Minutes - 12/15/2008 - Board of TrusteesMINUTES OF THE DECEMBER 15, 2008 SPECIAL MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN OR AS
AMENDED ON APRIL 14, 2009.
1. CALL TO ORDER
The Special Meeting of the Village Board of Trustees was called to order by President
Craig in the Samuel E. Dean Board Room of the Butler Government Center at 6:31 p.m.
The Pledge of Allegiance was given.
2. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: President John W. Craig, Trustees James Carson, Jeffrey J. Kennedy,
Kathryn F. Manofsky, Moin Saiyed, Robert G. Sanford and Gerald Wolin.
ABSENT: None.
IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Mark Sterk, Village Attorney; Robert L. Kallien, Jr., Director of Community
Development; Darrell J. Langlois, Finance Director and Michael Hullihan, Public Works
Director.
3. ADJOURN TO CLOSED MEETING 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 (2c 11) and to discuss collective negotiating matters between the public body
and its employees or their representatives, or deliberations concerning salary schedules for
one or more classes of employees.
Motion by Trustee Kennedy, seconded by Trustee Wolin, to adjourn to Closed Meeting 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. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays. 0 - None.
Absent: 0 - None. Motion carried
The meeting was adjourned to Closed Meeting at 6:32 p.m.
4. RECONVENE
The meeting was reconvened at 7:45 p.m.
5. ROLL CALL
Village Clerk Charlotte Pruss called the roll with the following persons
PRESENT: President John W. Craig, Trustees James Carson, Jeffrey J. Kennedy,
Kathryn F. Manofsky, Moin Saiyed, Robert G. Sanford and Gerald Wolin.
ABSENT: None.
5. IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village
Manager; Mark Sterk, Village Attorney; Robert L. Kallien, Jr., Director of Community
Development; Dale L. Durfey, Jr., Village Engineer; Darrell J. Langlois, Finance
Director; Bruce F. Kapff, Director of Information Services & Purchasing; Michael
Hullihan, Public Works Director; Thomas Sheahan, Chief of Police and Trey VanDyke,
Sports Core Director.
6. RESIDENT AND VISITOR COMMENT — None presented.
7. CONSENT AGENDA:
All items on the consent agenda are considered to be routine in nature and will be enacted
in one motion. There will be no separate discussion of these items unless a board member
so requests, in which event, the item will be removed from the consent agenda and
considered as the first item after approval of the consent agenda
A. BUDGET ADJUSTMENTS
1) PUBLIC WORKS
B. ORDINANCES
1) ORDINANCE G -877, AN ORDINANCE REVISING THE BOND AND FEE
SCHEDULE BY AMENDING CHAPTER 4 (FEES AND BONDS) OF TITLE
10 (BUILDING REGULATIONS) OF THE VILLAGE CODE OF THE
VILLAGE OF OAK BROOK, ILLINOIS
At the December 9, 2008 Board of Trustees meeting, the Village Attorney was
directed to prepare an Ordinance which updates Chapter 4 (Fees and Bonds) in
Title 10 (Building Regulations) in relation to the Fee and Bond Schedule.
The requested action was for passage of Ordinance G -877, An Ordinance
Revising the Bond and Fee Schedule by Amending Chapter 4 (Fees and Bonds)
of Title 10 (Building Regulations) of the Village Code of the Village of Oak
Brook, Illinois.
2) ORDINANCE G -878, AN ORDINANCE REVISING PLAN REVIEW FEES
AND AMENDING SECTIONS 8 -5 -2, 8 -5 -4 AND 9 -7 -8 OF' THE VILLAGE
CODE OF THE VILLAGE OF OAK BROOK, ILLINOIS
Per action at the December 9, 2008 Board of Trustees meeting, the Village
Attorney was directed to prepare an Ordinance which updates the Village's plan
review fees in addition to increasing the fee for starting work without a permit.
