Minutes - 02/24/1998 - Board of Trustees (2)VILLAGE OF OAK BROOD Minutes FE13, , ,I Q0 14
UNOFFICIAL. UNTIL APPROVED AS WRITTEN ✓
OR AS AMENDED BY VILLAGE BOARD ON
I. MEETING CALL: MEETING CALL
Village Clerk Gonnella asked for a motion from the floor to appoint Trustee
Shumate as Temporary Chairman in the absence of President Bushy.
Motion by Trustee McInerney, seconded by Trustee Caleel, to appoint Trustee
Shumate as Temporary Chairman for the Regular Board of Trustees meeting in
the absence of President Bushy. VOICE VOTE: Motion carried.
The Regular Meeting of the Board of Trustees was called to order by
Temporary Chairman Shumate in the Samuel E. Dean Board Room of the
Village Commons at 7:32 p.m. Pledge of Allegiance was given.
2. ROL L. CALL: ROLL CALL
The Clerk called the roll with the following persons
PRESENT: Trustees Caleel, McInerney, Savino and Shumate.
Trustee Kenny arrived at 7:48 p.m.
ABSENT: President Bushy and Trustee Bartecki.
IN ATTENDANCE: Stephen B. Veitch. Village Manager; Bruce F. Kapff,
Director of Information Services & Purchasing; Richard A. Martens, Village
Attorney; Ruth A. Martin, Library Director; Allen W. Pisarek, Chief of Police;
and Bonnie Sartore, Bath and Tennis Club Manager.
3. ANNOUNCE- ENTS & OPEN FOR M: No one appeared. ANNOUNCEMENTS
AND OPEN FORUM
4. APPROVAL OF MINI,J: MINUTES
Motion by Trustee McInerney, seconded by Trustee Savino, to approve the
minutes of the Regular Meeting of January 27, 1998 as presented and waive
the full reading thereof. VOICE VOTE: Motion carried.
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Motion by "Trustee McInerney, seconded by Trustee Savino, to approve the
Omnibus Agenda. ROLL, CALL VOTE:
Ayer: 4 - Trustees Caleel, McInerney, Savino and Shumate.
Nays: 0 - None.
Absent: 2 - Trustees Bartecki and Kenny. Motion carried.
VILLAGE OF OAK BROOK Minutes 1 of 12 February 10, 1998
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APPROVAL OF:
APPRQVAl MLU. Approved Omnibus Vote. BILLS -
$164,211.45
&P PROVAL, 0EE_ OLL-2 Y OD END-MG
Al') A 1 998: PAYROLL -
Approved Omnibus Vote. $299,923.85(gros
ORDERS: None.
PAYOUTS -
PAYOUTS:
I - JAMES Jj3fx U.- & ASSMAIES. INC. - IT #8 - 22N12 22N1 STREET/
- AYQL
T/yORK R -CONSIRUCTION SERVI LES - YORK ROAD
$1 3,21LA: Approved Omnibus Vote. CONSTRUCTION
JAMES-1 I ENES & ASSMATES, INC. - E #16 - log 1997 PAVING
PAVING-PROJECT - jrlIQN-SERVMl"- 235.10: PROJECT
Approved Omnibus Vote.
J. ASS .-PAYOUT#
PAVING EROJECT - D 4-199S
Approved Omnibus Vote. ICES - $24.259-72:
L LAND SC TXT-MXT A Approved
Omnibus Vote.
2. TREE P' LNG & REM SERVICES: Approved
Omnibus Vote.
3. GQLF CQjjg - COMMQD Tf S OK QTQT.
Approved Omnibus Vote. EUA
FYN
VILLAGE JIST QF EXEWT.DEVE D MENISL_ DU PAGE
COUNIMWIDE • SIQRMWA
ORD ANCE: Approved Omnibus Vote.
