Minutes - 11/08/2005 - Board of TrusteesMINUTES OF THE NOVEMBER 8, 2005 REGULAR MEETING
OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS AMENDED ON
NOVEMBER 22, 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 7:31
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, Robert G. Sanford and Asif Yusuf.
ABSENT: Trustee Kathryn F. Manofsky.
IN ATTENDANCE: Jeffrey P. Moline, Assistant Village Manager; Kenneth T. Kubiesa,
Village Attorney; Dale L. Durfey, Jr., Village Engineer; Darrell J.
Langlois, Finance Director; James Bodony, Fire Chief; Bruce F. Kapff,
Director of Information Services & Purchasing and Michael J. Meranda,
Public Works Director.
3. PRESIDENT'S OPENING,COMMENTS
President Quinlan had no opening comments except to congratulate the White Sox.
4. RESIDENT /VISITOR COMMENT — None presented.
5. APPROVAL OF MINUTES
A. COMMITTEE -OF- THE -WHOLE MEETING OF OCTOBER 24, 2005
Trustee Kennedy offered several scrivener revisions to the Minutes.
Motion by Trustee Sanford, seconded by Trustee Kennedy, to approve the Minutes of
the October 24, 2005 Committee -of -the -Whole Meeting as amended. VOICE VOTE:
Motion carried.
B. REGULAR BOARD OF TRUSTEES MEETING OF OCTOBER 25, 2005
Motion by Trustee Kennedy, seconded by Trustee
the October 25, 2005 Regular Board of Trustees
VOTE: Motion carried.
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Yusuf, to approve the Minutes of
Meeting as presented. VOICE
November 8, 2005
6. CONSENT AGENDA
All items on the Consent Agenda are considered to be routine in nature and will be
enacted in one motion.
Trustee Kennedy noted that, items G., H. & I stated the date of this meeting incorrectly.
Motion by Trustee Craig, seconded by Trustee Sanford, to approve the Consent Agenda
and authorize expenditures as amended. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Kennedy, Sanford, Yusu£
Nays: 0 - None.
Absent: 1 - Trustee Manofsky. Motion carried.
A. Accounts Payable for Period Ending November 4, 2005 - $669,837.54
Significant Items included in Above:
1) Comstock — Payout #1 — 2005 Water Main Project - $57,619.35
2) Dolphin Construction Co. — Payout #2 — Municipal Complex Tuckpointing -
$6,781.25
3) Dolphin Construction Co. — Payout #3 and Final — Municipal Complex
Tuckpointing - $13,027.50
4) Standard Equipment Co. - Payout # 1 and Final — Street Sweeper - $103,000
5) Kubiesa, Spiroff, Gosselar & Acker, P.C. — Legal Fees - $29,910.00
B. Approval of Payroll for Pay Period Ending October 22, 2005 - $636,270.78
C. Community Development Referrals
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Resurfacing of the Apparatus Room Floor of Fire Station 2
2) Public Works Employee Uniform Services
E. Budget Adjustments
F. Resolution Establishing An Ad Hoc Committee For The Purpose of Planning And
Coordinating The 2006 Oak Brook Autumn Festival
G. Resolution R -929, which is a resolution authorizing acceptance of facsimile
signatures for the Village's payroll checking account at Oak Brook Bank
H. Resolution R -930, which is a resolution authorizing acceptance of facsimile
signatures for the Village's accounts payable checking account at Oak Brook Bank
1. Resolution R -931, which is a corporate authorization resolution setting forth the
Village officials authorized to conduct Village banking business such as signing and
endorsing checks, limitations on signing authority, etc.
J. Cancellation of December 26, 2005 Committee -of -the -Whole and December 27,
2005 Village Board of Trustees Meetings
K. An Ordinance Authorizing the Sale, Donation or Disposal of Certain Items of
Personal Property Owned by the Village of Oak Brook
L. Consulting Services Payment
7. ITEMS REMOVED FROM CONSENT AGENDA — None presented.
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BOARD & COMMISSION RECOMMENDATIONS — None presented.
UNFINISHED BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS — None presented.
C. AWARD OF CONTRACTS
1) VILLAGE BEAUTIFICATION PROJECT
A Request for Qualifications (RFQ) was approved by the Village Board at its
March 8, 2005 meeting. Of the firms responding to the RFQ three were selected
to be interviewed by a team of staff members. Included on this team were Mike
Meranda, Bob Kallien and Rick Boehm. The firm of Hitchcock Design group was
recommended by staff and that firm made a presentation to the Board at a
Committee of the Whole Meeting held on September 26, 2005. The Board
members expressed confidence in this firm and a contract including Scope of
Services was negotiated.
The proposed contract is for planning services and includes three main elements:
program, research and analysis; schematic design (includes money for Village
logo design and Village Center landscape design); and the deliverable of a final
beautification master plan. Included in this planning process is involvement of
members of the public which staff believes is not only important but necessary.
This planning work is projected to start immediately following Board approval
and last through next spring. It is conceivable that with the proper authorizations,
a Fall 2006 implementation of a portion of the plan could be realized.
