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Minutes - 02/23/1999 - Board of Trustees (2)VILLAGE OF OAK BROOK Minute* . Kim CAM UNOFFICIAL UNTIL APPROVED AS WR OR S AMF NDT� *D `� Vi��I.AGi� BOARD CAN ALL `rhe Regular Meeting: of the ward of Trustees was called to order, by president Bushy in the Samuel E. mean Board Room of the Village Commons at 7 :32 p.m. Pledge of Allegiance was given. The Clerk called the toll with the following pins PRESENT: President Bushy, Trustees Barteck,i, Caleel and Shumate. ABSENT: Trustees Denny, McInerney and Savino. IN ATTENDANCE: Stephen B Witch, Village Manager; Michael A. Crotty, Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Torn Nam Director of Community Development; Debra J. Jarvis, Fire Chief/Building Commissioner; Darrell J. Langlois, Finance Director/Treasurer; Richard A. Martens, Village Attorney; Ruth A. Merin, Library ,Director, Allen W. Pisarek, Chief of Police; Bonnie Sartore, Bath and Tennis Club Manager; Trey VanDyke. Golf Club Manager; Vernette Richmond, Librarian; Sean Creed„ Golf Course Superintendent; Barbara Benem 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. u President Bushy con3ratulated Village Clerk Linda Connella for her acceptance into the Advanced Academy of Education of the International instiivate of Municipal Clerks. Clerk Gonnella earned a minimurn of thirty (30) howl of Vaduate 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 bids from 2:00 to 8:00 pni * from the united States Conference of Mayors. This pamphlet will be distributed to the oincea of School District 33. A major presentation addressing these concerns was offenrid at their conference in Washington. D.C.. VELLAGE OF OAK BROOK Mimes t nr t .s roak"AAW&O 51 1 ! wrf 17 7 �&"'l I 'WW O- '1� '� WOW by Tmstee Caleel. wonded by Trust Hanecki. to approve Ow, minutes of the Committee-of-the-Whole Ming of F"cbmary 8. 1999 as presented and `wive the full reading thateof. V010', VOTE: Motion "Miu-01. Pursuant to Illinois Statute, the Village President and Board must review lites 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 app;--vove the release of the minutes of the Closed Meetings from July 1. 1998 through Decem I . ber 31.1999. VOICE VOTE: Motion carried. f j_tj ; 12 1 10D- Mwio 'Palkol'.1a, am UARY 6 Approved OmnlibiLs Vote. $336 631.51(9rox* QLANCLUBDI-M": None VILLAGE OF OAK BROOK Min utu 2of 1 3 FdWWY 23, 1"9 ► A I t. PAYOUT$z 'AwAplom"., 1 • CLUJILI 1RUCIlobi CA n fine GOL Appmvcd commnon, Omnibus Vote. 1 ,4 T� 3 41111, 3.100 40, Rl# fzi yop k*falo)urlu l I's 1 It -WCAM- ,I fil m 1 23 VILLAGE OF OAK BROOK Mhoo 30(is 10 - MUNI MI, 55-11�--TIINW 71,�� 0 RT,51177-v p QYMIN R' 77 07 -nlz b- Motion vy Trustee CWtvi, wconded by Trustee BartecLi. to concur with the r z-omincndation of President Bushy wW lot msWi am following to the Oak, Rax)k Hotel. Convention and Vuinikvs Committee CITectivc March 1, 19".- terms to expire Februny 28, 2000: Motion b.Y Trustee Shumate, seconded by Iftlet Cale el. to tvft%w with the MCOMMendlition of ident Bus' I W acvvp dw M819"iOn Of (kvfVC Mueller from the Plan CommiWon and appoW le VILLAGE, OF OAK BROOK Minutes 4 of' 13, Febmwy 2 3, 19" 1. hin, to the Zoning Boad of Appeals, t to xpir Nov . VMt rVO ICl � " c ed. i Y - Y 'FJJ 11 *AW 10 • ,t . N � Yj ►. ,�! ti• S.. ! Tabled at the Regular meeting of February 9„ 1949. The review of the subdivision engineering is continuing and proguvssing. However the Village engineer is not yet able to represcra to the board that the final plat can be approved as submitted. New developments include what appears to be a good passibility that some of die wetland mitigation can be accomplished on site. (Also, historical information could revcal 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. Stag' 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 C'aleel, seconded by `trustee Bartecki, to table considcration on this subject to the Active Agenda of the Regular meeting of March 9. (999. VOICE VOITo - ®lotion carried. V AG Off" Aft BROOK Minutes 3 or 1 1�'c . 