Minutes - 12/13/2005 - Board of Trustees (2)MINUTES OF THE DECEMBER 13, 2005 REGULAR MEETING
OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS AMENDED ON
JANUARY 10, 2006
1. CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by President
Quinlan in the Samuel E. Dean Board Room of the Butler Government Center at 7:40
p m. The Pledge of Allegiance was given.
2. ROLL CALL
Village Clerk Linda Gonnella called the roll with the following persons
PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, John W. Craig,
Jeffrey J. Kennedy, Kathryn F. Manofsky, Robert G. Sanford and Asif
Yusuf.
ABSENT: None.
IN ATTENDANCE: Richard B. Boehm, Village Manager; James Bodony, Fire Chief,
Bruce F. Kapff, Director of Information Services & Purchasing; Robert L.
Kallien, Jr., Director of Community Development; Margaret Klinkow,
Library Director; Kenneth T. Kubiesa, Village Attorney; Jeffrey P. Moline,
Assistant Village Manager; Nelson Patras, Interim Bath & Tennis Club
Manager; Thomas Sheahan, Chief of Police; Trey VanDyke, Golf Club
Manager; Darrell J. Langlois, Finance Director; James Fox, IS Department;
Melissa Salazar, Chairman, Library Commission, Baker Nimry, Zoning
Board of Appeals, John Baar, Chairman, Board of Fire & Police
Commissioners, Moin Saiyed, Plan Commission and Robert Morton,
Battalion Chief, Oak Brook Fire Department.
3. PRESIDENT'S OPENING COMMENTS
President Quinlan announced that there was a full agenda and that the second meeting of
the Board of Trustees for the month of December was cancelled due to observance of the
holidays. He wished everyone a very happy and safe holiday season.
President Quinlan commented on a phone call from a resident who complimented the Fire
Department personnel for their care and concern that they had for his property while they
were extinguishing a chimney fire in his home. He appreciated that they had taken steps
to do as little damage to the home site while extinguishing the fire and making sure that
everyone was safe.
President Quinlan also commented on the streets that the Village was not responsible for
snow removal. The major streets in the Village such as 31St Street, 22" d Street, Midwest,
VILLAGE OF OAK BROOK Minutes Page 1 of 31 December 13, 2005
3. Meyers and most of York Road are plowed by DuPage County or State. He commented
that he felt that in the middle of the snowstorm, he was proud of the work done by our
Public Works Department on our local streets.
President Quinlan reiterated his comments on the Budget for 2005 which has beaten the
objectives set forth to put the Village in a very sound financial state. He indicated that
the six month reserve goal will be met before the end of 2005 and the Village will be able
to move forward on some capital projects that had been postponed for quite some time.
He thanked the Board and Staff for being able to accomplish these goals.
President Quinlan commented on the upcoming discussion of the goals of the Sports Core.
He also commented on the discussion of a new communications system and a
reorganization of the Police Department. He also recognized Finance Director Darrell
Langlois for his long hours and efficiency. He read a Certificate of Achievement from the
Government Finance Officers Association. Trustee Aktipis acknowledged that Director
Langlois has a long record of receiving these awards.
4. RESIDENT /VISITOR COMMENT
Mr. John Crow addressed the Board as a Cisco Systems representative relative to the
Award of Contracts for a telecommunications system. He commented that he and a
Cisco partner worked together to respond to the RFP. The RFP process looks for the best
solution that they could provide understanding that budgets are tight and that the solution
would be in place for ten plus years. His concern was that they were not invited to any
vendor interviews although they offered to respond to any questions. A different solution
is being suggested this evening and he offered high points to the Board of what his
company offers and hope that they would have the opportunity to discuss what they have
to offer before a final decision is made.
Trustee Craig addressed the Board as a resident of Oak Brook commenting on the long
search for a Police Chief. One of the stipulations of that search was to find someone who
had no ties to Oak Brook or knew anyone within Oak Brook. He added that the search
was for someone with high credentials, experience with a community similar to ours and
someone was proactive and ready to reorganize the department. He felt that Chief
Sheahan fit and exceeded those qualifications. He commented that there was concern
about the current testing system. He asked that each member of the Board would recall
the long months looking for the right candidate and that they will support his
reorganization plan.
Trustee Aktipis also addressed the Board to acknowledge Trustee Craig's unique
qualifications in regard to speaking on police matters. He reported that Trustee Craig had
long experience in the area of law enforcement. He reiterated the diligence taken to find a
candidate with the required qualifications and felt that Chief Sheahan fit those
qualifications.
VILLAGE OF OAK BROOK Minutes Page 2 of 31 December 13, 2005
4. Resident William Lindeman expressed his concern that staff had not given Cisco Systems
the opportunity to make a presentation on what they have to offer. He then addressed the
Board regarding the award of contract for the Library Landscape Design and commented
that he felt a highly qualified company has been selected, however he felt that there
should be more meetings to find out what the residents, the Library Director and the
Friends of the Library would like to see done. He made several suggestions on a direction
that should be taken.
President Quinlan asked Melissa Salazar, Chairman of the Library Commission if she
would like to address the Board now or during the discussion of the agenda item later in
the meeting. She wished to address the Board during the discussion.
5. APPROVAL OF MINUTES
A. REGULAR BOARD OF TRUSTEES MEETING OF NOVEMBER 22, 2005
Motion by Trustee Sanford, seconded by Trustee Yusuf, to approve the Minutes of the
November 22, 2005 Regular Board of Trustees Meeting as presented. VOICE VOTE:
Motion carried.
6. CONSENT AGENDA
All items on the Consent Agenda are considered to be routine in nature and will be
enacted in one motion.
Trustee Aktipis asked that item 6.J be removed for further discussion and President
Quinlan asked that item 6.I be removed and discussed with item 10.E at the request of the
Village Manager.
i
Motion by Trustee Manofsky, seconded by Trustee Sanford, to approve the Consent
Agenda and authorize expenditures as amended. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
A. Accounts Payable for Period Ending December 9, 2005 - $442,870.11
Significant Items included in Above:
1) Comstock Earthmoving, Inc. — Payout 42 — 2005 Water Main Project -
$50,188 32
2) Kubiesa15 Spiroff, Gosselar & Acker, P.C, - Legal Services - $19,759.00
B. Approval of Payroll
1) Pay Period Ending November 19, 2005 - $618,083.48
2) Pay Period Ending December 3, 2005 - $683,115.36
VILLAGE OF OAK BROOK Minutes Page 3 of 31 December 13, 2005
6. C. Community Development Referrals
1) Feley — 1 Meadowood Drive — Variation to Front Yard Setback
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
E. Budget Adjustments
1) Bath & Tennis Club — Paper Products
2) Fire Department
F. An Ordinance Amending the Zoning District Map Concerning the Property Located
at 2000 York Road, Oak Brook, IL
G. An Ordinance Granting a Variation from the Provisions of Section 13- 10A -3C(1) of
Title 13 ( "Zoning Regulations ") of the Village Code of the Village of Oak Brook
Relative to Setback Requirements - 1110 Jorie Boulevard
H. An Ordinance Granting a Special Use for a Drive -in Banking Facility - 1110 Jorie
Boulevard — Special Use
I. An Ordinance Amending Chapter 4 (Fees And Bonds) of Title 10 (Building
Regulations) Of The Village Code of the Village of Oak Brook Relative To A New
Fee and Bond Schedule
Manager Boehm asked that this item be removed and discussed with item 10.E.
