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Minutes - 06/05/2001 - Committee of the WholeVILLAGE OF OAK BROOK MINUTES OF A SPECIAL COMMITTEE —OF — THE - WHOLE MEETING HELD ON JUNE 5, 2001 APPROVED AS AMENDED BY THE VILLAGE BOARD ON JUNE 26, 2001. 1. CALL TO ORDER: The Special Committee -of -the -Whole Meeting of Tuesday, June 5, 2001 was called to order by President Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:33 p.m. The Village Clerk called the roll with the following persons PRESENT: President Karen M. Bushy, Trustees George T. Caleel, Susan Chase Korin, Elaine Miologos and Alfred P. Savino. ABSENT: None. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. 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 J. Meranda, Public Works Director; Allen W. Pisarek, Police Chief, Bonnie Sartore, Bath & Tennis Club Manager, Trey VanDyke, Golf Club Manager; Police Lt. William Haas, Fire Lt. Tom McEllin and Firefighter Pavlovic. Trustee Adam Butler arrived at 7:36 p.m. and Trustee John W. Craig arrived at 9:07 p.m. 2. CONTINUED DISCUSSION OF SUBJECTS FOR 2002 VILLAGE BOARD OBJECTIVES: President Bushy indicated that the Village Board had begun the discussion of the Village Board objectives at the May Committee -of- the -Whole meeting and had to continue the discussion to this special meeting. Trustee Caleel had requested at the last meeting to add wording in the Mission Statement. The staff recommended that it read to achieve this mission, the Village will: Consult with and involve Oak Brook citizens in the Village's decision - making processes through both formal and informal means including hearings, meetings, surveys, advisory boards and commissions, task forces and committees. The Board concurred with this recommendation and it will be brought before the Village Board for final approval at a Village Board meeting. Village Manager Veitch explained that staff is developing an illustration using the current Five Year Plan to show the results of a change in policy to rearrange the linkages between sources and uses of revenue in order to take advantage of state legislation that would authorize a non -home rule local option sales tax at the '/4% level. SPECIAL COMMITTEE -OF- THE -WHOLE Minutes Page 1 of 12 June 5, 2001 (6- 11 Staff will illustrate how it would function and what implications it would have for utility taxes, telecommunication taxes, etc. in terms of their rates and uses for the proceeds. It will be presented to the Village Board in a schematic form before staff proceeds further in the development of the new Five Year Plan to determine if the Board wishes to proceed with the concept. Trustee Caleel commented that the '/4% is subject to referendum and can be used only for Infrastructure. President Bushy remarked that, at some point, the Village Board will have to give staff direction on the issue of utility tax as it is a sunset ordinance that has to be enacted each year depending upon the choice of how to proceed with this issue. This will be included in the illustration also. C. Department 3: Public Works (Administration, Buildings and Grounds, Streets, Garage, Water, Equipment Replacement) 1. Right -of -Way Beautification — including street tree planting, right -of -way landscaping, litter control. Village Manager Veitch explained that staff is working on two methods of beautification for the Village. One is the Adopt a Highway Program and the other is the DuPage County Sheriff arranges a work crew to clean the litter along the roadways. Public Works Director Meranda noted that the work crews had worked for two days along 31St Street. Manager Veitch suggested that the Village Board address the subject of right -of -way tree planting and landscaping as part of their 2002 objectives. Public Works Director Meranda's memorandum of May 31, 2001 to Manager Veitch reviewed the Village's forestry efforts for the last four years to help the Board in determining how they wish to proceed in any forestry efforts. Trustee Butler asked if the median plantings along Jorie Boulevard could be duplicated in other areas of Oak Brook rather than just the sparse placement of trees. President Bushy explained that a landscape designer has been used for plant selections installed by our Public Works personnel. If the Board wished to continue this service, we could use him for additional row design. Trustee Korin inquired if the same type of plantings would be installed in the medians along 31St Street with the widening of that roadway. President Bushy stated that discussions with DuPage County at this point include plantings of trees. She has had some earlier discussions with McDonald's where they would assist the Village with some plantings beneath the trees. Manager Veitch also commented that the Village would supplement with