BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
REGULAR MEETING TUESDAY, JULY11, 2017 7:00 P.M.
1. CALL TO ORDER
2. ROLL CALL
3. PRESIDENT’S OPENING COMMENTS
A. Senior Lifestyle Presentation
B. Williams Architects - Renovation – Oak Brook Golf Club House Presentation
C. Mercury Presentation
4. RESIDENT/VISITOR COMMENT
5. APPROVAL OF MINUTES
A. Regular Board of Trustees Meeting of June 13, 2017
6. 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. Accounts Payable for: Manzo/ Yusuf
Period Ending June 22, 2017 - $739,073.12
Period Ending July 6, 2017 - $638,826.32
Significant Items included in Above: 1) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – May 2017 - $17,484.08 (FY17 – YTD - $100,794.59 2) Rathje Woodward, LLC - Legal Services - May 2017 - $3,333.33 (FY17 – YTD - $16,666.65) TOTAL LEGAL BUDGET FOR 2017 IS $293,100 - TOTAL LEGAL BILLS PAID FOR 2017- YTD - $136,500.99 3) TransChicago Truck Group – New Freightliner MT55 – Special Team Utility Vehicle – Fire Department - $98,497.00
BOT AGENDA Page 1 RG 4) Ravenswood Event Services – Taste of Oak Brook 2017 – 2nd Scheduled Deposit - $42,039.00 5) Health Care Services – HMO Illinois – July 1, 2017 through August 1, 2017 - $30,323.73 6) DuPage Water Commission – May 2017 - $385,593.20 7) Burns McDonnell – Professional Services for General Engineering Support - $24,742.50
B. Approval of Payroll for: Manzo/ Yusuf
1) Pay Period Ending June 17, 2017 - $753,391.82
2) Pay Period Ending July 1, 2017 - $797,749.30
C. Community Development Referrals
1) 3622 York – Variation – Lot Area Requirements Baar/ Cuevas
2) Wennes Estates – 3622 York Road – Preliminary and Final Plat of Subdivision Saiyed/ Tiesenga
3) Oakbrook Shopping Center, LLC – Text Amendment Baar/ Cuevas
D. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Carpet Replacement in the West Wing Offices, General Area and Training Room Tiesenga
E. Village of Oak Brook – Monthly Financial Report – May 2017 Manzo/ Yusuf
F. DuPage Mayors & Managers Conference 2017-2018 Membership Dues and Debt Assessment Lalmalani
G. Reject and Re-Bid – Butler Government Center Lower Level Restroom Renovation Project Tiesenga
H. Change Order – Forest Glen Roadway Patching and Repairs Tiesenga
7. ITEMS REMOVED FROM CONSENT AGENDA
8. BOARD & COMMISSION RECOMMENDATIONS
A. Rock Sugar – 2022 Spring Road – Special Use - Outdoor Dining Area Adjacent to a Restaurant Baar/ Cuevas
ORDINANCE2017-ZO-SU-EX-S-1502, An Ordinance Granting a Special Use For an Outdoor Dining Area Adjacent to Restaurant for the Property Located at 2022 Spring Road in the Village of Oak Brook, Illinois
9. ACTIVE BUSINESS
A. Ordinances & Resolutions
1) RESOLUTION 2017-PW-SALT-R-1650, A Resolution Approving and Authorizing the Award and Execution of a Contract for the Salt Dome Repair Project By and Between the Village of Oak Brook and Dome Corporation of North America Tiesenga
BOT AGENDA Page 2 2) RESOLUTION 2017-FD-EQ-R-1651, A Resolution Approving the Purchase of an Incident Baar/ Command Vehicle from Haggerty Buick GMC Cuevas
3) ORDINANCE 2017-PW-WPA-COOK-R-1503, An Ordinance to Address Conflicts with Cook County Ordinances Regarding Minimum Wage and Sick Leave Tiesenga
4) RESOLUTION2017- BGC-HVAC-R-1649, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Execution of an Agreement with Trane U.S. Inc. in Relation to the Maintenance of the HVAC Units at the Butler Government Center Tiesenga
10. INFORMATION & UPDATES
A. Village Manager
B. Village Clerk
C. Trustees
D. Village Attorney
E. Village President
11. ADJOURNMENT
In accord with the provisions of the American with Disabilities Act, any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at this public meeting should contact the Butler Government Center (Village Hall), at 630-368-5010 as soon as possible before the meeting date or for TDD response (630) 990-2131 as soon as possible before the meeting date.
BOT AGENDA Page 3 RG BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017
SUBJECT: Renovation - Oak Brook Golf Club House
FROM: Riccardo F. Ginex, Village Manager
BUDGET SOURCE/BUDGET IMPACT: See Presentation
RECOMMENDED MOTION: NA
Background/History: Since May 2016, we have had discussions at the Board level regarding improving the Golf Clubhouse facility in an effort to increase the use and profitability with our golfers and bringing a year-round dining environment to the facility, especially between the hours of 4:00pm – 10:00pm. The facility was expanded in the early 2000’s but it has not shown the type of profitability as intended since our golfers do not stay after playing but go to other restaurants to have something to eat and drink.
During our budget discussions in November, the Board gave approval to engage Williams Architect’s, who have extensive experience in renovations of golf clubhouse facilities and whom the Village already has an established professional business relationship with. In our immediate area, Williams Architect’s has done renovations for the following golf courses and country clubs; Arrowhead Golf Course, Eagle Brook, River Bend, Medinah Country Club and Butterfield Country Club.
Since that time, staff has worked with several team members from Williams Architect’s and Profitable Food Facilities to provide a renderings and a report on how we can improve the facility beginning in 2018. It was our intentions to have William’s Architects provide conceptual renderings for improvements to the dining area with the addition of a bar, better use of space allocation and upgrading of the outside seating area.
RG BOT AGENDA Page 1 Tom LaLonde from Williams Architect’s, supplied the attached renderings and will make a brief presentation of the renovations. Additionally, Mr. Mike Holtzman, President of Profitable Food Facilities will discuss the feasibility analysis he did on the food service and ways to improve the facilities use for success.
Additionally, the Sports Core Long Range Planning Committee met and viewed the renderings. While there was discussion that the project may be too costly and could be done for a lower amount, the overall response was very favorable. They recommended doing an educational campaign and survey of the golfers who use the facility and to our residents. Also, we would display the renderings at the club house, the Village Hall and on the Village website for comments to be given by all interested golfers and residents. They wanted to gauge the desire to move forward.
Staff would like to gain consensus from the Board to do move forward and gain that input as was recommended by the Sports Core Committee and then return to provide the findings of the input. The initial cost estimate for the project is approximately $994,419. If there is a full renovation of the bathrooms and locker rooms it would be approximately $150,000 more for an approximate total of $1,144,419.
After receiving input and if the Board does decide to move forward with the renovations to the clubhouse, staff will work with Williams Architects to provide design and engineering plans and a bid packet for release. It would be possible that the bid could be released by October and construction would be planned for the winter of 2018, January – April in preparation for the upcoming season.
In order to fund this project, the Village would use the golf surcharge fund, which has been a $3.00 fee collected on each round of golf for use at the facility in case we would experience severe flooding again. Additionally, we would institute a minimal increase for green fees and hope to see a $2.00-3.00 increase in food and beverage per round. It should be noted that the overwhelming majority of golfers who use the facility are non- residents who will help subsidize the refunding of the loan.
Presently, the surcharge balance is currently $467,200. Assuming there are no more expenses charged to the surcharge account, the balance next April is expected to be approximately $528,000. If we do the entire project at the beginning of 2018, we would take a loan from our reserves for the balance of the costs that could be paid back directly from the golf surcharge fund over a 5-10 year period. We would keep an appropriate reserve amount in the fund for flooding issues. Several steps have been taken over the past few years which have helped to mitigate a flooding issue.
