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Minutes - 02/25/1997 - Board of Trusteeset +',; '>c�_ ��� ,7g1r�' ;.� ., � I��. fF�°r`,,'' �'`�C t t, ..���n •'�� . "3''' it �s� `�rrr � � is,'� t �'"v' Sn 7 , �'� ,1;,�'•.v °''"- 'rn? ?r•,'�Sw$,�,,, +''a�i'2 «,�§ i �(� . y��a�S,v ax;z �`�'" �aka'�; +� _,,,, ,yr ;�`'�. �jt�1 `� :+F�e v i +i�i • - r _ +r r��+ . i - ' ' . ' ,. x'iY. ,. .,k '"' Y �'^'L "'..✓ ��.s.i m'a rx tt 'v° s�i4•'v TXe L1N2� � uww r i i i a3�•y" �!. � �yi t _ �F�k' 2 x I a °� , • ., �IAJ I'''mo r � VILLAGE OF OAK BROOK Minutes ERB. 21 199 UNOFFICIAL UNTIL APPROVED AS WRITTEN OR S AMENDED BY VILLAGE BOARD ON 1. MEETING CALIF: 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. 2. ROLL CALL: ROLL CALL The Clerk called the roll with the following persons PRESENT: President Bushy, Trustees Bartecki, Kenny, McInerney, and Shumate. ABSENT: Trustees Payovich and Savino. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant to the Village Manager; Richard A. Martens, Village Attorney; Rtth A. Martin, Library Director; and Trey VanDyke, Golf Club Manager. 3. ANNOUNCEMENTS & OPEN FORUM: ANNOUNCEMENTS AND President Bushy announced the passing away of former Plan Commission OPEN FORUM Chairman Henry Marcy III. She acknowledged his many accomplishments in our community and his scientific achievements. A memorial service will be held April 12, 1997, and in memory of his passing, the Village flags will fly half staff at that time. 4. APPROVAL OF MINUTES: MINUTES Motion by Trustee Kenny, seconded by Trustee Bartecki, to approve the minutes of the Committee -of -the- Whole Meeting February 10, 1997 as presented and waive the full reading thereof. VOICE VOTE: Motion carried with Trustee Shumate abstaining. Motion by Trustee Kenny, seconded by Trustee Bartecki, to approve the minutes of the Regular Meeting of February 11, 1997 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. •ui� ►f: Motion by Trustee McInerney, seconded by Trustee Bartecki, to approve the Omnibus Agenda. ROLL CALL VOTE: Ayes: 4 - Trustees Bartecki, Kenny, McInerney and Shumate. VILLAGE OF OAK BROOK Minutes 1 of 9 February 25, 199' •.3i.: i+Yw L:.w3.+C ..6 -,-... .. _ .-. . .....,.. ',k+�= fi•+ii W........— .w -s. -. '_'.. -. ... I $v `.fin- .�.wx .r .r r.. C- ,..asap" t' ", 1':y1J tr "" '; - • r t r'-013 tii''"z. ^F:' yC§F F �p'r:t. _.'i7 i .,0.7+,- vl L^�J"4' Y� Ni�� *..2.�.cya ^ii � iw` s +; � •< 1` e >. . % ' a t, `r.'�s�„rr:fr', � F � y , t J > , ..J rY•.`< 't � .. + >«F _ ra+,- '"rte, yx a� ; ' '�.. °3 r rY n;`�' „ r-..� , 4'y6ii^w i? 3 � °x« - 'S� F. AUTHORIZATION JO SEEK BIDS OR PROPOSALS: 1. 1997 CRACK SEALING PROJECT: Approved Omnibus Vote. 1997 CRACK SEALING PROJECT Nays: 0 - None, II N !I t Absent: 2 - Trustees Payovich and Savino. Motion carried. EQUIPMENT COLF COURSE REPLACEMENT: Approved Omnibus Vote. APPROVAL OF: EQUIPMENT BILLS A. APPROVAL OF BILLS: Approved Omnibus Vote. $556,421.20 1997 PAYROLL - B. AI!PROVAI„ OF PAYROLL: Approved Omnibus Vote. $323,564.84(gross) C. CHAN .RS: No Business. D. P,q„ Y'OUTS I . I� ALI CH ENGMILERING, INC. - PAYOUT #21 A. FINAL YORK ROAD YORK IMAD BIKE, IRAI i - PRELIMINARY ENGTI'4EERMG - BIKE TRAIL $3 -100.0 L: Approved Omnibus Vote. 2. NORTHWEST FQRD TUCK CENTER - PAYOUT #1 & PUBL1C WORKS FINAL - PUBLIC WORKS TRUCK REPLACEMENT= TRUCK REPLACE - $76,500.00: Approved Omnibus Vote. MENT 3. PENTAMATION - I!A,YOUI #1 - COMPUTER SYSTEMS - COMPUTER SYSTEMS $63,844:x: Approved Omnibus Vote. 4. MIERSEI CONSTRUCTION. INC. - PAYOUT #A &,FINAL_ FIRE STATION #2 - FIRE ST. I N#2 REMODELING - $21.739.00: Approved REMODELING Omnibus Vote. 5. INTERPLAN PRACTICE LTD. - PAYOUT #9 & EINAL - FIRE STATION #2 BIDDMG/CONSTRUCTION ADMINISTRATION E011 tIRF, REMODELING STATIQN #2 REMODELING Pt•I 11 -d Omnibus E. REFERRALS: None. F. AUTHORIZATION JO SEEK BIDS OR PROPOSALS: 1. 