plantings around the trees. SPECIAL COMMITTEE -OF- THE -WHOLE Minutes Page 2 of 12 June 5, 2001 / Yv C. Department 3: Public Works (con't) 1. Trustee Miologos suggested to include Trustee Savino's comments that "When you entered Oak Brook, you would know that you were in Oak Brook." She suggested pursuing this, include it in writing and scale down the McDonald's plan on Jorie Boulevard to appropriate applications for trees and plantings underneath. Could grants or private donations fund this? If Route 83 and 31St Street ramps are not landscaped, there would be $40,000 available for this. She recommended that a plan be developed this year, state the mission statement and whenever a construction project is implemented to include this mission statement. Focus on the roadways that have the most visibility such as York Road. Trustee Caleel suggested that the plantings be salt resistant. President Bushy acknowledged that McDonald's had given the Village a schematic of the landscape project the company did on Jorie Boulevard and a plant list. Staff could work with DuPage County to enhance plantings on their roadways in Oak Brook. She had been asked by a resident if the Village would consider asking DuPage County when widening 31St Street could it include a median from Midwest Road to Route 83. Manager Veitch remarked that DuPage County is studying what is needed along 31St Street west of Route 83. If a median is installed, it is another storm drainage system that makes it costly. This will be discussed with DuPage County in their long -term plan of that corridor. Trustee Miologos suggested consideration of a Beautification Committee of residents to state that vision, to put together strategies and develop funding. President Bushy commented that the Plan Commission, composed of seven residents, develops that presently. Trustee Caleel recommended contacting the Plan Commission Chairman to study the matter and advise the Village Board. Trustee Miologos stated she would like to serve on this committee. Trustee Korin inquired if Sports Core funds could be used for plantings along 31St Street or hotel funding for in front of the hotels on 22"d Street. Manager Veitch suggested that the hotel industry might be amicable to allowing non -home rule municipalities to utilize hotel /motel tax funds for services and improvements next to hotels such as roadway enhancements and public safety. If the state statute is modified, this could be a promising source for money. President Bushy indicated Mark Bologa, DuPage Mayors & Managers Conference is negotiating this process on our behalf in Springfield. It would be worthwhile to have this as a Village Board objective in our Five Year Plan. Attorney Martens suggested that it is possible to create a special service area for the benefit of a particular area taxpayer, such as a hotel. It requires hearings and 51% of those people affected by the proposal to vote in favor of the project. SPECIAL COMMITTEE -OF- THE -WHOLE Minutes Page 3 of 12 June 5, 2001 l�, C. Department 3: Public Works (con't) 1. Manager Veitch stated the median in front of the Drake Hotel is being reviewed presently for plantings and staff could also include right -of- ways. President Bushy requested staff to include the costs of maintaining any areas suggested for improvements. 2. Street Marker Replacement — Proposals and samples have been received and are undergoing evaluation. If finally approved, the actual replacements will take place throughout 2002 and 2003. Manager Veitch explained that significant restoration of our existing street markers is necessary or replace the existing ones for $25,000- $30,000. Several months ago the Village Board authorized staff to solicit proposals for street markers. Public Works Director Meranda is presently preparing a request to the Village Board to negotiate a contract with a street marker supplier. It is cost effective to buy all of the materials at once at a cost of approximately $125,000 and install the markers over a two -year period. Trustee Miologos asked if the street markers qualify as infrastructure. Manager Veitch explained, under the Board's policy with the use of utility tax presently, if the Board states it is consistent with the mission of the Infrastructure Fund and utility tax, there is enough latitude within the policy for the use of those funds. She prefers the more expensive street markers at a cost of $200,000.00 due to the base being more durable, distinctive and the screws were inset to be protected from the elements. They could be phased in over a longer period of time for a better quality of product. She is sensitive to the homeowner association president's request for the street signs but due to the limited funds she would rather beautify the medians, major intersections or right -of -ways. President Bushy indicated that street markers have to be replaced due to their deterioration. Manager Veitch asked if the Board wishes staff to explore an application of Infrastructure Fund revenue as opposed to General Fund revenue. Trustee Korin noted many residents have requested new street signs more than beautification of right -of -ways. 3. The Future of Leaf Pick -up Program — Even though not yet critical, disposal sites and costs will become significant, if not dispositive, issues in the coming years. The idea of collecting and transporting that which can be productivity recycled on site has always been open to question. Public Works Director Meranda observed the cost of leaf pick -up is approximately $131,000 for disposal fees and labor costs. SPECIAL COMMITTEE -OF- THE -WHOLE Minutes Page 4 of 12 June 5, 2001 L� C. Department 3: Public Works (con't) 3. Manager Veitch asked if the Board wishes to determine now or later to continue the cost of collecting and transporting leaves when they can be recycled on site. Public Works Director Meranda stated that one leaf collection device will have to be replaced at a cost of $25,000. Trustee Caleel suggested educating our residents in recycling leaves on their property and alerting them to the fact that this service will likely be discontinued in the future. President Bushy also recommended including information on the cost of equipment replacement for this service. Trustee Korin inquired if the turn lanes east and westbound could be extended on 31" street onto Route 83 when widening 315` Street. Manager Veitch explained that DuPage County has included this in their proposed widening of 31St Street and a signal at Regent Drive. 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. Flood Plain Mapping — The timetable for re- mapping Salt Creek and its tributary keeps getting pushed back. Accurate designation of flood plains in the Village has material importance to property owners and Village emergency service providers. President Bushy noted that the DuPage County Stormwater Committee has purchased more GIS equipment for this project. The Board concurred with continuing this objective. 2. Continuation of Pathway System Development — Continued progress on major projects those close gaps per the Pathway Committee's priority list. President Bushy indicated she met with DuPage County Chairman Schillerstrom and he has put new emphasis on the trail and pathway system in DuPage. Presently, no municipal representatives are members of the County Environmental, Technical and Transit Committees. He seemed open to the suggestion of including municipal representation on those committees as there are on the Stormwater and Solid Waste Committees and will respond to her upon his discussion with DuPage County officials. Municipal representatives on the joint county- municipal committees are usually elected officials. They are appointed by the mayors of the municipalities in each of the county board districts to speak for the district. SPECIAL COMMITTEE -OF- THE -WHOLE Minutes Page 5 of 12 June 5, 2001 L� D. Department 4: Engineering and Capital Projects (con't) 3. NPDES Phase II Mandates — The Federal Water Pollution Control Act (aka the Clean Water Act) prohibits the discharge of any pollutant to waters of the U.S. from a point source unless the discharge is authorized by a National Pollutant Discharge Elimination System (NPDES) permit. By March 2003 the Village (on its own or possibly through DuPage County) will have to apply for a permit or permits for its stormwater system and begin implementation and enforcement of a stormwater management program that could be significant more costly than the current activities. Manager Veitch explained this is an unfunded mandate that the Village must respond to in 2002. One approach might be through intergovernmental cooperation to obtain a county -wide NPDES permit for all publicly owned storm sewer systems in DuPage County. Staff suggested that the Board develop an objective planning the Village's compliance with the NPDES Phase II. E. Department 5: Library (Administration, Technical Services, Reference and User Services, Youth Services) 1. New Library — Completion and occupancy. Other Library subjects: Trustee Korin asked where are the efforts of the Library Foundation to help fund the new Library and what happens if they are unable to obtain their goal. Trustee Caleel responded that the Library Foundation's goal was $2,000,000.00. They are confident they will attain their goal. A campaign mailing has been sent to the commercial and residential residents for donations to this project, and a similar mailing is being sent into the commercial community. Northern Trust Bank in Oakbrook Terrace has been very generous with their support and paid the printing