Another option for the Board would be to phase the project in over a three year period. If done over three years it may be possible to do the phases as follows:
Year Renovation Approximate Cost 2018 Bar, Dining, and Kitchen $744,745 2019 Outside Patio and Entrance $175,078
BOT AGENDA Page 2 2020 Total Bathroom Renovation $327,710
Total $1,247,533
Attached, are the renderings and draft budgets from Williams Architect’s and the Feasibility Analysis from Profitable Food Facilities.
Recommendation: The Board has discussion and gives further direction to staff.
BOT AGENDA Page 3 Oak Brook Golf Club CLUBHOUSE IMPROVEMENTS
21 June 2017 Floor Plan Optional Toilet / Locker Room Renovation Rendering – Bar Area Rendering – Bar Area Rendering – Dining Area Rendering – Front Entry Renderings Renderings Character Image
Arrowhead Golf Club Character Image
Ridge Creek Golf Club Character Image
Pinecrest Golf Club Character Image
Arrowhead Golf Club Character Image
Ridge Creek Golf Club Character Image
Pinecrest Golf Club Budget Proforma Date: 7/5/2017 Project: Oak Brook Golf Clubhouse Renovation Village of Oak Brook Dining, Bar, Kitchen & Restrooms By: DJH Proj # 2017-005
PRELIMINARY ESTIMATE OF PROBABLE CONSTRUCTION COST item quantity unit $ / unit multiplier subtotals totals 1.0 PHASE 1 - DINING, BAR & PRO SHOP A. Temporary Construction & Selective Demolition 13,453 1 Selective Demolition 1 Lump Sum 10,000.00 1.3453 13,453
B. Carpentry & Millwork 231,388 1 Rough Carpentry and Structural Modifications 1 Lump Sum 12,000.00 1.3453 16,143 2 Millwork - Bar, Service Station & Pro shop 1 Lump Sum 135,000.00 1.3453 181,613 3 Trim work 1 Lump Sum 25,000.00 1.3453 33,632
C. Doors & Windows 17,489 1 Exterior doors & hardware 2 Pair 4,000.00 1.3453 10,762 2 Interior door at Pro Shop 1 Pair 2,000.00 1.3453 2,691 3 Windows 2 Each 1,500.00 1.3453 4,036
D. Finishes 98,474 1 Misc. framing and drywall 1 Lump Sum 5,000.00 1.3453 6,726 2 Floor finishes - Dining, Bar & Pro Shop 2,400 SF 18.00 1.3453 58,116 3 Special wall finishes 1 Lump Sum 15,000.00 1.3453 20,179 4 Drywall patching 1 Lump Sum 1,500.00 1.3453 2,018 5 Painting - drywall, doors & trim 1,700 SF 5.00 1.3453 11,435
E. Specialties, Furnishings & Equipment 107,622 1 Accessories 1 Lump Sum 5,000.00 1.3453 6,726 2 Kitchen & bar equipment 1 Lump Sum 65,000.00 1.3453 87,443 3 Interior Fireplace 1 Lump Sum 10,000.00 1.3453 13,453
F. Plumbing 51,121 1 New plumbing for service station and bar 1 Lump Sum 30,000.00 1.3453 40,358 2 Gas piping 1 Lump Sum 8,000.00 1.3453 10,762
G. HVAC 6,726 1 Rework HVAC as required 1 Lump Sum 5,000.00 1.3453 6,726
H. Electrical 72,645 1 Lighting 1,700 SF 20.00 1.3453 45,739 2 Power and fire alarm 1 Lump Sum 15,000.00 1.3453 20,179 3 Audio / Video infrastructure 1 Lump Sum 5,000.00 1.3453 6,726 PHASE 1 CONSTRUCTION TOTAL 598,918
I. OTHER EXPENSES BY OWNER 145,827 1 Furniture 1 Allowance 40,000 2 Televisions 1 Allowance 10,000 3 Design & Engineering Fees 1 Lump Sum 89,838 4 Architect's Reimbursable Expenses 1 Lump Sum 5,989 PHASE 1 GRAND TOTAL 744,745
2.0 PHASE 2 - EXTERIOR A. Exterior Improvements 117,308 1 Perimeter Seat Walls 60 LF 120.00 1.3453 9,686 2 Resurface Patio 2,000 SF 15.00 1.3453 40,358 3 Trellises - Patio & Front Entrance 500 SF 60.00 1.3453 40,358 4 Landscaping 1 Lump Sum 20,000.00 1.3453 26,906
B. Other Expense by Owner 57,769 1 Furniture 1 Allowance 35,000 2 Free -standing Fire Pits 1 Allowance 4,000 3 Design & Engineering Fees 1 Lump Sum 17,596 4 Architect's Reimbursable Expenses 1 Lump Sum 1,173 PHASE 2 GRAND TOTAL 175,078 Oak Brook Golf Clubhouse Renovation - Estimate of Probable Construction Cost / 7/5/2017 / Page 2 / 2
3.0 PHASE 3 - LOCKER ROOMS A. Demolition and Renovation 1,200 SF 175.00 1.3453 282,508
B. Other Expenses by Owner 45,201 1 Design & Engineering Fees 1 Lump Sum 42,376 2 Architect's Reimbursable Expenses 1 Lump Sum 2,825 PHASE 3 GRAND TOTAL 327,710
4.0 CONTINGENCIES, FEES AND EXPENSES (multiplier) 1 GC's O&P, insur, bonds 10.0% included in multiplier @ 1.1000 2 GC's general requirements 9.0% included in multiplier @ 1.0900 3 Contingency 10.0% included in multiplier @ 1.1000 4 Escalation 2.0% included in multiplier @ 1.0200 5 Subtotal 1.3453
5.0 ITEMS NOT INCLUDED 1 Permits & Testing
Profitable Food Facilities
DRAFT Oak Brook Golf Club
Oak Brook, Illinois
Feasibility Analysis
6 June 2017
Table of Contents
Page
Introduction 3
Scope of the Project 3
Executive Summary 4
Key Issues Identified 5
Current Challenges and Recommendations 6
Separating Ourselves from the Competition 7
Return on Investment 9
Conclusion DRAFT 10
June, 2017 – Oak Brook GC Club F&B Feasibility Report by: PFFW 2
Introduction
Profitable Food Facilities Worldwide (PFFW) is a food and beverage consulting firm that specializes in operations’ evaluations for captive market venues including Private Country Clubs, Semi Private Golf Operations, Public Golf Courses, Catering Operations, Outdoor Aquatic Facilities and Ski Resorts. Established in 1991, PFF has a client base numbering over 480 projects in 48 states, Canada, Asia and the Middle East.
Mike Holtzman is president and CEO of the company. He had the opportunity to personally tour the existing clubhouse a few weeks ago. He has also worked with the City of Schaumburg, the “Ditka Dome” project, the City of Deerfield, Cog Hill Golf Club, Chevy Chase Golf Club, Fox Hills Golf Club and a number of other courses in the Illinois region.
Scope of Project
The Village of Oak Brook is reviewing different options to improve the current clubhouse including dining, a full‐service bar, an outdoor covered patio, and additional outdoor seating that include fire pits and heating to expand into the shoulder seasons.
Profitable Food Facilities Worldwide (PFFW) was engaged by Williams Architects to review the existing facilities including the kitchen design, storage areas, refrigeration and freezer storage and overall flow of the operation.
PFFW visited the site on May 15, 2017 and met with Jeff Kawucha / Head Golf Professional, Sean Creed / Golf Course GroundsDRAFT Superintendent, Chef Ramunas and Doug Holzrichter / Williams Architects to tour the existing operation to evaluate the feasibility of making a significant investment in the Clubhouse.
This report outlines the financial benefits of making improvements to the Clubhouse (ROI), how an improved facility will be more profitable than the existing operation, and offers recommendations on items that may need to be considered while making the improvements.
June, 2017 – Oak Brook GC Club F&B Feasibility Report by: PFFW 3
Executive Summary
The Oak Brook Golf Club (OBGC) is a nice, comfortable course set in a great location. Golf is definitely back on the rise with 34,000 rounds in 2015 and just over 40,000 rounds in 2016. This shows the course is going in the right direction.
