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Minutes - 08/09/1999 - Committee of the WholeVILLAGE OF OAK BROOK MINUTES OF COMMITTEE - OF - THE - WHOLE HELD ON AUGUST 9 1999 UNOFFICIAL UNTIL APPROVED AS WRITTEN OR AS AMENDED BY VILLAGE BOARD ON 1. MEETING CALL: The Committee -of- the -Whole meeting of Monday, August 9, 1999 was called to order by President Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:34 p.m. Pledge of Allegiance was given. The Village Clerk called the roll with the following persons PRESENT: President Bushy, Trustees Butler, Caleel, Craig and Trustee Savino. ABSENT: Trustees Kenny and McInerney. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant Village Manager; Darrell J. Langlois, Finance Director /Treasurer; Richard A. Martens, Village Attorney; Ruth Martin, Library Director; Anthony Ingrisano and Roberta Petz, Library Commission; Jay Carow, Carow Architects; Marshall Olson and Robert Bush, Harbour Contractors; Joe Fullan and Mary Anne Nunez, Friends of the Oak Brook Public Library. 2. LIBRARY PROJECT DESIGN REVIEW AND VALUE ENGINEERING PRESENTATION: Jay Carow, Carow Architects, gave a presentation encompassing the design development stage drawings submitted just prior to the Village's hiring of Harbour Contractors, Inc. and proposed a color /finishes palette to determine if any changes to the palette are recommended by the Village Board. Mr. Carow discussed the enhanced benefit of the technological system of the airflow under the floor and the easy access of wiring for the Library's electronic system. He distributed a Library Plan to the Board members to discuss the proposed design and layout. Parking was increased to accommodate 100 cars. A meeting room was designed to be totally independent of the Library with a maximum capacity of 120 people which will also accommodate the Evergreen Concert series. Mr. Carow noted some of the changes of the Library as originally presented included the mechanical unit being placed at ground level rather than the roof and the flag poles being moved to the side so that the entrance is open. COMMITTEE -OF- THE -WHOLE Minutes Page 1 of 8 August 9, 1999 16 Trustee Savino noted the fountain was moved to the sculpture garden and felt more people would enjoy it at the front of the building. Mr. Carow stated he determined that children appear to be drawn to fountains and it would require monitoring by Library staff. Mr. Carow will review this further. Trustee Savino inquired if the mechanical unit should be placed along 31S` Street due to its visual impact. Mr. Carow explained that a wall will be structured around the unit and the children's garden may be planted with additional vegetation. Harbour Contractors, Inc. (HCI) reported on the status of its cost estimate for the project as currently designed. HCI presented its opinion on extrapolation of project cost from the October, 1996 estimate that was in hand at the time of the advisory referendum. The extrapolation took into account changes in project scope and escalation in construction costs from that time to the present. There is a substantial difference between the current estimated range of cost and the extrapolated 1996 estimate. The difference is attributable to the costs of numerous features of the project as they have been better detailed through the design development phase. Closing that gap is the objective of the value engineering effort. Part of the gap can be eliminated simply by reducing the size of the assumed construction contingency, which is reasonable to do as the design matures in detail. Beyond that, HCI and Carow have identified several changes that could be made that would result in net reductions in project cost. Robert Bush, Harbour Contractors, Inc., discussed the overhang of the building roof that incorporates a louvered shade for shading the light entering the glass. He stated that Mr. Carow felt this is an important element in the esthetics and functional in diffusing the direct rays of the sun entering the building that incorporates a value in the overall scheme of the air conditioning loads. The value of this is estimated at $110,000 and was included in the estimate. The parking requirements have been modified and HCI has allowed the additional costs for the increased parking. The subtotal of those items is $4,641,200 based upon a conceptual design in 1996. Since then, Mr. Carow has presented design development documents that have been modified by our staff and those drawings have been priced at $5,374,000. Village Manager Veitch explained that the $69,974 estimated cost for the security system, telephone system and automation technology will not be part of the bid package that HCI will process. The Village has independently provided resources for that in our budget through the Technology Plan and the Village's telephone system. The increase in size of the building from 22,560 to 24,000 accomplishes construction of the mechanical room on the ground rather than on the roof which has added floor area to the building. COMMITTEE -OF- THE -WHOLE Minutes Page 2 of 8 August 9, 1999 N.W.