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Minutes - 02/07/2005 - Board of TrusteesMINUTES OF THE FEBRUARY 7, 2005 SPECIAL JOINT MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, OAK BROOK PARK DISTRICT BOARD OF COMMISSIONERS AND THE OAK BROOK HISTORICAL SOCIETY APPROVED AS WRITTEN ON FEBRUARY 22, 2005. 1. CALL TO ORDER: The Special Joint Meeting of the Village Board of Trustees, Oak Brook Park District Board of Commissioners and the Oak Brook Historical Society was called to order by Village President Kevin Quinlan at 8:40 a.m. at the Old Butler School Museum, 1112 Oak Brook Road, Oak Brook, Illinois. Pledge of Allegiance was given. 2. ROLL CALL: Village of Oak Brook Board of Trustees Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Kevin Quinlan, Trustees Stelios Aktipis, John W. Craig, Susan Chase Korin, Asif Yusuf and Elaine Zannis. ABSENT: Trustee George T. Caleel. Oak Brook Park District Board of Commissioners Oak Brook Park District Executive Director Tom Suhs called the roll with the following persons PRESENT: Oak Brook Park District Board President Thomas Truedson, Park District Vice President Harry Peters, Park District Treasurer John O'Brien and Park District Commissioner Marie Kokenis. IN ATTENDANCE: Richard B. Boehm, Village Manager and Tom Suhs, Executive Director of the Oak Brook Park District. Oak Brook Historical Society PRESENT: President Mary Ellen Mauro, Audrey Muschler and Joyce Trier. 7. UPDATE OF THE OAK BROOK PARK DISTRICT'S & VILLAGE OF OAK BROOK'S 5 AND 10 K RACE: President Quinlan requested that a change in the Agenda occur as Michele Shumacher, Oak Brook Park at Recreation Center, wished to address Agenda Item 7., Update of the Oak Brook Park District's & Village of Oak Brook's 5 and 10 K Race at this time. She indicated last year that 423 runners VILLAGE OF OAK BROOK Special Page 1 of 6 February 7, 2005 Meeting Minutes 7. participated in the event to raise $10,000 for cystic fibrosis. She distributed packets of information for the event to all of those in attendance of the meeting. The date of the event is July 24th and she hopes that the Village Police officers, Fire Department and Public Works personnel assist in the event to promote more participants. She noted that Village Manager Boehm participated as a runner last year. Trustee Zannis suggested that the Sports Core be incorporated in the event as well as the Oak Brook Bath & Tennis Club. Park District President Truedson explained that last year they tried to incorporate the facilities but that it was too difficult. There was a problem with runners running into people through the McDonald's property who were returning to the finish line. She explained that it is easier for the families to watch the event from the soccer fields located across from the Oak Brook Post Office as there were no soccer games that day as there were events scheduled at the Polo Fields. Village President Quinlan suggested that when the asthma charity race returns this year to schedule using the Oak Brook Bath & Tennis Club as they have been given permission to use the McDonald's property as part of their race. 3. PRESIDENTS REPORT: Park District President Truedson commented of the importance to try to continue to find avenues and opportunities to leverage community resources. There are three entities that are willing to preserve the history of Oak Brook by creating strategies, discussing objectives to maximize and share the Village's assets and better utilize them. President Quinlan stated his support of President Truedson's efforts and thanked the Historical Society and Mary Ellen Mauro for all of her efforts in bringing the Museum to fruition. He also noted that he looks forward to working with the School District in developing intergovernmental synergy between the entities. He again recognized Trustee Susan Korin for her efforts in being the liaison person from the Board of Trustees to the Park District Commissioners. Trustee Korin acknowledged Commissioner Harry Peters for his efforts in this regard also. 4. UPDATE OF RENOVATION OF OLD BUTLER SCHOOL MUSEUM. Historical Society President Mary Ellen Mauro explained the renovation that has occurred at the Museum. She stated that it was a year ago that the joint agreement was signed by the Park District and the Village to develop the Museum. The Society members want to develop programs for children in VILLAGE OF OAK BROOK Special Page 2 of 6 February 7, 2005 Meeting Minutes 4. where they could visit the Museum to view the quality of life years ago with all of the artifacts the Society has received to display. Audrey Muschler reported that the Historical Society is working with Elizabeth Carlson, a museum consultant and noted historic architect, in the first phases of restoration of the building. She then explained the designation of each room in the building such as artifact display areas, research library and the Interpretative Center of a Schoolroom to display the evolving of education in this area. They are now receiving funds from their solicitation letter requesting donations for bricks and are searching for organizations to provide them with guidance, information and grant opportunities for the Museum. They look forward to working with school children in providing them information of the history of Oak Brook. Trustee Aktipis suggested that the School District might be able to assist the Society in their efforts. Historical Society President Mauro indicated that she met with the School Superintendent last fall and she is interested in developing programs. Park District Director Suhs suggested promoting class assignments in American History to utilize the resources at the Museum and also for children to be able to utilize the Historical Society's website. 