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Minutes - 03/09/1999 - Board of Trustees (3)e,'77 7 -7,17,7747 a 7 x- 11A,'x VILLAGE'OF OAK BROOK Minutes UNOFFICIAL 1JNTIL APPROVED 16 WR I TEN OR AS AMENDED BY VILLAGE BOARD ON Due to the delay of President Bushy, Village Clerk Gonnella asked for a motion from t�,c tiotor to appoint Trustee McInerney as Chairman for the Village Board meeting. Motion by Trustee Shumate, seconded by Trustee Savino, to appoint Trustee TEMPORARY McInerney as Chairman of the Village Board meeting. VOICE: VOTE: Motion CHAIRS carried. 1. MEETING CALL: MEETING CALL The Regular Meeting of the Board of Trustees was called to order by Chairman McInerney in the Samuel E. Dean Board Room of the Village Commons at 7:24 p.m. Pledge of Allegiance was given. 2. ROLL CALL: ROLL CALL The Clerk called the roll with the following persons PRESENT: Trustees Bartecki, McInerney, Saving and Shumate. President Bushy arrived at 8:10 p.m. Trustee Kenny arrived at 8:25 .m. ABSENT: Trustee Caleel. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief/Building Commissioner; Darrell J. Langlois, Finance Director/Treasurer; Richard A. Martens, Village Attorney; Ruth A. Martin, Library Director; Bonnie Sartore, Bath and Tennis Club Manager; and Trey VanDyke, Coif Club Manager. 3. ANNQU V 'EMENTS & QPEN U( FQM: No one appeared. ANNOUNCLMENTS AN OPEN PuRCM 4. ARMVAL QE MLNUIES: MINUTES Motion by Trustee Bartecki, seconded by 'Trustee Shumate, to approve the minutes of the Regular Meeting of February 23, 1999 as presented and waive the full reading thereof. VOICE VOTE: Motion carried with Trustees McInerney and Savino abstaining, Motion by Trustee Bartecki, seconded by Trustee Shumate, to approve the minutes of the Special Meeting of March 1, 1999 as presented and waive the VILLAGE OF OAK BROOK Minutes I of 22 0 Mamh % 1999 77 full reading thereof, voicF, vans: Motion carried with ]*rusace�s McInerney and Savino abstaining. It's I f" if V 5. QMNI US 4 DA: Due to the absence of President Bushy, Chairman McInerney changed the order of the printed agenda. The official minutes will indicate the change in the sequence of agenda items as directed by Chairman McInerney. Motion by 'Trustee Savino, seconded by Trustee Bartccki, to approve the Omnibus Agenda. ROLL CALL VOTE: Ayes: 4 - Trustees Bartecki, McInerney, Savino and Shumate. Nays: 0 - None. Absent: 21 - Trustees Caleel and Kenny. Motion carried. A. B. C. D. E. F. M A-PPROYAL-QF BILLS: Approved Omnibus Vote. AP-P-ROYAL-0—F RA-YRQLL 193-RAY PER E RUARY 20. 1. 999: Approved Omnibus Vote. _ CHANGE ORDERS: : None. PAYOUTS: �(Arlm &Wigs MAbIlm W Cl A'R 1.0 a ♦ FINAL-PLAT - $1,507.00: Approved Omnibus Vote. APPROVAL OF: BILLS - $227,778.47 PAYROLL - $327*734.10(gross PAYOUTS: SPORTS CORE/ WESTCHESTER PARK SUB. - FINAL PLAT 2) PET I HARTMAN r-O-4RANX----PAYQQT 41 &-EINAL-- UST UPGRADE - O R D JOR AGE JANK UPGRA F RESERVOIR RESERVOIR A A-- Sl MEN: Approved Omnibus Vote. 1.4 1) MIESES (2423 -SE ING RQAD) V A'rjQN ri YARLI 5 Q A S EETM- -.!QF AP911, 6. 1999: Approved Omnibus Vote. 1 0 - uffaw -113.2 11414, - a 1) A CRACK SEA - : Approved 011111ibus Vote. TION 4 b Approved Omnibus Vote. VILLAGE Of OAK BROOK Minutes 2 of 26N Mamh 9,199 REFERRALS.- SPRIESER - VARIATION - REAR YARD SETBACK (3423 Spring Rd.) 1999 CRA('X SEALING PRojtCT SECTION 125 FLEXIBLE BENEFIT, PLAN I 8. EN45 REMOYMERQUOMNIRU QEhQA: None. DEPARTMENTAI, REP ' ' • LIAISON A�S1QNML-'h1`1'S: Enineerin: Trustee Bartecki - Village Engineer Durfey stated the new Illinois Department of Tmnsportation project on Illinois Route 83 (55" Street - 58" Street) includes reconstructing and widening the pavement to three (3) lanes in each direction, but will be temporarily striped for only two (2) lanes in each direction. The full three- (3) lane configuration will happen at some future time as part of a larger,Route 83 project. Wort: is scheduled to finish by October 1, 1999. Harry W. Kuhn, Inc. has the $4,693,324 contract. Finance anti Hotel Qommitte : Trustee McInerney - Most of the Finance Deparnnent staff s time during February was spent preparing the schedules and workpapers for the 1998 Audit. Final fieldwork started on March 1, 1999. The Village has submitted its application to FEMA for reimbursement of the costs associated with the snow emergency on January 2 and January 3, 1999. The Village is eligible to be reimbursed up to 75% of the cost of overtime, benefits, materials, contractual costs and equipment usage during this 48 -hour period. If funded up to the full 75 %, the Village's reimbursement would be approximately $31,000. Wig: Trustee Kenny - Trustee Shumate reported Fire Department fire calls for the .Month of Februar totaled seventy -three (73), with Mutual Aid given four (4) tunes and received five (5) times. Ambulance calls totaled seventy -seven (77), with Mutual Aid given three (3) times and received four (4) times. On February S. 1999, fire units responded to a car and van crash on 22"d Street just west of Midwest Road. The van had rolled over on its side wiei the car on the side of the road. The van was stabilized, the batter} cables disconnected, and a charged hose line was used to protect the patients during extrication and assisted with washing the roadway down. Both drivers were extricated from their vehicles and transported to Good Samaritan hospital. On February 20, 1999, fire units responded to a rollover with entrapment on Northbound 1-294. The vehicle was stabilized, a hose line pulled as a precaution and the patient we, then extricated from his vehicle. DEPARTKENTAL REPORTS VILLAGE OF OAK BROOK Minutes 3 of 22 March 9, 1999 �I ��.. ' .' • r ��L% x "4 �'^ x'' "a � "wa `VUe��r'�� ��', ,sb,4 <�1M; k� � � � � .. yr On February 6, 1999, fire units responded to a five (5) car accident on Eastbound 1 -88. Fight (8) patients were treated for injuries. The technical rescue team participated in a simulated confinedd space accident in Addison. The dive rescue team conducted a dive at hidden Lake in Lisle. Although there was no