Minutes - 11/13/2001 - Board of TrusteesMINUTES OF THE NOVEMBER 13, 2001 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN ON NOVEMBER 27, 2001.
CALL TO ORDER: CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by
President Bushy in the Samuel E. Dean Board Room of the Village Commons
at 7:43 p.m. The Pledge of Allegiance was given.
IA. ROLL CALL: ROLL CALL.
The Village Clerk called the roll with the following persons
PRESENT: President Karen M. Bushy, Trustees George T. Caleel, John W.
Craig, Susan Chase Korin, Elaine Miologos and Alfred P.
Savino.
ABSENT: None.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale Durfey, Jr., Village Engineer;
Debra J. Jarvis, Fire Chief, Bruce F. Kapff, Director of
Information Services & Purchasing; Robert L. Kallien, Jr.,
Director of Community Development; Darrell J. Langlois,
Finance Director; Richard A. Martens, Village Attorney; Ruth A.
Martin, Library Director; Michael J. Meranda, Director of Public
Works; Bonnie Sartore, Bath & Tennis Club Manager; Mark
Schoppe and Ted Vassios, Fire Department Lieutenants; Gary
Clark, Fire Department EMS Coordinator; and Paul Jacobs and
Jeff Marcimak, Firefighter/Paramedics.
2. ADJOURN TO CLOSED MEETING: ADJ CLSD MFG
PERSONNEL
To Discuss the Appointment, Employment or Dismissal of an Employee or
Officer.
Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn to a closed
meeting to discuss the appointment, employment or dismissal of an employee
or officer at 7:45 p.m. ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 None.
Absent: 0 - None. Motion carried.
2A. RECONVENE FROM CLOSED MEETING: RECONVENED
President Bushy reconvened the meeting at 8:15 p.m.
VILLAGE OF OAK BROOK Minutes Page 1 of 18 November 13, 2001
3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCI
Trustee Caleel presented President Bushy with the initial payment of a pledge
made by the Oak Brook Library Foundation of $400,000.00 for the construction
of the new Library.
Trustee Craig read a letter from an L. A. Miller stating his opposition to the
hiring of nine more firefighter /paramedics and seven police officers which he
calculated to be a 15% increase in police and 21% in fire personnel. He
estimated the cost to the Village to be at least $500,000 a year in salaries and
benefits, with increased costs for operating expenses and supervision. He
objected to the reference that projected increases would cost the average
homeowner $.70 per day. He reiterated that he was opposed to increased hiring
of personnel. Trustee Caleel reiterated his position on the hiring of new
personnel and questioned whether they were included in the draft budget.
Village Manager Veitch assured the Board that the increase of three contract
paramedics and three police officers were included in the budget for the second
half of the year and were contingent upon the financial review by the Board.
Trustee Savino suggested that residents were concerned about why the Village
was hiring more public safety personnel. Manager Veitch reminded the Board
that staff has done studies of why personnel were needed and would be happy
to relay that information to any resident. Manager Veitch added that although
the demand for goods and services in the general economy might be declining,
the demand for municipal services does not decline in an unfavorable economy.
President Bushy explained that she had personally sent a letter to the Briarwood
residents responding to Mr. Xinos' letter and an ad in The Doings and that
although this letter did not support the Village's recommendations, she had a
number of letters and E -mails that did support the hiring of safety personnel.
Trustee Savino stated that the safety of Village residents, including the daytime
residents, was most important to him and that it was important not to let
standards drop because fire ratings could be compromised resulting in higher
insurance rates. He supported appropriate levels of personnel. President Bushy
addressed the property values of homes in Oak Brook which reflected the level
of the Village's public safety personnel.
President Bushy announced that the annual Snowflake Ball hosted by the Civic
Association Board would occur December 7th at the Oak Brook Bath & Tennis
Club. She suggested that if any residents are interested they contact the Village
at 990 -3000, and they would be provided the appropriate numbers to call.
William Lindeman, 11 Pembroke Lane, addressed the issue of the absence of
lighting at Mockingbird Lane and Kimberly with the new Midwest Road
expansion. He asked the Village to provide assistance to the homeowner's
association to get lighting installed at these intersections.
VILLAGE OF OAK BROOK Minutes Page 2 of 18 November 13, 2001
3. He was also concerned about the priorities of police patrols during Halloween
trick or treating. He suggested that a copy of the videotape of the Village
Board of Trustees' meetings be made available for checkout at the Library for
those who have a satellite dish rather than cable television. Manager Veitch
provided information to the homeowner's association so that they could contact
Commonwealth Edison to reconnect the lighting at those intersections.
