Minutes - 10/28/2008 - Board of TrusteesMINUTES OF THE OCTOBER 28, 2008 RESCHEDULED
REGULAR MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS
WRITTEN OR AS AMENDED ON APRIL 14, 2009.
1. CALL TO ORDER
The Rescheduled Regular Meeting of the Village Board of Trustees was called to order by
President Craig in the Samuel E. Dean Board Room of the Butler Government Center at
6:35 p.m.
2. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: President John W. Craig, Trustees James Carson, Kathryn F. Manofsky,
Moin Saiyed, Robert G. Sanford and Gerald Wolin.
Trustee Kennedy arrived at 6:58 p.m.
ABSENT: Trustee Jeffrey J. Kennedy.
IN ATTENDANCE: David Niemeyer, Village Manager and Mark Sterk, Village
Attorney.
ADJOURN TO CLOSED MEETING 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).
Motion by Trustee Manofsky, seconded by Trustee Wolin, to adjourn to Closed Meeting
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: 5 - Trustees Carson, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 - Trustee Kennedy. Motion carried.
The meeting was adjourned to Closed Meeting at 6:36 p.m.
RECONVENE
The Rescheduled Regular Meeting of the Village Board of Trustees was called to order by
President Craig in the Samuel E. Dean Board Room of the Butler Government Center at
7:39 p.m. The Pledge of Allegiance was given
VILLAGE OF OAK BROOK Minutes Page 1 of 15 RESCHEDULED REGULAR MEETING
OCTOBER 28, 2008
ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: President John W. Craig, Trustees James Carson, Jeffrey J. Kennedy,
Kathryn F. Manofsky, Moin Saiyed, Robert G. Sanford and Gerald Wolin.
ABSENT: None.
IN ATTENDANCE: David Niemeyer, Village Manager; Mark Sterk, Village Attorney;
Robert L. Kallien, Jr., Director of Community Development; Dale L. Durfey, Jr., Village
Engineer; Darrell J. Langlois, Finance Director; Bruce F. Kapff, Director of Information
Services & Purchasing; Margaret Klinkow Hartmann, Library Director; Michael Hullihan,
Public Works Director; Thomas Sheahan, Chief of Police and Trey VanDyke, Sports Core
Director.
3. PRESIDENT'S OPENING COMMENTS
President Craig announced a Town Hall Meeting at the Bath and Tennis Clubhouse on
November 17, 2008 at 7:00 p.m. to afford residents the opportunity to provide input into a
strategic plan that would establish a vision for the Village over the next two to five years.
He encouraged participation.
4. RESIDENT /VISITOR COMMENT — None presented.
5. APPROVAL OF MINUTES — None presented.
6. CONSENT AGENDA:
All items on the consent agenda are considered to be routine in nature and will be enacted
in one motion. There will be no separate discussion of these items unless a board member
so requests, in which event, the item will be removed from the consent agenda and
considered as the first item after approval of the consent agenda.
A. ACCOUNTS PAYABLE FOR PERIOD ENDING OCTOBER 24, 2008 -
$686,022.19
SIGNIFICANT ITEMS INCLUDED IN ABOVE:
1) DuPage Water Commission - $144,195.20
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING OCTOBER 18, 2008 -
$706,388.91
C. COMMUNITY DEVELOPMENT REFERRALS — None presented.
VILLAGE OF OAK BROOK Minutes Page 2 of 15 RESCHEDULED REGULAR MEETING
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6. D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS
1) COMMERCIAL WATER METER TESTING, REPAIR AND REPLACEMENT
SERVICES
For the past 18 years, the Village has taken a proactive approach in the testing,
repair and replacement of the inventory of commercial water meters. Unlike
small, residential meters that can maintain their accuracy for ten or more years,
the larger and more complex commercial meters have a tendency to under -
register flow within a few years. Obviously, this results in loss revenue. With
continuation of our meter - testing program, water meters are maintained near their
design accuracy parameters, reducing unaccounted - for -flow and increasing
revenues.
The present three -year contract with M.E. Simpson, Inc. will expire at the end of
the year, staff was requesting approval to solicit bids so that this very cost -
effective program could continue.