ice, they were able to successfully perform cold water diving operations, 'There was a hazardous material team drill hosted by our fire department covering communication and detection equipment. As always, these classes were in addition to the weekly fire and EMS training sessions. Eight (8) people attended a CPR class. The fire department gave a fire safety talk at Border's Bookstore with fifty (50) people in attendance. The fire station tour, as well as first -aid instruction was given to four (4) Boy Scouts seeking to earn their first-aid merit badge. Staff is in the process of purchasing a first -aid curriculum package in order to begin providing certified basic first -aid training programs for residents and businesses, in addition to CPR classes. Anyone interested should contact the Department's education coordinator, Bob Robertson, at 990 -3040. i rary: Trustee Caleel - Library Director Martin reported the Oak Brook Library joins with the DuPage Library System in welcoming the new State Librarian, Jesse White, and the new director of the State Library, Jean Wilkins. Staff has begun working with Carew Architects Planners as part of the final design phase of the new Library project. All department heads have met with Mr. Carow. Additional audiobook shelving was installed in the Juvenile fiction room as staff continues to squeeze materials into the current building while developing the collection with new Library space in mind. Spring and Summer programming is proceeding with a Spring theme of "Doom on the Farm" highlighting new growth in plants and animals and with the statewide Summer Reading theme of "Time Trek Readers ". Circulation staff attended seminars at Skokie Public Library on providing assistive technology for physically - challenged persons. Staff continues to work on refinements in the acquisitions and serials modules. pg: Trustee Shumate - Detective Tamie Shuey received a Department Commendation for her police work on a deceptive practice at a securities investment company in Oak Brook. The loss to the company totaled $812,800. Detective Shuey determined that the offender had purchased large amounts of stocks with closed account checks in order to manipulate it for a profit. On January 21. 1999. Officer Robert Muds received a suspicious vehicle call and upon investigation revealed that the driver of the vehicle had two (2) active warrants out for his arrest and identified the front seat passenger as a gang member. Officer Mudra also revealed that the female subject in the back seat was H. possession of crack cocaine and the suspicious vehicle was stolen, On Saturday, February 27, 1999, five (5) local police departments sponsored the annual DARE Lock -In which was held at Hinsdale Central. These VILLAGE OF OAK BROOK Minutes 4 of 22 March 9,19" 7 F departments included Clarendon mills, Burr Ridge, Willowbrook, 11i a.. I Oak Brook. The event went from 9:30 p.m. to 6:30 a.m.. the next enontir . Games were played such as relay races, basketball, volleyball, hockey, soccer and Jell-O eating contests. Pita and soda was served through the evening. Breakfast was available in the morning, and at the conclusion of the event was the DARE Balloon Lift Off where each student had a balloon and put an anti- drug message in their balloons along with a return address and let it go. To date there have been two messages returned, one from Lansing. Illinois and the other from Gary, Indiana. Public Works and Planning & 0ing: Trustee Savino - Snow and ice control activities have been rather few and far between over the past several weeks, therefore, Street division crews have been busy with the annual sign inventory and maintenance program, winter time equipment cleanup and maintenance, spoil hauling, pothole repair and the repair of five (5) storm sewer inlets. Additionally, two (2) employees have been assisting the Building and Grounds maintenance emplc,yee with interior painting in several buildings, and the Village's street sweeper was even out for six (6) days due to the relatively mild weather. Water division crews have started the annual distribution valve - turning program. They continue with the residential water meter replacement program and have repaired five (5) water main breaks over the past several weeks. The endloader that was awarded by the Board should be delivered during the week of March 15, 1999, and Public Works Director Meranda was asked to have it available for the Village Board to view at their next Village Board meeting. Permitting activity remains at strong levels and at the same pace as 1998. Over 800 permits were issued in 1998. In the first two (2) months of 1999, the Code Enforcement Department has received approximately 120 permit applications. Planning and Zoning petitions are as follows: Barbara - 25 Breakenridge Farm - an Appeal of a Building Inspector Determination -- A tentative solution to modify the masonry wall to bring it into compliance with the Ordinance has been worked out. In the meantime, the Appeal has been continued to the June-1, 1999 Zoning Board of Appeals meeting. Oak Brook Park District - Variation - Waive Requirement for Curbing -- °rhe Zoning Board of Appeals recommendation for approval will be on the Village Board March 23, 1999 agenda. Village of Oak Brook - Yorkshire Woods Subdivision - Flood Plain Special Use - 1999 Paving and Water Main Project — The hearings have been concluded. The Ordinance granting approval is on this evenings Village Board agenda. Village of Oak Brook - Sports Core /Westchester Park Subdivision - Preliminary id Final Plat Approval -- -The Plan Commission and Zoning Board of Appeals have concluded their hearings on this issue and their VILLAGE OF OAK BROOK Minutes 5 of 22 March 99 1999 M i' a �s•;;a sn'#+:Y.