Minutes - 11/26/2002 - Board of Trustees1.
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MINUTES OF THE NOVEMBER 26, 2002 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN ON JANUARY 14, 2003.
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
7:32 p.m. The Pledge of Allegiance was given.
ROLL CALL: ROLL CALL
Village Clerk Linda Gonnella called the roll with the following persons
PRESENT: President Karen M. Bushy, Trustees Stelios Aktipis, George T.
Caleel, Susan Chase Korin, Elaine Miologos and Alfred P. Savino.
Trustee : John W. Craig arrived at 8:02 p.m.
ABSENT: None.
IN ATTENDANCE: Michael A. Crotty, Acting Village Manager; Michael J.
Meranda, Public Works Director and Richard A. Martens, Village Attorney.
ANNOUNCEMENTS AND OPEN FORUM: None. ANNOUNCE
APPROVAL OF MINUTES: MINUTES
Motion by Trustee Caleel, seconded by Trustee Aktipis, to approve the Minutes of
the Regular Board of Trustees Meeting of October 22, 2002 as presented and
waive the full reading thereof. VOICE VOTE: Motion carried.
Motion by Trustee Caleel, seconded by Trustee Korm, to approve the Minutes of
the Special Board of Trustees Meeting of October 29, 2002 as presented and
waive the full reading thereof. VOICE VOTE: Motion carried.
CONSENT AGENDA: C. AGENDA
All items on the Consent Agenda are considered to be routine in nature and will
be enacted in one motion.
Trustee Caleel asked that items 5.C.2) Change Order # 3- Municipal Complex
Project - $24,000.00 - Earth Tech, Inc. — Revised Total Contract Amount -
$675,549.45, and 5.C.3) Change Orders #56, #70, 490, 492, #97, 4102, #105 &
#106 - Municipal Complex Project - $25,569 - Harbour Contractors, Inc. -
Revised Total Contract Amount - $8,184,446.00 be removed from the consent
agenda for further discussion.
VILLAGE OF OAK BROOK Minutes
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Page 1 of 16 November 26, 2002
5. Motion by Trustee Aktipis, seconded by Trustee Caleel, to approve the Consent
Agenda as amended and that the Board has determined that the circumstances
necessitating the change orders were not reasonably foreseeable at the time the
contract was signed and that the change orders are in the best interest of the
Village and are authorized by law. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Caleel, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion carried.
A. APPROVAL OF BILLS - $978,870.75
Significant items included above:
1) DuPage Water Commission - $209,233.70
2) Bank One - $175,420.00 — 2000 Certificates — Interest and Principal
3) Bank One - $283,940.65 — 2001 Certificates — Interest and Principal
4) RLS Landscape & Nursery Co. — Payout 44 and Final — Library Building
Project - $6,866.60
5) Earth Tech, Inc. — Payout #27 — Municipal Complex Project - $4,119.00
6) Fritz Landscaping — Payout 43 — Municipal Complex Project - $18,000.00
BILLS - S978,870.75
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING NOVEMBER 14, PYRL - $609,572.29
2002 - $609,572.29
C. CHANGE ORDERS:
1) CHANGE ORDER # 1 - 2002 DRAINAGE PROJECT — $3,350.00 - DRN� PROD #I - 02
PRIME CONSTRUCTION INC. — REVISED TOTAL CONTRACT
AMOUNT - $30,750.00
2) CHANGE ORDER # 3- MUNICIPAL COMPLEX PROJECT - REMOVED
$24,000.00 - EARTH TECH INC. — REVISED TOTAL CONTRACT
AMOUNT - $675,549.45.
3) CHANGE ORDERS #56 #70 #90 #92, #97, #102, #105 & #106 - REMOVED
MUNICIPAL COMPLEX PROJECT - $25,569 - HARBOUR
CONTRACTORS INC. - REVISED TOTAL CONTRACT AMOUNT -
$8,184,446.00
D. REFERRALS: None.
E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS: None.