1997 CRACK SEALING PROJECT: Approved Omnibus Vote. 1997 CRACK SEALING PROJECT 2. BOBCAT SKID -STEER LOUR: Approved Omnibus Vote. BOBCAT SKID- - STEER LOADER 3. GOLF COURSE MAINTENANCE EQUIPMENT COLF COURSE REPLACEMENT: Approved Omnibus Vote. MAINTENANCE, EQUIPMENT G. ACCERI AN12 _ N12 PLACE ON FILE - TREASUREI ' S REPORT OF TREASURER'S JANIJAR )C..12QZ: Approved Omnibus Vote. REPORT - JAN., 1997 VILLAGE OF OAK BROOK Minutes 2 of 9 February 25, 1997 D u '` taPC7+.. Y� fi �, ..'{�� ��� •A_'�4 „ i�s t r.1 w�, t Y.+;:^�, yet :•`Y'� � i' R1 7. :..' ' • �► 01:0 President Bushy requested that this item be placed later on the agenda, as passage of a resolution is required before the appointments are approved. 1X610-101 111.4 0) IZE-111092 V Iwo ozone Pursuant to discussion at the Regular meeting of January 14, 1997, staff prepared a resolution creating an ad hoc committee for the 1997 Ethnic Fest. The powers and duties language is unchanged from the resolution that established the 1996 committee. The composition of the committee has changed to reflect the fact that the Village will be the sole sponsor of the 1997 Fest. Accordingly, the resolution contemplates a Trustee of the Village as Chairman; the co -chair positions have been eliminated. The other designated positions are the same as last year, as are the seven at large seats. The result is an 15- member committee as opposed to last year's 13 members. President Bushy indicated that the proposed resolution be amended to include an Oak Brook resident residing in Downers Grove School Districts 58 and 99; Elmhurst Unit School District 205; Salt Creek School District 48 and Willowbrook High School District 48 and 88. She requested Trustee Savino, as a sitting Trustee, be appointed Chairman of the 1997 Committee. Motion by Trustee McInerney, seconded by Trustee Bartecki, to pass Resolution 97- BD -EFC -R -688, "A Resolution Establishing An Ad Hoc Committee For The Purpose Of Planning And Coordinating 'Me 1997 Oak Brook International Ethnic Fest ", as amended to include fifteen (15) appointed members ,�, ith seven (7) At Large and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - Trustees Barteeki. Kenny, McInerney and Shumate. RES.97- BD -EFC- R -688 ESTABLISHING SAD HOC COMMITTEE FOR 1997 ETHNIC FEST Nays: 0 - None. Absent: 2 - Trustees Payovich and Savino. Motion carried. i II VILLAGE OF OAK BROOK Minutes 3 of 9 February 25, 1997 { lIY.YYYWW.Lf{WYWYi - Y'r„ ;"u� _ .mawiW ovv .esr.r......,ue.,sx s.b..dt 'f+ A. A%V- a,,,4u wiilil Ulu vuugr -t wvum De ror the event. Village Manager Veitch indicated this will be addressed, and Bath and Tennis Club Manager Sartore suggested that more revenue will be generated from donations for this year's event. President Bushy noted the Park District has indicated their donation toward the 1997 Ethnic Fest expenses will only be a $5,000.00 contribution. President Bushy read the names of the 1997 Ethnic Fest Committee. She explained that Mr. John Lindquist had asked to serve on the 1997 Committee even though he would no longer be a Park District Commission representative. He will serve as an At Large representative to the Committee. Motion by Trustee McInerney, seconded by Trustee Shumate, to concur with the recommendation of President Bushy and appoint the following to the 1997 Ethnic Fest Committee: Adam Butler, John Craig, Barbara Nasharr, Denise Tennison, Nuha Dabbouseh, Sherry Mazda, Joan Philip, Marci Hanzlik, Ralph Maxson, Susan Santefort, John Lindquist and Al Savino. VOICE VOTE: Motion carried. The incident that occurred at the Sports Core on January 19 has been reviewed and critiqued by the Village's emergency management team. A Village employee and skid -steer loader went through the ice on the Bath