`t, ,i �aa v, "k" 'x �;� "� � �y< �° � �' > , �a� )tom ""+ ^'�y ��stu;'i`�', � .. �xs 7 ?4 "• %) °ro"�a�;'��'" � recommendations for approval will be on the Village Board March 23, 19 ,99 agenda. Village of Oak Brook Text Amendment • Restrictions on Larking of Certain Commercial Vehicles in Residential Districts a.. The Ilan Commission will review this request at their March 22, 1999 meeting, and the Zoning Board of Appeals will hold the required public hearing at their April 6, 1999 meeting. V.1 : Clerk Gonnella - Voter registration is available at the Village Hall from 8:30 a.m. to 4:30 p.m. until Monday, March 15, 1999. Absentee voting for the April 13, 19+9 Consolidated Election begins March 22, 1999 through April 10, 1999 in the Village Clerk's office. The hours for voting are from 8:30 a.m. to 4:30 p.m., Monday through Friday and Saturday from 9:00 a.m. to noon. V_ illage President: President Bushy - Village Manager Veitch indicated President Bushy, upon her arrival, will wish to ,peak this evening on her CHICAGO TONIGHT Channel 11 televised panel discussion of the Metropolis Project 2020 Report. Village Manager Veitch reported that Information Services Department staff plans to complete any remaining Year 2000 testing and evaluation, and to initiate appropriate system upgrades this quarter for all Information Services equipment. Village Manager Veitch reported that 1999 Bath and Tennis Club brochures were sent out the last week of February. As of March 3, 1999, approximately 80 applications have been processed. About one half of these are social memberships; the remaining memberships are widely distributed in the other categories. The first 1999 member event. a Friday Fish Fry scheduled for March 12, 1999, has been canceled. The dance floor and carpet have now been replaced in the Bath and Tennis Clubhouse. Village Manager Veitch reported that the golf course was closed during the month of February and will open, weather permitting, some time during the month of March. The following dates have been established for golf course activities which may be of interest to Village residents. Residents having questions about any of these programs or activ ►ties may call Golf Club Manager VanDyke at (630) 990 -3032 for information- March 2, 1999: All residents should have received an information packet from the golf course. Any resident that did not receive n mailing should call the golf course at 630.990 -3032 and a packet will be seat to them at once. March 8. 1999: Begin accepting memberships for the golf course. April 2, l 999: Permanent Tee 'rime applications are due. April 7, 1999: Permanent Tee Time drawing. April 10, 1999: Tournament programs begins. April 20, 1999: Group 1"sons begin. VILLAGE OF OAK BROOK Minutes 6 of 22 Mph 9, 1 "9 n 0.44�W April 24.1999: Permanent Tee Times begin. 9M OTARR-TIRIM 7- . �. 1) M2 PAV W 1999 PAVING AND WATER HAIM Seven (7) competitive scaled bids were received can February 24, PROJI ?cf 1999. The low bid is approximately 8.4% or $195,874 below the engineer's estimate of $2,331,373.70. Areas inclu;4ed in this project are Yorkshire Woods Subdivision streets, 35"' Street (Meyer s Road -Cass Avenue), Avenue Loire, Bliss Drive, Cass Court, :'harletcn Place, Clearwater Drive, Commerce Drive, Golf Drive, Hamilton Lane, Kimberley Circle, Kimberley Lane, Kingsbury Court, McDonald's Drive, Natorna Court, Natoma Drive, Pembroke sane, Shelburne Drive, St. Stephens Green, and Victoria Court. Funds in the amount of $2,494,000 have been budgeted in the Roadway Improvements Program (461) for this work. Motion by Trustee Bartecki, seconded by Trustee Savino, to award a contract, subject to staff review, to Callaghan Paving, Burr Ridge, the lowest responsible bidder, based on the unit prices submitted, for a total 1999 Paving and Water Main Project price of $2,135,499.38. Trustee Shumate noted Saddlebrook Subdivision is on the Crack Sealing list, and he voiced his concern of the cracks in their newly rejuvenated streets'in that Subdivision. I°le asked if something can be done to correct this. Village Engineer Durfe), explained that a certain procedure was done on the eastern portion of the Subdivision in which small cracks are occurring. In the western portion of that Subdivision, another technique was used and the cracking appears to be less. This technique was more difficult to construct, but it appears to be more cost effective. The two approaches were somewhat experimental, acrd some crack sealing will occur in 1999 in that Subdivision to address the cracks. t ROLL CALL, Von,: Ayes: 4 - Trustees Bartecki. McInerney. Savino and Shumate. ' Mays: 0 None, j Absent: 2 - Trustees Caleel and Kenny. Motion carried, I' VILLAGE DP OAK 13ROOK Minutes 7 of 22 March 9, 191 '�'n" x w .° w �"x .. � s" � ` fth"�_ �` '•a�,�mq�$. ` r ,,"R= '�'� maw, -+ ro=;. — -_ ;t e�`V � , tiff • .,.,� t s i T'= , �. > �':=4 & °` y s't'�.'li?` + > "'n`�'^aa 5 'i i y�. �, 01 Bid packages were sent to eighteen (18) firms. Competitive sealod bids were received on March 3, 1999 from ten (l 0) companies (two (2) which submitted letters saying they were not submitting bids). As indica=ted on the bid tabulation attached to Purchasing, Clerk Murphy "s memorandum dated March 5, 1999, staff is recommending acceptance of some bids which were not the lowest submitted price (items #13, 24, 42, 43, 44, 45, 46, 47, 491, 61 and 62). The lower priced items were for proposed substitutions which did not meet the Village's specifications. Contracts with these firms will operate as Requirements Contracts, i.e. orders will only be placed when and if the Golf Course has such needs. Bid prices are firm for the entire year. There is no requirement that the Village purchase a set quantity (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 $ 114,200 has been budgeted in various accounts for the purchase of these and other items. Chairman McInerney recessed the meeting at 8:07 p.m. The meeting convened at 8 :12 p.m. Motion by Trustee McInerney. seconded by Trustee Savino, to award Requirements Contracts to the following six (6) companies, subject to staff review, based on unit prices bid by the oowest responsive bidders, as indicated on the bid tabulation attached to Purchasing Cle , v. Murphy's memorandum dated March 5, 1199: Bojo Turf Supply, Frankfort, Illinois Consery FS, Tinley Park, Illinois H & B Sod Nursery, Markham, Illinois Lesco, Rocky River, Ohio Arthur Clesen, Tinley Park, Illinois Turf Partners, West Chicago, Illinois ROLL FALL VOTE: Aycs: 4 - 'Trustees Bartecki, McInerney, Savino and Shumate, Nays: 0 - None. Absent: 2 - Trustees Caleel and Kenny. Motion carried, At 8:13 p.m.. President Bushy presided the meeting. VILLAGE OF OAK BROOK Minutes 9 of 22 March 9,19" ;21 GOLF' COURSE COMMODITIES i7Ltd p`�{} viC ' ^vxr . ,7" 7,T r '^ "-r`r ry --. �< +aa`Ks€ ,Cara �s x , ,a7.