The action requested was for passage of Ordinance G -878, An Ordinance
Revising Plan Review Fees and Amending Sections 8 -5 -2, 8 -5 -4 and 9 -7 -8 of the
Village Code of the Village of Oak Brook, Illinois
VILLAGE OF OAK BROOK Minutes Page 2 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008
7. C. PC REPLACEMENT AND UPGRADE
Trustee Carson asked that this item be removed from the Consent Agenda for further
discussion.
D. APPROVAL OF ADDITIONAL 2009 SCAVENGER 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. The commercial sector of Oak Brook has many
different requirements and this provision allows for them to contract with a service
that meets their needs. Pursuant to Section 4 -3 -2 of the Village Code, the Village
Board issues scavenger licenses upon recommendation of the Village Manager. The
licensing year for scavenger licenses is January 1 through December 31.
At the previous Board of Trustees Meeting the Board approved issuance of 2009
scavenger licenses to those applicants who had completed all requirements for
approval. Two recent applicants have requested licenses for 2009, Veolia
Environmental Services Solid Waste Midwest LLC and Arc Disposal and Recycling.
Both companies have provided required documentation, however there is discussion
regarding payment for Arc Disposal and Recycling due to a recent takeover by
another entity. Since Arc Disposal is a current active scavenger in Oak Brook that
license will expire as of December 31, 2008. Since Scavenger Licenses must be
approved by the Board and there will be no additional Board Meeting in December,
the request is to approve issuance of a Scavenger License to Arc Disposal and
Recycling contingent upon receipt of payment.
The requested action was to approve issuance of Commercial Scavenger Licenses to
Veolia Environmental Services Solid Waste Midwest LLC and Arc Disposal and
Recycling contingent upon receipt of payment from Arc Disposal and Recycling for
the period of January 1, 2009 through December 31, 2009.
Motion by Trustee Kennedy, seconded by Trustee Sanford, to approve the Consent
Agenda and authorize expenditures as amended. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays. 0 - None.
Absent: 0 - None. Motion carried.
8. ITEMS REMOVED FROM CONSENT AGENDA
7. C. PC REPLACEMENT AND UPGRADE
Trustee Carson asked that this item be removed from the Consent Agenda for further
discussion.
Historically, the Village had budgeted to replace desktop computers every four (4)
years and laptop computers every three (3) years. However, over the past three years
VILLAGE OF OAK BROOK Minutes Page 3 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008
7. C. the Village has deferred replacing computers, except when un- repairable, due to
Village budget restrictions. In order to keep the Village's older computers
functioning, staff has periodically upgraded memory and hard drives on older
computers, which has allowed the Village to extend the use of these computers.
The industry standard best practice is to replace computers every four years. This
may seem shocking to some, but this is also the Village of Oak Brook's Information
Service (IS) Department's recommendation in order to provide an adequate platform
to support standard business applications as well as to reduce overall maintenance
and support costs.
While it is the goal to support all departmental computers in use at the Village,
Information Services has found it necessary to develop a support policy due to the
burden that maintenance of older computers places on time and resources. Computers
that are older than five years are considered for support depending on several factors,
such as the age of the computer, the nature of the problem, parts availability, and
current operating system and software minimum requirements. Computers that are
older than five years are usually beyond their warranty, may need to be sent to the
manufacturer for repairs /upgrades or are recommended for replacement.
Clearly, computers are not going away and just as surely they will not last forever.
Hence, at any maintenance refresh cycle, there will most likely be a need to replace a
portion of the Village's computer inventory every year. From a planning standpoint,
the cost associated with purchasing new computers has remained relatively constant
for the past several years. Further, to help stabilize cost and assure procurement
quality, the Village has been contracting with specific vendors to purchase desktop
computers, laptops, and servers. This not only sustains a lower cost, but allows for
the standardization of hardware configurations and repairs. This strategy also makes
upgrades and maintenance more efficient and cost effective. The Village has been
able to obtain volume pricing, receive warranties from the manufacturers, and be
assured of in -house support by certified technicians if problems occur.