President Bushy read a letter from Rick and Caroline Ascher indicating their
support of William Kenny as the recommended appointee by President Bushy
to complete the unexpired term of former Trustee Adam Butler.
Dan Lapinski, 263 Timber View Drive, resident for over forty -five years,
presented Timber Trails historical information to President Bushy related to the
beginnings of their subdivision.
4. APPROVAL OF MINUTES:
Motion by Trustee Caleel, seconded by Trustee Craig, to approve the minutes
of the Regular Board of Trustees Meeting of October 23, 2001 as presented and
waive the full reading thereof. VOICE VOTE: Motion carried.
5. CONSENT AGENDA:
All items on the Consent Agenda are considered to be routine in nature and will
be enacted in one motion. Trustee Savino requested that Agenda Item 5.F.1) be
removed for further discussion.
Motion by Trustee Caleel, seconded by Trustee Craig, to approve the Consent
Agenda as amended. ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 None.
Absent: 0 — None. Motion carried.
A. APPROVAL OF BILLS - $1,167,417.49
APPROVED MIN
10/23/01
C. AGENDA
APPROVED
BILLS -
S 1,167,417.49
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING OCTOBER 27. PAYROLL -
2001 - $563,351.96 $563,351.96
C. CHANGE ORDERS:
1) CHANGE ORDERS #7, #11, #12 & #16 - MUNICIPAL COMPLEX MUN COMPLX PRO.)
PROJECT- HARBOUR CONTRACTORS, INC. - $57,635.00 —
REVISED TOTAL CONTRACT AMOUNT - $8,000,810.00
VILLAGE OF OAK BROOK Minutes Page 3 of 18 November 13, 2001
1,/
5. C. 2) CHANGE ORDERS #44 THROUGH 48 — BATH & TENNIS CLUB
RENOVATION - $4,755.00 — REVISED TOTAL CONTRACT
AMOUNT - $1,680,393.00
D. PAYOUTS:
1) PHILLIPS SWAGER ASSOCIATES — PAYOUT #6 — LIBRARY
BUILDING PROJECT - $27,798.43
2) HARBOUR CONTRACTORS, INC. —PAYOUT #10— LIBRARY
BUILDING PROJECT - $471.801.74
B &TC RENOV
PAYOUTS
LIB BLDG PROJ
LIB BLDG PROD
3) EARTH TECH —PAYOUT #16 —MUNICIPAL COMPLEX PROJECT MUN CONIPLX PROJ
-$6,201.92
4) HARBOUR CONTRACTORS, INC. — PAYOUT #9 — MUNICIPAL
COMPLEX PROJECT - $160,788.38
5) JAMES J. BENES & ASSOCIATES — PAYOUT #1 — 2002 PAVING
PROJECT - S906.03
6) JAMES J. BENES & ASSOCIATES — PAYOUT #15 — 2001 PAVING
& DRAINAGE PROJECT - $4,583.57
7) P. WALKER BROS., INC. — PAYOUT #4 & FINAL — SPORTS
CORE /WESTCHESTER PARK IMPROVEMENTS - $5,360.25
8) FRITZ LANDSCAPE — PAYOUT #1 — MUNICIPAL COMPLEX
PROJECT - $26,619.75
9) J & R NUMBER ONE IN ASPHALT — PAYOUT #1 — MUNICIPAL
COMPLEX PROJECT - $126,450.00
E. REFERRALS: NONE
G. PROPOSED 2002 MUNICIPAL BUDGET - PLACE ON FILE FOR
PUBLIC REVIEW
6. ITEMS REMOVED FROM CONSENT AGENDA:
5. F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS:
VILLAGE OF OAK BROOK Minutes
/7�1
Page 4 of 18 November 13, 2001
MUN COMPI.X PRO.]
2002 PVG PRO.)
2001 PVG & DRNG
PROJ
SPTS
CORFJWSTCHSTR
PK IMP
MUN CMPLX PROD
MUN CMPLX PRO.1
REFERRALS - NONI:
2002 MUN BURG
RMVD C AGNDA
0
7
5. F. 1) VIDEOGRAPHER SERVICES — BOARD OF TRUSTEES' VDEOCRI'M R
MEETINGS SERV. BD MrcS
Trustee Savino removed agenda Item 51.1) for further discussion. He
proposed that to save costs, the expansion of videotaping to include the
Committee -of- the -Whole meetings should not be done. Trustee Korin
spoke in favor of videotaping these meetings so that residents may see
the meetings. President Bushy concurred with Trustee Korin that it was
important to inform our residents. Trustee Miologos suggested that the
Village save the funds and revisit the subject six months from now.
