Minutes - 09/13/2005 - Board of TrusteesMINUTES OF THE SEPTEMBER 13, 2005 REGULAR MEETING
OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
SEPTEMBER 27, 2005.
1. 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 7:37
p.m. The Pledge of Allegiance was given.
2. ROLL CALL:
Deputy Village Clerk Carol Harty called the roll with the following persons
PRESENT: President Kevin M. Quinlan, Trustees John W. Craig, Jeffrey J. Kennedy,
Kathryn F. Manofsky, Robert G. Sanford and Asif Yusuf.
ABSENT: Trustee Stelios Aktipis.
IN ATTENDANCE: Richard B. Boehm, Village Manager; Robert L. Kallien, Jr., Director
of Community Development; Dale L. Durfey, Jr., Village Engineer; Bruce
F. Kapff, Director of Information Services & Purchasing; Margaret
Klinkow, Library Director; Thomas Sheahan, Chief of Police and Michael
J. Meranda, Public Works Director
3. PRESIDENT'S OPENING COMMENTS
President Quinlan gave a report of the meeting of the Commercial Revitalization Task
Force. He indicated that the Committee representatives were Champ Davis, Zoning
Board of Appeals Chairman; Lexi Payovich, Plan Commission Chairman; Trustees
Robert Sanford and Jeffrey Kennedy; Richard B. Boehm, Village Manager; Robert L.
Kallien, Jr., Director of Community Development and himself. He stated that it was a
great meeting with robust discussion. The discussion revolved around what to do with the
commercial district and after a lengthy discussion it was determined that the group did not
have enough knowledge of urban planning and the group elected to turn to urban planners
to provide guidance and direction of process to help plan for the project. He added that
the group wanted to move forward as quickly as possible, but that they did not want to
take any missteps, therefore the group felt they needed to do homework to find out what
needs to be done before any kind of plan is proposed. He emphasized that the group was
in the very early stages, the meetings will be held publicly and the group will be looking
for input from the residents and the business sector.
He also reported that during this process, they had met with developers who provided
encouragement that Oak Brook is a prime location and it was felt that as Class A
commercial property became available it would be very saleable. He also indicated that
developers already within Oak Brook are looking at restructuring, redevelopment and
reinvestment into the community.
VILLAGE OF OAK BROOK Minutes Page 1 of 10 September 13, 2005
3. He further provided information and encouraged participation by residents relative to Oak
Brook's Autumn Festival scheduled for Sunday, September 25, 2005.
RESOLUTION OF APPRECIATION — GEORGE C. MUELLER
President Quinlan read into the record the Resolution of Appreciation to George C.
Mueller for serving as a member of the Zoning Board of Appeals and as a commissioner
on the Plan Commission.
Motion by Trustee Yusuf , seconded by Trustee Sanford, for passage of Resolution R -918,
A Resolution of Appreciation - George C. Mueller. VOICE VOTE: Motion carried.
RESOLUTION OF APPRECIATION — SURENDRA K. GOEL
President Quinlan read into the record the Resolution of Appreciation to Surendra K. Goel
for serving as a commissioner on the Plan Commission
Motion by Trustee Kennedy, seconded by Trustee Yusuf, for passage of Resolution R-
919, A Resolution of Appreciation — Surendra K. Goel. VOICE VOTE: Motion carried.
RESOLUTION OF APPRECIATION — DAVID P. BRAUNE
President Quinlan read into the record the Resolution of Appreciation to David P. Braune
for serving as a commissioner on the Plan Commission.
Motion by Trustee Kennedy, seconded by Trustee Manofsky, for passage of Resolution
R -920, A Resolution of Appreciation — David P. Braune. VOICE VOTE: Motion carried.
RESOLUTION OF APPRECIATION — THOMAS B. DOYLE
President Quinlan read into the record the Resolution of Appreciation to Thomas B. Doyle
for serving as a member of the Oak Brook Safety Pathway Committee.
Motion by Trustee Kennedy, seconded by Trustee Yusuf, for passage of Resolution R-
921, A Resolution of Appreciation — Thomas B. Doyle. VOICE VOTE: Motion carried.