Occasionally, software changes accelerate computer obsolescence for a given
department. Implementing a new financial software package, for example, might
require replacing the four, or five, year -old machines listed on the inventory for those
affected individuals. While IS tries to set minimum purchasing standards, there are
occasions when an individual or group of staff members need better than the
minimum to run the software. Situations such as specialized research software needs,
intense graphical applications, or even some high -end administrative software
functions occasionally dictate computers beyond the normal minimum configuration.
It's worth noting that there may also be additional environmental reasons to consider
when replacing older computers. Newer machines have better power saving features.
As one example, older (CRT) monitors consume 76 watts on average, while a newer
flat screen (LCD) monitor only consumes 20 watts during the average workday.
Reducing the number of older computer systems will help decrease the energy
consumption for the Village, creating a more sustainable community environment.
VILLAGE OF OAK BROOK Minutes Page 4 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008
7. C. Village's Current Computers:
The operating system (OS) on 75 of the Village's oldest computers is still Windows
2000. The National Security Agency (NSA), a branch of the Federal Government,
states that Windows 2000 is NOT RECOMMENDED for security- critical
environments. It lacks important security features which are available in Windows
XP and Vista. Microsoft currently provides security patches for Windows 2000, but
the product is in its Extended Support Period, and this will end in June 2010. NSA
recommends upgrading as soon as possible.
The rest of the Village's computers are already using the Windows XP operating
system, which Microsoft will continue to support until April 2010. In order to
upgrade the Village's oldest computers to XP they will require an increase in memory
and hard drive space, but 35 computers are simply too old (6 to 10 years) and do not
have the capacity to accept the necessary amount of memory. As a result, staff is
recommending that these computers be replaced. As for computers that can be
upgraded, staff has recently ordered additional memory to extend their use.
Following a review by Trustee Carson, staff re- examined their original
recommendation. A complete analysis of each computer, including processor,
memory, hard drive capacity, operating system, and year purchased and current use
was then conducted. Although staff concluded that the same number of computers
(35) still should be recommended for replacement, staff created a three -level (Basic,
Standard and Advanced) computer standards structure to better replace computers
based on functionality. Of the 35 recommended replacement computers, 23 are the
Basic model at a cost $616.12 each and 12 are the Standard model at a cost of
$820.81 each. This results in a savings of $3,644.57 over the previous
recommendation without losing functionality.
Trustee Carson indicated that he would vote for these upgrades, but had a concern for
the number of computers in the Village. He asked that staff look into the quantity of
computers required. IT Director Kapff responded that there were shared computers,
nbt's in vehicles, the library had public use PC's and there were a few laptops for
offsite training and presentation usage.
Trustee Kennedy expressed concern for what he thought were extra vehicles that
were being unused which might have computers in them. Police Chief Sheahan
responded that in the Police Department there were a few extra vehicles some of
which are used for court and training which saved on mileage and were also tactical
vehicles. The Board was assured by Manager Niemeyer and the Police Chief that it
would be watched closely.
Motion by Trustee Carson, seconded by Trustee Kennedy, that the Village Board
approve the purchase of 35 replacement computers and waive bidding, as the
proposed purchases will be directly from the manufacturer (Dell) and their proposal
is comparable with competitively bid purchases through governmental joint
purchasing cooperatives ROLL CALL VOTE:
VILLAGE OF, OAK BROOK Minutes Page 5 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008
7. C. Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
9. UNFINISHED BUSINESS
A. ORDINANCES AND RESOLUTIONS
1) ORDINANCE 5 -1248, AN ORDINANCE ADOPTING THE BUDGET OF THE
VILLAGE OF OAK BROOK FOR 2009
On December 6, 2008, the Village Board held a workshop meeting to discuss the
draft 2009 Budget and 2009 -2013 Five -Year Financial Plan. A formal Public
Hearing on the 2009 Budget was held on December 9, 2008. At the meeting on
December 6, 2008 the Village Board directed a number of changes to be made,
which are as follows:
• The 2009 Budget shall be based on flat sales tax revenue instead of the 3%
assumption contained in the draft budget.