�as..;m -^ y ,y �r: u.. s M_ i ► it 11; . ► i . ! �, '�: The Village Board, at its January 26, 1999 sneezing, waived bidding due to sole source, and authorized staff to negotiate a contract with Boecker Road Maintenance to perform the Village's 1999 Pavement Rejuvenation Project. Stag` has successfully negotiated unit pricing which is competitive with that provided by Boecker to surrounding municipalities for similar services. The Village's project will include an estimated ary..a - of 123,152 square yards. Services to be provided include the supply and application of Reclamite preservative seal (unit cost of $.43 /square yard), sand ($.02 /square yard), distribution of resident notification letters ($.015 1square yard) and traffic control ($.015 /square yard) as required. This year's pricing is the same as 1998 for the same level of service. Village personnel will again perform the street sweeping activities, saving approximately $8,400. A review of the unit prices submitted indicated a large disparity between the amount budgeted and the proposal submitted. Reasons for this include removing 56,050 square yards from the project (Jorie Boulevard and York Road), and the unit prices remained the same as 1998. Streets to be treated are located in the Saddle Brook, Timber Trails, Brook Forest subdivisions, and other Village streets that are indicated on the street listing and reap attached to Purchasing Clerk Murphy's memorandum dated March 4, 1999. Funds in the amount of $108,000 are contained in the Roadway Improvements Program (41 -461) to cover this project. Motion by Trustee Barteeki, seconded by Trustee Savino, to approve a negotiated contract with Boecker Road Maintenance, Naperville, at fa total unit price of $.48 per square yard of Recclamite for a total estimated 1999 Pavement Rejuvenation Project price of $59,111%. ROLL CALL VOTE: Ayes: 4 - Trustees Bartecki. McInerney. Saavino and Shumate. Nays: 0 - None. Absent: 2 - Trustees Caleel and Kenny. Motion carried. VILLAGE OF OAK BROOK Minutes 92 9 of 22 March 9, 19 e u`�,xr'rj`y�?`',� ,"f, p0.- fia,...1� °L'3 iQ,�Ti`i' ";"'�z' > > �, r ...-< a "'r'+�, • `49� 'F ,i; a�� .a��i� .-�x - �r �' ., a� ui� w< c"� iro # tllr" r4 1111171PIR, w r i B. ': • 99� - � a9 9 ,. ,. of . 99 -BU- I - llJ'i`1 TWIG THANSEERS AMC NG BUDGET 1_FNF S -929 TRANSFERS BUDGET LINE I T Now that all of the year-end accounting adjustments have been made, several budget accounts, categories, and programs have been determined to have ended 1998 over budget. The Village Board's Policy on finance, Taxation, and budget outlines the fallowing procedures for budget administration and how these variances are to be addressed: 1. That the Budget Officer, with the approval of the Village Manager, may authorize transfers of budgeted funds between accounts or between account categories within a single budget program. 2. That any transfer of budgeted funds from one budget program to another shall be subject to approval by the Board of Trustees upon the recommendation of the Village Manager. 3. That any transfer from contingency shall be subject to approval by the Board of Trustees upon the recommendation of the Village Manager. 4. That any increase in the total appropriation within any fund shall be subject to approval by the Board of Trustees upon the recommendation of the Village Manager. In order to make as few changes to the budget as possible, formal budgetary control has been established at the category level, i.e. personnel, materials and supplies, operation and contractual, and capital. The following is a brief explanation of the causes of the rnore material budget transfers: Program 12: This variance resulted from the costs associated with litigation and outside attorney fees exceeding the amount budgeted for this activity. °lian: The overtime variance was caused by the delay in filling two ftreftghterdp medic pt)sitions due to the unfair labor practice charge regarding contract personnel. This VILLAGE OF OAK BROOK Minutes 10 of 22 March 9, 1 q `7r.,. 111$17 771 Y � � . ,y, f � �.� -cs., '- }y'a'k �`�k »'s�w� a9✓'�`�"�J,'kt3 «, ��.rA� �_ variance is mostly offset in the 1:MS program since there are substantial unspent funds for contract paramedics in line item 731- 7700 - Other Services. The Salaries Full `I'ione variance was clue to an audit requirement that a provision for retroactive pay be recorded fbr represented personnel. 9 -Com ity L7vg1 : Most of this variance is in the account budgeted for Ethnic hest, For budget purposes, this line item is shown net of revenue for the event. For accounting purposes we are required to show revc;noes separate from the expenses. Revenue account dumber 10-4463 has a balance of $7,476 from Ethnic Fest which somewhat offsets this variance. The remainder of the variance is due to the event not meeting its revenue targets. 