Minutes - 09/23/2008 - Board of TrusteesMINUTES OF THE SEPTEMBER 23, 2008 REGULAR MEETING
OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN OR AS
AMENDED ON MARCH 24, 2009.
1. CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by President
Craig in the Samuel E. Dean Board Room of the Butler Government Center at 7:31 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 John W. Craig, Trustees James Carson, Jeffrey J. Kennedy,
Kathryn F. Manofsky, Moin Saiyed, Robert G. Sanford and Gerald Wolin.
ABSENT: None.
IN ATTENDANCE: Blaine Wing, Assistant Village Manager; Mark Sterk, Village
Attorney; Robert L. Kallien, Jr., Director of Community Development;
James Bodony, Fire Chief, Bruce F. Kapff, Director of Information
Services & Purchasing; Sue Madorin, Representing the Library Director;
Michael J. Hullihan, Public Works Director; Thomas Sheahan, Chief of
Police; Nelson Patras, Bath & Tennis Club Manager and Trey VanDyke,
Golf Club Manager.
3. PRESIDENT'S OPENING COMMENTS
President Craig thanked the staff for their work during the recent flood incident including
filling sand bags.
4. RESIDENT /VISITOR COMMENT — None presented.
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. There will be no separate discussion of these items unless a board member
so requests, in which event, the item will be removed from the consent agenda and
considered as the first item after approval of the consent agenda.
A. ACCOUNTS PAYABLE FOR PERIOD ENDING SEPTEMBER 19, 2008 -
$797,314.78
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6. A. SIGNIFICANT ITEMS INCLUDED IN ABOVE:
1) Dupage Water Commission - $194,131.84
2) Hitchcock Design Group — 22nd Street Improvement Project - $11,348.23
3) Hervas, Condon & Bersani, P.C. — Legal Services — August 2008 - $3,384.91
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING, SEPTEMBER 6, 2008 -
$762,515 23
C. COMMUNITY DEVELOPMENT REFERRALS — None presented.
D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS:
1) SYSTEM CONTROL AND DATA ACQUISITION - SCADA SYSTEM
Two elevated water tanks, three well houses, and one in -line booster pump station
are controlled by the Village of Oak Brook, Water Department's SCADA system.
The system consists of logic controllers with analog circuits capable of limited
variable programming. This type of system control does not lend itself to control
of the system during periods of communication failures. The system is also
becoming more difficult to repair as analog circuit components are obsolete.
This project would replace obsoleste components with digital programmable logic
controllers. The result will be a system which can control the system for
extended periods of time without operator input. The system control would also
be capable of a finer degree of control. One of the main objectives of this control
system upgrade is to reduce the magnitude and frequency of pressure surges and
thus reduce the number of pipe failures.
The action requested was that staff be authorized to prepare specifications and
obtain proposals for replacement of SCADA hardware /software.
E. BUDGET ADJUSTMENTS
1) POLICE DEPARTMENT — DIGITIZING SERVICES
F ORDINANCE S - 1243, AN ORDINANCE AUTHORIZING THE SALE,
DONATION, ELECTRONIC AUCTION OR DISPOSAL OF CERTAIN ITEMS OF
PERSONAL PROPERTY OWNED BY THE VILLAGE OF OAK BROOK -
SURPLUS PUBLIC WORKS TRUCKS
The ordinance authorizes the sale of Unit #702 a 1989 GMC 3500 and Unit 4307 a
2004 Ford Expedition. The GMC was originally used by the Public Works
VILLAGE OF OAK BROOK Minutes Page 2 of 9 REGULAR MEETING OF
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6. F. Department and then by the Sports Core. It has high mileage, rusted body and high
maintenance costs. The 2004 Ford Expedition was used by the Police Department as
the K -9 vehicle and had been replaced with a newer model. Alex Kostueck, the
Village Mechanic, was consulted and recommends the sale of the vehicles.
The Village will first register these items with an online autioneer run by the State of
Illinois, known as iBid. We first used iBid in December 2007 to sell a 1980 Ford
F360 that was used by the Fire Department and the experience was favorable. If
inadequate or no bids are received through the online auction, staff will advertise for
bids. If no bids are received the truck will be disposed of.
The requested action was for passage of Ordinance S -1243, An ordinance Authorizing
the Sale, Donation, Electronic Auction or Disposal of Certain Items of Personal
Property Owned by the Village of Oak Brook.