J. An Ordinance Amending Chapter 5 of Title 8 of the Village Code of the Village Of
Oak Brook, Illinois Relating to Water Charges
Trustee Aktipis asked that this item be removed from the Consent Agenda for further
discussion.
K. Acceptance of the Grant of Easement from CenterPoint Properties Trust on the
Property at 1808 Swift Drive
L. A Resolution Amending the Village of Oak Brook Flexible Spending Program
7. ITEMS REMOVED FROM CONSENT AGENDA
J. An Ordinance Amending Chapter 5 of Title 8 of the Village Code of the Village Of
Oak Brook, Illinois Relating to Water Charges
Trustee Aktipis asked that this item be removed from the Consent Agenda for further
discussion.
Trustee Aktipis reiterated his opposition to any increases in the water charges. He
believed that the increase is both high and premature since there are no specifics
available as to what is actually needed and what it would cost.
President Quinlan noted that he had received additional information from the Public
Works Department indicating that during 2005 there had been a record number of
water main breaks and he commented that this was a major reason for his support of
the water rate increase because it is evident that there are needs.
VILLAGE OF OAK BROOK Minutes Page 4 of 31 December 13, 2005
7. J. Trustee Craig was concerned about the law that did not allow the Village to charge a
higher amount for water to commercial properties or non residents that used Oak
Brook water system. Village Manager Richard Boehm responded that it was correct
that a higher amount could not be charged unless it could be proved that it cost more
to service those accounts.
Motion by Trustee Sanford, seconded by Trustee Yusuf, for Passage of Ordinance
2005 -WA -G -793 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: 4 - Trustees Kennedy, Manofsky, Sanford and Yusuf.
Nays: 2 - Trustees Aktipis and Craig
Absent: 0 - None. Motion carried.
8. BOARD & COMMISSION RECOMMENDATIONS
9. UNFINISHED BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None
B. ORDINANCES & RESOLUTIONS
1) AN ORDINANCE ADOPTING THE BUDGET OF THE VILLAGE OF OAK
BROOK FOR 2006
At the Committee -of -the -Whole meeting on December 5, 2006 the Village Board
reviewed the proposed 2006 Municipal Budget which projected total expenditures
of $39,921,020. Based on information received in the last week, comments
received at the Board's workshop, and discussions with several Board members
held subsequent to the meeting, two final options are presented for the Board's
final consideration:
Option One
Total Expenditures as previously reported $39,921,020
Add Legal Contingency Line item in account 121 -7633 25,000
Increase 2006 advertising campaign for Hotel Tax Fund
from $275,000 to $300,000 based on committee request 25,000
Increase budget amount from $10,000 to $30,000 for the water
system computer model due to updated pricing information
20,000
Total Expenditures as revised 39,991,020
VILLAGE OF OAK BROOK Minutes Page 5 of 31 December 13, 2005
9. B.1) The legal contingency adjustment is the only one that impacts the General
Corporate Fund. With this adjustment the cash position of this fund as of
12/31/2006 is projected to be $9,446,082, which is approximately $675,000 over
the revised six month reserve requirement or 6.46 months.
Option 2
Revised expenditures from Option 1
Add Contingency line item in Board of Trustees budget
account 111 -7899
Reduce amount budgeted for consulting related to Village
beautification efforts from $105,000 to $50,000
Increase amount budgeted for revitalization consulting
from $60,000 to $90,000
Total Expenditures as revised
$39,991,020
100,000
(55,000)
30,000
40,066,020
All of these adjustments impact the General Corporate Fund. With these
adjustments, the cash position of this fund as of 12/31/2006 is projected to be
$9,3715082, which is approximately $600,000 over the revised six month reserve
requirement or 6.41 months.
The Budget ordinance is attached for your review. Attached to the final
ordinance will be a revenue exhibit, an expenditure exhibit, and a fund summary.
The revenue exhibit is included and is the same for both options. The expenditure
exhibit is a large (over 100 pages) computer generated report similar in format to
the pages found in the draft budget document. This exhibit has not been included
at this time since a direction as to which option is selected is needed in order to
complete the document. It will be attached to the ordinance based on the final
direction given. Finally, a Fund Summary (similar to page S -7 in the draft
budget) has been prepared under both options so that the Board can see the
overall impact of the changes proposed.
Trustee Yusuf indicated that there were two options with a difference of about
$75,000.
Motion by Trustee Yusuf, seconded by Trustee Manofsky, to finalize the 2006
Budget by selecting Option 1.
VILLAGE OF OAK BROOK Minutes Page 6 of 31 December 13, 2005
9. B.1) Trustee Kennedy thanked staff for presenting Option 2 which incorporated the
suggestions that he had made at the Budget Workshop. He reiterated that the
budget presented was an excellent maintenance and catch up budget which
maintains the existing level of Village services, makes a substantial contribution
toward catching up the funding of our Police and Fire pensions, it provides for
catching up on deferred capital projects and equipment replacement. He was
concerned that Option 1 does not have enough of a reinvestment or growth tilt
and he felt that Option 2 would begin to make a reinvestment in the future of the
community. It also increases the budget for revitalization consulting which he
felt was necessary. It also included a $100,000 contingency which could be used
for projects in order to advance the commercial revitalization.
Trustee Aktipis agreed with the rationale and Trustee Kennedy's points of view.
He felt the flexibility of having funds to meet needs of projects was an excellent
idea and the reduction in the cost of the Beautification Project agreed with his
concerns expressed previously. He commented that he supported option 2.
Trustees Yusuf and Manofsky agreed to amend their motion for Option 2.
Motion by Trustee Yusuf, seconded by Trustee Manofsky, to finalize the 2006
Budget by selecting Option 2. VOICE VOTE: Motion carried.
Motion by Trustee Kennedy, seconded by Trustee Yusuf, that the Village Board
approve Ordinance 2005- BU -EX2 -S -1139 which adopts the Budget for the
Village of Oak Brook for 2006. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS
1) POLICE DEPARTMENT LIVESCAN FINGERPRINT AND BOOKING
gVCTFM
The Village of Oak Brook purchased the original Live Scan fingerprint system in
1999 from Identix and the image capture /booking hardware and software from D
C Book. Both of these systems work together and will only run under the
Windows 98 operating system (no longer supported by Microsoft). As of
December 31, 2005, Identix will also no longer provide a maintenance agreement
for their system — as a result these systems need to be replaced. Time and material
to repair the Identix system are $200 minimum per hour plus parts. Downtime of
these systems this past year have hindered daily operations. To date, this system
has captured and supported data for approximately 6,000 sets of fingerprints. The
Police Department applied for grant funding for this project early in 2005 but was
unsuccessful.
VILLAGE OF OAK BROOK Minutes Page 7 of 31 December 13, 2005
9. C.1) The Police and Information Services Departments compared various options for
replacing the current systems and recommends purchase of the Identix and
Dynamic Imaging systems. The technical support provided by Identix is 24/7 and
the department has been very satisfied with both the product and support from
Identix. The cost proposal from Identix for a new system is less than half that
quoted by the other major competitor in DuPage County and Identix provides a
durable product with a proven track record.
