Minutes - 09/28/1999 - Board of TrusteesVILLAGE OF OAK BROOK Minutes
September 28, 1999 UNOFFICIAL UNTIL
APPROVED A� WRITTEN OR AS
AMENDED ,/ BY VILLAGE BOARD
ON r 12. )999
1. MEETING CALL: MEETING
The Regular Meeting of the Board of Trustees was called to order by President CALL
Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:33
p.m. Pledge of Allegiance was given.
2. ROLL CALL: ROLL
The Clerk,called the roll with the following persons CALL
PRESENT: President Bushy, Trustees Caleel, Craig, Kenny, McInerney and
Savino.
ABSENT: Trustee Butler.
IN ATTENDANCE: Michael A. Crotty, Assistant Village Manager; Dale L.
Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief, Darrell J. Langlois,
Finance Director/Treasurer; Michael J. Meranda, Public Works Director;
Robert L. Kallien, Jr., Community Development Director; Ruth A. Martin,
Library Director; Bonnie Sartore, Bath & Tennis Club Manager and Senior
Project Architect, Anthony Ko, JE Sverdrup.
3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCEMENT
Trustee Caleel commented that a resident had previously requcsted the Village AND OPEN roKUnt
Board to consider sprinkling our yards more than twice a week. He asked if an
interim report would be forthcoming. Public Works Director Meranda
indicated that a report was given to the Village Manager. President Bushy
clarified that a report was previously included in the Manager's Memo to the
Board of Trustees. A copy of the report will be given to Trustee Caleel.
President Bushy announced that the Mayor, Edwin Burke, of Westmont passed
away today and a formal expression of sympathy will be given to the Village
of Westmont and its residents on behalf of the Board of Trustees.
4. APPROVAL OF MINUTES: MINUTES
Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the
amended Minutes of the Committee -of -the -Whole of September 13, 1999
VILLAGE OF OAK BROOK Minutes
Page 1 of 12 September 28, 1999
noting all Board members were in attendance, and waive the full reading
thereof.
Trustee Kenny requested that the minutes of the Committee of the Committee -
of -the -Whole Meeting of September 13, 1999, be further amended to read on
page 14, third paragraph: "Chief Jarvis remarked it will reduce the overtime
costs somewhat. However, because we are increasing minimum staffing
levels, there will still be overtime as a.result of some illnesses, injuries, and
training activities."
Motion by Trustee McInerney, seconded by Trustee Caleel to approve the
Minutes of the Committee -of -the -Whole Meeting as amended. VOICE VOTE.
Motion carried.
Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the
minutes of the Regular Meeting of September 14, 1999 as presented and waive
the full reading thereof.
Trustee Kenny requested the minutes of the Regular Board of Trustees
Meeting of September 14, 1999 be amended to read on page 9, third paragraph:
"The Fire Chief from Columbine gave a presentation on the tragic event at
their High School" and "The Oklahoma City Fire Chief gave a presentation
about their response to the fatal tornado last May with comparisons of their
incident command structure to the 1995 Oklahoma City bombing."
Motion by Trustee McInerney, seconded by Trustee Caleel to approve the
minutes of the Regular Board of Trustee's Meeting of September 14, 1999 as
amended. VOICE VOTE. Motion carried.
5. OMNIBUS AGENDA:
Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 5 — Trustees Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 — None.
Absent: 1 — Trustee Butler. Motion passed.
A. APPROVAL OF BILLS: Approved Omnibus Vote.
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING
SEPTEMBER 18, 1999: Approved Omnibus Vote.
C. CHANGE ORDERS: None.
VILLAGE OF OAK BROOK Minutes
Page 2 of 12 September 28, 1999
APPROVAL OF:
BILLS -
S833.588.02
PAYROLI.-
5411,542.14 (gross)
D. PAYOUTS:
1) CAROW ARCHITECTS PLANNERS — PAYOUT #7 & #8 -
LIBRARY DSGN.