VILLAGE OF OAK BROOK Minutes Page 2 of 16 November 26, 2002
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F. ACCEPT AND PLACE ON FILE — TREASURER'S REPORT OF TREAS REPT- 10 -02
OCTOBER, 2002
G. REQUEST FOR AUTHORIZATION TO PAY BILLS ON DECEMBER 30, Ai 30- o2AY BILLS
2002
ITEMS REMOVED FROM CONSENT AGENDA:
RMVD C AGNDA
5. C. 2 CHANGE ORDER # 3- MUNICIPAL COMPLEX PROJECT - CHNGE ORD #3 -
MCP - EARTH TECH
$24,000.00 - EARTH TECH INC. — REVISED TOTAL CONTRACT
AMOUNT - $675,549.45.
Trustee Caleel asked that agenda item 5.C.2) be removed for further
discussion. He questioned why it was necessary to extend the services of
Earth Tech since the design phase of construction is complete and Harbour
was overseeing the project. Acting Village Manager Crotty explained that
Earth Tech and Harbour work in different capacities. It is possible that
changes of design could still be required.
In addition, Attorney Martens indicated that the architect is required to
review the work complete and sign off on the payouts. They also have to
provide an architect certificate. Although the construction manager
oversees the work, the final say as to whether the work is complete is the
architect.
Trustee Miologos suggested that since the delays are caused by Harbour
Construction, the Village is not driving the changes or delays, therefore
those expenses should be forwarded to them. Trustee Korin noted there
are always some delays and four months behind is not excessive, but she
felt that $6,000 a month was excessive.
President Bushy noted that Purchasing Director Kapff is on vacation and
not able to answer any questions. Motion by Trustee Caleel, seconded by
Trustee Korin, to table Change Order # 3- Municipal Complex Project -
$24,000.00 - Earth Tech, Inc. — Revised Total Contract Amount -
$675,549.45. VOICE VOTE: Motion carried.
5. C. 3 CHANGE ORDERS 456 470 #90 #92, #97, 4102, #105 & #106 - CLING ORD
#56,70,90,92,97,102,
MUNICIPAL COMPLEX PROJECT - $25,569 - HARBOUR 105,106 -MCP-
CONTRACTORS INC. - REVISED TOTAL CONTRACT AMOUNT - HARBOUR CONT.
$8,184,446.00
Trustee Caleel asked that agenda item 5.C.3) be removed for further
discussion.
VILLAGE OF OAK BROOK Minutes
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Page 3 of 16 November 26, 2002
6.
5. C. 3) Trustee Caleel questioned the ductwork in the Police Department. Public
Works Director Meranda stated that the required work was budgeted
elsewhere since it is not really a part of the Project. It is not an add -on or
change order, just a part of the Municipal Building. It is strictly the cost of
the contractor for the Village.
Motion by Trustee Caleel, seconded by Trustee Savino to approve an
increase in Harbour Contractors' Guaranteed Maximum Price (GMP) of
$25,569 for Change Orders #56, #70, #90, #92, #97, #102, #105 & #106
and determine that the circumstances necessitating the Change Orders
were not reasonably foreseeable at the time the contract was signed, that
the Change Orders are in the best interest of the Village and are authorized
by law. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Caleel, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion carried.
7. BOARD & COMMISSION RECOMMENDATIONS:
BD /COMM RECOM
A. YORK ROAD PROPERTIES LLC — 2122 YORK ROAD — TEXT TEXT AMND - SPEC
USE - 2122 YORK
AMENDMENT AND SPECIAL USE TO ALLOW SCHOOLS -NON- RD
RESIDENTIAL POST BACCALAUREATE SCHOOLS IN THE 0 -4
DISTRICT
Text Amendment - The Plan Commission by a vote of 4 to 0, and the Zoning
Board of Appeals by a vote of 4 to 0, have recommended approval of the
request from the property owners, York Road Properties L.L.C. for a text
amendment to the 0-4 District to permit Lewis University to move their
current facility from 2625 Butterfield Road to the building at 2122 York Road.
Specifically, the request seeks an amendment to Section 13 -10E -2 of the
Village Code to add the following as a special use:
"Schools — Non - residential, post - baccalaureate school, provided that not
more than 20 percent of the course offerings may be prerequisite to
admission to the post - baccalaureate programs."
In making this recommendation, the Zoning Board of Appeals concurred with
the Plan Commission finding that the petitioner has satisfactorily addressed
the applicable factors for approval of text amendments to the Zoning
Ordinance.