Motion by Trustee Yusuf, seconded by Trustee Aktipis, that the Village Board
waive bidding, since the systems recommended by the Police Department are
being purchased from the manufacturers, and award a contract in the amount of
$21,120 to Identix for the Live Scan Fingerprint system, and award a contract in
the amount of $19,620 to Dynamic Imaging for the PictureLink booking
hardware and software system, subject to staff review. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
2) HOTELS OF OAK BROOK 2006 MARKETING CAMPAIGN APPROVAL
The 2006 Budget contains provisions for the marketing campaign (Program 171-
7360 Advertising /Promotion). The recommended campaign is similar in scope
and at the same expenditure level as the 2005 campaign.
At its December 1, 2005 meeting, the Oak Brook Hotel, Convention and Visitors
Committee recommended that the Village Board approve the attached 2006
marketing campaign and authorize the Village Manager to execute the necessary
agreements, following staff review.
The attached campaign includes scheduled media placements, direct mail pieces,
fulfillment pieces and e -mail broadcasts targeted at group (or business) travelers
as well as leisure travelers. Advertisements are contemplated in publications such
as Meeting Midamerica, Meeting Guide to the Midwest, Midwest Meetings,
Illinois Meetings & Events, Chicago Tribune, Daily Herald, Midwest Living and
the DuPage Convention and Visitors Guide. The campaign also includes tracking
services, call management, web maintenance and hosting, fulfillment services
(group and leisure brochures) and search engine marketing.
All ad placements included in the campaign are net -of commission. The
agreement provides for a monthly retainer fee to be paid to Pointb
Communications for all coordination services, conference time, travel, strategic
planning, media research, marketing plan development, consultation, etc. These
services are not insignificant given the time that is spent coordinating with the
VILLAGE OF OAK BROOK Minutes Page 8 of 31 December 13, 2005
9.C. 2)
marketing subcommittee, monitoring the success of projects and responding
accordingly, obtaining various approvals, etc. 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
$300,000. The funds for this program come from the 1% room tax on overnight
hotel stays in Oak Brook. Per State statute for a non -home rule community, the
funds are to be spent on activities intended to result in overnight stays in the
municipality.
Trustee Craig commented that as a result of conversation with the Village
Attorney that room tax funds could be used for fireworks for the Independence
Day celebration. He was concerned that the budget would not support both of
these efforts. Finance Director Langlois indicated that there would be sufficient
funds above and beyond by the end of the year. It might be necessary to do an
interim loan from the General Fund, but there would be sufficient funds available
for both projects.
Trustee Aktipis also asked if the Village Attorney would investigate whether
those funds could be also used to advertise the Bath & Tennis Club. After further
discussion by the Board of Trustees, a consensus was reached that the Village
Attorney offer an opinion.
Motion by Trustee Craig, seconded by Trustee Kennedy, to approve the 2006
marketing campaign totaling $300,000 as recommended by the Oak Brook Hotel,
Convention and Visitors Committee, and authorize the Village Manager to
execute the necessary agreements after review by the Village Attorney. ROLL
CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
3) FIRE STATION #2 FLOOR RESURFACING
Three sealed bids were opened on Wednesday, November 23, 2005.
The table below indicates pricing received.
Company Name
Armordillo, Inc
Artlow Systems
Stonehard
f$295045.00
Lump Sum Bid
$20,935.00
22,950.00
The surface and appearance of the apparatus room floor at Fire Station #2 has
deteriorated due to a combination of wear and tear and the application of an
VILLAGE OF OAK BROOK Minutes Page 9 of 31 December 13, 2005
9.C. 3)
inferior product the last time it was resurfaced. At that time a urethane paint was
used and was not the proper product for the application. The advent of epoxy
quartz floor surfaces has provided us with a product to correct this problem and
achieve a floor that will look good, resists oil and chemicals and provide a non-
slip surface that is easy to maintain. This is the same type floor that was installed
at Fire Station #1 when it was constructed. This project was deferred from the
2004 budget.
Staff has reviewed and received adequate references.
Motion by Trustee Yusuf, seconded by Trustee Kennedy, that the Village Board
award a contract to the lowest responsive and responsible bidder, Armordillo, Inc.
Chicago, Illinois, for the Fire Station #2 Floor Resurfacing, subject to staff
review, for a lump sum cost of $20,935.00. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
4) 2005 Replacement Calcium Chloride Storage Tank
Three sealed bids were opened on Friday, November 18, 2005.
The table below indicates pricing received.
Company Name
Creco, Inc.
VariTech Industries
Panner Sales Company
Lump Sum Bid
$14,395.00
$14,600.00
$145760.00
The existing single -wall calcium chloride storage tank is to be replaced with a
new double -wall tank. Double -wall design is fast becoming standard practice for
below and above ground storage tanks. The replacement tank will add a
containment level should the outer wall be breached due to whatever cause. We
experienced a minor leak with our existing tank last year. Should more than a
minor leak occur again, released product would find its way via our parking lot
storm sewer into neighboring ponds.
Staff has reviewed and received adequate references.
Motion by Trustee Aktipis, seconded by Trustee Manofsky, that the Village
Board award a contract to the lowest responsive and responsible bidder, Creco,
Inc., 24445 S. Klemme Road, Crete, Illinois, 60417, for the Replacement Calcium
Chloride Storage Tank, subject to staff review, for a lump sum cost of
$14,395.00. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
VILLAGE OF OAK BROOK Minutes Page 10 of 31 December 13, 2005
9. 4)
Nays: 0 - None
Absent: 0 - None. Motion carried.
9. C. 5) LIBRARY LANDSCAPE DESIGN
The Library Commission has met several times this summer and fall in a careful
process to determine the best design for the landscape around the Oak Brook
Public Library. The meetings were:
1) July 19th: A plan for future meetings was decided in the Commission's regular
meeting.
2) August 2nd: Public input was solicited and heard at this special meeting.
3) August 3 "d: This was a special meeting for the Commissioners to consider the
public's opinions and their own views. The Commissioners decided to initiate
a new broader plan rather than patch up the original one supplied by Land
Design Collaborative and also to solicit information on "the general concept of
the natural context of the garden" from a designer before going further in the
decision process.
4) During the next 2 weeks: The Commissioners each individually surveyed the
landscape around the Library;
5) August 17th: At this special meeting the Commissioners put together a list
of questions to give to the landscape consultant from the Morton Arboretum,
Marcy Stewart- Pyziak;
6) August 31St: At this special meeting Ms Stewart- Pyziak answered the
questions posed by the Commissioners regarding irrigation, types of trees to
use, soil amendment, handicapped accessibility, and types of plants suited to
the site.
7) September 13th Village Board meeting: The Village Board authorized staff
to seek qualifications from landscape architectural design firms, for proposed
landscape improvements at the Library and negotiate a contract with the
selected vendor, for a price not to exceed $17,000.
8) September 201h At this regular Commission meeting Commissioners reviewed
and approved a Request for Qualifications (RFQ) authorizing staff to seek
qualifications and proposals from a landscape design firm.
9) September 23 "d Ten landscape architectural firms recommended by members
of the Friends of the Library or other Villagers or otherwise suggested were
sent directly the RFQ. RFQ was posted in all the usual media used by Village
staff and seven responses were received by the closing time: Friday, October
7, at 4 :00 p.m.
