Minutes - 11/25/2003 - Board of TrusteesMINUTES OF THE NOVEMER 25, 2003 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN ON DECEMBER 9, 2003.
1. CALL TO ORDER 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 7:34 p.m. The Pledge of Allegiance was given.
2. ROLL CALL: ROLL CALL
Village Clerk Linda Gonnella called the roll with the following persons
PRESENT: President Kevin M. Quinlan, Trustees George T. Caleel, John W.
Craig, Susan Chase Korin, Elaine Miologos and Asif Yusuf.
ABSENT: Trustee Stelios Aktipis.
IN ATTENDANCE: Richard B. Boehm, Village Manager; Dale L. Durfey, Jr.,
Village Engineer; Bruce F. Kapff, Director of Information
Services & Purchasing; Darrell J. Langlois, Finance Director;
Ruth A. Martin, Library Director; Bonnie Sartore, Bath & Tennis
Club Manager; Robert Cronholm, Battalion Chief; James
Bodony, Battalion Chief; Robert Morton, Battalion Chief,
Jeffrey Marciniak, Firefighter/Paramedic; Rania Serences,
Purchasing Clerk and James Fox, Information Services
Technician. Also in attendance were John Baar and Edward
Nielsen of the Board of Fire and Police Commissioners; Melissa
Salazar of the Library Commission and Barbara Benezra,
Roberta Petz and Nancy Hayden of the Friends of the Oak Brook
Library.
3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE
A. RESOLUTION 2003 -AP -R -863, "A RESOLUTION OF APPRECIATION
OF RUTH MARTIN, LIBRARY DIRECTOR"
President Quinlan read a Resolution of Appreciation and presented Library REs of AP-R-863 -
Director Martin with a plaque inscribed with the Resolution of LIB DIR RUTH
Appreciation. MARTIN
Motion by Trustee Caleel, seconded by Trustee Korin, to pass Resolution
2003 -AP -R -863, "A Resolution of Appreciation to Ruth A. Martin who has
faithfully and with dedication and distinction served the Village of Oak
Brook. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 1 of 9 November 25, 2003
3
4.
B. SWEARING IN — EDWARD NIELSEN — BOARD OF FIRE AND
POLICE COMMISSIONERS
President Quinlan announced the appointment of Edward H. Nielsen to the
Board of Fire and Police Commissioners for the Village of Oak Brook.
Village Clerk Gonnella gave the official oath of office to Mr. Nielsen.
OATH OF OFFICE -
EDW. NIELSEN - BD
OF FIRE & POLICE
COMM
Trustee Caleel presented a $100,000 check to President Quinlan on behalf of OB LIB FOUND
the Oak Brook Library Foundation from the McDonald's Corporation, PLDGE
represented by Vice President of Facilities Operations Joseph Endress, as
the final payment of their $500,000 pledge to the new Oak Brook Public
Library.
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 Caleel, seconded by Trustee Korin, to approve the Consent
Agenda as presented. ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Aktipis. Motion carried.
A. APPROVAL OF MINUTES
C.AGENDA
1) AMENDMENT TO THE REGULAR BOARD OF TRUSTEES
AMND MIN -REG
MEETING OF NOVEMBER 11, 2003 BD MTG- 11 -n -03
2) REGULAR BOARD OF TRUSTEES MEETING OF NOVEMBER 11,
2003
B. APPROVAL OF BILLS - $1,226,425.59
SIGNIFICANT ITEMS INCLUDED ABOVE:
1) Genesis Imaging, LLC- Payout 42 — On Base Document Imaging
Project - $18,536.92
2) Dupage Water Commission - $198,636.53
3) Bank One — Debt Service Payment — 2003 Installment Contract
Certificates - $75,618.75
4) Bank One — Debt Service Payment — 2001 Installment Contract
Certificates - $289,431.27
5) Oak Brook Foreign Fire Insurance Tax Board - $51,277.84
VILLAGE OF OAK BROOK Minutes Page 2 of 9 November 25, 2003
REG BD MTG -11-
11 -03
BLS - $1,226,425.59
5
B. 6) Water Resources, Inc. — Payout #8 — Automatic Meter Reading System -
$114,275.00
C. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING NOVEMBER
8, 2003 - $779,060.69
D. CHANGE ORDERS: None.
E. REFERRALS: None.
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS: None.