The challenge at OBGC is that the amenities offered are not up to the standard of other courses in the area. As I entered the clubhouse on May 15, 2017, I walked into an extremely “dated” clubhouse. There was no real “flow” to the operation as the rooms almost felt divided. A couple of TV’s on the wall, old, dated furniture and chairs and paint colors creating no real ambiance for the space.
There is no current bar and every customer has to go up to the counter to order. The menu was simply a list of items on a TV screen. The service from the staff was fine. They were efficient and friendly.
So the overall first impression was: “I’ll stay to play golf, but we will go somewhere else local afterwards to hang out and have a drink.” This impression would also have a long term impact of playing other courses in the area that do have a more appealing place to stay. In addition, I would not consider hosting a tournament with my friends at OBGC when there are other clubs in the area with much better amenities.
The kitchen operation is approximately 600 square foot with a small front counter that looks straight into the kitchen. ThereDRAFT is a decent hood line of equipment but the kitchen starts to show its weaknesses as the tour continues. There is a single 8’ walk in that includes all of the keg storage and only a single door freezer in the whole building. Dry storage is also very small.
The production of putting together menu items like hamburgers and sandwiches is fine when you have 3‐5 tickets. But this kitchen will truly struggle if we don’t make some changes in the kitchen as we consider the remodel of expanded seats and a higher expectation of quality and service.
June, 2017 – Oak Brook GC Club F&B Feasibility Report by: PFFW 4
PFFW recommends the expansion ideas of opening up the dining spaces, placing a full service bar and creating a “sports bar feel.” Adding new furnishings like high top table inside as well as the additional outside seating and fire pits will create an environment where golfers will want to stay. There is even a possibility with the local community to build an additional lunch business with panoramic views, great service and great food, and have this restaurant open year‐round.
Our additional recommendation is that $40,000 to $60,000 in kitchen improvements will be required to keep up with the needs of the business, and allow the menu to be expanded to offer higher quality options and additional revenue from our pricing structure.
PFFW sees a tremendous amount of potential from this remodel project. With an inviting dining space, a full service bar, expanded outdoor seating that allows for a nine‐month season and a kitchen that can support the additional seats and maintaining the quality management team in place, cost recovery should be achievable in a short period of time.
Key issues identified
In 2016, the concession sales were around $349,000, and with 40,000 rounds, this means the average golfer spends $8.50 on food and beverage. However, our net profit in 2016 was around $1.52 per round. What stands out the most is when we break down the numbers even more. The average golfer spent $5.67 on beverages which is a pretty good number. But each player only spent $3.27 on food. From our perspective, this is notDRAFT reflective of the quality of the staff; this is due to the challenges of the facility. We are really missing the opportunity from the food side and when we add a full service bar, these numbers will increase even more!
In addition, there are a number of recommendations that we can implement during this remodel that will significantly raise the quality and efficiency of the food and the service to the golfers. PFFW feels this remodel will significantly increase the sales and profits of the food operation.
June, 2017 – Oak Brook GC Club F&B Feasibility Report by: PFFW 5
Current Challenges and Recommendations
Current Challenges The current facilities do not measure up to other courses in the area
The dining room is not inviting
The current kitchen will not meet the demands of an improved facility
Restaurants at golf courses are historically difficult to operate successfully
PFFW Recommendations for Success Remodel the clubhouse and open up the space to make it more inviting.
Add a full‐service bar
Improve /expand the kitchen to keep up with the new demand
Add additional covered seating, fire pits and heaters outside to encourage people to stay after golf
Create a “sports bar” feel with several TV’s and a TV wall
Create a 200 sq. ft. fenced in area just outside the kitchen to house a new walk‐in keg cooler and hide some of the daily trash service
Add liquor storage that can be secured Keeping the existing rollDRAFT up door for walk up service to the window during slower periods of the day (6am to 10am and after 7pm), or servicing the guests from the bar. This will really help with labor costs
Offer sit down service indoors and outdoors during the season and busy times
June, 2017 – Oak Brook GC Club F&B Feasibility Report by: PFFW 6
Separating Ourselves from the Competition:
We need to create a new atmosphere for our food operation and come up with a brand name (such as the 19th hole pub) with new uniforms as well. The idea is to have a warm, welcoming environment (similar to that of the old TV show “Cheers”) and make it a place where people would want to come again and again.
Utilize the tee sheet to be able to identify every golfer by name (rangers must get a name, cart number and a shirt color of every golfer for this to work) and have their fresh grilled meal ready at the turn. This guarantees that every 8 minutes, we do $30.00 in F&B revenue. Also, give a copy of the tee sheet to the beverage cart—now they can identify
every golfer by name as well.
Start to offer a fresh grilled hot dog or hamburger at the turn every day. We estimate the required equipment budget to be between $7,000 and $10,000 including installation and would pay for itself in just 4 weeks. You will need the following pieces of equipment:
o A 48” Crown Verity propane grill with lids and casters (required by code)
o A 27” NSF approved fridge (True TSSU‐27‐8) o A Portable handDRAFT sink (Crown Verity has one as well) o Install a 12’ x 12’ concrete slab with a shade structure, a 110 plug and a future gas line
Offering a pre‐sold grilled hamburger or hot dog (as an option in 2017 and part of your green fees in 2018) at the turn that would be included with every round of golf from 7am‐4pm (grill is open from 11‐4). This will guarantee most of the golfers will eat at least once at the course and start to change your food reputation before the remodel
June, 2017 – Oak Brook GC Club F&B Feasibility Report by: PFFW 7
Create combo pricing for a hot dog with chips and a soda, and a bratz combo and 6 for 5 with the beer—I would not recommend any other beer special for a while
Grilling fresh tri‐tip and roasting fresh turkey for our new signature sandwiches creates a huge contribution to the bottom line in terms of average check per guest
Adding a soda tower (not a soda gun) to minimize bottled sales alone will create $3,500 in additional profits and telling Pepsi we will sell our own water brings another $2,500 in margin
We are a great golf course with a strong staff and we will start separating ourselves from the competition by offering great quality food and a whole new F&B experience. Starting to recognize and call your golfers by name will be second hand once the remodel is complete.
This adds a layer of quality to your operation that no one in the region has implemented. It will not only increase our food and beverage revenue it will ultimately increase our golf rounds and make this golf course the best value in the region.
DRAFT
June, 2017 – Oak Brook GC Club F&B Feasibility Report by: PFFW 8
Return on Investment
Oak Brook Golf Course ‐ F&B Analysis
Revenue in thousands Year 1 Year 2 Year 3 Year 4 Year 5 Restaurant Sales $475K $600K $650K $700K $750K Outing Sales $25K $50k $60k $80k $100k
Total Food & Beverage Sales $500k $650k $710k $780k $850k
Operating Expenses Food & Bev Costs (30%) (x) 150K 195K 213K 234k 255k Salaried Labor (y) 50K 55K 60K 60K 60K Hourly Labor (25%) (z) 125K 160K 170K 180K 190k Payroll Tax/Comp (zz) 25K 32K 34K 36K 38K Other Operating Expense (15%) 75K 97K 106K 106k 106K
Total Expenses 425k 539k 583k 616k 649k Net Operating Income $75K $111K $127K $162K $201K
Legend x ‐ Decreased F&B costs reflect banquet sales with higher margins y ‐ Includes addition of assistant F&B manager z ‐ Decreased labor % a function of increased sales zz ‐ 20% of payroll cost DRAFT ‐‐other operating expense becomes constant at year 3
Notes on ROI:
Keep in mind that these are conservative numbers from both the revenue and the cost side. We can be even more profitable! It’s important that we set our business up for success from the very beginning. Kitchen re‐design is critical.
June, 2017 – Oak Brook GC Club F&B Feasibility Report by: PFFW 9
Conclusion
PFF is impressed by The Village of Oak Brook’s desire to change the current clubhouse and we believe the recommendations in this feasibility report will significantly increase the bottom line in F&B revenue as well as additional golf rounds.
