Minutes - 10/25/2005 - Board of TrusteesMINUTES OF THE OCTOBER 25, 2005 REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON
NOVEMBER 8, 2005.
1. 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 7:30
p.m. The Pledge of Allegiance was given.
2. 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; Dale L. Durfey, Jr., Village
Engineer; Bruce F. Kapff, Director of Information Services & Purchasing;
Robert L. Kallien, Jr., Director of Community Development; Darrell J.
Langlois, Finance Director; Margaret G. Klinkow, Library Director;
Michael J. Meranda, Director of Public Works; Margaret O'Connell,
Assistant Village Attorney; Nelson Patras, Interim Bath & Tennis Club
Manager; Thomas Sheahan, Chief of Police and Baker Nimry, Zoning
Board of Appeals.
3. PRESIDENT'S OPENING COMMENTS
President Quinlan extended congratulations to the Oak Brook Police Department for their
outstanding work. The Department held a press conference on October 24th announcing
the apprehension of two men who accosted a resident in the Fullersburg area. This was a
great coordinated effort between the Chicago Police Department and Oak Brook's
Detective Division under Police Chief Sheahan led by Det /Sgt. Marc De Lise. Written
statements were obtained from the two suspects and the weapon was recovered in the
Fullersburg Woods area.
Trustee Aktipis also congratulated the Oak Brook Police Department especially the new
Police Chief Sheahan. In the short time he has been in this Village he has demonstrated
such a great ability to lead the Department. To Chief Sheahan's credit, the manner in
which he handled the situation at the Butler School and this time, he has demonstrated his
ability to lead the Police Department very well in resolving these issues.
Trustee Yusuf also commended the Police Department and Chief Sheahan as it was a
VILLAGE OF OAK BROOK Minutes Page 1 of 10 October 25, 2005
3. team effort in good leadership to resolve this issue.
President Quinlan gave an update of the progress of the revitalization project of Oak
Brook. The Commercial Revitalization Task Force met for the second time before the
Board meeting. There is a Request for Qualifications that has been issued requesting
companies to submit proposals to the Village of their qualifications for consideration of
being hired as consultants to the Village in commercial redevelopment of Oak Brook.
The process will be for the Commercial Revitalization Task Force to interview not less
than three of the top consulting firms, which may be conducted in December and early
January. It is planned that their recommendation will then come before the Village Board
to hire consultants in January.
President Quinlan explained that the ComEd Business Retention Survey is being modified
and it is expected that the survey will be conducted in February. It was determined by the
Task Force that the best method to conduct this survey process is to have members of the
Village Board, Zoning Board of Appeals and Plan Commission to conduct these
interviews with the top management representatives of the various companies in Oak
Brook. This will be voluntary by the Village representatives but it will be a chance for the
Village to reach out physically and thank our business community for conducting their
business in Oak Brook and that the Village cares. It is also to demonstrate that the Village
is a forward thinking Village and it is our desire to have more business in Oak Brook and
we want to know what it takes to make them be here. A letter is being drafted now and
will be sent to every top management representative in Oak Brook thanking them for their
business in Oak Brook, acknowledging the new Commercial Revitalization Task Force
and indicating their objectives, explaining the ComEd Business Retention Survey and
requesting their participation. One of the priorities of the Task Force is to communicate
clearly to our residents what is occurring. The Village will be utilizing the Homeowner
Association Presidents and one meeting has already been held to explain the Task Force
and will continue to explain what is occurring in this process. In November another
meeting will be held for residents to attend in which an open forum will be held for
residents to comment on the commercial redevelopment of Oak Brook. The Village's
website will have posted the Commercial Revitalization Task Force official minutes and
agendas and the website can be used as a forum to communicate with any member of the
Task Force at any time.