and Tennis Club pond while attempting to clear snow for the Oak Brook Civic Association Winter Carnival. Fortunately, the employee escaped without serious injury. The loader was extensively damaged and has been "totaled" by the Village's insurer. Among the team's findings is the fact that none of the bodies of water on the Sports Core can be deemed safe in winter, due to the presence of moving water. The team recommended that access to the ponds be very clearly restricted, by ordinance, in order to provide staff with the necessary enforcement tools. Village Attorney Martens has prepared the ordinance for the Village Board's consideration. The ordinance amends appropriate sections of Chapter 14 to prohibit going in or on any pond in the Sports Core, with specific exceptions for maintenance and certain summer activities at the Bath and Tennis Club pond. VILLAGE OF OAK BROOK Minutes 4 of 9 February 25, 1997 APPOINTMENTS - 1997 ETrrINIC FEST COMMITTEE ORD•97 -SC -G -582 AMENDING CHAPTER 14- VILLAGE RECREATIONAL FACILITIES "110 3 MUT 0163-iiliui Q=9 The incident that occurred at the Sports Core on January 19 has been reviewed and critiqued by the Village's emergency management team. A Village employee and skid -steer loader went through the ice on the Bath and Tennis Club pond while attempting to clear snow for the Oak Brook Civic Association Winter Carnival. Fortunately, the employee escaped without serious injury. The loader was extensively damaged and has been "totaled" by the Village's insurer. Among the team's findings is the fact that none of the bodies of water on the Sports Core can be deemed safe in winter, due to the presence of moving water. The team recommended that access to the ponds be very clearly restricted, by ordinance, in order to provide staff with the necessary enforcement tools. Village Attorney Martens has prepared the ordinance for the Village Board's consideration. The ordinance amends appropriate sections of Chapter 14 to prohibit going in or on any pond in the Sports Core, with specific exceptions for maintenance and certain summer activities at the Bath and Tennis Club pond. VILLAGE OF OAK BROOK Minutes 4 of 9 February 25, 1997 APPOINTMENTS - 1997 ETrrINIC FEST COMMITTEE ORD•97 -SC -G -582 AMENDING CHAPTER 14- VILLAGE RECREATIONAL FACILITIES 6 s 5� , T• r�;�' xf' �, , s< 7_, < �fi�� ,;a'..,�, °•s+� #azs.:S�'��a„F:iti ~,y.i; '�- f�-.�; ' -a�7 r��� Motion by Trustee Kenny, seconded by Trustee McInerney, to pass Ordinance 97 -SC -G -582, "An Ordinance Amending Chapter 14 of The Code Of Ordinances Of The Village Of Oak Brook Relating To Village Recreational Facilities ", as presented and waive the full reading thereof. Trustee Shumate stated he had requested the Fire Chief to ensure that the pond was safe for skating and that it would be swept of snow. He was told the Sports Core Maintenance staff would follow up with this. Ile explained that he would vote against the proposed ordinance, because he is not in favor of forbidding the use of the Bath and Tennis Club pond. He suggested staff could determine the thickness of the ice for safety, and snow removal could occur by hand -held equipment. Trustee Bartecki suggested use of a snow blower with a six -inch base of ice and have the area restricted to supervised events, Trustee Kenny explained the difficulty of restricting the use of the pond but suggested it was in the best interest due to being a spring fed pond. He suggested the tennis dome site could be used for ice skating, as the foundation is framed and can be flooded for ice skating. Ti astee McInerney commented on ice hockey being played during the Winter Carnival and suggested, for safety concerns, that times be designated for ice hockey, free skating and the curling event. ROLL CALL VOTE: Ayes: 4 - Trustees Bartecki, Kenny, McInerney and President Bushy. Nays: 1 - Trustee Shumate. Absent: 2 - Trustees Payovich and Savino. Motion carried. '1U -- ati am P91,11, -10 !, 1�, - to M'. The Board renewed its contract for Library automation services with the DuPage Library System (DLS) at its January 28, 1997 meeting. The Libr ;4!