• The proposed budget for all full time and regular part time salary line items
and related benefits shall be reduced by 1% in order to reduce the overall
personnel cost increase.
• In order to preserve General Corporate Fund reserves, the equipment
replacement charges budgeted for 2008 in the General Corporate Fund shall
be rescinded and the $400,000 proposed for 2009 shall be removed from the
budget.
• The remainder of the General Corporate Budget for 2009 shall be revised
until such time as the "2009 Change in Cash" is below a decline of $200,000,
which is approximately the amount budgeted for new Forestry expenditures.
The revised 2009 Budget as presented takes into account all of the Board directed
changes as well as the following staff recommended changes:
• The Garage Fund chargeback to a number of funds and programs has been
reduced from $800,000 to $675,000 in recognition of significantly lower fuel
costs.
• The lower level washroom remodeling project ($25,000) and Public Works
kitchenette remodeling ($10,000) will be deferred until at least 2010.
• The amount budgeted for work on Old Butler School has been reduced from
$50,000 to $30,000. All of this amount will likely be spent on mold
removal.
• In Legislative and General Management, the amount budgeted for computer
related capital expenditures was reduced by $5,000 and the amount budgeted
for reception and entertainment in the Board of Trustees budget will be
reduced by $12,500. This change will likely result in the elimination of the
Board and Commission Dinner and the Employee Holiday Party.
• In Finance, a number of line items were reduced totaling approximately
$2,800.
VILLAGE OF OAK BROOK Minutes Page 6 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008
9. A. • In Public Works, $2,700 was removed from the General Equipment budget.
1) • In the Library, $5,900 was removed from a number of different line items.
• In the Police Department, a part time telecommunication operator was
removed resulting in savings of over $32,000. This change increases the
FTE reduction in Police from 2.5 to 3.0.
• In the Fire Department, approximately $23,500 was eliminated in a number
of line items.
• In Community Development, the amount budgeted for consulting related to
the Commercial Revitalization Plan was reduced from $30,000 to $26,900.
In total, the 2009 operating budget for the General Corporate Fund has been
reduced by approximately $325,000 from the amount contained in the original
draft budget discussed on December 6, 2008.
After making all of these adjustments, the projected decline in cash balance for
2009 in the General Corporate Fund is $173,715, which is below the Village
Board directed target of $200,000. The projected ending cash balance is
$9,167,459, which is $799,805 more than projected in the initial 2009 Draft
Budget. The ending cash balance is $223,198 below the six month operating
reserve requirement of $9,390,658, which equates to approximately 5.86 months.
2009 Budget for the Water Fund has been increased by $95,000 for engineering
services (Account 451- 76200) and $1.8 million for constructions costs (Account
451- 91000) related to water main work on West 22nd Street. In the Infrastructure
Fund (Account 461 - 76200), the budget has been increased by $48,100 for
engineering design for the street lighting part of West 22nd Street.
Trustee Carson expressed his concern for the fact that this was not a balanced
budget even though it was very close and would not vote for it.
Motion by Trustee Manofsky, seconded by Trustee Kennedy, for passage of
Ordinance 5 -1248, An Ordinance Adopting the Budget of the Village of Oak
Brook for 2009. ROLL CALL VOTE:
Ayes: 5 - Trustees Kennedy, Manofsky, Saiyed, Sanford and Wolin
Nays: 1 - Trustee Carson.
Absent: 0 - None. Motion carried.
B. AWARD OF CONTRACTS
1) VILLAGE HALL SECURITY CAMERAS
The current Village Hall security camera system was originally installed in 1998
with a 6 camera configuration. The entire system was expanded in 2003 during
the Village Hall building expansion project — the current system utilizes 32 analog
cameras of which 5 are no longer working. The original vendor also installed an
audio video recording system in the Police Department secure interview room that
includes a digital recoding system with a backup VHS tape recording system.