VILLAGE OF OAK BROOK Minutes Page 4 of 16 November 26, 2002
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7. A. Trustee Caleel asked for an explanation of the type of schools that would be
covered by this amendment. Susan Hammersley, Vice President of John Buck
Company, clarified the programs that are being offered stipulating that many
of the courses were an adjunct to the business community in Oak Brook. In
attendance was Wayne Draudt, Executive Vice President and Linda McCabe,
Site Coordinator of Lewis University to answer any questions from the Board.
Motion by Trustee Savino, seconded by Trustee Aktipis, to concur with the
recommendations of the Plan Commission and the Zoning Board of Appeals to
approve the request from the property owners, York Road Properties L.L.C.
for a text amendment to the 0-4 District to permit Lewis University to move
their current facility from 2625 Butterfield Road to the building at 2122 York
Road and authorize the Village Attorney to draft the necessary ordinance for
final consideration at the December 10, 2002 Board of Trustees meeting.
VOICE VOTE: Motion carried.
Special Use — The Plan Commission by a vote of 4 to 0, and the Zoning Board
of Appeals by a vote of 4 to 0, have recommended approval of the request
from the property owners, York Road Properties L.L.C., for a special use to
permit Lewis University to occupy up to 15,000 sq.ft. of space in the building
located at 2122 York Road. The new Lewis University facility will be very
similar to the University's current facility, which has been in Oak Brook for
over 20 years with a primary focus being graduate programs. Secondary
educational uses would include corporate training, meetings /seminars,
certificate programs, select undergraduate courses and administrative
functions.
In recommending approval of this request, the Zoning Board of Appeals
concurred with the findings of the Plan Commission and found that the
petitioner has satisfactorily addressed the factors required for approval of a
special use. In particular, it was found that this request was in keeping with
the neighborhood and would not affect the public health, safety and welfare in
the area.
Motion by Trustee Savino, seconded by Trustee Aktipis, to concur with the
recommendations of the Plan Commission and the Zoning Board of Appeals to
approve the request from the property owners, York Road Properties L.L.C.,
for a special use to permit Lewis University to occupy up to 15,000 sq.ft. of
space in the building located at 2122 York Road and authorize the Village
Attorney to draft the necessary ordinance for final consideration at the
December 10, 2002 Board of Trustees meeting. VOICE VOTE: Motion
carried.
VILLAGE OF OAK BROOK Minutes Page 5 of 16 November 26, 2002
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7. B. VILLAGE OF OAK BROOK — ZONING ORDINANCE REVIEW PROJECT TEXT AMND -
TITLE 13 -CHAP 3 -
- TEXT AMENDMENT — TITLE 13 OF THE VILLAGE CODE — SEC 13 -3 -6 -B -
CHAPTER 3 GENERAL ZONING PROVISIONS — SECTION 13 -3 -6 -B FENCES
FENCES
Plan Commission and Zoning Board of Appeals Recommendations
Text Amendments — The Plan Commission at its meeting on October 21,
2002, voted 4 to 0, and the Zoning Board of Appeals at its meeting on
November 5, 2002, voted 4 to 0 to recommend approval of the request from
the Village of Oak Brook for text amendments to Chapter 3 — Fences.
In 2001, the Village approved a number of amendments to Chapter 3 as part of
an ongoing effort to update the Zoning Ordinance. However, no changes were
made to the fence provisions in order for the ZORC (Zoning Ordinance
Review Committee) and Plan Commission to conduct additional study.
Proposed Amendments
Section 13- 3 -6 -B. Amend the chart to include language under "Fences, open,
and gates, whether or not connected to a fence, not more than 42 inches in
height."
"Chain link or wire fence shall be at least 9 -gauge wire, shall be
constructed with a top member or brace with wire material (finished side)
facing the neighboring property and shall be painted or coated in a dark
color (e.g., black, brown or dark green)."
In addition, that section of the chart regarding fences adjacent to patios and
swimming pools shall include the following: "See requirements for chain
link or wire fences set forth in the preceding item."
