Minutes - 10/10/2000 - Board of Trustees1
2
3
VILLAGE OF OAK BROOK Minutes October 10, 2000
UNOFFICIAL UNTIL APPROVED AS WRITTEN k OR
AS MENDED _ BY VILLAGE BOARD ON
2 . Z000
MEETING CALL: MEETING
CALL
The Regular Meeting of the 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.
ROLL CALL: ROLL CALL
The Village Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Butler, Caleel, Craig, Kenny,
McInerney and Savino.
ABSENT: None.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Robert L.
Kallien, Jr. Community Development Director; Darrell J. Langlois, Finance
Director; Richard A. Martens, Village Attorney; Ruth A. Martin, Library
Director; Michael J. Meranda, Public Works Director; Allen W. Pisarek, Police
Chief and Bonnie Sartore, Bath & Tennis Club Manager.
ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE
& FORUM
A. RESOLUTION #2000 -AP -R -757, A RESOLUTION OF RES #00 -AP-
APPRECIATION - MARLO R -757, RES-
MARLO
President Bushy read a Resolution of Appreciation in its entirety to Sgt.
Mucha, of the Oak Brook Police Department, for the retirement of his
partner, K -9 Officer Mario, who has officially retired after serving
seven years with our Police Department.
Motion by Trustee Caleel, seconded by Trustee Kenny, to approve
"Resolution #2000 -AP -R -757, A Resolution of Appreciation - Mario,"
as presented. VOICE VOTE. Motion carried.
Trustee Caleel inquired into the status of AT &T's broad band
installation as it is several months overdue. Village Manager Veitch
explained that an official notification was shared with the Village
Board several months ago for the digital cable and internet access.
Another problem has developed with the internet access for the service
but it is hopeful the service may be available at the end of the year.
VILLAGE OF OAK BROOK Minutes
A
Page I of 10 October 10, 2000
Trustee McInerney announced that the annual Thanksgiving dinner,
coordinated by the Oak Brook Civic Association, with residents and the
Great Lakes Naval recruits will be held again this year. The delivery
and pickup of the recruits will be occurring at the Village Hall. Five
municipalities and Oak Brook participated in this event last year.
Further details will follow and he asked if our local newspapers would
publicize this event in their newspapers. You may contact Trustee
McInerney at 628 -2444 for further information.
4. APPROVAL OF MINUTES:
Motion by Trustee McInerney, seconded by Trustee Kenny, to approve the
minutes of the Regular Board of Trustees Meeting of September 26, 2000 as
presented and waive the full reading thereof. VOICE VOTE. Motion carried.
5. OMNIBUS AGENDA:
All items on the Omnibus Agenda were routine in nature and enacted in one
motion. No one requested a separate discussion of an item for removal from
the Omnibus Agenda.
Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the
MINUTES:
BOT 09/26/00
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None.
APPROVAL:
A. APPROVAL OF BILLS: Approved Omnibus Vote. BILLS -
$316,504.57
B. APPROVAL OF PAYROLL: PAYROLL-
1) FOR PAY PERIOD ENDING SEPTEMBER 30,2000: Approved
Omnibus Vote. $394,115.82
(gross)
C. CHANGE ORDERS: None.
D. PAYOUTS:
1) BARTLETT HEATING & AIR CONDITIONING - PAYOUT #5 Pw HEAT &
& FINAL - PUBLIC WORKS HEATING AND VENTILATION VENT PRJ
MODIFICATION PROJECT - $38,399.82: Approved Omnibus
Vote.
VILLAGE OF OAK BROOK Minutes
`c
Page 2 of 10 October 10, 2000
7.
2) LARSON - KRAMER - KJELSTROM AND ASSOCIATIES, B &T
LTD. - PAYOUT #2 - BATH & TENNIS CLUBHOUSE ARCH. STUDY
ARCHITECTURAL SERVICES - $50,000.00: Approved
Omnibus Vote.
E. REFERRALS:
1) VILLAGE OF OAK BROOK - ZONING ORDINANCE REVIEW OAK BROOK
PROJECT - REFERRAL OF CHAPTERS 3 AND 12 OF TITLE 13 ZON ORD REV
OF VILLAGE CODE - REFER TO PLAN COMMISSION VLLG CODE
MEETING ON NOVEMBER 20, 2000 AND ZONING BOARD PC- 11/20/00
OF APPEALS MEETING ON DECEMBER 5, 2000: Approved ZBA- 12/05/00
Omnibus Vote.