-,- i11 be implementing DLS's new automation software in the next several we -As. The ordinance reflects changes made in the identification of collection ;swag and in the fines and fees for those items as established in the automation programming. The ordinance also adds a policy statement regarding fees for on -line searches. The VILLAGE OF OAK BROOK Minute-r, 5 of 9 February 25, 1997 two it ,1 I ORD.97 -LY -G -583 AMENDING CHAPTEt? 7 - "LIBRARY" "!` Up' rik L ':v. 3� a` §. bF� i� r' �.±, =j' '� �f:ti Yt1; x) z `�xr'1F'�,._s r �'w xru 1 xv. ¢n �r�. Y. %q1 AwY Gti '4'fi Yf`!`re6 -W {_ Library is increasing its use of electronic searching in reference transactions. The ordinance sets guidelines which assist staff in cost recovery. Motion by Trustee McInerney, seconded by Trustee Bartecki, to pass Ordinance 97 -LY -G -5133, "An Ordinance Amending Chapter 7 Entitled "Library" Of The Code Of Ordinances Of The Village Of Oak Brook ", as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - Trustees Bartecki, Kenny, McInerney and Shumate. Nays: Q - None. Absent: 2 - Trustees Payovich and Savino. Motion carried. C. AWARD CAF CONTRACTS: No Business. D. DU PAGE CQUNTY PREEMMPTION A UEME tQPTICQI�I,� PREEMPTION YORK AND SPRING ROADS: AGREEMENT (OPTICt DU PAGE COUNTY - -, In order to install Opticom Preemption on the new traffic signal at YORK AND SPRING York Road/Spring Road, it is necessary that a Preemption Agreement ROADS for this intersection be entered into between the Village of Oak Brook and DuPage County. The proposed agreement, prepared by the County, has been reviewed by the Village Manger, Village Attorney and Fire Chief and found acceptable as to form. Motion by Trustee Kenny, seconded by Trustee Bartecki, to authorize the Village President to execute the "Preemption Agreement" between the County of DuPage and the Village of Oak Brook. VOICE VOTE: Motion carried. 1:19Y.11 1164 03,1042 F.-I W41 VD] This is the latest version of the draft policy ordinance on this subject. Based on the discussion on February 11, one additional factor has been added to the list of factors that would be considered by the Plan Commission in the public hearing/recommendation process. The new item pertains to impact of the proposed burial on trees and other vegetation. This appears as unfinished business in order to hear any further comments and to determine whether the Board is ready to advance the ordinance to the active agenda. VILLAGE OF OAK BROOK Minutes :_1 6 of 9 February 25, 1997 BURIAL OF OVERHEAD ELECTRIC UTILITY FACILITIES' 'm F" i ✓7 a e , r +Ydr. E $ ✓' y : is f a.k . 4.- .� t II I At the meeting on February 11, there was interest expressed in having comparative data on reliability of underground facilities versus overhead facilities. The Village Manager is requesting information from Commonwealth Edison, but does not see that information as a necessary prerequisite to considering the ordinance. However, it definitely would enter into consideration of any petition pursuant to the policy. Trustee Kenny requested language be included in Section 4 that indicates anyone that is adversely affected by the overhead electric utility facilities be included. Village Manager Veitch indicated this will be addressed in the ordinance. Trustee Shumate noted he had spoken with Plan Commission Member Tappin and requested the Commission view Village areas where there are overhead utilities to determine a priority list of areas that are unsightly