Motion by Trustee Savino, seconded by Trustee Caleel, to delete the
videotaping of the COW meetings to conserve costs. ROLL CALL
VOTE:
Ayes: 1 — Trustee Savino.
Nays: 4 - Trustees Caleel, Craig, Korin and Miologos.
Absent: 0 - None. Motion failed.
Motion by Trustee Caleel, seconded by Trustee Korin, to authorize staff
to negotiate a contract with Sunrise Communications, Inc. for
videotaping services of Village Board meetings. VOICE VOTE:
Motion carried.
BOARD & COMMISSION RECOMMENDATIONS: BDiCOMM RECOM
A. ZIMMERMAN — 74 TWIN OAKS DRIVE — VARIATION 74 rwN OAKS VAR
- DENIED
Variation - The Zoning Board of Appeals, by a vote of 6 to 0, has
recommended denial of the request from Mr. Zimmerman for a variation to
the rear yard setback to permit construction of an addition to the existing
home on the property. This motion was based on the consensus of the
Board that the request did not meet the standards for variations and that the
request was based on the convenience of the property owner and that no
significant hardship existed. It was also the opinion of the Board that
alternatives existed which could allow for the expansion of the home
without the need for the variation.
This property is currently improved with a single family home that presently
encroaches into the required rear yard by less than one foot. The requested
variation would reduce the required 30' rear yard setback to approximately
12'10" to accommodate a one -story addition which would provide the
primary means of access to new bedrooms to be built on the east side of the
home.
VILLAGE OF OAK BROOK Minutes
G�
Page 5 of 18 November 13, 2001
7. A. In recommending denial of this request, the Zoning Board of Appeals found
that the petitioner had not satisfactorily addressed the factors required for
approval of a variation. In particular, it was found that the property owner's
hardship was due to his desire to not pursue a building addition which could
be accommodated entirely within the buildable area because it would
disrupt the existing structure. Further, the Board found the variation request
to be inconsistent with the essential character of the neighborhood. Several
neighbors spoke in opposition of this request. Their primary concern was
the magnitude of the requested variation and the negative impacts that the
proposed addition would have on existing drainage patterns as well as the
aesthetics of the neighborhood.
After the Zoning Board made its recommendation, staff contacted Mr.
Zimmerman to determine his intentions to either forward the matter onto the
Board of Trustees or to withdraw it from further consideration. Mr.
Zimmerman had verbally indicated his desire to withdraw the request.
However, since he did not respond in writing as staff requested, it would be
appropriate to dispose of this petition.
Motion by Trustee Savino, seconded by Trustee Caleel, to concur with the
recommendation of the Zoning Board of Appeals, adopt the finding of facts
of the Zoning Board and deny a variation to the rear yard setback for 74
Twin Oaks Drive. ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 — None.
Absent: 0 — None. Motion carried.
B. OAKLAND PRELIMINARY PLAT OF SUBDIVISION — 121 AND 209 OKI_ND YKF[.iti1
OAK BROOK ROAD PL.A "L OF St1E31)VSN
Preliminary Plat of Subdivision — The Plan Commission, by a vote of 5 to
0, recommended approval of a preliminary plat to be known as the Oakland
Plat of Subdivision. The existing 7.7 -acre site will be subdivided into 3 -lots
in order to accommodate three new single- family homes. The two single -
family homes now on the two properties will be demolished to
accommodate this subdivision.
The applicant is proposing a subdivision design that preserves a number of
the large oak trees on the property. A key element of this design is to create
a single- private driveway /turnaround, which will provide access to each of
the new lots. Also as part of this request, the applicant is seeking variations
to several provisions of the Subdivision Regulations, which are identified on
page A -3 of the petition file.
VILLAGE OF OAK BROOK Minutes Page 6 of 18 November 13, 2001
7
B. In recommending approval of this preliminary plat, the Plan Commission
attached the following conditions:
1. Address the issues contained in the memorandums dated
October 9, 2001 and November 9, 2001 from Village Engineer Durfey.
2. Grant the applicable variations to the Subdivision Regulations as
described on page A -3 of the case file.