VILLAGE OF OAK BROOK Minutes Page 7 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008
a
B. 1) The current 32 camera system continues to experience sporadic failures and is not
covered by a maintenance agreement with the system vendor — Closed Circuit
Innovations (CCI). The system is proprietary, which limits the level of support the
Information Services Department is able to provide. The manner in which the
system stores and retrieves data is unreliable and does not meet the evidentiary
needs of the Police Department (maximum storage of 10 days). To search for
information is a time - consuming manual process. The lack of quality recordings,
particularly in the PD Booking area, has created problems at Court when Officers
have had to explain why we do not have a quality recording system. This system
also requires 110 volt power to each camera, which is clearly visible and could
easily be unplugged by the public.
The digital recording system within the secure interview has failed. The Police
Department currently relies on the backup 2 -hour VHS tape system for recording
interviews.
The Village issued a Request for Proposals (RFP) that addresses replacing the 32
camera system and adding 6 additional cameras in the Police Department and S.E.
Dean Board Room. Also included in the RFP is an option to replace the audio and
video recording equipment in the Police Department secure interview room.
38 Camera System
The proposed 38 camera digital system will operate on an independent IP (Internet
Protocol) network on the Village's Fiber Optic network and is designed to be
expanded to serve all Village buildings in the future. The proposed purchase
contains the following components:
• MidCo, Inc., Burr Ridge will provide and configure the system which includes
the necessary hardware, software, and wiring.
• CDWG, Inc., Vernon Hills will provide the hardware to connect the camera
system to the Village's fiber optic network.
Purchase Options
• Option I — 38 Camera System as outlined above
MidCo -- $733358.00
CDWG — $17,361.39
Total cost -- $90,719.39
• Option 2 — 16 Camera System that includes the Police Department lower
"Booking Area" only.
MidCo -- $41,836.08
CDWG — $11,645,49
Total cost -- $53,481.57
• Option 3 — Attempt to have current vendor repair the existing system
Pricing for this option requires the vendor to come on -site to evaluate the
equipment.
VILLAGE OF OAK BROOK Minutes Page 8 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008
9. B. 1) Police Department Secure Interview Room
The proposed digital recording system incorporates a redundant digital audio /video
recording system that will be located in the Detective Division office area. The
system is designed to be monitored by Department Investigators along with States
Attorney representatives. This type of system is currently being used by several
surrounding Police Departments including the City of Chicago.
Purchase Options
• Option 1 — Redundant recording system
MidCo -- $5,779.50
• Option 2 — Purchase a digital video recorder and continue to use the
current VHS system as a backup. The system will remain in the storage
closet within the secure interview room. Remote monitoring will not be
included.
Best Buy and other vendors -- $299.00
• Option 3 — Attempt to have current vendor repair the existing system
Pricing for this option requires the vendor to come on -site to evaluate the
equipment.
Trustee Kennedy asked whether the items were proprietary since we had a
problem with that issue previously. James Fox of the IT Department responded
that although the software was propriety the software and the rest of the
equipment provided considerably more flexibility than previous packages.
Trustee Sanford asked whether it was possible to phase into the project rather
than purchase them all at one time. Mr. Fox responded that that was possible.
Motion by Trustee Saiyed, seconded by Trustee Kennedy, that the Village Board
award the following purchase subject to staff review to MidCo, Inc , Burr Ridge,
in the amount of $73,358 for the installation of a Building Security Camera
system. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
Motion by Trustee Saiyed, seconded by Trustee Kennedy, that the Village Board
award the following purchase subject to staff review to CDWG in the amount of
$17,361.39 for network switches, fiber connectors, and maintenance. ROLL
CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 9 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008
9. B. 1) Motion by Trustee Saiyed, seconded by Trustee Kennedy, that the Village Board
award the following purchase subject to staff review to MidCo, Inc., Burr Ridge,
in the amount of $5,779.50 for the installation of a Police Department Video
Interview DVR System. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
10. NEW BUSINESS
A. ORDINANCES AND RESOLUTIONS
1) ORDINANCE G -876, AN ORDINANCE AMENDING CHAPTER 5 OF TITLE
8 OF THE VILLAGE CODE OF THE VILLGE OF OAK BROOK, ILLINOIS
RELATING TO WATER CHARGES
During the 2009 Budget presentation, staff recommended increasing the
consumption rate for water from $3.15 to $3.45 per thousand gallons. The
purpose of the increase was to adjust the current water rate by 3% as provided for
in the 2007 water rate study as well as to pass on a $0.20 increase in the water
rate charged by the Du Page Water Commission due to a City of Chicago rate
increase. Similar increases for the next two years would likely be required.
