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Minutes - 12/09/2003 - Board of TrusteesMINUTES OF THE DECEMBER 9, 2003 SPECIAL MEETING — PUBLIC HEARING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 13, 2004. CALL TO ORDER: CALL TO ORDER The Special Meeting — Public Hearing 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 7:20 p.m. The Pledge of Allegiance was given. 2. ROLL CALL: ROLL CAL[, Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, George T. Caleel, Susan Chase Korin, Elaine Miologos and Asif Yusuf. ABSENT: Trustee John W. Craig IN ATTENDANCE: Richard B. Boehm, Village Manager; Dale L. Durfey, Jr., Village Engineer; Robert Cronholm, Fire Chief, Robert L. Kallien, Jr., Director of Community Development; Darrell J. Langlois, Finance Director; Kenneth T. Kubiesa, Village Attorney; Sue Madorin, Acting Library Director; Michael J. Meranda, Public Works Director; Bonnie Sartore, Bath & Tennis Club Manager and Trey VanDyke, Golf Club Manager. 3. PUBLIC HEARING — PROPOSED 2004 MUNICIPAL BUDGET PUB HRG - 2004 BUDGET President Quinlan indicated that this meeting was a Public Hearing for the proposed 2004 Budget. He asked if there were any petitioners with questions regarding the 2004 Budget. Hearing no comment he asked for a motion to adjourn. 4. ADJOURNMENT: ADJRN Motion by Trustee Caleel, seconded by Trustee Yusuf, to adjourn the Public Hearing at 7:25 p.m. VOICE VOTE: Motion carried. ATTEST: Linda K. Gonnella, CMC Village Clerk VILLAGE OF OAK BROOK Minutes ax Page 1 of 1 December 9,2003 2 3 MINUTES OF THE DECEMBER 9, 2003 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 13, 2004. 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 7:30 p.m. The Pledge of Allegiance was given. ROLL CALL: Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, George T. Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos and Asif Yusuf. ABSENT: None. IN ATTENDANCE: Richard B. Boehm, Village Manager; Dale L. Durfey, Jr., Village Engineer; Robert Cronholm, Fire Chief, Robert L. Kallien, Jr., Director of Community Development; Darrell J. Langlois, Finance Director; Kenneth T. Kubiesa, Village Attorney, Sue Madorin, Acting Library Director; Michael J. Meranda, Public Works Director; Bonnie Sartore, Bath & Tennis Club Manager; Trey VanDyke, Golf Club Manager and Robert Morton, Battalion Chief. ANNOUNCEMENTS AND OPEN FORUM: President Quinlan announced that Police Officer Cavello lost his brother to an illness and offered his condolence to his family. Harry Peters, President of Forest Glen, announced that the DuPage County Board had unanimously denied the zoning issue. He thanked the Board for their support in this regard. He then commended the Village staff for their efforts in public service to our residents including Michael Meranda for the Public Works Department for the leaf removal program for Village residents, our Fire Department for their attendance at their annual picnic and display of equipment, our Police Department for participating in their annual parade and Engineer Dale Durfey for his department's efforts. VILLAGE OF OAK BROOK Minutes Page 1 of 9 December 9, 2003 CALL TO ORDER ROLL CALL ANNOUNCE Trustee Aktipis also acknowledged Mr. Peters efforts in the zoning issues facing his subdivision. CONSENT AGENDA: c. AGENDA All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. Motion by Trustee Aktipis, seconded by Trustee Caleel, to approve the Consent Agenda as presented. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf. Nays: 0 - None. Absent: 0 - None. Motion carried. A. APPROVAL OF MINUTES MINUTES 1) SPECIAL BOARD OF TRUSTEES MEETING OF NOVEMBER 24, SPEC BD MTG- 11- 24-03 2003 2) REGULAR BOARD OF TRUSTEES MEETING OF NOVEMBER 25, REG BD MTG - I '- 25-03 2003 B. APPROVAL OF BILLS - $341,192.70 BILLS - $341,192.70 Significant items included above: None. C. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING NOVEMBER PAYRL - $642,496.09 22, 2003 - $642,496.09 D. CHANGE ORDERS: None. CHNGE ORDERS E. REFERRALS: REFERRALS 1) 700/800 COMMERCE DRIVE — PLAT OF RESUBDIVISION - 700/800 COMMERCE DR - PLT OF REFER TO PLAN COMMISSION FOR JANUARY 19, 2004 RESUB- TO PLN MEETING COMM 1 -19 -04 F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE SK BIDS, PROP OR NEG CNTRCTS CONTRACTS: None. G. RESOLUTION 2003- AG -EXI -R -864 , "A RESOLUTION APPROVING RES 03-AG-EX I -R- 864, COMM ED AN AGREEMENT BETWEEN THE VILLAGE OF OAK BROOK AND TREE TRIM. COMMONWEALTH EDISON COMPANY FOR THE MANAGEMENT OF VEGETATION TO PROPERLY MAINTAIN ELECTRIC DELIVERY SERVICE" VILLAGE OF OAK BROOK Minutes 9 Page 2 of 9 December 9, 2003 5. ITEMS REMOVED FROM CONSENT AGENDA: None. RMVD C AGNDA 6. BOARD & COMMISSION RECOMMENDATIONS: None. BD/COMM RECOM 7. ACTIVE AGENDA (Items for Final Action): ACTIVE AGENDA A. CONFIRMATION OF APPOINTMENTS: None. CNFRM APPTs B. ORDINANCES & RESOLUTIONS: ORD /RES 1) ORDINANCE 2003 -BU -EX2 -S -1058, "AN ORDINANCE ADOPTING ORD 03- BU-EX2-s- 1058 — ADPT 2004 THE BUDGET OF THE VILLAGE OF OAK BROOK FOR 2004" BUDGET Motion by Trustee Caleel, seconded by Trustee Craig, that the Village Board approve Ordinance 2003 -BU -EX2 -S -1058, "An Ordinance Adopting the Budget of the Village of Oak Brook for 2004." ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf. Nays: 0 - None. Absent: 0 - None. Motion carried. President Quinlan acknowledged the entire Village staff and Finance Director Langlois for their efforts in the 2004 Village Budget. 2) ORDINANCE 2003 -WA -G -737, "AN ORDINANCE AMENDING ORD 03- WA-G-737 AMND CHAPT 5 CHAPTER 5 OF TITLE 8 OF THE VILLAGE CODE OF THE TITLE 8 - wTR VILLAGE OF OAK BROOK, ILLINOIS RELATING TO WATER CHGs CHARGES" Ordinance 2003 -WA -G -737 amends Chapter 8 of the Village Code to increase Water Charges from two dollars and sixty cents ($2.60) per thousand gallons to two dollars and eighty -five cents ($2.85) per thousand gallons. Motion by Trustee Korin, seconded by Trustee Caleel, to pass Ordinance 2003 -WA -G -737, "An Ordinance Amending Chapter 5 Of Title 8 of the Village Code of the Village of Oak Brook, Illinois Relating to Water Charges." ROLL CALL VOTE: Ayes: 6- Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf. Nays: 0 - None. Absent: 0 - None. Motion carried. Trustee Caleel asked why the water charge increase is necessary. Finance Director Langlois explained the need for the water charge increase. Trustee Korin reiterated the need for the staff to work with the Hinsdale Sanitary District in their charges. VILLAGE OF OAK BROOK Minutes Page 3 of 9 December 9, 2003 7. B. 3) ORDINANCE 2003 -SC -EXI -G -738, "AN ORDINANCE AMENDING ORD03- SC-EX 1 -G- 38 -CHAPT 2 TTL CHAPTERS 2 AND 3 OF TITLE 12 OF THE VILLAGE CODE OF 12 -GLF CLB FEES THE VILLAGE OF OAK BROOK, ILLINOIS (GOLF CLUB AND BATH AND TENNIS)" Ordinance 2003 -SC -EXI -G -738 amends the fees and definitions of Chapters 2 and 3 for the Oak Brook Golf Club and the Oak Brook Bath and Tennis Club. The changes to the definitions and fees were recommended by the Village Manager and staff. President Quinlan explained that only the Oak Brook Golf Club fees would be approved at this time. Motion by Trustee Yusuf, seconded by Trustee Korin, to pass Ordinance 2003 -SC -G -738, "An Ordinance Amending Chapter 2 of Title 12 of the Village Code of the Village of Oak Brook, Illinois (Golf Club)" which amends the fees and definitions of Chapters 2 for the Oak Brook Golf Club. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf. Nays: 0 - None. Absent: 0 - None. Motion carried. 