G. PROPOSED 2004 MUNICIPAL BUDGET — PLACE ON FILE FOR
PUBLIC REVIEW
PYRL - $779,060,.69
CUING ORDERS
REFERRALS
SK BIDS, PROP,
CNTRCTS
PL ON FILE - 2004
BDGT
H. CANCELLATION OF THE DECEMBER 22 2003 COMMITTEE -OF- CNCL 12 -22 -03 COW
THE -WHOLE AND THE DECEMBER 23 2003 REGULAR BOARD OF REc BD IMTGO3
TRUSTEES MEETING
I. ACCEPT AND PLACE ON FILE — TREASURER'S REPORT OF TREAS RPT- 10 -03
OCTOBER, 2003
J. AUTHORIZATION TO PAY BILLS ON DECEMBER 23 2003 AUTH PAY BILS 12-
23-03
K. ORDINANCE 2003- PW +SWM- FEE -G -736 "AN ORDINANCE ORD 03- PW +SWM-
AMENDING SECTION 8- 5- 2.A(1) OF CHAPTER 8 AND SECTION 9 -7- '-E-G-7.56-FEES
8.A OF CHAPTER 9 OF THE VILLAGE CODE OF THE VILLAGE OF
OAK BROOK RELATING TO FEES"
L. RESOLUTION 2003 -R -861 "A RESOLUTION AUTHORIZING A
REQUEST FOR EXCLUSION FROM THE PRIMECO DEFENDANT
SUBCLASS"
RES 03 -R -861- AUl'H
EXCL FRM
PRIMECO DFNDNT
M. RESOLUTION 2003 -R -862 "A RESOLUTION APPROVING AN RES 03 -R- 862 -APPV
INTERGOVERNMENTAL AGREEMENT FOR THE JOINT DEFENSE INTGVNMNTL
- JNT DFNSE OF F
OF THE PRIMECO LAWSUIT" PRIMECO LAWST
N. PURCHASE OF VEHICLE
ITEMS REMOVED FROM CONSENT AGENDA: None.
6. BOARD & COMMISSION RECOMMENDATIONS: None.
VILLAGE OF OAK BROOK Minutes Page 3 of 9 November 25, 2003
PURCH VEHICLE
RMVD C AGNDA
BD /COMM RECOM
7. ACTIVE AGENDA (Items for Final Actions ACTIVE AGENDA
A. CONFIRMATION OF APPOINTMENTS: CNFRM APPTS
1) POLICE PENSION BOARD POLICE PENS BD
President Quinlan recommended to extend the appointment of Alan J.
Feldman to the Oak Brook Police Pension Fund Board, with his term to
expire May 11, 2005 according to Illinois State Statute, 40 ILCS 5/3-
128.
Motion by Trustee Caleel, seconded by Trustee Korin, to confirm the
recommendation of President Quinlan to extend the appointment of
Alan J. Feldman to the Police Pension Fund Board, with his term to
expire May 11, 2005. VOICE VOTE: Motion carried.
2) FIRE CHIEF FIRE CHIEF
President Quinlan recommended the appointment of Battalion Chief
Robert Cronholm as Fire Chief for the Oak Brook Fire Department.
Motion by Trustee Caleel, seconded by Trustee Craig, to confirm the
appointment of Robert Cronholm as Fire Chief to the Fire Department in
the Village of Oak Brook. VOICE VOTE: Motion carried.
President Quinlan announced the swearing in ceremony of Fire Chief
Cronholm will occur on Monday, December 1" at 9:00 a.m. in the
Samuel Dean Board Room.
B. ORDINANCES & RESOLUTIONS: ORD /RES
1) ORDINANCE 2003- LY -EXI -S -1056 "AN ORDINANCE ADOPTING ORD03- LY- FxI -S-
A REVISED COLLECTION MANAGEMENT POLICY FOR THE MNGMNT POLICY -
VILLAGE OF OAK BROOK PUBLIC LIBRARY " VOB LIB
The revised Collection Management Policy was approved by the Library
Commission and recommended for approval by the Village Board at the
Library Commission meeting held on November 18, 2003.
State law and Illinois Library System membership standards require that
public library collection management policies be reviewed every two
years. While this requirement is not stated in the Village Library Act
(75 ILCS 40) which governs Oak Brook Public Library (OBPL), OBPL
is a member of the DuPage Library System which requires that this
standard be met for membership. Additionally, Serving Our Public, the
public library benchmarking tool for Illinois, recommends conformance
to this timetable.
VILLAGE OF OAK BROOK Minutes Page 4 of 9 November 25, 2003
7. B. 1) Reviewing and when necessary, revising the Collection Management
Policy is a valuable exercise in determining that the library is cognizant
of library users' needs and in managing collections professionally.