A. Library Foundation Presentation of Contribution Toward Library Construction by
National City Bank
Trustee Aktipis announced that communication has been received from the Oak Brook
Public Library Foundation that National City Bank is continuing to honor its pledge to the
Oak Brook Public Library by providing through the foundation an additional check of
$15,000 today with only $5,000 remaining in their entire pledge from the bank. The
Village is very grateful both from the Oak Brook Public Library Foundation and the
National City Bank for their great work in helping the Village's Library.
VILLAGE OF OAK BROOK Minutes Page 2 of 10 October 25, 2005
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RESIDENT/VISITOR COMMENT — No one spoke.
APPROVAL OF MINUTES:
A. Regular Board of Trustees Meeting of October 11, 2005
Motion by Trustee Craig, seconded by Trustee Yusuf, to approve the Minutes of the
October 11, 2005 Regular Board of Trustees Meeting as written. VOICE VOTE:
Motion carried.
CONSENT AGENDA:
All items on the Consent Agenda are considered to be routine in nature and will be
enacted in one motion.
Motion by Trustee Kennedy, seconded by Trustee Sanford, to approve the Consent
Agenda and authorize expenditures as presented. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
A. Accounts Payable for Period Ending October 21, 2005 - $551,625.64
Significant Items included in Above:
1) DuPage Water Commission — September, 2005 - $238,039.13
B. Approval of Payroll for Pay Period Ending October 8, 2005 - $676,806.12
C. Community Development Referrals
D. Authorization to Seek Bids or Proposals or Negotiate Contracts
E. Budget Adjustments
1) Golf Club
2) Public Works — Overtime
3) Police Department — Salary — Part-time
4) Fire Department — overtime
5) Engineering Department — Other services
6) Information Technology — Computer Supplies /Telecom Services
F. Treasurer's Report — September, 2005
G. Tuscan Woods Subdivision/Yorkshire Glen Subdivision Extension of Completion
Date
ITEMS REMOVED FROM CONSENT AGENDA — None presented.
President Quinlan announced that Agenda Item 10. C., Award of Contracts, 1) Consulting
Services — Media Assistance has been removed from the agenda. Attachments were to be
received by the Village Board detailing media services and were not included per Board
VILLAGE OF OAK BROOK Minutes Page 3 of 10 October 25, 2005
direction and therefore it will be placed on the agenda of the next Village Board meeting.
8. BOARD & COMMISSION RECOMMENDATIONS:
A. DUKE REALTY — 2000 YORK ROAD — MAP AMENDMENT
Background/History:
Duke Realty Limited Partnership, the owner of the property at 2000 York Road has
submitted a petition seeking approval of a map amendment from ORA -1 to 0-4 to
accommodate the future redevelopment of the property. Development plans that have
been preliminarily discussed show that approximately 380,000 sq.ft. of class A office
space can be constructed in two multi -story office buildings and structured parking on the
property. The 11.115 acre site is presently improved with a 200,000 sq.ft.
office /warehouse building.
Recommendation:
The Plan Commission, by a vote of 5 to 0 and the Zoning Board of Appeals, by a vote of
6 to 0 have recommended approval of a map amendment to 0-4 to accommodate the
future redevelopment of the property at 2000 York Road. In making this
recommendation, the Zoning Board of Appeals attached the following condition:
1. A detailed traffic study will be required as part of the submittal for building
permits for the redevelopment of the property.
In making this recommendation, the Zoning Board of Appeals found that the standards for
a map amendment were satisfied, including the fact that the requested amendment would
be compatible with the existing 04 zoning in the area.
Trustee Aktipis noted that the building houses CLTV and asked if the tenant would
remain when the new building is built. Development Services Manager Vargas with
Duke Realty spoke to the Board indicating that CLTV is their main tenant in the building
and they have an opportunity to renew their lease for another two to three years. CLTV
has the right to communicate with Duke Realty if they wish to renew or they want to
leave. Duke Realty is not sure whether they will develop the new building in the next two
years or wait until 2008. It is hopeful that CLTV will remain in Oak Brook in their new
building once it is built.
