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Minutes - 05/22/2000 - Committee of the WholeVILLAGE OF OAK BROOK MINUTES OF COMMITTEE -OF- THE -WHOLE HELD ON MAY 22, 2000 UNOFFICIAL UNTIL APPROVED AS WRITTEN x OR AS AMENDED BY VILLAGE BOARD ON June 13, 2000 1. MEETING CALL: The Committee -of- the -Whole meeting of Monday, May 22, 2000 was called to order by President Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:30 p.m. Pledge of Allegiance was given. The Village Clerk called the roll with the following persons PRESENT: President Bushy, Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino. ABSENT: None. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael J. Crotty, Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief, Robert L. Kallien, Jr., Director of Community Development; Darrell J. Langlois, Finance Director; Bruce F. Kapff, Director of Information Services & Purchasing; Ruth Martin, Library Director; Michael Meranda, Public Works Director; Allen W. Pisarek, Police Chief; Bonnie Sartore, Bath & Tennis Club Manager; Trey VanDyke, Golf Club Manager; Linda Lojewski, Sports Core Secretary; Laura Konrady, Oak Brook Bath & Tennis Club Aquatics Director; Beth Lojewski, Oak Brook Bath & Tennis Club Pool Manager; Kathy Manofsky and Howard Trier, Oak Brook Park District Commissioners and Roy Cripe, Oak Brook Park District Executive Director. 2. REVIEW OF VILLAGE BOARD VISION AND MISSION STATEMENTS: The ordinance that adopted these statements in 1995 provided for them to be reviewed annually in conjunction with the Board's consideration of annual objectives. President Bushy read the Statement of Vision and the Mission Statement and the Board concurred in the continuance of the Statement of Vision and Mission Statement as presented. Statement of Vision Our shared vision for Oak Brook is a place of quality and natural beauty that offers an excellent residential and business environment. The principal elements of our vision; • Beautiful, safe and high - quality residential neighborhoods and business districts, COMMITTEE -OF- THE -WHOLE Minutes Page 1 of 13 May 22, 2000 • A prominent business center, home to major national and international corporations, world -class shopping and an array of business, professional and personal services, • An appropriate balance between residential and business land uses, • Vast open spaces and extensive cultural and recreational facilities, • A professional, responsive and responsible local government that acts with integrity and treats all citizens with respect, • A strong sense of community; combine to create an outstanding quality of life in Oak Brook. Mission Statement The mission of the Village of Oak Brook is to provide the community with excellent local government services that meet the needs of its citizens and are delivered in a professional, responsive and responsible manner. To achieve this mission, the Village will: • Strive to deliver high - quality municipal services in a cost - effective and fiscally responsible manner; with courtesy, integrity and fairness; and with a view toward the good of the entire community as well as the individual resident or corporate citizen. • Continually evaluate the content and quality of Village programs and services. • Engage in ongoing planning and development efforts designed to preserve and enhance the value of property in the Village. • Consult with and involve Oak Brook citizens in the Village's decision - making processes. • Seek to develop a Village staff that emulates, through its values and performance, this mission and its tenets. COMMITTEE -OF- THE -WHOLE Minutes Page 2 of 13 May 22, 2000 MO. 3. DISCUSSION OF 2001 VILLAGE BOARD OBJECTIVES: Village Manager Veitch explained that staff will formulate a list departmentally of the Village Board's 2001 objectives as discussed this evening including unfunded mandates. A. DEPARTMENT 1: LEGISLATIVE AND GENERAL MANAGEMENT (Legislative Support, Legal, General Management, Purchasing, Information Services, Emergency Services, Hotel /Motel Tax, Community Events) 1) UNFUNDED MANDATES: This subject will continue to be at the top of the Illinois Municipal League's priority list, and the Village Board will continue to pursue this objective. The Village commitment involves time and travel to Springfield to assist the Illinois Municipal League and DuPage Mayors and Managers Conference in pushing the legislation. Trustee McInerney has suggested that in addition, the Village engage in more active public education with the respect to the citizenry on the nature and costs of unfunded mandates. Village Manager Veitch proceeded to highlight the proposed 2001 Village Board of Objectives as presented. 