Specifications will be based on unit pricing for a three -year period. Pricing will
include: meter testing only, (if accuracy is within the American Water Works.
Association standards, there is no need for further work), meter testing and repair,
and meter replacement. Once bids are received, this item will be brought back to
the Board for consideration.
The requested action was that staff be authorized to prepare specifications and
obtain competitive bids for commercial water meter testing, repair and
replacement services.
2) EMPLOYEE UNIFORM SERVICES
The present Uniform contract with Aramark Uniform Service will be expiring at
the end of 2008. This service provides work uniforms and the daily cleaning and
repair of same for the eighteen employees of our Public Works department The
annual cost of this service is approximately $5,500- 6,500.
Other than an initial, industry standard "start-up" charge of approximately $250-
300 per employee, (this essentially covers the cost for new uniforms) and any
inflationary increases, it is not envisioned that there would be any significant
change in the cost of service from the present contract. The contract term would
be for three years and will include a standard cancellation clause should service
become unacceptable.
VILLAGE OF OAK BROOK Minutes Page 3 of 15 RESCHEDULED REGULAR MEETING
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6. D. 2) Funds for this item have been included in the FY -09 budget (various programs) as
well as the 5 -Year Financial Plan.
The requested action was that the Village Board authorize staff to prepare
specifications and obtain competitive bids for a Uniform service contract
3) GATEWAY SIGN AT YORK AND 22ND STREET
Three sealed bids were received and opened on Tuesday, October 14, 2008.
Copenhaver
Construction, Inc.
Martam Construction,
Inc.
Western Remas, Inc.
$70,800
$88,125
$93,435
Hitchcock Design Group (HDG), the consultant for this project, estimated the
work at $56,482. HDG followed up with Copenhaver regarding their cost
differences. Copenhaver's bid amount was high for pre -cast concrete and sod as
compared to the cost HDG estimated for these items. Copenhaver was willing to
negotiate their bid amount for these two items.
The objectives of the negotiations were to clarify the reasonableness of the price
quoted for pre -cast sign, obtain a different quote for pre -cast sign on a cost plus
fixed fee basis, and to consider changing the specifications to allow seed rather
that sod.
The requested action was That the Village Board authorize staff to negotiate a
contract with the lowest responsive and responsible bidder, Copenhaver
Construction, Inc., Gilberts, Illinois, for the East 22nd Street Signage Project.
E. BUDGET ADJUSTMENTS — None presented.
F. 2008 THIRD QUARTER HOTEL /MOTEL TAX RECEIPTS
The Oak Brook Hotel, Convention and Visitors Committee, by a poll of the
Committee members on October 21, 2008, recommended that $19,344.74 be released
to the DuPage Convention & Visitors Bureau. This amount represented 20% of 1 %
of the 2008 third quarter hotel tax receipts.
The requested action was that the Village Board authorize the release of 20% of 1%
of the 2008 third quarter hotel tax receipts to the DuPage Convention & Visitors
Bureau in the amount of $19,344.74, as recommended by the Oak Brook Hotel,
Convention and Visitors Committee.
VILLAGE OF OAK BROOK Minutes Page 4 of 15 RESCHEDULED REGULAR MEETING
OCTOBER 28, 2008
6. G. TREASURER'S REPORT — SEPTEMBER 2008
H. REQUEST WAIVER OF FEES — OAK BROOK COMMUNITY CHURCH — 3100
MIDWEST ROAD
Community Development Department received a request from Mr. Richard Glyman,
Senior Associate Pastor for Oak Brook Community Church to consider waiver of fees
for the tent that will be used for their annual church Trunk or Treat Event for their fun
Fall /Harvest activity to be held on October 24, 2008.
In the past, the Village has received and approved requests for waiver of fees from
entities such as the Oak Brook Community Church, Christ Church of Oak Brook and
the Oak Brook Park District.
Section 1 -14 -2 of the Village Code permits waiver of such fees for other
governmental entities.