The Zoning Board of Appeals concurred with the findings of the Plan
Commission to recommend approval of the proposed text amendments
subject to the following refinements:
1. Fences are constructed of either 8 or 9 gauge wire
2. 2 -inch mesh wire, PVC coated
3. Dark color (e.g., black, brown or dark green)
4. Require "knuckle design" for the top of the fence
5. Top rail required
6. Prohibit the use of slats.
In making this recommendation, the Plan Commission and Zoning Board
found that the petitioner has adequately addressed the applicable factors
for approval of a text amendment. The Zoning Board also concurred with
the Plan Commission recommendation that the Village Board consider
additional amendments to address fencing along the perimeter of the
community.
VILLAGE OF OAK BROOK Minutes Page 6 of 16 November 26, 2002
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B. Trustee Aktipis stated this is the second time this has come before the
Village Board. He explained that the first time it was addressed he was a
member of the Plan Commission and that committee did not recommend
the chain link fence except in specific areas. He does not feel that chain
link fences are aesthetically pleasing and the Village should allow them
only by special exception.
Trustee Savino noted that other communities have tried to prohibit chain
link fences and Attorney Martens stated aesthetic issues were difficult to
uphold in court. Attorney Martens suggested that if the Board finds that
chain link fences substantially detract from the value of residential
properties the Board must find some empirical force that supports that
position.
Trustee Caleel asked that the Community Development Director search
further for the type of information that Attorney Martens suggested.
Motion by Trustee Caleel, seconded by Trustee Aktipis, that the Village
Board table Village Of Oak Brook — Zoning Ordinance Review Project —
Text Amendment — Title 13 Of The Village Code — Chapter 3 General
Zoning Provisions — Section 13 -3 -6 -B Fences. VOICE VOTE: Motion
carried.
Further discussion revolved around whether it might be permissible with
specific variations. Attorney Martens responded that this may be difficult
to determine and appraisers could review this to determine if it enhances
the value of the property. Trustee Caleel suggested a list of permitted
exceptions with reasons. Trustee Aktipis noted uniformity and security
were two factors they had previously recommended.
ACTIVE AGENDA (Items for Final Action):
A. CONFIRMATION OF APPOINTMENTS:
1) LIBRARY COMMISSION
ACTIVE AGENDA
CONFIRM APPTS
Trustee Susan Korin, Library Director Ruth Martin and President Bushy LIB COMMISSION
visited with the potential candidates to fill the vacancies for the Library
Commission, four of which were created when the Commission was
increased from three to seven members (Ordinance G -694 dated 2/26/02).
The following appointments and re- appointments were recommended:
Library Commission - 3 Year Terms
1. The appointment of Melissa Salazar to fill the unexpired term of Adam
Butler, with her term expiring May, 2003.
VILLAGE OF OAK BROOK Minutes
Page 7 of 16 November 26, 2002
8. A. 1) 2. The appointment of William E. Duff, with his term expiring May, 2004.
3. The appointment of Veena Mendiratta, with her term expiring May,
2005.
4. The appointment of Janice Skowron, with her term expiring May, 2005.
5. The appointment of Madeline Bell, with her term expiring May, 2004.
6. The re- appointment of Randa Bishlawi (term expired May, 2002), with
her term expiring May, 2005.
Motion by Trustee Caleel, seconded by Trustee Korin, to appoint Melissa
Salazar with a term to expire May, 2003; William E. Duff with a term to
expire May, 2004; Veena Mendiratta with a term to expire May, 2005;
Janice Skowron with a term to expire May, 2005; Madeline Bell with a
term to expire May, 2004 and to re- appoint Randa Bishlawi to a term to
expire May, 2005. VOICE VOTE: Motion carried.
Melissa Salazar, Janice Skowron and Madeline Bell attended the meeting.
2) ELECTRICAL COMMISSION ELEC COMMISSION
Electrical Commission - 3 Year Terms:
1. The re- appointment of Kenneth Julian (term expired June, 2002), with
his term expiring June, 2005.
Motion by Trustee Korin, seconded by Trustee Caleel, to re- appoint
Kenneth Julian with a term to expire June, 2005. VOICE VOTE: Motion
carried.