H. Y-Af-ABON • WATER MAIN EASEMENT - TR ITY LA
UNIT 111 - LOTS 130-1.36: Approved Omnibus Vote. Kql-
6. ITE REMOVED FROM MNI 0 I L S AQ ND-A. None.
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VILLAGE OF �AK BROOK Minutes 2 of 12 February 10,. 1998
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1998 PAVING
PROJECT
LANDSCAPE
MAINTENANCE
TREE PRUNING &
REMOVAL
GOLF COURSE
COPNODITIES
DU PAGE COUNTY-
WIDE STORMWATER
& FLOOD PLAIN
ORD.-VILLAGE LIST
OF EXEMPT DEVELOP.
MENTS
VACATION OF WATER
MAIN EASEMENT-
TRINITY LAKES
UNIT HI
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Chairman Shumate requested that Active Agenda Item B., "Ordinances and
Resolutions ", be discussed for final action first:
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Discussed and direction given at the Regular meeting of January 27,
1998. The resolution creates an ad hoc committee for the 1998
Ethnic Fest with the powers and duties language unchanged from the
resolution that established the 1997 committee.
Motion by Trustee McInerney, seconded by Trustee Caleel, to pass
Resolution 98- BD -EFC -R -703, "A Resolution Establishing An Ad
Hoc Committee For The Purpose Of Planning And Coordinating The
1998 Oak Brook International Ethnic Fest ", as presented and waive
the full reading thereof. ROLL CALL VOTE:
Ayes: 4 - Trustees Caleel, McInerney, Savino and Shumate.
Nays: 0 - None.
Absent: 2 - Trustees Bartecki and Kenny. Motion carried.
Motion by Trustee Caleel, seconded by Trustee McInerney, to concur
with the recommendation and appoint the following to the 1998
Ethnic Fest Committee, with their terms expiring December 31, 1998:
1. Al Savino - Village of Oak Brook (Trustee)
2. Joan Philip - Oak Brook Civic Association
3. Sherry Mazda - Butler School PTA
4. Nuha Dabbouseh - Brook Forest School PTA
5. Marci Hanzlik - Oak Brook Women's Club
6. Doreen Barrett - Resident - Residing in Downers Grove School
Districts #58 & #99
7. Ralph Maxson - Resident - Residing in Elmhurst Unit School
District #205
8. Nelly Naguib - Resident - Residing in Salt Creek School
District #48 and Willowbrook High School District #88
9. Susan Santefort - At Large Member
10. John Craig -tit Large Member
11. Barbara Nasharr - At Large Member
VILLAGE OF OAK BROOK Minutes
3 of 12 February 10, 1998
1998
APPOINTMENTS:
1998 ETHNIC FEST
COMMITTEE
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12. Denise Tennison - At Large Member
13. Adam Butler - At Large Member
14. Carolyn Link - At Large Member
15. Michelle Butler - At Large Member
VOICE VOTE: Motion carried.
1. WAT & M IERS;
The Oak Brook Public Works Department is in the midst of a multi-
year program for the replacement of water meters (first year was in
1996). The current residential and commercial meters are gradually
being replaced (a mix of 500 meters per year in 1996 and 1997,
increasing to 1,000 in 1998) in order to improve the accuracy of older
meters, to switch to a meter head and outside sensing device (Touch -
Pad) which will permit a more accurate means of collecting the meter
reading data, and to eliminate the outside reading mechanism which
often does not match the actual usage as indicated on the inside meter
(resulting in unbillable water). The water meters used in the Village
are manufactured by the Sensus Corporation. U.S. Filter/WaterPro
has the exclusive franchise in Illinois.
Current plans are to place one or more large orders, for a mixture of
various meter sizes, in order to qualify for the greater than 500
quantity price break. Since the Village is are replacing meters with
Village forces, the total quantity ordered for 1998 will be dependent
on available time to complete the change -outs.
Funds in the amount of $160,000 are contained in the Water
Operations Program (51 -351) to cover this purchase.
Motion by Trustee Savino, seconded by Trustee Caleel, to waive
bidding due to sole source and authorize the issuance Of purchase
orders to U.S. Filter /WaterPro, Inc., Carol Stream, for water meters
and accessories, based on negotiated unit prices, as stated in quotes
from U.S. Filter /Water Pro attached to Purchasing Director Kapffs
memo dated February 6. 1998, for an estimated not -to- exceed amount
of $160.000 for the 1998 year. ROLL CALL VOTE:
Ayes: 4 - Trustees Caleel, McInerney, Savino and Shumate.