LIBRARY DESIGN - $28.933.25: Approved Omnibus Vote.
2) HARBOR CONTRACTORS INC. —PAYOUT #I AND FINAL -
LIBRARY
LIBRARY PRECONSTRUCTION SERVICES - $20,000.00:
PRECONST. SERV.
Approved Omnibus Vote.
3) BARTLETT HEATING & AIR CONDITIONING — PAYOUT #2 -
PUBLIC WORKS HEATING & VENTILATION MODIFICA-
PW MATING &
VENT. MOD. PIU.
TION PROJECT - $58,906.39: Approved Omnibus Vote.
4) MINOLTA — PAYOUT #I & FINAL — DOCUMENT IMAGING
SYSTEM - $87,299.00: Approved Omnibus Vote.
DOCUMEN*r
IMAGE SYS.
E. REFERRALS: None.
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS:
PW UNIFORM
1) UNIFORM SERVICES — PUBLIC WORKS: Approved Omnibus SERVICES
Vote.
G. ACCEPT AND PLACE ON FILE — TREASURER'S REPORT OF TREASURERS
AUGUST, 1999: Approved Omnibus Vote. REPORT -AUG'"
6. ITEMS REMOVED FROM OMNIBUS AGENDA: None.
7. ACTIVE AGENDA (Items for Final Action):
A. APPOINTMENTS:
LIBRARY COMMISSION:
LIBRARY
Motion by Trustee McInerney, seconded by Trustee Kenny to concur COMMISSION
with the recommendation of President Bushy and appoint Randa
Bishlawi to the Library Commission to fill the expired term of Barbara
Benezra (term expired 5/99), with her three -year term expiring in May,
2002. VOICE VOTE. Motion carried.
B. ORDINANCES & RESOLUTIONS:
1) RESOLUTION 1999 -AP -R -729 A RESOLUTION OF Ra99 -AP -R -729
APPRECIATION FOR BARBARA D. BENEZRA: RES. Or APPREC.
B. BENEZRA
VILLAGE OF OAK BROOK Minutes Page 3 of 12 September 28, 1999
President Bushy read in its entirety a resolution of appreciation for
Barbara D. Benezra.
Motion by Trustee Caleel, seconded by Trustee McInerney, to pass
"A Resolution Of Appreciation For Barbara D. Benezra," as
presented. ROLL CALL VOTE:
Ayes: 5 — Trustees Caleel, Craig, Kenny, McInerney and Savino
Nays: 0 — None.
Absent: 1 — Trustee Butler. Motion Carried
7. C. AWARD OF CONTRACTS:
1) 1999- 2000 STATE JOINT PURCHASE — DEICER SALT:
The Village Board, at the April 13, 1999, meeting approved the
Village's participation in the State's Joint Purchasing Program for
Deicer Salt. The Village has been notified that the low bid received
was from Cargill Incorporated Salt Division in the amount of
$25.23 per ton delivered (the price last year was $26.43 /ton).
As part of the contract with the State, the Village is obligated to
purchase at least 70% of the requisitioned amount, or 1,050 tons,
and the vendor is obligated to sell us 130% of the requisitioned
amount (1,950 tons) at the stated bid price. The cost per ton for any
purchases over the 130% is at the vendor's discretion. Please note,
our per year average for the past several years has been
approximately 1,700 tons. With our balance on hand of
approximately 300 tons, this requisition should be sufficient to
carry us through a "normal" winter.
Therefore, it is staff's recommendation that a Purchase Order be
issued to Cargill Incorporated Salt Division in the amount of
$37,845.00 for the purchase of 1,500 tons of deicer salt.
Motion by Trustee Craig, seconded by Trustee Caleel to approve
the bid of Cargill Incorporated Salt Division in the amount of
$25.23 per ton delivered and authorize a Purchase Order for 1,500
tons of Highway Deicer Salt in the amount of $37,845.00. ROLL
CALL VOTE:
Ayes: 5 — Trustees Caleel, Craig, Kenny, McInerney and Savino
Nays: 0 — None.