B. ORDINANCES & RESOLUTIONS: ORD/RES
1 RESOLUTION 2002 - SAP -EXI -R -821, "A RESOLUTION APPROVING RES 02- SAP- ExI -R-
82] - AMND SALRY
AN AMENDMENT TO THE SALARY PLAN FOR NON -UNION PLN -02
EMPLOYEES FOR 2002"
For approximately the past two years, the arrangement under which off -
duty firefighters work as part-time fire inspectors has been under review
by the Wage and Hour Division of the Department of Labor. The review
resulted from a complaint made by a current firefighter that the pay rate
established for this work was somehow inconsistent with the provisions of
the Fair Labor Standards Act.
VILLAGE OF OAK BROOK Minutes
Page 8 of 16 November 26, 2002
8. B. 1) The Village has maintained throughout the review that it is fully compliant
with the Act, noting that the existing method employed in Oak Brook was
implemented in the late 1980s after full review and approval by the Wage
and Hour Division at that time.
The Fair Labor Standards Act contains a provision for establishing 7g2
agreements with public safety employees for this type of work. The basic
principles are that the rate for the work can be different from the rate paid
to the employee while working as a firefighter provided it is a "bona fide"
rate (i.e. based on reasonable criteria). Further, since the employee is
working additional hours for the employer (albeit, in a different position),
the payment is made at an overtime rate.
The rates were established when the part-time fire inspection program was
implemented, and the Wage and Hour Division deemed the rates to be
"bona fide" based on the formula used. Since that time, the rates have
been increased each year consistent with percentage increases applied to
all nonrepresented full -time positions.
Based on its current investigation, the Wage and Hour Division has
concluded that new 7g2 agreements should be implemented in order to
more clearly reflect both straight time rates and overtime rates for part-
time work performed by off -duty firefighters. Staff has developed new
rates for positions covered by 7g2 agreements based on survey
information, and the Wage and Hour Division has again approved the
formula by which the new rates were developed.
Motion by Trustee Aktipis, seconded by Trustee Caleel, to adopt
Resolution 2002 - SAP -EXI -R -821, "A Resolution Approving an
Amendment to the Salary Plan for Non -Union Employees for 2002 ",
which amends the 2002 Salary Plan incorporating new part-time pay rates
for certain positions covered by 7g2 agreements. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2 ORDINANCE 2002- VCODE- REV -EXI -G -706, "AN ORDINANCE ORD 02- VCODE-
REV -EXI -G -706
AMENDING CHAPTER 14 ( "FEES ") OF TITLE 1 AMND CHAP Ia,
( "ADMINISTRATION ") OF THE VILLAGE CODE OF THE VILLAGE FEES, OF TITLE I
OF OAK BROOK"
Pursuant to Board direction Village Attorney Martens drafted Ordinance
2002- VCODE- REV -EXI -G -706, "An Ordinance Amending Chapter 14,
( "Fees "), of Title 1 ( "Administration ") of the Village Code of the Village
of Oak Brook ", which adopts a comprehensive amendment to Chapter 14,
of Title 1 of the Village Code of the Village of Oak Brook.
VILLAGE OF OAK BROOK Minutes
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Page 9 of 16 November 26, 2002
B. 2) Motion by Trustee Savino, seconded by Trustee Caleel, to pass Ordinance
2002- VCODE- REV -EXI -G -706, "An Ordinance Amending Chapter 14,
( "Fees "), of Title 1 ( "Administration ") of the Village Code of the Village
of Oak Brook ", which adopts a comprehensive amendment to Chapter 14,
of Title 1 of the Village Code of the Village of Oak Brook. ROLL CALL
VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS:
1) REMOVE FROM THE TABLE - AUTOMATIC METER READING
(AMR) SYSTEM
Motion by Trustee Caleel, seconded by Trustee Craig, to remove from the
table the award of contract for an automatic meter reading system. VOICE
VOTE: Motion carried.
The Village's water meter reading contract with NICOR will expire on
June 30, 2003. As such, authorization was granted at the Board's March
12, 2002 meeting for staff to solicit proposals for the procurement and
installation of a system -wide, automatic meter reading system (AMR).
Subsequently, staff prepared a detailed Request for Proposal (RFP) with a
submittal deadline of June 7, 2002. Five firms responded. After thorough
review of each proposal, three (3) firms, Midwest Meter, Water Resources,
and US Filter were invited to meet with Village staff to discuss their
proposals in depth.