10) October 12th The RFQ proposals were distributed to the Commissioners
and procedures and questions were discussed. Commissioners were to vote,
after taking a few days to review the proposals, on which candidates would be
interviewed. Staff was to invite the top three candidates to present their
VILLAGE OF OAK BROOK Minutes Page 11 of 31 December 13, 2005
9.C. 5)
proposals in person to the Commission.
Staff called to arrange meetings with the three top candidates after the
Commissioners made their choices. The design firms to be interviewed
included: Hitchcock Design Group (Hitchcock) and JJR/SmithGroup (JJR) and
Land Design Collaborative (LDC).
11) November 15th Hitchcock and JJR were interviewed at the regular
Commission meeting.
12) November 16th Land Design Collaborative (LDC) was interviewed at this
special meeting. The Commission decided to eliminated LDC. Further
discussion was put off until the next special meeting.
13) November 21" Further discussions at this special meeting led to
requesting Hitchcock and JJR return and bring their designers to clarify some
concerns.
14) November 28th Hitchcock and JJR were each interviewed. A vote was
taken by the Commissioners at this special meeting and JJR/SmithGroup was
selected by a 6 to 1 vote. Commissioners who selected JJR cited the
designers' commitment to the project, understanding of plants, solid methods
and ideas in past projects.
President Quinlan acknowledged Melissa Salazar, Chairman of the Library
Commission. Chairman Salazar thanked the Library Commission for their
dedicated service to this project. She felt that the group had come to a good
decision based on the criteria given by citizens during the public meetings.
Trustee Aktipis commented that the Library Commission did an outstanding job
pursuing the options offered. He attended many of the meetings and recognized
the hard work by the members of the Commission. He suggested to the group that
they should move forward with their recommendation, but cautioned them that the
Board might want to include this project in the overall Village beautification plan.
Trustee Kennedy felt that this project should move forward since it has been
delayed a number of times. He was impressed with the procedure that the Library
Commission used to determine their recommendation. He, however, expressed
concern that installation of an irrigation system was considered an option not a
requirement. He thought that the Board had made it clear that they felt strongly
that any landscaping should include an irrigation system. He also was concerned
that the contract did not include provisions for the consultants to review the bids
for the actual construction and make a recommendation to the Village on the
choice of the contractor.
President Quinlan agreed that the irrigation system should be part of the project
and felt that the project could move forward with the stipulation that this be
VILLAGE OF OAK BROOK Minutes Page 12 of 31 December 13, 2005
9.C. 5)
included in the project construction.
Trustee Craig asked whether all parties involved with the Library were in
agreement. Chairman Salazar indicated that there had been no opposition to
moving forward with the Commissions recommendation and felt that there had
been sufficient representation from all groups at the meetings held.
Motion by Trustee Sanford, seconded by Trustee Yusuf, that the Village Board
award a contract to the most responsive and responsible bidder, JJR/SmithGroup,
30 West Monroe, Suite 1010, Chicago, Illinois 60603, for landscape design work
at the Oak Brook Public Library, subject to staff review, for a lump sum cost of
$17,000.00. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
6) TELECOM & FIBER OPTIC PROJECT
The Village Board, at its meeting of June 28, 2005, approved contracts with TDSi
for telephone and fiber consulting services and authorized staff to obtain
proposals for telephone systems and fiber upgrades.
Exhibit #I — Fiber Optic, Network and Telecom Summary. The highlighted center
of this spreadsheet shows all of the work to be completed at this time. The items
proposed for approval at the December 13, 2005 meeting are so indicated. The
other items listed will either come back to the Board at a future meeting, be
approved by the Village Manager, or may not be needed.
Exhibit #2 — Fiber Optic Upgrades, and Exhibit #5 — Telecommunications System
Replacement, summarize the proposals received for each project and provide
back -up for the above recommendations.
Exhibit #3 —Expanded Implementation Assistance —Fiber Project. This proposal
from TDSi accounts for additional construction management work than was
anticipated when the original contract with TDSi was approved. It adds time for
more site inspections, punch list follow -up, responding to contractor questions
and an additional final inspection to verify all items have been completed
correctly.
Exhibit 44 — Network Design - Once proposals were received for both the fiber
optic and telecom projects, it became clear that we should look at doing some
additional work on the underlying data network (on which the telephone system
VILLAGE OF OAK BROOK Minutes Page 13 of 31 December 13, 2005
will operate) in order for the Village to provide a good voice and data system.
Exhibit #4 is a proposal from TDSi to do a thorough analysis of our entire data
network. This added work is needed to provide an adequate network for the
telephone system to run on and will show us improvements to be considered in
future years. Although the current data network operates satisfactorily, this design
work will improve the network to accept the anticipated increased usage for many
years to come.
VILLAGE OF OAK BROOK Minutes Page 14 of 31 December 13, 2005
9. C. 6) a) FIBER OPTIC CABLE RESTORATION
Bruce F. Kapff, Director of Information Services & Purchasing explained that
the Village had a fiber optic cable plant connects all of the Village buildings,
primarily services the Sports Core properties and is what the data network runs
on right now. There are improvements that need to be made to it for it to be
more durable and to move into the future when it would be required that it
carries more band width for data and voice.
b) FIBER OPTIC CONSTRUCTION MANAGEMENT — ADDITIONAL
SERVICES
Director Kapff indicated that during the scope of the project it was determined
that additional construction management services would be required.
c) NETWORK DESIGN
Director Kapff indicated that again during the determination of the scope of the
project it was recognized that the telecom part of the project would be running
over the fiber optic plant and that additional network design both from an
equipment standpoint as well as from a computer logic standpoint would be
required.
d) TELECOMMUNICATIONS SYSTEM REPLACEMENT
Director Kapff reminded the Board that this was a project that has been
discussed for a number of years. He described the present system as a Centrex
which is an antiquated system and costs more than more modern systems. It
was determined to hire a consultant to help with the proposals because staff are
not telecom experts. The consultant prepared the RFP along with staff, twelve
proposals were received and reviewed and a matrix was prepared for costs over
ten years. Based on the information, the best value package was Sound, Inc.
President Quinlan suggested that the Board would not like to revisit this for at
least ten years and that the current Board is willing to invest in quality, he
asked Director Kapff if he felt this was the proposal that he would like to see
initiated. Director Kapff responded that he was relying on the consultant's
recommendations. He indicated that it was always possible to spend more, but
the challenge is a balancing act to find a good system without spending the
most amount of money. Director Kapff indicated that the consultants had
recommended other systems including Cisco systems for other clients, we
purchase Cisco equipment because we believe it is good equipment, but based
on total best value, the Cisco telephone proposal did not prove to be the best
total value based on the analysis.
VILLAGE OF OAK BROOK Minutes Page 16 of 31 December 13, 2005
9. C. 6) Trustee Kennedy asked whether during the review of the network might it be
determined that the problems with the data network would require the Village
to buy additional or new software or equipment to support the telephone
system. Director Kapff introduced Bernie Schaaf of TDSi who indicated that
the data network upgrades that were needed for the recommended package
were considerably less costly than the upgrades needed for the Cisco proposal.
He felt that the best compromise to make and the best system to choose was
solid traditional telephony that is known to work. He indicated that there will
be a solid, bullet -proof network between buildings.