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS: None.
ITEMS REMOVED FROM OMNIBUS AGENDA: None.
President Bushy announced that the Oak Brook Civic Association held a town
meeting with the DuPage County Housing Authority regarding the proposed
senior housing project at the Friary. This presentation will follow the cablecast
of our Village Board meeting seen at 7:00 p.m. on Channel 19 next Monday.
ACTIVE AGENDA (Items for Final Action):
A. APPOINTMENTS: None.
B. ORDINANCES & RESOLUTIONS: No Business.
C. AWARD OF CONTRACTS:
1) INFRARED THERMAL IMAGER - POLICE DEPARTMENT:
The Infrared Thermal Imager will be a very valuable tool for the Police
Department. The imager is the size of a medium size video camera and
is a lightweight, compact self - contained unit and it comes with a high -
density plastic carrying case. This thermal imager is an infrared
camera that detects heat and the images appear as white figures and
objects.
The unit requested specifically fits the needs of police operations. In
addition, our thermal imager will be able to:
VILLAGE OF OAK BROOK Minutes Page 3 of 10 October 10, 2000
INFRARED
THRML IMGR
- Scan areas such as the Sports Core property and Park District
property to see if there are individuals and vehicles on the property
after hours.
- Scan front, back and side yards when the police go on suspicious
person calls to see if someone is trying to conceal themselves in the
area.
- Scan areas to see if people are hiding under cars or in bushes.
Catch offenders in the act of breaking into vehicles.
OMB Police Supply is the sole supplier of this Raytheon Thermal
Imager in the central part of the United States. Staff has budgeted
$14,000, which is the approximate retail price for this unit.
Motion by Trustee Kenny, seconded by Trustee Caleel, to approve the
purchase of a Raytheon Palm IR250 Thermal Imager from OMB Police
Supply and waive competitive bidding due to the sole supplier in the
amount $10,795. ROLL CALL VOTE.
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None.
2) 2000 -2001 STATE JOINT PURCHASE - DEICER SALT:
The Village Board, at the March 28, 2000, 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 The Detroit Salt Company L.L.C. in the amount of $25.81
per ton delivered (the price last year was $25.23 /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 vendor is not obligated to honor the contract price for
purchases in excess of 130% of the requisitioned amount. Please note
that our annual 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 the Village
through a normal winter.
Motion by Trustee Craig, seconded by Trustee Caleel, to approve the
bid of The Detroit Salt Company L.L.C. in the amount of $25.81 per
ton delivered and authorize a Purchase Order for 1,500 tons of
Highway Deicer Salt in the amount of $38,715.00. ROLL CALL
VOTE.
VILLAGE OF OAK BROOK Minutes Page 4 of 10 October 10, 2000
2000 -2001
SALT PURCH
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
3) CONSTRUCTION OF PUBLIC IMPROVEMENTS - SPORTS
CORE /WESTCHESTER PARK SUBDIVISION:
Seven companies picked up bid packages. Two sealed bids were
received on August 30, 2000. The other bid was from Prime
Construction, Inc. in the amount of $91,517. The engineer's estimate is
$39,612.50.
On June 27, 2000 the Village Board rejected the first bid received for
this project, on the basis of price. Although the low bid in this round is
somewhat lower than the first, prices remain high relative to the
engineer's estimate. In staff's opinion, this is due to the small size of
the job, the current construction market and the requirements of public
contracting, particularly the Prevailing Wage Act.
Staff has examined and re- examined the option of marketing the
property prior to completing the public improvement subject to a
Subdivision Improvement Agreement. Ultimately that option was
rejected because, due to the Village's intended continued ownership of
Lot 4 of the subdivision which will contain some of the subject
improvements, the public contracting requirements cannot be avoided.
There is no specific budget line for this project, as the intent is to
recover the costs of subdivision through the sale of Lots 1, 2 and 3 of
the subdivision, plus the sale of a small amount of land to the owner of
Lot 5.
Trustee Caleel asked Village Engineer Durfey to investigate why the
engineer's estimate was so much lower than the actual bid.
Motion by Trustee Savino, seconded by Trustee McInerney, that a
contract be awarded, subject to staff review, to the lowest responsible
bidder: P. Walker Brothers, Inc., 5546 S. Brainard, Countryside, IL
60525, at the unit prices bid for an estimated extension for $77,464.
ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes
Page 5 of 10 October 10, 2000
CONST.