- w Mr. Bush commented that in 1996 the original concept of the raised floor system had not been developed in this country where you could have accurate cost data. HCI is presently building the first facility in this country using this technology and they have since found that vendors may supply enhancements that reduce the overall cost of that installation. Potential cost savings that could be addressed for the project would be the elimination of the access flooring system, which would drastically change the functionality and the state of the art building. If savings are the only objective, then under floor duct could be used with conventional HVAC units set on the ground. The under floor duct would allow for cabling and electrical work distribution under the Library floor. To change from the access floor system to the under floor duct and ground level HVAC units HCI estimates a cost savings of $364,000. If the dome is changed to a raised clear story, there is approximately a $60,000 cost savings. The sunshade, as specified, is stainless steel shade that is durable and the lowest maintenance product but is the most costly. Alternates could be painted steel with maintenance of painting every five to seven years or aluminum which weathers well but is subject to movement which require more maintenance for caulking and tightening bolts. The exterior wall system specified is stainless steel, which is a premium material. It is consistent with the stainless steel sunshade and an alternate material of aluminum offers cost savings of $60,000. This requires more maintenance due to movement and caulking would be needed. Mr. Bush indicated the value of the sunshade is estimated at $500,000. Their company is investigating alternate materials and alternate supplies to reduce that cost. The last and most significant method of saving costs could be to change the building configuration. One method would be to reduce the size of the building but it does not seem as viable as it appears appropriate for the needs of the Library. To change the shape of the building would reduce costs. A determination of values cannot be made until a decision is made on what architectural requirements are desired by the Village. Mr. Carow commented that each segment of the Library is the same and faceted which is cost effective. The under flow system could have considerable savings by changing the foundation from two feet to 16 -18 inches. Village Manager Veitch explained that the interest earnings on the funds for the Library have increased the amount from $3,980,000 to $4,200,000. Trustee Caleel stated that $600,000 to $700,000 should be received by the Library Foundation for the Library project. Trustee Caleel recommended that the access floor system is a marvelous consideration with implementation of the 16 -18 inch foundation to reduce a portion of the cost. He asked for an amount in cost savings by reducing the height of the raised floor. He requested the dome remain in the structure but would consider the aluminum sunshade alternative for a cost savings factor. He suggested the building configuration remain as presented. Trustee Craig suggested" it is important to convey to the Village residents that the Village is staying within the amount the residents approved in the Library referendum with the addition of the interest and donations received from the Library Foundation. COMMITTEE -OF- THE -WHOLE Minutes Page 3 of 8 August 9, 1999 President Roberta Petz, Library Commission, commented that in future years with the potential growth of the Library the pods designed by Architect Carow are expandable. It was a consensus of the Village Board that $5,000,000 be considered as the projected cost for the proposed Library. President Bushy commented on the color palettes proposed and suggested the green glass is more attractive in the woodland setting of the Library. The Trustees asked that a new color for the carpeting be proposed also. Architect Carow will present a different selection of carpets for the project. Trustee Caleel recommended that the architect be authorized to proceed with construction drawings and to continue to refine pricing of various items with the Construction Manager maintaining the original design concept. The Board reached a consensus that $4,200,000 in Village funds will be used for the project with the remainder to be raised by the Library Foundation for an estimated cost of $5,000,000 for the project. Ratification of this consensus will occur at the Village Board's regular meeting on August 24, 1999. 3. DISCUSSION OF COMPREHENSIVE AMENDMENT TO THE PERSONNEL RULES AND REGULATIONS: Initially, the department heads met with the Assistant to the Village Manager and the Village Attorney to systematically begin this consolidation and hold the necessary discussions. Drafting work ensued during those discussions. Thus, the bulk of the Manual has actually been drafted for some time. Staff delayed implementation in order to ensure coordination with certain provisions of the impending collective bargaining agreements, first with Police and then Fire. With the completion of the collective bargaining agreements, staff has now finalized the Personnel Manual and the draft product. Throughout the month of July, employees were given the opportunity to review the Manual and ask any questions. Although the Manual primarily memorializes practices that are in place, there are several changes that are listed below: 1. The probationary period for employees has been changed from 90 days to 6 months. This is more in line with comparable employers, and reflects a more realistic time period. 2. The amount of compensatory time that an employee may accumulate has been raised from 72 hours to 80 hours. This is also more consistent with the norm among our comparable juri sdictions. 