Trustee Aktipis commented that the system proposed was based on localized,
old technology. He asked whether the localized old fashioned technology
would accommodate the needs of the Village long term. Mr. Schaaf
responded that new technology was included within the system and is adapted
to the more traditional (not old technology) Time Division Multiplexing
(TDM). He explained that other clients have had the same decision and
because of the critical nature of Fire and Police Departments went with the
traditional systems because it is known to work and there have been some
problems with the new technology.
Trustee Yusuf asked what the advantage was to the VoIP (voice over internet
protocol) technology. Mr. Schaaf responded that VoIP allows you to use one
cable for both phone and data terminals so that if you were building a new
building it would save money. He indicated that the greatest advantage in his
view was that you would be able to move a phone anywhere you want, plug it
in and it would work. He added that it was determined that there was not a
need for that convenience in the Village.
Trustee Yusuf asked if there were a lot of problems with the new technology.
Mr. Schaaf responded that there have been problems. He added that Cisco is a
reputable organization that stands behind their product.
Trustee Aktipis asked the cost differential between the recommended system
and the Cisco system and President Quinlan also asked if Cisco's system was
the most sophisticated system. Mr. Schaaf responded that Cisco's was one of
the newest and the largest manufacturer but not necessarily the most
sophisticated.
Mr. Schaaf responded to Trustee Craig's concern that Cisco had not had an
opportunity to respond to any of the discussion that TDSi was an objective
entity and had no reason to be against Cisco. He added that they were given
another opportunity to look at the data network a second time that other
vendors did not. He also indicated that the proposal itself was lacking
VILLAGE OF OAK BROOK Minutes Page 17 of 31 December 13, 2005
9.C. 6)
documentation that it should have had, but it was still considered. TDSi just
felt that this was not the best investment right now for the Village of Oak
Brook. It was determined that the differential between the two proposals was
approximately $50,000 or about 10% of the project over ten years.
Trustee Kennedy reiterated his concern for the network design and again asked
if that should not be done prior to making a decision. Mr. Schaaf responded
that if the direction was toward VoIP that would definitely be necessary and
would raise the budget. He added that the network design recommended for
this project was not related to the new phone system, but to provide a long
range plan of what would be required over the next few years.
President Quinlan asked Mr. Crow from Cisco Systems to provide information
on the VoIP technology. Mr. Crow commented that the Village would have
the new phone system for at least ten years. He addressed concerns that
changes in technology can make current system suppliers unable to compete
and exit the phone system market leaving customers without service. He
reiterated that the system recommended is old technology. He suggested that
the Cisco system would be more flexible in providing upgrades as they become
available over the next ten to fifteen years. He added that their proposal
included a brand new end to end data network (at a higher cost) and although
the Village may not have been ready to replace their seven -year old network it
would provide a new voice, video and data network which is state of the art
and supportable.
President Quinlan suggested that he felt he would not be able to cast a vote at
this time because too many questions have been raised and NEC, the system
proposed, had not had a chance to respond. Trustee Aktipis and Yusuf agreed.
President Quinlan suggested that this item be postponed to the first meeting in
January to take some additional time to study it in order to get it right than to
make a mistake. Trustee Kennedy agreed, but hoped that the Board would be
able to make a decision at the next meeting and move forward.
Discussion ensued related to the legality of inviting two of the bidders to a
meeting to discuss their differences without inviting the other bidders.
Attorney Kubiesa indicated that there was no problem as long as changes to the
proposals were not requested.
Trustee Manofsky asked Director Kapff whether there was a reason that Cisco
was not considered. Director Kapff responded that the choice was made based
on best value. His philosophy was to find a system that meets the needs and
then look for the best value. The recommended system fits that scenario.
VILLAGE OF OAK BROOK Minutes Page 18 of 31 December 13, 2005
9. C. 6) Motion by Trustee Aktipis, seconded by Trustee Yusuf, to continue item 6) a),
b), c) and d) to the next regular Board of Trustees meeting on January 10,
2006. VOICE VOTE: Motion carried.
Trustee Aktipis complimented the staff on their work and wanted to clarify that
their additional deliberations did not question staff's judgment but just looking
at the question from a different perspective.
Village Manager Boehm also commented that when TDSi was selected as the
consultant because they have a lot of qualified people on their staff that include
experts in telephone systems, networks, data and fiber and that staff relies on
their expertise. They have worked extensively with large firms. He also added
that staff would enjoy the best of the phone systems but that recommendations
were with the thought of value.
D. POLICE DEPARTMENT REORGANIZATION DISCUSSION
The current organizational structure of the Oak Brook Police Department was
developed and implemented approximately twenty years ago. While there has been
expansion over the years with the addition of personnel, specialty units, and
substantially increased investigative duties and responsibilities, the structure has
remained static. Over time this has resulted in a somewhat blurred chain of
command, an ever increasing workload on the Division Commanders and
overlapping responsibilities.
After careful review of our department operations over the past few months, I have
concluded that we can work more efficiently and effectively under a revised
organizational structure. It is clear that there are three distinct divisions working to
complete their mission under the current two division arrangements.
The Field Division is well defined and should remain basically as is. The Support
Services Division however has become overloaded and haphazardly structured due to
the ever increasing demands placed up it. Investigations, Records and Records
Management, the Communications Center and coordinating the training for the entire
police department has all become far more technical and complex in nature over the
past twenty years.
I propose that we create a third division to address these issues. Based on the
continuing trend towards more intricate and time consuming criminal investigations,
as well as the obvious need for Detective's to play a greater role in gathering and
disseminating intelligence, it is clear the department needs a separate Investigations
Division. In addition, I firmly believe that by adding Crime Prevention and a TAC
Unit to the Investigations Division, we can have a direct impact on criminal activity
VILLAGE OF OAK BROOK Minutes Page 19 of 31 December 13, 2005
9. D.
within the Village. The Crime Prevention Unit will be accountable for working
together with all our business partners, including the Oak Brook Center Mall, as well
as other groups within the community, such as the Homeowners Association.
The TAC Unit will be directly responsible for covert patrol and surveillance. They
can respond rapidly to changing crime patterns, serve arrest warrants and augment
Detective's, should a high profile case require additional manpower. A recent trial
period with the TAC Unit proved very successful.
Structure:
Based on the 2005 organizational chart, the Police Department is currently authorized
for eight Sergeants and two Lieutenants, for a total of ten Supervisors. The
Lieutenants are designated Division Commanders. Of the eight Sergeants, six are
assigned to the Field Division, one as the Accreditation Manager and one as
Detective Sergeant.
Chief Sheahan proposes the Village realign the Supervisors in the following manner
in accordance with the proposed 2006 organizational chart. Three supervisors will be
assigned as Division Commanders. Six will be assigned to the Field Division, three
as Watch Commanders, and three as Shift Commanders. The position of
Accreditation Manager will be eliminated and the Support Services Division
Commander will oversee the CALEA program. The remaining supervisor will be
assigned as the Detective /TAC Sergeant.
Based past experience, Chief Sheahan believes that in order for a department head to
best assemble a cohesive management team, he must be able to choose his Division
Commanders based on their knowledge, skill set, and ability to work towards
established organizational goals and objectives. To best achieve this, Chief Sheahan
recommends appointing the Division Commanders from the Sergeants ranks, and
eliminate Lieutenants. Appointed Division Commanders would be paid a stipend
due to the increased workload and added responsibility.