3. The proposed private driveway is of sufficient width to
accommodate the through movement of vehicles if parking is permitted
along the driveway.
4. Verify the future plans of the Village's Safety Pathway
Committee against this proposal.
5. The proposed turnaround provides a minimum radius of 49 feet
to accommodate the turning radii of the Fire Department's Ladder
Truck.
In making this recommendation, the Plan Commission found that the
design of the preliminary plat is in keeping with the natural features found
on the site. Also, it was found that the applicant has addressed the
applicable standards required for approval of a preliminary plat.
In response to the conditions imposed by the Plan Commission, staff offers
the following comments. The Safety Pathway Committee has not
contemplated any improvements along the frontage of this project, which is
located south of 31St. The turning radius of the proposed turnaround
appears to meet the minimum 49 -ft. requirement of the Fire Department.
Engineer Durfey indicated that all but one of the conditions had been met.
Motion by Trustee Savino, seconded by Trustee Caleel, to concur with the
Plan Commission recommendations subject to the following condition: to
verify the future plans of the Village's Safety Pathway Committee against
this proposal and authorize Attorney Martens to draft the necessary
resolution for final consideration at the November 27, 2001 meeting.
VOICE VOTE: Motion carried.
ACTIVE AGENDA (Items for Final Action
A. APPOINTMENTS:
ACTIVE AGENDA
APPOIN I MEAN I S
At the last Board of Trustees' meeting, President Bushy offered the name of wM. E. KENNY
William E. Kenny to fill the vacancy created by the resignation of Adam
Butler from the Board of Trustees. At the time, several Trustees asked for
time to interview Mr. Kenny before voting on his nomination.
VILLAGE OF OAK BROOK Minutes Page 7 of 18
C
November 13, 2001
8 A. President Bushy remains convinced that Mr. Kenny is the best nominee to
fill the vacancy on the Board.
Motion by Trustee Caleel, seconded by Trustee Savino, to concur with
President Bushy's recommendation to appoint William E. Kenny as Village
Trustee to fill the unexpired term of Trustee Adam Butler with his term to
expire April 30, 2003. ROLL CALL VOTE:
Ayes: 2 - Trustees Caleel and Savino.
Nays: 3 - Trustees Craig, Korin and Miologos.
Absent: 0 - None. Motion failed.
Mr. Kenny asked for a few moments to address the public and the Board.
Mr. Kenny wished to make some observations that came through to him
during this confirmation process. He addressed what he felt were political
undercurrents that were pulling trustees in conflicting directions. He
acknowledged that during his service on the Board there were always
diverse opinions, but felt these undercurrents were of a different nature. He
predicted that only time would tell whether these conflicts would be
constructive or destructive. He felt that the public should be aware of the
conflict because the resolution of it will affect the future of the Village of
Oak Brook. He encouraged the public to attend or view the Board meetings
on cable. He wished each trustee wisdom and good judgment to serve the
long -term interests of the residents to the best of their ability.
B. ORDINANCES & RESOLUTIONS:
ORD%RES
1) (DEFERRED FROM OCTOBER 23, 2001 MEETING) AN sec to -a -1BA IIA io
ORDINANCE AMENDING SECTION 10 -4 -IB OF CHAPTER 10 OF
THE VILLAGE CODE OF THE VILLAGE OF OAK BROOK
RELATING TO BUILDING REGULATIONS AND FEE SCHEDULE
On September 25, 2001 the Village Board considered ordinances that
adopted updated building codes and made adjustments to several fees
peripheral to permitting. Staff objectives anticipated a comprehensive
review of fees, and the Board elected to table the fee ordinance and
await the more comprehensive review. Although the review was
progressing well, staff was requesting that the Board continue this
matter again.
Thus far in the review it had been found that policies and philosophies
vary widely in terms of cost recovery, recognizing that it is not
appropriate to charge fees that exceed the cost of regulation. Related to
neighboring and comparable jurisdictions, it was found that Village of
Oak Brook building permit fees are substantially lower.
VILLAGE OF OAK BROOK Minutes Page 8 of 18 November 13, 2001
14-
8. B. 1) In terms of cost recovery, the Village's very lean approach to staffing
the Community Development, Fire Prevention and Engineering areas
has enabled the Village to routinely recover a substantial portion of its
costs notwithstanding its low fee levels. However, it is felt that there is
some room for growth.