Trustee Aktipis stated that the present building has facilities to bring trucks into the main
part of the building which is necessary for CLTV. He asked if the new building would
have those facilities. Ms. Vargas indicated that if Duke Realty was able to pre - arrange a
lease with CLTV for the new development then they will accommodate their needs.
Trustee Aktipis indicated that this was not quite clear in the presentation but this involves
a substantial increase in the square footage of the building relative to the present building.
He noted his reservation in proceeding with a substantial change in the manner in which
VILLAGE OF OAK BROOK Minutes Page 4 of 10 October 25, 2005
8. A.
the Village is working with commercial real estate when the Village is beginning to
embark in a full review of the manner in which the Village proceeds with redevelopment.
He suggested if there isn't any time pressure here in moving forward with this project, it
would seem more appropriate to review these in conjunction with the overall plan of how
the Village would move forward with redevelopment.
Trustee Kennedy responded that Trustee Atkipis has made a very good point. The Plan
Commission and Zoning Board of Appeals reviewed that the John Buck property
immediately across the street is already been zoned 04. Another John Buck property
south of that at the northwest corner 22nd Street and York Road has also previously been
zoned as 04. In that sense, the Plan Commission surmised that the 04 zoning of this
property is consistent with the 04 zoning that the Boards have previously granted for two
other properties in that area.
Trustee Sanford concurred with Trustee Kennedy's comments indicating that this is a
warehouse structure that will be upgraded to an office type building.
Motion by Trustee Sanford, seconded by Trustee Aktips, to concur with the
recommendations from both the Plan Commission and Zoning Board of Appeals and
approve the requested map amendment from ORA -1 to 04 for the property located at
2000 York Road and authorize the Village Attorney to draft the necessary ordinance for
final consideration at the November 8, 2005 Board of Trustees meeting. VOICE VOTE:
Motion carried.
9. UNFINISHED BUSINESS:
A. CONFIRMATION OF APPOINTMENTS - None presented.
B. ORDINANCES & RESOLUTIONS.- None presented.
C. AWARD OF CONTRACTS
1) 2005 OLD BUTLER SCHOOL MUSEUM ELECTRICAL WORK
During the design phase of the Municipal Building Complex project, an electrical
cabinet located in a closet in the Police Training Room was unintentionally omitted
and not accounted for by the architect. The cabinet and associated conduit and
wiring routed electric service from the Butler Government Center main electrical
panel to the feed the then Library. When the Police Department was renovated, the
electrical cabinet was revealed and became a focal point of the Training Room. A
change order was prepared at the time of the Municipal Building Complex project
but it was decided to defer the work due to the high cost. Datech Electric will run
new electric service from a ComEd transformer directly to the Old Butler School
VILLAGE OF OAK BROOK Minutes Page 5 of 10 October 25, 2005
9. C. 1)
Museum. This will eliminate the need for an electric service feed from the Butler
Government Center and the electrical cabinet in the Police Training Room will be
removed. Staff has reviewed and received adequate references.
• 1RMUNN "n carried
2) POLICE DEPARTMENT PROXIMITY CARD ACCESS
Sgt. Randy Mucha and Officer Mark Kozlowski reviewed the bids and checked
references on the three lowest bidders. In reviewing the bid from Protection One,
the numeric low bidder based on the total cost of ownership, staff found that their
system, made by Keyscan, is the best fit for the Departments' specifications.
However, in contacting their references and researching their background, staff
found that the majority of their client base is alarm monitoring service and video
camera installation, not proximity card access systems. Only two of the five listed
references bought an access system from Protection One and only one of the five
listed references gave a positive review of a proximity access system installed by
Protection One. The other had issues with time delays in the installation process.
The other three companies purchased camera and alarm systems.
In reviewing the bid from Videotec, the second numeric low bidder, staff found that
they are proposing a system made by Identicard which does not meet all of the
Department's specifications. In addition, they are proposing a card -swipe rather
than a proximity card system. Lastly, their main customer base and business
location is in Indiana which rose serve and support issues.
