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Minutes - 01/14/2003 - Board of Trustees1. 2 MINUTES OF THE JANUARY 14, 2003 SPECIAL MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 28, 2003. CALL TO ORDER: CALL TO ORDER The Special 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 7:15 p.m. The Pledge of Allegiance was given. ROLL CALL: ROLL CALL Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Karen M. Bushy, Trustees Stelios Aktipis, George T. Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos and Alfred P. Savino. ABSENT: None. 3. ADJOURN TO CLOSED MEETING — To consider litigation, when an action ADJRN TO CLOSED against, affecting or on behalf of the Village has been filed and is pending MTG before a court or administrative tribunal and to set a price for the sale or lease of property owned by the Village. Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn to a closed meeting at 7:17 p.m. to consider litigation, when an action against, affecting or on behalf of the Village has been filed and is pending before a court or administrative tribunal and to set a price for the sale or lease of property owned by the Village. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 4. ADJOURNMENT: ADJRN Motion by Trustee Aktipis, seconded by Trustee Savino, to adjourn the meeting at 7:43 p.m. to the regular Board meeting. VOICE VOTE: Motion carried. ATTEST: oven Linda K. onnella, CMC Village Clerk VILLAGE OF OAK BROOK Minutes I Page 1 of 1 January 14, 2003 1 2 3 MINUTES OF THE JANUARY 14, 2003 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 28, 2003. CALL TO ORDER: The Regular 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 7:45 p.m. The Pledge of Allegiance was given. ROLL CALL: Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Karen M. Bushy, Trustees Stelios Aktipis, George T. Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos and Alfred P. Savino. ABSENT: None. IN ATTENDANCE: Michael A. Crotty, Acting Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief, Robert L. Kallien, Jr., Director of Community Development; Richard A. Martens, Village Attorney; Michael J. Meranda, Public Works Director; Allen W. Pisarek, Police Chief and Trey VanDyke, Golf Club Manager. ANNOUNCEMENTS AND OPEN FORUM: Terry O'Malley, 30 Breakenridge Farm, addressed the Village Board regarding gas prices and the Nicor program. He anticipates that the market will stabilize for the next two months at higher gas prices. He stated that an energy cooperative should be available to the public in the next few years. They are going through a one -year model program and then it will be open to the public. Nicor Energy also has an on -line program where a person may buy directly from Nicor for one year or through market hedges. Through their website you may apply for this program. Residents may contact Mr. O'Malley at 794 -0705 for further information. President Bushy stated that the Fraternal Order of Police (FOP) is again soliciting for donations. She emphasized that the program does not affect residents police protection and residents are not required to give donations. FOP has hired a firm to solicit donations. Residents may contact the Police Chief, Village Manager or Village President for any further assistance in this matter. VILLAGE OF OAK BROOK Minutes C� Page 1 of 10 January 14, 2003 CALL TO ORDER ROLL CALL ANNOUNCE 11 Trustee Aktipis stated he received a telephone solicitation and voiced his concern as the solicitors requested that the checks be made payable to the Oak Brook Police Department, to leave the check at your door and that an officer would pick up the check. The solicitation is very misleading to residents and not sanctioned by the Village. It is a union activity and benefits union projects, not the Village of Oak Brook. President Bushy commented that newspapers might print data on real estate market values of Oak Brook that include a larger area than the actual Village of Oak Brook. Chicago Crain's printed such an article that stated the Village's commercial vacancy rate as more than 22 %. These figures include other areas such as Burr Ridge, Oakbrook Terrace and Downers Grove. The Village of Oak Brook vacancy rate is much