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Minutes - 02/24/2004 - Board of Trustees2 3 4. MINUTES OF THE FEBRUARY 24, 2004 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON MARCH 9, 2004. CALL TO ORDER: The Regular Meeting of the Village Board of Trustees was called to order by President Quinlan in the Samuel E. Dean Board Room of the Butler Government Center at 7:32 p.m. The Pledge of Allegiance was given. ROLL CALL: Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, George T. Caleel, John W. Craig, Elaine Miologos and Asif Yusuf. ABSENT: Trustee Susan Chase Korin. IN ATTENDANCE: Richard B. Boehm, Village Manager; Darrell J. Langlois, Finance Director; Kenneth T. Kubiesa, Village Attorney; Jeffrey P. Moline, Assistant Village Manager; Sue Madorin, Acting Library Director; Nelson Patras, Acting Bath & Tennis Club Manager and Allen W. Pisarek, Police Chief. RESIDENT /VISITOR COMMENT President Quinlan asked that our residents please vote on the March 16th, 2004 Primary Election. Residents may contact Village Clerk Gonnella if they wish to vote absentee in her office. APPROVAL OF MINUTES: REGULAR BOARD OF TRUSTEES MEETING OF FEBRUARY 10, 2004 Motion by Trustee Atkipis, seconded by Trustee Caleel, to approve the minutes of the February 10, 2004 Regular Board of Trustees meeting. VOICE VOTE: Motion carried. JOINT MEETING OF THE VILLAGE OF OAK BROOK BOARD OF TRUSTEES AND THE OAK BROOK PARK DISTRICT BOARD OF COMMISSIONERS MEETING OF FEBRUARY 11, 2004 Motion by Trustee Caleel, seconded by Trustee Yusuf, to approve the minutes of the February 11, 2004 Joint Meeting of the Village of Oak Brook Board of Trustees and the Oak Brook Park District Board of Commissioners. VOICE VOTE: Motion carried. VILLAGE OF OAK BROOK Minutes Page 1 of 7 February 24, 2004 5. CONSENT AGENDA: All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. Motion by Trustee Caleel, seconded by Trustee Yusuf, to approve the Consent Agenda and authorize expenditures as presented. ROLL CALL VOTE: Ayes: 5 - Trustees Aktipis, Caleel, Craig, Miologos and Yusuf. Nays: 0 - None. Absent: 1 - Trustee Korin. Motion carried. A. ACCOUNTS PAYABLE FOR PERIOD ENDING FEBRUARY 20, 2004 - $409,714.41 Significant items included in above: 1) DuPage Water Commission - $169,028.63 B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING FEBRUARY 14, 2004 - $516,478.82 C. COMMUNITY DEVELOPMENT REFERRALS 1) TUSCANY OF OAK BROOK SPECIAL USE FOR OUTDOOR DINING — 1415 W 22ND STREET 2) 700 800 COMMERCE DRIVE — VARIATION TO SECTION 14 -6 -3.J D. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE CONTRACTS: 1) GOLF MAINTENANCE EQUIPMENT E. U. S. CONFERENCE OF MAYORS 2004 MEMBERSHIP F. ORDINANCE 2004 -PP -S -1063. "AN ORDINANCE AUTHORIZING THE SALE OF CERTAIN PERSONAL PROPERTY OWNED BY THE VILLAGE OF OAK BROOK" 6. ITEMS REMOVED FROM CONSENT AGENDA - None. 7. BOARD & COMMISSION RECOMMENDATIONS - None. 8. UNFINISHED BUSINESS: VILLAGE OF OAK BROOK Minutes Page 2 of 7 February 24, 2004 8. A. CONFIRMATION OF APPOINTMENTS - None. B. ORDINANCES & RESOLUTIONS - None. C. AWARD OF CONTRACTS - None. D. BATH & TENNIS CLUB MEMBERSHIP RATES The proposed 2004 Bath and Tennis Club rates are dramatically different from those approved for the 2003 season. The new rate structure eliminates a number of categories of memberships, reduced rates and offers more access to the facilities; all to encourage increased participation. The philosophy is to add enough value to the Village's offerings that people, especially residents, will want to join the Bath and Tennis for the upcoming season. The 2004 season will be used to determine if the strategy of offering more for less appeals to our residents, the corporate residents and residents from the surrounding areas. It will also determine if ancillary benefits can be realized, e.g. increased purchases of food and beverage. President Quinlan explained that one of the major items facing the Village Board is how to proceed with the Oak Brook Bath & Tennis Club membership fee structure for 2004 and the management of that complex. The Board designated Trustee Miologos with President Quinlan and staff in developing the proposed rate structure. He acknowledged Trustee Miologos for all of her efforts in this area and for showing exactly what this Board wants to accomplish. This Board has taken their ability and action to make a difference in our community and her efforts are a significant example of how this Board works as a team. President Quinlan then gave a presentation to the Village Board of the proposed Oak Brook Bath & Tennis Club membership fees for the 2004 season. The fees include a resident family membership of $600.00 to