3.1 Dav'd Fichim I'm*01, of the N114)"AAC Lawnwk w4s in ammhuwc oft or tiro RES" The Village Board, at thcir Rcgular meeting of Feh 9, 19", directed the Village Attorney to draft a resolution auftn'7.v'n$ dw execution of the Municipal I'acifitics Use Agrement with Metricom, Inc, Motion ky Trustee Bartecki. secondcd by Tmstcc Cal 1. to Pm Resolution 99-AG-TELCOM-EX-I-R-718. "A Rmlution Authorizing ENecution Of Municipal Facilities Use Agmement With Metricom. Inca.., as presented and wraive the full reading thffwf and authorize the Village President and Clerk to AN their signatures thereon the Agreement between the Village of Oak Brwk and Metricom, Inc. ROLL CALL VOTE: Aye,,,;: 4 - Trustees Banceki. Calcol. Shumate and 11tvside"I Bushy. Nays: ■ - None. Abwnt-. 3 - Trusices Kenny. McInerney and Savino. Motion carried. 1,14"14 I) " .01ACE' Did packug;s werevnt to nine (9) ft 's. Four (4) waled bids %s*vm opened t"etmwry 10. 14", As indicated on the bid tabulotion attached to Purchasing Cletk Murphy's memoratulum dated Vchnafy, 12. 19". suff feconimends accqxanct of one (1) bid w-hich %%a tw VILIAOE OFOAK PR(,)(.)K Minutes 6 of 13 vdwwfv 2,11 1"9 A -AL Pl RMACK DEPA'Arm VNIFOR"S N" "U I P"'M 11 the low esustitnuitted price (item 044). 1* lower p ed itan did am mect V11,1188,C 'S"P4,virl'CU11011%. For Items wbm them Is a tic bid. dw Village has the option to split Its orders hclooveen both ct)mpanim, 0 1", W `11w Villa se Board. at its January- 26, IQ" moving. authori nd staff 10 1, negotiate a pmfessiopal services contract with A.,S-Altum & Ammiales to provide final design and construction w. 'cc . rvi ,%. The scope of mmices and costs includes preparation of final design plams. assistance with bidding and contractor sclection., constfuction m thorling. as-buills and programming the new s stein. 1 c op i on tion fo, f CPS as-buill is not recommended. VILLAGE OF OAK OR(,X)K Minutes 7 0ris Fdmwy 23.19" COOLF CoMIT, IRRIGATION - DESIM AND CON11STRUCTION, SKRVICES A, 1; ........ ...... tat Y'a In order to maintain the advantages of a sin ,le support company. and to keep the Village's internal sup in staff at a minir um. it is staff's recommcndation that the Village continue the existing affanBement with 11cmamation for the supixirt or the Viling 's, financial , ► we. ,p I soft% sysicm hard%vArc and sof ware. the invoices from Pentaination list the current equipment wW software being maintained. The annual maintenance cost for the Village's coo municationsequipment. system software and hardwire is $12.444, '11w annual cost to provide suprKitt ror the Village's financial application *41%v arc is $6.051-71. As the Village begins using the final two applicallons later this Spring (uti'llitv, Willing and ticket nianager). the Village will begin paying I'(Wr supixin of" diow items of fluff 1,0`111C. kfoficm by Trustee C alleel. wonded by 1"mice Hafteckil.. to wehv compaillive bidding to arm himin asingle wndor, (or mintenanm of the Village"s computer systems and 1.9cmic a Pura haw Ofdor to Pent aftuitiom Bethlehem Penwisylvanin, in the total mmot of VILLAOL OF OAK DR(,X,)K Minutes 8 of I$ 11,�ebnwy 23. 