RESOLUTION OF APPRECIATION — STEPHEN J. MCSHANE
President Quinlan read into the record the Resolution of Appreciation to Stephen J.
McShane for serving as a member of the Oak Brook Safety Pathway Committee.
Motion by Trustee Craig, seconded by Trustee Kennedy, for passage of Resolution R -922,
A Resolution of Appreciation — Stephen J. McShane. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 2 of 10 September 13, 2005
3. RESOLUTION OF APPRECIATION — RONALD L. CULLUM
President Quinlan read into the record the Resolution of Appreciation to Ronald L.
Cullum for serving as a member of the Oak Brook Safety Pathway Committee.
Motion by Trustee Sanford, seconded by Trustee Kennedy, for passage of Resolution R-
923, A Resolution of Appreciation — Ronald L. Cullum. VOICE VOTE: Motion carried.
RESOLUTION OF APPRECIATION — TOM RICHARDSON
President Quinlan read into the record the Resolution of Appreciation to Tom Richardson
for serving as a member of the Oak Brook Safety Pathway Committee.
Motion by Trustee Manofsky, seconded by Trustee Kennedy, for passage of Resolution
R -924, A Resolution of Appreciation — Tom Richardson. VOICE VOTE: Motion
carried.
RESOLUTION OF APPRECIATION — NELLY NAGUIB
President Quinlan read into the record the Resolution of Appreciation to Nelly Naguib for
serving as a member of the Oak Brook Safety Pathway Committee.
Motion by Trustee Kennedy, seconded by Trustee Manofsky, for passage of Resolution
R -925, A Resolution of Appreciation — Nelly Naguib. VOICE VOTE: Motion carried.
4. RESIDENTNISITOR COMMENT:
Melissa Salazar, Chairman of the Library Commission indicated that she would hold her
comments in relation to the landscape project when that item appears before the Board
during the normal course of the agenda.
William Lindeman, resident of Oak Brook asked for clarification relative to Library
budget transfers and why the Library was looking for separate landscape design when the
Village was already in the process for the Village overall.
President Quinlan responded that the Village would work at providing the best landscape
design for the Village and the Library. He added that budget adjustments are routine
procedures.
5. APPROVAL OF MINUTES — None presented.
6. CONSENT AGENDA:
All items on the Consent Agenda are considered to be routine in nature and will be
enacted in one motion.
VILLAGE OF OAK BROOK Minutes Page 3 of 10 September 13, 2005
6. Trustee Manofsky requested that item 6.D.3) Library Landscape Design, be removed from
the Consent Agenda for further discussion.
Motion by Trustee Manofsky, seconded by Trustee Kennedy, to approve the Consent
Agenda and authorize expenditures as amended. ROLL CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 1 - Trustee Aktipis. Motion carried.
A. Accounts Payable for Period Ending September 9, 2005 - $551,840.10
Significant Items included in Above:
1) Oak Brook Bank — Debt Service — 1999 Installment Contract Certificates (Golf
Course Irrigation) — $96,215.75
2) Civiltech Engineering, Inc. — Payout #15 — York/Harger Bike Trail Phase III -
$19,255.21
3) Civiltech Engineering, Inc. — Payout #10 — 31St Street Bike Path, Phase III -
$15,072.03
4) Kubiesa, Spiroff, Gosselar & Acker — Legal Services - $26,966.30
B. Approval of Payroll for Pay Period Ending August 27, 2005 - $667,775.42
C. Community Development Referrals
1) Duke Realty Limited Partnership — 2000 York Road — Map Amendment
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Engineering Inspection Services — Water System Elevated Tanks
2) Proposed Village of Oak Brook Corridor Revitalization Plan
3) Library Landscape Design was removed from the Consent Agent for further
discussion
E. Budget Adjustments
1) Police Department — General Equipment
2) Police Department - Overtime
3) Library — General Equipment
4) Community Development - Overtime
F. Hidden Valley Lane Water Main Extension
G. Resolution 2004- SD- FP +ZO- V -EX1 -R -926 - A Resolution Granting Approval of
The Final Plat of Subdivision For Stewart's Subdivision And Granting A Variation
From The Provisions of Section 14- 6 -2b.4 Of Title 14 (Subdivision Regulations) of
The Village Code Relative To Lot Size - ( Stewart's — 405 Oak Brook Road /3109
York Road)
H. Ordinance 2005- ZO- V -EX1 -S -1134 - An Ordinance Granting Variation From The