1 -14 -2: Waiver of Fees:
Any governmental unit or any charitable organization as defined in the act to regulate
solicitation and collection of funds for charitable purposes may request waiver of any
fees established to this chapter. Upon such request the Village President and Board
of Trustees may, in its discretion, waive any such fees imposed pursuant to the terms
of this chapter.
The fee for the tent permit is $184.00.
The requested action was to approve waiver of the tent permit fee for the Oak Brook
Community Church annual church picnic in the amount of $184.00.
L REQUEST WAIVER OF FEES — TIMBER TRAILS -MERRY LANE PROPERTY
OWNERS ASSOCIATION
The Community Development Department received a request from Sharon Kocour,
President of the Timber Trails -Merry Lane Property Owners Association to consider
waiver of permit fees associated with proposed replacement of their entrance wall
and sign.
In the past, the Village has received and approved requests for waiver of fees from
entities such as the Midwest Club Homeowners Association, the Oak Brook Club,
Christ Church of Oak Brook, and Oak Brook Park District.
Section 1 -14 -2 of the Village Code permits waiver of such fees for other
governmental entities and charitable organizations.
VILLAGE OF OAK BROOK Minutes Page 5 of 15 RESCHEDULED REGULAR MEETING
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6. I. 1 -14 -2: Waiver of Fees:
Any governmental unit or any charitable organization as defined in the act to regulate
solicitation and collection of funds for charitable purposes may request waiver of any
fees established to this chapter. Upon such request the Village President and Board
of Trustees may, in its discretion, waive any such fees imposed pursuant to the terms
of this chapter.
The requested action was to approve the waiver of the required permit fees as
requested by the Timber Trails Property Owners Association.
J. I88 /TUSCAN WOODS NOISE WALL — ACCEPTANCE OF GRANT OF
EASEMENT FOR SOUND WALL.
As part of the Tuscan Woods Noise Wall Project, it was determined that the existing
public utility easements which house the noise wall were not legally sufficient.
Grants of Easement for Lots 4, 5 and 6 which is the extent of where the noise wall
would be located have been drafted and executed by the respective property owners
and approved by Village Attorney Sterk.
The requested action was that the Village Board approve the Grants of Easement for
Sound Wall Lots 4, 5, and 6 in the Tuscan Woods Subdivision and authorize the
Village President and Village Clerk to execute the same.
Motion by Trustee Manofsky, seconded by Trustee Kennedy, to approve the Consent
Agenda and authorize expenditures as presented. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
7. ITEMS REMOVED FROM CONSENT AGENDA — None presented.
8. BOARD & COMMISSION RECOMMENDATIONS
A. TIME SQUARE PROPERTIES — SPECIAL USES AND VARIATIONS
Mr. Wally O'Brien representing the Savenock family, who was attempting to develop
Time Square Cafe, addressed the Board regarding employee parking which was an
expressed concern. He responded that designated employee parking would be in
place of a landscaping area which would also prevent customers from using an in and
out area that could cause concern. He added that the majority of business would be
drive - through.
Mr. Savenock also addressed the Board indicating that the building was designed to
allow for an oversize kitchen to accommodate a large drive - through population. He
also suggested that there were other options for overflow parking in other locations
nearby.
VILLAGE OF OAK BROOK Minutes Page 6 of 15 RESCHEDULED REGULAR MEETING
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8. A. The Plan Commission at its meetings on August 19, 2008 and September 15, 2008
and the Zoning Board of Appeals at the required public hearing on October 7, 2008
reviewed several requests from Time Square LLC, the owner of the property at 2121
Butterfield Road in order to redevelop the property to accommodate the Time Square
Cafe.
The site is presently improved with an approximately 2,000 square foot building that
was most recently used as the home to the D's Diggity Dogs restaurant. That
restaurant has been closed for over one year.
In particular, the applicant was seeking approval of two special uses: 1) to create an
outdoor dining area and 2) develop a drive -thru lane that would include a menu board
and window on the south side of the property with stacking for eight vehicles.
Also, the applicant is also seeking several variations, which are summarized in the
following:
1. The applicant is seeking a variation to Section 13 -12 -4132 Landscaped Setback,
which reduces the required 10 -ft. landscaped area adjacent to parking areas.