In reviewing the bid from Integrated Security Systems, the third lowest numeric
bid, the references provided had only positive feedback. All five of the references
provided purchased a Keyscan system from them and are pleased with the
company, product and service. Their location in Wood Dale provides for quick
service calls as well.
The Police Department has been awarded a $25,000.00 reimbursement grant by
ILEAS (Illinois Law Enforcement Alarm System) to be used for enhancing Police
Department security by installing a proximity card reader system. The grant
requires that the project be completed and proof of payment be submitted to ILEAS
for reimbursement before the end of 2005.
VILLAGE OF OAK BROOK Minutes Page 6 of 10 October 25, 2005
9. C. 2)
Motion by Trustee Yusuf, seconded by Trustee Aktipis, to award a contract to the
lowest responsive and responsible bidder, Integrated Security Solutions Inc., 255
Mittel Drive, Wood Dale, Illinois 60192, subject to staff review, for a PD Proximity
Card Access System in the amount of $24,980.00 plus a four year maintenance
contract in the amount of $8,4000.00, as indicated on the attached bid tabulation,
for a total cost of $33,380.00 ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None`.
Absent: 0 - None. Motion carried.
Trustee Aktipis inquired into who should receive credit for the grant the Police
Department received for this project. Police Chief Sheahan explained that Officer
Kozlowski wrote the grant and research was done also by Sgt. Mucha who are
technically strong. He commended both for their efforts in this project. Trustee
Aktipis commended Police Chief Sheahan for having his staff seek out sources for
funding these projects.
10. NEW BUSINESS:
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS
1) "AN ORDINANCE FURTHER AMENDING ORDINANCE G -470,
ESTABLISHING A UTILITY TAX WITHIN THE VILLAGE OF OAK BROOK,
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Backs!round/History:
The Village first imposed utility taxes on various utilities in 1991. When the tax
was originally imposed, the tax was assessed on electric, natural gas, and
telephone services within the Village. The enabling utility tax ordinance included
a one year "sunset" provision so that the Village Board could review both
necessity and the rates of tax annually. The tax has been re- imposed each year
thereafter (at varying rates), and the current ordinance imposing this tax expires on
December 31, 2005.
In the mid- 1990's, the Village stopped assessing utility taxes on telephone service
and instead implemented a telecommunication tax, which effectively resulted in
the Village receiving taxes on long distance service instead of just local telephone
service. Furthermore, due to deregulation of the electric industry, beginning in
1998 the Village began implementation of an "electricity tax ", which is a ten -
tiered tax rate structure that resulted in the phasing out of the gross receipts utility
tax (at the present time the rates are designed to approximate a 5% gross receipts
tax).
VILLAGE OF OAK BROOK Minutes Page 7 of 10 October 25, 2005
10. B. 1)
Neither the telecommunications tax nor electricity tax carry a sunset provision with
it; thus, as a practical matter, extending the sunset date only impacts the current
5% utility tax on natural gas. Receipts from the utility tax on natural gas are
deposited in the General • Corporate � Fund and are expected to amount to
approximately $320,000 in 2005.
When the 2005 -2009 Five -Year Plan was completed, it was projected that these
taxes were needed at the maximum rate of 5% for the duration of the planning
period. Although the Village Board has not yet considered either the 2006
Budget or 2006 -2010 Five -Year Financial Plan, action on this item is requested at
this time in order to give the required notice to the utilities of the Village's intent
to continue imposition of these taxes. If during the budget process the Board
decided to adjust the rate of tax, the appropriate adjustment could be processed at
that time, resulting in implementation of a new rate approximately 90 days after
that decision is made.