Historically the department has staffed Division Commander positions with
Lieutenants, however Chief Sheahan does not believe that rank alone entitles any
officer to a given assignment or position on the management team. If the officer,
whether a Lieutenant or Sergeant, is not performing up to standards or meeting goals,
they would be reassigned much like any other officer.
Trustee Yusuf commented that he would like to keep the structure as is currently is.
Trustee Craig asked why the Village of Oak Brook needed three divisions with
VILLAGE OF OAK BROOK Minutes Page 20 of 31 December 13, 2005
9. D.
commanders.
Chief Sheahan clarified issues regarding his concerns about using Lieutenants as
Division Commanders. He indicated that the concern was not related to the process
of the Board of Fire and Police Commissioners, but to the subjective portion of the
examination. His response to Trustee Craig's question was that currently the
department operational structure included two divisions. He described the Field
Operations as the day to day operation of the three shifts which would stay virtually
the same. He indicated that the Support Services Division however has become
overloaded and haphazardly structured due to the ever increasing demands placed up
it. Investigations, Records and Records Management, the Communications Center
and coordinating the training for the entire police department has all become far more
technical and complex in nature over the past twenty years. He felt that Based on the
continuing trend towards more intricate and time consuming criminal investigations,
as well as the obvious need for Detective's to play a greater role in gathering and
disseminating intelligence, it is clear the department needs a separate Investigations
Division. As part of this division, there would be a tactical unit that would provide
officers with extensive training which includes being proactive within the malls,
assisting DUI enforcements and in areas that target crime to make Village
neighborhoods, schools and malls safer. He felt his would help beef up the
investigative and tactical tasks of the department.
Trustee Craig asked why he suggested eliminating the Lieutenant position.
Chief Sheahan responded that he has worked in structures with both Lieutenant
positions and Division Commander positions. He felt it was important to be flexible
in the ever changing needs of law enforcement and he wanted the ability to choose
the officers he felt would work together as a team.
Trustee Craig expressed concern that if the Lieutenant position was eliminated, the
Village could be sued based on the previous, expired Lieutenant list. Attorney
Kubiesa did not believe that if a lawsuit was filed that it would be successful.
Trustee Craig asked if he was asking for an additional sergeant. Chief Sheahan
indicated that he was not looking to add personnel, just reassign.
Trustee Craig commented that when Chief Sheahan was hired he was asked to review
the operations of the department and he asked Chief Sheahan whether he felt that this
reorganization was in the best interest of the citizens of Oak Brook. Chief Sheahan
responded that anything he did was in his opinion in the best interest of the citizens of
Oak Brook.
VILLAGE OF OAK BROOK Minutes Page 21 of 31 December 13, 2005
9. D.
Trustee Craig asked about the budget impact of eliminating the Lieutenant positions.
Chief Sheahan responded that there would be a slight savings.
Trustee Craig stated that he had done some research regarding local police
departments and their command structures. He indicated that his survey indicated
that five local departments did not have a Lieutenant rank.
Trustee Aktipis commented that through a management perspective and that the best
management policy is that when you select a department head you give them the
leeway to organize in the manner that is most effective and efficient for the
department based on the judgment of the department head. He suggested that the
Village has a Chief that has his confidence and he trusts that the rest of the Board
feels the same. He felt that the Chief should be given the responsibility of running
the department.
Trustee Sanford agreed with the organizational change of the department, however,
he did not agree with the promotion process. He did not agree with the appointment
process for promotions because he felt that the Police Department was subject to the
rigors and contention that comes with dealing with the public. He agreed that as a
Chief the ability to appoint would provide flexibility, however the disadvantage of
appointed positions is that it opens the Police Department to politics. He defined
politics as interdepartmental favoritism, members of the Board attempting to
influence the police department, etc. He added that the Legislature created the Board
of Fire and Police Commissioners as a functioning way of non - politicizing
promotions within a department and they did it for a very good reason. He reiterated
that the Lieutenant structure where they are able to work independently within the
laws and rules and regulations. He felt that without that independence it left the
command open to currying favor with the department head. He reiterated the role of
the Board of Fire and Police Commissioners. He felt that this process was more
objective.
Debate ensued regarding the difference between promotions based on a testing
process or appointment by the Police Chief.
Trustee Kennedy agreed with the organizational changes but his opinion based on
reading state statutes is that the Village of Oak Brook as a non -home rule community
must make all appointments to rank through the civil service Board of Fire and Police
Commissioners except for the Chief and two Deputy Chiefs. He felt that the law was
very clear. He added that since the Village has gone through a period of time that
there have been perceived concerns that the department is not as it should be, this was
the wrong time to make radical changes to the procedures for making promotions.
Trustee Manofsky complimented the Chief and the department and commented that it
VILLAGE OF OAK BROOK Minutes Page 22 of 31 December 13, 2005
was time to have this discussion because public debate is essential.
Trustees reiterated their support of the organizational changes and the proactive
programs initiated.
Motion by Trustee Yusuf, seconded by Trustee Manofsky, that the Board of Trustees
approve the reorganizational structure and provide direction for the Division
Commander's title or rank.
Trustee Kennedy asked for clarification as to what the motion will include. President
Quinlan clarified that what the motion will include is approval of the structure
moving to the three supervisory levels and that those positions would be tested
positions for the rank of Lieutenant.
Trustee Yusuf amended his motion to "approve the reorganization structure with the
provision that the Division Commander rank would be filled with tested Lieutenant
positions." Trustee Manofsky withdrew her second. Trustee Sanford seconded
Trustee Yusuf s amendment. ROLL CALL VOTE:
Ayes: 4 - Trustees Kennedy, Sanford, Yusuf and President Quinlan
Nays: 3 - Trustee Aktipis, Craig and Manofsky,
Absent: 0 - None. Motion carried.
E. DISCUSSION OF MISSION STATEMENT AND GOALS FOR THE SPORTS
CORE
Trustee Manofsky has requested that the Village create and adopt a Mission
Statement for the Sports Core. Several Trustees provided input into this matter and
staff created a draft broad -based statement which was modeled after the Mission
Statement for one of Oak Brook's prominent Corporations. On November 4, 2005 the
following draft was sent to the Board; several Trustees commented that the draft
statement was not strong enough in conveying their thoughts.
MISSION:
To leverage the talents and strengths of our organization and the natural setting of the
Sports Core in order to be a unique and high quality banquet and entertainment
experience.
VISION:
Ensure that our organization finds new ways to challenge itself to produce the best
dining experience year after year within the parameters of sound government and
fiscal responsibility.
VILLAGE OF OAK BROOK Minutes Page 23 of 31 December 13, 2005
9. E.
Ensure that the Oak Brook Community and guests of the facility find stellar menu
options, service second to none and ever changing activities.
Ensure that our employees rise above normal standards to establish a complementary
and effective force in order to run a great facility.
Recommendation
That the Board discuss the statements contained in the second draft.
MISSION:
To leverage the talents and strengths of our organization and the natural setting of the
Sports Core in order to provide a unique and high quality dining and entertainment
experience
OPERATIONAL OBJECTIVES:
Treat the Village's Sports Core as one facility in terms of budgeting and operations.
Operate the Sports Core on a self - sufficient basis that is supported by 100% user fees.
Governmental and civic groups will pay for their use and /or food and beverage at the
break -even rate excluding overhead.