The review also suggests that staff might want to re- engineer the
approach to assessing fees for building permits, because it was felt that
the Village of Oak Brook system is unnecessarily complicated.
Motion by Trustee Savino, seconded by Trustee Caleel, to continue the
consideration of an ordinance amending Section 10 -4 -1 of the Village
Code regarding Fees until December 11, 2001. VOICE VOTE: Motion
carried.
2) RESOLUTION 2001- BD -CL- MIN -EX2 -R -791 A RESOLUTION RFS 2001- RD -c1_-
APPROVING THE RELEASE OF CLOSED MEETING MINUTES RL CLS MI RL CLSD M "fGS
From time to time the Village Board has met in closed session for
purposes authorized by the Illinois Open Meetings Act. Pursuant to
requirements, the Village Board has met to review all closed session
minutes and has determined that certain minutes no longer require
confidential treatment and should be made available for public
inspections. Attorney Martens has prepared a resolution specifying
minutes to be released.
Motion by Trustee Caleel, seconded by Trustee Korin, to approve
Resolution 2001 -BD -CL -MIN- EX2 -R -791, "A Resolution Approving
the Release of Closed Meeting Minutes ". ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 — None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS: AWARD( r
1) WELL #1 ABANDONMENT WFLL #1 ABNOMV r
Two sealed bids were received on October 24, 2001. The base bid
specification included the amount of labor and material required to pull
and remove the pumping equipment and seal the well. Funds in the
amount of $50,000 have been budgeted in the Water System
Improvements program for this project and the demolition of the
building housing the well. Demolition is estimated to be well under
$10,000.
VILLAGE OF OAK BROOK Minutes Page 9 of 18 November 13, 2001
1�
S. C. 1) Motion by Trustee Miologos, seconded by Trustee Caleel, to
recommend that a contract be awarded, subject to staff review, to the
lowest responsive and responsible bidder, Layne - Western, Division of
Layne Christensen Company, 721 West Illinois Avenue, Aurora, Illinois
at a base bid price of $29,950.00 plus the unit prices for supplemental
work as needed. ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 — None.
Absent: 0 - None. Motion carried.
2) FIRE DEPARTMENT UNIFORMS & EQUIPMENT FD UNFMS & E-QtAl'
Bid packages were sent to three firms. One vendor submitted a "no -bid"
and the other vendor was "too busy ". A previous vendor is no longer in
business.
This contract operates as a requirements contract, i.e. orders will only be
placed when and if the Fire Department has such needs. Bid prices are
firm for the rest of 2001 and all of 2002 and include shipping charges.
Sufficient funds have been budgeted in various accounts for the
purchase of these items.
Motion by Trustee Caleel, seconded by Trustee Savino, that a
requirements contract be awarded, subject to staff review, to the sole
responsive and responsible bidder, Kale Uniforms, Chicago, Illinois 555
W. Roosevelt Road, Suite 14A, Chicago, Illinois based on unit prices
supplied. ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
3) FIRE STATION TWO OVERHEAD DOOR OPENING & FDOVRHDDR
ACTUATING MECHANISMS OPLN
Two companies picked up bid packets. The scope of the work includes
replacement of the existing eight commercial trolley operators,
installation of wiring and conduit according to Village Code and
furnishing and installation of accessories.
Funds in the amount of $28,000 have been budgeted in the Municipal
Building Improvements program for this project (421).
VILLAGE OF OAK BROOK Minutes Page 10 of 18 November 13, 2001
8. C. 3) Motion by Trustee Caleel, seconded by Trustee Savino, that a contract
be awarded, subject to staff review, to the lowest responsive and
responsible bidder, Builders Chicago Corporation, 4655 West
Arthington Street, Chicago, Illinois for a lump sum bid of $16,250.00.
ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
4) FIRE PROTECTION — MUNICIPAL COMPLEX PROJECT FIRE PROT- MuN
CMPLX PROJ
This fire protection system is for the building addition and renovated
areas of the Municipal Complex Project. The Village originally rejected
bids last year because the only bid was too high and planned to re -bid
that part of the project at a later date.
In addition to the base bid, the price for alternatives was also requested.
One of the contractors provided a voluntary alternate other than those
suggested. Since the cost is less and is acceptable to the Fire
Department, that option is being recommended for approval.
An allowance of $110,000 for fire protection work is in the contract
with Harbour Contractors, Inc.
Fire Department Lieutenant Ted Vassios informed the Board that there
are other systems that can be used for fire protection in which no water
is involved where sensitive equipment or tapes are stored. President
Bushy commented that it was always helpful that ideas are brought up
before the Board decided on a project.