4" These transfers are due mainly to increased activity at the facility in 1998. For program 814 - Tennis Operation - Indoor, the 1998 budget was prepared assuming operations of the Tennis Dome only through May, 1998. Since the facility was operated during the Fall of 1998, these transfers are needed to offset variances caused by twelve months of expenses compared to a five month budget. Indoor tennis revenues were over budget by $47,753, offsetting most of this transfer. P o rams 821, 822, & 823 -Fo2d & Bevel These programs were all over budget due to substantially increased activity over 1997. While the Banquet program budget transfer is $184,750, revenues from Food & Beverage operations were over budget by $196,237, more than offsetting these variances. Programs $31 -golf Club general Opp ions: The variance in cost of sales was due to the reduction in gross profit margin on inventory during the second half in 1998 in order to increase sales, thus reducing inventory levels prior to the clubhouse expansion project. Account 7700 -Other Services was over budget because $15,000 for the clubhouse architect and irrigation consultant were not rebudgeted in 1998. These amounts were not spent in the 1997 budget, At the fund level, total expenditures were under the 1998 appropriation in all cases. Thus. no fund appropriation amendments are required this year. Motion by Trustee McInerney, seconded try Trustee Bartecki, to pass Ordinance 99 -BU -EX 1 -S -929, "Ordinance Authorizing Tmnsfers Among Budget Line Items" for the year ended December 31, 1998, as presented and waive the full reading thereof. ROLL. CALL. VOTE: VILLAGE OF OAK BROOK Minutes 11 of 22 Mamh 9, 1999 Ayes: 4 - Trustees Bartecki, McInerney, Savino and Shumate. Nays: 0 - None. Absent: 2 - rrustees Caleel and Kenny. Motion carried. Pursuant to Village Board direction at the Regular meeting of February 23, 1999, the Village Attorney has drafted a resolution which changes the name from Oak Brook Ethnic Fest to Oak Brook Autumn Festival and establishes an ad hoc committee for the 1999 Oak Brook Autumn Festival. Motion by Trustee McInerney, seconded by Trustee Bartecki, to pass Resolution 99 -BD -AFC -R -720, "A Resolution Changing The Name And Establishing An Ad Hoc Committee For The Purpose Of Planning And Coordinating The 1999 Oak Brook Autumn Festival ", as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - Trustees Bartecki, McInerney, Savino and Shumate. Nays: 0 - None. Absent: 2 - Trustees Caleel and Kenny. Motion carried. Trustee Kenny arrived at 8:25 p.m. 3) ORDINANCE 99- ZO- SU -FP -S -928 AN ORDIN GRANTING A FLOOD PLAIN SPECIAL USE PERMIT PURSUANT TO SECTION 10 -34 OF THE CORE QE ORDINANCES OF THE VILLAGE OF OAK BROOK. ILLINOIS(Yorkshire Woods Subdivision): Discussed and direction given at the Regular meeting of February 23, 1999. The ordinance grants a flood plain special use to permit the Paving and Water Main Project in Yorkshire Woods subject to the following conditions: During construction, an effort will be made to preserve as many trees as possible; and final engineering approval. Motion by Trustee Savino, seconded by Trustee Bartecki, to pass Ordinance 99- ZO- SU -FP -S -928, "An Ordinance Granting A Flood Plain Special Use Permit Pursuant To Section 10 -34 Of The Code Of Ordinances Of The Village Of Oak Brook, Illinois (Yorkshire `Woods VILLAOF OF OAK BROOK Minutes 12 of 22 March 9, 1 999 oRD.99-ZG-SU-FP- S -928 GRANTING A FLOOD PLAIN SPECIAL USE PERMIT (Yorkshire Moods; Subdivision) PAVING AND WATER MAIN PROJECT .+ k s tea. t MW � , , We Subdivi,sion)$% as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 5 - Trustees Bartecki, Kenny, McInerney, Savino and Shumate. Nays: Q - None. Absent: I - Trustee Caleel. Motion carried. 1) QUINANCE - M - -S-227---- V 1W T14P VTT T Ar.P nT; nAW nRnnW nT i AAC:P OnT TM TV 114. 1-4f.ri71 P The ordinance vacates Surrey Drive and certain easements. The proposed vacation of Surrey Drive hearing was held prior to the Regular Board of Trustees' meeting'chis evening. Motion by Trustee Savino, seconded by Trustee McInerney, to pass Ordinance 99- ST,V -EX 1 -S -927, "An Ordinance Vacating Surrey Drive And Certain Easements In The Village Of Oak Brook, DuPage County, Illinois ", as presented and waive the full reading thereof. Trustee Savino indicated that Village Attorney Martens has drafted an ordinance vacating Surrey Drive in the Oak Brook Village Green Subdivision for which the Village of Oak Brook will receive, as fair market compensation, Lot 82 of the Forest Gate Subdivision. Lot 82 will be conveyed in fee simple to the Village of Oak Brook thus creating a legal access to the west side of the Village's property at the corner of 31" Street and Jorie Boulevard now leased to DuPage Mayors and Managers Conference. Village Attorney Martens explained that the ordinance, under consideration, contains the eleven (11) findings in the preamble to the ordinance. ROLL CALL VOTE: Ayes: 5 - Trustees Bartecki, Kenny, McInerney, Savino and Shumate. Nays: n - None. Absent: i - Trustee Caleel. Motion carried. VILLAGE OF OAK BROOK Minutes 13 of 22 Mauch % 1999 jk- ORD.99 -ST -V- LrXl - S-927 VACATING i SURREY DRIVE AND CERTAIN EASEMENT wre 7� Subdivision)'", as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 5 - Trustees Bartecki, Kenny, McInerney, Savino and Shumate. Nays: 0 - None. Absent: 1 - TrustcMe Caleel. Motion carried. 1) ORDINAN 'E- 99- -V- " -5-227 6,N &DINANCE 4RD- 99- ST-- v -EXI -' YA-.AIIN Y Su. "Y R V' C N � S -927 V xE F RO Muir., VACATING 1 , SURREY DRIVE AND CERTAIN EASEMENTS The ordinance vacates Surrey Drive and certain easements. The proposed vacation of Surrey Drive hearing was held prior to the Regular Board of Trustees' meeting this evening. Motion by Trustee Savino, seconded by Trustee McInerney, to pass Ordinance 99- ST -V -EX 1 -S -927, "An Ordinance Vacating Surrey Drive And Certain Easements In The Village Of Oak. Brook, DuPage County, Illinois ", as presented and waive the full reading thereof. Trustee Savino indicated that Village Attorney Martens has drafted an ordinance vacating Surrey Drive in the Oak Brook Village Green Subdivision for which the Village of Oak Brook will receive, as fair market compensation, Lot 82 of the Forest Gate Subdivision. Lot 82 will be conveyed in fee simple to the Village of Oak Brook thus creating a legal access to the west side of the Village's property at the corner of 31" Street and Jorie Boulevard now leased to DuPage Mayors and Managers Conference. Village Attorney Martens explained that the ordinance, under consideration, contains the eleven (11) findings in the preamble to the ordinance. ROLL CALL VO"L"E: Ayes: 5 - Trustees Bartecki, Kenny, McInerney, Savino and Shumate. Nays: 0 - None. Absent: 1 - Trustee Caleel. Motion carried. VILLAGE OF OAK BROOK Minutes 13 of 22 March 9, 1999 w� . ` A ... 