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Minutes - 02/24/2003 - Committee of the Whole2 3 MINUTES OF THE FEBRUARY 24, 2003 COMMITTEE - OF- THE -WHOLE MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON MARCH 11, 2003. CALL TO ORDER: The Committee -of- the -Whole Meeting of the Village Board of Trustees was called to order by President Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:37 p.m. ROLL CALL: Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Karen M. Bushy, Trustees Stelios Aktipis, George T. Caleel, Susan Chase Korin and Elaine Miologos. ABSENT: None. IN ATTENDANCE: Debra J. Jarvis, Fire Chief, Darrell J. Langlois, Finance Director; Michael A. Meranda, Director of Public Works; Bonnie Sartore, Bath & Tennis Club Manager; Police Lt. Stephen Larson and Police Sgt. Alan Borkovec. Trustee Alfred P. Savino arrived at 7:39 p.m. and Trustee John W. Craig arrived at 7:40 p.m. SPORTS CORE COMMUNITY EVENTS President Bushy noted that Acting Village Manager, Michael Crotty, had a family emergency and will not be in attendance of the meeting. She then explained that the Village Board is reviewing policies they made and how those policies affect the ability to balance the budget. The focus of the meeting is on one set of policies that reflect community events held at the Sports Core. They entail three events that are held on the Sports Core property but are an obligation of the General Fund for all the residents of Oak Brook. The three community events are Oak Brook Day on Memorial Day weekend, the July 4th celebration and the Autumn Festival. The July 4th celebration is the most costly due to our public safety personnel overtime and the costs associated with other safety concerns and crowd control, such as light towers, porta - potties, etc. The purpose for the meeting is to discuss whether the Village wishes to continue these community sponsored events and if so, on what basis. Additionally, she asked the Board to review the policy in effect at the Sports Core since the purchase of the property from the Butler family; that civic organizations based in Oak Brook are charged a reduced amount for the room rent but pay for food service costs. VILLAGE OF OAK BROOK COMMITTEE -OF- THE -WHOLE Minutes Page 1 of 4 February 24, 2003 CALL TO ORDER ROLL CALL S.C, COMM EVENTS 3. Exhibits for the meeting included a community event survey completed by the Village Clerk's office from DuPage municipalities; a list of community organizations that use the Bath & Tennis Club and survey results from our residents as requested by the Village Board. President Bushy acknowledged that Police Lt. Larson, Police Sgt. Borkovec, Fire Chief Jarvis and Ray Rocke from R & B Enterprises was in attendance of the meeting to address any issues the Board may have for them. Bath & Tennis Club Manager Sartore gave a brief presentation to the Board. She stated that the Village wants to consider soliciting sponsorships, subsidies or funds for the Fireworks event. As a policy issue, the Board would need to determine if staff would hire a public relations firm or other commission - compensated person to solicit sponsorships. They would want to know what benefits would be given to a sponsor such as advertising by signs placed on 31S` street, a blimp or placing a full -page ad in the Chicago Tribune. She asked if the Board wished to discuss charging a parking fee for the event for an increase in revenues. Trustee Aktipis suggested charging $5 parking fee per car for this event. He asked if this would be a very difficult and cumbersome project with so many cars. Lt. Larson explained that it isn't practical due to the roadway configuration, collecting money, making change and having some participants wanting to leave and not pay the fee. He suggested that if it were to be done there should signs on the roadway that there is a parking fee. We would need to design a system that when a vehicle arrives at the parking lot we could collect the fee; or place a stick in the vehicle that would indicate a prepaid fee, perhaps. Trustee Caleel requested the number of'vehicles parked for the Fireworks event. Ray Rocke, R & B Enterprises, who handles the parking for the event indicated that last year there were approximately 8,200 cars parked at eleven sites. He stated there isn't a way to charge all of the cars a parking fee due to the ingress and egress of the event. He then explained the parking configuration of the event. Trustee Craig suggested advising the public at York Road and 31" Street stating they can proceed to paid parking for the event. Mr. Rocke indicated a sign could be installed at that location so that people may determine if they wish to park at the event. Trustee Miologos suggested creating a system or infrastructure to generate revenues of charging parking fees, a traffic flow or pattern. Trustee Aktipis responded that it is difficult to start thinking about a pattern due