As libraries become increasingly dependent upon electronic
communication and information tools, the Illinois State Library
recommends that policies be examined for what actually needs to be in
policy as opposed to procedure. The intent is to shorten policies to a
more "user- friendly" length. Additionally, information dispersal is
increasingly "24/7" in nature. It is helpful for library users to be able to
access policies through a library's website. OBPL is working toward
that goal. This policy eliminates the procedural aspects of collection
management with the intent to post the policy on the Library website
when it is redesigned in 2004. The procedures removed from the policy
still exist as guidelines for professional collection managers, but they are
superfluous reading for most library users who generally want to know
what criteria is used at OBPL to select or remove collection materials.
Based upon the recommendation of the Library Commission and the
Library Director, the Village Attorney prepared an Ordinance approving
the Revised Collection Management Policy for the Village of Oak
Brook Public Library.
Motion by Trustee Caleel, seconded by Trustee Korin, to approve
Ordinance 2003 -LY -EXI -S -1056, "An Ordinance Adopting a Revised
Collection Management Policy for the Village of Oak Brook Public
Library." ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Yusuf
Nays: 0 - None.
Absent: 1 - Trustee Aktipis. Motion carried.
2) ORDINANCE 2003 -LY -EXI -S -1057 "AN ORDINANCE ADOPTING
A REVISED REFERENCE POLICY FOR THE VILLAGE OF OAK 1057 -REV REF
BROOK PUBLIC LIBRARY" POLICY - voa LIB
The Reference Policy and the Youth Services Policy were approved by
the Library Commission and subsequently recommended to and adopted
by the Village Board in 1995. This Reference Policy sets forth service
guidelines applicable to any inquirer regardless of age. Therefore, a
separate Youth Services policy is no longer needed. The ordinance
recommends the adoption of this Reference Policy to supersede the two
1995 documents.
VILLAGE OF OAK BROOK Minutes Page 5 of 9 November 25, 2003
14,
7. B. 2. The Library Director, Staff and Library Commission have worked
through this policy and the recommended changes were approved by the
Library Commission at its meeting on August 19, 2003.
Based upon the recommendation of the Library Commission and the
Library Director, the Village Attorney prepared an Ordinance approving
the Revised Reference Policy for the Village of Oak Brook Public
Library.
Motion by Trustee Caleel, seconded by Trustee Korin, to approve
Ordinance 2003- LY -EXI -S -1057, "An Ordinance Adopting a Revised
Reference Policy for the Village of Oak Brook Public Library." ROLL
CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Aktipis. Motion carried.
C. AWARD OF CONTRACTS:
1) CELL PHONES
The Village's telephone consultant, Doug Johnson, prepared an analysis
which showed the potential cost savings of switching all of the Village's
phones to either Verizon or Nextel, and indicated pros and cons to each
company's services. The Village would save money with either the
Verizon or Nextel options, when compared to current costs.
Staff chose to recommend Verizon as the Village already holds a
contract with the State of Illinois, and as such the Village may tag -along
without issuing its own request for bids. Verizon's coverage area and
service reliability also appear to be better than from other competitors.
Staff chose to recommend Nextel as a sole source because of its
interoperability features with other Nextel users (a feature known as
Direct Connect). Direct Connect allows the phone to operate like a
standard communications radio — a user pushes a button to talk and
doesn't need to dial a telephone number. Various surrounding fire
departments presently use Nextel and, if Oak Brook were to follow suit,
would be better able to communicate with the Village at mutual aid
incidents and other times when cross - department communication is
critical.
VILLAGE OF OAK BROOK Minutes Page 6 of 9 November 25, 2003
AWARD CT
CELL PHONES
I
C. 1) Motion by Trustee Caleel, seconded by Trustee Miologos, that the
Village Board waive further bidding, as this has already been
accomplished by the State of Illinois, and award a contract to Verizon
Wireless, Inc., 1515 Woodfield Road, Suite 140, Schaumburg, IL 60173
for cellular telephones, with Village staff finalizing terms and
conditions, based on the summary of Verizon's rates, fees and other
service - related items; and to waive bidding for reasons of sole source,
and award a contract to Nextel Communications, 300 Park Boulevard,
Suite 100, Itasca, IL 60143 for cellular telephones, with Village staff
finalizing terms and conditions, based on the summary of Nextel's rates,
fees and other service - related items. ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 1- Trustee Aktipis. Motion carried.
Trustee Yusuf asked that it be a one -year contract if there was not a
substantial cost difference.