Provisions of Title 13 (Zoning Regulations) of The Village Code of The Village of
Oak Brook Relative To Lot Area Requirements - ( Stewart's Subdivision — 405 Oak
Brook Road /3109 York Road)
I. Kanan Court Subdivision — Reduction of Subdivision Security
J. Ordinance 2005 -PP -S -1135 — An Ordinance Authorizing the Sale by Public Auction
of Personal Property Owned by the Village of Oak Brook
VILLAGE OF OAK BROOK Minutes Page 4 of 10 September 13, 2005
7. ITEMS REMOVED FROM CONSENT AGENDA:
6. D. 3) LIBRARY LANDSCAPE DESIGN & 9.E. LIBRARY LANDSCAPE PROJECT
UPDATE
This item was removed from the Consent Agent for further discussion at the
request of Trustee Manofsky. With the consensus of the Board, President
Quinlan also moved item 9.E for discussion at this time.
Melissa Salazar, Library Commission Chairman updated the Board of the
Library Landscape Design. She stated that the Library Commission met several
times this summer in a careful process to determine the best design for the
landscape around the Oak Brook Public Library. The meetings were:
1) July 19th: A plan for future meetings was decided in the Commission's
regular meeting.
2) August 2"d: Public input was solicited and heard at this special meeting.
3) August 3rd: This was a special meeting for the Commissioners to consider
the public's opinions and their own views. The Commissions decided to
initiate a new broader plan rather than modify the previous one and also to
solicit information on "the general concept of the natural context of the
garden" from a designer before going further in the decision process.
4) During the next 2 weeks: The Commissioners each individually surveyed
the landscape around the Library;
5) August 17t : At this special meeting the Commissioners put together a list
of points to give to the landscape consultant from the Morton Arboretum,
Marcy Stewart- Pyziak;
6) August 31St: At this special meeting Ms. Stewart - Pyziak answered the
questions posed by the Commissioners regarding irrigation, types of trees
to use, soil amendment, handicap accessibility, and types of plants suited to
the site.
The next Commission meeting will be 7:00 p.m., September 20th and
Commissioners will review and amend a request for qualifications that staff will
draft once the Village Board authorizes staff to seek qualifications for a landscape
design firm for the Library.
Trustee Manofsky suggested that by separating the Library landscaping out from
the general Village beautification plan that the Village was duplicating costs. She
also indicated that landscaping throughout the Village should have continuity and
therefore was concerned about hiring a separate designer for the Library. Village
Manager Boehm responded the village -wide beautification plan included median,
rights -of -way and gateway features. It did not include going into larger, specific
plans for larger issues such as the Library or the Butler Government Center, etc.
It was suggested that a comprehensive plan should be put together with the Library
as a major priority.
VILLAGE OF OAK BROOK Minutes Page 5 of 10 September 13, 2005
7. 6.D.3) Motion by Trustee Manofsky, seconded by Trustee Kennedy, to authorize staff to
seek qualifications from landscape architectural design firms, for proposed
landscape improvements at the Library and negotiate a contract with the selected
vendor with the caveat that one of the vendors sought for qualifications be
Hitchcock Design Group. ROLL CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 1 - Trustee Aktipis. Motion carried.
A
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BOARD & COMMISSION RECOMMENDATIONS — None presented.
UNFINISHED BUSINESS:
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS — None presented.
C. AWARD OF CONTRACTS
1) 2006 PAVING PROJECT ENGINEERING SERVICES
At the Board meeting of August 9, 2005, the Village Board authorized staff to
negotiate a contract with James J. Benes & Associates, Inc. for Professional
Engineering Services for the 2006 Paving Project. Staff has been working with
the consultant and the contract presented is the culmination of those efforts. This
agreement utilizes the format previously approved by the Village Attorney and
Purchasing Director Kapff.