After consulting with several other communities throughout the nation that
had already, or presently are in the process of switching to an AMR
system, staff came to the conclusion that the Hexagram STAR fixed
system would be the system of choice based on the following:
• The fixed system, with its area -wide receiver /antennae network,
automatically collects readings twice a day without employee
involvement. Conversely, with the drive -by system, an employee will
be required to drive throughout the water service area to within 750
feet of the water meter to obtain the reads. Staff has estimated that the
time needed to collect reads, both commercial and residential, to be
approximately 80 hours per year for an annual cost of approximately
$2,500.
VILLAGE OF OAK BROOK Minutes
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Page 10 of 16 November 26, 2002
AWARD CT
AMR SYSTEM
8. C. 1)
• With the fixed system, any required re -reads (disputed billings) or
final reads (move outs) can be obtained from the Hexagram STAR
computer located in the water billing office instead of requiring Public
Works personnel to drive -by the meter location to obtain the reading.
Conservatively, staff has estimated the annual labor cost to be
approximately 520 hours per year for an annual cost of approximately
$15,000.
• The fixed system will provide an added customer service benefit in
that staff can more readily respond to customer complaints and
inquiries regarding unusual billings and usage due to obtaining
readings twice per day instead of once every other month. This is due
to the extensive amount of reading data we will be able to access in
order to review daily, weekly, and monthly usage patterns.
• Although the cost of the fixed system is more than the drive -by
system, the differential over a ten -year period is only $0.55 per
customer per month. The incremental cost net of the savings listed
above would decrease to $0.23 per customer per month over the same
ten -year period.
The one disadvantage with the Hexagram STAR system is that the
installation technician cannot leave the residence knowing that the entire
installation was done correctly. This is due to the fixed point antenna only
receiving readings at a fixed time, twice per day. Consequently,
verification of the installation cannot be made until the following day.
When an installation takes place, errors can be made either in the
programming and /or installation of the transmitting unit or incorrect
installation of the water meter itself in those instances where meters are to
be replaced. As the RFP anticipated nearly 100% inside installation of the
transmitting unit, staff became concerned about potential inconvenience to
the customers in that these errors would require a second or multiple inside
visits to correct the problem(s).
Obviously, with a project of this size, some errors are to be expected.
However, in order to mitigate these concerns, staff negotiated with
Midwest Meter and Water Resources, (both proposed the Hexagram STAR
system) to include additional performance guarantees not included in the
original RFP. Midwest Meter proposed a penalty charge of $100 per repeat
visit that exceeds 2% of the installations not -to- exceed a $15,000.
VILLAGE OF OAK BROOK Minutes Page 11 of 16 November 26, 2002
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8. C. 1) In addition to a penalty charge of $100 per repeat visit in excess of 4% of
the installations not -to- exceed $50,000, Water Resources has proposed to
make all reasonable attempts to locate the transmitting unit on the exterior
of the residence for the same price as an inside installation. The additional
performance guarantee offered by Water Resources is more advantageous.
It is staff's opinion that Midwest Meter's not -to- exceed maximum penalty
is not sufficient for a project such as this (it would only cover 150 repeat
visits). Conversely, Water Resources' maximum penalty would cover 500
repeat visits, but more importantly their proposal to make reasonable
attempts to install the transmitting units outside the residence will
substantially reduce the need for repeat inside visits, be it for incorrect
programming or defective transmitting units. Furthermore, in future years,
exterior installation is advantageous in that normal maintenance or
replacement may be accomplished without inconveniencing the customer.
Water Resources' proposal is approximately $79,000 or 7% higher than
the Midwest Meter proposal. Due to the more comprehensive performance
guarantees and the advantages of exterior installations, staff recommended
the Water Resources proposal.
The Village's current water rate structure assesses a $5.00 per month
service charge (designed to recover the cost of meter reading and billing)
in addition to a consumption charge of $2.60 per thousand gallons.
Although there are sufficient funds in the Water Fund to absorb the initial
capital outlay of this automated meter reading system, an increase in rates
is required in order to recover the cost over approximately ten years. Since
the cost of meter reading has no relationship to the amount of water
consumed, an increase in the monthly service charge to $7.00 effective
January 1, 2003 was incorporated in the 2003 -2007 Five -Year Financial
Plan.
