Minutes - 10/11/2005 - Board of TrusteesMINUTES OF THE OCTOBER 11, 2005 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN OR AS
AMENDED ON OCTOBER 25, 2005.
1. CALL TO ORDER:
The Regular Meeting of the Village Board of Trustees was called to order by Guest
President Natalie Watts in the Samuel E. Dean Board Room of the Butler Government
Center at 7:35 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 Stelios Aktipis, John W. Craig,
Jeffrey J. Kennedy, Kathryn F. Manofsky, Robert G. Sanford and Asif
Yusuf.
ABSENT: None.
IN ATTENDANCE: Richard B. Boehm Jeffrey P. Moline, Assistant Village Manager;
Robert L. Kallien, Jr., Director of .Community Development; Dale L.
Durfey, Jr., Village Engineer; Darrell J. Langlois, Finance Director; James
Bodony, Fire Chief, 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 introduced Natalie Watts who opened the meeting. During the Autumn
Festival activities she participate in a charity event whereby she was the top fundraiser for
victims of hurricane Katrina. He thanked her for being a model citizen to the residents of
the Village of Oak Brook
President Quinlan announced that item 6.C.1), Breakenridge Woods, LLC —
Approximately 57 Acres of Vacant Land South of 35th Street and East of Route 83 — Text
Amendments, Special Uses, Preliminary Plat of Subdivision and Variations to the
Subdivision Regulations was being removed from the agenda at the request of the
petitioner.
President Quinlan expressed his concern for the innuendos and rumors that are circulating
in relation to the above project. He commented that he did not appreciate nor would he
engage or expect this Board to engage in rumor, innuendo or unsubstantiated facts. He
explained his personal relationship with Dan Callahan which he emphasized had nothing
to do with Mr. Callahan's proposal before the Village of Oak Brook or his own role as
Village President. He explained that the process for land development in the Village of
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3. Oak Brook referred to the Plan Commission and the Zoning Board of Appeals before it is
brought to the Board of Trustees. He added that he has a vote, but only in the event of a
tie vote among the Board of Trustees. He felt that he has demonstrated his ability to do
his best for the Village and will continue to do so in the future. He asked that those who
are involved in the discussions avail themselves of the facts and discontinue the
innuendos and rumors.
President Quinlan encouraged residents to visit the Village Website. He added that it
provides information about what is happening in the Village and how residents can enjoy
all that the Village has to offer. He added that it provides a way for residents to
participate in the Village. He announced that currently the Village is seeking suggestions
for the renaming of the Bath and Tennis Clubhouse, the banquet facility, in order to
determine if a name change could increase the productivity of the banquet function.
4. RESIDENT /VISITOR COMMENT:
John Brechin asked to speak on the topic of the Dana Park Subdivision. President
Quinlan asked if he would address his questions when the agenda item was being
addressed by the Board of Trustees. Mr. Brechin agreed with his request.
5. APPROVAL OF MINUTES:
A. BOARD OF TRUSTEES COMMITTEE -OF- THE -WHOLE MEETING OF
AUGUST 22, 2005
Motion by Trustee Kennedy, seconded by Trustee Sanford, to approve the Minutes of
the August 22, 2005 Board of Trustees Committee -of -the -Whole Meeting as
presented. VOICE VOTE: Motion carried.
B. REGULAR BOARD OF TRUSTEES MEETING OF SEPTEMBER 27, 2005
Motion by Trustee Kennedy, seconded by Trustee Sanford, to approve the Minutes of
the September 27, 2005 Regular Board of Trustees Meeting as presented. VOICE
VOTE: Motion carried.
6. CONSENT AGENDA:
All items on the Consent Agenda are considered to be routine in nature and will be
enacted in one motion.