PFFW believes that the current dining spaces take away from the golf experience. Making the entrance experience more welcoming and adding a full‐service bar feel will be a huge improvement to the clubhouse. Creating a new brand with a “sports bar” feel, including tall bar top tables, several TV’s and a TV wall will entice golfers to stay longer. Adding an additional outdoor experience with fire pits, covered shade and new furnishings will double the current capacity and set us up for a big increase in revenue and profits.
With the additional seating, the kitchen will require some additional upgrades to keep up with the increased volume. This would include a keg cooler, a walk in freezer, additional storage, a fenced in storage area and some additional cooking equipment.
By committing ourselves to providing a grill experience at the turn, identifying every golfer by name using the tee sheet, and re‐vamping the menu inside with fresh tri tip and fresh cooked turkey sandwiches, we feel you will see a whole no change in your bottom line.
If we implement PFF’s recommendations, it is realistic that the food and beverage operation could reach $750,000 in revenue in the next few years (or more) with annual profits over $200,000. Furthermore, golfers will be more likely to spread the word, helping us attract even more golfers. DRAFT We look forward to potentially returning to Oak Brook and offer more education based upon these recommendations. If you have any questions about this report or need any clarification, please do not hesitate to contact me.
Sincerely,
Mike Holtzman Mike Holtzman, President / Profitable Food Facilities
June, 2017 – Oak Brook GC Club F&B Feasibility Report by: PFFW 10
ITEM 6.C.1 BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017
SUBJECT: Referral – 3622 York Road – Variations
FROM: Robert L. Kallien, Jr., AICP, Director, Development Services
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: I move to refer the request for variations to the Zoning Board of Appeals for public hearing and recommendation.
Background/History:
Chicago Title Land Trust #11-12497 applicant and owner of the property located at 3622 York Road has submitted a petition seeking approval of variations in order to subdivide the property and allowed uses. The subdivision application will be reviewed by the Plan Commission at its meeting.
Recommendation:
Please refer the request for variations to the Zoning Board of Appeals for public hearing and recommendation.
RG
REG BOT 071117 Agenda Item 6.C.1 - Referral - 3622 York Road-Var-Lot Area 2017.doc Page 1 ITEM 6.C.2 BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017
SUBJECT: Referral – Wennes Estates – 3622 York Road – Preliminary and Final Plat of Subdivision
FROM: Robert L. Kallien, Jr., AICP, Director, Development Services
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: I move to refer the request for a preliminary and final plat to the Plan Commission for review and recommendation.
Background/History:
Chicago Title Land Trust #11-12497 applicant and owner of the property located at 3622 York Road has submitted a petition seeking approval of a two lot subdivision of the property. By separate application they are also seeking a variation in order to reduce the required lot area in order to subdivide the property into two lots. The variation will be reviewed by the Zoning Board of Appeals.
Recommendation:
Please refer the request for a final plat to the Plan Commission for review and recommendation.
REG BOT 071117 Agenda Item 6.C.2 - Referral Wennes Estates - 3622 York Road Final Plat 2017.doc RG Page 1 ITEM 6.C.3 BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017
SUBJECT: Referral – Oakbrook Shopping Center, LLC – Text Amendment
FROM: Robert L. Kallien, Jr., AICP, Director, Development Services
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: I move to refer the request for a text amendment to the Plan Commission for review and recommendation and to the Zoning Board of Appeals for public hearing and recommendation.
Background/History:
The Oakbrook Shopping Center has been in the process of improving open space amenities and site design, creatively repurposing vacated anchor tenant buildings and creating more diverse dining and entertainment offerings. To facilitate the next phase of these efforts they have proposed a text amendment to the B-2 District permitted and special uses to clarify current standards as well as provide for additional uses typical or increasingly present in first-class regional shopping centers.
Recommendation:
Please refer the request for a text amendment to the Plan Commission for review and recommendation and to the Zoning Board of Appeals for public hearing and recommendation.
REG BOT 071117 Agenda Item 6.C.3 - Referral Oakbrook Center - Text Amendment - Permitted-Special Uses-2017.doc Page 1 RG
BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017
SUBJECT: Authorization to Bid, Carpet Replacement in the West Wing Offices, General Area and Training Room
FROM: Doug Patchin, Public Works Director
BUDGET SOURCE/BUDGET IMPACT: $50,000 (421-90400) Structural Improvements
RECOMMENDED MOTION: I move the Village Board authorize staff to advertise a request for bids, for Carpet Replacement in the West Wing Offices, General Area and Training Room at the Butler Government Center.
Background/History: The Carpet in the office area is original, from the building addition completed in 2001; this area is the last of the original carpeting to be replaced in the West Wing. Through the years repairs have been made to the carpeting in many offices, doorways and throughout the general area. This replacement was budgeted in the 2017 budget.
Once bids are received, this item will be brought back for your consideration.
Recommendation: Staff recommends the Village Board authorize staff to advertise a request for bids for Carpet Replacement in the West Wing Offices, General Area and Training Room at the Butler Government Center. .
BOT AGENDA Page 1 RG RG
BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017
SUBJECT: DuPage Mayors & Managers Conference 2017-2018 Membership Dues And Debt Assessment FROM: Riccardo F. Ginex, Village Manager BUDGET SOURCE/BUDGET IMPACT: Account #111-52400 - $8,188.65 RECOMMENDED MOTION: Motion to approve the renewal of the Village's membership in the DuPage Mayors and Managers Conference and authorize payment of membership dues for 2017–2018 in the amount of $6,993.89 and the Annual Debt Service Assessment in the amount of $1,194.76. Background/History: The Village is in receipt of the DuPage Mayors and Managers Conference’s dues invoice (attached) for 2017-2018 in the amount of $6,993.89. Also included in this invoice is the annual Debt Assessment in the amount of $1,194.76 (in agreement with the amortization schedule). This represents the Village’s share of the Conference’s building acquisition and expansion project costs. Per the DMMC 2015-2018 Strategic Plan, a primary directive is to manage resources to the highest benefit of their members. During the 2016 budget process, the Conference’s Budget and Operations Committee conducted an analysis of their assets, while keeping focus on long-term sustainability of the Conference that will maintain the level of reserve funds required by their financial policies. Conference membership is of value to the Village in meeting its goals and objectives. Attached is a Value Statement which lists the many services received by Conference members, quantifying the value where possible (Exhibit 1), and listing the qualitative benefits in other cases (Exhibit 2). In addition and in accordance with directives in the 2015-2018 Strategic Plan, the document also outlines specific examples of the Conference’s fiscal responsibility (Exhibit 3), quantifies the fiscal benefits to each member community and reported grant receipts by each municipality for grants on which the Conference helped inform members (Exhibit 4), and lists the projects and meetings taken on by Conference staff and representative municipal officials saving each municipality from having to use time and resources to participate directly (Exhibit 5).
It has been the Village Board’s practice to consider and approve the renewal of the Village’s membership each year. RG BOT AGENDA Page 1 Oak Brook continues to be very active and visible in Conference affairs. The cost of membership is extremely low in comparison to the benefits the Village receives from membership. Recommendation: That the Village Board approves renewal of the Village's membership in the DuPage Mayors and Managers Conference and authorizes payment of membership dues for 2017- 2018 and the annual debt service assessment.
BOT AGENDA Page 2
BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017
SUBJECT: Reject and Re-Bid – Butler Government Center Lower Level Restroom Renovations Project
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: I move that the Village Board reject all bids received for the Butler Government Center Lower Level Restroom Renovations Project and authorize staff to re-bid.
Background/History: On May 3, 2017, staff posted the Butler Government Center Lower Level Restroom Renovations Project Bid Package on the Village website and sent to 15 vendors. 6 bids were received and opened on May 17, 2017 (see attached tabulation). The budgeted amount for the project is $50,000. All bids received were above the budgeted amount. Staff called vendors who submitted bids to get a better understanding why their bids came in higher than expected. Staff learned that this is their busy season and that we would get better pricing if we rebid in the fall. Staff will review and revise the specifications and will rebid this project in early fall.