Trustee Savino asked whether the system may be programmed to alert the
Village if an unusual amount of water is used. Public Works Director
Meranda responded that the software and data is available that if residents
are planning to be away for some time, they may notify the Village and be
notified of an unusual change. He indicated that the software is available
and the data may be used for a variety of circumstances.
Finance Director Langlois explained the water meter reads in thousands
and he described the problems related to monitoring on a daily basis.
Trustee Aktipis suggested that this be reviewed further. Trustee Savino
asked to check with the providers of this system. Discussion ensued
related to liability issues.
VILLAGE OF OAK BROOK Minutes Page 12 of 16 November 26, 2002
8. C. 1) Trustee Caleel suggested that the Village notify residents to turn off the
water if they are gone for a long period of time. Public Works Director
Meranda responded to that suggestion, stating that unless the resident did a
complete winterizing to prevent freezing issues the resident should always
leave water dripping. Trustee Caleel suggested that the Village notify
residents via the newsletter the appropriate procedures to follow if the
resident is leaving for a period of time.
Public Works Director Meranda summarized that the new device will be
installed at residents homes outside if possible or inside if necessary.
Water readings will occur twice a day. He noted that NICOR may also
implement a program for automatic gas readings. Director Meranda
indicated the contractor stated they could begin January 1, 2003 and be
completed by approximately the end of June, 2003.
Trustee Craig stated that he felt with the economic conditions of the
Village, the time is wrong to invest in a program of this type when an
employee could be used to read the meters at a cost of $30,000 annually.
Trustee Korin asked whether it was necessary to increase the rate since the
Water Fund has funds to cover the expenditure. Finance Director Langlois
explained that the water rates paid by residents have been below the actual
cost of service and by using the reserve funds to cover this expenditure, it
would minimize the ability to subsidize the water rates. The $2.00
increase will mitigate future water rate increases.
Attorney Martens asked to clarify the motion to include verbiage to waive
the formal bid process as the firm recommended, Water Resources,
provided a more comprehensive performance guarantee and installations
are in the best interest of the Village.
William Lindeman, 11 Pembroke Lane, inquired if the Water Funds could
be used in an emergency for providing Village operating costs, possibly as
an intergovernmental loan. Village Attorney Martens responded that the
issue had been discussed. President Bushy stated that the reserve funds did
not appear to be in jeopardy.
Motion by Trustee Miologos, seconded by Trustee Caleel, that the Village
Board waive the formal bid process and authorize execution of a contract
with Water Resources Inc. of Elgin, Illinois, the firm that provided a more
comprehensive performance guarantee and installations, for unit prices
plus time and material work as required in the estimated not -to- exceed
amount of $1,181,165 for the installation of water meters as required and
the purchase and installation of a system -wide, Hexagram STAR automatic
meter reading system, subject to review by the Village Attorney and staff
and is in the best interest of the Village. ROLL CALL VOTE:
VILLAGE OF OAK BROOK Minutes Page 13 of 16 November 26, 2002
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8. C. 1) Ayes: 5 - Trustees Aktipis, Caleel, Korin, Miologos and Savino.
Nays: 1 - Trustee Craig.
Absent: 0 - None. Motion carried.
2) REMOVE FROM THE TABLE - CONTRACT CNTRCT - PSI -
FFiPM SERVICES
FIREFIGHTER/PARAMEDIC SERVICES
Motion by Trustee Caleel, seconded by Trustee Korin, to remove from the
table the award of contract to Paramedic Services of Illinois for Contract
Firefighter /Paramedics. VOICE VOTE: Motion carried.
Trustee Caleel commented that the initial contract included an incentive
and the Board of Trustees asked that a revised contract without incentives
be prepared.
On June 11, 2002 the Village Board approved waiving competitive bidding
for supplemental contract firefighter /paramedics and authorized the
Village Staff to negotiate renewal of the contract with Paramedic Services
of Illinois (PSI).
On August 27, 2002, the Board of Trustees approved a 60 -day extension to
the current contract with Paramedic Services of Illinois (PSI) in order for
staff to negotiate proposed changes to the contract; with the understanding
that any additional compensation due to PSI for services rendered after
August 31, 2002 resulting from the new contractual agreement would be
retroactive.