or note a safety concern. He requested this be included in the ordinance. Trustee Kenny recommended that a policy should be developed for the factors used to prioritize areas on an informal basis. Trustee Bartecki commented that this could be very extensive. Trustee McInerney suggested there are other utilities to be addressed for esthetic purposes other than electric and if placed underground, what indications are there that improved services will occur. He commented that he would not support the proposed ordinance as submitted, as the business community and other high utility users would be adversely affected by the cost increase. Trustee Bartecki noted that the minor drainage improvement program is prioritized pursuant to a policy ordinance and fimding budgeted annually. Could this be done in this manner? Village Manager Veitch indicated that the cost would be approximately $15-$16 million for the entire Village to be addressed. He stated the Village Board would approve of any proposed projects Trustee McInerney recommended the Village set a policy of encouraging Commonwealth Edison or any developer to bury all overhead lines. He inquired if technology changes, what would occur if the poles are no longer needed? Village Manager Veitch explained there are provisions in our franchise agreements that address this. VILLAGE OF OAK BROOK Minutes 0 7 of 9 February 25, 1997 3x`ti m`r-ER,jans -4, Trustee Shumate again stated he recommended the Plan Commission investigate areas for safety, esthetic and any infrastructure laid down in the Village that could allow the utilities to be added. President Bushy indicated that the Plan Commission is presently addressing the Comprehensive Plan which will be presented to the Village Board for their discussion and then referred to the Plan Commission with the Trustee's recommendations. It would be difficult for them to attempt this enormous task at this time. Village Mmiager Veitch indicated it would be difficult to justify the cost of bury=ing utility facilities, as it is strictly for esthetic purposes, William Lindeman, l I Pembroke Lane, requested the Village attempt to ensure that new facilities in Oak Brook, as they proceed through the Plan Commission and Zoning Board of Appeals process, consider burying their utilities in their proposal. President Bushy suggested this information should be kept in the Village records so that when a homeowners group or entity requests consideration of burying utility facilities, there will be written options available for discussion. President Bushy explained that this information will be retained in the official Village files and so noted for the record. She thanked the Village Manager for his extensive research of the proposal. She suggested a strong recommendation be sent from the Village Board to Commonwealth Edison requesting they address the physical condition of their utility poles in Oak Brook. Motion by Trustee Bartecki, seconded by Trustee McInerney, that an official letter be directed to Commonwealth Edison indicating a request from the Village of Oak Brook to address the unsightliness of their utility poles in certain locations of the Village. VOCE VOTE: Motion carved. Motion by Trustee McInerney, seconded by Trustee Bartecki, to adjourn the meeting at 8:40 p.m. VOICE VOTE: Motion carried. VILLAGE OF OAK BROOK Minutes 8 of 9 February 25, 1997 '�'�, `C *'k Vii. ' a-Y -1 ' c'✓,``" a -i ADJOURNMENT d .t'S;'a°`*;- ,�,�'i''il..•'j�"sa ��,-�:. -, >}, rr� t,.> t, .• _ .ter ,.., -- , •.,F - ,,,y - - ` ^`y ;''�, ,i.x•..�'�'_ f�.{ . `}' N,.i Tx•"f`ai ¢r :t'4 �r3. °,�- °�,. >�(�Y��` G *:=��, i�.' Srr�•'y Y,� nt i_•k rylR�.:��� »s =ky'i �' `� o-' "k '�' �4�:aa , ATTEST: Linda K. Gonnella, CMC Village Clerk bot22S97 IROOK Minuto 9 of 9 ,a February 25, 1997 s