C. Community Development Referrals
1) Breakenridge Woods, LLC — Approximately 57 Acres of Vacant Land South of
35th Street and East of Route 83 — Text Amendments, Special Uses, Preliminary
Plat of Subdivision and Variations to the Subdivision Regulations. This item was
removed from the Agenda at the request of the petitioner
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Motion by Trustee Craig, seconded by Trustee Kennedy, to approve the Consent Agenda
and authorize expenditures as amended. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford andYusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
A. Accounts Payable for Period Ending October 7, 2005 - $296,858.33
Significant Items included in Above:
1) Civiltech Engineering — Payout #16 & Final — York Road /Harger
Bike/Pedestrian Path Phase III - $16,430.51
2) Dolphin Construction Co. — Payout #1 — Municipal Complex & Public
Tuck pointing - $6,781.25
3) Kubiesa, Spiroff, Gosselar & Acker, P.C, - Legal Services - $23,040.00
B. Approval of Payroll for Pay Period Ending September 24, 2005 - $565,900.57.
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Calcium Chloride Tank Replacement
E. Budget Adjustments
1) Fire Department — Equipment Replacement
Road
Works
F. Illinois State Toll Highway Authority (ISTHA) — Meyers Rd. Plaza 52 - Waiver of
Water Connection Fees , Permit and Review Fees ............................. ...............................
G. Approval of Request for Release of Funds — Oak Brook Hotel, Convention and
Visitors Committee — 20% of the 2005 Third Quarter Hotel Tax Receipts to the
DuPage Convention & Visitors Bureau in the Amount of $20,288.35.
ITEMS REMOVED FROM CONSENT AGENDA — None.
BOARD & COMMISSION RECOMMENDATIONS:
A) DANA PARK SUB 3111, 3113 & 3115 MEYERS ROAD — FOUR LOT
SUBDIVISION — FINAL PLAT OF SUBDIVISION AND VARIATION TO
SUBDIVISION REGULATIONS
At its meetings on September 19, 2005, the Plan Commission completed its review
and deliberation on the application from Mr. Frank Drukas, the owner of 3.54 acres at
3111, 3113 and 3115 Meyers Road seeking approval of a four -lot final plat of
subdivision to be known as the Dana Park Subdivision. This project was originally
part of Villas of Oak Brook Subdivision, which was a joint proposal between Mr.
Drukas and Mr. Vito Falco (2901 Oak Brook Road) to develop eight -lots. Based on
information provided by the applicant for the Dana Park Subdivision, the joint Villas
of Oak Brook project will not proceed as planned
This request now encompasses the three parcels that now have access directly to
Meyers Road. This subdivision will result in the creation of four -lots; three to
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8.A) accommodate new homes and one which will be improved with a new private street.
The proposed layout for the Dana Park Subdivision is substantially similar to the
layout that was approved in the Villas of Oak Brook Subdivision. The applicant is
also seeking approval of a variance to Section 14 -6 -3 of the Subdivision Regulations
for a private street (Cara Lane) without sidewalks
Recommendation:
The Plan Commission by a vote of 5 to 0 recommended approval of the request from
Frank Drukas, the owner of the properties at 3111, 3113 and 3115 Meyers Road for a
four -lot final plat of subdivision and variation to the Subdivision Regulations as
proposed. In making this recommendation, the Commission wishes it to be
recognized that the subject property has substantial flood plain resulting in a
significant portion of the property with dedicated basins and compensatory storage
areas, and states further:
1. The proposed land subdivision creates four lots that are in substantial
conformance to the approved preliminary plat for the Villas of Oak
Brook;
2. The proposed building envelopes stormwater management areas are in
substantial conformance with the approved preliminary plat;
3. The proposed lots conform to the underlying zoning district of R -2;
4. The proposed subdivision" satisfies all requirements for a final plat of
subdivision as contained in the Village of Oak Brook Subdivision
Regulations;
5. The design of the proposed subdivision is in keeping with the
surrounding neighborhood and does not negatively impact any
adjacent property;
6. Subject to the approval of the Earth Tech review of the landscape plans
with the detention basins and compensatory storage areas.
