 5 of 7
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September 12, 1995
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carried.
DEPARTMENTAL REPORTS:
Environmental Concerns & Enaineerino: Trustee Payovich - Absent. Manager Veitch
reported the 1995 paving projects are almost complete. 1995 drainage projects are
underway.
Finance /Purchasing: Trustee Bartecki - Five -Year Plan was reviewed last evening at
the Committee-of-the-Whole Meeting.
Library and Hotel Convention & Visitors Committee- Trustee McInerney - Convention
marketing plan is underway. A goal of the Committee is to try to fill hotel rooms at
low times of the year. A Library report will be presented later in agenda.
Personnel & Public Safety: Trustee Kenny - No report.
!Planning & Zoning: Trustee Shumate - No report.
Public Works & Cable Television: Trustee Savino - Recent work was completed with
use of equipment from Villa Park. Our water reservoirs have not been near the
drained level during the drought. Savino commended residents for conserving water
during the recent heat.
Vi_IIage Clerk: Clerk Gonnella - Absent. Deputy Clerk read an update from Clerk
Gonnella.
Village President: President Bushy - Presented a list of items worked on recently.
President Bushy asked for an update on cable link for Village Board meetings. Veitch
responded that the idea is being pursued but that the Village Board Room will need
some renovation before televised meetings can be presented. He noted that in other
communities, the meetings were well received and operated more efficiently.
Manager Veitch reported that he is reviewing the 100 resumes received for the
Assistant to Village Manager position and will then begin interviewing.
UNFINISHED AND NEW BUSINESS (Items Not for Final Action):
A. APPLICATION FOR LIQUOR LICENSE - STIR CRAZY CAFE X105 OAKBROOK
CENTER MALL:
Motion by Trustee McInerney, seconded by Trustee Bartecki, to direct the Village
Attorney to amend the Code of Ordinances to create an additional A -1 license.
VOICE VOTE: Motion carried.
B. RECOMMENDATION - OAK BROOK LIBRARY COMMISSION- PROVISIC)N ,Q,F
LOCAL LIBRARY SERVICES:
The Op k Brook Library Commission has researched the provision of Library
VILLAGE OF OAK BROOK Minutes Page 5 of 7
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September 12, 1995
DEPARTMENTAL
REPORTS
STIR CRAZY
CAFE '
(105 Oakbrook
Center Mall)
LIQUOR
LICENSE ;!
O.B.LIBRARY
COMMISSION -
LOCAL LIBRARY
SERVICES
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11.
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Services for the private and corporate residents of the Village of Oak Brook and
has compiled a informational report entitled, "An Advisory Report for the Village
of Oak Brook Board of Trustees Regarding Public Library Service ". This
information identifies the various options for Library Service which have been ;
suggested in various forums. It clarifies the problems and possibilities involved
with each.
Trustee McInerney presented the report with options highlighted done by the
Library Commission. President Bushy commended the Village- appointed Library
Commission for their hard work. It is now up to the Village Board to make
decisions and go further. The report calls for construction of a new library.
Trustee McInerney inquired into the location of a new library.
President Bushy gave the option of using the site of the Sports Core
administration office, which was always intended to be of a temporary nature and
that the site is available and has lighted parking in place.
Trustee Bartecki voiced concern for the location being away from Oak Brook
Road as a security problem.
Roberta Petz, Library Commission President, suggested Trustees contact any
library commissioners with questions. Library Commission member Barbara
Benezra stated the Commission needs direction from the Board.
Pt �asident Bushy pointed out that the Board cannot promote a referendum, but
only present information. Manager Veitch suggested a November, 1996
referendum could be realistic and staff could develop a calendar or time line.
Trustee Shumate suggested the Sasaki survey could help answer the question
as to the location of a new Library.
It was the Board consensus to direct the Village Manager to develop a time line
leading to a voter referendum for a new Library.
OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS:
Village Manager Veitch presented options for Corporate Fund reductions of the Five -
Year Plan. He suggested the Financial Plan be adopted as presented with Alternative
B.
Trustee Bartecki commented on excess funds being allocated for garbage pick up for
our residents. Village Manager Veitch requested comments from the Board regarding
funding a new library or fire station. This will be discussed at the next board meeting.
ADJOURNMENT:
Motion by Trustee Bartecki, seconded by Trustee McInerney, to adjourn the meeting
at 9:50 p.m. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes
Page 7 of 7 September 12, 1995
ADJOURM, NfENT