D. FIRE CONTRACT
President Quinlan announced that this item had been removed from the
agenda as the Village is still in negotiations.
F[RF CONTRCT
E. OAK BROOK HOTEL CONVENTION & VISITORS COMMITTEE — OBHC &v CTF -
2004 MARKETING CAMPAIGN zooa MARK
CAMPGN
At its November 6, 2003 meeting, the Oak Brook Hotel, Convention &
Visitors Committee recommended that the Village Board approve the 2004
marketing campaign.
The campaign includes scheduled media placements, direct mail pieces,
fulfillment pieces and e -mail broadcasts targeted at group (or business)
travelers. Advertisements are contemplated in publications such as Meeting
Midamerica, Meeting Guide to the Midwest, Midwest Meetings, Illinois
Meetings and Events, Chicago Tribune, Daily Herald, Midwest Living and
the DuPage Convention and Visitors Guide. This campaign also includes
tracking services, call management, web maintenance and hosting and
fulfillment services (group and leisure brochures).
All ad placements included in the campaign are net -of commission. The
agreement provides for a $3,600 ($200 increase from 2003) monthly
retainer fee to be paid to pointb communications (formerly Creative
Marketing) for all coordination services, conference time, travel, strategic
planning, media research, marketing plan development, consultation, etc.
VILLAGE OF OAK BROOK Minutes Page 7 of 9
November 25, 2003
7. E. Costs for creative ad production by pointb communications are billed
separately as a part of each applicable job. The total not -to- exceed amount
of the agreement with pointb communications is $319,731. The funds for
this program come from the 1% room tax on overnight hotel stays in Oak
Brook. Per State statute, the funds are to be spent on activities intended to
result in overnight stays in the municipality.
Motion by Trustee Caleel, seconded by Trustee Korin, to approve the 2004
marketing campaign totaling $319,731, as recommended by the Oak Brook
Hotel, Convention and Visitors Committee, and authorize the Village
Manager to execute the necessary agreements, following staff and Village
Attorney review. ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Aktipis. Motion carried.
F. INTERGOVERNMENTAL AGREEMENT BETWEEN THE VILLAGE INTGVNMNTL AGR
OF OAK BROOK AND THE VILLAGE OF OAK BROOK PARK oISTRI &Toe PRK
DISTRICT
Manager Boehm explained that further review was needed in finalizing the
intergovernmental agreement.
Motion by Trustee Caleel, seconded by Trustee Yusuf, to continue this
agenda item to a December 91h meeting. VOICE VOTE: Motion carried.
8. INFORMATION & UPDATES: INFO & UPDATES
A. VILLAGE PRESIDENT:
President Quinlan wished everyone a safe and happy holiday.
B. VILLAGE MANAGER:
Manager Boehm announced that the Village Manager of Winfield, Jeff
Moline, has accepted the position of Assistant Village Manager in Oak
Brook Jeff was in attendance of the meeting and he will join our staff in
January.
C. VILLAGE CLERK:
Clerk Gonnella announced that Sally Jackson has been hired as the new
Document Imaging Clerk in the Village Clerk's Department. In her first
four weeks with the Village she has electronically scanned the previous
three years of the Village Board of Trustees meetings, Plan Commission,
Committee -of- the -Whole and Autumn Festival Committee meetings.
VILLAGE OF OAK BROOK Minutes Page 8 of 9 November 25, 2003
no
VLLG PRES
VLLG MGR
VLLG CLK
9. ADJOURN TO CLOSED SESSION
1) To consider the appointment, employment, compensation, discipline,
performance, or dismissal of specific employees of the public body or
legal counsel for the public body, including hearing testimony on a
complaint lodged against an employee of the public body or against
legal counsel for the public body to determine its validity.
2) Collective negotiating matters between the public body and its
employees or their representatives, or deliberations concerning salary
schedules for one or more classes of employees.
3) 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.
4) To discuss minutes of meetings lawfully closed under the Open
Meetings Act, whether for the purpose of approval by the body of the
minutes, or for semi - annual review of the minutes as required by the
Open Meetings Act.
Motion by Trustee Yusuf, seconded by Trustee Miologos, to adjourn at
8:02 p.m. to a closed meeting to discuss personnel issues, collective
negotiating matters, litigation and to review minutes. ROLL CALL
VOTE:
Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Aktipis. Motion carried.
10. ADJOURNMENT:
Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn the meeting
at 8:45 p.m. VOICE VOTE: Motion carried.
ATTEST:
Linda k. Gonnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 9 of 9 November 25, 2003
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