7. Subject to addressing the conditions contained in Village Engineer
Durfey's memorandum dated September 13, 2005;
8. Approval of the requested variations as follows: waiver of requirement
for sidewalks, allow the private street, Cara Lane and allow the
reduction of the right of way width from 66 feet to 45 feet as
requested; and
The Plan Commission does not object to the requested easement from the Village for
the purpose of stormwater management and floodplain compensatory as proposed by
the applicant for the sum of $15,000 and will comply with Village requirements for
Stormwater.
Motion by Trustee Kennedy, seconded by Trustee Yusuf, to concur with the Plan
Commission recommendation to approve the final plat of subdivision and requested
variations to the subdivision regulations for the Dana Park Subdivision located at
31115 3113 and 3115 Meyers Road and adopt Resolution 2005— SD- FP -V -R -927 A
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8. A) Resolution Approving The Final Plat Known as Dana Park Subdivision and Granting
a Waiver and a Variation From The Provisions of Section 14 -6 -3 of Title 14
( "Subdivision Regulations ") of The Village Code of the Village of Oak
Brook Relative to Private Streets and Sidewalks. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
B) REFERRAL — TEARDOWN /CONSTRUCTION MANAGEMENT — PROPOSED
AMENDMENTS TO THE BUILDING CODE
At the June 20, 2005 meeting, the Plan Commission had a brief discussion on the
issue of residential teardowns which are increasing in number as the number of
vacant lots decreases. Staff was asked to develop draft language which would help
Oak Brook better handle problems that arise with residential teardowns that occur in
established residential areas.
In order to better understand how other communities handle the teardown issue, staff
reviewed ordinances from Hinsdale, Downers Grove, Elmhurst and Naperville.
Accordingly, information was gathered and presented to the Plan Commission at their
September 19, 2005 meeting. Prior to completing discussion on the issue, the Plan
Commission requested that the proposed language developed by Staff be forwarded
to the Village Attorney so that it could be put in ordinance format and then sent back
to the Plan Commission for additional review.
Trustee Kennedy acknowledged that commercial and residential properties may be at
the point where teardowns and redevelopment become a reality. He added that
communities around us are facing these issues and have ordinances to direct that
action. He commented that the Village of Oak Brook does not have a tear down
ordinance, but that the Village should encourage replacement of old buildings with
modern buildings which improves property values, improves the image of the Village
and also helps other taxing jurisdictions that impose a real estate tax. He added that
teardowns can also be very disruptive in an established neighborhood; therefore the
Plan Commission believes it is time for Oak Brook to enact a sensible, balanced
teardown ordinance. He indicated that he had talked with a number of Homeowner
Association Presidents and they all believe that this is the time to address the issue.
He feels that this is an opportune time to begin as the Village may borrow from the
experience of surrounding municipalities and at this current time there are no
controversial teardown issues confronting the Village.
Motion by Trustee Kennedy, seconded by Trustee Sanford, to direct the Village
Attorney to prepare an ordinance and refer this request to the Plan Commission for
review and recommendation at its November 21, 2005 meeting. VOICE VOTE:
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B. Motion carried.
C) ORDINANCE 2005 -LY -EXI -S -1136, "AN ORDINANCE ADOPTING A
REVISION TO THE GENERAL POLICY FOR THE OAK BROOK PUBLIC
T.TRR ARY"
This policy is the basis for the operation and services offered by the Oak Brook
Public Library. It is reviewed and /or revised biennially by the Library Director and
the Library Commission. The revisions here proposed are minimal and include a
clarification of interlibrary loan fees and procedures and an update of library hours of
operation.