2) "CITIZENSHIP" IN THE REGION. STATE AND NATION: Village Manager Veitch explained that Oak Brook has been at the forefront in intergovernmental forums such as the DuPage Mayors and Managers Conference, Metropolitan Mayors Caucus, Illinois Municipal League, National League of Cities and National Conference of Mayors. These organizations are advancing the municipal agenda and Oak Brook's involvement helps to shape that agenda and ensure that it is consistent with the Board's objectives and policies. This activity involves a significant amount of time on the part of the Village President, Village Manager and occasionally other members of the staff. This continues to be a critical subject that rises to the level of a Village Board Objective. As to the Metropolitan Mayors Caucus, President Bushy serves on the Economic Development Task Force which has had a significant effect on our state government's handling of the Metropolis 2020 Initiatives. His involvement on the Metropolitan Mayors Caucus' Commonwealth Edison Task Force has also had an effect in the attitude of Commonwealth Edison on a regional level and their improvements to the distribution system on a community level. In Oak Brook they have reduced our outage statistics by 50% in the last two years. President Bushy noted that the results of our Citizens Survey has been published with the statistical information of the Village's services offered to our residents. This survey is also used as a tool in formulating our annual budget process and developing program objectives. The program objectives are also listed for each COMMITTEE -OF- THE -WHOLE Minutes Page 3 of 13 May 22, 2000 department and indicate how to measure the accomplishment, the person responsible for the objective and the completion date of each objective. Four times a year the Village Manager updates the Village Board on each of these objectives. 3) ELECTRIC LOAD AGGREGATION /JOINT PURCHASING: One of the most far - reaching features of the electric deregulation legislation is the opportunity that it will afford to aggregate load and purchase power in a competitive marketplace individually, with other governments or possibly, in partnership with Oak Brook residents and businesses. Although the opportunity will not be fully available until 2002, the subject is beginning to be studied by the Council's of Government and one pool, led by Chicago, is forming. Village Manager Veitch, as chair of the DuPage Mayors and Managers Conference Regulatory Issues Committee, will continue to be involved in the subject. Trustee McInerney noted the importance of this objective to explore more than one buying opportunity. 4) EMERGENCY MANAGEMENT RE- CERTIFICATION: 2001 is the year in which the Village should be re- certified by the State, a process that will likely involve another full -scale exercise. The Village has begun discussions with Christ Church about being the site and participating in the exercise. Although not necessarily costly in a financial sense, this effort would represent substantial staff and time commitment. President Bushy noted that Christ Church is the largest facility of public assembly in Oak Brook and it is important that the Village maintain its certification. This full - scale exercise is a requirement of this process to ensure that the Village is able to handle large -scale emergencies. 5) OTHER LEGISLATIVE AND GENERAL MANAGEMENT SUBJECTS: Village Manager Veitch noted that the application of technology might continue as an objective for the Board or they may implement the plan in stages as it is approved through the budget process. Trustee Caleel asked that the Board objectives include cable services to our residents. Village Manager Veitch noted that the Village will be renegotiating our franchise agreement and improved services maybe included. Trustee Caleel stated that high -speed access is not available in the Village and as a premier commercial site this should be included. Trustee Kenny also remarked that some subdivisions have had problems with the burying of the cable and site repair has not been done to COMMITTEE -OF- THE -WHOLE Minutes Page 4 of 13 May 22, 2000 our Village standards. President Bushy suggested that site restoration be a continuing Village Board objective that allows our residents to know the Village is aware of the situation and trying to address any problems. B. DEPARTMENT 2: FINANCIAL SERVICES (Administration, Accounting and Reporting, Debt Service and Pensions): 1) INTERNET TAXATION: Internet commerce continues to be one of the principal threats to Oak Brook's financial way of life. The Village must continue to monitor this issue and attempt to detect and quantify its real effects on the Village's income stream. Trustee McInerney suggested that the Village seek to educate and inform residents about the issue and its meaning to Oak Brook. Trustee Caleel asked if anyone has met with our state legislators regarding this issue. President Bushy noted that she is meeting with Senator Walsh, Representative Durkin, and Congressman Hyde and is trying to set up an appointment with Congresswoman Judy Biggert. Senators Fitzgerald and Durbin understand the Village's situation and have responded to our letter sent by President Bushy. She will contact them for an appointment when they return to Illinois. She explained that not only is the Village concerned but that the park and school districts would be affected by the assessed valuation if it were reduced. 2) GOVERNMENTAL ACCOUNTING STANDARDS BOARD RULES: In 1997, the Governmental Accounting Standards Board (GASB) issued an "exposure draft" regarding the basic financial statements of state and local government that would radically change the way our statements are presented. This year, staff has attempted to see how the financial community would respond to non- compliance, but it appears that the Village will need to take certain initial steps toward compliance during 2001. Staff will continue to monitor this and identify the initial steps that may be needed in 2001 to be ready for compliance of these standards. 