SPRT CORE/
WSTCHSTR
4) WELL NO. 2 ABANDONMENT:
Two sealed bids were received on October 4, 2000. The other bid
submitted was from Meadow Equipment Sales & Service, Inc., in the
base bid amount of $33,337. In preparing the bid package, staff
estimated the amount of labor and material required to abandon well
#2. It is not anticipated at this time that the Village needs to use any of
the supplemental unit prices. The estimated cost of $31,520 also
includes a credit for the pumping equipment located inside the well.
Funds in the amount of $73,000 have been budgeted in the Water
System Improvements program (451) for this project and the
demolition of the building housing the well. Staff will solicit separate
quotes as the cost of the demolition is estimated to be well
under $10,000.
Motion by Trustee Craig, seconded by Trustee Caleel, that a contract be
awarded, subject to staff review, to the lowest responsible bidder:
Layne- Western, Division of Layne Christensen Company, 721 West
Illinois Avenue, Aurora, Illinois 60506, at a base price of $31,520, plus
the unit prices for supplemental work as needed. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino
Nays: 0 - None.
Absent: 0 - None. Motion carried.
WELL #2
ABANDON
D. REPAIR OF TENNIS DOME: TENNIS DOME
Bath & Tennis Clubhouse Manager's memorandum of October 5, 2000,
states the 1998 decision of the Village Board to continue to operate
"season -to- season," while also continuing the ongoing efforts to
dispose of the dome. This followed, by nearly three years, the passage
of Village Ordinance S -827 in August, 1995, which declared the dome
and associated equipment surplus and authorized and directed the Bath
& Tennis Clubhouse Manager to seek proposals for its sale. That
ordinance is still in effect and those efforts have continued for more
than five years, modified only by the Board's 1998 direction.
Motion by Trustee Savino, seconded by Trustee Caleel, to sell the
Tennis Dome to Yeadon for a nominal fee to take down the dome and
remove it entirely from the site free of charge, in return for which they
would take title to the dome and all of the mechanicals.
Joseph Persak, 20 Cambridge Drive, asked for a clarification of the
tennis dome financial results. Trustee Kenny suggested to table this
VILLAGE OF OAK BROOK Minutes Page 6 of 10 October 10, 2000
IM
item to the next Village Board meeting so that Mr. Persak could review
the data.
Motion by Trustee Kenny, seconded by Trustee Caleel, to table this
agenda item. ROLL CALL VOTE:
Ayes: 3 - Trustees Caleel, Craig and Kenny.
Nays: 4 - President Bushy, Trustees Butler, McInerney and Savino.
Absent: 0 - None. Motion failed.
President Bushy suggested Mr. Persak meet with Village staff to review
the financial records regarding the Tennis Dome. Trustee McInerney
asked that that the information before the Village Board this evening
regarding the Tennis Dome be discussed and placed into the record. He
noted that if the Tennis Dome was repaired that it still could be
detrimental to the users of the facility. President Bushy read Chief
Building Inspector, Richard Arling's, results of his inspection of the
Tennis Dome noting the failure in many areas of the inner membrane of
the Dome. He recommended that if it is used this winter, that a
structural engineer be hired to certify the structure for the coming snow
loads and winds. He stated: "If we have a snow of any volume I see a
great possibility of failure to the dome and a possible threat to the
occupants." Bath & Tennis Club Manager Sartore indicated in her
memorandum of October 5, 2000 to the Village Board, four options
that are available for the Tennis Dome:
1. Repair the tear and continue to operate the dome. The repair to the
tears would cost approximately $3,500.00. This would include the
cost of renting the equipment necessary to elevate the engineer to
the top to heat -seal the tears. This would provide a very solid repair
to the existing tears, but in no way insures that we will not
experience other compromises in the fabric, since it has now
suffered multiple tears over its life and is aging. The engineer's
availability to make this repair would likely be sometime during the
next month, which would delay opening for the winter season
accordingly. The normal opening historically has been on or about
September 15 th
2. Dismantle for sale. The Village could pay Yeadon an estimated
$7,000 to $8,000 to take down the dome and store it on site for a
future sale conducted by the Village. This estimate does not
include any manpower or equipment the Sports Core would supply.
Based on our past experience, that amount would be between
$2,500 and $5,000 in addition to Yeadon's fee. Unlike seasonal
storage, this option would ready the dome and equipment for
VILLAGE OF OAK BROOK Minutes Page 7 of 10 October 10, 2000
ON
shipment to a buyer. Repair of the tear could be done on the ground
prior to packing (cost $1,500) or deferred until the dome is re-
erected by a new owner.