costs for the Foundation's efforts in their campaign for donations. Trustee Korin inquired if the Village will offer our Library services to surrounding municipalities that do not have a library. Library Director Martin said the Village is governed by the Village Library Act in which a Library is limited to its official jurisdiction as the corporate boundaries of the Village. It may have intergovernmental agreements and we have done one with Oakbrook Terrace. The cost was covered by their city council. They paid the non - resident fee so their residents could use our Library. Four years ago they did not renew that intergovernmental agreement. The State of Illinois formulates the fee and it was disadvantageous for the City of Oakbrook Terrace at that time and they opted for Villa Park. SPECIAL COMMITTEE -OF- THE -WHOLE Minutes Page 6 of 12 June 5, 2001 C� E. Department 5: Library (con't) 1. Library Director Martin suggested once the Library is open that the Village would inquire if Oakbrook Terrace would want to enter into an intergovernmental agreement again. Trustee Miologos discussed community involvement and envisioned a grand opening of the Library for our residents. She suggested involving residents in this coordination especially families with children and to extend the grand opening to the teachers, schools, senior citizens and corporate residents. Director Martin clarified that this has been previously discussed in the Library Foundation meetings for a preview of special donors and a Village -wide opening. This could be an objective for the Board or program objective of the Library. Trustee Miologos suggested a Board objective to embrace community involvement relative to the Village Library and its activities. Director Martin explained that Northern Trust Bank has helped the foundation to search for potential programs in their fundraising efforts. They have selected a display from the Dallas Book Depository Museum of Jackie "O" photographs that have never been published. Northern Trust will bring this display to Oak Brook and help the Foundation put on this event at the Bath & Tennis Club. Trustee Caleel stated other programs are being considered. President Bushy noted that the Library Commission is working on this also and the Friends of the Library will be helping. Director Martin commented that she is hopeful that field trips from Butler and Brook Forest schools be implemented to the Library. President Bushy recessed the meeting at 9:10 p.m. The meeting reconvened at 9:21 p.m. F. Department 6: Police (Administration, Field Services and Support Services) 1. Traffic and DUI Enforcement - Continued emphasis in order to reduce injury accidents. President Bushy commended the Police Department for their DUI arrests. Manager Veitch noted a relationship between increased numbers of DUI arrests, increased stops for hazardous moving violations and a reduction in vehicular accidents that involve injuries. Police Chief Pisarek explained that DUI arrests have increased by 320 %, moving violations increased 54% and personal injury accident decreased by 36 %. The Board concurred to continue this objective. 2. Patrol Strength — Funding and implementation of additional patrol personnel as previously planned. SPECIAL COMMITTEE -OF- THE -WHOLE Minutes Page 7 of 12 June 5, 2001 F. Department 6: Police (con't) 2. Manager Veitch observed that the Board had previously approved in the last Five Year Plan and the 2001 budget the gradual addition of patrol strength in the Police Department and a small amount of support in the later part of the Five Year Plan. With current revenue issues, this has been placed on hold. Staff would like to again include this in the new Five Year Plan and review the revenue structure changes the Board spoke of at the two Committee -of- the -Whole meetings to seek funding and implementation. The scope may not be identical as to what was presented before as the Police Department may have some different ideas now than from a year ago and the timing could change. Trustee Caleel suggested that the Village Board have a Committee-of-the - Whole meeting to discuss the benefits of home -rule to a municipality. 