3) CONTINGENCY PLANNING: Several years ago, staff prepared contingency plans for responding to certain events having catastrophic negative effect on income, particularly sales tax. Trustee McInerney suggests that those plans be reviewed and updated in the face of e- commerce and other threats introduced in Springfield each year. COMMITTEE -OF- THE -WHOLE Minutes Page 5 of 13 May 22, 2000 PAP Trustee McInerney suggested that a various revenue stream analysis be prepared, its affects and how the Village would fund the shortfall. Trustee Savino inquired if the Village has a plan to educate and inform the residents on issues of concern for the Village. Village Manager Veitch stated staff does not have a plan in place presently but it would include newsletter articles, asking the local press to address issues in their newspapers, household mailings and setting aside time at the Board meetings. President Bushy commented that she met with an Oak Brook Press reporter recently regarding an article. Trustee Savino suggested a column in the Oak Brook Civic Association newsletter regarding issues. Village Manager Veitch remarked that attending homeowner association meetings to discuss issues is possible. Trustee Caleel also asked if a handout could be given to the homeowner presidents for distribution to the homeowners. 4) OTHER FINANCIAL SERVICES SUBJECTS: No other subjects regarding Financial Services were raised. The Board concurred in discussing Agenda Item H. Department 8: Sports Core at this time due to the residents who wished to address the Board on this agenda item. H. DEPARTMENT 8: SPORTS CORE (Bath & Tennis Club, Food & Beverage, Golf Club, Capital Projects): 1) BATH & TENNIS CLUB CLUBHOUSE EXPANSION: Final design has been authorized and plans are to begin construction in the fall of 2000 and completion in spring, 2001. 2) COOPERATIVE AQUATICS PROGRAM WITH PARK DISTRICT: Progress has been made this year toward providing a year -round aquatics program with the Oak Brook Park District. Bath & Tennis Club Manager Sartore explained the history of the aquatics program at the Bath and Tennis Club and the new joint aquatic program with the Oak Brook Park District to enhance each other's programs. This is a mission statement the Village Board had set for the Bath & Tennis Club and as requested by our residents. The Park District program and the Bath & Tennis Club program ensures continuity between the summer and winter programs, sharing of management staff and is a great opportunity for a better program, competition and participation. COMMITTEE -OF- THE -WHOLE Minutes Page 6 of 13 May 22, 2000 President Bushy explained to those attending the meeting that the Village Board's role is in developing policies and not in the daily operations of our facilities. The Village staff handles the daily operations. President Bushy thanked the Park District representatives for attending the meeting and the cooperative effort by them to develop these joint programs. Trustee McInerney also commended the Park District and our staff for working jointly in developing this program. Kathy Marek, 36 Croydon, stated her concerns of the practice times for the swim teams at the Oath Brook Bath & Tennis Club. Julie Greenberg, 916 Merry Lane, also stated her concern of the practice times. Mary O'Malley, 12 Cochise Court, voiced her concern of the competitiveness of the new swim program as compared to the past years where everyone was accepted as a participant. Trustee Caleel suggested that more discussion should be held between the two entities to address the needs of those concerned. President Bushy suggested that the Village Board consider that Bath & Tennis Club Manager Sartore, Park District Executive Director Cripe and Aquatics Director Konrady may wish to discuss the operations of their joint programs and consider developing objectives for next year. Trustee Savino stated these two entities are starting something new and asked that our residents have patience in developing joint programs that reduces the costs to our residents while enhancing services for them. President Bushy recessed the meeting at 9:35 p.m. Trustee Caleel exited the meeting at 9:35 p.m. The meeting resumed at 9:53 p.m. 3) FOREST MAINTENANCE: Forest preserve and park districts across the area are wrestling with the problem of non - native plant species (principally buckthorn) which degrade the quality of our forests. The Sports Core is not immune to these problems but has not previously addressed them, to our knowledge. This year staff is investigating if the Village may join the Forest Preserve District's efforts in this regard. If appropriate and feasible, 2001 may provide some cooperative action. President Bushy asked if it is possible to examine the entire Sports Core forested area and develop a work plan of what may need to occur. Golf Club Manager VanDyke indicated that staff is investigating joining Wilderness Chicago and they may provide some insight in doing this type of work for the Village. He noted that some of the forested areas will change due to compensated storage for the flood COMMITTEE -OF- THE -WHOLE Minutes Page 7 of 13 May 22, 2000 plain with the 31" Street expansion, we may also wish to maintain some bio- diversity in our forested areas, address geese control, the construction of the Library and expansion of the soccer field. President Bushy asked if the equestrian pathways that were used for the Pan - American games on the Sports Core property could be saved. Golf Club Manager VanDyke will investigate this further to determine if the pathways are still in the forested areas of the Sports Core. 4) LAND IMPROVEMENTS: Several areas on the Sports Core property could be evaluated for additional improvements. A sledding hill is already contemplated as a means of enhancing the property and disposing of surplus soil form the Library Project. The 9th Hole and "channel" floodway areas could be improved, as could the area around the Bath & Tennis Club pond. These improvements require some evaluations in terms of options, as well as costs and necessary permits. A discussion of interests and priorities could lead to some 2001 objectives. Staff will investigate this further. Trustee Butler asked if the entrance of the Polo driveway could be improved for this season. Village Manager Veitch stated that staff will address this issue immediately for the summer. 5) LIGHTNING DETECTION: As the Village invites more and more people onto the Sports Core for golf, Bath & Tennis Club activities, community events and large private parties, this subject begins to take on more importance potentially. Technology has provided options that could be evaluated toward a property -wide warning system of some kind. Staff will investigate this. President Bushy suggested some kind of erosion/appearance improvement be investigated at the Bath & Tennis Club pond. Golf Club Manager VanDyke and Golf Course Superintendent Creed will research this and will recommend alternatives to address the area. 6) OTHER SPORTS CORE SUBJECTS: No other Sports Core subjects were raised. COMMITTEE -OF- THE -WHOLE Minutes Page 8 of 13 May 22, 2000 1� C. DEPARTMENT 3: PUBLIC WORKS (Administration, Buildings and Grounds, Streets, Garage, Water, Equipment Replacement): 1) MUNICIPAL BUILDING PROJECT: Village Manager Veitch explained that this year should see conclusion of the design development, construction documents and bidding phases and the start of construction. Construction will extend throughout 2001. A final design presentation should be presented to the Village Board at the first meeting in June and staff will also begin a special use process for this building in June. Village Manager Veitch will act as the representative of the petitioner and appear before the Plan Commission and the Zoning Board of Appeals for a special use permit. 2) RIGHT -OF -WAY BEAUTIFICATION: Staff is embarking on a multi- faceted program involving new street signs, plantings, an adopt -a- street program and enhanced maintenance. These efforts were begun in 1999 and will extend through 2001 before becoming part of the routine. It is appropriate that this subject continue as a Village Board objective as the street marker design options were forwarded to the Board for review and comment. The Board members stated they liked design 2 with green blades and staff will prepare information on this proposed project. Trustee Savino asked if the American flags that are installed for Memorial Day could remain displayed during the summer until after Labor Day as part of beautification of Oak Brook. Village Manager Veitch stated the program could be extended, but there is a possibility that staff may have to add flags if any are damaged, stolen or misplaced over time. 3) OTHER PUBLIC WORKS SUBJECTS: No other Public Works subjects were raised. D. DEPARTMENT 4: ENGINEERING AND CAPITAL PROJECTS (Engineering, Capital Projects - Corporate Fund, Capital Projects -MFT Fund, Capital Projects - Water Fund, Capital Projects - Infrastructure Fund): 1) TIMBER TRAILS AREA DRAINAGE STUDY: The comprehensive drainage study of the Timber Trails area has just been completed. This project is worth consideration as a Village Board objective and approved work would be constructed as part of the 2001 paving project. COMMITTEE -OF- THE -WHOLE Minutes Page 9 of 13 May 22, 2000 Village Manager Veitch indicated that the drainage study has been completed and will be presented to the Board at the June, 2000 Committee -of- the -Whole meeting. The work is extensive and the preliminary estimates from the consulting engineers are higher than anticipated. There may be degrees of implementation that may need to be considered that are effective and also cost efficient. 2) HARGER AND YORK ROAD GEOMETRICS: Sight distance and roadway geometric concerns have been identified on York Road in the vicinity of Harger Road and on Harger near Steeplechase. The area on Harger is being addressed through the 2000 paving project. The area on York road requires further study. Since this subject is a 2000 Village Board objective, the Board will continue to reflect attention to the second part as a 2001 objective. Village Manager Veitch stated this should be studied further with a low cost analysis from our Engineers. 3) FLOOD PLAIN MAPPING: The timetable for re- mapping Salt Creek and its tributary is continually delayed. Accurate designation of flood plains in the Village has material importance to property owners and Village emergency service providers. 