19" Jr - - - - - - - - - - - - - - Af*k Z"t SAIR Irr I I I I I I � ill ill ill ill ill ill ill ill ill ill 044 Jay Carow., Can)w ArOittexts. Plannem, LLC, was in attendance at the meeting. O Tabled at the Regular meetings of January 26 an * d F c bruary 9, 1999 to allow time for staff to further negotiate the prolvsed contract. The most recent construction estimate for the 24,000 square fm building is 53,902,556 (building construction of $3.513,656 and site construction of 5388.900). The estimated fumishings Owst is $433.133. cc The total " reviewed at the January '26,19" Village Board meeting was in the amount of $422.61 " ). Ilic breakdown of the current totai fee of $381.386 includes the architectural fee of $208,413 to Carow Architects, Planners. LLC for architectural servicc-s, a fee of $108,03 for engineering and other design servicos, to tv'completcd primarVy by outside consultants Warow ,carves as a pass - through for dwsr fees). and a fee of $64.970 to Carow for scrOces related to litorary furnishings. Curow9s basic architectural fee of $208,413 mprcnwnts 5.3% of dw estimated building and site construction costs ($3.9041.356), OroW fees (cxcludinj; furnishings) in the amount or 5316.416 fcp- le WITI11 & i % or building and site construction costs. Cwow's ke of $64.970 ror library 0 1 , rurnlishinps Is 130% of" the estinvaled cost for such 'items (54 1.1, 113), 44 VILI,AOI,,, O PO vs AK BROOK Mimiles 9 or I "Ovisaty 23, 19" I-IOURY PROJECT, FINAL ORSIPIGN AM CONMMT104 SERVICES r- ,, *VT rV Ve Motion by rru-stcc Calevi. seconded by Trustee Shuniatc, to award a contract to Carow Architcets, Planners. I.L.C. Chicago. in the not-to- exceed ainount of $381.386 (plus rciniburv., ibics) for final design and construction services for the Library project. 1101.1. CALL VOTE Ayes: 4 - Trustees Bartecki. Caleel. Shumaic 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 Pctz. addressed the Village BoaW and publicly commended them for seeing this project through to its fruition. STA-rm -rwo .- v i 'HAIJS'[ Did packages were picked up by rive (5) companies. Four (4) scaled bids were received on December "11. 1998. The apparm low bidder. Infra.-Red Uleating. did not meet the Village's experietwe requirements or have positive references as required. Sufficient funds are available in the Municipal Building Improvements Program (10- 42 1 ) to cover this project. Motion by Trustee Caleel, seconded by "Frustee Shumate. to awvW a contract. stob"co to staff review. to Hastings- Air-Energy Control Milwaukee. Wisconsin. the lowem rosixinslive bidder,, at a lunip sun) bid ol'S34.630 ror a Vehicle Exhaust Capture System for l"Ift" Statioll "[wo. ROLL CALL WHI,-. Ayes. 4 - 'Frustees Bartecki. Calcel. Shumate and President Bushy, Nay.i: 0 - None. VILLAOF, OF OA BR(,X)K Minutes loof 13 F'ehnwy 23. 1999 19 Ahsesic, 3 "I"nalocs Kenny, Melnewy, and Sinvitu), Motion carried, AUR(WA, OF AUM-%,,;'mub1,,r FOR FJNALNLJAL.�) D 4M E R V I C 14 - IN i, 0 Mffli M'14EAL.�,-OF IJUN12 I z��JJNAN '- A %ANJ . Discussc,d at the Committee-of-the-Wholc meeting or February 8 1999 and pursuant to authorization given at the Regular mccling of . February 9, 1999, staff has negotiated an agreement for finamial advisory services and secured proposals, from bond counsel in connection with issuance of alternate revenue source gencral obligation bonds to finance a portion of the Villuge*s capital improvement program, Financial Advisory Services Agreement - The fee for a S5,000,000 issue would be $15,500. The fee is based on a flat fee of $4,500 plus $42.75 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 Confinning 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 projcc. is abandoned at or before the expiration of the backdoor referendum petition period. them 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 %-)Id. Tentative Financing Timetable - Ron Norene has prepared a timetable which would result in a bond sale on Tuesday. April 27. 1999 with receipt of pr(weeds on Tuesday. May 18, 1999. This is the most aggressive timeline that could be pursued. Motion by 'Trustee Barteckii, seconded by Trustee Caleel. to uplvint t R.V. Norene & Associates. Inc. as Financial Advisor to the Village and author' 41 1 11.0 execution of the agreement I' r financial advisor., services. Trustee Shurnate stated fie would not vote on the propowd rnoti ions, He asked it the Village. Board wished to table the 'Items until a Aill 9 of the Village Board was in attendance,. Trustee Shumate VILLAU OF OAK BROOK Minutes 11 of s Feb, nary 23., 19" 17 IF, AGRIEWNT FOR FINANCIAL ADVISM SERVICKS APPO 1, MF%T 01r WW) - COUNSLI. rINANCIWO Of CAPITAL MT PROGR&M 9 9. Trustee Shumate stated his opposition as a municipality obiwifti ng, bonds must levy a property tax to ensure bond 1xiymcat. Even of ft tax was abatcd, it would still be there. It wouldn't be paid for by residents,, but them is no guarantee that, future trusices. would abate it. 