Nays: 0 - None.
Absent: 2 - Trustees Bartecki and Kenny. Motion carried.
VILLAGE OF OAK BROOK Minutes 4 of 12 February 10, 1998
WATER METERS
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Village Manager Veitch noted this request covers the Village's annual
purchase authority for PC's, including new machines where none
existed before (11) and replacements for older units (17). The new
locations include four (4) at the Library, one (1) in the Police
Department, and six (6) units to be used for in -house computer and
departmental training activities. The replacement units include six
(6) in General Management, three (3) in Police, two (2) in
Information Services, two (2) in Fire /Community Development, two
(2) in Engineering, one (1) in the Library and one (1) in Public
Works. Twenty -two (22) units will be mini -tower desktops and six
(6) units will be laptops.
Staff plans to spread the purchase of these units over several months,
since there is limited storage space available. In addition, it will take
an extended period of time for the tech staff to install the new
systems, replace older units, and shift the replaced units either to
other locations or for surplus disposition.
Since the purchase will be spread out, Purchasing Director Kapff is
requesting purchase authority up to the budgeted amount of $67,000.
This number was arrived at based on the Village's target prices for
each type of unit. To permit staff to extend the useful life of PC's
and laptops to five years (to keep up with ever - increasing software
requirements), the Village's target price for desktop units is $2,000,
$2,200 for some,multimedia units (Library and training purposes),
and $3,500 for laptops. When the actual purchase is made, the
Village will then get the best machines available, within the above -
noted price points.
Reasons for the request to waive bidding and purchase all PC's
through Gateway 2000 are as follows:
1. Standardizing on equipment from a single manufacturer makes
it much easier to provide maintenance of the PC's and support
for users. Manufacturers set -up their machines differently, and
the Village's limited maintenance staff can he much more
efficient in a single- product environment.
2. Although the phrase "IBM- compatible" has been used for years,
and applies to many products on the market, they are not all the
same. The components used are not always of the same quality.
Some contain proprietary parts which, when replacement is
needed, require the Village to purchase expensive parts from the
manufacturer, instead of quality generic items elsewhere. Parts
VILLAGE OF OAK BROOK Minutes 5 of 12 February 10, 1998
PERSONAL
COMPUTERS
storage is simplified when purchasing from a single
manufacturer.
3. The majority of the Village's newer PC's are Gateway 2000
twits. Most of the others are from Compaq (many of which are
being replaced this year). To purchase front Compaq would
prolong the need to maintain multiple systems. Purchasing
from a third mmlufaacturer would only magnify the problem of
maintaining multiple types of systems.
4. In order to verify that Gateway 2000 is giving the Village good
pricing, Purchasing Director Kapff obtained comparative
governmental pricing from both Compaq and Dell. Pricing
from Gateway is lowver for the items the Village needs. The
configurations offered by the other two companies also failed to
meet Village specification, by either requiring the Village to
purchase unwanted items or failing to meet the Village's
requirements.
PC's determined to be surplus following the above conversion
process will be so declared and either offered to area school districts,
other governmental entities, or advertised for sealed bid.
Motion by Trustee Caleel, seconded by Trustee Savino, to waive
competitive bidding in order to maintain uniformity of computer
hardware and because the purchase will be made direct from the
manufacturer, and issue purchase orders to Gateway 2000, North
Sioux City, South Dakota, for the purchase of up to 28 PC systems at
a total cost not to exceed $67,000. ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel. Kenny, McInerney, Savino and
Shumate.
Nays: 0 - None.
Absent: 1 - Trustee Eartecki. Motion carried.
D. WAIVE �j�,'IING - DI PA rF LIBRARY A R V Cyc S
J�) � LIBRARY BOOKS &
COOPE,RAL.,; E P - 13RABY Ba
OKS & AQQIQ AUDIO VISUAL
VIS1 AL-M faECTIO ATERiALS: COLLECTION
MATERIALS -
Pursuant to the provisions of Section 2 -182 of our Village Code, the COOPERATIVE
Village is permitted to join with other governmental units in order to PURCHASING
benefit from` cooperative purchasing arrangements. In 1998, the
Library has budgeted $87,000 for the purchase of books and audio
visual collection materials.