4) OTHER ENGINEERING SUBJECTS: No other Engineering subjects were raised. E. DEPARTMENT 5: LIBRARY (Administration, Technical Services, Reference and User Services, Youth Services): 1) NEW LIBRARY: Construction of the new Library will extend well into and possibly through 2001. 2) OTHER LIBRARY SUBJECTS: No other Library subjects were raised. COMMITTEE -OF- THE -WHOLE Minutes Page 10 of 13 May 22, 2000 ■ F. DEPARTMENT 6: POLICE (Administration, Field Services, and Support Services): 1) TRAFFIC AND DUI ENFORCEMENT: For the last several years staff has sought to emphasize traffic and DUI enforcement with mixed results. Staff has seen the expected inverse relationship between moving violations and accidents to an extent. For example, comparing 1999 to 1998 moving violations increased 16% and total accidents fell 12% (injury accidents 16 %). DUI arrests declined 32% in 1999 and are down substantially more to date in 2000. It is not entirely clear how much police visibility has contributed to this decline and how much is due to changing attitudes in society toward drinking and driving. The Police Department requested the Board's views on whether or not efforts should be further increased, perhaps including roadblocks or selective enforcement details concentrating specifically on DUI. The Board commented on the excellent bicycle patrol program and how well it is received by our residents. Trustee Craig asked that the police officers patrol subdivisions carefully during this time of year with graduation parties. The Board members suggested that police visibility continue to be maintained as is presently. 2) PUBLIC RELATIONS PROGRAMS: 2000 is the third year for the Citizen Police Academy and the second year for the Neighborhood Liaison Program. Both programs have been very well received. There has been some interest in expanding the length of the Academy by a week or two in order to expand the topics covered. The program coordinators may expand this program. The Board suggested that this objective be dropped since the programs are operating so well. Trustee McInerney suggested supporting lobby efforts of the Police Chief's of restriction of cell phones in vehicles. 3) OTHER POLICE DEPARTMENT SUBJECTS: No other Police Department subjects were raised. COMMITTEE -OF- THE -WHOLE Minutes C�2 Page 11 of 13 May 22, 2000 G. DEPARTMENT 7: FIRE (Administration, Operations, EMS, and Fire Prevention Education): 1) STAFFING: The first phase of a significant staffing initiative was approved by the Board in the 2000 budget. It is appropriate that the need for and timing of the next phase be evaluated as parts of the 2001 budget process (much of the work would be done in 2000). 2) NEIGHBORHOOD LIAISON AND PUBLIC EDUCATION: The Fire Department has noted the success of the Police Neighborhood Liaison program and is considering ways in which it could strengthen relationships with neighborhoods and associations through public education and fire prevention programs. Village Manager Veitch noted that the Fire Department is considering a type of liaison program like the Police Department. Fire Chief Jarvis commented that staff is reviewing these subjects and establishing if the members of the department could be available to attend homeowner association meetings. Public education could also be included in this. Once staffing is completed, review of a Citizen Fire Academy will be considered. 3) OTHER FIRE DEPARTMENT SUBJECTS: No other Fire Department subjects were raised. I. DEPARTMENT 9: COMMUNITY DEVELOPMENT (Planning/Zoning, Code Enforcement): 1) COMPREHENSIVE PLAN AND ZONING ORDINANCE UPDATE: Staff anticipates completing an addendum to the Plan in 2000 to add a future land use and transportation element as has been reviewed with the Board. The remainder of the Plan will be properly updated once the 2000 census is completed. 2) DEVELOPMENT ORDINANCES REVIEW: A comprehensive review of the Zoning Ordinance has begun in 2000 and will continue into 2001, followed by review of the Subdivision Regulations. The first section of the Zoning Ordinance undergoing review is the one that deals with off - street parking and loading, to be followed by a review and reorganization of the COMMITTEE -OF- THE -WHOLE Minutes Page 12 of 13 May 22, 2000 �11 provisions dealing with signs into a new section of the ordinance. The review is following the format of the restated Zoning Ordinance as provided by Sterling Codifiers, Inc., as part of the overall Code of Ordinances recodification project. Trustee Savino is taking an active part in the Zoning Ordinance review process. As sections are completed at the committee level, they will come to the Board for referral into the public hearing process. 3) OTHER COMMUNITY DEVELOPMENT SUBJECTS: Village Manager Veitch suggested that staff will review the discussion of this evening and develop a list of objectives for review by the Village Board. 4. ADJOURNMENT: Motion by Trustee Savino, seconded by Trustee Craig, to adjourn the Committee - of- the -Whole meeting at 10:50 p.m. VOICE VOTE: Motion carried. ATTEST: Linda K. Gonnella, CMA/AAE Village Clerk IoW- 052200 COMMITTEE -OF- THE -WHOLE Minutes Page 13 of 13 May 22, 2000 1