Motion by Trustee Savino, seconded by Trustee Caleel, that a contract
be awarded, subject to staff review, to the lowest responsive and
responsible bidder, Valley Automatic Sprinklers, Inc., 1201 North
Raddant Road, Batavia, Illinois at a base bid price of $87,000 plus
$6,780 for alternatives #2c, 2d and a voluntary alternate, for a total cost
of $94,280.00. ROLL CALL VOTE:
Ayes: 5 — Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 — None.
Absent: 0 — None. Motion carried.
5) RESINOUS FLOOR — MUNICIPAL COMPLEX PROJECT RES FI -R MI N
CMPLX PRO.I
Three sealed bids were received on October 24, 2001. Resinous
flooring is for the new Fire apparatus bays.
VILLAGE OF OAK BROOK Minutes
Page 11 of 18 November 13, 2001
8. C. 5) No bids were received in the original letting last year, and the Village
determined to re -bid at a later date.
An allowance of $41,000.00 for resinous flooring work is in the contract
with Harbour Contractors, Inc.
Motion by Trustee Caleel, seconded by Trustee Korin, that a contract
be awarded, subject to staff review, to the lowest responsive and
responsible bidder, Artlow Systems, 105 South Fairbanks Street,
Addison, Illinois at a lump sum price of $21,299.00 if payment is made
within five days following completion of the work. ROLL CALL
VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
5) A. ASSIGNMENT OF FIRE PROTECTION AND RESINOUS ASSCNMNI- I RD
FLOORING TRADE CONTRACTS CONT
It is recommended that the Board approve assignment of these two
new trade contracts to Harbour Contractors, Inc., the Village's
construction manager.
Motion by Trustee Korin, seconded by Trustee Caleel, to authorize
the Village President and Village Clerk to execute an assignment to
Harbour Contractors, Inc, of the trade contracts for Fire Protection
and Resinous Flooring for the Municipal Complex Project. ROLL
CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
5) B. ADJUSTMENT OF GUARANTEED MAXIMUM PRICE ADJSTCMP MI:N
CMPLX PROJ
On December 12, 2000, the Village Board approved a Guaranteed
Maximum Price (GMP) for the construction of the Municipal
Complex Project of $7,926,350. In so doing, it was noted that the
GMP would be adjusted as allowances for items to be re -bid or yet
to be bid become contract prices and are awarded by the Board and
assigned to the Construction manager.
Based on recent change orders and the previous two contract awards,
the net change to the GMP is a reduction of $35,421.00.
VILLAGE OF OAK BROOK Minutes
Page 12 of 18 November 13, 2001
8. C. 5) B. Original GMP 7,926,350
Adjustments to Date based on Change Orders:
#1 (re -route PW bldg. gas piping)
$10,664
#2 (Revise PVC sewer pipe designation)
1,130
#3 (Line existing sewer pipe under Jorie Blvd.)
11,648
#4 (Add'l 2" conduit for SCADA system)
1,469
#6 (Removal of oil tank and contaminated soil behind Fire #1)
17,910
#7 (change concrete pipe to ductile iron in section of pkg. lot)
3,658
#8 (6" fire protection pipe for current Fire #1)
5,071
#11 (auger sanitary sewer under Ameritech duct)
25,386
#12 (various changes to underground sewer work)
25,638
#14 (emergency power for existing comm. ctr. & server rm.)
4,354
#16 (2 changes to underground sewer re: tree and elect. feed)
2,953
Total Changes (incl. changes on 11/13/01 Agenda
$109,881
GMP (including change orders listed above) $8,036,231
Deduct allowance for Fire Protection
(110,000)
Add bid award for Fire Protection
94,280
Deduct allowance for Resinous Flooring
(41,000)
Add bid award for Resinous Flooring
21,299
Net Change to GMP ($35,421)
Revised GMP $8,000,810
Motion by Trustee Korin, seconded by Trustee Caleel, to approve
adjustment of the guaranteed maximum price (GMP) stated in the
contract for construction services for the Municipal Complex Project
between the Village and Harbour Contractors, Inc. from
$8,036.231.00 to $8,000,810.00, as a result of assignment of the
trade contracts for Fire Protection and Resinous Flooring, and
deduction of the previously approved allowances for these two
trades. ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
6) REPLACEMENT OF AMBULANCE
A replacement ambulance is being recommended because of the need to
retire a 1993 unit to reserve status because of significant maintenance
problems. Oak Brook has kept ambulances in service for 11 -12 years
while nearby Fire Departments rarely keep an ambulance in service
longer than 6 -7 years.