The 2005 Budget contains funds for the design of the 2006 Paving Project. The
budget has been structured such that the design work will be accomplished in
2005, the project bid in February of 2006, and then constructed within 2006.
Funds for this construction project will be included in the 2006 Budget.
Motion by Trustee Kennedy, seconded by Trustee Sanford, that the Village Board
approve the agreement with James J. Benes & Associates, Inc. for Professional
Engineering Services regarding the 2006 Paving Project in the not -to- exceed
amount of $91,413.00. ROLL CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 1 - Trustee Aktipis. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 6 of 10 September 13, 2005
9. C. 2) 2005 WATER MAIN PROJECT
Seven sealed bids were opened on Wednesday, August 17, 2005. Bid Packages
were picked up by seventeen companies. Comstock Earthmoving, Inc. has
substantial experience doing this type of work. Staff has reviewed and received
adequate references.
Work to be performed consists of installing approximately 515 feet of 6" water
main to replace the existing one that has had excessive breaks. Work is scheduled
to begin in late September and be completed by Thanksgiving.
Motion by Trustee Kennedy, seconded by Trustee Sanford, that the Village Board
award a contract to the lowest responsive and responsible bidder, Comstock
Earthmoving, Inc., 15 W 700 North Frontage Road, Burr Ridge, Illinois 60527,
subject to staff review, for the 2005 Water Main Project based on the unit prices
listed on the bid tabulation, for an estimated total contract price of $117,667.00.
ROLL CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 1 - Trustee Aktipis. Motion carried..
D. IDOT 22ND STREET MAINTENANCE INTERGOVERNMENTAL AGREEMENT
On June 24, 1998, the Village executed a Letter of Intent between the Village and
IDOT for the Maintenance and Intergovernmental Transfer of 22nd Street and York
Road. Part of that Letter of Intent included the responsibility that the Village perform
routine maintenance of 22nd Street, east of Illinois Route 83, between the months of
April and October.
On June 29, 1999, IDOT executed the two Jurisdictional Transfer Agreements which
transferred York Road to the Village and 22nd Street to IDOT. Part of those
transactions included an agreement that the Village perform routine maintenance on
the aforesaid section of 22nd Street in return for a certain monetary amount which was
adjusted every year according to the construction cost index. That routine
maintenance agreement expired on June 30, 2005.
IDOT has submitted a replacement agreement which is for 10 years and goes from
July 1, 2005 to June 30, 2015. Village staff has reviewed this document and finds it
to be satisfactory as to form.
Trustee Kennedy asked what the State would pay the Village for this maintenance.
Village Engineer Dale Durfey responded that the fee would be $11,384.00 per year.
VILLAGE OF OAK BROOK Minutes Page 7 of 10 September 13, 2005
9. D. Motion by Trustee Kennedy, seconded by Trustee Manofsky, that the Village Board
approve the "Intergovernmental Agreement for Municipal Maintenance of State
Highways" regarding 22"d Street between Illinois Route 83 and I -294. ROLL CALL
VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 1 - Trustee Aktipis. Motion carried.
E. LIBRARY LANDSCAPE PROJECT UPDATE
This item was discussed earlier in the meeting.
10. NEW BUSINESS:
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS —None presented.
C. AWARD OF CONTRACTS
1) ONBASE DOCUMENT IMAGING SYSTEM EXPANSION
The Village utilizes an electronic document imaging and retrieval system known
as OnBase. The first phase of this project was installed in the Village Clerk's
office so that her staff could begin entering official Village documents. The long-
term plan for this project is to have a number of scanning stations established, that
can be used by departments to scan, enter and index their particular records.
The areas proposed for this phase of the expansion include the West Wing of the
Village Hall (to be used by the Fire, Engineering, Community Development,
Purchasing and Information Services) and a station to be used by the Executive
Secretary. Additional scanning stations in the proposed 2006 budget are to be
installed in Finance and Police.
Genesis Imaging is the authorized reseller for OnBase systems in this area. They
provide installation, configuration, user support and staff training.