Absent: 1 — Trustee Butler. Motion Carried.
VILLAGE OF OAK BROOK Minutes
Ar
Page 4 of 12 September 28, 1999
1999 -2000 STATE
JOINT PURCII.-
DEICER SALT
7. C. 2) 2000 PAVING PROJECT — DESIGN AND CONSTRUCTION
SERVICES:
Pursuant to Board action of August 10, 1999, staff has negotiated a
professional services contract with James Benes & Associates, Inc.,
to provide final design and construction services for the 2000
Paving Project.
This project will span two budget years. Funds for the first phase
of the project are included in the current Roadway Improvements
Program (41 -461). The remainder of the project will be in the 2000
Budget.
Motion by Trustee Craig, seconded by Trustee Caleel to award a
contract to James Benes & Associates, Inc., 1755 Park Street,
Naperville, Illinois, in the not -to- exceed amount of $126,972 in fees
and an estimate of $23,145 for direct costs, for final design and
construction services for the 2000 Paving Project. ROLL CALL
VOTE:
Ayes: 5 — Trustees Caleel, Craig, Kenny, McInerney and Savino
Nays: 0 — None.
Absent: 1 — Trustee Butler. Motion carried.
The streets that are anticipated to be a part of the MFT plans
include the following, but a street could be moved into the Village
plans:
Adams Road -- Spring Road to the Village limits. O -P -- 2"
Overlay, 10 % -35% patching
Castle Drive - -16`h Street to the Village limits. REC -C /G — Remove
& Replace pavement with 'spot curb & gutter removal and
replacement
Forest Gate Road — Jorie Boulevard to west end. O -- 2" overlay,
less than 10% patching
Merry Lane — Forest Trail to east end. REHAB -4 — 3" mill, 2"
surface, 2" binder with spot curb & gutter removal and replacement
Regent Drive — bridge to Kingston Drive. O — 2" overlay, less than
% patching. Construction activities on Regent Drive will be limited
to the summer when school is not in session.
The streets that are anticipated to be a part of the Village plans
include the following:
VILLAGE OF OAK BROOK Minutes
Page 5 of 12 September 28, 1999
2000 PAVING
PRJ -DSGN &
CONSTRUCTION
7. C. 2) continued
Woodside residential area: Patching and resurfacing with addition
of concrete shoulders with uniform pavement width. Roadside
drainage swales may be restored or modified on some streets.
Hickory Drive
Meadowood Drive
Palisades Drive
Wood Glen Lane
Woodridge Drive
Woodside Drive
Old Harger Road: Completion of resurfacing and the addition of
concrete shoulders for a short section of Old Harger Road beside
the Tollway from the 1999 Paving Program.
Harger Road — York Road to pavement change east of Spring Road.
O -- 2" overlay, less than 10% patching. Some widening at curves
may be included and some widening may be needed to obtain two
11 -foot lanes. Roadside drainage swales may be restored on the
south side at the west end. The pavement and pavement marking
for the southbound right turn lane on York Road will be studied.
Slight distance and sight lines from Harger Road looking north will
be studied to determine if modifications can be made to reduce
accident potential.
7. C. 3) BANKING SERVICES:
At the Village Board meeting of July 27, 1999, authorization was
given to staff to negotiate a contract with American National Bank
of Chicago for banking services and Oak Brook Bank for custody
services. The contract for banking services references the Request
for Proposal, the bank's Proposal, and a letter sent to Finance
Director Langlois, on August 30, 1999 clarifying some pricing
issues contained in the bank's proposal. This contract will provide
for a wide range of banking services including deposit processing,
check clearing, account maintenance, payroll direct deposit, and
bank card processing. Based on average monthly volumes, the fees
on the Village's accounts will approximate $4,250 monthly.