3. Child Safety Seat Inspection — Will have trained personnel by summer 2001. There is an opportunity to establish an inspection program as a community service, as some other area agencies have done. Police Chief Pisarek explained that the department would inspect vehicles to determine if child safety seats are properly installed. The department co- sponsored two events and over 80% of the child safety seats were not installed properly. Trustee Caleel asked that the Village advertise this available service. Chief Pisarek indicated that four officers will be trained, certified and upon completion the department will co- sponsor a safety inspection event. G. Department 7: Fire (Administration, Operations, EMS, and Fire Preventon Education) 1. Staffing and Response to NFPA 1710 — Six to seven additional personnel would be necessary to complete the installed initiative to staff engines with 3 personnel and the truck with 2 personnel (depending on certain variables). Full compliance with NFPA 1710 could require up to 13 additional personnel to staff the engines and the truck with 4 personnel each and to handle the mandated record keeping. Degree of compliance, level of service and funding is critical upcoming issues in the fire service. Manager Veitch discussed the National Fire Protection Association's pending standard 1710 and the Village's response to the intent of the standard. Implementation would be prohibitively expensive for the Village and almost all other municipalities. SPECIAL COMMITTEE -OF- THE -WHOLE Minutes Page 8 of 12 June 5, 2001 G. Department 7: Fire (con't) 1. Staff will put their effort into embracing the goals of 1710 and developing goals and a program to meet those goals as best as possible. Municipalities and fire districts including Oak Brook have objected to this standard being mandated. He explained that our own staffing study indicates the department should move toward three on the engine and two on the truck. Fire Chief Jarvis responded that our firefighters continue to support the three people on the engine and two on the truck goal established in 1999. Staff will continue to review this for a year. Other Fire Department subjects: Manager Veitch inquired if the Board wished to reopen the Village's current open burning policy as an objective. Very few municipalities allow open burning of yard waste and would the Board wish to review the Village's regulations. Manager Veitch suggested staff could present some scenarios of how the Village could change the policy, publicize that it is under consideration and discuss the subject at a Committee -of -the -Whole meeting or public hearing. Trustee Caleel reminded the Board they had previously discussed cessation of the leaf pickup program and consideration of eliminating the open burn policy then staff would need an excellent educational program for these considerations. President Bushy suggested the ramifications of both issues and how it draws on staffing issues when considering mutual aid to other municipalities. Trustee Caleel suggested first consider the elimination of the open burn policy and then later let our residents know that the Village could not afford the leaf pickup program due to not having a facility for collection pickup, equipment or manpower. H. Department 8: Sports Core (Bath & Tennis Club, Food & Beverage, Golf Club, Capital Projects) 1. Control of Non - Native Plant Species — Continuation of the program outline in January, 2001) Manager Veitch commented that this is a continuation of a Board objective from last year to develop a program. The program was implemented in the first of five areas on the Sports Core property by our staff. Golf Club Manager VanDyke and Superintendent of Grounds Sean Creed are in charge of this program to eliminate buckthorn. Club Manager VanDyke explained the five areas and the process of elimination and indicated staff would like to continue the program in 2002. SPECIAL COMMITTEE -OF- THE -WHOLE Minutes Page 9 of 12 June 5, 2001 H. Department 8: Sports Core (con't) 2. Land Improvements at Bath & Tennis Club and Golf Club — Bath & Tennis /Pond/9th Fairway/ 5th Green area, etc., based on 2001 evaluations, availability of funds and necessary approvals. Manager Veitch explained staff has an objective this year to evaluate what can be done in these three areas. Bank erosion needs to be addressed with the pond, the 91h fairway is the tributary stream, a land bridge, some bank erosion and water quality issues. The most extensive area is the congestion between the fifth green, fourth tee and the 6th tee. Staff is evaluating the feasibility of bridging over the channel and developing another route to the 6th tee. This is the most extensive, expensive and requires the most governmental regulatory approvals. 