While there is approximately $59,500 in the 2005 budget for this project, it will
not be completed until the next fiscal year. The draft Village budget will contain
funds to complete this project and perform some design work.
President Quinlan commented that this was a project that ran somewhat parallell
to the commercial revitalization project, but was more related to planting trees,
painting the Village, etc. to improve the presentation of the Village to visitors as
they enter Oak Brook. Trustee Sanford indicated that he had no objections to the
group chosen for this project, but that since there were bids being received for the
commercial revitalization project and the library, he suggested that this topic be
continued so that the bids currently being received could be reviewed to see if
there was any synergy between the projects. He felt that would give the board
more information to look at and, evaluate.
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C. 1) Trustee Kennedy agreed with Trustee Sanford but also stipulated that he is in
accord with the project and the choice of firms, but he added that he had some
sticker shock for the cost of the master plan. He reiterated that as a master plan it
did not include designs or construction services. He felt that since the firm was a
finalist for the Library landscaping project that, it made sense to wait until the
Library Commission made its recommendation to the Board in that there might be
some economies of scope between the projects. He added that since Trustee
Manofsky was not in attendance, waiting would give her the opportunity to be
part of the discussion on this contract.
Trustee Aktipis also had some observations regarding this plan. He expressed
concern about spending $85,000 for this project. He felt that there was little room
for improvement in making the Village attractive. His concern was setting
priorities and he felt that it was more important to be sure that Village six month
reserve was at appropriate levels because he felt that the sales tax revenues had
not recovered from the 1990's.
Trustee Aktipis indicatede that the Village was incurring substantial future
liabilities in the form of funding pension plans and therefore only expenses for
essential services should be considered by the Village at this time.
President Quinlan asked Finance Director Darrell Langlois to confirm that the
2006 Budget would exceed the six -month reserve by approximately $200,000
while beginning several capital improvement projects that had been deferred from
previous years. Director Langlois confirmed that statement and added that the
combination of the regular sales tax and the non -home rule sales tax has exceeded
revenue of the 1990's. President Quinlan felt that the Village was in good shape
financially.
Motion by Trustee Sanford, seconded by Trustee Kennedy, to continue approval
of a professional Services Agreement with Hitchcock Design Group, 221 W.
Jefferson Avenue, Naperville, IL 60540 for the Village of Oak Brook
Beautification Project in the amount of $85,500. VOICE VOTE: Motion carried.
NEW BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS
1) ORDINANCE 2005- LC -RF -G -791 "AN ORDINANCE AMENDING SECTION
4 -7 -7 OF CHAPTER 7 (RAFFLES) OF TITLE 4 (BUSINESS AND LICENSE
REGULATIONS) OF THE VILLAGE CODE OF THE VILLAGE OF OAK
BROOK, ILLINOIS RELATIVE TO RAFFLE LICENSE RESTRICTIONS"
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10. B. 1)
Pursuant to direction from the Village Manager and Village Clerk, an Ordinance
was prepared which clarifies where raffles may be conducted.
Trustee Yusuf asked for clarification of the term "person" as to whether it was an
individual or an entity. Village Attorney Kenneth Kubiesa responded that the
term referred to either a person or a physical entity.
Motion by Trustee Kennedy, seconded by Trustee Aktipis, for passage of
Ordinance 2005- LC -RF -G -791, "An Ordinance Amending Section 4 -7 -7 of
Chapter 7 (Raffles) of Title 4 (Business and License Regulations) of the Village
of Oak Brook Relative to Raffle License Regulations." ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Kennedy, Sanford, Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Manofsky. Motion carried.
C. AWARD OF CONTRACTS
1) REPLACEMENT PUS
Pursuant to the provisions of Section 1 -7 -10 of the Code of Ordinances and the
Illinois Compiled Statutes, the Village is permitted to join with other
governmental units in order to benefit from cooperative purchasing arrangements.
In 2004 the Village purchased Dell PC's with pricing obtained from the Dell local
government representative, which was lower than competitively bid pricing
obtained by the Western States Cooperative Association (WSCA - a non - profit
governmental purchasing cooperative that the Village would have been able to
purchase through).
This year the Village followed a similar procedure. Pricing was checked for a
standard desktop PC through different Dell channels, including their State and
Local website - $974.10, Small Business - $966.00, WSCA - $927.48, and
through our Local Government Dell representative - $781.05 (all prices exclude
monitor).
Although each of the specifications are basically the same, manufacturers tend to
make slight modifications to the spec based on which channel they are selling
through. The $781 unit cost is based on a Pentium 4, 3 GHz Intel processor, 512
MB RAM, 80 GB 7200 RPM hard drive, floppy drive, Windows XP Professional,
optical mouse, 48X32 CDRW /DVD combo drive, 3 year service contract (next
business day parts and labor on -site response), and Gold Technical Support (this
gets us to the better tech support without waiting on the phone forever).
As a point of reference, the price the Village paid for Dell PC's in 2004 was
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10. C. 1)
approximately $945. A unit cost in 2002 was $1,350 (staff postponed PC
replacement in 2003 and 2001 due to the Village's revenue shortfall). This year's
purchase will help the Village get back on track, so that Village equipment stays
current enough to run all of the software used by our various departments.
