Minutes - 10/10/2006 - Board of Trustees►11
3
MINUTES OF THE OCTOBER 10, 2006 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
JANUARY 9, 2007.
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 7:32
p.m. The Pledge of Allegiance was given.
ROLL CALL
Village Clerk Linda Gonnella called the roll with the following persons
PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, John W. Craig,
Jeffrey J. Kennedy, Kathryn F. Manofsky, Robert G. Sanford and Asif
Yusuf.
ABSENT: None.
IN ATTENDANCE: Richard B. Boehm, Village Manager; Jeffrey P. Moline, Assistant
Village Manager; Bruce F. Kapff, Director of Information Services &
Purchasing; Robert L. Kallien, Jr., Director of Community Development;
Kenneth T. Kubiesa, Village Attorney; Darrell J. Langlois, Finance
Director and Nelson Patras, Bath & Tennis Club Operations Manager
PRESIDENT'S OPENING COMMENTS
A. PROCLAMATION BUTLER SCHOOL DISTRICT 53
President Quinlan announced that the Butler School District 53 had received the
National Blue Ribbon School Award by the United States Department of Education
that the Village wanted to acknowledge by presenting a Proclamation to the
Superintendent Dr. Sandra Martin and the Principal of Butler Junior High School,
Mr. Condon and proclaimed Monday, November 13, 2006 as Butler Junior High
School Day in the Village of Oak Brook. He indicated that Brook Forest School had
been named the number one school in DuPage County and Butler Junior High School
had been ranked the number two school
President Quinlan commented on the negative press the Village had been receiving
indicating that he felt it was unfair and unbalanced based on the accomplishments of this
Board. He stated that although the Board may disagree on certain issues, he felt that this
was a good thing in that it encourages debate and leads to the best possible decisions
being made for this Village as a whole. He noted some of the accomplishments of the
individual Board Members and the financial progress of the Village.
VILLAGE OF OAK BROOK Minutes Page 1 of 10 OCTOBER 10, 2006
4. RESIDENT /VISITOR COMMENT
A. FINANCIAL UPDATE
Trustee Yusuf, as the Finance Department liaison, reported that staff had prepared
financial information for the purpose of planning the 2007 budget which was
distributed. He touched on key points that he felt were important, including that sales
tax revenues were gradually increasing.
President Quinlan reiterated that the reason this review and information was presented
at this time was that the Village was moving into the budget process and this
information will provide a basis for the discussion that the Board will have at the
Committee -of -the -Whole meeting during the month of October.
President Quinlan asked for a consensus of the Board to pass Resolutions of
Appreciation for Barbara Nashaar and Carolyn Link for their work on the Autumn
Festival Committee which will be ratified by formal vote at the next meeting.
President Quinlan read these Resolutions into the record.
Trustee Aktipis expressed concern relative to the employment of an employee of the
Village by a vendor for the Village of Oak Brook. Village Manger Boehm explained
that the contract with the Village was entered into prior to the employment of the
Village employee and that it was stipulated that he would not enter into any
conflicting duties with the Village of Oak Brook.
Resident Al Savino as President of the Oak Brook Historical Society addressed the
Board concerning the Old Butler School and the recent flooding of the building during
a storm He thanked Village staff for their cooperation and efficient removal of
materials for their protection. He also addressed the issue of mold in the building. He
asked for the Village's cooperation for museum problems and renovation.
He also thanked Village staff for their help at a Polo fund raising event and reported
on the upcoming fund raising event at Mayslake.
5. APPROVAL OF MINUTES
A. REGULAR BOARD OF TRUSTEES MEETING OF AUGUST 22, 2006
Motion by Trustee Aktipis, seconded by Trustee Yusuf, to continue the approval of the
Minutes of the August 22, 2006 Regular Board of Trustees Meeting to the next
meeting in order to verify statements that he made. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 2 of 10 OCTOBER 10, 2006
6. CONSENT AGENDA
All items on the Consent Agenda are considered to be routine in nature and will be
enacted in one motion.
Trustee Manofsky asked to have Agenda Item 6. A. Accounts Payable for Period Ending
October 6, 2006 - $507,916.15 removed for further discussion.
Trustee Kennedy asked to have 6.E.1) to consider it at the time 10.C.2 is considered
because they are related.
