Minutes - 03/09/1999 - Board of Trustees (3)e,'77 7 -7,17,7747 a 7
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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
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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
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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"
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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
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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
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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
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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
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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
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• 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
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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
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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----
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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
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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
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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
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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
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VILLAGE OF OAK BROOK Minutes 16 of 22 March 9,1"9
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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.
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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
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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
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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
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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
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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
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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
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