Although the Village has the option to bid the purchase of books, the
Village does not have the combined purchasing power of the DLS
libraries, and as such the Village would not receive as good a
VILLAGE OF OAK BROOK Minutes 6 of 12 February 10, 1998
9-1
discounted price. The brokers are unwilling to submit a bid to the
Village, since they could aW offer a ile�ter deal than what they
already provide to DLS. Due to the 'Village's membership in DLS,
the Village is able to take advantage of these discounted prices. A
library which was not a member of a larger group, such as DLS, ha:
to pay more for the purchase of these items.
The Village's Library Director also needs the flexibility to purchase
from any of the three book jobbers for the following reasons:
1. Not all titles are available from any one jobber.
2. The discounts differ from one jobber to another based on the
type of binding and sometimes the type of book.
3. Depending on a jobber's prepublication estimate of a title's
bestseller likelihood, one jobber may be out of stock more
quickly than another. Therefore, the Village needs the
flexibility to order from the jobber able to give the fastest
delivery.
4. The level of service. payment of shipping, electronic ordering
options, and other items which affect the decision to choose one
jobber over another, change throughout the year.
Motion by Trustee Caleel. seconded by Trustee Kenny, to waive
bidding, and authorize Staff to issue Purchase Orders for the purchase
of books and non -print media, taking advantage of the cooperative
purchasing arrangement (discounts from list price), negotiated by
DLS with major book jobbers on a periodic basis. ROLL CALL
VOTE:
Ayes: 5 - Trustees Caleel, Kenny, McInerney, Savino and
Shumate.
Nays: 0 - None.
Absent: l - Trustee Bartecki. Motion carried.
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Village Manager Veitch note Arbitrator Sinclair Kossoff has issued
his final opinion and award in the interest arbitration proceeding that
will result in a new Agreement covering the years 1996, 1997 and
1998.
In addition to the five issues involved in the interim award (Issue 1:
SA=L Schedule Structure -final offer of the Village adopted . ,sue 2:
SaladQ,-final offer of the Village adopted, Issue 3: Re oac ivit_ W__naf
541ario -final offer of the Union adopted, Issue 4: Perfoi3m=g
VILLAGE OF OAK BROOK Minutes 7 of 12 February 10, 1998
PARTIAL ACCEPT-
ANCE OF FINAL
OPINION & AWARD
POLICE INTEREST
ARBITRATION
,`77 77777 777,77 7,7777"
Adft& 7
Std -final offer of the Village adopt(,d, and Issue 5: `:' -
final offer of the Union adopted (with modification)) the final award
includes the arbitrator's decision on the sixth disputed issue,
Discipline, and incorporates the pre and post - hearing tentative
agreements of the parties on several other issues. All other provisions
of the new Agreement will be unchanged from the prior collective
bargaining agreement.
On the discipline issue, the Village argued that the arbitrator was
without jurisdiction since the issue was not unresolved at the time the
parties initially submitted the case to interest arbitration and that, in
any case, he had no authority to rule on this issue in that the
disciplinary procedure set forth in State law is mandatorily applicable
to a non -home rule unit. On the merits, it was the Village's position
that disciplinary matters should remain subject to the jurisdiction of
the Board of Fire and Police Commissioners and not be subject to the
grievance and arbitration procedure, as agreed in the original
negotiations. After concluding that he had jurisdiction and authority
to rule on the issue, Arbitrator Kossoff awarded the Union's final
offer with slight modification.
Approval of staffs recommendation will accomplish ratification by
the Village of the entire agreement, other than the arbitrator's award
on the discipline issue. Rejection of the award on the discipline issue
will remand that issue back to the arbitrator for further proceedings.
Since further proceedings would seem to serve little purpose, the
Village would expect to proceed directly to a filing in circuit court
seeking to set aside the award.