However, for the first time the Village will earn interest on its
deposits. This should more than offset banking charges, exclusive
of the fees paid for bank card processing.
VILLAGE OF OAK BROOK Minutes
G1
Page 6 of 12 September 28, 1999
BANKING SCRV
RES 99- FI- BNKSRV
R -730
The contract with Oak Brook Bank for custody services is
essentially the same agreement currently in effect, with the
exception of a slight increase in the base annual fee from $720 to
$756. This service covers the safekeeping of Village -owned
investments, which are held in electronic form.
In order to secure Village deposits in excess of FDIC limits, the
Village's investment policy requires that collateral be pledged for
all deposits in excess of $100,000. It is also required that a third
party hold the collateral. American National Bank utilizes the
Federal Reserve Bank of Chicago as its third party custodian. The
resolution is required by the Federal Reserve Bank in order for
them to hold the collateral pledged on Village deposits. Please note
that collateral will be a lesser issue with American National Bank
than our current banking arrangement in that excess funds will be
invested overnight in a money market account, with the investments
underlying the money market account serving as the "collateral" for
the Village's deposits.
The actual process of changing banks will be done over a period of
time as there will be numerous steps in the process. These steps
include executing various documents relating to account set -up,
ordering new check stock, installation of computer software for on-
line banking, installation of new bank card processing equipment,
etc. Staff anticipates beginning the transition by November 1, 1999
and will likely close out the Village's old accounts early in 2000.
Motion by Trustee Caleel, seconded by Trustee Kenny to authorize
execution of a contract with American National Bank of Chicago
for banking services; authorize execution of a contract with Oak
Brook Bank for custody services, and approve Resolution 1999 -FI-
BNKSRV -R -730, "A Resolution Regarding the Banking Services
Relating to Third Party Safekeeping of Collateral Pledged on
Village Deposits." ROLL CALL VOTE:
Ayes: 5 — Trustees Caleel, Craig, Kenny, McInerney and Savino
Nays: 0 — None.
Absent: 1 — Trustee Butler. Motion carried.
7. C. 4) AMBULANCE BILLING SERVICES:
The Village notified five companies of our Request for Proposals
and published the standard legal notice. We received proposals
from two companies — Total Billing Solutions, Inc. (TBS) and
Metro Paramedic Services, Incorporated.
VILLAGE OF OAK BROOK Minutes
`i
Page 7 of 12 September 28, 1999
AMBULANCE
BILLING SERV.
7. C. 4) continued
Staff recommends entering into a three year contract with Total
Billing Solutions, Inc. for the following reasons:
1. The fee charged by TBS is 6% for the first two years and 7%
for the third (Metro fees are 10 %).
2. TBS can generate bills. from our current paperwork without
using additional forms and will pick them up weekly (Metro
strongly recommends that their forms be completed and they
require that the Village Fax them to Metro).
3. TBS has a working relationship with hospitals that allows them
to obtain additional information in order to file directly with
insurance companies. Medicare and Medicaid (Metro is not
able to obtain that same information from the hospitals).
4. TBS will use the Village's existing collection agency at no
additional charge (Metro fees increase to 20% if required to use
our collection agency).
5. References for TBS were good.
The Village currently issues approximately 600 ambulance bills per
year, at a flat fee of $375 for a total of $225,000. The Village
historically collects up to 70% of the amount billed ($157,500).
TBS estimates their collection rate at 80% ($180,000) for an annual
fee of $10,800. Based on these assumptions, it appears that the
Village will receive up to 512,000 more in annual revenue from
ambulance billing.
It should be remembered that outsourcing ambulance billing is not
being recommended in order to increase revenues. Even if the
service resulted in a decrease of revenues, outsourcing is
recommended for the following reasons:
1. Elimination of the duplication of a data entry clerk and
secretarial functions in the Fire and Finance Departments.
2. The desire of our ambulance patients to be able to file claims
with and bill their health insurance carriers on their behalf.