lower, generally around 10 %. Community Development Director Kallien stated that the sublease rate is 12 %. Trustee Caleel commented that residents have contacted him about the visual angles of vehicles entering at Spring Road onto 31 S` Street and he requested Engineer Durfey to comment. Village Engineer Durfey explained that the intersection would be modified by DuPage County to improve the visual access onto the roadway. APPROVAL OF MINUTES: MINUTES Motion by Trustee Caleel, seconded by Trustee Aktipis, to approve the Minutes REG /zbioz BD OF TRSTES - 11 of the Regular Board of Trustees Meeting of November 26, 2002 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. Motion by Trustee Aktipis, seconded by Trustee Caleel, to approve the Minutes SPEC BD OF TRSTES - PUB HRG - of the Special Board of Trustees Meeting — Public Hearing of December 10, 12/10/02 2002 as presented and waive the full reading thereof VOICE VOTE: Motion carried. Motion by Trustee Caleel, seconded by Trustee Aktipis, to approve the Minutes RIG BD OF TRSTES - 12/10/02 of the Regular Board of Trustees Meeting of December 10, 2002 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. Motion by Trustee Aktipis, seconded by Trustee Caleel, to approve the Minutes SPEC BD OF TRSTES - 12/17/02 of the Special Board of Trustees Meeting of December 17, 2002 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. CONSENT AGENDA: c. AGENDA All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. VILLAGE OF OAK BROOK Minutes Z� Page 2 of 10 January 14, 2003 5. President Bushy indicated that agenda item 5.D.1), McDonald's SE Corner of Spring & Commerce — Text Amendment, Special Use & Final Plat of Subdivision referral to the Plan Commission for their meeting of January 20, 2003 and the Zoning Board of Appeals for their meeting of February 3, 2003, has been withdrawn from the agenda as requested by the applicant. Motion by Trustee Korin, seconded by Trustee Savino, to approve the Consent Agenda as amended and that the Board has determined that the circumstances necessitating the change orders were not reasonably foreseeable at the time the contract was signed and that the change orders are in the best interest of the Village and are authorized by law. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. A. APPROVAL OF BILLS 1) Ratify December 30, 2002 - $748,360.72 Significant items included above A) DuPage Water Commission - $190,582.24 2) January 15, 2003 - $1,175,493.00 Significant items included above: A) R. W. Dunteman Company — Payout #3 — 2002 Paving Project - $18,539.88 B) Harbour Contractors, Inc. — Payout # 22 - Municipal Complex Project - $116,358.30 C) IRMA Annual Contribution - $613,525 D) Sheffield Construction Corporation — Payout # 1 and Final — Underground Storage Tank Modification Project - $18,724.80 E) Alvord, Burdick & Howson, L.L.C. — Payout # 1 — Reservoir A Pumping Equipment Replacement Project - $25,000 F) Chicago Communications Service, Inc. — Payout #2 — Communications Center Project - $126,753.20 B. APPROVAL OF PAYROLL: 1) PAY PERIOD ENDING DECEMBER 7, 2002 - $624,350.90 2) PAY PERIOD ENDING DECEMBER 21, 2002 - $494,645.23_ 3) PAY PERIOD ENDING JANUARY 4, 2003 - $734,300.29 VILLAGE OF OAK BROOK Minutes Page 3 of 10 January 14, 2003 APVL - BILLS 12-30-02- $749,360.72 O1 -15 -03 - $1,175,493.00 APVL PAYRL 12 -7 -02 - $624,350.90 12 -21 -02 - $494,645.23 01 -04 -03 - $734,300.29 C. CHANGE ORDERS: CHNGE ORDERS 1) CHANGE ORDER #1 — UNDERGROUND STORAGE TANK #1 - LIST SHEFFIELD PROJ MODIFICATION PROJECT - $734.30 - SHEFFIELD CONST CORP - CONSTRUCTION CORPORATION - REVISED TOTAL $734.30 CONTRACT AMOUNT - $18,724.30 D. REFERRALS: REFERRALS 1) MC DONALD'S SE CORNER OF SPRING & COMMERCE — TEXT MCD - TXTAMND, SPEC USE, FNL PLT AMENDMENT SPECIAL USE & FINAL PLAT OF SUBDIVISION OF SUBDIV REFER TO PLAN COMMISSION FOR THEIR MEETING OF JANUARY 20 2003 AND THE ZONING BOARD OF APPEALS FOR THEIR MEETING OF FEBRUARY 3, 2003. Withdrawn at the request of the applicant. 