Recommendation: That the Village Board reject all bids received and authorize staff to re-bid the Butler Government Center Lower Level Restroom Renovations Project
RG
BOT AGENDA Page 1
BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017
SUBJECT: Forest Glen Roadway Patching and Repairs
FROM: Doug Patchin, Public Works Director , BUDGET SOURCE/BUDGET IMPACT: $108,450 (Roadway Improvements Infrastructure Funds #461-90700)
RECOMMENDED MOTION: I move the Village Board approve a change order to the 2016 Road Paving Project in the amount of $108,450 for road surface repairs throughout the Forest Glen Subdivision. These repairs consist of 2-inch road surface grinding and hot mix asphalt surface skip patching.
Background/History: In April 2016, J.A. Johnson Paving Co. was awarded the 2016 Street Improvement Project as the lowest responsive bidder. Last year during the street improvement project, street project locations were changed and postponed; the 2016 contract has not been completed and is still in effect. The village consulting engineer from Christopher Burke Engineering reached out to J.A. Johnson Paving who held their contract price at $18.00 per square yard for 2-inch road surface grinding and hot mix asphalt surface skip patching.
Public Works staff and our consulting engineer inspected the roads in Forest Glen on June 6th and identified approximately 6,025 square yards of failing pavement that will require surface pavement patching. This patching will extend the service life of the roads.
Recommendation: Staff recommends the Village Board approve a change order to the 2016 Road Paving Project in the amount of $108,450 for road surface repair throughout the Forest Glen Subdivision. These repairs consist of a 2-inch road surface grinding and hot mix asphalt surface skip patching.
BOT AGENDA Page 1 RG ITEM 8.A BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017
SUBJECT: Rock Sugar – 2022 Spring Road – Special Use – Outdoor Dining Area Adjacent to a Restaurant FROM: Robert L. Kallien Jr., AICP, Director, Development Services
BUDGET SOURCE/BUDGET IMPACT: NA
RECOMMENDED MOTION: I move that the Village Board concur with the recommendation from the Plan Commission and Zoning Board of Appeals approving the requested special use for an outdoor dining area for the property at 2022 Spring Road subject to the following conditions: 1. The development of the outdoor dining area shall be in substantial conformance with the plans as submitted and approved. 2. The restaurant will be responsible for maintaining and cleaning the outdoor dining area and shall comply with all applicable requirements of the DuPage County Health Department. 3. The outdoor dining area will be operated in accordance with the following rules of operation: a. A maximum seating capacity for 64 patrons may be provided in the outdoor dining areas. b. There will be no live entertainment in the outdoor dining area. 4. Comply with all other applicable rules and ordinances of the Village of Oak Brook, including maintaining required aisle width at all times. 5. Add the condition “Notwithstanding the attached exhibits, the applicant shall meet all Village Ordinance requirements at the time of building permit application except as specifically varied or waived”; and 6. Adoption of attached Ordinance S-1502. RG
REG BOT 07112017 Agenda Item 8.A- 2022 Spring -SU.doc Page 1 12. Background/History: At its meeting on June 6, 2017, the Zoning Board of Appeals held the required public hearing and completed its review and deliberations on a petition from Rock Sugar, Inc., the tenant of the space to be located at 2022 Spring Road, located within the Oakbrook Shopping Center and Oakbrook Shopping Center, LLC (General Growth Properties), as owner of the Oakbrook Center seeking approval of an outdoor dining area to be located adjacent to the new restaurant when constructed. The new restaurant will be located adjacent to the existing Cheesecake Factory restaurant.
The proposed outdoor dining area is of a similar design to other dining areas that have been approved at the Oakbrook Center and General Growth, the owner of Oakbrook Center has approved the plans as submitted.
Please see the case file for the materials provided by the petitioner in the case file for a more detailed description and visual depiction of the requested outdoor dining area.
Recommendation: The Plan Commission by a vote of 5 to 0 and the Zoning Board of Appeals by a vote of 6 to 0, recommended approval of the requested special use for the outdoor dining area at the property to be located at 2022 Spring Road, subject to the following conditions: 1. The development of the outdoor dining area shall be in substantial conformance with the plans as submitted and approved. 2. The restaurant will be responsible for maintaining and cleaning the outdoor area and shall comply with all applicable requirements of the DuPage County Health Department. 3. The outdoor dining area will be operated in accordance with the following rules of operation: c. A maximum seating capacity for 64 patrons may be provided in the outdoor dining areas. d. There will be no live entertainment in the outdoor dining area. 4. Comply with all other applicable rules and ordinances of the Village of Oak Brook, including maintaining required aisle width at all times. 5. Add the condition “Notwithstanding the attached exhibits, the applicant shall meet all Village Ordinance requirements at the time of building permit application except as specifically varied or waived”.” Approve Ordinance S-1502.
REG BOT 07112017 Agenda Item 8.A- 2022 Spring -SU.doc Page 2 12.a ORDINANCE 2017-ZO-SU-EX-S-1502
AN ORDINANCE GRANTING A SPECIAL USE FOR AN
OUTDOOR DINING AREA ADJACENT TO A RESTAURANT
FOR THE PROPERTY LOCATED AT 2022 SPRING ROAD
IN THE VILLAGE OF OAK BROOK, ILLINOIS
(PIN: 06-23-300-054)
WHEREAS, an application has been filed by Rock Sugar, Incorporated for the Rock Sugar Restaurant (“Petitioner”), as tenant, and Oakbrook Shopping, LLC, a subsidiary of General Growth Properties, as owner (“Owner”), of the Property located at 2022 Spring Road, Oak Brook, Illinois (“Property”), which Property is legally described in Exhibit A attached hereto and incorporated herein, requesting a special use permit (“Special Use Permit”) to allow an outdoor dining area on the Property (“Outdoor Dining Area”); and
WHEREAS, the Property is located in the B2 Regional Shopping Center District ("B2 District"), and pursuant to Section 13-7B-2 of “The Village Code of the Village of Oak Brook”, as amended ("Zoning Ordinance"), outdoor dining areas adjacent to restaurants may not be constructed in the B2 District except upon issuance by the Village Board of Trustees of a Special Use Permit; and
WHEREAS, at its meeting on May 15, 2017, the Plan Commission (“PC”) reviewed the request for the Special Use Permit and found that the Petitioner and Owner had addressed and satisfied the requirements for the requested relief, and recommended that the President and Board of Trustees approve the Special Use Permit; and
WHEREAS, on June 6, 2017, the Oak Brook Zoning Board of Appeals ("ZBA") conducted a public hearing on the request for the Special Use Permit, pursuant to due and appropriate legal notice; and
WHEREAS, after the close of the public hearing, the ZBA found that the Petitioner and Owner satisfactorily addressed the standards required for approval of the Special Use Permit and made specific findings, including that the Special Use Permit would be operated so that the public health, safety and welfare of the Village and its residents will be protected, and that there will be no substantial injury to other Property in the area around the Property; and
WHEREAS, the President and Board of Trustees have reviewed the recommendations of the PC and the ZBA and deem the Special Use Permit, as set forth below, to be in the best interests of the Village.
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS, as follows:
Section 1. Recitals. The foregoing recitals are restated and incorporated herein as the findings of the President and Board of Trustees.