4) ORDINANCE 2003 -EL -REF -S -1059, "AN ORDINANCE CALLING ORD 03- EL- REF -S- 1059- SUBMSN OF FOR THE SUBMISSION OF A PUBLIC QUESTION TO THE PUBLQUES3 -16 -04 VOTERS OF THE VILLAGE OF OAK BROOK, COOK AND GNRL PRIM ELEC DUPAGE COUNTIES, ILLINOIS AT THE MARCH 16, 2004 GENERAL PRIMARY ELECTION" Ordinance 2003 -EL -REF -S -1059, "An Ordinance Calling for the Submission of a Public Question to the Voters of the Village of Oak Brook, Cook and DuPage Counties, Illinois at the March 16, 2004 General Primary Election" places a referendum on the ballot for March 16, 2004 to increase the sales tax in the Village of Oak Brook by one - quarter (1 /4 %) percent. Upon passage of the Ordinance, a certified copy thereof must be filed with the DuPage County Board of Elections and the Cook County Clerk on or before January 12, 2004 and the matter will then appear on the March 16, 2004 General Primary election ballot. While the wording on the question appears lengthy it is a necessary statutory requirement in order to impose the tax on all goods and services sold within the Village of Oak Brook. Motion by Trustee Caleel, seconded by Trustee Yusuf, to pass Ordinance2003 -EL- REF -S -1059, "An Ordinance Calling for the Submission of a Public Question to the Voters of the Village of Oak VILLAGE OF OAK BROOK Minutes Page 4 of 9 December 9, 2003 I 7. B. 4) Brook, Cook and DuPage Counties, Illinois at the March 16, 2004 General Primary Election" which places a referendum on the ballot for March 16, 2004 to increase the sales tax in the Village of Oak Brook by one - quarter (1/4 %) percent. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf. Nays: 0 - None. Absent: 0 - None. Motion carried. Trustee Caleel stated the importance of this proposal and asked that staff explain to the Village residents the importance of passage of this referendum. Trustee Korin noted that the sales tax increase would amount to $2.5 million if approved for the Village. Trustee Aktipis also requested that the voters be notified of the reasons why this is being done and the importance of its passage. 5) RESOLUTION 2003 -AG -EXI -R -865, "A RESOLUTION RES03- AG- ExI -R- 865 — APV APPROVING AN INTERGOVERNMENTAL AGREEMENT INGVNMNTL BETWEEN THE VILLAGE OF OAK BROOK AND THE OAK AGREE Oa PK DIST & VOB FOR H[ST BROOK PARK DISTRICT FOR A HISTORICAL MUSEUM AT MusEuM BUTLER SCHOOL" This matter was continued from the Board's November 25`h meeting. Resolution 2003 -AG -EXI -R -865, "A Resolution Approving an Intergovernmental Agreement Between the Village of Oak Brook and the Oak Brook Park District for a Historical Museum at Butler School" represents what is believed to be the intent of the Village of Oak Brook and the Oak Brook Park District with regard to the use of a portion of the old Butler School Building as a historical museum. According to the terms contained in the proposed document, the Village will be obligated to maintain the exterior of the building and existing appurtenances; the Village will also be obligated to maintain existing mechanical systems. Under the terms of the agreement, the Park District will be obligated to construct and/or maintain the interior space that would be utilized as a museum. In addition, the agreement calls for the formation of a committee that will act in an advisory capacity to recommend the conversion of space into a museum and the operation of the museum. Motion by Trustee Caleel, seconded by Trustee Aktipis, to pass Resolution 2003 -AG -EXI -R , "A Resolution Approving an Intergovernmental Agreement Between the Village of Oak Brook and the Oak Brook Park District for a Historical Museum at Butler School." ROLL CALL VOTE: VILLAGE OF OAK BROOK Minutes Page 5 of 9 December 9, 2003 �2 7. B. 5) Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf. Nays: 0 - None. Absent: 0 - None. Motion carried C. AWARD OF CONTRACTS: 1) PUMPER REPLACEMENT — ENGINE 911 Due to age and unreliability, it is time to replace our 1978 Emergency One pumper, Engine 911. The fire department has prepared a specification for the replacement and has designed the new pumper to handle the wide variety of calls that it will respond to. The spec committee, under the direction