The proposed ordinance also implemented a new fee for water taken from the
hydrant in front of the Public Works building by contractors, landscapers, etc.
The 'rate recommendation is $2.00 higher than the regular water rate in order to
offset administration costs. Presently they pay the regular water rate with no
service charge.
Staff recommended passage of Ordinance G -876, which increases the
consumption charge for water from $3.15 per thousand gallons to $3.45 per
thousand gallons and initiates a new charge for water drawn from the Village
hydrant at 3003 Jorie Boulevard in the amount of $5.45 per thousand gallons
effective January 1, 2009.
Motion by Trustee Wolin, seconded by Trustee Kennedy, for passage of
Ordinance G -876, 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 Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
B. UPDATE WEST 22ND STREET IMPROVEMENT /STREET LIGHT DESIGN
Staff received from IDOT preliminary plans for the widening of 22nd Street between
VILLAGE OF OAK BROOK Minutes Page 10 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008
10. B. Butterfield Road and Route 83. As part of the pavement improvements, now is also
the time to include the previously approved street lights. As background, please note
the following:
1. As a result of years of lobbying by the Village, the City of Oakbrook Terrace,
business communities, and State senators and representatives, IDOT has
advanced the plans for widening and improving west 22nd Street with a 3 -lane
cross - section in both directions, intersection improvements, etc. This project is
now in the final stage of design with a possible construction start date in fall
2009.
2. In April 2007, the Village Beautification Committee approved an ornamental
street light to begin implementing the Commercial Revitalization and
Beautification Master Plan along 22nd Street. The selected light was provided to
the Village Board within the May 2 and 11, 2007 Manager's Memos.
3. IDOT has recently approved the street light and electrical design for this new
street lighting within the I- 88/22nd Street project, from McDonald's Drive to
Salt Creek.
4. At the November 25, 2008 Board meeting, the Board heard a presentation from
Hitchcock Design Group on project improvements on west 22nd Street.
With the west 22nd Street roadway being reconstructed, this is the ideal time to
include this street lighting into IDOT's project. As part of the IDOT design, the
project includes approximately 15 standard IDOT street lights near Butterfield Road
and another 15 near Route 83 This would cost IDOT about $150,000 /location
($ 10,000. light), or $300,000 total. IDOT has informed the Village that Oak Brook
would be responsible for the cost difference between the ornamental lighting and the
standard IDOT lighting. The current estimated difference is approximately
$5,000 /light equaling $150,000 (30 lights would total $450,000). Therefore, Oak
Brook would receive a $300,000 credit.
Hitchcock Design Group had estimated the construction, contingencies and
engineering cost for the west 22nd Street lighting to be about $1,600,000.
Staff had also met with Oakbrook Terrace representatives. Hitchcock had made a
presentation to the Oakbrook Terrace City Council, and the Council is very
supportive of this street lighting project. Oakbrook Terrace has committed to fund at
least $500,000 or more towards lighting and landscaping improvements.
Negotiations with Oakbrook Terrace will continue assuming the Board authorizes
staff to begin negotiations on an intergovernmental agreement.
Staff met with IDOT (and Oakbrook Terrace) to review several issues. Also
discussed was adding this into the IDOT plan, which they said could be done. IDOT
directed us to contract with a consultant to complete the street lighting plans for
IDOT review.
VILLAGE OF OAK BROOK Minutes Page 11 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008
� M
IDOT had hired TranSystems Corporation to accomplish the design plans and
specifications. Staff feels that it is most cost effective to also hire TranSystems to
design the street lighting plans since they already have the plans and background for
the project site. We would then take the street light design previously approved by
IDOT for the I- 88/22nd Street project and give it to TranSystems to design this
section.