2 OAKBROOK SHOPPING CENTER, LLC — 100 OAKBROOK OKBRK SHOP CTR - TXTAMND - SPEC CENTER — TEXT AMENDMENT AND SPECIAL USE REFER TO USE PLAN COMMISSION FOR THEIR MEETING OF JANUARY 20, 2003 AND THE ZONING _BOARD OF APPEALS FOR THEIR MEETING OF FEBRUARY 3 2003. E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE BIDS, PROPS, CNTRCTS CONTRACTS: 1) AUTHORIZATION TO CANCEL LANDSCAPE MAINTENANCE CNCL LANDSCP MAINT CNTRCT - CONTRACT AND SEEK PROPOSALS FOR LANDSCAPE SK PROP FOR MAINTENANCE SERVICES LNDSCP MNT SERV 2) WATER SYSTEM LEAK DETECTION SURVEY 3) POLICE DEPARTMENT UNIFORMS 4) 2003 PAVING PROJECT F. 2003 IRMA ANNUAL CONTRIBUTION G. 2003 MEMBERSHIP RENEWAL - NATIONAL LEAGUE OF CITIES H. AUTHORIZE PURCHASE OF GOLF MERCHANDISE FOR RESALE WTR SYST LK DET PD UNIFORMS 03 PVNG PROD 03 IRMA CONTR 03 NTL LGE OF CITIES MEMB PURCH GLF MER FOR RESALE I. 2003 -2004 BUDGET CALENDAR — ACCEPT AND PLACE ON FILE 03 -04 BUDG CALEN FOR PUBLIC INSPECTION VILLAGE OF OAK BROOK Minutes zc Page 4 of 10 January 14, 2003 0 7 E. J. RESOLUTION 2003 -TX -MFT -R -824, A RESOLUTION _- FOR RES - 03-TX- MFT -R- 824, IMPRV BY IMPROVEMENT BY MUNICIPALITY UNDER THE ILLINOIS MUNICLTY HIGHWAY CODE K. RESOLUTION 2003 -TX -MFT -R -825, A RESOLUTION FOR RES -- 03-TX- MFT -R- 825, MAINT STRTS MAINTENANCE OF STREETS AND HIGHWAYS BY MUNICIPALITY & HwYS BY UNDER THE ILLINOIS HIGHWAY CODE FOR THE 2003 MFT MUNICLTY - 03 MET CRK SEAL CRACK SEAL PROJECT PROJ L. ACCEPT AND PLACE ON FILE — TREASURER'S REPORT OF TREAS RPT -11 -02 NOVEMBER, 2002 M. AUTHORIZE ILLINOIS LAW ENFORCEMENT MUTUAL AID LW ENFRCEMENT MUTUAL AID AGR AGREEMENT N. ACCEPT AND APPROVE PLAT OF DEDICATION - HARGER ROAD PLT OF DED - HARGER RD ITEMS REMOVED FROM CONSENT AGENDA: None. BOARD & COMMISSION RECOMMENDATIONS: A. OAK BROOK CLUB FENCE VARIATION President Bushy indicated the applicant has withdrawn this agenda item at this time. ACTIVE AGENDA (Items for Final Action): A. CONFIRMATION OF APPOINTMENTS: None B. ORDINANCES & RESOLUTIONS: RMVD C AGNDA BD /COMM RECOM OB CLB FNC VAR ACTIVE AGENDA CONFRM - APPTS ORD & RES 1 RESOLUTION 2003 -SD -FP -EXI -R -826, "A RESOLUTION RES 03- SD- FP -EXI- R -826, FN PLT OF APPROVING THE FINAL PLAT OF SUBDIVISION KNOWN AS SUBD - ZUBl'S PLT ZUBI'S PLAT OF SUBDIVISION — (3719 AND 3723 MADISON OF SUBD - 3719 & 3723 MADISON STREET OAK BROOK, IL 60523)" STRT The Resolution approves the final plat of Zubi's Subdivision subject to the conditions set forth in Section 2. Motion by Trustee Savino, seconded by Trustee Caleel, that the Board of Trustees approve Resolution 2003 -SD -FP -EXI -R -826, "A Resolution Approving the Final Plat of Subdivision Known as Zubi's Plat of Subdivision — (3719 And 3723 Madison Street, Oak Brook, IL 60523)." VILLAGE OF OAK BROOK Minutes Page 5 of 10 January 14, 2003 B. 1) ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 2) RESOLUTION 2003 -SD -FP -EXI -R -827, "A RESOLUTION RES 03- SD- FP -EXI- R -827, FNL PLT OF APPROVING THE FINAL PLAT OF RESUBDIVISION KNOWN AS RESUBD - BEARD'S BEARD'S PLAT OF RESUBDIVISION — (3711 MADISON STREET, PLT of RESUBD - 3711 MADISON STR OAK BROOK, IL 60523)." The resolution approves the final plat of Beard's Plat of Resubdivision subject to the conditions set forth in Section 2. Motion by Trustee Savino, seconded by Trustee Caleel, that the Board of Trustees approve Resolution 2003 -SD -FP -EXI -R -827, "A Resolution Approving the Final Plat of Resubdivision Known as Beard's Plat of Resubdivision — (3711 Madison Street, Oak Brook, IL 60523) ". ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 3) ORDINANCE 2003 -SC -EXI -G -711, "AN ORDINANCE ADOPTING ORD 03-SC- EXI -a- 71 I, AMND TITLE 12 A COMPREHENSIVE AMENDMENT TO TITLE 12 ENTITLED, - SPTS CORE "VILLAGE RECREATIONAL FACILITIES" OF THE VILLAGE CODE OF THE VILLAGE OF OAK BROOK, ILLINOIS" The ordinance amends Title 12, "Village Recreational Facilities" of the Village Code of the Village of Oak Brook. Discussion ensued related to the changes in tennis fees. Trustee Caleel and Trustee Korin asked that staff research other area tennis facilities and report on their fee structures. It was suggested that this item be tabled in order to review other fees. Acting Village Manager Crotty indicated that delaying this ordinance could be a problem because of the timeframe needed to print brochures, etc. for the upcoming season. Joseph Persak, 20 Cambridge Drive, spoke of his objection to the fact that there is