Motion by Trustee Caleel, seconded by Trustee Kenny, to accept the
Opinion and Award of Arbitrator Sinclair Kossoff in the Interest
Arbitration between the Village of Oak Bro3k and Teamsters Local
Union No. 714 (Police Department Bargaining Unit) in its entirety,
with the exception of the award on Issue 6 - Discipline; and reject the
Opinion and Award on Issue 6 - Discipline. ROLL CALL VOTE:
Ayes: 5 - Trustees Caleel, Kenn, . McInerney, Savino and
Shumate.
Nays: 0 - None.
Absent: l - Trustee Ba: tecki. Motion carried.
8. D EPARTM ,NIAL REPQRTS --LIAISON ASSIGNMENTS: DEPARTMENTAL
REPORTS
eerirxe: Tnistee Bartecki - Chairman Shumate reported that the 22nd
Street/York Road Project has been shut down for the winter. Trustee Savino
VILLAGE OF OAK BROOK Minutes 8 of 12 February 10, 1998
inquired when work will resume, and Village Manager Veitch indicated April
1 st or sooner.
Bids were opened for the MFT portion of the 1998 Paving Project (the Saddle
Brook Subdivision), and the Purchasing Department is working with the
contractor to obtain a contract. Design of the Infrastructure Fund portion of
this project is finished and bids will be opened on February 25, 1998.
Engineering review has begun regarding the proposed Forest Gate Subdivision.
The developer is asking for many variations and waivers of Village standards.
Finance and H to c.o nmittee: Trustee McInerney - With the computer
conversion, the Village is currently "live" on the payroll, accounts payable,
cash receipts and general ledger applications.
Chairman Shumate announced that the Village has received notification from
the Government Finance Officers Association (GFOA) that its 1996 Audit
report once again received the Certificate for Excellence in Financial Reporting
Award. Trustee McInerney noted that this marks the 20th year that Oak Brook
has received this recognition, and the 1998 Budget has been submitted to the
GFOA for consideration for the companion program for budgeting, the
"Distinguished Budget Award" program.
Eim: Trustee Denny - The Fire Department responded to 155 emergency fire
and rescue calls during the Month of January of which 79 were fire related
calls and 76 were ambulance calls. Mutual aid was given to other communities
for 2 fire calls and 4 ambulance calls. Mutual aid was received from other
communities for 4 fire calls and 3' ambulance calls.
On January 9th. a small trash can fire on York Road was extinguished with
minimal damage to the home.
On January 15th. Oak Brook, assisted by Elmhurst, responded to 2000 York
Road and extinguished a RTU motor which was burning. Damage was limited
to the motor itself.
Sixteen people were assessed and treated in a restaurant incident. Six people
were transported to local hospitals. Mutual aid ambulances were provided by
Oakbrook Terrace, Villa Park, Elmhurst, Hinsdale and Westchester. The cause
of the incident is still under investigation. `
The Fire Department is available, upon request, for fire safety, disaster
preparedness, and injury prevention presentations or classes by phoning (630)
990 -'390 and requesting a guest speaker.
Several fire personnel attended various training sessions.
Libra u: Trustee Caleel - The Oak Brook Public Library Foundation
organizers have approved bylaws. Village Attorney Martens is preparing the
Articles of Incorporation for filing with the Secretary of State's office.
It's tax time, and the Library has the most commonly requested State and
Federal individual tax forms available.
VILLAGE OF OAK BROOK Minutes 9 of 12 February 10, 1998
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The Friends of Oak Brook Library are preparing for the 'Third Annual Used
Book Sale. Donations of gently -used books, videos and audios are being
accepted at the Libran, and anyone wishing to help with the sale or with
questions about donations should call the Library at (630) 990 -2222.
Police: Trustee Shumate - un Tuesday, February 24, 1998 at 7:00 p.m. the
D.A.R.E. Graduation .%ill commence. This is an annual affair for the Brook
Forest 5th Grade, and this year 50 students will be participating in the
graduation ceremony. The children % %ill present their essays and posters along
with performing a drug -free skit.
Officer John Jacobs has completed his probationary period and on Wednesday,
January 21, 1998 was officially s %vem in as a full -time police officer.