Resident groups of 10 or more will pay for food and beverage at the break -even rate
excluding overhead and shall not be subject to the minimums.
Homeowners Associations will pay the break -even price for food and beverage
excluding overhead and shall not be subject to minimums.
That the Village Board will, if needed, provide a general fund subsidy to cover the
overhead charges waived for the above referenced groups.
Minimums contained in the Sports Core Ordinance will be adhered to unless waived
by the Village Board or as otherwise listed above.
The facilities and amenities of the Sports Core are to be promoted through various
advertising strategies in order to target specific markets which will generate revenues
to help attain financial viability.
Ensure that our organization finds new ways to challenge itself to produce the best
dining experience within the parameters of sound government and fiscal
responsibility.
VILLAGE OF OAK BROOK Minutes Page 24 of 31 December 13, 2005
9. E.
Ensure that the Oak Brook Community and guests of the facility find menu options
and service second to none.
10.
Create additional programming opportunities that will encourage more resident
participation.
Ensure that our employees provide exemplary customer service in all aspects of the
operations.
Trustee Manofsky asked to bring this forward because the budget has been passed,
but direction has not been given as to how bookings should be made. She wished to
limit the annual loss of funds and provide staff direction when booking events. She
felt that a previous mission statement stated exactly what was appropriate. It said "to
operate the Sports Core on a self - sufficient basis, that is, it should be one hundred
percent supported by user fees." It added that the Sports Core would be taken as a
whole. She agreed, but in addition she felt that each unit to strive for self - sufficiency.
She expressed concern about the governmental and civic group fees and she
advocated the closing of the facility for the months of January, February and March.
She was willing to defer the discussion
Motion by Trustee Manofsky, seconded by Trustee Aktipis, for approval of the
Mission Statement and Operational Objectives provided to the Board.
Trustee Kennedy felt that this statement needed a lot of work and a lot of
consideration. He expressed concern for the standards for cost recovery in each of
the units and it needs additional discussion.
Trustee Sanford expressed concern for the issues that would arise if the Clubhouse
were closed for three months. He was concerned about losing personnel because
staff was striving for excellence and felt that could make it difficult to achieve.
Interim Manager of the Bath & Tennis Club agreed that in the context of consistency
for clients it could cause difficulties.
Trustee Aktipis expressed that it was time to address this issue.
Motion by Trustee Manofsky, seconded by Trustee Aktipis to amend her motion to
continue this discussion to the Regular meeting of the Board of Trustees on January
249 2006. VOICE VOTE: Motion carried.
NEW BUSINESS:
VILLAGE OF OAK BROOK Minutes Page 25 of 31 December 13, 2005
10. A. CONFIRMATION OF APPOINTMENTS —None presented.
B. ORDINANCES & RESOLUTIONS
1) AN ORDINANCE ADOPTING A COMPREHENSIVE AMENDMENT TO
CHAPTER 2 (VEHICLES FOR HIRE) OF TITLE 4 (BUSINESS AND
LICENSE REGULATIONS) OF THE VILLAGE CODE OF THE VILLAGE OF
OAK BROOK, ILLINOIS
In order to protect residents and visitors of Oak Brook the Village Clerk has
requested additional restriction categories for taxicab drivers with criminal
backgrounds. Ordinance 2005 - 792, An Ordinance Adopting a Comprehensive
Amendment to Chapter 2 (Vehicles for Hire) of Title 4 (Business and License
Regulations) of the Village Code of the Village of Oak Brook, Illinois provides
additional protections to support denial or revocation of taxicab driver licenses
where necessary.
Further, Assistant Village Attorney O'Connell has recommended deleting the
requirement for the Village to be a certificate of insurance holder and additional
insured. Assistant Village Manager Moline suggests this opens the Village to
more legal liability rather than protection. Future Village Code changes will be
recommended for other license categories that carry this stipulation.
Trusted Kennedy suggested several scrivener error corrections.
Motion by Trustee Aktipis, seconded by Trustee Sanford, for passage of
Ordinance 2005 - 792, An Ordinance Adopting a Comprehensive Amendment to
Chapter 2 (Vehicles for Hire) of Title 4 (Business and License Regulations) of the
Village Code of the Village of Oak Brook, Illinois. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
2) AN ORDINANCE ADOPTING A COMPREHENSIVE AMENDMENT TO
TITLE 12 ENTITLED, "VILLAGE RECREATIONAL FACILITIES" OF THE
VILLAGE CODE OF THE VILLAGE OF OAK BROOK, ILLINOIS
The revisions to the Bath and Tennis Club include an increase of $50 across -the-
board in all unlimited usage in the categories of resident, senior resident and
corporate memberships with a $25 increase in the limited usage categories of
resident and senior resident tennis associate. Staff has planned these rate changes
to allow for inflationary increases and to cover the operational expenses in 2006.
As mentioned in the December 13, 2005 Board meeting agenda, Item 10.13.2,
proposed below is also the removal of the whirlpool /spa from the pool facility.
VILLAGE OF OAK BROOK Minutes Page 26 of 31 December 13, 2005
10. B. 2)
The revisions to the Golf Club are nominal increases in the golf rates and one
change in the rules section for golf carts regarding driving carts in the parking lot.
Motion by Trustee Craig, seconded by Trustee Aktipis, for passage of Ordinance
G -795 Adopting a Comprehensive Amendment to Title 12 Entitled, Village
Recreational Facilities of the Village Code of the Village of Oak Brook (Sports
Core Ordinance) ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
3) AN ORDINANCE APPROVING THE 2006 SALARY PLAN AND AN
AMENDMENT TO THE SALARY ADMINISTRATION POLICY FOR NON -
REPRESENTED EMPLOYEES OF THE VILLAGE OF OAK BROOK,
ILLINOIS
Motion by Trustee Aktipis, seconded by Trustee Kennedy, to continue this topic
to the Regular meeting of the Board of Trustees of January 24, 2006. VOICE
VOTE: Motion carried.
C. AWARD OF CONTRACTS
1) BATH & TENNIS CLUB - POOL MANAGEMENT COMPANY
The Bath and Tennis Club manages three swimming pools and the beach through
an organizational structure of a Seasonal Part-Time (SPT) Aquatics Director, SPT
Assistant Pool Manager, and SPT Lifeguards which include the Swim and Dive
Team Coaches. As noted, these positions are seasonal part-time, and are
generally filled with lifeguards that return each season and are promoted to the
various levels of responsibility. All lifeguards are certified (Red Cross Ellis, etc.)
and in- service training on the pool are coordinated by Bath and Tennis
Management and the part-time staff employed by the Village. In an effort to
improve the overall level of operations of the pool, Bath and Tennis Staff
interviewed two separate companies that specialize in pool management and pool
operations on a contractual service basis. The areas of improvement sought by
staff through this privatization effort are the following:
1. Improve the overall safety management and accountability programs enforced
by the seasonal pool staff,
2. Establish continuity with pool management staff and programs, as opposed to
the current plan which fluctuates based on availability of employees from year
to year;
VILLAGE OF OAK BROOK Minutes Page 27 of 31 December 13, 2005
10. C. 1)
3. Improve the level of structure of lifeguard responsibilities and in- service
trainings;
4. Improve the programming to members such as swimming lessons, dive
lessons, and swim team; and
5. Establish a means to gain better control of annual personnel costs through
contracting.