3. Enhanced Food & Beverage Operation — Start-up and refinement of operations in improved clubhouses. Manager Veitch remarked that staff wished to develop an objective on the start-up and refinement of the expanded food and beverage operations once the clubhouse is completed. Trustee Caleel suggested a mailing or advertise the newly renovated Bath & Tennis Club and their expanded services. Bath & Tennis Club Manager Sartore explained the food and beverage operation of both facilities to the Board. Trustee Korin asked that an objective of the Board would be for the Bath & Tennis Club not lose money yet serve the interest groups of Oak Brook. She suggested the new Library could be used for group meetings. She stated her feeling that the membership fees are high at the facility and she would rather see the clubhouse revenue increase so that the membership fee could be reduced so that more people could participate at the pool or tennis, or that we implement a daily fee. She asked that the Board consider a more specific plan or comprehensive plan for this facility. Manager Veitch responded that staff has spent a great deal of time in comparing other facilities and the property tax component of other municipalities or park district swimming facilities as the user fees are only paying a part of the cost of operating those facilities. Trustees Butler remarked that previous Village Boards wanted the entire Sports Core to be profitable. The tennis dome was projected to be profitable but wasn't and was shown as an expense to the Bath & Tennis Club. It took awhile for that to be corrected. For many years there weren't any improvements made at the Bath & Tennis Clubhouse while the golf course was improved and was quite profitable. SPECIAL COMMITTEE -OF- THE -WHOLE Minutes Page 10 of 12 June 5, 2001 H. Department 8: Sports Core (con't) 3. He explained that the Oak Brook Park District facility operates where 55% of their revenue is from property tax dollars when the majority of the users that benefit from this are not Oak Brook residents. Oak Brook is very fortunate to have such wonderful facilities and should be patient to see the Bath & Tennis Club facility being very successful when completed. President Bushy remarked that there is a very reasonable Bath & Tennis Club membership fee as a social member for $50.00 that includes four passes for swimming at the Bath & Tennis Club. Bath & Tennis Club Manager Sartore discussed the budget projections for the year will be difficult to determine due to operating only for six months this year. The facility has a large number of bookings for the remainder of the year. A new marketing brochure has just been developed for the entire Sports Core and will be sent to the corporate residents once the clubhouse is completed. It has already been sent to the residents and is being sent to targeted clients already. Manager Veitch explained that a year ago the Board commissioned a study by R. M. McGladrey to do an evaluation of the feasibility of the expansion of the building, the potential of the project to pay off its net debt service and that study is available. Trustee Miologos suggested a renew focus on profit, swimming, food and events. Manager Sartore explained that if a daily swim fee is implemented that it would be open to the entire public because it is a municipal facility. President Bushy observed that many of these subjects have been discussed many times at great length. Trustee Butler suggested Trustee Miologos could meet with Bath & Tennis Club Manager and him to discuss the operations of the facility including the Finance Director and then discuss it with the Board members. I. Department 9: Community Development: (Planning /Zoning, Code Enforcement) Comprehensive Plan Update — Incorporation of 2000 census information, Lohan recommendations as suggested by Plan Commission, and results of the additional commercial density and traffic studies into an updated document. Manager Veitch remarked that staff should be receiving the confirmation of the 2000 census information so that the Comprehensive Plan document could be updated. All of the basic land use provisions have been strictly complied with and the planning goals and objectives have informed all the decisions of the Plan Commission, Zoning Board of Appeals and Village Board have made over that time. Some of the Lohan recommendations of office and traffic study will be included. SPEC,IAL COMMITTEE -OF- THE -WHOLE Minutes Page 11 of 12 June 5, 2001 l� L Department 9: Community Development (con't) 2. Zoning Ordinance Review — Continued chapter -by- chapter review. Manager Veitch explained that there is a renewed effort by staff to publicize the terms of the Property Maintenance Code and the procedures for its enforcement. There is an increasing level of interest by our residents in the Code and the number of complaints is growing to indicate a need to educate our residents. 3. Review of Subdivision Regulations — Commencement of review. 4. Publication of Property Maintenance Code Terms and Procedures — In response to resident increased interest and volume of complaints. Other Community Development subjects: None. 3. ADJOURNMENT: Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the Special Committee -of- the -Whole Meeting at 11:03 p.m. VOICE VOTE: Motion carried. ATTEST: Linda K. Gonnella, CMC Village Clerk SpCOW060501 SPECIAL COMMITTEE -OF- THE -WHOLE Minutes Page 12 of 12 June 5, 2001 i