IDOT had moved up an already very aggressive schedule (they originally had a
September 2009 bid date) as follows:
1/ 1 /09 Pre -final plans to IDOT for the entire project, and Oak Brook's and Oakbrook
Terrace's letters of commitment regarding street lighting
Early 2/0925% street lighting plans to IDOT
6/12/09 IDOT bid project (assuming funding)
Fall 2009 Start construction
Due to this tight schedule, staff has negotiated a contract (this is the Village's
standard contract form as previously approved by Attorney Sterk) with TranSystems
Corporation for the street light design.
It should be noted that staff was not making any recommendations on landscaping
improvements. As was mentioned at the November 25, 2008 Board meeting, the
landscaping work could be done in a later phase and at this time no revenue sources
were identified. Also, Oakbrook Terrace had expressed reservations about including
median planters in the design.
Motion by Trustee Manofsky, seconded by Trustee Kennedy, that the Village Board
approve an agreement with TranSystems Corporation for Professional Engineering
Services, subject to staff review, regarding the design of street light improvements on
22nd Street between Butterfield Road and Route 83 in the not -to- exceed amount of
$48,111.00. ROLL CALL VOTE:
Ayes. 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
Motion by Trustee Kennedy, seconded by Trustee Manofsky, that the Village Board
direct staff to send a letter to IDOT in conjunction with Oakbrook Terrace
committing to paying for ornamental street lighting on west 22nd Street. ROLL
CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 12 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008
10. B. Motion by Trustee Manofsky, seconded by Trustee Kennedy, that the Village Board
direct staff to begin negotiations with the City of Oakbrook Terrace on an
intergovernmental agreement to share costs for the engineering and construction of
street lights on west 22nd Street. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. TASTE OF OAK BROOK 2009 UPDATE
In July, 2008 the Village held its first ever Taste of Oak Brook. The event was
extremely successful and there is a desire to make this an annual event.
A financial summary of the 2008 Taste of Oak Brook was presented. The first year of
any event was always a learning process. Total expenses exceeded revenues by
$40,000. In 2009 the goal would be to reduce the Village's general subsidy by
increasing the number of food vendors and the amount these vendors are charged,
adding more stations where participants can purchase alcohol, and increasing the
number of sponsors.
The event would continue to be held on July 3, 2009 to coincide with the fireworks
show at the polo grounds. It may be considered to extend the hours this year because
many people will have July 3rd off as a holiday since July 4th is on a Saturday.
Trustee Manofsky has already convinced McDonalds to again be the main sponsor
for the event. They have agreed to contribute $50,000. Her goal is to line up a few
other sponsors and generate total revenue of $100,000 which would include sponsors,
beverage sales, booth rentals and other minor revenue sources. If expenditures are
kept about the same, the general fund subsidy would be about $20,000.
The Board has expressed concerns about controlling costs in the 2009 budget and
before Trustee Manofsky began soliciting additional sponsors, it would be advisable
to get the Board's approval to hold a 2009 event and move forward with seeking
additional sponsors. A couple of firms have been interviewed to be the event planner
for this event. If the Board agrees to move forward with holding the event, staff will
bring the contract for an event planner back to the Board in January 2009.
Motion by Trustee Manofsky, seconded by Trustee Kennedy, to approve hosting a
2009 Taste of Oak Brook event. ROLL CALL VOTE:
Ayes: 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
11. ADJOURNMENT
Motion by Trustee Sanford, seconded by Trustee Wolin, to adjourn the Special Meeting
VILLAGE OF OAK BROOK Minutes Page 13 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008
of the Board of Trustees at 8:24 p.m. VOICE VOTE: Motion carried.
ATTEST:
/s/ Charlotte K. Pruss
Charlotte K. Pruss
Village Clerk
VILLAGE OF OAK BROOK Minutes Page 14 of 15 SPECIAL MEETING OF
DECEMBER 15, 2008