5. DISCUSSION OF THE POTENTIAL CREATION OF OUTDOOR ICE gKATM T- President Quinlan remarked that he and Park District President Truedson have discussed the feasibility of an ice skating rink. He recommended that this subject be brought to the respective Boards for their consideration and ideas. Village Manager Boehm explained that the present location on the Sports Core property of an ice skating area is of poor quality. He suggested that chiller units could be considered and if the rink is to be used as a year round facility, it would cost approximately $300,000. President Quinlan asked if the staff should be involved in determining the feasibility of such a proposal. Park District Treasurer O'Brien stated that it should involve staff time to review the cost of such a proposal. Trustee Korin commented on Burns Field in Hinsdale and their outdoor ice skating rink that does not require chillers but includes a small facility for bathrooms and the area converts to a soccer field during the summer. She recommends that type of a project rather than spending a large sum of funds. Manager Boehm further indicated that if the Sports Core area were to be VILLAGE OF OAK BROOK Special Page 3 of 6 February 7, 2005 Meeting Minutes 5. used, it still would cost as it would require re- grading and staff time for freezing and thawing the rink. President Quinlan stated that staff time would have to be properly allocated for this. Park Commissioner Peters suggested that this be done on a trial basis for one or two years to determine the usage of an ice skating rink. Advertise and promote the facility but do not purchase chillers until it is determined the public will use the facility. Park District President Truedson acknowledged that they have contacted a person who installs temporary ice skating rinks at a cost of approximately $3,500 to $7,000. He asked if this would be something the two Boards' would wish to pursue and that staff could monitor the area to determine if it is used by the public. Trustee Aktipis noted the large usage of the sledding hill behind the Library and the rink would be in close proximity of the hill. Trustee Zannis suggested that the Village dedicate the land on the Sports Core property for an ice skating rink and the Park District absorbs the logistics of the facility. President Quinlan recommended that the price of a temporary ice skating rink be determined first and what is involved in this process. It was a consensus of the Village Board to request staff to investigate this project further. Trustee Aktipis agreed with the proposal in establishing this working relationship with the Park District as a joint project and set aside a few thousands dollars in a different budget than the Sports Core budget. Park District President Truedson asked Treasurer O'Brien to determine the cost of such a proposal. He inquired into what other projects are in their Five Year Plan and would they want it located in Central Park. Treasurer O'Brien indicated that the two Boards are meeting in the Museum presently which is a major project that both entities are assisting in funding. It is the objective of the Park District to complete the Museum this year and it is hoped that the Village of Oak Brook will have funding available to improve the outside of the building. Commissioner Peters requested that small funding be set aside for the proposed outdoor skating rink for the residents of Oak Brook. 6. DISCUSSION OF A JOINT MARKETING POSITION President Quinlan explained that a joint marketing person was discussed with VILLAGE OF OAK BROOK Special Page 4 of 6 February 7, 2005 Meeting Minutes 6. President Truedson to determine the marketing feasibility of all the assets of the Village, the Park District, the Sports Core and Bath & Tennis Club. The Board members then discussed the hotel, motel tax being used to assist in this area. Trustee Zannis requested that this be explored with the Oak Brook Hotel, Convention & Visitors Committee. Manager Boehm explained that being a non -home rule community makes it difficult to use this type of funding. The Village is using some of these funds for the Prairie Games publicity. Trustee Zannis exited the meeting at 9:20 a.m. Trustee Craig asked if the Park District is going to have a deficit this year and raise taxes. President Truedson explained that the Park District has asked for a 5% increase in their tax levy Treasurer O'Brien further explained that the Park Commissioners wish to increase their land base so that taxes on the residents are minimal. Their revenues are over 50% of their programs that pay for the operation of the Park District. They wish to implement a museum tax on the ballot of 3.5% which is .035 per $100.00. Trustee Craig exited the meeting at 9:30 a.m. Trustee Aktipis requested that President Quinlan speak with OBACI and the Oak Brook Hotel, Convention & Visitors Committee asking them to consider better marketing of the Village and its amenities. President Quinlan recommended to spend Village staff time to determine specifically what the Village wants in a marketing person and he requested the Park District to do the same and then determine the cost of marketing personnel and if the benefits are worth the costs. President Truedson commented that the Park District does not need a full time marketing person. He recommended identifying the goals for such a person and relates them back to revenues, more usage and increased membership He noted where golf will be in the future for the Village as it needs to be repackaged as people do not have time to play 18 holes of golf. President Truedson concurred with President Quinlan that the Park District will review the proposal of a marketing person and will respond to the Village with a recommendation. Trustee Korin remarked of the difficulty of having one marketing person report to two separate entities. She recommended a marketing agency. President Truedson suggested a more elaborate welcoming package for Village VILLAGE OF OAK BROOK Special Page 5 of 6 February 7, 2005 Meeting Minutes 6. residents from both entities. He suggested that a retired resident may have such experience in this area and would be interested in doing this. 8. ADJOURNMENT: Motion by Trustee Korin, seconded by Trustee Yusuf to adjourn the special joint meeting at 9:40 a.m. ATTEST: s /Linda K. Gonnella Linda K. Gonnella, CMC Village Clerk VILLAGE OF OAK BROOK Special Page 6 of 6 February 7, 2005 Meeting Minutes