Motion by Trustee Yusuf, seconded by Trustee Kennedy, that the Village Board
adopt Ordinance G -790, "An Ordinance Further Amending Ordinance G -470
Establishing a Utility Within the Village of Oak Brook, Illinois" which extends
the imposition of the utility tax on natural gas and electricity at the rate of 5%
through December 31, 2006. 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) CONSULTING SERVICES — MEDIA ASSISTANCE
President Quinlan had announced earlier in the Village Board meeting that this item was
removed from the agenda as detailed information regarding services had not been
provided as directed by the Village Board and therefore will be presented at the next
Board meeting.
D. 2005 OAK BROOK AUTUMN FESTIVAL COMMITTEE REPORT
Background /History:
Resolution 2005 -BD- AFC -R -897 established the Ad Hoc Committee for the 2005
Autumn Festival. The resolution requires that the Committee evaluate the 2005
Autumn Festival and to make recommendations concerning future events. Attached is
the financial report,of the 2005 event in which the Committee met and recommended
that the Village Board of Trustees consider approving a 2006 Autumn Festival Event.
It is noted that the Committee has already received requests for sponsorships of the
2006 event.
VILLAGE OF OAK BROOK Minutes Page 8 of 10 October 255 2005
10. D. The Committee recommended the following:
1. Discontinue the parking fee for the event.
2. Expansion of children's activities.
3. Expansion of food vendors.
4. Request sponsorships of individual activities
Motion by Trustee Sanford, seconded by Trustee Kennedy, to direct the Village
Attorney to draft the necessary resolution establishing an Ad Hoc Committee for the
purpose of planning and coordinating the 2006 Oak Brook Autumn Festival. VOICE
VOTE: Ayes: Trustees Aktipis, Craig, Kennedy, Sanford and Yusuf. Nays: Trustee
Manofsky. Motion carried.
11. INFORMATION & UPDATES:
A. Village President — President Quinlan gave a summary of developments that are
occurring in Oak Brook. Tomorrow the Oak Brook Promenade groundbreaking
ceremony will occur. Inland who owns eight office buildings east of Meyers Road
has had discussions with the Village of redevelopment. The southeast corner of
Tower Drive and 22nd Street currently developed as a printer on less than one acre
will likely be redeveloped as owners have mentioned some retail development there.
The Midwest Road McDonald's has been in touch with Oak Brook for possible
rebuilt of that store. Oakbrook Shopping Center with their new owners have
discussed with the Village of significant redevelopment which they predict potential
increase sales by as much as 50% with better marketing efforts. Commerce Plaza
has a drive -in banking facility that will occupy the first floor of one of the buildings.
The developer has inquired with the Village of possible additional buildings. The
Marriott Hotel has been undergoing a total face lift with outdoor dining almost
complete. Doubletree Hotel, formerly the Hyatt Hotel on Spring Road, is under
going extensive remodeling of their facility. Enterprise Drive redevelopment is
underway with a number of buildings and properties having been sold which will
result in investments to modernize the leasing space. Private Bank has a request
before the Plan Commission and Zoning Board of Appeals for special use and
variation to move their banking facility from 161h street to 1110 Jorie Boulevard.
John Buck is discussing with the Village the redevelopment of three existing
buildings and two additional office buildings are planned for properties on the east
side of York Road. These are some of the exciting and forward thinking progress
that is happening in Oak Brook. The Village is now starting to see redevelopment in
Oak Brook and it is hopeful that other businesses and developers will see the change
that is occurring as it is the best place in the western suburbs to locate their
businesses.
B. VILLAGE MANAGER — No report was given.
VILLAGE OF OAK BROOK Minutes Page 9 of 10 October 255 2005
11. C. VILLAGE CLERK — Commented that the Chicago White Sox win their World Series
game that evening.
12 ADJOURN TO CLOSED MEETING
Motion by Trustee Craig, seconded by Trustee Yusuf, to adjourn to Closed Meeting at
8:08 p m. .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. 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 8:26 p.m. VOICE VOTE: Motion carried.
ATTEST:
- - V��X4-f
Linda K. Gonnella, CMC e_-�
Village Clerk e
C *-LAGE OF OAK BROOK Minutes Page 10 of 10 October 25 2005