3. With the availability of direct deposit of payroll checks, staff has eliminated the availability of advance checks. The purpose of advance checks was to provide an employee with a check if not able to be available to receive it on the regular payday. Now that direct deposit is available, the reason for providing advance checks is mooted. COMMITTEE -OF- THE -WHOLE Minutes Page 4 of 8 August 9, 1999 4� 4. The maximum amount of sick leave that may be accrued has been raised from 156 days to 180 days (from 1,757 hours to 2,016 hours for Fire Captains). 5. The sick leave buyback program has been clarified to provide the benefit after separation in good standing from the Village (currently it is available upon "retirement" which was not strictly construed) after 10 years of service. The increase in the maximum accumulation of sick leave also serves to enhance this benefit. 6. Currently, the Village Code indicates that a physician's certificate certifying an illness must be provided to the Village when the employee is out for three or more consecutive days (after one day for Fire shift personnel). The Manual clarifies that the Village may require certification after any use of sick leave. 7. The Village Manager may authorize carry over of up to one (1) week of vacation leave if the reason for the employee's inability to use the leave was caused by operational needs of the Village. This provision provides the necessary flexibility to respond to such circumstances. 8. Currently, regular part -time employees receive a pro -rated vacation benefit if they work at least 910 hours annually and for 26 consecutive pay periods. This means that if such an employee takes a two week vacation that spans a full two -week pay period, that employee loses the vacation benefit for the next year, regardless of whether the employee works at least 910 hours in the year. The proposed Manual eliminates the 26 consecutive pay period requirement. 9. As we had done with Easter Sunday last year, Martin Luther King Day is considered a recognized holiday for Police and Communication Center non - represented shift personnel. As in the Police collective bargaining agreement, the addition of the holiday is in exchange for one personal day so that the total number of holidays and personal days remains at the current 12. 10. Employees who are normally scheduled to work on holidays currently receive time and a half for all hours worked. The Manual provides for double time for any unscheduled hours worked (i.e. hours in excess of eight, or hours worked because the employee was called in) on the holiday. This change is consistent with the Police collective bargaining agreement. 11. Under the Family and Medical Leave Act provisions, staff has changed the policy to provide the 12 weeks of FMLA based on the prior 12 -month period from the start of the FMLA period. Currently, the Village Code provides 12 weeks in each calendar year, creating the potential that an employee would receive more than 12 weeks for an FMLA - qualifying reason (e.g. if the leave began December 1, 1999 the employee could be off for four weeks in 1999, and an additional 12 beginning January 1, 2000). The change brings our policy in line with the original intent of the law. COMMITTEE -OF- THE -WHOLE Minutes Page 5 of 8 August 9, 1999 `0/ The current FMLA policy has also been revised to allow employees to retain any unused personal days before being placed on unpaid status. Currently, an employee must exhaust all available paid leave before going on unpaid FMLA status. This change provides the employee the opportunity to retain a nominal amount of leave time for use after he or she returns from his or her FMLA leave. Finally, the Manual clarifies that the Village may designate leave as FMLA - qualifying pending medical certification if it has reason to believe that the illness or injury qualifies. 12. The Manual allows the Village Manager to authorize leave without pay in limited situations. 13. Regular part -time employees are provided access to the Village Health and Dental Plan by paying the full cost of the equivalent premium. 14. Staff has instituted a new tuition reimbursement form in order to better track requests, approvals and reimbursements. 15. A new provision has been added to the tuition reimbursement policy, and will be effective for courses begun after January 1, 2000. This provision requires the employee to reimburse the Village for the full cost of course tuition if the employee separates from the Village before one year has passed from the time the course is completed. An employee who separates from the Village less than two years but greater than one year from the time he or she has completed the course would be required to reimburse the Village for one -half the cost of the course tuition. This provision is in -line with tuition reimbursement policies in neighboring jurisdictions, and will not be applied retroactively. 16. Conferences are available to all regular full -time employees, rather than only to Department Heads subject, of course, to budget approval. This allows us to focus the policy on the needs of the Department rather than on hierarchy. 