1 W • . ,r. r�: .. ,� x1 4 1 Tabled at the Regular meetings of February 9 and February 23, 1999. Mr. Callaghan's consultants presented a concept of an on -site wetland mitigation plan to Village Engineer Durfey. AtIcr the presentation acid discussion, it appears that wetland mitigation for the subdivision may be accomplished on -site. The developer "s consultants will now submit a formal and detailed package to the Village for review as part of the subdivision submittals. Regarding the proposed retaining wall at the southwest corner of Jorie/Forest Gate, the current concept is that the wall will be about 11.6 feet high at its highest point. This is substantially lower than the original 18.5 feet and is in general conformity with other retaining walls around the Village. The wetland issue was the final remaining major item before the Village Board could approve the subdivision resolution. The Village Board is now free to approve that resolution, since remaining unfinished items relate to finalizing the details and documentation, The resolution approves the Final Plat of Subdivision known as Forest Gate. This Final Plat is subject to the following nine (9) conditions set forth in Section 4 of the resolution: (a) That the Variations from the Subdivision Ordinance set forth above are incorporated herein by reference. (b) That all sidewalk requirements are waived. (c) That the final plat and final engineering, be revised and approved by the Village Engineer. (d) That Article VII, Section 3(J)(1)(b) requirements of permanent monuments are waived along the interior streets. (e) That Article VII, Section 3(J)(2)(c) requirements of steel pipe or bars are waived in lieu of the developer providing V2" x 21'4'° steel rebar to so designate all lot corners after construction of each residential unit. VILLAGE OF OAK .BROOK Minutes 14 of 22 Mph 9, 19" (f) Tim the developer either grant an easement for access or convey Lot 82 to the Village in mcordable form no later dun thirty (30) days following recordation of the spinal Plat of Subdivision. (g) That Article Vll, Section 3(F) requiremenis are waived to allow the developer to install decorative street lights, (h) That Article V11, Section 30)(2) requirements are waived in lieu of the landscaping plan which is comp»riscd of the following documents prepared by Ivcs./Ryan Group, Inc.: (1) a sheet entitled, "R.O.W. Landscape Plan" which is dated January 21, 1999; (2) an entrance plan dated January 6, 1999; and (3) a sheet entitled, "Parking Tree Plan ", as last revised, December 15, 1998. (i) That all other requirements, conditions and standards of the Subdivision Regulations of the Village of Oak Brook, except as waived or limited by this Resolution, shall be applicable to the development of said Forest Gate. Motion by Trustee Savino, seconded by Trustee Bartecki, to pass Resolution 99- SD-FP -R -719, "A Resolution Approving The Final Plat Of Subdivision Known As Forest Gate (NB Ploute 83 And Oak Brook Road, Oak Brook, IL 60523) ", as presented and waive the full reading thereof. Trustee Savino clarified his motion to state that condition (f) language be stricken to read: That the developer convey Lot 82 to the Village in recordable form no later than thirty (30) days following recordation of the Final Plat of Subdivision and change (h) to read "Parkway 'free Plan ". ROLL CALL VOTE: Ayes: 5 - Trustees Bartecki, Kenny, McInerney, Savino and Shumate. Nays: 0 - None. Absent: 1 - Trustee Caleel. Motion carried. VILLAGE OF OAR. BROOD Minutes 15 of 22 Marsh 9, 1999 �srr,i,�5 AM`a 0 ' •; 19mawn Lift President bushy recommended the following appointments to the 1999 teak Brook Autumn Festival Committee, with their terms expiring December 31, 1999: 1. Al Savino - Village of Oak Brook (Trustee) 2. Joan Philip -tank Brook Civic Association 3. Sherry Mazda - butler School PTA 4. Nuha Dabbousch - Brot,k 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. Adam Butler - At Large Member 11. John Craig - At Large Member 12. Barbara Nasharr - At Large Member 13. Denise Tennison - At Large Member 14. Michelle Butler - At Large Member 15. Carolyn Link - At Large Member 1999 ' ;i .1 I~ COMITTZE Motion by Trustee Shumate, seconded by Trustee Kenny, to concur with the recommendation of President Bushy and appoint the following to the 1999 Oak Brook Autumn Festival Conumittcee. with their terms expiring December 31, 1999: 1. Al Saving - 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 Saittefort - At Large Member 10. Adam Butler - At Large Member 11. Jahn Craig - At Large Member 12. Barbara Nasharr - At Large Member 13. Denise Tennison - At Large Member r i VILLAGE OF OAK BROOK Minutes 16 of 22 March 9,1"9 1 i s t r „�i a B m i1tx S a a S �t 4n `*`$. <-,iC i Ss xz, + y . �r'�... ".. - Y M7 Si... 'Vu ;,. 14. Michelle Butler - At Lorg+e Member I5. Carolyn link -fat l.arge Member VOICE V01 1 : Motion carried. Trusted McInerney stated his disappointment that the Oak gook Park District his opted not to participate in the event nor grant any financial assistance to it. President Bushy expressed her hopes that the Park District may reconsider this at sonic point in time. r .• tat- =r r ► WIN ►' 1 .