Public Works : Trustee Savino - As of February 5th, we have experienced 15
snow and ice events compared to 22 events during the 96/97 season. Salt
usage is at 970 tons compared to 1,277 tons for 96/97. Overtime stands at 592
hours compared to 1,009 for 96/97. No events have been experienced since
January 22nd. This reprieve has given Street division personnel an opportunity
to restripe the garage floor equipment bays, install some additional lighting
above the mechanic hoist bays, and perform needed roadway barricade repairs.
Since the first of the year, 7 water main breaks have been repaired compared to
16 for the same time period last year. The relatively mild winter is a major
contributing factor for the louver number. Typically, we will experience
between 55 -65 breaks over the course of the year with the ma -ority occurring
during the winter months.
The Village received Cable franchise fees for the third and fo ,irth quarters of
1997 in the amounts of $2,785.64 and $2,929.71.
Village l.erk: Clerk Gonnella - The Village Clerk's office w.11 conduct in-
person absentee voting for Village residents who reside in the corporate
boundaries of Oak Brook beginning Monday, February 23,"998 from 8:30
a.m. to 4:30 p.m. Monday through Friday, and on Saturda, s from 9:00 a.m. to
12:00 p.m.. On Saturday, March 14. 1998 at 12:00 p.m.. :n- person absentee
voting will close. Voter registration will resume Thur, day, March 19, 1998.
Village President: President Bushy - Information Services: Village Manager
Veitch reported that the financial computer conversion is essentially complete.
The Village is up apd running with Smyth Systems for the Sports Core
operation; Fire Department server and Firehouse software is being be installed.
The Year 2000 issue is under study.
Purchasing: Current projects include Golf clubhouse architect RFQ, Golf
commodities, Police uniforms and equipment, 1998 paving, Route 83
watermain extension, surplus property, 1998 bid schedule, pavement
rejuvenation. implementation of Pentaynation purchasing software, Police
VILLAGE OF OAK BROOK Minutes 10 of 12 February 10, 1998
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squad cars, Public Works vehicle, Fire Station #I architect contract, 31 st Street
booster Station architect contract, ti'd Sports Core irrigation study contract.
Bath and Tennis: The membership drive for 1998 is underway with the
mailing of the brochures ovcurring this week. In connection with the mailing,
advertisements will be placed in local newspapers as well as more widely
distributed papers. Copies of the ads will be furnished to the Board via future
managers memos in an effort to keep everyone informed.
Trustee Kenny inquired if the mailing is sent to all residents. Bath and Tennis
Manager Sartore responded that all residents and non- residents who were
members last year will receive the 1998 brochure. Names are removed
annually if they do not renew. The names could irmain in the data base even if
they do renew their membership, so membership brochures may be sent to
them.
Two "tastings" wrill be hosted, Sunday, March 8th and Sunday, May 3rd, for
clients who have booked large parties or weddings in 1998. Chairman
Shumate requested area funeral directors be invited to a tasting. Bath and
Tennis Club Manager Sartore commented that Chef Bryan has periodically
prepared post funeral arrangements in homes. She would be nappy to host a
third tasting for their inclusion and will also invite Oak Brook Area
Association of Commerce and Industry members.
Golf: Chairman Shumate noted the following dates for golf cuurse actil ities--
March 2 -all residents should have received an information packet; March I I -
begin accepting memberships; March 27- permanent Tee Time applications are
due; April I - permanent Tee Time drawing; April 11- tournament program
begins; April 21 -group lessons begin; and April 25- permenent Tee Times
begin.
9. UNFINISHED AND NEW BUSINES5 (Final Action Not Anticipated): Nit
Chairman Shumate announced the Special Committee -of- the -Whole meeting is
scheduled for Monday, February 23, 1998 to discuss the Village's
compensation program for non -union employees for 1998.
ADJOURNMENT
Motion by Trustee Savino, seconded by Trustee Caleel, to adjourn the meeting
at 8:37 p.m. `, OICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes 11 of 12 February 10, 1998
ATTEST:
Linda nnella, CMC
Village Clerk
bot21098
VILLAGE OF OAK BROOK Minutes 12 of 12 February 10, 1998