B. Approval of Payroll for Pay Period Ending September 23, 2006 - $667,536.07
C. Community Development Referrals
1) Zator — 515 Wood Road - Variation
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Consulting Services - Financial Software Replacement
F. An Ordinance Granting a Special Use to Cubellis MGDF, on Behalf of Mid - America
Asset Management for an Outdoor Dining Area Adjacent to a Restaurant for Panera
Bread
G. An Ordinance Amending Title 13, Section 13 -11 -11 A.2 of the Village Code of the
Village of Oak Brook, Illinois - Double Tree Hotel
H. An Ordinance Deleting Chapter 7 (Safety Pathway Committee) of Title 2 (Board and
Commissions) from the Village Code of the Village of Oak Brook, Illinois
I. An Amendment to Title 4, Chapter 1, Sections 8A and 8B of the Village Code of the
Village of Oak Brook, Illinois
J. Approval of the Village of Oak Brook Beautification Master Plan
Motion by Trustee Kennedy, seconded by Trustee Sanford, to approve the Consent
Agenda and authorize expenditures as amended. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
7. ITEMS REMOVED FROM CONSENT AGENDA
6. A. ACCOUNTS PAYABLE FOR PERIOD ENDING OCTOBER 6, 2006 - $507,916.15
Significant Items included in Above:
1) Sound, Inc. — Telecommunications System Replacement — Payout #3 and Final -
$19,420.97
Trustee Manfosky questioned a payment of $3,000 to Plunkett and Associates, Inc.
Manager Boehm responded that Bill Plunkett assisted the Village on recent press
releases.
VILLAGE OF OAK BROOK Minutes Page 3 of 10 OCTOBER 10, 2006
7. 6. A. Motion by Trustee Yusuf, seconded by Trustee Kennedy, to authorize expenditures for
the accounts payable for period ending October 6, 2006 in the amount of $507,916.15.
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
9.
BOARD & COMMISSION RECOMMENDATIONS — None presented.
UNFINISHED BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS —None presented.
C. AWARD OF CONTRACTS
1) PUBLIC WORKS REPLACEMENT VEHICLE
The truck being replaced is Unit #512, a Ford 1 -ton pickup used in the Public
Works Street Division. It receives a tremendous amount of heavy use including
front -line snow - plowing, towing other pieces of equipment, transporting work
crews and miscellaneous hauling. It is the lone pick -up truck in the Street
Division. High mileage and rusting of the body and underbody are the reasons
for replacement. This vehicle was originally planned on being replaced in 2005
but was deferred until this year.
When looking for replacement vehicles, staff first explored what vehicles have
been bid through either the State of Illinois or Suburban Purchasing Cooperative
(they have much more purchasing power than the Village does, and usually
receives a better price). Pursuant to the provisions of Section 1 -7 -10 of the Code
of Ordinances and Compiled Statutes, the Village is permitted to join with other
governmental units in order to benefit from cooperative purchasing arrangements.
The following table indicates pricing received through a bid conducted by
Suburban Purchasing Cooperative.
2007 Ford F350 XLT 4X4
Replaces unit
Currie Motors.
#512— 1993 Ford 1 -Ton Pickup,
(Suburban
Mileage — 95, 000
Purchasing
Cooperative)
Base Price
$20,172.00
6.0 Diesel Engine
$4,535.00
All- Terrain Tires
$104.00
VILLAGE OF OAK BROOK Minutes Page 4 of 10 OCTOBER 10, 2006
9.C.
1)
Telescopic Mirrors
$207.00
Power /Windows
$45600
Sliding Rear Window
$127.00
Tow Command
$305.00
Speed Control /Tilt
$348.00
Add for XLT
$15295.00
Weather Guard # 127
$598.00
Spray Liner
$495.00
Meyer EZ Mount 8' Comm. Plow
$4,224.00
Ziebart Rust Proof
$225.00
Unity Spot Light
$325.00
Federal Light Bar Model 221
$655.00
Aluminum Cab Length Boards
$595.00
6/75000 Powertrain — Ford Warranty
$1,395.00
Sliding Drawbar
$105.00
Aluminum Tail Gate Cover
$175.00
Color
Oxford
White
Interior
Medium
Flint
Grand total
$369341.00
Delivery is expected approximately 90 days after receipt of order. The vehicle
being replaced will be sold through the June, 2007 DuPage Mayors & Managers
Conference vehicle auction (an ordinance to declare it surplus will be presented
prior to the auction).
Motion by Trustee Aktipis, seconded by Trustee Kennedy, that the Village Board
waive further bidding since Suburban Purchasing Cooperative already conducted
the bid process and issue a purchase order to Currie Motors, Frankfort, Illinois for
one 2007 Ford F350 XLT 4X4 in the amount of $36,341.00. ROLL CALL
VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent- 0 - None. Motion carried.