VILLAGE OF OAK BROOK Minutes
Page 13 of 18 November 13, 2001
FD AM RPLCMN-1
8. C. 6) One bid was received after bid packages were sent to six companies.
The companies who did not bid were contacted to ask the reasons that
they did not bid. There were varying reasons.
It is not being recommended that the Village go out for re -bid because
the delay would most likely mean a 3 -6% increase in cost. The Horton
Model has a unique solid -state electrical system that is important to the
Village because of a history of significant electrical maintenance
problems.
The bid received was over the budgeted amount of $150,000. The
amount of the bid was $160,846, not including the trade -in value of
$4,500 offered for the current 1989 Unit #902. After careful review of
the itemized options, staff recommends that a net amount of $7,462 in
options be deleted. Per a request from Trustee Caleel, EMS Coordinator
Gary Clark detailed the deletions to assure the Board that critical items
were not being deleted. An additional $2,050 can be deducted if a pre-
payment of 50% is made at the time of order. Staff does not recommend
the prepayment. Therefore, staff will not require a performance bond,
deducting an additional $2,150 from the overall purchase price. The net
purchase price then becomes $146,734 which is within the budgeted
$150,000.
Motion by Trustee Caleel, seconded by Trustee Savino, to award a
purchase order for the replacement of Ambulance Unit 4902 to Five
Alarm Fire and Safety Equipment, P.O. Box 48, Fort Atkinson,
Wisconsin, for one 2002 Horton Model 623 Type I Emergency Medical
Vehicle, in the amount of $146,734.00. ROLL CALL VOTE:
Ayes: 5 — Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
7) AUDIT SERVICES
The practice of the Village is to rotate auditors every three to five years.
After four years, our current contract for the Village's annual audit
expired with the completion of the December 31, 2000 engagement.
Proposals were sent to seven firms of which four submitted proposals.
Staff performed an initial evaluation and three firms were interviewed.
VILLAGE OF OAK BROOK Minutes
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Page 14 of 18 November 13, 2001
AUDIT S[RV
8. C. 7) The Village will be required to implement GASB #34 for the 2003
audit. Although two other firms offered lower fees, the recommended
firm has the experience implementing GASB #34. Sikich Gardner is
recommended for the following reasons:
The firms ability to assist the Village with the successful
implementation of GASB #34. The firm has already implemented the
new reporting standards early for the Village of Carol Stream, which is
to our advantage in that due to our December 31 year end the Village
will likely be the first or nearly the first client to implement the
standards if one of the other firms is selected. Having this experience
will help smooth the transition.
The quality of the staff assigned to the audit engagement. The
engagement partner assigned is widely recognized as an expert in
government accounting and is a frequent lecturer at many seminars that
Finance Director Langlois has attended.
The firm is large enough to offer other services should the Village
need them (consulting, tax, information technology, etc.) yet still has
a strong government audit focus.
The firm has successfully completed similar engagements on a
number of other Illinois municipalities.
Motion by Trustee Craig, seconded by Trustee Savino, to award a
contract, subject to staff review, to Sikich, Gardner & Co., LLP, 1877
W. Downer Place, Aurora, Illinois for audit services, based on their
submitted proposal and updated fee schedule, for the 2001, 2002, 2003,
and 2004 fiscal years for the not -to- exceed total fees of $108,872.00.
ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
8) COMPUTER NETWORK INSTALLATION SERVICES —LIBRARY COMP stagy% hn;N
PROJECT coMPi_x PROJ
The scope of services to be provided include overall project
management, assisting the Village with bidding and acquisition of
chosen systems, taking down systems in the current Library
(preparatory to packing and moving by others), staff training on all
systems, and the scheduling, supervision, assembly, configuration and
installation of all systems (moved and new).
VILLAGE OF OAK BROOK Minutes
Page 15 of 18 November 13, 2001
8. C. 8) All systems are scheduled to be operational by March 1, 2002. Funds
for this contract are included in the Library Administration General
Operations Program budget (10 -511).