17. The Manual includes language on Drug and Alcohol Use. Specifically, it provides that the Village may test for drug and alcohol use under reasonable suspicion and post on- the-job injury or accident. There is no provision for random testing except where an employee has tested positive under the reasonable suspicion or post injury /accident standard. The rest of the Manual is intended to memorialize current personnel practices. Adoption of the Manual will result in the removal of Appendix D from the Village Code. Changes to the Manual would be presented to the Board periodically, and would be distributed to employees accordingly. - COMMITTEE -OF- THE -WHOLE Minutes Page 6 of 8 August 9, 1999 President Bushy asked that "reasonably" be inserted under Article VII, Section 7.05, License Registration and Certificate Verification, B. Vehicle Use, 1. General Provision to read: "To avoid risking higher insurance costs and personal liability, employees shall use Village vehicles for Village business purposes, when one is reasonably available." President Bushy asked if random drug and alcohol testing has been implemented for the Bath & Tennis Club lifeguards. Assistant Manager Crotty stated that only Public Works and Fire Department personnel are tested for this. Staff will research this further. Pre- employment testing is done by all of our employees and this could be expanded to include lifeguards. Trustee Savino asked consideration of elected officials being able to join the Village health care plan and pay the appropriate fees. Village Attorney Martens clarified that health benefits may be a change in the salary of an elected official, which may not occur while in office. It could be appropriate for those individuals who would be seeking office at the next election. President Bushy indicated she believes this goes against the role of an elected official as we are not full time employees of the Village. She is not aware of any municipality that offers this to their elected officials and that it changes the type of service given to our residents. She would use her veto power as Village President if approved by the Board and they would have to override her veto. Trustee Savino stated that based upon the comments, this would not be appropriate. Village Manager Veitch stated, with the concurrence of the Village Board, revisions will be made to Article VII, Section 7.03, to include "pre - employment and random testing for life guards" and Article VII, Section 7.05 B 1, to insert the word "reasonably" which will be placed on the active agenda of the Village Board's August 10, 1999 regular meeting. 4. DISCUSSION OF 2000 VILLAGE BOARD OBJECTIVES AND REVISED MISSION STATEMENT: The Village Board Objectives constitute the centerpiece of the Village's budget and management system. They should represent the most important things the Village wants to achieve in the coming year. Other program objectives, the Five -Year Financial Plan and the annual Budget are largely built around them. Over the remainder of August, staff will develop other objectives and determine measures of accomplishment and personal responsibilities for each. Of course, all objectives remain subject to revision until finally adopted in conjunction with the 2000 Budget. The Village Board reviewed the statements at their June 7, 1999 meeting and determined to make no changes in the vision statement. There was considerable discussion concerning expanding the mission statement to allude to the means by which programs and services are "continuously evaluated" including the practice of "benchmarking ". COMMITTEE -OF- THE -WHOLE Minutes Page 7 of 8 August 9, 1999 K A redraft mission statement that attempts to address the thrust of that discussion has been completed. Bullet two for the mission statement to achieve benchmarking reads as follows: • Continually evaluate the content and quality of Village programs and services using a variety of techniques including citizen surveys, objective measurement and benchmarkiM. Trustee Caleel asked how will the Village accomplish bullet four of the mission statement. He suggested consulting with and involving Oak Brook citizens in the Village's decision - making processes through public hearings, solicitation of public comment and provision of opportunities to serve on advisory boards and commissions. Trustee Savino mentioned the beautification of the Village as he noted Burr Ridge's project to improve their gateways to that community. Village Manager Veitch indicated that under Public Works, Item 2, the objective addresses the undertaking of a multi- faceted program to improve the appearance of public right -of -ways in the Village. President Bushy suggested that the Village step up the process of addressing our public right -of -way areas in Oak Brook. Village Manager Veitch explained that the staff would be recommending a three -year program to rehabilitate or replace street name signs in the Village. Trustee Butler raised the subject of flood plain mapping, particularly on Salt Creek. After discussion by the Village Board, it was a consensus to include this as a Village Board objective. Village Manager Veitch suggested adding this objective to Engineering to have the Village seek to facilitate accurate designation of flood plains within the Village by re- mapping of Salt Creek and its tributaries. 5. ADJOURNMENT: Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn the meeting at 10:13 p.m. VOICE VOTE: Motion carried. ATTEST: Linda K. onnella, CMC /AAE Village Clerk Cow08O999 COMMITTEE -OF- THE -WHOLE Minutes Page 8 of 8 August 9, 1999 4