2. The second request is for a variation to Section 13- 11 -7A5 to permit a ground sign
on a property with less than three acres. The proposed sign would be located at the
corner of Butterfield and Midwest Roads. The sign is 13 feet in height; located 10
feet from the right -of -way; and has two sign faces (one facing each roadway). The
total square footage of the ground sign is 48 square feet.
3. The third request is for a variation to Section 13 -12 -5 to reduce the number of
required parking spaces on the lot. The proposed site plan for the Time Square
Cafe contains 22 parking spaces. The Zoning Ordinance requires 30 spaces.
Recommendation — Special Uses
Outdoor Dining — Chairman Davis noted that the standards for a special use were
addressed by the applicant in the testimony presented and in writing on page C of the
case file.
By a vote of 7 to 0, the Zoning Board of Appeals recommended approval for a special
use to allow an outdoor, dining area adjacent to a restaurant subject to the following
conditions:
1. The outdoor dining area is to be constructed in substantial conformance to the
revised plans as shown on pages 36 and 37 of the case file.
2. Not withstanding the exhibits, the applicant shall meet all Village Ordinance
requirements at the time of building permit application except as specifically
varied or waived.
VILLAGE OF OAK BROOK Minutes Page 7 of 15 RESCHEDULED REGULAR MEETING
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8. A. Drive -Thru — Chairman Davis noted that the standards for a special use were
addressed by the applicant in the testimony presented and in writing on page E of the
case file.
By a vote of 7 to 0, the Zoning Board of Appeals recommended approval to allow the
construction of a drive thru lane for a restaurant subject to the following conditions.
1. The drive thru lane is to be constructed in substantial conformance to the revised
plans as shown on pages 36 and 39 of the case file.
To allow a right turn only exit from the restaurant onto Midwest Road.
2. The applicant shall meet all Village Ordinance requirements at the time of building
permit application except as specifically varied or waived.
Trustee Wolin felt that this was a complicated situation, but felt that developing a very
blighted building was an advantage to the Village. Although the concerns were for
parking which were part of the variations, it would be more appropriate for financing
purposes to put restrictions on the Special Uses in the instance of problems with
parking.
Trustee Kennedy expressed concerns regarding traffic safety issues which he felt
should require only right in/right out at both Butterfield and Midwest.
Trustee Sanford asked the traffic engineer representing the applicant for an opinion
regarding restricting both access drives. She responded that the anticipated volume for
the location would not cause problems. Village Engineer Durfey indicated that he did
not have any accident reports for that area and could not determine if it would be a
concern.
It was suggested that further traffic research be done.
Motion by Trustee Sanford, seconded by Trustee Kennedy, to continue the Special
Uses request. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
Recommendation — Variations
Ground Sign — It was noted that the standards for a variation were addressed by the
applicant in the testimony presented and in writing on page G of the case file.
By a vote of 7 to 0, the Zoning Board of Appeals recommended approval of a
variation to allow a ground sign on a property with less than 3 acres subject to the
following conditions:
VILLAGE OF OAK BROOK Minutes Page 8 of 15 RESCHEDULED REGULAR MEETING
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8. A. 1. The ground sign is to be constructed In substantial conformance to the revised
signage details and elevations drawings as shown on pages 36, 40 and 41 of the
case file.
2. The applicant shall meet all Village Ordinance requirements at the time of building
permit application except as specifically varied or waived.
Landscape Setback Requirement — Chairman Davis noted that the standards for a
variation were addressed by the applicant in the testimony presented and in writing on
page I of the case file.
By a vote of 7 to 0, the Zoning Board of Appeals recommended approval of a
variation to allow a reduction of the required parking lot landscaping subject to the
following conditions:
1 To be developed in substantial conformance to the revised details dated September
21 2008 as shown on page 37 of the case file.
2 Not withstanding the attached exhibits, the applicant shall meet all Village
Ordinance requirements at the time of building permit application except as
specifically varied or waived.
