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Minutes - 02/11/1997 - Board of Trusteesai''.By,�r' "Fi;'S�.p�;;i� rfo �'� 3' �'r � v i'^�i��'� h �e` :x�+�*,:"A +t ` +ry %.gr • `.k, n. '� "' `'-K`ik.l'; %r5`h. � h�'c� x,. r r _ _ .r: • ,P�u ".:" ., S ^j? r•k.ir �t, [�. v� i�r; ,.; ..- � r i.�� - �r„ ; t. �;3lc`�.+,;,�cffrR'= �.�°:.�'.� �,,ir;.. Yk.�µi::s <.;�,., P-5 'i"�° ! t tai �- 1 i - 1'99 i VILLAGE OF OAK BROOK Minutes fjhwaM11, 1927 UNOFFICIAL UNTIL APPROVED AS WRITTEN ,=, OR AS AMENDED BY VILLAGE BOARD ON " d l Ij 1. MEETINQ CALL: The Regular Meeting of the Board of Trustees 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 Clerk called the roll with the following persons PRESENT: President Bushy, Trustees Kenny, .Payovich and Savino. ABSENT: Trustees Bartecki, McInerney and Shumate. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant to the Village Manager; Dale L. Durfey, Jr., Village Engineer; Richard D. Klatzco, Chief of Police; Darrell J. Langlois, Finance Officer/Treasurer; Richard A. Martens, Village Attorney; and Ruth A. Martin, Library Director. 3. AhNOUNCEMENIS & OPEN FORUM: No one appeared. Motion by Trustee Kenny, seconded by Trustee Savino, to approve the minutes of the Regular Meeting of January 28, 1997 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. • .0 W W I a 9 Motion by Trustee Payovich, seconded by Trustee Kenny, to approve the Omnibus Agenda. ROLL CALL VOTE: Ayes: 4 - Trustees Kenny, Payovich, Savino and President Bushy. Nays: 0 - None. Absent: 3 - Trustees Bartecki, McInerney and Shumate. Motion carried. A. APEROVAL OF BILLS: Approved Omnibus Vote. B. APPROVAL, QE pgyRQLL: Approved Omnibus Vote. C. CHANGE O n1=RS: No Business. VILLAGE OF OAK BROOK Minutes 1 of 14 February 11, 1997 ,?o N MEETING CALL ROLL CALL r MINUTES APPROVAL OF: BILLS - $436,595.79 PAYROLL -- $304,684.99(gross) P W D. EAYQUIS: PAYOUTS: 1. JAMES J, BEN ES & ASSQUATES, INC. - PAYOUT .,#4 - 1997 1997 PAVING I!AVING PROJECT - DESIGN .$14.626.87: Approved Omnibus PROJECT Vote. 2. JAMES 1. BEISFS & ASSOCIATES, INC. - PAYOUI #16 - 1996 1996 PAVING PAYING PROJECI -!QQht5.MUCjlQN INSPECTIQN - PROjECT $126.60: Approved Omnibus Vote. 3. RIBSIERo MC QRATH & AHLBERUs LID. - PAYOUT #2-- SPORTS CORE/ SPQRTS COMMISTCHESTER PARK PEF11MINARY PLAI WESTCHESTER PAM - $2,249,00: Approved Omnibus Vote. PRELIMINARY PLAT E. REFERRALS: No Business. I V 'Vft A'f4 SQ& 1[6361;l W14 001,0301 'k;l 12 '%0) 1. 1227 MIC&Q:SURFACING PROJECT: Approved Omnibus 1997 MICRO- Vote. SURFACING PROJECT 2. COMMERCIAL WATER METER TESTING, REPAIR AND COMMERCin WATER REPLACEMENT: Approved Omnibus Vote. METERS 3. _QQLE COURSE COMMQDIIIES - OAK BROOK GOLF CLIM: GOLF COURSE Approved Omnibus Vote. COMMODITIES 4. CART PATH PAVING - OAK BROOK GOLF CLUB: Approved CART PATH Omnibus Vote. PAVING 5. 1297 PAVEMENT REMENATION j%_0jECT: Approved 1997 PAVEMENT Omnibus Vote. REJUVENATION 6. ITEMS REMQVE12 FROM OhdhlBlIS AGENDA: None. 7. ASS IV AQEhMA (Items For Final Action A. APEOINIMENTS: No Business. VILLAGE OF OAK BROOK Minutes 2 of 14 February 11, 1997 " "rat; _ ,,3,r, ,r ",.e "SY,, VQ[ta 07.410414 [sites) U The N.I.P.A.S. System provides a large resource pool from which the Village may draw mutual aid in the event of an emergency or disaster. Currently, there are 87 communities that are members of the system. This supplemental response system is similar to the M.A.B.A.S. System already in place with the Village's Fire Department. In the event of an emergency, it would be beneficial to the Village to have a mutual aid system that is outside of its geographical area. This is based upon the assumption that a large scale emergency would involve many neighboring communities and prevent them from offering mutual aid to the Village. The N.I.P.A.S. System encompasses an area from Gurnee on the north to Willow Springs on the south. This large area affords Oak Brc.3k the opportunity to utilize the best available resources. Utilizing manpower and equipment from these agencies would provide an efficient and effective use of personnel, equipment and specialized expertise. Motion by Trustee Kenny, seconded by Trustee Savino, to pass Resolution 97- AG- NIPAS -El -R -687, "Resolution Authorizing Intergovernmental Agreement Relating To A Police Disaster Response System (Northern Illinois Police Alarm System - NIPAS) ", as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - Trustees Kenny, Payovich, Savino and President Bushy. Nays: 0 - None. Absent: 3 - Trustees Bartecki, McInerney and Shumate. Motion carried. 14 WAIC) • �: 4 :'••�.. The Village has been a participant in the Illinois Public Treasurers Investment Pool (IPTIP). Most municipalities use this pool as an investment vehicle for funds that will be needed in a relatively short VILLAGE OF OAK BROOK Minutes 10 3 of 14 February It, 1997 ,I a� RES.97-AG-NIPAS- E1 -R -687 AGREEMENT RELATING TO A POLICE DISASTER RESPONSE SYSTEM ORD.97- FI -EX1- S -869 AMENDING THE INVESTMENT POLICY period of time to fund payroll, accounts payable, etc. The return on IPTIP normally approximates the 90 day Treasury Bill rate, and the use of IPTIP is much simpler than purchasing your own U.S. Treasury securities independently. Oak Brook has cash balances that are not needed for short -term cash flow purposes and can be invested for longer periods of time. For these types of funds, IPTIP is not the best investment since the return is usually greater if funds are committed for a longer period of time. Since the implementation of the Village's investment policy in 1995, U.S. Treasury securities have been used for the investment of long- term funds, with maturities generally in the range of 1 to 3 years. Through the cooperation of several municipalities and councils of government (such as the DuPage Mayors and Managers, South Suburban Mayors and Managers, etc.) IMET was created about nine months ago in order to provide municipal treasurers with an additional investment vehicle for longer -term funds. The Fund is structured as an intergovernmental agreement between participating members, with eligible investments being only those allowed by Illinois law (30 ILLS 235/2). The Fund's investment policy further prohibits the use of some investments which are legal according to Illinois law, but would be considered "derivatives ", and also prohibits the leveraging of securities. As of December 31, 1996 98% of IMET's investments were in U.S. Treasury and Agency securities. There are over 40 municipalities participating in the IMET program at the present time, with investments ranging between $500,000 and $6,000,000. The IMET Fund is managed by Fidelity Investments Institutional Service, Inc. Fidelity is employed as an "active" manager, whereby securities are bought and sold at various times depending on the direction of interest rates, economic forecasts, etc. Since the investments are adjusted to market value on a daily basis, the Fund may experience temporary declines. However, over time this methodology has proven to be more successful than a traditional "buy and hold" philosophy: The Fund's performance objective is to exceed the Lehman Brothers 1 -3 Year Government bond index by 50 basis points, and has had an annualized rate of return since its inception between 6% and 7 %. As a comparison, in 1996 IPTIP yielded approximately 5.2 %, and the Village's U.S. Treasury securities yielded approximately 5.9 %. The Village Manager stated the ordinance amends the collateralization provision in the Village's investment policy to VILLAGE OF OAK BROOK Minutes i r, 4 of 14 February It, 1997 MIT ;qf M�Ti�:".YF �jY- '; ., - i..- ,F,:,+�`nd�,ft ".I l.,,';.�js;I =l ;'- .,ViT, a;<a-- �x:.s5 ^�:}1�;•�,�y•i�,t�a.--- :��r;�r�'rr�.r.,:., ,:�r�;• Ers,�..,s- .�:�;.I:�`�`�� °• .• vas',.- "r'*r�, exclude deposits with IMET from the collateral requirements. This action is required since the IMET investment policy does not require that deposits be collateralized, and from time -to -time IMET's deposits may exceed FDIC limits. Since most investments will be in U.S. government securities, where collateral is not an issue, the risks m - =iated with not requiring collateral are minimal. Even if an IMET investment in a certificate of deposit or bank account were to default, the Village would only lose its proportionate share. Motion by Trustee Kenny, seconded by Trustee Savino, to pass Ordinance 97 -FI -EX 1 -S -869, "An Ordinance Amending The Investment Policy For The Village Of Oak Brook, IL" amending the collateralization provisions in the Village's investment policy, as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - Trustees Kenny, Payovich, Savino and President Bushy. Nays: 0 - None. Absent: 3 - Tnistees Bartecki, McInerney and Shumate. Motion carried. The Village Manager stated the ordinance authorizes the Village Treasurer to become a participant and adopts the First Amended and Restated Declaration of Trust of the IMET program. By adopting this ordinance the Village will become a voting member of IMET, even if funds are not invested. How -ever, the Village will use IMET as a supplement to the investment program that the Village currently has, initially investing between $1 -$2 million, at least until the Fund has a longer performance record. Motion by Trustee Kenny, seconded by Trustee Savino, to pass Ordinance 97- AG- IMET -E 1 -S -870, "An Ordinance Approving And Authorizing Execution Of A First Amended And Restated Declaration Of Trust ( "Illinois Metropolitan Investment Fund ")" authorizing the Village Treasurer to become a participant in the Illinois Metropolitan Investment Fund (]MET), as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - Trustees Kenny, Payovich, Savino and President Bushy. Nays: 0 - None. VILLAGE OF OAK BROOK Minutes 5 of 14 ORD . 9 7-- AG -IMET- E1 -S -870 FIRST AMENDED AND RESTATED DECLARATION OF TRUST ( "ILLINOIS METROPOLITAN INVESTMENT FUND ") :UI- t,t !_�i# .: 11 �. �.:� •� • The Village Manager stated the ordinance authorizes the Village Treasurer to become a participant and adopts the First Amended and Restated Declaration of Trust of the IMET program. By adopting this ordinance the Village will become a voting member of IMET, even if funds are not invested. How -ever, the Village will use IMET as a supplement to the investment program that the Village currently has, initially investing between $1 -$2 million, at least until the Fund has a longer performance record. Motion by Trustee Kenny, seconded by Trustee Savino, to pass Ordinance 97- AG- IMET -E 1 -S -870, "An Ordinance Approving And Authorizing Execution Of A First Amended And Restated Declaration Of Trust ( "Illinois Metropolitan Investment Fund ")" authorizing the Village Treasurer to become a participant in the Illinois Metropolitan Investment Fund (]MET), as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - Trustees Kenny, Payovich, Savino and President Bushy. Nays: 0 - None. VILLAGE OF OAK BROOK Minutes 5 of 14 ORD . 9 7-- AG -IMET- E1 -S -870 FIRST AMENDED AND RESTATED DECLARATION OF TRUST ( "ILLINOIS METROPOLITAN INVESTMENT FUND ") - ,� -4;av '� ; s:t;, wyN� ��, � to - .j + . a"r "..�k �'. �rf °: #;."�'� +,•^w'..*�� '�,'.�':Y i�`'?� a �; x.fk tl' ;,as, - , - _ - .-- < 4'�,l;Mn,�.,.,: '^T ^> � ±Y - -, - I` •r`sr'. r ,. Absent: 3 - Trustees Bartecki, McInerney and Shumate. Motion carried. 5W o E. The Illinois Saint Andrew Society is requesting use of Sports Core fields 2 and 3 at a rate of $7,500.00, on Saturday, June 14, 1997, to hold the Highland Games and Scottish Festival. Use of the fields are subject to submission of all pertinent permits and documents as stated in the Village of Oak Brook Code of Ordinances. The agreement has been reviewed and approved by Village Attorney Martens, Village Manager Veitch and Bath and Tennis Club Manager Sartore. The Illinois Saint Andrew Highland Games is the fund raising division of The Illinois Saint Andrew Society. The main charitable recipient of The Illinois Saint Andrew Society is the Scottish Home (nursing and elderly home) in North Riverside. Motion by Trustee Payovich, seconded by Trustee Savino, to approve use of Sports Core fields 2 and 3 by The Illinois Saint Andrew Society at a rate of $7,500.00 for the Highland Games and Scottish Festival on Saturday, June 14, 1997 and authorize the Village President to execute the "Agreement Between The Village Of Oak Brook, DuPage County, Illinois, A Municipal Corporation, And The Illinois Saint Andrew Society, An Illinois Not- For -Profit Corporation, For Use Of Polo Fields 2 And 3 On Saturday, June 14, 1997 ". VOICE VOTE: Motion carried. Tabled, per applicant's request, at the Regular meeting of January 28, 1997. 2301 York Road Limited Partnership has made application to the Village for a Class E liquor license. This facility will be located at 2301 York Road. All documentation requirements have been fulfilled and approved by Village Attorney Martens. A completed background check has shown no criminal history of all the principals. The applicant has requested that this application be brought before the Village Board for consideration at the regular meeting of February 11, 1997, OAK BROOK Minutes 6 of 14 February 11, 1997 ILLINOIS SAINT ANDREW SOCIETY - 1997 HIGHLAND GAMES CLASS E LIQUOR LICENSE - 2301 YORK ROAD LIMITED PARTNERSHIP 8. �7.. .,a'� , „ s.. •Y i,� - - _ .F:x'�.5., �e�r, ,:rsr«;; '�.eay r.,�+rsr.a�, g pfs,+;giv 015 Motion by Trustee Kenny, seconded by Trustee Savino, to approve the application for a Class E Liquor License to 2301 York Road Limited Partnership and direct the Village Attorney to amend the Village of Oak Brook Code of Ordinances to create an additional Class E liquor license. ROLL CALL VOTE: Ayes: 4 - Trustees Kenny, Payovich, Savino and President Bushy. Nays: 0 - None. Absent: 3 - Trustees Bartecki, McInerney and Shumate. Motion carried. ma The Drake Oak Brook Hotel will be sold during the early part of the week of February 10. The ordinance authorizes an additional Class E (hotel) liquor license in the event that the sale closes and the present licensee, Migaal Properties, tenders its license to the Liquor Commissioner. Motion by Trustee Kenny, seconded by Trustee Payovich, to pass Ordinance 97-LC-AL-S-871, "An Ordinance Approving The Increase Of One Class E Authorized Liquor License Upon The Sale Of The Drake Oak Brook Hotel ", as presented subject to the surrender of the existing license of the Drake Oak Brook Hotel and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - Trustees Kenny, Payovich, Savino and President Bushy. Nays: 0 - None. Absent: 3 - Trustees Bartecki, McInerney and Shumate. Motion carried. Environmental Concerns & Engineering: Trustee Payovich - The Illinois Department of Transportation and Northern Illinois Gas are working on resolving the permanent easement this month for the 22nd Street/York Road project. The Village has received right -of -way plats containing the parcels of land needed for the 31 st Street widening (Jorie- York). The Village awaits the County's formal documents containing their compensation %, ►der, Hopefully, it will be bid in the third quarter of this year. VILLAGE OF OAK BROOK Minutes i$ 7 of 14 February 11, 1997 ORD.97- LC -AL- S -871 INCREASE OF ONE CLASS E LIQUOR LICENSE UPON THE ' SALE OF THE DRAKE OAK BROOK HOTEL DEPARTMENTAL REPORTS - SPECIALTY AREAS of r - FinaiYCe/Purchuing and Information Seryices: Trustee Bartecki - Village Manager Veitch indicated that all year -end tax reporting has been completed. W -2s were given to employees along with their paychecks on January 2, 1997, and all 1099s were sent to vendors on january 29. The actuarial studies of the Police and Fire Pension Funds are well underway. The final reports should be issued within 30 days. Fieldwork for the 1996 audit began on February 3. March 31 is targeted date for the issuance of the audit report. Library and Hotel, Conveatiou & Visitors QQInniittee: Trustee McInerney - The display case contains Valentines entered in the Oak Brook Library Association- sponsored contest. Winners were Briana Magill who received a $50 savings bond. Second -place Kevin Madorin and third -place Laura Salazar winners will receive candy hearts, donated by the Oak Brook Library Foundation. Children in grades one through five can Read to Succeed, a reading program sponsored in cooperation with The Chicago Wolves which continues until March 15, 1997 and features reading incentives provided by the Wolves, including team pennants and game tickets. The Second Annual Used Book Sale sponsored by the Friends of the Oak Brook Library to be held at the Bath and Tennis Club is scheduled for March 21 and March 22, 1997. The Friends invite donations of good saleable books. A seiection of the most common individual tax forms for 1996 State and Federal .axes are available at the Library. Many are available in limited quantities; other are available for photocopying. Library staff is looking for volunteers willing to learn search techniques on the new library automation system Dynix and then spend a few hours in the Library over the first month of the new system helping others search the on- line catalog. Personnel & Public Safety: Trustee Kenny - On Friday, January 17, the Fire Department assisted the LaGrange Fire Department at an extra alarm fire at the LaGrange Y.M.C.A. on Ogden Avenue. On Sunday, January* 19, the Fire Department assisted the Downers Grove Fire Department at their extra alarm fire in a condominium located at 42nd and Oakwood. Captain Daryl Sittig has been appointed Acting Fire Chief and Building Commissioner effective with ChiefNielsen's retirement on February 8, 1997. He joined the Oak Brook Fire Department in 1972 and was promoted to the rank of lieutenant on January 3, 1982, and was named captain on August 13, 1991. P[AaniuA Zoning: Trustee Shumate - Village Manager Veitch reported that the Plan Commission will continue its workshop review of the Comprehensive Plan and Zoning Ordinance Update. At their January i0, 1997 meeting, they VILLAGE OF OAK, BROOK Minutes 8 of 14 February 11, 1997 ,,.. _ „•..., , 5 , $[.' ' �,lIt •_ - wY �i 'T�'If%i 3_"f. �.S�.n>a`.., ti. aG. r,'+ ' o`i "�+.' i , 1,tt; • ».� h; „T, .y 4; < <`yM•il,� ft. �'•'',y�',a,.,,s ,'�.r` 'SA �, , � . �Y'i �",'•'6�i � L9' n•Frti'� '+xF � „`., t.9 �., ' ^l . •33 :f`�So �`1, �.. . r. +, , �, sitnw � K, k 1��`, }.yaa.r1 '�`'�r Fsy- r:�,_;rr �,s� .. ' . - .t.(,�;; i' ±.e 4:{ '%ye..,�}- � 4,13& �; :>• S`�9i�c� nw, reviewed preliminary information from Lohan which indicated that the proposed major infrastructure improvements suggested by the Lol.an Study are economically feasible. The Zoning Board of Appeals' recommendations on Wegner Woods Resubdivision, 3501 Adams Road, Variation Request to Reduce Sto-mwater Detention Requirement for Storage Volume will come before the Board of Trustees on Tuesday, March 11, 1997 as new business provided the DuPage County Stormwater Management Committee does not provide any additional road blocks. At the last minute, they requested the Village to delay its decision pending their review of this request. The Suburban Building Officials Conference (S.B.O.C.) will be holding its annual training school at Hamburger University on the four Thursdays in March. Building Officials and Code Administrators will be holding their Spring Meeting at the Hyatt in April. This meeting constitutes the public hearings for proposed changes to the B.O.C.A. codes and will be attended by several hundred Code Officials, professional consultants, and industry experts. Public Wor : Trustee Savino - For the 1996 /97 winter season, the Village has experienced 23 snow /ice /freezing rain events which required the use of 1335 tones of de -icer salt. A total of 31.25 inches of snow was recorded during these 23 events. For the same period last winter season, the Village experienced 25 events, 21.25 inches of snow, and used 1191 tons of de -icer salt. So far this year (1997 calendar year), the Village has experienced 16 water main breaks compared to 10 for the same period in 1996. As weather (frost penetration, snow cover, temperature) is a significant factor contributing to water main breaks, this lower number can be attributed to the rather mild 95/96 vvinter and the freeze /thaw cycles experienced so far this season. The Village has received its new "4- wheeler” (41,000 GV W) dump truck to replace Unit 504. This unit was utilized over the weekend and according to the operator, performed as expected. Staff will continue to evaluate this unit to determine if any modifications are in order for future truck purchases. Continental Cablevision franchise fee payment of 1% of the franchise fee for the quarter ending December 31, 1996 was $2,791.51. Village Clerk: Clerk Gonnella - Noted her lobbying efforts in Springfield last week with Roger Huebner, Illinois Municipal League Legislative liaison. She represented the Municipal Clerks of DuPage County and the Executive Board of Municipal Clerks of Illinois in presenting their opposition to Proposal #30 requesting municipalities with populations of 15,000 or less to appoint their Clerks or Treasurers. Resolutions opposing this proposal were submitted from regional clerk's organizations from around the State. It was recommended that individual citizens in tht-ar various municipalities, whether they be a city, village or town, retain the right to vote by referendum whether or not their VILLAGE OF OAK. BROOK Minutes 9 of 14 February 11, 1997 J �' i'��C;,.w' «,"k, -:Le" I IP < ' Sk^�, clerk or treasurer be elected or appointed regardless of population. Roger Huebner and his staff understood the Clerk's position and stated the Illinois Municipal League would not recommend this proposal. Mr. Huebner then discussed a new Senate Bill 173 that amends the Election Code requiring local election officials to verify petition requirements. The Clerks will be addressing this issue. Village President: President Bushy - Welcomed the convention of Illinois Fire Chiefs and Trustees from Fire Protection Districts at McDonald's Lodge last week. The U.S. Masters Chess Championship will be hosted in Oak Brook on March 6 -9, 1997 at the Hyatt Regency. This is a nationally recognized championship, and she will welcome the participants. This event should increase the guests at our hotels. Gary King, developer of the Shops of Oak Brook Place, received a finalist award from the National Association of Industrial and Office Properties for his development and gave the award to President Bushy for the Village. President Bushy explained that she has been appointed to the Lincoln Leadership Series. It ism annual statewide competition in which twenty women are chosen to participate in a leadership training series regarding local and State government. T,'Ie seminars are held in Chicago, Starved Rock State Park, Springfield and Washington, D.C. She is honored to have been chosen. As a member of the DuPage Mayors and Managers Legislative and the Intergovernmental Relations Committees, an ad hoc committee was formed to develop a position paper on school funding. They have been asked to provide information from this paper to the new legislators in Springfield. Lynn Montei, DuPage Mayors and Mangers Executive Director, has been appointed to the Senate Advisory Committee to Senator "Pate" Philip on this issue. Permanent weekend tee times in 1997 will be from April 26 to September 28. The due date for permanent tee time applications is March 28, 1997. The drawing for permanent tee times is April. 2, 1997. Applications and information about permanent tee times can be obtained by calling the pro shop. The Village -wide mailing of golf course information and fees is expected to go out in the middle of February. • �.•.:� Ira MAW President Bushy indicated that the Committee -of- the -Whole meeting of February 10, 1997 was cancelled due to a lack of a quorum, and the agenda items were tabled to this evening's meeting. A policy on burial of overhead electric utility facilities is placed on the agenda for discussion. She explained that Trustee Savino had asked previously VILLAGE OF OAK BROOK Minutes 10 of 14 February 11, 1997 BURIAL OF OVERHEAD ELECTRIC UTILITY FACILITIES' i C 1 oa..,,a wv "a- a a%oo -A 1w %Jl ulv 1- 1villuvwnurs Hgsoclatlons for their discussion. She noted that they discussed this subject and found their concerns were for the cost of our corporate residents, cost basis per individuals, esthetics and if buried cable areas experienced outages the same as the overhead areas. They asked if there is documentation of outages for buried versus overhead areas, if there is value to our service if burred and voiced a concern for the short time frame of installation. They did not offer a recommendation or conclusion but requested they would discuss this with their boards. Village Manager Veitch reviewed the revised policy ordinance. He suggested the policy could: formulate the process for which individual cases would be processed; reiterate the policy of new electric facilities to be placed underground according to the S ,,ibdivision Regulations; establish a policy of encouraging developers 1 I bury existing overhead utility facilities in conjunction with new development where possible; encourage Commonwealth Edison in burial of existing overhead facilities on its own initiative where feasible and, finally, establish a procedure where and when the Village should direct Commonwealth Edison to bury facilities pursuant to the tariff. The procedure establishes: petitioning the Village; staff verifying the information to the Board; Board approval to proceed with a hearing; a public hearing with the Plan Commission; notice procedures and criteria for the Plan Commission to consider with final decision by the Village Board. The public notice would provide for copies of the notice to be mailed by the Village to: owners of record of all properties abutting the segment proposed to be buried; all Presidents of the Homeowners Associations; other public utilities requesting them to inform the Village of any facilities not identified and the Oak Brook Association of Commerce and Industry. This notice will include preliminary financial costs of the project and estimated per kilowatt hour cost recovery charge. This proposal has been forwarded to Commonwealth Edison for their comment. The policy ordinance may be brought to the Village Board for further review. President Bushy indicated the Board needs to discuss who would pay for this project and if tree destruction would be detrimental to an area, unless the utilities could be buried under the pathway system. VILLAGE, OF OAK BROOK Minutes 11 of 14 February 11, 1997 Y, SOLID WASTE PROGRAM ALTERNATIVES President Bushy announced that the Solid Waste Committee for DuPage County is offering a tour of the Robbins Incinerator on March 7, 1997. If any elected officials would like to attend the tour of the facility, they are to contact the DuPage Mayors and Managers Conference. President Bushy complimented Village Manager Veitch and Assistant to Village Manager Crotty for their efforts in presenting this to the Village Board in a timely manner so the.Board may discuss the issue thoroughly. Village Manager Veitch stated that the Village Board would need to decide what type of program the Village would offer to its residents: Flat- to Unlimited Service (Existing Oak B ok Progm): Residents are billed (usually on a quarterly basis) for an unlimited amount of refuse and recycling (and in some cases landscape waste) placed at the curb; Volume -Based Unlimited Service (L�se): Residents no longer receive a bill for service, but purchase refuse stickers priced to cover the contractor's cost for collection. In order for any bag, container or miscellaneous piece of refuse to be collected, a sticker must be affixed. Recycling service is generally provided at no additional cost; or Modified Volume -Based Service CElbrid" Ptggr=): Residents receive a fiat -rate bill for a limited amount of refuse (e.g., one or two cans of refuse per week), presumably at a lower rate than under an unlimited system. Any refuse in addition to that limited amount would require a refuse sticker. Again, stickers would not be required for recycling. (This approach has proven to be confusing to residents in other towns, especially for those who only occasionally produce more refuse than the one or two can limit.) Each of the three currently licensed waste haulers (two owned by Browning Ferris Industries, and one owned by Waste Management, Inc.) collect refuse, recyclables and landscape waste from one of three designated residential "zones ". The individual contracts contain the same terms, conditions and prices. The same waste haulers are also licensed to provide collection services for commercial properties through individual and private agreements. VILLAGE OF OAK BROOK Minutes 12 of 14 February 11, 1997 %k 10. 11. In terms of process, there are three basic options that the Village could consider. The first two are to bid the service or issue a Request for Proposals (RFP). Of these two options, Assistant to Village Manager Crotty recommended that the Village consider issuing a RFP. The RFP procedure would afford an opportunity to appropriately consider and negotiate other options. The third option would be to negotiate with the existing haulers for new contracts. However, if the number of residential licenses was reduced from three to one, the Village would need to decide with whom to negotiate. Trustee Savino requested offering a program as simple as possible for our residents without the use of stickers. President Busily noted that the closing of the area dumps will cause an increase in fees. Trustee Savino suggested studying the commercial as compared to the residential area of the Village. He asked that the Oak Brook Association of Commerce and Industry be contacted to determine if they are pleased with their vendors, and the Oak Brook Hotel, Convention and Visitors Committee for their view of this. Could the RFP request vendors to bid as the sole hauler versus sharing the solid waste collection for Oak Brook? Trustee Kenny concurred with Trustee Savino to offer a program as simple as possible for our residents and suggested studying a modified plan. Trustee Payovich concurred with a simple program. President Bushy suggested studying the possibility of the Village Hall having hours on Saturday mornings for selling waste hauler landscape stickers. President Bushy also recommended discussing waste hauler collection with the management of Oakbrook Center. Another aspect to review is the type of containers used for recyclables, as there may be more convenient portable storage containers. Stag will review this further for fu*ure discussion by the Village Board. Motion by Trustee Savino, seconded by Trustee Kenny, to adjourn at 9:20 p.m. to a Closed Meeting to discuss litigation and collective bargaining. ROLL CALL. VOTE: Ayes: 4 - Trustees Kenny, Payovich, Savino and President Bushy. Nays: 0 - None. Absent: 3 - Trustees Bartecki, McInerney and Shumate. Motion carried. VILLAGE OF OAK BROOK Minutes 0 13 of 14 February 11, 1997 ADJOURN To CLOSED MEETING 12. ADJOU T: Motion by Trustee Kenny, seconded by Trustee Savino, to adjourn the meeting at 10:21 p.m. VOICE VOTE: Motion carried. ATTEST: Lindak. Gonnella, CMC Village Clerk bot21197 VILLAGE OF OAK. BROOK. Minutes 14 of 14 February 11,1997 ADJOURNMENT ii i ,I I)