3. Brokered sale. The Village could leave the dome up, either repair
the tears or not, and negotiate with Yeadon to broker a sale. They
would be willing to do so, but offer no estimate of the time
involved. The quoted commission is 50% of the sale price. They
told Manager Sartore the real value is in the mechanicals, more than
the fabric, since the dome's size is very site specific and difficult to
adapt to another use. The costs of dismantling, packing and
shipping would undoubtedly enter into determination of the sale
price. Of course, while the dome remains inflated, the Village
continues to incur costs for utilities.
4. Sell as is to Yeadon for nominal consideration. The Village could
accept Yeadon's offer to take down the dome and remove it entirely
from the site free of charge, in return for which they would take
title to the dome and all of the mechanicals.
President Bushy read the Intergovernmental Risk Management
Agency's letter of October 5, 2000 indicating that the damage to the
liner of the Tennis Dome was not covered by the Village's insurance.
According to the information that has been provided, the damage that
occurred has been ongoing and has not been a result of one incident. A
review of the First Party Property Coverage Document reveals that here
is no coverage for this loss. A letter dated October 5, 2000 from
Yeadon Fabric Domes, Inc. stated there are two scenarios for removal
of the Dome: A) Yeadon will exchange the cost of taking down the
Dome and preparing it for shipment for the Dome and components or
B) Yeadon will attempt to sell the Dome to another site for 50% of the
sale price. The letter also indicated that Yeadon estimates the repair of
the liner separation would cost $1,500.00 plus the cost of the lift
required to reach 36' high. If Yeadon took down the Dome and
removed it from the site, the estimate cost would be $7,000.00 to
$8,000.00 with the site accessibility to determine the final price.
President Bushy requested a roll call vote on the original motion by
Trustee Savino, seconded by Trustee Caleel, to sell the Tennis Dome to
Yeadon for a nominal fee to take down the dome and remove it entirely
from the site free of charge, in return for which they would take title to
the dome and all of the mechanicals.
ROLL CALL VOTE:
VILLAGE OF OAK BROOK Minutes Page 8 of 10 October 10, 2000
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
President Bushy recessed the meeting at 9:27 p.m. The meeting convened at 9:43 p.m.
E
INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
President Bushy attended a Fire Prevention luncheon in Chicago today
with Fire Chief Jarvis and attended the Fire Department's Open House.
B. VILLAGE MANAGER:
Village Manager Veitch announced that staff will present to the Village
Board, at their next regular meeting of October 24, 2000, consideration
of repealing the Telecommunication Infrastructure Fee and
reconsideration of the utility tax on natural gas and electric service.
Litigation has created uncertainty as to whether or not Illinois
municipalities may collect the IMF. A significant number of the more
than 460 municipalities that impose the IMF are shifting away from
this to the Telecommunication Tax until the IML litigation is resolved.
This would mean for our Oak Brook customers a change in the
Telecommunication Tax from 2% to 3% and the 1% IMF would
disappear from the bill with no change to the total bill. Village
Manager Veitch indicated he has spoken with McDonald's and OBACI
staff and OBACI's Business Advocacy Committee.
The NICOR gas mercury meter testing program in Oak Brook has
occurred for the last several weeks with sixty homes being tested with
none of the homes found to have mercury so far.
DEPARTMENTAL REPORTS — LIAISON ASSIGNMENTS:
Community Development
Trustee Savino
Finance, Information Services & Purchasing
Trustee Caleel
Intergovernmental Relations
Trustee McInerney
Library & Community Events
Trustee Butler
Public Safety
Trustee Kenny
Public Works & Engineering
Trustee Craig
Sports Core
President Bushy
Village Clerk
Clerk Gonnella
VILLAGE OF OAK BROOK Minutes
Page 9 of 10 October 10, 2000
INFO &
UPDATES:
VLLG PRES
VLLG MGR
Departmental Reports were discussed and accepted.
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): No
Business.
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None.
12. ADJOURNMENT:
Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn the meeting
at 10:08 p.m. VOICE VOTE. Motion carried.
ATTEST:
C),1�14
Linda K. Gonnella, CMC
Village Clerk
BOT- 101000
VILLAGE OF OAK BROOK Minutes Page 10 of 10 October 10, 2000
ADJOURN