3. The need to speed up the turn - around time for billing and
receipt of revenues.
4. The need to provide additional time for Fire and Finance
Department clerks and secretaries to perform other tasks.
VILLAGE OF OAK BROOK Minutes
Ly
Page 8 of 12 September 28, 1999
7. C. 4) continued
5. Complicated and changing state and federal health care laws
(unfunded mandates) have made billing procedures very costly
and time - intensive, especially Medicare laws and billing
procedures.
Motion by Trustee Kenny, seconded by Trustee Savino to award a
contract to Total Billing Solutions, Inc., 1341 West Fullerton,
Chicago, Illinois, at a fee of 6% of collections for the first two years
and 7% for the third year, for a three year term (additional years at
the Village's sole option) for ambulance billing services.
President Bushy acknowledged that the amount billed of $375.00
per request for service does not cover the expenses for this service.
The Village subsidizes'this service for our residents and people who
traverse the community.
Chief Jarvis stated that the Tollway pays $300 for this service to the
Village whether the person is taken to the hospital. She thanked the
Board of Trustees for providing this service of filing claims for our
residents or non - residents.
Trustee Caleel inquired how the amount of $375.00 was determined
for ambulance billing. Finance Director Langlois explained that the
amount was based on previous goals to recover 25% of the cost of
the EMS service through collection of ambulance fees. The Village
does not accept assignment as the insurance company is billed 80%
and the patient billed the remainder 20% Trustee Caleel explained
that some insurance companies will pay 80 %, whether you bill
them $375.00 or whatever the costs. He asked why the ambulance
fee isn't the actual amount.
Trustee Kenny asked if this should be discussed at the Committee -
of -the -Whole meeting. President Bushy suggested the Village
Manager, Fire Chief and Finance Director present a report to the
Board of Trustees for the rationale of billing 25% cost of EMS
services. If the Board wishes to discuss this further after receiving
the report, the topic could be placed on a Committee -of -the -Whole
agenda. ROLL CALL VOTE:
Ayes: 5 — Trustees Caleel, Craig, Kenny, McInerney and Savino
Nays: 0 — None.
Absent: 1 — Trustee Butler. Motion carried.
VILLAGE OF OAK BROOK Minutes
Page 9 of 12 September 28, 1999
7. C. 5) SWIMMING POOL DECK REPLACEMENT — OAK BROOK SWIM POOL
1. BATH & TENNIS CLUB:
DECK REPL.
Two sealed bids were received on ' September 1, 1999. Bid
packages were sent to eleven companies. Only one company
attended the pre -bid meeting while the other company visited the
site at a later date with our Bath & Tennis personnel. Both
companies submitted bids. .
In the Village's bid package staff asked for base bid pricing on a
product called "Sundeck" ( "Cool- Crete ") which is an upgrade from
a standard broom finish concrete. The low base bids came in at
$166,380 (Howard Concrete) and $112.000 (Schaefges Brothers,
Inc.). The Village's consultant, JE Sverdrup, recommends that in
order to maintain the budget for this project the Village accepts
alternate #3 (deduct "Sundeck ") in the amount of $34,500.
Work on this project is scheduled to be completed by November 20,
1999. Funds in the amount of $75,000 have been budgeted in the
Sports Core Improvements Program (52 -841) for this project. The
additional $2,500.00 will be covered by other projects that have
been deferred.
Bath & Tennis Club Manager Sartore addressed the Village Board
on the product, Sundeck, being added to the bid as an alternate of
coating for the pool deck. Senior Project Architect Anthony Ko, JE
Sverdrup, described the product Sundeck as an upgrade from
standard broom finish concrete. It is a non -skid surface that covers
cracks in concrete, keeps the concrete cool, keeps the surface clean
and comes in a variety of colors. The product is easily repairable
which adds to the life of the deck.
Trustee Savino asked that a sample of the product be presented to
the Village Board of Trustees.