Parking Spaces — Chairman Davis noted that the standards for a variation were
addressed by the applicant in the testimony presented and in writing on page 30 -30.a
of the case file.
Trustee Sanford commented that the major concern was for parking. The applicant
asked to reduce the parking spaces from thirty to twenty -two in order to provide for
additional building space as required by the DuPage County Health Department. He
added that the property was a very unique configuration and there would be no
alternative if that property is to be redeveloped.
By a vote of 5 to 2, the Zoning Board of Appeals recommended approval of a
variation to allow a reduction of the required parking spaces to 22 spaces as shown on
the revised site plan subject to the following conditions:
1. To be developed in substantial conformance to the revised details as shown on
page 38 of the case file.
2. The applicant shall meet all Village Ordinance requirements at the time of
building permit application except as specifically varied or waived.
Motion by Trustee Sanford, seconded by Trustee Kennedy, to concur with the
recommendation from the Zoning Board of Appeals and approve the requested
variations in order to locate a ground sign, a reduction of parking spaces, and a
reduction in the parking lot landscape setback at the Times Square Cafe located at 2121
Butterfield Road subject to the attached conditions and authorize the Village Attorney
VILLAGE OF OAK BROOK Minutes Page 9 of 15 RESCHEDULED REGULAR MEETING
OCTOBER 28, 2008
8. A. to prepare the necessary ordinance for final consideration at the November 11, 2008
Board of Trustees meeting. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
9. UNFINISHED BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS — None presented.
C. AWARD OF CONTRACTS — None presented.
H. GIS CONSORTIUM MEMBERSHIP CONTINUED FROM OCTOBER 14, 2008
The Village Manager has asked that this item be deferred to the next meeting.
Trustee Saiyed on behalf of the Village Board extended a happy Deepavli for the Indian
community and a Happy New Year for the western part of India. Since he needed to
leave the meeting for this celebration, he asked to have item 10.D. addressed at this time.
10 D. ACCEPTANCE OF RESIDENT GIFT OF LLADRO FIGURINES
Oak Brook residents Richard & Carole Rademacher have offered the Village of Oak
Brook, through the Oak Brook Public Library, a gift of 223 Lladro figurine
pieces with a current value of $161,000. Important stipulations of the gift are that
the addition of the figurines to our collections must support the mission of the library
and that they are put on public display at least some of the time. The Library can
meet these stipulations: The gift supports the Library's mission to provide citizens
with "access to cultural, recreational, intellectual and informational resources" and
the Library can arrange to have public display space available. While the Library
must retain the figurines for three years if the Rademachers are to claim the full tax
deduction for the collection, the Library may retain or sell any of the figurines as the
Village chooses. According to the Village's current Special Acquisitions Policy for
the Library (Ordinance 2008- Ly- EX1 -S- 1232), any money received from the sale of
the figurines is to be used for the Library's Collection development.
The main cost of this gift is for lockable display cases to house the collection. Three
bids were obtained for the display cases: $5,000 Glass 4U; $6870 School Outfitters;
$8,897 Allen Display. Funds are available to buy the Glass 4U display cases, when
transferred from the Landscape Design Services account for outdoor furniture.
VILLAGE OF OAK BROOK Minutes Page 10 of 15 RESCHEDULED REGULAR MEETING
OCTOBER 28, 2008
10. D. The terms of the agreement have been reviewed by the Village legal counsel. If
acquired the items will be added to the Village's fine arts insurance policy.
Motion by Trustee Saiyed, seconded by Trustee Kennedy, that the Village Board
accept the gift by Richard and Carole Rademacher of their collection of Lladro
figurines. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
Trustee Saiyed left the meeting at 8:45 p.m.
10. NEW BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS
1) ORDINANCE G -873, AN ORDINANCE FURTHER AMENDING
ORDINANCE G -470 ESTABLISHING A UTILITY TAX WITHIN THE
VILLAGE OF OAK BROOK, ILLINOIS
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 would 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, 2008.
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).
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 $400,000 in 2008.