to practical problems that are generated when given a different approach. He suggested finding ways that it can be done. VILLAGE OF OAK BROOK COMMITTEE -OF- THE -WHOLE Minutes IN Page 2 of 4 February 24, 2003 3. Mr. Rocke suggested further discussion on the revenue generated vs. safety issues and perception by the public. Trustee Caleel asked how soon the fireworks people needed to be notified to proceed with the event. Bath & Tennis Club Manager Sartore indicated a two -week notice is required to keep Melrose Pyrotechnics as our vendor. Trustee Caleel stated that only the parking revenue could be discussed due to the time constraints. He suggested that parking passes be sent to our residents. President Bushy stated the commercial residents should be included also in parking passes. She noted that this would require staff time to do this at the Village and by R & B Enterprises. Responding to Trustee Miologos' suggestion, President Bushy explained that Christ Church would not allow a fee to be charged for parking in their lot. Trustee Savino recommended for the April Village newsletter a request for donations for the event and to move forward and contract with the fireworks firm and parking contractor. Trustee Aktipis asked if neighboring police departments would assist the Village during this event. Lt. Larson explained that off duty DuPage County police officers are paid an hourly rate and the Village only uses other departments for mutual aid in an emergency or disaster, which this is not. Trustee Korin asked for a dialogue between the Oak Brook Park District and parking on their property with a bus service to the event for a fee. Trustee Caleel also requested speaking with the Park District and Hotel, Convention and Visitors Committee to help pay for the cost of the event. He suggested the Village charge a $10 parking fee with a pass for residents. Trustee Savino recommended proceeding with the event and asked Mr. Rocke to devise a parking fee collection and parking plan. Trustee Korin asked that Mr. Rocke recommend three options for the board for a special Committee -of- the -Whole meeting and that at the next Village Board meeting the Board approve the fireworks contract. She also asked how Elmhurst receives grants for their events. President Bushy then asked for public comments. Autumn Festival Committee member Joan Philip requested that the Village Board continue with community events as the Village does not have a gathering place for its residents. Trustee Aktipis suggested contacting Oakbrook Center if they would sponsor the event. Trustee Caleel asked for a status update of the West Nile virus. President Bushy explained that August and September are the dangerous times of the year but that the Sports Core is heavily sprayed for mosquitoes for the event. VILLAGE OF OAK BROOK COMMITTEE -OF- THE -WHOLE Minutes Page 3 of 4 February 24, 2003 3. Autumn Festival Committee member Linda Lojewski stated that many residents set up for a picnic event like Ravinia. Selling food is a good idea but it is a low volume opportunity. Police Sgt. Borkovec stated the main concern of the Police Department is the safety of 30,000 people with twenty -one police officers and ten DuPage County officers. The cost of overtime is more than in past years due to the security on the field since September 11, 2001. President Bushy indicated that requests for donations could be included in the water bills and the next Village newsletter. Trustee Korin stated she would work with the Oak Brook Park District to see if they would be involved in the event. Finance Director Langlois explained the water billing card would not allow enough space to explain the request for donations. President Bushy suggested including a notice in envelopes with the water bills. Trustee Miologos offered to contact the Oakbrook Center for a direct contribution for this community event. The Board then discussed the use of the Bath & Tennis Club by our civic organizations. Bath & Tennis Club Manager Sartore explained that these organizations may be moved to other rooms of the facility so that the Club may accommodate multiple events. Trustee Korin requested a new policy of designating days that the civic organizations may use the facility so that it may be open for other events. She also recommended considering other approaches to improve the sales at the Bath & Tennis Club and a marketing plan to be discussed at the March Committee -of- the -Whole meeting. Trustee Caleel suggested refinancing the indebtedness of the Sports Core facilities. Finance Director Langlois will address this and present a report to the Village Board. 4. ADJOURNMENT: Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the Committee -of -the -Whole Meeting at 10:03 p.m. VOICE VOTE: Motion carried. ATTEST. Linda K. Golinella, CMC Village Clerk VILLAGE OF OAK BROOK COMMITTEE -OF- THE -WHOLE Minutes Page 4 of 4 February 24, 2003 ADJOURN