Section 2. Grant of Special Use Permit. Pursuant to the standards set forth in Section 13- 14-9E of the Village's Zoning Regulations, and subject to and contingent on the conditions set forth in Section 3 of this Ordinance, the Special Use Permit is hereby granted to allow an Outdoor Dining Area adjacent to the building to be located on the Property. Ordinance 2017-ZO-SU-EX-S-1502 Special Use – Outdoor Dining Area 2022 Spring Road PIN: 06-23-300-054 Page 2 of 8
Section 3. Outdoor Dining Area Conditions. The approval granted in Section 2 of this Ordinance is expressly subject to and contingent upon each of the following conditions:
A. The Outdoor Dining Area shall be constructed in substantial conformance with the plans submitted, including the Proposed Patio Plan and Details (Sheet SP-01) revision date May 9, 2017, prepared by TRM Architect, the Patio Study Rendering of the Outdoor Dining Area, Site Plan and Bollard Locations and Details (pages 6, 9 and 11) dated May 15, 2017 attached hereto and incorporated herein as Exhibit B (“Patio Plans and Renderings”);
B. The Outdoor Dining Area must be maintained, regularly cleaned, and comply at all times with all applicable requirements of the DuPage County Health Department;
C. The Outdoor Dining Area must be operated in accordance with the following rules:
1. A maximum seating capacity for sixty-four (64) patrons may be provided in the Outdoor Dining Area; and 2. There will be no live entertainment in the Outdoor Dining Area; D. The Outdoor Dining Area must comply with all other applicable rules and ordinances of the Village, including maintaining required aisle width at all times;
E. The Petitioner and Owner shall meet all Village Ordinance requirements at the time of Petitioner's building permit application except as expressly modified, waived, and approved by this Ordinance; and
F. Petitioner and Owner shall comply with all requirements of law, including without limitation federal, state, and local laws, ordinances, resolutions, and regulations relating to the Property.
Section 4. Failure to Comply with Conditions. Upon failure or refusal of the Petitioner and Owner to comply with any or all of the conditions, restrictions, or provisions of this Ordinance, the Special Use Permit granted in Section 2 of this Ordinance will, at the sole discretion of the President and Board of Trustees, by ordinance duly adopted, be revoked and become null and void.
Section 5: Binding Effect; Non-Transferability. The privileges, obligations, and provisions of each and every section and provision of this Ordinance are for and inure to the benefit of and run with and bind the Property, unless otherwise explicitly set forth in this Ordinance.
Section 6: Severability. If any section, paragraph, clause or provision of this Ordinance shall be held invalid, the invalidity thereof shall not affect any of the other provisions of this Ordinance.
Section 7. Effective Date.
A. This Ordinance will be effective only upon the occurrence of all of the following events:
i. Passage by the President and Board of Trustees of the Village of Oak Brook in the manner required by law;
ii. Publication in pamphlet form in the manner required by law; and
iii. The filing by the Petitioner and Owner with the Village Clerk, for recording in the Office of the DuPage County Recorder of Deeds, of an unconditional agreement and consent to accept and abide by each and all of the terms, conditions, and limitations set forth in this Ordinance. The unconditional agreement and consent must be executed by the Petitioner and Owner. The
Ordinance 2017-ZO-SU-EX-S-1502 Special Use – Outdoor Dining Area 2022 Spring Road PIN: 06-23-300-054 Page 3 of 8
unconditional agreement and consent must be substantially in the form attached hereto and incorporated herein as Exhibit C.
B. In the event that the Petitioner and Owner do not file with the Village Clerk the unconditional agreement and consent required by Paragraph 7.A. (iii) of this Ordinance within 60 days after the date of final passage of this Ordinance, the Board of Trustees will have the right, in its sole discretion, to declare this Ordinance null and void and of no force or effect.
APPROVED THIS 11th day of July, 2017.
Gopal G. Lalmalani Village President
PASSED THIS 11th day of July, 2017.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss Village Clerk
Ordinance 2017-ZO-SU-EX-S-1502 Special Use – Outdoor Dining Area 2022 Spring Road PIN: 06-23-300-054 Page 4 of 8
EXHIBIT A
LEGAL DESCRIPTION
Property:
The subject property is located within the Oakbrook Shopping Center at 2022 Spring Road, in Oak Brook, Illinois and the legal description is as follows:
THE FOLLOWING LOTS AND PORTIONS OF LOTS IN OAKBROOK TERRACE, A SUBDIVISION OF PART OF SECTION 23, TOWNSHIP 39 NORTH, RANGE 11 EAST OF THE THIRD PRINCIPAL MERIDIAN, ACCORDING TO THE PLAT THEREOF RECORDED OCTOBER 24, 1960 AS DOCUMENT NUMBER 984765: THAT PART OF LOT 9 LYING SOUTHERLY OF THE SOUTHERLY LINE OF THE 80 FOOT STRIP DESCRIBED AS THE EASEMENT PROPERTY IN THE INSTRUMENT RECORDED SEPTEMBER 28, 1962 AS DOCUMENT NUMBER R62-34593 (EXCEPT THAT PART OF SAID LOT 9 FALLING IN SPRING ROAD AND 22ND STREET AS DESCRIBED IN DOCUMENTS R61-21444 AND R61-30843).
PIN: 06-23-300-054
Ordinance 2017-ZO-SU-EX-S-1502 Special Use – Outdoor Dining Area 2022 Spring Road PIN: 06-23-300-054 Page 5 of 8
EXHIBIT B
PATIO PLAN and RENDERINGS
BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017
SUBJECT: Award of Contract – Salt Dome Repair Project
FROM: Doug Patchin, Public Works Director
BUDGET SOURCE/BUDGET IMPACT: $24,680 in Snow Removal Structural Improvements (363-90400)
RECOMMENDED MOTION: I move that the Village Board waive bidding due to sole source and award a contract to Dome Corporation of North America, Saginaw, Michigan for the Salt Dome Repair Project in the amount of $24,680.00, and approve Resolution R-1650.
Background/History: In 1990, Dome Corporation of North America built the salt storage dome at the Public Works facility. Over the years staff has made minor roofing and structural repairs to the dome. This is the first major repair that requires the manufacturers pre-fabricated dome panels be replaced. The dome panels are made with compound angles and are designed to work as a stress-skinned panel, which basically means that the panels are designed to work together as an integrated unit. It is very important that once the panel is removed, it is replaced quickly as to not minimize the structural integrity of the entire dome.
Because the stress-skinned panels are pre-fabricated and installed by the dome manufacturer, these repairs become a sole source and cannot be bid out.
Recommendation: That the Village Board waive bidding due to sole source and award a contract to Dome Corporation of North America, Saginaw, Michigan for the Salt Dome Repair Project in the amount of $24,680.00, and approve Resolution R-1650.
BOT AGENDA012417 Page 1 RG RESOLUTION 2017-PW-SALT-R-1650
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD
AND EXECUTION OF A CONTRACT FOR THE SALT DOME REPAIR PROJECT
BY AND BETWEEN THE VILLAGE OF OAK BROOK
AND DOME CORPORATION OF NORTH AMERICA
WHEREAS, the Village owns and maintains a salt storage dome at the Public Works facility; and
WHEREAS, after 27 years the manufacturer’s pre-fabricated dome panels (“Panels”) need to be replaced; and
WHEREAS, Dome Corporation of North America (“DCNA”) built the salt storage dome in 1990 and remain the sole source for replacement of the Panels; and
WHEREAS, Section 1-7-7 of the “Village Code of Oak Brook, Illinois” (“Village Code”) provides that contracts, which by their nature are not adapted to award by competitive bidding or competitive proposals, such as when an item is only available from a single source, are exempted from competitive bidding and competitive proposal requirements; and
WHEREAS, the Village President and Board of Trustees, being fully advised in the premises, have determined that it is in the best interests of the Village and its residents to authorize the award of a contract for replacement of the Panels with DCNA for an amount not to exceed $24,680.00;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Authorization of Contract for Replacement of the Panels. The President and Board of Trustees hereby approve the contract for replacement of the Panels in an amount not to exceed $24,680.00.
Section 3: Approval of Contract. The President and Board of Trustees hereby approve the contract with DCNA in substantially the same form as attached as Exhibit A (“Contract”), and in a final form approved by the Village Attorney.
Section 4: Execution of the Contract. The Village Manager and Village Clerk shall be, and hereby are, authorized to execute the contract between the Village and DCNA after receipt of the final contract fully executed by DCNA.