G. RESOLUTION R -1022, A RESOLUTION FOR THE APPROVAL AND RELEASE
OF CLOSED MEETING MINUTES
The Open Meetings Act requires that all public bodies shall keep written minutes of
all their meetings, whether open or closed. The public body shall periodically, but no
less than semi - annually, meet to review minutes of all closed sessions that had not
been released to the public. At this time, the Board of Trustees has reviewed minutes
from October of 2007 through May, 2008 and is ready to approve and release the
minutes as appropriate. The minutes have been redacted regarding the necessary
sections of the meetings for those items that are still pending and require continued
confidentiality. The following list itemizes the minutes for this time period with
recommendations for release:
October 9, 2007
January 8, 2008
April 8, 2008 — 1
Redacted
Not ready for release
Not ready for release
November 27, 2007
January 22, 2008
April 8, 2008 — 2
Not ready for release
Not ready for release
Not ready for release
December 1, 2007
February 12, 2008
April 22, 2008
Not ready for release
Not ready for release
To be released in its' entirety
December 11, 2007
February 26, 2008
May 1, 2008
Not ready for release
Not ready for release
Not ready for release
January 3, 2008
March 11, 2008
May 13, 2008
Not ready for release
Not ready for release
Not ready for release
The requested action is for passage of Resolution R -1022, A Resolution Approving
the Release of Closed Meeting Minutes from October 2007 through May, 2008.
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31
H. AMENDMENT TO TITLE 10, BUILDING REGULATIONS —ELEVATOR CODE
The Village of Oak Brook had received information from the Office of the Illinois
State Fire Marshal regarding Section 140 of the Elevator Safety Act 225 ILCS
312/140 and the Administrative Rules adopted at 41 ILL. Adm. Code 1000 —
effective April 24, 2007, which requires Illinois municipalities to enter into a safety
program for elevators. If this safety program is not entered to, Oak Brook would no
longer be permitted to inspect elevators within its jurisdiction and that responsibility
would be transferred to the State Fire Marshal's office.
It should be noted that Public Act 095 -0767, which was signed by the Governor on
July 29, 2008 extended all compliance dates in the elevator code to 2013.
In order to maintain consistency with the State of Illinois elevator requirements, the
following standards must be adopted by the Village of Oak Brook:
1. American Society of Mechanical Engineers (ASME)
Three Park Avenue -
New York, NY 10016 -5990
A) Safety Code of Elevators and Escalators (ASME A17.1- 2007 /CSA B44 -07)
and Performance -Based Safety Code for Elevators and Escalators (ASME
A 17.1- 2007 /CSA B44.7 -07);
B) Guide for Inspection of Elevators, Escalators, and Moving Walks (ASME
A 17.2- 2004);
C) Safety Code for Existing Elevators and Escalators (ASME A17.3 -2005)
(upgrades required by application of the Safety Code for Existing Elevators
and Escalators must be completed no later than January 1, 2013;
D) Safety Standard for Platform Lifts and Stairway Chairlifts (ASME A18.1-
2005);
E) Standard for the Qualification of Elevator Inspectors (ASME QEI -1 -204).
2. American National Standards Institute (ANSI)
25 West 43rd Street, 4th Floor
New York, NY 10036
Safety Requirements for Personnel Hoists and Employee Elevators (ANSI A10.4-
2004).
3. American Society of Civil Engineers (ASCE)
1801 Alexander Bell Drive
Reston, VA 20191 -4400
Automated People Mover Standards (ASCE 21- 2000).
VILLAGE OF OAK BROOK Minutes Page 4 of 9 REGULAR MEETING OF
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I
7.
91
a
H. The text amendments were discussed with the Village's Elevator Inspection
Consultants (EIS) and they concur with the recommendation to adopt the current
State of Illinois elevator regulations.
The requested action was to amend Title 10 - Building Regulations of the Village of
Oak Brook by adopting the current elevator codes and ordinances of the State of
Illinois and authorize the Village Attorney to prepare the necessary ordinance for
final consideration at the October 14, 2008 Board of Trustees meeting.
I. TREASURER'S' REPORT -AUGUST, 2008
Motion by Trustee Kennedy, seconded by Trustee Carson, to approve the Consent Agenda
and authorize expenditures as presented. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
ITEMS REMOVED FROM CONSENT AGENDA — None presented.
BOARD & COMMISSION RECOMMENDATIONS
A. PARKS — 3701 MADISON STREET — FENCE VARIATION
Staff received a letter from Attorney Scott Day who represents Mr. Robert Parks, the
owner of the property at 3701 Madison Street requesting that the Village continue
final action on the requested fence variation.
Motion by Trustee Sanford, seconded by Trustee Kennedy, to concur with the
petitioner's request to continue final action on the requested variation at 3701
Madison Street until further notice. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
UNFINISHED BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS — None presented.
C AWARD OF CONTRACTS
1) T- MOBILE
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9. C. 1) T- Mobile has negotiated with the Village to locate cellular antennas on top of the
Village's West elevated water tower that is located on Tower Drive. The water
tower presently holds cellular antennas from Sprint (on the stem of the water
tower) and Public Safety antennas just under the tank.
Highlights of the proposed Agreement are as follows:
1. Term of Lease — An initial 5 -year term, plus up to five additional 5 -year terms
(at T- Mobile's option).