VILLAGE OF OAK BROOK Minutes Page 11 of 15 RESCHEDULED REGULAR MEETING
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10. B 1)
When the 2008 -2012 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 2009
Budget or 2009 -2013 Five -Year Financial Plan, the Village Board is well aware
of the revenue issues facing the Village making it highly unlikely that any
reduction in the rate for 2009 would be financially feasible. Action on this item is
needed 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 at any time the Board
decides 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 Manofsky, seconded by Trustee Kennedy, that the Village
Board adopt Ordinance G -873, An Ordinance Further Amending Ordinance G-
470 Establishing a Utility Tax 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, 2009. ROLL CALL VOTE:
Ayes: 5 - Trustees Carson, Kennedy, Manofsky, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 - Trustee Saiyed. Motion carried.
2) RESOLUTION R -1028, A RESOLUTION ADOPTING AND IMPLEMENTING
AN IDENTITY THEFT PREVENTION POLICY WITHIN THE VILLAGE OF
OAK BROOK, COOK AND DUPAGE COUNTIES, ILLINOIS
The Village of Oak Brook is required by law to adopt an Identity Theft
Prevention ( "Red Flag ") Policy by November 1, 2008. Once approved by the
Village Board, the appropriate Village staff will be trained on this new policy. As
a practical matter, we take very little personal information from water utility
customers so this new policy should not have a big impact on our operations
Motion by Trustee Manofsky, seconded by Trustee Kennedy, for passage of
Resolution R -1028, A Resolution Adopting and Implementing an Identity Theft
Prevention Policy. ROLL CALL VOTE:
Ayes: 5 - Trustees Carson, Kennedy, Manofsky, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 - Trustee Saiyed Motion carried.
C AWARD OF CONTRACTS
1) BRIARWOOD CIRCLE WATER MAIN REPLACEMENT
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10. C. 1) A small leak had been detected by Public Works under a pond in the water main
serving Briarwood Circle. ' This situation was considered very serious since
repairing a possible break would be very difficult and costly due to the
characteristics of the pond. Moreover, this is the only water main serving an
island of 37 residences. Engineering was requested to design a replacement as
soon as possible followed by hiring of a contractor. There should be sufficient
budget funds remaining in the Water Systems Improvements Distribution
Account due to significant savings on the anticipated Tollway water main projects
which were $350,000 under the estimates and budget.
Engineering and Public Works concluded that a typical ductile iron pipe
replacement was not appropriate due to the extreme physical constraints of the
land bridge, pavement, large culvert, and lake situation and that a directionally
bored HDPE plastic pipe was the most cost effective and appropriate. The plans
were completed over the summer. Due to the unique nature of this work, staff
then chose to pre - qualify contractors based on their performing similar types of
work and sought quotes rather than proceed with a bid where unqualified
contractors could submit a bid which would make it burdensome to disqualify
them. Four contractors were contacted from within the Chicagoland area and
invited to submit quotes.
Construction should commence in early November and be completed by early
December. This project installs approximately 330 feet of 8" flexible plastic
(HDPE) water main. Some of the work is required to be completed during the
night because the water must be temporarily shut off to the island of 37 homes.
Motion by Trustee Wolin, seconded by Trustee Kennedy, that the Village Board
waive formal bidding procedures and award a contract to the company with the
lowest quote, PirTano Construction, subject to staff review, for the Briarwood
Circle Water Main Replacement based on unit prices for an estimated contract
price of $47,096.00. ROLL CALL VOTE:
Ayes: 5 - Trustees Carson, Kennedy, Manofsky, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 - Trustee Saiyed. Motion carried.
E AUTUMN FESTIVAL COMMITTEE FINANCIAL REPORT — 2008 OAK
BROOK AUTUMN FESTIVAL
Resolution R -1000 established the Ad Hoc Committee for the 2008 Autumn Festival.
The resolution requires that the Committee evaluate the 2008 Autumn Festival and to
make recommendations concerning future events. The financial report of the 2008
event was presented. The Committee met and recommended that the Village Board
of Trustees consider approval of a 2009 Oak Brook Autumn Festival Event. The
Committee requests that funds remaining in the amount of $545.07 from the
successful 2008 event be designated for the 2009 Autumn Festival event.