Motion by Trustee Korin, seconded by Trustee Caleel, to waive
bidding, based on the selection of this firm through an earlier
competitive selection process, and award a contract, subject to staff
review, to David E. Anderson & Company, 385 Rosewood Street,
Winnetka, Illinois on a time and material basis, for a total not -to- exceed
cost of $22,300.00 to provide project management and computer
network and systems establishment services for the New Library
building. ROLL CALL VOTE:
Ayes: 4 - Trustees Caleel, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion carried.
D. CANCELLATION OF DECEMBER 24, 2001 COMMITTEE OF THE CNCL Dec M rca
WHOLE MEETING AND THE DECEMBER 25, 2001 REGULAR
BOARD OF TRUSTEES' MEETINGS
It has been traditional for the regular Village Board meeting scheduled for
the fourth week of December to be canceled due to the Christmas/New
Year's holidays. Since the Committee -of -the -Whole meeting now precedes
this Board meeting, it is recommended that both the December 24
Committee -of -the -Whole and the December 25 Village Board meetings be
canceled this year.
Motion by Trustee Savino, seconded by Trustee Caleel, to cancel the
December 24, 2001 Committee -of -the -Whole and December 25, 2001
Village Board meetings for this year. VOICE VOTE: Motion carried.
E. REQUEST FOR RATE ADJUSTMENTS — RESIDENTIAL MUNICIPAL Rr MINI MN I S
WASTE COLLECTION RES wSTF Coi i.
In June of 2000, the Village Board entered into a three -year contract with
BFI Waste Systems of North America, Inc. for residential municipal waste
collection services commencing January 1, 2001. The contract includes a
provision whereby either party may request in writing a review of rates prior
to August 15 of each year for adjustments to be made on January 1 of the
following year. If the request comes from the hauler, it must contain the
basis of the request, cost calculations based on expenses, a revenue analysis,
a description of the factors affecting the cost of service or revenue derived,
and the volume of materials collected. The contract has a cap of 5% to any
annual increase to the rates.
VILLAGE OF OAK BROOK Minutes
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Page 16 of 18 November 13, 2001
E'�
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E. On August 14, 2001, BFI submitted a request for a 3.4% increase to the
rates for residential municipal waste collection services, pursuant to the
"Rate Review" provision of the contract. Staff met with representatives
from BFI on two occasions to review the information provided, and has
found the request to be reasonable and consistent with the terms of the
contract. Manager Veitch commented that the fees would go from $11.75 to
$12.15 per month which was one of the lowest rates in DuPage County.
Representatives present from BFI were Randy Salmich, General Manager
and Richard Vandermolen, Municipal Affairs Manager.
President Bushy asked that BFI consider placing the bins on the driveways
and not in the yards. BFI representatives at the meeting stated they would
address this concern. Trustee Caleel asked if the containers could be
purchased. They explained that the company preferred to lease containers
because the lease included maintenance and once replacement parts were no
longer available, the containers would be replaced.
Motion by Trustee Caleel, seconded by Trustee Korin, to approve
adjustments to the rates for residential municipal waste collection services
as requested by BFI Waste Systems of North America, Inc. ROLL CALL
VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None
Absent: 0 - None. Motion carried.
INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
President Bushy noted her attendance at a meeting in the City of
Chicago 911 center regarding bio- terrorism. She announced that the
American Red Cross had brochures available so that families could
become prepared for acts of terrorism.
B. VILLAGE MANAGER:
Village Manager Veitch announced the Budget Workshop will occur on
Saturday, December 1St at 9:00 a.m. in the Samuel Dean Board Room.
DEPARTMENTAL REPORTS:
Community Development
Finance & Purchasing
Library & Technology
Public Safety
VILLAGE OF OAK BROOK Minutes
4�
Trustee Savino
Trustee Craig
Trustee Korin
President Bushy
Page 17 of 18 November 13, 2001
INFO & UPDAI ES
VI,LG PRES
VI,EG MGR
DEPT. RPTS
10. Engineering, Public Works & Safety Pathway System
Sports Core, Community Events & Hotel, Convention
& Visitors Committee
Village Clerk
Departmental reports were accepted as presented.
Trustee Miologos
Trustee Savino
Clerk Gonnella
11. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): None
12. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS:
Trustee Savino asked about the water on the golf course during the last storm.
President Bushy explained that if there were a large amount of rain down
stream of the quarry, the water would disperse here and cause some flooding.
13. ADJOURNMENT:
Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at
10:49 p.m. VOICE VOTE: Motion carried.
ATTEST:
. onnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes
Page 18 of 18 November 13, 2001
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BUSINESS
OTHER BUS.
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