Motion by Trustee Kennedy, seconded by Trustee Yusuf, to waive bidding, due to
sole source, and approve a purchase order in the amount of $14,078, to Genesis
Imaging, LLC, 99 W. State Route 173, Antioch, IL 60002, for various software
and hardware to allow expansion of the Village's document management system
to departments in the West Wing of the Village Hall and at the Executive
Secretary's desk, subject to staff review. ROLL CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 1 - Trustee Aktipis. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 8 of 10 September 13, 2005
10. D. OAK BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE 2006
MARKETING CAMPAIGN
Since 1997, the Village has enlisted the assistance of a marketing agency to develop
and implement the annual marketing campaigns upon the recommendation of the
Hotel Committee and the final approval of the Village Board. A Request for
Qualifications was prepared and published; two agencies submitted their RFQ's and
made presentations to the Hotel Committee.
After its September 1, 2005 meeting, the Hotel Committee, via telephone poll,
recommended that the Village continue its relationship with our current agency,
pointb communications, and authorize staff to negotiate a contract for the
development and implementation of the 2006 marketing campaign. The Committee
has been pleased with the work performed by pointb communications in the past and
it is the recommendation of the Committee that the Village retain their services. As
the marketing campaign is developed and a contract negotiated with pointb
communications, the 2006 projects and related costs will be finalized. We anticipate
bringing a contract that includes the specific components of the marketing campaign
to the Village Board later this year.
Motion by Trustee Craig, seconded by Trustee Kennedy, to authorize staff to
negotiate a contract with pointb communications for the development and
implementation of the 2006 Hotels of Oak Brook Marketing Campaign. ROLL
CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 1 - Trustee Aktipis. Motion carried.
11. INFORMATION & UPDATES:
A. VILLAGE PRESIDENT
President Quinlan reiterated information about the Autumn Festival.
B. VILLAGE MANAGER
Village Manager Boehm reiterated the positive work of the Safety Pathway
Committee and he wanted to compliment the Public Works Department for their
work creating sign posts on the Sports Core loop of the pathway.
He also announced that the Board of Fire and Police Commissioners offered an
appointment order of Battalion Chief to Fire Lieutenant Jeffrey Marciniak.
VILLAGE OF OAK BROOK Minutes Page 9 of 10 September 13, 2005
11. B. Trustee Yusuf reminded residents now that fall is here, to keep falling leaves on their
own property not in the streets, as leaves in the street will clog gutters and cause
street flooding when rainfall occurs.
C. VILLAGE CLERK
Deputy Village Clerk Harty was prepared to present information relative to the
Autumn Festival scheduled for Sunday, September 25, but commented that President
Quinlan had already covered the topic in detail. She also reported that Clerk
Gonnella asked her to inform the Board that the reason there had not been any
minutes for approval was that as a result of surgery she has been unable to transcribe
the minutes.
12. ADJOURN TO CLOSED MEETING to consider litigation, when an action against,
affecting or on behalf of the Village has been filed and is pending before a court or
administrative tribunal, or when the public body finds that an action is probable or
imminent and to consider the appointment, employment, compensation, discipline,
performance, or dismissal of specific employees of the public body.
Motion by Trustee Craig, seconded by Trustee Sanford, to adjourn to Closed Meeting at
8:40 p.m. to consider litigation, when an action against, affecting or on behalf of the
Village has been filed and is pending before a court or administrative tribunal, or when
the public body finds that an action is probable or imminent and to consider the
appointment, employment, compensation, discipline, performance, or dismissal of
specific employees of the public body. ROLL CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent- 1 - Trustee Aktipis. Motion carried.
President Quinlan reported that there was no expectation of final action to be taken after
the Closed Meeting.
13. ADJOURNMENT:
Motion by Trustee Craig, seconded by Trustee Kennedy, to adjourn the Regular Meeting
of the Board of Trustees at 8:42 p.m. VOICE VOTE: Motion carried.
ATTEST:
Carol L. Harty
Carol L. Harty
Deputy Village Clerk
VILLAGE OF OAK BROOK Minutes Page 10 of 10 September 13, 2005