Bath and Tennis staff and Manager's Office staff interviewed Chicagoland Pool
Management Inc., and J. Ellis Pool Management. Of the two companies, J. Ellis
provided the most concise and complete scope of services and proposal which
demonstrated a very clear and strong understanding of the goals that the Village
has for the 2006 Pool Season. The proposal includes seasonal personnel costs of
all lifeguards and pool managers, and the hiring and training of all pool staff by J.
Ellis and Associates for the 2006 Season. In addition, the proposal includes the
daily operations of the pool assigned to the guards including the chemical
sampling, brushing and vacuuming of the pools, maintenance and operations of
the pumps and filters, daily cleaning of the facility and locker rooms, and
monitoring of all rules and regulations of the pool facility including supervision
of all activities on the lake and beach. The Village would still be responsible for
billing, opening and closing of the pool for the season (which we have contracted
out with Aqua Pure for the past two (2) years), and desk staff (unless this is built
into the contract).
In addition, J. Ellis has vast experience with swimming programs that the Bath
and Tennis Club has long desired to improve for its membership. If the proposal
is approved, staff plans to use this element as an additional marketing tool to
families of Oak Brook and surrounding communities.
Cost of Contract:
Using the Personnel Costs for the 2004 Season at $82,462 for pool salaries (a wet
and cold season), and the 2005 Season at $99,035 (a hot season with only 5
closure days), the average part-time salary costs for the season is approximately
$90,748 (see Exhibit 1). The proposal from J.Ellis is for approximately $66,000
for the season, but does not include the costs for swim lessons, swim coach and
lifeguard time dedicated to the swim and dive team. In addition, the salary
figures for 2004 and 2005 did have additional hours included for general
housekeeping and improvements of the facility that had been long overdue. In
order to account for the additional coaching time, desk time if necessary, and
possible additional staff if determined necessary by the Bath and Tennis
department, staff is asking for a not to exceed approval of the contract with J.
Ellis of $80,000.00. This proposal has been routed to the Finance Director for
review and will be forwarded to the Village Attorney for review upon final
VILLAGE OF OAK BROOK Minutes Page 28 of 31 December 13, 2005
10. C. 1)
agreement between J. Ellis and Village Staff.
If approved, the Bath and Tennis Club will be sending the names of past
employees of the pool facility to J. Ellis to be added to the group of applicants
interviewed for the positions at pool. Recruitment will begin in January along
with marketing for the pool programs. This being the final meeting of 2005, staff
is presenting the contract for consideration by the Village Board.
Finally, staff is looking for approval to remove the existing whirlpool /spa at the
pool facility since the equipment has become a maintenance issue and presents
more problems and safety concerns than service to the members.
Trustee Manofsky indicated that Jeff Ellis & Associates, Inc. is the premier pool
company in the United States. She felt that they set the standard against which
most states set their ordinances. She added that the bid that was presented was at
a cost less than the Village paid in personnel costs last year. Trustee Manofsky
felt that a pool offers only two things, cleanliness and safety and she felt the Ellis
group was the premier provider of both cleanliness and safety.
Trustee Craig expressed the importance of having personnel that are available
through Labor Day because in the past the pool had to be closed because of lack
of personnel. Trustee Manofsky assured him that the Ellis group would have no
problem in that area which was an important factor in selecting a management
company.
Motion by Trustee Manofsky, seconded by Trustee Aktipis, to approve the
Professional Aquatic Facility Management Service Agreement between the
Village of Oak Brook and Jeff Ellis & Associates, Inc., for pool management
services for the 2006 swim season for a not to exceed amount of $80,000, subject
to Village Staff and Village Attorney approval. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
D. ISSUANCE OF 2006 SCAVENGER/SOLID WASTE HAULER 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 by the Village
Manager. Licenses are for the calendar year and the Board normally considers
recommendation at its December meeting. All of the applicants have submitted all
VILLAGE OF OAK BROOK Minutes Page 29 of 31 December 13, 2005
10. D.
the appropriate documents and fees.
Motion by Trustee Kennedy, seconded by Trustee Manofsky, to approve issuance of
a residential and commercial scavenger /solid waste hauler license to Allied Waste
Services and issuance of commercial scavenger /solid waste hauler licenses to Arc
Disposal & Recycling; Crown Recycling & Waste Services, Inc.; DisposAll Waste
Services LLC; Flood Bros. Disposal Co.; Onyx Waste Services Midwest, Inc.; Roy
Strom Refuse Removal Service, Inc.; Van Ryn Scavenger Service, Inc. and Waste
Management of Illinois, Inc. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
E. DISCUSSION OF WAIVER OF FEES — WELL PERMITS
At the November 22, 2005 Board meeting, Trustee Yusuf requested that
consideration be given to waiving the required fee for anyone wanting to construct a
private well to be used for irrigation purposes. To determine the impact that this
would have, staff was requested to look into the issue of private wells in Oak Brook.
Staff contacted the Village Plumbing Inspector who has worked for the Village for
approximately 20 years to see what history Oak Brook has with private wells. The
Inspector indicated that several private wells do exist in Oak Brook. However, to his
recollection, the Village has not processed a permit application for a new private well
in last 15 years. He also indicated that the DuPage County Health Department must
also approve any request for a private well and may also assess a separate fee.
Consensus of the'Board was that if waiving the $135.00 permit fee would provide
incentives for residents to construct a private well for irrigation issues there was no
downside.
6. I. An Ordinance Amending Chapter 4 (Fees And Bonds) of Title 10 (Building
Regulations) Of The Village Code of the Village of Oak Brook Relative To A New
Fee and Bond Schedule.
Motion by Trustee Yusuf, seconded by Trustee Kennedy, for passage of Ordinance
G -794, An Ordinance Amending Chapter 4 (Fees and Bonds) of Title 10 (Building
Regulations of the Village Code of the Village of Oak Brook Relative to a New Fee
and Bond Schedule with the amendment to eliminate the permit fee for wells. ROLL
CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 30 of 31 December 13, 2005
11 INFORMATION & UPDATES
A. VILLAGE PRESIDENT — President Quinlan offered a safe and happy holiday
season. He indicated that the Village was in sound order and the Budget that was
passed was an excellent step forward
B VILLAGE MANAGER — Manager Boehm thanked staff and the Board for their
efforts into the budget process. He wished residents happy holidays from himself and
all the staff of the Village.
C. VILLAGE CLERK — Clerk Gonnella reported that Cook County has made a number
of changes to the requirements of polling locations, but that the Village of Oak Brook
has been chosen as a polling place for the next election which is the General Primary
in March of 2006.
12 ADJOURN TO CLOSED MEETING 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,
to consider the appointment, employment, compensation, discipline, performance, or
dismissal of specific employees of the public body and 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.
Motion by Trustee Craig, seconded by Trustee Yusuf, to adjourn to Closed Meeting to
discuss minutes, to consider personnel and litigation at 10:30 p.m. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays • 0 - None
Absent: 0 - None. Motion carried.
13 ADJOURNMENT
Motion by Trustee Craig, seconded by Trustee Sanford, to adjourn the Regular Meeting of
the Board of Trustees at 10:51 p m. VOICE VOTE: Motion carried.
ATTEST.
'2� �' 4--N %Q �
Linda k. Gonnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 31 of 31 December 13, 2005
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