� Pursuant to authorization given on February 9, 1999, staff 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. On February 23, 1999, the Hoard tabled the recommendation to the March 9, 1999 meeting. Financial Advisory Services Agreement - The scope of services is as discussed previously and the agreement is in the typical form for such agreements. The fee for a $5,000,060 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) 4ualif ed 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. The timetable prepared by Ron ldorene and provided to the Board with the February 23, 1999 agenda packet has slipped by two weeks. Whereas the original version led to a bond sale on Tuesday, April 27, 1999 with receipt of proceeds on Tuesday, May 18, 1999, it now appears that the earliest date for the bond sale would be May 11, 1999 with delivery on or about June 1, 1999. VILLAOF OF OAK BROOK Minutes 17 of 22 Mamh 9, 1999 AGREEMENT FINANCIAL ADVISORY FOR SRRVIiCS► APPOINTMENT OF BOND COUNSEL ° FINANCING OF CAPITAL IMPRO jR-- MENT PROGRAM � x I� I� s Trustee McInerney, as Finance Trustee, expressed his regret iu not attending the last two meetings due to the illness of his mother who then passed away. He thanked all of those who attended the wake and sent condolences. Trustee McInemey explained that the General found has rifteen (15) months of operating income in which the Village has an opportunity to borrow at a given interest rate and reinvest at a higher rate of interest. If a change in interest rates occur that is unfavorable, the Village has the revenue in the bank to pay off the bonds without penalty. Part of the requirement is an alternate revenue bond source of income. Future Village Boards could use the revenue in the Gcneral Fxuad ; sales tax revenue, utility tax revenue, enact a telecommunication tax or real estate taxes. Future Village Boards would be required to abate the real estate taxes annually. There is a provision in legislation to allow interested parties or residents to sue future Boards if they choose not to abate the real estate tastes. He spoke of the Board's fiduciary responsibility to our residents when there is an opportunity to enhance the financial aspect of the Village. Motion by Trustee McInerney, seconded by Trustee Bartecki, to place this item on the table. VOICE VOTE: Motion carried with Trustee Shumate voting nay. Motion by Trustee McInerney, seconded by Trustee Bartecki, to appoint R.V. Norene & Associates, Inc. as Financial advisor to the Village and authorize execution of the agreement for financial advisory services; and appoint Katten Muchin & Iavis as bond counsel; and consider placing the Sales Tax Alternate Revenue Bond Ordinance on the Board's March 23, 1999 Active Agenda. Trustee Shumate commented that the capital project of the Library has been incorporated in the Five-Year Financial Plan, and there is enough funding set aside so that borrowing to fund the project is not needed. Village Manager Veitch stated the purpose of the bond issue is to finance one or bath of the capital pre jects, the new Library or renovation of the Village Hall and Fire Station 1. and maintain higher reserves against fluctuation in the sales tat than you would have if you used the reserves to build the prgjects. The current interest rate environment makes it possible to do this at no net interest Cost WW maybe some net interest earnings if the hands in the bank are VILLAGE: OF OAK BROOK.Anutes 18 of 22 March 9,1!9 �" •,' ,.,?.n '" „ nom`'- �'4;i s+,, x:x �.g * _ , %mt'��`' "i';.`3' �_ ", =,<a.'' a ^may >," not needed. This %ill keep the Village more liquid in the yem to come. Trustee Shumate commented on the risk the Village takes in borrowing funds to pay for capital projects. He stated that since the Village does not pay income tax, even though limited on the investment. it seems the Village will pay the real cost of capital, which may be a percent at any time the Village borrows no matter what the interest rate. The Village will be able to, take the compensating balances and invest them at the then high rate, because we are paying a high rate. The rates all go with each other. The real cost of capital is 1 -1 10. %. Trustee Bartecki remarked that if he thought there was any meaningful risk attached to this, he would not support it. fle suggested the Village try this and see if it works. As Trustee Shumate had stated, the other projects have no. been approved, therefore the Village only borrows $5,000,000 for the Library and takes advantage of the financial conditions. ROLL CALL VOTE: Ayes: 4 - Trustees Bartecki, Kenny, McInerney and Savino. Nays: 1 - Trustee Shumate. Absent: 1 - Trustee Caleel. Motion carried. President Bushy explained that this is another step in this process and that this will appear un the March 23, 1999 agenda. A period of time will open after that meeting for a backdoor referendum where 100'0 of the registered voters in Oak Brook sign a petition requesting the Village not to proceed with borrowing the funds. The Village Board may then decide to abandon this or place it on a referendum to the voters in Oak Brook. A, minimal financial fee to the Village from R.V. Norene & Associates will occur if the Village does not proceed with the financing proposal and there will be no cost to K.atten Muchin & Zavis. 91 UNEINISHE12 AND NEW BUSINE_�_(EWAI Action Nol Ant ed): No Business. 4100,941V 1,10W President Bushy noted that a homeowner association Presidents' meeting will CHIC &GO be held to discuss the Y2K. topic. They had asked that another meeting be held METROPOLIS to discuss their public safety concerns for our residents. The Emergency 2020 Management Team has been discussing Y2K and how the Village will handle VILLAGE OF OAK BROOK Minutes 19 of 22 Match 9. 19 9 *y _- W5;", ' -�, .'ems ,�.y .t._ s.. „sr ,k_ a *^,�.. A ,g + u y,{ 'a � �.a k ab :�, �ttr ¢�3 ,,_ Y�. °, ���,,.F; �''u�'���y�''a?, .