D. TRANSFERS AMONG BUDGET LINE ITEMS RECOMMENDATION
During the course of a year, there are numerous situations that may arise that cause
an account, program or even a fund to exceed its budget. When this occurs, State
statutes provide that the corporate authorities may make transfers from "one
corporate object or purpose to another corporate object or purpose. Additionally,
statutes provide that the corporate authorities may delegate authority to heads of
VILLAGE OF OAK BROOK Minutes Page 5 of 10 OCTOBER 10, 2006
9. D. municipal departments to "delete, add to, change, or create subclasses within object
classes budgeted previously to the department with the approval of the budget officer
or executive officer of the municipality ". The Village has defined a corporate object
or purpose to be an individual program or fund. Sub - classes within object classes
have been defined as accounts and categories within a budget program.
Ordinance 1999 -FI -S -957, the "Comprehensive Amendment to an Ordinance
Establishing Certain Finance, Taxation, and Budget Policies of the Village President
and Board of Trustees ", which is based on the previously mentioned statutes, outlines
the following procedures for budget administration and how these variances are to be
addressed.
1. That the Budget Officer, with the approval of the Village Manager, may
authorize transfers of budgeted funds between accounts or between account
categories within a single budget program.
2. That any transfer of budgeted funds from one budget program to another
shall be subject to approval by the Board of Trustees upon the
recommendation of the Village Manager.
3. That any transfer from contingency shall be subject to approval by the
Board of Trustees upon the recommendation of the Village Manager.
4. That any increase in the total appropriation within any fund shall be subject
to approval by the Board of Trustees upon the recommendation of the
Village Manager.
In 2004, the Village Board, by motion, added the additional layer of budgetary
control by requiring mid -year budget transfers for any line item that exceed its annual
budget by 10 %. This requires the Village Board to act on many transfers that are for
an immaterial amount.
Pursuant to Board direction, Finance Director Langlois made a recommendation to
revise this policy for line items that exceed the annual budget by 10% and are at least
$2,500. This would allow the Board to still be informed of most of the material
budget variances occurring during the year and how staff plans to offset them, and
would also eliminate the need to process budget transfers for small, immaterial
amounts.
Discussion ensued and although the Board seemed to be in agreement on the context
of the changes, how to phrase it caused some concern.
Motion by Trustee Yusuf, seconded by Trustee Aktipis that the Village Board
continued this matter to the next regular meeting of the Board on October 24, 2006.
VOICE VOTE: Motion carried
VILLAGE OF OAK BROOK Minutes Page 6 of 10 OCTOBER 105 2006
10. NEW BUSINESS
A. CONFIRMATION OF APPOINTMENTS - None presented.
B. ORDINANCES & RESOLUTIONS
1) PARTNERS FOR TRANSIT RESOLUTION
The Regional Transit Authority is seeking municipalities and organizations to
join with them in the "Partners for Transit" initiative. This initiative is to
highlight the need for increased mass transit in the region to help reduce
congestion and its related costs. There is no financial cost to joining this
initiative; however, organizations are encouraged to promote the Moving Beyond
Congestion theme in providing for a better regional transit system.
The Village of Oak Brook is already on record (numerous times) in support of
transit solutions. Staff is currently working with DuPage Mayors and Managers,
the RTA and Pace to study implementation strategies for circulator bus systems.
In Addition the Village has been awarded a grant to study a method by which the
Village could link business residents with the Pace and Metra mainline systems.
Motion by Trustee Kennedy, seconded by Trustee Sanford, for Passage of
Resolution R -952, An Resolution In Support Of Partners For Transit And The
Moving Beyond Congestion Project. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf .
Nays: 0 - None
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS
1) NEC TELEPHONES AND SYSTEM EQUIPMENT FOR EOC (EMERGENCY
OPERATING CENTER)
The Village recently converted from a Centrex to an in -house NEC telephone
system. Based on current plans for the EOC, staff is recommending that the older
Centrex telephones be replaced with current state -of -the -art NEC 2 -line phones.
These phones will give EOC personnel better functionality than the older phones
and also be similar to operate as the phones they now have at their desks.
Switching to the newer phones will also increase redundancy in an emergency
situation, as the Centrex phones will be held in reserve as a back -up.
The Village is still able to take advantage of lower pricing for some of the
telephone equipment being purchased (2 of the digital cards and 4 of the phones
were unused in the original installation and will be purchased at the original
VILLAGE OF OAK BROOK Minutes Page 7 of 10 OCTOBER 10, 2006
10. C. 1) contract price). The only additional expense, aside from purchasing equipment
from Sound, is for some re- cabling of the room (approx. $3,000) to accommodate
the new NEC phones and the back -up Centrex phones.