Motion by Trustee Aktipis, seconded by Trustee Kennedy, for passage of Ordinance
2005 -LY -EX 1 -S -1136, An Ordinance Adopting a Revision to the General Policy
for the Oak Brook Public Library. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
D) ORDINANCE 2005 -LY -EXI -S -1137, "AN ORDINANCE ADOPTING A
REVISED COLLECTION MANAGEMENT POLICY FOR THE VILLAGE OF
OAK BROOK PUBLIC LIBRARY"
This policy provides guidance to the Library Director and collection managers of the
Oak Brook Public Library and informs the public about the principles upon which
selection and retention of collection materials is based. It is reviewed and /or revised
biennially by the Library Director and the Library Commission. The revisions here
proposed are minimal and include the addition of a table of contents and the
American Library Association's Code of Ethics.
Motion by Trustee Aktipis, seconded by Trustee Kennedy, for passage of Ordinance
2005 -LY -EXI -S -1137, "An Ordinance Adopting a Revised Collection
Management Policy for the Village of Oak Brook Public Library ". ROLL CALL
VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford, Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
UNFINISHED BUSINESS:
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS —None presented.
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C. AWARD OF CONTRACTS:
1) WATER SYSTEM ELEVATED TANKS ENGINEERING INSPECTION
SERVICES
On September 19, 2005, the Board authorized staff to negotiate a contract with
Dixon Engineering and Inspection Services for the on -site inspection of the two
elevated water storage tanks and the preparation of specifications for the repair
and painting of the tanks based on the results of the inspection.
The tanks were last sand - blasted and painted internally and externally in 1990. It
is now time to have the tanks professionally inspected to determine what types of
repairs are necessary. Minor welding of small pitted areas and painting is usually
required every 8 to 15 years.
A detailed inspection report and recommendation for repair will be generated.
Based on the report, Dixon will prepare specifications for competitive bidding.
The inspection and preparation of specifications will be completed in this year
and the repair and painting of the tanks will take place either early next Spring or
late Fall.
Trustee Aktipis asked if there had been a bid process for this award. Public
Works Director Michael Meranda responded that it is not required to go to bid for
engineering services, but that on September 19, 2005 the Board authorized staff
to negotiate a contract. Trustee Aktipis asked if Director Meranda was
comfortable with the cost. Director Meranda indicated the cost was appropriate
and Trustee Kennedy commented that the price was two - thirds of the amount
budgeted.
Motion by Trustee Aktipis, seconded by Trustee Kennedy, that the Village Board
award a contract to Dixon Engineering and Inspection Services, 9620 Rt. 34,
Suite C, Yorkville, Illinois 60560, for the Water System Elevated Tanks
Engineering Inspection Services, subject to staff review, based on a lump sum not
to exceed amount of $11,220.00. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
NEW BUSINESS:
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS — None presented.
VILLAGE OF OAK BROOK Minutes Page 7 of 10 October 11, 2005
10. C. AWARD OF CONTRACTS
1) 2005 AUDIT SERVICES
As a result of a competitive request for proposal process, in 2001 the Village
Board approved selection of Sikich Gardner & Co, LLP as the Village's auditors.
The agreement entered into at that time was for a four year period ending with the
2004 audit. Thus, at the present time the Village is not under contract for audit
services for the 2005 fiscal year.
Historically the Village has employed an informal policy whereby the Village's
auditor is rotated every three to five years. This is done in order to periodically
have a "fresh" look at the Village's financial operations and procedures. As
Sikich Gardner & Co, LLP has served the Village for four years, Finance Director
Langlois is requesting that the Village Manager be authorized to enter into an
agreement for audit services for a fifth year for the following reasons:
Sikich Gardner & Co. played a pivotal role in the Village coming into
compliance with Government Accounting Standards Board (GASB) Statement
No. 34, Basic Financial Statements -and Management's Discussion and
Analysis for State and Local Governments This statement was by far the most
comprehensive change ever as it relates to government financial reporting and
their expertise in this area can be attested to by the Village receiving the
Certificate of Achievement in Financial Reporting award from the Government
Finance Officer's Association for its first submittal under Statement 34
• The audit services performed in the past have well exceeded expectations as
exemplified by the consistency and high level of staff assigned to the
engagement, have met all deadlines established by the Village, and have been
very flexible and cooperative to work with.