Section 5: Effective Date. This Resolution shall be in full force and effect from and after its passage by two-thirds of the Trustees and its approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2017-PW-SALT-R-1650 Authorizing an award of contract For the Salt Dome Repair Project Page 2 of 2
APPROVED THIS 11th day of July, 2017.
Gopal G. Lalmalani Village President
PASSED THIS 11th day of July, 2017.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss Village Clerk
Resolution 2017-PW-SALT-R-1650 Authorizing an award of contract For the Salt Dome Repair Project Page 3 of 2
EXHIBIT A
REVIEW OF CONTRACTS
Pro g ra m/Account^N.un1be r I
Contract Prlce: B.udgeted Amount:
tl Under $20,000 lll $soo,ool - gt,ooo,ooo - x $20,000 $500,000 l*l over $1,000,000
*aY+ Da,tq !P<-r;a,r
Name: U(l l"' Date: (, -g6-
ff Three (3) Orlglnals slgned by other party Date/Inltials t:] Original provlded to staff member for other party Date/Initials 1 fl Orlginal provlded to Offlcial Files Date/Initials #
Village of Oak Brook I Approved by Board of Trustees - Ori.Tnltirtr,_
AGENDA ITEM Regular Board of Trustees Meeting July 11, 2017
SUBJECT: Vehicle Replacement
FROM: Barry Liss, Fire Chief Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: 2017 Equipment Replacement - $87,000 from Program #342, Equipment Replacement, for the replacement and purchase of an Incident Command Vehicle. Estimated $5,000 to be realized in salvage for sale of reserve Incident Command Vehicle being replaced.
RECOMMENDED MOTION
I move that the Village Board approve the purchase of a 2018 GMC Yukon replacement Incident Command Vehicle in the amount of $50,699.00 and issue a purchase order to the sole proposer, Haggerty Buick GMC, 300 W. Roosevelt, Villa Park, Il. An amount not to exceed $36,301will be required for incidentals including, but not limited to a complete emergency lighting and communications package, vehicle graphics, computer installation and incident command management tools.
Background/History: A request for proposals for the Fire Department Incident Command Vehicle was posted on the Village website and sent to eight (8) vendors on June 14, 2017. On June 28, 2017, one (1) proposal was received and opened.
Daily shift operations for the Fire Department are supervised and commanded by one of three Battalion Chiefs serving each of the three assigned 24-hour shifts. As such, the Battalion Chief is assigned to operate from within an assigned Incident Command Vehicle (ICV). The current primary and reserve Incident Command Vehicles are built upon a standardized off-the-lot full- sized, extended-length sport utility vehicle chassis incorporating additional add-on components that provide a well-designed platform by which the Battalion Chief functions as they command, control, and coordinate the wide variety of emergency responses to which they respond.
To ensure operational readiness and prevent interruptions of a Battalion Chief’s response, the department maintains one primary ICV and an older reserve unit when the primary unit is temporarily out of service for mechanical breakdowns or routine maintenance issues. The reserve ICV also serves as a Fire Prevention vehicle for daily working inspectors. The current primary ICV is a 2008 GMC Yukon XL with nearly 48,000 miles. The reserve unit is a 2000 Ford Expedition with 63,250 miles.
As part of our Vehicular Capital Improvement program, the 2000 Ford Expedition has reached well beyond its useful life as it has exceeded 17 years of service. Purchased new at a cost of $34,990.00, the vehicle has experienced nearly $20,000 in repairs over its lifetime with nearly $1,000 expended during the past 12 months alone. Rusting fenders, holes in the floor boards, failing emergency lighting, electrical issues and inadequate useable storage space continue to plague the vehicle.
The scope and cost of the purchase required competitive request for proposals, which were solicited by the Village in June of 2017. Several leading manufacturers were contacted and sent informational packets. One proposal was received and subsequently evaluated for its content, responsiveness to our specifications and overall cost.
Following review of the proposal, the department selected the GMC Yukon offered through Haggerty Buick GMC.
As in the past, we will continue our approach in repurposing our fleet as the addition of the new ICV will subsequently allow us to pass the current primary ICV down to reserve status and provide additional years of service. Once the new replacement unit is operational, the older reserve unit will then become surplus and eventually sold.
The new vehicle will remain as a standardized off-the-lot full-sized, extended-length sport utility vehicle chassis incorporating additional after market add-on components such as, but not limited to multiple two-way radio communications, wireless on board computer, printer, incident command tracking boards, fire, rescue and mass casualty management tools, strategic reference material, cameras, emergency lighting, siren and more.
Recommendation:
That the above motion be presented to the board for approval.
RESOLUTION 2017-FD-EQ-R-1651
A RESOLUTION APPROVING THE PURCHASE OF AN INCIDENT COMMAND VEHICLE
FROM HAGGERTY BUICK GMC
WHEREAS, the Village owns and maintains a primary Incident Command Vehicle (“ICV”) which serves as an emergency response vehicle for three Battalion Chiefs, and also a reserve unit now utilized by the Village fire inspectors; and
WHEREAS, the reserve ICV is a 2000 Ford Expedition which has reached well beyond its useful life as it has exceeded 17 years of service; and
WHEREAS, Village staff solicited bids to purchase a new ICV in June 2017 and the proposal was sent to eight (8) vendors; and
WHEREAS, the Village received one (1) bid response to its proposal; and
WHEREAS, Haggerty Buick GMC (“Haggerty") was the sole proposer, and its proposal was evaluated for content, responsiveness to the specifications, and overall cost; and
WHEREAS, the Village President and Board of Trustees, being fully advised in the premises, have determined that it is in the best interests of the Village and its residents to authorize the purchase of a new ICV from Haggerty in the amount of $50,699.00, and allow an amount not to exceed $36,301.00 for the purchase of required incidentals through various vendors, for a total price not to exceed $87,000; and
WHEREAS, the current primary ICV is a 2008 GMC Yukon XL which will now be utilized as a reserve vehicle.
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Authorization of Purchase of the ICV. The President and Board of Trustees hereby approve the purchase of the ICV from Haggerty in the amount of $50,699.00, and allow an amount not to exceed $36,301.00 for the purchase of required incidentals through various vendors, for a total price not to exceed $87,000.
Section 3: Execution of Required Documentation. The Village Manager is hereby authorized to execute on behalf of the Village all documents necessary to complete the purchase pursuant to Section 2 of this Resolution.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2017-FD-EQ-R-1651 Approving the Purchase of Incident Command Vehicle Page 2 of 3
APPROVED THIS 11th day of July, 2017
Gopal G. Lalmalani Village President
PASSED THIS 11th day of July, 2017
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss Village Clerk Resolution 2017-FD-EQ-R-1651 Approving the Purchase of Incident Command Vehicle Page 3 of 3
EXHIBIT A
CONTRACT
BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017
SUBJECT: Cook County Wage and Sick Leave Ordinances- Opt Out
FROM: Riccardo F. Ginex, Village Manager
BUDGET SOURCE/BUDGET IMPACT: NA
RECOMMENDED MOTION: A Motion to approve ORDINANCE 2017-PW-WPA-COOK-R- 1503, An Ordinance To Address Conflicts With Cook County Ordinances Regarding Minimum Wage and Sick Leave for the Village of Oak Brook, Illinois.
Background/History:
In October of 2016, the Cook County Board passed an Ordinance Creating a Minimum Wage in Cook County. The ordinance specifically dictates increases to the minimum wages paid after July 1, 2017 through July 1, 2020 with $1.00 increases annually beginning with $10.00 and end with $13.00 annually in 2020. After July 1, 2021 the increase will be capped at 2.5%.
Also, the Cook County Board passed an ordinance mandating that employers in Cook County provide each employee with one hour of sick leave for every 40 hours worked, up to 40 hours of paid sick leave per year, allowing 20 sick hours to be carried over for each calendar year, and employees may carry over an additional 40 hours of sick pay authorized for use with Family Medical Leave Act (FMLA).