On October 8, 2002, the Board of Trustees tabled the PSI contract award
proposal to allow time for a more thorough review by the Trustees.
On October 22, 2002, the Board of Trustees tabled the PSI contract award
proposal and directed staff to revise the contract to remove longevity and
firefighter certification incentives in order to negotiate a lower overall
contract price increase.
The 2002 -2003 contract amount provides for six contract
firefighter /paramedics at a base cost of $360,724 for the year ($60,121
each), as compared to our current annual contract cost of $350,217
($58,369.50 each). For this amount, PSI provides 24 -hour coverage
121.66 days per year per contract employee with each contract FF /PM
working a 24 -hour on and 48 -hour off shift. This price also includes the
associated costs of insurance, uniforms, fire gear, benefits, etc.
VILLAGE OF OAK BROOK Minutes Page 14 of 16 November 26, 2002
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8. C. 2) President Bushy highlighted the cost differences between contract
Firefighter /Paramedics and Village Employee Firefighter /Paramedics
which amounted to a savings of approximately $26,000 annually per
Firefighter /Paramedic for a contract position at the top of range.
Trustee Miologos asked whether the Village is maintaining the same level
of service as provided by the prior contract. Chief Jarvis responded that
this contract provides for the same number of Firefighter /Paramedics as the
previous contract.
Attorney Martens suggested that the motion should include language that
includes approval of the contract and authorization for the Village
President and Clerk to sign.
Motion by Trustee Caleel, seconded by Trustee Savino, that based on the
established Village policy of supplementing Village of Oak Brook
firefighter /paramedics with contract firefighter /paramedics, the Board of
Trustees award the contract, approve the agreement and authorize the
Village President and Clerk to sign the contract for firefighter /paramedics
to Paramedic Services of Illinois. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
9. INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
President Bushy wished everyone the best for the holiday season. She
reported that the Legislative Committee of DuPage Mayors and Managers
Conference had met that morning and heard a presentation by the new lobbyist
hired by the Illinois Municipal League. Reports were given and strategies
discussed as our Conference partners with the League, especially in areas of
the Pension Laws Commission and future changes in police and fire pensions.
Staff will continue to work with the legislature as well to allow non -home rule
communities broader use of hotel and motel tax.
She indicated that this was the last year of the federally- imposed internet sales
tax moratorium, and she was working with the Illinois Municipal League and
State Senator Steve Rauschenberger on the subject. She will attend the U.S.
Conference of Mayors winter meetings in Washington, D.C. where one of the
topics of discussion will be internet sales tax.
VILLAGE OF OAK BROOK Minutes
Page 15 of 16 November 26, 2002
INFO & UPDATES
VLLG PRES
9. B. VILLAGE MANAGER: VLLG MGR
Manager Crotty asked Public Works Director Meranda to update the Board on
the leaf pick -up program. Director Meranda reported that staff was currently
working in Zone 5 west of Rte. 83 and the schedule for the initial round of
pick -up should be completed by December 4th. The process will then be
repeated throughout the entire Village. He commented that the early snowfall
has complicated the pick -up, and asked that residents put the leaves at the edge
of the property, not in the street since the snowplows will end up throwing the
leaves back on the property. He also asked that only leaves be gathered for
collection. Grass clippings, branches, etc. are not part of the program.
Director Meranda noted that he would clarify the ductwork project since it is a
Public Works project and he will report further on this subject.
Trustee Savino suggested that candidates who plan to run for an office in the
Village of Oak Brook be provided packets in January to familiarize and
educate them of the processes involved. President Bushy state that this is
traditionally done once candidates have officially filed.
10. DEPARTMENTAL REPORTS: None. DEPT. RPTS
11. UNFINISHED AND NEW BUSINESS: None. UNEIN & NEW
BUSINESS
12. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None. OTHER BUS.
13. ADJOURN TO CLOSED MEETING: To consider pending litigation.
Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn to a closed
meeting at 9:07 p.m. to consider pending litigation. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
14. ADJOURNMENT: ADJRN
Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn the meeting at
9:38 p.m. VOICE VOTE: Motion carried.
ATTEST:
4K"o W-
ndnnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes
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Page 16 of 16 November 26, 2002