encourage greater use at this facility. Grandchildren are included in the family membership as well as three passes for the Friday Night Family Buffet. A $100 discount is included in early payment of the fee. An individual membership fee is $400 with a $100 discount for early registration. A significant change is that every resident is considered a social member of the Bath & Tennis Club without a fee. When you register as a social member, you will receive a charge card that allows a person to charge expenses at this facility to encourage residents to use the Club on a more frequent basis. Non - resident rates include $1,200 for a family membership with three passes to the Friday Night Family Buffet. Individual non - resident membership will be $1,000 and a social non - resident membership will be $75. VILLAGE OF OAK BROOK Minutes Page 3 of 7 February 24, 2004 One of the objectives is to have our corporate residents more involved with the Bath & Tennis Club. The rate for a corporate resident for a family membership is $1,000. Individual membership fee is $800 and a social membership fee is $75. If a person is only interested in our tennis facility, a limited resident membership fee for court time is $100 and a non - resident will be $150. A 10 pass card is being offered at $180 for resident membership and a non - resident membership is $260 for those individuals who feel they will use the facility less than a full membership. There is a significant reduction in the fee structure for the 2004 season so that more residents will use the facility. Their membership goals are for 300 Oak Brook families, 60 non - resident memberships and a minimum of 10 corporate memberships. Trustee Aktipis commented of the Bath & Tennis Club moving in the right direction of lowering its fee structure and various memberships are a very positive way to encourage this facility to be what it should be for our residents. Trustee Craig asked that the Board address the senior residents of Oak Brook as they paid for this facility many years ago in a bond issue and offer a slight discount for them to become members of this facility. Motion by Trustee Aktipis, seconded by Trustee Craig, to authorize the Village Attorney to draft an ordinance amending Chapter 3 of Title 12 of the Oak Brook Village Code and to authorize staff to publish the rate schedule. Trustee Miologos stated that the introduction of the Friday Night Buffet for family's concept with dinner passes was instituted rather than segregating different categories for memberships. A tennis individual may join as a family and have unlimited tennis including dinner. She noted that resident tennis players have stated to her that the non- resident tennis fee of $150 is high and asked if the Board would consider reducing that fee as many of them play at the facility. President Quinlan commented that the fees proposed are a significant reduction and more than acceptable. Trustee Yusuf stated time is of the essence to market our facility and it is a great step. He indicated that historically seniors have been given a discount and asked if the motion could be amended to include a senior category at a later time. He asked if the discount could be for a senior individual and couple rather than a family membership. If a senior wants to bring their grandchildren, then they should have a family membership. Trustee Craig agreed with Trustee Yusuf's recommendation and requested this to be part of the motion before he would vote on the motion. Motion by Trustee Aktipis, seconded by Trustee Caleel, to amend the motion to include a senior rate, age 62 and older, of the early bird special of $500 for family membership and individual membership of $300 of all rights and guarantees associated with each membership under the original proposal and to authorize the Village Attorney to draft an VILLAGE OF OAK BROOK Minutes Page 4 of 7 February 24, 2004 8. D. ordinance amending Chapter 3 of Title 12 of the Oak Brook Village Code and to authorize staff to publish the rate schedule. ROLL CALL VOTE: Ayes: 5 - Trustees Aktipis, Caleel, Craig, Miologos and Yusuf. Nays: 0 - None. Absent: 1 - Trustee Korin. Motion carried. 