After entering into our initial four year contract, Sikich Gardner has had to
implement comprehensive new audit procedures in many areas related to fraud
(such as the questionnaires the Village and Pension Boards as well as
Department Heads are now required to answer), has had to deal with very
difficult issues related to the poor implementation of new electronic filing of
annual pension reports with the Illinois Department of Insurance, and has had
to implement other more minor new accounting standards. In Director
Langlois' prior experience when these types of situations arise, it is common
for the auditor to attempt to collect additional fees since these situations could
be considered outside of the scope of services originally contemplated.
Despite the existence of these issues outside of their control, Sikich Gardner
has never solicited additional fees from the Village.
VILLAGE OF OAK BROOK Minutes Page 8 of 10 October 11, 2005
10.C. • They have proposed no increase in their 2004 fee amount of $28,302 for the
1) 2005 engagement.
• Staff could defer for one year the significant staff time associated with
changing auditors. This is due to numerous internal control questionnaires and
testing, familiarizing them with our accounting systems and procedures,
revisions in the type, amounts, and formats of work papers, etc.
If this recommendation is approved staff intends on issuing a formal request for
proposal for audit services next fall for the 2006 -2009 engagements.
Motion by Trustee Yusuf, seconded by Trustee Kennedy, that the Village Board
authorize the Village Manager to enter into an agreement for audit services for
fiscal year 2005 in the amount of $28,302 with Sikich Gardner & Co, LLP, 998
Corporate Boulevard, Aurora, IL 60504. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) PARAMEDIC SERVICES OF ILLINOIS
On September 1, 2002, the Village of Oak Brook entered into a successor
agreement with Paramedic Services of Illinois (PSI) to provide the Village with
contract paramedic services through August 31, 2005. The agreement calls for
PSI to provide six contract paramedics (two per 24 hour shift), supplementing the
sworn fire department staff. Section 18A of this agreement sets the yearly
compensation rate and Section 18B allows for the yearly evaluation and
adjustment of this fee to a mutually agreed upon rate based on PSI's operational
costs. Village staff has met with PSI, discussing the increases in operational costs
and has agreed upon a new proposed compensation rate. The average salary of the
contract paramedics, excluding the coordinator, is $35,600 per year, with an
average tenure of 3.1 years. The average salary of an Oak Brook Fire Department
firefighter /paramedic is $57,654 per year, with an average tenure of 9.25 years.
Motion by Trustee Yusuf, seconded by Trustee Kennedy, that the Village Board
renews the contract with Paramedic Services of Illinois for 2005/2006 for a sum
not to exceed $411,735 or $34,311.25 per month. 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 suggested that as Halloween
approaches residents should contact the Village for the hours for children to go
VILLAGE OF OAK BROOK Minutes Page 9 of 10 October 11, 2005
11 A trick or treating b
B VILLAGE MANAGER — Village Manager Boehm commented that when the public
uses the website, there is a new way to contact staff via e -mail.
C VILLAGE CLERK — No report was given.
Trustee Yusuf offered sympathies to the victims of the earthquake in northern Pakistan
and India -
Trustee Kennedy also wanted to reiterate to the residents that the Breakenridge issue will
not be before the Plan Commission on Monday, October 17th. The petition would come
to the Board of Trustees before going to the Plan Commission and would not be ready
until at least the Plan Commission meeting of November 22nd.
13 ADJOURNMENT
Motion by Trustee Craig, seconded by Trustee Yusuf, to adjourn the Regular Meeting of
the Board of Trustees at 8.05 p m. VOICE VOTE Motion carried.
ATTEST
Carol L Harty
Deputy Village Cleric
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October 11, 2005