PC's determined to be surplus following these replacements will be so declared at
a future Village Board meeting and offered to area school districts, non - profit
organizations, other governmental entities, or will be disposed.
Motion by Trustee Aktipis, seconded by Trustee Kennedy, to waive further
bidding, because the competitive process has already been accomplished by other
agencies, and award the contract for replacement PC's to Dell Marketing L.P., of
Dell USA L.P., Palatine, Illinois for the not to exceed amount of $30,000 subject
to staff review. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Kennedy, Sanford, Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Manofsky. Motion carried.
2) PROFESSIONAL SERVICES AGREEMENT FOR OAK BROOK
STORMWATER MANAGEMENT PERMIT REVIEWS UNDER THE
DUPAGE COUNTY COMPLETE WAIVER COMMUNITY STATUS
DuPage County adopted a Countywide Stormwater and Floodplain Ordinance in
1991 after which time the Village chose to be a complete waiver community
which required a consulting engineering firm to perform some of the tasks called
for within the complete waiver community part of the County Ordinance. At that
time, the Village reviewed Requests for Qualifications from consultants and
chose the firm of Donohue & Associates, Inc. to perform these services. That
firm later became Earth Tech, Inc. which continues in this role.
These services include reviewing stormwater management permits as they related
to complicated submittals, wetlands, and other issues above the expertise of the
Village staff. Said costs are then charged back to the permit applicant.
As it has been 14 years, Village Manager Boehm requested that the Village again
issue Requests for Qualifications to consulting firms. At the Board meeting of
February 22, 2005, the Board authorized staff to proceed.
Staff contacted 43 firms concerning the RFQ and also placed it on the Village's
website. Seven firms responded.
Staff has reviewed the submittals, interviewed the two firms deemed most
qualified, and concludes that Burns & McDonnell is the most qualified firm
culminating with an Agreement.
VILLAGE OF OAK BROOK Minutes Page 6 of 8 November 8, 2005
10. C. 2)
Motion by Trustee Aktipis, seconded by Trustee Kennedy, to approve the
Engineering Services Agreement between Burns & McDonnell and the Village of
Oak Brook for Professional Services for Oak Brook Stormwater Management
Permit Reviews under the DuPage County Complete Waiver Community Status.
ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Kennedy, Sanford, Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Manofsky. Motion carried.
D. FOREST PRESERVE DISTRICT OF DUPAGE COUNTY— BRUSH HILL DAM
MAINTENANCE AND REPAIR — WAIVER OF FEES AND BONDS
The Village received a letter dated September 7, 2005 from Ross Hill of the Forest
Preserve District of DuPage County requesting waiver of any fees and bonds. Mr.
Hill states that the Forest Preserve District is a municipal corporation and, as such,
typically gets permit fees waived. Additionally, they are requesting a waiver of
bonding requirements.
The Brush Hill Dam is the control structure for the lake between Birchwood Road
and Route 83.
Motion by Trustee Aktipis, seconded by Trustee Yusuf, that the Village Board waive
fees and bonds for the proposed Brush Hill Dam Maintenence and Repair project
within Permit No. 05 -4 -619 for the Forest Preserve District of DuPage County.
ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Craig, Kennedy, Sanford, Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Manofsky. Motion carried.
11. INFORMATION & UPDATES
A. VILLAGE PRESIDENT
President Quinlan wished everyone a safe and joyful Thanksgiving.
Trustee Yusuf commented on the State of Illinois deer hunting season and wished
everyone a safe and enjoyable experience.
Trustees Sanford and Kennedy commented on a meeting that they had attended the
previous Saturday as Liaisons to the Plan Commission and the Zoning Board of
Appeals. It was a meeting on site planning and land use, which had to do with the
responsibilities of members of plan commissions, zoning boards of appeal and boards
of trustees. They were impressed with the turnout of Oak Brook members. Oak
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A.
Brook had the largest delegation of members representing a municipality in DuPage
County.
Trustee Sanford also commented on a fire in Brook Forest near his home. He was
stunned and in awe of the preparedness and training that the Village of Oak Brook
Fire Department demonstrated by handling the incident smoothly, quickly and
orderly. He expressed that they did a splendid job. President Quinlan agreed and
commented that he had personally been a beneficiary of their expertise. He
expressed to Chief Bodony how proud the Village was and well aware of how well
the Department performs. Chief Bodony expressed his thanks for the Board's
remarks and he indicated that he would be sure to pass them along because the
members of the department do pride themselves on their expertise. Chief Bodony
went on to say that the Village was lucky to have such dedicated and high caliber
people.
B. VILLAGE MANAGER — No report was given.
C. VILLAGE CLERK — No report was given.
ADJOURNMENT
Motion by Trustee Craig, seconded by Trustee Kennedy, to adjourn the Regular Meeting
of the Board of Trustees at 7:56 p.m. VOICE VOTE: Motion carried.
ATTEST:
Carol L. Harty
Deputy Village Clerk
November 8
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