not a resident versus non - resident fees. He stated that $28.00 for tennis court usage is too high and commented that he felt the tennis program is mismarketed. VILLAGE OF OAK BROOK Minutes Page 6 of 10 January 14, 2003 0 B. 3) Motion by Trustee Craig, seconded by Trustee Korin, that the Board of Trustees approve Ordinance 2003- SC -EX -G -711, "An Ordinance Adopting a Comprehensive Amendment to Title 12 Entitled, "Village Recreational Facilities" of the Village Code of the Village of Oak Brook, Illinois." ROLL CALL VOTE: Ayes: 4 - Trustees Aktipis, Korin, Savino and President Bushy. Nays: 3 - Trustees Caleel, Craig and Miologos. Absent: 0 — None. Motion carried. 4) ORDINANCE 2003- ZO -TA -G -712, "AN ORDINANCE AMENDING ORD 03- ZO -TA -G- 712, AN1ND SEC 13- SECTION 13 -3 -613 OF THE VILLAGE CODE OF THE VILLAGE OF 3 -613 -FENCE OAK BROOK RELATIVE TO FENCE STANDARDS" STNDRDS The ordinance amends section 13 -3 -613, "Accessory Uses and Structures" (fence standards) of the Village Code of the Village of Oak Brook. Motion by Trustee Savino, seconded by Trustee Caleel, that the Board of Trustees approve Ordinance 2003- ZO -TA -G -712, "An Ordinance Amending Section 13 -3 -613 of the Village Code of the Village of Oak Brook Relative to Fence Standards." ROLL CALL VOTE: Ayes: 5 - Trustees Aktipis, Caleel, Korin, Miologos and Savino. Nays: 0 - None. Absent: 1 - Trustee Craig. Motion carried. 5) RESOLUTION 2003 -TX- PRPTY- EXP -R -, "A RESOLUTION RES 03- TX- PRPTV- EXP-R- , SALE OF AUTHORIZING THE SALE OF SURPLUS PUBLIC REAL ESTATE SURPL PRPTY - (Lots 1 2 and 3 of the Sports Core /Westchester Park Subdivision)." SPORTS CORE/ WESTCHESTER PK President Bushy announced that the applicant, the Village of Oak Brook, has requested that this agenda item be withdrawn at this time. 6 RESOLUTION 2003 -AG- EXI -R -, "A RESOLUTION AUTHORIZING RES03 -AG- EXI -R -, - EXCTE REAL EST EXECUTION OF A REAL ESTATE AUCTION AGREEMENT WITH AUC AGR - SHELDON GOOD & COMPANY SHELDON GOOD & Co. President Bushy indicated that the applicant has withdrawn this agenda item at this time. C. AWARD OF CONTRACTS: AWARD CNTRCT 1) NEW POLICE VEHICLE — STATE OF ILLINOIS JOINT POLICE VEHICLE PURCHASING VILLAGE OF OAK BROOK Minutes 0 Page 7 of 10 January 14, 2003 8. C.1) Pursuant to the provisions of Section 1 -7 -10 of the Village Code of the Village of Oak Brook and Compiled Statutes, the Village is permitted to join with other governmental units in order to benefit from cooperative purchasing arrangements. This vehicle is being purchased with funds received from the sale of the vehicle donated to the Village of Oak Brook Police Department. Motion by Trustee Caleel, seconded by Trustee Craig, that the Village Board waive further bidding since the State of Illinois already conducted the bid process and award a purchase order to Landmark Ford, Inc., 2401 Prairie Crossing Road, Springfield, Illinois 62707 for one 2003 Ford Crown Victoria police vehicle in the amount of $20,510.00. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. D. COVINGTON COURT COMMUNITY ASSOCIATION — VACATION VAC ecvCL EASE - COVINGTON CT OF BICYCLE EASEMENT The Covington Court Community Association has submitted a request seeking vacation of a portion of the bicycle easement running along lots 21- 25 so that the existing path can be removed and replaced with a new fence. Village Engineer Durfey has reviewed this request and summarizes his findings in his January 6, 2003 memorandum. Because the Village has invested considerable time and effort planning its pathway system, Staff recommends that it would be appropriate for this request to be referred to the Plan Commission and the Village's Safety Pathway Committee for further study and recommendation. Also, as part of this review, input will be sought from the Trinity Lakes Homeowners Association. Motion by Trustee Savino, seconded by Trustee Atkipis, to concur with staff recommendation to refer the Covington Court Community Association request for vacation of a portion of the bicycle easement running along lots 21 — 25 to the to Plan Commission for their meeting of January 20, 2003 and the Zoning Board of Appeals for their meeting of February 3, 2003. VOICE VOTE: Motion carried. Prema Rao, 305 Ashley Court, asked that this be resolved because it is a gated community except for the back area where it is open. President Bushy indicated that on the third Monday of February the Plan Commission will meet to discuss this issue. VILLAGE OF OAK BROOK Minutes Page 8 of 10 January 14, 2003 0 D D. The Safety Pathway Committee could call a special meeting to discuss this issue as they are not scheduled to meet until April. The homeowners' association board and Covington management firm will be notified of the dates of these hearings. Dr. Raghue Nayak, 19W121AV Chateaux N, spoke to the Board stating resident concerns for safety. President Bushy suggested the residents contact their management firm on this issue. Director Kallien asked that the residents submit pictures of the pathway situation to him. INFORMATION & UPDATES: A. VILLAGE PRESIDENT: President Bushy commented of the Village's concern of sales tax revenue. She emphasized that local governments are challenged to fund essential services with existing resources but that the current economy and recent State mandates have amplified the concern. She is working with State legislators to explain the municipalities concerns. She will be in Washington, D.C. next week and hopes to discuss this issue with State of Illinois representatives. B. VILLAGE MANAGER: Manager Crotty reported that Public Works Director Meranda and Finance Director Langlois had met with Hinsdale Sanitary District representatives regarding their billing practices. He explained the reason for the meeting was a change in the cost sharing of meter readings and the issue of equitable summer billing practices. Manager Crotty has asked for a written statement from them on whether they will help the Village on these two issues. He had not yet received a response and he sent a reminder letter, but he was not very hopeful that the Village would receive a positive response. Trustee Craig emphasized that it was important that the Hinsdale Sanitary District respond to the Village's request for the water charges of residents who irrigate their lawns. The Village has been asking for their response for quite some time. He felt that we might have some leverage related to the fact that we provide them with meter readings. Trustee Aktipis stated the Commercial Club of Chicago spoke on public radio suggesting that the new Governor adopt their agenda — Metropolis 2020. President Bushy explained that LIHEAP is an opportunity for people to receive assistance for their energy bills and it is available in a number of languages. The Village has five copies of this brochure that is available for the public. Contact the Village at 990 -3000 as the brochure will be available at the reception area of the Village Hall. VILLAGE OF OAK BROOK Minutes Page 9 of 10 January 14, 2003 INFO & UPDATES VLLG PRES VLLG MGR 10. DEPARTMENTAL REPORTS — LIAISON ASSIGNMENTS: DEPT RPTS Community Development Trustee Savino Finance & Purchasing Trustee Aktipis Library & Technology Trustee Korin Public Safety Trustee Caleel Engineering, Public Works & Safety Pathway System Trustee Miologos Sports Core, Community Events & Hotel, Convention Trustee Craig & Visitors Committee Village Clerk Clerk Gonnella Departmental Reports were accepted as presented. 11. UNFINISHED AND NEW BUSINESS: UNF1N & NEW BUSINESS Trustee Aktipis acknowledged the good efforts that Public Works Director Meranda and Acting Village Manager Crotty have put forth in resolving the lighting on 22 "d Street. 12. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None. OTHER BUS. 13. ADJOURN TO CLOSED MEETING: To consider the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the Village. Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn the meeting at 9:00 p.m. to a closed meeting to consider the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the Village. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 — None. Motion carried 14. ADJOURNMENT: ADJRN Motion by Trustee Caleel, seconded by Trustee Korin, to adjourn the meeting at 9:40 p.m. VOICE VOTE: Motion carried. ATTEST: �'• -,nom_ Linda K. Gonnella, CMC Village Clerk VILLAGE OF OAK BROOK Minutes Page 10 of 10 January 14, 2003