of Lt. Mark Schoppe has worked to cut costs and at the same time provide the Village with a pumper that will meet Village needs for the next 20 years. After looking at several manufacturers, the committee has recommended that we continue to purchase our fire apparatus from Emergency One. It is recommended for the following reasons; • Fleet Conformity — The advantage to the Village of maintaining a fleet of like vehicles is significant. The training of new driver's simplified, as all vehicles are the same. The benefits in maintenance are many, from parts inventory to ease of repair. Gary Martens has been to schools at Emergency One and is certified to make the necessary repairs on these specialized vehicles. • Service Center — The service center and warranty repair station for Emergency One is located at Mid - America Truck Company on Route 83, just north of Roosevelt Road. This proximity to the Village is a tremendous advantage in getting quick service, parts and technical assistance. • Corporate Advantage — Federal Signal Corporation, headquartered here in Oak Brook, is the parent company of Emergency One. As one of our corporate partners, Federal Signal has provided the Village with much support over the years. Recently, they donated emergency lights for the Police Department "DARE" car, and donated the entire warning light and siren package for the Battalion Chief car, valued at over $4,000.00. In addition, when we experienced corrosion on our Emergency One Ladder Truck 914 and Engine 915, Federal Signal repainted both vehicles, even thou both were well out of warranty. VILLAGE OF OAK BROOK Minutes Page 6 of 9 December 9, 2003 AWARD CT ENGINE 911 REPLCMNT 7. C. 1) • Discount Pricing — The CEO of Federal Signal, Mr. Joseph Ross, has authorized the dealer to provide the Village with a discount of $45,000 on the purchase of the new pumper, if the order is executed in 2003. In checking with area fire departments that are fleet users of Emergency One products and have purchased pumpers this year, the City of Aurora received the largest discount at $33,600. This provides the Village with an opportunity to make this purchase at considerable savings. • Additional Discount — Federal Signal has authorized a pre- payment discount to the Village if we choose to accept the opportunity. Federal Signal has offered to pay 4.5% (APR) on any funds paid towards the purchase at the time of contract. Computed based on the anticipated 210 day delivery schedule yields a discount to the Village of $10,143.73. It appears that if the Village exercises the fleet discount and prepayment discounts offered by Federal Signal, coupled with the amount the Village should receive in the sale of old Engine 911 (estimated by the broker at $15,000 - $20,000), will bring this project in under budget while providing the Village with a new, more reliable piece of firefighting equipment. The purchase of the pumper this year with delivery in 2004 offers the Village a further cost savings in that it would allow us to avoid an anticipate price increase of 4% slated to be implemented on January I S` In the final analysis, the benefits of fleet conformity, the proximity to competent, local service, the advantages of dealing with an Oak Brook based corporation and the generous discounts they have extended to the Village make the purchase this year of the new pumper from Federal Signal the educated choice. Motion by Trustee Caleel, seconded by Trustee Craig, to waive the bid process and approve a contract with Federal Signal Corporation and Mid - America Truck & Equipment for a price not to exceed $392,000 for the purchase of a 2004 Emergency One Cyclone II Fire Department pumper. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf Nays: 0 - None. Absent: 0 - None. Motion carried VILLAGE OF OAK BROOK Minutes Page 7 of 9 December 9, 2003 L� 7. D. ISSUANCE OF 2004 SCAVENGER/SOLID WASTE HAULER 2004 SCAV /SOLID WST LICENSES LICENSES The Village Code provides for one residential scavenger license (to be issued to the hauler awarded the residential contract by the Village) and an unlimited number of commercial scavenger licenses. Pursuant to Section 4- 3-2 of the Village Code, the Village Board issues scavenger licenses upon recommendation of the Village Manager. Licenses are for the calendar year and the Board normally considers recommendation at its December meeting Eight of the nine applicants have submitted all required documents and fees. Roy Strom Refuse Removal Service, Inc. should submit the requirements of the licensing ordinance prior to the December 9, 2003 Village Board meeting. If they do not, I will so advise the Village Board at that time. Copies of the applications are attached for your information. Pinnacle Waste Services, Inc. has informed the Village Clerk that due to the increase in the license fee they have declined to renew their license due to the small amount of business they previously contracted in the Village. Village Clerk Gonnella informed the Board that Roy Strom Refuse, Inc. was not able to submit their documentation at this time. President Quinlan requested that the motion be amended accordingly. Motion by Trustee Craig, seconded by Trustee Yusuf, that the Village Board of Trustees approve issuance of a residential and commercial scavenger /solid waste hauler license to BFI Waste Systems of North America, Inc. and issuance of commercial scavenger /solid waste hauler licenses to Crown Recycling and Waste Services, Inc.; DisposAll Waste Services, Inc.; Flood Brothers Disposal Co., Inc.; Hillside /Arc Disposal, Inc.; Onyx Waste Services, Inc.; Van Ryn Scavenger Service, Inc. and Waste Management of Illinois, Inc. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf. Nays: 0 - None. Absent: 0 - None. Motion carried. 8. INFORMATION & UPDATES: INFO & UPDATES A. VILLAGE PRESIDENT: VLLO PR-ES President Quinlan announced the accomplishments that the Village Board and President have completed this year for the Village: election of new members to the Village Board; the appointment of a Fire Chief, Village Manager and Assistant Village Manager; negotiation of a new Police VILLAGE OF OAK BROOK Minutes Page 8 of 9 December 9, 2003 a A. contract; completion of the Village Hall, its payments and negotiations; the development of a new police traffic unit which will produce new revenue; developed new business partners for sponsorships notably Ty Warner and working toward more citizen involvement; approved a significant change in the value of our community with the increase of home structure heights; the privilege of the Oak Brook Golf Club hosting the Westfield PGA Jr. Championship, the new intergovernmental relations agreement with the Oak Brook Park District and acknowledging Harry Peters as their Village liaison person and Trustee Korin and built improved communications with the DuPage County Forest Preserve for future endeavors. He then complimented the Village staff for their efforts they have accomplished this year. He also acknowledged the number of telephone calls he has received commending staff for their efforts in assisting the public. B. VILLAGE MANAGER: VLLG MGR Village Manager Boehm also commended our Village staff for their efforts. The Village President and the Village Board of Trustees wished the residents Happy Holidays. C. VILLAGE CLERK: VLLG cLK Clerk Gonnella reminded college students home for winter break that they may contact her office at 990 -5758 for applications for absentee voting so that they may vote in the March 16, 2004 General Primary Election. 9. ADJOURNMENT: ADJRN Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at 7:58 p.m. VOICE VOTE: Motion carried. ATTEST: l Art Linda K. Gonnella, CMC Village Clerk VILLAGE OF OAK BROOK Minutes Page 9 of 9 December 9, 2003