���' z� •y �� e1,, -_z �� " any situations that may occur. The Team now meets twice a month to addrm this issue. The Village newsletter will have a section on the Y21C issue and how a resident may be prepared for it. The Village suggests that our residents be prepared as if a snowstorm were to occur where you depend on your own resources for two or three days. President Bushy commented that this evening she participated in a panel discussion of the Commercial Clv b of Chicago's prpjcct called Chicago Metropolis 2020 on Channel 11's program, CHICAGO TONIGHT. She indicated the Commercial Club of Chicago has seven (7) staff members handling this project with funding of $4,000,000. The areas of concern to our Village is the proposal for a regional coordinating council of fifteen (15) appointed members who would have bonding power and control over the municipalities in the six (6) county area in planning, zoning, wastewater, stormwater, roads and transportation. One avenue of funding this project is through sales tax revenue sharing applicable only to this region. The amount returned to any one municipality would not exceed in any year a specified sum. They suggest $200 per resident plus 50% of any receipts over that amount, thereby preserving an important incentive to pursue local economic development. This would give the Village of Oak Brook under $2,000,000 in sales tax revenue. Fifty percent (50 %) of the receipts would give the Village only another $4,500,000. The Village would have a 28% decrease in the General Fund, while our Police and Fire budgets alone total $7,700,000. The proposal would cause a 40% loss in sales tax revenue. The other 50% of the excess revenue would go to the regional council to be used for funding their programs. For example, if a municipality received $1,200 per capita under the present system, it would only receive $700 under the new system with the other $500 going to the regional pool. In order to develop a definitive proposal, it will be necessary to prepare a forecast of revenue needs. They also suggest that a municipality shim to other forms of taxation which the Village does not have the right to levy being a non -home rule municipality. It has been suggested that the fifteen (15) individuals on the council could be appointed by the Governor, Mayor of Chicago and the six (6) County Boards. Another alternative, which they recommend, is a federation giving one (1) vote to each of the 270 municipalities in accordance with their relative population. The appointed blue ribbon nominating commission would select forty -five (45) candidates for the fifteen (15) offices, This would drastically change the way government operates in the northeast portion of Illinois. Some advantages to the program worthy of discussion is improved coordination between Northern Illinois Planning Commission (NIPC), Chicago Area Transportation Study (CATS), Regional Transportation Authority (RTA), Metropolitan Planning Council, etc. They want to review the Cook County assessment practices, discuss the feasibility of a third airport, remove the VILLAGE OF OAK BROOK Minutes ; nI 20 of 22 March 9,19" distinction between home rule and non -home rule municipalities, nujor transportation center to combine trucking and rail, accuracy and consistency of assessment across the six (b) county metropolitan Korea, examination of the duplicate roles of local governments, educational funding,, universides assist in tecluiology transfers and economic promotion of the region throughout, the nation of public relations with the Department of Economic Community Af hirs (DECA) and tax increment financing (TIF) progrmns. President bushy indicated the first State statutes will be pmix)sed in May that will address the transportation issue to increase spending, by $500,000.000 in this region and will determine later where the funding of" these projects would occur. She proposed that this subject be a Committee-of-the. Whole topic once each Trustee receives the Plan. She asked that the Board them discuss the- facets of the program that would affect the Village so that she represents the viewpoints of the board when she attends the meetings of the 2020 Plan. Trustee Kenny asked if our State representative I've of this Plan. President Mushy indicated that four (4) State legh, _ � at a t"aceting in Kohler, Wisconsin for a discussion of this Pla 1 are 400 Chicago businessmen who arc members of the C:ommet . f Chicago who support this proposal. President Bushy suggested .-:t with some of our Village's business executives to discuss the At . Ian will have on our municipality and municipal government as an ei One chapter of the Plan discusses streamlining local government and ma­ the assumption that effective and efficient government is undermined by a �., stem of 1,246 local governments. They state these exist because reforms efforts are ignored by the public and resisted by office holders. She clarified that government must serve everyone and is obligated to do so equally and fairly. The Plan does not indicate that service to the people is what government is required to perform. Village Manager Veitch announced shat the deadline for introduction of substantive bills has passed and in excess of 2,000 substantive mills have been introduced in Springfield this session as well as almost 2,000 non - substantive bills. One of these non - substantive or shell bills may include language from this Plan that could occur in May. It will be difficult to monitor this process since there are so many bills introduced. President bushy commented their reasoning for this project is the inequity of the sales tax system. They complain of the unfairness of sales tax in the densely populated regions stems from the radical differences among municipalities and our ability to generate retail sales tax. They state the super malls cause a concentration of sales tax producers. Communities that would share in the sales tax revenue would be those who have larger populations and who have chosen to have relatively little or no sales tax base. under this Plan, VfLLAOE OF OAK 13ROOK Minutes 21 of 22 Marsh 9,1 T I'm 'e '9 a municipality would only be able to zone or reame in their community if it would benefit the region. Trustee Shumate remarked that the Oak Brook PRESS published an article on sales tax revenue in the six (6) collar county region denoting that all these municipalities rely on their sales tax revenue to operate their Village governments. Oak Brook is not unique to this, as all the suburbs operate in this manner. 11. UONM ON- T: Motion by Trustee Bartecki, seconded by Trustee Savino, to adjourn the meeting at 9:31 p.m. VOICE VOTE: Motion carried. ATTEST: Linda k. Gonnella, CMC /AAE Village Clerk W03999 VILLAGE OF OAK, BROOK Minutes 22 of 22 Mamh 911999 4; ADJotR tT