Motion by Trustee Kennedy, seconded by Trustee Sanford, that the Village Board
waive bidding, based on pricing received during the proposal process and to keep
maintenance with one company, and approve the purchase of various NEC
telephone equipment for the Emergency Operations Center from Sound, Inc., in
the total amount of $11,523.15. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf .
Nays: 0 - None
Absent: 0 - None. Motion carried.
2) BUILDING INSPECTION SERVICES
In the past, the Department of Community Development has required the
temporary assistance of outside consultants. As an example, several years ago,
the Department requested the assistance from BOCA International to review the
construction plans and documents for the Library and Municipal Building
projects. Also, the Department found itself in an emergency situation and
required the assistance of an outside building inspection service for several days.
At that time, the Department contacted several nearby communities (Hinsdale and
Willowbrook) and found that TPI Building Code Consultants, St. Charles, IL
provided assistance to both these communities and could meet the needs of the
Village of Oak Brook. As such, TPI was retained and satisfactorily performed all
required building inspections that staff requested.
Now, because of an unanticipated issue with one staff person, the Department
again requires the services of a firm to assist our building inspectors with building
inspections on a temporary basis. Since TPI Building Code Consultants
performed these services for the Village in the past, and provided these services
in a timely manner with an extremely high level of customer service and
competence, staff requests that TPI be retained on a temporary basis to assist the
Village with its building inspection work Because the Department is being asked
to spend a significant amount of its time performing plan reviews and building
inspections for the Oak Brook Promenade while implementing the construction
management standards on new construction projects, TPI is truly needed to assist
the Department on days when the number of inspections exceeds our capacity to
perform them for our residential and corporate customers.
It is anticipated that these services would be required for approximately 12 -15
weeks and would be needed approximately 12 hours per week. The total cost for
these services would be approximately $12,000. Since the Village now assesses a
fee of $49 per inspection, the cost to the Village for these services should be off-
set by fees collected. Also, with approval of a budget transfer, the impact on the
Department's current budget should be negligible.
VILLAGE OF OAK BROOK Minutes Page 8 of 10 OCTOBER 10, 2006
10. 6. E. Budget Adjustments
1) Community Development — Code Enforcement
Trustee Aktipis expressed concern about the lack of cooperation of TPI in
his experience with them and suggested that the Village be aware.
Motion by Trustee Kennedy, seconded by Trustee Sanford, to Concur with
the Request to Waive Bidding and Retain the Firm of TPI Building Code
Consultants on a Temporary Basis, Approve the Expenditure of Funds in an
Amount not to Exceed $12,000 and Approve a Budget Transfer 6.E.1)
Community Development — Code Enforcement.
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and
Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
11. INFORMATION & UPDATES
A. VILLAGE PRESIDENT — President Quinlan asked residents to be aware and careful
of children during the Halloween season.
B. VILLAGE MANAGER — Village Manager Boehm again complimented staff on their
performance and cooperation with one another in recent incidents.
C. VILLAGE CLERK — Clerk Gonnella announced that Early Voting begins Monday,
October 16 in the Butler Government Center from 9:00 a.m. — 4:30 Monday,
Wednesday, Thursday and Friday; from 9:00 a.m. to 7:00 p.m. on Tuesdays and from
9:00 — Noon on Saturdays through November 2. Absentee Voting will take place on
November 3 and 4"' with the same hours.
Clerk Gonnella also announced that Candidate Packets for the April 17, 2007
Municipal Elections are available in her office from 8:30 a.m. to 5:00 p.m. Monday
through Friday.
12. ADJOURNMENT TO CLOSED MEETING to discuss minutes of meetings lawfully
closed under the Open Meetings Act, whether for the purpose of approval by the body of
the minutes, or for semi - annual review of the minutes as required by the Open Meetings
Act (2c21), 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 (2c 11).and to consider the
appointment, employment, compensation, discipline, performance, or dismissal of
specific employees of the public body (2c 1).
VILLAGE OF OAK BROOK Minutes Page 9 of 10 OCTOBER 10, 2006
12. Motion by Trustee Craig, seconded by Trustee Kennedy, to adjourn to Closed Meeting at
8:33 p.m. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
13. ADJOURNMENT
Motion by Trustee Craig, seconded by Trustee Kennedy, to adjourn the Regular Meeting
of the Board of Trustees at 10:00 p.m. VOICE VOTE: Motion carried.
ATTEST:
s /Linda K. Gonnella
Linda K. Gonnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 10 of 10 OCTOBER 10, 2006