9. NEW BUSINESS: A. CONFIRMATION OF APPOINTMENTS 1) OAK BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE The Oak Brook Hotel, Convention and Visitors Committee is made up of nine (9) members with terms that expire every February 28th. The General Manager position at the Wyndham Drake Hotel is currently vacant. Once filled, the new General Manager will be appointed to the Committee. President Quinlan recommended that the Village Board approve the following appointments to the Oak Brook Hotel, Convention & Visitors Committee, with their terms expiring February 28, 2005: 1. Reappointment of John Merrill, General Manager, Hyatt Regency Oak Brook 2. Reappointment of Tony Mira, General Manager, Renaissance Oak Brook Hotel 3. Reappointment of Ted Selogie, General Manager, Marriott Oak Brook 4. Reappointment of Julie Coker, General Manager, The Lodge at McDonald's Campus 5. Re- appointment of Heather Wehling, General Manager of the Residence Inn by Marriott -Oak Brook 6. Reappointment of Chuck Fleming, General Manager, Oakbrook Center 7. Reappointment of Ralph E. Maxson, Oak Brook Resident S. Reappointment of Laurie Adams, President & CEO of the Oak Brook Area Association of Commerce & Industry Motion by Trustee Caleel, seconded by Trustee Aktipis, to accept President Quinlan's recommendations and reappoint John Merrill, General Manager, Hyatt Regency Oak Brook; Tony Mira, General Manager, Renaissance Oak Brook Hotel; Ted Selogie, General Manager, Marriott Oak Brook; Julie Coker, General Manager, The Lodge at McDonald's Campus; Heather Wehling, General Manager of the Residence Inn by Marriott -Oak Brook; Chuck Fleming, General Manager, Oakbrook Center; Ralph E. Maxson, Oak Brook Resident; Laurie Adams, President & CEO of the Oak Brook Area Association of Commerce & Industry for terms to expire February 28th, 2005. VOICE VOTE: Motion carried. VILLAGE OF OAK BROOK Minutes Page 5 of 7 February 24, 2004 9. B. ORDINANCES & RESOLUTIONS - None. C. AWARD OF CONTRACTS 1) REPLACEMENT SQUADS — STATE OF ILLINOIS JOINT PURCHASING Pursuant to the provision of Section 1 -7 -10 of the Code of Ordinances and Compiled Statutes, the Village is permitted to join with other governmental units in order to benefit from cooperative purchasing arrangements. Delivery is expected approximately 90 days after receipt of order. The vehicles being replaced will be sold through the DuPage Mayors and Managers Conference vehicle auction. An ordinance to declare them as surplus property will be presented prior to the auction. Motion by Trustee Yusuf, seconded by Trustee Caleel, to waive further bidding since the State of Illinois already conducted the bid process and award a contract to Landmark Ford, Inc., Springfield, Illinois for four 2004 Ford Crown Victoria police vehicles and one 2004 Ford Expedition in the amount of $108,863.00. ROLL CALL VOTE: Ayes: 5 - Trustees Aktipis, Caleel, Craig, Miologos and Yusu£ Nays: 0 - None. Absent: 1 - Trustee Korin. Motion carried. 10. INFORMATION & UPDATES: A. VILLAGE PRESIDENT: President Quinlan reiterated to visit the Village Clerk for an absentee ballot for the March 16th Primary Election as it is important to vote to hear our residents voice by voting on the ballot. B. VILLAGE MANAGER: Manager Boehm indicated that the Village is interested in the public's opinion of the referendum on the March 16th Primary Election ballot. He also commented on behalf of the staff at the Sports Core, specifically the Bath & Tennis Club, how excited to be working on this project. They see real future in this proposal and have developed many ideas for promoting this facility and they believe through this price structure that more people will want to join the facility. Efforts will also be concentrated towards our corporate residents so they are aware of the facility, its amenities it provides to the public and sponsorship is not required. On behalf of the staff, he thanked the Village Board for their support. VILLAGE OF OAK BROOK Minutes Page 6 of 7 February 24, 2004 0 10. C. VILLAGE CLERK: Clerk Gonnella stated for absentee voting for our residents the hours are from 8:30 a.m. to 4:30 p.m. Monday through Friday and Saturday from 9:00 a.m. to 12:00 p.m. and it will conclude on Monday, March 15th at 12:00 p.m. 11. ADJOURN TO CLOSED SESSION To discuss minutes of meetings lawfully closed under the Open Meetings Act, whether for the purpose of approval by the body of the minutes, or for semi - annual review of the minutes as required by the Open Meetings Act. To consider litigation, when an action against, affecting or on behalf of the Village has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent. Motion by Trustee Aktipis, seconded by Trustee Yusuf, to adjourn to Closed Meeting at 8:22 p.m. to discuss minutes and to consider litigation. ROLL CALL VOTE: Ayes: 5 - Trustees Aktipis, Caleel, Craig, Miologos and Yusuf. Nays: 0 - None. Absent: 1 - Trustee Korin. Motion carried. 12. ADJOURNMENT: Motion by Trustee Craig, seconded by Trustee Yusuf, to adjourn the meeting at 8:47 p.m. VOICE VOTE: Motion carried. ATTEST: Linda K.Gonnella, CMC Village Clerk VILLAGE OF OAK BROOK Minutes Page 7 of 7 February 24, 2004