VILLAGE OF OAK BROOK Minutes Page 13 of 15 RESCHEDULED REGULAR MEETING
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10. E. Motion by Trustee Manofsky, 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 2009 Oak Brook Autumn Festival. ROLL
CALL VOTE:
Ayes: 5 - Trustees Carson, Kennedy, Manofsky, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 - Trustee Saiyed. Motion carried.
F. CLEARWATER DEVELOPMENT WATER MAIN AGREEMENT
The Village experienced a rather significant water main failure (break) on a section of
main located just west of York Road on Clearwater Dr. Since the repair, the
removed section of water main was inspected and the surrounding soil tested by Paul
Hanson, an engineer and representative of the Ductile Iron Pipe Research
Association, (DIPRA). Mr. Hanson recommends that due to the pipe's age (installed
circa 1964), existing poor condition, corrosiveness of the surrounding soil, and the
soon to occur connection of several large service taps (most of the Clearwater project
buildings will be tapped off this main), the main should be replaced.
The project would entail the replacement of approximately 750 linear feet of existing
8" water main with 10" water main at an estimated cost of $200,000. The developer
has completed a design and contracted for the work as part of the site development.
Due to inclusion with other design/construction items the cost to the Village offered
by the John Buck Company is $101,672.00. The savings for using this means of
procuring the work justifies what is essentially a negotiated procurement.
Motion by Trustee Wolin, seconded by Trustee Kennedy, that staff be authorized to
finalize an agreement with John Buck Company representatives for the purpose of
replacing the east /west section of water main on Clearwater Drive at a cost not to
exceed $101,672.00. ROLL CALL VOTE:
Ayes: 5 - Trustees Carson, Kennedy, Manofsky, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 - Trustee Saiyed. Motion carried.
G. APPROVAL OF SCAVENGER LICENSE ISSUANCE — INDEPENDENT
RECYCLING SERVICES
The Village Code provides for one residential scavenger license (to be issued to the
hauler awarded the residential contract by the Village) and an unlimited number of
commercial scavenger licenses. The commercial sector of Oak Brook has many
different requirements and this provision allows for them to contract with a service
that meets their needs. Pursuant to Section 4 -3 -2 of the Village Code, the Village
Board issues scavenger licenses upon recommendation of the Village Manager. The
licensing year for scavenger licenses is January 1 through December 31.
VILLAGE OF OAK BROOK Minutes Page 14 of 15 RESCHEDULED REGULAR MEETING
OCTOBER 28, 2008
10. G. Independent Recycling Services has applied for a prorated 2008 and a 2009
Scavenger license. Required documents have been submitted. Upon the Board's
approval, a Commercial Scavenger License will be issued to Independent Recycling
Services for the remainder of the 2008 licensing year and for the 2009 licensing year.
Motion by Trustee Kennedy, seconded by Trustee Wolin, that the Village Board
approve issuance of a Commercial Scavenger License to Independent Recycling
Services for the period of November 1, 2008 through December 31, 2009. ROLL
CALL VOTE:
Ayes: 5 - Trustees Carson, Kennedy, Manofsky, Sanford and Wolin.
Nays: 0 - None.
Absent: 1 — Trustee Saiyed. Motion carried.
11. INFORMATION & UPDATES
A. VILLAGE PRESIDENT — President Craig reported on litigation.
B. VILLAGE MANAGER — None presented.
C. VILLAGE CLERK — Clerk Pruss provided information regarding candidate packets
for the 2009 municipal elections, the 50`x' Anniversary Dance and Early Voting.
12. ADJOURN TO CLOSED MEETING
President Craig reported that there would be no need for an additional Closed Meeting.
13. ADJOURNMENT
Motion by Trustee Kennedy, seconded by Trustee Sanford, to adjourn the Rescheduled
Regular Meeting of the Board of Trustees at 9:01 p.m. VOICE VOTE: Motion carried.
ATTEST.
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 15 of 15 RESCHEDULED REGULAR MEETING
OCTOBER 28, 2008