While the ordinances do not apply to any unit of local government, the Illinois state government, and the government of the United States, it would apply to any business or residence located within Cook County that may be in Oak Brook. As we do not have any businesses in Oak Brook, there are a few residences that would be subjected to the ordinances if people employed labor to work there. The Board wishes to have discussion and opt-out of these ordinances.
Recommendation: The Village Board passes the ordinance as presented.
RG
ORDINANCE 2017-PW-WPA-COOK-R-1503
AN ORDINANCE TO ADDRESS CONFLICTS WITH COOK COUNTY
ORDINANCES REGARDING MINIMUM WAGE AND SICK LEAVE
WHEREAS, the Village of Oak Brook (the “Village”) is an Illinois municipal corporation organized and operating pursuant to authority granted by the Constitution and Laws of the State of Illinois; and
WHEREAS, on October 5, 2016, the County of Cook Board of Commissioners adopted an ordinance that requires employers in Cook County to provide a minimum number of paid sick days to employees (hereinafter, the “Cook County Earned Sick Leave Ordinance”); and
WHEREAS, on October 26, 2016, the County of Cook Board of Commissioner adopted an ordinance creating a minimum wage for employers in Cook County (hereinafter, the “Cook County
Minimum Wage Ordinance”); and
WHEREAS, the Village President and Board of Trustees of the Village of Oak Brook
(cumulatively, the “Corporate Authorities”) hereby find and determine that the Cook County Earned Sick
Leave Ordinance and the Cook County Minimum Wage Ordinance would place an undue burden on employers within the portion of the Village of Oak Brook in Cook County given the current rights of employees available under Federal and State law; and
WHEREAS, the Corporate Authorities further find that employment-related laws are best established at the Federal and State level to avoid competitively disadvantaging businesses located in the
Village and the ability of its residents to find plentiful employment opportunities; and
WHEREAS, Article VII, Section 6(c) of the Illinois Constitution provides that if a county ordinance conflicts with an ordinance of a municipality, the municipal ordinance shall prevail within its jurisdiction and there has been no appellate court determination as to whether that right only exists for home-rule communities; and
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DUPAGE AND COOK COUNTIES, ILLINOIS, as follows:
SECTION 1. Recitals. The foregoing recitals shall be and are hereby incorporated into and
made a part of this Ordinance as if fully set forth in this Section 1.
Ordinance 2017-PW-WPA-COOK-S-1503 Opting Out of Cook County Sick Leave And Minimum Wage Ordinance Page 2 of 2
SECTION 2. Municipal Preemption. The provisions of the Cook County Earned Sick Leave and Minimum Wage Ordinance shall not be applicable within that portion of the Village that is within Cook
County.
SECTION 3. Resolution of Conflicts. All ordinances in conflict herewith are hereby repealed to the extent of such conflict.
SECTION 4. Saving Clause. If any section, paragraph, clause, or provision of this Ordinance
shall be held invalid, the invalidity thereof shall not affect any of the other provisions of this Ordinance, which
are hereby declared to be separable.
SECTION 5. Effective Date. This Ordinance shall be in full force and effect from and after its passage, approval, and publication in the manner provided by law.
APPROVED THIS 11th day of July, 2017.
Gopal G. Lalmalani Village President
PASSED THIS 11th day of July, 2017.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss Village Clerk
BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000
AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017
SUBJECT: Award of Contract – Trane Maintenance Agreement
FROM: Doug Patchin, Public Works Director
BUDGET SOURCE/BUDGET IMPACT: $28,850 is budgeted in # 321 for 2017
RECOMMENDED MOTION: I move that the Village Board waive further bidding since US Communities already conducted the bid process and award a 5-year agreement to Trane U.S. Inc., Willowbrook, Illinois, for the Butler Government Center HVAC Equipment and BAS Controls Maintenance in the amount of $150,125 ($28,850 for Year 1, $29,424 for Year 2, $30,013 for Year 3, $30,613 for Year 4, and $31,225 for Year 5), and approve Resolution R-1649.
Background/History: In 2015 the Village Board approved upgrading the HVAC units in the west wing of the BGC. The upgrades were, converting the units from electric pre heat to gas heat, and to upgrade the operational controls for all HVAC units at the BGC, converting them from pneumatic controls to a Computerized Building Automation System.
This agreement is for the maintenance and repairs of the HVAC units and the Building Automation System at the BGC.
Recommendation: The Village Board waive further bidding since US Communities already conducted the bid process and award a 5-year agreement to Trane U.S. Inc., Willowbrook, Illinois, for the Butler Government Center HVAC Equipment and BAS Controls Maintenance in the amount of $150,125 ($28,850 for Year 1, $29,424 for Year 2, $30,013 for Year 3, $30,613 for Year 4, and $31,225 for Year 5), and approve Resolution R-1649.
BOT AGENDA Page 1 RG RESOLUTION 2017-BGC-HVAC-R-1649
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH TRANE U.S. INC.
IN RELATION TO THE MAINTENANCE OF THE HVAC UNITS
AT THE BUTLER GOVERNMENT CENTER
WHEREAS, in 2015 the Village Board approved upgrading the HVAC units that serve the west wing of the Butler Government Center (collectively, “HVAC Units”) which resulted in converting the operational controls from pneumatic controls to a computerized Building Automation System (“BAS”); and
WHEREAS, it is desired to have an agreement in place for maintenance and/or repair (“Services”) of the HVAC Units and BAS; and
WHEREAS, US Communities previously conducted a bid process for Services; and
WHEREAS, the Village staff has recommended that the Village waive competitive bidding and approve a five-year agreement with Trane U.S. Inc. (“Trane”) for services; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have determined that it is in the best interests of the Village and its residents to so waive competitive bidding and to approve the agreement for services with Trane.
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding requirements for Services of the HVAC Units and BAS are hereby waived in accordance with Section 1- 7-4 of the Village Code.
Section 3: Authorization of Agreement for Services of the HVAC Units and BAS. The President and Board of Trustees hereby approve the five-year agreement for Services of the HVAC Units and BAS in an amount not to exceed $150,125 over the five-year period.
Section 4: Approval of Agreement. The President and Board of Trustees hereby approve the agreement with Trane in substantially the same form as attached as Exhibit A (“Agreement”), and in a final form approved by the Village Attorney.
Section 5: Execution of the Agreement. The Village President and Village Clerk shall be, and hereby are, authorized to execute the Agreement between the Village and Trane after receipt of the final Agreement fully executed by Trane.
Section 6: Effective Date. This Resolution shall be in full force and effect from and after its passage by two-thirds of the Trustees and its approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2017-BGC-HVAC-R-1649 Approving the Agreement for Services of HVAC Units and Building Automation System Page 2 of 2
APPROVED THIS 11th day of July, 2017.
Gopal G. Lalmalani Village President
PASSED THIS 11th day of July, 2017.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss Village Clerk
Resolution 2017-BGC-HVAC-R-1649 Approving the Agreement for Services of HVAC Units and Building Automation System Page 3 of 2
EXHIBIT A
REVIEW OF CONTR.ACTS
i Depafr.rrlen-t: Progra m/Account Nu mber: L_-_:_Yi ' .]-/, "'\ i Awarded Contract Price: i s&€,Bso "DD Dt1
tl Under $20,000 [--l ssoo,ool - gl,ooo,ooo ffi-] * t{-1.J $20,000 $500,000 tl Over $1,000,000
t\4-.'e i I-J f/A*r* LJI{JI-r<-"{ rL vs\.1{*r}--"{ L-Jl.zflLK-$ ,I Y}\1": i &nC'beb Lnr*rnl*,y1s- roiqxanea--
Date: C 4S--11
/\- I i1
tl Three (3) Originals signed by other party Datellnitia ls Originai provided to staff member for other party Date/Initia ls t_l 1 Original provided to Official Files Date/Initia ls tl ;&r,
Village of Oak Brook I Approved by Board of Trustees ' Date/lnitials: