Minutes - 02/23/1999 - Board of Trustees2.
3.
VILLAGE OF OAK BROOK Minutes FEB. 23, 1999
UNOFFICIAL UNTIL APPROVED AS WRITTEN
OR S AMENDED _ BY VILLAGE BOARD ON
y9v
MEETING 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 7:32
p.m. Pledge of Allegiance was given.
ROLL CALL:
The Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Bartecki, Caleel and Shumate.
ABSENT: Trustees Kenny, McInerney and Savino.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Tom Hawk,
Director of Community Development; Debra J. Jarvis, Fire Chief/Building
Commissioner; Darrell J. Langlois, Finance Director /Treasurer; Richard A.
Martens, Village Attorney; Ruth A. Martin, Library Director; Allen W.
Pisarek, Chief of Police; Bonnie Sartore, Bath and Tennis Club Manager; Trey
VanDyke, Golf Club Manager; Vemette Richmond, Librarian; Sean Creed,
Golf Course Superintendent; Barbara Benezra and Roberta Petz, Library
Commission; Nancy Hayden, Mary Ann Nunez and Joseph Fullan, Friends of
the Oak Brook Public Library; and George C. Mueller, Plan Commission.
ANNOUNCEMENTS & OPEN FORUM:
President Bushy congratulated Village Clerk Linda Gonnella for her
acceptance into the Advanced Academy of Education of the International
Institute of Municipal Clerks. Clerk Gonnella earned a minimum of thirty (30)
hours of graduate courses from Northern Illinois University's Institute and
Academy for Municipal Clerks and served in leadership positions with
Municipal Clerks of DuPage County and Municipal Clerks of Illinois.
President Bushy distributed a pamphlet entitled, "A National Action Plan on
School Violence and Kids from 2:00 to 8:00 pm" from the United States
Conference of Mayors. This pamphlet will be distributed to the offices of
School District 53. A major presentation addressing these concerns was
offered at their conference in Washington, D.C.
VILLAGE OF OAK BROOK Minutes 1 of 15 February 23, 1999
MEETING CALL
ROLL CALL
ANNOUNCEMENTS
AND
OPEN FORUM
4. APPROVAL OF MINUTES:
Motion by Trustee Caleel, seconded by Trustee Bartecki, to approve the
minutes of the Committee -of- the -Whole Meeting of February 8, 1999 as
presented and waive the full reading thereof. VOICE VOTE: Motion carried.
Motion by Trustee Bartecki, seconded by Trustee Caleel, to approve the
minutes of the Regular Meeting of February 9, 1999 as amended on page 15,
second to the last paragraph to read, "Trustee Shumate spoke of a concern that
the Village may not watch the budget as closely if it knows that it has the
ability to borrow. Future Boards may choose not to abate that tax levy.
Borrow only if alternative funding is inadequate and if proposed capital
projects are, in fact, approved by the Board. Borrowing at highest historical
rates would double the interest rate or raise the tax on $5 million from a mean
of $33 to approximately $66. ", and waive the full reading thereof. VOICE
VOTE: Motion carried.
Pursuant to Illinois Statute, the Village President and Board must review its
Closed Meeting minutes at least twice a year for release to the general public.
The Closed Meeting minutes of July through December, 1998 have been
reviewed by Village Attorney Martens and items still pending have been
deleted.
Motion by Trustee Bartecki, seconded by Trustee Caleel, to approve the release
of the minutes of the Closed Meetings from July 1, 1998 through December
31, 1998. VOICE VOTE: Motion carried.
5. OMNIBUS AGENDA:
MINUTES
Motion by Trustee Shumate, seconded by Trustee Bartecki, to approve the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Caleel, Shumate and President Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Kenny, McInerney and Savino. Motion carried. APPROVAL OF
A. APPROVAL OF BILLS: Approved Omnibus Vote.
bILLS -
$450,534.03
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING PAYROLL -
FEBRUARY 6,1999: Approved Omnibus Vote. $336,631.53(gros:
C. CHANGE ORDERS: None
VILLAGE OF OAK BROOK Minutes
2 of 15 February 23, 1999
D. PAYOUTS: PAYOUTS:
1) PRIME CONSTRUCTION, INC. - PAYOUT #1 - 1998 SAFETY 1998 SAFETY
PATHWAY PROJECT - $44,622.00: Approved Omnibus Vote. PATHWAY PROJECT
2) NICHOLAS & ASSOCIATES - PAYOUT #2 - GOLF GOLF CLUBHOUSE
CLUBHOUSE CONSTRUCTION - $42,150.00: Approved CONSTRUCTION
Omnibus Vote.
E. REFERRALS: REFERRALS:
1) VILLAGE OF OAK BROOK - TEXT AMENDMENT - VILLAGE OF OAK
PROHIBITING PARKING COMMERCIAL VEHICLES IN BROOK -TEXT AMEND -
RESIDENTIAL DISTRICTS — REFER TO PLAN COMMISSION MENT PROHIBITING
MEETING OF MARCH 15, 1999 AND ZONING BOARD OF PARKING COMMERCI!
APPEALS OF APRIL 6,1999: Approved Omnibus Vote. VEHICLES IN
RESIDENTIAL
DISTRICTS
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS:
1) GOLF COURSE MAINTENANCE EQUIPMENT GOLF COURSE
REPLACEMENT: Approved Omnibus Vote. MAINTENANCE EQUI1
G. ACCEPT AND PLACE ON FILE - TREASURER'S REPORT OF TREASURER'S
JANUARY, 1999: Approved Omnibus Vote. REPORT-JAN., 199
6. ITEMS REMOVED FROM OMNIBUS AGENDA: None.
7. ACTIVE AGENDA (Items For Final Action):
A. APPOINTMENTS: OAK BROOK HOTEL, CONVENTION AND APPOINTMENTS
VISITORS COMMITTEE AND ZONING BOARD OF APPEALS:
The Oak Brook Hotel, Convention and Visitors Committee was OBHCVC
developed to design methods of promoting the accommodations of the LUCAS
four hotels in the Village using funds from the room tax. The MAXSON
Committee consists of the four hotel general managers, one resident MERRILL
MIRA
and the general manager of JMB Retail Properties. One -year CAMPA
Committee terms expire on February 28. JORGENSEN
FLEMING
Village President Bushy recommended the following re- appointments
to the Oak Brook Hotel, Convention and Visitors Committee effective
March 1, 1999, with terms expiring February 28, 2000:
Peggy Lucas, Executive Director, Oak Brook Area Association of
Commerce and Industry
Ralph E. Maxson, Oak Brook Resident
VILLAGE OF OAK BROOK Minutes 3 of 15 February 23, 1999
John Merrill, General Manager, Hyatt Regency Oak Brook
Tony Mira, General Manager, Renaissance Oak Brook Hotel
Mike Campa, General Manager, Marriott Oak Brook
Michael C. Jorgensen, General Manager, The Drake Oak Brook
Chuck Fleming, General Manager, JMB Retail Properties
Motion by Trustee Caleel, seconded by Trustee Bartecki, to concur
with the recommendation of President Bushy and re- appoint the
following to the Oak Brook Hotel, Convention and Visitors
Committee effective March 1, 1999; terms to expire February 28,
2000:
Peggy Lucas, Executive Director, Oak Brook Area Association of
Commerce and Industry
Ralph E. Maxson, Oak Brook Resident
John Merrill, General Manager, Hyatt Regency Oak Brook
Tony Mira, General Manager, Renaissance Oak Brook Hotel
Mike Campa, General Manager, Marriott Oak Brook
Michael C. Jorgensen, General Manager, The Drake Oak Brook
Chuck Fleming, General Manager, JMB Retail Properties
VOICE VOTE: Motion carried.
The Village presently has two (2) vacancies on the Zoning Board of ZBA
Appeals, while the Plan Commission is at full strength. If Zoning MUELLER
Board of Appeals member Adam Butler is successful in his quest for
elected office, the Village will have three vacancies on the Zoning
Board of Appeals.
A recent conversation with Plan Commission member George
Mueller appraised President Bushy of his interest in assuming a
position on the Zoning Board of Appeals. He has served on the Plan
Commission since 1991 and has indicated interest in expanding his
knowledge by changing to the other board. Zoning Board of Appeals
Chairman Champ Davis has indicated he is quite pleased with the
change, and Plan Commission Chairman Stelios Aktipis concurs.
President Bushy recommended to accept George Mueller's
resignation from the Plan Commission (term to expire May, 2000)
and to appoint him to the Zoning Board of Appeals to the vacancy
created by the expiration of the term of Hans Hasen, who recently
moved out of the Village of Oak Brook. Mr. Mueller's term on the
Zoning Board of Appeals would run to November, 2003.
Motion by Trustee Shumate, seconded by Trustee Caleel, to concur
with the recommendation of President Bushy and accept the
resignation of George Mueller from the Plan Commission and appoint
VILLAGE OF OAK BROOK Minutes 4 of 15 February 23, 1999
��
him to the Zoning Board of Appeals; term to expire November, 2003.
VOICE VOTE: Motion carried.
B. ORDINANCES & RESOLUTIONS:
1) RESOLUTION 99- SD -FP -R- A RESOLUTION APPROVING FOREST GATE
THE FINAL PLAT OF SUBDIVISION KNOWN AS FOREST SUBDIVISION -
GATE (NORTHEAST ROUTE 83 AND OAK BROOK ROAD., FINAL PLAT
OAK BROOK, IL 60523):
Tabled at the Regular meeting of February 9, 1999. The review of the
subdivision engineering is continuing and progressing. However, the
Village engineer is not yet able to represent to the Board that the final
plat can be approved as submitted.
New developments include what appears to be a good possibility that
some of the wetland mitigation can be accomplished on site. (Also,
historical information could reveal a lesser area of wetlands requiring
mitigation.) In addition, staff is working with the developer's
engineer on grading modifications that could reduce the height of the
retaining wall at the northeast corner of the site.
President Bushy announced that the necessary public hearing on
vacating Surrey Drive is scheduled for 7:15 p.m. on March 9, 1999.
Staff is working toward recommending approval of the resolution on
the final plat of subdivision, and the ordinance vacating Surrey Drive,
for the March 9, 1999 Active Agenda.
Motion by Trustee Caleel, seconded by Trustee Bartecki, to table
consideration on this subject to the Active Agenda of the Regular
meeting of March 9, 1999. VOICE VOTE: Motion carried.
2) ORDINANCE 99- ZO -SU -S -926 AN ORDINANCE ORD . 99- z0 -SU-
APPROVING THIRD AMENDMENT TO ORDINANCE S -841 S -926
EXTENDING THE EXPIRATION DATE OF THE SPECIAL THIRD AMENDMENT
USE PERMIT GRANTED THEREIN (1717 OAK BROOK TO On. S -841
ROAD, OAK BROOK, IL 60523): EXTENDING
EXPIRATION DATE
OF THE SPECIAL
Discussed and direction given at the Regular meeting of February 9, USE PERMIT
1999. The ordinance amends Ordinance S -841 extending the (1717 Oak Brook
certificate of occupancy deadline from February 13, 1999 to February Road)
133, 2000 for the Mayslake Special Use Property (Peabody Mansion)
at 1717 Oak Brook Road.
VILLAGE OF OAK BROOK Minutes
16
5 of 15 February 23, 1999
David Fichter, President of the Mayslake Landmark Conservancy,
was in attendance of the meeting.
Motion by Trustee Shumate, seconded by Trustee Bartecki, to pass
Ordinance 99- ZO -SU -S -926, "An Ordinance Approving Third
Amendment To Ordinance S -841 Extending The Expiration Date Of
The Special Use Permit Granted Therein (1717 Oak Brook Road, Oak
Brook, IL 60523) ", as presented and waive the full reading thereof.
ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Caleel, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Kenny, McInerney and Savino. Motion
carried.
3) RESOLUTION 99- AG- TELCOM- EX -1 -R -718 A
RESOLUTION AUTHORIZING EXECUTION OF MUNICIPAL
FACILITIES USE AGREEMENT WITH METRICOM INC.:
The Village Board, at their Regular meeting of February 9, 1999,
directed the Village Attorney to draft a resolution authorizing the
execution of the Municipal Facilities Use Agreement with Metricom,
Inc.
Motion by Trustee Bartecki, seconded by Trustee Caleel, to pass
Resolution 99- AG- TELCOM- EX -1 -R -718, "A Resolution
Authorizing Execution Of Municipal Facilities Use Agreement With
Metricom, Inc. ", as presented and waive the full reading thereof and
authorize the Village President and Clerk to affix their signatures
thereon the Agreement between the Village of Oak Brook and
Metricom, Inc. ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Caleel, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Kenny, McInerney and Savino. Motion
carried.
C. AWARD OF CONTRACTS:
1) POLICE DEPARTMENT UNIFORMS AND EQUIPMENT:
Bid packages were sent to nine (9) firms. Four (4) sealed bids were
opened February 10, 1999. As indicated on the bid tabulation
attached to Purchasing Clerk Murphy's memorandum dated February
12, 1999, staff recommends acceptance of one (1) bid which was not
VILLAGE OF OAK BROOK Minutes
6 of 15 February 23, 1999
RES.99- AG- TELCOM
EX -1 -R -718
MUNICIPAL
FACILITIES USE
AGREEMENT WITH
METRICOM, INC.
AWARD OF CONTRAC'
POLICE DEPARTMEN'
UNIFORMS AND
EQUIPMENT
the lowest submitted price (item #44). The lower priced item did not
meet Village specifications. For items where there is a tie bid, the
Village has the option to split its orders between both companies.
Contracts with these firms will operate as requirements contracts, i.e.
orders will only be placed when and if the Police Department has
such needs. Bid prices are firm for the entire calendar year and
include shipping charges. There is no requirement that the Village
purchase a set quantity, as the Village retains the right to either
increase or decrease quantities at its sole option. The Village also has
the option to purchase these same items through other sources, e.g. in
an emergency when an item is needed sooner than it can be supplied
by the low bidder. Approximately $25,000 has been budgeted in
various accounts for the purchase of these items.
Motion by Trustee Shumate, seconded by Trustee Caleel, to award
requirements contracts, subject to staff review, to Associated Supply
Company, Chicago; Kale Uniforms, Chicago; Ray O'Herron
Company of Oakbrook Terrace, Oakbrook Terrace; and Shore
Galleries, Lincolnwood, the lowest responsive bidders, based on the
unit prices bid for Police Department uniforms and equipment.
ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Caleel, Shumate and President
Bushy..
Nays: 0 - None.
Absent: 3 - Trustees Kenny, McInerney and Savino. Motion
carried.
2) GOLF COURSE IRRIGATION - DESIGN AND
CONSTRUCTION SERVICES:
The Village Board, at its January 26, 1999 meeting, authorized staff to
negotiate a professional services contract with A.S.Altum &
Associates to provide final design and construction services. The
scope of services and costs includes preparation of final design plans,
assistance with bidding and contractor selection, construction
monitoring, as- builts and programming the new system. The option
for GPS as -built is not recommended.
Following system design, the Village's schedule calls for bidding in
late Spring, with construction beginning in September and completed
in time for the 2000 season. Funds for design and construction of this
project are included in the Golf Course Maintenance Program (52-
834).
VILLAGE OF OAK BROOK Minutes
��
7 of 15 February 23, 1999
GOLF COURSE
IRRIGATION -
DESIGN AND
CONSTRUCTION
SERVICES
Motion by Trustee Caleel, seconded by Trustee Shumate, to award a
contract to A.S.Altum & Associates, Carmel, Indiana, in the not -to-
exceed amount of $24,500 (fee of $20,500 plus $1,500 for pump
house design and $2,500 of reimbursable expenses) to provide design
and construction services on the Golf Course irrigation system.
ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Caleel, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Kenny, McInerney and Savino. Motion
carried.
3) PENTAMATION - APPLICATION SOFTWARE SYSTEM
SOFTWARE AND HARDWARE MAINTENANCE:
The Village entered into a contract with Pentamation in February of
1997 to provide various installation services and computer systems.
Specifically, Pentamation installed all network cabling, configured
and installed network communications equipment and servers,
supplied the Village's new financial software and trained staff on the
new systems. The advantage of using Pentamation for these services
is that they installed the systems and are therefore more familiar with
the operation, and when systems fail, there is one point of contact for
technical support. Pentamation is also the only source of support for
the financial application software (it is their product).
In order to maintain the advantages of a single support company, and
to keep the Village's internal support staff at a minimum, it is staff's
recommendation that the Village continue the existing arrangement
with Pentamation for the support of the Village's financial software,
system hardware and software.
The invoices from Pentamation list the current equipment and
software being maintained. The annual maintenance cost for the
Village's communications equipment, system software and hardware
is $12,444. The annual cost to provide support for the Village's
financial application software is $6,951.71. As the Village begins
using the final two applications later this Spring (utility billing and
ticket manager), the Village will begin paying for support of those
items at that time.
Motion by Trustee Caleel, seconded by Trustee Bartecki, to waive
competitive bidding to maintain a single vendor for maintenance of
the Village's computer systems and issue a Purchase Order to
Pentamation, Bethlehem, Pennsylvania, in the total amount of
VILLAGE OF OAK BROOK Minutes 8 of 15 February 23, 1999
PENTAMATION -
APPLICATION
SOFTWARE, SYSTEM
SOFTWARE AND
HARDWARE
MAINTENANCE
$19,395.71 for the annual maintenance of the Village's network
computer systems, communications network and financial software.
ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Caleel, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Kenny, McInerney and Savino. Motion
carried.
4) LIBRARY PROJECT - FINAL DESIGN AND CONSTRUCTION
SERVICES:
Jay Carow, Carow Architects, Planners, LLC, was in attendance at the
meeting.
Tabled at the Regular meetings of January 26 and February 9, 1999 to
allow time for staff to further negotiate the proposed contract.
The most recent construction estimate for the 24,000 square foot
building is $3,902,556 (building construction of $3,513,656 and site
construction of $388,900). The estimated furnishings cost is
$433,133.
The total fee reviewed at the January 26, 1999 Village Board meeting
was in the amount of $422,612. The breakdown of the current total
fee of $381,386 includes the architectural fee of $208,413 to Carow
Architects, Planners, LLC for architectural services, a fee of $108,003
for engineering and other design services to be completed primarily
by outside consultants ( Carow serves as a pass - through for these
fees), and a fee of $64,970 to Carow for services related to library
furnishings.
Carow's basic architectural fee of $208,413 represents 5.3% of the
estimated building and site construction costs ($3,902,556). Total
fees (excluding furnishings) in the amount of $316,416 represent
8.1 % of building and site construction costs. Carow's fee of $64,970
for library furnishings is 15% of the estimated cost for such items
($433,133).
The scope of services and schedule cover the design development,
construction documents, bidding /negotiation and construction
administration phases. Carow anticipates an approximate 16 -month
time frame for project completion. Funds for this project are included
in the Library Building Project Program (10 -425).
VILLAGE OF OAK BROOK Minutes
9 of 15 February 23, 1999
LIBRARY PROJECT
FINAL DESIGN
AND CONSTRUCTION
SERVICES
Library Director Martin assured the Village Board that she would
work with the consultants to ensure that the fixtures in the new
Library are necessary for the functionality of the Library. The
primary expenses are those custom designed service points such as
the youth services area that needs to be a certain height. Any
salvageable materials from the old Library will be used in the new
facility.
Motion by Trustee Caleel, seconded by Trustee Shumate, to award a
contract to Carow Architects, Planners, LLC, Chicago, in the not -to-
exceed amount of $381,386 (plus reimbursables) for final design and
construction services for the Library project. ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Caleel, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Kenny, McInerney and Savino. Motion
carried.
Trustee Caleel publicly thanked the Library Director, Library
Commission and the Friends of the Oak Brook Public Library for
their efforts in this project. President Bushy also commended Trustee
Caleel for his efforts toward this project and the development of the
Library Foundation to assist in completion of the Library. Library
Commission President, Roberta Petz, addressed the Village Board
and publicly commended them for seeing this project through to its
fruition.
5) FIRE STATION TWO - VEHICLE EXHAUST SYSTEM:
Bid packages were picked up by five (5) companies. Four (4) sealed
bids were received on December 21, 1998. The apparent low bidder,
Infra -Red Heating, did not meet the Village's experience
requirements or have positive references as required. Sufficient funds
are available in the Municipal Building Improvements Program (10-
421) to cover this project.
Motion by Trustee Caleel, seconded by Trustee Shumate, to award a
contract, subject to staff review, to Hastings Air - Energy Control,
Milwaukee, Wisconsin, the lowest responsive bidder, at a lump sum
bid of $34,630 for a Vehicle Exhaust Capture System for Fire Station
Two. ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Caleel, Shumate and President
Bushy.
Nays: 0 - None.
VILLAGE OF OAK BROOK Minutes
10 of 15 February 23, 1999
FIRE STATION TWO -
VEHICLE EXHAUST
SYSTEM
Absent: 3 - Trustees Kenny, McInerney and Savino. Motion
carried.
D. APPROVAL OF AGREEMENT FOR FINANCIAL ADVISORY
SERVICES - R.V.NORENE & ASSOCIATES, INC.:
E. APPOINTMENT OF BOND COUNSEL - FINANCING OF
CAPITAL IMPROVEMENT PROGRAM:
Discussed at the Committee -of- the -Whole meeting of February 8,
1999 and pursuant to authorization given at the Regular meeting of
February 9, 1999, staff has negotiated an agreement for financial
advisory services and secured proposals from bond counsel in
connection with issuance of alternate revenue source general
obligation bonds to finance a portion of the Village's capital
improvement program.
Financial Advisory Services Agreement - The fee for a $5,000,000
issue would be $15,500. The fee is based on a flat fee of $4,500 plus
$2.75 per $1,000 for all bonds issued in excess of $1,000,000. Thus,
if the Board should decide not to proceed with the sale, the base fee
would be due.
Letter Confirming Fee for Services of Bond Counsel - Katten Muchin
& Zavis proposes to serve as Bond Counsel for a fixed fee of $7,500.
Quotes were received from two (2) qualified firms. Katten Muchin's
quote is the lower of the two. If the project is abandoned at or before
the expiration of the backdoor referendum petition period, there will
be no fee. If the project proceeds beyond that point, the Village will
be charged for the firm's time, with the full fee coming due when the
bonds are sold.
Tentative Financing Timetable - Ron Norene has prepared a timetable
which would result in a bond sale on Tuesday, April 27, 1999 with
receipt of proceeds on Tuesday, May 18, 1999. This is the most
aggressive timeline that could be pursued.
Motion by Trustee Bartecki, seconded by Trustee Caleel, to appoint
R.V. Norene & Associates, Inc. as Financial Advisor to the Village
and authorize execution of the agreement for financial advisory
services.
Trustee Shumate stated he would not vote on the proposed motions.
He asked if the Village Board wished to table the items until a full
quorum of the Village Board was in attendance. Trustee Shumate
VILLAGE OF OAK BROOK Minutes 11 of 15 February 23, 1999
AGREEMENT FOR
FINANCIAL ADVISOI
SERVICES
APPOINTMENT OF
BOND COUNSEL -
FINANCING OF
CAPITAL IMPROVE-
MENT PROGRAM
does not wish to establish a debt for our Village if it is not needed,
since the approved projects have been budgeted and funding is
available. If there is a problem in the future, then these options are
available to the Village. To borrow the money, tax levies will still
have to be made, and the property tax bill will need to be abated by
the Board. It would provide a large amount of funds for potential use
in the future which enables the Village to pass proposed projects in
the Five -Year Financial Plan where projects should be approved on
their merits and not because funding is available.
Trustee Shumate stated his opposition as a municipality obtaining
bonds must levy a property tax to ensure bond payment. Even if the
tax was abated, it would still be there. It wouldn't be paid for by
residents, but there is no guarantee that future trustees would abate it.
President Bushy explained that according to parliamentary
procedures, with three trustees missing this evening, any vote taken
this evening must be unanimous. Since Trustee Shumate has
indicated he is not interested in the project, she recommended to table
to the next meeting when more trustees are in attendance.
Motion by Trustee Caleel, seconded by Trustee Bartecki, to table
these items to the next Regular Board meeting of March 9, 1999.
VOICE VOTE: Motion carried. .
Trustee Caleel asked if $5,000,000 of the Village's current funds
could be placed in escrow to offset a possibility of a levy. Village
Attorney Martens indicated that this could be addressed by Bond
Counsel. Village Manager Veitch stated the question is whether
through that step, the Village would not need to file a levy nor have to
abate it. Trustee Bartecki suggested investigating the feasibility of a
bond repayment and the interest cost being set aside each year.
8. DEPARTMENTAL REPORTS: No Business.
9. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated):
A. RECOMMENDATION - VILLAGE OF OAK BROOK - FLOOD
PLAIN SPECIAL USE - YORKSHIRE WOODS SUBDIVISION -
1999 PAVING AND WATER MAIN PROJECT:
Some parts of the Subdivision are in the flood plain, and Village
Engineer Durfey reviewed the flood plain map showing these sections
in the northeast, west and south areas. The roads in the area vary
from sixteen (16') to twenty -two (22') feet, edge to edge. There will
VILLAGE OF OAK BROOK Minutes
12 of 15 February 23, 1999
VOB - FPSU -
YORKSHIRE WOODS
SUBDIVISION -
1999 PAVING AND
WATER MAIN PROM
be a uniform twenty -(20') foot width of the pavement from edge of
asphalt to edge of asphalt with two -(2') foot concrete shoulders on
both sides as in the Ginger Creek Subdivision and which was
requested by the residents. It will require pavement widening,
installation of concrete shoulders and ditching. By Ordinance, the
Village is required to compensate for the fill at 1.5 times the amount.
It is difficult to crowd this .within the sixty -six (66') foot right of way,
so it can only be accomplished with ditches.
The Plan Commission, by a vote of 6 to 0, and the Zoning Board of
Appeals, by a vote of 4 to 0, have recommended approval of the Flood
Plain Special Use for the Yorkshire Woods Subdivision 1999 Paving
and Water Main Project. The recommendations included the
following conditions:
During construction, an effort will be made to preserve as many trees
as possible; and final engineering approval.
There has been no public testimony in opposition. Those residents
that raised the questions regarding loss of trees and drainage ditch
design, specifically stated that they did not want the project delayed,
but hoped that their concerns could be addressed to some extent.
Motion by Trustee Caleel, seconded by Trustee Bartecki, to direct the
Village Attorney to draft the necessary ordinance subject to the
following conditions recommended by the Plan Commission and
Zoning Board of Appeals for final action at the Regular meeting of
March 9, 1999:
During construction, an effort will be made to preserve as many trees
as possible; and final engineering approval.
VOICE VOTE: Motion carried.
B. 1999 ETHNIC FEST COMMITTEE RECOMMENDATIONS:
The Oak Brook Park District has withdrawn their support of the
Ethnic Fest and removed the anticipated $5,000 contribution to the
Village from their budget. This changed the results causing overage
to the budgeted Village contribution of $20,000 by $5,796.44.
The Village is now the sole sponsor of the Fest, therefore the
Committee has "scaled down" and refocused its efforts for 1999. The
first recommendation is the change of name from Oak Brook Ethnic
Fest to the Oak Brook Autumn Fest which the Committee believes
VILLAGE OF OAK BROOK Minutes
MR
13 of 15 February 23, 1999
1999 ETHNIC FEST
COMMITTEE
RECOMMENDATIONS
will attract a broader audience. Less emphasis will be put on
solicitation of vendors, since the Bath and Tennis Club can prepare
and serve most any food item desired. This will reduce the cost and
time involved in putting the event together. The Committee still
wishes to limit its promotional efforts to Oak Brook residents and
schools serving Oak Brook; the sentiment is that the Independence
Day Celebration is for the `whole world' so they would like to keep
this for Oak Brook families to enjoy.
The Octoberfest Party will remain much the same. The Autumn Fest
event will feature fine arts, crafts, more children's activities, more
children's entertainment and a mini - horse -show. It will still include
cultural displays and interesting food selections with American
favorites. These plans will diminish the necessity of such elaborate
vending and power set ups and eliminate the need for a large program
book. The entire committee from 1998 has volunteered for the 1999
event.
Motion by Trustee Caleel, seconded by Trustee Bartecki, to concur
with the recommendation to change the name from Oak Brook Ethnic
Fest to the Oak Brook Autumn Fest and direct the Village Attorney to
prepare the appropriate resolution establishing a new Ad hoc
Committee for final action at the Regular meeting of March 9, 1999.
VOICE VOTE: Motion carried.
Trustee Shumate asked consideration of changing the name from
Autumn Fest to Autumn Festival. The Board members concurred
with his recommendation, and Village Manager Veitch stated the
resolution will include the change. Bath and Tennis Club Manager
Sartore commented the Committee would be open to changing the
name of the Autumn Fest if the Board so wishes.
C. SURREY DRIVE VACATION - MARCH 9 1999 PUBLIC SURREY DRIVE
HEARING - 7:30 P.M.: VACATION
See Agenda Item 7.13.1.
Village President Bushy announced that the necessary public hearing
on vacation of Surrey Drive is scheduled for 7:15 p.m. on March 9,
1999. Staff is working toward recommending approval of the
ordinance vacating Surrey Drive for the March 9, 1999 Active
Agenda.
10. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None.
VILLAGE OF OAK BROOK Minutes 14 of 15 February 23, 1999
i��
11. ADJOURN TO CLOSED MEETING: ADJOURN TO
CLOSED MEETING
Motion by Trustee Caleel, seconded by Trustee Bartecki, to adjourn at 9:10
p.m. to a Closed Meeting to discuss pending litigation and Collective
Bargaining. ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Caleel, Shumate and President Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Kenny, McInerney and Savino. Motion carried.
12. ADJOURNMENT: ADJOURNMENT
Motion by Trustee Shumate, seconded by Trustee Caleel, to adjourn the
meeting at 10:11 p.m. VOICE VOTE: Motion carried.
ATTEST:
O '
Linda K. Gonnella, CMC /AAE
Village Clerk
bot022399
VILLAGE OF OAK BROOK Minutes 15 of 15 February 23, 1999