2. Option Fee — $1,000 payable by T- Mobile for 6 -month Option period, during
which time T- Mobile provides detailed plans for review and approval by
structural engineer and the Village (additional $1,000 for added 6 -month
option term if needed).
3. Rent - $2,200 per month, with 3% annual escalation (the original offer of
$1,500 and 3% was increased substantially through negotiations). As a
comparison, the Village has approved two other cell tower leases, as follows:
Location
Carrier
Date
approved
Initial
monthly
rent
Annual
%
increase
Initial
Term
Renewal
Options
West
Sprint
April, 1998
$2,000
4%
5 yr
4 terms
water
of 5 yr
tower
each
Village
Nextel
September,
$2,000
3%
5 yr
3 terms
Hall
2006
of 5 yr
each
4. Equipment Shelter - T- Mobile will be demolishing the existing Water
Department storage building (240 sq. ft.), replacing it with a new Village -
owned brick building (550 sq. ft.) that will recreate a portion of the existing
Village storage, create space for T- Mobile's radio equipment, a separate area
for improved housing of the Village's Public Safety radio equipment
(presently located in the base of the tower in a less- than -ideal environment),
and an area for a future cell carrier wishing to locate antennas on the water
tower.
Motion by Trustee, Wolin, seconded by Trustee Kennedy, to continue the
approval of the Water Tower Lease Agreement with T- Mobile Central, LLC
ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
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10. NEW BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS — None presented
C. AWARD OF CONTRACTS
1) STATE BID OF DEICER SALT
The Village Board, at the February 27, 2008 meeting approved the Village's
participation in the State's Joint Purchasing Program for deicer salt. We have
been notified that the low bid received was from North American Salt Company
in the amount of $115.86 per ton delivered. This was 3 times last season's price
of 38.62$/ton.
As part of the contract with the State, we are obligated to purchase at least 70% of
the requisitioned amount (1,050 tons), and the vendor is obligated to sell us 130%
of the requisitioned amount (1,950 tons) at the stated unit price. The vendor is
not obligated to honor the contract price for purchases in excess of 130 %.
However, as we use approximately 1,500 tons during a typical winter season, the
requisitioned amount , plus an additional 350 tons we presently have on hand
should be sufficient to carry us through the season.
The price for salt has tripled in the past year. This is due to shortages and
stocking problems caused by last winter's extremely high snowfall amounts and
navigation disruptions in the Mississippi River and tributary waterway system.
We will take the following measures to minimize the use of road salt during the
coming season:
• Increase the use of pre- wetting agents used in conjunction with road salt
• Use different formulation of pre- wetting agents to find optimum mix
• Monitor pavement temperature to allow halting de -icing operations as early
as possible
Add sand to salt as required
The objective of these measures is to decrease salt consumption by 30 %.
Additionally, we will continue to search for alternate sources of salt should
supply situation improve during the season.
As we are on a calendar year budget, funding for our deicer salt needs must be
split between two fiscal years, 2008 and 2009. To date, $46,064 has been
expended out of $ 62,050 budgeted in FY -08. Therefore, any deicer salt
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10. C. 1) purchased during the balance of this year will be charged against FY -08 and any
purchases after December 31, 2008 will be included and charged against FY -09.
Trustee Kennedy asked whether all efforts had been exhausted to seek to
purchase of salt on our own. Michael Hullihan, Public Works Director responded
that it had.
Trustee Kennedy also asked whether it was possible to change the contract that
requires the Village to buy a certain percentage. Attorney Sterk responded
indicating the this was a take it or leave it proposition.
Motion by Trustee Wolin, seconded by Trustee Kennedy, that a purchase order be
issued to North American Salt Company in the amount of $173,790 for 1,500 tons
of highway deicer salt based on the contract unit price of $115.86 per ton
delivered. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
11. INFORMATION & UPDATES
A. VILLAGE PRESIDENT — President Craig announced the death of Clerk Pruss'
brother.
B. VILLAGE MANAGER — Assistant Village Manager Blaine Wing also thanked staff
for their efforts during the flood event. He reported that there would be a review of
the incident to assess how well the situation was handled.
C. VILLAGE CLERK — Deputy Clerk Harty also provided information on voter
registration and early voting for the November Presidential election.
12. ADJOURN TO CLOSED MEETING to consider the purchase or lease of real property
for use of the public body, including meetings held for the purpose of discussion whether
a particular parcel should be acquired (2c5).
President Craig reported that there was no need for a closed meeting, therefore it was
cancelled.
13. ADJOURNMENT
Motion by Trustee Kennedy, seconded by Trustee Carson, to adjourn the Regular Meeting
of the Board of Trustees at 7:48 p.m. VOICE VOTE: Motion carried.
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ATTEST:
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
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