Trustee Kenny suggested the quality of the pool, its setting, the
useful life of this product of twenty years and if we amortize this at
an approximate cost of $35,000, it would be prudent to include this.
If it is the will of the Board, he suggested that we proceed with this
now rather than piece meal.
Trustee McInerney recommended that if the Board awards the
contract tonight, that the contractor could proceed with the
excavation and from now until the next Board meeting of October
VILLAGE OF OAK BROOK Minutes
Page 10 of 12 September 28, 1999
12`h, the Board could consider adding this as a change order to the
contract. He would like to see the warranty with this firm of the
useful life of this product.
President Bushy suggested the Board could let half the contract this
evening, then in two weeks place this on the October 12, 1999
Board of Trustees agenda to address this product and its written
warranty.
Motion by Trustee McInerney, seconded by Trustee Caleel to
award a contract, subject to staff review, to the lowest responsible
bidder, Schaefges Brothers, Inc. (SBI), 851 Seton Court, Wheeling,
Illinois to perform the pool deck replacement for a lump sum price
of $77,500 with the option to add the sundeck (Cool Concrete)
Product in the amount of $34,500 subject to approval by the Village
Board at their October 12, 1999 regular meeting. ROLL CALL
VOTE:
Ayes: 5 — Trustees Caleel, Craig, Kenny, McInerney and Savino
Nays: 0 — None.
Absent: 1 — Trustee Butler. Motion carried.
8. INFORMATION & UPDATES: INFORMATION &
UPDATE:
A. VILLAGE PRESIDENT: uh�n UPDA VILLAGE PRES.
President Bushy will be representing the Board of Trustees at the
Economic Development Committee, Metropolitan Mayors Caucus, that
is continuing to address legislation that will be brought to Governor
Ryan's office. The Village is still working on a commitment from
Governor Ryan's office regarding the expansion of lanes under the
bridge on 22 "d Street as part of the Illinois FIRST project.
B. VILLAGE MANAGER: No report.
9. DEPARTMENTAL REPORTS: No business.
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): No
Business.
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS:
Trustee Kenny acknowledged Sgt. William Haas of our Police Department for
his exemplary actions as a police officer for the Village.
VILLAGE OF OAK BROOK Minutes
Page 11 of 12 September 28, 1999
While on routine patrol, Sgt. Haas observed a blue Toyota occupied by two
male subjects stopped in the travel lane of 16`h Street near the Oaks of Oak
Brook. He observed a female subject exit the Private Bank and jump into the
waiting vehicle. As the vehicle left the area at a high rate of speed, Sgt. Haas
made a traffic stop on the vehicle. He ascertained that the driver had a
suspended driver's license. Further investigation revealed that the female had
been in the bank and had cashed a stolen payroll check for approximately
$3,000.00. The female subject was identified as the offender and was taken
into custody.
Charges were filed against the female for forgery. In addition, she was wanted
on a warrant for a parole violation. This action resulted in the arrest of the
subject, the recovery of the cash from the stolen check and the clearance of two
forgeries in Elmhurst.
This is a fine example of alert, aggressive and thorough police work and is
worthy of the Police Department's Honorable Mention.
12. ADJOURNMENT:
Motion by Trustee Caleel, seconded by Trustee Craig to adjourn the meeting at
8:31 p.m. VOICE VOTE: Motion carried.
ATTEST:
c� - 11� /�
Linda K. bonnella, CMC /AAE
Village Clerk
In accordance with the provisions of the Americans with Disabilities Act, any
individual who is in the need of a reasonable accommodation in order to participate in
or benefit from attendance at a public meeting of the Village of Oak Brook should
contact Michael Crotty, the Village's ADA Coordinator, at (630) 990 -5738 as soon as
possible before the meeting date.
BOT092899
VILLAGE OF OAK BROOK Minutes Page 12 of 12 September 28, 1999
ADJOURN