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 f could be placed in escrow to offict, a possibility of a levy.'- Village Attorney Martens indicated that this could 6c addressed by mind Counsel. Village Manager Veitch stated the question is whether through that step. the Village would not need to rile a levy nor have to abate it. 'I rustee Bartccki suggested investigating the feasibility of a bond repayment and the interest cost being set aside each year. III 11''IrAl RP DEPAXII, SLU-&L-'W&fLS-. No Business. [Y , R0114'"Mo IM41- 'RlMM#MWRMz I x . , All. 9 W4 AW me parts of the Subdivision am in the flood plain. and Village Engineer Durfey reviewed the flood plain map showing thm motions in the nom ast. west and south area,.;, 'I"he it In the amia vaq, from sixteen (16"') to twenty-two (22*) feet. edge to edge, 1"bete will VILLAGE OF OAK OR(X,)K Minutes 1 20(15 PeNvary 23. 1 9" VOB -1 "SU - YORKSHIRE WWDS SUBDIVISION' - 1999 PAVINT" AND WATER MATIN PRWIWT a touring construction, an effort will be made to prewmc as many uuv as possible; and final engineering, approval. `here has n no public testimony in oppositions 11ww rte that raised the questions regarding, to of Irevs, and drainage ditch design., spexiGeally stated that they did not want the pr+oV t deli but hoped that their concerns could be addrcwd to some extent. Motion by Trustee Caleel.seconded by Trustcc Haw., ..todimathe Village Attorney to draft the necessary ordiluu, v subject to ave following conditions recommended by the Flan Commission vW Zoning Board of Appeals for final action at the Regular mectsing of Much 9.1999: During construction, an effort will he made to pmservc as many, trecs as possible: and final engineering, approval. V010 VOTE: Motion carried. e INK A y,. Sp The Oak Hrocrk Park District has withdra%%ir their support of the U;'Ihnic Fest and removed the anticipated $5.000 contribution to the Village rrom their budget. `I'his changed the results cau%in o %w ,e to the budgeted Village contri T The (Mobc6cst Party will remain much the sanic. 'I he Autumn Feg event will ficatturt,,4 fine ans, craft, more children's activities. more. children 's entertainment and a mini-horse-show. It will Y,011 include cultural displays and interesting Wd selections with Anvoican favorites. 'These plans will diminish the necessity. of #;uch elaborate vending and powcr set ups and eliminate the need for a large program book. The entire committee from 1998 has voltuntecred for the 1999 event. Motion by Trustee Calcel, seconded by Trustee Bartecki. to concur with the recommendation to change the name fh)m Oak Brook Ethnic Fest to the Oak Brook Autumn lest and dirext 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 re lution will include the change. Bath and Tennis Club Manxiger so Sartorc commented the Committee would be open to changing the name of the Autumn Fest if the Board so wishes. C. SURRE.Y J2&.VL-' VACATION-,- MARC! =1 9. 1999 PUD= SWJRRE.Y Dun VACATION See Agenda Item 7.[x.1. Village President Bushy announced that the necessary, Public hearing (,a vacation of Surrcy Drive is selictluled 1*0r 7.15 p.m. on M 9. 1 (N9. Staff is working toward recommending, approval of the otdinaiice vacating Surrey Drive for the March 9. 19" Achkv Agen& 10, aA 1kirl None. SSS VILLMAJ OF OAK 1IR(M Mi"utes 14 or 1 2"1.." 19" N9022390 I VILLAGE OFOAK BR(X)lK Minut" Is of Is pdmwy 2111,19"